Table of Contents
Use the Global Sales screen to register patrons for classes, memberships, trips, sell tickets and concessions, and reserve facilities, rental items and courts. You can reprint receipts, view transactional histories, and process refunds. Global Sales is central to getting your customers matched up with the things they want.
See Also: Video - Global Sales.
See Also: Topic Document - SuperGrids
See Also: Topic Document - Contracts
Navigating the Global Sales Screen
Below are the options available within Global Sales.
Note: Appearance of this screen depends on your organization's licensing, configuration, and your individual user permissions.
Anatomy of the Global Sales Screens
Below are screenshots with the basic areas within the Global Sales Processing, Payment, and Payment History screens described.
Global Sales - Processing Screen
Lists the POS items by Module (Activity, Facility, Pass, and etc…), the family members of the selected household, and the shopping cart.
Global Sales - Payment Screen
Displays when you click Payment within the Shopping Cart area.
Global Sales - Purchase History Screen
Displays when you click the Payment History tab.
Tabs Across the Top of the Global Sales Screen
Tabs are available across the top of the Global Sales screen to enable you to switch between the various types of purchases (i.e., Activities, Passes, Service Items, Rentals, and etc…). The cart holds purchases from across these tabs to enable a single receipt and purchase process (i.e., patron purchases a soda and a day pass together and gets one receipt).
- Module Purchases: Activity (i.e., register for a class like Yoga), Facility (i.e., rent the Weidman Pavilion), Standard Pass (purchase a daily visit or annual membership), Punch Pass (buy 12 visits to your fitness center), POS Service (rent a bowling lane and towel), POS Inventory (i.e., buy a soda or other concession item), POS Ticket (for this weekend's music festival), Rental Item (rent a canoe or campsite), Locker, League (register for a softball league), and Golf (book a tee time at your course).
- Other Functions:
- Touch - Opens the simple, graphical POS system with your organization's buttons.
- Current Locker - Work further with a current rental.
- Purchase History - Enables you to view, cancel, change, and refund purchases and deposits.
- Super Grid - SuperGrid graphically shows you availability of facilities, courts and rentals by days and times enabling you to quickly assess availability and book times.
- Waitlist - Enables you to view and enroll those who are currently on a waitlist.
- Packages - Displays commonly purchased combination packages (i.e., a popcorn, drink and theater ticket at once price/sale).
- Permits - View and manage patron's WebTrac requests for use of your facilities. A permit is a request for use, and not a booking of that facility that your staff further vets.
Selecting POS Items
Lists the POS items for a given module (activity, facility, passes, etc…). You can filter, search, and select items for purchase.
Buttons within the POS Items area:
- Options - Enables configuration of this grid (i.e., choose which columns to display and in what order).
- Templates - Switches between saved grid presets in which you have permission to access. Templates can include different appearance of the grid and saved filters (i.e., Pool, Adult, or Child Activities).
- Count - Displays the count of selected records within the grid (i.e., 3 activities are selected). Click to display only the selected records, and click again to return to the normal display.
- Refresh - Reloads the content of the grid.
- Sorting - Click on a column header to sort the grid in ascending (A, B, C … 1, 2, 3) order based on the values within this column. Click again to sort in descending order (Z, X, Z … 9, 8, 7).
- Filtering - Select the desired criterion (i.e., Begins With, Contains, etc…), and then enter the desired value. For Example: Display activities that contain "Swim".
Selecting Family Members
Enables you to lookup a household and select the family member in which the purchase applies. For Example: When purchasing an activity, you select the family member as age and other factors might impact enrollment. A three (3) year old child may only enroll in the Swimming for three to our year olds when age rules are set on that Activity.
Buttons within the Family Member Area:
- Update Household - Opens the Household Update screen where you can edit this household's information as necessary (i.e., update a phone number, address, and etc…).
- HH Lookup - Opens the Household Lookup screen which enables you to set the Global Sales screen to associate purchases with the household you select.
- HH Reset - Deselects the household and clears the cart (when not empty).
- HH Inquiry - Enables you to look up a household in read-only inquiry mode to view household and member information including all of their history of activity enrollments, passes, billings, waivers, and etc…
Shopping Cart
Lists the selected POS items, enables you to manage them (such as update their quantity), and proceed to purchase.
Buttons within the Shopping Cart area:
- Add To Cart - Adds the item(s) selected into the shopping cart.
- Empty Cart - Removes all POS items from the cart.
- Finish - Automatically processes the transaction for zero dollar transactions, or opens the Processing Prompts screen when payment is due.
- Remove From Cart - Removes the selected POS item(s) from the cart.
-
Update From Cart - A menu which includes the following:
- Update Fees From Cart - Enables you to edit the POS item's Amount, Discount, Quantity, and Time Count.
- Change From Cart - Enables you to change the selected POS item within the Cart. What you can edit varies based on the RecTrac Module of the POS item. For an Activity, you can switch activity section. For a Facility, you can switch facility, beginning and ending dates/times, headcounts, and etc…
- Update Bill From Cart - Disabled by Default. Enables you to update the ad hoc billing schedule.
Note: Your RecTrac administrator can enable/disable Update Bill From Cart and the other options mentioned within this section. Search for the Processing Screen Management program. Change GlobalSalesArea3. Expand GlobalSalesArea3_tab, GlobalSalesArea3_Group, and Update From Cart. Set Updateable or Disabled as desired for the Field Status of the Update Bill From Cart option.
- Create Bill From Cart - Disabled by Default. Enables you to create a new ad hoc billing schedule for the items in the cart, choose each due date and amount. For Example: The cart's balance is $300.00, the patron would like to pay three (3) installments of $100.00 which start on the 27th of this month, and follow with the 12th and 29th of next month.
Note: Your RecTrac administrator can enable/disable Create Bill From Cart and the other options mentioned within this section. Search for the Processing Screen Management program. Change GlobalSalesArea3. Expand GlobalSalesArea3_tab, GlobalSalesArea3_Group, and Update From Cart. Set Updateable or Disabled as desired for the Field Status of the Create Bill From Cart option.
Payment and Refund Processing
Below are the basic processes you follow when processing payments and refunds. Refer to the on screen "i" help for options not covered. The processes described within this section are identical whether you are using Global Sales, Touch POS, SuperGrid Processing, and Pass Visit Processing.
Processing Payments
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Select the desired POS items.
- Select the Family Member using the program/rental/item.
- Click Add to Cart.
Note: If changes are necessary, such as adjusting the quantity, highlight the item and then click Update From Cart • Update Fees From Cart . Update as applicable and then click Continue.
- Click Payment.
Note: The Processing Prompts screen opens with any Questions and Conflicts associated with this purchase, review them and then click Continue.
- The Global Sales Payment screen opens.
- Enter the amount being paid today in the Total Paid field.
- Change the Pay Code to the desired tender type (i.e., cash, check, credit card).
- Choose to Preview, Print, or Email Receipt and click Process.
Processing Refunds
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click on the Purchase History tab.
- Select the desired POS items within the household's Purchases.
- Deposit Refunds: Click Update Fees • Deposit Refund and it now displays within the cart.
- Refund/Cancel: Click Cancel • Cancel Selected Items and it now displays within the cart.
- Review the refund(s) in the cart. Use the Update From Cart • Update Fees From Cart when adjustments must be made (i.e., for partial refunds involving restocking fees).
- Once the cancelled/changed items are in your cart, and the refund amount is accurate, click Refund within the cart.
- The Global Sales Payment screen opens.
- Verify the refund amount within the Total Paid field.
- Select the Refund Option of your choosing:
- Refund Now - Give cash back or refund back to a Credit Card.
- Refund Apply - Refund placed on the household as a credit balance for future purchases.
- Refund Finance - Finance Department will process a check refund.
- Refund Void - Indicates that this transaction was a mistake and the amount is given as cash back or a refund back to a Credit Card.
- If using Refund Now, then choose a Pay Code (Common Options: Cash, Credit Card, Scholarship, or Gift Card).
- Choose to Preview, Print, or Email Receipt and click Process.
Paying Old Balances
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click on the Purchase History tab.
- Select the desired POS item(s) within household's Purchases, and then the family member.
- Click Pay Balance • Pay Selected Balances.
- Alternatively, click Pay Balance • Pay All Old Balances.
- Once items are in your cart, follow your standard process for Processing a Payment.
Refunding Existing Household Credits
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click Payment within the Shopping Cart.
- The Global Sales Payment screen opens.
- Click Use/Refund Credit.
- Click on the credits to refund and then click Refund Selected Credit(s).
- If not refunding the full credit balance, edit the Amount field as is appropriate.
- Choose to Preview, Print, or Email Receipt and click Process.
Adding Credit to Households
- Click HH Lookup to open the Household Lookup screen and select the desired household.
- Click Payment within the Shopping Cart.
- The Global Sales Payment screen opens.
- Enter the credit amount, select the pay code type for this credit, and then click Process.
Note: If you are making a sale and your patron wants to add a credit to their household balance, then the only difference is on the Global Sales Payment screen. You would enter the total amount being paid (Cost of the sale + Credit Amount), and then click Process. For Example: Today, Tammy is paying for enrolling her children into your swimming class and also wants to place a $20.00 credit on her household. Her children can use this $20.00 credit toward snacks and drinks during their class.