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Drinks POS Help

Knowing how to efficiently use your cash register is incredibly important and the more you use it, the better you'll get at it. Here we will cover the basics, but questions may come up as you get started. Please don't hesitate to contact us at (917) 633-9543, or by using the chat feature on the lower right corner of your sale screen.

This article assumes your original setup has been completed and you are logging in as a cashier.

When you turn on the register, you should see the following:

Just enter your username (email created for you by store administrator) and password. This will lead you into this screen:

This button opens up a full list of options. Some of these options are accessible based on your role's permissions. Talk to your admin if you have questions. 

 This button lets a manger join a session to take actions that may be outside a cashier's permissions. Clicking this lets them enter their pin and do what's needed. Manager should log out afterwards and cashier will need to log back in. If the override happens in the middle of a transaction, the manager will be automatically logged out after the transaction is completed, and cashier will be able to log back in.

 This button opens your cash drawer. This button will only be enabled if the store manager/admin has authorized its use.

 This button takes you to a search window where you can look for items by name, barcode, SKU, Departments, etc.

This bar lets you look for an item and select it/add it to the order without leaving the sale screen

Lets you switch to a different sales channel (like Doordash or UberEats).

Clicking the lock logs you out so that a new user can log in. The circle next to the lock indicates the initials of the current cashier.

We will explain each part below, but below is a short video giving you a tour of the sale screen.

When you scan an item, it will be listed in the larger blank box of the screen, under the following heading:

This heading helps you quickly identify the different properties of an item.

: Shows what the store is charging for the item, before taxes

: Shows how many units of that item a customer is buying

: Shows any discounts (automatically or manually added)

: Shows the price post-discount (if any) and before taxes and fees

: Shows bottle deposits or environmental fees (state based)

: Shows sales tax (product and state based)

: Shows the final price for the line item

When scanning, you can change the quantity by scanning an item multiple times, 

by changing the number of items directly in the price column (by typing a number or by using the -/+ symbols), 

or by selecting multiplier button in the lower part of the sales box (note that the multiplier must be pressed before scanning an item).

*Please keep in mind that if you press the wrong multiplier and want to change it, you must click the "Clear" blue button to the right of the multipliers. If you just click a different multiplier instead, you will be adding the multipliers. For instance, if you click 6x but change your mind and click 12x, you are now multiplying the item for 18. So you would need to clear the 6x first and then click 12x. 

: You may need to enter an item manually. If your role has the permissions needed, you can search items by name typing in the "Search for an item" bar at the top. 

: If an item cannot be find by scanning or by manually searching for it, you may ring in a new item. This will require authorization form your manager/admin.

To do this, simply click on the "New Item" yellow button (part of the Yellow Hot Keys on the right).

This will open up a pop up window where you can select the type of item (lottery, miscellaneous, soda, etc), the price, and whether it has any bottle deposit or environmental fees.

Once you are ready, you would click "Apply"

The item will appear as "UNKNOWN ITEM" in your sale screen.

To the right of your screen you have a number of yellow hot keys that help you quickly add items to the order. 

Hot keys are customizable by request. Just sent us a message if you would like to add new ones to your sale screen.

: You simply click on it, and the item will be automatically added to the order. This means there is only one variant of such item (note that you can always add more variants).

: When you click  on the hot key, you will immediately see a pop-up window.

This pop-up window will prompt you to choose a variant for the item selected.

You simply have to choose the one you want and it will be automatically added to the order.

Right under the yellow hot keys, you'll find an area with red action keys. This keys don't add items, they trigger actions.

: This opens a pop-up window where you can enter a percentage or a dollar amount discount to add to an order. Just select "Percent" or "Amount," type the desired number or use the -/+ symbols, and when everything looks good, click "Apply." The discount will be added to the entire order. *

If you want to add a discount to only specific items in the order, do not use red hot key, use the blue discount tag next to each item on the list:

If you click on the blue tag, the same window to enter a discount will open, but it will only affect the item selected.

: This key allows you to place a hold on an order and save it for later. A pop up window will open to let you name the cart you are placing on hold. If you do not add a name, the default name will be the date:

Once you click on "Save Cart" the window will disappear and your screen will be clear and ready for a different transaction. When you are ready to continue ringing the saved cart, just click on "Holds." This will open a pop-up  that will show you a list of all the carts you have placed on hold. Just click on "Load" next to the one you want.

This will let you continue from where you left off.*

This is helpful in many situations, for instance, if you have a line and the customer you're helping has to go back to get something they forgot. Instead of having to wait for them, you can place their cart on hold, ring the next person up, and reopen their cart when they are ready.

: This key allows you rest your cart, clearing the sale screen so you can start over.

: This key will open a pop-up window with a list of your registered customers. There you can search for them and select them so that they can get credit for the purchase. If you want to unselect them, just click on the red removal icon next to their name.

 to read more about adding and editing customers.

: This key will open a pop-up window with options to close your drawer and put cash in or out of your drawer. This key is reserved for managers and admins.

: Although this is a toggle and not an "action key," it belongs to our action keys category because just toggling it triggers the order to be tax exempt. You may need this when customers or organizations who can present proof of tax exemption visit your store.

If you need to delete items from the order, you can select the red backspace button next to each item:

Using The Cash Register

Hot Keys are incredibly useful as they allow you to quickly add items to the cart. 

You will find the Yellow hot Keys to the right of your Sale Screen and they will look something like this:

Creating and deleting hot keys is now very simple and you can do it from your Store Configuration page. Here's a simple guide.

In the main menu (dropdown), go to "Settings"

Once in Settings, you will see a static menu. Select "Store Configuration" 

Now you will be in the Store Configuration Page. Please scroll down to "Hot Keys"

This will open a popup window where you can write the name of the hot key you want in the Hot Key Name field, and use the "Item Filter" to link the hot key to existing products

The filter allows you to find a specific item use a barcode (numbers or text), include items by name, by price, etc. 

The most common way is linking your new Hot Key to an item you already have in your system, which you can do by selecting "Specific Item" and then start typing the name of the item. As you type it, all available options will populate in the dropdown field, letting you select the right one.

You can add more filter if you wish. Once you have selected what item you want linked to your hot key, you must click "Add Hot Key." 

This will make the new Hot Key appear on the list of Hot Keys, but 

Now go to your sale screen to see and test your new hot key!

If you would like to delete a Hot Key you will no longer use, simply click on the red trash icon next to the Hot Key name and it will be permanently removed. 

Linking Multiple Items to Existing Hot Keys

Sometimes you will want to link multiple items to a hot key, for instance, you may want a hot key for the most sold beer 30 packs. In that case, when you click on the hot key, you will see something like this:

To make this possible, when creating hot keys, instead of using "Specific Item," scroll down in the selection menu and choose "Tag."

If you have already tagged items, you can search and select an existing tag. If you would like to use a brand new tag (and then tag items in your inventory), just select "Add Tag." 

A small window will pop open with a blank field to type the name of your new tag. for our purposes, we will call it "30pk most sold":

Make sure you name the hot key and click "Add Hot Key" and then "Save." 

Now you can do a search for your 30 packs and tag the ones you want:

Once there, type "30 pk" and search. You can filter your results by size and department

Then go down the list and check any item you want to link to the newly created hot key

Once you have selected your items, click on "Actions" (upper right corner) and select "Bulk Edit."

A window will pop open where you can select a bulk action:

Choose "Add tags" and look for the tag you created when prompted and click "Start Processing."

A confirmation window will open showing your items were successfully tagged. You can click "Done" to exit.

Now you can go to your sale screen and see your Hot Key was added:

Furthermore, you can click on the hot key and you will see the variants you selected:

*If you want to add more items, you can just search for them and tag them. This will automatically include them in your hot key.

**If you want to remove items, just go to the item detail page and remove the tag.

Creating/Deleting Hot Keys

You can refund entire transactions, items in a transaction, or even swap products (in very specific situations) after a purchase has been made.

Refunding Entire or Partial Transactions:

Find the transaction you wish to refund by clicking on the upper left hand menu, selecting Reports, and then Transaction History 

         (Main Menu > Reports > Transaction History)

This will take you to the Transaction History page, where you can search for your transaction using the transaction Id (if the receipt is available), the dollar amount, the last 4 digits of the credit card, the date, etc:

Once you see the transaction you want, click on "View"

This will take you to the itemized transaction. To refund all or part of it, click "Refund"

This will open a popup window where you can select the items you want to refund or refund them all.

The next screen (on both instances) will be where you issue the refund by entering a reason (optional) and clicking the red "Void" button

And that's how you refund an entire or partial transaction.

Swapping Products from a Prior Transaction:

This is a feature that can make it easy to do a quick swap when a customer accidentally got the wrong flavor or just bought the wrong product. 

We don't encourage this practice, as it could disturb your records if it's abused, but it is something you can decide to do, as long as you have a clear policy around it.

Let's say someone purchased a 4 pack of Smirnoff Ice Electric Berry, but they now want to swap it for a 4 pack of Smirnoff Ice Mandarin. To swap them, you would scan both products:

After they are scanned, you would use the "-" in front of the quantity number to ring the item being returned as a negative item:

Now you can see how the total has become 0.00. Your inventory will be correct and your customer will be satisfied.

 end up with a negative total. If your total is negative because the items being swapped are not comparable in price, 

 Go back and do a regular refund and ring up the new items separately.

If you really need to do a swap with a negative total

, the system will let you do it, but you should only do it if the original purchase was done immediately before the swap. This will prevent you paying out more cash than you received in the case the item's price has changed since it was purchased.

Refunds 

Payouts will initiate the next day and will either land in your bank account that same business day or the following business day depending on your setup.

To see your payouts and their statues, please head to the top left menu on the POS then "Transformity Pay".  You will see your latest payments on top and on the second panel you will see your payouts. Click on each one to see more information on them.