Completing Payment

Cashier Manager Admin

Once the cart is ready and any discounts or promotions have been applied, the final step is collecting payment. Brother POS supports multiple payment methods, each with its own flow. This guide covers single-method payments. For splitting across multiple methods, see Split Payments.

Payment Buttons

Payment buttons appear at the bottom of the cart pane whenever items are in the cart. Only enabled payment methods are shown -- your admin configures which methods are available in Store Settings.

The primary payment buttons are:

Button	Payment Method
CASH	Cash with change calculation
DEBIT	Debit card (payment terminal)
E-TRANSFER	Interac e-Transfer
STORE CREDIT	Apply a customer's store credit balance

Below the payment buttons, you will also see action buttons for Discount, Hold, and Manual Item.

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The SPLIT button appears on a second row when more than one payment method is enabled. See Split Payments for details.

Cash Payment

The cash payment flow includes a numpad for entering the amount tendered and automatic change calculation.

Cash Payment Steps

1. Tap the CASH button.
2. The Cash Payment modal opens showing:
   • Total Due in large text (e.g., "$44.06")
   • An amount tendered display (starts at $0.00)
   • Quick amount buttons: $10, $20, $50, $100
   • A full numpad for entering custom amounts
   • Change amount (updates in real time)

3. Enter the amount the customer is paying using one of these methods:

   • Tap a quick amount button (e.g., $50) to fill in that amount.
   • Use the numpad to type a specific amount (e.g., $45.00).
   • Leave the amount blank to indicate exact change (the customer is paying exactly the total).

4. The change amount calculates automatically:

   Change = Amount Tendered - Total Due

5. Tap Complete Sale (or Exact Amount if no amount was entered).

Cash Modal Controls

Control	Function
0-9 keys	Enter digits
. (decimal)	Add decimal point (only one allowed)
Backspace (arrow icon)	Delete last digit
Clear	Reset the tendered amount to $0.00
$10, $20, $50, $100	Quick-fill common bill amounts

Change Display

When the tendered amount exceeds the total, the change amount appears in green:

Change: $5.94

This is also displayed prominently on the success screen after the sale completes, so you can confirm the change to give the customer.

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If the entered amount is less than the total due, tapping Complete Sale shows a warning: "Insufficient payment amount". You must enter an amount equal to or greater than the total.

Exact Change

If the customer pays the exact total, simply tap Exact Amount without entering any value. The system records the tendered amount as equal to the total with $0.00 change.

Debit Card Payment

The debit payment flow depends on whether your store uses a payment terminal integration.

Without a Payment Terminal

If no payment terminal is configured:

1. Tap the DEBIT button.
2. The Debit Payment modal opens showing the total due.
3. Process the card payment on your external terminal.
4. Tap Complete Sale to record the payment in Brother POS.

This is a "record-only" flow -- Brother POS does not communicate with the card terminal. The cashier is responsible for verifying the payment was approved on the external terminal before tapping Complete Sale.

With a Payment Terminal

If a payment terminal integration is enabled:

1. Tap the DEBIT button.
2. Brother POS sends the payment amount to the terminal.
3. The modal shows "Present card on terminal..." while the terminal processes.
4. The customer taps, inserts, or swipes their card on the terminal.
5. The terminal sends the result back:
   • Approved: The sale completes automatically and the success screen appears.
   • Declined: A message appears (e.g., "Insufficient funds", "Card expired"). You can retry or cancel.
   • Cancelled: The customer pressed cancel on the terminal. You can retry or choose a different payment method.

Terminal Status Messages

During terminal-based payments, you may see these statuses:

Status	Meaning
Processing	Sending to terminal
Present card on terminal	Terminal is ready, waiting for customer
Approved	Payment successful
Declined	Payment was declined (with reason)
Cancelled	Customer cancelled on the terminal
Terminal busy	Terminal is processing another transaction
Error	Communication issue with the terminal
Timeout	Terminal did not respond in time

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If a terminal payment is declined, you can immediately retry without leaving the payment screen. The customer can try a different card or payment method.

Skip Terminal

A Skip Terminal button is available during terminal-based payments. Tapping it bypasses the terminal entirely and records the sale directly as a debit payment. This is useful when the terminal is unresponsive or the payment was processed on an external device.

E-Transfer Payment

E-transfer is a simple payment recording flow for Interac e-Transfer payments.

E-Transfer Payment Steps

1. Tap the E-TRANSFER button.
2. The E-Transfer Payment modal opens showing the total due.
3. Optionally enter an E-Transfer Reference (transaction ID or confirmation code from the e-transfer).
4. Verify that the e-transfer has been received or is pending in your bank.
5. Tap Complete Sale.

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The reference field is optional but recommended. It helps with reconciliation when reviewing sales reports, especially if you receive multiple e-transfers in a day.

Store Credit Payment

Store credit allows customers to pay using a pre-loaded balance on their account. Credits are typically issued from returns, loyalty reward redemptions, or manual adjustments by a manager.

Requires enabling

The STORE CREDIT button only appears when store credit payments are enabled in your store settings. An admin must turn this on at Settings > Edit Settings > Operations tab, under Payment Types > Enable Store Credit Payments.

Store Credit Payment Steps

1. Tap the STORE CREDIT button.
2. The Store Credit Payment modal opens.
3. Select a credit using one of two methods:
   • Customer attached to cart: The modal automatically loads the customer's available credits as clickable buttons. Each button shows the credit code, current balance, and the reason the credit was issued. Tap a credit to select it.
   • No customer attached (or manual lookup): Enter a credit code in the manual entry field and tap Look Up.
4. After selecting or looking up a credit, the modal displays the credit details:
   • Credit code
   • Customer name
   • Available balance
   • Reason for the credit
5. The modal shows "Credit Applied: -$X.XX" and indicates whether the credit covers the full sale amount.
6. Tap Complete Sale.

When Credit Covers the Full Amount

If the credit balance is equal to or greater than the sale total:

• The full sale amount is deducted from the credit.
• Any remaining balance stays on the customer's account.
• No additional payment method is needed.

When Credit Does Not Cover the Full Amount

If the credit balance is less than the sale total:

• The modal shows a warning that the credit does not cover the full amount.
• Use a split payment to combine store credit with another payment method (cash, debit, etc.).
• See Split Payments for how to split across methods.

For full details on store credit management, see Store Credits.

What Happens After Payment

Regardless of the payment method, completing a sale triggers the following:

1. Sale Recorded

The sale is saved to the database with all details: line items, quantities, prices, discounts, tax, payment method, amount tendered, change given, and the clerk who processed it.

2. Inventory Updated

Stock levels are decremented for each item sold. Weight-based products decrement by the weight sold.

3. Loyalty Points Awarded

If a customer is attached, loyalty points are added to their account based on the sale total.

4. Receipt Printed

If auto-print is enabled on the register, a receipt prints automatically. See Receipts for details.

5. Cash Drawer Opens

If the register is configured to open the cash drawer on sale completion, the drawer kicks open (for cash payments and split payments that include cash).

6. Success Screen

The Payment Successful screen appears showing:

• A green checkmark
• "Payment Successful!" message
• The sale total
• For cash payments: the Change Due in a prominent yellow box, with the tendered amount shown in smaller text outside the box
• A Start New Sale button

Tap Start New Sale to clear the screen and begin the next transaction.

Offline Payments

If the POS is offline when a sale is completed:

1. The sale is saved to the local offline queue.
2. The success screen still appears normally.
3. A sync indicator shows the pending sale count.
4. When connectivity returns, pending sales automatically sync to the server.

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During offline mode, inventory is tracked locally and may not reflect changes made on other registers. Loyalty points are recorded locally and verified when the sale syncs.

Payment Error Handling

Scenario	What Happens
Network error during sale submission	Sale is saved to offline queue and syncs later
Terminal communication failure	Error message shown, option to retry or cancel
Duplicate sale prevention	The POS prevents the same sale from being submitted twice

What's Next?

• Split Payments -- dividing payment across multiple methods
• Receipts -- printing and reprinting receipts
• Sales History -- viewing and managing completed sales
• Voiding Sales -- cancelling a completed sale