[i] Merchant enables you to set up and maintain as many tenders as you want.
To access the Tenders parameter:
Select Tool-Administration-Parameters from the [i] Merchant Desktop. From the list of parameters, select Tender. The Tender parameter program will open.
When you first access the Tender program, you are in the Find Tenders screen. There is a table of tenders at this screen, with one column for Code and one for Description. Computac will already have some of the basic tenders set up for you when you receive and install [i] Merchant, but you can alter the Code and Description for any and all tenders. You also will want to create new tenders.
The tender Code is a code attached to the Description. The system recognizes the Code. The Description is there for you--to define the tender more fully. An example would be: GIFT is the Code and Gift Certificate is the Description.
Set up and define as many tenders as you want.
To create a new tender:
Select File from the top left of the Find Tender screen. A submenu appears.
From this submenu, select New--Tender. The New Tender Type box appears. [i] Merchant contains eight tender types. Tenders are attached to tender types. The eight tender types are:
Cash
Simple
Credit Card
Debit Card
Balance Card
Accounts Receivable
Foreign Exchange
Check
When creating new tenders, you can have as many tenders as you want within the Simple, Credit Card, Balance Card, Accounts Receivable, and Foreign Exchange tender types. But you can only have one tender for the Cash, Debit Card, and Check tender types.
Here is a brief description of each tender type. Be sure you have a good understanding of tender types since all tenders are attached to a tender type. You will want to be sure to attach tenders to appropriate tender types.
Cash simply represents local currency. If your store is in the United States, Cash represents U.S. dollars.
Simple represents tenders that the system does not keep a balance on--such as gift certificates without balances being kept, student cards, etc.
Credit Card represents credit cards. Simple enough.
Debit Card represents debit cards (as opposed to credit cards). You can only have one tender set up as a Debit Card in [i] Merchant.
Balance Card represents certificate-style tenders where the balance is kept within the system--such as store credit, gift certificates with balances being kept, deposits, used-book voucher, etc.) Balance cards can also be recycled and used again. For information on how to recycle balance cards in [i] Merchat, please click here.
Accounts Receivable is very similar to Balance Card. It represents the store allowing a customer to take everything on credit and to pay later--such as an in-house charge. You can add and maintain customers' A/R accounts in Customer Properties.
Foreign Exchange represents foreign currency, for currency conversion purposes.
Check simply represents checks.
When the New Tender Type box appears, you need to select the tender type for the new tender you are creating:
In the New Tender Type box, click on the arrow to the right of the New Tender Type field. A list of the eight available tender types appears.
From this list, select the tender type you want. It will automatically display in the New Tender Type field.
Once you have selected a tender type, click on the Next button within the New Tender Type box. The Tender Properties box appears.
The Tender Properties box is where you define the many aspects of the tender you are creating. At the top of the box, the Type of tender field automatically fills in with the tender type you just selected from the New Tender Type box. The Description and Code fields are blank. You need to fill those in.
In the Description field, key in a description for the tender you are creating. Choose a description that makes sense to you. For example, for a VISA credit card, you may key in something like, "VISA card."
In the Code field, key in a code for the tender you are creating. Choose a code that makes sense to you. For example, for a VISA credit card, you might key in, "VISA."
There are seven tabs in the Tender Properties box--General, Service, Balance, Requirements, Validate, Credit Card, and Receipt. Some of the tabs (such as General, Requirements, Receipt, and Validate) apply to all tender types. Other tabs (Service, Balance, Credit Card) apply only to certain tender types. If a tab does not apply to a tender type you are creating, then, upon clicking on that tab, the fields at the bottom of the Tender Properties box will be grayed out.
When you first access the Tender Properties box, the General tab is automatically selected. You will need to fill in the fields at the bottom of the Tender Properties box for all applicable tabs.
With the General tab selected, the following fields need to be filled in:
The Summary Description field pertains to what will print on the sales and receipt summary for this tender. Key in an appropriate description.
The Accounting Code field is where you assign an Accounting Category to the tender. This will enable you to export tender G/L information when you run the G/L Export. (Without assigning an Accounting Category to the tender in question, no G/L Export pertaining to the tender will be possible.) If you need to view information on how to select a parameter in a code-driven field, please click here.
The Currency Code field sets the local currency. For example, if you are in the United States, you would set the Currency Code to USA. If you need to view information on how to select a parameter in a code-driven field, please click here.
Open Cash Drawer has a box to the left of it. If you check that box, the cash drawer will automatically pop open if this tender is used. If left unchecked, the cash drawer will remain closed when this tender is used.
Allow as Return Credit also has a box to the left of it. If you check that box, you can give customers a refund using this tender. If left unchecked, you cannot give customers a refund using this tender.
Used Only also has a box to the left of it. This field only applies to the Balance Card tender type. With all other tender types, this field will be grayed out. If you check the box to the left of this field, this tender can only be used toward used books. The tender will not apply to anything else in your inventory. If left unchecked, this tender can be used for other products in your inventory, not just used books.
Once you have set the fields under the General tab the way you want them, you can proceed to the next tab.
The Service tab is tied mainly to the Balance Card tender type. The Service tab only applies if you plan on selling this tender. With almost all other tender types, the fields under the Service tab will be grayed out and ignored. But if you need to fill them in, here is a description of the fields you will find under the Service tab:
Issue as Tender Service has a box to the left of it. If you check that box, you will sell this tender as a form of issuing it to customers, and you will also need to fill out all of the fields here under the Service tab. If you leave the box unchecked, you will not be selling this tender as a form of issuing it to customers, and you can ignore the fields under the Service tab.
If you checked the Issue as Tender Service box, fill in the following fields:
Description is, very simply, the description of the service tender. Key in a description that makes sense to you.
Short Description is an abbreviated description of the tender, and it needs to be unique within Services. The Short Description is, in reality, the code for the tender.
Note:
You must create service tenders here in Tender Properties, but once created, you can maintain them in Service Properties.
Allow Discount is where you determine whether or not you will allow discounts for this tender. Click on the arrow to the right of the field, and select the choice you want.
Cost Percentage generally only comes into play when there is no fixed cost for a service. For service tenders, simply leave this field set to zero.
Once you have set the fields under the Service tab the way you want them, you can proceed to the next tab.
The Balance tab is tied to the Balance Card and Accounts Receivable tender types. With other tender types, the fields under the Balance tab will be grayed out and ignored. But if you need to fill them in, here is a description of the fields you will find under the Balance tab:
Maximum Payout Allowed pertains to a cash payback for this tender. If the customer wants to get cash back from this account balance, this field determines the maximum amount you will pay back.
The Automatic Payout when Balance reaches field sets a fixed balance. When that balance is reached, an automatic payout of the balance (in cash) will be given to the customer.
Must Scan has a box to the left of it. If you check that box, it means you have created your own cards for this tender, outside of [i] Merchant. When you issue the tender to a customer, you will need to scan it. If your cards for this tender were created within I Merchant, leave this box unchecked. Any reusable balance cards must have the Must Scan box checked.
Add to existing balance has a box to the left of it. If you check that box, value can be added to the balance of this tender. If you leave the box unchecked, value cannot be added to the tender's balance.
Name Required also has a box to the left of it. If checked, POS will require a name to be entered when selling the tender. If unchecked, no name will be required.
Print Balance determines whether or not the balance for this tender will print on the customer's sales receipt. Choose Yes or No.
Issue Document determines whether or not the system will validate the tender (in addition to printing the receipt), just print the receipt, or not print a voucher document at all..
Auto Close in Days is optional. When filled in (i.e., not zero), the system will calculate a closing date for the Balance account. Whatever number of days you enter in this field represents the number of days before the account is closed, calculated from the date the account is created. Example: You create an account on 7/10/08. You key in "14" in this field. The account will close on 7/25/08. If you leave this field as zero, no closing date will exist.
Once you have set the fields under the Balance tab the way you want them, you can proceed to the next tab.
The Requirements tab applies to all tenders. The fields under this tab define the rules that govern the tender. Be sure to fill in all of the following fields:
The ID Required field determines whether the customer must show ID to the clerk when using this tender at the POS. If you select Required, ID must be shown. If you select None, ID need not be shown. If you select Optional, it is up to the clerk's discretion.
ID Question applies only if you selected Required or Optional in the ID Required field. If applicable, key in the question that will display at the POS when this tender is used. For example, for a check tender, you may have the system prompt the clerk for the customer's driver's licence number. If you set the ID Required field to Required, this question needs to be answered at the POS, or the system will not let the clerk proceed with the sale. For example, if the customer's driver's license number is required, the clerk must enter it. However, if the ID Required field is set to Optional, the clerk has the choice of answering the question (for example, keying in the customer's driver's license number) or simply leaving it blank and proceeding with the sale without answering it.
Min net sale sets the minimum dollar amount your store will take for the tender. For example, if you do not want to take this tender for sales under $5.00, enter $5.00 in this field. If you do not want to set a minimum dollar amount, ignore this field.
Max net sale sets the maximum dollar amount your store will take for the tender. For example, if you do not want to take this tender for sales over $1,000, enter $1,000 in this field. If you do not want to set a maximum dollar amount, ignore this field.
Min Credit sets the minimum dollar amount for which your store will issue credit or cash back for this tender for a return. For example, if you do not want to issue credit or cash back for a return under $2.00 for this tender, enter $2.00 in this field. If you do not want to set a minimum credit dollar amount, ignore this field.
Max Credit sets the maximum dollar amount for which your store will issue credit or cash back for this tender for a return. For example, if you do not want to issue credit or cash back for a return over $2,000 for this tender, enter $2,000 in this field. If you do not want to set a maximum credit dollar amount, ignore this field.
Once you have set the fields under the Requirements tab the way you want them, you can proceed to the next tab.
The Validate tab determines whether or not you want the tender validated at the POS. The fields under the Validate tab are as follows:
The Validate field has a box to the left of it. If you check that box, the tender will be validated at the POS. If you check the box, you will want to fill in the remaining fields under the Validate tab. If you leave the box unchecked, the tender will not be validated and you can ignore the fields under the Validate tab.
The Validate Message field allows you to key in the validation message that you want printed on the tender. For example, you might want the account number to be printed on the back of a check.
The Validate Prompt field allows you to key in the message that will display at the POS. This message will prompt the clerk to validate the tender. For example, "Place check in printer for validation."
Once you have set the fields under the Validate tab the way you want them, you can proceed to the next tab.
The Credit Card tab applies to credit cards and for the debit card tender. Fill in the following fields if you are creating a Credit Card or Debit Card tender:
The Card Type field gives you a selection of card types. Click on the arrow to the right of the field and select the card type you are setting up.
Interface determines whether you are connected to the [i] Merchant credit card authorization service or not. If you are, select PC Charge. If you are not (if you do not use PC Charge), select None. If you select None, you must get authorization outside of the [i] Merchant POS module.
Once you have set the fields under the Credit Card tab the way you want them, you can proceed to the next tab.
The fields under the Receipts tab affect the customer sales receipt for the selected tender. The Receipts tab applies to all tender types. Fill in the following fields:
Receipt for Drawer determines whether or not you want a duplicate sales receipt for the cash drawer. If you do, choose "Yes." If not, choose "No."
Sale Signature has a box to the left of it. If that box is checked, a signature line will print on the receipt and the customer will need to sign the receipt when using this tender for a purchase.
Refund Signature has a box to the left of it. If that box is checked, a signature line will print on the receipt and the customer will need to sign the receipt when accepting a refund with this tender.
Receipt Description determines what the tender is called on the receipt.
Receipt Message is optional. Key in any message you would like to appear on the customer's receipt specific to the tender type used. Please note, this is not the general message that will always appear in the footer of your store's receipts. This is a message that will appear with a particular tender type.
When you are finished setting up the tender properties, click on the Close button. If you did not save the tender properties, you will be prompted to save them now. Once you have done that, you are returned to the Find Tender screen, and the tender you just added will now be included in the table of tenders.
To access Tender Properties for an existing tender:
Highlight the tender in the table of tenders.
Click on the Properties button at the right of the screen. You are taken to Tender Properties for that tender. From there, you can view the properties or change them.