{"id":157788,"date":"2026-11-01T14:00:59","date_gmt":"2026-11-01T14:00:59","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=tutorial&p=157788"},"modified":"2026-11-09T13:18:37","modified_gmt":"2026-11-09T13:18:37","slug":"why-pos-invoices-dont-affect-the-stock-and-treasury-balances","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/why-pos-invoices-dont-affect-the-stock-and-treasury-balances\/","title":{"rendered":"Why POS Invoices Don\u2019t Affect the Stock and Treasury Balances"},"content":{"rendered":"
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The effect of POS invoices on the inventory and the treasury doesn\u2019t always happen at the moment of sale; it depends on the session\u2019s 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\u2019t change, and how to solve each one.<\/p>\n

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Required Permissions<\/span>Validate All Sessions<\/strong> or Validate His Sessions<\/strong> to validate the session close,Edit Requisition<\/strong> to confirm requisitions, andView Requisition<\/strong> to view them. These are set from Employee Roles<\/strong><\/a>.<\/span><\/div>\n
How to Access<\/span>Direct link to sessions: POS Sessions<\/strong><\/a>, to requisitions: Requisitions<\/strong><\/a>, and to setting the accounting method: POS Configuration<\/strong><\/a>. Or from the main menu: POS<\/strong> \u2192 POS Sessions<\/strong>.<\/span><\/div>\n<\/div>\n
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Contents<\/p>\n

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  1. First: Know the Session\u2019s Accounting Method<\/strong><\/a><\/li>\n
  2. When Are Requisitions Created for POS Invoices?<\/strong><\/a><\/li>\n
  3. When Are the Inventory and Treasury Affected?<\/strong><\/a><\/li>\n
  4. Causes and Solutions<\/strong><\/a><\/li>\n
  5. Validating the Session and Delivering the Cash<\/strong><\/a><\/li>\n
  6. Confirming the Session\u2019s Requisitions<\/strong><\/a><\/li>\n
  7. Error Messages and Their Solutions<\/strong><\/a><\/li>\n
  8. Important Notes<\/strong><\/a><\/li>\n
  9. Frequently Asked Questions<\/strong><\/a><\/li>\n<\/ol>\n<\/div>\n

    First: Know the Session\u2019s Accounting Method<\/h2>\n

    The accounting method is set by the option Journal Entry Per Invoice<\/strong> in POS Configuration<\/strong><\/a> (section Billing<\/strong>):<\/p>\n\n\n\n\n\n
    Option<\/th>\nAccounting Method<\/th>\n<\/tr>\n
    Disabled<\/td>\nAccounting per session: the session\u2019s invoices are grouped into combined entries, and the journal entries and requisitions are created after the session close is validated.<\/td>\n<\/tr>\n
    Enabled<\/td>\nAccounting per invoice: a separate journal entry is created for each invoice when it is saved.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
    \n

    \u26a0<\/span><\/p>\n

    Warning:<\/strong> The accounting method is saved for each session when it opens, so changing the option doesn\u2019t change previously opened sessions. It also can\u2019t be changed while there is an open session, and this message appears: You can\u2019t change this setting while there is an open session<\/strong>.<\/p>\n<\/div>\n

    \n

    \ud83d\udec8<\/span><\/p>\n

    Note:<\/strong> When you disable Journal Entry Per Invoice<\/strong>, these options are disabled automatically: Deferred and Partial Payment<\/strong> and Tracking Data Entry in POS<\/strong>.<\/p>\n<\/div>\n

    When Are Requisitions Created for POS Invoices?<\/h2>\n

    The effect on inventory in POS depends on three settings:<\/p>\n\n\n\n\n\n\n
    POS settings: Journal Entry Per Invoice<\/th>\nInventory settings: Requisitions for Sales Invoices<\/th>\nWhat Happens<\/th>\n<\/tr>\n
    Disabled<\/td>\n(Any status)<\/td>\nA combined requisition is created for the session when its close is validated, with the status Under Delivery<\/strong>, and it must be confirmed manually. It can\u2019t be deleted; it can only be confirmed or rejected.<\/td>\n<\/tr>\n
    Enabled<\/td>\nEnabled<\/td>\nA requisition is created for each invoice separately, and it must be confirmed.<\/td>\n<\/tr>\n
    Enabled<\/td>\nDisabled<\/td>\nNo requisitions are created, and the stock is deducted automatically from the invoice, provided that Mark Sales Invoices as Delivered by Default<\/strong> is enabled in the sales settings (enabled by default).<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
    \n

    \ud83d\udec8<\/span><\/p>\n

    Note:<\/strong> The setting Journal Entry Per Invoice<\/strong> is saved with the session when it opens, so the change applies only to new sessions and doesn\u2019t change open or closed sessions.<\/p>\n<\/div>\n

    When Are the Inventory and Treasury Affected?<\/h2>\n\n\n\n\n\n\n\n
    <\/th>\nAccounting per Session<\/th>\nAccounting per Invoice<\/th>\n<\/tr>\n
    Inventory<\/strong> (Requisitions for Sales Invoices<\/strong> Disabled)<\/td>\nIt 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<\/strong>, and the stock is deducted only after it is confirmed.<\/td>\nDeducted as soon as the invoice is saved if Mark Sales Invoices as Delivered by Default<\/strong> is enabled in Invoicing Settings<\/strong><\/a> (enabled by default), and doesn\u2019t need the session validation.<\/td>\n<\/tr>\n
    Inventory<\/strong> (Requisitions for Sales Invoices<\/strong> Enabled)<\/td>\nNot deducted during the session. After validation, the session\u2019s combined requisition is created, and the stock is deducted after it is confirmed.<\/td>\nA requisition is created for each invoice with the status Under Delivery<\/strong>, and the stock is deducted after each requisition is confirmed.<\/td>\n<\/tr>\n
    Treasury<\/strong><\/td>\nNo payment entries are made before validation. On validation, the received amounts are recorded in the selected treasury or employee custody.<\/td>\nEach invoice\u2019s payments are recorded immediately in Employee Custody<\/strong> (the cashier who owns the session), and they move to the treasury only when the session close is validated.<\/td>\n<\/tr>\n
    Cash Movements<\/strong><\/td>\nRecorded immediately between the cashier\u2019s custody and the treasury or the employee specified in the movement.<\/td>\nSame as above.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
    \n

    \ud83d\udec8<\/span><\/p>\n

    Note:<\/strong> Summary: in both methods, the session\u2019s money reaches the treasury only after Validate Session<\/strong>. In accounting per session, the inventory is affected only after validation and confirming the combined requisition.<\/p>\n<\/div>\n

    Causes and Solutions<\/h2>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
    #<\/th>\nCause<\/th>\nHow to Check<\/th>\nSolution<\/th>\n<\/tr>\n
    1<\/td>\nThe session wasn\u2019t validated.<\/td>\nThe session status in POS Sessions<\/strong><\/a> is Open<\/strong> or Closed<\/strong>.<\/td>\nClose the session, then click Validate Session<\/strong>. Details<\/strong><\/a><\/td>\n<\/tr>\n
    2<\/td>\nThe session\u2019s combined requisition wasn\u2019t confirmed (accounting per session).<\/td>\nThe tab Requisitions<\/strong> on the session page, with the requisition status Under Delivery<\/strong>.<\/td>\nOpen the requisition and click Confirm<\/strong>. Details<\/strong><\/a><\/td>\n<\/tr>\n
    3<\/td>\nThe invoices\u2019 requisitions weren\u2019t confirmed (accounting per invoice with Requisitions for Sales Invoices<\/strong>).<\/td>\nThe requisitions linked to the invoices in Requisitions<\/strong><\/a> with the status Under Delivery<\/strong>.<\/td>\nConfirm the requisitions from Requisitions<\/strong><\/a>.<\/td>\n<\/tr>\n
    4<\/td>\nThe session validation was canceled.<\/td>\nThe status is Closed<\/strong> after it was Validated<\/strong>, and the activity log shows Unvalidate POS Session<\/strong>.<\/td>\nUnvalidating deletes the session\u2019s journal entries and its combined requisitions, even the confirmed ones. Validate the session again, then confirm the new requisition.<\/td>\n<\/tr>\n
    5<\/td>\nThe cash was delivered to Staff<\/strong> and not to Treasury<\/strong>.<\/td>\nOn the validation page, Delivered To<\/strong> = Staff<\/strong>.<\/td>\nThe amount is in that employee\u2019s 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.<\/td>\n<\/tr>\n
    6<\/td>\nThe payment method isn\u2019t cash.<\/td>\nPayments by cards and other methods.<\/td>\nThey go to the treasury linked to the payment method in Payment Methods<\/strong><\/a>, or to the employee\u2019s main treasury if they don\u2019t have permission to deposit in the method\u2019s treasury. Check that treasury.<\/td>\n<\/tr>\n
    7<\/td>\nThe invoice is unpaid or partially paid, or it was paid from the client\u2019s balance.<\/td>\nThe invoice is Unpaid<\/strong> or paid from the client\u2019s balance.<\/td>\nDeferred amounts and amounts paid from the client\u2019s balance don\u2019t enter the treasury, and remain on the client\u2019s account.<\/td>\n<\/tr>\n
    8<\/td>\nThe product doesn\u2019t track stock.<\/td>\nThe option Track Stock<\/strong> is disabled in the product.<\/td>\nProducts and services that don\u2019t track stock have no stock movements created for them.<\/td>\n<\/tr>\n
    9<\/td>\nYou\u2019re checking another warehouse.<\/td>\nThe session\u2019s warehouse is the POS device\u2019s warehouse at the time the session was opened.<\/td>\nCheck the balance of the session\u2019s warehouse, not the device\u2019s current warehouse if it has changed.<\/td>\n<\/tr>\n
    10<\/td>\nYou\u2019re checking a date other than the close date.<\/td>\nThe session\u2019s journal entries and combined requisition are dated with the session close date.<\/td>\nWiden the report period to include the session close date.<\/td>\n<\/tr>\n
    11<\/td>\nThe order is on Hold<\/strong> in the sales screen and wasn\u2019t paid.<\/td>\nThe order is saved in the sales screen on the device only and wasn\u2019t issued as an invoice.<\/td>\nComplete the payment on the order to save it as an invoice.<\/td>\n<\/tr>\n
    12<\/td>\nThe invoice hasn\u2019t reached the account yet.<\/td>\nThe sale was made offline from the desktop app or the mobile app, and the invoice doesn\u2019t appear in the Invoices<\/strong> tab of the session.<\/td>\nRun the app with an internet connection to send the sales; the invoice has no effect before it reaches the account.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Validating the Session and Delivering the Cash<\/h2>\n
      \n
    1. Open the session from POS Sessions<\/strong><\/a>. If it\u2019s Open<\/strong>, click Close Session<\/strong>, set the close date and time, then click Save<\/strong>.<\/li>\n
    2. Click Validate Session<\/strong> (or you go to it automatically after closing if you have the permission).<\/li>\n
    3. Enter Counted<\/strong> for each payment method.<\/li>\n
    4. For the Cash<\/strong> row, choose Delivered To<\/strong>: Treasury<\/strong> then the treasury, or Staff<\/strong> then the employee (their password is required if it isn\u2019t you and you aren\u2019t the account owner).<\/li>\n
    5. Click Confirm<\/strong>; the session becomes Validated<\/strong> and the session\u2019s journal entries are created.<\/li>\n<\/ol>\n
      \n

      \ud83d\udec8<\/span><\/p>\n

      Note:<\/strong> The treasuries that appear in Delivered To<\/strong> are the ones you have permission to deposit into.<\/p>\n<\/div>\n

      Confirming the Session\u2019s Requisitions<\/h2>\n

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

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

        \ud83d\udec8<\/span><\/p>\n

        Note:<\/strong> The session\u2019s combined requisitions in accounting per session can\u2019t be edited; when you open their edit page, this message appears: You are not allowed to access this page<\/strong>. They can\u2019t be deleted either, and this message appears: Under-delivery requisitions linked to other operations can\u2019t be deleted<\/strong>. You can only Reject<\/strong> the requisition. To avoid creating these requisitions in future sessions, see When Are Requisitions Created for POS Invoices?<\/strong><\/a>.<\/p>\n<\/div>\n

        \n

        \ud83d\udec8<\/span><\/p>\n

        Note:<\/strong> If the session is reopened, invoices are added, and it is validated again, a new requisition is created for the additional quantities only, and the previously confirmed requisition stays as it is.<\/p>\n<\/div>\n

        Error Messages and Their Solutions<\/h2>\n\n\n\n\n\n\n
        Message Shown<\/th>\nCause<\/th>\nSolution<\/th>\n<\/tr>\n
        You can\u2019t change this setting while there is an open session<\/strong><\/td>\nYou\u2019re trying to change Journal Entry Per Invoice<\/strong> or Tracking Data Entry in POS<\/strong> while there is an open session.<\/td>\nClose all open sessions, then change the setting. The change applies to new sessions only.<\/td>\n<\/tr>\n
        You are not allowed to access this page<\/strong><\/td>\nYou opened the edit page of a session requisition, or you don\u2019t have Edit Requisition<\/strong> permission when confirming.<\/td>\nConfirm the requisition with the button Confirm<\/strong> instead of editing it, or request the permission.<\/td>\n<\/tr>\n
        Under-delivery requisitions linked to other operations can\u2019t be deleted<\/strong><\/td>\nYou\u2019re trying to delete a session requisition (in accounting per session).<\/td>\nConfirm or reject the requisition instead of deleting it.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        Important Notes<\/h2>\n