Payment Processing and Change Management

Payment Processing and Change Management

Overview

This guide covers iVendNext POS payment methods, change calculations, and best practices for handling transactions.




1. Supported Payment Methods

iVendNext POS accepts multiple payment types:


Method

Key Features

Cash

Instant reconciliation, change management

Credit Card

Integrated with card readers

Debit Card

Integrated with card readers

On Account

Make purchases against account balance

Gift Card

Make purchases using Gift Cards

Loyalty Points

Redeem earned Loyalty points


Note: Enable desired methods in POS Profile > Payment Settings.



2. Processing Payments: Step-by-Step

Step 1: Complete Item Entry

  • Ensure all items are added to the cart with correct quantities/prices.


Step 2: Select Payment Method

  1. Click the Payment button (or press the shortcut key, e.g., F8).

  2. Choose a method (e.g., "Cash," "Credit Card").


Step 3: Enter Payment Details

  • Cash: Input amount tendered.

    • Change is auto-calculated if the tendered amount exceeds the total.

  • Card/Mobile: Confirm via connected terminal.

  • Split Payment: Specify amounts for each method.


Step 4: Finalize Transaction

  • Click Complete Order to:

    • Print/email receipts.

    • Update inventory and accounting records.



3. Change Management

A. Configuring Change Settings

  1. Go to: POS Profile > Change Management.

  2. Set a default Change Account (e.g., "Cash Drawer").

  3. Enable auto-calculation for cash returns.



Why This Matters: Ensures accurate cash handling during shifts.


B. Handling Change During Sales

  • If a customer pays $50 for a $42 purchase:

    • POS displays $8 change due.

    • Staff returns the amount and confirms.



4. Troubleshooting Payment Issues

Here’s a quick look at some common issues you might run into.


Issue

Solution

Payment method not showing

Enable it in POS Profile > Payments.

Incorrect change calculated

Verify the tendered amount was entered correctly.

Card payment failed

Check terminal connection or retry.



5. Advanced Features

A. Partial Payments

  • Enable credit sales for customers to pay later (requires approval).


B. Discounts at Payment

  • Apply cart-wide discounts during checkout (e.g., "10% off total").



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