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The Point of Sale (POS) is the billing interface your counter staff uses to sell medicines to customers. It is a full-screen application designed for speed - scan a barcode, select a quantity, collect payment, and print a receipt in seconds.
POS billing screen showing item search bar, product cart on the left, and payment panel on the right

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Who Uses This Feature

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Before You Start

For POS to work correctly, these must be set up first:
  • POS Profile - configuration for your billing terminal (payment modes, linked accounts, item groups). Your administrator sets this up once. See the Administrator Setup section below.
  • Items - all medicines must be created in the Items Catalogue with barcodes if you use a barcode scanner.
  • Customers - for registered customers (loyalty programme, credit sales), they must be in the customer list.

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Step 1: Open the Daily Session

Each morning, before you start billing:
  1. Go to Selling workspace → Point of Sale (or click the POS shortcut)
  2. The system asks you to Open a New Session
  3. Select your POS Profile (your terminal configuration)
  4. Enter the Opening Balance - the cash amount in your cash drawer at the start of the day
  5. Click Open
POS opening entry screen showing POS Profile selection and Opening Balance field
You must open a new session every working day. Do not bill customers without opening a session first, as sales will not be correctly linked to a daily reconciliation.

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Step 2: Bill a Customer

Once the session is open, you are on the POS billing screen.

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Search for Items

  • Barcode scanner: Scan the medicine’s barcode - it is instantly added to the cart
  • Item search: Type the medicine name or code in the search bar and click to add
  • Browse by category: Use the item group filter to browse by product category
POS item search bar with a medicine name typed, showing search results below

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The Shopping Cart (Left Panel)

  • Each added item appears as a row with quantity, rate, and amount
  • To change the quantity, click the quantity field and type the new amount
  • To remove an item, click the delete (trash) icon next to it
  • If the item has batch tracking, a batch selection popup appears - select the batch with the earliest expiry date

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Customer (Optional)

  • For walk-in customers, you can leave the customer field blank or select a default walk-in customer
  • For registered customers (loyalty programme or credit): click the Customer field, search by name or mobile number, and select
  • The customer’s loyalty points, credit limit, and any outstanding balance are shown

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Apply a Discount

  • Click on any item row to expand its details
  • Enter a discount percentage or amount in the Discount field
  • Or use the overall Discount field at the bottom of the cart to apply a cart-level discount

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Payment Collection (Right Panel)

  1. Confirm the Grand Total displayed
  2. Select the Mode of Payment: Cash, Card, UPI, or other configured options
  3. Enter the Amount Paid
  4. If the customer pays with multiple modes (e.g. part cash, part card), click Add Payment and add each payment mode separately
  5. The system calculates change to be returned (for cash payments)
POS payment panel showing mode of payment options (Cash, Card, UPI), amount paid field, and change amount

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Step 3: Complete the Sale

  1. Click Submit (or press Enter) to finalise the transaction
  2. The system creates a POS Invoice automatically
  3. A receipt is generated - print it or send it digitally (depending on your printer setup)
  4. The cart clears and you are ready for the next customer
POS receipt showing store name, items, quantities, prices, GST breakdown, and total paid

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Handling Special Situations

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Customer Returns

If a customer returns a medicine:
  1. From the POS screen, click New Return
  2. Search for the original POS Invoice number
  3. The system creates a return transaction
  4. The refund amount is calculated and returned via the original payment mode

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Hold and Resume

If you need to pause a transaction (e.g. customer forgot their wallet):
  1. Click Hold - the current cart is saved
  2. Process other customers
  3. Click Retrieve to bring back the saved cart when the customer returns

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Discount on a Specific Item

Click on the item row in the cart → set the discount percentage or fixed discount amount. This is recorded on the invoice for reporting purposes.

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Step 4: Close the Daily Session

At the end of each working day:
  1. From the POS screen, click Close (top right)
  2. The system shows you the expected closing balance - what the system calculates you should have in the drawer based on the day’s cash sales
  3. Enter the actual cash amount counted in the drawer
  4. Enter the closing amounts for other payment modes (card, UPI, etc.) from your payment terminal totals
  5. If there is a difference (shortage or excess), it is noted
  6. Click Close POS
POS closing entry showing expected amounts per payment mode, actual amounts entered by staff, and difference highlighted
The system creates a POS Closing Entry document. The store manager reviews this for reconciliation.

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POS Invoice: What Gets Created

Each sale creates a POS Invoice record. You can view all POS invoices from:
  • Accounting workspace → POS Invoice (search in top bar)
  • Or from the POS session history
POS Invoices are periodically merged into a consolidated Sales Invoice by the system (or manually by accounts staff). This is the document that flows into your financial accounts.

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Administrator Setup: POS Profile

The POS Profile is the master configuration for each billing terminal. Your administrator sets this up once. It defines: To create or edit a POS Profile: go to Selling → POS Profile → New (or search “POS Profile”).

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Reports & Monitoring

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Best Practices

  • Open a session every day before billing starts. This is not optional - it is required for daily reconciliation.
  • Close the session before leaving for the day. Do not leave sessions open across multiple days.
  • Always select the batch with the earliest expiry date. Refer to Batch & Expiry Tracking for guidance.
  • Verify the payment amount before submitting. Once submitted, a POS Invoice can only be reversed through a return - it cannot be edited.
  • Count cash at closing before entering the amount. Do not guess - count physical notes and coins before typing the closing balance.
  • Use the “Hold” function for interrupted transactions rather than clearing the cart and starting over.

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Common Mistakes

  • Forgetting to open a session. Sales made without an open session may not link correctly to the daily reconciliation.
  • Not selecting a batch for batch-tracked items. If batch selection is skipped, the system may deduct stock from the wrong batch.
  • Closing with incorrect cash totals. Always physically count cash before entering the closing balance.
  • Processing a return without the original invoice number. Returns need to be linked to the original sale. Keep a record of invoice numbers for any product that might be returned (especially prescription medicines).

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Frequently Asked Questions

Q: What if my POS printer stops working mid-session? The sale is still recorded in the system even if the receipt cannot be printed. You can reprint any POS Invoice from the record itself after the session. Q: Can two staff members use the same POS terminal at the same time? No. Each session is opened by one user. If you need multiple counters, create separate POS Profiles for each terminal and open separate sessions. Q: What happens if I close the browser accidentally during a session? Reopen the browser and go to the POS screen - the session will still be active. Any completed invoices are saved. Your current (incomplete) cart may be lost. Q: How do I handle a customer who wants to pay partly by cash and partly by card? In the payment panel, click Add Payment to add a second payment row. Enter the cash amount in the first row and the card amount in the second row. The total must equal the grand total.