Point of Sale

The Point of Sale (POS) module enables the processing of sales transactions at the point of purchase.
It serves as an interface where sales can be recorded and processed seamlessly in real-time.
It supports the creation of custom payment methods and the automatic accounting of tips, discounts, and fees.
The POS module is essential when dealing with customer-facing retail transactions, ensuring an accurate and efficient accounting of sales transactions. This page details the settings and configuration necessary to facilitate the operation of the POS module.

This page lists the settings and explains how to set up the POS module.

Settings

User Settings

Navigation: Main Menu > Office > My Organisation > Staff (tab) > Double-click to open a Staff File > Settings (tab).

Point of Sale (PoS): Access Allowed: The options are Yes or No.
Point of Sale (PoS): Add Custom Items - Access Allowed: The options are Yes or No.
Point of Sale (PoS): Cancel Orders - Access Allowed: The options are Yes or No.
Point of Sale (PoS): Cashups - Access Allowed:
- The options are None, User, and Supervisor.
- Supervisor rights are required to change the Status of a Cashup to Complete.
Point of Sale (PoS): Decrease Qty - Access Allowed: The options are Yes or No.
Point of Sale (PoS): Default: Inventory Location: The options are the list of inventory locations.
Point of Sale (PoS): Delete Items - Access Allowed: The options are Yes or No.
Point of Sale (PoS): Delete Receipts - Access Allowed: The options are Yes or No.
Point of Sale (PoS): Edit Items - Access Allowed: The options are Yes or No.
Point of Sale (PoS): Edit Prices - Access Allowed: The options are Yes or No.
Point of Sale (PoS): Import Sales Orders to PoS - Access Allowed: The options are Yes or No.
Point of Sale (PoS): Login - PIN No.: Enter a value to be set as the login PIN.
Point of Sale (PoS): Transfer orders to another user - Access Allowed: The options are Yes or No.
Point of Sale (PoS): View Transactions from other users
- The options are None, Read-Only, and Full Access.
- Full Access rights are required to edit other users' transactions.

General Settings

Navigation: Main Menu > Setup > Settings & Defaults > Settings (tab)

Accounting: Denominations: Set up currency denominations.
Point of Sale (POS): Caption: User-defined Number field 1: Enter text captioning the first user field for Sales Orders in the (POS).
Point of Sale (POS): Caption: User-defined Number field 2: Enter text captioning the second user field for Sales Orders in the (POS).
Point of Sale (POS): Caption: User-defined Number field 3: Enter text captioning the third user field for Sales Orders in the (POS).
Point of Sale (POS): Customer used for Cash Sales: Sets a default Customer for POS Sales Orders (normally Cash Sales).
Point of Sale (POS): Job Category for POS transactions: Sets the default Sales Order job category for POS sales.
Point of Sale (POS): Ledger Entry Type for Customer Receipts: Select an entry type (normally Customer Receipts).
Point of Sale (POS): Login - Activate User Login: The options are Yes or No.
Point of Sale (POS): Login - Idle time before User is logged out (Seconds): Enter a numeric value.
Point of Sale (POS): Lookup list for Reference field: Edit to open up a lookup list where pre-selected references can be added or removed.
Point of Sale (POS): Service Category: Select a service category to be displayed on the POS.
Point of Sale (POS): Template used to print Pro-Forma: .rtm template used for printing sales order in the POS.
Point of Sale (POS): Template used to print Receipts: .rtm template used for printing customer receipts in the POS.

How to Setup POS Payment Methods

Payment Methods are set up using position-sensitive line items and preset defaults.
Each payment method requires a Description, Dr Account, and Default.
You must add line items for each payment method, and for Total, Change, Tips, and Outstanding.

How to Add Payment Methods

⚠️ Ensure all Payment Methods are listed above the Total line item.

Navigate to Main Menu > Setup > Accounting > PoS Payment Types (tab)
Click Add Payment Type (button) to create a new line item.
Under Description (column), enter the name of the payment method (e.g. EFT)
Under the Dr Account (column), select the appropriate account to debit for this payment method (e.g., Bank 1234 - Assets).
Leave the Default (column) blank for all payment methods, except for Cash, which must have the default set to Cash.

Line items can be reordered by right clicking a line item and selecting Move Up or Move Down from the context menu.

How to Add Total Function

Create a new line item and enter Total in the Description (column).
Leave the Dr Account (column) blank.
Set the Default (column) to Total.

How to Add Change Function

⚠️ Ensure Change is listed below the Total line item and above the Outstanding line item.

Create a new line item and enter Change in the Description (column).
Under the Dr Account (column), select the same account used for the Cash payment type.
Set the Default (column) to Change.

How to Add Tips Function

⚠️ Ensure Tips are listed below the Change line item and above the Outstanding line item.

Create a new line item and enter Tips in the Description (column).
Under the Dr Account (column), select the appropriate Dr Account (e.g., Accrual - Tips).
Set the Default (column) to Tip.

How to Add Outstanding Function

Create a new line item and enter Outstanding in the Description (column).
Leave the Dr Account (column) blank.
Set the Default (column) to Outstanding.
Make sure Outstanding is the last line item.

Summary

The PoS Payment Types should include these fields:

Description > Dr Account > Default
Cash > Cash - Assets > Cash
EFT > Bank 12345 - Assets > n/a
Total > n/a > Total
Change > Cash - Assets > Change
Cash Tips > Cash Tips Payable - Liabilities > Tip
Card Tips > Card Tips Payable - Liabilities > Tip
Outstanding > n/a > Outstanding

How to Setup Denominations for POS Cashups

Currency denominations are used in the Point of Sale - Cashups module to facilitate the accurate accounting of cash on hand. The module uses the denominations setup to track the specific quantity of each currency denomination held.

Navigate to Main Menu > Setup > Accounting > Settings (tab).
Click the arrow next to Currencies to expand the group.
Click on Edit next to Denominations.
Enter the Currency in words and symbols (e.g., Two Hundred Rand - R200) under the Description (column).
Enter the value of the Currency in numbers under the Value (column).
Add an Image of the denomination by selecting the dropdown menu under the Image (column), right-clicking > Load or Paste.
- Note: Find specimen images on the website of your central bank (e.g. The South African Reserve Bank).

How to Setup Items on POS

The POS module displays items from the materials list that are categorised as POS or Finished Goods & POS by type. Setting an item type to POS will display the item on the POS module sales while setting an item type to Finished Goods & POS will allow the item to be used in Quotations and Sales Orders outside the POS module.

Navigate to Main Menu > Materials > Setup Materials.
Double click the desired Material Item.
Click the Edit (button).
Navigate to Detail (tab).
Locate the Type (field).
Click on the drop down and select either POS or Finished Goods & POS.

How to Setup Price Ranges for Items

Price Ranges allow for the pricing of Units based on the Quantity purchased within specified intervals. When the item with a Price Range is selected in the POS module, the Preview Item (window) will pop-up to facilitate the accurate selection of Quantities.

Navigate to Main Menu > Materials > Setup Materials.
Double click the desired Material Item.
Click the Edit (button).
Located the Price Type (field).
Click the drop-down icon.
Select Price Range.
Navigate to Costs & Prices (tab).
Under Costs & Selling Prices (section), enter the Starting and Ending Quantities of the price into the Qty From (column) and Qty To (column).
Enter the unit selling price into the Sell Price (column).

How to Setup Fixed Quantity Prices for Items

Fixed Quantity prices are where specific prices are assigned to a Fixed Quantity of Items without available pricing for intermediate Quantities. When the Item with a Fix Quantity is selected in the POS module, the Preview Item (window) will pop-up to facilitate the accurate selection of Quantities.

Navigate to Main Menu > Materials > Setup Materials.
Double click the desired Material Item.
Click the Edit (button).
Located the Price Type (field).
Click the dropdown icon.
Select Fixed Qty.
Navigate to Costs & Prices (tab).
Under Costing & Selling Prices, enter the desired selling quantity into the Qty (column).
Enter the total selling price into the Sell Price (column).

How to use Batch Updates when Setting Sell Prices

The Batch Update within the Cost & Selling Prices (section) facilitates the Adjustment of Selling Prices based on a specified Markup or Gross Profit Percentage.

Additionally, it rounds either the VAT Inclusive or Exclusive Selling Price to the nearest specified value.

Navigate to Main Menu > Materials > Setup Materials.
Double click the desired Material Item.
Click the Edit (button).
Navigate to Costs & Prices (tab).
Under Costs & Selling Prices (section), locate Batch Update.
Select the drop down adjacent to Set Sell Price and select either MU (Markup) or GP (Gross Profit).
Locate the input field directly to the right in order to set the MU or GP percentage.
Select the drop down adjacent to Round to and select either VAT Exc. or VAT Inc.
Locate the input field directly to the right in order to set the Round Up value.
Shift-left click to select multiple selling prices.
Select Update (button).

How to Setup Barcode for Items

The POS module allows items to be found using a barcode and uses the Selling Price of an Item linked to the Barcode.

Navigate to Main Menu > Materials > Setup Materials.
Double click the desired material item.
Click the Edit (button).
Navigate to Costs & Prices (tab).
Under Costs & Selling Prices (section), locate the Field Chooser (*) and check Barcode (checkbox).
Enter the code into the Barcode (column).