Chapter 8. Transaction Details
Prism 1.14.7 User's Guide Chapter 8. Transaction Details PDF
Prism 2.3 User's Guide Chapter 8. Transaction Details PDF
The Transaction Details button on the Prism transaction form enables users to view/edit a variety of document-level information. The screen is organized into a set of tabs. The following table lists the tabs included in the Transaction Details screen:
| Tab | Description |
|---|---|
| General | Select POS Flags, Reason or enter Comments on the transaction. On this tab, the Store field is read-only. |
| Fees | Fees or shipping charges For the transaction. If the transaction includes both sale and order items, you can apply separate sale and order fees. In addition, you have the option of applying tax to the fee amount. |
| Shipping | Enter shipping amount and shipping customer information. You can search for a shipping customer. You can also add a shipping customer in Item Details. (Note: In Item Details, you can assign a Tracking Number for the shipped item.) |
| Associate | Change or add Associates. You can add up to five associates and set an Activity Percentage for each. The total Activity Percentage for all Associates must total 100 percent. |
| Price Levels | Change the price level on the transaction. |
| Discounts | Apply a discount that applies to the entire transaction (with option of spreading the discount across items and quantities). If the transaction includes both sale and order items, you can apply a separate discount for each. |
| Taxes | Change the tax area used on the transaction. If you select a different tax area, the Tax Rate (and Tax Amount) is updated. |
| Notes | Enter notes that provide additional information about the transaction. You can enter up to three separate notes: Sale, Return, and Order. |
General
Sample Transaction Details - General tab:
Refer to the following table for information about the fields on the General tab:
| Field | Description |
|---|---|
| Store | By default, when you start a new transaction, the store entered on the transaction is the store to which the user's workstation is assigned and can only be changed by editing workstation preferences. The tax area (and tax rate) assigned to the store record is used on transactions for the store. Users with the proper permissions can select a different tax area on the transaction, if necessary. |
| Transaction Date | On a transaction in progress, the Transaction Date is read-only. After a transaction has been updated, users who have the POS - EDIT DOCUMENT DATE permission can change the document date (e.g., for offline or missed sales). |
| POS Flags | In the POS Flag fields, you can select one of the POS flags that have been defined in Prism preferences. The list of POS flags is defined in Admin Console Node Preferences > Transactions > POS Flags. |
| Reason Code | Select a Reason from the dropdown. The list of Reason Codes is defined in Admin Console > Node Preferences > System > Reasons and Notes (select Discard POS Transactions from the dropdown). |
| Comments | You can select predefined comments as needed from the drop-down in the Comment 1 and Comment 2 fields. If you select a predefined comment, the selection is copied to the text box above the drop-down. Alternatively, you can type a free-form comment in the text box above each drop-down |
Fees
Fees enable retailers to apply additional charges to a transaction. Common uses for fees are for things like services (e.g. gift wrapping), special handling, or other expenses associated with a transaction. The fees available for selection in Prism are those defined in Admin Console > Node Preferences > Transactions > Fees/Shipment. To apply a fee to a transaction, navigate to Transaction Details > Fees tab. If the transaction has both sale and order items on it, you can enter separate fee amounts/percentages for Sales and Orders. The Sales Fee is applied to the current transaction. The Order Fee is applied when the order items are fulfilled.
Sample Transaction Details = Fees tab
About "Include Tax" on Fees
Some tax jurisdictions (primarily VAT environments) require that tax be included in fee amounts as well. When entering fees, if the "Include Tax" check box is selected, the transaction tax rate is included in the fee amount and displayed in the Fee Tax Amount field. The Total Fee W/O Tax, Total Fee With Tax and Total Fee Tax fields display the amounts.
About the Shipping fee type
The list of default fee types includes a special "Shipping" fee type. The Shipping fee type (and any options) is linked to the "Shipping Amount" field on the Shipping tab. When a user enters a Shipping Amount, under the hood of Prism, the Shipping fee type is applied. If the Include Tax and Tax % options are enabled for the Shipping fee type, then tax will be included the Shipping Amount. The Shipping Amount, Total Shipping W/O Tax, Total Shipping With Tax and Total Shipping Tax fields are on the Shipping tab in Transaction Details.
Fee fields
Refer to the following table for information about the fields on the Fees tab:
| Field | Description |
|---|---|
| Sales Fee Amount | The amount entered here applies only to sale items on the transaction. |
| Sales Fee Type | Select a fee type from the drop-down. The list of fee types is defined in Admin Console > Node Preferences> Transactions > Fees/Shipment. |
| Include Tax | (future release) If the fee includes tax, the "Include Tax" checkbox is automatically selected and cannot be cleared. The tax rate for the fee is applied to the entered fee amount. (used in VAT environments.) |
| Sales Fee Tax Amount | (future release, read-only) The tax amount applied to the sales fee. |
| Sales Fee Tax % | (future release, read-only) The tax rate applied to the Sales Fee Amount. |
| Order Fee Amounts | The amount entered here applies only to the order items on the transaction. |
| Include Tax | (future release) If selected, tax will be applied to the order fee amount. |
| Order Fee Tax Amount | (future release, read-only) The tax amount applied to the order fee. |
| Order Fee Tax % | (future release, read-only) The tax rate applied to the order fee. |
| Total Fee w/o Tax | (read-only) The combined Sales Fee and Order Fee amounts, without including any tax amounts. |
| Total Fee with Tax | (read-only) The combined Sales Fee, Order Fee and tax amounts. |
| Total Fee Tax | (future release, read-only) The combined Sales Fee and Order Fee Tax Amounts. |
Fee Examples
| Example | Description |
|---|---|
| Fee with No Tax | If there is no tax on the fee, simply enter the fee amount and select a fee type. The fee is applied to the transaction total (after any subtotal document taxes and discounts). Item Price = 50.00, Tax = 7.75% (4.00), Fee = 100.00 Total = 154.00 |
| Fee with Tax % and No Tax Included | In this example, the fee has a tax percentage of 10% assigned and tax is not included in the fee amount. The 10% tax is applied to the transaction and the transaction Total becomes $164.00. Item Price = 50.00, Tax = 7.75% (4.00), Fee = 100.00, Fee Tax = 10.00, Include Tax flag = Disabled Total = 164.00 |
| Fee with Tax % and Tax Included | In this example, the fee already has tax included. RP Prism will adjust the fee amount to account for the tax % on that given fee type: Item Price = 50.00, Tax = 7.755 (4.00), Fee = 100.00, Fee Tax = 10%, Include Tax flag = Enabled Total = 154.00 The fee amount of 100.00 includes the fee tax % of 10. This means RP Prism will calculate out the tax value to show the true fee amount and fee tax amount. This means that the Fee Amount will be recalculated to a value of 90.91 and the Fee Tax Amount will be 9.09. |
Negative Fee Amounts
The Fee Amount can be a positive or negative amount (e.g. refund of a fee).
Shipping
On the Shipping tab of Transaction Details users can users can:
- Add Ship To customer information
- Enter a Shipping Amount (separate Shipping Amounts can be entered for the Sale and Order items)
- Select a Shipping Method (e.g., UPS, FEDEX, or USPS).
- View Shipping Tax information
Note: You cannot have both item-level and transaction-level shipping amounts on a single transaction.
Ship To Customer Information
Beginning with Prism 2.1.2, users can enter on the main transaction form (i.e., without going into Transaction Details > Shipping) or in Transaction Details > Shipping. On the main transaction form are separate Bill To/Ship To tabs with the option to copy Bill To information to the Ship To customer fields.
In Transaction Details > Shipping, users can:
- Click Customer Lookup to search for an existing customer as the Ship To customer
- Click New Customer to add a new customer as the Ship To customer
- Click Shipping Address to edit the existing address, add a new address or select a different address for the Ship To customer
Shipping Amount
Click Transaction Details > Shipping.
In the Ship To Customer information area, lookup a customer, add a new customer or edit the address.
Enter the Shipping Amount and select a Shipping Method (e.g., USPS).
Click Apply or OK.
The transaction total and Ship To customer information is updated.
Shipping Methods
In Node Preferences > Transactions > Fees/Shipping on the Shipping tab, define a list of shipping carriers (e.g., UPS, FEDEX, USPS).
Shipping Fee Type
In Node Preferences > Transactions > Fees/Shipping on the Fees tab, the list of default fee types includes a special "Shipping" fee type. The Shipping fee type can be found at the bottom of the list of fee types. The Shipping fee type is linked to the "Shipping Amount" field on the Shipping tab. When a user enters a Shipping Amount, under the hood of Prism, the Shipping fee type (and any options) is applied.
Include Tax in Shipping Amount
To include tax in the Shipping Amount, enable the "Include Tax" option for the "Shipping" fee type (on the Fees tab). If Include Tax is enabled and a Tax % defined for the Shipping fee type, the specified tax rate will be included the Shipping Amount. For example, if the Tax % entered in preferences for the Shipping fee type is 20% and the Shipping Amount is 2.00, the Total Shipping with Tax will be 2.00, Total Shipping W/O Tax 1.67 and Total Shipping Tax will be 0.33. On the Shipping tab, scroll down to see the Total Shipping W/O tax, Total Shipping with Tax (equal to the Shipping Amount) and Total Shipping Tax fields.
Sample transaction showing Total Shipping fields:
Proportional Shipping Charges (Partial Order Fulfillment)
With transaction-level shipping, if the customer orders three items and fulfills the order one item at a time, the Associate can apply the shipping charges in a proportional manner. For example, if the customer picks up one unit, one-third of the charges will be applied. If the customer next picks up the remaining two items, the Associate can choose "Remaining" to apply the remaining charges. When partially fulfilling an order, there is an area for selecting the Shipping Amount to apply to the receipt. You can apply the entire remaining amount, the proportional amount, or None.
- Use Transaction Lookup to find and display the order.
- Touch or click the Order Details button.
- Touch or click the Fulfill Order button.
- Touch or click the Fill Item Qty button.
- Select the amount of shipping charges to apply to the transaction. Touch or click the OK button
Fees, Shipping on Returns
Retailers can bring fee and shipping amounts to returns when the return is linked to the original transaction. Prism will automatically calculate the appropriate proportion of the shipping or fee amount to apply to the items and quantities being returned.
Associate
Prism includes separate fields for a single Cashier and as many as five Associates.
The Cashier is the person who rings up the sale at the cash register, by default the current logged-in user.
The Associates are the employees who participate in the sale by helping the customer on the sales floor, on the phone, etc.
The reason for having multiple associates is so that commissions (future release feature) can be distributed based on each Associate's contribution to the overall sale. In Prism you can select individual Associates and set the Activity percentage for each Associate on the item-level or transaction-level. By default, the currently logged in user is entered as the Cashier and Associate on new transactions.
Sample Transaction Details - Associate tab:
Changing Cashier, Associates
You can switch cashiers or add associates (sales reps) to the entire transaction or to individual line items. For example, different sales reps might assist with the sales of different items on the same transaction.
Price Levels
A price level is a complete set of prices for items. You can create different price levels and assign those price levels to stores, inventory items and customers. Using price levels, retailers can use different prices for retail sales, wholesale sales, sales to employees, and so on. The active price level for a transaction will be the active price level for the store.
Price levels are defined in Admin Console > Node Preferences > Merchandise > Pricing > Price Levels.
Sample Transaction Details - Price Levels tab:
Change Document Price Level
This section explains how to change the price level for the entire document. See the "Item Details" section for information about changing the price level for an individual item. Select a new price level from the drop-down.
(Optional) Select "Apply the Price Level change to all existing items on the document" to apply the change to items already listed. If cleared, the change will apply to items added.
Click OK to save and close Transaction Details, or select Apply to save only
Preference Setting - Bring Original Price from Price Level
In Node Preferences > Transactions > General, there is a preference enables retailers to select the price level that will be used as the "Original Price" when making comparisons between the base price and comparison price. Select from the drop-down the price level to be used as the "Original" Price for discounting purposes. All price changes will be compared to this price. Please note that this preference is ignored if the Use accumulated discounting setting is selected.
Apply Customer Price Level
If the transaction has a customer listed and that customer is assigned a price level, then a prompt is displayed, asking if you want to change the transaction price level. Click Yes to change the price level for the document, or No to keep the current price level. In the screenshot below, a price level named "Friend" has been assigned to the customer. If the user clicks Yes, the document price level will be changed. Note: If you list items before listing the customer, you will see a check box on the prompt. If the check box for "Change price level for existing items" is selected, then the price level will be changed for those items already on the transaction. If the check box is not selected, then those items will retain the original price level.
Discounts
On the Discounts tab, enter a discount amount or percentage for the transaction. If entering a discount amount, enter the discount amount after all items have been added to the document; this ensures you don't accidentally enter a discount greater than the sub-total.
Sample Transaction Details - Discounts tab:
To apply a Transaction Discount:
Enter a discount value and then select how to apply the value: Discount Amount, Discount, or Price.
Click OK to save and close the dialog, or Apply to save only.
Employee Max Discount % only applied to Manual Discounts
In the current release of RP Prism, the Employee Max Discount % defined in for users is only applied to manually entered discounts in RP Prism. Any 'automatic' discounts (price level, customer, promos, etc.) will not evaluate the employee max discount percentage.
Taxes
Several factors go into determining the tax that is applied to an item at POS:
The tax code assigned to the item (e.g. TAXABLE or EXEMPT)
The tax area where the transaction is taking place
For that tax area, the tax rule that specifies the rate for the item's tax code
Viewing/Editing Transaction Tax
To view/edit tax information at POS, touch or click the Transaction Details button.
On the Taxes tab of the Transaction Details dialog, you can:
Change tax area
Rebate tax
Remove tax
View separate sales tax and order tax amounts
Sample Transaction Details - Taxes tab:
Refer to the following table for information about the fields on the Taxes tab:
| Field | Description |
|---|---|
| Tax Area | |
| Tax % | |
| Tax Amount | |
| Tax Area 2 | |
| Tax Area 2 % | |
| Tax 2 Amount | |
| Sales Tax Amount | The tax amount applied to sale items on the transaction. |
| Order Tax Amount | The tax amount for order items on the transaction. |
| Sales Tax 2 Amount | (Multi-sales tax environments) The amount of a second sales tax applied to sale items on the transaction. |
| Order Tax 2 Amount | (Multi-sales tax environments) The amount of a second sales tax applied to order items on the transaction. |
| Avail Rebate Amount | The amount of tax available for rebate. |
| No Tax Rebate | If selected, no rebate is available. |
| Minimum Tax Amount | The minimum tax amount |
| Tax Rebate % | The rebate's percentage of the overall tax amount. |
| Not Persisted | If selected, the tax rebate % is updated automatically. |
| Tax Rebate Amount | The amount of tax that was rebated. |
| Detax | If selected, the user can remove tax from the transaction. |
| Detax Amount | The amount of any tax removed from the transaction. |
Notes
You can add two different types of transaction notes to provide additional information about a transaction:
General Notes are for miscellaneous information about the transaction
Sale Notes are for further explanation of discounts, fees, etc.
Add/edit transaction notes:
In Transaction Details, click the Notes tab.
Click the General Notes button.
Type the note text (maximum 500 characters)
Click the OK button to save and exit the dialog or Apply to save without exiting.
Sample Transaction Details - Notes tab:
