Point of Sale

From within the Point of Sale area you can manage all aspects relating to till transactions including sales and refunds as well as setting up tills, logging actual takings and banking figures.

Actual Takings

Create Actual Takings

From the action button you can create new actual takings for your till. You must select the date and a Location from the drop down list of valid Locations before entering the amount relating to Cash, Card, Cheque and Vouchers.

Once you have added the takings details you can save the changes by pressing SUBMIT or undo by pressing RESET which will reset the form allowing you to start fresh with the new actual takings creation.

View, Edit and Delete Actual Takings

You can select to VIEW actual takings the actual takings table and subsequently EDIT or DELETE the actual takings via the action buttons. 

The action of deleting actual takings will be confirmed before being committed to the database.  

Banking

Select Bankings from the menu on the left hand side of the screen. This will allow you to enter any new bankings or any retrospective banking activities that may have been missed.

You can also view all bankings made between certain dates. There are also filters on Region, Area and Location which are useful to limit the amount of data in your results table.

Create Banking

From the action button you can create new banking details. You must select the date and a Location from the drop down list of valid Locations before entering the details relating to the banking.

From the list of  bankings shown in the Bankings table, you can VIEW the banking details and EDIT or DELETE  them. The same list of fields can be amended that were entered during banking creation.

The action of deleting banking will be confirmed before being committed to the database.  

Budgets

The Budgets screen can be used to manage any budgets/metrics your organisation has set for each of your organisational locations.  

A list of all budgets will be shown on the budgets table. 

You can select to VIEW a budget from the budget table which will give you a list of the metrics for that selected location.

Credit Account

Create Credit Account

Credit Accounts can be created internally using our Charity Suite Portal or come from an external source. To create, use the Action menu and complete the form.

The Select facility enables you to search for a person to associate the credit account with as the account owner, and those allowed to credit and debit the account. Each Person can have only one ACTIVE credit account.

View Credit Account

A summary of account balances are detailed. All transactions relating to the credit account are detailed in the Transactions tab, with the Credit/Debits Allowed By (Persons) in the second tab and all Account Status History available in the third tab.

Certain activities that can be performed against the credit account via the Actions menu.

Credit Credit Transaction: Tags and Agent Details can be captured  as well as the amount, whether the transaction being created has a type of either Deposit, Refund or Topup. A credit account can be topped up to the preset top up level, or it can be over-ridden. The Refund Id is added also to link the credit to.

Credit Debit Transaction: Tags and Agent Details can be captured  as well as the amount, whether the transaction being created has a type of either  Sale or Withdrawal. The Sale Id is added also to link the debit to.

Migrate To New Credit Account: If your login has this privilege, this credit account will be closed and archived and you can create a new credit account for this person.

Archive: This action requires confirmation.

Reactivate: This action is only available if the credit account has previously been archived. Reactivating a credit account requires confirmation.

Schedule An Automated Credit Account TopUp : If your login has this privilege, this action will schedule a top up task, if one is not already scheduled, for this credit account.  

Credit Account Transactions

The Credit Account Transactions screen can be used to view any credit account transactions raised in your organisation. You can limit the table results using the filters available in the list boxes. 

Each transaction is linked to either a Sale, Refund, Topup or Withdrawal and the links can be used to drill further into the transaction. 

On viewing a transaction, as well as showing the account balance before and after this transaction, there are various links to the Credit Account, Sale and Contact Person which this transaction relates to.

Credit Notes

The Credit Notes screen can be used to view any credit notes issued throughout your organisation. You can limit the table results using the filters available in the list boxes. If the credit note code is known, the filter can be used to return the credit note details.

From the list of  credit notes shown you can VIEW the full details of the credit note and click on the links to see other details. On viewing a particular credit note, if the credit note has been fulfilled, there will be items under the Entries associated with the credit note. In this example, the original credit note of £3.99 has been used in 2 instances. The first sale for £1.99 and the second for £2.00, using the full amount against the credit note.

Also from within the credit note details page, you are able to VIEW the associated refund this credit note was issued against.

The entries against this credit note can be further drilled down to see the sales against the credit note fulfillment. In the second entry against this credit note, in this example NRJHE7, shows that the sales was greater than the remaining amount on the credit note £2.00, and the customer paid the additional sales in cash £4.75. 

If necessary, an issued credit note can be cancelled prior to it's expiration date by selecting the relevant credit note from the list table and selecting "Cancel Credit Note" from the Actions menu. 

Should a credit note have been cancelled in error, there is a facility to activate a cancelled credit note via the Actions menu.

Discounts

A list of all discounts will be shown on the discounts table. You can limit the table results using the filters available in the list boxes. 

New discounts can be created using the action button. When creating the discount, you have the ability to set not only the date (Step 1 below) but the time also (Step 2 below) when the discount will be effective from and to. 

Discount type, you can select PERCENTAGE or ABSOLUTE. 

• Percentage can be use to give a percentage discount on the item price such as 20% of £2.00 would give 40p discount and the item will be sold for £1.60.

• Absolute can be used to give an absolute discount on the item price such as 20p discount on item price of £2.00 and the item will be sold for £1.80.

Discount Target Type, you can select ITEM or BASKET. In that the discount will be applied to the item only, or the whole basket.

Discount Status, you can select ENABLED or DISABLED.

Auto Applicable you can select ENABLED or DISABLED. If enabled, the system will automatically apply the discount to any item with the same tag, when the item is purchased at the checkout. Note, that auto applicable discounts will not be available in the Charity Suite App under the item discount list box, as the are automatically applied.

The include and exclude customer tags setup against the discount, are used to manage how the discount is applied at the checkout. For example, if a customer with the corresponding tag are attached to the checkout, then the discount will be applied. The opposite exists if the excluded tags are set.

A list of Tags to be associated with this Discount can be selected from the list or created using the 'Create a New Tag' button, which opens a new tab/window for you to create a tag. See Create a Tag page. Once created, upon closing the tab/window, the new tag will be available in the Tag List box to select and associate with this Discount.

Included Item Sub Type show which categories of sub types this discount can be applied to.

View, Edit and Delete Discounts

From the list of  discounts shown in the discounts table, you can VIEW the discount details, SET INVENTORY allowable for the discount and EDIT or DELETE them. The same list of fields can be amended that were entered during discount creation.

The action of deleting a discount will be confirmed before being committed to the database.  

The view discount screen also identifies which till profile, if any, the discount is being used under. In this example, the 10% discount is being used in the till profile ‘TestingProfile’.

From the action menu, we can ‘Set Inventory’ for this discount,  by adding a discount to a specific Category or Item within a Category. 

There is also the ability to exclude certain items from an included category.

Categories or Items which are included in the discount show the tick icon next to their name and likewise, if they are excluded they show the cross icon.

The checkbox INCLUDE ITEMS WITH NO SUBTYPE on the Active Inventory tab, if ticked, will show any inventory items which can have this discount applied to them at the checkout, which do not have an item subtype.

Discounts in Till Profile

Discounts can also be added to specific till profiles. See Till Profile section for further details.

If there are no discounts aligned to the till profile they can be setup using either the Action menu or the Set Discount button on the Discount tab within the till profile.

Refund Transactions

A list of all refund transactions will be shown on the refund transactions table. You can limit the table results using the Dates From and To fields as well as Region, Area and/or Location list boxes.

Should you wish you export a list of Refund Transactions, this is facilitated with the Export CSV (Comma-Separated Values), from which the fields required can be selected, before downloading the CSV file.

View, Edit and Delete Refund Transactions

You can select to VIEW a refund transaction from the refund transaction table and subsequently EDIT or DELETE the refund transaction via the action buttons. 

The action of deleting a refund transaction will be confirmed before being committed to the database.  

Refund Items

A list of all refund items will be shown on the refund items table. You can limit the table results using the Dates From and To fields as well as Region, Area and/or Location list boxes.

Should you wish you export a list of Refunded Item, this is facilitated with the Export CSV (Comma-Separated Values), from which the fields required can be selected, before downloading the CSV file.

View Refund Items

You can select to VIEW a refund item from the refund item table.

Sale Transactions

A list of all sale transactions items will be shown on the sales transactions table. You can limit the table results using the Dates From and To fields as well as Till, Tender Type, Region, Area and/or Location list boxes.

Should you wish you export a list of Sale Transactions, this is facilitated with the Export CSV (Comma-Separated Values), from which the fields required can be selected, before downloading the CSV file.

From the Action menu, there is a facility to upload transactions from eBay "Bulk Upload eBay Sales Transactions", to add these external sales transactions to the Charity Suite database.

View, Edit and Delete Sales Transactions

Bulk upload eBay Sales Transactions

Bulk Upload eBay Sales Transactions is performed from the Action menu on the Sales Transaction page and enables you to upload sales transactions made through an external source, eBay, onto the Charity Suite database to further enhance your sales reporting capability. Various Organisation Settings are required to be set up to facilitate smooth running of this feature.

The page contains a link to a sample Comma Separated Values (CSV) file which should be used as a template for any CSV files to be uploaded.

Once the file has been selected, it will be validated and any errors in your CSV data will be highlighted. If there are no errors, pressing SUBMIT ALL will start the process of adding the CSV data to the Charity Suite database. 

A handy toggle, to only show the errors can be toggled on to limited the results on the page. All errors must be resolved prior to submission. 

To keep a record of the upload results, they can be exported to CSV via the 'EXPORT to CSV" button.

Should all the default organisation settings not be valid, they can be edited via the "Edit Default Setting" link, or they can be amended for this CSV upload only as shown on the page via the drop down list boxes.

Examples of potential errors and the suggested solution to resolve the error:-

• New Goods item not currently in the database - select the default inventory item and location to associate with these new goods.

• Used Goods item not currently in the database - select the default inventory item and location to associate with these used goods.

• Category for the item is not found -select the category to associate with these goods.

• Location error- select the location to associate with these goods.

• Shipping item error - select the shipping location to associate with these goods.

Here are an example of some error and warning messages. All error messages must be resolved before the data can e submitted to the database.

Sold Items

You can select to VIEW a sales transaction from the sales transaction table and subsequently EDIT or DELETE the sales transaction via the action buttons. 

The action of deleting a sales transaction will be confirmed before being committed to the database.  

A list of all sold items will be shown on the sold items table. You can limit the table results using the Dates From and To fields as well as Region, Area, Location , Till, Inventory Category and/or Inventory Items list boxes.

Should you wish you export a list of Sold Items, this is facilitated with the Export CSV (Comma-Separated Values), from which the fields required can be selected, before downloading the CSV file.

View, Edit and Delete Sold Items

You can select to VIEW a sold item from the sold items table and subsequently EDIT or DELETE the sold item via the action buttons. 

The action of deleting a sold item will be confirmed before being committed to the database.  

Create Tender Sub-Types

If your organisation processes sales for example, through ebay, depop or shopify etc. these sales can be captured through the Charity Suite application as OTHER tender sub-types at the checkout. It is also within this tender sub-type page that VOUCHERS used by your organisation can be setup.

A list of all tender sub-types which have been set up will be shown on the tender sub-type table. You can limit the table results using Name, Description, Status and Type list boxes.

New tender sub-types can be created using the action button.

View, Edit and Delete Tender Sub-Types

From the list of  tender sub-types shown in the tender sub-type table, you can VIEW the tender sub-type details and EDIT or DELETE them. Only the Description and Status fields can be amended, for both VOUCHER nad OTHER tender sub-types.

The action of deleting a tender sub-type will be confirmed before being committed to the database.  

Tender Sub-Types in Till Profile

Tender sub-types can also be added to specific till profiles. 

If there are no other or voucher tender sub-types aligned to the till profile, they can be setup using either the Action menu or the Set Other Tender button on the Other Tender tab, or the Set Vouchers button on the Voucher tab within the till profile. 

See Till Profile section for further details on till profiles.

Create Till

A list of all tills which have been set up will be shown on the tills table. You can limit the table results using Region, Area and/or Location list boxes.

New Tills can be created using the action button.

View, Edit and Delete Till

From the list of  tills shown in the Tills table, you can VIEW the till details and EDIT or DELETE them. The same list of fields can be amended that were entered during till creation.

The action of deleting a till will be confirmed before being committed to the database.  

Till Profiles

Each checkout till has an associated till profile, and this till profile can be assigned to lots of tills, with any changes made to the till profile proliferating to the till's assigned with this profile.  A till profile has the following details to be populated and managed 

• Inventory 

• Discounts

• Vouchers

• Other Tender Sub-Types

These details determine the active elements Users can see in the checkout.

A list of all till profiles which have been set up will be shown on the till profiles table. You can limit the table results using Region, Area and/or Location list boxes.

New Till Profiles can be created using the action button.

Create Till Profiles

View, Edit and Delete Till Profiles

Once you have created the till profile, you use the Till Profile Builder to setup the Categories and Items to available in this profile, along with discount, vouchers and other tender sub-types.

If you just need to edit the till profile, choose the Edit Till Profile from the Actions button. The view screen informs you of the count of Categories and Items already added to the till profile.

Till Profile Builder

There are a list of steps required to get the Categories and Items into the till profile you are setting up. The following images details these six steps.

Once you have the necessary Categories and Items in the DISPLAYED sections, you are able to use the up and down arrows or select all arrow above theses sections to order Categories and Items as you would like them to be displayed at your checkout till for those till's setup with this till profile. There is a handy hint when your mouse rolls over each of these buttons such as 'Move selected up 1'.

If it is necessary to edit the till profile's Categories and Items, this is accessed via the ACTIONS menu and TILL PROFILE BUILDER button. You can use the steps detailed above to add and remove Categories and/or Items to be displayed under this till profile.

The action of deleting a till profile will be confirmed before being committed to the database.  

Till Profile - Set Discount / Voucher / Other Tender types

As with the till profile builder to add categories and items for selection at the Checkout, we use the same process to add Discounts, Vouchers and Other Tender types.

Create Till Float

A list of all till floats will be shown on the till floats table. You can limit the table results using Region, Area and/or Location list boxes, along with the Till, Till Status and a date range.

Till floats are created in the Charity Suite application to track the sales made at the Checkout.

View, Edit and Delete Till Float

From the list of  till floats shown in the Till Floats table, you can 'Enter a Deferred Count'. This action is only available if the status of the till float is closed.

When entering a deferred count, the totals for each tender type can be entered directly into the appropriate field. You can also choose to toggle on "Use Denomination Table " where the Cash amount will be calculated automatically for the data entered.

You are also able to view the sales and refund transactions along with any cash deposits or withdrawals from the till, made since opening the float.

The action of deleting a till float will be confirmed before being committed to the database.