Microsoft Access point of sale POS transaction form

The Transaction form automatically works with either keyboard or mouse. When the field is filled, the cursor automatically moves to the next field to speed data entry.

The system supports barcode scanners or lookup by description and pulls price and item description from inventory table but cashier may optionally adjust price, edit inventory detail, or add new merchandise during the transaction. The system warns the cashier if item is not in inventory. This program handles five simultaneous transactions per terminal and accepts split tender payments.

The Point of Sale database was designed to support buying merchandise from customers, lease, sale to customers, trade or return in either new or used condition. It also supports bulk transfer from wholesaler or transfer to or from other stores.

Example by keystroke:

Click Alt-T or the Transaction button on the Main menu to open the Transaction form to the SKU field.
  • Scan the barcode or type the first few letters of the description that is in inventory. Enter on the blank SKU field opens the filtered Find SKU form.
  • Arrow down one line to Coke 16.8oz Bottle and press enter, Alt-S, double click or click Select to select it.
    Check the default fields on the line to ensure they are what you want.
    In this example they are correct. If this is the last of the transaction, click F9 to check out.
    If you have another item to enter, click the down arrow for a new line,
    To change data on the current line, press enter, tab or right arrow to move to the S field.
  • S (Status): Press enter, tab, right arrow to accept the current value of S (Sale). Valid Status codes include:
    • B (buy)
    • I (transfer out to another store)
    • L (lease)
    • P (purchase into inventory)
    • R (refund)
    • Sale
    • X (return leased item).
  • C (Condition): Press enter, tab or right arrow to accept the current value of N (New) or enter U for used.
  • T (Taxable): Press enter, tab or right arrow to accept the current value of Y (yes) or enter N (not taxable).
  • Price: If desired, change the price. Press enter, tab, right arrow or down arrow for a new line.
Keep entering new items until all items are entered. If the item is not in stock, Not in Inventory appears in red. At any time, you can use the following keys:
  • Down arrow: Accept the current values and add a new blank item line. You can only add one new blank item line.
  • F3, Alt-I or click Inv: Open the Inventory form
  • F5, Alt-D or click Del: Delete this item from this transaction.
  • F7, Alt-C or click Clear: Clears the entire transaction. Same as clicking Del on each item.
  • F9, Alt-F or click Finish: Finishes the transaction and asks for payment,
  • Esc, Alt-X or Exit: Closes the Transaction form.

Opening a second transaction: If the Transaction 1 form contains items when you close it with Esc, Alt-X or Exit, its data is saved and you'll see a 1 button on the Main menu. Click Transaction again to open the Transaction 2 and enter items for a different customer until you want to continue working with Transaction 1. To switch back to Transaction 1, press Esc, Alt-X or Exit to close Transaction 2 and click 1 to return to Transaction 1. When it is finished, Transaction 2 is available.

You can click Clear to clear Transaction 1 and close it if you need to. You can have up to five simultaneous transaction open. This lets you work on placing a large order, a store transfer, handle a customer who went back for that item he forgot and check out another customer while the first one continues to shop. When the second customer realizes he left his wallet in the car, you can check out the third customer who only wants one item and is in a hurry.

Finish Transaction: Press F9, Alt-F or click Finish to check out and receive payment. The Subtotal, Tax and Total amount are calculated. In and Out show the number of items in and out. Ask the customer for the amount in the Tender box. Enter the amount of Cash, Check, Charge card, Store Credit and Gift certificate used. If you use layaway, enter the amount on layaway. Use Amazon if the customer pays the store on Answer Yes when asked to print the receipt. Give the customer any change due (a positive number) in the Change box.