LightSpeed Mobile

Introduction

LightSpeed Mobile allows you to connect to your LightSpeed database wirelessly using your iPod touch or iPhone, giving you the ability to create Invoices, process payments, take signatures, email or print receipts, and look up Products anywhere in your store. 

LightSpeed Mobile 1.6 requires LightSpeed 3.6.

Requirements

A complete LightSpeed Mobile setup has four separate components:

Apple iPod touch 2G or 3G, iPod 4, iPhone 4 - the main device with which a retailer used the touch interface to operate the LightSpeed Mobile app and enters information for the creation of Invoices, Product lookup, and signature entry

Linea Pro Sled - the hardware the iPod touch plugs into that enables the scanning of barcodes for Product lookups and invoicing, and the ability to swipe credit cards for processing payments. Make sure you get the correct sled for your mobile device!

LightSpeed Mobile app - available on the Apple App Store, LightSpeed Mobile is the software required to install on the iPod touch and used to log into your store's main LightSpeed database

LightSpeed 3.4 or higher - the central database accessed by LightSpeed Mobile as well as any other fixed sales station such as an iMac. LightSpeed Mobile requires LightSpeed 3.4. NOTE: LightSpeed Mobile 1.6 requires LightSpeed 3.6.

You may use the LightSpeed Mobile app on an iPhone 3G or iPhone 3GS, but you will be be unable to incorporate these devices into the Linea Pro sled. Using LightSpeed Mobile app without the sled allows you to log into a LightSpeed database as outlined in this document, but you will be unable to scan barcodes or swipe credit cards. However, you can search for Products and enter credit card numbers manually.

Licenses 

LightSpeed's licensing is based on concurrent users. For example, if my store usually has three (3) users logged in at once, I would purchase a 3-user license, even though I may have LightSpeed installed on 5 different computers. Because LightSpeed Mobile is considered a standard user, it is included in the number of licenses counted for concurrent users. That is, if I currently have a 3-user license, and I wish to incorporate LightSpeed Mobile into my installation, I would likely add another license so my 3 users could continue to use LightSpeed concurrently, and I could also be logged into LightSpeed Mobile on an iPod touch at the same time.

Setup and Login

LightSpeed Mobile requires no setup or configuration in LightSpeed. If you are upgrading your existing database to include additional licenses for new Mobile units, you simply need to refresh your license and follow the steps below to log in on the iPod touch. 

1. Purchase and download the LightSpeed Mobile app from iTunes. 
2. Launch LightSpeed Mobile and tap into the IP Address field. Enter the local IP address of your LightSpeed server computer. For more information, please see the Installation and Networking document of the User Guide. Be sure to add the port if the database is running on a port other than 9630. 
3. Enter a Username and Password. Tap Connect. 

Home Screen

The LightSpeed Mobile home screen lists three options:

New Invoice - used to create a new LightSpeed Invoice for the sale of Products to a Customer

Inventory Lookup - used to look up Products based on particular criteria

Email Receipt - allows you to select from a list of today's Invoices and send it via email to the Customer

New Invoice

Tap the New Invoice button on the LightSpeed Mobile home screen to begin creating a new Invoice. The basic procedure for creating an Invoice using LightSpeed Mobile is: 

Adding an existing Customer

1. Tap the Customer icon at the bottom of the Invoice detail screen. Select Walk In to add basic contact information that will only be saved to this one Invoice, and will not create a new Customer profile. Enter as much or as little information you choose to in the Name/Contact/Zip Code fields displayed when you choose Walk In. Tap Save. 
2. Rather than select a Walk In customer, you may tap Select Customer, then search your existing LightSpeed database for a Customer profile, based on fields such as name, telephone number, or address. Enter the text and tap Search. Tap the "+" icon beside the Customer you wish to add to the Invoice, or the ">" icon to display their info. Tap Select to add this Customer to your Invoice, or Customers to return to the list of results. 

Creating a Customer

1. Tap the Customer icon at the bottom of the Invoice detail screen. Select 
2. Add Customer and tap the fields you wish to enter in Customer profile. Choose whether the Customer is a company or an individual, and enter any relevant telephone, email, or address information.  It is up to you how much or how little information you enter here; more information may be added in the future. 

Editing a Customer

1. Tap the Customer icon at the bottom of the Invoice detail screen. Select Search Customer, and enter your search terms as described above. 
2. When you have found the Customer you wish to edit, select the "info" icon as indicated by the > character, and tap Edit Customer. Tap any field in the contact info to edit it. Click Done when finished. 

Adding Products to an Invoice

1. Press the button on the right side of the Linea Pro sled to activate the unit's scanner. Scan any Product's barcode to add it to the Invoice. The Product must exist in LightSpeed for you to be able to add it to your Invoice. 
2. You may also tap the Items button at the bottom of the Invoice detail screen, and then tap Add Product to do a text search for the Product(s) you're looking for; Lightspeed Mobile searches the Product Codes and Descriptions in your database. The results display each Product's Product Code, Description, and Price. Tap the "+" icon to add the Product to your Invoice, or the ">" icon to display the Product's image and inventory statuses. To add the Product to your Invoice at this point, tap the Add button at the top of the Product detail screen. To return to your results list, tap the Products button at the top of the Product detail screen. 
3. Once you've added a Product to your Invoice, it will display in the Invoice detail screen. You may continue to add Products by scanning their barcode, or by tapping Add Product and following the procedure listed in step 2 above. Every Product you add will modify the Invoice Subtotal displayed at the bottom of the Invoice detail screen. 
4. You may remove a Product by sliding your finger from left to right on the Product you wish to remove, and tapping Delete. 

LightSpeed Mobile allows you to edit Invoice line items in three ways - their descriptions, their quantities, and any discount associated with that Product. 

To edit a line item:

1. While in the Invoice layout, tap the Product you wish to edit. 
2. In the resulting window, tap the item you wish to edit - Description, Quantity, or Discount. 
3. Edit the item using the keyboard that appears, then tap Save to save your changes. When entering a discount, you must indicate if the discount is to be calculated by percentage or dollar amount. 
4. Tap Invoice to return to the Invoice layout.

As in LightSpeed, you may add printed or internal notes to your Invoice using LightSpeed Mobile. In the Invoice detail screen, tap Notes. Then, select either Printed or Internal, and enter the notes you wish to record for this Invoice. Select Cancel or Save. To return to the line items on your Invoice, select Items. 

Payment

To pay your Invoice, tap the Pay button at the top of the Invoice detail screen. 

Credit Card Payments

If paying by credit card, click the appropriate card type (Visa, Mastercard, etc), as defined in the Payment Methods setup of LightSpeed. You will then begin a 3 step process outlined graphically:

1. Swipe the card with the magnetic strip facing up and to the left. Once the information is entered, select Process. Or, you can choose Manual and enter the card number and expiry information manually. Tap Process. 
2. LightSpeed Mobile then submits the payment through your pre-configured credit card payment account. 
3. You will then see an "Approved" or "Declined" icon. 

The next step is to tap the Signature button, and have the Customer sign the blank space using their finger or a stylus. Tap "Done". 

Other Payment Methods

If your Customer is paying by a method other than a credit card, or if you are not processing credit cards through LightSpeed, tap the Use Other Payment Method button. LightSpeed Mobile will display an Invoice ID that will be "dispatched" to all sales stations logged into the POS screen, as indicated by a special orange marker in the "Hold" section. Clicking this marker activates the Invoice, and payment can be applied at the desktop sales station as it would with any other POS invoice. Once the marker is clicked on one POS station, it will disappear from all others. 

Choose Complete Transaction to be returned to the home screen of LightSpeed Mobile.

Inventory Lookup

The Inventory Lookup feature operates in a similar fashion as the inventory lookup when creating an Invoice, but disables the ability to add a Product to an Invoice. 

1. Select Inventory Lookup on the LightSpeed Mobile home screen. 
2. Either press the right-side button and scan a Product's barcode, or use the search to find Products based on their Product Code or Description. In fact, you may activate the barcode scanner from the LightSpeed Mobile home screen and scan a Product to find its detail without tapping the Inventory Lookup icon. 
3. From the resulting list, select a Product. LightSpeed Mobile will display its description, price, image, and inventory statuses. Tap Products to return to the results list. 
4. From the results list, you may continue to do more Inventory Lookups, or choose Back to return to the LightSpeed Mobile home screen. 

Email Receipt

The Email Receipt feature will display a list of Invoices created today, including their Invoice ID, Customer info, and Grand Total. Select the Invoice for which you want to email a receipt to the Customer. From the resulting screen, enter the Customer's email, and choose Send. 

For this feature to work, you must enable the Email Receipt feature of LightSpeed's Point of Sale screen. For more info, see the Point of Sale User Guide article.

Printing

LightSpeed Mobile will print to the Star Micronics TSP printer that is directly connected to the computer running LightSpeed Server. Then, once you have processed a credit card payment, and the Customer has signed for their transaction, you can either email them a copy of their receipt to their inbox, print a copy to a TSP printer, or both. 

Setup

To enable TSP receipt printing in LightSpeed Mobile 1.4 or later:

1. Tap the "Info" icon from the home screen.
2. In the Settings window, set the Enable Printing setting to "On".
3. Tap the resulting "Printer" field, and then select the TSP printer to which you wish to print Invoices. 
4. Tap Done.  

Printing

After you have processed the credit card transaction, and the Customer has entered their signature on the mobile device, tap Done. You'll get the choice to Finish Invoice, Email Receipt, or Print Receipt. Tapping Email Receipt or Print Receipt will perform the selected action, but will allow you to also perform another until you select Finish Invoice. 

Assembling Hardware

To plug an iPod touch 2G or 3G into the Linea Pro sled, follow this procedure: 

1. Remove the smaller top piece from the larger bottom piece of the Linea Pro sled. 
2. Slide the iPod Touch into the larger bottom piece with the dock connector facing down until it fits firmly in place and the iPod is activated. 
3. Fit the clip of the smaller top piece into the corresponding slot of the larger bottom piece, and click it into place. 

Attention!  It is possible to remove the battery from the unit. However, the battery is rechargeable and charges when plugged in. If you have removed the battery, please be sure to align the pins on the unit with the contacts on the battery end when refitting the battery; otherwise, the unit will not operate.