The Point of Sale (POS) system allows you to quickly create and complete orders directly from your Admin Area and use the functionality of your online store to check out customers at your physical storefront, similar to a cash register.

Point of Sale is a convenient feature if you operate a traditional brick-and-mortar retail establishment or sell products or services in person.

Important Notes

Stores With SSLs

If your store uses an SSL certificate, you'll need to enable a specific configuration variable in order for the POS system to work:

  1. In your Admin Area, go to Settings > Config Variables.
  2. Click Search and enter the term "secure" in the Name field. Click Search again at the bottom of the page.
  3. Enable the Force Secure Cart/Checkout variable, then click Save.

Note that if your store doesn't have an SSL, you do not need to enable this variable.

Using a Scanner with POS

If you exclusively use a scanner to add items to POS orders, make sure that the Point of Sale Scanner Only config variable is enabled:

  1. In your Admin Area, go to Settings > Config Variables.
  2. Click Search and enter the term "scanner" in the Name field. Click Search again at the bottom of the page.
  3. Make sure the Point of Sale Scanner Only check box is selected, and then click Save.

When this variable is enabled, the cart contents for a POS order will update automatically as you add items using a scanner. You will not be able to browse for products using the storefront (right) panel of the POS page if any non-secure content (images, javascript, CSS) is present.

If you need to use the storefront (right) panel of the POS page to add items, you should disable the Point of Sale Scanner Only config variable. Note that products will still be added to the cart automatically, but you'll need to refresh your browser window or click the soft add-to-cart to see an updated cart count on your storefront.

Recurring Billing Products

Point of Sale cannot be used for donations or products configured with recurring billing.

Contents

Getting Started

Log in to your Admin Area and go to Orders > Point of Sale. 

Use the POS fields to process any order created on your storefront for customers.

The following POS hardware can be used with Volusion's Point of Sale system:

  • UPC Barcode Scanner (Note: Volusion supports a variety of UPC scanners, provided they are supported by your computing platform. Consult your POS hardware distributor for more information on using UPC scanning devices with desktop computers. Volusion does not provide extended hardware or software support for UPC scanners.)
  • Credit Card Swipe/Magnetic Stripe Reader. To learn more, see "How to Use a Swipe Card Reader for Point of Sale Transactions".
  • 3-inch Receipt Printer.

Important Note Before Card Processing

Before you use the POS system for processing credit card or debit card payments, log in to your payment gateway account and review the AVS settings. These specify what information is used to verify a customer's credit card. Only the customer's 5-digit ZIP code is entered on the POS page before swiping, so you should make sure the gateway will accept a five-digit ZIP code match without address. Most gateways have this capability.

When you're finished using the POS system, be sure to reset the settings to how they were originally.

Consult your gateway provider's documentation or online support for further information.

Basic Point of Sale Process

These are the most basic steps for using the Volusion Point of Sale system. For extended information on any one of the steps listed, consult the article details below.

1. Go to Orders > Point of Sale. This will take you to your http://www.yourvolusionstore.com/pos.asp page.

2. Enter a UPC Code or Product Code to add an item to the cart for this order.*

3. Select the Payment Method. Entry fields will be displayed depending on your selection. For example, Cash or Credit Card.

  • Credit Card with Swiper: To collect the payment using a credit card swipe, enter the card's CVV2 number in the Security Code field, position the cursor in the Use This Field For CardSwipe field and swipe the card. The details will be autosubmitted.
  • Credit Card without Swiper: You can enter the credit card details manually. See the field descriptions below. Click Accept Payment when finished.
  • Cash: Enter the cash amount and click Accept Payment.

4. Review the cart and payment information on the Point of Sale system's Place Order page. Be sure to select the shipping method, which should always be In-store Pickup.

5. Click Place Order to complete the transaction and print the receipt.

*If you want the ability to browse for products using the storefront (right) panel of the POS page, you'll need to disable the Point of Sale Scanner Only config variable. When this variable is disabled, products are added to the cart automatically, but you'll need to refresh your browser window to see an updated cart count on your storefront.

Point of Sale Fields

Once you're on the Point of Sale page with the control fields, use the POS interface on the left to add products to the order. You'll also see an iframe depicting your storefront, which you can use to view the current cart contents as a customer would. Note that products are added to the cart automatically, but you'll need to refresh your browser window to see an updated count in the cart on your storefront. The storefront iframe is only for use during the final stages of placing the POS order, unless you are exclusively using a scanner with the POS system.

The POS panel on the side of the page will contain the following fields:

UPC Code
Enter the UPC code into this field manually with your keyboard, with a UPC scanner (make sure the cursor is in the field before scanning), or by adding products to the cart as a customer normally would. Click Add to Cart to move on to the next product, or to finish adding products and make payment. Note that to use this field with a scanner, products in your store must have a valid UPC code entered for them. Generating UPC codes for products is covered in Product Settings under the Vendor Information section. Please review that chapter for more information on creating UPC codes for use in the Point of Sale page.

Product Code
You can enter the Product code in this field as an alternative to the UPC Code.

PAYMENT: CASH

Cash
For customers paying by cash or check, simply enter the amount received and click Accept Payment.

PAYMENT: CREDIT CARD

Use This Field For CardSwipe
This field can only be entered using a Swipe Card Reader, also known as a "swiper" attached to your PC. For further information on purchasing, setting up, and using a swiper, see "How to Use a Swipe Card Reader for Point of Sale Transactions". Warning: before swiping a card, you must enter its CVV2 code in the Security Code field. Once the card is scanned, the information is automatically submitted and the order review page displayed.

Credit/Debit Card Type
If manually entering card details, select the credit/debit card type from this drop-down.

Credit/Debit Card Number
If manually entering card details, enter the complete card number.

Name on Card
If manually entering card details, enter the customer's name exactly as shown on the card.

Expiration Date
If manually entering card details, select the card's expiry date from the month and year drop-downs. 

Security Code
For payment security, you must enter the 3-4 digit security code on the back of the credit card into this field before swiping.

Zip / Postal Code
If manually entering card details, enter the customer's ZIP or postal code into this field.

Alternate Payment Methods

To process an alternate payment method, click Proceed to Checkout at the bottom of the shopping cart screen, or use the Change Payment button on the Point of Sale checkout page.

This is most commonly used when a customer is paying by check, as the Point of Sale checkout page does not provide any fields to enter MICR check information. Select your Billing and Shipping addresses, choose In-Store Pickup for Shipping, and fill out the check information to complete payment changes.

Completing Point of Sales Orders

Once products have been added to the shopping cart, select either Cash or Credit / Debit Card as the payment option to proceed to checkout.

Once payment has been placed and you've clicked Swipe or Pay, you'll be redirected to the Place Order page to finalize order details and collect payment.

PLACE ORDER

Ship To
By default, this field is populated with the address assigned to the administrator account currently logged in. Click Change and enter the customer's address.

Shipping Method
This field shows the shipping method being applied to the order. The only available method will be In-Store Pickup, since the Point of Sale system is designed for use with in-person transactions.

Items
All products within an order will be listed here along with product codes, quantities, price, and subtotals. Click Need to Change Quantities or Edit an Item? to edit the contents of the order.

Gift Options
Gift wrap options can be added to any order by clicking Change. When Gift Wrap is applied to an order, you'll have to reapply payment to the order to reload all options into the Place Order page.

Order Summary
This field shows subtotals, taxes, and grand totals for the order.

Payment
This field lists the current payment that has been applied to the order thus far. To modify the type or amount of payment, click Change.

Bill To
This field lists information regarding the individual to be billed for the order. By default, this will be the name and address for the administrator currently logged in - you should leave it as the administrator address.

Apply a Gift Certificate
For in-store customers using a gift certificate, apply the certificate by entering its code here and clicking Apply. 

Shipping and Billing Addresses

It is very important to note that since you run the POS system through your own shop, the Ship To and Bill To fields are automatically populated with your admin name and address. They will appear this way when you go into Orders > Process Orders.

Company Details on Printed Receipts

Make sure to change the default sample company information and "Thank You" message before conducting a POS transaction. To do this:

  1. Go to Design > Site Content.
  2. Scroll down to section 5 - Order Finished.
  3. Open article ID 59, POS_Receipt_Bottom, and edit so that your website or company name replaces YOURCOMPANYNAME.COM. You can customize this entire section with whatever you want to appear at the bottom of printed receipts.
  4. Click Save.
  5. Open article ID 58, POS_Receipt_Top, and edit so that your company's name and address replaces what is currently there.
  6. Click Save.

Any order placed in your store using the Point of Sale system is recorded by Volusion just as any traditional, online order is recorded.

Special Tips and Tricks

Point of Sale functions provide a way to quickly process in-store orders using UPC codes or scanners. One drawback to this system is that options for products may not be reported within the Point of Sale system when using the UPC scan option (the exception being products using the SmartMatch system to manage products, options, and stock).

When adding products to the shopping cart with the Point of Sale system, you may want to manually enter a product's Code or UPC Code rather than using UPC scanning options.

Please note that the Point of Sale system is incompatible with products configured as donations or with recurring billing.

Additionally, Point of Sale orders are incompatible with Volusion's Fraud Score service. If you use Fraud Score when processing orders, note that no score will be assessed for POS orders.

Note

If you have never placed an order while signed in as an administrator, then your Point of Sale system may not initially charge tax. The Point of Sale system looks for the administrator shipping address to populate the Point of Sale checkout page Ship To field, and the address in the Ship To field is used to calculate order tax.

Since the shipping address for all customers (including administrators) is stored in the Orders table, the shipping address field will not be populated with any information until an order is placed.

You'll either need to import a shipping address to your administrator account using a CSV file on your Inventory > Import/Export > Data Import page, or place a test order while you are logged in as an administrator. Either of these solutions will populate the shipping address for your administrator account in the Orders database table so that tax will calculate on your Point of Sale screen.

Summary

The flexibility of your store gives you the freedom to extend operations beyond a simple online shopping cart. If you're an online retailer with a physical store presence, the Point of Sale system saves valuable time and effort in that both online and in-store orders can be carried out through Volusion, keeping all order and financial data integrated into a single system.

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