By clicking on a category, its subcategories, if any, and the products included within them will be displayed.

EMPTY CATEGORIES WILL NOT APPEAR, meaning those without products, nor will inactive categories.

Note: On the View > Categories/Subcategories screen, you can see which ones are active/inactive and the number of products each one has.

ON SALE PRODUCTS: There is a special "category" that allows you to view all products that are on sale.

If you specify a discounted price for a product, it will appear in this "category," and removing the special price will exclude it from the sale items.

HOW TO ADD PRODUCTS TO THE TICKET/RECEIP

If you click on a product, one unit of that product is added to the ticket/receip. Clicking again adds another unit, and so on (5 times = 5 units added to the ticket/receip).

Products have a button with an "i" icon for more information. Clicking it will display detailed information about that product:

1. The name: Clicking on it opens the product's profile in a new tab.

2. The photo

3. The barcode

4. The current price, and if it's a discounted product, the original price will also be crossed out.

5. The code/reference and brand

6. A quick access button to its profile

7. The description:

8. The number of units in stock: For example, we have 19 units of this product.

9. Important information and notes: Clicking on them reveals this information.

It displays the various categories/subcategories so you know exactly where you are, for example: in the category Food > subcategory Rabbits:

Clicking on the category name takes you back to it.

If you don't want to navigate through categories, you can search for the product.

You can scan the product's code with the reader or scanner.

Or you can type the name of the product, the brand, etc.:

As you already know, the search engine auto-completes, so just by typing "comed," you will see that it displays all results that include those letters, such as "feeder," for example.

You can also make combined searches, for example: Dog + chicken

The Ticket/receip number increments automatically.

Available actions includes:

• New ticket: Clears the current ticket and creates a new empty one.

• Pause ticket: Allows saving the ticket to resume and complete the transaction later.

• Add note to ticket: Enables adding a note or comment to the ticket for internal reference.

• Delete ticket: Deletes the ticket, and it cannot be recovered later.

• View paused tickets: Allows viewing saved tickets for later retrieval.

  For example, if we include a note that the customer will return later for additional purchases, we can pause the ticket. Meanwhile, we can create new tickets for other customers, and when the customer returns, we can retrieve this ticket.

  

• View returns/make a new return: Access to the option for processing product returns.

  If you want to learn more about how to handle returns or refunds, refer to the section New > Return.

[In area 1] Clicking on a product adds one unit of that product to the ticket. Clicking more times adds more units of the same product.

If you click on a product already added to the ticket, you can:

• View and modify the number of units by clicking on the unit count

• Delete it from the ticket by clicking the Delete icon

• Apply a discount by clicking on the discount. You can choose to apply it as a percentage (e.g., 10%) or as a specific amount (e.g., -3 $).

You can add items or products manually because, for example, they are not included in your product database.

If you have other Gespet solutions, you can also charge services on the same ticket/receip for:

• Hotel stay

• Grooming services

• Nursery/Pet daycare

• Training/obedience services or sessions

• Veterinary consultations

• Sale of animals from your breeding: Puppies or breeding animals

If you have pending services to charge in your other business areas, simply select the grooming/hotel/training/daycare service or the animal you want to add to the ticket to charge both the selected products and services/animals together.

Note: Remember that only services pending payment will appear. If it's already paid, you cannot charge it again, so you cannot add it to the ticket/receip.

For example, if the sale includes the following items:

• PETSHOP

  • Fresh dog food - $2

  • Dog toothbrush - $3

  • Retractable dog leash - $20

• GROOMING

  • Bath + hygienization - $30

• TRAINING

  • Behavior correction session - $18

The total sale amount is $73, but the products/services are "accounted for" in their respective areas:

• $25 in PetShop products

• $30 in Grooming services

• $18 in Training services

The total appears on the ticket/receip, but on the invoice, it will be separated. You will have an invoice for the sale of petshop products ($25), another for Grooming services ($30), and another for training services ($18).

The pop-up that opens to view/print the invoice will have 3 pages, each corresponding to the petshop sales, Grooming, and training.

We understand that detailed management of income and expenses is a fundamental part of your business. Therefore, with this system, you can track the money you've earned in each of your business areas.

If you want to know the total revenue, for example, for the last month, you can see how much you've earned in all your business areas. However, if you prefer, you can also check how much you've earned exclusively from your Grooming services.

Note: Remember that the Cash option is exclusively available for the petshop. Therefore, only petshop product sales will logically appear in the cash register.

If you want to see sales from all business areas for today, use the Reports > Billing > Where you can view ALL sales by selecting all Apps and the date you want to check (for example, sales for today or the last 7 days, etc.).

Note: when you add a service (for example, Grooming) to the petshop ticket and charge it, in its corresponding app, the service "closes," meaning it is already noted as paid or invoiced.

As we've seen before, you can manually save or pause tickets whenever you want. Additionally, the software includes an automatic auto-saving system. So, if you're in the middle of a sale but leave that screen or even accidentally close the software, that ticket won't be lost. It has been automatically saved or paused, allowing you to recover it later if needed.

When you access the New > Sale screen again, a notification will appear to remind you that you have paused tickets in case you want to recover them. If you wish, simply select the corresponding ticket, and you'll retrieve the ticket/receip to continue the sale.

All products and services from the ticket are displayed along with details of discounts, taxes, etc.

If you click on the tax name, you can select whether it includes taxes or if the sale is tax-exempt, excluding taxes accordingly.

By default, the generic customer or "cash customer" is selected.

If you want to choose a customer from your database or add a new one, you can do so by simply searching for their name or clicking on the "New Customer" button.

If the customer already exists, when you start typing their name, all customers with that name and their details are displayed:

• Their contact details

• Important information about them

• Pickup/delivery information

• The number of sales made to them

• The money they have spent in the business

• If they have outstanding invoices

If this is the customer you want to select, simply by clicking "select customer," they will appear as the customer for that ticket. If they require an invoice, their details will already be automatically filled in.

If this is not the customer you were looking for, you can type again in the search bar to see other results and choose the correct one.

If the customer is new (not in our database), click on the "new customer" button to add them.

Important: Once the sale is completed, you won't be able to change the selected customer. Make sure it is the correct customer before finalizing the sale.

If you offer transport or home delivery service, you can indicate that the sale includes home delivery and specify the delivery date.

By clicking on "Transport Planning," the schedule opens in a new browser tab.

If you haven't selected any customer, i.e., you've left the default or "POS Terminal" customer, the delivery information will not appear.

This option corresponds to the Transport Software. In case you don't have this software, the Transport option will appear inactive.

See more information about the transport software:

We will select Cash, Card, or "Other" to display the rest of the payment methods configured in your system (in the Configuration > Payment Methods option).

By entering the amount the customer gives us, the pending amount to pay or the surplus amount (money to be returned) is automatically calculated.

It's possible to sell "on credit," meaning to charge only a part of the money and leave part of the money "pending to collect." For example, in a sale of $150, we collect only $30 and leave the remaining $120 pending to collect.

The sale will have the status "Pending" (payment). In the cash register, only the money actually collected will be recorded (in this example, $30), and in the sales view option, we will see that sale with the money already paid and the amount pending.

When the customer pays the remainder, it is only necessary to access the option View > Sales > select that sale > change its status to "Paid" and indicate the payment date.

You have a specific report to quickly view the invoices or sales that are pending payment. It's the "Unpaid Invoices" report, which shows the total amount, the amount already paid, and the pending amount.

In addition to printing the ticket and invoice, you can send them to the customer via email. This is very useful as it reduces paper consumption and ink costs. Customers often appreciate receiving the purchase receipt in their email, as it is more convenient for them.

By clicking on Send Email, you can choose whether to send the ticket or the invoice, the email subject (the "title" part that appears when an email is sent), and the message.

More information about tickets/receips: ticket details, how to print and send tickets by email, gift receipts, invoices, etc.

This is how the summary of products is displayed on the screen and how it will appear on the ticket at the end of the sale:

The ticket does not include information about the purchase price at which you bought the products or your profit (the difference between the purchase and sale prices).

It only includes information related to the selling price:

To configure your business information and the details that appear at the bottom of the ticket, go to the Configuration > Company Data option.

If you sell products with different tax percentages, for example, medications have 7%, food has 10%, and other products have 20%, each of the taxes will be detailed in the "ticket summary" section.

There may be a case where a customer does not pay the full amount of the invoice because:

• They will pay, for example, 50% now and the rest when they receive the product

• Or because they lack money and will pay that amount later

• Or because they will pay using different payment methods,

• Or any other situation...

How is the payment handled in these cases?

• At the end of the sale, select the amount the customer is paying and the payment method.

• You will see the outstanding amount.

• You can finalize the sale. Until it is fully paid, it will have a Pending Payment status.

• When the customer is going to pay a new amount, go to the View > Sales option and select that sale

• In the Advances option, enter the amount the customer is paying and the payment method, then click Save

• Status:

  • If it is already fully paid, the status has now automatically changed to Paid

  • If not, the status remains Pending Payment

Remember that advances are not recorded in the Cash option, but if you want, you can manually record them by making a Manual Deposit.

The invoices cannot be deleted or modified, because the legislation does not allow this procedure.

If you have made a mistake when making an invoice (for example the customer you have selected is not the correct one, it's not possible to simply delete that invoice and create a new one or modify it to change the customer. It's necessary to make an Invoce refund. This is a type of invoice that we will use to rectify an ordinary invoice in which we have made a mistake.

When making an Invoce refund, the previous invoice, the payment and the stay/service/sale are cancelled.

Invoce refund and Invoices cannot be deleted. When the invoice is canceled by generating a Invoce refund, it's not possible to delete or "undo" that Invoce refund.

This process is irreversible, for this reason, when you click on the Refund button, the cancellation is not done directly, A pop-up appears for you to confirm that you want to make the Invoce refund. In other words, we have included a double confirmation, so that the Invoce refund is not made by mistake.

As we said before, making an Invoce refund cancels the previous invoice, the payment and the stay/service/sale. To register that stay/service/sale again, it's necessary to enter the stay/service/sale data again and finish it. Once it's finished, you can make the payment/invoice.

When you re-enter the stay/service/sale, it will not be duplicated, because the previous one has been canceled when making the Invoce refund.

Let's see it in an example:

• When making the invoice if you see that you have made a mistake, or in the View > Sales option > select the invoice you want and click on it.

• Click on the Refund button to making a Invoce refund.

• You can write the reason why you make the Invoce refund, for example an error in the customer's data.

  

• This Invoice refund includes reference to the invoice that is being "corrected" (the number and date of the invoice)

• You can configure the invoice numbering and the numbering of the refund invoice in the Configuration option.

• You can print it or send it by email if you want

Now you can do again de check-in, services or sale selecting the correct data and at the end of the check-out, service or sale, you can make the payment/invoice with the correct data.

The screen is "divided" into 3 areas:

1. LEFT: Purchase ticket

2. RIGHT: Return ticket

3. BOTTOM: Process the return and print the return ticket

• In the purchase ticket: Click on the products to return

• They are added to the return ticket

• Select the number of units to return

• Mark if you want to return them to inventory (or stock)

• Show the money to be returned

• Select the payment method for the return (cash, card, ...)

• You can write a comment: for example, the reason for the return, etc.

• Finally, click the Make return and print the return ticket button

You will see the returns in:

• the returns report

• the Invoicing report, as they are "sales with negative amount"

• the Result report

• the View option > Cash

Search for the supplier or add them directly, and the following information will appear:

• Their contact information

• If you have pending invoices to pay them

• If you have pending orders to receive from them

Tips:

• In the supplier information area: If you click on the supplier's name, you can directly access their profile or Magic Desk

• In the supplier information area: If you click on the small notes and important information buttons, you can see that specific supplier's information

• In the invoices and orders pending area: If you click on the pending invoice, you will see the details

• In the pending orders area: If you click on the arrow icon, you will see the order details

• You can indicate a code or reference for yourself, i.e., for you to identify the order

• The payment method for that order

• The expected delivery date. On the main screen, the software will notify you on that day

• Notes or comments for yourself

On the main screen, you will see the notice that today you are expected to receive these orders, and you can record them directly as soon as you receive them to include the products in your inventory or stock:

• Search in the product search, and all the matches will appear

• Click to add it

• You can change the number of units

• You can delete it by clicking on the trash can icon

• The last price at which that product was purchased appears

• When you have finished adding all the products, click the save button to record the order

Search for the supplier or add them directly, and the following information will appear:

• Their contact information

• If you have pending invoices to pay them

• If you have pending orders to receive from them

Notes:

• In the supplier information area: If you click on the supplier's name, you can directly access their profile or Magic Desk

• In the supplier information area: If you click on the small notes and important information buttons, you can see that specific supplier's information

• In the invoices and orders pending area: If you click on the pending invoice, you will see the details

• In the pending orders area: If you click on the arrow icon, you will see the order details

• Shows the date and invoice number

• Indicates whether it includes taxes (based on your system's configured tax)

• Selects the payment method and status (paid or pending)

• If it is paid, you can include the payment date, and if not, leave it blank*

• You can include notes or comments for your information

* You can change this later. If the invoice is currently pending, it won't have an invoice date. On the day you pay the invoice, go to View > Purchases > select that invoice and:

• Change the status to "paid"

• Specify the payment date

• The purchase will be automatically recorded in the "cash register," and you will see that if you paid today, the money for that purchase has been withdrawn today (even if the purchase was made a month ago, for example)

• Search in the product search and all the matches will appear

• Click to add it

• You can change the number of units

• You can delete it by clicking on the trash can icon

• The last price at which that product was purchased appears

• When you have finished adding all the products, click the save button to record the order

Select the products, and they will be added to the purchase.

Its code or reference, name, and the last price at which it was purchased appear

Note: By clicking on the name, its profile or Magic Desk is displayed for you to see all the information about that product

Now select:

• The number of units of that product you are purchasing

• At what price you are buying them (for example, $10 each)

• If it is a perishable product, we recommend that you also include the batch and expiration date information. This way, the software will automatically alert you when a batch of products is about to expire

  You won't be able to enter this data manually later; it is necessary to enter it at the time of purchase to associate it with this specific product.

To remove that product from the purchase, click on the trash can icon

Click on the Save button to record the purchase, and the software will automatically:

• Add those products to your stock (for example, +4 balls or +2 kennels)

• Change the "last purchase price" of that product, and it will now be the new one you just entered

  Note: In the Magic Desk or product profile (View > Products), you can see a history with all the prices at which you have purchased that product and the details. This way, you can see which suppliers offer you better prices or the price variations that a product has undergone.

• Show a notice on the main screen when that batch is about to expire

• If the invoice is paid, record the expense in the cash register on the date you selected as the payment date (for example, today -30€ for the purchase of these products)

If instead of changing the regular price, you prefer to make a "temporary" change, i.e., a promotional or offer price for a specific period, in the View > products > product > Magic desk > Sale Price > It is possible to set a special price for that product.

You can do it in two ways:

1. IMPORT

You can import multiple products at the same time. Just click the Import button and follow the process, or if you prefer, you can learn more about importation by clicking the following link.

2. ADD INDIVIDUALLY

Click the Add button, enter all the details, and click Save.

For faster addition, the product is recorded, and the form is cleared for you to add a new product.

From this option, you add basic options, and later from the View > Products > product selection > you can add much more information: photo, stock, important information, notes, etc.

Important: Before adding a new product, perform a search to see if it is already recorded in your database.

Code: Enter the code you want to assign to the product. You can simply put a number or use different types of codes, whatever is easiest for you to identify your products (bath01, CM0002, ...)

Name: Enter the name of the product. Later, you can add a description if you want to add additional information.

Barcode: You can enter the code manually or use a barcode scanner. It is straightforward to use the scanner; no additional configuration is needed.

• Place the mouse cursor or click on the field where you want to insert the code (the search bar or the barcode field when adding a new product)

• It becomes enabled for typing

• Scan the product code

How to use the barcode scanner for a product:

Tax Percentage: The percentage of tax to apply.

For example, if the tax to be applied to that product is, for instance, 21% VAT, you would enter 21 in this field.

Selling Price: Base price, i.e., without taxes. Later, the base price, tax, and final or total price will be itemized on the receipt.

If you have products that you no longer sell, you can delete them. But if you have purchases/sales/returns, etc., recorded that include that product, for example, "Bird Food," you cannot delete that product from the list because it would also be deleted from those purchases/sales.

In this case, you will see a message informing you why it is not possible to delete the product.

Remember: You can modify it but cannot delete it. If you do not want to use or sell that product, you can deactivate it by selecting the option Low = Yes. This way, it will no longer appear when you make a new sale, but it will not have been permanently deleted from your database.

You can do it in two ways:

1. IMPORT

You can import multiple categories at the same time. Just click the Import button and follow the process, or if you prefer, you can learn more about importation by clicking the following link.

2. ADD INDIVIDUALLY

If you prefer, you can add them individually.
Go to New > Category/Subcategory or View > Categories/Subcategories

Important: Before adding a new category, perform a search to see if it is already recorded in your database.

You can use the search bar at the top, and you can also alphabetically sort in ascending or descending order by clicking on the name or description.

You can add main categories or "Parent categories" and secondary or subcategories. Here's how to do it, it's very simple:

For example, to organize your products like this:

1. Add the first category of our example: FEED

• In the Parent or Previous category search, type "Feed"

• Since that category does not exist, click on NONE

• Now in the search bar, it says Parent Category (or Previous): NONE

• Type the name you want to give to that category, in our example: FEED

• If you want, add a description and a photo for that category.

• Click on Save

Tip: It is recommended that you use a photo or icon as it will help you later to quickly visualize the categories on the sales or POS screen (New > Sale). Keep reading and we'll explain how to do it.

2. Add the second category of our example: DOGS

• Search for the "Parent" category FEED and as soon as it appears (highlighted in green), select it by clicking on it



• Type the name of the second category, which in our example is DOGS

• Add the description and photo and click Save

3. Repeat the same process to add the third category: Dry

• Search for the "Parent" or previous categories, in this case "Feed > Dogs" and as soon as it appears (highlighted in green), select it by clicking on it.







Tip: As you can see, it's very simple, just by typing the first letters, different results already appear.





• Type the name of the new category "Dry", if you want a description and a photo/icon, and click Save

4.Repeat the same process to add the fourth category: Wet

• Search for the "Parent" or previous categories, in this case the same as in the previous case "Feed > Dogs" and as soon as it appears (highlighted in green), select it by clicking on it.





• Type the name of the new category "Wet", if you want a description and a photo/icon, and click Save

You already have added the categories:

As we mentioned earlier, it is recommended to add a photo, as it will help you later to quickly visualize the categories on the sales or POS screen (New > Sale)

You can upload the photo you want for that category (for example, a photo of an aquarium or a cat) or if you prefer, you can choose an icon from our database of icons.

This way, you will easily achieve that your sales or POS screen has a nice appearance with a unified design that will allow you to locate the category you are looking for "at a glance." We have included 120 icons for you to choose from.

View of the categories we just added

At the top of the screen, there is a search bar. If you enter customer information and press enter or click on the magnifying glass, all matches will be displayed

You can sort the list of customers as you need: 

More information on ordering and search engines:

To add customers, you have two options:

• Add them individually (one by one) using the Add option.

• Or add multiple contacts at the same time using the Import option.

To add them, use the buttons at the top:

• Click the Add Customer button, fill in the information, and click Save.
  (Refer to the New > Customer section for more information)

• Or click the Import button and follow the instructions.

At the top of the screen, there is a search bar. If you enter supplier information and press enter or click on the magnifying glass, all matches will be displayed

You can sort the list of suppliers as you need: 

More information on ordering and search engines:

To add suppliers, you have two options:

• Add them individually (one by one) using the Add option.

• Or add multiple contacts at the same time using the Import option.

To add them, use the buttons at the top:

• Click the Add New button, fill in the information, and click Save.
  (Refer to the New > Customer section for more information)

• Or click the Import button and follow the instructions.