Support
User Guide

Getting Started

Downloading the App

• You can go to the Amazon App Store on your device.
• Search for Datio POS.
• Tap Download and install the app.

Logging In

• Open the app and log in using your Datio POS account credentials.
• If you don’t have an account, tap Sign Up and follow the on-screen instructions to create one.

Basic Flow

Add Item

How to Add an Item in Datio POS

1. Open Menu List: In the Datio POS app, click “+ ADD ITEM” at the top left.
2. Enter Item Details: Fill in fields like name, price, and any optional info (e.g., barcode, taxes, etc.).
3. Bulk Upload: Use the bulk upload option for large inventories.
4. Save: Once done, click Save to add the item.

Do a Sale

After Adding an Item to the Cart: Once you have added an item to the cart in the Datio POS system, you will notice the Grand Total displayed in large font at the bottom right corner of the screen, adjacent to the shopping cart icon.

1. Click on the Grand Total:
   • This will prompt the system to proceed with the checkout process or review the transaction.
2. Select Sales Associate (if applicable):
   • A pop-up window will appear if your POS account is configured to have multiple Sales Associates (employees who handle transactions). This prompt will ask you to select the Sales Associate managing the current sale.
   • From the options listed, simply click on the name of the relevant Associate to ensure that the transaction is attributed to the correct employee. This is useful for tracking performance or commissions.

After selecting the items for the purchase, the next step is to choose the payment method that the customer will use. The available options include:

• Cash
• Manual Card Entry
• EMV (Chip Card)
• Gift Card
• Split Payment

Choose the appropriate payment method from the options displayed on the screen and pay the amount.

How to Contact Us for Credit Card Setup

1. Visit Our Website: Go to datiopos.com.
2. Contact Us Page: Navigate to the Contact Us section on the website
3. Fill Out the Contact Form: Provide your name, email address, phone number, and any specific details regarding your credit card setup needs.
4. Email Us Directly:You can also reach us at [email protected] for inquiries related to credit card processing.
5. Call Us:For immediate assistance, call our support team at (408) 643-0990

Payment Set-Up (How the customer pays Datio)

The payment setup in Datio POS ensures that after the free trial (limited to 25 transactions or 60 days), customers are prompted to enter their credit card information for billing. Here’s a step-by-step summary of how customers can set up their payments:

1. Pop-Up Notification:
   • If no credit card information has been added to the account, customers receive a pop-up prompting them to input their details to continue using the service.

.

1. 1. Navigating to Payment Setup:
      • Go to the Save section and select ‘Payment Setup’
2. Subscription Notification:
   • A pop-up will detail the monthly subscription cost of $88, which covers the POS Software App, Dashboard & Reports, and Support & Services.
   • Click ‘OKAY’ to proceed.

1. Entering Payment Information:
   • Customers can either swipe their card through the EMV terminal or manually enter the Card Number, expiration date, and Save it into the fields provided.

This streamlined process ensures that customers can easily continue their subscription after the trial period.

Item Set Up

Details

You will encounter an item entry window when adding a new item to the Datio POS system. This window contains several fields where you can input essential information about the item. Below is a detailed guide on each field and its purpose.

Step-by-Step Process for Adding an Item

• Open the Item Entry Window:
• You can just navigate to the section of the Datio POS where you can add new items, usually found in the inventory management area

• Fill in Required Fields
  • Item Name
    • Enter the name of the item clearly and concisely. This name will be used to identify the item throughout the system and should reflect what customers will recognize.
  • Price
    • Specify the selling price of the item. Ensure that the price entered is accurate and reflects any current promotions or discounts that may apply.

Optional FieldsBarcode:

• If your item has a barcode, you can enter it here. For users of the Datio POS, scanning the item will automatically populate this field, enhancing efficiency and reducing manual entry errors. Barcodes help streamline inventory management and checkout processes.

Seq ID:

• This field allows you to set a specific order for how items will be
  displayed on the home page of your POS system. For instance, you might want to sequence items by category or popularity to facilitate easier access for staff and customers

Color Tag:

• Assigning a color tag helps in categorizing items visually. For example, you might use green for healthy options, red for specials, or blue for beverages. This aids in quick identification, especially in high-traffic settings.

Add Taxes:

• Specify if the item is subject to VAT (Value Added Tax) or if it’s
  tax-exempt. This is crucial for compliance with tax regulations and
  ensures that the correct amounts are calculated at checkout.

Measure by Unit:

• If the item is measured in specific units (like grams, ounces, or liters), Checking this option will allow you to manage inventory based on weight or volume, which is particularly useful for food items or bulk products.

Prompt for Price:

• This feature is beneficial for generic items (like ‘Drinks,’ ‘Beer,’ or
  ‘Chips’), where the price may vary. If selected, the system will prompt staff to enter the price at the time of sale, which is useful in restaurants or convenience stores where prices fluctuate frequently.

Modifiers

In Datio POS, item modifiers allow you to add customizable options or variations to a product, enhancing its flexibility. This feature is particularly useful for products that come in different sizes, colors, or materials, making it easier to manage inventory and offer customers a tailored shopping experience.

1. Select Your Product:
   • Start by choosing the item you want to modify. You can either create a new product by clicking on ‘ADD ITEM’ or access an existing product by pressing and holding the item to enter edit mode.
2. Access the Modifiers Option:
   • Once in the item menu, select the ‘Modifiers’ option. This will allow you to add various choices or variations for that particular product.
3. Add Your Desired Modifiers:
   • You can introduce different options like:
   • Size: S, M, L, XL
   • Material: Cotton, Polyester
   • These modifiers allow you to create different configurations of the same product without having to add each variation separately to your inventory.

Enable Notes for Special Requests:

• You can also enable a field for customers to include special instructions or requests. For instance, you can add options like ‘Gift wrap’ or ‘Include a greeting card,’ providing a personalized touch.

Price Adjustments:

• Modifiers can either adjust the price of the product (e.g., charging extra for larger sizes or special materials) or be set at no additional cost ($0.00). This flexibility allows you to reflect the true value of the variations without complicating your inventory.

Quantity

The ‘Quantity’ section in the Item Window is designed to streamline inventory management by tracking stock levels and facilitating efficient restocking. Here’s a breakdown of the key elements:

1. Item Cost:
   • Enter the purchase cost of the item. This allows the system to automatically calculate your profit margins based on the selling price versus the cost price, helping you keep an eye on profitability.
2. Quantity Available:
   • Specify how many units of each item are currently in stock. Keeping this updated ensures you have an accurate inventory level at all times.

Restock Threshold:

• Set a minimum stock level that triggers a reminder to reorder the item. When the stock falls below this threshold, you will be notified to restock before you run out.

Receive SMS/Email Alerts:

• Enable notifications via SMS or email when the inventory falls below the Restock Threshold. This feature ensures that you are reminded in real time, reducing the chances of running out of stock.

Supplier Name:

• Record the name of the supplier for each item. This makes it easy to know whom to contact for replenishing stock, especially when managing multiple suppliers.

Supplier Phone Number:

• Store the contact number of your supplier for easy communication. This
  ensures you can quickly reach out to them when it’s time to reorder.

Add Item to Cart and Save, Save, Add to Cart

After entering all the necessary information in the item window, you will be presented with the following options:

1. Add Item to Cart and Save:
   • This option allows you to save the item in your inventory and add it directly to the cart for immediate purchase. It’s ideal for when you want to register the item for future use while also completing a sale.
2. Save:
   • Selecting this option will save the item details in your inventory without adding it to the cart. This is useful if you want to store the item information for later sales but don’t need it for the current transaction.
3. Add to Cart:
   • This option adds the item to the cart for a one-time purchase without saving the details to your inventory. It’s a quick way to handle temporary or custom items that don’t need to be permanently recorded.

These options help ensure flexibility, allowing you to manage your inventory and transactions efficiently based on your needs.

When editing an existing item, the ‘Add to Cart’ button will be inactive. This is because the item has already been saved in your inventory. To add an item to the cart for a sale, you should use the Item Window Pop-Up for first-time additions. For any subsequent additions, simply select the item from the products displayed on your home page menu. Now you’re ready to start selling!

Color Dots on the side, what for and how to use

In Datio POS, Color Dots on the side of items are used for easy identification and categorization of products. These colored tags provide a visual cue, allowing you to quickly distinguish between different types of items or organize your menu in a way that makes sense for your business.

Assign Colors: Choose a color for each category of items during setup. This helps visually group similar products for quick access.

1. Filter by Color: Selecting a colored dot filters the displayed items on the home page menu to only show those assigned to that color.
2. Multiple Color Selection: You can select more than one color at a time, allowing the system to display items from multiple categories. For example, selecting both purple and gold will display

Basic Sale

Add to cart

Adding Items to the Cart

1. Navigate to the Home Page: Go to the Datio POS home page to view available products.
2. Select Items: Click on the specific item you want to purchase.
3. Review Your Cart: Check your cart, and you can see the added items.
4. Proceed to Checkout: Once all items are added, continue to checkout to finalize your purchase.

After selecting the items for the purchase, the next step is to choose the payment method that the customer will use. The available options include:

• Cash
• Manual Card Entry
• EMV (Chip Card)
• Gift Card
• Split Payment

Choose the appropriate payment method from the options displayed on the screen and pay the amount.

Cash, manual card, EMV, split

Payment Method Descriptions

1. Cash Payment:
   • When the customer pays with cash, you will see a prompt on the screen asking for the amount of cash received.
   • Enter the cash amount that the customer provides.
   • The system will automatically calculate and display the change due to the customer in the “Change” section, which is located directly beneath the “Total” amount.

Manual Card Entry:

• If your business has previously arranged to accept manual credit card payments, follow the instructions displayed on your EMV pin pad to complete the transaction.
• If you haven’t set up manual credit card payments yet, please contact Datio POS at +1-408-643 0990 to arrange this feature.

EMV Payments:

• If you wish to set up EMV payments with Datio POS, please contact us at +1-408-643-0990 for assistance.
• If EMV has already been set up for your account, simply follow the instructions provided on your payment terminal to process the transaction.

Payment via Gift Card:

• If the customer is using a gift card for payment, you can complete the transaction by scanning the barcode on the gift card or entering the barcode number manually into the designated text box located at the center of the screen.
• Ensure that the balance on the gift card is sufficient to cover the total amount of the purchase.

Split Payment

• For customers who wish to split the total amount among multiple individuals, you will be directed to a separate screen specifically designed for this purpose.
• To split the total bill equally among 2, 3, or 4 individuals, select the corresponding option from the three choices available at the bottom left of the screen.
• If the split is based on specific amounts that each person will pay, you can input these amounts using the numeric keypad displayed on your screen.

Once you have decided how to divide the total amount and have entered the respective amounts for each individual, follow the prompts to complete the payment process.

Receipt Options

• After the payment is processed
• You will be prompted to choose how the receipt will be provided to the customer. The available options are:
  • Text SMS: Send the receipt directly to the customer via SMS.
  • Print : A physical receipt will be printed.
  • Text + Print: The receipt will be sent both via SMS and printed.
  • None: Select this option if the customer does not require a receipt.

Once you select the appropriate option, the transaction will be finalized, and the sale will be complete.

For Text SMS or Text + Print

• If you select Text SMS or Text + Print, a new user interface will appear, prompting you to enter the customer’s phone number. Input the number, and the system will send the receipt via SMS.

Discount by Item

To apply a discount to a specific item in the Datio POS system, follow these steps: Steps to Apply Item Discount

1. Select the Item
   • In the cart, locate the item to which you want to apply the discount.
2. Press Item Price
   • Press the item price.
   • This action will trigger a pop-up window labeled “Discount by Item.”

1. Discount by Item Pop-Up:
   • The pop-up will display the following fields:
   • Original Price: This shows the current price of the item before any discounts are applied.
   • Dollar Off: Here, you can enter the amount of the discount you wish to apply in dollars.
   • Percent Off Alternatively, you can enter the discount percentage you wish to apply to the item.
   • New Price: This field will automatically calculate and display the new price of the item after applying the discount.
2. Save the Discount:
   • After entering the desired discount amount or percentage, click the “Save” button to apply the discount to the item.
   • The system will update the item price in the cart with the new price.

Discount by Cart

To apply a discount to the total cart amount in the Datio POS system, follow these steps: Steps to Apply for Cart Discount:

1. Navigate to Checkout:
   • After adding items to the cart, proceed to the checkout screen.
2. Hold the Cart Item:
   • Press and hold the cart item for 2 seconds.
   • This action will trigger a pop-up window labeled “Discount by Cart.”

1. Discount by Cart Pop-Up:
   • The pop-up will display the following fields:
     • Total: This shows the current total amount of the cart before any discounts are applied.
     • Dollar OFF: Here, you can enter the amount you wish to discount
       in dollars.
     • Percent Off: Alternatively, you can enter the discount
       percentage that you want to apply to the entire cart.
     • New Price: This field will automatically calculate and display
       the new total amount of the cart after applying the discount.

1. Save the Discount:
   • After entering the desired discount amount or percentage, click the “Save” button to Apply the discount to the cart.
   • The system will update the total amount in the cart to reflect the new price after the discount.

Sales Associate

Tracking sales

Tracking sales in the Datio POS app is essential for monitoring your
business performance and making informed decisions. The app provides several ways to track and analyze your sales data. Here’s a step-by-step guide on how to track sales effectively:

1. Viewing Sales in Real-Time

Sales Dashboard

• The Dashboard in the Datio POS app offers a quick overview of your real-time sales performance
• It displays key metrics such as:
  • Total Sales: The total value of sales within a specific
    period.
  • Number of Transactions: The total number of sales
    processed.
  • Top-Selling Items: A list of the most popular products.
  • Total Checks: The number of individual bills or sales
    receipts processed during a specific time.
  • Total Credit: The total amount of sales made via credit
    card payments.
  • Total Tax: The total tax amount collected on all sales
    during the period.
  • Total Tips: The total amount of tips collected through
    sales transactions.
  • Total Transactions: The overall number of transactions
    processed, including sales, refunds, and exchanges.
  • Total Gift Card Sales: The total amount of gift cards
    sold within the period.

Track Sales by a Sales associate

You can add Sales Associates to the Datio POS system to track sales by associate or assign transactions to specific staff members. Here’s how to do it:

Step-by-Step Guide

1. Navigate to Extras:
   • Open the Datio POS app and go to the Extras section in the menu.
2. Access Custom Setup:
   • In the Extras section, select Custom Setup.
3. Enable Sales Associate Feature:
   • Look for the Sales Associate option within Custom Setup.
   • You’ll see two buttons to toggle the feature on or off.
   • Switch the Sales Associate button to the ON position to activate this feature

Add Sales Associate Details:

• Once the Sales Associate feature is enabled, you can now add details for each associate.
• Add Name: Enter the name of the Sales Associate.
• Add Mobile Number: Input the Sales Associate’s contact number (this can be used for communication or tracking purposes)

Save Changes:

• After entering the details, save the information to ensure the Sales
  An associate is added to the system.
• The Sales Associate’s name will now appear in the app, allowing you to Assign transactions to them.

Using the Sales Associate Feature

Once a Sales Associate is added to the system:

• You can assign sales to specific associates during transactions, which is useful for tracking performance and commission-based roles.
• This feature allows for reporting by a Sales Associate, helping you monitor the performance of individual team members.

Extras

The Extras section in Datio POS plays a crucial role in helping store
owners effectively manage their sales operations and maintain control over various aspects of their business. Here’s how each option contributes to operational efficiency.

From the Extras section in Datio POS, you can access the following
features:

1. Info: General information about the Store Owner.
2. Payment Setup: Configure payment methods and settings for processing transactions.
3. Tax: Manage tax rates and settings applicable to your transactions.
4. Dashboard: A summary of sales data, transactions, and key performance indicators.
5. Transactions and Refunds: Manage transaction records and process refunds.
6. Open Cash Drawer: Open the cash drawer for cash transactions.
7. Custom Setup::Customize specific app settings to suit your business
   needs.
8. XZ Report: Generate reports detailing sales and transaction data,
   typically for end-of-day reconciliation.
9. Help: Access support resources and guidance for using the app..

These options provide essential tools for managing daily operations effectively.

Info

The Info option in Datio POS likely allows the store owner to update
or change their personal details such as:

1. Store Owner’s Name
2. Store Name
3. Contact Details
4. Address

This ensures that the store owner can keep their information current and accurate, which is important for smooth business operations, customer communication, and transactional accuracy.

Payment Setup

The payment setup in Datio POS ensures that after the free trial (limited to 25 transactions or 60 days), customers are prompted to enter their credit card information for billing. Here’s a step-by-step summary of how customers can set up their payments:

1. Pop-Up Notification:
   • If no credit card information has been added to the account, customers
     receive a pop-up prompting them to input their details to continue using
     the service.

1. Navigating to Payment Setup:
   • Go to the balance ‘Extras’ section and select ‘Payment Setup’.
2. Subscription Notification:
   • A pop-up will detail the monthly subscription cost of $88, which covers the POS Software App, Dashboard & Reports, and Support & Services.
   • Click ‘OKAY’ to proceed.

Entering Payment Information:

• Customers can either swipe their card through the EMV terminal or manually enter the Card Number, expiration date, and CVC into the fields provided.

This streamlined process ensures customers can easily continue their subscription after the trial period.

TAX

In the Tax

option of Datio POS, users can add and manage tax settings, including the ability to change the tax percentage. This flexibility allows store owners to adjust taxes as needed to comply with local regulations or update tax rates based on changes in the law.

Dashboard

Tracking sales in the Datio POS app is essential for monitoring your business performance and making informed decisions. The app provides several ways to track and analyze your sales data. Here’s a step-by-step guide on how to track sales effectively:

1. 1. Viewing Sales in Real-Time

Sales Dashboard

1. • The Dashboard in the Datio POS app offers a quick overview of your real-time sales performance.
   • It displays key metrics such as:
     • Total Sales: The total value of sales within a specific period.
     • Number of Transactions: The total number of sales processed.
     • Total Checks: The number of individual bills or sales receipts processed during a specific time.
     • Total Credit: The total amount of sales made via credit card payments.
     • Total Tax: The total tax amount collected on all sales during the period.
     • Total Tips: The total amount of tips collected through sales transactions.
     • Total Transactions: The overall number of transactions processed, including sales, refunds, and exchanges.
     • Total Gift Card Sales: The total amount of gift cards sold within the period.

Transactions and Refunds

In the Transactions and Refunds section of Datio POS, you can see a full list of transaction details. This section helps store owners manage transactions, issue refunds, and track sales efficiently. 
Transaction List:

• The transaction list provides a detailed overview of all sales, showing key information such as:
  • Transaction ID: A unique identifier for each transaction
  • Total Amount: The total payment for the transaction.
  • Sales Associate: The name of the associate handling the sale.
  • Date and Time: When the transaction occurred

Pick a Date Option:

• The “Pick a Date” feature allows you to filter transactions by a
  specific day or range of days, providing flexibility for reviewing sales
  history.

Search by Transaction ID:

• A search bar is available to help find transactions using their unique
  Transaction ID. This feature streamlines the process of locating
  specific transactions.

Transaction Details:

• Clicking on a transaction will open a detailed view, showing:
  • Sale Type (Cash or Card)
  • Subtotal and Total Amount
  • Tips, if any, were added.
  • Receipt Type and the last four digits of the card used (if
    applicable).
  • Refund Status: Whether a refund has been processed.

Return/Refunding Process

Day of Credit Card Transactions (Whole Cart Refund Only)

• On the same day that a transaction is made using a credit card, the system is designed to only allow refunds for the entire purchase.
• Example: If a customer buys 5 items and wants to return 1 item on the same day, you cannot refund just that 1 item. You will need to refund the full transaction (all 5 items) and process a new sale for any items the customer still wants to keep.
• This policy might be in place to ensure accuracy in daily transaction reporting or to match up with batch processing of credit card payments.

After the First Day (Refund by Item)

• Once the day of the transaction has passed, you have more flexibility with refunds. You can refund individual items from a transaction.
• Example: If the same customer returns the next day and wants to return 1 item out of 5 purchased, you can now refund just that 1 item without affecting the rest of the purchase.
• This feature gives store owners more control after the initial transaction day and is particularly helpful for managing partial returns.

Cash Transactions (Always Refundable by Item)

• For cash payments, the system allows refunds for either the entire transaction or specific items at any time on the same day or later.
• Cash transactions don’t go through credit card processors, so there’s less complexity in terms of managing refunds. You can process them more freely.

In the Refunding process of Datio POS, the workflow is simple and user-friendly. Here’s a breakdown of how it works:

1. Clicking on a Transaction:
   • When you click on a specific transaction from the Transactions List, it opens a detailed view of that transaction.
   • This detailed view provides two main options:
     • Print: Clicking on the Print button will print a detailed transaction report, showing all the relevant sale information.
     • Return: Clicking on the Return button initiates the refund process.

1. Return Screen:
   • After selecting the Return option, you’re taken to the Return screen, which displays two tables:
     • Original Table: This table shows the original items purchased in the transaction, including quantity and price.
     • Return Table: This table will list the items you are selecting for return.

1. Selecting Items for Return:
   • To return only a specific item, simply click on that item in the Original table. Once clicked, the item will move to the Return table on the right side of the screen.

• If you want to return all items from the transaction, you can select the Return All option at the bottom of the screen. This will move all items from the Original table to the Return table in one step.

1. Processing the Return:
   • Once you’ve selected the items to be refunded (either individual items or all items), you will have two options:
     • Process Return: Clicking this button will finalize the refund for the selected items.
     • Process to Gift Card: If you’d like to refund the amount in the form of a gift card instead of cash or card, you can use this option to issue a gift card for the value of the returned items.

This step-by-step return process ensures smooth handling of refunds, whether it’s for a single item or the entire transaction. The store owner has full control over the refund process, allowing for flexibility and efficiency in resolving customer returns.

Open Drawer

Custom Setup

The Open Drawer feature in Datio POS allows users to manually open the cash drawer without processing a sale or transaction. This feature is particularly useful for tasks like counting cash, restocking change, or other non-transactional purposes.

How to Use the Open Drawer Feature:

1. Access the Extras Menu:
   • Navigate to the ‘Extras’ section on the Datio POS interface.
2. Select Open Drawer:
   • Click on the ‘Open Drawer’ option.
3. Confirmation:
   • The cash drawer will automatically open once this option is selected.

Tips

The Tips feature allows customers to add gratuities or tips during the payment process, which is common in service-based businesses like restaurants or salons.

In Datio POS, the tip-related features work as follows:

1. Tip Calculation: By default, tips are calculated on all services, but there is an option to limit tips to specific services if needed.
2. Tip Collection: Tip collection is enabled, meaning customers will be prompted or allowed to leave a tip during the transaction process.
3. Custom Tip Amounts: Customers have the flexibility to manually enter custom tip amounts rather than selecting from preset options.

These features give businesses flexibility in managing tip settings based on their service model.

Sales Associate

1. 1. Track Sales by a Sales associate

You can add Sales Associates to the Datio POS system to track sales by associate or assign transactions to specific staff members. Here’s how to do it:

Step-by-Step Guide

1. Navigate to Extras:
   • Open the Datio POS app and go to the Extras section in the menu.
2. Access Custom Setup:
   • In the Extras section, select Custom Setup.
3. Enable Sales Associate Feature:
   • Look for the Sales Associate option within Custom Setup.
   • You’ll see two buttons to toggle the feature on or off.
   • Switch the Sales Associate button to the ON position to activate this feature.

Add Sales Associate Details:

• Once the Sales Associate feature is enabled, you can now add details for each associate.
• Add Name: Enter the name of the Sales Associate.
• Add Mobile Number: Input the Sales Associate’s contact number (this can be used for communication or tracking purposes).

Save Changes:

• After entering the details, save the information to ensure the Sales
  An associate is added to the system.
• The Sales Associate’s name will now appear in the app, allowing you to assign transactions to them.

Using the Sales Associate Feature

Once a Sales Associate is added to the system:

• You can assign sales to specific associates during transactions, which is useful for tracking performance and commission-based roles.
• This feature allows for reporting by a Sales Associate, helping you monitor the performance of individual team members.