Setting Up POS

Setting Up POS

Introduction

Before using iVendNext’s Point of Sale (POS) system, proper setup is essential for smooth retail operations. This guide covers prerequisites, POS Profile configuration, and initial setup to ensure seamless billing and inventory management.



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.


Notes
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.



Idea
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. Enabling Offline Mode

  • Ensure "Allow Offline Sales" is checked in the POS Profile.

  • Transactions sync automatically when reconnected.


C. 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 & Solutions

Issue

Solution

Items not appearing in POS

Check price lists and warehouse stock.

"Permission denied" errors

Assign user roles in POS Profile > Permissions.

Offline sales not syncing

Manually sync via POS > Menu > Sync Data.



Best Practices for POS Setup

  1. Regularly update item prices to avoid billing errors.

  2. Train staff on basic troubleshooting (e.g., restarting POS sync).

  3. Back up data to prevent loss during outages.



Conclusion

A well-configured POS system in iVendNext ensures efficient sales processing, accurate inventory tracking, and seamless customer transactions. Follow these steps to avoid operational disruptions and maximize productivity.



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