Last updated on May 19th, 2022
Keyboard Shortcuts
Most functions in the POS window can be activated by using the corresponding shortcut keys, such as [F4] to open the till (cash drawer). The shortcut key tooltip will show up when hovering your mouse over most of the buttons.
Function keys from the POS Window
F2 Discount – Applies a discount to items that are on sale, damaged, etc. This can be applied to specific items or the entire transaction.
F3 Transactions – To View, Recall, Reprint or Void a transaction. Click here for details.
F4 Open Till – Opens the cash drawer without printing a receipt.
F5 Sku Lookup – Opens detailed product lookup window. The icon button is on the top left corner of the screen.
F6 Change Customer – This takes you to the Customers window where you can view, edit or create new customers at any time during a transaction. The button is on top of the screen.
F7 Change Price – Changes the price of an item that may be faulty, priced wrong, on sale, etc. F2 Discount window will popup if the item original price is not zero.
F8 Change Tax – Edits the taxes being applied to the transaction. This will enable(permissions apply) you to take off tax(es) for certain customers that are exempt from paying taxes.
F9 Change Qty – Changes the quantity of the currently selected item without having to scan or type it in multiple times.
F10 Change Clerk – Changes the clerk of the current transaction. This will enable you to apply different clerks in different items within the transaction or one clerk for the entire transaction.
F11 Delete Item – Removes a selected item from the current transaction.
Shift-F2 Web Orders – Opens the web orders manager.
Shift-F3 Attributes – Let’s you change transaction and items attributes.
Shift-F4 Sales Return – Opens the sales return menu.
Shift-F5 Gift Registry – Opens the menu for gift registries.
Shift-F6 Rental/Reservations – Opens the Rental /Reservations menu.
Shift-F7 Change Shipping – Lets you change the ship-to address. The button is on top of the screen.
Shift-F8 Insert Blank Line – Inserts a blank line into the transaction.
Shift-F9 Paid In/Out – Opens the menu to process Paid Ins/Outs.
Shift-F10 Description – Lets you change the description of the selected item if the item’s original description is blank.
Shift-F11 Delete All Items – Clears all items out of the POS window.
Shift-F12 Gift Card – Opens the Gift Card and Gift Certificates menu. You can create and view existing gift cards here.
Keyboard Shortcuts from the POS Window
Insert – Brings the keyboard cursor back into the “Enter SKU’ box.
End – Opens the payment window.
Tab – Scrolls through all of the buttons in the POS window.
Up + Down Arrow Keys – This lets you highlight items in the transaction.
Delete – Removes a highlighted item from the transaction.
Esc – Logs out the cashier. You will be taken to the home screen where a new cashier can then log in.
Keyboard Shortcuts in the Payment Window
Insert – Inserts the green payment amount into the selected payment type.
End – Completes the transaction.
Tab – Scrolls through all fields in the payment window.
Arrow Keys – Scrolls through only the payment boxes.
Enter– Process a previously typed amount. Will calculate the remaining balance on transactions with multiple payment types.
Esc – Exits the payment window.
Users
There are different types of users each associated with a different position and their role in WooPOS.
Employee
An employee is a user who is assigned the permissions to log into your WooPOS installation to perform advanced tasks like checking out orders, adding inventory, or managing customers. Each employee user account can have a User Position that assigns specific preset permissions to that user.
Useful link: Adding New Employees
User Positions
Users have different types of assigned positions that allow them to log into WooPOS and perform specific tasks depending on the permissions assigned to that position. Each user can have one of three default positions assigned to them with the option of adding custom positions. The following are the default positions in WooPOS:
Administrator
This is the highest position possible to assign to any user. Depending on the permissions assigned to them, administrator users can perform advanced tasks in WooPOS and have access to all features. This includes changing transactions, adding and removing users as well as adjusting all user’s permissions.
Clerk
This position is often assigned to employees, it gives the user access to all of the features necessary to process sales and administer customer accounts.
Kiosk Customer
Where customer self-service is required, this position is ideal for customers who wish to check out their orders in-store or remotely.
Useful link: Kiosk Customer Self Service Mode
Custom User Position
You can add your own completely new positions to which you can assign custom permissions.
Useful link: Adding New Positions
Tip: You can edit the permissions on old positions, using the setup menu.
Customers
A customer is a user who buys goods or services from your business. In WooPOS you can create a customer account to keep track of that customer’s information, orders, and credit balance. WooPOS has an entire CRM module to handle customers. Customer Relationship Management (CRM) helps retail businesses enter, analyze, and track customer information. CRM systems also provide a methodology for storing, measuring, and managing customer interactions. WooPOS is designed to help businesses generate sales and maintain relationships with customers and enable you to analyze customer data and ultimately measure business performance to determine where the strengths and weaknesses in your business lie. Within our software solution, you can keep your data organized and create profiles for your customers for easy lookup. Manage and capture relevant customer information to propel your business forward with personalized touches in every transaction.
Useful link: Customer Management (CRM) Overview
Useful link: Adding New Customers
Useful link: Importing Customers from a List
Useful link: Mass Updating Customers from a List
Sub-Customers
Sub-customers are useful for situations where you have a business with multiple contacts which you want to keep track of. The business itself will have its main contact information, but also numerous other contacts. As your customer list builds up with contacts from this business, your list may become long. To quickly find the main business contact information, you can hide all of its sub contacts by first designating them as sub-customers and selecting an option to hide them.
Useful link: Creating and Using Sub-Customers
Customer Types
A customer type is a designation for your customers that allows you to group them by any particular attribute of your choice. The following are examples of customer types in WooPOS: VIP Customer, Wholesale Customer, Special Customer, Employee Customer, Reseller, Member, etc. Each customer type adds the flexibility to price your products or services based on that customer type.
Useful link: Adding New Customer Types
Useful link: Pricing by Customer Type
Customer Store Credit, Points and AR (Accounts Receivable)
WooPOS has powerful store credit and customer points tracking that allows you to run a fully-fledged customer loyalty program and omnichannel store credit system. For example, a customer can buy a product on your online store, return that product to one of your physical stores in exchange for store credit that they can redeem at another one of your store outlets, all this while giving predetermined loyalty points to your customer for each interaction. The advanced AR system also allows you to accept prepayments, deposits or partial payments from your customers, you can even sell products or services to them on credit.
Useful link: Importing Customer Points, Store Credit and AR
Customer Store Credit
Useful link: Displaying Store Credit Balance
Useful link: Adjusting Store Credit Balance
Customer Store Loyalty Points
Useful link: Setting Up Loyalty Points
Useful link: Adjusting Customer Points
Useful link: Checking Reward Points Balance
Customer A/R
Useful link: Displaying Customer A/R Balance
Useful link: Setting Maximum Customer A/R Limit
Useful link: Aging Customer A/R Interest
Useful link: Printing Customer A/R Statements
Understanding Transaction Types
There are several different transaction types that can be used when making a sale.
Layaways
Layaway transactions are set up to allow a customer to pay off an item over time, or to pay it all off at once on a later date. When an item is on a layaway transaction, it will be taken out of Quantity on Hand, and put into Committed/OnHold. Once a layaway transaction has been paid off, it can be converted to an invoice, and the items on the layaway will be removed from Committed/OnHold.
Special Order
Special Orders are set up to allow an item that isn’t normally sold in the store or is out of stock, to be ordered and then sold to a customer. When processing Special Order transactions you can receive payments before the item is received, without invoicing the transaction. Items on Special Order will not be taken out of Quantity on Hand until after the transaction has been invoiced.
Park
Parked transactions put a transaction on hold while a customer leaves, with the intention of returning the same day. Parked Transactions do not allow you to take payments on them, and will only allow you to turn the parked transaction into an invoice once it is recalled. After doing your day end, if you have any outstanding parked transactions, a prompt will appear asking if you would like to delete all of your parked transactions. If you select yes, it will delete all the parked transactions in the system. If you choose not to, it will carry the parked transactions over to the next day.
Note: Carrying over parked transactions is not recommended, please use a Quotation or a Layaway instead.
Quotation
A Quotation allows a customer to see, and have a printout, of what an invoice would look like, without creating an invoice, making a payment, or having items taken out of inventory. You can recall a Quotation and either convert it to an invoice or update it to reflect price changes/quantity changes.
Gift Registry
A gift registry adds an item to the gift registry for that customer. If a gift registry has not been set up for that customer, it will automatically create a new one. Payments cannot be made on a gift registry, and the only way to edit a gift registry is to go into the gift registry menu.
Work Order
Work Orders function is the same as a layaway transaction, except they were designed to be used for services, which generally do not have inventory. If an item with inventory (manage stock) is placed on a Work Order, the item will be taken out of inventory, and be listed as Committed/On-hold until the Work Order is Invoiced.
Service Quote
Service Quote function the same as a Quotation, except they were designed to be used for services
Starting Your Shift
When starting your shift in WooPOS there are no specific “start-of-day” procedures you need to do. To get started simply login into the POS and start transacting.
STEP 1: Start WooPOS
STEP 2: Click the POS menu and enter your username and password
Make A Sale
STEP 1: In the transaction, window select the item you want to discount and press the “Discount” button ( or F2 Key).
Tip: The customer selection screen will not show up if you set up “Auto Select Customers” in your in-store settings. This is useful for businesses that do not wish to keep or track customer records.
STEP 2: Select an SKU and add it to your order
STEP 3: Complete transaction
STEP 4: Print or email receipt
Useful link: Making a Sale
Apply a Discount
STEP 1: Select an item that you wish to apply a discount on.
Note: The discount menu is unavailable if no items are entered into the sale.
STEP 2: In the Discount, window enter the amount you wish to discount
Tip: You can lower the price by a percentage using the “% Off” field, subtract a set amount using the “$ Off on Unit Price” field, or simply set the price to whatever you prefer using the “New Unit Price” field.
STEP 3: Select the Reason field for a drop-down list of allowed discount reasons.
Tip: Allowed discount reasons are set during inventory setup.
Tip: Once you have selected a reason you can use the “Apply Discount to Transaction (All Lines)” checkbox to apply the selected discount to all items within the transaction. “The Discount On Reg. Price” checkbox should be used if you wish to apply the discount to the regular price of the item(s), rather than an already discounted price. Check “Prices Include Taxes” if taxes are already included in your prices and not added at the end of the transaction.
STEP 4: Press the “Change Price” button to change the price(s) and return to your transaction for completion of the sale
Tip: If you have switch 055 enabled, you can change the price here.
Tip: You can also use a coupon or quick launch button to apply the discount.
Useful link: Applying a Discount
Make A Rental Reservation
WooPOS supports item rentals for anything from tools and equipment to furniture and electronics. The customer database tracks the rental along with other pertinent information. The rental module also supports booking and reservation.
Useful link: Rental Reservation Setup & Overview
Void A Transaction
You can cancel a transaction before it is completed by using the Recall Transaction function.
STEP 1: Access the POS screen,
STEP 2: Select the customer whose transaction you would like to void, the same way you would for a regular sale.
STEP 3: Select the Transactions button or press F3.
STEP 4: Select the transaction you wish to recall. Select it and press the Void Transaction button.
Tip: If you can’t locate your desired transaction in the list you can sort the list by date, transaction number, type, or stores by using the options in the top menu bar. Make sure to use the Refresh button after each selection in order to repopulate the transaction list.
Useful link: Voiding Transactions
Recall A Transaction
You can access any previous transaction by using the Recall Transaction function.
STEP 1: Access the POS screen,
STEP 2: Select the customer whose transaction you would like to void, the same way you would for a regular sale.
STEP 3: Select the Transactions button or press F3.
Tip: If you can’t locate your desired transaction in the list you can sort the list by date, transaction number, type, or stores by using the options in the top menu bar. Make sure to use the Refresh button after each selection in order to repopulate the transaction list.
Useful link: Recall Transaction Functions
Park/Layaway A Transaction
STEP 1: Access the POS screen,
STEP 2: Select a customer
Tip: Layaway CANNOT be used with the **THANK YOU** customer. You must create a customer first, see adding new customers).
STEP 3: Select an SKU and add it to your order
STEP 4: Click Finish & Pay
STEP 5: At the payment screen, select Layaway option, then click Complete Transaction.
When creating a layaway transaction the inventory will be taken out of your QOH and put as quantity on-hold. Once the layaway has been finalized the QTY will be taken out of the quantity on-hold column.
- To receive the payment for the layaway after it has been processed through the payment screen, see: Receiving Outstanding Payments.
- To void the layaway after it has been processed through the payment screen, see: Voiding a Layaway.
- To make changes on a layaway, see Editing a Layaway.
- To track items workflow or status, or allow partially pickup or invoice, see Advanced Layaway.
- Layaway transactions will not show on any sales reports. To complete the layaway, you must recall transaction and finish as normal invoice transaction.
- To receive the payment for the layaway after it has been processed through the payment screen, see: Receiving Outstanding Payments.
- To void the layaway after it has been processed through the payment screen, see: Voiding a Layaway.
- To make changes on a layaway, see Editing a Layaway.
- To track items workflow or status, or allow partially pickup or invoice, see Advanced Layaway.
- To set a default Layaway expiry period (which will be displayed on invoices in the form of a due date), see Set Layaway Expiry/Due Day
Note: Layaway transactions will not show on any sales reports. To complete the layaway, you must recall the transaction and finish it as a normal invoice transaction.
Special Orders
Special Orders are created when a customer wishes to purchase an item that you do not have in stock. Once you create a special order, you can ask the customer for a deposit if you would like to do so. The order can be then added to a purchase order from the Special Order screen. After receiving your special-ordered item, you can recall the transaction and have the customer fully pay off the special order.
Creating A Special Order
The method of creating a special order depends on whether or not you already have the item entered into your system as an SKU:
- To add an item to your special order that already has an SKU you need to Create a Normal Special Order
- To add an item to your special order with not enough or no stock at all you need to Create Special Order from a sale (Back-order)
- To add an item to your special order that does not have an SKU in WooPOS you need a Special SKU
Adding A Special Order to A Purchase Order
You can insert inventory from your Special Orders into a purchase order.
Useful link: Adding Special Orders to a Purchase Order
Useful link: Purchase Order Guide
Voiding/Cancelling A Special Order
Useful link: Voiding a Special Order
Recall a Special Order to Accept Payment
Useful link: Making Special Order Payments
Note: You must have deposit payment type enabled (unhidden) to be able to complete payments on special orders with deposits on them.
Sales Returns
There are two different ways to process a sales return: The quickest way is to simply process a transaction for a negative amount of the item being returned. Alternatively, and more accurately, you can use the Sales Return option to reverse the original transaction by invoice number.
Useful link: Sales Returns Method 1: Return Items without Original Invoice
Useful link: Sales Returns Method 2: Return Items with Original Invoice
Giving Store Credit for Returns
When a customer returns an item, instead of giving them money back you can instead give store credit, which can be used in your store at any time.
Useful link: Giving Store Credit for Returns
Returning Partial Items from A/R Transactions
If a customer purchases several items and puts them on A/R (buys on credit), and then later wants to return only one or some of the items in that transaction, you ca NOT simply void the sale as that would remove ALL the items.
Useful link: Returning Items from A/R Transactions
Trade-In
A trade-in SKU allows you to take in an item from a customer into your inventory while paying them for it at the same time. The item will be created automatically as an SKU in your inventory, with a description and price.
Useful link: Trade-In SKU
Process Web Orders
WooCommerce
In WooPOS you can manage and update your web orders from your WooCommerce powered web store right inside your POS. Web orders are treated as layaway transactions, web order inventory is taken out of your QOH and put as quantity on-hold. Once the web orders have been finalized the QTY will be taken out of the quantity on-hold column.
Useful link: Managing WooCommerce Web Orders
Useful link: Setting up WooCommerce User Account and API
Accept In-Store Reward Points and In-Store Credit in WooCommerce
In WooPOS you can accept in-store credit or points in your WooCommerce powered web store. This functionality forms the basis of omnichannel shopping experiences where customers can seamlessly shift between the web shopping experience and the brick and mortar shopping experience.
Useful link: Using In-Store Store Credit on WooCommerce
Useful link: Using In-Store Reward Points on WooCommerce
Note: The In-Store Store Credit and In-Store Reward Point functionality described in this section is currently only available for WooCommerce integrations.
Understanding WooCommerce Data Sync Limitations
After the initial import, any changes on products (like description, price, etc) will not be synchronized from WooCommerce to WooPOS automatically. But you can import products by id or by the last modified date manually at the click of a button. We recommend you change the product info in WooPOS, so that the synchronization can be automatically pushed to your WooCommerce store. If you do want to make changes in WooCommerce, you need one extra step to import using the Overwriting POS Existing Data option. The stock quantities will be imported into WooPOS when the products are not originally in WooPOS. After the initial import, any stock changes (except web orders) will not be synced to WooPOS automatically. But you can still import quantities through a file upload in WooPOS. We recommend that you use WooPOS as the master control for inventory (change stock quantities in WooPOS) and turn on the automatic update switch.
Useful link: Data Synchronized Between WooCommerce and WooPOS
Shopify
In WooPOS you can manage and update your web orders from your Shopify powered web store right inside your POS. Web orders are treated as layaway transactions, web order inventory is taken out of your QOH and put as quantity on-hold. Once the web orders have been finalized the QTY will be taken out of the quantity on-hold column.
Useful link: Managing Shopify Web Orders
Useful link: Connecting WooPOS to Shopify
Understanding Shopify Data Sync Limitations
After the initial import, any changes on products (like description, price, etc) will not be synchronized from Shopify to WooPOS automatically. But you can import products by id or by the last modified date manually at the click of a button. We recommend you change the product info in WooPOS, so that the synchronization can be automatically pushed to your Shopify store. If you do want to make changes in Shopify, you need one extra step to import using the Overwriting POS Existing Data option. The stock quantities will be imported into WooPOS when the products are not originally in WooPOS. After the initial import, any stock changes (except web orders) will not be synced to WooPOS automatically. But you can still import quantities through a file upload in WooPOS. We recommend that you use WooPOS as the master control for inventory (change stock quantities in WooPOS) and turn on the automatic update switch.
Useful link: Data Synchronized Between Shopify and WooPOS
Note: The In-Store Store Credit and In-Store Reward Point functionality described in this section is currently NOT available for Shopify integrations.
Pay-in/Pay-out from Cash Drawer
A Pay In is when cash is added to the cash drawer without a sale being made. A Pay-Out is when cash is taken from the cash drawer without a sale being made.
Useful link: Recording a Paid In or Paid Out
Useful link: Reversing Incorrect Paid In or Out
End Your Shift
Day end (End-of-day process) is required for everyday business. The sales summary reports are depended on the day-end process. WooPOS will automatically bulk transactions from a clerk within each 24-hr period. This way, a clerk can log in to the POS several times throughout the day and run the Day-end process once at the end of their shift. If a clerk performs more than one Day-end process, the last Day-end process they perform within that day will override all previous processes performed on that day.
Useful link: Day-End End-of-day Process