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Chapter 3

Point of Sale (POS)

POS is the screen you'll use most — it's how every sale, whether to a walk-in customer or a registered one, gets rung up.

3.1 Recording a sale#

  1. Open “POS” from the top menu.
  2. Choose the customer. Depending on your settings, the sale starts on “Walk-in Customer” or with no customer selected; search for and select a registered customer to tie the sale to their account.
  3. Find products: type into the search box (by name, SKU, or barcode), scan a barcode, or tap a tile in the product grid — you can also filter the grid by category tab. A scanned item goes straight into the cart.
  4. For each item added to the cart, adjust the quantity with the + / − buttons or by typing a number, and add a per-line discount if needed.
  5. Review the Subtotal, apply an overall Discount if needed, and confirm the Total. If your business charges tax on sales, a Tax row with its rate sits above the Total (section 12.3).
  6. Choose a Payment Method: 💵 Cash, 📱 Mobile, 🏦 Bank, 💰 Deposit, or 📝 Credit.
  7. For Cash / Mobile / Bank, pick a Deposit Account and enter the Amount Tendered (or tap “Exact”) — change or balance due is calculated automatically.
  8. Add an optional Note.
  9. Click “✓ Complete Sale.” A receipt appears with options to Print, start a New sale, or Close.

Which branch the sale goes to. If your business has more than one branch, a “🏢 Selling from” label under the POS heading names the branch the sale will be recorded at, and whose stock it uses. For a company-wide user viewing 🌐 All branches the label turns amber, as a reminder that the sale still goes to your active branch: to sell from a different branch, pick it in the branch switcher at the top first (section 2.3).

3.2 Walk-in customers, credit, and deposits#

  • Walk-in customers pay in full. A walk-in sale can't be on Credit, can't use Deposit, and can't leave any balance owing. To let someone pay part now and owe the rest, select (or add) them as a registered customer. If you switch the customer to Walk-in after choosing Credit or Deposit, that payment choice is cleared.
  • Deposit only appears for a registered customer who has money on deposit. If the deposit doesn't cover the whole sale, the POS warns “Insufficient balance. Will apply partial payment of …” — the deposit is used up and the rest is left owing.
  • Credit is only for registered customers, and a customer who still has a deposit balance must use it before buying on credit.
  • Credit limit: after the sale, a customer may owe at most their credit limit. A sale that would take them past it is refused. A customer with a credit limit of 0 can't leave anything owing.

3.3 Selling products tracked by batch and expiry#

If your business tracks batches and expiry dates (Chapter 10), you don't need to pick a batch at the till. For each tracked product, the POS takes stock from the batch that expires soonest, and records which batches each sale line came from.

  • Product tiles and search results show how much of a product's stock is expired, e.g. “3 pcs expired.”
  • If your settings don't allow selling expired stock (the default), expired stock doesn't count as available: you can't add more than the in-date quantity, and a product whose stock is all expired can't be added at all.
  • If your settings allow it with a warning, in-date stock is still sold first; expired stock is only used once that runs out, and the cart line is flagged “⚠ Includes expired stock.”
  • The sale's detail page lists the batch number and expiry date of the stock sold on each line, so a sale can be traced back to its batch.

3.4 Back-dating a sale#

Users with the “Back-date Sales” permission see an extra Sale Date field on the POS screen, letting them record a sale as having happened on an earlier date — useful for entering historical records.

To enter many past sales at once, such as the sales made between a stock count and your first day on IBS, import them (section 4.7).

3.5 Selling damaged stock#

When damaged stock is switched on (section 9.4), a product with damaged items at your branch shows how many, such as “3 damaged,” in the product grid and search results. Damaged items only sell on a cart line switched to Damaged.

  1. Add the product to the cart as usual. It goes on a normal line, which sells undamaged stock.
  2. Click “Damaged?” under the product's name in the cart. The line turns to “✓ Damaged” and now sells damaged items only, up to the number damaged.
  3. Enter the quantity and the discount you're giving for the damage, then complete the sale as usual.

3.6 Selling services#

When selling services is switched on (section 8.5), services appear in the product grid and search results marked “Service” instead of a stock count. They go into the cart like any product, and because a service has no stock, it never runs out.

  • A service with a fixed price sells at its selling price, like a product.
  • A service set to “Price set at sale” gets a price box on its cart line, and the cursor jumps to it when you add the service. Type the price for this job. The sale can't be completed until every such line has a price.
  • Quantities, discounts, tax, payment, and the receipt work as for any product, and one sale can mix products and services.
  • Voiding a sale puts its products back into stock; its services have no stock to return.