Cashiers Guide to Vend Register on iPad


Latest update: - Mikey Jarvis

Cashiers Guide to Vend Register on iPad

This guide is designed to help cashiers learn the daily proccesses around selling in the Vend Register iPad app.

  1. Meet the sell screen
  2. Adding products to the sale
  3. Adjusting product quantities
  4. Line-item discounting
  5. Other item management options
  6. Removing tax and discounting the entire sale
  7. Adding a note to the sale
  8. Adding a customer to the sale
  9. Putting a sale on hold (Parking)
  10. Voiding sales
  11. Accepting payment from your sale
  12. Sale confirmation screen
  13. Receipt handling
  14. Making on account sales
  15. Making layby/layaway sales
  16. Selling and redeeming gift cards
  17. Cash Management
  18. Viewing your sales history
  19. Returns and exchanges
  20. Closing the Register
  21. Exiting the store
  22. Opening the register

Meet the Sell Screen

This is the Vend Register app sell screen. You'll be spending most of your time with Vend here so let's familiarise ourselves!

Check out the screenshot below to learn all the ins and outs of the sell screen.

1. The Menu button: Tap this to access your sales history, close your register and change your settings.

2. Quick keys: These are used to quickly add products to a sale at the push of a button.

3. The search button (magnifying glass): Here you can search for products or customers and add them to your sale.

4.Arrow Dropdown: Clicking this arrow will give you sale-related options such as voiding and parking sales.

5. Customer information: This is where a customer will appear if you've added them to a sale. Tapping the customer will reveal more information.

6. Line Item Quantity: Tapping here will allow you to edit the amount of any one item that you're selling.

7. Line Item Price: Here, you can manually increase or decrease the price of a selected item.

8. Line Item Discount: Clicking here lets you apply a price or percentage discount on a per-item basis.

9. Line Item Note: Add a line item note.

10. Trash can: Don't want this item in your sale anymore? No problem, tap the icon to remove the item for the sale.

11. Tax: Click here to remove taxes from the sale if required.

12. Sale Discount: Use this to add sale wide discounts.


Adding products to the sale

Now that we've gotten familiar with the sell screen, lets dive in and make some sales! First off, we'll want to add some products to the sale.

There are three ways to add a product to the sell screen on the Vend Register app.

  • Tapping the Quick Key
  • Scanning the product barcode
  • Clicking the magnifying glass and searching for the item

Tapping the Quick key

Click on the product to add it to the sale. If the product has variants, you'll need to pick which version of the product you're adding.

once you've selected the product or product variant, it will be automatically added to the sale.

Scanning the product barcode

Grab your scanner and scan the customer's item(s). This will automatically add the item(s) to the sale.

Product not showing up when scanned? If the product isn't automatically adding to the sell screen, try and add it manually using the step below.

Searching for the item

To search for an item, tap the magnifying glass in the top right corner and begin typing in the product's name, handle, SKU or attached tag.

Tip: The search will also show customers, so if you want to filter your results to only show products, click the box icon in the top right corner.


Adjusting product quantities

If your customer wants to buy more than one of a certain item you can increase the product quantity.

There's two easy ways to do this:

  1. Re-add the product by repeating one of the steps above
  2. Change the quantity by editing the sale item

To edit the quantity, tap the item in the 'sale' panel. This will allow you to edit it.

tap the 'QTY' option, and a popup will open. This will enable you to either type, or use the + sign, to change the quantity.

quantity increase


Line-Item Discounting

There a couple of ways to discount products in Vend. Which method you'll choose will depend on how many items you are discounting and what type of sales you're running. The method below demostrates how to perform a line item discount.

If sale wide discounts are what you're after click here

Note: Not all stores will be setup to allow cashiers to give discounts. Check up with your manager to see if your store has cashier discounting enabled.

  • Adding a line-item discount: Line item discounts are useful when you want to discount certain products of the sale without affecting others. You would use discounts like this if you were running promotions or sales on certain products only.

Item looks like it's already on sale? Ask your manager if a pricebook has been applied already. Pricebooks allow you to bulk apply discounts to certain products and time periods. If you are running a scheduled sale, it may be the case that one of these is active already.

To apply a line-item discount, tap on the item you wish to discount and select "Discount".

product discount

If you'd like to apply a fixed amount discount (e.g. 2 dollars off) you can do this by tapping on "Price" underneath the product name.

Tip: It's always good to check that the discount has been applied correctly after this step, so that your customer isn't over or under charged.

Looking to do a sale wide discount? click here.


Other item management options

Adjusting product quantities and applying discounts are not the only line item edit you can perform on an item.

You are also able to add a note to the item, edit its price or remove the item form the sale entirely:

  • Adding a note - This feature can prove useful when selling customised orders. If a customer wishes to order a burger but hold the mayonaise, for example, you can make a note of this here.

line item note

  • Remove the item from the sale - Tapping the trash can icon will remove the product from the sale.

removing product by swiping left

  • Increasing or decreasing the item price This option can be used if the system price doesn't match the price on the label.

change price of product


Removing tax and discounting the entire sale

Once you've added all your items to the sale, you can also:

  • Remove tax: To do this, tap the tax amount and remove all taxes from the sale.

remove tax

  • Add a discount to the overall sale: It's also possible to add sale wide discounts. These are often used when you a running a store wide sale. To add a discount to the overall sale, head to the botton of the sale and tap "add discount" just above "total".

discount the whole sale

Choose whether you'd like to issue a fixed amount discount (e.g. 2 dollars off) or a percentage discount (e.g. 10% off) for the sale.

Tip: It's always good to check that the discount has been applied correctly after this step, so that your customer isn't over or under charged.


Adding a note to the sale

In addition to adding a note to a particular product, you can also add a note to the entire sale.

arrow menu top left

To add a note, click the menu arrow in the top right corner. Choose "Add sale note". Type the note you want to add to the sale, and click "Save note".

add note to whole sale

The note will then appear at the top of the sale.

To edit or remove this note, tap the note at the top of the sale. Update your text, and click 'Save, or click 'Remove note' to remove the note from the sale.


Adding an existing customer to the sale

Last, but certainly not least, comes adding a customer. If you'd like to record the sale you've made against a customer's name, you can add this customer to the sale.

Finding the customer:

To find the customer, click the magnifying glass on the top right of the screen. Type in one of the customer's details, including:

  • Name (customer or company)
  • Customer code
  • Email address
  • Phone number
  • Twitter handle
  • Custom fields

customer search

Hint : If you'd like to filter the search results to only show customers, tap the person icon in the top right corner.

Can't find the customer? No problem! you can easily add them into the system. scroll down to the 'Add a new customer' section to find out more.

Add the customer to the sale:

Now that you've located the customer you were after, tap their name. This will add the customer to your sale. You'll see their name appear above the line items in the top right corner.

If you've picked the wrong customer, just search again and we'll automatically change it to the correct one.

added customer

Check (and update) their details

At this point it's a good idea to check the customer's details are correct. To do this, tap the customer's name again but this time from the sale screen. This will open a window displaying the customer's basic details.

You'll be able to view their name, contact details, and any outstanding balances. This includes account sales, laybys, and loyalty balances.

If there's any out of date info here, update it, and then tap 'Update customer' to return to the sale.


Adding a new customer

If the customer is new to your store, you can add them to your database. If you've searched for their name, there'll be an 'add customer' option at the bottom of the search list.

Otherwise, tap the arrow in the top right-hand corner.

Choose 'Add Customer'.

customer add

This will open the 'quick add' screen, where you can add:

  • First name
  • Last name
  • Mobile number
  • Email address
  • Select group

Once you've added the details, click 'Save Customer'. The window will close, and the customer will automatically be added to the sale.


Putting a sale on hold (Parking):

Sometimes, you might need to place a sale on hold. This is called 'parking' a sale. You can do this at any time up until you take payment on the sale.

Hint : We recommend adding a customer's name to your parked sale. This makes it easier to locate the sale when you want to continue it.

Tap the menu button in the top right-hand corner. Choose 'Park Sale'.

If you have note prompts turned on, you'll be asked to add a note. Add the note, and click 'Park Sale'

If you don't have note prompts turned on, you'll be asked to confirm you want to park the sale.


Voiding sales:

If you no longer want to complete the sale, click the menu arrow in the top right hand corner of the screen and select 'Void Sale'. This will void your sale and keep a record of it in your sales history.


Accepting payment for your sale:

Practices around accepting payments can differ from business to business. It's always good to clarify your store's practices with your supervisor before taking payments. The process normally goes something like this:

  1. create the sale by adding products.

  2. Tap the blue "Pay" button to open the payments window.

  3. select the applicable payment type.

Lets have a quick look at what things look like in the payments screen and what's worth knowing:

Amount tendered:

You'll notice in the payments window there is an 'amount tendered' field. Here you can overwrite the sales total, if the customer has tendered less or more. This allows you to accurately calculate change and also enables you to split payments.

Splitting payments can come in handy when the customer wishes to pay using more than one payment type (e.g part cash and part credit), or if they're splitting a bill.

Let's take a look at an example of where this would prove useful: In this particular example a customer has come in to purchase a $200 dollar dress but wants to pay half on cash and half on their credit card. To process this sale correctly, change the amount tendered to $100 and click on the cash payment type.

You should now see that the sale is left with an outstanding balance of $100. Process this sale by tapping your credit card payment type.

This will complete the sale and process the remaining $100 dollars as credit card.

Payment type:

Once you have confirmed the amount tendered is correct you can pick how you wish to process the customer's payment. By default you will have the choice between cash or credit card but it is likely that your store manager would have added more.

Cash:

To pay using cash, you can use the Quick Cash payment keys, or type the cash amount into the amount tendered field.

The app will tell you the amount of change you need to issue a customer, if required.

If you're using a cash drawer with your printer (this doesn't apply to handheld printers), this will cause the cash drawer to open.

Sometimes, you may need to open the cash drawer manually. This may be because you have given the customer incorrect change, or forgotten to place cash or a cheque in the cash drawer.

Cashiers are unable to open the cash drawer manually so you will need to ask your manager to do this for you.

Credit card/Eftpos:

If you are using a non-intergrated solution you'll need to process the sale manually using "Credit Card", "Eftpos" or related payment type and confirm that it has gone through correctly on the payment terminal.

Intergrated Payments:

If you are using an integrated card reader, such as Tyro, Smartpay or PayPal, you will need to confirm the payment was processed successfully on the Vend screen.

usage steps will differ depending on what payment solution your store uses so we recommend asking your supervisor about which payment method is used and the exact processing instructions for this method.

Paying with loyalty

If you're using Vend's loyalty program, customers can use their earned loyalty amounts to pay for all or part of a sale.

To pay using loyalty:

  • Make sure you have added the customer to the sale

  • Click 'Pay'.

  • For a partial payment, type the amount in the payment field. Otherwise,

  • Click the 'Loyalty' button.

  • The payment will process.

If you've made an error, you can click 'remove last payment' in the top left-hand corner of the sale confirmation screen. This will reverse the loyalty payment.


Sale confirmation screen:

Once you have chosen your payment type, you will be brought through to the sale confirmation screen.

If automatic receipt printing has been enabled for your store, a receipt will now be printed.

If automatic receipt printing is turned off, you'll see the option to print a receipt now.

You'll also have the option to email a receipt to the customer. If you'd like to email the receipt, just type the email address into the box and click send.

If you've made a mistake with this sale, you can tap the 'Undo payment' button in the top left-hand corner to return to the payment options.

Once you're finished, if you haven't been automatically returned to the sell screen, you can tap 'new sale' in the top right hand corner.


Receipt handling

Receipts should already be setup and ready to go for your register, so most of the time they should print automatically.

If you need to resend or reprint a receipt though, you can do this through the "Sales History".

Resending a receipt

  1. Tap the menu button on the top left of the screen and select "Sales History".
  2. Click on the sale you'd like to resend, this will expand the sale and show more details.

  1. Tap "Email Receipt"

  1. If the customer's email is not saved, enter the email address here and click send.

Reprinting a receipt

  1. Tap the menu button on the top left of the screen
  2. Click on the sale you'd like to reprint, this will expand the sale and show more details.

  1. Tap "Print Receipt"

Looking for an older sale? Try to filter by date or use the magnifying glass to in the top right to search for a sale by customer, user or receipt number.


Making on account sales

Using Vend Register, you can place sales onto account for your customers.

What are on account sales? On account sales are used to track product purchases that the customer intents to pay off at a later date.

Important :

  • Check with your manager to make sure your store offers 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 account sale again. Do not do this if your store uses the Xero integration.

To put a sale onto account:

  • Make sure you have added the customer to the sale.
  • Tap the 'Pay' button.
  • Choose 'On Account'.

If your store has note prompting turned on, you may be asked to leave a note now.

Opening an on account sale: To open an on account sale tap the menu button in the top left of the screen and open up the Sales History.

  • Tap the sale
  • Choose the 'Open Sale' button. The sale will open in your sell screen.

Making layby/layaway sales

If your store offers laybys or layaways to your customers, you can process these using Vend Register.

What are layby/layaway sales? A layby/layaway is a sale that allows you to take a deposit from a customer for a product, set that product aside, and let the customer pay it off at a later date.

Important :

  • Make sure you follow your store policy about deposits and layby terms and conditions.
  • It is important when performing laybys that the item is set aside and tagged with the customer's information to avoid it being accidentally resold.

To put a sale onto layby/layaway:

  • Make sure you have added the customer to the sale.
  • Click the 'Pay' button.
  • In the payment window, type the amount the customer is paying for their deposit and choose the applicable payment type.
  • Then, tap the 'Layby' button to put the remaining balance on layby.

Tip: Don't forget to give the customer a copy of your store's terms and conditions if required.

Opening a Layby sale: To open a layby sale tap the menu button in the top left of the screen and open up the Sales History.

  • Tap the sale
  • Choose the 'Open Sale' button. The sale will open in your sell screen.

Selling and redeeming gift cards

If your store has the gift cards feature enabled, you'll be able to sell gift cards to your customers and let them pay for sales via the gift cards redemption process

Sell a gift card:

To sell a gift card, go to the sell screen and bring up the gift card product in the search or click on the quick key for gift card if the store manager has created one.

Once you select the gift card product, a verification box will appear. This will prompt you to input or scan the unique code on your physical gift card and verify this number.

Note: If you scan in a gift card code that's already been activated you will receive a notification letting you know the current active balance of this card and an option to scan in a new code.

Once the code has been verified, enter the gift card value and click Add to Checkout .

The gift card is now added to the sale! You can finish this sale as per usual to complete the process.

Note: Tax will not be charged on the gift card until the value is redeemed.

Redeeming gift cards:

When a customer comes in to redeem their gift card, add their chosen products to the sale as you normally would.

Once the customer is happy with their selection, click pay. This will take you to the payment screen. To accept payment using gift card, select the gift card Payment type.

This will prompt you to scan or input the gift card's unique code.

Tip: You can also use this process to check the balance of a customer's gift card.

After the code has been successfully entered you can pay with gift card to complete the sale.

Getting a message that says "Gift card not Activated?" Try scanning the card again or entering it in manually and check that the code on the screen matches the one on the customer's card. If the error occurs again then the gift card is not yet activated.

If a customer's sale total is greater than the balance on their gift card you'll need to confirm the removal of their full balance and process the outstanding balance using another payment method.

Tip: If the customer only wants to spend part of their gift card, adjust the amount tendered balance in the payment screen before selecting the gift card payment type.


Cash Float and Petty Cash Management

If your store has Vend's Cash Management feature enabled, you can use it to add a cash float the beginning of the day and add and remove petty cash.

Adding your float:

If you're in charge of opening the register for the day, you'll be given the option to add a cash float. To do this, add your desired cash float amount under the 'opening float' section.

At this stage you may also want to add a note to provide further detail about the float. This can be useful if you need to make a note of something for your store manager but they are not in the store yet.

Once you're happy with everything, physically add your float to your cash drawer and click set opening float .

Adding and Removing Cash:

Important: Every store has their own rules and practices around cash handling. It's best to check with your store manager first that they allow cashier users to add and remove cash.

Throughout your day you may need to add or remove cash from the cash drawer. To add or remove cash, open the sidebar menu and tap 'Cash Management' . Here you will see the option to add cash, remove cash, or view any cash movement activity.

Four options are available when adding or removing cash. These are:

Tip: It's always good to add a note for you or your store manager's reference when using any of the cash management features below.

Cash out: You can use this option to track any cash you remove from your cash drawer. Cash out can be used to track actions such as safe drops, where you may need to remove cash from your drawer during the day for safe keeping.

Petty cash out: Sometimes you might need to take money out of the cash drawer for store expenses such as cleaning products or stationary. Using the petty cash out option will allow you to keep a record of this.

Cash in: Cash in allows you to track any additional money you put into your cash drawer. This is used to increase your float amount during the day if required.

Petty cash in: Select this option if you need to put some of the petty cash you've taken out, back into the cash drawer. If you take out more petty cash than you actually spend, you may be left with some change. You can put this change back into your cash drawer using the 'petty cash in' option.


Viewing your sales history

The sales history page can be an important part of your day to day processes. In the history you can view previous sales, load an open sale and reprint receipts.

To access the Sales History:

  • Tap the menu button on the left.
  • In the sidebar head to 'Sales History'.

If you can't see the sale you were looking for in your sales history, you can use the filters and search to help:

  • Search: Tap the magnifying glass, and type customer name, receipt number, or staff member name.

Note: If you've got filters active, the customer and user search will only return sales from within that time period/outlet/status. This doesn't apply to receipts.

  • Sale status: Tap 'Open Sales' to change the filter to Layby, On Account, Parked, or Closed Sales
  • Date: Tap 'Filter by date' and choose a day, month, or year to refine your results.
  • Outlet: Tap 'Outlet' and choose which (or all) of your outlets to broaden your search.

Once you've found the sale, tap it to see more details.


Returns and exchanges:

Returns are, by default, turned off for cashiers, but you may be able to process them if the cashier returns function has been enabled by your store manager. If you are able to process returns check out some of these important 'need to knows' below.

Returns are made up of three parts:

  1. Receiving an item back from your customer
  2. Issuing a refund or exchanging the item for a replacement
  3. The item being added back into stock

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 an:

Open on account or layaway sale

OR

Existing return transaction.

Completing a return:

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

To process a return:

  • Ask the customer for their receipt (if required under policy) or for their name and date/time of the sale or other details required to find the transaction.
  • Tap on the menu button in the top left and open ‘Sales History’.
  • Use the filter options to search by receipt number (or other details) if required.
  • Once the sale is located tap on it to expand the details.
  • Check the item being returned to ensure it matches the item sold.

Next, click on the 'Return item' button. This will load the customer's sale will into the sell screen.

Note: All the items from this original sale will appear at the original sale amounts, including any discounts.

The item(s) in this sale should now all be on the sell screen they'll show as negative amounts. If it is a multi-item sale, the customer may only wish to return one of the items. If this is the case swipe left on any products the customer does not want to return.

Once you are happy with how it looks, tap the red 'Return' button.

Your customer wants to exchange their item for something else?: No problem! If the customer wishes to exchange the item(s), add any products the customer wishes to exchange to the sell screen now, then tap the red 'Exchange' button.

If your sale does not already have a customer attached, you'll be asked to record the customer's details. This step is not compulsory but it's a great idea to record these if you can.

Once you've recorded your customer's details, the payment window will open.

If the customer has exchanged an item for one with a higher price tag you will need to charge the customer extra. This amount will be listed underneath amount tendered. If they are simply returning an item or have exchanged for one with a lower price then you will see the amount owed to the customer underneath amount tendered.

After you have confirmed this with the customer, choose which payment type you wish to use to finish the return.


Closing the Register

An important part of the daily process is closing off the register. This closes off the transactions for the day and record your payment totals.

To do this, tap the top left menu icon, then choose 'Close Register'.

Here you'll see each payment type and the amount expected. If your closing totals are different to those the register has calculated (e.g. cash is up or down on expected) you can overwrite the totals here.

Note: If your store uses cash management, your cash summary will appear in the register closure like the image below. Your total cash here will be representitive of your intial cash float, any cash movements during the day and any cash sales that were made.

To close the register, simply tap the 'Close Register' button in the side menu. This will mark the register as closed and save any sales & payments from the session.

Important : If the store is intergrated with Xero the closure data will not automatically be sent. A store manager or admin will need to send this by accessing the Register Closure report, and clicking the 'post to Xero' button.

Printing your closure report:

Once you've closed your register, you can choose to print a copy of the register closure report, which outlines sales and payment totals for the day.

This can be useful to include in your cash count bag, for example.

To print the closure report:

  • Once your register is closed, tap 'Print last register closure' on the register closure screen.

register closure link at bottom of closure screen

This will print from your standard receipt printer.

You'll be able to reprint this until you next close your register. Just tap the menu icon to open the sidebar, and choose the Register menu option. The 'Print last register closure' is at the bottom of the page.


Exiting the store

This is an extra option which ensures all users are logged out at the end of the day. You must close your register before exiting your store.

To access this:

  • Tap the menu icon. The side navigation menu will open.

  • Tap the username at the bottom of the menu. Select 'log out', then close the store.


Opening the register

Next time you login, you'll need to open your register before you can start making sales.

After you've completed the normal login (enter username and password, select register), you'll be taken to the sell screen. If the selected register is not open, the right-hand Sales panel will advise you that you need to open the register. Click the 'Open Register' button, and confirm that you want to open your register.


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