Point of Sale Profile
In ERPNext, you can use a specific profile to have access to the POS feature–this is known as the POS profile.
As with any other POS system, it has additional capabilities such as inventory tracking, customer relationship management (CRM), sales, warehouse management, etc. All of these features are incorporated directly into the POS software. Unlike today’s modern POS systems, older systems required all functions to be done separately. Information also had to be entered multiple times which created a high risk for data entry errors.
Retail operators understand that the speed and efficiency of a Point of Sale system is vital. In ERPNext, these objectives can be achieved by creating a specific user with a predefined POS Profile.
To access the POS Profile list, go to:
1. How to create a POS Profile
Click on New under the Point-of-Sale Profile.
Enter a name like Main Branch POS
Select your company (e.g., ABC)
Set a default customer (e.g., Walk-in Customer)
Warehouse where the items will be deducted from (e.g., Main Warehouse)
To record the transactions, create a Write Off Account and Write Off Cost Center.
Configure the payment methods in the table; if nothing is selected, cash will be used by default. When utilizing POS, only the modes specified here will be accessible. Once payment methods have been added, check the box to designate one as the default payment method.
Set the payment methods' default amounts to 0 (recommended).
Save.
1.1 Additional options when creating a POS Profile
Campaign: The sales campaign can be associated with the POS profile to track and evaluate total sales with respect to the campaign goal.
Company Address: In case the POS Counter is at a company branch, the corresponding Company Address can be defined in the profile.
Update Stock: If turned on, this feature will automatically update stock levels through Stock Ledger Entry when the Sales Invoice is submitted, eliminating the necessity for a standalone Delivery Note.
Ignore Pricing Rule: All active Pricing Rule settings will be ignored for this particular POS Profile.
Allow Delete: For Offline POS, when transaction information is cached locally, allowing this setting enables the user to delete sales invoices with status Draft.
Allow User to Edit Rate: Allows permission to the POS user to edit the item rate in the course of the transaction.
Allow User to Edit Discount: Allows permission to the POS user to edit the Item Discount in the course of the transaction.
Allow Print Before Pay: Allows the user to print the sales invoice before finalising the payment entry.
Display Items In Stock: Shows the current stock quantity of items in the chosen warehouse to the POS user.
2. Features
2.1 Applicable for Users
By default, all users having the Sales User role automatically get access to all POS Profiles by default so that they have trouble-free sales operations through all the locations. To put in place restricted access and assign particular POS profiles to particular users, just include the authorised users in the user permissions table under the POS profile settings.
Note: If at least one user is added to a POS profile, access is restricted. Only the specified users will be able to use that POS Profile for retail transactions through the Point of Sale (POS) interface. Other users will no longer be able to access it.
2.2 Set Payment Methods
Mode of Payment: Like Cash, Bank Card, Easypaisa, etc.
Default Account: Where the money will go (e.g., Cash - ABC)
2.3 Configuration
Hide Images: Product images are hidden within the POS interface to improve performance and speed up loading, especially on slower networks.
Hide Unavailable Items: Out-of-stock items are concealed from the POS item list to stop cashiers from selecting unavailable stock.
Automatically Add Filtered Item To Cart: If the search or filter returns only one item, it will be automatically added to the cart, speeding up the sales process.
Validate Stock on Save: Verify that the stock is available before permitting the invoice to be saved. prevents poor stock issues.
Print Receipt on Order Complete: automatically prints the receipt when the invoice is submitted, saving time.
Ignore Pricing Rule: disables all pricing rules. The system will use the standard item price; neither markup nor discount rules will be used.
Allow User to Edit Rate: allows the cashier to manually change the item's selling price when the customer checks out.
Allow User to Edit Discount: enables the cashier to manually alter or add discounts to the products or invoice.
Disable auto setting Grand Total to default Payment Mode: typically, the total amount is automatically filled in by the default payment method. This disables that behaviour, so the user has to manually enter it.
Allow Partial Payment: beneficial for deposits or payment plans since it allows the client to pay a portion now and the rest later.
2.4 Setting Item Group and Customer Group
Within the POS Profile, you may specify certain item groups and customer groups to dictate what items can be sold to which segments of customers. These groups, once established, automatically screen available items and customers at the POS level during transaction processes.
This way, only the specified item groups and customer groups are made available at the POS, thus streamlining and making the sales more targeted.
2.5 Print Settings
Print Format for Online
You can specify a print format that will determine what the printed document layout will appear like. To learn more, go to the Print Format page.
Letterhead
You can print your POS sales invoice on your company letterhead. Learn more here.
Print Headings
POS sales invoice titles can also be modified while printing the document. For instance, the title can be 'Invoice' or 'Bill'. You can achieve this by choosing a print heading. To add new print headings, navigate to: Home > Settings > Printing > Print Heading. Learn more here.
Terms and Conditions
You could have some specific terms and conditions on the item you're offering for sale; you can utilise them here. For information about inserting Terms and Conditions, go here.
2.6 Accounting
The accounting portion of the POS profile enables you to set major accounting settings that affect how transactions get priced, taxed, and accounted for in the general ledger.
Price List: A Price List contains pre-determined selling rates for items. Choosing a price list here keeps item rates during POS transactions imported from the desired list, making it consistent.
Currency: The currency defaults to the company's base currency. You can, however, manually choose an alternate currency if necessary.
Taxes and Charges: Use a Sales Taxes and Charges Template to apply relevant taxes to POS transactions automatically. Alternatively, use a Purchase Taxes and Charges Template if required for procurement entries.
Apply Discount On: Determine whether discounts apply to the Net Total (prior to tax) or the Grand Total (post-tax). This impacts the calculation and presentation of the final invoice sum.
Tax Category: Selecting a Tax Category will run all the accompanying tax rules to every transaction entered through this POS Profile, providing automatic tax compliance with tax configurations such as GST or VAT based on location, customer type, or item.
General Ledger Accounts: The following accounts may be configured for proper posting of POS-related transactions in the General Ledger:
The following accounts may be set so that the general ledger is posted appropriately:
Write Off Amount Account
Account for Change Amount
Write Off Cost Centre
Expense Account
Income Account
2.7 Accounting Dimensions
Accounting Dimensions enables you to identify transactions by using a particular territory, branch, customer, etc. This helps in viewing separate accounting statements on the basis of the chosen criterion. To know more, visit the Accounting Dimensions page.