IVFDF: Inter Varsity Folk Dance Festival

From IVFDF

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(Created page with '=User Guide= ==Introduction== The till system was initially developed for IVFDF 2008 by Brian Quinion to handle giving tickets to people who had bought tickets in advance, and sā€¦')
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==Install/Setup==
==Install/Setup==
The till server is provided as a virtual machine image by the Archivist he/she/they will provide you with a url to download it from.
The till server is provided as a virtual machine image by the Archivist he/she/they will provide you with a url to download it from.
 +
 +
In order to run the Virtual Server you will need to download and install Virtual Box (https://www.virtualbox.org/wiki/Downloads).  Once Virtual Box is installed you import the till server image (File=>Import Appliance).
 +
 +
All the settings should now be set correctly for the Till Server except for one which you will have to change (as it's different for ever host). 
 +
 +
Select the

Revision as of 16:33, 19 February 2014

Contents

User Guide

Introduction

The till system was initially developed for IVFDF 2008 by Brian Quinion to handle giving tickets to people who had bought tickets in advance, and sell tickets during the festival.

The till system today is still there to handel those two functions, however it's now more integrated with the IVFDF shop wordpress plugin and provides real-time reporting on sales.

Usage

Collecting Pre Booked Tickets

The till system will have stored the details of all the tickets sold on-line prior to the festival. When a customer want to collect their tickets (and T-Shirts etc) the process is quite simple.

The till screen is divided into 2 half's, the left half handling search, the right half deals with quantities.

The General Case

When a customer arrives to collect their tickets they should have with them their booking letter. The booking letter has a barcode that can be scanned in to find their ticket.

To scan in the barcode you select the search box with the mouse, place the barcode scanner over the barcode and pull the trigger. The customers order should then appear under the search box, you then click on the select button next to the customers order.

Once the order is selected the quantity half of the screen (on the right) will update to show you how many of each kind of ticket the customer bought. Once you've given the customer all their tickets you press the collected button. This marks the order as collected so it can't be collected a second time.

The customer forgot to bring the booking letter

If the customer has forgot their booking letter you can search on other details to find their order. You can search by the name of the person who booked the tickets, or their email address or phone number.

Once you've found their order you just click select and deal with it as you would for the barcode.

Partial Collection

If once you've found a customers order they don't wish to collect part of it now (e.g. I bought a ticket for me and a friend can I just take mine now ? ) the till system can do this. In the righthand half of the screen you can adjust the quantities, you simple reduce the quantities to be the same as what the customer wants to collect now. Then click collect.

This will mark the order as partially collected, and the next time the order is selected it will only allow the outstanding amounts to be collected.

Making a new sale

Not every one will have bought their ticket in advance, some people want to buy a ticket during the festival.

The righthand half of the screen has a list of all the things a customer can buy, with pricing for waged un-waged etc and a quantity box for each type. Using the + and - button you can change the quantities to match what the customer wants. The total price is updated at the bottom of the product list. Once you've given the tickets to the customer and taken the money press the buy button.

If you are sharing a till with someone else never clear their order or change it, just get the customer to wait until the other person has finished with the till. As sales only get recorded once the buy button is pressed if you don't wait you risk the system loosing track of sales, making the financial data incorrect.

Admins Guide

Introduction

The admin guide is intended for whom ever is setting up the till system at each festival. It's broken in to two sections covering the initial install/setup of the till system, and administrating the till system once it is setup.

Install/Setup

The till server is provided as a virtual machine image by the Archivist he/she/they will provide you with a url to download it from.

In order to run the Virtual Server you will need to download and install Virtual Box (https://www.virtualbox.org/wiki/Downloads). Once Virtual Box is installed you import the till server image (File=>Import Appliance).

All the settings should now be set correctly for the Till Server except for one which you will have to change (as it's different for ever host).

Select the