Accessing Point of Sale (Version 2.0)


This updated feature is available to all customers. Please contact support for more information, and to assist you with the implementation of Point of Sale (Version 2.0).

Our upgraded Point of Sale system provides greater functionality and ease of use. When a customer selects the products, memberships, or courses they wish to purchase, PerfectMind’s upgraded Point of Sale feature allows you to complete their transaction.

From here you can search for additional items and add them to the cart, change price, tax and discount details of individual cart items, and take the customer through the checkout process; including selecting payment methods and setting the details for future payments. Finally, you can generate a receipt as well as any document that may require a signature from the customer or customers who are completing the transaction.

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This article shows you how to:

Find a Product

1

Hover over Store and click Make a Sale.

2

If your organization includes more than one location, and if the user has access to more than one location’s products, click a tab at the top of the screen to filter the list of search results by products or memberships. You may select by a specific location or Station, or by All Locations, which shows the products that are available at the selected locations and are viewable by the user.

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Only stations which have been configured with station-specific buttons will appear on this list. To add items to a station-specific list, see the section below called, “Configure Shopping Cart Buttons.”

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When All Locations is selected, items will be grouped by location, based on the locations that you have access to.

By default, the user’s primary location appears here. Any selection made will be remembered as long as the user is logged in. The next time the user logs in, the system will default to their primary location.

The locations that appear when All Locations is selected, depend on those set in the location tool. If All Locations is selected, the buttons that represent the items for sale at each location will be sorted by location and sorted in alphabetical order.

3

Type one or more keywords in the search box to find a drop down list of search results. The system searches item names and other elements. For example, a search for “water” may return a wide range of search results, than just bottles of water.

The field will auto-populate with a selection of items for you to choose from. Click the product or membership you want to add to the shopping cart.

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4

Click an item to add it to the cart.

The buttons displayed below are set by staff to help locate popular or frequently searched items. Prices of each item appear below the image and name. If the item is a single product, clicking the item adds it directly to the cart. If the item is part of a group of items, clicking the button simply click the button opens a popup.

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Productions may also be scanned into the cart if your terminal has the proper equipment.

When an item is added to the cart, the name of the item appears, along with the quantity that is currently selected, and the unit cost. Click the X to remove the item from the cart. Below this, details of the item appear in fine print.

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This can include the color and size of a product, the number of required payments for a membership, whether a tax exemption has been granted, the names of attendees in a course, and other pertinent details of the cart items.

Regarding Groups

Groups are sets of products that are identical in name but offer different colors and sizes. For example, an Arcteryx t-shirt may be medium and red, or small and blue.

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1

Select the size and color combinations that are in stock. If a particular size or color is not available, it will be grayed out and it will not be possible to select it.

2

Click Add Item to add it to the cart.

Read the article on how to Specify Product Size and Color of a product, for more information.

Adjust the Quantity

If you select a single item more than once, it will add to the quantity of that item in the cart. The same is true of a group item. If you select the exact same color and size of an item more than once, it will add that item multiple times.

The easiest way to change the quantity of a cart item is to click the number beside the item in the cart. This is the item's current quantity. Click the “-“ or “+” buttons or type a number and click Done. This also updates the price.

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If you attempt to add a quantity that is greater than is currently in stock, you will receive a warning message and the new quantity will not be added.

Memberships must be added to the cart individually. Their quantity may not be adjusted.

Setting Price Including Tax

Contact PerfectMind to activate the “Price Including Tax” service.

Products can be set so that the displayed price includes taxes. In the cart, such items display t heir price including any applicable tax. (Contact customer service to activate this feature.) Below, where totals are displayed, the system will calculate the tax and display it separately.

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For example, this Aikido membership is listed as $150 including tax. The system calculates that $7.14 of that total is the tax that was applied. It shows the tax separately. When other products are added to the cart, that are not tax-included, additional tax calculations will appear in the tax portion of the totals area.

In situations where a product’s payment may be split between Pay Now and Pay Later, the system will calculate the appropriate tax for each section transaction record.

Regarding Manual Changes to Tax and Discount

When this feature is enabled, once an item is added to the cart, the tax or discount for the item cannot be manually changed.

The Price Including Tax feature is not yet available for online purchases.

Edit a Product

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An authorized user can click a product or membership to reveal an inline cart item menu. From here you can offer a Discount, change the required Tax, or edit the Price of an item. You can also edit the properties of an item, if it has editable properties such as grouped products and memberships.

Toggle Tax Included

Once a product is added to the cart, you can toggle whether the displayed price should include any applicable taxes or not. When Tax Included is turned off, you can change the tax and discount.

Sell Items from Different Locations

While in one location, you can sell products and memberships for another location.

Regarding Transaction Locations

The transaction record will record the location where the transaction was made. If your database is set to not allow sales of items from multiple locations in a single transaction, adding an item from a different location will prompt a message, telling you that “Items from multiple locations may not be processed in the same transaction.”

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Find a Membership

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When a contact is already signed in, the lowest fee that they qualify for will appear as the membership’s fee. If more than one fee is assigned to a membership, it will appear in the dropdown list when you search.

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When a membership is selected, certain details must be confirmed in order to successfully add it to the cart. Many of these requirements depend on the limits set for each membership.

A membership can only be added to the cart, one at a time. However, in a single transaction, PerfectMind allows you to purchase multiple memberships for multiple members of a single account.

You can also purchase multiple memberships for customers that are not associated with your account. This allows a single customer to purchase memberships for their entire family, their neighbor, or anyone they choose, then book additional events or facilities, and only go through the checkout once.

1

When a membership is selected from the list, a popup appears. Default values for Membership Activation Date, Membership Expiry Date, Number of Sessions, Payment Plan, Down Payment and Payment Start Date are already entered and may be changed.

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The date of purchase will always be the Membership Activation Date, unless otherwise specified at the time of purchase. The Membership Activation Date may not be set for a date before the date of purchase.

The Membership Expiry Date may not be beyond a date determined by the Time Limitation Type, which was set when the membership template was created. For example, if a winter holiday membership template was created with an expiry date of January 2nd, the membership cannot be extended to January 3rd.

Memberships which have been Limited by Date Range cannot be renewed. A new membership must be purchased for a new time period.

A new membership must be purchased for a new time period. Also, if a membership is purchased in the middle of an activation period, the system will not automatically prorate the purchase. For example, a winter holiday membership may be available from December 22nd to January 2nd, but a customer who purchases the membership on December 26th will not automatically receive a prorated fee.

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There may be times where you want to forego the payment plan option. From the Payment Plan dropdown menu, select No Payment Plan.

2

If a contact is not already assigned, add their name in the Primary Member field. Either begin entering a name in the text field and then select from the list that appears, or click the Add Contact button and create a new contact profile.

3

If applicable, click the dropdown menu to Choose a Fee.

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If the user has permission to modify fees, they can change the fee manually. If the contact is not signed in, or if the contact does not qualify for any fees, all possible fees for the membership will appear. If the user has permission to modify fees, they can select the appropriate fee manually. If the user does not have permission to modify fees, if the user attempts to select a fee which the member does not qualify for, a message warns them that the fee is invalid. The button to continue the process also disappears.

Access and Assignees Tab
1

Click the Add Access link to add a Service and, if the membership requires it, a Rank. This defaults to configured values but may be modified.

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2

Click Save to add the membership to the cart.

Membership Expiry Date, Number of Sessions and Payment Plans may not appear when viewing a member’s details if they are not limited by these factors. For example, a membership that is not limited by time will not show an expiry date for that membership and a membership that is not configured with a payment plan will not be provided with that option at check out.

Regarding Memberships and Payment Plans

All memberships that are added to the same transaction must conform to the same payment plan. If you have added a membership that uses one payment plan, and then add another membership that uses a different plan you will be asked which plan you would like to conform to. When you choose, all memberships that are currently in the cart will conform to the chosen plan.

If you modify the Payment Start Date on one membership, the payment start date of all other memberships in the cart will be changed as well.

Buy Credit

Credit may be added to the cart and assigned to a newly created customer or to an existing customer.

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1

Be sure you are under the Product or All tab,

2

Type “Credit” into the keyword search.

3

Click the entry or press the Enter key.

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4

Click to add an existing or New customer.

5

Enter an Amount of credit.

6

Click Add to add a credit purchase to the transaction or Cancel to cancel it.

7

Click Charge to continue to the payment page.

Complete the Payment

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When reviewing the Pay Now and Pay Later sections, the number of cart items that are to be paid in each section appears in the top right corner. Click that link to see a breakdown of the items in that section. This breakdown includes a thumbnail image of the item, its cart item name, and the fine print details which appeared in the cart, the unit price, and the quantity being purchased.

Click the X in the top corner to collapse the breakdown window.

The Payment Window is separated into sections, depending on what items are in the cart, and what payment options are set for the items within the transaction. It may be separated into Pay Now and one or more Pay Later sections. You must set at least one payment for each section and each must be associated with one payer.

1

Enter a customer, by either typing a name, clicking the New Customer button, or clicking the Walk In link.

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When you click, the entry field shows a dropdown menu of customers associated with any membership or activity in the cart, and any contact who is a member of their account(s).

Select from this suggested contact list or search for any customer name you wish.

2

Select a Payment Method. Each option requires that you enter a Payment Amount. The amount that appears by default is either the total balance remaining for the current section or the maximum amount the customer is eligible to apply using the selected payment method, whichever is less.

    • Cash: Click to select a specific amount, or enter a unique Payment Amount. Change Due shows any change that must be given.
    • Check: Enter the Check Number.
    • Credit Card: Allows your customer to pay by credit card.
    • Debit: This option is available only when a terminal is attached to your workstation. This allows customers to use their debit card to complete a transaction
    • EFT/ACH: This is only available during the Pay Later portion of a transaction. Select the *Finance Information on file. You can also use this dropdown to add a new account.
    • Gift Card: This option is only available during the Pay Now portion of a transaction. Enter a Gift Card Number and click Apply to apply it to the amount due.
    • Credit: This option is available if the selected customer has credit available to apply. It is only available during the Pay Now portion of a transaction.
    • Custom Payment Method(s): Under global settings > Accounting App, you can create Custom Payment Methods and assign a GL Account to them. These function similarly to standard payment methods.

Consider Credit Card Information

Credit card information is now even more secure. If you use Moneris eSelect for “Card not present” transactions, the full credit card number is saved to the Moneris vault and a token is returned by Moneris. This token is stored on PerfectMind’s server. For customers using other credit card merchants, credit card numbers are no longer stored on your organization’s database. Instead PerfectMind stores credit card numbers on a secured server. A token is generated and only that token is shown when a credit card transaction is attempted.

If PerfectMind is not connected to a Moneris terminal and your Billing settings for Gateway are set to In-House, the system expects that you will make the payment through an external device and does not connect with a billing service. If your Billing setting is set to Billing Direct, you will use the credit card vendor of your choice to process credit card transactions.

If a terminal is not connected to the station you can select the tokenized Credit Card on file, whose complete details are encrypted. Again, PerfectMind does not retain any credit card information. If you have previously entered credit card information for the customer, via a credit card terminal, tokenized details will appear if you select that option from the drop down menu. You can also use this dropdown to add a new credit card to the file.

In this case the cardholder’s account is not charged at this this time but must be processed manually through an external terminal.

If a terminal is connected to the station, by default, the account will be charged directly through the terminal. If another option is chosen, you may still click Send to Terminal from the drop down list.

Consider Subsidies

This option appears if a customer has a subsidy allocated to them and a cart item qualifies for a portion of that subsidy. Read the article, Adding a Subsidy for more information.

When your customer qualifies for a subsidy, the Subsidy button will appear as a Payment Method option. The amount which is available to the customer will appear within the button. This amount, or a portion of it, will be applied to the outstanding balance when the Subsidy button is clicked.

The payment methods listed are the most frequently used. Each payment method requires different information. In each case the Payment Amount defaults to the full amount required to satisfy the section of the Payment page, up to the maximum amount available. For example, a $100 transaction may use the entire amount of a $50 gift card and still require 550 to be placed toward the transaction. The Balance Remaining appears below.

1

Click the Next button or click another section of the window to proceed.

2

Click Process Now to continue.

If the button is clicked before the total balance is paid, an error will inform you that you must continue to set payments.

Consider Split Payments

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A transaction may be split multiple times into multiple payments. If any of these stages involves a terminal that times out, is cancelled or is otherwise unable to complete the transaction; ie, if a card is declined, you will be prompted to View Receipt and either Retry the current transaction or Void the previous transaction. If the current transaction is successfully voided, you will also be prompted to Void the previous transaction. This popup cannot be closed until the entire transaction is either completed or voided.

You may wish to split the Pay Now amount so that another customer pays part of this portion. You may even select a walk in client to make a payment, in full or in part, for a Pay Now amount. (Note that walk in clients cannot be assigned to any Pay Later amounts.)

  • If you add an amount into the Payment Amount that is less than the amount due, click Add Payment to split the payment.
  • This collapses the first portion of the Pay Now section and opens another. Follow the same procedure to select a Payer and a Payment Method.

When the Balance Remaining shows as $0.00, click the Next button to continue to the Pay Later section of the payment window. If there is only a Pay Now section, click Process Now.

The Pay Later section of the Payment window shows all items from the cart that require future payments to be made. As in the Pay Now section, you must select a customer and a payment method. You can split the payment in the same way as in Pay Now.

1

Click Process Now to complete the transaction.

When more than one contact has made a payment toward a transaction, that record will appear under the Transaction tab of each associated contact.

Consider Current Location and Station IDs

Staff might have access to stations in various locations throughout your organization. Whenever a payment record is created, if PerfectMind does not already have this information, staff will be prompted to supply their location and/or their station. The system requires specific location information when a transaction is about to be processed. It requires specific station information when a payment is about to be made. If there is only one location you will not be prompted.

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1

Select a location from the drop down list.

If a terminal is connected to a station it will automatically generate Current Station information. If a terminal is not present you will be prompted to provide that detail when a transaction record is being generated.

2

Select a Station option.

If you select No Station, or if you are not assigned to a station, a null value is saved.
When either of these pieces of information are requested, you can check a box to “Remember this selection until I log out.”

Manually Change Location/Station

If you wish to manually change your location or station information:

1

Click Store.

2

Click Make a Sale.

3

Click the POS Configuration icon and select Set Location/Station.

4

Choose a location from the drop down list or select a station from its drop down list.

These options will only appear if your organization has multiple locations and/or stations.

Consider Refunds

Current Location information will only be requested when a new transaction is being created. If you are processing a refund, or creating payment records under another pre-existing transaction, these records will inherit the same location that was entered when the original transaction was created.

The system will also record the station at which the payment / refund record was actually created, even if that station is associated with a different location than the original transaction.

Consider Questionnaires

Some or all of the memberships or products that are available for purchase may be associated with a questionnaire.

For memberships, once the pop up has been filled out, which adds members to the membership, the questionnaire will appear. If more than one member is associated with the membership, a single questionnaire is shown. The answers given will be saved for each member. When the questionnaire is complete, the membership will be added to the cart.

For Products, the questionnaire will appear once the item is selected. When the questionnaire is complete, the product will be added to the cart.

Review the Transaction Summary

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This page shows the Transaction Summary.

  • Click the Name at the top of the page to see the Client Page associated with the transaction.
  • Click Print Receipt to view and print the receipt.
  • Click Email Receipt to email the receipt to the named client. When you print the receipt, the till opens automatically.
  • Click New Sale or type Alt> + “N” to generate a new sale.
  • Click a button to view details, depending on purchases made.

Click the View/Print Buttons

When a Membership is successfully purchased, click the View Agreement button to see a popup that allows you to select which membership’s documents you wish to view. Once viewed you can also make the documents available for signing digitally.

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If multiple memberships were sold, documents for each membership may be generated by selecting each membership in the popup on at a time.

In the past, any dates that appeared in the contract were formatted independently of your global settings. Now, all dates that appear in the contract are based on the settings from SmartClient.

Consider the Invoice

Each payment due date will generate its own set of invoices, which are split according to the payer. The transaction table shows the first contact in the series of payments. If a walk in paid the entire amount for the transaction, this column is empty.

Configure Shopping Cart Buttons

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Authorized users from specific locations within your organization can make changes to the shopping cart function of their location only. Users who are authorized to make changes to multiple locations may do so.

Buttons may be manually added to this display, to showcase frequently purchased items. Additional items may be searched for by entering keywords in the search field. When configuring the cart, you can select a location from the drop down list. Only the items that are available at the specified location will be available.

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The options listed here will depend on what locations are listed as part of your organization, the permissions provided to the staff member, and which locations are currently selected in the Locations drop down on the header. You may also select, All Locations, which makes the product available to all locations and to all staff members.

If more than one location is selected, or if more than one is available to the staff member, the buttons will appear under each location heading.

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The buttons may be configured as follows:

1

Click the Utility Menu icon in the top right corner of the screen.

2

Select Configure Buttons.

3

If you have access to multiple locations, select a location to configure buttons for, from the Location Picker.

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If your facility or facilities use multiple stations, you can select them here as well. This allows each station to configure their POS to accommodate the items they have access to.

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When items are added to the system, they can only be associated at a location level. They must be added to a station’s configured buttons later. If a station is deleted, the system will delete any buttons associated with that location.

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4

Search for the item and select it from the dropdown.

5

Click and drag the Drag-and-Drop icon to move a button within the cart.

6

Click the Remove icon to delete a button from the cart.

7

Click Done Editing.

Process a Transaction for an Activity

With “Pay to Register” Disabled

In your global settings, when you have disabled Pay to Register options, you may still initiate the sale of an event by clicking the Pay Now button beside an attendee. This generates a transaction that includes one associated event, one attendee and any equipment or products that are set as extras. A membership may also be added as an extra.

Depending on how the event was configured, you may be asked to confirm or update the following before you proceed to the checkout:

  1. Which fee is applicable to the attendee (if multiple fees are part of the event).
  2. Which extras should be included (if optional fees are added).
  3. Which payment plan is to be used (if multiple payment plans are available)
  4. Which fees are to be included in the Pay Now and Pay Later portions of the payment plan.

With “Pay to Register” Enabled

Events purchased using Pay to Register place 100% of the fees into Pay Now, even if the event’s payment plan generally includes a Pay Later portion.

If Pay to Register options are enabled under global settings, you will be taken directly to the checkout upon adding an attendee to an event. You can register any member associated with an account.

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When Pay to Register is active for any activity in your cart, payment plans cannot be applied to them, as the entire payment for the activity is required at the time of reservation. You may still set a payment plan for other fees, extras, or activities which do qualify for the use of a payment plan. A popup will appear just before the shopping cart. This shows extras, fees, and memberships for each participant in the activities which are associated with the transaction.

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  • Select a Payment Plan.
  • Review the fees, extras, and qualifying activities in the transaction which qualify for the use of a payment plan.
  • Check the box beside Pay Later to apply the payment plan to them. The Pay Now and Pay Later totals appear at the bottom of the screen.
  • Click Continue.

If you click Cancel, the listed purchases will be placed in the cart with no payment plan.

If you click Continue and another payment plan has already been applied in the cart, you must decide whether all items in the cart should use the newly selected payment plan or the one that was previously applied.

Regarding Payment of Memberships

When a payment plan is applied to a qualifying activity, the plan supersedes any plan that may be configured for a membership extra that is part of the transaction. You can set the membership to become part of the payment plan or choose to Pay Now.

If a parent activity is set to ¬Pay Now, any membership extra will default to Pay Now as well. You may still change this in the popup. Additionally, you cannot select an ongoing membership extra while a payment plan is applied to the parent activity. This may only occur if the parent activity is Pay Now. If the cart already includes items that are part of a payment plan, you cannot add an ongoing membership extra

Under Pay to Register, you may select a membership extra for multiple attendees.

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A customer may qualify to register based on the event‘s prerequisites, or the event’s fee conditions. If a customer qualifies for a reservation, the box beside their name is automatically checked.

On the administration side, if a client does not qualify to register, you may still check the box beside their name to register them manually.

In Book Me, when an online customer does not qualify to register, they will not have the opportunity to continue with the registration.

If the event requires that a questionnaire be filled out, that step will be added to the Pay to Register process and questionnaires will be generated for each selected attendee before reaching the checkout.

You may also be prompted to confirm/update the following, before reaching the checkout:

  1. Which fee is applicable to the attendee (if multiple fees are part of the event).
  2. Which extras should be included (if optional fees are added).

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Because each customer who is registering for the event may qualify for different fees, when Pay to Register is active for the event, each attendee’s fee will appear on a separate line in the cart. Canceling one attendee’s charges only cancels their registration, while the others remain in the cart.

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If a membership is added as an extra, and that membership includes a Pay Later portion in its payment plan, PerfectMind uses that payment plan for the membership alone.

If you use POS 1.0 you can select a membership extra for one attendee per transaction. If POS 2.0 is active you may select membership extras for multiple attendees.

Process a Transaction for Facility Booking

1

Click the Pay Now button to review a summary of the agreement and to make any adjustments. You can also choose to schedule the payments in a payment plan.

2

Click Continue to proceed to the shopping cart checkout.

3

Configure or revise the scheduled payment plan if applicable.

When paying for a facility booking, you can only include events, equipment and products in the transaction. Memberships cannot be added as extras in that case.

If you are setting up a payment for a facility booking that includes one or more events, with one or more associated payment plans you must choose to either apply no payment plan, meaning 100% of the purchase becomes Pay Now, or apply one of the payment plans that are available to the events in the cart.

If a payment plan is selected, all events are added to the plan. However, you can still opt to include select equipment extras in the payment plan, or pay them now. Of course, products must be paid now and cannot be added to the payment plan.

Responsive Design for Mobile Devices

Perfectmind’s Point of Sale 2.0 interface works seamlessly with any mobile device. The layout will change, according to the dimensions of your screen. Here are some examples:

Your Point of Sale Interface on a Smart Phone

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Your Point of Sale interface on a Tablet

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Small Browser Window

Even on a desktop, if the size of your browser window changes, the layout will remain optimized.

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