Support Center

About the terminal screen

Abstract

The terminal screen is primarily used for selling items, taking payments and managing customer accounts. The terminal screen offers a limited set of reporting functionality. The terminal screen is the only screen which can be accessed with a five (5) digit PIN instead of an email address and password, and is the only screen which uses two (2) levels of access rights.

Quetzal Philosophy

In a retail store, most of the time the clerks will be in the terminal and making sales. We designed Quetzal to make taking sales as easy and streamlined as possible. Reporting information is available at your finger tips helping keep you on track, and a PIN pad lets you switch clerks on the fly. Quetzal supports multiple transactions simultaneously, so you can easily put a transaction aside and help someone else at any time, when you press the new transaction button your current transaction animates back and whooshes down to indicate that it's not lost but is safely stowed in the active sales tab below. When you're making sales is when you want to interact with your customers, so instead of putting customer accounts over in a management screen, we built customer account management directly into the terminal screen.

What does the main terminal tab provide?

The terminal tab is the place where sales are made. The terminal is made up of two primary parts, the item ledger is the tall scrollable list on the left. This shows you a list of all the items that are part of this sale, including returns, discounts, prices, quantities and color and size. The ledger scrolls when there are more than eight (8) items. The item ledger doubles as a selection tool which will be described in more detail below.

The right hand side of the terminal consists of a series of sections which can be navigated through via the row of icons along the top. Each icon will change the contents of the right side of the terminal. The icons from left to right represent: transaction details, item details, item search, discounts, and customer accounts.

On an iPad, there are two options for scanning. The built in camera can be used to scan barcodes and QR Codes, with no additional hardware required. Press the eye icon at the top right of the item ledger to bring up the camera scanning overlay. The overlay helps you to position the barcode in view of the camera, and a ring around the overlay blinks to confirm that it has recognized and scanned a code.

Quetzal also supports the OPN3002 bluetooth hand scanner. This is a fantastic scanner which can be used to rapidly scan multiple barcodes from various angles and distances. The device must be paired to the iPad as a bluetooth device from the iPad's settings app. And the scanner has a battery which must be kept charged up. It comes with a USB charging cable, which can be plugged into any USB charger.

The camera barcode scanner works most optimally under bright light.

Transaction details and payments panel

The transaction details panel summarizes the sale, it lists the customer associated with this sale, the clerk who is pinned in, the total of the ledger items, the tax totals, any payments made and balance owing. The transaction details panel also shows the thermometer which gives you a gauge of how you are doing today relative to your best historical day. This panel also provides controls for starting a new transaction, deleting this transaction, finalizing this transaction or adding payments to this transaction. If you start a new transaction, this transaction will be animated away with a whoosh and can be retrieved by selecting it from the sales tab which will be described in more detail below.

A partial transaction which you do not intend to finalize can be deleted by pressing the delete button and then confirming that you really want to delete it. A transaction which already has payments applied cannot be deleted, because the stored transaction is the only record of the payment details, including payments which have been voided.

To apply payments to the transaction you press anywhere on the entire block for payments and balance owing. The transaction details are slid to the left exposing the payments keypad and list of all payments applied to the current transaction.

The screen above the keypad defaults to showing the exact balance as a convenience for making non-cash payments, no value needs to be typed in. However, payments can be arbitrarily split across as many tenders as desired, and a new amount can be entered on the keypad if desired. The amount can exceed this balance, which will result in the store owing change, or cashback if the payment is made to a credit or debit card. It is up to the policy of the store whether to allow cashback, Quetzal does not restrict the ability to provide it. Below the list of payments the current balance is reiterated so that as you begin to type in a new value, the balance owing continues to be available for reference.

Once a payment amount has been entered on the keypad, press one of the available payment method buttons. Cash, credit and debit are most common, but which payment methods are available depends on how you have configured Quetzal in the administration screen.

Paying with cash will result in the payment immediately being added to the list of payments. After each payment is added the new balance is computed on the fly. The keypad is automatically updated with the new balance after each payment. If you have configured Quetzal to have integrated payments and you choose one of the integrated payment buttons, an intermediate payment panel will appear prompting you to take action with the card and connected payment hardware device.

In the case of a card swiping failure, depending on the payment integration configuration, you may be able to enter the card details manually through this payments panel. Other integration options allow you to take manual payments by entering the card information into the payment hardware device itself.

The payments panel in Quetzal indicates your current online or offline status. Not every type of payment integration permits taking payments while you are offline. Your online status is indicated here to help you determine whether you are momentairly offline and unable to take integrated payments. Some payment integrations, however, do provide the ability to accept credit and debit payments regardless of your online status.

When the payments applied meet or exceed the total balance owing, the payments panel will be slid off the right and you will be returned to the transaction details panel ready to finalize the sale. At any time you can manually move back from payments panel to the transaction details panel by using the backwards pointing details button.

While on the payments panel you can press on any payment to see its details. Credit and debit details will only reveal secure information, including the final four (4) digits of the card and the card holder's name and card type. From this panel a payment can be removed by pressing the remove payment button. If you use integrated payments, removing the payment will reverse the payment with the payment gateway.

Removing an integrated payment will try to void that payment with the original gateway that it was process through. There are circumstances under which a payment will not be able to be reversed. If you change your integration credentials in the administration screen, it may become impossible to reverse payments taken with a different gateway. A payment can also only be reversed within a small window of time. Typically 24 to 48 hours after the payment has been made. If you leave a transaction unfinalized with credit or debit payments for more than a day or two, they will fail to be removed if you try. In such a case, in order to give the customer their money back, you can do so by running a refund for the same value.

Item details panel

The item details panel provides information about one particular item on the ledger. You can choose different ledger items by pressing on them and their details will be filled into the item details panel. From the details panel the quantity for sale on the ledger can be changed. On the iPad you can place your finger on the quantity field and slide up or down the screen to quickly adjust the quantity up or down. Pressing the up and down buttons will adjust the quantity one value at a time. And if you want a very specific or very large number, you can press on the number itself and the field will become editable with the keyboard allowing you to input a specific value.

The item details panel allows you to mark the item as a return. Returned items are listed as such in the item ledger and are negatively summed into the total balance of the sale.

The price and cost of the item as well as the scancode, internal code, a graph of recent sales history for this item are presented for your reference. The cost field is concealed from clerks but is displayed when a manager is pinned in.

The available inventory in stock for the selected item can quickly be looked up by pressing the show all stock button. All available inventory for the complete matrix and across all your physical locations is presented. This is very convenient for seeing if you have more of this item in a different color or a different size, or even if you have more of this item at one of your branch locations, and the inventory is kept up to date on the fly.

Item search panel

The item search panel allows you to look up your products by typing in any of a variety of criteria, or by scrolling through the list alphabetically, instead of scanning the product's barcode. The tag picker helps you to narrow the list of items by selecting tags you have previously applied to your items.

Discounts and tax exemptions panel

The discounts and tax exemptions panel allows you to apply a variety of discounts and exemptions to one or more ledger item. When this panel is selected, you will notice that the item ledger is modified slightly to allow for multiple item selection. Pressing on an item will toggle its selected status indicated by a red checkmark.

Begin by selecting the items to which you want to apply the discount or exemption, then enter the discount amount on the keypad. Beside the keypad screen is a discount mode button. Pressing the mode button will toggle through the available discount modes. Discounts can be applied by percentage, by a specific value of currency, or a target currency value. Percentage is the simplest and each item will have its price reduced by the applied percentage. Specific currency values will be distributed and weighted across the selected items according to their price.

Target discounts can only be applied to one item at a time and the mode will not be available if more than one item is selected. With a single item selected, and target mode selected, you enter the price you want the item to be on the keypad, and when applied will compute a specific currency amount necessary to make the item be the desired price. Targeted discounts cannot make the item be priced higher than its original list price.

Discounts can be applied to returned items as well as regular sale items. However, a multiple item discount can only be applied to selections of items of the same kind. For example, you can select three (3) returned items and apply a 15% discount to them all. Or you could select two (2) regular sale items and apply a $10.00 discount to that group of items. But you cannot select a returned item and a sale item at the same time and apply a single discount to them both at once, as this can result in combinations which are ambiguous to calculate.

A note can be supplied for each discount. And more than one discount can be applied to any item, including items being in multiple discounted groups. An item cannot be discounted in such a way as to cause its price to drop below zero. Percentage discounts are not applied on top of other percentage discounts. All percentage discounts which apply to an item are summed together and applied to the price of the item after any specific currency discounts have first been removed. Thus, multiple percentage discounts on a single item added together cannot exceed 100. And currency discounts cannot sum to more than the total price of the item.

A tax exemption can be applied to any item, or items which are multiply selected. The same tax can be exempted from an item more than once with a different note. However, an item being tax exempt from the same tax more than once will not have any effect on the transaction total.

The discounts and tax exemptions which apply to an item can be viewed on the item details panel. Discounts and tax exemptions can be removed from items from the items details panels. A percentage discount will be removed from just one item at a time, even if it was originall applied to multiple items at once. However, if a currency value was applied to more than one item, and you remove the discount from one of those items, the entire discount is removed. If a currency discount has been applied to multiple items, and one of those items is removed from the ledger, the discount will be redistributed across the remaining items.

Customer accounts panel

The terminal screen is the only place in Quetzal where customer accounts are created, updated and associated with sales. A customer account cannot be deleted once it is created.

For a more detailed review of customer accounts and how to use them, see How to manage customer accounts.

What does the sales tab provide?

The sales tab lists and summarizes all current sales transactions on this iPad or computer's browser, and all transactions that have been finalized today on this iPad or computer's browser.

The list of today's sales also indicates which sales have been uploaded. If a sale has not been uploaded it will be indicated with the message, awaiting upload…

If a transaction is not uploaded before the end of the day, it will no longer be displayed on list of today's sales, but is not lost and will be uploaded when you regain internet connectivity. However, it is not recommended to stay offline accruing finalized but not-uploaded transactions for more than a few days, because the information contained within the transactions cannot be integrating into reporting documents or stored safely in Quetzal's cloud system until they are uploaded.

What does the reporting tab provide?

The reporting tab in the terminal screen provides two (2) reports available to any user who has the ability to access the terminal screen, which provide summary information about all activity that has happened today. These reports are available in the report screen with the ability to choose historical dates and offer the ability to export. But these reports are only for today with no exporting. They are a limited version of the versions found in the reports screen.

For more information about all the reporting functionality built into the terminal screen, please read about terminal reports.

What are user awards?

User awards present an interesting way to introduce friendly competition among your staff. Users can gain awards for being top in sales, top in volume (items sold) and for contributing to the best sales day of the store. Multiple users can have these awards and for top in sales and top in volume, the overall leader will have their award's laurel coloured in green.

There are two other factors in user awards: the sales streak and the new customers counter. A sales streak is maintained by making sales on continuous days, with a 48 hour grace period before the streak ends. The number increments each day you make a sale. The new customers counter increases with each new customer that the employee adds onto the system.

In the example above, we can see that Jack Mason is the very top of both sales and volume, due to his laurel being green. We can also see that he has the highest sales streak and the most new customers, due to those icons being coloured in.

What is the back display tab for?

Quetzal is able to use nearly any internet connected device that can run a modern web browser as a customer-facing back display. An iPod touch, iPhone or android device make an ideal back display. Using a QR Code scanning application on the back display device, scan the QR Code presented on this tab, and the device will be directed to a back display web app with the required codes to connect the back display to this particular iPad or computer.

The back display requires that you put in the shared password in order to access your protected data. Once the back display is linked, whenever transaction information changes in the terminal tab, the information will be automatically reflected, summarized, for your customer to see the progress of their own transaction.

A back display can also be linked to the current terminal by going to the administration screen, locations tab and selecting the current location. A back display can only be linked to one of the other locations by using an iPad or computer's browser that is associated with that location.