This section describes the specifics of arranging lottery games in CStoreOffice® the same way they are arranged on the display rack, as well as illustrates the mechanism of entering and maintaining the lottery ticket count.
When you enter the lottery count, make sure you select the last shift or the day prior to enter the information. You will need to accept the shift before making edits to the Count page for that shift, otherwise it will be deleted after you accept the shift.
Performing a lottery count on a store level
This video presents the process of performing a lottery count on a store level.
Arranging Lottery Games and Counting Lottery Tickets
- Select a location (station) and click Data Entry > Lottery > Count in the CStoreOffice® menu bar.
- Select the date.
- Specify the criteria for entering items into the system:
- Name
- UPC: It is recommended to select this option to eliminate possible mistakes during entering the data with similar lottery names.
- Select if you want to enter a regular lottery game or one for the vending machine by selecting one of the following options:
- Common: Select this option to enter a regular lottery game.
- Vending: Select this option to enter a vending machine game.
- In the Position column, select the game position number. When you enter a game into the form, make sure the position number matches the location of the game on the display rack.
Vending can be turned on if needed by Petrosoft, all tickets sold would need to be entered manually.
To set the alert notifying you on the cases when lottery tickets are sold with empty ticket serial number and rack position, go to Alerts > Alerts Setup > Sales > Lottery.
- Click the top line in the game form.
- In the UPC Name column, enter or select the name of the game or UPC, depending on the option selected in step 4.
- In the Serial column, enter the serial number manually or select it from the list. The serial number must match the number of the game you have for sale.
- In the Close Inventory column, enter the number of the games remaining in the pack after the sales for the displayed shift.
- In the Sold Out column, select the check box if the game is sold out. You can select it later when all tickets for this lottery game are sold out.
- Check the ticket price. If it equals to zero, go to the Game Setup form to set the lottery ticket price. Otherwise, the lottery ticket with zero retail cannot be added to the Count form.
For information on how to edit the ticket price, see Editing the Existing Lottery Game.
- In the Tickets Sold column, enter the number of the sold tickets.
- In the Total Shifts Sale column, view the amount for the tickets sold.
- At the end of the game row, click Enter.
- Proceed the same way with the next game.
- When you arrange all games and enter the number of tickets within them, click Save.
Alternatively, you can switch the form to Advanced mode and enter the first ticket number and the current ticket number. The number of sold tickets will be calculated automatically.
Once you save your lottery games, the Cash Register is updated — the Lottery Net Sales data is added to the station's Total Sales and goes into the Lottery Cash field.
You can control the lottery tickets sales by the lottery ticket number and the ticket's position in the display rack.
For details, go to Sales Alerts > Lottery sales without Serial Number or Positions.
How to keep the Count page up to date
- Verify the ticket sales for the shift against the physical store records.
- If a discrepancy is noticed, click Edit and adjust the number of sold tickets to reflect the correct number of sold tickets.
- Repeat steps 1-2 until the number of all sold tickets is correct and click Save.
How to edit the lottery count
- Select the game by clicking it and then click Edit.
- Edit the parameters you need and then click Save.
How to mark tickets as sold out
Make sure to not have the same UPC ticket on more than one position (with the exception that one UPC is sold out and being replaced with the same UPC). CStoreOffice® doesn’t decipher by serial number from sales and it’s possible that some sales will pull from the wrong position.
- Select the game by clicking it and then click Edit.
- For a sold out ticket, select the Sold out check box and then click Enter.
- Click Save.
Result: The position of the current ticket is changed to 0 so that you can enter the replacement ticket details.
- On the next available line, enter the details for the replacement ticket for that corresponding bin, including the new serial number for the new pack of tickets.
- Click Enter.
- Click Save.
How to delete the lottery entry from the count
To delete the lottery game entry from the lottery count, select the game by clicking it, and then click Delete.
Before entering the lottery sales data in the Lottery Count form manually, make sure the Calculate lottery instant ticket sales option is enabled in the CStoreOffice® cash register settings. Otherwise, manually entered lottery sales data will not be displayed in the Lottery Sales and/or Instant Tickets Sales and Inventory reports.
For details, see Advanced Settings, Lottery Sales, and Instant Tickets Sales and Inventory reports
Interpreting Lottery Sales Results
At the bottom of the page is the summary to the lottery ticket sales results.
The lottery sales information is presented the following way:
- Instant Tickets Sold. Instant lottery ticket sales amount through a specific point of purchase. At the moment, CStoreOffice® supports online ticket sales from a vending machine on POS counter (Common) or from a separately standing vending machine.
- Total Common Tickets Sold. The total amount of instant ticket sales for all points of purchase. This field is read only, its value is automatically calculated from the instant tickets sales for each vending machine.
- Online Tickets Sold: Online lottery ticket sales amount through a specific point of purchase. At the moment, CStoreOffice® supports online ticket sales from a vending machine on POS counter (Common) or from a separately standing vending machine.
- Total Online Tickets Sold: The total amount of online ticket sales for all points of purchase. This field is read only, its value is automatically calculated from the online tickets sales for each vending machine.
- Tickets Paid Outs. Payout of the winning tickets.
- Total Lottery Net Sales. Total lottery sales (both instant and online) from all points of purchase minus paid outs.
You can enter the sales amount for a current shift through a vending machine selected on top of the Lottery Count form.
If instant ticket sales through a separate vending machine are zero, the corresponding field in the summary form is hidden unless you select Vending Machine. Instant ticket sales through Common vending machine are always displayed and editable, no matter which vending machine you select.
You can enter the sales amount for a current shift through a vending machine selected on top of the Lottery Count form.
If online ticket sales through a separate vending machine are zero, the corresponding field in the summary form is hidden unless you select Vending Machine. Online ticket sales through Common vending machine are always displayed and editable, no matter which vending machine you select.
The sales sum includes not only the ticket sales listed above, but also the sales of the unscanned items (most likely, non-scanned instant tickets), which were made as direct or department sales. That means the sum of the ticket sales from the table above and the sum of total sales might differ. In order to balance the lottery sales, you should manually put the non-scanned lottery tickets in the Count form.
