How to Use the Point of Sale System in Let’s Camp

Learn how to create transactions, process payments, and handle returns using the Let’s Camp point of sale system for day-use guests and walk-in customers.

What You’ll Learn

This guide covers:

• When to use the point of sale vs. booking system
• Creating new sales transactions
• Processing different payment methods
• Handling returns and refunds
• Managing guest receipts and records

When to Use Point of Sale

The point of sale system is designed for guests without reservations who are making day-use purchases such as:

• Day passes
• Firewood
• Ice
• Other campground merchandise

Important: If a guest has an existing booking and wants to purchase items, don’t use the point of sale. Instead, go to the Bookings tab, find their reservation, and add items as add-ons. This keeps everything connected to their linked credit card and consolidated in one place.

Accessing the Point of Sale

1. Log into Let’s Camp
2. Look for the Point of Sale tab in the left sidebar
3. Click to open the point of sale interface

Viewing Previous Sales

The main point of sale page displays:

• List of all previous sales
• Search functionality by reference number
• Filter options for previous years (if you’ve been using the system for multiple years)
• Transaction details including what was purchased, amounts paid, and related transactions

Creating a New Sale

Step 1: Start the Sale Process

1. Click Create Sale in the top right corner
2. This opens the sales transaction interface

Step 2: Add Products

1. Start typing the product name you want to sell (e.g., “firewood”)
2. Select the product from the dropdown
3. Add additional products as needed (e.g., “bag of ice”)
4. Set the quantity for each item:
   • Example: 2 bundles of firewood
   • Example: 1 bag of ice

The system will automatically calculate totals and taxes with the final amount due.

Step 3: Adjust Pricing (Optional)

You can override default prices if needed for:

• Customer discounts
• Special pricing situations
• Upcharges for specific circumstances

Step 4: Add Guest Information (Optional)

Below the totals, you can enter:

• Guest email (if they want a receipt emailed)
• Guest name
• Notes for the transaction

Note: These fields can be left blank if you just want to record the sale without customer details.

Step 5: Finalize the Sale

Click Create Sale to complete the transaction setup.

Processing Payment

After creating the sale, you’ll see the amount owed and can choose from several payment methods:

Payment Options

1. Terminal Machine: For guests using tap or insert card payments at your physical terminal
2. Credit Card Online: Enter card details for online processing
3. Cash: Record cash payments
4. Check: Process check payments
5. Other Methods: Record alternative payment types

Complete the Payment

1. Select the appropriate payment method
2. Enter any required details
3. Click Save Payment

The system will then display a confirmation page showing the recorded sale.

Handling Returns and Refunds

Editing a Sale for Returns

1. Open the sale you need to modify
2. Click Edit Sale
3. Adjust quantities for returned items
   • Example: Change 2 bundles to 1 bundle if one was returned
4. Add notes to document the return (e.g., “returned one bundle of firewood”)
5. Click Edit Sale to save changes

Processing Refunds

After editing the sale, if the customer is owed money:

1. The system will show the amount owed to the customer
2. Click Add Refund
3. Enter:
   • Refund method (how you’re paying them back)
   • Amount being refunded
4. Click Save Refund

Credit Card Refunds: If the original payment was by credit card (not terminal), you can refund directly back to the same card.

Additional Features

Receipt Management

• Download receipts for guests
• Print receipts if needed
• Receipts are automatically generated for each transaction

Record Keeping

• All transactions are stored and searchable
• Reference numbers help track specific sales
• Payment history is maintained for each transaction

Best Practices

1. Use booking system for guests with reservations
2. Keep detailed notes for returns and special circumstances
3. Verify payment amounts before processing
4. Provide receipts when requested
5. Double-check quantities before finalizing sales

Quick Reference

Troubleshooting Tips

• Wrong quantity: Use Edit Sale to adjust before processing payment
• Need to add items: Edit the sale and add products
• Payment method issues: Verify terminal connection or card details
• Missing receipt: Download from the sale confirmation page
• Refund questions: Check original payment method for refund options

This point of sale system provides everything you need to handle day-use sales efficiently while maintaining accurate records and providing excellent customer service.