IN BRIEF
iClassPro provides multiple ways to review Point of Sale (POS) activity, including financial reports and a detailed Purchases Log in the Office Portal. These tools allow administrators and staff to review transaction details, fulfillment status, charge information, and gift purchases, as well as make limited edits or process returns when permitted.
Overview
Point of Sale purchases can be reviewed at both a high level and a detailed transaction level. Reports provide summarized sales and inventory data, while the Purchases Log allows staff to review individual transactions, view fulfillment status, access charge details, and take action on eligible purchases.
These options are helpful for:
- Reviewing daily or historical sales activity.
- Verifying fulfillment of physical products.
- Investigating specific family or transaction records.
- Managing returns and adjustments when necessary.
Accessing the Feature
Point of Sale purchase information can be accessed in two primary ways:
- Reports: Used for summarized sales, inventory, and charge data.
- Purchases Log: Used for reviewing and managing individual transactions.
Navigation paths for each option are outlined below.
Step-by-Step Instructions
Available Point of Sale Reports
The following reports are available under REPORTS>FINANCIAL:
-
Category List Report
- Lists charges by charge category and charge date.
- Commonly used to identify individuals charged under a specific category.
- Includes details such as:
- Family name
- Charge date and due date
- Charge title
- Amount charged
- Tax charged
- Paid amounts
- Remaining balance
-
Point of Sale: Sales (FIN-19)
- Generates a list of product sales within a specified date range.
- Useful for reviewing sales totals and individual product performance.
-
Point of Sale: Inventory on Hand (FIN-20)
- Displays products in the system along with inventory quantities as of a selected date.
- Commonly used for inventory tracking and reconciliation.
Using the Point of Sale Purchases Log
The Purchases Log provides transaction-level detail for all Point of Sale activity.
- From the main navigation menu, go to USER MENU>POINT OF SALE>PURCHASES.
- Review the list of Point of Sale transactions, which includes:
- Date
- Family name
- Location
- Number of items purchased
- Subtotal
- Discounts applied
- Sales tax
- Total paid
- Fulfilled status
- Select the down arrow next to a transaction to view expanded details, including:
- Specific products purchased
- Quantities per product
- Price paid per item
- Subtotal per product
- Fulfilled status for each item
Fulfilled status options include:
- Unfulfilled: The order has not been picked up.
- Partially Fulfilled: At least one item in the order has not been picked up.
- Fulfilled: All items in the order have been picked up and the order is complete.
Important Note: Purchases made from the Office Portal Point of Sale screen are automatically marked as Fulfilled. Staff can update this status if needed.
Using Purchase Filters
Filters can be applied to narrow the list of displayed transactions:
- Date Range
-
Status
- Unfulfilled
- Partially Fulfilled
- Fulfilled
- Gift Recipient (purchased online for someone else)
-
Guest Checkout
- Indicates the purchaser was not logged into the Customer Portal at the time of purchase.
-
Source
- All: Displays purchases from both the Office Portal and Customer Portal.
- Point of Sale: Displays purchases made from the Office Portal only.
- Customer Portal: Displays purchases made from the Customer Portal only.
- Location(s)
The search field can also be used to locate a specific transaction by family name.
Viewing Purchase Details
- Select a purchase record to view all related charges and payments.
- Review individual line items associated with the purchase.
If an item was on sale at the time of purchase:
- The actual price paid is displayed.
- The original price appears with a strikethrough for reference.
Important Note: The Purchases screen lists Point of Sale purchases recorded on family ledgers. It does not indicate whether payment has actually been applied to the item(s).
Editing an Existing Purchase Record
Editing options depend on staff permissions.
- Staff with Point of Sale Price Override permission or Admin Access will see an edit (pencil) icon next to charge items.
- Selecting the edit icon opens the Edit/View Charge screen.
From this screen, eligible staff can:
- Remove a payment application from the charge.
- Edit existing charge details, including:
- Program associated with the charge.
- Charge Category associated with the charge.
- Charge Title or Line Item Title.
- Discounts applied to the charge.
- Add a new Discount or Promo Code line item to the charge.
Staff without the required permissions:
- Can open the Edit/View Charge screen.
- Cannot modify charge details.
- Can only remove a payment application from the charge.
Returning a Point of Sale Purchase
- Locate the transaction in the Purchases Log.
- Select the red Return Purchase button next to the order ID.
- Follow the prompts to process a full or partial return.
For detailed instuctions on making a Point of Sale return, see How Do I Process a Point of Sale Return?
Gift Purchases Made in the Customer Portal
Gift purchases made through the Customer Portal are identified as follows:
- The Type field displays Order (Gift) when viewing expanded charge details.
- A Gift icon appears with the transaction.
Hovering over the Gift icon displays:
- Gift recipient name
- Contact information
- Optional gift message
Troubleshooting & FAQs
-
Why does a purchase show in the Purchases Log but not appear paid?
- The Purchases Log reflects transactions recorded on family ledgers but does not confirm whether payment has been applied.
-
Why can I view a charge but not edit it?
- Editing requires Point of Sale Price Override permission or Admin Access. Without these permissions, only payment removal is allowed.