Selling Products, Changing Product Price, Tax & Discount, Lot number & Expiry

Go to – Sell -> POS

Selecting Customer:

By default, there is a “Walk-In Customer”. You can search for a customer by name/customer ID or phone number, or add a new customer by clicking the plus (+) button “Add Customer”.

Searching & Adding Product:

Enter the product name or scan the barcode to search for the product. If multiple products are matched, it displays a dropdown of products; select the product from it. If there is a single product, it is added directly to the cart.

Changing Product Price, Tax & Discount for a product

• After the products get added, click on the product name to modify the product price, tax & discounts.
  NOTE: The option for different taxes on products will be shown only if 
• Inline tax is enabled. You can enable it from Business Settings -> Tax -> Enable Inline Tax in purchase and sell.

Selecting Lot number for a product

•  If lot number is enabled, it will show the option to select the lot number. (Enabling Lot number)

Selecting Expiry for a product

• Expiry Date: If the expiry date is enabled, it will show the option to select the lot number.  (Enabling expiry)

Cancel Sales:

To cancel the sale, click on the cancel button. Cancelled invoices are not saved in the system, so no stock will be deducted.

To finalise the invoice, click on Finalize – Add the payment options and save it.

On saving, it will display an invoice printing option.

NOTE: For the invoice to print correctly – the Margins option should be set to “Default”.

The list of sales can be viewed from Sell -> List Sales.

The list of drafts can be viewed from Sell -> Drafts.

Both Sell & Drafts can be edited to make any changes.

Express Checkout: Express Checkout means the sale will be marked as Paid and the payment method will be cash. No separate payment screen will be displayed. Printing of the invoice depends on the business location settings.

100% Credit Sales

• To sell on credit to the customer, you first need to enable this button by going to Settings -> Business Settings -> POS -> Show Credit Sale Button
• Then on the POS screen, you will be able to see a “Credit Sale” button; simply click this button to make sales on credit.

Half Credit & half payment Sales:

Suppose the invoice amount is $1000 and the customer pays $700 in cash, leaving $300 on credit; then follow these steps:

1. Click on the Multiple Pay button
2. Select the payment method and enter the amount paid by the customer. ($700 in our example)
3. Click finalize payment.
4. Now, the pending amount is automatically added as a credit amount against the customer (i.e. the amount to be collected from the customer)

Previous sale amount in Sales:

If a sale is made for the customer for a subsequent time for the same product, the previous amount at which the product was sold will be shown for reference on the add sale screen.

This feature can also be used for purchases of the same products from a supplier.

Draft & Quotation

This is useful if you want to create a quotation before a sale.

Marking a sale as a Draft or Quotation will not deduct the available stock.

You can view all Quotations & Drafts from List Quotation or List Draft respectively. An existing draft/quotation can be edited to make it a final sale.

Convert Draft/Quotation to Sale invoice

To convert a draft/quotation to a sale invoice, follow the steps below:

Go to List draft / List quotation. Click on the action button.

Select edit in the dropdown.

Change the status from draft/Quotation to Final and save it.

Copy Quotation

Quotations can be copied or duplicated.

Go to Sale > List Quotations > Actions > Copy Quotation

Suspended Sales

Suspended Sales means an unfinished or held sale.
Stock for suspended sales gets deducted from available stock. You can view all suspended sales by clicking on the yellow button at the very top right of the screen (above the date).

Some Use Cases of Suspended Sales

1. In a grocery store, with the suspend button, you can suspend a particular customer's sale and attend to another customer; when the first customer comes back, you can proceed with their sale.
2. In a restaurant, you can suspend customers' orders that are not yet paid, and complete them when the customers finish eating and pay for their order, so you can proceed to the final sale. You can enter Table 1, Table 2, Table 3… so when they finish, it’s easy to identify that Table 3 is going to pay.
3. In a hotel, many customers check in, stay for 2 nights, order some food and say, “just charge it to room 024”. So you can suspend their orders, edit them if there is an additional order, and suspend them again, until you finalise them when they pay their bills. For a hotel, use the Reference Number, e.g. Room 009, Room 012.

Card / Multiple Pay / Cash

• Multiple Pay: Used when the customer wants to pay with different payment methods, e.g. some amount by card, some by cash and some by other payment methods. This option is also used when the customer doesn’t pay the exact tender amount and you need to calculate the Return Change.
• Card: Used when the customer wants to pay the complete invoice by card.
• Cash: Used when the customer pays the exact amount of the invoice in cash. If the customer pays less or more than the invoice amount, use Multiple Pay to get the change return.

Adding payments from Contact

Go to Contacts -> Suppliers. Click on actions for the supplier and it will show “Pay Due amount”; click on it and pay the amount. The “Pay Due amount” option is not displayed if there is no payment due.

Adding/Editing Payment Method or Pay-Via

Follow Add/Edit Pay-Via / payment method.

Rounding Mechanism for total Sales amount or total payable

Rounding helps to round the total payable to the nearest available currency denomination.

To enable rounding, go to Settings -> Business Settings -> Sales and choose the Amount rounding method

Amount rounding method

1. Round to nearest whole number: It will round the payable value to the nearest whole number. For example 1.49 will be rounded to 1.00, and 1.51 will be rounded to 2.00
2. Round to nearest decimal (multiple of 0.05): It will round the payable value to the nearest decimal number which is a multiple of 0.05. For example 1.49 will be rounded to 1.50, 1.51 will be rounded to 1.50,  1.59 will be rounded to 1.60, 1.54 will be rounded to 1.55
   Similarly, all the other round-to-nearest-decimal options work as per the multiplier.

Suppose during POS the total payment amount for a customer is $250, but the customer pays $300 cash.

In this case, the cashier needs to return $50 cash to the customer.

To enter all these details in the system, follow the steps below:

1. Click on the “Multiple Pay” button. It will open a popup.
2. Enter the amount paid by the customer ($300 here).
3. On the right side, it will show a “Change Return” amount. This amount needs to be returned to the customer.
4. Click on the finalize button to save the sale.

The change amount is shown in the invoice. To create a custom label for the change return: Go to Settings -> Invoice layout Change the ‘change return label’ to the required label and save the changes.

Changing Payment Method and Payment Account while Adding a Change Return:

While you are adding a sale where the customer is paying an amount greater than the invoice amount, you can return the balance amount either through cash, card or any other payment method.

To add the payment method/payment account for change return, you can select the payment method/payment account in the Change return payment method and  payment account dropdowns on the POS screen.

NOTE: This method can also be used while adding a sale return by editing an invoice. For more details, check -> Sales Return

Featured Products for POS screen

Adding featured products helps you quickly access products which are frequently or most commonly sold.

To add featured products, follow these steps:

1. Go to Settings -> Business Locations.
2. Add/Edit any business location
3. On the add/edit screen, you can select multiple products to be featured in POS for this location.

Select featured products in add/edit business locations

Featured products on the POS screen

Using S-Keub for Selling of Services

S-Keub can be used:

• Exclusively for Services or
• Exclusively for Product Selling (trading) Or
• Combination of Services & selling of Products.

Selling Services

Services are intangible products.

Example: Repairing, Salon & Spa services, Web Development, Accounting, banking, cleaning, consultancy, education, insurance, expertise, medical treatment, transportation and a lot more.

1. To add a service, go to Add New Products.
2. Add the name of your service, like Computer Repair, Accounting, E-Commerce Development, Consulting, Plumber, Saving, Hair Cutting, etc.
3. While adding service-based products, uncheck the “Manage Stock?“ option. When Manage Stock is unchecked or disabled, the stock for such products is not managed, because such a product doesn’t have a stock count with it.
4. Purchase Price: Enter any value as the purchase price; it can be 1 or 0, or something else. The purchase price is of no use for a service..
5. If you want to add a description for such a service (for example, in computer repair you may want to describe the problem), then check the “Enable Product description, IMEI or Serial Number” checkbox.

Now, to create an invoice or receipt for such a service:

1. Go to Add Sales or POS screen.

2. Enter the name of the service.

3. If you have enabled “Enable Product description, IMEI or Serial Number”, then it will show you a popup to add a description. If you haven’t enabled the description, you can click on the button as shown in the image below.

4. To print the description in the invoice, go to Setting -> Invoice Settings -> Invoice Layout and click on the layout you’re using. Enable “Show sale description” and click on “Update” to update the invoice layout.
Now it will display the Description you entered on the invoice or receipt.

Sales Return

There are 2 ways of adding a sales return:

First way:

Edit the existing invoice for the sale, remove the product or reduce the quantity of the product, and save it. The system will automatically add the returned quantity back to stock. This is the simple & recommended way of doing it.

Second Way:

Follow the screenshot below:

Question: Why does the sell return value not decrease the payment value of the parent invoice?

• S-Keub will adjust these values in the Profit & Loss report.
• Regarding payment, users have to add a transaction for receiving payment from the customer and then paying them back. This way all the transactions are recorded.

Sales Subscriptions

Enabling Subscriptions:

To enable subscriptions, go to Modules -> Check the “Enable Subscriptions” and save it.

IMPORTANT: For subscription invoices to auto-generate, a cron job must be set up.

Using Subscriptions:

1. Subscriptions can be added from both the POS screen and the normal Sales screen.
2. On the POS or sales screen, to add a subscription, click on the “Subscribe?” checkbox.
   
   
3. On clicking subscribe, it shows a popup modal; enter the subscription frequency, like every 1 day, every 5 days or every 1 month, etc. Also enter the subscription frequency, e.g. if a user wants to subscribe only 5 times, then enter 5; for unlimited, leave it blank.
   
   
4. All subscriptions appear on the Sell -> Subscriptions screen. From here you can also start/stop a subscription.
5. When a subscription invoice is auto-generated, a notification is sent to the admin & salesperson.

Subscriptions Indicators:

When subscription sales are added, they will be marked with an indicator on the “All Sales” screen.

This indicator will be in either of two colours, blue or red.

The indicators represent:

1. The blue colour indicates that this is an automatically created subscription invoice.

2. The red colour indicates that it is a recurring invoice that repeats a specified number of times and turns into a blue invoice when the number of times specified is reached.

Cash Register

• Cash Register gives you an overview of a particular user/cashier session.
• Whenever a cashier opens the POS screen, they must open the Cash Register by entering the “Cash In hand”.
• If the cashier has access to more than one location, the location also needs to be selected (Added in S-Keub)
• Every sale made by the cashier will be logged into the Cash Register. On the POS screen, you can view the register details by clicking on the “Register details” button in the top navigation bar. It displays the cash in hand and the details for other payment methods as well, and also the amount refunded by the cashier.
• To close a cash register, click on the red Close Register button. On closing the cash register, the cashier will have to enter the details of the Total Cash, Total Card Slips, Total cheques and other fields.
• To view all cash registers, go to Reports -> Register Report. Here you can view all cash register details.

Invoice Layout

Invoice Layout helps you to create different invoice formats.

To add a new invoice layout:

1. Go to Settings->Invoice Settings->Invoice Layout->Add
2. Give a unique, distinguishable layout name.
3. Add the text to be shown at the top/header of the invoice. Generally, it can be your shop name, centre-aligned in Heading 1 format.
4. Add other relevant details.
5. You can show/hide address fields.
6. You can mark a layout as default. The default layout is used when no layout is found for a location.
7. Click on Save.

To use an invoice layout in a location, go to “Business Locations -> Edit” and assign the invoice layout.

Invoice Design:

• In the invoice layout, you will find options for invoice designs.
• Used for browser-based printing only & NOT for print server-based printing.
• Slim design is used for thermal line printers.

Editing invoice layout HTML/CSS/Javascript

Custom changes to the HTML/CSS of an invoice design are made by SmartPalm support. Raise a ticket from the customer portal and we will do it for you.

Tax Summary:

To see the tax summary on the invoice, go to add/edit invoice layout and enter the “Tax Summary Label” option, and it will show the tax summary on the invoice.

Total in words:

To display the total in words on the invoice, enable:

1.  Show total in words 
2. Choose “Word Format”

Discounted Price:

To display the discounted unit price and discount amount in the invoice, enable the following fields in the invoice layout:

1. Discounted unit price label
2. Discount label

Display unit breakdown:

To display the reduction summary of quantity from multiple units, enable the checkbox  ‘show base unit details (If applicable)’.

Display Base and Multiple Unit details:

If you have added multiple units in your system, you can display the relation of the base and multiple units in the invoice.

For example, if 1 dozen = 12 pieces, then you can display it on the invoice with the price.

To achieve this, follow the steps given below:

Step 1: Go to Settings > Invoice Settings > Invoice Layout.
Step 2: Enable the ‘Show base unit details’ checkbox.

Now, if you select a multiple unit, the details will be displayed on the invoice.

Adding sale custom fields in the invoice:

The sale custom fields can be added to the printed invoice.
Step 1: To achieve this, go to Settings > Invoice Settings > Invoice Layout.
Step 2: Select the invoice layout in which you need the sale custom fields to be printed.
Step 3: Enable the checkboxes for the sell custom fields, “sell 1”, “sell2”, etc., and save it.

Now, when you use this chosen invoice layout, the custom fields you set up for sales will automatically appear on the printed invoice.

Letterhead:

A letterhead image containing all details of your business (organisation name, address, business registration & other details) can be added to invoices.

The letterhead will be displayed at the top of the invoices.

1. Go to Settings > Invoice Settings > Invoice Layout.
2. Enable the “show letterhead” checkbox.
3. Upload the letterhead file (max. 1 MB).

Displaying a QR code on the Invoice:

Steps:

1. Edit an invoice layout
2. Scroll down to the QR code section at the bottom
3. Click Show QR Code
4. Enable all the fields required in the QR code, like Business Name, Invoice URL, and others
5. Save the invoice layout. Print an invoice and you’ll see the QR code on the invoice.
6. Show Labels: Enable this option to show the labels (key-value pairs) in the QR code.
7. ZATCA (Fatoora) QR code: This is mostly required in Saudi Arabia. Enabling this will generate a QR code in LTV-base64 format.

Gift receipt:

A gift receipt shows proof of purchase but leaves out the amount spent. To print a gift receipt, follow the steps below:

1. Add a new invoice layout with the name “Gift Receipt”.
2. In the invoice layout, select the Invoice Design as Slim and check the Hide all prices checkbox.
3. In Business Settings -> POS, check the Show invoice layout dropdown and save it.
4. Now, on the POS screen, whenever you want to issue a gift receipt, simply select the invoice layout as Gift Receipt and print the invoice.

Invoice External URL

1. With the invoice external URL, you can share the invoice with a customer via a link.
2. With this link, they can see & print the invoice without having to log in to the system.
3. The link can also be sent in Email & SMS notifications. To send the URL in an Email/SMS notification, add it to the notification template using the URL tag.

Configuring keyboard shortcuts for the POS screen

S-Keub supports keyboard shortcuts; by default, we have configured shortcuts for different actions on the POS screen.

But you can configure them yourself as per your convenience.

To configure keyboard shortcuts, go to Settings -> System Settings. Here in the POS section, you will find a list of Operations and the shortcuts for them.

You can use the Available Key Names with any combination of letters or numbers to create shortcuts.

– Make sure the shortcuts do not conflict (are not the same) with the shortcuts of the browser. Making a shortcut the same as the browser's will have different effects in different browsers.

Add/Edit Discount:

• Name: Enter a meaningful name for the discount.
• Brand: Select the product brand to which it will be applied.
• Category: Select the product category to which it will be applied.
• Location: Select the location.
• Priority: A discount with a higher priority will have a higher weight; however, priority will not be considered for exact matches.
  For example: if there are 2 discounts available for the same brand and/or category then the discount with the higher priority will be applied.
• Discount type: Fixed or Percentage
• Start At: Start date of the discount.
• End At: End date of the discount.
• Apply in selling price groups: If checked, the discount will be applied to the selling price group price. If not, it will not be applied.
• Apply in customer groups: If checked, the discount will be applied to the customer group price. If not, it will not be applied.
• Is active: Activate or not.

Enabling reward points:

1. Go to Settings -> Business Settings -> Reward Points Settings.
2. Click on Enable Reward Point and it will get enabled.

Reward Points Settings:

Reward points settings are divided into 2 parts:

1. Earning Points Settings
2. Redeem points settings

Earning Points Settings:

1. Reward points display name: This is the display or label name for reward points. Some people like to keep it as reward points, reward coins, etc. It is only used for displaying the label.
2. Amount spent for unit point: This means how much the customer must spend to get one reward point.
   Example
   If you set it as 10, then for every $10 spent by the customer, they will get one reward point.
   If the customer purchases $1000 worth of goods, then they will get 100 reward points.
3. Minimum order total to earn a reward: The minimum amount the customer should spend to get reward points.
   Example:
   If you set it as 100, then the customer will get reward points only if their invoice total is greater than or equal to 100. If the invoice total is 99 then they won’t get any reward points.
   You can set it as a minimum of 1.
4. Maximum points per order: Maximum reward points a customer can earn on one invoice. Leave it empty if you don’t want any such restrictions.

NOTE: On returning a sale, the reward points earned in that sale (invoice) will be reduced automatically.

Redeem Points Settings:

1. Redeem amount per unit point: It indicates the redeem amount per point.
   For example: If 1 point is $1, then enter the value as 1. If 2 points are $1, then enter the value as 0.50.
2. Minimum order total to redeem point: Minimum order total for which customers can redeem points.
3. Minimum redeem point per order: Minimum redeem points that can be used per invoice. Leave it blank if you don’t need this restriction.
4. Maximum redeem point per order: Maximum points that can be used in one order. Leave it blank if you don’t need this restriction.
5. Redeem point expiry period: Expiry period for points earned by customers. You can set it in months or years. Expired points will get deducted from the customer account automatically after this period.
   NOTE: You must set up the cron job for the expiry feature to work.

To display the customer's remaining reward points on the invoice, you can choose the option in the invoice layout to display them.

Types of service:

1. Types of service are mostly used in restaurants, for example Dine-in, Parcel, Courier, 3rd Party Delivery, etc.
2. Based on the type of service, you can change the price of the product by linking types of service to a selling price group.
3. You can add packing charges (fixed or percentage).
4. Also, you can add more information in custom fields.

Enabling Types of Service

Go to Settings -> Business Settings -> Modules -> Check the “Types of Service”

and save it.

Adding new Types of Service

1. To add, go to Settings -> Types of service -> Add
2. Add a name and description.
3. For each location, select the Price Group that will be applicable. Select Default Selling price to sell at the default price of the product.
4. Enter the packing charge; leave it empty if not applicable.
5. Enable custom field: this will enable some custom fields for the type of service on the POS screen.

Using Type of Service in POS/sales screen:

1. On enabling Types of Service, on the POS screen you will see the option to select the type of service.
2. Before adding a sale, select the type of service and enter the relevant details.
3. You can show the type of service information on the receipt by enabling it from Invoice Layout

Adding a Delivery person option for Shipments

While adding shipment details during a sale, the delivery person can also be added.

Adding Delivery Note for Sale

How do we print the Delivery Receipt?

To add a delivery note, follow the steps below.

Step 1: While adding the sale, be sure to include shipping details (you can refer to the video guide provided below for assistance).

Step 2: Navigate to the All Sales screen and click on the Action dropdown menu for the specific sale added in Step 1.

Step 3: From the Action dropdown menu, select the ‘Delivery Note’ option and proceed to print the delivery note directly.

Display product unit price in POS product suggestions

To display the product unit price in POS product suggestions, follow the steps below:

Go to Business Settings > POS > Enable “Show pricing on product suggestion tooltip”

and save it.

Then, in the POS screen product suggestion tooltip, it will show the product unit price.

What is cash denomination?

Cash denominations are the different notes and coins used as cash tender in your country.  With this feature, cashiers can easily calculate the total amount they have when closing the register by entering the number of each denomination they have.

Enabling cash denomination

1. Go to Settings -> Business Settings
2. POS tab
3. Cash Denomination field: here, enter the comma-separated cash denominations you would like to have.

Using cash denomination

When a cashier closes the cash register, it will ask them to enter the count of each cash denomination. On entering these, the total amount will be automatically calculated.

This count can be viewed from the Report -> Cash Register report by viewing any register.

Cash denomination in Sale and Purchase:

Cash denominations can be added while making a sale or purchase. To enable this, go to Settings -> Payment.

Select the screens on which you need the cash denomination and the type of payment method.

The cash denomination table will be shown while you make a sale or purchase on the add sale/add purchase screen.

Proforma Invoice

A proforma invoice is an estimated invoice that is used to request payment from the buyer for goods or services before they are supplied.

The quotations can be converted to proforma invoices.

Select ‘Convert to proforma invoice’ from the action dropdown button on the list quotation page.

The proforma invoices will be added to the ‘list drafts’ screen. You can convert them later into actual invoices.

Import Sale

To add bulk sales to the system, you can use this feature.

Steps to import sales:

Go to Sale > Import Sale.

Click the ‘Download Template’ button to download the template file.

Once downloaded, open it and add the required details. While adding the details, follow the instructions mentioned on the import sale page itself.

Save the Excel file and upload it by clicking the choose file button and pressing the submit button.

NOTE: It may display some errors after uploading if some data added in the Excel file are not as mentioned in the instructions.

Change it accordingly and proceed.

“Group sell line by” field in import sale:

While importing an Excel file for import sale, you have to select the option “Group Sell Line By“.

This field is used for the system to know which lines need to be in a single sale.

For example, if you add an Invoice_Number column in the Excel import file, then all lines from one sale will have the same Invoice_Number.

In this case, you need to select the Invoice_Number option in the “Group Sell Line By” dropdown field.

“You cannot select a field twice” Issue and Solution:

You may encounter this issue while you import an Excel file using the Sale Import feature.

This issue happens when the same option name is chosen for multiple columns in the import table.

If you want to remove any column during import, you can select the SKIP option in the dropdown.

Adding Bonus or Free Items at Sale:

Follow the steps below to add a free item during a sale.

1. Add free items (that have an actual purchase price) during the sale by making the selling price 0 for those products.
2. Include a note in the sale description indicating that these items are free, bonus, or complimentary products.
3. Enable the ‘sale description’ check box in the invoice layout to ensure that it is printed on the invoice (if required).

Customer Display Screen

The Customer Display Screen feature allows customers to view their order details in real time during billing. It enhances transparency and customer engagement by displaying item names, prices, total amount, and promotional messages (Ads).

How to view the Customer Display Screen

To display the customer display screen, follow the steps below:

Step 1: Go to the POS screen, where you will find a screen icon.
Step 2: Open the icon in a new tab.

Whatever products you add or delete, or prices you change, on the POS screen will be reflected on the Customer Display Screen.

Running Ads on the Customer Display Screen

You can run ads like Mega Discount Sale, Stock Clearance Sale, etc. on the Customer Display Screen.

To upload images for these ads, follow the steps below:

Step 1: Go to Settings > Business Settings > Customer Display tab.

Step 2: Here you can upload the images.

Changing the Header on the Customer Display Screen

To change the header on the customer display screen, follow the steps below:

Step 1: Go to Settings > Business Settings > Customer Display tab.

Step 2: Here you can add the header in the text area provided.