POS-2200 uses "TRANSACTION CODES" to keep track of money. You'll have a TC code for "cash", "check", "Visa card", and many other things. The system is very flexible. If you take chickens and eggs in trade for stock, you can have a transaction code for each of those.

The transaction code is a TWO CHARACTER, alpha/numeric code. That gives you about 1,400 different code possibilities.

Besides transaction codes that you come up with yourself, POS-2200 has a number of codes that are used internally. Codes that you make up can be made of numbers and UPPERCASE letters. Codes used internally by the software are all defined with lower case letters.

The screen shown below illustrates the TC maintenance screen. You get to that screen from the "Trans Code" button in the Maintenance column on the main menu.

A list of the most commonly used Transaction Codes is at the end of this page.

TC codes are changed by first finding and clicking on the code you want in the list on the top of the screen. You can then change anything in the bottom half of the screen. Click the SAVE button to save those changes.

A new TC code is added by clicking on the ADD button. You'll get a small screen where you enter the new Transaction code and a description. Click save and that code will be added to the list. You can then make changes to that code.

You can delete a transaction code by clicking the DELETE button. You'll get an alert screen asking you to confirm that you really want to delete the code. It's best to NOT delete transaction codes. Several sales analysis and history programs will look for the TC code to get a description. If you've deleted the code, the history reports won't know the description.

If a transaction code has not been used in a long time, or if it's never been used, then it's ok to delete the code. You can tell if the code has been used by checking the totals shown on the screen.

There are many options related to transaction codes. These are defined in detail following the screen shown below.

Note that the screen includes a REPORT button. This will print a grid format report of all trans codes. It can print in tranc code sequence or in reporting sequence.

The maintenance screen also includes a DEFAULT button. That one will check your system for the most commonly used codes. If any are missing they will be added to your system. (If you have already added any of these the program will NOT write over what you've done.) Using the default codes is a good way to see the settings that are commonly used for various TC types.

• Description is simply the description of the transaction code. You may want to keep it short since it will print on the customer's receipts.
  
  
• Level and Sort allow you to group transaction codes for reports. You would commonly group cash, checks, and credit cards together. Then you might group your credit codes together.
  
  Level defines the grouping of codes. All codes at the same level will print together on reports and will have a sub total at the end of the group.
  
  Sort allows you to control the order the codes appear in within the group. Code "MC" would normally sort before code "VC". If you wanted "VC" to come first, you could give it a sort code of "10" and give "MC" a sort code of "20".
  
  
• The Make Change check box tells the system if the sales clerk is allowed to make change when payment is made with this transaction code. For example, some stores have a policy that checks must be made for the exact amount of the purchase. Leaving the MAKE CHANGE box un-checked would tell the system to not allow change for payments by check.
  
  
• The Reconcile check box tells the system that payments made with this transaction code should be recorded on the check register reconcilliation report. You'd normally only check this box for the payment by "CHECK" transaction code.
  
  
• SS column and SS Sign are used to control the sequence and how to accumulate transaction code totals on certain reports.
  
  
• Type defines how the transaction code is to be used. The choices are:
  • payment: normal payments like cash or credit
  • credit: Payment is being made with a credit memo which was issued by the system. The customer must have their credit memo number to use a TC of this type.
  • gift certificate: Payment is being made with a gift certificate issued by the system. Gift certificates are all numbered and the number is required to use a TC of this type.
  • discount: Discount TC's identify a type of discount. The TC can optionally include a specific percentage. If a percent is included, the amount of the discount will automatically be calculated based on the total amount of the sale which has not been paid for yet. If no percent is given the clerk can hand enter the discount amount or the percent.
  • system use only: This is a special case and should not be used.
  
  
  
• Disc % is only used for DISCOUNT type codes. If the discount percent is left blank the sales clerk can enter the discount amount of the percent. If the discount percent is entered in this field the program will automatically calculate the discount when a payment is made.
  
  It's worth noting that automatic discount calculations are made on the remaining balance of a sale. It is possible to ring up a sale, take a partial payment in cash, give a discount on the amount remaining, then take a payment for the balance.
  
  Note also that individual items can be marked to NOT allow discounts. These items can be mixed into a sale with other items. When the discount is calculated, it will only consider the items which are eligible for a discount.
  
  
• Deposit Slip options define how the transaction code is to be reported on the deposit slip. Generally you only want cash to be totalled and checks to be listed individually on the deposit slip. You don't want credits to show up at all. Some stores want charge cards to show up and others don't. The options are:
  • Ignore: Don't include on the deposit slip in any way.
  • Total: Print the total but not the detail. Print the total cash as one lump summ.
  • Detail: Print each use of this code. Print every check, for example.
  • +: Add into the grand total but don't print in any other way.
  • -: Subtract from the grand total but don't print in any other way.
  
  
  
• Day Sheet options define how the TC appears on the detail daily close report. In most cases you don't want to see all the detail. In some cases you may. The options are:
  • Y: yes, print on the day sheet
  • N: no, don't print
  • X: Print but don't add amounts to totals.
  • A: Add into totals but don't print the details.
  
  
  
• Screen Review options define how the TC appears on the summary screen. This screen is available at any time during the day and is a quick way to see how the day's going. To keep the screen small, you can show the details for some TC's but just the totals for others. The options are:
  • Ignore
  • Add to total and show on screen.
  • Subtract from total and show on screen.
  
  
  
• Payment Flag check box tells the system to update the customers "date of last payment". This has little use in a retail store unless you are using a store charge account. In that case you'd want payments made on account to update the last payment date. Payments for cash sales would not.
  
  
• Memo Required tells the system to require that a "memo" be entered when this transaction code is used. Typically the memo would be a check number or a charge card authorization code.
  
  
• Dollar totals are automatically accumulated by the software. You can change these values if you must, but it's best to leave them alone and let the system run.
  • $ Yesterday is the total from the previous day as recorded when the daily close is run.
  • $ Today, $ MTD, and $ YTD are real-time running totals. They are cleared and started over in the daily close, month end, and year end runs respectively.
  • $ Last year is the previous year's total which is recorded as part of the year end report.
  
  
  

  TYPICAL TRANSACTION CODES
  lev/sort	TC	Description	CHG	R	DEP	Type	Pmt	DS	RV	SS	Disc %
  00/20	CA	Cash	Y		T		0		+	0	.00
  00/22	PA	Pay Pal	N	N	I		0	Y	+	0	.00
  00/24	CK	Check	Y		D		0	Y	+	0	.00
  CC/20	VC	VISA card	N	N	I		0	Y	+	0	.00
  CC/22	MC	Master card	N	N	I		0	Y	+	0	.00
  CR/20	AD	Ad 10% discount	N		I	D	0	X		0	10.00
  CR/22	HU	House discount	N				0	X		0	.00
  CR/24	CD	Credit Memo redemption	Y		N	C	0	X	+	0	.00
  CR/26	GC	Gift Certificate redemption	Y				0	X		0	.00
  CR/28	LA	Lay Away redemption credit	Y				0	X		0	.00

  
  
  
  
  

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