Written by: Joshua Claudio Stephanie Guerdan Laura Stiles Joanne Yun 1 Retail Pro Instruction Flipbook

Introduction The Retail Pro software is used as the cash register system for American Apparel. This document contains instructions for the most common tasks performed by sales associates. 2

Table of Contents Keep in Mind To Begin… To Register a Purchase…………………………………………....6 To Accept a Cash Payment………………………………………..8 To Accept a Debit/Credit Payment………………………………..9 To Accept a Gift Card Payment…………………………………..11 To Accept a Mixed Tender Payment……………………………..12 To Register a Gift Card Purchase………………………………..13 To Register an Exchange……………………………………… Troubleshooting…………………………………………………

Keep in Mind Read these notes before you begin. They provide useful information you should remember as you proceed with each of the steps. Pressing “F12” will complete any transaction. When you press “F12”: The cash drawer will automatically open. The receipt will automatically print. If there is a leftover balance in the “Undefined” box, the register will not open and a receipt will not print. If a debit/credit card is used at any point in the transaction, two receipts will automatically print: one for the customer to keep and one for the other for the customer to sign for the store’s records. Always close the cash register after every transaction. Always state the exchange policy with each transaction: “American Apparel does not offer refunds, only store credit or item exchanges. All accessory sales are final.” 4

To Begin You will need to log into the Retail Pro system before performing any tasks. To Log into Retail Pro: 1. Click on the Retail Pro icon on the desktop. 2. Click “Run” when prompted. 3. Type your username and password. 4. Click “Login” to start the program

To Register a Purchase This section contains instructions for how to register a customer’s purchase. 1. Click “POS.” 2. Click “Receipts.” 3. Click “New.” 4. Click the “Item #” box (Continue on next page)

To Register a Purchase 5. Ask the customer if a particular sales associate helped them in the store. 6. Scan the barcode of the item being purchased. 7. Click “Scan Now” when prompted. 8. Scan the appropriate sales associate’s tab. Sales associates have a daily sales goal, so it is important to credit the sale to the correct associate. 9. Tell the customer the total. 10. Determine the customer’s payment method To accept a cash payment, go to page [8]. To accept a credit/debit payment, go to page [9]. To accept a gift card payment, go to page [11]. To accept a mixed tender payment, go to page [12]. 7 CONTINUED 7

To Accept a Cash Payment Follow these instructions if the customer is paying in cash. 1. Click “Tender.” 2. Type the amount the customer is paying in cash. 3. Click “Cash.” If there is change, the amount will appear in a box next to “Overtendered.” 4. Press “F12” to complete the transaction. Make sure to give the customer the correct amount of change. 8 3

To Accept a Credit/Debit Payment For a credit/debit purchase, the customer’s name must be in the system. If they have shopped at this location before, their information should already be recorded. 1. Ask if this is the customer’s first purchase at this store location. 9 If yes: i. Click the small icon on the right side of the “Customer #” box. ii. Type their first name and last name as written on their credit or debit card in the appropriate boxes. iii. Click “Save.” iv. Click “OK.” If no: i. Click the “Customer #” box. ii. Type the customer’s name. Use the format: “Last Name [comma, space] First Name” (Continue on next page) Follow these instructions if the customer is paying with credit/debit.

To Accept a Credit/Debit Payment 3. Click “Tender.” 4. Click “Credit Card.” 5. Swipe the card through the card terminal. 6. Press “F12” to complete the transaction. 10 CONTINUED 4

To Accept a Gift Card Payment Follow these instructions if the customer is paying with a gift card. Accepting a gift card payment is slightly different than accepting other types of tender. 1. Click “Tender.” 2. Click “Gift Card.” 3. Swipe the gift card through the card terminal. 4. Click “Authorize” when prompted. 5. Press “F12” to complete the transaction. If there is a remaining balance on the gift card, return it to the customer. If there is no remaining balance, throw the gift card away. 11 2

To Accept a Mixed Tender Payment Follow these instructions if the customer is paying with a combination of gift card, cash, and/or credit/debit payment. 1. Click “Tender.” 2. Type the specific amount the customer would like to pay with the gift card in the box next to “Undefined.” Process this amount according to “To Accept A Gift Card Payment.” 3. Type the specific amount the customer would like to pay in cash in the box next to “Undefined.” Process this amount according to “To Accept Cash Payment”. 4. Type the specific amount the customer would like to pay using a credit/debit card in the box next to “Undefined.” Process this amount according to “To Accept Credit/Debit Payment.” Note: Retail Pro will not allow credit/debit transactions without a first and last name. 12

To Register a Gift Card Purchase Customers may wish to give American Apparel store credit as a gift. This process is also used following an exchange when American Apparel owes its customers credit. 1. Click “POS.” 2. Click “Receipts.” 3. Click “New.” 13 (Continue on next page) 1 2 3

To Register a Gift Card Purchase 4. Click “Tender.” 5. Type the amount of the gift card purchase in the “Undefined” box. 6. Click “Gift Card.” 14 CONTINUED (Continue on next page) 6

To Register a Gift Card Purchase 7. Click “Add Value” when prompted. 8. Swipe a Gift Card through the card terminal. 9. Click “Authorize” when prompted. 10. Determine the customer’s payment method. To accept a cash payment, go to page [8]. To accept a credit/debit payment, go to page [9]. To accept a gift card payment, go to page [11]. To accept a mixed tender payment, go to page [12]. 15 CONTINUED

To Register an Exchange Sales at American Apparel are final: there are no returns. However, a customer may exchange a purchase for another item. The customer MUST have the original receipt to make an exchange. 1. Click “POS.” 2. Click “Receipts.” 3. Click “New.” 16 (Continue on next page)

To Register an Exchange 4. Click the “Item #” box. 5. Scan the barcode of the item(s) the customer is returning. 6. Click “Set to House Account” when prompted. If no prompt appears, set “Sales Associate” option to “PEI-0000,” which is the House Account number. 7. Scan the barcode of the item(s) the customer wants to purchase. If another item box does not automatically show up, press the down arrow once to create a new “Item #” box. 8. Type the customer’s name in the “Customer #” box at the top left of the screen. The customer’s name is found the top left corner of the original receipt. If the customer has made the original purchase at a different location, enter the name as a new customer in the system. 17 CONTINUED (Continue on next page) 4 8

To Register an Exchange 9. Click “Manual Discounting.” To Process a Manual Discount: i. Locate the Receipt # on the top right corner of the customer’s receipt. ii. Do not type in anything in the “Password” Box. Leave it blank. iii. Type “exchange receipt #[enter number from step i]” into the “Discount Reason” box below when prompted. iv. Click “OK.” v. Click the “Qty #” box next to the item(s) the customer wants to return. vi. Click the box again to type inside. vii. Type in “-1” as the new quantity. viii. Press “Enter.” 18 CONTINUED (Continue on next page) iii iv v-vii

To Register an Exchange If there is a remaining balance owed to the store: i. Determine the customer’s payment method. To accept a cash payment, go to page [8]. To accept a credit/debit payment, go to page [9]. To accept a gift card payment, go to page [11]. To accept a mixed tender payment, go to page [12]. 19 CONTINUED 10. Click “Tender” and process the transaction. 10 If there is a remaining balance owed to the customer: i. Put the amount on a gift card. See “To Register a Gift Card Purchase,” on page [13].

Troubleshooting If you make a mistake, listed here are solutions to common errors. If you click on the wrong page, click the “Retail Pro ME” logo on the top right to take you back to the previous page. If on the “New” receipt screen, click the “Retail Pro ME” logo on the top right for two options: 1. Click “Discard” at any time to exit the current receipt and start over. 2. Click “Return to Receipt” to remain on the current receipt. If you choose the incorrect payment tender: 1. Click on the incorrect payment tender once to highlight it. 2. Click “Delete” on the top. 3. Click the correct payment method. 4. Proceed accordingly. 20