Chapter 6. Tenders
Prism 1.14.7 User's Guide Chapter 6. Tenders PDF
Prism 2.3 User's Guide Chapter 6. Tenders PDF
About Taking Payment and Tenders
Prism enables you to take payment in almost any tender. In this chapter, you will learn more details about taking payment and giving change.
Note: Electronic Funds Transfer (EFT) tenders like credit cards and debit cards require a separate agreement with a supported EFT service (e.g., Global Payments (formerly Cayan), BSPayone or Adyen).
Tender Preferences
The following areas of preferences have settings related to tenders:
| Area | Description |
|---|---|
| Transactions > Tenders > Requirements |
The Tender Requirement preferences give retailers control over the tenders available to users at POS, including:
|
|
Transactions > Tenders > EFT Server Configuration |
Select the processor used for EFT transactions: Adyen, B+S, or Cayan |
| Transactions > Tenders > EFT | Select the cards accepted at POS and define custom names, if needed. |
| Transactions > Centrals | (Centrals Only) If using the centrals features, you can set options for individual central tender types, including gift cards and store credit. |
Tender Requirements
The Tender Requirement preferences give retailers control over the tenders available to users at POS, including:
- Tenders that can be taken as payment and a default take tender
- Tenders that can be given as change and a default give tenderTenders that cause the change window to display
- Tenders that cause the cash drawer to open
- Maximum overtender amount
- Required fields for tenders
- Tender rounding options
Sample Tender Requirements Preferences:
Refer to the following table for information about the settings:
| Field | Notes |
|---|---|
| Take | If selected, the tender can be taken as payment. By default, Cash, Check, Credit Card, Debit Card, and Store Credit are enabled for Take. |
| Give | If selected, the tender can be given as change. By default, Cash and Store Credit are enabled for Give. |
| Return | If selected, the tender can be used on a return (when the transaction total is less than 0.00. By default, Cash and Store Credit are enabled for Returns. |
| Deposit Return | If selected, the tender can be used to return the deposit for a closed (cancelled) order. By default, only Store Credit is enabled. |
| Change Window | If selected, when the user touches or clicks the Print Update (or Update Only) button, the Change window will be displayed, listing the tender amount(s) taken and given in change. This serves as a visual reminder to Associates to prevent mistakes when giving change. |
| Open Drawer | If this checkbox is selected, the drawer will open when taken the tender. This is typically only needed for tenders such as Cash and Foreign Currency but may also be necessary for other tenders such as Gift Cards, Gift Certificates and Credit Cards. |
| Default Take | If selected, indicates the tender will be selected by default when a user is taking payment. Default = Cash |
| Default Give | If selected, indicates the tender will be selected by default when a user is giving change. Default = Cash |
| Max Take Amount | If selected, limits the total amount allowed for a particular tender type on a single transaction. For example, you can restrict an individual store to not take more than $1,000 in cash on a single transaction. At POS, Prism adds the Give amounts for a tender type and subtracts the Take amounts for that tender type. If the resulting amount exceeds the Max Over Tender and the Max Take Amount, a message displays, showing the Take amount error. If the amount is under the Max Take Amount but over the Max Over Tender amount, then an overtender error is shown. This ability to set the maximum take amount for individual tenders is a legal requirement in certain countries. You can configure the setting at the store level as some countries do not have such restrictions. |
| Max Over Tender | Enter the maximum amount by which the transaction can be over tendered (with the difference between the transaction total and the over tendered amount being returned as change to the customer). |
| Enable Tender Rounding | If selected, tender rounding is enabled and options for rounding are displayed. |
| Auto Match | On the Count Non-Currency Tenders screen on Z-Out reports, users match each instance of each tender listed with the physical copy. When auto-match is enabled for a tender, users closing a drawer (Z-Out) do not have to manually "match" each instance of the tender on the report. For example, if Credit Card is selected for auto-match in preferences, then on Z-Out reports in the non-currency media section, each instance of the credit card tender on the report will be matched automatically (auto-match). Users can manually uncheck individual instances of an auto-verified tender |
| Allow Add | The "Allow Add" option in tender requirements preferences enables retailers to limit which tenders can be added in the Non-Currency Count screen of a Z-Out Close. By default, the Allow Add option is enabled for all tenders. Disable the option for specific tenders as needed. Previously, users had access to all active tenders in the Non-Currency Count screen; however, many retailers prefer to limit the list and this new option allows that. The Allow Add option is paired with the Auto Match option. The two settings work together to limit users' ability to add non-currency tenders on Z-Out reports:
Associates use mobile devices for sales and the Default Give and Take tenders for are set to credit card. However, some sales use non-default tenders (e.g., Cash) too. If the "Set give tender to last take tender if allowed" preference is enabled and a return is made against a non-default tender, the Take tender will be entered as the Give tender. This saves the Associate from having to select the Give tender (which the Associate may forget to do and thus use the wrong tender). Previously in that situation, Prism would use the default Give tender configured in preferences. Note: An exception is if the non-default Tender type is not enabled for 'Give'. In that case, the default ‘Give' tender configured in preferences is used. |
Required Fields
When configuring tender requirement preferences, you can select the customer fields that require an entry when that tender is used at POS.
1. Click the Plus icon.
2. Select the check box for each field that requires an entry.
Select the required fields when taking and giving the tender.
3. Save the changes.
EFT Server Configuration
The preferences in the EFT Server Configuration area are for configuring EFT processors. If you are using Global Payments (formerly Cayan) Genius, B+SPayone, or Adyen for EFT processing, please refer to the appropriate documentation (e.g., Prism and Genius).
Tender Rounding
Tender rounding will adjust the tender amount (e.g., to comply with local requirements). To use tender rounding, first click the Enable Tender Rounding checkbox. Next, select a rounding method and rounding multiple.
Once tender rounding is enabled, by default all tenders will have the Apply Rounding checkbox selected. Clear the Apply Rounding checkbox for any tenders that should not be rounded.
Rounding Options
The following examples assume that the rounding multiple is set to .25.
Normal: (Default) Round to the nearest multiple. Example: .47 rounds to .50, .27 rounds to .25.
Up: Round up to the next higher multiple. Example: Both .47 and .27 rounds to .50.
Down: Round down to the previous lower multiple. Example: Both .47 and .27 round to .25.
Rounding Multiple
Select the desired rounding multiple. A variety of multiples ranging from 0.01 to 500.00 are available.
Enable Rounding for Individual Tenders
Check the Apply Rounding check box for each tender that you want rounded. This check box is only displayed when you select a rounding option. When a rounding option is selected, the Apply Rounding check box is selected for all tenders. Clear the check box for individual tenders.
Max Over Tender Setting is Enforced on Rounding
The Max Over Tender setting in tender requirements is also enforced on tender rounding. This can cause a problem if you have the Max Over Tender set to 0.00 and tender rounding set to UP. If tender rounding is set to UP and rounding is applied to the tender, make sure that an appropriate Max Over Tender setting is also defined.
Tender Rounding Example
In our example, tender rounding is set to round up, to the 0.50 level. Amounts such as .01, .10, or .29 will be rounded up to .50. Our example item has a base price of 15.50. When the 10% sales tax ($1.55) is added, the transaction total is $17.05.
However, because tender rounding is being used, when the user clicks Tender Transaction, the prompt reads $17.50.
View Tender Rounding Amounts on Transaction
On the Tender screen, you can see the Round Amount at the bottom of the screen.
View Tender Rounding Amounts on X/Z-Out Reports
You can also view tender rounding amounts is on the X/Z-Out report.
Foreign Currency and Tender Rounding
When tendering by Foreign Currency and the currency rounds to some amount, Prism will round the FC take/give amount normally. An example is Australian dollars which does not have pennies so currency rounding is set to the nearest denomination of $.05.
19.94 * 1.25 = 24.925 -> 24.93 in two decimals -> 24.95 rounded
19.93 * 1.25 = 24.9125 -> 24.91 in two decimals -> 24.90 rounded
Be sure you have enabled the Foreign Currency tender in Node Preferences > Transactions > Tenders > Requirements. Depending on the currency, you may need to enable tender rounding for the currency.
For example, the Australian Dollar is rounded to the nearest 0.05 value, because pennies (.01) are not used. You can edit the currency record to enable rounding for currencies like the Australian Dollar.
Set Give Tender to Last Take Tender
If the "Set give tender to last take tender if allowed" preference is enabled and a return is made, the Give tender will be set to whatever the last Take tender was for the transaction. Before this preference was added, Prism would use the default Give tender configured in Tender Requirements preferences.
The "Set give tender to last take tender if allowed" setting gives retailers greater flexibility in situations like the following:
Associates use mobile devices for sales and the Default Give and Take tenders for are set to credit card. However, some sales use non-default tenders (e.g., Cash). too. If the "Set give tender to last take tender if allowed" preference is enabled and a return is made against a non-default tender, the Take tender on the transaction will be entered as the Give tender. This saves the Associate from having to navigate to the Tender Type field and select the Give tender (which the Associate may forget to do and thus use the wrong tender).
Note: An exception is if the non-default Tender type is not enabled for 'Give'. In that case, the default ‘Give' tender configured in preferences is used.
Taking Payment (Tendering)
When all items have been listed and all fees or discounts entered, click Tender Transaction to access the tender screen.
Sample tender screen:
When tendering a transaction, you specify:
- The payment type being used (cash, credit, gift, debit, etc.)
- Card and cardholder information (typically entered by swiping the card)
- The change tender (if due)
Prism can accept most popular payment methods, including credit cards, debit cards, checks, cash and gift cards/gift certificates. The steps for taking payment will vary depending on the payment type the customer is using. Keep in mind that only the tenders you have enabled in preferences (Transactions > Tenders > Requirements) will be available on the tender screen.
The following general steps apply to all tenders. You can find detailed information about individual tender types in later sections of this document.
- Click the Tender Transaction button.
- Select the Tender Type from the dropdown.
- Enter the Taken Amount and other details as needed and touch or click the Take button.
- Review the change amount and click Give.
- Click Print Update (or Update Only) Return change.
Multiple Tenders
If multiple tenders are being used (e.g. cash and a gift card), you can modify the Taken Amount. As each tender is applied, the Taken Amount is updated.
Return to Document
Select Return to Document to return to the main transaction form.
Tender Confirmation
For tenders that involve opening/closing the cash drawer (like Cash), a tender confirmation dialog is displayed. This serves as a reminder and confirmation of what should be placed into and taken from the drawer. You can control the display for individual tenders by selecting or clearing the "Change Window" setting in Tender Requirements preferences.
Voiding (Removing) Tenders
To remove a tender from a transaction, select the Void button next to the tender. When you select the Void button, the tender is removed and the amount added back to the total. You must remove all tenders to cancel a transaction. The ability to void a tender is controlled by the security permission "POS - Allow Void Tender". Debit card transactions cannot be voided.
Giving Change
If the amount taken from the customer is greater than the Total due, the difference is displayed as a Give Amount (i.e. "change"). This is the amount that must be returned the customer to balance the transaction and print/update the receipt. The Give amount is displayed in parentheses to indicate this amount will be removed from the drawer and given to the customer.
On the tender screen, if change is due, the Give button is enabled. By default, cash is selected as the change tender. To return change in a different tender, select the Tender Type button and select the desired change tender.
Touch or click the Give button.
Print/update the receipt.
Giving Change in Multiple Tenders
By default, the Give Amount is the difference between the Total and the Taken Amount. If you need to return change in multiple tenders, you can edit the Give Amount and then select the first change tender. The Taken and Change amounts are automatically updated as you return change in each tender. You can then return the remainder of change in other tenders.
Tender: Cash
List the items being purchased and click Tender Transaction.
Select Cash in the Tender Type dropdown.
In the displayed dialog, enter the amount of cash being received from the customer. You can select a specific denomination button or select the 10 Key button and use the keypad to enter an amount.
Click Take
Click Print Update. (If the Tender Reminder dialog is displayed, select OK to close.)
For More Information on Specific Tenders see the following topics:
Central Gift Card
Central Store Credit
Charge
Check
COD
Credit Card
Deposit
Foreign Currency Tender
Gift Card Tender
Gift Certificate Tender
Store Credit Tender