Point of Sale (POS) System Overview

Our Point of Sale (POS) system is built to make selling fast and easy. The screen brings everything together in one place: selecting items, managing the cart, and finishing the sale. User can quickly add products, choose how to get paid (cash or bank), and print a receipt immediately. The system works wherever the user is—simply open it in a web browser or install it as an app on a desktop or mobile phone.  
For desktop users, the app supports Semi-Offline usage. User only needs internet to log in at the start of the day; after that, the system continues to work even if the connection is lost. All sales are stored safely on the device and can be synced to the server once the internet returns. User must ensure all transactions are synced and stored in the server at the end of the day using an internet connection to keep records updated and safe. User can easily track any pending transactions and sync them manually with a single click. This cross-platform flexibility ensures that whether the user is at a fixed counter or moving around the store, the system remains reliable and fast.  

Shortcut Keys
To speed up the checkout process, the system supports several keyboard shortcuts. These allow the user to navigate the interface without relying solely on a mouse:
  • ALT + S: Search Items
  • ALT + B: Focus on Barcode Textbox to scan items
  • ALT + R: Navigate to POS Return Page
  • ALT + H: Navigate to POS Home Page
  • ALT + C: Change Customers
  • ALT + P: Print Receipt
  • ALT + T: Cash Tender (Immediate payment)
  • ALT + O: Change Category
  • ALT + N: Add New Customer
Return Page Specific Shortcuts:
  • ALT + R: List Return Invoices
  • ALT + P: Open Return Receipt
  • ALT + S: Search Invoice reference
 
POS Types Overview
Our system offers four distinct types of POS interfaces to suit different business environments. User can choose the mode that best fits the hardware and the nature of the products sold:
  1. Retail POS: Designed for high-volume retail with a focus on barcode scanning and rapid data entry.
  2. Touch Based Compact POS: Optimized for smaller screens or mobile devices where space is limited.
  3. Touch Based Grid & Search POS: Features a visual grid of categories and items, ideal for businesses with distinct product groups.
  4. Touch Based List & Search POS: Uses a searchable list format, best for services or businesses with extensive item catalogs.
 
Retail POS
The Retail POS is the primary interface for fast-paced retail environments. It is specifically optimized for speed, supporting high-volume scanning and quick keyboard navigation to ensure a smooth checkout experience. Under this mode, the system streamlines data entry while maintaining full integration with the inventory and accounting modules.
Header Information
The top section of the Retail POS allows the user to set the core details for the transaction:
  • Barcode: This field is only visible when the user enables Setup -> Preference -> Use Barcode Functionality. It is the main area to scan or type item codes to add them to the cart instantly.
    • Automatic Batch Selection: By enabling Setup -> Preference -> Scan Barcode scanner with Batch no, the scanner automatically picks the correct batch. This saves time by removing the need to manually select a batch from a dropdown.
    • Direct Entry: If the user enables Setup -> Preference -> POS Add Item When Barcode Scanned, the item is added directly to the sales list the moment it is scanned. This is designed for high-traffic shops to skip the "Add" button step and clear customer queues faster.
  • Customer: Select the customer for the transaction from the dropdown list. User can search for existing customers or click the + button to quickly add a new customer record.
  • Sales Types:Choose the price list (e.g., Retail or Wholesale) to automatically update item rates. This selection also confirms whether the transaction calculates based on "Price Before Tax" or "Price After Tax."
  • Date*: This field shows the current transaction date. The system defaults to the current date to ensure financial records and stock movements are tracked accurately.
  • Deliver From: Specifies the warehouse or inventory location from which the stock will be reduced. Selecting the correct location ensures accurate Quantity On Hand (QOH) tracking.
  • Exchange: Clicking this button opens a dedicated window to handle customer returns and product swaps within the same transaction session.
Exchange Process & Form
The Exchange window allows the user to process returns efficiently without leaving the POS screen:
  • Reference Search: User can search for the original invoice using the reference number or customer name to find the items being returned.
  • Item Selection: Once the invoice is selected, the products are listed. User can input the Return Qty for the specific items the customer is bringing back.
  • Credit Return: After entering the quantity, clicking the Update button calculates the Credit Return value.
  • Balance Adjustment: When the exchange is confirmed, the system automatically reduces the "Amount Paid" in the new sale by the value of the returned goods. This makes it easy for the user to see only the remaining balance the customer needs to pay.
Line Items
This section allows the user to add items to the cart and manage specific details for each product line:
  •   Item Description: This field displays the name and tax classification of the product. The user can use the search dropdown to find items manually if a barcode is not available. Clicking the + icon allows the user to add a new item directly from this screen. 
  •   Batch No & Exp Date: If the item is tracked by batch, the user can select the specific batch number here. The system will automatically display the corresponding Expiry Date, ensuring that the user sells the correct stock (e.g., following FIFO or FEFO methods). 
  •   QOH (Quantity On Hand): This column shows the real-time stock level currently available in the selected warehouse. This helps the user avoid overselling items that are out of stock. 
  •   Quantity & Unit: The user enters the amount of the product being sold. The Unit dropdown allows for switching between different measurements (e.g., Each, Box, Kg). The system supports fractional quantities for items sold by weight or length.
  •   Price Before Tax / Price After Tax: Depending on the Sales Type selected in the header, this field shows the base rate of the item. The user can manually adjust this price if they have the necessary permissions. 
  •   Discount: The user can apply a discount to the individual item line. This can be entered as a fixed amount or a percentage to reduce the item's total.
  •   Item Tax Type: This dropdown displays whether the tax is Included or Excluded from the item price. This ensures the user knows exactly how the final total is being calculated for each row. 
  •   Total: This read-only field displays the final calculated value for the line after considering the quantity, price, discount, and taxes. 
  •   Add Button: Once all details are filled, the user clicks the Add button to move the item into the transaction list. If the barcode direct entry setting is on, this step is handled automatically.
  • Edit Icon: After completing a line item, if a user wants to change any input in that line, they can do so by clicking the Edit pencil icon displayed at the end of the line.
    • Confirm Changes (Check mark Icon): Click this button to save your modifications (such as updated quantity, price, or discounts).
    • Cancel Changes (Cancel Icon): Click this button to discard any unsaved changes and revert the line item to its previous state.
  • Remove Icon: To remove a line item, simply click the "X" (Delete) icon displayed at the end of the respective row in the line items table.
Total Details & Summary
The summary area provides a real-time breakdown of the transaction:
  • Sub-total: This field displays the cumulative value of all items added to the cart, including applicable taxes, before any global discounts or shipping charges are applied.
  • Shipping Charge: The user can enter any additional costs related to the delivery or transport of the goods. This amount is added directly to the final total.
  • Discount (%): The user can apply a global discount to the entire invoice. By entering a percentage, the system calculates the equivalent reduction amount and displays it next to the field (e.g., -11.400).
  • Discount(-) / Round Off(+) Amount: This versatile field is used for final manual adjustments. The user can enter a negative value to give an extra discount or a positive value to round the total up. This is particularly helpful for handling small change in cash transactions.
  • Amount Total: This is the final payable amount that the customer must pay. It is calculated as: Sub-total + Shipping Charge - Discounts + Round Off.
  • Update Button: After making any changes to shipping, discounts, or manual round-offs, the user should click this button to refresh all calculations and ensure the Amount Total is accurate.
Payment Pop-up (Pay Pop) Details
When the user clicks the PAY button, the payment window appears to finalize the collection. This interface manages exactly how the transaction is settled across different accounts.
  Account Allocation
The main section of the pop-up lists available payment methods where the user can distribute the total amount:
  • Account List: Displays various accounts such as Cash Account, Credit Account, Petty Cash, and Chequing/Current Account. This allows for split-payment scenarios where a customer pays using multiple methods.
  • Allocate Button: After typing the specific amount received into the white text box next to an account, the user must click Allocate to link that money to the sale.
  • Clear Button: If a mistake is made during entry, clicking Clear resets the allocation for that specific account to zero.
  Transaction Summary Totals
The bottom section of the pop-up provides a real-time status of the payment:
  • Total Amount: Displays the grand total of the invoice that needs to be collected.
  • Exchange Paid: If a product exchange was performed, the credit value from the returned items is shown here. The system automatically reduces the required cash/bank payment by this amount.
  • Amount Paid: Shows the total sum currently allocated across all accounts.
  • Balance: Indicates the remaining amount due. A red balance shows what is still owed, while a zero balance indicates the invoice is fully settled.
  Customer Balance Allocation
If the company holds an existing balance or advance payment for the customer, that total will appear in this section for allocation. The system automatically applies this stored amount to the current transaction based on the selected payout method (FIFO or LIFO) to clear any outstanding balances or use up the customer's credit.
  Payment Options & Completion
The final row of buttons determines how the transaction is closed:
  • Pay Later / Partial Pay (Dropdown): This is used for credit sales or incomplete payments. If the user allocates only a portion of the total amount and selects the Pay Later option, the system records a partial payment and keeps the remaining balance on the customer's account for future recovery.
  • Save & Pay: Records the current payment allocations and saves the data without fully closing the pop-up window, allowing for further checks.
  • Pay & Complete: This is the final step. Clicking this button saves the transaction, updates all financial ledgers, and prepares the final receipt for the customer.
  Summary & Action Buttons
The bottom of the sidebar handles the financial totals and finalization of the transaction:
  • Sub-total & Charges: Displays the running total of all items in the cart. The user can add shipping charges, global discounts, or manual round-off amounts here.
  • Update Button: Refreshes the Amount Total calculation. The user must click this after making any manual adjustments to charges or discounts to ensure the final total is correct.
  • Action Buttons:
    • Save: Records the transaction data into the system database without finalizing payment.
    • PAY: Opens the Payment Pop-up window to allocate cash or bank payments, handle customer balance allocations, and complete the sale.
    • New: Clears all current cart data and header information to start a fresh transaction for a new customer.
    • Print Receipt: Used to print the final Invoice for the transaction once it is completed.
    • Order: Used to print a Sales Order document based on the current cart items.
    • Delivery: Used to print the Delivery Note for the items being sold.
Note: The design and layout for the Print Receipt, Order, and Delivery documents can be modified by the user in POS -> New -> Report Editor.
 
Touch Based Grid & Search POS
The Grid & Search POS is designed for businesses that prefer a visual, touch-friendly interface. It organizes products into categories and grids, making it ideal for fast selection on tablets or touch-screen monitors. This mode combines the speed of a visual layout with a dedicated sidebar for managing the cart and finalizing sales.
  Visual Grid & Search Interface
The left side of the screen is dedicated to item discovery and selection:
  • Category Tabs: Located at the top, these tabs (e.g., Popular, Manufactured, Services) allow the user to filter the grid. Clicking a category instantly updates the grid to show only relevant items.
  • Item Search & Barcode: Even in grid mode, the user can use the search bar to find items by name or scan a barcode to add products instantly.
  • Product Grid: Items are displayed as visual cards. User can click or tap "Add to Cart" on any item card to move it into the transaction list. Each card displays the item name, price, and current stock status (e.g., No Stock or Negative Stock).
  • Batch Restriction: Please note that the grid is not work while the batch is enable. If batch tracking is enabled for an item, the grid POS will show those items in a List type format instead of a grid to ensure the user can properly select the required batch and expiry details.
  Sidebar Transaction Header
The top-right section allows the user to define the customer and pricing rules:
  • Exchange Button: Opens the exchange window to process returns and apply credit to the current sale.
  • Customer Selection: User can select the customer for the transaction or add a new one using the + button.
  • Sales Types: Determines the pricing level (Retail/Wholesale) and whether prices are tax-inclusive or exclusive.
  Cart Management (Line Items)
As items are added from the grid, they appear in the right-hand sidebar for final adjustments:
  • Item Description: Shows the selected item name and tax status.
  • Price & Quantity: The user can see the unit price and use the + or - buttons to quickly adjust the quantity. The quantity can also be typed manually.
  • Line Discount: Allows for a specific discount to be applied to an individual item in the cart.
  • Remove Item: Clicking the trash bin icon at the start of the line removes the item from the cart.
  Summary & Action Area
The bottom of the sidebar handles the financial totals and finalization of the transaction:
  • Sub-total & Charges: Displays the running total of all items in the cart. The user can add shipping charges, global discounts, or manual round-off amounts here.
  • Update Button: Refreshes the Amount Total calculation. The user must click this after making any manual adjustments to charges or discounts to ensure the final total is correct.
  • Action Buttons:
    • Save: Records the transaction data into the system database without finalizing payment.
    • PAY: Opens the Payment Pop-up window to allocate cash or bank payments, handle customer balance allocations, and complete the sale.
    • New: Clears all current cart data and header information to start a fresh transaction for a new customer.
    • Print Receipt: Used to print the final Invoice for the transaction once it is completed.
    • Order: Used to print a Sales Order document based on the current cart items.
    • Delivery: Used to print the Delivery Note for the items being sold.
Note: The design and layout for the Print Receipt, Order, and Delivery documents can be modified by the user in POS -> New -> Report Editor.
Payment Pop-up (Pay Pop) Details
When the user clicks the PAY button, the payment window appears to finalize the collection. This interface manages exactly how the transaction is settled across different accounts.
  Account Allocation
The main section of the pop-up lists available payment methods where the user can distribute the total amount:
  • Account List: Displays various accounts such as Cash Account, Credit Account, Petty Cash, and Chequing/Current Account. This allows for split-payment scenarios where a customer pays using multiple methods.
  • Allocate Button: After typing the specific amount received into the white text box next to an account, the user must click Allocate to link that money to the sale.
  • Clear Button: If a mistake is made during entry, clicking Clear resets the allocation for that specific account to zero.
  Transaction Summary Totals
The bottom section of the pop-up provides a real-time status of the payment:
  • Total Amount: Displays the grand total of the invoice that needs to be collected.
  • Exchange Paid: If a product exchange was performed, the credit value from the returned items is shown here. The system automatically reduces the required cash/bank payment by this amount.
  • Amount Paid: Shows the total sum currently allocated across all accounts.
  • Balance: Indicates the remaining amount due. A red balance shows what is still owed, while a zero balance indicates the invoice is fully settled.
  Customer Balance Allocation
If the company holds an existing balance or advance payment for the customer, that total will appear in this section for allocation. The system automatically applies this stored amount to the current transaction based on the selected payout method (FIFO or LIFO) to clear any outstanding balances or use up the customer's credit.
  Payment Options & Completion
The final row of buttons determines how the transaction is closed:
  • Pay Later / Partial Pay (Dropdown): This is used for credit sales or incomplete payments. If the user allocates only a portion of the total amount and selects the Pay Later option, the system records a partial payment and keeps the remaining balance on the customer's account for future recovery.
  • Save & Pay: Records the current payment allocations and saves the data without fully closing the pop-up window, allowing for further checks.
  • Pay & Complete: This is the final step. Clicking this button saves the transaction, updates all financial ledgers, and prepares the final receipt for the customer.
 
Touch Based List & Search POS
The List & Search POS is optimized for businesses with large catalogs or service-based items. It provides a clean, vertical list of products that is easy to scroll through on mobile devices and handheld scanners, ensuring the user can find and add items quickly.
  Category Selection
At the very top of the screen, the system displays various category tabs (e.g., Popular, Other Supply Materials, Labour Charges). Clicking a category instantly filters the list below, allowing the user to navigate large inventories with a single tap.
  Search & Barcode Entry
The interface includes two dedicated fields for rapid item fetching:
  • Search items...: A manual search bar where the user can type the name or code of a product to filter the list in real-time.
  • Barcode: A high-priority field for scanning product codes. Scanning here will highlight the item or add it to the cart based on the system preferences.
  List View Interface
The central area displays products in a clear, row-based format:
  • Item Details: Each row shows the product name and current stock status. Items with no inventory are clearly marked as "No Stock" or "Negative Stock" in red to prevent sales errors.
  • Price & Cart Button: The current price is displayed next to a blue Cart Icon. Tapping this icon instantly moves the item into the sidebar on the right for checkout.
  • Scrollable Access: The vertical layout is designed for easy touch-scrolling, making it perfect for tablets or mobile POS setups.
  Sidebar Transaction Header
The right-hand sidebar manages the active transaction details:
  • Exchange Button: A quick-access button to open the exchange form for processing returns.
  • Customer: A dropdown to select the buyer. Clicking the + icon allows for the immediate creation of a new customer profile.
  • Sales Types: Allows the user to toggle between different price lists (e.g., Wholesale, Retail), which automatically adjusts the rates in the cart.
  Line Items Table
This area lists all products currently in the customer's cart. It displays the Description, Price, Quantity (Qty), Discount, and the final Total for each row. User can adjust the quantities or remove items directly from this list before moving to payment.
  Summary & Totals
The bottom-right section provides the financial breakdown:
  • Sub-total: The cumulative value of items in the cart before taxes and global discounts.
  • Shipping Charge: A field to add delivery or transport costs to the final bill.
  • Discount: Apply a percentage-based discount to the entire transaction.
  • Discount(-) / Round Off(+) Amount: A manual adjustment field to subtract a fixed amount or round the total up for cash handling.
  • Update Button: User must click this to refresh the Amount Total after any manual changes to charges or discounts.
  Action Buttons
A set of color-coded buttons handles the final steps of the sale:
  • Save: Records the transaction data into the system without finishing the payment process.
  • PAY: Launches the Payment Pop-up to collect funds and allocate them to specific accounts.
  • New: Clears all current data to start a new transaction for the next customer.
  • Print Receipt: Generates the physical or digital invoice for the sale.
  • Order: Saves the current cart as a Sales Order instead of a direct invoice.
  • Delivery: Processes and prints the delivery note for the items sold.
Note: The Print Receipt, Order, and Delivery buttons are used to print their respective documents. The user can customize the layout and design of these documents by navigating to POS -> New -> Report Editor.

Payment Pop-up (Pay Pop) Details
When the user clicks the PAY button, the payment window appears to finalize the collection. This interface manages exactly how the transaction is settled across different accounts.
  Account Allocation
The main section of the pop-up lists available payment methods where the user can distribute the total amount:
  • Account List: Displays various accounts such as Cash Account, Credit Account, Petty Cash, and Chequing/Current Account. This allows for split-payment scenarios where a customer pays using multiple methods.
  • Allocate Button: After typing the specific amount received into the white text box next to an account, the user must click Allocate to link that money to the sale.
  • Clear Button: If a mistake is made during entry, clicking Clear resets the allocation for that specific account to zero.
  Transaction Summary Totals
The bottom section of the pop-up provides a real-time status of the payment:
  • Total Amount: Displays the grand total of the invoice that needs to be collected.
  • Exchange Paid: If a product exchange was performed, the credit value from the returned items is shown here. The system automatically reduces the required cash/bank payment by this amount.
  • Amount Paid: Shows the total sum currently allocated across all accounts.
  • Balance: Indicates the remaining amount due. A red balance shows what is still owed, while a zero balance indicates the invoice is fully settled.
  Customer Balance Allocation
If the company holds an existing balance or advance payment for the customer, that total will appear in this section for allocation. The system automatically applies this stored amount to the current transaction based on the selected payout method (FIFO or LIFO) to clear any outstanding balances or use up the customer's credit.
  Payment Options & Completion
The final row of buttons determines how the transaction is closed:
  • Pay Later / Partial Pay (Dropdown): This is used for credit sales or incomplete payments. If the user allocates only a portion of the total amount and selects the Pay Later option, the system records a partial payment and keeps the remaining balance on the customer's account for future recovery.
  • Save & Pay: Records the current payment allocations and saves the data without fully closing the pop-up window, allowing for further checks.
  • Pay & Complete: This is the final step. Clicking this button saves the transaction, updates all financial ledgers, and prepares the final receipt for the customer.
 

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