Overview

Customer tracking is the most popular way of keeping records on individual
customers that don't charge items to an account.__It is also a fundamental
ingredient for delivery systems.

Like other types of accounts, it has its own entry screen and programs that
generate reports.__It also has the ability to record elaborate or simple
details of purchases made by individuals or companies.__It can also allow or
restrict types of media useable by distinct customers.__All information
entered in the Customer Tracking Account is displayed in the register when
the account is recalled.

POSey customer tracking provides two optional features in addition to the
normal tracking function.__A delivery system allows you to automate the
recordkeeping and procedures for a customer delivery service.__And a
shopper bonus feature can be used to provide customer incentives based on
purchases.

+--------------------------------------------------------------------------------+
|+-----------------------| Customer Tracking Account |--------------------------+|
||______________________________________________________________________________||
||____C/T Acct#_________________________________________________________________||
||_______Name1:______________________________Name 2:____________________________||
||_____Address:_________________________________________________________________||
||________City:___________________________State:_____Zip Code:__________________||
||_____________Phone1: (___)-___-_________Phone2:(___)-___-_____________________||
||------------------------------------------------------------------------------||
|| Federal Tax ID:_____________________________A/R Acct#________________________||
|| Discount:____________________________________________________________________||
|| Profile:_____________________________________________________________________||
||------------------------------------------------------------------------------||
|| Media:_____Cash:___(Y/N)_________Check:___(Y/N)____CreditCard:___(Y/N)_______||
||______Debit Card:___(Y/N)______A/R Acct:___(Y/N)___________Any:___(Y/N)_______||
||------------------------------------------------------------------------------||
||_____Price Level:____(0 to 5)________Taxable?:________________________________||
||------------------------------------------------------------------------------||
||__Keep History:___(Y/N)_____Keep Detail:___(Y/N)______________________________||
||------------------------------------------------------------------------------||
|| VEHICLE_____Year:_______________Make:_________________Model:_________________||
||__INFO________VIN:___________________________________License:_________________||
||_________Odometer:______________P.O.#:______________Mechanic:_________________||
|+------------------------------------------------------------------------------+|
|________________________________________________________________________________|
|__F1úScn Hlp F2úFld Hlp F3úClr Scn__F5úIndex1 F6úTotals F7úN/A F9úDel F10úSav___|
+--------------------------------------------------------------------------------+

Customer Tracking Account Entry

Each customer to be tracked must have a customer tracking account record.__A
new account may be set up using the CUSTOMER TRACKING ACCOUNT ENTRY program,
or it may be entered from the Cash Register.

C/T Acct#

This field is the main identification of the account.__This number should
have some relation to the person the account is being created for (i.e..
social security number or tax i.d.. number)

Name 1

Like in accounts receivable, this field is used for name queries in the
register and should be entered last name first and in ALL CAPS.

Name 2

Name 2 is used when printing account statements and can be formatted first
name first.__If this field is not filled, the information in "Name 1:" will
be printed.

Mailing/Billing

These are the address and phone number fields used in generating labels and
reports.

Federal Tax ID

This reference field is for noting the customer's government tax number if
one exists.__It is for reference only and not used by the POSey system.

A/R Account Number

This is a reference field used to denote the customer's open account number
if one exists.

Discount

This field is used by a Register Discount key to determine a unique discount
for this customer.__In order to use this feature, the default discount in the
Discount key programming must be set to -99.__This causes the Register to
bet the actual discount amount from the Discount field in the Customer Track
record.

Profile

These three reference fields are used to make comments about the customer.

Media

These six fields identify the types of media that may be used by this
account in the register.__If the "Any:" field is set to 'Y, all other fields
are ignored and the customer can use any type of media available.

Price Level

If an entry between 0 and 5 is made in this field, this will be the Price
Level at which items are sold to this customer.__The Price Levels refer to
the Price Levels in each inventory item record, where Level 0 is the normal
retail price, level 1 is the sale price, and levels 2 through 4 are
additional price levels.__If the price level is set to 5, the item will be
sold by margin to this customer.__If no entry is made in this field, the
normal retail price is used for this customer.

IMPORTANT NOTE: In order to take advantage of Price Level pricing, the
customer must be identified at the beginning of the sale, before items are
rung up.

Taxable?

Indicate in this field whether this customer is taxable "Y", or
non-taxable "N".__If the customer is taxable, any taxable item rung up at
the Register will include the tax when selling to this customer.__If the
customer is non-taxable, no tax will be charged.

IMPORTANT NOTE: In order for the Register to know the taxable status of
a customer, the customer must be identified at the beginning of the sale.

Keep History

If this flag is set to 'Y', the system will keep track of totals, date,
time, and clerk, for each transaction.__The totals include the S.I.'s,
discounts, credits, and totals for taxable and non-taxable items.

Keep Detail

If this flag is 'Y', detailed information like discounts, coupons, credits,
refunds, etc. will be included in the history.__If the "Keep History" flag
is set to 'N', this option has no function.

Vehicle Info

The remaining fields have to do with vehicle information that may be recorded
for each customer.__To enable use of the Vehicle Info by the Cash Register,
you will need the entry REGISTER.VEHICLEINFO=TRUE in your POSEY.CFG file.__See
the section, "Configuration Using POSEY.CFG" in the Appendix to this manual
for more information about this feature.

Customer Tracking Account Totals

POSey Customer Tracking keeps track of several dollar amount totals for each
customer in the system.__The current value of these totals may be viewed by
hitting the F6 key when an account record is displayed on the screen.

Two of the fields in the Totals Screen are of particular interest.__They
are the Unredeemed Shopper Bonus and the Late Fees Due.__Shopper Bonus is
discussed later in this chapter.__Late Fees are described in the chapter,
"Rental Items".__These two fields may be edited when viewing the Totals
Screen.__A master-level password is required for changing either of these
two amounts.

Customer Tracking Account List Report

This program generates a simple report of the number, name, and address of
all accounts in the Customer Tracking System.__No account history or status
is given in this report.__The two report forms are ascending by number order
and ascending by alphabetical order.__It can be outputted to printer,
screen, or disk.

Customer Tracking Statements

This report outputs Customer Tracking account and inventory item activity
statements to a printer, screen, or disk.__It can also purge old history
information.

With the first two options of this program, Customer Tracking accounts can
be printed one account at a time or all accounts at once.__A cut-off can be
specified so that any account with a previous number and/or a previous date
of use will not be shown.

A report of item activity can be printed with option 3.__This program prints
all inventory item activity.___Only activity by a customer tracked account
since the last purging date will be displayed (see below).

Option 4, "Purge History for Accounts", will clear all activity history
before a specified cut-off date.__The program also has the option of purging
only the detail information from C/T accounts.

WARNING:__Once data is purged, there is no way to recover it!

Customer Track Delivery System

POSey Delivery is an optional feature that may be purchased with the POSey
package.__In order to use POSey Delivery, you must have a security block
programmed to enable this feature.

The POSey delivery system automates the procedures required for a complete
customer delivery system.__It allows for the taking of telephone orders,
printing delivery information on labels or the customer receipt, and
transfer of the check to a driver.__Caller ID phone service may be used to
automatically recall or create a customer tracking account based on the
customers phone number.

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|+-----------------------| Customer Tracking Delivery |-------------------------+|
||______________________________________________________________________________||
||____C/T Acct#____________________________Phone: (___)-___-____________________||
||______________________________________________________________________________||
||_____Address:_________________________________________________________________||
||___Town/City:_________________________________________________________________||
||__State/Prov:_____Zip Code:___________________________________________________||
||------------------------------------------------------------------------------||
|| Instructions/Notes:__________________________________________________________||
||______________________________________________________________________________||
||______________________________________________________________________________||
||______________________________________________________________________________||
||______________________________________________________________________________||
||______________________________________________________________________________||
||______________________________________________________________________________||
||______________________________________________________________________________||
||______________________________________________________________________________||
||______________________________________________________________________________||
||______________________________________________________________________________||
|+------------------------------------------------------------------------------+|
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|________________________________________________________________________________|
+--------------------------------------------------------------------------------+

Customer Track Delivery Information

The C/T DELIVERY INFORMATION entry program is the heart of the POSey
Delivery system.__You only need to enter delivery information for a customer
if you will be using the delivery feature.

Delivery information may be entered using this back-office program, or it
may be entered dynamically from the register screen as new customers call in
with delivery orders.__Following is a description of the entry fields.

C/T Acct Number

This field must match the Customer Tracking number on the main Customer
Tracking account.__In a typical delivery system, the Customer Track account
number would be the customer's phone number, but any number could be used.

Phone

This field is for the phone number that will be printed on the delivery
receipt.

Address

These fields are for the address that will be printed on the delivery
receipt.

Instructions/Notes

These ten fields are for any text or messages to be printed on the bottom of
the receipt.__Typically, they would be used for delivery instructions or
precautions.

Setting Up POSey Delivery

Several keys must be programmed on your Cash Register keyboard in order to
use POSey delivery.

Program a Destination key (function 83) with a destination type of 3
(delivery).__Link this key to the Guest Check key.__See the chapter on key
programming for more information about selecting key functions and linking
keys to other keys.__The caption for this key would be "DELIVERY".

Program a Guest Check key (function 19).__Set the automatic numbering option
to "Y".__Set the automatic demand check print feature to "N".__Other Guest
Check options may be set as you desire, but keep in mind that the system
will work most efficiently if you keep operator input to a minimum.
Ideally, the entry options at the bottom of the guest check programming
screen should all be set to "0" so that the Guest Check may be opened
automatically by the system with no additional operator input.

If you want to include the customer's name and phone extension as a part of
the delivery instructions, you may do so by setting the POSEY.CFG option,
REGISTER.DELPRINTOPT=1.__Then program the Guest Check key to ask for the TABLE
and SEAT numbers.__When asked for the TABLE number, the clerk should enter the
name of the person to whom the order is to be delivered.__When asked for the
SEAT number, he should enter the person's phone extension or department number.
The TABLE and SEAT number fields will be printed on the delivery instructions
as the name and phone extension, respectively.__This option is useful when you
must make deliveries to business clients where the Customer Track account name
is the business name of a large company.

Program a Customer Track key (function 76).__This key will allow you to
activate the customer's tracking account and delivery information.

Program a Transfer Guest Check key (function 80).__This key lets you
transfer the guest check to a driver for delivery.

You may optionally program a Duplicate Last Order key (function 84).__This
will allow you to quickly recall the last order for a customer.

If you will be using Caller ID with the delivery system, you must obtain
a Caller ID serial port interface.__This is available through John POSey
Corporation.__You must also do the Caller ID Configuration.

Caller ID Configuration

A Caller ID Configuration program is provided on the POSey Main Menu.__You
must use this program to tell the system that the Caller ID feature will be
used.__This is done by entering a 'Y' in the "Caller ID Active" field.

Next specify the COM port communications parameters for the serial port
connected to the Caller ID interface.__Finally, enter the local area code.

Using POSey Delivery

When you answer the customer phone call and determine that this will be a
delivery order, press the "DELIVERY" key programmed above.__This will set
the destination type to Delivery.__Since this key is linked to the Guest
Check key, it will also automatically open a guest check on the register.

If you are using Caller ID, the customer phone number will be displayed on
the Register screen, and you may hit the Customer Track key to access the
customer account.__Without Caller ID you must enter the customer's tracking
number (typically the phone number) and then hit the Customer Track key.

If the customer is on file, you will be allowed to edit his account data or
accept the account as it appears.__If this is a new customer, you may create
a new customer tracking record at this time.

After the Customer Track information is accepted, the system will display
the Customer Track Delivery information.__If this is a new customer, enter
the required information along with any desired delivery instructions.__Save
the record when finished.__You will be returned to the Register screen.

Now you may enter the customer's order at the Register.__If you programmed a
Duplicate Last Order key, and the customer wishes to order the same thing he
had last time, simply hit this key.__The order may be added to or changed at
any time before the guest check is put away.

When the order is correctly entered, balance forward the guest check by
pressing the Guest Check key.__This will cause the order to be printed in
the kitchen if the system is configured for kitchen printers.

When the order is ready, open the guest check and press the Transfer Guest
Check key.__Enter the clerk number of the delivery person.__This will
transfer the check and cause the guest check to be printed on the receipt
printer, along with the delivery instructions.

When the driver returns from the delivery, he should open the guest check
and cash it out.

Delivery Instruction Printing Options

Three options are available to modify the way delivery instructions print with
guest checks.__They are enabled by making entries in the POSEY.CFG file.

REGISTER.DELPRINTMODE=

Normally, the delivery instructions are printed along with the guest check only
when the check is transferred to another clerk or driver.__This option may be
used to print the delivery instructions whenever the guest check is printed,
and/or when the check is tendered.__See the Appendix, "Configuration Using
POSEY.CFG" for more information.

REGISTER.DELPRINTLOC=

The delivery instructions will normally be printed at the bottom of the guest
check.__Set this option to TOP is you want them printed at the top of the
check.

REGISTER.DELPRINTOPT=n

The default value is 0.__If this option is set to 1, the guest check TABLE# and
SEAT# fields will be printed as the "Name" and "Ext", along with the phone
number, on the delivery instructions.

REGISTER.DELPRINTLARGE=

The default is FALSE, which causes the delivery instructions to be printed in
the normal text size used for guest checks.__If this option is set to TRUE then
the delivery instructions will be printed using expanded text.__You must define
the printer control codes required to turn enlarged printing on and off using
the Receipt Printer Configuration program.__Keep in mind when using this option
that long delivery instruction lines may wrap to the next line when using a 40
column printer for guest checks.

Shopper Bonus

POSey Customer Tracking provides a "Shopper Bonus" feature which allows
you to automatically keep track of a bonus incentive for shoppers.__This
feature may also be referred to as "Frequent Shopper Bonus".

Setting Up Shopper Bonus

In order to use Shopper Bonus, you must program a Customer Track key and
a Shopper Bonus Redemption key.__Customers must be tracked in order to
take advantage of Shopper Bonus.

Programming the Customer Track Key for Shopper Bonus

The Customer Track key you program for use with Shopper Bonus may be the
same Customer Track key used for normal customer tracking.__Or you may
program a special Customer Track key to be used only with those
customers to which you wish to provide the Shopper Bonus incentive.

See the section on register key programming for more information about
how keys are programmed.__The Customer Track key is function #76.

When the key is programmed, you will be asked if Shopper Bonus should be
enabled.__Enter a 'Y' to enable the Shopper Bonus feature.__Next, enter
the percentage of the total sale which should be credited to the
unredeemed shopper bonus amount.

Each time a tracked customer makes a purchase, the total sale (not
including tax) will be multiplied by this percentage to determine the
amount of shopper bonus which is due.__This amount will be added to the
customer's unredeemed shopper bonus amount.__The unredeemed shopper
bonus is available to the customer as a credit which may be applied to a
future sale using the Shopper Bonus Redemption key.

Programming the Shopper Bonus Redemption Key

In order to credit a sale from the customer's unredeemed shopper bonus
amount, you must use a Shopper Bonus Redemption key (function #87).

This key is programmed, and is used, in exactly the same way as a coupon
key.__See the section on Coupon key programming for detailed information
about the key programming options.

When shopper bonus is redeemed, it is applied as a credit against the
current sale.__It is not considered to be a media which can be tendered.
The credit would not normally be allowed to exceed the total amount of
the sale.

Daily Operation of Shopper Bonus

There are two parts to the operation of the Shopper Bonus feature.
First, the system must keep track of the amount of shopper bonus which
accumulates as a result of register sales.__This is done through the
customer tracking system.

Secondly, the customer must be able to redeem the shopper bonus he has
accummulated.__This is done with the Shopper Bonus Redemption key when
the customer decides he would like to use some of his "bonus".

In order for shopper bonus to be accumulated or redeemed, the customer
must be tracked.__This means you must use the Customer Track key, and
enter the customer tracking number for the customer during each sale.
This may be done at the beginning of the transaction, or at any point
before the sale is tendered.

After the Customer Track key is pushed and the tracking number has been
entered, the customer account will be displayed for verification.__If
Shopper Bonus is enabled, the unredeemed shopper bonus amount will be
shown along with the other account information.

When each sale is finished, the amount of shopper bonus earned for
the current sale will be shown at the bottom of the customer receipt.

If the customer desires to use some or all of his unredeemed shopper
bonus during the current sale, use the Shopper Bonus Redemption key.__If
the key is pressed without first entering an amount, the system will use
as much of the unredeemed shopper bonus as possible.__If there is more
unredeemed shopper bonus than can be used for this sale, the balance
will be left in the account.

If a dollar amount is entered before pressing the Shopper Bonus
Redemption key, only that amount will be used as a credit.__If the
specified amount is not available from the unredeemed shopper bonus, the
message "Cannot Overtender!" will be displayed.

Note that a sale where shopper bonus is redeemed also counts toward
earning more shopper bonus.__However the amount earned for the current
sale may not be redeemed until a later sale.