The Point of Sale system, or POS, is like a virtual checkout stand for your physical store, complete with a register, a customer database with a rewards program, a product inventory system, a layaway system, and a work order service ticket system. Once it has been set up, you will be able to instantly access your database of customers, and your products will display in a very easily searchable manner as well. This system integrates flawlessly with your website, because they are truly one system; so when you ring up a sale in your POS, the inventory available on your website will be reduced in real-time.
To get you up and running, we follow a setup process outlined below.
POS Activation Process
- Account Manager & Consultation - You have been assigned one of our Account Managers, and you can think of this person as your own personal concierge! Your Account Manager will be focused on making sure your system launch goes off without a hitch, and will be available to answer your questions, help you set up your hardware, and keep you informed every step of the way until you are up and running. You'll have an initial Consultation call to start all of this rolling, and prior to that call, you will need to fill out the questionnaire to give your Account Manager your preferences and information for startup.
- POS Setup - You can begin this setup process as soon as you have your login information, and we have recorded Basic System Overview webinars as well as extensive articles to help you get up and running quickly.
- Users - You will need to set up an Administrative User account for each of your employees who will be working with the POS if you wish to track which employee is using the Register for each of your transactions. You can also set up Groups with different levels of permission in the system. (For more info, click here.)
- Click on the Gear-Shaped Button on the far right of the blue Admin Toolbar.
- Click on Users.
- In the Administration section click on Users > New User.
- Fill out all information, even though most of your employees will not actually need to log in each day, they will enter their PIN codes so the system can list them as the Cashier.
- If you need to set up groups, in the same area, click on Groups > New Group, and you can set up permissions for your different levels of employees. If you need help with any part of this process, let your Account manager know and we will help you set this up.
- Store Locations - If you have multiple stores, we will work with you to set up each location in the system after your initial Consultation call with your Account Manager.
- Tills - We can work with you to set up each of the tills in each of your locations during the initial Consultation call, if you like. Till is a synonym for 'cash register' and is basically any unique device (e.g. computer or tablet) or purchasing mode (e.g. tax exempt, trade show) you might need for the way you do business. (Click here to learn how.)
- You can do this if you are done setting up locations. Click on Settings (under the Gear-Shaped Button on the far right of the blue Admin toolbar).
- Scroll to the bottom of the opening page and click on the blue Tills button. To set tills up for multiple locations, you will need to wait until we configure your locations in the system.
- POS Settings - Your Account Manager will also work with you on setting up some miscellaneous settings for your POS.
- You can do this by clicking on Settings (under the gear-shaped button on the far right of the blue Admin toolbar).
- Click on the POS Settings tab. Click here for a more detailed look at your options for settings.
- Equipment - We will discuss with you what equipment will be best for your needs, if you like. For more information on what we recommend, please click here. One thing that is unique about our system is that we do not require a certain type of scanner or printer to work with: we are much more flexible than any other POS solution currently available. A good basic guideline to follow is that if you can set up and work with a scanner, printer, cash drawer, or card-swiper with your computer, the hardware will almost certainly work with our system because the POS runs in a browser. The easiest hardware to set up utilizes the USB interface with its 'plug and play' ease of use.
- Basic System Overview Webinar Series - The easiest and best way to begin learning our system is to watch our series of training webinars. They cover, in order; Products & Inventory, Point of Sale, and Website. From time to time as we need to update the videos, we will hold live webinars to cover new system information, and you can sign up for those events for free, if you like. Click here for the webinar series.
- Training Call - To complete the initial consultation, your Account Manager will schedule a follow up call with you, ideally after you've had a chance to review the basic learning resources. That call is your chance to ask questions on anything in the system you might need further training on, and your Account Manager will be happy to help you with anything you might need.
- Vendors - You will want to have the vendors and distributors you order from in the system from the start so they can be associated with the products to make Purchase Orders and Receiving Orders. We can migrate this information for you, or you can enter it yourself from Inventory > Vendors.
- Departments - You can go to Products > Departments and begin setting up the different Departments of your store. The system will track sales by department for products that have been added to a department. In many cases, one department might encompass several of your Categories in your Products module. For example, you might have categories for Fishing, Camping, and Hunting products, and a Department in your store for Outdoors that encompasses all three of those product areas. If you already use a POS system, it is probably best to keep your Departments set up the same way as you have them in that system. Departments are necessary if you want to get the best results from your financial reports from the system.
- Categories - You can go into your Products > Categories and begin setting up your Categories, if you have not already done so. It is a good idea to write these out on paper, complete with your sub-categories, before you create them in the system, so that you will have a better idea of how they should be arranged. Categories are necessary if you will be selling your products on the web, and even if you won't be doing that, Categories are very useful for logically organizing your products into smaller, more specific groups for more focused reporting as well as managing sale prices and other bulk activities.
- Products / Classes - Whether you have a current POS system or you are starting from scratch, your products can be loaded very quickly into the system with a spreadsheet upload. For this to work, you need to have already set up your Vendors, Categories and ideally, your Departments as well. Many of our clients will do this themselves, setting up part of their inventory in the system and adding products as they go. Others do not have accurate information in their old POS and wish to start over from scratch. Still others have their old POS set up accurately and will just migrate the information over into our system. In any case, this is work that you can do yourself with some instruction from our support team, or you can have us do it for a migration fee.
Your Classes can be set up by entering the information exactly as you have done for your website into the Classes module, and the classes will integrate seamlessly with our Calendar system. Your Account Manager can answer any of your how-to questions on setting up this part of the system.
- Customers - If you currently have a database of customer information, we can migrate this for you. You can do this work yourself, or you can have us do it for you for an hourly migration fee. This part of the system can track things like reward points and outstanding gift cards / certificates as well as full transaction history and customer information.
- Training - As we mentioned before, you and your team have access to our Basic Training Webinars, all of the resources of this support site, and in addition to your follow-up training call from your Account Manager, your Account Manager is available by email or phone and will answer any questions you may have. We will also be happy to show you how to use any part of the system you might want to explore.
- Data Migration - If we are migrating your POS data, we will do an initial migration of the data it is possible to migrate (your Account Manager will have more information for you on what can and cannot be migrated) so you can review it and see how it displays and is used in our system. This will actually happen fairly early in this process so you have time to work with the data and make sure it came over correctly. You will need to keep to the following guidelines to make sure your total migration process works as well as possible:
- Enter New Products - For inventory you receive during this startup phase, you need to enter those products into the system. This is a great chance to learn how to enter your products either in the Product module or by doing a Purchase Order / Receiving Order process. All of these techniques are demonstrated in the Products & Inventory training video. YOUR FINAL DATA SYNC WILL ONLY BE AN UPDATE OF YOUR INVENTORY QUANTITIES, so you need to begin entering new products right away.
- Don't Change Product Titles or ID Codes - Later on in the process when we do your final data sync, we will refer to the titles and product ID codes (UPC, Manufacturer ID, SKU) in order to update your inventory quantities. If you change a product title or ID, that update won't happen for that product!
- Testing - We will work with you to do final testing on your setup of the system, making sure that each kind of transaction works with your hardware properly in each location and till. You will work with your Account Manager on setting a date for your launch.
- Launch! - At this point we will plan with you your final Data Sync just prior to your launch day so we can have the latest possible product quantity data (no other data is updated!), after which you will be ready to begin using your new POS in your store(s).
Coming Up Next: Get a handle on the basics of our POS system by learning about the System Home page, Admin Toolbar, and our extensive Help Resources.