User Guide: Point of Sale (POS) on GTG CRM

What you can do after this guide

Log in to the cashier screen and select the store warehouse → add products to the cart (scan code / browse / search) → apply discounts and assign customers if needed → collect cash or QR/MoMo → print receipt and (optionally) let the customer pick up the VAT invoice themselves → hold order/recall when needed → and return items, refund according to records. Conclusion: you can complete a full sales shift at the counter, and all orders will synchronize inventory + customer data with the online sales system.

Don't have the big picture yet? Preview the article Point of Sale (POS) Sales to understand what POS can do.

Preparation

1. GTG CRM account with Create POS sale permission. — Without this permission, you cannot complete orders at the counter.

2. The store's warehouse is already in the system, and products have prices, barcodes (if scanning), and inventory in that warehouse. — POS deducts inventory from the store's warehouse; barcode scanning requires a barcode on the product.

3. (If collecting QR/e-wallet) MoMo/VNPay is enabled and configured in the online store's payment section. — POS uses shared payment configurations; only available methods will be displayed.

4. (If returning items) Account has return permission (higher than a regular cashier). — Returning items is a money reversal operation that requires separate permissions; without it, the Returns section will be hidden.

5. (Optional) 58mm/80mm thermal printer connected to the counter machine. — For printing receipts and automatically opening the cash drawer.

Step 1 — Log in to POS and select the store warehouse

Open a browser at pos.gtgcrm.com on the counter machine, log in with your GTG CRM account.

If you have multiple workspaces/stores, select the correct store for sales.

First time use: go to Settings → select store warehouse.

✅ Expected result: The POS screen appears (no CRM interface), the top bar displays the store warehouse name and cashier name. The product grid is ready in the middle of the screen.

Step 2 — Add products to the cart (scan code / browse / search)

Scan barcode with a USB scanner (place the cursor in the scan field then scan), or enter the code and press Enter.

Or browse the product grid: tap on product cards to add; tap category tabs to filter by group; scroll down to load more.

Or search: type the product name/code into the search bar, tap the result to add.

Adjust quantity in the cart: click + / −, or tap directly on the quantity number to type a number (e.g., 12); delete a line with the trash can icon 🗑.

✅ Expected result: Products appear in the cart with the correct price; Total updates instantly with each addition/edit/deletion. Out-of-stock products are grayed out and cannot be added.

💡 Tip: The counter can still sell normally without a scanner — just tap products in the grid or search by name.

Step 3 — (Optional) Apply discounts

Discount a single item: tap the discount button on the product line, choose by amount or percentage (%).

Discount the entire order: open the order's discount field, enter the amount or percentage.

✅ Expected result: The cart clearly shows three lines: Subtotal / Discount / Total; the total is recalculated by the server. If you enter a discount greater than the subtotal, the system will reject it and the total will never be negative.

Step 4 — (Optional) Assign customer by phone number

In the customer field, type the customer's phone number.

✅ Expected result: If the number already exists in the CRM, the contact's name will now appear instead of "Walk-in" and the order will be linked to that customer. If no number is entered, the order will be treated as a walk-in — sales will proceed as normal.

Step 5 — Cash Payment

Click Pay → select Cash.

Enter the amount the customer paid using the numeric keypad, or tap the quick denomination buttons (10K–500K), or Exact amount.

Click Confirm.

✅ Expected result: The screen will display Total / Tendered / Change; after confirmation, the order is created (source POS), stock is deducted immediately, the cart returns to empty, and the cursor returns to the scan field for the next customer.

ℹ️ If you sell more than the current stock, the system will block the transaction and indicate which product is short — no stock will be deducted.

Step 6 — Bank QR / MoMo Wallet Payment

Click Pay → select MoMo or VNPay (only appears if you have enabled/configured it).

Click to display the payment QR code — the QR code will appear on the secondary screen facing the customer.

Customers scan to pay: MoMo users scan using the MoMo app (not the phone's camera); VNPay users open the VNPay QR page.

✅ Expected result: When payment is received, the order will be automatically completed, stock will be deducted, and the receipt will be printed; a notification "Payment received" will appear in the bell 🔔 icon on the POS bar. If the payment initiation fails, the cart will remain unchanged for a retry.

Step 7 — Print Receipt and (Optionally) Open Cash Drawer

For the first time at each counter: go to Settings → Printer, select the appropriate Connection (System printer / WebUSB / Web Serial), choose the paper size 58mm/80mm, enable/disable open cash drawer on cash sales, and then Print test receipt.

From then on, each completed order will automatically print a receipt (and open the cash drawer for cash sales if enabled).

Need to reprint? Click Print again on the screen where the sale was made, or open Recent sales and reprint any order.

✅ Expected result: The receipt prints correctly in Vietnamese (with accents), includes full store information, item list, total amount, and change; the reprint will be marked RE-PRINT. If the printer has issues, the order will still be completed — only a small notification with a retry button will appear.

Step 8 — VAT Invoices: View Tax and Let Customers Get E-invoices Themselves

View tax included in price: the cart and receipt clearly separate the VAT portion included in the price, for each product's tax rate (e.g., 8%, 10%) — the total amount remains unchanged.

Enable/disable VAT declaration: if the store does not/will not declare VAT, turn it off in Settings — the POS will not display or record tax.

Customers get e-invoices themselves: the receipt has a QR code; customers scan it with their phone, enter their company name, tax ID (MST), address, and email, and the e-invoice is issued through the invoice provider you have connected and sent to the customer's email.

✅ Expected result: The cart/receipt displays the correct VAT amount for each rate; the receipt has a QR code for customers to enter information for invoice issuance; after customers submit, they will see a confirmation screen saying "Invoice is being issued and will be sent via email".

ℹ️ To issue an electronic invoice, you must have connected an invoice provider for your store. If not connected, the receipt will clearly state that it is not yet a valid VAT invoice.

Step 9 — Park and Recall Orders

Customer hesitating/forgot their wallet? Press Park Order to save the current cart.

Serve the next customer as usual.

Open the list of parked orders, press Recall to restore the old cart.

✅ Expected Result: After parking, the cart will be empty, and a parked order item will appear (number of items + total + time). Upon recalling, the cart will be restored with the exact items, quantities, discounts, and customer attached; the parked order will remain even after refreshing the page.

Step 10 — Returns and Refunds

Open the ⋯ menu on the POS bar → Returns (only appears if you have return permissions).

Select the order to return from the recent list (or enter the order code) → Load.

Enter the return quantity for the item to be returned, specify the reason, and press Issue refund.

✅ Expected Result: A notification "Refund issued: " will appear; returned items will be added back to inventory (reusable); the order status will change to partially_returned/returned; a reversal entry will be recorded to reconcile accounts. If the returned quantity exceeds the sold quantity, the system will reject the action.

Step 11 — Check POS Orders and 360° Activity Feed in CRM

Open CRM (app.gtgcrm.com) → Orders: find the recently sold order, source POS.

If a customer was attached: open that contact → Activity tab.

Open the Orders → Activities menu to view the full order feed at the counter.

✅ Expected Result: The order will appear with the source POS, the correct total amount, and no shipping address; if a customer was attached, a "POS sale" activity will appear on the customer's timeline; all counter orders will appear in the Order menu's Activities feed (filterable by salesperson/date).

Quick Reference for Expected Results

Login to POS + Select Warehouse — POS screen shows warehouse name + cashier name, product grid is ready

Scan Item / Tap Product — Product added to cart with correct price; total updates instantly

Tap Quantity — Numeric keypad to directly enter quantity

Apply Discount — Shows Subtotal / Discount / Total; system recalculates; cannot exceed subtotal

Attach Customer by Phone Number — Shows contact name instead of "Walk-in"

Receive Cash + Confirm — Shows change due; order (source POS) created, inventory deducted, cart cleared

Receive QR/MoMo Payment — Customer scans to pay; order auto-completes; bell notification "payment received"

Sell Above Stock — Blocked, shows name of insufficient product, inventory not deducted

Print Receipt / Reprint — Receipt in clear Vietnamese; reprint marked RE-PRINT

View VAT — Clearly separates the VAT included at each rate

Park → Recall — Cart saved and restored correctly (even after page refresh)

Issue Refund — Refund issued + items returned to stock + reversal entry; prevents refund exceeding sales

Check in CRM — Order with POS source + 360° activity on customer and Order feed

Notes

Requires Create POS sale permission to complete orders; requires separate return permission to use the Returns module — if missing, contact your workspace administrator and log in again to receive new permissions.

POS deducts stock from the selected store stock in Settings; each counter remembers its own configuration for printer / paper size / cash drawer.

QR MoMo must be scanned with the MoMo app, not the phone camera; only payment gateways you have enabled and configured will appear at the counter.

Issuing e-invoices to customers requires you to have connected an invoice provider; when not connected, the receipt will clearly state it is not yet a valid VAT invoice.

The POS interface can now display English labels (Pay, Confirm, Settings, Returns, Recent sales…) — this guide includes Vietnamese meanings for your reference.

Inventory entry and counting for the store is done on the shared Warehouse screen — see the Warehouse & Inventory guide.