Counter Staff Procedures¶
Procedures for whoever runs the till: selling, checking repairs in, handing bikes back and handling returns.
Who can use this¶
The owner, or staff the owner has allowed to:
| Task | Access needed |
|---|---|
| Sell | Sell at the till (and change prices, if you need to discount lines) |
| Create or edit customers and bikes | Manage customers and bikes |
| Check in repairs | Manage the workshop |
| Refund | Give refunds |
| Issue gift cards | Sell at the till |
Sell at the counter¶
- POS → Checkout. Search or scan the product, then add it to the sale.
- Add customer. Every sale needs one; search by name, email or phone, or create the customer first in Customers & bikes.
- Apply a Discount or Rewards (voucher or loyalty points, not both) if the customer is entitled to one.
- Select Pay. In Take payment choose the method; for split payment use Add payment method (up to 4).
- Confirm payment. Wait for "Payment finalized and stock posted once.", then Start next sale.
If the customer changes their mind at the payment screen
Use Void unpaid sale in Take payment. Don't just close the dialog; that leaves an unpaid sale behind.
Card terminal
Kadenio records the payment method; it does not talk to the card terminal. Confirm the terminal approved the payment before selecting Confirm payment.
Selling a bicycle from stock: choose the specific frame / serial unit when adding it. That unit is then marked sold and can't be sold twice.
Check a bicycle in for repair¶
- Workshop → New repair ticket.
- Choose (or create) the customer and their bicycle.
- Describe the Issue; record Condition notes (scratches, missing parts) and Check-in notes (keys, accessories left).
- Optionally set an Agreed pickup date.
- Create ticket. There is no receipt at check-in: the customer is emailed once they approve the work, and you can then print the repair receipt from the ticket.
Hand a repaired bike back¶
- Open the ticket (status Ready for pickup) and select Open POS.
- The repair lines and customer are loaded. Add any extra items, then Pay and Confirm payment.
- Select Print receipt if the customer wants a paper copy. The payment receipt is also emailed to them automatically.
- Back on the ticket, check it shows Paid in POS, then Mark picked up → Confirm status.
Warning
Kadenio does not stop you marking an unpaid ticket as collected. Always check Paid in POS first.
Refund a sale¶
- POS → Sales history, find the sale by receipt number, product or date.
- Open it, enter a Refund reason (required), and select Refund full sale.
- Stock, gift-card balances and loyalty points are reversed automatically.
Only full refunds are possible. For a partial return, refund the full sale and ring up the items the customer keeps as a new sale, or follow the owner's instructions.
Sell a gift card¶
Gift cards are issued from Rewards → Gift cards → Issue gift card after you've taken payment. See Recipes → Sell a gift card. Give the customer the full code; it's shown only once.
