Lay-by Operation

 

Touch > New Lay-by (#220) and Open Lay-by (#221) POS Key

 

Description

 

These features are used to manage the purchasing of goods by Customers on Lay-by.

 

In a multi-Store environment it is possible to put Products on Lay-by in one store and make Lay-by payments in other stores. The SwiftPOS Touch terminal is effectively creating a new Account in the SwiftPOS Back Office and receiving the payment deposit against the same Account. This means that from a sales perspective that the sale is effective the day that the Product is placed on Lay-by and the payment processed against that Account. Depending on how your business accounts for GST/VAT/TAX at the end of the month can be determined by reporting on the summary of goods that are currently outstanding on Lay-by Accounts. If a customer has multiple Lay-bys then their details will appear in the search screen for each individual Lay-by that has been created.

 

To Be Considered

 

  1. If required, restricting access to these POS Keys can be managed by Clerk Security.

 

Pre-Requisites

 

  1. The Lay-by feature requires the NetPOS.Net service to be running and also the SwiftPOS Touch terminal must be connected to the SwiftPOS Back Office to function successfully. Without a connection it is not possible to create a Lay-by account and receive the Lay-by deposit.
  2. Ensure the Function New Lay-by and Open Lay-by POS Keys are added to the appropriate Layout using the Keyboard Designer.
  3. Ensure the relevant Lay-by Account Number range and other settings have been set here.
  4. Ensure the printing of any Lay-by terms and conditions are configured here.
  5. The Auto Allocate POS A/C Payment setting in Global Preferences must be selected for this feature to work.
  6. This feature requires the SwiftPOS Member/Accounts module to operate correctly.

 

Operation

 

  1. To Create a New Lay-by

 

  1. Scan or select the Products that are to be placed on Lay-by.
  2. Optional, add a Customer/Member to the sale.
  3. Select the New Lay-by POS Key to open the New Layby Customer Details screen. If a Customer/Member was added in step 2 above, then their details will be retrieved and displayed here to avoid the re-entry of details unnecessarily.
  4. Enter the Customer/Member's details.

 

New Layby Customer Details Screen


This screen is accessed from here.


  • Customer Information - Displays/Enter the Customer/Member's details. Note : The Surname, First Name, Address (First Line) and Contact No are mandatory in order to create a new Lay-by Account.
     
  • Deposit - Displays the Initial Deposit amount the Customer/Member will need to tender for the Lay-by to be created.


  1. Confirm with the Customer/Member the initial deposit required for the Lay-by to be created.
  2. Finalise the Lay-by by accepting the deposit payment.
  3. A copy of the Receipt is placed with the Products that are stored on Lay-by.
  4. The Customer/Member gets a copy of the Receipt with the payment of the deposit.


  1. Making a Lay-by Payment

 

  1. To make a Lay-by payment select Open Lay-by POS Key to open the Lay-by Search screen.

 

Lay-by Search Screen


This screen is accessed from here.


  • Search - Enter the Customer/Member's full/partial Surname, First Name, Address or Contact No., to search for the Lay-by Account.


Grid


Displays a list of Lay-by Accounts returned by the search. Select one to view the details.


  1. Enter the Customer/Member's full/partial Surname, First Name, Address or Contact No., to search for the Lay-by Account.
  2. Select the Lay-by Account being paid to open the Layby Details screen.

 

Lay-by Details Screen


This screen is accessed from here.


This screen displays the details of the Lay-by and the outstanding Balance.


  • Payment - Select to make a payment to the Lay-by Account.


  1. Select the Payment button and enter the payment amount being paid.
  2. Finalise the payment.
  3. When the Payment is received in full then the Products can be collected by the Customer/Member.


  1. Refunding a Lay-by


    1. Refund the Customer/Member the amount paid to date in full, by:

      1. Retrieve the amount paid (Payment Total) to date, by:

        1. Selecting the Open Lay-by POS Key to open the Lay-by Search screen.
        2. Entering the Customer/Member's full/partial Surname, First Name, Address or Contact No., to search for the Lay-by Account.
        3. Selecting the Customer/Member's Lay-by Account to open the Layby Details screen.
        4. Make a note of the Payment Total amount displayed on the Layby Details screen.
           
      2. Refund the Customer, by:

        1. Select the Refund POS Key.
        2. Select the Customer POS Key and select the Lay-by Customer/Member being refunded.
        3. Select the Account Payment POS Key and opposite the Charge Account entry displayed in the Live Payments screen, select the keyboard icon and enter the amount (Payment Total noted above) to be refunded.
        4. The amount entered should now appear as a negative value in the sales grid.
        5. Finalise the refund, and refund the Customer/Member the Payment Total amount.
           
    2. Pay the Lay-by in full, by:

      1. Select Open Lay-by POS Key to open the Lay-by Search screen.
      2. Enter the Customer/Member's full/partial Surname, First Name, Address or Contact No., to search for the Lay-by Account.
      3. Select the Lay-by Account being paid to open the Layby Details screen.
      4. Select the Payment button and enter the Balance amount displayed in the Layby Details screen.
      5. Finalise the payment.
         
    3. Refund the Products to ensure SOH Levels are adjusted, by:

      1. Select the Refund POS Key.
      2. Scan or select the Products that were placed on Lay-by, to ensure the Inventory SOH levels are corrected.
      3. Finalise the refund.

 

Lay-bys in Australia

 

What is a Lay-by sale?

 

A lay-by is a convenient and inexpensive way of buying goods. It is offered by many traders and is an alternative to using credit cards or store cards.

 

With a lay-by there are no credit charges to be paid. However, the consumer doesn't receive the goods straight away. Consumers select the items they wish to buy and enter into an agreement with the trader to pay a deposit and the remainder of the cost in regular instalments. When the goods are completely paid for, the trader gives the items to the consumer.

 

Lay-bys are generally used for goods available in stock and can be used for goods being made to order, but it is not advisable to enter into a lay-by for unseen goods. It would be better to wait until the finished goods arrive at the store.

 

Terms and conditions

 

The paperwork for a lay-by sale is important as it sets out the arrangement between the consumer and the trader in a legal document. The time frame for the lay-by is flexible and could be anything from a few days to some months. It is entirely up to the consumer and the trader to decide. The trader is then obliged to hold the goods for that agreed period of time.

 

The lay-by statement

 

When a lay-by is made the consumer must get a written statement in the form of a sales docket or a receipt. This is sometimes called a 'lay-by statement'. The information contained in this paperwork should outline the terms and conditions of the lay-by agreement, including:

 

  • the purchase price of the goods
  • any deposit paid and the balance outstanding
  • the dates on which instalments are due
  • any cancellation charge that may apply
  • the date by which the final instalment must be paid.

 

It is a good idea for consumers to ask about the lay-by conditions before deciding to use this facility.

 

What if there is no written lay-by statement?

 

If there is no written statement but there is a verbal agreement between the consumer and trader, a lay-by could still exist. Providing the consumer has their receipts, they still have the same rights. Verbal agreements are difficult to prove and enforce so consumers and traders should always confirm details of their lay-by in writing.
 

Can goods on order be purchased on lay-by?

There are no legal restrictions to prevent consumers and traders entering into a lay-by agreement for goods being made or on order. In the case of goods being made, regular payments by the consumer may allow the trader to meet ongoing manufacturing expenses. However, it is not advisable to enter into a lay-by agreement for unseen goods. It is better to wait until the goods arrive in the store and then purchase them.
 

Inspection of goods

 

A trader does not have to allow consumers to inspect the goods while they are on lay-by unless it is specified in the lay-by statement. However, if it is convenient, many retailers will oblige.
 

Cancelling a lay-by

 

A lay-by can be cancelled by either the consumer or the trader depending on the circumstances outlined below:

 

Cancellations by consumers

 

Consumers may cancel a lay-by at any time before the goods are delivered without giving a reason. If the trader won't accept the cancellation in person or by telephone, consumers should put it in writing to them. There may also be a cancellation charge involved.

 

Cancellations by traders

 

The trader can only cancel a lay-by and keep the cancellation charge if the consumer does not honour the lay-by agreement (such as being late with a payment). The trader must firstly notify the consumer in writing or by telephone, and give them at least 7 days to fix the problem. The trader can't demand full payment before the date set down in the lay-by statement.

 

Cancellation charges

 

A cancellation charge is an amount of money that the trader can ask to be paid if a consumer decides to cancel the lay-by before the agreement has finished. The cancellation charge must be specified in the lay-by statement.

 

Section 60L of the Fair Trading Act says a cancellation charge cannot exceed the sum of:

 

  • an amount sufficient to recoup reasonable selling costs (including storage costs and administrative expenses) in respect of the lay-by; and
  • an amount equal to the loss of value of goods - but the seller has to prove the value of the loss.

 

The Australian Retailers Association recommends an amount between $25 and $30 per lay-by, but some traders may charge more or less.

 

A consumer is entitled to a full refund only if:

 

  • there is no written lay-by statement
  • there is no specified cancellation fee on the lay-by statement
  • the lay-by statement is misleading or deceptive
  • the trader breaches any terms of the agreement
  • the goods are not available as agreed in the lay-by statement

 

Can consumers get a refund?

 

Once the lay-by has been completely paid, the transaction under the lay-by conditions is finalised.

 

If for some reason a consumer decides to seek a refund, the trader will consider this in the same way they would if it was a non lay-by purchase.
 

Case study

 

Jeremy's shoes

 

Jeremy had a pair of shoes on lay-by for three weeks. He decided to cancel the lay-by because he had seen another pair of shoes that he preferred in a competitor's store. He approached the shop's manager, asking for a complete refund of the money he had paid so far. The manager told Jeremy that he could only have a part refund because he would be charged a fee for cancelling the lay-by.

 

Jeremy took the matter to the Office of Fair Trading where it was revealed that the retailer had disclosed the cancellation fee to Jeremy at the beginning of the lay-by (on the lay-by statement).

 

Jeremy was informed by the Office that because he had been provided with this information up-front, he was entitled to only a part refund.

 

Further Information

 

http://www.fairtrading.nsw.gov.au

 

Sample Receipt Footer for Retail Stores

 

For a refund, please retain your receipt as proof of purchase. If you change your mind on a full priced item, the return should be made within 30 days of purchase, except lay-bys which should be returned within 7 days of collection.

 

Where items are faulty, have been wrongly described or do not do what they are supposed to, you are welcome to choose between a refund, exchange or credit note.

 

We don not refund or exchange if you simply change your mind on sale items that have been permanently reduced, garments that have been worn or are not in their original condition unless they are faulty, wrongly described or do not do what they are supposed to.

 

To protect your health and the health of others swimwear, underwear and pierced earrings cannot be refunded or exchanged unless they are faulty, wrongly described or do not do what they are supposed to.

 

We are not responsible for the loss or theft of gift Vouchers or credit notes and therefore they are not replaceable. Gift Vouchers or credit notes are not redeemable for cash.

 

Related Topics

 

  1. Accounts
  2. Customer/Members
  3. Global Preferences - Auto Allocate Payments
  4. POS Configuration Index - Account/Customer/Member Configuration
  5. POS Operation
  6. POS Operation Index - Account/Customer/Member Features
  7. Touch Toolbar and Tools
  8. Terminal Settings

 

Published 28 Mar 2024