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Make a counter sale (POS)
Bill a walk-in customer in a few seconds with the keyboard, take cash, see the change and print a small receipt.
The POS screen is for quick cash billing at the counter. You do not pick a customer. Every bill goes to a standing party called Cash Counter. Each bill is saved as an ordinary sales invoice, so stock, accounts and the Sales Register update as usual.
Before you start
- Add the items you sell in Products, with a sale rate. The rate fills in by itself when you pick the item.
- A thermal printer with 58 mm paper works best for the receipt. Any printer will work.
- You do not need to create the Cash Counter party, the cash ledger or a numbering series. The app creates them the first time you use POS. Bills are numbered in their own series (starting
CM/), separate from your normal invoices. You can change it in Invoice Series.
Steps
- Open Transactions > POS (Counter Sale). The cursor is already in the item box.
- Type part of the item name, SKU or barcode, or scan the barcode. Matching items appear below the box.
- Press Enter or Tab to pick the first match, or click any item shown.
- The cursor moves to Qty. Type the quantity.
- Change Rate if needed. Total updates by itself. If you agree a round figure for the lot, type it in Total and the rate is worked out for you.
- Press Enter to add the line. The cursor goes back to the item box for the next item.
- Repeat for every item. The big Total at the bottom shows the bill amount.
- Type the cash the customer gave you in Amount Received. Change shows what to give back. It turns red if the cash is less than the bill.
- Press F9 (or click F9 · Save & Print). The bill is saved, the print window opens with a small receipt, and the screen clears for the next customer.
- A message at the bottom shows the bill number and amount.
Keyboard keys on this screen
| Key | What it does |
|---|---|
| Enter / Tab in the item box | Picks the first matching item |
| Enter in Qty, Rate or Total | Adds the line to the bill |
| Backspace in an empty item box | Removes the last line |
| Esc | Clears the line you are typing |
| F9 or Ctrl+S | Saves the bill and prints the receipt |
To remove any other line, click the bin icon at the end of that line.
How the cash is recorded
- When the bill is saved, a cash receipt is also posted from Cash Counter into your cash ledger.
- If you leave Amount Received blank, the full bill is treated as paid in cash.
- If the cash received is less than the bill, only that amount is received. The rest stays as a balance on Cash Counter.
- If you enter more than the bill, only the bill amount is received. The extra is the change you return.
The receipt
The receipt shows your business name, address and mobile number (from Business Profile), the bill number, date and time, each item with quantity and rate, the total, and the cash and change when you entered an amount received. To keep a PDF instead of printing, choose Save as PDF as the printer in the print window.
Common problems
- Add at least one item — you pressed F9 with no lines on the bill. Add an item first.
- No items under the item box — nothing in your product list matches what you typed. Check the spelling, or add the item in Products.
- No cash ledger could be resolved, so bills will save but the cash receipt will not post — the app could not find or create a cash ledger. Bills still save, but the Cash Counter balance keeps growing. Check that your chart of accounts has a cash ledger under the cash and bank group. See Chart of Accounts.
- (cash receipt NOT posted) at the end of the saved message — the bill was saved but the cash receipt failed. Record the cash with a receipt voucher from Cash Counter. See Vouchers.
- An item is picked but the rate is blank — the product has no sale rate. Type the rate, or set it in Products.
Related
More in Sales
Create a sales invoiceMake a sales invoice for goods: pick the customer and items, add discount, GST and charges, then save, edit or duplicate it.Bill a service (Accounting / Service invoice)Bill fees, labour, rent or other services against an income ledger, with the right SAC and GST, without touching stock.View, print and share an invoiceOpen a saved sales invoice to check it, print 1 to 3 copies, save it as a PDF, send it on WhatsApp, edit it or duplicate it.Sales RegisterFind, filter and export your sales invoices, and view, edit, duplicate, print or cancel any of them.Proforma invoice (quotation)Make a proforma invoice or quotation for a customer, print it, and later convert it into a real sales invoice.Create a credit note (sales return)Record goods returned by a customer, or a price reduction after the sale, with a credit note that reduces the sale and the customer's balance.Make a delivery challanSend goods without an invoice under Rule 55, move stock between your own godowns, print the challan, and convert it to a sales invoice later.