The POS is your shop counter. Ring up products, apply a discount, take payment, print or email a receipt, process refunds, and run gear servicing: all of it flows straight into your accounts.
When you'd use this
- Selling products or services over the counter.
- Refunding a previous sale.
- Checking equipment in for servicing.
The POS has three tabs: Products, Sales and Servicing.
Making a sale (Products tab)
- Open Finance → POS.
- Find a product to add to the cart, by any of these:
- Tap its tile in the grid.
- Search products by name, SKU or barcode in the search box: the grid filters as you type (clearing the box shows everything again).
- Tap a category pill (e.g. Masks, Regulators) to show only that category; All shows everything. Search and the pills work together.
- Scan / type a barcode or SKU into the scan box and press Enter to add it straight to the cart.
- Use Quick sale (one-off) for a line that isn't a saved product.
- (Optional) Search a customer under Customer (optional), or Create new customer.
- (Optional) Set the Salesperson - who gets credited for the sale (for retail commission). It defaults to you (the logged-in user); change it if a colleague made the sale.
- (Optional) Press Add discount and choose % or a fixed amount.
- (Optional) Set Sale date to backdate, and toggle Email receipt (shown when the customer has an email).
- Tap how they're paying (your payment methods, plus Pay by link (Stripe) and On account when available; while pay by link is on, your Stripe method isn't listed here, so nobody records a card payment that was never taken). Paying cash? Type what they hand over in Received to see the change to give.
- Press Take payment · {amount} (it reads Add to tab for On account, Send pay by link for a link). It's the same button and choices as the payment window on customer and booking pages.
- If this customer already has an identical purchase on file (same items and total, same date or within the last two weeks), a Possible duplicate prompt appears: a guard against ringing the same thing up twice. Press Cancel if it's a mistake, or Yes, record it if it really is a second one.
- The Sale recorded receipt appears: press Print or Email receipt to customer, or close it. Later, a sale's window has Email to customer beside its Receipt and Tax invoice.
Retail commission
- The Salesperson on each sale records who earns the retail commission. Set each person's Retail Commission Rate (%) on their team profile; it overrides the centre default.
- Payroll adds it to that person's payslip for the period as its own retail commission line (see Payroll). Refunds reduce it automatically.
Tax
- A badge shows your tax mode: "Prices incl. {rate}% VAT" (inclusive, tax extracted from the price) or "Prices excl. tax (+{rate}%)" (exclusive, added on top). Set this under Centre Info → Finance (centre-info.md). The cart shows the breakdown either way.
- If your tax settings can't be read when you take payment, the sale stops with "Couldn't read the centre's tax settings. Nothing was charged." Nothing is recorded or charged; try again in a moment. If the cart shows "Couldn't load tax rates", the tax in the preview may be wrong until a refresh. A centre with no tax rates sells at no tax, as before.
- If "Couldn't load payment methods" shows under the payment options, taking payment waits until a refresh loads your own methods (and their card fees), so a sale is never recorded against the wrong method.
- A completed sale's detail (Sales tab) has a Tax invoice button: a printable TAX INVOICE PDF with your address, Tax ID, an invoice number (issued on first print, identical on reprints), the sale's line items and the VAT breakdown. See finance-payments.md for how the numbering works.
Card surcharge
- If a payment method has its own Card surcharge (%) (set on the method in Settings → Tax & payments), choosing that method adds it to the total. The cart shows a Card surcharge line and the final amount the customer pays, and it prints on the receipt.
- Methods without a surcharge (cash, and any card method you left blank) add nothing. Refunding a card sale returns the surcharge that was charged.
Refunds (Sales tab)
- On the Sales tab, find the sale and press Refund.
- Choose Full Refund, or tick lines and quantities for a Partial Refund, and give a Reason (tap a quick-reason button or type your own, a reason is required).
- Press Confirm Refund. (Warning: this reverses the accounts and marks the sale refunded. It can't be undone.)
Fixing a mistake: void a sale or undo a refund
Use these from the customer's Shop Purchase History on their profile (needs finance-payments permission).
- Void a sale that should never have been recorded (a duplicate, or the wrong item). Give a reason (tap a quick-reason button or type your own), then confirm. It reverses the money and hides the sale from the customer's history for a clean record. Use this instead of a refund when the sale was a mistake, not a genuine return.
- Undo refund if a refund was applied to the wrong sale: it removes the refund and puts the original sale back on the customer's record.
- You can void a pay-later sale even if the customer has already paid something off their tab. What they paid stays on their account as credit towards their other purchases.
- If your centre is connected to accounting software and the refund has already been sent there, Undo refund isn't available (the credit note is already in your books). Sell the item again instead.
Stock warnings
- When a product tracks stock, its tile warns: amber "{n} left" near the threshold, red "Out of stock" at zero. The sale still completes.
Date range (Sales tab)
- Switch the range with Today / Yesterday / This week / This month to see sales and totals for that period.
- Press Export CSV to download the sales currently shown (your date range and search applied) for spreadsheets or your accountant.
Servicing tab
- Check equipment in for repair and track it to collection. See finance-servicing.md.
Tips
- Linking a customer puts the sale, discount and any refund on their purchase history.