Back office help centre


Learn how to setup your stores, users, customers, manage inventory and track sales using Saledock back office!

Getting started

Create an account

To get started sign up for a Saledock account, we'll ask you to create a back office password which you'll use to access the back office.

When you sign up for an account your back office will be automatically created. We'll automatically:

  • Populate the My account page
  • Create your user and admin user role
  • Create your first store, warehouse and receipt template - just add your logo!
  • Create a default tax rate - add as many as you need

You can edit all of the populated information from the Settings section.

Login

Open your web browser and go to the Saledock back office. We advise saving this URL as a favourite or adding a shortcut to your home screen/desktop for easy access. Login using your email address and password or tap the Forgot password? link to reset your password. A reset link will be emailed to your account, tap the reset password link within the email and update your password. Once reset tap Back to back office to display the login view, login using your email address and new password.

My account details

Your business address and details to will be automatically added to the My account view within your back office when you sign up to Saledock. These details are used for billing and contact purposes. The VAT number, if provided is shown on sales receipts.

Store and product setup

Add store details

To add stores go to the Stores and registers view within the Settings area. A list of stores associated with your account are displayed, ordered by date created (newest first). Search for a store by store name, email address and phone number. To add a store tap Add store in the top right. Add the store name, address, phone number, email address and store prefix. A store prefix is displayed at the start of each order number. Specify if you wish to Track inventory for the store. Trackable inventory means you will be able to add stock quantities to each product. Finally, add the store opening hours and tap Save, a warehouse is automatically generated upon store creation.

Warehouses

To add additional warehouses go to the Stores and registers view within the Settings area. A list of all warehouses across all stores are shown with a number assigned to each to indicate how many product items are associated with that warehouse. Tap the Add button to add additional warehouses with the option to track inventory.

For warehouses with trackable inventory you will be able to add stock quantities, re-order quantities and re-order points per product and view a low stock report. If none of your store(s) track inventory you will not see these features.

Table numbers

To add table numbers for a specific store, go to the Stores and registers view within the Settings area. Enable the feature and specify each table number/area. Once this feature is enable the icon will appear on your POS device so a table number can be added to the order.

Registers

To view registers go to the Stores and registers view within the Settings area. Tap a store to view the registers associated with that store. On each POS device you will need to register the device to access the application. Once a device is registered the register name given will be displayed within the register list so you can keep track of all registers associated with an individual store. To remove a register uninstall the POS application from your device.

Receipt template setup

To create a receipt template go to the Stores and registers view within the Settings area. Tap the Add button within the receipt templates section to create a new template. Add a receipt template name, assign the template to a store(s), add your business logo (preferably black and white) and any footer text, this could be as simple as a "Thanks for shopping with us!" or a brief summary of your returns policy. By default the order barcode and notes are displayed on the receipt. Deselect each checkbox to hide the barcode and/or notes. Tap Save to create the template. The VAT number provided within My account and the store name, prefix, address and contact details from the assigned store will be automatically added to your receipts. The receipt template section shows a list of all templates with a number to indicate the number of stores assigned to the template. If there are no stores assigned you will see a icon, tap the icon to delete the template.

Email receipt setup

To customise your email receipts and order confirmation emails (if you have an online store) go to the Customise view within the Settings area. You can customise the theme colours, add a business logo and display social media icons on your email receipts. Select the social media channels you have and add a URL for each, only selected channels will be shown on the receipt. The logo will appear at the top of the email receipt and the theme colours chosen will generate the link colour, social media block background colour and footer background colour. Your business address and contact details will be automatically displayed in the footer. Tap Save to update the email receipt template.

Product setup

To setup product information go the Product setup view within the Products area. Specify brands, colours, categories and sub-categories which populate the product information lists when on the product add/edit view. Within each tab input the item and tap Add to add it to the list. The number next to each item indicates the number of times the item is used. If the item is not in use you will see a icon, tap the icon to delete the item. When defining a sub-categories, first specify the category it falls within before adding the sub-category name.

To change the order in which categories appear in the POS application, tap and hold the icon displayed to the left of each category. Drag and drop each category into the preferred order.

Suppliers

To setup supplier information go the Supplier view within the Products area. Specify the supplier name, phone number, email address, address and any notes then tap Save to create the supplier. Only the supplier name is mandatory but if you wish to use the purchase order feature please complete all fields. The information provided will be used on the purchase order PDF and the order will be sent to the specified supplier email. All suppliers will be shown in a list with the supplier name, email address and assigned products displayed. If no products are assigned to the supplier you will see a icon, tap the icon to delete the supplier. The supplier list is searchable by supplier name, email address and phone number.

Tax rates

Define tax rates from within the Settings area. To create a tax rate tap Add and give the tax rate a name and percentage then tap Save. The first character of the name will appear on sales receipts to indicate the VAT category. Tax rates can then be specified when adding/editing a product.

Staff accounts

To view all users and user roles go to the Users view within the Settings area. A list of all users are displayed, ordered by date created (newest first). Search for a user by name. Beneath the list is a User roles section.

Staff permissions/roles

The Admin role is created by default with access to all areas. To create additional user roles tap Add role in the top right of the Users page. Name the user role (e.g. Manager or Cashier), provide a description and select the relevant permissions for that user role then tap Save. The user role will be added to the list displaying the date created, role name and number of users assigned to the role. Tap the role name within the list to view/edit the permissions.

Staff accounts

Ensure staff roles are created before adding staff accounts (details above). Tap Add user in the top right and enter the following for each user:

  • User role
  • Display name - Shown on receipts and POS login view
  • First name
  • Last name
  • Assign to store(s) - Gives POS access to any assigned store
  • Create and confirm POS PIN
  • Is the user a back office user? If yes:
    • Email address
    • Create and confirm back office password

Once complete tap Save to create the user. Back office users will receive a verification email, once the email address is verified the user may login to the back office using the details provided. If the back office user is not an admin the user will only be able to see information relevant to their specified user role. To update your back office password tap Change password in the navigation menu, a change password email will be sent to you. If you have forgotten your password tap the Forgot password? link displayed on the login view.

POS users will have access to the POS application of any assigned store. Only an admin can change a POS PIN. To change a PIN login to the back office and select an individual user. The PIN can be changed from there. Tap Save to update any changes.

By default any user created is set to active. To disable an account select a user then tap Disable, access to the back office and/or POS will become disabled. This is useful if you only wish to temporarily disable an account. Alternatively, tap Delete to permanently delete the user.

Product inventory

By default the product inventory list shows all products grouped by supplier. Tap the All stores button to filter by a specific store, and All suppliers to filter by a specific supplier. Search for a product by brand, SKU, model no., product name and category. The Brand, SKU, Model no., Name and Category columns are also sortable. The last column displays a variant value indicating how many variants each product has. The icon is shown for a composite product to represent a group of products rather than the number of variants. Tap the icon to display a quick summary of the product, including total quantity and total stock value. Tap the product SKU to view the full product information.

Import products

Tap then Download CSV template to download the product template. When importing variant products ensure the variant SKU and barcode is unique but the product SKU is the same, this will group all the product variants into one product. Ensure all tax rates are created in the back office before importing your products. Define tax rates from within the Settings area, you'll specify a single character tax code when creating the rates, use this code in the CSV template.

The CSV file must remain as a CSV file when saving. Tap then Import to import the products. The import will fail if there are duplicate SKU's (if no variant SKU's are specified), variant SKU's and barcodes or errors in the CSV. A list of reasons why the products failed to import will be displayed with the option to retry once the errors are rectified.

Tip: Ensure capitalisations and spellings are consistent when creating suppliers, brand, categories and colours or variations of the same type will be created.

Export products

Tap then Export to export the current product list view. Only the current filtered view will be exported. The product details and stock levels will be exported.

Add a product

To add a new product tap Product in the top right of the list. First select the product type; whether a single, variant or composite product and complete the product information. The supplier, brand, category and sub-category options are pre-defined in the Product setup and Suppliers views. Select a pre-defined option, or start typing to filter to the list. If there are no matching results tap the Add new: [item] to quickly add the new option or create them in the separate Product setup and Suppliers views.

Add the product description and tags if required. Tags are used for promotions and promo codes so you can create promotions and promo codes that are only relevant to specific tags. For a single and variant product select if the product is a POS quick key product (if selected the product appears in the POS quick key category) then specify the tax group.

For a composite product select if you wish the products within the composite to be grouped by colour. Tap Save to create the product, once created the product type cannot be changed. Next, add the product image, specify the product availability per store and selected if the product is on sale (has a discounted price) within the Product inventory section. If the store is selected the product will be available to purchase in the POS application for that particular store. If you have an online store select the online option. If the online option is selected the product will be displayed on the Publish products page within the Online store area. Please refer to the Publish products area on the Ecommerce help guide page.

If a product image is added it is sync to the POS application and displayed within the product tile image. For accounts with an online store the image will also be displayed on your online store. Multiple images may be uploaded per product, drag and drop the images to into the the desired order of appearance. Only the first image will be displayed on the POS application. Recommended image dimensions:

  • POS only accounts - Upload a JPEG no greater than 40kb, the preferred size 282px (width) by 375px (height). Aspect ratio 3:4. Portrait ONLY.
  • POS and online store accounts - Upload a JPEG no greater than 200kb, the preferred size 842px (width) by 1120px (height). Aspect ratio 3:4. Portrait ONLY. The image will be displayed on both your online store and POS application.

Single product

For a single product that has no variants, specify the cost price, retail price (inc VAT) and sale price (if selected as on sale) for each store. If the store has a warehouse with trackable inventory associated with it you will also be able to specify the quantity, re-order point and re-order quantity for each store. If all fields are the same for multiple stores input the values for the first store displayed and tap the Copy to all per field to copy the value across all stores. Once stock is assigned to a store you cannot unassign the store whilst there is stock assigned to it. Either transfer the stock to a different store or archive the product if it is no longer available to sell.

Variant product

For a variant product specify all the colour and/or size variants for the product. All possible variant options will be generated beneath. Only colours pre-defined in Product setup can be added. To re-order the appearance of size and/or colour variants drag and drop each chip into the desired order. This is the order the variants will appear in on the POS application and online store. Size and colour variants may only be deleted if there is no stock assigned to that individual colour and/or size variant. Once all the size and colour variants have been generated add the cost price, retail price (inc VAT), sale price (if selected as on sale) then the stock quantity, re-order point and re-order quantity (the latter 3 only shown if the store selected is associated with a warehouse that tacks inventory). The Copy to all feature described in the single product option above is also available for product variants. Values are only copied within a single colour variant, if you have several size variant for a single colour variant all values will be copied, repeat the process for each colour variant. All size variants are displayed within an accordion with only the first size expanded to display the information. Tap add_circle_outline within the colour variant header to expand the appearance of all size variants within that colour variant. Tap remove_circle_outline to collapse all. Once stock is assigned to a store you cannot unassign the store whilst there is stock assigned to it. Either transfer the stock to a different store or archive the product if it is no longer available to sell.

If you wish to add an image for each colour variant tap the icon within the colour variant header. You do not need to add an overall product image as described in the Add a product section above if you wish to add variant images. Variant images will overide any other product images. Multiple images may be uploaded per variant, drag and drop the images to into the the desired order of appearance. All images uploaded are displayed in the online store, only the first image will be displayed on the POS application.

For accounts with an online store you can also add a colour swatch generated from either a variant image or colour picker. The swatch is displayed on your online store beneath each product name on the product list page. The swatch indicates that the product is available in several colours.

Composite product

Composite products are not displayed on the POS application. When creating a composite product select if you wish to group the products within the composite by colour. To make up a composite product search for a product, matching results are displayed in a list by product name and SKU. Select a product to add it to composite. Repeat the process to add more products.

Colour grouping:
  • All products added to the composite will be grouped by colour and displayed as several composite products on your online store
  • If a product has multiple colours, all colour variants will be added and grouped by colour. Remove the colour variants you do not wish to include
  • Suitable if you wish to sell a specific set of products with a single colour variant. For example, a suit could include a navy jacket, navy waistcoat and navy trousers
  • If the suit is available in 4 colours, the composite product will be displayed 4 times on your online store; once per colour variant

No grouping:
  • All products added to the composite will be displayed as one composite product on your online store
  • If a product has multiple colours, all colour variants will be added. Remove the colour variants you do not wish to include
  • Suitable if you wish to sell a specific set of products with multiple colour variants. For example, a gift set could include a brown wallet, green socks, and a black belt

Archive and duplicate

To archive a product view an individual product, tap Archive in the top right, a dialog is displayed asking you to confirm, tap Yes to archive the product. An archived product is only available from the product archive list and is not available to purchase via the POS application.

To duplicate a product view an individual product, tap Duplicate in the top right, a new browser tab will open with the duplicated product. All information is duplicated except for the product availability and stock quantities. Update as required and tap Save in the top right. When a product is duplicated the unique SKUs and barcodes are automatically generated.

Product archive

To view archive products go to the Product archive view within the Products area. The list displays only archived products. Tap an archived product to display the product information, this is be a read-only view with the option to unarchive. To unarchive tap Unarchive in the top right and the product will now be active and editable. The product will be move from the product archive list to the product inventory list.

Barcodes and labels

To use the batch label printing feature you will require the DYMO LabelWriter 450. For setup and how to use instructions please refer to the Label printer section on the Hardware setup page.

To view all product barcodes go to the Barcodes and labels view within the Products area. A list of all product variants are displayed with an assigned barcode, grouped alphabetically by supplier (A first). Tap All stores to filter by a specific store or All suppliers to filter by a specific supplier. Search for a product by brand, SKU, product name and category, the Brand, SKU, Name and Category columns are also sortable. The icon indicates that the barcode has been auto-generated.

Create barcodes

To change a barcode, filter the list to the product you wish to change. Tap the barcode input and the existing barcode will be cleared, either scan a new barcode into the field or manually enter it. If an existing barcode is added, a message stating The barcode is already in use will be displayed. Enter a different barcode or refresh the page to revert to the original barcode.

Batch label printing

To print a single barcode or batch print barcodes select the product variants you wish to print labels for. For batch printing tap the Select all checkbox in the table header to select all 20 products variants for that page, repeat the process on each page (20 shown on each page). A maximum of 100 labels can be printed at one time. By default 1 barcode label is printed per product variant, to increase/decrease the quantity update the Qty to print field for each product variant. Once the products have been selected tap Print barcode labels.

A panel displays a preview of each label to be printed with the DYMO LabelWriter 450 selected as the printer and the Standard 57x32 selected as the label template. There are 2 template options; the Standard 57x32 prints the store logo, the w/o logo 57x32 prints without the store logo. Tap Print within the preview panel to print the labels. If the label printer is not connected or powered on the Print button will be disabled and the label previews will not be generated.

Label template:

  • Store logo (1st template only) - Generated from your receipt template logo
  • Product name
  • Colour variant
  • Size variant
  • Price
  • Barcode

Promotions

Promotions apply both in-store and online. Multiple promotions can be applied to a single product so ensure you do not apply multiple promotions if you do not wish to give multiple discounts on a single product.

By default the promotions list shows all active promotions ordered alphabetically by name (A first). Check Show inactive to show inactive promotions and Show expired to show expired promotions. Search for a promotion by name, the Name, Start date and End date columns are also sortable.

Add a promotion

Tap Add to add a new promotion. Complete the following information:

  • Promotion name - Add the name used to identify the promotion. On your POS device, the promotion name will be displayed on the product tile when the product is added to the order. On your ecommerce site, the promotion name(s) will also be displayed on each individual product page to indicate to customers a promotion is available. Keep it short, such as 3 for 2 on {brand} {category} or 20% off all {category}
  • Start and end date - Specify the start and end date in which the promotion is valid. If the dates are left blank the promotion will always be valid if the promotion is set to active
  • Store availability
  • Promotion is active - Checking this option means the promotion will be valid to use within the dates specified
  • Promotion type - Specify if the promotion is basic or advanced. A basic promotion creates a discount and an advanced promotion enables promotions such as buy one get one free, 3 for 2 and 3 for £80 .etc

Tap Save to save the promotion. You'll now be able to enter the basic or advanced details for the promotion.

Basic promotion

Specify if the promotion is a fixed or percentage discount, state the value and the minimum spend required to receive the promotion. If you wish the promotion to only be valid on only certain products, brands, categories or tags select Apply to specific products or product types? Type in a product, brand, category or tag and select the relevant result from the list. Multiple can be added. Tap Save to save the promotion changes.

Advanced promotion

Advanced promotions are created in the following format:

1. When a customer buys {x} of the following {product, brands, categories or tags}. Input the number and types of products the customer needs to buy to receive the promotion.

2. If the promotion is only valid for 2 different types of products add a new condition. For example, the promotion could be buy a waistcoat (the first condition) and buy a jacket (the second condition) then get a jacket free (specified below).

3. Specify the Then rule by choosing from the following options: pay a fixed price, receive a discount or get the following product:

  • Pay a fixed price - Input the promotion price to be paid
  • Recieve a discount - Input the promotional discount that will be applied. Specify if the promotion is a fixed or percentage discount, state the value and the minimum spend required to receive the promotion
  • Get the following products - As with Step 1 specify the relevant products the customer will get for free or at a discount price. Select free or discounted, if discounted is selected specify the discount and required minimum spend

View a promotion

Tap the promotion name from the list to view the promotion information and the full sales history. The sales history shows all orders that have used that promotion. All fields can be updated and the promotion can be set to inactive if you no longer wish to use it, but don't wish to delete it if you plan to activate it again in the future. Tap Save to save any amendments or Delete to delete the promotion.

Gift cards

By default the gift card list displays all gift cards. Tap the All gift cards button to filter by only active or archived gift cards. Search for a gift card by the name. The Name, Price and Months valid columns are also sortable. Tap the gift card Name to view the full gift card information.

Once the gift cards have been created they will be automatically available to purchase across all stores. To display e-gift cards online add a navigation collection to each gift card product. Please refer to the E-gift cards section within the Ecommerce help guide for more information about e-gift cards and displaying e-gift cards on your online store.

Both e-gift cards and printed gifts cards can be redeemed in-store and online. For in-store gift card purchases ensure you have already printed your gift cards so they are available to purchase. To purchase or redeem a gift card in-store please refer to Adding gift cards to an order and Pay by gift card located within the POS help guide.

Add a gift card

To add a new gift card tap Gift card in the top right of the list. Specify the following:

  • Gift card name
  • Months valid after purchase
  • Can top up after purchase? - If selected you'll be able to top up every active gift card
  • Specify gift card value? - If selected you'll be able to specify the gift card amount. For gift cards generated using Saledock please specify the gift card amount. For gift cards printed externally without a set value please leave the checkbox deselected. You'll be able to specify the gift card amount when purchasing the gift card.
  • Terms and conditions - Max 60 characters. This can be a link to the terms on your online store or state if the gift card is non-exchangeable or non-refundable
  • Point of sale quick key

Tap Save to create the gift card, once created the gift card name and price cannot be changed. Next, add the gift card images plus ecommerce information if you have an online store. Recommended gift card image dimensions:

  • Ecommerce gift card image - Ecommerce ONLY. This is the gift card product image displayed on the product list and individual product page. Upload a JPEG no more than 200kb, the preferred size is 842px(w) x 1120px(h). Aspect ratio 3:4. Portait ONLY.
  • Printed gift card image - Printed in-store ONLY. This is the image displayed on the printed gift cards. Upload a JPEG no more than 200kb, the size MUST be 330px(w) x 330px(h).
  • E-gift gift card image - Ecommerce ONLY. This is the banner image displayed in the e-gift card. Upload a JPEG no more than 200kb, the size MUST be 600px(w) x 260px(h).

Your business information, logo and theme colours for the gift card and e-gift card are driven from the Customise view with the Settings area.

Print or export gift cards

Once a gift card has been created you can generate codes. Tap Generate codes, specify the number of codes you wish to generate then tap Generate. A unqiue barcode and code will be generated for each gift card, next tap Print to print the gift cards. 3 gift cards will be printed per A4 sheet. Once a gift card has been purchased the gift card will become active, view all active gift cards from the Gift card report. Online e-gift card codes are automatically generated upon payment.

Alternatively, tap Export to export the generated codes to a CSV. The gift card information plus the unique barcode and code will be exported. The CSV can then be uploaded to your chosen plastic card provider.

Archive

You can only delete a gift card if no codes have been generated. If codes have been generated the delete button will be replaced with an archive button. Archiving a gift card ensures no additional codes can be generated but any active gift cards may still be redeemed.

Sales history

By default the sales history shows in-store and online orders for the last 30 days, ordered by date (newest first). Tap All stores to filter by a specific store. Search for an order by order number and staff name (sold by), or filter by date and status. Specify a status or select either a pre-defined or custom date range to automatically filter the sales history list. The Order number, Sold by, Customer and Date columns are also sortable.

Export sales history

Tap then Export to export the current sales history view. Only the current filtered view will be exported.

View an order

Tap a sales order number to view the order information. The back office sales history is read only, to continue an order or refund/exchange please do so using your POS application. The full order details include the order status and date, sold by, store name, customer name, items purchased, payment history and internal notes.

Customers

By default the customer list shows all online and in-store customers from all stores ordered alphabetically by surname (A first). Tap All stores to filter by a specific store. Search for a customer by name, email address and phone number, the Customer, Sales value, Number of orders and Marketing columns are also sortable. If the customer was added via the POS application store name will be shown against that customer.

Import customers

Tap then Download CSV template to download the customer template. Within the template 2 sample rows of data have been provided, these can be deleted. Input customer data ensuring there are no duplicate email addresses. The CSV file must remain as a CSV file when saving. Tap then Import to import the customers. The import will fail if there are duplicate email addresses or errors in the CSV. A list of reasons why the template failed to import will be displayed with the option to retry once the errors are rectified.

Export customers

Tap then Export to export the current customer view. Only the current filtered view will be exported.

View a customer

Tap the customer name to view the customer information, full sales history and if an online customer, the items currently added to the customers wishlist. Tap Save to save any amendments or Delete to delete the customer. Deleting the code will will delete the customer from the back office and all POS devices and will no longer be available.

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