Cashier's Guide

Cashier’s Guide
power, speed, and flexibility at the point of sale

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Contents
You can also use the Index at the end of this manual to find information
alphabetically.
1 First steps
Welcome ................................................................................................................. 1
Start and exit Microsoft Dynamics POS ................................................................. 4
Introducing POS View ............................................................................................ 6
Mouse, keyboard, or touch screen ......................................................................... 8
Keyboard shortcuts ................................................................................................. 9
Use the search box ............................................................................................... 13
Customize POS View ........................................................................................... 15
FAQ: About first steps .......................................................................................... 17
2 Sales transactions
Basic sales transactions ....................................................................................... 19
Check prices and other information ...................................................................... 21
Modify a line item .................................................................................................. 23
Modify a transaction ............................................................................................. 25
Shipping addresses and shipping charges........................................................... 27
Add or remove a sales rep ................................................................................... 29
Payment methods ................................................................................................. 30
Hold and recall a transaction ................................................................................ 34
Cancel or void a transaction ................................................................................. 35
Select a reason for an action ................................................................................ 36
View a transaction in a different currency ............................................................ 37
FAQ: About sales transactions ............................................................................. 38
Contents i
3 Working with your register
Clock in or out ....................................................................................................... 40
Switch to a different cashier ................................................................................. 41
Lock the register ................................................................................................... 42
Open the cash drawer .......................................................................................... 43
Make a cash drop or a cash payout ..................................................................... 44
Reprint a receipt ................................................................................................... 45
Turn the receipt printer on or off ........................................................................... 46
Create a sales graph ............................................................................................ 47
Opening and closing ............................................................................................. 48
Use a calculator .................................................................................................... 50
Change your password......................................................................................... 51
Change system settings and hardware ................................................................ 52
Change the database connection ......................................................................... 54
Work with the register offline ................................................................................ 55
FAQ: About working with your register ................................................................. 56
4 Quotes, layaways, and orders

Quotes .................................................................................................................. 58
Layaways .............................................................................................................. 60
Work orders .......................................................................................................... 62
Back orders .......................................................................................................... 64
Special orders ....................................................................................................... 66
FAQ: About quotes, layaways, and orders ........................................................... 68
5 Gift cards, gift certificates, and store credit vouchers

Gift cards .............................................................................................................. 70
Gift certificates ...................................................................................................... 72
Store credit vouchers............................................................................................ 74
FAQ: About gift cards, gift certificates, and store credit vouchers ....................... 76
Contents ii
6 Finding items, customers, transactions, receipts, and
orders
Find items ............................................................................................................. 78
Find customers ..................................................................................................... 81
Find transactions and receipts ............................................................................. 84
Find orders ........................................................................................................... 87
FAQ: About finding items, customers, transactions, receipts, and orders ........... 89
7 Returns and exchanges

Process a return or an exchange with a receipt ................................................... 91
Process a return or an exchange without a receipt .............................................. 93
Issue a voucher instead of a refund ..................................................................... 95
FAQ: About returns and exchanges ..................................................................... 96
8 Receiving inventory
Receive inventory at the register .......................................................................... 98
FAQ: About receiving inventory .......................................................................... 100
9 Charge accounts
Charge accounts ................................................................................................ 102
FAQ: About charge accounts ............................................................................. 103
Index
Index ................................................................................................................... 104
Contents iii
1
First steps
Welcome 1
Start and exit Microsoft Dynamics POS 4
Introducing POS View 6
Mouse, keyboard, or touch screen 8
Keyboard shortcuts 9
Use the search box 13
Customize POS View 15
FAQ: About first steps 17
First steps
Welcome
Where to find more information and product support
Welcome to Microsoft Dynamics POS 2009 and to the Cashier’s Guide.

The suggestions below can help you get started ringing up sales in no
time. Also, a wide variety of additional resources are available to assist
you at the register.
Cashier’s Guide
This Cashier’s Guide provides an overview of the features and capabilities of POS View. The
Cashier’s Guide can be read on screen or printed for easy reference.
If you are new to Microsoft Dynamics POS, get acquainted by looking through the
first two chapters, “First steps” and “Sales transactions.”
POS View Help

When using POS View, see POS View Help for complete step-by-step instructions for using
Microsoft Dynamics POS at the register.
In many parts of POS View, Help is context sensitive, providing detailed explanations of the
specific controls and options that you see on the screen.
 Press F1.
-or-
 Click the Help button on the left side of POS View.
Practice mode
You can use practice mode to practice with POS View without affecting any of the store’s actual
information.
POS View Help  “Use practice mode”

Manager View Help  “Use practice mode”
Manager’s Guide
Comprehensive and easy to use, the Manager’s Guide describes the main features, capabilities,
and general use of Manager View, with pointers to additional information.
If you are new to Microsoft Dynamics POS, get acquainted by looking through the
first two chapters, “First steps” and “Basic settings.”
Manager View Help

In many parts of Manager View, Help is context sensitive, providing detailed explanations of
the specific controls and options that you see on the screen.
 On the Help menu, click Microsoft Dynamics POS Help.
-or-
Press F1.
-or-
On the toolbar, click the Help button .
Welcome 1
Getting Started
See the installation and setup guide, Getting Started, for detailed information about installing
Microsoft Dynamics POS on the main computer and on additional computers.
Quick Reference card

Microsoft Dynamics POS includes a Quick Reference for cashiers. The card provides keyboard
shortcuts and step-by-step instructions for common POS View tasks and can be printed for use
at your registers.
Tutorial
"Setting Up POS Hardware" can assist you in connecting and setting up your point-of-sale
devices, such as a receipt printer and scanner.
 In the C:\Program Files\Microsoft Dynamics - Point of Sale\en-US\Help\ folder, double-click
Hardware_Demo.exe.
Microsoft Certified Partners

You can also take advantage of an ongoing relationship with a Microsoft Certified Partner who
understands the unique service needs of your business.
To find a partner near you, visit the Microsoft Dynamics POS Web site at
http://www.microsoft.com/pos .
On the Web
You can find information about Microsoft Dynamics POS 2009 at the Microsoft Dynamics Web
site, including product information, updates, tips for retailers, demos, customer stories, and
additional training.
http://www.microsoft.com/pos
Community
The active newsgroup community is a great way to share information and learn from other
retailers using Microsoft Dynamics POS.
Microsoft Dynamics POS Newsgroup
Microsoft product support

Business Ready Enhancement Plan
Your Microsoft Dynamics POS Business Ready Enhancement Plan provides a number of
exciting benefits:
 Version upgrades and product updates
 Service packs and hot fixes
 Access to CustomerSource and the Microsoft Knowledge Base
 Unlimited online training
 Lifecycle support (see http://support.microsoft.com/lifecycle)
 Protected list price
The phone number for the support line is 1-888-477-7877.
For more information, contact your Microsoft Certified Partner or see

http://www.microsoft.com/dynamics/support .
Welcome 2
Microsoft Services Premier Support
Microsoft Services Premier Support is also available.
For more information, see

http://www.microsoft.com/services/MicrosoftServices/srv_premier.aspx .
Professional Paid per Incident Support

Finally, you can obtain Professional Paid per Incident support.
For more information, see http://support.microsoft.com/?LN=en-us&scid=gp;en-

us;offerprophone&x=9&y=13 .
Microsoft CustomerSource
CustomerSource is a Microsoft Web site that provides Microsoft customers around-the-clock
access to support resources and a multitude of tools to improve their business processes and
practices.
Information (and site access for Microsoft customers currently on a service plan)
is available at http://www.microsoft.com/dynamics/customersource.mspx .
Product information
For product information about Microsoft Dynamics POS and other Microsoft
retail, business, and accounting software, visit the Microsoft Dynamics Web site
at http://www.microsoft.com/dynamics/default.mspx .
Welcome 3
First steps
Start and exit Microsoft Dynamics POS

Get started quickly
Before you can start Microsoft Dynamics POS, your name, employee ID,
and password must have been set up in the Store Setup Wizard or in
Manager View.
Start Microsoft Dynamics POS

1 On the Start menu, point to Programs or All Programs, point to Microsoft Dynamics
POS, and then click Microsoft Dynamics POS.
2 In the Logon dialog box, type your employee ID and password.
Tip
If you are logging on using a touch-screen, press the touch-screen keyboard button to display
the touch-screen keyboard.
Microsoft Dynamics POS starts in POS View.
Start Microsoft Dynamics POS as an administrator

 On the Start menu, point to Programs or All Programs, click Microsoft Dynamics POS
2009, right-click Microsoft Dynamics POS, and then click Run as administrator.
Exit POS View and Microsoft Dynamics POS

 Press F6 (Tasks), and then press 8 (Exit).
-or-
 Click the Exit button on the left side of POS View.
Note
Depending on your employee role settings, you might not be able to exit Microsoft Dynamics
POS.
Switch between POS View and Manager View

Switch to Manager View
 Click the Manager View tab.

-or-
 Press F7 (Tools), and then press 8 (Manager View).
Switch to POS View

 Click the POS View tab.
-or-
 In Manager View, click POS View on the View menu.
Note
Depending on your employee role settings, you might not be able to switch to Manager View.
POS View and Manager View

Microsoft Dynamics POS 2009 consists of two views:
 POS View is the point-of-sale screen cashiers use to process transactions and returns, look
up items and customer information, receive inventory, and do other daily register tasks.
 Manager View is a convenient and central location managing inventory and store
information; for example, creating reports and purchase orders, receiving inventory, and
managing customer and employee information.
More information
 POS View Help  “Start or exit Microsoft Dynamics POS”
 POS View Help  “Switch between POS View and Manager View”
 Manager View Help  “Activate Microsoft Dynamics POS”

First steps
Introducing POS View

Get acquainted with its main parts and practice using POS View
If POS View on your computer doesn’t look quite like the POS View
pictured here, don’t worry. Many parts of POS View might have been
customized to work the way your store and cashiers do.
View tabs
Click a tab to display either POS View or Manager View.
Search box
Type here to quickly find an item by description or item number or find a customer by
name or number.
Custom pane
Displays an HTML file with information, such as the store’s name or store’s logo.
Task pane
Displays related tasks or information. For example, if you are searching for a customer,
the task pane displays a customer list.
Transaction pane
Displays transaction information, such as items, prices, sales tax, sales total, customer
name, and customer address.
If an item is displayed in boldface (darker text) in the transaction pane, a discount has
been applied to that item.

This area can also show information about received inventory (press F2, then 7).
In addition to sales and returns, you can process layaways, quotes, and work orders. To
start a new layaway, quote, or work order in POS View, select from the Transaction menu
right in the current transaction:
Tray
Contains buttons for Help, Switch User, and Exit commands. Also contains buttons for
hiding and showing the function bar and the touch-screen keyboard.
Function bar
Menus that are displayed by pressing function keys. For example, pressing F8 displays a
menu of commands related to returns.
Status bar
Displays status information, such as the date and time.
Practice using POS View

You can safely practice using POS View at any time without affecting any of your store’s
valuable information.
Simply enter practice mode and the sales you ring up will not be kept, the cash drawer will not
open, and credit card, debit card, and check transactions will not be processed.
Note
 Access to practice mode must have been set up previously in Manager View.
 The sales you ring up in practice mode will not be kept, the cash drawer will not open, and
credit card, debit card, and check transactions will not be processed.
Enter practice mode

 Press F7 (Tools), and then press 6 (Enter Practice Mode).
Microsoft Dynamics POS displays a red bar in the transaction pane to indicate that you are
in practice mode.
Exit practice mode

 Press F7 (Tools), and then press 6 (Exit Practice Mode).
More information
 POS View Help  “Using POS View”
 POS View Help  “Use practice mode”
 Manager View Help  Set up Practice mode in Manager View

First steps
Mouse, keyboard, or touch screen

Microsoft Dynamics POS can work the way you do
You can use a mouse, keyboard, or touch screen with POS View to work
the way you want and speed your transactions at the register.
Use a mouse
You can use a mouse in most of the ways you do with other programs. The following table list
some unique parts of POS View and how to easily use a mouse with them.
To Do this
Resize a pane, column heading, or Point to a border until the pointer appears as a
window double-headed arrow, and then drag the
border.
Move a pane, column heading, or Point to the title bar, and then drag the pane
window to the new location.
Scroll a list in the task pane Click in the list and then use arrow keys on a
keyboard or the touch-screen keyboard.
Or, click in the search box and type the first
few characters of what you’re looking for.
Use a keyboard
You can use a keyboard with POS View to speed up many tasks, as listed in the following table.
To Do this
Move around the screen Use the TAB key or a keyboard shortcut.
Move to a specific row in a list Use the TAB key to move to the list, and then
use the DOWN ARROW and UP ARROW keys.
Return to the starting task pad Press ESC.
Select text Press SHIFT+RIGHT ARROW.
Scroll a window Use the TAB key to move to the pane you
want, and then use the arrow keys.
Use a touch screen

POS View is built for touch screen and features a touch-screen keyboard so you can perform
most of the tasks that you do with a physical keyboard.
To Do this
Move around the screen Tap the part of the screen you want to work
with.
Scroll a window Tap one of the touch screen navigation

buttons, tap a scroll arrow, tap the blank area
of a scroll bar, or drag a scroll bar.
Display or hide the touch-screen In the tray, tap the touch-screen keyboard
keyboard button.
Enter and edit text Tap the TAB key to move to where you want to
enter text and then tap the keys on the touch-
screen keyboard.
Mouse, keyboard, or touch screen 8

First steps
Keyboard shortcuts
Save time with these key combinations
Try these keyboard shortcuts to go directly to many commands in POS

View.
Help
Press To
F1 Display Help
Items
Press To
F2 Open the Items menu
F2, then 1 Add a new item to inventory
F2, then 2 View or edit the selected item
F2, then 3 Search for an item
F2, then 4 View a list of items arranged by item number
F2, then 5 View a list of items arranged by item description
F2, then 6 View substitutes for the selected item
F2, then 7 Receive an inventory shipment
Customer
Press To
F3 Open the Customer menu
F3, then 1 Create a new customer
F3, then 2 View or edit the selected customer
F3, then 3 Search for a customer
F3, then 4 View a list of customers arranged by customer number
F3, then 5 View a list of customers arranged by name
F3, then 6 View a list of customers arranged by phone number
F3, then 7 View or create a shipping address for the customer on the
transaction
F3, then 8 Remove a customer from the current transaction
F3, then 9 Accept a payment to a charge account
Transaction
Press To
F5 Open the Transaction menu
F5, then 1 Edit the current transaction
F5, then 1, then Ctrl+1 View or edit transaction details
F5, then 1, then Ctrl+2 Apply a discount
F5, then 1, then Ctrl+3 Apply or clear sales taxes
F5, then 1, then Ctrl+4 Change the transaction type
F5, then 1, then Ctrl+5 Specify, edit, or clear a shipping charge
F5, then 1, then Ctrl+6 Assign or remove a sales rep from all line items
F5, then 2 Edit the selected line item
F5, then 2, then Ctrl+1 Remove the selected line item from the transaction
F5, then 2, then Ctrl+2 Add a comment to the selected line item
F5, then 2, then Ctrl+3 Mark line item for return (adds minus sign to quantity)
F5, then 2, then Ctrl+4 Discount the selected line item
F5, then 2, then Ctrl+5 Change the quantity of the selected line item
F5, then 2, then Ctrl+6 Select a sales tax for the selected line item
F5, then 2, then Ctrl+7 View substitutes for the selected line item
F5, then 2, then Ctrl+8 Select a reason for an action, such as a discount or return
F5, then 2, then Ctrl+9 Assign or remove a sales rep from the selected line item
F5, then 3 Remove the selected line item from the transaction
F5, then 4 Hold or recall a transaction
F5, then 5 Cancel the current transaction
F5, then 6 Perform a “No Sale” transaction and open the cash drawer
Tasks
Press To
F6 Open the Tasks menu
F6, then 1 Enter opening or closing amounts
F6, then 1, then Ctrl+1 Enter opening amounts
F6, then 1, then Ctrl+2 Enter closing amounts
F6, then 1, then Ctrl+3 Print an X report
F6, then 1, then Ctrl+4 Print a Z report
F6, then 1, then Ctrl+5 Print a ZZ report
F6, then 1, then Ctrl+6 Perform a blind close
F6, then 1, then Ctrl+7 View batches
F6, then 2 Make a cash drop or a cash payout
F6, then 2, then Ctrl+1 Make a cash drop
F6, then 2, then Ctrl+2 Make a cash payout
F6, then 3 Find a receipt
F6, then 3, then Ctrl+1 Find today’s receipts
Tasks, continued
Press To
F6, then 3, then Ctrl+2 Find receipts by date and time
F6, then 3, then Ctrl+3 Find receipts by batch
F6, then 4 Reprint the last receipt
F6, then 5 Turn the receipt printer on or off
F6, then 6 Void a previous transaction
F6, then 7 Issue, add money to, or check the balance of a gift card
or other voucher
F6, then 8 Switch user or exit Microsoft Dynamics POS
F6, then 8, then Ctrl+1 Switch users
F6, then 8, then Ctrl+2 Exit Microsoft Dynamics POS
Tools
Press To
F7 Open the Tools menu
F7, then 1 Display the Windows Calculator
F7, then 2 Clock in or out
F7, then 3 Create a sales graph
F7, then 4 View the available currencies
F7, then 5 Perform a basic or advanced search for items,
customers, or transactions
F7, then 6 Enter or exit practice mode
F7, then 7 Change system settings
F7, then 7, then Ctrl+1 Display version and product support information
F7, then 7, then Ctrl+2 Display or change register and device settings
F7, then 7, then Ctrl+3 Switch to offline mode
F7, then 7, then Ctrl+4 Test POS hardware devices
F7, then 7, then Ctrl+5 View or change POS View display settings
F7, then 8 Switch to Manager View
Return
Press To
F8 Open the Return menu
F8, then 1 Return items by looking up a receipt
F8, then 1, then Ctrl+1 Return items by looking up a receipt in today’s receipts
F8, then 1, then Ctrl+2 Return items by looking up a receipt by date and time
F8, then 1, then Ctrl+3 Return items by looking up a receipt by batch
F8, then 2 Return items by looking up a customer’s purchase
history
F8, then 3 Enter or exit return mode
Orders
Press To
F9 Open the Orders menu
F9, then 1 Save the order
F9, then 2 Close the order
F9, then 3 Convert the order to a work order
F9, then 4 View or edit the order’s deposit details
F9, then 5 Accept a layaway payment
F9, then 6 Pick up the order
Total
Press To
+ Automatically enter the exact amount of the sale in the
selected payment method and post the transaction.
F12 Total a transaction
First steps
Use the search box

Quickly find what you’re looking for
The search box, located at the top of the task pane, can help you quickly
find items or customers, or find information in lists. You can also use the
search box to specify the quantity of an item before you add it to a
transaction.
Use the search box to quickly find items and customers when Microsoft Dynamics POS displays
a menu of commands in the task pane. (These commands have Ctrl+number buttons.)
You can also use the search box to find information when Microsoft Dynamics POS displays a
list in the task pane. Lists include items, customers, receipts, batches, customers' shipping
addresses, transactions in customers' purchase histories, transactions on hold, serial numbers,
item receipts, and time clock entries.
Quickly find items or customers

Follow these steps when Microsoft Dynamics POS displays a menu of commands in the task
pane.
1 Type all or part of an item number, item description, customer number, or customer name.
2 Press ENTER.
-or-
To search only for items or customers, press F2 (Items) or F3 (Customers), and then press 3
(Search).
Microsoft Dynamics POS displays a list of items and/or customers whose names or
numbers contain the characters you typed.
Note
The characters you type can appear anywhere in the item description, item number, customer
name, or customer number.
For example, if you type "ball," the results displayed by Microsoft Dynamics POS could
include the following:
 Blue Ball (item description)
 Ball Carrier (item description)
 Frank Ballwright (customer name)
3 Select an item or customer, and then select View/Edit to view information about the item
or customer, or select Add (or press ENTER) to add the item or customer to the current
transaction.
Find information in lists

Follow these steps when Microsoft Dynamics POS displays a list in the task pane.
 Type all or part of the information you are looking for.
For example, if you are looking for a receipt in a list of receipts organized by transaction
number, type all or part of the transaction number.
Microsoft Dynamics POS moves the selection in the list as you type.

Note
The information that Microsoft Dynamics POS searches for depends on how the list is
organized. For example, if a list of items is sorted by item number, you can only search for an
item by typing its item number.
To search in a list using different information, click or press a column heading to sort the list by
the information in that column, and then type the information you are searching for.
Change a line item’s quantity before adding the item to a transaction

When you add an item to a transaction using the search box, you normally add the item first
and then change the quantity, if necessary. Alternately, you can specify the quantity first and
then add the item.
1 Make sure the task pane displays a menu of commands, not a list of items, customers, and
so on.
2 Type a quantity in the search box, and then click the Quantity Shortcut button or press *
(asterisk key).
Microsoft Dynamics POS displays the quantity to the right of the Quantity Shortcut button.
3 Add an item to the transaction.

The item is added to the transaction with the quantity that you specified and the quantity is
cleared from the search box.
More information
 POS View Help  “Using POS View”
 Manager View Help  “About finding items, customers, suppliers, and
transactions”

First steps
Customize POS View

Set up POS View to work the way you do
You can change display settings and adjust parts of POS View. For
example, you can show or hide the customer address bar or the custom
pane. Note that some parts of POS View can only be changed from
Manager View.
Change display settings

1 Press F7 (Tools), and then press 7 (System).
2 Press Ctrl+4 (Display).
3 On the General tab:
 Select the Display function bar check box to display the function bar.
 Select the Display customer address check box to display the customer address part
of the transaction pane.
 Select the Display account balance check box to display the customer's charge
account balance.
 Select the Show window controls check box to display the Windows Minimize,
Maximize/Restore, and Close buttons.
 Click Window Position and Size to specify the POS window's position and size.
4 On the Touch screen tab:
 Under Keyboard height, drag the slider or click + or - to change the height.
 The Use international keyboard layout is not available in this release.
 Select the Enable touch screen navigation buttons check box to display buttons for
moving up and down in lists.
5 On the Custom pane tab:
 Select the Display custom pane check box to display the custom pane.
 Under Custom pane height, drag the slider or click + or - to change the height.
 Select Show an HTML file in the custom pane to display the HTML file that is
supplied with Microsoft Dynamics POS or a custom HTML file. To select a file, click
Browse.
 Select Create my own content for the custom pane to create the custom pane
directly in the Display Settings dialog box:
 In the Text box, type the text that you want to appear, and then click Formatting to
select the font, size, color, and effects.
 Click Browse next to the Logo box to select a picture to show in the pane.
 To set a background, select Use a solid color and select a color, or select Use this
image and click Browse to select a picture.
6 On the Task Pane tab:
 Under Task pane width, drag the slider or click + or - to change the width.

Resize a pane
Resize the transaction pane and the task pane
 Drag the border between the task pane and the transaction pane left or right.
The task pane can be displayed on the right side or the left side of the POS View window.
This is set in Manager View.
Resize the touch-screen keyboard or custom pane

1 Press F7 (Tools), press 7 (System), and then press Ctrl+4 (Display).
2 Under Touch screen, select the Display touch screen keyboard check box, and then in
the Height box, type a percentage of the total screen height.
Example: 8 or 8.5, not as 0.08 or .085.
3 Under Custom pane, select the Display custom pane check box, and then in the Height
box, type a percentage of the total screen height.
Hide or show the function bar

You can hide the function bar; for example, you can use a custom task pad instead or you
might want more space for the transaction pane.
 In the tray, click the function bar button.
Hide or show the touch screen keyboard

You can hide or show the touch screen keyboard when a physical keyboard is not available.
 In the tray, click the touch-screen keyboard button.
More information
 POS View Help  “Change display settings”
 Manager View Help  “Customize POS View for each employee”

FAQ: About first steps
Frequently asked questions
This topic provides answers to some of the questions most frequently

asked about getting started using Microsoft Dynamics POS in POS View
at the register.
Can I practice using the program without

interfering with store operations?
You can use practice mode. The sales you ring up in More information
practice mode will not be kept, the cash drawer will See “Introducing POS View”
not open, and credit card, debit card, and check in this chapter.
transactions will not be processed.
Why can’t I exit Microsoft Dynamics POS or

switch to Manager View?
Depending on your employee role settings, you More information
might not be able to exit Microsoft Dynamics POS See “Start and exit
or switch to Manager View. Microsoft Dynamics POS”
in this chapter.
What if my screen looks different from the

pictures in this book?
POS View can be customized to work the way your More information
store does; for example, you can show or hide See “Customize POS View”
window controls, the status bar, task pane, and in this chapter.
other features.
Why don’t my touch screen navigation buttons

show?
The touch-screen navigation buttons must be More information
turned on in POS View. See “Customize POS View”
in this chapter.
Why log on and off?

Logging on and off provides a secure way for More information
individual cashiers to work. To allow a different See “Switch to a different
employee to use Microsoft Dynamics POS, the new cashier” later in this book.
user must log on. The current transaction is not
affected by switching users.
FAQ: About first steps 17

2
Sales transactions
Basic sales transactions 19

Check prices and other information 21
Modify a line item 23
Modify a transaction 25
Shipping addresses and shipping charges 27
Add or remove a sales rep 29
Payment methods 30
Hold or recall a transaction 34
Cancel or void a transaction 35
Select a reason for an action 36
View a transaction in a different currency 37
FAQ: About sales transactions 38
Sales transactions
Basic sales transactions

Most transactions take just seconds
Basic sales transactions are as simple as this: add the items, add a
customer, and then total the transaction.
Perform a basic sales transaction

2 Add a customer to the transaction.
3 Press F12 (Total).
Add an item to a transaction
1 Scan an item's bar code.
-or-
Type the item number or description in the search box, and then press ENTER.
Microsoft Dynamics POS adds the item to the transaction and displays a "1" in the
Quantity column.
2 If there are two or more units of an item, choose Edit Qty on the line item and type the
quantity.
Note
 If an item is not already in inventory, you can add it: press F2 (Items), and then press 1
(New). An item number and description are required.
 To make changes to a line item's description, quantity, or price (when allowed), click the
appropriate button on the line item.
 To specify a quantity before adding the item, type the quantity in the search box, click the
Quantity Shortcut button , and then add the item.
Add a matrix item

If you entered a style number, Microsoft Dynamics POS displays a series of lists of the
style's dimensions; for example, color or size.
2 If necessary, select each of the style's dimensions from the task pane in turn.
Add an item with a serial number

2 When Microsoft Dynamics POS asks you to enter the serial numbers, type the serial
numbers in the appropriate boxes, or choose Find No. to select from a list of serial
numbers.
Add or remove a customer from a transaction

A customer must be in the customer list before you can add the customer to a transaction. (See
“More info,” below.)
To add a customer to a transaction

1 In the transaction pane, choose Select Customer.
2 In the Customers by Name list, select the customer that you want.

Tip
To quickly find a customer, type all or part of the customer's name in the search box. As you
type, Microsoft Dynamics POS will select the closest match in the list.
3 Press ENTER or choose Add.
To remove a customer from a transaction

Press F3 (Customer), and then press 8 (Clear).
Add a new customer to the customer list

1 Press F3 (Customer), and then press 1 (New).
2 On the General tab, type the information you want about the customer, and then press
ENTER.
If you want to add detailed customer information, choose More.
Note
 A unique customer number is required.
 Adding a customer to the customer list does not automatically add the customer to the
current transaction.
Total the transaction

1 Total the transaction in one of the following ways.
Cash, check, or charge account: Press F12 (Total), type the amount paid in the box for
the payment method, and then press ENTER.
Tip
 Press the plus key ( + ) to automatically enter the exact amount of the sale in the selected
payment method and post the transaction.
 Payment methods can be combined; for example, cash and a credit card.
Credit card or debit card: Swipe the card, or press F12 (Total). If necessary, type the
account number, expiration date, and approval code in the Credit Card Verification
dialog box.
2 To post the transaction, choose Close or press ENTER.
More information
 POS View Help  “Sales transactions”
 Manager View Help  “Manage your store,” “About touchless
transactions”

Sales transactions
Check prices and other information

View or change item and customer information without leaving the
transaction
You can easily check an item’s price, quantity, and other information
about the store’s inventory right from the register. If your store tracks
customers, you can view a customer’s contact information, shipping
address, and purchase history.
Check or edit item information

1 In the transaction, select the line item, and then choose View.
-or-
 In the search box, type all or part of an item number or an item's description, and then
press ENTER.
-or-
 Press F2 (Items), and then press 4 (By Item Number) or press 5 (By Description).
2 In the list, select an item, and then choose View/Edit.
3 The General tab displays basic information about the item.
The History tab displays historical information about the item, such as the date the item
was last ordered.
If an item has one, two, or three serial numbers, Microsoft Dynamics POS displays a Serial
Numbers tab. This tab shows the serial numbers assigned to the item and whether they
have been sold or are in stock.
For each serial number that has been sold, the tab lists the customer number of the
customer who purchased it (when available).
Note
 Depending on your employee role settings, you might not be able to change some
information.
 You can specify more information than appears in this pane. Choose the More button and
Microsoft Dynamics POS displays the Item window. For more information on the options in
the Item window, press F1 from the window.
View matrix item information

1 Press F2 (Items), and then press 4 (By Item Number) or press 5 (By Description).
You can also select a matrix item that has been added to the transaction.
2 In the list, select a matrix item, and then choose View/Edit.
3 On the General tab, choose Matrix.
The Matrix Quantities dialog box displays quantities and other information about all items
in the matrix.
4 If necessary:
 Select the arrow buttons above the table to change the order of the dimensions in the
table.
 Select the arrow buttons below the table to scroll the information in the table.

View or edit a customer's information
1 In the search box, type all or part of a customer's name, customer number, or phone
number, and then press ENTER.
-or-
Press F3 (Customer), and then press 4 (By Customer No.), 5 (By Name), or 6 (By Phone
Number).
2 In the list, select the customer, and then choose View/Edit.
The General tab displays the customer number and the customer's name, address, and
contact information.
Note
 A unique customer number is required.
 If a charge account has been set up for the customer, the current balance and amount
available are displayed under Account.
 To add more detailed customer information, choose More..
The Shipping tab displays any shipping addresses for the customer. If no shipping
addresses have been created, a blank form for creating a new one is displayed. Choose Set
Primary to specify an address as the customer's primary shipping address.
Select a shipping address and then choose one of these buttons:
 New - to create a new shipping address
 View/Edit - to view or edit the shipping address
 Select - to add the shipping address to the current transaction
The Custom tab any custom fields that have been created in Manager View.
The History tab displays the customer's purchase history.
Select an item and choose Return to add the item to a return transaction.
More information
 POS View Help  “Check an item's price”
 Manager View Help  “About finding items, customers, suppliers, and
transactions”

Sales transactions
Modify a line item

Perform a variety of modifications on individual line items
You can modify each item that you add to a transaction in a variety of
ways; for example, change the quantity, apply a discount, choose a
substitute item, or remove the item from the transaction.
Modify a line item

1 Select the line item that you want to modify.
2 Press F5 (Transaction), and then press 2 (Edit Line Item).
3 In the task pane:
 Press Ctrl+1 (Remove Item).
 Press Ctrl+2 (Add Comment).
 Press Ctrl+3 (Return Item).
 Press Ctrl+4 (Discount Item).
 Press Ctrl+5 (Change Quantity).
 Press Ctrl+6 (Select Taxes).
 Press Ctrl+7 (Select Substitute).
 Press Ctrl+8 (Select Reason).
 Press Ctrl+9 (Sales Representative).
Remove a line item

1 Select the line item you want to remove.
2 On the line item, select Remove.
-or-
Press F5 (Transaction), and then press 3 (Remove Line Item).
View or edit information about an item

1 Select the line item whose information you want to view.
2 On the line item, select View.
Change the quantity of a line item
1 Select the line item whose quantity you want to change.
2 Do one of the following:
On the line item, select Edit Qty., and then type the new quantity.
-or-
Click the number in the Quantity column, and then type the new quantity.
Discount a line item

1 Select the line item you want to discount.
2 On the line item, select Discount.
3 In the task pane, click the discount method that you want to use.

4 Type a percentage or an amount.
Microsoft Dynamics POS discounts the line item. The text of the line item appears in bold
to show that it has been discounted.
Add a substitute item to a transaction

If an item is out of stock, you can specify a substitute item.
Note
Substitute items must have been set up previously in Manager View.
1 Select the line item that is out of stock.

3 Press Ctrl+8 (Select Substitute).
Microsoft Dynamics POS displays a list of substitute items.
4 Select the substitute item you want, and then choose Replace.
Microsoft Dynamics POS removes the out-of-stock item and adds the substitute item to the
transaction.
More information
 POS View Help  “Modify a line item,” “Discount basics”
 Manager View Help  “Manage your inventory”

Sales transactions
Modify a transaction
Perform a variety of modifications on an entire transaction
You can modify a transaction’s details, discounts, sales taxes, and the
transaction’s type. You can also specify a shipping charge and assign a
sales rep.
Add details to a sales transaction

Sales transaction details consist of a reference number and comments. The comment can
include additional details, such as delivery instructions.
Depending on the receipt formats in use at the store, transaction details may be printed on the
receipt.
1 Press F5 (Transaction), and then press 1 (Edit Transaction).
2 Press Ctrl+1 (Details).
3 In the Reference number box, type a reference number. This can include numbers, letters,
and symbols.
4 In the Comment box, type any comment you may have about the transaction.
Discount a transaction
2 Press Ctrl+2 (Discounts).
 Press Ctrl+1 (No Discount) to remove all discounts from the current transaction.
 Press Ctrl+2 (Apply Preset Discounts), and then choose a preset discount to apply to all
line items in the transaction that are affected by the discount. Items added later will not
be discounted.
 Press Ctrl+3 (Discount Current Line Items) to specify a discount for the current line
items. Items added later will not be discounted. Press one of the following to specify the
discount amount, percentage, or subtotal amount:
Ctrl+1 (Percent Off Current Price)
Ctrl+2 (Amount Off Current Price)
Ctrl+3 (Set Subtotal)
Note
Type a percentage as a whole number plus a decimal fraction, such as 8 or 8.25, not as .08 or
.0825.
 Press Ctrl+4 (Set Transaction-level Discount) to specify a discount for all line items in
the transaction. Items added later will have the same discount applied. Press one of the
following to specify the discount amount, percentage, or price level:
Ctrl+1 (Percent Off Regular Price)
Ctrl+2 (Percent Off Lowest Price)
Ctrl+3 (Markup from Cost)
Ctrl+4 (Set Profit Margin)
Ctrl+5 (Set Price Level)
Apply or clear taxes from a transaction
You can apply or clear individual taxes on an entire transaction.
Customers who are not residents of your state or who are buying for resale might not pay sales
tax. If a customer's tax-exempt status has been entered in the customer's record, no tax will be
applied when that customer is added to a transaction.
Note
 Depending on your employee role settings, you might not be able to apply or clear taxes at
the register.
 Many states require retailers to record proof of tax-exempt status with each tax-exempt
transaction; for example, a tax-exempt ID number or an out-of-state ID. You can add this to
the transaction as details or a comment, or to the customer's record.
2 Press Ctrl+3 (Taxes).
3 In the Taxes list, select the tax you want to apply or clear, and then choose Apply/Clear.
4 When you are done applying or clearing taxes, choose OK.
Note
 For each tax in the Taxes list, Microsoft Dynamics POS displays a check mark in the
Applied column if the tax is applied to the transaction.
 Check marks in the Taxable column of the Transaction pane refer to whether a line item is
taxable or not, and are not affected by tax changes applied to the entire transaction.
Change a transaction’s type

 In the transaction pane's header, on the Transaction menu, select a transaction type.
-or-
2 Press Ctrl+4 (Type), and then select the transaction type that you want.
More information
 Cashier’s Guide  “Shipping addresses and shipping charges,” “Add or
remove a sales rep”
Sales transactions
Shipping addresses and shipping

charges
Easily provide shipping services to your customers
When you add a customer to a transaction, you can also add the
customer’s shipping address. You can easily specify a shipping charge, as
well as specify additional or alternate shipping addresses for the
customer.
Add a shipping address to a transaction

1 In the transaction pane, choose Add Customer to add a customer to the transaction.
2 To add a shipping address or create a new one, choose Shipping Address in the
transaction pane, and then either create a new address or select one from the list.
Create, edit, or delete a shipping address

Create a new or additional shipping address
1 In the transaction pane, select Select Customer to add a customer to the transaction.
2 In the transaction pane, select Shipping Address.
If the customer has one or more existing shipping addresses, select an address on the
Shipping tab, and then select New.
3 Under New Shipping Address, type the shipping address.
4 If this is the primary address for the customer, select Set Primary.
Note
If this is the customer's only shipping address, it is automatically the primary shipping address
and Set Primary is not available.
Edit an existing shipping address

3 On the Shipping tab, select the address you want to edit, and then select View/Edit.
4 Edit the address as required.
5 If this is the primary address for the customer, select Set Primary.
Delete a shipping address

3 Choose More.
4 On the Shipping Addresses tab, select the address you want to delete, and then select
Delete.
Add or remove a shipping charge from a transaction

Depending on the receipt formats in use at the store, the shipping charge may be printed on
the receipt.

Add a shipping charge to a transaction
1 In the Shipping Address section of the transaction pane, click Shipping Charge.
2 In the Shipping Charge task pane, type the amount of the shipping charge in the Amount
box.
If items have individual shipping charges, total the amounts and then enter the total in the
Amount box. You can note the individual charges in the Notes box.
Remove a shipping charge from a transaction

 In the Shipping Address section of the transaction pane, click Remove Shipping.
More information
 POS View Help  “Shipping addresses and shipping charges”
 Manager View Help  “About customers”

Sales transactions
Add or remove a sales rep

If your sales staff receives commissions…
You can add a sales rep to a transaction or to individual line items. For
example, different sales reps might assist with the sales of different items
on the same transaction.
Note
 Sales reps must have been set up in Manager View before you can add a sales rep to a
transaction.
 You cannot add sales reps to account payments or vouchers, such as gift certificates.
To add a sales rep to a transaction

2 Press Ctrl+6 (Sales Rep), select the sales rep you want, and then select Add.
Microsoft Dynamics POS adds the sales rep’s employee ID to all line items in the
transaction and to all the items that you subsequently add to the transaction.
To remove a sales rep from a transaction

2 Press Ctrl+6 (Sales Rep), and then select Remove.
To add a sales rep to an individual line item
2 Press Ctrl+9 (Sales Representative), select the sales rep you want, and then select Add.
To quickly find a sales rep, type all or part of the sales rep's name in the search box. As you
type, Microsoft Dynamics POS will select the closest match in the list.
3 Press ENTER or choose Add.
Microsoft Dynamics POS adds the sales rep’s employee ID to the line item.
Microsoft Dynamics POS does not add the sales rep to the items that you subsequently add
to the transaction.
To remove a sales rep from a line item

1 Select a line item that has a sales rep.
3 Press Ctrl+9 (Sales Representative), and then select Remove.
More information
 POS View Help  “Add or remove a sales rep”
 Manager View Help  “About sales reps and commissions”
Add or remove a sales rep 29

Sales transactions
Payment methods
Total transactions quickly using a variety of payment methods
Microsoft Dynamics POS is ready, out-of-the-box, to accept many

popular payment methods, such as cash, check, credit and debit cards,
vouchers like gift cards and store credit, as well as customer charge
accounts.
Total a cash sale

1 Scan or enter the customer's items.
3 In the Payment list, type the amount paid by the customer in the box for the cash payment
method, and then press ENTER.
-or-
In the Payment list, select the cash payment method, and then press the plus ( + ) key to
automatically enter the exact amount of the sale and post the transaction.
Total a credit card sale

 If you use online credit card approval and an MSR (magnetic stripe reader):
Swipe the customer's credit card. Microsoft Dynamics POS displays the Electronic Draft
Status dialog box during the approval process.
-or-
Press F12 (Total) and, in the Payment list, select the box for the appropriate credit card,
and then enter the amount of the sale. When Microsoft Dynamics POS displays the
Credit Card Verification dialog box, swipe the customer's credit card.
 If you don't have an MSR or if the MSR has a problem reading the card:
In the Credit Card Verification dialog box, select Enter Manually, and then enter the
following required information:
o In the Credit card number box, type the card number.
o In the Expiration date box, type the card's expiration date in this format: mm/yy
o In the Zip/Postal code box, type the customer's billing address zip code.
Note
While not required, you can type the customer's billing street address in the Street address
box.
Providing this additional information can often give retailers a better rate from their payment
processing providers. For more information, see Manager View Help.
o In the Security code box, type the card's security code.

The security code is a three or four-digit number that is also referred to as the CCV
(Credit Card Verification or Card Code Verification) number.
On Visa, MasterCard, and Discover cards, the security code is the last three digits in
the signature area on the back of the card. On American Express cards, it is a four-
digit number on the front of the card just above and to the right of the card number.
Payment methods 30
Note
If you cannot read the security code accurately, type "VUR" in the Security code box.
If the card does not have a security code , type "VNF" in the Security code box.
 If you call the bank to receive voice authorization for credit card transactions:
Press F12 (Total) and, in the Payment list, enter the sale amount in the box for the
appropriate credit card. Then press ENTER.
When Microsoft Dynamics POS displays the Credit Card Verification dialog box, select
Authorization Code, type the authorization code you received from the bank, and then
either swipe the customer's credit card or type the credit card number and expiration
date in the Credit card number and Expiration date boxes, respectively.
Note
If you type the information yourself, carefully review the data you've entered. Errors in the
verification dialog box could lead to lost revenues for the store.
When you are sure the information is accurate, press ENTER to begin processing the
transaction, and then press ENTER again when you are asked to confirm.
Total a debit card sale

3 In the Payment list, select Debit card, type the sale amount, and then press ENTER.
-or-
In the Payment list, select Debit card, and then press the plus ( + ) key to automatically
enter the exact amount of the sale.
4 Type any cash-back amount.
5 Swipe the debit card.
6 Ask the customer to use the PIN pad to okay the amount and enter the PIN.
Total a check sale

3 In the Payment list, select Check, type the amount paid, and then press ENTER.
Tip
In the Check box, you can press the plus ( + ) key to automatically enter the exact amount of
the sale.
4 If Microsoft Dynamics POS displays the Check Verification dialog box, do one of the
following.
 If you use a check reader (MICR), insert the check in the check reader.
Note
If you want to interrupt the attempt to contact your check processor, select Cancel.
 If you don't have a check reader or if the check reader has a problem reading the check,
select Enter Manually, and then enter the following required information.
o In the Account information box, type the check's routing number and account
number.
o In the Check number box, type the check number.
To process the check for approval, select Process.
Payment methods 31
5 If you processed the check for approval, do one of the following:
 If Electronic Check Acceptance® (ECA) was successful, void the check and return it to the
customer.
Electronic Check Acceptance® (ECA)
The Electronic Check Acceptance (ECA) service converts the paper check into an electronic
transaction at the point-of-sale, similar to a debit card transaction.
After acceptance, the paper check is no longer required.
 If ECA fails, Microsoft Dynamics POS attempts to process the check with Check
Guarantee. If Check Guarantee is successful, keep the check.
 If both ECA and Check Guarantee fail, follow your store's policy for accepting checks.
Note
 The Check Verification dialog box will only appear if check processing has been set up in
Manager View.
 If there is a problem with check processing, call the check processing service at the phone
number included with the welcome kit your store received when check processing was set
up.
Total a sale paid by gift card

3 In the Payment list, select the gift card payment method, type the amount the customer
wants to pay by gift card, and then press ENTER.
-or-
In the Payment list, select the gift card payment method, and then press the plus ( + ) key
to automatically enter the exact amount of the sale.
Microsoft Dynamics POS displays the Voucher Verification dialog box.
4 Swipe or scan the gift card.
- or -
Type the gift card number in the Voucher number box.
5 If you want to add any additional information required by your gift card processor (such as
a zip code), type it in the Additional information box.
Total a charge account sale

1 Add the customer to the transaction.
4 Select Charge Account.
5 Type the transaction amount, and then press ENTER.
Total a sale paid by gift certificate
3 In the Payment list, select the gift certificate payment method, type the amount the
customer wants to pay by gift card, and then press ENTER.
Payment methods 32
-or-
In the Payment list, select the gift certificate payment method, and then press the plus ( + )
key to automatically enter the exact amount.
4 Type the gift certificate's number in the Voucher number box.
5 If you want to add any additional information (such as a zip code), type it in the Additional
information box.
Total a sale paid by store credit voucher

3 In the Payment list, select the store credit voucher payment method, type the amount the
customer wants to pay by gift card, and then press ENTER.
-or-
In the Payment list, select the store credit voucher payment method, and then press the
plus ( + ) key to automatically enter the exact amount of the sale.
4 Type the store credit voucher number in the Voucher number box.
information box.
More information
 POS View Help  “Total a transaction”
 Manager View Help  “Payment methods,” “Set up check verification”
Payment methods 33
Sales transactions
Hold and recall a transaction

More flexibility at the register
If a sales transaction is interrupted for any reason, you can put it on

hold, and then recall it when you're ready to complete the transaction.
Hold and recall a transaction

Hold a transaction
You can hold a sales transaction after you have added at least one item to it.
1 Press F5 (Transaction), and then press 4 (Hold).
Note
If you are not in the middle of a transaction, Microsoft Dynamics POS displays the Recall
command in place of the Hold command on the menu.
2 In the Comments box, add a comment that helps you identify the transaction, such as the
customer's name, and then press ENTER.
Recall a transaction
Once a transaction is on hold, you can recall it.
1 Press F5 (Transaction), and then press 4 (Recall).
2 Press Ctrl+1 (On Hold).
3 In the Transactions on Hold list, select the transaction you want, and then press ENTER.
Note
You cannot recall a transaction while another transaction is in progress.
More information
 POS View Help  “Hold and recall a transaction ”
Hold and recall a transaction 34

Sales transactions
Cancel or void a transaction

Cancel a transaction in progress or void a previous transaction
You can cancel a transaction in progress after you have scanned or

entered at least one item and before you have totaled the transaction.
You can void a previous transaction only on the originating register and
in the current batch. (If the transaction is from a closed batch, you must
process it as a return.)
Cancel or void a transaction

Note
Depending on your employee role settings, you might not be able to cancel a transaction.
However, all employee roles can void a previous transaction.
Cancel a transaction in progress

 Press F5 (Transaction), and then press 5 (Cancel Transaction).
Void a previous transaction

1 Find and view a receipt.
2 Choose Select, and then press Ctrl+5 (Recall for Void).
-or-
1 Press F6 (Tasks), and then press 6 (Void).
2 In the Receipts by Date/Time list, select the receipt you want, choose the Select button,
and then press ENTER.
The Refund pane displays the original payment method and payment amount.
3 Refund the correct amount to the customer, and then choose OK.
Note
If the transaction was paid for with a debit card, swipe the debit card.
Microsoft Dynamics POS displays the Post Transaction dialog with the original payment
amount.
More information
 POS View Help  “Cancel or void a transaction”
Cancel or void a transaction 35

Sales transactions
Select a reason for an action

Keep track of events at the register
Microsoft Dynamics POS might prompt or require you to specify a reason

for certain actions. For example, when you process a return, you might be
asked or be required to specify a reason, such as "Damaged merchandise."
Note
Reasons must be set up beforehand in Manager View.
Select a reason when prompted

1 In the Reason task pane, select the reason you want.
If the reason was set up to accept a comment, Microsoft Dynamics POS displays the
Comment box.
2 Select OK.
Note
If a reason is not required, you can select Cancel to continue without specifying a reason.
Select a reason manually

You can also specify a reason manually, without having been prompted, for line items during a
transaction.
1 Press F5 (Transaction), press 2 (Edit Line Item), and then press Ctrl+8 (Select Reason).
2 In the Reason Type task pane, press CTRL plus the number of the type of reason you want,
such as Discount or Sales Tax Change.
3 In the Reason task pane, press CTRL plus the number of the reason you want.
If the reason was set up to accept a comment, Microsoft Dynamics POS displays the
Comment box.
More information
 POS View Help  “Select a reason for an action”
 Manager View Help  “About reasons”
Select a reason for an action 36

Sales transactions
View a transaction in a different

currency
You can easily offer more payment options to customers
You can quickly view a transaction’s prices and totals in a different

currency. For example, you could switch between viewing a transaction in
Canadian and U.S. dollars.
View a transaction in a different currency

1 Press F7 (Tools), and then press 4 (Currency).
2 Select a currency from the list, and then press ENTER.
Note
These currencies must have been set up with current exchange rates beforehand in Manager
View.
You can also assign currencies to payment methods in Manager View.
More information
 POS View Help  “View a transaction in a different currency,” “Total a
foreign currency sale”
 Manager View Help  “About currencies and exchange rates”
View a transaction in a different currency 37

Sales transactions
FAQ: About sales transactions

Here are answers to some of the questions most frequently asked about
performing sales transactions in POS View.
What are “touchless transactions?”

Touchless transactions are transactions in which the More information
cashier does not have to use the keyboard or touch See “About touchless
screen. The cashier can scan the customer’s items transactions” in Manager
and then total the sale by swiping a credit card. View Help.
If the customer or I am not able to swipe a

card, what do I need to enter manually?
You will need to type the account number, More information
expiration date, and approval code in the See “Payment methods” in
Verification dialog box. this chapter.
What should I do if the bar code scanner does

not read the item number?
You can type the item number in the Search box More information
and press ENTER. See “Basic sales
transactions” in this chapter.
What if I do not know the item number and

there is no bar code on the item?
You can add the item by its description. More information
See “Basic sales
transactions.”
Which payment methods can be combined in

one transaction?
Any combination of two or more payment methods More information
can be made. For example, a customer might want See “Basic sales
to pay with two credit cards or part cash and part transactions.”
check.
FAQ: About sales transactions 38

3
Working with your register
Clock in or out 40
Switch to a different cashier 41
Lock the register 42
Open the cash drawer 43
Make a cash drop or a cash payout 44
Reprint a receipt 45
Turn the receipt printer on or off 46
Create a sales graph 47
Opening and closing 48
Use a calculator 50
Change your password 51
Change system settings and hardware 52
Change the database connection 54
Work with the register offline 55
FAQ: About working with your register 56
Clock in or out
Use the time clock for secure and accurate time recording
Depending on your store’s policies, cashiers should clock in and out to

record when they use a particular register so the store can effectively
manage its operations.
Clock in or out
1 Press F7 (Tools), and then press 2 (Time Clock).
2 In the Time Clock dialog box, type your employee ID in the Employee ID box.
3 In the Password box, type your password, and then press ENTER.
4 Under Time Clock, make sure that your name appears.
5 Select In to clock in, or select Out to clock out.
More information
 POS View Help  “Clock in or out”
 Manager View Help  “About the time clock”
Clock in or out 40
Switch to a different cashier

Quickly and securely change cashiers at the register
When switching cashiers, one cashier logs off and another logs on. You can
switch cashiers without affecting the transaction in progress.
Switch to a different cashier

1 In the tray, click the Switch User button.
-or-
Press F6 (Tasks), press 7 (Switch User/Exit), and then press Ctrl+1 (Switch User).
The original cashier is automatically logged off and Microsoft Dynamics POS displays the
Logon dialog box.
2 Type the employee ID and password for the new cashier, and then press ENTER.
Note
You cannot cancel the Logon dialog box when displayed with the Switch User command. This
locks the register until someone logs on.
More information
 POS View Help  “Switch to a different user,” “Start or exit Microsoft
Dynamics POS”
 Manager View Help  “About employees”
Switch to a different cashier 41

Lock the register

Secure the register whenever you need to
You can lock the register; for example, when you need to interrupt a
transaction or step away from the register. The current transaction is
not affected by locking the register.
Lock the register

1 Press F6 (Tasks), press 7 (Switch User/Exit), and then press Ctrl+1 (Switch User).
-or-
In the tray, select the Switch User button.
The current cashier is automatically logged off and Microsoft Dynamics POS displays the
Logon dialog box.
2 When you are ready to resume, type an employee ID and password, and then press ENTER.
Note
You cannot cancel the Logon dialog box when displayed with the Switch User command. This
locks the register until someone logs on.
More information
 POS View Help  “Switch to a different user,” “Start or exit Microsoft
Dynamics POS”
 Manager View Help  “About employees”
Lock the register 42

Open the cash drawer

Open the cash drawer when you need to
The cash drawer opens automatically at the end of a sales transaction,

but you can also open it whenever you need to. For example, you might
need to make change or count the cash in the drawer.
Open the cash drawer

Note
Depending on your employee role settings, you might not be able to open the cash drawer
without processing a sale.
 Press F5 (Transaction), and then press 6 (No Sale).
More information
 POS View Help  “Open the cash drawer”
Open the cash drawer 43

Make a cash drop or a cash payout

Automatically track cash removed from the cash drawer
Make a cash drop to reduce the amount of money in the cash drawer.
You can also make a cash payout to remove a small amount of money
from the cash drawer for a specific purpose, such as to pay for a minor
expense.
Make a cash drop or a cash payout

1 Press F6 (Tasks), and then press 2 (Drop/Payout).
2 Press Ctrl+1 (Cash Drop) or Ctrl+2 (Payout).
3 Under Cash Drop or under Payout, type the amount of cash that is removed and type a
comment.
4 For a payout, type the name of the person receiving the cash in the Paid to box.
Note
Depending on your employee role settings, you might not be able to make a cash drop or a
cash payout.
More information
 POS View Help  “Make a cash drop or a cash payout,” “Open the cash
drawer”
Make a cash drop or a cash payout 44

Reprint a receipt
More control over your transactions
You can easily reprint the last receipt if, for example, your printer runs
out of paper. You can also find and print previous receipts.
Reprint the last receipt

 Press F6 (Tasks), and then press 4 (Reprint Last Receipt).
Find and print any receipt

1 Press F6 (Tasks), and then press 3 (Find Receipts).
2 Under Find Receipts, do one of the following:
 To search for one of today’s receipts, press Ctrl+1 (Today's Receipts), and then search
for the receipt by the time of day or amount.
 To search for a receipt by date and time, press Ctrl+2 (Receipts By Date/Time), type a
start date and an end date, and then press ENTER.
 To search for a receipt by batch, press Ctrl+3 (Receipts By Batch), select a batch, and
then press ENTER.
3 Select the receipt you want, and then press ENTER.
4 Under Receipt Options, press Ctrl+1 (Print).
More information
 POS View Help  “Reprint a receipt,” “Find transactions and receipts”
Reprint a receipt 45
Turn the receipt printer on or off

More control over your POS hardware
When you need to turn the receipt printer off to process transactions
without printing receipts or because of a printer problem, you can do it
quickly from POS View.
The following procedure turns the receipt printer off if it is on, and turns it on if it is off.
Turn the receipt printer on or off

 Press F6 (Tasks), and then press 5 (Printer On/Off).
More information
 POS View Help  “Turn the receipt printer on or off,” “Add or remove
hardware”
 Manager View Help  “About devices on a register”
Turn the receipt printer on or off 46

Create a sales graph

Get a new perspective on your sales
A sales graph shows you how sales were distributed during a specific
period of time, for specific groups of items, such as sales by department
for a particular month.
Create a sales graph

For example, you can create a sales graph that shows today's sales in each department.
Another graph shows year-to-date sales by register.
Each graph shows sales information both as a set of numbers and as a graph.
Note
Depending on your employee role settings, you might not be able to create a sales graph.
1 Press F7 (Tools), and then press 3 (Graphs).

2 Next to the Group data by box, choose Browse to select a data grouping.
3 Next to the Show totals for box, choose Browse to select a general time period.
4 In the Date box, type a date (in the format mm/dd/yyyy), and then press ENTER.
More information
 Cashier’s Guide  “Opening and closing”
 POS View Help  “Create a sales graph”
Create a sales graph 47

Opening and closing

Track each register’s activity accurately
Specifying opening and closing amounts, printing X and Z reports, and

performing blind closes are retail routines essential to any store.
Specify opening or closing amounts

Specify an opening cash amount so that Microsoft Dynamics POS can track how much money
is added to the cash drawer from the start of the current batch.
Batch
A batch is a group of transactions made at a register in a particular period, usually one business
day.
Enter a closing cash amount before you exit the register and before closing the current batch
with a
Z report. Microsoft Dynamics POS will determine the total amount of money that has been
added to the cash drawer.
1 Press F6 (Tasks), and then press 1 (Open/Close).
2 Press Ctrl+1 (Opening Amounts), or press Ctrl+2 (Closing Amounts).
If an amount has already been entered, a message will ask if you want to overwrite it.
3 Select a payment method, type the amount that is in the cash drawer, and then press
ENTER.
Note
 If denominations have been set up in Manager View, you can press the calculator button to
display the currency calculator and quickly count various denominations of currency.
 Depending on your employee role settings, you might not be able to enter opening or
closing amounts.
Print an X report
To get a snapshot of a register's activity since it was opened, print an X report. An X report
displays information such as sales, the sum of all discounts given, and a customer count so far
in the current batch. The report is printed on the register's receipt printer.
Note
 Printing an X report does not close the current batch.
 Depending on your employee role settings, you might not be able to print X reports.
2 Press Ctrl+3 (X Report).
Print a Z report
To see the end-of-day statistics of a register, print a Z report. A Z report displays information
such as batch number, sales, amount of cash dropped, sales tax, and the closing total. The
report is printed on the register's receipt printer.
Note
Printing a Z report closes the current batch and opens a new batch.

2 Press Ctrl+4 (Z Report).

Print a ZZ report
A ZZ report shows the statistics from a register's Z reports generated since the last ZZ report.
The report is printed on the register's receipt printer.
Note
Printing a ZZ report closes the current batch and opens a new batch.

2 Press Ctrl+5 (ZZ Report).
Perform a blind close

Perform a blind close when you want to leave the register, but you want to enter a closing
amount and close and post the current batch at a later time.
For example, you might not want to count the cash drawer in view of customers or you might
want someone other than a cashier to enter a closing amount.
2 Press Ctrl+6 (Blind Close).
Microsoft Dynamics POS changes the status of the current batch to Blind Closed, opens a
new batch, and displays the Post Transaction dialog box.
3 Click Close.
4 If necessary, remove the cash drawer, and at another location or at another time, count the
contents of the drawer.
6 Press Ctrl+7 (View Batches), and then select the batch that was blind closed.
7 Press Ctrl+2 (Closing Amounts), and then enter the closing amount.
8 Press Ctrl+4 (Z Report) or Ctrl+5 (ZZ Report).
Microsoft Dynamics POS closes the batch, posts the batch, and displays the Post
Transaction dialog box.
View batches
You can view a list of batches that are currently open or blind closed. For example, you can
select a batch that was blind closed when you want to enter a closing amount and post the
batch.
2 Press Ctrl+7 (View Batches).
Microsoft Dynamics POS displays a list of open and blind closed batches.
3 Select the batch that you want.
Microsoft Dynamics POS displays a list of commands that you can use with the batch.
More information
 POS View Help  “Opening and closing”
 Manager View Help  “About registers”

Use a calculator
Save time when counting money
You can use the currency calculator in POS View or the Windows
Calculator to do simple calculations at the register, such as during a
transaction or while entering opening or closing amounts.
Note
To use the currency calculator, denominations must be set up in Manager View, and the
currency calculator must be enabled. Otherwise, POS View displays the Windows Calculator.
Use the currency calculator while totaling a transaction

1 Press F12 (Total), and then click the Calculator button.
2 Enter the quantities for each denomination you receive.

The calculator automatically calculates the value for each denomination, and the total.
Use the currency calculator while entering opening or closing amounts

2 Press Ctrl + 1 (Opening Amounts) or Ctrl + 2 (Closing Amounts).
3 Click the Calculator button.
4 Enter the quantities for each denomination in your cash drawer.
The calculator automatically calculates the value for each denomination, and the total.
Use the Windows Calculator

Whether or not the currency calculator in Microsoft Dynamics POS has not been set up, you
can always display the Windows Calculator.
 Press F7 (Tools), and then press 1 (Calculator).
More information
 Manager View Help  “About the currency calculator”
Use a calculator 50
Change your password

Change your password regularly and keep it in a safe place
Passwords provide the first line of defense against unauthorized access to

the store’s information. You can change your password in POS View, but
employee IDs must be changed in Manager View.
Change your password

1 In the tray, click the Switch User button.
-or-
Restart Microsoft Dynamics POS
Microsoft Dynamics POS displays the Logon dialog box.
2 Click Change Password.
3 Type your employee ID, old password, new password, and confirm your new password.
Note
 The new password might not be accepted, depending on the Windows password policies
currently in effect. For details, see “More information,” below.
 For security, do not create blank passwords.
More information
 POS View Help  “Start or exit Microsoft Dynamics POS,” “Switch to a
different user”
 Manager View Help  “About strong passwords,” “Change an employee's
password or ID”
Change your password 51

Change system settings and hardware

Fine tune your register and POS hardware
You can display system information about Microsoft Dynamics POS,

change register settings, and add or remove POS hardware devices from
your register.
View information about Microsoft Dynamics POS

2 Press Ctrl+1 (About).
You can view the following information about Microsoft Dynamics POS:
 Copyright information
 Product ID
 Version number
 Software License Terms
 Privacy Statement
 System information about your computer
 Microsoft Product Support information
Change register settings
You can change the settings for each register. These settings include the register number and
description, audio settings, and hardware devices in use at the register.
Note
 Depending on your employee role settings, you might not be able to change register
settings.
 During a transaction, do not unplug a POS hardware device and then plug it in again. This
will cause errors in the transaction.
2 Press Ctrl+2 (Register Properties).
3 Change the settings you want.
 To specify what sounds are played for certain register events, select a setting in the
Audio settings list.
 To select or remove a hardware device for use on the register, use the arrow buttons
under Devices on this register to move the device from one list to the other.
 To change the properties of a hardware device (such as selecting a receipt format for a
printer), select the device, and then choose Properties.
 To save in the store database copies of receipts for this register's transactions, choose
Save electronic copies of receipts.
4 Press ENTER, and then restart Microsoft Dynamics POS for the changes to take effect.
Add or remove hardware

You can connect one or more point-of-sale (POS) hardware devices to your computer; for
example, a cash drawer, receipt printer, bar code scanner, check reader (MICR), PIN pad,
magnetic stripe reader (MSR), customer-facing payment terminal, or signature capture device.

Note
 Depending on your employee role settings, you might not be able to add or test hardware.
 During a transaction, do not unplug a POS hardware device and then plug it in again. This
will cause errors in the transaction.
Add a POS hardware device

1 Connect and the hardware device and install its software according to the manufacturer's
instructions.
2 Configure and test the device using the device’s configuration utility.
3 Start Microsoft Dynamics POS and log on with your employee ID and password. The
Register Properties dialog box will appear. Select the new hardware using the arrow
buttons in the dialog box, and then set the properties for each device.
4 Test the hardware using the appropriate hardware testing procedure. For details, see “More
information,” below.
Stop using a specific device

1 In Microsoft Dynamics POS, press F7 (Tools), and then press 7 (System).
2 Press Ctrl+2 (Register Properties).
3 Under Selected devices, select the device you want to stop using.
4 Select the left-arrow button to move the device to the Available devices list, and then
choose OK or press ENTER.
5 Restart Microsoft Dynamics POS.
Remove a POS hardware device

1 Disconnect the hardware device from the computer.
2 In Windows Control Panel, use Add or Remove Programs to remove the device’s
software.
3 Restart Microsoft Dynamics POS.
More information
 POS View Help  “Add or remove hardware,” “Test hardware,” “Customize
POS View”
 Manager View Help  “Make a device available on a register,” ”Customize
your registers"
 Microsoft Dynamics POS 2009 CD  “Setting Up POS Hardware” tutorial
 www.microsoft.com/pos  “Hardware Compatibility List”

Change the database connection

Stay connected to your store’s information
You can change the database that Microsoft Dynamics POS is connected
to. For example, if there is a network problem, you can connect to a
previous backup copy of your store database.
Change the database connection

Note
You must have administrator credentials on both the register computer and the computer with
the store database.
1 Exit and restart Microsoft Dynamics POS.

2 In the Logon dialog box, choose Change Connection. (Do not enter your user ID or
password.)
3 In the Change Database Connection dialog box, type the name of the computer where
the database is located, and then choose OK.
For help with specifying advanced settings, press F1 from within the dialog box.
4 In the Select Database dialog box, select the name of the database from the list, and then
choose OK. For help with selecting the database name, press F1 from within the dialog box.
More information
 POS View Help  “Change the database connection”
 Manager View Help  “About the database tools”
Change the database connection 54

Work with the register offline

Continue ringing up sales during network downtime
Whenever the store database is unavailable, you can switch to offline

mode and continue ringing up sales and performing other point-of-sale
tasks. When the store database is back online, you can easily synchronize
the register with the database.
Switch to offline mode

Whenever the store database is unavailable, Microsoft Dynamics POS offers to switch to offline
mode.
You can also switch to offline mode manually, such as before doing maintenance on the main
computer.
2 Press Ctrl+3 (Offline Mode).
Note
 Before you can use offline mode, it must be set up in Manager View and on the register.
 Offline mode is not available on the main computer that has the store database.
 If you experience a database problem that could require restoring the database from a
backup, do not enter offline mode, as this could lead to loss of data or revenues. An offline
database can only be synchronized to the exact database on which it is based.
Set up offline mode on a register

2 Press Ctrl+3 (Offline Mode), and then press 1 (Set Up Offline Mode).
3 Follow the instructions in the wizard.
The wizard creates an offline database on the register and performs the initial
synchronization of data with the main store database. For future reference, make a note of
the database name that is displayed on the Finish page of the wizard.
More information
 POS View Help  “Switch to offline mode,” “Set up offline mode”
 Manager View Help  “About offline mode”
Work with the register offline 55

FAQ: About working with your register


asked about working with your register in POS View.
Can I add or remove POS hardware at any

time?
Yes, except during a transaction. During a More information
transaction, do not unplug a POS hardware device See “Change system
and then plug it in again. This could cause errors in settings and hardware” in
the transaction. this chapter.
How can cashiers keep track of their time on a

register?
Cashiers should use the time clock to clock in and More information
out when they use a particular register. See “Clock in or out” in
this chapter.
Can I lock the register in the middle of a

transaction?
Yes, you can. The transaction in progress will be More information
where you left it when you log on again. See “Lock the register” in
this chapter.
Can I open the cash drawer at any time?

Yes, you can. Opening the cash drawer; for More information
example, to make change, is considered a “no sale” See “Open the cash
transaction. drawer” in this chapter.
Why is it necessary to specify opening and

closing amounts?
It’s important to track how much money is added More information
to the cash drawer during the current batch. See “Opening and closing”
in this chapter.
What’s the best way to count currency when

opening and closing?
If denominations have been set up, you can select More information
the Calculator button to display the currency See “Use a calculator” in
calculator and quickly count various denominations this chapter.
of currency.
FAQ: About working with your register 56

4
Quotes, layaways, and orders
Quotes 58
Layaways 60
Work orders 62
Back orders 64
Special orders 66
FAQ: About quotes, layaways, and orders 68
Quotes
Give customers accurate information for future purchases
After you create a quote for a customer, you can easily convert the quote
to either a work order or a sales transaction.
Create a quote
1 Add at least one item to the transaction.
2 Make sure that a customer has been added to the transaction.
3 Select Quote from the Transaction menu.
- or -
Press F5 (Transaction), press 1 (Edit Transaction), press Ctrl+4 (Type), and then Ctrl+2
(Quote).
4 Press F9 (Orders), and then 1 (Save).
Microsoft Dynamics POS saves and prints the quote.
Add details to a quote

Quote details consist of an expiration date, reference number, comment, and payment history.
The comment can include miscellaneous information about a quote, such as special
instructions.
Depending on the receipt formats in use at the store, quote details may be printed on the
receipt.
3 If you want to change the Expiration date, select the Select button, and then select a new
date on the calendar.
and symbols.
5 In the Comment box, type any comments you have about the quote.
6 Select the History tab to view the quote's payment history.
Recall a quote
1 Press F5 (Transaction) and then press 4 (Recall).
2 Press Ctrl+2 (Quotes).
3 Select the quote that you want to recall, and then press ENTER.
Pick up all or part of a quote
Pick up a quote
1 Recall the quote.
2 Press F9 (Orders), and then 6 (Pick Up).
Pick up part of a quote

1 Recall the quote that you want to pick up.
2 Press F9 (Orders), and then 6 (Pick Up).
Quotes 58
3 If the customer wants to pick up a partial quantity of an item, select the item, select Edit
Qty., and then enter the quantity that the customer wants to pick up.
4 If the customer wants to pick up only some items and not others, remove the items that are
to remain on the quote.
The next time you recall the quote, each line item that has been partially picked up will
indicate how many items have been picked up and how many remain on the quote.
Convert a quote to a work order

1 Recall the quote.
2 Press F9 (Orders), and then 3 (Convert to Work Order).
Cancel a quote
1 Recall the quote.
2 Remove all line items from the quote.
More information
 POS View Help  “Quotes, layaways, and orders,” “Sales transactions”
 Manager View Help  “About orders”
Quotes 59
Layaways
Provide your customers with flexible purchasing options
When you put an item on layaway for a customer, the customer pays a
deposit and then makes payments towards the purchase price. The store
holds the item until payment is complete.
Create a layaway
Create the initial layaway
3 Select Layaway from the Transaction menu.
- or -
(Layaway).
5 Enter the amount of the payment in the appropriate Payment box.
Receive payment toward the layaway

1 Recall the layaway.
2 Press F9 (Orders), and then 5 (Layaway Payment).
3 Type the payment amount and press ENTER.
4 Under Payment, select the payment method, enter the payment amount, and then press
ENTER.
View or change layaway details

The details of a layaway consist of a due date, a reference number, and comments. Comments
can include miscellaneous information about the layaway, such as special instructions.
Depending on the receipt formats in use at the store, layaway details may be printed on the
receipt.
1 If necessary, recall the layaway. Then press F5 (Transaction), and then press 1 (Edit
Transaction).
3 If you want to change the next payment's Due date, select the Select button, and then
select a new date.
and symbols.
5 In the Comment box, type any comments you have about the layaway.
6 Select the History tab to view the layaway's payment history.
View or change a layaway’s deposit

The details of a layaway’s deposit consist of the deposit paid, the deposit required, and the
deposit due.
1 If necessary, recall the layaway. Then press F9 (Orders), and then press 4 (Deposit Details).
2 If you want to change the Deposit required, click Change, and then type a new amount.
The Deposit paid and the Deposit due are calculated amounts and cannot be edited.
Layaways 60
Recall a layaway
2 Press Ctrl+4 (Layaways).
3 Select the layaway that you want to recall, and then press ENTER.
Pick up all or part of a layaway
Pick up a layaway
2 Select Pick Up.
Pick up part of a layaway

1 Recall the layaway that you want to pick up.
2 Select Pick Up.
to remain on layaway.
The next time you recall the layaway, each line item that has been partially picked up will
indicate how many items have been picked up and how many remain on layaway.
Cancel a layaway
2 Remove all line items from the layaway.
More information
Layaways 61
Work orders
Create orders for work to be done for customers
A work order is an agreement between the store and a customer for

service work to be done by the store. Work orders also provide specific
details about items to be sold in connection with the work.
Create a work order

3 Select Work Order from the Transaction menu.
- or -
(Work Order).
To view or change the deposit details, select Deposit Details.
5 Enter the amount of the payment in the appropriate Payment box.
Add details to a work order

Work order details consist of a due date, reference number, comment, and payment history.
The comment can include miscellaneous information about a work order, such as special
instructions.
Depending on the receipt formats in use at the store, work order details may be printed on the
receipt.
3 To change the Due date, select the Select button, and then select the date you want.
and symbols.
5 In the Comment box, type any comments you have about the work order.
6 Select the History tab to view the work order's payment history.
Recall a work order

2 Press Ctrl+3 (Work Orders).
3 Select the work order that you want to recall, and then press ENTER.
Pick up all or part of a work order
Pick up a work order
1 Recall the work order.
2 Select Pick Up.
Work orders 62
Pick up part of a work order
1 Recall the work order that you want to pick up.
2 Select Pick Up.
to remain on the work order.
The next time you recall the work order, each line item that has been partially picked up will
indicate how many items have been picked up and how many remain on the work order.
Convert a quote to a work order

1 Recall the quote.
2 Press F5 (Transaction), and then 1 (Edit Transaction).
3 Press Ctrl+5 (Transaction Type) and then Ctrl+1 (Quote).
4 Press Ctrl+4 (Convert to Work Order) and then tender the transaction.
Cancel a work order
1 Recall the work order.
2 Remove all line items from the work order.
3 Select Save.
More information
Work orders 63
Back orders
Automatically add out-of-stock items to purchase orders
When an item is out of stock, you can create a back order for a
particular customer, right from the register. The back order
automatically adds the item and the customer to the store’s regular
purchase order schedule.
Create a back order

2 Add an item that is out of stock to the transaction.
Microsoft Dynamics POS automatically displays the Out of Stock task pane.
3 Press Ctrl+2 (Back Order).
Microsoft Dynamics POS changes the sales transaction to a back order and displays the
deposit due.
Note
This back order will be noted on the Fulfillment tab of any existing or future purchase orders
for the back ordered item.
The back order is also added to the Orders tab in the customer's information.
4 To view or change the deposit details, select Deposit Details.

5 Select Save, and then enter the amount of the deposit paid in the appropriate Payment
box.
Add details to a back order

Back order details consist of a expiration date, reference number, comments, and payment
history. Comments can include miscellaneous information about a back order, such as special
instructions.
Depending on the receipt formats in use at the store, back order details may be printed on the
receipt.
3 To change the Expiration date, select the Select button, and then select the date you
want.
and symbols.
5 In the Comment box, type any comments you have about the back order.
6 Select the History tab to view the back order's payment history.
Recall a back order

2 Press Ctrl+5 (Back Orders).
3 Select the back order that you want to recall, and then press ENTER.
Back orders 64
Pick up all or part of a back order
Pick up a back order
1 Recall the back order.
2 Select Pick Up.
Pick up part of a back order

1 Recall the back order that you want to pick up.
2 Select Pick Up.
to remain on layaway.
The next time you recall the back order, each line item that has been partially picked up will
indicate how many items have been picked up and how many remain on the back order.
Cancel a back order

1 Recall the back order.
2 Remove all line items from the back order.
3 Select Save.
More information
Back orders 65
Special orders
Create a special purchase order for an out-of-stock item
When an item is out of stock, you can create a special order for a
particular customer, right from the register. The special order
automatically adds the item and the customer to a special purchase
order, ready to send to a supplier.
Create a special order

2 Add an item that is out of stock to the transaction.
Microsoft Dynamics POS displays the Out of Stock task pane.
3 Press Ctrl+3 (Special Order).
Microsoft Dynamics POS changes the sales transaction to a special order and displays the
deposit due.
Note
One or more purchase orders for this special order are automatically created and noted on the
line item in the Description column:
PO Pending.
The special order is also added to the Orders tab in the customer's information.
4 To view or change the deposit details, select Deposit Details.

5 Select Save, and then enter the amount of the deposit paid in the appropriate Payment
box.
Microsoft Dynamics POS confirms that a purchase order was created.
Add details to a special order

Special order details consist of a expiration date, reference number, comment, and payment
history. The comment can include miscellaneous information about the special order, such as
special instructions.
Depending on the receipt formats in use at the store, special order details may be printed on
the receipt.
3 To change the Expiration date, select the Select button, and then select the date you
want.
and symbols.
5 In the Comment box, type any comments you have about the back order.
6 Select the History tab to view the special order's payment history.
Recall a special order

2 Press Ctrl+5 (Back Orders).
3 Select the special order that you want to recall, and then press ENTER.
Special orders 66
Pick up all or part of a special order
Pick up a special order
1 Recall the special order.
2 Select Pick Up.
Pick up part of a special order

1 Recall the special order that you want to pick up.
2 Select Pick Up.
to remain on the special order.
The next time you recall the special order, each line item that has been partially picked up
will indicate how many items have been picked up and how many remain on the special
order.
Cancel a special order

1 Recall the special order.
2 Remove all line items from the special order.
3 Select Save.
More information
Special orders 67
FAQ: About quotes, layaways, and

orders

asked about quotes, layaways, work orders, back orders, and special
orders.
What’s the difference between a back order and

a special order?
Back orders add the item to the store’s regular More information
purchase order schedule. Special orders create a See “Back orders” and
unique purchase order for the item immediately. “Special orders” in this
chapter.
Special order is not available as a transaction

type. How do I create a special order?
To special order an item that you don’t normally carry, More information
you must first create a new item with a quantity of 0 See “Special orders.”
(zero), and then add the item to a transaction.
For items you do carry, add the item to a transaction
and change the quantity to more than you have in
stock.
In both cases, Microsoft Dynamics POS will
automatically display options, including special order
and back order.
How can I change the amount that is required

for deposits and layaway payments?
You can change individual amounts in POS View and More information
you can change the preset amounts in Manager View. See “Layaways” in this
chapter and Manager
View Help.
I created a quote and want to convert it to a

work order, but the Convert to Work Order
command on the Orders menu is disabled.
Save the quote and then recall it, or use the More information
Transaction menu at the top of the transaction pane. See “Quotes” in this
chapter.
I clicked the Pick Up command by mistake. How

can I go back or cancel?
On the Transaction (F5) menu, choose Cancel More information
Transaction (5). You can then recall it again later. See POS View Help.
FAQ: About quotes, layaways, and orders 68

5
Gift cards, gift certificates, and
store credit vouchers
Gift cards 70
Gift certificates 72
Store credit vouchers 74
FAQ: Gift cards, gift certificates, and store credit vouchers 76
Gift cards, gift certificates, and store credit vouchers
Gift cards
Issue and accept gift cards
Gift cards can increase sales and your customer base, improve customer
service, encourage repeat business, speed up transactions, and keep
money in your store when you issue gift cards instead of cash refunds.
Issue a gift card

1 Press F6 (Tasks), and then press 7 (Vouchers).
-or-
If the gift card has a magnetic stripe, swipe the card.
If your store uses more than one type of voucher, Microsoft Dynamics POS displays a list of
the store's vouchers.
Note
 These vouchers must have been previously set up in Manager View.
 Some of the following options might not appear or might appear in a different order,
depending on the way your store has been set up
2 Select the gift card that you want to issue, and then select Issue.
Microsoft Dynamics POS displays the Issue Gift Card dialog box with the type of voucher
in the Voucher type box.
3 In the Amount box, type the amount that the customer wants to add to the gift card.
 If the gift card has a magnetic stripe, swipe the card.
 If the gift card does not have a magnetic stripe or a bar code, type the gift card number
in the Gift card number box, and then select OK.
Note
If Microsoft Dynamics POS was set up to automatically create voucher numbers, the Issue Gift
Card dialog box does not display the Gift card number box.
Microsoft Dynamics POS adds the gift card to the transaction and displays the gift card
number on the line item in the Description column.
Add money to a gift card

2 Select the gift card that you want to add money to, and then press ENTER.
3 Select Add To, and then press ENTER.
Microsoft Dynamics POS displays the Add To Gift Card dialog box with the type of
voucher in the Voucher type box.
4 In the Amount box, type the amount that the customer wants to add to the gift card.
5 Swipe the gift card.
-or-
Type the gift card number in the Gift card number box, and then select OK.
Microsoft Dynamics POS adds the gift card to the transaction and displays the gift card
number on the line item in the Description column.
Gift cards 70
Total a sale paid by gift card
1 Add the customer's items to the transaction, and then press F12 (Total).
2 In the Payment list, select the gift card payment method, type the amount the customer
wants to pay, and then press ENTER.
You can press the plus ( + ) key to automatically enter the exact amount.
-or-
Type the gift card number in the Voucher number box.
information box.
Note
The gift card's available balance will appear on the receipt.
Check a gift card's balance

2 Select the gift card voucher that you want, and then press ENTER.
3 Select Check Balance, and then press ENTER.
Microsoft Dynamics POS displays the Gift Card Number dialog box.
-or-
Type the gift card number, and then select Get Balance.
Microsoft Dynamics POS displays the gift card's balance and the gift card number.
More information
 POS View Help  “Issue a voucher instead of a refund,” “Gift cards”
 Manager View Help  “About gift cards, gift certificates, and store credit
vouchers”
Gift cards 71
Gift certificates
Issue and accept gift certificates
Gift certificates can increase sales and your customer base, improve
customer service, encourage repeat business, speed up transactions, and
keep money in your store when you issue gift certificates instead of cash
refunds.
Issue a gift certificate

-or-
If the gift certificate has a magnetic stripe, swipe the certificate.
Note
These vouchers must have been previously set up in Manager View.
2 Select the gift certificate that you want to issue, and then press ENTER.
3 Select Issue, and then press ENTER.
Microsoft Dynamics POS displays the Issue Gift Certificate dialog box with the type of
4 In the Amount box, type the amount that the customer wants to add to the gift certificate.
5 If the gift certificate has a magnetic stripe, swipe the certificate.
-or-
Type the gift certificate number in the Gift certificate number box, and then select OK.
Note
If Microsoft Dynamics POS was set up to automatically create voucher numbers, the Issue Gift
Certificate dialog box does not display the Gift certificate number box.
6 Click OK.
Microsoft Dynamics POS adds the gift certificate to the transaction and displays the gift
certificate number on the line item in the Description column.
7 Write the gift certificate number and any other information your store requires on the gift
certificate.
Add money to a gift certificate

2 Select the gift certificate that you want to add money to, and then press ENTER.
Microsoft Dynamics POS displays the Add To Gift Certificate dialog box with the type of
4 In the Amount box, type the amount that the customer wants to add to the gift certificate.
-or-
If the gift certificate does not have a bar code, type the gift card number in the Gift
certificate number box, and then select OK.
Microsoft Dynamics POS adds the gift certificate to the transaction and displays the gift
certificate number on the line item in the Description column.
Total a sale paid by gift certificate

2 In the Payment list, select the gift certificate payment method, type the amount the
customer wants to pay, and then press ENTER.
-or-
In the Payment list, select the gift certificate payment method, and then press the plus ( + )
key to automatically enter the exact amount of the sale.
-or-
Type the gift certificate number in the Voucher number box.
information box.
Note
The gift certificate's available balance will appear on the receipt.
Check a gift certificate's balance

2 Select the gift certificate voucher that you want, and then press ENTER.
Microsoft Dynamics POS displays the Gift Certificate Number dialog box.
-or-
Type the gift certificate number, and then select Get Balance.
Microsoft Dynamics POS displays the gift certificate 's balance and the gift certificate
number.
More information
 POS View Help  “Issue a voucher instead of a refund,” “Gift certificates”
vouchers”
Store credit vouchers

Issue and accept store credit vouchers
Store credit vouchers can increase sales and your customer base, improve
customer service, encourage repeat business, speed up transactions, and
keep money in your store when you issue store credit vouchers instead of
cash refunds.
Issue a store credit voucher

-or-
If the store credit voucher has a magnetic stripe, swipe the voucher.
Note
These vouchers must have been previously set up in Manager View.
2 Select the store credit voucher that you want to issue, and then press ENTER.
3 Select Issue, and then press ENTER.
Microsoft Dynamics POS displays the Issue Store Credit Voucher dialog box with the
type of voucher in the Voucher type box.
4 In the Amount box, type the amount of the store credit voucher.
5 If the store credit voucher has a magnetic stripe, swipe the voucher.
-or-
Type the store credit voucher number in the Store credit voucher number box.
Note
If Microsoft Dynamics POS was set up to automatically create voucher numbers, the Issue
Store Credit Voucher dialog box does not display the Store credit voucher number box.
6 Click OK.
Microsoft Dynamics POS adds the store credit voucher to the transaction and displays the
store credit voucher number on the line item in the Description column.
7 Write the store credit voucher number and any other information your store requires on
the store credit voucher.
Add money to a store credit voucher

2 Select the store credit voucher that you want to add money to, and then press ENTER.
Microsoft Dynamics POS displays the Add To Store Credit Voucher dialog box with the
type of voucher in the Voucher type box.
4 In the Amount box, type the amount of the store credit voucher.

-or-
If the store credit voucher does not have a bar code, type the store credit voucher number
in the Store credit voucher number box, and then select OK.
Microsoft Dynamics POS adds the store credit voucher to the transaction and displays the
store credit voucher number on the line item in the Description column.
Total a sale paid by store credit voucher

2 In the Payment list, select the store credit voucher payment method, type the amount the
customer wants to pay, and then press ENTER.
-or-
In the Payment list, select the store credit voucher payment method, and then press the
plus ( + ) key to automatically enter the exact amount of the sale.
-or-
Type the store credit voucher number in the Voucher number box.
information box.
Note
The store credit voucher's available balance will appear on the receipt.
Check a store credit voucher's balance

2 Select the store credit voucher that you want, and then press ENTER.
Microsoft Dynamics POS displays the Store Credit Voucher Number dialog box.
-or-
Type the store credit voucher number, and then select Get Balance.
Microsoft Dynamics POS displays the store credit voucher's balance and the store credit
voucher number.
More information
 POS View Help  “Issue a voucher instead of a refund,” “Store credit
vouchers”
vouchers”

FAQ: About gift cards, gift certificates,

and store credit vouchers
Here are answers to some of the most frequently asked questions about
gift cards, gift certificates, and store credit vouchers.
Gift card is not listed under “Choose Voucher.”

How can I issue a gift card?
Gift cards must be set up in Manager View before you More information
can issue them in POS View. See Manager View Help.
The only options under “Store Credit Vouchers”

are “Add to” and “Check Balance.” How can I
issue a store credit voucher?
Store credit vouchers must be set up in Manager View More information
before you can issue them in POS View. See Manager View Help.
What’s the difference between a store credit

voucher and crediting a charge account?
A store credit voucher is a voucher that that can be More information
used as a payment method by anyone. See “Store credit
vouchers” in this
If your store uses customer charge accounts, you can
chapter, and “Charge
apply store credit directly to one customer’s account.
accounts” later in this
book.
Will the balance left on a gift card appear on

receipts?
The built-in receipt formats include printing the gift More information
card’s remaining balance on the receipt. See “About receipt
formats” in Manager
View Help.
FAQ: About gift cards, gift certificates, and store credit vouchers 76
6
Finding items, customers, transactions,
receipts, and orders
Find items 78
Find customers 81
Find transactions and receipts 84
Find orders 87
FAQ: About finding items, customers, transactions, receipts, and
orders 89
Finding items, customers, transactions, receipts, and orders
Find items
Use one of several ways to find items at the register
You can look for an item in the store database by its item number or
description. You can also find an item purchased by a particular customer
or locate a substitute item that has been specified for another item. You
can also find items by performing a basic or advanced search.
Find an item by description

1 In the search box, type all or part of the description of the item you want to find, and then
press ENTER.
-or-
Press F2 (Items), press 5 (By Description), and then in the search box, type all or part of the
item description.
2 In the list, select the item you want.
If multiple matches were found, select the item you were searching for.
3 To view detailed information, choose View/Edit.
-or-
To add the item to the current transaction, choose Add (press ENTER).
Find an item by item number

1 In the search box, type all or part of the item number, and then press ENTER.
-or-
Scan the item's bar code.
-or-
Press F2 (Items), and then press 4 (By Item Number), and then type all or part of the item
number.
2 Select the item in the list.
If multiple matches were found, select the item you were searching for.
3 To view detailed information, choose View/Edit.
-or-
To add the item to the current transaction, choose Add (press ENTER).
Find an item purchased by a customer

 If the customer has been added to the transaction, choose Purchase History in the
transaction pane.
The History tab displays customer purchases made within the time period specified by
your store, such as the last 30, 60, or 90 days.
-or-
1 In the search box, type the customer name or customer number, and then press ENTER.
2 Select the customer, choose View/Edit, and then choose the History tab.
After you finish viewing the customer's purchase history, press ESC.
Note
Press ENTER or choose Return to return the selected item.
Find customers 78
Find a substitute item
1 Select the line item that you want to find a substitute for.
2 Press F2 (Items), and then press 6 (Substitutes).
3 In the list of substitutes, select an item, and then choose Replace.
Note
If a line item is selected but not highlighted, the button in the list of substitutes will say Add. In
that case, choose Add to add the substitute item to the transaction without replacing the
original item.
Perform a basic search for items

1 Press F7 (Tools), and then press 5 (Find).
2 In the Look for box, select Items.
3 On the Basic tab, in the Search for this text box, type some text such as an item name, a
supplier item number, or an item description.
4 In the In these fields box, select the fields you want to be searched, such as All item
fields, Supplier item numbers, or Description fields only.
5 To narrow the search further, select Only these departments, Only these categories, or
Only these suppliers, and then select one or more departments, categories, or suppliers.
Click None or All to speed your selection.
6 Choose Find Now.
Items matching the text that you searched for appear in the results list at the bottom of the
window.
Note
 To stop the search, click Stop.
 To clear the search results and begin a new search, click New Search.
7 To add one of the items in the results list to the current transaction, select the item, and
then choose Add to Order.
Perform an advanced search for items

2 In the Look for box, select Items.
3 On the Advanced tab under Define more criteria, in the Field box, select the field you
want to search in, such as Item No., Department, or Sale Price.
4 In the Condition box, select a required condition for the field, such as that it contains, is
exactly, or does not contain some specific value.
5 In the Value box, type the specific value.
For example, if you selected the Sale Price field, the condition "is exactly," and the value
$29.99, then Microsoft Dynamics POS will search for items that have a sale price equal to
$29.99.
6 Choose Add to List.
7 Repeat steps 2 to 5 for each criterion you want to search for.
Note
To remove a search criterion, select it in the Find items that match these criteria box, and
then choose Remove.
Find items 79
8 Choose Find Now.
Items matching the criteria that you searched for appear in the results list at the bottom of
the window.
Note
To clear the search results and begin a new search, click New Search.
9 To add one of the items in the results list to the current transaction, select the item, and
then choose Add to Order.
More information
 Cashier’s Guide  “Use the search box,” “Check prices and other
information”
 POS View Help  “Finding items”
Find items 80
Find customers
Look up customer information quickly and easily
You can look for a customer in the store database by the customer’s
name or customer number. You can create a new customer and shipping
address, as well as look up customer contact information and purchase
history. You can also find customers by performing a basic or advanced
search.
Find a customer by name

1 In the search box, type all or part of the customer's name, and then press ENTER.
-or-
Press F3 (Customer), press 5 (By Name), and then type all or part of the customer's name.
2 In the list, select the customer.
3 To view the customer's information, choose View/Edit.
-or-
To add the customer to the current transaction, choose Add (press ENTER).
Find a customer by phone number

1 In the search box, type all or part of the customer's phone number.
-or-
Press F3 (Customer), press 6 (By Phone Number), and then type all or part of the
customer's phone number.
-or-
Find a customer by customer number

1 In the search box, type all or part of the customer number, and then press ENTER.
-or-
Press F3 (Customer), press 4 (By Customer No.), and then type all or part of the customer
number.
-or-
View customer information

The General tab displays the customer number and the customer's name, address, contact
information, and charge account balances.
The Shipping tab displays any shipping addresses for the customer. If no shipping addresses
have been created, a blank form for creating a new one is displayed. Choose Set Primary to
specify an address as the customer's primary shipping address.
Find customers 81
The Custom tab displays any custom fields that have been created in Manager View.
The History tab displays the customer's purchase history.
The Orders tab displays the customer's quotes, layaways, work orders, back orders, and special
orders.
Perform a basic search for customers

2 In the Look for box, select Customers.
3 On the Basic tab, in the Search for this text box, type what you are looking for, such as a
customer name, a customer address, or a company name.
4 In the In these fields box, select the fields you want to be searched, such as All customer
fields, Company field only, Name fields only, or Company text field only.
5 To narrow the search to a specific date range, make sure that Last visit between is
selected, and then select start and end dates.
To expand the search to all dates, clear the Last visit between check box.
6 Choose Find Now.
Customers matching the text that you searched for appear in the results list at the bottom
of the window.
Note
7 To add one of the customers in the results list to the current transaction, select the
customer, and then choose Add to Order.
Perform an advanced search for customers

2 In the Look for box, select Customers.
want to search in, such as Customer Number, City, or Last Name.
For example, if you selected the Total Sales field, the condition "is greater than," and the
value $500, then Microsoft Dynamics POS will search for customers who have made
purchases totaling more than $500.
Note
then choose Remove.
8 Choose Find Now.

Customers matching the criteria that you searched for appear in the results list at the
bottom of the window.
Find customers 82
Note
9 To add one of the customers in the results list to the current transaction, select the
customer, and then choose Add to Order.
More information
information”
 POS View Help  “Finding customers”
Find customers 83
Find transactions and receipts

Quickly find previous transactions and receipts
You can find a receipt by searching today's receipts, receipts within a

date range, or receipts in a batch. If you have a scanner, and you have a
receipt for the transaction you are looking for, you can scan the receipt's
bar code to find the transaction in Microsoft Dynamics POS. You can also
find transactions by performing a basic or advanced search.
Find and view a receipt

1 Press F6 (Tasks), and then press 3 (Find Receipts).
2 Under Find Receipts in the task pane:
 Press Ctrl+1 (Today's Receipts) and search for the receipt by time of day.
 Press Ctrl+2 (Receipts by Date/Time), type a start date and an end date, and then press
ENTER.
 Press Ctrl+3 (Receipts by Batch), select a batch, and then press ENTER.
3 Press the following keys to select a receipt, and then press ENTER.
 To scroll down one line, press DOWN ARROW.
 To scroll up one line, press UP ARROW.
 To scroll down one page, press PAGE DOWN.
 To scroll up one page, press PAGE UP.
Microsoft Dynamics POS displays the receipt and Receipt Options.
4 Press TAB, and then press the following keys to change the view of the receipt.
 To zoom in or out, press + (PLUS SIGN) or - (MINUS SIGN).
 To scroll up or down, press UP ARROW or DOWN ARROW.
 To scroll right or left, press RIGHT ARROW or LEFT ARROW.
 To view the next or previous page of the current receipt, press PAGE DOWN or PAGE UP.
5 You can also choose one of the following receipt options. (These options will vary
depending on the type of receipt you view.)
 Press Ctrl+1 (Print) to print the receipt.
 Press Ctrl+2 (View Payment Information) to view the receipt's transaction number,
payment method, and payment amount.
 Press Ctrl+3 (Printer Setup) to display printer settings.
 Press Ctrl+4 (Recall for Return) to recall the transaction for a return or exchange.
 Press Ctrl+5 (Recall for Void) to void the transaction.

Find a transaction by scanning a receipt
1 Scan the bar code on the receipt.
Note
If the bar code is missing or unreadable, you can look up the receipt. See the previous
procedure.
2 Choose one of the receipt options in step 5, above.
Perform a basic search for transactions

2 In the Look for box, select Transactions.
3 On the Basic tab, in the Search for this text box, type what you are looking for, such as a
transaction number, an associate name, a customer account number, or an item lookup
code.
4 In the In these fields box, select the fields you want to be searched, such as Transaction
detail fields only, Customer fields only, or Item fields only.
5 To narrow the search to a specific date range, select Transactions between, and then
select start and end dates.
6 Choose Find Now.
Items matching the text that you searched for appear in the results list at the bottom of the
window.
Note
7 To recall one of the transactions in the results list, select the transaction, and then choose
Recall.
Perform an advanced search for transactions

2 In the Look for box, select Transactions.
want to search in, such as Customer Number, Transaction Number, or Item
Description.
For example, if you selected the Transaction Date field, the condition "in the last 7 days,"
and the date is 3/22/05, then Microsoft Dynamics POS will search for transactions that were
completed in the seven days before 3/22/05.
Note
then choose Remove.

8 Choose Find Now.
Transactions matching the criteria that you searched for appear in the results list at the
bottom of the window.
Note
9 To recall one of the transactions in the results list, select the transaction, and then choose
Recall.
More information
information”
 POS View Help  “Finding transactions and receipts”

Find orders
Look up customer orders quickly and easily
You can find a customer order by selecting a customer in the customer

list and then viewing the customer's information. You can also find an
order by performing a basic or advanced search.
Find an order
1 Press F3 (Customer), and then press 4 (By Customer No.), 5 (By Name), or 6 (By Phone
Number).
2 In the Customers list, select the customer whose order you want to find, and then choose
View/Edit.
You can sort the list of customers by choosing the Customer No., Name, or Phone
column headings.
3 On the Orders tab, select the order you want and view information about the order.
You can sort the list of orders by choosing the Date, Type, or Status column headings.
4 To recall the order, choose Select, and then choose OK.
Perform a basic search for orders

2 In the Look for box, select Orders.
3 On the Basic tab, in the Search for this text box, type all or part of the text to search for.
The basic search looks for text only in the Reference number and Comments boxes on
the General tab of the order's details. (To view the details of any transaction, press F5
(Transaction), press 1 (Edit Transaction), and then press Ctrl+1 (Details).)
4 In the In these fields box, select the fields you want to be searched; in this case, Order
details fields only.
5 To search all orders or narrow the search to a particular type of order, select one of the
following:
 All orders
 Only work orders
 Only back orders (includes special orders)
 Only layaways
 Only quotes
6 Choose Find Now.
Customer orders whose details match the text that you searched for appear in the results
list at the bottom of the window.
Note
To clear the search results and begin a new search, choose New Search.
7 To recall one of the customer orders in the results list, select the order, choose Recall, and
then press Crtl+4 (Recall Order).
Find orders 87
Perform an advanced search for orders
2 In the Look for box, select Orders.
want to search in, such as Customer Last Name, Order No., or Comment.
For example, if you selected the Customer Last Name field, the condition "Contains," and
the value "son", then Microsoft Dynamics POS will search for orders for customers whose
last names contain the characters "son", such as Anderson or Johnson.
Note
To remove a search criterion, select it in the Find records that match these criteria box, and
then choose Remove.
8 Choose Find Now.

Orders matching the criteria that you searched for appear in the results list at the bottom
of the window.
Note
To clear the search results and begin a new search, choose New Search.
9 To recall one of the customer orders in the results list, select the order, choose Recall, and
then press Crtl+4 (Recall Order).
More information
information”
 POS View Help  “Finding customer orders”
Find orders 88
FAQ: About finding items, customers,

transactions, receipts, and orders
finding items, customers, transactions, receipts, and orders.
When using the search box, will it find item

descriptions, item numbers, or customers?
The search box will look anywhere in item descriptions, More information
item numbers, customer names, or customer numbers. See “Use the search
For example, if you type "ball," the results displayed could box” earlier in this
include the following: book.
 Blue Ball (item description)

 1000Ball (item number)
 Frank Ballwright (customer name)
When using the search box, it simply scrolls a list of

items. Why can’t it find customers?
When a list is displayed, the search box only searches that More information
particular list. When no list is displayed, the search box See “Use the search
looks for item descriptions, item numbers, customer box” earlier in this
names, or customer numbers. book.
When searching a list of items, I typed the

description of an item in the search box, but it just
scrolls to end of the list.
The list is sorted by item number. To search for a More information
description, click the Description column header to sort See “Find items” in this
the list by description. chapter.
How far does a customer’s purchase history go?

The History tab displays customer purchases made within More information
the time period specified in Manager View, such as the last See “Find items” in this
30, 60, or 90 days. chapter.
A customer’s complete purchase history is available in
Manager View.
FAQ: About finding items, customers, transactions, receipts, and orders 89

7
Returns and exchanges
Process a return or an exchange with a receipt 91

Process a return or an exchange without a receipt 93
Issue a voucher instead of a refund 95
FAQ: About returns and exchanges 96
Process a return or an exchange

with a receipt
Quickly and securely process and route returns
Microsoft Dynamics POS makes it easy to process returns and transfer

the merchandise to the proper location, depending on your store’s return
policy. You can either scan or look up the receipt.
Process a return with a scanner

1 Scan the bar code on the receipt.
Note
If the bar code is missing or unreadable, you can look up the receipt. See the next page.
2 Press Ctrl+4 (Recall for Return) to recall the transaction for the return or exchange.
3 Press Ctrl+1 (Return Some Items) or Ctrl+2 (Return All Items).
If you are returning only some items, select each item to return, and then choose Add.
When you finish adding return items to the transaction, choose Close.
Note
If you choose "Return All Items," any shipping charge applied to the transaction is
automatically refunded.
If you choose "Return Some Items," the shipping charge is not automatically refunded. In that
case, select the Shipping Charge button and edit the shipping charge in the Amount box.
4 If you are making an exchange, scan or enter the new items.

5 Press F12 (Total) and complete the transaction.
Process a return by looking up the receipt

If the bar code is missing or unreadable, you can look up the receipt.
1 Press F8 (Return), and then press 1 (By Receipt).
2 Press Ctrl+1 (Today's Receipts), Ctrl+2 (Receipts By Date/Time), or Ctrl+3 (Receipts By
Batch).
3 Locate and select the receipt, and then press ENTER.
If returning only some items, select an item, choose Add, and when you've finished adding
items, choose Close.
Note
case, select the Shipping Charge button and edit the shipping charge in the Amount box.


Inventory locations and returns
If your store uses inventory locations in Manager View to help manage item quantities, you can
set up Microsoft Dynamics POS to automatically transfer quantities of returned items to
different inventory locations.
For example, the store might have an inventory location set up for quantities of defective
items. When a customer returns a defective item, Microsoft Dynamics POS automatically
returns the quantity of that item to the “Defective” inventory location rather than returning the
quantity to “Available.”
Example: Automate inventory management for defective returns.

Follow these steps in Manager View to set up Microsoft Dynamics POS to automate defective
merchandise returns. See Manager View Help for details.
1 In Manager View, set up an inventory location for the defective item quantities.
2 In Manager View, set up a reason that will prompt the cashier for defective items.
3 In Manager View, change the reason setting for returns.
More information
 POS View Help  “Returns and exchanges”
 Manager View Help  “About inventory locations,” “About reasons”

Process a return or an exchange

without a receipt
Quickly and securely process and route returns
If a customer wants to return an item without a receipt, you can

perform a return or an exchange in one of the following ways, depending
on your store's return policy.
Process a return or an exchange by customer name or number

If a customer wants to return an item without a receipt and you track customer purchases, you
can verify the original purchase by looking up the customer's purchase history.
1 Press F8 (Return), and then press 2 (By Customer).
2 In the Customers by Customer No. list, select the customer, and then chose View/Edit.
3 On the History tab, select an item to return, choose Return, and when you've finished
adding returned items to the transaction, choose OK.
Note
Any shipping charges that were applied are not automatically refunded. In the transaction
pane, select the Shipping Charge button and edit the shipping charge in the Amount box.

Process a return or an exchange by looking up a transaction

If you don’t track customers and a customer wants to return an item without a receipt, and you
know the approximate date of the transaction, you can verify the original purchase by looking
up the transaction.
1 Press F8 (Return), and then press 1 (By Receipt).
2 Press Ctrl+1 (Today's Receipts), Ctrl+2 (Receipts By Date/Time), or Ctrl+3 (Receipts By
Batch).
3 Locate and select the receipt, and then press ENTER.
If returning only some items, select an item, choose Add, and when you've finished adding
items, choose Close.
Note
case, select the Shipping Charge button and edit the shipping charge.


Process a return or an exchange without purchase verification
If a customer wants to return an item without a receipt and you cannot verify the original
purchase, you can perform a return using return mode.
Note
In return mode, Microsoft Dynamics POS uses the current price rather than the purchase price
for each returned item. These prices might not be the same.
1 Press F8 (Return), and then press 3 (Enter Return Mode).

2 Scan each returned item, or type its item number in the search box and then press ENTER.
A negative quantity will show for each item in the transaction pane.
Note
Any shipping charges that were applied are not automatically refunded. In the transaction
pane, select the Shipping Charge button and edit the shipping charge in the Amount box.
3 If you are making an exchange, exit return mode by pressing F8 (Return) and then 3 (Exit
Return Mode), and then scan or enter the new item.
More information
 POS View Help  “Returns and exchanges”
 Manager View Help  “About inventory locations”

Issue a voucher instead of a refund

The flexibility to adapt to your store’s policies
If you want to issue store credit instead of a refund, you can issue a store
credit voucher, gift certificate, or gift card.
1 Find and recall a receipt for refund.

3 Under Refund, enter the refund amount in the voucher payment method you want, and
then press ENTER.
Microsoft Dynamics POS displays the Voucher dialog box.
4 Type the voucher number in the Voucher number box.
Note
If Microsoft Dynamics POS is set up to automatically create voucher numbers, the program
enters a number in the Voucher number box for you.
7 If you are issuing a gift card, swipe the card.

- or -
Select OK.
Microsoft Dynamics POS adds the voucher to the transaction and the total changes to zero.
8 If necessary, write the voucher number, refund amount, and any other information your
store requires on the voucher.
More information
 POS View Help  “Returns and exchanges,” “Find receipts”
 Manager View Help  “About inventory locations,” “About gift cards, gift
certificates, and store credit vouchers”
Issue a voucher instead of a refund 95

FAQ: About returns and exchanges


asked about returns and exchanges.
Can I add items to a transaction and then accept

a return at the same time?
Yes, you can enter the return first or after the other More information
items are added to the transaction. See “Process a return
or an exchange
with a receipt” in this
chapter.
When should I use return mode?

You can use return mode if a customer wants to return More information
items for which there is no verification of purchase. See “Process a return
However, your store policies might not allow such or an exchange
returns. without a receipt” in
this chapter.
If the store tracks customers, can I use a

customer’s purchase history to process a return?
Yes, you can look up a customer’s purchase history, More information
select the appropriate transaction, and then process See “Process a return
the return of some or all of the items. or an exchange
without a receipt” in
this chapter.
How can I handle a return if there is no receipt

and the store does not track customers?
In this situation, you can look up the electronic copy of More information
the receipt. Then you can process the return of some See “Process a return
or all of the items on the receipt. or an exchange
without a receipt” in
this chapter.
If the store doesn’t give refunds for returns, is

there an easy way to issue store credit?
Yes, you can easily issue a store credit voucher, gift More information
certificate, or gift card. See “Issue a voucher
instead of a refund”
in this chapter.
FAQ: About returns and exchanges 96

8
Receiving inventory
Receive inventory at the register 98

FAQ: About receiving inventory 100
Receiving inventory
Receive inventory at the register

Flexibility to receive shipments anywhere in the store
You can receive inventory in Manager View or POS View. Receiving

inventory in POS View can be especially useful in a one-computer store,
which doesn't have a back-office computer dedicated to managerial tasks.
Receive inventory at the register

You can receive inventory in POS View either using a new item receipt or one that was created
previously in Manager View.
Item receipt
An item receipt is a document – often based on a purchase order – that is used to record
quantities of items received and then to update the store database.
1 Press F2 (Items), and then press 7 (Receive Inventory).

2 Select an existing item receipt and choose View/Edit, or choose New to create a new item
receipt.
Microsoft Dynamics POS switches to Receive Inventory mode.
3 If a purchase order number is not yet shown, choose Browse next to the PO No. box, and
then on the left, select the purchase order for the shipment you are receiving.
If no purchase order is associated with this shipment, you can skip this step.
To select a purchase order, press the arrow keys or type a PO number, supplier name, or
date in the search box. The supplier on the purchase order will automatically be filled in.
To sort the purchase order list by PO number, supplier name, or date, click a column
heading.
4 If a supplier is not yet shown, choose Browse next to the Supplier box, and then on the
left, select the supplier that sent the shipment you are receiving.
To select a supplier, press the arrow keys or type a code, name, or account number in the
search box.
To sort the supplier list by code, name, or account number, click a column heading.
5 Enter the items you've received in the shipment.
You can scan the items or add them to the item receipt manually.
To select items from the item list, press F2 (Items), and then press 4 (By Item Number) or 5
(By Description). Select an item, and then press ENTER to add it to the item receipt.
6 For each item you add, choose Edit Qty., and in the Quantity box, type the quantity you
received.
If the item is a serial-numbered item, enter a serial number or numbers for each received
unit. Choose New, type the serial number or numbers, and then press ENTER. Repeat for
each received unit.
7 When you finish adding the items you received, do one of the following:
 To save the item receipt without updating your inventory, choose Save and Close.
 To save the item receipt, update your inventory, and mark the item receipt as closed,
choose Update Inventory. If you see a message that some serial numbers are needed,
choose Edit Qty. next to each serial-numbered item in the order to add the serial
numbers for that item.

Delete an item receipt
You can use POS View to delete unneeded item receipts from the store database. This can be
useful in a one-computer store, which doesn't have a back-office computer dedicated to
managerial tasks. Only open item receipts can be deleted.
1 Press F2 (Items), and then press 7 (Receive Inventory).
2 Select the item receipt that you want to delete, and then choose Delete.
3 When asked if you are sure you want to delete the item receipt, choose Yes.
Note
Any received quantities that were listed in the item receipt will be lost.
More information
 Cashier’s Guide  “Check prices and other information”
 POS View Help  “Receiving inventory,” “Item information”
 Manager View Help  “Manage your inventory,” “About item receipts”

Receiving inventory
FAQ: About receiving inventory

receiving inventory.
I have unreceived merchandise on the floor that a

customer wants to buy. What should I do?
You can either create an item receipt and receive the More information
goods before selling them or you can add the items to See “Receive inventory
inventory as you sell them. at the register” in this
chapter or “Basic sales
transactions” earlier in
this book.
When selecting the supplier, the list is quite long. Is

there a way to quickly find the supplier?
You can type the supplier’s name, code, or account More information
number in the search box. You can also sort the columns See “Use the search
by clicking their headings. box” earlier in this
book.
Can I change the cost or item type if I make a

mistake?
You can specify the cost and item type when creating an More information
item. They cannot be changed later. See “Basic sales
transactions” earlier in
this book.
What’s the minimum information I need to specify

when creating a new item?
An item number and a description are required. It’s best More information
to also specify the item’s cost, item type, quantity, and See “Basic sales
price. transactions” earlier in
this book.
What should I do if I’m interrupted while receiving a

shipment?
You can save the item receipt and then open it later More information
when you want to continue receiving the shipment. See “Receive inventory
at the register” in this
chapter.
FAQ: About receiving inventory 100

9
Charge accounts
Charge accounts 102

FAQ: About charge accounts 103
Charge accounts
Charge accounts
Give your customers flexible purchasing power
If the store offers charge accounts to customers and they have been set
up in Manager View, you can easily receive payments to customers’
accounts, as well as charge their purchases to their accounts at the
register.
Receive payment for a charge account

2 Press F3 (Customer) and then 9 (Account Payment).
3 In the Account Payment dialog box, type the amount paid.
Microsoft Dynamics POS adds the payment to the transaction.
4 Total the transaction.
Total a charge account sale
4 In the Payment list, select Charge Account.
5 Type the transaction amount, and then press ENTER.
More information
 POS View Help  “Charge accounts,” “Customer information”
 Manager View Help  “About charge accounts”
Charge accounts 102

Charge accounts
FAQ: About charge accounts


asked about customer charge accounts.
What’s the difference between a store credit

voucher and crediting a charge account?
A store credit voucher is a voucher that that can be used More information
as a payment method by anyone. See “Store credit
vouchers” earlier in
If your store uses customer charge accounts, you can
this book, and
apply store credit directly to one customer’s account.
“Charge accounts” in
this chapter.
How can I tell if a customer has a charge account?

When you total a customer’s transaction, Microsoft More information
Dynamics POS displays the Charge Account payment See “Basic sales
method if the customer has a charge account. transactions” or “Find
customers” earlier in
You can also select the customer in the customer list and
this book.
then view information about that customer, including
whether or not the customer has a charge account.
I use an accounting program. Can I use it to handle

accounts receivable and billing?
Yes, you can use either Microsoft Dynamics POS or you More information
can set up sharing information with Microsoft Office See Manager View
Accounting or Intuit QuickBooks. Help.
FAQ: About charge accounts 103

Index
balances, gift card or other voucher 71, 73, 75
A bar codes
accepting payments from customers
item 19
See also deposits
receipt 85, 91
for charge accounts 102
scanners See hardware
by gift card or other voucher 71, 73, 75
batches
for layaways 60
opening and closing 48–49
for sales transactions 20, 30–33
viewing 49
access keys 9–12
blind closes 49
account balance, showing or hiding 15–16
Business Ready Enhancement Plan benefits 2
accounts, charge 102–103
adding comments to line items 23 C
adding customers calculators 50
to the customer list 20 canceling transactions
to transactions 19–20 back orders 65
adding details layaways 61
to back orders 64 quotes 59
to layaways 60 sales transactions 35
to quotes 58 special orders 67
to sales transactions 25 work orders 63
to special orders 66 cash drawers
to work orders 62 See also hardware
adding hardware to registers 52–53 counting 48–50
adding items opening 43
to the item list 19 removing money from 44
to transactions 19 cash drops 44
adding money to gift cards and other vouchers cash payouts 44
70, 72–73, 74–75 cash transactions 20, 30
adding sales reps 23, 29 cashiers
adding shipping addresses to transactions 27 passwords, changing 51
adding shipping charges to transactions 27–28 switching between 7, 41
addresses, shipping 22, 27–28 training 7
administrator, starting as 4 changing passwords 51
advanced search changing quantities 23
for customer orders 88 charge accounts 15–16, 20, 32, 102–103
for customers 82–83 charges, shipping 27–28
for items 79–80 check readers See hardware
for receipts 85–86 check transactions 20, 31–32
amounts checking balances of gift cards or other vouchers
currency conversion 37 71, 73, 75
opening and closing 48 checking prices 21
using currency calculator to enter 50 clearing customers from transactions 19–20
audio settings 52 clearing sales reps 29
clearing shipping charges from transactions 27–28
B clocking in or out 40
back orders
closing amounts 48, 50
creating and managing 64–65
closing batches 48–49
finding 87–88
columns, moving or resizing 8
background, custom pane 15–16
comments, line item 23
balances, customer, showing or hiding 15–16
Index 104
comments, transaction customer support 2–3
back orders 64 customers
layaways 60 adding to transactions 19–20
quotes 58 charge accounts 102–103
sales transactions 25 creating new 20
special orders 66 finding 81–83
work orders 62 purchase history 22, 78
commissions 29 returning items from purchase history 93
community, Microsoft Dynamics POS 2 shipping addresses 22, 27–28
connection settings, database 54 viewing or editing information about 22
controls, window, showing or hiding 15–16 CustomerSource 3
converting currencies 37 customizing POS View 15–16
converting quotes to work orders 59, 63
copies of receipts
D
database connection settings 54
printing 45
debit transactions 20, 31
saving in the store database 52
deleting item receipts 99
counting cash drawers 48–50
deleting shipping addresses 27
creating back orders 64
deliveries, receiving 98
creating customers 20
delivery addresses 22, 27–28
creating items 19
delivery charges 27–28
creating layaways 60
denominations 50
creating quotes 58
deposits
creating reports
back orders 64
sales graphs 47
layaways 60
X, Z, and ZZ reports 48–49
special orders 66
creating shipping addresses 27
work orders 62
creating special orders 66
descriptions, item, finding items by 78
creating work orders 62
details
credit accounts, customer 102–103
adding to back orders 64
credit, store See store credit
adding to layaways 60
credit transactions 20, 30–31
adding to quotes 58
currencies, converting 37
adding to sales transactions 25
currency calculator 50
adding to special orders 66
custom pane 6, 15–16
adding to work orders 62
customer account balance, showing or hiding 15–16
devices, hardware
customer address area, showing or hiding 15–16
setting up 52–53
customer charge accounts 102–103
tutorial 2
customer-facing payment terminals See hardware
discounting line items 23–24
customer list
discounting transactions 25
adding customers to 19
display settings 15–16
moving around in 8
drops, cash 44
viewing 19
due dates
customer orders
layaways 60
back orders 64–65
work orders 62
finding 87–88
layaways 60–61 E
quotes 58–59 editing customer information 22
special orders 66–67 editing item information 21
work orders 62–63 editing line items 23–24
customer payments editing shipping addresses 27
See also deposits editing transactions 25–26
for charge accounts 102 entering practice mode 7
by gift card or other voucher 71, 73, 75 estimates (quotes) 58–59
for layaways 60 exchange rates, currencies 37
for sales transactions 20, 30–33
Index 105
exchanges inventory
with receipts 91 adding items to 19
without receipts 93–94 inventory locations 92
exiting Microsoft Dynamics POS 4 receiving 98
exiting practice mode 7 issuing gift cards and other vouchers 70, 72, 74
expiration dates item list
back orders 64 adding items to 19
quotes 58 moving around in 8
special orders 66 item numbers, finding items by 78
item receipts 98–100
F items
FAQ
See also line items
about charge accounts 103
adding to transactions 19
about finding information 89
creating new 19
about first steps 17
finding 78–80
about gift cards and vouchers 76
matrix items 19, 21
about quotes, layaways, and orders 68
serial numbers 19
about receiving inventory 100
viewing or editing information about 21
about returns and exchanges 96
about transactions 38 J
about working with registers 56 journaling receipts 52
finding customer orders 87–88
finding customers 81–83
K
keyboard
finding items 78–80
shortcuts 9–12
finding items or customers 13–14
touch-screen keyboard 8
finding more information 1–3
using with Microsoft Dynamics POS 8
finding partners 2
finding receipts 45, 84–86 L
function bar 6–7, 15–16 last receipt, reprinting 45
layaways 60–61
G
License Terms 52
generating reports
line items
sales graphs 47
adding to transactions 19
editing 23–24
getting started 4–5
matrix items 19
gift cards 32–33, 70–71
Quantity Shortcut 14, 19
gift certificates 32–33, 72–73
serial numbers 19
graphs, sales 47
substitutes 23–24, 79
H lists
hardware finding information in 13–14
setting up 52–53 moving around in 8, 15–16
tutorial 2 locations, inventory 92
Help 1 locking registers 42
hiding screen elements 15–16 logging off 4, 40, 42
history logging on 4, 40
customer 22, 78 logo, showing in custom pane 15–16
item 21 looking up customers 13–14, 22, 81–83
holding transactions 34 looking up items 13–14, 21, 78–80
hotkeys 9–12 looking up receipts 45, 84–86
HTML files, showing in custom pane 15–16
M
I magnetic stripe readers
information, finding 1–3 See also hardware
Internet resources 2–3 accepting payments with 20, 30
introduction 6–7 making cash drops or payouts 44
Index 106
Manager View partial pickup
described 5 back orders 65
switching to 4–5 layaways 61
matrix items quotes 58–59
adding to transactions 19 special orders 67
viewing or editing information about 21 work orders 62–63
MICR devices See hardware partners 2
Microsoft Certified Partners 2 parts of POS View
Microsoft Dynamics POS customizing 15–16
finding more information 1–3 described 6–7
viewing information about 52 passwords, changing 51
Microsoft product support 2–3 payment methods 20, 30–33
modes payment terminals See hardware
offline mode 55 payments from customers
practice mode 7 See also deposits
return mode 94 for charge accounts 102
modifying customer information 22 by gift card or other voucher 71, 73, 75
modifying item information 21 for layaways 60
modifying line items 23–24 for sales transactions 20, 30–33
modifying shipping addresses 27 payouts 44
modifying transactions 25–26 performing returns
mouse, using with Microsoft Dynamics POS 8 with receipts 91–92
moving around in Microsoft Dynamics POS 8 without receipts 93–94
moving panes, columns, or windows 8 performing transactions See transactions
MSR devices petty cash 44
See also hardware phone numbers
accepting payments with 20, 30 finding customers by 81
product support 2
N picking up transactions
navigation buttons for scrolling lists 15–16
back orders 65
new customers 20
layaways 61
new items 19
quotes 58–59
new shipping addresses 27
special orders 67
newsgroup, Microsoft Dynamics POS 2
work orders 62–63
No Sales 43
PIN pads See hardware
O popping cash drawers 43
offline mode 55 POS View
on account 102–103 customizing 15–16
opening amounts 48, 50 described 5
opening batches 48–49 introduction 6–7
opening cash drawers 43 switching to 4–5
opening Help 1 practice mode 1, 7
opening Microsoft Dynamics POS 4 Premier Support 3
orders, customer See customer orders prices
orders from suppliers, receiving 98 checking 21
out of stock items discounting line items 23–24
back ordering 64 discounting transactions 25
special ordering 66 line item, modifying 19
substitutes 23–24 modifying 21
primary shipping addresses 27
P printers, receipt
Paid per Incident Support 3
See also hardware
panes turning on or off 46
customizing 15–16
printing receipts 45
described 6–7
printing X, Z, and ZZ reports 48–49
moving or resizing 8, 15–16
Index 107
Privacy Statement 52 receipts (continued)
processing returns printing or reprinting 45
with receipts 91 returns with 91
without receipts 93–94 returns without 93–94
processing transactions See transactions scanning 85, 91
product support 2–3 receipts, item (receiving inventory) 98–100
Professional Paid per Incident Support 3 receiving inventory 98
punching in or out 40 receiving payments from customers
purchase history, customer 22, 78 See also deposits
purchase orders for charge accounts 102
creating automatically for special orders 66 by gift card or other voucher 71, 73, 75
receiving inventory against 98 for layaways 60
purchases on account 102–103 for sales transactions 20, 30–33
putting transactions on hold 34 reference numbers
adding to back orders 64
Q adding to layaways 60
quantity, line item
adding to quotes 58
modifying 19, 23
adding to sales transactions 25
setting initial 14
adding to special orders 66
Quantity Shortcut 14, 19
adding to work orders 62
questions frequently asked
refunds
about charge accounts 103
issuing vouchers instead of 95
about finding information 89
for returns 91–94
about first steps 17
for voided transactions 35
about gift cards and vouchers 76
registers
about quotes, layaways, and orders 68
audio, hardware, and other settings 52
about receiving inventory 100
locking 42
about returns and exchanges 96
offline mode 55
about transactions 38
opening or closing 48
about working with registers 56
removing customers from transactions 19–20
quick keys 9–12
removing hardware from registers 52–53
Quick Reference card 2
removing line items 23
quitting Microsoft Dynamics POS 4
removing sales reps 29
quitting practice mode 7
removing shipping charges from transactions 27–28
quotes
reports
converting to work orders 59, 63
sales graphs 47
finding 87–88
reprinting receipts 45
R resizing panes, columns, or windows 8, 15–16
rates of exchange, currencies 37 return mode 94
reasons 23, 36 returning line items 23
recalling transactions returns
back orders 64 inventory locations and 92
holds 34 issuing vouchers instead of refunds 95
layaways 61 with receipts 91
quotes 58 return mode 94
special orders 66 without receipts 93–94
work orders 62 ringing up sales See transactions
receipt printers running reports
See also hardware sales graphs 47
turning on or off 46 X, Z, and ZZ 48–49
receipts
S
finding 45, 84–86
sales graphs 47
journaling 52
sales representatives 23, 29
looking up for return 93
sales transactions See transactions
Index 108
saving receipts in the store database 52 switching to return mode 94
scanners See hardware switching users 7, 41
scanning items 19 system settings 52–54
scanning receipts 85, 91
screen
T
task pane
customizing 15–16
described 6
moving around on 8
resizing 15–16
parts of POS View 6–7
using 8
scrolling lists 8, 15–16
taxes 23, 26
search box 6, 13–14, 78, 81
technical support 2–3
searching for customers 81–83
telephone numbers
searching for items 78–80
finding customers 81
searching for receipts 84–86
product support 2
selecting reasons 23, 36
tendering transactions 20
selecting sales representatives 23
terminals, payment See hardware
selecting substitutes 23–24
text in the custom pane 15–16
selecting taxes 23, 26
time clock 40
selling gift cards and other vouchers 70, 72, 74
totaling transactions
serial numbers 19
about, steps for 20
Setting Up POS Hardware tutorial 2
currency calculator and 50
shipments, receiving 98
currency conversion 37
shipping addresses 22, 27–28
touch screen
shipping charges 27–28
touch-screen keyboard 4, 8, 15–16
shortcuts, keyboard 9–12
using with Microsoft Dynamics POS 8
showing or hiding screen elements 15–16
training cashiers 7
shutting off receipt printers 46
transaction pane 6–7, 15–16
signature capture devices See hardware
transactions
sizing panes, columns, or windows 8, 15–16
adding customers to 19–20
Software License Terms 52
adding items to 19
special orders
adding shipping addresses and charges to 27
back orders 64–65
finding 87–88
basic steps 19
split payments 20
canceling 35
starting Microsoft Dynamics POS 4
currency amounts in 37
status bar 6–7
editing 25–26
stock
finding 84–86
adding items to 19
holding 34
inventory locations 92
layaways 60–61
receiving 98
line items in See line items
store credit
looking up for return 93
accepting as payment 33, 75
quotes 58–59
issuing 74
recalling See recalling transactions
issuing instead of refunds 95
returns and exchanges 91–94
store database connection settings 54
special orders 66–67
Store Setup Wizard 4
totaling 20
styles
tracking in sales graphs 47
adding matrix items to transactions 19
types of, selecting 26
viewing matrix information 21
voiding 35
substitutes 23–24, 79
work orders 62–63
suppliers, receiving inventory from 98
tray 6–7
support, product 2–3
turning receipt printers on or off 46
switching between views 4–5
tutorial 2
switching to offline mode 55
switching to practice mode 7
Index 109
types of transactions vouchers
back orders 64–65 accepting as payment 32–33
changing between 26 gift cards 70–71
layaways 60–61 gift certificates 72–73
quotes 58–59 issuing instead of refunds 95
returns and exchanges 91–94 store credit 74–75
sales transactions See transactions
special orders 66–67
W
Web sites, Microsoft 2–3
work orders 62–63
window
U moving or resizing 8, 15–16
users, switching 7 showing or hiding controls 15–16
Windows Calculator 50
V work orders
viewing customer information 22
converting quotes to 59, 63
viewing item information 21
viewing receipts 45, 84–86
finding 87–88
views
working offline 55
See also modes
described 5 X
moving around in 8 X reports 48
parts of POS View 6–7
switching between 4–5
Z
Z reports 48–49
voiding transactions 35
ZZ reports 49
Index 110

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power, speed, and flexibility at the point of sale

4 Quotes, layaways, and orders

5 Gift cards, gift certificates, and store credit vouchers

7 Returns and exchanges

Welcome to Microsoft Dynamics POS 2009 and to the Cashier’s Guide.

POS View Help

POS View Help  “Use practice mode”

Manager View Help

On the toolbar, click the Help button .

Quick Reference card

Microsoft Certified Partners

Microsoft Dynamics POS Newsgroup

Microsoft product support

For more information, contact your Microsoft Certified Partner or see

For more information, see

Professional Paid per Incident Support

For more information, see http://support.microsoft.com/?LN=en-us&scid=gp;en-

Start and exit Microsoft Dynamics POS

Start Microsoft Dynamics POS

Microsoft Dynamics POS starts in POS View.

Start Microsoft Dynamics POS as an administrator

Exit POS View and Microsoft Dynamics POS

Switch between POS View and Manager View

Start and exit Microsoft Dynamics POS 4

Switch to POS View

POS View and Manager View

Start and exit Microsoft Dynamics POS 5

Introducing POS View

Introducing POS View 6

Practice using POS View

Enter practice mode

Exit practice mode

Introducing POS View 7

Mouse, keyboard, or touch screen

Return to the starting task pad Press ESC.

Select text Press SHIFT+RIGHT ARROW.

Use a touch screen

Scroll a window Tap one of the touch screen navigation

Mouse, keyboard, or touch screen 8

Try these keyboard shortcuts to go directly to many commands in POS

Use the search box

Quickly find items or customers

Find information in lists

Use the search box 13

Change a line item’s quantity before adding the item to a transaction

3 Add an item to the transaction.

Use the search box 14

Customize POS View

Change display settings

Customize POS View 15

Resize the touch-screen keyboard or custom pane

Hide or show the function bar

Hide or show the touch screen keyboard

Customize POS View 16

This topic provides answers to some of the questions most frequently

Can I practice using the program without

Why can’t I exit Microsoft Dynamics POS or

What if my screen looks different from the

Why don’t my touch screen navigation buttons

Why log on and off?

FAQ: About first steps 17

Basic sales transactions 19

Basic sales transactions

Cashier's Guide

Cashier's Guide