Point of Sale

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Overview

Knowlix Point of Sale delivers complete retail and restaurant management with transaction processing, inventory tracking, customer engagement, and payment integration. Process sales through intuitive touch interfaces, accept multiple payment types, track cash movements, and analyze performance metrics in real time. The POS system operates both online and offline with automatic synchronization when connectivity returns. Configure multiple registers across locations, enable employee permissions, integrate payment terminals, and connect peripheral hardware including receipt printers, barcode scanners, customer displays, and kitchen screens. Restaurant capabilities include floor planning with table management, order modifications during service, bill splitting for groups, course firing to kitchens, and tip collection. Retail features support product variants, serial number tracking, customer loyalty programs, and promotional pricing with automatic discount application. Session-based cash management tracks opening balances, transaction totals, payment method breakdowns, and closing reconciliation. Real-time reporting monitors hourly sales patterns, product performance, employee productivity, and profitability across all locations and time periods. Key capabilities:

• Multi-location register management
• Offline operation with sync
• Payment terminal integration
• Hardware device connectivity
• Restaurant table and floor management
• Product variants and serial tracking
• Customer loyalty and promotions
• Session-based cash control
• Real-time sales analytics
• Employee permissions and PIN access

Important: POS systems handle cash and payment data requiring strict security controls, audit trails, and regulatory compliance. Configure employee permissions carefully, reconcile sessions daily, and maintain equipment security to prevent fraud and loss.

💡 Pro Tip: Ask Your Knowlix for POS tasks: “Open a new POS session” or “Show me today’s sales by product”

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POS Sessions

Sessions represent distinct periods of register operation with opening and closing procedures for cash accountability.

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Starting Sessions

Navigate to Point of Sale application and click New Session on the dashboard. Session initialization: System prompts for opening cash amount if cash payments accepted. Enter physical cash count in register drawer and click Open Session to begin. Each session tracks:

• Opening balance timestamp
• All transactions during session
• Payment method totals
• Cash movements in and out
• Employee activities
• Closing reconciliation

Multiple cashier access: Enable shared sessions in POS settings to allow multiple employees to process transactions during single session. Each transaction records which employee completed the sale. Session status indicators: Dashboard displays session state with color coding:

• Green: Session open and operational
• Orange: Session requires closing
• Gray: Session closed and archived

💡 Your Knowlix: “Open a POS session with $200 starting cash” or “Show me all open sessions”

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Closing Sessions

End sessions to finalize cash counts, reconcile payments, and prepare revenue reporting. Closing workflow:

1. Click Close button on open session
2. Review transaction summary showing expected totals
3. Count physical cash in drawer
4. Enter counted amount for each denomination
5. Compare counted versus expected amounts
6. Record any discrepancies with notes
7. Click Close Session and Post Entries

Payment reconciliation: Session closing displays breakdown by payment method:

• Cash transactions
• Card payments
• Other payment types
• Expected totals per method
• Actual amounts received

Differences between expected and counted amounts create discrepancy records for accounting investigation. Bank deposits: After closing, prepare cash deposits for banking. System generates deposit slips showing total cash to deposit after retaining opening balance for next session. Accounting entries: Session closure creates journal entries recording:

• Sales revenue by category
• Tax collections
• Payment method receivables
• Cash drawer changes
• Discrepancy adjustments

Best practice: Close sessions daily rather than leaving open for multiple days. Daily closing improves cash accountability, simplifies discrepancy resolution, and provides accurate daily performance metrics.

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Processing Sales

Add products to cart, apply discounts or promotions, and complete payment processing.

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Product Selection

Search methods: Type product name or barcode in search field to filter available products. Click product tile to add to cart. Barcode scanner integration adds products instantly when scanned without manual clicking. Product grid: Configure product categories displayed as filterable buttons on left sidebar. Click category to show only products in that classification. Customize product tiles with images, names, and prices for quick visual identification. Quantity adjustment: Select product in cart and click Qty button. Enter desired quantity using numeric keypad and confirm. Alternatively, scan product barcode multiple times to increment quantity with each scan. Price override: Click Price button to manually adjust product unit price for special pricing situations. Requires appropriate employee permissions. Product notes: Add internal notes or customer instructions to cart items by selecting product and clicking Note button. Notes print on kitchen tickets and receipts.

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Customer Assignment

Set customer: Click customer name field or customer icon to search and select customer for transaction. Customer selection enables:

• Pricelist application
• Loyalty point accrual
• Purchase history tracking
• Targeted promotions
• Invoicing capabilities

Quick customer creation: If customer not found, create new customer record directly from POS interface by entering:

• Name (required)
• Phone number
• Email address
• Billing address

New customer immediately available for current transaction and future sales. Anonymous sales: Process transactions without customer assignment for quick walk-in purchases. These sales don’t accumulate loyalty points or link to purchase histories.

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Discounts and Promotions

Manual discounts: Select product in cart and click Disc button. Enter percentage discount (e.g., 15 for 15% off) and confirm. Discount applies only to selected item. Enable global discount feature to apply percentage discount to entire order total rather than individual products. Automatic promotions: Configure promotional pricing that applies automatically when conditions met:

• Quantity discounts (buy 3 get 10% off)
• Category promotions (all beverages 20% off)
• Time-based sales (happy hour pricing)
• Customer tier pricing (VIP customer rates)

System recognizes qualifying transactions and applies promotional pricing without manual intervention. Loyalty rewards: When customer with loyalty points assigned to order, Rewards button activates. Click to view available rewards and select reward to apply. Points deduct automatically and discount applies to cart. 💡 Your Knowlix: “Apply 20% discount to selected item” or “Show loyalty rewards for this customer”

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Payment Processing

Accept multiple payment types and split transactions across payment methods.

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Payment Methods

Click Payment button to proceed to payment screen displaying order total and available payment methods. Configured payment methods appear as buttons:

• Cash
• Credit/Debit Cards
• Payment Terminals
• Mobile Payments
• Gift Cards
• Customer Account Credit

Click payment method button to select. Enter amount if collecting partial payment with that method. Split payments: Process orders with multiple payment methods by entering partial amounts for each:

1. Click first payment method
2. Enter amount to charge to that method
3. Remaining balance displays
4. Click additional payment method for remaining amount
5. Continue until full order total collected

Example: $50 order paid with$30 cash and $20 card. Change calculation: For cash payments exceeding order total, system automatically calculates change amount to return to customer. Opens cash drawer if connected. Payment validation: Click Validate to confirm payment and complete transaction. System prints receipt, records sale, updates inventory, and returns to empty cart for next customer.

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Payment Terminals

Integrate card payment terminals for secure electronic payment processing. Terminal configuration: Connect supported payment terminals through POS settings by selecting terminal provider and entering credentials. Supported providers include major payment processors for credit, debit, and contactless payments. Terminal workflow:

1. Select payment terminal method on payment screen
2. Enter payment amount
3. Click to send payment request to terminal
4. Customer completes payment on physical terminal
5. Terminal confirms transaction success or failure
6. POS automatically validates successful payments

Terminal integration eliminates manual card number entry while maintaining PCI compliance. Tip collection: Enable tip configuration on payment terminal for service businesses. Terminal prompts customers for tip amount or percentage before completing payment. Tips record separately from product sales for proper distribution. 💡 Your Knowlix: “Process $75 payment split between cash and card” or “Enable tip collection on terminals”

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Returns and Refunds

Process product returns and issue refunds to customers for eligible transactions. Return workflow:

1. Click Refund button on POS interface
2. Select original order from order history
3. Choose products to return (partial or full order)
4. Adjust quantities if returning partial quantities
5. Select refund payment method (typically original payment method)
6. Click Validate to process refund

Refund options: Return cash for cash purchases, credit cards for card purchases, or issue store credit for future purchases. Inventory adjustment: Returned products automatically increase inventory availability for resale. Damaged or defective returns can be marked separately to exclude from sellable inventory. Refund reporting: Return transactions appear in sales reports with negative values for accurate revenue calculation. Filter reports to show returns separately from gross sales. Exchange handling: For product exchanges rather than refunds, process return first then immediately create new sale for replacement product. Charge or refund price difference.

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Restaurant Features

Manage dining room service with table tracking, order modifications, and kitchen communication.

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Floor and Table Management

Floor configuration: Define restaurant layout by creating floors (dining room, patio, bar) containing tables with specified seating capacities. Navigate floors using floor selection buttons. Tables display current status:

• Available (green)
• Occupied (orange)
• Requires payment (blue)

Click table to open or view orders for that table. Table transfers: Move orders between tables for guest relocations. Open source table order, click transfer button, and select destination table. Table merging: Combine multiple tables for large parties. Select primary table, click merge function, and add additional tables. Orders consolidate to single bill.

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Order Management

Taking orders: Select table to begin order. Add products as guest orders arrive. Submit to kitchen without payment for running tabs. Orders display on table with status indicators:

• New items (highlighted)
• Sent to kitchen (confirmed)
• Ready to serve (kitchen completed)

Order modifications: Add items to existing table orders by reopening table and adding products. Submit changes to update kitchen screens with new items. Cancel items before kitchen preparation by removing from order. After preparation begins, void items through cancellation process requiring manager approval. Course management: Mark products for specific courses (appetizers, entrees, desserts). Fire courses individually to kitchen at appropriate timing rather than sending entire order at once. Guest checks: Print preliminary checks for tables without closing order, allowing guests to review bill before payment.

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Bill Splitting

Divide table charges among multiple guests for individual payment. Split equally: Click Split button and select number of ways to divide. System creates separate orders with equal portions of total. Split by item: Assign specific products to individual guests. Click splitting mode, select guest, and tag items belonging to that person. Repeat for all guests. Split by amount: Specify dollar amount for each guest rather than specific items. Useful for groups agreeing to pay set amounts. Process payment separately for each split portion as individual transactions. 💡 Your Knowlix: “Show me occupied tables in dining room” or “Split the bill for table 12 four ways”

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Kitchen Display Integration

Send orders to kitchen screens showing preparation queues and timing. Kitchen screen setup: Configure kitchen display systems showing incoming orders, preparation status, and timing alerts. Position screens in prep areas for cook visibility. Order routing: Route product categories to appropriate kitchen stations:

• Grill orders to grill station
• Salads to cold prep
• Desserts to pastry station

Order status: Kitchen staff mark orders as:

• New (just received)
• In progress (cooking started)
• Ready (complete and ready for service)

Status updates appear on server-facing displays indicating pickup readiness. Timing management: Kitchen screens highlight orders exceeding target preparation times with color coding. Managers monitor average prep times and maximum wait times for service level tracking.

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Self-Order Kiosks

Enable customer self-service ordering through kiosk interfaces. Kiosk mode: Configure POS terminals as self-order kiosks where customers browse products, build orders, and process payments without staff assistance. Kiosk interfaces simplify navigation with large product images, category browsing, and prominent add-to-cart buttons. Kiosk workflow:

1. Customer selects products from category grid
2. Customizes options or variants
3. Reviews cart and adjusts quantities
4. Proceeds to payment
5. Selects payment method
6. Completes payment at terminal
7. Receives receipt with order number

Order fulfillment: Kiosk orders route to kitchen displays or fulfillment stations. Staff prepare orders and call numbers or deliver to tables based on service model. Accessibility features: Configure kiosk interfaces with accessibility options including text size adjustment, high contrast modes, and audio assistance for visual impairments.

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Employee Management

Control employee access with permissions and PIN authentication.

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Employee Configuration

Navigate to Point of Sale → Configuration → POS Settings and enable employee-specific access controls. Employee setup: Create employee records with:

• Name and contact information
• PIN code for POS login
• Permission levels
• Assigned locations
• Badge barcode (optional)

Permission levels: Restrict capabilities by role:

• Cashier: Process sales only
• Shift lead: Open/close sessions, process refunds
• Manager: Override prices, access reports, void transactions

PIN authentication: Require employees to enter PIN before accessing POS functionality. Sessions track which employee processed each transaction for accountability. Badge scanning: Allow employees to log in by scanning employee badge barcode rather than typing PIN. Speeds up shift changes during busy periods. Multiple cashiers: Enable multiple employees to work from single session simultaneously. System tracks individual employee sales within shared session for performance tracking. 💡 Your Knowlix: “Create new employee PIN for Sarah with cashier permissions” or “Show me today’s sales by employee”

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Hardware Integration

Connect peripheral devices for enhanced POS functionality.

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Receipt Printers

Printer setup: Connect receipt printers through:

• Direct USB connection
• Network connection via IP address
• Bluetooth pairing

Configure printer paper width, receipt templates, and automatic print triggers in POS settings. Receipt content: Customize receipt templates with:

• Business name and address
• Order items with prices
• Payment method details
• Customer information (if provided)
• Loyalty points earned
• Return policy footer
• Promotional messages

Kitchen printers: Route order tickets to separate kitchen printers positioned at prep stations. Kitchen receipts include:

• Order number
• Table or customer name
• Product names with modifications
• Preparation notes
• Order timing

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Barcode Scanners

Scanner connectivity: Connect barcode scanners via USB or Bluetooth. Most scanners operate as keyboard input devices requiring no special configuration. Scanning workflow: Scan product barcodes to add items instantly to cart without manual search or clicking. Scan multiple times to increase quantity. Scan employee badges to switch active user within session. Barcode types: Support standard product barcodes (UPC, EAN) as well as internal barcodes for:

• Product serial numbers
• Lot tracking
• Discount codes
• Gift cards
• Loyalty cards

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Customer Displays

Mount secondary screens facing customers showing:

• Products added to cart
• Running total
• Item prices
• Promotional messages during idle time

Customer displays improve transparency and reduce pricing disputes by allowing customers to monitor transactions as they occur.

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Cash Drawers

Drawer integration: Connect cash drawers through printer RJ11/RJ12 cable connection. Drawer opens automatically when:

• Cash payment processed
• Manual open command issued (requires permission)

Cash management: Use drawer opening events to trigger cash count requirements for accountability. Track open events in session logs for security monitoring. 💡 Your Knowlix: “Test receipt printer connection” or “Open the cash drawer”

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Product Configuration

Set up products for POS selling with pricing, categories, and availability.

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POS Product Setup

Configure products available for POS selling through product management. Product form fields:

• Product name and description
• Internal reference code
• Barcode assignment
• Sales price
• Category classification
• Product image for POS display
• Available in POS toggle

Product variants: Create variants for products with multiple options:

• Sizes (Small, Medium, Large)
• Colors (Red, Blue, Green)
• Styles (Regular, Premium)

Each variant can have different prices, barcodes, and stock levels. Product categories: Organize products into categories displayed as filter buttons on POS interface. Create category hierarchy for logical organization:

• Beverages → Hot Drinks → Coffee
• Food → Entrees → Pasta

Product availability: Control which products appear in specific POS locations. Products can be enabled globally or restricted to certain stores or registers.

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Combo Products

Bundle creation: Create combo products combining multiple items at package price:

• Meal deals (burger + fries + drink)
• Kits (shampoo + conditioner set)
• Value packs (3-item bundle)

Combo configuration: Define combo components with:

• Required products (included automatically)
• Optional selections (customer chooses from options)
• Quantity per component
• Combo price versus individual item total

When combo added to cart, system includes all components and applies bundle pricing. 💡 Your Knowlix: “Create a lunch combo with sandwich, chips, and drink for $12” or “Show me top-selling combos this week”

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Pricing Features

Apply flexible pricing rules based on customer, quantity, or promotional conditions.

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Price Lists

Price list configuration: Create price lists defining alternative pricing for:

• Wholesale customers
• VIP members
• Seasonal promotions
• Bulk quantity discounts
• Location-specific pricing

Price rules: Define rules within price lists:

• Fixed prices per product
• Percentage discounts from standard price
• Minimum quantity requirements
• Valid date ranges
• Formula-based calculations

Automatic application: Assign default price list to customer records. When customer selected in POS, their price list applies automatically to all applicable products in cart. Alternatively, manually select price list for transaction from available options.

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Loyalty Programs

Program creation: Configure loyalty programs defining:

• Points earned per dollar spent
• Point values for redemption
• Qualifying products or categories
• Reward options available

Point accrual: Customers earn points automatically on eligible purchases when customer assigned to transaction. Points display on receipt and customer portal. Reward redemption: Click Rewards button when customer with sufficient points assigned. Select available rewards:

• Percentage discounts
• Free products
• Dollar amount off order
• Upgraded items

System deducts points and applies reward to current order. Program types: Create different loyalty approaches:

• Points accumulation (earn 1 point per $1, redeem 100 points for$10 off)
• Buy X get Y free (buy 9 coffees, 10th free)
• Tiered status (silver, gold, platinum members)

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Promotional Discounts

Time-based promotions: Configure promotions active during specific periods:

• Happy hour pricing (3-6 PM weekdays)
• Weekend specials
• Seasonal clearance
• Holiday sales

System applies promotional pricing automatically to eligible products during active periods. Quantity discounts: Set up quantity break pricing:

• Buy 2, get 10% off
• Buy 5, get 20% off
• Buy 10, get 30% off

Discounts trigger automatically when quantity thresholds reached in cart. Category promotions: Apply discounts to entire product categories rather than individual items. Useful for department-wide sales like “All apparel 25% off.” 💡 Your Knowlix: “Create a buy 2 get 1 free promotion for all beverages” or “Show me active promotions for this week”

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Payment Method Configuration

Set up accepted payment types with accounting integration.

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Payment Method Setup

Navigate to Point of Sale → Configuration → Payment Methods to configure accepted payment types. Payment method fields:

• Method name (displayed on POS button)
• Journal type (Cash, Bank, Customer Account)
• Terminal integration selection
• Outstanding account for accounting
• Intermediary account if applicable

Cash payments: Configure cash payment method linked to cash journal. Enable cash counting at session open and close for accountability. Card payments: Set up card payment methods connected to payment terminals or manual card entry. Link to bank journal for transaction recording. Other payment types: Configure additional methods:

• Customer account charges
• Gift cards and vouchers
• Mobile payment apps
• Buy now, pay later services
• Store credit

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Terminal Integration

Supported terminals: Connect payment terminals from major providers for secure card payment processing. Configure terminal by:

• Selecting terminal provider
• Entering terminal credentials
• Testing connection
• Enabling in POS settings

Terminal workflow: When terminal payment method selected, system sends payment request to physical terminal. Customer completes payment on device. Terminal returns success or failure status automatically updating POS. Multiple terminals: Configure different terminals for different locations or payment types. Assign terminal to specific POS registers in settings.

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Fiscal Positions

Apply location-based tax rules automatically based on customer or transaction characteristics. Fiscal position configuration: Create fiscal positions defining:

• Tax mapping rules
• Account substitutions
• When position applies

Tax adjustments: Map standard product taxes to alternative taxes:

• Domestic to export tax rate
• Standard to reduced tax rate
• Taxable to tax-exempt

When fiscal position applied, system replaces product taxes according to mapping rules. Position selection: Set default fiscal position for POS or choose specific position per transaction. Select from available positions using fiscal position button on POS interface. Use cases:

• Export sales requiring different VAT treatment
• Tax-exempt customers (non-profits, government)
• Reduced tax rates for specific customer types
• Location-based tax rates for multi-jurisdiction operations

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Cash Rounding

Round transaction totals to physical currency denominations. Rounding configuration: Enable cash rounding in POS settings and define rounding precision:

• Round to nearest $0.05
• Round to nearest $0.10
• Round to nearest $1.00

Rounding method: Select rounding strategy:

• Round up (always increase to next denomination)
• Round down (always decrease to previous denomination)
• Round to nearest (mathematical rounding)

Application: Rounding applies only to cash payments, not card or other electronic payments where exact amounts charged. Rounding line appears on receipts showing adjustment amount. Rounding differences post to configured rounding account. 💡 Your Knowlix: “Enable $0.05 cash rounding for store 3” or “Show me total rounding adjustments this month”

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Inventory Integration

Synchronize POS sales with inventory tracking for accurate stock levels. Stock deduction: Sales processed through POS automatically reduce inventory quantities for sold products. Real-time stock updates prevent overselling. Stock alerts: Configure low stock warnings appearing in POS when product inventory falls below threshold. Alerts prompt reordering or menu removal. Multi-location stock: For businesses with multiple locations, POS deducts inventory from assigned warehouse or store location. Stock transfers between locations update availability. Serial number tracking: Sell serialized products through POS by scanning or entering serial numbers during sale. System tracks which serial numbers sold to which customers for warranty and recall purposes.

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Offline Mode

Continue processing sales during internet connectivity interruptions. Offline operation: POS operates fully offline with all essential features available:

• Process sales
• Accept payments (cash and offline-capable terminals)
• Print receipts
• Search products and customers

Data synchronization: When connectivity restores, POS automatically uploads pending transactions to server. Inventory, sales records, and accounting entries update with offline sales data. Sync indicators: Dashboard displays sync status showing:

• Connected (green)
• Pending sync (orange)
• Sync errors (red)

Limitations: Certain features require internet connectivity:

• Real-time inventory checks across locations
• Customer loyalty point balances
• Online payment processing
• Live reporting

💡 Your Knowlix: “Show me orders pending sync” or “Force sync all offline transactions”

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Reporting and Analytics

Monitor sales performance with real-time dashboards and detailed reports.

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Sales Reports

Report types available: Navigate to Point of Sale → Reporting to access:

• Sales by product
• Sales by category
• Sales by employee
• Sales by payment method
• Sales by customer
• Hourly sales patterns
• Daily sales summaries

Report filtering: Refine reports with filters:

• Date ranges
• Specific POS locations
• Employee selection
• Product categories
• Customer segments

Metric tracking: Key performance indicators displayed:

• Total revenue
• Average transaction value
• Items per transaction
• Transactions per hour
• Top-selling products
• Payment method distribution

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Session Reports

Session analysis: View detailed session information:

• Opening and closing balances
• Total sales by payment method
• Cash in and out movements
• Discrepancies and adjustments
• Employee transaction counts

Session comparison: Compare sessions across days, weeks, or employees to identify:

• Peak sales periods
• Employee performance variations
• Cash handling accuracy
• Transaction speed metrics

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Product Performance

Product analytics: Identify best and worst performing products:

• Units sold
• Revenue generated
• Profit margins
• Inventory turnover
• Discount frequency

ABC analysis: Categorize products by revenue contribution:

• A products: Top 20% generating 80% revenue
• B products: Middle 30% generating 15% revenue
• C products: Bottom 50% generating 5% revenue

Use analysis to guide inventory investments, promotional focus, and product discontinuation decisions. 💡 Your Knowlix: “Show me top 10 selling products this month” or “Compare today’s sales to last Monday”

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Multi-Location Management

Operate POS systems across multiple stores or locations with centralized control. Location configuration: Create separate POS configurations for each physical location with:

• Location-specific products
• Local pricing and promotions
• Assigned employees
• Connected hardware
• Inventory sources

Centralized reporting: Aggregate data across all locations for enterprise-wide analytics while maintaining ability to drill down to individual location performance. Inventory distribution: Transfer products between locations to balance stock levels. POS reflects location-specific availability preventing sales of out-of-stock items at that location. Price consistency: Maintain consistent pricing across locations or vary prices by region using location-specific price lists.

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Security and Permissions

Control access to sensitive POS functions through permission management. Permission levels: Configure granular permissions controlling:

• Price overrides
• Discount application
• Refund processing
• Payment deletion
• Session closing
• Report access
• Configuration changes

Access logs: System records all privileged actions with:

• Timestamp
• Employee performing action
• Action type (override, void, etc.)
• Transaction reference
• Reason (if required)

Manager overrides: Require manager PIN approval for sensitive operations like:

• Large discounts beyond threshold
• Voiding completed transactions
• Opening cash drawer without sale
• Processing refunds over limit

Session security: Lock inactive POS sessions requiring PIN re-entry after timeout period. Prevents unauthorized access to open sessions when employees step away.

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Best Practices

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Train All Employees Thoroughly

Comprehensive staff training on POS operation reduces errors, speeds transactions, and improves customer experience. Role-play scenarios including returns, split payments, and error corrections.

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Reconcile Daily

Close sessions daily and reconcile cash drawers. Never leave sessions open multiple days as this complicates discrepancy resolution and increases loss risk.

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Secure Cash Handling

Limit cash in drawer to working amount ($200-300). Make periodic deposits to safe when accumulation exceeds threshold. Count cash with witness present and document counts.

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Maintain Hardware

Clean touch screens, printers, and scanners regularly. Replace receipt paper before it runs out. Test all hardware daily before opening. Keep backup equipment available.

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Monitor Inventory Accuracy

Conduct spot checks comparing physical inventory to system records. Investigate discrepancies immediately. Regular cycle counting prevents stock issues.

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Back Up Data Regularly

Ensure POS data backs up frequently (at minimum daily, ideally real-time). Test backup restoration periodically to verify recovery capability.

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Update Pricing Promptly

Keep product prices current in system. Schedule price changes to activate automatically at future dates rather than manual updates during business hours.

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Review Analytics Weekly

Examine sales reports weekly to identify trends, best sellers, slow movers, and peak traffic patterns. Use data to guide staffing, inventory, and promotional decisions.

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Secure Employee PINs

Treat employee PINs as passwords requiring confidentiality. Change PINs when employees leave. Prohibit PIN sharing between employees.

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Test Payment Terminals Daily

Process test transaction at session start to verify terminal functionality. Confirm receipt printing and signature capture operate correctly.

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Troubleshooting Common Issues

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Payment Terminal Not Responding

Possible causes:

• Network connectivity interruption
• Terminal powered off or disconnected
• Incorrect terminal configuration
• Terminal requires restart

Resolution: Verify network connection and terminal power. Restart terminal device. Check terminal credentials in POS configuration. Contact payment processor support for persistent issues.

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Products Not Appearing in POS

Possible causes:

• Product “Available in POS” setting disabled
• Product not assigned to POS product category
• Product archived or inactive
• Incorrect POS selected in configuration

Resolution: Open product form and verify “Available in POS” checkbox enabled. Confirm product has category assigned. Check product status is active. Verify viewing correct POS configuration.

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Printer Not Printing Receipts

Possible causes:

• Printer disconnected or powered off
• Paper roll empty or jammed
• Wrong printer selected in POS settings
• Driver or connection issue

Resolution: Check printer power and connections. Replace paper roll. Clear any paper jams. Verify correct printer selected in POS configuration. Restart printer device.

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Cash Drawer Not Opening

Possible causes:

• Drawer not connected to printer properly
• Printer not sending open signal
• Drawer lock engaged
• Connection cable loose

Resolution: Verify drawer connected to printer via RJ cable. Check printer settings to enable cash drawer signal. Ensure drawer not locked manually. Test cable connection security.

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Barcode Scanner Not Working

Possible causes:

• Scanner not configured to send “Enter” after scan
• USB connection loose
• Scanner battery depleted (wireless)
• Scanning damaged or incorrect barcode type

Resolution: Configure scanner settings to append “Enter” character. Check USB connection. Charge or replace scanner battery. Verify barcode format matches configuration.

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Discrepancy Between Cash Count and System

Possible causes:

• Unrecorded cash in/out
• Error during transaction payment entry
• Returned incorrect change amount
• Unauthorized cash removal

Resolution: Review session transactions for irregularities. Recount cash carefully. Check payment type selections for errors. Interview employees regarding discrepancies. Implement dual-count procedures.

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Loyalty Points Not Calculating

Possible causes:

• Customer not assigned to transaction
• Products excluded from loyalty program
• Loyalty program inactive or expired
• Program rules not met

Resolution: Verify customer selected before payment. Check product categories included in loyalty configuration. Confirm program active and within date range. Review minimum purchase requirements.

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Slow POS Performance

Possible causes:

• Excessive product count loading
• Large image files for products
• Insufficient device RAM or storage
• Background processes consuming resources

Resolution: Optimize product images to smaller file sizes. Remove unused products from POS availability. Clear browser cache and restart POS. Upgrade hardware if consistently slow.

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Related Documentation

• Sales - Sales order management
• Inventory - Stock tracking and management
• Invoicing - Invoice generation and payment
• CRM - Customer relationship management

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Need Help?

Ask Your Knowlix:

• “Open a new POS session for register 3”
• “Process a refund for order #12545”
• “Show me hourly sales for today”
• “Split the bill for table 8 into three payments”
• “Create a combo meal with burger, fries, and soda for $9.99”
• “Which employee had the highest sales this week?”
• “Print a test receipt on the kitchen printer”

Contact Support: For questions about POS configuration, payment terminal integration, hardware connectivity, or session reconciliation procedures, contact Knowlix support through the Help menu.