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POS for POS users

On this page, you will find detailed information about how to operate a plentymarkets POS.

1. Installing the plentymarkets app

First, install the plentymarkets App on the mobile device.

Offline orders are deleted when you uninstall the app

If your internet connection is down, POS orders are saved on your device and uploaded to plentymarkets once connection returns. If you uninstall the app on your device before all orders were uploaded to plentymarkets, the orders saved on your device are deleted permanently and cannot be recovered by you or the plentymarkets support team. As such, check that no offline orders exist on the device before you uninstall the app.

2. Logging in, logging out and locking

2.1. Logging in

Proceed as described below to log into the plentymarkets app.

Logging into plentymarkets POS:

  1. Log into your mobile device.

  2. On the start screen, tap the plentymarkets App icon.
    → The login screen is displayed.

  3. Enter the login details. Note Table 1.

  4. Tap Log in.
    → The start screen of the plentymarkets App is displayed.

  5. Tap the menu symbol at the top left of the screen.
    → The menu is displayed.

  6. Tap POS.
    → plentymarkets POS opens.

Login details are saved

You remain logged in until you tap Logout or Lock in the main menu or the list of user accounts. That means that you can open and close the app without having to log in again.

Table 1. Login
Setting Explanation

Language

Select the language in which you want to use plentymarkets POS. Currently, the user interface of plentymarkets POS is available in English or German.

System (base URL)

Enter the domain of the plentymarkets system without https:// or http://, e.g. your-shop.co.uk.

User; Password

Enter the user name and password for the plentymarkets system.

2.2. Switching to a different user account

Logged in user accounts do not need to log out before you can log in. Switching users is only possible if one user account currently is logged in. The user symbol at the top right shows the user who currently is logged in. The user symbol shows the initials of the real name of the person that is logged in. The icon’s background colour is the one that was chosen for this user account in the plentymarkets back end. You can switch users in the main menu, the POS menu, when creating POS orders and when booking returns. Once you switch users, the same area of the app opens. If the new user does not have rights for this area of the app, the main menu of the app opens instead. Proceed as described below to switch the user account.

Order details are saved

If you change the user account whilst in the process of creating an order, the new user can finish this order.

Switching to a different user account:

  1. Tap the user icon at the top right of the app.
    → A list of the real names of the users with an app PIN is shown.
    Note: If your name is not listed, update the view by pulling the window down. If your name is still not shown, this means that no app PIN is saved for your user account in the plentymarkets back end.

  2. Tap your user account.

  3. If this is your first time logging into the app, enter your user password. For each subsequent login, you can enter your PIN.
    → The user account is switched.
    → The same area of the app opens.
    Tipp: If you do not have rights for this area, the main menu opens instead.

2.3. Locking and unlocking access (version 1.8.3 and higher)

If you leave the checkout area but want to remain logged in, you can lock access to the app. Proceed as described below to lock and unlock access to the app.

Locking and unlocking access:

  1. Tap the user icon at the top right of the app.
    → A list of the real names of the users with an app PIN is shown.

  2. Tap the Lock icon at the bottom left of the window.
    → Access to the app is locked.
    → Your name is shown as the first item in the list of users.

  3. To unlock access to the app, tap the user icon at the top right of the screen.

  4. Tap your user account.

  5. Enter your PIN or your password.
    Note: To access, a PIN or a password is required if you exit and reopen the app.
    → Access to the app is unlocked.
    Tip: You can change to a different user account even if access to the app is locked. Tap a different user account in the list to change users.

2.4. Logging out and discarding login details (version 1.8.3 and higher)

Proceed as described below to log out from the app and discard the login details. To log in again, the language, base URL and user details must be entered.

Logging out and discarding login details:

  1. Tap the user account icon at the top right of the app.
    → A list of the real names of the users with an app PIN is shown.

  2. Tap the Logout icon at the bottom right of the window.
    → The Logout window is displayed.
    Or: Tap the menu icon at the top left corner of the app and then Log out.

  3. Deactivate the option Log current user back in automatically.
    Note: This setting is saved and applies to all users of the app.

  4. Tap Logout.
    → The user account is logged out completely and the login details are discarded.
    → The login view is shown.
    → To log in again, the language, base URL and user details must be entered.

2.5. Close app and remember login details (version 1.8.3 and higher)

Proceed as described below to close the plentymarkets app and remember the current login details of the last logged in person. Next time the app is opened, the user account is logged in automatically. No PIN or password is necessary.

Close app and remember login details:

  1. Tap the user icon at the top right of the app.
    → A list of the real names of the users with an app PIN is shown.

  2. Tap the Logout icon at the bottom right of the window.
    → The Logout window is displayed.
    Or: Tap the menu icon at the top left corner of the app and then Log out.

  3. Activate the option Log current user back in automatically.
    Note: This setting is saved and applies to all users of the app.

  4. Tap Logout.
    → The app is closed.
    → The active user account is logged out from the server.
    → Next time the app is opened, the same user account is logged in automatically.
    → No PIN or password is necessary to log in next time the app is started.

3. Personalising plentymarkets POS

In the plentymarkets app settings, you can change the background image and activate the full screen mode for Android devices. To do so, proceed as described below.

Customising the screen:

  1. Open the plentymarkets app.

  2. Tap the menu symbol at the top left of the screen.
    → The menu opens.

  3. Tap View.

  4. Carry out the settings. Pay attention to the information given in Table 2.

  5. Save the settings.

Table 2. Customising the screen
Setting Explanation

Select background

Select background

Tap an image to use it as a POS background.

Use full screen mode

Full screen mode
(Android devices only)

Activate to hide the operating system’s soft keys.

4. Selling items

Once you open plentymarkets POS, the POS menu is displayed. Tap POS to open the POS shopping cart and add items.

4.1. Adding items to the POS shopping cart

Add items to the current POS basket by searching the items, opening the list of favourites or by scanning the label of an item.

Best before date and batches

Items with best before dates, batches or both are not found.

4.1.1. Searching for items

Use the item search to access all items of this client. You can search for items using the following item data:

  • Item ID

  • Variation number

  • Barcode

  • Item name

  • Variation ID

  • Supplier item No.

Proceed as described below to add items to the POS shopping cart by using the item search.

Adding items using the item search:

  1. In the POS shopping cart, tap the magnifying glass.
    → The item search opens.

  2. Enter a search criterion.

  3. Tap Search.
    → A list of items matching the search criteria is displayed.
    Note: Items with best before dates, batches or both are not found.

  4. Tap the green check mark to add an item to the shopping cart.
    → The Enter quantity window is displayed.

  5. Enter the quantity for the item that you want to add to the shopping cart.
    → The item is added to the shopping cart and the current order sum is updated.
    Tip: Items with no net stock are shown in red but can be sold.

4.1.2. Opening the list of favourites

Quickly add favourite items to the POS shopping basket by accessing them through the favourites list. plentymarkets administrators can create a list of favourite items for the POS. However, you can also mark frequently bought items as favourites yourself in order to speed up the checkout process. Proceed as described below to add items to the POS shopping cart by using the list of favourites.

Adding items from the list of favourites:

  1. In the POS shopping cart, tap the star.
    → The favourites list is displayed.
    Note: Items with best before dates, batches or both are not found.

  2. Tap the green check mark to add an item to the shopping cart.
    → The Enter quantity window is displayed.

  3. Enter the quantity for the item that you want to add to the shopping cart.
    → The item is added to the shopping cart and the current order sum is updated.

  4. Finish processing the POS order as usual.

4.1.3. Scanning the item label

If you work with item labels, you can also scan an item’s label to add the item to the POS shopping cart. You can scan items using the camera of the mobile device or a connected Bluetooth scanner. To do so, proceed as described below.

Scanning the item label with the camera of the device:

  1. In the POS shopping cart, tap the label symbol.
    → The mobile device’s camera is activated.

  2. Tap the camera icon to scan the label.
    Note: Items with best before dates, batches or both are not found.
    → The item is added to the shopping cart with a quantity of 1.
    → The total to be payed is updated.
    Tipp: If you can see the X button in the bottom row of the POS’s number pad, you can tap this button, enter the quantity and then scan the item or select a favourites item. The item is placed in the POS shopping cart with the quantity you entered. An admin user must activate this feature for the POS.

Scanning an item label with an external Bluetooth scanner:

  1. Open the POS shopping cart.

  2. Scan the item label.
    Note: Items with best before dates, batches or both are not found.
    → The item is added to the shopping cart with a quantity of 1.
    → The total to be payed is updated.
    Tipp: If you can see the X button in the bottom row of the POS’s number pad, you can tap this button, enter the quantity and then scan the item or select a favourites item. The item is placed in the POS shopping cart with the quantity you entered. An admin user must activate this feature for the POS.

4.2. Receiving a payment

After you have added all items of a customer to the POS shopping cart and applied any gift cards and/or discounts, you complete the order by booking the payment. Customers can pay cash. Depending on the setup in your store, they may also be able to pay by card using a POS terminal and/or a gift card.

Cancelling an order

You can cancel a POS order directly after you accepted and booked the payment. To do so, tap Cancel order in the Order created view. Go to POS » Cancel order to cancel any completed orders created for this POS since the last Z report.

4.2.1. Receiving a cash payment

Proceed as described below to receive cash payment.

Receiving a cash payment:

  1. Tap in the amount you received from the customer.
    Tip: If a customer pays the exact amount in cash, you can tap the Exact cash amount button in the bottom row of the POS’s number pad instead of entering the amount. The exact amount is then automatically inserted in the Received field.

  2. Tap Payment received.
    → The Order created view opens.
    → The order is created.
    → A receipt is printed. Otherwise, tap Print receipt to print the receipt.
    Tipp: Tap Show order to view the order details.

  3. Tap New order to create a new POS order.

4.2.2. Receiving payment on payment terminal not connected to POS

Your payment terminal might not be connected to the POS. Because the payment terminal is not connected to plentymarkets POS, the order details are not sent to the payment terminal. As such, you need to enter the amount into the payment terminal manually. After you cleared the payment at the payment terminal, you return to plentymarkets POS to manually confirm that the order has been paid. Proceed as described below to accept payment with a payment terminal that is not connected to the POS.

Receiving payment on payment terminal not connected to POS:

  1. Optional: If the customer only wants to pay part of the total amount by card, enter this amount of the total.
    Tip: (version 1.8.5 and higher) If the customer wants to pay the whole amount with just one card payment, you do not enter the amount before you tap Payment terminal. The total amount is automatically inserted.

  2. Tap POS terminal.
    → The order total to be payed is displayed.

  3. Book the payment using the POS terminal.

  4. Tap Payment received/Complete payment to complete the payment.
    → When the order is paid in full, the Order created window is shown.
    → The order is created.
    → A receipt is printed. Otherwise, tap Print receipt to print the receipt.
    Tip: Tap Show order to view the order details.

  5. Tap New order to create a new POS order.

4.2.3. Booking card payments with a connected payment terminal

If the payment terminal is connected to plentymarkets POS, plentymarkets POS sends the amount due to the payment terminal and starts the payment process automatically. The order is created in plentymarkets after the payment is booked. Proceed as described below to accept payment with a connected payment terminal.

Booking card payments with a connected payment terminal:

  1. Optional: If the customer only wants to pay part of the total amount by card, enter this amount of the total.
    Tip: (version 1.8.5 and higher) If the customer wants to pay the whole amount with just one card payment, you do not enter the amount before you tap Payment terminal. The total amount is automatically inserted.

  2. Tap POS terminal.

  3. Follow the instructions to complete payment on the terminal.
    → When the complete amount is paid, the Order created window is shown. Otherwise, book additional payments.
    → The order is created.
    → The receipts are printed. Otherwise, tap Print merchant receipt and/or Print customer receipt to start printing manually.
    Tip: Tap Show order to view the order details.

  4. Tap New order to create a new POS order.

4.2.4. Accepting gift cards

Each gift card has a unique gift card code. You enter this gift card code during the checkout process to apply the gift card to the items the customer wants to buy. Customers can redeem a gift card code only if the code exists in the plentymarkets system when a customer tries to redeem the gift card. In app versions 1.8.1 and higher, you can also redeem more than one gift card per order. When the order is created, the gift cards are redeemed in the order in which you entered the gift card codes. If you remove a gift card code before you create the order, the balance the customer needs to pay is recalculated.

Redeeming gift cards:

  1. Place the items that the customer wants to buy into the POS shopping cart.

  2. Tap the green arrow at the bottom of the POS shopping cart.
    → A summary of the order and the available payment methods are displayed.

  3. Tap Gift card/discount.

  4. Enter the gift card code in the Gift card code/discount field.

  5. Tap Coupon.
    → The gift card amount is deducted from the order total.
    → The amount the customer still has to pay is displayed.

  6. If the customer wants to redeem additional gift cards, enter these gift card codes in the same way.
    Note: The gift cards are redeemed in the order in which you entered the gift card codes. If you remove a gift card code, the order total is recalculated.

  7. Tap Back.

  8. Finish processing the POS order as usual.
    → If you apply a discount to the complete order or individual order items after you have entered gift card codes, the order total is recalculated.

  9. Finish processing the POS order as usual.
    → If you work with gift card receipts, a gift card receipt is created if the value of the gift card is not redeemed in full. Hand out the gift card receipt together with the sales receipt to the customer.
    Tipp: Whether or not a gift card receipt is printed depends on the POS settings.

4.2.5. Selling items on account

If the plugin plentyPOS Invoice is provisioned in the plentymarkets back end, you can also sell items on account to existing customers. Only existing customers can pay for items on account. You cannot save new customer details using plentyPOS.

Returning items purchased on account

Orders with the payment method POS invoice can be cancelled until the next z report is generated. In plentymarkets app versions 1.8 and higher, you can also book returns for items that were bought on account. If customers have partially paid their invoice at the time of the return, plentymarkets POS automatically calculates the amount the customer is to be refunded.

Buying items on account:

  1. Add the items to the POS basket.

  2. Open the customer data of the customer.
    Important: Ensure that the customer really is the person saved in the customer data.
    → After a customer is selected, the Invoice icon can be selected.

  3. Tap the Invoice icon.
    → A window with the order details and customers details opens.

  4. Check the order details.

  5. Tap Invoice.
    → The Order created view opens.
    → The order is created.
    → The invoice is printed. Otherwise, tap Print invoice to print the invoice.

  6. Tap New order to create a new POS order.

4.2.6. Receiving more than one payment method (version 1.8.5 and higher)

In versions 1.8.5 and higher of the plentymarkets app, customers can pay for the same order using more than one payment method. This allows customers who for example do not have enough cash on them to pay part of the order amount in cash and the rest by card.

Always book payments on account last

Tap the Invoice icon to complete the order and create an invoice. The invoice shows the amount the customer still has to pay. As such, if the customer wants to pay part of the order amount later by invoice, you need to book all other payment methods before you select the Invoice option to complete the order.

After you have booked the first payment for an order, you can no longer make the following changes to the shopping cart:

  • Prices, discounts and order items cannot be changed.

  • The customer that you selected for the order cannot be changed.

  • Gift cards cannot be redeemed.

If necessary, cancel the payments to make such changes.

Exiting the POS view

After you booked any payments for the order, you need to either complete the order or cancel these payments before you can exit the shopping cart view.

Receiving more than one payment method:

  1. Tap in the amount that the customer wants to pay with the first payment method.

  2. Tap the button for the payment method you received.
    Note: As such, if the customer wants to be issued with an invoice in order to pay part of the order amount later, you need to book all other payment methods before you select the Invoice option to charge the remaining balance on account. → The first payment is booked.

  3. Tap in the amount that the customer wants to pay with the next payment method.

  4. Tap the button for the payment method you received.
    Tip: If you book more than one cash payment, these individual cash amounts are totalled.
    → The next payment is booked.

  5. If necessary, accept additional payments until the order is paid in full.
    Tip: Tap the Payment bar to view details of the payments you already booked.
    → When the complete amount is paid, the order is created. → The Order created view opens.
    → The order is created.
    → The receipts are printed. Otherwise, tap Print receipts to print the receipts.

  6. Hand over the receipt to the customer. Purchase on account: A merchant receipt, a payment receipt and an invoice are created. In this case, hand over the invoice and the payment receipt to the customer. Tip: Tap Show order to view the order details.

  7. Tap New order to create a new POS order.

4.3. Optional POS operations

4.3.1. Selling a gift card

Each gift card has a unique gift card code. This gift card code is shown on the receipt when you sell a gift card. Customers can redeem a gift card code only if the code exists in the plentymarkets system when the customer tries to redeem the gift card. Depending on the workflow in your store, you either generate an automatic code when you sell a gift card or you receive a list of gift card codes from your employer. The codes of this list are either already saved in the system or you need to save them when you sell the gift card. Your employer will advise you on your store’s workflow for selling gift cards.

Selling a gift card and generating a gift card code automatically:

  1. Add the gift card to the POS shopping cart.

  2. Select the quantity.
    → The Select gift card window is displayed.

  3. Tap Generate.
    Tip: You are not prompted to enter a gift card code if you enter a quantity of more than one gift card.

  4. If prompted, enter the gift card value.
    → The gift card value is inserted automatically if the gift card item has a fixed price.

  5. Finish processing the order as usual.
    → The gift card code is printed on the POS receipt.

  6. Provide the customer with the receipt.

  7. If you also print gift card receipts, provide the customer with the gift card receipt as well.
    Note: The gift card code is printed both on the gift card receipt and the POS order receipt. As such, customers should keep both receipts to prevent others from redeeming the gift card.

Selling a gift card and entering an existing gift card code:

  1. Add the gift card to the POS shopping cart.

  2. Select the quantity 1.
    Tip: If you select a quantity of more than one gift card, the gift card codes are generated automatically.
    → The Select gift card window is displayed.

  3. Tap on the Gift card code field and enter the code.

  4. Tap Existing.
    → The gift card value is retrieved and inserted.

  5. Finish processing the order as usual.
    → The gift card code is printed on the POS receipt.

  6. Provide the customer with the receipt.

  7. If you also print gift card receipts, provide the customer with the gift card receipt as well.
    Note: The gift card code is printed both on the gift card receipt and the POS order receipt. As such, customers should keep both receipts to prevent others from redeeming the gift card.

  8. Document the gift card code you sold.
    Note: Because the value of a gift card can only be redeemed once, each gift card code must be sold once only.

Selling a gift card and saving a gift card code in the system:

  1. Add the gift card to the POS shopping cart.

  2. Select the quantity 1.
    Tip: Gift card codes are generated automatically if you select a quantity of more than one gift card.
    → The Select gift card window is displayed.

  3. Tap on the Gift card code field and enter the code.

  4. Tap Generate.
    → The Enter gift card value window opens.

  5. Enter the gift card value.

  6. Finish processing the order as usual.
    → The gift card code is printed on the POS receipt.

  7. Provide the customer with the receipt.

  8. If you also print gift card receipts, provide the customer with the gift card receipt as well.
    Note: The gift card code is printed both on the gift card receipt and the POS order receipt. As such, customers should keep both receipts to prevent others from redeeming the gift card.

  9. Document the gift card code you sold.
    Note: Because the value of a gift card can only be redeemed once, each gift card code must be sold once only.

4.3.2. Selecting an existing customer

By default, the default customer saved for the POS is used for POS orders. However, you can select a different customer record saved in plentymarkets to save with individual POS orders. Once a POS order is completed, the POS defaults back to the default customer for the next POS order.

Proceed as described below to select an existing customer. You can search for customers using the following customer details:

  • Contact ID = Contact ID of the customer

  • Customer data = First name, Last name, Company, Contact person, eBay name, Additional name, Street, Postcode, Town, Email address, Customer number, External customer ID, Search tags, PostIdent

  • Postcode = The customer’s postcode

Selecting an existing customer:

  1. In the POS shopping cart, tap on the customer symbol at the bottom right.
    → The customer record of the default customer is displayed.

  2. Tap the magnifying glass.
    → The Customer search view is displayed.

  3. Enter the customer data you know to search the customer record.

  4. Tap Search.
    → The search results are displayed.

  5. Tap a customer record.
    → A list of the addresses saved for the customer is displayed.

  6. Tap an address.
    → If only one address exists for the customer record, this address is selected by default.

  7. Tap Use address.
    → The customer record is selected.

  8. If you have already placed items in the POS shopping cart, you are asked if you want to Update prices?. If you select Yes, any discounts saved for the customer class of the selected customer are applied to all items of the order.
    → The customer details are applied to the order.
    Tip: You can revert to the default customer by clicking on the Reset icon.

  9. Tap the X to the top right or tap the screen outside the window to return to the POS shopping cart.
    → The selected customer is shown in the POS shopping cart.

  10. Finish processing the order as usual.
    → Once you have completed this POS order, the system defaults back to the default customer.

Email receipts to customers

You can email receipts to customers automatically when a receipt is generated. To do so, you need to create an event procedure in the plentymarkets back end. Note that for POS orders completed in the offline mode, the receipt is only be sent once the POS order is uploaded.

4.3.3. Adding a note to the order

To save additional information on the order, save a note before completing the order. Notes are imported to the plentymarkets back end and saved with the order.

Adding a note to the order:

  1. In the POS shopping cart, tap Note.
    → A list of the notes saved with the orders is displayed.

  2. Click on Add.
    → The Add note window is displayed.

  3. Enter the note text.

  4. Tap the check mark to save the note to the order.
    → The note is displayed in the list of notes and is imported to plentymarkets.

  5. Tap X to close the window and return to the shopping cart view.

4.3.4. Pausing a checkout process/parking a receipt

If you need to interrupt a checkout process but have already added items to the POS shopping cart, you can save the current state of the shopping cart by parking the receipt. You can save several receipts at a time.

Parking a receipt

Proceed as described below to park a receipt.

Parking a receipt:

  1. In the POS shopping cart, tap the vertical ellipse at the top right of the screen.
    → Additional options are displayed.

  2. Click on Park receipt.
    → The Park receipt window is displayed.

  3. Tap Yes.
    → The receipt is saved and a new POS shopping cart is displayed.

Loading a parked receipt

Proceed as described below to load a parked receipt and complete the order.

Loading a parked receipt:

  1. In the POS shopping cart, tap the vertical ellipse at the top right of the screen.
    → Additional options are displayed.

  2. Tap Load receipt.
    → A list of all parked receipts is displayed.

  3. Tap the receipt to load.
    → The parked items of this receipt are displayed in the POS shopping cart.

  4. Finish processing the POS order as usual.

4.3.5. Editing an order item

You can edit items placed in the POS shopping cart. Any changes you make are applied only to this order. The item is not changed in the system.

Editing order items:

  1. In the POS shopping cart, tap the order item.
    → Additional options are displayed.

  2. Tap the preferred setting. Note Table 3.

Table 3. Editing order items
Setting Explanation

Change quantity

Open the Change quantity window. Enter the new quantity and tap OK to edit the item quantity in the shopping cart.

Rename order item

Enter the new name and tap OK to change the name of the order item. The name is changed only in this order. The item’s name in the system remains unchanged.

Change single price

Enter the new price and tap OK to change the single price of all items of an order item. The price is changed only in this order. The item’s price in the system remains unchanged.

Change total price

Enter the new price and tap OK to change the total price of all items of an order item. The price is changed only in this order. The item’s price in the system remains unchanged.

Reset item price

Resets prices changed using the Change single price or the Change total price option to the original price.

Add discount

Enter the discount in percent and tap OK to offer a discount on the order item. The price is changed only in this order. The item’s price in the system remains unchanged.
Note: You cannot combine discounting individual order items with a discount on the complete POS shopping card.

Remove discount

Resets prices discounted using the Add discount option to the original price.

Delete

Deletes the item from the POS shopping cart.

4.3.6. Applying discounts to the complete POS order

Instead of discounting individual order items, you can also apply a discount to all items in the POS shopping cart. However, you cannot apply a discount to the complete POS shopping card if a discount was applied to one or more items that are already in the POS shopping cart. Proceed as described below to apply a discount to all items in the POS shopping cart.

Applying discounts to the complete shopping cart:

  1. Tap the green arrow at the bottom of the POS shopping cart.
    → A summary of the order and the available payment methods are displayed.

  2. Tap Gift card / discount.

  3. Enter the discount percentage in the Gift card code/discount field.

  4. Tap Discount.
    → The discount total is deducted from the order total and the new order total is displayed.

  5. Tap Back.

  6. Finish processing the POS order as usual.

5. Cancelling an order

Go to POS beta » Cancel order to cancel orders created for this POS since the last Z report. Proceed as described below to cancel a POS order.

Only cancel POS orders in the plentymarkets app

Only cancel POS orders in the plentymarkets app and not in the plentymarkets back end. Orders cancelled in the plentymarkets back end are not synchronised with the app. This means that the POS data used for reporting (z reports, cash on hand, etc.) are no longer correct when you cancel POS orders in the plentymarkets back end.

Cancelling an order:

  1. In the menu bar, tap the menu symbol.

  2. Tap POS.

  3. Tap Cancel order.
    Tip: You can only select this option if you have the right to cancel orders.
    → A list of all orders created for this POS since the last Z report is displayed.

  4. In the row for the order, tap the Cancellation icon.
    Or: Tap the order to open the order details. Tap the Cancellation icon in the detailed view.

  5. Confirm the cancellation.

  6. On some card terminals: Select if the cancelled amount is to be returned in cash or booked back to the card account via the terminal.

  7. Pay out the cancelled amount in cash or process the refund via the POS terminal/payment provider.
    Note: If the order was paid with more than one payment method, cancel each payment method individually. → The order is cancelled.

6. Booking a return

If customers want to return items, you have two options for booking a return:

Returns are cash only

For technical reasons, the return amount can only be paid out to customers in cash.

6.1. Booking a return by linking it to the main order

If you know the order ID or the receipt number (external order number) of the original main order, you can open this main order and book the return directly to this order. Proceed as described below to open the main order and to either scan or manually select the return items.

Gift cards cannot be returned

Customers cannot return gift cards. As such, gift cards are shown in grey in the return view.

6.1.1. Scanning items for a return

If you work with scanners, proceed as described below to scan return items.

Scanning items for a return:

  1. Open the POS menu. Tap on Return.
    → The Returns view is displayed.

  2. Tap Search order.
    → The order search opens.

  3. In the External order number field, enter the receipt number.

  4. Tap Search.
    → The order data is displayed.
    → Depending on the POS settings, either all order items or no order items are selected for return.

  5. Scan the barcode of the items that the customer wants to return.
    Note: The scanned item is added to the return with a quantity of 1. As such, every item to be returned must be scanned individually.
    → By default, the Default repair storage location of the POS is selected.

  6. Optional: Select a different target storage location (version 1.8.2 and higher):

    1. Tap the item.

    2. Select the option Change target storage location from the drop-down list.
      → The available storage location are shown.

    3. Scan the barcode of the target storage location.

  7. Optional: Add a note to the return.

  8. On the original receipt, cross out the items the customer is returning.

  9. Tap Complete and pay out cash or (optional, version 1.8.3 and higher) Complete and create gift card.

  10. If the main order contains shipping costs, select if these shipping costs are to be refunded.
    → A return in created in the plentymarkets back end and linked to the main order.
    → A credit note is created in the plentymarkets back end and linked to the return.
    → If you opted for a gift card, a new order for the amount of the gift card is created.

  11. Pay out the refund amount in cash or give out the gift card.

6.1.2. Manually selecting items for return

If you do not work with a scanner you can select return items manually. However, how you do this depends on the POS settings. Depending on the POS settings, when you open the order, either all order items are already selected for return or no items are selected. This means that the return shopping cart is either full or empty when the order opens:

When you open a main order to book a return, either all or no order items are selected for return. This depends on the option Return with main order: Manually select order items for return.

Booking return items if order items are preselected:

When you open an order in the Return menu, all order items of the order are selected for return. Proceed as described below to remove those order items from the return that the customer does not want to return.

Are the return items preselected?

How a return order is presented depends on the POS settings. You can tell that the return items are preselected by the small recycling bin shown to the right of the order item. This recycling bin means that the return cart is full. You need to remove those items that the customer does not want to return.

Book return items if all order items are preselected:

  1. Open the POS menu. Tap on Return.
    → The Returns view is displayed.

  2. Tap Search order.
    → The order search opens.

  3. In the External order number field, enter the receipt number.

  4. Tap Search.
    → The order data is displayed.
    → All order items are selected for return.
    Tipp: If the customer wants to return all order items of the order, just tap Create return straight away.

  5. Remove those items from the return that the customer does not want to return.

    1. To remove the complete quantity of an order item from the return:

      1. Tap the recycle bin next to the order item.

    2. To remove a subset of an order item from the return:

      1. Tap the order item.
        → Additional options are displayed.

      2. Tap Change quantity.
        → The Change quantity window opens.

      3. Enter the quantity for the item that is being returned.
        → The quantity of the order item is updated.
        → By default, the Default repair storage location of the POS is selected.

  6. Optional: Select a different target storage location for the item (version 1.8.2 and higher):

    1. Tap the item.

    2. Select the option Change target storage location from the drop-down list.
      → The available storage locations are shown in the following order:

      1. Storage location from order = The storage location of the item at the time it was sold.

      2. Default repair storage location = The Default repair storage location selected in the Basic settings tab of the POS.

      3. Suggested storage locations = The storage location suggestions of the warehouses linked to the variation.

      4. Used storage locations = The storage locations in which the variation is stored already.

    3. Tap a target storage location.
      → The storage location is changed.
      Tip: Tap on the menu to the top right and then on the Change target storage locations option to change the target storage locations of all returned items at once.

  7. If necessary, change the quantity and the storage locations of other order items.

  8. Optional: Add a note to the return.

  9. On the original receipt, cross out the items the customer is returning.

  10. Tap Complete and pay out cash or (optional, version 1.8.3 and higher) Complete and create gift card.

  11. If the main order contains shipping costs, select if these shipping costs are to be refunded.
    → A return in created in the plentymarkets back end and linked to the main order.
    → A credit note is created in the plentymarkets back end and linked to the return.
    → If you opted for a gift card, a new order for the amount of the gift card is created.

  12. Pay out the refund amount in cash or give out the gift card.

Booking return items if order items are not preselected:

When you open an order in the Return menu, no order items of the order are selected for return. Proceed as described below to add those order items to the return that the customer wants to return.

Are the return items preselected?

How a return order is presented depends on the POS settings. You can tell that the return items are not preselected by the fact that the order items are greyed out and a small green plus is shown to the right of the order item. This green plus means that the return cart is empty. You need to add those items that the customer wants to return.

Book return items if no order items are preselected:

  1. Open the POS menu. Tap on Return.
    → The Returns view is displayed.

  2. Tap Search order.
    → The order search opens.

  3. In the External order number field, enter the receipt number.

  4. Tap Search.
    → The order data is displayed.
    → No order items are selected for return.

  5. Add those items to the return that the customer wants to return.

    1. To add the complete quantity of an order item to the return:

      1. Tap the green plus icon next to the order item.
        → The full quantity is added to the return.
        → By default, the Default repair storage location of the POS is selected.

    2. To add a subset of an order item to the return:

      1. Tap the green plus icon next to the order item.
        → The full quantity is added to the return.

      2. Tap the order item.
        → Additional options are displayed.

      3. Tap Change quantity.
        → The Change quantity window opens.

      4. Enter the quantity for the item that is being returned.
        → The quantity of the order item is updated.
        → By default, the Default repair storage location of the POS is selected.

  6. Optional: Select a different target storage location for the item (version 1.8.2 and higher):

    1. Tap the item.

    2. Select the option Change target storage location from the drop-down list.
      → The available storage locations are shown in the following order:

      1. Storage location from order = The storage location of the item at the time it was sold.

      2. Default repair storage location = The Default repair storage location selected in the Basic settings tab of the POS.

      3. Suggested storage locations = The storage location suggestions of the warehouses linked to the variation.

      4. Used storage locations = The storage locations in which the variation is stored already.

    3. Tap a target storage location.
      → The storage location is changed.
      Tip: Tap on the menu to the top right and then on the Change target storage locations option to change the target storage locations of all returned items at once.

  7. Optional: Add a note to the return.

  8. On the original receipt, cross out the items the customer is returning.

  9. Tap Complete and pay out cash or (optional, version 1.8.3 and higher) Complete and create gift card.

  10. If the main order contains shipping costs, select if these shipping costs are to be refunded.
    → A return in created in the plentymarkets back end and linked to the main order.
    → A credit note is created in the plentymarkets back end and linked to the return.
    → If you opted for a gift card, a new order for the amount of the gift card is created.

  11. Pay out the refund amount in cash or give out the gift card.

6.1.3. Changing the price of return items

If you do not want to pay out the full amount that the customer paid, e.g. because an item is damaged, you can change the price of an order item.

  1. In the return, tap the order item.
    → Additional options are displayed.

  2. Tap Change single price to change the single price of the order item or Change total price to change the total price of the order item.
    → The price of the order item is updated.

  3. Finish processing the return as usual.

6.1.4. Return information for POS invoice orders

If customers can buy items on account, customers may want to return items that are part of a partially paid invoice order. In such cases, plentymarkets POS automatically calculates the amount to be paid out to customers. Table 4 shows the calculations that plentymarkets POS performs in the background so that you can explain it to customers if necessary.

Table 4. POS invoice returns
Invoice status Partial return Full return

Not paid

The customer does not receive any money.
A credit note for the returned items is created in the background.
Tipp: The invoice amount the customer still needs to pay is shown on the credit note receipt.

Customer does not receive any money.
A credit note for the full invoice amount is created in the background.

Partially paid

The POS calculates any refund to the customer automatically. The formula is: Unpaid invoice amount minus the price of the returned items.

If the invoice only has been partially paid, the following cases can occur:

  • Returned items cost less than the unpaid invoice amount = The customer does not receive any money.
    The unpaid invoice amount is adjusted (Unpaid invoice amount minus price of the returned items).
    A credit note is created for the price of the returned items.

  • Returned items cost the same as the unpaid invoice amount = The customer does not receive any money.
    A credit note is created for the price of the returned items.

  • Returned items cost more than the unpaid invoice amount = The customer receives the balance of the unpaid invoice amount minus the price of the returned items.

A credit note for the returned items is created in the background. Note that the credit note amount and the refunded amount are not always the same. If the refunded amount does not match the credit note amount, the refunded amount is shown on the credit note receipt.

The customers receives the amount they have already paid.
The credit note amount is equal to the full invoice amount.

6.2. Booking a return without linking it to the main order

If you do not know the original main order for which the customer wants to return items or cannot open the order, plentymarkets POS also allows you to create a return without linking it to a main order. This means that there is no connection between the original order and the return. Proceed as described below to book a return without linking it to the main order.

Booking a return without linking it to the main order:

  1. Open the POS menu. Tap on Return.
    → The Returns view is displayed.

  2. Add the items to be returned by scanning them or using the item search.
    Note: Items with best before dates, batches or both are not found.
    → By default, the Default repair storage location of the POS is selected.

  3. Optional: Select a different target storage location for the item (version 1.8.2 and higher):

    1. Tap the item.

    2. Select the option Change target storage location from the drop-down list.
      → The available storage locations are shown in the following order:

      1. Storage location from order = The storage location of the item at the time it was sold.

      2. Default repair storage location = The Default repair storage location selected in the Basic settings tab of the POS.

      3. Suggested storage locations = The storage location suggestions of the warehouses linked to the variation.

      4. Used storage locations = The storage locations in which the variation is stored already.

    3. Tap a target storage location.
      → The storage location is changed.
      Tip: Tap on the menu to the top right and then on the Change target storage locations option to change the target storage locations of all returned items at once.

  4. Optional: Change the price of the item.

  5. Optional: Add a note to the return.

  6. After you have added all returned items, tap the green arrow at the bottom of the POS shopping cart.
    → the total amount of the return is shown.

  7. Tap Complete and pay out cash or (optional, version 1.8.3 and higher) Complete and create gift card.
    → A return without main order is created in the plentymarkets back end.
    → A credit note without a main order is created in the plentymarkets back end.
    → If you opted for a gift card, a new order for the amount of the gift card is created.

  8. Pay out the refund amount in cash or give out the gift card.

7. Booking deposits and withdrawals

Any transfer of cash into or out of the POS that are not the result of orders also need to be booked and documented. Putting cash into the POS, e.g. to make sure you have sufficient change on hand, is called a deposit. If you take cash out of the POS, this is called a withdrawal. For example, you might take cash from the POS to pay the cash into a bank account. Proceed as described below to book deposits or withdrawals.

7.1. Booking a cash deposit

Proceed as described below to book a deposit.

Booking a cash deposit:

  1. In the menu bar, tap the menu symbol.

  2. Tap POS.
    → The POS menu is displayed.

  3. Tap Deposits and withdrawals.
    → The Deposit / withdrawal menu is displayed.

  4. Select a Reason for the deposit event from the drop-down list.

  5. Optional: Enter additional information on the deposit in the Details field.

  6. Enter the amount that is deposited in the POS.

  7. Tap Deposit to save the deposit.
    → The current cash on hand is updated.
    → A receipt for the deposit is printed.
    → The receipt is imported to plentymarkets and saved in the Orders » Document archive menu.

7.2. Booking a cash withdrawal

Proceed as described below to book a withdrawal.

Booking a cash withdrawal:

  1. In the menu bar, tap the menu symbol.

  2. Tap POS.
    → The POS menu is displayed.

  3. Tap Deposits and withdrawals.
    → The Deposit / withdrawal menu is displayed.

  4. Select a Reason for the withdrawal event from the drop-down list.

  5. Optional: Enter additional information on the withdrawal in the Details field.

  6. Enter the amount that is withdrawn from the POS.

  7. Tap Withdrawal to save the withdrawal.
    → The current cash on hand is updated.
    → A receipt for the withdrawal is printed.
    → The receipt is imported to plentymarkets and saved in the Orders » Document archive menu.

8. Printing an item label

If you work with plentyBase and label printers, you can also print item labels in the item search of the plentymarkets app. Find out how to print labels in the Printing a label in the item search of the plentymarkets app chapter.

9. Creating reports

You can create X reports and Z reports in plentymarkets POS.

9.1. Creating an x report

Use X reports to gain insights into the revenue generated for this POS since the last Z report during the day. You can create any number of X reports. X reports are not imported to plentymarkets. As such, the creation of X reports is not documented permanently.

X reports contain the following information:

  • Cash on hand: Initial cash on hand, withdrawals, deposits, expected cash on hand

  • Revenue: since last Z report (sum) and since creation of POS (grand total)

  • VAT report: VAT rate, VAT amount and net revenue

  • Payment methods: Revenue by payment method

  • Returned items: Quantity and total

  • Cancellations: Quantity and total

  • Discounted items: Quantity and total

  • Gift cards: Quantity and total for sold gift cards

  • User: Revenue, cancellations and returns by user

Creating an x report:

  1. In the menu bar, tap the menu symbol.

  2. Tap POS.
    → The POS menu is displayed.

  3. Tap X report.
    Note: If the option is greyed out, you need additional rights to create X reports.
    → The X report is printed.

9.2. Creating a Z report

A Z report documents the revenue accrued since the last Z report. By generating a Z report, the daily revenue is reset to 0. Z reports are assigned a sequential number and saved in plentymarkets. Depending on local law, the saving of Z reports may be required for fiscal purposes.

Z reports contain the following information:

  • Cash on hand: Withdrawals, deposits, expected cash on hand, actual cash on hand

  • Revenue: since last Z report (sum) and since creation of POS (grand total)

  • VAT report: VAT rate, VAT amount and net revenue

  • Payment methods: Revenue by payment method

  • Returned items: Quantity and total

  • Cancellations: Quantity and total

  • Discounted items: Quantity and total

  • Sold gift cards: Quantity and total

  • User: Revenue, cancellations and returns by user

Creating a Z report:

  1. In the menu bar, tap the menu symbol.

  2. Tap POS.
    → The POS menu is displayed.

  3. Tap Z report.
    → The expected amount of cash on hand is displayed.

  4. Count the actual cash on hand and enter this amount.

  5. Tap Create Z report.
    Note: If the option is greyed out, you need additional rights to create Z reports.
    → The Z report is imported to plentymarkets and saved in the Orders » Document archive menu.
    → The Z report is printed.
    → The daily revenue is reset to 0.
    → For POS located in Austria, a zero receipt is created and saved in the cash journal.

Z report for card payments

For some card terminals linked to plentymarkets POS, you can create a z report for the card terminal revenue at the same time as you create the plentymarkets POS z report on some card terminals linked to plentymarkets POS. Answer Yes to the question Also create z report for terminal? to send the card revenue to the payment provider and reset it to 0.

9.3. Creating a till count report

A till count documents the cash on hand of a till, i.e. the amount of cash in coins and notes, at a specific point in time. For till counts, the cash on hand present in the till is physically counted. The result of this count is documented in a count log. Currently, you can enter Euro, Swiss Franc and Pound Sterling denominations.

9.3.1. Saving a till count result

When you carry out a till count and save the result in plentymarkets POS, you can enter either the quantity of each coin and note denominations or enter the total result of the till count. Document the result of a till count as described below.

Saving a till count result:

  1. Log into the plentymarkets App.

  2. In the menu bar, tap the menu symbol.

  3. Tap POS.
    → The POS menu is displayed.

  4. Tap Till count.
    → The Till count menu is displayed. The lowest coin denomination is preselected.

  5. Use the numpad to enter the number of coins you counted for this denomination.

  6. Tap the green return arrow to jump to the next denomination.

  7. Repeat this process until you have entered the quantity of all coins and notes.
    Or: To enter the total amount counted instead of the quantity per denomination, tap the Overwrite field and enter the total amount you counted.

  8. Tap Save till count.
    → A till count report is created and saved in the Orders » Document archive menu.

  9. Optional: Tab Print till count report to print the report.

  10. If the actual cash on hand differs from the expected cash on hand, proceed as described below to book the difference.

9.3.2. Booking till count discrepancies

If after the count the actual cash on hand differs from the expected cash on hand, you either need to balance the discrepancy or book the difference. When you book the difference, the actual cash on hand is saved as the new expected cash on hand. At the same time, either a deposit or a withdrawal is saved depending on whether the difference is positive or negative:

  • If the actual cash on hand is larger than the expected cash on hand, a deposit is booked.

  • If less cash than expected is in the till, a withdrawal is booked.

When you book a till count discrepancy, the reason Till count discrepancy is saved automatically for this booking.

Booking a till count discrepancy:

  1. After saving the till count, tap Book difference to save the actual cash on hand as the new expected cash on hand.
    → A deposit or withdrawal is created for the discrepancy with the reason Till count discrepancy and saved in the Orders » Document archive » POS receipt menu.
    → The actual cash on hand is saved as the new expected cash on hand.

10. Additional information for Austria

By law, Austrian POS need to be equipped with a signature unit. These legal requirements mean that you need to use a POS slightly differently if you are based in Austria. These differences are described below.

10.1. Creating a Z2 receipt (Austria)

A Z2 receipt is a monthly signed control receipt with an amount of zero (0.00 Euro). The RKSV requires you to create a Z2 receipt at the end of each month. The Z2 report for the month of December also serves as an end of year report.

Creating a Z2 receipt (Austria):

  1. Log into the plentymarkets App.

  2. In the menu bar, tap the menu symbol.

  3. Tap POS.
    → The POS menu is displayed.

  4. Tap Z2 receipt (AT).
    → The Z2 receipt is printed.
    → The Z2 receipt is imported to plentymarkets and saved in the Orders » Document archive menu.

10.2. Selling items with a faulty signature unit (Austria only)

The RKSV stipulates what you need to do if the POS’s signature unit fails temporarily or permanently.

  • Document the time the unit stops working.

  • If possible, move on to a POS with a functional signature unit.

  • If no other POS is available, you can use the POS with the defect signature unit. All receipts are marked Sicherheitseinrichtung ausgefallen (Security unit failed).

  • Once the signature unit is functional again, a collective receipt is created and printed in plentymarkets POS automatically.

These steps are recommendations that can help you adhere to the RKSV. Check with your supervisor how to proceed if the signature unit fails.

10.3. Creating a Kontrollbeleg (control receipt) for tax authorities (Austria only)

In the case of a POS inspection by Austrian tax authorities, you need to be able to generate a zero amount control receipt (Kontrollbeleg) on the spot. This control receipt allows tax inspectors to validate the signature on the POS receipts on site in your store using a special app. You do not need any additional user rights to create a control receipt.

Creating a Kontrollbeleg (control receipt) on demand:

  1. Log into the plentymarkets App.

  2. In the menu bar, tap the menu symbol.

  3. Tap POS.
    → The POS menu is displayed.

  4. Tap Control receipt.
    → Der control receipt is printed.
    → The control receipt is imported to plentymarkets and saved in the Orders » Document archive menu.
    Note: The investigators can keep the control receipt as evidence.

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