The new Web-Based Sundry Sales Module features a sleek, modern design and a more intuitive sales process. It allows users to create custom categories for easier organization and faster access to items for sale. The update also supports applying multiple payments to a single sale, providing greater flexibility and convenience during transactions.
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NOTE:
- Web-Based Sundry Sales is only available to properties who use RoomKeyPMS Payments Powered by Fullsteam. All other properties will remain on the current Delphi Sundry Sales Module.
- On-line Processing checkbox must be checked under System Configuration -> Property -> OLP Tab in order for the new module to appear.
- Ensure RoomKeyPMS is running on Version 11.0.0.63 or higher to access all the most recent updates to the Web Sundry Sales Module.
Transaction Codes - Sundry Sales
Once RoomKeyPMS Web Sundry Sales has been activated for your Property, if you are on Version 11.0.0.63 or higher, the Transaction Codes Module will update to include an option to flag codes as "Sundry Sales."
When you create a new transaction code, or manage existing codes, you can now indicate which codes can be used in the Sundry Sales web-based module. Marking a transaction code as Sundry Sales means it will only appear when posting a charge to a guest folio when the Sundry Sales checkbox is selected. Otherwise, the Post Charge window only displays standard transaction codes.
For Example:
Above we can see Pop and Sandwich are flagged as Sundry Sales Transaction Codes. Below, the example to the left shows the Transaction Codes that would appear when Post Charge is selected on a Guest Folio - we do NOT see Pop or Sandwich as these codes typically only get posted in Sundry Sales. However, if I do need to post either Transaction Code to a Guest Folio, I can simply check the "Sundry Sales" checkbox and those Transaction Codes will then appear.
NOTE:
- Flagging a Transaction Codes as Sundry Sales does not mean it will ONLY appear in the Sundry Sales Module - the flag corresponds with the "Sundry Sales" checkbox when posting a charge on a Guest Folio or in the City Ledger.
- This feature is only available for Clients using Web Sundry Sales
- If you only have a few Transaction Codes that you use in the Sundry Sales Module and you post them equally between Sundry Sales and Guest Folios, then you may choose NOT to flag any Transaction Codes as Sundry Sales. This is not a requirement to use the new Web Module.
Categories
Categories are used to group transaction codes within the Sundry Sales web-based module. Categories can be added, edited, or deleted as needed to accommodate new items and sales strategies.
Click below for more information:
- Proceed to Operations -> Sundry Sales
- Click the Category icon located to the right of the screen
- Select New Category
- Enter your Category name
- Use drop down menu to select the Transaction Code that belong in this Category
- Select the + button to add the Transaction Code to the Category
- Selected Transaction Codes will appear below the Category name
- Select the X button next to the Transaction Code to remove it from a Category if selected by accident
- Select Save once all desired Transaction Codes have been added
When a Category is selected, only the Transaction Codes that apply to that Category will appear.
- Proceed to Operations -> Sundry Sales
- Click the Category icon located to the right of the screen
- Select the Edit icon located next to the desired Category
- Use the drop down Menu to add a new Transaction Code
- Select the X button next to existing Transaction Codes to remove
- Select the Save icon to save changes
Updates can be viewed by selecting the Category
- Proceed to Operations -> Sundry Sales
- Click the Category icon located to the right of the screen
- Select the Delete icon located next to the desired Category
- Select Yes to delete Category
Point of Sale
The Point of Sale screen allows you to quickly start a sale by adding and editing line items, and collect payment, all on in one place.
Click below for more information:
- Proceed to Operations -> Sundry Sales
- Select the Category icon located to the right of the screen (if no Categories are configured, simply locate the Transaction Code you wish to add in the list below)
- Select the + sign icon next to the Transaction Code you wish to add
- Enter the Amount of the Sale (*If the Transaction Code has taxes attached, the taxes will automatically calculate into the final price)
- Select OK to add item
If the Transaction Code selected has a Fixed Price configured it will automatically be added!
NOTE: If you do not want a Clerk to be able to change a "Fixed Price" Transaction Code, then you must remove the Clerk Guest Management Permission - #171 - Override Fixed Charge Amounts. Without this permission, Clerks will be unable to modify a Fixed Charge amount on a Transaction Code.
Once items have been added, reference information may be added, select Payment to apply payment to sale.
If applying a Cash Payment
- select the Cash Transaction Code
- Confirm Amount being paid
- If splitting the payment, change the Amount that will be applied to the first Payment Type
- Select Post Payment
In this example, the guest will be paying $20.00 Cash and the remainder will be paid by Cheque so we update the Amount to $20.00 to apply our Cash Payment
Multi Payments cannot be made with the Post to Room Payment option
The transaction will now appear as an Open Sale and will remain Open until the remainder of the Payment has been applied.
- Select Settle to apply another payment
The Post Payment box will appear displaying the Amount owing on the Receipt.
- Select the Payment Transaction Code that will be used to pay the remaining amount
- Select Post Payment to apply payment
- Once Sale is complete a Print Receipt message will appear:
- Select Yes to print a copy of the Receipt
- Select No to exit and return to the Sundry Sales Module
Example of a Sundry Sale Receipt
All completed Sales can be found under the Settled section of Sundry Sales
If applying a Credit Card Payment and you are using an EMV Device:
- select the Credit Card Transaction Code
- Confirm Amount being paid
- If splitting the payment, change the Amount that will be applied to the first Payment Type
- Use Terminal will automatically be checked when a terminal is configured
- Select Post Payment
In this example, the guest will be paying $32.50 with their Credit Card and the remaining amount will be paid with Cash.
Multi Payments cannot be made with the Post to Room Payment option
The transaction will now appear as an Open Sale and will remain Open until the remainder of the Payment has been applied.
- Select Settle to apply another payment
The Post Payment box will appear displaying the Amount owing on the Receipt.
- Select the Payment Transaction Code that will be used to pay the remaining amount
- Select Post Payment to apply payment
- Once Sale is complete a Print Receipt message will appear:
- Select Yes to print a copy of the Receipt
- Select No to exit and return to the Sundry Sales Module
Example of a Sundry Sale Receipt
All completed Sales can be found under the Settled section of Sundry Sales
If applying a Credit Card Payment and you are NOT using an EMV Device:
- select the Credit Card Transaction Code
- Confirm Amount being paid
- If splitting the payment, change the Amount that will be applied to the first Payment Type
- uncheck Use Terminal checkbox (if applicable)
- Select Add Credit Card to enter Credit Card details
- Select Add Card
- Select Post Payment
In this example, the guest will be paying $32.50 with their Credit Card and the remaining amount will be paid with Cash.
Multi Payments cannot be made with the Post to Room Payment option
The transaction will now appear as an Open Sale and will remain Open until the remainder of the Payment has been applied.
- Select Settle to apply another payment
The Post Payment box will appear displaying the Amount owing on the Receipt.
- Select the Payment Transaction Code that will be used to pay the remaining amount
- Select Post Payment to apply payment
- Once Sale is complete a Print Receipt message will appear:
- Select Yes to print a copy of the Receipt
- Select No to exit and return to the Sundry Sales Module
Example of a Sundry Sale Receipt
All completed Sales can be found under the Settled section of Sundry Sales
A Clerk will always be presented with the option to print a Receipt once a sale has been completed, but should a receipt need to be printed afterwards:
- Proceed to the Settled section to locate the Sale
- Select the Receipt Date to load all Receipts from the selected Date
- Locate the Receipt in question and select the Print button located to the right of the receipt
A copy of the receipt will appear, select the Print icon at the top of the screen to print
- Proceed to the Settled area to locate the Sale
- Select the Reverse button located to the right of the Receipt you wish to reverse
- Select Yes to confirm the reversal
A message will appear to let you know the reversal was successfully completed. Select Close to continue.
All corresponding charges & payments have been reversed and will no longer appear on the main screen of Sundry Sales.
To view reversals, check the "Show reversals only" checkbox
To view any past postings that were done in Sundry Sales, proceed to the Settled section and select the Date of the sale you are trying to locate. All sales made on the date selected will appear on the screen below.
To view all reversed sales on the date selected simply check the Show reversals only checkbox and they will appear in the screen below
With the Multi-Payment option, if a Sundry Sales Receipt is started on one day and settled on another, the Receipt will appear under both dates. The day where the final payment was applied will display "Opened DDD XX MMM - Prior-day activity".
One of the payment methods available in Sundry Sales is Post to Room. What this feature does is allow a charge to be posted in Sundry Sales, and have it transferred to an in house guest folio.
When would this feature be used instead of posting directly to a guest folio?
This feature may be used in situations where a property has a Gift Shop, and though the Gift Shop employee does not need access to everything in the PMS, they do need access to the Sundry Sales module. This feature would still allow the Gift Shop employee to post charges to a guest folio, without having to see or access that guest folio.
When posting to a room:
- Select Post to Room as the Payment Transaction Code
- Use the Select Room drop down menu to select the Room where you wish to post the Charges (NOTE: Only In House Reservations will appear)
- Use the Folio drop down to select Folio where the charge should post
- Select Post Payment to complete the transaction
Multi Payments cannot be made with the Post to Room Payment option
NOTE: The charge will NOT appear in Sundry Sales once completed
Instead it will appear on the Guest's Folio.
Reports
Daily Sales Report by Receipt ID -> This report shows all the sales done for a selected day. It indicates the Receipt #, the total charge, total payment and the clerk that performed the transaction. The Grand Total sales can be found at the bottom of the report.
Operations -> Sundry Sales -> Settled
- Select Receipt Date
- Select Print Daily Sales
Receipt -> This report reprints a receipt for a specific transaction from a specific date
Operations -> Sundry Sales -> Settled
- Select Receipt Date
- Locate Receipt you wish to print
- Select Print button located to the right of Receipt information
Transaction Register Balance -> Detail -> Compact -> this report displays all postings done in RoomKeyPMS for the select date range, this includes Sundry Sales postings
Reports > Financial > Transaction Register Balance > Detail > Compact
- When looking at the Transaction Register Balance, Sundry Sales Postings are identified by:
- the Res ID column where T1 will represent Receipt #1 in Sundry Sales, T2 represents Receipt #2 in Sundry Sales, and so on.
- In the Room-Folio column, N/A-1 will be displayed, as Sundry Sales does not have a room number and always posts to Folio 1.
Permissions
Operations > 606 Sundries Sales
- Property, Owner & Clerk level permission
- When given, allows access to Operations > Sundry Sales
Open Sales - Essential Balancing
Any sales left in a Open status will result in an Essential Balancing issue on the A/R City. For this reason, sales should not be left in an Open status but resolved before midnight on the day of the initial sale. Two ways to resolve:
- Use Settle to post the remaining payment for the sale
- Use Reverse to reverse the Charge & corresponding partial payment
FAQ's
Yes!
No, a transaction code can only be assigned to 1 Category - once assigned, it will no longer appear Category in the drop down menu for selection.
No, once a Sale is completed it can be reversed if necessary but cannot be edited.
When a transaction is reversed, all corresponding charges & payments are reversed as well.
No, if Post to Room is selected, that will be the only payment option available. If another Payment Type is selected first, then Post to Room will not appear when settling the remainder of the bill.
If a Sale is left in an Open status overnight it will result in an Essential Balancing issue on the A/R City. To resolve Open Sales you can either post the missing Payment using the Settle button or reverse the existing Charge and Partial Payment using the Reverse button.
The OLP Tab for your Clerk may not be checked. Go to System Configuration -> Property -> OLP Tab and make sure the "Online Processing Available" checkbox is checked.
Business Rules Summary
Important Rules to remember:
- Web-Based module is only available for RoomKeyPMS Payments powered by Fullsteam properties
- System Configuration -> Property -> OLP Tab -> Online Processing Available checkbox must be checked for the Web Module to open
- Multi-payment is not supported with Post to Room
- Only in-house rooms appear for Post to Room
- Completed Post to Room transactions do not remain in Sundry Sales
- Taxes calculate automatically when assigned to a Transaction Code
- Ensure there are not Open Sales left at the end of the night