Pos-i-Lube: Daily Procedures - Cashing out Customers

Owned by Jan Dennis
Jun 29, 2022
8 min read

Cashing out Customers

Regular Customer: Step 1

The first step of cashing out your regular customer is to enter the customer's personal information, including name, address, and mileage.

From the opening screen in Point-of-Sale select Customer and then select Full Customer.

If not using a scanner, you must first enter the customer's license plate number or VIN. All of the customer's vehicle information and history is stored using this number.
Enter the license plate number and press <Enter>.


Enter the VIN number, if available. If not, press <Enter> to bypass VIN prompt.


For a new customer, select Enter Customer. To browse your customer list, select Find by Last Name.


If this is a new customer, enter <R>, for Mr. or <S>. for Ms. and press <Enter>.


Enter the customer's first name, press <Enter> then enter last name and press <Enter>.


Enter the customer's street address and press <Enter>. Enter the zip code and press <Enter>. Enter the phone number and press <Enter>.


Enter the customer's mileage and press <Enter>.


Regular Customer: Step 2: The Work Order

Once you have entered the customer's personal information you will need to enter the vehicle information to create a work order. Creating the work order allows you to view the recommended parts and manufacturer's severe service recommendations for the vehicle.

Vehicle Information

Select the Car I.D. menu. Select the year, make and model: if necessary, select the engine size.


Requested Lubricants

The next menu is a list of oils. Highlight the requested oil, and press <Enter>.


Printing & Viewing The Work Order

Once you have entered the Car I.D. and selected the oil, you can choose to:

  1. Enter a new Car I.D., if you made a mistake entering it.

  2. View the PM (Preventative Maintenance) Schedule*

  3. View the work order. From this screen you can also print the work order.

  4. View oil light re-set instructions (if highlighted red, the current vehicle has an oil light re-set feature)*

  5. View a diagram of the engine*

  6. View a diagram of the chassis*

  7. Select specific services that the customer is requesting, by selecting Services from the Car I.D. menu

  8. Re-select the lubricant, by selecting Lubricants from the Car ID menu.

  9. Re-print static sticker, if a different oil was selected


*Note: You can only view engine, chassis diagrams, oil light re-set instructions and PM schedules if you subscribed to these databases. If you do not have access to these features contact the Sales department at Auto Data.


Continue

or
Leave this customer in your customer waiting list until you are ready to proceed to Cash-Out. To proceed to another customer, press <Insert> on your keyboard, click on the customer list on the left side of the screen or right-click your mouse to open the customer list and then select the customer you would like to go to. If you want to start a new customer, open the customer list and select an empty customer number and this will take you back to the main Point-of-Sale menu.


Regular Customer: Step 3: Building a Receipt

After all of the customer's personal and vehicle information is entered, the next step is to enter the fluids, services, and tech Information.

Entering Fluids

  1. From the top menu select Fluids. On your paper work order you will see the tech notes regarding which fluids were replaced and/or recommended to be replaced.

  2. Scroll though your Fluids menu and press <Enter> for any fluid that is marked on the work order. Then press <Enter> until you find the appropriate choice for that particular fluid.

  3. To close this menu, scroll to the top until the word Close appears, and press <Enter>.


Entering Tech Information

  1. From the top menu select Techs.

  2. Your tech information will be entered in this order: Upper, Lower, Courtesy, and Safety.

  3. Highlight a tech's name and press <Enter> to assign him to the different positions.

  4. Notice in the bottom left corner of your Point-of-Sale screen how each name is marked to indicate which position he/she performed. You only need to assign the positions you use.

  5. After assigning techs, scroll to the top of the menu, select Close and press <Enter>.

 

Entering Services

  1. From the top menu select Services.

  2. Select each service that was performed on the vehicle. Make sure to complete each section of each service.


Once you have entered each of the services, Scroll to the top of the menu, until the word Close appears. Press <Enter>.
Scroll to the far right and select Continue.

 

Regular Customer: Step 4: Printing the Receipt

The final step of cashing out a customer includes saving the customer's e-mail address, entering discounts or coupons, comments, and finally, printing the receipt.

Saving the Customer's E-mail Address (Optional)

  1. From the top menu select Email.

  2. Type the customer's e-mail address. Shortcut keys are available for common extensions. Press <Enter> when done.


Entering Discounts

  1. From the top menu select Discount.

  2. Select the appropriate discount and press <Enter>.

  3. If you need to remove this discount, open the Discount menu again, and select a different discount.

Note: Only one discount is allowed per transaction.


Entering Coupons

  1. From the top menu, select Coupon.

  2. Select the appropriate coupon(s) and press <Enter>. Notice that each time you select a coupon arrows appear beside it, indicating it is currently selected.

  3. To remove a coupon, re-open the Coupon menu and de-select the coupon by highlighting it and pressing <Enter>. Select Close at the top of the menu.

  4. Select Total to continue.


Note: You are allowed up to 5 coupons per transaction.


Comments

  1. From the top menu, select Comment.

  2. Highlight any comment that is appropriate for the customer's vehicle, and press <Enter>.

  3. You are allowed up to five comments per receipt.

  4. Each of these comments is saved in the customer's history.

  5. If you need to add a comment that is not in the list, you can add a PUBLIC COMMENT or a PRIVATE COMMENT.


PUBLIC COMMENTS can be several lines long and will print on customers receipt and be saved in the customer’s history.


PRIVATE COMMENTS can also be several lines long but will not print on customers receipt. They are for use by technicians and will be saved in the customer’s history.

  1. If you need to re-select comments, select Delete Comments Below to clear out currently selected comments. After this, you can re-select your comments.


Note: All comments, except for PRIVATE COMMENTS, are printed on the customers receipt.


Printing The Receipt

  1. If you are ready to print the receipt, select Total to continue to the last menu.

  2. Select Payment and then select a payment type. If Cash is selected, enter the amount tendered. Press <Enter>.
    • If you need to make any changes select Go Back.
    • If you need to cancel the receipt select Payment and then Cancel, then click Final OK and enter PIN to confirm cancellation.

  3. If payment type is correct and you are ready to print the receipt, select Final OK and press <Enter>.

Note: All cancelled customers appear on the daily sales reports.

You will get two copies of the receipt; One for you and one for the customer. If there is a printing or user error and you need to re-print the receipt, see the Reprint Receipt section of this manual for instructions.


Quick Customers

The Quick customer is a customer who makes a simple purchase, such as a wiper blade or a bottle of oil. As a general rule, Quick customers do not purchase any services and do not need their name or vehicle information stored in your customer history database. To learn how to cash out a customer who is purchasing services (a Regular customer), see previous section.

Cashing out a Quick customer is a two-step process:

  1. Create the customer's receipt by entering the items the customer purchased

  2. Select the type of payment, and print the customer's receipt.

Creating The Receipt

From the Point-of-Sale menu, select Customer, then select Quick Customer.


Select Services, and select the items the customer purchased. Click Close when done.


Printing The Receipt

Select Continue from the right corner of the screen.


Enter any coupons or discounts that the customer may have received, then select Total.


Select Payment and choose the type of payment that the customer tendered.


Verify that all of the information on the receipt is correct. If the receipt is correct, select Final OK to print the customer's receipt. If any changes need to be made to the customer's receipt, select Go Back, and make your corrections. Repeat Step 2 to cash out your customer.