Article Contents
Overview
This guide offers basic guidance on the use of Heartland Retail POS for Android with a customer-facing display (CFD).
If you have questions regarding any of the information provided in this guide, please contact the Heartland Retail support team by phone at 833-844-4767 (select option 1, then option 2), or by email at hretailsupport@heartland.us.
Using the POS (Basic Tasks)
The following sections describe the basic features within the Heartland Retail POS and how to use them. We will cover:
- Sales Tickets
- Adding a Customer
- Adding a Sales Rep
- Adding an Item
- Processing a Credit Card Payment
- Processing a Void
- Processing Return
- Closing a Drawer
- Reviewing the Daily Summary
Processing a Ticket
Once logged in, you can begin a sales ticket.
Adding a Customer
If you wish to add a customer to your sales ticket, select + Add Customer at the top of the screen.
Next, you will fill out the required customer fields and add additional datapo you want to collect. When finished, press the + Add Customer button.
Adding a Sales Rep
On the POS screen, click the + Sales Rep button at the top of the page. This will launch the pop-up shown below. You can either select the desired names by checking the boxes to the left, or by typing a name into the search box and pressing enter.
- To add one rep only, you can click directly on their name.
- To split a ticket between two or more sales reps, you can select multiple reps from the dropdown list. This option will evenly split the ticket, including sales reporting, amongst the selected sales reps.
Adding Items
Next, you will begin adding items for your sale. You can do so either by scanning the item’s barcode or by searching for the item.
From the item page, you can add multiple items at once by checking their boxes and pressing the + Add Selected Lines button, or you can add desired items one at a time by simply clicking the item numbers. You can also change the quantity of the item you are adding from this page.
As you add items, the Amount Due at the bottom of the screen will continuously update.
Throughout the transaction, the CFD will display additional items as you enter them in the POS, and will display a running total in the Totals section in the lower right corner of the screen. This area will include Subtotal, Taxes, Total, Discounts and Due.
Once you have added all desired items, the CFD will display the ticket total screen. This screen includes a View Summary option that is collapsed by default.
If you apply a payment amount in excess of what is due, the CFD will display a Change Due line in the Totals box indicating the amount due to the customer.
If the customer taps View Summary option, it will expand to display the itemized receipt.
If you select credit card as a payment method, the CFD displays a prompt for the customer to insert, tap, or swipe their card.
The CFD will display status indicators, including warnings and errors, when processing card payments.
If you have Signature Capture enabled, upon applying a successful credit card payment, the CFD will display a signature prompt for customers.
Upon completion of a transaction, the CFD will prompt the customer to select their preferred receipt delivery. The options displayed will vary since they are based on each location’s configuration.
Following your selection, the CFD will display a prompt to enter appropriate contact information (mobile number for Text and email address for Email).
For merchants offering text and email receipt options, we recommend setting the Automatically Print Receipts in the Point of Sale Settings screen to No so that receipts print only when the customer selects the Print button.
Finally, the CFD will display a thank you message along with the logo you have uploaded in the back office Settings under Company.
Credit Card Transactions
As with other Heartland Retail platforms, when you are ready to initiate a card payment on an existing ticket, select the Tender button and then select Credit Card > Add Payment.
Here, we will explore some common scenarios.
Contactless
Customer taps their card on the Heartland Reader. If it fails to read the card data, it will prompt the customer to try again, either by tapping, inserting, or swiping the card.
EMV
Customer inserts their chip card. If the Heartland Reader cannot read the chip, it will prompt the customer to reinsert the card. After three failed attempts, the Heartland Reader will prompt the customer to swipe the card instead.
Swipe
Customers can swipe their card for payments only after other methods have failed, or if their card does not have chip or contactless features.
Manual Entry
To initiate a manual entry transaction, from the Add Payment window, select Manual Entry from the Payment Mode dropdown list. As previously stated, manual entry should be used only after all other methods of capturing card data (insert/swipe/tap) have failed.
The Heartland Reader will prompt the customer to provide their card to the cashier for manual entry. Enter the card information in the fields provided and tap Submit. As you enter the card number, the POS will check the entry and inform you if it is invalid.
Please note: The Address field is not required but, if you enter a value, use only the street address in the Address field (for example, 123 Main St). Do not input city and/or state. If entered, the address is used along with the Address Verification Service (AVS) to protect against fraud.
Gift Card Transactions
The Heartland Reader allows you to perform all essential functions related to gift cards. These include loading value onto a card, checking or adjusting its balance, and redeeming its value. Please note that this functionality is only for Heartland Gift.
If you select gift card as a payment method, the CFD displays a prompt for the customer to swipe their gift card. In this example, the cashier specified a gift card payment of $336.
Please note: Heartland Retail does not allow you to apply gift card payments in excess of the total due.
Payments
When you are ready to initiate a card payment on an existing ticket, select the Tender button and then select Gift Card > Read from Payment Terminal.
After the customer swipes the card, the gift card data (along with its balance) will display on the POS. Enter the desired payment amount and tap Add Payment.
Lookups & Adjustments
To perform a simple lookup, or to adjust a gift card’s balance, select Point of Sale and then select the Gift Card button near the top right.
After the Gift Card pop-up displays, you can either enter the gift card number manually in the provided field, or select Read from Payment Terminal.
Once the POS receives the gift card data, the gift card balance will display in a new pop-up.
This pop-up allows you to add funds, and to view the gift card history.
Once the payment is complete and you are ready you can press the Complete button.
Processing a Void
To void a payment, simply press the Void button next to a completed payment on an open ticket.
The POS will display a Please wait… modal while the void is being processed.
Once the void is complete, you will be returned to the ticket where you will see that the payment was voided.
A message indicating the payment was successfully voided will display on the CFD for three to five seconds.
Then the CFD returns to the Your Summary screen so the customer can see the Total Due.
Processing a Return
When processing a return, you will first find the original ticket and then select the items you wish to return and remove any items you don't wish to return.
When processing a return, the CFD will display items as they are added to the return. As with sales, it will display the total screen along with the View Summary option at the bottom.
When you have everything entered correctly you can click the Tender button to complete the return and enter the appropriate tender method to refund the customer. Once you complete the return, a green success banner will display.
Upon completion of a transaction, the CFD will prompt the customer to select their preferred receipt delivery. The options displayed will vary since they are based on each location’s configuration.
Following your selection, the CFD will display a prompt to enter appropriate contact information (mobile number for Text and email address for Email).
Finally, the CFD will display a thank you message along with the logo you have uploaded in the back office Settings under Company.
Closing a Drawer
Next, we will review closing the drawer. Select the hamburger menu on the top left and then select the option to Close Drawer.
You will be brought to the screen to enter amounts for each denomination of bills and coins, as well as any checks. Once everything looks correct, you will click Confirm Count.
You will then see either an overage or shortage if applicable.
Then, based on your desired float amount, it will tell you how much you should deposit. Enter the actual deposit amount and select Close Drawer.
A pop-up confirmation will display to confirm you want to close the drawer. You can either go back or confirm.
Once the drawer is closed, you will be directed to the Open Drawer page.
Reviewing the Daily Summary
To review your daily summary you will click the Sales tab and a drop down will open and you will select Daily Summary.
Here you will be able to select the date, location, station of your choice and either Print or Export PDF.