AdvancePro Point of Sale

  • Post category:apt-university
  • Reading time:7 mins read


  • Learn how AdvancePro can manage shift reports
  • Learn how to do sales on a touch screen in a retail environment
  • Learn how to get reports on cash floats

Webinar transcript

APT University: Point of Sale

POS – Get Started Guide

Hello and welcome to Today’s episode of APTU – today we’re going to be discussing setup and usage for AdvancePro’s Point of Sale system, which is designed to allow you to conduct over the counter, payment upfront sales of goods or services on a touchscreen device. AdvancePro POS can provide shift cash-out reports, otherwise known as Z reports, and can manage a cash drawer.

Please note that this does not apply to sales made with the AP Mobile App, that is a brand new feature coming soon and we’ll be covering it in an upcoming APTU video

Before we get started, if you’re watching please note that we will be taking any questions entered into the chat that you’ll see to the right of the video if you’re watching on youtube, or below the video if you’re watching on our AdvancePro homepage. If you’re new to advancepro and would like to learn more, we have our entire past catalogue of previous APTU episodes available under the resources tab on localhost/apt, or on our youtube channel.

So let’s dive into the advancepro software, and the first thing we’ll do is the initial required setup.

So first, we need to check that the AdvancePro POS module is actually enabled, this is found under Admin > utilities > POS, if your screen looks different than mine, please reach out to AdvancePro support, now you’ll see checkboxes to print the cashier’s name – which will be the username of the person logged in making the sale. There’s an option to use the cash drawer and if this is checked off, it will signal the cash drawer to open when you collect a payment and print the notes on any receipt

You’ll also see we can set up a register you’ll need at least one register per location, you can have registers across multiple locations by setting up registers in each warehouse. Whichever register you set up, will draw inventory from the warehouse it’s set to.

Next, we’re going to need a POS user, these are different from regular users in that they only have access to the POS sales functions of AdvancePro to create one, go to Admin > site Administrators and add your user, please make sure that your role is marked as POS user. And check off the POS user checkbox.

Next you’ll want to make sure you have at least one payment method, you’ll want to go to Admin > payment methods for that, and you’ll want to set up a default POS customer – running POS you can still work with other customers, but you’ll want a placeholder customer to handle any sales from anonymous customers.
This can be done from Admin> site settings, POS customer and add the POS customer

If you’re using picking locations, please note that all sales will draw from the default pick location for the product you’re selling. Please note that you will not be able to sell any item that is not set to a picking location

Next, let’s log in as our POS user and immediately we have the start of our shift, what you want to put here is the float total at the start of your shift, lets say 50 dollars, and we’ll set a reason as float start. Check the blue checkbox to start your shift, notice the buttons on advancepro POS are bigger and optimized for a touchscreen

From here we can continue our shift, you can click the POS button to start a sale, the returns button to start a POS return, and the lunch, break, or be right back/other button will allow you to lock advancepro while you go on a break, when you return and log back in, , your shift will still be running, and your balance will be preserved.

Lets run through a sale. If you’re already familiar with advancepro’s basic sales functions, this will look familiar, but you’ll see every key has a keyboard shortcut, and as well, the buttons and screen has been optimized for retail touchscreen technologies, if we press f10 or the customer search button, we can look for a specific customer we’ll be doing business with, and they will get any customer specific discounts, we can also also enter discount codes in the lower left just how we would normally, for more on that, take a look at our whole video on discount codes.

Now we can make a sale, and if we want we can have manager pricing overrides by pressing F9
When the manager logs in now you’ll see we can directly change the price.

Now when we save and place the order we’ll immediately be taken to the payment terminal, and you’ll see we can take additional payment above the total and AP POS will make change for us.

Finally when we process a total sale, the register drawer will open and the inventory for the order will remove. We can also print off a receipt at this point

And you’ll see if we close out of sales, we can return over the counter just the same, we can set a return limit for a given user and require a manager to log in to process returns larger than the limit as well, we can choose to issue a credit or a replacement, and of course we can print a return receipt as well.

Now at shift end we can put our cashout value, and you can see right now we have an expected balance of 275, which is our sales total plus our float. And since this is day end we can get our shift end z report and we can have manager overrides.

Now if we come back to advancepro, we have one last settings area, and that’s our available under customers on our quick navigation bar, by licking POS.

This is our POS settings screen, and this essentially allows you to set the rights of a given POS user. Here you can enable or disable customer sales, price changes, returns, set return limits and more. You can also set a specific opening balance for a given user or register, and if anyone is actually using Advancepro POS, you’ll be able to see what they’re doing, such as who is logged in and what they’re doing now.

This concludes our tour of the AdvancePro point of sale system