Web Pos v2.0 User Guide 1

8/19/2019 Web Pos v2.0 User Guide 1

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Copyright (c) 2009-2015 www.magestore.com

Web POS v2.01

[email protected]

[email protected]

Phone: 084.4.8585.4587

WEB POS

USER GUIDE

Version 2.0

mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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Table of Contents

1. INTRODUCTION ...................................................................................................... 5

2. HOW TO CONFIGURE ........................................................................................... 8

2.1. How to enable a payment method for Web POS ...................................................... 8

2.2. How to set up a shipping method for Web POS ....................................................... 9

2.3. What is default customer & how to configure Default Guest Checkout ................ 10

2.3.1.. What is default customer ................................................................................. 10

2.3.2. How to configure Default Guest Checkout ...................................................... 10

2.4. How to enable offline mode .................................................................................... 11

2.5. How to change logo of Web POS ........................................................................... 12

2.6. How to add a Web POS user................................................................................... 12

2.7. How to differentiate access permissions of Web POS users .................................. 15

2.8. How to connect Web POS with peripheral devices ................................................ 17

3. HOW TO USE .......................................................................................................... 19

3.1. How a Web POS user logs in & manages his account ........................................... 19

3.2. How a Web POS user deletes/ reloads data in local manually ............................... 21

3.3. How to filter & search products quickly ................................................................. 21

3.4. How to add products to cart .................................................................................... 24

3.4.1. Add products to cart: ........................................................................................ 24

3.4.2. Edit products in cart ......................................................................................... 25

3.4.3. Remove products in cart................................................................................... 26

3.4.4. Clear cart .......................................................................................................... 27


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3.5. How to add a custom sale item to cart .................................................................... 28

3.5.1. What is custom sale item & what it is for ........................................................ 28

3.5.2. How to add Custom Sale to cart....................................................................... 28

3.6. How to apply a coupon code or a cart discount ...................................................... 30

3.7. How to apply a custom discount or custom price to a product ............................... 33

3.8. How to handle customer information at checkout .................................................. 36

3.8.1. Customer Checkout .......................................................................................... 36

3.8.2. Guest Checkout ................................................................................................ 39

3.9. How to add comments to an order .......................................................................... 40

3.9.1. When you need to add comments .................................................................... 40

3.9.2. How to add comments ...................................................................................... 40

3.9.3. How to check order comment .......................................................................... 40

3.10. How to process at checkout for a customer .......................................................... 42

3.11. Split Payment & Partial Payment with Web POS ................................................ 45

3.11.1. How to make payment via Web POS using 2 methods (split payment) ........ 45

3.11.2. How to process a layaway (partial payment) ................................................. 47

3.12. How to use offline mode ....................................................................................... 50

3.13. How to print receipt and email order information ................................................ 53

3.14. How to review orders ............................................................................................ 55

3.15. How to create shipment or issue refund for an order ............................................ 58

3.15.1. How to create shipment .................................................................................. 58

3.15.2. How to issue refund ....................................................................................... 60

3.16. How to use Web POS on iPad & tablets ............................................................... 62


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3.17. How to run sales report: based on staff or location .............................................. 64

3.17.1. Based on Staff ................................................................................................ 64

3.17.2. Based on sale location .................................................................................... 68


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1. INTRODUCTION

Running a quick service, retail store or restaurant? Then you know how important it is to

have an effective POS to cut the long queue of customers waiting to check out. Most ofthe time, your shop assistants have to carry out the checkout procedures for Customers,

either in physical stores or when receiving orders through phone or email. So, wouldn't it

be great if this process could be hastened, helping save time for more profitable actions!

With Magestore’s Magento POS integration extension, you will be able to create orders

quickly and conveniently from an admin panel on just a single one page! Try now and

you will be fascinated by its convenience and the amount of time saved.

We would love to discuss your specific needs but we think you might like some of our

customer favourite features below.

Outstanding Features

Front-end POS essentials

Responsive web-based POS with native app UI/UX

Create orders and save data in browsers when offline (Hot)

Switch between store views on Web POS screen

Take orders & pick out products quickly

Visualize product lists with thumbnail images

Filter recent-added or bestseller products besides default categories

Search products by any product attribute, such as manufacturer, color...

Search product by barcode

Select/edit options of configurable, bundle, grouped products via popup boxes

Create custom sale items (e.g. for new arrivals) in 2 clicks


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Process payments with ease

Apply custom discounts per item in cart

Apply custom discounts or coupon code on the whole cart

Apply discounts by percent or fixed amount Calculate cash-in & change

Select which payment methods are enabled for Web POS

Set shipping fee for shipments made by Web POS

Pull up customer data & record new info

Choose an existing or add a new customer when creating an order

Use the default customer info for guest checkout (No merchant account needed) Edit customer info right on POS screen

Search customers by name, email, phone

Get better in-store management

Set different access permissions for different staff, e.g. view orders, create orders,

issue invoice & refund

Control sales location

Record sales by staff or location

Run sales reports on daily, weekly, monthly basis or in custom period

Peripheral Devices

Barcode reader

Card reader (only connected through USB port)

Receipt printer

Others

Magento POS integration is 100% Open Source


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License Certificate valid for 1 live Magento installation and unlimited test

Magento installations (No license key required).

Magento POS system is easy to install and configure

User-friendly interface


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2. HOW TO CONFIGURE

Before using Web POS to check out, admin needs to configure it in backend first. Please

read the user guide carefully to know how to configure information you want

2.1. How to enable a payment method for Web POS

To set up a shipping method for Web POS, go to System > Configuration >

Payment Methods > Cash for Web POS / Credit Card for Web POS. Then,

you will be navigated to this page:

- Enabled: Choose Yes to enable this payment method

- Title: Enter a name for payment method such as Cash In (For Web POS only) and

Credit Card (For Web POS only)

Then, go to Sales > Web POS > Settings > Payment for POS. The page will be

shown as below:


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- Applicable payments:

If you want to apply all payments, choose All Allowed Payments

If you want to apply some particular payment methods only, choose Specific

Payments. Then in Specific Payments field, select payment method as your

preference. Hold Shift + Click to choose more than one.

2.2. How to set up a shipping method for Web POS

To set up Shipping Methods for Web POS, go to System > Configuration > Shipping

Methods, the following page will be shown as below:

- Enabled: Choose Yes to activate shipping method for Web POS


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- Carrier title: Enter a name for the title of shipping method. This will be shown in

frontend at checkout step

- Method title: Enter a name for method. This will be shown in frontend at checkout step

- Price: Set shipping fee for this shipping methodAfter finishing, click on Save or Save And Continue Edit button to save your work.

2.3. What is default customer & how to configure Default Guest Checkout

2.3.1.. What is default customer

Default customer is the customer whose information will be used for Guest Checkout or

when customer information is not enough, default value will be filled automatically.

2.3.2. How to configure Default Guest Checkout

To configure Default Guest Checkout, go to Web POS > Settings > Default Guest

Checkout. You will see the configuration page as below:


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Fill in all information as you want to use as default, including Default Customer ID,

First Name, Last Name, Street, Country, State/Province, City, Zip/Postal Code,

Telephone, Email.

After finishing, click on Save or Save And Continue Edit button to save your work.

2.4. How to enable offline mode

Offline mode is when there is no Internet Connection. When you are in offline

mode, you can still check out as normally and then, the data will be saved as

unsynced offline payment. After the system can connect to the Internet, the order

can be synced & complete.

To enable offline mode, go to Sales > Web POS > Settings > Offline mode. See

the screenshot below:

- Enable: Choose Yes to activate offline mode for Web POS checkout

- Network check interval: in seconds. Interval between 2 network check requests. Leave


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it blank or enter zero to disable automatic network check

- Data check interval: in seconds. Interval between 2 data check requests. Leave it blank

or enter zero to disable automatic data check.

- Products per request: Number of product records per loading request- Customers per request: Number of customer records per loading request


2.5. How to change logo of Web POS

To change logo of Web POS, go to Web POS > Settings > General Configuration. In

this tab, you can see configuration as follows:

- Allow showing out-of-stock products in search results: If you want to show out-of-

stock products in search results, choose Yes. If not, select No.

- Web POS logo: Upload your logo here. Please note that recommended size is

260x120px & supported files are jpeg, png


2.6. How to add a Web POS user

To add new user using Web POS, go to Web POS > Web POS Permissions > POS

Users. Here you can see a list of users that have been created.


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You can also export user list to csv/xml file or add new Web POS user.

Click on Add User button then you will be directed to the following page:

Fill in all information of the user, including User Name, Password, Password

Confirmation, Display Name, Email Address, Location, Role, Status. Then,

click Save or Save And Continue Edit.


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Please note that to select the role for user, you need to add a role first. Please go to

the section: 2.7. How to differentiate access permissions of Web POS users for

more details.

To edit a user, click on the Edit link in POS Users manager page.

You can edit which information you want here:



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2.7. How to differentiate access permissions of Web POS users

To grant different permission for Web POS user, go to Web POS > Web POS

Permissions > POS Roles. The Role Manager page will be shown. You can export role

user list to csv/xml file:

To add a new role, click on Add Role button in the top right corner. You will see

the Add Role page. Here there are two tabs, including Role Information and User List.


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In Role Information tab, please make sure you fill in enough information

- Role Name: Enter a specific name for the role in order to find it easily

- Permissions: Choose which all or specific permissions you want to grant for this

role. Use Shift + Click to choose more than one

- Description: Enter text that describes the role

- Status: Remember to set Status as Active if you want to enable it


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In User List tab, tick on users who will have corresponding permission in Web

POS system.


To edit a current role, click on "Edit" link on Role Manager page, then you will be

redirected to Edit Role page:

When finishing editing, please click on Save or Save And Continue Edit button to save

the change.

2.8. How to connect Web POS with peripheral devices

Magestore Web POS extension can connect with Barcode readers, Card readers &

Receipt printers


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Barcode readers: any devices that connect with ipad/laptop/pc (no matter through

usb port, wifi or bluetooth) - as long as the scanner can read barcodes & fill

encoded information into Web POS search box

Card readers: only devices connected through USB port

Receipt printers: any devices that connect with iPad/laptop/PC (no matter through

usb port, wifi or bluetooth)


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3. HOW TO USE

You have finished settings for Web POS, now please move to the part of HOW TO USE

Web POS for checkout

3.1. How a Web POS user logs in & manages his account

After you creates user with specific permission in using Web POS, you can send him

Web POS checkout link or guide him to access from Web POS backend by going to Web

POS > Web POS Checkout. Then, a login form will appear. User needs to fill in your

account & password to continue:

To manage his account, the user should go to Settings tab > My Account:


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Then, click on My Account link and the user can see his information. He can also change

his password if he wants


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3.2. How a Web POS user deletes/ reloads data in local manually

When to use:

In the first time a user log in to Web POS Checkout screen, the extension will load

data like products, customers, tax calculations, etc. to his local. Then the systemwill automatically update new data about products, customers... when having any

changes in admin panel.

In some cases, a user's local data is not 100% synced with data in the back-end. If

the user notices any discrepancy, he can delete and reload data manually.

How to use:

Open the Developer Tools of your browser (e.g. press F12 to open it in Chrome).

Go to tab Console, type the flushProductCache() command and click Enter to

delete and reload data.

Notes:

For data storage, in case the user closes his browser or restarts the system, Web

POS still keeps all previous data so he can continue working without any problem.

3.3. How to filter & search products quickly

In backend, you can configure to search products by going to Web POS > Settings

In General tab: Enable Allow showing out-of-stock products in search

results by choosing Yes option.

Product Search section:


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- Enable quick search (load data from local storage): Choose Yes to search

products quickly

- Product Attribute(s) for Search: Select attributes by which you want to

search products. The default attributes are Name & SKU. If you want to search

quickly by barcode, choose barcode attribute. Hold Shift + Click to pick more

than one.

In frontend, you can search products by 3 ways, which are categories, product

attributes and barcode

Use categories: In frontend, you can click on All Categories link to quickly search

products by categories. Choose the corresponding categories as you prefer.


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Besides normal categories, you can select search by Recently Added Products &

Frequently Added Products:- Recently Added Products: A list of products that have been newly added to

cart.

- Frequently Added Products: A list of products that have most often been

added to cart

Use product attributes

To search by product attributes, click on Search icon, then a search bar will be shown.

Enter your search terms and matching products will display right away.


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Use barcode

Connect Web POS with barcode reader devices (Please refer to 2.8. How to-

connect Web POS with peripheral devices )for more details

- Scan barcode and then the barcode attribute will be filled automatically in the

search box (To set barcode attribute, go to 3.3. How to filter & search

products quickly to know more)

The matching product will be shown in the list.-

3.4. How to add products to cart

3.4.1. Add products to cart:

- With simple products, you just need 1 click to add them to cart

- With configurable, bundle, grouped products, after clicking, you will see a

popup shown to choose your option. Then, click on Add to cart button.


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3.4.2. Edit products in cart

After adding products to cart, you can edit the quantity of each product by clicking on the product that needs editing. A popup will display with edit option for Qty.


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- To edit Qty., just enter a wanted number or click on +/-. The number of products

will be adjusted in the cart right away.

3.4.3. Remove products in cart

To remove products in cart one by one, click on “x” button of the corresponding

product. After that, the cart will be updated immediately.


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3.4.4. Clear cart

If you want to clear all products in cart, you can do it fast by clicking on Empty Cart

icon in the top left corner.


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3.5. How to add a custom sale item to cart

3.5.1. What is custom sale item & what it is for

Custom sale item is the item that Web POS user creates when checkout. It is used when

the product hasn’t been added to the system or Web POS user cannot find it in the

product list.

3.5.2. How to add Custom Sale to cart

In frontend, click on Custom Sale button if you want to add the custom product to cart


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A screen will be shown for you to configure this custom product


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- Name: Enter the name of custom product

- Shippable: If choose whether this product will be shipped or not by turning on or

off this option

-

Price: Enter the price of this productAfter finishing configuration, click on Add to Cart button and check out as normally.

Please note that this custom sale product will not be saved for the next checkout.

3.6. How to apply a coupon code or a cart discount

After adding products to cart, to apply a coupon code or discount on the whole cart, click

on Add Cart Discount link.


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Then, a popup will display as below:


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You can choose between using Custom Discount or Coupon Code

In Custom Discount tab:

- Name: Enter a name for this discount as you will easily check it again

- Discount Type: Select discount by fixed amount or percentage

- Amount: Fill in discount value as you offer for your customers.

Then, the cart will be updated automatically after you click on Apply button.

In Coupon Code tab:

Just fill in available coupon you want to offer for your customers. The cart will be

updated automatically after you click on Apply button.


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3.7. How to apply a custom discount or custom price to a product

After adding products to cart, besides editing the quantity of each product (refer to

3.4.2. Edit products in cartsection for more details), you can click on the product to

edit other information. A popup will display with edit option for Custom Price,

Discount. Remember that you can only change information by Custom Price OR

Discount, not both of them at a time for a product.


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You can set custom price for products by click on Custom Price button. The next

popup will be shown as below:

In this popup, please choose type you want to adjust for the price, according to fixed

number or percentage.

If you edit fixed price, the price will be changed to the price you have entered


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If you edit by percentage, the price will be decrease by the percent you have

entered (it is similar to Discount by percentage)

Then, products in cart will be updated with the price you edit

Editing discount for each product is similar to edit by Custom Price. Click on

Discount button and choose types of discount – fixed discount or percentage – you want to

adjust:


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If you edit discount by fixed number, the price will decrease by the exact value

you have entered

If you edit by percentage, the price will decrease by the percent you have entered

(it is similar to Custom Price by percentage)Then, the product price will be updated in the cart as following:

3.8. How to handle customer information at checkout

3.8.1. Customer Checkout

To use Customer Checkout, add customer by clicking on Add Customer link. You

will see a screen as below:


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Search customers:

In the search box, you can quickly find the customer by entering his name, email, phone

or address. Choose customer from suggested results in dropdown list.

The information of customer in the system will be auto updated in checkout step. To edit

it, please click on name of customer:


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In the popup, just edit which information you want.

Create new customer

If customer hasn’t been added in your system before, instead of searching, click on

Create New Customer button.


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Fill enough information of the customer such as First Name, Last Name, Email, Phone,

Address, etc. Remember to click on Save button to save the customer information for the

next checkout.

3.8.2. Guest Checkout

When you use Guest Checkout, the default customer that you configure in backend will

be used (Please hover to the section 2.3.1 What is default customer & how to

configure Default Guest Checkout to get more details). At checkout, all fields will be

auto-filled with that default information.


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3.9. How to add comments to an order

3.9.1. When you need to add comments

In some special situations, to remember about your order, you can add comment to it so

that you will easily check it later. The comments on order are used internally.

3.9.2. How to add comments

Click on Add Order Comment icon in the top right corner. In the Order Comment

box, type the content that reminds you of this order. Then, save it.

3.9.3. How to check order comment

In Web POS screen

To view comment of order, you can go to Orders tab in Web POS screen, choose an

order then scroll down to see Comment History


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In Magento backend

Go to Sales > Orders > click on a specific order. In order details page, scroll down to

Comment History tab to check whether it has any notes or not.


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3.10. How to process at checkout for a customer

You have been through steps to add products to cart and add customer, let’s move to

checkout process.

When products are added to cart, click on Checkout button at the end of the cart

page

You will be redirected to the next page with information of Shipping & Payment Method


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In Shipping method tab:

- Make sure Billing Address & Shipping Address are filled

- To edit address, click on Edit Address button in the top right corner

-

Choose Shipping method In Payment method tab:

For Web POS checkout, you can choose among payment methods that are applicable.

There are two payment methods for Web POS checkout, which are Credit Card or Cash-

in

- Cash-in: If you choose this payment, a screen will be shown for you to fill the

amount of money that customer pays. The remaining amount will be auto-

calculated.


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- Credit Card: Connect Web POS with card readers to use this payment method. For

more information about how to connect, please go to section 2.8. How to connect

Web POS with peripheral devices

After that, click on Place Order button to complete checkout process. There will be a

notification as below:


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3.11. Split Payment & Partial Payment with Web POS

3.11.1. How to make payment via Web POS using 2 methods (split payment)

You can use 2 payment methods for split payments when checkout with Web POS. Let

me give you an example.

Customer’s order value is $183.73

- Your customer wants to pay $40 in cash. Then, you choose Cash-in payment &

enter the value of $40.


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-

For the remaining ($143.73), your customer wants to pay by Cash on delivery. So,

at this time, you choose Cash on delivery payment method & place order as

normally.


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Notes:

- Not support more than 2 payment methods for one order

- You need to use Cash-in method of Web POS as a compulsory payment method

3.11.2. How to process a layaway (partial payment)

“Layaway is an agreement in which the seller reserves an item for a consumer until the

consumer completes all the payments necessary to pay for that item. Rather than taking

the item home and then repaying the debt on a regular schedule, as in most installment


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plans or hire purchases, the layaway customer does not receive the item until it is

completely paid for .” (Wikipedia)

With Web POS, you can also apply partial payment. For example, your customer wants

to reserve the good before it will be launched. His order value is $455. He pays $100 as

reservation by Money/Check.

- Choose payment method as Money/Check . Fill in Amount Tendered the value of

$100.

- After finishing creating order, in the next step, don’t create invoice or shipment for

this order. To do this, you need to turn off Create shipment for this order and

Create invoice for this order as in the following screenshot.

https://en.wikipedia.org/wiki/Hire_purchasehttps://en.wikipedia.org/wiki/Hire_purchase


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- After the product is released, customer makes payment for the rest of his order.

Then, admin can create invoice and complete order manually in Magento backend.

Go to Sales > Orders > Choose the order to complete


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3.12. How to use offline mode

- If you need to check out when you are offline, click on the button at the end of the

page to turn on Offline mode. It will be automatically set as offline if your Internet

Connect suddenly drops.


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Please note that you can check out as normal as when you are online. However, if you are

offline, you cannot use Custom Sale or Discount features.- After you create an order, you can check it in Unsynced offline order tab. At this

time, the order is saved without Order ID.


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- When you are back to online mode (by turning Online mode on), sync this order to

the system so that it will be recorded. Click on Unsynced offline orders tab, in

the popup, tick on the order then heat the Save Order button.

-

As the Order ID is recorded after you successfully save the order, it will not be

duplicated with other online orders that are created at the same time.


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3.13. How to print receipt and email order information

You can print receipt or email order information right after creating an order. Remember

that you must be online and have permission to do these actions.

The receipt will look like the screenshot below:


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And here is the email of order information:


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3.14. How to review orders

In POS screen, you can review orders by choosing Orders tab. Here you can see the

order list and order details


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Order status

In order list, the status of order is distinguished by color

- Complete: Green

- Processing: Yellow

- Pending: Blue

- Canceled: Gray

Order searching

To quickly find an order to review, you can search it by Order ID or Customer’s

Name/Email


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View order information

To view detailed information, click on your wanted order. Please make sure that you have

permission to check it and you are in online mode. The detailed order will be shown like

this


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3.15. How to create shipment or issue refund for an order

3.15.1. How to create shipment

There are two ways to create shipment using Web POS: after creating an order and

when reviewing order

After creating an order

When an order is created, you can create shipment by turn it on as below


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When reviewing an order

Another way is to go to Orders tab in Web POS screen. Choose the order you want to

create shipment, then click on Ship button.


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There will be a message shown to notify you that shipment is created successfully. Please

note that to use this way, you need to have permission and be in online mode.

3.15.2. How to issue refund

Going to Orders tab in POS screen, you choose the order that is required to refund. Click

on Refund button in the end.


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A popup will display so that you can fill in the information before making refund

After that, you will get the message informing that credit memo is created successfully.Please make sure you have permission to issue refund and you are in online mode.


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3.16. How to use Web POS on iPad & tablets

You can check out with Web POS by using iPad & tablets as normally as on PC. The

screenshots describing how Web POS looks on iPad

On product listing page

On checkout page


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When finishing creating an order


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Notes:

Card Readers can’t be used when you use iPad or tablets to checkout with POS because

they cannot connect through USB port. To know more about device connect, please

hover to the section 2.8. How to connect Web POS with peripheral devices

3.17. How to run sales report: based on staff or location

3.17.1. Based on Staff

In backend, go to Web POS > Sales Report. To view reports by staff, please choose

Report By User.


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The report with information of Period, User, Sales Total will be show in the table as

follows. You can also export it to csv/xml files.

Moreover, the report can be shown in different 5 types of chart. To view it, please click

on theShow Chart

icon

By this way, the report will be shown in the most visualized way. You can analyze it by

downloading chart to your computer. Let’s take a look at the screenshots below:

Pie chart


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Line chart

Area report


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Horizontal bar

Vertical bar


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3.17.2. Based on sale location

Similar to run reports based on staff, go to Web POS > Sales Report. Choose Report By

Location & view it in different types. The report will be shown with the information of

Period, Location and Total Sales.

Please go to section 3.17.1. Based on Staff to know more details.

Documents

Web Pos v2.0 User Guide 1