brotherton-erpnext/docs/docs.user.accounts.pos.md

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Point of Sale (POS) Invoice

Point of sale (POS) is the place where a retail transaction is completed. It is the point at which a customer makes a payment to the merchant in exchange for goods or services. For retail operations, the delivery of goods, accrual of sale and payment all happens in one event, that is usually called the “Point of Sale”.

You can make a Sales Invoice of type POS by checking on “Is POS”. When you check this, you will notice that some fields get hidden and some new ones emerge.

Tip: In retail, you may not create a separate Customer record for each customer. You can create a general Customer called “Walk-in Customer” and make all your transactions against this Customer record.

Different sections of the POS

• Update Stock: If this is checked, Stock Ledger Entries will be made when you “Submit” this Sales Invoice thereby eliminating the need for a separate Delivery Note.

• In your Items table, update inventory information like Warehouse (saved as default), Serial Number, or Batch Number if applicable.

• Update Payment Details like your Bank / Cash Account, paid amount etc.

• If you are writing off certain amount. For example when you receive extra cash as a result of not having exact denomination of change, check on ‘Write off Outstanding Amount’ and set the Account.

POS Settings

POS includes advanced features to cater to different functionality, such as inventory management, CRM, financials, warehousing, etc., all built into the POS software. Prior to the modern POS, all of these functions were done independently and required the manual re-keying of information, which could lead to entry errors.

If you are in retail operations, you want your Point of Sale to be as quick and efficient as possible. To do this, you can create a POS Setting for a user from:

Accounts > Point-of-Sale Setting

Set default values as defined.

Enable POS View

Sales Invoice has 2 different interfaces, Invoice View and POS View. The current view used by most users is the Invoice View. This view is preferred by non-retailing companies.The POS view is used by retailing companies. For retailers it is very important to provide bill or sales invoice at the point of sale. Their customers cannot wait to receive the bill by post. The customers want an immediate bill for the payment which they make. In such cases, the POS View is preferred.

Setup > Show/Hide Features

Adding an Item

At the billing counter, the retailer needs to select Items which the consumer buys. In the POS interface you can select an Item by two methods. One, is by clicking on the Item image and the other, is through the Barcode.

Select Item - To select a product click on the Item image and add it into the cart. A cart is an area that prepares a customer for checkout by allowing to edit product information, adjust taxes and add discounts.

Barcode - A Barcode is an optical machine-readable representation of data relating to the object to which it is attached. Enter Barcode in the barcode box and pause for a second. The Item will be automatically added to the cart.

Tip: To change the quantity of an Item, enter your desired quantity in the quantity box. These are mostly used if the same Item is purchased in bulk.

If your product list is very long use the universal search field, to type the product name and select faster.

Removing an Item

There are two ways to remove an Item.

• Select an Item by clicking on the row of that Item from Item cart. Then click on “Del” button. OR

• Type 0 in the ‘select quantity’ field to delete the record.

To remove multiple Items together, select multiple rows & click on “Del” button.

Delete button appears only when Items are selected.

Make Payment

After all the Items and their quantities are added into the cart, you are ready to make the Payment. Payment process is divided into 3 steps -

1. Click on “Make Payment” to get the Payment window.
2. Select your “Mode of Payment”.
3. Click on “Pay” button to Save the Sales Invoice.

Submit the document to finalise the record. After the Invoice is submitted, you can either print an invoice or email it directly to the customer.

Accounting entries (GL Entry) for a Point of Sale:

Debits:

• Customer (grand total)
• Bank / Cash (payment)

Credits:

• Income (net total, minus taxes for each Item)
• Taxes (liabilities to be paid to the government)
• Customer (payment)
• Write Off (optional)

To see entries after “Submit”, click on “View Ledger”.