Guide to top cannabis point-of-sale processes
This quick start guide provides you with the most frequently used cloud-user processes to manage your business and customize your Retail point-of-sale (POS) system. Access the cloud portal with the Google Chrome browser for the best experience and start using your Retail system today.
We recommend keeping this guide handy until you’re a confident user or for training new employees.
Disclaimer: This guide provides processes based on the default Retail setup. This system is highly customizable, and buttons or features may have been changed by an authorized cloud-user. You can request a Word version of this document to update and align with your business customizations.
Portal sign in | Add and manage users | Add a supplier | Add a product | Edit a product | Add a tag to products – bulk | Remove a tag | Manage and control cash | Create customer groups | Create a promotion | Reports | Create a button | Create custom alerts
- Use a consistent naming convention for all products. See the product section for details.
- Required: All cannabis products must include the product name and product weight in grams (g) for smokables or oils, and ounces for edibles (oz). Weights are not required for non-cannabis items.
Customizing the POS
- Use concise, meaningful button names when renaming or creating new buttons.
- When creating promotions take care to limit or eliminate stacked or multiple discounts.
- Do not take a discount off the receipt total. This negatively affects the amount of tax the store pays and increases accounting work, therefore costs you more.
- Cashiers are authorized to issue discounts only when access is granted, or loyalty discounts are created. Promotions you create will automatically be applied.
- Management needs to verify certain POS processes for the front of house, such as: price changes, returns, and voids.
- Every customer must be validated for age and their purchase confirmed for maximum weight verification.
Important: It is a personal felony to allow access to or sell cannabis to anyone under 21 years old.
- In the cloud, to open a new tab hover over function and right click to open new tab.
- You can open as many tabs as you need for efficiency.
Cloud-portal sign in
To begin working in your Dauntless Retail portal, sign in.
- Go to the RTS Manifest Portal and tap LOGIN.
- Enter your username and password, then tap Enter. Your user dashboard appears.
Sync data each morning
To ensure you’re using the most current data, sync the data before the start of each business day. Only one user should sync data.
Note: If multiple people attempt to sync data
simultaneously, the data stacking can cause errors or the portal
- Log in following the instructions above
- Under Settings, click Sync Korona. This updates the portal with product information. Click Sync GIANT. This updates the portal with manifest information.
You can add, manage, assign permissions and delete users in the cloud. There are two basic roles, users and cashiers. You can also add custom identified users and permissions. It’s best to plan the roles and permissions before working in the cloud. Plan and streamline your roles for reusability, function, and responsibility levels.
Two basic role types
Set permissions to allow access and functionality for two employee-role types: cashiers or users.
- Cashiers – allows point-of-sale access only to users with titles such as cashier, budtender, or a custom-created role
- Users – allows cloud and back-end access including more advanced permissions to users with titles such as store manager, accountant, buyer or owner
User-role functions and permissions
User roles help you track, manage and plan users, sales and other business activities. The more complete the information you enter, the better data you receive when requesting reports and tracking other information.
- User role – allows you to assign the same permissions to all users with the same role. If you need to selectively add or remove feature access, then create a custom role with more or fewer permissions.
- User permissions – helps you grant or limit access to select features and functionality.
- Organizational unit – helps you control user access for each defined unit, such as a warehouse or store location. Units help you selectively allow report access, price change permissions, or quarantine product for return.
- Custom user – create a hybrid user role by granting selective access or permissions.
Set up user roles
Set up user roles for all potential Retail system users. The number and types of users you create depend on the size and complexity of your operation.
Possible roles are for front- and back-of-house users for a large and complex retail business may include:
|Store Manager||Business Manager|
|IT and Data Specialist|
Add or manage a cashier (budtender)
- In the cloud, click Employees, Cashiers, and then New.
- Enter a unique payroll clock number, and then complete the form:
- Enter the user’s First Name and Last Name or your own naming convention.
- Enter the Alias field contents: either the first name or avatar name you want to appear on register receipts. Choose a consistent naming convention for cashiers and store managers.
- No matter what format you choose, be consistent and plan for growth.
- Any user with register permissions needs an alias.
- Create the log in code for the POS. This can be the same or different than the employee number. If you use a programmed log in code, enter that number.
- Assign a role from the options list. (Roles are previously defined by an approved cloud user.)
- Choose an optional background color for the POS. This can be helpful if you have several cashiers sharing one POS terminal.
- Click Save.
Visit http://manual.koronapos.com/quick-start-creating-cashiers-users/ for more information.
Edit cashier permissions
While you are creating a new cashier, you can continue by granting permissions following the steps below.
If you previously created a cashier and want to edit the permissions, then go to Employees, click Cashiers, and then follow the steps below.
- Click Edit Cashier tab.
- Edit user fields as needed.
- Select user Permissions. To add or remove permissions:
- Select a permission and then click the single arrow (<) to add one permission.
- Select all permissions and click the double arrow (<<) to add all permissions.
- Select one or more permissions to remove and then click > or >>.
- Click Save.
- You can create an unlimited number of cashier-defined roles. Best practice is to create the fewest number of roles that allow you to cover the permission groups you may need.
- To preserve an employee record and deactivate terminal access, select the employee, click Lock and
Visit https://manual.koronapos.com/manage-cashier-roles-and-permissions/ for more information.
Add or manage a user or retail role
Users is the generic name for any role with access to the cloud. You can add a new user, grant or edit permissions, and add a new user or edit current user or custom defined role. You can also delete users as need.
While in the cloud, you can also add cashiers or create an unlimited number of custom user-defined roles.
Best practice: Create the fewest number of roles that allow you to cover the permission groups you may need.
- Go to Employees, then Users, and click New. You can select an existing role or add a custom role.
- Complete the table row:
- Enter a valid user email address. The user receives a system generated password.
- Enter the users First and Last name.
- Enter the user’s role or roles.
- Under Org Units, select Store accesses by checking one or more checkboxes.
- Click Save. The new cloud user will receive an email with user log in credentials. This email may be in the new user’s Inbox or Spam folder.
- Click Edit User Role to grant or edit the user permissions for back-office users. Select one or more unit types.
- With the window still open, click Permissions or follow the Edit a current user instructions below.
- Select one or more checkboxes to allow permissions.
- Clear one or more checkbox selections to remove permissions.
- Click Save.
Edit or lock a current user
- Go to Employees, then Users, double click a current user to open the Edit User
- Make edits as needed.
- To change permissions, see step 6 above.
- To lock a former employee out of the system, click Lock. This preserves the employee’s data but doesn’t allow the former employee access to the cloud account.
- Click Save.
Note: Do not delete an employee as it may affect reports and other data. Instead, the best practice is to simply lock the user to prevent access to the POS terminal or cloud.
Visit https://manual.koronapos.com/user-roles/ for more details.
Accurate supplier and product data helps you create and update your compliance data. As a new customer, Dauntless migrates all of your relevant data provided to the Retail platform. Exporting your data to our template helps ensure accuracy. In some cases, you may not provide all information and suppliers or products may need to be added or edited. This section helps you ensure you’re working with your most accurate data.
Contact your Dauntless Retail representative and request the Excel template for data imports.
For each new supplier, add a supplier record by completing all relevant fields on the Create Supplier page. After you create a supplier and when you add products, the supplier will be available on the Supplier options list.
Best practice: Create only one instance of each supplier. Duplicate supplier entries may cause data errors.
- Under Inventory, click Suppliers. click New.
- Complete all form fields.
- Click Save.
Note: If you migrated data or a supplier added new product, select the Supplier name from the options list.
Edit a supplier
- Under Inventory, click Suppliers,
- Select a Supplier from the list and then click Edit.
- Click in any field and enter or update supplier information.
- Click Save.
Add or edit a product and manage your product details including tags to help you downstream when you generate reports or create promotions. Complete product information helps the business office make better business and marketing decisions.
Any time you add a new product, add a complete product description. The sample image below shows only a portion of the form. You can add as many tags as needed to create promotions.
- Under Inventory, click Products, and then
- Enter a name for your product. Establish a consistent naming convention for all products, for example, “ACC-Maui Wowie pre-roll 1g” or “MP-Punch Bar edible 1oz” or “ACC-Blue Dream 1g”. Recommended product name format: Two or three letter Supplier -Name_Product Name_Product type_ Weight in g or oz. There should be no spaces between the number and the weight.
- The product name for all cannabis products must include the weight in grams for smokables or oils, and ounces for edibles. No period is required after the weight (g or oz).
- This naming convention must be consistent across all products and will display on receipts exactly as shown. The exception is for non-cannabis products.
- Select a Supplier from the list or add a new supplier before continuing.
- Enter the supplier name and order code.
- Enter the Supplier Name.
- Order code (optional)
- Container amount (either enter quantity by each or the case count depending on the supplier description) This is used for cost calculations and automatic order generation.
- Select a Commodity Group: Several standard groups exist.
- Select Assortment and then Cannabis or Non-cannabis.
- Select a Sector from the provided options.
- Sector is the primary tax applied to the product. Alternative Sector is the medical tax applied to the product.
- Sector holds the weight or purchase limit for the entire transaction. If a potential sale exceeds the limit, an alert appears.
- Use Alternative Sector for medically-endorsed retail stores. The purchase limit increases and is based on state or local government restrictions.
- For fulfillment room printers only: Select Production Type from the list. Contact support for more Setting requirements.
- Click Add New Price and select Price with Date Add or Price with Product Code Add and then define when you want the price to take effect.
- Click Add. Under Default, enter the price in the field, and click Save.
- You can add a price by product code or lot number.
- If you add a price by lot number, the newer lot will be at the default price.
The product name appears on the customer’s receipt. You may want to edit a product to add a more detailed name description, add tags, set an inventory level for automatic reorder, or adjust minimum and maximum levels. The most common edit is to add one or more tags to a product.
- Under Inventory, click Products, and then Edit Product.
- Edit one or more fields as needed by either entering text or selecting a checkbox.
- To add a tag, in the Tags field, begin typing to create a new tag.
- Click Enter and then Save.
Save time by adding tags in bulk. You can filter and then group products to add the same tag to all the selected products at the same time.
- Under Inventory, and then Products.
- On the Products screen, click Filter. Using available filters, filter to show your desired products, then click Edit Plus
- Enter a label name in the Tag
- Click Save to automatically create the tag on all selected products.
- In the product, in the Tags section, click the X on a tag to remove it.
- Click Save.
Note: You can remove a tag in bulk by following the filter and selection steps above, and then click a tag X.
Edit a state or local tax rate
Update your state or local taxes as they change by contacting Dauntless Support. Cloud users do not currently have access to this functionality.
Create a stock receipt (also known as receive product)
It’s important to be accurate as you receive inventory. This information is reported to the state or other reporting agency for tax and compliance purposes.
- Be sure the lot codes match the lot code in the POS.
- The only thing you should need to edit is the item price.
- Log into the Dauntless Portal, Under Settings, click Sync Korona. This updates the portal with product information. Click Sync GIANT. This updates the portal with manifest information.
- Click Inventory and then Receive Manifest.
- Choose Organization Unit, and then select Manifest from the list. From the list, select a manifest. The last part of the manifest ID appears in the list.
- Click Display Items and check box. The lot number from manifest is assigned using the list item when selecting your Product.
- Click Create Stock Receipt and go to Korona Cloud and Stock Receipt.
- Under Inventories, click Stock Receipts, locate the stock receipt for the manifest just completed in the Dauntless Portal.
- Under Product Number verify the Quantity Received and the item cost (purchase price). The total should balance to your manifest total.
- Click Assign at the top and assign Supplier, next double check product numbers and quantities. Note: You can’t edit a product at this point without causing errors.
- Click Book it. Book it transfers and updates to your on-hand inventory.
There are two ways you can manage inventory and create store stock orders: automatic or manual.
Automatic store order
Set your product minimum and maximum inventory levels to help you generate automatic stock orders.
- Click Inventory, Stock Orders, New, and then Empty Store Order.
- Select a Source from the options list and then:
- Click Add All Short products if minimum and maximum levels are set.
- To add buyer-selected items, click Add Product to manually add items to the order. Select the Source and Product from the options lists.
- Adjust a product quantity in the Order Quantity column as needed. If a promotion is planned, consider increasing your stock to cover the event too.
- Enter or select a Delivery Date.
- Click Save, and then click Order. Click to choose one of the finalizing store order options.
- Click Order to submit.
Create a manual stock order
Create a manual stock order if you want total control and know your stock inventory and sales well.
Tips: Right click any tab to open a new tab.
- Click Inventory, Stock Orders, New, and then Empty Stock Order.
- Select a Supplier from the options list and then:
- Add products to the order using one of the following methods:
- Click Add product and then select a product from the option list.
- Scan a product, click Scan, click Add.
- Enter an Order Quantity.
- Click Add
- Enter or select a Delivery Date.
- Click Save, and then click Order. Click to choose one of the finalizing store order options.
- Click Order to submit.
Customer groups are used to create promotions and apply loyalty discounts. Create one or more customer groups to isolate and manage promotion. NON Verified group names trigger and support age-related, government-required identification verification and verify product weights are within the allowable purchase range. You can create as many logically-needed groups as you require.
- Always number your groups sequentially. Numbering starts with 1 for verified groups and 501 for NON-verified groups. Do not create groups out of sequence.
- Always create customer groups in pairs: <Group Name> and <NON-Group Name>. NON refers to not identification verified.
- The default transaction is always Guest NON-verified to trigger the verify age and product weight for
- Typical groups include: Guest, Medical, Military, Veteran, Holiday, Vendor, 420, Cashier, Employee,
Staff and Industry.
- In the Korona cloud, click Settings and then Customer Groups.
- Click New and enter a Group Name “NON-Verified.”
- Move the Cash permission to Cash Prohibited. (This will be a 500-series number.)
- Click Copy and then change the number. (Remove the leading “50” or “5”.)
- To create the verified group, remove “NON” from the Group Name and move the Cash permission
- Click Save.
Promotions and discounts can be a great way to build traffic but done incorrectly can cause profit issues. When you create and automate promotions, do so carefully. Double check your promotion and loyalty customer group discounts to ensure they perform as desired before automating.
If the promotion and loyalty group discounts combine, ensure they stay at or above your minimum profit requirement.
- Customer groups must be set up before you can add Benefit tags.
- Under Benefits, for every item, create a tag for “CannaPromo” and “Staff” as these are two of the most commonly used tags for promotions. Other common tags are “Military,” “Veteran,” “420,” or “Medical”
- Apply discounts to individual items. Do not apply discounts to the receipt total.
- Click Sales, Promotions, and then New.
- Under Defaults, enter a promotion name in the Name field, and a Type.
- Under Trigger and under:
- When – select promotion validity dates either using a date range, day of week, or dates, plus time if needed.
- Where –if you have multiple locations, enter the promotion location.
- Who – enter one or more Customer Groups name, which you previously established. Note: Only customers to which you’ve applied a defined tag will receive the discount. For example: “CannaPromo,” “Staff,” or “Veteran.”
- Why – Total receipt amount, enter the dollar amount that must be exceeded to receive a discount.
- Under Benefit, enter or make your selections for the following fields:
- Reduce Product Quality – either select from the list or enter a new reason, such as “product out of date” and by discount percentage.
- Discount on – Choose a product group and enter a Percentage discount amount.
- Items with Tag – Select or enter a tag name and enter a Percentage discount amount.
- Commodity Group Name – optionally select a group name and enter a discount amount.
- Total receipt – This is not a best practices method for the cannabis industry as it creates issues with your tax reporting and payment.
Note: The logic stream if you choose All is: Any item with <tag name> equal to or greater than ($XX.XX) gets a XX percentage discount.
If you apply more than one promotion to a product or products, this is called stacking. You can stack promotions but must carefully put them in place to avoid offering more than the intended overall discount.
- If you have at least a 50% markup on your product, promotions are viable.
- Never have discounts of more than 45% on cannabis products or your other preset minimum
- Always use Customer Groups to avoid stacking of discounts.
Caution: If you create promotions and stack them, then the minimum price you preset price does not block a sale. A sale may occur either below your allowable discount or below cost.
For example: If a Veterans group normally gets 10% off, and Mondays Veterans get 15% off, then to correctly stack, simply take another 5% off on Mondays. This combines for your 15% off Monday promotion.
A cloud user monitoring their dashboard can send a message to a POS terminal. Messages are sent to individuals and can include a cash control message when a POS terminal has more than the desired amount in the till. Ensure the POS Balance widget is active on your cloud dashboard to see the POS terminal cash balances.
- Under Employees, click Messages, and then click New. The Create Message page opens.
- Enter a Subject, such as “Make cash drop by <time> to <Manager’s name.>.
- Select a Recipient from the list options: select Cashier or Organizational unit, and then the employee name.
- Under Priority, set an alert status: high, medium or low.
- An alert icon appears on the POS for the cashier to review a message along with the status. Only the Subject appears on the POS until the cashier clicks the message.
- Click Save. Click Back to view the full message.
Note: You can’t edit or delete a message that’s been read.
Tip: To avoid the possibility of customers seeing the cash drop amount, do not include the amount of a cash drop in the subject line.
For more information visit http://manual.koronapos.com/messages/.
You can quickly view generate reports to keep your business and profitability on target. In the cloud POS under Evaluations, you have access to more than 83 different report types. Visit manual.koronapos.com/reports-and-statistics/ for more information.
- On the left navigation, click Evaluations.
- Click the report type of interest from the list.
- Select a report filter option (not required):
- Click Filter to filter reports.
- Under Org Unit, select a store option.
- Under Date, select a date range.
- Click Update to bring your selections into view.
- Export a report: click either PDF or Excel.
Most frequently generated report types and summary descriptions appear in the table below.
|Cashier Revenue||• Shows the accumulation of income made by cashier in a given time
• Filters by Organization unit, Product, Date/time, Cashier & more
|Tax report||• Shows the generated state and local sales tax for products sold
• Shows gross and net revenue
|Supplier Sales||• Gives you an overview of your sales, costs and next yield sorted by individual suppliers
• Profit margin appears as a percentage value
|Tag||• Shows you an overview of your tags and their associated sales data for a specified time period
• Filters by organization or product group
|Organization||• Shows detailed-per-store reports based on selection for organizations with multiple locations
• Provides a summary gross and net revenue, tax, discounts, min-max receipt amounts and more
|Product||• Shows sales data for a product including products sold in combination and cashiers selling it|
|Top seller||• Provides detailed insights on which products have the most impact on your revenue and gross profit
• Allows you to filter and sort results by column heading
You can create custom buttons to enhance your retail team’s efficiency such as adding a button for high-demand items, customized loyalty groups, or give your cashier authority to provide on-the-fly promotional discounts to help build business.
Create a quick button
- Click Settings, Button Configurations, and then double click on the default button layout.
- Click on an empty button and enter a button Name.
Visit http://manual.koronapos.com/quick-start-creating-buttons/ for more information.
Create a new button on POS and add customized functionality
You can create a button with a customized look, feel, and functionality on the Button Configuration page.
- Click Settings and then Button Configuration.
- Click New and enter the Name for the new button.
- Select options for color and size.
- Double click the new button name to open the Edit Button Configuration
- Under Size, select an option from the list and then choose a color.
- Click Add Function and select one or more options from the list.
- Click Item Sequence to group similar products on the customer receipt.
- Drag and place the button representation onto the layout and click Save.
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