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Setting up your outlets and registers

Whether you're a single location, single register business, have multiple locations with multiple registers, or anything in-between, Retail POS can be customized to suit your needs!

This allows you to accurately track what has been sold, inventory levels, and at different locations, making reconciliation and reporting easy.

Outlets (locations)

The number of outlets your Retail POS account requires is determined by how many separately manageable inventories you need.

For example, if your business has stores in Auckland, Wellington, and Christchurch, that maintain separate inventory levels at each location, this would equate to three outlets. 

In order to accurately track sales information and inventory data, each location requires an outlet that separate inventory levels can be assigned to.

This is especially important for inventory movements — stock orders, transfers, and stock levels — or if you have a stock warehouse, which would require its own outlet in Retail POS as well.

For more information on inventory tracking, refer to our Inventory tracking in Retail POS (X-Series) guide.

  Important

Merchants on a Lite plan are restricted to 1 outlet. Merchants on Pro or Enterprise, or Lean, Standard, or Advanced plans can purchase additional outlet licenses through the Billings page.

To set up your outlet(s), choose the drop-down that is most relevant to you. 

Single outlet setup

Follow the steps below to set up a single outlet:

1. Navigate to Setup > Outlets and registers

Outlets-Outlet-Register-Page.png

2. Click Add outlet

Outlets-Outlet-Register-Page-Add.png

3. Enter the new outlet's Street address

Outlets-Add-Outlet-Address-Time-Zone.png

4. Select the Time zone from the drop-down

5. Click Next

6. Enter the Outlet name

Outlets-Add-Outlet-Name.png

7. Click Next

8. Select the Tax rate

  Important

For stores in New Zealand, Australia, the United Kingdom, Singapore, and South Africa, a tax rate will be automatically assigned based on the outlet's location. Skip to step 10.

For tax-exclusive stores in the United States and Canada, a tax rate will be suggested based on the outlet's location, or you can use the drop-down menu to select an alternative tax rate.

To assign a tax rate that has not been used in your store before, navigate to Setup > Sales taxes using the sidebar. Find more detail on how to do this here.

9. Click Next

10. Enter the Registers name

Outlets-Add-Outlet-Register.png

  Note

You must create a register when creating an outlet. There will be an option to add additional registers,  however, these can only be added once the register licenses have been increased.

If you have not increased the registers license, we recommend adding the first register, and afterward, refer to the Registers section below for information on how to add additional registers.

11. Click Save new outlet

Outlets-Add-Outlet-Save-New-Outlet.png

Multi-outlet setup

Follow the steps below to set up multiple outlets:

Increase outlet licenses

1. Navigate to Setup Billing

Outlets-Billing-Page.png

2. Click Manage plan

Outlets-Billing-Manage-Plan.png

3. Click Edit licenses

Outlets-Billing-Manage-Plan-Edit.png

4. Increase the Number of licenses next to Outlets

Outlets-Billing-Edit-Licenses.png

5. Click Next

Outlets-Billing-Edit-Licenses-Next.png

6. Review the change and click Update licenses.

Outlets-Billing-Update-Licenses.png

You will be prompted to confirm the changes to your billing and this will reflect the cost of the additional outlet(s).

Add additional outlet(s)

1. Navigate to Setup > Outlets and registers

Outlets-Outlet-Register-Page.png

2. Click Add outlet

Outlets-Outlet-Register-Page-Add.png

3. Enter the new outlet's Street address

Outlets-Add-Outlet-Address-Time-Zone.png

4. Select the Time zone from the drop-down

5. Click Next

6. Enter the Outlet name

Outlets-Add-Outlet-Name.png

7. Click Next

8. Select the Tax rate

  Important

For stores in New Zealand, Australia, the United Kingdom, Singapore, and South Africa, a tax rate will be automatically assigned based on the outlet's location. Skip to step 10.

For tax-exclusive stores in the United States and Canada, a tax rate will be suggested based on the outlet's location, or you can use the drop-down menu to select an alternative tax rate.

To assign a tax rate that has not been used in your store before, navigate to Setup > Sales taxes using the sidebar. Find more detail on how to do this here.

9. Click Next

10. Enter the Registers name

Outlets-Add-Outlet-Register.png

  Note

You must create a register when creating an outlet. There will be an option to add additional registers,  however, these can only be added once the register licenses have been increased.

If you have not increased the registers license, we recommend adding the first register, and afterward, refer to the Registers section below for information on how to add additional registers.

11. Click Save new outlet

Outlets-Add-Outlet-Save-New-Outlet.png

Registers

Attached to outlets are registers, which represent the physical points of sale. The number of register each outlet requires is determined by how many individual devices you have processing sales simultaneously.

A Retail POS register can only be used by one device at a time. If you have more than one device that needs to be able to process sales simultaneously, you must create a Retail POS register for each device.

  Warning

Processing sales on multiple devices logged into the same register at the same time can cause issues recording sales, payments, inventory levels, and customer data.

Each Retail POS outlet has 1 register attached to it by default, which is created when creating an outlet. Follow the steps below to increase register licenses and add additional registers to your outlet:

Add additional registers

Increase register licenses:

1. Navigate to Setup Billing

Outlets-Billing-Page.png

2. Click Manage plan

Outlets-Billing-Manage-Plan.png

3. Click Edit licenses

Outlets-Billing-Manage-Plan-Edit.png

4. Increase the Number of licenses next to Registers.

Outlets-Billing-Edit-Licenses.png

5. Click Next

Outlets-Billing-Edit-Licenses-Next.png

6. Review the change and click Update licenses.

Registers-Billing-Update-Licenses.png

Add additional register(s)

1. Navigate to Setup > Outlets and registers

Outlets-Outlet-Register-Page.png


2. Identify the outlet you want to add a register to and click Add registers for that outlet

Registers-Add-Registers.png

3. Enter the Registers name

Registers-Add-Registers-New-Register.png

4. For additional registers, click Add another register

Registers-Add-Registers-Add-Another.png

5. Click Save register

Registers-Add-Registers-New-Register-Save.png

This will take you to the register setup page for the outlet you have chosen. Here, you will need to fill out the register details, receipt information and end of sale options for this register.

Edit-registers.png

Details

  • Register name - Identify this register. This is particularly important for multiple registers in one outlet.

  • Cash management enabled - Choose whether to enable cash management options for this register. To learn more about cash management, click here.

Receipt

  • Quick Keys template - Choose which Quick Keys template you wish to apply to this register. If you haven't set up your Quick Keys yet, you can learn more about configuring Quick Keys template here.

  • Receipt template - Choose from the standard receipt template or customise your own.

  • Number - This enables you to set the start point for receipt numbering. Unless you would like to start numbering receipts from the end-point on your previous POS, leave this as-is. If you would like to start numbering from your end-point, enter the last receipt number from the previous register.

  • Prefix - This is to identify sales made from this register. It's useful when you have multiple registers at one outlet.

  • Suffix - This is to identify sales made from this register It's useful when you have multiple registers at one outlet.

At End of Sale

  • Select user for next sale  - You can be prompted after each sale to select the next user. This is helpful for multi-user retail environments, where you want to track sales for each user. Set this to Yes if you want the turn on prompting.

  • Email receipt - If you would like to email receipts, choose Yes. After every sale, you will be prompted to enter an email address for the receipt.

  • Print Receipt  - If you would like to print receipts after sales, choose Yes. You can also print one-off receipts using your computer's printing shortcut, such as Ctrl+P for Windows, or Command+P for Mac OS X.

  • Ask for a note  - Choose when you would like to be asked for notes on a sale. Options are Never, On Sale/Layby/On Account, or On All.

  • Print note on receipt  - If you would like the notes you have added to be printed on the receipt. This can be useful for table numbers, returns numbers, and more. Choose No if you wish to use notes for internal purposes.

  • Show discounts on receipt - Enable this feature if you would like discounts to be displayed on receipts.

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