XpertMart™ Quick Start Guide
Invoicing & End of Day Reports
User Manual Chapters to Read
Return Credits for Customers
of Day Reports
Topic: How to
Practice with XpertMart™
Point of Sale
Sheet: How to Make a Sale
Sheet: How to Make a Return
Before you actually start ringing up customers you probably want to
practice making sales and performing other point of sale transactions
first. To do this, you will want to make a copy of your database and
rename it MainPractice.gdb. Then go to Configure>File
Configure>Database and change the configuration so that XpertMart™
uses this duplicate database. This way you can make dummy sales that
will not affect your real inventory. Just remember to switch the
configuration back to Main.gdb when you are done! Since you changed the
configuration, you will have to close XpertMart™
and go back in for the change to take effect.
Now let's practice.
Go to Transactions>Sales. Start by making a very simple sale. Skip
the Client section and jump straight to the Items Area. Enter one item
by typing in an item number (e.g. 42) and then jump to the payments
area under Tender Type. Select Cash. Press <F12> and pretend to
give the cusotmer change. If the total amount is $19.00 then enter $20
in the Tendered Amount field. That's it. You just made a sale.
Just as it did with Receiving, pressing <F12> means a copy of the
transaction gets stored in Documents, a paper copy of the sale prints
out (if you've configured it right) and the right quantities are
subtracted from inventory. See for yourself. Go to
Documents>Invoices and do a Query to pull up the sale you just made.
Next, go to the Styles Catalog and find the Style you just used in the
invoice. Click on the matrix. Finally, go to the Items Catalog and
check the Audit Log for the item you just sold. You should see an entry
in the Audit Log for the Invoice you just made and the stock subtracted
Now that you understand the basics, you can practice more complicated
sales. Go back to Transactions>Sales and ring up a new sale, only
this time we're going to add a customer. In the Clients area click on
the zoom button to open the Clients Catalog, exactly the same way you
would open the Vendors Catalog from the Styles Catalog, for example.
You are looking at the Clients Catalog. Since you have yet to add a new
customer or client, the records bar shows three ?s. Don't forget to
click the New Record button. Then enter a name and address. For now,
don't worry about all of other fields in the Clients Catalog. Click
Save when you are done and close. You are back in the Invoicing screen
only now you've entered a customer. Complete the sale as before.
Let's practice doing a sale with a repeat customer. Open the Invoicing
screen again. This time, in the Clients Area instead of zooming out we
are going to use the Index/Name field to find the customer you just
created. This is a drop-down menu that works exactly like all the
others you've used so far. The lookup goes last name first. So if you
created a customer called John Smith you will want to type "S" and then
press <Enter>. Since there is only one customer in the database
right now that starts with "S" it will pull up Smith, John
automatically. As your database grows in size there will be multiple
customers whose last name starts with "S" and they will appear in the
drop-down menu. Note that you can also lookup a customer in the
Invoicing screen through their phone number. Now that you've found the
customer you created proceed to complete the sale as before.
Repeat as necessary. Moving on, this time practice making sales that
have more than one item. Change the quantity being sold and practice
delete an item from the invocing screen. Next, make a few sales where
you practice giving discounts: start by givng item discounts and then
practice giving global discounts. ow make some sales using different
payment types such as checks and credit cards. Finally, practice taking
different tender types. For example, ring up a sale and when you get to
the Payments Area enter cash. Then move the cursor to the Net column
and change the quantity being paid to $5.00. Now click under Tender
Type and add a new row, this time for credit card. Complete the
Keep practicing until it's second nature. Practice different scenarios
where something goes wrong: the customer changes his mind and you need
to close the screen (by pressing <F12>), the customer thinks they
are going to pay cash then realize they don't have any and need to pay
by credit card, you started ringing up a sale and forgot to enter a
discount for an item on sale, and so on.
Once you are very comfortable with Invoicing, let's move on to Returns.
Start by making a sale and creating a new customer, some very obvious
name that's easy to remember such as George Washington. Sell this
customer 2 of the same item and press <F12>. Now go to
Transactions>Returns. In the Client area enter George Washington as
the customer. Now in the items area enter the same item you just sold
to George and use a quantity of one. Note that you do not need to use a
-1 since you are in the Returns screen. A +1 in Returns is the same as
a -1 in Invoicing. Now go to Tender Type and select store credit.
Go to the Main Menu and go to Catalogs>Clients>Clients. Do a
Query for George Washington to pull up his record. Look for the field
called Return Credit. You should see a balance there equal to the item
he bought and returned (plus any tax). Now click on the Audit button in
the toolbar. You will see George's complete transaction history here:
the sale he made and the return, so far.
Now go back to Transactions>Sales and sell George a new item. Pick
an item that is less expensive than the first one you sold. This time
select Store Credit as the Tender Type. Notice that George's remaining
balance will print on the sales ticket. Once again go to the Client
Catalog and lookup George's record. You should see his new return
balance which reflects the purchase he just made with his store credit.
Finally, go back to the Invoicing screen and have George buy a new
item. Select Store Credit as the tender type. This time the store
credit will not be enough to purchase the item and you will have to
enter a second tender type to make up the difference. Repeat this
exercise as many times as necessary until you feel comfortable with the
complete cycle: sale, return, redeem store credit.
Once you are done practicing sales and returns, practice running your
End of Day Reports. Go to Reports>Documents>Invoices and run the
Sales Journal with Detail. Then run the Merchandise Journal with
Detail. Finally, run the Payments Journal with Detail. Study these
reports and make sure you understand them. When you are done, don't
forget to switch the configuration back to Main.gdb.
Congratulations! You are ready to open for business.
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