Using the Retail POS (X-Series) sell screen

This article covers everything you need to know about opening and closing your store in Retail POS and how to make sales throughout the day.

The sell screen can be used to process sales in Retail POS on desktop and iPad. For steps on using the sell screen to perform sales, select the platform that you are using from the tabs below:

Desktop iPad

Using the sell screen on desktop

This article includes three sections:

Accessing the Retail POS sell screen

To access the Retail POS sell screen:

1. Log in using your existing Retail POS username and password.

2. Select Sell from the left-hand side menu 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 the user, click the username in the top right and choose Switch user.


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.

Processing sales with the Retail POS sell screen

Adding a product to the sale

There are three ways to add products to a sale on the Retail POS sell screen: using Quick keys, searching, and using a barcode (SKU).

1. Adding a product using Quick keys

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

2. Search for your product

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

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



  Tips for searching

- Search term can be any part of a word, for example, "shirt" will return the "long sleeved shirt" product.

- The product search will return a max of 30 results. If you cannot see the product or customer try to refine your search criteria further.

- The search function will return both master products and products with variants.

- If you have many products with similar names, you may find using a barcode a more efficient option.



3. 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.


If you have duplicate SKUs 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 have added to a sale

Removing a product from the sale

If you have made a mistake, click the trashcan icon by the product name. Clicking the trashcan icon 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 from the sell screen. Click the product name on the sale list and navigate to Show inventory & details.


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

Changing the quantity of the product allows you to add more of the same item to the sale. 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 are applied correctly.

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



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

Discounting a product

When processing a sale, 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.


The Retail POS tax model does NOT support manufacturer-issued coupons, which require tax to be calculated on the before-coupon-discount-applied price. Tax in Retail POS is calculated after the discount is applied.

Apply a discount to the entire sale

When processing a sale, 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 with a particular product.

You can choose to apply:

  • A percentage discount
  • An amount

Follow these steps to apply a discount to the entire sale:

  • Add all items to the sale
  • At the bottom of the sale, click on the Discount option; here you can select 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

On the sell screen, 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 a sale)

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 these steps:

1. Ring up the sale as normal.

2. Choose Park sale from the top right.


3. Your sale will then be parked.


Before clicking Park sale 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?

When 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

The 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 trashcan icon against any of the taxes you wish to remove and complete the sale when you are done.



Once you have removed the tax from a sale you will not be able to add it back to the sale.

Discard the sale (start over)

When you no longer wish to proceed with a sale and want to start again, you can discard the sale. 

If you have not yet taken payment, click More actions at the top of the payment box and select Discard sale. This will discard the unwanted sale and not be recorded in the Sales history.

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

If you have accidentally continued the wrong layby, or on account sale, from the Sales history you can use Discard sale to exit. The sale will not be deleted, and you can go back to it at any time.


Adding a customer to the sale

To add a customer to the sale, follow these steps:

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


2. A drop-down matching the customer's name will appear. 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 sell screen. Just hit Add [X] as a new customer, and Retail POS will open a window for you so you can add the customer's details.

To learn more about creating new customers and managing existing customers in Retail POS for Mac or PC, check out this article.

Taking payments 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).


To take a cash payment, click Cash. This will prompt you to enter the exact amount that the customer has provided to complete the sale. This will prompt you to choose the amount that the customer is giving for payment. If change is due, you will be told how much to give them from the till. You can also use the quick cash options to select the suggested payment amounts or use the input box to enter an exact amount. 



Split payments

You can accept multiple/split payment types for the same sale. The different payments will be reflected in the Sale summary of the Pay screen. To process a split payment, type the first amount that the customer wants to pay next to Amount to pay, and choose the relevant payment button (eg. Cash). Once this payment has been processed, the remaining balance of the sale will be adjusted, and you will be able to pay this off with another payment type (eg. Credit card).


Card payments

If the customer is paying by credit card, you will be able to complete the sale by selecting an integrated payment type. For more information on payment types available with Retail POS click here.

Integrated card payments:

If you have not yet set up your payment terminal, find your terminal here to learn how.

To process a sale using an integrated card payment on the sell screen, **follow the steps below: **

  • Add the items to the sale, and click the Pay button.
  • Choose your 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.
  • Your customer can then tap, swipe, or insert their card to complete payment. 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.
  • Retail POS will show you whether the transaction is accepted or declined.
  • Retail POS will then print a copy of the receipt for you and your customer.

Gift card payments

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

Loyalty payments


If you have not set up 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.


If you want to check the Loyalty balance of this customer before processing the sale, search for the existing customer and click on their name. The customer should now appear in the Checkout section, click on their name 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 Retail POS 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 credit and to use them as a method of payment, click the link here.

Issuing customer receipts

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 or emailed receipt. You also have the option of printing a Gift receipt for your customer if they wish to purchase something as a gift.

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 of the receipt before completing the sale, by clicking Print

If you have more than one receipt template set up, you can click Other... to choose to print from another receipt template:


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 and ensure you're on the All tab at the top left.


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

4. Click on the sale 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 first open the template choices box (if multiple receipt templates are enabled), and then 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 Retail POS has their email address, this will automatically be filled in.) 

If you have multiple receipt templates set up in your store, you can click the drop-down menu next to your default receipt template to choose another template for the emailed receipt. 


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 sonfirmation 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 and ensure you're on the All tab at the top left.


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

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

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


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


Gift 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 these steps:

1. Add products and click Pay as normal.

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

3. Before clicking Complete sale, select the Gift receipt button.


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


Gift receipts are not customizable.

5. After you've printed the gift receipt, click Complete sale 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 and ensure you're on the All tab at the top left.


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

3. Click on the sale to expand the sale information.

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


Return a sale


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 you begin, it is important to note that you may only complete a return on fully paid sales (including fully paid On Account and Layby sales) and not on open On Account or Layby 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.


Click on the Process return tab then search for the receipt number of the sale.

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



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.


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 trashcan icon next to any items your customer is not returning.


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


If you are returning a Worldpay, Tyro, or iZettle sale, please make sure you choose the right payment type and follow the instructions on Retail POS and your payment terminal screen.


Does your customer want 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:


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

Creating On account sales

On account sales are sales are used to track product purchases that the customer intends to pay off at a later date.


  • Check with the store manager to make sure your store offers on account sales to every customer, or if approval is required.
  • Each account sale is a separate invoice the customer will need to pay. If you'd like to add a sale to an existing invoice, you'll need to find and open this On account sale again. Do not do this if your store uses the Xero integration.

To place a sale On account:

  • Ensure the customer is added to the sale.
  • Click Pay.
  • Click On account.
  • Click Complete sale.
  • Issue the customer a receipt.


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.

Opening an On account sale:

1. Go to Sell > Sales history.

2. Find the On Account sale and click on it.

3. Select the Continue sale button. The sale will then open on your sell screen.

Creating Layby (Layaway) sales


  • 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 when switching from On account 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.


Creating an In store order

In store orders are useful for a number of reasons. Product(s) may be out-of-stock at the time a customer is in store, or they may not be ready to receive the product(s) and want to have them delivered or pick up later.

Instead of turning the customer away, you can process and record the sale as unfulfilled, and fulfill it later.

To create an In store order:
1. Add the products and customer to the sale.
2. Click More actions.


3. Select Mark as unfulfilled.
Select Delivery or Pickup and follow the prompts to add order details.
5. Click Pay.
6. Select the customer's preferred payment type.
7. Process the payment as normal. If the customer is making a partial payment, Click Save sale.
Click Complete sale.

The In store order is recorded and managed in the Sales history. For more information on In store orders, refer to our In store order fulfillment guide.

Closing for the day

Once you have completed all your sales for the day, you will need to close the register for your store.

To close your register, follow the steps below:

1. Complete your card processing terminal's end-of-day process to get the sum of takings for that day.

2. Go to Sell > Open/Close from the side menu.close_register.png

3. 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.

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


5. Confirm these amounts and add an optional register closure note if you like.

6. Click Close register.


You may now 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 printout on 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 Retail POS cash management enabled.


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

Did this answer your question?
Have more questions? Contact us so that we can help you out.