ChillTill POS

1 Part 1: The Command Center (Admin Backend)

Before heading to the terminal, let's set up your team and your tools.

👥 Building Your Team

• Create Staff: Go to the Staff link. Create at least one Manager - has full POS access and restricted admin priviledges - and one Cashier - POS access only.
• Privacy First: Give your staff Nicknames. This is the name customers will see when looking at the terminal, while their real name stays private in your records.

📦 Stock & Product Mastery

Your "Stock" table is the heart of your business.

• Auto SKU: If your products don't have Stock Keeping Unit codes yet, run "Auto SKU" to create codes for your entire stock table, or simply fill in for those that don't.
  Enable the "Auto SKU" checkbox above the new product entry line to automatically generate professional sequences like DRIN-GUAV=500M-001 based on the category, product and size information included in your product name, when you add a new product.
  
• Import/Export: Don't enter items one by one! Download our template or use the Export button to grab a sample prodcut CSV file. Edit this with a spreadsheet or text editor, keeping the same format, and Import it back to update or replace your entire inventory.
• Visual Layout: Want your "Top Sellers" at the top of the POS grid? Simply drag your categories (Manage Categories) or products into the desired order in the Stock list. The sort_order is saved instantly and synced to all terminals.
• Variable Weight (Catch-Weight): For items sold by weight or volume (e.g. shaved ham, liquids), edit the product and check "Variable Weight". Set the Unit of Measure (e.g., kg). The POS will now allow cashiers to input decimal quantities (like 0.250kg) during checkout.

2 Part 2: Frontline Operations (The POS)

Now that your team and stock are ready, let's simulate a busy day at the store.

🛒 Running Your First Transaction

1. Login: Switch to the POS tab and log in as one of the staff members you created.
2. Process a Quick Sale: Select items, hit + on the keypad, and use "Save & Next" for a rapid, anonymous checkout.
3. CRM Workflow: Process another sale, but this time use the Unified Search to find a customer.
   • Instant Search: Type just a few letters of a First Name, Last Name, Business Name, or Phone Number.
   • Autocomplete: Matching customers appear in a dropdown instantly. Tap one to auto-fill their entire profile.
   • New Customers: If no match is found, simply fill in the details to register them. Use "Save & Send" to email a professional PDF receipt.
4. Line Item Customization: Need to rename a product for a specific sale? Tap the product name at the top of the keypad screen. You can enter a custom Description (e.g., "Victoria Falls Hotel - Full Size") and a Manual Price Override. The cart and invoice will reflect these changes while keeping your inventory records consistent.

3 Part 3: Wholesale & Accounts Receivable

Manage long-term business relationships with powerful integrated B2B tools.

💼 Wholesale & Managed Credit

• Credit Vetting: By default, customers are restricted to full payment at checkout. To enable credit for a customer, go to the Customers tab in Admin, edit the customer, and check "Credit Vetted".
• Wholesale Mode: Switch the POS to "Wholesale" mode using the badge at the top. Use the Unified Search to instantly find wholesale customers by Name, Business Name, or Phone Number. This unlocks wholesale pricing and the account-linked checkout flow for the selected customer.
• Flexible Payments: For credit-vetted customers, the POS will show a new "Paid Today" checkbox.
  • Uncheck "Paid Today" to defer payment entirely or enter a Partial Payment (e.g., a 50% deposit).
  • The system will automatically track the remaining Balance Due in the ledger.

📄 Settlements & Statement Reconciliation

• Manual Settlements: If a customer pays their balance later, find their transaction in the Orders tab and click "Settle Balance" to record the payment and clear the debt.
• Customer Statements: Visit the Customers tab and click the 📄 Stmt (Statement) button. This opens a high-fidelity Statement Preview.
• Reconciliation: Statement payment entries are now automatically mapped to the original invoice number (e.g., Payment (INV-1024)), allowing for instant reconciliation of your accounts.
• Multi-Page Printing: The statement preview supports professional printing with **automatic page numbering** and wide margins, making it ready for physical mailing or formal record-keeping.
• Email to Customer: From the preview modal, you can instantly email the statement. The system uses your store's branding and includes a professional PDF attachment.

4 Part 4: Review & Launch

Once you've "broken" the system with fake sales, it's time to see the results.

📊 Analytics & CRM

• Check the Sales Reports to see revenue split by staff member and category.
• Go to the Customers tab to see who your "Returning Customers" are based on the sales you just made.
• Visit the Orders tab to find specific transactions, view historical invoices, download PDFs, or resend email receipts directly from the dashboard.