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POS Orders

This guide explains how Point of Sale (POS) orders are created, managed, and processed in the system.

What is a POS Order?

A POS Order connects a sale made at the terminal to the backend ERP. It records the products sold, quantities, customer details, and payments received. Unlike a standard Sales Order, a POS order is typically confirmed and paid immediately.

Where to find it in the UI

Navigate to POS → Operations → Orders

Order Details

Each POS Order contains the following key information:

Header Info

  • Order Number: Unique identifier (e.g., POS-001-0012).
  • Session: The session during which the order was created.
  • Date: Timestamp of the transaction.
  • Cashier: The user who processed the order.
  • Customer: The customer associated with the sale (optional).

Lines

A list of products or services sold, including:

  • Product Name & SKU
  • Quantity
  • Unit Price
  • Taxes applied
  • Discounts (line-level)

Payments

Records of how the order was paid:

  • Payment Method: Cash, Bank, Credit Card, etc.
  • Amount: The amount paid.
  • Change: Any change given back to the customer.

Order Statuses

  • Draft: Order is being created (rarely seen in backend unless customized).
  • Paid: Order is completed and fully paid.
  • Posted/Invoiced: Order has been converted to an invoice or posted to the ledger.
  • Cancelled: Order was voided.

Actions on Orders

From the Order list or detail view, you can perform several actions depending on your permissions:

1. Invoicing

If a customer requires a formal invoice for a POS transaction:

  1. Open the POS Order.
  2. Click Create Invoice.
  3. The system will generate a draft Customer Invoice linked to this order.
  4. Process the invoice as per standard accounting flows.

2. Explode / Return

To process a return:

  1. Navigate to the original order.
  2. Select Return Products.
  3. Select the items and quantities to return.
  4. This creates a new "Refund" order (negative quantities) to balance the stock and cash.

3. Reprint Receipt

You can reprint a receipt for any past order:

  1. Open the Order.
  2. Click Print Receipt.

Reporting

POS Orders feed into several reports:

  • Sales Details: Breakdown of sales by product or category.
  • Payment Report: Summary of payments by method.
  • Tax Report: Collected taxes from POS sales.