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1 - Installation
2 - Configuration
3 - Terminals
4 - Accounts
5 - Inventory
6 - Invoicing
7 - Purchasing
8 - Reporting
9 - Tools
eQuate Point Of Sale comes bundled in two software packages; the Terminal (Client) which is to be installed on computers that you want to sell from, and the Back Office (Server), which is already pre-installed and acts as a hub/gateway for your various clients (terminals). eQuate Point Of Sale allows you to sell products easily and quickly. eQuate POS synchronizes every 5 minute by default, keeping all of your sales records updated no matter which location the terminal is installed at.
Before beginning your installation, you should ensure your system meets the software minimum requirements.
Minimum system requirements
Minimum system requirements
Linux Software requirements
If you are running a Linux or Mac operating system. Follow these instructions for installation of eQuate POS - Client.
Enter SQL database information, and provide Terminal ID.
Enter your eQuate Back Office (Server) SQL credentials.
Synchronization may take up to 30 minutes, depending how large your database is.
Once the synchronization is complete, you will see a login screen (default).
eQuate POS can be installed on Windows operating systems. Download and install the Windows installation file from our downloads page.
Be sure your systems meets the system requirements.
On Windows, to begin the install; select the eQuate POS icon on your desktop.
Enter your Back Office (Server) URL. You can find these details within your eQuatePOS.com profile.
Select the database install type, and Terminal ID, or auto-generate the Terminal ID.
Enter your eQuate Back Office (Server) SQL credentials. You can find these details within your eQuatePOS.com profile.
Synchronization may take up to 30 minutes, depending how large your database is.
Once the synchronization is complete, you will see a login screen (default).
eQuate supports multiple currency symbols. If your desired currency symbol is not listed, there is an option to enter a custom currency symbol.
Change the default currency by locating "System Currency" under "Locale" in Settings & Modules.
This guide assumes all of your hardware components have been installed and in working order. If you need assistance with setting up your device drivers, please contact your IT support person, or hardware manufacturer.
Currently not supported - to be supported in a future release.
This guide assumes all of your hardware components are installed and in working order. If you need assistance with setting up your device drivers, please contact your IT support person, or hardware manufacturer.
Keyboard Emulation type devices are the only current supported devices. Generally, almost all USB hardware manufacturered after 2011 is keyboard emulated.
Keyboard Emulation type devices are the only current supported devices. Generally, almost all USB hardware manufacturered after 2011 is keyboard emulated.
This guide assumes all of your hardware components are installed and in working order. If you need assistance with setting up your device drivers, please contact your IT support person, or hardware manufacturer.
To use the Cash Drawer feature, you must have a supported Printer. The printer should support 5 pin (Printer to Cash Drawer) connection.
eQuate POS provides tax management in the Back Office. Tax groups hold mulitple tax rates. Tax rates can be applied to certain locations and hold various rates. For example, in Canada, some provinces require two different tax rates to be applied to items. An example of this would be GST (5%) and PST (7%) in Ontario, Canada. For this setup, one single Tax Group would be setup, and then two individual tax rates would be added and assigned to the tax group.
Tax groups hold various tax rates. Only one tax group can be used when applying tax to a product or item.
Add your online store in the Back Office area. Select "New Online Store".
Enter your VirtueMart SQL details and press "Save Changes".
Tax rates can be added within the Tax Group. You can add an unlimited amount of tax rates under tax groups.
After saving your online store to eQuate POS, you will see "Pending" until the system has synchronized.
To disable the synchronization, select "Edit" under Actions and set the status to Disabled and press "Save Changes".
During the creation of each product, you can set the default tax group for that product. However, sometimes you may need to add custom items to an order. Setting the default tax group will ensure the proper tax group is applied to these custom items. Setting the default tax group also allows you to create products quicker by not having to select your preferred tax group everytime.
After saving your online store to eQuate POS, you will see "Pending" until the system has synchronized.
Operators can login using an I.D. number, and a PIN (if applicable). Enabling this feature will allow you to use Payroll functions, Chat functions, and Sales Tracking.
Cash Out screen showing "Customer Entitlement" option which will display the customers total loyalty points.
Adjust Loyalty points on the Customer Profile screen by going to More > Loyalty.
Adjust Loyalty points on the Customer Profile screen by going to More > Loyalty.
Adjust Loyalty points on the Customer Profile screen by going to More > Loyalty.
Login screen with system time and information buttons.
eQuate POS allows you to add different types of payment methods (cash, debit, credit) so you can track the types of payments your customers make. By default, eQuate POS is already configured with popular payment methods like Cash, Debit, and Credt.
From the Back Office, create a new Payment Method by clicking "Add Payment Method".
Select the relavent areas you would like the users assigned in this group to access. Any areas that are not selected, the user will not have access to.
eQuate POS can communicate to payment debit terminals like the Ingenico Desk 5000 or Ingenico Move 5000. This allows you to combine external hardware to have a integrated payment solution with your Point Of Sale. The Ingenico device you are adding to eQuate POS must be on the same local network as your eQuate POS terminal.
Supported devices:
| Manufacturer | Model | Support |
|---|---|---|
| Ingenico | Desk 5000 | Yes |
| Ingenico | Move 5000 | Yes |
Ingenico Devices:
You will need to configure your Ingenico Desk/Move 5000 before adding it to eQuate POS
You should;
If you have the Move 5000 model, you should increase the sleep timer. The Move 5000 must always be connected to a power source for integration to work.
Once you have backed up your Prestashop database, you can proceed to add the connection between Prestashop and eQuate POS from the Back Office.
Configure the Ingenico Desk/Move 5000 by accessing the Terminal area within the Back Office.
On the Peripherals tab, select Ingenico Desk/Move 5000 and fill in the terminal details then press "Save Changes".
Select the payment type you have configured for the peripheral and click Add to send the request to the peripheral.
PrestaShop is an open source based shopping cart available for free. PrestaShop allows you to customize your website with a large choice of available templates in their marketplace. PrestaShop also has many addon's that are compatible with eQuate POS.
Always make a back-up copy of your PrestaShop database before adding it to eQuate POS.
eQuate POS can connect to your PrestaShop database and synchronize orders, products, and customers with your in-store operation. Some functions that eQuate offers may not be available in PrestaShop. See below for the full list of supported features:
| eQuate Feature | PS 1.5 | PS 1.6 | PS 1.7 |
|---|---|---|---|
| Attributes | Yes | Yes | Yes |
| Customers | Yes | Yes | Yes |
| Discounts | Yes | Yes | Yes |
| Gift Cards | Yes | Yes | Yes |
| Images | Yes | Yes | Yes |
| Inventory | Yes | Yes | Yes |
| Loyalty | No | No | No |
| Multi Store | Yes | Yes | No * |
| Orders | Yes | Yes | Yes |
| Stock Adjustments | Yes | Yes | Yes |
* PrestaShop discontinued native Advanced Stock Management starting in version 1.7.x. You can add additional stores in eQuate POS, but only one can deduct from PrestaShop inventory. You can choose to share inventory between PrestaShop and a store, or you can also have them as seperate inventories.
Before connecting eQuate POS to PrestaShop, you may need to make adjustments to your PrestaShop installation.
Database:
Once you have backed up your Prestashop database, you can proceed to add the connection between Prestashop and eQuate POS from the Back Office.
Add your online store in the Back Office area. Select "New Online Store".
Enter your Prestashop SQL details and press "Save Changes".
Configure the connection between Prestashop & eQuate POS.
After saving your online store to eQuate POS, you will see "Pending" until the system has synchronized.
To disable the synchronization, select "Edit" under Actions and set the status to Disabled and press "Save Changes".
VirtueMart is an open source based shopping cart available for Joomla. Joomla is a open source content management system (CMS) that allows you to create dynamic websites.
Always make a back-up copy of your VirtueMart database before adding it to eQuate POS.
eQuate POS can connect to your VirtueMart database and synchronize orders, products, and customers with your in-store operation. Some functions that eQuate offers may not be available in VirtueMart. See below for the full list of supported features:
| eQuate Feature | VirtueMart 2 | VirtueMart 3 |
|---|---|---|
| Attributes | No | No |
| Customers | Yes | Yes |
| Discounts | Yes | Yes |
| Gift Cards | Yes | Yes |
| Images | Yes | Yes |
| Inventory | Yes | Yes |
| Loyalty | No | No |
| Multi Store | No * | No * |
| Orders | Yes | Yes |
| Stock Adjustments | Yes | Yes |
* VirtueMart only supports one stock inventory database by default. You can add additional stores in eQuate POS, but only one can deduct from VirtueMart inventory. You can choose to share inventory between VirtueMart and a store, or you can also have them as seperate inventories.
Before connecting eQuate POS to VirtueMart, you may need to make adjustments to your VirtueMart installation.
Database:
Limitations:
Once you have backed up your VirtueMart database, you can proceed to add the connection between VirtueMart and eQuate POS from the Back Office.
Add your online store in the Back Office area. Select "New Online Store".
Enter your VirtueMart SQL details and press "Save Changes".
Configure the connection between VirtueMart & eQuate POS.
After saving your online store to eQuate POS, you will see "Pending" until the system has synchronized.
To disable the synchronization, select "Edit" under Actions and set the status to Disabled and press "Save Changes".
WooCommerce is an open source based shopping cart available for free as an plugin for WordPress. WordPress allows you to customize your website with a large choice of available templates in their marketplace. WooCommerce also has many addon's that are compatible with eQuate POS.
Always make a back-up copy of your WooCommerce database before adding it to eQuate POS.
eQuate POS can connect to your WooCommerce database and synchronize orders, products, and customers with your in-store operation. Some functions that eQuate offers may not be available in WooCommerce. See below for the full list of supported features:
| eQuate Feature | WooCommerce 5.x |
|---|---|
| Attributes | Yes |
| Customers | Yes |
| Discounts | Yes |
| Gift Cards | No |
| Images | Yes |
| Inventory | Yes |
| Loyalty | No |
| Multi Store | No |
| Orders | Yes |
| Stock Adjustments | Yes |
Before connecting eQuate POS to WooCommerce, you may need to make adjustments to your WooCommerce installation.
Database:
Limitations:
Before you connect eQuate POS with WooCommerce, you will need to create an API key in WooCommerce's settings.
Within WordPress, generate your API key by going to WooCommerce > Settings > Advanced > REST API.
Provide the API key a Description and select an Adminstrative user and set the permissions to "Read/Write" and press "Generate API key".
Take note of the Consumer Key and Consumer Secret which you will need while adding WooCommerce to eQuate POS.
After you have generated your WooCommerce API key, you must install the eQuate POS plugin. The plugin allows eQuate POS to communicate to your WooCommerce site.
From your WordPress backend, click "Plugins", then "Add New". Click Upload Plugin and attach the eQuate POS WooCommerce plugin zip file you downloaded.
After the plugin has been installed, locate it on the list of plugins and click "Activate".
Once you have backed up your WooCommerce database, created an API key, and installed the eQuate POS WordPress plugin, you can proceed to the final step of adding the connection between WooCommerce and eQuate POS from the Back Office.
Add your online store in the Back Office area. Select "New Online Store".
Enter your WooCommerce API details and press "Save Changes".
Configure the connection between WooCommerce & eQuate POS.
After saving your online store to eQuate POS, you will see "Pending" until the system has synchronized.
To disable the synchronization, select "Edit" under Actions and set the status to Disabled and press "Save Changes".
Security Groups allow you to restrict certain areas of your Point Of Sale system. For example, you can create a security group that allows users to run reports but not create new invoices. Security Groups can be configured in eQuate POS Back Office. Once a Security Group is created, users can then be assigned to the new security group by editing the user profile in the Back Office.
From the Back Office, create a new Security Group by clicking "Create Security Group".
Select the relavent areas you would like the users assigned in this group to access. Any areas that are not selected, the user will not have access to.
Users have access to your Point Of Sale system. Users can be assigned to certain Security Groups to restrict or allow access to certain elements of your Point Of Sale. Users can be added in the Back Office area of eQuate POS.
From the Back Office, access the User area in the Settings Menu. To create a new user, click "New User".
The login screen allows for both e-mail address/password or operator ID & PIN.
The eQuate Terminal is a seperate peice of software that runs on Windows or Linux. The Terminal is generally installed at the check out of a store. It's used for completing transactions, looking up information, and also some basic inventory tasks.
After opening up eQuate POS Terminal, if logins are enabled, it will prompt you to login. You can edit your operator ID/PIN's in the User section of the Back Office.
Finding the eQuate POS icon on a Windows PC
If logins are enabled, you will need to sign in using your credentials.
If Terminal logins are enabled, you can access the back office directly from the Terminal. The Back Office is essential to running your store. You can use the Back Office to create purchase orders, receive inventory, edit calendars, and more.
To access the Back Office, click the Globe icon at the top menu bar.
Inside the Dashboard in the Back Office area.
A sale is the first step in the process of selling inventory. A sale will turn into an invoice once it has been held, or completed. This guide will explain the work-flow of completing a sale. Once a sale is completed or held, inventory will be deducted from the warehouse stock bucket. A held sale can also be cancelled, or completed. A completed sale can only be refunded.
There are multiple ways to add an item to a sale. In this example, we will explain the easiest method; using the top search bar. The top search bar works like any search engine. For example, if you were adding a Large Red Shoe to the order; simply search "large red shoe", and select the proper product on the drop down. If the product you are adding also has a barcode (EAN-13, UPC-A, UPC-E, etc...) you can also scan that into the top search bar.
Once items have been added to a sale; attributes like discount, price, tax, quantities, and notes can be changed.
Default sale screen.
Use the top search bar to search products by name, or barcode.
Assuming the customer alreaded exists in your system, you can quickly add customers to orders. Adding customers to orders allows you to quickly lookup previously purchase items, award loyalty points (if enabled), and use Account Credit (if enabled). There are multiple ways to add a customer to a sale. In this tutorial, we will focus on the easiest method which is using the top search bar.
Using the top search bar to find customers by name, e-mail, or phone number.
When a customer is added to an order, the customer's details will appear above the item list.
Once you've added your items, and customer to the sale (if applicable); you may want to also adjust any extra variables; like discounts and coupons. The final step in any sale is to add a payment. The payment must be greater, or equal to the amount owing for the order to be finalised and moved into "Complete" status. You can also put an order on hold if you are not ready to complete the sale. Completed and held orders have their inventory deducted from your warehouse stock buckets. If a sale is held, and then cancelled, inventory is automatically returned into the originating stock bucket.
When you are completed your order, click "Payments" to add a payment to the order.
Enter the amount in the text box, and press "Add".
After adding payments to order; a window will prompt to print a receipt.
Sales can be put in a "Held" status. This allows you to hold inventory for a customer, and even take partial payments. Any item placed on a held order will have their respective inventory bucket deducted. If the sale is cancelled or the item removed, inventory will return back into the stock bucket.
Inventory can take up to 10 minutes to be added or deducted into to their stock buckets (depending on your synchronization frequency).
After you've finished adding all of the items you wish to sell on the sale screen, you can place the order on hold. Once the order is on hold, the items will be deducted from the available stock inventory bucket.
From the Sale screen, click the "Options" button.
From the "Options" menu, select "Hold Sale".
View the status of the Sale by looking on top of the item list.
Sometimes the sale will need to be cancelled. When the sale is cancelled, all inventory will be returned back in their available inventory bucket.
From the Sale screen, click the "Options" button.
From the "Options" menu, select "Cancel Sale".
Confirm that you want to Cancel the Sale.
If your store offers an in-store warranty, or refunds; you can process them using the Terminal. Refunds can only be completed on invoices that have been completed. Refunds do not automatically get added back to your inventory. When a refund is completed, it is added to a queue in the Back Office (Inventory > Refunds). This queue is where you can decide of the product can be resold (put back into inventory), or discarded.
You can refund individual items on an invoice. You can also select and refund multiple items on an order.
Select the items you want to return. They will highlight blue. Then select the red "Refund" button in the item menu.
Complete the refund details, the quantity refunded, and the refund reason then press "Save Changes".
A new sale will be generated and you can either add a replacement item to the order, or just add a Payment to the order by clicking the "Payments" button.
You can activate and also redeem gift cards using the Terminal. You can automatically generate gift card SKU's (barcodes on gift cards), or you can manually scan/enter them in. eQuate POS supports UPC-A, UPC-E, EAN-13, or Code 39 barcodes on gift cards. Gift Cards can also be assigned to a customer, or given an expiration date. Once a Gift Card has been completely redeemed, it cannot be used for future purchases. Gift Cards can be used multiple times until the amount added to the gift card has been met.
Although Gift Card balances are debited immediately on the local Terminal, it may take up to 5 minutes for other Terminals to see the new gift card balance.
Assuming you have a Gift Card product created, you can add a gift card to a regular sale, and then complete the sale. After this, you should then activate the gift card so the user can use it for future purchases. This is a two step process (selling the gift card, and then activating it).
From the Sale screen, click the "Options" button.
From the "Options" menu, select "Activate Gift Card".
Complete the details of the gift card, then press "Save Changes" when complete.
You can redeem a gift card through the Terminal. A gift card can be redeemed by adding a Payment to the order, and specifying the amount you want to charge the gift card. A new window will popup and ask you to scan/enter the gift card barcode.
Enter the amount you want to charge to the Gift Card and press "Add".
Scan or enter the Barcode SKU of the Gift Card in the Card # text input field
Customers records are an integral part of any business. Tracking customers allows you to easily pull up previous purchases, provide loyalty, track refunds, and much more. Customers can be added, disabled, or deleted. You can attach customer accounts to individual sales. You can also assign customers to a group. Groups can provide additional features like group discounts and other features.
You can also delete, add, and disable groups within the Back Office. Group discounts take priority over individual product discounts.
Customers can be added to eQuate for record keeping and membership purposes. With the Loyalty module enabled, Customers can also accumulate points for redemption towards a discount on their order total. Customers can be attached to Invoices, Tickets, Calendar Events, Gift Cards, and Subscriptions. Attaching Customer profiles to Invocies gives you the ability to view purchase history for each Customer. Customers can be added to orders quickly in the Terminal. Customers can also be assigned a unique SKU for easy lookup during the checkout process. Customers can be added in the Terminal and the Back Office.
Use the Back Office to create New Customers. The Terminal can also be used to Create Customers.
Click "Save Changes" when you are complete.
eQuate offers a gift card/certificate system that is fully trackable and easy to use with your own gift cards.
Use the Back Office to create New Gift Cards. The Terminal can also be used to Create Gift Cards.
Click "Save Changes" when you are complete.
Adding Customers to Groups allows you to provide group discounts, group e-mails, and more. A customer can be added to one group. A default group can also be defined. You can add as many groups as you need. Loyalty can also be enabled, or disabled depending on the group preference. A group might consist of Wholesalers, Regular Customers, or others.
Groups must be created in the Back Office. Customers can be assigned a group during creation, in both the Back Office and Terminal. Groups can be renamed, deleted, and created in the Back Office. If you offer a loyalty program, you can disable the loyalty offerings for each group.
Adding a new Group in the Back Office area.
After creating/modifying the Group, click "Save Changes".
Group Discounts take precedence over all other discounts. If a Customer is added to a Sale that is apart of a Group Discount, no individual discounts will be added; only the group discount will apply.
Edit an existing Group in the Back Office area.
After modifying the Discount percentage, click "Save Changes".
Subscriptions allow you to offer recurring billing to your customers. Subscriptions automatically renew and send invoices to customers for payment. If the product being billed is a stockable item, inventory will be deducted when the invoice has been paid. You can set automatic suspensions for non-payment, and also offer proration on billed items.
Subscriptions are maintained in the Back Office area. You can add, remove, or hold subscriptions. Past due invoices from Subscriptions will appear in the Collections module. Subscriptions offer payment terms like Net 7, 10, 15, 30, 60, and 90. You can also set a Subscription to be Due On Receipt (payment taken immediately).
Adding a new Subscription in the Back Office area.
After creating/modifying the Subscription, click "Save Changes".
Having inventory to sell is a critical factor in any business. eQuate POS has the ability to track and manage inventory across all multiple stores and warehouses. You can transfer and adjust inventory on the fly, or create Transfer Orders to track large bulk transfers. Creating categories, and manufacturers help you organize your inventory better. Providing coupons and discounts can help you move inventory faster, and provide more value to your customers. You can also track after sale refunds, and process them with the ability to track the item from sale to refund.
Adjustments can be made to inventory through the Back Office and the Terminal. Adjustments can be made to increase, or decrease stock. You can track the reason for adjustments by providing the Adjustment reason.
Stock adjustments take a few minutes to appear on other Terminals.
Adjustments can be made to inventory through the Back Office and the Terminal. Adjustments can be made to increase, or decrease stock. You can track the reason for adjustments by providing the Adjustment reason.
Access the New Adjustment option by using the Back Office.
Fill out the Adjustment details, and click "Save Changes" when complete.
Bulk Adjustments can be made to many different products at once. Bulk Adjustments are uploaded with a CSV file. An example file is included in the software.
Access the Bulk Adjustment tool in the Back Office.
Use the example file to build your CSV file. When ready, click on "Upload CSV".
Fill out the CSV details, and upload the file you created. Click "Import" when ready to start the import process.
By defining Attributes & Values during the product creation progress, you allow for more in-depth reporting on Product Sales. It also organizes your stock by rolling up similar products into one product. For example, if you sell Shoes, you may want to seperate them into Sizes and Colours. A product can have multiple attributes assigned to them.
Attributes are the top level of a combination. Each Attribute contains Values. For an example, and Attribute may be called "Size", or "Colour". You would then create Values under each respective Attribute. A value would be Size 10, Size 9, or Blue or Red. You can create Attributes in the Back Office area. Once you create an Attribute, be sure to create Values under each Attribute.
Create a new Attribute in the Back Office area.
Fill out the Attribute details, and click "Save Changes" when complete.
Values are the second part of Attributes. A value lies below an Attribute. Values consist of related information, like sizes, or colours. For example, a Attribute called "Colour", may have multiple Values assosciated with it; like Blue, Red, or Green. When you are creating new Products, you can associate each new product with an Value if required. Values can only be added in the Back Office area.
Create Attribute Values in the Back Office area.
Fill out the details of the new Value and click "Save Changes" when complete.
Organize your products with Categories to allow for greater reporting. Products can be associated with multiple categories. Discounts can also be associated with Categories, allowing you to provide category specific discounts for customers.
Use the Back Office to add or edit Categories
Fill in the details of the Category and press "Save Changes" when complete.
Coupons and Discounts can be added to sales. Discounts can be automatic, based on conditions like Category or Manufacturer. Coupons can be added to sales orders by scanning a SKU, or manually adding a coupon to the sale. Coupons and Discounts reduce the total price charged. You can also track usage of various Discounts and Coupons with reports.
Coupons can be added to a sale, which will then discount items based on the Coupon's conditions. For example, you can add a coupon that only provides discounts to certain products in a Category, or Manufacturer. You can also choose to provide a total discount on every item. Coupons can be attached to a SKU, allowing you to scan coupons during check-out. Coupons should always be added at the very end of the Sale process; after all items have been inputted into the Sale.
Create or modify Coupons in the Back Office.
Fill out the New Coupon details and click Save Changes when complete.
Discounts can be given automatically during the check-out process. Discounts can be given certain conditions before applying a discount. For example, you can add a automatic discount based on Category, Manufacturer, and Quantities.
Create or modify Discounts in the Back Office area
Fill out the New Discount details and click Save Changes when complete.
Manufacturers are the producers of certain products. You may carry multiple products from a single manufacturer. Discounts and coupons can also be setup based on product manufacturer. If you are using Supply Management, you can also automatically order products based on Manufacturer.
Use the Back Office to add or edit Manufacturers
Fill in the details of the Manufacturer and press "Save Changes" when complete.
A product is something you sell. A product can be an item that has stock, or an item with no stock associated with it (such as a service, or fee). Products can be added to invoices, purchase orders, and transfer orders. A product may also have attributes associated with it (like colours, or sizes). If a product contains multiple similar properties with each other, but in differ in colours, or sizes for example, you can define multiple product attributes under one product. Each of these product attributes would also have it's own stock bucket as well.
Products are the top level placeholder for items you sell.
From the Back Office, you can create New Products by going to the Inventory tab, then Products & Warehouses.
Fill out the New Product details, and use the side left menu to add more details about your New Product. Click Save Changes when complete.
Products are the top level placeholder for items you sell.
From the Back Office, you can create New Products by going to the Inventory tab, then Products & Warehouses.
Fill out the New Product details, and use the side left menu to add more details about your New Product. Click Save Changes when complete.
Warehouses can also be considered a "Store". If you have multiple locations (stores or warehouses), each location should be added as a Warehouse. Each Product in eQuate has inventory associated with a Warehouse.
Use the Back Office to find the Customer entry.
Use the left "Credit" menu to edit the New Limit for the Customer. Press "Save Changes" when complete.
After a successful refund, the refund will still need to be validated. Validating your refunds allows you to return the stock to inventory, or discard the product if it is broken or not able to be sold again. You can manage your refunds in the Back Office area. Refunds do not automatically return to stock.
When returning stock to inventory from a Refund, it can take a few minutes to appear on other Terminals.
Create or modify Coupons in the Back Office.
Fill out the New Coupon details and click Save Changes when complete.
If you have multiple warehouses, you can transfer inventory between them. You can create a Transfer, with multiple products added from one source, going to multiple (or a single) destination. Transfers are not included as an adjustment. Transfers can also be completed using the Quick Transfer tool. The Quick Transfer tool allows you to transfer single products between warehouses.
Transfers can take a few minutes to appear on other Terminals.
A standard Transfer allows you to create a trackable list of multiple items being transferred. You can only transfer out from one source, but you can specify multiple destinations if you require.
Create Transfers in the Back Office area
Fill out the details of the Transfer and click Save Changes when complete.
Transfers can be done one at a time using the Quick Transfer tool.
Access Quick Transfers in the Back Office area
Fill in the Transfer details and click Save Changes when complete.
Creating invoices in eQuate POS is easy and can be done on the Terminal and in the Back Office. Invoices can also be e-mailed directly to your customers. Product sold by invoices will automatically have their stock deducted from their respective warehouse inventory bucket.
The Collections module allows you to view unpaid invoices quickly. When creating and invoice, you can also specify the terms of the invoice. When that term expires (past due), it will appear in the collections area.
Creating invoices in eQuate POS is easy and can be done on the Terminal and in the Back Office. Invoices can also be e-mailed directly to your customers. Product sold by invoices will automatically have their stock deducted from their respective warehouse inventory bucket.
You can create Invoices in the Back Office, and Terminal. To view the documentation around Creating An Invoice in the Terminal, view "Completing A Sale".
Each invoice contains items. An item is also known as a Product. You can add multiple items to an invoice. You can also change the warehouse source for each item, as well as the tax, price, and quantity.
You can create an Invoice in the Back Office and Terminal.
Click "Save Changes" when done creating or modifying the Invoice.
Invoices have various statuses, or stages. When creating an Invoice, the initial status will be Pending by default. In the pending status, the items have not been deducted from inventory. Once an Invoice status is changed to Held or Completed, inventory is removed from the inventory bucket. Held invoices can be edited, and unpaid. Once an Invoice is marked Completed, you will no longer be able to edit the invoice.
Changing a status can be done manually, or the system will automatically change the status for you. As you progress along creating the Invoice, the status will change. For example, when you add a payment to the Invoice that exceed the due balance, the status will automatically update to Completed. When you refund an Invoice, the status will change to Refunded.
Find the Invoice within the Back Office area.
After modifying the Invoice status, click "Save Changes".
When creating and invoice, you can also specify the terms of the invoice. When that term expires (past due), it will appear in the collections area.
Each invoice contains items. An item is also known as a Product. You can add multiple items to an invoice. You can also change the warehouse source for each item, as well as the tax, price, and quantity.
When an item is added to a Pending Invoice, the inventory is not yet deducted. Once the Invoice is paid, or enters the "Completed" status, the inventory will then be deducted. Putting an Invoice on Hold, will also reduce the inventory.
Even if products are deleted, you will still be able to view the item sold on any Invoice.
Locate the Invoice in the table, and click on "Action", "Edit".
Click "Save Changes" when done modifying the Invoice.
If you've added Prestashop or Virtuemart to eQuate POS, the invoices generated from these systems will appear in this section. When combining Prestashop or Virtuemart with eQuate, you can keep your customers, orders, inventory, and stock counts synchronized for both in-store and online.
A payment can be added to Invoices. Once an Invoice has been completely paid, the Invoice will change into the Completed status. You can add unlimited payments to Invoices. You can modify Payment details, like date, amount, and method in the Back Office.
Use the Back Office to add payments to existing Invoices.
After filling out the Payment details, press "Submit".
Purchase orders allow you to keep track of your inventory purchasing. You can create purchase orders quickly using CSV import, or adding items manually. Tracking these purchases allow you to report how much you've spent with a certain supplier or manufacturer. You can enhance your purchasing by enabling Supply Management, which will automatically place orders with your suppliers.
Purchase Orders are the recommended way to keep track of your ordering, and inventory adjustments. You can also add expenses on to your Purchase Orders to track exactly the cost of your inventory supply.
Track outgoing expenses with the Expense function. An expense is any outgoing money from your business. You can create custom expense categories for custom reporting. Expenses can also be assigned to a Purchase Order.
An Expense is any outgoing cost to your business. Phone bills, hydro bills, inventory from your suppliers, and more. You can add expenses in the Back Office. Expenses can also be reported on. Expenses can be assigned a category, or warehouse. Expenses can also have attachments attached to them.
Adding a new expense in the Back Office area.
After creating/modifying the Expense, click "Save Changes".
Expense Categories help organize your various expenses. Depending on the nature of your business, you may require additional or less expense categories. Expense Categories can be edited in the Back Office. You can also run reports based off expense categories which allows you to track overall expenses in an organized matter.
Adding a new expense category in the Back Office area.
After creating/modifying the expense category, click "Save Changes".
Purchase Orders are a way for you to track your inventory supply orders. Purchase Orders can be directly received into your various warehouse inventory stock buckets. Allowing you to track exactly where and when stock was replenished. Purchase Orders can be assigned to a User, Warehouse, Supplier, and Manufacturer. Purchase Orders can also be automatically generated using Supply Management. Purchase Orders can also be automatically submitted to its' vendor automatically, based on date, value, or a combination of both.
Purchase Orders have various statuses, or stages. When creating a Purchase Order, the initial status will be Pending by default. In the pending status, the items cannot be received into inventory. Once a Purchase Order status is changed to Submitted, Paid, or Shipped, the contents can then be received into inventory stock buckets. Once a Purchase Order is marked Completed, it will no longer be considered "Open", and no longer display in the list by default.
Changing a status can be done manually, or the system will automatically change the status for you. As you progress along your Purchase Order, the status will change. For example, when you add an expense on the Purchase Order, the status will automatically update to Paid. When you completely receive the Purchase Order, the status will change to Complete.
Find the Purchase Order within the Back Office area.
After modifying the Purchase Order status, click "Save Changes".
A Vendor can consist of either a Supplier, or a Manufacturer. You may choose to supply some products directly with the Manufacturer, or you can also supply products through a Supplier, who supplies various products with different manufacturers (also known as a Distributor). You can also enter a Custom vendor.
By setting up a Supplier, or Manufacturer, you can automatically submit your Purchase Orders through e-mail. Specify an e-mail address on the Supplier, or Manufacturer for this feature to be enabled.
You can manage, create, and remove your Purchase Orders in the Back Office. By default, only "Open" Purchase Orders are displayed. When a Purchase Order status is Completed or Cancelled, it is considered "Closed". You can use Purchase Orders to track your inventory purchasing, and directly receive items into your inventory stock counts.
Purchase Orders can automatically be generated by Supply Management, or manually created. You can also import items into Purchase Orders using CSV.
Create a new Purchase Order in the Purchasing section of the Back Office.
Click "Save Changes" when done creating or modifying the Puchase Order.
After a Purchase Order has been sent to you by the vendor; you may want to receive the ordered items directly into your inventory. You can complete this task while viewing a Purchase Order. You can also define what warehouse/store receives the inventory increase. Once a Purchase Order is completely received, the Purchase Order will automatically change the status to "Complete", and be considered "Closed".
Purchase Orders cannot be received in Pending status
View the Purchase Order within the Back Office.
Receive items into your Inventory and define which Warehouse to receive them into.
Suppliers provide your business with multiple different products to sell. A supplier can be known as many different things, for example, a Distributor. Purchase Orders reference Suppliers for contact details, and to provide reporting metrics when checking to see who you order from the most.
Adding a new supplier in the Back Office area.
After creating/modifying the Supplier, click "Save Changes".
Supply Management can automatically keep your stores stocked with inventory. You can set Supply Management to order a minimum, required, and maximum quantity by warehouse. If you have popular products that you want to keep stocked, enable Supply Management in the Settings, and start setting up Supply Management details when creating or modifying products. Supply Management will automatically create Purchase Orders as items get sold in-store or online. These Purchase Orders can then be automatically submitted to the Vendor.
Supply Management is disabled by default. You must enable Supply Management in the Settings.
Find the product in the Back Office area, and click on "Action", then "Edit".
On the left tab menu, select "Stock", then edit the details for Supply Management. Press "Save Changes" when complete.
Using bulk configure is an alternative way to quickly configure items with supply management.
Use the Back Office > Supply Management to Bulk Configure products.
After searching for the product, you can edit the Supply Management details, and click "Save Changes" when complete.
Reporting is critical for most businesses. With eQuate POS you can report on many different key performance metrics. For example, you can run the Income report, to view daily sales summaries for each of your warehouses/stores. You can also copy, or export this data into a CSV file for additional data manipulation.
Reporting is critical for most businesses. With eQuate POS you can report on many different key performance metrics. For example, you can run the Income report, to view daily sales summaries for each of your warehouses/stores. You can also copy, or export this data into a CSV file for additional data manipulation.
Adding a New Calendar through the Back Office.
Naming your New Calendar with a Name and a Description, pressing Save Changes when complete.
Naming your New Calendar with a Name and a Description, pressing Save Changes when complete.
eQuate POS comes with additional tools to help you manage your business. From scheduling employees to time tracking, you can get valuable information like labour rates, and more. The Calendar function allows you to schedule customer related events, like appointments & bookings. E-mail your customers in mass with the Mailings feature. You can also import and export data in mass using the Exports & Imports feature. Track customer issues with tickets, and create workgroups for easy access for staff to complete tickets and collaborate.
Calendars allow you to track customer events in detail. For example, you can create bookings if you are a hair salon, or schedule in customer rentals if you are a bike rental shop. Calendars contain entries called "events". These events can be on a certain time or day, depending on your need. You can select a start and an end time to each event. Once you have created your first calendar, you can start adding events to your calendar.
Calendars are a placeholder for events. You can create many different calendars.
Adding a New Calendar through the Back Office.
Naming your New Calendar with a Name and a Description, pressing Save Changes when complete.
Events are placed on calendars.
Adding a New Event to your Calendar.
Removing an existing event from your Calendar.
Exporting and importing information in bulk can speed up changes to your system. You can quickly adjust many variables in your system.
Exporting & Importing is for advanced users. Existing data can be accidentally overwritten very easily.
Feature available in Version 3.0.11 - Release date April 2021
Tickets can be created to allow you to track and address various business issues. You can open, close and hold tickets. Tickets can also be given a severity, such as Low, or High; depending on your requirement for that specific ticket.
Tickets can be changed to various statuses. Statuses allow you to manage your workflow.
Adding a new ticket in the Back Office area.
After modifying the ticket, click "Save Changes".
Workgroups can provide you a way of working as a team. You can assign tickets to workgroups, and all of the users in the workgroup can work on the assigned ticket. Workgroups can also be a good way of collaborating with various tasks, such as Projects & Tasks. You can assign various users to workgroups.
Create a new workgroup in the Workgroup section of the Back Office.
Click "Save Changes" when done adding or modifying the workgroup.
Tracking employee punches is a great way to improve labour efficiency. Employees can punch in and out for the day, providing you with an accurate total calculation of hours worked. Payroll can be easily completed but running a Timecard report in the Reporting section. You can adjust, remove, add punches using the Timecard section in the Back Office area.
Users can also self-track their Timecard punches in the Terminal, and in the Back Office area.
Terminal logins must be enabled for the timecard feature. If terminal logins are disabled, users will not be able to use timecards.
Create a new timecard entry for an employee by using the Back Office.
When completing the timecard entry, click "Save Changes".
Drag and drop existing entries, or click on a time period to add a new timecard entry.
General terminal login screen.
To Punch In or Out, click on the Clock and then "Punch In" or "Punch Out" on the bottom button of the menu.
eQuate Point Of Sale (POS) is a point of sale system that can run independently, or synchronized with various online shopping carts (like Virtuemart or Prestashop). Allowing inventory to be combined into one database for store front selling and online selling. It allows your website to be completely synced with your store/warehouse levels. Customers enjoy the ability to see real time stock on your website, and it also prevents back ordering issues, and messy situations. Start a Free Trial today!
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