How to Manage Magento POS? [Frontend Guide]

POS system in Magento is a great way to keep all of your store data, both retail and online, organized and structured. It enables you to track performance, orders, and staff sessions in one place while offering a seamless checkout experience in your retail store. 

Nevertheless, that experience is determined not only by how well POS software performs but how effectively can your cashiers operate it.

Thanks to the intuitive design, "clean" and simple interface, there is little to no learning curve for your sales agents. So, in this guide, you'll learn how to manage Magento POS system in your retail store to complete orders in seconds. 

1. Start a session

When you log into the POS, you see a session panel with the terminal name, date, and time it was opened and closed. Besides, you see the amount on open/close and the amount taken/put in. 

2. Add products to cart

Once you press on the menu, you go to the Store where you can view your products and Search for some particular ones using the search bar. 

Additionally, you can find products manually by clicking on All Products and going to all of your Categories. 

To add products to the cart you simply press on a product and Choose Product Options.

After you add products to the cart you see the Total and can move to Checkout or Hold the cart correspondingly.

3. Add custom products

In case no product fits existing items in your POS system you can add custom products to close sales without any delays. Find a cart icon next to the search bar in your POS system, and set a custom Name, Price and Quantity. The checkout process is then handled the same way as with other products.

4. Set custom price

Before moving to checkout, you can also change the price of a product in case it has been updated in your Magento 2 store, but not in the point of sale yet.

To set a custom price click on the price displayed in the cart and Set Custom Price. 

Once set custom price will be displayed in total, but not in the cart. Keep that in mind.

5. Change the quantity

Apart from price, you can update the number of products in the cart. For that click on the product images and increase or reduce the price with a handy calculator. Then click Update. The subtotal will change accordingly.

6. Check quantity in different warehouses

Once you choose product options you will see the warehouse icon on the product options popup.

After you click on it you'll be able to see product quantity in other of your stores.

7. Apply discounts

A huge benefit of this POS system software is that it inherits all of the coupons and sales rules applied in your online store. To apply a coupon in Magento POS click on the plus icon in the subtotal bar, Enter the Discount Code, and click Save.

Once the coupon is applied you will see the name of the rule and the amount of a discount.

8. Hold shopping carts

To avoid waiting and inconvenience in case any of the customers forgot something there is introduced a Hold a Cart feature in our POS System. You need to press the Hold button on the subtotal bar and confirm you want to put the current cart on hold. 

You can put as many carts on hold as you need and switch between them easily to finalize the purchase later. However, this feature could also be disabled in Stores > Configuration > Magefan Extensions > Point of Sale > Multicart.

9. Checkout guests or customers

You can check out people at your point of sale as guests or customers if they are already registered in your online store.

By default, all orders are processed as guest orders. However, if you click on Guest + label, you'll start searching for customers which you can place the order for. You can search customers by name, email, VAT, company name and any other custom attribute.

10. Create customers

If you can't find any customers, or the person at checkout simply wants to get an account, you can create customers in POS directly. Just click on the customer icon at the top right corner of the shopping cart panel. 

11. Choose payment methods

When you're ready to checkout press the Checkout button and choose any of the POS payment methods. Magento 2 POS offers you cash, credit card, and Stripe payments. 

If customers pay with cash, all you need is to press the Magefan POS Cash Payment and enter the amount customer pays so the Calculator will calculate the change automatically. 

Then you just need to press the Place Order button and the transaction is finalized. 

In the case of a card or contactless payment you just need to integrate a card reader and press the Place Order button once the transaction is processed. 

12. Print receipts

The last thing you need to finalize an order is Print Check. Just press the corresponding button once the order is placed and the receipt will be printed out (unless this option is disabled in Stores > Configuration > Magefan Extensions > Point of Sale > Checkout). 

The POS receipt will contain details about:

• store location
• operator (cashier)
• bought item details
• paid amount
• change

Additionally, you can add your brand Logo and Custom Text to a receipt (Stores > Configuration > Magefan Extensions > Point of Sale > Checkout > Receipt Logo and Custom HTML for Receipt).

After the session is closed, you will see all of the details of the current session. 

13. View session summary

If at any given time during the session, you want to check the earnings per each payment method, you can do that. Simply go to the Session in the left flyout menu. Then click on the document icon near the data at the top menu.

You'll see the earnings per each payment method in the current session together with the total amount details.

14. Manage order information

Once you place an order on the POS frontend, it is automatically created in the admin panel. However, invoices and shipments are not always created automatically (depending on the POS order status you configure in POS payment methods). So, you might need to create them manually. 

To streamline the process we've added the Sales panel to the POS frontend. 

Thus, you can view order information, invoices, shipments and credit memos without going to the Magento admin panel.

15. Create refunds

Sadly, sometimes customers want to return purchased items. So, you need to know how to create refunds in Magento POS directly. 

For that go to the Sales panel we've just mentioned, choose an order you want to refund and continue the process as you would in Magento admin (by clicking the Credit Memo button). Refunded items are returned to stock automatically.

16. Update product quantity

If you do item revision once a month, or just often restock your products, you will appreciate the Update Product Quantity feature. It allows you to scan a product with a barcode reader or find it in the inventory and quickly update its quantity. 

For that click on the Inventory icon on the left flyout menu. Then find a product, select its options and press on the Update Product Quantity button.

17. Track cash operations

Once the session ends or when you need to take out or put in some cash into the registry, you can leave a comment. 

Thus, you'll always be able to track the cash operations in a certain terminal.

This is just one session per certain terminal in a certain store. If you have multiple terminals per store or multiple stores, it might be easier to check the store and terminal performance from the admin side with the Z- and X-reports. 

Now you can pass this comprehensive guide to your sales agents or use it yourself to test the system on our live demo.