PRISM360 POS Transaction Users Guide 5 25 2017

Owned by Marrianne Williams (Unlicensed)
Last updated: Dec 10, 2019 by Jenny
15 min read

About this Guide

This guide:

  • Will give you step by step instructions for completing most transactions in PrismPOS.


  • Is divided in to 6 sections: Basic Transactions, Advanced Transactions, Redshelf Transactions, Rental Transactions, Accounts Receivable Transactions, and Serialized Items Transactions.


  • Assumes you have read the PrismPOS Introduction and Navigation guide. There will be limited screen shots in this guide so reviewing the Introduction and Navigation Guide is important.


Transaction in PrismPOS means any action taken on the PrismPOS Register. It may be a sale, a refund, a pay in, etc. They are all transactions.
Disclaimer: In this manual and in the PrismPOS application, "transaction" and "receipt" will often denote the same thing. Know that if the screen displays one term, this documentation might use the other term to mean the same thing.
The basic steps of all transactions are:

  1. Scan or enter the item(s).
  2. Apply any discounts/markdowns, if applicable.
  3. Attach a customer, if applicable.
  4. When all items are included in the transaction, select the Total button.
  5. Select the Tender type for payment.
  6. Enter the Tender amount.
  7. Print/email the receipt.
  8. Repeat the steps for the next transaction.


Basic Transactions

Sale Transaction Cash Tender

  1. At the Home Screen, scan the item barcode.
    1. If item has, no barcode or it will not scan, select Items tab, search for the item, and select it from the list.


  1. Change quantity, if necessary in the Details Frame.

Note: For information on Discounts and/or Override Price, see those sections, in this guide.

  1. Finish scanning items then select Total.


  1. Tenders: Select the Tender Type displays in the Details Frame.


  1. Select CASH.


  1. Tenders: Enter the Amount screen displays in the Details Frame.


  1. You have two choices.
    1. Select one of several buttons— per the sample below $100.00, 53.00 or $52.91 (the exact amount of the transaction). That reflect possible cash combinations, for the particular transaction, provided by the customer.

OR

    1. In the Cash field, enter the total cash, from the customer.

  1. Selecting a preset amount button completes the transaction and the Transaction Summary displays


  1. Entering an amount in the cash field requires the selection of Complete button in the lower right corner. The transaction completes and the Transaction Summary displays.


  1. Select to print and/or email the receipt.
    1. Select Email and a dialog will display for you to enter the customer email address.
    2. Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.

Refund Transaction Cash Tender

  1. At the Home Screen, scan the barcode from the receipt, or use the Receipt Tab and search for the receipt.
    1. If the customer does not have the receipt and you are allowing the refund, scan the item, or look it up using the Items Tab.


  1. Select item(s) for refund if using original receipt:
    1. Select Refund ALL Items in the lower left corner of the Details Frame,

OR

    1. Item by item may selected, by highlighting the item in the Notepad then selecting Select Item button in the lower right corner of the Details Frame. Once all items are selected, select Refund Selected Items in lower left corner of Details Frame.


  1. Select Total.


  1. Select CASH the Tenders: Select the Tender Type screen.


  1. Select the button with the refund amount at the Tenders: Enter the Amount screen.

  1. The transaction completes and Transaction Summary box displays.


  1. Print and/or email the receipt.
    1. Select Email and a dialog will display for you to enter the customer email address.
    2. Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.

Exchange Transaction Cash Tender

  1. At the Home Screen, scan the barcode from the receipt, or use the Receipt Tab and search for the receipt.
    1. If the customer does not have the receipt and you are allowing the refund/exchange, scan the item, or look it up using the Items Tab.


  1. Select item(s) for refund if using original receipt:
    1. Select Refund ALL Items in the lower left corner of the Details Frame,

OR

    1. Select item by item to be refunded by highlighting the item in the Notepad then selecting Select Item button in the lower right corner of the Details Frame. Once all items are selected, select Refund Selected Items in lower left corner of Details Frame.


  1. Scan the item(s) to be sold.


  1. Select the Total. If even exchange the transaction will complete.


  1. If exchange was not even Tenders display.
    1. If you owe the customer money, select the button for the amount owed

OR

    1. If the customer owes money, select the appropriate button based how they pay you.


  1. Transaction completes and Transaction Summary box displays.


  1. Print and/or email the receipt.
    1. Select Email and a dialog will display for you to enter the customer email address.
    2. Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.

Sale Transaction Credit Card Tender

  1. At the Home Screen, scan the item barcode.
    1. If item has, no barcode or it will not scan, select Items tab, search for the item, and select it from the list.


  1. Change quantity, if necessary in the Details Frame.

Note: For information on Discounts and/or Override Price, see those sections in this guide.

  1. Finish scanning items then select Total.


  1. Tenders: Select the Tender Type displays in the Details Frame.


  1. Select the appropriate Credit Card button.


  1. Tenders: Enter the Amount screen displays in the Details Frame.


  1. Swipe the credit card.


  1. Transaction authorizes and Transaction Summary box display.


  1. Select to print and/or email the receipt.
    1. Select Email and a dialog will display for you to enter the customer email address.
    2. Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.

Refund Transaction Credit Card Tender

  1. At the Home Screen, scan the barcode from the receipt, or use the Receipt Tab and search for the receipt.
    1. If the customer does not have the receipt and you are allowing the refund, scan the item, or look it up using the Items Tab.


  1. Select item(s) for refund:
    1. Select Refund ALL Items in the lower left corner of the Details Frame,

OR

    1. Select item by item to be refunded by highlighting the item in the Notepad then selecting Select Item button in the lower right corner of the Details Frame. Once all items are selected, select Refund Selected Items in lower left corner of Details Frame.


  1. Select Total.


  1. Refund to the original tender by selecting it. It displays directly below the Total button.

  1. Once selected a white on red X displays to the left of the tender and the Enter the Amount displays in the Details Frame.

  1. Select Complete in the lower right corner of the Details Frame.


  1. Transaction authorizes and Transaction Summary box display.


  1. Print and/or email the receipt.
    1. Select Email and a dialog will display for you to enter the customer email address.
    2. Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.

Exchange Transaction Credit Card Tender

  1. At the Home Screen, scan the barcode from the receipt, or use the Receipt Tab and search for the receipt.
    1. If the customer does not have the receipt and you are allowing the refund/exchange, scan the item, or look it up using the Items Tab.


  1. Select item(s) for refund:
    1. Select Refund ALL Items in the lower left corner of the Details Frame,

OR

    1. Select item by item to be refunded by highlighting the item in the Notepad then selecting Select Item button in the lower right corner of the Details Frame. Once all items are selected, select Refund Selected Items in lower left corner of Details Frame.


  1. Scan the item(s) being sold.


  1. Select the Total. If it was an even exchange the transaction will complete


  1. If exchange was not even Tenders display.


  1. Original tender displays directly below the Total button. To charge or refund difference select it.

  1. Once selected a white on red X displays to the left of the tender and the Enter the Amount displays in the Details Frame.

  1. Select Complete in the lower right corner of the Details Frame.


  1. Transaction Summary box displays.


  1. Print and/or email the receipt.
    1. Select Email and a dialog will display for you to enter the customer email address.
    2. Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.

Refund Transaction with No Receipt

If your store allows refunds without accessing original receipt, follow these steps.

  1. At the Home Screen, scan the item barcode.
    1. If item has, no barcode or it will not scan, select Items tab, search for the item, and select it from the list.


  1. Select Refund in the lower right corner of the Details Frame.


  1. Continue scanning items and selecting Refund until all items are added.


  1. Select Total.


  1. Tenders: Select the Tender Type displays in the Details Frame.


  1. Select the appropriate Tender
  2. Tenders: Enter the Amount screen displays in the Details Frame.


  1. If Cash select the button showing the dollar value to refund.

  1. If Credit Card swipe the card.


  1. If AR Charge attach the customer before selecting Tender.


  1. Total refunded displays in Amount field. Select Complete.

  1. Transaction authorizes and Transaction Summary box display.


  1. Print and/or email the receipt.
    1. Select Email and a dialog will display for you to enter the customer email address.
    2. Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.

Delete Transaction Line

Deleting a line from any transaction at any time during the transaction, prior to the completion of the tender step.
To delete a line from a transaction:

  1. Select the line in the Notepad Frame.


  1. The information for that line displays in the Detail Frame.


  1. Select Delete in the lower right corner of the Details Frame.


  1. If multiple lines on the transaction the line simply deletes.


  1. Only line on transaction, prompted Cancel transaction? Select Yes or No as appropriate.

Cancel Entire Transaction

Cancel entire transactions at any time prior to the completion of tender.
To cancel an entire transaction before selecting Total:

  1. Select the Cancel button located below the total field in the Notepad Frame.

  1. 'Are you sure' prompt display, select Yes or No as appropriate.

To cancel an entire transaction after selecting Total and/or the tender:

  1. Select Cancel button displayed in the lower left corner of the Tenders, Select the Tender Type screen or the Tenders, Enter the Amount screen, in the Details Frame.

  1. Once you have tendered the transaction you may not cancel but will have to Post Void the transaction.

Delete a Tender from Transaction

  1. Locate the tender in the lower portion of the Notepad Frame.

  1. Select the Tender.


  1. Select the white on red now displaying to the left of the Tender.

  1. Tender deleted.


Override Price

  1. At the Home Screen, scan the item barcode.
    1. If item has, no barcode or it will not scan, select Items tab, search for the item, and select it from the list.


  1. The Override Price button is in the item Details Frame below the Quantity button.


  1. Select the Override Price button and the Price Override box displays.


  1. Enter the new price and select OK.

  1. The new price now displays in the Price column and next to the Override Price button.


  1. Complete the transaction as appropriate.

Sale Transaction with Item Discount

  1. At the Home Screen, scan the item barcode.
    1. If item has, no barcode or it will not scan, select Items tab, search for the item, and select it from the list.


  1. In the Details Frame are several buttons, including a Discount button, below the Override Price button.

Note: There are two Discount buttons. The Item Discount button displays in the Item Details. The Transaction Discount button displays below the Notepad Frame

  1. Select the Discount button in the Item Details.


  1. Select the discount from the Discount Types list.

Note: If there is more than one page of discounts, a green arrow displays below the list for you to page through.

  1. The selected discount type displays in the Selected Discounts column to the right.

Note: If you select a variable discount type you will need to enter the percent or dollar off amount.

  1. Remove a discount by selecting the white on red X.


  1. Select the Close button in the bottom right.


  1. Complete the transaction as appropriate.


  1. The recomputed total displays in the total section.


Note: Below the subtotal field, the Discount line is added to the display (in this case $33.33—33.33% x $100.00), the tax recomputed to $95.60, and the total recalculated.

  1. Once all items added and transaction discount type selected, select Total.


  1. Tender transaction.


  1. Transaction authorizes and Transaction Summary box display.


  1. Print and/or email the receipt.
    1. Select Email and a dialog will display for you to enter the customer email address.
    2. Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.

Post Void

POS Support *strongly recommends against Post Voiding transactions. If you feel this is the option to use please contact POS Support before initiating the Post Void

  1. Scan the receipt number to retrieve the transaction or use the Receipts tab.


  1. Select the Post Void button, below the Notepad Frame once the transaction displays.


  1. A new transaction is created with all the original transaction's items negated and the printed receipt prints **** Post Voided ****.

Note: Both the original transaction and the post voiding transaction are not available for retrieval.

Split Tendering


  1. At the Home Screen, scan the item barcode.
    1. If item has, no barcode or it will not scan, select Items tab, search for the item, and select it from the list.


  1. Total transaction.


  1. Select first Tender and enter amount accordingly.


  1. Select second Tender and enter amount accordingly.


  1. Once completely tendered transaction completes.


Rental Transactions

Rental Sale

  1. At the Home Screen, scan the item barcode.
    1. If item has, no barcode or it will not scan, select Items tab, search for the item, and select it from the list.


  1. Rent eligible items display with Buy and Rent buttons in Item Details.
    1. Buy with the selling price below, if the customer is purchasing the item
    2. Rent with the rental price below, if the customer is renting the item


  1. Select Rent button.


  1. Scan the Rental XREF/barcode into Xref field displaying to the right of Rent button.


  1. Select Customers tab, search for customer.

Note: If new customer select New Customer button in bottom right corner of Details Frame and add customer.

  1. Highlight Customer from list and select Assign Transaction To button.


  1. The customer's first name, last name, and number display below the Notepad Frame in the now-yellow ribbon.


  1. After all items added, select the Total button.


  1. Select tender type for the entire transaction.


  1. If the tender selected for the transaction, is also be the guarantee tender you may check the Use as Guarantee box in the lower right corner of, Tenders, Enter the Amount details.


  1. If the transaction tender, can't/won't be the guarantee tender, select the Guarantee Tender Type displays next.

Note: Depending on the type of inserts you use and the rental agreement choice, you will get further prompts before completing the transaction.

  1. Print and/or email the receipt.
    1. Select Email and a dialog will display for you to enter the customer email address.
    2. Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.

Rental Refund


  1. At the Home Screen, scan the barcode from the receipt, or use the Receipt Tab and search for the receipt.
    • If the customer does not have the receipt and you are allowing the refund, scan the item, or look it up using the Items Tab and scanning the rental barcode.
    • If the refund period has not ended, PrismPOS assumes a rental refund. Proceed with remaining steps.


  1. Select item(s) for refund if using original receipt:
    • Select Refund ALL Items in the lower left corner of the Details Frame,

OR

    • Item by item may selected, by highlighting the item in the Notepad then selecting Select Item button in the lower right corner of the Details Frame. After selecting all refundable items, select Refund Selected Items in lower left corner of Details Frame.


  1. Select Total.


  1. Select Tender accordingly.


  1. Complete transaction and Transaction Summary box displays.


  1. Print and/or email the receipt.
    • Select Email and a dialog will display for you to enter the customer email address.
    • Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.

Rental Return


Note: A Rental Return might need to be done before the rental Refund Expiration Date. Do that from the Buy Books module in ICS.
Follow the steps below for a Rental Return. (See the previous section for Rental Refund steps).

  1. Scan the Rental XREF/Barcode.


  1. On the left, the details of the scanned item display in the top line of the notepad area.

Note:

  • The negative 1 in the Qty field.
  • The $0.00 in the Price field.
  • The totals at the bottom do not include anything for the rental return.


To the right, in the details section, are the:

  • Rent button grayed out indicating it is the rental copy being returned.
  • Rental period description, for re-shelving, and
  • Rental XREF/barcode

  1. Continue with the transaction by adding other items or complete the transaction.


  1. When the transaction is complete, select the Total button.


  1. Tender the transaction if necessary.


  1. Complete transaction and Transaction Summary box displays.


  1. Print and/or email the receipt.
    1. Select Email and a dialog will display for you to enter the customer email address.
    2. Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.

Accounts Receivable Transactions

AR (Accounts Receivable) Sale Transaction


  1. At the Home Screen, scan the item barcode.
    1. If item has, no barcode or it will not scan, select Items tab, search for the item, and select it from the list.


  1. Change quantity, if necessary in the Details Frame.

Note: For information on Discounts and/or Override Price, see those sections, in this guide.

  1. Select Customers tab, search for customer.

Note: If new customer select New Customer button, in bottom right corner of Details Frame and add customer.
Note: The customer may be attached to the transaction at any time.

  1. Highlight Customer from list and select Assign Transaction To button.


  1. The customer's first name, last name, and number display below the Notepad Frame in the now-yellow ribbon.


  1. Finish scanning items then select Total.


  1. Tenders: Select the Tender Type displays in the Details Frame.


  1. Select A/R CHARGE.


  1. Tenders: Enter the Amount screen displays in the Details Frame.


  1. Select Complete.

Note: Depending on back-office system's customer and account parameters, further prompts may display for inserts, etc.

  1. Print and/or email the receipt.
    1. Select Email and a dialog will display for you to enter the customer email address.
    2. Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.

AR (Accounts Receivable) Refund Transaction


  1. At the Home Screen, scan the barcode from the receipt, or use the Receipt Tab and search for the receipt.
    1. If the customer does not have the receipt and you are allowing the refund, scan the item, or look it up using the Items Tab.


  1. Select item(s) for refund if using original receipt:
    1. Select Refund ALL Items in the lower left corner of the Details Frame,

OR

    1. Item by item may selected, by highlighting the item in the Notepad then selecting Select Item button in the lower right corner of the Details Frame. Once all items are selected, select Refund Selected Items in lower left corner of Details Frame.


  1. Select Total.


  1. Refund to the original tender by selecting it. It displays directly below the Total button.

  1. Once selected a white on red X displays to the left of the tender and the Enter the Amount displays in the Details Frame.

  1. Select Complete in the lower right corner of the Details Frame.


  1. Transaction authorizes and Transaction Summary box display.


  1. Print and/or email the receipt.
    1. Select Email and a dialog will display for you to enter the customer email address.
    2. Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.

Digital Content Transactions

Digital Content Sale

  1. Scan RedShelf barcode.
  2. Total and tender as normal.
  3. "Authorizing Digital Content" dialog displays.
  4. Transaction completes.
  5. Jumpbooks Instruction prints on receipt.

If you encounter a basket error such as, 'Authorizing times out or fails', contact Support for further steps.

Digital Content Refund

  1. Scan the Receipt or otherwise retrieve the transaction
  2. Select item(s) to refund
  3. Complete the refund as normal
  4. Authorizing Digital Content will display
    1. Digital Book will no longer available for download
  5. Downloaded books not eligible for refund
    1. "You are attempting to return (Qty1) Jumpbooks(s). There are no digital books available to return" displays

Serialized Items Transactions

In order to sell and track serialized items the items are first setup in Item Maintenance and the Serial Number Maintenance.
In PrismCore Admin, Inventory Control, Parameters, System Parameters, POS Filter, check, Do Not allow sale of Serialized Item without Mfg Serial Number.
In Thunder, Parameters, Other Tab, check Require XRef for Serial Numbered Items.

Serialized Item Sale

  1. At the Home Screen, scan the item serial barcode.
    1. If you scan the item barcode instead you must enter the serial barcode once the item displays.

  1. Change quantity, if necessary in the Details Frame.

Note: For information on Discounts and/or Override Price, see those sections, in this guide.

  1. Using the Customers tab locate and attached the customer record. If the customer does not exist, add them to the system.


  1. Finish scanning items then select Total.


  1. Tenders: Select the Tender Type displays in the Details Frame.

Note: For details on how different tenders work see the appropriate sections of this guide.

  1. Complete the transaction.


  1. Select to print and/or email the receipt.
    1. Select Email and a dialog will display for you to enter the customer email address.
    2. Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.

  1. If any warranty is associated with the item it will print on the receipt.

Serialized Item Refund

  1. At the Home Screen, scan the barcode from the receipt, or use the Receipt Tab and search for the receipt.
    1. If the customer does not have the receipt and you are allowing the refund, scan the item, or look it up using the Items Tab.


  1. Select item(s) for refund if using original receipt:
    1. Select Refund ALL Items in the lower left corner of the Details Frame,

OR

    1. Item by item may selected, by highlighting the item in the Notepad then selecting Select Item button in the lower right corner of the Details Frame. Once all items are selected, select Refund Selected Items in lower left corner of Details Frame.


  1. Select Total.


  1. Tenders: Select the Tender Type displays in the Details Frame.

Note: For details on how different tenders work see the appropriate sections of this guide.

  1. Print and/or email the receipt.
    1. Select Email and a dialog will display for you to enter the customer email address.
    2. Select Print and a dialog displays to select Receipt or Gift Receipt.

Note: You may select all three options in turn.