Point of sale

Each case gives the exact steps in the Vivlab register. The register runs in a web browser and needs an internet connection: without one, no sale is recorded.

Your situation	Case
First sale coming up	Set up the register before the first sale
A customer buys and pays	Make a sale
Payment in cash and by card	Pay with two payment methods
Give a discount	Apply a discount
The customer has a record with you	Sell to a known customer
A business asks for an invoice	Issue an invoice instead of a receipt
Item returned, customer wants refund	Refund a returned item
The customer prefers a credit note	Issue and use a credit note
Customer hesitates or wants a quote	Hold a sale or make a quote
End of the day	Close the day
New seller	Add a staff member
Two people on the same register	Switch seller
Card payment terminal	Take a card payment

Roles: a Seller sells, holds tickets and takes payments; a Supervisor can also open Receipts and record returns; a Manager has full access (store, management, settings).

Set up the register before the first sale

Example: your shop opens on Monday.

1. Sign in with your Vivlab account. On first launch, enter your business details, create a register, then the first operator.
2. In Settings > Settings, check the Business address and the Fiscal information (SIREN, SIRET, intra-EU VAT number).
3. In Store > Products, make sure every item has a price and a VAT rate.
4. In Settings > Preferences, add your logo, the receipt messages and the paper width (58 or 80 mm).

Result: the register can take payments. Without a SIRET, a full address or a VAT rate on an item, payment is refused with a message telling you what to complete. A USB or Bluetooth barcode scanner in keyboard mode works without setup; printing goes through the browser (allow pop-ups).

Learn more: Company, Preferences, Products.

Make a sale

Example: two mugs and a bowl, 54 €, paid with a 60 € note.

1. In Sale, tap the products, search them by name or SKU, or scan their barcode. Adjust quantities with + and −.
2. Tap Charge, choose Cash, enter 60 and tap Accept: the change to return (6 €) appears.
3. Tap Complete purchase.
4. Under Receipt options, choose Print receipt or Email (or neither), then New sale.

Result: the sale is recorded and the receipt can no longer change; a reprint or resend is marked "DUPLICATA". No open-amount sale (the item must exist in the catalog), no gift cards, no meal vouchers.

Learn more: Sale and checkout, Receipts.

Pay with two payment methods

Example: 120 €, with 20 € in cash and 100 € by card.

1. Tap Charge, choose Cash, enter 20, then Accept.
2. Tap Add a payment, choose Card (the remaining 100 € is suggested), then Accept.
3. Tap Complete purchase.

Result: the receipt lists both payments. Methods: Card, Cash, Cheque, Bank transfer, Credit note; only cash can exceed the amount left to pay (change).

Learn more: Sale and checkout.

Apply a discount

Example: 10% off for customers who show your business card.

No free discount (amount or percentage, on a line or the cart): discounts go through a coupon created in advance.

1. As a Manager, create a 10% coupon in Store > Coupons, for example ATELIER10.
2. During the sale, Cart actions > Add a coupon, enter the Coupon code and confirm.

Result: the cart shows the coupon, the amount saved and the reduced total. Every role can apply a coupon; it can't be edited (disable it and create another).

Learn more: Discounts.

Sell to a known customer

Example: Mrs Martin, a regular, buys a vase. Pro plan.

1. In the cart, tap Add member.
2. In Select a member, search for Mrs Martin, or create her record with Add a member, then take payment.

Result: the sale is linked to her record and the email receipt is prefilled. Before payment, Change member or Remove member fixes a mistake. No loyalty points are earned automatically: a Manager adjusts them on the record, in Sell > Members.

Learn more: Customer list.

Issue an invoice instead of a receipt

Example: a company asks for an invoice in its name for 300 €.

Not available: the register only issues receipts, with no invoice in the customer's name (no customer company name, SIREN or VAT number). The receipt shows your SIREN, SIRET, VAT number and the VAT breakdown. Settings > Invoices lists your Vivlab subscription invoices, not your customers'.

Learn more: Invoices.

Refund a returned item

Example: a chipped 18 € mug, refunded in cash. Supervisor and Manager roles.

1. In Receipts, find the receipt (or scan its QR code) and tap Return.
2. Choose the item, the quantity and the Return reason ("Defective item").
3. Under Return type, choose Refund, then the Refund method (Cash).
4. Give the money back, then tap Record refund.

Result: a refund receipt with negative amounts is issued; the original receipt stays intact (it can't be cancelled). Partial returns and a different refund method are possible. No exchange voucher: record a return as a credit note and use it on the new sale (next case).

Learn more: Returns, Refunds.

Issue and use a credit note

Example: a 45 € sweater returned for a credit note, then a 30 € scarf.

1. In Receipts, open the receipt, tap Return, choose the item, the reason, then Credit note under Return type.
2. Tap Issue credit note and hand over the printed document.
3. On the next visit, add the scarf, tap Charge, then Credit note.
4. In Pay with a credit note, scan the QR code or type the Credit note reference, then Check credit note.
5. Tap Use 30.00 €, then Complete purchase.

Result: 15 € remains on the credit note. It never expires unless a Manager sets a Validity (days) (1 to 3,650) in Settings > Preferences, Credit notes section: it applies to credit notes issued afterwards, and an expired one is refused.

Learn more: Credit notes.

Hold a sale or make a quote

Example: a customer fetches their card; another wants a quote for 12 plates. Pro plan.

1. Open Cart actions, then Hold ticket or Save as quote.
2. Enter a Name or reference ("Mr Durand, plates") and save.
3. To print a quote, open it in Held tickets & quotes and tap Print document.
4. When the customer comes back, open it, tap Resume sale (empty cart) and take payment.

Result: prices are recalculated with the current catalog. A printed quote is marked as a non-fiscal document, shows as converted once paid, and can't be emailed.

Learn more: Quotes.

Close the day

Example: 7 pm, you're closing. Manager only; closing is register by register, never automatic.

1. In Management > Reports, check the Ticket X (turnover and VAT, closes nothing).
2. Switch to Closure Z, tap Close the current period and confirm.
3. Print gives a paper copy.

Result: the period's receipts are sealed and archived; later sales open a new period. Remember to Close the elapsed months every month and Close the elapsed fiscal year every year (based on the First month of the fiscal year, in Settings > Settings). Count your cash separately: the register doesn't handle cash drawer counts.

Learn more: Closing, Statistics.

Add a staff member

Example: Léa sells on Saturdays, without access to settings.

1. As a Manager, in Settings > Staff, tap Add a staff member.
2. Enter her name (operator on receipts and reports) and the Role Seller.
3. Under Registers, tick the allowed registers (none ticked: all), leave Active and save.

Result: Léa appears on the lock screen and chooses her 4-digit PIN on first sign-in (no invitation, no separate account). Forgotten PIN: Reset PIN on her record. Five wrong PINs lock her out for 5 minutes. The Free plan is limited to one active staff member.

Learn more: Team.

Switch seller

Example: Paul takes over from Léa at 2 pm on the same register.

1. In the account menu, choose Lock register.
2. On Choose your name, Paul taps his name and enters his PIN.

Result: the following sales are recorded under Paul's name.

Learn more: Team.

Take a card payment

Example: you have a terminal from your bank.

The register doesn't drive any terminal (no SumUp, Stripe Terminal or Tap to Pay) and can't turn payment methods on or off.

1. Tap Charge, then Card.
2. Take the amount on your terminal.
3. Once it's accepted, tap Accept in the register, then Complete purchase.

Result: the card payment appears on the receipt and in reports; your terminal and bank handle the payment.

Learn more: Payment, Register.