Creating POS Sales

Creating POS Sales

POS sales enable you to quickly process transactions for walk-in customers at your retail location. This guide covers everything you need to know about creating sales through the Point of Sale system.

What is a POS Sale?

A POS sale is a sales transaction processed at the point of sale (typically your physical store or retail counter). Unlike regular invoices, POS sales are designed for immediate payment and receipt generation, making them ideal for in-person transactions.

Step-by-Step Guide to Creating a POS Sale

Step 1: Access POS Screen

To start a new POS sale:

1. Navigate to the Sales module from the main menu
2. Click on "POS" or "Point of Sale"
3. The POS interface will open, ready for a new transaction

Step 2: Select Customer (Optional)

Choose a customer for the sale:

• For walk-in customers, a default customer is automatically selected
• To select a specific customer, click on the customer field
• Search for the customer by name, phone, or email
• Or create a new customer on the fly if needed

Step 3: Add Items to Cart

Add products to the sale using one of these methods:

Method 1: Barcode Scanning

• Use a barcode scanner to scan product barcodes
• Items will be automatically added to the cart
• Quantity will default to 1, adjust if needed

Method 2: Product Search

1. Click in the item search field
2. Type the product name, SKU, or code
3. Select the product from the suggestions
4. Enter the quantity if different from 1

Method 3: Product Grid/Browser

• Browse through product categories
• Click on product images or names to add
• Use filters to find products quickly

Step 4: Adjust Item Quantities and Prices

Modify items in the cart:

• Change Quantity: Click on quantity field and enter new amount
• Adjust Price: Modify unit price if needed (if permitted)
• Apply Item Discount: Add discount to specific items
• Remove Item: Click delete/remove button next to item

Step 5: Apply Discounts (Optional)

Add discounts to the transaction:

• Item-level Discount: Discount on specific products
• Order-level Discount: Discount on entire order
• Percentage Discount: Discount as percentage (e.g., 10%)
• Fixed Amount Discount: Discount as fixed amount

Step 6: Review Order Summary

Check the transaction totals:

• Subtotal: Total before tax and discounts
• Discount: Total discount applied
• Tax: Tax amount (if applicable)
• Grand Total: Final amount to be paid

Step 7: Process Payment

Complete the payment:

1. Click "Pay" or "Checkout" button
2. Select payment method:
   • Cash: Enter cash amount received
   • Card: Process card payment
   • UPI: Process UPI payment
   • Multiple Methods: Split payment if enabled
3. Enter payment amount
4. Calculate change (if cash payment)
5. Click "Complete Payment"

Step 8: Generate Receipt

After payment completion:

• Receipt/invoice will be automatically generated
• Print receipt if auto-print is enabled
• Or click "Print Receipt" manually
• Option to email receipt to customer

POS Sale Options

Hold Transaction

Save a transaction for later completion:

• Click "Hold" to save current cart
• Transaction is saved with a reference number
• Retrieve later using the reference number
• Complete payment when customer returns

Draft Transaction

Save as draft for editing later:

• Click "Save as Draft"
• Transaction saved without payment
• Edit and complete later from drafts list

Express Checkout

Quick checkout for fast transactions:

• Use express checkout for simple purchases
• Skip customer selection (uses default)
• Minimal steps for faster processing

POS Sale Features

• Fast Processing: Quick item addition and payment
• Multiple Payment Methods: Cash, Card, UPI, and more
• Real-time Inventory: Stock updated immediately after sale
• Discount Management: Item and order-level discounts
• Tax Calculation: Automatic tax computation
• Receipt Generation: Instant receipt/invoice printing
• Customer Management: Link sales to customers
• Hold & Resume: Pause and resume transactions

Best Practices

• Scan barcodes instead of manual entry for accuracy and speed
• Verify item quantities before processing payment
• Check change amount carefully for cash transactions
• Always print or email receipts to customers
• Use hold feature for customers who need to step away
• Review transaction summary before finalizing
• Handle multiple payment methods correctly when splitting
• Keep POS screen clean and organized for quick access

Common Scenarios

Return/Exchange Items

To process returns:

• Access the original POS sale
• Create a return transaction
• Select items to return
• Process refund through payment method

Partial Payment

For split or partial payments:

• Enable multiple payment methods in POS settings
• Select first payment method and enter amount
• Add second payment method for remaining amount
• Complete transaction when total is covered

Price Override

When price adjustment is needed:

• Ensure price override permission is enabled
• Click on item price field
• Enter new price (with authorization if required)
• Confirm price change

What's Next?

After creating a POS sale, you can:

• View transaction history
• Generate POS reports
• Manage cash register
• Review daily sales summary
• Export sales data

Related Articles

Learn more about:

• Setting Up POS
• POS Screen Configuration
• Barcode Scanning
• Receipt Printing
• POS Reports