Customer Portal Overview - POS

The Flatpay Customer Portal where you manage your POS system. The portal gives you control over important settings and features to keep your business running smoothly.

To help you get the most out of your Flatpay product, we’ve put together a breakdown of all the different functionalities available in the portal. This guide will walk you through each menu option, making it easier than ever to navigate and optimise your setup.

Firstly, log on to the Flatpay customer portal: Here

Frontpage - Flatpay Overview

When you first log into the Flatpay portal, you land on the Overview page. This page gives you a snapshot of your daily business performance, showing metrics like the total number of transactions, today’s revenue, and the total refunds processed. You can also compare today’s figures with those from the same day last week, helping you to quickly gauge how your business is performing.

Dashboard

In the POS dashboard, you'll be able to track the most important information about your business. Gain insights into 'amount of products sold', revenue split into card and cash, together with the revenue for the day.

Transactions

To dive deeper into your transactions, navigate to the “Transactions” tab in the sidebar. This page lists all transactions processed through your terminals, including details like the date, type, card type, amount, status, and terminal name. You can filter transactions by date or other criteria, and if needed, download the data in CSV or PDF format for further analysis.

Sales

Find these two points under sales:

• Orders
  The orders tab is to keep track of all sales activities performed on your POS. Monitor whether sales are marked as 'completed' or 'failed'.
  
• Sales overview
  Here you'll be able to monitor all sales made on your POS. Filter by a custom timeslot or per hour and download a full report.
  

Payouts

The Payouts page provides a clear overview with detailed payout dates, periods, fees, surcharges, net collections, and net payouts. This gives you a daily view of all your actions. We've added a feature so that you can download the report as either a PDF or XML file, making it much easier to keep track of your finances or send it directly to your accountant if needed.

Reports

The reports tab contains the sub-categories:

1. Register report
   Here you can see a full report on your cash drawer. This includes which staff member has opened the drawer, starting- and closing cash and expected amount.
2. Z Report
   The “Z Reports” section is crucial for end-of-day summaries. Each report includes start and end times, terminal ID, terminal name, and total revenue. You can view or download detailed Z Reports for each session, ensuring that all transactions are accounted for before closing your business for the day. 
3. Custom reports
   Custom reports will be the spot to find many specialised reports on your business. This section is constantly expanded as we add more reports.

POS

Under POS, you'll find some extremely important features for your system: 

• Categories + Products
  The categories and products tabs will be two of your most important tabs for setting up your POS. Here you'll create the categories and products you'll be able to access through your POS screen. We have a full guide on how to create categories and products here.
  
• Product sorting
  After having created your products and categories, use this tab to organise them on your POS screen.
• Stock
  Inventory is your stock-keeping tab. Manage your stock and get alerted when certain crucial products are low on stock. Here's an article on how to get the most out of our inventory management function.
  
• Tables
  If you're an establishment that serves mostly seated guests, the 'tables' function will be crucial for you. Find a full guide on our tables function.

Devices

• Terminals
  The terminals tab is where you manage your payment terminals, name each one and see their ID. This is also where you enable Tipping for your individual terminals.
• Point of sale
  The POS tab is for the customers who have multiple Flatpay POS systems. Here you can manage their names and IDs to make it easy to tell them apart. 
  
• Printers
  The Printers tab is your printer overview. Here you can check the status of the printers connected to your POS system.

Staff 

This is where you'll create staff for your business. Add your employees in the top right-hand corner, enter their login information and preferred language. They'll now be able to access the POS system. This function is crucial for detailed staff reporting, so make sure you create a profile for each team member that is able to access the POS.

Integrations

Use this tab to link your go-to accounting software to your Flatpay system. Save your accountant the trouble of hunting for payments by streamlining your POS system and your accounting program of choice. Check out our page on how to integrate different accounting softwares into Flatpay.

Location settings

Settings contain a couple of important functions that might enhance your business:

• Other payments 
  Here's a full article on 'Other' payments
  
• Tips
  Enable and configure tipping on your terminals - set custom tip amounts that will appear on your terminal after a sale. Remember to go to devices to enable which of your terminals should offer tipping.
• Takeaway 
  Here's a full article on the "Dine in/Takeaway" setting
• Pay at location 
  Here's a full article on the "Pay at location" setting
• Business hours
  Choose the business hours that best suit your business. This has an impact on reports that use 
• Taxes
  Here you can update your VAT information - see our full POS VAT guide.
• External access 
  Give access to external POS providers

My business

Under account, you'll find two points:

• Accounts
  Here you can create accounts for the customer portal. Have a colleague that need access to the portal? Just press "create user" at the bottom and enter their details.
• Company details
  This is where you can type in the address and contact information for your company.
• Agreements
  Here you’ll find your current contract with Flatpay.