A Point of Sale (POS) system is essential for managing sales transactions in a business. It allows users to efficiently manage sales, generate invoices, track customer payments, and monitor inventory levels. In the Shoply system, the POS module helps streamline your sales process, ensuring a smooth checkout experience for customers.
How to Access the POS and Open the Cash Register
When you log into the Shoply system, access the POS by selecting Sales > POS. The first time you open the POS for the day, you will be prompted to enter the cash in hand, which is the money already present in the cash drawer. This amount will help track cash during the shift and when closing the register at the end of the day.
Understanding the POS Screen Layout
Product Section
On the right side of the screen, you will find the product list, with each product displayed as a button. By clicking on a product, it is automatically added to the sales invoice on the left.
Product Categories
To the right of the product list is a list of categories. You can click on a category to filter products related to that category, making it easier to find specific products for the sale.
Selecting the Customer
In the POS screen, you can choose an existing customer by clicking the dropdown at the top of the screen. If the customer is not listed, you can add a new customer directly from the POS by clicking the Add New Customer button.
Adding Invoice Items and Searching Products
You can add products to the invoice by selecting them from the list, or you can search for products by name, code, or using a barcode scanner. This provides flexibility in managing product searches during checkout.
Modifying Invoice Items
For each item added to the invoice, you can adjust the quantity or apply a discount. Clicking on the product in the invoice list will allow you to change the quantity, price, or add a discount specific to that product.
Applying Discounts
You can apply discounts to each product individually or apply an overall discount to the entire invoice. This feature is useful for promotions or special offers.
Holding a Sale
If a sale needs to be paused, you can suspend it by clicking the Hold button. This allows you to save the sale and return to it later without losing any information.
Creating a Sales Invoice and Processing Payments
After adding the products and applying any discounts, proceed to create the sales invoice. Click the Payment button to enter the amount the customer will pay. You can select the payment method, whether it's by cash, card, or any other supported method in the system.
Invoice Review and Printing
Once the payment is processed, you have the option to print the invoice or email it to the customer. Clicking Print will generate a physical copy, while the Email option allows you to send a digital copy directly to the customer's email address.
Printing Orders without Creating an Invoice
If needed, you can print an order without finalizing the invoice. This is useful in cases where the customer might need a printed receipt before committing to payment. Simply click Print Order instead of Payment.
Register Details for the Current POS Session
At any point during the shift, you can review the cash register details. Click on Register Details to see an overview of the total sales, cash in hand, expenses, and more.
Today's Sales Summary
You can monitor the sales for the current shift by clicking Today's Sales. This provides an overview of the sales made during the session.
Closing the Register
At the end of the shift, you will need to close the register. Click Close Register to complete the session and view a detailed report of all transactions, cash in hand, and other financial data for the day.
Using Barcode Shortcuts
The Shoply system supports barcode scanning for product input, making it easier to manage large inventories and streamline the checkout process. Simply scan the product barcode, and the item will be added directly to the invoice.
Customer Display Screen
The POS system also includes a customer-facing display. This screen allows customers to view the invoice being generated in real-time, providing transparency and improving the checkout experience. Customers can review the items being added, the total amount, and any discounts applied.
The Shoply POS system offers a comprehensive set of tools to manage sales, apply discounts, and track payments efficiently. Whether you're holding a sale, processing payments, or closing the register at the end of the day, this tutorial provides step-by-step guidance to streamline your POS operations.
