CONTENTS
Logging In
To log onto the Till,
- enter your Username into the Username* field,
- and enter your Password into the Password* field.
This User Guide assumes that your till is already correctly activated. If you are unsure how to activate the till, please refer to the Quick Reference Guide for Till & Back Office Activation.
- Select Till from the menu bar within the back office.
Signing On
It is necessary for users to sign in each time they wish to do a transaction, using their personal PIN number. This allows users to access the till on the correct user level set to them, along with keeping the till secure when not in use. To sign on,
- In the PIN* field, enter your PIN
Start Of Day
Once logged on to the till,
- Sign in with your PIN and select OK
- Select Manager Options, followed by Start of Session.
- enter your float amount in the top box,
or;
- enter the denominations in the boxes below and the system will populate the top value box.
- press Record Starting Float.
You will now be taken back to the locked Till screen and a receipt will now print with a breakdown of the float amount entered.
Basic Sale
▪ Sign in with your PIN Number & press OK
Selling through Hotshots
- Select Hotshot
The Hotshot menu will appear.
From here,
- select the primary Category that you want to sell from (red button).
- Then select the product you wish to sell (yellow button).
If the product is of a fixed price it will then drop straight into the basket in the middle of the till screen. If the product is ‘open priced’, then a box will appear on screen asking you for the price.
- Enter price then press OK.
Closed/ Fixed Price Example
Open Priced Example
Once items are in the basket
- press OK.
The items will now appear in the basket. To end the sale,
- select Go to tender.
- Select the Payment Method by pressing one of the tender buttons on the left-hand side of the screen.
Once the tender has been selected, if required
- enter the amount given into amount paid box then press OK.
Your drawer should open, and a receipt will print.
Other ways to do a sale would be: ➢ Scan a product barcode
- Type the product’s name or part of its name into the box provided and press OK
- Type the item ref, product name, barcode or manufacturer’s number and press the ADV button, followed by the relevant button out of the ADV menu. When the product has been selected, press OK.
Returning an Item
Items may be returned to the shop for several reasons. There are two different ways to perform a return,
- with a receipt
- without a receipt
Returning with a Receipt
- Enter your PIN to start a new transaction.
- Press the Returns button
A box will open on screen asking for a Transaction Reference. At this point,
- scan the barcode at the bottom of the customer’s receipt.
If there is no barcode,
- type in the Transaction Ref situated at the top of the customer’s receipt.
- Press OK
A screen will appear listing all items bought on that transaction.
- Select the item you would like to return, and it will appear highlighted.
- Enter the value of that item that you wish to return.
- Select RETURN, or RETURN ALL to return all items on the receipt.
You may see the below notification if the return is outside of the return policy. This notification is dependent on if you have the Default Settings ‘Exchange/ Return Notification on Till POP Up Parameter’ & ‘Exchange/ Return Notification on Till Message’ activated. See the Exchange/ Return Notification Quick Reference Guide for more information.
- Click OVERRIDE ALL to carry out the return.
Note: There are User and User Group permissions to control who can and cannot override. This permission is called ‘Exchange/ Return Override’.
A returns box will now appear asking for the reason of the return.
- Select your reason and press OK.
The item will now appear in the basket with a negative figure next to it. At this point if you were exchanging the item, or swapping it for another, you could continue to add another item (or multiple) to the basket.
If you are ready to continue with the return,
- press Go to tender
The Go to tender section will advise on the payment method at the time of the sale.
If a different tender is chosen, then you will receive a message similar to the below:
Returning with no receipt
- Enter PIN and unlock the till.
First,
- find the product in the till that you wish to return & add the item into your basket as though you are selling it.
Once the item is in your basket,
- click in the tick box on the left-hand side of the product to highlight it.
- Then press the Returns button.
You will then see the return reasons box appear in the top left-hand corner of the screen.
- Select your reason for return and press OK.
- Go to tender and end the sale.
Sale Suspend
There are many reasons why transactions need to be suspended. To suspend a sale means to ‘Save’ or ‘Park’ a sale somewhere on the till so you can come back to this transaction later in the session.
When on the till you may have some items in the basket. To suspend this sale,
- press the Sale Suspend button in the top right corner of the till.
This will then save the sale and take you back to your locked till screen. You can now continue to sell to other customers. To do this,
- enter your PIN into the till.
You will see a reminder of your sale suspend.
- Press the NEW SALE button.
- enter your till PIN in to unlock your screen.
- Select the suspended sale you wish to retrieve.
This will open the sale back up where you left it, allowing you to continue with the rest of the sale.
You will now be able to Go to tender or Void this transaction.
Voids
There are three ways to carry out a void on the till;
- Void sale
- Void last item
- Void item
Void Sale
To void the whole sale,
- simply press the Void sale button on the right-hand side of the till.
A Void Reason box appear.
- Select the necessary reason and click OK.
The entire sale has now been voided, and you will be taken back to the locked till screen.
Void last item
The Void last item function if useful for those till operators who have scanned an item twice by accident or incorrectly added an item to the basket that they wish to quickly remove. This can also be used if a customer has changed their mind about the last item added. This function will only ever delete the last item entered on the till.
To void last item,
▪ press the Void last item button on the right-hand side of the till.
- Select a Reason Code and Qty and press OK
You will still see the last item in your basket but now it has a line through it. This will not show on the customer’s receipt this is only for the till operator’s benefit, so they can see that the edits made to the basket.
You can now continue with the rest of the transaction.
Void Item
This function allows you to void a single item anywhere in the basket. To do this,
- press in the tick box of the item you wish to void, to highlight the product on the till screen.
To void the highlighted item,
- press the Void Item button on the right-hand side of the screen.
This will then bring up on screen the void reason box.
- Select your reason for voiding the item and press OK
The item will still appear in the basket but will be crossed out. This is to show the till operator that the process has worked.
This will not be displayed on the customer’s receipt.
Discounts
There are two ways to do a discount on the till.
- To discount one item only
- To discount the whole basket.
There are also many reasons why you would give a discount, from the item being a display item, to you having a regular customer discount. These reasons can be set up in Admin > Reason Code Management.
Discounting one item
Firstly,
- put the item in the basket.
- Press in the tick box of the item you wish to discount and press the discount option of the righthand side.
- Select your reason for performing the discount.
The ‘Select Items Total’ prior to applying the discount is displayed.
Enter the discount into one of the below boxes:
- Percentage Discount: enter a % value into this field to apply that % discount.
Example: 20% off the original value.
- Monetary Discount: enter a value of how much money is to be discounted.
Example: £10 off the original value.
- New Unit Price: enter the value of the Unit after the discount has been applied.
- New Total Price: enter the value of the item after the discount is applied.
Example: New price after discount, now £10.
It is possible to add a note whilst applying a discount, by selecting ADD NOTE.
▪ Click OK to apply the discount.
The item will change colour within the basket, to indicate that a discount has been applied.
Once you Go To Tender and complete the sale, the receipt will then show the original price, discount taken off, and the end price after discount.
Discounting the entire basket
To discount the entire basket,
- add all items, and then press Discount. (Do not select an individual item in the basket first).
A message will now appear asking if you wish to discount the entire sale.
▪ Press Yes when you are ready to do this.
A discount box will appear.
- Select the correct reason.
- Enter the discount into one of the below boxes:
- Percentage Discount: enter a % value into this field to apply that % discount.
Example: 20% off the original value.
- Monetary Discount: enter a value of how much money is to be discounted.
Example: £10 off the original value.
- New Total Price: enter the value of the item after the discount is applied.
Example: New price after discount, now £10.
- Add a NOTE onto the discount if required.
- Select OK when complete.
The entire basket will then have changed colour.
- End the sale by pressing Go To Tender.
No Sale
There are three types of No Sale;
- Petty Cash
- Cancel Sale
- Change
Petty Cash
This function is used to pay cash out of the till for things such as paying the window cleaner, buying coffee or paying out staff expenses. To do this,
- enter your PIN.
- Press No Sale > Petty Cash.
- Select the Reason Code
Note: these can be added and changed in Admin > Reason Code Management
- In the Pay* field, select if the money if going in or out of the till
- Enter the amount you are putting in/ taking out of the till in the Amount* field.
- Enter information regarding the sale into the Petty Cash Info field.
Note: This field is not mandatory, but the information does show on back office reports.
- press OK.
The drawer will open and a receipt will print.
Cancel Sale
Cancel Sale is used if you have put your PIN number in by mistake and you want to lock the till again.
▪ Log into the Till.
Your till will then take you back to the locked PIN screen, and a receipt will print.
Change
This No Sale function is used to open the drawer is you need to change notes for coins.
- Firstly, press the No Sale button
- Press Change
You will then get this screen asking how much you are changing.
- Enter the amount you are swapping into the Amount* field and press OK.
Your drawer will now open.
Note: this does NOT alter the amount in your drawer, it is only to open the drawer for you to do a straight swap.
Customer Accounts
Customer accounts can be set up for various reasons. You may set up accounts for:
- Customers that are going to be in receipt of a ‘Credit Note’ as Cybertill doesn’t currently support these and this is the way of processing this type of transaction.
- Customers who are paying for goods over a period of time could have an account set up for them.
- Staff members can also have an account set up for them. Staff accounts will allow tracking of staff sales etc.
- Loan of items (furniture for a show etc.)
- Press Select/create customer to bring up the sub-menu Customer Search.
To open an existing account,
- input information into any of the blank fields (e.g. Last name/Postcode)
- press the Search Button.
If the information provided is only partial, Cybertill will display several choices that meet the search criteria.
- Click on the relevant account to select it.
The customer’s details will now be displayed at the top of the basket.
To create a new customer account,
- Select the Select/Create Customer button and press ADD NEW.
- Fill in the customer’s details in the mandatory fields and press ADD.
Note: the fields that are displayed on the Add new customer form are pulled from those added to the Customer Form Template. For more information on this, see the User Manual for Form Template Management.
There are also several functions associated with Customer Accounts and are available when a customer account is open.
Details of the functions are below:
Account options
Account options are only available when a customer account has been selected. The name of the current customer is displayed at the top of the basket. The icon that previously read Select/Create Customer now read Account options.
The following options are available:
- Account details – this option will display the information initially provided by the customer when creating the account. Amendments to those details can be made through this option.
- Workshop – this option is available only when the Workshop Licenced Feature is activated. Please see the User Manual – Workshop for more information. if a customer has items currently booked in with the workshop you can view the status of the work being done. It will rely on the workshop using the workshop options of the backoffice application and updating the work completed. (this is an added feature available to purchase, please contact your account manager for more information).
- Outstanding Purchases – this option will list any items that the customer currently has marked as outstanding – i.e. they have not arrived in store or items that are on a deposit sale with an outstanding balance. ➢ Payment to account – allows the customer to make a credit against the account
- Orders – details for items that are currently on order for the customer.
- Deposit – allows a customer to pay a deposit for goods. Once the item(s) are in the basket, if you select Account Options followed by Deposit, Cybertill will then prompt for the amount the customer is paying. This option should be used once a product has been highlighted for deposit.
- Workshop – if a customer has items currently booked in with the workshop you can view the status of the work being done. It will rely on the workshop using the workshop options of the back-office application and updating the work completed. (this is an added feature available to purchase, please contact your account manager for more information)
- Collection or delivery – lets Cybertill know if goods are to be collected by customer or delivered. If delivered, it will take the user to the delivery options for carriage options.
- Invoices – allows you to view and pay outstanding invoices on a customer account. You can only post or print the invoice from the back office.
- Gift Slip – only available for Gift Aid Donors (controlled by the Gift Aid Licence Feature).
- Gift Aid Label – only available for Gift Aid Donors (controlled by the Gift Aid Licence Feature).
Managers Options
Please note this function is only available to users set up with a minimum of Managerial Functions.
Sign Out
By pressing this button, the till will revert back to the locked PIN screen and save the sale as Suspended. When a PIN is entered you can the retrieve the sale by selecting it (please click here to see the Suspended Sale section for more details).
Fast Track
Switching fast track on allows the till user to stay signed onto the till so that they don’t have to keep logging in every time they wish to start a transaction. This function can only be cancelled by a manager.
Transactions
Transactions is a function whereby the store manager can see active till sessions. Part of the checks run by End Of Day is to see if there are any suspended transactions present. If there are End Of Day cannot be performed. By using the transactions function, the store manager can manipulate suspended transactions.
Log off Till
If you want to completely log out of Cybertill and go back to the login screen press this button. This will return the user to the Cybertill login screen where they will need to provide a username and password for the system.
Note: you cannot log off the till in the middle of a sale.
X-Reading (Session)
This function prints out a report for all the sale transactions taken up to that point since the Start Of Session was performed. The figures for an X-read are a running total for the session’s takings. Running an X-read will not affect the daily sales figures and can be printed as many times required. End Of Day process will run the Z-read which is the final reading of the day and can only be printed as part of the End Of Day procedure.
X-Read (Day)
This function prints out a report for all the sale transactions taken up to that point in the day. The figures for an X-read are a running total for the day’s takings. Running an X-read will not affect the daily sales figures and can be printed as required. End Of Day process will run the Z-read which is the final reading of the day and can only be printed as part of the End Of Day procedure.
Start Of Session
This is covered at the start of the manual. Please click here for more information.
End Of Session
This function you will use at the end of every day. When you press this button your till drawer will open.
Note: you cannot end a session with any transactions outstanding.
Once you have counted all the money, ▪ enter those figures on to the system.
▪ Select DECLARE NOW.
Note: the DECLARE IN BACKOFFICE, DECLARE NOW and DECLARE IN BACKOFFICE, MARK END OF DAY functions are controlled by User Permissions, and not all users may have access to them.
A receipt will print which outlines any discrepancies, along with the figures displayed on screen. If needed you can Cancel and start again.
You may also receive the following message if a discrepancy does occur:
This notification is set within Admin > Tills.
- Select OK.
- Select OK, END OF DAY.
Note: the OK, CONTINUE button is also controlled by User Permissions.
This will print off the Z-read for the day.
Cash Lift
This function allows you to take money out of the till and declare it. People use this as a security feature.
Note: once a cash lift has been performed you do not need to declare it again within the End of Session.
Allocating to Purchase Orders
- Sign into the Till with your PIN.
- Add the Item Ref to the Stock Search field, and click Stock Lookup
- Select the Stock tab followed by Place PO
You will see the below notification advising that the Item is out of stock, but you are able to allocate from an existing Purchase Order.
The Purchase Order details are displayed.
- Enter the number of items you want to allocate to the Purchase order.
- Click Allocate From PO
The allocation of the product must be associated with a customer, so the customer search screen automatically appears.
- Search for the customer or add a new customer as appropriate.
- Complete the Despatch Preference Form and click OK
Note: you can enter delivery notes on Delivery/Collection Note if needed.
- Click Go to Tender
- Select a Postal Service if applicable
- Complete the Transaction using a Tender Type of choice and click OK.
The remainder of the purchase order/alloca
tion is managed from the Back Office within the Home page > Customer Orders.
Comments
0 comments
Please sign in to leave a comment.