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Unified Checkout and Taking Payment

Overview

Checkout is where a booked appointment, a walk-in, or a basket of products, memberships, and gift cards turns into a paid sale. It automatically calculates VAT, discounts, and tips, and lets payment be split across more than one method. Sidebar (desktop) or the More menu (mobile) → Sales opens the Sales list — every sale, invoice, refund, and payment for the branch. Start a new sale from the "+" quick action (mobile), the New Sale button on the Sales screen, or Checkout directly from a booking on the calendar. Tapping any row opens Sale Details, with actions for Refund, Void, and viewing the Invoice.

Checking out a booked appointment

  1. Open the appointment on the calendar and tap Checkout (or go to Sales → New Sale and search for the customer/booking).
  2. The cart pre-fills with the booked services at their normal (or dynamically adjusted) price. Add more services, products, memberships, or gift cards with Add items if needed.
  3. Optionally add a Sale Note — visible to staff and printed on the receipt.
  4. Continue to Payment.
SALE


Ringing up a walk-in or retail sale

  1. Go to Sales → New Sale.
  2. Search or scan a barcode to add a product, or pick a service, membership, or gift card.
  3. Attach a customer — optional for a pure retail sale, but required if membership benefits or loyalty points need to be applied.
  4. Continue to Payment.

Applying a discount

  • Cart Discount — a manual discount on the whole sale. Pick a quick preset (5% / 10% / 15% / 20%) or type a custom amount (requires the permission for adding manual discounts).
  • Coupon / promo code — typed into the coupon box and validated live; invalid, expired, over-used, or not-yet-active codes are rejected with a clear reason. A coupon can be restricted to specific services, in which case it only discounts those services.
  • Referral discount — enter the referring customer's phone number to check and apply their referral reward, the same way a coupon works.
  • Membership discount / free sessions — if the customer has an active membership, its included sessions or discount are applied automatically to eligible services.
  • Per-service discounts and dynamic pricing (surge or off-peak pricing) also show up on each line automatically.

Discounts stack in a fixed order — per-service discount → membership discount → coupon/referral discount → manual cart discount — and each one is capped so the running total can never be discounted below zero.

Taking payment

  1. On the Payment screen, choose a method — Cash, Card, or any custom method that's been set up. New businesses start with Cash, Credit Card, Customer Balance, and Points switched on, with Payment Link and Gift Card available but switched off until turned on.
  2. Cash — enter the amount tendered; the screen shows either how much is still owed ("Left to pay") or the change due back, calculated automatically.
  3. Loyalty points — if the customer has points, a "Points" tile shows their balance in money terms; tapping it applies as much as covers the remaining balance, converted at the configured redemption rate. Points can only be applied once per sale.
  4. Gift card — enter or scan a code as a payment method; its balance is reduced by the amount applied.
  5. Customer balance — store credit on the customer's profile can be applied the same way, also once per sale.
  6. Payment Link / QR code — available only once a supported payment gateway has been connected for online or remote card payments.
  7. Split payment — use the payment-options menu (⋮) to switch to Split Payment, then add multiple payments (e.g. part cash, part card) until the full amount is covered. Switch back to Full Payment to collapse to a single method.
  8. Capture Deposit — takes a partial payment now and leaves the rest as an outstanding balance to collect later. The deposit amount is chosen manually each time — there's no fixed percentage WAJ enforces.
  9. Save as Unpaid (permission-gated) — completes the sale but marks it Unpaid, tracked under "Unpaid/Partially Paid Sales" for later collection, with no money taken now.
  10. Add a tip, then tap Complete Checkout.

Adding and splitting a tip

  • Enter a tip amount, or pick a quick preset — 5% / 10% / 15% / 20% — calculated off the pre-discount, pre-VAT services and products total.
  • A tip is never discounted or taxed, and it's added to the total after every other calculation.
  • Split it across the staff who worked the sale:

- Equal Split — divided evenly across all staff on the sale. - Proportion Split — divided by each staff member's share of the sale's revenue. - Manual Split — type each staff member's exact amount (staff who weren't on the original booking can be added, or the whole active staff list can be tipped in one tap for product-only sales). Confirm only unlocks once the manual amounts add up exactly to the total tip — a live "Remaining Amount" keeps the split on track.

How the total is calculated

The checkout total builds up in this exact order, shown the same way on the Payment Summary breakdown:

  1. Line items — Services/Appointments, Memberships, Products, and Gift Cards are each listed and subtotalled. Per-service discounts and dynamic pricing (surge or off-peak %) are already baked into each line's shown price, with the original price struck through for reference.
  2. VAT — a separate adjustment line if VAT is enabled for the branch, labelled "VAT Included" (already inside item prices) or "VAT Excluded" (added on top), at the configured rate (e.g. 15%). VAT can be set per branch, overriding the business default.
  3. Discounts — shown only if non-zero, applied and subtracted in order: Price/Service Discount → Membership Discount → Coupon/Referral Discount → Cart Discount. Every discount is capped so the running total never goes below zero.
  4. Tip — added on top, never discounted or taxed.
  5. Extra Charges — any additional fee configured (e.g. a service charge) that isn't already included in the item price. Charges marked "included" are already inside the item price and aren't shown separately.
  6. Grand Total — the final amount due, paid via one or more payment methods.

A gift card used as a payment method doesn't reduce the sale total — it covers part of the Grand Total the same way cash or card would, up to its remaining balance.

Redeeming points converts them into money at the configured rate and applies that as a payment, capped at whatever's still owed. On completion, the sale also earns the customer new points at the configured earn rate, calculated on the amount actually paid — after VAT, tip, and any points already redeemed on that same sale are excluded, so customers never earn points on tax, gratuity, or the portion paid for with points.

Card terminal and receipts

  • With a card terminal integration configured (web app; generic terminals, PAX terminals, and Network International are supported), choosing "Card" opens a live terminal dialog (Waiting for Terminal → Approved/Declined) instead of just recording an amount.
  • Print on Checkout automatically prints a receipt the moment checkout completes.
  • Cash Drawer (web) can be set to pop open Never, Always, only After Print, or only for specific payment methods (e.g. only when cash is used).

Deposits and pay-later

  • Capture Deposit takes a partial payment up front (e.g. to secure a booking) and leaves the remainder outstanding.
  • Sales that are Unpaid or Partially Paid show up under Unpaid/Partially Paid Sales, for follow-up and collection from the customer's profile or the Sales list.
  • If a deposit's card-capture window lapses, it's flagged "Deposit Capture Expired."

Sale statuses

  • Status: Drafted — Meaning: Cart started, not yet checked out
  • Status: Unpaid — Meaning: Checked out but no payment collected yet
  • Status: Partially Paid — Meaning: Some payment collected, balance still owed
  • Status: Completed — Meaning: Fully paid — a sale with only a partial refund still shows as Completed
  • Status: Refunded — Meaning: Shown as an activity/log entry once some or all of a sale has been refunded
  • Status: Voided — Meaning: Cancelled and fully reversed, including its register, stock, and membership effects
  • Status: Merged — Meaning: Combined with another sale (e.g. multiple bookings merged into one checkout)
  • Status: Cancelled — Meaning: Cancelled before payment

Notes & limitations

Refunds and voids are covered separately under Refunds, Voids, Deposits and Unpaid Sales. Applying loyalty points or customer balance requires a customer attached to the sale, and each can only be applied once per sale.