18 Pre-Sale Transactions

A Pre-Sale Transaction is typically performed when a customer wants to purchase an item that is not currently available for sale in the store. Pre-sale transactions have the following requirements:

• The transaction must be associated with a customer.

• The transaction must be paid in full at setup.

• Only items on file can be added to the transaction.

• All Pre-Sale items must be picked up at the same time, partial pickups are not allowed.

• Pre-Sale accounts cannot be canceled if the customer is not present.

This chapter describes the following topics:

• Pre-Sale Account Transactions

• Creating a Pre-Sale Transaction

• Picking Up Pre-Sale Items

• Canceling a Pre-Sale Account

Pre-Sale Account Transactions

1. From the Sale screen Context Menu, select Extended Transaction.

   Figure 18-1 Sale Screen Context Menu

   

   Figure 18-2 Extended Transaction Options

   

2. Click Pre-Sale.

   The window that opens will depend upon whether a customer is associated with the transaction and, if so, whether that customer has any existing pre-sales accounts.

If a customer is associated with the transaction

When a customer has been associated with the current transaction, the system automatically searches the database to locate any open Pre-Sale accounts for this customer.

• If no Pre-Sale accounts are found, you have the following options:

  Figure 18-3 No Pre-Sale Accounts

  

  • Select Set Up New to create a new Pre-Sale transaction. Continue with Creating a Pre-Sale Transaction.

• If a Pre-Sale account is found, you have the following options:

  Figure 18-4 Pre-Sale Account Found

  

  • Select Set Up New to create a new Pre-Sale account. Continue with Creating a Pre-Sale Transaction.

  • Select the Pre-Sale account.

If a customer has not been associated with the transaction

When there is no customer associated with the current transaction, the Pre-Sale Search form displays. You have the following options:

• Select Set Up New to create a new Pre-Sale account. After associating a customer with the transaction, continue with Creating a Pre-Sale Transaction.

• To search for a Pre-Sale account, enter search criteria.

  • Account ID: The Pre-Sale account identifier.

  • Last Name: The Pre-Sale account owner's last name.

  • First Name: The Pre-Sale account owner's first name.

  • Customer ID: The Pre-Sale account owner's customer Id.

  • Phone #: The Pre-Sale account owner's phone number.

• Select Process.

  • If there are no Pre-Sale accounts matching your search criteria, you will see a message indicating no accounts were found.

  • If at least one Pre-Sale account matches your search criteria, the account or accounts are listed in the Pre-Sale Account Search Results Form. See Figure 18-4.

    • Select Back to return to the Sale screen.

• Add items to the transaction.

• When you are done creating the pre-sale:

  • Click Exit Pre-Sale to perform other actions in the transaction.

  • Click Amount Due to tender the transaction. Xstore prompts for the deposit amount.

• Press OK to confirm the deposit amount.

  Note:

  Pre-sale items must be paid in full at setup. You cannot change the deposit amount.

  Continue the transaction.

Creating a Pre-Sale Transaction

1. After a customer is associated with the transaction, scan or enter the Pre-Sale item ID.

   Figure 18-5 Pre-Sale Item ID Prompt

   

2. You have the following options at the Pre-Sale screen before tendering:

   Figure 18-6 Pre-Sale Screen - item Added

   

   • You can scan another Pre-Sale item.

   • You can change an item by:

     • Adding a discount (See Adding a Discount to a Transaction or Group of Items).

     • Changing the item price (Changing the Item Price).

     • Voiding a line item (Voiding an Item).

     • Voiding a discount (this is only available for items with a discount applied and uses the same process as voiding an item).

3. After adding items to the Pre-Sale, select Exit Pre-Sale to exit Pre-Sale mode and return to sale mode before tendering the sale.

   Figure 18-7 Exit Pre-Sale Option

   

4. When prompted, press OK to accept the deposit amount. Pre-Sale items must be paid in full at setup.

   Figure 18-8 Pre-Sale Deposit Amount Prompt

   

   Figure 18-9 Pre-Sale Deposit Added

   

   Complete the Sale. See Tendering the Transaction.

   Note:

   You cannot over tender a Pre-Sale.

   You cannot override the deposit amount. Pre-Sale items must be paid in full at setup.

   Pre-Sale items may only be modified in the Pre-Sale screen.

   You cannot change the Pre-Sale item quantity.

Picking Up Pre-Sale Items

1. From the Sale screen Context Menu, select Extended Transaction.

2. Click Pre-Sale.

3. Find the Pre-Sale Account:

   • If prompted, enter search criteria to find the Pre-Sale Account.

   • If a customer has been associated with the transaction, Xstore POS returns a list of Pre-Sale accounts for the customer.

4. Select a Pre-Sale account from the list.

   Figure 18-10 Pre-Sale Account List

   

5. At the Pre-Sale Account screen, select the Context Menu.

6. Select Pick Up Item.

   Figure 18-11 Pick up Item

   

   Note:

   Partial pickups are not permitted for pre-sales.

   Figure 18-12 Pre-Sale Account Screen - Item Received

   

   The system returns to the Pre-Sale Account screen and all items are marked as Picked Up.

   Figure 18-13 Pre-Sale Account Screen - Item Picked Up Example

   

7. Complete the transaction. Select Exit Pre-Sale to return to the Sale screen before tendering the sale.

Canceling a Pre-Sale Account

1. From the Sale screen Context Menu, select Extended Transaction.

2. At the Extended Transaction menu, select the Pre-Sale option.

3. Find the Pre-Sale Account:

   • If prompted, enter search criteria to find the Pre-Sale Account.

   • If a customer has been associated with the transaction, Xstore POS returns a list of Pre-Sale accounts for the customer.

4. Select a Pre-Sale account from the list.

   Figure 18-14 Pre-Sale Account List

   

5. At the Pre-Sale Account screen, select the Context Menu.

   Figure 18-15 Cancel Pre-Sale Option

   

6. Select Cancel Pre-Sale.

7. When prompted, select Yes to confirm you want to cancel this Pre-Sale account. Selecting No returns to the Pre-Sale Account screen.

   Figure 18-16 Cancel Pre-Sale Account Confirmation Prompt

   

8. When prompted, select Yes to confirm the customer is present.

   Figure 18-17 Customer Is Present Confirmation Prompt

   

   Note:

   If the customer is not present, select No. Pre-Sale Accounts cannot be canceled if the customer is not present.

9. The system returns to Sale mode where you can refund the customer's deposit.

   Figure 18-18 Sale Screen - Refund Deposit

   

   Figure 18-19 Refund Pre-Sale Payment