Using a Point of Sales System
POS is the acronym for Point of Sales and the Prince William Art Society currently uses a Square System when we are managing our art show sales. What is important is that every artist member of PWAS know how to make a sale, how to manage the sales desk and how to fill in an invoice so that there is no mistake on who's art sells, what they sell, and accurately enters the price, so that we know who gets the check after the show.
There is a learning curve, but wouldn't you rather sell your artwork to someone that loves it when you're at an art show than take all those paintings home again?
There is nothing to be fearful of with the POS System. It is simply a basic process of:
- Identify the ARTIST owner of the ARTWORK that a BUYER wants to purchase, from the LABEL on the art. (Remember, labels are on the front and the back of an artwork.) See Display.
- Enter the PRICE of the ARTWORK.
- The POS System adds the Virginia Sales Tax.
- Ask the BUYER how they want to make a payment.
- Process the Credit Card or Cash payment.
Basically that is the process but let's go further into the all of the minute details you will need to know. As an art group, we all need to be able to handle a sale - and don't leave it up to just one person at a show to ever be sitting at the sales desk by themselves - Jump in and help! Every member should be watching that cash box too.
POS System Equipment
Whether in an art group, a solo artist or if you are in a gallery using Square here are the basics on using this POS System so that you know how the process works.
Square Terminal
The functionality of the Terminal reader is that it accepts EMV chip cards by inserting them into one end of the Terminal or contactless payments like Apple or Google Pay by tapping the card near or on the reader.
The Terminal will connect wirelessly via Bluetooth LE to your iOS or Android mobile device or tablet.
The Terminal will accept payments in offline mode for up to 24 hours in case of internet outage. The important thing here is that as soon as the art show is over, the Show Coordinator MUST connect to the internet ASAP to complete the transactions made that same day.
This Terminal is nice to use because it prints out a receipt that can be stapled to the invoice/receipt which should be stored in the PWAS Cash box. (A second copy could be printed out for the Buyer if needed.)
Square Reader - Square Tap
The Square Readers usually have a "Tap to Pay" feature which allows the PWAS Square Reader to accept contactless payment. When processing the payment of the artwork, if the Buyer asks about Google Play, Apple Pay, Samsung Pay Tap, the NFC which stands for Near Field Communication, the Buyer should be able to make the payment with their card by tapping the device reader to complete the transaction.
Square Card Reader for iPhone
These smaller readers will connect to your mobile device. The reader has a magstripe for credit card payments. Note that different models of mobile phones may need a different type of plug-in.
You would need to have the Square app installed on the phone, and the process would be much the same as on the Terminal except that you swipe the credit card through the small attachment.
PWAS iPhone
The art group has a PWAS iPhone with the Square App set up on it. The process is the same for making a sale as stated above and in detail below.
Your Personal iPhone Hotspot
Personal Hotspot is a great way to help with your POS System when your art show internet wifi is difficult to connect to or is nonexistent. The internet is nice to have while at an art show or art festival, yet sometimes there are issues with connectivity, and that is when your own mobile device can be used to "feed" (or boosts) the PWAS terminal or iPhone a better way to process those payments.
In other words, by using YOUR phone, you can help boost the power to the PWAS Square POS system when the wifi is sketchy as we have seen at some distant shows or situations. I might also suggest for the PWAS Member to also have a Power Bank for your own phone (or charging cord).
To understand how to setup, please see these videos.
Let's look at another video on Personal Hotspot just-in-case
Other Equipment
The cords for plugging and charging all the devices should be traveling with any of the PWAS Square equipment that need them.
Power Bank - a portable, battery-based device that can be used to charge up smartphones, tablets and laptops when other power sources aren't available.
PWAS Treasurer Before the Show
Ensure all of the member artists (including the most recent new members) are added to the Square, well ahead of the scheduled art show.
- Ensure there is plenty of change in the Cash Drawer for each show.
- Be sure that ALL of the POS equipment, cash box, charging cords, etc are accounted for. An inventory check list is probably a good idea to include in the POS bags/storage bin.
- Ensure that machines and software updates are maintained well in advance.
- Cash Drawer and Change (Counted and Verified - beginning of show and end of show)
- Plenty of Receipt/Invoice books (3-page books) or Square Terminal paper rolls are included in inventory.
- Pens, calculator, red dots, etc.
- Square instruction book is included with the POS storage bin/bag.
Ensure that the upcoming Show Coordinator receives all of the equipment and supplies prior to show in a timely manner.
Art Show Coordinator
The PWAS Art Show Coordinator will need to ask the Treasurer well in advance of the show to provide the POS equipment and supplies and become thoroughly comfortable with the sales process and usage of the equipment.
- Receive the updated, charged, and stocked POS System and cash box and other equipment from the Treasurer.
- Understand how to use the sales systems and be ready to help show other members how to make a sale.
- Ensure the equipment is fully charged before the show. Know if there is a power source or a portable charging system that will be needed.
- Verify that any and all PWAS members that are attending the show have been added to the POS Terminal.
- Count the cash and record the amount.
- Don't be too quick to take down sales table at end of show - we've had numerous last minute sales at so very many art shows!
- End of show, count the cash and record the amount before returning to the Treasurer.
How PWAS Members Manage the Art Show Sales Process
Every PWAS Member should learn how to make a sale. Period. Learn via this blog post, learn by watching while at the show, learn by sitting at the sales desk at an art show and just do it.
When the art group has a sales table, 2 people should always manage the sales, for some very good reasons listed here.
We're all artists and we may get pulled away from the sales table because someone is showing interest in our own art. So someone else needs to step up!
PWAS Person 1 Will Handle the Actual Sale on the Reader.
Person 1 is the PWAS Member managing the Square machine sale itself. It is important that ONE person concentrates on the sale itself especially as most of us aren't necessarily using a POS system very often and we can completely focus on properly recording the sale accurately. So, Person 1 is the Sales Person.
Occasionally, the internet or the Personal Hotspot drops and Person 1 will need to reconnect, find the password, or the Buyer will suddenly purchase more than one item that will need to be added to the sale.
- Realize that in the meantime, the Buyer is waiting...
- Not to get anyone nervous, but this is why the second person becomes imperative as they manage the other parts of the sales process while Person 1 concentrates on the sale.
- Take your time, don't rush, don't panic.
When all is right with the world, Person 1 will:
- Find the ARTIST's NAME on the list of the Square Terminal or App that owns the artwork being purchased.
- Select that NAME.
- Enter the PRICE of the item.
- Tender Type:The system will ask if the Buyer is paying by cash or credit card.
- Optional but highly recommended is in the NOTES, add the name, or an abbreviated name of the artwork.
- The system will automatically add the sales tax to the payment so be sure to tell Person 2 what the sales tax and total is BEFORE the payment is processed so that he/she can easily record that on the invoice.
If the Buyer is purchasing multiple items, you can add to that sale. Again, find the artist name of the next artwork, followed by the price of the work.
Again, you can also add a note to the purchase which could be the title of the painting before finishing up the sale. This is a good way to fully record the accuracy of the sale.
PWAS Person 2 is the Go Between from the Sales Person and the Buyer.
This person is running interference for Person 1 so that that person can correctly manage the sale and is NOT distracted.
Person 2 will create the invoice for the sale which includes the:
- Date of the Sale
- NAME of the Artist
- NAME of the Artwork (specify if print or other notable identity)
- Price of the Artwork
- Tax on the Sale
- Total of the Sale
- Paid by: Cash, Credit Card
- YOUR Initials - this comes in handy so that if the Treasurer has a question later, he/she knows who to ask.
The second person is answering any questions the Buyer might ask (about PWAS, the artist, the artwork, etc.) and in the meantime will be properly bagging and/or wrapping the artwork.
Small artworks can go into any appropriately sized bags of course.
For larger artworks, PWAS should provide:
- Wrapping paper
- Bubble wrap - always put the bubbles OUT so they do not imprint the artwork.
- If the artist has a business card or if the Buyer needs a PWAS brochure, pass along that information.
Finally, the final items in the sale process is to mark the ARTIST's inventory sheet as to which items were sold and for how much. As an art group, we ask that artist's provide a list of all of their artwork, prints, art merchandise, etc that they are offering for sale. The sales table should have these inventory sheets and mark off items as they sell - it is for the artist's as well as PWAS protection for all sales.
Note that not all artists are hanging out in the booth or tables at an art show for the duration of a show. Thus, they should have a record of which of their items sold, for their personal records as well.
About Selling Your Artwork
That's the whole point of being at the show, right? We need to close the sale so that we can get to the POS point. We must greet the potential buyers that visit our art show and make them welcome in the art space. Here are a few videos aimed at helping you make the sale...
- A friendly smile is powerful and make eye contact.
- Be genuine.
- Keep it brief to start - give them space to explore the art on display.
- Offer to help and answer any questions they may have.
- Listen actively by showing genuine interest in their responses to help make the connection.
For further reading:
Art Sale Issues
The important thing to remember is that if you have any sales issues, make notes that the Treasurer must be made aware of....and another thing - Don't panic. Just work through the issue.
- Occasionally an artist may know a BUYER and may give a discounted price other than what is shown on their inventory list or on their artist label. If that is the case, I would enter the price that the ARTIST gives and have the ARTIST initial the inventory records.
- A BUYER may ask you to hold the artwork while they continue shopping at an art show or fair. Give a receipt of the purchase to the BUYER and tape one of the PWAS receipts with the BUYER's Name to the artwork/bag and set aside until the buyer returns. The PWAS Receipt MUST be taken off and placed into the cash box.
- In a previous show, we lucked out when we were having internet issues and all of the BUYERS came up with CASH! I'd say that is rare though!
- I always recommend that several artists bring extra ones, fives, tens JUST IN CASE. It happens usually right at the beginning of an art show that someone pays with a larger bill and cleans out your cash box.
- With the 3-page invoice/receipt books: 1 copy goes to the BUYER; 2 copies go into the PWAS cash box and the label of the artwork can be taped or included.
- The TREASURER should keep one copy for the PWAS records and when checks are mailed out to the Artists, one copy of the invoices should be included.
For now, PWAS uses a Square POS System. I would think that even if we change systems at some point that it would work much the same for our art group.
Please note that this blog post on POS Systems WILL be updated as any new information becomes available, any tips, and as clarity is needed.
I hope this helps all of the members of PWAS. Let me know if you have any questions and/or tips that could be included on this post.
Author: Donna Liguria is the Blogmaster for the PWAS Artistry Spin Blog and Donna's Cave Paintings Blog, and an artist member of the Prince William Art Society (PWAS) in Woodbridge, Virginia. And she takes on the PWAS social media duties as well (help me!) Donna specializes in acrylic painting of landscapes, seascapes, historic locations, animals and many subjects. Visit her Website at DonnaLiguriaArt.com and her Donna's Esty site to shop her art.
Local Art: The Prince William Art Society is a 50+-year-old non-profit art group in PWC for the appreciation of fine art throughout the county and Northern Virginia. Visit us at any of our local art shows or join us for our monthly meetings - held on the 4th Monday of the month at the Tall Oaks Community Center at 12298 Cotton Mill Dr, Woodbridge, VA at 7:30pm (typically, but check the website in case of any changes).
Want to join PWAS? Go to https://www.princewilliamartsociety.com/membership
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