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Heartland Retail Complete Tier: New Feature Set Guide

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Heartland Retail Complete Tier: New Feature Set Guide

Overview

As part of our continued commitment to our Customers, Heartland Retail is consolidating our tier system. As a result of this, you have been migrated to the Complete Tier of our Retail POS. With this transition comes numerous new features, in addition to those from your previous tier. This guide will serve as an opportunity for you to better understand these now available features. Welcome to the Complete Tier of Heartland Retail!

  • Text Receipts
  • Emailing Purchase Orders
  • Quick Item Buttons
  • Quick Action Buttons
  • Grid Imports
  • Age Verification

If you have feedback or questions regarding the information described in this document, please contact the Heartland Retail support team at HRetailsupport@heartland.us.

Text Receipts

Merchants with Text Receipts enabled on their account can turn on this feature via Settings | Receipts. From there, simply toggle the Use Text Receipts option to on.

With this feature enabled, the POS will display an Other Receipt button on the Ticket complete modal at the time of tender.

If you select this option, the POS will display this form:

  • If you had already added a customer to the ticket before selecting Other Receipt, their available information will auto-populate.
  • If you had not yet added a customer to the ticket, you can enter the customer’s mobile number and first and last name in the fields provided to create a new customer record and save that customer to the ticket.

Once you have verified the customer information, select Text Receipt. The POS will then send a text message containing a link to the receipt that the customer can view at their convenience. When the customer opens the link, their receipt will display in PDF form. Here is an example:

If the need arises to resend a text receipt, locate the ticket via Sales | Tickets and select the Text Message button on the right side of the screen.

Emailing Purchase Orders

Here we explain how to configure an email template which allows merchants to easily email purchase orders directly from Heartland Retail with all relevant information automatically included. 

Template Setup

The Purchase Order email template relies on the following two values:

  • A designated Email Sender Address in Settings | Receipts
  • A designated email address for the intended vendor

Before attempting to use this feature, please verify that you have the correct values in both of these fields.

Emailing a Purchase Order

  1. When you are ready to email a purchase order, first select the purchase order from the list.
  2. Once the purchase order displays, select Email.
  3. At the prompt, select one or both of the available formats (PDF and Excel), and select Send.

    The system will automatically create an email from the designated Email Sender Address in Settings | Receipts, and to the vendor’s designated email address, as displayed in Send to field in the prompt above, and will attach the purchase order in the selected format(s).
    The POS will display a toast message upon success.

More Information

The email will include the purchase order number in the subject line. The body of the email will include the purchase order number, along with the shipping address and location.

The system will create date and time stamps for all emailed purchase orders and will note such information on the purchase order page.

Quick Item Buttons

Here we describe how to configure your Heartland Retail system to use Quick Item Buttons. These buttons allow users to quickly add items to tickets, without the need for scanning or searching. Here is a diagram indicating the flow:

Please note: To configure and manage Quick Item Buttons, users must have a role assigned with the following permissions enabled:

  • Manage POS Settings
  • Manage Quick Item Buttons
  • View and Use Quick Items Buttons on POS

Managing Button Groups

Button groups are top-level buttons, and appear on the first page when opening the Quick Item Buttons module. These groups do not have parent groups assigned.

Adding a Button Group

  1. To create a new button group, go to Settings and select POS from the left-hand menu.
  2. Select the Button Groups tab and tap +New.
  3. Enter a name for the first level button group and leave the Parent Group set to None. The POS will display buttons for each button groups in the main Quick Buttons modal. Click Create.
  4. If you would like to organize item buttons more granularly, you can create additional groups and select a first level button group as the Parent Group. In the example below, Footwear is the first-level (parent) button group, and Casual and Sandals are subgroups.
  5. Add ‘child’ items using the Filter The POS will display buttons for these items after the button group is selected from the Quick Buttons modal. Each child item must be assigned to a button group ‘parent’.

    Please note:
    ** The filter rules here work just like those for Promotions/Coupons or Tax Rules.
    ** The POS will display buttons for all child items of any given parent group when the user taps the parent group button.
  6. Select Save.

Searching Button Groups

  1. To search for a button group, go to Settings and select POS from the lefthand menu.
  2. Select the Button Groups tab, type desired search terms in the corresponding box, then tap the search icon.

Editing and Deleting Button Groups

  1. To edit or delete a button group, go to Settings and select POS from the lefthand menu.
  2. Select the Button Groups tab, type desired search terms in the corresponding box, then tap the search icon.
  3. Select the button group you wish to edit or delete.
  • To edit, enter desired changes and select Save.
  • To delete, simply tap the Delete button and answer yes to the confirmation prompt.

Using Quick Item Buttons in POS

  1. To access quick buttons, tap the left-pointing arrow in the bottom right corner.
  2. Quick buttons are organized under group headings (such as Blue Things, Lilly Pulitzer Items, Large Items, etc., in the example below) and can be added/removed as needed, as previously described in Managing Button Groups.
  3. Once a user taps a Quick Button, the POS will display a modal with a selection of defined items or, if in use, subcategories.
  4. Tap buttons to add items as desired.

As long as the Quick Buttons modal is open, the POS will display the navigation path (for example, QI / Lilly Pull…) at the top of the modal so users can easily see how they got to the current screen.

To exit Quick Buttons, tap the right-pointing arrow to the left of the Quick Buttons menu.

Quick Action Buttons

Here we describe the use of Quick Action buttons in Heartland Retail. These buttons allow users to complete frequently used actions in one convenient touch. 

To access Quick Action buttons, tap the Quick Actions button at the top right of the POS screen.

This will expand and display the three currently available options which are described in the following sections.

Each action has its own permission, allowing merchants to easily enable/disable access to the actions for other users as is appropriate.

No Sale

Should the need arise to open the cash drawer without a sale, simply tap the No Sale button from the Quick Actions modal. At the resulting prompt, select a reason and then tap Open Cash Drawer to complete the action.

So that merchants can track No Sale events, we include all such activity in the recently added Drawer Report.

Create New Item

Users can quickly create new items with the Create New Item option in the Quick Actions modal. Once you have selected Create New Item, the POS will open the New Item modal.

Enter values as desired and click Create to save the new item. If needed, you can opt to Show all item fields before saving the items. Doing so will open this screen where you can enter additional item details:

Reprint Last Receipt

If you select Reprint Last Receipt, the POS will automatically reprint the receipt from the last transaction completed on the current station. It will print on the same printer as the original receipt.

Grid Imports

Here we describe how to create and upload new item grids via a single import, allowing you to import multiple new items and item grids, as well as update existing grids, in only one step.

Please note:

  • This functionality is available in Heartland Retail Connect version 7.40 or later.
  • Merchants must have the Import to Item Grids feature flag enabled.

If you have questions regarding the updates described in this document, please contact the Heartland Retail support team.

Exporting a Grid File

Before importing new grids, you must first create a file with the desired import schema. To do this, follow these steps:

  1. From the Grids page, enter desired search criteria and select Export. Please note that the Export option will not appear until you have selected at least one grid.
  2. The resulting file (.xlsx or .csv format) will include fields for the selected grid’s attributes which you can then edit and import to update the grids in your POS.
    Not only can you change existing grid attributes, but you can also add new grid attributes as well as new items.
  3. Once you have made desired changes to your file, you are ready to import the updated information into your POS.

Performing a Grid Import

During the import process, the POS will automatically import the following grid level attributes along with any others you have selected:

  • Description
  • Long Description
  • Cost
  • Original Price
  • Price
  • Custom Fields
  • Dimensions
  • Active

To perform an import of your updated grid data, follow these steps.

  1. From the Inventory page, go to Grids and select Import.
  2. Select Upload and browse to the desired file.
  3. The POS will display a preview of the changes so you can verify that it is correct before completing the operation.
  4. When you are ready to process the import, select Complete Import and wait for a success notification.

Please note:

  • If your import file contains a grid number that is already in use, the POS will automatically check to see if the grid exists and, if so, will overwrite existing data for that grid with the updated values contained in the import.
  • If your import file contains new grids and/or items, the POS will automatically add these to your POS data during the import process.

Age Verification

To facilitate the sale of age-restricted items, you can configure your POS to display a DOB (date of birth) banner on designated workstations. When the corresponding Show DOB age banner is enabled for a station, this banner will display in the upper right corner of the app and will show ‘born on or before’ birthdates for defined age requirements. In this example, we see DOB banners for two age requirements, 18 and 21 years old. You can enable this under Settings | Locations | Stations | Station Settings.

IMPORTANT NOTE: Enabling this banner will override existing custom branding.

Download Links

Here are links to download the latest version of Heartland Retail Connect: