Setup & Configuration
How do I set up my first POS terminal?
Go to Business Settings → Locations, create a business location, then navigate to POS → Registers to set up your first POS terminal. Configure payment methods, tax settings, and receipt format.
Can I have multiple POS terminals?
Yes! You can set up multiple POS terminals for different locations or counters within the same location. Each terminal can have its own settings and user permissions.
What payment methods can I accept?
RapiNova POS supports cash, credit/debit cards, gift cards, customer credit, and custom payment methods. You can configure which methods are available for each terminal.
How do I configure tax settings for POS?
Set up tax rates in Business Settings → Tax Rates. You can configure different tax rates for different product categories and apply them automatically in POS transactions.
Can I customize the POS interface?
Yes! You can customize product layouts, add product images, configure shortcut buttons, set up product categories for easy navigation, and customize the receipt format.
Daily Operations
How do I start selling on POS?
1. Open your POS terminal
2. Open the cash register (if using cash)
3. Select or scan products
4. Choose customer (optional)
5. Apply discounts if needed
6. Process payment
7. Print receipt
How do I add products to a sale?
You can add products by: scanning barcodes, clicking product buttons, searching by name or SKU, or browsing product categories. Products are instantly added to the current sale.
Can I modify quantities and prices during sale?
Yes! Click on any line item to modify quantity, apply line-level discounts, or change the price (if you have permission). You can also remove items from the sale.
How do I apply discounts?
You can apply percentage or fixed amount discounts to individual line items or the entire sale. Discounts can be applied manually or through promotional codes.
What if I need to pause a sale?
Use the "Hold" function to save the current sale and start a new one. You can retrieve held sales later to complete the transaction.
How do I process returns or refunds?
Use the Returns function to process product returns. You can look up the original sale, select items to return, and process refunds to the original payment method or store credit.
Customer Management
Do I need to add customers for every sale?
No, customer selection is optional for cash sales. However, adding customers helps with loyalty programs, returns, and building customer history.
How do I quickly find customers?
Use the customer search function - you can search by name, phone number, email, or customer ID. The system provides quick suggestions as you type.
Can I add new customers from POS?
Yes! You can quickly add new customers during checkout by providing basic information like name and phone number. More details can be added later.
How do loyalty points work in POS?
When a customer is selected, the system automatically calculates and applies loyalty points based on your loyalty program settings. Points are awarded after payment completion.
Payment Processing
Can I split payments between multiple methods?
Yes! You can accept partial payments using different methods. For example, part cash and part card, or multiple cards for the same transaction.
How do I process card payments?
Select the card payment method, enter the amount, and follow your card terminal's prompts. The POS system can integrate with many popular card processing terminals.
What if a customer pays more cash than the total?
The system automatically calculates change due and displays it prominently. Ensure you have sufficient change in your cash drawer.
Can customers pay with store credit?
Yes! Customer store credit appears as an available payment option when you select a customer. The system automatically tracks and updates their credit balance.
How do I handle gift card payments?
Select gift card as payment method, scan or enter the gift card number, and the system will verify the balance and process the payment.
Inventory Integration
Does POS automatically update inventory?
Yes! Every completed sale automatically reduces inventory levels for sold products. This keeps your stock counts accurate in real-time.
What happens when a product is out of stock?
The system can warn you when products are low or out of stock. You can configure whether to allow negative stock sales or block them entirely.
Can I check product information from POS?
Yes! Click on any product to view detailed information including current stock levels, cost price, supplier information, and sales history.
How do I handle product variations in POS?
Product variations (size, color, etc.) appear as separate options in POS. You can search for specific variations or browse all options for a product.
Troubleshooting
POS is running slowly or freezing
Check your internet connection, clear browser cache, ensure you have sufficient hardware resources, and consider reducing the number of products displayed on screen at once.
Barcode scanner is not working
Ensure the scanner is properly connected, configured to the correct input mode, and that product barcodes are correctly entered in the system. Test with known working barcodes.
Receipt printer is not working
Check printer connection, ensure it has paper and the correct drivers are installed. Verify printer settings in POS configuration match your printer model.
I accidentally completed a wrong sale
You can process a return for the incorrect sale and then create a new correct sale. Alternatively, contact support for guidance on reversing transactions.
Cash register totals don't match
Review all cash transactions for the day, check for returns or voids, ensure all sales were properly completed, and verify opening cash amount was correct.
Products are not showing in POS
Check that products are properly configured, have stock available (if negative stock is disabled), and are assigned to the correct business location and category.
Best Practices
What are the best practices for POS operations?
1. Open/close cash register daily
2. Keep product information updated
3. Train staff on all functions
4. Regular backup of data
5. Monitor inventory levels
6. Review daily sales reports
7. Keep hardware clean and maintained
How can I speed up checkout process?
Use barcode scanning, set up product shortcuts for popular items, train staff on keyboard shortcuts, prepare common customer information, and organize products logically on screen.
What should I do at the end of each day?
Close cash register, run daily sales report, check for any issues or discrepancies, backup data if needed, and prepare for the next business day.
Need More Help?
POS system support and questions: