Back office help centre

Getting started

Create an account

To get started sign up for a Saledock account, we'll ask you to create a back office password which you'll use to access the back office.

When you sign up for an account your back office will be automatically created. We'll automatically:

• Populate the My account page
• Create your user and admin user role
• Create your first store, warehouse and receipt template - just add your logo!
• Create a default tax rate - add as many as you need

You can edit all of the populated information from the Settings section.

Login

Open your web browser and go to the Saledock back office. We advise saving this URL as a favourite or adding a shortcut to your home screen/desktop for easy access. Login using your email address and password or tap the Forgot password? link to reset your password. A reset link will be emailed to your account, tap the reset password link within the email and update your password. Once reset tap Back to back office to display the login view, login using your email address and new password.

My account details

Your business address and details to will be automatically added to the My account view within your back office when you sign up to Saledock. These details are used for billing and contact purposes. The VAT number, if provided is shown on sales receipts.

Staff accounts

Store setup

Add store details

To add stores go to Settings > Stores. A list of stores associated with your account are displayed, ordered by date created (newest first). Search for a store by store name, email address and phone number. To add a store tap Add store in the top right. Add the store name, address, phone number, email address and store prefix. A store prefix is displayed at the start of each order number. Specify if you wish to Track inventory for the store. Trackable inventory means you will be able to add stock quantities to each product. Finally, add the store opening hours and tap Save, a warehouse is automatically generated upon store creation.

Warehouses

To add additional warehouses go to Settings > Stores. A list of all warehouses across all stores are shown with a number assigned to each to indicate how many product items are associated with that warehouse. Tap the Add button to add additional warehouses with the option to track inventory.

For warehouses with trackable inventory you will be able to add stock quantities, re-order quantities and re-order points per product and view a low stock report. If none of your store(s) track inventory you will not see these features.

Registers

To view the registers associated with a store, go to Settings > Stores. Tap a store to view the registers associated with that store. On each POS device you will need to register the device to access the application. Once a device is registered the register name given will be displayed within the register list so you can keep track of all registers associated with an individual store. To remove a register uninstall the POS application from your device.

Tax rates

To define tax rates, go to Settings > Tax rates. To create a tax rate tap Add and give the tax rate a name and percentage then tap Save. The first character of the name will appear on sales receipts to indicate the VAT category. Tax rates can then be specified when adding/editing a product.

Receipt setup

Receipt template setup

To create a receipt template go to Settings > Stores. Tap the Add button within the receipt templates section to create a new template. Add a receipt template name, assign the template to a store(s), add your business logo (preferably black and white) and any footer text, this could be as simple as a "Thanks for shopping with us!" or a brief summary of your returns policy. By default the order barcode and notes are displayed on the receipt. Deselect each checkbox to hide the barcode and/or notes. Tap Save to create the template. The VAT number provided within My account and the store name, prefix, address and contact details from the assigned store will be automatically added to your receipts. The receipt template section shows a list of all templates with a number to indicate the number of stores assigned to the template. If there are no stores assigned you will see a icon, tap the icon to delete the template.

Email receipt setup

To customise your email receipts and order confirmation emails (if you have an online store) go to Settings > Customise. You can customise the theme colours, add a business logo and display social media icons on your email receipts. Select the social media channels you have and add a URL for each, only selected channels will be shown on the receipt. The logo will appear at the top of the email receipt and the theme colours chosen will generate the link colour, social media block background colour and footer background colour. Your business address and contact details will be automatically displayed in the footer. Tap Save to update the email receipt template.

The logo and colour scheme set here, will also be displayed on your PDF receipts, invoices, stock movements and transfers.

Payment method setup

Supplier setup

To setup supplier information go to Settings > Supplier setup. By default the supplier list shows all suppliers ordered alphabetically by name (A-Z). Search for a supplier by name, email address, phone number. The list displays the Name, Email address, Assigned products, Stock count and Stock value at cost for each supplier. The Name and Assigned products columns are also sortable.

Import and export suppliers

For guidance on bulk importing and exporting suppliers, please refer to the supplier import section of the help centre.

Add a supplier

Tap Supplier in the top right of the supplier list view to add a new supplier. Fill in the supplier details as required. Only the supplier name is mandatory but if you wish to use the purchase order feature please complete all fields. The information provided will be used on the purchase order PDF and the order will be sent to the specified supplier email. Tap Save to save the supplier.

View a supplier

Tap the supplier name to view the supplier information. Tap Save to save any amendments or Delete to delete the supplier. A supplier can only be deleted if there aren't any products assigned to that supplier.

Product setup

Product setup

Before adding products, you can define the following lists. By defining lists prior to adding products, a the dropdown list for each field will be pre-populated, allowing you to quickly add products.

• Categories
• Sub-categories
• Brands
• Colours

To setup product information go to Settings > Product setup. Within each tab input the item and tap Add to add it to the list. The number next to each item indicates the number of times the item is used. If the item is not in use you will see a icon, tap the icon to delete the item. When defining a sub-categories, first specify the category it falls within before adding the sub-category name.

To change the order in which categories appear in the POS application, tap and hold the icon displayed to the left of each category. Drag and drop each category into the preferred order.

Adding products

By default the product inventory list shows all products grouped by supplier. Tap the All stores button to filter by a specific store, and All suppliers to filter by a specific supplier. Search for a product by brand, SKU, model no., product name and category. The Brand, SKU, Model no., Name and Category columns are also sortable. The last column displays a variant value indicating how many variants each product has. The icon is shown for a composite product to represent a group of products rather than the number of variants. Tap the icon to display a quick summary of the product, including total quantity and total stock value. Tap the product SKU to view the full product information.

Import and export products

For guidance on bulk importing and exporting product, please refer to the product import section of the help centre.

Bulk edit products

For guidance on bulk editing existing product prices and details, please refer to the product import section of the help centre.

Add a product

To add a new product tap Product in the top right of the list. First, select the product type:

• Single product - Standalone product
• Variant product - Product with colours and sizes .etc
• Service product - Service or labour. Inventory levels are not tracked
• Composite product - eCommerce only. Collection of multiple products

Next, complete the basic product information:

• Supplier, brand and category
• SKU - Auto-populated but can be overwritten
• VAT % - Pre-selected based on the default rate specified in Settings > Tax rates
• Name - Product name
• Description - Displayed on the POS and eCommerce site
• Tags - Used to created tag specific promotions, loyalty schemes and promo codes
• Point of sale quick key - If selected, the product will appear on the first quick key category displayed on the POS
• Image - Single or multiple product images
• Tile colour - Select a colour to colour code product tiles displayed on the POS
• Loyalty - Select to earn loyalty points for a product

The supplier, brand, category and sub-category options are pre-defined in the Product setup and Suppliers views. Select a pre-defined option, or start typing to filter to the list. If there are no matching results tap the Add new: [item] to quickly add the new option. Tap Save to create the product.

Next, specify the product availability per store and online, if the product is discounted, and the following information:

• Variant SKU - If applicable. Internal unique identifer
• Model number - If applicable. The number specified by the supplier
• Cost price
• Barcode - Auto-generated by default
• Package details - eCommerce only. Input the package weight and dimensions. If the product is a variant, you have the option to copy the weight and dimension to all other variants
• Price (inc VAT) - Price charged to the customer
• Discount price - If product has been selected as discounted
• On-hand - The quantity in stock. Once stock is assigned to a store you cannot unassign the store whilst there is stock assigned to it. Either transfer the stock to a different store or archive the product if it is no longer available to sell
• Re-order point - At what stock level should the product appear in the low stock report
• Ideal quantity - Stock quantity you wish to maintain for this product

If the product is available online, the product will be displayed within the Online store > Publish products section.

eCommerce information Unified Plan

For guidance on eCommerce specific product information, please refer to the product information section of the eCommerce help centre.

Product image

If a product image is added, it is sync to the POS and displayed within the product tile. For Unified Plans, the image will also be displayed on your eCommerce site. Multiple images may be uploaded per product, drag and drop the images into the the desired order of appearance. Only the first image will be displayed on the POS application. Recommended image dimensions:

• Essential and Pro Plan - Upload a JPEG no greater than 100kb. Preferred maxiumum width is 250px. Aspect ratio 3:4 or 1:1
• Unified Plan - Upload a JPEG no greater than 200kb. Preferred maximum width is 840px. Aspect ratio 3:4 or 1:1

For a variant product, images per variant can be uploaded once the variants have been specified. Please refer to the Variant product section below.

Copy to all

If you have many stores or variants, product information such as the price can be copied to all stores and/or variants. Tap the icon per field to copy the value across to:

• All stores
• All sizes
• All colours
• All stores and variant options

Variant product

You'll need to specify the variants of the product before adding the price, quantity on hand, re-order point and ideal quantity. Under the Size and Colour variant fields, input the relevant variant. Add the variant into the input field and tap enter for each to create the variant. The variant will appear as a teal chip once it's been added. To add another variant type, tap Add option set, give the set a name and input the variants as you would a size or colour. All possible variant options will be generated beneath. To re-order the appearance of variants, drag and drop each chip into the desired order. This is the order the variants will appear in on your POS and eCommerce site. Variants can only be deleted if there is no stock assigned to that individual variant.

All size variant information within the accordion will be collapsed by default except the first size. Tap add_circle_outline within the colour variant header to expand the appearance of all size variants within that colour variant. Tap remove_circle_outline to collapse all.

If you wish to add an image for each colour variant tap the icon within the colour variant header. You do not need to add an overall product image as described in the Add a product section above if you wish to add variant images. Variant images will overide any other product images. Note: Variant images are available for colour variants only.

Colour swatches for your eCommerce site can also be added under the variant image section. Either create a swatch from a variant image uploaded, or create a swatch from the colour picker. On your eCommerce site, the swatch is displayed on the product list page and product page to indicate a product is available in multiple colours.

Service product

A service product is either a service you offer or a labour charge. Inventory is not assigned to a labour product. For a service product, add a variant (the types of labour), and the minimum price you charge for the service. For services, you may want to add these as Point of Sale quick keys for easy access. On the Point of Sale app, if a service product is added, the price and VAT rate can be overwritten by tapping the service tile once it is added to the order.

Composite product Unified Plan

When creating a composite product, select if you wish the products within the composite to be grouped by colour. Tap Save to create the product. Composite products are available on your eCommerce site only. To make up a composite product search for a product, matching results are displayed in a list by product name and SKU. Select a product to add it to composite. Repeat the process to add more products.

• All products added to the composite will be grouped by colour and displayed as several composite products on your online store
• If a product has multiple colours, all colour variants will be added and grouped by colour. Remove the colour variants you do not wish to include
• Suitable if you wish to sell a specific set of products with a single colour variant. For example, a suit could include a navy jacket, navy waistcoat and navy trousers
• If the suit is available in 4 colours, the composite product will be displayed 4 times on your online store; once per colour variant

• All products added to the composite will be displayed as one composite product on your online store
• If a product has multiple colours, all colour variants will be added. Remove the colour variants you do not wish to include
• Suitable if you wish to sell a specific set of products with multiple colour variants. For example, a gift set could include a brown wallet, green socks, and a black belt

Archive and duplicate

To archive a product view an individual product, tap Archive in the top right, a dialog is displayed asking you to confirm, tap Yes to archive the product. An archived product is only available from the product archive list and is not available to purchase via the POS application.

To duplicate a product view an individual product, tap Duplicate in the top right, a new browser tab will open with the duplicated product. All information is duplicated except for the product availability and stock quantities. Update as required and tap Save in the top right. When a product is duplicated the unique SKUs and barcodes are automatically generated.

Product archive

To view archive products go to the Product archive view within the Products area. The list displays only archived products. Tap an archived product to display the product information, this is be a read-only view with the option to unarchive. To unarchive tap Unarchive in the top right and the product will now be active and editable. The product will be move from the product archive list to the product inventory list.

Barcodes and labels

To use the batch label printing feature you will require the DYMO LabelWriter 450 or 550. For setup and how to use instructions please refer to the Label printer section on the Hardware setup page.

To view all product barcodes go to the Barcodes and labels view within the Products area. A list of all product variants are displayed with an assigned barcode, grouped alphabetically by supplier (A-Z). Tap All stores to filter by a specific store or All suppliers to filter by a specific supplier. Search for a product by brand, SKU, product name and category, the Brand, SKU, Name and Category columns are also sortable. The icon indicates that the barcode has been auto-generated.

Create barcodes

To change a barcode, filter the list to the product you wish to change. Tap the barcode input and the existing barcode will be cleared, either scan a new barcode into the field or manually enter it. If an existing barcode is added, a message stating The barcode is already in use will be displayed. Enter a different barcode or refresh the page to revert to the original barcode.

Batch label printing

To print a single barcode or batch print barcodes select the product variants you wish to print labels for. For batch printing tap the Select all checkbox in the table header to select all 20 products variants for that page, repeat the process on each page (20 shown on each page). A maximum of 100 labels can be printed at one time. By default 1 barcode label is printed per product variant, to increase/decrease the quantity update the Qty to print field for each product variant. Once the products have been selected tap Print barcode labels.

A panel displays a preview of each label to be printed with the DYMO LabelWriter 450 or 550 selected as the printer and the Standard 57x32 selected as the label template. There are 2 template options; the Standard 57x32 prints the store logo, the w/o logo 57x32 prints without the store logo. Tap Print within the preview panel to print the labels. If the label printer is not connected or powered on the Print button will be disabled and the label previews will not be generated.

Label template:

• Store logo (1st template only) - Generated from your receipt template logo
• Product name
• Colour variant
• Size variant
• Price
• Barcode

Promotions

Promotions apply both in-store and online. Multiple promotions can be applied to a single product so ensure you do not apply multiple promotions if you do not wish to give multiple discounts on a single product.

By default the promotions list shows all active promotions ordered alphabetically by name (A-Z), displaying the number of times each promotion has been used. Check Show inactive to show inactive promotions and Show expired to show expired promotions. Search for a promotion by name, the Name, Customer group, Start date and End date columns are also sortable.

Add a promotion

Tap Add to add a new promotion. Complete the following information:

• Promotion name - Add the name used to identify the promotion. On your POS device, the promotion name will be displayed on the product tile when the product is added to the order. On your ecommerce site, the promotion name(s) will also be displayed on each individual product page to indicate to customers a promotion is available. Keep it short, such as 3 for 2 on {brand} {category} or 20% off all {category}
• Start and end date - Specify the start and end date in which the promotion is valid. If the promotion has no end date, set the end date to years in the future
• Store availability
• Customer group - If the promotion is only applicable to customers within a certain group, select a group from the list
• Priority - Zero being the high priority, give each promotion a priority number in the event multiple promotions may apply to a product. The promotion with the highest priority will be applied
• Promotion is active - Checking this option means the promotion will be valid to use within the dates specified
• Promotion type - Specify if the promotion is basic or advanced. A basic promotion creates a discount and an advanced promotion enables promotions such as buy one get one free, 3 for 2 and 3 for £80 .etc

Tap Save to save the promotion. You'll now be able to enter the basic or advanced details for the promotion.

Basic promotion

Specify if the promotion is a fixed or percentage discount, state the value and the minimum spend required to receive the promotion. If you wish the promotion to only be valid on only certain products, brands, categories or tags select Apply to specific products or product types? Type in a product, brand, category or tag and select the relevant result from the list. Multiple can be added. Tap Save to save the promotion changes.

Advanced promotion

Advanced promotions are created in the following format:

1. When a customer buys {x} of the following {product, brands, categories or tags}. Input the number and types of products the customer needs to buy to receive the promotion.

2. If the promotion is only valid for 2 different types of products add a new condition. For example, the promotion could be buy a waistcoat (the first condition) and buy a jacket (the second condition) then get a tie free (specified below).

3. Specify the Then rule by choosing from the following options: pay a fixed price, receive a discount or get the following product:

• Pay a fixed price - Input the promotion price to be paid
• Recieve a discount - Input the promotional discount that will be applied. Specify if the promotion is a fixed or percentage discount, state the value and the minimum spend required to receive the promotion
• Get the following products - As with Step 1 specify the relevant products the customer will get for free or at a discount price. Select free or discounted, if discounted is selected specify the discount and required minimum spend

View a promotion

Tap the promotion name from the list to view the promotion information and the full sales history. The sales history shows all orders that have used that promotion. All fields can be updated and the promotion can be set to inactive if you no longer wish to use it, but don't wish to delete it if you plan to activate it again in the future. Tap Save to save any amendments or Delete to delete the promotion.

Gift cards

By default the gift card list displays all gift cards. Tap the All gift cards button to filter by only active or archived gift cards. Search for a gift card by the name. The Name, Price and Months valid columns are also sortable. Tap the gift card Name to view the full gift card information.

Once the gift cards have been created they will be automatically available to purchase across all stores. To display e-gift cards online, create a Gift card page under the eCommerce Site structure page. Please refer to the E-gift cards section within the Ecommerce help guide for more information about e-gift cards and displaying e-gift cards on your online store.

Both e-gift cards and printed gifts cards can be redeemed in-store and online. For in-store gift card purchases ensure you have already printed your gift cards so they are available to purchase. To purchase or redeem a gift card in-store please refer to Adding gift cards to an order and Pay by gift card located within the POS help guide.

Once a gift card has been purchased the gift card will become active, view all active gift cards from the Gift card report. Online e-gift card codes are automatically generated upon payment.

Saledock paper/card gift cards

To add a new gift card tap Gift card in the top right of the list. Specify the following:

• Gift card name - This name appears on the POS tile
• Months valid after purchase
• Can top up after purchase? - If selected you'll be able to top up every active gift card
• Specify gift card value? - If selected you'll be able to specify the gift card amount. For gift cards generated using Saledock please specify the gift card amount. For gift cards printed externally without a set value please leave the checkbox deselected. You'll be able to specify the gift card amount when purchasing the gift card.
• Terms and conditions - Max 60 characters. This can be a link to the terms on your online store or state if the gift card is non-exchangeable or non-refundable
• Point of sale quick key

Tap Save to create the gift card, once created the gift card name and price cannot be changed. Next, add the gift card images plus ecommerce information if you have an online store. Recommended gift card image dimensions:

• eCommerce gift card image - eCommerce ONLY. This is the gift card product image displayed on the product list and individual product page. Upload a JPEG no more than 200kb. Preferred maximum width is 840px. Aspect ratio 3:4 or 1:1
• Printed gift card image - Printed in-store ONLY. This is the image displayed on the printed gift cards. Upload a JPEG no more than 200kb, the size MUST be 330px(w) x 330px(h)
• e-Gift gift card image - eCommerce ONLY. This is the banner image displayed in the e-gift card. Upload a JPEG no more than 200kb, the size MUST be 600px(w) x 260px(h)

Your business information, logo and theme colours for the gift card and e-gift card are driven from the Customise view with the Settings area.

Plastic Card Hub gift cards

Saledock have partnered with Plastic Card Hub. Plastic cards can be purchased from our partner site. Simply pick a design or create your own. The value of the gift card is assigned at Point of Sale checkout at the point of purchase so you can opt to print one design or many to represent different values. Each gift card will have a unique barcode beginning with GIFT which can be redeemend both in-store and online. For online users, enter the barcode at checkout to redeem the gift card.

To create a gift card tap Gift card in the top right of the list. Only 1 gift card will need to be created in the back office. We recommend adding the gift card tile as a quick key for easy access. When creating the gift card specify the following:

• Gift card name - This name appears on the POS tile
• Months valid after purchase
• Can top up after purchase? - Recommended for plastic gift cards so they can be reused
• Specify gift card value? - Not required for plastic gift cards as the value is specified at checkout
• Terms and conditions - Not required for plastic gift cards as you create the gift card design. You can add an optional T&C's description on the back design of your gift card

Tap Save to create the gift card, once created the gift card name cannot be changed. For plastic gift cards, you can leave all remaining text and image fields blank. Codes do not need to be generated, this is for paper/card gift cards only.

Note: For eCommerce users, all gift cards sold online are e-gift cards, therefore digital. Create 1 gift card per monetary value as described in the paper/card gift card section above.

Archive

You can only delete a gift card if no codes have been generated. If codes have been generated the delete button will be replaced with an archive button. Archiving a gift card ensures no additional codes can be generated but any active gift cards may still be redeemed.

Sales history

By default the sales history shows in-store and online orders for the last 30 days, ordered by date (newest first). Tap All stores to filter by a specific store. Search for an order by order number and staff name (sold by), or filter by date and status. Specify a status or select either a pre-defined or custom date range to automatically filter the sales history list. The Order number, Sold by, Customer and Date columns are also sortable.

Export sales history

Tap then Export to export the current sales history view. Only the current filtered view will be exported.

View an order

Tap a sales order number to view the order information. The back office sales history is read only, to continue an order or refund/exchange please do so using your POS application. The full order details include the order status and date, sold by, store name, customer name, items purchased, payment history and internal notes.

For On-account sales a button to the invoice is available in the top right. Tap the button to view the invoice in a new browser tab in PDF format ready to download and print. For a complete list of on-account sales please refer to the On-account report within the Reporting help guide.

In the top right, tap to view a picking list, add notes about the order or add attachments.

Picking list

A picking list displays the full details of the order minus payments and prices. The picking list is displayed in a new browser tab in PDF format ready to download and print.

Add notes

If you need to add additional notes after the order has been created, add notes here. Each time a note is created, the date/time and author is displayed.

Add attachments

If you need to add attachments after the order has been created, add attachments here. A list of all attachments will be listed. To view an attachment, click one in the list and the attachment will be downloaded to your device. PDF's, documents, spreadsheets and images may be uploaded.

Customers and groups

By default the customer list shows all online and in-store customers from all stores ordered alphabetically by surname (A-Z). Tap All stores to filter by a specific store and All groups to filter by a specific customer group. Search for a customer by name, email address, phone number and postcode. The Customer, Sales value, Number of orders, Loyalty points, Group and Marketing columns are also sortable.

Tap the Group tab to view the customer group list. The list displays the customer groups and the number of customers assigned to each group. Search by group name.

Import and export customers

For guidance on bulk importing and exporting customers, please refer to the customer import section of the help centre.

Add a customer

Tap Customer in the top right of the customer list view to add a new customer. Fill in the customer details, optional notes and opt the customer into receiving marketing communcations and the loyalty programme (not available on the Essential Plan) as required. The first name and surname are mandatory. Tap Save to save the customer.

View a customer

Tap the customer name to view the customer information, full sales history, store credit balance, loyalty points and history (Pro and Unified Plan), on-account sales and limit (Pro and Unified Plan) and the items currently added to the customers wishlist (online customer). Tap Save to save any amendments or Delete to delete the customer. The customer will be deleted from the back office, POS devices and eCommerce site.

You can opt a customer into the loyalty scheme from the customer view in both the back office and the POS app. Points for each customer can be manually adjusted in the back office only. To add or remove points, and to view loyalty point history, tap in the top right and select Loyalty. Select Store credit to add and remove store credit and to view store credit history. Select On-account sales to add and remove an account limit and to view on-account sales. A link to each on-account sale is available in the list. You'll be able to view the PDF invoice from each sale in the back office.

Add a customer group Pro Plan

Tap Group in the top right of the group list view to add a new group. Create the customer group then tap Save to save the group.

View a customer group Pro Plan

Tap the customer group to view the group information and a list of customers associated with the group. Tap Save to save any amendments or Delete to delete the group. Assigned customers will revert to the default customer group of None.