Setting up and Using the Firefly Point of Sale

Point of Sale Set Up Guide, Using the Point of Sale (POS) and other helpful information around the Firefly point of sale feature.

 

Quick Links

Setting up the Point of Sale

• Adding POS Item Categories
• Adding POS Vendors
• Adding POS Items

Using the Point of Sale Register

• Navigating the POS Register
• Complete a Transaction (initiate sale to taking payment)
• Refund or Return POS 
• Cancel a Pending Transaction

Other Helpful Point of Sale Information

• Point of Sale Status Descriptions
• Customize POS Receipt Width

Managing Point of Sale Items

• Edit Stock on Hand
• Disable Point of Sale Item
• Restore Deleted Point of Sale Items

Setting Up the Point of Sale

Adding Categories to the Point of Sale

We recommend using POS Item Categories because this helps navigating the POS Register later on. It is also helpful information to have around reporting what your customers consume. 

To create a category: 

1. Click Settings on the left menu
2. Click POS Item Categories
3. Click New Category
4. Type in a Name and Description
5. Click Save

Adding POS Vendors

Keeping track of the point of sale vendors is also helpful information for your park to track.

To add Point of Sale Vendors: 

1. Click Settings on the left menu

2. Click POS Item Vendors

3. Click New Vendor

4. Type in the Vendor Name

5. Click Save

Adding Point of Sale Items 

POS Items can be added at any time. You can watch this video to learn the steps, or continue reading below. 

Here are the steps to do so: 

1. Click Point of Sale on the left menu
2. Click POS Items
3. Click New Item
4. Complete the information needed to click save. Any field with an * means that it is required, others are optional. These can also be changed at a later date.
    
   1. UPC - If your park does not use codes, this can be the unique name of the item
   2. Alternative UPC (two fields)
   3. Description
   4. Category
   5. Vendor
   6. Price
   7. Cost 
   8. QTY Available
5. Choose the additional options you wish to apply to the item: 
   1. Taxes
   2. Track or not track the quantity
   3. Determine that the quantity must be a whole number
   4. Add the item to your POS Register favorites, for quick access to frequently used items
   
6. Click Save

 

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Using the Point of Sale

To get to the POS Register, click on the Point of Sale option on the left menu, then click POS Register. 

Navigating to the POS Register

1. 1. Favorites - The Favorites bar is the fastest way to add items to a transaction. Any POS Item can be tagged as a favorite under the specific item settings
   2. This is where you can ring up items. There are two methods using the UPC:

      1. UPC scanner- If your items were set up with a UPC scanner, you can ring up the item by clicking in POS item search bar, scan the item, select enter to add item to transaction

      2. Type UPC- If you know the exact UPC of an item, you can simply type the UPC into the POS item search bar and select enter to add item to transaction.
   3. This is where you can find all of the items in a transaction, as well as the sub total and total. 
   4. Any payments that have already been made for this transaction will show listed here
   5. By clicking "Add Payment" you can add a payment. Multiple payment method options may be provided depending on your parks set up
   6. When clicking "other options" you will see an option to charge to a reservation, or to a guest
   7. This is where you can find your receipt printer settings

Complete a Transaction (initiate sale to taking payment)

1. Start with a Blank Transaction

   Navigate to the POS Register by clicking POINT OF SALE > POS Register on your main menu.

   

2. Ring Up Items

   There are four ways to add items to a POS transaction:

   UPC scanner - If your items were set up with a UPC scanner, you can ring up the item by clicking in POS item search bar, scan the item, select enter to add item to transaction.

   Type in UPC - If you know the exact UPC of an item, you can simply type the UPC into the POS item search bar and select enter to add item to transaction.

   Item search - You can search an item by name or category by clicking on the search glass to the far right of the POS item search bar.

   POS Favorites - Adding a POS item to your Favorites list is a quick and easy way to ring up frequently used items. In the item's setup under POS Items, enable and save the option for POS Register Favorites. When in the POS Register, simply click on an item in the Favorites list to add it to the transaction. 

   

3. Edit Items as Needed 

   Simply click an item in the transaction to open it's details. Update the price or change the quantity then click the green checkmark to save. Remove an item by clicking the trashcan.

   

    

4. Complete Transaction

   When all the items are added and you are ready to take payment, you have a couple of different options.

   There are three ways to complete the POS transaction:

   Add Payment: The add payment option should be used to collect payment upfront and complete the transaction.

   Charge to Reservation: The Charge to reservation option can be used if the purchaser is a guest with an active reservation in the park and would like to have the transaction charged to their reservation. To read more about this type of transaction and how to manage it, click on the blue hyperlinked feature name to be redirected. For a quick reference, the screenshot below shows what you will see in the POS Register.

   Charge to guest: The Charge to guest (no reservation) option can be used if the purchaser does not have a reservation with you but would like to have an item charged to their guest profile instead. To read more about this type of transaction and how to manage it, click on the blue hyperlinked feature name to be redirected. The screenshot below is an example of what you will see in the POS Register.

   

5. Print a Receipt and Start a New Transaction

   Once the transaction is complete, you will see the buttons to print a receipt and start a new POS transaction.

   

 

Refund or Return a Point of Sale Transaction

You can return and refund a point of sale transaction. 

To return an item: 

1. Go to the Transaction
2. Click on the item to open the details
3. Click on the reverse arrow 
   

To refund the item

1. Click the three dots next to the payment
2. Click refund 
   
   
   

Cancel a Pending Transaction

You may delete a pending transaction by cancelling it. To access a transaction, go to Point of Sale > POS Transactions > click on a transaction to open it > click Cancel Transaction (as shown below).

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Other Helpful Point of Sale Information

Point of Sale Status Descriptions 

1. Pending

   The pending status identifies a transaction that has POS items added but has not been paid or has only been paid partially.

   

2. Refund Pending

   The refund pending status identifies a transaction that has been paid in full and has an item that has been reversed on the ticket, so the purchaser is due a refund for the item that has been reversed.

   

3. Complete

   The complete status identifies a transaction that has been paid for in full.

   

4. Complete/Unpaid- Linked to a Reservation

   The complete unpaid status with an image of an RV identifies a transaction that has been linked to a reservation but has not been paid in full.

   

5. Complete/Paid- Linked to a reservation

   The complete paid status with an image of an RV identifies a transaction that has been linked to a reservation and has been paid in full.

   

6. Complete/Unpaid- Linked to a Guest Profile

   The complete unpaid status with an image of a person identifies a transaction that has been linked to the profile of a guest but has not been paid in full.

   

7. Complete/Paid- Linked to a Guest Profile

   The complete paid status with an image of a person identifies a transaction that has been linked to the profile of a guest and has been paid in full.

   

Customize POS Receipt Width

The default receipt width is 3 inches, which will fit most standard receipt printers. To customize the receipt width, on any transaction you can click on "Printer Settings" and update the information you wish to change:

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Managing Point of Sale Items

Edit Point of Sale Item Stock on Hand

Go to Point of Sale > POS Items > open the item > enter the accurate quantity > Save.

Disable Point of Sale Items

If you have an item that you no longer wish to use, you can disable (delete) this item. To delete an item, follow the steps below: 

1. Click Point of Sale on the left menu
2. Click POS Items
3. Click on the item you wish to disable 
4. Click "Delete" in the bottom left corner
   
5. Click "Delete the item" to confirm 

Restore Deleted Point of Sale Item

To reuse an item that was previously deleted you can restore any POS item. 

1. Click Point of Sale
2. Click POS Items
3. Check the box next to "Include disabled items" at the top of the screen to include all disabled items 
4. Click on the disabled item you wish to restore
5. Click the Restore button in the bottom right