Web Pos v2.0 User Guide 1

support@magestore.
com
sales@magestore.com
Phone: 084.4.8585.4587
WEB POS
USER GUIDE
Version 2.0
Copyright (c) 2009-2015 www.magestore.com

Web POS v2.0
Table of Contents
1.
INTRODUCTION ...................................................................................................... 5
2.
HOW TO CONFIGURE ........................................................................................... 8

2.1. How to enable a payment method for Web POS ...................................................... 8
2.2. How to set up a shipping method for Web POS ....................................................... 9
2.3. What is default customer & how to configure Default Guest Checkout ................ 10
2.3.1.. What is default customer ................................................................................. 10
2.3.2. How to configure Default Guest Checkout ...................................................... 10
2.4. How to enable offline mode .................................................................................... 11
2.5. How to change logo of Web POS ........................................................................... 12
2.6. How to add a Web POS user................................................................................... 12
2.7. How to differentiate access permissions of Web POS users .................................. 15
2.8. How to connect Web POS with peripheral devices ................................................ 17
3.
HOW TO USE .......................................................................................................... 19

3.1. How a Web POS user logs in & manages his account ........................................... 19
3.2. How a Web POS user deletes/ reloads data in local manually ............................... 21
3.3. How to filter & search products quickly ................................................................. 21
3.4. How to add products to cart .................................................................................... 24
3.4.1. Add products to cart: ........................................................................................ 24
3.4.2. Edit products in cart ......................................................................................... 25
3.4.3. Remove products in cart................................................................................... 26
3.4.4. Clear cart .......................................................................................................... 27

Web POS v2.0
3.5. How to add a custom sale item to cart .................................................................... 28

3.5.1. What is custom sale item & what it is for ........................................................ 28
3.5.2. How to add Custom Sale to cart....................................................................... 28
3.6. How to apply a coupon code or a cart discount ...................................................... 30
3.7. How to apply a custom discount or custom price to a product ............................... 33
3.8. How to handle customer information at checkout .................................................. 36
3.8.1. Customer Checkout .......................................................................................... 36
3.8.2. Guest Checkout ................................................................................................ 39
3.9. How to add comments to an order .......................................................................... 40
3.9.1. When you need to add comments .................................................................... 40
3.9.2. How to add comments ...................................................................................... 40
3.9.3. How to check order comment .......................................................................... 40
3.10. How to process at checkout for a customer .......................................................... 42
3.11. Split Payment & Partial Payment with Web POS ................................................ 45
3.11.1. How to make payment via Web POS using 2 methods (split payment) ........ 45
3.11.2. How to process a layaway (partial payment) ................................................. 47
3.12. How to use offline mode ....................................................................................... 50
3.13. How to print receipt and email order information ................................................ 53
3.14. How to review orders ............................................................................................ 55
3.15. How to create shipment or issue refund for an order ............................................ 58
3.15.1. How to create shipment .................................................................................. 58
3.15.2. How to issue refund ....................................................................................... 60
3.16. How to use Web POS on iPad & tablets ............................................................... 62

Web POS v2.0
3.17. How to run sales report: based on staff or location .............................................. 64

3.17.1. Based on Staff ................................................................................................ 64
3.17.2. Based on sale location .................................................................................... 68

Web POS v2.0
1. INTRODUCTION
Running a quick service, retail store or restaurant? Then you know how important it is to
have an effective POS to cut the long queue of customers waiting to check out. Most of
the time, your shop assistants have to carry out the checkout procedures for Customers,
either in physical stores or when receiving orders through phone or email. So, wouldn't it
be great if this process could be hastened, helping save time for more profitable actions!
With Magestores Magento POS integration extension, you will be able to create orders
quickly and conveniently from an admin panel on just a single one page! Try now and
you will be fascinated by its convenience and the amount of time saved.
We would love to discuss your specific needs but we think you might like some of our
customer favourite features below.
Outstanding Features
Front-end POS essentials
Responsive web-based POS with native app UI/UX
Create orders and save data in browsers when offline (Hot)
Switch between store views on Web POS screen
Take orders & pick out products quickly
Visualize product lists with thumbnail images
Filter recent-added or bestseller products besides default categories
Search products by any product attribute, such as manufacturer, color...
Search product by barcode
Select/edit options of configurable, bundle, grouped products via popup boxes
Create custom sale items (e.g. for new arrivals) in 2 clicks

Web POS v2.0
Process payments with ease

Apply custom discounts per item in cart
Apply custom discounts or coupon code on the whole cart
Apply discounts by percent or fixed amount
Calculate cash-in & change
Select which payment methods are enabled for Web POS
Set shipping fee for shipments made by Web POS
Pull up customer data & record new info
Choose an existing or add a new customer when creating an order
Use the default customer info for guest checkout (No merchant account needed)
Edit customer info right on POS screen
Search customers by name, email, phone
Get better in-store management
Set different access permissions for different staff, e.g. view orders, create orders,
issue invoice & refund
Control sales location
Record sales by staff or location
Run sales reports on daily, weekly, monthly basis or in custom period
Peripheral Devices
Barcode reader
Card reader (only connected through USB port)
Receipt printer
Others
Magento POS integration is 100% Open Source

Web POS v2.0
License Certificate valid for 1 live Magento installation and unlimited test
Magento installations (No license key required).
Magento POS system is easy to install and configure
User-friendly interface

Web POS v2.0
2. HOW TO CONFIGURE
Before using Web POS to check out, admin needs to configure it in backend first. Please
read the user guide carefully to know how to configure information you want
2.1. How to enable a payment method for Web POS
To set up a shipping method for Web POS, go to System > Configuration >
Payment Methods > Cash for Web POS / Credit Card for Web POS. Then,
you will be navigated to this page:
- Enabled: Choose Yes to enable this payment method

- Title: Enter a name for payment method such as Cash In (For Web POS only) and
Credit Card (For Web POS only)
Then, go to Sales > Web POS > Settings > Payment for POS. The page will be
shown as below:

Web POS v2.0
- Applicable payments:
If you want to apply all payments, choose All Allowed Payments
If you want to apply some particular payment methods only, choose Specific
Payments. Then in Specific Payments field, select payment method as your
preference. Hold Shift + Click to choose more than one.
2.2. How to set up a shipping method for Web POS
To set up Shipping Methods for Web POS, go to System > Configuration > Shipping
Methods, the following page will be shown as below:
- Enabled: Choose Yes to activate shipping method for Web POS

Web POS v2.0
- Carrier title: Enter a name for the title of shipping method. This will be shown in
frontend at checkout step
- Method title: Enter a name for method. This will be shown in frontend at checkout step
- Price: Set shipping fee for this shipping method
After finishing, click on Save or Save And Continue Edit button to save your work.
2.3. What is default customer & how to configure Default Guest Checkout
2.3.1.. What is default customer
Default customer is the customer whose information will be used for Guest Checkout or
when customer information is not enough, default value will be filled automatically.
2.3.2. How to configure Default Guest Checkout
To configure Default Guest Checkout, go to Web POS > Settings > Default Guest
Checkout. You will see the configuration page as below:

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Fill in all information as you want to use as default, including Default Customer ID,
First Name, Last Name, Street, Country, State/Province, City, Zip/Postal Code,
Telephone, Email.
2.4. How to enable offline mode

Offline mode is when there is no Internet Connection. When you are in offline
mode, you can still check out as normally and then, the data will be saved as
unsynced offline payment. After the system can connect to the Internet, the order
can be synced & complete.
To enable offline mode, go to Sales > Web POS > Settings > Offline mode. See
the screenshot below:
- Enable: Choose Yes to activate offline mode for Web POS checkout
- Network check interval: in seconds. Interval between 2 network check requests. Leave

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it blank or enter zero to disable automatic network check

- Data check interval: in seconds. Interval between 2 data check requests. Leave it blank
or enter zero to disable automatic data check.
- Products per request: Number of product records per loading request
- Customers per request: Number of customer records per loading request
2.5. How to change logo of Web POS
To change logo of Web POS, go to Web POS > Settings > General Configuration. In
this tab, you can see configuration as follows:
- Allow showing out-of-stock products in search results: If you want to show out-ofstock products in search results, choose Yes. If not, select No.
- Web POS logo: Upload your logo here. Please note that recommended size is
260x120px & supported files are jpeg, png
2.6. How to add a Web POS user
To add new user using Web POS, go to Web POS > Web POS Permissions > POS
Users. Here you can see a list of users that have been created.

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You can also export user list to csv/xml file or add new Web POS user.
Click on Add User button then you will be directed to the following page:
Fill in all information of the user, including User Name, Password, Password
Confirmation, Display Name, Email Address, Location, Role, Status. Then,
click Save or Save And Continue Edit.

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Please note that to select the role for user, you need to add a role first. Please go to
the section: 2.7. How to differentiate access permissions of Web POS users for
more details.
To edit a user, click on the Edit link in POS Users manager page.
You can edit which information you want here:

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2.7. How to differentiate access permissions of Web POS users
To grant different permission for Web POS user, go to Web POS > Web POS
Permissions > POS Roles. The Role Manager page will be shown. You can export role
user list to csv/xml file:
To add a new role, click on Add Role button in the top right corner. You will see
the Add Role page. Here there are two tabs, including Role Information and User List.

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In Role Information tab, please make sure you fill in enough information
- Role Name: Enter a specific name for the role in order to find it easily
- Permissions: Choose which all or specific permissions you want to grant for this
role. Use Shift + Click to choose more than one
- Description: Enter text that describes the role
- Status: Remember to set Status as Active if you want to enable it

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In User List tab, tick on users who will have corresponding permission in Web
POS system.
To edit a current role, click on "Edit" link on Role Manager page, then you will be
redirected to Edit Role page:
When finishing editing, please click on Save or Save And Continue Edit button to save
the change.
2.8. How to connect Web POS with peripheral devices
Magestore Web POS extension can connect with Barcode readers, Card readers &
Receipt printers

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Barcode readers: any devices that connect with ipad/laptop/pc (no matter through
usb port, wifi or bluetooth) - as long as the scanner can read barcodes & fill
encoded information into Web POS search box
Card readers: only devices connected through USB port
Receipt printers: any devices that connect with iPad/laptop/PC (no matter through
usb port, wifi or bluetooth)

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3. HOW TO USE
You have finished settings for Web POS, now please move to the part of HOW TO USE
Web POS for checkout
3.1. How a Web POS user logs in & manages his account
After you creates user with specific permission in using Web POS, you can send him
Web POS checkout link or guide him to access from Web POS backend by going to Web
POS > Web POS Checkout. Then, a login form will appear. User needs to fill in your
account & password to continue:
To manage his account, the user should go to Settings tab > My Account:

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Then, click on My Account link and the user can see his information. He can also change
his password if he wants

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3.2. How a Web POS user deletes/ reloads data in local manually
When to use:
In the first time a user log in to Web POS Checkout screen, the extension will load
data like products, customers, tax calculations, etc. to his local. Then the system
will automatically update new data about products, customers... when having any
changes in admin panel.
In some cases, a user's local data is not 100% synced with data in the back-end. If
the user notices any discrepancy, he can delete and reload data manually.
How to use:
Open the Developer Tools of your browser (e.g. press F12 to open it in Chrome).
Go to tab Console, type the flushProductCache() command and click Enter to
delete and reload data.
Notes:
For data storage, in case the user closes his browser or restarts the system, Web
POS still keeps all previous data so he can continue working without any problem.
3.3. How to filter & search products quickly
In backend, you can configure to search products by going to Web POS > Settings
In General tab: Enable Allow showing out-of-stock products in search
results by choosing Yes option.
Product Search section:

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Enable quick search (load data from local storage): Choose Yes to search
products quickly
Product Attribute(s) for Search: Select attributes by which you want to

search products. The default attributes are Name & SKU. If you want to search
quickly by barcode, choose barcode attribute. Hold Shift + Click to pick more
than one.
In frontend, you can search products by 3 ways, which are categories, product
attributes and barcode
Use categories: In frontend, you can click on All Categories link to quickly search
products by categories. Choose the corresponding categories as you prefer.

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Besides normal categories, you can select search by Recently Added Products &
Frequently Added Products:
-
Recently Added Products: A list of products that have been newly added to
cart.
Frequently Added Products: A list of products that have most often been
added to cart
Use product attributes
To search by product attributes, click on Search icon, then a search bar will be shown.
Enter your search terms and matching products will display right away.

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Use barcode
-
Connect Web POS with barcode reader devices (Please refer to 2.8. How to
connect Web POS with peripheral devices for more details)
Scan barcode and then the barcode attribute will be filled automatically in the
search box (To set barcode attribute, go to 3.3. How to filter & search
products quickly to know more)
The matching product will be shown in the list.
3.4. How to add products to cart

3.4.1. Add products to cart:
-
With simple products, you just need 1 click to add them to cart
With configurable, bundle, grouped products, after clicking, you will see a
popup shown to choose your option. Then, click on Add to cart button.

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3.4.2. Edit products in cart

After adding products to cart, you can edit the quantity of each product by clicking on the
product that needs editing. A popup will display with edit option for Qty.

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To edit Qty., just enter a wanted number or click on +/-. The number of products
will be adjusted in the cart right away.

3.4.3. Remove products in cart
To remove products in cart one by one, click on x button of the corresponding
product. After that, the cart will be updated immediately.

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3.4.4. Clear cart

If you want to clear all products in cart, you can do it fast by clicking on Empty Cart
icon in the top left corner.

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3.5. How to add a custom sale item to cart

3.5.1. What is custom sale item & what it is for
Custom sale item is the item that Web POS user creates when checkout. It is used when
the product hasnt been added to the system or Web POS user cannot find it in the
product list.
3.5.2. How to add Custom Sale to cart
In frontend, click on Custom Sale button if you want to add the custom product to cart

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A screen will be shown for you to configure this custom product

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Name: Enter the name of custom product
Shippable: If choose whether this product will be shipped or not by turning on or

off this option
Price: Enter the price of this product
After finishing configuration, click on Add to Cart button and check out as normally.
Please note that this custom sale product will not be saved for the next checkout.
3.6. How to apply a coupon code or a cart discount
After adding products to cart, to apply a coupon code or discount on the whole cart, click
on Add Cart Discount link.

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Then, a popup will display as below:

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You can choose between using Custom Discount or Coupon Code

In Custom Discount tab:
-
Name: Enter a name for this discount as you will easily check it again
Discount Type: Select discount by fixed amount or percentage
Amount: Fill in discount value as you offer for your customers.
Then, the cart will be updated automatically after you click on Apply button.
In Coupon Code tab:
Just fill in available coupon you want to offer for your customers. The cart will be
updated automatically after you click on Apply button.

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3.7. How to apply a custom discount or custom price to a product
After adding products to cart, besides editing the quantity of each product (refer to
section 3.4.2. Edit products in cart for more details), you can click on the product to
edit other information. A popup will display with edit option for Custom Price,
Discount. Remember that you can only change information by Custom Price OR
Discount, not both of them at a time for a product.

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You can set custom price for products by click on Custom Price button. The next
popup will be shown as below:
In this popup, please choose type you want to adjust for the price, according to fixed
number or percentage.
If you edit fixed price, the price will be changed to the price you have entered

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If you edit by percentage, the price will be decrease by the percent you have
entered (it is similar to Discount by percentage)
Then, products in cart will be updated with the price you edit
Editing discount for each product is similar to edit by Custom Price. Click on
Discount button and choose types of discountfixed discount or percentageyou want to

adjust:

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If you edit discount by fixed number, the price will decrease by the exact value
you have entered
If you edit by percentage, the price will decrease by the percent you have entered
(it is similar to Custom Price by percentage)
Then, the product price will be updated in the cart as following:
3.8. How to handle customer information at checkout

3.8.1. Customer Checkout
To use Customer Checkout, add customer by clicking on Add Customer link. You
will see a screen as below:

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Search customers:
In the search box, you can quickly find the customer by entering his name, email, phone
or address. Choose customer from suggested results in dropdown list.
The information of customer in the system will be auto updated in checkout step. To edit
it, please click on name of customer:

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In the popup, just edit which information you want.

Create new customer
If customer hasnt been added in your system before, instead of searching, click on
Create New Customer button.

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Fill enough information of the customer such as First Name, Last Name, Email, Phone,
Address, etc. Remember to click on Save button to save the customer information for the
next checkout.
3.8.2. Guest Checkout
When you use Guest Checkout, the default customer that you configure in backend will
be used (Please hover to the section 2.3.1 What is default customer & how to
configure Default Guest Checkout to get more details). At checkout, all fields will be
auto-filled with that default information.

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3.9. How to add comments to an order

3.9.1. When you need to add comments
In some special situations, to remember about your order, you can add comment to it so
that you will easily check it later. The comments on order are used internally.
3.9.2. How to add comments
Click on Add Order Comment icon in the top right corner. In the Order Comment
box, type the content that reminds you of this order. Then, save it.
3.9.3. How to check order comment
In Web POS screen
To view comment of order, you can go to Orders tab in Web POS screen, choose an
order then scroll down to see Comment History

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In Magento backend
Go to Sales > Orders > click on a specific order. In order details page, scroll down to
Comment History tab to check whether it has any notes or not.

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3.10. How to process at checkout for a customer

You have been through steps to add products to cart and add customer, lets move to
checkout process.
When products are added to cart, click on Checkout button at the end of the cart
page
You will be redirected to the next page with information of Shipping & Payment Method

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In Shipping method tab:

-
Make sure Billing Address & Shipping Address are filled
To edit address, click on Edit Address button in the top right corner
Choose Shipping method
In Payment method tab:
For Web POS checkout, you can choose among payment methods that are applicable.
There are two payment methods for Web POS checkout, which are Credit Card or Cashin
-
Cash-in: If you choose this payment, a screen will be shown for you to fill the
amount of money that customer pays. The remaining amount will be autocalculated.

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Credit Card: Connect Web POS with card readers to use this payment method. For
more information about how to connect, please go to section 2.8. How to connect
Web POS with peripheral devices
After that, click on Place Order button to complete checkout process. There will be a
notification as below:

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3.11. Split Payment & Partial Payment with Web POS

3.11.1. How to make payment via Web POS using 2 methods (split payment)
You can use 2 payment methods for split payments when checkout with Web POS. Let
me give you an example.
Customers order value is $183.73
-
Your customer wants to pay $40 in cash. Then, you choose Cash-in payment &
enter the value of $40.

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For the remaining ($143.73), your customer wants to pay by Cash on delivery. So,
at this time, you choose Cash on delivery payment method & place order as
normally.

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Notes:
-
Not support more than 2 payment methods for one order
You need to use Cash-in method of Web POS as a compulsory payment method
3.11.2. How to process a layaway (partial payment)

Layaway is an agreement in which the seller reserves an item for a consumer until the
consumer completes all the payments necessary to pay for that item. Rather than taking
the item home and then repaying the debt on a regular schedule, as in most installment

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plans or hire purchases, the layaway customer does not receive the item until it is
completely paid for. (Wikipedia)
With Web POS, you can also apply partial payment. For example, your customer wants
to reserve the good before it will be launched. His order value is $455. He pays $100 as
reservation by Money/Check.
-
Choose payment method as Money/Check. Fill in Amount Tendered the value of

$100.
After finishing creating order, in the next step, dont create invoice or shipment for
this order. To do this, you need to turn off Create shipment for this order and
Create invoice for this order as in the following screenshot.

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After the product is released, customer makes payment for the rest of his order.
Then, admin can create invoice and complete order manually in Magento backend.
Go to Sales > Orders > Choose the order to complete

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3.12. How to use offline mode

-
If you need to check out when you are offline, click on the button at the end of the
page to turn on Offline mode. It will be automatically set as offline if your Internet
Connect suddenly drops.

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Please note that you can check out as normal as when you are online. However, if you are
offline, you cannot use Custom Sale or Discount features.
-
After you create an order, you can check it in Unsynced offline order tab. At this
time, the order is saved without Order ID.

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When you are back to online mode (by turning Online mode on), sync this order to
the system so that it will be recorded. Click on Unsynced offline orders tab, in
the popup, tick on the order then heat the Save Order button.
As the Order ID is recorded after you successfully save the order, it will not be
duplicated with other online orders that are created at the same time.

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3.13. How to print receipt and email order information

You can print receipt or email order information right after creating an order. Remember
that you must be online and have permission to do these actions.
The receipt will look like the screenshot below:

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And here is the email of order information:

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3.14. How to review orders

In POS screen, you can review orders by choosing Orders tab. Here you can see the
order list and order details

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Order status
In order list, the status of order is distinguished by color
-
Complete: Green
Processing: Yellow
Pending: Blue
Canceled: Gray
Order searching
To quickly find an order to review, you can search it by Order ID or Customers

Name/Email

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View order information

To view detailed information, click on your wanted order. Please make sure that you have
permission to check it and you are in online mode. The detailed order will be shown like
this

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3.15. How to create shipment or issue refund for an order

3.15.1. How to create shipment
There are two ways to create shipment using Web POS: after creating an order and
when reviewing order
After creating an order
When an order is created, you can create shipment by turn it on as below

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When reviewing an order

Another way is to go to Orders tab in Web POS screen. Choose the order you want to
create shipment, then click on Ship button.

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There will be a message shown to notify you that shipment is created successfully. Please
note that to use this way, you need to have permission and be in online mode.
3.15.2. How to issue refund
Going to Orders tab in POS screen, you choose the order that is required to refund. Click
on Refund button in the end.

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A popup will display so that you can fill in the information before making refund
After that, you will get the message informing that credit memo is created successfully.
Please make sure you have permission to issue refund and you are in online mode.

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3.16. How to use Web POS on iPad & tablets

You can check out with Web POS by using iPad & tablets as normally as on PC. The
screenshots describing how Web POS looks on iPad
On product listing page
On checkout page

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When finishing creating an order

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Notes:
Card Readers cant be used when you use iPad or tablets to checkout with POS because
they cannot connect through USB port. To know more about device connect, please
hover to the section 2.8. How to connect Web POS with peripheral devices
3.17. How to run sales report: based on staff or location

3.17.1. Based on Staff
In backend, go to Web POS > Sales Report. To view reports by staff, please choose
Report By User.

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The report with information of Period, User, Sales Total will be show in the table as
follows. You can also export it to csv/xml files.
Moreover, the report can be shown in different 5 types of chart. To view it, please click
on the Show Chart icon
By this way, the report will be shown in the most visualized way. You can analyze it by
downloading chart to your computer. Lets take a look at the screenshots below:
Pie chart

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Line chart
Area report

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Horizontal bar
Vertical bar

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3.17.2. Based on sale location

Similar to run reports based on staff, go to Web POS > Sales Report. Choose Report By
Location & view it in different types. The report will be shown with the information of
Period, Location and Total Sales.
Please go to section 3.17.1. Based on Staff to know more details.

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Copyright (c) 2009-2015 www.magestore.com

HOW TO CONFIGURE ........................................................................................... 8

HOW TO USE .......................................................................................................... 19

Copyright (c) 2009-2015 www.magestore.com

3.5. How to add a custom sale item to cart .................................................................... 28

Copyright (c) 2009-2015 www.magestore.com

3.17. How to run sales report: based on staff or location .............................................. 64

Copyright (c) 2009-2015 www.magestore.com

Copyright (c) 2009-2015 www.magestore.com

Process payments with ease

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- Enabled: Choose Yes to enable this payment method

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- Enabled: Choose Yes to activate shipping method for Web POS

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2.4. How to enable offline mode

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it blank or enter zero to disable automatic network check

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You can edit which information you want here:

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2.7. How to differentiate access permissions of Web POS users

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redirected to Edit Role page:

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Product Search section:

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Product Attribute(s) for Search: Select attributes by which you want to

products by categories. Choose the corresponding categories as you prefer.

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Use product attributes

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The matching product will be shown in the list.

3.4. How to add products to cart

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3.4.2. Edit products in cart

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will be adjusted in the cart right away.

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3.4.4. Clear cart

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3.5. How to add a custom sale item to cart

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A screen will be shown for you to configure this custom product

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Name: Enter the name of custom product

Shippable: If choose whether this product will be shipped or not by turning on or

Price: Enter the price of this product

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Then, a popup will display as below:

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You can choose between using Custom Discount or Coupon Code

Discount Type: Select discount by fixed amount or percentage

Amount: Fill in discount value as you offer for your customers.

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3.7. How to apply a custom discount or custom price to a product