The integrated Point of Sale (POS) function for iClassPro Plus customers allows you to maintain a list of products, keep inventory, and record point of sale purchases within iClassPro. This allows you to link sales directly to specific items, assign certain products to specific locations and see at a glance how many of each item should be on hand at any time.
In order to use the Point of Sale system, staff members will need to be granted permission to do so. There are two new staff permissions available to control whether or not staff can access the Point of Sale system and whether or not they can override prices:
Point of Sale – if disabled, the staff member will not be able to access the Point of Sale system.
Point of Sale Override – if enabled, the staff member will be allowed to manually edit the price of an item in the shopping cart. (The original price is recorded with the transaction as it is with sale items).
If staff members need to be able to add products, categories, adjust inventory or see purchase history, they will need access to the "Settings" Page to be able to access the "Point of Sale" settings.
Before you can begin making sales, you must first configure your Point of Sale settings to establish item categories, enter products and record inventory. Setting up your Point of Sale system is done under the SETTINGS>POINT OF SALE menu.
IMPORTANT NOTE: If you wish to divide products by category/subcategory, these should be created first so they are available to assign when creating products.
The Products section provides a list of available products, amount of inventory on hand (across all locations) and unit price.
To add a new item click “Create New Product”, or use the pencil/edit icon next to an existing item to edit the item details.
When creating a new item, you will be prompted to enter the following details:
Title & Description
- Product Title
- Active – if disabled, the product is inactive and will not show in the Point of Sale window.
- Inventory Tracking
- Enabled - enabling this option forces an SKU in order to track inventory/stock. Once enabled, items will go out of stock when they sell. If disabled, inventory will not be tracked for that particular item and it will not be shown on the Inventory page.
- SKU (Stock Keeping Unit) – a unique identifier automatically assigned by the system for tracking inventory. You can choose to assign a custom SKU by clicking the pencil/edit icon to the right of the SKU number.
- Assign Categories – select a Category/Subcategory to assign to the item (multiple categories can be chosen)
Ability to upload multiple images per product and set a “Featured” image that will be the default shown on the Point of Sale screen.
- Select the Location(s) where the product will be available.
- Regular Price
- Sale Price (with From/Until Dates)
- Your cost per item (used to figure profit)
- Program (used when a charge is created for the item; can be used to help filter financial reports to reflect Point of Sale purchases)
- Charge Category (used when a charge is created for the item; can be used to help filter financial reports to reflect Point of Sale purchases)
- Tax Rate (used when a charge is created for the item)
- Select a specific Tax Rate (this will override any location-specific tax rate associated with the selected program)
- Use Program Tax Rate (the system will use the location-specific tax rate associated with the selected program -- this is the default setting if nothing else is selected)
- Tax Exempt (if enabled, sales tax will not be figured when a sale is recorded for this product, even if a tax rate is assigned to the selected program)
- Click “Add Variations” to enter varieties available of a specific product (different sizes/colors/etc.).
- Create a Variation (such as “Size”). To edit the name, click the pencil/edit icon next to the variant name, then make your edit. Be sure to click SAVE to commit the changes or click CANCEL to revert them.
- Click “Add Option” to add a specific variant option (such as “Small”, “Large”, etc.).
- Click the currency symbol ($) to set a price modifier; that is, to set a price different than the base amount. The amount entered will either be added to the base price (if left positive), or subtracted from the base price (if prefaced by a negative symbol [-]).
- Save the variations.
- Add additional variations as needed (such as “Color”).
Because variations must have their own unique SKU for inventory management purposes, they are automatically assigned one when you save them. However, this SKU is hidden from view. If you wish, you can customize the SKU of a saved variation by clicking in the SKU field beside the variation and clicking SAVE at the bottom of the screen.
If a product was saved with a user-defined SKU and variations were added later, the user-defined SKU will be re-assigned to the first variation. SKUs for any additional variations will be assigned automatically and can be edited if desired as noted above.
To override the default price AND price modifier for a particular variation, you can click in the PRICE field beside the variation. Enter the price you wish to charge for the variation, then click SAVE at the bottom of the screen.
- If you need to edit a Product after it has been created, the search box at the top of the screen can be used to search for a specific item. Filters are available to select specific locations and/or only active or inactive items.
The Inventory section provides a list of each item variant in your product database along with its SKU, the location(s) at which the item is available and the quantity on hand. Use the [+] or [-] buttons on the right-hand side to update quantities. (Be sure to click SAVE at the top of the screen to update the totals.)
Clicking on the item name will take you to the product listing to edit specific details.
The search box at the top of the screen can be used to search for a specific item. Filters are available to set minimum/maximum quantities and select specific locations.
The Categories section provides a list of available categories and subcategories that items can be assigned to for filtering purposes within the sales module.
Use the “New Category” or “Add Subcategory” buttons to add a new category/subcategory, or use the pencil/edit icon next to the item to edit the existing details.
Uploaded images will be used on the Point of Sale as a visual link to view items assigned to that category/subcategory.
The search box can be used to search for a specific category. Drag-and-drop is supported to reorder the categories/subcategories if needed.
Making a Point of Sale Purchase
To make a Point of Sale purchase, go to the FAMILIES or STUDENTS page and click the Point of Sale (tag) icon to the left of the name. (Launching the Point of Sale from the STUDENTS page will associate the sale with the family the student is attached to.)
Select an item by navigating through the Product List (the Categories submenus on the left-hand side can be used to help filter the Product List results). You can also use the search box at the top of the screen.
Once you find the item to be purchased, add it to the shopping cart by clicking the “Add to Cart” button. (NOTE: If there are variations of the item, you will need to select the appropriate options from the drop-down menu before the “Add to Cart” button is available.)
Add more items by navigating the menus and choosing “Add to Cart”.
Once all items are in the shopping cart, adjust any quantities by using the [+] or [-] buttons if needed. Click the “Checkout” button when you are ready to take payment and/or create the ledger charges.
Select or enter a method of payment and enter any Promo Codes as necessary. Click “Process Payment” to complete the sale.
IMPORTANT NOTE: At this time, Promo Codes are inherited from the Program assigned to the product and apply to all products/classes/camps using that Program. There is not currently a way to assign a promo code to only selected products.
Separate charges for each item will automatically be created for the total amount. If payment was taken, an offsetting payment will also be created and automatically applied to the purchase.
- Choosing “Cash” will show the amount of change due if the “Cash Tendered” amount exceeds the total due. You can disable the “Give Change” option if you wish to leave the remainder of the payment on the ledger as credit. (If you leave this option enabled, the system will only create a payment for the total amount due and will assume you gave the customer the correct change.)
- Choosing “Charge to Account” will create a charge on the ledger but will not require payment at the time of checkout. This is helpful if there are additional charges on the ledger for which payment is to be collected, so only one payment will need to be made.
- Category List Report: List of charges by charge category and charge date. Most frequently used to determine the individuals who were charged using a specific charge category across programs with a list of charge details such as family name, charge date, due date, the title of the charge, the amount charged, tax charged, paid amounts for those charges, and the remainder due.
- Point of Sale: Sales (FIN-19): generates a list of product sales within a specified date range.
- Point of Sale: Inventory on Hand (FIN-20): generates a list of products in your system with the amount of inventory on hand as of a specified date.
SETTINGS>POINT OF SALE>PURCHASES
This screen lists each Point of Sale transaction in the database along with the date, family name, location, the number of items purchased, subtotal, discounts applied, sales tax, and amount paid. Clicking the down arrow to the right of an entry will bring up details about the sale, including specific products purchased and quantities, the price paid per item and subtotal per product.
The search box can be used to search for a specific transaction by family name. Date range filters are available to limit the results.
If an item was on sale at the time of purchase, the actual price paid will be shown with the original price listed as well (designated by a strikethrough).
IMPORTANT NOTE: The PURCHASES screen simply lists the purchases made through the Point of Sale system and were recorded on family ledgers. It does not reflect whether or not the item(s) actually have a payment applied to them.
If an item is returned, this will require two steps:
- Deleting the line item for the charge on the family ledger, which will also remove the sale from the PURCHASES screen.
- If the deleted charge is for an item that will be re-sold, you will need to adjust the quantity under SETTINGS>POINT OF SALE>INVENTORY manually as required.