Point of Sale

Use Point of Sale when a staff member completes a sale in person. POS can sell class bookings, packs, memberships, retail products, and gift cards that are available in the catalog.

Retail products appear in POS only while Products › In person is ticked in Admin > Settings > Offerings (turning on Sales points ticks it too), and the Retail tile shows once there is at least one active product. See Turn selling on.

The POS flow is built around three choices: customer, product, and payment method.

Open POS#

Go to Point of Sale from the Admin sidebar.

You need POS access to view the page. You need POS management access to complete checkout.

Complete a sale#

1. Select a customer when the item requires one. Retail products can be sold to a walk-in without a customer; you can also add a walk-in customer.
2. Choose the item.
3. Review the cart.
4. Choose a payment method shown for your business.
5. Add a reference number or notes when useful.
6. Add a discount if the customer should pay less than the price. See Give a discount.
7. Under Receipt, choose how the customer gets a receipt. See Give a receipt.
8. Complete checkout.
9. Review the confirmation.

If checkout is disabled, your role may only allow POS viewing.

Sell several shop and bar items in one sale#

Shop and bar items, such as drinks, food and equipment, go into a cart. One payment then covers a round of drinks, or a racket and a tube of balls.

1. Open the Retail tile and select each item to add it: Add, or the button for its size or colour, which shows the stock left. Adding the same item again raises its quantity.
2. In the cart, use the plus and minus buttons to change a quantity, or the bin button to remove a line. Clear cart empties it.
3. To take money off one line, select the percent button on that line, enter the discount and a reason, then select Done. The button follows the same rules as Add discount: see Give a discount.
4. Check the Total. When your tax settings are set up, the cart shows the VAT for each rate in the sale.
5. Choose the payment method and, under Receipt, how the customer gets a receipt. Then complete checkout.

The sale is one payment in Admin > Payments, and its details list every line with its quantity and amount. One receipt covers the whole cart. When your tax setup issues VAT invoices, the payment details show each line's VAT rate and the invoice shows VAT for each line.

Things to know:

• A cart holds shop and bar items only. Passes, packs, memberships, bookings and gift cards are sold one at a time, so finish or clear the cart first. POS tells you when an item cannot be added.
• A cart can be paid by Cash, Own card reader, Transfer or Comp, or by Wallet for a customer with a Naayya account. Card (Terminal) is not offered for a cart.
• When an item's stock is counted, its line stops at the stock you have.
• The cart is on web POS. In the Naayya POS app, each sale is for a single product.
• While a payment is being taken, the cart cannot be changed.

If POS says it could not confirm whether this sale was recorded, the answer was lost on the way and the sale may or may not have gone through. The cart is then locked so the same sale cannot be recorded twice. Open Admin > Payments in another tab and look for it:

• If the sale is there, select Start a new sale.
• If it is not there, select the charge button again. It sends the same sale, so it is recorded once.

If POS says an earlier charge of this cart may already be recorded, a charge you thought had failed may have gone through. Check Admin > Payments. If the sale is there, select Start a new sale for anything else the customer wants. If it is not there, select the charge button again.

A charge that gets no answer within 30 seconds is treated the same way as a lost answer, so POS never stays on Processing with nothing to press. Reloading the page or switching business empties the cart, but POS still remembers the sale in that browser tab. If you ring it up again, it is recorded only once, and if the first charge already went through, POS tells you an earlier charge may already be recorded.

Find a retail item by category#

When your products have categories, the Retail tab shows your top-level categories as buttons, such as Food & Drink and Shop, in your order. Choose one to see only its items. The categories inside it, such as Coffee, are headings within it. All shows every category, and Other holds items without a category. Search also finds items by category name. This applies to web POS; the Naayya POS app does not show categories yet.

Give a receipt#

On web POS, a receipt goes out only when you ask for one. Before you complete checkout, or before you close a tab, choose under Receipt how the customer gets it:

• No receipt. Nothing is emailed and nothing prints.
• Email. The receipt is emailed when the sale completes. Send the receipt to is filled in with the selected customer's email address. You can type another address, or one for a walk-in. Checkout stays disabled until there is a valid address. A typed address is used for this one receipt and is not saved to a customer.
• Print. Shown when there is a cloud receipt printer for where you are selling: one placed at the sales point in Selling at, or one placed at no sales point. A tab offers the printers of the sales point it was opened at. With No sales point, every cloud receipt printer is offered. The receipt prints at the printer's next check-in. With more than one printer, choose which under Print on. See Print receipts from the web POS.

A sale starts at No receipt. After you choose Print, this computer starts every later sale at Print on the same printer, until you choose No receipt. Email is never carried over to the next sale.

The confirmation shows the address an emailed receipt is going to. If the customer asks for a paper receipt after the sale, choose a printer under Paper receipt on the confirmation.

Things to know:

• The emailed receipt carries the sale's VAT invoice as a PDF when your tax setup issues one. See Invoice vs receipt.
• Whatever you choose, the VAT invoice stays in the payment's details in Admin > Payments, and a customer with a Naayya account finds it under Account > Payments.
• If POS could not confirm a cart sale and you charge it again, it is sent with the receipt choice it was first charged with.
• The Naayya POS app has no receipt choice yet. It emails a receipt whenever the selected customer has an email address.

Intro and once-per-customer products#

POS checks once-per-customer rules for products that use them. If the selected customer already bought an intro or other restricted product, checkout may be blocked.

Check the customer's purchase history and the product details first. If your business has an approved manual-grant or support workflow for an exception, follow that workflow and record the reason.

If an earlier purchase was fully refunded, try the normal checkout again. If it is still blocked, ask your business owner or support team what to do.

Payment methods#

POS shows the payment methods available for the sale, including Cash, Own card reader (a card you take on a reader outside Naayya), Card (Terminal), Transfer, Comp (complimentary), and Wallet where supported.

Choose the method that matches what the customer used. Reference & Notes lets you add a receipt number, transaction ID, or other context.

Say which terminal took a card payment#

If your business takes cards on a terminal of its own, an owner or manager can record that terminal in Admin > Settings > Hardware. See Record your own card terminal. Naayya does not connect to the terminal. You say which one you used, and the payment keeps its name.

When you choose Own card reader on web POS:

• With no terminal recorded, nothing changes.
• With one terminal you can use, POS shows Recorded as taken on and its name. There is no extra step.
• With more than one, choose the terminal under Card terminal before you charge. POS starts with the terminal last chosen on that computer for that sales point.

POS offers the terminals placed at the sales point you are selling at, or for a tab the sales point it was opened at, and the terminals placed at that sales point's location only. A terminal at another location is not offered. With no sales point chosen, it offers every terminal.

The terminal's name is then on the payment in Admin > Payments as Card terminal, on each payment of a tab, on the emailed and printed receipt next to the payment method, and in the shift report. A terminal that is renamed or disconnected later stays on its earlier payments under the name it had then.

The Naayya POS app does not ask for a terminal yet. A payment it takes by own card reader names a terminal only when there is exactly one it could be.

Pay from the customer's wallet#

Wallet takes the payment for shop items, such as a drink or a tube of balls, from the customer's wallet balance at your business. It appears only when the sale is a shop item, or a cart of them, and the selected customer has a Naayya account. It does not appear for a walk-in or guest customer, or for bookings, packs, memberships, or gift cards. The button shows the customer's current balance.

• The sale spends gift card balance first, then any money added to the wallet.
• If the balance does not cover the sale, checkout stops with a message that the wallet does not cover this sale. Nothing is taken from the wallet. Take the payment another way.
• A wallet sale is a normal paid sale. It counts as revenue, gets a VAT invoice at the item's tax rate when your tax settings are set up, and the receipt names Wallet as the payment method.
• The POS daily report includes wallet sales in the day's totals and in the payment method breakdown on the web. The Naayya POS app does not list Wallet in its payment method breakdown.

For how customers get a wallet balance, see Wallet and gift cards.

Give a discount#

Staff can take money off a sale before checkout. Every discount needs a reason.

1. Add the item and choose the payment method.
2. Select Add discount.
3. Choose how to enter it: % off, Amount off, or Final amount (the amount the customer pays).
4. Enter the value and a Reason (required), such as a staff discount or a loyalty discount.
5. Check the Price, Discount, and Total shown under the discount, then complete checkout.

The sale is charged and recorded at the final amount. The Reports tab in Point of Sale and the payment details in Admin > Payments show the original price, the discount, the reason, and who gave it. To remove a discount before checkout, select the close button next to Discount.

Limits:

• The final amount cannot be more than the price or below zero.
• Gift cards cannot be discounted.
• Add discount is not shown for a Comp sale.
• When you sell more than one of the same item, the discount must split evenly across the items. POS suggests the nearest amounts that do.
• In a cart of several items, each line has its own discount and reason. Admin > Payments shows the discount beside the line.

Who can give a discount#

Owners and managers can give any discount. Other staff can give a discount up to the limit your business sets, and the discount panel shows it, for example You can give up to 10% off. When the limit is 0, which is the default, other staff do not see Add discount, or the percent button on a cart line.

Set the staff discount limit#

1. Open Point of Sale and select the Settings tab.
2. Under Staff discount limit, enter a whole number from 0 to 100 in Largest discount for staff.
3. Select Save.

Only owners and managers can change the limit. Other staff see the current limit on the same page.

Receipts and records#

POS creates a record of the sale. On web POS, Naayya emails a receipt only when you choose Email under Receipt, to the selected customer's address or to one you type. See Give a receipt. The Naayya POS app sends a receipt email whenever the selected customer or guest has an email address.

For a completed sale with a saved VAT breakdown, the receipt shows the amount before VAT, VAT, and the total paid. When your tax setup issues a numbered VAT invoice, its PDF is attached to the receipt email. A guest can open the attachment without a Naayya account. Businesses that do not collect VAT do not show a VAT breakdown or attach a VAT invoice. A declined card attempt is not a paid sale and has no invoice.

After checkout, review the confirmation and the Payments page if you need to confirm the sale was recorded as expected. An email delivery problem does not undo a completed payment. For the difference between the documents, see Invoice vs receipt.

Shifts and the cash count#

This applies to a business that uses sales points and sells from web POS.

A shift is one trading session at a sales point. It starts with the cash you count into the drawer and ends with the cash you count out. The sales rung up at that sales point in between are on the shift's report.

Choose where you are selling#

When Sales points is on and your business has an active sales point, POS shows Selling at above the customer search. Choose the sales point you are working at, such as your bar. POS remembers the choice on this computer.

When you choose a sales point, the Retail tab lists what that sales point sells, in its own order. A product the sales point has marked unavailable is listed as Unavailable and cannot be added. Owners and managers choose what each sales point sells in Manage sales points.

No sales point sells as before, with no shift, and the Retail tab lists every product.

Open a shift#

1. Choose the sales point in Selling at.
2. Select Open shift.
3. Count the cash in the drawer and enter it as the Starting float. Enter 0 for an empty drawer.
4. Select Open shift.

POS then shows the shift's number and when it opened. A sales point has one open shift at a time, and every computer selling at that sales point shares it. If a colleague opened the shift first, you see theirs.

While no shift is open, POS takes no payment at that sales point: not for a cart, and not for a pass, a booking or a gift card. Under the charge button it says Open a shift at and the sales point's name, to take payments.

An owner or manager can let a sales point sell with no shift open. See Require a shift before selling.

Close a shift#

1. Select Close shift.
2. Count the cash in the drawer and enter it as Counted cash.
3. Add a note if something needs explaining, such as a float top-up. Leave out customer names: the note is kept with the shift.
4. Select Close shift.

POS does not show what the drawer should hold before you count. A closed shift cannot be reopened or changed, so check the count before you select Close shift.

After the close, POS shows the shift's report:

• Cash drawer: the starting float, the cash payments, any cash refunds, the expected cash, the counted cash and the difference. Expected cash is the starting float plus the cash payments, minus the cash paid back from this drawer. The difference reads Balanced, or the amount the drawer is short or over.
• Payments taken: one total for each payment method. Cash and Own card reader are separate lines, and a card taken on your own reader is never part of expected cash. Once a payment names a terminal, the report also lists a total for each terminal under Own card reader, to check against that terminal's own end-of-day total. Payments that named none are listed there as No terminal named, so the lines add up to the total.
• Sales: the number of sales, their total and the VAT for each rate.
• By staff member: each person's sales.
• To review: voided items, refunds and sales flagged for a check, when there are any.

To sell again at that sales point, open a new shift.

Read a closed shift's report again#

Owners and managers: open Point of Sale and select the Shifts tab. It lists the latest 30 shifts with expected cash, counted cash and the difference. Select a closed shift to open its report. A shift that is still open shows no cash figures.

Other staff see the report once, right after they close the shift.

Depending on your country, regularly reviewing each staff member's voids, discounts or refunds can count as monitoring staff, and you may need to inform your staff or their representatives first.

What a shift counts#

• A shift counts every sale taken at its sales point: carts of shop and bar items, and the passes, packs, memberships, bookings, gift cards and single shop items sold one at a time. Each sale is under its payment method, so cash taken for a day pass is in expected cash, next to the cash for a beer.
• A sale started from a customer's page, a guest's page or a class list counts too, when the computer has a sales point chosen in Selling at. The New sale window says which sales point the sale is taken at. If that sales point requires a shift and none is open, the window does not charge and points you to Point of Sale to open one.
• A complimentary sale is in the number of sales, with no payment.
• A manual grant that takes no payment, made from a customer's page, is not a sale at the till. It needs no shift and is not on a shift report.
• A wallet top-up is not on a shift report. Cash taken for one is not in expected cash, so keep it apart from the drawer or mention it in the closing note.
• Refunds are listed on the report. Only cash paid back from this drawer is taken off expected cash: record it from the payment with Paid back from a cash drawer. See Correct the amount taken.
• The Naayya POS app does not open or close shifts yet, and its sales are not on a shift report.

Tabs#

This applies to a business that uses sales points and sells from web POS.

A tab keeps a customer's items open at a sales point until they pay. Open one for a court or a table, add items through the evening, and take the payment at the end. A closed tab is one sale.

Open a tab#

1. Open Point of Sale and select Tabs.
2. Choose the sales point in Selling at.
3. Select Open a tab.
4. Enter a Label you will recognise, such as Court 3.
5. To link a customer, search for them under Customer (optional).
6. Select Open tab.

Add and void items#

1. Select the tab under Open tabs.
2. Select Add items and choose each item. It is added to the tab straight away. Select Done when you have finished.

Only shop and bar items go on a tab, and a tab has no discounts. Add items lists what the sales point the tab was opened at sells, and a product it has marked unavailable shows as Unavailable. See Choose what each sales point sells. When an item's stock is counted, it leaves your stock when it goes on the tab.

To take an item off, select the bin button on its line. Enter a Reason (required), such as "dropped", without the customer's name, choose Put it back in stock or Do not put it back in stock, then select Void item. The voided item stays listed under the tab's items with its reason.

Take payments and close a tab#

The tab shows its Total, what is Paid and what is Still due.

1. Under Take a payment, choose Cash or Own card reader. With more than one card terminal recorded, also choose the Card terminal. See Say which terminal took a card payment.
2. Check the Amount. It starts at what is still due. Enter less to take part of it, for example €5 in cash before the rest on a card. A payment cannot be more than what is still due.
3. Select Record payment. Repeat until nothing is still due.
4. Under Receipt, choose how the customer gets a receipt. See Give a receipt.
5. Select Close tab.

Close tab stays disabled until the tab is paid in full.

For a tab linked to a customer with a Naayya account, POS also shows the Wallet balance and a button to pay what is still due from the wallet and close the tab in one step. The wallet is charged only when the tab closes, and the button is disabled when the balance does not cover what is still due. See Pay from the customer's wallet.

A closed tab is one payment in Admin > Payments, with one VAT invoice when your tax setup issues them. When it was paid with more than one method, its payment method reads Split payment, on the receipt too.

A tab with no items and no payments can be cancelled with Cancel tab. A tab that has a payment on it is closed, not cancelled. If you void an item after it was paid for, the tab shows Paid over the total and still closes. The payments stay on record as they were taken.

See the open tabs#

Open tabs lists the tabs of the sales point in Selling at, the oldest first, with how long each has been open, its total and what is still due.

Owners and managers can select All sales points to see every open tab of the business with its sales point.

Things to know:

• Every computer at the same sales point sees the same tabs. A change made on another computer shows within about 15 seconds.
• At a sales point that requires a shift, POS takes no payment on a tab until a shift is open.
• If POS says it could not confirm something on a tab, select Try again. It sends the same request, so the item or payment is recorded once. Until then the tab takes nothing else, also after you look at another tab and come back. While a request is on its way, POS stays on its tab.
• If you close a tab with Email chosen and it turns out to be closed already, POS says it could not confirm that the receipt was emailed. The VAT invoice is in the payment's details in Admin > Payments.
• A payment recorded on a tab cannot be removed or refunded in Naayya yet. Check the amount before you select Record payment.
• A sales point with an open tab cannot be archived, and Sales points cannot be switched off while a tab is open. Close or cancel the tab first.
• Tabs are on web POS. The Naayya POS app does not have them yet.

Common issues#

I cannot complete checkout#

Check that the required customer and item are selected, then check whether your role can manage POS. A role may allow you to view POS without completing checkouts.

POS says to open a shift#

The sales point in Selling at has no open shift. A colleague may have closed it on another computer. Select Open shift, enter the cash in the drawer and charge the sale again. Nothing was charged or recorded by the refused attempt.

The New sale window on a customer's page, a guest's page or a class list says the same when this computer sells at that sales point. Open the shift in Point of Sale, then charge again.

Closing a shift says a sale is still being recorded#

A colleague is finishing a sale at this sales point, such as a pass for a guest or a gift card. Wait a moment and select Close shift again. Your count stays in the window. If a sale was interrupted, for example by a lost connection, POS can ask you to wait up to 5 minutes; check Payments for that sale before you ring it up again.

An intro product is blocked for this customer#

The customer may have already bought the same once-per-customer product, or an intro offer that makes them ineligible. Review the customer's purchase history. If the previous purchase was fully refunded, try the normal checkout again. If it still blocks, ask your business owner or support team for the approved next step.

A discount is refused#

The message says what to change. Staff other than owners and managers can only give a discount up to the business's limit, and at a limit of 0 only owners and managers can give discounts. Ask an owner or manager for a larger discount, or to change the limit under Point of Sale > Settings.

Card payments say the payment terminal isn't configured#

When you set up card payments in the Naayya POS app, or take a card payment, POS can stop with The payment terminal isn't configured. Ask an administrator for help. One cause is a missing State. Card payments need a State on your location when your business's billing address is in Italy, Spain, Mexico, the United States, Canada or Australia.

Naayya uses the State of your main location, or of another active physical location if the main one has none. A location in a different country than your billing address is not used.

Only owners and managers can edit a location. To add the State:

1. Go to Admin > Settings > Locations.
2. Find the location, open its More actions menu, and select Edit.
3. In the Address section, select Edit details. If the location has no address yet, search for its address first.
4. Enter the State. In Italy, enter the province, such as MI, not the region: a region such as Lombardia is not accepted.
5. Click Save Changes, then set up card payments in the POS app again.

A State that is not a real state or province of the country is not accepted the next time you set up card payments, so check what you entered.

The POS app shows the same message when Stripe is not connected. If the State is already correct, or your billing address is in another country, check that Stripe is connected under Get Paid.

POS says the card terminal is not available#

That card terminal is not available here any more means the terminal you chose was moved, switched off or disconnected in Admin > Settings > Hardware after POS loaded. Nothing was recorded. POS reads the terminals again: choose the terminal that took the payment and charge again.

Wallet is not offered#

Wallet appears only for a shop item, or a cart of shop items, sold to a customer with a Naayya account. A walk-in or guest customer cannot pay from a wallet. Choose another payment method.

The product is not visible#

Check that Products › In person is ticked in Admin > Settings > Offerings, and that the product is active and available for sale. A retail product with Track stock on needs enough stock. With Track stock off, web POS can sell it without counted stock; choose a size or colour if the product has variants. Sold online can be off without hiding an active product from web POS. Change these settings under Selling in Admin > Products > Edit details. See Creating Physical Products.

If you chose a sales point in Selling at, the Retail tab lists only what that sales point sells. A product that is missing there, or shown as Unavailable, is set that way for the sales point. An owner or manager changes it in Manage sales points.

POS says an item is not sold at this sales point#

The cart holds a product the sales point in Selling at does not sell, or has marked unavailable. This happens when the cart was filled before the sales point was chosen, or the product was changed for the sales point a moment ago. Remove the item and charge again. Nothing was charged or recorded.

The customer is not visible#

Search by email or name. If the person is new, select Add Walk-in Customer and enter the required details. Remember that a customer is required for class bookings, packs, memberships, and gift cards; a retail walk-in sale can be completed without one.

Related articles#

• Payments
• Record Offline Payments
• Customer Details
• Product Types Overview