Point of Sale

Use Point of Sale when a staff member completes a sale in person. POS can sell class bookings, packs, memberships, retail products, and gift cards that are available in the catalog.

Retail products appear in POS only while Products › In person is ticked in Admin > Settings > Offerings (turning on Sales points ticks it too), and the Retail tile shows once there is at least one active product. See Turn selling on.

The POS flow is built around three choices: customer, product, and payment method.

Open POS#

On the website, go to Point of Sale from the Admin sidebar. For the app, open the separate Naayya POS app.

You need POS access to view the page. You need POS management access to complete checkout.

Complete a sale#

1. Choose the item or select the customer first. On web POS, either order works.
2. Before charging for a class booking, pack, membership or gift card, select a customer. Retail products can be sold to a walk-in without a customer; you can also add a walk-in customer.
3. Review the cart.
4. Choose a payment method shown for your business.
5. Add a reference number or notes when useful.
6. Add a discount if the customer should pay less than the price. See Give a discount.
7. Under Receipt, choose how the customer gets a receipt. See Give a receipt.
8. Complete checkout.
9. Review the confirmation.

On web POS, Select a customer before charging. means the item is ready but still needs its customer. Search by name or email and select the person. If you opened New sale from a customer's profile, that customer is already selected and stays fixed for the sale.

If checkout is disabled, your role may only allow POS viewing.

Sell several shop and bar items in one sale#

Shop and bar items, such as drinks, food and equipment, go into a cart. One payment then covers a round of drinks, or a racket and a tube of balls.

1. Open the Retail tile and select each item to add it: Add, or the button for its size or colour, which shows the stock left. Adding the same item again raises its quantity.
2. In the cart, use the plus and minus buttons to change a quantity, or the bin button to remove a line. Clear cart empties it.
3. To take money off one line, select the percent button on that line, enter the discount and a reason, then select Done. The button follows the same rules as Add discount: see Give a discount.
4. Check the Total. When your tax settings are set up, the cart shows the VAT for each rate in the sale.
5. Choose the payment method and, under Receipt, how the customer gets a receipt. Then complete checkout.

The sale is one payment in Admin > Payments, and its details list every line with its quantity and amount. One receipt covers the whole cart. When your tax setup issues VAT invoices, the payment details show each line's VAT rate and the invoice shows VAT for each line.

Things to know:

• A cart holds shop and bar items only. Passes, packs, memberships, bookings and gift cards are sold one at a time, so finish or clear the cart first. POS tells you when an item cannot be added.
• A cart can be paid by Cash, Own card reader, Transfer or Comp, or by Wallet for a customer with a Naayya account. Card (Terminal) is not offered for a cart.
• When an item's stock is counted, its line stops at the stock you have.
• The cart is on web POS. In the Naayya POS app, each sale is for a single product.
• While a payment is being taken, the cart cannot be changed.

If POS says it could not confirm whether this sale was recorded, the answer was lost on the way and the sale may or may not have gone through. The cart is then locked so the same sale cannot be recorded twice. Open Admin > Payments in another tab and look for it:

• If the sale is there, select Start a new sale.
• If it is not there, select the charge button again. It sends the same sale, so it is recorded once.

If POS says an earlier charge of this cart may already be recorded, a charge you thought had failed may have gone through. Check Admin > Payments. If the sale is there, select Start a new sale for anything else the customer wants. If it is not there, select the charge button again.

A charge that gets no answer within 30 seconds is treated the same way as a lost answer, so POS never stays on Processing with nothing to press. Reloading the page or switching business empties the cart, but POS still remembers the sale in that browser tab. If you ring it up again, it is recorded only once, and if the first charge already went through, POS tells you an earlier charge may already be recorded.

Find a retail item by category#

When your products have categories, the Retail tab shows your top-level categories as buttons, such as Food & Drink and Shop, in your order. Choose one to see only its items. The categories inside it, such as Coffee, are headings within it. All shows every category, and Other holds items without a category. Search also finds items by category name. This applies to web POS; the Naayya POS app does not show categories yet.

Give a receipt#

On web POS, a receipt goes out only when you ask for one. Before you complete checkout, or before you close a tab, choose under Receipt how the customer gets it:

• No receipt. Nothing is emailed and nothing prints.
• Email. The receipt is emailed when the sale completes. Send the receipt to is filled in with the selected customer's email address. You can type another address, or one for a walk-in. Checkout stays disabled until there is a valid address. A typed address is used for this one receipt and is not saved to a customer.
• Print. Shown when there is a cloud receipt printer for where you are selling: one placed at the sales point in Selling at, or one placed at no sales point. A tab offers the printers of the sales point it was opened at. With No sales point, every cloud receipt printer is offered. The receipt prints at the printer's next check-in. With more than one printer, choose which under Print on. See Print receipts from the web POS.

A sale starts at No receipt. After you choose Print, this computer starts every later sale at Print on the same printer, until you choose No receipt. Email is never carried over to the next sale.

The confirmation shows the address an emailed receipt is going to. If the customer asks for a paper receipt after the sale, choose a printer under Paper receipt on the confirmation.

Things to know:

• The emailed receipt carries the sale's VAT invoice as a PDF when your tax setup issues one. See Invoice vs receipt.
• Whatever you choose, the VAT invoice stays in the payment's details in Admin > Payments, and a customer with a Naayya account finds it under Account > Payments.
• If POS could not confirm a cart sale and you charge it again, it is sent with the receipt choice it was first charged with.
• The Naayya POS app has no receipt choice yet. It emails a receipt whenever the selected customer has an email address.

Intro and once-per-customer products#

POS checks once-per-customer rules for products that use them. If the selected customer already bought an intro or other restricted product, checkout may be blocked.

Check the customer's purchase history and the product details first. If your business has an approved manual-grant or support workflow for an exception, follow that workflow and record the reason.

If an earlier purchase was fully refunded, try the normal checkout again. If it is still blocked, ask your business owner or support team what to do.

Payment methods#

On web POS, payment methods available for the sale can include Cash, Own card reader (a card you take on a reader outside Naayya), Card (Terminal), Transfer, Comp (complimentary), and Wallet where supported. When your business lets customers charge to their account, Wallet reads On the account for a customer who can still owe something. See Charge a sale to the customer's account.

Choose the method that matches what the customer used. Reference & Notes lets you add a receipt number, transaction ID, or other context.

Choose a payment method in the Naayya POS app#

The Naayya POS app offers Tap to Pay on iPhone when available, Own card reader, and Cash. It does not offer the web POS choices Transfer, Comp, or Wallet.

• Tap to Pay on iPhone takes the card payment on the iPhone. Follow the prompts shown on the device.
• Own card reader records a payment you take on a card reader outside Naayya. Take the payment on that reader, then record the sale in Naayya POS.
• Cash records a cash payment.

If Tap to Pay on iPhone is unavailable, use another offered method. A card payment and a recorded sale are separate outcomes: follow any notice shown before starting another sale.

Say which terminal took a card payment#

If your business takes cards on a terminal of its own, an owner or manager can record that terminal in Admin > Settings > Hardware. See Record your own card terminal. Naayya does not connect to the terminal. You say which one you used, and the payment keeps its name.

When you choose Own card reader on web POS:

• With no terminal recorded, nothing changes.
• With one terminal you can use, POS shows Recorded as taken on and its name. There is no extra step.
• With more than one, choose the terminal under Card terminal before you charge. POS starts with the terminal last chosen on that computer for that sales point.

POS offers the terminals placed at the sales point you are selling at, or for a tab the sales point it was opened at, and the terminals placed at that sales point's location only. A terminal at another location is not offered. With no sales point chosen, it offers every terminal.

The terminal's name is then on the payment in Admin > Payments as Card terminal, on each payment of a tab, on the emailed and printed receipt next to the payment method, and in the shift report. A terminal that is renamed or disconnected later stays on its earlier payments under the name it had then.

The Naayya POS app does not ask for a terminal yet. A payment it takes by own card reader names a terminal only when there is exactly one it could be.

Pay from the customer's wallet#

Wallet takes the payment for shop items, such as a drink or a tube of balls, from the customer's wallet balance at your business. It appears only when the sale is a shop item, or a cart of them, and the selected customer has a Naayya account. It does not appear for a walk-in or guest customer, or for bookings, packs, memberships, or gift cards. The button shows the customer's current balance.

• The sale spends gift card balance first, then any money added to the wallet.
• If the balance does not cover the sale, checkout stops with a message that the wallet does not cover this sale. Nothing is taken from the wallet. Take the payment another way. This changes when the customer can charge to their account: see Charge a sale to the customer's account.
• A wallet sale is a normal paid sale. It counts as revenue, gets a VAT invoice at the item's tax rate when your tax settings are set up, and the receipt names Wallet as the payment method.
• The POS daily report includes wallet sales in the day's totals and in the payment method breakdown on the web. A part the customer now owes on their account is not in the breakdown: it has its own On account line. The Naayya POS app does not list Wallet in its payment method breakdown.

For how customers get a wallet balance, see Wallet and gift cards.

Give a discount#

Staff can take money off a sale before checkout. Every discount needs a reason.

1. Add the item and choose the payment method.
2. Select Add discount.
3. Choose how to enter it: % off, Amount off, or Final amount (the amount the customer pays).
4. Enter the value and a Reason (required), such as a staff discount or a loyalty discount.
5. Check the Price, Discount, and Total shown under the discount, then complete checkout.

The sale is charged and recorded at the final amount. The Reports tab in Point of Sale and the payment details in Admin > Payments show the original price, the discount, the reason, and who gave it. To remove a discount before checkout, select the close button next to Discount.

Limits:

• The final amount cannot be more than the price or below zero.
• Gift cards cannot be discounted.
• Add discount is not shown for a Comp sale.
• When you sell more than one of the same item, the discount must split evenly across the items. POS suggests the nearest amounts that do.
• In a cart of several items, each line has its own discount and reason. Admin > Payments shows the discount beside the line.

Who can give a discount#

Owners and managers can give any discount. Other staff can give a discount up to the limit your business sets, and the discount panel shows it, for example You can give up to 10% off. When the limit is 0, which is the default, other staff do not see Add discount, or the percent button on a cart line.

Set the staff discount limit#

1. Open Point of Sale and select the Settings tab.
2. Under Staff discount limit, enter a whole number from 0 to 100 in Largest discount for staff.
3. Select Save.

Only owners and managers can change the limit. Other staff see the current limit on the same page.

Charge a sale to the customer's account#

This applies to web POS. Your business can let staff put a sale on a customer's account, so the customer pays it later. It is off until an owner or manager switches it on.

The account is the customer's wallet at your business. A sale on the account uses their gift card balance first, then their account credit. The rest is owed, up to the customer's limit. The customer sees what they owe as Amount due in their wallet, and a top-up pays it off first. See Wallet and gift cards.

At the till, the same rules as Wallet apply: only shop and bar items, and only for a customer with a Naayya account. A walk-in or guest customer cannot charge to an account. The Naayya POS app does not offer it. Customers can charge their own online purchases to their account only when you also switch on Customers can also charge online. See Let customers also charge online.

A customer can also be allowed to spend from another customer's account, such as a family member's or a shared Team tab. See Put a sale on someone else's account.

Switch on charging to the account#

1. Open Point of Sale and select the Settings tab.
2. Under On the account, switch on Let customers charge to their account.
3. Enter Limit for members and Limit for everyone else. Each is an amount from 0 to 10,000.00 in your business currency.
4. Select Save.

Only owners and managers see and change these settings. Both limits start at 0. With a limit of 0, that group cannot owe anything, so nothing changes for them.

A member is a customer with an active membership at your business, including a membership in its trial period and a place on a Family membership. A limit is the most a customer can owe at one time.

When you switch it off, nobody can put a new sale on an account. What customers already owe stays due, and the limits are kept for the next time you switch it on.

Let customers also charge online#

Under Let customers charge to their account is a second switch, Customers can also charge online. It is off until you switch it on.

1. Open Point of Sale and select the Settings tab.
2. Under On the account, switch on Customers can also charge online.
3. Select Save.

Only owners and managers see and change it. It works only while Let customers charge to their account is on. While that switch is off, you cannot switch this one on, and switching that one off switches this one off too. Online charging uses the same limits as the desk: Limit for members, Limit for everyone else, a customer's own limit, and a block. See How much a customer can owe.

With it on, a signed-in customer sees Charge to my account at the checkout of a class, a class pack, a shop order, or a court or other appointment booked online. They see it only when:

• They have paid your business before, or hold a membership with you, and you have not removed them as a customer. Someone who has never paid your business cannot charge an online order to an account.
• Their gift card balance and account credit do not cover the price. If they do, the customer pays with them as before. A court or other appointment is the exception: balance alone does not pay for it online, so the customer pays by card and checkout shows no Charge to my account.
• Their account can take the whole price: gift card balance, account credit and what is left of their limit add up to at least the price.

When the customer confirms, no card is charged. Their gift card balance and account credit are used first, and the rest is added to their Amount due, the same one as for a charge at the desk. An order is never split between the account and a card.

A court or other appointment is booked as soon as the customer confirms, with no card. If the price is more than the account can take, there is no option and the customer pays the whole booking by card. If the customer's hold on the time ends before they confirm, nothing is charged and they choose a time again. A pack bought in the same checkout as a booked time can be charged too. A pack for courts or appointments bought on its own, without a time, cannot.

Customers cannot charge a membership, a gift card, an account top-up or a program to their account online. The Naayya app does not offer it either. If the account can no longer take the order when the customer confirms, checkout says so and charges nothing. The customer can pay another way.

When you switch Customers can also charge online off, no new online order can go on an account. What customers already owe stays due. It also ends online charging to someone else's account, which follows the account owner's rules. See Put a sale on someone else's account.

Record payments taken outside Naayya#

A customer who owes something on their account pays it off with a payment: a top-up online, or money they give you in cash, on your own card terminal, by bank transfer or by cheque. Staff record that money on the customer's page. It is off until you switch it on.

1. Open Point of Sale and select the Settings tab.
2. Under On the account, switch on Record payments taken outside Naayya.
3. Select Save.

Only owners and managers see and change it. It does not need Let customers charge to their account: a customer can also pay you in advance. A business that already added money to customers' wallets at the desk has it on.

With it on, staff whose role can record payments can record one with Record a payment on a customer's page. While it is off, that dialog says so and records nothing. A bank transfer needs its reference. See Record a payment taken outside Naayya. When you switch it off, nobody can record a new payment this way. Payments already recorded stay.

Send account messages#

Your business can email customers about their account, and email you about money owed. It is off until you switch it on.

1. Open Point of Sale and select the Settings tab.
2. Under Account messages, switch on Send account messages.
3. Under Remind after (days unpaid), enter one to five numbers of days, for example 15, 30. It starts at 30.
4. To tell customers when their balance runs low, enter an amount under Low-balance alert. Leave it empty for no alert.
5. Select Save.

Only owners and managers see and change these settings. With them on:

• When a charge takes a customer's account below zero, the customer gets an email with Pay now, and every owner gets an email naming the customer and the amount. This happens once each time the account goes below zero, not for every charge after it.
• When a customer's balance falls below your low-balance alert, they get an email with Top up.
• On the 1st of each month, from 08:00 in your business's time zone, a customer gets a statement for last month if their account existed then and had movements that month, or ended the month owing something. It shows the month's movements, the balance at the start and the end of the month, and Pay now when they owe.
• On each reminder day, a customer who still owes something gets a reminder that lists everything they owe: their account, course instalments and memberships whose payment failed. Pay now pays the account part. That day every owner gets one email listing the customers who have owed money for at least as many days as your first reminder day, with a link to Payments > Amounts owed. A customer gets at most one reminder a day.

Pay now opens the customer's wallet on a top-up at your business. It fills in what they owe, in your business's currency, as the smallest whole top-up that covers it. A top-up is from 10 to 1,000. When they owe more than 1,000, the email says how much they can pay online and to contact you for the rest. A debt in another currency has no Pay now: the email asks the customer to contact you.

These messages are email only, in each person's own language. An email that has not gone yet is not sent once the debt is paid or you switch account messages off.

Switching them on does not send what fell due while they were off. No statement is sent for a month whose 1st at 08:00 came before you switched them on, and a reminder goes out only for a reminder day reached after you switched them on. A statement covers the whole month and a reminder lists everything owed, including what came before.

How much a customer can owe#

Each customer's limit is, in this order:

• 0 when charging is blocked for them.
• Their own limit, when staff set one on their customer page.
• Otherwise, Limit for members or Limit for everyone else.

Staff who can manage payments set a customer's own limit, return them to the default, or block charging from the Wallet card on the customer's page. See Set a customer's account limit. A lower limit or a block does not change what the customer already owes.

Put a sale on the account at the till#

1. Select the customer and add the items.
2. Choose On the account. The button shows how much the account can take now: gift card balance, account credit, and what is left of the limit. When the account already owes something, POS shows Amount due under the payment methods.
3. Complete checkout.

When nothing is left of the customer's limit, the button reads Wallet again and pays only from the balance.

A cart that costs more than the account can take is paid two ways in one sale:

1. POS puts what the account can take next to On the account, and the rest next to Rest of the sale.
2. Choose how the rest is paid: Cash, Own card reader or Transfer. With more than one card terminal recorded, also choose the Card terminal.
3. Take the rest of the money, then complete checkout.

A single item sold without the cart, for example from the New sale window on a customer's page, takes one payment. It goes on the account only when the account can take all of it. Otherwise POS says how much the account can take, and you take the payment another way.

The confirmation shows On the account and its amount, the other payment and its amount when the sale was paid two ways, and Amount due when the account owes something after the sale.

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.

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 a sale on someone else's account#

This applies to web POS. Staff who can manage payments can allow a customer to spend from another customer's account at your business, for example a family member's account or a shared account named Team tab. They set it on the account owner's Wallet card. See Let other people spend from the account.

The sale stays the paying customer's: it is recorded for the customer you select, and the money comes from the other account. The same rules as Wallet apply: only shop and bar items, and only for a customer with a Naayya account. The Naayya POS app does not offer it.

A customer spends only from the account itself: its credit and, when your business lets customers charge to their account, what is left of the account owner's limit. The owner's gift cards are never used. Both the owner's limit and the customer's daily limit on the account apply, and POS never shows the owner's balance or what they owe.

At the till#

1. Select the customer who is paying, and add the items.
2. Under the payment methods, choose the account. Each account the customer may spend from has its own button, such as On Anna's account or On Team tab. The button shows how much the account can take now, within the customer's daily limit.
3. Complete checkout.

An account that can take nothing now is not offered.

When your business lets customers charge to their account and the cart costs more than the account can take, the sale is paid two ways, as for the customer's own account. POS puts what the account can take next to the account's name and the rest next to Rest of the sale. Choose how the rest is paid, then complete checkout. See Put a sale on the account at the till.

A single item sold without the cart, for example from the New sale window on a customer's page, takes one payment. It goes on the account only when the account can take all of it. Otherwise POS says how much the account can take, and you take the payment another way.

On a tab#

For a tab linked to a customer, POS shows a button for each account the customer may spend from, such as Put €12.00 on Team tab and close. Under it, POS shows how much the account can take, for example On Team tab: €12.00 available.

1. Check what is still due.
2. If the account can take less than what is still due, the button stays disabled. 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.
3. Under Receipt, choose how the customer gets a receipt.
4. Select the button for the account.

The tab closes with the part on the account and any other payments, as one sale. The closed tab lists the account, such as On Team tab, among its payments.

Online#

A signed-in customer who is allowed to spend from an account also sees it at checkout, as Charge to Anna's account or Charge to Team tab, for a class, a class pack, a shop order, or a court or other appointment. It follows the rules for charging online, decided for the account owner. See Let customers also charge online. The customer's own gift cards and account credit are not used, and an order is never split between accounts or with a card. See Wallet and gift cards.

What the confirmation and receipt show#

• The confirmation shows the account's name, such as On Team tab, and the amount. It never shows Amount due, because POS does not show what someone else's account owes.
• The emailed receipt names On the account as the payment method. A printed receipt in English names the account, such as On Team tab. Neither shows Amount due.
• The shift report and the POS daily report count the sale like a sale on the customer's own account: the part paid from credit is under Wallet in Payments taken, and the part the account's owner now owes is on the On account line.
• The account owner sees the charge in their wallet Activity as Charged by and the customer's first name.

What the receipt and reports show#

• A sale on the account in full names On the account as the payment method, on the emailed and the printed receipt.
• A sale paid two ways has Split payment as its payment method. The receipt lists On the account and the other payment, each with its amount.
• When the account owes something after the sale, the receipt shows Amount due. A receipt printed again later shows the amount that was due right after the sale.
• What a sale puts on an account as owed is not money taken. The shift report and the POS daily report show it on its own On account line, apart from the payment methods and the cash count. See Close a shift and Reports.
• The sale counts as revenue, with its VAT, on the day it is made. When the customer pays what they owe later with a top-up, that is not a second sale.

Receipts and records#

POS creates a record of the sale. On web POS, Naayya emails a receipt only when you choose Email under Receipt, to the selected customer's address or to one you type. See Give a receipt. The Naayya POS app sends a receipt email whenever the selected customer or guest has an email address.

For a completed sale with a saved VAT breakdown, the receipt shows the amount before VAT, VAT, and the total paid. When your tax setup issues a numbered VAT invoice, its PDF is attached to the receipt email. A guest can open the attachment without a Naayya account. Businesses that do not collect VAT do not show a VAT breakdown or attach a VAT invoice. A declined card attempt is not a paid sale and has no invoice.

After checkout, review the confirmation and the Payments page if you need to confirm the sale was recorded as expected. An email delivery problem does not undo a completed payment. For the difference between the documents, see Invoice vs receipt.

Shifts and the cash count#

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

A shift is one trading session at a sales point. It starts with the cash you count into the drawer and ends with the cash you count out. The sales rung up at that sales point in between are on the shift's report.

Choose where you are selling#

When Sales points is on and your business has an active sales point, POS shows Selling at above the customer search. Choose the sales point you are working at, such as your bar. POS remembers the choice on this computer.

When you choose a sales point, the Retail tab lists what that sales point sells, in its own order. A product the sales point has marked unavailable is listed as Unavailable and cannot be added. Owners and managers choose what each sales point sells in Manage sales points.

No sales point sells as before, with no shift, and the Retail tab lists every product.

Open a shift#

1. Choose the sales point in Selling at.
2. Select Open shift.
3. Count the cash in the drawer and enter it as the Starting float. Enter 0 for an empty drawer.
4. Select Open shift.

POS then shows the shift's number and when it opened. A sales point has one open shift at a time, and every computer selling at that sales point shares it. If a colleague opened the shift first, you see theirs.

While no shift is open, POS takes no payment at that sales point: not for a cart, and not for a pass, a booking or a gift card. Under the charge button it says Open a shift at and the sales point's name, to take payments.

An owner or manager can let a sales point sell with no shift open. See Require a shift before selling.

Close a shift#

1. Select Close shift.
2. Count the cash in the drawer and enter it as Counted cash.
3. Add a note if something needs explaining, such as a float top-up. Leave out customer names: the note is kept with the shift.
4. Select Close shift.

POS does not show what the drawer should hold before you count. A closed shift cannot be reopened or changed, so check the count before you select Close shift.

After the close, POS shows the shift's report:

• Cash drawer: the starting float, the cash payments, any cash refunds, the expected cash, the counted cash and the difference. Expected cash is the starting float plus the cash payments, minus the cash paid back from this drawer. The difference reads Balanced, or the amount the drawer is short or over.
• Payments taken: one total for each payment method. Cash and Own card reader are separate lines, and a card taken on your own reader is never part of expected cash. Once a payment names a terminal, the report also lists a total for each terminal under Own card reader, to check against that terminal's own end-of-day total. Payments that named none are listed there as No terminal named, so the lines add up to the total.
• Sales: the number of sales, their total and the VAT for each rate. When sales were put on customers' accounts, On account shows how many and the amount now owed. That amount is part of the sales total, but it is not in Payments taken or in expected cash. See Charge a sale to the customer's account.
• By staff member: each person's sales.
• To review: voided items, refunds and sales flagged for a check, when there are any.

To sell again at that sales point, open a new shift.

Read a closed shift's report again#

Owners and managers: open Point of Sale and select the Shifts tab. It lists the latest 30 shifts with expected cash, counted cash and the difference. Select a closed shift to open its report. A shift that is still open shows no cash figures.

Other staff see the report once, right after they close the shift.

Depending on your country, regularly reviewing each staff member's voids, discounts or refunds can count as monitoring staff, and you may need to inform your staff or their representatives first.

What a shift counts#

• A shift counts every sale taken at its sales point: carts of shop and bar items, and the passes, packs, memberships, bookings, gift cards and single shop items sold one at a time. Each sale is under its payment method, so cash taken for a day pass is in expected cash, next to the cash for a beer.
• A sale started from a customer's page, a guest's page or a class list counts too, when the computer has a sales point chosen in Selling at. The New sale window says which sales point the sale is taken at. If that sales point requires a shift and none is open, the window does not charge and points you to Point of Sale to open one.
• A complimentary sale is in the number of sales, with no payment.
• A manual grant that takes no payment, made from a customer's page, is not a sale at the till. It needs no shift and is not on a shift report.
• A wallet top-up is not on a shift report. Cash taken for one is not in expected cash, so keep it apart from the drawer or mention it in the closing note.
• A sale on a customer's account is on the report. The part paid from gift card balance or account credit is under Wallet in Payments taken. The part the customer now owes is on the On account line only.
• Refunds are listed on the report. Only cash paid back from this drawer is taken off expected cash: record it from the payment with Paid back from a cash drawer. See Correct the amount taken.
• The Naayya POS app does not open or close shifts yet, and its sales are not on a shift report.

Tabs#

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

A tab keeps a customer's items open at a sales point until they pay. Open one for a court or a table, add items through the evening, and take the payment at the end. A closed tab is one sale.

Open a tab#

1. Open Point of Sale and select Tabs.
2. 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.

Things to know:

• 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.

Finish an interrupted card sale in the Naayya POS app#

A card payment can finish before its sale is recorded. The notice tells you what is known:

If the notice says the card sale isn't saved on this device, keep the app open until the sale is recorded. When a saved card sale is recorded after the app restarts, the app confirms that the earlier sale is now recorded.

Remove sale removes the pending sale; it does not refund a card payment. Read its confirmation before using it. If the payment outcome is unconfirmed, check Payments first. If the card was charged and you remove the pending sale, the customer has paid but no sale exists: refund the payment or record the sale by hand, following your business's normal process.

A card payment is waiting on this device#

An older unfinished card sale can appear as Card payment waiting on this device. Only the person who took or started that payment can finish it, by signing in on the same device. Check Payments, or ask a manager to record the sale if the card was charged. An unconfirmed notice does not prove that a payment was taken.

A card is declined#

Card declined is a payment result, not a recorded sale. Tap Use another payment method to return to that sale's payment choices, then choose an offered method. Follow the new payment's result before starting another sale.

Common issues#

I cannot complete checkout#

Check that the required customer and item are selected, then check whether your role can manage POS. A role may allow you to view POS without completing checkouts.

POS says to open a shift#

The sales point in Selling at has no open shift. A colleague may have closed it on another computer. Select Open shift, enter the cash in the drawer and charge the sale again. Nothing was charged or recorded by the refused attempt.

The New sale window on a customer's page, a guest's page or a class list says the same when this computer sells at that sales point. Open the shift in Point of Sale, then charge again.

Closing a shift says a sale is still being recorded#

A colleague is finishing a sale at this sales point, such as a pass for a guest or a gift card. Wait a moment and select Close shift again. Your count stays in the window. If a sale was interrupted, for example by a lost connection, POS can ask you to wait up to 5 minutes; check Payments for that sale before you ring it up again.

An intro product is blocked for this customer#

The customer may have already bought the same once-per-customer product, or an intro offer that makes them ineligible. Review the customer's purchase history. If the previous purchase was fully refunded, try the normal checkout again. If it still blocks, ask your business owner or support team for the approved next step.

A discount is refused#

The message says what to change. Staff other than owners and managers can only give a discount up to the business's limit, and at a limit of 0 only owners and managers can give discounts. Ask an owner or manager for a larger discount, or to change the limit under Point of Sale > Settings.

Card payments say the payment terminal isn't configured#

When you set up card payments in the Naayya POS app, or take a card payment, POS can stop with The payment terminal isn't configured. Ask an administrator for help. One cause is a missing State. Card payments need a State on your location when your business's billing address is in Italy, Spain, Mexico, the United States, Canada or Australia.

Naayya uses the State of your main location, or of another active physical location if the main one has none. A location in a different country than your billing address is not used.

Only owners and managers can edit a location. To add the State:

1. Go to Admin > Settings > Locations.
2. Find the location, open its More actions menu, and select Edit.
3. In the Address section, select Edit details. If the location has no address yet, search for its address first.
4. Enter the State. In Italy, enter the province, such as MI, not the region: a region such as Lombardia is not accepted.
5. Click Save Changes, then set up card payments in the POS app again.

A State that is not a real state or province of the country is not accepted the next time you set up card payments, so check what you entered.

The POS app shows the same message when Stripe is not connected. If the State is already correct, or your billing address is in another country, check that Stripe is connected under Get Paid.

POS says the card terminal is not available#

That card terminal is not available here any more means the terminal you chose was moved, switched off or disconnected in Admin > Settings > Hardware after POS loaded. Nothing was recorded. POS reads the terminals again: choose the terminal that took the payment and charge again.

Wallet is not offered#

Wallet appears only for a shop item, or a cart of shop items, sold to a customer with a Naayya account. A walk-in or guest customer cannot pay from a wallet. Choose another payment method.

On the account is not offered#

On the account shows in place of Wallet only when your business lets customers charge to their account and the customer can still owe something. Ask an owner or manager to check that charging is switched on under Point of Sale > Settings, and check the customer's limit on their Wallet card. A limit of 0, a block, or a limit that is already used up all show Wallet instead.

POS says the account can take less than it showed#

The customer's account changed after POS read it, for example because of another sale. Nothing was recorded. POS reads the account again. Check how the sale is paid now, then charge again. If the account can take nothing more, take the payment another way.

On someone else's account, the customer's daily limit can be what stops the sale. POS then says how much the customer may still spend from that account today.

Someone else's account is not offered#

An account such as On Team tab is offered only when the customer is on that account's list of people who can spend from it, is still a customer of your business, and the account can take something now. Like Wallet, it shows only for a shop item, or a cart of shop items, sold to a customer with a Naayya account. Ask a staff member who can manage payments to check People who can spend from this account on the account owner's Wallet card. See Let other people spend from the account.

POS says the customer may not spend from that account#

The customer was taken off the account's list, or stopped being a customer of your business, after POS read it. Nothing was recorded. POS reads the accounts again. Take the payment another way.

The product is not visible#

Check that Products › In person is ticked in Admin > Settings > Offerings, and that the product is active and available for sale. A retail product with Track stock on needs enough stock. With Track stock off, web POS can sell it without counted stock; choose a size or colour if the product has variants. Sold online can be off without hiding an active product from web POS. Change these settings under Selling in Admin > Products > Edit details. See Creating Physical Products.

If you chose a sales point in Selling at, the Retail tab lists only what that sales point sells. A product that is missing there, or shown as Unavailable, is set that way for the sales point. An owner or manager changes it in Manage sales points.

POS says an item is not sold at this sales point#

The cart holds a product the sales point in Selling at does not sell, or has marked unavailable. This happens when the cart was filled before the sales point was chosen, or the product was changed for the sales point a moment ago. Remove the item and charge again. Nothing was charged or recorded.

The customer is not visible#

On web POS, type at least two characters of the name or email. A full name also works. If the search says Could not search customers. Try again., select Try again. A failed search does not mean the person is missing.

If the search completes with no matches, check the spelling or try the email address. If the person is new, select Add Walk-in Customer and enter the required details. Remember that a customer is required for class bookings, packs, memberships, and gift cards; a retail walk-in sale can be completed without one.

Related articles#

• Payments
• Record Offline Payments
• Customer Details
• Product Types Overview