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Ticket Details

Located in the middle of the Ticket form, below the horizontal divider line

Overview

These fields show you the details for the ticket line item selected in the line item list in the middle of the Ticket form.

These ticket line items are also called transactions. The fields are listed in order left to right, top to bottom since some of the fields do not have captions. ​ You can hide these details and only show the ticket list by pressing the Hide Details button at the bottom of the Ticket form.

If you want to view the details, press the Show Details button. This option is only enabled if Short Ticket Format is checked in System Setup, Options Tab. ​ You can edit the data for the ticket line item directly using a special edit function. This special edit function bypasses the normal safety checks for the Ticket and is used only to correct internal ticket problems by users who understand the internal workings of the Ticket. To edit a line item, hold the Shift key down and click in the Line number field. An editor showing the ticket line item will be displayed. Make any changes required and click the X in the upper right corner of the editor to close it. The user must have EDITTICK security to use the editor. ​

Fields

Line number...Ticket line items are numbered, 001, 002, etc. This field is set automatically by ProfitSystem and cannot be changed.

Date...This is the date and time this line item was created & is entered automatically.

Transaction type...The next two fields tell you what kind of transaction this is. The transaction type is set automatically based on the selection the user makes. Here are the various transaction types.

Sale: This is the sale of an item or service. The item or service being sold should have a code in the inventory that contains specific details, as vendor code, cost, categoy/class, retail price ..etc. Note: Sales of Services or other intangibles can be made.

Rental: Only available in WinTPS or WinTPOS optional rental software modules. This line item represents a rental created with the Rental Order form. The Rental Order form contains all the details of the rental (styles and sizes rented) and this line item on the ticket contains the total charge for the rental. This transaction is automatically entered on a ticket by the creation of a Rental Order. This transaction is NOT tied to any inventory style. The transaction does not contain a Inventory Style code and but always contain the inventory category of RENTAL. The accounting class assigned to this transaction is controlled by the user defined Order Type entered on the order. The Order Type's defined accounting class is assigned to the transaction.

Payment or Refund: In this case, the next field indicates the tender type. Cash, Visa, Discover, etc.

Sec. Dep.: This line item indicates a security deposit transaction. The style field indicates what happened with the security deposit (Add, Forfeit, Refund, Apply) Security deposits are covered in more detail below.

Adjustment: This line item shows that a sale line item has had its price changed. Rather than changing the sales transaction directly, an adjustment transaction is created. Adjustments are covered in more detail below.

Cancel: This line item shows that a sale line item on this ticket has been cancelled, meaning that the item was returned. Rather than changing the sales transaction directly, this cancellation transaction is created. Cancellations are covered in more detail below.

Credit: This indicates a store credit was created for a customer. When you attempt to save a Ticket that has a positive balance (that is, you owe the customer money) ProfitSystem converts the balance into a Store Credit.

Sale registered?...If checked, this sale as registered to the event for this ticket. This means that if you sell the same style to another customer for this event, the operator will received a warning. Sales may be setup to be automatically registered when sold via the Inventory Category form and/or a user may manually register a sales when it is being made on a event member's ticket by checking the 'Sale Registered?' checkbox. When sales are marked registered on the ticket, the ProfitSystem ticket will automatically alert the operator when an item of the same style and same style & color are being sold to the event.

PO Item...The PO item number for this line item. You will only see a number here if this item has been special ordered. This field is set automatically by ProfitSystem and cannot be changed. If you double click on this number it will take you to view the PO item screen when the status is ORDER or to the Pickup Inventory form with the status is IN. The Show Fitting button will become enabled so you can go to the fitting for that item when a fitting record exists in the optional Custom Fitting Module for the highlighted item. Remember the user must have the proper security setting to visit or edit the PO item details in the Purchase Order module or in the Pickup Inventory form.

Camera button...You can take pictures of inventory items and store them on the Inventory form. This button displays the images for the selected inventory line item.

Color chart button...You can take pictures of color charts and store them on the color chart form then assign color charts to inventory items. This button displays the images for the selected line item.

Qty...The quantity sold.

Style...The inventory style code being sold. The binoculars will display a list of style codes in the Retail Inventory (This lookup function will not display rental styles entered in via WinTPS/TPOS optional modules). You can select a style code from the list. You can also enter a SKU, barcode number, or UPC code. In this case, the SKU, barcode, or UPC will identify the style and size/color/width so those fields will be filled in automatically. Note on WinTPS Rental Inventory Sales WinTPS users may sale tracked rental inventory by entering the item's serial/ID number into this field. This is allowed when the item's 'Allow sale of Rental Items' is checked on the Inventory - Rental tab -> Rental Sizes form. Rental Items sold by scanning serial/ID number will be automatically marked as unavailable for assembly, Sold will be entered into the status field, the ticket number containing the sales transaction will be entered onto the inventory item's comment field and the current date will be placed in the date retired field of the View Serial/ID numbers form.

The item may be marked for Pickup Now or Pick later or TRANSFER IN (with optional multi-store module) status. (SPECIAL ORDER is not allowed) After you enter a style code, the description and price from the Retail Inventory will appear to the right of the style code automatically. If this item has a Retail 2 price, you will be prompted for the correct price to use. The cost is also computed at sale time depending on the sale type. If this is a special order, the cost is the reorder cost from the Retail Inventory. If this a stock sale, the cost comes from the Receive History. If the inventory costing method is set to LIFO, then the most recently received inventory item is sold first, and the unit cost of that item is used. If FIFO is selected, then the oldest inventory item in the receive history is used. In either case, the cost is then discounted using the cost factor (if applicable) and vendor discount from the Retail Inventory. The style code you enter must appear in your Retail Inventory.

However, there is a special way to sell something even if you don't have it in your inventory. Make sure the 'Allow sale of item not in inventory?' option is checked in System Setup, Options Tab. Then, when you enter a style code that does not appear in your Retail Inventory, you will be prompted 'SKU not on file, sell anyway?' If you say yes, the style code will be converted to NOSKU, a special style code that always appears in your inventory that has the MiscSales Accounting Class assigned and Misc Category assigned (by default when the system is installed). The user entered SKU will be copied to the reference field so there will be a record of what was entered by the user. For NOSKU sales, the MiscSales Accounting class 'Allow Price Changes' option should be checked which allows the user to edit the selling price on the ticket to any value.

Most users do not use the NOSKU option because there are a number of reasons why you don't want to sell items that have not been entered into your inventory.

You will not be able to analyze these sales as you can analyze other sales using the sales reports, since they will all show up under the NOSKU style.

You cannot special order this item, since the style will appear as NOSKU on a purchase order.

Hint: A shop may wish to enter styles in inventory of merchandise they do not carry, thus the quantity on hand will be zero. These items may be sold on sales tickets. A couple of things to remember for set-up are: If the T-Taken status will be used on the sales ticket vs O-order, 'The allow quantity to go Negative' checkbox should be checked or 'Allow stock sale of item not in stock' option in System/Store Setup, Options Tab should be checked.

Hint: Comments for inventory style codes may be entered within inventory. Information entered in an inventory style's Comment 1 is automatically displayed on screen to the user when it is sold. Comment 2 is only displayed if comment 2 less than 40 characters.

Size, Color 1,2,3,4, and Width...Enter the size, color, and/or width sold. If you entered a SKU, barcode, or UPC code, these fields are filled in automatically. When 'Allow stock sale of item not in stock?' is checked in System/Store Set-up - Options Tab, then the values entered are not matched up with the Size, Color & Widths (SCW) entered on the inventory SCW form. This is usually not desirable, as the QOH & sales statistics for inventory cannot be updated even if the item is sold out of stock, since ProfitSystem does not know which size/color/width entry on the SCW form to update. When the option is unchecked, then the size & color entered on the ticket are matched against those entered on the inventory SCW form.. In a case where there is no match in inventory for if the size/color/width entered the ProfitSystem system will accept the entry but force the user to Special Order the item and it cannot be sold from Stock. Either setting does not compare the entered SCW on the ticket to the style's SCW charts, if any are entered in the Inventory Details/Style tab. Please see note below to validate size, colors or widths entered on a ticket against a chart. Behavior when user clicks the binoculars to look up the size, color, and width is follows. Inventory with a defined a size/color/width chart for style codes being sold can display a matrix of the all the sizes, color, and widths available. You can then click on any cell in the matrix to select a particular size, color, and width and they will be inserted into the ticket. The presence of a size chart on an inventory style and the entering of customer measurements onto the event or customer card will cause the system to suggest a size for a customer based upon the chart measurements and actual customer measurements. See the Size Chart topic for more information.

If you do not have size, color, or width charts defined for this style, or you press Cancel on the matrix, you will be presented with a pick list of all sizes, colors, and widths defined the in Retail Inventory for this style (located at Main->Inventory->Inventory->Sizes button.)

You can come back to the ticket later and change the size, color, and width for an item. If the item is special ordered and the PO has not been issued, changes to the size, color, and width will be carried through to the un-issued PO item. The system will allow modification of size, color or width for special ordered items, even when the PO has been issued to the vendor. The system will present a alert to the operator that there may be a problem with attempting the change. The system will automatically add a purchase order 'To-Do' so the person responsible for managing customer special orders can be alerted to attempt the change.

If the change cannot be made the size color or width may be changed back to reflect the original order. Security may be set via the UPDISSUED security setting that prohibits unauthorized users from making a change to the SCW or Special Instructions of an item when a special order has been issued.
​ Note: The System/Store Set-up - Ticket/Receipt tab setting, 'Require size/color/width to appear in charts?' will only allow (validated) size or colors or widths being entered against the Size, Color & Width charts that may be entered on the inventory style. If a chart is not entered, the system will accept any value entered by the user. To check the Size/Color/Width entries on the Inventory SCW form against any entered Chart(s),the system has an inventory report called SCW not on Chart that will list entries in the SCW form that are not on the Style's chart. Management should make sure the SCW form and Size, Color, Width Charts agree. Without this setting the user may enter any SCW combination, even if the SCW does NOT appear in a entered chart.

Special Order Note: Size, color of width of sale items marked to be special ordered may be edited at any time by clicking on the line items size/color/width fields. If the Purchase Order is issued then a Ordering TO-DO is created so the person responsible may attempt to implement the change to the order. If the change cannot be done then the ordering person will reject the edits and revert them back to the options ordered.

Adj. Amt, Mkdn. Code...When making an adjustment to sale or rental line item, you first indicate the markdown amount (ie. -50, 10%) and the optionally enter a markdown code (depends on system setup how markdowns are used). The markdown code indicates why the markdown was given. Possible reasons are damaged goods, competitive discount, etc. You can define your own markdown codes using the Markdown form at Main->Housekeeping->Inventory Setup->Mark down Codes. The actual discount is automatically computed and displayed in the Price field for the adjustment line item.

Price...On a sale or rental, the price field is filled in automatically, and indicates the unit price of the item. You can change the price of an item if the Accounting Class for that item allows it. Each retail inventory item has an accounting class assigned to it, as shown on the Retail Inventory form.

For an adjustment transaction, the price indicates the actual adjustment amount. For example, for a 10% adjustment on the $1500 gown, the actual adjustment amount is -$150.00. For a cancellation transaction, the price is the negative of the sales price of the item cancelled, which zeros out it's price on the ticket.

Reference...This field contains extra information for this line item. On a sale transaction, you can enter anything you like here. The reference can optionally be printed on the receipt (see System Setup - Options Tab). For an adjustment or cancellation transaction, you can enter an additional explanation as to why the markdown or cancellation was given. For check payments, the check number appears here. For credit cards, the approval number is shown. For gift certificates, the certificate number is shown.

Status...An sale transaction may be assigned a STATUS. The item's status indicates where the item is. An item's status may be changed later when needed, i.e. from In to Taken. When an item or service is being sold the system will prompt the user for a status. Possible statuses the user must choose are.

Taking: This item is in the process of being taken. When you save the ticket, the status will be changed to Taken. If you cancel changes to the ticket, the item will revert to it's prior status.

Taken: The item has been taken by a customer. This could be because they purchased something and took it with them, or if an item that was special ordered arrived, was placed into pickup inventory, and the customer has now and picked it up or the item was shipped to them via the ProfitSystem shipping module. Special Order sales must be marked TAKEN by a user. This can be accomplished for individual sales from the sales ticket or by batch via Inventory->Mark Items Taken form.

In: This item is in pickup inventory for the customer. This can happen if you select layaway at sale time. It can also happen if an item that was special ordered was received. Special Ordered items once received are auto placed into pickup inventory.

Order: This item has been special ordered. The PO may or may not have been issued. Check the PO item form or Order/PU Inventory tab on customer or event for PO status. When an ordered item was received then returned via the RCR module, it will go to back to a ORDER status. Customers will see the confirmed shipping date plus the number of padding days on their MyInfo web page when active. When Order is selected, the Special Order Instructions dialog is displayed

Canceled: This sale has been canceled. Automatically entered by ProfitSystem when a sale is cancelled.

Shipping: The letter's color is significant. Black means no shipping information and Blue means shipping information exists for the highlighted ticket transaction. This function will edit/create a shipping record for the selected sales ticket item and allow the editing of it's Shipping Details. Items marked for shipping can be shipped with the Shipping function.

Orig. Price...The original selling price of this item, prior to any adjustments or cancellations.

Ext. Price...The unit price of the item times the quantity sold.

Sales 1, 2, and 3...Enter up to three SA ID's for the salespersons who handled this sale. If the 'Show 2nd and 3rd salesperson on ticket' option in System Setup - Options Tab is not checked you will only see field for one SA ID. The Sales by Salesperson report will break down sales by the SA ID's entered here. For this reason it is important to enter the ID's here.

Clerk...Enter the SA ID of the clerk who rang up the sale.

Taxes button...Allows you to select which taxes apply to this sale transaction. The taxes are set automatically based on the tax group specified on the accounting class for the retail inventory item. You will see a list of all the tax rates defined on the Taxes form (located at Main->Housekeeping->Accounting Setup->Taxes) Tax rates with a check mark next to them will be applied. Note that you cannot change the taxes on an item you have just made an adjustment to the line item. You have to save the ticket and come back in and then change the taxes. TICKTAX security is required to change the taxes on a ticket.

Tax...The tax charged on this line item. Click the taxes button above to change the tax.

Ticket details list...This list shows you the line items on the ticket. Since there is more information than will fit in the list, all the details for the selected item are shown above the list. As you select an item in the ticket details list, the details are show above the list.

Line: The line number of this transaction.

Transaction: The transaction type: Sale, Rental, Payment, Refund, Sec. Dep, Adjustment, Cancel. The transaction types are documented in Ticket Details.

Qty: Quantity sold.

Style, Size, Color, Width: For the item sold.

Price: The extended price for the item.

Status: The items status. See Ticket Details above.

Buttons Show CCard...Available when with the optional integrated credit card processing software. A button 'Show CCard' will appear on the ticket form, next to the items grid if a credit card line item is selected. This button will show the details of credit card used for the charge. Requires VIEWCCARD security.

Hidden Functions

ProfitSystem provides several hidden functions that allow management to edit raw ticket information when needed.

a) Hold SHIFT key down and click the selected transaction's line number field (next to the Date field). This will display a new window of ALL the field data for the transaction and allows any edits to be made. This edits are not check for accuracy so please be careful. Requires EDITTICK security.

b) Hold Shift key down and click just outside the bottom right corner of the transaction grid. This will signal ProfitSystem to re-calculate the ticket totals. This is occasionally necessary after editing any ticket transaction.

c) Hold the Ctrl key and click the Line Number field (next to the Date field). This will bring up the cost editor, where you can change the cost of the sale. You can change the cost of the sale only if the revenue has not been realized for the line item. Requires COSTTICK security.