POS – Ancillary Items Purchase Flow

Introduction

Ancillary items are additional products sold alongside Admissions, Events, or Memberships. These may include guidebooks, audio tours, merchandise, or other supplementary items.

The POS (Point of Sale) system provides a simple and fast process for selling these items, allowing staff to complete the entire transaction with only a few steps.

Ancillary product availability is controlled in the Admin Portal based on the active sales location and product configuration.

Step-by-Step Process

1. Open the Shop tab

From the POS home screen, staff tap the Shop icon in the bottom navigation bar.

This opens the list of ancillary items available for sale at the selected location.

2. Select Ancillary Items

The Ancillaries page displays all available items organised into sections (e.g., Guidebooks, Audio Tours, Kids’ Guidebooks).

Staff can:

• Expand a section
• Choose the required language or variety
• Increase or decrease quantities using the + / – buttons

Selected items appear summarised beneath their section header.

3. Proceed to Payment

Once items have been added, tap Pay to move to the Payment screen.

The payment screen behaves consistently with all other POS flows.

Payment Configuration Reminder

Payment methods available in POS are determined during the client onboarding process and configured by the Expian team. Only the payment types approved for that organisation will be available for staff to use (e.g., card/contactless, cash, external payment).

Important clarification

While products can be enabled for different sales channels in the Admin Portal (such as POS, Web, Reservations, Trade Partner, App, or Self-Service), these channel settings apply to the product itself, not to specific payment methods.

• If a product is enabled for POS, it will appear in POS.
• Once a product appears in POS, all payment methods configured for POS during onboarding will be available for that product.
• There is no setting in the Admin Portal to restrict payment methods by product or channel.

Example

If Addon A is enabled for sale on POS in the Admin Portal, it will appear in POS, and staff will be able to use any payment method that POS supports (such as Card, Cash, or External Payment), regardless of how other channels behave.

This ensures a consistent, predictable checkout experience for staff across all POS transactions.

Next steps for staff at checkout

Once the items are selected:

• Apply a promotion (if applicable)
• Capture customer details (optional)
• Choose the appropriate payment method
• Complete the transaction
  

4. Redeemable vs Non-Redeemable Ancillary Items

Some ancillary items include entitlements that must be redeemed later (e.g., audio tours, timed activities, vouchers). Others are immediate-use items (e.g., printed guidebooks).

POS handles the two types differently:

Redeemable Ancillary Items

• POS prints a separate ticket with a QR code.
• This ticket can be scanned for redemption at the relevant point (e.g., audio tour desk, exhibition entry).

Non-Redeemable Ancillary Items

• POS does not print a QR-coded ticket.
• Only a standard receipt can be printed (if required).

Staff will see the Print Ancillaries option on the Payment Complete screen when a redeemable item is purchased.

5. Payment Complete

After payment is processed, the Payment Complete screen appears. Staff can:

• Send email confirmation
• Print receipt
• Print ancillary tickets (if applicable)
• Return to Home

(See Screenshot: “Payment Complete – Ancillaries”)

This final step closes the transaction and returns the staff member to the POS home screen.

Summary

The Ancillary Items flow is the simplest POS transaction type.

Staff simply:

1. Open the Shop tab
2. Select the required items
3. Proceed to Pay
4. Complete payment
5. Print ancillary tickets (if redeemable)

This efficient flow supports quick, accurate sales and maintains consistent integration with Expian’s central database.