Frequently Asked Questions - Retail POS

Modified on Fri, 10 Jan at 12:40 PM

1. How do I submit a new sale through the POS?

Access the Point of Sale module by selecting "Sale" from the Left Navigation Menu.
Locate the desired product using the search bar or a barcode scanner.
Add the product to the checkout by clicking on it in the search results.
Select or add a customer by clicking the "Pick Customer" button.
Adjust product details (price, quantity, discount, shipping charge) as needed.
Choose the appropriate tax option.
Select the payment method and complete the transaction.

Related Article: How to Submit a New Sale Through the POS

2. What payment options are available in the POS?

Flawless POS supports various payment methods, including:
- Credit Card (manual entry or payment link)
- Cash
- Check
- Wire Transfer
- Gift Card
- Additional types like Donation, Due On Receipt, House Account, Customer Credit, Give Away, and Other.

Related Article: Overview of Payment Options in the POS

3. How can I create a new customer in the POS?

During the Store Sale process, click the "Pick Customer" button.
In the dialogue window, select "New Customer."
Enter the customer's details, such as First Name, Last Name, Email Address, Phone Number, and Address.
Set the customer's communication preferences.
Click "OK" to save the new customer profile.

Related Article: How to Create a New Customer in the POS

4. How do I process a customer return through the POS?

Navigate to the Point of Sale module and click the "Customer Return" button.
Search for the original sale by customer name or sale number.
Select the sale and specify the items and quantities to return.
Adjust return credit or add new items if necessary.
Proceed to checkout, select the refund payment method, and submit the return.

Related Article: How to Submit a Customer Return Through the POS

5. How can I submit a customer repair job in the POS?

Access the Point of Sale module and select the "Repair Intake" item.
Choose an existing customer or create a new one.
Select or create the product requiring repair.
Enter repair details, including Job Name, Description, Desired Completion Date, and Declared Value.
Specify estimated labor costs and any additional parts.
Complete the checkout process to submit the repair job.

Related Article: How to Submit a Customer Repair Job in the POS

6. How do I pick up a customer repair through the POS?

Access the Point of Sale module by selecting "Sale" from the Left Navigation Menu.
Click the "Special or Pickup Order" button.
In the "Select Special Order" menu, search for the customer's repair order by name or sale number.
Ensure the job status is "Pending Customer Pickup," "Pending Customer Shipment," or "Complete."
In the "Pick up" column, specify the quantity to pick up and click "OK."
Proceed to checkout and complete the transaction as a regular sale.

Related Article: How to Pick Up a Customer Repair Through the POS

7. How can I create a customer custom build through the POS?

Open the Sale module and select the "Product Build Service Job" option.
Choose an existing customer or create a new one.
In the context menu, select "New Product" and then "New Client Build."
Enter the product details, including Inventory Type, Title, Vendor, Designer, Barcode, SKU, and Categories.
Configure the product build by adding estimated assembly costs and any additional parts.
Complete the sale following the standard POS submission process.

8. How do I create a special order for an out-of-stock item?

In the Point of Sale module, search for the out-of-stock item (make sure that the Checkbox is turned off for In stock items).
Add the item to the cart; the system will recognize it as a special order.
Select or add a customer to associate with the special order.
Proceed to checkout, where you can take a deposit or full payment.
Complete the transaction; the special order will be processed accordingly.

9. How can I pick up a special order through the POS?

Access the Point of Sale module and click the "Special or Pick Up Order" button.
Locate the special order by searching for the customer's name or sale number.
Ensure the order status is marked as "Ready."
In the "Pick Up" column, select the quantity to be picked up and click "OK."
The item will appear in the cart; proceed to checkout.
During payment, any prior deposits will be applied, and the customer pays the remaining balance.

Related Article: How to Pick Up a Special Order

10. How do I cancel a special Order?

Open the Point of Sale module and click the "Special or Pick Up Order" button.
Find the special order you wish to cancel by searching for the customer's name or sale number.
In the "Cancel" column, select the quantity to cancel and click "OK."
The canceled item will appear in the cart as a negative quantity.
Proceed to checkout; the system will display the Sales Order Credit as a negative amount.
Select the refund method (e.g., Cash) and complete the transaction to issue the refund.

Related Article: How to Cancel a Special Order

11. How do I sell a gift card through the Retail POS?

Access the Point of Sale module by selecting "Sale" from the Left Navigation Menu.
Click the "Gift Card" field to open the creation wizard.
Enter the gift card details, including message, receiver's name, email address, value, and expiration date.
If using a physical gift card, uncheck "Use auto-generated gift card number" and scan your store's gift card.
Click "OK" to add the gift card to the cart.
Proceed to checkout and complete the transaction as a regular sale.

Related Article: How to Sell a Gift Card Through the Retail POS

12. How can I receive a customer trade-in through the Retail POS?

Open the Point of Sale module and click the "Trade-in" button.
Select an existing customer or create a new one.
In the product selection section, choose an item from your collection or create a new product for the trade-in.
Enter the product details and click "OK" to add it to the cart.
The item will appear with a negative quantity, indicating it's being bought from the customer.
Proceed to checkout to complete the trade-in.
After submission, verify that the item has been added to your stock.

13. How do I use layaway payments in the Retail POS?

In the Point of Sale module, click the "Layaway Purchase" button.
Select an existing customer or create a new one.
Add the desired products to the cart; they will be marked as "Pick Up order" and identified as a "Layaway Purchase."
Proceed to checkout. During payment, you can accept an upfront payment (e.g., 25% of the item's price) with the remaining balance due upon pickup.
After the sale, the "View Sale" button will confirm the layaway purchase and the upfront payment amount.
When the customer is ready to make additional payments, use the "Layaway Order Payment" option in the POS module.
Select the customer and the open sale to credit, enter the payment details, and complete the transaction.

Related Article: How to Use Layaway Payments in the Retail POS

14. How can I save a draft sale in the POS?

In the Point of Sale module, add items to the cart.
Click the three-dotted blue button at the bottom right corner and select "Save Draft."
Enter a name for the draft and click "OK" to save it.
To load a draft sale, click the three-dotted button again and select "Load Draft Sale."
In the "Pick Draft Sale" dialog, find the saved draft under the "Name" column and click on it to load it into the cart.
Proceed with the sale as usual.

Related Article: How to Save a Draft Sale

15. How do I submit a sale on the customer account?

In the Point of Sale module, add the desired item to the cart.
Proceed to the payment section and select "House Account" as the payment type.
Click "Submit Sale" to complete the transaction.
After the sale, click "View Sale" to confirm that the payment type shows as "received on Account."
To review the customer's account balance, navigate to the "Customers" section, select the customer, and check the "Account" tab for the amount owed.
To process a payment towards the account balance, use the "Account Payment" option in the Sale module, select the customer, enter the payment details, and complete the transaction.

Related Article: How to Submit a Sale on the Customer Account

16. How do I resend a sale receipt to a customer?

Access the Sale module from the POS Admin.
Locate and select the relevant sale.
In the Sale Details screen, click the Send Receipt button at the top right corner.
A dialog will open, allowing you to select or update the customer's contact information.
Modify the email structure if necessary, then press Send to email the receipt to the customer.

Related Article: How to Resend the Sale Receipt

17. How can I process a sales order and create a purchase order?

Open the Supply Chain module from the left navigation menu.
Ensure the Sales Orders tab is selected.
Locate the desired sales order and click the three-dotted button on the right.
Select Process Sales Order.
In the Sales Order lines, adjust the PO column value to the number of purchase orders you want to allocate to the order line.
Click Finish; the purchase order dialog will open automatically.
Review the purchase order details and press Complete.

18. How do I void a sale and reapply the payment transaction?

Access the Sale Details by searching for the sale using its number.
Click the Admin button at the top right corner.
Select the option to void the sale without voiding the credit card payment.
Confirm the action; the sale will be voided, but the payment transaction will remain stored in the system.
Create a new sale as usual.
In the payment section, select Credit Card.
Click Find Already Processed Payment and select the previous payment to apply it to the new sale.
Complete the sale by pressing Submit Sale.

19. How can I create a new in-stock product during a sale?

In the Sale module, click the New In-Stock Product button.
In the Quick Add Product dialog, fill in the necessary fields (e.g., product name, SKU, price).
The Stock Count field defaults to 1, indicating the product will have an in-stock quantity without needing a merchandise receive.
After entering the details, press OK and confirm the creation.
The new product will appear in the search bar; add it to the checkout and proceed with the sale.

Related Article: How to Create a New In-Stock Product

20. What features are available in the Credit Card Processing section of the Store module?

Transactions Tab: Displays all card transactions processed through the terminal; allows searching for past transactions and options to refund or void a transaction.
Statements Tab: View and download processing statements generated at the end of each month, detailing interchange fees and monthly fees charged by the processor.
Bank Deposits/Funding: View a list of transfers sent to your bank account.
Dispute Tab: See any ongoing disputes or chargebacks and their latest status.
Automation Tab: Provides an overview of automated processes or transactions related to card payments, such as recurring transactions, batch processing, or automated settlements.

21. How are commissions calculated during a sale return?

When a product is returned, the commission earned by the original salesperson is deducted, regardless of who processes the return.
In exchange scenarios:
- More Expensive Item: The original salesperson's commission is deducted, and the new salesperson earns a commission on the higher-priced item.
- Less Expensive Item: The original salesperson's commission is deducted, and the new salesperson earns a commission on the lower-priced item.

22. How can I use the Card Link payment option?

During checkout, select the Payment Link option in the payment section.
Confirm the sale price and choose to send the payment link via text message or email.
Decide whether to wait for real-time payment confirmation or save the sale as a draft for later processing.
Send the payment link; the customer will receive it within 10-20 seconds.
The customer completes the payment by following the link, reviewing the policy, entering card details, and clicking Pay Now.
Verify the transaction in the Sale Checkout and complete the sale.

Related Article: How to Use Card Link Payment Option

23. How do I issue and apply customer credits?

Issuing Customer Credit:
- In the Sale module, process a return and select the customer.
- During checkout, choose Customer Credit as the payment option to issue credit for future purchases.
- Verify the issued credit in the customer's profile under the Account tab.
Applying Customer Credit:
- In the Sale module, add items to the cart and select the customer.
- During payment, choose Customer Credit to apply the available credit.
- Complete the sale; the applied credit will be reflected in the customer's account.

Related Article: How to Issue and Apply Customer Credits

24. What is customer partner linking and unlinking, and how does it affect accounts?

Linking Accounts:
- In the Customers module, select a customer profile.
- In the Details tab, use the Partner name field to link another customer as a partner.
- Decide which account will be the primary account.
- Linked accounts share House Account and Customer Credit balances.
Unlinking Accounts:
- In the Customers module, select the linked customer profile.
- In the Details tab, click Unlink Partner Account.
- Existing charges remain on the primary account; contact support for adjustments if needed.

Related Article: Customer Partner Linking and Unlinking

25. How can I use admin features in the Sales Overview?

In the Sale Overview, click the Admin button at the top-right corner to access options:
- Update Sale Date: Modify the sale date if it was entered incorrectly.
- Update Sale Details: Change the salesperson, customer, billing and shipping addresses, add notes, adjust item costs, and add payments or refunds.
These features help maintain accurate and efficient POS operations.

Related Article: How to Use Admin Features in Sales Overview

26. How can I add a deposit on a repair or product build service job?

In the Point of Sale module, initiate a Repair Intake or Product Build Service Job.
Add the service to the cart and locate the Deposit field under the selected service.
Enter the agreed-upon deposit amount; this will be included in the total during checkout.
Proceed to checkout and complete the transaction. The deposit acts as a partial payment and will be credited as a Sales Order Credit during the final pickup.

27. How do I add and manage add-on services in the POS system?

Add a Service to a Product:
- Go to the Sale Module, add a product to the cart, and click Add Service.
- Select the desired service (e.g., resizing) and configure details like pricing or notes.
- Click OK to confirm and proceed to checkout.
Apply the Same Service to Multiple Products:
- Use the Share Service option to efficiently apply an add-on service to multiple items in the cart.
Remove a Service:
- Click the Remove Service option in the cart to delete the selected service.
Print Work Order for the Service:
- After checkout, access the Sale Options to print the service job's work order.