The Antique Soft - Procedural Manual

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Point Of Sales or POS.
- Look to the left of the screen. There you will see four bars labeled as
Maintenance, Rentals/Renewal, Point of Sales, and Reports. Click on the
Point of Sales Bar. All sales will take place here!
- For your basic sale start by clicking on the box labeled Vendor ID. The
vendor ID can be found on the tag of the item you are ringing up. After you
enter the ID number, hit the tab key. This will take you to the next box
labeled Stock ID. If the tag you are typing in has an inventory number, this
is the place that you should put it. Vendors are very picky about the
inventory numbers being included, so make sure that they are correct. Hit
the tab key again, this will bring you to the Item description box. This box is
very important. Type in what the item looks like, color, size, shape, etc. Be
clear and specific because this is the information the vendors use to keep
track of their inventory. After you finish here hit the tab key again. This is
the quantity box. The number should usually stay as a one. Exceptions are
several of the exact same items such as the plate stands that Bob and June
have in their booth. Example: Someone gets four plate stands of the same
size at the same price of a dollar each. Type in the vendor number, then put
four plate stands and the size in the description, then quantity would be
four and the amount would be one dollar. This automatically charges four
dollars plus the tax amount. You can also keep the quantity as one and
simply charge the person four dollars. Just make sure the description
includes FOUR plate stands! Once you finish with the quantity, hit tab
again. This takes you to the discount box. Here is where the sales are
added. If an item is 20% percent off, you type it in here. If the vendor’s sale
is saved in the system, an option to enter the sale automatically will
appear. If there is no sale, just hit tab again, and it will stay at 0. This takes
you to the ADD button. Hit enter and the item is in. Repeat the process

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with other items. Make sure to save the tags from the items on the white
page that has the date written on it. This page will be saved in a binder at
the end of the day.
- When you have finished adding in all the customer’s items, you can see the
Invoice amount on the left side of the page towards the middle of the
screen. This shows you the balance due. Let the customer know the
amount so they can decide how to pay.
- There are two ways for a customer to pay; Cash, and Credit/Debit. Vendors
are allowed to pay with checks when they are paying rent; however, we are
no longer accepting checks from customers. Traveler’s Check will not be
used for a regular transaction, and we do not have or accept gift
certificates.
- If a person is paying in cash, hit the F2 button, or you can also just click on
the Cash Box with the mouse. It automatically puts in the owed balance. If
they are paying more, just type in the correct amount. After you type in the
amount they have paid, hit the Save and New Button. It will show the
amount of change you owe that person at the very bottom of the screen.
Please make sure that you always count the customer’s change back to
them. Though you see the amount at the bottom of the page, it ensures
that no mistakes are made and that your drawer is never short or over. As
you hit save and new, a receipt will automatically print from the black
receipt back on the right side of the computer screen. The cash drawer also
automatically opens! Give the person their receipt and change, and you are
done.
- When a vendor pays with a check, have them make the check out to the Los
Ranchos Antique Mall. For this payment you will hit the F3 key or just click
on the box. It will have the amount of the check. Hit the tab button. At this
point it will ask for the check number, which is at the top right hand corner
of the check. Type it into the box. After you have entered this information,
hit save and new on the computer screen. The receipt will then print out.
Put the check under the cash box, and give the vendor their receipt.
- If a person is paying with a debit or credit card, hit the F4 key or just click
on the box. Hit the tab button. When you do it will ask you to specify debit

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or credit. Once you do so, enter the last four digits of the person’s card
number in the blank box. Next go to the card processer found on your left
beside the computer screen. For credit, hit the number one box, and then
hit the sale box. It will ask you to slide the person’s card. When it asks if the
last four digits match the card, check then hit yes. It will ask you for the
amount to be charged. Type that in and hit enter. When the card goes
through, hit save and new on the computer. A receipt will print on both the
processer and the regular receipt box. The processer receipt is your copy to
have signed. Once signed put in the coffee cup below. It will ask if you want
the customer receipt to be printed. Hit yes. Staple both the receipt from
the original receipts box and the processer receipt together. Give these to
the customer, along with their card back, explaining that one of the receipts
is an itemized copy and that the other is their credit card receipt. For a
debit card, hit the number two box which says debit, then the number one
box which says sale. Slide the card and do the same as the credit
procedure. The only difference is the customer will have put their pin in.
once the receipts print, give them their two copies and put yours in the
coffee cup. No signature is needed for debit. Save ALL receipts for the day
end process! Cards now have chips in them. If this is the case, once you
enter the total for a sale, the machine will ask you to tap the card. To do
this, simply insert the card into with the chip on the side going in, on the
pin pad part of the machine. Once the card is approved it will ask you if the
customer’s signature is complete. Always hit yes! Otherwise it will reverse
the sale and you will have to begin the process again. Please keep in mind
that if a card has a chip in it, you must automatically run the card as credit
and not debit so do not give the debit option to a customer. One you have
tapped the chip the process is the same as a regular credit/debit card.
- Make sure to let the customers know that all sales here are final!

How to Look Up an Invoice.

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- An invoice number is important for when a person wants to pay off a
layaway or of you need to look up past sales from the day. At the top of the
Point of Sales page, there will be a box that says invoice, along with a set of
binoculars. For a layaway, the customer should have the receipt. You will be
able to find the invoice number here. When you type it into the box it will
bring up that sale and you can finish from there. If the person forgets the
receipt you can click on the binoculars and look them up by date and name
and find the sale that way. Invoice is also to look up previous sales from
that day. So if something needs to fixed, such as payment type, you would
look up the sale through the invoice bar, and then fix the problem.
When and How to Use WholeSale.
- When a customer says they are tax exempt, you will ring them up under
wholesales instead of retail. To change to Wholesale, go to the top of the
page. You will see where the retail bubble is filled in. Simply click on the
bubble next the wholesale and you are done. If the customer has shopped
with us before, we will already have their tax exemption information on
record. To look it up go to the middle top of the page. There will be a box
that says customer information. This is written in blue. There will be a set of
binoculars and an add button. If the customer has been here before, click
on the binoculars. Look the person up by their name, or the business the
number is under. When you click on it, it will take you back to the Point of
Sales Page. Continue to ring the person up as you would a normal sale. If
the customer has not shopped with us before, you will have to add them
into the system. To do this, click on the add button which is located next to
the binoculars. Put in the customers information, along with the tax
exemption number then hit save and continue your sale. To put in the
number, the customer must have a copy of the tax exemption form with
them. Otherwise you ring them up as a normal sale with tax.

How To Set Up, Pay Off, or Update A Layaway.

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- For layaway sales. The customer is required to put 30% of the original price
down, and it must be at least a 100 dollar sale. When you are creating a
new layaway, you will go to the top of the point of sale page and click the
bubble next to layaway. You will ring the items up as a normal sale. When
it’s time to pay, on the left side where it shows payment types, you will see
the amount 30% equals. The customer is allowed to pay that amount, or
more if they wish. If they pay the 30 percent only, choose the way they are
paying and finish your transaction. If they are paying more, make sure to
change it where it shows the 30% and then type the amount in the
payment type box. Before the transaction can be completed, you will have
to enter the customer’s information. Go to the customer information area
and click on the add button. It will ask for name, address, number, etc. Put
this all in and hit save and close. The amount that they still need to pay will
be shown on the receipt given. When a person comes to make a payment
or finish a layaway payment, click on layaway bubble and look up the
invoice number on their receipt. This will pull up the information and the
amount still owed. When they make a payment, hit save and new and the
updated amounts will be saved and the new balance will show on the given
receipt. If they are finished paying it off, the balance amount will show as 0.
If the customer forgets their receipt, you can look up the invoice number by
name after you click the layaway button. Make sure to change the date
when you are looking them up, or the system will not find them. When a
layaway has been paid off, they are allowed to pick up their items. Let them
know that they need to keep their receipt on them during this process. The
customer has a month to finish paying off a layaway. When the layaway
process is complete, create a sold sign with the customer’s name, the date,
and a phone number. This way if they forget about the layaway, you can
call and remind them. The date helps you tell when the layaway is due.

How to Void A Sale.

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- When voiding out a ticket, you can only void a sale made during that day.
You would look up the invoice number on the regular point of sales page
under the retail bubble. After you have the invoice sale pulled up, click on
the void bubble at the top of the page. It will ask for the passcode. Chris,
Jon, and Nick are the only ones with the password so ask them. They will
finish the process.

How to do a Vendor’s Printout.
- A Vendor’s printout shows them what they have sold for the month, and
how much it was sold for. When a vendor asks for one of these look to the
very top of the computer screen. It doesn’t matter where you are at in the
program. You will see a list that shows File, Maintenance, Rentals/Renewal,
Point of Sales, Reports, Window, and Help. Click on the Reports section.
This will open a new list. Here you click on the Point of Sales Button. Once
you do this, another list will appear. Click on the Daily Sales Listing Button.
This will pull up a box. In the box that says from date, change the date to
the 1
st
of the month you are in. Next click the bubble that says Vendor, then
click the bubble that says requested vendor. Once you have done this, type
in the vendor number of the person asking for the printout. Hit preview and
the sales from that month will be pulled up. The vendor may look at it, or
you can print it for them if they request it, by clicking on the little printer at
the very top of the screen. Once it has printed, you can exit out of the
boxes until you get to the original screen.

What to Do when a Vendor Wants To Pay Rent.
- When a vendor pays rent you would look to left of the screen. There you
will see the four buttons that say Maintenance, Rental/Renewal, Point of
Sales, and Reports. Click on the Rental/Renewal Button. Go down the list
and click on payment by booth. This will pull up a new box. Types in the
vendor number then go down to the payment types. When accepting rent

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we only take cash, checks, and cards. If they pay with a check, type in the
check number in the box below. When you hit save, a receipt will pop up on
the screen. Make sure to print this out and give it to them. If they pay with
a card, you will have to specify credit or debit but you do not need to type
in the last four of their card. This type of payment will give them a receipt
from the machine that you can staple to the printed receipt. Please make
sure that these receipts are given out. They are very important for both
vendor and our own records.

Viewing the Floor Layout.
- Viewing the floor layout is important for when you are renting out booths.
It shows what spaces are available, along with who is in each of the taken
spaces. To get here, look to the left where you will see the Maintenance,
Rental/Renewals, Point of Sales, and Reports buttons. Click on the
Rentals/Renewal button. Then click on view layout. This brings up a
hypothetical floor plan. To view information on taken spaces, right click on
the space number.
How to Add a New Booth to the Layout.
- When you need to add a new booth to the layout, typically it is when we
buy a new case to put on the floor, or to add a new space, or have decided
to rent a wall or window on the floor. To start, look to the left of the
screen. There you will see four bars labeled as Maintenance,
Rentals/Renewal, Point of Sales, and Reports. Click on the Maintenance
button. From there you will click on the button that says Booth Types. Next,
(and this is very important or the information will not be saved!) look to the
very top of the screen where the file button is. Right below the file button,
you will see a small button that looks like a blank piece of white paper. Click
on it. Once you do this you can go to the box and enter the Booth Type,
Booth Description, Booth Length and Width, and Booth Category. When it
comes to the amount that will be charged you can scroll to the bottom of

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the boxes that say Rental Charges. Select the option that says Combined
Monthly, and type in the amount that will be charge for a month. Once you
have done all this, hit the save button.
- The next step of this process requires you to look at the four bars labeled as
Maintenance, Rentals/Renewal, Point of Sales, and Reports again. Click on
the Rentals/Renewal bar and select the button that says View Layout.
When the box pops up you don’t need to change the dates or any
information so simply click the View Layout button again and this will bring
up a page that shows all of the booths we have in the store including
spaces, cases, and walls or windows. You need to finish adding the booth to
the layout so go to the area you want your booth to be on the map and
right click with the mouse to add the booth. Scroll through the list until you
find the name of the booth you have created. Select your booth. Once you
have done this, hit save and the booth has been added to your layout.
- If you need to edit a booth, look at the four bars labeled as Maintenance,
Rentals/Renewal, Point of Sales, and Reports. This time click on the bar
labeled as Maintenance. Click on booth type then go to the top middle of
the page where you will see a locate button. Type the booth number or
name you have created into the white box next to this button and hit
search. Edit what you need, then hit save and you will be done. If you want
to check that your booth is there, use the steps that you would use to view
the floor layout. (Listed Above).
How to Prorate Rent for a Vendor Who Moved in After the 1
st
of the Month.
- To start, look at the four bars labeled as Maintenance, Rentals/Renewal,
Point of Sales, and Reports. Click on the bar labeled as Rentals/Renewal.
Then click on the box labeled as Rentals/Renewal. Type in the vendor ID of
the vendor you will be charging. There will be two boxes on the page that
comes up and they will each be labeled with blue writing. One is Booth
Rentals and the other is Other Rentals. There will be a white sheet of paper
in a small box you can click on next to both of these. You will click on the
white sheet of paper next to the Booth Rentals. Here you will search for the

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booth that they are moving in to, and then click on the button towards the
right of the Booth Rental box that says Per Diem. Select the box next to the
booth you have just added the vendor to. (Sometimes Vendors Have More
than One Booth). This will allow you to prorate the vendor accordingly.

Checking Who Has and Has Not Paid Rent.
- To find out the status of who has and has not paid rent begin by looking to
the left of the screen where the buttons say Maintenance,
Rental/Renewals, Reports, and Point of Sales. Click on the one that says
Rental/Renewal. Once the list underneath shows, click on the button that
says Booth Status. This will pull up a list of all of the current vendors in the
store. You can tell if they have not paid rent, because the name will show in
red font. The Vendors who have paid will show in black font.

Looking Up Sold Items.
- Looking up sold items is important for the moment when a vendor is
missing an item from their booth and it doesn’t show on their printout as
being sold. Often times, the item was sold and put under the wrong vendor
number. When you type it into the sold items bar, you can find out if it was
sold at all, then you can find out who got credit for it. To get to Sold Item
Search, look to let of the screen. There you will see the four buttons
Maintenance, Rental/Renewals, Reports, and Point Of Sales. Click on the
Point Of Sales button. There you will click on the Sold Items Search button.
This will bring up a new box. Change the date to the date you think the item
was sold, or if you are uncertain go to the first day of two months back
from the current month you are in. Then go to the search bar and type in
the item you are looking for. A list should appear below. Here you can find
the specific item you want. If it doesn’t appear, the item could have been
stolen.

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Adding Vendor Discounts to the System.
- When vendors are having different sales in their booths, it’s hard to keep all
the different sales straight. One solution is to add them to the vendor’s
information sheets. When you do so, the sale will pop up on the screen
when you type in the vendor ID number during a transaction. To add the
sales in, look to the left of the screen. There you will see the usual four
buttons, Maintenance, Rental/Renewal, Reports, and Point Of Sales. For
this one, you will be clicking on the Maintenance button. From there, click
on the Vendor Button. This will bring a new box up. Type in the Vendor ID
number of the vendor you want to add the sale to. Once you do this go
down and you will see a list of boxes going across the screen. They are
Vendor Info, Vendor Notes, Other Info, Contact Persons, and POS Discount
Plans. Click on the POS Discount Plans box. At this point you will add in the
sale, the days it will be happening, and of course a start and end date for
the sale. Once you have added in any information you need on the sale, hit
Save and you will be finished. You can also remove these sales by following
the same steps, then deleting the current sales.

How to Add a New Vendor.
- Adding a new Vendor into the system will be something you do often. To
add someone in look to the left of the screen and you will see the four
buttons Maintenance, Rental/Renewal, Reports, and Point Of Sales. Click
on Maintenance, and then click on Vendor. Next, (and this is very important
or the information will not be saved!) look to the very top of the screen
where the file button is. Right below the file button, you will see a small
button that looks like a blank piece of white paper. Click on it. Once you do
this you can go to the box and enter in all of the new Vendor information,
including the vendor ID number. Once you have finished hit the save
button, not the save and new button.

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Fixing Sales Types on Sold Items.
- The times you will need to know how to do this is mostly when a customer
pays in more than one payment type. For example they may put 30 dollars
in cash and the rest their card. If you make a mistake in putting the
different numbers in the correct payment type areas you can fix them by
looking up the invoice number of the sale. Once you find the sale, you will
see two pink boxes. Click on the box that says Change Payment Type. When
you are finished doing this click the save button and you will be done. No
password is required for this process.

Day End Process.
- The Day End Process is to be completed every day after the store is closed.
Do not take the money out until all customers and vendors have left and
the front doors are locked.
- To begin the Day End Process, look to the left of the computer screen. You
will see the four buttons Maintenance, Rental/Renewal, Reports, and Point
of Sales. Click on the Point of Sales button. Then click on the Day End
Process button. A new box will pop up. Next count the drawer. As you do
so, enter the amount of each coin and bill into the proper boxes. When you
are finished the cash difference should show zero. If there is a difference,
recount and consult Jon or Chris. After the cash is taken care of Type in the
same numbers from the Net terminal amount column into the actual
amount column. Do this for all sections, check, credit card, etc. Once this is
done go to the Credit Card Processer. Hit the Credit Button, then hit the
More button, then hit the Close button. When you do this a number will
pop up on the screen and it will ask if the amount is correct. Look at the
computer and add the credit and debit card totals together. If that total
matches the processer totals hit yes. Next look at the cash totals from the
day. You will use this number to determine the amount of money you must

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take out of the register for the closing deposit. The register opens at
$200.00 every day. So subtract 200 from the total amount and that will give
you the amount you need to take out for the deposit. Next you need to fill
out a deposit slip with the total amount you have taken out of the register.
There is an example deposit slip under the register you can use for
reference. You will enter the store name, the address, type of deposit, date,
total cash and checks, etc. On the back of the deposit slip you will enter the
number of each bill being deposited, and how much it totals for business
records. If you have any questions please ask Jon, Nick, or Amanda for
assistance in this process. After you have filled out the proper sections put
the deposit slip and the money in an envelope with Los Ranchos Antique
Mall, the date, and deposit written on it. Once finished hit process day end.
It will bring up a new box. Uncheck the box that says Daily Sales Listing and
check the box that says User/Terminal Summary with Differences. Hit
preview and print the page. Staple the printed page to the daily receipts
form the coffee cup that have been numerically put in order from last to
first, and the receipt that prints from the debit and credit card totals from
the machine. Go to left of the screen and click on Arcade Cash Day End.
Type in the totals to match and submit. This does not need to be printed,
but must be done every night. Take the deposit contents, the printed
paper, and the receipts to either Jon, Chris or Dean. Exit the application and
shut down the computer. Make sure to turn off the screen to the
computer. Turn off all lights and both signs to closed in the windows. Turn
off music. Then you are all done!