Vend's Sell Screen on Mac and PC


Latest update: - Nat Dudley

Before you begin

Before getting started, there are a few important points worth noting:

  • Vend for Mac or PC only supports Tyro (available in AUS) and Vantiv (available in the US) integrated payment methods. If you are currently running a different integrated payment method and would like to use Vend on your Mac or PC, we suggest you run your payment terminal non-integrated.

The article below covers everything you need to know about opening and closing your store in Vend and how to making sales throughout the day.

It includes 4 main sections:

Accessing Vend's Sell Screen

To access Vend's Sell Screen:

1. Login using your existing Vend username and password.

2. Select Sell from followed by Sell again from the popout menu. Once here you will need to open your register.

3. If you have more than one register you will be asked to select which one you would like to open.

If you have already accessed the Sell Screen & a register is already opened, we will automatically load that register. If you need to select a different register, you will need to reset data.

Your register will now be open, ready for the day's trading.

Check you are logged in as the correct user

For many retailers, knowing who has processed a sale is important for reporting, commissions, and auditing. Before making a sale, check the top right-hand corner of the screen to see which user is logged in.

To manually change user, click the username in the top right and choose 'Switch User'.

Tip: Automatically prompt for the next user: You can help to ensure you are using the correct user by turning on the 'Select user for next sale' setting. This can be turned on or off for each register in your store and will have to be done in current Vend at this stage.


Using gift cards with Vend

Vend's new gift card feature allows your customers to buy and redeem gift cards in your store. It is built specifically for register and is super easy to get setup and running! To learn more about Vend gift cards and how to start using them with Vend, click this link here.

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Processing sales with Vend's Sell Screen

Adding a product to the sale

There are three ways to add products to a sale in Vend's Sell Screen; searching, scanning and using quick keys.

Adding a product using quick keys

If you have already setup a quick keys template in Vend, quick keys can be the easiest way to add products to a sale. To add a product using a quick key, locate the product quick key and click it. This will immediately add the corresponding product(s) to the sale. If you have not set up quick keys yet but would like to find out how click here to learn more!

Search for your product

The search bar enables you to search quickly for your product by name, handle, or SKU.

By default, your cursor will be in the search field, so you can just start typing.

Tips for searching:

  • Search term can be any part of a word, for example 'coke' will return the 'can of coke' product.
  • The customer and product search will return a max of 10 results if you cannot see the product or customer try to refine your search criteria further.

The search function will now only return master products. Products with variants will appear with a small icon next to them:

By clicking on this product, you will be able to open up the variant picker and choose the variant you wish to sell. Alternatively, you can search for the SKU of a variant product which will bring you directly to the variant product you are looking for.

If you have got many products with similar names, you may find barcoding a more efficient option.

Scanning or typing a barcode (SKU)

When you scan a barcode, the item will automatically be added to the screen. You do not need to click anywhere first before bringing up a product through scanning.

Important: If you have duplicate SKU's or have given two or more products the same SKU, an error message will be generated prompting you to search the product by name. To fix this from happening in the future, search for the SKU on your product page to identify and fix any duplicates.


Managing products you've added to a sale

Removing a product from the sale

If you have made a mistake, simply click the red 'x' by the product name. Clicking the red 'x' will remove the product from the sale.

View product information

If you wish to view further information on a product you have just added to a sale you can do this right from the sell screen.

to do this click the product name in the sale list and navigate to 'View product information'.

This is useful if you want to see the description of the product or certain information like the stock levels. You will be able to see the stock level in all of your outlets, making it easy to check if an item is in stock in another store.

Changing the quantity

There are two ways to add more of the same item to the sale. The first is to scan or search for the product again.

The second is to edit the quantity. This is best practice, so it is a good idea to get into the habit of doing it this way. This ensures that any discounts apply to ALL the items and that price books with quantity-based discounts apply correctly.

Important: If you have disallowed cashiers from processing discounts they will be unable to apply a negative quantity to an item.

To edit the quantity, click on a product in the sale and type in the new quantity.

Discounting a product

ImportantIf you have disallowed cashiers from providing discounts, this option will be blocked for cashiers in Register.

Sometimes, you may need to discount a product you have added to the sale.

You can choose to discount a product by a percentage, or by reducing the unit price. This is called a 'line-item discount'.

To perform a line-item discount, click on a product in the sale. In the discount (%) field, type in the percentage you would like to discount by:

Alternatively, alter the unit price from the 'price' field.

When reports are run, these discounts are recorded and associated with each product.

Important: Vend's tax model does NOT support manufacturer-issued coupons, which require tax to be calculated on the before-coupon-discount-applied price. Tax in Vend is calculated after the discount is applied.


Apply a discount to the entire sale

If you have disallowed cashiers from providing refunds in current Vend this option will be blocked for cashiers in Register.

Sometimes, you may want to discount the entire sale. This is often used for a staff discount, for example, or when you do not want to associate the discount to a particular product.

You can choose to apply:

  • a percentage discount
  • an amount

Important: Vend's tax model does NOT support manufacturer-issued coupons, which require tax to be calculated on the before-coupon-discount-applied price. Tax in Vend is calculated after the discount is applied.

To apply a sale-wide discount:

  • Add all items to the sale
  • At the bottom of the sale you will see the 'discount' option, here you can select between a percentage discount or unit price discount:

If you apply a percentage discount, the discount will apply to all current and future line items in the sale. If you apply a dollar amount discount, then the discount total will remain the same even after you add new products.


Add a note to the sale

In Register, notes can be added to individual products as well as the entire sale.

To add a sale note, input your text into the sale note field.

To add a line item note, click on a product in the sale and fill out the note field below.


Put a sale on hold (park)

Parked sales can be super useful when customers need you to hold their purchase while they get more items or fetch their wallet, for example. They enable you to clear the sale from your Sell screen to keep trading and retrieve it when the customer returns to the store. To process a Parked sale, follow the steps below:

  1. Ring up the sale as normal.

  2. Choose Park Sale from the top right.

  1. Your sale will then be parked

Tip: Before clicking park you may want to add a note to the sale first

Parked Sales and Register Closures

Parked sales are not included in register closures. Your sale will only record under your register closure after the sale is completed (fully paid off or put onto on account or lay-by.)

How does this work in practice?

A customer's sale is parked today, and the customer comes in tomorrow to receive and pay for their items. The purchase and the payment will both be included in tomorrow’s Register closure.


Removing tax from a sale

Register's sell screen allows you to remove taxes from a sale if required. To do this, follow the steps below:

  1. Add the products you want to sell to the sell screen.

  2. Navigate to the bottom of the screen and click on 'Tax'. This will display a list of all taxes in the sale and the value of each of these taxes.

  3. Click on the 'trash can' icon against any of the taxes you wish to remove and complete the sale when you are done.

Important: Once you have remove tax from a sale you will not be able to add it back.


Dismiss the sale/start over

Sometimes, a customer may change their mind mid-way through the sale. In this case, you need to cancel the sale or start over. If you have not yet taken payment, click the Dismiss Sale button to clear it out.

If you've already taken a payment you will need to complete the sale and issue return using the standard return function.

If you have accidentally continued the wrong layby or on account sale, you can use the Dismiss Sale button to exit. The sale won’t be deleted, and you can go back to it at any time.

Adding a customer to the sale

To record a customer on a sale, follow the steps below:

1. In the search box, type the customer's name, phone number, email, company or customer code.

2. A drop-down will show matching customer names. You can keep typing more letters until the results are filtered enough to find your customer.

3. If your customer is not found, you can add the customer without leaving the sale screen. Just hit 'create new customer', and Vend will open a window for you so you can add the customer.

To learn more about creating new customers and managing existing customers from Register, click this article here.


Take payment for the sale

Once you have added all your items, you are ready to take payment for the sale.

Click the 'pay' button. You will be taken to the payment screen where you will find a variety of payment type buttons (determined by what the store owner has chosen).

If the customer is paying cash, you can type in the cash amount tendered. Vend will tell you how much change you need to issue.

Important: Vend does not support rounding for cash payments and change. These amounts will be accounted for in your register closure payment discrepancies.

Multiple payments/Split payments

You can take multiple payments on the same sale - just type the amount the customer wants to pay, and choose the payment button. Once it is processed, the remaining balance of the sale will be adjusted, and you will be able to apply the next payment.

Card payments

Currently, Vend for Mac or PC supports Vantiv, Tyro and non-integrated card payments.

Your payment types will carry across from your current Vend sell screen, so you will not need to set them up again in Register.

Standard (Non-integrated) payments:

To complete a standard, non-integrated payment:

  • Click the pay button
  • In your card terminal, type in the payment amount.
  • Your customer will complete the transaction (either by entering their PIN or by signing the receipt the terminal prints.)
  • Once the transaction is approved by the card terminal, click the appropriate payment type button in Vend to close the sale.

Tyro Payments:

If you have not yet setup Tyro Payments, click here to learn how.

To take a Tyro payment on Register:

  • Add the items to the sale, and click the Pay button.
  • Choose the Tyro payment type.
  • A payment window will appear, which will prompt you to swipe the customer's card in the terminal.
  • Follow the prompts that appear on the payment terminal screen.
  • If the customer chooses to sign for their payment, a receipt will be printed for them to sign, and you will need to confirm the signature is correct.
  • Vend will then print a copy of the receipt for you and your customer.

Vantiv Integrated payments:

If you have not yet setup Vantiv Integrated payments, click here to learn how.

To take a Vantiv payment on Register:

  • Add the items to the sale, and click the Pay button.
  • Choose the Vantiv Integrated payment type.
  • Vend will show a 'Waiting for card swipe' window.
  • The Vantiv payment terminal will show the amount to pay.
  • Your customer can then tap, swipe, or insert their card to complete payment.
  • Vend will show you whether the transaction is accepted or declined.

Gift card payments

If you have gift cards enabled, and the customer wishes to purchase using a gift card, you can process the sale by clicking Pay and selecting the gift card payment type. For more information on how this redemption process works, check out this article here.

Loyalty payments

If you have not yet setup Loyalty in your store, click here to learn how.

Customers can pay with loyalty if you have loyalty enabled in your store. To process a payment using loyalty, add products to the sell screen and add the customer who wants to redeem their loyalty.

Tip: If you want to check the loyalty balance of this customer before processing the sale, search for an existing customer and click on their name. The customer should now appear in the checkout section, click their name here to view their loyalty balance.

Next, click pay. You can use loyalty to pay for the sale in full or use it as a partial payment. To pay for the sale in full, click the Loyalty button below.

To pay for some of the sale using loyalty, adjust the amount tendered to the amount of Loyalty the customer wishes to redeem, click the loyalty button below and pay off the rest using cash or card payments.

If the customer is new, you can add them to your customer database and enable loyalty for them right from the sell screen. Just click 'create new customer', and Vend will open a window for you so you can add the customer's details and tick loyalty on or off. Your customer will now be all set up to earn loyalty!

Redeeming Store Credit:

If a customer has store credit, they can redeem this store credit to pay for part or all of a sale. To learn more about how to set up store credits and to use it as a method of payment, click the link here.

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Give the customer a receipt

Depending on your store settings, once the sale is completed, you will be prompted to provide the customer with a receipt. This may be either a printed receipt or an emailed receipt.

Printed receipts

If the current register you are using is set up to print receipts, they will automatically be printed after taking payment and hitting the 'Complete Sale' button.

You can also print off a copy before completing the sale by clicking 'Print Receipt.'

Printing turned off or receipt failed to print?

If your store does not have receipt printing turned on, receipts will not print automatically after hitting 'Complete Sale'. You can still print a receipt manually from the sale confirmation screen.

If you need to print a receipt from a historic sale:

1. Open the Sales History tab from the side menu.

2. Select the 'All Sales' tab along the top.

3. Locate the sale you wish to print the receipt for.

4. Hover over the sale line and click to expand the sale information.

5. Once here, you'll see an expanded view of the sale. On the right of this expanded view is a print receipt button. Clicking this button will bring up the print preview screen from where you can print out your receipt.


Gift card receipts

You can also print off a gift receipt if your customer is purchasing your products as a gift for someone else. The gift receipt is a simplified version of the standard receipt that does not include any payment or loyalty information.

To print out a gift receipt directly after a sale follow the steps below:

1. Add products and click pay as normal.

2. After taking payment for the sale, you will be taken the 'Payment Complete' page.

3. Before clicking 'Done', select the 'Gift Receipt' button.

4. This will take you to the print preview screen where you can print the gift receipt.

Note: Gift receipts are not customisable.

5. After you've printed the gift receipt, click 'Done' to complete the sale and print off a standard customer receipt.

If you need to print a gift receipt from a historic sale:

1. Open the Sales History tab from the side menu.

2. Select the 'All Sales' tab along the top.

3. Locate the sale you wish to print the receipt for.

4. Hover over the sale line and click to expand the sale information.

5. Once here, you'll see an expanded view of the sale. On the right of this expanded view is a print receipt button. Clicking this button will bring up the print preview screen from where you can print out your receipt.


Email receipts

If your store has email receipts enabled, you will be prompted to enter the customer's email address (If you have already added a customer to the sale, and Vend has their email address, this will automatically be filled in.)

The receipt will automatically be sent out upon completion of the sale.

If you do not wish to email a receipt to a customer, you can remove their email from the 'Sale Confirmation' screen before hitting the 'Complete Sale' button.

Email receipts turned off?

You can still email a receipt to a customer, even if it is turned off by default.

1. Open the Sales History tab from the side menu.

2. Select 'All Sales' along the top.

3. Locate the sale you wish to print the receipt for.

4. Hover over the sale line and click to expand the sale information.

5. Once here, you'll see an expanded view of the sale. On the right of this expanded view is an email receipt button.

6. Click the email receipt button and enter the customer's email in the popup box that appears.


Viewing sale details

In Register, you can see more detailed information about every sale you make.

To find these details head to the Sales History tab and locate the sale you would like to view more detail on. Once located, hover over the sale line and click. This will expand the sale, revealing a line item breakdown of the products and payments involved in this sale as well as options to return or continue this sale and to email or print the receipt.

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Return a Sale

Tip: Different retail stores have different rules about what items can and cannot be returned. It is useful to check in with your supervisor about this before processing any returns.

Before beginning, it is important to note that you may only complete a return on fully paid sales (including fully paid account and layaway sales) and not on open on account or layaway sales OR existing return transactions.

To process a return:

1. Navigate to the Sales History tab and find the sale you would like to return.

Tip: Click on the process returns tab then search for the receipt number of the sale.

2. Once the sale is located, click the reverse arrow to begin the return.

Important: If you have disallowed cashiers from processing discounts in your store, they will also be unable to process returns. If a cashier user is unable to process returns in your store this reverse arrow will be greyed out and unclickable.

If a customer is not attached to the original sale, you will be asked to add a customer to the return here. You can skip this if you do not wish to add a customer to this return.

This sale will now appear in the Checkout section of your sale screen. The item(s) involved in this sale will now be listed as a negative value, indicating that they will be returned.

Note: Return items cannot have their price adjusted.

At this stage in the process, you may need to remove any products that the customer is not returning. To do this click on the 'X' next to any items, your customer is not returning.

Once you are happy with how everything looks, click the return button below and choose the payment type you wish to process the return with.

Important: If you are returning a Vantiv or Tyro sale, please make sure you choose the right payment type and follow the instructions on Vend and your payment terminal screen.

Does your customer wants to exchange their item for something else?

No problem! Add any products the customer wishes to exchange to the sell screen:

Then click the red 'Exchange' button below:

Note: Exchanges cannot be settled using Layby or On Account methods.


Issuing Store Credit as part of a Return:

You are also able to issue store credit to your customers as part of a return. To learn more about how to do this, check out this article here * * * ​

Creating On Account Sales

To place a sale on account:

  • Ensure the customer is added to the sale
  • Click 'pay.'
  • Click 'On Account.'
  • Issue the customer a receipt.

Tip: You can take a regular payment before placing the item on account.

The sale will be shifted to on-account status, and the customer will have a 'balance-owing' recorded against their name. Each time that customer is added to a sale, you will be able to see any outstanding balance on their account. Once the balance reaches 0, the sale will be closed.

Xero customers: Account sales will create an accounts receivable invoice in Xero. You can read more about account sales and Xero here..


Creating Layaway and Layby Sales

Important:

  • Layby Sales have some restrictions if you are using the Xero integration. If you rely on product quantities posted to Xero via Register Closures, we do NOT recommend using laybys.
  • Once a sale is placed on layby it cannot be switched to on account, the same applies for on accounts to laybys.

To place a sale on layby:

  • Ensure the customer is added to the sale
  • Click 'pay.'
  • Type in deposit amount and choose the payment type
  • Click 'Layby' to put the remaining balance on a layby sale.
  • Issue the customer a receipt.


Open an existing sale

There are three types of sales that you might need to find and open:

  • Parked Sales
  • Account Sales
  • Layby Sales

Retrieve a parked sale

1. Click 'Sales History' from the side menu.

2.  In the 'Sales History' screen, choose the 'Continue Sales' tab along the top

3. Next, Select 'Parked' from the 'Status' drop-down and click the search button. This will filter your list of sales by Parked only.

4. Locate your sale from the list of parked sales below and click the continue sale icon.

5. The sale will load to the sell screen where you can continue processing it as normal.

Retrieve an account sale

Important: You will not be able to remove items from an account sale or cancel an account sale in progress. If you are using the Xero integration, it is also important to not add additional items to an existing sale, as the invoice in Xero will not be updated.

To retrieve an account sale:

1. Click 'Sales History' from the side menu.

2.  In the 'Sales History' screen, choose the 'Continue Sales' tab along the top

3. Next, Select 'On Account' from the 'Status' drop-down and click the search button. This will filter your list of sales by On Account only.

4. Locate your sale from the list of On Account sales below and click the continue sale icon.

5. The sale will load, and you can then take a payment by clicking the 'Pay' button.

If the customer is not paying the sale off entirely, take the payment and click the 'On Account' button to put the sale back onto account.

Issue the customer with an updated receipt for their sale.


Retrieve a layby sale

To retrieve a layby sale:

1. Click 'Sales History' from the side menu.

2.  In the 'Sales History' screen, choose the 'Continue Sales' tab along the top

3. Next, Select 'Layby' from the 'Status' drop-down and click the search button. This will filter your list of sales by layby only.

4. Locate your sale from the list of layby sales below and click the continue sale icon.

5. The sale will load, and you can then take a payment by clicking the 'Pay' button.

If the customer is paying off the sale entirely, you will need to give them the items in the layby and a final, updated receipt.

If the customer is not paying off the sale entirely, click the 'layby' button to put the remaining balance back onto layby.

Cancel a layby sale

Sometimes, a customer might need to cancel their layby sale.

To cancel the sale:

  • Retrieve the layby sale
  • Add each item to the sale again, but change the quantity to a negative amount to cancel out the original item. This also returns the item to your inventory in Vend.
  • Press 'pay'. You will be prompted to refund the customer the amount they paid.
  • This will close the sale. Don't forget to return the items to the shop floor to be sold again!

Close your register

If you are not using Vend's Cash Management:

  • Select 'Close Register' from the side menu.
  • Complete your card processing terminal's end of day process to get the sum of takings for that day
  • Count up all the cash in the cash drawer.
  • In Vend, click 'Close Register'.
  • In the 'Counted' fields, record the amounts you have counted for each payment type.
  • (Optional) Add a 'register closure note' if you wish to add any comments about the day's sales.
  • Click 'Close Register'.

Your register is now closed.

If you are using Vend's Cash Management:

  • Complete your card processing terminal's end of day process to get the sum of takings for that day.
  • Select 'Open/Close' from the side menu.
  • This will take you to the register closure screen. In here, you will need to enter the day's counted cash (including your float) against the expected cash in your cash drawer.

  • Next, confirm the rest of the day's payments (such as credit card payments) below.

  • Confirm these amounts and add an optional note if you like.

Lastly, review your expected and counted totals for today's payments and view a breakdown of all of the day's cash movements.

Print your last register closure summary

Once you have closed your register, you will have the option to print out this register closure's summary. You may choose to print this summary out if you want to keep a physical record of your closures, benchmark store performance between outlets or to include a print out in your end of day cash bag.

The register closure summary will include the current user, outlet name, register name, closure number and the opening and closing times of the register. For each payment type, it will show the payment type name as well as the expected and counted amounts for each payment type.

The summary will also include a register closure note if you chose to include one when closing the register and cash movements if you have Vend's cash management enabled.

Important: If you open your register you will not be able to print your last summary. Only when the register is closed, can you print out the last summary.


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