33 Layaway Maintenance

Layaways are like special orders and work orders because they are persistent sales. Generally, this indicates that the sale transaction in which the layaway is created is not the end of the transaction's life cycle.

Persistent sales can have an arbitrary number of transactions in their life-cycles, but non-persistent sales consist of a single transaction (and a possible void of that transaction). The operational rules for layaways may also differ from those for non-persistent sales or even other types of persistent sales. For example, a layaway does not require the customer to pay for the items in full when purchased.

Also, layaway items may not be reflected in the store's sales figures until the customer takes the item into possession (at pickup).

After a layaway account has been created, the account information is available from the context menu, outside of a sale, with functions to track, update, and maintain layaway accounts.

Note:

Refer to Create a Layaway for information about setting up layaway accounts.

The following sections are contained in this chapter:

• Layaway Reports

• Accessing Layaway Maintenance

• To Cancel a Layaway Account

• Cancel Layaway - When the Customer Is Present

Layaway Reports

The following reports are available from the Reports menu to help maintain layaway accounts:

• Layaway Aging Summary Report

• Layaway Aging Detail Report

• Layaway Account Activity Summary Report

• Layaway Account Activity Detail Report

The Layaway Aging reports show layaway accounts based on a specified aging period. Select the Summary report option to print a condensed version of the Layaway Aging Report and select the Detail report option to print an itemized version of the Layaway Aging Report.

The Layaway Account Activity reports show layaway accounts based on status such as Inactive, Overdue, Delinquent, and so on. Select the Summary report option to print a condensed version of the Layaway Account Activity Report and select the Detail report option to print an itemized version of the Layaway Account Activity Report.

Note:

Refer to the Oracle Retail Xstore Point of Service Reports Guide for more information about setting up and running these reports.

Accessing Layaway Maintenance

1. From Global Navigation, select Extended Transactions.

2. Select Layaway Maintenance from the Customer menu. See Figure 22-3.

3. Oracle Retail Xstore POS displays the Layaway Search form, prompting for search criteria. Enter the criteria you want to use for finding a layaway record and select Search:

   Figure 33-1 Layaway Search Form

   

   • If you enter a specific layaway ID and Oracle Retail Xstore POS finds it, the record is displayed.

   • If you enter search criteria that results in more than one record being found, or your system is set up to display the accounts list, you must select the record you want from the list.

   Figure 33-2 Layaway Search Results List

   

   Oracle Retail Xstore POS displays the Layaway screen for the selected record.

   Figure 33-3 Layaway Screen

   

The Layaway screen provides the following information:

• Static Information Area

• Items Panel

• Customer Information

• Layaway Totals

Static Information Area

The upper panel on the screen shows the summary information for the Layaway account. Information includes the following:

• Layaway ID: The Layaway identifier.

• Status: The status of the item (Open, Picked Up, Cancelled).

• Setup Date: The date the layaway was made.

• Last Activity Date: Date of the most-recent activity on the account.

• Layaway Options: Select the Header Overflow Menu to access the following options:

  • Cancel Layaway

  • Layaway Activity History

  • Add Comment

Layaway Maintenance Screen

The Items panel contains the following information:

Figure 33-4 Layaway Maintenance Screen

• Item Description: The item description.

• Item ID: The item identifier.

• Status: The status of the item (Open, Picked Up, Cancelled).

• Quantity: The item quantity.

• Price: The extended price for the item (price x quantity).

Customer Information

The customer information area displays:

• Sold To: The purchasing customer's name and address information.

• Company: The purchasing customer's company, if applicable.

• Phone: The purchasing customer's telephone number(s).

• Email: The purchasing customer's email address.

Layaway Totals

The layaway totals information displays:

• Subtotal: The Layaway subtotal (the shipping fee amount is not included in the subtotal).

• Tax Amount: The tax on the Layaway.

• Freight: The freight cost associated with the order.

• Fees: Additional cost associated with the Layaway.

• Deposit: The amount of deposit, if any.

• Total: The total for the Layaway (the shipping fee amount is included in the total).

• Amount Due: The amount due for the Layaway.

Layaway Options

Detailed Layaway information can be found using the Header Overflow Menu. You can Cancel, View Layaway Activity History, and Add/View Comments.

• Cancel Layaway: Select this option to cancel the Layaway.

• Layaway Activity History: Shows the activity information for the Layaway account.

• Comments: Shows any comments associated with the Layaway account.

To Cancel a Layaway Account

The option to cancel a layaway account is available on all three tabs (Item, Activity, and Comments) while you are viewing the account you want to cancel.

1. Search for the layaway account that you want to cancel.

2. When Oracle Retail Xstore POS displays the account, select the Cancel Layaway option from the Header Overflow Menu.

3. Oracle Retail Xstore POS displays a message asking if the customer is present during the cancellation of the layaway account. Select Yes or No.

   Figure 33-5 Prompt to Check for Presence of Customer During Cancellation

   

   • Customer not present

     If you select No, indicating the customer is not present:

     1. The system displays a prompt asking if you are sure you want to cancel the layaway account. Select Yes (responding No returns to the Layaway screen).

     2. The system displays a prompt indicating that the balance amount due to the customer will be transferred to an escrow account. Select OK to respond to the prompt and continue.

     3. The system returns to the Layaway Search form. You may select Back to return to the Customer Maintenance and Accounts Menu and perform other functions (see Figure 33-1).

   • Customer present

     If you select Yes, indicating the customer is present, Oracle Retail Xstore POS displays the following prompt. Select Cancel and continue with the procedure Cancel Layaway - When the Customer Is Present below.

     Figure 33-6 Prompt if Customer is Present

     

Cancel Layaway - When the Customer Is Present

To cancel a layaway when the customer is present:

1. Select Start Sale from the Main Menu.

2. Assign an associate to the transaction, if your system's configuration requires an associate.

3. The Customer Lookup form displays. Enter search criteria in the form for the customer whose layaway account must be canceled and select Search.

4. Select the correct customer from the list.

5. The Sale screen displays and the customer who owns the layaway account is associated with it. Select the Extended Transaction option from the Shopping Cart Menu.

6. Select Layaway from the Extended Transaction menu.

7. Xstore displays a list of Layaway accounts for the selected customer. Select the Layaway account to be canceled to continue.

8. Select the Overflow Menu located at the end of the row, and then select Cancel Layaway.

9. Select Yes if the customer is Present in order to continue the process.

10. Select Yes to cancel the layaway and return to the Sale screen to complete the transaction.

Layaway Activity History

Figure 33-7 Layaway Options

To view the Layaway Activity History select the Header Overflow Menu and then select Layaway Activity History. The Layaway Activity History contains the following information:

Figure 33-8 Layaway Activity History

• Tran ID: The transaction identifier for the layaway activity.

• Date: The date the layaway activity took place.

• Type: The layaway activity type associated with the amount of the activity.

• Activity: The action performed.

• Item ID: The item identifier.

• Amount: The amount for the associated type of activity on the account.

Comments

You can add or view comments for the layaway. To add or view a comment do the following actions:

Add Comment

1. Select the Add Comment option from the Header Overflow Menu.

   Figure 33-9 Add Comment

   

2. Enter a comment.

3. Select OK to save the comment, or Back to close without saving.

Note:

Once a comment is added, the View Comments option is available.

View Comments

1. Select the View Comments option from the Header Overflow Menu.

   Figure 33-10 View Comments

   

2. Select Back to close the comment.