ONE BUSINESS - ONE APP USER MANUAL

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1 ONE BUSINESS - ONE APP USER MANUAL 1

2 TABLE OF CONTENTS GETTING STARTED WITH SHOPBOX CREATE A PROFILE 4 CREATE A STORE 5 STARTING PAGE 5 HOW TO CREATE, EDIT AND DELETE CATEGORIES AND PRODUCTS CREATE CATEGORY 6 CREATE PRODUCT 7 CUSTOM PRICE 8 EDIT A PRODUCT 8 FAVORITE 9 EDIT A CATEGORY 9 CUSTOMIZING THE COUNTER SCREEN 10 QUICK-SWITCH MENU 10 START THE DAY 11

3 USER MANUAL END THE DAY 11 ONE BUSINESS - ONE APP CHANGE USER 12 HOW TO USE YOUR SHOPBOX COUNTER HOW TO SELL PRODUCTS 13 CASH PAYMENT 13 CARD PAYMENT 14 DIFFERENT PAYMENT TYPES 14 SPLIT PAYMENT 15 MIXED PAYMENT 16 BASKET ICONS 17 EXTRA AMOUNT 17 DISCOUNT 18 RETUR N 19 DELETE FROM BASKET 19 OPEN CASH DRAWER 20 SIDEBAR MENU 20 COUNTER 20 ECONOMY 21 TRANSACTIONS 21 EXPENSES 22 STAFF 22 CUSTOMERS 23 SETTINGS 23 HOW TO USE SHOPBOX RESTAURANT FUNCTIONS CREATE ROOM 24 CREATE TABLE 25 EDIT OR DELETE TABLE 25 USE OF THE TABLES 26 VARIANTS 27 MENUS 27 PRINTER AND TERMINAL INSTALLATION HELP INSTALL YOUR PRINTER 28 INSTALL YOUR TERMINAL 31 TERMS AND CONDITIONS 33 CONTACT 33

4 GET STARTED WITH SHOPBOX When you download the Shopbox app, you automatically get access to our Quick Service version. Shopbox Quick Service is made for stores and businesses where payment happens over-the-counter and immediately. Shopbox also offers a restaurant version of our app, with features such as rooms, table management, menues and multiple printing, amongst other functions which are critical for a restaurant to operate successfully. These features are described at the end of this manual. Please be aware that some screenshots from this manual may appear slightly differently from your own app if you are using the restaurant version. If you wish to access Shopbox for restaurants, please contact Shopbox on or write to us at support@shopbox.com. CREATE A PROFILE If you haven t already done so, please download the Shopbox app from the App Store for ios, or from the Windows Store for Windows. When you open Shopbox, you will be met by the screen shown on the left. If you ve already created a Shopbox profile through our back-office system, my.shopbox.com, you can skip the following step. If not, click on the text that says Click here to create account. To create an account, you must fill out: your first name, surname, and a password. The and password are what you will use from now on to log-in to Shopbox. Finally, you must accept our terms and conditions in order to advance. 4

5 CREATE A STORE The next screen guides you through the creation of your business. Please remember to contact Shopbox if you want access to our restaurant functions. You must fill out key information about your company and your store. Company is the company that owns your store - in some cases, they are the same. Under store information, the and phone number you type in is what will be visible for your customers to see on their receipt. These are NOT the same as your personal profile information that you entered previously. Hit Create when you are finished. STARTING PAGE The first thing you see when you log-in to Shopbox, is your counter screen. When you open your counter for the first time since closing the day previously, you will see the screen on the left, prompting you to enter your starting cash amount. This is the amount of cash in your cash-register when you start the day. If you have no cash, simply write 0. You can also close the screen by hitting the arrow in the top left, but it will ask you again next time you enter the counter screen. TIP: In settings, you can deactive the starting cash screen! 5

6 HOW TO CREATE, EDIT AND DELETE PRO- DUCTS AND CATEGORIES CREATE CATEGORY To start using your POS, you first need to create the products that you sell and assign them to categories for easier navigation. We will start by creating a category. 1: Press the pencil icon in the top right corner to enter edit-mode (shown in picture to the left). To leave edit-mode, click the pencil icon again. This will take you back to the counter screen. 2: Click on category at the top left of your counter screen to add a new category. 3: Type in the name of your category in the text field. This could, for example, be appetizers or any other relevant grouping of your products. 4: Click on the camera-icon to customize the appearance of the icon. You have the option of selecting a color of your choosing, or you can take a picture. 5: When added, your category should be visible on the counter screen. Remember to leave edit-mode! TIP: You can use the search icon next to the pencil icon to easily search for specific categories or products. 6

7 CREATE A PRODUCT 1. You create products by going in to the correct category, and entering edit-mode the same way by clicking on the pencil in the top right corner, as indicated on the picture on the left. Click on product in the top left corner to start adding a product. 2. When creating a product, you must give it a name and designate a price. Just as when creating a category, you can give the product a color or specific picture by clicking on the camera icon next to the name of the product. 3. You can enter a unit-type for the product. This is useful if you use Shopbox for keeping track of inventory, but is entirely optional. If you wish to use our inventory management, please download our back-office, my.shopbox, guide. 4. If you have a barcode-scanner, you can assign the product an SKU code by clicking in the field and scanning the product. You can also enter the code manually. 5. Hit Save when you are done entering all the required information and customizing your product. Your product is now ready to be used! You need to leave edit-mode in order to see your product on the counter. 7

8 CUSTOM PRICE By setting the sales price to 0, your product will have a custom price every time you make a sale. This is indicated by the small question mark under the product. Every time you click on the product, you will see the screen shown to your left, prompting you to enter a price. This feature can be useful if you have products that are priced differently every time. EDIT A PRODUCT In order to edit a product, you have to go into the category where the product is placed. By entering edit-mode (click the small pencil icon), you can click on a product and edit the details you have already entered, from price to name to the color or picture of the icon. You can delete a product by clicking on the little trash can icon when editing. Remember to leave edit-mode in order to get the product to show up on your counter screen. 8

9 FAVORITE PRODUCT When you are editing a product, you can click on the star icon, as shown on the left. This gives the product favorite status, meaning that it shows up on the first counter screen, next to your categories. This is useful if there are a few products or services that you sell more of than the rest, as having them on the front counter gives you quick access to them. EDIT A CATEGORY If you wish to edit a category, you need to enter edit-mode by clicking on the small pencil icon in the top right corner of the counter screen. Click on the category you wish to edit! You will see the window on the left open, allowing you to edit the name, picture or color of the icon. Remember to hit save when you are done! TIP: Remember to leave edit-mode by clicking on the small pencil icon in order to see your changes. 9

10 CUSTOMIZING THE COUNTER SCREEN By holding your finger down on one of the products or categories on your counter screen, you can move the icon by pulling your finger in the direction you want the icon to go. It works in the same way that you can arrange your app-icons on the ipad, and allows you to freely customize the appearance of your counter for easiest navigation. QUICK-SWITCH MENU At the bottom of your counter, you will see a quickswitch menu when you are inside a category. This allows you to quickly and easily switch between categories when an order requires it, rather than having to go back to the main counter screen every time you need to enter a new category. 10

11 START THE DAY When you open the app for the first time since closing the day previously, you will be met by the picture shown on the left, asking you enter the amount of cash you will be starting the day with. Enter the amount of cash in your register. If you have none, type 0. END THE DAY 1. When you are done for the day, go to the menu point transactions. Click on end the day. 2. Shopbox will ask you if you are certain that you want to end the day. This is just a safety measure - click yes to confirm. 3. The next screen shows the days turnover in Shopbox, separated by the different payment types. You don t have to do anything here - click next to continue, or on the arrow in the top left to go back. You can print by clicking on the printer icon if you need it. ATT: If you have an integrated terminal, it will end the day automatically when you have clicked the button in Shopbox. Therefore, even if you quit the end-of-day flow, your terminal will count new sales as a new day. 4. The next screen requires you to enter the amount registered on your payment terminal for the day, split into local, foreign and other cards. These numbers are accessible when you end the day on the terminal. 5. The next screen requires you to enter the amount of cash you have received. You can see (and edit if neces- 11

12 sary) your starting cash amount as well as your expenses, if you have registered any during the day. Cash to bank means how much cash you will take out of the register, while closing cash refers to the amount you wish to leave behind for the next day. 6. The next screen again allows you type in any additional sources of revenue, if you have any. 7. The final screen is a summary. If you have entered all the numbers correctly, and all sales have been registered in Shopbox, the difference shown at the bottom should be Click End the day to finish. If your difference is too large, you will be asked if you are sure you wish to close anyways. 9. The day is now ended! You have the option to print an end-of-day report if you need it by clicking on the printer icon. CHANGE USER You can change user in Shopbox in 2 different ways. You can either log out completely and log back in with a different user. Alternatively, for a quicker switch, you can use an assigned pincode. Read more under staff for how to apply a pin code. If you have a pin code assigned, click on your name above the basket and then change user. 12

13 HOW TO USE YOUR SHOPBOX COUNTER HOW TO SELL PRODUCTS When you wish to move a product to the basket, simply click on its icon on the counter screen. CASH PAYMENT Click on Cash at the bottom of the basket to make a sale with a cash payment. You will see the screen visible on the left. Click next if you have received an exact amount in cash, or type in the amount received. If less than the total, the price in the basket will subsequently update. Change is visible just under where it shows the total amount. 13

14 When the payment is completed, you will see the screen on the left, confirming that the sale is completed. From here you have 3 options: 1. Print a receipt for the customer by clicking on the small printer icon 2. Send a receipt by mail by typing in an and clicking on the small send mail icon. 3. Click on Next sale to finish and move on to the next sale. CARD PAYMENT Card payments are done by clicking on card at the bottom of the basket. If you do not have an integrated terminal, it will say payment completed immediately and it is your responsibility to check that the customer pays on the terminal. If you DO have an integrated terminal, the amount to be paid will automatically appear on the terminal and the customer can insert his or her card. Only when the payment has been accepted will the payment accepted screen appear in Shopbox. DIFFERENT PAYMENT TYPES By clicking on the button with 3 small dots next to cash and card at the bottom of the basket, you will be given the following options for payment: 1: Mobile payment (e.g. MobilePay) 2: Invoice 3: Giftcard 4: Split payment 5: Mixed payment 14

15 SPLIT PAYMENT You can split the payment if 2 or more customers/ guests wish to split the bill between them. In the left column are all the basket-items that are still not paid for. On the right are the items you have selected for payment. Clicking on an item on the left brings it over for payment in the right column. From there, you simply select the payment type at the bottom. After the payment is completed, it will be removed from the basket. You also have the option to split the bill into equal parts by clicking on the numbers on the far left. If you have made a mistake, you simply have to click on the product again in the right column to send it back. 15

16 MIXED PAYMENT If you wish, you can split the payment easily into different payment types. This is useful if a customer or guest wishes to pay half the bill in cash and the other half on card, for example. Select the first payment type, and enter the amount that the customer wishes to pay with this payment type. You can see the remaining amount at the bottom of the screen. Payment is then completed just as normal. When the first payment has been made, you are sent back to the screen asking you to select a payment method. Continue to select a payment method and enter an amount, until the entire amount has been paid. 16

17 BASKET ICONS At the top of your basket, you will find 3 icons: 1. Discount ( % icon) 2. Extra amount ( + icon) 3. 3 dots (more options) EXTRA AMOUNT If you hit the small plus-icon, you will be given the option to type in a custom amount. Use this whenever you need to charge for something that may not be listed as a product or service in your counter. Give it a description and press OK when you are done. You will be able to see it added as a separate product in your basket when you are done. 17

18 DISCOUNT In order to give a discount to a single product in the basket, you need to click on the product. From here, you can edit the amount, and give a specific discount (in percentage-form). You can add a note specifying why the discount was given. Click OK to return to your counter. You can see the discount under the product in red! If you wish to give a discount to the entire basket rather than the individual product, click on percentage-icon at the top of the basket. You can choose one of the predefined amounts, or type in your own (in percentage-form). Click OK to save the discount. The discount is visible above the total, at the bottom of the basket. The total price will have updated to the new total price, after the discount. 18

19 RETURN If you need to return one or more products, you need to use the return function in Shopbox. You will find it by hitting the 3 dots-icon on top of the basket, and selecting return products. When selected, you will notice the banner at the top of your screen turning red. Selecting a product in this state will count as a return item. You will notice the price of the product is red in your basket. From here, select the payment method that was used to pay in the first place in order to refund the transaction. DELETE FROM BASKET You can delete products from the basket by hitting the 3 small dots-icon above the basket, and selecting clear the basket. If you simply want to remove 1 product but not the entire order, swipe your finger to the left on the product in your basket, and you will notice a red delete button appearing next to the product. 19

20 OPEN CASH DRAWER You can always open your cash drawer by hitting the 3 small dot-icon and selecting open cash drawer. THE SIDEBAR MENU In the upper left corner of the app, you will find a small icon with 3 horizontal lines. Clicking this will open the sidebar menu, giving you access to the following pages: - COUNTER - ECONOMY - TRANSACTIONS - EXPENSES - STAFF - CUSTOMERS - SETTINGS - LOG OUT We wll now go through these pages one by one. COUNTER COUNTER is your counter screen where you complete sales. These are the functions we have already covered on the previous pages. 20

21 ECONOMY On the ECONOMY page, you have access to all your financial data. You can view transactions and turnover, while also finding an overview over your best selling products, categories and staff members. You can monitor your turnover hour by hour, or a different time parameter - simply click the small pencil icon in the top right corner to assign the time period you wish to see. TRANSACTIONS On the TRANSACTIONS page, you can find a complete list of all your transactions. You can find an old transaction by filtering them based on payment type, transaction ID, the last 4 card digits or by date and time. When you have found the right transaction, you can resend the receipt, reprint it or cancel/return the transaction if needed. It is also here, under transactions, that you will end the day. See End Of Day for more information regarding this. When you have cancelled or returned a transaction, you will see it marked in red at the top to indicate that it has been cancelled. 21

22 EXPENSES On the EXPENSES page, you can register any expenses that might occur during the day. This is to register when money from the counter leaves the register, and will be counted at the end of day flow. Click ADD new expenses in the top left corner of your screen, and fill out the following information: - Name of store you bought from - Description - Amount - Type of transaction - Add a picture of the receipt (required) STAFF You can add staff by going to the STAFF screen and selecting the green plus-icon in the top right corner. You have to fill out name, and a password. When created, the user can change their password to something more private. You also have to select what staff role you want to assign the new staff member: Admin (administrator role with access to all functions), Staff (normal staff account, can make sales but no access to financial data), Finance (can access financial data, but can t make edits or sales) and Manager (can access everything in-app, but not the my.shopbox back-office). Finally, you can create a pin-code if you wish your staff to be able to quickly switch between logins from the counter screen. You can edit any staff settings by clicking the pencil icon next to their name on the staff list. You can also import an excel-file by selecting import at the top of your screen. 22

23 CUSTOMERS On the CUSTOMERS page, you will find an overview over all the customers who have made a purchase in your store. They are automatically generated as a guest if you enter the of a customer when completing a sale to send the receipt by mail. On the customers page, you can give them their correct names or edit other details by clicking on the pencil-icon next to them on the customer list. Alternatively, you can create them yourselves by clicking the plus-icon in the top right corner. Clicking on a customers profile will show you their purchasing history with you. SETTINGS On the SETTINGS page, you will find a variety of options. You can edit the settings for your user profile, your business or general settings regarding the use of Shopbox. It is also here that you configure your receipt printer and card terminal. In general settings, you can activate or deactivate the use of sound effects, use of pin-code for quick-switch between users, whether you want to be asked about your starting cash every day and whether you want pictures of your products to show. TIP: If your Shopbox system is slow, deactivating these can help speed up your app. Clicking your name opens your profile settings. Clicking store settings allows you to edit store information: address, phone number, VAT %. It is also here that you write a text for your receipts choose (optional) the logo you want printed. 23

24 HOW TO USE SHOPBOX RESTAURANT FUN- CTIONS If you have a restaurant, Shopbox can offer you a selection of features especially created for you. On the following pages, we will cover how to create rooms and tables, as well as how to use them. If you wish to get access to our restaurant functions, contact Shopbox at or write to us at support@shopbox.com. ATT: Some restaurant features, like the ability to create menus and variants, can only be accessed through our back-office system, my.shopbox.com. CREATE ROOM When you open the Shopbox app and access the counter screen, you will be met by the screen visible on your left. Open tables shows which tables are active right now, while Takeaway is an option that allows you to make a sale without planting the order on a table. By selecting the small pencil in the top right corner, you can add more rooms to your restaurant. This could for example be if you have an outside area. Click add room and give it a name for identification purposes. You can edit and delete a room by first clicking on it on the left sidebar, and then selecting the pencil icon again. Click edit room. You can give it a new name, or delete if by pressing the trashcan icon. 24

25 CREATE TABLE When you have created a room, you can quickly add tables. When inside the room you wish to use, click first on the pencil icon again, just as when creating the room. From here, click the big green circle in the middle of the screen, as shown on the picture on the left. Give the table a name (can also just be a number) and hit save to complete the creation process. EDIT OR DELETE A TABLE When you are in the room you want to edit in, select the pencil icon in the top right corner, and select the table you wish to edit. Remember to save your settings when you are done! 25

26 USE OF THE TABLES When you have created the rooms and tables you need in your restaurant, you need to know how to use them and avoid sending the wrong orders to the wrong table. When you are entering an order, it is crucial that you are on the right table. When viewing your counter screen, you can see which table is currently selected by looking above the numbers in the basket. On the picture, it shows that we are on table #1, Indoors. By selecting ROOMS right above it, you gain access to the table overview, allowing you to select a different table. 1. The numbers visible on the left, above the basket, represents the different courses. In settings, you can select how many courses should be visible to use - the standard used here, and when you first start, is 4. You always start on the first course, indicated by the number 1 having a darker background, meaning it is selected. Choose the courses ordered for the first course, before clicking on the 2 for the second course. Continue until the entire order is placed. When you are done, select send to kitchen to start. In printer settings in settings, you can select specific printers for specific products, if, for example, you wish to send some products to the kitchen and otheres to the bar. if you wish to add more printers, this is done through our back-office system, my.shopbox. 2. When the guest is almost done with the current course, select Send to kitchen to send the next order to the kitchen. 3. Selecting the 3 small dots at the top of the basket allows you to move orders from one table to another if this becomes necessary. 4. Selecting move tables brings you to your overview of all rooms and tables available. Select the table you wish to move the order to and hit yes when asked if you are sure. 26

27 VARIANTS Variants allow you to have multiple sub-product options when making a sale. This is, for example, useful if you sell the same white t-shirt, but in different sizes. By accessing our back-office system, my.shopbox, you have the option to create variants for your products and items. For more information on how to create them, see our my.shopbox guide or contact shopbox at or support@shopbox.com. When you have created variants for a product, you access them by using the product as normal, except the variant possibilities will appear. On the picture on the left, a size variant has been added to the product Caesar Salad - small, medium or large. They all have different prices. MENU As with variants, menus are created in our back-office system, my.shopbox. For more information on how to create them, see our my.shopbox guide or contact shopbox at or support@shopbox.com. When the menu has been created, the menu will appear in the designated category. 27

28 PRINTER AND TERMINAL INSTALLATION HELP INSTALL YOUR PRINTER If you lose connection to your printer, you need to re-establish the connection. It only takes 2 minutes if you are aware of the printer you are using. Choose your printer from the list and follow the relevant guide on the following pages. If you still have doubts or cannot find your printer here, contact shopbox at for further support. ETHERNET (WIRED) PRINTER - If your printer looks like the one on the left, it is either a bluetooth or ethernet printer. If there is a wired connection to your router, it is an ethernet printer. If not, it is a bluetooth printer. BLUETOOTH PRINTER - If you have an MPOP printer, as shown on the left, you have a bluetooth printer. - If your printer looks like the one above, but is NOT connected to your router through a wire, you also have a bluetooth printer. 28

29 ETHERNET (WIRED) PRINTER - This printer needs to have a wired connection to your internet router. - Ensure that your ipad is connected to the same network router through WIFI. - If this is done correctly, the printer will appear in Shopbox. Go to settings and printer settings. - Select the area under main printer. Select Select printer. If you do not see anything on the list that appears, click the small circular arrow icon in the top right to update the list. - Select your printer from the list. Unless you have manually given it a different name, it will be called TCP, followed by a selection of numbers. You wlil be asked if you wish to make a test print - select yes to confirm the connection. - If you are still experiencing problems, contact Shopbox by phone at or support@shopbox.com. 29

30 BLUETOOTH PRINTER - Make sure that bluetooth is activated on your ipad. You can find this in the settings of your ipad. - If you do not see your printer appear on the list of bluetooth devices, try to turn it off and on again. If another device has been connected to the ipad through bluetooth, this can be the reason it no longer automatically establishes the connection. Make sure there are no other ipads or devices trying to establish a connection! - Your printer needs to be connected to your ipad through bluetooth before you connect it in Shopbox. Click on its name in bluetooth settings to connect to it. - Next, open your Shopbox app and go to settings. Go to printer settings. - Select the area under main printer. Select Select printer. If you do not see anything on the list that appears, click the small circular arrow icon in the top right to update the list. - Select your printer from the list. If it is an MPOP printer, the name will start with MPOP; if it is another bluetooth printer, it will be called something in relation to Star Micronics. You will be asked if you wish to test print - click yes to confirm the connection. - If you are still experiencing problems, contact Shopbox by phone at or support@shopbox.com. 30

31 INSTALL YOUR CARD TERMINAL If you have an integrated card terminal, you can quickly re-establish the connection. Shopbox integrates directly with 2 different terminals - the Ingenico ISMP and the Ingenico IPP 350. INGENICO ISMP - Check if bluetooth is turned on on your ipad. You can check this in settings on your ipad. If your terminal is visible already, try to connect to it. If not, follow the steps below. - Hit F1 on the terminal and run your X through the terminal, with the magnetic strip upwards. - Hit 1 for bluetooth - Hit 2 for pair with iphone - even if you are using an ipad! - Now your terminal should be visible on the iphone. Check your ipad to see if it appears under bluetooth devices. Click on it if it does. - Confirm that the same numbers appear on your ipad and your terminal. Confirm on both devices. - Click the red button on your terminal a few times to get back to the main display. - If it says connected on your ipad, go to settings in Shopbox. Go to card terminal settings. - Turn on activate terminal. You are done! - If you are still experiencing problems, contact Shopbox by phone at or support@shopbox.com. 31

32 INGENICO IPP Hit Menu on the terminal, and use 2020 as a password. - Hit 3 to go to the menu point HELP. - On the list of items, you will see an IP address towards the bottom. Write it down or take a picture of it! Go back to your Shopbox app, go to settings and go to card terminal settings. - Type in your IP address in the relevant text field. ATT: the zeros in front of other numbers don t need to be written, whereas those behind other numbers do. Example - if the terminal says the IP is , type it into Shopbox as Port number needs to be Hit Test connection and close settings. Wait 10 seconds, and try to do a test sale. The terminal should be connected! - If you are still experiencing problems, contact Shopbox by phone at or support@shopbox.com. 32

33 TERMS AND CONDITIONS Under Settings in the Shopbox app, you can access our terms and conditions for the use of Shopbox by clicking on about. CONTACT US We are open daily from 9:00-17:00 and look forward to hearing from you! Shopbox Denmark Rentemestervej 2B, 2400 Copenhagen NV, Denmark