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POS checkout

Checkout (sidebar POS) is where you sell products, services and finished repairs. You build the sale, attach the customer, apply any discount, voucher or loyalty points, and record how the customer paid. Stock, loyalty points, gift card balances and voucher use are only updated when the payment is confirmed, never when something is printed.

Who can use this

  • Owner, Manager and Shop Manager can open Checkout. Team Members cannot.
  • The Owner can do everything here. Other staff can create and take payment for sales only if the Owner has allowed them to sell.
  • Changing a product's price or name on a sale line, or giving any manual discount, is limited to the Owner and staff allowed to override prices.

See Roles and permissions.

Before you start

  • The products and services you sell are set up and active in Products & services. See Catalog.
  • Products that track quantity have stock, and each bicycle sold by frame or serial number has been received as a unit. See Inventory.
  • The customer exists in Customers & bikes. Every sale needs a customer. See Customers and bicycles.
  • The payment methods you accept are active in Settings → POS. By default Cash, Card and Gift card are active; your shop can add others, such as bank transfer.
  • To use vouchers or loyalty points, the loyalty program is switched on (Loyalty) and vouchers exist (Rewards). See Loyalty and rewards.

Key concepts

Term Meaning
Current sale The basket on the right of the screen. It is not saved until you select Pay.
Unpaid sale Created when you select Pay. It has a sale number but no effect on stock, points or gift cards yet.
Confirmed payment When you select Confirm payment, the sale becomes Paid, gets an invoice number, and stock, points, gift cards and vouchers are updated once.
Line discount A discount on one line, set with Edit line.
Sale discount A discount on the whole basket, set with Discount. It is spread across the lines.
Split payment Up to 4 payment methods on one sale, for example part gift card and part card.
Repair checkout Opening Checkout from a repair ticket. The ticket's lines and customer are filled in for you.

How to sell

Add products and services

  1. Search in Search products or services (name, SKU, barcode, brand or category), or choose a Product category.
  2. Select a product tile or Add to cart.
    • If the product has several variants, Choose a variant opens. Select the size, colour or variant.
    • If it is a bicycle tracked by frame or serial number, Choose a bicycle unit opens. Search with Search frame or serial number and select the exact bike.
  3. Selecting the same product again adds 1 to the quantity. A bicycle unit is always quantity 1.
  4. Use Increase quantity and Decrease quantity on the line, or Line actions → Remove line.

Barcode scanner

Click in the search field and scan. The product is found, but not added automatically. Select the tile to add it.

Each tile shows the price and stock: Available: 3, No stock available, Choose an available unit (bicycles) or Service.

Attach the customer

  1. In the Customer section, select Add customer.
  2. Search with Search customers (name, email or phone) and select the customer.
  3. Use Change customer to swap, or Remove customer to detach.

If the customer is new, create them first in Customers and bicycles.

Add a sale note (optional)

  1. Select Add note and type in Sale note (up to 255 characters).
  2. The note is saved on the sale. Use Clear sale note to remove it.

Correct a line

  1. Open Line actions → Edit line. The window Correct line information opens.
  2. Change Line description, Price, Quantity, Discount type or Value. The window shows the new Subtotal, Discount, Tax and Total.
  3. Select Save line.

Give a discount on the whole sale

  1. Select Discount.
  2. In Apply discount, choose a Discount type:
    • Percentage: a percentage of the basket (0 to 100).
    • Amount is deducted: a fixed amount off, for example kr 50.00.
    • Total price: the price before tax that the basket should end up at.
  3. Enter the Value. Check Discount and New subtotal.
  4. Select Apply discount. The Discount button now shows the value, for example 10%.

Use a voucher or loyalty points

This is available when the loyalty program is on and a customer is attached.

  1. Select Rewards.
  2. Either enter a Voucher code and select Apply voucher, or enter Points to redeem (the customer's Available points are shown) and select Apply points.
  3. The sale shows Voucher applied or Points applied. Use Clear rewards to undo.

Take payment

  1. Select Pay (the button shows the total). The sale is saved as unpaid and Take payment opens with the Amount due.
  2. Payment 1 is filled in with the full amount. Choose the Payment method.
  3. To split the payment, select Add payment method (up to 4) and set each Payment amount. Remove a row with Remove payment.
  4. For a Gift card: enter the Gift card code (format XXXX-XXXX-XXXX) and select Check balance. The window shows "Available balance: …" and limits the gift card amount to what the card can cover. If the card does not cover everything, add another method for the rest.
  5. Check the summary: Payments entered and Ready to finalize, or Remaining / Over by.
  6. Select Confirm payment. You see "Payment finalized and stock posted once." and Payment complete with the sale and invoice numbers.
  7. To give the customer a paper receipt, select Print receipt. When the customer has an email address, the panel also shows "The receipt is emailed to …".
  8. Select Start next sale.

Print receipt appears in the Payment complete panel straight after payment. It opens the browser's print window, so you can print the receipt or save it as a PDF.

The receipt shows your shop name, address, phone, email, website and VAT number, the invoice number, the date, the customer, each item with quantity and price, Subtotal, any Discount, Tax, Total paid and how it was paid, and the footer from Settings → Print. The layout follows Receipt format in Settings → Print (Browser / A4 or 80 mm thermal).

Tip

If nothing opens, your browser blocked the print window. Allow pop-ups for Kadenio and select Print receipt again.

Cancel a sale before payment

  1. In Take payment, select Void unpaid sale.
  2. The unpaid sale is cancelled and recorded as Voided. The basket stays on screen so you can change it and select Pay again.

Check out a repair ticket

  1. On the repair ticket, select Open POS. See Workshop.
  2. Checkout shows Repair ticket selected with the ticket number and issue. The ticket lines are added as From repair ticket, and the ticket's customer is attached.
  3. Add any extra products, then take payment as usual.
  4. Repair lines cannot be changed or removed here. To take the ticket out of the sale, select Remove repair ticket.

If the ticket is already paid, you see Payment already recorded and no second payment can be taken.

Rules to know

  • A customer is required. Without one, Pay is not available and you see "Attach a customer before creating or paying this sale."
  • Payments must match the total exactly. You see "Enter … more to match the total." or "Payment amounts cannot exceed the sale total." Each amount must be greater than zero.
  • Only active payment methods from Settings → POS are offered.
  • Gift cards: check the balance before confirming ("Check the gift card balance before confirming payment."). Expired, blocked or unknown cards are refused. Only one gift card per sale.
  • Discounts: a percentage must be between 0 and 100, and a discount cannot be larger than the line or basket.
  • Vouchers and points: use either a voucher or points on one sale, not both. A voucher cannot be combined with a manual discount ("Clear the manual discount before applying a voucher."). While a voucher is applied, Discount is unavailable. Gift cards can still be used as payment.
  • Stock: with Block out-of-stock sales switched on in Settings → POS (on by default), you cannot add more than is in stock, and products with no stock cannot be selected. At payment, a product without enough stock is refused ("Payment could not be finalized. Check stock and total.").
  • Bicycle units: the selected bike must still be available when you confirm payment.
  • Repair tickets: a ticket can only be paid once in POS.

VAT at checkout

Checkout adds VAT on top of each product's price, using the product's tax rate. Repair lines from a ticket are charged at the ticket price with no VAT added. Agree your pricing and VAT treatment with your accountant.

What happens next

When you select Confirm payment:

  • Stock goes down for each product sold. A bicycle unit is marked Sold. Services and repair lines do not change stock (parts were taken from stock when they were added to the ticket).
  • Gift card balances are reduced by the amount paid with them.
  • Voucher use is recorded.
  • Loyalty points used on the sale are deducted, and the customer earns points on the qualifying amount. The part paid by gift card does not earn points.
  • Payment receipt: if the customer has an email address, Kadenio emails them the payment receipt, with the same content as the printed one. This is on by default and can be switched off with POS receipt email in Settings → Email. No consent is needed: it is a receipt for their own purchase.
  • Gift card and voucher emails: if the customer has an email address, they also receive a confirmation when a gift card or voucher was used (if Gift card and voucher confirmations is on in Settings → Email).
  • The sale appears in Sales history and in End of day.

Voiding an unpaid sale changes nothing except the sale's status.

Not available in this version

  • Printing a receipt again later from Sales history. Print it straight after payment, or save it as a PDF.
  • Parked or saved sales. The basket is lost if you leave the page before selecting Pay.
  • Cash drawer, opening float and cash counting.
  • Partial payments and deposits.
  • Card terminal integration. Kadenio records how the customer paid; the card terminal works separately.
  • Partial refunds and exchanges. See Sales history and refunds.

Common questions / problems

Symptom Cause What to do
Pay is not available No lines, no customer, or a repair ticket is still loading Add a product and a customer; wait for the ticket to load.
Pay stays unavailable after you closed Take payment The unpaid sale is still open Reload the page. The unfinished sale stays in Sales history as Unpaid.
"Sale could not be created." Missing customer, a price change or discount you are not allowed to give, a discount that is too large, or the ticket is already paid Check the sale; ask the Owner to give the discount.
"Payment could not be finalized. Check stock and total." Not enough stock, bike no longer available, gift card problem, or totals do not match Receive stock or choose another bike; check the gift card again; make sure the summary says Ready to finalize.
A product tile is greyed out No stock and Block out-of-stock sales is on Receive stock in Inventory.
"No available units. Receive this bicycle into inventory first." No bike of this model is in stock Receive the bike in Inventory.
"The gift card could not be verified." Wrong, expired or blocked code Check the code; look up the card in Rewards.
"This reward could not be applied to the current customer and basket." Voucher expired or used up, minimum spend not met, not enough points, or no eligible products Check the voucher in Rewards and the customer's points.
Rewards button is missing Loyalty program is off, or no customer attached Attach a customer; ask the Owner to switch on loyalty.
Customer not found in the picker In shops with many customers, the picker searches only the first 100 customers (in the order set under Settings → Customers) Check the customer exists in Customers & bikes; ask the Owner about the sort order.
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