Fuel POS – Sales screen User manual Version 24 February 16 ... · Tokheim is not liable for any...

Tokheim Everdongenlaan 31 B-2300 Turnhout

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Fuel POS – Sales screen User manual Version 24

February 16, 2009

Copyright © 1993-2009 Tokheim This manual and the information it contains have been compiled with the greatest of care. Tokheim is not liable for any lack of clarity, errors and/or loss or defect arising from the use of this manual. All intellectual rights arising from, accruing to, and residing in this manual belong to Tokheim No part of this document may be reproduced in any form without the express written permission of Tokheim. Tokheim reserves the right to apply changes to this document without further notice.

ii © 1993-2009 Tokheim February 16, 2009/V24

© 1993-2009 Tokheim iii February 16, 2009/V24

TABLE OF CONTENTS

1. INTRODUCTION .............................................................................. 1-1

2. WORKING IN THE SALES SCREEN ..................................................... 2-1

2.1 LAYOUT OF THE SALES SCREEN ............................................................... 2-1

2.1.1 Messages and logo window .............................................................. 2-2

2.1.2 Pump status window ....................................................................... 2-5 2.1.2.1 Colours of the pump icons...................................................................... 2-5 2.1.2.2 Symbols in the pump icons ..................................................................... 2-7 2.1.2.3 Pump buffers ....................................................................................... 2-9

2.1.3 Filling selection window .................................................................. 2-10

2.1.4 Transaction window ....................................................................... 2-11

2.1.5 The interaction window .................................................................. 2-12

2.1.6 Function buttons ........................................................................... 2-13

2.2 TOUCHSCREEN AND MOUSE ................................................................. 2-15

2.3 THE KEYBOARD ................................................................................ 2-17

3. FILLINGS ........................................................................................ 3-1

3.1 FORECOURT CONTROL .......................................................................... 3-1

3.1.1 Release 1 pump ............................................................................... 3-1

3.1.2 Release all pumps ............................................................................ 3-3

3.1.3 Release all requesting pumps ............................................................. 3-4

3.1.4 Stop 1 pump ................................................................................... 3-5

3.1.5 Stop all pumps ................................................................................ 3-7

3.1.6 Emergency stop .............................................................................. 3-8

3.1.7 Release pumps with a remote control (optional) ................................... 3-9 3.1.7.1 For attended service .............................................................................. 3-9 3.1.7.2 For self-service ..................................................................................... 3-9 3.1.7.3 General procedure ................................................................................. 3-9

3.1.8 Release pumps for a preset amount or volume ................................... 3-10

3.1.9 Activation day mode or night mode .................................................. 3-12

3.2 SELECT FILLINGS .............................................................................. 3-13

3.2.1 All unpaid fillings ........................................................................... 3-13

iv © 1993-2009 Tokheim February 16, 2009/V24

3.2.2 The unpaid fillings of one pump ....................................................... 3-17

3.3 DRIVE OFF WARNING ......................................................................... 3-19

3.4 THE OUTDOOR TERMINAL FILLINGS OF ONE PUMP ....................................... 3-20

4. SHOP ARTICLES .............................................................................. 4-1

4.1 SELECT SHOP ARTICLES ........................................................................ 4-1

4.1.1 Selection via article buttons .............................................................. 4-1 4.1.1.1 Article group with single article selection .................................................. 4-3 4.1.1.2 Article group with multiple article selection ............................................... 4-4

4.1.2 Select via bar codes and article numbers ............................................. 4-6

4.1.3 Selection via article name ................................................................. 4-8

4.2 MODIFY SHOP ARTICLES ..................................................................... 4-10

4.2.1 Modify the unit price ...................................................................... 4-10

4.2.2 Modify the quantity ....................................................................... 4-14

4.3 SPECIAL ARTICLES ............................................................................ 4-17

4.3.1 Articles with deposit ...................................................................... 4-17

4.3.2 Linked articles ............................................................................... 4-18

4.3.3 Car wash ...................................................................................... 4-20

4.3.4 E-Voucher .................................................................................... 4-22

4.3.5 Articles that must be weighed ......................................................... 4-25

4.4 EXTRA INFORMATION AT THE SELECTION OF AN ARTICLE .............................. 4-27

5. RECEIPT PRINTER AND CUSTOMER DISPLAY ..................................... 5-1

5.1 CUSTOMER RECEIPT ............................................................................ 5-1

5.2 SIMPLIFIED INVOICE ............................................................................. 5-4

5.2.1 Start printing................................................................................... 5-5

5.2.2 Enter additional data ........................................................................ 5-8 5.2.2.1 Casual customer ................................................................................... 5-9 5.2.2.2 Existing customer ............................................................................... 5-12

5.3 SUBTOTAL ON CUSTOMER DISPLAY - NUMBER OF SHOP ARTICLES .................... 5-14

6. THE PAYMENT MODES .................................................................... 6-1

6.1 CASH ............................................................................................. 6-1

© 1993-2009 Tokheim v February 16, 2009/V24

6.1.1 Payment with exact money ............................................................... 6-1

6.1.2 Payment in local currency with entry of the amount ............................. 6-2

6.1.3 Payment in foreign currency .............................................................. 6-4

6.2 EXTRA PAYMENT MODES ...................................................................... 6-7

6.3 CREDIT CARDS ................................................................................... 6-9

6.3.1 Important general information ............................................................ 6-9

6.3.2 Starting a card transaction .............................................................. 6-10

6.3.3 The card is not identified ................................................................ 6-11

6.3.4 The card is identified ...................................................................... 6-12 6.3.4.1 The card is locally checked by the Fuel POS (off-line) ............................... 6-12 6.3.4.2 The card is checked on a central host (on-line) ........................................ 6-15

6.3.5 Acceptance of the card with signature check ..................................... 6-17

6.3.6 Acceptance of the card by typing in the PIN code .............................. 6-20

6.3.7 Extra alphanumerical data ............................................................... 6-22

6.3.8 Product restrictions - returns ........................................................... 6-23

6.3.9 The card is unreadable – manual input card number ............................ 6-26

6.4 DELAYED PAYMENT ........................................................................... 6-29

6.4.1 Registration .................................................................................. 6-29

6.4.2 Settlement .................................................................................... 6-32 6.4.2.1 Selection via the bar code or the serial number ........................................ 6-32 6.4.2.2 Selection from a list ............................................................................ 6-33 6.4.2.3 Eventual payment ............................................................................... 6-35

6.5 LOCAL ACCOUNT .............................................................................. 6-37

6.5.1 Types of customers and transactions ............................................... 6-37

6.5.2 Important general information .......................................................... 6-39

6.5.3 Credit customers ........................................................................... 6-40 6.5.3.1 Purchases on credit by means of the customer number ............................. 6-40 6.5.3.2 Purchases on credit by means of a customer card .................................... 6-47 6.5.3.2.1 Acceptance of the customer card based on signature check .............................. 6-50 6.5.3.2.2 Acceptance of the customer card based on the PIN code .................................. 6-52 6.5.3.3 Purchases on credit by means of a customer identification ........................ 6-53 6.5.3.4 Entry of additional data ........................................................................ 6-59 6.5.3.5 Product restrictions ............................................................................. 6-61 6.5.3.6 Payments of credit customers ............................................................... 6-62

6.5.4 Customers without credit (invoice still to be made) ............................. 6-64

6.5.5 Customers without credit (simplified invoices) ................................... 6-66

6.6 LITRE COUPONS ............................................................................... 6-68

6.7 SPECIAL FILLINGS ............................................................................. 6-70

6.8 CONNECTED PAYMENT TERMINAL .......................................................... 6-73

vi © 1993-2009 Tokheim February 16, 2009/V24

6.8.1 Payment of a transaction ................................................................ 6-73

6.8.2 Withdraw ..................................................................................... 6-76

7. DISCOUNTS, PROMOTIONS AND OTHER ACTIONS ............................. 7-1

7.1 ALTERNATIVE FUEL PRICES .................................................................... 7-1

7.2 DISCOUNTS ...................................................................................... 7-3

7.3 PROMOTIONS .................................................................................... 7-6

7.4 LOYALTY AND POINTS VIA THE FUEL POS ................................................. 7-9

7.4.1 Points (whithout loyalty card) ............................................................ 7-9

7.4.2 Loyalty points (with a loyalty card) ................................................... 7-11

7.4.3 Loyalty discount (with a loyalty card) ............................................... 7-14

7.4.4 Loyalty discount (Local account) ...................................................... 7-17

7.5 SAVINGS CARD WITH BAR CODE VIA THE FUEL POS ................................... 7-18

7.6 LOYALTY POINTS VIA A CONNECTED TERMINAL .......................................... 7-21

7.7 FUEL BONUS ................................................................................... 7-22

8. OTHER CASH REGISTER FUNCTIONS................................................. 8-1

8.1 SHIFT OPERATIONS ............................................................................. 8-1

8.1.1 Open a shift .................................................................................... 8-1

8.1.2 Close a shift ................................................................................... 8-5

8.1.3 Temporary lock a shift ...................................................................... 8-6

8.1.4 Unlock a shift again ......................................................................... 8-7

8.2 PREPAYMENT OF A FILLING .................................................................... 8-9

8.2.1 Payment of the transaction ............................................................... 8-9

8.2.2 The customer fills for the amount paid .............................................. 8-13

8.2.3 The customer fills less than the paid amount ..................................... 8-16

8.2.4 The customer does not fill up at all .................................................. 8-20

8.3 RECEIPTS ....................................................................................... 8-21

8.3.1 Payment of an invoice at the cash desk ............................................ 8-22 8.3.1.1 The invoice is entered by the operator .................................................... 8-22 8.3.1.2 Selecting an invoice ............................................................................ 8-24

8.3.2 Other receipts ............................................................................... 8-30

8.4 EXPENSES ...................................................................................... 8-32

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8.4.1 Safe drop ..................................................................................... 8-33

8.4.2 BNA Refund .................................................................................. 8-36

8.4.3 Other expenses ............................................................................. 8-38

8.5 RETURN OF DEPOSIT AND ARTICLES ........................................................ 8-40

8.5.1 Return of deposit ........................................................................... 8-40

8.5.2 Return of an article ........................................................................ 8-41

8.5.3 Return of an article in promotion ...................................................... 8-42

8.6 SUSPEND A TRANSACTION .................................................................. 8-43

8.7 PREVALIDATION OF CARDS .................................................................. 8-45

8.8 CORRECTION OF A TRANSACTION .......................................................... 8-47

8.8.1 Introduction .................................................................................. 8-47

8.8.2 Starting a correction ...................................................................... 8-48

8.8.3 Possible corrections ....................................................................... 8-53

8.8.4 Conclusion of the correction ............................................................ 8-54

8.9 THE CASH DRAWER ........................................................................... 8-55

8.9.1 Open cash drawer ......................................................................... 8-55

8.9.2 Maximum content reached .............................................................. 8-57

8.9.3 Working while the cash drawer is opened ......................................... 8-58

8.10 CONFIRMING SPECIAL SITUATIONS ......................................................... 8-59

9. INDEX ............................................................................................ 9-1

© 1993-2009 Tokheim 1-1 February 16, 2009/V24

1. INTRODUCTION

For more than 10 years, the Tokheim Fuel POS is a prominent system in the world of service stations. During these years, the system has developed along with the newest technologies in order to meet the demands of the continuous evolving market. The Tokheim Fuel POS is the pounding heart of your service station and it stands for quality, certainty and ease of use. The Fuel POS contains a whole range of functionalities and possibilities. It is much more than a system that is used for managing the forecourt. It is also a complete cash register system in which all current possibilities of payment are integrated, both the classic methods of payment as well as the complete range of electronic payments. Obviously, it is not only limited to the sale of fuels; the management and the sale of shop articles also belong to the standard possibilities. Furthermore, it contains a complete tank management application, extended reporting possibilities, an electronic journal with ‘query’ possibilities, loyalty schemes,… In order to execute all these tasks, two different screens are used in the Fuel POS, namely the sales screen and the programming screen. Each of these two screens is provided with a button, which helps you to switch from one screen to the other at any time. The sales screen:

In the sales screen, you select this button to switch to the programming screen.

1-2 © 1993-2009 Tokheim February 16, 2009/V24

The programming screen:

In the programming screen, you select this button to switch to the sales screen.

The sales screen will be discussed thoroughly in this manual. Welcome to Fuel POS !


2. WORKING IN THE SALES SCREEN

2.1 Layout of the sales screen

Each Fuel POS displays the current status of the pumps on the sales screen. At the same time the cash register functions can be used. The layout of the sales screen can be understood by subdividing the screen into 6 parts: From top to bottom we can distinguish 5 windows: * The messages and logo window. * The pump status window. * The filling selection window. * The transaction window. * The interaction window. At the right and below these 5 windows there are several buttons to activate the different Fuel POS functions.

Messages and logo window

Pump status window

Filling selection window

Transaction window

Interaction window


2.1.1 Messages and logo window

The messages and logo window is the upper window in the sales screen:

From left to right we see:

Tokheim’s logo.

The name of the cashier who has opened the active shift.

The current date and time.

3 pictograms giving permanently information to the cashier. All possible pictograms and their meaning will be described hereafter.

Messages for the cashier will also be displayed in the messages and logo window. Is for example the minimum stock reached in a tank group, then the messages and logo window will look as follows:

At the right of the messages and logo window the following pictograms can be displayed: • Left position

At least one outdoor payment terminal has automatically been placed out of service because of a fraud alarm.

A host downloaded new fuel prices to the Fuel POS that need to be activated by the station. As long as this activation has not been done, the current fuel prices will be applied and the envelope will remain on the screen.

This envelope will be displayed in case a host has sent electronic mail to the Fuel POS. The envelope will only disappear when all messages have been read.

At least one nozzle on the forecourt has automatically been placed out of service because of a problem. This happens for instance when the tank, to which the nozzle is connected, is empty.


When for the cashier several messages are active at the same time, then the different pictograms will be displayed alternately. By clicking on the displayed pictogram, an overview of all active messages will be given:

• Middle position : The current access level of the programming screen is displayed.

Blank: nobody has logged in to the programming screen.

A grey male figure: an operator or cashier has logged in to the programming screen.

A red male figure: the station manager has logged in to the programming screen.

A yellow male figure: the general manager has logged in to the programming screen.

• Right position : The active pump modes are displayed.

A sun refers to day mode.

A moon refers to night mode.

The pumps are (temporary) blocked.


• The operator can suspend a transaction that has not yet been finalised, without deleting this transaction completely. The transaction is put in memory and can be resumed for further settlement. The symbol shown at the top right corner of the operator screen to indicate that a transaction has been put in memory, also reflects the status of the transaction.

The symbol with two arrows on a white background indicates that a transaction has been put in memory without any background processing.

The symbol with two arrows on a green background indicates that a transaction has been put in memory and that it is being processed in the background.

The symbol with two arrows on a red background indicates that a transaction has been put in memory and that it requires action from the customer or the operator.


2.1.2 Pump status window

The pump status window displays the current status of each calculator. For example:

Each pump (calculator) is represented by a rectangle with the pump number in it.

2.1.2.1 Colours of the pump icons

The different colours of the rectangle have the following meaning:

A grey rectangle indicates that the connection between the pump and the pump controller is operational.

A blue rectangle indicates that the connection between the pump and pump controller is broken.

A red rectangle indicates a request to release (+ audio signal).

A pump released for self-service is indicated by a half green rectangle. This pump can no longer be selected via the outdoor payment terminal.

The rectangle becomes completely green in case of an active self-service filling.


A pump, programmed for self-service with an automatic release, is represented by means of a half green shaded rectangle. This means that the pump is reserved for self-service. From the moment the nozzle is lifted, the rectangle becomes half green (released) and will next become completely green when the filling actually starts. This pump can still be selected via the outdoor payment terminal.

Remark: In some countries this function is not available because of weights and measurements regulations.

A yellow rectangle indicates a request to release after an interrupted card transaction via the outdoor terminal or an interrupted BNA transaction (+ audio signal).


2.1.2.2 Symbols in the pump icons

All non self-service fillings are indicated by a symbol in the pump icon. If a calculator is reserved or released, only the upper half of this symbol will be displayed. The symbol will be displayed in full if the customer is actually filling up. The following symbols are used:

A transaction, started on the outdoor terminal by means of a card, is represented by a little card.

A BNA transaction is represented by a dollar sign.

A transaction in attended mode is represented by a male figure.


A neutralisation or pump test, performed by a technician, is represented by a spanner.


The following symbols are not used to represent a filling, but indicate a special pump status:

This sign will only be displayed during the start-up of the pump controller. During this start-up, fillings are not possible.

This symbol will be displayed in case the pump itself generates an error message (for example a pulse alarm, a display error, ...)

This symbol will be displayed in case the pump is blocked after having executed an emergency stop. It can also indicate that the pump has been blocked temporarily at the time of a day closure in case no fillings are allowed during this closure (“clean day end”).

A yellow exclamation mark is displayed in the corresponding pump after an interrupted card transaction via the outdoor terminal or an interrupted BNA transaction.

This symbol will automatically be displayed when a transaction stops without the customer returning the nozzle. This happens for instance when the amount inserted in the BNA has been reached or when the maximum amount allowed with a card has been reached. It depends on the type of calculator whether this symbol will be displayed or not.

The pump number will become red when at least one nozzle of the pump has automatically been placed out of service because of a problem. This happens for instance when the tank, to which the nozzle is connected, is empty.


2.1.2.3 Pump buffers

The manager himself can set up the number of buffers of each calculator, for the pump in day mode on the one hand, for night mode on the other hand. The number of buffers of each calculator will be represented by means of little squares below the pump icon. The maximum number of buffers that can be set up is four. In some countries however, the number of buffers is limited to two because of weights and measurements regulations. In self-service this defines the maximum number of unpaid fillings. Example: The number of buffers is two, already two customers filled up, but no transaction has been settled yet. In this case it will no longer be possible to release the pump until one of those two transactions has been settled on the Fuel POS terminal. The layout of the squares (pump buffers) has the following meaning:

empty A programmed, not filled pump buffer. Therefore an additional transaction is possible.

white filled There is a transaction in the pump buffer.

grey filled There is still a transaction in the pump buffer, but the transaction has already been claimed for processing on a Fuel POS terminal.

light red filled There is a transaction in the pump buffer for already more then 15 minutes.

dark red filled There is a transaction in the pump buffer for already more then 15 minutes, but the transaction has already been claimed for processing on a Fuel POS terminal.


2.1.3 Filling selection window

At any time the data of the last seven unpaid fillings are displayed in the filling selection window. Example:

The transactions are always displayed in a logical order, where the oldest unpaid filling is always located on the left. From top to bottom the following information is displayed for each filling: * The pump number. * The product name. * The total amount. * The number of litres.


2.1.4 Transaction window

In this window the Fuel POS displays the data of each selected article (both shop articles and fillings) of the same transaction. From left to right these data are: - The name of the shop article or the fuel type. Fillings are preceded by the pump

number. - The number of shop articles or the fuel volume in litres. - The unit price. - The total amount of the shop article or the filling. The transaction window can contain up to 99 different articles (99 lines). Any possible discounts or promotions and the sale or return of deposit will also be displayed in the transaction window. After the settlement, the selected payment mode will also be displayed in the transaction window. Example of the transaction window:

If the transaction window has been filled up completely and an additional article is added, then the first entered article will no longer be visible. This is indicated by means of a grey arrow on the top right of the transaction window.

One or more of the first entered articles are not visible on the screen.

One or more of the last entered articles are not visible on the screen.


2.1.5 The interaction window

In this window the Fuel POS displays the data the operator keys in on the keyboard. Also the total transaction amount will be displayed at the bottom right. Example of the interaction window


2.1.6 Function buttons

If a mouse or a touchscreen is used, the cashier functions are executed by means of several on-screen function buttons. Using the keyboard can also activate some of these functions. Below the different function buttons are enumerated. They will be discussed in detail in the following paragraphs. At the bottom left we find the buttons that correspond with the payment modes available in Fuel POS:

Cash payment in local or foreign currency.

Payment with a card.

Payment on a payment terminal that has been connected to the Fuel POS.

Payment with a litre coupon or using one of the 4 special payment modes (drive off, pump test, I.O.U., lost product).

Payment with an extra payment mode.

Delayed payment or purchase by a local customer of the station.

Cash payment in local currency with exact money.

The following function buttons are located at the bottom right of the screen:

Opening and closing a shift, opening the cash drawer.

Switches off the touchscreen function for 10 seconds.

Deletes one line in the transaction window.

Clears the entire transaction window.


The following function buttons are located at the bottom right of the screen:

Switches between the sales screen and the programming screen.

Operation of the pumps.

Suspends and resumes a transaction.

Selection of shop articles.

Adds one unit to the quantity of the selected shop article.

Return of a shop article or deposit.

Other cash drawer functions (receipts, expenses, safe drops, corrections of transactions,…).

Prints a receipt or a simplified invoice.

Whether a button is available or not depends on the given situation. If a button is available (active), it will be displayed in black. If a button is not available (not active), it will be displayed in grey. Example:

If in the transaction window no shop article has been selected with the selection bar, then the quantity of this shop article cannot be changed this way.

A shop article has been selected in the transaction window. Its quantity can be changed by means of this button.


2.2 Touchscreen and mouse

With a mouse or touchscreen all functions of the operator screen can be activated, without using the keyboard at all.

If a mouse is used, the functions of the operator screen can be activated by left-clicking the corresponding button.

If a touchscreen is used, the operator screen functions can be activated by touching the corresponding button.

Several Fuel POS functions often open a window with a layout as shown below:

This type of window can be divided into 3 different panes. • At the left a list is displayed. The desired option in this list has to be selected with

the selection bar. This is done by pressing the desired line. • The pane at the right contains an entry field and an on-sceen numeric keypad for

data input. • At the bottom left of the window there are buttons to confirm or delete the entered

data.

The number of lines that can be displayed at the same time in a list is limited. If a number of lines are not visible, either at the top or at the bottom of the list, an arrow-shaped button will be displayed. Activating these buttons allows scrolling through the entire list.


Often a value will already be in the entry field when the window is opened. This value will then be displayed against a blue background. Pressing this button will delete the contents of the entry field.

If a value is already displayed against a blue background, it will be replaced completely once a character is entered.

If a value has been entered by the operator, this button will delete the last entered character.

The OK button is used to confirm the entered data.

The Cancel button is used to close a window without having executed its function.


2.3 The keyboard

In operator mode a number of keys have a specific Fuel POS function.

CapsLock

NumLock

ScrollLock

VOIDESC

EPM Card Stop Re-lease

Dis-playTicket PrepayPriceSub

total Quant.VoidEsc

CashEnter

The keys have the following functions:

Cancel.

To switch between sales screen and programming screen.

To display the transaction subtotal on the customer display.

To enter the unit price of a shop article.

To enter the quantity of a shop article.

Payment with an extra payment mode.

Payment with a card.

Payment on a payment terminal that has been connected to the Fuel POS.

To print a receipt.


Fuel prepayment.

To stop one or more pumps.

To display pump data on screen.

Pump release.

Cash payment in local currency.

Several Fuel POS functions often open a window with a layout as shown below:

This type of window can be divided into 3 different panes. • At the left a list is displayed. The desired option in this list has to be selected with

the selection bar. This can be done by using the “↑” and “↓” arrow keys, or by again pressing the key with which the window was opened.

• The pane at the right contains an entry field and an on-sceen numeric keypad. • At the bottom left of the window there are buttons to confirm or delete the entered

data.


Some button functions can also be executed by means of the keyboard:

The number of lines that can be displayed at the same time is limited. If a number of lines are not visible, either at the top or at the bottom of the list, an arrow-shaped button will be displayed. With the arrow keys “↑” and “↓” the entire list can be scrolled through.

Often a value will already be in the entry field when the window is opened. This value will then be displayed against a blue background. Pressing the Backspace key will delete the contents of the entry field.

If a value is already displayed against a blue background, it will be replaced completely once a character is keyed in.

If a value has been entered by the operator, the Backspace key can be used to delete the last entered character.

The Enter key is used to confirm the entered data.

The Esc(ape) key is used to close a window without having executed its function.


3. FILLINGS

3.1 Forecourt control

3.1.1 Release 1 pump

There are three ways to to release one single pump. Method 1

Each pump is represented as a rectangular button. Activating this button will relase the pump.

Method 2

Activating this button will open the forecourt control window:

Enter the pump number and activate the RELEASE button. Method 3

Key in the pump number and press the RELEASE key.


Remark : A yellow exclamation mark is displayed in the corresponding pump after an interrupted card transaction via the outdoor terminal or an interrupted BNA transaction. When the customer takes the nozzle, the rectangle of this pump becomes yellow.

The pump should only be released for self-service if the customer knows that he will still have to pay when the transaction is finished. This is why a pump in this state cannot be released in the normal way. If the first or the third of the above-described methods for pump release is chosen, the following message will be displayed in the messages and logo window:

‘Release not allowed, because pump is in the safety state’ The pump can only be released in self-service using the second method.


3.1.2 Release all pumps

There are two ways to release all pumps simultaneously. Method 1


Activate the ALL button as the pump number and then activate the RELEASE button.

Methode 2

Key in 0 as the pump number and press the Release key.


3.1.3 Release all requesting pumps

There are two ways to release all pumps that request for release at a given moment (red rectangle in the pump status window). Method 1

Activating this button wil open the forecourt control window:

Activate the RELEASE button (without selecting a pump number first). Method 2

Press the Release key (without keying in a pump number first).


3.1.4 Stop 1 pump

The operator can block each released pump and each active filling. There are three different ways to do so. Method 1

Each pump is represented as a rectangular button. Acivate the button of the pump that has to be stopped. Automatically the forecourt control window will pop up and display the pump number of the pump to be stopped.

Now activate the STOP button.


Method 2


Enter the pump number and activate the STOP button. Method 3

Key in the pump number and press the STOP key.


3.1.5 Stop all pumps

There are two ways to block all pumps simultaneously. Method 1


Activate the ALL button as the pump number and then activate the STOP button.

Method 2

Key in 0 as the pump number and press the Stop key.


3.1.6 Emergency stop

There are two ways to block the entire station (=to acivate an emergeny stop). This means that all pumps will be put in a mode ‘blocked’. It will no longer be possible to release the calculators. The day or night mode has to be activated again to unblock the pumps (see page 3-12). Method 1


Now activate the EMERGENY STOP button. Method 2

The emergency stop is executed by pressing the Stop key five times in a period of ten seconds.


3.1.7 Release pumps with a remote control (optional)


3.1.7.1 For attended service

The Fuel POS allows to set a pump mode ‘attended service’ in combination with a manual release. A remote control has to be connected to the Fuel POS to be able to release a pump in this mode. This will prevent that you need to go each time to the Fuel POS to release a pump. All pumps asking for a release in this mode will automatically be released by pressing the button of the remote control.

3.1.7.2 For self-service

The pumps asking for a release in self-service, will automatically be released by pressing the button of the remote control.

3.1.7.3 General procedure

When a remote control is used in the station, the night pump modes have to be programmed in such way that self-service or attended service is not allowed on any pump in night mode. From the moment the night mode is activated, it will no longer be possible to use the remote control to release a pump. So always put the remote control away carefully and never forget to activate the night pump modes before leaving the station unattended !


3.1.8 Release pumps for a preset amount or volume

Remark: In some countries this function is not available because of weights and measurements regulations. A self-service filling can be started for a preset amount or a preset number of litres. Attention : When the customer has finished the filling, the operator still has to

process the transaction in the Fuel POS.


Enter the pump number and activate the PRESET button.


The following window will automatically be opened:

The selected pump number will be displayed in the title bar of the window. Select in the list whether the pump needs to be released for a certain amount or for a certain number of litres. Next you enter the amount or the number of litres. After confirming the entered data, the pump will be released. Remarks : * Limiting a self-service filling to a an amount or volume can only be

done accurately if the pump is equipped with a preset or reduction valve.

* The preset amount has to add up to at least £ 3. * The preset number of litres always has to exceed 1.


3.1.9 Activation day mode or night mode

The activation of the day mode or night mode of the pumps can be done at every moment. This function is for example used in the following situations: • When closing the station in the evening, the pumps can be put into night mode to

keep only the outdoor terminal active. The day mode is again activated in the morning when opening the station.

• The pumps are automatically put into night mode after a power down. The day mode needs to be activated to make the pumps again operational.

• After an emergency stop, the pumps are made again operational by activating the day mode.

The activation of the day mode or the night mode is done as follows:

Activate the button indicating the current mode of the pumps. The next window will be opened:

Select the desired mode from the list.


3.2 Select fillings

3.2.1 All unpaid fillings

At any time the data of the last seven unpaid fillings are displayed in the filling selection window. Example:

The transactions are always displayed in a logical order, where the oldest unpaid filling is always located on the left. From top to bottom the following information is displayed for each filling: * The pump number. * The product name. * The total amount. * The number of litres. There are two ways to select a filling from this overview. Method 1 : using the touchscreen or the mouse

Each filling is represented as a button. Activating such a button will select the corresponding filling. The filling will be placed in the transaction window and will be displayed in grey in the filling selection window, to indicate that it has already been chosen. Also the fillings that have been selected on another Fuel POS are displayed in grey. Fillings that have already been selected CANNOT be selected again:


If there are more than seven unpaid fillings, an arrow-shaped button will be displayed on the right. Activating this arrow will open a window with all unpaid fillings:

In this overview a filling has to be chosen in the same way.

If the window with all unpaid fillings has been opened, the arrow on the right will point to the opposite direction. Activating this arrow will close the window again:


Method 2 : using the keyboard

The filling selection window is activated by pressing the arrow keys “←” or “→”. Automatically the oldest filling will be indicated (the background of the indicated filling becomes white):

The desired filling has to be indicated (navigation is done by means of the arrow keys “←” and “→”):

The filling will actually be selected by pressing the Enter key. The filling will be placed in the transaction window and will be displayed in grey in the filling selection window, to indicate that it has already been chosen. Also the fillings that have been selected on another Fuel POS are displayed in grey. Fillings that have already been selected CANNOT be selected again:

If there are more than seven unpaid fillings, an arrow-shaped button will be displayed on the right. Pressing the “→” key will open a window with all unpaid fillings:

In this overview a filling has to be chosen in the same way.


The filling selection window will again be deactivated by pressing the Void key, without selecting a filling.


3.2.2 The unpaid fillings of one pump

A filling can also be selected if first the unpaid fillings of one specific pump are chosen. Not only the unpaid fillings but also the active filling of this pump will be displayed, which makes it possible to follow a filling on screen. There are two ways to retrieve the data of a specific pump. Method 1


Activate the pump number and then activate the DISPLAY button. Method 2

Key in the pump number and then press the Display key.

The next data will for instance be displayed in the filling selection window if pump 4 has been chosen:

The first two transactions in this example are the unpaid fillings of pump 4. They are always displayed in a logical order, where the oldest unpaid filling is always located on


the left. The oldest filling will automatically be indicated (the background of the indicated filling becomes white). Fillings that already have been selected, possibly on another Fuel POS, will be displayed in grey and cannot be selected a second time (the second transaction in the exemple above). The data of the active filling will be displayed on the right. For none self-service transactions the type of transaction will also be displayed. In the above example it is a transaction started by means of a card on the outdoor terminal. Selecting a filling can be done as described in the previous paragraph. The overview of one specific pump can be deactivated again:

Activating this button will deactivate the overview for one specific pump without selecting a filling. The last seven unpaid fillings will be displayed again.

Pressing Void will deactivate the overview for one specific pump without selecting a filling. The last seven unpaid fillings will be displayed again.


3.3 Drive off warning

Very often the operator only notices that a customer drove off without paying when a fuel transaction stays unpaid and there are no more customers on the forecourt. To avoid this, the Fuel POS will warn the operator as soon as a self-service transaction is not paid within 15 minutes after it was finished. The following message will be displayed in the messages and logo window after the elaps of the 15 minutes:

Fuel transaction on pump 1 not yet paid ! The self-service transaction that staid unpaid for more then 15 minutes will be displayed in red in the filling selection window:

Attention : It is not because a self-service transaction is not paid after 15 minutes

that you can automatically assume that the customer drove off.


3.4 The outdoor terminal fillings of one pump

The last four transactions on an outdoor payment terminal can be displayed for each calculator. These transactions CANNOT be selected. The messages and logo window shows the operator that the fillings have already been settled on the OPT. Displaying these transactions can be done as follows:


Now activate the pump number and then activate the DISPLAY OPT button.

The data are shown in the filling selection window:

The fillings are always displayed in a logical order. The oldest filling is always on the left, the most recent filling always on the right. The fillings for which a receipt has already been printed, or for which a receipt can no longer be printed, are displayed in yellow. A transaction via a Tokheim outdoor payment terminal for which no receipt has been printed yet, is displayed in pink.


There are two ways to print a receipt:

Activating the transaction button will print the corresponding receipt. The OPT transaction overview will be closed again.

Pressing the Ticket key will print the receipt. The OPT transaction overview will be closed again.

The OPT transaction overview can also be closed without printing a receipt:

Activating this button wil close the OPT transaction overview without having printed a receipt.

Pressing the Void key will close the OPT transaction overview without having printed a receipt.


4. SHOP ARTICLES

4.1 Select shop articles

4.1.1 Selection via article buttons

The sales screen contains a number of article buttons to which the station can freely assign shop articles. Method 1 : using the touchscreen or the mouse

Activating this button will open the article selection window:



Key in 0 as the article number and press the Enter key. The next window to select shop articles will be opened automatically:

Every button in this window has been configured in one of the two following ways:

The button has been programmed as an article group. Activating such a button will again open a window containing 32 article buttons, by means of which the desired article can be selected.

The button has been programmed as shop article. Activating such a button will add the article to the transaction window.

Let us assume that the cashier activates a button that has been configured as an article group. In this case two possible situations can be presented: the article group can be configured for a single or for a multiple article selection.


4.1.1.1 Article group with single article selection

After activating the button ‘Sweets’, for instance, the following window could be displayed:

Activating a button will add the corresponding article to the transaction window.

The above window can be closed in two different ways without selecting a shop article:

The window with the 32 buttons of the selected article group is closed without selecting a shop article. The previous window with 32 article buttons will be displayed again.

The window with the 32 buttons of the selected article group is closed without selecting a shop article. The article selection is cancelled.


4.1.1.2 Article group with multiple article selection

After activating the button ‘Sandwiches’, for instance, the following window could be displayed:

Several articles can be selected in this screen before adding them to the transaction window.


To select for example 3 sandwiches ham and 2 sandwiches chicken, press 3 times the article button “Sandwich Ham” and 2 times “Sandwich Chicken”. In each article button will be displayed how many items of the article have been chosen:

The selected articles will be added to the transaction window by pressing this button.

When the window is opened it is immediately possible to add articles to the selection.It is also possible to remove articles again from the selection that had been selected wrongly.

In this mode articles can be added to the selection by pressing the corresponding article buttons. By pressing this button, the mode can be changed to removing articles.

In this mode articles can be removed from the selection by pressing the corresponding article buttons. By pressing this button, the mode can be changed to adding articles.

The above window can be closed in two different ways without selecting a shop article:

The window with the 32 buttons of the selected article group is closed without selecting a shop article. The previous window with 32 article buttons will be displayed again.

The window with the 32 buttons of the selected article group is closed without selecting a shop article. The article selection is cancelled.


4.1.2 Select via bar codes and article numbers

Each Fuel POS article has a unique article number. The manager can freely assign this article number. It could even be the bar code number of the article. Reading the bar code using the bar code scanner is the easiest way to select a shop article. The article is then added to the transaction window. If the bar code of a certain article is illegible or if its bar code has not been programmed, the article can also be selected via the bar code number or the article number. Both the keyboard and the touchscreen or mouse can be used to this purpose. Method 1 : using the keyboard

Key in the article or bar code number and press the Enter key. The article is then added to the transaction window.

Method 2 : using the touchscreen or the mouse



Activate the 123 button to search an article via the article or bar code number. The window below will open automatically:

Enter the article or bar code number completely or partially and activate the Search button. On the left of the screen the articles beginning with the entered number will be displayed. The example below shows the result for the entry of number 5402:

Now select the desired article from the list.


4.1.3 Selection via article name

An article can also be selected via the article name.


Activate the ABC button to search an article via the article name. The window below will open automatically:


Enter the article name completely or partially and activate the Search button. On the left of the screen the articles beginning with the entered text will be displayed. The example below shows the result for the entry of the text MARS:

Now select the desired article from the list.


4.2 Modify shop articles

4.2.1 Modify the unit price

The Fuel POS always displays the selected article in the transaction window. If an article with a preprogrammed unit price is selected, this article is displayed in black under the grey selection bar:

Coke 1.00 Pce * 2.25 £ 2.25

£ 2.25 Remark : An article with a unit price different from zero is displayed in white if it is

not indicated by means of the grey selection bar. If an additional article without a preprogrammed unit price is selected in the above example, the article is displayed in red under the grey selection bar:

Coke 1.00 Pce * 2.25 £ 2.25 Flowers 1.00 Pce * 0.00 £ 0.00

£ 2.25 After entering a unit price for the article 'Flowers' in the above example, the article will also be displayed in black:

Coke 1.00 Pce * 2.25 £ 2.25 Flowers 1.00 Pce * 24.00 £ 24.00

£ 26.25


If an additional article had been selected without entering a unit price for the article 'Flowers', then this means that the article is for free and it stays red on the screen:

Coke 1.00 Pce * 2.25 £ 2.25 Flowers 1.00 Pce * 0.00 £ 0.00 Marlboro 1.00 Pce * 7.50 £ 7.50

£ 9.75


To change the unit price of a shop article, it first has to be selected with the grey selection bar. Then its price can be changed using the keyboard, touchscreen or mouse. Method 1 : using the keyboard

Key in the unit price of the shop article and press the Price key.


Activate in the transaction window the article for which the price has to be changed and that has already been selected with the grey selection bar. The window below will open automatically:

Select CHANGE PRICE from the list, enter the unit price and confirm with the OK button.


Remark: The manager can block a pre-programmed price in the programming screen. Then the article can only be sold at this preprogrammed price.

If a unit price is entered via the keyboard, the following message will be displayed in the messages and logo window when the Price key is pressed:

price change not allowed

If in the transaction window the article is activated that has already been selected with the grey selection bar, the line CHANGE PRICE will not be displayed:


4.2.2 Modify the quantity

Shop articles can be sold per piece, per litre or per kilogram. A default value of 1 piece, 1 litre or 0 kilogram is filled in when a new article is added to the sales screen, depending on the way in which the article is sold. For example:

Two-Stroke 1.00 Ltr * 1.27 £ 1.27 M&M’s 1.00 Pce * 0.62 £ 0.62

£ 1.89 To change the quantity of a shop article, it first has to be selected with the grey selection bar. Then its quantity can be changed using the keyboard, touchscreen or mouse. Method 1 : using the keyboard

Enter the quantity of the shop article via the keyboard and press the Quant(ity) key.


Pressing this button will increase the quantity of the selected shop article by one unit (1.00).



Activate in the transaction window the article for which the quantity has to be changed and that has already been selected with the grey selection bar. The window below will open automatically:

Select CHANGE QUANTITY from the list, enter the quantity and confirm with the OK button.


Remark: Not only the unit of measure of the article is specified in the programming screen (piece, kilogram or litre), but also the number of decimal places that the operator can use for the input of the quantity: 0, 1 or 2. It seems logical that in the example above the operator can enter 1.25 litres of Two-Stroke, but not 1.50 pieces of M&M’s.

If a quantity is keyed in with more decimal places than allowed, the following message will be displayed in the messages and logo window when the Quant key is pressed:

Only 0 decimal place(s) allowed or

Only 1 decimal place(s) allowed

If the price change of an article has been chosen, the quantity filled out by default indicates how many decimal places can be used:

or

or


4.3 Special articles

4.3.1 Articles with deposit

The transaction window will automatically display two lines if an article with deposit is selected. The first line displays the selected article itself, the second line the deposit. For example:

Coke 1.00 Pce * 0.90 £ 0.90 Deposit 1.00 Pce * 0.04 £ 0.04

£ 0.94 If the operator changes the quantity of the selected article, the value of the deposit will automatically be adapted. For example:

Coke 3.00 Pce * 0.90 £ 2.70 Deposit 3.00 Pce * 0.04 £ 0.12

£ 2.82 The operator cannot sell the article without the deposit.


4.3.2 Linked articles

Two articles can be linked to each other, for instance because they are always sold together. In case that the selected article has a linked article, two lines or articles will appear in the transaction window: the selected article and the article linked to it. In the programming screen the manager can also define whether the sold quantities of both articles always have to correspond. This choice affects the sales screen. Let us assume that the manager has programmed that if the article 'Pepper' is selected, the article 'Salt' also has to be displayed automatically. After the selection of the article 'Pepper', the transaction window will look as below:

Pepper 1.00 Pce * 1.20 £ 1.20 Salt 1.00 Pce * 0.80 £ 0.80

£ 2.00 If the manager has programmed that both articles do not always have to be sold with the same quantity, the articles will be totally interindependent once they have been added to the transaction window. If the quantity of one of the articles is changed, the quantity of the other article will not modify. If one article is deleted from the transaction, the other one will remain in the transaction window. The cashier changes the quantity of the article ‘Pepper’, for instance, to 2. The transaction window will look as follows:


£ 3.20


If the manager has programmed that both articles always have to be sold with the same quantity, the articles will remain linked once they have been added to the transaction window. If the quantity of one of the articles is changed, the quantity of the other article will change too. If one article is deleted from the transaction, the other one will also be removed from the transaction window. The cashier changes the quantity of the article ‘Pepper’, for instance, to 2. The transaction window will look as follows:


£ 4.00


4.3.3 Car wash

The Fuel POS can be connected to a car wash. Each time the article ‘car wash’ is sold at the cash desk, the Fuel POS will request the car wash system for an authorization code. This authorization code will be printed on a receipt, together with the number of days that the code stays valid. The customer can activate the car wash by entering the received code. In the sales screen, a symbol indicates that for the selected article, the Fuel POS will request the connected car wash system for an authorization code:

It is after having entered the payment mode that the car wash system will be requested for an authorization code. The following message will be displayed on the screen during this communication:

Requesting the car wash code... £ 6.75


A receipt will automatically be printed once the authorization code of the car wash system is available in the Fuel POS. For example: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland Receipt no.: 0414110056 Point in time 30-11-2006 18:32 Cashier: PJ C A R W A S H : 3 8 5 4 7 V a l i d f o r 3 d a y s

0202000385471

THANK YOU – GOODBYE !

Remarks : * A car wash article cannot be returned. * Only one single car wash article may be put in a transaction.


4.3.4 E-Voucher

Via the Fuel POS, E-Vouchers (electronic vouchers) can be sold. Examples of E-Vouchers are revaluing coupons (recharge vouchers for GSM) or entrance tickets for amusement parks. When the operator adds an article that is programmed as E-Voucher to the transaction window, this article is preceded by a special symbol:

When all fillings and/or shop articles are added to the transaction, the E-Voucher needs to be requested to the host. Furthermore, the request needs to be done before the input of method of payment.

The E-Voucher is requested by demanding the subtotal of the transaction. This can be done by pressing the total amount, which is reproduced in the working window, as well as by pressing the Subtotal key at the keyboard.

During the communication with the E-Voucher host, the following message is shown at the screen:

E-Voucher requested... (Vodafone 20 £) £ 20.00 When the request is correct, the following message is shown to the operator:

E-Voucher request OK £ 20.00


In the transaction window the special symbol that indicates which article is programmed as E-Voucher, is removed again. Example:

After the E-Voucher request, the method of payment can be entered. As soon as the method of payment of the transaction is entered, the E-Voucher will be confirmed definitively. During this confirmation, the following message is shown:

Confirming E-Voucher... £ 20.00 After a correct confirmation, the following message is shown to the operator:

Confirmation E-Voucher OK £ 20.00 After the confirmation, the E-voucher (revaluing coupon or entrance ticket) is printed automatically for the customer and a copy is printed for the service station.


When selling E-Vouchers, the following special situations can occur: • When an E-Voucher is added to a transaction, the operator needs to request the E-

Voucher before entering the method of payment of the transaction. If the operator chooses the method of payment without executing this request, then the following message is shown:

Start E-voucher request via the subtotal • When the amount of the E-Voucher article is modified in the transaction window,

each E-Voucher will be shown as a separate line. A separate revaluing coupon will then be printed for each E-Voucher.

• As long as the method of payment of the transaction is not inserted, the E-

Voucher can still be removed, even if it was already requested.


4.3.5 Articles that must be weighed

When in the service station articles are sold that the cashier must weigh at the cash point, there is a possibility to link an electronic scale to the Fuel POS. The cashier then no longer needs to enter the weight of the article, since the scale passes this on automatically to the Fuel POS. When you select an article that is sold per kilogram, then this article will be displayed in red in the transaction window. This indicates that the weight of the article is not yet entered. When an electronic scale is linked, the Fuel POS also asks to put the article on the scale:

You now have to put the article first on the scale and only then you press the button Weigh. When you press this button without putting an article on the scale, this will give the same result as when you would press the button Cancel and you will have to enter the weight manually.


When you have put the article on the scale and you press the button Weigh, the Fuel POS will request the scale for the weight of the article. Then the received weight will be entered automatically:

The symbol, which is put in front of the article, indicates that the weight comes from the scale and was not entered manually. Anyhow, you also see this on the number of decimals. The scale can send a weight with 3 decimals while you can only enter 2 decimals manually. In case you pressed by accident the button Cancel instead of the button Weigh, or you want to weigh the article again for whatever reason, then this can be done like this:

In the transaction window, press the article that you want to weigh and that is already indicated by the grey selection bar. The following window will be opened automatically:

Select WEIGH ARTICLE in the list and confirm this choice wit the button

OK.


4.4 Extra information at the selection of an article

Sometimes it is very useful or even indispensable to have some extra information as cashier regarding an article when it is being sold. Two examples illustrate this: • Some articles, such as smoker’s requisites or alcohol, may not be sold to

youngsters. Therefore, the cashier needs to know for which articles he has to ask the age of the customer and which is the minimum age for each article. This means that this information should be displayed to the cashier when adding such an article to the transaction.

• Imagine that an article is on special offer and that the customer receives a third article for free when buying 2 pieces of this article. When the cashier adds this article to the transaction, he will see that it is part of a special offer. However, he does not see the conditions in order to profit from the offer. When the cashier would receive a message regarding the content of the offer at that moment, he can also inform the customer.

The Fuel POS can help the cashier with this by displaying automatically a message when a certain article is added to a transaction. It is up to the station manager to define which messages will be displayed and for which articles. Therefore, it is possible that when an article is selected, a message will automatically be displayed as in the example mentioned-below:

When you confirm this message by pressing the OK button, the selected article will be added to the transaction. However when you press the button Refuse (for example because the customer is not yet 18 years old, as in the example above) then the article will not be added. Sometimes the symbol, which is displayed, says enough. In this way, you do not need to read the entire text each time. The following symbols can be used:


Not all information is as important. Some messages will disappear automatically when you scan another article. On the other hand, other messages explicitly have to be confirmed by means of the OK button (or with the Refuse button in case you do not want to add the article), in order to be sure that you have seen the information. It is again the station manager who defines the importance. When several articles are added to a transaction to which the same message is linked, then this message will only be displayed once. For example, there is no point in asking a customer several times whether he really is 18 years old. The fact that a message is being displayed at the selection of a shop article, is registered in the Fuel POS journal: # POS 1 24-08-2007 12:11:42 # Warning AGE18 displayed on POS 1(0580110002/PJ) “This article can be sold only to persons above 18 !”


5. RECEIPT PRINTER AND CUSTOMER DISPLAY

5.1 Customer receipt

If the Fuel POS has not been programmed to automatically print a receipt, the operator can print a receipt. There are two different ways to do so. Method 1 : using the touchscreen or the mouse

Activate this button to print a receipt. If the station manager deactivated the use of simplified invoices, the customer receipt will be printed immediately. If simplified invoices are used, the window below will be displayed:

Select PRINT CUSTOMER RECEIPT from the list and confirm with OK. Method 2 : using the keyboard

Pressing the Ticket key will print the receipt.

One or more copies can be printed likewise. Below the header text of every copy we can read the term “DUPLICATE RECEIPT”. A receipt and/or copy can be printed as long as you did not start a new transaction. If you have started a new transaction and you want still to print a receipt of the previous transaction, then this is possible via eMIS.


Example: Original receipt Example: Copy Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Unleaded 98 1 £ 6.53 (PUMP 1; 9.33 l * £ 0.700/l) * Confectionery 1 £ 3.00 (3.00 * £ 1.00) + ----------- T O T A L £ 9 . 5 3 Cash £ 10.00 Change £ -0.47 VAT type % Nett Amount 1 17.50 £ 8.11 £ 1.42 29-03-2000 10:50 0001 PVDB 0035110015 11-000013-64863482 THANK YOU AND GOODBYE !

Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland D U P L I C A T E R E C E I P T ARTICLE VAT AMOUNT *Unleaded 98 1 £ 6.53 (PUMP 1; 9.33 l * £ 0.700/l) * Confectionery 1 £ 3.00 (3.00 * £ 1.00) + ----------- T O T A L £ 9 . 5 3 Cash £ 10.00 Change £ -0.47 29-03-2000 10:50 0001 PVDB 0035110015 11-000013-64863482 THANK YOU AND GOODBYE !

Explanation of the second last line: 29-03-2000 : Date of the transaction. 10:50 : Time of the transaction. 0001 : The station number. PVDB : The operator on shift. 0035110015 : Transaction identification. The number is composed of 3 different parts: 0035 = The transaction was settled on the day with serial

number 0035 (number of the day report in which the transaction can be found).

11 = POS 1 (12 = POS 2; … ; 18 = POS 8) 0015 = Serial number of the transaction. This means that the

serial number is raised for each transaction, even when no receipt has been printed.

The serial number is allocated at the start of a new transaction. So if a transaction is not ended by entering the mode of payment and the cashier removes all selected articles again, the allocated serial number will never be printed on a receipt. This interrupted transaction is yet registered in the electronic journal.


11-000013-64863482 : A reference to the registration of this transaction in the fiscal journal. This reference is composed of 3 different parts:

11 = POS 1 (12 = POS 2; … ; 18 = POS 8) 000013 = The serial number of the transaction in the

fiscal journal. This serial number is allocated when the transaction is settled. For each transaction with a similar serial number, a receipt can be printed.

64863482 = A checksum that is calculated for this transaction. This checksum will be registered in the fiscal journal.


5.2 Simplified invoice

After settling a transaction, the cashier can also print a simplified invoice instead of a receipt. The layout of a simplified invoice is different on several points regard to an ordinary receipt: • A separate header and footer are programmed for a simplified invoice. • Each simplified invoice that is handed out to a customer, contains a unique invoice

number. • The manager can determine that some additional data such as the name of the

customer, mileage,… can be added. • The original that is printed, is a customer invoice and contains the necessary VAT

information. The second one is a copy for the station and contains the same VAT information. All additional invoices are copies without VAT information.

A simplified invoice can only be printed until another transaction has been started. In some specific situations it is not possible to print a simplified invoice if it’s possible to print an ordinary receipt for each transaction: • The manager can block the printing of simplified invoices. • A simplified invoice can only be printed for the sales of fuels and/or shop articles. • A simplified invoice can only be printed for sales settled with one ore more of the

following payment modes: cash money, extra payment modes, cards (no company cards) and litre coupons.

• If during the transaction, the cashier has selected a local customer, who, to be sure, has no credit, but who wants to receive an invoice of his purchases afterwards, it will not be possible to print a simplified invoice for this customer.

Below we will explain in which way the cashier can start the printing of a simplified invoice. If during the transaction, the cashier has selected a local customer who has no credit but who wants to receive a simplified invoice for each transaction, then this invoice will automatically be printed. According to the procedure explained below, the cashier can nevertheless print additional specimen.


5.2.1 Start printing

A simplified invoice can be printed as follows:

Activating this button will open the window below:

Select PRINT SIMPLIFIED INVOICE from the list and confirm with OK. The first invoice printed is for the customer: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R I N V O I C E SIMPLIFIED INVOICE : 801000000024 ARTICLE VAT AMOUNT *Diesel 1 £ 6.78 (PUMP 1; 9.69 l * £ 0.700/l) * + ----------- T O T A L £ 6 . 7 8 Cash £ 10.00 Change £ -3.22 VAT type % Nett Amount 1 17.50 £ 5.77 £ 1.01 10-11-2004 11:09 8010 PVDB 0298110021 11-000017-24125100 Thank You – Goodbye !


A copy for the station can be printed likewise. The VAT amounts are printed on this copy as well. The manager can configure in the programming screen that this copy needs to be printed automatically. Example of a copy for the station: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland M E R C H A N T C O P Y SIMPLIFIED INVOICE : 801000000024 ARTICLE VAT AMOUNT *Diesel 1 £ 6.78 (PUMP 1; 9.69 l * £ 0.700/l) * + ----------- T O T A L £ 6 . 7 8 Cash £ 10.00 Change £ -3.22 VAT type % Nett Amount 1 17.50 £ 5.77 £ 1.01 10-11-2004 11:09 8010 PVDB 0298110021 11-000017-24125100 Thank You – Goodbye !

On all additional copies there will be no VAT amounts printed: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland D U P L I C A T E I N V O I C E SIMPLIFIED INVOICE : 801000000024 ARTICLE VAT AMOUNT *Diesel 1 £ 6.78 (PUMP 1; 9.69 l * £ 0.700/l) * + ----------- T O T A L £ 6 . 7 8 Cash £ 10.00 Change £ -3.22 10-11-2004 11:09 8010 PVDB 0298110021 11-000017-24125100 Thank You – Goodbye !


The printing of a simplified invoice is logged in the electronic journal: # POS 1 10-11-2004 11:09:32 # Diesel 1 GBP 6.78 (PUMP 1;9.69 Ltr * GBP 0.700/Ltr) TOTAL GBP 6.78 Cash GBP 10.00 Change GBP –3.22 VAT(1=17.50%) GBP 1.01 Nett= GBP 5.77 Simplified invoice number: 801000000024 Transaction number: 0298110011 10-11-2004 11:09 8010 PVDB 0298110021 11-000017-24125100


5.2.2 Enter additional data

Some additional data can be added to the simplified invoice. The manager of the station decides via the programming screen which of the following possible data: • The name of the customer. • The address of the customer. • The city of the customer. • The VAT number of the customer. • The odometer of the car. • The license plate of the car. If a simplified invoice is printed for an existing customer (programmed as local customer of the station), then name, address, city and VAT number will be filled in automatically. The odometer and license plate need to be entered by the cashier. Only in case the module ‘local credit’ is active, it is possible to select an existing customer. If a simplified invoice is printed for a casual customer, then the cashier needs to enter all data. The procedure for both situations will be described hereafter.


5.2.2.1 Casual customer

If the manager decided that additional information needs to be printed and a simplified invoice is requested, then the following window will be opened:

Select CASUAL CUSTOMER – MANUAL ENTRY from the list and confirm with the OK button.


Next, one or more of the following input screens will be displayed, depending on the selection made by the manager in the programming screen:


The entered data will be represented as follows on the simplified invoice: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R I N V O I C E SIMPLIFIED INVOICE : 801000000024 ARTICLE VAT AMOUNT *Diesel 1 £ 6.78 (PUMP 1; 9.69 l * £ 0.700/l) * + ----------- T O T A L £ 6 . 7 8 Cash £ 10.00 Change £ -3.22 VAT type % Nett Amount 1 17.50 £ 5.77 £ 1.01 Customer JOHN JOHNSON ROSE AVENUE 19 DUNDEE VAT 000000196 Number plate: ARV 548 Odometer: 58965 10-11-2004 11:09 8010 PVDB 0298110021 11-000017-24125100 Thank You – Goodbye !


5.2.2.2 Existing customer

If the manager decided that additional information needs to be printed and a simplified invoice is requested, then the following window will be opened:

Select EXISTING CUSTOMER from the list, enter the customer number or customer identification and confirm with the OK button. If a customer number or customer identification is entered that has not been programmed, then the following message will be displayed:

Unknown customer £ 0.00 If you enter a customer number or customer identification of a credit customer or a local customer who pays immediately and who wants to receive an invoice afterwards, so not a simplified invoice on the moment of the transaction, then the following message will be displayed:

No customer with simplified invoices £ 0.00


If a valid customer number or customer identification is entered, and the manager indicated in the programming screen that the odometer and/or license plate of the car needs to be entered, then one or more of the following input screens will be displayed:

The entered data will be represented as follows on the simplified invoice: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R I N V O I C E SIMPLIFIED INVOICE : 801000000024 ARTICLE VAT AMOUNT *Diesel 1 £ 6.78 (PUMP 1; 9.69 l * £ 0.700/l) * + ----------- T O T A L £ 6 . 7 8 Cash £ 10.00 Change £ -3.22 VAT type % Nett Amount 1 17.50 £ 5.77 £ 1.01 Customer no.: 335 John Johnson & Sons Rose Avenue 19 B-2300 Turnhout VAT BE 000000196 Customer id: Paul Johnson Registr. no.: ARV 548 Odometer: 58965 10-11-2004 11:09 8010 PVDB 0298110021 11-000017-24125100 Thank You – Goodbye !


5.3 Subtotal on customer display - number of shop articles

On the customer display, the customer can always see the line of the transaction window on which the grey selection bar is situated. In this way, he can see what the cashier enters. The station manager can program the Fuel POS in such a way that the subtotal of the transaction will be displayed automatically on the customer display after a few seconds. In case the total of the transaction will not be displayed automatically or the cashier wants to show the outstanding amount faster to the customer, this can be done in two different ways. Method 1 : using the touchscreen or the mouse

Activate the total amount that is displayed in the interaction window.


Press the Subtotal key.

After this total amount has been shown, modifications can still be made in the transaction window. The number of shop articles and the number of fillings in the transaction will also be displayed in the messages and logo window. The next items will not be considered in this calculation: * The sales or return of deposit. * The return of shop articles. If the quantity of an article is modified, the entered value will be used for the calculation of the number of articles.


Example of the transaction window:

Coke 3.00 Pce * 0.90 £ 2.70 Deposit 3.00 Pce * 0.04 £ 0.12 Return Marlboro 1.00 Pce * 2.40 £ -2.40 Camel 10.00 Pce * 2.40 £ 24.00 [2] Diesel 70.00 Ltr * 0.629 £ 44.03

£ 68.45 If the subtotal is shown on the customer display, the following message will be displayed in the messages and logo window:

No. of shop articles : 13; no. of fillings : 1 This message will not be displayed at the moment that the total of the transaction is displayed automatically on the customer display.


6. THE PAYMENT MODES

6.1 Cash

6.1.1 Payment with exact money

If a customer pays a transaction cash in local currency and tenders the exact change, there are two different possibilities to register this payment. Method 1 : using the keyboard

Press the Cash key to register the payment.


Activate this button to register the payment.

Remark: The station manager can decide that the operator has to enter each time the amount paid by the customer.

The next message will be displayed in the messages and logo window if the operator presses the Cash key without entering the paid amount first:

First enter the paid amount.

This button will not be active if the operator is obliged to enter the tendered amount.


6.1.2 Payment in local currency with entry of the amount

The operator can register a cash payment with entry of the amount tendered by the customer in two different ways. If the customer gives more money than required for the transaction, the Fuel POS terminal will compute the change and the cash drawer opens. If the customer gives less money than required for the transaction, the Fuel POS will ask for the payment mode of the amount left (split payment). Method 1 : using the keyboard

Key in the amount and press the Cash key.


Activate this button to register a cash payment with entry of the amount tendered by the customer. A window, also used for payment in foreign currency, will open and will automatically display the local currency at the top of a list. The selection bar automatically highlights the local currency:

Enter the amount tendered by the customer and confirm with the OK button.


Remark: The station manager can decide that the operator has to enter each time the amount paid by the customer. The messages and logo window will then display the following message if the operator does not do so:



6.1.3 Payment in foreign currency

Activate this button to settle a transaction in foreign currency. The window below is shown if the amount to be paid is for example £ 52.21:

This list in this window contains all currencies accepted at the station, i.e. the currencies programmed by the station manager. At the top the local currency is shown, underneath the foreign currencies are displayed. For each foreign currency the payable amount in that currency unit is shown.

Selected the desired currency form the list. Moving the selection bar also changes the amount in the entry field at the top right.

Pressing the button Subtotal, will show the amount to be paid in foreign currency that is highlighted with the selection bar on the customer display.

Enter the tendered amount and confirm with the OK button. If the customer tenders the exact change, only the amount already displayed in the entry field will have to be confirmed.




If the paid amount exceeds the transaction amount, a window appears that will automatically display the change, converted to the different currencies:

The grey selection bar standardly highlights the change in local currency. Select the desired currency from this list. Pressing Subtotal will show the change in foreign currency that is highlighted with the selection bar on the customer display. Eventually, confirm with OK. If a foreign currency is accepted for which the manager has not programmed an extra charge, the used exchange rate will be printed on the receipt. For example: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Diesel 1 £ 38.58 (PUMP 8; 48.35 l * £ 0.798/l) * + ----------- T O T A L £ 3 8 . 5 8 Cash EUR 70.00 = £ 42.25 Change EUR -6.08 = £ -3.67 VAT type % Nett Amount 1 17.50 £ 32.83 £ 5.75 exchange rate 1 £ = EUR 1.657000 28-04-2003 12:29 0001 PJ 0017110016 11-000247-94171238 THANK YOU – GOODBYE !


If a foreign currency is accepted for which the manager has programmed an extra charge, the used exchange rate will not be printed on the customer receipt. However, the receipt will state that a service cost has been included in the amount to be paid. For example: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Diesel 1 £ 45.89 (PUMP 8; 57.51 l * £ 0.798/l) * + ----------- T O T A L £ 4 5 . 8 9 Cash USD 100.00 = £ 69.53 Change £ -23.64 VAT type % Nett Amount 1 17.50 £ 39.06 £ 6.83 exchange rate USD Service cost included 28-04-2003 13:24 0001 PJ 0017110017 11-000249-32323285 THANK YOU – GOODBYE !


6.2 Extra payment modes

The manager can program up to 30 extra payment modes. The operator can start a payment with an extra payment mode in two different ways. Method 1 : using the keyboard

Press the EPM key to start payment with an extra payment mode.


Activate this button to start payment with an extra payment mode.

The window below will open if the amount to be paid is for example £ 52.21:

At the left of the screen all extra payment modes accepted at the station are listed, i.e. those programmed by the station manager. Select the desired payment mode from the list. If the customer tenders the exact amount, only the amount already displayed in the entry field will have to be confirmed. If the customer gives another amount, the tendered amount has to be entered before confirmation.


6.3 Credit cards

6.3.1 Important general information

In case of credit card payment, the Fuel POS will usually print two receipts: - The first receipt is for the manager. The customer signs it unless he has to key in a

PIN code. - The second receipt is for the customer. The receipt proves that the customer has paid. It can be requested by the card issuers to check the automatic payments. That is why the manager has to keep the receipts for at least two years. If a card issuer wishes to check the receipts, please send a (photo)copy. In this way no information can be definitively lost due to human error.


6.3.2 Starting a card transaction

The operator can start the credit card payment procedure in two different ways. Method 1 : using the keyboard

Press the Card key to start credit card payment.

The system does not allow split payments for credit card transactions. The full amount of the transaction has to be paid with the card. Never key in the amount before pressing Card.


Activate this button to start credit card payment. The window below will open automatically:

The system does not allow split payments for credit card transactions. The full amount of the transaction has to be paid with the card. It is therefore not allowed to enter another amount. Confirm the amount shown in the entry field.

Customer instructions appear on the customer display and on the PIN pad. The Fuel POS guides the operator by means of messages in the interaction window:

swipe card £ 22.80


6.3.3 The card is not identified

Cards can only be accepted via the Fuel POS on condition that the system has been programmed to that end by Tokheim. If the Fuel POS has not been programmed to identify cards, the following message will appear in the interaction window:

Card system error: no sysdef available £ 22.80 If the Fuel POS has been programmed to identify cards, but a card unknow to Fuel POS is swiped, the following will happen: • If there is no external payment terminal connected to the Fuel POS, the following

message will appear in the interaction window:

unknown card £ 22.80 After a while the Fuel POS will request the operator to select the payment mode

again:

payment mode ? £ 22.80 • If an external payment terminal has been connected to the Fuel POS, a question will

be asked whether the transaction has to be processed on the connected terminal:

The OK button is used to transfer the transaction to a connected payment terminal.

This function will be explained on page 6-73. If the Cancel button is pressed, the transaction will not be sent to the connected

payment terminal and the Fuel POS will ask the operator to reselect a payment mode:

payment mode ? £ 22.80 Remark: The Fuel POS can be installed in such way that the transaction is sent

automatically to the connected payment terminal in case the Fuel POS does not recognise the card.


6.3.4 The card is identified

If the Fuel POS does identify the card, a number of checks will be done on the validity of the card. Dependent on the type of card and the procedures followed within the oil company, these checks are done locally by the Fuel POS itself (off-line) or on a central host to which the Fuel POS sends the data to be checked (on-line). The expiry date of the card will be checked, the stoplist,…

6.3.4.1 The card is locally checked by the Fuel POS (off-line)

If the result of all verifications is positive, then the card will be accepted with a signature check, or by entering a PIN code. If the result of the verification is negative, the Fuel POS will display a message in the interaction window.

• Eurocard: card expired £ 22.80 The card is no longer valid and must not be accepted. The Fuel POS will again

request to select the payment mode.

• Amex: card not yet valid £ 22.80 The card is not yet valid and must not be accepted yet. The Fuel POS will again

request to select the payment mode.

• Amex: card on stoplist £ 22.80 The card is on the stoplist and can therefore not be accepted. The Fuel POS will

again request to select the payment mode.

• Visa: Overpayment not allowed £ 22.80 The operator has entered an amount higher than the total amount of the

transaction. The Fuel POS does not accept an overpayment in case of a payment by means of a credit card. The Fuel POS will again request to select the payment mode.


• DKV: product not allowed £ 22.80 One or more articles cannot be paid with the card presented. If none of the articles can be bought with the presented card, then the Fuel POS

will again request to select the payment mode. The procedure that will be followed if at least one of the articles can be bought

with the presented card wil be explained on page 6-23. The same procedure will also be followed in case the return of an article or deposit in the sales transaction is not allowed for the swiped card.

• Visa: Card not allowed £ -0.12 A negative total amount is not allowed for the swiped card. The Fuel POS will

again request to select the payment mode.


• Credit exceeded The message ‘Credit exceeded’ will be displayed in the messages and logo window

and means that the purchases with the card are limited to a certain amount. This means that the customer can only purchase articles with his card if the total amount of all transactions (within the last 24 hours) has not exceeded the limit.

The maximum limit can be exceeded for certain types of cards on condition that

the operator contacts (by phone) the card issuer and asks for an authorisation code. If so the following screen will be displayed:

The affiliation number of the station, the card number, the period of validity and

the transaction amount must be communicated to the card issuer. The issuer will authorise or refuse the payment. If the payment has been authorised, the issuer will provide an authorisation code which has to be typed in by the operator. Then the operator has to press the OK button. If the payment has not been authorised, the operator has to cancel the payment and select a(nother) payment mode.

The authorisation code, obtained from the card issuer and typed in by the operator,

is also printed on the receipt.


6.3.4.2 The card is checked on a central host (on-line)

If the result of all verifications is positive, then the card will be accepted with a signature check, or by entering a PIN code. If the result of the verification is negative, the Fuel POS will display a message in the interaction window.

• Visa: On-line authorisation failed £ 22.80 The communication with the central host, responsable for the authorisation of the

card (not for the booking of the payment), did not succeed. The Fuel POS will again request to select the payment mode.

• Visa: On-line payment failed £ 22.80 The communication with the central host, responsable for as well the authorisation

of the card as the booking of the payment, did not succeed. The Fuel POS will again request to select the payment mode.

•

The on-line host, responsable for as well the authorisation of the card as the

booking of the payment, refuses the transaction. The operator has to confirm this message by means of the OK button. The Fuel POS will again request to select the payment mode.


Herewith the Fuel POS will also print a receipt which mentions that the card has been refused. Example:

Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland TRANSACTION DECLINED T O T A L : £ 2 2 . 8 0 VISA: ************1022 OS STAN: 000016 Refusal code: 201 Declined Version no.: 0079 Expiry date: 06/06 Merchant id.: 123018010 V I S A 19-06-2008 17:21 8010 PJ 0821110012 THANK YOU – GOODBYE !


6.3.5 Acceptance of the card with signature check

If the card is accepted and all checks are positive, the Fuel POS will print a first receipt which has to be signed by the customer. This receipt looks as follows: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland ARTICLE VAT AMOUNT *Diesel 1 £ 6.49 (PUMP 1; 9.27 l * £ 0.700/l) * Sweets 1 £ 2.00 (2.00 * £ 1.00) + ----------- T O T A L £ 8 . 4 9 VISA: 455218******0010 LS Version no.: 0052 Expiry date: 06/00 Registr. no.: 000311000065-911219192219 V I S A SIGNATURE CUSTOMER ........................................ 19-12-1991 19:22 0001 PVDB 0003110015 THANK YOU AND GOODBYE !

name of the card + card number number of the used stoplist expiry date of the card registration number of the card transaction

The operator has to compare this signature with the signature on the card and reply to the question on the terminal:

If the operator approves the signature, he will have to confirm with the OK button. A customer receipt is printed automatically and the transaction is registered in the journal of the Fuel POS.


The layout of the second receipt clearly displays that a signature is not necessary: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Diesel 1 £ 6.49 (PUMP 1; 9.27 l * £ 0.700/l) * Sweets 1 £ 2.00 (2.00 * £ 1.00) + ----------- T O T A L £ 8 . 4 9 Visa £ 8.49 VISA: 455218******0010 LS Version no.: 0052 Expiry date: 06/00 Registr. no.: 000311100065-911219192219 V I S A VAT type % Nett Amount 1 17.50 £ 7.22 £ 1.27 19-12-1991 19:22 0001 PVDB 0003110015 11-000271-51881858 THANK YOU AND GOODBYE !

In the Fuel POS journal we have the following details: # POS 1 19-12-1991 19:22:44 # Diesel 1 GBP 6.49 (PUMP 1;9.27 Ltr * GBP 0.700/Ltr) Sweets 1 GBP 2.00 (2.00 * GBP 1.00) TOTAL GBP 8.49 Visa GBP 8.49 VAT(1=17.50) GBP 1.27 Nett= GBP 7.22 19-12-1991 19:22 0001 PVDB 0003110015 11-000271-51881858 VISA:455218******0010 Status:0 Seq.no.:0003/11/000065 Tot.:GBP 8.49 Receipt no.:0003110015 VISA: 455218******0010 LS Version no.: 0052 Expiry date: 06/02 Registr.no.: 000311100065-911219192219

Successively, the following messages will appear in the interaction window:

Visa: registration £ 0.00and

Visa: payment ok £ 0.00 The receipt with the customer’s signature is kept as a proof of payment. The customer receipt is given to the customer.


If the operator presses the button Cancel, the Fuel POS will refuse the payment. A receipt will automatically be printed. It reports that the card payment has been cancelled and that a new payment mode has to be selected once more. The following message appears in the interaction window:

payment mode ? £ 8.68


6.3.6 Acceptance of the card by typing in the PIN code

If the card is accepted and the results of all checks are positive, the Fuel POS will request the PIN code. The customer types in his secret code on the PIN pad. The following message is displayed:

FUELCARD: PIN entry : 1 £ 6.70 The customers has 3 attempts to type in the exact code. If he fails, the card will be blocked for 24 hours and again the operator has to select the payment mode:

payment mode ? £ 6.70 If the code is correct, the transaction will be accepted. Two receipts are printed automatically and the transaction is registered in the Fuel POS journal. On the receipt printer: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland --- DELIVERY NOTE --- ARTICLE VAT AMOUNT *Diesel 1 £ 6.70 (PUMP 1; 9.57 l * £ 0.700/l) * + ----------- T O T A L £ 6 . 7 0 FUELCARD £ 6.70 FUELCARD: ***************0105 LS Odometer: 89754 Version no.: 0080 Expiry date: 06/00 Registr.no.: 000311000065-911219192219 F U E L C A R D 19-12-1991 19:22 0001 PVDB 0003110015 11-000280-62523819 THANK YOU AND GOODBYE !

Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T --- DELIVERY NOTE --- ARTICLE VAT AMOUNT *Diesel 1 £ 6.70 (PUMP 1; 9.57 l * £ 0.700/l) * + ----------- T O T A L £ 6 . 7 0 FUELCARD £ 6.70 FUELCARD: ***************0105 LS Odometer: 89754 Version no.: 0080 Expiry date: 06/00 Registr.no.: 000311100065-911219192219 F U E L C A R D 19-12-1991 19:22 0001 PVDB 0003110015 11-000280-62523819 THANK YOU AND GOODBYE !


In the journal of the Fuel POS system we have the following details: # POS 1 19-12-1991 19:22:44 # Diesel 1 GBP 6.70 (PUMP 1;9.57 Ltr * GBP 0.700/Ltr) TOTAL GBP 6.70 FUELCARD GBP 6.70 VAT(1=17.50) GBP 1.00 Nett= GBP 5.70 19-12-1991 19:22 0001 PVDB 0003110015 11-000280-62523819 FUELCARD:***************0105 Status:0 Seq.no.:0003/11/100065 Tot.:GBP 6.70 Receipt no.:0003110015 Odometer : 89754 FUELCARD: ***************0105 LS Version no.: 80 Expiry date: 06/00 Registr.no.: 000311100065-911219192219

Successively, the following messages appear in the interaction window:

FUELCARD: registration £ 0.00and

FUELCARD: payment ok £ 0.00


6.3.7 Extra alphanumerical data

Depending on the type of card, some extra alphanumerical information has to be entered. These data are typed in by the operator on the keyboard of the Fuel POS terminal or by the customer on the PIN pad, if a PIN pad has been connected. Both the operator and the customer can see which data have to be typed in. For example:

FUELCARD: replacement car entry £ 22.80

FUELCARD: Odometer entry £ 22.80

FUELCARD: driver id. entry £ 22.80


6.3.8 Product restrictions - returns

Many cards of oil companies have product restrictions. This means that not all of the articles can be paid with this card. It is also possible that the purchase of a product is allowed, but the return of that article isn’t. In both situations, the Fuel POS offers the possibility to split the transaction automatically up into two separate transactions. An example will illustrate how this transaction is performed on the Fuel POS. Suppose a customer has chosen 4 different products. The transaction window and the interaction window will display the following data:

[2] Diesel 30.20 Ltr * 0.512 £ 15.46 Barclay 2.00 Pce * 3.05 £ 6.10 Motor oil 1.00 Pce * 5.00 £ 5.00 Camel 3.00 Pce * 3.05 £ 9.15

£ 35.71 The customer gives a DKV card. This card does not allow the purchase of cigarettes (in this example Barclay and Camel). After te card being read, the Fuel POS checks (apart from the expiry date and the stoplist) the transaction articles. The following messages will be displayed:

The messages and logo window also draws the operator’s attention to this special situation by means of the message ‘Start split payment?’. At the same time an audio signal is generated.


A No split payment If the customer uses another payment mode to settle the entire transaction, there will be no division into two different transactions and the reply to the above question will be no. In the interaction window the Fuel POS will again request the payment mode for the entire transaction:

payment mode ? £ 35.71 B Split payment If the customer wishes to purchase product restriction card articles with his card and if he chooses another payment mode for the other articles (or refuses the other articles), select split payment by replying yes to the question ‘split payment?’. The articles which cannot be purchased with the card will temporarily disappear from the screen. The total amount in the interaction window will be adapted:

[2] Diesel 30.20 Ltr * 0.512 £ 15.46 Motor oil 1.00 Pce * 5.00 £ 5.00

£ 20.46 The card transaction is concluded in the usual way (two receipts are printed and a message indicates that the card payment is OK). Remark : If the card payment is interrupted, the deleted articles (for which card

payment was impossible) will again be incorporated in the transaction and once more the payment mode has to be selected for the entire transaction.

If the card transaction has been concluded successfully, the articles which had disappeared temporarily will be displayed and the Fuel POS will request the payment mode for these articles. In the messages and logo window the following message will appear: ’Second part split payment !!!’ and an audio signal will be generated. Transaction and interaction window:

Barclay 2.00 Pce * 3.05 £ 6.10 Camel 3.00 Pce * 3.05 £ 9.15



The operator selects the payment mode for these articles or cancels the transaction if the customer does not wish to purchase them. Remark : If the customer wishes to settle an entire transaction with several cards;

product restriction cards, if any, should be used first. Example: a transaction consists of a filling and a pack of cigarettes. The customer gives a DKV card and a Mastercard. 1. Swipe the DKV card. The Fuel POS will now request whether split payment has to

be effected. If so, only the filling will be settled with the DKV card. 2. Afterwards the cigarettes will be settled with the Mastercard. If the Mastercard (no product restriction) had been used as the first card in this example, the entire transaction would have been settled with this card. Payment of the filling with the DKV card would not have been possible anymore.


6.3.9 The card is unreadable – manual input card number

Some cards can, when they prove to be unreadable, still be accepted by entering the card number manually. When the cashier starts a card transaction, the only possibility he has, is to actually read the card. The card number cannot yet be entered manually at that moment. In the transaction screen, the following message will be displayed:

swipe card £ 31.09 Now the two following situations can occur while reading the card: • If the card is totally unreadable or if any card is read, after one minute the Fuel POS

will ask for the payment mode again. The cashier is able to reduce this time-out of one minute by cancelling the card payment.

• If an error occurs while reading the card, then the following message will be

displayed:

card reading error, try again £ 31.09 After three consecutive read errors, the Fuel POS will ask for the payment mode

again. So in both situations, the following message will be displayed:



Press this button or key to restart a card payment. Then you can choose to read the card once more or to continue the transaction by entering the card number manually:

Select MANUAL INPUT CARD NUMBER from the list and confirm with the OK button. A window is opened automatically for the input of the card number:

Now enter the card number and confirm this via the OK button. The Fuel POS will check whether the card number that was entered, corresponds to a card that is accepted in the station and whether for that type of card, it is allowed to accept it via the manual input of the card number.


If the card can be accepted via a manual input of the card number, then the Fuel POS will ask to enter some additional information like the expiry date of the card, the date from which the card is valid, a code that indicates which products can be bought with the card,... It depends on the type of card which information is asked. The following screen will for example be displayed for the input of the expiry date of the card:


6.4 Delayed payment

6.4.1 Registration

If a customer cannot resort to any payment mode, or if he can only make a partial payment, the payment of the transaction (in full or partially) will be postponed to a later point in time. Delayed payment is used if the customer is believed to come back to settle his debt at the cash desk. If the customer can make a partial payment of the total amount, his payment modes will have to be entered FIRST. In this way the amount left will be registered as delayed payment.

The registration of a delayed payment (for the entire amount of the transaction or for the outstanding balance) is started by pressing this button. The window below will open automatically:

Select DELAYED PAYMENT from the list and confirm with the OK button.


The delayed payment is given a serial number composed of 5 digits and a unique bar code, as identification of the delayed payment. A receipt that can be signed by the customer is printed automatically. If the manager has indicated via the programming screen that the customer has to fill in his name, address and phone number, then there will also be some space provided for this on the receipt: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland ARTICLE VAT AMOUNT *Diesel 1 £ 33.85 (PUMP 1; 48.36 l * £ 0.700/l) * + ----------- T O T A L £ 3 3 . 8 5 Delayed payment : 10020 Advance : Cash £ 20.00 To be paid £ 13.85 Name :.......................... Address :.......................... .......................... Phone number :.......................... SIGNATURE CUSTOMER ........................................

0201000100206 20-12-1991 11:17 0001 PVDB 0003110012 THANK YOU AND GOODBYE !

sequence number of the delayed payment

amount(s) already paid payable total amount

0003110012 = receipt number

Then the operator has to reply to the following question:

If the operator approves the signature, he will have to confirm with the OK button. A second receipt will be printed automatically. It is intended for the customer and does not require a signature. The sequence number of the delayed payment and the bar code will also be printed on the customer receipt. By means of the Cancel button, the delayed payment will be cancelled and the Fuel POS will request the payment mode to be used.


Second receipt if the signature has been confirmed with the OK button: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Diesel 1 £ 33.85 (PUMP 1; 48.36 l * £ 0.700/l) * + ----------- T O T A L £ 3 3 . 8 5 Delayed payment : 10020 Advance : Cash £ 20.00 To be paid £ 13.85

0201000100206 20-12-1991 11:17 0001 PVDB 0003110012 11-000286-22949566 THANK YOU AND GOODBYE !

In the Fuel POS journal we read the following extra details: # POS 1 20-12-1991 11:17:44 # Delayed payment 10020 Ref. no.: 0003110012 Total : GBP 13.85

The reference number 0003110012 is the transaction number.


6.4.2 Settlement

If a delayed payment has been created on the moment that a customer had no money (or not enough money) and he comes to settle his debt afterwards at the cash desk, then the cashier has to recall the open delayed payment. The easiest way to retrieve a delayed payment, is via the bar code or the serial number. Both can be found on the original customer receipt. However, if the original receipt is not available (neither the customer receipt, nor the copy of the station), then the delayed payment can also be selected from a list with all the open delayed payments. The settlement of a delayed payment cannot be combined with another transaction, e.g. a sale. At the start of the settlement, it is not allowed to have any fuels and/or shop articles in the transaction window.

6.4.2.1 Selection via the bar code or the serial number

Press this button to start the settlement of a delayed payment. The following window will open automatically:

Select SETTLEMENT DELAYED PAYMENT from the list. Then the desired delayed payment can be selected in two different ways: * By typing the sequence number of the delayed payment and confirming

with the OK button.

* By scanning the bar code.


6.4.2.2 Selection from a list

Press this button to start the settlement of a delayed payment. The following window will open automatically:

Select LIST DELAYED PAYMENTS from the list and confirm with the OK button. A list with all the open delayed payments will be displayed automatically:

Select the desired delayed payment in the list and confirm via the button OK.


From the left to the right the following information is shown for each delayed payment: • The serial number of the delayed payment. • The number of the original customer receipt. • The date and time on which the delayed payment was registered. • The amount that still has to be paid. • The amount that has already been paid. At the top of the list, it is indicated how many delayed payments are still open:

In real terms, the number of delayed payments will be rather limited, but theoretically this number can increase. That’s why the number of delayed payments in the list is limited. If on a certain moment there are more than one hundred open delayed payments, then only the first hundred will be placed in the list. However, this does not mean that the other delayed payments cannot be selected.

Press this button to place the next hundred open delayed payments in the list.

Press this button to place the last hundred open delayed payments in the list.


6.4.2.3 Eventual payment

The Fuel POS shows the original information of the delayed payment that was selected:

[1] Four Star 48.36 Ltr * 0.700 £ 33.85 Delayed payment : 10020 Advance : £ 20.00

£ 13.85 The settlement is finalised by selecting the payment mode for the amount still to be paid. The following payment modes can now be used:

Remark : The settlement of a delayed payment is only possible for company cards if

performed within five minutes after the registration. The settlement of a delayed payment is impossible for comapany cards if the registration implied a partial payment or if the transaction does not allow one or more products.


A receipt confirming the settlement of the delayed payment is printed automatically: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT Diesel 1 £ 33.85 (PUMP 1; 48.36 l * £ 0.700/l) + ----------- T O T A L £ 3 3 . 8 5 Delayed payment settled:10020 0003110012 Advance : Cash £ 20.00 Cash £ 15.00 Change £ -1.15 VAT type % Nett Amount 1 17.50 £ 28.81 £ 5.04 20-12-1991 11:18 0001 PVDB 0003110013 11-000287-53020176 THANK YOU AND GOODBYE !

No. of the delay. paym. + no. of the original receipt

In the Fuel POS journal we can read the following extra details: # POS 1 20-12-1991 11:17:44 # Delayed payment settled : 10020 Ref. no.: 0003110013 Paid: GBP 13.85


6.5 Local account

The complete ‘Local account‘ module is not a part of the standard Fuel POS system. Contact Tokheim for more information about this option.

6.5.1 Types of customers and transactions

We have to distinguish three different types of local customers: • Credit customers The customer does not pay the transactions at the cash desk, but will receive an

invoice later. Credit customers can make purchases on credit as well as accelerated payments.

Remark : The invoices are not created by the Fuel POS. • Customers without credit for which the invoice still has to be made The customer does pay the transactions immediately at the cash desk. However,

the transactions are registered on his name in the Fuel POS. This way, the Fuel POS supplies all the information that is needed to make an invoice for this customer afterwards.

Remark : The invoices are not created by the Fuel POS. • Customers without credit who want to receive a simplified invoice for each

transaction The customer does pay the transactions immediately at the cash desk and wants

to receive a simplified invoice each time. Afterwards it is possible to print an overview of all the simplified invoices handed out to a specific customer. However, it is not intended to charge these transactions a second time.

The customer can be identified in several ways: • Customer number or bar code Each customer is programmed with a unique customer number. This customer

number can be used to search the customer. If a bar code has been used as customer number, then this bar code can also be scanned.


• Customer identification, bar code or customer card It is possible to program different customer identifications for one and the same

customer. For example: the different employees or vehicles of one company. A number, a license plate,... can be programmed as customer identification. The transaction can be registered on the customer name by means of the customer

identification. If a bar code has been used as identification, then this bar code can also be scanned. If a card has been used as identification, then this card can be swiped.

REMARK : ONLY CUSTOMER PURCHASES ON CREDIT CAN BE USED IN THE

STANDARD MODULE.


6.5.2 Important general information

For each transaction of a local customer for which an invoice has to be made afterwards, the Fuel POS system will print two receipts: - The first receipt is for the manager. - The second receipt is for the customer. The manager has to keep the receipts for at least 1 year, as they are the main source of information for the reconstruction of the transactions in case of future problems. The Fuel POS does not allow split payments for local customer transactions. The total amount of the transaction has to be registered on the customer’s account.


6.5.3 Credit customers

6.5.3.1 Purchases on credit by means of the customer number

If you wish to credit a transaction to the account of a local customer without using a customer identification or a customer card, than there are 3 different possibilities to look up the desired customer. Method 1 : Direct input of the customer number

Press this button to indicate that it involves a purchase of a local customer. The line LOCAL CUSTOMER will automatically be highlighted by the grey selection bar in the window that will be opened:

Key in the customer number and confirm with the OK button. If a bar code has been used as customer number, then it is enough to scan the bar code.


Method 2 : Look up the customer via the customer number

Press this button to indicate that it involves a purchase of a local customer. The following window will open automatically:

Select SEARCH CUSTOMER VIA NUMBER from the list and confirm with the OK button. The window below will open automatically:


Enter the customer number completely or partially and activate the Search button. On the left of the screen the customers with a customer number beginning with the entered number will be displayed. The example below shows the result for the entry of number 110:

Now select the desired customer from the list. At the top of the list, it is indicated how many customers were found:

The number of customers in the list is limited. If more than one hundred customers are found, then only the first hundred will be placed in the list. However, this does not mean that the other customers cannot be selected.

Press this button to place the next hundred customers in the list.

Press this button to place the last hundred customers in the list.


Method 3 : Look up the customer via the customer name

Press this button to indicate that it involves the purchase of a local customer. The following window will open automatically:

Select SEARCH CUSTOMER VIA NAME from the list and confirm with the OK button. The window below will open automatically:


Enter the customer name completely or partially and activate the Search button. On the left of the screen the customers with a name beginning with the entered text will be displayed. The example below shows the result for the entry of the text BELG:

Now select the desired customer from the list. At the top of the list, it is indicated how many customers were found:

The number of customers in the list is limited. If more than one hundred customers are found, then only the first hundred will be placed in the list. However, this does not mean that the other customers cannot be selected.

Press this button to place the next hundred customers in the list.

Press this button to place the last hundred customers in the list.


Next there are several checks. The following negative results are possible (the messages will be displayed in the interaction window):

• Unknown customer £ 60.64 The operator has entered a customer who has not been programmed.

• Customer blocked £ 60.64 Because the manager of the station has put the maximum credit of the customer

to zero in the programming screen, the customer can no longer make purchases.

• Maximum credit exceeded £ 60.64 The manager of the station grants a maximum credit to each customer. The credit

limit is exceeded by the current purchase. If the result of the checks is negative, the Fuel POS will again request the payment mode of the started transaction:

payment mode ? £ 60.64 If the result of the checks is positive, the Fuel POS will print a first receipt that has to be signed by the customer. For example: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland ARTICLE VAT AMOUNT *Diesel 1 £ 40.64 (PUMP 1; 58.05 l * £ 0.700/l) * Sweets 1 £ 10.00 (10.00 * £ 1.00) Motor oil 1 £ 10.00 (2.00 * £ 5.00) + ----------- T O T A L £ 6 0 . 6 4 TRANSACTION ON CREDIT, NOT PAID Customer no.: 335 Customer name: Peter Jackson & sons SIGNATURE CUSTOMER ........................................ 12-05-1994 10:50 0001 PVDB 0035110015 THANK YOU AND GOODBYE !

indication that the transaction has not been paid yet

customer account name of the customer


The operator has to reply to the question on the Fuel POS:

If, for example, an incorrect customer account has been entered, the definitive registration can still be cancelled. Then the payment mode will again be requested. The correct customer account is entered in the same way. If the operator approves the signature, the Fuel POS terminal accepts the purchase on credit. A second receipt will be printed automatically. For example: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Diesel 1 £ 40.64 (PUMP 1; 58.05 l * £ 0.700/l) * Sweets 1 £ 10.00 (10.00 * £ 1.00) Motor oil 1 £ 10.00 (2.00 * £ 5.00) + ----------- T O T A L £ 6 0 . 6 4 TRANSACTION ON CREDIT, NOT PAID Customer no.: 335 Customer name: Peter Jackson & sons 12-05-1994 10:50 0001 PVDB 0035110015 11-000290-43232506 THANK YOU AND GOODBYE !

In the Fuel POS journal we read the following extra details: # POS 1 12-05-1994 10:50:44 # Purchase on credit, customer no.: 335 Peter Jackson & sons Status: 0 Total: £ 60.64 Receipt no.: 0035110015


6.5.3.2 Purchases on credit by means of a customer card

To use this option, place your order for the magnetic track cards with Tokheim.

The operator can start the procedure for purchases on credit with a customer card in two different ways. These two possibilities correspond with the procedures for credit cards. Method 1 : using the keyboard

Press the Card key to start a purchase on credit with a customer card.

The Fuel POS system does not allow split payments for purchases on credit. The total amount of the transaction has to be booked on the customer’s account. Never key in the amount before pressing Card.


Activate this button to start a purchase on credit with a customer card. The window below will open automatically:

The Fuel POS system does not allow split payments for purchases on credit by means of a customer card. The total amount of the transaction has to be booked on the customer’s account. It is therefore not allowed to enter another amount. Confirm the amount displayed in the entry field.

Next the Fuel POS will guide the operator by means of messages in the interaction window. The instructions for the customer are shown on the customer display. swipe card £ 60.64


After having swiped the customer card, there are several checks. The following negative results are possible (the messages will be displayed in the interaction window):

• unknown card £ 60.64 The Fuel POS has not been programmed to accept the presented card.

• Customer card: not assigned to a customer £ 60.64 The Fuel POS identifies the presented card as a customer card. But the card does

not belong to a customer of the station.

• Customer card: Card blocked £ 60.64 The manager has blocked the customer card. Therefore purchases will no longer be

possible for this customer card. This does not affect any other customer cards given to the same customer.

• Customer card: Customer blocked £ 60.64 The manager has blocked the customer. Therefore the customer can no longer

make purchases. If several cards were given to this customer, all his customer cards will be refused.

• Customer card: Maximum credit exceeded £ 60.64 The manager of the station grants a maximum credit to each customer. If the

credit limit is exceeded by the current purchase, all customer cards of the same customer will be refused.

• Customer card: day limit reached £ 60.64 The station manager can program for each individual customer card a maximum

amount that can be bought per day. In case the actual purchase on credit would exceed this day limit, the customer card will be refused.

• Customer card: Indoor payment not possible £ 60.64 The manager has decided via the programming screen that it is not allowed to

accept the presented customer card on the Fuel POS terminal, but for instance only on the outdoor terminal.


• Customer card: product not allowed £ 60.64 One or more articles in the transaction cannot be bought with the presented

customer card. If the result of the checks is negative, the Fuel POS will again request the payment mode of the started transaction:

payment mode ? £ 60.64 If the result of all checks is positive, two situations are possible. Card acceptance is based on a signature check or a PIN code.


6.5.3.2.1 Acceptance of the customer card based on signature check

The Fuel POS prints a first receipt which has to be signed by the customer: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland ARTICLE VAT AMOUNT *Diesel 1 £ 40.64 (PUMP 1; 58.05 l * £ 0.700/l) * Confectionery 1 £ 10.00 (10.00 * £ 1.00) Motor oil 1 £ 10.00 (2.00 * £ 5.00) + ----------- T O T A L £ 6 0 . 6 4 TRANSACTION ON CREDIT, NOT PAID Customer no.: 335 Customer name: Peter Jackson & sons Customer Id.: Blue Audi A4 SIGNATURE CUSTOMER ........................................ 12-05-1994 10:50 0001 PVDB 0035110015 THANK YOU AND GOODBYE !

indication that the transaction hasn’t been paid yet

customer account name of the customer indication of which card of the customer is used

The operator has to reply to the question on the Fuel POS:


If the operator approves the signature, the Fuel POS accepts the purchase on credit. A second receipt will be printed automatically. For example: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Diesel 1 £ 40.64 (PUMP 1; 58.05 l * £ 0.700/l) * Confectionery 1 £ 10.00 (10.00 * £ 1.00) Motor oil 1 £ 10.00 (2.00 * £ 5.00) + ----------- T O T A L £ 6 0 . 6 4 TRANSACTION ON CREDIT, NOT PAID Customer no.: 335 Customer name: Peter Jackson & sons Customer Id.: Blue Audi A4 12-05-1994 10:50 0001 PVDB 0035110015 11-000296-23657811 THANK YOU AND GOODBYE !

In the Fuel POS journal we read the following extra details: # POS 1 12-05-1994 10:50:44 # Purchase on credit, customer no.: 335 Peter Jackson & sons Status: 0 Total: £ 60.64 Receipt no.: 0035110015 Blue Audi A4


6.5.3.2.2 Acceptance of the customer card based on the PIN code

If the card is accepted and the result of all checks is positive, the Fuel POS terminal will request the PIN code. The customer keys in the PIN code on the PIN pad. The interaction window displays the following message:

Customer card: PIN entry : 1 £ 60.64 The customer has 3 attempts. If he fails, the card will automatically be blocked and the operator will have to select the payment mode once more. Only the manager can deblock the card in the programming screen. If the code is correct, the transaction will be accepted. The Fuel POS automatically prints two receipts and we can read a registration in the journal.


6.5.3.3 Purchases on credit by means of a customer identification

If you wish to credit a transaction to the account of a local customer using a customer identification or a customer card, than there are 2 different possibilities to look up the desired identification. Method 1 : Direct input of the customer identification

Press this button to indicate that it involves a purchase of a local customer. The line LOCAL CUSTOMER will automatically be highlighted by the grey selection bar in the window that will be opened:

Key in the customer identification and confirm with the OK button. If a bar code has been used as customer identification, then it is enough to scan the bar code.


Method 2 : Look up the customer via the customer identification

Press this button to indicate that it involves a purchase of a local customer. The following window will open automatically:

Select SEARCH CUSTOMER VIA IDENTIFICATION from the list and confirm with the OK button. The window below will open automatically:


Enter the customer identification completely or partially and activate the Search button. The identifications that start with the entered text are displayed on the left side of the screen. Next to it, the customer name is displayed. The example below shows the result for the entry of the text 16981:

Now select the desired customer identification from the list. At the top of the list, it is indicated how many customer identifications were found:

The number of customer identifications in the list is limited. If more than one hundred customer identifications are found, then only the first hundred will be placed in the list. However, this does not mean that the other customer identifications cannot be selected.

Press this button to place the next hundred customer identifications in the list.

Press this button to place the last hundred customer identifications in the list.


Next there are several checks. The following negative results are possible (the messages will be displayed in the messages and logo window):

• unknown customer £ 60.64 The operator has entered a customer who has not been programmed.

• Customer id. blocked £ 60.64 The manager has blocked the customer identification. Therefore purchases will no

longer be possible with this customer identification. This does not affect any other customer identifications given to the same customer.

• Customer id: Customer blocked £ 60.64 The manager has blocked the customer. Therefore the customer can no longer

make purchases. If several identifications were given to this customer, all his customer identifications will be refused.

• Customer id: Maximum credit exceeded £ 60.64 The manager of the station grants a maximum credit to each customer. If the

credit limit is exceeded by the current purchase, all customer identifications of the same customer will be refused.

• Customer id: day limit reached £ 60.64 The station manager can program for each individual customer identification a

maximum amount that may be bought per day. In case the actual purchase on credit would exceed this day limit, the identification will be refused.

• Customer id: product not allowed £ 60.64 One or more articles in the transaction cannot be bought with the customer

identification. If the result of the checks is negative, the Fuel POS will again request the payment mode of the started transaction:



If the result of the checks is positive, the Fuel POS will print a first receipt that has to be signed by the customer. For example: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland ARTICLE VAT AMOUNT *Diesel 1 £ 40.64 (PUMP 1; 58.05 l * £ 0.700/l) * Sweets 1 £ 10.00 (10.00 * £ 1.00) Motor oil 1 £ 10.00 (2.00 * £ 5.00) + ----------- T O T A L £ 6 0 . 6 4 TRANSACTION ON CREDIT, NOT PAID Customer no.: 335 Customer name: Peter Jackson & sons Customer Id.: Blue Audi A4 SIGNATURE CUSTOMER ........................................ 12-05-1994 10:50 0001 PVDB 0035110015 THANK YOU AND GOODBYE !

indication that the transaction hasn’t been paid yet

customer account name of the customer indication of which customer identification is used

The operator has to reply to the question on the Fuel POS terminal:


If the operator approves the signature, the Fuel POS terminal accepts the purchase on credit. A second receipt will be printed automatically. For example: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Diesel 1 £ 40.64 (PUMP 1; 58.05 l * £ 0.700/l) * Sweets 1 £ 10.00 (10.00 * £ 1.00) Motor oil 1 £ 10.00 (2.00 * £ 5.00) + ----------- T O T A L £ 6 0 . 6 4 TRANSACTION ON CREDIT, NOT PAID Customer no.: 335 Customer name: Peter Jackson & sons Customer Id.: Blue Audi A4 12-05-1994 10:50 0001 PVDB 0035110015 11-000301-74015044 THANK YOU AND GOODBYE !

In the Fuel POS journal we read the following extra details: # POS 1 12-05-1994 10:50:44 # Purchase on credit, customer no.: 335 Peter Jackson & sons Status: 0 Total: £ 60.64 Receipt no.: 0035110015 Blue Audi A4


6.5.3.4 Entry of additional data

For purchases on credit, started by means of a customer card or a customer identification, the customer possibly has to enter some additional information. The manager of the station decides via the customer programming screen which information has to be entered. The following additional information can be requested: • Is the customer driving his own car or a replacement car? If the customer states

that he has filled up his own car, he will have to enter what is indicated on his odometer.

If a PIN-pad has been connected to the Fuel POS, then it is up to the customer to answer this question on the PIN-pad. If there is no PIN-pad connected, it is up to the operator to answer this question on the Fuel POS.

• Odometer. Even if the own car/replacement car question is not relevant, this

information can also be requested. If a PIN-pad has been connected to the Fuel POS, then it is up to the customer to

enter the odometer on the PIN-pad. If there is no PIN-pad connected, it is up to the operator to enter the odometer on the Fuel POS.

• Entry of a driver identification. This can for example be requested if several

persons often drive the same car. If a PIN-pad has been connected to the Fuel POS, then it is up to the customer to

enter the driver identification on the PIN-pad. If there is no PIN-pad connected, it is up to the operator to enter the driver identification on the Fuel POS.

• The car registration number. It is for example requested if the same person often

drives different cars. The car registration number is always entered by the operator on the Fuel POS. • Additional information. This information can be freely entered. If a PIN-pad has been connected to the Fuel POS, then it is up to the customer to

enter the additional information on the PIN-pad. If there is no PIN-pad connected, it is up to the operator to enter the additional information on the Fuel POS.

Both the operator and the customer can see which data have to be typed in. Example of the interaction window if the customer has to enter the odometer on the PIN-pad:

Customer card: odometer entry £ 60.64


Example of the screen if the operator has to enter the car registration number on the Fuel POS:


6.5.3.5 Product restrictions

For purchases on credit, started by means of a customer card or a customer identification, certain product restrictions may apply so that not all articles in the transaction can be bought on credit. The manager of the station decides via the customer programming screen which articles are allowed. Product restrictions for purchases on credit are the same as those for company cards (see page 6-23 of this manual).


6.5.3.6 Payments of credit customers

A credit customer can settle his accumulated debt in full or in part at the cash desk.

Pressing this button starts a local customer payment (no fuel or shop articles must be selected in the transaction window). The line PAYMENT LOCAL CUSTOMER will automatically be highlighted by the grey selection bar in the window that will be opened:

Again there are 3 different possibilities to look up the desired customer: • By entering the customer number directly. • By looking up the customer number in a list. • By looking up the customer name in a list. Next there are several checks. The following negative results are possible (the messages will be displayed in the interaction window):

• Unknown customer £ 0.00 The operator has entered a customer who has not been programmed.

• Customer payment impossible (no credit customer) £ 0.00 Customer payments are only possible for credit customers.


If the result of the checks is positive, the customer number and customer name will be displayed in the transaction window. For example:

335 Peter Jackson & sons

£ 0.00 Next the operator has to enter the paid amount and the payment mode (more then one amount and payment mode can be combined). Not all payment modes are available. Payments can be done cash (all currencies), by means of an extra payment mode or a credit card (no company cards).

The transaction will be finished by pressing this button.

Example of a receipt for a payment by cheque (extra payment mode): Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland Customer payment : 335 Peter Jackson & sons cheque £ 200.00 T O T A L £ 2 0 0 . 0 0 29-05-1994 10:50 0001 PVDB 0035110015 11-000310-44727359 THANK YOU AND GOODBYE !

Example of an extra registration in the Fuel POS journal: # POS 1 29-05-1994 10:50:44 # Customer payment: 335 Peter Jackson & sons status: 0 Total : £ 2000.00 Receipt no.:0035110015


6.5.4 Customers without credit (invoice still to be made)

There is a possibility to put transactions on the account of local customers, without giving him any credit. This means that the customer has to pay the transactions immediately at the cash desk. If afterwards, an invoice should be made for this customer for the transactions that he has already paid, then all the information for this will be available in the Fuel POS. The operator has to select the desired customer AFTER the entry of the sales items (shop and fuels), but BEFORE the entry of the payment mode. Example of the screen:

Leaded 58.05 Ltr * 0.700 £ 40.64 Confectionery 10.00 Pce * 1.00 £ 10.00 Motor oil 2.00 Pce * 5.00 £ 10.00

£ 60.64 The recognition of the customer takes place in the same way as for credit transactions, in particular by means of a customer number (page 6-40), a bar code (pages 6-40 and 6-53), a customer card (page 6-47) or a customer identification (page 6-53). If no valid customer is chosen, then the Fuel POS will request the payment mode of the started transaction and the transaction will NOT be put on the account of the customer. If a valid customer is chosen, then the data of the local customer will be displayed in the transaction window as in the example below. The Fuel POS terminal will request for the payment mode of the transaction:

Leaded 58.05 Ltr * 0.700 £ 40.64 Confectionery 10.00 Pce * 1.00 £ 10.00 Motor oil 2.00 Pce * 5.00 £ 10.00 No credit, 335 Peter Jackson & sons



The transaction will be finished by entering the payment mode. Not all payment modes are available. Such transaction can be settled cash (all currencies), by means of an extra payment mode, a card via a connected payment terminal or a credit card (no company cards). Example of a receipt: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Diesel 1 £ 40.64 (PUMP 1; 58.05 l * £ 0.700/l) * Sweets 1 £ 10.00 (10.00 * £ 1.00) Motor oil 1 £ 10.00 (2.00 * £ 5.00) + ----------- T O T A L £ 6 0 . 6 4 Cash £ 60.64 Customer no.: 335 Customer name: Peter Jackson & sons Customer Id.: Blue Audi A4 VAT type % Nett Amount 1 17.50 £ 51.61 £ 9.03 12-05-1994 10:50 0001 PVDB 0035110015 11-000311-74798611 THANK YOU AND GOODBYE !

Example of a journal logging: # POS 1 12-05-1994 10:50:44 # Customer purchase, no credit: 335 Peter Jackson & sons Status: 0 Total: £ 60.64 Receipt no.: 0035110015 Blue Audi A4


6.5.5 Customers without credit (simplified invoices)

There is a possibility to program local customers in the Fuel POS who pay their transactions immediately at the cash desk and who wish to receive a simplified invoice each time. The cashier can follow two different methods to do this: • He can enter the payment mode for the transaction and then print a simplified

invoice manually for the customer in question. • He can select the desired customer AFTER entering the articles (shop and fuels),

but BEFORE entering the payment mode. This way, the simplified invoice will be printed automatically when settling the transaction. This method will be discussed below.

Example of the screen:

[3] Diesel 62.16 Ltr * 0.798 £ 49.60

£ 49.60 The recognition of the customer takes place in the same way as for credit transactions, in particular by means of a customer number (page 6-40), a bar code (pages 6-40 and 6-53), a customer card (page 6-47) or a customer identification (page 6-53). If a valid customer is chosen, then the data of the local customer will be displayed in the transaction window as in the example below. The Fuel POS terminal will request for the payment mode of the transaction:

[3] Diesel 62.16 Ltr * 0.798 £ 49.60 Simplified invoice 4, Peter Jackson & sons £ 49.60



After entering the payment mode(s), the simplified invoice will be printed automatically. If the manager has indicated in the programming screen that also the mileage and/or the registration number of the car should be entered, then one or more of the following screens will first be displayed:


6.6 Litre coupons

This button is used to settle a filling with one of the following payment modes: • One of the 10 available litre coupons, programmed by the manager. • One of the 4 special payment modes that always exist in Fuel POS:

drive off, pump test, I.O.U. and lost product. This button can only be used if exactly one filling has been selected. In the window displayed by pressing this button the grey selection bar automatically highlights the first programmed litre coupon:

Select the desired litre coupon type from the list. The number of litres of the filling are automatically filled in.

If the customer gives a litre coupon that corresponds with the number of litres of the filling, he just has to press the OK button to confirm the number of litres displayed in the entry box. If the number of litres does not match, the operator has to enter the number of litres of the coupon before pressing the OK button.

The station manager can decide that the operator has to enter each time the amount paid by the customer. For a litre coupon, the number of litres has to be entered ! The next message will be displayed in the messages and logo window if the operator does not enter the paid value first:

First enter the paid amount ! Remarks : * Litre coupon payment is only possible if only one filling has been

selected as an article. * Litre coupon payment is only possible if the type of fuel of the filling

corresponds with the type of fuel displayed on the litre coupon.


* Litre coupon payment is impossible for shop articles; even if the number of litres displayed on the coupon exceeds the number of litres of the filling. The Fuel POS will first process the fuel transaction. Then the operator still has to enter the payment mode for the shop articles included in the transaction.

* If the number of litres of the filling is lower than the number of litres displayed on the coupon, the amount left cannot be returned as change.

Example: The customer has filled up 18,42 litres of Diesel at £ 0.512/litre, this amounts to a total of £ 9.43. He pays with a coupon of 20 litres. The interaction window displays the difference between the number of litres on the coupon and the number of litres of the filling. The remainder cannot be returned to the customer.

litre coupon; too much given: 1.58 Ltr £ 0.00 Example of the receipt: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Diesel 2 £ 9.43 (PUMP 1; 18.42 l * £ 0.512/l) * + ----------- T O T A L £ 9 . 4 3 Embassy coupon l 20.00 VAT type % Nett Amount 1 17.50 £ 8.02 £ 1.41 29-05-1995 19:22 0001 PVDB 0008110103 11-000315-95081565 THANK YOU AND GOODBYE !


6.7 Special fillings

There are four (4) special situations in which a filling has not been paid. They can be entered as follows: - Drive off : The customer has filled up but drove off without

paying. On the receipt that is printed when a drive off is registered, the point in time that the customer actually ended the transaction is represented.

- Pump test (neutralisation) : The filling has been drawn by a technician for

maintenance (test). The quantity of the filling is put back into the tank. This is not considered as a sales transaction. There is no VAT printed on the receipt of such transaction.

- Lost product : The product has not been sold but has also not been

put back into the tank. - I.O.U. : The customer cannot resort to any payment mode. A

transaction will only be entered this way if it is certain that the customer will NOT settle his debt AT THE CASH DESK. If he does, it would be better to enter the transaction as a delayed payment.


This button is used to settle a filling with one of the following payment modes: • One of the 10 available litre coupons, programmed by the manager. • One of the 4 special payment modes that always exist in Fuel POS. This button can only be used if exactly one filling has been selected. In the window displayed by pressing this button the grey selection bar automatically highlights the first programmed litre coupon. If the station does not accept litre coupons, the first special payment mode will be highlighted.

Select the desired special payment mode form the list and confirm with the OK button.

A receipt will automatically be printed for each filling registered in one of these special payment modes.


Example of a receipt of a drive off: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland ARTICLE VAT AMOUNT *Diesel 1 £ 6.91 (PUMP 1; 9.96 l * £ 0.700/l) * + ----------- T O T A L £ 6 . 9 1 drive off £ 6.91 VAT type % Nett Amount 1 17.50 £ 5.88 £ 1.03 Nozzle back date/time: 26-03-2002 15:53 26-03-2002 16:09 0001 PVDB 0035110015 11-000317-55222806 THANK YOU AND GOODBYE !

Example of how a pump test is registered in the Fuel POS journal: # POS 1 14-02-2000 10:29:43 # 0014110005 - pump test - pump no. 1 (Diesel ) 8.22 Ltr 0.700/Ltr GBP 5.75


6.8 Connected payment terminal

One or two external payment terminals can be connected to the Fuel POS. If a customer pays with a card that has to be processed on the connected terminal, then the operator can send the transaction to the terminal, so that he doesn’t have to enter de transaction data (products, amounts,…) manually on the payment terminal.

6.8.1 Payment of a transaction

The operator can start payment via a connected payment terminal in two different ways. Method 1 : using the keyboard

Press the key to start payment via a connected payment terminal.

Some payment terminals allow a split payment or an overpayment. The total amount that has to be booked on the card of the customers needs to be entered before pressing the key .

If only one payment terminal has been connected, the Fuel POS will immediately send the data to the connected payment terminal. If two payment terminals have been connected, the window below will be displayed:

Select the desired payment terminal and confirm with the OK button.



Activate this button to start payment via a connected terminal. The window below will open automatically:

Select the desired payment terminal from the list.

Some payment terminals allow a split payment or an overpayment. Enter the total amount that has to be booked on the customer card.

Eventually, confirm the amount shown in the entry field and confirm with the OK button.

Next the Fuel POS will transmit the transaction data to the connected payment terminal. In the interaction window the following message is displayed:

Read card on the payment terminal £ 22.80 The operator has to insert the customer’s payment card in the payment terminal. If payment could be effected the next message will be displayed in the interaction window:

Card via term. : payment ok £ 0.00 If payment could not be effected -the transaction is for instance refused by the payment terminal- a message will be displayed in the interaction window of the Fuel POS. For example:

Card via term. : Transaction refused £ 22.80


After a moment the Fuel POS will request a(nother) payment mode for the transaction:



6.8.2 Withdraw

Some payment terminals allow money withdrawals. The operator can start a money withdrawal via a connected payment terminal in two different ways. In the transaction window no transaction should be active. Method 1 : using the keyboard

Enter the amount the customer wishes to withdraw and press the key.

If only one payment terminal has been connected, the Fuel POS will immediately send the data to the connected payment terminal. If two payment terminals have been connected, the window below will be displayed:

Select the desired payment terminal form the list and confirm the amount shown in the entry field with the OK button.



Activate this button to start a withdrawal via a connected payment terminal. The window below will open automatically:

Select the desired payment terminal form the list, enter the amount the customer wishes to withdraw and confirm with the OK button.

If the transaction has been processed properly, the change will always be cash and in local currency.


7. DISCOUNTS, PROMOTIONS AND OTHER ACTIONS

7.1 Alternative fuel prices

The module ‘Alternative fuel prices‘ is not part of the standard Fuel POS system. Contact Tokheim for more information about this option.

Apart from base price that standardly applies to all fuel types, the manager can also program 7 alternative fuel prices. For each alternative fuel price the manager has to program the criteria that have to be met in order to apply the alternative price instead of the base price. The use of alternative fuel prices results in different unit prices on the calculator. Alternative prices are not about a calculation that takes place after a filling. Each time a pump is released, either by the cashier or via an outdoor terminal, the Fuel POS will check whether one of the criteria to apply an alternative price has been met for the filling. If none of the criteria is met, the calculator will use the base price. The station could for example apply an alternative fuel price as follows: * The official fuel price is programmed as the base price. The pump price, that applies

to all transactions, is programmed as an alternative price. * Each filling between 13:00 and 14:00 hours is sold at a “Happy hour” price. * The customer pays and extra charge if he starts a filling via the BNA. * Part of the station is outdoor terminal only. A lower litre price applies for all pumps

in this part of the station. * … When programming the different criteria the manager also decides whether the base price and/or the difference between the base price and the pump price has to be printed on the customer receipt. For both amounts the manager can also enter an explanatory text that has to be printed on the receipt.


Example of a receipt: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Four Star 1 £ 61.02 (PUMP 4; 81.57 l * E 0.748/l) * + ------------ T O T A L £ 6 1 . 0 2 Cash £ 65.00 Change £ -3.98 VAT type % Nett Amount 1 17.50 £ 51.78 £ 9.24 Four Star Official price: £ 0.798/l Your discount: £ -0.050/l 14-11-2001 11:22 0001 PJ 0301110002 11-000321-89541770 THANK YOU AND GOODBYE !

The texts “Official price” and “Your discount” are programmed by the manager.


7.2 Discounts

In the programming screen, the manager decides for which shop articles and/or types of fuel a discount can be allowed by the operator. The manager can also preset the maximum percentage of discount for each article eligible for a discount. However, at the request of the oil company the possibility to allow discounts can be blocked or restricted to shop articles (no discounts on fuels). After one or more articles have been selected, the operator can allow a discount on any preceding article (provided the manager has allowed a discount on this article and the preset maximum is not exceeded). In order to do this, the article has to be selected with the selection bar first. Example : The operator is allowed to give a discount of maximum 10% on the

article ‘Motor oil’. The transaction and operator window may look as follows:

[1] Unleaded 35.91 Ltr * 0.571 £ 20.50 Marlboro 1.00 Pce * 3.05 £ 3.05 Motor oil 3.00 Pce * 5.00 £ 15.00

£ 38.55

Activate in the transaction window the article for which a discount has to be entered and that has already been selected with the grey selection bar. The window below will open automatically:

Select DISCOUNT from the list and confirm with the OK button.


Remarks : • The window above cannot be opened for a filling if no discount has

been programmed for the correspondig fuel type, as it is never possible to change the unit price or quantity of a filling.

• If a discount has not been allowed on a shop article, the line DISCOUNT will not be displayed in the window above.

Activating DISCOUNT will open the window below:

The maximum discount percentage and the corresponding maximum discount amount art displayed at the left of the screen. This amount depends on the number of items which have been entered for the article in question. When moving the selection bar, depending on the position, the maximum discount percetage or the maximum discount amount will be displayed in the entry field. By pressing the OK button, the maximum discount is given to the customer. The operator can also give a discount that is lower than the one programmed by the manager. Depending on the position of the selection bar, the operator can enter a lower discount percentage or a lower discount amount before pressing the OK button. If a value is entered, higher than the maximum allowed by the manager, then the following message will be displayed in the messages and logo window after pressing the OK button:

Maximum discount exceeded


The transaction window will display the discount entered by the operator as a new line, just below the article on which the discount has been given. The amount of the discount is subtracted from the total amount of the transaction. For example:

[1] Unleaded 35.91 Ltr * 0.571 £ 20.50 Marlboro 1.00 Pce * 3.05 £ 3.05 Motor oil 3.00 Pce * 5.00 £ 15.00 Discount £ -1.50

£ 37.05 Remarks : * The line with the discount can be deleted. * If an article on which a discount has been given is deleted, the line

with the discount will automatically be deleted. It is also deleted if the unit price or the number of units of an article are modified!

Example of a receipt (the customer has paid cash): Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Unleaded 1 £ 20.50 (PUMP 1; 35.91 l * £ 0.571/l) * Marlboro 1 £ 3.05 Motor oil 1 £ 15.00 (3.00 * £ 5.00) Discount £ -1.50 + --------- T O T A L £ 3 7 . 0 5 Cash £ 40.00 Change £ -2.95 VAT type % Net Amount 1 17.50 £ 31.53 £ 5.52 15-10-1997 15:09 0001 PVDB 0054110002 11-000322-91626696 THANK YOU AND GOODBYE !


7.3 Promotions

A Back Office Computer has the possibility to program promotions for shop articles. This option has to be activated in Fuel POS in advance by a Tokheim mechanic. For example: * Sandwiches are sold at a reduced price between 19.00 and 21.00. * If the customer buys 2 soft drinks, he will get an extra one. * There are 20 different types of sweets in a grab bag at £ 0.50 per piece. The

customer only has to pay £ 1.90 instead of £ 2.00 if he buys 4 pieces. * etcetera. If the cashier adds a shop article to the transaction, then the article in the transaction window will be preceded by a special symbol if at that moment it is part of a promotion. In the following example, the cashier has selected 3 articles that are part of a promotion:

After having added all the fillings and/or shop articles to the transaction, the promotions for the customer have to be calculated. This is only necessary if the transaction contains shop articles that are part of a promotion. Besides, the calculation has to be done before entering the payment mode.

The calculation of the promotions is executed by calling up the subtotal of the transaction. This can be done by pressing the total amount that is displayed in the interaction window as well as by pressing the Subtotal button on the keyboard.

After the calculation of the promotions, the following message will be displayed for the cashier:

Promotions calculated !


In the transaction window, a line is added for each awarded promotion with the reduction given to the customer. The symbols that indicate which articles are part of a promotion will be removed and the total amount of the transaction will be adapted. For example:

The payment mode can be entered after the calculation of the promotions. The awarded promotions are printed on the customer receipt: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT Bounty ice 1 £ 0.62 Ice cream promo £ -0.07 Snickers ice 1 £ 0.62 Ice cream promo £ -0.07 Twix ice 1 £ 0.62 Ice cream promo £ -0.07 + ---------- T O T A L £ 1 . 6 5 Cash £ 1.65 VAT type % Nett Amount 1 17.50 £ 1.41 £ 0.24 This promotion still runs till the end of this summer. Make the most of it ! 28-02-2006 18:06 0001 PJ 0157110008 11-000323-93707399 Thank you – Goodbye ! Dank u – Tot ziens ! Merci – A bientôt !


When using promotions, the following special situations may occur: • If one or several articles in the transaction are part of a promotion, the cashier has

to calculate the promotions for the customer before entering the payment mode of the transaction. If the cashier selects the payment mode without making this calculation, then the following message will be displayed:

First calculate the promotions via the subtotal • If a transaction contains one or several articles that are part of a promotion, this

does not necessarily mean that the customer will be awarded a promotion. If e.g. a promotion applies for a purchase from 3 pieces on, then the promotion will not be awarded if the customer buys only 2 pieces. If a transaction contains promotion articles, then the following message will be displayed if no promotion is awarded during the calculation:

No promotion awarded • After the calculation of the promotions the cashier can still make changes to the

transaction. However, the promotions that are already displayed, will automatically be removed from the screen. The total amount of the transaction will be adapted and the articles that are part of a promotion will be indicated again with the special symbol. The cashier receives a message that after the necessary adaptations, the promotions will have to be calculated again:

Promotion lines removed, calculate again via the subtotal


7.4 Loyalty and points via the Fuel POS

7.4.1 Points (whithout loyalty card)

The customer may receive points (e.g. stamps) on the purchase of a fuel or a shop article. In the programming screen the manager can program how many points are to be linked with one unit of a specific shop article or with one litre of a specific fuel type. The number of points won on a transaction (including shop articles and/or fuels), will be showed in the transaction window after the transaction has been settled (=if the payment mode has been entered). It will also be displayed on the transaction receipt. The total number of points given to the customers will be printed on the shift and the day report. Example: The manager decided to give 1 point per 5 litres of Four Star and 1 point

on the purchase of 1 litre of motor oil (shop article). The transaction and operator window may look as follows, after the transaction has been paid cash:

[1] Four Star 35.37 Ltr * 0.700 £ 24.76 Motor oil 3.00 Pce * 5.00 £ 15.00 Cash £ 50.00 Change £ 10.24

Points 10

£ 0.0


Example of a receipt: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Four Star 1 £ 24.76 (PUMP 1; 35.37 l * £ 0.700/l) * Motor oil 1 £ 15.00 (3.00 * £ 5.00) + --------- T O T A L £ 3 9 . 7 6 Cash £ 50.00 Change £ -10.24 VAT type % Nett Amount 1 17.50 £ 33.84 £ 5.92 Points: 10 19-03-1998 13:34 0001 PVDB 0188110007 11-000326-99950912 THANK YOU AND GOODBYE !


7.4.2 Loyalty points (with a loyalty card)

The Fuel POS can be equipped with the possibility to give the points as discussed in the previous paragraph to customers with a special loyalty card. The loyalty card has to be swiped after the selection of the sales items but before the selection of the payment mode. Example: The manager decided to give 1 point per 5 litres of Four Star and 1 point on the purchase of 1 litre of motor oil (shop article). The transaction and operator window may look as follows:

[1] Four Star 35.46 Ltr * 0.700 £ 24.95 Motor oil 3.00 Pce * 5.00 £ 15.00

£ 39.95 The customer has a loyalty card with which he receives twice as many points as programmed by the manager. In order to enter the loyalty card, the operator has to perform the following steps.


Activating this button will open the next window:

Select LOYALTY from the list. A new window will automatically be opened:

Select SWIPE A LOYALTY CARD and confirm with the OK button. Remark: The operator can also start the loyalty transaction by means of the

following key/button:

This key on the keyboard.

This button on the screen.


The interaction window looks as follows:

swipe card £ 39.95 After reading the loyalty card, the points will be displayed in the transaction window and the Fuel POS asks for the payment mode of the transaction:

[1] Four Star 35.64 Ltr * 0.700 £ 24.95 Motor oil 3.00 Pce * 5.00 £ 15.00 LOYALTY points (x 2.00) 20

payment mode ? £ 39.95 Example of a receipt if the customer pays cash: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Four Star 1 £ 24.95 (PUMP 1; 35.64 l * £ 0.700/l) * Motor oil 1 £ 15.00 (3.00 * £ 5.00) + --------- T O T A L £ 3 9 . 9 5 Cash £ 39.95 VAT type % Nett Amount 1 17.50 £ 34.00 £ 5.95 LOYALTY points: 20 Loyalty no.: 9528502910951125552 19-03-1998 13:34 0001 PVDB 0188110007 11-000327-2037770 THANK YOU AND GOODBYE !


7.4.3 Loyalty discount (with a loyalty card)

The Fuel POS can be equipped with the possibility to give a loyalty discount to customers with a special loyalty card. In the programming screen the manager can program the discount percentage that has to be linked with one unit of a specific shop article (percentage of the unit price) or the discount amount on one litre of a specific fuel type. The manager has to decide for each fuel type whether the loyalty discount is calculated on the basis of the base price or on the basis of the pump price. Example: the manager can program the official fuel price as the base price and then define an alternative price in Fuel POS so that every customer will automatically enjoy a discount at the pump. The price on the calculator will then be lower than the official fuel price. In that case the loyalty discount can be calculated on the basis of the official fuel price or on the basis of the litre price on the calculator. The customer will never pay a higher amount than displayed on the calculator. The loyalty card has to be swiped after the selection of the sales items but before the selection of the payment mode. Example: The manager decided to give a discount of £ 0.05 per litre of Four Star and a discount of 10 % on the purchase of 1 litre of motor oil (shop article). The transaction and operator window may look as follows:

[1] Four Star 35.31 Ltr * 0.700 £ 24.72 Motor oil 3.00 Pce * 5.00 £ 15.00

£ 39.72 The customer has a loyalty card with which he receives the discount as programmed by the manager. In order to enter the loyalty card, the operator has to perform the following steps.




Select SWIPE A LOYALTY CARD and confirm with the OK button. Remark: The operator can also start the loyalty transaction by means of the

following key/button:

This key on the keyboard.

This button on the screen.


The interaction window looks as follows:

swipe card £ 39.72 After reading the loyalty card, the loyalty discount will be displayed in the transaction window and the Fuel POS asks for the payment mode of the transaction:

[1] Four Star 35.31 Ltr * 0.700 £ 24.72 Motor oil 3.00 Pce * 5.00 £ 15.00 LOYALTY discount (x 1.00) £ -1.51

payment mode ? £ 38.21 Example of a receipt if the customer pays cash: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T ARTICLE VAT AMOUNT *Four Star 1 £ 24.72 (PUMP 1; 35.31 l * £ 0.700/l) * Motor oil 1 £ 15.00 (3.00 * £ 5.00) + ----------- £ 39.72 LOYALTY discount : £ -1.51 T O T A L £ 3 8 . 2 1 Cash £ 38.21 VAT type % Nett Amount 1 17.50 £ 32.52 £ 5.69 Loyalty no.: 9528502930102226646 19-03-1998 13:34 0001 PVDB 0188110007 11-000328-4121811 THANK YOU AND GOODBYE !


7.4.4 Loyalty discount (Local account)

For each local customer the manager can decide that this customer will automatically enjoy a loyalty discount on every purchase. The manager can limit this discount to only shop articles or only fuels. In the programming screen the manager can program the discount percentage that has to be linked with one unit of a specific shop article (percentage of the unit price) or the discount amount on one litre of a specific fuel type. The manager has to decide for each fuel type whether the loyalty discount is calculated on the basis of the base price or on the basis of the pump price. Example: the manager can program the official fuel price as the base price and then define an alternative price in Fuel POS so that every customer will automatically enjoy a discount at the pump. The price on the calculator will then be lower than the official fuel price. In that case the loyalty discount can be calculated on the basis of the official fuel price or on the basis of the litre price on the calculator. The customer will never pay a higher amount than displayed on the calculator. For each local customer the manager has to program a multiplicator value to decide whether this customer will receive the programmed discount or whether he will receive a higher of lower discount. After the entry of the different fillings and/or shop articles and after the desired local customer has been selected, the Fuel POS will first verify whether the customer will be given a discount or not. If a discount has been programmed for the selected local customer, the Fuel POS will check every filling and shop articles for programmed discounts. The total loyalty discount will be shown in the transaction window. Example:

[4] Diesel 45.79 Ltr * 0.798 £ 36.54 Motor oil 3.00 Pce * 6.32 £ 18.96 Customer loyalty discount (x 1.00) £ -2.75


7.5 Savings card with bar code via the Fuel POS

If a customer paying a transaction at the cash desk wishes to save points, then the operator will have to enter the savings card number into the Fuel POS. This number must be entered during the transaction, i.e. after the selection of the first article and before the complete payment of the transaction (the total amount in the interaction window has not yet been reduced to zero). The savings card number can be entered in two different ways. Method 1 : using the bar code reader

Scan the bar code of the savings card.


Key in the bar code number of the savings card and press the Enter key.





Select ENTER LOYALTY CARD MANUALY, type in the barcode number of the savings card and confirm with the OK button.

If a valid savings card number is entered into the Fuel POS, the following message will be displayed in the messages and logo window:

Savings card read


If a second savings card number is entered during the same transaction, the following message will be displayed in the messages and logo window:

Savings card already read ! The savings points will be registered for the savings card number that has been entered first!


7.6 Loyalty points via a connected terminal

A terminal used for processing loyalty points can be connected to the Fuel POS. After the caschier has settled a transaction, the Fuel POS will check if there are any points to be awarded for this transaction. This depends on the purchased articles (shop articles and fuels) and on the payment modes that have been used. If no points are to be awarded for the transaction in question, the operator window will display the following message:

No loyalty awarded £ 58.42 If points are to be awarded for the transaction in question, the cashier will be urged to insert the customer’s loyalty card in the connected loyalty terminal:

Insert loyalty card £ 58.42 * If the customer does not have a loyalty card; the cashier will have to cancel the

message above. The data of the transaction will not be transmitted to the loyalty terminal and the operator window will display the following message:

No points £ 58.42 * If the customer does have a loyalty card, the cashier will have to insert the card in

the loyalty terminal. After the card has been inserted, the Fuel POS will transmit the data of the transaction to the loyalty terminal. The loyalty terminal will then calculate the number of points to be awarded and will further process the transaction. Eventually, the following message will appear in the operator window:

Points awarded £ 58.42


7.7 Fuel bonus

The manager of the station can program that if the customer fills up for a minimum number of litres of a specific product, separately a receipt is automatically printed and indicates an advantage for the customer. This special action is called a ‘fuel bonus’. The following things are programmed by the manager in the programming screen: • The fuels that qualify for this bonus. • The minimum number of litres for each type of fuel that the customer has to buy in

order to receive this bonus. • The layout of the special receipt that is printed. Let’s suppose for example that the customer receives a coupon for a free coffee if he fills up for more then 100 litres of Diesel. As soon as the cashier has selected the payment mode for a Diesel transaction of more than 100 litres, the transaction window will display that the fuel bonus has been awarded:

[5] Diesel 120.12 Ltr * 0.798 £ 95.86 Cash £ 100.00 Change £ -4.14 Coffee ticket awarded

£ 0.00


A receipt is automatically printed and looks like the example below: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland Receipt no.: 0004110062 Point in time: 02-05-2005 18:18 Cashier: PJ *************Coffee ticket************** 1 free coffee filling more than 100 litres of Diesel ! Enjoy your coffee !

2090080573653 Dank u – Tot ziens ! Thank you – Goodbye ! Merci – A bientôt !


8. OTHER CASH REGISTER FUNCTIONS

8.1 Shift operations

A cashier can only work in the sales screen provided that a shift has been opened. If no shift has been opened, the following message will be displayed in the interaction window:

Please open a shift £ 0.00

8.1.1 Open a shift

The opening of a shift is started by pressing this button. The window below will open automatically:

Select OPEN SHIFT from the list and confirm with the OK button.


A list of all the users that are known in Fuel POS will automatically be displayed:

Select in this list the right user, enter the corresponding password and confirm with the OK button. The following error messages may appear: • If the selected user is linked to a profile that doesn’t allow opening a shift, then

the following message will be displayed:

No permission to open a shift ! • If a wrong password is entered, then the following message will appear:

Invalid user name or password


If the cashier has the permission to open a shift and he also enters a correct password, then the shift will be opened after confirming with the OK button. However there is one exception to this. If the cashiers are bound to enter the initial amount of their cash drawers while opening a shift, then the following screen will first be displayed:

Select in this list the desired currency, enter the initial amount and confirm with the Accept button. When the initial amount for all the currencies is entered, confirm with the OK button. If no initial amount is entered for not one currency, then the cashier still has to confirm that he really wants to open the shift without an initial amount:

The opening of a shift, whether the cashier had to enter the content of the cash drawer or not, will always be confirmed with a receipt that is automatically printed. The opening of a shift will also be logged in the Fuel POS journal.


Example of a receipt: 03-05-2005 18:13:19 REPORTS Shift 0008 on POS 1 opened User: PJ (Peter Jackson)


8.1.2 Close a shift

The closure of a shift is started by pressing this button. The window below will open automatically:

Select CLOSE SHIFT from the list and confirm with the OK button.

The closing of a shift will always be confirmed with a receipt that is automatically printed and it will be logged in the Fuel POS journal. If the content of the cash drawer still has to be entered after the closure, this will also be indicated. Example of a receipt: 03-05-2005 23:17:08 REPORTS Shift 0007 on POS 1 closed User: PJ (Peter Jackson) The cash drawer contents still has to be entered.


8.1.3 Temporary lock a shift

When you have to leave the cash desk temporarily, you can lock the shift in order to avoid that someone else will use this cash desk during your absence.

If you press this button, the temporary lock of a shift will be started. The window below will open automatically:

Select TEMPORARY LOCK THE SHIFT from the list and confirm with the

OK button. When a shift is locked temporarily, the following message will be displayed in the interaction window:

The shift is temporary locked £ 0.00 The temporary lock of a shift is registered in the Fuel POS journal.


8.1.4 Unlock a shift again

If you have locked a shift temporarily and you want to continue your work again, you have to unlock the shift again.

If you press this button, the unlocking of a shift will be started. The window below will open automatically:

Select UNLOCK THE SHIFT AGAIN from the list and confirm with the OK

button.


A list of all the users that are known in Fuel POS will automatically be displayed:

Select in this list the right user, enter the corresponding password and confirm with the OK button. Not anyone can just unlock a shift. The user that has locked the shift, can naturally unlock the shift himself. A shift, which was locked by a user linked to an operator profile, can also be unlocked by a station manager or a general manager. A shift locked by a station manager, can also be unlocked by the general manager. The following error message will be displayed when a user, which is not allowed to unlock a shift, yet tries to unlock it:

Not allowed to unlock the shift! If a shift is unlocked again, this will be registered in the Fuel POS journal. A shift can be closed at the moment it is locked. You do not need to unlock it first.


8.2 Prepayment of a filling

8.2.1 Payment of the transaction

A filling can be completely settled even before it has actually started. Remark: The prepayment of a filling can be blocked at the request of the oil

company. The operator can start prepayment in two different ways. A prepayment can only be started when the transaction window is empty. Method 1 : using the keyboard

Key in the pump number and press the Prepay key.



Enter the pump number and activate the PREPAY button.


If a valid pump number was introduced, the pump will be immediately reserved. This is displayed as follows in the pump status window:

Next the operator has to choose the desired fuel type. This choice is made in the window below:


After selecting the desired type of fuel, another window is automatically opened in which the cashier has to enter the amount or the number of litres of the filling:

The filling is added to the transaction window which looks as follows when the customer wants to fill e.g. 30 litres of diesel at pump 2:

[2] Diesel 30.00 Ltr * 0.798 £ 23.94

£ 23.94 Remark : It is possible to add shop articles to this transaction. However, a second

filling cannot be added. Finally, the payment mode of this transaction has to be chosen. The different possibilities are:

At the request of the oil company, the payment modes can be limited to cash money:


The pump had already been reserved for this transaction but only after having entered the payment mode, the pump will actually be released. A ticket is automatically printed for the customer. For example: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland P R E P A Y M E N T R E C E I P T ARTICLE VAT AMOUNT Diesel 1 £ 23.94 (PUMP 2; 30.00 l * £ 0.798/l) + ----------- T O T A L £ 2 3 . 9 4 Cash £ 25.00 Change £ -1.06

2400671100616 06-01-2003 15:56 0010 PJ 0067110061 Thank you – Goodbye !

The receipt that is printed is the customer's proof of payment. If afterwards the amount of the filling is smaller than the paid sum, the customer can get the change at the cash register on presentation of the receipt. In that case, the operator either needs the receipt number of the transaction or the bar code that is automatically printed. No VAT amount is mentioned on the payment receipt. After all, it is not known in advance whether the filling will actually take place. However, if afterwards the customer wishes a receipt with the VAT amount, he can get it again on presentation of the receipt. Remarks : * A prepayment of a self-service filling can only be settled accurately if

the pump is equipped with a preset or reduction valve. * The sum of the filling has to add up to at least £ 3. * The number of litres always has to exceed 1.


8.2.2 The customer fills for the amount paid

If the customer fills and the amount of the filling corresponds to the amount paid, basically no processing is required by the operator. The following message is registered in the journal: # POS 1 06-01-2003 16:04:52 # Diesel 1 GBP 23.94 (PUMP 2; 30.00 Ltr * GBP 0.798/Ltr) PREPAID TRANSACTION – Ref. no.: 0067110061 Prepaid: GBP 23.94 Difference: GBP 0.00 VAT(1=17.50%) GBP 3.57 Nett= GBP 20.37

If afterwards the customer wishes a receipt with the VAT amount of the actual filling, he has to turn to the cash desk. The operator has to indicate for which prepaid filling a receipt has to be printed. There are 3 possibilities. Method 1 : using the bar code reader

Scan the bar code of the prepayment receipt.


Enter on the keyboard the transaction number (10 digits) of the prepayment receipt and then press the Prepay key.




Select FINISHED TRANSACTIONS from the list. A new window will automatically be opened:

Select SETTLE PREPAID TRANSACTION, enter the transaction number of the prepayment receipt and confirm with the OK button.


The data of the chosen transaction are shown in the transaction window and the operator has to confirm that the correct transaction is described by answering the next question:

Example of the receipt after confirmation of the selection: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T Replaces ticket number: 0067110062 ARTICLE VAT AMOUNT *Diesel 1 £ 23.94 (PUMP 2; 30.00 l * £ 0.798/l) * + ----------- T O T A L £ 2 3 . 9 4 Cash £ 25.00 Change £ 1.06 settlement £ 0.00 VAT type % Nett Amount 1 17.50 £ 20.37 £ 3.57 Prepayment: 0067110061 06-01-2003 17:18 0010 PJ 0067110063 11-000354-6404699 Thank you – Goodbye !

The line ‘Change’ indicates the amount the customer got back as change on payment of the filling. In this case the line ‘settlement’ amounts to £ 0.00 and indicates that the customer did not receive any change after the transaction.


8.2.3 The customer fills less than the paid amount

If the customer fills and the amount of the filling is lower than the amount paid, the following message is registered in the journal at the moment the filling is ended: # POS 1 06-01-2003 17:34:47 # Diesel 1 GBP 20.55 (PUMP 2; 25.75 Ltr * GBP 0.798/Ltr) PREPAID TRANSACTION – Ref. no.: 0067110076 Prepaid: GBP 23.94 Difference: GBP -3.39 PREPAID TRANSACTION – Ref. no.: 0067110076 Difference: GBP -3.39 VAT(1=17.50%) GBP 3.06 Nett= GBP 22.69

If the customer wishes to get the change for this transaction back after filling, again he has to turn to the cash desk. The operator has to indicate which prepaid filling he wants to settle. There are 3 possibilities. Method 1 : using the bar code reader

Scan the bar code of the prepayment receipt.


Enter on the keyboard the transaction number (10 digits) of the prepayment receipt and then press the Prepay key.





Select SETTLE PREPAID TRANSACTION, enter the transaction number of the prepayment receipt and confirm with the OK button.


The data of the chosen transaction are shown in the transaction window as follows:

[2] Diesel 25.75 Ltr * 0.798 £ 20.55 Cash £ 25.00 Change £ 1.06 settlement £ 3.39

In the screen above it is the real filling that is marked, not the paid one. The line ‘Change’ indicates the amount the customer got back as change on payment of the filling. The line ‘settlement’ indicates the difference between the amount paid and the amount filled. So it should be given back to the customer as change. The operator has to confirm that the correct transaction is described by answering the following question:

If the operator confirms that the correct transaction is shown, the change is given back to the customer and a receipt is automatically printed.


Example of the receipt: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T Replaces ticket number: 0067110077 ARTICLE VAT AMOUNT *Diesel 1 £ 20.55 (PUMP 2; 25.75 l * £ 0.798/l) * + ----------- T O T A L £ 2 0 . 5 5 Cash £ 25.00 Change £ 1.06 settlement £ 3.39 VAT type % Nett Amount 1 17.50 £17.49 £ 3.06 Prepayment: 0067110076 06-01-2003 18:16 0010 PJ 0067110079 11-000356-22572468 Thank you – Goodbye !


8.2.4 The customer does not fill up at all

Imagine that on prepayment of a filling, an error is entered (wrong fuel type, wrong pump number, wrong amount,...) and that this is not noticed until after the settlement of the transaction and the printing of the receipt. On that moment, the chosen pump has been released for this filling. The pump can be stopped in a normal way and the following message will be registered in the journal: # POS 1 06-01-2003 18:35:12 # Diesel 1 GBP 0.00 (PUMP 2; 0.00 Ltr * GBP 0.000/Ltr) PREPAID TRANSACTION – Ref. no.: 0067110080 Prepaid: GBP 23.94 Difference: GBP -23.94 PREPAID TRANSACTION – Ref. no.: 0067110080 Difference: GBP -23.94

In this case the pump has stopped, but the Fuel POS assumes that the money is in the cashdrawer. The same procedure as in the previous paragraph has to be followed before entering a new prepaid transaction with the correct data.


8.3 Receipts

The operator can register two different kinds of receipts: - A local account customer pays an invoice at the cash desk. - Other receipts. The station manager can program 10 different types of receipts.

The registration of a receipt is started by pressing this button. The window below will open automatically:

Select RECEIPTS from the list. A new window will automatically be opened with all possible types of receipts.


8.3.1 Payment of an invoice at the cash desk

A Back Office Computer can send a list to Fuel POS containing all outstanding invoices. In this situation the operator will select the invoice to be paid from this list. If there is no Back Office Computer that manages outstanding invoices, the operator will have to enter the invoice number and amount himself. In this case there no check is possible on what is entered.

8.3.1.1 The invoice is entered by the operator

Activating RECEIPTS will open the window below:

Select PAYMENT INVOICE BY CUSTOMER from the list, enter the invoice number and confirm with the OK button. The transaction window will display the invoice number:

invoice number 1025

£ 0.00


Next the operator has to enter the paid amount and the payment mode (more then one amount and payment mode can be combined). The different possibilities for the payment of an invoice at the cash desk are:

The invoice payment will be finished by pressing this button..

Example of a receipt for invoice payment at the cash desk: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T Invoice no.: 1025 T O T A L £ 1 6 5 . 0 0 Cash £ 165.00 13-03-1997 09:29 0001 PVDB 0189110002 11-000358-38754142 THANK YOU AND GOODBYE !


8.3.1.2 Selecting an invoice

The operator can select an invoice in 3 different ways. Method 1 : direct entry of the invoice number The next window will be opened after selecting RECEIPTS:

Select PAYMENT INVOICE BY CUSTOMER from the list, enter the invoice number and confirm with the OK button. The Fuel POS will check whether the entered invoice number exists in the list with open invoices.


Method 2 : search an invoice by customer number The next window will be opened after selecting RECEIPTS:

Select SEARCH INVOICES BY CUSTOMER NUMBER from the list. The next window will be opened:


Enter the customer number completely or partially and activate the Search button. On the left of the screen the customers with a customer number beginning with the entered number will be displayed. The example below shows the result for the entry of number 335:

Select the desired invoice from the list.


Method 3 : search an invoice by customer name The next window will be opened after selecting RECEIPTS:

Select SEARCH INVOICES BY CUSTOMER NAME from the list. The next window will be opened:


Enter the customer name completely or partially and activate the Search button. On the left of the screen the customers with a name beginning with the entered text will be displayed. The example below shows the result for the entry of text PET:

Select the desired invoice from the list.


The transaction window will then display the data below: • The chosen invoice number and the total invoice amount. • The customer number and name. • The amount of the invoice that has already been paid, if such should be the case. The interaction window will show the outstanding balance of the invoice:

invoice number 200302065 £ 410.25 335, Peter Jackson & sons Already paid £ -200.00

£ 210.25 Eventually, the operator will have to enter the payment mode. The customer can pay the invoice completely or partially. The different possibilities for the payment of an invoice at the cash desk are:

If the customer only pays part of the invoice amount, then the partial payment will be finalised by pressing this button.

Example of a receipt for invoice payment at the cash desk: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T Invoice no.: 2003020659 Invoice amount £ 410.25 Already paid £ -200.00 + ------------ T O T A L £ 2 1 0 . 2 5 Cash £ 220.00 Change £ -9.75 Customer no.: 335 Customer name: Peter Jackson & sons 20-05-2003 10:49 0001 PJ 0011110003 11-000359-46855555 THANK YOU AND GOODBYE !


8.3.2 Other receipts

The manager of the station can program ten different types of receipts in the programming screen. When the Fuel POS is installed, the first of the ten possibilities will have been programmed as ‘GENERAL RECEIPT’. The manager can delete this general receipt and replace it by specific types of receipts. Activating RECEIPTS will open the window below:

Select the desired type of receipt from the list and confirm with the OK button. The selected type of receipt will be added to the transaction window:

ADD CHANGE

£ 0.00 Next the operator has to enter the received amount and the payment mode.


The different possibilities are:

For each type of receipt the manager will have to decide whether the operator can to enter additional info. If so, the window below will open automatically:

For each receipt registered, a receipt is automatically printed. Example: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland ADD CHANGE Cash £ 10.00 T O T A L £ 1 0 . 0 0 Reference: 20 X 0.50 GBP 20-05-2003 13:55 0001 PJ 0299110051 11-000360-54936944 THANK YOU AND GOODBYE !


8.4 Expenses

The operator can register three different kinds of receipts: - Safe drops if the cash drawer contains too much money. - Refunds of credit notes produced by the Bank Note Acceptor (BNA). - Other expenses. The station manager can program 10 different types of expenses.

The registration of an expense is started by pressing this button. The window below will open automatically:

Select EXPENSES from the list. A new window will automatically be opened with all possible types of expenses.


8.4.1 Safe drop

Activating EXPENSES will open the window below:

Select SAFE DROP from the list and confirm with the OK button. The following screen will be displayed:

safe drop

£ 0.00 Then the operator selects the payment mode and enters the amount to be dropped. The different possibilities are:


Next the operator can enter an additional reference, for example the number of the safe into which the money has been deposited. Example of the screen:

This reference can be alphanumerical (6 characters at the most). The station manager can activate an extra protection so that you cannot enter a safe drop amount higher than the actual content of the cash drawer. The following message will be displayed when you enter a higher amount:

Entered amount exceeds cash drawer contents (1399.46) The amount between brackets is the current content of the cash drawer and so this is the maximum amount that you can drop.


For each safe drop, a receipt is automatically printed. Example of a receipt in case of a safe drop of £ 500 cash: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland safe drop Cash £ -500.00 T O T A L £ - 5 0 0 . 0 0 Reference: RF48E9 03-07-1997 10:50 0001 PVDB 0035110015 11-000362-71082725 THANK YOU AND GOODBYE !


8.4.2 BNA Refund

Activating EXPENSES will open the window below:

If the operator selects in the list the option BNA REFUND, then the following screen will be displayed:

BNA refund

£ 0.00 A BNA refund is only possible in local currency.

Select the payment mode ‘cash’ and enter the change.


For each BNA refund, a receipt is automatically printed. Example of a receipt in case of a refund of £ 1.36: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland BNA refund Cash £ -1.36 T O T A L £ - 1 . 3 6 03-07-1997 10:50 0001 PVDB 0035110015 11-000363-79162981 THANK YOU AND GOODBYE !


8.4.3 Other expenses

The manager of the station can program ten different types of expenses in the programming screen. When the Fuel POS is installed, the first of the ten possibilities will have been programmed as ‘expenses’. The manager can delete those general expenses and replace them by specific types of expenses. Examples of expenses could be: payment of a supplier with money of the cash drawer, withdrawal of money for private use, payment of lottery,… Activating EXPENSES will open the following window:

If the operator selects in the list the desired type of expense, then the following screen will be displayed:

PAYMENT SUPPLIER

£ 0.00


Then the operator selects the payment mode and enters the amount to be paid. The different possibilities are:

For each type of expense the manager will have to decide whether the operator can to enter additional info. If so, the window below will open automatically:

For each expense, a receipt is automatically printed. Example of a receipt in case of the payment of a supplier with £ 10 cash: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland PAYMENT SUPPLIER Cash £ -10.00 T O T A L £ - 1 0 . 0 0 Reference: DELIVERY OF SWEETS 03-07-1997 10:50 0001 PVDB 0035110015 11-000364-8723374 THANK YOU AND GOODBYE !


8.5 Return of deposit and articles

If an article has been sold with deposit, then the deposit can be returned afterwards. It is also possible to return the article itself.

These two possibilities are selected by pressing this button once or twice.

8.5.1 Return of deposit

Deposit, select article: £ 0.00 A line with a negative amount will be added in the transaction window after the article has been chosen. This amount has to be refunded to the customer. Example of the transaction window:

Deposit Cola 1.00 Pce * 0.04 £ -0.04

£ -0.04 It is possible to combine a return of deposit with a sales transaction. The interaction window displays the amount that has to be paid or refunded.


8.5.2 Return of an article

Return goods, select article: £ 0.00 A line with a negative amount will be added in the transaction window after the article has been chosen. This amount has to be refunded to the customer. Example of the transaction window:

Return marlboro 1.00 Pce * 2.08 £ -2.08

£ -2.08 It is possible to combine a return of an article with a sales transaction. The interaction window displays the amount that has to be paid or refunded.


8.5.3 Return of an article in promotion

Return goods, select article: £ 0.00 If an article is selected that is currently part of a promotion, then the operator has to decide whether he pays the original price or the promotion price back to the customer:

A line with a negative amount will be added in the transaction window after the desired price has been chosen. This amount has to be refunded to the customer. Example of the transaction window:

Return Bounty ice 1.00 Pce * 0.55 £ -0.55

£ -0.55 It is possible to combine a return of an article with a sales transaction. The interaction window displays the amount that has to be paid or refunded.


8.6 Suspend a transaction

The cashier can temporarily remove a transaction from the screen that has not completely been settled without deleting it permanently. This transaction is placed into the memory and can be resumed in order to be settled. Examples of situations in which this function can be useful: • Suppose that the processing of a transaction via a connected terminal takes a lot of

time because of a slow communication with the host, then this transaction can be suspended and the next customer can already be served. Meanwhile the communication with the host continues normally in the background.

• If e.g. 20 articles have already been scanned for a certain customer and he quickly wants to choose an additional article in the shop, his transaction can be suspended and the next customer can be served. When the customer comes back at the cash desk, the already scanned articles do not have to be introduced a second time.

The cashier can suspend a transaction by pressing this button. After having pressed this button, the transaction is removed from the screen and a symbol is placed at the right top of the screen to indicate that there is another transaction in the memory.

The symbol at the right top also indicates the status of the transaction:

The symbol with 2 arrows in a white background indicates that the transaction has been suspended, without this transaction being processed in the background.

The symbol with 2 arrows in a green background indicates that a transaction is suspended and that it is being processed in the background (e.g. a transaction via a connected payment terminal for which the communication with the host continues in the background).

The symbol with 2 arrows in a red background indicates that a transaction is suspended and that it is waiting for user action (operator or customer, e.g. if the customer has to enter his PIN code on the connected terminal).

To resume a suspended transaction, this button has to pressed again. The data of the transaction will be shown again in the transaction window.

If a suspended transaction is resumed (transaction A), while a second transaction has already been started (transaction B), transaction B will be placed in the memory and transaction A will be displayed on the screen. So the transactions swap over.


A transaction can not be suspended at any time. If it is tried when the situation does not allow this, the following message will be shown in the messages and logo window:

Suspending the transaction is not possible!


8.7 Prevalidation of cards

The operator can check the validity of a card in advance. He can start a card verification in two different ways. In the transaction window no transaction should be active. Method 1 : using the keyboard

The Fuel POS starts the card check when the Card key is pressed.


Activate this button to start a card check. The window below will open automatically:

Select CARD VERIFICATION from the list and confirm with the OK button. The following message will be displayed in the interaction window:

swipe card £ 0.00 If the Fuel POS cannot identify the card, the interaction window will display the following message:

unknown card £ 0.00


If the Fuel POS does identify the card, the interaction window will display the name of the card. Then the stoplist and the expiry date are checked. If the result of the checks is negative, the Fuel POS will display one of the following messages: The card is no longer valid:

Dkv-card: card expired £ 0.00 The card is on the stoplist and can therefore not be accepted:

Amex : card on stoplist £ 0.00 If the result of the checks is positive, the Fuel POS will display the following message:

Amex : card OK £ 0.00


8.8 Correction of a transaction

8.8.1 Introduction

The Fuel POS will only register a transaction definitively if this transaction has been completed. A transaction is completed when the total amount becomes zero in the operator window when entering the payment mode(s). After the definitive registration, a transaction receipt can be printed. Unless a transaction has been completed, all data of this transaction can still be corrected: * Shop articles or fillings can be deleted. * Shop articles or fillings can be added to the transaction (moreover, various fillings on the same pump can be settled in random order). * The number of items of a shop article can be modified. * If a payment mode has already been entered for a part of the transaction, then this

payment mode can still be deleted. * The unit price of a shop article can be modified (if the manager of the station

authorises it). This paragraph will describe how transactions which have been completed can be corrected. At the request of the oil company this procedure may or may not be accessible.


8.8.2 Starting a correction

In order to correct a transaction, the transaction number must be known. It is displayed on the original receipt and is composed of ten digits. If no receipt has been printed for this transaction, the transaction number can be found in the Fuel POS journal. The operator can start the correction of a transaction in two different ways. Method 1 : using the keyboard

The operator has to enter the transaction number (ten digits) and press Ticket (the transaction window should not display any other transaction).





Select CORRECT TRANSACTION, enter the transaction number (ten digits) and confirm with the OK button.


A number of restrictions have been imposed on the correction of transactions. The Fuel POS will verify whether the entered transaction number corresponds with a transaction for which correction is ALLOWED. The following restrictions apply to the correction and are hence checked (the messages and logo window displays a message for each restriction): * A transaction can only be corrected in the same shift and day it was registered.

Afterwards a correction cannot be made anymore: According to the situation the messages and logo window will display:

Transaction does not belong to the current shift ! or

Transaction does not belong to the current day ! * A transaction can only be corrected on the terminal it was first registered on. A

transaction, registered on Fuel POS terminal 1 cannot be corrected on Fuel POS terminal 2.

The messages and logo window will display:

Receipt number only valid on POS 1 * A transaction can only be corrected within fifteen minutes after registration.

Afterwards correction is impossible. The messages and logo window will display:

Time to correct expired! * The same transaction can never be corrected twice. The messages and logo window will display:

Transaction already corrected!


* Each transaction contains one or more payment modes. A transaction CANNOT be corrected if it was paid with one (or a combination) of the several payment modes:

- Payment via a connected terminal (depending on the type of terminal). - a delayed payment. - a payment with a litre coupon. - a pump test. - lost product. - an I.O.U. At the request of the oil company the correction of a card transaction can also be

blocked. The messages and logo window will display:

Correction of this transaction is not allowed! If the result of the checks is positive, which means that the correction of the transaction is POSSIBLE, the transaction window will display the transaction data and one of the following questions, depending on the payment mode of the original transaction, will appear: * The original transaction did NOT imply card payment:

If the operator does NOT wish to correct the displayed transaction, he will have to

press the Cancel button (if, for example, an incorrect transaction number has been entered and the displayed data do not correspond with the desired transaction).

If the displayed data correspond with the desired transaction, the operator will have to press the OK button to confirm that he really wishes to correct the transaction.

After this confirmation, a receipt is automatically printed and a message will be

registered in the Fuel POS journal containing the data of the original transaction which has to be corrected.


* The original transaction DID imply card payment:

Correct transaction? (card=Y, void=N) £ 0.00 If the operator does NOT wish to correct the displayed transaction, he will have to

press the Void key (if, for example, an incorrect transaction number has been entered and the displayed data does not correspond with the desired transaction). The button to cancel a transaction can also be used.

If the displayed data correspond with the desired transaction, the operator has to read in the card with which the original transaction has been registered to confirm that he really wishes to correct the transaction. THE TRANSACTION CANNOT BE CORRECTED WITHOUT READING IN THIS CARD.

After reading in the card (confirmation), the Fuel POS will automatically print two

receipts (original receipt for the station, a copy for the customer) and a message will be registered in the Fuel POS journal containing the data of the original transaction which has to be corrected.

Example of a receipt: Station Tokheim Unit 1 Baker Road West Pitkerro Industrial Estate DD5 3RT Dundee Scotland C U S T O M E R R E C E I P T * * * C A N C E L L E D * * * Payment of transaction 0003110014 has been cancelled! ARTICLE VAT AMOUNT *Four Star 1 £ 6.47 (PUMP 1; 9.24 l * £ 0.700/l) * Confectionery 1 £ 2.00 ( 2.00 * £ 1.00) + ----------- T O T A L £ 8 . 4 7 Cash £ 10.00 Change £ 1.53 VAT type % Nett Amount 1 17.50 £ 7.21 £ 1.26 19-12-1991 19:22 0001 PVDB 0003110015 11-000373-59963256 THANK YOU AND GOODBYE !

Number of the original transaction

The cancellation is a transaction which has its own

number.


8.8.3 Possible corrections

After the operator has confirmed that the transaction can really be corrected, the original payment modes are automatically deleted and the transaction window displays the different articles (shop articles and/or fuels). If the data of the articles do not have to be modified, the operator can immediately enter the new payment mode(s). It is possible to delete shop articles from the original transaction (article per article can be deleted). It is impossible to delete all shop articles together. The messages and logo window will display the following message:

VOID (Cancel) not allowed! The unit price and quantity of a shop article can still be modified. New shop articles can be added. It is impossible to delete a filling. Consequently, the correction of a transaction containing a filling MUST be concluded by selecting a payment mode. One or more fillings can be added to the transaction.


8.8.4 Conclusion of the correction

If the original transaction only contained shop articles, the correction will automatically be concluded when all shop articles have been deleted. A new transaction can immediately be started. If not all shop articles are deleted or if the original transaction contained a filling, the correction will be completed by again selecting the payment mode(s) again. The stocks of all articles are updated both for articles which have been deleted from the original transaction and for articles added in the correction.


8.9 The cash drawer

8.9.1 Open cash drawer

The operator can open the cash drawer without performing a transaction.

Opening the cash drawer is started by pressing this button. The window below will open automatically:

Select OPEN CASH DRAWER from the list and confirm with the OK

button.

Remark : This method can be used when the shift is closed. The opening of the cash drawer is logged in the journal: # POS 1 09-03-2006 14:55:14 # Cash drawer opened by PJ (Paul Jackson) on 09-03-2006 14:55:14


If however the cashier did not get the manager’s permission to open the cash drawer without transaction, then the following screen will be displayed:

Via this screen, another user who does have the permission can enter his password and still open the cash drawer. If once again a person who has no permission to open the cash drawer is selected in the user list, then the following message will be displayed:

No permission to open the cash drawer !


8.9.2 Maximum content reached

To avoid that there would be too much money in the cash drawer at a certain time, you have to perform safe drops regularly. The station manager can program a maximum cash drawer limit. As soon as this amount is exceeded, you will see the following message in the interaction window:

Maximum cash drawer limit exceeded ! £ 0.00 This means that when you see this message, you have to perform a safe drop. However you do not need to do this immediately. After all, you cannot perform a safe drop when there are still waiting a number of customers. So you can still start new transactions, however after each new transaction the above-mentioned message will be displayed again. Only after you have performed a safe drop and the content comes again under the cash drawer limit, the message will no longer be displayed.


8.9.3 Working while the cash drawer is opened

The normal procedure is that you close the cash drawer again after you have settled a transaction at which it was opened. The manager can program the maximum duration of having the cash drawer opened at each transaction. When the cash drawer is still open after this period, a sound will occur automatically and the following message (in green) will be displayed in the message and logo window:

The cashdrawer is still open, please close it ! The manager of the station can even go one step further by obliging you to close the cash drawer after each transaction. When this check is active, you cannot start a new transaction at the moment that the cash drawer is open. When you try to select an article or a filling, the same message will appear however now in red:

The cashdrawer is still open, please close it !


8.10 Confirming special situations

Error messages and other messages for the cashier are shown in the message and logo window. For a number of messages, a receipt will be printed automatically. For example when new fuel prices are activated, when the minimum stock in the tank has been reached,… The messages in the message and logo window are only displayed for a moment and very often the receipts disappear in the dustbin without having seen them properly. There are however messages which absolutely have to be seen by the cashier so that he can inform the station manager in time or that he can take the appropriate actions. Here it clearly deals with the following situations: • The Fuel POS has discovered a leak in one of the tanks. • The Fuel POS has discovered a decrease of the real stock in the tank. This means

that the real stock has decreased more significantly than the theoretical stock. In both situations, a pop-up window will be opened, even while dealing with a transaction. The pop-up window looks like this:

It is not enough to remove this message quickly by pressing the OK button. After 5 minutes the same message will appear again. The purpose is to indicate very clearly whether you have read the message. Therefore, you have to activate the check box ‘I have read this message’ before pressing the OK button.


Every time a message is confirmed, this will be registered in the Fuel POS journal. In the example mentioned-below, a message was confirmed once without activating the check box ‘I have read this message’. The second time, this check box was indeed activated: # System 13-12-2006 10:24:40 # Warning of 13-12-2006 10:24:26 is confirmed by Peter Jackson on POS 1 Leak detected in tank 1 (Unleaded 98) on 13-12-2006 10:23 # System 13-12-2006 10:29:31 # Warning of 13-12-2006 10:24:26 has been read and confirmed by Peter Jackson on POS 1 Leak detected in tank 1 (Unleaded 98) on 13-12-2006 10:23

When a shift is open, the Fuel POS assumes automatically that the message is read and confirmed by the cashier who is working at that moment. When a shift is not open and someone passes the cash desk, reads and confirms the message, which is shown at that particular moment, the Fuel POS wants to know who has confirmed this message. Therefore, the Fuel POS asks this person to choose his user name in the list and then to insert his password; this is identical to the opening of a shift:


9. INDEX

- A -

Access level, 2-3 Article

Free, 4-11 Red, 4-10 Return, 8-41 Selection, 4-1 Unit price, 4-10

Article button, 4-1 Article name, 4-8 Article number, 4-6 Authorisation code, 6-14

- B -

Bar code, 4-6 BNA refund, 8-32

- C -

Cancel, 2-16 Car wash, 4-20 Card expired, 6-12 Card not allowed, 6-13 Card not yet valid, 6-12 Card symbol, 2-7 Card system error, 6-11 Cash, 6-1

Foreign currency, 6-4 Cash drawer limit, 8-57 Cheque, 6-7 Correct transaction, 8-47 Credit cards, 6-9

Prevalidation, 8-45 Credit exceeded, 6-14 Cross, 2-8 Currencies, 6-4 Customer blocked, 6-45 Customer card, 6-47

Card blocked, 6-48 Customer blocked, 6-48 Day limit reached, 6-48 Indoor payment not possible, 6-48 Maximum credit exceeded, 6-48 Not assigned to a customer, 6-48

product not allowed, 6-49 Customer identification

Blocked, 6-56 Customer blocked, 6-56 Day limit reached, 6-56 Maximum credit exceeded, 6-56 product not allowed, 6-56

Customer number, 6-40

- D -

Delayed payment Registration, 6-29 Settlement, 6-32

Deposit Return, 8-40 Sales, 4-17

Discount, 7-3 Dollar sign, 2-7 Drive off, 3-19, 6-70

- E -

Emergency stop, 3-8 Envelope, 2-2 E-Voucher, 4-22 Exclamation mark, 2-8 Expenses, 8-32 Extra payment mode

Settle, 6-7

- F -

Filling Selection, 3-13

Filling selection window, 2-10 Foreign currency, 6-4 Fraud alarm, 2-2 Function buttons, 2-13

- I -

I.O.U., 6-70 Interaction window, 2-12 Invoice payment, 8-21


- K -

Keyboard, 2-17 Keys

, 6-73 Backspace, 2-19 Card, 6-10, 6-47, 8-45 Cash, 6-1, 6-2 Display, 3-17 Enter, 2-19, 4-6 EPM, 6-7 Esc, 2-19 Prepay, 8-9 Price, 4-12 Quant., 4-14 Release, 3-1 Stop, 3-6 Subtotal, 5-14 Ticket, 3-21, 5-1, 8-48

- L -

List, 2-15, 2-18 Litre coupon

Settlement, 6-68 Local account, 6-37

Loyalty discount, 7-17 Lost product, 6-70 Loyalty, 7-11 Loyalty discount, 7-14 Loyalty points, 7-11

- M -

Male figure, 2-7 Maximum credit exceeded, 6-45 Messages and logo window, 2-2 Mouse, 2-15

- N -

Neutralisation, 2-7, 6-70 Nozzle, 2-2, 2-8

- O -

OK, 2-16 On-line authorisation failed, 6-15 On-line payment failed, 6-15 Open cash drawer, 8-55 Outdoor payment terminal

Display filling, 3-20 Overpayment not allowed, 6-12

- P -

Payment modes, 2-13 PIN code, 6-20 Points, 7-9 Prepayment, 8-9 Preset valve, 3-11 Product not allowed, 6-13, 6-23 Product restrictions, 6-13, 6-23 Prohibition sign, 2-8 Promotion, 7-6 Pump

Display data, 3-17 Emergency stop, 3-8 Follow a transaction, 3-17 Number of buffers, 2-9 Prepaid amount, 8-9 Prepaid volume, 8-9 Preset amount, 3-10 Preset volume, 3-10 Release, 3-1 Safety state, 3-2 Stop, 3-5

Pump mode Day/night, 3-12

Pump status window, 2-5 Pump test, 2-7, 6-70 Pumpmode

Blocked, 2-3 Day/night, 2-3

- R -

Receipt Keep, 6-9, 6-18, 6-39 Layout, 5-2 Print, 5-1

Receipts, 8-21 Rectangle

Blue, 2-5 Calculator, 2-5 Green, 2-5 Grey, 2-5 Red, 2-5 Yellow, 2-6

Red pump number, 2-8 Reduction valve, 3-11


Remote control, 3-9 Return not allowed, 6-23

- S -

Safe drop, 8-32 Savings card, 7-18 Scale, 4-25 Selection window

Fillings, 3-13 Shift

Close, 8-5 Lock, 8-6 Open, 8-1 Unlock, 8-7

Signature check, 6-17 Simplified invoice

Print, 5-4 Spanner, 2-7 Stoplist, 6-12

Subtotal, 5-14 Suspend a transaction, 8-43 Sysdef, 6-11

- T -

Touchscreen, 2-13, 2-15 Transaction window, 2-11 Transaction, correction, 8-47

- U -

Unit price Blocked, 4-13

Unknown card, 6-11, 6-48 Unknown customer, 6-45, 6-56

- W -

Weigh, 4-25

Fuel POS – Sales screen User manual Version 24 February 16 ... · Tokheim is not liable for any...

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Transcript of Fuel POS – Sales screen User manual Version 24 February 16 ... · Tokheim is not liable for any...