This manual is a work in progress. If you see procedures that could be improved, please email your suggestions to MSUEVend@anr.msu.edu The directions in this manual are compatible with the ipad app with the exception of running reports. We recommend running reports on the desktop version. Revised 2/7/2018. Contents NAVIGATE TO VEND AND SIGN IN:... 2 OPEN THE REGISTER UPON OPENING THE OFFICE:... 3 MAKE A SALE:... 4 RETURN A SALE IN THE SYSTEM:... 8 CLOSE REGISTER UPON CLOSE OF OFFICE HOURS:... 11 MAKE TAX-EXEMPT SALES... 13 EDIT A NOTE IN THE SYSTEM:... 14 SET UP QUICK KEYS:... 17 RUN SALES REVENUE REPORT (Desktop):... 21 RUN SALES PAYMENTS REPORT (Desktop):... 23 1
NAVIGATE TO VEND AND SIGN IN: 1. Tap the green Vend Icon on your desktop. 2. Sign in using msuextension for your store address, your assigned username and password. Your username will be your entire email address (the address from which you received vend account verification). Note: When typing on a tablet, a keyboard will automatically pop up. You can close it by tapping the icon on the bottom right. 2
OPEN THE REGISTER UPON OPENING THE OFFICE: Registers need to be opened and closed daily, and the money needs to be counted and verified, even if there was no sale on a given day. 1. Count your cash drawer. Indicate the amount of cash in the drawer at the time of opening. 2. Tap Open Register. 3. Type it into the space Opening float. Add any notes that may be helpful to you. 4. Tap Set Opening Float. or 3
MAKE A SALE: If you are initiating a sale for a program or participation fee, then you first add the customer (or selecting him/her if they are already in the system) and then selecting the product(s) they are buying. We make use of the notes section of the VEND software to track who is paying for an item or service. This is especially important for instances when one person is paying for another person s participation fee, such as a parent paying for his or her child s 4-H fee. 1. Tap on the hamburger menu on the upper left to expand it. 2. Tap Sell Screen. 3. If you need to add a customer, tap the arrow on the top right. 4
4. Either search for the customer using the top search bar, or tap Add a New Customer. 5. Fill out the customer s name and customer group and then tap Create. Note: If paying by a business check, include the Company name. Phone and email are optional. Indicate if it is a 4H club, if they are tax exempt, and Registrations by Child s name 6. To select a product, tap the appropriate key or use the search field by typing in a key word. Once an item is selected, it moves to the right of the screen onto the receipt. If you tap the item on the right, it expands so you can adjust quantities. 5
7. Tap the Pay button after you have added all desired products, quantities, and notes. Note: If it is a tax exempt sale, there will be a spot later to add that info. 8. Use the buttons to select the tender type. If cash, type in the amount of cash you are given. Note: To make a split payment (using more than on payment methods) tap the Pay button. Change the amount of payment to the amount paid under the first payment type, and select the payment type. The remaining balance will be left and you can then select the second payment type. Create a note indicating the amounts paid under each payment type. 6
9. In the Add note to sale screen, add the appropriate note, depending on the type of note, then tap Add note. See the chart for appropriate use of the notes field. 10. Tap Print Receipt and give the receipt to your customer. If it is a payment being made by one person on behalf of another, indicate in the notefield: CASH CASH PAYMENT FOR (PARTICIPANTS FIRST AND LAST NAME) CHECK CHECK #1234 FOR (PARTICIPANTS FIRST AND LAST NAME) CREDIT CARD (VISA/MC/AMEX) Cardholder name FOR (PARTICIPANTS FIRST AND LAST NAME) If it is a payment being made for anything else: CASH no need for a note/leave blank CHECK CHECK #1234 CREDIT CARD (VISA/MC/AMEX) (Cardholder name) 7
RETURN A SALE IN THE SYSTEM: We make returns using the Vend system if the purchase and the return both fall into the same 2-week period that we use for reporting and deposits. If the purchase and the return crossed over the 2-week period, we need to request that the MSU Business Office make a return. You would email MSUEVend@anr.msu.edu. Returns are tender to tender. 1. Using the hamburger menu in the upper left, you will expand the menu. Tap on Sales History. 2. Find the sale. Tap on the Receipt for it. 8
3. Tap Return Items. It will prompt you to log in, so enter your login information. 4. It will take you to the cash register and show a credit (negative) to the items. Tap on the arrow next to the item to expand it. 5. Ensure you note the exact method or combination of methods of payment in the notes field. 6. Tap on orange Return button at the bottom of the screen. 7. If the sale is not already associated with a customer, you will now need to add one. 9
8. Update the note indicating the reason for the return then tap Save Note. 9. Tap Done. Print the return receipt for the customer. 10
CLOSE REGISTER UPON CLOSE OF OFFICE HOURS: Registers need to be opened and closed daily, and the money needs to be counted and verified, even if there was no sale on a given day. 1. Tap on the hamburger menu in the upper left of the screen. 2. Select Close Register. 3. Count your cash drawer, and indicate the amount of cash in the drawer at the time of closing the register and type it into the space for each payment type under the column headings heading Counted ($). Note: We do not offer store credits, so this field should always be 0. 11
4. You will see the last column on the far right will automatically indicate if there are any overages or shortages. If there are, prior to completing the close, recount the money and inform your manager or DC. Indicate anything that may have caused the discrepancy in the note field. 5. Tap the Close Register button. 6. You will be taken to a Register Closure Summary. Print the report and turn the report and the cash over to your manager/dc, or secure it. 12
MAKE TAX-EXEMPT SALES If you are making a sale to an organization that is tax-exempt, such as a nonprofit organization, you will need their tax ID. Make sure you have that before proceeding with the instructions below. 1. Ring up the sale per normal process, until you get to the screen where you normally tap on Pay. 2. In this screen, tap on the blue Tax (MI Sales Tax) link. Change the toggle to turn it off. 3. Tap the Pay button and proceed with the sale. 4. In the Notes field, add a note that includes the Tax ID of the buyer and then tap Save note. 13
EDIT A NOTE IN THE SYSTEM: If you need to add or fix a note on a sale, you can do that through finding the sale in the Sales Ledger and editing it. 1. Using the hamburger menu in the upper left, tap on Dashboard. 2. Use lower hamburger menu to open up more options. 14
3. Select Sales Ledger. 4. Tap on the Receipt link for the appropriate sale. 15
5. Select Edit Sale. 6. In this window, you can edit the notes and then add your Reason for Edit, and then tap on Save. 16
SET UP QUICK KEYS: Quick keys are shortcuts to products that facilitate the selling process. 1. Using the hamburger menu in the upper left, you will expand the menu. Tap Settings. 2. Tap Quick Keys and then New layout. 17
3. Name your layout and then tap Create. 4. Edit the layout you just added by tapping Edit. 5. Click on the new layout and select Modify layout. 18
6. Use the search box in the upper left to find and then add products for which you want a quick key. 7. Tap a quick key to bring up options to change the name or the color of the quick key. 19
8. Drag one quick key onto another one to create a folder with multiple quick keys in it. You will now see your new quick keys in the sell screen. 20
RUN SALES REVENUE REPORT (Desktop): PLEASE RUN REPORTS FROM THE DESKTOP APPLICATION, AS YOU WILL NEED TO PRINT THE REPORTS. www.vend.hq.com. A Sales Revenue and Sales Payment report are each run for each 2-week reporting period. After running and printing these reports, they need to be signed by the District Coordinator and mailed to the business office, along with the checks. 1. Make sure you are in accessing Vend via www.vend.hq.com. 2. Click on Reporting button on far left side of screen, yellow graph icon. 1. Select Sales Report from the second column. Under Report Type, select Tag from the dropdown menu. 2. Under Measure, select Revenue from the drop down menu. 21
1. Under Date Range, select your date range. It should be run twice monthly. Once covering the 1 st 15 th and later covering the 16 th end of the month. 3. Select Show Products. 4. Click on the Filter button. In the field, type in the name of your county and select your register. 5. Hit Enter. Print the screen. 22
RUN SALES PAYMENTS REPORT (Desktop): PLEASE RUN REPORTS FROM THE DESKTOP APPLICATION, AS YOU WILL NEED TO PRINT THE REPORTS. After running and printing these reports, they need to be signed by the District Coordinator and mailed to the business office, along with the checks. 1. Make sure you are in accessing Vend via www.vend.hq.com. 2. Select Payments Report from second column from far left. This report shows how payments were received. It should be run twice monthly. Once covering the 1 st 15 th and later covering the 16 th end of the month. 3. Under Report Type, select Payment Type from the dropdown menu. 23
4. Under Measure, select Amount from the drop down menu. 5. Under Date Range, select your date range. 6. Click on the Filter button. 7. In the field, type in the name of your county and select your register. 8. Hit Enter. 9. Print the screen. 24