How to Configure Void Reasons
Introduction
The purpose of this guide is to provide a foundational understanding of the options and capabilities available when configuring Void Reasons. Reasons are configured based on a Reason Type (E.g: Item Void Reason, Transaction Void Reason, Post Transaction Void Reason) and are associated with a Region in which they are applicable.
The properties of a Reason configuration too depend on the Reason Type. Void Reasons are Reasons for which either a particular item or an entire transaction may be deemed to be void and not taken into consideration, due to reasons such as the item being faulty, a customer leaving the store, operator error, etc. This guide provides the basic step-by-step configurations required to set up the necessary Void Reasons.
Overview
This guide will cover the configuration for the following:
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Item Void Reason – Allows setting a particular item in a transaction as a void item.
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Transaction Void Reason – Allows setting an entire transaction as a void transaction.
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Post Transaction Void Reason – Allows setting an entire completed transaction as a void transaction.
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Item Tender Void – Allows setting a tender function applied on a transaction as void.
Prior Training / Experience
You should be familiar with the following:
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Estate Manager Configuration
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Data Broadcasting
Configuration Steps
Reasons are created based on a pre-defined Reason Type and associated with a Region in which they are applicable. Each Reason Type is known to a specific function of the application, that is required to capture reasons of the specific type. Many of the Reason Types relate to Application-Specific built-in functionality.
Item Void Reason
There are instances when a customer requires to eliminate a selected item before proceeding with the transaction. Item Void Reason allows setting a particular item in a transaction as a void item.
The reason maintenance application can be accessed through:
Configuration -> Organisation -> Reasons
To create a new Reason, select Create a New Reason on the Reason Maintenance page.
Select the appropriate Region** **from the **Region** drop-down.
Select Item Void from the Reason Type drop-down.
Enter a unique **Reason ID **for the new Item Void Reason. The ID can be alphanumeric and contain a maximum of 20 characters.
Select Create.
You will be presented with the following options to complete creating the new Item Void Reason:
Reason – General Tab
The General tab has all the basic information that captures the identity of the Item Void Reason.
Set the appropriate values on the General tab as follows:
Configuration | Description |
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Description | Enter a user-friendly, meaningful description for the Reason that can be alphanumeric with a maximum of 50 characters. |
Select the locale from the dropdown list of all configured Locales. | |
Function Authorisation Code | Select the applicable Function Authorisation Code from the drop-down list. These are defined and configured in Role Maintenance and applicable only if the reason selection requires authorisation. |
Capture Reference Number | If checked, the User will be prompted to enter a reference number when using this Reason. |
Capture Customer Name and Address | If checked, indicates that the User must be prompted to capture the Customer's Name and Address when using this Reason. |
Parent Reason ID | If the reason requires a parent reason, select the relevant parent reason from the drop-down list of all configured Reasons of the same Reason Type. |
Reason Start Date | Enter a Reason Start Date |
Reason End Date | Enter a Reason End Date |
Reason – Transaction Types Tab
The Transaction Types tab is available for Reasons which are only valid for certain transaction types (Eg: Restaurant sale transaction). All Transaction Types for this Reason can be selected here and if no transaction types are selected, it is assumed that the Reason is valid for all.
Reason – Witness Tab
The Witness tab is available for Reasons which require the User to obtain a witness when using this Reason. If checked, the user will be prompted for a witness whenever the Reason is selected.
If checked, additional configuration options will appear. Set appropriate values on the fields as follows:
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Select Save to complete creating the Item Void Reason.
*Multiple Reasons can be created for the Item Void Reason Type as required, and these Reasons will be presented to the operator to select from when performing an Item Void.
Transaction Void Reason
Unlike eliminating a single purchased item as discussed previously, there are instances when a complete transaction might require eliminating. Transaction Void Reason allows setting an entire transaction as a void transaction.
To create a new Reason, select Create a New Reason on the Reason Maintenance page.
Select the appropriate Region** **from the **Region** drop-down.
Select Transaction Void from the Reason Type drop-down.
Enter a unique **Reason ID **for the new
Transaction Void Reason. The ID can be alphanumeric and contain a
maximum of 20 characters.
Select Create.
You will be presented with the following options to complete creating the new Transaction Void Reason:
Reason – General Tab
The General tab has all the basic information that captures the identity of the Transaction Void Reason.
Set the appropriate values on the** General Tab **as per the sample on configuring item void reason.
Reason – Witness Tab
The Witness tab is available for Reasons which require the User to obtain a witness when using this Reason. If checked, this option is made active for this Reason.
Set the appropriate values on the** Witness Tab **as per the sample on configuring item void reason.
Select Save to complete creating the Transaction Void Reason.
*Multiple Reasons can be created for the Transaction Void Reason Type as required, and these Reasons will be presented to the operator to select from when performing a Transaction Void.
Post Transaction Void Reason
Post Transaction Void Reason allows setting an entire transaction that had been completed, as a void transaction.
To create a new Reason, select Create a New Reason on the Reason Maintenance page.
Select the appropriate Region** **from the **Region** drop-down.
Select Post Transaction Void from the Reason Type drop-down.
Enter a unique **Reason ID **for the new Post Transaction Void Reason. The ID can be alphanumeric and contain a maximum of 20 characters.
Select Create.
You will be presented with the following options to complete creating the new Post Transaction Void Reason:
Reason – General Tab
The General tab has all the basic information that captures the identity of the Post Transaction Void Reason.
Set the appropriate values on the** General Tab **as per the sample on configuring item void reason.
Reason – Witness Tab
The Witness tab is available for Reasons which require the User to obtain a witness when using this Reason. If checked, this option is made active for this Reason.
Set the appropriate values on the** Witness Tab **as per the sample on configuring item void reason.
Reason – Post Void Tab
Set the appropriate values on the Post Void tab as follows:
Configuration | Description |
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Reversal Time Limit (hours) | Enter a numeric value to indicate the limit for reversal in hours. If set to zero, the hours will unlimited. |
Reversal Days Limit (days) | Enter a numeric value to indicate the limit for reversal in days. If set to zero, the days will be unlimited. |
Allow Manual Reversal | Select checkbox to enable the user to perform a manual reversal through the POS. |
Transaction Value Limit | Set a Transaction Value Limit for the post transaction void reason. If set to zero, the transaction value will be unlimited. |
Item Count Limit | Enter a numeric value to indicate a limit for items for this void reason. If set to zero, the item count will be unlimited. |
Limit To Last Day End | Select checkbox to indicate that the reason is limited to Last Day End. |
Select Save to complete creating the Post Transaction Void Reason.
*Multiple Reasons can be created for the Post Transaction Void Reason Type as required, and these Reasons will be presented to the operator to select from when performing a Post Transaction Void.
Item Tender Void Reason
When adding various tenders to an order there may be instances where the customer will need to change the mode of payment. Item Tender Void Reason allows setting a selected tender function (Cash or Card) of a transaction as void.
To create a new Reason, select Create a New Reason on the Reason Maintenance page.
Select the appropriate Region** **from the **Region** drop-down.
Select Item Tender Void from the Reason Type drop-down.
Enter a unique **Reason ID **for the new Item Tender Void Reason. The ID can be alphanumeric and contain a maximum of 20 characters.
Select Create.
You will be presented with the following options to complete creating the new Post Transaction Void Reason:
Reason – General Tab
The General tab has all the basic information that captures the identity of the Item Tender Void Reason.
Set the appropriate values on the** General Tab **as per the sample on configuring item void reason.
Reason – Transaction Types Tab
The Transaction Types tab is available for Reasons which are only valid for certain transaction types (Eg: Restaurant sale transaction). All Transaction Types for this Reason can be selected here and if no transaction types are selected, it is assumed that the Reason is valid for all.
Set the appropriate values on the** Transaction Types Tab **as per the sample on configuring item void reason.
Reason – Witness Tab
The Witness tab is available for Reasons which require the User to obtain a witness when using this Reason. If checked, this option is made active for this Reason.
Set the appropriate values on the** Witness Tab **as per the sample on configuring item void reason.
Select Save to complete creating the Item Tender Void Reason.
*Multiple Reasons can be created for the Item Tender Void Reason Type as required, and these Reasons will be presented to the operator to select from when performing an Item Tender Void.
Menus
To enable the use of the above reasons, appropriate Menus and Role privileges should be configured separately.
The menu maintenance application can be accessed through:
Configuration -> System -> Menus
The Sale Menu contains most of the functions that will be required by a retailer. Most of the customization work will involve restructuring the hierarchy of the menu, removing unnecessary items, or potentially adding a new item.
Following are the events that can be configured for this reason menu:
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*Configuring Menus is further described in a separate How-to Guide.
User Roles
The user role maintenance application can be accessed through:
Configuration -> HR -> User Roles
The configuration interface used to specify User Roles facilitates the selection of required permissions by applying a discovery process to the Package resources of the Enactor Retail Software itself.
Authorisation to run the specific functionality documented here are controlled with privileges maintained in roles.
Select an appropriate role you wish to edit, the example here is using SALES_ASSISTANT.
Select the enactor POS package and configure the privileges as required.
Following are the privileges that can be configured for this user role:
Reason Type | Package | Function ID |
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Item Void | Enactor POS | enactor.pos.AuthorisesVoidItem enactor.pos.VoidItemAllowed |
Transaction Void | Enactor POS | enactor.pos.AuthorisesVoidTransaction enactor.pos.VoidTransactionAllowed |
Post Transaction Void | Enactor POS | enactor.pos.AuthorisesPostTransactionVoid enactor.pos.PostTransactionVoidAllowed |
Item Tender Void | Enactor POS | enactor.pos.AuthorisesVoidTenderItem enactor.pos.VoidTenderItemAllowed |
* Configuring User Roles is further described further in a separate How-to Guide.
Broadcasting
To deliver the configuration changes to the POS, broadcast the following entity.
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Reason
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Menu
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Roles
POS Functionality
Item Void Reason Functionality
On adding products to the bag, the operator will be presented with screen 1.
Select product as shown on screen 2, to view all applicable functions for the product displayed at the bottom pane.
Select Item Void and a set of configured Item Void Reasons are displayed to the operator.
The operator can then select the applicable Reason and click OK to apply the Item Void reason to the selected product.
Transaction Void Reason Functionality
On adding products to the bag, the operator will be presented with screen 1.
All applicable functions for transaction are displayed at the bottom pane. Select Voids and the option of Transaction Void will be displayed to the operator as shown on screen 2.
Select Transaction Void and a set of configured Transaction Void Reasons are displayed to the operator.
The operator can then select the applicable Reason and click OK to apply the Transaction Void function to the selected transaction.
Post Transaction Void Reason Functionality
The operator after completing a transaction will be able to use the Post Transaction Void function by clicking on the Post Void button as shown of screen 1.
Once Post Void is selected, click on the Search button as shown of screen 2 to pick the transaction to void.
Enter search criteria and select the Search button again as shown on screen 3.
Search results of the transactions will be displayed as shown on screen 4.
Select the transaction from the list and select the Confirm button, which will result in a Post Transaction Void.
Item Tender Void Reason Functionality
The operator after completing a transaction will be able to use the Item Tender Void function.
Selecting the tender applied and click on the Void Tender button as shown of screen 1.
A of configured Item Tender Void Reasons are displayed to the operator as shown on screen 2.
The operator can then select the applicable Reason and click OK to apply the Item Tender Void function to the selected transaction.