Advanced POS-app training module for new users

In this article, you will find extended information about the functions available in the Front Systems POS-app, information that is not presented to you in the basic version of the POS training module.

This article is primarily focused on the More... menu, but other important functions are also included.

If you do not find everything you need to know about the POS in this training module you can visit our POS section on our Front Systems support site.

We recommend that you complete the tutorial in the order listed below.

• 1. The More... menu
• 2. Other important functions

1. The More... menu

Go to the 'More...' menu by starting a new sale and then select More...

Generic sales

If a product is not registered in the system, you can choose to sell the product with the generic function.

To sell a generic product, you can do the following steps:

1. Start a new sale
2. Select More... and then select Generic Product
3. All the brands added to your company will be displayed. Select the applicable brand
4. Select the applicable product group
5. Finally, enter the sales amount for the given product
6. End the sale as usual

Return note

You can make and use a return note for one or more products. 

Make a return note

1. Start a new sale
2. Add the product you are going to sell
3. Select the More... button
4. Select Return note
5. Select one or more products you are going to issue a return note for
6. When the product/products are checked off, select the print button on the top right corner
7. Complete the sale

Use a return note

1. Start a new sale
2. Scan the barcode on the return note
3. The product/products registered on the return note will appear and the sales amount will become negative
4. If the customer wishes to swap for a new product you can add new products to the sale
5. If the returned product is not going to be put back in stock, click on that product and change the status to Return defect item
6. If the sales amount still is negative when you are going to finish the sale, you have to select the Done button to pay back the customer, and then select how you wish to pay back the customer

Gift cards

 There are three functions regarding gift cards

1. Create gift card
2. Redeem gift card
3. Old gift card

Create a gift card

If you wish to sell a gift card you can do the following steps

1. Start a new sale
2. Select the More... button
3. Select Create Gift Card
4. Type in the amount on the gift card you are going to sell
5. Select Done
6. Now complete the sale as usual and give the customer the printed Gift Card.

Redeem Gift card

If a customer wishes to use their gift card, you can do the following steps

1. Start a new sale
2. Add the products the customer are going to buy to the sale
3. Scan the barcode on the receipt to apply the gift card amount to the sale
4. An alternative to using the barcode on the gift card is to enter the gift card ID manually. You can select the More... button and then select Redeem gift card to enter the gift card ID, then select Done

Old gift card

If a customer wishes to use a gift card that is issued from your previous POS system, you can manually redeem this gift in the Front Systems POS, then discard the gift card issued from the previous system.

To do this you can do the following steps

1. Start a new sale
2. Add the products the customer are going to buy to the sale
3. Select the More... button
4. Select Old gift card from the More... menu
5. Type in the amount of the gift card issued from the other POS system and select Done
6. Now the amount will be applied to the sale

Vouchers

There are three functions regarding vouchers

1. Create a voucher
2. Redeem a voucher
3. Old Voucher

Create a voucher

Vouchers can be given to a customer when they return an item or if you for another reason have to pay back an amount to the customer. When you owe the customer you will see a negative sales amount. To make a voucher, first, select the Thumbs up/done button, and then select Voucher to print a voucher to give to the customer.

Redeem a voucher

To redeem a voucher, you can do the following steps

1. Start a new sale
2. Add the product the customer wishes to buy to the sale
3. Scan the barcode on the receipt
4. When the barcode is scanned the amount on the voucher gets registered on the sale
5. If you don’t use the barcode on the voucher you can type in the voucher serial number manually.
6. To type in the serial number manually, select the More… button and then select Redeem voucher
7. Now type in the Voucher number (without the V0000) e.g. 123456 and then select Done.
8. The amount on the voucher will now get registered on the sale

Old Vouchers

If a customer wishes to use a voucher that is issued from your previous POS system, you can manually redeem this voucher in the Front Systems POS, then discard the gift card issued from the previous system.

To do this you can do the following steps

1. Start a new sale
2. Add the products the customer are going to buy to the sale
3. Select the More... button
4. Select Old voucher from the More... menu
5. Type in the amount of the voucher issued from the other POS system and select Done
6. Now the amount will be applied to the sale

Unspecified Payment

Unspecified payment is a function that can be used to register a payment that can not be registered as a cash or debit/credit card payment.

To use the Unspecified payment function you can do the following steps

1. Start a new sale
2. Add the products the customer are going to buy to the sale
3. Select the More... button
4. Then select Unspecified Payment
5. Type in the amount received and then select Done
6. The amount will now get registered on the sale

Manual Card Payment

If you have a bank terminal that is not integrated with the POS or if you experience technical issues with the communication between the POS and bank terminal (payment gone through on the terminal, but not on the POS), you can use the Manual card payment button.

To use the Manual card payment function you can do the following steps

1. Start a new sale
2. Add the products the customer are going to buy to the sale
3. Select the More... button
4. Then select Manual card payment
5. On the bottom of the screen, select which card type the customer is paying with and then select Done
6. Now type in the payment amount in the amount field and select Done again
7. The payment will now be registered on the sale

Pay back with Manual Card Payment upon Return

When the POS is un-integrated with the payment terminal only two standard options for pay back upon return are displayed, namely Cash and Voucher. If you would like to apply Manual Card Payment for the return, please select “More” and select “Manual Card Payment”

Card payment with cash withdrawal

If your license agreement with your bank terminal provider and the terminal model supports cash withdrawal, the customer can withdraw cash when paying with a bank card. This only works if one or more products are added a the sale.

To withdraw cash with a bank card payment, you can do the following steps

1. Start a new sale
2. Add the products the customer are going to buy to the sale
3. Select the More... button
4. Then select Card payment with cash withdrawal
5. Type in the amount and select Done
6. The amount will now be sent to the terminal
7. When the transaction is completed by the customer you can pay back the customer in cash
8. Select the Thumbs up/Done button and then select Cash

Last bank transaction

If you experience that there is trouble with the connection between the POS and the bank terminal, and the bank terminal captures a payment without being registered on the POS, you can use the function Last bank transaction to retrieve the last registered bank transaction and apply it to the sale.

To use the Last bank transaction function you can do the following steps

1. Select the More... button
2. Then select Last bank transaction
3. The POS will search and retrieve the last transaction from the bank terminal
4. If the last transaction looks correct you can select Approve
5. You will be asked to confirm, to confirm select OK
6. If the sales amount from Last bank transaction is the same as the product registered on the POS the sale will be completed after you select OK.

Open drawer

The cash drawer opens when a sale is completed. If you have the need to manually eject the POS drawer you can do the following steps.

1. Start a new sale
2. Select the More... button
3. Then select Open drawer
4. Alternatively, you can also find the Open drawer button under the More... button in the main menu, without starting a sale.

2. Other Important functions

Register customers in the POS

When registering customers in the POS and adding them to a sale every time they make a purchase, their purchase history gets registered on their customer profile. The customer's personal information and purchase history can also be used to send out newsletters and to give personalized offers. To register customers in the POS, do the following steps:

1. Start a new sale
2. Select the Add customer button
3. Type in the customer's name or mobile number
4. If the search shows no results you can select the Create new button
5. When creating a new customer profile, ask the customer if they give consent to process their personal data. 
6. Phone number, first name, and last name are obligatory when registering a customer's profile
7. To add more information about the customer (e.g. e-mail address, address, gender, notes) select the downwards arrow by the Customer information field
8. When all the information are written down select Save in the top right corner to save the customer profile
9. Now you can complete the sale are the purchase will be saved on the customer's profile.

If a customer is already registered in the POS it only takes a few seconds to search for the customer and to add the customer to the sale.

Purchase history on a customer profile

There are two ways to see a customer's purchase history, given that you have registered the customer in the POS.

1. Search for the customer in the main window
2. Search for the customer on an ongoing sale

Search for the customer in the main window

1. In the main window, select More...
2. Select Search under Customer
3. Type in the customer's name or cellphone number
4. Select the customer that you are searching for
5. Now a 'Customer information' window will appear for the selected customer
6. You can see the 'purchase history', you can select show more purchases if you wish to see more historical data, and you can also edit the customer profile by selecting Edit.

Search for the customer on an ongoing sale

1. Start a new sale
2. Select Add Customer on the left side of the screen
3. Search for the customer's name or cellphone number
4. Select the customer that you are searching for
5. The customer has now been added to the sale
6. To see the customer's purchase history, select the information icon on the right side of the customer's name
7. Now the 'Customer information' window will appear, showing the customer's purchase history.

If a customer does not have their receipt or return note with them, they can still make a return if you can find the purchase in their purchase history view. To make a return from the purchase history view you can do the following steps:

1. Start a new sale
2. Select Add Customer on the left side of the screen
3. Search for the customer's name or cellphone number
4. Select the customer that you are searching for
5. The customer has now been added to the sale
6. To see the customer's purchase history, select the information icon on the right side of the customer's name
7. Now, select the correct sale from the customer's purchase history and a new window will appear
8. In the new window, select the product/s the customer wish to return
9. If the returned product is not going to be put back in stock, click on that product and change the status to Return defect item
10. Now select the Thumbs up/Done icon and choose how you wish to pay back the customer

Picklist

Most stores do not have all their products on display in the physical store and have a stock room nearby for storage. Picklists show you what was sold the day before (or from the date you choose), hence which products you might wish to refill. To print a picklist you can do the following steps:

1. In the main window, select More...
2. Then select POS
3. On the menu on the left side, select Picklist
4. Select the desired 'date and time' and then select Print
5. A picklist will now be generated for you.

Copy receipt

You can print a copy of the customer's receipt if needed. To print a copy of a receipt you can do the following steps:

1. In the main window, select More...
2. Select Copy receipt
3. Select the correct receipt from the list that appears to be able to print a copy
4. If you can not see the correct receipt you can use the receipt number on the original receipt to search for it in the search bar.

Add Barcode manually

If a barcode is worn/not readable with the scanner, you can enter the barcode manually. This can be done by doing the following steps:

1. Start a new sale
2. On the left side of the sales window, select the Enter barcode field
3. Then type in the barcode number shown on the price tag and select return on the keyboard
4. If you typed in the correct barcode you will get a match and add the product to the sale

Update and Restore POS data

Product catalog data is synced with the POS every 15. minutes. To update the data right away you can use the 'Update Data' function. If the POS data for some reason still is not synced correctly you can use the 'Restore' function. This function removed all data and then restores it. This may take a while and is not recommended to do while the store is open.

To update or restore data, you can do the following steps

1. In the main window, select More...
2. Then select POS
3. On the left side, you will find an 'advanced' section at the bottom
4. Select Restore Data so access the 'Update data' and 'Restore' function
5. Select Update Data to manually trigger an update to synchronize data
6. Select Restore only if needed (This process can take several minutes)