Point of Sale: Setup

The Point of Sale feature is a fully integrated solution for non-reservation sales and inventory tracking. Setting up the Point of Sale will allow you to sell items to customers, with or without a reservation, at your Camp Store.

1. Add a Location

In order to use the POS you must create a store location to sell items from. Locations are created through Point of Sale > Admin > Locations.

You can create as many locations as needed and as many as you have at your park. For the location title, it is recommended that you call it something that is easy to identify.

Note: All parks will already have the Online Store Add-ons location regardless of whether they have set up their POS or not. That location is used for our Online Store Add-ons feature and not for standard POS sales.

The clip below shows the process of creating a location.

2. Map System Financial Accounts

Next, map your system financial accounts to match what you'd like to see on your journal entry report. Mapping is done through Point of Sale > Accounting.

Mapping the system accounts at this point will save time later on in the setup process as POS categories (created in the next step) will automatically map based on the mapping of the system accounts.

Note: If you have created custom financial accounts and would like to map categories of items to those, you can do that at the end of the complete POS set up.

All Accounts are mapped to 'General Revenue' by default and should be remapped per the description below.

System Accounts: All system accounts should be mapped to their corresponding system accounts. All corresponding system accounts have 'Unmapped' in the title.

Unmapped POS Revenue = Unmapped POS Revenue

COGS Financial Account = Unmapped POS COGS

Inventory Financial Account = Unmapped POS Inventory

Write Off Financial Account = Unmapped POS Write Off

Deferred Financial Account = Unmapped POS Deferred Revenue

Below is an image of what the POS accounting page will look like when the system accounts are remapped to existing or custom financial accounts.

3. Create Categories

Next, you must create Categories for your inventory through Point of Sale > Admin > Categories.

These are used to group items together for reporting or accounting purposes. Financial accounts will be mapped by POS item category rather than individual item. The category color will only show on the Categories page.

The image below shows a park with multiple categories created.

4. Create Taxes

If you wish to charge tax on items that you sell through the POS, the taxes must be set up in POS separate from reservation taxes you may have set up in Rules. Taxes are created through Point of Sale > Admin > Taxes.

When naming the tax, keep in mind that it will show on your customers' receipts and should do a good job of explaining what it is for.

When creating a new POS tax, you have the option to map the tax to its own financial account so that it will reflect that on your Journal Entry. You also have the option to indicate whether or not you want to allow that tax to be exemptible.

The image below shows the Add Tax modal complete with the details of a 6% State Sales Tax that we are not allowing to be exemptible.

5. Add Inventory Items

Once you have created a Location, mapped the System financial accounts, created Categories and any Taxes, you are ready to begin adding Inventory Items. Inventory items can be added to your POS via POS import (done by the Campspot team) or manually.

Inventory items are added through Point of Sale > Inventory > +Create. The Item Detail New Product modal will open and all information there should be filled out to create the item. The details below are required for each item.

Display Name: How the item will be identified in your POS and on receipts
Description: For internal use. Description will be shown on some POS related reports.
Product Category: Select from the categories you created.
SKU: SKU (stock keeping unit) is a unique number for each item that can be any string of alpha numerical characters. Note: If you're using a barcode scanner the SKU needs to match the barcode number.
Pricing: Default Price is the price you'll charge for the item. MSRP is the Manufacturer Suggested Retail Price and is not required. Cost P/U is the cost of the item to your park. This number should be accurate if you'd like to be able to see what your profile margin is.

Note: Campspot uses FIFO (first in first out) for sales of inventory. If the cost P/U is originally set as one price and the inventory is added at that cost P/U but the original cost P/U is later changed, the system will sell inventory at the original cost P/U until that inventory is gone.

Taxes: Indicate whether or not the item should be taxed.
Locations: Indicate which Storefront location you would like to sell the item out of.

Note: At this point you can also add Inventory, Reorder Points and Reorder Quantity. However, it is recommended that you do this during an Inventory Count or receive the Inventory through a Purchase Order to have accurate Cost Of Goods Sold.

The clip below shows the process of manually adding an item to inventory.

6. Add a Terminal

While it is not required, it is recommended that if you use the Point of Sale you purchase a terminal through your integrated Card Processor. If you would like complete POS payments and refunds in Campspot via Credit Card Terminal, you will need to purchase a terminal through your card processor.

Terminals are added through Point of Sale > Admin > Terminal

When you receive the terminal from the card processor, follow the set up instructions provided. When set up is complete and the terminal says 'bolted' on the screen, you can add it to the Campspot POS.

When adding the terminal, give it a name that indicates its location and use the serial number provided on the device. If you receive a message that the pair was unsuccessful , it is likely that the device does not have internet connection. It is recommended that you power cycle the terminal and your internet connection and make sure the device says 'bolted.'

The image below shows the Add Terminal modal.

To learn about the various hardware campgrounds use when running their camp store [READ HERE].

To watch a webinar walkthrough of the setup of a Point of Sale [VISIT HERE].