Point of Sale
A Point of Sale refers to the time and place where a retail transaction takes place.
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’ (POS).
In BizCentric Sales Invoices can be generated from the POS. There are two steps to set up POS:
To access POS, go to:
Home > Retail > Retail Operations > POS
1. Prerequisites
Before creating and using Point of Sale, it is advisable to create the following first:
- POS Profile
2. How to create a POS Invoice
Once you have configured a POS profile, you can begin billing at the POS.
- Navigate to the POS and choose a Customer.
- Select Items from the list displayed on the right by clicking on them.
- Ensure that the Item has a Selling Price specified in the Item Price list.
- Adjust the quantities as necessary. To modify the Rate and Discount, you must enable them in the POS Profile.
- To finalize the transaction, a default Warehouse must be designated.
- If a Warehouse is specified in both the Item and POS profile, the one in the POS Profile will take precedence. Please note that Items must be available in your Warehouse before you can sell them.
- If Items are unavailable, a red dot will appear next to the Item when selected.
- After adding all Items, verify the net and grand totals, as well as the total quantity in the summary at the bottom.
- Select the payment mode and click on Complete Order.
- You will be prompted to submit the Sales Invoice. Subsequently, you can print the POS invoice.
Once the Sales Invoice is submitted, you have the option to either print or email it directly to the customer.
2.2 Adding an Item
At the point of sale, the retailer must select the items that the customer intends to purchase. In the POS interface, there are two methods for selecting items: clicking on the item image or using the Barcode/Serial No.
- Select Item: Click on the item image to add it to the cart. The cart area allows customers to prepare for checkout by enabling them to modify product details, adjust taxes, and apply discounts.
- Barcode/Serial No: A Barcode/Serial No is an optical, machine-readable representation of data associated with the item to which it is attached.
- Enter the Barcode/Serial No into the designated box, and after a brief pause, the item will be automatically added to the cart.
Tip: To adjust the quantity of an item, enter the desired quantity in the quantity box. This feature is particularly useful for bulk purchases of the same item.
If your product list is extensive, utilize the Search field to quickly locate items by typing the product name into the search box.
2.3 Removing an Item from the Cart
- Select row in the cart and click on ‘Remove’ button in the numeric keypad.
- Set Qty as zero to remove Item from the POS invoice. There are two ways to remove an Item.
- If Item’s Qty is 1, click on a minus sign to make it zero.
- Manually enter 0 (zero) quantity.
2.4 Change Amount
The POS system calculates any excess amount paid by the customer, which the user can refund from the cash account. The user must designate the account for the change amount in the POS profile.
3. Features
3.1 Adding a new Customer
In the POS, users have the option to either select an existing Customer or create a new one while placing an order. This functionality is available even in offline mode. Users can input additional customer details such as contact numbers, addresses, etc., directly on the form. Any Customers created from the POS will synchronize once an internet connection is established.
3.2 Accounting entries (GL Entry) for a Point of Sale:
Debits:
- Customer (total amount payable by the customer)
- Bank/Cash (payment received)
Credits:
- Income (total income, excluding taxes for each item)
- Taxes (liabilities for government payments)
- Customer (payment received)
- Write Off (if applicable)
- Account for Change Amount (if applicable)
To view entries after submitting the Sales Invoice, click on View Ledger.
3.3 Email
You can also send the receipt via email.
3.4 Create Return Credit Note
You can also create a return credit note against a POS Invoice in case of return of items or the entire order. Below are the steps for issuing a credit note against an invoice:
- Click on menu (3 dots) and then click on Toggle Recent Orders. Keyboard shortcut for the same is ⌘+O.
- All the invoices from recent POS transactions will be displayed under the Recent Orders pane. You can either search for the invoice directly with its name or filter search results as per the status of the invoice which can be Paid, Consolidated, Draft, Return.
- Select the invoice against which you need to create the credit note after which you will see the invoice details and the options to Print, Email the receipt and an option to make a Return. Click on ‘Return’.
- The POS screen will display the items in the invoice, along with respective negative quantities and totals in the Item Cart which indicates that it is a return credit note.
- Once you checkout, you’ll see the Grand Total, Paid Amount and Taxes too if applicable.
- Clicking on Complete Order will complete the process and create the final return credit invoice and display the bill on the screen like a normal order.
3.5 POS Closing Voucher
At the conclusion of the day, cashiers can finalize their PoS operations by generating a POS Closing Voucher. To do so, navigate to the Menu and choose ‘Close the POS’. Specify the period, your POS Profile, and your user to retrieve all registered sales.
Upon creating a POS Closing Voucher, all POS invoices gathered for the selected period will be amalgamated into a single consolidated Sales Invoice. The status of all POS invoices will transition from ‘Paid’ to ‘Consolidated’ upon successful consolidation into a sales invoice during closure.
If there are more than 10 invoices during the POS closure, the consolidation process will occur in the background, and submission will transpire after the background job is completed. The Accounting Ledgers will be impacted only after the Closing Voucher is successfully submitted and the consolidated sales invoices are generated.