Configuring and Setting Up Point of Sale Settings
The point of sale (POS) settings control the look of the POS screen and how it works: the default client, the receipt template and printing, how entries are recorded (per invoice or per session), credit payment, the available payment methods, the categories allowed for sale, and settling cash differences when a session is closed, along with shifts and devices. This guide explains each setting, its options, its default value, and its effect.
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Note: the POS settings are saved per branch. A branch that hasn’t saved its settings takes the main branch’s settings. Edits reach open POS screens when they are refreshed.
Before You Start
- The point of sale app must be enabled.
- You need the permission to edit general settings.
- Open the POS settings. The page shows these cards: POS Configuration, POS Shifts, POS Devices, Desktop App, and Item Notes and Print Templates.
POS Configuration
Open POS Configuration. After editing, click Save; the message “Settings saved” appears.
1. Interface Design
| Setting | Options (Default) | What It Does |
|---|---|---|
| Show Item and Category Images | Show / Hide (Hide) | Show: the image of each product and category appears, with a smaller text area. Hide: the images are hidden and the text area gets bigger. |
| Default Number Pad | Show / Hide (Hide) | Show: a number pad appears on the screen when editing the quantity, price, or discount. Hide: the device’s keyboard is used. The number pad always stays visible on the payment screen. |
The way categories are displayed (cards or tabs) is chosen by each user from within the POS screen, and it is saved for them.
2. Invoicing
| Setting | Options (Default) | What It Does |
|---|---|---|
| Default Client | A client (POS Client) | The client selected automatically in every new order. The “POS Client” is created when the app is enabled. This client doesn’t enter balance calculations or the account statement, and it appears to all employees, even those who see only their own clients. |
| Default Invoice Template | A template (Thermal Receipt – POS) | The receipt template printed from the point of sale. Manage the templates from Manage Printable Templates. |
| Print the Invoice Automatically After Confirmation | Enabled / Disabled (Disabled) | Enabled: the print window opens automatically after payment is confirmed. Disabled: you print manually from the invoice options. |
| Journal Entry per Invoice | Enabled / Disabled (Disabled) | Disabled: all the session’s invoices are combined into one entry when the session is closed. Enabled: an independent entry is recorded for each invoice. It cannot be changed while a session is open. |
| Enter Product Tracking Data | Enabled / Disabled (Disabled) | Allows selling tracked products (serial number, lot, expiry date) by entering their data in the receipt. Appears only when journal entry per invoice is enabled. If stock requisitions for sales invoices are enabled, the tracking data is recorded in the requisition instead of the point of sale. |
| Credit and Partial Payment | Allowed / Not allowed (Not allowed) | Allows saving an invoice with a paid amount lower than the total or with no payment. Appears only when journal entry per invoice is enabled. When turned off, the sale cannot be completed if the amount paid is lower than the total. |
| Validate Custom Fields | Enabled / Disabled (Disabled) | Shows an alert and prevents saving if a required custom field is left empty in a POS invoice. |
| Assign a Salesperson to Each Product or Service | Enabled / Disabled (Disabled) | Adds a salesperson selection for each line in the order, with the ability to specify a salesperson for the whole invoice. It is enabled automatically when the new bookings app is enabled. |
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Warning: “Journal Entry per Invoice” or “Enter Product Tracking Data” cannot be changed while any session is open; the message “You cannot change this setting while a session is open” appears. Close all sessions first. Open sessions keep the setting they were opened with.
| Comparison | Entry per Session (Default) | Entry per Invoice |
|---|---|---|
| Entries | One combined entry when the session is closed | An independent entry for each invoice as soon as it is issued |
| Credit and partial payment | Not available | Available when enabled |
| Selling tracked products | Not available | Available when enabled |
| Payment method fees | A separate line in the session’s entry | Calculated with each invoice |
3. Payment Methods
| Setting | Options (Default) | What It Does |
|---|---|---|
| Available Options | Enabled / Disabled for each method (Disabled) | The payment methods that appear on the payment screen. “Client Credit Balance” always appears. Add the methods and link them to treasuries from Manage Payment Methods. |
| Default | A method from the enabled ones (Cash) | The method selected automatically at payment. |
The system shows the two most used methods in the latest payments as quick methods on the payment screen.
4. Categories of Items for Sale
| Setting | Options (Default) | What It Does |
|---|---|---|
| Allowed Categories | All categories (default) / All except / Selected only | Determines which products appear in the point of sale according to their category. Products without a category appear in “All categories” and “All except,” and don’t appear in “Selected only.” |
| Categories | Multi-select | The excluded or allowed categories, depending on the previous option. |
5. Settlement Settings
| Setting | Options (Default) | What It Does |
|---|---|---|
| Sales Adjustment | Enabled / Disabled (Disabled) | Adds to the payment screen an option to add or deduct a small amount to correct invoice total differences (such as rounding). |
| Automatic Settlement | Enabled / Disabled (Enabled) | Enabled: when the session is closed, the difference between the expected amount and the amount actually counted is recorded as a profit (surplus) or a loss (shortage). Disabled: the counted amount is adopted without recording a difference line. |
| Profit Account | An account (the default account) | The account in which the cash surplus is recorded. Appears when automatic settlement is enabled. |
| Loss Account | An account (the default account) | The account in which the cash shortage is recorded. |
Example: automatic settlement
The session’s expected cash sales are 5,000, and the cash counted at closing is 4,950: a shortage of 50 is recorded in the loss account.
Settings from Other Pages That Affect the Point of Sale
- Multiple units and scale barcode reading behavior: from the inventory and product settings.
- The default price list, selling below average cost, the minimum price, and the default tax: from the sales and product settings.
- Quotations and sales orders from the point of sale: they follow their enabling in the sales settings.
POS Shifts
From POS Shifts, create shift categories (such as morning, evening) to organize sessions and sales reports. For each shift: the name, the image, the main category, and the description.
POS Devices
- Open POS Devices and click Add.
- Enter the name, choose the warehouse the device sells from (an active warehouse), and the status, then save.
- The warehouse linked to the device is the one the quantities of its sales are deducted from.
- The last device cannot be deleted; there must be at least one device.
- The number of active devices depends on your plan.
POS Permissions
Set from Manage Employee Permissions:
| Permission | What It Allows |
|---|---|
| Open Sessions for All Users | Opening a session in the name of any employee and entering any session. |
| Open Own Sessions | Opening a session for themselves only. |
| Close Sessions for All Users | Closing any session. |
| Close Own Sessions | Closing their own sessions only. |
| View All Sessions | Viewing all sessions and their reports. |
| View Own Sessions Only | Viewing their own sessions only. |
| Confirm Closing of All Sessions | Approving the closing of any session and recording its entry. |
| Confirm Closing of Own Sessions | Approving the closing of their own sessions only. |
| Edit Product Prices | Editing the line’s price on the POS screen. |
| Add Discount | Adding a discount on the POS screen. |
| Delete Session | Deleting a session. |
Frequently Asked Questions
- Why can’t I change the entry method? Because there is an open session; close all sessions, then change the setting.
- Why doesn’t the credit payment option appear? Because it requires enabling “Journal Entry per Invoice” first.
- Why doesn’t a payment method appear in the point of sale? Because it isn’t enabled in “Available Options.”
- Why doesn’t a product appear in the point of sale? Its category may be excluded, or it has no category and the option is “Selected only.”
- How do I sell a product with a serial number from the point of sale? Enable “Journal Entry per Invoice” and then “Enter Product Tracking Data.”
- Why was a shortage recorded when the session was closed? Because the counted cash is less than expected and automatic settlement is enabled.
- Which warehouse are point of sale sales deducted from? From the warehouse linked to the point of sale device.