Introduction

In iVendNext, POS Invoices are interim documents that record retail transactions quickly without immediately updating stock or accounting ledgers. At the end of a session, these invoices are consolidated into a single Sales Invoice for streamlined accounting. This article explains how POS Invoices work, how to create them (manually or automatically), and the consolidation process.

1. What is a POS Invoice?

A POS Invoice is a lightweight transaction record designed for speed. Key features:

• Interim Document: Does not affect stock or general ledger until consolidated.

• Fast Processing: Requires minimal fields (Customer, Items, Payment) for quick checkout.

• Consolidation: Merged into one Sales Invoice during session closure to reduce ledger entries.

Why Use POS Invoices?

• Improves POS performance by deferring ledger updates.

• Reduces database load—only 3–4 ledger entries per day vs. hundreds.

2. Prerequisites

Before creating POS Invoices, ensure:

• Items are set up with prices.

• Customers are added (or use "Walk-In" for anonymous sales).

• POS Profile is configured (defines payment methods, printers, etc.).

3. Automatic POS Invoice Creation

When a cashier processes a sale, the system generates a POS Invoice automatically.

Key Fields in a POS Invoice

4. Manual POS Invoice Creation (If Required)

Steps:

1. Navigate to Home > Selling > POS Invoice.

2. Click Add POS Invoice and fill:

• Customer: Select or create new.

• POS Profile: Links to terminal settings.

• Items: Add products manually or scan barcodes.

• Payment: Select mode (e.g., Cash USD $50).

3. Click Save.

Note: Manual creation is rare—use only for corrections or offline sales.

5. POS Invoice Consolidation

At session close, all POS Invoices merge into one Sales Invoice to update ledgers.

How It Works

1. Sub-Ledger Tracking:

• POS Invoices act as a "sub-ledger," reserving stock but not deducting it.

• Stock levels reflect in the Stock Projected Quantity Report.

2. Consolidation Process:

• Triggered when the cashier clicks Close Shift.

• All POS Invoices merge into a single Sales Invoice.

• 3–4 ledger entries are created (vs. 3 per individual invoice).

3. Result:

• Stock and accounting ledgers update.

• POS Invoices marked as Consolidated.

6. Key Scenarios

A. Returns (Credit Notes)

• Check Is Return to process refunds.

• Linked to the original POS Invoice.

B. Suspended Transactions

• Save incomplete sales with Suspended checkbox.

• Resume later from the POS screen.

C. Multi-Currency Sales

• Set Currency in the POS Profile for international transactions.

7. Best Practices

• Avoid Manual Invoices: Rely on automatic creation for accuracy.

• Reconcile Payments: Verify cash/card totals during closing.

• Monitor Stock: Use the Stock Projected Quantity Report to track reserved items.

Conclusion

POS Invoices streamline retail transactions, while consolidation optimizes backend accounting. By automating workflows, businesses gain speed without sacrificing data integrity.