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POS Sessions

This guide explains how to manage Point of Sale (POS) sessions, including opening, closing, and cash control.

What is a POS Session?

A POS Session represents a period of activity on a specific POS profile, typically corresponding to a cashier's shift or a business day. It tracks:

  • Opening Cash: Money in the drawer at the start.
  • Orders: All sales transactions during the session.
  • Payments: Cash, card, and other payments received.
  • Closing Cash: Money in the drawer at the end.
  • Cash Difference: Any discrepancy between expected and actual cash.

Session Lifecycle

1. Opening a Session

  1. Navigate to the POS Dashboard.
  2. Click New Session or Open Session on the desired POS Profile card.
  3. If configured, you will be prompted to enter the Opening Cash Balance.
    • Count the cash in the drawer.
    • Enter the amount and add notes if necessary.
  4. Click Open Session to enter the POS interface.

2. Active Session (In Progress)

During an active session:

  • The user can process orders and payments.
  • Access to the session is restricted to the assigned user (unless authorized).
  • The session status remains "In Progress".

3. Closing a Session

To close a session from the POS Terminal:

  1. Click the Close button (or press F10).
  2. The Close Session modal will appear.
  3. Count the Cash: Enter the total cash amount currently in the drawer.
  4. Review: The system will calculate the difference between the expected cash (Opening + Cash Sales) and your counted cash.
  5. Click Close Session.

4. Rescue Session

If a session is interrupted (e.g., browser crash, power outage), it remains in an "In Progress" state.

  • You can Resume the session to continue selling.
  • If the session cannot be resumed properly, an administrator can Rescue or force-close the session from the backend.

Managing Sessions in Backend

Navigate to POS → Operations → Sessions to view a history of all sessions.

Session Details

Click on a session to view:

  • Orders: List of all transactions.
  • Payments: Breakdown of payments by method.
  • Cash Control: Opening and closing balance details.
  • Journal Entries: Accounting entries generated by the session (if configured to post per session).

Statuses

  • New: Created but not yet opened (rare).
  • Opening Control: Pending opening cash verification.
  • In Progress: Currently active.
  • Closing Control: Pending closing cash verification.
  • Closed: Finalized and posted.

Cash Control & Accounting

Cash Difference

If there is a difference between the Expected and Counted cash:

  • A difference is recorded.
  • Depending on configuration, this may post to a "Cash Difference" loss/gain account.

Posting

When a session is closed:

  • Revenue entries are confirmed.
  • Payment entries are reconciled.
  • Inventory moves are finalized (if not done in real-time).

Troubleshooting

  • Session Stuck: If a session is stuck in "Closing Control", an administrator may need to manually validate the closing balance in the backend.
  • Cannot Open New Session: Ensure the previous session for this profile is fully closed. Only one active session is allowed per profile.