Email: support@vinesos.com

Dashboard Chat: Login to the Dashboard and use the Chat icon on the lower right. If we are unable to reply in live time, you will receive an email

SMS: (855) 773-0668

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The website icon will now appear on your Home Screen—tap it anytime to open the POS.

To log in to the POS, open the icon on your ipad or go to <YourVinesOSURL.com>/pos

Examples:

summitwines.com/pos or
summit.vinesos.com/pos

Use your 4 digit PIN to login.

Learn how to Set up your PIN

Know in advance what to do if you can ever NOT LOGIN

When working in the POS, you should only ever have one browser open at a time, not multiple windows or tabs. Having more than one window open could cause an order to close prematurely, leaving the ticket in unpaid status.

Please note that one PIN code may be used on multiple devices. But if the same staff member, in the middle of a POS order, goes to the dashboard to edit another Club order, the changes done to that order will be applied to the open POS order. We recommend always holding the POS order before proceeding to the dashboard. If you are already on the point of sale, it's better to search for the Club order on the point of sale and customize it there. Watch this tutorial for more info: Learn more here.

All staff and managers using the POS are issued a PIN, which is required to create new orders. After completing an order or after sixty seconds of inactivity, the employee is automatically logged out of the POS system.

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Use the Start Till button, and then select the Cash Drawer, enter the starting dollar amount in the Till. If the cash drawer is not open, the button will be greyed out and you will not be able to complete a cash order. (If this happens, back out of the order checkout screen, and Start the Till or Use an existing open till. the cash

The same cash drawer can be used by multiple iPads. Once started , if you want to use the same cash drawer on a different iPad, select from the Till menu 'Use <<Cash Drawer Name>'.

The popup will ask for a count of the current cash in the drawer. Enter the individual count of each bill and coin denomination and the total cash value will appear.

You can also Set Location or Printer separately this way:

Inventory tracking will be based on the POS location that you set when you open the Tiill. You can also set your location in the bottom right section of the POS screen. As you make sales, it will deplete the inventory from the set location.

This location will remain set until you change it, or until the browser session ends. If the browser session ends, you will need to set it again.

If you only have one location the Location option will not be shown.

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In the Set Printer section, you can also see a list of available printers in the dropdown for the POS. Select your desired location to print to.
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When you login, you'll see an indicator of number of ecommerce orders for pickup, as well as number of RSVPs for the day.

Click on a product to add it as a line item in the cart. A green checkmark briefly flashes over the item to indicate it has been added.
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Choose quantity for the sale

Click the $ icon on the bottom left of the item to see all Member pricing. Member and sale prices will automatically apply when you add a customer to the order, or when the number of required wines for a discount have been added to the order.

If a customer loves a certain wine and you want to recommend others that are in the same taste profile of that wine click the Heart in the bottom right. (This will show recommended wines to pour based on wine category, varietal and price point, unless they have been custom set for each wine.)

In the top left, remaining inventory will be displayed. This will exclude any inventory that is set aside for wine club orders, when the next release has been created, or any orders that are held for pickup.

Member discounts will be automatically applied. This will be covered more in the Member Section below.

Discounts can only be applied if it is enabled on each Staff settings page. Each staff must be set to have permission to discount an order. If it is not enabled, you can only apply Coupons.

Press the blue MODIFY button on any open order.

Set the discount to be a dollar amount OR a percent amount using the drop-down on the dollar field on the right.
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Surcharge:

Enter the surcharge reason and the amount.

Refund:

Enter the discount reason and amount. You can choose either a flat dollar amount or a percentage discount, using the drop down menu on the $.
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Set the discount to either:

Wholesale Orders

This discount area is also where you can create a Wholesale Order. By toggling on Wholesale it will remove the tax, and you can filter for Wholesale orders.

Learn more about Selling Wholesale

To apply a coupon to a POS order, click on the blue Discount button.
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Select the appropriate coupon code from the Apply Coupon dropdown menu, and then click the Apply button.
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The coupon will be applied against the order as a line item discount.
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If your user account has the 'Enable price override' feature enabled in your Settings, you can override a price on the fly by clicking on the wine price, then input the override price and click Apply.

In Staff settings:

On POS, press and hold on the actual price and then enter the override price:
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To offer a complimentary tasting flight when a customer purchases the required number of bottles, use the Comp button.

Add the tasting flight to the order, then click the Comp icon. A modal window will appear, allowing you to select the number of flights to comp. Once confirmed, the selected flights will be set as Free.

You can Hold an order to create an open tab. Depending on your setup, you may be able to authorize a credit card, which can be charged later if the customer leaves and forgets to settle up. You can enter Table number, barseat position, or customer name or any identifier so you can easily open it when the customer is ready to continue service.

When ready to resume service on a held tab, Click the 'Open' tab above the checkout section to view all Open/Held orders. Find the Customer tab, and open it.

You can continue to add to it, and Hold it again.

From the list view of Open orders, you can modify the Order identifier if you need to.

You can click on the Recent Orders button to see a list of recent POS orders.

On the Recent Orders page, you can view the items included in each listed order. Notes can be added as needed. Click the Open button to open an order in the POS.
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You can use the Search field to search for recent POS orders. Enter the order number or guest name.
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A list of recent orders will be displayed on the page of results. You can view the items in the order, add notes, or click the Open button to open the order in the POS.
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Press the Checkout button on the order.

1. You can use the Split Bill options here

2. Optionally, you can flip the iPad to the guest to request tip options, or set up on Terminal tipping instead

3. You can set the order to be Held for Pickup at a later time

4. Choose the checkout option.

If a member is attached to the order, there are two additional options on checkout.

To apply an available gift card balance to an order during POS checkout, click the Checkout button then scroll down to the payment options section and click on the green Gift Card button. ​
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Enter the code from the egift card receipt (paper) or enter the code from the back of the gift card, and click the Apply button. The gift card amount that has been applied will show as a line item as a deduction from the balance due.

If you need detailed reporting of depletions at $0.00, select an order tender option at checkout. You can add and delete tenders in the POS Settings.

Click 'Other' on the checkout screen and then highlight the option.

NOTE: If you need to cancel a tender order put into the system, open the POS order and click VOID. Do not click Refund.

The following video describes how to set up tenders, edit tenders, and view the inventory depleted at no charge according to the tender types.

You can either add a member to a new order or start the order and add the customer later. Click the 'Customers' button at the top right and type a minimum of 4 characters of name, phone or email to see a list of results. If the name is less than 4 characters enter it an hit the Search magnifier glass icon on the right of the search box.

The LIGHT BLUE indicates an active, not yet processed club order. You can open it, give the member their wine (or swap for what they want, if allowed), and checkout, charging the card on file. When the club manager processes the club, this will not charge the customer, and will be seen as a club order that has already been fulfilled.

The RED indicates a declined club order. (More on this later.)

The GREEN indicates a club order for pickup.

Click the Green, Red, or Light Blue buttons to interact with the member orders.

If you have set up member benefits (e.g., free tastings, glasses, etc), the system will prompt you to apply them as you add the customer to the order. If you select 'Apply', the benefit will automatically zero at that charge on the order. You may also select 'Skip' and apply at a later time during the order process.
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To apply the benefit at any point while the order is open, click on the customer profile and select the 'Apply benefit' button.

When you add a club member to an order, the appropriate club discounts will automatically be applied.
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You can complete checkout for a member using the credit card on file, or by swiping a new card. Note: The new card you swipe will not be automatically added to the member account. To add a new card, you must update from the Member record.

After clicking on 'Customers' in the upper right corner of your POS home screen, click on the 'Create new customer' button. All fields with an asterisk are required. You can also toggle on 'Confirmed over 21' when you may not have the exact birthday on file but are certain the client is over 21. This will allow you to ship without an error popping up. If they are becoming a member, select which club they are joining in the Club Membership section.

You can add the Significant Other fields if you'd like to give that member the option to have a spouse pick up orders or take advantage of benefits in the tasting room. If a member has a significant other name saved, both names will be tied to the member record and will appear when you search. The member benefits can be applied to either, but will not be to both individually.
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When you click into either record, both names will appear together at the top as seen below.

If there is something you should know about the customer, a pop up alert will display. In this example, the customer needs to have a bottle replaced.

This can also be updated in the Customer fields on the POS.

Click on the name once you have added them to the order, to see a variety of insights on the customer so you can personalize the experience.

You can view which club they are in, internal notes, last visit date, lifetime value, member benefits, orders for pickup, most purchased wines, all orders (club orders, shipped orders, POS orders, etc), and recommended wines.

VinesOS makes it easy to really know your customers and their favorite wines. Use the Most Purchased or Recommended Wines to see and add them to the order in a simple click.

Easily set a customer's order as a previous or upcoming Club order on the checkout page. Load in a customer, fill up their cart, and click 'Checkout'.

Select 'Set as Club Order' for the pop-up to appear to select which past release the order can be assigned to, or if it for the upcoming one.

After selecting the club order and processing, the order will display as a club order in your reporting and on the order's page.

Whenever you add a member to the order, you can see at a glance what club they are in, and if they have any club orders to receive. This will show both pickup orders and ship-to orders that have not yet been shipped.

The Green button shows the number of all paid orders that have not yet been received.

It will also show the orders for pickup on the main screen, if you add the customer and did not click it on the Customer pop up screen.

You can open the Order for Pickup, and optionally add to it, and it will show the balance to charge the card on file, or through another checkout means. Note: a swiped card does not automatically write the credit card back to the member record.

If your club run has been created but the orders and credit cards have not been fully processed yet, your members can still pick up ahead of time if they visit the tasting room. On the POS home screen, click on 'Customers' and search by phone, email, last name, or first name. The light blue button indicates there is an active order.
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You will see the club order with the default products added. If the member is preset to receive the order as a shipment, click the yellow 'Remove Shipping' button on the order. Add any additional bottles of wine or flights as you would any other POS order.

Once you click the green 'Checkout' button, add a payment method and close out the order. This club order will be processed and completed.

If a member is on site and has a processed club order that is normally a ship-to order, you can open it, remove and refund the shipping fee, mark it as picked up, and email the receipt to confirm it has been picked up. Once the Shipping has been removed, the Checkout button will change to "Picked Up" and the order will be marked as Picked up.

You can add or remove products on the club order and surcharge or refund, using the card on file. The amount due or to be refunded will show on the order. Then simply email or print the receipt, which will show the different transaction dates and payments.

On the Open Orders page, for club orders, click the 'Club Pickups' button to view those orders specifically. You can see a list of members with orders to pickup, including phone number in a list view.

The Notes button allows you to leave an internal note, which can be used to indicate that the member has been called, left a message, or that they will be coming to pick up, etc.

On the Club Pickups page, click the order 'Open' button to manage it and mark the order as picked up. Alternatively, click the 'Mark picked up' button on this page.
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You can edit the member record from the Customer pop up window or from the main POS screen after the member has been added to the order.

Edit the member record from the POS screen. First click on the member name, then click the Edit button.

Note, the member credit card will not be updated when you swipe a credit card to checkout. It must be updated on the Member record directly.

Choose the Terminal to swipe the member credit card

Click to update the card on file. Choose the Terminal and tap or swipe the card to update it.

NOTE: For any past declined orders, it will still show that you need to update the card, but once it is updated, disregard that notice and continue to charge the newly updated card on file using the same checkout.

Watch the Video

If a member does not have a credit card on file, you'll see a 'NO CARD ON FILE' alert. This red alert is a prompt to update the member card on file.

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In the Open Orders window, click the 'Declined Orders' button to view all orders that need updated credit card information. Phone numbers are listed under the member name, so during slow times, you can potentially call members to try to collect updated credit cards, going through the list of declines. (Note, when orders are processed, the member will receive an email requesting they login to update the card on file).

If the member has a declined order, you will see a red 'Declined Orders' button displayed.

For declined orders that no longer want to be picked up, you can forfeit the order and return the items to inventory.

Search the customer name on the POS home screen and click 'Declined Orders'. In the Declined Orders window, click 'Forfeit' for each order and proceed.

There is also a 'Forfeit' button in the individual order window.

When you Hold an order, send kitchen or bar items to the kitchen or bar printers. If an item has already been sent to the kitchen, and you open it and add additional items to it, and Hold and hit Kitchen Receipt, it will only send the newly added items to the kitchen printer.

Watch this video to learn how to send orders to a Kitchen printer.

Here is an example Kitchen printer receipt. In this example, the Customer Identifier field prints out where it shows 'Table 4'.

On the POS, you can leave a note under a food item to highlight special modifications or dietary restrictions. The notes will be saved directly under the food item and will print on the kitchen receipt for the staff.

To include a note, add the food item to the cart, click on the item name on the left side of the order, add your note, then click Apply to save it.
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Choose Events on the POS tab, and add the tasting reservation or event you want to sell. It can be paid or free, or free for members, or discounted for members.

Add the member to the order to apply member pricing or discounts.

Complete the checkout process. If it is free, there will be no charge, and the reservation will be saved.

When you hold the order, there is an option to print a receipt. This receipt can be handed to the customer for payment, or enclosed in a billfold if you provide table service. The status on the order will show that it has been printed.

When the order is ready to be paid, open the order and hit Checkout.

If you have a dine-in customer or wish to present a tip line receipt, you can authorize the credit card sale and print out a duplicate copy of the receipt with the tip line. Select the Auth Only option when you choose Card Swipe or Card on file.
​Note - If you are set up for Retail bottles for 'sales to go' - these are by default excluded from the suggested tip calculation.

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On the pop-up box, select Print Receipt. Now, because the order has been only Authorized but not captured, the receipt will print in duplicate, each labeled for Merchant Copy and Customer Copy, with a suggested gratuity.

Now the order status will show authorized.

In the open tabs screen, click on Capture EOD in the upper right-hand corner to view all authorized orders. You can quickly open each order and then close & capture to finalize.

Capturing and Closing an Authorized Order

When you are ready to close out the order, Open the order and click the Checkout button. Enter the tip amount, and confirm everything looks correct. Simply click the Close button to complete the final charge to the card, which will include the tip.

Open the Order and click Checkout

Set the order to Picked Up or Hold for Pickup, and enter the payment using one of the options presented, including Cash, Card Swipe, Card Manual, Gift Card, Paid by Check, or Card on file.
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If using a Card Swipe, ask the customer to swipe the card, or take the card to swipe. The customer can also use card tap or Apple Pay.

A Successful Payment confirmation popup will appear, where you can choose to email, print, or decline to take action on the receipt. Try to ask the customer if you can email the receipt. This is a great way to capture the email address to be able to use it for future marketing or follow-up.

Once you click on one of these options, the order will immediately be closed out, and you will be auto-logged out of the POS. The PIN login screen will appear next, where staff must log back in to begin a new order.

Here's a video explainer on some of the related loyalty benefits when you capture the customer's email address:
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Order notes can be added at the end of the checkout process. It can be a private internal note or a Printed customer note.

Staff with Manager level access settings can include a special customer note on the order receipt. This note will be included on the printed invoice and on the packing label.

A staff member can add a private note to an order. This will show in the dashboard view of orders as an Internal Note.

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Both notes can be viewed on the Orders Dashboard

Both notes can also be viewed on the Order page

Tips accrued through the POS are tied directly to the staff member who is logged in through their PIN. For all completed transactions where a tip was recorded, those tips will show in the Tip Report, which can be exported.

If an open order was changed to a different staff than the one who created the order, the tip would be allocated to the staff who took over the order.
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Your serving staff can click on Recent Orders, RSVP, Open, etc. to get to the My Tips summary. In the table view, Tips are listed by the order in a dedicated column, and when they click the My Tips button at the top, they can get a quick summary view of their tips total accrued for the day thus far.

You can Open an order on the POS, click Modify Order, and adjust the tip amount. This can only be done by a manager. This is useful for:

You can capture large tips if the tip amount fails to be authorized due to Stripe's max tip limits. When you have an opportunity to do so, can you try doing it this way:

This will process it as a second charge and the customer will see it as two charges.

If you need to void an active or unprocessed order, look up the order through the Recent Orders button or search. Once you have the order opened up in the POS, click the Void button, and the order will immediately be voided as well as inventory restored. If the order had been invalid, inventory would have never been pulled, and therefore, the total count would not be affected.
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Upon Void, a modal asks for a void reason and to restore funds to the customer's card.

If you need to refund a processed order, look up the order through the Recent Orders button or search. Once you have the order opened up in the POS, click the Refund button.

A button will prompt you with an option to waste the refunded order. Toggle on 'Waste' if you do not want inventory restored. Otherwise, simply click 'Refund' and inventory will automatically be restored.

If you need to remove an item from an order, click the remove icon next to the line item you want to remove. The Remove Item popup will appear, where you can retrieve the item back to your inventory. Alternatively, you can toggle the Waste option if you do not want to return the item to your inventory stock.

If a refund is due, it will indicate to refund it for that amount.
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Notes: In your Reports section, refunds and surcharges are treated as separate line items when they are processed, preserving the original sales data for the original period of processing. Learn More

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If an order has had shipping charged, you can open it on the POS and remove the shipping, and it will prompt to issue a refund

Event registrations can be easily managed within the POS. The red notification icon on the tab will show how many reservations are pending for the current day.
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Click the RSVP button to visit the RSVP page, where you will see a list of all reservations for upcoming bookings. You can click on the green Open button to view any RSVP in the POS to confirm and make changes if needed. The RSVP will open as a line item in the order, where it can be edited, and removed, and you can charge the customer's card on file to process any changes or additions to the order.
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MOST CRITICAL!

Look for any Open orders and make sure they are fully captured.

The authorization on a held order will be dropped within 24-48 hours, so it is critical to complete the checkout and capture by the end of the day to not lose the funds on hold. If you fail to capture, there is nothing Stripe or VinesOS can do to re-authorize the temporary hold on the card.

The cash drawer should be closed at the close of the day, and again, the cash counted. The operation for closing the Till will be the same as for opening, where you will enter the remaining cash and coin denominations. As you enter each bill and coin, the system will automatically tally your entries and display any Variance from the Expected, if any.

For an End of Day report for sales, tax, and tips, the EOD Report will print to the receipt printer your daily summary.

Note: The EOD Report button is only visible for those users that are set as Manager level, and only when logged into the POS using the PIN login.

The cash drawer report will show a daily summary of the cash total reported and expected. ** IMPORTANT NOTE: If you fail to close the cash drawer, any sales accrued during the period queried will not be included in the report, since the drawer is still technically considered 'open'.
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To get to the report, follow these steps:
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1. On the Orders List page, select a Date Range
2. Click the Reports button at the top of the page
3. Scroll down and click on the Cash Drawer tab to view activity
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