Process point of sale transactions from the office

Overview

Point of Sale (POS) lets you sell items to your customers from designated business locations and generate invoices without attaching a job or any job-dependent information. If you need to attach a non-job invoice to a project, you can create an invoice directly from the project dashboard without having to book a job. For more, see Add an invoice to a project.

Note: Equipment cannot be sold with a POS invoice.

Things to know

• You cannot add discounts or fees on a POS invoice.

Set up POS locations

Use POS locations to manage where and how you create POS transactions. You can set up multiple POS locations. For example, if you have four cash registers in your store that you use for POS transactions, create a POS location in ServiceTitan for each register. Now, when you process a POS transaction, the POS invoice includes location details without you having to enter it manually. Additionally, if you have two physical store locations that sell different items or have different tax zones, you can create a POS location in ServiceTitan for each store.

To add POS locations:

1. Go to the navigation bar and click Settings  .

2. In the side panel, click Invoicing > POS Locations. The POS Locations screen opens. 

3. Click + Create Location. The Create POS Location screen opens. 

4. Enter the POS location details:

• Location Name—Give your POS location a name.        

  Tip: Use a name that is specific to that location in your business. For example, Front Counter.

• Default Customer—Assign a default customer to the POS location. Default customers are used in cases where customers don't want to provide personal information, like a name, phone number, or address to create a profile within ServiceTitan.

• Tax Zone—The tax zone you select reflects the sales tax rate associated with the physical location of where the sale takes place. For more on creating tax zones, see Sales tax setup.

• Inventory Site—Truck or warehouse where you pull inventory from when you sell an item to a customer.

• Business Unit—Business unit associated with the POS transaction.        

  Note: If you use ServiceTitan Payments, make sure the business unit is the one associated with your ServiceTitan Payments merchant account.

• Pricebook Categories—You can select one or more material and service categories. The items that you can select to sell when creating a POS invoice are the items associated with the categories you select. For more information, see Set up and manage pricebook categories and subcategories.        

  Note: To populate the material under the POS location, the Pricebook category assigned to the material should be listed under the Pricebook Categories section in Settings > POS Locations.

     

• Assign Users—Assign one or more employees to give them permission to create POS transactions for that location. For example, if you have three cash registers in your warehouse, assign specific employees to create POS invoices at each register.        

  Note: You can assign employees to multiple POS locations. An employee must be assigned to a POS location in order to create a POS invoice.

5. When you're finished, click Save.

Record a POS transaction

After you create POS locations for your business, you're ready to process POS transactions. You can create a POS invoice for a default or existing customer. If you want to create an invoice for a new customer, see Add a new customer.

To record a POS transaction:

1. Go to the navigation bar and click POS.        

   Note: If you're assigned to more than one POS location, the Select POS Location pop-up opens. Select your POS location and click POS Settings.

   The Invoice screen opens with the default customer record that was set up in the POS location record.     

2. Click Edit   next to Invoice # and enter an invoice number for the POS transaction.        

   Note: If this is left blank, an invoice number is automatically generated.

      

3. To change the customer from the default no-name customer:        

   1. Click Edit    on the customer record. 

   2. On the Select Customer pop-up, search by customer name or address in the Search field and select the customer.                

      Tip: On your keyboard, press the spacebar to see a list of customers.

                 

4. To change the location associated with the transaction, click the POS location tag and confirm on the pop-up that invoice items and details will be removed due to new location settings. 

5. Add tasks or materials to the POS transaction in the Invoice Items section:        

   1. Search for a task or material in the Search field and select the item to populate the fields.                 

      Tip: On your keyboard, press the spacebar or begin typing to see a list you can select from.

   2. Update the description, quantity, and price as needed.

   3. If this is a chargeable material, turn on the Charge toggle.                

      Note: Tasks cannot be chargeable.

                 

   4. If you want to tax the item, turn on the Tax toggle.

   5. If you want to add more items, click Add Item.

6. When you're done, do one of the following:        

   1. If the customer wants to pay later, click Pay Later. An invoice is created. To apply a payment to the invoice later, see Collect a payment.          

      Note: This option is only available when the customer on the POS invoice is not the default customer.

      Note: If a Pay Later pop-up opens, select a payment term and click Done. Account configuration is required to use Payment Terms. Please contact your success or implementation manager for details.

                 

   2. If you're collecting payment now, click Add Payment. The Add Payment screen opens. You're now ready to apply a payment to the POS invoice.            

Apply a payment to a POS transaction

After adding the materials and tasks to the POS transaction, apply a payment.

1. On the Add Payment screen, select a Payment Type.

2. Update the fields as needed.

3. Select either Cash or check or Credit Card:        

   1. If you select Cash or check, click Create & Apply Payment. The message Payment successfully saved and applied displays and the Invoice screen opens showing Invoice Paid.                

      Note: If the invoice is not paid in full, it shows a Remaining Balance with an Add Payment and a Pay Later button so that you can add another payment now or later. For example, you can add two payments if your customer is buying a material that costs $150 and wants to pay $100 with cash and $50 with a credit card.

   2. If you select Credit card, do one of the following:                

      1. Click Charge & Apply Payment to immediately process the payment and apply it to the POS invoice.

      2. To hold off on charging the credit card, click Expand   and select Create Payment Record Only.                          The Invoice screen opens showing Invoice Paid.                     

4. After the invoice is paid, you can:        

   1. Click Print to print a receipt of the invoice.

   2. Click Email to email a receipt of the invoice. On the Email Invoice screen, enter the email information and click Send.

   3. Click New Invoice to create another POS invoice.                

      Note: After payment is made for the invoice, the POS invoice can't be edited.

Want to learn more?

• Visit ServiceTitan Academy and enroll in Point of Sale Transactions

• See Process point of sale transactions in ServiceTitan POS