Point of Sale Solution for Small Shops

SellWell POS

Main menu

How to setup items

How to setup combo items

How to keep remains properly (stock control, inventory, etc.)

How to add an item to a sales ticket

How to pay

How to use discounts

How to configure users

Taxes (TAX, GST, VAT, IVA, MwSt., ПДВ, НДС, etc.)

How to print s sales receipt

How to setup receipt header and footer

How to refund items

How to treat shifts and days

How to print labels

How to filter and sort a list of items

How to use Apple Watch application

How to use Departments

Cash Management

Go Live

How to create an invoice

How to deal with tables


Videos:

Video 1: Basics. How to create and sell goods

Video 2: Stock control

Video 3: Users and User Rights

Video 4: Days and Shifts

Video 5: Reports


Main menu

Just SellWell POS stared, it shows the Main menu. The menu looks different depending on the following:
  • whether user authorization option is switched on/off (Control panel > Settings > User authorization switcher)
  • whethet the user is logged in
  • whether stock control is switched on/off (Control panel > Settings > Stock control switcher)
main_menu main_menu
In the Main menu, you can see:
  • Current day details:
    • the day number
    • date and time when the day is started
  • Current shift details:
    • the shift number
    • date and time when the shift is started
    • number of tickets (sales tickets + refund tickets)
    • total amount (sales amount - refund amount)
    • user name who has opened the shift (when User authorization option is on)
  • Current user name (it is possible that the current user differs from the user who opened current shift)
  • Whether a ticket is open (Please keep in mind, some of POS functions are not accessible when a ticket is open)
It the Main menu, you can do:
  • User logon/logoff (when User authorization option is on)
  • Start new shift
  • Go to Sale menu
  • Go to Stock menu - available if the Settings > Stock control option is on
  • Go to More > Control panel menu
  • Go to More > Reports
  • End Of Day (More > End Of Day)
  • Cash Drawer (More > Cash Drawer) - available if the Settings > Cash Drawer option is on
  • Go to More > About Point of Sale menu
The Main menu also includes links to:
  • SellWell sile
  • SellWell POS Facebook page
  • @SellWell_POS Twitter page
Go to top

How to setup items

Items list is accessible through the Control panel > Items menu.
items
There are two ways of how to create a new item: press the + button ... or scan the barcode of the item you want to add. The system detects unknown barcode ... The screen to setup an item appears. The screen layout differs for different item types. See examples below.
For sale and store For store only Combo item for sale only. It includes other items.
item_cola item_mustard item_hotdog
You should setup the following:
  • Description
  • the name of the item in tickets, inventories, receipt printout and reports
  • Image
  • take photo or choose existing photo
  • Code
  • the number to ring up the item into sales ticket fast. In all lists item are ordered by this code
  • Barcode
  • the item's barcode; you may input it using the keyboard or to capture (scan) the barcode by camera
  • Active switcher
  • when the item is not active, it is not possible to sell this item or use it at stock functions (receiving/shipping/inventory)
  • Item type selector (Important: it is available when the Stock control feature is switched on)
    • For sale and store
    • You may sell this item and use in stock functions. Example: Cola in bottle is the item of this type. You have 100 bottles on the stock. Then you sell two. Stock is 98.
    • For sale only
    • You can not do stock functions with items of this type. The item may be a Hamburger. Normally, you do not store hamburgers. You cook before it to sell. So it is a good example of item for sale only. Another example is a service, for example Personal training for 30 minutes.
    • For store only
    • You may not sell items of this type. You may only use them as components of items for sale. For example, you business is to make and sell coffee. You keep 5 ltr cans with water, 1ltr packs of milk, coffee beans 0.5 kg/packs. So you do not sell these components. You keep them to prepare coffee... You setup coffee as item which includes these components (150 ml of water, 9 gramm of coffee etc.). When you sell one coffee then correct amounts of components will be deducted from the stock.
  • Combo (available when the Stock control feature is switched on)
  • It appears for items of For sale and store and For sale only types. When it is on the Ingredients option appears.
  • Ingredients (available when the Stock control feature is switched on)
  • You may setup item's components of items with their quantities. When you sell such an item, its ingredients are deducted from the stock.
  • Price
  • Set price at sale switcher
  • If you switch it on then at sale POS will ask the cashier to input selling price
  • Tax selector
  • It is to select tax group for the item. It is accessible if only you switched taxes on (Control panel > Settings > ...). You shold setup tax group(s) before to configure items. See Taxes (TAX, GST, VAT, IVA, MwSt., ПДВ, НДС, etc.)
  • Discount allowed switcher
  • Switch it on if you want discounts to be applicable for this item. Othervise, POS will not apply discount for a ticket line with this item.
  • Refund allowed switcher
  • Switching it on/off you may allow or deny the cashier to add this item to refund ticket.
Go to top

How to setup combo items

If you use the Stock control feature of the POS (Control panel > Settings > Stock control), you may want to setup items those consist of other items. It is important to setup comboitems properly to have correct inventory as a result of receiving, shipping, stock correction, and sales transactions.

It is possible to setup a comboitem as a sale items which cosists of ingredients (items for store, items for store and sale, other comboitems).

As an example, lets setup three items:
  • Cola - just atem for sale and store
  • Hotdog which is a comboitem
  • item like Buy two hotdogs and gets cola for free which is a comboitem including another comboitem
To make a hotdog, we use ingedients:
  • a bun - 1
  • a sausage -1
  • mustard - 20 OZ bottle per about 100 hotdogs (one hotdog takes 0.01 of mustard bottle in average)
  • ketchup - 20 OZ bottle per about 50 hotdogs (one hotdog takes 0.02 of kechup bottle in average)
So, create items as below:
items_list
  • a bun, a sausage, an one ltr bottle of mustard, and an one ltr bottle of ketchup as items of the For store only type; it is because you will probably not sell them separatelly
  • Cola as at item of the For sale and store type
  • Hotdog as item the For sale only type
  • The Two hotdogs + free cola item of the For sale only type

For the Hotdog item, switch the Combo on and add its ingredients as below:
items_list items_list

Now you should configure ingredients for the Two hotdog + free cola item:
items_list items_list

Now you may work with these items. You should not forget important steps to do before selling:
  1. Setup remains (zeros) for stock items (Stock > Menu > Inventory > ...)
  2. Receive cola, buns, mustard and ketchut on the stock (Stock > Menu > Receiving > ...)
Notes:
  • You can setup combo items if only the Stock control feature (Control panel > Settings > Stock control) is switched on
Go to top

How to keep remains properly (stock control, inventory, etc.)

To be able to see actual remains on the stock at any time, you should track your remains in correct way.

First of all you have to configure your sale items and items for stock properly (see above). Secondly, introducing new item of For store only or For store and sale types do not forget to setup their quantities on stock (Stock > Menu > Inventory > ...). Finally, when you receive items on stock, do it through (Stock > Menu > Receiving > ...). The same for shipping fron the stock.

Example
Let's imagine we have just configured Cola, Hotdog and Two hotdogs + free cola items as explained above.

Then the cashier has to do inventory for store items first time (Stock > Menu > Inventory > ...).
zero_inventory Let's assume we have no these items on the store yet. So, input zeroes. The "n/a" in the meddle means that quantities are unknoun before first inventory. Press the Save to close it.

Then let's receive ingredients and sale items to the stock (Stock > Menu > Receiving > ...).
receiving We are receiving 2 bottles of Mustard, 2 bottles of Ketchup, Ingredients to prepare 100 hotdogs and 100 Colas. Press the Save to close it.

Then the cashier sales three items:
  • One Cola
  • One Hotdog
  • One Two hotdogs + free cola
If you check remains on the stock (press the Stock button) then you see updated remains:
remains
Notes:
  • Remaining of an item on stock will NOT be known/visible until you first inventory with the item
Go to top

How to add an item to a sales ticket

There are three options of how to add an item:
  • Choose the item from the list
    This option would be good for you when you have a short list of items to sell hence you will not spend much time to find needed item
  • Input item code and then press the Item yellow button
    Using of item code allows you to add an item very fast. It is good option for items those are popular in your shop. All you need is to define a numeric code in item setup screen in advance.
  • Press the Scan button and then capture an item's barcode by iPhone/iPad camera
    By scanning item's barcode, you may easily add the item to sale even you do not remember its name or code. To use this option you have to preset a barcode for the item
By default, an item comes to a sales ticket with quantity one. If you want to add 10 eggs to a ticket then input '10' and press the 'x' yellow button and then use any of above options. If you want to sell a half of something, you shold input the '0.5' or even '.5' first.
Go to top

How to pay

The simpliest way is just to press the payment button. This button is located next to blue numeric buttons. The button's title is a description of method of payment (the Cash usually) as you have setup for the principal MOP. If you do not define which MOP is principal then no payment button on sales screen will be.
POS applies the principal method of payment for the whole ticket's amount and closes the ticket. If you have a printed connected, a receipt is printed automatically.
To pay by another MOP, go to the Menu, press the More MOPs button. The list of MOPs appears; it incudes methods of payment those you added in adnvance (Credit card, Voucher, Gifcard etc.). Select the MOP you need to apply it to the ticket.

You may pay a ticket by more than one MOP. For example, your customer is buying somenthing for 5.5 euro. The customer gives you a gift voucher for one euro and rest is 4.50 to be paid by cash. In POS, you add items. It shows Total=5.50. Then you input 1 and then you choose Gift voucher MOP. POS shows that 4.50 still to pay. Then you press the Cash button. The ticket is paid by two MOPs.
Go to top

How to use discounts

At POS configuring stage you may predefine pefcentage discounts. For this, go to Control panel > Discounts and add or edit percentage discounts those you will use.
discounts discount
In sale process, the cashier may apply a discount to a ticket at any stage before to pay the ticket. To do so, the cashier presses Menu > Discounts. The list of active discounts will be shown. The cashier selects a discount. POS applies selected discount for lines of the ticket. POS does not apply a discount for items configured with the Discount allowed option switched of.

By default, a users is allowed to apply discounts. The swop owner or administrator may deny to applying of discounts at sale for given cashier usung user rights menu (Control panel > Users > [User] > User rights).

The only one discount may be applied to a ticket. If a ticket has a discount and then the cashier is trying another discount, POS will prompt with option to replace a discount by another discount or to not apply another discount.

When a ticket is discounted, the cashier may cancel the discount at any time before payment. For this, the cashier selects the discount line in the ticket and the voids this line (Menu > Void Line).

Notes:
  • You can allow/deny discounts for given item.
  • You can allow/deny given cashier to apply discounts.
  • The cashier may apply only one discount to a ticket.
  • It is possible to apply a discount even for refund.
Go to top

How to configure users

By default, the application POS does require the user (cashier) to be authorized for work. You may still not using user authorization if you are only one POS user and you do not need sales shifts to be assigned to users.

If you have two or more POS users, you should configure user accounts in Control panel > Users menu. Here, you can add/update an user, cofigure permitions for the user.
users user user
Define user name, login and password.
For given user, you may switch on/off the following options:
  • Permition to perform sales
  • Permition to see the stock (remains)
  • Receiving to stock
  • Shipping from the stock
  • Inventory
  • Permition to email inventory
  • Permition to run end of day (EOD)
  • Permition to create refund tickets
  • Permition to add discounts at sales
  • Access to control panel
  • Access to reports
  • Access to Electronic Journal (EJ)
  • Access to settings menu (closed/read only/read and write)
  • Access to list of users (closed/read only/read and write)
  • Access to list of items (closed/read only/read and write)
  • Access to list of departments (closed/read only/read and write)
  • Access to list of methods of payment (closed/read only/read and write)
  • Access to list of discounts (closed/read only/read and write)
  • Access to list of taxes (closed/read only/read and write)
  • Permition to print labels
  • Permition to Cash Drawer menu and cash drawer's functions (Float, Pay-In, Pay-Out, Change Out, Safe drop)
  • Permition to run Go Live
When you setup user you should to switch user authorization on (Control panel > Settings > User Authorization). After that, POS will require the user to input their login and password to work with the application. Sale, receiving, shipping and inventory transactions will be reported on behalf of the user who did transactions.
Go to top

Taxes (TAX, GST, VAT, IVA, MwSt., ПДВ, НДС, etc.)

By default, taxes are not used. To start using taxes, you should choose a kind of taxation used in your country (Control panel > Settings).
settings tax_modes
There are three options to choose from:
  • No taxes
    Having this option chosen, POS will not take taxes into account in sales and reports.
  • Tax Inclusive (price includes price)
    It is usual for european countries that the item price includes tax. In this case, taxes will be computed and extracted as part of every taxable item in a sales ticket.
  • Tax Exclusive (net price)
    In the USA and Canada it is usual that the price is set excluding the tax amount. The POS computes tax by a sales ticket adding tax amount before the Total line.
After you have your taxation mode chosen, go to Control panel > Taxes and create taxes you have in your country.
taxes tax
Then you should assign taxes for items in Control panel > Items ...
tax_for_item
Go to top

How to print s sales receipt

You may use any printer which supports AirPrint. To enable this option you should go to Control panel > Settings > Print receipt. Switch it on then choose a printer you want to use.

Then, finishing payment, POS will print a receipt using selected printer.

Example 1:
receipt_with_tax_included This receipt is printed by POS which does not comupute taxes (Control panel > Settings > No taxes option is set).
Example 2:
receipt_with_tax_included This receipt is printed by the POS where taxes are in the price (Control panel > Settings > Price including tax option is set).
Example 3:
receipt_with_tax_included This receipt is printed by POS where the item price does NOT include tax (Control panel > Settings > Net price option is set).
Go to top

How to setup receipt header and footer

You may setup header and footer for the sales receipt printout. For this, go to Control panel > Settings. If the Print receipt is switched on, you will see the Receipt header and the Receipt footer options.
settings menu
Setup options. You may add as many lines as you want.
header lines footer lines
Do not forget save changes. Then your sales receipt printout looks like the example below.
receipt_with_header_and_footer
Go to top

How to refund items

You may refund an item if only the item is allowed for refund. Check the Control panel > Items > [Item] > Refund allowed option as below.
refund allowed option
To start refund, go to Sale > Menu > Refund and then press the Ok button.
menu in sale refund ticket yes|no question
Then add item or items to the refund ticket.
refund ticket
Then apply payment(s) to refund with. Then POS closes the ticket. If you use a printer, it prints the refund receipt.
refund receipt printout
Notes:
  • You may allow or deny the cashier to refund. For this, use the Control panel > Users > [User] > User rights > Refund option.
  • You may apply a discount at refund. When you sell something with discount and then the customer returns this, you should apply discount to the refund ticket as well to decrease refund amount.
  • A refund is not linked to the previous sale transaction. In other words, you will not from which sale the refund is.
Go to top

How to treat shifts and days

Any POS transaction (sale, refund, receiving, shipping, inventory) is only possible inside a shift. To start a shift, the cashier has to press the New shift button in the Main menu. POS asks for confirmation to start new shift.
refund allowed option refund ticket yes|no question
If the previous day was closed (by the End of Day procedure) then POS also starts new day.
Note:
  • If the POS configured to ask for user authorisation (check the Control panel > Settings > User authorization option) then a user has to log on before to start a shift.
The possible scenario is that a cashier has logged off but does not close its shift. If another cashier tries to start new shift than POS asks for confirmation to close the shift which was opened by another cashier.
another user shift
Current shift and current day numbers are shown in the Main menu.
shift_info
After a shift is open, POS transactions (sale, refund, receiving, shipping, inventory) will be assigned to the cashier who has openened the shift.

The cashier may start new shift at any time.

When a shift is open and the cashier is logging off, POS allows to logoff with or without shift close.
logoff
The cashier may log off and then log on without to break the shift.

When you want to finish sales for the day, you should run the End Of Day procedure. For this, press the End Of Day in the Main menu. If a shift is open, POS promts for the approval to close the shift and start EOD then.
fuctions menu with EOD EOD approval
When you press the Continue button, POS closes the shift and closes the day. If you configured the POS to send a email at the EOD (see the Control panel > Settings > Send email at End of Day option) then POS automatically creates the email as shown below.
eod email
The email includes the following:
  • Day number
  • Date and time when the day started
  • Date and time when the day finished
  • Number of sales tickets
  • Number of refunds
  • Sales full amount
  • Refunds full amount
  • Total amount
  • List of Methods of payments with their amounts
  • List of sold items with their quantities
  • Number of receivings, shippings and inventories done
  • Detailed shifts with the following:
    • Shift number
    • Cashier name
    • Date and time when the shift started
    • Date and time when the shift finished
    • Number of sales tickets
    • Number of refunds
    • Sales full amount
    • Refunds full amount
    • Total amount
    • List of Methods of payments with their amounts
    • List of sold items with their quantities
    • Stock changes as follows:
      • Receivings to the stock (list of items with their quantities)
      • Shippings from the stock(list of items with their quantities)
      • Inventories (list of items with their quantities)

To send the email, press the Send button.

When the cashier presses the New shift next time, POS also start new day.

EOD report example
Go to top

How to print labels

It is possible to print labels for goods.
Before printing, make sure you have printer configured (Control panel > Settings > Printer). If user authorization is switched on (Control panel > Settings > User authorization) then the Control panel > Settings > Users > [User] > Print label option has to be allowed for the [User].
printer_setup user_rignt_print

When printer is configured and the user is allowed to print; the Item maintanance menu has the Print label button. Press it to get the label.
sale_item_print_button

Label looks like below
label It show the following item's attributes:
  • Code
  • Description
  • Price
Notes:
  • Use roll labels for convenience
  • In printer properties, setup label size
labels_roll
Go to top

How to filter and sort a list of items

If you have a lot of items configured in your POS, it often is hard to find needed item in the long list. To make it easy, we have added the Filter And Sortmenu. Using this menu, you can filter and/or sort the list of items for quick search.

The menu allows:
  • Filter items by type (if the Stock control option (Control panel > Settings > Stock control) is swicthed on:
    • Items allowed for sale and store
    • Items allowed for sale only
    • Items allowed for store only
  • Filter by active:
    • Show active items
    • Show not active items
  • Sort items by:
    • Item description
    • Item code
    • Price
  • Sort items:
    • in description/code/price ascending order
    • in description/code/price descending order

    items filter_and_sort_items_menu

    Just tick needed option and press Save.
Go to top

How to use Apple Watch

On the Apple Watch paired to your iPhone, you may use SellWell application and complications to check you sales quckly.
application Aplle Watch SellWell application displays the following:
  • Current day
  • Current shift
  • Cashier
  • Number of tickets for the shift
  • Total amount for the shift
  • Date and time when data on the watch updated

complication Apple Watch SellWell complication shows data briefly:
  • Date and time when data on the watch updated (11/12 13:51)
  • Current day (10)
  • Current shift (55)
  • Number of tickets for the shift
  • Total amount for the shift
Please keep in mind that Apple Watch does not guarantee that complications are updated immediately after the change is triggered from the iPhone.
Go to top

How to use Departments

You can use store departments for your convenience. Create departments as shown below.
tables_list departments_list
Then you can filter items by departments. To change the department, press the Departments button:
items_list
The list of departments will be shown. You can choose:
  • to show items of the department you want
  • to show all items (All departments selection)
  • to to show items those are not in any department (No departments selection)
departments_to_choose
You can change the department for an item:
item_with_department
On the iPad, use filtering by department to find items quickly. Just tap on department and choose a department in a departments list.
ipad_sale_department
Go to top

Cash Management

The Cash Management feature is to allow the cashier check how much money is in the cash drawer. It might be a real money (e.g. Cash) or received from e.g. Card payments transactions.
In Cash Managements, you can also change amounts in the cash drawer without sale or refund. There are following money movement transactions available:
  • Float (e.g. to put coins into the cash drawer to give change)
  • Pay-In
  • Pay-Out
  • Change Out
  • Safe Drop
To use Cash Management, first you should switch this feature ON (Control panel > Settings > Cash Management).
Then, if a shift is started, the Cash Drawer function is accessible in the Main Menu:
main_menu mops_in_cash_drawer

To increase/decrease amount in the cash drawer, tap a method of payment you need. The menu to choose a function appears. Tap needed function, enter amount and reason (optionally).
functions safe_drop_cash
When you press the Ok button. Amount in the cash drawer will be updated:
functions
Go to top

Go Live

For sure, you will not try real sales just having the app installed to your iPhone or iPad. You need some hours or even days to try the application. You would create items, payment methods, departments, etc. and do test sales and refunds. If you decide that the application fits your business well, you purchase features you need.

When you are ready to start using the app for real sales, you should perform the procedure called Go Live (Control panel > Settings > Go Live)
settings confirmation

What Go Live does:
  • Delete sales and refund transactions data
  • Delete reports
  • Clear stock remains
  • Reset day and shift counters
  • Resets amounts in the cash drawer
Your data such as items, departments, MOPs, users, taxes, discounts and all settings still as you have configured.

If the User authorisation opnion is on (Control panel > Settings > User authorization) then you should not forget to allow the user to perform Go Live by User Rights (see below)
user_rights
We recommend to switch it off then. Just for your data safety.
Go to top

How to create an invoice

In the Electronic Journal, select a ticket
electronic_journal sale_ticket

and then press a button in right upper corner. The menu will allow tho options
  • To print an invoice
  • To send an invoice by email

invoice_menu invoice_printout

You can create an invoice for any sale or refund from the past. To do so go to Main menu > Reports > Day > Shift > Ticket > Invoice
Go to top

How to deal with tables

Please note that Tables feature is available for SellWell Restaurant POS only

To setup tables, go to Main menu > Control panel > Tables and create records for tables in your restaurant. Then Tables will be available in the list (Main menu > Tables). In this menu you can select a table for service or create a temporary table for the "bar customer".

The table for a "bar customer" fits good in case e.g. when the Customer walks in, says his name is Fred ... and he'd like to pay later - before he leaves. The bartender does not choose a table for Fred. Instead, bartender presses "+" and enters name Fred. The new temporary table is created for Fred. The the table behaves as a regular table... When Fred pays the table disappears.

tables new_customer

When a table is chosen or a temporary table is created, you can add items into the ticket for the table. You can switch between tables serving them concurrently.
new_ticket tables_and_bar_customer

Please note that Tables feature is available for SellWell Restaurant POS only
Go to top

to be continued ...

Please ask you questions in or or sellwell.pos@gmail.com