Point of Sale (POS) System

Before you can sell

The POS shows Register Required until a register session is open. This is deliberate: every sale belongs to a session, and the session is what gets counted and reconciled at the end of the day. Use Open Register Now, or Create & Open Register if this till has never been set up.

Opening and closing a register, counting cash and resolving variances are covered in full at Registers & Reconciliation.

Common Tasks

How to Ring Up a Sale (make a sale, sell an item, checkout, process sale)

The core transaction.

Before you start: A register session is open.

1. Open the POS from POS Terminal in the left sidebar
2. Find products by scanning a barcode, searching, or tapping them in the product grid
3. Adjust quantities in the cart. Use the unit selector where a product is sold in more than one unit
4. Attach a customer if they are a member or buying on account — otherwise the sale is a Walk-in
5. Click Complete Sale
6. Choose the payment method and take the payment

Result: The sale is recorded, stock reduces, the receipt is available to print, and the takings are added to the register session.

Note: Attach the customer before completing, not after. Loyalty points, credit and purchase history all depend on the sale being linked at the time it is made.

How to Take a Split Payment (pay with two methods, part cash part card, split payment)

Use this when a customer pays with more than one method.

1. Build the cart and click Complete Sale
2. In the payment drawer, click a method on the left to add it
3. Enter the amount taken by that method
4. Add further methods until Remaining reaches zero and the sale shows Fully Paid
5. Complete the payment

Result: The sale records each payment method separately, so each is verified against its own total when the register is closed.

Note: Collected and Remaining track the running position. The sale cannot be completed while an amount is still outstanding, unless you are putting the balance On Account.

How to Take Cash and Give Change (cash payment, change due, cash received)

Cash is the one method where the amount tendered differs from the amount owed.

1. Click Complete Sale and choose the cash method
2. Enter the amount in Cash Received — what the customer actually handed over
3. Read the Change figure
4. Complete the payment and give the change

Result: The sale records the amount owed, not the amount tendered, so expected cash at close is correct.

How to Sell on Account (Credit) (credit sale, on account, pay later, invoice the customer)

Let a known customer take goods now and pay later.

Required permission: Credit sale (manager approval may be required)

Before you start: The customer exists as a trading partner and is within their credit limit.

1. Attach the customer to the sale — a credit sale cannot be a Walk-in
2. Click Complete Sale
3. Choose On Account
4. Complete the sale

Result: The goods leave, the sale is recorded, and the amount becomes a receivable against that customer rather than takings in the drawer.

Note: No cash reaches the register, so credit sales legitimately do not appear in your cash count. Collect them through Collect Payment.

How to Process a Return (refund, return item, customer bringing back goods, credit note)

Take goods back and refund the customer, against the original sale where possible.

Required permission: Returns (manager approval may be required)

1. In the POS, open the returns screen
2. Find the Original sale by searching for it
3. Under Select items to return, set the Return Qty for each line. Return value updates as you go
4. Choose the Refund method — the same method as the original payment, Store Credit, or another
5. Add a Reason (optional)
6. Click Process Return

Result: Stock returns to inventory, the refund is recorded against the chosen method, and a credit note is raised. A confirmation reads Return processed.

Note: Only items marked Returnable can be returned, and only up to the quantity originally sold.

How to Process a Return Without a Receipt (blind return, no receipt return, unlinked return)

Use this when the customer cannot produce the original sale.

Required permission: Returns (manager approval typically required)

1. Open the returns screen
2. Choose Use blind return (no receipt), or Remove link (blind return) if a sale is already attached
3. Add the items being returned and their quantities
4. Choose the Refund method
5. Click Process Return

Result: Stock returns to inventory and the refund is recorded, without a link to an original sale.

Note: A blind return cannot verify what was paid or when. Most businesses restrict this to managers and refund to Store Credit rather than cash.

How to Process an Exchange (swap item, exchange goods, even exchange, different size)

Take goods back and give different goods out, settling any difference in value.

Required permission: Returns (manager approval may be required)

1. Open the returns screen and find the Original sale
2. Select the Items to return and their quantities
3. Add the Replacement items the customer is taking instead
4. Compare Return value against Replacement value
5. If they match, the screen shows Even exchange and nothing is settled
6. If they differ, take the additional payment or issue the refund for the difference
7. Click Process Exchange

Result: Returned stock goes back into inventory, replacement stock leaves, and only the difference in value is settled. A confirmation reads Exchange processed.

Note: Exchanges post their own credit-note and replacement entries, and are excluded from daily reconciliation and tax statement aggregation — so an exchange does not show up as a negative sale on your GST return.

How to Use Multiple Carts at Once (park a sale, hold transaction, serve another customer, cart tabs)

Serve a second customer without losing the first one's cart.

1. With a cart in progress, open a new cart tab
2. Serve the second customer in the new tab
3. Switch back to the first tab to finish that sale

Result: Each cart keeps its own items and customer until you complete or clear it.

Note: Carts left open are not sales — nothing is recorded and no stock moves until Complete Sale.

How to Curate the Quick Menu (pin products, quick access items, favourites, quick menu)

Put your fastest-moving products where staff can reach them in one tap.

Required permission: POS settings (manager level)

1. In the POS, open the quick menu curation controls
2. Pin the products you want on the quick menu
3. Remove any that are no longer relevant

Result: Pinned products appear immediately in the POS without searching.

Note: Curation happens inside the POS itself, not in a separate settings page. Automatically-ranked items are ordered by how often they have sold recently, so the quick menu keeps up with the season on its own.

How to Look Up a Past Sale (bill history, find receipt, reprint receipt, past transaction)

Find a previous sale to reprint, refund or check.

1. Go to Cash & Registers → Bill History, or open the history drawer in the POS
2. Filter by date, register, cashier or payment method
3. Open the sale to see its lines, payments and receipt

Result: You can review, reprint, or use the sale as the basis for a return or exchange.

How to Sell Something Not in the Catalogue (quick sale, custom item, one-off sale, miscellaneous item)

Sell a one-off item or service without creating a product for it.

1. Go to Quick Sale in the left sidebar
2. Add the item with a description and price
3. Attach a customer if relevant
4. Take the payment

Result: The sale is recorded with its revenue and tax, without a catalogue product behind it.

Note: Because there is no product, there is no stock movement and no cost of sale. Use it for services and genuine one-offs, not as a shortcut around setting up products you sell regularly.