E-Commerce & POS

The E-Commerce & POS addon is where the centre sells: over the counter with the till, and online through a shop on your own website. Both sell from the same shelf and the same stock figures.

Hearing aids are not sold blind: a product can be marked as needing a fitting, and the shop then offers a booking instead of a cart.

This addon replaces the older Sales & POS addon. A licence key bought for Sales & POS still works for it, and earlier sales are kept.

Switching it on

E-Commerce & POS is a premium addon, so it has to be in your licence first.

1. Buy it with Buy this addon on its card on Admin → Addons. When the order is confirmed, the key comes down by itself at the next licence check; Collect purchases now under License → Addon keys fetches it at once. The addon is normally switched on as it arrives.
2. A key you got some other way goes in the Addon key box under License → Addon keys. Paste it and press Add the key.
3. If its card on Admin → Addons still says Disabled, press Enable.

Where to find it

The sidebar heading E-Commerce & POS Addons holds Till, Counter Sales, Online Orders, Shop Products and Settings.

Roles & Permissions has two groups, Counter sales and Online shop, because the person on the till is rarely the person who packs the parcels. Giving a discount is a permission of its own.

The till

Open Till, or New sale on the Purchases tab of a patient's file.

1. Who is buying: start typing a patient's name, or leave it blank for a walk-in and type a Phone.
2. What they are buying: search a product and pick it. + Blank line adds a line you type yourself, such as a service fee.
3. For a serial-tracked product, choose the serial number from those in stock, and the Ear (Right, Left or Both).
4. Adjust Qty, Price and Discount per line. The Total card shows Sub-total, Discount, VAT and To pay.
5. Taken now: the money received. The hint shows Change to give, Still to pay or Paid in full. Choose How (Cash, bKash, Nagad, Rocket, Card, Bank transfer, Cheque) and a Reference.
6. Press Complete the sale.

The sale gets a number such as S-2026-00001. The stock comes off the shelf, each serial is marked sold and, with the warranty setting on, a warranty card opens from today for the product's warranty months; see Warranty.

Receipts and part payments

The receipt shows the lines with serial numbers and warranty months, the totals, Paid and Outstanding.

• Print the receipt prints it. Send on WhatsApp opens WhatsApp with a short message giving the sale number and amount.
• Payments takes a later payment: Amount, Date, Method, Reference, then Take the payment.
• Cancel the sale cancels it and puts the stock back.

Counter Sales lists every sale; tick Only unpaid for a calling list. The dashboard shows Sold today and Owed by patients.

Shop products

Shop Products decides what the website sells:

• Sell online: for anything a customer can safely buy without being seen: batteries, domes, wax guards, drying kits.
• Needs a fitting: for hearing aids. They still appear in the shop, but with a Book a fitting button instead of a cart.
• Shop price: 0 means the MRP is used.

Press Save.

What the customer sees

The shop lives at /m/ecommerce, with a Shop button in the site header (it becomes Cart once something is in it) and Track an order in the footer.

1. The customer presses Add to cart. On a product that needs a fitting they see your note, Book a fitting and Ask about it instead.
2. At the cart they fill in Where to send it: Your name, Phone, E-mail, Address, City / thana and District (filled in for a signed-in patient). The delivery charge follows the address as they type.
3. Under How you will pay they choose Cash on delivery or Pay now, and press Place the order.
4. The order page shows the number, such as W-2026-00001, and its progress: Received, Confirmed, Packed, On its way, Delivered.
5. With Pay now they choose a method you switched on in Payment Gateway (bKash, Nagad, Rocket, bank), send the money, enter the Transaction ID and a Screenshot or receipt, and press Send the payment details.
6. Later they find the order under Track an order with the order and mobile numbers, or under Your orders in their account.

Handling online orders

A new order sends a New website order notification, and the dashboard shows New orders. Open one on Online Orders. Under Move it on:

1. Confirm once you have rung the customer.
2. Packed when the parcel is ready.
3. Dispatch (takes the stock): stock leaves the shelf only now, so unconfirmed orders never empty it.
4. Delivered when it arrives.

Cancel is offered until dispatch; Re-open brings a cancelled order back.

Reported payments show method, reference and amount. Confirm accepts one once checked against your statement; Not found marks it as not matched. Mark as paid by hand settles an order paid another way. The Internal note is never shown to the customer.

Settings

Tips

• Receive stock through Purchase & Suppliers with serial numbers, so the till offers them.
• Ring every online order before you confirm it. The checkout tells customers you will.