August 17, 2020

Quick Reference – Sales

The Point Of Sale screen

The primary screen of the app, where sales and orders are processed. The guide shows commonly used buttons and options for creating a sale and taking payment.

1 – Main Menu

Administration of system settings, reports, log file, employees, Log off, payments and printer settings. 

2 – Expand sale screen

Removes left main category list for more sale icons

3 –  Search product

Search product by name, barcode, supplier product code

4 – Scan barcode

Sell product by scanning barcode of item. Uses iPads camera as a scanner. The barcode must exist in Products Barcode field.

5 – Delivery type

Build various collection of your products. In-store purchase (takeout), Pickup for telephone orders, Delivery and user defined. Each option displays further selection eg. Delivery asks for customer address details.

6 – Customer

Search existing or add a new customer, create an Account customer

7 – Main invoice options

Add a Note for this sale, Park the Sale to finalise later, Delete entire invoice, or if in an existing invoice then tap New Sale to leave the existing invoice.

8 – Edit product

Items being Sold. Tap to Edit selection – more details below

9 – Discount for all items

Enter a percentage to offer a discount to All items. Sell items first then enter discount percentage

10 – Pay

Tap to continue to Payment selection page.

11 – Master Category

Top level category for items being sold.

12 – Sub Category

The sub category under master category

13 – Products or services

Products or services you provide to your customers

14 – Tile or List view toggle

Change from Tiled view to List view. Use the List view if your product names are long.

Sale – Edit product

After selecting an item, tap on the product to make changes to price, discount, quantity or add notes.

1 – Edit selected product

Tap the product to make changes to selected product.

2 – Quantity

Quantity defaults to one. Change the quantity being sold. 

3 – Sale Price

The sale value customer will pay. Includes taxes. Tap to change the price to higher or lower which will calculate the discount

4 – Discount

Tap to offer discount on this product only. Enter a % of discount. Or change the Sale Price and discount will be calculated automatically.

5 – Delete

Delete this this item from sale

6 – Edit selections

Edit variants or add-ons. The Edit button will only appear for items that has Variants or Add-Ons.

7 – Notes

The notes will appear on Order docket print. Enter a note for customers special requirements

8 – Discount entire invoice

Sell all items first, then enter a discount on All items sold. This overrides individual discounts.

9 – Pay

Tap the Pay button to continue to Payment tender page.

Payment Tender

Close the sale by accepting a payment from the customer. Once payment is accepted, the invoice cannot be modified, you can only Refund the sale in History. To keep the invoice open, use the Park Sale for future changes to the invoice. Payment buttons will produce a receipt

1- Payment Tender Types

Ask customer how they wish to make payment for their purchase and tap one of the options, or
tap Park sale if customer wishes to make payment later. Open the parked sale with History search option. 

2- Split payment

If customer decides to make payment by more than one pay type Or split the bill, then enter an amount then proceed with type of payment.

3- Total amount of invoice

Total amount payable by customer. If Split payment, will display the remaining balance

4- Payment types

Apart from Cash and Eftpos, you may see other options appearing.
For example. If you select an Account Customer with PrePaid amount, the screen will display a new Green button PP with remaining of their balance to use for payment for this invoice. If you select a Customer who pays at the end of month (with a credit account) Then will display a Red On Account button with current Outstanding, and can add this invoice to the existing account.

A Surcharge on a payment type may also display on payments. Typically, card service charge. Check your government for advice.Moto payment for cards – MX51 eftpos may also display Moto to take a payment when card is not present.


5- Park Sale

Parking sale simply means, the invoice is not finalised. Once you Park sale, go to History to Open the same invoice, to add or edit the invoice details. For example, in a Restaurant, the customer requires Table service, after each order, Park the sale until at the end when they are ready to make payment.

Payment by Cash

Cash payment includes functions to calculate the change to be given back to the customer

1- Exact Amount

Customer has correct cash amount. Tap the Amount and then tap Pay button (number 2)

2- Pay

Button finalises and Closes the sale.

3- Display

Information page to display. In the settings, change the timer as to how long this information is displayed. Default is 10 seconds. Provides time to ask if customer wants a receipt (for those that do not print receipt as a default).

10- Calculate Change

When you require to calculate change, use the money denominations as a calculator. In this example customer pays $10, tap 10 and the Change is calculated.
Keep pressing the denominations to increase the payment value. For example, customer pays $25. Tap 20 then 5.

Customer pays $47.5. Tap 20, 20, 5, 2, 05. Simply tap the notes and coins being given by the customer.

11- Clear entry amount

Tap once to clear the Last selection, Tap twice to clear all selections.

12- The Change

Amount to be paid back to customer.

History search

Use History to view past sales, Re-print customer receipts or Station Print order dockets and  open a Parked sale to add or remove items.

1- Search History

Search options allows a quick view of each sale by its Status. Select one or more statuses to view. To refresh the latest list, tap search button.  The search options will be saved and will remain until the options are changed. For example, to see only Parked sales on this device, select parked, select the date and search. The next time you enter this page, it will reload the list with the latest transactions.

2- Tap for options

Tap any of the records to view further options. The selection of buttons will change according to its status. For example, select a Parked Sale, then tap OPEN and continue the sale to add more orders.

2.1- Delete

Option to delete the entire invoice. This option is only available while in Parked and Open status. 

2.2- Station Print

Prints order dockets to various persons within the business. Use the station print to re-print the orders. The printout will display a warning message if a duplicate copy is being printed.

2.3- Open invoice

Available only on status Parked. Opens the invoice to modify the sale.

2.4- Receipt

Opens a preview of the invoice to either print or email.

3- Status

OPEN : Each new sale starts its status as Open, and will remain as open until a Payment type is selected.
If you decide to leave an open invoice and start another invoice, then tap the top right menu option and select New Sale, this will keep the status as open. Use History to edit the sale at a later time. The invoices without Payment are displayed as Open.

CLOSED : The invoice is finalised and cannot be Opened or Deleted.  A REFUND button will appear on selection of an invoice that is Closed. Use the Refund option to reverse the transaction. Or print details of invoice. The printout will display payment type. More details on Refund below.

OUTSTANDING : Amounts highlighted in red are unpaid invoices. It is a sale to a customer that is marked as On Account and will make payment at the end of month. Once customer pays either update by tapping the Outstanding button or the accounts person will use the Reports > Outstanding section to accept multiple invoice payment.

PARKED : The parked status means the customer may add more items to the invoice. The invoice can be Opened to add or remove products. Example of usage, table orders in a restaurant where the customer orders throughout the night, on each order use the History to Open the invoice, add more orders then Park the sale until the customer is ready to make a payment. On acceptance of payment the Parked status will change to Closed.

REFUNDED : The refund given to customer. The refund may be from a sale from a past date. To view which invoice, tap the Original Invoice button.

Refund option

The Refund allows you to reverse a sale giving customer back a full or a partial refund. 
Once a sale is closed, you cannot delete or modify it.  The only option is to Search for the invoice in History and use the REFUND option

1- Partial refund

To refund selected items, tap on each item to refund. The selected items will display a tick, then tap the Refund button.
Screen will advance to Payment button to choose a payment type then produce a receipt for customer.

2- Full invoice refund

Tap the Refund button to go to payments page to process the refund. If you do not tick items, then the whole invoice is presumed to be refunded.
On Payment page, you may Cancel and Delete the refund transaction to come back to above page to re-select items.

Open and Close Register

This section keeps a track of the days earnings and used to reconcile the days takings. At the beginning of the day, Open the register and enter a cash float amount  At the end of the day, Close the register and compare the actual earnings against the ClickPOS app. Any discrepancies are to be attended and fixed before Closing Register.

The close of register will produce printout of the days takings and should be kept for future reference. Each shift should be enclosed in an envelope and passed onto the accounts person for banking and processing.

Open Register

At beginning of shift/day, open the register by tapping Register Closed and enter a cash float. Count the cash float to enter the exact amount (The amount of cash to start the day in the cash register). Then begin making sales.

1- Register Closed

The register is closed from previous day, so tap to Open the register

2- Open Register

Tap the Open Register button to enter a starting cash amount.

3- Starting Cash amount

Count the Cash amount being used as a daily float amount and enter the amount. Add any Notes such your name or if the float amount is less than what it normally is.

Add or Remove cash from Register

During the day the management may Add or Remove Cash from the register. Tap Register Opened to enter the amount being added or removed. The printer will print a docket, the manager should sign the docket and insert into the cash register to help with the reconciliation at the end of the day. Repeat the process as many times required during the day. System will print the transactions at the end of the days closing printout

1- Remove Cash

Cash taken out of the register. After busy hours the management removes cash and inserts the print docket into the register with a signature on the docket.
The cash can be also taken out for emergency purchases to keep business running. The purchase detail should be noted on the docket.

2- Add Cash

The manager may also add cash to the register if running low on a particular denomination.

Close Register

At the end of the day Close the register. By Closing, the count resets to zero balance for the following days trading. The purpose of Closing the day is to reconcile the actual money against the ClickPOS system. Identify and action the discrepancies of open invoices that has no payment against them

1- Cash Count

The Expected Cash amount Includes the Opening Float amount. So count the entire cash in the cash drawer, and enter the amount into Counted column by tapping the amount field.

If there are differences, make a note explaining the issue.

2- Eftpos Settlement

For those that have integrated Eftpos, you may find a Settle button. Tap the Settle button to settle the shifts Eftpos takings. The system will fetch all Eftpos transactions directly from the banks system and prints the transaction result. For non integrated Eftpos, the pin-pad will include options to settle.
Compare the Total of the banks receipt to the ClickPOSs Eftpos column. If there are discrepancies, investigate using the dockets  Eftpos printed on each transaction.
Enter the Total amount of the Settle report into the Counted column.

3- Discrepancy

There should be no discrepancy unless invoices are left open purposely. If there are discrepancies, tap the discrepancy column to view all invoices with discrepancies. Go back to History and finalise the invoice by taking a payment or delete as required to balance the day.

4- Notes

Enter notes for any variances.

5- Close and Print

To finish the day, Close the register. System will display a printout for you to bundle with other receipts. Either print the Summary list or if you’d like to track each transaction use the All transactions.
Sign your name onto the printout.