> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Point of Sale

> How to run the billing counter in Bizaxl Medical Retail - opening a session, billing customers, collecting payments, and closing the day.

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.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-pos-main-screen.png" alt="POS billing screen showing item search bar, product cart on the left, and payment panel on the right" />
</Frame>

***

## Who Uses This Feature

| Role                           | What They Do Here                                                    |
| ------------------------------ | -------------------------------------------------------------------- |
| **Pharmacist / Counter Staff** | Bills customers, collects payment, prints receipts                   |
| **Store Manager**              | Opens and closes sessions, monitors daily sales, reviews POS reports |
| **Accounts Staff**             | Reviews and reconciles POS closing entries                           |

***

## 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.

***

## 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**

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-pos-open-session.png" alt="POS opening entry screen showing POS Profile selection and Opening Balance field" />
</Frame>

<Warning>
  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.
</Warning>

***

## Step 2: Bill a Customer

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

### 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

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-pos-item-search.png" alt="POS item search bar with a medicine name typed, showing search results below" />
</Frame>

### 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

### 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

### 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

### 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)

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-pos-payment-panel.png" alt="POS payment panel showing mode of payment options (Cash, Card, UPI), amount paid field, and change amount" />
</Frame>

***

## 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

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-pos-receipt.png" alt="POS receipt showing store name, items, quantities, prices, GST breakdown, and total paid" />
</Frame>

***

## Handling Special Situations

### 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

### 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

### 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.

***

## 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**

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-pos-close-session.png" alt="POS closing entry showing expected amounts per payment mode, actual amounts entered by staff, and difference highlighted" />
</Frame>

The system creates a **POS Closing Entry** document. The store manager reviews this for reconciliation.

***

## 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.

***

## Administrator Setup: POS Profile

The **POS Profile** is the master configuration for each billing terminal. Your administrator sets this up once. It defines:

| Setting                  | What It Does                                                                |
| ------------------------ | --------------------------------------------------------------------------- |
| **Company**              | Which company this terminal belongs to                                      |
| **Warehouse**            | Which warehouse stock is deducted from when items are sold at this terminal |
| **Currency**             | The billing currency                                                        |
| **Payment Methods**      | Which modes of payment appear at this terminal (Cash, Card, UPI)            |
| **Print Format**         | The receipt format used                                                     |
| **Item Groups**          | Which product categories appear in the POS item browse panel                |
| **Customer Group**       | Default customer group for walk-in customers                                |
| **Write Off Account**    | The account to post rounding differences                                    |
| **Applicable for Users** | Which staff members can use this profile                                    |

To create or edit a POS Profile: go to **Selling → POS Profile → New** (or search "POS Profile").

***

## Reports & Monitoring

| Report               | What It Shows                                                   |
| -------------------- | --------------------------------------------------------------- |
| **POS Session**      | Opening and closing entries for each daily session              |
| **POS Invoice** list | All invoices from the POS - filterable by date, staff, customer |
| **Sales Register**   | Consolidated view including POS sales                           |
| **Gross Profit**     | Margin on items sold at POS                                     |
| **Payment Summary**  | Breakdown of receipts by payment mode (cash, card, UPI)         |

***

## 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](/retail/medical-retail/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.

***

## 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).

***

## 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.

***

## Related Features

* [Batch & Expiry Tracking](/retail/medical-retail/batch-expiry-tracking) - batch selection at POS
* [Customer Management](/retail/medical-retail/customer-management) - registering customers for loyalty
* [Sales Invoice](/retail/medical-retail/sales-invoice) - for institutional sales outside POS
* [Payment Entry](/retail/medical-retail/payment-entry) - for manual payment recording outside POS
* [GST Compliance](/retail/medical-retail/gst-compliance) - GST on POS invoices