mO SharemO Share

How To: Create a POS Bill

Owned by Aparajita Basu Roy
Sept 14, 2022
5 min read

A POS Bill is an invoice generated against a purchase made at POS. This article describes how to create a POS Bill.

Pre-requisites

  1. The users' role must have access to the following features in Admin - Security - Role - Access Rights (tab) - Normal POS:
    1. Assign / Clear Customer
    2. Allow Sale
    3. Allow List search for Item
    4. Allow to select Credit Note from List
    5. Allow to Add Customer

  2. The Item master must exist in the particular site's database.

  3. Document Numbering Scheme for POS bills must exist.

Step-by-step guide

The process is divided in the following steps:

  1. Add Items to the bill:
    1. Scan the barcode of the item or directly type the barcode in the Scan field and press the Enter. The item will added on the right hand side in the Billing area.

    2. Add more items into the billing area by following the same process.

      Alternatively, Add Items to the bills:

      1. Press F2 or click the Item button to select the items. You can have two (2) options - Search by Name and Search by Name with stock (Slow).
      2. Once the Add to Slip button is clicked, the selected item is added to the billing area.
      3. Keep adding items in a similar manner.
      4. You can also View Stock and Import Barcode in the same Select Item window.

  2. Below the billing area, there are a few buttons - Remove, Return, Edit Quantity, Edit Price and Discount. You can also see a few colorful legends beside these buttons - Benefit Item, Incomplete Buy and Benefit missing. 

    Elements
    		Description
    ButtonsRemoveThis button removes the currently selected item from the billing area. 

    		ReturnThis button is a toggle switch which marks the currently selected item as a return item. However, on re-clicking the button it is marked as a Sale item.

    When you click the Return button, the item quantity of the selected item goes negative, marking it as a return by the customer.

    The same button can also change the quantity back to positive indicating that it is a POS Sale.


    		Exchange ButtonThis button allows the set - off of returned item and new selected item. This button has been incorporated to 12.3.0 - 2.3.0 . 

    		Edit Quantity

    This button opens the Change Price & Quantity window where you can change the quantity of a selected item.

    Important

    To know how to edit quantity, click on the link: How To: Edit Item Quantity and Price from store


    		Edit Price

    This button opens the Change Price & Quantity window where you can change the price of a selected item.

    Important

    To know how to edit price, click on the link: How To: Edit Item Quantity and Price from store


    		Discount

    This button opens a Select Discount window from where you can select a discount to be applied to the bill. 

    Important

    Discounts can either be given on a percentage basis or on an amount basis.

    LegendsBenefit ItemThis is the item which the customer receives as the benefit of the promotion.

    For example, a promotion says “Buy 2 shirts, and get a trouser free”, so the trouser becomes the benefit item. It will be highlighted in green.

    		Incomplete Buy

    We use the term incomplete buy to indicate that enough promotional items have not been purchased.

    In the earlier example, if the customer buys just one shirt; it makes the application of promotion invalid. 

    It will be highlighted in blue.


    		Benefit missing

    This is shown when the benefit item is not scanned along with the items bought from promotion assortment. 

    In the same example, if the trousers are not scanned after the shirts, the shirts will be marked in red, meaning it is missing.

    It will be highlighted in red.

  3. The next section is called the Item Detail Section. It shows the details of the item selected like the barcode, group, bill discount, applicable promotion etc.

  4.  Below that, we have the Customer Information Section which shows the details of the customer.

  5. Tag the customer :

    1. Go to the Customer button or press the short cut key F3.

    2. Select Search Customer option. The Search Customer window appears.

    3. Type in any of the customer's search criteria in the space provided and click Search. 

    4. Select the customer by clicking on the name of the customer and click on the Tag button.

      Important

      Customer tagging can be made mandatory by HO. 

      To look for customers not found in the local database, the Search in Web checkbox has to be selected. The checkbox is already selected by default but may be deselected to make searches faster.

  6. Now tag a sales person : 

    1. Click on the Assign Sales Person button in the POS Taskpad or use the shortcut key Ctrl+3. The Select Sales Person window opens.

    2. Click on the name of the sales person and click on  Select button.

    3. Click on Close.

      Important

      Sales Person tagging can also be made mandatory by HO. However, in case of bill level promotion benefit item, this mandatory check does not apply.

  7. Make payment :

    1. Click the Payments button or press the shortcut key F8. The Accept Payments window opens.

    2. A list of various modes of payment that has been assigned to this POS is shown.

    3. Now make the payment by selecting any of the MOPs.

    4. If you choose any other MOP other than cash, then you need to fill in the details.

    5. For example:

      1. If you choose the credit card, enter the amount beside it. Press Enter. 
      2. Enter Credit Card Details window opens.

      3. Enter the credit card details either by scanning it with the EDC or enter it manually.

        Important

        Note: You can also accept a Credit Note, a Gift Voucher, Cash, a Mobile Wallet, Point Redemption or Coupon Redemption.

        If both Point and Coupon redemption is to be done, then Points redemption has to be done before Coupon redemption.

        Important

        Note: These wallets have to be configured at the HO.

    6. Type the amount for the desired MOP and press Enter.

  8. Click on Save the bill button.

    Note: 

    • Sale Analytics could not be done properly for non-loyalty customers because those bills were not shared with third party software. But now it will ensure that any bill saved in Ginesys will be shared with the third party software services hired by the Ginesys user (From HO version 11.139.0 onward).
    • Sometimes while billing the customer might wish to know certain loyalty details from the cashier, to make an informed decision about whether to redeem their loyalty benefits etc. The cashier will now be able to provide those details easily from the billing screen itself without selecting any other menu option (From HO version 11.139.0 onward). 

      The information available in the customer details section of the billing screen will now include - 

      • Available point
      • Total Active Coupon Count
      • Customer Tier 
    • When any bill is voided, after loyalty redemption process has been initiated with third party CRM providers then the loyalty and coupon redemption process must be reverted. So all void bills created in POS will now be shared with third party CRM providers via EMR.(From HO version 11.139.0 onward).

    Customers making offline purchases will be charged CGST and SGST irrespective of their state of registration with Ginesys users.

    A new policy has been introduced to cater to this - Trade group to be applied in case of the customer GST state is different from store state.