How to View / Create / Edit / Refund Order

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.

1. 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:

• 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)

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

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