Introduction to Point of Sales
Some of the main features of Yocale’s point of sale system include collecting online payments, selecting pre-authorized deposits, it's drag and drop invoice creator, billing, tracking client payment summary and invoice history!
💸 To provide our customers with the lowest credit card processing fees, Yocale has launched Yocale Pay! To assess how much money in fees you can save with Yocale Pay, call us now.
You don't need to physically process payments through Yocale, you can simply use the POS for tracking payment methods and record-keeping of the transactions.
Settings
To access the tailor-made Point of Sale system:
Select an appointment you want to process an invoice for or make payment for > Go ahead and click on the POS card icon
Update the appointment status to Done > This will bring up a screen with the choice to mark the appointment as done and proceed to the appointment invoice
The right side of the POS interface is where you can manage or edit the items and the invoice. The left side interface of the POS for adding items to an invoice (add-on services, upselling products, etc).
If the client has an unpaid balance for a previous service, simply drag and drop that service and include it in this checkout. Within the Appointments tab (refer to below image), search for the client’s past appointments. Note, this is only valid with appointments that do not already have an invoice associated to it:
Let’s review what each of these numbers represents:
The invoice interfaces
To add items to the invoice, either select & drag the item to the right side or double click on the item to add the item to the invoice
Select the edit/pencil icon to open the item editor where you can manage the quantity, price, add discounts or up-charges, adjust the taxes, as well as add internal or client-facing notes to the invoice.
View this clients’ invoice history as well as jump directly into the client’s profile.
Anything that you add, subtract, edit, or modify will create a new revision of the invoice. Please note: This does not apply to outstanding invoices. When multiple revisions are created, you can use the invoice number drop down to return to view previous revisions or jump ahead to view more recent revisions of the invoice. You can also update the posted date of the invoice or email and print the invoice.
Payment Request - Apply the payment!
Select the payment method you would like to track or process payment for:
Cash
Physical card terminal
Yocale Pay
Other
Once the payment is processed, you will be taken to a receipt page
💡Tip: Make sure your invoice includes your logo for a personal touch!
Receipt Setting
You can manage the auto receipt and message to your clients through Settings-> Payment Settings. Simply navigate to the "payment settings" section and scroll down, to access the "Receipt Settings" section.
The auto receipts will be sent to users after booking a new appointment by enabling the automatic receipt.
You can add a message to your clients receipts with maximum 1000 characters in the "Receipt Note" section.
Setup Online Payments
Secure future appointments and receive payments in advance towards a healthier cash flow and guarantee booked time slots. You can apply settings to:
Receive Full payment
Receive deposits
Save client's card on file
No payment needed
Edit (Tax and Tip) For Services & Products
By default, the taxes you enable in your settings will apply to all services & products that you charge within your business. To modify the taxes to your services or products ad-hoc, follow these steps:
Click on the appointment and select the Mark as Done or select the POS option
Click the "Done" option at the top left portion of the screen
If you have your Taxes added already, they will automatically be applied to the service
If you wish to not charge certain taxes for certain services, you can deselect those taxes to be applied.
If you like to add a TIP, you can add this later in the POS workflow
Select the Edit icon for the line-item service or product you'd like to edit the taxes for:
You can then enable or disable the taxes you'd like to charge for this product
Let’s pretend the amount the client needs to pay is $55. Select “Cash” as your payment option. Select “No Tips” and click on Charge to proceed:
Select the amount of cash received to determine the change to give and keep track of your business cash float.
If change is needed, select if the change is returned to the client or kept as a tip to the business.
You can review to see the total amount and the charge of the taxes and tips before you mark the appointment as completed.
When finished editing the applicable taxes > Select the Pay option to proceed with capturing the payment for this service or product.
Check relevant articles on how to add taxes and how to change your currency.
Invoicing (Adding Multiple Appointments, Ad-Hoc Services and Products)
When on the invoice page checking out a client, you can drag and drop Services, Products and Appointments to be included into the current invoice.
Here, we searched for additional service and dragged them from the left to the right of the invoice. This updated our invoice to reflect the newly added services and a new amount due:
Within the search field, you can search for any relevant details under its category:
Use the Products option to drag and drop products (if you have inventory for sale of course) when checking out a client!
Within the Appointments tab, you can search to locate all appointments, past and upcoming:
This is highly useful when a client has an outstanding balance. Simply search for an appointment and drag and drop the service into the invoice to be paid this time around.
View Invoice History (Links to Client Account)
From the client profile, navigate to “Invoices and Receipts” to view the client’s invoice history. As the below capture shows, navigating to “Actions” will allow you to preview an invoice using the“Eye Icon”, using the“Arrow Down” icon will allow you to to download the invoice, and selecting the “Money Envelope” will allow you to request payment for an invoice that is outstanding or partially paid:
Request Payment
Once you are in an invoice, use the “Envelope” Icon to request payment for an outstanding invoice or a partially paid invoice. By using this action, the client will receive an email to be notified that you are requesting payment. Please note: to be able to use this option, your clients email needs to be saved in their file.
You can use the print icon to print the invoice, or email the invoice directly to the client!
Make Modifications to Your Invoice
Once within an invoice, you can modify the pricing fields by navigating to the pen icon:
From here, you can:
Modify the service price
Apply a discount percentage or dollar amount
Apply an additional charge in percentage or dollar amount
Add a custom text as a note
In addition, you can add a special note for the client to view on their invoice or an internal note for better record keeping (Note: client will not see the internal note):
Recording Payment Options and Multi-Payment Selection
Once within the “Payment” interface, you can manage and execute plenty of options! Let's review each point as outlined in the image below:
On the right-hand side, you can verify the invoice details are correct.
You can process a payment using different methods. If you are doing a split payment, you can select the amount you want to charge in the Charge Now box with one payment method and then process the rest with another. Or you can leave the amount and process the whole payment at once.
There are 4 payment method tracking options - the first one is Cash. with cash, you can select the amount of cash received and give change appropriately
Physical Card Terminal allows you to select from the most popular card payments so you can keep records of your various Visa, Debit, Mastercard, Amex, etc. payments and charge them through your own existing card terminal.
Others allow you to select from pre-existing payment types such as e-transfer, cheque, gift card, store credit, insurance or you can create your own payment type to keep records of these other received payment types. If you are tracking a payment for anything other than cash, or your physical card terminal, you can select the other option from the list.
Here you can select from a list of options including e-transfer, insurance, store credit, gift card, or custom where you can enter your own form of payment to track > Once selected, you can add an optional note if you like to track this payment.
For all payment methods, once completed, you will be taken to a completed payment confirmation page which you can either send via email (by default the settings will automatically send the receipt), or you can view and print off the invoice.
Add Products During Checkout
To add your product(s) to an appointment, enter the POS invoice creator. This can be done by either changing the appointment Status to Done > Go to invoice by selecting the POS icon:
2. Now in the invoice creator, select the Products tab
3. Select the product you want to be added to the invoice and either drag it into the invoice on the right-hand side or double-click the item.
4. This item is now added to the invoice. You can either edit the quantity of this product in your invoice or edit the item with the pencil icon where you can edit the price, add discounts or extra charges, disable/enable taxes, and more
5. When finished, select the Pay button, and complete the invoice with the preferred payment:
From here, you can directly email the receipt to your client:
Pay for a Dependent
To make your lives uncomplicated (and your clients lives easier), you can now checkout and accept payments for a dependant. Say your client has an appointment for his daughter, but you only have an account for the dad (with a saved credit card). Simply add a dependent to their account directly from the invoice page. Once on the invoice page, you will see a pen icon besides the client's photo and their preliminary details (refer to photo) Click on the pen icon and select “Add a New Dependant”:
Enter the dependent's name and birthdate, press save. You should now be able to search for their appointments to collect payment under one account, instantly!