Point of Sale System

What is the POS System?

The POS (Point of Sale) is where you check out customers. The screen you use to scan or search for products, add them to a cart, collect payment, and print receipts. Think of it as your cash register, but much smarter.

The Qvian POS includes clever features like AI product recognition, multi-unit product support (selling items as singles or packs), and real-time inventory updates.

Getting Started with a Transaction

When a customer comes to the counter ready to pay, the first thing you need to do is add their items to the cart.

Scanning Barcodes

The fastest way to add items is scanning their barcode. If you have a handheld scanner, point it at the barcode and press the trigger. The item appears in the cart instantly.

Searching for Products

If you cannot scan a barcode, search for the product by name. Click in the search box and type any part of the product name. The search is smart - you do not need to type the whole name.

Multi-Unit Products

Some products can be sold in different ways. For example, you might sell Coca-Cola as individual bottles, as 6-packs, or as full cases of 24. These are all the same product, just in different quantities.

When you add a multi-unit product to the cart, it defaults to the smallest unit. Next to the quantity controls, you will see a dropdown - the unit selector. Click it to see all available units with their prices.

Processing Payment

Once all the items are in the cart, you will see the total at the bottom of the screen including any applicable taxes.

Cash Payments

Select the cash payment option. Enter the amount the customer is giving you. The system automatically calculates the change and breaks it down by denomination.

Card Payments

For credit or debit cards, select the card payment option. The customer can tap, insert, or swipe their card. The screen will show Approved when successful.

Split Payments

Sometimes customers want to split payment between multiple methods. Process the first payment method for the amount specified, and the system shows the remaining balance for the second payment method.

Returns and Exchanges

Returns with Receipt

Look for the return or refund option in the POS menu. Scan the receipt barcode or enter the receipt number. Select the items being returned, choose the reason, and select the refund method.

Returns without Receipt

Search for the customer transaction by name, phone, or email. Some stores require manager approval for no-receipt returns.

Register Management

Opening Your Register

At the start of your shift, count your starting cash. Enter each denomination in the system. This starting balance is crucial for end-of-day reconciliation.

Closing Your Register

At the end of your shift, count your ending cash by denomination. The system compares your actual count to the expected amount and shows any variance.

Tips for Efficiency

• Learn keyboard shortcuts - Much faster than clicking
• Memorize common products - Quick search terms for popular items
• Use the scanner aggressively - Scanning is always faster than searching
• Keep your workspace organized - Bag items as you go
• Stay calm during rushes - Accuracy beats speed; rushing causes errors
• Count change carefully - Count twice to prevent shortages

Troubleshooting