Transaction record details
Whenever merchandise or information is exchanged between your club and a customer, Manager creates a record in the Transaction list. The Transaction – Data Entry dialog displays the full contents of a Transaction record, on seven tabs:
Label: Not system-defined; use as desired to aid searching and sorting (e.g., to flag records for review).
Date, Time Created: For transactions created with the Λctiv8 POS system, records the local time at the POS installation.
'Pending' signifies that an order has been created, but not yet fully paid.
'Closed' marks an order that has been paid and made final.
'Open' indicates that an order has been fully paid, but the POS user has kept it open so that more items can be added or a refund issued. In the case of a refund, the original transaction is marked 'Closed,' and the system creates a new 'Pending' order for the refunded item.
'Hold for Tip' appears when payment has been accepted and authorized by the bank, and the POS user has chosen the Hold for Tip option at checkout.
Club sales and transactions created from the “shopping cart” have the status 'Not Applicable.'
Payment Status: Can only be changed by an Λctiv8 Manager Administrator.
Shipping Status: 'Shipped,' 'Picked Up,' 'Hold Shipment,' etc.
Transferred to Accounting: Indicates whether the transaction has been sent to your integrated accounting system.
The status 'Sales Rec Pend' is available when you have enabled the Use Sales Receipt Pending State option in the accounting interface setup.
Delivery Email: Whether a delivery confirmation e-mail has been sent for the transaction.
Email/Printing, Gift Email/Printing: Determines whether sales and gift receipts are e-mailed, printed, both, or neither. Some club managers prefer to send one copy by e-mail and put a printed copy in the box for shipment or pickup.
Note: Although you can print any number of copies of a receipt, once these fields indicate 'Emailed' the system will not send a second e-mail. If itʼs necessary to send another copy, you can override the lock by resetting these values manually.
Checked for Compliance, Compliant: Enabled when your system is integrated with a compliance service. Manager runs the compliance check when the order is created, sets the value of Checked for Compliance (to 'ShipComp Check,' 'ShipComp Commit' [when the charged transaction has been saved at ShipCompliant], or 'ShipComp Void'), and displays the resulting status as 'Yes' or 'No.'
Note: You can change the Subtype and Status of multiple Transaction records at once: Select the records to update and choose Update Transaction Data from the Actions menu (or the right-click menu).
The Sales Order tab is used when creating or viewing retail sales orders.
Show Customer, Show Inventory, Show Package: Open the corresponding data lists to display details of the transaction.
Customer Ship Address: Delivery address information. (To copy a shipping address from the customer record, click Copy Shipping Addr. from Customer.)
Pickup Location: For an order that the customer will pick up in person at the winery or tasting room.
Residential Address: Used by shipping rules to distinguish residential from commercial delivery addresses.
Email Notification: Copies the setting of Email Tracking Info to Customer from the Customer record. Changing the setting here overrides the customerʼs default setting for this transaction.
Hold at FedEx Location: For FedEx shipments, instructs the shipper to hold this package for customer pickup. The address and this setting are copied from the Customer record; you can change them here for this particular transaction.
Email Gift Memo: For gift transactions, sends a gift memo.
Use Inventory: When using placeholders, sets the inventory item display (see below) to show either actual inventory items, or both inventory and placeholders.
Email History displays a list of sent e-mails related to the transaction.
You can set the lower section of the Sales Order tab to display either Inventory Items (to show the transactionʼs selection details) or Shipping Items (to show package and shipping information).
For either version of the list, you can determine which details appear by choosing an option from the View menu (e.g., 'Cost,' 'Location,' 'Loyalty Points,' etc.).
Shows the inventory items selected for an order. You can add items to the list by choosing either 'Create from Inventory' or 'Create from Package' from the drop-down menu. Manager updates the total price (with discount, excluding shipping and handling) as you add or remove items.
Shows information on the shipping containers that Manager has defined to contain the selection of inventory items. Double-click an item to view and edit its details in the Transaction Item – Data Entry dialog.
In this list, the entries are color-coded: the peach color denotes a product package that has been set to Do not Repack.
To change the Weight of multiple shipping packages at once:
In the Transaction list, select the transactions to change.
From the Actions menu, choose Shipment : Change Weight.
In the Set Package Weight dialog, enter the Weight you want to assign to all the selected shipments.
The Invoice tab displays billing information for a transaction.
When you transfer a sale to QuickBooks Accounting, QuickBooks receives only the items that make up the transaction, and makes its own calculations of the debit or credit amounts. Occasionally this produces a different total amount than appears in Manager. In this event, Manager assigns the QuickBooks Status 'Not in Balance,' and the imbalance amount appears as a QuickBooks Transfer Difference.
A significant error, or the Status 'Transfer Error,' indicates a serious discrepancy that you must investigate and correct; for example, different sales tax rates for a state in Manager and QuickBooks.
Minor errors of a penny or so are usually the result of a difference in the way Manager and QuickBooks calculate sales taxes. You can reconcile these by adjusting the total in Managerʼs database.
To adjust a tax calculation difference:
Manager adjusts the amount total in the Transaction record and resets the QuickBooks Status to 'Total Adjusted.'
You can avoid the 'Not in Balance' errors by preventing QuickBooks from calculating sales tax: clear the setting Use QuickBooks Taxation System in the QuickBooks Accounting interface setup.
The Payment tab shows data on credit-card verification and authorization; most of this information is duplicated from the Customer record. Changes you make here will apply only to this transaction — for example, you can charge the sale to a different card by changing the Card #.
(Features marked with * do not appear if youʼre not using a payment processorʼs “vault” service.)
* Vault Id: The first component of the token number, assigned by the payment processor.
* AVS Response reports the message returned by the payment processor when the card number was added to its “vault.”
To redeem an Λctiv8 gift card:
Follow the steps to create a retail sale.
On the Payment tab, click Gift Card.
In the Redeem Gift Card dialog, scan the barcode from the gift card.
If you are entering a partial payment, enter the Amount.
Click OK and complete the order as usual.
Method: 'Cash,' 'Check,' 'Credit Card,' 'Invoice,' or 'POS'
Status: (See Payment status)
Amount: The amount of the partial payment
Tip: The sum of all tips paid on the transaction
Id: The transaction number in the payment processorʼs records
Type may be one of 'Sale,' 'Credit,' or 'Void'
Date, Time: The date and time when the partial payment was made
Provides space for Notes and Special Instructions pertaining to the transaction.
For gift orders, check Is Gift; add a Gift Message to be sent with the gift memo to the recipient. (For gift orders placed from the Actions menu or the “shopping cart,” the message text is usually added automatically.)
Displays details of any promo codes or discounts associated with the transaction.
When an e-mail marketing link includes the argument
?sourcecode, the Promo Code 2 field is set when a customer makes a purchase resulting from the link. You can use this data to calculate the revenue generated by an e-mail marketing campaign.
Note: Λctiv8 Manager administrators can change the names of the Promo Code 1 and Promo Code 2 fields by modifying entries in the Translation list; contact Λctiv8 support for more information.
The Customer and Membership tabs display selected information from the customer record: contact information, shipping preference, and membership term. At the bottom of the dialog box, Open Customer opens the Customer record, where you can view the memberʼs full transaction history.
The Compliance tab appears when you work with an integrated compliance service.
The Payment list