SmartPOS Basics
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      7 | "Hold Sale" Till Function

      This article explains the 'Hold Sale' function button in the SmartPOS which can be used to pause transactions temporarily so that operators can complete separate Transactions and return to continue the Held Sale later.

      This article explains the 'Hold Sale' function button in the SmartPOS which can be used to pause transactions temporarily so that operators can complete separate Transactions and return to continue the Held Sale later.

      In other words, "Hold Sale" is a Till Function that allows Transactions to be placed on Hold while Processing - but prior to being Finalized - so that another Transaction can be Processed in the meantime. This can be useful in a setting where Transactions are not held on Tables or Tabs. In a busy Bar, Pub, or similar environment this can be used for an Operator to serve multiple customers simultaneously while properly accounting for Stock, without tying up the Workstation or waiting for a Transaction to be Finalized. For example, a Bartender waiting on a Guinness to settle before Finalizing the Transaction with a guest can begin serving another guest in the meantime by placing the original Guinness Transaction on hold.

      Multiple Transactions can be placed on Hold if the Operator has the correct privileges set.

      Prerequisites
      • The Operator Privilege Multiple Sales On Hold must be enabled for an Operator to put more than one Sale on Hold simultaneously
      • If this flag is disabled, the Operator will only be allowed to place one Sale on Hold at a time
      • This flag can be found within Operator Maintenance on the Till Privileges Tab
      Placing Sales on Hold
      • Once an Operator has logged on to a SmartPOS Workstation, complete the following steps to place a Transaction on Hold

      1. Select the Product/s to be Sold to a Customer; they will appear in the Transaction Window as usual

      2. Navigate to and tap on the Hold Sale Till Function button in the Till Function Panel; the Product/s will be cleared out of the Transaction Window and placed On Hold



       

         

        • The Operator can now proceed to Process another Transaction or perform other Functions on the Till

        • By repeating the above steps, multiple Transactions can be placed on Hold simultaneously if the Operator has been authorized to do so

        • If the Operator is not authorized to place multiple Transactions on Hold, a warning prompt will display if they attempt to place additional Transactions on Hold


         

        Retrieving a Sale on Hold
        • Once an Operator has logged on to a SmartPOS Workstation, complete the following steps to retrieve a Held Transaction
        1. Without being in a Transaction, tap the Hold Sale function button located in the Function Panel; a window will open displaying all of the Held Transactions
        2. Either double-tap on the desired Transaction or highlight the desired Transaction and tap the Select button
        3. The Transaction will no longer be On Hold and the Product/s from the Held Transaction will appear in the Transaction Window

         

        • At this point, the Operator may continue on with the Transaction as usual or place it back On Hold
        Held Sale Window Functions
        • There are a group of buttons at the bottom of the Held Transaction Window that will display by default
        • By default, the Held Transaction window will display Transactions from all Workstations, but for only the Operator currently Logged On

         

          Button Option

          Description

          Visual/s (if applicable)
          Select
          • Tap this button to Select a highlighted Held Transaction
          • This will take the Transaction off of Hold and display the Product/s for that Transaction in the Transaction Window
          		 N/A
          Limit to This Till Only
          • Tapping on this button will hide the Held Transactions from other Workstations and display only the Transactions from the current SmartPOS Workstation being used
          • When this button is tapped, it will also change to read Show All Tills
            • Tapping Show All Tills will return to the Default view

           

           

           
          Show All Operators
          • Tapping this button will show all Operators' Held Transactions in addition to the Operator that is logged on currently
          • Also, when this button is tapped, it will change to read Limit to Mine Only
            • Tapping Limit to Mine Only will return to the Default view showing only the logged on Operator's Held Transactions

           

           
          Cancel
          • Tapping this button will close the Sales on Hold window and return to the main SmartPOS screen
          		 N/A

           

           
          Logging Off with Held Sales
          • An Operator can log off from a SmartPOS Workstation with Held Transactions, however, a prompt will appear warning that they have Transactions on Hold
          • If Yes is selected, the Operator's Held Transactions will be cleared
          • If No is selected, the Operator's Transactions are held until the Operator logs on again
            • When an Operator with Held Sales logs in to a SmartPOS Workstation, the default "Sales on Hold for This Operator and All Tills" window will display
            • The Operator can either select a Held Transaction from that window to Open it or select Cancel to return to the main screen
          Hold Sale Expiration TimerGlobal Settings Configuration

          • Within Global Settings there is a Timer that can be set regarding Held Sales that will place an Expiration on the length of time that a Sale can be placed on Hold
          • When a Transaction is placed on Hold, a countdown will begin based on the number of Minutes set in the Timed Hold Sale Mins field
            • When the countdown reaches zero (0), the Held Sale has reached its Expiration and an Alert prompt will be triggered to display via SmartPOS
            • If this field is set to zero (0), then there is no timer
          • The Expiry Warning by Operator flag determines where the Alert will appear
            • If this flag is enabled, the Alert will appear on the SmartPOS Workstation where the Operator who placed the Sale on Hold is logged in at the time that the Alert is triggered
            • Alternatively, if this flag is disabled, the Alert will appear on the SmartPOS Workstation where the Held Sale was created and will disregard where the Operator who placed the Sale on Hold is currently logged in
            • I.e., this flag controls whether the Hold Sale Expiration Alert moves with the Operator or stays with the Workstation
          Example
          • With the Timed Hold Sale Mins set to 1, after a Sale has been on Hold for 1 minute, the Hold Sale Expiration Alert will display on the SmartPOS Workstation screen as determined by the Expiry Warning by Operator flag
            • If SmartPOS is performing another Transaction at the time of the Hold Sale Expiration, the Alert will not appear until the other Transaction is complete

          • If Yes is selected, the Sale will be Recalled and will become the active Transaction to allow for it to be Finalized and/or amended by the Operator
          • However, if No is selected, the Sale will be Cleared
            • This will create an Audit in BackOffice

           

          Hold Sale Security
          • Security functionality is in place with regards to Hold Sales which requires no configuration and will ensure the following:
            • Held Sales are Finalized prior to changing Shifts
            • Accounts cannot place multiple Sales on Hold at one time
          Hold Sale Shift Change Security
          • If Held Sales remain when an Operator attempts to perform a Change Shift or Print Balance function via SmartPOS - a warning prompt will appear on the SmartPOS Workstation screen informing of the number of Sales on Hold and will ask if they would like to Clear them

           

          • If No is selected, the Shift Change or Print Balance function will be canceled, allowing the Operator to Recall and Finalize the Held Sales prior to proceeding
          • If Yes is selected, all of the Held Sales will be cleared and an Audit will be created in BackOffice for each Sale individually
          Hold Sale Account Security
          • If an Account is selected via SmartPOS to start a new Transaction and that Account currently has a Hold Sale attached to it, a warning prompt will appear on the SmartPOS Workstation screen informing the Operator and asking if they would like to Recall the Held Sale

          • If Yes is selected, the Held Sale that is attached to the Account will be Recalled to allow the Operator to Finalize the Transaction
          • If No is selected, the Account will not become active on SmartPOS, the Sale will remain on Hold, and the Operator can proceed to use SmartPOS as usual
          "Hold Sale Cleared" Audit
          • An Audit with the Audit Type called Hold Sale Cleared will be added to the Audit Report under the following circumstances:
            • When a Hold Sale is Cleared by selecting No from a Hold Sale Alert prompt following a Hold Sale Expiration
              • This Audit will not be created if the Hold Sale is re-opened first by selecting Yes from the prompt, but then Cleared using the Clear function; i.e., the Audit is only created when the Hold Sale is Cleared via selecting No from the Hold Sale Alert prompt
            • When a Sale/s on Hold is Cleared by completing a Shift Change or Print Balance function and selecting Yes from the warning prompt to proceed with the function
          • The Audit can be seen in BackOffice via the Audit Report

           

          • Optionally, an Alert can be set up to trigger whenever a Hold Sale Cleared Audit is created

          "Hold Sale" Details in BackOffice

          Transaction Journal

          • When a Sale is placed on Hold, it will appear in the Transaction Journal with the Transaction Type of Hold Sale
          • This Transaction Type will apply to the Sale as long as it remains in the Hold Sale status

           

          • When a Held Sale has been Recalled to become an active Transaction again, the Transaction Type will then be Hold Sale Recalled
          • Once an Operator Finalizes the Recalled Held Sale, it will be processed as a normal Sale

          Till Balance Report & Till Summary

          • If a Transaction has a Transaction Type of either Hold Sale or Hold Sale Recalled, it will not be reflected on Till Summaries or Till Balance Reports because these Transaction Types have not yet processed Stock or Sales