Selling at the POS

Ringing up a sale: scanning and searching, the basket, prices and discounts, taking cash, card, gift cards and points, receipts, today’s sales and looking an item up.

Getting around the POS

Needs the permission Use the POS.

Once somebody has said who is serving, the POS shows a row of big buttons under their name. Each one is a screen, and every screen is one tap from every other:

• Sell: ring up a sale.
• Collect: hand over click and collect orders. A red number on it shows how many are waiting to be prepared.
• Return: take something back and refund it.
• Look up: check an item’s sizes, stock and when it was sold.
• Today: the day’s counter sales.
• Drawer: the cash drawer.
• End of day: today’s figures for the whole shop, and whether every drawer balanced.

The thin bar above them shows who signed the POS in and which POS register it is, with the buttons for the receipt printer, the customer screen, full screen and brightness, and Sign the POS out at the end. See Setting up and signing in to the POS.

The basket is kept while you move between screens, and if the page is reloaded. It is emptied when the sale goes through, when somebody taps Done serving or Sign the POS out, or when the browser is closed.

Tip: You can check a size on Look up or deal with a collection while a customer’s items are in the basket, then come back to Sell and carry on.

Scan or search for products

Needs the permission Use the POS.

The box at the top of the Sell screen says Scan a barcode, or search.

• With a barcode scanner: scan the item. It goes straight into the basket. This works even if you last tapped somewhere else on the screen.
• By name or SKU: type part of the name or the SKU and tap Find (or press Enter). A list of up to 24 matches appears. Tap the right one to add it.
• Typing a full barcode or SKU exactly adds that item straight away, the same as a scan.

Each match shows its price and how many this shop has: N here, N held for orders (on the shelf but already paid for by a customer), or None here. A match the shop cannot sell any of, because the shelf is empty or every one is held for an order, is greyed out and cannot be added.

Scanning the same item again adds one more of it rather than a new line.

If nothing matches you see Nothing found for and what you typed. Check the spelling, or try the SKU on the label.

Scan with the camera

Needs the permission Use the POS.

A tablet without a barcode scanner can use its camera. When the search box is empty, the button beside it says Scan.

1. Tap Scan. The camera opens.
2. Hold the barcode in front of the camera.
3. When it reads the code, the camera closes and the item is added to the basket.

• The first time, the browser asks to use the camera. Allow it.
• If the Scan button is greyed out, this browser cannot read barcodes with the camera. Use a barcode scanner or type the code.
• The camera is not available. Allow it for this site, or type the code instead. means the camera permission was refused. Allow it in the browser’s site settings.

Using the keypad

Needs the permission Use the POS.

Amounts of money are typed on the POS’s own keypad. There is no decimal point: the digits fill in from the right, like an old POS.

• Type 1 2 5 0 for 12.50.
• Type 2 0 0 0, or 2 0 then 00, for 20.00.
• The key with the arrow deletes the last digit.

Tip: Percentages and points are typed as plain numbers: 1 0 is 10 per cent or 10 points.

Change the basket

Needs the permission Use the POS.

Each line in the basket shows the quantity, the product, its size or colour and SKU, and the line total. Nothing happens with a single tap by accident: tap a line first to open it, then use the buttons inside.

• + and −: one more or one fewer. The quantity cannot go below 1; to take an item off, void it.
• Price: sell this item at a different price (see the next section).
• Void: take the line off the sale. The POS asks to confirm; tap Void the line, or Keep it to change your mind.
• ×: close the line again.

Below the basket you see the Total, with the VAT inside it (Includes … VAT), and a big button Take followed by the amount.

If a line asks for more than the shop can sell, a red note under it says how many can be sold, before you take any payment:

• Only N can be sold — the rest are held for and an order, for example R-1234, waiting to be collected: some of the shelf is already paid for by a customer who is coming for it. None can be sold means all of it is.
• Only N can be sold from this shop, or None left to sell at this shop.: the shelf does not have that many.

Take care: While a line has a red note, the Take button is greyed out and the POS asks you to take the quantity down. Stock held for a customer’s order cannot be sold at the counter. Lower the quantity, or ask a manager whether the order can be changed in the dashboard.

Tip: There is no "empty basket" button. To start over, void each line, or tap Done serving (which also signs you off the POS).

The POS holds one basket at a time. There is no way to park a sale and ring up somebody else in between.

Sell an item at a different price

Needs the permission Change prices and give discounts at the POS.

You need Change prices and give discounts at the POS on your role. Without it the Price button is not shown on a basket line.

1. Tap the line in the basket.
2. Tap Price.
3. Type the new price for one item on the keypad. The label shows what it normally costs.
4. Tap Sell at and the amount.

The line then shows the new price and what it was. To undo it, open the line, tap Price, then Back to the normal price.

The change is recorded on the order with your name, so a manager can see later that the price was changed and by whom.

If a line already has a changed price and the person now serving cannot change prices (for example the basket was started by somebody else), the line offers Back to the normal price instead of Price. Otherwise the sale is refused with … can't change prices or give discounts. Ask somebody who can to take over the POS.

Tip: To take money off the whole sale rather than one item, use Discount on the payment screen instead.

Give a discount on the whole sale

Needs the permission Change prices and give discounts at the POS.

You need Change prices and give discounts at the POS on your role. Without it the Discount button is not shown on the payment screen.

1. Tap Take to go to the payment screen.
2. Tap Discount.
3. Choose A percentage or An amount.
4. Type it on the keypad.
5. Type the reason in Why, for example "Damaged stitching". A reason is required.
6. Tap Take … off. The total goes down.

The discount shows on the payment screen with its reason and what it came to. Tap the × beside it, or Discount then Remove the discount, to take it off.

• A percentage over 100 is capped at 100.
• The reason and your name go on the order, for whoever reviews the day.
• The screen facing the customer shows the discount.
• A discount cannot be given while the POS is offline.

Take a cash payment

Needs the permission Use the POS.

1. Tap Take and the amount.
2. Tap Cash.
3. Type the money the customer handed you on the keypad, or tap Exact if they gave the exact amount.
4. Check the Change figure.
5. Tap Take … in cash.
6. Give the change shown on the Sold screen.

If the amount typed is less than the total, the POS shows how much short it is and will not let you finish.

Where the shop rounds cash (in the Netherlands, for example, to €0.05), the payment screen shows Cash rounding and the amount To pay: €9.98 is asked for as €10.00, €9.97 as €9.95. Exact and Take … in cash use the rounded amount. Only cash is rounded; a card pays to the cent. The receipt shows the rounding under the total, and the drawer expects it. See Time zone, dates, language and currency to change it.

Tip: Open the cash drawer on the Drawer screen at the start of the day, so cash sales are counted against it. See Cash, the drawer and end of day.

Take a card payment

Needs the permission Use the POS.

The POS does not talk to the card machine. You put the payment through the card machine yourself, then tell the POS it was paid by card.

1. Tap Take and the amount.
2. Key the amount shown under To pay into the card machine and let the customer pay.
3. Wait until the card machine says the payment is approved.
4. Tap Card on the POS.

Take care: Tapping Card records the sale as paid straight away. The POS cannot check with the card machine, so only tap it once the machine has approved the payment.

Take care: If the POS refuses the sale after the card has already been charged (for example because the price changed or the last one was sold), do not charge the card again. Fix the basket, start the payment again and tap Card. If the total has changed, settle the difference with the customer.

Split a payment between cash and card

Needs the permission Use the POS.

1. Tap Take and the amount.
2. Tap Split cash and card.
3. Type the cash part on the keypad.
4. The POS shows Cash and On the card. Put the card part through the card machine.
5. When the card machine approves it, tap Take … cash and … card.

A split cannot give change. If the customer hands over more cash than the whole sale, the POS says so: take it as a cash payment on its own instead.

Sell a gift card

Needs the permission Use the POS.

Gift cards are sold like any other item: scan or search for the gift card product and add it to the basket. The line says Code shown on screen when the sale goes through.

To email the code as well, open the line, tap Email it, type the address and tap Save it. Leave it blank if the customer does not want it emailed: the code is then only shown on the screen when the sale goes through.

When the sale goes through, the Sold screen shows each new gift card code in a dashed box, with its value and whether it was emailed.

Take care: The code is not printed on the receipt. Write it down or read it out to the customer before you tap Next customer: if it was not emailed, that screen is the only place it is shown. Anyone holding the code can spend it.

A gift card cannot be sold while the POS is offline.

Take a gift card as payment

Needs the permission Use the POS.

1. Tap Take and the amount.
2. Tap Gift card.
3. Scan the code, or type it and press Enter.
4. The card is added. It shows what is on it and what will be left, or that it will be emptied.
5. If something is still owed, the screen now shows Left to pay. Take the rest by Card, Cash or a split, or add another gift card.
6. If the gift card covers everything, tap Finish — paid by gift card.

• A card never pays more than is owed. Whatever is left stays on the card.
• Nothing comes off the card until the sale goes through. To take a card off the sale, tap the × beside it.
• No gift card with that code., That card has been cancelled. and There is nothing left on that card. mean it cannot be used.
• If the card was spent somewhere else in the meantime, the sale is refused with That gift card no longer has enough on it. Read the balance again.
• Gift cards cannot be used while the POS is offline.

Loyalty points

Needs the permission Use the POS.

When the shop runs a points scheme (the Loyalty points add-on, from Add-ons, set up in Loyalty), the payment screen has a Points button. The customer’s phone number is how the POS finds their points; it is the only way to attach a customer to a counter sale.

1. On the payment screen, tap Points.
2. Type the customer’s phone number and press Enter. If they have no account yet, one is started for them.
3. The POS shows their balance and how much they could take off this sale.
4. To only collect points on this sale, tap Done, earn on this sale.
5. To spend points, tap an amount, All of it, or Custom to type a number of points. Then tap Use … points.
6. Take the rest of the payment as usual.

• Points buy whole euros. The screen says how many points take a euro off, and an amount is rounded down to a whole euro.
• If the points cover the whole sale, tap Finish — paid with points. If points and a gift card cover it between them, the button says Finish — paid with points and gift card.
• Nothing comes off their account until the sale goes through. Tap the × beside the points to take them off the sale.
• Somebody else clears the number so you can type another. Cancel leaves points out of this sale altogether.
• The screen facing the customer never shows their phone number or points.
• Points cannot be looked up, earned or spent while the POS is offline.

After the payment: change and receipts

Needs the permission Use the POS.

When the sale goes through, the POS shows Sold, the sale’s reference and the total. If change is due, it is shown in large figures under Change.

• If this POS register has a receipt printer set up, the receipt prints by itself. Print receipt again prints another copy.
• If it has no receipt printer, the Receipt button opens the receipt as an A4 page in a new tab, to print or show the customer.
• If printing fails you see The receipt did not print. Try the Print receipt again button. Tap Print receipt again, and check the printer (see Offline, printers and the customer screen).

Tap Next customer to start a new sale.

The POS cannot email a receipt.

If the sale is refused, the POS goes back to the basket with the reason, for example The payment does not add up to the total. Start the payment again — the basket may have changed. Nothing has been recorded. Check the basket and take the payment again.

Tip: To leave the payment screen without paying, tap Back to the basket. Anything scanned while the payment screen is open is not added; the POS says Finish or cancel the payment first.

Undo a finished sale

Needs the permission Use the POS.

There is no button to cancel a sale once it has gone through. To undo it, take the items back on the Return screen and refund them. See Returns and collections at the POS.

See today’s sales

Needs the permission Use the POS.

Tap Today for the counter sales made today. Use it to check whether a sale went through, or to reprint a receipt.

• The first tab, named after the shop, shows every counter in the shop. Just and this POS register’s name shows only this counter.
• At the top: how many sales, what was Taken, what was Refunded, and the totals for each way of paying.
• Each sale shows its time, reference, how many items, who sold it, which POS register, how it was paid, and anything refunded.
• A sale taken while the POS was offline also shows receipt and the OFF- number the customer was given.
• A cancelled sale is struck through and left out of the totals.
• The receipt button at the end of a row opens that sale’s receipt as an A4 page, to print again.

To find one sale, type its reference or OFF- number (or part of it) in the box above the list and tap Find. Only the list is narrowed; the totals are still for the whole day. Tap Show all to see every sale again.

For any day other than today, use Orders or End of day in the dashboard.

Look up an item: sizes, stock and when it was sold

Needs the permission Use the POS.

Tap Look up, then scan the item or search for it. The POS answers two questions at once: what this shop has of it, and when it was sold.

• Every size and colour is listed with its price (and the old price if it is reduced) and how many are here. If some are held for customers’ orders, it says how many are on the shelf and who they are held for.
• Tap another size or colour to see that one’s sales instead.
• Tap Sell beside a size to add one to the basket. The POS takes you to the Sell screen.
• Under When this one was sold you see every sale of that exact item, at the counter and online: the date, how long ago, which POS register or customer, how many, and whether any have already been refunded.

The price shown against each sale is what the customer paid for one. That is what a refund is based on, not today’s price.

No record of this one being sold. can mean it was bought before this system was in use, or that it is a different size or colour. Tap the other rows to check.