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1. Operations Overview - 3
7. Starting Orders - 10-12
2. Logging In - 4
8. Order Processing - 13-14
3. Basic Navigation - 5
9. Checking out - 15-16
4. Kanban Navigation - 6
10. PreOrders - 17
5. List Navigation - 7
11. Delivery - 18
6. Profiles 8-9
12. Customer Product History - 1913. Customer Transaction History - 20
15. Terminal Management - 2214. Returns - 21
16. Cash Management - 23-25
Table of Contents
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Operations Overview
Front of house, or Budtender Operations, will be handled through the POS terminal (check with your administrator for access information). This document will review the concepts required to successfully process orders in your environment.
There are two primary ways to reflect your store operations in LeafLogix. The walk-in model and the pre-order model. In the walk-in model, customers are greeted and checked in by reception staff, and then processed by a budtender. In the pre-order Model, orders are either submitted through an online order integration or created by floor staff, before being fulfilled/packed. Your dispensary may utilize one or both of these workflows.
To better represent operational workflows, LeafLogix POS 4.0 requires that users configure Statuses under the system backend, POS > Layout > Guestlist Status. Try to create statuses based on your real-world order management practices.
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Logging In
In order for operations to begin, you’ll first need to log in to the POS. First, using Google’s Chrome browser, navigate to your assigned URL.If you are having trouble locating your login URL, contact [email protected]
Enter your Username and Password
Select your registerStart your day.
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The Guest List - Kanban View
Basic Navigation
By default, the Guest List will display as a Kanban board built on your dispensary’s status layout. However, you can switch to List View by clicking on the toggle.
After logging in, you’ll be taken to the Guest List, where you can manage customer requests and fulfill inbound orders.
The Guest List - List View
Lane order on the Kanban view is determined by their order, top to bottom, in the backend under POS > Layout > Guestlist Status
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Basic Navigation: Kanban
The Kanban Board will show your customer tiles arranged left to right by status (See Section 8 - POS Management for details).
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Guest List quick access
Products search: used to search available inventory
Customer List: used to search customer records
Create New Guest: opens a new customer profile
Anonymous Transaction: opens a new anonymous cart
Customer Tile: click to open cart; drag to change status
Guest List sorting tools: Refresh, Sort by Name, Sort by Time
Location Toggle: used to switch between locations in multifacility environments
Terminal Menu: used to change register setings and manage drawer activity
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Basic Navigation: List
List View offers a simpler view of waiting customers, and offers the ability to filter to specific statuses - useful for single-use workstations.
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Guest List quick access
Products search: used to search available inventory
Customer List: used to search customer records
Create New Guest: opens a new customer profile
Anonymous Transaction: opens a new anonymous cart
Customer Tile: click to open cart
Guest List sorting tools: Refresh, Sort by Name, Sort by Time, Filter Status
Location Toggle: used to switch between locations in multifacility environments
Terminal Menu: used to change register setings and manage drawer activity
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Kanban
List
Profiles
Before starting any orders, we’ll need customers. To create a new customer, click on Create New Guest. This will open the Create New Customer page.
To add a new image, click the “+”.
The base of the profile manages images related to your customer.
When adding a new image, you can upload one from your computer, or use an attached digital camera to take a photo directly.
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Profiles
To add medical details, navigate to the Medical Details Page. This information is used in medical environments to retain caregiver, doctor, and guardian records.
If you are required to collect any electronic documentation from a customer, that can be uploaded from your computer, and dropped into the box at the base of the Medical Details Page,
Once you have completed your customer’s new profile, click Create.
Any Medical Notes entered into the field on the Medical Details can be set to pop up when starting a transaction. The settings can be controlled from the register settings or from POS > Maintenance > Registers in the backend.
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Starting Orders
Locate an existing customer by searching from the Customers Tab.
In most operating environments, customers will be Checked In and assigned to the Guest List.
Clicking on Enter POS will immediately open a new cart or navigate to an existing one.
If you need to Edit an existing customer record, be sure and hit Save when complete.
If you are checking in a caregiver, use the Check in Caregiver option nested within the Edit Profile screen.
Select your customer…
…and 1- edit, 2 - check in, or 3 - start a cart.
New customer orders are initiated by searching for their customer profile:
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Starting Orders
To start an order from the Guest List, simply click on your customer’s tile to access thier Cart:
Once selected, the Cart will be assigned to your Register. This means that other employees will not be able to access the order from a different register.
If you need to Release a customer from a register, Cancel an order, or check a Transaction Reference, click on the vertical ellipsis to the top right of the customer tile in the Guest List.
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Starting Orders
If enabled, LeafLogix allows for anonymous customer orders. These do not require check in - simply click the Anonymous Transaction button to start an order.
Anonymous Transactions generate a Customer Record named with a system-generated number. Use this as a reference if you ever need to locate an the transaction again. This information can be located on the physical receipt.
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Kanban style
List style
Order Processing
Starting an order will take you to the Cart. From here, you can begin scanning package ID barcodes and adding products to your Order.
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Customer Info slider
Applied discount slider
Customer overview
Product Search: used to search for specific products records
From left to right: Register for Loyalty, Release to Guest List, Delivery Options, Customer Journal, Product Purchase History, Transaction History
Customer cart. Displays selected products and any discount information
Order Status and Notification controls. Notifications require an order integration
Customer contact infromation
Customer discount groups
Click on the customer name to access the Profile; click on the notes to update the notes entry
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Order Processing
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To add Packges to an Order, simply scan a package ID barcode. This will add a unit from the package to the cart. Package quantities will be stacked together in a single line as you add them to the cart.
Hand-held scanners are all fairly similar. A 1D model will suffice for most users - consider a 2D if you plan to make use of QR codes. Once installed on your terminal, make sure that the CR Suffix is set. This will insert a return at the end of every scan - required to scan inventory barcodes directly into a cart.
Order Processing
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Alternatively, you can Search for packages. The search will key on package ID, SKU, or product name.
Users can also set filters to assist when searching large catelogs.
You can also change an order’s Status or Notify ecommerce customers from the cart search.
When you’ve finished adding packages from the search, click Back or Checkout to resume the checkout process.
Checking Out
Available manual discounts will be listed on the discount modal. Manual discounts can be applied in four ways: to one item in a package stack, all items in the cart, the Charge Total, or each item in a row.
Applied discounts will be shown below. Note that woul can cancel discount application by clicking the red trash icon.
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From the Cart, you can modify your Order in several important ways.
Product details can be edited as shown.
Apply manual discounts by selecting Apply Discount. See below.
Remove Item will remove a single unit from the package stack.
You may print one or all labels for a given package stack.
Springbig integration feature.
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In order to modify inventory packages, select the vertical elipisis to the right of the package record.
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Checking Out
The %Discounts tab will provide an overview of all applied discounts. Additionally, it allows for the application of Code-based discounts. Scan or key in your discount code and click Apply.
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Discounts are managed through the system Administrative Backend (POS > Maintenance > Discounts). See manual section 7 - POS Module for additional information.
Checking Out
To add any Fees or Donations, open the model and verify the method and value for calculation. Click Apply Fee/Donation when complete.
Applied Fees and Donations will be listed at the base of the modal as well.
The Checkout window will show you customers allotment information. It also contains allows you to update order Status and to trigger customer Notifications.
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Changing Statuses will update customer tiles on the guest list. Note that you can cancel orders from the status modal.
If you are integrated with an order provider (iHeartJane or Dutchie), the Notify modal will update your customer and their status on the guest list.
Checking Out
Click…
Select tender type…
…and enter the amount.
When complete, click Checkout again.Click DONE to return to the Guest List.
Note that you can Add (or remove) multiple tender types.
…to enter transaction mode.
Order details
Tender details
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When you’re ready to complete the order…
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Preorders
Preorders are generated through online order integrations, like Dutchie or iHeartJane, Customer orders will be added to the Guest List either as delivery or pick up preorders. These will be packed, delivered, and, once the customer has collected and paid, closed out.
Select the product from the Preorder Cart, chose the package from the inventory list in the center, or scan your package barcodes until the preorder is fulfilled. The preorder items will disappear from the preorder cart as package quantities are added.
Once complete, either update the Status, add Delivery Information, and/or complete Checkout.
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Preorder Controls
Preorder Cart
Customer Cart
Select your preorder from the Guest List to open the Order View:
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To complete a delivery order, begin by fulfilling the cart as normal. Then click on the Delivery Options button. This will open a manifest.
POS Delivery
LeafLogix includes tools to help manage delivery fulfillment. Using this feature activates the Delivery Options in the POS cart menu, allowing budtenders to generate transportation manifests through the POS, update integrations, and generate transportation records on the system backend. Once a delivery order is manifested and delivered, complete the transaction as normal.
6Saves your manifest and generates a record on the backend.
Delivery details. Fill in as required.Pulls in directions from Google Maps
Print a receipt for this order.
Generate a PDF of the transportation manifest.
Posts delivery transaction to integrations. Not available in all areas.
In the event that METRC delivery is NOT available in your area, Bypass State System will allow you to record the transaction in LeafLogix, leaving you able to manually post the delivery in METRC.
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In non-METRC enviroments, you only need to complete the manifest details and click Save.
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Once your manifest is complete, click Save. Click the X and return to the order. Update the order Status and send your driver on their way.Depending on your SOPs, the order can be checked out either in store or on the go.
Product History
LeafLogix offers two views on customer purchase history: a Product History and a Transaction History. You can access these through the History tab on a given customer profile.
The Transaction History can be accessed with the toggle to the top right of the Product History.
The Product History can be exported.
The Product History can be searched.
From the Transaction History, you can search for a specific transaction and interact with it by clicking the vertical ellipsis to the left of the record. As on other tables, you can reorder this table by clicking on the column headers.
In order to Void, process Returns, or modify Payment Types, locate the customer Profile, and access their Transaction History.
The Transaction Menu offers four tools for interating with records.
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Transaction History
In addition to detail information, the Transaction Details allows for the review of transaction activity, emailing and reprinting receipts, as well as the ability to return products and reprint package labels.
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The User Activity Details allow review of the actions taken in a given cart. Useful for reviewing discount application procedures.
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Void a transaction In the event that it needs to be recreated or was run in error. All tenders will be returned to the Register Transaction History as cash - note end of day variances accordingly when closing drawers.
Change Payment is used to correct tender entry errors. Enter the New Payment Type in the boxes provided, click OK and the system will update the transaction record and roll back as required. Note that changes to cash will be logged on the current day’s register reporting history.
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Transaction History: Returns
Click the vertical ellipsis to the right of the package you wish to return, and select Return.
To process a Return, navigate to your customer’s transaction history details.
You can choose whether to return cash, or to return to inventory. Returned packages will be added to your Quarantine Room.
Select a Return Reason, and click Refund.
Remember, you can only return cash - other tender types will be recorded on register transaction histories as cash.
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Terminal Management
Terminal management functions can be accessed by selecting the terminal management dropdown to the top right of the POS window. These controls allow users to manage Register Settings, Change Register assignment, perform Register Transactions functions, or Sign Out.Depending on your setup, some of these functions may require manager permissions to complete.
While the default Settings for registers are controled through POS > Maintenance > Registers in the system backend, these defaults can be temporarily altered (until next login) - handy if a label or receipt printer goes off line - simply switch to an alternate.
Other toggles include:Popup note: shows the note popup on the order view.Show search in guest list: toggles the customer search on the Guest List.Show Guests assigned to register: hides customer tiles once assigned to this terminal. The order must be released in order to appear on the Guest List again.
Select Change Register in order to select a different POS terminal.
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Cash Management
Verify your cash counted - including the daily bank, and enter that into the Cash Counted field. Assuming a perfect day, this should match the Ending Balance.
The New Balance will carry over from the Starting Balance - the deposit total will deduct this from the cash counted.
Once complete, click Close Out. The system will reset the register back to the starting balance for the next user.
Transaction/cash management can be managed through the LeafLogix POS system by selecting Register Transactions from the Terminal Management menu.From here, you can perfrom basic operations on the current register balance including Closing, Dropping, Transferring, Withdrawing, or Depositing.
If you wish to count cash by denomination, click Edit Cash Details.
Closing:
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Cash Management
To Drop cash:
In the event that your register needs to have cash deposited mid-shift, you can use the Drop Cash function to do so.
In the event that you need to transfer money between registers, use the Transfer function.
Enter the amount to be dropped and any notes about the deposit.
Click Drop
Select the register you are moving money to, enter the amount, a reason, and/or a note.
Click Transfer
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Cash Management
In the event that you need to withdraw cash from a register directly (eg. for petty cash or to pay out a vendor), use the Withdraw function. Withdrawals will be listed as shorts on the closing report.
In the event that you need to deposit cash into a register directly (eg. to roll back an accidental withdrawal), use the Deposit function. Deposits will be listed as overages on the closing report.
Enter the amount to be deposited, choose a reason, and/or add a note.
Enter the amount to be withdrawn, choose a reason, and/or add a note.
Click Withdraw
Click Deposit
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