QuickSale POS Retail Version Web Portal User Guide · Company Profile – The company profile gathers general information about your business such as address, phone number and email

v1.6.1.1

QuickSale POS Retail Version

Web Portal User Guide

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©2019 Charge Anywhere, LLC. All trademarks, service marks, and trade names referenced in this material are the property of their respective owners.

Table of Contents Logging In .................................................................................................................................................................... 4

Setup Wizard ............................................................................................................................................................... 4

Using the Dashboard .................................................................................................................................................. 5

Managing Inventory .................................................................................................................................................... 6

Add Products ........................................................................................................................................................... 6

Choices ..................................................................................................................................................................... 7

Combos .................................................................................................................................................................... 9

Import Products ..................................................................................................................................................... 12

Guidelines for Importing Products – Single Store ............................................................................................ 14

Guidelines for Importing Products – Multistore................................................................................................. 15

Modifiers and Modifier Groups ............................................................................................................................ 17

Manage Products .................................................................................................................................................. 20

Variants and Variant Groups ................................................................................................................................... 22

Receive Inventory ..................................................................................................................................................... 24

Variant Attributes ....................................................................................................................................................... 25

Generate Barcodes................................................................................................................................................... 25

Product History .......................................................................................................................................................... 27

Managing Your Customers ...................................................................................................................................... 28

Add Customers ...................................................................................................................................................... 28

Import Customers ................................................................................................................................................. 29

Manage Customers .............................................................................................................................................. 31

Reviewing Logs ......................................................................................................................................................... 32

Orders ..................................................................................................................................................................... 32

Out of Balance Orders.......................................................................................................................................... 33

Shifts ........................................................................................................................................................................... 35

Generating Reports................................................................................................................................................... 36

Configuring POS Settings ........................................................................................................................................ 37

Company Profile .................................................................................................................................................... 37

Employees ................................................................................................................................................................. 38

Password Policy .................................................................................................................................................... 40

Manager Overrides ............................................................................................................................................... 41

Import Employees ................................................................................................................................................. 41

Time Clock ............................................................................................................................................................. 43

Icons ........................................................................................................................................................................... 44

Categories .................................................................................................................................................................. 45

Cash Registers .......................................................................................................................................................... 46

Register Settings ................................................................................................................................................... 48

Promotions ................................................................................................................................................................. 51

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Discounts.................................................................................................................................................................... 53

Tax Settings ............................................................................................................................................................... 55

Email Settings ............................................................................................................................................................ 57

Vendors ...................................................................................................................................................................... 58

Units of measurement .............................................................................................................................................. 60

Preferences ................................................................................................................................................................ 60

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Logging In

To log in, open your internet browser and go to the following page: https://www.chargeanywhere.com/cashregister/portal/login.aspx Enter the username and password provided via email.

Setup Wizard

The Setup Wizard will take you through a step-by-step process on how to configure basic POS options for your business.

Note:

• If you are not prepared to complete a page, you may skip it and complete it later by

selecting Setup Wizard from the Configuration Menu.

• All the choices you make can be changed later.

• Use the additional help offered on the right-hand side of certain pages for answers to

frequently asked questions. 1. Company Profile – The company profile gathers general information about your business such as address, phone number and email. This information was collected during activation of your account. Review the details and ensure that the information is correct. 2. Employees – Employees are users who can access the Portal and/or cash register(s). Creating a username and password for individual employees allows you to:

https://www.chargeanywhere.com/cashregister/portal/login.aspx

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• Trace user logins for hours worked.

• Compare employee sales for performance evaluation.

• Limit POS permissions for each employee

3. Icons – Icons are images used to represent individual products and categories. Assigning a unique icon will increase the speed of cashiering when manually selecting products for checkout. A pre-loaded image gallery is provided, .and users can also upload their own images to create a custom gallery. Images should be 80 x 80 4. Categories – Categories are used to group your products for easy look up and better reporting. Each product added must be associated to a category. Uncategorized is a category provided for products that do not fall into any other category; this category cannot be deleted. 5. Cash Registers – This page maintains the settings, software license and status of all cash registers on your account. Default Register Settings are configured first and applied to each cash register. Individual cash register settings may be altered at any time by selecting the specific cash register and applying the unique settings. Once the Setup Wizard is complete, you can navigate freely through the Portal. We recommend adding or importing products as soon as possible to begin using your cash register application.

Using the Dashboard

The Dashboard is the home page for the Portal and provides a quick snapshot of relevant account information and activity.

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Register Information displays all your cash registers and the employee that is currently logged in. An

alert will appear next to any register that is currently out of sync or has a shift open for over 24 hours. Click

the alert icon for more details.

Stock Alerts are only visible when a products on-hand quantity has reached below the stock alert level.

Sales Summary displays your total sales for today and provides a breakdown of each tender type.

Managing Inventory

Before you can take an order, you must first configure your products in the Portal. During this process, you will define the product’s price, cost, quantity on hand and other important product details. As you sell and purchase inventory, quantities on hand and other statistics needed for financial reports are instantly updated.

Add Products

To add a product:

1. Select Add Products from the Products menu.

2. Select the type (inventory, non-inventory, choices or combos)

3. Select the category

4. Enter the product name

5. Navigate through the remaining optional fields and enter the necessary information

• Refer to Product Field Descriptions below for more details on a certain field

• If you do not know the current quantity on hand when entering an inventory

item you can leave it blank and update it later by creating an adjustment

6. Click Add when finished

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Choices

Choices refer to substitution of a product by a different one. For example, a combo of 3 products (sandwich, drink and dessert) the merchant can use a Choice to ask the merchant what type of drink he/she wants.

To add a Choice:

1. Under Products select “Add product” 2. Click on Type and select “Choice” 3. Select “Category” 4. Enter the “Product name” 5. Enter price if applicable 6. Click on Select “Choice Products” 7. Select the products for your Choice and click on “Add” 8. Once all products included in Choice are added click on “Save” 9. Click on “Add” 10. Complete the “Product details” info and then click on “Add”

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Combos

They are a combination meal sold together, often referred as a Combo, it is a type of meal that typically includes an entrée, a side dish and a beverage. They are a common menu item at fast food restaurants, and other restaurants also offer them. Combinations meal may be price lower compare to order items separately but, also will give the customer the option to add a la Carte items to create their own combination.

To add a combo:

1. Under Products select “Add product” 2. Click on Type and select “Combo” 3. Then click on “Select Combo Products” 4. Select the product to be part of the combo and click on “Add” 5. Once all the products included in the combo have been added click on “Save” 6. Complete the product details screen and click on “Add”

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Product field descriptions *Indicates a required field

Product Details

Type* Type field is required. Inventory – Select if you wish to track the quantity on hand Non-Inventory – Select if you do not wish to track the quantity of hand. Used for services, miscellaneous fees, and other items not tracked by quantity. Choice – Select this option to create substitutions of products. Combo – Select this option to create a predefined set of products to sell together.

With Variants Select this option to create a variant group. Once selected, a Select Attribute box will appear on the right side of the page. You must select from 1 to 3 attributes to associate with the variant group to continue. See Variants and Variant Groups section for more details.

Category* Category field is required. Use the dropdown list to choose the product’s category. Category does not accept special characters.

Product Name* Primary identification of a product. Product name must be unique. Special characters are not accepted in the Product Name. Product name is 500 characters max. Product name should not be in the file more than once.

Product Code Secondary identification and of a product. This field is generally used for the product’s barcode. Product code is required, and it must be unique. Product Code is 100 characters max.

Description Used for lengthy product descriptions or notes.

Retail Price Enter the selling price of your product. If the price is variable, leave this field blank and the product’s price will be determined at the point of sale. Retail price must be numeric. Retail Price does not accept special characters.. $ symbol is not accepted

Tax Select the sales tax that will be collected during sales of this item.

Quantity on Hand

Enter the number of units currently in stock. The quantity on hand is updated whenever the product is received, sold, or adjusted. For multistore users: All stores will be listed in a grid. Select the active column if the product is sold in that store and enter the qty on hand for that store. The qty on hand field above the grid will display the total qty among all stores. Adjustment: Allows you to correct the quantity on hand. Common reasons for adjustments include products returned to inventory after sale, theft or shrinkage, damaged or defective inventory or data entry errors.

Average Unit Cost

Enter the average amount you pay for a unit of this product. The average unit cost is used in various reports to calculate profit margins. To maintain accuracy, the average unit cost is updated every time you receive inventory. Adjustment: Allows you to correct the average unit cost.

Stock Level Alert Enter a threshold amount to trigger a product alert when the quantity on hand falls below that threshold. Stock Level Alert must be numeric only

Product Icon The product icon defaults to the Category’s icon. You may choose another icon from the image library to associate with a product.

Create Discount Used for products currently “on sale”. The discount can be a percentage or dollar amount and will automatically be applied when this product is sold.

Additional Info

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Vendor Select the preferred supplier of the product. Vendor does not accept special characters.

Commodity Code

Enter the numerical value used by federal, state and local governments to categorize the good or service. Commodity Code does not accept special characters. Must be 50 characters max.

Unit of Measure Enter unit of measure name Note: The unit of measure will be created if it does not currently exist.

Notes This space can be used for any additional info not accounted for by any other field. Notes must be 1,000 characters max.

Modifiers

Select Modifier Group

Select the Product Category to add a Modifier Group.

Import Products Importing products allows you to add multiple products at once using a Comma Separated Value (CSV) file. Note: You cannot assign individual product icons during import. Each product will be assigned the category’s icon. If a category is created during the import process, the category will be assigned an icon color. All products associated with that category will be assigned a text icon with the same background color as the category.

To import products:

1. Select Import Products from the Products menu

2. Click the Get Product Import File link

3. Save the ProductImport.csv file to your computer

4. Open the ProductImport.csv file. Enter product details as necessary and save the file.

▪ Each column in the spreadsheet identifies the data requested and each product you are

importing will occupy one row

▪ Entries will be rejected if data is not in the correct format. Refer to the Guidelines for

Importing Products section to see how each column should be formatted

5. Once your import file is complete, click Browse in the Import Products screen and select the

ProductImport.csv file

▪ The file path will appear in the field provided

6. Click Upload

• A new product will be added for every row in the import file. You will be notified if any errors need

to be corrected in the import file

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Guidelines for Importing Products – Single Store

*Indicates a required field

Column Field Instructions

A Product Name* Enter a unique product name. Note: The entry will be rejected if product name already exists. Product name is 500 characters max. Product Name cannot have special characters or back to line.

B Product Code Enter a unique product code. Note: The entry will be rejected if product code already exists in inventory. Product Code is 100 characters max. Product Code cannot have special characters or back to line

C Type* Enter Inv (Inventory) if you wish to track the quantity on hand. Enter Non (Non-inventory) if you do not wish to track the quantity of hand. Type cannot have special characters or back to line

D Category* Enter a category name for product association. Note: The category will be created if it does not currently exist in the POS. Category does not accept special characters. Category cannot have special characters or back to line

E Description Enter a product description. (200-character max) Special characters are not accepted. Description cannot have special characters or back to line. The following characters are not allowed: < > \ / & % # ^ : ; , ? * | "

F Retail Price Enter the price you wish to charge your customers. For a variable price, leave this field blank. Retail Price does not accept special characters. $ Symbol is not accepted. Retail Price cannot have special characters or back to line. Retail Price should be a numeric value

G Tax Title Enter the tax title that is collected during sales. Tax should be numeric only. Tax Title cannot have special characters or back to line. Tax Title Invalid Tax Rate For non-taxable, leave Column G and Column H blank. If the tax title entered does not exist in POS, it will be created with the Tax Rate collected in Column H.

H Tax Rate (%) Enter the tax rate associated with the Tax Title. For non-taxable, leave Column G and Column H blank. Tax Rate (%) cannot have special characters or back to line

I Qty on Hand (Only for inventory items) Enter the number of units currently in stock. Quantity on Hand cannot have special characters or back to line Tip: If you do not know the qty on hand, you may leave it blank and correct it with an Adjustment later.

J Avg Unit Cost Enter the average unit cost of the item. Average Unit Cost must be numeric only. Avg Unit Cost cannot have special characters or back to line

K Stock Level Alert (Only for inventory items) Enter a quantity if you would like to receive alerts when the quantity on hand for a product falls below a certain number. Stock Level Alert must be numeric only. Stock Level Alert cannot have special characters or back to line

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L Discount Enter the % or $ amount currently being discounted. (e.x. 10% or $10). Discount cannot have special characters or back to line

M Vendor Enter preferred supplier’s name. Vendor does not accept special characters. Vendor cannot have special characters or back to line Note: The vendor will be created if it does not currently exist.

N Commodity Code Enter the numerical value used by federal, state and local governments to categorize the good or service. Commodity Code does not accept special characters. Must be 50 characters max. Commodity Code cannot have special characters or back to line

O Unit of Measure Enter unit of measure name Note: The unit of measure will be created if it does not Currently exist. UOM cannot have special characters or back to line

P Notes Enter any additional info not accounted for by any other field. Notes must be 1,000 characters max. Notes cannot have special characters or back to line

Guidelines for Importing Products – Multistore

*Indicates a required field

Col Field Instructions

A Product Name* Enter a unique product name. Note: The entry will be rejected if product name already exists. Product name is 500 characters max. Product Name cannot have special characters or back to line. Characters not allowed < > \ / & % # ^ : ; , ? * | "

B Product Code Enter a unique product code. Product Code cannot be empty Note: The entry will be rejected if product code already exists in inventory. Product Code is 100 characters max. Product Code cannot have special characters or back to line

C Type* Enter Inv (Inventory) if you wish to track the quantity on hand. Enter Non (Non-inventory) if you do not wish to track the quantity of hand. Type cannot have special characters or back to line

D Category* Enter a category name for product association. Note: The category will be created if it does not currently exist in the POS. Category does not accept special characters. Category cannot have special characters or back to line

E Description Enter a product description. (200-character max) Special characters are not accepted. Description cannot have special characters or back to line. Characters not allowed < > \ / & % # ^ : ; , ? * | "

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F Retail Price Enter the price you wish to charge your customers. For a variable price, leave this field blank. It should be a numeric value. Retail Price does not accept special characters. $ symbol is not accepted. Retail Price cannot have special characters or back to line Retail Price does not accept special characters. $ symbol is not accepted

G Tax Title Enter the tax title that is collected during sales. For non-taxable, leave Column G and Column H blank. If the tax title entered does not exist in POS, it will be created with the Tax Rate collected in Column H. Tax Title cannot have special characters or back to line

H Tax Rate (%) Enter the tax rate associated with the Tax Title. For non-taxable, leave Column G and Column H blank. Tax Rate (%) cannot have special characters or back to line

I Avg Unit Cost Enter the average unit cost of the item. Avg Unit Cost cannot have special characters or back to line

J Stock Level Alert (Only for inventory items) Enter a quantity if you would like to receive alerts when the quantity on hand for a product falls below a certain number. Stock Level Alert must be numeric only. Stock Level Alert cannot have special characters or back to line. Non inventory items do not have Stock Level Alerts

K Discount Enter the % or $ amount currently being discounted. (e.g. 10% or $10). Discount cannot have special characters or back to line

L Vendor Enter preferred supplier’s name. Vendor does not accept special characters. Vendor cannot have special characters or back to line

Note: The vendor will be created if it does not currently exist.

M Commodity Code Enter the numerical value used by federal, state and local Governments to categorize the good or service. Commodity Code does not accept special characters. Must be 50 characters max. Commodity Code cannot have special characters or back to line

N Unit of Measure Enter unit of measure name Note: The unit of measure will be created if it does not currently exist. UOM cannot have special characters or back to line

O Notes Enter any additional info not accounted for by any other field. Notes must be 1,000 characters max. Notes cannot have special characters or back to line

P,Q,R…

Store assignment In Row 1, enter each store ID starting at column P so that each store occupies a column. Then enter the product’s quantity under the corresponding Store ID column. (If you do not enter a specific Store ID in row 1, all products will be inactive in that store.) To make a product inactive for a single store, enter X under the corresponding Store ID column.

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Modifiers and Modifier Groups Modifiers and Modifier Groups allow you to customize your products. Modifiers are groups of items used to extend, alter, or further define menu items. For example, you can increase the price of a product. You can also have free modifiers. Modifiers

To create a Modifiers:

1. Select Modifiers from the Products menu 2. Click on Add

3. Enter a modifier name (required field) 4. Enter Price

To Edit a Modifier

1. Click in the modifier

2. Update the fields you need

3. Click Update

To delete a Modifier

All created modifiers will display in a grid. You can edit the modifiers name and price here. To

edit a modifier:

1. Click on the checkbox of the modifier(s) that you desire to delete

2. Select delete

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Modifier Group

To create a modifier Group

1. Select Modifier Group from the Products menu

2. Click on Add

3. Enter the Modifier Group Name

4. Enter the Modifier Min

5. Enter the Modifier Max

Note: The Min and Max fields indicates the minimum and maximum number of modifiers you have to select from that category. For example, Min = 1 indicates you must select one modifier, Max = 5 cannot select more than 5 modifiers

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To edit a Modifier Group

All created modifiers groups will display in a grid. You can edit the modifiers group name,

Modifier Min and Max here. To edit a modifier group:

a. Click in the modifier

b. Update the fields you need

c. Click Update

To Delete a Modifier Group

d. Click on the checkbox of the modifier(s) that you desire to delete

Select delete

How to Add a Modifier Group to a Modifier

1. Select Modifier from the Products menu

2. From the grid displayed witht the Modifiers, select “Add Modifier Group” for the Modifier desired

3. Click on the checkbox of the Modifier Group 4. Click on the checkbox “Apply to all Products” if applicable 5. Click on “Add”

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How to Add Modifiers to a Modifier Group

1. Select Modifier Groups from the Products menu

2. From the grid displayed witht the Modifier Groups, select “Add Modifier” for the Modifier Group

desired.

3. Select the modifiers 4. Click Add

Manage Products

To view or edit product details:

1. Select Manage Products from the Products menu

2. Locate and select a product

3. Make the necessary edits

4. Click Update

Note: After making changes to the products on the portal, a synchronization from the app is required to show these changes at the cash register.

To change a product icon:


2. Locate and select a product

3. Select the link under the product icon that reads ‘Click here to change icon’

4. Select a text icon color, standard icon or custom icon from the gallery

• If you are using a text icon, select preview to see how the icon will appear in your cash registers.

5. Click Done

6. Click Update on the Manage Products screen to successfully save the change

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To make products active/inactive:

1. Select Manage Products from the Products menu.

2. Select (check) the box next to each product you wish to make active or inactive.

3. Click Make Active or Make Inactive and confirm. Note: Inactive products are no longer available for transactions in your cash registers.

To delete a product:

1. Select Manage Products from the Products menu.

2. Select (check) the box next to each product you wish to delete.

3. Click Delete and confirm. Note: You cannot delete a product that has already been included in a sale or refund because it is associated with sales reports. You can only make the product inactive

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Variants and Variant Groups The use of variants and variant groups helps consolidate similar products with varying attributes. For example, a t-shirt may come in 3 different sizes and 2 different colors. By creating a variant group for these t-shirts, a store owner can access all variants easily while conserving space in the cash register application. When creating the variant group, the store owner would choose the Size and Color attribute. Each variant would then be assigned corresponding attribute values, e.g. small_black, medium_white, large_blue, etc.

To conserve space in the cash register application, only the variant group will display in the product selection panel. Once the variant group is selected, all variants belonging to that group will display for selection.

➢ To create a variant group and variants:

1. Add Variant Group

a. Select Add Products from the Products menu

b. Select the type

c. Check the With Variants checkbox

▪ Your attribute list will appear on the right side of the page

d. Select a category and enter a product name

e. Select the attributes that will define your variants. (3 max)

Note: The attributes assigned to a variant group cannot be changed once you click Add.

f. Navigate through the remaining optional fields and enter the necessary information.

▪ The information gathered here, such as retail price and average unit cost, will be

automatically assigned to each variant in step 3.

▪ Refer to Product Field Descriptions section for more details on a certain field

g. Click Add

2. Add Variants

a. Your attribute values will be listed on the left side of the page. Add, delete or edit the

values so that all possible variant values are included.

b. Click the green arrow icon to see all possible variants based on the values provided.

All possible attribute combinations will display on the right side.

▪ Variant names will be formatted as: variantgroup_attribute1_attribute2_attribute3

c. Ensure that the variants you wish to create are checked. Uncheck any variant that

you do not wish to create.

d. Click Add.

3. Edit Variants

a. All created variants will display in a grid. You can edit the product code, category,

quantity on hand, retail price and unit cost here.

• To edit a field that isn’t in the grid, click on the product name.

• (For multistore users only) The quantity on hand will show the total quantity in all stores. You must select a store to change that store’s quantity on hand. b . Click Update to accept changes or Cancel to return to Manage Products screen

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To add variants to an existing variant group:


2. Locate and select desired variant group

3. Click Add More Variants on the right side of the page

4. Your attribute values will be listed on the left side of the page and already existing variants will be

displayed on the right. Add, delete or edit the attribute values so that the new variant values are

included.

5. Click the green arrow icon to see all possible variants based on the values provided. All

possible attribute combinations will display on the right side.

▪ Variant names will be formatted as: variantgroup_attribute1_attribute2_attribute3.

6. Ensure that the variants you wish to create are checked. Uncheck any variant that you do not

wish to create.

7. Click Add.

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Receive Inventory Receiving inventory will update the quantity on hand for multiple products while tracking the unit cost of each product in the order.

To receive inventory:

1. Select a product from the dropdown list and click add

OR

Scan/type product barcode and click add

2. The grid below will display all selected products. Enter the quantity received for each

product

3. Use the existing unit cost or enter a different unit cost for each product.

4. (For multistore users only) Use the dropdown menu to select the store that is receiving the

inventory.

5. Click Update Note: The total cost of the inventory items can be calculated by selecting Calculate Total Cost

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Variant Attributes Your variant attribute list will be presented when adding a variant group. For your convenience, the Size and Color attribute have been preloaded to your account. The values of each

To add an attribute:

1. Select Variant Attributes from the Products menu.

2. Click Add Attribute

3. Enter the attribute name (e.g. Size)

4. Enter the values associated with the attribute (e.g. Small, Medium, Large)

• Click the icon to expand the number of values. 5. Click Add

To edit an attribute:

1. Select Variant Attributes from the Products menu

2. Locate and select desired attribute

3. Make necessary edits

4. Click Update

To delete an attribute:

1. Select Variant Attributes from the Products menu

2. Click the next to the desired attribute and confirm.

Generate Barcodes Barcodes can increase the speed and accuracy of a cashier when processing a sale. You have the option to print or export the barcodes associated with your products.

To print product barcodes:

1. Select Generate Barcodes from the Products menu

2. Select (check) all desired products and click Generate Barcodes

3. Select the number of barcodes you wish to appear in a row (1-4)

4. Click Print

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Avery Label:


2. Select (check) all desired products and click Avery Label Tab

You will be re-directed to Avery Label website. From there you will be able to edit/customize your

barcode labels.

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To export product barcodes:


2. Select (check) all desired products and click Export

▪ An Excel spreadsheet will be created with the product name and associated barcodes

Name and save the Excel spreadsheet as necessary

Product History The product history accounts for all major product changes. Refer to the product history to view when a product has been:

▪ Added or deleted

▪ Made active or inactive

▪ Received or adjusted

By default, the product history will display the most recent actions performed. Use the search filters to narrow the results displayed.

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Managing Your Customers Understanding your customers’ needs is essential to a successful business operation. You can save customer information, associate customers with orders and assign customer discounts. By collecting customer information, you give yourself a means of communication with these customers and a better understanding of their buying patterns.

Add Customers To add a new customer:

1. Select Add Customers from the Customers menu.

2. (Optional) Enter the customer number.

▪ A customer number will be assigned automatically if field is left blank.

3. Enter the customer’s first name, last name and phone number.

4. (Optional) Enter the customer’s email address.

▪ Uncheck “OK to email” if you do not wish to contact this customer via email.

5. (Optional) Enter the discount the customer will receive on all orders.

6. Click Add.

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Import Customers Importing customers allows you to add multiple customers at once using an Excel spreadsheet. To import customers:

1. Select Import Customers from the Customers menu

2. Click the Get Customer Import File link

3. Save the CustomerImport.csv file to your computer

4. Open the CustomerImport.csv file. Enter customer details as necessary and save the file.

▪ Each column in the spreadsheet identifies the data requested and each customer you are

importing will occupy one row

▪ Entries will be rejected if data is not in the correct format. Refer to the Guidelines for

Importing Customers section to see how each column should be formatted

5. Once your import file is complete, click Browse in the Import Customers screen and select the

CustomerImport.csv file


6. Click Upload

A new customer will be added for every row in the import file. You will be notified if any errors need to be corrected in the import file

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A Customer Number Enter a unique customer number. The customer number will be automatically generated if left blank. Note: The entry will be rejected if the customer number already exists.

B First Name* Enter the customer’s first name.

C Last Name* Enter the customer’s last name.

D Phone* Enter the customer’s phone number. (No dashes) Note: The entry will be rejected if the phone number already exists.

E Email Enter the customer’s email address.

F Discount Enter the discount your customer will receive on all orders.

G Loyalty Points Enter the customer’s loyalty points you wish to import from a different loyalty app or system.

* Required fields

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Manage Customers

To view or edit customer details:

1. Select Manage Customers from the Customers menu

2. Locate and select a customer


4. Click Update

To make customers active/inactive:

1. Select Manage Customers from the Customers menu.

2. Select (check) the box next to each customer you wish to make active or inactive.

3. Click Make Active or Make Inactive and confirm.

Note: Inactive customers are no longer available for transactions in your cash registers.

To delete a customer:

1. Select Manage Customers from the Customers menu.

2. Select (check) the box next to each customer you wish to delete.

3. Click Delete and confirm.

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Note: You cannot delete a customer that has already been included in a sale or refund because it is associated with sales reports. You can only make the customer inactive.

Reviewing Logs

Orders All completed orders are available in real time for review. The order details allow you to:

▪ View the products, discounts and promos that were included in an order

▪ View, print or email customer receipts

▪ View payment details

▪ View GPS location where the order took place (GPS must be enabled in the Advanced tab of

the Cash Register Settings, and the tablet/location must be enabled on the device)

To view the details of an order:

1. Select Orders from the Logs menu.

2. Locate and select an order to view the details by clicking on the Order #

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Out of Balance Orders When an order has not been paid in full, the order is considered out of balance. All out of balance orders have a red asterisk (*) next to the order number. After a shift has been closed with Out of Balance Orders you will receive a register alert on your Dashboard. To resolve Out of Balance Orders:

1. Select Out of Balance Orders from the Logs menu.

2. Click an order number to view the order details.

3. The remaining balance of the order will display underneath the order total. You will be presented

with options to Record Loss, Accept Payment or Refund Order.

▪ Record Loss: If products have been given away to customers without recouping its value,

then you should record the loss. Losses are tracked and reported on business reports.

▪ Complete Sale: Select the tender type, enter the amount and any necessary payment

information and click submit.

▪ Refund Payment: All products will be returned to inventory and any partial payments will be

reversed.

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4. For refunds you will be presented with options to Record Loss, complete Refund or Offset with

Sale.

▪ Record Loss: If products have been given away to customers without recouping its value,

then you should record the loss. Losses are tracked and reported on business reports.

▪ Complete Refund: All products will be returned to inventory and any partial payments will be

reversed.

▪ Offset with sale: This option will cancel a refund using a sale for the same amount as the

refund.

5. Once you have recorded loss, cancelled the order or accepted payment and the balance is back

to zero, the order will no longer appear in Out of Balance Orders. You can still view the Order in

the Orders page. All out of balance orders that have been resolved will have a green asterisk (*)

next to the order number.

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Shifts User logs in and out of a cash register are tracked and the actions performed in that interval are grouped as a shift. The shift details allow you to:

▪ View the cash register and the user that logged in

▪ View the date and time a user logged in/out

▪ View the starting balance, ending balance, cash drops and cash buys of that shift

▪ View the orders that occurred during the shift along with the totals

To view the details of a shift:

1. Select Shifts from the Logs menu

2. Locate desired shift and click Shift Details to view

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Generating Reports Real time access to all business activity is provided through detailed reports. These reports may be used to evaluate sales performance, profitability, inventory and much more.

Sales Report Payment Reports Product Reports

Register Reports

Sales by Store * Payments By Register Product Summary Z Report / End of Day

Sales By Register

Payments By Employee Best/Worst Sellers Cash Drawer Report

Sales By Employee Returned Products

Sales By Product Inventory Valuation

Sales By Category

Sales By Hour

Sales By Day of the Week

Sales By Day of the Month

Sales By Week

Sales By Month

Sales Tax Summary

* Available for Enterprise plan only

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To generate a report:

1. Select desired report from the Reports menu

2. Set search criteria and click Search

▪ Each generated report will provide an option to print and export

Configuring POS Settings

Company Profile The company profile gathers general information about your company such as address, phone number and email. This information was gathered at the time your account was activated.

To edit the company profile:

1. Select Company Profile from the Configurations menu


3. Click Update

To edit a store profile: (For multi-store users only)

1. Select Company Profile from the Configurations menu

2. Select a store from your list of stores located on the right side of the page


4. Click update

To add a store 1. Select Company profile from the configuration’s menu 2. Under your stores located on the right hand-side click on

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3. Enter the information for new store 4. Click on Update

To delete a store

1. Select Company profile from the configuration’s menu 2. Under your stores located on the right hand-side click on 3. Confirm the selection

Employees Employees are users who can access the Portal and cash register application. Creating a username and password for everyone that accesses your account allows you to:

• Trace user log ins for hours worked

• Compare employee sales for performance evaluation

• Limit POS permissions for each employee

To add an employee:

1. Select Employees from the Configurations menu

2. Select Add Employee

3. Enter employee name and contact info

4. Create a username and password

OR Select Generate Password to have the system generate a password and email it to the user

▪ Username must contain at least six alphanumeric characters. Username will be rejected

if already taken by another POS user.

▪ Passwords must be at least 8 alphanumeric characters with at least one uppercase and

lowercase letter and at least one number. See Password Policy for further details.

5. Select an Employee Role. Each employee role has predefined login access and permissions

▪ Refer to Employee Role Defaults table for permissions granted to each Employee Role.

▪ You may customize the permissions of any user regardless of Employee Role.

6. If creating a manager, assign an Override Code

▪ Refer to Manager Overrides section for more details

7. Click Add

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Password Policy

▪ Passwords must be eight characters long or more ▪ Passwords cannot contain 3 consecutive characters from the username ▪ Passwords must include at least one number, one lower case letter and one upper case letter ▪ Passwords cannot have a letter or digit sequence greater than two characters long

J3dux12d is allowed (12) while J3dux123d is not allowed (123) ▪ Passwords cannot use the same character or digit more than twice

J3dux12d is allowed (d is repeated twice) while J3dudx12d is not allowed (d is repeated 3 times) ▪ Passwords cannot be the same as any of the last four passwords associated with that user

Employee role defaults Admin Manager Cashier

Allowed Login

Portal ✓ ✓

Cash Registers ✓ ✓ ✓

Back Office Permissions (View or Edit)

Company Profile Edit View

Employees Edit View

Products Edit View

Receive Inventory Edit Edit

Adjust Quantity on Hand Edit Edit

Purchasing Edit Edit

Cash Registers Edit Edit

Icons Edit Edit

Categories Edit Edit

Discounts/promos Edit View

Logs View View

Reports View View

Register Permissions

Perform Maintenance ✓ ✓ *✓

Cash Sale/Refund Sale/Refund Sale

Check Sale/Refund Sale/Refund Sale

Credit Sale/Refund Sale/Refund Sale

Gift Sale/Refund Sale/Refund Sale

Wallet Sale/Refund Sale/Refund Sale

*Only if the permission is enabled on portal

To view or edit an employee’s info or permissions:


2. Locate and select an employee

3. Make the necessary edits 4. Click Update

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To view or edit an employee’s info or permissions:


2. Locate and select an employee


4. Click Update

To upload or change an employee picture:


2. Locate and select the employee

3. Click Browse and select the desired image file.


4. Click Upload

To delete an employee:


2. Locate desired employee, click and confirm

Manager Overrides Admin and managers can create a PIN Number. If a user tries to perform a function that he/she does not have permission to perform, a manager or admin may enter his/her PIN Number for a one-time authorization of that function.

Import Employees

To import employees:


2. Select Import

3. Click the Get Employee Import File link

4. Save the EmployeeImport.csv file to your computer

5. Open the EmployeeImport.csv file; enter employee necessary employee information and save the

file

▪ Each column in the spreadsheet identifies the data requested and each employee you are

importing will occupy a row.

▪ Entries will be rejected if data is not in the correct format. Refer to Guidelines for Importing

Employees section to see how each column should be formatted.

6. Once the import file is complete, click Browse in the Import Employees screen and select the

EmployeeImport.csv file

▪ The file path will appear in the field provided.

7. Click Upload

▪ A new employee will be added for every entry in the import file. You will be notified of any

errors need to be corrected in the import file.

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Employee Import Guidelines


A First Name Enter employee’s first name.

B Last Name Enter employee’s last name.

C Phone # Enter employee’s phone number.

D Email Enter employee’s email address.

E Employee Role Enter Admin, Manager or Cashier. The employee will inherit the default permissions of the designated employee role. Refer to Employee Role Defaults section to learn more.

F Username Create a username containing at least six alphanumeric characters.

Note: Try to choose a unique username, because it will be rejected if already in use by another POS user.

G Auto Generate Password

Enter Yes to have the system generate a password and email it to the user. If yes, disregard Column H and Column I. Enter No to manually assign a password.

H Password Create a password containing at least eight characters. Refer to Password Policy section for all the password rules.

I Confirm Password Confirm password by reentering.

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Time Clock Allows you to record start and end times for hourly employees. Users punch in and out of a cash register to record their regular time. Manager can edit/add hours worked (REG), Vacation (VAC), Over Time (OT), Holidays (HOL), Sick (SIC), or Other (OTH). If a merchant elects to user Time Clock Feature, all employee PINs must be unique.

To configure Time Clock:

1. Select Preferences from the Configuration menu

2. Set Pay Period

3. Set Start Day

To view the Time Card:

1. Select Time Card from the Configuration menu. A list of users will show with Last Clocked In

2. Click on user to see the details

3. You can also Export into a .csv file and/or print it.

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Icons In this section, you will select a default icon. The default icon is suggested as the category icon when adding a category.

▪ Standard Icons – Preloaded icons available to associate with any of your products or categories.

▪ Custom Icons – You may upload your own images to create your own image library. (Uploaded

images are resized to 80x80)

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To select a default icon:

1. Select Manage Icons from the Configurations menu

2. Select an icon from the Standard Icon or Custom Icons tab

3. Click Update

To upload a custom icon:


2. Go to Custom Icons tab and click Browse.

3. Select an image file


4. Click Upload

▪ The image will appear as a new custom icon

To delete a custom icon:


2. Go to the Custom Icons tab

3. Click the underneath an icon and confirm deletion

Note: Icons in the Standard Icon image library cannot be deleted.

Categories

Categories are used to group products for easy look up and better reporting. Each product added must be associated with a category. Uncategorized is a category provided for products that do not fall into any other category.

To add a category:

1. Select Manage Categories from the Configurations menu

2. Select Add Category at the top of the page

3. Enter the category name, Select a printer (kitchen, bar or both) and description and select a

category icon

4. Click Add

To edit a category:


2. Locate and select the category


4. Click Update

To view or reassign products in a category:


2. Locate desired category and click Associated Products

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▪ You will see a list of all products associated with that category

3. To move products to another category, select (check) the desired product(s)

4. Select the new category from the dropdown list and click Move

To delete a category:


2. Click the next to desired category and confirm

Note: A category that has products associated with it cannot be deleted.

Cash Registers The Cash Registers page maintains the settings, software license and status of all your cash registers. The Default Register Settings are configured during the Setup Wizard and automatically applied to all cash register devices on your account. You may customize the settings of an individual register.

• Register Name: Each cash register on your account is identified by the Register Name. By default, the Register Name is the identification number. You can change the name of any register by selecting Edit Register Name in the Cash Register Settings.

• Identification: This is the identification number that is automatically assigned to the cash

register. This number cannot be changed.

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• Software License: The software license is a unique and randomly generated string of

alphanumeric characters required to enable your cash register for operation. A software license can only be used on one tablet at a time.

• Phone #: The account or company phone # is entered along with the Software License when

enabling a cash register for operation.

• Settings: Each cash register can have either Default or Custom settings. Default indicates that the cash register is currently using the Default Register Settings. Custom indicates that the cash register’s settings have been altered and no longer match the Default Register Settings. Situations that may call for custom cash register settings include:

• Different receipt headers/footers for registers at different locations

• Different tax rates for registers in different states or jurisdictions

• Different security options for the employee assigned to each register

Refer to Register Settings section for more details on the various settings.

To edit the default register settings:

1. Select Default Register Settings from the Configurations menu


3. Click Update

To customize a cash register’s settings:

1. Select Cash Registers from the Configurations menu

2. Locate and select the desired register


4. Click Update

Note: If you want to copy the settings of another customized register, select the desired register on the right-hand side and click Copy Register.

To restore default settings to customized cash registers:


2. Select (check) the box next to the desired register(s)

3. Click Restore Default Settings and confirm

Store: (For multistore users only) Each cash register must be assigned to a store. Registers will only be able to sell products that are in the inventory for that store. To change the register’s store location:


2. Locate your register and click the pencil and paper icon under the Store column

3. Select the appropriate Store ID

4. Click the green check mark to update

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Status: Displays the current state of a cash register. Once a software license is used on a tablet, that cash register will be enabled for operation.

Indicates that the license is unused. You can use the software license to enable the app on a

tablet.

Indicates that the register is enabled. Users may log in and perform transactions.

Indicates that the register is disabled. Users can not log in or perform transactions.

You may disable a cash register at any time to prevent log in access or ability to process transactions. It is recommended to disable a register immediately if the device is ever lost or stolen.

To enable/disable a register:


2. Select (check) the box next to desired register(s)

3. Click Enable Register or Disable Register and confirm

Register Settings

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Each of the five tabs in the register settings (Receipts, Cash Drawer, Tax, Security and Advanced) control different aspects of your cash register. The following section will describe the options available in each tab.

Receipts

• Select Printer – By identifying the printer you use; the app can adjust the margins of a receipt

appropriately. Network printers typically hold more characters per line than mobile printers. For

ELO devices, the default printer will show as connected under the printer with the name “Localhost”

• Receipt Logo – Image that appears on top of receipt. (Image must be Monochrome bitmap 240x88

black and white PNG with no transparency).

o Not available for ELO Touch Pay Point

o It may be added for printers with graphic capabilities

• Receipt Header – Typically reserved for company name, address and phone number

• Receipt Footer – Used to display a message at bottom of receipts (i.e. Thank you for your

business.)

• Receipt Advertisement – Used to display an additional message at the bottom of receipts.

• Enable Signature Capture – After an approved credit card transaction, you can electronically

capture a customer’s signature for sale authorization. The customer will sign on the screen of the

tablet and the signature will be printed on the merchant copy of the receipt. The signature is also

stored electronically in the Portal.

o ELO Pay Point will not print the signature however, it is capture and electronically saved in

the gateway

• Receipt Preview – Displays the receipt information that was just configured as it would appear

when printed.

• Email Customer Receipt – If this option is enabled, the cashier will be prompted to enter a

customer’s email address once a sale is complete.

o Default from Email – Enter the email address that you would like the e-receipts sent from.

o Default Subject Text – Enter the text that you like to appear in the subject line of the e-

receipts.

Cash Drawer

If you are utilizing a cash drawer, you can set options that aid in cash reconciliation.

• Collect cash drawer balance when opening and closing shifts? If yes, the cashier will be

prompted for the amount in the cash drawer when that user starts and ends their shift. This

feature helps identify cash discrepancies, because users will be alerted of shortages/overages

when closing shift.

• Require manager approval to record opening balance, closing balance, cash buys and cash

drops? If yes, a manager must enter his/her override code for cashiers to begin and end their shift

and record cash drops and cash buys.

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• Require manager approval to close shifts with cash discrepancy? If yes, the cashier cannot close

a shift with a cash discrepancy until a manager enters his/her override code. The discrepancy can

be handled on the Cash Register portal.

• Require manager approval to open drawer: If yes, a manager must enter his/her code to open the

drawer

Tax

• No Tax – Select this option if you will not be collecting sales tax.

• Apply the same tax rate to all taxable products – Select this option if you use one tax rate for all

taxable products. If so, select the tax rate that will be applied.

• Apply tax rate by product – Select this option if tax rates differ from product to product. The app

will apply the tax rate that is selected in the product details section.

Security

• AVS (Address Verification System): You may have the cash register always ask for the billing

address and zip code of a credit card, ask only during keyed transactions, ask if card is not

present or not ask at all.

• CVV (Card Verification Value): You may have the cash register ask for the CVV during keyed

transactions, ask if card is not present or never ask. (CVV is the 3-digit number on signature

panel of a Visa, MasterCard or Discover card; or the 4-digit number on the front of American

Express cards.

• Enter Last 4 Digits: Select to require the cashier to enter the last 4 digits of a swiped credit card.

• Card Present: Selects the card present option by default on any credit card transaction. Card

present indicates that the credit card was physically present at the time of the transaction and

may qualify for a better discount rate with your processor.

Advanced

• Print Approved Copies: You may choose to print the merchant copy only, customer copy only,

both or none.

• Print Declined Copies: You may choose to print the merchant copy only, customer copy only,

both or none.

• Print Order Receipt First: You may choose to print the order receipt first

• Accept Purchase Card: Allows you to accept Level 3 cards. A Level 3 card is government or

business issued credit card. The customer will need to provide a purchase code to complete the

transaction.

• Enable GPS: Records the GPS location where the order to place. The tablet must also have

location services enabled from the device settings

• Enable Tip: enable tip feature

• Tip Type: you may choose by percentage or by amount

• Tender Types: Enable all the tender types the cash register can accept. Only the tender types

selected will appear as options in the cash register application.

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Promotions Promotions are a great way to generate sales. You can create promotions, define the discount and timeframe for the promotion. Each promotion will have a promotion code that the cashier enters/scans to apply the promotion to an order. To create a promotion:

1. Select Comps/Promos from the Configurations menu

2. Select Add Promotion

3. Enter promotion information

▪ Promo Name

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▪ Promo Code (numeric characters only)

▪ Promo Start Date and End Date (The time frame the promotion is active)

▪ Promo Type (Amount or Percentage)

▪ Discount amount or percent

To edit a promotion:

1. Select Manage Promotions from the Configurations menu

2. Locate and select a promotion


4. Click Update

To delete a promotion:

1. Select Manage Promotions from the Configurations menu

2. Select the check box next to the corresponding promotion

3. Select Delete and confirm.

To make a promotion inactive:

1. Select the desired promotion by clicking on the name

2. Change the end date to yesterday

3. Select Update

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Discounts Discounts are used for products currently “On Sale”. % or $ amounts entered here will automatically receive the discount when selected during a sale.

To apply a discount:

1. Select Manage Discounts from the Configurations menu

2. Select the product(s) that you are assigning a discount. You may use the Search to filter through

products

3. Select the discount type (rate or amount)

4. Enter the discount percentage or amount

5. Click Update

To remove a discount:

1. Select Manage Discounts from the Configurations menu

2. Locate and select the product(s) that have a discount you would like to remove. You may use the

Search to filter through products

3. Select Delete

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Tax Settings Sales of products and services are often subject to sales tax. Because sales tax can differ depending on state, jurisdiction or product, you can specify multiple tax rates for your business. As products are sold, the app will calculate and apply the appropriate tax to all taxable products. In simple tax structures, you may only need to set up one tax rate. If you’re tax structure isn’t that simple, you can set up and apply different tax rates to products and/or cash registers.

• If your tax rates vary by product, select “Apply tax rate by product” option in the tax tab of the

cash register settings.

• If your tax rates vary by cash register, select “Apply the same tax rate to all taxable products” in

the tax tab of the cash register settings. Select the tax rate for that cash register from the

dropdown menu.

Single Tax Rate

To create a new tax rate:

1. Select Manage Taxes from the Configurations menu

2. Select Add Tax

3. Enter the tax title

▪ (Optional) Select Make Default if this is primary tax rate. This tax rate will be suggested

when adding a new product

4. Select Single Rate or Multi Rate.

▪ Multi Rate allows you to identify up to four tax rates that make up the overall tax

5. Enter tax rate(s)

▪ If tax rate is price dependent, select Price Dependent and enter threshold price (Any

taxable product with a unit price greater than the threshold price will be taxed this rate)

▪ If only the amount above the threshold price should be taxed, select “Apply tax to amount above

threshold”

6. Click Add

To edit a tax rate:


2. Locate desired tax rate and click on the name to edit


4. Click Update

Note: If the tax rate is currently being used by products, those products will automatically assume the updated tax rate.

To delete a tax rate:


2. Click the next to desired tax rate and confirm

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Note: A tax rate cannot be deleted if it is currently associated with products.

Multi Tax Rate

Multi Rate allows you to identify up to four tax rates that make up the overall tax To create a new tax rate: 1. Select Manage Taxes from the Configurations menu

2. Select Add Tax

3. Enter the tax title

a. Select Make Default if this is primary tax rate. This tax rate will be suggested when adding

a new product

4. Enable the box “Make Default”

5. Select Multi Rate (it will show two tax groups)

a. Tax Group 1 (it can be named as necessary) the options are State Tax (10.5) and City Tax (1%)

b. Tax Group 2 (must have the word reduced in it, for example: Reduce Tax) the options are Reduced State Tax (10.5) and City Tax (1%)

6. Select Tax Type

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7. Enter Subtitle of each group

8. Enter tax rate(s)

a. If tax rate is price dependent, select Price Dependent and enter threshold price (Any

taxable product with a unit price greater than the threshold price will be taxed this rate)

b. If only the amount above the threshold price should be taxed, select “Apply tax to amount

above threshold”

9. Click Add

Email Settings The email settings determine who will receive the system generated email, i.e products alerts, Register alerts, promotion reminders and POS feeds.

1. Select Email Options from the Configurations menu

2. Enter email address in the field that correspond to receive alerts

3. Click Update

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Vendors

This section gives you the ability to create and save your preferred suppliers. To add a vendor:

1. Click on Vendors 2. Click on Add vendor 3. Enter all the information then click on Add

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To activate/deactivate/delete vendor:

1. Click on Vendors 2. Select the vendor from the list 3. Click on Activate or Deactivate 4. Confirm your selection

To export vendors to CSV:

1. Click on Vendors 2. Selects the vendor(s) 3. Click on export

To print vendors:

1. Click on vendors 2. Select the vendor(s) 3. Click on print

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Units of measurement The unit of measure will be created if it does not currently exist. To enter a new UOM:

1. Click on Unit of Measurement 2. Click on Add 3. Enter the desired unit of measurement 4. Click on Add

Preferences Preferences section will allow you to:

• Display Customer as – You may choose First Name, Last Name, Full Name or Customer Number.

• General Settings – Session time out, Held Orders.

• Loyalty Settings – spend ($), # of Points

• Tip Settings – Max Tip Percent

Documents

QuickSale POS Retail Version Web Portal User Guide · Company Profile – The company profile gathers general information about your business such as address, phone number and email