Purpose of POS in the store

POS brings together in-store and telephone sales in the same workspace as your online store. You add products, select a customer, and confirm payment, after which the order is saved in the same order register and uses the same product information as your online store orders.

The sale proceeds in three main stages:

1. Products: search for a product by name, SKU or barcode in the common catalog search, select a variant if necessary and add the correct quantity to the shopping cart.
2. Customer: select an existing customer or fill in the information required for telephone or in-store sales.
3. Payment: open the Pay window, select a payment method, check the possible payment terminal, comment and email selection and confirm the order.

The payment method determines the initial status of the order. Card payments may also require the selection of a payment terminal and separate confirmation tracking.

In the Products section, you use the common product and barcode search or the Shortcuts function. The Customer section is located above the shopping cart. In the Shopping cart section, you check the lines, discounts and total. The order's payment method, payment terminal, comment and email selection are in the Payment window that opens with the Pay button. The field and button names in the instructions correspond to the Finnish user interface of the management.

Start selling at POS

POS creates a store or phone order with a delivery method of Pickup and shipping cost 0. Open POS from the management menu. The customer is displayed above the shopping cart, the number of lines and products under the cart header, and the amounts at the bottom of the cart. Select the products and review the customer before proceeding to checkout.

1. Add products in the Products section and select the required variants.
2. Select a customer or enter the required customer information.
3. Check the Shopping Cart , Discounts and Sales Type . The order selection is Order .
4. Open Pay , check the payment details and only confirm at the end.

The page address is /pos . Creating an order requires access to the POS module. In preview mode, the workspace is visible, but order confirmation is locked. You cannot start a payment with an empty shopping cart or with incorrect prices and discounts.

Search for a product by name, SKU or barcode

POS product search and barcode search use the same Catalog Product selector. Open Search Products and enter the product name, SKU, EAN, variant model, or barcode. You can also scan the code with a barcode scanner when the search field is active. The search shows active products, up to eight results at a time, and does not include product bundles.

1. Open the Catalog Product and type or read the search information in the search field.
2. Select the correct search result. An exact variant SKU or barcode match will bring up the information for that variant in the selection.
3. Check the Price , Tax % , and Quantity and press the Add button on the shopping cart icon.
4. If you selected a main product that requires a variant, select the correct option in the window that opens before adding the row. A variant that is precisely identified will not be asked again.

Search alone does not add the product to the cart. Check the added row and variant in the cart. If the code is not found, no row is added: correct the code or search for the product by name. The amount must be a positive integer. A balance warning is displayed when selecting a variant with a zero balance.

Add a handwritten sales line

A handwritten sales line is used when you sell something that is not in the product catalog. Open Custom Line from the pencil icon in the Products section. Enter a line name, Taxable Price , Tax % , and Quantity , and select Add . Review the name and amount in the shopping cart before checking out.

A handwritten line does not have a product ID, variant, or inventory link, so it does not reduce the product balance or increase the ordered quantity of the catalog item. You can change the quantity, price, tax, and line discount in the Edit Cart Line window for the line. Return to catalog product search from the Use Catalog Product icon. Only catalog products can be included in the quote: delete handwritten lines before the Create Quote action.

Select POS shortcut categories

The POS Shortcuts feature is configured when editing a category. At the category level, select which categories you want to include in the POS view. The category uses its own existing products, so a separate product list is not maintained in the POS for shortcut selections. You can select multiple categories and deselect them later from the same place.

1. Open Categories and select the category you want to edit.
2. Open the Display tab of the category.
3. Enable Show in POS shortcuts . The change will be saved automatically; make sure the save does not show an error.
4. Repeat the selection for other desired categories and return to the POS page.
5. Select a category from the Quick Selections row and add the product to the cart from the product card. If necessary, select a product variant.

When at least one category is selected for shortcuts, the row displays the selected categories. If no categories are selected, POS displays the main level categories. The category row can be scrolled laterally, and the product list can be scrolled down to load additional products. Errors loading shortcuts are reported separately; it does not mean that no categories are selected.

If the expected product is missing, check its activity and belonging to the selected category. A product belonging to a subcategory will not be included based on the selection of the parent category alone. Removing a category from the quick selections does not remove the category or its products.

Edit shopping cart and line discounts

The product line in the shopping cart shows the name, model, selected variant, and Balance and VAT . Missing stock balance is shown as a line; it does not mean a zero balance. You can change the quantity directly in the line and delete the line with the Delete button. Adding the same product and stock variant again increases the quantity in the current line; different variants remain on their own lines.

1. Open the row from the pencil icon Edit cart row . In the same window you will see the model, variant, Color / EAN information and the Warehouse location.
2. Change Quantity . Unit Price and Tax % are editable only if the fields on the row allow the change. A locked value cannot be changed.
3. Enter Discount (€) as the discount in euros for the entire row or Discount (%) as a percentage of the original row amount. The new discount replaces the previous one; Remove discount removes the discount.
4. Check Original Unit Price , Sales Price , and Row Amount . If you have the right to the purchase price and the information is available, the Purchase Price and the margin in euros and percentage are also displayed, and the margin is updated with the changes.
5. Select Apply to save the changes to the cart. Cancel , checkmark , and Escape will discard the changes for this row edit.

The margin in the row editor is the difference between the sales price excluding tax and the purchase price of a single item after the row discount, before the entire cart discount. An incorrect quantity, price, tax, or discount will prevent the Apply function and display an error. Simply opening or closing the editor will not change the price or previous discount. You can still open the details of a completed sale for viewing, but you can no longer change the rows.

The total cart discount is entered at the bottom of the cart in either the Cart Discount Amount or Cart Discount (%) field; the new value overrides the other discount method. Remove Cart Discount removes the cart discount. Prices are unit prices with tax. The summary shows the number of lines and products, the subtotal excluding tax, tax, and the total. Always check the total after a discount.

Select an existing customer

The existing customer selection is triggered when you type in the email field. The customer search targets existing customers based on name, email, phone, or company and displays a maximum of eight results.

1. Start typing the customer's email or other search information.
2. Select the customer from the search results.
3. Customer selection opens the customer details window. Check First Name , Last Name , optional Company Name and Country . Country selection uses the correct country list and two-letter country code, for example FI .

Close the customer details window with the OK button. You can reopen the details with the Edit customer button. The company name is filled in with the selected customer's details, and can be left blank. The default address of the selected customer is copied as the customer, shipping and billing address of the order; the company name entered here is saved in this order details. Editing does not change the customer's address book. The customer's country affects the tax-adjusted price in the product search.

If you change the email address of the selected customer, the customer selection will be removed. Select the customer again if the order needs to be linked to their customer account.

Create an order without a customer account

You can create an order without a customer account by leaving the customer search result unselected. Enter your email in the Customer section and open Edit customer : enter your first and last name, add your company name if you want, and select a country from the list. In this case, no customer account association will be created for the order.

If no name is given, the order will be saved as Pickup Customer . If email is missing, the email address in the store owner's settings will be saved. The country will come from the POS field or, if missing, the store's default country.

Manually entered information is saved in the order's customer information snapshot, but it does not create a new permanent customer.

Select a payment method in the Payment window

The payment method is selected from the Payment Method menu in the Payment window that opens when you click the Pay button in order sales. The options are Payment Card , Cash , Invoice , Bank Transfer and Cash on Delivery . For card payments, also check Payment Terminal if the terminal selection is displayed.

The initial status of the order to be saved is determined by the payment method settings. The card uses the Awaiting payment status, cash is the default status for POS, and the default status for invoice, bank transfer, and cash on delivery invoice orders. The Order Status option displayed in the window does not override this initial status determined by the payment method. Check the actual status of the created order in the completion window or on the order details page.

End warehouse processing

Inventory processing is selected in the Payment window using the Inventory Deduction switch, which is labeled Deduct sold items from inventory. Inventory deduction is enabled at the start of a new sale. Check the selection before confirming if you are processing inventory changes separately.

• If the catalog item has an inventory line that matches the selected variant, the balance is reduced by the order quantity.
• If a catalog item does not have an inventory line, the balance is not reduced; the ordered quantity of the item is increased.
• A completely handwritten line will not change the balance or the ordered quantity.
• If the switch is disabled, the POS will not make these inventory changes.

Before you confirm the Confirm, check that the rows that affect inventory have the correct catalog item and variant. Simply opening the payment window will not make an inventory reduction. Closing the window will preserve the sales information and selections.

Add a comment and check your email selection

The order comment is written in the Comment field of the Payment window. The text is saved in the order status history as the first status entry for a new order. The comment is not a separate message sent to the customer, and the email switch does not change its visibility.

The Confirmation Email switch is labeled Send invoice via email. Its initial value comes from the store's POS settings, and you can change the selection for this sale. When the switch is enabled, an invoice email is sent for the saved order. Verify the customer's email address before confirming.

If the invoice email fails to send, the order remains valid and the completion window reports an error. Open the order using the Edit Order button and try sending the invoice email from the order page; do not create the same order again. A new sale will clear the comment and return the email selection to the store default for the next sale.

Confirm order or create a quote

The order is only confirmed when the shopping cart, customer, payment method, payment terminal, inventory processing, email selection and comment are correct. Pay opens a verification window; only its Confirm button creates the order and starts processing the selected payment method. Cancel or checkmark returns to the shopping cart and keeps the sales data.

1. From the Sales Type menu, select Order and open Pay .
2. Check Total , Paid , Remaining , payment options, and comment.
3. Select Confirm once and wait for the result.
4. Check the order number and status in the completion window. The success of the card payment is confirmed separately in the payment status.

The order delivery method is saved as Pickup and the shipping cost is 0. Edit order opens the order and Invoice opens the invoice. Close closes the completion window while keeping the sale, and Order created reopens it. Start the next sale with the New sale button: it clears the shopping cart, comment, and customer information, and restores the default sales options.

To create an offer, select Offer from the Sales Type menu, add a Comment below the cart if necessary, and press Create offer . The offer opens on its own page, where you can also edit its status. Only catalog products can be added to the offer. The offer does not trigger a card payment or an order inventory reduction. Select Order to return to order sales.

Enable Viva Wallet Cloud Terminal

Viva Wallet Cloud Terminal connection requires POS API credentials. Viva e-commerce payment credentials, merchant ID, or API key are not used for this POS payment terminal connection.

1. Make sure that the Viva payment terminal or Viva.com Terminal application is activated with the same Viva account and that the terminal is connected to the network.
2. Log in to Viva.com and open your account API settings.
3. Create or retrieve a customer ID and secret key from the POS API IDs section. If necessary, see the Viva POS API IDs guide .
4. In AI Commerce administration, open Settings and search for settings with the keyword VivaWallet POS . The page address ends with the path /configuration?tab=store .
5. Enter your Viva POS customer ID and secret key in the settings provided. Select Manage secret to open the secret entry .
6. Enter the Viva POS point identifier in the appropriate setting. This is a permanent point identifier chosen by the merchant, for example POS-01 ; the value is not retrieved from Viva.
7. Wait for the Saved confirmation after each field. Do not send the secret key in an email or support message, enter it directly in the setting.

Once all three values are saved, the POS will recognize the Viva Wallet POS connection and search for active payment terminals of the same Viva account. If one terminal is available, it will be selected automatically. If there are multiple terminals or payment terminal services, select the correct Payment Terminal before creating a card order.

Test the implementation in POS with a small test sale: select Payment card as the payment method, check the correct payment terminal and create an order. Verify the payment was successful on the terminal screen and check the order status before delivery. If an active Viva terminal is not found, the Viva Wallet terminal cannot be selected; use a working payment terminal or another payment method.

Track card payment confirmation

The card payment will only be sent to the selected active SumUp or Viva Wallet payment terminal once the order has been saved. The payment request applies to the entire order total. The payment amount is not reduced separately at the POS and the sale is not divided across multiple cards. Paid and Remaining are payment confirmation screens, not partial payment entry fields.

Before a confirmed card payment, Paid shows 0 and Remaining shows the full amount. The status of an order awaiting payment is automatically updated in the completion window. When a card order reaches the POS payment confirmed status set by the store, Paid shows the full amount and Remaining shows 0. The order number alone or closing the window does not indicate a successful payment. Cash, invoice, or other payment methods are not acknowledged as paid in this card payment status screen.

Failure of the payment terminal call does not cancel an already created order. Check the payment terminal result and open the existing order using the Edit Order button before proceeding; do not place a new order just to check the payment status. Verify the payment was successful and the order status before shipping.

If a Google Ads purchase conversion is set up and the customer's email is provided to POS, order creation can send a conversion event. This does not change the order that is saved for the customer and does not replace checking for payment confirmation.

Impact on online shopping

The impact of POS on online shopping arises from a shared order register, catalog products, and inventory information. A balance change made by POS can therefore affect the product's online shopping availability.

An order linked to a customer account uses the selected customer's ID and address information. An order created without a customer selection does not belong to a permanent customer account, even if an email address is written to it.

POS is not an online store payment page. The order's Pickup delivery method, zero shipping cost, POS payment method, and POS entry in the status history remain in the order details.

Good to know before your next sale

The next sale in the POS is started by clicking the New Sale button in the completion window so that the products, comments, and customer information from the previous sale are not left over for the next customer. Review the customer, products, and default selections for the new sale before confirming.

• Shortcut categories are selected using the Show in POS shortcuts switch on the category's Display tab. The merchant maintains product memberships for the categories.
• Product search also recognizes EAN and barcodes. An exact variant match does not require selecting the variant again.
• Edit Cart Line brings together the line details, discounts, and available margin in one window. Use Save and Cancel to discard the line edit.
• A handwritten sales line does not change inventory.
• The initial status of the order is determined by the payment method settings.
• An error in the payment terminal or invoice email will not delete an order that has already been saved. Please check the existing order before continuing.