BEST POS - Offline sales and synchronization

Offline Sales and Synchronization in BEST POS

Summary

This guide explains how to use BEST POS in offline mode during network/server outages and how to reconcile and synchronize sales once connectivity is restored. It covers readiness, offline limitations (inventory, pricing, card tenders), data upload, conflict handling, and reporting.

Step-by-step Instructions

1) Prepare the register for offline

  • Ensure the local cache (items, prices, taxes, frequent customers) is up to date at opening.
  • Enable Allow offline sales in BackOffice if your policy allows it.
  • Set limits (max amount, number of sales) and allowed tenders while offline (e.g., cash, deferred card).

2) Enter offline mode

  1. When the connection drops, BEST POS switches to Offline (visual indicator) or via Force offline if provided.
  2. Confirm allowed tenders: card is not recommended unless your integration supports secure auth storage or deferred mode.
  3. Continue selling; documents are queued locally with timestamps.

3) Offline limits and rules

  • Inventory: no central decrement; risk of oversell across multiple registers.
  • Prices/Promos: based on cached data; avoid price list changes during the incident.
  • Customers: creation is limited; prefer walk-in sales when the record is not cached.
  • Card payments: if allowed, use a deferred mode with documentation; otherwise prefer cash.

4) Go back online and start synchronization

  1. When the network returns, BEST POS shows Online.
  2. Open Synchronization and click Upload offline sales.
  3. Monitor the progress bar; final invoice numbers are assigned server-side.
  4. Verify reports (sales, taxes) to confirm full ingestion.

5) Handle conflicts and errors

  • Insufficient inventory: the sale is flagged as a variance; manager must reallocate stock or amend the invoice.
  • Outdated price: BEST POS retains the offline price; a note is added for audit.
  • Deferred card: capture/validate authorizations if your integration requires, or convert to a later settlement.

6) Close and compliance

  • Reconcile cash collected while offline during end-of-day.
  • Archive offline logs (timestamp, cashier, station) for traceability.
  • Schedule a network health check and preventive actions (cabling, Wi-Fi, router) after the incident.

Fixes and FAQs

  • Sync fails: verify firewall, DNS, proxy; retry Upload and review the log.
  • Pending sales: some require manual validation (stock, price, customer).
  • Duplicates: BEST POS deduplicates via UUID; if a duplicate appears, void the newest copy.
  • Card terminal unavailable: finalize in cash or defer the payment; add an internal note.

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