How to View / Create / Edit / Refund Orders

How to Create an Order

This guide walks you through creating a new order at the Point of Sale, including adding items to the cart and attaching a customer to the sale.

Before You Begin

Important: You can create an order without the register open, but you will not be able to accept in-store payment (cash or credit) until the register is open and activated. Check the top-right corner of your screen to confirm the register status before serving a customer.

Tip: If you are only creating an order to send as a quote, the register does not need to be open.

Step 1: Start a New Order

1. Navigate to Orders > All Orders. If you are logged in as a Clerk or Customer Service user, this is the first page you will see after logging in.
2. Click the Create Order button in the top-right corner.
3. The system will open a new order screen that displays a search interface. This is where you will add items to the order.

Step 2: Add Items to the Order

There are three ways to add items to your order:

Option A: Scan a Barcode

Use your barcode scanner to scan the UPC or SKU barcode on the product's packaging. The item will be added to the cart automatically.

Note: Your barcode values (UPC or SKU) must be set up correctly in the Hardware section of the product catalog for scanning to work. If an item is not being recognized when scanned, contact your manager or administrator.

Option B: Search by Name or Code

1. Click into the search bar at the top of the order screen.
2. Type a search term using any of the following:
   • Product name (full or partial — e.g., "IXUS" to find a Canon IXUS camera)
   • UPC code (full or partial)
   • SKU code
   • MPN (Manufacturer Part Number)
3. Select the correct item from the results to add it to the cart.

Tip: You don't need to type the full product name or code. The search will return results based on partial matches, making it fast to find items even if you only remember part of the name or number.

Option C: Use Quick-Access Tags

1. Look for the tag buttons located directly below the search bar.
2. Click a tag to view a quick menu of pre-configured popular items — such as frequently ordered services, custom items, or products that may not have barcodes.

Tip: After adding an item, the search box stays open so you can continue scanning or searching for additional items. You can also adjust the quantity of items directly from this view.

Adding Photo Products

In addition to standard merchandise, you can add Photo Factory products to an order (e.g., canvas prints, greeting cards, photo books, and calendars). These are found through the same search interface.

Step 3: Close the Search Box

Once you have finished adding all items to the cart, close the search interface by doing one of the following:

• Click anywhere on the screen outside the search box, or
• Click the X button on the search box.

You will now see the full order summary with all items listed.

Tip: If you need to add more items at any time, simply click back into the Search Merchandise box to reopen the search interface.

Step 4: Add a Customer to the Order

By default, every new order is assigned to a Guest Customer. To attach a specific customer to the order:

1. Locate the Contact Information section on the order screen.
2. Click into the Search All Customer box.
3. Search for the customer by first name, last name, phone number, or email address.
4. Click on the correct customer's name in the results to attach them to the order.

If the Customer Does Not Exist Yet

1. Click the Create New Customer button.
2. Fill in the customer's information.
3. During creation, you can also:
   • Set the customer's email marketing opt-in preference.
   • Mark the customer as tax exempt (for B2B customers).

Step 5: Add an Internal Note (Optional)

You can attach an internal note to the order to communicate information to other staff members.

1. Locate the Internal Note section on the order screen.
2. Click Add Note.
3. Type your note and save it.

Each note automatically records which user added it, and multiple notes from different users are displayed as a conversational thread

Important: Internal notes are only visible to staff within the application. They are not printed on the customer's receipt and are not visible to the customer.

Additional Options

The order screen also provides access to the following settings, which can be adjusted as needed:

• Pickup Address / Shipping Method — Change how the order will be fulfilled.
• Billing Information — Update the customer's billing details if they differ from their shipping information.

These are advanced features and are covered in a separate guide.

At this point, your order is complete and ready for the next step in your workflow, whether that is processing payment or sending the order as a quote.

How to Tender (Pay for) an Order

This guide walks you through the process of accepting payment for an order at the Point of Sale, including how to handle split payments across multiple payment methods.

Before You Begin

Important: You must have an order ready before you can accept payment. You can either create a new order (see the  How to Create an Order guide) or continue an existing unpaid order.

Tip: To continue an existing unpaid order, navigate to Orders > All Orders and use the search bar to find the order.

You can search using any of the following criteria:

Once you locate the order, click the View button to open it and continue to payment.

• Customer name (first or last)
• Customer email address
• Customer phone number
• Order number
• Order line item details (e.g., a product name within the order)

Step 1: Review the Order

Before sending the order to payment, review the items in the cart to confirm everything is correct

Note: If you need to apply an order discount or an item discount, you can do so from this screen. Select an item to see item-level options, or look for the order discount option in the order summary. These discount features are only available to users with the Owner or Buyer permission level. They are not available to Clerk or Customer Service users.

Step 2: Send the Order to Payment

1. Once you are satisfied that the order is complete, click the Pay Now button.
2. The system will display the available payment methods configured for your store (e.g., Cash, Credit Card, Check, Venmo, or other custom options).
3. Click on the payment method the customer would like to use.

Step 3: Enter the Payment Amount

After selecting a payment method, the system will display three key pieces of information:

• Total Amount — The full cost of the order.
• Remaining Amount — How much is still owed on the order.
• Amount to Apply — How much will be charged to the selected payment method.

By default, the full remaining amount is pre-filled. If the customer is paying the entire balance with a single payment method, you do not need to change anything.

Tip: If the customer wants to split payment across multiple methods (e.g., part cash and part credit card), change the amount in the Amount to Apply field to reflect only the portion being paid with the current method.

Step 4: Process the Payment

1. Confirm or adjust the payment amount, then click Pay.
2. What happens next depends on the payment method selected:
   • For cash payments: A built-in calculator will appear on screen. Enter the amount of cash the customer has given you, and the system will automatically calculate the correct change to hand back. Once complete, click Complete Payment.
   • For credit card or PIN debit payments: The payment amount will be automatically sent to the payment terminal. Instruct the customer to follow the prompts on the payment device to complete the transaction (e.g., tap, insert, or swipe their card and confirm the amount). Once the customer completes the transaction on the terminal, the payment confirmation is sent back to the system automatically — you do not need to click anything. The system will advance to the next screen on its own.
   • For other payment methods (e.g., check, Venmo, or other custom options): Collect the payment from the customer outside the system, then click Complete Payment to record it.

Step 5: Handle the Result

What happens next depends on whether the order has been paid in full:

If the Order Is Fully Paid

You will be prompted to provide the customer with a receipt. Choose one of the following options:

• Print the receipt.
• Email the receipt to the customer.

The order is now complete. You can return to the order screen and assist the next customer.

If a Balance Remains (Split Payment)

1. Click the Add Next Payment button. You will be returned to the payment method selection screen.
2. Notice the payment summary card in the top-left corner of the screen — it shows how much has already been paid and how much remains.
3. Select the next payment method.
4. Confirm or adjust the amount to apply.
5. Click Pay and complete the payment process for that method:
   • Cash: Use the on-screen calculator and click Complete Payment.
   • Credit card or PIN debit: Wait for the customer to complete the transaction on the payment device. The system will confirm the payment and advance automatically — no action is needed from you.
   • Other methods: Collect payment and click Complete Payment.
6. Repeat until the full balance is covered. Once it is, you will be prompted to print or email the receipt as described above

Processing Refunds in MyDakis

MyDakis offers three ways to issue a refund on a completed order:

1. Item Refund — Refund one or more specific items from an order.
2. Full Order Refund — Refund the entire order in one step.
3. Amount Refund — Refund a specific dollar amount, prorated across the order.

This guide covers how to process each type, including how taxes, shipping, and restocking fees are handled.

Note: You must be logged in with a Customer Service permission level or higher (e.g., Buyer, Owner) to process refunds. Clerks do not have access to refund options. For more details, see the User Permission Levels article

How Refunds Are Returned to the Customer

Refunds are always returned to the same payment method used in the original transaction.

•        Paid by cash? The refund is issued in cash.

•        Paid by credit card (e.g., via Vacus Pay)? The refund goes back to that same credit card.

Note: The ability to choose an alternate refund payment method is planned for a future update.

Item Refund

Use an Item Refund when a customer is returning only some of what they purchased.

1. From the completed order, select Refund Item.
2. You will see a list of all items in the order. For each item, you can:
3. Use the quantity dropdown to select how many units to refund.
4. Adjust the restocking fee (set to zero by default).
5. Optionally check the box torefund shipping.
6. Review the calculated tax amounts. MyDakis automatically determines whether each item (and shipping) was taxable on the original order and includes the correct tax refund — no manual calculation needed.
7. Optionally add a Reason for Refund and choose whether to send the customer an email notification.
8. Click to confirm the refund.

Full Order Refund

Use a Full Order Refund when a customer is returning everything from an order.

This is the simplest refund type.

1. From the completed order, select Full Order Refund.
2. The system automatically includes all items and the full shipping amount (including any applicable taxes). There are no quantities to select or items to configure.
3. Review the refund summary and confirm the refund. The total will match the full value of the original order.

Note: You cannot adjust individual item quantities or selectively exclude items with this refund type. To do that, use an Item Refund instead.

Amount Refund

Use an Amount Refund when you need to refund a specific dollar value that isn't tied to a particular item. This is the most flexible refund type, but it requires the most care.

1. From the completed order, select Amount Refund.

1. Enter the dollar amount you wish to refund.

1. Review the refund breakdown carefully before confirming. You will be able to see how the amount has been distributed and the tax amounts being refunded.

1. Once you are satisfied, confirm the refund.

⚠️ Important: How Prorating Works: The amount you enter is prorated automatically across all items and shipping in the order. This means a portion of the refund is applied to each item based on its share of the order total. Because each item may have different tax rules, the tax refunded will vary depending on the mix of taxable and tax-exempt items.

Example: You issue a $1,000 refund on a $2,000 order containing one taxable item and one tax-exempt item. MyDakis applies $500 to each. The $500 on the taxable item includes a tax refund; the $500 on the tax-exempt item does not.

⚠️ Critical: The Amount You Enter Is Pre-Tax: The dollar amount you enter is the pre-tax amount. The actual refund issued to the customer will be higher because applicable taxes are added on top. If you want the customer to receive exactly $1,000 back in total, the amount you enter will need to be lower than $1,000 to account for taxes.

After Any Refund: What Happens Next

Regardless of refund type, MyDakis creates a new shopping cart with its own unique order ID for every refund. 

This refund cart is:

• Separate from the original transaction.

• Linked to the original order — use the link icon on either transaction to navigate between them.

• Processed independently for accounting purposes. Because the refund occurs at a different point in time, it is sent to your accounting system as a separate negative transaction.

From the refund confirmation screen, you can:

• Print the refund receipt.

• Email the refund receipt to the customer.

• Process additional refunds on the same original order if needed.

Choosing the Right Refund Type

Need more help? Visit us at help.dakis.com or reach out to our support team.