Once your Point-of-Sale card reader has been set up and authenticated with Stripe and BusyPaws, you can accept all forms of card payments in-person. You will also be able to automatically reconcile invoices in the same way as an online payment. Let's look at the two main processes for managing in-person payments.

The PoS card reader uses invoices to determine the value of any payment processed. The invoice used may be an existing, Upaid/Partially Paid invoice, or one that is created at the time of the payment.

To process payment for either a new or existing invoice, start by clicking the "+" button located in the top-right corner of the screen.

That will open the drop-down menu with "Add Booking" and "Add Customer". Once you have set up your card reader, this menu will also include "Take Payment". Select that to open the New Payment screen.

This page will allow you to create or choose an invoice for the payment. Once the New Payment page has loaded, BusyPaws will attempt to connect to the card reader on the same WiFi network as the computer or mobile device you're accessing BusyPaws from.

When the card reader is successfully connected, a "Connected" message will display at the top-left corner of the form.

If the system is having a hard time finding your card reader, it may display one or two error messages instead. In that case, ensure that your card reader is powered on and connected to the same WiFi network as the computer or mobile device you are using to access BusyPaws. Also check that you have properly configured and authenticated your card reader.

If you have more than one card reader configured on your BusyPaws account, use the "Select Device" drop down to choose the card reader on which you wish to process the payment.

Once your card reader is connected, you can begin the payment process. If the payment is being made by a new customer, keep the "Customer" drop-down set to "New Customer" and use the "First Name". "Last Name", "Email", and "Phone" fields to enter their details. Note that the client's name and email are required to be able to set up their account.

If the purchase is being made by an existing client, use the the "Customer" field to select them. Click the drop-down menu and scroll through the list or use the search bar to find them.

Clicking on the client's name will assign the invoice to them and display their name, email, and any pet information.

If you have selected an existing client, you will also have the option of selecting any existing Unpaid or Partially Paid invoices on their account. Click on the "Choose Invoice" field and select any invoice from the list to populate its information.

If an existing invoice is selected, the associated list items, amounts, taxes, discounts, processing fees, and total will autopopulate on the form.

If "New Invoice" is selected instead, or if the "Customer" field has been set to "New Customer", you will be able to add the line items manually. Each line item will have fields for the type of item, the Description (will display on the invoice/receipt), the Quantity, and the Price/Value.

Click the "Add Line Item" button or the pencil icon for the default Custom Line Item to begin adding/editing the items on your new invoice.

That will open a pop-up window with a full list of your services, series, packages, add-ons, and products, as well as "Custom Line Item" and "Cash Credit" options.

Scroll through the list or use the search bar to locate the item you wish to add.

Use the filter options to the right side of the search bar to narrow the displayed results by category.

Once you've found the item you wish to add, click its "Add to Invoice" button to add it as a new line item. If the chosen item is a product with variants and/or you have multiple facilities from which inventory may be pulled, use the drop-down menu to select the relevant variant/facility before clicking "Add to Invoice".

Choosing "Custom Line Item" will allow you to charge the client without assigning any credits to their account. That is the best way to charge for any charges not associated with a Service/Add-On Credit or product. Use the "Description" field to explain the charge, then set the price and quantity.

Choosing "Cash Credit" allocates a Cash Credit to the selected account once the invoice is paid. As for custom line items, the description will remain blank by default. Enter the desired description and the value of the credit. Note that the final amount will be equivalent to the Quantity multiplied by the Price.

Selecting any service/series/package/add-on will likewise add the associated Service/Add-On Credit(s) to the customer's profile once the invoice is paid. When a service, series, package, or add-on is selected for the charge type, the "Description" field will autopopulate with the default name of the selection, but it may also be edited if desired. Use the "Quantity" field to determine the number of credits and use the "Price" field to adjust the price if needed.

Selecting a product will subtract the appropriate stock from your inventory when the invoice is paid. When a product is chosen, the "Description" field will autopopulate with the default name of the selection along with its associated variant traits (if any). Use the "Quantity" field to determine the number of products and use the "Price" field to adjust the price if needed.

Note that, for any type of line item, the Quantity and Price/Value fields can have values typed directly into them, or they may be adjusted in increments of 1 and 0.01, respectively, using the up/down arrows on the right side of the fields.

If you want to include more than one line item on the invoice, click the "Add Line Item" button to add another set of fields. Use this button to add as many items as needed to the invoice.

As line items are added to the invoice, the Subtotal, any applicable Taxes or Processing Fees, and the Total will automatically update at the bottom of the page.

If desired, you can use the "Discount" field to apply either a percentage or fixed-value discount to the invoice. Simply select the "%" or "$/€/£" button to select the type of discount, then type a discount value directly into the field. You may also use the up/down arrows at the right side of the field to adjust the discount amount by 0.01.

When done, double check your line entries and pricing to confirm everything has been entered as desired.

Once you have confirmed everything, click the "Send to PoS" button to send the order total to your Point-of-Sale card reader. To make a partial payment, adjust the value in the field at the bottom of the form before sending it to the reader. This can be done by manually entering a new value or using the up/down arrows to adjust the value in increments of 0.01. This will not alter the total of the invoice, only the total collected for this payment.

Sending the value will notify the card reader to accept payment on the device. It will display the total being charged and prompt the client to tap or insert their card. When the payment is processed, the reader will notify BusyPaws of the status of the payment. If accepted, BusyPaws will generate the invoice and reconcile the payment against it.

You've now processed an in-person card payment! All other functionality is the same as any other payment in the system.

Interac payments can only be refunded in-person using the card reader. The refund must also be processed on the same card to which the initial payment was charged. The Interac network will not process refunds in any other way.

To refund an Interac payment, start by opening the Invoice page in BusyPaws. Once you have located the relevant invoice, click the "Refund" button located to the left of the "Actions" button the top of the page.

This will open the Refund window. When an invoice has an associated Interac payment, the window will include a "Refund on PoS" button. Note this button will only populate if your PoS card reader is turned on and connected to the same WiFi network as the device you are using to access BusyPaws. Clicking this button will bring you to a page with a full list of all Interac payments for the selected invoice with input boxes for refund amounts on each.

Enter the amount you would like to refund into the box(es) and click the "Send to PoS" button. The reader will display the amount to be refunded and request that the card be inserted. The customer may need to enter their PIN to authenticate the card. It is important to note that the system will not be able to process the refund if the card being used is not the same as the one that was used to complete the initial payment.

When completed, the funds will be returned to the card and your Stripe account will be debited. The invoice and payment will be marked as Refunded.