Round Up at Point of Sale

Overview

Round Up is a point-of-sale feature that lets your staff round a transaction up to the nearest whole dollar. The difference is added to the transaction as a line item called Round Up, and it flows through receipts, invoices, and revenue reporting like any other product sale.

Two common reasons facilities use this feature:

• Outdoor and event settings where managing coin change is impractical: Staff can round every transaction to a whole dollar so customers pay in even amounts.
• "Keep the change" situations: When a customer is happy to leave a few cents with your facility rather than receive coins back.

Round Up is a staff-initiated feature. Customers are never prompted directly. Staff add it to a transaction, either manually or via a prompt that appears when they go to tender the transaction, and the customer pays the rounded amount.

How the price is calculated

Round Up always equals the difference between the post-tax total of everything else in the transaction and the next whole dollar.

The price is calculated automatically and updates in real time as items are added or removed. You cannot manually set the Round Up price. It is always calculated by the system. Round Up itself is not taxable.

If the transaction total is already a whole dollar amount, Round Up has a value of $0.00. You can still add it to a transaction, but it will be automatically removed when the transaction is completed and will not appear on the receipt or invoice.

Setting up Round Up

Step 1: Verify the Round Up product is active

Round Up arrives as an active product after your software is updated. You can confirm this by opening your product list and searching for Round Up. If the product is not active, you can activate it via Data Entry > Manage > Products.

The Round Up product cannot be deleted. Its price field is read-only by design, since the price is always set automatically at transaction time. You can change the Revenue Account it is assigned to if needed (it defaults to Round Up).

Step 2: (Optional) Enable the staff-facing prompt

If you want staff to be reminded to offer the round-up on every qualifying transaction, enable the prompt in Data Entry > Manage > Settings: check the box labelled Prompt to Round Up at POS on the Payment & Billing tab.

When this setting is on, a prompt will appear every time a staff member clicks Tender on a transaction where Round Up has not already been added. The prompt will show both the current transaction total, and what the total would be after adding Round Up:

Staff can click Yes to add Round Up and proceed, or No to continue without it.

The prompt is off by default. Enabling it is optional. Round Up can be added manually like a regular product at any time, regardless of whether the prompt is on.

Step 3: (Optional) Add a quick button

For faster access, you can add a Round Up quick button to any POS tab. This works the same way as adding a quick button for any other product via Data Entry > Manage > Quick Buttons. Once configured, staff can add Round Up to a transaction with a single click.

Adding Round Up to a transaction

There are three ways to add Round Up to a transaction. All three can be used at any point — before, during, or after adding other items.

Option 1: Product search

In the POS product search, type Round Up and double-click the result. Round Up will be added as a line item showing the calculated price. As you add or remove other items, the Round Up price updates automatically.

Option 2: Quick button

If a quick button has been configured, click it to add Round Up in a single tap. The price is calculated the same way.

Option 3: Tender prompt

If the Prompt to Round Up at POS setting is enabled, a prompt will appear automatically when you click Tender (as long as Round Up is not already in the transaction and the total is not already a whole dollar). Click Yes to add Round Up and proceed to payment, or No to continue without it.

Things to know

Adding Round Up before other items is fine. If you add it to an empty transaction, the price shows as $0.00. As you add other items, the price updates automatically to reflect the correct rounding amount.

If the transaction total reaches a whole dollar amount, Round Up is automatically removed at completion. This happens silently. No notification is shown, and Round Up will not appear on the receipt or invoice for that transaction.

The Round Up prompt will not appear if Round Up is already in the transaction, or if the non-Round-Up total is already a whole dollar.

Round Up does not apply to online transactions. It is a POS-only feature and will not appear in your online booking widget or online membership sale flow.

Removing Round Up from a transaction

To remove Round Up after it has been added, select the Round Up line item and use the standard delete action, the same way you would remove any other product from a transaction. The transaction total will revert to what it was before Round Up was added. You can re-add Round Up at any time. 

Receipts, invoices, and reporting

Round Up appears on receipts and invoices as a standard line item, identical to any other product. Customers will see the product name, quantity, unit price, and extended price listed alongside the rest of their transaction.

In your reports:

• Sales - All Products: Round Up revenue appears as a product line under the Round Up revenue account.
• Customer purchase history: If a customer's transaction included Round Up, it will appear in their purchase history.

• QuickBooks: Round Up syncs to QuickBooks the same way any other product does. If you opt to use the default Round Up revenue account for the Round Up product, you may need to map that account in your QuickBooks integration before exporting your first Journal Entry containing Round Up sales, but no other special setup is needed.

   

Processing a return that includes Round Up

If a transaction that included Round Up needs to be returned, you can apply the Return action to the Round Up line item the same way you would return any other product.

When Round Up is marked as a return the unit price field becomes editable so you can adjust the return amount if needed. If you change Round Up back from return to a regular sale, the price automatically reverts to the calculated value and the price field becomes read-only again.

Frequently asked questions