Sales history in Retail POS (X-Series)

The sales history is where your store staff can perform point of sale functions, such as sales retrieval and sales returns.

Your store staff can use the sales history to view sale details, return completed sales, reprint and email receipts or retrieve and continue on account, layby, and parked sales. Admins and managers can also make changes to payments made on sales.

Your store's sales history is accessible on both Retail POS for desktop and Retail POS on iPad. For more information on how to use the sales history, choose the platform relevant to you below.

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To access the sales history in Retail POS for desktop, navigate to Sell > Sales history.

To access the sales history in Retail POS's iPad app, tap the menu button on the top left of the screen to open the sidebar, then select Sales history.

Finding your way around

The sales history is made up of three main sections:

Tabs

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Along the top of the sales history page, you will see three tabs: All, Process return, and Continue sale. These three tabs provide you with quick access to view all the sales you have made to date, processing returns or continuing sales (such as laybys, on account sales, and parked sales).

Search filters

The search filters are a great way to further narrow your search for a specific transaction in the sales history. Depending on the number of transactions you have processed in your store, you may want to use the search filters to make finding an entry easier.

You can filter by a specific date or date range, by sale status, outlet the sale was made on, the receipt number of the sale, the Retail POS user who processed the sale, or the name of the customer who was attached to the sale. If all filters aren't visible, click More filters.

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Then you'll have the option to filter by outlet, user, and date as well.

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List of sales

Below the filters is the list of sales. Here you will see a list of sales records based on the tab you have selected and the filters you have specified. By default, the list will show the most recent sales transaction first and will show basic information about your sales.

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For more information on these actions, when to use them, and how the actions impact your sale, read on to the drop-downs below.

Viewing sale details

In Retail POS, you can see more detailed information about every sale you make. To find these details, navigate to SellSales history and locate the sale you would like to view.

Once located, click on the column header for a more detailed look at the sale. This will expand the sale and provide you with a detailed breakdown of the products involved in the sale and the payments that were applied. Expanding the sale will also reveal some sale management options.

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From here you can process returns, edit the payments on a sale, reprint and resend receipts and continue open sales such as on account, layby, and parked sales.

Returning a sale 

Before beginning, it is important to note that you may only complete a return on fully paid sales, including fully paid on account and layby sales. You cannot process a return on an open on account or layby sale, or existing return transactions.

To process a return from the sales history:

1. Navigate to SellSales history 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.

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

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  Important

If a cashier user is unable to process returns in your store this reverse arrow will be greyed out and unclickable. To check your account permissions, navigate to Setup > Users > Roles.

For more information on how to process a return as an exchange or refund, please see the full Returning a sale in Retail POS (X-Series) guide.

Editing the payments in a sale

Admin and manager user roles are able to edit payments made on sales through the sales history. You can edit the payment type, date and time and amount for payments, as well as make new additional payments to sales.

1. Navigate to SellSales history and find the sale you would like to edit.

2. Hover over the sale line and click the column header to expand the sale.

3. Click Edit.

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4. A dialogue box will open where you can edit the information you want to. This includes the sale date, payment type, date, time and amount. You can also add another payment.

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  Important

  • Cannot be used for payments using loyalty, store credit or gift cards.
  • Cannot be used to edit cash rounding
  • Existing integrated payments cannot be corrected
  • A non-integrated payment may be edited into an integrated payment

Voiding a sale

You can use the sales history to void sales. Voiding a sale will send the sold products back into stock and cancel out any payments that were made against the sale.

Types of sales that can be voided and implications of voiding them:

  • Closed sales: all payments made against the sale are canceled out (but not returned to the customer, this must be done manually). Inventory is returned into Retail POS.
  • Parked sales: the parked sale will be canceled as there is no payment or inventory to account for, however, a record will remain in sales history.
  • Layby/on account sales: all payments made against the sale are canceled out (but not returned to the customer, this must be done manually). Inventory is returned into Retail POS. 
  • Returns: all refunds issued against the sale are canceled out (including store credit) and the returned inventory is removed from stock.
  • Parked returns: the parked sale will be canceled as there is no payment or inventory to account for, however, a record will remain in sales history.
  • Gift cards: voiding sales of gift cards will remove the gift card balance and the gift card number can be used again.

  Important

Loyalty earned from a sale is removed when the sale is voided. Loyalty that has been used as a payment type on a sale is returned to the customer when a sale is voided.

Sales that have a return against it cannot be voided as the return is loaded against it. This does not change when voided the return.

How to void the sale:

To void a sale in sales history, first, locate and click on the sale you wish to expand it, showing you more information about the sale.

Next, click the Void button on the right-hand side of your screen.

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A dialogue box will open asking to confirm that you wish to void the sale. This is because voiding a sale cannot be undone. If you do wish to void the sale, click Void sale.

This will refresh your sales history and the sale will appear as voided.

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You will still be able to see the details of this sale in your sales history, even after it has been voided. This is for recording purposes in case you need to review voided sales in the future.

Retrieving and continuing sales

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

  • Parked sales
  • Account sales
  • Layby sales

  Important

You can only retrieve and continue a sale if you are logged into the outlet that the sale was first initiated in. For example, if a sale was parked at the Melbourne outlet, you will not be able to continue this sale from the Auckland outlet.

The Continue sale button will also be greyed out if your user account does not have permission to continue the sale. If you hover your cursor over it, you will be able to press the button which will open a dialogue box that will identify what the issue is.

To check your account permissions, navigate to Setup > Users > Roles. Here you will see a toggle to turn on/off sale continuing.

To retrieve a parked sale:

1. Navigate to SellSales history.

2. Click the Continue sale tab along the top.

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

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

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

To retrieve an on account sale:

1. Navigate to SellSales history.

2. Click the Continue sale tab along the top.

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3. Select On account from the Status drop-down and click the Search button. This will filter your list of sales by on account only.

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

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5. The sale will load, and you can then take 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 the account.
Issue the customer with an updated receipt for their 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 a layby (layaway) sale:

1. Navigate to SellSales history.

2. Click the Continue sale tab along the top

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

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

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5. The sale will load, and you can then take 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.

For more information on Layby sales and how they work in Retail POS, you can find more here.

Reprinting or resending your customer's 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.

Printing a receipt from a historic sale:

1. Navigate to SellSales history.

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

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

4. On the right of this expanded view, click Print receipt. This will bring up the print preview screen where you can print out the receipt.

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Gift receipts

You can also print off a gift receipt if your customer is purchasing 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.

Print a gift receipt from a historic sale:

1. Navigate to SellSales history.

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

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

4. On the right of this expanded view, click Gift receipt. This will bring up the print preview screen where you can print out the receipt.

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Email receipts

If your store has email receipts enabled, you will be prompted to enter the customer's email address. Customers that are already added to the sale, and Retail POS has their email address, will automatically be filled in.

Email receipts turned off?

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

1. Navigate to SellSales history.

2. Locate the sale to find the receipt you wish to email.

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

4. On the right of this expanded view, click Email receipt.

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5. Enter the customer's email (if not already populated) in the popup box that opens.email-box.png

Exporting sales data

You can choose to export your last 1,000 sales into a CSV file if you would like to have your sales data in a spreadsheet. Alternatively, applying filters to the sales list will allow you to export the last 1,000 sales based on your filter parameters.

To export your last 1,000 sales, define your filter parameters in sales history and click the Export list.

This will export your sales data as a CSV file.

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Order fulfillment

In-store orders allow you to process an unfulfilled sale for product(s) that may be out-of-stock at the time a customer is in-store, or for customers ready to receive the product(s) (or where they want to have them delivered or to pick up later).

If your Retail POS store is integrated with eCom (E-Series), BigCommerce, Shopify or WooCommerce, online orders from those platforms will sync through to Retail POS.

Sales history is where all in-store orders and online orders are recorded in addition to the Fulfillments page (Inventory > Fulfillments). Here you can manage and edit orders, including marking unfulfilled orders as fulfilled when complete.

Refer to our What is Fulfillment in Retail POS (X-Series)? guide for a full breakdown on fulfilling orders in Retail POS.

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