Point Of Sale

Got2 Point of Sale

This comprehensive guide provides step-by-step workflows for using Got2's Point of Sale (POS) module in retail, restaurant, and optical/healthcare environments. It covers standard POS operations and specialized optical workflows including prescription management, partial payments, insurance processing, and multi-order checkout.

User Permissions

Access to POS features requires appropriate user rights:

Contact your system administrator to verify your access level.

Required Setup (First-Time Users)

Before using POS, ensure the following are configured:

1. At least one POS shop created
2. Payment methods enabled
3. Products added to inventory
4. Tax rates configured
5. User PIN codes or badges assigned (if using multi-user mode)

Table of Contents

PART 1: GETTING STARTED

1. Understanding the POS Dashboard
2. Opening Your First Session
3. Navigating the POS Interface
4. Session Management Workflow
5. Basic Sales Transaction Workflow

PART 2: CUSTOM WORKFLOWS

1. Optical POS Integration Overview
2. Patient RX to POS Workflow
3. Partial Payments & Payment Tracking
4. Multi-Order Checkout
5. Insurance Integration

PART 1: GETTING STARTED

1. Understanding the POS Dashboard

1.1 Accessing the Dashboard

Navigation: Main Menu → Point of Sale

The POS Dashboard is your central hub for managing all point-of-sale operations. It displays all configured shops and restaurant sessions in an organized view.

Dashboard Views

The dashboard offers two viewing options:

Kanban View (Default)

• Visual card-based layout
• Each card represents one POS shop or session
• Shows key information at a glance:
  • Shop name
  • Current session status (Open/Closed)
  • Last closing date
  • Closing balance
  • Quick action buttons

List View

• Tabular format showing all shops
• Sortable columns
• Advanced filtering options
• Better for managing multiple locations

Switch between views using the view selector icons at the top right of the screen.

1.2 Understanding the Shop Card

Each shop card in Kanban view displays:

Status Indicators

• Green badge: Session currently open
• Gray badge: Session closed
• Date shown: Last session closing date
• Balance shown: Closing balance from last session

Action Buttons

Three-Dot Menu (⋮)

Click the menu icon on any card to access:

• Orders: View all orders for this shop
• Sessions: View session history
• Reporting: Access shop-specific reports
• Edit: Modify shop configuration settings

1.3 Filtering and Searching

Using the Search Bar

The search bar at the top of the dashboard provides powerful filtering:

Filters

• My Shops (shows only shops you manage)
• Open Sessions
• Closed Sessions
• Archived

Group By

• Shop Name
• Status
• Responsible User
• Last Closing Date

Favorites

Save frequently used filter combinations by clicking Favorites → Save Current Search.

💡 Tip: Create a "My Open Sessions" favorite to quickly access your active work.

1.4 Multi-Shop Management

If your organization operates multiple locations:

1. Each location has its own POS shop configuration
2. Sessions are independent per shop
3. Inventory can be shared or separate (configured per shop)
4. Reports can be generated per shop or consolidated
5. Users can be assigned to specific shops or have access to all

⚠️ Important: Opening a session in one shop does not affect other shops. Each operates independently.

2. Opening Your First Session

2.1 What is a Session?

A POS session represents a work period at a specific shop. Think of it as "opening the register" at the start of a shift and "closing the register" at the end.

Session Lifecycle:

1. Start Session - Record opening cash balance
2. Process Transactions - Sell products, accept payments
3. Close Session - Count cash, reconcile payments, generate reports

📋 Prerequisites

• POS shop configured
• User has permission to open sessions
• Payment methods enabled
• Products available in inventory

2.2 Starting a New Session

Step 1: Initiate Session Opening

1. Navigate to the POS Dashboard
2. Locate your shop's card
3. Click Start Session

⚙️ System Action: The system creates a new session record and prompts for opening balance.

Step 2: Enter Opening Balance

A dialog appears requesting the opening cash amount.

Opening Balance Entry:

1. Cash in Register: Enter the exact amount of cash in the drawer
   • Count all bills and coins
   • Include starting change fund
   • Do not include credit card terminals or other payment methods
2. Click Open Session to confirm

💡 Tip: Most businesses maintain a standard opening balance (e.g., $200) for making change. Count carefully to ensure accuracy.

Example:

Opening Balance: $200.00

- 10 × $20 bills = $200.00

- 8 × $10 bills = $80.00

- 20 × $5 bills = $100.00

- 40 × $1 bills = $40.00

- Coins = $20.00

Total: $200.00

⚠️ Important: The opening balance must match the physical cash in your drawer. Discrepancies will appear during session closing.

Step 3: Session Opens

After confirming the opening balance:

⚙️ System Actions:

• Session status changes to "Open"
• Session start time recorded
• Opening balance logged
• POS interface becomes accessible
• Inventory allocated to this session (if configured)

What Happens Next:

• The shop card updates to show "Continue Selling" button
• You can begin processing transactions
• Other users can access the session (if multi-user enabled)
• Session appears in the Sessions list as "In Progress"

Verification Steps

✓ Confirm session opened successfully:

1. Shop card shows green "Open" status
2. "Continue Selling" button is visible
3. Session start time displays correctly
4. Opening balance matches your entry

2.3 Accessing Your Session

Once a session is open, access the POS interface:

Method 1: From Dashboard

1. Click Continue Selling on the shop card
2. POS interface loads immediately

Method 2: From Sessions List

1. Navigate to Point of Sale → Orders → Sessions
2. Find your open session
3. Click Continue Selling button

Method 3: Direct URL (if bookmarked)

• Use the direct POS URL for your shop
• Automatically loads the current open session

Multi-User Sessions

If your shop is configured for multiple employees:

Employee Login Methods:

PIN Code Login

1. POS interface displays employee selection screen
2. Click your name from the list
3. Enter your 4-digit PIN code
4. Click Login

Badge Login (requires IoT Box and badge reader)

1. Scan your employee badge
2. System automatically logs you in
3. POS interface loads

💡 Tip: Configure employee PIN codes in Employees → HR Settings tab.

2.4 Common Issues When Opening Sessions

"Cannot Open Session" Error

Possible Causes:

• Another session already open for this shop
• Insufficient user permissions
• Shop configuration incomplete
• Payment methods not configured

Solutions:

1. Check if a session is already open (close it first)
2. Verify your user role includes POS access
3. Contact administrator to review shop configuration

Opening Balance Not Requested

Cause: Cash payment method not configured or not set as "Cash" type

Solution:

1. Navigate to Configuration → Payment Methods
2. Ensure at least one payment method has type "Cash"
3. Verify it's enabled for your shop

Session Opens But POS Won't Load

Possible Causes:

• Browser compatibility issue
• Network connectivity problem
• Cache/cookie issue

Solutions:

1. Refresh the browser (F5 or Ctrl+R)
2. Clear browser cache and cookies
3. Try a different browser
4. Check internet connection
5. Contact IT support if issue persists

3. Navigating the POS Interface

3.1 Interface Overview

The POS interface is designed for speed and efficiency. It consists of three main areas:

Left Panel: Product Catalog

• Product categories (top)
• Product grid (main area)
• Search bar
• Category navigation

Center Panel: Order Details

• Selected products list
• Quantities and prices
• Order totals
• Customer information

Right Panel: Actions & Payment

• Payment button
• Customer selection
• Action menu
• Order notes

3.2 Product Catalog Navigation

Category Tabs

• Categories appear as tabs at the top of the product area
• Click any category to filter products
• "All" category shows complete product list
• Subcategories appear as nested tabs (if configured)

Product Grid

Each product displays:

• Product image (if available)
• Product name
• Price
• Available quantity (if inventory tracking enabled)

Adding Products to Order:

1. Click any product tile
2. Product adds to the order with quantity 1
3. Click again to increase quantity
4. Or click and hold to enter specific quantity

Search Functionality

Search Bar Features:

• Search by product name
• Search by product code/SKU
• Search by barcode (type or scan)
• Real-time filtering as you type

Barcode Scanning:

1. Focus cursor in search bar (or anywhere in POS)
2. Scan product barcode
3. Product automatically adds to order
4. Quantity increases if scanned multiple times

💡 Tip: Most barcode scanners work without configuration. Simply scan and the product adds instantly.

3.3 Order Management Panel

Order Line Items

Each product in the order displays:

• Product name
• Unit price
• Quantity (editable)
• Line total
• Discount indicator (if applied)
• Tax information

Modifying Order Lines:

Change Quantity

• Click the quantity field
• Enter new quantity using numpad
• Or use +/- buttons

Remove Product

• Click the trash icon on the order line
• Or set quantity to 0

Apply Line Discount

• Click the "%" icon on the order line
• Enter discount percentage or amount
• Discount applies to that line only

Customer Selection

Adding a Customer:

1. Click Customer button (top of order panel)
2. Search for existing customer by name, phone, or email
3. Or click Create to add new customer
4. Select customer from results

Customer Information Displayed:

• Customer name
• Loyalty points (if loyalty program enabled)
• Outstanding balance (if customer account enabled)
• Pricelist (if customer-specific pricing configured)

⚠️ Important: Some features require a customer to be selected:

• Loyalty points
• Customer-specific pricing
• Invoicing
• Customer account payments

Order Totals Section

The bottom of the order panel shows:

• Subtotal: Total before taxes and discounts
• Taxes: Calculated tax amount
• Discounts: Total discount amount (if applied)
• Total: Final amount due

All amounts update in real-time as you modify the order.

3.4 Action Menu

Click the ≡ (hamburger menu) icon to access additional functions:

Common Actions Explained

Note

• Add internal notes visible to staff only
• Notes appear on receipts (if configured)
• Useful for special instructions or order details

Global Discount

• Applies discount to entire order
• Can be percentage or fixed amount
• Different from line-item discounts

Fiscal Position

• Changes tax calculation rules
• Used for tax-exempt customers
• Or different tax jurisdictions

3.5 Keyboard Shortcuts

Speed up operations with keyboard shortcuts:

💡 Tip: Keyboard shortcuts work even when using the mouse. Combine both for maximum efficiency.

3.6 Offline Mode

The POS interface works offline when internet connection is lost.

Offline Capabilities:

• Process sales transactions
• Accept cash and manual card payments
• Print receipts (if printer is local)
• Search products
• View customer information (cached)

Offline Limitations:

• Cannot sync with backend in real-time
• Payment terminals may not work
• Customer data may be outdated
• Inventory not updated until reconnection

Reconnection:

When internet returns:

• System automatically syncs all offline transactions
• Orders upload to backend
• Inventory updates
• Reports become available

⚠️ Important: Do not close the browser during offline mode. Unsaved transactions may be lost.

3.7 Common Interface Issues

Products Not Appearing

Possible Causes:

• Products not assigned to this POS shop
• Products archived or inactive
• Category filter hiding products
• Inventory depleted (if stock tracking enabled)

Solutions:

1. Click "All" category to show all products
2. Use search bar to find specific products
3. Check product configuration (must be available in POS)
4. Verify inventory levels

Interface Slow or Unresponsive

Solutions:

1. Close unnecessary browser tabs
2. Clear browser cache
3. Restart browser
4. Check internet connection speed
5. Reduce number of products loaded (use categories)

4. Managing Sessions

4.1 Understanding Sessions

A POS session represents a work period for a specific register or terminal. Each session tracks all transactions, payments, and cash movements during that period. Sessions must be opened before sales can begin and closed at the end of each shift for proper accounting reconciliation.

Session Lifecycle

Open → Active Sales → Close → Reconcile

Each session maintains:

• Opening cash balance
• All sales transactions
• Payment method totals
• Closing cash count
• Variance reporting

4.2 Viewing All Sessions

Navigation: Point of Sale → Orders → Sessions

The Sessions dashboard displays all sessions in both List and Kanban views.

Session Information Displayed:

• Session ID
• Point of Sale shop name
• Opened by (cashier/user)
• Opening date and time
• Closing date and time
• Starting balance
• Current balance
• Status (Ongoing/Closed)

Organizing Sessions:

• Use Filters to show only ongoing or closed sessions
• Use Group By to organize by POS shop, cashier, or date
• Mark important sessions as Favorites for quick access

Viewing Session Details:

Click any session entry to open its form view with complete transaction history.

5. Managing Payments

5.1 Payment Tracking Dashboard

Navigation: Point of Sale → Orders → Payments

The Payments dashboard provides a comprehensive view of all payment transactions across all POS sessions.

Payment Information Displayed:

• Transaction date and time
• Payment method (Cash, Card, Customer Account, etc.)
• Order number (linked)
• Cashier name
• Amount paid
• Associated session

Organizing Payment Data:

• Filters: Show payments by method, date range, or cashier
• Group By: Organize by payment method, session, or date
• Search: Find specific transactions by order number or amount

Use Cases:

• End-of-day reconciliation
• Payment method performance analysis
• Cashier transaction auditing
• Identifying payment discrepancies

6. Managing Customers

6.1 Customer Database Overview

Navigation: Point of Sale → Orders → Customers

The Customers section provides centralized management of all customer profiles used in POS transactions.

Display Options:

• Kanban View (default): Visual cards with key information
• List View: Detailed table format

Customer Information Displayed:

• Customer name
• Company affiliation
• Contact details (phone, email)
• Address
• Activity indicators

6.2 Customer Activity Tracking

Each customer card in Kanban view displays activity icons at the bottom:

Activity Icons:

• Meetings: Number of scheduled appointments
• Opportunities: Sales opportunities in pipeline
• Purchases: Total purchase orders
• Sales Orders: Number of sales transactions

Click any icon to view detailed records for that activity type.

Scheduling Activities:

Use the Activity icon to schedule follow-up tasks, calls, or meetings with the customer.

6.3 Creating New Customers

Method 1: From Customers Dashboard

1. Navigate to Point of Sale → Orders → Customers
2. Click New
3. Complete the customer form

Method 2: During POS Transaction

1. In active POS session, click customer field
2. Type new customer name
3. Click Create and edit...
4. Complete customer details

Required Customer Information

Basic Details:

• Customer name (required)
• Phone number
• Email address
• Street address
• City, State/Province, ZIP code
• Country

Optional Customer Information

Sales & Purchase Tab:

• Salesperson assignment
• Sales team
• Payment terms
• Delivery method preferences

Invoicing Tab:

• Invoice delivery method
• Fiscal position
• Payment terms
• Credit limit

Partner Assignments Tab:

• Related contacts
• Delivery addresses
• Invoice addresses

Membership Tab:

• Loyalty program enrollment
• Membership level
• Points balance

Saving Customer Records

Click Save to add the customer to the database. The customer becomes immediately available for selection in all POS sessions.

7. Products Management

7.1 Products Dashboard Overview

Navigation: Point of Sale → Products → Products

The Products menu displays your complete product catalog available for retail sales.

Display Options:

• Kanban View (default): Visual product cards with images
• List View: Detailed table with all product attributes

Product Information Displayed:

• Product image
• Product name
• Internal reference code
• Sales price
• Cost
• Quantity on hand
• Product category
• Barcode

Organizing Products:

• Filters: Show products by availability, category, or type
• Group By: Organize by category, product type, or vendor
• Search: Find products by name, reference, or barcode
• Favorites: Mark frequently accessed products

7.2 Creating New Products

Click New to create a product. The product creation process is identical to other Got2 modules.

Step 1: Basic Product Information

Required Fields:

1. Product Name: Enter descriptive product name
2. Product Image: Upload product photo (recommended)

Product Type Selection:

• Can be Sold: Enable for retail products
• Can be Purchased: Enable if you buy this product from vendors

Step 2: General Information Tab

Product Type:

• Consumable: Services or non-tracked items
• Storable Product: Physical inventory items with stock tracking
• Service: Non-physical products (exams, consultations)

Invoicing Policy:

• Ordered quantities: Invoice based on order
• Delivered quantities: Invoice after delivery/completion

Unit of Measure:

• Select base unit (Units, kg, hours, etc.)
• Purchase UoM (if different from sales UoM)

Pricing:

• Sales Price: Customer-facing price
• Cost: Your cost basis
• Customer Taxes: Applicable sales taxes
• Product Category: Assign to category for organization

Additional Fields:

• Internal Reference: Your SKU or product code
• Barcode: For scanner integration
• Company: Multi-company assignment
• Internal Notes: Private notes for staff

Step 3: Attributes and Variants Tab

Create product variations (size, color, material, etc.) using this tab.

Creating Variants:

1. Click Add a line
2. Select attribute (e.g., "Size")
3. Select values (e.g., "Small, Medium, Large")
4. Repeat for additional attributes
5. System automatically generates all variant combinations

Example:

• Attribute: Color (Red, Blue, Green)
• Attribute: Size (S, M, L)
• Result: 9 variants automatically created

Step 4: Sales Tab

Upsell & Cross-Sell:

• Optional Products: Suggested add-ons during sale
• Accessory Products: Related items for cross-selling
• Alternative Products: Substitute options

Point of Sale Settings:

• Available in POS: Enable to show in POS sessions
• POS Product Category: Assign to POS-specific category
• Available in Self Order: Enable for kiosk/self-service

Additional Product Media:

• Upload additional images
• Add product videos
• Create image galleries

Sales Description:

Write customer-facing product description for receipts and online display.

eCommerce Settings:

• Website: Select which websites display this product
• eCommerce Categories: Assign web categories
• Published: Control online visibility

Step 5: Purchase Tab

Vendor Management:

1. Click Add a line under Vendors
2. Select vendor name
3. Enter vendor-specific details:
   • Vendor product code
   • Vendor product name
   • Price
   • Currency
   • Delivery lead time (days)

Vendor Bills Settings:

• Control Policy: Ordered or received quantities
• Vendor Taxes: Purchase taxes applicable

Purchase Description:

Internal notes for purchasing team.

Step 6: Inventory Tab

Routes:

Select operational routes for this product:

• Buy: Purchase from vendors
• Manufacture: Produce in-house
• Replenish on Order (MTO): Order when customer orders
• Dropship: Ship directly from vendor
• Repair: Repairable product

Logistics:

• Responsible: Inventory manager
• Weight: Product weight
• Volume: Product volume
• Customer Lead Time: Days from order to delivery
• Manufacturing Lead Time: Production time required

Locations:

• Production Location: Where manufactured
• Inventory Location: Where stored

HS Code & Country of Origin:

For international shipping and customs.

Operation Descriptions:

• Delivery Orders: Instructions for shipping
• Receipts: Instructions for receiving
• Internal Transfers: Warehouse movement notes

Step 7: Accounting Tab

Income Account:

Revenue account for sales (Receivables section)

Expense Accounts:

• Expense Account: Cost of goods sold account
• Price Difference Account: For purchase price variances

Automated Invoicing:

Select email template for automatic invoice delivery.

Step 8: Save and Verify

1. Click Save to create the product
2. Product becomes immediately available in POS sessions
3. Use smart buttons to access:
   • Variants: Manage product variants
   • Pricelists: View pricing rules
   • Website: Publish to eCommerce
   • Bill of Materials: For manufactured products
   • Documents: Attach specifications, certifications
   • Putaway Rules: Warehouse storage rules

8. Product Variants

8.1 Managing Product Variants

Navigation: Point of Sale → Products → Product Variants

Product variants allow you to sell the same base product with different attributes (size, color, material, etc.) while maintaining separate inventory and pricing for each combination.

Variant Dashboard Information:

• Internal reference code
• Product name
• Variant attributes and values
• Sales price
• Cost
• Quantity on hand
• Forecasted quantity
• Unit of measure

Organizing Variants:

• Group By: Organize by product, attribute, or category
• Filters: Show variants by availability or attribute values

8.2 Variants in POS Sessions

When a customer selects a product with variants in a POS session:

1. Product card displays in catalog
2. Customer clicks product
3. Attribute Selection Window appears
4. Customer selects desired attributes:
   • Size selection
   • Color selection
   • Material selection (if applicable)
5. Click Add to add selected variant to cart

System Behavior:

• Only valid combinations are selectable
• Price updates based on variant
• Inventory checked for selected variant
• Correct variant added to order

9. Combo Products

9.1 Creating Product Combos

Navigation: Point of Sale → Products → Combo Choices

Combo products allow you to bundle multiple items together at a special price, ideal for meal deals, package offers, or bundled services.

Combo Dashboard Displays:

• Combo name
• Included products
• Combo price
• Number of products in combo

9.2 Creating a New Combo

1. Click New
2. Enter Combo Name (e.g., "Lunch Special", "Eyewear Package")
3. Click Add a line to add products
4. For each product:
   • Select product name
   • Set quantity included
   • Set price (can be $0 for included items)
5. Set total Combo Price
6. Click Save

Combo Pricing Options:

• Fixed Price: One price for entire combo
• Sum of Parts: Total of individual items (with discount)
• Mixed: Some items included, others at reduced price

9.3 Selling Combos in POS

When selling a combo:

1. Select combo product from catalog
2. System adds all combo items to cart
3. Individual items show as combo components
4. Total reflects combo pricing
5. Inventory deducts for each component

10. Pricelists

10.1 Understanding Pricelists

Navigation: Point of Sale → Products → Pricelists

Pricelists allow you to offer different prices to different customers or under different conditions (time of day, day of week, customer type, quantity purchased, etc.).

Prerequisites:

Enable Flexible Pricelists in Settings → Pricing

Pricelist Dashboard Information:

• Pricelist name
• Country groups (geographic restrictions)
• Currency
• Associated website
• Company

Display Options:

• Kanban view (default)
• List view

10.2 Creating a New Pricelist

1. Click New
2. Enter Pricelist Name
3. Select Company
4. Select Currency
5. Select Country Groups (if geographically restricted)

Defining Price Rules

Price Rules Tab:

1. Click Add a line
2. Price rule configuration window opens

Rule Configuration:

Apply To:

• All Products
• Product Category
• Specific Product
• Product Variant

Computation:

• Fixed Price: Set exact price
• Discount: Percentage off base price
• Formula: Complex calculation based on cost, list price, or other pricelist

Conditions:

• Minimum Quantity: Rule applies only above this quantity
• Validity Dates: Start and end dates for seasonal pricing

Example Rules:

• 10% off all products for VIP customers
• $5 fixed price for Product X when buying 10+
• 20% off category "Frames" on weekends
• Click Save & Close
• Add additional rules as needed

E-commerce Settings Tab

Website Availability:

• Select which websites can use this pricelist
• Enable Selectable to let customers choose this pricelist
• Set E-commerce Promotional Code for online discount codes
• Click Save to activate pricelist

10.3 Configuring Available Pricelists

Navigation: Settings → Pricing

Available Pricelists:

Select which pricelists are available for selection in POS sessions. Multiple pricelists can be active simultaneously.

Default Pricelist:

Select the pricelist that applies by default when no other pricelist is selected.

10.4 Using Pricelists in POS Sessions

Applying a Pricelist to an Order:

1. Add products to cart
2. Click Actions button (≡)
3. Select Pricelist
4. Choose desired pricelist from popup
5. Prices update automatically
6. Continue with checkout

Pricelist Behavior:

• Applies to all items in current order
• Prices recalculate immediately
• Receipt shows pricelist name
• Accounting reflects correct pricing

📷 Screenshot: Pricelist selection in Actions menu

11. Reporting & Analytics

11.1 Orders Analysis

Navigation: Point of Sale → Reporting → Orders

The Orders Analysis report provides comprehensive insights into sales performance, customer behavior, and product trends.

View Options:

• Graph View: Visual charts and graphs
• Pivot Table: Detailed data tables with drill-down

Key Metrics Available:

Under Measures menu:

• Average Price: Average transaction value
• Margin: Profit margin per order
• Order: Number of orders
• Product Quantity: Units sold
• Sale Line Count: Number of line items
• Total Discount: Discount amounts
• Count: Transaction count
• Revenue: Total sales revenue

Analysis Capabilities:

Filtering:

• Date ranges
• POS shops
• Cashiers
• Product categories
• Payment methods
• Customer segments

Grouping:

• By date (day, week, month, quarter, year)
• By product or category
• By cashier or sales team
• By customer
• By POS shop

Use Cases:

• Identify best-selling products
• Track sales trends over time
• Analyze cashier performance
• Monitor profit margins
• Evaluate promotional effectiveness

11.2 Sales Details Report

Navigation: Point of Sale → Reporting → Sales Details

Generate detailed sales reports for specific date ranges.

Generating a Report:

1. Click Sales Details
2. Date Range Window appears
3. Enter Start Date
4. Enter End Date
5. Click Print
6. Document Layout Window opens
7. Customize layout:
   • Layout: Choose template
   • Color: Select color scheme
   • Background: Add background image
   • Text: Customize fonts and sizes
8. Click Continue
9. Report generates and downloads

Report Contents:

• All transactions in date range
• Product-level details
• Payment method breakdown
• Tax calculations
• Discount summaries
• Cashier summaries
• Session summaries

Use Cases:

• Daily sales reports
• Weekly performance reviews
• Monthly financial reporting
• Tax preparation
• Audit documentation

11.3 Session Report

Navigation: Point of Sale → Reporting → Session Report

Generate detailed reports for specific POS sessions.

Generating a Session Report:

1. Click Session Report
2. Session ID Window appears
3. Enter POS Session ID
4. Click Print
5. Report generates and downloads

Report Contents:

Sales Summary:

• Total sales
• Number of transactions
• Average transaction value

Refunds:

• Number of refunds
• Total refund amount
• Refund reasons

Discounts:

• Discount programs used
• Total discount amount
• Discount by type

Invoices:

• Number of invoices generated
• Invoice totals

Session Controls:

• Opening balance
• Expected closing balance
• Actual closing balance
• Variance

Taxes:

• Tax breakdown by rate
• Total tax collected

Payment Methods:

• Cash received
• Card payments
• Customer account payments
• Other payment methods
• Payment method totals

Use Cases:

• End-of-shift reconciliation
• Cash drawer balancing
• Cashier accountability
• Audit trails
• Financial record-keeping

12. Payment Methods Configuration

12.1 Viewing Payment Methods

Navigation: Point of Sale → Configuration → Payment Methods

The Payment Methods dashboard displays all configured payment options available across your POS shops.

Payment Method Information:

• Method name
• Associated journal
• Company
• Associated POS shops

Display Options:

• List view (default)
• Kanban view

Organizing Payment Methods:

• Filters: Show by type or shop
• Group By: Organize by journal or company

12.2 Creating a New Payment Method

1. Click New
2. Enter Method name (e.g., "Credit Card", "Mobile Payment")
3. Online Payment: Enable if this is an electronic payment terminal
4. Select Journal: Accounting journal for this payment type
5. Identify Customer: Enable to require customer identification
6. Click Save

Payment Method Types:

Cash:

• Physical currency
• Requires cash counting at session close
• No customer identification needed

Card:

• Credit/debit cards
• Can integrate with payment terminals
• May require customer identification

Customer Account:

• Credit purchases
• Requires customer identification
• Tracks receivables

Bank Transfer:

• Direct bank payments
• Requires transaction reference

12.3 Using Payment Methods in POS

Selecting Payment Method:

1. Complete product selection
2. Click Payment button
3. Payment Window displays
4. Available payment methods appear on left side:
   • Cash
   • Card
   • Customer Account
   • Other configured methods
5. Click desired payment method
6. Enter amount (if split payment)
7. Click Validate

Multiple Payment Methods:

• Click multiple methods to split payment
• Enter amount for each method
• Total must equal order amount
• Click Validate when complete

12.4 Customer Account Payments

The Customer Account payment method allows customers to purchase on credit and pay later.

Prerequisites:

• Customer must be selected on order
• Customer must have credit limit configured

Processing Customer Account Payment:

1. Select products
2. Click Order button (saves order without payment)
3. Click Payment button
4. Select Customer Account
5. Click Validate
6. Receipt generates showing balance due

What Happens:

• Order creates receivable in accounting
• Customer balance increases
• No cash/card transaction recorded
• Invoice can be generated for customer

Checking Customer Credit:

Navigation: Invoicing → Customers → Select Customer → Invoicing Tab

Credit Information:

• Total Receivable: Amount customer owes
• Partner Limit: Maximum credit allowed
• Available Credit: Remaining credit available

Managing Credit Limits:

Edit Partner Limit field to increase/decrease customer credit.

14. Additional Payment Settings

14.3 Automatic Payment Validation

Navigation: Settings → Payments → Automatically validate orders

Enable automatic order validation when using payment terminals.

Prerequisites:

• Payment terminal configured
• Online payment method selected

Configuration:

1. Enable Automatically validate orders
2. Click Save

Behavior:

1. Customer selects products
2. Cashier clicks Payment
3. Selects payment terminal method
4. QR code or terminal prompt appears
5. Customer completes payment on terminal
6. Order validates automatically
7. Receipt prints automatically

Benefits:

• Faster checkout
• Reduced cashier errors
• Improved customer experience

15. POS Interface Settings

15.1 Product and Category Images

Navigation: Settings → Interface → Hide pictures in POS

Control whether product and category images display in POS sessions.

Options:

• Show product images: Display product photos in catalog
• Show category images: Display category icons

When Disabled:

• Faster loading on slow connections
• More products visible per screen
• Text-only interface
• Reduced data usage

When Enabled:

• Visual product identification
• Better customer experience
• Easier product selection
• Professional appearance

15.2 Employee Login Configuration

Navigation: Settings → Interface → Login with Employees

Enable multi-employee access with PIN or badge authentication.

Configuration:

1. Enable Login with Employees
2. Enable Multi Employees per Session
3. Select employees with Basic Rights:
   • Can process sales
   • Cannot access settings
   • Cannot close session
4. Select employees with Advanced Rights:
   • Full POS access
   • Can access settings
   • Can close session
   • Can override restrictions
5. Click Save

Setting Employee PINs:

Navigation: HR → Employees → Select Employee → HR Settings Tab

1. Enter PIN Code (4 digits)
2. Enter Badge ID (if using badge reader)
3. Click Save

Using Employee Login:

Opening Session:

1. Click Open Register
2. Employee Selection appears
3. Click employee name OR
4. Scan employee badge
5. Enter PIN code
6. Click OK
7. Session opens for that employee

Switching Employees:

1. Click employee name in header
2. Select Logout
3. New employee logs in with PIN/badge
4. Session continues under new employee

Benefits:

• Individual accountability
• Sales tracking per employee
• Security and access control
• Performance monitoring

15.3 Shared Open Orders

Navigation: Settings → Interface → Share Open Orders

Enable multiple cashiers to access and modify the same open orders across different POS terminals.

Prerequisites:

• Multiple POS shops configured
• Enable Trusted PoS for shops that should share orders

Configuration:

1. Enable Share Open Orders
2. Select Trusted PoS shops
3. Click Save

Workflow:

Terminal 1:

1. Cashier creates order
2. Adds products
3. Clicks Order (saves without payment)
4. Order remains open

Terminal 2:

1. Different cashier opens POS
2. Clicks Orders button (≡ menu)
3. Sees open orders from Terminal 1
4. Selects order
5. Can modify or complete payment

Use Cases:

• Restaurant table transfers
• Customer moves between registers
• Order started at one location, completed at another
• Team collaboration on large orders

15.4 Large Scrollbars

Navigation: Settings → Interface → Large Scrollbars

Enable larger scrollbars for touchscreen devices and mobile use.

When to Enable:

• Tablet POS systems
• Touchscreen terminals
• Mobile POS devices
• Accessibility requirements

Benefits:

• Easier touch navigation
• Better visibility
• Improved usability on small screens

15.5 Product Organization

Navigation: Settings → Products & PoS Categories

Restrict Categories

Limit which product categories appear in specific POS shops.

Configuration:

1. Enable Restrict Categories
2. Select categories to display
3. Click Save

Result:

• Only selected categories appear in product catalog
• Simplifies product selection
• Reduces clutter
• Shop-specific product offerings

Sort by Category

Group products by category in the shopping cart.

Configuration:

1. Enable Sort by category
2. Click Save

Result:

• Cart groups items by category
• Easier order review
• Better organization
• Clearer receipts

15.6 Show Margins & Costs

Navigation: Settings → Products & PoS Categories → Show margins & cost

Display product cost and profit margin information in POS.

Configuration:

1. Enable Show margins & cost
2. Click Save

Viewing Margin Information:

1. In POS session, click ⓘ icon on product
2. Product Information window displays:
   • Cost: Your cost per unit
   • Margin: Profit per unit
   • Total Cost: Cost for quantity in cart
   • Total Margin: Profit for quantity in cart

Use Cases:

• Sales negotiations
• Discount decisions
• Profitability analysis
• Manager oversight

16. Accounting Settings

16.1 Default Sales Tax

Navigation: Settings → Accounting → Default Sales Tax

Set the default tax applied to new products added to the catalog.

Configuration:

1. Select Default Sales Tax from dropdown
2. Click external link to manage taxes
3. Click Save

Tax Management:

• Create new taxes
• Set tax rates
• Configure tax accounts
• Define tax applicability

16.2 Flexible Taxes (Fiscal Positions)

Navigation: Settings → Accounting → Flexible Taxes

Enable customers to select fiscal positions that automatically adjust tax calculations based on location, tax-exempt status, or other criteria.

Configuration:

1. Enable Flexible Taxes
2. Select Default Fiscal Position
3. Select Allowed Fiscal Positions
4. Click Save

Creating Fiscal Positions

Navigation: Click Fiscal Positions link

1. Click New
2. Enter Fiscal Position name
3. Select Company
4. Detect Automatically: Enable for automatic application based on:
   • VAT Required: Customer must have VAT number
   • Country Group: Customer in specific country group
   • Country: Customer in specific country
5. Enter Foreign Tax ID: Your tax ID in that jurisdiction

Tax Mapping Tab:

1. Click Add a line
2. Tax on Product: Original tax
3. Tax to Apply: Replacement tax
4. Repeat for all tax mappings
5. Click Save

Using Fiscal Positions in POS

Automatic Application:

• System detects customer location
• Applies appropriate fiscal position
• Taxes calculate automatically

Manual Selection:

• Customer selected
• Fiscal position applies
• Taxes adjust on order

Verification:

After payment, click Edit Payment to view:

• Applied fiscal position
• Tax calculations
• Journal entries

16.3 Default Journals

Navigation: Settings → Accounting → Default Journals

Specify accounting journals for POS orders and invoices.

Configuration:

1. Select Default Journal for Orders
2. Select Default Journal for Invoices
3. Click Save

Journal Usage:

• Orders Journal: Records POS sales transactions
• Invoices Journal: Records customer invoices

Viewing Journal Entries:

Navigation: Sessions → Select Session → Journal Items smart button

Journal Items Display:

• All accounting entries for session
• Grouped by journal
• Debit and credit entries
• Account assignments
• Tax calculations

17.  Basic Receipt

Navigation: Settings → Bills & Receipts → Basic Receipt

Print simplified receipts without price details.

Configuration:

1. Enable Basic Receipt
2. Click Save

Basic Receipt Contents:

• Store information
• Date and time
• Order number
• Product names (no prices)
• Total amount only

Use Cases:

• Gift receipts
• Privacy protection
• Simplified documentation

18. Self-Service Invoicing

Navigation: Settings → Bills & Receipts → Self-service invoicing

Enable customers to request invoices via QR code on receipt.

Configuration:

1. Enable Self-service invoicing
2. Click Save

Functionality:

• QR code prints on receipt
• Customer scans QR code
• Accesses order in customer portal
• Requests invoice
• Invoice generated and emailed

Alternative:

• 5-digit access code printed on receipt
• Customer enters code on website
• Accesses order
• Requests invoice

Benefits:

• Reduced cashier workload
• Customer self-service
• Faster invoice delivery
• Better customer experience

19. Payment Terminal Settings

19.1 Custom Header & Footer

Navigation: Settings → Bills & Receipts → Custom Header & Footer

Customize the header and footer text that appears on all printed receipts and invoices.

Configuration:

1. Navigate to Settings → Bills & Receipts
2. Locate Custom Header & Footer section
3. Enter header text in Header field
4. Enter footer text in Footer field
5. Add any additional notes in Notes field
6. Click Save

What Happens Next:

• Custom text appears on all receipts after payment completion
• Header prints at top of receipt
• Footer prints at bottom of receipt
• Changes apply immediately to new transactions

Common Uses:

• Store policies (returns, exchanges)
• Promotional messages
• Legal disclaimers
• Contact information
• Social media handles

19.2 Automatic Receipt Printing

Navigation: Settings → Bills & Receipts → Automatic Receipt Printing

Configure automatic receipt printing immediately after payment validation.

Configuration:

1. Enable Automatic Receipt Printing
2. Click Save

Workflow:

1. Add products to cart
2. Select customer
3. Choose payment method
4. Validate payment
5. Receipt prints automatically
6. Printing settings window appears (first time only)

Printing Settings Window:

• Select default printer
• Set number of copies
• Configure paper size
• Save preferences

What Happens in the System:

• Payment registers in journal
• Receipt generates automatically
• Printer receives print job
• Transaction completes

💡 Tip: Configure printer settings during first transaction to avoid delays during busy periods.

19.3 Basic Receipt (Price-Free)

Navigation: Settings → Bills & Receipts → Basic Receipt

Print simplified receipts without price details—ideal for gift receipts or privacy protection.

Configuration:

1. Enable Basic Receipt
2. Click Save

Basic Receipt Contents:

• Store information
• Date and time
• Order number
• Product names only (no prices)
• Total amount only

Use Cases:

• Gift receipts
• Privacy protection
• Simplified documentation
• Donation receipts

How to Use:

1. Complete transaction normally
2. When printing receipt, select Basic Receipt option
3. Receipt prints without itemized prices

19.4 Self-Service Invoicing

Navigation: Settings → Bills & Receipts → Self-service invoicing

Enable customers to request invoices independently using QR codes or access codes printed on receipts.

Configuration:

1. Enable Self-service invoicing
2. Click Save

How It Works:

Method 1: QR Code

1. QR code prints on receipt
2. Customer scans code with smartphone
3. Opens order in customer portal
4. Customer clicks Request Invoice
5. Invoice generates automatically
6. Invoice emails to customer

Method 2: Access Code

1. 5-digit access code prints on receipt
2. Customer visits your website
3. Enters access code
4. Accesses order details
5. Requests invoice
6. Invoice generates and emails

What Appears on Receipt:

• QR code (scannable)
• 5-digit access code
• Instructions for invoice request
• Portal URL

Benefits:

• Reduces cashier workload
• Eliminates invoice printing at POS
• Faster customer service
• Self-service convenience
• Automatic email delivery
• Better customer experience

Customer Portal Features:

• View order details
• Download invoice PDF
• View payment history
• Access past orders

⚠️ Important: Customers must have email addresses in their customer records to receive invoiced via email.

Common Issues:

• QR code not scanning: Ensure receipt printer resolution is adequate (minimum 203 DPI)
• Access code invalid: Code expires after 30 days; generate new receipt
• Invoice not received: Check customer email address in database; verify email server configuration

19.5 Receipt Customization Best Practices

Recommended Configuration:

1. Enable Custom Header & Footer with store policies
2. Enable Automatic Receipt Printing for efficiency
3. Enable Self-service invoicing to reduce workload
4. Configure SMS Enabled for paperless option
5. Keep Basic Receipt available for gift purchases

Testing Your Configuration:

1. Process test transaction
2. Verify receipt prints correctly
3. Test QR code scanning
4. Confirm SMS delivery (if enabled)
5. Check custom header/footer appearance
6. Validate access code functionality

PART 2: CUSTOM WORKFLOWS

20.1 Introduction to Optical Workflows

The Optical POS Integration extends Got2's standard Point of Sale functionality to support prescription-based sales workflows common in optical and healthcare retail environments. This custom integration bridges the Sales and POS modules to handle complex scenarios including:

• Prescription (RX) data capture and validation
• Multi-component product sales (frames, lenses, coatings)
• Partial payment plans with balance tracking
• Insurance processing and claim management
• Multi-order consolidated checkout
• Specialized tax handling for medical products

Key Difference from Standard POS:

Standard POS operates independently—products are selected, payment is processed, and the transaction completes. Optical workflows begin in the Sales module where detailed prescription and product configuration occurs, then transition to POS for payment processing while maintaining full traceability.

20.2 System Architecture

Module Integration

The optical workflow integrates three core Got2 modules:

Data Flow

Patient RX Entry (Sales) 

↓

Product Configuration (Sales Order)

↓

Insurance/Discount Application (Sales Order)

↓

Transfer to POS (Checkout Button)

↓

Payment Processing (POS Terminal)

↓

Order Confirmation & Invoice Generation (Automatic)

↓

Payment Journal Entries (Accounting)

20.3 Prerequisites

Before using optical workflows, ensure the following configuration is complete:

✓ System Configuration

• Got2 with Sales, POS, and Invoicing modules installed and activated
• Optical custom module installed (if using third-party customization)
• User permissions configured for Sales and POS access

✓ Product Setup

• Optical products created with proper categorization:
  • Frames (with brand, model, size attributes)
  • Lenses (with material, index, type variants)
  • Coatings and treatments
  • Contact lenses
  • Examination services
• Products assigned to POS categories
• Barcodes configured for inventory tracking
• Taxes properly configured (standard vs. medical exemptions)

✓ Payment Configuration

• Payment methods enabled in POS settings:
  • Cash
  • Card/Terminal
  • Customer Account (for partial payments)
  • Insurance (configured as payment method)
• Payment journals created and linked
• Customer credit limits configured (if using accounts receivable)

✓ Customer/Patient Database

• Patient records with contact information
• Insurance information on file (if applicable)
• Customer accounts configured for partial payment tracking

✓ POS Session Setup

• At least one POS shop configured
• Session opened with adequate opening cash balance
• Receipt printer configured and tested

⚠️ Important: Attempting optical workflows without proper configuration will result in errors during checkout or invoice generation. Verify all prerequisites before processing customer orders.

20.4 Workflow Overview

The complete optical sales workflow consists of five major phases:

Phase 1: Patient & Prescription Management

• Patient record creation or selection
• Prescription (RX) data entry and validation
• Prescription expiration checking

Phase 2: Sales Order Creation

• Order type selection (Glasses, Contact Lenses, Examination)
• Product selection and configuration
• Pricing and discount application
• Insurance setup

Phase 3: POS Checkout

• Transfer order from Sales to POS
• Payment method selection
• Partial payment processing (if applicable)
• Multi-order consolidation (if applicable)

Phase 4: System Processing

• Automatic order confirmation
• Invoice generation
• Payment journal entries
• Inventory updates

Phase 5: Post-Sale Management

• Receipt printing and delivery
• Balance tracking (for partial payments)
• Insurance claim submission
• Order fulfillment

20.5 Key Features

Direct Sales-to-POS Integration

• Seamless transition from order configuration to payment
• No manual data re-entry required
• Automatic population of POS cart from sales order lines

Flexible Payment Options

• Full payment at checkout
• Partial payment with balance tracking
• Multiple payment methods per transaction
• Customer account charging

Insurance Handling

• Insurance treated as discount line in sales order
• Automatic calculation of patient responsibility
• Insurance portion tracked separately for claims
• Configurable insurance payment methods

Multi-Order Processing

• Combine multiple sales orders in single POS transaction
• Consolidated payment across orders
• Individual invoices maintained per order
• Unified receipt with order breakdown

Comprehensive Tracking

• Order status updates (Quotation → Sale → In Payment → Paid)
• Payment history with timestamps
• Remaining balance calculations
• Audit trail for all transactions

20.6 User Roles & Permissions

Different users require different access levels for optical workflows:

💡 Tip: Configure user groups in Settings → Users & Companies → Groups to assign appropriate permissions. Test each role's access before going live.

20.7 Common Terminology

Understanding these terms is essential for optical workflows:

• RX (Prescription): Medical prescription for corrective lenses containing sphere, cylinder, axis, and other parameters
• Sales Order: The initial order document created in Sales module containing all product and pricing details
• POS Order: The payment transaction record created when processing payment in POS terminal
• Original Amount: Total order value before any payments
• Partial Amount: Amount due for current payment (editable)
• Remaining Amount: Outstanding balance after payment (auto-calculated)
• Insurance Line: Discount line representing insurance coverage amount
• Order Status: Current state of order (Quotation, Sale, In Payment, Paid)
• Session: A POS work period from opening to closing the cash register

21. Patient RX to POS Workflow

21.1 Workflow Overview

This workflow covers the complete process from capturing a patient's prescription through final payment and invoice generation. This is the most common workflow for optical retail operations.

Workflow Duration: 5-15 minutes depending on complexity

User Roles Involved:

• Optician (RX entry and product selection)
• Cashier (payment processing)

System Modules Used:

• Sales (order creation)
• Point of Sale (payment)
• Invoicing (automatic)

21.2 Prerequisites

Before starting this workflow, verify:

✓ Patient Information

• Patient record exists in system with current contact information
• Valid prescription on file (not expired)
• Insurance information entered (if applicable)

✓ Products Available

• Frames in stock and configured in system
• Lens options available with correct pricing
• Coatings and treatments configured

✓ System Ready

• POS session is open
• User has Sales and POS access permissions
• Receipt printer is operational

21.3 Step-by-Step Procedure

Step 1: Create Sales Order

Navigation: Sales → Orders → Sales Orders → New

1. Click New to create a new sales order
2. In the Customer field, search and select the patient
   • If new patient: Click Create and Edit to add patient details
   • Enter name, contact information, and insurance details
   • Click Save & Close

💡 Tip: Use the search bar to quickly find patients by name, phone number, or patient ID.

Step 2: Select Order Type

The order type determines which products and fields are available.

Available Order Types:

1. In the Order Type field, select the appropriate type
2. The product catalog filters automatically based on selection

Step 3: Enter Prescription Details

For Glasses Orders:

The prescription section appears after selecting "Glasses" order type.

1. Locate the Prescription (RX) section in the order form
2. Enter values for Right Eye (OD):
   • Sphere (SPH): Power for nearsightedness/farsightedness (e.g., -2.50)
   • Cylinder (CYL): Astigmatism correction (e.g., -0.75)
   • Axis: Astigmatism orientation in degrees (1-180)
   • Add: Reading addition for bifocals/progressives (e.g., +2.00)
   • Prism: If prescribed (rare)
3. Enter values for Left Eye (OS) using same fields
4. Enter Pupillary Distance (PD):
   • Binocular PD: Single measurement (e.g., 63mm)
   • OR Monocular PD: Separate for each eye (e.g., 31.5/31.5)
5. Add Prescription Date and Expiration Date
   • Most prescriptions valid for 1-2 years
   • System can warn if prescription is expired

⚠️ Important: Double-check all prescription values before proceeding. Incorrect values will result in incorrect lenses being manufactured.

Prescription Validation:

The system automatically validates:

• Sphere values within acceptable range (-20.00 to +20.00)
• Cylinder values within range (0.00 to -6.00 typically)
• Axis values between 1 and 180 degrees
• PD values within normal range (50-75mm for adults)

Common Issues:

• "Invalid axis value": Axis must be between 1-180; check prescription
• "Prescription expired": Update prescription date or obtain new RX from doctor
• "PD missing": Pupillary distance is required for lens manufacturing

Step 4: Add Frame

Frames must be selected before lenses can be added.

1. Click Add a line in the Order Lines section
2. In the Product field, search for the frame:
   • Search by brand name (e.g., "Ray-Ban")
   • Search by model number (e.g., "RB5228")
   • Search by barcode (scan with barcode scanner)
3. Select the frame from search results
4. The following auto-populate:
   • Product Name: Full frame description
   • Quantity: Defaults to 1
   • Unit Price: From product configuration
   • Taxes: Based on product tax settings
   • Subtotal: Calculated automatically
5. Verify frame details:
   • Correct model and color
   • Price matches current pricelist
   • Quantity is correct (usually 1)

💡 Tip: Enable product images in POS settings to help customers visually confirm frame selection.

Step 5: Add Lenses

Lenses are configured based on the prescription entered earlier.

1. Click Add a line to add lens product
2. Search for "Lenses" or specific lens type
3. Select the appropriate lens product:
   • Single Vision: One prescription throughout lens
   • Bifocal: Two prescriptions (distance and reading)
   • Progressive: Gradual transition between prescriptions
   • Specialty: Computer lenses, driving lenses, etc.
4. Configure lens parameters:
   • Material:
     • Standard plastic (CR-39)
     • Polycarbonate (impact-resistant)
     • High-index (thinner for strong prescriptions)
     • Trivex (lightweight and impact-resistant)
   • Index: Lens thickness (1.50, 1.56, 1.61, 1.67, 1.74)
     • Higher index = thinner lenses
     • Recommended based on prescription strength
5. Quantity automatically sets to 2 (pair of lenses)
6. Unit Price reflects lens type and material selection
7. Prescription parameters auto-populate from RX section

Step 6: Review Order Lines

Before proceeding to payment, verify all order lines are correct.

Verification Checklist:

• ✓ Frame: Correct model, color, and price
• ✓ Lenses: Correct type, material, and index
• ✓ Coatings: All requested treatments included
• ✓ Quantities: Frame (1), Lenses (2), Coatings (2)
• ✓ Prices: Match current pricelist
• ✓ Prescription: All values entered correctly

Order Lines Section Shows:

• Product name and description
• Quantity
• Unit price
• Taxes
• Subtotal per line
• Line total

Step 8: Apply Discounts (Optional)

Discounts can be applied at order level or line level.

Global Discount (Entire Order):

1. Scroll to Discount field below order lines
2. Enter discount percentage (e.g., 10 for 10% off)
3. OR enter fixed discount amount
4. Discount applies to all order lines
5. Total updates automatically

Line-Level Discount (Specific Products):

1. Click on order line to edit
2. Enter discount percentage in Discount column
3. Discount applies only to that line
4. Useful for promotional items or package deals

Coupon Codes:

1. Click Apply Coupon button (if enabled)
2. Enter coupon code
3. System validates and applies discount
4. Coupon details appear in order notes

Step 9: Add Insurance (Optional)

Insurance is handled as a special discount line that tracks the insurance portion separately.

Prerequisites:

• Insurance payment method configured in POS
• Patient insurance information on file
• Insurance coverage verified

Adding Insurance:

1. Above the order lines section, click Add a line
2. Search for "Insurance" 
3. Select Insurance
4. Click Update Button for apply the insurance

What Happens in the System:

• Patient pays only their responsibility amount ($300)
• Insurance portion ($200) is tracked separately
• Insurance claim can be submitted from order record
• Accounting entries separate patient payment from insurance.

⚠️ Important: Insurance must be verified before applying. Unverified insurance may result in patient owing full amount if claim is denied.

Common Issues:

• "Insurance product not found": Contact administrator to configure insurance product
• "Insurance amount exceeds order total": Verify coverage percentage or amount
• "Insurance not applied at checkout": Ensure insurance is added as order line, not just noted

Step 10: Add Taxes

Taxes are handled automatically but can be customized based on order type and location.

Automatic Tax Calculation:

• Taxes configured on each product apply automatically
• Tax rates based on:
  • Product category (medical vs. retail)
  • Customer location (shipping address)
  • Fiscal position (tax exemptions)

Tax Display in Order:

• Each order line shows applicable taxes
• Tax column displays tax amount per line
• Order totals section shows:
  • Untaxed Amount: Subtotal before tax
  • Taxes: Total tax amount
  • Total: Final amount including tax

Step 12: Save Sales Order

Before proceeding to checkout, save the sales order.

1. Click Save button (top-left of form)
2. Order status changes from Draft to Quotation
3. Order number is assigned (e.g., SO00123)
4. Order is now saved in the system

What Happens When You Save:

• Order record created in database
• Order number generated
• Customer linked to order
• Products reserved (if inventory tracking enabled)
• Order appears in Sales → Orders list

⚠️ Important: Do not close the order form yet. You'll need it open to proceed to checkout.

Step 13: Proceed to POS Checkout

Now transfer the order to POS for payment processing.

1. Locate the Checkout button at the top of the sales order form
   • Button appears after order is saved
   • Button labeled "Checkout"
   • Click Checkout button

What Happens Next:

• You are redirected to POS terminal
• Order lines automatically populate in POS cart
• Customer name appears in POS interface
• Complete the payment with payment method
• Receipt generated
• Sales order status changes to Sale (confirmed)
• System creates a linked POS order

Step 14: POS Terminal - Verify Order

You are now in the POS terminal with the order loaded.

POS Interface Shows:

Order Lines:

• All products from sales order
• Quantities, Prices, Sale order reference, Insurance Tag(If Applied)
• Customer name
• Order total at bottom

Verification Steps:

1. Check Customer Name: Displayed at top of cart
   • Correct patient name should appear
   • If wrong: Click customer name to change
2. Verify Order Lines: Review each line in cart
   • Frame with correct model
   • Lenses (quantity 2)
   • Coatings (quantity 2 each)
   • Insurance line (if applicable)
   • Tax Line(If applicable)
   • All prices correct
3. Check Order Total: Bottom of cart
   • Should match sales order total
   • Includes all taxes
   • Reflects any discounts or insurance

💡 Tip: If anything is incorrect, you can edit the order from POS using the Action menu, or return to the sales order to make changes.

Step 15: Initiate Payment

1. Click Payment button (large button at bottom-right of cart)
2. Payment screen appears showing:
   • Order Total: Amount due
   • Payment Methods: Available options (Cash, Card, Customer Account, etc.)
   • Amount Tendered: Field to enter payment amount
   • Change Due: Calculated automatically

Step 16: Select Payment Method

Choose how the customer will pay.

Available Payment Methods:

Cash:

1. Click Cash button
2. Enter amount received from customer
3. System calculates change due
4. Click Validate to complete

Card/Terminal:

1. Click Card button
2. If payment terminal connected:
   • Amount sends to terminal automatically
   • Customer completes payment on terminal
   • System receives confirmation
3. If manual entry:
   • Enter card amount
   • Process card through external terminal
   • Click Validate after approval

Customer Account:

1. Click Customer Account button
2. Amount charges to customer's account
3. Creates accounts receivable entry
4. Customer pays later (tracked in invoicing)

Multiple Payment Methods:

1. Enter partial amount for first method
2. Click payment method button
3. Remaining balance displays
4. Select second payment method
5. Repeat until full amount paid

Example - Split Payment:

Order Total: $486.00

Payment 1: Cash      $200.00

Payment 2: Card      $286.00

Total Paid:          $486.00

Step 17: Process Partial Payment (Optional)

If customer is paying only part of the total now:

1. In the Amount field, enter the partial payment amount
   • Example: Enter $200 for a $486 order
2. Select payment method (Cash, Card, etc.)
3. Click Validate

What Happens with Partial Payment:

• Payment is recorded for the amount entered
• Sales order status changes to In Payment
• Remaining balance is tracked on the order
• Customer can pay balance later
• Order remains open until fully paid

Order Status After Partial Payment:

Original Amount:     $486.00

Amount Paid:         $200.00

Remaining Balance:   $286.00

Status:              In Payment

See Also: Chapter 18 - Partial Payments & Payment Tracking for complete details on managing payment plans.

Step 18: Validate Payment

1. After entering payment amount(s) and selecting method(s), click Validate button
2. System processes the payment:
   • Payment journal entries created
   • Invoice generated automatically
   • Receipt prepared for printing
   • Inventory updated (if real-time tracking enabled)
3. Payment success screen appears

Step 19: Print Receipt

The payment success screen displays the receipt preview.

Receipt Options:

Print Full Receipt:

1. Click Print Full Receipt button
2. Receipt prints to configured receipt printer
3. Receipt includes:
   • Store header information
   • Order date and time
   • Order number
   • Customer name
   • Itemized product list with prices
   • Payment method(s)
   • Total paid and change (if applicable)
   • Remaining balance (if partial payment)
   • Tax breakdown
   • Custom footer (return policy, etc.)

Email Receipt:

1. Click email icon next to customer email address
2. Receipt sends to customer's email
3. PDF attachment included

SMS Receipt (if enabled):

1. Click SMS icon
2. Receipt link sends via text message

Skip Receipt:

• Click New Order to proceed without printing
• Useful for customers who decline receipt

Step 20: Complete Transaction

1. Hand receipt to customer
2. Click New Order button to return to POS terminal
3. POS cart clears and is ready for next customer

What Happened in the System:

Sales Order:

• Status updated to Sale (if full payment) or In Payment (if partial)
• Payment recorded with timestamp
• Linked to POS order

POS Order:

• Created and linked to sales order
• Payment lines recorded
• Session totals updated

Invoice:

• Automatically generated
• Posted to accounting
• Available in Invoicing module
• Sent to customer (if email configured)

Accounting:

• Payment journal entries created:
  • Debit: Cash/Bank account
  • Credit: Accounts Receivable
• Revenue recognized
• Tax liability recorded

Inventory:

• Products deducted from stock (if real-time tracking)
• Or marked for deduction at session close

21.4 Verification Steps

After completing the transaction, verify everything processed correctly.

Verify Sales Order Status

1. Navigate to Sales → Orders → Orders
2. Find the order by order number or customer name
3. Check Status field:
   • Sale: Order confirmed and fully paid
   • In Payment: Order confirmed with partial payment
4. Check Invoice Status:
   • Invoiced: Invoice generated successfully
5. Check Payment Status (if visible):
   • Paid: Full payment received
   • Partial: Partial payment received

Verify POS Order

1. From POS terminal menu, click Orders
2. Find the order in the list
3. Verify:
   • Order total matches
   • Payment method(s) recorded
   • Customer name correct
   • All products listed

Verify Invoice

1. Navigate to Invoicing → Customers → Invoices
2. Find invoice by customer name or invoice number
3. Verify:
   • Invoice status: Posted
   • Payment status: Paid or Partial
   • All products listed correctly
   • Totals match order
   • Tax calculated correctly

Verify Payment Journal

1. Navigate to Invoicing → Accounting → Journal Entries
2. Find payment entry by date and amount
3. Verify:
   • Debit and credit entries balanced
   • Correct accounts used
   • Amount matches payment

22. Partial Payments & Payment Tracking

22.1 Overview

The Partial Payments feature allows customers to pay for orders in multiple installments rather than full payment at time of purchase. This is common in optical retail where orders may be expensive and customers prefer payment plans.

Key Capabilities:

• Accept any amount as initial payment
• Track remaining balance automatically
• Process additional payments over time
• Maintain complete payment history
• Generate statements showing balance due
• Support multiple payment methods per order

Business Benefits:

• Increases sales by offering flexible payment options
• Improves cash flow with upfront deposits
• Reduces order cancellations
• Enhances customer satisfaction
• Maintains accurate accounts receivable

22.3 Initiating Partial Payment

From Sales Order

Follow the standard RX to POS workflow (Chapter 17) through Step 13 (Checkout to POS).

Step 12: Set Partial Payment Amount

1. In the POS Order Line Totals section, locate the Partial Amount field
2. The field defaults to the full Original Amount as for inititally
3. Edit the Partial Amount to the deposit or initial payment:
   • Example: Change from $486.00 to $200.00
4. The Remaining Amount calculates automatically:
   • Remaining = Original - Partial
   • Example: $486.00 - $200.00 = $286.00

💡 Tip: Common partial payment amounts:

• 50% deposit
• Fixed amount (e.g., $100, $200)
• Amount customer can afford today
• Enough to cover frame cost (balance for lenses)

Step 13: Save and Proceed to Checkout

1. Click Save to save the partial payment amount
2. Click Checkout button
3. Select POS session
4. Proceed to POS terminal

What Happens:

• Sales order saves with partial amount set
• System knows to expect partial payment
• Remaining balance tracked on order

Step 14: Process Partial Payment in POS

1. In POS terminal, verify order total shows the Partial Amount (not full amount)
   • Example: Shows $200.00 instead of $486.00
2. Click Payment button
3. Payment screen shows:
   • Amount Due: The partial amount ($200.00)
   • Original Order Total: May display in order details ($486.00)
4. Select payment method and process payment for partial amount
5. Click Validate

Step 15: Complete Partial Payment

1. Receipt prints showing:
   • Amount paid today
   • Remaining balance
   • Balance due date (if configured)
2. Order status updates to In Payment
   • Not "Paid" because balance remains
   • Not "Quotation" because payment started
3. Click New Order to continue

22.4 Tracking Remaining Balance

Viewing Balance from Sales Order

1. Navigate to Sales → Orders → Orders
2. Find the order (search by customer name or order number)
3. Open the order

Order Shows:

• Status: In Payment
• Original Amount: $486.00
• Amount Paid: $200.00 (from payment history)
• Remaining Amount: $286.00

Payment History Section:

• Lists all payments with dates and amounts
• Shows payment methods used
• Displays running balance

18.5 Processing Additional Payments

When customer returns to pay more toward balance:

Method 1: From Sales Order

1. Navigate to Sales → Orders → Orders
2. Find and open the order with remaining balance
3. Click Checkout button again
   • Button remains available while balance exists
4. Select POS session
5. POS opens with remaining balance as amount due
6. Process payment as normal
7. Validate payment

What Happens:

• New payment recorded
• Remaining balance recalculates
• If balance reaches $0, status changes to Paid
• If balance remains, status stays In Payment

23. Add Multi Sales Order 

23.1 Overview

The Add Multi-Order feature allows you to combine multiple sales orders into a single POS transaction. This is useful when:

• Customer has multiple orders ready for pickup
• Customer wants to pay for all orders together
• Combining orders for a single payment method
• Processing bulk orders with one transaction

Key Benefits:

• Single payment for multiple orders
• One receipt showing all orders
• Simplified checkout process
• Reduced transaction fees (for card payments)
• Better customer experience

How It Works:

• Multiple sales orders created separately
• All orders transferred to POS together
• Combined total calculated
• Single payment processed
• Individual invoices maintained per order
• Unified receipt with order breakdown

23.2 Prerequisites

✓ Multiple Sales Orders:

• At least 2 sales orders created
• All orders for same customer
• All orders in Quotation or Sale status
• All orders ready for payment

✓ System Configuration:

• Multi-order feature enabled in POS settings
• User has permissions for multi-order processing

✓ POS Session:

• Session is open and active
• User logged into POS

23.3 Creating Multiple Orders

Scenario Example

Customer John Smith needs:

• Order 1: Prescription glasses ($486.00)
• Order 2: Prescription sunglasses ($425.00)
• Order 3: Contact lenses supply ($150.00)

Total: $1,061.00

Step 1: Create First Order

1. Follow standard workflow to create first order
2. Enter all product details
3. Save the order
4. Do not proceed to checkout yet

Step 2: Create Additional Orders

1. Click Add Multi Sales Order Button to create second order

Step 3: Verify All Orders Ready

1. Verify all orders:
   • Status: Quotation or Sale
   • All products configured
   • Prices correct

Verification Before Payment

Check:

• ✓ All expected orders included
• ✓ Products correct in each order
• ✓ Quantities accurate
• ✓ Prices match order totals
• ✓ Customer name correct
• ✓ Grand total correct

If Corrections Needed:

• Click order line to edit
• Or return to sales orders to modify
• Reload orders in POS after changes

23.6 Processing Combined Payment

Step 1: Initiate Payment

1. Click Payment button
2. Payment screen shows:
   • Total Amount Due: $1,061.00
   • Order Breakdown: List of included orders
   • Payment Methods: Available options

Step 2: Select Payment Method

Single Payment Method:

1. Click payment method (e.g., Card)
2. Enter amount: $1,061.00
3. Process payment
4. Click Validate

Multiple Payment Methods:

1. Enter partial amount for first method
2. Click first payment method
3. Remaining balance displays
4. Select second payment method
5. Continue until full amount paid

Step 3: Validate Payment

1. Click Validate button
2. System processes:
   • Single POS order created for combined total
   • Payment recorded
   • All sales orders confirmed
   • Individual invoices generated per order
   • Receipt prepared

23.7 Receipt & Invoice Handling

Unified Receipt

The receipt shows all orders in one document:

Receipt Structure:

• Store header
• Customer name
• Date and time
• Order breakdown section:
  • Each order listed separately
  • Order number for each
  • Products per order
  • Subtotal per order
• Payment section:
  • Payment method(s)
  • Amount per method
  • Total paid
• Grand total
• Store footer

Separate Invoices

Despite combined payment, each order gets its own invoice:

Invoice Generation:

• Order SO00123: Invoice INV/2024/00123 for $486.00
• Order SO00124: Invoice INV/2024/00124 for $425.00
• Order SO00125: Invoice INV/2024/00125 for $150.00

Payment Allocation:

• Payment distributed proportionally across invoices
• Each invoice shows "Paid" status
• Payment reference links to POS order

Why Separate Invoices:

• Maintains order integrity
• Allows individual returns/refunds
• Separate accounting per order
• Insurance claims per order (if applicable)
• Better reporting and tracking

23.8 System Processing

What Happens in the Backend

Sales Orders:

• All included orders: Status → Sale
• All orders: Invoice Status → Invoiced
• All orders: Payment Status → Paid
• Orders linked to single POS order

POS Order:

• One POS order created
• Total equals combined amount
• Links to all sales orders
• Payment lines recorded
• Session totals updated

Invoices:

• One invoice per sales order
• Each invoice posted
• Payment allocated proportionally
• All invoices marked paid

Accounting:

• Payment journal entry created
• Revenue recognized per invoice
• Accounts receivable cleared
• Tax liability recorded per invoice

Inventory:

• Products deducted per order
• Stock moves created per order
• Inventory valuation updated