Manage a POS tab

This applies to a business that uses sales points and sells from web POS.

Keep a customer's items open at a sales point until they pay. A closed tab is one sale.

Open a tab#

1. Open Point of Sale and select Tabs.
2. Select the sales point menu and choose the sales point in Selling at.
3. Select Open a tab.
4. Enter a Label you will recognise, such as Court 3.
5. To link a customer, search for them under Customer (optional).
6. Select Open tab.

When your business lets customers charge to their account, a tab opened without a customer can be given one later. See Give a tab a customer.

Add and void items#

1. Select the tab under Open tabs.
2. Select Add items and choose each item. It is added to the tab straight away. Select Done when you have finished.

Only shop and bar items go on a tab, and a tab has no discounts. Add items lists what the sales point the tab was opened at sells, and a product it has marked unavailable shows as Unavailable. See Choose what each sales point sells. When an item's stock is counted, it leaves your stock when it goes on the tab.

To take an item off, select the bin button on its line. Enter a Reason (required), such as "dropped", without the customer's name, choose Put it back in stock or Do not put it back in stock, then select Void item. The voided item stays listed under the tab's items with its reason.

Take payments and close a tab#

The tab shows its Total, what is Paid and what is Still due.

1. Under Take a payment, choose Cash or Own card reader. With more than one card terminal recorded, also choose the Card terminal. See Say which terminal took a card payment.
2. Check the Amount. It starts at what is still due. Enter less to take part of it, for example €5 in cash before the rest on a card. A payment cannot be more than what is still due.
3. Select Record payment. Repeat until nothing is still due.
4. Under Receipt, choose how the customer gets a receipt. See Give a receipt.
5. Select Close tab.

Close tab stays disabled until the tab is paid in full.

For a tab linked to a customer with a Naayya account, POS also shows the Wallet balance and a button to pay what is still due from the wallet and close the tab in one step. The wallet is charged only when the tab closes, and the button is disabled when the balance does not cover what is still due. See Pay from the customer's wallet.

For a customer who can charge to their account, that button puts what is still due on the account and closes the tab. See Put what is left of a tab on the account.

For a customer who is allowed to spend from someone else's account, POS shows one more button for each such account. See Put a sale on someone else's account.

A closed tab is one payment in Admin > Payments, with one VAT invoice when your tax setup issues them. When it was paid with more than one method, its payment method reads Split payment, on the receipt too.

A tab with no items and no payments can be cancelled with Cancel tab. A tab that has a payment on it is closed, not cancelled. If you void an item after it was paid for, the tab shows Paid over the total and still closes. The payments stay on record as they were taken.

See the open tabs#

Open tabs lists the tabs of the sales point in Selling at, the oldest first, with how long each has been open, its total and what is still due.

Owners and managers can select All sales points to see every open tab of the business with its sales point.

• Every computer at the same sales point sees the same tabs. A change made on another computer shows within about 15 seconds.
• At a sales point that requires a shift, POS takes no payment on a tab until a shift is open.
• If POS says it could not confirm something on a tab, select Try again. It sends the same request, so the item or payment is recorded once. Until then the tab takes nothing else, also after you look at another tab and come back. While a request is on its way, POS stays on its tab.
• If you close a tab with Email chosen and it turns out to be closed already, POS says it could not confirm that the receipt was emailed. The VAT invoice is in the payment's details in Admin > Payments.
• A payment recorded on a tab cannot be removed or refunded in Naayya yet. Check the amount before you select Record payment.
• A sales point with an open tab cannot be archived, and Sales points cannot be switched off while a tab is open. Close or cancel the tab first.
• Tabs are on web POS. The Naayya POS app does not have them yet.

Give a tab a customer#

A tab opened without a customer can be given one, so what is left can go on their account. This button shows only when your business lets customers charge to their account.

1. Select the tab under Open tabs.
2. Select Add customer.
3. Search for the customer and select them.
4. Select Add customer.

A tab keeps the customer it is given. It cannot be changed to another customer afterwards.

Put what is left of a tab on the account#

For a tab linked to a customer who can charge to their account, POS shows Put with the amount on the account and close, in place of the wallet button. Under it, POS shows On the account: with what is available, and Amount due when the account already owes something.

1. Check what is still due.
2. If what is still due is more than the account can take, POS says how much the account can take and how much to take another way first. Take that part under Take a payment and select Record payment. The Amount starts at that part.
3. Under Receipt, choose how the customer gets a receipt.
4. Select Put with the amount on the account and close.

The tab closes with the part on the account and any other payments, as one sale. Its payments list On the account, and the closed tab shows Amount due when the account owes something.