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Cash Manager Operators Guide

Cash Manager provides a fast and simple way to process customer sales.

Cash Manager Main Screen

Using Cash Manager is easy, but you will want to run through the Quick Start section to get acquainted with some of the features and get up to speed quickly.



Quick Links


Tutorials

Reference


Quick Start

If you’re new to Cash Manager, this is the best place to start. Follow this Quick Start guide to get up to speed quickly.

Launch Cash Manager

When the computer is powered on, Cash Manager automatically launches, and you will see the Cashier Logon screen. You can also manually start Cash Manager by double clicking the Cash Manager icon on your desktop.

Cash Manager Icon

Touch Screen enabled

Cash Manager is a touch screen enabled system. Although a mouse can be used, a touch screen is highly recommended as this is the most efficient way to operate the system.

You will need a Logon ID to get started

This is a 1 to 4-digit number that you will use to start each transaction. If you do not have a Logon ID, see your Tasting Room Manager about getting one assigned.

Learn how to enter transactions

Follow the Basic Transaction Entry steps listed below. Once you are comfortable with the basics, move on to the Advanced Transaction Entry section. These two tutorials should give you enough information to start using the system in a live environment.

Additional functions

Cash Manager has a lot of features. For additional information on the full feature set, see the Additional Features section for all the details.



Basic Transaction Entry

We will get into discounts and other more advanced functions in the Advanced Transaction Entry section, so for now, let’s get the basics down and keep it simple.

Cancel button

At any time in a transaction, you can touch the CANCEL button to back up one step, or to abort the transaction.

Training Mode

Cash Manager has a training mode which allows you to train and learn the register operation without affecting live sales. To enter training mode, touch MENU + Training Mode. To get it out of training mode, simply repeat the steps: MENU + Training Mode to toggle in and out of training mode.

Clerk Logon

  1. Enter your Logon ID and press ENTER
    Your cashier name will show in the upper right of the screen

Sell Items

  1. Touch a preset item at the bottom of the screen to sell an item
    Note: If you enter a quantity first, you can sell multiple of the item. Simply enter a quantity followed by touching the preset item
  2. Repeat step 2 to sell additional items

Finalize

  1. Touch FINALIZE to enter payment and finish the sale
    When touched, your payment options will appear
  2. Enter the amount to be paid and touch the appropriate payment button (see below)
    After payment has been entered in full, the receipt will print, the cash drawer will open and the transaction is completed
  3. Touch OK to start another transaction
    You will return to step 1

Payment Buttons

Not all payment buttons work the same!

For example:

  1. CHECK - Touch this button to complete the transaction.
  2. CASH – Enter the amount given to you by the customer. E.g. If the customer owes you $19.50 and hands you a $20, you will enter 20 + CASH. Change due will be displayed in the lower right corner of the screen.
  3. CREDIT CARD - you will be presented the Credit Card Entry Screen. Here you can either swipe or type the card holder information.

Note: In Training Mode, credit card payments are simulated. Odd cent transactions will be declined, while even cent transactions will approve. This is to demonstrate the behavior in case you get a decline response on a credit card.



Advanced Transaction Entry


Clerk Logon

Enter your Logon ID and press ENTER.

Select Customer

The Default Customer for a new transaction is ‘Retail Customer’.

To search for a customer, touch the CUSTOMERS button on the top of the screen.

The left column of the customer search screen may contain a black arrow. This signifies the customer is an active club member.

Type the last name of the customer (or click on a column heading to highlight it and the search text will be searched against the highlighted column).

You can search by Last name/First name by typing the last name followed by a comma and then the first name. E.g. ‘smith,ma’ could be used to find anyone with a last name of smith and a first name beginning with ‘ma’, such as Mary.

Set as Default - This is used to set the default customer. As mentioned earlier, ‘Retail Customer’ is generally the default customer. This is best left un-changed.

Clear Default - This is used to remove the default customer. A customer is required for any transaction to complete, so if the default is cleared, you will be required to select a customer on each transaction.

Quick Add - Touch the Quick Add button to add a new customer to the system. Fill in the fields and touch OK to save. The newly added customer will now be displayed for the current transaction.

Info - This will bring up the Customer Info screen. (see Customer Info in additional features below for details)

Select Sales Group

The default Sales Group for a new transaction is typically ‘Tasting Room/Retail Sales’. If you want to change this, you can touch the GROUPS button on the top of the screen.

Sales Groups control two things:

  1. Where and who the sale is being made (for reporting)
  2. Can trigger automatic discounts

Smart Groups Feature - An automatic behavior whereby a customer is looked up and the sales group automatically changes to match the type of customer. For example, if you lookup a an Employee (signified by the price level used for that customer) the sales group automatically changes to ‘Tasting Room/Employee Sales’. In this way, you usually do not need to select a sales group for the transaction.

Search - Enter the name of the group to look up, or simply touch the group you want to use and touch OK.

Set as Default - This is used to set the default sales group. As mentioned previously, ‘Tasting Room/Retail Sales’ is generally the default sales group. This is best left un-changed.

Clear Default - This is used to remove the default sales group. A sales group is required for any transaction to complete, so if the default is cleared, you will be required to select a sales group on each transaction.

Sell Items

There are four ways you can sell an item:

  1. Touch a preset item at the bottom of the screen
  2. Touch the ITEMS button at the top of the screen to Search for an item
  3. Enter an item number and touch the ENTER key
  4. Scan an item using a barcode scanner

You can enter a quantity before selling an item to sell multiples of an item (e.g. Touch 2 + [preset_key]).

Edit Line Items

To edit items on the sales screen, touch the line to edit and choose an action.

Edit Actions (applies to the selected line item):

Quantity - Enter a quantity and touch QTY. (e.g. 2 + QTY)

Refund - Touch RFND followed by a quantity entry

Void Line - Touch VOID LINE to remove the item

Discounts

Discounts come in many forms. Much of the discounting is automatic based on the customer and/or sales group selected. However, there are times you will need to issue a discount manually.

There are four ways to discount an item:

Percent Line Discount - Enter a percentage and touch % LINE DISC

Subtotal discount - Enter a percentage and touch % SUB DISC to discount ALL eligable lines in the transaction

Dollar Discount - Enter the dollar amount to discount and press $ DISC

Price Override - Enter the dollar amount to sell the item for and touch $ OVERRIDE

Shipping

If you need to ship items in a transaction, touch the SHIPPING button at the bottom of the screen.

Shipping Screen

Onsite / Offsite Purchase

Is the customer onsite placing the order? Or are they offsite (such as a phone or email order)? - This can impact taxation and compliance checking on the transaction.

Select Items to ship

Select which items are to be shipped. Yes, you can process ship and pickup items in the same transaction :)

Shipping Address / Address Book

Enter a shipping address (or choose from the address book).

Shipper / Carrier / Method

Choose a Shipper / Carrier / Method. Only valid choices for the state being shipped to will appear.

Shipping Charges

Enter the amount to charge for shipping. You can also touch the Calculate button if you have setup your shipping rates for each state.

Touch the OK button to accept the entries. At this time, the items being shipped will be checked for compliance based on the state you are shipping to. You will be notified if there are any compliance warnings.


Finalize

Touch FINALIZE to show payment choices

Payment Choices

Not all payments work the same!

For example:

CHECK - Touch to complete the transaction using the AMT DUE.

CASH - If the customer hands you $20, type 20 + CASH and any change due will be displayed in the lower right of the screen.

CREDIT CARD - Brings up the Credit Card Entry Screen. Either swipe or type the card information.

In Training Mode, credit card payments are simulated. Odd cent transactions will be declined, while even cent transactions will approve. This is to demonstrate the behavior in case you get a decline response on a credit card.

Split Tendering

You can accept multiple forms of payment on a single transaction.

For example, a party of five may want to split the tab 2 ways, or they may want to pay part cash and part credit card. There are no limits to the number of splits you can have. The transaction will remain open until the AMT DUE has been tendered.

To split a payment, enter the dollar amount to pay and touch the payment button. If you do not enter an amount, the full amount is usually assumed.

Split Tender Helpers

There are three split tender helper buttons (2X, 3X, 4X) above the FINALIZE button.

You can use these to split a check in half, thirds, or quarters. (alternatively, you can enter any amount to split it any way you want).

If a party wants to split the check down the middle. Simply touch 2X and then a payment choice.



Additional Features


Function Buttons at the top of the screen:

Hold

You can hold/suspend a transaction by touching the HOLD button so you can revisit it later, add items to a tab, or free up the register for another transaction without having to abort the current transaction.

Recall

To recall a held transaction, touch the RECALL button. A list of held transactions will appear. Select the transaction to recall and touch OK.

Customers

Used to lookup or add a customer. Touch the CUSTOMERS button to open the search screen. If the left most column has a black right arrow in it, that signifies an active club member.

Type your search text. The highlighted column will be searched. You can also click on another column heading to make that the active search column so you could lookup a customer by name, address, phone, etc.

Search Tip:

smith – brings up all club members where the last name contains ‘smith’

smith,mary – brings up all customers whose last name contains ‘smith’ and whose first name contains ‘mary’

Advanced Search - Search text is compared using a ‘contains’ comparison method. This way, if you enter ‘brand’ as the last name, you will see results such as ‘Brandt’, or ‘Hildebrand’, etc.

Group

The GROUP button allows you to change the current sales group. Sales Groups define where, who and what discount a customer gets. Examples include:

  • Adjustments/Promo
  • Club Shipment/Club Sales
  • Tasting Room/Employee Sales
  • Tasting Room/Industry Sales
  • Tasting Room/Retail Sales

To change a group, touch the GROUP button and select the appropriate group.

Items in the transaction may be re-calculated at a new price based on the discount level of the group.

Sales Rep

A Sales Rep can be tagged to the sale. Touch the SALES REP button and choose a sales rep from the list.

Items

Used to lookup an item. Touch the ITEMS button to open the search screen.

Type your search text. The highlighted column will be searched. You can also click on another column heading to make that the active search column so you could look up an item by its Size, Retail price, etc.

Advanced Search - Text is compared using a ‘contains’ comparison method. In this way, if you enter ‘choc’, you will see results such as ‘Chocolate Milk’, or ‘Organic Chocolate’, etc.

Touch an item in the list to select it and then touch the OK button to sell the item.

Source

You can track various sources of a transaction. This provides a way to track campaign codes, tour company's and drivers, hotels, coupons, etc.

Touch the SOURCE button to bring up a list of sources. Then touch an item in the list to select it and touch the OK button.

Cancel

Cancels the current operation. Based on where you are in a transaction, one of three actions may take place:

  1. If in Finalize mode, touching CANCEL cancels finalize mode
  2. Cancels the current transaction
  3. Returns you to the Logon screen

Provides access to system level functions such as Opening the Cash Drawer, Electronic Journal, Closing the Day, Training Mode, System Setup.



Menu


No Sale

Opens the Cash Drawer.

Electronic Journal

The Electronic Journal provides several functions which allow you to revisit previous transactions for re-print, adding tips, voiding, etc.

Transactions are listed newest to oldest, so the most recent transaction is always in view.

Search

You can search any text pattern on a receipt. For example, you can search on receipt number, item description, SKU, dollar amount, credit card number, payment method, customer name, etc. - ALL text on the receipt is searchable.

By default, you are viewing your register’s transactions

You can change the view by touching CHANGE VIEW to see ALL Registers.

Once you locate your receipt, touch it to select it. You can then perform actions against it using the buttons down the right side of the Electronic Journal screen.

Reprint

Reprints a duplicate copy of the receipt.

Adjust Tip

Adjusts Tip on the transaction.

Tips must be activated in the system and the receipt must have a credit card payment on it since tips only apply to credit card transactions.

Cash Manager Gratuity Adjust

The above example shows a tip entry against a transaction that was split on two credit cards. Touch the TIP amount for the card you want to add a tip to. Enter the tip amount and process. You will be returned to the tip screen and will see the tip amount on the tip button. Repeat for any other cards as needed.

Touch OK to be returned to the Electronic Journal. You will see an adjusted receipt which now shows the tip amount as a line item on it with an updated total.

Correcting a tip amount

If you accidentally applied a wrong tip amount, or applied the tip to the wrong receipt, you can easily adjust or remove the tip. Follow the same steps to enter a tip and either change the tip amount or enter $0.00 as the tip amount to remove it. What you see is what you get, so there is no need to be concerned that you are adding multiple tips to a card after adjusting it.

Note: Tips MUST be entered/adjusted BEFORE you Z-Out (Close) the register, and before your credit cards auto-settle with the bank at night.

Recall

You can Recall a transaction as a Sale or Refund. This is useful if you need to refund an entire transaction, or just want to duplicate a transaction without having to re-enter it. This does not change the originating transaction. It simply copies it as a new transaction.

Void Trans

Use to perform same day voids regardless of how its paid. If a credit card was used on the sale, it will be voided at the bank as well. If you need to reverse a sale from a previous day, you will need to recall it as a refund and then credit the person in cash or credit according to your policy.

Show Posted

By default, the Electronic Journal only shows sales from the current period (today). However, sometimes you need to go back to a previous day, week or month. Use the Show Posted feature to select a date in the past to view the electronic journal for.

Date

When viewing previous days transactions, use the Date feature to select to different date to view.

X-Report

The X-Report shows daily drawer totals. This is a real-time, up to the minute report so you can monitor where you are in your day.

Here you can also enter drawer counts which is part of the end of day cash reconciliation process.

Credit Card Detail Report - Use to get a real-time report of credit card detailed transactions. This will produce a report of the currently open batch for all registers.

Z-Report

Used to close the register for the day.

Training Mode

Cash Manager features a training mode so new staff can be trained on a live register during business hours without impacting daily totals or inventory. Select this option to toggle in and out of training mode.

When in training mode:

  • The top of the screen turns red and flashes TRAINING MODE
  • The Cash Drawer does not open
  • Receipt headers read ‘TRAINING MODE’
  • Credit Card processing is simulated - even cent transactions approve and odd cent transactions decline


Other Features


Customer Info

The CUS INFO button can be used to view a customer profile and perform account updates. Once a customer is showing on the sales screen, touch the CUS INFO button to open their profile.

General Tab

Here you will see basic customer information such as address, phone, email, what clubs they belong and notes.

Update Card on File

Touch the CREDIT CARDS button to update the customers card number on file. If this is a club member, you can specifically update the card used with their membership.

Choose a card to update and click EDIT. If no cards are on file, touch the NEW button to add a card. Here you can swipe a card or type into the fields. Touch SAVE to save and close the screen.

Purchases Tab

View purchases by line item detail for the customer. Purchases are listed newest to oldest to keep recent activity front and center.

View a purchase receipt by touching a detail line to highlight it and click the VIEW button to see a copy of the receipt. When viewing a receipt, you can REPRINT, or RECALL the transaction.

Attributes Tab

Attributes are marketing data tagged to the customers account. Here, you can see what marketing tags (Attributes) are on the customer’s account.

Pickups Tab

The Pickup tab provides a simple way to mark a wine club members order (or any will-call order) as picked up.

All outstanding pickup orders are shown in the screen with a Status of Paid or Unpaid.

Touch an order to select it, then touch PICKUP to mark it picked up.

To print a copy of the receipt, touch PRINT.

If the order status is Unpaid, you cannot mark the order picked up with accepting payment first. For Unpaid orders, touch RECALL to recall it into the sales screen where you can edit and finalize it. Once the order is paid, it’s status will automatically be updated to Picked Up.

Send Note Tab

Use Send Note to send a message to back-office wine club staff. You can use this for things such as address changes, customer requests and notes and pretty much anything you want.

Type a Subject and/or Note and touch SEND.

The sent message appear in the Ticklers file in the back office.


Item Info

Use Item Info to get details on an item.

Touch an item on the sales screen to select it, then touch ITEM INFO to get details:

  • Qty Available
  • Alcohol %
  • Bottle Size
  • Case Quantity
  • Item availability online
  • Pricing by customer group
  • Extended Description

Memo

Use to add a memo to any transaction. Simply touch the MEMO button and enter your memo.

A memo can be removed by clicking Cancel on the memo entry screen.

Note: Memo’s print on the customer receipt.

Duplicate Receipt

Touch the DUP RCPT button to print a duplicate of the last transaction entered.

Use the Electronic Journal to access transactions prior to the last entered.

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