Buypass Sales Reference

Transcription

1 Buypass Sales Reference Software Version: 4.08 Part Number: Revision: F

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3 Buypass Sales Reference October 15, 2007 VeriFone, Inc Gateway Place Suite 600 San Jose, CA Telephone: Printed in the United States of America by VeriFone, Inc. All rights reserved. No part of this publication covered by the copyrights herein may be reproduced or copied in any form or by any means graphic, electronic, or mechanical, including photocopying, taping, or information storage and retrieval systems without written permission of the publisher. The content of this document and all features and specifications are subject to change without notice. The information contained herein does not represent a commitment on the part of VeriFone, Inc. Publications are not stocked at the address given above. Requests for VeriFone publications should be made to your VeriFone representative. VeriFone, the VeriFone logo, and Ruby SuperSystem are registered trademarks of VeriFone, Inc. Sapphire, Topaz, HPV-20, Ruby Manager, Everest, EASY ID, Electronic Journal On-site, and Ruby Card are trademarks of VeriFone, Inc. in the U.S. and/or other countries. All other trademarks or brand names are the properties of their respective holders.

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5 Before We Start EASY ID EASY ID is a part of a comprehensive retailer awareness program to ensure the legal sale of age-restricted products. Do not rely on EASY ID as the only source of information. It does not take the place of a trained, aware, and conscientious retailer and cashier. EASY ID should only be used in states which permit the electronic verification of information from drivers licenses. Retailers should determine that electronic verification is permitted in their states. Drivers licenses from all other states require the use of the manual function. Note: All software is provided as is, without any warranty of any kind, whether direct, indirect, exemplary, special, consequential, incidental, or otherwise with regard to any use of EASY ID. 1. Make sure the current date and time are correctly set. If the date and time are not set correctly, the unit may not display the correct information when an identification is checked. 2. Make sure the lamination (plastic) surrounding the identification is intact and clear. 3. Make sure the picture and/or description match the customer. 4. Make sure the words are all legible and clear. 5. Make sure any holograms or watermarks are visible. Weights and Measures Support for cash and credit pricing at the dispenser requires explicit cash and credit selections on the dispenser. This is in compliance with the Weights and Measures Guidelines for Selectable Unit Price Capability, section G-S.5.1. This Ruby software supports a POP Discount feature, which allows a point-ofpurchase discount on fuel based on the purchase meeting certain pre-defined transaction criteria. It is possible that the Weights and Measures department in your state may consider this POP Discount feature, when used in a post-pay scenario, to be in violation of state regulations. YOUR IMPLEMENTATION OF THE POP DISCOUNT FEATURE IS DONE AT YOUR OWN RISK. VERIFONE EXPRESSLY DISCLAIMS ANY LIABILITY FOR CLAIMS, FINES OR DAMAGES RESULTING FROM IMPLEMENTATION OF THE POP DISCOUNT FEATURE IN A LOCALE WHERE IT IS DEEMED A VIOLATION OF LOCAL OR STATE REGULATIONS. YOU SHOULD CONSULT YOUR LOCAL WEIGHTS AND MEASURES ENFORCEMENT GROUP BEFORE IMPLEMENTING THE POP DISCOUNT FEATURE.

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7 Buypass Sales Reference Revision History Version Date Description 1.00 October 25, 1996 Original release of software and documentation January 31, 1997 Updates to documentation and software March 16, 1998 Updates to documentation and software May 14, 1998 Updates to documentation and software September 9, 1998 Updates to documentation and software August 6, 1999 Production release of documentation and software August 17, 1999 Updates to documentation and software to add money orders and additional credit cards October 15, 1999 Updates to documentation and software to add VeriPASS, Easy ID and additional credit card September 5, 2000 Added VeriPASS Functions chapter which explains new functions; moved activate and print VeriPASS tag functions from Network Functions chapter to new VeriPASS Functions chapter; also added VeriPASS features to Product Entry, Discounts, Payment, Refunds, and Dispenser Card Reader chapters; added open PLUs; added new Print Installation Information function to Maintenance mode; safe drop cancels now appear in the Summary and Cashier Reports; flash printing of individual departments and PLUs is now possible; format of numbered error messages changed; format of Money Order Report changed; amount and count of unsettled suspends now appears in close period reports; added force-ticket print parameters to Sales Configuration and MOP File; added support for deal pricing, which includes combo and mix n match sales; tax break points now stop printing when they reach a zero value; added Debit Encryption Type parameter to Fuel Site Parameters; added HPV-20 functions 2.00 May 15, 2001 Production release of software and documentation. Replaced VeriPASS and HPV-20 sections with updated files.

8 Buypass Sales Reference Revision History (Continued) Version Date Description 2.02 July 31, 2001 Updated documentation and software to add POP discount functionality, cash acceptor support, HPV-20, money orders, in-house accounts, Honor All and Stored Value Card support. Other features include Outdoor Enable for car wash December 20, 2001 Added POP Scanners. Updated credit card list August 9, 2002 Documentation reflects enhancements to HPV-20 and POP discount membership card scanning August 8, 2003 Added the error message for the money order printer error; changed the description of Stored Value Cards; updated the SVC sections to include information on split tender processing; for Prepay Fuel Underrun and No Fuel Dispensed, specified that for non-credit sales, other items may be added to the refund transaction; Added information under Stored Value Cards: Special Credit regarding voiding insufficient SVC payment transactions and refunding customers. Updated and added new messages October 31, 2003 Updated documentation to add Sapphire Workstation and Fuel Sale Using Membership. Replaced House Charge method of payment with In-House Account. Explained Canceled Cash Acceptor Transactions and updated credit card list and product code list January 17, 2006 Updated documentation to remove support for VeriPASS, add enhanced POP Discounts and SVC (prepaid) cards. Production release of software and documentation September 25, 2006 Updated documentation to suspended fuel sales and product codes June 22, 2007 Production release of software and documentation October 15, 2007 Production release of software and documentation.

9 Contents 1. Introduction Using this Manual Getting Around Keys Operator Display Format Receipt Format Ruby Information Ruby Cards Terms Identifying Keys and Their Functions Starting Sales Powering Up the Ruby Terminal Standalone/Controller Workstation Starting Sales Mode Standalone/Controller Workstation Coin Dispenser Sapphire Workstation Performing a Sale Basic Sale Sale Options Correcting a Sale Close Period Reports During Sales Fuel Control Fuel Icons Fuel Control Functions Approve Clear Reserve Move Fuel Point Restarting a Stopped Pump Stop/Disapprove View Fuel Sales View Pump Status October 15, 2007 Buypass Sales Reference

10 ii 4. Fuel Sales Inside Sales Autocollect Inside Sales Convert Fuel Sale Price Level Postpay Fuel Sales Prepay Fuel Sales Prepay Fuel Sale with Fast Credit Enabled Preset Fuel Sale Rest In Gas Drive Off Manual Fuel Pump Test Correct a Fuel Sale Sold to Wrong Customer Restricted Fuel Sales Dispenser Card Reader (DCR) Cash Acceptor Sales Troubleshooting Cash Acceptor Refunds Cash Acceptor Receipt Point of Purchase (POP) Fuel Sales Considerations Redeeming POP Discounts POP Coupon POP Discount Code Issuing a Free POP Award Membership Card POP Discount for Qualified Card Type POP Discount for Prepay Fuel Sales POP Discount Postpay Fuel Sale POP Discount with a Car Wash Purchase POP Discount Fueling Limit POP Discount Fuel Refunds POP Discount Applied Receipt Unqualified Fuel Sales Fuel Discount Non-Fuel Sales PLU Sales PLU Entry PLU Bar Codes PLU Not Found Sale Open PLU Sale PLU Sale with ID Checking PLU Sale with Modifiers PLU Sale with Quantity Buypass Sales Reference October 15, 2007

11 iii Price Check Price Override Menus Scanners Department Sales At-For Pricing Department Sale with ID Checking Department Sale with Quantity PLU Not Found Department Money Order Department Printing Money Orders with Third-Party Equipment Refunds Car Wash Sales Car Wash Sale at the Pump Rainchecks Valid Dates Void Ticket for Car Wash with Promotion Discounts Car Wash Receipt Refunds Deal Pricing Combo Combo Discounts Combo Sale with a Scanner Combo Sale with ID Checking Combo Sale with Quantity Food Stamps Price Override Combo Refunds Receipts Mix n Match Mix n Match Discounts Food Stamps Price Override Mix n Match Error Corrections Refunds Void Line with Mix n Match Void Ticket with Mix n Match Receipts Match Pricing Fees/Charges Department Sale Money Order Sale PLU Sale Negative Fees/Charges Fees/Charges Refunds Contents October 15, 2007 Buypass Sales Reference

12 iv Non-Fuel Discounts Special Discounts Product Refund for Special Discount Items Payment Basic Payment Receipts Multiple Methods of Payment (MOPs) Other MOPs Product Refund Tax Exempt Non-credit MOPs Cash Other Currency Refunds: Cash Check Coupon Food Stamps Considerations Lotto Credit and Debit MOPs Manual Credit and Debit Standard Credit Debit with Purchase Debit without Purchase Credit and Debit Receipts Refunds: Manual Credit and Debit Special Credit MOPs Fleet Credit Refunds: Fleet Cards In-House Accounts Refunds: In-House Accounts In-House Account Deposit Proprietary Credit Refunds: Proprietary Cards SVC Sales Refunds: SVC Cards Loyalty Sales Third-Party Loyalty Inside Loyalty Sales Outside Loyalty Sales Prepay Loyalty and Fast Credit Loyalty Refund Buypass Sales Reference October 15, 2007

13 v 8. iorder Kiosk Sales 9. Sales Management Clock In / Out From Sales Mode From Clock In/Out Mode From [OTHER FUNC] Key Pay In / Pay Out Pay In Pay Out Print Money Orders for Vendor Payments Safe Drop / Safe Loan Safe Drop Safe Loan Transactions View Pending Transactions Suspend/Recall Transaction Ticket Print Print Previous Transaction Contents 10. Network Functions Pre-authorization Pre-authorization - Swipe Credit Card Pre-authorization - Manual Credit Card Entry Get Network Mail Get Network Mail SVC Functions Card Activation Card Recharge Balance Inquiry Card Deactivation Loyalty Functions Balance Inquiry Messages/Troubleshooting General Messages Numbered Messages Troubleshooting Car Wash Fuel Sales Installation Information Printer Product Sales Workstation October 15, 2007 Buypass Sales Reference

14 vi 12. Additional Information Buypass Credit Cards Product Codes Index Buypass Sales Reference October 15, 2007

15 1 Introduction This manual provides information on the sales functions of the VeriFone Ruby SuperSystem. These functions are used to process and manage sales transactions. This chapter contains the following information: Using this Manual Identifying Keys and Their Functions October 15, 2007 Buypass Sales Reference

16 1-2 Using this Manual This manual uses a number of methods to display special information. Review these methods before continuing with the manual. Getting Around Enter Key Use the [ENTER] key in the following situations: To complete the entry of data. For example, after keying a PLU number, press [ENTER]. To choose a mode or menu item that displays. Use the arrow keys to display an item, choose the item by pressing either [ENTER] or [Select]. This manual uses [Select] as a standard in all steps. Select Key Use the [Select] key to choose a mode or menu item. All function menu items are numbered. Just key the menu number and press [Select]. The menu item appears. Arrow Keys The left ([<--]) and right ([-->]) arrow keys are used to move backwards or forwards through a menu. Keys To enter transactions, press keys on the terminal. Keys are shown in brackets: Keys with specific functions are labeled. For example, the [EXIT] key is a black key with the word EXIT on it. This key goes back one menu level. Buypass Sales Reference October 15, 2007

17 1-3 Some keys have more than one function. For example, the [List] key is stationary. If the [SUSP] key is assigned to the soft key that has the List function, then this key has two functions. In Sales mode, press this key to suspend the current transaction or recall a previously suspended transaction. In Manager mode, use this key to print a listing of the current manager function. Operator Display Format Introduction The Operator Display displays current sales activity and messages. The display is 40 characters wide by 4 lines high. The top three lines display menus, functions, sales items entered, and transaction totals. The top and bottom lines display messages. A list of messages and actions is included in Messages/Troubleshooting. The most common displays are described below. Additional samples are included in other sections to demonstrate specific procedures. Transaction Display The Operator Display uses the following format for sales items: > CURRENT PROD d.cc PREVIOUS PROD d.cc TOT: dd.cc The arrow (>) points to the last item entered. The last item entered is always at the top of the display. The total, including tax, is shown to the right on the third line. The following example contains sample products and the current total including tax: > MILK 2.79 LG.COFFEE 1.50 FS: 2.79 TOT: 4.40 If the site accepts food stamps and at least one of the items entered into the transaction is eligible for food stamps, the third line contains the current total and the current total in food stamps that can be accepted as payment. See Food Stamps in the Payment chapter. Transaction Total Display Press the [TOTAL] key and the display shows the subtotal, tax, food stamps total (if any), and total sales. Sub Total 4.29 Tax 0.11 FS: 2.79 TOT: 4.40 October 15, 2007 Buypass Sales Reference

18 1-4 After the transaction is complete, the Operator Display returns to the Ready for sale prompt. Receipt Format Information prints to journal tape and sales receipt tape for each set of keystrokes entered. Standard journal and sales receipts are 40 characters wide. The following is the most common sales receipt. Additional samples are included in other sections to demonstrate specific procedures. VERIFONE RUBY SUPERSYSTEM BAY VISTA DRIVE CLEARWATER, FLORIDA Descr. qty amount HOT DOG T MED SODA UNLD CA # G 2.111/ G T SODA TV SODA T BAKERY Sub Total TOTAL Tax CASH $ Change $ 0.00 THANK YOU! COME AGAIN REG# 0001 CSH# 001 DR# 01 TRAN# /25/06 15:16 ST# AB123 Logo: 1-5 lines of information defined by the manager Sales Items Tax Sales Total Slogan: 1-5 lines of information defined by the manager Ruby Information Journal tapes contain the same information but without the logo and slogan lines. Logo The logo is usually a greeting or information set up by the manager. It prints at the top of every sales receipt. Buypass Sales Reference October 15, 2007

19 1-5 Sales Items Each item sold in a transaction prints in the order it is entered on the Ruby terminal. In some cases, a letter or letters (code) print to the left of an item. These letters have the following meaning: Sales Item Codes Introduction Code Description 2 Two taxes were applied to the item. 3 Three taxes were applied to the item. 4 Four taxes were applied to the item. R The item was refunded. T The tax defined with indicator T was applied to the tax. If only one tax is applied, the indicator for that tax prints. V The item was voided. Tax The total tax applied to the transaction is listed. If Canadian GST tax is used, then a transaction that includes a fuel sale lists the amount of fuel tax as a separate item on the receipt. Sales Total The transaction lists the total dollar amount of the sale, amount and type of payment, and the amount of change if any. Slogan The slogan is set up by the manager and is usually a thank you, promotional message, or other information. It prints just above the Ruby Information on every sales receipt. October 15, 2007 Buypass Sales Reference

20 1-6 Ruby Information The following information prints at the bottom of every sales receipt: Standard Ruby Receipt Data Data REG# CSH# DR# TRAN# date/time ST# Description The register number assigned to the terminal when it is first set up. The employee number of the cashier who logs in during the transaction. The number of the cash drawer used by the cashier. The transaction number. The first digit identifies the terminal on which the receipt was printed (1 is the controller). The remaining four digits identify the transaction for that terminal (n n9999, where n = terminal number). The date and time of the transaction. The store number assigned by the manager. Ruby Cards Some features described in this manual require a Ruby Card. The following table shows the different types of Ruby Cards. Without the correct card, these optional features do not work. All of these cards are referred to as Ruby Cards. However, a Ruby Card Bravo is a particular type of Ruby Card which supports Fast Food, EASY ID, and Money Order options. In addition it may support other Ruby Card options, as shown in the top half of the table below. For example, the second Ruby Card Bravo in the list supports Fast Food, EASY ID, and Money Order plus it supports Expanded PLUs. The third Ruby Card Bravo supports the usual options plus Car Wash but does not support Expanded PLUs. Also available are Ruby Cards which only have Car Wash, Proprietary Network, or Expanded PLUs options or a combination of two, or all three of these, without offering the options available on the Ruby Card Bravo. The second half of the table below (where the Bravo Card column has no Xs ) shows the possible combinations of options for non- Bravo Ruby Cards. Buypass Sales Reference October 15, 2007

21 1-7 Ruby Card Types Bravo* Car Wash Proprietary Network Expanded PLUs X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X *Ruby Card Bravo includes Fast Food, EASY ID, and Money Order options. Introduction October 15, 2007 Buypass Sales Reference

22 1-8 Terms All terms used in this manual are defined in the Glossary. The following terms are used frequently in this manual. Department Some products may belong to a group called a department. They are entered into a transaction through their department number. Menu There are two types of menus in Sales mode: A function menu is a list of numbered functions. For example, press the [OTHER FUNC] key and the items that list make up a menu. A product menu is a list of up to six products that appear when pressing a menu soft key. A product on a menu can be entered into a transaction by pressing the product s menu number. Mode A mode is a main menu item at the switcher. This manual describes two modes: Sales and Clock In/Out. MOP - Method of Payment A method of payment is a type of currency that can be used to pay for a transaction. Cash, credit, checks, and lottery tickets are methods of payment. Parameter A parameter is a numbered item that is assigned a value by the manager which affects how the system works. If a parameter is referred to in the text, it is shown in double quotes (for example, Total in Double ). PLC - Price Look-up Code Some products may be entered into a transaction by numbers called PLCs. If the site uses a scanner, the PLC is the same number as the bar code. This may be referred to as PLU in some systems. PLU - Price Look-up Code Some numbers are called PLUs. If the site uses a scanner, the PLU is the same number as the bar code. This may be referred to as PLC in some systems. Switcher The switcher is the main menu of the Ruby terminal. To reach the switcher, press [EXIT] until [ SALES ] appears. Transaction A transaction is a completed sale or sales function that affects the drawer totals. Buypass Sales Reference October 15, 2007

23 1-9 Identifying Keys and Their Functions The Key-to-Function Reference table lists each key in alphabetical order with a short description of each key. This is a list of all keys. There are sample 65-key and 120-key keyboards in the Soft Key File section in the Manager Reference. Keys that are blank or have only a letter or punctuation at the bottom of the key are called soft keys. Soft keys can be defined by your manager to act as PLUs, departments, MOPs, menus, and other functions. Some functions are traditionally set up as double-wide or double-high keys. This means that two soft keys that are next to each other are both set up as the same function. These keys are noted as double-wide or double-high, but can be assigned to suit the site s need. Introduction Key-to-Function Reference Key Description < Moves backward through a function menu > Moves forward through a function menu. ALLOW FS Soft key. Allows the item that is entered to be purchased with food stamps. alphabetic and character keys APPROVE (AUTHORIZE) Backsp CLEAR CLOCK IN/OUT CONVRT department DISC DISC $ DISC % ENTER ERROR CORR EXIT Letters, punctuation, and special characters that appear on the bottom of many of the keys. These are used for data entry in Manager, Fuel Manager, and Reports modes. Soft key (double-wide). Approves all or a specific pump for fuel dispensing. Moves the cursor on the display to the left one space while erasing the character in that space. Removes an entry made with the numeric keypad as long as a function key or [ENTER] has not been pressed. It also form feeds the journal tape and receipt tape between entries. Soft key. Adds and removes employees from the Ruby s internal timeclock. Soft key. Changes pricing systems (usually between cash and credit) when different fuel prices are charged based on the method of payment. Soft key. Allows sales to the specified department number. Soft key. Discounts the last entered sales item as a dollar amount or percent depending on the Sales Configuration setup. Soft key. Discounts the last entered sales item as a dollar amount. Soft key. Discounts the last entered sales item as a percent. Completes an entry (like entering a PLU or department number) or chooses a function menu item (like Pay In under [OTHER FUNC]). Removes the current sales entry. Ends or escapes from a function, function menu, or mode. October 15, 2007 Buypass Sales Reference

24 1-10 Key-to-Function Reference (Continued) Key FP MOVE FREE POP AWARD FUEL FUEL DISC FUEL PRESET FUEL TAX ADDITION FUEL TAX EXEMPT List MANUAL FUEL menu MODIFY MOP NETWORK FUNC No NO SALE numeric keypad (00, 0-9) OTHER COMBO OTHER CURR OTHER DEPT OTHER FUEL OTHER FUNC OTHER MOP Description Soft key. Fueling Point Move: Moves a prepay sale to another pump number. Soft key. Allows the cashier the discretion to issue a free POP code or coupon to a customer in order to keep good customer relations. Soft key (double-wide on 120 keyboard). Enters the most recent fuel sale for the specified pump into the current transaction. Soft key. Fuel Discount: Discounts a specified quantity of fuel. Soft key. Presets a pump for a specific dollar or quantity. Payment may be made before or after dispensing. Soft key. Automatically adds a fuel tax to a fuel type that is displaying as tax free at the DCR. Soft key. Removes taxes or part of a tax, from a fuel sale for specifically defined customers. Prints a list of the current function menu or items/values within a function. Soft key. Special department key that acts like a fuel sale but reports as a department. Soft key. Displays a list of up to six PLU items. Soft key. Modifies the current PLU sales entry so that the next modifier defined for the PLU, if any, appears. Soft key. Represents a specific method of payment. Soft key. Contains a menu of functions that relate to your credit card network. Answers yes/no questions. Soft key. Opens the cash drawer between sales transactions. Numbers used for entering information such as PLUs, departments, dollar amounts, fuel quantity, birth dates for identification, and amount tendered. Soft key. Allows entry of a combo number that is not already assigned to a specific soft key. Soft key. Changes the total dollar amount due from the local currency to another currency. Soft key. Allows entry of a department for a sales item for all departments not already assigned to a specific soft key. Soft key. Contains a menu of the following functions: Move Fuel Point, Convert Price Level, Fuel Discount, Preset Fuel, Free POP Award, Fuel Tax Exemption, Fuel Tax Addition. Soft key. Contains a menu of the following functions: Safe Drop, Safe Loan, Clock In/Out, Pay In, Pay Out, View Pending Transactions, Print Previous Transaction. Soft key. Allows entry of a method of payment for a sale that is not already assigned to a specific soft key. Buypass Sales Reference October 15, 2007

25 1-11 PAY IN PAY OUT PLU (PLC) PREPAY PRICE OVER PRICE CHECK QTY REFUND REST IN GAS SAFE DROP SAFE LOAN Select Shift STOP SUSP TAX EXEMPT TICKET PRINT TOTAL VIEW VOID LINE VOID TICKET Yes Key Key-to-Function Reference (Continued) Description Soft key. Logs that a dollar amount has been added to the cash drawer without a sales transaction. Soft key. Logs that a dollar amount has been removed from the cash drawer without a sales transaction. Soft key. Represents a specific product by its PLU number. Soft key (double-wide on 120 keyboard). Allows the customer to pay for a fuel sale before pumping. Soft key. Changes the defined price of a PLU item to the price you enter. Soft key. Checks the price of an item by scanning or manually entering its PLU after the price check key is pressed. Soft key (double-high on 120 keyboard). Indicates that two or more of an item (PLU or department) will be entered. Soft key. Allows items from a previous sale to be returned. Soft key. Allows customers to use change from a cash merchandise sale to buy as much fuel as the change will pay for. Soft key. Logs that a specific amount of an MOP will be removed from the drawer and placed in the safe. This is also under the [OTHER FUNC] soft key. Soft key. Logs that a specific amount of an MOP was removed from the safe and placed in the drawer. This is also under the [OTHER FUNC] soft key. Chooses the requested item or function. For letters on keys, changes between upper and lower case. For characters and punctuation, changes between the one on the bottom left and bottom right of the key. Soft key (double-wide on 120 keyboard). Stops all or a specific pump from dispensing. Soft key. Suspends one transaction to allow other transactions to be processed. Soft key. Removes one or more taxes from the current item. Soft key (double-high on 120 keyboard). Reprints the last ten indoor sales receipts or the last card reader receipt. Soft key (double-wide). Adds up the dollar amount of the current transaction. Soft key (double-wide on 120 keyboard). Displays the status of a specific pump or all due sales. Soft key. Removes the specified item from the current transaction. Soft key. Deletes the entire current transaction and resets the terminal to start a new one. Answers yes/no questions. Introduction October 15, 2007 Buypass Sales Reference

26 1-12 Buypass Sales Reference October 15, 2007

27 2 Starting Sales This chapter describes the steps to use when first turning on the system and starting sales. Powering Up the Ruby Terminal Starting Sales Mode Sapphire Workstation Performing a Sale Correcting a Sale Closing Period Reports During Sales October 15, 2007 Buypass Sales Reference

28 2-2 Powering Up the Ruby Terminal In general, the Ruby terminal is only powered up (turned on) when it is first installed. Standalone/Controller Initial Start Up The following display appears the first time an HPV-20-enabled application is installed. Insert HPV-20 Card now and press a key 1. Insert the HPV-20 Card (Ruby Card) and press any key to continue. Setting up HPV-20 card now... Rebooting now... The Ruby terminal reboots. A display appears that indicates the HPV-20 functions are loading. Establishing link to server... The Ruby terminal reboots and the display indicates the HPV-20 connections are correct. Accessing epc... Please stand by Press any key within 5 sec for epcstall Buypass Sales Reference October 15, 2007

29 2-3 Note: The epcstall function is not for use except by authorized VeriFone engineering staff. After five seconds, the Ruby terminal will continue to reboot. Several displays appear showing a copyright notice, operating system (Gemix) version number, application name and version number. GEMPAK Release -- Version x.xx.xx Gemix v NOT REGISTERED! mm/dd/yy hh:mm Starting, please wait... /xxx/xxxxxxxx.xxx Starting Sales Enter Merchant ID: 2. Key your ten-digit merchant ID plus your three-digit terminal ID (no spaces) and press [ENTER]. Please wait... Sales Initialization... Enter cashier #: _ 3. Continue with Starting Sales Mode. October 15, 2007 Buypass Sales Reference

30 2-4 Normal Start Up 1. Plug the power cord into the AC outlet. Several displays appear showing a copyright notice and an operating system (Gemix) version number. If HPV-20 is installed, the display shows that the HPV-20 functions are loading. Establishing link to server... Press any key within 5 sec for epcstall Note: The epcstall function is not for use except by authorized VeriFone engineering staff. After five seconds, the Ruby terminal will continue to reboot. 2. Do nothing and the following display appears. Starting application program... The power-up process continues, and the application name and version number displays. Continue with Starting Sales Mode. Buypass Sales Reference October 15, 2007

31 2-5 Workstation Note: If the workstation is not connected correctly to the controller, the workstation will not be able to get the data file changes from the controller. See Troubleshooting for additional information. 1. Plug the power cord into the AC outlet. Several displays appear showing a copyright notice, operating system (Gemix) version number, and application name and version number. Then all data file changes (to the PLU File, method of payment file, etc.) copy from the controller to the workstation. Starting Sales Downloading data files - Please Wait_ Continue Sales [Y/N]? _ Unable to downld (file name) 2. Do one of the following: Press [Yes] to continue entering Sales mode. The question repeats for each data file that cannot be downloaded. Press [No] to stop trying to enter Sales mode. The Operator Display goes to the [ SALES ] prompt. A report prints on the journal printer listing the files that correctly downloaded to the workstation or bypassed when entering Sales mode. If the download worked correctly, then Sales initialization continues. Sales Initialization... Enter cashier #: _ 3. Continue with Starting Sales Mode. October 15, 2007 Buypass Sales Reference

32 2-6 Starting Sales Mode 2 Sales mode can be started directly from powering up the Ruby terminal or from the Sales mode prompt at the switcher ([ SALES ]). Standalone/Controller Use these steps for entering Sales mode on a standalone or controller terminal. 1. Press [EXIT] until the Sales mode prompt appears ([ SALES ]). [ SALES ] 2. Press [Select]. Sales Initialization... Enter cashier #: _ 3. Key the cashier number (employee ID). Press [ENTER]. Enter password _ 4. Key the personal password and press [ENTER]. Note: If a cashier attempts to log into a drawer already logged into by another cashier, an error message may display depending on how the Ruby terminal is set up. See the site s policies and procedures. If more than one cash drawer is connected to the Ruby terminal, key the number of the drawer currently in use. Enter drawer #: _ 5. Press [ENTER]. Buypass Sales Reference October 15, 2007

33 2-7 If this is the first time Sales mode is entered since the last report (cashier or close), key the beginning cash drawer amount. BEGINNING DRAWER CASH Press [ENTER]. If this is the first time Sales mode is entered since the last report (cashier or close), key the beginning drawer food stamps dollar amount. Starting Sales BEGINNING DRAWER FOOD STAMPS Press [ENTER]. If the system is not registered, the following screen appears. SYSTEM NOT REGISTERED Please call to register your Ruby Press <ENTER> to continue_ 8. Press [ENTER]. If the system is set up to display a login prompt, a message appears that resembles the following screen: YOU MUST CHECK ID FOR ALL PURCHASERS OF TOBACCO PRODUCTS THAT APPEAR TO BE UNDER AGE 27 Press [ENTER] 9. Press [ENTER]. Ready for sale or NO DUE SALES appears depending on the site s set up. Ready for sale _ The functions defined in this manual may be performed in Sales mode. A logout prompt may appear on the Operator Display when logging out of Sales mode. REMEMBER TO CLOCK OUT AT THE END OF YOUR SHIFT. RUN THE CASHIER REPORT. CLOSER, TURN OFF THE SIGN.Press [ENTER] 10. Press [ENTER] to reach the switcher. [ SALES ] October 15, 2007 Buypass Sales Reference

34 2-8 Workstation Use these steps for entering Sales mode on a workstation terminal. 1. Press [EXIT] until the Sales mode prompt appears ([ SALES ]). [ SALES ] 2. Press [Select]. All data file changes (to the PLU File, method of payment file, etc.) are copied from the controller to the workstation. Downloading data files - Please Wait_ Note: If the workstation is not connected correctly to the controller, the workstation cannot get the data file changes from the controller. See Troubleshooting for more information. Continue Sales [Y/N]? _ Unable to downld (file name) 3. Do one of the following: Press [Yes] to continue entering Sales mode. The question is repeated for each data file that cannot be downloaded. Press [No] to not continue. The display returns to the [ SALES ] prompt. A report prints on the journal printer and lists the files correctly downloaded to the workstation or bypassed when entering Sales mode. If the download worked correctly the Sales initialization continues. Sales Initialization... Enter cashier #: _ 4. Key the cashier number (employee ID) and press [ENTER]. Enter password _ Buypass Sales Reference October 15, 2007

35 Key the personal password and press [ENTER]. If more than one cash drawer is connected to the Ruby terminal, key the cash drawer number currently in use. Enter drawer #: _ 6. Press [ENTER]. If this is the first time Sales mode is entered since the last report (cashier or close), key the beginning drawer amount. Starting Sales BEGINNING DRAWER CASH Press [ENTER]. If this is the first time Sales mode is entered since the last report (cashier or close), key the beginning drawer food stamps amount. BEGINNING DRAWER FOOD STAMPS Press [ENTER]. If the system is set up to display a login prompt, a message appears that resembles the following screen. YOU MUST CHECK ID FOR ALL PURCHASERS OF TOBACCO PRODUCTS THAT APPEAR TO BE UNDER AGE 27 Press [ENTER] 9. Press [ENTER]. Ready for sale or NO DUE SALES appears depending on the site s set up. Ready for sale _ The functions defined in this manual may be performed in Sales mode. A logout prompt may appear on the Operator Display when logging out of Sales mode. REMEMBER TO CLOCK OUT AT THE END OF YOUR SHIFT. RUN THE CASHIER REPORT. CLOSER, TURN OFF THE SIGN.Press [ENTER] 10. Press [ENTER] to reach the switcher. [ SALES ] October 15, 2007 Buypass Sales Reference

36 2-10 Coin Dispenser In systems that include a coin dispenser, the cashier gives the customer the dollar amount of change due and the dispenser provides the coins. The dispenser gives a maximum of $0.99 at the end of a single transaction. The coin dispenser is part of the cash drawer reconciliation. Do the following: 1. Note the amount of coins in the dispenser and in the cash drawer at the beginning of the shift. 2. During the shift, fill the dispenser from the till as needed. 3. At the end of the shift, note the total in both the drawer and the coin dispenser. If the dispenser runs out of coins, a continuous, low tone sounds and REFILL COIN DISP alternates with any other alarm message on the fourth line of the Operator Display on the Ruby terminal. For uninterrupted use, refill the coin dispenser within four transactions after the low-coin supply warning. A CHECK COIN DISP message alternates with any other alarm message if the dispenser is not refilled within four transactions and when: A communication error exists: Check the connections between the Ruby terminal and the coin dispenser. A hardware failure occurs: Consult the coin dispenser manual. Buypass Sales Reference October 15, 2007

37 2-11 Sapphire Workstation If the site uses the Sapphire Mini-server as a controller, employees with the appropriate security level can access the following modes and functions from the switcher: Sales Manager Register Configuration Check Franking File Logo/Slogan File Soft Key File Menu File Training Mode Create Banner Blue Law Setup Reports Close Cashier Totals Print Cashier Report Print Worksheet Clock In/Out Maintenance Version Information Set Date and Time Display I/O Configuration Data Files Version Enable Printer Disable Printer Flush Printer Queue Get Latest Data Start Remote Dial-in File Information Feature Information CPU Exception Information Reset Soft Key File Adjust Buzzer Volume Printer Error Log Starting Sales October 15, 2007 Buypass Sales Reference

38 2-12 Print Installation Information Reboot System Display IP Stats e-pc Status Report System Setup Steps Use these steps for entering any of the available modes on a workstation terminal. [ SALES ] 1. Arrow to the desired mode. 2. Press [Select]. See the Sapphire Software Installation Guide, Sapphire Hardware Installation Guide, and Sapphire User Interface Document for detailed information. Buypass Sales Reference October 15, 2007

39 2-13 Performing a Sale Basic Sale A sale is made up of a series of entries on the keyboard. In general, the first entries add products that the customer wants to buy and the second entries accept payment for the products. Amounts entered into the Ruby terminal have an implied decimal point, for example, key [1] [0] [0] [0] to enter $ Enter sale items: department, fuel, PLU. 2. Press [TOTAL]. 3. Key the dollar amount submitted by the customer. 4. Key the method of payment (cash, credit, etc.). 5. Return change to the customer if there is any. 6. Give the customer the receipt if one prints. Starting Sales Sale Options There are also a number of ways the system can be set up that can change the way a sale is performed. Please review the following items. Security Checks The following procedures may require a manager s authorization: No Sale Refund Void Line Void Transaction No Sale No Sale without Security Check Press [NO SALE]. No Sale with Security Check 1. Press [NO SALE]. 2. An employee with a high enough security level must do the following to approve the procedure: a. Key a cashier number. b. Press [ENTER]. c. Key a password. d. Press [ENTER]. October 15, 2007 Buypass Sales Reference

40 2-14 The No Sale function opens the cash drawer between transactions. The transaction prints on the receipt and journal. Descr. qty amount No Sale No Sale Security If approval is required to perform a no sale transaction, an employee with a high enough security level must approve the no sale by entering the cashier number and password. The approval logs on the journal. Cashier # Required Each Sale Some systems may require entering a cashier number and password before each transaction. This usually occurs if more than one cashier is using the same cash drawer or terminal. If the system is set up this way, do the following: 1. Key cashier number and press [ENTER]. 2. Key password and press [ENTER]. When the transaction is complete, the display returns to the Enter cashier #: prompt. The steps in this manual do not include entering cashier information. Subtotal Required The system can be set up one of two ways: Subtotal Required: Press [TOTAL] before choosing an MOP. Subtotal Optional: Either press [TOTAL] and then choose an MOP or just choose an MOP. The steps in this manual include calculating the subtotal by pressing [TOTAL]. Tender Amount Required The system can be set up one of three ways: Tender Amount Required: Some MOPs may be set up to require entering the amount of the MOP tendered. Tender Amount Optional Some MOPs may be set up so that they do not require entering the amount of the MOP tendered. If more than one MOP is used in a single transaction, specify the amount of each up until the final MOP. Buypass Sales Reference October 15, 2007

41 2-15 Tender Amount Not Entered The amount tendered for credit MOPs cannot be entered. If more than one MOP is used in a single transaction and credit is one of the MOPs, credit must be entered last. It automatically equals the amount of the total that remains. If the amount tendered is entered, the Ruby terminal calculates change for you. The steps in this manual include entering the amount of the payment. Starting Sales Receipt Printing The system can be set up in one of three ways: Receipts always print. Receipts print when a certain MOP is used. Receipts print only when you press [TICKET PRINT]. Ready Prompt The prompt that is shown on the Operator Display between functions is called the ready prompt. It can be set up one of two ways: Ready for sale: Ready for sale always displays. Due Sales If no fuel sales are due, NO DUE SALES displays. If fuel sales are due, a list of the sales displays. October 15, 2007 Buypass Sales Reference

42 2-16 Correcting a Sale Backspace Press [Backsp] to remove the last single number or letter entered. The Backspace function erases the last letter or number entered as long as [ENTER] has not been pressed. This can be used when entering information like birthdays, passwords, or safe drop reference numbers. Example: You see: Enter Reference # _ You key: [1] [2] [4] but mean to key [1] [3] [4] You see: Enter Reference # 124_ You key: [Backsp] [Backsp] You see: Enter Reference # 1_ You key: [3] [4] [ENTER] Pressing [Backsp] when entering a PLU number, department number, or dollar amount, erases the entire entry. Clear Press [CLEAR] to remove the last set of numbers or letters entered. The Clear function erases the last set of letters or numbers entered as long as any other function key has not been pressed. Error Correct Press [ERROR CORR] to remove the last product or partial payment entered. The Error Correct function erases the last sales item or cancels the last sales function entered in the current transaction. For example, press [REFUND] accidentally, and press [ERROR CORR] to cancel it. Note: [ERROR CORR] does not work if [CREDIT] has been pressed. Summary Report: The total number of error corrects appears in the Summary Report. Journal Tape: Items entered into a sale that are removed with [ERROR CORR] print on the journal tape. *********** ERROR CORRECTION *********** T BISCUIT **************************************** Buypass Sales Reference October 15, 2007

43 2-17 Form Feed If you are not in the middle of entering an item, press [CLEAR] to form feed the receipt and journal printers. Void Line 1. Press [VOID LINE]. 2. Key the item to be voided exactly as it was originally entered. Starting Sales The Void Line function erases an item entered into the current transaction. You can void a line at any time during a transaction until you select an MOP. If an entry is a multiple of an item ([QTY]), the entire quantity must be voided. If you try to void an item that is not in the transaction or do not enter the item exactly as it was originally entered, the message E1119: OPER. NOT ALLOWED displays briefly. If you void a money order sale and do not enter the payee name exactly as you did the first time, the Ruby terminal does not void the line. Voided items are noted on the receipt, journal, and Summary Report. On the receipt and journal they are shown by a V to the left of the item. Descr. qty amount T LRG SODA T ICE TV LRG SODA Void Line with Security Check 1. Press [VOID LINE]. An employee with a high enough security level must do the following to approve the procedure: a. Key a cashier number. b. Press [ENTER]. c. Key a password. d. Press [ENTER]. 2. Key the item to be voided exactly as it was originally entered. If approval is needed to perform a void line transaction, then an employee with a high enough security level must enter a cashier number and password before the transaction can continue. The approval prints on the journal. October 15, 2007 Buypass Sales Reference

44 2-18 Void Ticket Press [VOID TICKET]. The Void Ticket function erases all items in the current transaction and sets the Ruby terminal up to start a new transaction. A transaction may be void at any time before the sale is completed. Void tickets log on the receipt, journal, and Summary Report. Descr. qty amount CHILI DOG CHEESE DOG T MED SODA Sub Total 6.44 VOID TICKET The subtotal prints on the void ticket even if you did not press [TOTAL]. Void Ticket with Security Check Press [VOID TICKET]. A high enough security level is needed to approve the procedure: 1. Key a cashier number. 2. Press [ENTER]. 3. Key a password. 4. Press [ENTER]. Buypass Sales Reference October 15, 2007

45 2-19 Close Period Reports During Sales This procedure occurs on a workstation that is in Sales mode when the controller starts to run a close period report, such as a Close Shift. In a multiterminal system, the close period reports are run only on the controller. If any of the workstations are in Sales mode when the controller starts the report, the controller stops and waits until the workstations are out of Sales mode. Starting Sales Depending on how the site is set up, workstations may no longer have to wait until a close shift or close daily is complete, but can go back into Sales mode immediately and process sales transactions while the close completes. The workstation is in Sales mode and the controller has started a close period report. The following appears on the controller. Waiting for sales on register r_ The following appears on a workstation (workstation number r ) that is still in Sales mode. SHIFT Change, Press < ENTER >_ If the workstation is in the middle of a transaction, it waits until the transaction completes, and then it displays the shift change message. 1. Press [ENTER] on the workstation. The workstation terminal returns to the Sales mode prompt. [ SALES ] 2. Repeat step 1 for each workstation in the system that is in Sales mode. Each workstation can return to Sales mode immediately after exiting Sales mode. The controller can return to Sales mode after the report has processed and printed. October 15, 2007 Buypass Sales Reference

46 2-20 Buypass Sales Reference October 15, 2007

47 3 Fuel Control This chapter contains steps and descriptions for controlling fuel functions: Fuel Icons Fuel Control Functions Note: Performing fuel functions in Training mode is not recommended and may affect fuel service. October 15, 2007 Buypass Sales Reference

48 3-2 Fuel Icons Fuel Icon Display The Fuel Icon Display shows the general status of each active fueling point (up to 18). The icons are located just below the Operator Display. Note: Up to 32 fueling points are available with the optional Icon Pole Display. The icons appear on the pole display INSTEAD of on the Ruby terminal. Each set of icons (pump number, car, nozzle, $) shows the status of one fueling point. Only the icon sets that are connected to active fueling points are lit (active). For example, if your site has eight fueling points, then eight sets of icons are lit. The rest remain dark except when the Ruby terminal is first powered up. Fuel Icons Icons Action Fuel Status 1-18 Flashing Dispenser Card Readers: There is card activity at the pump. Steady Steady Lit: The pump is controlled by the Ruby terminal. Steady Unlit: The pump is not controlled by the Ruby terminal or does not exist. Flashing Steady Flashing Steady The customer is requesting approval for the pump. The icon flashes and the Ruby terminal beeps until the pump is approved or the nozzle is replaced. The pump is approved for dispensing or a prepay transaction has been started. The cashier has stopped all or a specific pump by pressing the [STOP] key. The customer is dispensing fuel. $ Flashing A second fuel sale or refund is due on the pump. Steady The customer has stopped dispensing fuel. The sale or refund is due. Flashing Dispenser Card Readers: The customer pressed the dispenser card reader [Help] key or there is a message for the cashier to view (key the pump number and then [VIEW]). The message appears on the top line of the View screen. The car and nozzle continue to flash until the message is viewed. All 4 Icons Flashing The Ruby terminal is performing a self-check on power-up. Buypass Sales Reference October 15, 2007

49 3-3 Fuel Control Functions Fuel control functions are instructions given to the Ruby terminal. The Ruby terminal passes the instructions to the fuel controller which directly controls the dispensers. Some functions tell the dispenser to do something, such as allow dispensing, and some functions ask the dispenser for information, such as viewing the status of the pump. Fuel Control Fuel control status and fuel sale status are displayed as messages on the Operator Display and as blinking or lighted icons (symbols) just below the Operator Display. Some sites are set up to allow two fuel sales to be due on a dispenser. One sale is the current sale which is in progress and the other is the stacked sale which occurred before the current sale and for which payment is still due. Fuel control functions can be performed either between or during other sales transactions. Approve Approve One Calling Pump 1. Key the pump number. 2. Press [APPROVE]. Approve All Calling Pumps Press [APPROVE]. Whether a fueling point may be approved before a customer can dispense fuel depends on the following operating conditions: Automatic Approval: If Autoapproval is enabled for a specific pump number, the pump does not need to be approved before a customer can dispense fuel. Approve Specific Pump: In all cases, a specific pump can be approved if the pump number is keyed before [APPROVE]. Two messages display briefly: nn APPROVING nn APPROVED Approve All Pumps: If enabled, all fueling points requesting approval can be approved at the same time by pressing the [APPROVE] key. If not enabled, a specific pump may still be approved by keying the pump number before pressing [APPROVE]. Two messages display briefly: APPROVING CALLING PUMPS CALLING PUMPS APPROVED Note: If a pump is approved while the cash drawer is open, the change for that transaction continues to display. The journal records pump approvals. October 15, 2007 Buypass Sales Reference

50 3-4 Clear Reserve The Clear Reserve function removes the Reserved state from a prepay pump. This may happen when fuel communications are temporarily interrupted and then re-established. Note: Prepaid sales can always be cleared on the originating register. In a multiterminal system, the state can be cleared from another terminal using one of the following procedures. Clear Reserve and Permit Dispensing Clear a prepaid fuel sale that is in the Reserved state which will be dispensed. 1. Key the pump number and then [PREPAY][APPROVE]. 2. Press [Yes]. (Alternate) Clear Reserve and Refund Fuel Sale If Clear Reserve and Permit Dispensing (above) does not clear the reserved state, follow the steps below: 1. Key the pump number. 2. Press [PREPAY]. 3. Press [STOP]. If these steps do not clear the reserved state, contact the VeriFone Technical Support Center for assistance. Clear Reserve and Place in Idle Clear a prepaid fuel sale that is in the Reserved state which will NOT be dispensed. 1. Key the pump number and then [PREPAY][STOP]. 2. Press [Yes]. 3. Key the pump number of the now unreserved pump. 4. Key [FUEL][TOTAL]. 5. Choose the MOP originally used for the prepay transaction. Disapprove a Pump Disapprove a pump that is approved but has not started dispensing. Key the pump number and press [STOP]. Buypass Sales Reference October 15, 2007

51 3-5 Move Fuel Point Note: A fast credit fuel sale cannot be moved. This function moves a preset or prepay fuel sale that has not been dispensed from the original pump number to a new pump number. The Move Fuel Point function may be set up as either a separate [FP MOVE] key or as a menu choice under the [OTHER FUEL] key. The following message prints on the journal ( n1 = the original pump; n2 =the pump to which the sale moves): Fuel Control FP MOVE FROM PUMP# n1 TO PUMP# n2 Move Fuel Point with [FP MOVE] Key 1. Key the current pump number and press [FP MOVE]. 2. Key the new pump number and press [ENTER]. Move Fuel Point with [OTHER FUEL] Key 1. Press [OTHER FUEL]. 2. Press [ENTER] to choose the Move Fuel Point function. 3. Key the current pump number and then press [ENTER]. 4. Key the new pump number and then press [ENTER]. Restarting a Stopped Pump A pump may be restarted if the system is set up to allow a pump restart, or if the pump is stopped from the Ruby terminal ([STOP] key) and one of the following is true: The transaction at the pump has not ended. The pump is a Dresser /Wayne brand. The following two messages display briefly when approving a pump that has timed-out or been stopped (also called re-approving or restarting) ( nn = the pump number): nn RESTARTING nn RESTARTED Restart a Stopped Pump 1. Key the pump number. 2. Press [APPROVE]. October 15, 2007 Buypass Sales Reference

52 3-6 Stop/Disapprove The [STOP] key does one of the following: Stops fuel dispensing at a specific pump or all pumps. Disapproves one pump or all approved pumps that have not started dispensing. The following two messages display briefly if a pump is stopped ( nn = pump number): nn STOPPING nn STOPPED The following two messages display briefly when all pumps are stopped: STOPPING ALL PUMPS ALL PUMPS STOPPED Stop One Pump 1. Key the pump number. 2. Press [STOP]. Stop All Pumps Press [STOP]. View Fuel Sales The View function displays the status of the current fuel sales. The information that displays depends on the pump manufacturer. Some pumps send information as the fuel is dispensed. Other pumps send information only after dispensing is finished, and show only the fueling point, current/stacked indicator, and pump status while fuel is being dispensed. There are two types of view: due sales and fuel sales. View Due Fuel Sales 1. Key [VIEW]. All fuel sales that are due appear. 2. Press [EXIT]. 1C $ C $ _ 3C $ C $ S $ C $ 8.25 The pump number, status ( C = current, S = stacked), and dollar amount due display. Up to eight sales are listed. If there are more than eight sales, a down arrow in the bottom left corner of the display indicates there are more. Press [VIEW] to see the rest of the sales. If no sales are due, NO DUE SALES displays until another sales function is run. Buypass Sales Reference October 15, 2007

53 3-7 View Pump Status Check the fuel sale state or the pump state of the current or second (stacked) sale. 1. Key the pump number. 2. Press [VIEW]. The > points at the current sale. 3. Press [VIEW] again. The > points at the stacked sale. 4. Press [VIEW] again. The pump status and detailed fuel sale information for the current sale appears. 5. Press [VIEW] again. The pump status and detailed fuel sale information for the stacked sale appears. 6. Press [VIEW] to repeat the cycle (steps 2 through 5). Fuel Control There are four view screens: PUMP 1 >DUE $15.42 CA SOLD $33.52 CA View 1 PUMP 1 DUE $15.42 CA >SOLD $33.52 CA View 2 PUMP 1 IS IDLE CURRENT:DUE $15.42 CASH G $1.111/G View 3 PUMP 1 IS IDLE STACKED:SOLD $33.52 CASH G $1.111/G View 4 Pump Status Status AUTHORIZED CALLING FUELING IDLE LOW PAPER OFFLINE Description The pump is approved, but dispensing has not started. The customer has lifted the handle and is requesting approval to dispense fuel. Fuel is being dispensed. The pump is not in use. The receipt paper in the dispenser card reader is low. The pump controller is not communicating with the dispenser. October 15, 2007 Buypass Sales Reference

54 3-8 Pump Status Status RESERVED STOPPED Description The pump is being prepaid and is locked until the transaction is complete. A cashier has stopped the pump by pressing [STOP]. Fuel Sale Status Status BUSY DUE HOLD SOLD Description The pump is in use (but not necessarily actively fueling). The customer has finished dispensing and the sale or refund is due. This sale has already been included in a transaction on another Ruby terminal or on the current ticket. This fuel sale has already been collected. Buypass Sales Reference October 15, 2007

55 4 Fuel Sales Note: Practicing fuel control or fuel sales functions in Training Mode is not recommended and may affect fuel service. A fuel sale can be part of any sales transaction either allowed inside at the Ruby terminal or outside at the Dispenser Card Reader (DCRs). This chapter describes various fuel sales and how to enter them into a transaction.the following fuel transactions are covered: Inside Sales Correct a Fuel Sale Dispenser Card Reader (DCR) Cash Acceptor Sales Point of Purchase (POP) Fuel Sales Fuel Discount October 15, 2007 Buypass Sales Reference

56 4-2 Inside Sales Autocollect Inside Sales The Autocollect Inside feature allows sites using attendants to collect payments at the pumps to do the following: Provide receipts for fuel purchases. Sell merchandise to customers who are also purchasing fuel. The attendant takes the customer s cash, credit, debit, or stored value card inside to process the sale on the Ruby terminal. The attendant returns to the customer with the receipt, any change due or the card, and any merchandise purchased. Note: If the attendant inserts the credit card into the DCR and dispenses fuel, merchandise cannot be added nor can the sale be recalled inside. MELVIN S SERVICE STATION Descr. qty amount RED CA # G / G Sub Total TOTAL Tax CASH $ Change $ 0.00 Autocollect Inside Sample Receipt Autocollect Inside Sale Steps 1. Key the pump number. 2. Press [VIEW]. 3. If this is not the correct fuel sale, press [VIEW] again. 4. Press [FUEL]. 5. If the customer wants to purchase merchandise, key the item(s). 6. Enter the customer s method of payment. Convert Fuel Sale Price Level The Convert function switches the total price of a sale between the first two methods of payment set up for fuel sales (usually cash and credit) when the price level for fuel is different for each. If a customer dispenses fuel at one price level but wants to pay in the other price level, use the Convert function to switch. The fuel sale recalculates based on the new price per unit of fuel. The new fuel sale total reflects in the total for the transaction. Buypass Sales Reference October 15, 2007

57 4-3 The Convert function may be set up as either a separate [CONVRT] key or as a menu choice under the [OTHER FUEL] key. Convert Autocollect Inside Sale with [CONVRT] Key 1. Key the pump number. 2. Press [VIEW]. 3. If this is not the correct fuel sale, press [VIEW] again. 4. Press [FUEL]. 5. Press [CONVRT]. 6. If the customer wants to purchase merchandise, key the item(s). 7. Enter the customer s method of payment. Fuel Sales Convert Fuel Sale Price Level with [CONVRT] Key 1. Enter the fuel sale into a transaction. a. Key the pump number. b. Press [FUEL]. 2. Press [CONVRT]. Convert Fuel Sale Price Level with [OTHER FUEL] Key 1. Enter the fuel sale into a transaction. a. Key the pump number. b. Press [FUEL]. 2. Press [OTHER FUEL]. 3. Arrow to the Convert function. 4. Press [ENTER]. Postpay Fuel Sales A postpay fuel sale is a fuel sale the customer pays after dispensing: Postpay: The customer requests approval to dispense fuel. You press [APPROVE]. The customer dispenses fuel and pays inside. Preset Postpay: The pump is preset for a specific dollar amount or volume. The customer dispenses fuel and pays inside. Instant On: The customer presses a payment-type key. The customer has a preset period of time to begin fueling. After dispensing the fuel, the customer pays inside. October 15, 2007 Buypass Sales Reference

58 4-4 Fuel Tax Addition: This function allows the ability to add a fuel tax to a fuel type that is displaying a tax free price at the pump. The automatic adjustment is only available for postpay fuel sales. Fuel Tax Exempt: This function allows the cashier to remove taxes, or portions of a tax, from a fuel sale. Exemptions are available only on postpay fuel sales. Postpay Fuel Sale Steps 1. Key the pump number and press [FUEL] to put the first fuel sale due on the pump into the transaction. 2. Press [FUEL] again to put the second fuel sale due on the pump into the transaction instead of the first one. Postpay Fuel Sale from View Pump Steps 1. Key the pump number and press [VIEW]. The first sale is selected. 2. To select the second sale, press [VIEW] again. 3. Press [FUEL] to put the selected fuel sale into the transaction. Postpay Fuel Tax Addition/Exemption Steps 1. Key the pump number. 2. Press [FUEL]. 3. Press [OTHER FUEL]. 4. Press the arrow keys until Fuel Tax Exemption appears and press [ENTER]. 5. Select the fuel tax exemption from the menu. 6. Press [ENTER]. Prepay Fuel Sales In a prepay fuel sale the customer pays for the fuel before dispensing. The fuel is entered for a specific dollar amount or volume. If the sale is by volume, the fuel product must be specified. The sale must be paid before the Ruby terminal approves the pump. The pump stops when the dollar amount or volume is reached or the tank is full. Prepay Fuel Sale by Dollar Amount Steps 1. Key the pump number and press [PREPAY]. 2. Key the dollar amount. 3. Determine if your site has different cash and credit pricing: If cash and credit are the same price, press [ENTER]. If cash and credit are different prices, press the method of payment. 4. The transaction must be settled before the customer can dispense fuel. Buypass Sales Reference October 15, 2007

59 4-5 Prepay Fuel Sale by Volume Steps 1. Key the pump number and press [PREPAY]. 2. Press [QTY] and key the volume of fuel including two decimal places. 3. Determine if your site has different cash and credit pricing: If cash and credit are the same price, press [ENTER]. If cash and credit are different prices, press the MOP. 4. Arrow to the correct fuel product. 5. Press [ENTER]. 6. The transaction must be settled before the customer can dispense fuel. Fuel Sales Void a Prepay Fuel Sale If the status of the prepaid pump is AUTHORIZED, disapprove the pump. 1. Press the pump number. 2. Press [STOP]. If the status of a prepaid, underrun pump is RESERVED, clear the reserve state. 1. Key the pump number. 2. Press [PREPAY]. 3. Press [STOP]. 4. Press [Yes] to clear the reserved state. Prepay Fuel Sale with Fast Credit Enabled Note: A fast credit fuel sale cannot be moved. In a fast credit sale, the network pre-authorizes a card for a fuel purchase then just charges the customer for the amount actually dispensed. The customer cannot buy merchandise in a fast credit transaction. Fast credit is most often used in cases where sites require prepay after dark but the customers do not know how much fuel is needed to fill the tanks. Fast credit prepay can only be used if fast credit is enabled in Manager mode. Fast credit fuel sale: The customer can dispense up to the credit floor limit. The customer s card is only charged for the amount actually dispensed. Fast credit fuel sale with dollar amount: The customer can dispense up to the dollar amount entered in the prepay transaction. However, the customer s card is only charged for the amount actually dispensed. October 15, 2007 Buypass Sales Reference

60 4-6 Fast credit fuel sale with a fleet card: The customer is asked to enter information such as a drivers ID or odometer reading on a PINpad. Note: If a PINpad is not available, enter the information on the Ruby terminal. Receipts: Receipts are available when the transaction is complete. Non-DCR sites: The customer may ask the cashier to print a receipt inside at the Ruby terminal. DCR sites: A receipt prints at the DCR and can reprint at the Ruby terminal. Note: If Fast Credit is disabled, prepay fuel sales require the selection of a fuel type for network transactions. Prepay Fuel Sale with Fast Credit Enabled Steps 1. Key the pump number and press [PREPAY]. 2. Optional: Key the dollar amount. 3. Press [CREDIT]. SLIDE CARD OR ENTER ACCOUNT NUMBER appears. 4. Swipe the card. The transaction is sent to the host for approval. No receipt prints. 5. Customer dispenses fuel. 6. Customer receives receipt either from DCR or from inside reprint. Prepay Fuel Sale with Fast Credit Disabled Steps 1. Key the pump number and press [PREPAY]. 2. Key the dollar amount. 3. Press [CREDIT]. SLIDE CARD OR ENTER ACCOUNT NUMBER appears. 4. Swipe the card. SELECT FUEL PRODUCT appears and the first fuel type that was configured is displayed. 5. Use the arrow keys to select the fuel type. 6. Press [ENTER]. The transaction is sent to the host for approval. A receipt prints. 7. Customer dispenses fuel. 8. Customer receives receipt either from DCR or from inside reprint. To obtain a detailed receipt, the customer must come back inside. Prepay Fuel Sale with Fast Credit Using a Fleet Card Steps 1. Key the pump number and press [PREPAY]. 2. Optional: Key the dollar amount. 3. Press [CREDIT]. 4. Swipe the card. Buypass Sales Reference October 15, 2007

61 Ask the customer to complete the requested information on the PINpad. Note: Information varies by card and may be entered on the Ruby terminal. The transaction is sent to the host for approval. No receipt prints. 6. Customer dispenses fuel. 7. Customer receives receipt either from DCR or from inside reprint. Fuel Sales Prepay Fuel Sale Refund (Underrun) When a customer prepays for fuel but does not dispense the entire amount, the remaining dollar amount is automatically due to the customer. The refund is put in a transaction just like a postpay fuel sale, but the total is a negative number. Other products can be added to the refund. The total price of the products is subtracted from the amount due in the refund. The total line shows whether the customer is owed money or owes money at the end of the transaction. The Ruby terminal does not report an underrun as a refund. Prepay Fuel Sale Refund Steps 1. Key the pump number. 2. Press [FUEL]. 3. Add other products if applicable. 4. Press [TOTAL]. 5. Do one of the following: If the total is a negative number, press [CASH]. Pay the customer the total. If the total is a positive number, follow the steps for the MOP the customer gives you. If the status of the pump being refunded is RESERVED, do the following. 1. Key the pump number. 2. Press [PREPAY]. 3. Press [STOP]. 4. Press [Yes] to clear the reserve state. If the prepaid fuel sale is completed but not dispensed, it may remain authorized at the pump until it is dispensed or disapproved. If the pump is disapproved, the amount of the prepay becomes due as a fuel underrun. Note: The Ruby terminal can be configured to automatically disapprove an authorized pump after a certain amount of time. October 15, 2007 Buypass Sales Reference

62 4-8 Preset Fuel Sale A preset fuel sale occurs when the Preset Fuel function is used to approve a fuel sale for a specific dollar amount or volume. If the approval is by volume, specify the fuel product. The pump automatically stops dispensing when the dollar amount or volume is reached or the tank is full. The sale is paid after the fuel is dispensed. The Preset Fuel Sale function may be set up as either a separate [FUEL PRESET] key or as a menu choice under the [OTHER FUEL] key. Preset Fuel Sale by Dollar Amount with [FUEL PRESET] Key 1. Key the pump number and press [FUEL PRESET]. 2. Key the dollar amount. 3. Press [ENTER] or the method of payment. 4. The customer dispenses fuel before paying. Preset Fuel Sale by Dollar Amount with [OTHER FUEL] Key 1. Press [OTHER FUEL]. 2. Arrow to the Preset Fuel function. 3. Press [ENTER]. 4. Key the pump number and press [ENTER]. 5. Key the dollar amount. 6. Press [ENTER] or the method of payment. 7. The customer dispenses fuel before paying. Preset Fuel Sale by Volume with [FUEL PRESET] Key 1. Key the pump number and press [FUEL PRESET]. 2. Press [QTY]. 3. Key the volume of fuel to be dispensed (including two decimal places). 4. Press [ENTER] or the method of payment. 5. Arrow to the fuel product to be purchased. 6. Press [ENTER]. Preset Fuel Sale by Volume with [OTHER FUEL] Key 1. Press [OTHER FUEL]. 2. Arrow to the Preset Fuel function. 3. Press [ENTER]. 4. Key the pump number and press [ENTER]. 5. Press [QTY]. Buypass Sales Reference October 15, 2007

63 Key the volume of fuel to be dispensed (including two decimal places). 7. Press [ENTER] or the method of payment. 8. Arrow to the fuel product to be purchased. 9. Press [ENTER]. Void a Preset Fuel Sale Fuel Sales If a preset fuel sale is entered and it is not dispensed, the pump remains authorized until the sale is either dispensed or voided. 1. Key the pump number. 2. Press [STOP]. Rest In Gas When buying non-fuel items inside, the customer can designate that the cashier apply the rest of the cash amount provided to a fuel purchase. 1. Key the items sold. 2. Key the pump number. 3. Press [REST IN GAS]. 4. Key the dollar amount the customer provides. 5. Press [CASH]. Drive Off Drive Off is used to complete transactions in which fuel was dispensed, but not paid for. The space at the bottom of the receipt is for a description of the vehicle. A receipt always prints even if the system is set up not to print receipts. Descr. qty amount UNLD CA # G 2.111/ G Sub Total TOTAL Tax DRIVE OFF $ Change $ 0.00 AUTO TAG # MAKE/MODEL AUTO COLOR OTHER 1. Ring up the unpaid fuel transaction. 2. Press [TOTAL]. October 15, 2007 Buypass Sales Reference

64 Press [DRIVE OFF]. 4. Write a description of the vehicle on the receipt and save it. 5. Press [STOP]. Manual Fuel Use the [MANUAL FUEL] key to enter a fuel sale into the Ruby terminal when communication with the dispensers is not available. Manual Fuel Steps 1. Key fuel sale price, including any taxes due, and press [MANUAL FUEL]. 2. Use arrow key to find the correct fuel product then press [ENTER]. 3. Key the pump number then press [ENTER]. Descr. qty amount MANUAL FUEL D /G Sub Total TOTAL Tax CASH $ CHANGE $ 0.00 Sample Customer Manual Fuel Receipt Manual Fuel Refund Fuel can be refunded as a department if your manager has defined a manual fuel department. The specific use of this department is subject to the company s policy. Pump Test The pump test method of payment only settles fuel sales and is not a valid MOP for prepay fuel sales. The pump test MOP allows testing the fuel at the pumps. Dispense fuel normally, then complete the sale using the pump test item available through the [OTHER MOP] key. A receipt prints with the words PUMP TEST at the bottom. Note: Pump test MOP sales print in the FP/Hose Test report. Print this report as a flash report or during the Close Shift and/or Close Daily report. Buypass Sales Reference October 15, 2007

65 4-11 Pump Test Steps 1. After the fuel is pumped, key the pump number. 2. Press [FUEL] to put the sale due on the pump into the transaction. 3. Press [TOTAL]. 4. Press [OTHER MOP] until PUMP TEST displays. 5. Press [ENTER]. Fuel Sales Credit and Cash Pricing Conflicts If Ignore MOP Conflict is enabled in Manager mode when fast credit is not enabled, press [CASH] to print a fuel receipt. If Ignore MOP Conflict in not enabled and fast credit is not enabled, press [MANUAL CREDIT] to print a credit receipt and [CASH] to reprint a debit receipt. Reprint DCR Receipts Steps 1. Key the pump number. 2. Press [VIEW]. 3. Press [TICKET PRINT]. Note: This will only print the last DCR transaction. If another DCR transaction occurs on the same DCR, the previous transaction is overwritten. Reprint Prepay DCR Receipt If Ignore MOP Conflict is enabled: 1. Key the pump number. 2. Press [FUEL]. 3. Press [TOTAL]. 4. Press [CASH]. Note: Note: The fuel type and volume appear on the reprinted receipt. If the MOP is something other than [CASH] and Ignore MOP Conflict is not enabled, then [MANUAL CREDIT] must be used. Reprint DCR Receipt for Fast Credit 1. Key the pump number. 2. Press [VIEW]. 3. Press [TICKET PRINT]. 4. Press [ENTER]. October 15, 2007 Buypass Sales Reference

66 4-12 Reprint Prepay Receipt When MOP Conflicts Are Not Ignored (Non-Fast Credit) If Ignore MOP Conflict is not enabled: 1. Key the pump number. 2. Press [FUEL]. 3. Press [TOTAL]. 4. Do one of the following: Cash or Debit: Press [CASH]. Credit: Press [MANUAL CREDIT]. Reprint Receipt when MOP Conflicts are Ignored (Non-Fast Credit) If Ignore MOP Conflict is enabled. 1. Press [TICKET PRINT]. 2. Select the sale. 3. Press [ENTER]. Buypass Sales Reference October 15, 2007

67 4-13 Fast Credit DCR Receipt Sample WELCOME Store name Clearwater FL LORI VALENTINE MASTERCARD REF # Merchant ID-Terminal ID Store name and address Customer name Card number Card type Reference number Fuel Sales DATE 03/25/06 16:06 PUMP # 01 PRODUCT PREM GALLONS PRICE/GAL: $3.121 FUEL SALE $2.76 APPROVAL # HOSTOK CARWASH PRICE $3.00 CARWASH TAX $0.75 TOTAL SALE $6.51 CARWASH CODE VALID FOR 14 DAYS Credit Approval Code Car Wash Code THANK YOU HAVE A NICE DAY Duplicate DCR Receipt Sample WELCOME Store name Address Clearwater FL DUPLICATE OUTDOOR RECEIPT MASTERCARD LORI VALENTINE DATE 03/25/06 16:06 APPROVAL # HOSTOK PUMP # 01 PRODUCT PREM GALLONS PRICE/GAL: $ TOTAL SALE $ 2.76 CARWASH PRICE $3.00 CARWASH TAX $0.75 TOTAL SALE $6.51 CARWASH CODE VALID FOR 14 DAYS THANK YOU HAVE A NICE DAY October 15, 2007 Buypass Sales Reference

68 4-14 Correct a Fuel Sale Sold to Wrong Customer 1. Refund the incorrect fuel sale made to the first customer: a. Key [REFUND] and the fuel sale dollar amount. b. Enter the manual fuel department: Press [MANUAL FUEL] or press [OTHER DEPT], key the manual fuel department number, and press [ENTER]. c. Press [TOTAL]. d. Press the MOP to be refunded and complete the sale. 2. Sell the correct fuel sale to the first customer: a. Key the pump number and press [FUEL]. b. Press [TOTAL]. c. Press the MOP and complete the sale. 3. Sell the correct fuel sale to the second customer: a. Key the fuel sale dollar amount that was refunded to the first customer. b. Enter the manual fuel department: Press [MANUAL FUEL] or press [OTHER DEPT], key the manual fuel department number, and press [ENTER]. c. Press the MOP and complete the sale. This procedure helps to correct the situation when a fuel sale is sold to the wrong customer. Note that because the manual fuel department sale was refunded and then sold for exactly the same amount, the entries are balanced and will not create incorrect totals. Example: You see: Enter Reference # _ You key: [1] [2] [4] but mean to key [1] [3] [4] You see: Enter Reference # 124_ You key: You see: You key: [CLEAR] Enter Reference # _ [1] [3] [4] [ENTER] Example: Customer A dispensed $15.00 on pump 7. Customer B dispensed $12.00 on pump 9. Transaction 1: Customer B Buypass Sales Reference October 15, 2007

69 4-15 You key [7] [FUEL]. You key [TOTAL] [CREDIT]. You and the customer realize the wrong fuel sale was processed. Transaction 2: Customer B s transaction is corrected You key [REFUND]. You key [1] [5] [0] [0][MANUAL FUEL]. You key [TOTAL] [CREDIT]. Complete the sale. This reverses the initial incorrect fuel sale. Transaction 3: Sell correct fuel sale to Customer B You key [9] [FUEL]. You key [TOTAL] [CREDIT]. Transaction 4: Sell correct fuel sale to Customer A You key [1] [5] [0] [0] [MANUAL FUEL]. You key [TOTAL] [CASH]. Fuel Sales Restricted Fuel Sales Some proprietary cards have restrictions on which products a customer can purchase. For example, a card may be restricted to only fuel purchases or only one type of fuel, such as diesel. If a customer inserts a card at a pump which does not dispense the allowed fuel or tries to purchase a car wash, the DCR denies the sale. October 15, 2007 Buypass Sales Reference

70 4-16 Dispenser Card Reader (DCR) 4 A dispenser card reader (DCR) gives fuel customers the option of paying at the dispenser. DCRs read the magnetic stripe of credit, debit, and similar cards, sends the information to a credit network, and controls dispensing fuel based on the network s response. Dispenser Types Although different manufacturers refer to card readers by various trade names, this manual uses DCR for all of them. Bennett: Dispenser Card Terminal (DCT) Dresser/Wayne dispenser: Dispenser Card Processing Terminal (DCPT) Gilbarco dispenser: CRIND Schlumberger dispenser: CardScan Tokheim dispenser: Dispenser Payment Terminal (DPT) DCR Sales Sequences Tables The sales sequences for DCR transactions for all dispensers the Ruby terminal supports are in the tables on the following pages. Consider the following in all tables: If the Ruby terminal is in the idle state, the fueling point number remains lit and the icons are dark. If the Ruby terminal is sending data to the DCRs, a LOADING message replaces the current prompt until the transmission is complete. Card types cause different prompts to appear: Debit cards: If a customer inserts a debit card without first pressing the [DEBIT] key, DEBIT OR CREDIT? appears on the display. After a card has been identified as a debit card, the display prompts with ENTER PIN. Fleet cards: Different Fleet cards prompt the customer for information such as odometer reading, vehicle identification number, etc. Stored Value Cards: Also known as prepaid cards, these cards usually display the balance which remains on the card. The following DCR sales examples in the DCR Sequences Tables: DCR Sale Using a Card DCR Sale Using Cash DCR Sale Using a POP Discount Code Pay Inside Sale Using a POP Discount Postpay Inside Sale Prepay Inside Sale Card Rejected with Hot Pump Enabled Buypass Sales Reference October 15, 2007

71 4-17 Card Rejected with Hot Pump Disabled Card Not Removed POP Discount Code Rejected Fuel Sales DCR Sale Using a Card User/DCR Action Ruby Action DCR Prompt 1 DCR is in idle state. Idle state. Idle Prompt 2 Customer inserts a card. Fueling point number icon flashes. 3 Customer removes card. If customer does not remove card, see Card Not Removed table. Ruby terminal performs local validation of card. 4 Customer waits. Ruby terminal requests card authorization. 5a Hot DCR pump in Fuel Manager > DCR Configuration is set to Y. Credit or debit card: The customer waits. 5b Hot DCR pump is set to N. Credit or debit card: The customer waits. 6 Customer removes nozzle and dispenses fuel. Ruby terminal approves pump before authorization is received. Car icon lights. If authorization is then rejected, see Card Rejected with Hot DCR Pump Enabled. Card rejection information is noted on the journal. Ruby terminal approves pump after receiving authorization. If authorization is rejected, see Card Rejected with Hot DCR Pump Disabled. Card rejection information is noted on the journal. Ruby terminal sounds a tone to indicate fueling has started. Nozzle icon lights. REMOVE CARD RAPIDLY Schlumberger: PLEASE REMOVE THE CARD Displays for 5 seconds. ONE MOMENT PLEASE Start Fueling Prompt Start Fueling Prompt Promotional Message 7a If Always print receipt parameter in DCR Site Parameters in Fuel Manager mode is set to N. October 15, 2007 Buypass Sales Reference

72 4-18 Customer completes fueling and replaces nozzle. Customer responds Yes to RECEIPT? Customer completes fueling and replaces nozzle. Customer responds No. 7b If Always print receipt is set to Y. DCR Sale Using a Card User/DCR Action Ruby Action DCR Prompt Fueling point number icon flashes. Ruby beeps to indicate fueling is complete. Fueling point number icon flashes. Ruby terminal beeps to indicate fueling is complete. RECEIPT YES/NO? followed by PRINTING RECEIPT followed by RECEIPT IS READY Displays for 5 seconds - beeps. RECEIPT YES/NO? THANK YOU Customer completes fueling Fueling point number icon PRINTING RECEIPT and replaces nozzle. flashes. Ruby terminal beeps followed by Customer waits. to indicate fueling is RECEIPT IS READY complete. THANK YOU Displays for 5 seconds - beeps. 8 DCR returns to idle state. Idle state. Idle Prompt Buypass Sales Reference October 15, 2007

73 4-19 DCR Sale Using a POP Discount Code User/DCR Action Ruby Action DCR Prompt 1 DCR is in idle state. Idle state. Idle Prompt 2 Customer inserts a card. Fueling point number icon flashes. 3 Customer removes card. If customer does not remove card, see Card Not Removed table. Ruby terminal performs local validation of card. REMOVE CARD RAPIDLY Schlumberger: PLEASE REMOVE THE CARD Displays for 5 seconds. ONE MOMENT PLEASE 4 Customer waits. Ruby terminal requests card authorization. 5a Hot DCR pump in Fuel Manager > DCR Configuration is set to Y ; POP Discount Enable and POP Discount Code Enable in Manager > Configuration > Sales Config are set to Y. Customer enters Y or N. POP CODE? Y/N If customer enters Y, ENTER DATA prompt to enter the POP code appears. Customer enters 7-digit POP Code. Credit or debit card: The customer waits. 5b Hot DCR pump is set to N. Credit or debit card: The customer waits. Ruby terminal approves code before prompting for card. If code is rejected, see POP Code Rejected table. Ruby terminal approves pump before authorization is received. Car icon lights. If authorization is then rejected, see Card Rejected with Hot DCR Pump Enabled. Card rejection information is noted on the journal. Ruby terminal approves pump after receiving authorization. If authorization is rejected, see Card Rejected with Hot DCR Pump Disabled. Card rejection information is noted on the journal. Start Fueling Prompt Start Fueling Prompt Fuel Sales October 15, 2007 Buypass Sales Reference

74 4-20 DCR Sale Using a POP Discount Code (Continued) User/DCR Action Ruby Action DCR Prompt Customer removes nozzle and dispenses fuel. Ruby terminal sounds a tone to indicate fueling has started. Nozzle icon lights. Promotional Message 6a If Always print receipt parameter in DCR Site Parameters in Fuel Manager mode is set to N. Customer completes fueling and replaces nozzle. Customer responds Yes to RECEIPT? Customer completes fueling and replaces nozzle. Customer responds No. 6b If Always print receipt is set to Y Fueling point number icon flashes. Ruby terminal beeps to indicate that fueling is complete. Fueling point number icon flashes. Ruby terminal beeps to indicate fueling is complete. RECEIPT YES/NO? followed by PRINTING RECEIPT followed by RECEIPT IS READY Displays for 5 seconds - beeps. RECEIPT YES/NO? THANK YOU Customer completes fueling Fueling point number icon PRINTING RECEIPT and replaces nozzle. flashes. Ruby terminal beeps followed by Customer waits. to indicate fueling is RECEIPT IS READY complete. THANK YOU Displays for 5 seconds - beeps. 7 DCR returns to idle state. Idle state. Idle Prompt Buypass Sales Reference October 15, 2007

75 4-21 Pay Inside Sale Using POP Discount User/DCR Action Ruby Action DCR Prompt 1 DCR is in idle state. Idle state. Idle Prompt 2 Customer selects any PAY INSIDE option (PAY INSIDE CASH, PAY INSIDE CREDIT). Car icon flashes and Ruby terminal beeps repeatedly. 3 Customer waits. Cashier approves pump. Nozzle icon lights. 4 Customer dispenses fuel. Ruby terminal sounds a tone to indicate that fueling has started. 5 Customer completes fueling and replaces nozzle. Dollar icon lights. Ruby terminal beeps to indicate fueling is complete. 6 Customer goes inside to pay. If codes are enabled, cashier processes POP discount code or coupon at the Ruby terminal when fuel sale is tendered. ONE MOMENT PLEASE Start Fueling Prompt Promotional Message PLEASE PAY CASHIER Displays for 20 seconds - beeps 3 times. Idle Prompt 7 DCR returns to idle state. Idle state. Idle Prompt Fuel Sales Postpay Inside Sale User/DCR Action Ruby Action DCR Prompt 1 DCR is in idle state. Idle state. Idle Prompt 2 Customer removes nozzle. Car icon flashes and Ruby ONE MOMENT PLEASE terminal beeps repeatedly. 3 Customer waits. Cashier approves pump. Nozzle icon lights. 4 Customer dispenses fuel. Ruby terminal sounds a tone to indicate fueling has started. Start Fueling Prompt Promotional Message 5 Customer completes fueling Dollar icon lights. Ruby PLEASE PAY CASHIER and replaces nozzle. terminal beeps to indicate Displays for 20 seconds - beeps 3 fueling is complete. times. 6 DCR returns to idle state. Idle state. Idle Prompt October 15, 2007 Buypass Sales Reference

76 4-22 Prepay Inside Sale User/DCR Action Ruby Action DCR Prompt 1 DCR is in idle state. Idle state. Idle Prompt 2 Customer prepays inside. Car icon lights. Pump is Start Fueling Prompt approved. Customer inserts card at an already prepaid pump. (This applies to systems without a [CASH] key and the Handle Up Calling set to N, Full Service Preset at Pump set to Y and Autocollect set to 0.) 3 Customer removes nozzle and follows start fueling instructions, and begins to dispense fuel. 4 Customer completes fueling and replaces nozzle. 5 Customer has dispensed less than prepaid amount. Customer has dispensed more than prepaid amount. Customer has dispensed prepaid amount. Nozzle icon lights. Ruby terminal sounds a tone to indicate fueling has started. Nozzle icon turns off. Ruby terminal beeps to indicate fueling is complete. Dollar icon lights. Ruby terminal beeps to indicate fueling is complete. Dollar icon lights. Ruby terminal beeps to indicate fueling is complete. Ruby terminal beeps to indicate fueling is complete. CARD NOT READ Displays for 5 seconds - beeps 3 times. Promotional Message PLEASE SEE CASHIER PLEASE SEE CASHIER Idle Prompt 6 DCR returns to idle state. Idle state. Idle Prompt Buypass Sales Reference October 15, 2007

77 4-23 Card Rejected with Hot Pump Enabled User/DCR Action Ruby Action DCR Prompt 1 DCR is in idle state. Idle state. Idle Prompt 2 Customer inserts a card. Fueling point number icon flashes. 3 Customer removes card. If customer does not remove card, see Card Not Removed table. Ruby terminal validates card. 4 Customer waits. Ruby terminal requests authorization for card and approves pump. 5 Customer removes nozzle dispenses fuel. Nozzle icon lights. Ruby terminal sounds a tone to indicate fueling has started. 6 Card is rejected. Fueling point number, car, and nozzle icons flash. Pump is stopped. Card rejection information is noted on the journal. REMOVE CARD RAPIDLY Schlumberger: PLEASE REMOVE THE CARD Displays for 5 seconds. ONE MOMENT PLEASE Start Fueling Prompt Promotional Message PLEASE SEE ATTENDANT Displays until cashier views message inside. DCR beeps 3 times. 7 Customer replaces nozzle. Dollar icon lights. Ruby PLEASE SEE ATTENDANT terminal beeps to indicate Displays for 20 seconds - beeps 3 fueling is complete. times. 8 DCR returns to idle state. Idle state. Idle Prompt Fuel Sales October 15, 2007 Buypass Sales Reference

78 4-24 Card Rejected with Hot Pump Disabled User/DCR Action Ruby Action DCR Prompt 1 DCR is in idle state. Idle state. Idle Prompt 2 Customer inserts a card. Fueling point number icon flashes. 3 Customer removes card. If customer does not remove card, see Card Not Removed table. Ruby terminal validates card. REMOVE CARD RAPIDLY Schlumberger: PLEASE REMOVE THE CARD Displays for 5 seconds. ONE MOMENT PLEASE 4 Card is rejected. Fueling point number, car, and nozzle icons flash. Card rejection information is noted on the journal. PLEASE SEE ATTENDANT Displays until cashier views message inside. DCR beeps 3 times. 5 DCR returns to idle state. Idle state. Idle Prompt Card Not Removed User/DCR Action Ruby Action DCR Prompt 1 DCR is in idle state. Idle state. Idle Prompt 2 Customer inserts a card. Fueling point number icon REMOVE CARD RAPIDLY flashes. Displays for 5 seconds. 3 Customer does not remove card. Fueling point number icon flashes. PLEASE REMOVE CARD Displays for 10 seconds - beeps 3 times. 4 DCR returns to idle state. Idle state. Idle Prompt Note: In addition to message alert beeps, DCR beeps once per second while card is in reader. Buypass Sales Reference October 15, 2007

79 4-25 POP Discount Code Rejected User/DCR Action Ruby Action DCR Prompt 1 POP Code is rejected. Fueling point number icon flashes. POP Code rejection information is noted on the journal. 2 If customer enters Y, 2nd prompt for code entry appears. 3 If customer enters invalid entry, 3rd prompt for code entry appears. Fueling point number icon flashes. POP Code rejection information is noted on the journal. INVALID CODE CONTINUE Y/N ENTER DATA INVALID CODE CONTINUE Y/N 4 If 3rd attempt fails, INVALID CODE transaction is cancelled. TRANS CANCELLED 5 DCR returns to idle state. Idle state. Idle Prompt Fuel Sales Bad Card Read User/DCR Action Ruby Action DCR Prompt 1 DCR is in idle state. Idle state. Idle Prompt 2 Customer inserts a card. Fueling point number icon REMOVE CARD RAPIDLY flashes. Displays for 5 seconds. 3 Card is unreadable or was inserted incorrectly. 4 Customer has made three unsuccessful attempts to insert card. Fueling point number icon flashes. Fueling point number, car, and nozzle icons flash. 5 Card has expired. Fueling point number, car, and nozzle icons flash. REENTER CARD Displays for 20 seconds - beeps 3 times. PLEASE SEE ATTENDANT Displays for 20 seconds. EXPIRED CARD Displays for 20 seconds - beeps 3 times. October 15, 2007 Buypass Sales Reference

80 4-26 The following additional DCR prompts may appear. Additional DCR Prompts User/DCR Action Ruby Action Prompt Customer presses [HELP] key. Customer presses [CANCEL] before dispensing fuel. Customer inserts a fleet card. Customer inserts a Proprietary card or debit card. Customer inserts a Proprietary card. Customer enters incorrect PIN, data, or user ID information for a Proprietary card. Fueling point number, car, and nozzle icons flash. Card declined by Proprietary network. Prompts customer to enter correct information. HELP REQUESTED Displays for 5 seconds. TRANSACTION CANCELED Displays for 10 seconds - beeps 3 times. ENTER DRIVER NO ENTER UNIT NO ENTER ODOMETER One of the following prompts displays: ENTER USER ID ENTER DATA ENTER PIN The customer then keys the identifying number. CARD LOCKED OUT One of the following prompts display: INVALID USER ID INVALID DATA INVALID PIN The customer is then directed to: PLEASE SEE CASHIER Buypass Sales Reference October 15, 2007

81 4-27 Cash Acceptor Sales 4 Note: Under normal operating conditions opening and closing the cash cassette are noted on the journal. Reports Fuel Sales Cash acceptor sales appear in the Cash Acceptor Report. For more information see the Reports Reference. Cash acceptor refunds can be calculated using the data in this report. Troubleshooting Bills that are rejected or that jam in the acceptor are noted on the journal. Conditions which disable the cash acceptor include: Two cash acceptor refunds stacked on the Ruby terminal. The acceptor s cassette is full. The message Cash Acceptor Full prints on the journal. A bill jams in the acceptor. A customer tries to cheat the acceptor by tugging on the bill after the acceptor began to pull it in. The DCR is not configured to Pay at Pump. Cash Acceptor Refunds When a customer inserts money into a cash acceptor but does not dispense the entire amount, the remaining dollar amount is automatically due to the customer. The refund is handled like a postpay fuel sale; however, the total due is owed to the customer. Other products can be used towards the balance of the refund. The total price of the products subtracts from the amount due in the refund. The total line shows whether the customer is owed money or owes money at the end of the transaction. If the status of the pump that is being refunded is APPROVED, do the following: 1. Key the pump number. 2. Press [STOP] to remove the sale from the pump. 3. Refund the prepay amount to the customer. October 15, 2007 Buypass Sales Reference

82 4-28 Cash Acceptor Receipt WELCOME Convenience Store 123 Easy Street Clearwater FL DATE 003/25/06 16:06 PUMP # 01 PRODUCT PREM GALLONS PRICE/GAL: $ FUEL SALE $ CASH TOTAL: $15.00 REFUND DUE: $ 2.81 **TAKE RECEIPT** **TO CASHIER** THANK YOU HAVE A NICE DAY Duplicate Cash Acceptor Receipt DUPLICATE OUTDOOR RECEIPT DATE 03/25/06 16:06 CASH TOTAL: $15.00 PUMP # 01 PRODUCT PREM GALLONS PRICE/GAL: $ FUEL SALE $ REFUND DUE: $ 2.81 **TAKE RECEIPT** **TO CASHIER** THANK YOU HAVE A NICE DAY Buypass Sales Reference October 15, 2007

83 4-29 Point of Purchase (POP) Fuel Sales 4 Point of Purchase (POP) discounts are discounts given to customers on fuel purchases when a particular requirement is met. For example, the site s management may decide to offer a 3 cents-per-gallon discount on premium fuel for all customers who purchase $10.00 worth of grocery items. Fuel Sales The POP discount function allows the site to sell fuel at discounted prices on a transaction-by-transaction basis. Depending on how the site s system is configured, discounts may be applied in several ways, including: Approving the pump at the discounted price per gallon Applying a calculated discount as a separate line item Providing a code that lets the customer get a discount on a later fuel purchase Printing a coupon for use on an inside purchase Additionally, free POP awards could be issued to customers in order to maintain good customer relationships. This functionality is also dependent upon how your management set up the POP discount feature in the Ruby terminal. Also, certain sites with Dresser/ Wayne or Gilbarco dispensers equipped with scanners may be configured to support POP discount Membership Cards scanned by the customer. Considerations Consider the following when handling POP discounts: The maximum number of days a POP code could be valid is 30. However, this may vary depending on your site s setup. When a qualifying purchase includes a specific fuel grade, the discount is applied to that sale, and no code generates. If a single transaction qualifies for more than one POP discount, the Ruby terminal determines which discount is actually applied. Check the site s policies for more information about POP discount setup. A fuel sale dispensed at a POP discount rate is not eligible to also receive a fuel discount (using the [FUEL DISC] key or [OTHER FUEL] key) and vice versa. However, a code could be earned if the minimum purchase requirement of the net sale is met. Depending on your setup, it may be possible for a customer to provide a code, redeem a POP discount, and earn another code all in the same transaction on both inside and outside sales. October 15, 2007 Buypass Sales Reference

84 4-30 Multiple MOPs used in one transaction could still earn a POP discount; however, the site setup determines which MOPs can be used together. Valid qualifiers for POP Discounts with cash acceptors are MOP, Minimum Purchase, and Membership. POP Discount codes can be entered on the DCR and membership cards swiped or scanned at properly equipped DCRs. Redeeming POP Discounts POP discounts may be redeemed directly at the pump by entering a code (similar to a car wash code) or inside at the Ruby terminal using a code or a coupon. POP Coupon 1. Press [TOTAL]. 2. Key the dollar amount of the coupon and press [COUPON]. 3. If the coupon is the same amount as the total sale, the sale is complete. If the coupon is less than the amount of the total sale, continue with the next MOP. Note: The site may be set up to process POP coupons differently from other types of coupons (for example, a soft key may be assigned as a POP coupon MOP). Check the site s policies and procedures for processing POP discount coupons. POP Discount Code 1. Enter the first fuel purchase, the POP code prompt appears. POP DISCOUNT CODE TO REDEEM? [Y/N] 2. Enter Y, if the customer has a POP code. This does not appear for subsequent fuel sales in the same transaction, since only one code per transaction is allowed. ENTER POP DISCOUNT CODE 3. Key the 7-digit POP code when prompted and press [ENTER]. Note: There are three chances to enter a valid code. Each time a code is rejected, an error message displays and indicates why it was rejected (the code could be invalid, expired, or previously redeemed). Check the site s policies and procedures for processing a rejected code. 4. Continue with the sale until all items are entered. Buypass Sales Reference October 15, 2007

85 Press [TOTAL]. 6. Enter the MOP. Note: If a POP discount award is set up for a specific MOP, a customer using that MOP may earn another POP discount code on this transaction. 7. Key the MOP and press [ENTER] to complete the sale. Fuel Sales Note: Depending on the set up, a prompt may display to recalculate the total. **POP DISCOUNT APPLIED** PRESS TOTAL TO RECALCULATE AND CONTINUE POP Discount for Postpay Fuel Sales using POP code 1. Enter the fuel sale. 2. Press Y at the POP DISCOUNT CODE TO REDEEM? [Y/N] prompt. 3. Key the 7-digit code provided by the customer. POP Discount Code to Redeem If POP discounts are not set up in Manager and Fuel Manager modes to be automatically applied, a prompt for a code appears. If the code prompt appears, do the following: 1. Enter the fuel sale. 2. Press Y at the POP DISCOUNT CODE TO REDEEM? [Y/N] prompt. 3. Key the 7-digit code provided by the customer. Issuing a Free POP Award Depending on the site, you may have the option to issue free POP discounts to customers who have not made qualifying purchases. For example, if a customer is incorrectly charged for an item, you may compensate him by issuing a free POP award. The following is an example of a free POP discount code receipt and free POP discount coupon receipt. Descr. qty amount DISCRETIONARY POP DISCOUNT CODE Sample Customer Receipt for Free POP Discount Code FREE CODE = USE FOR DISCOUNT ON UNLD MID1 KERS EXPIRES ON 03/25/06 Space for you to write why the award was issued. October 15, 2007 Buypass Sales Reference

86 4-32 Descr. qty amount DISCRETIONARY POP DISCOUNT COUPON 50 CENTS OFF MERCH PURCHASE OF $10 OR MORE Sample Customer Receipt for Free POP Discount Coupon Space for you to write why the award was issued. Issuing a Free POP Award Steps Press the [FREE POP AWARD] soft key or do the following: 1. Press [OTHER FUEL]. 2. Arrow to find FREE POP AWARD, and press [ENTER]. 3. Key 1 for a free POP code or 2 for a free POP coupon. Fuel Discount with [FREE POP AWARD] Key 1. Press [FREE POP AWARD]. 2. Key 1 for a free POP code or 2 for a free POP coupon. 3. Press [ENTER]. Note: Because this function has a security setting, you are prompted for your cashier number and password. 4. Key your cashier number and press [ENTER]. 5. Key your password and press [ENTER]. Depending on your choice, either the POP code receipt or POP coupon receipt prints. 6. Write a brief explanation on the lines provided as to why the free POP award was given. The journal then logs the free discount awarded. Membership Card Note: POP membership discounts are supported both inside at the Ruby terminal and outside at the DCRs. Inside Fuel Sale Using Membership Card 1. Enter the first fuel purchase inside, the POP membership prompt appears. MEMBER ID [Y/N]? 2. Enter Y if the customer has a membership card. Buypass Sales Reference October 15, 2007

87 Scan, swipe the Membership Card or manually enter the card number. PRESENT MEMBER ID NOW 4. Other fuel sales within the same transaction do not prompt for a member ID, since only one card per transaction is allowed when customers redeem POP discounts. Fuel Sales Note: If a card is rejected, an error message displays after each of three attempts. Check the site s policies and procedures for processing a rejected card. MEMBER ID ACCEPTED 5. Key the MOP to complete the sale. No other POP discount processing is necessary. Note: Depending on the set up, a prompt may display to recalculate the total. POP Discount for Qualified Card Type If a POP discount is based on a particular credit card type, the following occurs: 1. The customer swipes the card at the DCR. If the card type qualifies for a discount, the price at the pump adjusts to allow for the discount. 2. The customer dispenses fuel at the discounted price and replaces the nozzle when fueling completes. Note: Certain sites may have DCRs set up for scanning POP discount Membership Cards. When the customer scans a Membership Card, the Membership Card discount becomes the only POP discount awarded for that transaction. POP Discount for Prepay Fuel Sales When set up in Manager mode, POP discounts for prepay fuel sales apply automatically. POP Discount Postpay Fuel Sale In most cases, the price at the pump is already discounted. If not, the customer must come inside to pay and to present the POP code or coupon for the discount. Postpay grants the POP discount up to the dollar fueling limit set by the site and charges the regular price for any fuel dispensed above the fueling limit. October 15, 2007 Buypass Sales Reference

88 4-34 POP Discount with a Car Wash Purchase 1. The customer swipes the card. 2. The CAR WASH Y/N prompt displays. If the customer chooses Y, the fuel price adjusts to the discounted rate. 3. The customer dispenses fuel at the discounted price and replaces the nozzle when fueling completes. Note: If the car wash prompt occurs after the sale, the POP discount code or coupon prints on the DCR receipt for use with a subsequent fuel purchase. POP Discount Fueling Limit POP Discounts awarded for purchasing specified PLU or department items such as car washes, are limited by cutting off fueling in a POP-eligible transaction at a preset dollar amount. Only the fuel purchase, and no other merchandise or service can count towards the dollar fueling limit. Each POP discount transaction set up to reward a PLU or a department purchase, has its own dollar limit on fueling. At the DCR, if the customer s credit card maximum limit exceeds the dollar fueling limit, the pump stops when the dollar fueling limit is reached. POP Discount Fuel Refunds 1. Press [REFUND]. 2. Key the amount needing refunding. 3. Press [MANUAL FUEL]. 4. Refund the amount to the customer. Note: If a [MANUAL FUEL] key is not on the Ruby terminal, check the site s policies for issuing refunds on discounted fuel purchases. Buypass Sales Reference October 15, 2007

89 4-35 POP Discount Applied Receipt WELCOME RUBY SYSTEMS 150 W. CARPENTER CLEARWATER FL Fuel Sales VISA REF # DATE 03/25/06 07:34 PUMP # 01 PRODUCT UNLD GALLONS PRICE/G: $ FUEL SALE $12.16 APPROVAL # VISARR INCLUDES.05/G DISC Card type Card number Discounted price per gallon POP discount award description THANK YOU HAVE A NICE DAY Duplicate POP Discount Applied Receipt DUPLICATE OUTDOOR RECEIPT VISA REF # DATE 03/25/06 07:34 APPROVAL # VISARR PUMP # 01 PRODUCT UNLD GALLONS PRICE/GAL: $ FUEL SALE: $ APPROVAL # VISARR INCLUDES.05/G DISC THANKS, COME AGAIN If a cashier swipes or scans a member ID card that does not qualify for a discount, the card is rejected. The following is an example: Descr. qty amount MID1 CA # G 1.100/G Sub Total Tax 1.75 T O T A L Sample Customer Receipt Showing Rejected POP Member ID Card. CASH POP DISC REJECTED - INVALID MEM ID Explanation of Rejected POP Member ID October 15, 2007 Buypass Sales Reference

90 4-36 Unqualified Fuel Sales If a customer enters a POP code and selects a fuel grade that does not qualify for a discount, the code is rejected. The original code then reprints on the receipt along with the original expiration date so that the customer can redeem it later. A new code does not generate unless some other requirement is met. The following is an example: Descr. qty amount MID1 CA # G 1.100/G Sub Total Tax 1.75 T O T A L Sample Customer Receipt Showing Rejected POP Code CASH POP CODE REJECTED - WRONG FUEL GRADE UNUSED CODE = USE FOR DISCOUNT ON PREM UNLD EXPIRES 03/25/06 Explanation of Rejected POP Code Unused Code Discount Description Expiration Date It is possible for a customer to earn an additional POP code or a POP coupon, even though the original code entered was rejected. For example, a customer may select a nondiscounted fuel grade; but earns a POP code for reaching a minimum purchase amount. Descr. qty amount MID1 CA # G 1.100/G Sub Total Tax 1.75 T O T A L Sample Customer Receipt Showing Rejected POP Code and New Code Earned. CASH POP CODE REJECTED - WRONG FUEL GRADE UNUSED CODE = USE FOR DISCOUNT ON PREM UNLD EXPIRES 03/25/06 Explanation of Rejected POP Code Unused Code Discount Description Expiration Date MIN DEP AM CODE = USE FOR DISCOUNT ON UNLD EXPIRES 03/25/06 New Code Earned Discount Description Expiration Date Buypass Sales Reference October 15, 2007

91 4-37 Fuel Discount 4 Note: Fuel purchases in which a POP discount was applied are not eligible for fuel discounts using the [FUEL DISC] key or the [OTHER FUEL] key. (For more information on POP Discounts, See Point of Purchase (POP) Discounts in this chapter.) Fuel Sales This function discounts fuel purchases by a fixed dollar amount per gallon. The cashier can indicate the number of gallons/liters to be discounted, or the discount may apply to the whole fuel amount. Fuel discounts can be used in preset or postpay fuel sales. The Fuel Discount function may be set up as either a separate [FUEL DISC] key or as a menu choice under the [OTHER FUEL] key. Note: FUEL DISCOUNT may appear as another name, such as REFER DISCOUNT depending on the site setup. Descr. qty amount UNLD CA # G 2.111/ G Fuel Discount The discount is $0.10 per gallon for 5 gallons. Fuel Discount with [FUEL DISC] Key 1. Bring the fuel sale up on the display. 2. Do one of the following: If the discount applies to part of the fuel dispensed, key the amount (gallons/ liters) and press [FUEL DISC] key. If the discount applies to the whole amount of fuel dispensed, just press [FUEL DISC]. Fuel Discount with [OTHER FUEL] Key 1. Press [OTHER FUEL]. 2. Arrow to the Fuel Discount function. 3. Press [ENTER]. 4. Do one of the following: If the discount applies to part of the fuel dispensed, key the amount (gallons/ liters) and press [ENTER]. If the discount applies to the entire amount of fuel dispensed, press [ENTER]. October 15, 2007 Buypass Sales Reference

92 4-38 Buypass Sales Reference October 15, 2007

93 5 Non-Fuel Sales This chapter provides steps for entering merchandise into a sales transaction: PLU Sales Department Sales Car Wash Sales Deal Pricing Combo Mix n Match Fees/Charges Non-Fuel Discounts Special Discounts October 15, 2007 Buypass Sales Reference

94 5-2 PLU Sales A PLU is a number used to identify a specific product. Some stores assign their own PLUs and other stores use the numbers that appear below the bar code printed by the manufacturer. A bar code is a pattern of lines read by a scanner. Bar Code PLU PLU Entry A PLU can be entered into a transaction in one of the following ways: Key the PLU number and press [ENTER]. Press the PLU soft key. Press a menu soft key and then press the menu item number. Scan the bar code. Key the PLU from the bar code and press [ENTER]. Do one of the following: 12-digit UPC-A: Key the first 11 digits. 8-digit UPC-E: Key the middle 6 digits. Never key all 8 digits. 8-digit EAN-8: Key all 8 digits. 13-digit EAN-13: Key all 13 digits. PLU Bar Codes If the site assigns their own PLUs, key those numbers into the Ruby terminal. If the site uses the numbers on the bar code, first identify the bar code type. Bar codes are printed in various patterns. The most commonly used codes are referred to as UPC-A, UPC-E, EAN-8, and EAN-13. UPC stands for Universal Product Code. The UPC patterns are the most common bar codes in the United States. EAN stands for European Article Numbering. The EAN patterns are sometimes used in the United States but are much more common throughout the rest of the world. Buypass Sales Reference October 15, 2007

95 5-3 The PLU in each code must be keyed differently so that the item sold is entered into the system properly. Look at the arrangement of the numbers in the following examples to decide how many and which numbers to key. UPC-A The UPC-A code has 12 digits: n c. The first digit is a numbering system digit and the last is a check digit. If the numbering system digit, n, is a 0, see example 1. If the numbering system digit is not a 0, see example 2. Non-Fuel Sales Example 1: If n is a 0, do one of the following: Key the middle 10 digits. [0] [1] [2] [3] [4] [5] [6] [7] [8] [9] Key the first 11 digits. [0] [0] [1] [2] [3] [4] [5] [6] [7] [8] [9] Key all 12 digits. [0] [0] [1] [2] [3] [4] [5] [6] [7] [8] [9] [5] Example 2: If n is not a 0, then you must key it. Do one of the following Key the first 11 digits. [6] [0] [1] [2] [3] [4] [5] [6] [7] [8] [9] Key all 12 digits. [6] [0] [1] [2] [3] [4] [5] [6] [7] [8] [9] [5] October 15, 2007 Buypass Sales Reference

96 5-4 UPC-E The UPC-E code has eight digits: n c. The, n, can be keyed or not. See example 3. Note: Do not key the check digit, c, in a UPC-E code, because the system confuses it with an EAN-8 code. Example 3: Do one of the following: EAN-8 Key the first seven digits. [0] [0] [1] [2] [3] [4] [5] Key the middle six digits. [0] [1] [2] [3] [4] [5] The EAN-8 code has, seven digits plus a check digit: c. See example 4. Example 4: Key all eight digits. [4] [0] [8] [2] [2] [7] [7] [8] EAN-13 The EAN-13 code has 12 digits plus a check digit: c. See example 5. Example 5: Key all 13 digits. [6] [2] [8] [1] [0] [3] [6] [1] [1] [1] [1] [0] [4] Scanned items can also be entered with modifiers and quantities. Buypass Sales Reference October 15, 2007

97 5-5 PLU Not Found Sale To enter a PLU that is not defined in the system: 1. Key the single-unit price of the item. 2. Press [ENTER]. Open PLU Sale Non-Fuel Sales Open PLUs have no set prices. 1. Enter an Open PLU in one of the following ways: Key the PLU number and press [ENTER]. Press the PLU soft key. Press a menu soft key and then press the menu item number. Scan the bar code. Key the PLU from the bar code and press [ENTER]. Do one of the following: 12-digit UPC-A: Key the first 11 digits. 8-digit UPC-E: Key the middle 6 digits. Never key all 8 digits. 8-digit EAN-8: Key all 8 digits. 13-digit EAN-13: Key all 13 digits. The Ruby terminal responds with Enter item price. 2. Key the price and press [ENTER]. PLU Sale with ID Checking PLUs for alcohol and tobacco products are set up to request customer ID before continuing the sale. The Ruby terminal beeps and displays a message alerting the cashier that an ID check is pending. The Ruby terminal rejects further entries until the date of birth is entered. 1. Enter a PLU. 2. Do one of the following: Key the birth date (MM/DD/YY) and press [ENTER]. Swipe the magnetic stripe on the driver s license. Scan the 2D bar code on the driver s license. Note: The ability to check ID by swiping the magnetic stripe on a license through the card reader on the Ruby terminal is an optional feature called EASY ID. This option may require a Ruby Card Bravo. If the EASY ID option is not available, manually enter the birth date in the Ruby terminal. EASY ID is not a replacement for visually checking identification. October 15, 2007 Buypass Sales Reference

98 5-6 Many states are adopting the newer 2D bar code format as shown below. The 2D bar code is usually located on the back of a license and scanned using a hand-held scanner. 1D bar codes are not used for age verification and are not read by the scanner. There are two possible ID age requirements. If a customer only qualifies for the lower age requirement and then tries to purchase an item in the same transaction that has a higher age requirement, the following message appears briefly: E1141: PURCH. NOT ALLOWED The date of birth prints on both the receipt and the journal. Sample Receipt with ID Checking Descr. qty. amount T BRAKE FLUID BRANDED PK CUSTOMER ID VERIFIED 12/25/71 2 CASE BEER Sub Total Amount STA Taxable % STA TAX 2.41 TOTAL CASH $ Change $ Sample Customer Receipt with ID Checking PLU Sale with Modifiers Some PLU numbers are spread out over a number of similar items. This usually occurs when the same PLU (item) is sold in different packages. In other words, the PLU defines the item and the modifier defines the packaging. For example, if a brand of soda comes in bottles, cans, and liters, all three items may have the same PLU number, but have different modifiers. To use modifiers, key the PLU number and press [MODIFY] until the correct item appears. Each PLU/modifier combination automatically enters the price, taxes, department, and description. 1. Key a PLU. 2. Press [ENTER]. 3. Press [MODIFY] until the desired item appears. Buypass Sales Reference October 15, 2007