Using the POS System

Complete guide to processing sales with the POS system

Master the SmartSell POS System

This guide covers everything you need to know to efficiently process sales, manage customers, and handle payments using the SmartSell POS system. Perfect for sales staff and cashiers.

What You'll Learn

  • How to log into the POS system
  • Adding products to cart (with barcode and manual search)
  • Processing different payment types
  • Applying discounts and promotions
  • Handling returns and refunds
  • Managing customer information
  • Printing receipts
  • Working in offline mode

Getting Started with POS

Logging Into the POS System

Before you can start selling, you need to log into the POS system with your agent PIN:

  1. 1
    Navigate to the POS page

    Click 'POS' in the main navigation menu

  2. 2
    Select your branch

    Choose which store location you're working from

  3. 3
    Enter your PIN

    Use the 4-6 digit PIN provided by your manager

Don't Have a PIN?

If you don't have a PIN yet, ask your manager to create one for you. PINs help track sales by individual staff members.

Adding Products to Cart

There are several ways to add products to a customer's order. Choose the method that works best for your workflow:

Method 1: Search by Product Name

  1. 1
    Type in the search box

    Start typing the product name (e.g., 'coca cola', 'bread', 'soap')

  2. 2
    Select from suggestions

    SmartSell will show matching products as you type

  3. 3
    Adjust quantity if needed

    Default is 1, but you can change it if customer wants multiple units

Method 2: Barcode Scanning

If your products have barcodes, this is the fastest way to add them:

  1. 1
    Click the barcode scanner button

    Look for the scanner icon in the POS interface

  2. 2
    Scan the product barcode

    Point your device camera at the barcode until it beeps or shows green

  3. 3
    Product is automatically added

    The system will find the product and add it to the cart

Method 3: Browse by Category

If you're not sure of the exact product name, you can browse by category:

  1. Click on a product category (e.g., 'Beverages', 'Groceries', 'Electronics')
  2. Browse through the products in that category
  3. Click on the product you want to add

Pro Tips for Adding Products

  • • You can scan multiple items quickly - just keep scanning!
  • • To add more of the same item, click on it again or change the quantity
  • • If a product shows 'Out of Stock', you can't add it to the cart
  • • The system will warn you if stock is running low

Managing the Shopping Cart

Once you've added products, you can modify the order before completing the sale:

Changing Quantities

  • Click on the quantity number next to any product
  • Type the new quantity or use the + and - buttons
  • The total will update automatically

Removing Items

  • Click the trash/delete icon next to any product
  • Or set the quantity to 0 to remove the item

Applying Discounts

You can apply discounts to individual items or the entire order:

Individual Item Discount:

  1. Click on the product in the cart
  2. Click 'Apply Discount'
  3. Enter discount amount or percentage
  4. Add a reason (optional but recommended)

Order-Wide Discount:

  1. Click 'Apply Discount' button at the bottom
  2. Choose percentage or fixed amount
  3. Enter the discount value
  4. Confirm the discount

Processing Payments

SmartSell supports multiple payment methods to accommodate different customer preferences:

Payment Methods Available

Cash Payment

  1. 1. Click 'Cash' payment method
  2. 2. Enter amount received from customer
  3. 3. System calculates change automatically
  4. 4. Complete transaction

Card Payment

  1. 1. Click 'Card' payment method
  2. 2. Customer inserts/swipes card
  3. 3. Enter PIN or get signature
  4. 4. Wait for approval

Mobile Money

  1. 1. Click 'Mobile Money' option
  2. 2. Customer sends payment to business number
  3. 3. Confirm receipt of payment
  4. 4. Complete transaction

Split Payment

  1. 1. Click 'Split Payment'
  2. 2. Enter amount for first payment method
  3. 3. Select second payment method
  4. 4. Complete both payments

Credit Sales (Pay Later)

For trusted customers, you can process credit sales:

  1. Add customer information (name, phone number)
  2. Click 'Credit Sale' payment option
  3. Set due date for payment
  4. Add any notes about the credit arrangement
  5. Complete the transaction

Important for Credit Sales

Only offer credit to customers you trust and know well. Always get manager approval for large credit amounts. Keep track of who owes money and follow up regularly.

Completing the Sale

Once payment is processed, here's how to finalize the transaction:

Final Steps:

  1. 1
    Review transaction details

    Make sure all items and payment information are correct

  2. 2
    Click 'Complete Sale'

    This processes the transaction and updates inventory

  3. 3
    Print receipt

    Always offer a receipt to the customer

  4. 4
    Thank the customer

    Provide excellent customer service for repeat business

Handling Returns and Refunds

Sometimes customers need to return items or get refunds. Here's how to handle these situations:

Processing a Return

  1. Find the original transaction (search by receipt number or date)
  2. Click on the transaction to view details
  3. Select the items being returned
  4. Choose reason for return (defective, wrong item, customer changed mind)
  5. Process the refund or exchange

Return Policy Guidelines

  • • Always check your business return policy before processing returns
  • • For expensive items, get manager approval
  • • Make sure returned items are in sellable condition
  • • Keep receipts for all returns for record keeping

Working in Offline Mode

SmartSell works even when internet is slow or unavailable. Here's what you need to know:

What Works Offline:

  • ✅ Processing sales and adding products to cart
  • ✅ Viewing product information and prices
  • ✅ Printing receipts
  • ✅ Cash and card payments

What Needs Internet:

  • ❌ Mobile money payments
  • ❌ Adding new products
  • ❌ Viewing reports and analytics
  • ❌ Syncing data with other branches

Offline Mode Tips

  • • All offline transactions sync automatically when internet returns
  • • You'll see a small indicator showing offline status
  • • Keep processing sales normally - everything will be saved
  • • For mobile money, take cash and process mobile money when online

Customer Management

Building customer relationships is key to business success. Here's how to manage customers in the POS:

Adding Customer Information

  1. During checkout, click 'Add Customer'
  2. Enter customer's name and phone number (minimum required)
  3. Add email address if available
  4. Save customer information

Finding Existing Customers

  • Start typing customer name or phone number
  • Select from the list of matching customers
  • Their information will be added to the transaction

Benefits of Customer Management

  • • Track purchase history for better service
  • • Send promotional messages and offers
  • • Process credit sales more safely
  • • Build loyalty and repeat business

Troubleshooting Common Issues

Product Not Found During Search

  • Check spelling - try different variations of the name
  • Browse by category instead
  • Ask manager if product needs to be added to inventory
  • Use barcode scanner if product has a barcode

Barcode Scanner Not Working

  • Make sure camera permissions are allowed
  • Ensure good lighting on the barcode
  • Try holding device steadier
  • Clean camera lens if blurry
  • Manually enter product name as backup

Payment Processing Failed

  • Check internet connection for card/mobile money payments
  • Try different payment method
  • For cards, ensure card is valid and has funds
  • Process as cash and handle payment separately if needed

Receipt Won't Print

  • Check if printer is turned on and connected
  • Make sure there's paper in the printer
  • Try printing a test receipt
  • Email receipt to customer as backup

Need More Help?

If you encounter issues not covered here, don't hesitate to reach out:

Email Support Phone Support Agent PIN Setup

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