This option will be accessed if you need to add tenders, or if you want to view, modify or delete a tender type. Since there are a number of parameters to be set up for tenders, it is suggested that you call WinPRISM Support before adding, modifying, or deleting tenders here.
Note: Some fields for account tenders are overridden by Account Codes in
POS and Account Maintenance in Accounts Receivable. This is so some parameters can be specified for the individual account.
From the main Tender screen, you can click on the Quick Results button (small binoculars), to get a select list of the tenders already defined.

Adding a Tender

Tenders must be added in WPAdmin before they can be accessed at the register. To add a tender, click on the yellow plus sign, or tap the F4 key to bring up the following window.

Type in a name for the tender and click the OK button or press the enter key on your keyboard.

FieldExplanation

Account Number	Fill in this section if the tender requires an account number, leave these fields blank if it does not.
Required		If this tender requires an account number, place a checkmark in the box.
Pattern		If legitimate account numbers always start with a particular character or characters (i.e. Visa cards always start with the number 4), putting that character or those characters in this section allows WinPRISM POS to catch errors if a cashier attempts to enter a non-legitimate number.
Min Length		Fill in the minimum number of characters allowed in a legitimate account number.
Max Length		Fill in the maximum number of characters allowed in a legitimate account number.
Disable	Place a checkmark in this box if you wish to disable this tender.
Cash/Check	Pick one.
Neither		Select Neither if this tender isn't cash or check.
Cash		Select Cash if this tender is cash
Cash & Change		If you will be using the Cash Count program, one (and only one) tender will need to be set to "Cash & Change." You would normally make this setting on the Cash tender, as it is the tender that should be decreased when change is given out for other tenders, or pay outs.
Check		Select Check if this tender is check.
AR Account Code	If this tender is tied to an account, select the account code from the select list for this field. If the tender isn't tied to an account, leave this field blank.
Cash Count Group	Optionally, you can set up one or more cash count groups in the "Cash Count Groups" module and assign tenders to those cash count groups using the "Cash Count Group" browse edit on the Tenders header view. When a tender is assigned to a cash count group, that cash count group rather than the tenders assigned to it appears in the Cash Count module.

Groups are distinguished from tenders in the Cash Count module by
having a '>' prefixed to their name. The "Cash Count Groups" module detail view has a check box field for "Cash Count Bal" to indicate whether the group should be just displayed, or both displayed and balanced in Cash Count. A field is also provided in this detail view for the entry of a GL code to be used when posting overages and shortages. Also refer to the Groups section of this document.

Master

Fill in the tender key the cashier will press to bring this tender up in a
select list on the screen. Typically each of the credit cards are tied to a master of "Charge Cards" and when the cashier presses the Charge Cards tender key they get a select list containing all of the charge cards. Most other tenders that are added would have a "Master" set up as "Misc Tender" which would enable a cashier to press the Misc Tender
key to bring them up on a select list. Also refer to the Groups section of this document.

In the bottom section of the window, you will need to select which locations this tender will be used in. Simply right click on the ellipsis and select each location from the list.

The next step is to double-click on the location and define how you want the tender handled.

Field Explanation

Permit Change Due	If any customer would be allowed to get change back when using this tender for a transaction, put a checkmark in the box.
Change Limit	If you wish to limit the amount of change a customer can get when using this tender, enter the limit in this field.
Currency	Please select "Canadian Dollar" or "United Sates Dollar" (whichever is appropriate) for this tender.
Amount Entry Required	If you want the cashier to manually enter the tender amount, place a check in the box by Amount Entry Required, or leave it unchecked if you want the tender amount to default to the remaining balance due of the transaction.
Open the cash drawer	If you want the cash drawer to open as a result of this tender being used, place a check in the Open the Cash Drawer box (if you only

	want the drawer to open if change is due, leave the box unchecked).
Cash Count Balance	For any tender you wish to balance in the Cash Count feature, you need to check the "Cash Count Balance" check box. Any tender not flagged in this way will be displayed in Cash Count on the "Totals Grid", but no "Count" grid will be provided for counting the total amount of items for that tender in the cash drawer and no overage/shortage will be posted for that tender.
Disable	If you are setting this tender up for future use, and don't want the cashiers to use it until later, or have any other reason you don't want cashiers to use it, you can place a checkmark in the box next to Disable.
Capture Signature	If you have electronic signature capture devices connected to your registers, and if this tender requires a signature, you can check the Capture Signature box to cause WinPRISM POS to retain the signature in a file.
POS Code	In the POS Code field, input a tender code that is not already in use by another tender. A list of the default tenders and their tender codes is in Appendix A.
Receipt and Inserts	Pick one.
Signature Line Type		If you require a signature slip based upon a customer using this tender, select the Signature Line Type and place a checkmark in the Print Dual Receipt box.
None			Indicates no signature line is required.
Signature Only			Traditional, common, simple signature line.
Agreement Signature			A customizable message can accompany the signature line. It can be edited in Receipt Templates, POS Sales Receipt.
Print Dual Receipt		Place a checkmark in this box if this tender requires WinPRISM to print two copies of the receipt.
Mask Acct. Number		Place a checkmark in the Mask Account Number box if you want the account number to be masked on the customer copy of the receipt.
Half Sheet Insert		With this option selected, a Half Sheet Insert (4½x11 inches) will be printed when a transaction contains this tender. If no insert is needed, leave this field blank.
Full Sheet Insert		With this option selected, a Full Sheet Insert (typically 8½x11 inches) will be printed when a transaction contains this tender. If no insert is needed, leave this field blank. Note: Most printers used on WinPRISM POS cannot accommodate all of an 8½x11 inch piece of paper.
Chk Endorse Insert		With this option selected, you can endorse an insert as you would normally endorse a check. If no endorsement is needed, leave this field blank.
Authorization	Most tenders don't require an authorization like you normally expect with credit cards. If the tender you are defining requires

	authorization, contact WinPRISM Support for the precise option to use.
Credit Service		Pick one.
No Authorization			Use this option if WinPRISM POS doesn't need to get an authorization for this tender's use.
Manual Autho			Use this option if the cashier is to be prompted for an authorization string they are to acquire from some other source.
AR Gift Cert			Use this option if WinPRISM POS will need to get an authorization from a Gift Certificate account in WinPRISM's AR module
Credit Card			Use this option if WinPRISM POS will need to get an authorization from a bank through a credit card processor. Note: This option requires third party software, such as Universal Payment Software (UniPay), which may or may not be loaded on your system.
Credit Card Manual			Use this option if the cashier is to be prompted for an authorization string they are to acquire from some other source, usually from a bank through a credit card processor over the phone.
AR Authorization			Use this option if WinPRISM POS will need to get an authorization from an account in WinPRISM's AR module.
Airtime Gift Card			This feature has not been implemented yet.
IPAS Verification			This feature has not been implemented yet.
Check Verification			This feature has not been implemented yet.
Card Queue		Pick one.
Payment Authorization			Use this option if WinPRISM POS will need to get an authorization from a bank through a credit card processor. Note: This option requires third party software, such as Universal Payment Software (UniPay), which may or may not be loaded on your system.
Debit Authorization			Use this option if WinPRISM POS will need to get an authorization from your campus debit card office computer. An interface is currently implemented for Blackboard.
ICV/UPS Server			Do not attempt to use this; it will be removed on the next update.
Timeout		Length of time WinPRISM waits for a response from an outside source.
Card/Bar Code Option	Pick one.
No Card		No card is needed for this tender.
UNO Card		UNO card setup.
UNL Card		UNL card setup.

CBORD Student Card		CBORD Student card setup.
OMNI Card		OMNI card setup.
Airtime Gift Cards		Airtime Gift card setup.
ISO Credit Card		ISO Credit card setup.
CBORD Gift Card		CBORD Gift card setup.
GL Code	In the event your store is utilizing the General Ledger Module, you can select the GL code in the bottom of the window.
WebPrism	Place a checkmark in this box if WebPrism will be using this tender.
Rank	The order or priority of the tenders used by WebPRISM.

Non-Merchandise

The Non-Merchandise option allows you to set up items to be sold through the registers, which are not inventory items. Information entered at this screen can be accessed in a select list at the Enter Non-
Merchandise Code field at the register when performing a transaction.
Non-Merchandise refers to services and items that are sold but are not tracked through inventory control. This would include items such as gift certificates, rentals, special order deposits and postage. Some non-merchandise services would
be fax services and gift-wrapping.

To add a non-merchandise item, click on the yellow plus sign, or tap the F4 key. A window similar to the following will appear on the screen.

FieldExplanation

Location	The WinPRISM ICS store location
Description	Fill in description of item.
Item Tax Type	Select the appropriate Item Tax Type (usually taxed or non-taxed, see Item Tax Type in the Tax section of this manual).
GL Code	In the event your store is utilizing the General Ledger Module, you can select the GL code by clicking on the ellipsis by the GL Code field.
Price	Fill in the price for the item, if the price is to be input by the cashier at the time it is rung up, leave the price at zero.
Insert	If this non-merch item requires an insert, click on the ellipsis by the Insert field and select the insert format from the list.

Master	If this non-merch item is to display in a select list of another non-merch item, click on the ellipsis by the Master field and select that item from the list.
Discount Allowed	Place a checkmark in this box if this non-merchandise item is discountable; leave it blank if the item is not discountable.
Refundable	Place a checkmark in this box if this non-merchandise item is refundable; leave it blank if the item is not refundable.

Pay In/Pay Out

A Pay In transaction is performed when a tender amount is being paid into the register without merchandise being purchased or exchanged. Some examples of when you would perform a Pay In are to purchase a gift certificate, to receive a payment on account or to add currency to the till. A Pay In transaction cannot be done as part of a regular sale.
A Pay Out transaction is performed when money is to be taken out of the register without merchandise being refunded or exchanged. Some examples of when you would perform
a pay out are at the end of a semester when money from an account is returned to the student, when a credit memo is being cashed in or when money is removed from the till for petty cash. A Pay Out transaction cannot be done as part of a regular refund.
FieldExplanation

Location	The WinPRISM ICS store location
Description	A description of what this Pay In or Pay Out definition is for.
Type or Pay Code Type	Whether this definition is for a Pay In or Pay Out.
GL Code	Only used by stores using General Ledger. This is where the GL code that applies to pay in or pay out can be selected.
GL Code Description	Only used by stores using General Ledger. This is where a description of the GL code that applies to Pay In or Pay Out displays
Transaction Insert Receipt Template	If you require an insert for this Pay In or Pay Out, use the ellipsis, to select the appropriate template.
Dual Receipt	Place a check in this box if a dual receipt is required for this Pay In or Pay Out.
Account	Place a check in this box if this Pay In or Pay Out is to be tied to an account.

General Parameters

Parameters of a general nature are set here. Once you double-click on General Parameters (from the Parameters selection of the POS tab in WPAdmin), you can select which location you wish to edit from a window similar to the one shown here.

Since multiple POS locations can be linked to one ICS location, select the appropriate POS location from the drop-down menu. From this window you can also edit the value for the selected location.
FieldExplanation

Manual Tax POS Code	If a cashier taps the Manual Tax key in a transaction, define here which tax code you want to use as a default.
Maximum Check Cashing Amount	Some stores are willing to cash checks for faculty, staff, and even for customers. If you cash checks for anyone, define here how large an amount you allow.
Store Bank Account Number	Define here the account number checks are deposited to and WinPRISM will use it in the endorsement.
Endorsement Name	Define here what name is on the account.
Store Manager Password	Define here what you want the password to be that a manager would use to continue a transaction that a junior level cashier doesn't have the authority to complete.
Display Problem Notifications	When checked, if an item that has a problem notification on it is entered, an error message is displayed at the register. Problem Notifications are set up in the ICS tab, Inventory Management, Textbooks menu.
Receipt/Pole Display Language	Identify which language you want to display on the customer display (English, French, or Spanish). The actual text is set up in POS Pole Display Text.
Enable Real-Time Sales	If checked item sales are transmitted to Sales Maintenance right away. If unchecked this information transmits during the closing process.

Allow Amount Charged to go Negative	If someone has paid their bill, and then brings back a purchase they had made, a refund to that account would cause the balance to go negative. Define here if this should be allowed or not.
Settle on Store Close	If you are processing credit cards through the registers, place a checkmark in this box if you want the system to settle the batch upon closing, leave it blank if you would prefer to settle the batch manually.
Bad Check ID	Pick one.
Do Not Use		When set to Do Not Use there will not be any validation against a bad check ID.
Prompt		When set to Prompt, the cashier gets a message of, "This check ID is on the bad check list. Do you want to override?"
Require Manager Auth		Same as "Prompt" except for a manager's password is needed after answering Yes to the message.

Purge Parameters

The Purge Parameters module is where you set purge parameters that allow WinPRISM to purge (delete) transactions. Data is purged based on the number of months it has been on your system, so you would enter the number of months you wish to keep records and the purge process deletes records that are older than that number of months.
For instance, you may want to keep sales transactions on your system for 6 months. You would set the number of
months to keep transactions 6. If you ran the purge process with 6 in the 'Value' field, all transactions that are 7 months or older would be automatically purged.

Purge parameters are not location specific, so if you set the parameter to purge transactions with a value of 6, it would purge all transactions for ALL locations on your
system. If you have a multiple location system, be sure to consult with people at other locations before you run the purge process.

Discounts

The Discounts feature allows you to set up transaction or item discounts to be used at the register. Information entered at this module can be accessed in a select list when performing a discount. A transaction discount is a discount applied to discountable items on an entire transaction. The transaction discount is applied only to discountable items that match the criteria set up for the discount code. Since all discountable items will be discounted, the transaction discount can be applied anywhere in the transaction before the Total key is pressed. Transaction discounts are defined as a fixed or variable percentage; no price or dollar discounts apply here.
An item discount is a discount applied to an individual item. If more than one of the same item is purchased, the item discount applies to the multiple quantity (e.g., 2 @
$4.95 = $9.90 discounted 10% yields a discount of $.99). Item discounts are defined as a fixed or variable percentage, a dollar amount or a special price.

FieldExplanation

Transaction/Item	Pick one.
Item Discount		If the discount you wish to define is to be used for a single line at a time in a transaction, select Item Discount.
Transaction Discount		If the discount you wish to define is to be used for all discountable items in a transaction, select Transaction Discount.
Description	Enter a descriptive name for this discount in this field, such as "10% Item Discount."

FieldExplanation

Description	The description you gave this discount in the previous screen.
Type	Pick one.
Fixed %		This is a fixed percentage taken off the item price at the register.
Variable %		This is a variable percentage taken off the item price at the register. The cashier will be prompted to enter a percentage for this discount at the register.
Fixed $		This is a fixed dollar amount taken off the item price at the register.
Variable $		This is a variable dollar amount taken off the item price at the register. You will be prompted to enter a dollar amount for this discount at the register.
Price		You will be prompted to enter the discounted selling price for the item at the register. Since you will enter the actual price of the item, the rest of the fields at the Item Discounts screen for this discount will be ineffectual; therefore, they may be bypassed after selecting Price in the Type field.
for #		This discount allows the customer to buy a certain quantity for the price of a different quantity. Example: 2 for 1, which would mean buy 2 for the price of 1.
% off #		This discount allows the customer to buy a certain quantity in order to get a discount. Example: 10% off 5, which would mean you have to buy 5 to get the 10% off.
$ off #		This discount allows the customer to buy a certain quantity in order to get a discount. Example: $2 off 5, which would mean you have to buy 5 to get the $2 off.
Full/Sale	Pick one.
Full Price Only		This would cause this discount to apply to full priced

		items only. If you select Full Price Only, the discount will only apply to items that are not on sale.
Sale or Full Price		This would cause this discount to apply to either full priced items, or item on sale. The sale price is the price for an item charged at the register if the item is on a Sale Event. If you select SALE or FULL Price, all discountable items will be discounted.
Percent	In the event of percentage discounts, here is where you define what percentage applies.
POS Code	Unique discount code number
Master	Fill in the key the cashier will press to bring this discount up in a select list on the screen. Typically this would be either Item Discount or Transaction Discount, but if neither is an option in the select list, the discount groups may yet need to be defined in Groups. Refer to the Groups section of this document.
Buy	Item Discount – Buy a defined quantity or dollar amount to get the discount.
Get	Item Discount – If the customer meets the criteria of the "Buy," this defines what they "Get."
Amount	Item Discount – Defines a fixed dollar amount in appropriate discount types.
Retail/Cost	Item Discount – Allow the store to define whether the discount is off retail, or above cost.
Autho Type	Transaction Discount – Pick one.
No Authorization			With option selected no further authorization is needed.
Employee Autho			This feature has not been implemented yet.
Minimum Amt.	Transaction Discount - Allows you to define a base amount to be reached before the discount will go into effect (often used to prevent discounting small snack & drink purchases).
Reimbursed	This feature has not been implemented yet.

Location	The WinPRISM ICS store location
Description	Description attached to the unique POS identifier number or POSID.
Item Stack	Place a checkmark in this field to allow this discount to be applied in addition to any other discounts that might be applied.
Trans Stack	Place a checkmark in this field to allow this discount to be applied in addition to any other discount.
Signature Line	Placing a checkmark in this field will cause a signature line to appear on the receipt. If you utilize this option, you probably want to enable a dual receipt in "POS Sales Receipt" in Parameters/Receipt Templates.

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