In the redesign of the Point of Sale system, an emphasis has been placed on enhancing its speed. As part of this overhaul, sales made during a POS session no longer immediately impact the stock and accounting ledgers. Instead, this process operates as follows:

1. Each transaction conducted through the POS screen now generates an intermediate invoice, referred to as a POS Invoice. These invoices do not update the stock and accounting ledgers directly, preserving the system’s speed. This approach is often termed as a “sub-ledger.” By separating the POS ledger from the General Ledger, the system gains significant scalability.
2. The stock and accounting entries are now compiled at the end of the day when closing a POS session, accomplished through a single sales invoice that consolidates all the intermediate invoices created throughout the day.
3. These consolidated sales invoices only trigger 3-4 ledger entries each, in contrast to the older system which could generate n x 3 ledger entries, where ‘n’ represents the number of invoices created during the day.
4. As a result of the substantial reduction in ledger entries, the burden on the general ledger is significantly alleviated, resulting in enhanced speed and efficiency.

How Stock is Tracked Until a POS Session is Closed

While it is true that the Stock Ledger will disclude transactions from any active POS session, the stock levels from this “sub-ledger” update the Stock Projected Quantity Report.

Stock > Stock Reports > Stock Projected Quantity

In the image above, the “Actual Qty” column represents the stock ledger’s current quantity. The “Reserved for POS Transactions” column indicates the difference between the “Actual Qty” and the quantities currently reserved due to active POS sessions that have not yet updated the Stock Ledger because the sessions remain open. Additionally, the “Projected Qty” column calculates the expected quantity (“Active Qty” minus quantities reserved for POS, production, etc.), which includes an additional quantity of 100 units for the first line item due to an outstanding order for 100 units.

However, within the Point of Sale interface, quantities on order but not yet received are not factored into the “Available Qty at Warehouse” field in the Item Details view. In the scenario depicted below, as there is an insufficient quantity on hand, the transaction will not be authorized. This rule applies universally to all open POS sessions, meaning transactions from one session affect the available quantities for all other open sessions.