uite 401, CFM building, 23 Lang Ha, Hanoi, Vietnam POS ios V1.7 USER GUID E 2015 SmartOSC and X-POS for ios

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1 uite 401, CFM building, 23 Lang Ha, Hanoi, Vietnam info@smartosc.com -POS ios V1.7 USER GUID E 2015 SmartOSC and X-POS for ios

2 Table of Contents About X-POS for ios... 5 Main features... 5 Version 1.7 Changelog (September 2015)... 5 Version 1.6 Changelog (July 2015)... 6 Version 1.5 Changelog (June 2015)... 6 Installation...7 Prerequisites for Installing and Upgrading...7 Install from fresh...7 A. Magento Connect installation...7 B. Manual FTP/SSH installation... 8 Upgrade from previous version... 8 Setup Magento... 8 Install the latest X-POS Connector to Magento... 8 Configure Tills and Cashiers... 9 Setup ios devices Start using App Enter Website URL and Device Key Login with cashier Create an order Browse and add item Search item...15 Scan item...15 Edit item Edit order Save order Delete order Customer Add Existing customer Create New Customer Checkout Select Payment method... 19

3 Add Promotion or Voucher code Comment Order Place order Online Order Processing Refund order End of Day Report X-POS App Report in Magento backend Inventory Management Configure Connector Settings in Magento General Pane License key Store view Search Pane Search In Stock Products Only...27 Search Product Visibility...27 Additional Attributes...27 Fields Used for Search...27 Order Processing...27 Payment Receipt and X-POS App Logo Configure POS app General Default Display Display Extra Field Online Mode Show out of stock product Check for new shift when start app Display product s price including taxes Till Synchronization Payment methods Stripe... 33

4 izettle PayPal Here Authorize.NET BluePay Display Extra Field Road map Further information...35

5 INTEGRATED SOLUTIONS

6 About X-POS for ios The X-POS package is developed by SmartOSC for any business operating a Magento web shop and a physical store at the same time. The X-POS for ios app makes your Magento store possible to use as a Point-of-sale on your ipad. The X-POS integrates with several external point-of-sale peripherals: Barcode scanners for ipad Receipt printers for ipad Star Micronics LAN/Bluetooth printer Card swipers (PayPal Here) Cash Drawers compatible with Receipt printers BluePay Swiper All izettle Card Readers We recommend the following external devices for the smoothest operation: Socket Mobile Bluetooth barcode scanner (SocketScan ) PayPal Here credit card swiper Main features Synchronize products, customers and orders between Magento and ipad The markets fastest POS for creating an order Swipe function for credit card with PayPal Here Search and Scan products Browse per category Edit Price and Discounts for Products Edit Tax and Discount per Order Configure Till and Cashiers Version 1.7 Changelog (September 2015) Manage devices and order prefix Be able to add and edit Customer Group in Order Get Product Data by Default Customer Be able to cancel syncing progress Support Simple Product has Custom Options Customizable Template of Receipt Improve UI, UX

7 Version 1.6 Changelog (July 2015) Provide Inventory Management in app Support Online Processing Order Provide End Of Day Report feature Support Star Micronics LAN/Bluetooth Printer Improve creating customer Improve performance of Online/Offline mode Adding configurable product is much simpler Bugs fixed and improve UI/UX Version 1.5 Changelog (June 2015) Support searching product by its attributes (barcode, name ) Support built-in Authorize.NET payment gateway Support Bluepay payment gateway Separate data to synchronize manually Allow comment in order Allow back-order Allow creating Invoice, Shipment when submit order Keep information of order/order on hold if not changing store Empty categories will be disappeared Bugs fixed and improve UI/UX

8 User Guide Installation The App can be freely downloaded from the Apple App store. The API and configuration for Magento can be acquired from our website You will need a Magento Web store to run this App. The Magento store will store the product, customer and order data. Prerequisites for Installing and Upgrading Server has Apache/PHP 5.2.x/MySQL installed. Magento Community version 1.7.x or above already installed (assume the installation path is [magento_root]), or Magento Enterprise 1.11 or above. All types of cache are disabled Check that Compilation is disabled by going to System > Tools > Compilation Disable JS and CSS merging by going to System > Configurations > ADVANCED > Developer > JavaScript Settings and CSS Settings X-Payment module is installed From version 3.4 of X-POS web and 1.4 of X-POS ipad App Connector, X-Payment is a required module which should be installed before installing X-POS web or ipad App Connector. To check if X-Payment is installed or not, in Magento Admin, please refer to System > Configuration > ADVANCED > Advanced > Disable Modules Output and see if there is a module named SM_XPayment or not. Please see Installation Procedure below for installing X-Payment Module. If you have both X-POS web and X-POS ipad app on one Magento site, you just need install X-Payment once. Install from fresh A. Magento Connect installation Use the following steps for installing the extension through Magento Admin: 1. Unzip the downloaded file you received upon purchasing the extension locate to the folder downloaded. 2. Log into Magento Admin 3. Go to System > Magento Connect > Magento Connect Manager

9 4. Login 5. If you already have X-Payment installed, proceed to step 8. If not, proceed to step 6 6. On tab Extensions select Direct package file upload and browse for the XPAYMENTversion_date.tgz file 7. Click Upload button. Then installing X-Payment module should be successful. 8. On tab Extensions select Direct package file upload and browse for the XPOSConnectorversion_date.tgz file 9. Click Upload button to install X-POS ipad App Connector The extension will install and cache will be flushed, and you can now configure the extension. B. Manual FTP/SSH installation 1. Unzip the zipped package file, and you will find inside XPAYMENT-version_date.tgz and XPOSConnector-version_date.tgz 2. Unzip these.tgz files, and you will see the following folder structure: 3. Upload the sub-folder in XPAYMENT-version_date folder to install X-Payment module 4. Then upload the three folders in XPOSConnector-version_date including the files to your server. Maintain keep the same level with your Magento root folder. Upgrade from previous version Each updated ipad POS app might require corresponding API connector for best compatibility. Please contact us at to receive the latest API connector. Preparation: Make backup of site, database and disable cache in site Use the package, extract XPAYMENT-xxx.tgz and XPOS-xxx.tgz into two separate folders: XPAYMENT-xxx and XPOS-xxx In these new folders, please copy and paste the sub folders to the same ones in your web folder and confirm to overwrite existing files of X -POS Setup Magento Before running the App for the first time, you will need to check the following steps are done Install the latest X-POS Connector to Magento 1. Install the latest X-POS Connector through Magento Connect in your website. Follow the Installation instructions provided above and creating back-up for your website, database is recommended.

10 2. After installing, please go to Admin Dashboard > Sales > POS > Settings X-POS API, scroll down to Order Processing to enter a customer ID for default customer used in the ipad App. 3. Scroll up to General Options, enter the license key you get from order, change Enable X-POS API to Yes and click on Save button Configure Tills and Cashiers After X-POS connector is installed and enabled successfully, it s recommended to configured Tills and Cashiers A till would usually be tied to a cash drawer. But they could also be used to differentiate between stores, or between different events. The Magento POS reports contain till info. 1. Go to Admin Dashboard > Sales > POS > Manage Tills to create new Till or edit the existing one.

11 2. Go to Admin Dashboard > Sales > POS > Manage Cashiers to create new Cashier or edit the existing one If you have already setup Till and Cashier for X-POS Web based, you don t need to perform this step again since X-POS ipad App and X-POS Web based share the same Till and Cashier data. Setup ios devices From version 1.7, we replace the API Key by the Device Key. Each ios device now will connect to your store via its separated Device Key. It means the Device Key is referred to only one device and cannot be used by another one. So, if you use multiple ios devices in your store, you should setup each device to have its own device key. 1. Go to Sales > POS > Manage Devices 2. Click on Add New Device button to add a device to the ipad App Device Name: It s the name of device, used to separate with the others

12 Order Prefix: by giving each device an order prefix, you will know which device order comes from. The order prefix will be added more to the order ID in your order list Device Key: is used when you add store on the ipad app. Once Device Key is used on a device, it will be assigned to this device and cannot be used on the others. That means each device should have its own device key. Status: is used to active or de-active device Start using App Click the icon for the App on your ipad Once user finishes installation from fresh, the license key would be LIMITED which means user is using free version. User should enter the other license key which is purchased from SmartOSC to start using as paid version. For free version, user can only place at maximum 10 orders per day. Enter Website URL and Device Key When opened for the first time, the App will display the above screen. 1. Input the URL of your website 2. Input the Device Key you set for this device from Dashboard > Sales > POS > Manage Devices. 3. Click Add Store If this is the first time you load the store, it will take a little while before all products are loaded for fast handling. From version 1.7, product data will be taken based on Default Customer who is in X-POS API Settings.

13 The App will start loading all products and customers, and you will be taken to the POS GUI Login with cashier After enabling Cashier feature in X-POS API Settings (in your Magento Admin Dashboard), you will see above screen for entering cashier information: 1. Input username and password (this is cashier information that you can manage at Admin Dashboard > Sales > POS > Manage Cashiers) 2. Click Login Note that when you update or create new cashier in Sales > POS > Manage Cashiers, you should tap on Reload Cashier Data to make the app get updated cashiers.

14 Create an order The POS GUI in ios will in the left side of the screen display all products or categories, while in the right side there will be an item list, which will show all products added to an order. The top pane contains actions for accessing different functions. While the bottom part of the right side contain the button to go to checkout. Browse and add item In the left pane you can default see list of all products. You can swipe to see more product pages. You can switch to see Categories instead of products on the top right icon All categories. And you can in that way navigate by the category structure of your site. When in category view, you can switch back to product view by clicking on All products icon appearing at the same position.

15 When you find the product you wish to add, you click on the item, and it will be added to the order. Simple Product which has Custom Options, Configurable and Group Products are displayed with a little blue triangle in the left corner, when you click on one of these products, a selection popup for selection configuration will display.

16 Search item Click into field in top pane with search icon. The in-board keyboard of the ios will appear. When you start typing the app will display all products that match the current string you have entered into search field in the left browse pane. From version 1.5, user now can select attribute of product in setting (Dashboard > Sales > POS > Settings X-POS API) to search. Similar to browse mode, you just click on an item to add the item to the order. Scan item There are two ways to use scanning devices for the POS App, you can either use a scanner that emulates a keyboard (HDI mode), or use the Socket Mobile in ios setup (SDK mode). The latter is recommended for the fastest checkout flow. Keyboard HDI mode In HDI mode you can use any scanner that connects to your ios device. To scan for products, you will have to do as follows: 1. Click into Search field 2. Scan item 3. Select item from browse window to add to order Some devices for example the Socket Mobile scanner supports that you can open/close the onboard keyboard for the ios on demand. This will be beneficial when you would like to switch between normal searches and scan search. Socket Mobile scanner When the Socket Mobile is paired with your App, it will check the SKU field for matching results for scanned barcodes. If there is a match, it will be added automatically to the order. Note, that the barcode values need to be updated correctly in Magento before scanning items will work, and it will take a reload of products to get any updates into the App.

17 Edit item 1. Click on item from item list 2. Pane will display where you can take the following actions: Change Quantity (if set to zero (0) the item will automatically be removed from order) Change Price Give Product Discount by either Percent or Amount (cannot be below product price) Remove item from order Edit order 1. Click the Subtotal field for the order summary in the right pane. 2. Order popup will appear where you can edit the following: Set discount for whole order in Percent or in Amount Change or enable/disable tax Add custom tax

18 Save order Click the icon in top pane symbolizing a shopping basket with items being put into it The icon will have a number hovering above it. This number indicate the number of currently saved orders. If no order is in progress, clicking the Save order button will bring you to the overview of Orders on Hold (a.k.a. Saved orders). Delete order Click the icon in right up-hand corner symbolizing a bin The order will be cleared, and a new order can be started immediately Customer The customers used in the X-POS app are the exact same customers created in your Magento site. You can search and select existing customers or add a new customer if needed. Add Existing customer

19 1. Click the Add Customer button above the Order list 2. A popup will appear where you can select and/or search for customers When a customer has been added, the customer name will be displayed above item list. By clicking on this customer name, a pop-up will appear and user will be able to edit customer information, including its Customer Group Create New Customer In the popup select Create New Customer. A popup will appear where you can fill out name, , address, phone, etc and edit customer group (from version 1.7) for the new customer. Mandatory information is name and and customer group. Remaining fields can be filled out with dummy data. When you click Save, the customer data will be updated to the Magento backend, and it can be used and searched in the X-POS App. Checkout To go to checkout you click the bottom right corner bottom named Checkout. It will bring you to the checkout page.

20 Select Payment method When you use Paypal Here, Stripe, izettle, BluePay or Authorize.NET as your payment method, it s requirement to enable Credit Card payment method provided by X-Payment module in System > Configuration > Payment Method of Magento back-end. If Credit Card payment method is not enabled in your Magento back-end, it should cause error while processing order by the above payment methods. On the checkout page you can select between activated Payment methods: Credit card select this method if you use a credit card terminal. Cash you can here set amount paid, and the system will calculate change Paypal Here if you wish to use PayPal Here you need to have the PayPal Here app installed, configured and running on your ipad. The POS will then switch to PayPal Here app when creating the payment, and will switch back to POS App once the payment is done. Stripe you need to add your Keys from Stripe in Magento backend in X-POS configuration for the ipad. izettle runs together with a Pin & Chip device that can handle card transactions. BluePay requires 3 rd party app from BluePay to process order. After you click on PLACE ORDER button, the POS will switch to BluePay app to create payment, and then will switch back to POS App once the payment is done. Authorize.NET This payment gateway is supported from version 1.5, you need to add Authorize Login API ID and Authorize Transaction Key in X-POS API setting to use in ipad app.

21 Add Promotion or Voucher code To be able to add a promotion or voucher code, you need to have selected a customer for the order. In that case two new buttons will appear in the checkout. The promotion button will make a connection to the Magento site, and check if the current order is eligible for any promotions. If any promotions fit the order, you will be asked if you wish to apply this promotion. When using the Voucher button you can input a voucher code to add a discount; the voucher code used needs to exist and fulfill criteria in Magento to work. There can only be one promotion, discount or voucher attached to an order at a time. It is not possible to both give a discount and add a voucher or promotion. The latest added discount/promotion/voucher will be used. Comment Order In checkout page, user can enter order comment by tapping the comment button which besides the PLACE ORDER button, this comment will be saved to order details in Magento. Place order When you have selected the payment, you can click the Place Order, and the payment will be placed. You will see the below screen, where you can take the following actions: Send you can input any and send a copy of the receipt. Note, that if the order is created for an already existing customer, the customers address will display field Create Invoice / Create Shipment: order will be created invoice and shipment after submitting to Magento

22 Print receipt this will open print dialogue for you to print to any printer attached to ipad device New order this will bring you back to POS Browse screen Online Order Processing The App will automatically save all orders created on the ipad in the order list. The order list is available through the leftside menu bar. In the order list, you can toggle Search Online next to search box, and you will be able to search in all orders available in Magento. (by order ID, customer name or ) Based on Order Status (Pending, Processing, Complete ), you would have the corresponding actions with order: Create Invoice, Create Shipment, and do refund.

23 For any orders found, you re able to a copy of the invoice to client. Refund order When you click the Refund Order point, a popup will appear. In this popup you need to select which items should be refunded, and you can set a refund fee if any. When the order gets refunded, it will print a receipt, and the refund will be tracked in Magento backend.

24 End of Day Report The End of Day Report is intended to support in counting sales at the end of the day. The cashier is given access to the following actions: - Creating New Shift at the beginning of each shift - Adjustment withdraw or deposit cash without order - Closing Shift which will be performed at the end of shift - Checking all orders made from ipad App while Shift is opening - Filtering report by cashier Note that Report will filter orders based on their Payment Method and can list all of supported Payment Methods in ipad App: - Cash - Credit Card - Paypal Here - izettle - Stripe - BluePay - Authorize.NET

25 X-POS App Report in Magento backend Through Magento backend a POS specific report is available through the Reports menu. The report can display grouped by relevant settings. The reports are accessed from the top menu in Magento backend: The full order reports makes it possible to take out exactly the information you need for your store. The information can exported for further analysis, or different groupings can be made directly in the report interface: 1. Set Period (intervals for how the report will be displayed) 2. Set From and To (the stretch of time the report will be taken from) 3. Select Order Status 4. Set Type of report: a) Order no groupings, the orders are displayed one by one b) Payment method the report will display per payment method c) Cashier the report will group per sales person

26 Inventory Management From version 1.6, X-POS ipad App provides a feature to allow user easily edit stock of product right in app. From Inventory screen, use can modify Quantity, Stock and Status of product then update to Magento site. Note that once you update attributes of product in this screen, make sure that product will match with X- POS filters (in Admin Dashboard > Sales > POS > Settings X-POS API > Search) to be downloaded to ipad App and placed in order properly.

27 Configure Connector Settings in Magento Configuration page can be accessed by going to Admin Dashboard > Sales > POS > Settings X-POS API or System > Configurations > SALES > X-POS API General Pane The general pane has all the settings that are considered the main functionalities of the X-POS. License key Input the license key you have been given when purchasing the X-POS extension. Note that the license is locked to the domain and IP you initially use it on for the first time. In case you need to change domain name or have any troubles using the key, the license key can be reissued by contacting Store view Select the store view for the orders in X-POS. If you wish the X-POS to pick up only a selection of products, these products should be assigned to a specific store. Using a different store for X-POS also makes it possible to differ between orders made in frontend, and orders made as POS sales. Search Pane The configurations grouped under search are all related to how products are filtered for search, and what information / attributes can be searched for the products as well as which information of product will be displayed in ipad.

28 Search In Stock Products Only Set whether filter allows out of stock products. Default value: No Search Product Visibility Set whether filter should look at the value for Visibility set for the products. Default value: All Selected Additional Attributes Set which attribute of product will be downloaded to ipad app. Fields Used for Search Select the attribute fields that will be included in your search. There is no limit to the number of fields you can include, but the fewer fields that you select, the faster the search will go. Order Processing In this section, user can setup Guest Customer account in checkout. When an order is made in Magento, it is necessary to have a customer attached. In the X-POS this is done by adding a customer ID in Magento database to use as Guest Customer. Note that Magento usually base taxation on postal code / country, and therefore it is important that this information is fitting with your store / outlet.

29 Payment This panel is used for configuring merchant account of supported Payment Gateways

30 Receipt and X-POS App Logo The receipt section is used for setting up template and layout of receipt printed from ipad App while the X- POS App Logo settings allow you to setup a logo of your store which will appear on the app.

31 Configure POS app Configuration and overview features are reachable through the sidebar menu To reach the settings screen: 1. Go to sidebar menu 2. Click Setting In the settings screen it is possible to adjust General, Synchronization, Payment methods General The General section display all common settings such as API Settings, Default Display, Extra Field, Online Mode, Till Note that you can edit the Website URL in API Settings to log out of your current store.

32 Default Display Depending on user s settings, Product List or Category List will be displayed after logging in or completing an order. Display Extra Field User can select one from additional attributes set in X-POS API Settings (in Magento) to display in product list Online Mode Once this mode is enabled, X-POS will connect to Magento to get the correct price when user accesses to checkout page. Show out of stock product Enable or disable displaying product which has quantity below zero or not Check for new shift when start app If it s enabled, the app will check if there is an opening shift or not. In case there is no shift is opening, it will ask you to create a new shift.

33 Display product s price including taxes It s used for displaying price including or excluding tax. Till It s used for a place where order is placed, it can be switched to another one when you move to other location or other counter. Synchronization Synchronization lets you set how often the data from the Magento backend should be synchronized as well as sync separated data manually. It is always possible to request a manual sync on request from the sidebar menu. Payment methods In payment methods section, you can disable any of the seven payment methods note that at least one payment method needs to be active.

34 You can furthermore set a payment method as default, this will make this payment method selected when you enter the checkout screen, and can help speed up the Point-of-sale situation. Stripe Stripe is supported in the US, several European countries and in Australia. It lets you create a merchant account within minutes and set it up with your bank account. When you have created an account at Stripe.com, you will be able to add your keys in the configuration page in Magento for the installed connector. In the App, no configuration is necessary. izettle izettle is mainly concentrated in Europe and also Brazil and Argentina in South America. They are supporting a Chip & Pin reader device, that makes your payment a snap to take. Create an account at izettle, and then enter the information in the App in the configuration page. PayPal Here The PayPal Here is supported in UK, US, Hong Kong and Australia. It supports a Chip & Pin reader which follows PCI compliancy. The account is setup via Authorize.NET Authorize.Net is a payment gateway service provider allowing merchants to accept credit card and electronic check payments through their Web site and over an IP (Internet Protocol) connection. It is a very popular payment gateway in US, the account can be set up via BluePay BluePay is a payment gateway processor that offers: one-time and repeating credit card gifts, one-time and repeating ACH gifts, credit card payments for products and event registration. More information can be found at: Display Extra Field This pane allows displaying more information in product listing. Note that in version 1.5, there is only one additional information can be displayed.

35 Road map Note that changes in priorities and incoming customer requests may alter the roadmap, and we therefore advise you not to make business decisions based on the planned features. The following features are issues that are currently being researched and which we intend to implement. The next major release will be in Q4 2015: Support Magento Shipping Split Payment Improve UI/UX

36 Further information If you have any other question, feel free to contact us at or visit our web site xpos.smartosc.com for information on our other extensions and services. You can create tickets through our ticket system here: support.smartosc.com.