Skip to content

Understanding POS Profile

Jump to bottom
Yousef Restom edited this page Jun 9, 2022 · 24 revisions

The POS Profile is the document that determines what a cashier can and cannot do at the point of sale.

A retail organisation can create multiple profiles based on the following

  • No of Companies - In a multi company retail organsiation, each company will need to have at least one profile as profiles determine which company and cost center the transactions will default to.
  • No of retail Locations - each retail location will have a different profile as profiles determine which warehouse will be the source warehouse for items sold.
  • User rights allocation - The profile governs the rights of the user, this rights cover things like ability to give discounts, credit sales, allow returns etc
  • Currency - If a retail business is located in different countries with different currencies, the profile will determine the operational currency when the cashier logs in.

Note the following

  • A user can be assigned to one or more PoS Profiles, if the user has the rights she can change the PoS profile when she opens the PoS page.
  • Multiple users can be assigned to one profile
  • POS Awesome uses the default ERPNext PoS Profile

Creating a POS Profile

To access the POS Profile list, go to: Home > POS Awesome > POS Profile

Click on "Add POS Profile".

First Section of the POS Profile Page

Choose a name, default source warehouse, company and country for the profile. You can also choose a default customer (this comes up automatically at PoS and is usually the walk-in customer or guest customer)

Second Section

  • Allow User to Edit Item Discount - Check this box if you want users assigned this profile to be able to give discounts on an item by item basis
  • Hide unavailable Items - Check this box if you do not want items with zero or negative on hand quantities to be displayed at POS. If checked only items with positive on hand quantities will be available for sales at Point of Sale
  • Allow Partial Payment - If this box is checked Cashiers will be able to receive part payment from customers. If not checked the cashier will need to receive the complete invoice amount before she can submit the transaction.
  • Allow Return - If checked the cashier will be able to do a return transaction
  • Apply Customer Discount - POS Awesome makes it possible for you to give individual customers discounts. Go to the Customer master and key in the customer discount in the "Discount %" field. To ensure that this discount is applied at point of sale, the "Apply Customer Discount" must be checked in the cashiers' POS Profile. If not checked the discount will not be applied.
  • Use Cashback - Check this box if you want the cashier to have the option to give either cash or store credit when the customer makes returns. If not checked all returns will be assumed to be for cash. Learn More about this HERE
  • Use Customer Credit - Check this box if you want to be able to use customers' credit notes as payment at Point of Sale. You will also be able to create credit notes from POS, for example customers can keep change as store credit or keep money in their store account. Learn More about this HERE
  • Hide Close Shift - Check this option if you do not want cashiers to have access to the "Close Shift" option from PoS. Some Retailers do not want cashiers to be able to close shift, this task is left to the Store Manager. This is called "Blind Closing".
  • Auto Set Batch - Check this option if you want the system to automatically pick Batch Numbers for items with batches. The system will automatically choose the batch with the oldest expiry dates.
  • Auto Delete Draft Invoice - POS Awesome automatically creates Sales Invoice as "Draft" immediately the "PAY" button is pressed at Point Of Sale. Sometimes the cashier does not complete the transaction. Draft Invoice is also created when an invoice is held. All draft invoices for the current shift are available to be called up as held invoices when need be. Check the "Äuto Delete Draft Invoice" box does if you want all draft invoices to be automatically deleted when the cashier's shift is closed. If this box is not checked the draft invoices will remain and will need to be manually deleted.
  • Allow user to edit rate - Check this box if you want to give the cashier the right to change selling prices of items at Point of Sale
  • Allow user to edit Additional Discount - Check this box if you want to give the cashier the ability to apply extra/global discount on the transaction.
  • Max Discount Percentage Allowed - If you give the cashier the right to give discounts, you can use this field to limit the quantum of discounts the cashier can give. Leave blank if you do not want to set a limit to this right.
  • Scale Barcode Start with - PoS Awesome is scale ready for sale of weighted items. To be effective the system needs to be able to identify barcodes that belongs to weighted items. You can set the beginning barcode numbers of scale/weighted items here. It is best not to use more than four digits. Once this is set all scanned items beginning with the stated digits will be seen as weighted items and the system will extract the weight from the barcode digits. Learn More about this HERE
  • Allow Create Sales Orders - This will be checked if you want the cashiers to be able to have the option to create sales orders at Point of Sales. This will be used in situations where customers can pay for items at POS and pick them up later. The Sales invoice generated will not have "update stock" checked and a Sales Order will be created to enable the organisation follow up on the order to completion. Learn More about this HERE
  • Show Template Items - This will be checked if the organisation uses Variants and want to be able to use the Template to access the variants. Learn more about this HERE
  • Hide Variants - If this is checked, the variant items will not show at POS, only the template will show. Cashier will be able to access the variants by clicking on the template and choosing the relevant attribute options. Learn more about this Here

POS AWESOME Advance Settings

  • Allow Submission in background job - If this is checked the system will send completed invoices to the printer before actually submitting the invoice. This is designed to make point of sale transactions faster in case of speed issues with invoice submission.
  • Use Browser Local Storage - This is another means of improving the speed at Point of Sale. If checked the system will load item and customer database in the browser storage and this will make search faster, this may be especially useful in case of slow networks.
  • Search by Serial number - Check this box if you want the cashier to be able to search for products using the Item serial number. This is useful for items with Serial numbers and especially fast if the serial number is also in barcode format. The item is automatically called up and the serial number keyed in. Note that if the cashier is selling more than one unit of the same item with different serial numbers, all serial numbers will be on the same item line.

APPLICABLE FOR USERS

In this section/table you can list all the users who will be assigned this profile. As stated above a user can be assigned more than one profile. One of this profiles MUST be designated the default profile for the user and this is achieved by checking the "Default" check box above.

PAYMENT METHODS

In this section/table the acceptable Mode of Payments are assigned to this profile. One of this will have to be chosen as the default mode of payment.

CONFIGURATION AND FILTERS

Some other configurations checks are available in this section

  • Hide images - This is not applicable to POS Awesome, this is for ERPNext inbuilt POS. POS Awesome has separate pages for Images and Lists, Cashier can choose between any of the two at any point in time

  • Hide Unavailable Items - Also not relevant to POS Awesome. This is already handled by the POS Awesome settings

  • Ignore Pricing Rule - You will need to check this box if you want to use the POS Awesome offers instead of the ERPNext pricing rules

  • Allow user to edit rate - This is also not relevant to POS Awesome as this is handled in the POS Awesome settings

  • Allow user to Edit discount - Same as above

  • Filters/Item Group - You can choose the item groups you want to be available at point of sale, keep blank if you want all item groups to be available. You can add as many groups as needed

  • Filters/Customer Groups - You can choose the customer groups that will be available at Point of Sale. Keep blank if you want all customer groups to be available. You can add as many groups as needed.

The Other Settings are the standard ERPNext POS Profile Settings.

Clone this wiki locally