The Front Office Transaction Search window lets you search the system for Front Office transactions based on one or more criteria which may be used in any combination
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Receipt Number
To search on Receipt Number enter the value in the applicable field. Wildcards are accepted in this field.
Store and Register
These criteria let you search based on the store where the transaction took place. You can find transactions for all of a particular store's registers or limit the results to a single register.
Include Inactive Stores
Check to include inactive stores, or leave unchecked to exclude them.
Store
Select a store from the drop-down list.
Register
Once you select a Store, you can select one of that store's registers from the drop-down list.
Entered By and Entered Date
These criteria let you search based on the user that initiated the transaction and the date when the transaction was initiated. You can use these criteria individually or in combination.
Entered By
Check any number of users using the Entered By check boxes.
Entered Date
You can enter a closed range by specifying a From and To date, or an open-ended range by specifying just the From date or just the To date. To enter a date range:
First check the corresponding box (From and/or To).
Then enter the date directly or use the drop-down arrow to display the calendar.
Order ID
To search on Order ID enter the value in the applicable field. Wildcards are accepted in this field.
Reference Number
When a transaction is performed on a register, the system gives it a reference number. You can search on this Reference Number. Wildcards are accepted in this field.
Serial Number
You can search on the Serial Number. Wildcards are accepted in this field.
Customer Information
You can search on customer information. Wildcards are accepted in these fields.
Account Number
Enter the customer's account number.
Customer Name
Enter the customer's name as it appears in the account.
Card Number
Enter the credit card number used for the transaction.
Associate / SC
Enter a Sales Channel. Enter the sales code in the first field, if applicable. If you do not know the sales code, enter the sales name in the second field. Use * as a wildcard.
Note:
The Sales Channel button is disabled, if more than 1000 records are detected. You must enter either an exact match of the sales code or sales person. The text field turns yellow when a match is found.
Once you enter data, the Sales Channel button is enabled. Click the button to view the Sales Tree window.
Select a Sales name from the list and click OK.
Transaction Type
Add Cash | Records the addition of currency when the cash level gets too low in the drawer. |
Bill Payment | Records the dollar amount received from a customer and applied toward the account balance. |
Drawer Reconciliation | Compares the amount of tender physically in the drawer as compared to the amount recorded by the system. |
Exchange | Records the return of a previously purchased item in exchange for a different item and difference in the prices of those items. |
Float | Records the amount of cash in the drawer prior to any front office transaction after a reconciliation. |
Float Correction | If an error was made during a float transaction, you can correct the amount with a float correction. Float correction can only be used before the first sale transaction after a float. |
Open Drawer | Records the opening of the drawer for a purpose that does not include a sale or change the recorded cash level in the drawer. This is generally used if an incorrect amount of change was given to a customer or when you need to count the drawer. |
Petty Cash | Records cash removed from the drawer for store-related purposes. That cash is no longer consider part of the store's revenue. |
Return | Records the amount tendered to a customer when a previously purchased item is returned. |
Sale | Records the sale of an item to a customer in return for a tender amount. Bill payments that are made as part of a regular sale are considered a Sale transaction. |
Skim Cash | Records the removal of excess cash from the drawer for security reasons. |
Transaction Status
Search based on the current status of a Front Office transaction as indicated on the Transaction Detail windows. You can use any combination of statuses.
Order Status and Order State
These criteria may be used individually or in combination, for example to find all transactions for a specific order status/order state combination. Select any number of order statuses or order states by checking the corresponding boxes.
Select the search criteria and then click Search.
All transactions matching the search are displayed in the Front Office Transaction Search Results window. (More)
The Front Office Transaction Search Results window has two sections: Transactions and Transaction Details. The Transactions section displays transaction summary information. The Transaction Details section displays details about the selected transaction.
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Notes:
Only results allowed by a user limit-to profile will be displayed.
The results of a Front Office Transaction Search are limited to Front Office transaction types.
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Add Cash
Records the addition of currency when the cash level gets too low in the drawer.
Bill Payment
Records the dollar amount received from a customer and applied toward the account balance.
Drawer Reconciliation
Compares the amount of tender physically in the drawer as compared to the amount recorded by the system.
Exchange
Records the return of a previously purchased item in exchange for a different item and difference in the prices of those items.
Float
Records the amount of cash in the drawer prior to any front office transaction after a reconciliation.
Float Correction
If an error was made during a float transaction, you can correct the amount with a float correction. Float correction can only be used before the first sale transaction after a float.
Open Drawer
Records the opening of the drawer for a purpose that does not include a sale or change the recorded cash level in the drawer. This is generally used if an incorrect amount of change was given to a customer or when you need to count the drawer.
Petty Cash
Records cash removed from the drawer for store-related purposes. That cash is no longer consider part of the store's revenue.
Return
Records the amount tendered to a customer when a previously purchased item is returned.
Sale
Records the sale of an item to a customer in return for a tender amount. Bill payments that are made as part of a regular sale are considered a Sale transaction.
Skim Cash
Records the removal of excess cash from the drawer for security reasons.
Transactions section
In this section you can check the status and other related information of the transaction that meet your search criteria.
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transaction search results
| The first column displays a visual indicator of the current status of the transaction. Open - yellow check mark Reconciled - green check mark Void - red X |
Transaction Date | The date the transaction took place. |
Receipt Number | The unique ID of the transaction. |
Store | The retail location where the transaction took place. |
Type | The kind of transaction that took place. See POS Back Office Transaction Types. |
Entered By | The ID of the person who entered the transaction. |
Account Number | The customer's account number. |
Customer Name | The customer associated with the transaction. |
Register | The description/name of the register that recorded the transaction. |
Reference Number | A number supplied by a third party, such as a Shift4 reference number. |
Reason | The reason a transaction (such as Add Cash, etc.) took place. (Manager Decision, Start of Day, etc.) |
Note | Additional information about the transaction the user may have entered. |
Associate / SC | The name of the individual or sales code credited with the sale. |
Order ID | The order number associated with the transaction. |
Order Status | The current status of the order item. |
Order State | The current state of the order item which further defines the Order Status. |
Last Modified | The most recent date and time of the transaction. |
Last Modified User | The person who last modified the transaction. |
Order Hold Reason | The reason an order or sale has a status of On Hold. |
Order Hold Date | The date an order or sale status changed to On Hold. |
The shortcut menu in the Transaction section lets you manage the selected transaction.
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View Transaction
View Transaction opens the Transaction Detail for Receipt [name/number] window displaying information about the Sales Request and its associated Order.
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The Transaction tab (main window) contains the following fields:
Transaction Information
Transaction Date is the date the Sales Request was created.
Transaction Type is the kind of transaction being displayed, such as Sales Request or Return Request.
Associate / SC is the sales person or group name or the sales code.
Status is the current status of the Sales Request.
Order Information
Order ID is CostGuard's unique identifier of the order associated with the sales request.
Order Type is the kind of order associated with the sales request, such as POS New Order.
Order State is the stage the order has reached in its execution plan, such as Stopped.
Order Status is the current status of the order, such as Submitted or Completed.
Customer Information
Account Number is the customer's CostGuard identifying number.
Customer Name is the first and last names of the primary customer contact.
Receipt Email
Receipt Email is the email address where this customer receives receipts.
View Network Receipt
Click to view the customer's saved receipt in a new window.
Print Receipt
Click to print a copy of the customer's saved receipt.
The Total/Tender tab contains the following fields:
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Sub Total
Sub Total is the amount to be tendered, excluding taxes.
Total Tax
Total Tax is the sum of all taxes and surcharges.
Total
Total is the sum of the Sub Total and Total Tax.
Estimated MRC
Estimated MRC is the approximate monthly recurring charge the customer can expect.
Tax Information
Tax is the name of the tax.
Tax Amount is the amount of tax paid by the customer.
If you check the Show Use Tax check box, taxes on Free and Discounted Equipment are also displayed. These taxes are not billed to the customer, but must be reported.
Tender Information
Tender Type is the kind of payment received from the customer, such as credit card or cash.
Tender Amount is the total payment received from the customer.
Note:
The View Network Receipt and Print Receipt buttons are also available from this tab.
Void
The following types of transactions can be voided if they have a status of Open:
Add Cash
Return
Sale
Sale Order
Sale Receive
Repair Order
No Sale
Reconcile
Right-click the transaction and select Void. A confirmation window is displayed.
Click Yes to void the selected transaction.
Cancel
Print Receipt
Right-click the transaction and select Print Receipt.
If you have not activated My Location, the Select Register Device window is displayed.
Select a printing device.
Click Save.
Click Print. The receipt is sent to the selected device.
Fulfillment
Return Receiving
Reports
Currently there are no reports available.
View Customer opens the customer record on the POS tab.
View Order
View Order opens the Order Search Results window for the customer.
The Order Search Results window displays basic information about the order associated with the transaction.
See also:
Order Search Results
View Starting Code Entries
Resume Order
Note:
The available options depend on the type of transaction you select. See Transaction Types.
Transaction Details section
In this section you can view the line item details of the selected transaction.
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Receipt Number | The tracking number associated with the transaction |
Item Number | The line number of the associated item as displayed on the Make Sale window. |
SKU | The identifier of the item as defined in the Product Catalog. |
Description | The description of the item as defined in the Product Catalog. |
Service Number | The service number is a unique number associated with an account. |
Quantity | The number of items purchased, such as four batteries. |
Unit Price | The price charged for one item. |
Billed Amount | The amount charged to the customer at billing time, such as Calling Plans and Caller ID. |
Extended Price | The total amount charged for the line item calculated by multiplying the Unit Price by the Quantity purchased. |
Serial Number | The unique identifier of the item. |
Reason | The Discount Reason associated with the item, if applicable. |
Return Reason | The Return Reason is why the item was returned, if applicable. |
Note | Additional information the user may have entered. |
The shortcut menu in the Transaction Details section lets you return the selected item or view the selected service.
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Return opens the Item Detail Return window.
View Service opens the customer record on the Services tab.
View Payment opens the Bill Payment window.
View Original Order
View Original Transaction
See also: