Why POS Invoices Don’t Affect the Stock and Treasury Balances

The effect of POS invoices on the inventory and the treasury doesn’t always happen at the moment of sale; it depends on the session’s accounting method, on validating the session close, on the requisitions, and on who received the cash. This guide explains when the effect appears in each case, all the reasons why the inventory or the treasury doesn’t change, and how to solve each one.

First: Know the Session’s Accounting Method

The accounting method is set by the option Journal Entry Per Invoice in POS Configuration (section Billing):

Option	Accounting Method
Disabled	Accounting per session: the session’s invoices are grouped into combined entries, and the journal entries and requisitions are created after the session close is validated.
Enabled	Accounting per invoice: a separate journal entry is created for each invoice when it is saved.

When Are Requisitions Created for POS Invoices?

The effect on inventory in POS depends on three settings:

POS settings: Journal Entry Per Invoice	Inventory settings: Requisitions for Sales Invoices	What Happens
Disabled	(Any status)	A combined requisition is created for the session when its close is validated, with the status Under Delivery, and it must be confirmed manually. It can’t be deleted; it can only be confirmed or rejected.
Enabled	Enabled	A requisition is created for each invoice separately, and it must be confirmed.
Enabled	Disabled	No requisitions are created, and the stock is deducted automatically from the invoice, provided that Mark Sales Invoices as Delivered by Default is enabled in the sales settings (enabled by default).

When Are the Inventory and Treasury Affected?

	Accounting per Session	Accounting per Invoice
Inventory (Requisitions for Sales Invoices Disabled)	It may be deducted temporarily with each invoice during the session, but this deduction is canceled when the session is closed. After validation, a combined requisition is created for the session with the status Under Delivery, and the stock is deducted only after it is confirmed.	Deducted as soon as the invoice is saved if Mark Sales Invoices as Delivered by Default is enabled in Invoicing Settings (enabled by default), and doesn’t need the session validation.
Inventory (Requisitions for Sales Invoices Enabled)	Not deducted during the session. After validation, the session’s combined requisition is created, and the stock is deducted after it is confirmed.	A requisition is created for each invoice with the status Under Delivery, and the stock is deducted after each requisition is confirmed.
Treasury	No payment entries are made before validation. On validation, the received amounts are recorded in the selected treasury or employee custody.	Each invoice’s payments are recorded immediately in Employee Custody (the cashier who owns the session), and they move to the treasury only when the session close is validated.
Cash Movements	Recorded immediately between the cashier’s custody and the treasury or the employee specified in the movement.	Same as above.

Causes and Solutions

#	Cause	How to Check	Solution
1	The session wasn’t validated.	The session status in POS Sessions is Open or Closed.	Close the session, then click Validate Session. Details
2	The session’s combined requisition wasn’t confirmed (accounting per session).	The tab Requisitions on the session page, with the requisition status Under Delivery.	Open the requisition and click Confirm. Details
3	The invoices’ requisitions weren’t confirmed (accounting per invoice with Requisitions for Sales Invoices).	The requisitions linked to the invoices in Requisitions with the status Under Delivery.	Confirm the requisitions from Requisitions.
4	The session validation was canceled.	The status is Closed after it was Validated, and the activity log shows Unvalidate POS Session.	Unvalidating deletes the session’s journal entries and its combined requisitions, even the confirmed ones. Validate the session again, then confirm the new requisition.
5	The cash was delivered to Staff and not to Treasury.	On the validation page, Delivered To = Staff.	The amount is in that employee’s custody, not in the treasury. Unvalidate the session and validate it again choosing a treasury, or transfer the amount from the custody to the treasury.
6	The payment method isn’t cash.	Payments by cards and other methods.	They go to the treasury linked to the payment method in Payment Methods, or to the employee’s main treasury if they don’t have permission to deposit in the method’s treasury. Check that treasury.
7	The invoice is unpaid or partially paid, or it was paid from the client’s balance.	The invoice is Unpaid or paid from the client’s balance.	Deferred amounts and amounts paid from the client’s balance don’t enter the treasury, and remain on the client’s account.
8	The product doesn’t track stock.	The option Track Stock is disabled in the product.	Products and services that don’t track stock have no stock movements created for them.
9	You’re checking another warehouse.	The session’s warehouse is the POS device’s warehouse at the time the session was opened.	Check the balance of the session’s warehouse, not the device’s current warehouse if it has changed.
10	You’re checking a date other than the close date.	The session’s journal entries and combined requisition are dated with the session close date.	Widen the report period to include the session close date.
11	The order is on Hold in the sales screen and wasn’t paid.	The order is saved in the sales screen on the device only and wasn’t issued as an invoice.	Complete the payment on the order to save it as an invoice.
12	The invoice hasn’t reached the account yet.	The sale was made offline from the desktop app or the mobile app, and the invoice doesn’t appear in the Invoices tab of the session.	Run the app with an internet connection to send the sales; the invoice has no effect before it reaches the account.

Validating the Session and Delivering the Cash

1. Open the session from POS Sessions. If it’s Open, click Close Session, set the close date and time, then click Save.
2. Click Validate Session (or you go to it automatically after closing if you have the permission).
3. Enter Counted for each payment method.
4. For the Cash row, choose Delivered To: Treasury then the treasury, or Staff then the employee (their password is required if it isn’t you and you aren’t the account owner).
5. Click Confirm; the session becomes Validated and the session’s journal entries are created.

Confirming the Session’s Requisitions

In accounting per session, after validation the system creates a combined requisition for the session on its warehouse: POS Shift Outbound for the sales quantities, andPOS Shift Inbound for the returns quantities, with the status Under Delivery and the session close date. To confirm it:

1. Open the session, then open the tab Requisitions. Or open Requisitions.
2. Open the requisition and click Confirm. Or select multiple requisitions in Requisitions and choose Accept from the bulk actions.
3. The requisition status changes to Accepted and the stock is deducted (or added in the returns requisition).

Error Messages and Their Solutions

Message Shown	Cause	Solution
You can’t change this setting while there is an open session	You’re trying to change Journal Entry Per Invoice or Tracking Data Entry in POS while there is an open session.	Close all open sessions, then change the setting. The change applies to new sessions only.
You are not allowed to access this page	You opened the edit page of a session requisition, or you don’t have Edit Requisition permission when confirming.	Confirm the requisition with the button Confirm instead of editing it, or request the permission.
Under-delivery requisitions linked to other operations can’t be deleted	You’re trying to delete a session requisition (in accounting per session).	Confirm or reject the requisition instead of deleting it.

Important Notes

• In accounting per session, closing the session without validating it cancels any temporary deduction made during sales; so the stock balance may rise after closing, then fall after validation and confirming the requisition.
• Reopening the session or unvalidating it deletes the session’s journal entries and combined requisitions; they are recreated on the next validation.
• In accounting per invoice, the session’s payments stay in the cashier’s custody until validation; so check the balance of Employee Custody if you don’t find the amount in the treasury.
• Differences between the expected and received amounts are recorded on validation in the profit or loss account set in the adjustment settings, and only the amount actually received is added to the treasury.

Frequently Asked Questions

I closed the session and the treasury wasn’t affected. Why?

Closing alone isn’t enough; you must click Validate Session and choose the treasury that receives the cash.

I validated the session and the inventory wasn’t affected. Why?

Because the session uses accounting per session, and the combined requisition is still Under Delivery; confirm it from the tab Requisitions.

I enabled Journal Entry Per Invoice and an old session didn’t change. Why?

Because the accounting method is saved when the session opens; the change applies to new sessions only.

Why did the stock balance increase after closing the session?

In accounting per session, the temporary deduction for each invoice is canceled on closing, and the deduction is made again through the combined requisition after validation and confirming the requisition.

Where do I find the amount if it doesn’t appear in the treasury?

In Employee Custody: the cashier’s custody if the session wasn’t validated (in accounting per invoice), or the custody of the employee selected in Delivered To permission when confirming.

Card payments went to an unexpected treasury. Why?

Because they go to the treasury linked to the payment method in Payment Methods, or to the employee’s main treasury if they don’t have permission to deposit in it.

I unvalidated the session and its effect on the inventory disappeared. Is this normal?

Yes; unvalidating deletes the session’s combined requisitions. Validate the session again, then confirm the new requisition.

Can POS requisitions be canceled?

The combined requisitions of POS sessions can’t be canceled or deleted; they can only be confirmed or rejected. This applies to accounting per session, that is, when Journal Entry Per Invoice is disabled in POS Configuration. If you enable Journal Entry Per Invoice and Requisitions for Sales Invoices is disabled in Inventory & Products Settings, no requisitions will be created in future sessions, and the inventory is affected automatically. The details are in When Are Requisitions Created for POS Invoices?.

How do I make the POS effect on inventory automatic?

To make the POS effect on inventory automatic without requisitions: close all open sessions, then enable Journal Entry Per Invoice in POS Configuration, disable Requisitions for Sales Invoices in Inventory & Products Settings, and make sure to enable Mark Sales Invoices as Delivered by Default in Invoicing Settings within the sales settings (it’s enabled by default). The settings apply to new sessions only.