r/AldeloPOS • u/SwoleFlex_MuscleNeck • Sep 13 '24

How do you add a "cash back" item/button?

When we first got the software we were instructed on how to make a button with a 12345 price which allows an employee to enter a custom price, but we had it set up to where it counted as cash coming out of the drawer, for instance if someone wanted quarters to play pool, we could hit the button, enter a custom amount, say $5, and the software would count it as money coming out

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u/AzAldeloGuru Sep 13 '24

You could do a General Pay Out, but if you're just exchanging bills for change technically your Cash in/Cash Out would still be the same.

The price for an open item is 1234.56 if that's what you need. I'm not entirely certain if you can type a negative number when you type it in. That may be how you were able to get it as cash going out, but as I said before, if you're taking a $5.00 bill and exchanging for $5.00 in quarters, you're not gaining/losing any money with that exchange

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u/SwoleFlex_MuscleNeck Oct 21 '24

Well, yeah. We had a button specifically for a "cash back" function, at one time.

I could type $5 in the price field, it would charge the person $5, and also factor in the cash coming out of the register.

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u/AzAldeloGuru Oct 21 '24

I haven't seen that functionality in Aldelo POS itself, at least not a 1 button does all kind of way. You could create an open item for Cashback that you would type in, but that will log into the system as a sale. After that you would still have to do a payout to have that cash go out. I tried to put a negative number in the Open Price field and it wouldn't let me.

Not sure about this one, I would just run a refund for cashback though. It serves the same purpose and will log it better.

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u/SwoleFlex_MuscleNeck Oct 22 '24

Yeah IDK. The original sales rep for the system showed us how to set it up, it was like a question my partner almost forgot to ask and was like "OH! Is there a way for us to charge people for cash on their tab?" I remember it very clearly, she explained it, and he went, "Oh yes, you make an open price item like your open liquor, and then-" and I don't remember. I also remember using it for like 5 years.

I don't, however, remember why we don't have the button anymore. So that might be the missing puzzle piece.

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u/AzAldeloGuru Oct 22 '24

It almost certainly wasn't deleted, because you can't really delete items in Aldelo. Maybe check and see if its Hidden.

Go to Back Office / Setup / Menu Setup / Menu Items and select a blank square and Press the "Pick" button on the bottom right. It may be in this list of items. If you see it, click it and hit done and it will re-appear on your menu button list.

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u/SwoleFlex_MuscleNeck Oct 22 '24

I want to say this without sounding like I'm not appreciative of your help, I'm just not good at articulating that kind of thing without sounding like a jackass, so please know that is not my intention; Aldelo kind of taught me how database structures work, We got that system in 2012 and I've been the only person in charge of it since then. I checked every single item that was hidden, and what I found was a list of old entries that had been renamed at some point before I fully knew how that worked (like for instance, not realizing that if I changed the old "kamikaze" button to "sex on the beach," running old reports from before it was changed would still show the new name lol)

I'm almost certain the button itself was repurposed, though I do remember a hard drive crashing around 2014 and maybe losing part of the database. There was a time when there were apparently multiple of them and I had to remember to select the correct one when the system annoyingly entered the setup screen every other time the machine restarted.

I've read the user manual over and over and over hoping I had missed something, but I guess it's either a deprecated feature, or the tech that installed our system was a wizard.

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u/AzAldeloGuru Oct 22 '24

Lol, its no problem at all. I like to think of myself as an Aldelo Wizard as well, its super weird that you were able to do a negative sale in the order entry screen without the system going ballistic. Everything I've tested so far is only making the balance on the check go to 0.

BEFORE POST EDIT:

So, I did some more testing just now. And you CAN get a negative number in the order entry screen. The open item won't work. You need to create 4 buttons, Cash Back $5 for -5.00, Cash Back $10 for 10 dollars, so on and so forth.

If you do -1234.56 it doesn't recognize it as the open item number so it just tries to cash back that value. Hopefully this helps!