How to use your POS card reader

1. Once you’ve signed in, tap ‘Start Day’

2. Enter the float and tap ‘Start Day’ to confirm. If you don’t have a float, just tap ‘Start Day’ again

Tip: Set your card reader to remember the last float amount and automatically fill it in for you by heading to ‘Profiles’ under ‘Config’ in your Smartpay portal.

1. In your portal, create a ‘Regular Product’

2. Select or scan your product on your device to add to your basket

Tip: to create or amend a product In the online portal go to ‘Stock’ > ‘Products’

1. For single item choose the product(s) you want to discount and select ‘Discount’ (labelled ‘DISC’)

2. From the dropdown list, pick from:

• ‘Item Price (£) Discount’
• ‘Item % Discount’
• a customised discount that you’ve created in your portal

3. Tap ‘Pay’ to head to the payment screen

1. Add all the items to the basket and tap ‘Discount’ (labelled ‘DISC’)

2. From the dropdown list, pick:

• ‘Transaction Price Discount’ (single items)
•‘ Transaction % Discount’ (multiple discounts)
• A customised ‘Transaction Discount’ (you have configured in the online portal)

3. Tap ‘Pay’ to head to the payment screen

1. Select the item in your basket and press the ‘Price’ button

2. Enter the new price. To confirm, tap ‘Enter’ > ‘Override’

This allows you to automatically add multiple quantities of a single product to the basket.

1. Select ‘Quantities Adjustment’ (labelled QTY)

2. Enter how many you’d like adding to the basket

3. Tap or scan the item

This feature allows you to suspend (park) a transaction, both an empty transaction or a transaction in progress.  Once saved, the suspended transaction can be updated with more items or closed for payment.

To suspend an empty transaction

1.   Tap the ‘Suspend’ button (save icon) in the top bar of the screen

2.   Give the transaction a name, or select from a pre-defined list if one has been created

3.   Select either ‘Suspend’ or ‘Resume’. Resume allows you to add items to the suspended transaction straight away.

To view a suspended transaction

1.   Select the folder icon from the top bar and locate the transaction.

2.   Press ‘Resume’ to add more inventory, and pay

3.   Alternatively select ‘Action’ for other options (for example, to edit the name or cancel the transaction)

1. On the payment screen, tap ‘Card’

2. Follow the instructions on the card reader screen

3. You’ll be told if the payment is successful or whether the payment failed

4. Tear the order receipt and tap ‘Continue’ to print your customer’s receipt

5. The transaction summary screen will offer some additional options including:
• reprint customer receipt
• reprint order receipt
• print gift receipt

6. That’s it – press ‘Done’

To take payments over the phone or by mail order (MOTO):

1. Press ‘Pay’ and select ‘Other Tender’

2. Select the ‘CNP’ option from the list

3. Follow the instructions on the screen – you’ll be notified if the payment is successful or whether the payment failed

4. That’s it – press ‘Done’

From the menu, tap ‘Transaction history’. There, you’ll be able to lookup transactions, reprint receipts and refund a transaction.

There’s no limit to how far back you can search transactions. But if doesn’t appear in the history, use the lookup tool instead.

A transaction that’s highlighted in orange indicates that the transaction has not been sent to the server as yet. This’ll happen if your card reader has no internet connection.

1. Select the product(s) you want to void

2. Tap the ‘Void item’ and then ‘Void’ again to confirm your selection

3. If enabled, get supervisor approval

1. Press the ‘Cancel Sale’ button at the bottom

2. If it asks you for a reason, type than it and hit ‘Cancel Sale’ again to confirm

Bear in mind, you won’t be able to cancel a sale once you’ve begun the tendering process.

There’s two ways you can refund a full transaction…

Full refund – using the ‘Refund’ button (labelled RF)

1. Select ‘RF’ and choose how you want to search for the transaction
2. Enter the search criteria and tap the magnifying glass
3. Press ‘Full Refund’ > ‘Pay’ to process the refund

Full refund – using the ‘Transaction History’ button

1. Select the ‘Transaction History’ from the side menu
2. Either use the ‘Lookup Transaction’ button to enter the transaction ID from the receipt or find the transaction by the date/time it was processed
3. Press the ‘View’ > ‘Refund’ > ‘Full refund’ to process the refund
4. Press ‘Pay’ to process the refund

There’s two ways you can refund part of a transaction…

Partial refund – using the ‘Refund’ button
1. Select ‘Refund’ and choose how you want to search for the transaction
2. Enter the search criteria and tap the magnifying glass
3. Press ‘Partial Refund’ > ‘Pay’ to process the refund

Partial refund – using the ‘Transaction History’ button
1. Select the ‘Transaction History’ from the side menu
2. Either use the ‘Lookup Transaction’ button to enter the transaction ID from the receipt or find the transaction by the date/time it was processed
3. Press the ‘View’ > ‘Refund’ > ‘Partial refund’ to process the refund

Tipping is an option you can add to your solution where the cardholder will be presented with a prompt to ask if they want to leave a tip as part of the payment process.

You can enable tipping enabled on online portal by selecting; Config > Profiles > Edit (pencil icon) > Hardware and change ‘Use On-Device Tipping’ to Yes. Update settings from the log in screen on the card reader and tipping will be added for every card transaction.

1. Select ‘Pay’ and choose ‘Card’ on your device
2. The cardholder will be presented with a screen to add a tip amount or cancel.
3. If the cardholder wants to tip they should enter the amount and confirm the total on the next screen before presenting their card
4. Complete the payment transaction by following the on screen prompts

Tip: To present the tip as a percentage, you can change this in the Profile section as above. Select ‘Tip with Percentage Options’ and configure the percentages you would like to show. 10%, 15%, 20% are set as default.

Pre-authorisations are taken to confirm that there are adequate funds on the card before completing the transaction. Transactions with a pre-authorisation applied aren’t closed, and aren’t included in reports or sales data. You’re still able cancel the sale until the authorisation has been completed.

All pre-authorised transactions are stored in the ‘Ready to complete’ tab in ‘Suspended transactions’, where you’re able to:

• manage all authorised transactions
• add any tip adjustments,
• Resume the transaction
• Complete the transaction.

Note: Pre-Authorisation is not provided as standard – please contact Barclaycard Technical support to request this if needed.

The default profile setting is to prompt to select an action to perform. To preauthorise a card payment in this scenario:

1. Tap the ‘Pay’ button and select PRE-AUTH
2. The system is defaulted to prompt the staff member to select an action to perform:
   
   • Transaction value
   • Transaction value + 20%
   • A fixed amount or manual amount

Card-present pre-authorisation

If the settings for pre-authorisation are set to the full value of the transaction:

1. Tap the ‘Pay’ button and select ‘PRE-AUTH’
2. Select ‘Transaction value’
3. Wait for the pre-authorisation to complete
4. Tap ‘Done’ and OK

If the settings for pre-authorisation are set to transaction amount plus additional set percentage:

1. Tap the ‘Pay’ button and select ‘PRE-AUTH’
2. Select ‘Transaction value + 20%
3. Wait for the pre-authorisation to complete
4. Tap ‘Done’ and OK

If the settings for pre-authorisation are set to staff entered fixed amount:

1. Tap the ‘Pay’ button and select ‘PRE-AUTH’
2. Select ‘Manual amount’
3. Enter the pre-authorisation amount
4. Tap ‘Continue’ and wait for the pre-authorisation to complete
5. Tap ‘Done’ and OK

Card-not-presentation pre-authorisation

If the pre-authorisation is to be taken over the phone (MOTO):

1. Tap the ‘Pay’ button, select ‘Other tender’, and then CNP PRE-AUTH
2. Follow the steps above for card-present transaction pre-authorisation

Any transactions that have a pre-authorisation will need to be completed by the merchant from the ‘Ready to complete’ list

1. Retrieve a saved or suspended transaction by clicking on the folder button in the top bar Locate the transaction, press ‘Resume’ and then select ‘Pay’
2. Press ‘Complete’, wait for it to finish, then tap ‘Done’ and ‘Done’ again

You can reverse or void the authorisation for any transaction that has a pre-authorisation item included. This can be used when the customer wishes to pay by a different card/tender or to cancel the transaction.

• The ‘Reverse authorisation’ button is available from the tender area when the transaction is resumed
• If there are two or more authorisations in the transaction, you can choose which one to reverse
• On ‘Return to software’ a dialog will be displayed to let you know if the reversal was successful or not
• On resuming a transaction, if you attempt to use another method such as cash, the register will automatically prompt for the reversal of the authorisation.

1. Tap the ‘Suspended transaction’ icon (folder)
2. Select ‘Ready to complete’
3. Locate the transaction and press ‘Resume’ and then ‘Pay’
4. Select ‘Reverse’, confirm the action, wait for the process to complete, press Done and OK
5. If required, please select another payment option

Account verification is available for both card-present and card-not-present transactions. To perform an account verification:

1. Press the OTHER FUNC button on the lower right side of the basket screen
2. Select ‘Account verification’ or ‘Account verification – CNP’
3. Follow the on screen prompts

1. Go to the ‘Menu’ and tap ‘End of Day’ twice

2. Select ‘Expected Value’ to see the days taking

3. Press ‘Actual Values to begin cashing up’. There, you’ll be able to input your total takings for either card or card payments – just follow the on-screen instructions

4. Enter your takings:

• for card takings, refer to the ‘Expected Values’ tab and enter this amount into the ‘Actual Values’ field
• for cash takings, count up all the money you’ve received that day and enter the total
The software will calculate the totals and let you know if the till balances or if there’s a shortage

5. When you’ve entered your takings, tap ‘End day’ twice to confirm

6. You’ll then see an option to print a report of the final cashing up status – choose to print a report or click the menu button to go back to the main screen