Using NewStore Associate App
Choosing a language
Associate App is available in English, Catalan, Chinese, Czech, Danish, Dutch, French, German, Italian, Japanese, Korean, Polish, Spanish, and Swedish. To change the language, change your iPhone's language:
- Tap
Settings
>General
>Language & Region
>iPhone Language
. - Choose a language. If the language you selected is supported by NewStore, the app will use it.
Logging in
There are 2 ways to log into the app:
Using your credentials
Use your credentials to log in when you have never logged into the app on this device or when your PIN has expired.
If your business has enabled logging into NewStore Associate App with your existing corporate credentials, use them to log into the app. Otherwise, use your assigned NewStore credentials.
To set up credentials, see Configuring identity and access management .
To log in using your credentials:
Ensure that you know your login and password.
On the login screen, to log in for the first time, use one of the following options:
- Your NewStore credentials - Tap
Login with Username and Password
. - Your existing corporate credentials - Tap
Login with my company email
, ifSSO
is configured for your business.
A new screen appears asking you define a 4-digit PIN.
- Your NewStore credentials - Tap
Select a PIN. You can use this PIN to log into this device next time you log in (See Using your PIN ).
This PIN is valid for a specific duration (7 days by default). Once your PIN expires, re-enter your email and password to reset your PIN.
When you log in, the store you are assigned to appears on the screen.
Ensure that the store you are assigned to is correct. If not, tap
Not your store?
and tap Log out
. A manager must reassign you
before you log in again.
You can also tap Dismiss
to continue with the current store.
If enabled for your business, you will be automatically assigned to the store to which the device is assigned via the MDM, even if you are assigned to a different store in Omnichannel Manager.
This feature ensures that you do not have to ask management or support to reassign you in Omnichannel Manager every time you switch stores.
Using your PIN
Once you have logged in using your credentials and set up a PIN for this device, you can use it to log in:
When you launch the app, the
Recent users
screen appears.Tap your name if it's in the list.
note- If your name is not in the list, you have to log in using your credentials.
- If your name has a lock icon next to it, your PIN has expired. Tap
Enter your email and password
to log in again.
Type your PIN. You defined it the first time you logged into this device.
You are logged into the app.
When you log in, the store you are assigned to appears on the screen.
Ensure that the store you are assigned to is correct. If not, tap
Not your store?
and tap Log out
. A manager must
You can also tap Dismiss
to continue with the current store.
Managing customers
You can use NewStore Associate App for clienteling
purposes by making
sure that every customer that you serve is added to the app's
My Customers
section. This speeds up future checkouts and allows you
to gather data about your customer's preferences.
When you make a sale, and a new customer provides an email address during checkout, a profile is automatically created.
Checking if a customer exists in the app
The Recently Viewed
section, displays the last 3 customers you
searched for.
Tap
to open the customer list.Type the customer's name (or a part of it), or the customer's email, in the search bar and check the result list.
The
Activity
tab displays the customer's omnichannel purchase history, that includes the items the customer purchased, the amount they spent, and the channel they used to make the purchase.
Creating a new customer
With the new customer profiles you can use auto-populated fields and scanner identifier features. To enable these features, see Configuring auto-populated fields for customer profiles and Configuring scanner identifiers for customer profiles for more information.
To create a new customer profile:
Tap
and tapNew Customer
.Fill in the name, phone number, email, and other details for the customer and tap
Create
.noteThe email address for each customer must be unique. You cannot create multiple customers with the same email.
(Optional) Add a shipping and billing address for the customer.
When you start typing, valid addresses are automatically suggested.
The customer can now be assigned to a shopping cart by tapping
Assign to cart
. See Creating a shopping cart for more information.
To delete a customer, contact the support team or send the customer deletion request using the Request customer deletion API.
Updating a customer profile
Tap
and tapSearch
.Type the customer's name (or a part of it), or the customer's email, in the search bar and find the customer whose profile you want to update.
Tap the information to modify and proceed with the update.
You can update the customer's first name, last name, email, phone number, shipping and billing address, and any additional information that you collected for the customer. Changing the shipping address in the customer's profile does not change the shipping address for the order. You can only change the address for the order in NewStore Omnichannel Manager. see Editing shipping information in the grace period .
noteEnsure that the email address is unique. You cannot enter the same email for multiple customers.
Tap
Save
.
Also See Accessing your last checked out cart .
Viewing past customer purchases
To view the order history for a specific customer, store associates can perform the following steps:
Tap
to open the customer list and open the customer's profile.Tap
Activity
. You can see the list of purchases for the customer.Tap the purchase that contains the item to be viewed in more detail. There are 3 actions store associates can take when viewing a specific purchase within the customer's profile:
Begin the item return process .
Print documents and receipts.
Resend the sales receipt to the customer's email address.
Tap the action you wish to initiate.
Follow the in-app prompts to complete your task.
Creating a shopping cart
The shopping cart, or cart, contains the items selected by the customer but not yet checked out.
NewStore Associate App allows you to check out items that are in your
store, or in a different location (other store
, or DC
). You can
search for items by brand, category, color and style.
Checking product stock levels
Products are sorted by availability by default in the catalog.
To check if the product is in stock at your store, or if it is available at another location:
Find the product via the app's catalog by tapping
andSearch
or scan the item.On the
Product Details
screen, tapInventory Lookup
.(Optional) If enabled for your business, you can print a hang tag for the product if needed. Talk to your store manager for more information.
To print hang tags, on the
Product Details
screen, tapPrint Hang Tags
, select the number of copies you want to print and tapPrint
.Technical configurationThe following section involves working with technical configurations and APIs. Contact your IT support team for more information.See Printing in-store hang tags using additional pricebooks .
If NewStore does not manage inventory in the store, the ATP
for the
product at each warehouse and store is displayed. The ATP for your store
is displayed first in the list of stores. Apart from your store, only
those stores that have ATP of at least 1
are displayed.
When NewStore manages inventory in your store , the
stock on hand
value for the product is displayed instead of the ATP on
the Product Details
screen.
The sellable stock on hand is displayed for products in these scenarios:
Scenario | Example |
---|---|
When stock on hand is available | 5 items in your store |
When stock on hand is negative, such as when you sell items that have been returned by customers. In this case, the stock on hand may turn negative until you perform a cycle count in the store. | -2 items in your store |
No inventory for the product in the store | Not in stock in your store |
- By default, NewStore Associate App is configured to display warehouses before stores. This can be customized via an extension point in the NewStore Associate App.
- To filter the locations that are displayed in the
Product Lookup
screen, see Customizing NewStore Associate App .- By default products can be searched by title, description, color, size, and caption but not by product IDs or
SKU
. If you want to be able to search for products using a specific identifier, add the field as asearchable_attributes
in the head section of your product import JSON payload. For more information, see the JSON schema for products.
(Optional) Customizing products
If enabled for your business, you can customize products based on the individual preferences of a customer before adding these products or items to the cart.
- Find the product via the app's catalog by tapping
and
Search
or scan the item. - On the
Product Details
screen, tapCustomize Product
and add the required customizations for the product before adding it to the cart.
Adding an in-store item
If the item is available in your store:
Tap
to get the device ready to scan price tags/labels.Scan the price tag of the item requested by your customer.
(Optional) If your business uses serial numbers to track items during the fulfillment cycle, tap
Add Serial Number
to add the serial number for the item before adding the item to the cart.Technical configurationThe following section involves working with technical configurations and APIs. Contact your IT support team for more information.If enabled for your business, tap
+
to add additional quantities of the same item.ImportantYou can only add a maximum quantity of 25 for each item. To add more items, add the product from the catalog again and specify the quantity.
Tap
Add to Cart
. Repeat this step for all the items you want to add.To remove an item from the cart, swipe left on the item and tap
Remove
. To stop the purchase, tapClear
, and remove all items in the cart.
You can check the cart at any time by tapping
.Adding an endless aisle item
NewStore Associate App allows you to process an endless aisle
order by
adding an item to an in-store cart that is available at another fulfillment location, but unavailable
at your store.
Retailers can configure their endless aisle checkout flows to ship items directly to a customer’s address or directly to specified store locations.
Retailers also can configure their checkout process to allow for mixed carts
. Mixed carts contain
both in-store cash and carry items and items that have been designated for shipment to the
customer’s address or a store location for pickup. See Choosing a payment option .
To enable the mixed cart feature, see Enabling mixed carts in NewStore Associate App .
To configure endless aisle checkout flows to offer the ability to ship directly to store locations, see the Update Associate App configuration method to configure the ship-to-store option.
Cash, as a form of payment for endless aisle and mixed cart orders, is not enabled by default. However, retailers can enable cash as a payment method if desired. However, when using cash as a payment method, retailers must be mindful of refund challenges for items that could not be shipped. To enable cash payments for endless aisle and mixed cart orders, see Enabling cash payments for endless aisle and mixed cart orders in NewStore Associate App .
Assign a customer to the cart. If no customer profile exists for the shopper, first create the customer profile. Assign the newly created customer to the cart.
Tap
.To find the product you are looking for, do one of the following:
- Type part of the product name to see matching results.
- Select
Show all items
and browse the catalog.
Tap the picture of the requested item to open its details. The app shows that the item is not available in the store.
(Optional) Tap
Inventory Lookup
to view the warehouses and stores that have this item in stock.If enabled for your business, tap
+
to add additional quantities of the same item.ImportantYou can only add a maximum quantity of 25 for each item. To add more items, add the product from the catalog again and specify the quantity.
Tap
Add to cart
. If themixed cart
feature is enabled, select one of the following options for each item in the cart:Technical configurationThe following section involves working with technical configurations and APIs. Contact your IT support team for more information.It's in the store to sell
: This option indicates that the specific item added to the cart is available in the store. The customer will be handed the item once checkout is complete.Ship it to the customer
: This option indicates that the specific item is NOT available in the store and therefore must be shipped to the customer or to a store location. Select this option for endless-aisle items.
Repeat the previous step for all items requested by the customer.
Remember to add a delivery option for this item to complete the checkout. This includes an endless item that was ordered individually or as part of a mixed cart order. See Adding delivery options .
Saving and restoring carts
After adding items to a cart, you can save the cart and return to it at any time to complete the purchase.
Delivery options added to a cart are not saved, when you save the cart. Ensure that you add delivery options again when you restore a saved cart. See Adding delivery options .
All saved carts are automatically removed when you erase local app data and cannot be restored.
To save a cart:
Tap
More
.Tap
Save Cart
.note- The cart is saved on the device, not on your account.
- When you save a cart, the inventory related to the cart is not
reserved
.
To restore a cart:
Ensure your current cart is empty and has no customer assigned to it.
Tap
, and tapSaved Carts
. The list of carts saved on the device is displayed. Some of the carts might belong to other associates.Tap
Restore
on the cart that you want to use. The cart is restored and displays the items that you or another associate added earlier. You can now add more items to the cart or continue to checkout.noteWhen you restore the cart, it is removed from the saved carts.
Once you place the order, the order is assigned to you instead of the associate who created the cart.
Creating a cart from an RFID basket
If your business uses an RFID-enabled checkout basket, follow these steps to create a checkout in NewStore Associate App for the items in the basket:
- Tap and scan the QR code on the RFID basket.
- Verify that all the items in the RFID basket are displayed on the
Cart
screen. To add more items to the cart, either scan the items directly (without placing them in the basket) or add them to the basket and scan the QR code again to recreate your cart with the new items. Each time you scan the code on the RFID basket, the cart on your app is reloaded with the items in the basket. If you scan the QR code again after you add items directly to the cart, these items are removed from the cart.
You can now assign a customer to the cart and complete the checkout process for the customer.
Checking out a shopping cart
The shopping cart is a container for all the items the customer wants to buy.
If your store supports credit card payments, ensure that you have
added the card reader to your profile and that it is on.Assigning a customer to a shopping cart
(Optional) To add a customer to the shopping cart:
- Tap
Add Customer
at the top of the screen. - Search and tap the customer you want to add.
- Tap
Assign to Cart
.
Adding discounts and redeeming coupons
If you are on Associate App v1.52.0 or later, reason codes are enabled by default.
If you are on Associate App v1.52.0, you can enable both item level manual discounts and price override, by specifying
itemDiscount
as a value within thecart_management
orcart_management_v2
property in the Update Associate App configuration method.For Associate App v1.52.0 or later, the
cart_management_v2
property has no impact on price overrides. This property is only applicable if you are on Associate App v1.50.0 or v1.51.0. See Configuring price overrides for items (v1.50.0 and v1.51.0) as an example.
If automatic promotions have been created for your business, discounts associated with the promotions are applied automatically to the whole order or to specific items in the order.
See Creating discounts and coupons (legacy) in NewStore Omnichannel Manager to verify this.
For discounts and coupons created via NewStore Omnichannel Manager that
must be applied or redeemed manually, tap More
and select Redeem Coupon
.
This option allows you to enter a coupon code provided by the customer or choose a coupon. The list displays up to 5 coupons that were most recently used on the device, since the last time the app was updated. You can also use a coupon to waive the shipping cost for a delivery.
(Optional) For discretionary discounts that can be offered to customers, such as for products that are damaged, associates can use manual discounts:
Tap
More
.Select one of the following options:
Option Description Apply Cart Discount
Applies a discount (percentage or monetary value) on the complete order or cart. Apply Item Discount
Applies a discount (percentage, monetary value) on the selected item or sets the price of the item. If enabled for your business, you must assign a reason for the manual discount. From the predefined list of reasons, select one (such as
Damaged
for discount on a defective product, orEmployee
for a discount to a fellow employee in the business). If no reason codes are specified for a given catalog, the Associate App will display a free text field to enter a custom reason for the discount.Supported fromThis feature is supported from Associate App v1.50.0.noteThis feature is not available when the app is offline.
To change or update the list of predefined reasons, talk to your store manager or your IT support team.
Technical configurationThe following section involves working with technical configurations and APIs. Contact your IT support team for more information.See Configuring reason codes for manual discounts (from v1.50.0 to v1.51.0) .
All discounts applied to the cart, including automatic promotions,
coupons, and manually applied discretionary discounts can be viewed in
the Discount
details screen in the cart.
Coupons and manual discounts can be removed manually in the app.
Automatic promotions cannot be removed during checkout. Talk to your store manager or IT support team to disable incorrect automatic promotions.
Applying a price override
If you are on Associate App v1.52.0 or later, reason codes are enabled by default.
If enabled for your business, you can choose to override the price of an item. Depending on the situation, you can specify a price that is lower than the actual price of the item in the catalog.
For example, if a promotion is not being applied correctly in the app, you can use this feature to override it and apply a lower price to the item.
To enable price overrides on Associate App version 1.50.0 or v1.51.0, see Configuring price overrides for items (v1.50.0 and v1.51.0) .
If you are on Associate App v1.52.0, you can enable both item level manual discounts and price override, by specifying
itemDiscount
as a value within thecart_management
orcart_management_v2
property in the Update Associate App configuration method.For Associate App v1.52.0 or later, the
cart_management_v2
property has no impact on price overrides. This property is only applicable if you are on Associate App v1.50.0 or v1.51.0. See Configuring price overrides for items (v1.50.0 and v1.51.0) as an example.
If a manual discount has already been added to the item, you must remove it before you apply a price override. Similarly, you cannot apply a manual discount when a price override is applied to the item.
To apply a price override on an item:
Tap the item >
Price override
.(Optional) You can also tap
More
in the cart screen and tapApply Price Override
and select the item you want to apply the price override to.Select a predefined reason code for the price override. This is reflected in Omnichannel Manager as the reason for the price override. If no reason codes are specified for a given catalog, the Associate App will display a free text field to enter a custom reason for the discount.
Specify the new price for the item and tap
Apply
.The price override is now complete.
The cart screen displays the new price of the item, applied as a discount on the item.
ImportantThe price override does not change the actual price of the item in the catalog. If you add the same item again to the cart, you must apply a price override again for the second item.
To remove the price override, tap the item and tap
Remove discount
.
Adding loyalty reward coupons for a customer
(Optional) To add applicable loyalty reward coupons for the customer:
Ensure that you have assigned the cart to the customer.
Tap
More
and selectRedeem Loyalty Rewards
.Select the discount coupon(s) you want to apply to the order.
noteBased on how they are configured for your business, any manual discounts and automatic promotions already applied to the order may also appear in this list as pre-selected options.
Tap
Apply Coupon(s)
.
(Optional) Adding lottery codes
If your store is in a country that accepts lottery codes from customers, such as in Italy, you can add it to the cart through the app.
A lottery code can be captured for all orders, but the lottery code is only transmitted to the tax authorities for orders that have been paid for via electronic payment options.
In the app, add items to a cart.
Tap
More
and selectReceipt lottery code
.Enter the customer's lottery code.
ImportantIn Italy, the lottery code is case sensitive and must be 8 characters long, consisting of letters and numbers.
Adding delivery options
Add delivery options and details only after you have added discounts and redeemed coupons for the order. Delivery options added to a cart are not saved when you save the cart. Ensure that you add delivery options again when you restore a saved cart. Also see Saving and restoring carts .
If at least one item in the shopping cart has been selected to be shipped,
you can add the delivery options by selecting the cart
icon to begin the checkout process.
All items in a cart will be shipped to a single address/ location. There is no ability to have different shipping addresses on an item-by-item basis. If items need to be shipped to different addresses and locations, you should create separate transactions for each delivery location.
To add delivery for an order:
If you have selected at least one item to be shipped:
Tap the
cart
icon.Tap
Add delivery
and enter the delivery address. If you have added a customer to the cart, tap the shipping address to use and tapContinue
.If you have not assigned a customer to the cart, create the customer profile, assign the customer to the cart, and begin the checkout process again as specified in Step 1.
Select a shipping option according to the customer's choice.
Retailers can choose to have endless aisle items shipped to a customer’s address specified in their customer profile (such as home, work, or other addresses), or the customer can choose to have their items shipped to a specific store.
- For
customer address
, all addresses defined as part of the customer’s profile will be displayed, and can you can select one to ship the items. - For
store location
, all store locations configured for your business will be displayed, with the default shipping destination specified as the current store where the order was created (displayed at the top of the list). Additional store locations are sorted based on geographic proximity to the current store location.
- For
Tap
Add delivery to cart
.
Once you have added a delivery, any new items added to the cart for shipment invalidate the current delivery. When the cart is modified after delivery options have been chosen, the user will receive a prompt to reapply the delivery options. This includes when a delivery address has changed after delivery options have initially been selected.
Adding notes to an order
If needed, you can add notes to an order or specific items in an order, to provide other associates with more context during fulfillment or order management in NewStore Omnichannel Manager.
Order and item notes that you add via NewStore Associate App are also available in NewStore Omnichannel Manager. See Monitoring orders .
To add an order note, at least one item must be already added to the cart.
To add notes to an order, select the specific order and:
Tap
More
.Tap
Add Order Note
and type the note for the order.Tap
Save
.The note is saved to the order in NewStore Associate App.
Adding notes to an item in an order
To add notes to an item within an order:
In the cart, tap the item that you want to add a note to.
Tap
Add Item Note
and type the note for the item.Tap
Save
.The note is saved to the order in NewStore Associate App.
Adding tax exemption to an order
Tax exemption can be added to the order during checkout.
Tax exemption is not allowed in certain countries due to local fiscal regulations. In such countries, tax exemption cannot be set up via Associate App.
Add tax exemption to an order
If you are using the new tax exemption functionality in Associate App, see Configuring tax exemption information for an order .
(Optional) To add tax exemption to an order:
- Tap
Taxes
. - Tap
Tax Exemption
to make the order exempt from taxes. No tax is charged to the customer for this order. - Tap
Close
. The value inTaxes
must display0.00
.
Configuring tax exemption information for an order
This feature is only available when the new tax exemption functionality is enabled. For more information, see Enabling tax exemption in the app .
(Optional) To configure tax exemption information for an order:
Tap
Taxes
.The breakdown of taxes for the order, and for each item is displayed in the screen. The breakdown of tax details can be shared with customers if they need to know more about what taxes were levied for their orders.
Tap
Tax Exemption
.Fill in the tax exemption information of the customer. The tax exemption information can be retrieved from the tax exemption certificate or document provided by the customer.
Tax exemption number
- Tax exemption number according to the tax exemption certificate/document provided by the customer.Tax exemption class
- Classification of the tax exemption certificate/document.
noteThe
tax exemption class
field and its options are rendered based on the tax exemption class mapping configuration of the tax provider.For more information, see Configuring tax calculation settings and also the Tax calculation API.
Tap
Save
.Tax exemption is configured for the order in NewStore Associate App, and the value in
Taxes
will display the tax amount that is applicable to the order that is calculated by the tax provider along with aTax exemption applied
message.
Displaying tax breakdown for an order
From Associate App v1.43.0 to v1.44.0, this feature is only available when the new tax exemption functionality is enabled. For more information, see Enabling tax exemption in the app .
Tax breakdown view in the cart helps the associates to explain the tax details when inquired by the shopper during checkout.
(Optional) To display tax breakdown for an order:
- Tap
Taxes
. - The breakdown of taxes for the order, and for each item is displayed in the screen. The breakdown of tax details can be shared with customers if they need to know more about what taxes were levied for their orders.
- Scroll down to see the tax breakdowns per each item
(Optional) Assigning an item to an associate
If enabled for your business, you can assign an associate to an item in the order so that the sale for that item is attributed to the assigned associate.
To enable this feature, see Using sales attribution for items .
To assign an item to an associate for sales attribution:
Tap the item in the cart.
Tap
Assign associate
and from the list that appears, select the associate that you want to attribute the sale of the item to.noteThe list of associates displayed is based on the store that you are logged into during checkout. This list displays all associates who are assigned to the store and
Enabled
inUsers
in Omnichannel Manager. Associates that areDisabled
in Omnichannel Manager are not displayed in the list. By default, no associate is assigned to items in the order.Note that the list also displays associates who are not logged into the store, but
Enabled
in Omnichannel Manager . Currently there is no way to prevent associates who are not logged into the store to be excluded from this list.The item in the cart screen also displays the name of the assigned associate under the item.
To update the associate assignment, tap
Edit assigned associate
and reassign the item to another associate in the store.Continue with the rest of the checkout process.
Repeat the above steps for all the items in the order that need to be attributed to associates. If no assignment is made for any item in the order, the field is left blank in order export and other data reports. In such cases, the business assumes that the associate checking out the order performed the sale.
Proceeding to pay
To check out, tap
>Pay
.For a seamless checkout experience, we recommend that you know the approval rules configured for your business in NewStore. If your order needs approval, find an approver while you continue with the checkout process.
A summary screen appears. All the items in the shopping cart are
displayed, indicating the items that are discounted. To remove a
discount, tap Discounts
.
Taxes
displays the tax amount that is applicable to the order.
- In countries with tax inclusive pricing, an additional
Included in total price
message is displayed. - When tax exemption is available and applied, an additional
Tax exemption applied
message is displayed.
Ensure that all details are complete and proceed to collect payment.
Choosing a payment option
Based on the rules configured for your business in NewStore, certain orders may require approval on NewStore Associate App before the purchase can be completed.
If your order needs approval, a QR code is displayed when you choose the payment option. An approver must scan the QR code before you can proceed with the checkout. See Managing order approvals .
To set up payment options for the retailer, see Configuring payment options .
Choose the payment option requested by the customer. Customers may choose to pay for their items using one of the following supported payment options, or they may choose to split the total amount due for their purchase across multiple payment options. For the best practices in using split payments for a transaction - see the section: Applying split payments - best practices
NewStore supports the following payment options:
Gift Card
: To accept payment via a physical or virtual gift card. You can enter the card number manually if the payment service provider supports it. If the balance on the gift card is insufficient, you can accept the remaining amount via another gift card, credit card or cash payment.Technical configurationThe following section involves working with technical configurations and APIs. Contact your IT support team for more information.If enabled for your business, checkout can only be completed when you enter a PIN for the gift card. See Configuring a PIN for gift cards .
Credit Card Reader
: To accept a credit card payment using a credit card reader (or POS device).Manual Credit Card Adyen
: To accept a credit card payment via an Adyen payment device by manually entering the credit card details.Tap to Pay on iPhone
: To accept contactless payments via an iPhone.If this is the first time you are accepting
Tap to Pay on iPhone
payments, see the guide on Preparing iPhones to use Tap to Pay .ImportantSee the NewStore hardware and software requirements to validate the iPhone version, iOS version, and minimum NewStore Associate App version requirements.
Cash
: To accept a cash payment, enter the amount paid by the customer and tapAccept
. The system will show the amount of change the customer should receive.noteIf you have integrated with a cash drawer, scan the cash drawer to open it. The cash transaction is automatically logged.
If you are operating in a country where cash rounding is a compliance requirement, and this feature is enabled for your store, the app will automatically round off the total order amount.
See Setting up cash rounding .
Customer Phone
: To use the customer's phone and their electronic wallet to process the payment. Payments processed via the customer's phone will havepayment origin
asNewStore Checkout
. Using NewStore Checkout allows you to charge the customer without relying on a credit card reader. Ensure the customer is fully aware of the content of the cart before initiating the payment process.ImportantFor direct card payments or 3-D Secure via NewStore Checkout, contact Adyen for instructions on configuring 3D Secure for Pay by Link.
This payment option requires the following:
- The customer uses a phone or a device that supports a digital wallet.
- The customer has an available and valid electronic wallet configured: Apple Pay, Google Pay, PayPal, or other digital wallet payment methods supported by Adyen for Pay by Link.
- The customer can also pay with a credit card if this payment option is configured within Adyen Pay by Link.
- The customer's phone internet access is good enough to complete the payment process.
This payment option generates a QR code in the NewStore Associate App, which the customer has to scan using the Camera app. When the customer scans the QR code, they are prompted to open a NewStore page in a browser. When they open this link, they can choose one of the payment options available to continue payment. While the customer is on the payment page completing the payment, the app stays on the page displaying the QR code until the payment is complete.
ImportantIf the content of the cart changes while using the
Customer Phone
payment method and you are using the QR code or theSend Checkout Link
option, then you must send a new link. Alternatively, have the customer re-scan the QR code to invalidate the original payment link and pickup the corresponding changes in the cart value.After the customer completes the payment and receives a message confirming payment completion, the app is automatically updated and displays a summary of the completed transaction. See Completing the purchase .
noteIf no customer is assigned to the cart, the customer's email address and name associated with the electronic wallet or credit card are used to automatically assign the transaction to the customer profile with that email for a returning customer. A new customer profile is created if none exists yet for that email address.
External Payment
(payment method): If enabled for your business, use this method to record payments via an external payment provider that is not integrated into NewStore. Retailers can define multiple external payment methods, which associates can select to denote the various non-integrated payment options in use.Supported fromThis feature is supported from Associate App v1.51.0 and later.When processing payments using the
External Payment
(payment method) option, follow the steps below:- Select the type of external payment. Users should select the correct external payment method that matches their payment system.
- Enter the amount user wants to process using this external payment method (default behavior presents total amount due).
- Tap
Proceed
. - Confirm the user has paid and they have processed the payment using the external payment system and then tap
Confirm and Checkout
. Ensure that the payment has been processed successfully before you tapConfirm and Checkout
. NewStore does not offer any visibility into external payments or refunds for later reconciliation. - Complete the checkout process.
noteAssociates can skip selecting an
External Payment
method if it does not match the payment form preferred by the user. They can also dismiss the "Payment Methods" view and complete the checkout and payment process. NewStore will record the payment for this transaction asExternal Payment
within the associate app. Within the NewStore Omnichannel Manager, event stream, and APIs, the payment method used for this transaction will be shown asnon_integrated
.
Applying split payments - best practices
Customers may choose to pay the total amount due for a transaction by using multiple payment options from those supported on the NewStore platform. When processing multiple payment options for a transaction, store associates should follow these best practices:
- Process cash payments first, then credit cards (including Tap to Pay on iPhone), and then gift cards.
- Ensure the customer has all necessary payment options available, as each option will go through a completion process, and once a payment is successful, it cannot be reversed.
- Once the first payment is fully processed and the total amount due is reduced, that payment is considered complete.
- If a customer decides not to complete a transaction, the payment cannot be reversed or canceled mid-transaction. Instead, the store associate should complete the transaction. The recommendation is to process the final payment due as cash, and then immediately process a return and refund. This will ensure the cash payment used to complete the transaction, and the initial payment(s) processed are fully refunded.
- When processing the first payment in a split payment transaction, the store associate should enter the specific amount and then select
Accept
to process it. If the processed amount is less than the total due, the associate will be prompted to add the next payment option. SelectingNext
confirms that the initial payment is completed and deducted from the total amount due. - If the store associate attempts to close the next payment screen by selecting “x”, a message will appear, alerting them that payment(s) has been processed and, they must complete the transaction and then process a return and refund to reverse the payment.
Managing order approvals
Based on the rules configured for your business in NewStore, certain kinds of orders may require approval. For example, if you apply a discount to the order, if the order is paid for in cash, or if you had to enter the credit card details manually.
For a seamless checkout experience, we recommend that you know the approval rules configured for your business in NewStore.
If you are using NewStore Associate App v1.2.0 or earlier versions, any associate assigned to the same store can approve an order.
If you are using NewStore Associate App v1.3.0 or later, only store managers or certain associates with the relevant permissions can approve the order.
For coupons or promotions applied automatically to orders in the app, manager approval rules do not apply.
To assign the required permissions for approving orders to store associates, see Permissions for NewStore Associate App . For more information on approval rules configured for your business, see Configuring manager approval rules .
Getting approvals for orders
No notifications are sent to other associates or your manager alerting them that you need approval for an order. Ensure that you know which associates can approve orders in the store, for faster checkouts.
To get your order approved, ask the approver to scan the QR code that is displayed on your app. When they approve the order on their app, you can continue with the workflow and complete the purchase.
Only associates assigned to the same store, and with the required permissions, can approve your order. For more information, see Permissions for NewStore Associate App .
Approving orders
To approve an order:
Scan the QR code displayed on the app of the associate processing the order. The reasons for order approval are displayed.
Tap
Approve
. Your name and email are recorded in the approver details when orders are exported in NewStore Omnichannel Manager. See theApprover Name
andApprover Email
fields in CSV columns in the order export .If you tap
Cancel
, the associate cannot proceed with the purchase.
Completing the purchase
When the payment transaction is complete you can either print the receipt or email the receipt to the customer.
(Optional) If enabled for your business, you can print gift receipts for the customer, if a gift is part of the order. See Printing gift receipts .
To send the sales receipt to the customer's email address, tap
Email Receipt
. Enter an email address. If the customer doesn't have a
profile in NewStore, a new customer profile is created using the email
address you entered. If the customer already has a profile, the receipt
is sent to the email address you added. No new profile is created using
this email address.
Additionally, if a customer has a prior purchase and they have misplaced or lost their original sales receipt, the store associate can resend the original sales receipt to the email address that was used for the original purchase. Associates can resend the sales receipt within the customer profile by selecting the Activity tab and then finding the specific order for which the customer would like the sales receipt.
If the email address provided as part of the original purchase was incorrect, the option to send the sales receipt to email will use the same email address that was used on the original purchase. It is recommended to resend receipts to the customer using NewStore Omnichannel Manager instead of the Associate App.
To print the receipt for the customer, tap Print Receipt
.
If you have only one printing station in the store, the printing job
starts immediately when you tap Print Receipt
. If you have more than
one printing station, a countdown appears. The printing job starts when
the countdown reaches 0
. To print immediately, tap the countdown
itself.
Use this countdown to change the printing station, if needed.
Selecting a new printing station does not change the default printing station. See Setting your default printing station .
Tap Done
to finish the checkout process. The purchase is complete and
is displayed in NewStore Omnichannel Manager. For more information, see Omnichannel Manager .
(Optional) Printing fiscal receipts
To print receipts to comply with hardware fiscalization requirements in your store, such as for stores operating in Italy or Poland:
Add a fiscal printer to your store. See (Optional) Setting up a fiscal printer .
After the payment transaction is complete for the order, tap
Submit Order
.NewStore Associate App automatically prints a receipt using the
fiscal printer
in the store.
Because Associate App communicates with the fiscal printer during the order placement process to print a fiscal receipt, ensure that it remains in the foreground and that the iPhone stays unlocked.
Ensure that a Z-Daily Report
has been generated and printed via
NewStore Associate App at the end of each applicable period for the store.
Otherwise, printing sales receipts via a fiscal printer will fail the
next day. To view the supported time period for each type of fiscal report
in the app, see (Optional) Printing fiscal reports .
(Optional) Printing fiscal reports
If your business operates in a country where hardware fiscalization regulations apply, such as in Italy or Poland, you must print fiscal reports at a specified frequency. For example, at the end of each day.
To print documents to comply with fiscalization requirements in your store:
Add a fiscal printer to your store. see (Optional) Setting up a fiscal printer .
Tap
>Fiscal Reports
.Print one of these fiscal reports for the store:
X-Daily Report
: AnX-Daily Report
, or a flash summary report includes all transactions done in the time period from when the lastZ-Daily Report
was generated until the time theX-Daily Report
was invoked.To print the report, tap
X-Report
>Daily Report
>Print
.Z-Daily Report
: AZ-Daily Report
is generated at the end of each business day at the store, and includes a detailed log of all transactions done in the store for the day.To print the report, tap
Z-Report
>Daily Report
>Print
.Z-Monthly Report
: AZ-Monthly Report
is generated at the end of each month at the store, and includes a detailed log of all transactions done in the store for the month.To print the report, tap
Z-Report
>Monthly Report
>Print
.
(Optional) Resolving fiscalization errors
If you are operating in a store in Sweden, fiscal regulations
in the
country require the store to meet certain requirements. One of these is
to log transactions made in the store via a control unit.
If the control unit is unavailable or does not work, an error message with the following text is displayed when you try to submit the order after payment is complete:
Order placement failed due to fiscalization error. Retry or contact support for assistance.
You can try to submit the order again by tapping Submit Order
. If the
order fails again, contact the support team.
Any orders that cannot be placed due to errors with the control unit or other fiscalization errors are logged in the fiscal reports as voided transactions. See Viewing fiscal reports .
When fiscalization errors occur, it is possible that the payment or refund may have been processed, even if the order or return was not placed. Ensure that any necessary corrections are made to avoid discrepancies later.
Accessing your last checked out cart
To access the last order you processed on a specific device, tap
and tapLast Checkout
. Only the
last checked out cart processed by your user account on this device is
displayed to you. Your last order won't be displayed to other associates
when they log on to this device with their credentials.- To print the sales receipt for the customer, tap
Documents & Receipts
and tapPrint
. - To update the customer's details immediately after the sale, tap the customer name. You can update the first name, last name, phone, email, and address information for the customer. Changing the shipping address after the sale will not change the delivery address for the order. You can only change the address for the order in NewStore Omnichannel Manager. See Editing shipping information in the grace period .
You can access only the last sale that you made, via
Last Checkout
. If your last cart was a return, tap
Activity
to reprint
the sales receipt or return receipt.Returning items
You can process 2 types of returns in NewStore Associate App:
- Standard return: the customer's order can be found.
- Blind return: the customer's order cannot be found.
To configure returns for your business in NewStore Associate App, see Configuring returns in NewStore Associate App .
Returning an item
- Tap to open the customer list and open the customer's profile.
- Tap
Activity
. You can see the list of purchases for the customer. - Tap the purchase that contains the item to be returned.
- Tap
Return
in the top right corner. - Tap the item to return.
- Select a return reason.
- Select the item condition.
- Repeat the last 2 steps for each item to return.
- Check the return details and tap
Apply Amount to Cart
.
A new shopping cart is created, containing the item(s) to be returned.
Notice the credit added to the cart. It represents the total value of the items to return. This may also implicitly include the shipping costs to be refunded to the customer.
If all of the items from an order are returned, the shipping cost for the order is refunded to the customer. The refunded amount for shipping costs is available in the return receipt of the order.
Once the shopping cart is ready with the items that will be returned to the customer for a refund, proceed to Choosing a refund option .
Choosing a refund option
To set up refund options for the retailer, see Configuring refund options .
Tap
Refund
.Select a refund option from the following options:
New Gift card
: Issues a new gift card for the refund amount. This option may not be available if your store's policies don't allow refunds to gift cards.Enter the following details if required by your business and tap
Add Gift Card
:Gift Card Number
PIN
for the gift card- The customer's email address
New Electronic Gift card
: Issues an electronic gift card for the refund amount, which is sent to the customer's email address.Present Card for Refund
: Allows you to swipe the credit/debit card that should receive the refund.noteCurrently, you cannot enter a credit/debit card number manually to receive the refund.
Original Payment Method
: Refunds to the original payment method that was used to pay for the item via an external order management system.For orders that were paid for via external payment options such as
WeChatPay
orAliPay
, this option is disabled by default. Use theExternal Payment Method
to refund the amount instead.ImportantThis refund method only works if the order number for the returned item, from the external order management system, was entered during the return process.
- If the customer used several credit cards to pay, each credit card is refunded for the amount that was deducted from it.
- Certain debit cards cannot be refunded without swiping them
again. In this case, use the
Present Card for Refund
option.
External Payment
(refund method): If enabled for your business, use this method to record refunds via an external payment provider that is not integrated into NewStore. Retailers can define several external payment methods that associates can select to represent the various non-integrated payments in use.Store associates can see the specific payment methods used in the original order when viewing the customer order within the Associate App. Retailers may want to display the same granularity for the refund options when using external payment systems as they have for the initial payments. See Configuring Refund Options for specifics.
noteRetailers should consider it a best practice to have the same external refund options as they do for the payment options. This will ensure a match between payment options and refund options and also help in reconciliation.
Associates can skip selecting an
External Payment
refund method if it does not match the external refund requested by the shopper. They can also dismiss the "Refund Methods" view and complete the return and refund process. NewStore will record the refund for this transaction asExternal Payment
within the associate app. Within the NewStore Omnichannel Manager, event stream, and APIs, the payment method used for this transaction will be shown asnon_integrated
.
You can print the return receipt or tap Email Receipt
, to email it to
the customer. The return process is complete.
To reprint the sales receipt or return receipt for the customer, tap
and choose the customer. TapActivity
and select the purchase you want to reprint the receipt
for. Tap Documents & Receipts
and tap Print
.Performing a blind return
This type of return is referred to as blind return
.
Tap
to open the customer list and open the customer's profile.noteIf the customer does not have a profile, create one .
Tap
Activity
. You can see the list of purchases for the customer. Confirm that no order corresponds to the item to be returned.Tap
Can't find the order for a return?
.Tap
Search Product
to open the catalog.Browse or use the search to find the item that the customer wants to return and tap
Add for Return
.Select a return reason.
Select the item condition.
(Optional) In the pop-window that appears, from the customer's receipt, enter the original order number for the order that the returned item belongs to.
ImportantIf an external order management system is used to manage orders in your store instead of NewStore, ensure that you add the original order number at this step. This helps NewStore to reconcile the order number for the returned item with the external order management system.
Repeat the last 5 steps for each item to return. The cart is updated with each item you add.
When all the items to return have been added, tap
Apply amount to the cart
to proceed.noteNotice the credit added to the cart. It represents the total value of the items to return. This may also implicitly include the shipping costs to be refunded to the customer.
If all of the items from an order are returned, the shipping cost for the order is refunded to the customer. The refunded amount for shipping costs is available in the return receipt of the order.
You can also add new items to the cart to perform an exchange .
Once the shopping cart is ready with the items that will be returned to the customer for a refund, proceed to Choosing a refund option for a blind return .
Choosing a refund option for a blind return
Tap
Refund
.Select a refund option from the following options:
New Gift card
: Issues a new gift card for the refund amount. This option may not be available if your store's policies don't allow refunds to gift cards.Enter the following details if required by your business and tap
Add Gift Card
:Gift Card Number
PIN
for the gift card- the customer's email address
New Electronic Gift card
: Issues an electronic gift card for the refund amount, which is sent to the customer's email address.Present Card for Refund
: Allows you to swipe the credit/debit card that should receive the refund.noteCurrently, you cannot enter a credit/debit card number manually to receive the refund.
Original Payment Method
: Refunds to the original payment method that was used to pay for the item via an external order management system.For orders that were paid for via external payment options such as
WeChatPay
orAliPay
, this option is disabled by default. Use theExternal Payment Method
to refund the amount instead.ImportantThis refund method only works if the order number for the returned item, from the external order management system, was entered during the return process.
- If the customer used several credit cards to pay, each credit card is refunded for the amount that was deducted from it.
- Certain debit cards cannot be refunded without swiping them
again. In this case, use the
Present Card for Refund
option.
External Payment
: If enabled for your business, allows you to refund the amount to the customer via an external payment provider that is not integrated into NewStore. Use this method to refund orders via options such asAliPay
,WeChatPay
, and others.Ensure that the refund has been processed externally before you tap
Confirm
to complete the refund process. NewStore does not offer any visibility into external payments or refunds for later reconciliation.
You can print the return receipt or tap Email Receipt
, to email it to
the customer. The return process is complete.
To reprint the sales receipt or return receipt for the customer, tap
and choose the customer. TapActivity
and select the purchase you want to reprint the receipt
for. Tap Documents & Receipts
and tap Print
.Exchanging items
A customer can exchange a purchased item for another item.
To exchange an item in NewStore Associate App, create a return and add one or more new items to the shopping cart:
- Tap to open the customer list and open the customer's profile.
- Tap
Activity
. You can see the list of purchases for the customer. - Tap the purchase that contains the item to be returned.
- Tap
Return
in the top right corner. - Tap the item to return.
- Select a return reason.
- Select the item condition.
- Repeat the last 2 steps for each item to return.
- Check the return details and tap
Apply Amount to Cart
.
A new shopping cart is created, containing the item(s) to be returned.
Notice the credit added to the cart. It represents the total value of the items to return. This may also implicitly include the shipping costs to be refunded to the customer.
If all of the items from an order are returned, the shipping cost for the order is refunded to the customer. The refunded amount for shipping costs is available in the return receipt of the order.
- Add one or more new items with one of the following methods:
- Tap and tap the item to
add, then tap
Add to Cart
. - Tap and scan the barcode of the item.
- Tap and tap the item to
add, then tap
- Tap to open the shopping cart.
Based on what amount the new item costs, the main action button to
continue with the exchange can be:
Exchange
: Exchanging an item for another item of the same price.Pay
: Exchanging an item for a more expensive item. Charge the customer the difference amount.Refund
: Exchanging an item for a cheaper item. Issue a refund to the customer.
- Tap the main action button to continue with the exchange:
Exchange
. Then tapSubmit order
to complete the transaction.Pay
. See Checking out a shopping cart for more information.Refund
. See Returning items for more information.
Cashing out a gift card
If enabled for your business, you can offer gift card cash-outs to customers, and can also check the available balance on a gift card.
To check the balance on a gift card and to offer a cash-out to the customer against it:
Tap
and scan the barcode of the gift card.(Optional) You can also enter the gift card number or SKU in the app.
If the gift card is valid, the
Gift Card Details
screen appears with the following information:Status
: DisplaysActive
orInactive
based on the validity of the gift card.Balance
: Displays the balance remaining on the gift card.Gift Card Number
: Displays the gift card ID number or SKU.
To offer a cash-out for the customer, tap
Cashout Gift Card
.In the
Confirm Gift Card Cashout
screen that appears, the amount available for offering a cash-out is displayed.To go back to the scanner or the manual entry screen in the app, tap
Close
.Tap
Process Cashout
and enter the PIN required to redeem the cash-out for the gift card.If the store uses an integrated cash drawer , the app opens the cash drawer to allow you to offer the necessary cash to the customer. For a non-integrated cash drawer, you must manually open the drawer and remove the necessary cash for the customer.
ImportantIf PIN validation for gift cards is not enabled for your business, the app reduces the money in the integrated cash drawer by the specified cash-out amount when you tap
Process Cashout
.If PIN validation for gift cards is enabled for your business, the app reduces the money in the integrated cash drawer by the specified cash-out amount only when you tap
Process Cashout
and enter a valid PIN.If there is not enough cash in the drawer, you need to resolve this within your audit or business process. NewStore does not take this into account, and the app considers the gift card cash-out transaction to be successful when you tap
Process Checkout
.
If the entered PIN is valid, a confirmation screen appears with a
Gift Card Cashout Successful
confirmation message displayed.noteIf the PIN entered is not valid or wrong, this error message is displayed:
Gift Card Cashout Unsuccessful - do not remove cash from the drawer. Please try again, or contact support.
Tap
Okay
to restart the cash-out process or tapRetry PIN
to retry entering the PIN for the gift card.Tap
Done
.
Testing app features
Associates can test new or upcoming features of NewStore Associate App by switching to test mode in the app. When you switch to test mode, the app switches from a live environment to the staging environment configured for your business. Changes made in test mode do not have any impact on actual sales or live orders in the store.
To enable this feature, talk to your store manager or the IT support team, or see Enabling switching to test mode .
Every time you switch to test mode, all locally stored data in the app such as the list of users, saved carts, and IP addresses for Zebra label printers, are removed.
To use this feature, ensure that:
- You have the required permissions in NewStore Omnichannel Manager.
- You have the credentials to use the app in test mode. For more information, contact your store manager or the support team.
- Your business has provided you with access credentials for the Adyen test environment, for you to keep using Adyen payment devices in test mode. For more information, contact your store manager or Adyen support.
To switch to test mode in the app:
Log into <logging-in>
the app.Tap the navigation drawer menu, and tap
Switch to test mode
>Switch
.Once the app restarts, log in again with your assigned credentials for test mode to complete the switch.
noteThe pin set up when logging in for the first time expires every time you switch modes in NewStore Associate App.
A banner at the top notifies you that NewStore Associate App is being used in test mode.
To leave test mode and return to the live version of NewStore Associate App, in the top banner, tap
and tapLeave
.Erasing local app data
Erasing local app data signs you out of the app and removes the app cache. This removes the local storage that includes user history login and PIN, items in carts, saved carts, and the default printer selected for the device.
Erasing local app data does not remove offline orders.
To erase local app data, tap on the drawer menu
> Settings
> Erase local app data
.
You do not need to perform this action regularly as it removes ALL app cache and local data stored in the app. NewStore recommends this action only under proper guidance.
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