Point of Sale Reference

Zenoti’s Point of Sale (POS) enables you to collect payments for services, products, and other sale items that you offer. You can use the POS to view or edit invoice details, and to collect payments through various payment types.

Controls on the POS vary based on how you launch it. You can open the POS window in the following ways:

  • Click an appointment, and then select Take Payment from the appointment block’s menu or from the Appointment Info panel.
  • Click the Launch POS icon or use the Point of Sale option to open the POS window directly, without creating an appointment.

Learn more: Launching the POS.

This article describes all the controls available in the POS and includes the following sections:

Specific POS controls when launched without an appointment

Specific POS controls when launched from an appointment  

Common POS controls

Specific POS controls when launched without an appointment

The following table describes the additional controls that appear in the top section of the POS window, when you launch it by:

    • Clicking the Launch POS icon in the top-right corner of the Appointment Book
    • Clicking anywhere in the Appointment Book, and then selecting Point of Sale.

Note: The First name and Last name fields are always mandatory. You can choose to make Gender, Email, and Referral fields mandatory from the Organization Settings (Admin>Organization>Organizations>Settings>Guests).

 

Control

Description

Across centers

Select this to search for a guest across centers, or (in case of a new guest) to make the guest details accessible across centers.

Code

Enter the guest code, if available.

Mobile

Enter the guest’s mobile number.

The window automatically displays the country code based on the center’s country code. To change it, click the drop-down arrow.

If the guest details already exist, and you select a name from the list of suggestions, the window automatically populates this field.

First  



Enter the guest’s first name.

If the guest details already exist, the field suggests a list of names that match the letters you enter.

  1. Select the appropriate guest name.
    The Guest Details dialog appears and displays information about open appointments, total amount due, and prepaid card balance, if applicable.
  2. Click OK.
    The window automatically populates the guest details.

Last



Enter the guest’s last name.

If the guest details already exist in the system, and you select a name from the list of suggestions, the window automatically populates this field.

Gender



Specify the guest’s gender.

If the guest details already exist in the system, and you select a name from the list of suggestions, the window automatically populates this field.

Email



Enter the guest’s email address.

If the guest details already exist in the system, and you select a name from the list of suggestions, the window automatically populates this field.

Referral  


 

Select the source of the guest’s referral.

Note: This field appears only in case of new guests.

Invoice No

Add a service or any other item of sale to automatically generate an invoice number.

Note: If the POS window is launched by clicking Take Payment either from the appointment block’s menu or from the Appointment Info panel, this field automatically displays a unique invoice number.

 

Specific POS controls when launched from an appointment

The following table describes the controls that appear on the POS window when you launch it by clicking Take Payment either from the appointment block’s menu or from the Appointment Info panel. 

Control

Description

Invoice No and
Guest Details

Automatically displays a unique invoice number and the guest details.

Click to open the Appointment Info panel to add or modify services.

 

Common POS controls

The following table describes all the controls that appear on the POS window regardless of how it is launched.

 

Control

Description

 

Click to open the guest details window, which displays information such as the guest’s personal details, preferences, appointment history, purchase history, membership details, and loyalty points.

You can also use this window to merge duplicate guest accounts and reset passwords.

Item

Lists the services, products, and any other sale items that the guest purchases.

You can hover over each sale item to view the name of the therapist that performed the service and to view the item code.

Each sale item provides the following options:

  • — Deletes the selected item from the invoice.
  • — Allows you to add multiple employees for each sale item, so that the commission can be split accordingly. Learn more: Adding multiple employee commission.
  • — Allows you to select the name of the employee who made the sale.
    See Specifying employees that made the sale for more information.
    This detail may be used in your organization to calculate commissions for employees based on sale of products. See Configuring Product Commissions at Individual Employee Level.

Qty

Specifies the quantity of each sale item purchased.

Click an existing number to modify it.

Price

Specifies the price of each sale item purchased.

Click an existing amount to modify it.

Discount

Specifies any discount offered for each sale item purchased.

If you enter an amount in the Discount on invoice field, that amount is dispersed among each sale item and the Discount column is updated accordingly.

You can also manually edit the discount value of each sale item. However, manual adjustment to discounts is based on the following invoice settings in Admin>Organization>Organizations>Settings tab>Invoice & Receipt>Invoice Settings:

  • Allow adjustments to discounts:
    Allows you to edit the discount value.
  • Require manager authentication to adjust discount:
    Restricts the discount adjustments to be authenticated by a manager or an owner. If this option is selected, clicking an amount in the Discount column displays a dialog where the manager or owner must provide their credentials.

Final Price

Specifies the final price of each sale item including any discounts.

Discount on invoice


Note: This field is enabled only if the Apply discounts on invoice price option is selected in your organization’s settings: Admin > Organization > Organizations > Settings tab > Invoice & Receipt > Invoice Settings.

Allows you to apply a discount on the net price of the invoice.

To apply a discount, enter the amount in the Discount on invoice field, and then click .

The amount you enter here is dispersed among all sale items and the Discount column is updated accordingly.

Packages


 

Note: This field appears only if the guest has any active packages.

Allows you to select a predefined active package that the guest can avail benefits of.

To be able to select packages:

To apply a package to the invoice, select a package from the drop-down list, and then click .

To remove the package from the invoice, click .

Memberships


 

Note: This field appears only if the guest has any active memberships.

Allows you to apply any active guest membership discount that can be redeemed.

To apply membership benefits, select the membership from the drop-down list, and then click .

To undo the selection, click .

Coupon #

Allows you to add cash-back or a custom coupon assigned to the guest, which can be redeemed.

To apply a coupon, enter a valid coupon number, and the click .

To remove the coupon, click .

Campaign

Allows you to select any active marketing campaign associated with the package.

To apply a campaign, select one from the drop-down list, and then click .

To remove the campaign, click .

Comments

Allows you to add any notes about the invoice, appointment, services, etc.

To add a comment, type your notes as appropriate, and then click .

Create a Custom Package

Opens the Custom Package dialog, where you can create a custom package that bundles services in the invoice. You can add or remove services and update their quantities. Services included in the custom package are not billed separately.

Learn more: Create, Edit And Use Custom Packages for information on creating custom packages.

Product tab



Allows you to add to the invoice any products purchased by the guest and to specify the name of the employee that made the sale. This way, you ensure that employees who made the sale earn the appropriate commission.

To add a product to the invoice:

  1. Enter the name of the product and its quantity in the Product and Quantity fields.
  2. Select the name of the employee that made the sale in the Sale by field.
  3. Click Add Product.
    The product appears in the list of sale items.

Package tab

Allows you to sell and add to the invoice a predefined package that the guest can avail benefits of.

To be able to select packages:

To apply a package to the invoice:

  1. Select a package from the drop-down list of the Package field.
  2. Select the name of the employee that made the sale in the Sale by field. This way, you ensure that employees who made the sale earn the appropriate commission.
  3. Click Add Package.
    The package appears in the list of sale items.

Membership tab

Allows you to sell and add to the invoice a guest membership. You can thereby, apply any guest membership discount that can be redeemed.

To add a guest membership to the invoice:

  1. Select the membership from the drop-down list of the Membership field.
  2. Select the name of the employee that helped sell the membership in the Sale by field. This way, you ensure that employees who made the sale earn the appropriate commission.
  3. Click Add Membership.
    The membership appears in the list of sale items.

Pre-paid Card tab

Allows you to add a prepaid card to the list of sale items in the invoice.

Learn more: Selling a Prepaid Card.

Gift Card tab

Allows you to add a gift card to the list of sale items in the invoice.

Learn more: Selling Gift Cards from the POS.

Service tab

Allows you to add a service to the list of sale items in the invoice.

To add a service to the invoice:

  1. In the Services field, start typing the name of the service. From the list of matching records, select one.
    The Price field automatically displays the price of the service.
  2. The Quantity field automatically displays the quantity as 1; you can edit this number.
  3. From the drop-down list of the Therapist field, select the name of the employee who is to perform the service.
  4. If applicable, in the Room field, select the name of the room where the service is performed.
  5. In the Start and End felds, enter the start and end time of the service.
  6. Click Add Service.
    The service appears in the list of sale items.

Collect Payment

Provides various payment types based on the options defined and enabled for your organization in: Admin > Organization > Organizations > Payment > Payment Types.

You can choose to collect payment using one of the payment types enabled for your organization.

The following are the payment types that are generally available for an organization:

  • Cash
  • Credit/Debit
  • Check
  • Custom
  • Pre-Paid/Gift
  • Points
  • Membership

For detailed information on how to use the various payment types to take payments, see Collecting payments.

The following are the other controls that appear in the
Collect Payment panel:

  • (Appears when the guest makes the full payment) —
    Closes the invoice and prints the receipt
  • (Appears when the guest makes the full payment) — Closes the invoice and emails the receipt to the guest
  • (Appears when the guest makes a partial payment) — Prints the receipt with the dues included
  • (Appears when the guest makes a partial payment) — Emails the receipt to the guest with the dues included
  • Total Tips (the label for Tips may vary based on your organization’s setting. Learn more about Tips — Displays the total tip amount for the invoice.
  • — Allows you to split the tip amount between employees. 
    Note: This option appears only if the Allow splitting of Tips setting has been enabled for your center (Admin>Centers>Your Center>Settings>Invoice & Receipt>Allow Splitting of Tips). Learn more: Tips.
  • — Displays the balance amount on the guest’s prepaid cards. Click the icon to open the list of prepaid cards that the guest owns.
    To use a prepaid card from the list, click the Use This option next to it.
  • — Displays the balance amount on the guest’s gift cards. Click the icon to open the list of gift cards the guest owns.
    To use a gift card from the list, click the Use This option next to it.
  • Outstanding — Displays the total outstanding amount based on all open invoices for the guest in the center, including the current invoice.
    If the guest wants to pay the outstanding amount and close all open invoices, click .
  • Payment Details section — Displays the list of payment types added with the payment details, and provides the following options:
    • — Deletes the payment type.
    • — Opens the Update Transaction dialog that allows you to change the current payment type.
    • — Prints the payment details.
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