WooCommerce POS - Agent Guide (Step-by-Step Usage)

Login & Dashboard Overview

Accessing the POS System

Login Process:

1. POS agent enters login details provided by admin to access front end
2. Enter username or email
3. Enter password
4. Select outlet (if multiple outlets assigned)
5. Click Login button

Navigation Menu

Left Navigation Drawer displays menu options:

• Home: Main dashboard and quick access
• Customer: Customer management and search
• Cashier: Point of sale interface and transactions
• Orders: Order management and history
• Report: Sales and performance reports
• Group Message: Broadcast messaging to customers
• Settings: User preferences and configurations
• Reset: Data synchronization options
• Logout: Secure logout from system

Dashboard Features

After Login:

• POS user sees panel with all products assigned to outlet displayed
• Products organized by categories
• Search bar for quick product lookup
• Cart section for order management

Cart Overview:

• Cart option contains all ordered products by customer
• Real-time total calculation
• Product quantity adjustment
• Quick product removal

Theme Configuration

Dark Theme Setup:

1. User can configure dark theme for POS page from POS panel
2. Theme switching: Open POS panel > click theme switch in right side corner > change to dark mode
3. Toggle between light and dark mode as needed
4. Preference saves automatically

Theme Benefits:

• Reduced eye strain
• Better visibility in different lighting
• Personal preference accommodation

Latest Additions

The following features were added in the latest update:

• Added: Multi-Pricing of products
• Added: Implemented attribute-based filtering for multiple attribute types, along with support for On Sale and Featured product filters.
• Added: “On Sale” badge for products currently on sale.
• Added: Implemented notification tones for product selection, drawer close actions,keypad tone and payment confirmation to enhance POS user interaction and feedback experience.
• Added: Outlet-wise default tone configuration at the admin end and audio settings at the POS end when tones are enabled.
• Added: Multiple variation card layouts — List View, Table View, and Card View.
• Added: Stock visibility based on the configured Display Stock settings.
• Added: Pin icon visibility settings with options to display the pin Always Visible or On Hover.

Adding Products to Cart

Product Search Methods

The POS system offers multiple ways to find and add products quickly.

1. Search by Product Name

Using Search Bar:

1. Type product name in search bar
2. Results appear as you type
3. Select desired product from results
4. Product automatically adds to cart

Search Tips:

• Use partial names for quick results
• Search is case-insensitive
• Works with product titles

2. Category-Based Search

Category Navigation:

1. Click on category icon to view category lists
2. Browse through available categories
3. Select category to choose product
4. View products within that category
5. Click on product to add to cart

Category Features:

• Visual category browsing
• Organized product display
• Quick category switching

3. SKU-Based Search

Search by SKU:

1. On basis of SKU of product, POS user can search for products
2. Enter SKU in search bar
3. Exact or partial SKU matching
4. Quick product identification

SKU Search Benefits:

• Faster than name search
• More accurate results
• Useful for inventory management

4. Barcode Scanning

Using Barcode Scanner:

1. POS users can add product to cart by scanning barcode
2. Barcode generated based on SKU or Product ID
3. Barcode readers can be used to add products to cart
4. Product addition: Add products to cart by both barcodes (product ID or SKU)

Barcode Scanning Process:

1. Aim scanner at barcode
2. Press trigger to scan
3. Product automatically adds to cart
4. Quantity adjustable after adding

Compatible Barcodes:

• Code-128 format
• SKU-based barcodes
• Product ID-based barcodes

Adding Variable Products

Variable Product Workflow:

1. Search Main Product: Search main product using name or SKU in search bar
2. Product Selection: Once main product appears in results
3. Variant Selection: Select variant for customer (size, color, etc.)
4. Add to Cart: Selected variant adds to cart

Variant Options:

• Size variations
• Color variations
• Material variations
• Any configured product attributes

Adding Custom Products

Custom Product Entry:

For products not available on website but available in physical store:

1. Click Plus Sign: Click plus sign (+) button to add custom product
2. Enter Product Details:
   • Product name
   • Product price
3. Add to Cart: Click "ADD" button to add custom product to cart

Custom Product Use Cases:

• Unlisted items
• Special orders
• One-time products
• Emergency inventory

Customer Search/Add

Adding Customer to Order

Initial Customer Selection:

1. Add customer details: Click on Default Customer option after adding products to cart
2. Customer selection interface opens
3. Search or add new customer

Searching Existing Customers

Customer Search Options:

• POS users can search for customers by name or email
• Type in search field
• Select from results

Search Features:

• Real-time search results
• Name-based search
• Email-based search
• Phone number search (if enabled)

Adding New Customers

New Customer Entry:

1. Enter Customer Details in customer field:
   • First Name
   • Last Name
   • Email Address
   • Phone Number
   • Address (optional)
2. Save Customer: Click save or add button
3. Customer Selection: Select customer from customer's field to pay for order

Customer Administration:

• Admin can add customers with details like name, email, telephone and address
• Customers saved for future use
• Customer history tracking

Customer Display in Cart

Customer Confirmation:

• Default Customer Tab: Added customer visible in cart with tab name (e.g., "Johndoe")
• Customer name displayed prominently
• Easy customer verification
• Quick customer change option

Applying Discounts & Coupons

Coupon Application

How to Apply Coupons:

1. Coupon Application: POS agent can apply coupon to cart at time of checkout
2. Apply Coupon Button: Click Apply Coupon button
3. Enter Coupon Code: Type or scan coupon code
4. Hit Enter: Press enter to apply coupon to order

Coupon Confirmation:

• Coupon applied successfully pop-up message appears
• Coupon Display: Shows in cart under "coupon" option
• Discount amount visible in cart total

Manual Discount Application

Discount Options:

Discount application available in two ways:

1. Percentage-wise discount
2. Flat Discount (fixed amount)

Applying Discount:

1. "Apply discount to sale" appears on clicking "Discount" option in cart
2. Select Discount Type:
   • Percentage discount: Select "%" option to tabulate discount on percentage basis
   • Flat discount: Enter fixed amount
3. Apply Discount: Discount applies to cart
4. Grand Total: Displays discounted amount

Customer-Based Discounts

Automatic Discounts:

• Customer-based discount: Applicable for few products
• Discount applies automatically when customer selected
• Based on customer group membership
• No manual intervention needed

Discount Features:

• Loyalty pricing
• VIP customer discounts
• Member pricing
• Group-specific offers

Price Editing

Manual Price Adjustment:

• Price editing: POS user can edit price of items in cart
• Click on price to edit
• Enter new price
• Confirm change
• Useful for special circumstances

Payment Processing

Available Payment Options

Payment Methods:

The system supports multiple payment methods:

• Cash Payment: Primary payment method
• Other Payment: Includes all payment methods enabled by admin such as:
  • Paypal
  • Sunmi Terminal credit/debit card
  • Custom payment gateways
  • Digital wallets

Split Payment Feature

Multiple Payment Methods:

• Split Payment: Customer can pay money in cash as well as any other payment method
• Payment Acceptance: Cash, via card, or split payment between card and cash
• Example: Part cash, part card for same transaction

Split Payment Process:

1. Select first payment method
2. Enter amount for first method
3. Select second payment method
4. Remaining amount automatically calculated
5. Complete transaction

Payment Recording

Transaction Tracking:

• Monetary transactions done outside system
• POS records payment method used
• Payment details stored for reporting
• Reconciliation support

Payment View Options

Other Payment Display Views:

Choose from three display options for payment methods:

1. Grid View Listing: Normal grid view with payment method tiles
2. Grid With Currency Listing: Grid view with currency icon visible on each payment option
3. Dropdown-listing: Dropdown menu for payment method selection

Selecting View:

• Configure in settings
• Choose preferred layout
• Optimize for screen size
• Personal preference

Completing Payment

Checkout Process:

1. Review cart contents
2. Verify customer details
3. Apply discounts/coupons if applicable
4. Select payment method(s)
5. Enter payment amount(s)
6. Process payment
7. Generate receipt

Printing Invoices

Invoice Printing Overview

Receipt Generation:

• Invoice printing: User can print invoice for order
• Automatic or manual printing
• Multiple printer support

Invoice Configuration

Admin Settings:

• POS Invoice Option: Admin can select enable/disable to print POS invoices for orders
• Configure default printer
• Set auto-print preferences

Selecting Printer

Printer Options:

POS agent may choose printer option:

• A3: Large format paper
• A4: Standard paper size
• A5: Half A4 size
• Epson TM-T88V Thermal Printer: Receipt printer
• A6: Small format (common for receipts)

Printer Selection:

1. Click printer icon or settings
2. Select desired printer type
3. Preview invoice
4. Print

Auto-Print Feature

Automatic Printing:

• Auto-print setting: Introduced auto-print enable/disable setting for POS users
• Configure to print automatically after each sale
• Enable/disable per user preference
• Saves time during busy periods

Email Receipts

Digital Receipt Options:

• Order receipt: Admin can send order receipt manually via email after order completion
• Email to customer address
• Backup receipt option
• Environmental alternative to paper

Email Process:

1. Complete transaction
2. Click email receipt option
3. Verify customer email
4. Send receipt

Managing Returns

Viewing Refund Information

Refund Visibility:

• Refund visibility: WooCommerce website order refund details visible at POS
• Real-time refund synchronization
• Complete refund information

Processing Refunds

Refund Details:

• Refund initiation: If refund initiates for WooCommerce website order by admin, refund details visible at POS for particular order
• View refund amount
• See refund method
• Track refund status

Refund Information Display:

• Original order details
• Refund amount
• Refund date and time
• Refund reason (if provided)
• Refund method (original payment method)

Return Process

Steps for Returns:

1. Search for original order
2. View order details
3. Check refund status
4. Process in-store return if applicable
5. Update inventory
6. Complete refund transaction

Daily Closing Procedures

Accessing Close Counter

Navigation:

• Close Counter tab: Available under Cashier section
• End-of-day reconciliation
• Cash drawer management

Closing Cash Drawer

End of Day Process:

• Drawer closure: POS agent closes cash drawer at end of day
• Complete reconciliation required
• Accurate counting essential

Drawer Amount Details

The Drawer Amount Details panel presents a clear ledger of the shift's starting and ending figures:

Counted Drawer Amount

Physical Count Entry:

• Counted Drawer Amount: Cash amount collected for particular day
• Count all cash in drawer
• Enter counted amount
• Add remarks if needed

Counting Tips:

• Count carefully
• Separate denominations
• Double-check total
• Note any discrepancies

Closing Drawer Details

Reconciliation Summary:

• Closing Drawer Details: Closing balance details for particular day
• Difference viewing: Between opening and closing amount under Closing Drawer Details
• Shows over/short amount
• Requires explanation for variances

Closing Information:

• Expected closing amount
• Actual counted amount
• Difference (+ or -)
• Remarks field

Today Cash Option

The Today Cash view displays real-time cash flow metrics:

Real-time Updates:

• Updates with each transaction
• Track cash flow throughout day
• Monitor payment distribution

Sale History

The Sale History sub-tab under the Cashier section offers a historical breakdown of finalized register sessions:

[!NOTE] Historical details in the Sale History screen are populated only after the cash drawer session has been successfully closed via the Close Counter screen.

Completing Daily Close

Final Steps:

1. Review all sales for the day
2. Count cash drawer
3. Enter counted amount
4. Review discrepancies
5. Add remarks if needed
6. Submit drawer close
7. Print/email closing report
8. Secure cash for deposit