Sales, Payments & Returns
Our EPOS software is designed to make in-store sales and payments quick, intuitive and secure–and give you instant access to the latest online-to-store features like Click and Collect.
Prepare a Sale
Preparing a Sale is simple and efficient.
Below is a typical in-store sales preparation process covering the key functionality of the EPOS software:
Once the Sale is prepared, the operator can proceed to Payment.
Prepare a Payment
Before taking Payment, there are actions operators can take to ensure a smooth payment process.
Assign the Sale to a Customer
Assign the Sale to a Customer Account by searching for their details (e.g. Name, Address, Post Code, Company) or scanning their Customer ID card.
This ensures that the sale is presented in their Order History and, if applicable, awards Loyalty Points.
Create a Customer Account
Set up a new Customer Account directly from the EPOS system, inputting the required details on behalf of the Customer.
The Customer is then saved to the Venditan Commerce CRM and is sent an automated email to complete their registration.
Discount the Sale
Apply Discounts to the sale as needed.
Operators can select from your predefined EPOS Discount Actions, applied on a line-by-line basis:
Discount by Percentage
Discount the price of a line item by a fixed percentage.
20% reduction
Discount by Amount
Discount the price of a line item by a fixed value.
£20 reduction
Set New Price (Line Item)
Update the price of a line item, for this Sale only.
Change a product from £10.99 to £5.99
Discount by 100% (Line Item)
Set the price of a line item to zero, for this Sale only. Includes a Confirmation Screen
£10.99 to £0.00
Take a Payment
Once the Sale is prepared and the customer is ready, the operator can process the Payment using a variety of in-store payment methods.
Card Machine
Venditan Commerce is integrated with the Verifone P400 card machine, which supports chip and pin, contactless and mobile wallet payments (e.g. Apple Pay.) Verifone accepts all major debit and credit cards, and AMEX if enabled.
Cash
The can be paired with a cash register to process cash transactions.
Split Payments
Combine cash and card payments to accommodate customer preferences.
Vouchers
Accept gift cards or store-issued vouchers as a method of payment.
Trade Account
If enabled, process payments on Credit or Trade Accounts, allowing customers to settle Invoices at a later date.
Take offline card payments
Operators can accept card payments even if internet connectivity is temporarily disrupted. Verifone securely queues transactions for processing when the connection is restored.
Handle failed card payments
Manage failed payments with clear error prompts, enabling the operator to retry or attempt alternative payment methods.
Complete a Sale
After processing the Payment, operators can perform several post-purchase actions to finalise the transaction.
Give Change
If the customer paid in cash, the EPOS prompts the operator with the exact change due.
Generate a Receipt
Print a physical receipt or email a digital one to the customer.
Email receipts can be sent to an address on their Account or entered into the system for Guest purchases.
Receipts can be reprinted. Their design can also be adjusted to meet your needs.
Print a Gift Receipt
Print a gift receipt with product prices hidden, either as a physical copy or via email.
Print an E-Voucher
Generate and print E-Vouchers purchased.
Print Card Receipts
Print a customer and merchant copy of the card machine transaction.
Close the Sale
Finalise the Sale by closing it in the system. This action is only enabled once a receipt has been issued.
Automatic Logout
If enabled, the operator is automatically logged out of the system once the sale is finalised.
Hold or Cancel a Sale
The operator can Hold or Cancel the sale at any point during the sale process.
Hold a Sale
Temporarily Hold a Sale to attend to other customers or tasks.
Held Sales can be resumed at any time during the same day but will be cleared automatically when a Z Reading is performed at the end of the trading day.
Cancel a Sale
Cancel a Sale entirely if it is longer required. This action clears the Sale Basket and resets the terminal for the next customer.
Manage Returns, Exchanges and Refunds
The EPOS system supports processes for managing in-store Returns, Exchanges, and Refunds.
Returns and Exchanges: With a receipt
If the Customer has their Recepit, operators can efficiently process Returns and Exchanges by following these generic steps:
Select a Return Reason
Choose a preset Return Reason for each returned product, e.g. Damaged, Unwanted, or Under Warranty.
Returns and Exchanges: Without a receipt
This process can also be completed without a receipt.
In this case, the operator opens the Returns interface on the system and scans the product(s) due for return.
This will populate the Returned Items basket manually.
From there, the Exchange, Refund and Receipt processes can be completed as required.
Offer Buy Online, Return In-Store (BORIS)
Venditan Commerce supports a Buy Online, Return In-Store (BORIS) service for online orders.
Using the same process as handling Returns and Exchanges without a receipt, products can be returned, and refunds issued.
The returned product is logged back into the store in Venditan Commerce.
If the product is intended for online sale only, an additional step is required: using Venditan Commerce to perform an internal stock transfer back to the website.
Offer a Buy Online, Pick-Up In-Store service (BOPIS)
Allow customers to Buy Online and Pick-Up In-Store (BOPIS) by selecting in-store collection as their Delivery Method, a.k.a Click and Collect.
The EPOS system works alongside Venditan Commerce to manage and fulfil click-and-collect orders efficiently.
How it works
Once an online order is placed, the process varies based on the product's location within your business.
In-Store Stock
The customer places a click-and-collect order for a product that is already available at their intended collection store.
In-store teams can view allocated orders and receive notifications when new orders are placed, allowing them to set the product aside for collection.
Warehouse Stock
The customer places a click-and-collect order for a product held at a warehouse.
Venditan Commerce automatically generates an Internal Stock Transfer, which notifies the warehouse team to pick, pack, and ship the product to the store. The customer is kept informed through automated order communication.
Different Store
The customer places a click-and-collect order for a product currently at another store.
Venditan Commerce automatically generates an Internal Shipping Request (ISR), which notifies the store team to pick, pack, and ship the product to the sister store. The customer is kept notified through automated order communication.
Customer Communication
Venditan Commerce automatically sends customers order updates including:
Order confirmation and acceptance.
Estimated collection date and collection process details.
Notifications when the order is ready for collection.
Handling the collection
When the customer arrives at the store to collect the order, our EPOS software supports the following process:
Offer Reserve Online, Pick-Up In-Store (ROPIS)
We can also support an online in-store collection service for part-purchased products.
The main difference is that your website will be configured to take a deposit against the product. The stock is then ringfenced and cannot be sold again. The customer visits the store to pay the remaining balance and settle the order.
This functionality is beneficial for high-ticket items that must be trialled, viewed or tried on before the customer fully commits.
Offer Buy In-Store, Ship to Customer
This feature allows operators to convert an in-store sale into a web order for home delivery, which is ideal for heavy products or customer convenience.
The generic process is as follows:
Select a Delivery Method
Available Delivery Methods are presented on screen, allowing the operator to choose the preferred option based on Shipping Rules configured for the business.
The customer is provided with standard Order and Delivery Communication as they would do if they ordered online.
Offer Buy In-Store, Collect In-Store
This process allows customers to purchase an item in-store and select to collect it later from the same store or a different one.
The operator follows the process detailed in the Buy In-Store, Ship to Customer feature; when selecting a Delivery Method, they would select In-Store Collection and choose from a list of available locations.
Build a Sale Basket from your shop floor
Use handheld Microsoft Surface Pro tablets to provide personalised, one-on-one customer service, building a Sale Basket directly from the shop floor.
The operator uses the tablet to scan products, input quantities, or search for items, just like the central EPOS system.
Once the order is finalised, the operator returns it to the central EPOS system to complete the sale and make the payment.
It may be possible to take payment from the shop floor, but this would depend upon range and connectivity.
Generate Quotations for a future sale
The EPOS software allows operators to provide customers with a quotation for selected products, ideal for high-ticket or consultation-led purchases that can be completed at a later date.
The operator prepares the sale following the standard process.
Once the Sale Basket is complete, the operator can generate a Quotation Receipt.
This can be sent directly to the customer via email or printed as a receipt.
When the customer decides to purchase, the quotation can be converted into a sale. The operator can scan the quotation receipt or use the Transaction Lookup feature to find the quotation and process payment.
Sell Gift Vouchers in-store
Sell physical Gift Vouchers that can be used online or in-store.
You can use Venditan Commerce to set up barcodes that can then be printed into gift cards.
Operators scan the barcodes, input the required monetary value, and make the payment.
The Gift Vouchers can be used online by inputting the barcode, or in-store when an operator scans it.
Browse your Sales History
The EPOS software provides functionality to search for and review previously completed sales, whether they were processed in-store or online.
Sales can be located by scanning the barcode on a customer receipt or by searching for the Order ID / Customer Name.
Search results display a complete summary of the transaction, including:
Product lines.
Payment method.
Customer details.
Notes added to the sale.
Depending on the state of the transaction, the following actions are available:
Exchange: Initiate an exchange for the transaction (see Returns for details).
Refund: Start a refund process for the transaction (see Returns for details).
Reprint Receipt: Print a copy of the transaction’s receipt.
Resend E-Receipt: Send the receipt to the customer’s email address
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