By using this feature, you can easily purchase items for Residents in care and ensure that the costs are billed to their account. Point of Sale also allows transactions to be loaded onto the resident account that are held until they are exported to an accounting software (Xero) for invoicing. 

For better use on tablets and smaller touch screen devices, it's recommended to use the full screen mode on the POS website. This mode removes headers from the webpage to maximize the POS size. To enter or exit full screen mode, click the 'Enter/Exit Fullscreen' button on the top of the page.

Services providers are different areas of the business that provide services for example: Catering, Activities and Reception. Each area will have different items available on their POS screen. If you have access to more than one Service Provider, you can swap between them using the dropdown at the top right corner of the POS.  

Note: Note: Changing service providers will clear any unconfirmed transactions.

The Resident Account can be selected from the dropdown on the right third of the screen. You can start typing to filter the accounts based on the account name. 

The left two thirds of the screen are dedicated to selecting billing items. You can search for an item by its name or description using the search bar at the top of the page. Once clicked, the items selected will display in the right third of the screen. 

To remove an item, click the red ‘bin’ icon beside the appropriate item.   

To create a custom item an account must first be selected. 

• Custom items will require a category to be selected. This will determine the appropriate tax rate and how it is coded in the accounting software so please select the most appropriate category. 
• The item description should be specific and will appear on the Residents Invoice 
• The price is in dollars, to include cents type ‘.’ 

To refund an amount use the ‘Custom Item’ feature and insert a minus (‘- ‘) at the start of price field to turn the amount negative. Please describe in detail what the refund was for. 

The checkout button will only be selectable if there is an account and at least one item selected within the transaction. 

On checkout a confirmation window will display with the residents’ profile images, the name of the account and the items selected. Click the green confirmation button to finalise the transaction. 

From this point the transaction will no longer be editable. 

This system allows users to track the status of their orders, including pending orders that cannot be served right away. By moving these pending orders to a separate "Orders" section, users can easily view and manage their outstanding requests (for example, when meals are being made in the kitchen). Once the item is served, the order can be completed and removed from the list of pending orders. 

Items that have been configured to be moved to the 'Orders' page will automatically be transferred there once an order is placed from the checkout (point of sale) page.

1. Place an order for an item through the checkout (point of sale) page.
2. The system will automatically move the order to the "Orders" section, which shows all pending orders that cannot be served right away.
3. From the "Orders" section, you can view and manage your outstanding requests.
4. Once the item is served, the order can be completed. Upon completion, the system  will automatically remove the order from the list of pending orders.

This feature allows users to view and configure various billing categories, billing items, and service providers. For example, users can set up categories and create billing items for each category. Users can also add service providers who are responsible for providing the goods or services related to each billing item. This is also the area where you will configure the setting to link correctly with Xero.  

Item categories link the type of transaction to the correct general ledger code in Xero. It will also enable different tax treatments if required. To create or edit a category you will need to enter: 

Category Name – This is what will display for system Users so it should be descriptive enough for them to select the correct category without understanding the link to the general ledger. 

GL (General Ledger) Code – This is found in your Xero chart of accounts. This should link to the ledger you would like the item to be loaded under. 

GST Rate – This is converted to a percentage. This is usually 0% or 15%. 

• Billing items are the selectable titles found on POS system. 
• Item Name – The short name for the item that will display in the POS for staff. 
• Description – A longer description of the item that will display on the resident’s account. 
• Unit Price – Cost in dollars 
• Status – If set to active the item will be selectable in the POS system. 
• Category Name – Select the category to link the item to 
• Service Provider – Select the service provider that will display the item. 
• Frequency (optional) – If you would like to create a recurring item instead of a POS item enter a frequency on the item. It will not be available on the POS but instead display in the Recurrences list within the resident account section. 

Services providers are different areas of the business that provide services for example: Catering, Activities and Reception. Each area will have different items available on their POS screen. 

When setting up a new service provider you will need to complete: 

• Service provider – The name of the service eg, Catering 
• Reference – The reference code that will be passed to the account for any items within that service provider eg, CAT for Catering 
• User(s) – The Users that will have access to the service provider 

Use the ‘Edit’ button to add additional users to the service provider or make name changes. 

To resolve this issue, you should try resending the invoice after a minute or so. If the issue persists, check if the corresponding General Ledger (GL) codes exist in Xero, if you have access to it. If it continues to fail, contact Kindly Support team for assistance in resolving this issue.

If a particular Resident Billing Account is failing in Kindly, it is likely that the account has been archived or is invalid in Xero. To resolve this issue, the account needs to be recreated or unarchived in Xero.

If you notice that an invoice has a 'Created' status in Kindly but has not been successfully created Contact Kindly support for assistance in resolving the issue. 

To resolve this issue, an admin can add "pos-user" to a staff member's role under "All configurations > Users", and then assign "Point of Sale" to the same staff member under All configurations > "Service Providers”.  

To resolve this issue, contact Kindly support team to reconnect to Xero.