Creating a POS Invoice

Creating a POS Invoice

Introduction

Generating accurate POS invoices is the core of retail operations in iVendNext. This guide walks you through creating, modifying, and finalizing invoices while ensuring proper inventory and accounting updates.




Prerequisites

Before creating an invoice:
✔ POS Profile configured (with payment methods, warehouse)
✔ Items added with selling prices
✔ Customer database set up (optional but recommended)


Idea
Verify item stock levels to avoid "out-of-stock" errors during checkout.



Step 1: Launch the POS Interface

  1. Go to: Home > Retail > POS.

  2. Select your POS Profile (e.g., "Store 1 - Counter 1").

  3. The POS dashboard will open:

    • Left Panel: Customer search, cart summary.

    • Right Panel: Item grid/barcode scanner.



Step 2: Select or Add a Customer

Option A: Existing Customer

  • Type the customer’s name/phone in the search bar.

  • Select their profile to apply loyalty discounts or track purchase history.


Option B: New Customer

  1. Click + New Customer.

  2. Enter details (name, phone, email).

  3. Save to auto-add to the database.


Info
New customers sync to the server when reconnected.



Step 3: Add Items to the Invoice

Method 1: Manual Selection

  • Click item images from the grid.

  • Use the Search bar for large inventories.


Method 2: Barcode Scanning

  • Scan item barcodes using a connected scanner.

  • Items auto-populate in the cart.



Step 4: Modify Item Details

A. Adjust Quantity

  • Click +/- buttons or type directly into the quantity field.

  • Set to 0 to remove an item.


B. Change Price or Discount

  • Edit if permitted by the POS Profile.

  • Tap the Price field to override (e.g., for manual discounts).


Notes
Price edits require admin approval in some profiles.



Step 5: Review Cart Summary

Before checkout, verify:


  • Item Count: Ensure all products are added correctly.

  • Net Total: Subtotal before taxes.

  • Taxes: Automatically calculated based on item categories.

  • Grand Total: Final payable amount.



Step 6: Process Payment

  1. Select a Payment Method (cash, card, mobile wallet).

  2. Enter the Amount Tendered (e.g., $100 for a $90 bill).

  3. The system calculates Change Due (if applicable).


Quote
Configure a Change Account in the POS Profile for cash returns.



Step 7: Complete the Invoice

  1. Click Complete Order.

  2. Choose to:

    • Print the invoice (thermal printer recommended).

    • Email the receipt (enter customer email if saved).

    • Save as Draft (for later completion).



Step 8: Post-Sale Actions

A. Inventory Update

  • Stock levels deduct automatically from the assigned warehouse.


B. Accounting Sync

  • Transaction posts to:

    • Debit: Customer account (receivable) or Cash/Bank.

    • Credit: Sales Income, Tax Liabilities.


C. View Ledger Entries

  • Go to the invoice > Click View Ledger to verify GL entries.



Troubleshooting Common Issues

Issue

Solution

Item not found

Check price lists or warehouse assignments.

"Permission denied" for price edits

Update POS Profile settings or contact admin.

Payment mode missing

Add payment methods in POS Profile > Payments.



Best Practices

✔ Double-check quantities before checkout to avoid returns.
✔ Train staff on barcode scanning to reduce manual entry errors.
✔ Print duplicate receipts for high-value transactions.



Conclusion

Creating POS invoices in iVendNext is streamlined for speed and accuracy. By following these steps, retailers can ensure smooth transactions, real-time inventory updates, and error-free accounting.



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