Configuring and Setting Up Point of Sale Settings

The POS settings control how the selling screen looks and works: the default client, the receipt template, how journal entries are recorded (per invoice or per session), deferred payment, payment methods, the categories allowed for sale, and cash difference adjustments, as well as shifts and devices. This article explains each setting, its options, its default value and its effect.

How to get there

• Direct link: POS Settings
• From the menu: click Point of Sales, then POS Settings.
• The page shows the following cards: POS Configuration, POS Shifts, POS Devices, Desktop Application, Item Notes, and Printable Templates.

Steps: edit the POS settings

1. Open POS Settings.
2. Click the POS Configuration card.
3. Choose the section from the side menu: Layout & Interface, Billing, Payment Methods, Sellable Product Categories, or Adjustments Settings.
4. Edit the settings you need.
5. Click Save at the top of the page. The message Settings have been saved appears. To cancel your changes without saving, click Discard.

Fields and sections explained

Layout & Interface

Field	Description	Required	Shown when
Display Items & Categories Images	Display image, smaller text area: the image of each product and category is shown. Hide image, larger text area (default): images are hidden and the text area is larger.	No	Always
Virtual Num Pad	Show: an on-screen number pad appears when you edit the quantity, price or discount. Hide (default): the device keyboard is used. The number pad always stays visible on the payment screen.	No	Always

How categories are displayed (cards or tabs) is chosen by each user from within the selling screen, and it’s saved for them.

Billing

Field	Description	Required	Shown when
Default Client	The client selected automatically in every new order. A “POS Client” is created when the app is activated, and it’s the default. This client isn’t included in balance and statement calculations, and it’s visible to all staff, even those who see only their own clients.	No	Always
Default Receipt Layout	The receipt template printed from the POS. Default: thermal receipt (POS). To manage templates, click Manage Printable Templates.	No	Always
Print Receipt Automatically After Payment	Enabled: the print window opens automatically after the payment is confirmed. Disabled (default): you print manually from the invoice options.	No	Always
Journal Entry Per Invoice	Disabled (default): the session’s invoices are combined into one entry when the session is closed. Enabled: a separate entry is recorded for each invoice. It can’t be changed while there’s an open session.	No	Always
Tracking Data Entry in POS	Lets you sell tracked products (serial number, lot, expiry date) by entering their data on the receipt. Default: disabled. If stock requisitions are enabled for sales invoices, the tracking data is recorded on the requisition instead of in the POS.	No	When Journal Entry Per Invoice is enabled
Deferred and Partial Payment	Allowed: lets you save an invoice with a paid amount less than the total, or without payment. Not allowed (default): the sale can’t be completed if the amount paid is less than the total.	No	When Journal Entry Per Invoice is enabled
Custom Fields Validations	Enabled: shows an alert and prevents saving if a required custom field is left empty on a POS invoice. Default: disabled.	No	Always
Assign Salesperson to Each Product or Service	Adds a salesperson selection for each line in the order, with the option to set a salesperson for the whole invoice. Default: disabled; it’s enabled automatically when the new Bookings app is activated.	No	Always

Payment Methods

Field	Description	Required	Shown when
Enabled Options	The payment methods that appear on the payment screen. “Client Credit” always appears. To add payment methods and link them to treasuries, click Manage Payment Methods.	No	Always
Default	The method selected automatically at payment, from the enabled methods. Default: Cash.	No	Always

The system shows the two most used methods in recent payments as quick options on the payment screen.

Sellable Item Categories

Field	Description	Required	Shown when
Allowed Categories	All Categories (default), All Except, or Include Only. Determines which products appear on the selling screen based on their category. Products without a category appear with All Categories and All Except, and don’t appear with Include Only.	No	Always
Categories	The excluded or allowed categories, depending on the previous option. You can choose more than one category.	No	When All Except or Include Only is selected

In the side menu, this section is named Sellable Product Categories, and its title on the page is Sellable Item Categories.

Example: to hide the products of an “Internal supplies” category from the selling screen, choose All Except, then choose the category in Categories, and click Save. Products in this category no longer appear on the selling screen after it’s refreshed, and the other products stay visible.

Adjustments Settings

Field	Description	Required	Shown when
Sales Adjustment	Enabled: adds an option on the payment screen to add or deduct a small amount to correct differences in the invoice total, such as rounding. Default: disabled.	No	Always
Auto Adjustment	Enabled (default): 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 accepted without recording a difference line.	No	Always
Profit Account	The account the cash surplus is recorded in. Default: Default Account.	No	When Auto Adjustment is enabled
Loss Account	The account the cash shortage is recorded in. Default: Default Account.	No	When Auto Adjustment is enabled

Example: the session’s expected cash sales are 5,000, and the cash counted at closing is 4,950. With Auto Adjustment enabled, a shortage of 50 is recorded in the Loss Account.

POS shifts and devices

POS Shifts

From POS Shifts, create shifts, such as morning and evening, to organize sessions and sales reports. Each shift has a name, an image, a parent category and a description.

POS Devices

1. Open POS Devices and click New Device.
2. Enter the name, choose the store the device sells from (an active warehouse) and the status, then click Save.

• The store linked to the device is the one its sales quantities are deducted from.
• You can’t delete the last device; there must be at least one device.
• The number of active devices depends on your plan.

POS permissions

Set these from Roles:

Permission	What it allows
Open Sessions for All Users	Open a session in any staff member’s name and enter any session.
Open Sessions for Himself	Open a session for themselves only.
Close Sessions for All Users	Close any session.
Close Sessions for Himself	Close their own sessions only.
View All Sessions	View all sessions and their reports.
View His Sessions	View their own sessions only.
Validate All Sessions	Confirm the closing of any session and record its entry.
Validate His Sessions	Confirm the closing of their own sessions only.
Edit Product Price	Edit a line’s price on the selling screen.
Add Discount	Add a discount on the selling screen.
Delete Session	Delete a session.

Rules and restrictions

• You can’t change Journal Entry Per Invoice or Tracking Data Entry in POS while any session is open. Open sessions keep the setting they were opened with.
• When you turn off Journal Entry Per Invoice, Deferred and Partial Payment and Tracking Data Entry in POS are turned off too.
• Settings are saved per branch, and a branch that hasn’t saved its own settings uses the main branch’s settings.

Error messages and solutions

Cause	Message	Solution
Trying to change Journal Entry Per Invoice or Tracking Data Entry in POS while a session is open.	You cannot change in this setting while there’s an open session	Close all open sessions from POS Sessions, then change the setting.
The user doesn’t have the Edit General Settings permission.	You are not allowed to access this page	Ask the account owner to add the permission to your role from Roles.

Effect on the system

The setting with the biggest effect on the accounts is Journal Entry Per Invoice:

Aspect	Entry per session (default)	Entry per invoice
Journal entries	One combined entry when the session is closed	A separate entry for each invoice as soon as it’s issued
Deferred 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 entry	Calculated with each invoice

Auto Adjustment records the cash difference at session closing in the Profit Account or the Loss Account. The other settings only change how the selling screen looks and behaves.

Related cases and settings

• Branches: each branch has its own settings. If a branch hasn’t saved its settings, it uses the main branch’s settings.
• Stock requisitions: if stock requisitions are enabled for sales invoices, tracking data is recorded on the requisition instead of in the POS.
• The new Bookings app: activating it automatically enables Assign Salesperson to Each Product or Service.
• Inventory settings: multiple units, and how scale barcodes are read.
• Sales and product settings in Sales Settings: the default price list, selling below average cost, the minimum price, the default tax, and enabling estimates and sales orders in the POS.

FAQ

How do I remove a product from an order in POS?

The solution depends on what you need:

• To hide a product from the selling screen so it can’t be ordered: open POS Configuration, then Sellable Product Categories. Choose All Except, select the product’s category in Categories, then click Save. The product is hidden along with all the products in its category, so if you want to hide only one product, put it in a category of its own first.
• To delete a product you added to an open order: no setting is needed. On the Start Selling screen, select the product in the order list, then click the trash button below the list (named Remove Order Item), or press Delete on the keyboard. To remove all products, click the three-dots button (Order Details) then Remove All Items. Deletion is available before payment only.

Why can’t I change how journal entries are recorded?

Because there’s an open session. Close all sessions, then change the setting.

Why doesn’t the deferred payment option appear?

Because it requires Journal Entry Per Invoice to be enabled first.

Why doesn’t a payment method appear in the POS?

Because it isn’t enabled in Enabled Options in the Payment Methods section.

Why doesn’t a product appear in the POS?

Its category may be excluded in Sellable Item Categories, or it has no category and the selected option is Include Only.

How do I sell a product with a serial number from the POS?

Enable Journal Entry Per Invoice, then Tracking Data Entry in POS.

Why was a shortage recorded when the session was closed?

Because the counted cash is less than expected and Auto Adjustment is enabled.

Which warehouse are POS sales deducted from?

From the warehouse linked to the POS device in POS Devices.