Entering a Purchase or Loan

Even without the police requirements it is important to capture all the relevant information concerning customers, particularly those selling you second hand goods, leaving consignments or borrowing. The last button on the left Purch/Loan will open up the screen that handles these transactions.

Once you click on it the Purchase/Loans screen will open.

The screen has a set of buttons running along the top. They are organized into three groups. The left most one navigates you through your records and allows you to search. The center ones allow you create and amend records. The right most ones allow you to print agreements, void records and the like.

We will work through granting a loan, but purchasing second hand goods or taking goods on consignment is essentially the same. All you have to do is select the transaction type when asked.

Entering a new transaction

Click on New and the screen will go live and allow you to enter a transaction.

The first thing you will need to do is choose a transaction type. Click on the triangle in the right hand corner of the Transaction Type entry box and select Pawn Pledge. Then hit Tab. Normally use the Tab key to move from box to box.

The system should default to the default staff member. If it does not, or if you you want to select another staff member, click on Staff Number and select the member of staff handling the transaction. Then hit the Tab key. You will move into the Customs Reference Box. If you import goods you have to use this box if you don't want to obtain all the personal ID info on the person you bought from. In this tutorial we are dealing with a domestic transaction so leave this box blank and hit Tab again.

Adding a customer

Now we are going to add a customer as we go, but if the person you are dealing with is an existing customer all you have to do is to click on the ... on the right hand end of the Number entry box and a Customer Lookup table will open where you can select the customer and click OK. Back to our new customer, click Add Customer. Don't forget the regulation consider the human being stood on the other side of your counter as your customer. It doesn't matter if the goods are their's or belong to someone else.

Enter the family name, given names and birth date if required. Read the notes which will tell you if you have to record a date of birth. Click OK. Next you have to add an address for the customer. Click Add Address.

Enter the details requested until you get to the suburb, then use the Select/Suburb/State/Postcode button. Click on it.

Click OK. Now we have to add an ID. Click on the Add ID button.

Don't forget if you accept some form of ID that doesn't have the customer's address, signature, photo and date of birth you will be asked by the system to provide a second ID. In this tutorial choose a drivers license and NSW as the state, put anything you wish into the ID Number entry box and Name Printed On box and complete the form by selecting Yes on all the radio buttons. Click OK.

Entering an organization

Fortunately for us the customer owns the goods. So you can leave the radio button at its default. If the customer were not the owner you would select the other radio button and a screen would appear allowing you to enter the owners details. Try it. Clue - click on Add Organisation, once you have

Entering a different purchase date

If you acquired the goods before you enter the purchase you should change the date in the acquired section to the actual date of purchase. It defaults to 'today' so if you are updating your records the same day no action is necessary.

Entry the details of the goods

Next you should move on into the body of the table on the form. In order to show more of the functionality of the system we are going to lend money on an item of jewelry, but don't forget if you are dealing with an existing customer you can use the Past Pawn button to find and enter the details relating to goods you have already had in pawn in the past.

Now to work across the table:

Select a Location for the goods.
Normally, if you are lending you wouldn't enter a price per item but if you are buying you have to.
Choose an item class, this time jewelry - watch.
Tab to the item name and it will self-fill with 'watch'.
Now you may notice that the Jewel is live. Click on it.
As you can see a lot of detail has to be collected for jewelry items. Just work through the form entering sensible data. Don't forget to use the drop downs at the right hand end of the entry boxes to see the normal options. When you have done, click Accept.
Continue to work across the table. Enter 'Rolex' and Tab.
Enter 'Oyster' and Tab.
Now we come to an interesting part of the table, any serial numbers on the item. Here the regulations require you to make the entry twice. First select what type of serial number there is. This time we will choose Serial Number. When you hit Tab you will notice a new screen will appear:

Enter a serial number, say 12345 and Tab
You will notice the number is starred out but you are in the next entry box. Type 54321 and click OK. You will see that the system warns you the numbers differ and when you click OK the number are revealed. Type 12345 and click OK.
The system asks you are there addition serial numbers. Lets say this watch has 'a123' on it as well. Click Yes

Click on New and make the entry, then click OK.
Lets assume there is the inscription 'I Love You' and enter it.
You would not normally enter any information in the description field.
If this were a car or boat and you are in NSW you should check if someone else has lent money on it at REVS. Keep a record of the date you got that certificate nest.

Entering details of the loon

Now click with the mouse on the Loan Amount entry box on the bottom line of the form. Enter 100 and hit Tab. You will notice that your default terms of business will self fill the next three entry boxes. If you wanted you could change them or, if you have more than one standard terms of business, you could select another terms of business.

Completing the loan

Now click Accept. You have finished the data entry but we should go on and print the pawn ticket. Click Print A little confirmation screen will appear:

Click OK and a preview screen will appear. Print off as many copies as you require by clicking on the printer icon and selecting the print number.

You have finished a loan transaction. Click here to move on to the tutorial on how to make a sale or redemption, or here to return to the main tutorial page.