Overview

1. Control Center: A cloud application accessible through a web interface.  
   
2. POS: A point-of-sale system, which combines hardware and software, is used at the retail store's payment point.
3. Handheld Device: Handheld devices are mobile computers that facilitate inventory management and customer service.

Editor's Note: We make every effort to keep the text and images in our User Guide up to date. However, FTx Cloud POS is regularly updated to improve the user experience. We apologize for any differences you may notice between the User Guide and the POS system you are using.

1. Introduction

1.2 Terminology 

1. POS: A POS, or point-of-sale, is any location where a sales transaction occurs. It can be anywhere, but it is most likely a restaurant, retail store, hotel, or similar establishment. 
2. POS System: A POS system is simply the central hub of any business and the combination of hardware and software. It is also where a customer executes payment for goods or services. Still, it can also perform many additional functions, such as inventory control, data reporting and analytics, and customer relationship management, among other key benefits.
   
3. POS Transaction: A POS transaction can also be known as a POS purchase, which is the point-of-sale purchase or “point” where a customer pays in exchange for goods and services. The payment can be in any form, such as cash, debit, credit, or mobile. The transaction is completed when a PIN, signature, or fingerprint is authenticated and authorized.
   
4. Age verification: Age verification is the process of verifying a potential buyer's age for age-restricted products by checking their government-issued identification. The products may include alcohol, cigarettes, pornography, or more. Age-restricted products may be legally limited to adults 18 or 21 years old. The merchant must verify the buyer's valid government-issued identification to confirm their purchase eligibility.
   
5. Loss prevention: Loss prevention is a store’s strategy for reducing inventory disappearance due to shoplifting, employee theft, return fraud, breakage, PO shortage, and other unwanted stock shrinkage reasons. Numerous implementation strategies can help reduce loss, including installing cameras, hiring security personnel, and utilizing a point-of-sale system with real-time inventory tracking and robust point-of-sale analytics.
   
6. Safe Drop: A safe drop removes excess money from a register to deposit into a secure location at the business. The secure location might be a safe, lockbox, back office, or another fortified location. This is not to be confused with a bank deposit or balancing the drawer at the end of a shift, which are both separate processes.
   
7. Register Z: A Register Z Report is a detailed printout of transactions for a point-of-sale register. In most POS systems, initiating a Z Report triggers the closing out of the register. Z reports should be run at the end of a shift or the day.
   
8. SKU Vs. UPC Vs. PLU:

1. SKU: Stands for stock-keeping unit and is a unique alphanumeric code used internally by a company to manage inventory and organize product catalogs. SKUs can be any length but are usually 8–12 digits. They can be printed as a barcode or the code itself and are readable by humans. 
2. UPC: This stands for Universal Product Code, a 12-digit code used by retailers to identify products externally. UPCs are purchased from GS1 US, a nonprofit organization, and are usually printed as barcodes. 
3. PLU: Stands for Price Look-Up Code and is a 4–5 digit code used to identify bulk produce in supermarkets. PLUs are administered by the International Federation for Produce Standards (IFPS).

2. Getting Started with Shift

2.1 Logging in and Out

1. Allows manual login by entering the employee ID and password.
2. Typically used when biometric or card access isn’t available.

1. Enables biometric login using a registered fingerprint scanner.
   
2. Provides quick, secure, and password-free access.

1. Allows login by swiping an employee or access card (magnetic stripe or RFID).
   
2. Often used in retail environments for speed and security.
   

1. Allows users to securely log in using facial recognition instead of manually entering credentials.
   
2. The system verifies the user’s identity by matching their face with the registered profile for quick and contactless access.
   

2.2 Clocking In and Out

1. Click the "Open POS" button displayed on the Dashboard. 
   

                                            Figure 2.3.1

1. The POS Main Panel will open. 

1. If the corporate employee enables the "Force A Starting Till" setting in Other Settings (Settings > POS > POS Device Global Settings > Other Settings), the Starting Till screen will appear. Enter the appropriate information and click "OK."
   

                                         Figure 2.3.2

1. If the corporate employee enables Dual Payment, the Choose Method Of Payment screen will appear. 

                                                Figure 2.3.3

1. Use the POS Panel to scan items, proceed with payments, and perform other cashier actions.
   

2.4 Adding or Searching for a Customer

2.4.1. Lookup Button

1. Click the "Add Customer" button on the right panel. The Phone Number Entry screen appears.
   

                              Figure 2.4.1.1

1. Enter the customer’s phone number using the keypad.
   
2. Click "LOOKUP" to look for the customer associated with the entered phone number.
   

1. The associated customer's profile will be displayed as below:           
   

1. Edit Profile: Opens the customer details window, allowing you to update personal information like name, phone number, or email.
   

 

                                                                             

                                                                                  Figure 2.4.1.4

1. Balances: Displays the customer’s total loyalty points, redeemable dollar balance, and total coupons. 
   

                                                                                                            Figure 2.4.1.5

1. Coupons: Shows all available and active coupons linked to the customer’s account. The coupon can be selected to be applied or printed.
   

                                                                                                Figure 2.4.1.6

1. Sales History: Lists the customer’s past transactions and purchase details.
   

                                                                                                            Figure 2.4.1.7

2.4.2. New Button

Adding a new customer

1. To add a new customer, click on the "Add New" button from the right panel.
   
2. On the Customer Lookup pop-up window, click on "New Customer."
   

                              Figure 2.4.2.1

1. Once you click on "New Customer," the Add New Customer window will be displayed.
   

                                                                                    Figure 2.4.2.2

Customer Details Screen Information: Enter the data as follows.

1. Name and Email: These include essential customer information.
   
2. Description: Provide some information about yourself. (Optional)
3. Address Fields: Include Address Line 1, Address Line 2, City, State, and Zip Code.
   
4. Gender / Birth Date / License #: Optional demographic or identification fields.
   
5. Referral: Used if the customer was referred by someone else.
   
6. Can Text / Can Email: Toggle options to allow marketing communication.
   
7. Card Number: Used to link loyalty or membership cards.
   
8. Mark as Employee: Marks the customer record as a store employee.
   
9. House Account: This option is displayed when the Allow House Account Pairing in POS setting is enabled in the Control Center. If the setting is disabled, the Link House Account option will not be displayed. To retrieve available house accounts, click "Link House Account." The POS retrieves all available House Accounts from the Control Center. The dropdown displays House Accounts in the following format: Company Name + House Account. Number. Example: Company ABC (12345).
   

The first House Account in the list is selected by default. Cashiers can select a different House Account if required.

1. Once the House Account is selected, click "Save." The customer profile is updated.  
   
2. The selected House Account is linked to the customer. 
   
3. If no House Account is selected: 
   
1. Only the other customer details are updated. 
   
2. No House Account association is added. 
   

                                                      Figure 2.5.2.2

Once all information is entered, click "Save" to create the new customer record. Click "Cancel" to exit without saving.

2.4.3. Advanced

                              Figure 2.4.3.1

2.4.4. Customer Lookup Window

The Customer Lookup window enables cashiers to quickly locate an existing customer record during a transaction. By default, customers can be searched using their phone number, with additional criteria available through the Advanced Search option.

2.4.5. Advanced Customer Search

                                                                                                            Figure 2.4.5.1

Clicking on the "Advanced" button opens a dedicated search panel that supports multiple lookup methods. Cashiers can search for customers using the following criteria:

• Phone Number
  
• Customer ID
  
• Last Name
  
• Email Address
  
• LNS Card Number
  
• License Number
  

The input field dynamically adjusts based on the selected search criterion. After selecting the appropriate filter and entering the required value, click "Search" to retrieve matching customer records.

2.4.6. Search Results Grid

                                                                                                            Figure 2.4.6.1

Matching customer records are displayed in a results grid with the following details:

• Customer Info: Displays the customer’s name and email address.
• Phone: Customer’s registered phone number.
• Location: Store or location assigned to the customer.
• License: Customer’s license number (if applicable).
• Actions:
  • View: Opens the customer profile for detailed review.
  • Add to Sale: Attaches the selected customer to the current transaction.
    

2.4.7. Action Buttons

• Cancel: Closes the Customer Lookup window without selecting a customer.
• New Customer: Opens the New Customer form to create a new customer record if no match is found.
• Request Phone #: Prompts the customer to enter their phone number directly on the connected PIN pad / payment terminal, if available. 

3. Handling Transaction

3.1 Ringing Items on POS

3.1.1 Scanning or Manually Adding Items to the Sale 

1. Scanning an item: When you scan it, it is automatically added to the sale. 
   
2. Adding an item manually: If scanning the product is difficult, you can manually enter the product UPC or PLU and click "Enter."
3. Searching for an item in POS: You may need to search for a specific item on the POS in cases such as when a customer requests it during the sale or when you encounter difficulty scanning a product due to a damaged barcode sticker, etc.
   

1. You can use the "Item Search" button to search for a specific item.
   

Figure 3.1.1.1

FYI: Most of our POS user clients prefer to keep this button on the Main Panel. However, a few POS user clients keep this button on the Cashier Functions panel. 

1. The Product Search screen will appear, as Figure 3.1.1.2 shows. Search for the products you want to add to the order.
   

1. Search By: The Search By drop-down lets you select the information type you want to insert in the search bar. You can choose from Description, UPC, UPC Expanded, Vendor Part, or Everywhere. 

1. Contains: The Contains filter helps refine product lookup by defining how the entered search text should match product data (such as item name, SKU, or description). When you select the Contains filter, the following matching options are available:
   • Does Not Contain: Returns products that do not include the entered search value anywhere in the selected field.
   • Is Equal To: Returns products that exactly match the entered value. This is useful for precise searches like exact SKU or product name.
   • Is Not Equal To: Returns products where the field value does not exactly match the entered value.
   • Starts With: Returns products where the field value begins with the entered search text. Ideal for quick lookup when you know the starting characters of a product name or SKU.
     

                                                                                                            Figure 3.1.1.4

1. All Products: The All Products drop-down menu allows you to select a product listing from All Products, Active Only, or Inactive Only. 
   

1. Search bar: The Search bar lets you enter the keywords based on which you want to search for the product.
   

1. Select the appropriate options for the Search By and All Products drop-downs, enter your keywords in the search bar, and click the "Search" button. 
2. After clicking "Search," matching products are displayed in the results grid based on the entered search criteria, as Figure 3.1.1.6 shows.
   

Each product record includes the following fields:

• PLU/UPC: Product lookup code or barcode.
• Description: Product name or description.
• Price: Current retail price.
• QOH (Quantity on Hand): Available inventory at the store.
• Qty: Quantity to be added to the transaction (editable).
• Actions: Available actions for the selected product.

Cashiers can update the Qty field directly in the grid before adding the item to the current sale.

3.1.2. Actions

The following action icons are available for each product:

• View: Opens the Product Details window for the selected item.
• Add to Sale: Adds the product to the current transaction with the specified quantity.
  

3.1.3. Product Details Window

Clicking View opens the Product Details pop-up, which provides comprehensive item-level information organized into the following tabs:

                                                                                                Figure 3.1.3.1

1. Information

Displays core product and pricing details, including:

• UPC / PLU
• Product Name
• Aliases (if configured)
• Quantity on Hand (QOH)
• Cost
• Retail Price
• Excise Tax
• Applicable Taxes
• Price (Inclusive of Tax)
• Additional attributes (if available)

2. Buydowns

Displays any buydown programs associated with the product:

• Buydown Name
• Buydown Amount

3. Eligible Discounts

Lists all applicable discounts for the product:

• Discount Name
• Actual Price / Base Amount
• Discount Amount
• Effective Date Range
• Loyalty Requirement (Yes/No)
• Limit (if applicable)
• Stackable (Yes/No)
• Quantity Conditions

3.1.4. Footer Actions (Product Details)

The following options are available at the bottom of the Product Details window:

• Vendor Parts: Opens a pop-up displaying vendor-specific product information:
  • Vendor Name
  • Part Number
  • Units per Part
  • Part Cost
• Print Label: Opens the label printing configuration window with options such as:
  • Product Name
  • Print Method, Format, Printer, and Price Type
  • Options (checkboxes):
    • Use Full PLU Number
    • Include Buydown
    • Include Discounts
  • Quantity selection for label printing
  • Display of current QOH
    
  • Print and Close actions
• Loyalty Campaigns: Displays a list of active loyalty campaigns associated with the selected product (if available).
• Add to Sale: Adds the product to the current transaction.
• Quantity Selector: Allows the cashier to adjust the quantity before adding the product to the sale.
  

3.1.5 Processing Remote Sales

In retail businesses, customers sometimes place orders in advance and then collect them later. Even in such cases, there can be big orders. The "Remote Sales" feature in FTx Cloud POS enables store employees to handle such situations easily. The store employee can scan the products using a handheld device as a remote sale and prepare the order. When the customer arrives, they go to the store's payment desk. The cashier can see the scanned order in the POS device's Remote Sales section and proceed with the payment. 

1. Click the "Remote Sales" button on your POS. The POS | Remote Sales screen will appear, displaying the list of all remote sales. Select the sale you want to proceed with and click "OK." The system will show the selected sale as the current sale. Proceed with the payment. 
   

3.1.6 Handling Open Department Items

1. Enter the item's price amount and click the "Open Department" button on your POS.
   
2. If the authorized user has allocated only one department as the open department, the system will log this item's sale to that department. You can continue scanning the other products or processing the payment. 
   
3.  If the authorized user has allocated multiple departments as open departments, the POS | Department Price Prompt screen will display the department names and the amount you entered. You can change the amount if required. Click the applicable department and continue scanning the other products or processing the payment. 

                                                                                               Figure 3.1.6.1

3.1.7 Handling Sales for a House Account

What is a house account?

A house account is a store-managed charge account that allows approved customers to purchase on credit. Customers associated with the specific account can buy products and pay later, typically through a monthly billing cycle or on any other payment terms.

1. Retailers often offer this option to trusted individual clients, corporate buyers, or regular customers who prefer simplified and recurring billing.
2. Unlike bank-issued credit cards, retailers establish credit limits, payment terms, and policies. House accounts are also utilized for internal staff purchases or promotional transactions.
   

Please follow the steps below to process sales for a house account: 

1. Click the "House Account Lookup" button on your POS.  
   

1. The POS | Phone Number Entry screen will appear.  
   

Figure 3.1.7.2

1. Enter the customer's registered phone number and click "Lookup" button to open the customer's screen directly. 
   

1. Click on "Choose for Sale" to continue with the sales as a regular sale. 
   
2. However, if the "Credit Hold" setting is enabled for a house account, the system will not proceed with the sale further until a manager overrides it by entering their credentials, after which the cashier can continue with the House Account Charge.
   

                               

Figure 3.1.7.4

3.2.1 Void Items

To do so, expand the item by clicking on the right arrow, and click on the  icon. Once you click on the  icon, a pop-up window will be displayed to ask for the reason to void the sale.

3.2.2. Cancel Sale 

3.2.3. Suspend Sale

3.2.4. Resume Sale 

To resume a suspended sale, perform the following:

1. Click on the down arrow and select "Resume Sale."
   

                                    Figure 3.2.4.1

1. The POS | Resume Sale screen will appear, listing all suspended sales. You can select the "All Suspended Sales" or "Only Register Suspended Sales" option to view the suspended sales list.
   

                                                                                                                  Figure 3.2.4.2

1. Click on the required sales record to select it. The Details section will show the details of the selected sale. Click "OK" to resume the selected suspended sale.  
2. If the product is age restricted, a popup will be displayed to verify the age and enter the age and click "OK."
   
3. The system will resume the sale. Please proceed with the regular sales and payment process.   
   

3.3 Discounts & Tax Exemption 

1. The authorized user from the Control Center defines discounts. If the discount is set for specific items, the POS will automatically calculate it during the sale.
2. However, to accommodate changing business needs, FTx Cloud POS allows authorized users to set a choice-based percentage discount on selected departments if required. The authorized users select the department(s) and discount percentage in the Control Center. 
   
3. When you scan the item from the selected department, you can choose to apply the set discount by clicking the "$ Off" or "% Discount" button. Your store will inform you if they have put such a discount. 

3.3.2 Applying Tax Exemption

1. Customers such as government entities, non-governmental organizations (NGOs), schools, etc., are eligible for tax exemption.
   
2. To apply the tax exemption, scan all items and click the "Tax Exempt" button. 
   

1. The Tax Exempt Information screen will appear. Add the required information in the fields and click "Confirm." The system will remove the tax from the sale. 
   

3.4 Processing Payments 

3.4.1 Cash Payment 

1. Click the "Cash" function key.
   

                                                                              Figure 3.4.1.1

1. While the customer is paying with cash, and if the total purchase amount is now a whole number, a pop-up window will be displayed asking for rounding up the amount. 
   

                                            Figure 3.4.1.2

1. Click on "Yes" if you wish to round up the total amount. Else, click "No" to pay the exact amount. 
   

                                                                  Figure 3.4.1.3

1. Click on "Done" to complete the transaction.

3.4.2 Card Payment

1. Press the "Tender" button configured for credit card sale payments.
2. Enter the amount to charge the credit card, and then press "OK."
   
3. Swipe the credit card, enter the card number and expiration date, and then press "OK." The merchant voucher, customer voucher, and customer receipt print (if configured).
4. Suppose your system uses OPI to process credit card transactions after the guest signs the merchant voucher to authorize the credit. In that case, you must visually verify that the signature on the merchant voucher matches the guest's signature on the card.

1. If the signatures match, click "Yes." Does the signature on the card match the one on the document? Prompt.
2. If the signatures do not match, click "No." The payment is voided, and a reversal request is sent to OPI. The check detail area appears, and the check remains open; we are awaiting a new payment tender.
   

1. Repeat steps until the check is paid in full.
   

3.4.5 Accepting A House Account Payment

1. Add/search for the customer who is part of a house account and the loyalty setting enabled.
   
2. Click on the "Due <Amount>" button from the right panel. 
   
3. Enter the amount or directly click on the "H/A Charge" button. 
   

1. The sale will be completed successfully.
   

4. Specific Cashier Actions

4.1 Safe Drops

1. Click the "Safe Drops" button, located in the Cashier Functions panel. 
   

1. Enter the Safe Drop amount and click "OK."
   

4.2. Pay In Pay Out 

1. The Pay In function allows you to add the specified amount of cash to the drawer.
2. The Pay In screen will appear when the cashier clicks on this button on the POS device. 
   

                                                                                                      Figure 4.2.1

1. The cashier can enter the amount and description to add the money and click "OK."   
   

                                                                                                Figure 4.2.2

1. The Pay Out function allows you to take out the specified amount of cash from the drawer.
2. The Pay Out screen will appear when the cashier clicks this button on the POS device. 
   

                                                                                                            Figure 4.2.3

1. The cashier can enter the amount and description to add the money and click "OK."   
   

                                                                                                            Figure 4.2.4

4.3 Item Return

Prerequisites:

[1] The cashier needs the authority to perform returns.

[2] POS will allow the item to be returned to the vendor only when the "Enable Return To Vendor" setting is enabled in Control Center. This setting is available in Settings >> POS >> Worksheet Settings >> Under Return Worksheet Configuration section.  

The user must select the item’s vendor’s name from the Pick list of allowed vendors for Return to Vendor section.

1. From the POS panel, click on the Return Item button.

1. Once you click on the "Return Item" button, this opens the POS | Return window, where you can initiate the return process.

                                                      Figure 4.3.2

1. In the POS | Return window, you will see the prompt: “Scan Item/Receipt to Return or Choose an Option Below." If you choose to "Scan Item/Receipt to Return" then ask the customer to show the receipt or item to be returned and scan it.
   
2. You can also proceed using one of the following methods:
   

1. Manually Enter Receipt #:
1. Click on "Manually Enter Receipt #."
   

                                    Figure 4.3.3

1. Enter the Register number and receipt number associated with the original transaction.
2. The system will fetch the transaction details for item selection.
   
1. Manual Item Return:
   
1. A prompt is displayed on the right asking to ** Scan Item / Receipt To Return **.
   
2. Enter the PLU number and click on the PLU button on the PIN pad displayed on the panel.
   

1. The Return Notes screen will appear. Enter the appropriate notes and click "OK."
2. The Enter Retail Price pop-up will be displayed to enter the price before proceeding to return.
   

1. If the product's condition is the same as it was while purchasing, click on "Confirm."
   
2. Click on the "Due" button to proceed further.
   
3. Select the payment method; the pop-up to round the sale will be displayed.
   
4. Click the option accordingly.  
   
5. The POS | Add Return To Worksheet screen will appear. You can choose from three options: Return To Inventory, Return To Vendor, and Return To Warehouse.
   

4.3.1 Return To Inventory 

Please note that when you choose this option, the system will not create a worksheet. 

The system chooses the Return To Inventory option by default. You can make the appropriate selections based on the item's conditions. 

It is a business decision to decide which items should be returned to the vendor and which should be returned to the warehouse. We recommend you learn about your store's return policies or discuss this with your manager. 

1. Vendor: Choose the vendor from the drop-down.
   
2. Worksheet: Choose the worksheet type: Vendor Return, Vendor Return Damaged, and Warehouse Return.
   
3. Part#: This field will be prefilled.
   
4. Partial: Mark this checkbox if you are returning the partial item.
   

Notes: Select the applicable notes from this drop-down.

4.4 Price Check

Purpose in practical terms

• Allows the cashier to check item price instantly
  
• Avoids accidentally adding the item to the cart
  
• Helps respond to customer price inquiries quickly
  

Typical usage scenarios

• Customer asks: “What is the price of this item?”
  
• Cashier wants to confirm price before scanning into billing.
  
• Price needs to be verified without affecting the current sale.
  

How it works

1. Click on the "Price Check" button.
   

                                                                                          Figure 4.4.1

1. Scan or enter PLU/UPC and press "Enter."
   

                                         Figure 4.4.2

1. System displays Product Details page. For more information, refer to 3.1.3. Product Details Window section.
   

                                                                                                                  Figure 4.4.3

4.5 Changing Salesman

1. Suppose you have selected "Prompt for Login":   
   

1. When the cashier clicks on the "Choose Salesman" button on the POS device, the POS | Choose Cashier / Salesperson screen will appear, as Figure 4.6.1 shows. The new cashier can log in using their employee ID.
   

1. Suppose you have selected "Prompt for Salesman": 
   

1. When the cashier clicks this button on the POS device, the Cashier List drop-down will appear, as Figure 4.6.2 shows. The new cashier can be selected from the list.  
   

                                            Figure 4.5.2

5. POS Actions 

5.1 Reconciliation

5.7 Managing Lottery Games

5.8 Re-register Fingerprint

1. Control Center
   
2. Web Preferences
   

5.10 Training Mode

1. The Training Mode feature will be available to the cashiers with the required permissions. 
   
2. The corporate employee can generate the "Training Mode Usage Report," which provides information related to training mode access, including activity types, locations, registers, cashier details, and the corresponding timestamps from Control Center.