Profile Systems Design Group, Inc.

Business Procedures

1. How do I post the donation of an item?
2. How do I deal with a broken in-stock items?
3. How do I process items returned to a vendor?
4. Is the system capable of Departmental Sales?
5. How are Shipping Charges added to an invoice?
6. Can I create a shared purchase?

Donations

A quick way to address store donations is to create a “Donations” customer with a 100% Sales Discount.  When an item is donated to an organization, create an invoice as in any sale and then select End Sale.  Create an account charge to the “Donation” Customer, this will automatically discount the sale 100%, correctly adjust inventory and establish the correct COGS.

This posting could be enhanced by including the Gift feature and indicating the gift recipient.  TransActPOS supports both gift recipient and purchaser reports to clarify sales activity.  This has proven to be an easy way for sales clerks to post donation activity.

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Broken In-Stock Items

Similar to the Donations idea, create a “Broken Item” customer with a 100% sales discount.  If (when) an in-stock item is broken, the sales clerk can enter the item as an invoice and then select the “Broken Item” customer for the charge account.  Notes can be added to the item description and the invoice description to further support the transaction.  This has proven to be an easy way for sales clerks to post broken item activity.

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Items returned to Vendor

If an item is returned to a vendor, the transaction should be posted to inventory adjustments.  This type of posting will post a credit to inventory and a debt to inventory adjustments.  These accounts are established within the System | Company Setup | GL Accounts section.

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Departmental Sales

Departmental sales can be made under a generic number, non-stock item.  Create an item with an Item ID of “001”, description of “Plumbing Parts”, stock status of non-stock, and a zero price.  When the item number of “001” is entered into the Enter Item field, the system will request a price for the departmental item.  If the General | History option is selected, a sales history will be available for review.

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Shipping Charges

As with departmental sales, create an item called “Shipping Charge” with an item number of “SHIP”, stock status of non-stock, and a zero price.  When the item number of SHIP is entered into the Enter Item field, the system will request a price for the shipping charge.  This idea can be expanded into other areas of the inventory that does not allow a perpetual inventory, such as the “Nuts and Bolts” department.

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Shared Purchases

A Shared Purchase is when a group of individuals decide to purchase a single item but want to charge the purchase to their individual accounts or pay their portion with some other form of payment.  We see this often within our gift shop experience.

To share a purchase between multiple customers, follow the indicated steps:

1) Create an invoice for the item or items to sale according to the normal routine.

2) Prior to pressing “End Sale”, discount the invoice according to the indicated discount schedule shown below.  Select “Change Price” and “All Items” then indicate the appropriate discount schedule as indicated by the schedule below.  The resulting invoice total will be the first customer’s portion of the item(s) purchases.

3) Complete the discounted invoice for the first customer by selecting “End Sale” and selecting the appropriate payment type.  This completes the first portion of the sale for this customer.

4) Create additional invoices as indicated within the table above by the following the additional steps.

5) Create a single item invoice using the item of “001” and fill in the item price when indicated with the “Taxable Subtotal” indicated on the invoice created within “Step 3”.

6) Complete this portion of the Shared Purchase by selecting “End Sale” and selecting the appropriate payment type. 

Steps 4, 5, and 6 should be completed the appropriate number of times to balance to the required number of invoices.