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Friends of Torridon PTA has a SumUp merchant account through which we process both online and in-person card payments. We also use the SumUp app as a point of sale (POS) to record all transactions, even when customers pay by cash - just like a till point at a restaurant or shop.
Event organisers programme a catalogue of items and their prices. Volunteers log into the app through their own profile. As they serve customers, they add items to a cart, and the app automatically tallies the amount to pay.
Using SumUp as a POS with volunteer profiles is:
Easy: No need for volunteers to remember prices or do mental maths
Secure: No need to share the PTA account password
Powerful: Detailed transaction reports enable us to attribute takings to specific events/stalls and volunteers, manage inventory, and reconcile cash counts. This data helps immeasurably when planning subsequent events.
Get started: Register an 'employee' profile and install the app
If your volunteer shift involves taking payments and you’re happy to download the SumUp app on your own smartphone, share your email address with the event organiser. We’ll send you an invite email.
Look for an email from no-reply@notification.sumup.com and follow the Accept invitation link
Complete the fields to create your own profile and password. You’ll use this account to log into SumUp.
Install the SumUp Business app on your smartphone and log in with your 'employee' profile
Open your stall's item catalogue
The items the PTA sells across all of our events are programmed into our SumUp catalogue. Start your volunteer shift by opening SumUp and filtering the items to those on your stall.
Open the SumUp app. Dismiss notifications by tapping anywhere on the screen, then tap Checkout
If you see a keypad on the Checkout screen, toggle over to the Items page. If you need to enter a custom amount, be sure to add a description. Please avoid custom amounts and use the items catalogue wherever possible.
Scroll through the categories and select your event/stall to filter the items
Now you’re ready to take orders
Take, review, and edit orders
Add items to the cart and follow the on-screen prompts: it's as simple as shopping online
Tap items to add them to the cart
To review the cart or edit its contents, tap the Cart icon
Delete the entire cart by tapping the Bin icon, or edit a single item by tapping the item
Adjust the quantity by tapping -/+, or tap the number and key in a new quantity. Then tap Save.
Process payment
The app supports multiple payment methods. Check the event briefing to confirm which payment methods your stall accepts.
When the cart is complete, tap Charge
Choose the payment method
Tap to Pay
Process contactless payments straight from your smartphone
From the Payment methods menu select Tap to Pay
If you have an Android, tap the customer’s card/device on the back of your phone
If you have an iPhone, tap the customer’s card/device on the front of your phone
Confirm successful payment
Card Reader
Connect a separate device via Bluetooth to process contactless or chip and pin payments
We have a limited number of card readers, and we rarely use them; Tap to Pay is generally easier and more reliable. If Tap to Pay doesn’t work on your device, contact the event organiser for help setting up a card reader, or use a payment link instead.
Payment Links
Customers complete payment on their own device by opening a link generated in the checkout flow or scanning a QR code
Checkout flow
A link created in checkout:
Is unique to the customer and can only be used once
Presents a fixed payment total based on the items in the cart
Records itemised sales data
After adding items to the cart and tapping Charge, tap Payment Links
Choose the payment link format: show the customer a QR code to scan with their device, or send the link via email or messaging service
When the customer opens the payment link on their own phone they’ll see their cart total and itemised order at the top of the screen, followed by checkout options
Ask to see the customer’s confirmation screen after they complete payment: note the amount, description, and timestamp
Pre-printed QR code
We usually generate a flexible payment link for each stall before an event and print it as a QR code on the stall’s signage or collection bucket. This link:
Can be used repeatedly
Requires the customer to enter the amount to pay
Records the name of the event/stall but no itemised sales data
Customer scans the QR code
Customer enters the amount to pay and then completes payment
Ask to see the customer’s confirmation screen after they complete payment: note the amount, description, and timestamp
Cash
Recording cash and Torridon Ticket transactions in SumUp gives us itemised sales data as well as an expected figure to reconcile against the actual amount we count after the event
After adding items to the cart and tapping Charge, tap Cash
Enter the amount the customer pays; the app calculates any change due. Tap Charge.
Place cash in the cash box or Torridon Tickets in the collection bucket
Record giveaways
All volunteers can claim a free drink for every hour they work. Summer Fair volunteers who work throughout the day can also claim a free meal. We still want to record these transactions for transparency and inventory management, so they should be processed in SumUp with a 100% discount applied.
Add the item to the cart and then tap the Cart icon
Tap the Discount icon. The discount can be applied to the entire cart or to individual items.
Enter 100% in the Discount field, type the volunteer’s name in the Discount name field, and then tap Add
Tap Complete order
After the event
We download transaction reports from SumUp and count everything
How many burgers did we sell at last year's Summer Fair? Did we cover our costs on the inflatables? How many cans of soft drinks do we need to buy next year? These are all questions we have to answer every year, and our SumUp transaction reports guide our answers. We attribute every transaction to an event/stall in our financial records, and we count everything: every Torridon Ticket in every collection bucket, every prize claimed on Prize Central. All this data keeps us accountable and builds our knowledge base for future PTA committees to plan successful events.
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