Making Sales

Processing a Sale

Step 1: Start a New Transaction

1. Ensure a POS session is active
2. Click "New Sale" on the POS terminal
3. A new transaction form appears

Step 2: Add Items

Add items to the transaction using one of these methods:

• Barcode Scan: Scan the product barcode
• Search: Search for the product by name
• Category Browse: Browse products by category
• Manual Entry: Enter product code manually

Step 3: Barcode Nomenclature - Smart Barcode Processing

When you scan a barcode, the system automatically detects what type of barcode it is and extracts the embedded information:

Supported Barcode Types (Automatic Detection)

• Weight Barcodes (21-prefix): Product code + weight
  • Example: 2100001025000 = Product 00001, 25kg
  • Item is automatically added with weight pre-filled
• Price Barcodes (22-prefix): Product code + price
  • Example: 2200001029999 = Product 00001, R299.99
  • Item is added with custom price automatically
• Quantity Barcodes (23-prefix): Product code + quantity
  • Example: 2300001010 = Product 00001, Qty 10
  • Item is added with quantity pre-set
• Lot/Serial Barcodes (24-prefix): Product code + lot/serial
  • Item is added with lot/serial number tracked
• Standard Barcodes: Product lookup
  • System finds product by barcode number
  • Quantity defaults to 1 (can be adjusted)

Barcode Scanning Tips

• Ensure barcode is fully visible to the scanner
• Hold barcode perpendicular to scanner
• Scan from top to bottom for best results
• If weight/price barcode is scanned, system extracts values automatically
• Message displays what was added (e.g., "Added: Apples (Weight 2.5kg)")

Step 3: Adjust Quantities

• Click on an item to adjust quantity
• Enter the desired quantity
• Price updates automatically
• Note: For weight barcodes, adjust weight in kg, not quantity

Modifying Item Details

• Click the item to open details
• Modify quantity, weight, or price as needed
• Prices update automatically based on current settings

Step 4: Apply Discounts (if applicable)

• Click "Discount" button
• Select discount type (percentage or fixed amount)
• Enter discount value
• Discount is applied to the transaction

Step 5: Process Payment

1. Click "Checkout"
2. Review the transaction total
3. Select payment method
4. Process the payment

Step 6: Complete Transaction

• Print receipt (if applicable)
• Transaction is recorded
• Inventory is updated
• Lot/Serial information is tracked for weight items
• Ready for next customer

Payment Methods

Cash Payment

1. Select "Cash" as payment method
2. Enter amount received
3. System calculates change
4. Confirm payment

Card Payment

1. Select "Card" as payment method
2. Insert or tap card on payment terminal
3. Enter PIN if required
4. Payment is processed

Multiple Payment Methods

• You can combine payment methods in one transaction
• Example: $50 cash + $30 card
• Process each payment separately

Other Payment Methods

• Check
• Mobile payment
• Store credit
• Gift card

Discounts and Promotions

Item Discount

• Apply discount to a specific item
• Percentage or fixed amount
• Useful for sales or clearance

Transaction Discount

• Apply discount to entire transaction
• Percentage or fixed amount
• Useful for bulk purchases or loyalty

Coupon Application

1. Click "Apply Coupon"
2. Enter coupon code
3. Discount is applied if valid

Loyalty Rewards

• Enter customer loyalty number
• Applicable discounts are automatically applied
• Customer earns points on purchase

Refunds and Returns

Processing a Refund

1. Click "Refund" on the POS terminal
2. Select the original transaction
3. Select items to refund
4. Process refund payment
5. Print refund receipt

Partial Refund

• Refund specific items from a transaction
• Remaining items stay with customer
• Inventory is updated accordingly

Full Refund

• Refund entire transaction
• All items are returned
• Full payment is refunded

Receipts

Receipt Information

• Transaction date and time
• Items purchased
• Prices and quantities
• Discounts applied
• Total amount
• Payment method
• Change (if applicable)

Receipt Options

• Print receipt
• Email receipt
• SMS receipt
• Digital receipt

Customer Information

Adding Customer Details

1. Click "Add Customer"
2. Search for existing customer or create new
3. Customer information is linked to transaction

Benefits of Customer Tracking

• Build customer history
• Apply loyalty rewards
• Send targeted promotions
• Improve customer service

Best Practices

• Verify item prices before checkout
• Count cash carefully
• Process refunds promptly
• Keep receipts organized
• Update inventory regularly
• Follow company discount policies
• Maintain POS terminal security

Troubleshooting

Item Not Found

• Check barcode is readable
• Search for item by name
• Verify item is in inventory

Barcode Nomenclature Issues

Weight Barcode Not Recognized

• Problem: Scanned weight barcode but system treated it as standard barcode
• Solution:
  • Check that weight barcode rule is enabled in Configuration > Barcode Nomenclature
  • Verify barcode starts with correct prefix (usually "21")
  • Confirm barcode format matches rule (e.g., 2 + 5 product digits + 5 weight digits)

Wrong Weight Extracted from Barcode

• Problem: Weight barcode is recognized but shows wrong weight
• Solution:
  • Check divider setting: 100 = 2 decimals (2500 = 25.00kg)
  • Verify barcode value is in correct position
  • Example: 2100001002500 should be Product 00001, Weight 25.00kg
  • Contact admin if divider needs adjustment

Price Barcode Shows Incorrect Price

• Problem: Price from barcode is wrong
• Solution:
  • Verify barcode format is correct for price rule (usually "22" prefix)
  • Check divider: 100 = 2 decimals (2999 = R29.99)
  • Confirm barcode was scanned completely

Quantity Not Detected from Barcode

• Problem: Quantity barcode scanned but quantity not set automatically
• Solution:
  • Check quantity barcode rule is enabled (usually "23" prefix)
  • Verify barcode format matches rule configuration
  • Manually enter quantity if barcode doesn't work

Payment Failed

• Check card is valid
• Verify payment terminal connection
• Try alternative payment method

Receipt Won't Print

• Check printer connection
• Verify paper is loaded
• Check printer settings

Getting Help with Barcode Setup

• Refer to Configuration > Barcode Nomenclature section for rule setup
• Test barcodes using the Live Preview in Configuration
• Contact your administrator if barcode rules need adjustment
• Keep sample barcodes for reference

Next Steps

After processing sales:

1. Close your POS session
2. Review sales reports
3. Check inventory levels