Point of Sale
A Point of Sale (POS) is a time and place where a transaction in retail business is concluded.
In retail enterprise, product delivery, sale acceptance, and payment are all performed at the same time at the so-called 'Point of Sale' (POS).
Sales Invoices in ERPNext can be generated via POS. To implement the POS has two general steps.
To access POS, go to:
1. Prerequisites
Before creating and using Point of Sale, it is advisable to create the following first:
2. How to create a POS Invoice
2.1 Once you create a POS profile, you may start creating invoices using the POS system.
Go to the POS screen and select a Customer.
Choose Items by clicking over them from the list that will be displayed at the right hand side.
Ensure all Items have Selling Price assigned to them in the Item Price list.
Update quantities if needed.
To change the Rate and give Discounts, make sure these are turned on in POS Profile settings.
A default Warehouse needs to be set to complete the transaction. If a Warehouse is referenced in both Item and POS Profile, the POS Profile's will override.
Do be aware that Items must be in your Warehouse before selling. Should Items not be present, a red dot will be indicated next to the Item when clicked.
After adding all items, cross verify the net and grand totals and also the bottom summary total quantity.
Choose the mode of payment and click on Complete Order. You will be prompted to submit the Sales Invoice.
You can then print the POS invoice.
Once the Sales Invoice is submitted, you can either print or send it via email to the customer directly.
2.2 Adding an Item
On the billing counter, the store owner must choose items that the customer purchases. In the POS window you can choose an item in three ways. One is by clicking on the item picture, and the second is using the barcode/serial number.
Select Item: To add a product to the cart, click on the item image and insert it into the cart. A cart is a section that makes a customer ready for checkout by enabling editing of product data, tax adjusting and applying discounts.
Barcode / Serial No: A Barcode / Serial No is an optical machine-readable code representation of information pertaining to the object to which it is applied.
Search by Item Group: The ERPNext POS enables item group selection and filtering. To choose a particular Item Group (such as beverages, electronics, or apparel), use the search bar or choice menu.
Enter Barcode / Serial No in the box as indicated in the image below and wait for a second, the product will be added to the cart automatically.
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 extremely long use the Search field, enter the product name in Search box.
2.3 Removing an Item from the Cart
Choose row in the cart and click on 'Remove' button in the numeric keypad
Make Qty zero to delete Item from the POS invoice. Two methods can be used to delete an Item.
- If Item's Qty is 1, click on a minus sign to reduce it to zero.
- Manually type 0 (zero) quantity.
2.4 Change Amount
POS determines the amount over and above the payment by the customer that the user can return from the cash account. The user needs to define the account of the change amount on the POS profile.
3. Features
3.1 Adding a new Customer
In the POS module, users can choose an already existing customer while entering an order or can create a new one. This option is also provided in offline mode. Users can enter customer information like contact number, address, and other details in the form. Any new customer created when offline will get synced once internet connectivity is established.
3.2 Accounting entries (GL Entry) for a Point of Sale:
Debits: 1. Customer (grand total) 2. Bank/Cash (payment)
Credits:
1. Income (net total, minus taxes for each Item)
2. Taxes (liabilities to be paid to the government)
3. Customer (payment)
4. Write Off (optional)
5. Account for Change Amount (optional)
6.
To see entries after submitting the Sale 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 generate a return credit note against a POS invoice in case of return of products or the whole order. Following are the steps for generating a credit note against an invoice:
Click on the menu (3 dots) and click on Toggle Recent Orders. The keyboard shortcut for the same is ⌘+O.
- All the recent POS invoices will be listed under the Recent Orders pane. You can search for the invoice directly by its name or filter search results based on the status of the invoice, which can be Paid, Consolidated, Draft, or Return.
Choose the invoice against which you have to generate the credit note, after which you will be able to view the invoice details and the options to print, email the receipt and create a return.
The POS screen will show the items in the invoice, along with corresponding negative quantities and totals in the Item Cart, which shows that it is a return credit note.
After checking out, you'll be able to view the grand total, paid amount and taxes as well, if there are any.
Clicking Complete Order will finish the process and generate the final return credit invoice and show the bill on the screen like a regular order.
3.5 POS Closing Voucher
At the end of the day, the cashier can close their shift by creating a POS Closing Voucher. To do this, click on the menu and select "Close POS". Choose the desired period, your POS profile, and user account to retrieve all sales recorded during the shift. Click on the menu and select 'Close the POS'. Select the period, your POS profile and your user to retrieve all sales registered. When a POS Closing Voucher is posted, all POS invoices of the chosen period are grouped into one final sales invoice. After grouping, the status of these POS invoices will change from 'Paid' to 'Consolidated', reflecting successful integration into the closing process.  If there are more than 10 invoices at POS closing, the consolidation process will be executed as a background job. The consolidated sales invoice will be submitted after the background job is finished. Accounting ledgers will be updated only after the POS Closing Voucher is successfully submitted and the consolidated invoices are generated.4. Upcoming Features
- Sales Invoice integration with POS.