Taking Payments Using the Point of Sale

Zenoti’s Point of Sale (POS) enables you to collect payments for services, products, and other sale items that you offer. You can use the POS to view or edit invoice details, and to collect payments through various payment types.

Important: If your Admin has selected the Block payments for appointments where check-in is not done option in your center’s settings, then you cannot collect payments until the appointments are checked in. Learn more: Blocking payments until appointments are checked in.

The following sections provide step-by-step instructions to use the POS to take payments:

Step 1: Launch the Point of Sale Window

Step 2: Review or Edit Invoice

Step 3: Collect Payment 

Step 1: Launch the Point of Sale Window

There are two ways in which you can launch the POS window—one that requires you to first create an appointment or use an existing one, and the other that directly opens the POS window without an appointment. 

You can launch the POS window directly (without an appointment) in instances where the guest does not avail any service but only buys products, or in instances where you have a large number of walk-in guests. You must enter the guest and service details in the POS window in such cases.

However, Zenoti recommends that you first book an appointment and then collect the payment, so that the corresponding data is recorded and there is no overlap between therapists’ time.

Based on your requirement, use one of the following ways to access the POS from the Appointment Book:

Note: If your Admin has enabled the Maintain separate product sales option in Admin>Organization>Organization>Settings tab>Invoice & Receipt>Invoice Settings, the Appointment Book displays a separate option to take payment for products.

 

To take payments from guests with an appointment:

  1. Book an appointment, if you have not already done so.
    Learn more: Booking an appointment.
  2. Open the POS window in one of the following ways:
    • Click Take Payment in the Appointment Info panel, or
    • Click the appointment block, and then select Take Payment from the menu.

      The POS window appears and automatically displays the guest details and the services or packages selected for the appointment.

  3. The POS provides an option to go back to the Appointment Info panel to add or modify services when you launch it by clicking Take Payment either from the appointment block’s menu or from the Appointment Info panel.
    Click  to do so, and then click Take Payment to come back to the POS.
  4. Proceed to Step 2: Review or Edit Invoice.

 

To take payments from walk-in guests without an appointment:

  1. If you are not already in the Appointment Book, click the Appointment tab to
    open it.
  2. Open the POS window:
    • Click the Launch POS icon  in the top-right corner of the Appointment Book, and then select Point of Sale or
    • Click anywhere in the Appointment Book, and then select Point of Sale.

      The POS window appears.

  3. Enter the guest details.
    Note: The First name and Last name fields are always mandatory. You can choose to make Gender, Email, and Referral fields mandatory from the Organization Settings (Admin>Organization>Organizations>Settings>Gusets).
  4. To search for a guest across centers or (in case of a new guest) to make the guest details accessible across centers, select Across Centers in the top-left corner of the POS window.
    Note: Do not select this option, if you want to restrict the guest information to just your center.
  5. To view guest history, click .
    For detailed information on the controls, see Point of Sale Reference.
  6. Add services, products, etc., as required.
  7. Proceed to Step 2: Review or Edit Invoice.
     

Step 2: Review or Edit Invoice

Before proceeding to the payment, you can use the left panel of the POS to review the invoice and perform the following operations: 

  • Add and remove sale items
  • Add commissions for multiple employees
  • Specify employees that made the sale
  • Apply discounts
  • Apply package benefits
  • Apply membership benefits
  • Redeem coupons
  • Select campaigns
     

Step 3: Collect Payment

The Collect Payment (right) panel of the POS provides various payment types based on the options defined and enabled for your organization in Admin>Organization>Organizations>Payment>Payment Types.

You can choose to collect payment and tips using any of the payment types enabled for your organization. The default option for taking payment at the POS is Cash.
You can change the default payment option as required; learn more: Configuring the Default Payment Method in POS.

The process of collecting a payment and generating an invoice involves the following steps:

1. Selecting a payment type

2. Adding the payment type

3. Generating the OTP (if enabled)

4. Splitting tips (optional)

5. Completing the payment


To collect payment and generate an invoice:

  1. Select a payment type

    Note:
    For all payment types, the POS automatically displays the invoice amount and the tip amount. However, the Tips field remains blank if your center does not have a percentage specified in the Suggested Tip field in the center’s settings. The label for the Tips field may vary based on the label your organization has set for the field in Admin>Organization>Organizations>Settings tab>Invoice and Receipt>Tips Label.

    If a percentage is specified, a suggested tip amount is calculated based on the services included in the invoice, before adding tax and discount. If the field does not display a suggested tip or if you want to adjust it as per the guest's preference, enter the tip amount in the field. The value in the Amount field changes based on the tip. If you enter more than the required amount in the Amount field, Zenoti displays an alert with the amount of change you must return to the guest.

    Tips can be paid using cash, credit cards, checks, custom payments, and prepaid/gift cards. Learn more: Tips.


    The following payment types are generally available for an organization.
    Payment Type Description
    Cash

    Use this type for cash payments.

    To take payment in the form of cash:

    1. Edit the invoice and tip amounts, if required.
    2. Proceed to add payment.
    Credit/Debit

    Use this type for credit card or debit card payments.

    For detailed information on taking payments using cards, see Zenoti Payments: Taking Card Payments on Desktop POS.
    Check

    Use this type for check payments.

    To process the payment using a check, enter the check details, and then proceed to add payment.
    Custom

    Use this type if the guest wants to make a payment using a type other than the available payment types.

    Example: If your organization has a tie-up with a corporate, then the bills are raised to the corporate organization rather than individual guests.

    To process a custom payment:

    1. Select the type of payment from the Select Custom Payment drop-down list of the Payment Data field (see the following image for reference).



    2. Proceed to add payment.
    Pre-Paid/Gift

    Use this type if the guest has a valid prepaid card or gift card, and wants to redeem it.

    Note: If the One-Time Password (OTP) feature is enabled for your center, you must enter an OTP to redeem a prepaid or gift card. To generate an OTP, click the Generate OTP button (appears on top of the Collect Payment panel).
    See Using OTP for Redemption to know more about OTP settings.

    To process payments using a prepaid card:

    1. Specify the card number:
      • Enter the card number in the Card # field, or
      • Click the prepaid card balance amount next to the prepaid card icon , and then select the card that the guest wants to use.
    1. Proceed to add payment.

    To process payments using a gift card, refer to the following articles:

    Points

    Use this type if the guest has adequate loyalty points and wants to pay for the service or purchase by redeeming them.

    Note: If the One-Time Password (OTP) feature is enabled for your center, you must enter an OTP to redeem loyalty points. To generate an OTP, click the Generate OTP button (appears on top of the Collect Payment panel). See Using OTP for Redemption to know more about OTP settings.

    To use loyalty points for payment:

    1. In the Loyalty Program field, select the loyalty points program.
    2. In the Points field, enter the number of points to be redeemed.   
    3. Proceed to add payment.
    Membership

    Use this type if the guest has a membership with credit balance.

    Note: If the One-Time Password (OTP) feature is enabled for your center, you must enter an OTP to redeem membership credit. To generate an OTP, click the Generate OTP button (appears on top of the Collect Payment panel). Learn more: Using OTP for Redemption to know more about OTP settings.

    To use membership credit for payment:

    1. Select a guest membership with available credit balance from the Membership drop-down list.
      The membership along with the credit balance is displayed in the list.
    2. Proceed to add payment.

    Note: If your organization’s settings allow you to print receipts before processing payments, you can click Print before proceeding to click Add Payment.
  2. Add payment type
    Click Add Payment to add the selected payment type to the invoice. See the following image for reference.



    The payment details appear in the lower section of the POS window, where you can edit or delete  the payment type.
  3. Generate OTP
    If you applied a campaign or membership benefits to the invoice and the OTP feature is enabled for that campaign or membership, an OTP Authorization window appears. Generate the OTP for the guest by clicking Send Now and enter the OTP code as specified by the guest or the default OTP code specified in the Center’s settings.
    Click Submit.
  4. Split Tips (optional)
    If the payment included a tip amount, the total tip amount appears once you click Add Payment. To split the tip amount between employees, click .
    This option appears only if the Allow splitting of Tips setting has been enabled for your center (Admin>Centers>Your Center>Settings>Invoice & Receipt>Allow Splitting of Tips).
  5. Complete the payment
    Based on whether the guest makes the full payment or a partial payment of the invoice, the POS provides different options. Do one of the following:
    • If the guest makes the payment in full:
      • Click  to close the invoice and print the receipt, or
      • Click to close the invoice and email it.

        Based on the Organization settings your admin has enabled in
        Admin>Organization>Organizations>Settings>Invoice & Receipts>Print Before Payment and Print After Payment 
        sections, the receipt includes the following information:
          • Details of the guest, sale items, and payment
          • If applicable—membership details, gift card and prepaid card details, and package balances
          • Feedback form and custom coupons
    • If the guest only makes a partial payment:
      You can either print the receipt for the part payment or email it . However, such an invoice is still not considered closed and is referred to as an open invoice.

      The due amount is included in the receipt and remains as an outstanding amount.
      The next time the guest makes a purchase or avails a service, the
      Collect Payment panel in the POS displays the total outstanding amount based on all open invoices for the guest in the center.

      If the guest wants to pay the outstanding amount and close all open invoices, click Pay Now.

      Note: Open invoices in other centers are listed depending on the organization’s configuration. Group/recurring invoices are not listed. Any amount paid is automatically applied to the oldest open invoice and can also be accessed and paid for later, either from the POS or from the Open tab in the guest’s history.

      If the Lock invoice after print/email setting is enabled at the organization level, a lock icon appears on the invoice. Invoices can be locked to restrict any readjustments to the price, application of campaigns, discounts, etc. The only change allowed after a bill is printed is to click Add Payment to process any pending payments. To unlock the invoice, click the lock icon and enter a valid username and password.
  1. View the invoice
    To view the invoice after the payment is complete, click the appointment block in the Appointment Book, and then select Show Invoice.

For information on all the controls available in the POS, see Point of Sale Reference.

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