---
title: "Point of sale: common cases"
description: "Common register situations step by step: selling, applying a coupon, linking a customer, refunding, issuing a credit note, making a quote, closing the day and managing staff."
url: https://docs.vivlab.com/en/guides/pos
---
# 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](#set-up-the-register-before-the-first-sale) |
| A customer buys and pays | [Make a sale](#make-a-sale) |
| Payment in cash and by card | [Pay with two payment methods](#pay-with-two-payment-methods) |
| Give a discount | [Apply a discount](#apply-a-discount) |
| The customer has a record with you | [Sell to a known customer](#sell-to-a-known-customer) |
| A business asks for an invoice | [Issue an invoice instead of a receipt](#issue-an-invoice-instead-of-a-receipt) |
| Item returned, customer wants refund | [Refund a returned item](#refund-a-returned-item) |
| The customer prefers a credit note | [Issue and use a credit note](#issue-and-use-a-credit-note) |
| Customer hesitates or wants a quote | [Hold a sale or make a quote](#hold-a-sale-or-make-a-quote) |
| End of the day | [Close the day](#close-the-day) |
| New seller | [Add a staff member](#add-a-staff-member) |
| Two people on the same register | [Switch seller](#switch-seller) |
| Card payment terminal | [Take a card payment](#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](https://docs.vivlab.com/en/pos/settings/company.md), [Preferences](https://docs.vivlab.com/en/pos/settings/preferences.md), [Products](https://docs.vivlab.com/en/pos/products.md).
## 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](https://docs.vivlab.com/en/pos/sale.md), [Receipts](https://docs.vivlab.com/en/pos/tickets.md).
## 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](https://docs.vivlab.com/en/pos/sale.md).
## 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](https://docs.vivlab.com/en/pos/discounts.md).
## 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](https://docs.vivlab.com/en/pos/customers.md).
## 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](https://docs.vivlab.com/en/pos/invoices.md).
## 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](https://docs.vivlab.com/en/pos/returns.md), [Refunds](https://docs.vivlab.com/en/pos/refunds.md).
## 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](https://docs.vivlab.com/en/pos/credit-notes.md).
## 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](https://docs.vivlab.com/en/pos/quotes.md).
## 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](https://docs.vivlab.com/en/pos/closing.md), [Statistics](https://docs.vivlab.com/en/pos/stats.md).
## 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](https://docs.vivlab.com/en/pos/settings/team.md).
## 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](https://docs.vivlab.com/en/pos/settings/team.md).
## 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](https://docs.vivlab.com/en/pos/settings/payment.md), [Register](https://docs.vivlab.com/en/pos/settings/register.md).