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Store Credit

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Overview

Many merchants prefer to issue store credit for returned merchandise rather than refund money to a customer. The Order Manager has the ability to issue store credit which can be redeemed the next time the customer places a Manual or POS abbreviation for Point of Sale. The cash register interface for use with walk-in business at "brick and mortar" stores. Used with barcode scanners and cash drawers. Sales made on the POS screen draw from the same inventory as orders imported from online stores. order. The program is not able to apply Store Credit when processing payment information as orders are imported.

The Store Credit system is accessed through the Payment Terminal screen synonymous with the Microsoft Access Form Object or user interface., and is separate from the "Carry Balance/Credit Forward" process of Order Manager.

The depending on the location in the program where the subsequent order is created, the user may automatically be informed of the customer's store credit and may choose to redeem the credit as full or partial payment for the new order. If the program does not automatically inform the user of a customer's available credit, it can be checked manually by viewing the Store Credit tab of the Payment Terminal screen while the order is being placed. Customer information must have already been entered into the order.   

The Store Credit History report shows each store credit transaction that occurred in the time period specified by the user.

The merchant should review the Store Credits Remaining report to see their current liability by customer, which represents potential sales revenue in the future.

The information contained in the Store Credit system is not transferred to QuickBooks. The merchant should consult their accountant if they desire to update QuickBooks with store credit information.

Issuing Store Credit when Products are Returned

Point of Sale Order that already contains Customer Information

1. Click the [Recall Order] button or press the [F4] key (default setting of the POS Hot Keys).

2. Locate the appropriate order record by selecting one of the buttons on the Recall Order screen.

4. Click on the [Return Items] button, which opens the Return Items screen.

5. Select to mouse "left-click" on an object, usually a row in a table, in the context of Order Manager documentation the items the customer wishes to return, by using the [Select All] button or select individual items by checking the box in the corresponding row of the Return column.

6. Specify the number of units to be returned to inventory in the Add Back column. Cannot be more than the number of units being returned.

7. In the section of the screen labeled How to Issue Credit for Return, select the [Issue Store Credit] radio button.

Note: If this button is grayed out, the order does not contain customer information. If the order has not been "approved", reload the order at the POS interface and add customer information. If the order has been approved, skip to the next section for instructions to add customer information.

8. Then click the [Process] button.

9. The program will print a sales receipt, reflecting the credit that was issued.

Point of Sale Order that does not contain Customer Information

Background

• Most users configure the POS system to automatically approve POS orders by setting system parameter ApprovePOSOrders to TRUE.

• It is not possible to issue store credit to a customer from the POS interface without having customer data included in the order.

• It is also not possible to reload an approved POS order to the POS interface so that customer data can be added to the order at a later date.

• Therefore, if items are returned against an approved POS order with no customer information associated with it and the merchant wishes to issue store credit for those items, it is necessary to exit the POS interface to add the customer data to the order before the credit can be issued.

• This function will most likely require a manager, or someone with administrative privileges, to perform it.

To add customer information to an approved POS order and issue store credit, complete the following steps:

1. Exit the POS interface (F12).

2. Click the [View] link of the Orders section on the Main Menu.

3. Scroll to, or search for, the appropriate order.

4. Once the order has been located, select the [Addresses] tab.

5. Click the [Edit] button under the SOLD TO text box on the left-hand side of the screen, and add the customer's information. Click [OK].

6. The Store Credit can then be issued one of two ways:

   • by the Credit Card Terminal tab of the Orders Screen

   • 1. click the [Payment Terminal] button

     2. click on the Store Credit tab

     3. fill in the proper Trans/Amount and click the [Issue Store Credit] button

     4. the program will prompt the user to verify that the credit is being issued to the proper customer, if correct, click [OK]

     5. click the [OK] button to acknowledge the completion of the store credit transaction

   • by returning to the POS interface to issue the store credit

   1. 1. click the [Recall Order] or [F4] button and then click the [Return Items] button

      2. on the Return Items screen, click in the [Return] check box for each item that is being returned, and select the [Issue Store Credit] radio button

      3. click the [Process] button

• Review system parameters settings in the Order Manager that enable users to configure the program integrate with their business operations. The Order Manager includes hundreds of System Parameters to do just that. To change a system parameter, go to the Maintenance Menu> Set System Parameters. ApprovePOSOrders and ApproveIncompletePOSOrders to determine if POS orders should be automatically approved. The merchant can manually approve POS orders at the end of the day via the Multi-Order Processor screen, if they are not automatically approved by the program. Use one of the "pending orders" Quick Filters, such as Today's Pending Orders, at the Orders or Multi-Order Processor screens to view these orders.

At the Orders Screen

1. Click the [Return/Exchange] button while viewing the affected order.

2. Choose a user from the Entered By drop-down list on the Details tab.

3. Click the [Items Available for Return] tab.

4. Use the [Mark All] button to select all items in the order for return or select individual items by clicking the Return check box in the appropriate line item's row.

5. Click the [Save] button and respond [OK] to acknowledge the return was processed successfully.  

6. Click the [Payment Terminal] button on the Credit Card Terminal tab of the Orders screen and then select the [Store Credit] tab.

7. Click the [Issue Store Credit] button.

8. The program will prompt the user to verify that the credit is being issued to the proper customer. If correct, click [OK].

9. Click [OK] to acknowledge the completion of the store credit transaction.  

Redeeming a Store Credit

At the Point of Sale Interface

1. Open the POS interface and create a new order.

2. Add line items to the order, using the [Prod Lookup] button or [F6] key (if the user has not modified the default settings of the Hot Keys).

3. Click on the [CUST LOOKUP] button or press the [F5] key (if the user has not modified the default settings of the Hot Keys).

4. Manually type in the customer information in the Add Customer Information screen or use the [Search] button to locate an and select an existing customer record. Click [Save] to return to the POS interface.

5. On the Key Pad tab, click the [Other Payments] button, which opens the Payment Terminal screen.

6. Click on the Store Credits tab.

7. Select one or more credits to be applied against the current balance by checking the box or boxes in the appropriate row(s) of the Select column.

8. Click the [Apply Store Credit] button.  

9. Enter additional forms individual "screens" that provide the interface by which users are able to interact with the program. The terms "form" and "screen" are used interchangeably throughout the documentation. of payment, if necessary, and complete the sale.

At the Orders Screen

1. While viewing the Pricing or Credit Card Terminal tabs, navigate to an order with a Balance Due or use the [Reorder] button at the top of the screen to create a new order.

2. Open the Payment Terminal by clicking the button of the same name on the Credit Card Terminal tab.

3. Click the [Store Credits] tab.

4. In the Select column, check the box of each credit that should be applied toward this order's outstanding balance.

5. Click the [Apply Store Credit] button.

1. If the order is missing customer information, the program will notify the user, who should then close the Payment Terminal and use the Addresses tab to add customer data to the order. When finished, reopen the Payment Terminal and repeat steps 3 - 7.

6. The program will prompt the user to verify that the credit is being issued to the proper customer. If correct, click [OK].

7. Click [OK] to acknowledge the processing of the credit.

At the Manual Orders Screen

1. Enter the customer information on the [Addresses] tab. If system parameter ManualOrdersShowStoreCredits is set to True, the program will pop-up a box with any remaining credit the customer may have.

2. Use the [Line Items] tab to add products to the order.

3. When finished adding products, select the [$ Payment] tab and click the [Payment Terminal] button.

4. Select the [Store Credit] tab, and in the Select column, check the box of each credit that should be applied against the Balance Due.

5. Click the [Apply Store Credit] button.

6. The program will prompt the user to verify that the credit is being issued to the proper customer. If correct, click [OK].

7. Click [OK] to acknowledge the processing of the store credit.  

Related System Parameters

Created: 6/14/11

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