# Department Sales ## Overview A department is a group of similar items. For example, a dairy department might include items like milk, butter, eggs, and ice cream. A department item is sold in one of the following ways: * \[Department] soft key: A specific key set up for a specific department. * \[OTHER DEPT] key: A specific key set up to accept sales to any defined department number. The maximum number of departments that can be configured by platform: * Ruby Ci - 9999 * Verifone Commander – 9999 Do not use departments 9990-9999 * 9990 - Loyalty (invisible department) * 9991 - Loyalty (invisible department) * 9992 – Fees (invisible in new applications) * 9998 – Manual fuel deposit – not invisible but required to ring up a manual fuel sale that doesn’t set the dispenser. This must not be altered or changed. * 9999 – Fuel Deposit (invisible) this department is read only because it’s the holding department for prepay fuel sales. It cannot be modified or changed. ## Using Department Sales Following are the types of Department Sales: * [Basic Department Sale](#basic-department-sale) * [Department Sale with Fee (Money Order)](#department-sale-with-fee-money-order) * [Department Sale with ID Check](#department-sale-with-id-check) * [Department Sale with Fractional Quantity](#department-sale-with-fractional-quantity) * [Department Sale with At-For Pricing](#department-sale-with-at-for-pricing) ### Basic Department Sale 1\. Key \ of the item 2\. Do one of the following: * Touch department * Press department key * Press \[OTHER DEPT] and then press appropriate department in the Other Department list ### Department Sale with Fee (Money Order) Money orders are typically sold using department keys. It is common to charge a fee for each money order sold. This fee is typically configured to be added automatically. {% hint style="info" %} *No more than five money orders can be sold during a single transaction.* {% endhint %} {% hint style="info" %} *Refer to the Money Order Feature Reference for more information on this feature.* {% endhint %} 1. Key \ (for example: \[1]\[0]\[0]\[0] = $10.00) 2. Touch \[MONEY ORDER] soft key Or press \[OTHER DEPT] and touch Money Order in the Other Department list 3. Key \ or touch \[OK] for a blank name 4. Touch \[OK] or press \[ENTER] to complete manually and add money order sale to the transaction along with any applicable configured fee ### Department Sale with ID Check Departments with alcohol and tobacco products are usually set up with age verification. Purchase of these products is the same as with other departments with the exception of the age verification feature. The system displays a message alerting the cashier that an ID check is required. The system rejects further entries until the date of birth is entered. Once entered, the system determines if the customer is old enough to purchase the item and either adds it to the transaction or displays a message. 1\. Touch or scan a product requiring ID checking 2\. Do one of the following: * ■ Key birth date (mm/dd/yy) and touch \[OK] or press \[ENTER] * ■ Swipe the magnetic stripe on the driver's license * ■ Scan the 2D barcode on the driver's license The system either adds item to transaction or displays a message that purchase is not allowed. ### Department Sale with Fractional Quantity Department items can be sold in fractional quantity. 1. Key quantity to be sold (for example: \[5] \[0] = 1/2 pound) 2. Press \[QTY] or enter the department item 3. Do one of the following: * ■ Key a PLU on the keyboard and press \[ENTER] * ■ Touch a PLU soft key * ■ Scan the barcode ### Department Sale with At-For Pricing Pricing for some department items is based on purchase of a particular quantity; for example, 3 candy bars for $ 1.00. This is known as At-For Pricing (@/ pricing). {% hint style="info" %} *At-For Pricing cannot be used with items sold in fractional quantities.* {% endhint %} 1. Key quantity being sold and press \[QTY] 2. Key number of items on which the price is based (for example, if the item sells three for $1.00, then key \[3]) 3. Press \[QTY] and key the base price (for example, key \[1]\[0]\[0]) 4. Do one of the following * ■ Touch the department * ■ Press the department key * ■ Press \[OTHER DEPT] and then touch the department in the Other Department list Recap: To ring up one unit of item that sells 3 for $ 1.00 - Press \[3]\[QTY] \[3] \[QTY]\[1]\[0]\[0] this will look on screen like 3\@3/100, then department. ## Configuring Department Sales Use Department section under Store Operations > Merchandise > Departments to define the departments.
Field / ButtonAllowable Value/Function
NumberEnter the new department number (1 - 9999).
DeleteClick to delete the selected department.
AddClick to add a new department.
NameEnter a description (alphanumeric, 1 - 16).
Min AmtEnter the department’s minimum allowable dollar amount for a line item sale (0.00 – 9999.99).
Max AmtEnter the department’s maximum allowable dollar amount for a line item sale (0.00 – 9999.99).
Product Code

Select the name assigned to the product code (set by the network) that categorizes the products sold.

Note: If a PLU and a department have different codes, the product code assigned to the PLU overrides but only if the product code in the PLU File ≠ 0.

Category

If categories are used, select the category.

Note: Categories are set up in Store Operations > Merchandise > Category.

Fee

If a fee automatically applies to sales in this department, select the fee.

Note: Fees are set up in Store Operations > Payment > Fees.

ID Check

If the department requires an ID check for purchase, click the Edit button.

In the ID Check form, select the appropriate ID Check and click Done.

Note: ID Checks are set up in Store Operations > Restrictions > ID Check.

Taxes

If a tax is added when items in the department are sold, click Edit and select the appropriate tax.

Note: Taxes are set up in Store Operations > Payment > Tax Rates.

Blue Laws

If the sale of an item in the department is restricted on a designated day(s), click Edit and select the appropriate Blue Law.

Note: Blue Laws are set up in Store Operations > Restrictions > Blue Laws.

Fuel Tax Exemption

Select the Fuel Tax Exemption that applies to the department.

This parameter does not appear unless a Fuel Tax Exemption record has been set up in Forecourt > Fuel Tax Exemption.

Applies to fuel departments only.

Transaction Quantity Limit

Determines the quantity limit per transaction.

This parameter is used to restrict bulk quantity purchase of certain items. This field accepts non-negative decimal number to allow for fractional quantity. Default value is 0.00 and means that there is no restrictions on the total purchase quantity in a transaction.

Note: If the transaction quantity limit of an item is set to more than 0, then a suspended transaction containing the item cannot be recalled to be added to another suspended transaction into a single receipt.

Allow Food Stamps

Select if food stamps may be used to purchase items in this department.

Refer to Food Stamp Payment to know more about how food stamp eligible PLUs are used.

Allow Special Discount

Select if the items in this department may have a special discount applied to them (for example, a Senior Citizen Discount).

Note: If this parameter is selected, then Special Discount MOP should be set up in Store Operations > Payment > MOP with Special Discount MOP Code.

Allow Fractional Quantity

Select if items in this department are to be sold in fractional quantities.

Note: If this parameter is selected, all quantities entered in department sales for this department are read as decimals. For example, if the quantity is 1¾ lbs of turkey, key [1] [7] [5]. If this parameter is not selected, all quantities entered are read as whole numbers.

Negative DepartmentSelect if transaction amounts are subtracted from receipt and report totals.
Fuel Department

Select to define the department as a fuel department.

Note: If this parameter is selected, then do not select “Mark as Negative.”

Money Order Department

Select to define the department as a money order department.

Note: If this parameter is selected, then do not select "Mark as Negative."

Note: Refer to the Money Order Feature Reference for more information on this feature. The Feature Reference is available on the Premier Portal.

Prompt Serial Number

Some items that Convenience Stores sell need to have their serial number printed on the receipt. When such an item is scanned/entered, the POS needs to prompt the cashier to enter the product’s serial number.

Enable to prompt for serial number to be printed on the receipt. Cashier can either enter the serial number or bypass the prompt to complete the transaction. Serial number can be entered via screen keys, hard keys, or scanned via scanner.

Prohibit Discount

Select to prohibit discounts configured to be applied by pressing the discount key.

Prohibit Discount does not affect PLU Promo, NAXML Promo (Combo/MixMatch), or Loyalty line-item discounts.

## Reporting The Department Report reflects sales-related totals and counts on a department by department basis.

DEPARTMENT REPORT

DEPT# DESCRIPTION CUST ITEMS %OF SALES

GROSS REFUNDS DISCOUNTS NET SALES

---------------------------------------

9001 BAKERY 2 2.00 2.83%

11.00 0.00 0.00 11.00

9004 TAX GROC 5 6.00 2.46%

10.26 0.00 0.70 9.56

9005 DAIRY 2 2.00 1.31%

5.58 0.00 0.50 5.08

9006 N/TAX GROC 3 1.00 3.48%

15.50 2.00 0.00 13.50

9030 MONEY ORDER 2 2.00 30.96%

120.00 0.00 0.00 120.00

9031 M.O. FEE 2 3.00 . 81%

3.00 0.00 0.00 0.22

9032 BOTTLE DEPOS 1 7.00 0.33%

1.30 0.00 0.00 1.30

9033 BOTTLE RETUR 1 -2.00 -0.08%

-0.30 0.00 0.00 -0.30

9040 UNLD. 2 2.00 25.80%

100.00 0.00 0.00 100.00

9041 MID 1 1.00 12.96%

50.24 0.00 0.00 50.24

9042 PREM. 1 1.00 11.86%

50.00 0.00 4.02 45.98

9050 PLU NOT FOUN 1 1.00 0.32%

1.25 0.00 0.00 1.25

9060 MISC 8 12.00 2.11%

32.98 0.69 4.95 8.20

---------------------------------------

NEG DEPTS -2.00

-0.30 0.00 0.00 -0.30

OTHER DEPTS 66.00

400.81 2.69 10.17 387.95

-------------------------------------

TOTAL 64.00 100.00%

400.51 2.69 10.17 387.65

Sample Department Report for All Departments
### Report Details * DEPT#: Four-digit identification of the product as it appears in the Department File. * DESCRIPTION: Description of the product as it appears in the Department File. * CUST: Number of transactions that included one or more items from this department. * ITEMS: Quantity sold of this item. * %OF SALES: Total Sales for this department divided by Total Sales (all departments). * GROSS: Total dollar amount collected for sales of a department. * REFUNDS: Total dollar amount refunded for items returned in a department. * DISCOUNTS: Total dollar amount discounted for items sold in a department. This total includes both automated and manual discount types: * Use of the \[DISC], \[DISC%], and \[DISC AMT] keys * Combo, mix ’n match, fuel, and promotional discounts * POP discounts * NET SALES: Total dollar amount of items sold in a department after refunds and discounts have been applied. * NEG DEPTS: The totals for departments marked as negative departments. * OTHER DEPTS: The totals for other department sales not marked as negative departments (typically, most departments fall into this group). * TOTAL: Total department sales after negative department total is subtracted from other (standard) departments. ## Troubleshooting
# MessageDescription/Action
E1115INVALID DEPARTMENTThe department entered in Department Setup function in Car Wash Manager mode does not exist. Define the department in the Department File or choose another department
E1116AMOUNT TOO LARGEThe dollar amount entered is larger than the maximum allowed for this department or MOP.
E1121DISCOUNT TOO SMALLThe discount entered is less than the set minimum amount.
E1122DISCOUNT TOO LARGEThe discount entered is more than the set maximum amount.
E1131AMOUNT TOO SMALLThe dollar amount entered is less than the minimum set up for the department or MOP.
E1140AMOUNT REQUIREDA dollar amount must be entered.
E1141PURCH. NOT ALLOWEDThe customer cannot purchase this item because either (1) the date of birth entered for the ID check does not meet the age requirements or (2) a Blue Law restriction has been set up for this item or department at this time on this day.
E1145CASH ONLY ALLOWEDOnly cash is allowed in this transaction.
E1201NO AT-FOR SALES W/FRACTIONAL QTYAt-for pricing cannot be used for items that can be sold in fractional quantities.
E6720DEPARTMENT INVALIDThe department number was determined to be invalid.
E7056DEPARTMENT NOT FOUNDUser has attempted to configure an invalid department for the Loyalty program.
E7057DEPARTMENT ALREADY PART OF LOYALTYUser has attempted to configure the same department more than once in the Loyalty file.
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