Pinogy POS Training Guide: Sales, Customers, and Returns

Opening the Tray:

To access the ‘Cash Register’, enter your login password.

Open

If the drawer was properly closed the night before, you will see a large, blue button displaying ‘Tray Functions’.

Open

Clicking the ‘Tray Functions’ button will display the following options. Note that depending on the user's role, all buttons may not be displayed.

1. ‘Recount Tray’ allows you to do just that - go back in time to fix discrepancies on a previous tray closing (for example: drawer over or under).

2. ‘Open Tray’ allows you to count your money in to start the day.

3. ‘Reprint Last Closing Receipt’ will do just that in case you lost or misplaced it.

Click ‘Open Tray’.

1. ‘Closing Cash’ will show what the drawer was closed out with the prior day. This is the amount that the cashier is opening with.

2. The cashier clicks on the ‘grid’.

1. The cashier enters the numbers of bills, coins, and rolls of coins. For example, if the user has $100.00 in $20.00 bills, they would enter “5”.

2. ‘Total’ adds up the denominations of currency.

3. When finished counting, click ‘Return Total'.

1. Shows the amount counted.

2. If there is a blue number displayed here, the tray is over the expected amount (in this case, $200.00). If there is a red number displayed here, the count is short of the expected amount. If a blue or red number is displayed here, it is recommended to click the grid and count again. People make mistakes!

3. Once satisfied with your count, click ‘Open Tray’.

Creating a Sale:

Note that some functionality of the Pinogy POS displayed in screenshots may not be available locally, depending on enabled Add-Ons, etc.

1. Scan an item or use ‘Smart Search’ to enter text for an item that does not have a scannable barcode.

2. The item will be displayed on the sale.

3. A customer can be looked up or added to the sale by clicking either the ‘magnifying glass’ (look up) or the ‘green plus sign’ (add). It is recommended that the look up is done to avoid duplicating customer information.

Once a customer has been added to the sale, the icons will change to a ‘pencil ‘and an 'X’.

1. Clicking the ‘pencil’ will allow you to edit a customer record, for instance if the phone number has been found to be incorrect, etc.

2. The 'X' will remove that customer from the sale. Note that it does not remove the customer from the database.

If the ‘Edit/pencil’ is selected, the ‘Manage Customer’ window will appear. This window is the same as the one you would see to add a new customer.

1. Name fields.

2. Address fields.

3. Phone number field. Multiple phone numbers can be added by clicking the '+'.

4. Email field. Multiple email addresses can be added by clicking the +.

Once you are ready to go to the payment screen, click ‘Pay’.

The ‘Make Payment’ window will open:

1. Items on the sale are displayed.

2. Invoice totals shows any discounts, taxes, etc.

3. Payment buttons are displayed in the center. The top three green buttons are for Quick Cash and will vary depending on the total of the sale. The other blue buttons are the various payment types available. These twelve buttons can be customized in Global Settings & Configuration.

4. If you need to go back to the sale to make adjustments or corrections, select the ‘Back to Sale’ button.

5. When you are ready to complete the sale, click ‘Finish’. See the example below.

1. In this example, a cash sale was done for the exact amount due.

2. Click ‘Finish’.

The screen above will be displayed.

1. The Invoice # will be displayed.

2. The Invoice Total will be displayed.

3. Change due will be displayed.

4. If your customer would like their receipt emailed to them, click Send Now. If the customer was added to the sale and has an email address associated with their customer record, it will be displayed here. If the field is blank, or the customer wants the receipt sent to a different address, you can edit this field.

5. If the customer would like a paper receipt, click Print Now. When done, click Close and you are ready to do your next sale!

Creating a Return:

There are two methods of doing a return, but one is recommended over the other.

You could click ‘Start Return’, then ‘Start Return’ on the window that follows, scan the item being returned, and proceed to the Make Payment screen and refund the money.

This method is an option, but it is not the recommended way to do a return. The main reason for this is that the item being entered on the sale screen may not come up as the price the customer says they paid originally. It will default to the lowest price that the item has sold for in the past 90 days. This is to account for someone who purchased the item on promotion or other discount but then tries to return it without a receipt for full price. This can be edited to a higher price with the ‘pencil’ button, but this may require a manager’s approval based on the store’s policies and settings.

The preferred method is to look up the invoice. The receipt, if presented by the customer, will show the invoice number and the date of purchase.

1. Click. 'Invoices'.

2. Select the date of the original purchase.

3. Highlight the invoice line item.

4. Click ‘Return Invoices’.

5. Alternately, after highlighting the invoice line item, you could click ‘Details’ and see the following and return the invoice from there:

1. Click to ‘Return Invoice’ start the return.

2. From this screen, you can also ‘Reprint Receipts’ and

3. ‘Email Receipt’.

If the item being returned cannot be returned to stock (damaged, defective, etc.), click the ‘pencil’ icon next to the item price.

Click ‘Non-Resalable’.

1. Click the ‘Arrow’ icon to move the quantity to ‘Non-Resalable Qty’.

2. Enter a reason. This is required and will print a receipt on completion of the return that you can attach to the product until the issue is addressed.

1. Click ‘Refund’.

1. If a single payment method was used for the original sale, you will be prompted to answer whether or not you would like the refund issued in the original payment method. If ‘No’ is selected, you will be able to select another method.

In this example, we will click ‘Yes’.

1. Click ‘Finish’ to complete the return.

1. Click ‘Print Now’ to print the return receipt, then Close to close the window and be ready to process your next transaction.