Setting Up POS

Setting Up POS

Overview

This article gives you an overview of setting up iVendNext POS for for hassle-free retail operations.



Prerequisites for POS Setup

Ensure the following are configured in iVendNext before setting up POS:


  1. Company and Fiscal Year Settings

    • Verify company details and financial year alignment.

  2. Warehouse Setup

    • A default warehouse must be assigned for inventory tracking.

  3. Item Price Lists

    • Selling prices must be defined for items to appear in POS.

  4. Payment Methods

    • Configure cash, card, or digital payment options.


Note: Without these, POS transactions may fail or display errors.



Step 1: Creating a POS Profile

The POS Profile defines billing rules, permissions, and default settings.


How to Set Up a POS Profile

  1. Navigate to: Home > Retail > Settings > POS Profiles.

  2. Click New to create a profile.

  3. Configure the following:

    • Default Warehouse: Overrides item-level warehouse settings.

    • Payment Methods: Enable cash, card, or mobile payments.

    • Price & Discount Permissions: Allow/disallow price edits.

    • Tax Settings: Apply default tax rules.

    • Change Amount Account: Set an account for cash returns.

  4. Save the profile.



Tip: Name profiles by location (e.g., "Store 1 - Counter 1") for easy identification.



Step 2: Accessing the POS Interface

  1. Go to: Home > Retail > POS.

  2. Select the POS Profile created earlier.

  3. The POS dashboard will open, displaying:

    • Item grid (right panel).

    • Cart summary (bottom panel).

    • Customer search (top-left).

    • Payment options (right-side panel).




Step 3: Configuring Default Settings

A. Assigning a Default Cashier

  • Link a user account to the POS Profile for shift tracking.

  • Navigate to: POS Profile > User Permissions.


B. Setting Receipt Preferences

  • Customize receipts with:

    • Logo, footer text.

    • Tax breakdowns.

    • Barcode/QR for returns.



Step 4: Testing the POS Setup

Before going live:


  1. Create a test invoice: Add dummy items, apply discounts, and process payment.

  2. Check inventory updates: Verify stock deductions in the warehouse.

  3. Validate accounting entries: Confirm GL entries under View Ledger.



Common Setup Issues and Solutions

Here’s a quick look at some common issues you might run into.


Issue

Solution

Items not appearing in POS

Check price lists and warehouse stock.

"Permission denied" errors

Assign user roles in POS Profile > Permissions.



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