POS app help centre

Add items to an order

To add an item to the order either:

• Scan the barcode of an item using a barcode scanner
• Scan the barcode of an item using the built in camera on your tablet or phone, if this option is available the icon will be visible in the top right of the sell view. Tap the icon to scan items using the built in camera. Upon first time use tap Accept on the permissions dialog allowing Saledock to take pictures and record video. Once accepted the camera will be active with a horizontal red line overlayed. To scan a barcode ensure the red line is over the barcode. If you don't see the camera view and instead see a white background restart the app and try again. This may happen on first time use only.
• Tap the product tile of an item
• Tap the icon to expand the search input. Type a minimum of the first three characters of the product name, the SKU or model number and press enter on your on screen keyboard to display results. Alternatively type the last 6 digits of a barcode to search for the product. If there are no matching results, a clear search button will be shown, tap this to clear the search input to try again. If you no longer wish to search for an item tap the icon to collapse the search input, the original view of categorised products will be displayed.

If a product has variants a popup will require you to select the variant(s) before adding the item the order. Once an item is added, the product will be shown on the order view. Remove the item by tapping the icon.

Payment information is shown beneath the order:

• Sub-total - Total order value including VAT
• Discount - Total discount if any
• Promotions - Total promotion if any
• Loyalty - Total loyalty discount if any
• VAT - Total VAT (VAT % per product is specified in the Saledock back office)
• Total to pay - The Sub-total value minus any discounts

Stock alerts

To enable the stock alerts feature, go to the Customisations section of the Settings. When an item is added to the order the following stock alerts are displayed:

• Out of stock - Item added to the order has a stock quantity of zero in the back office. This feature may be helpful if your in-store and online stock share the same warehouse. The last item may have been purchased online but yet to be picked and dispatched, this will alert the in-store cashier that the item has already been sold
• Last of stock - Last item in stock
• Only "x" in stock - If multiple of the same item is added to the order but only a limited quanitity in stock an alert is displayed. For example, if the cashier adds 6 of the same item but only 4 are in stock the alert will be displayed when 5 and above are added to the order
• Low stock - If a re-order point has been set for the item in the back office the alert is displayed if the stock quantity will be the same as the re-order point after the sale of that item. The alert will continue to be displayed until the Last of stock or Out of stock alerts take priority. This helps give better visibility of stock levels and encourages staff to check the low stock report in the back office

Product and stock availability

Once an item has been added to the order, tap the tile to view and updated the following:

• Product information - View the product name, SKU and description. From here the quantity, price (inc VAT) and VAT rate can be updated
• Sales history - From the product information section, tap the sales history button and the sales history view will be filtered to only include sales where that item was sold. Helpful if you do not have a customers order number or receipt and they require a refund/exchange
• Availability - View the stock quanitity per store
• Variants - View the stock quantity for all variants in that products for that particular store

Add Saledock gift cards to an order

To add a gift card to the order either:

• Scan the barcode of a gift card using a barcode scanner
• Scan the barcode of a gift card using the built in camera on your tablet or phone, if this option is available the icon will be visible in the top right of the sell view. Tap the icon to scan items using the built in camera. Upon first time use tap Accept on the permissions dialog allowing Saledock to take pictures and record video. Once accepted the camera will be active with a horizontal red line overlayed. To scan a barcode ensure the red line is over the barcode. If you don't see the camera view and instead see a white background restart the app and try again. This may happen on first time use only.
• If you do not own a scanner tap the gift card tile within the gift card category or on the quick view category (if the option has been selected in the back office). Manually enter the code on the gift card to add the gift card to the order.

Add Plastic Card Hub gift cards to an order

For gift card codes not generated within Saledock, such as plastic cards supplied by the Plastic Card Hub, tap the gift card tile on the sell view then scan or manually input the barcode on the gift card. Input the chosen value of the gift card and the gift will be added to the order. Process the payment and the gift card will be active with the value specified.

Check gift card balance

To check the status and balance of a gift card scan the barcode from the sell view. A dialog will display the status, expiration date and balance. If the gift card has not been activated, the gift card will be added to the order. If you do not own a scanner, add an item to the order, select pay by gift card and input the code to check the balance. Tap Cancel and Void the order if you only wish to check the balance.

Top up gift card

If top ups have been enabled from the back office you will be able to top up the gift card. To top up a gift card scan the barcode on the active gift card from the sell view. A dialog will display the status, expiration date, balance and top up amounts. Select a pre-defined amount or input the amount required. The top up will be added to the order, process the payment and the gift card will be updated with the new amount.

Add a customer to an order

To add an existing customer to an order tap the Search customer field. Type the first three characters of the customer’s name or email address to display a list of matching results. Tap a result to add the customer to the order. To remove the customer tap the icon to the right of customer name.

To view the customers store credit balance, number of loyalty points, and available loyalty rewards, tap the icon.

If the loyalty feature is enabled, scan the customer QR code and the customer will be automatically added to the order. If a customer is added to the order via search, you have the option to activate loyalty for that customer by tapping the icon.

To add a new customer directly to the order tap the icon, the add customer view will be displayed, add the customer details and tap the tick icon in the top right to add the customer to the order. The first name, surname and email address fields are mandatory.

Void an order

Tap the icon to void the order. A dialog is displayed asking you to confirm, tap Yes, void to void the order. This will delete the order completely and will not be available from your sales history. Depending on the role assigned to the user not all users will be able to void an order.

Add discounts to an order

Tap the icon to add a discount to the order. Add either a fixed amount or percentage discount to the order by tapping the or icon to set the discount type. Tap the icon again and set the discount to zero to remove the discount. Depending on the role assigned to the user not all users will be able to add a discount to an order.

The discount is proportionately applied to all items within the order. The price of each item in the order will be updated to reflect the discount.

Add discounts to an item

Tap the icon within an item tile to add a discount to the item. Add either a fixed amount or percentage discount to the item by tapping the or icon to set the discount type. Tap the icon again and set the discount to zero to remove the discount. If a discount has been added to an item the whole order discount feature will be disabled. Depending on the role assigned to the user not all users will be able to add a discount to an order.

Tap the icon within an item tile to override the price and VAT rate (if permissions allow) instead of giving a fixed or percentage discount. You can also change the quantity here too.

These features are disabled by default, go to the Customisations section of the Settings view to enable.

Add notes to an order

Tap the icon to add a note to the order. When creating a receipt template in the back office you can choose to display notes on receipts. Multiple notes can be added to an order. Notes are shown beneath the order. To delete a note tap the icon displayed to the right of each note.

Once an order is processed, access the order from your sales history to view the order details and any added notes.

Add a quick sale to an order

Tap the icon to add a quick sale to the order. A quick sale is used to add an item not in your inventory. Add the quick sale amount and an optional VAT rate and description, tap Add amount to confirm and the quick sale will be added to the order. The same can be done if you need to process a quick refund.

Save order for later

To save an order for later tap the Save for later button. A dialog is displayed asking you to confirm, tap Yes, save to save the order. This clears the order view and adds the order to your sales history with a Saved status. This feature is useful if a customer has forgotten an item, you can save the order and continue serving other customers. Once the customer is ready to pay for their items, access the sales history and tap the saved order, click the Continue order button to add more items if required or pay.

To view loyalty points and redeem rewards, add a customer to the order and tap the icon. A dialogue will display a customers name, email, store credit, loyalty points and any active loyalty rewards. If a customer is eligible for a reward, you'll be able to redeem the reward.

If loyalty points are being redeemed, the number of points and the reward name will be displayed above the payment information section. A Customer must be added to the order to redeem loyalty points. Please refer to the back office Loyalty Help Centre to setup loyalty. Loyalty is only available on the Pro and Unified plan.

Promotions are automatically applied to the order. The promotion name will be displayed on the relevant product tile(s) and the total promotion savings will be displayed beneath the sub-total amount. If the promotion includes a free product, the cheapest product will be added as the free product. Please refer to the Promotions section to setup promotions.

From the order view tap the Pay button to display the total to pay view. The total value to pay and payment methods are displayed. To configure your payment methods, go to Settings > Payment methods in the back office. By default, Cash and Card are enabled, you can also enable the following payment methods:

• Gift card
• Layby
• Store credit
• On-account (invoice)
• Cheque
• Bank transfer

Pay by cash

Suggested cash amounts are displayed for quicker processing. Tap a suggested amount if it matches the amount the customer has given you. Tap the input field below the total to pay to change the cash amount. An on screen keyboard will be displayed to enter the given amount. Tap Done or to dismiss the keyboard then tap Cash to process the order. The change due screen will be shown. Give the customer the change displayed and tap next to proceed to the receipt view. The change due view will auto dismiss after 10 seconds if the next button has not been tapped.

Pay by card - manual

Tap the Card button. For none integrated payments the card payment screen will instruct the user to input the total card payment due onto the card reader and process the payment. Once the payment has been processed tap Next to proceed to the receipt view. Tap Cancel to return to the total to pay view.

Pay by card - integrated payments

Please refer to the integrated payments help guide for taking card payments with SumUp, Paymentsense and Dojo.

Pay by gift card

Tap the Gift card button. Scan the gift card barcode or input the gift code displayed on the gift card and tap Check code or tap Cancel to return to the total to pay view. The screen will update to display one of the following:

• Gift card expired - The gift card expired on DD/MM/YYYY
• Redeemed - The gift card has already been redeemed
• Not activated - The gift card has not been activated
• Pay partial - The current gift card balance and the new balance once the payment has been transacted will be displayed. If the order total is greater than the gift card balance the full gift card balance will be deducted from the order total then you will be returned to the total remaining to pay view where the customer can pay the remaining total either by card or cash
• Pay full - The current gift card balance and the new balance once the payment has been transacted will be displayed. If the order total is less than or equal to the gift card balance the order total will be deduced from the gift card balance. The remaining gift card balance if any can be used on future purchases

Pay by store credit

If a customer is assigned to an order, you'll have the option to pay by Store credit. To enable store credit as a payment type select the option as a payment type in the Back office from the Payment methods section of the Settings view. To view a customers store credit balance, add them to the order and tap the icon that is displayed once a customer is added to an order. The dialog will display the customers store credit balance. To pay by store credit, tap Pay then Store credit. The store credit balance plus the remaining balance after the sale will be displayed. Tap Redeem store credit to process the order. If the value of the order is greater than the store credit balance, the customer can pay by store credit then pay the remaining balance using a different payment method such as card or cash.

The receipt will display the store credit balance as reference for the customer. A customers store credit history and balance, and the ability to manually add store credit can be done in the back office. For further infomation on the back office store credit feature, please refer to the Customers section of the Back office help centre.

On-account - Xero invoices

If a customer is assigned to an order, and has a valid email address, you'll have the option to place the sale On-account. When an on account sale is processed, a Xero invoice is automatically generated which is then emailed to the customer. The PDF Xero invoice includes a payment link so once the invoice has been paid, a paid status is synced back to Saledock, changing the order to complete and reducing the outstanding balance to zero. To void the invoice, please update this from your Xero account.

To connect your Xero account to Saledock, please refer to the Xero section within the Integration help centre.

You can also set an On-account limit from individual customer profiles within the back office. If the customer reaches their on-account limit, you will be notified on the payment view and you will not be able to place the sale on-account. A customers on-account balance and history can also be viewed from the customers profile within the back office. The receipt will display the balance due as reference for the customer.

On-account - Saledock invoices

If a customer is assigned to an order, and has a valid email address, you'll have the option to place the sale On-account. When an on account sale is processed, a PDF invoice is generated which is then emailed to the customer. The PDF invoice attached to the email includes payment details. If you wish to print the A4 PDF invoice, email the invoice to yourself and print to a standard A4 printer.

You can also set an On-account limit from individual customer profiles within the back office. If the customer reaches their on-account limit, you will be notified on the payment view and you will not be able to place the sale on-account. A customers on-account balance and history can also be viewed from the customers profile within the back office. The receipt will display the balance due as reference for the customer.

On-account sales are managed from the On-account report. From here, you can void, download or email the invoice, as well as mark the invoice as partially/fully paid. To pay off the invoice from the POS app, make a payment against the original sales order number. The invoice balance will be updated and shown as a payment line item on the PDF invoice.

Pay by cheque

Tap the Cheque button. This will mark the payment as paid by cheque. Tap Next to proceed to the receipt view. Tap Cancel to return to the total to pay view.

Pay by bank transfer

Tap the Bank transfer button. This will mark the payment as paid by bank transfer. Ensure if you choose this option that the payment has been received into your bank account. Tap Next to proceed to the receipt view. Tap Cancel to return to the total to pay view.

Layby an order

To layby an order for later tap the Layby button. A dialog is displayed asking you to confirm, tap Yes, layby to layby the order. This clears the order view and adds the order to your sales history with a Layby status. To view the order, access the sales history and tap the order to view the order details, tap the Continue order button to add more items or pay.

Split and partial payments

To make a partial payment or deposit, amend the total value on the total to pay view. If paying by cash tap Other to specify the amount. If paying by card tap the total to pay amount and input the amount being paid before tapping the Card button. Once the partial payment is made you have the option to print/email a receipt which includes the amount paid and remaining total to pay. You will be navigated back to the total to pay view with the remaining total to pay so you can split the total across several payment types or people. You can layby the order if the customer is only paying a deposit. After each payment you will be returned to the total remaining to view until the total remaining to pay is zero or you layby the order.

You can print a receipt for each single transaction or tap Not required to proceed to the next payment. On the final payment choose to print the receipt which will show a record of all transactions.

By default the sales history shows today's orders. Search for an order by order number or staff name (sold by). If there are no matching results, a clear search button will be shown, tap this to clear the search. To view a recently added order swipe down in the sales history list to refresh the view.

Each register is assigned to a specific store so only orders from the assigned store will be shown by default. If a customer is returning an order to a different store, scan the barcode receipt straight from the main Sell view which will open the order. For online orders or if you've chosen not to display barcodes on the in-store printed receipts go to the sales history and manually type the order number into the search input. Searching for an order will search the back office database which stores the sales history of all stores within the last 180 days.

The sales history is filterable by date and status. Tap the icon to specify a status you wish to filter by, by default each status is shown. Tap Apply filter to filter the sales history list. To filter by date tap the icon, by default the date range is filtered to the last 7 days. You can change the date range filter to Today, Yesterday, Last 7 days or manually input a date range no greater than 30 days. Tap Apply filter to filter the sales history list. To find a specific order added 30 days or more search by the order number.

View an order

Tap a sales history item to view the order information. From this view you can re-issue a receipt and refund or exchange part or all of the order. If the order has been saved for later or is on layby a Continue order button is visible, tapping this will take you to the order view where you can continue adding items to your order or proceed to payment.

The full order details are displayed including order information, notes, items purchased and payment history. The payment history shows a full audit of payments:

• Sub-total - Original total order value including VAT
• Item(s) returned - Total value of items returned if any, this field is only visible if items have been returned
• Discount - Total discount if any
• Total - The Sub-total value minus discounts and the value of any item(s) returned
• Payment transactions - A breakdown of all payments and refunds displaying the payment method and transaction date (e.g. VISA Payment on DD/MM/YYYY, Cash Refund on DD/MM/YYYY or Gift Card Payment on DD/MM/YYYY)
• Total payments Payment transaction totals minus refund transaction totals, this field is only visible if multiple payment transactions have been made
• VAT - Total VAT calculated on the Total value
• Total to pay - Total balance outstanding

If cash is added or removed from the cash drawer that is not associated with a sale, the cash movement can be recorded. By default, the Opening float is added to this record.

Tap the or icons in the top right to record a cash movement. Specify the amount and the reason for the cash movement. All cash movements will be recorded in the digital end of day report available in the back office.

It is advised that the register is closed at the end of each day. The close register view displays the register summary, cash summary and payment transactions. Before closing the register tap the icon in the top right and tap Open cash drawer. The expected cash value is automatically calculated. Enter the mandatory counted cash value and an optional note, any discrepancies between the expected and counted cash will be shown.

Tap in the top right to print the end of day report before closing the register. If there is not a printer connected a message will be displayed. To check printer connectivity or to connect a printer go to the Printers and scanners section of the Settings view. Tap Close Register to close the register, please ensure you print the end of day report before closing. The register cannot be closed if there are open orders. Either save, void or process the order(s) to close the register.

End of day report

The end of day report displays:

• Register name, printed by, date and time printed
• Breakdown of transactions by category, including total quantity sold and total value for each category
• Breakdown of refunds by category, including total quantity returned and total value for each category
• Sales
  • Gross - Total value of all sales excluding discounts and refunds
  • Discounts - Total value of discounts given
  • Refunds - Total value of refunds given
  • Net sales - The Gross value minus discounts and refunds
  • Liabilities - Total outstanding balance of gift card sales and store credit
  • Laybys - Total value of layby sales (outstanding balances)
  • Total takings -The Net sales value minus layby sales
• VAT breakdown per VAT category
• Breakdown of payments by payment type (cash, card and gift card) and sale type (payment and refund) with a total amount (total payments minus total refunds)
• Number of items sold (refunds are not included)
• Number of transactions

A digital version of each end of day report is also available from your back office. Please refer to the End of day report section within the back office analytics help guide.

If using Dojo or Paymentsense the card machine will automatically print an end of day transaction log when you close the register on the POS app. A digital version of this will also be available from each end of day report shown in the back office.

Customisations

If you are an admin or your user role allows you will have the option to set the following customisations:

• Logout after payment enabled? - Automatically logout staff after each transaction
• Receipt view enabled?
• Printer paper width 60mm/80mm - Specify the receipt paper width; either 60mm or 80mm
• Print duplicate receipts? - Enable if you wish to print 2 receipts per sale
• Item discounts enabled?
• Customer email required? - Enable the customer email address as a mandatory field upon customer creation
• Display stock level alerts? - Enable to display stock alerts when an item is added to the order

Printers and scanners

A list of connected barcode scanners and printers are displayed. If you are in a hospitality setting and wish to print to a second printer (such as a kitchen printer) enable the second printer toggle. Card machines and cash drawers will not be shown as connected devices. If there are no connected devices tap the Search for devices button. A list of all available devices are displayed, swipe down to refresh the view. Each device tile displays a device type icon (printer, scanner or unknown), device name and connection type icon (Bluetooth, USB or ethernet). Tap a tile to make it the active printer or scanner. Once it is active the device will appear under the relevant Active printer or Active scanner header. Follow the same process to connect the secondary printer. Tap the icon within the active tile to de-activate the device, the device will then appear under the available devices list.

The mPOP scanner will only be visible in the list of available devices once the mPOP printer and cash drawer or the mC-Print2 is added as the active printer as the mPOP scanner is connected via the printer.

The Star, Honeywell and SocketScan devices display identifiable names, the Sunmi device names are NS021 (Sunmi scanner) and NT021 (Sunmi printer).

• Is your scanner or printer not working after connecting? - Logout and restart the app to trigger a connection. This on occasion may occur on first connection
• Does your printed receipt show formatting issues? - Ensure the printer width toggle is set to the correct width. If it is, toggle the width to the opposite one you need, wait a few second then toggle back to the correct one. Logout and restart the app to trigger a connection. This on occasion may occur on first connection

Payment provider

By default, the payment provider is set to None. If your using SumUp, Paymentsense or Dojo as your integrated payment provider tap the option input and select your payment provider. Please refer to the integrated payments help guide for details on setting up your card reader and connecting the card reader to the Saledock POS app.