> ## 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 use the Bizaxl POS counter to bill walk-in customers, accept cash, card, and UPI payments, apply discounts, and print receipts at the Bizaxl Toy Store.

The Point of Sale (POS) is the heart of the toy store's daily operations. Every time a customer walks in and picks up a toy, the cashier uses the POS terminal to create a bill, collect payment, and print a receipt. The POS screen is designed for speed - you can search for any toy by name, scan a barcode, and complete a transaction in under a minute.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-toystore-pos-terminal.png" alt="POS billing screen showing item search, cart, payment mode selection, and total" />
</Frame>

***

## Who Uses This Feature

| Role                        | What They Do                                                                       |
| --------------------------- | ---------------------------------------------------------------------------------- |
| **Cashier / Billing Staff** | Bills customers, collects payments, handles returns, opens and closes daily shifts |
| **Store Manager**           | Reviews POS invoices, monitors daily totals, handles discrepancy escalations       |

***

## Before You Start

Before you can open the POS terminal, these things must be in place:

* The **POS Profile** for Bizaxl Toy Store must be configured (warehouse set to Main Store - M, currency INR, payment modes Cash/Card/UPI enabled)
* Your user account must be linked to the POS Profile
* You must create a **POS Opening Entry** for the day before billing your first customer

***

## Opening the POS Terminal

1. Go to the **POS Workspace** from the left sidebar.
2. Click **POS Opening Entry** and then **New**.
3. Select the POS Profile: **Bizaxl Toy store**.
4. Enter the **Opening Balance** - the amount of cash you placed in the till at the start of the shift.
5. Click **Submit**.

The system now lets you open the billing screen. Click **Open POS** or navigate to the POS interface directly.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-toystore-pos-opening-entry.png" alt="POS Opening Entry screen showing opening cash amount field and submit button" />
</Frame>

***

## Billing a Customer

### Step 1: Search for Items

In the POS screen, use the search bar at the top to find the toy you want to add to the bill. You can type:

* The item name (e.g., "Lego Builder Set")
* The item code
* A partial name (e.g., "puzzle")

The system shows matching items with their selling price. Click on an item to add it to the cart.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-toystore-pos-item-search.png" alt="POS item search bar with results showing toy names, categories, and prices" />
</Frame>

### Step 2: Set Quantity

After adding an item to the cart, you can change the quantity using the + and - buttons, or type in the exact number.

### Step 3: Apply a Discount (if applicable)

If you need to give a discount on an item:

* Click on the item in the cart
* Enter the discount percentage in the Discount field
* The price updates automatically

If a pricing rule is set up (e.g., "Buy 3 get 10% off"), the discount applies automatically when the cart meets the condition.

### Step 4: Select Payment Mode

At the bottom of the screen, you will see the payment section. The total is shown. Select how the customer is paying:

| Payment Mode | When to Use                                    |
| ------------ | ---------------------------------------------- |
| **Cash**     | Customer pays with physical notes and coins    |
| **Card**     | Customer swipes or taps a debit/credit card    |
| **UPI**      | Customer scans a QR code or pays via a UPI app |

You can split a payment across modes if the customer wants to pay part cash and part card. Enter the amount for each mode and the system will calculate any change due.

### Step 5: Complete the Sale

Click **Submit** to complete the transaction. The system:

* Creates a POS Invoice
* Updates stock in the Main Store
* Records the accounting entry
* Adds the sale to today's totals on the Home dashboard

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-toystore-pos-payment-screen.png" alt="POS payment screen showing cash/card/UPI amount entry and Submit button" />
</Frame>

### Step 6: Print the Receipt

After submission, click **Print** to print the receipt. The store uses the **POS-Invoice** print format, which is formatted for a standard thermal receipt printer.

***

## Field Guide: POS Invoice

| Field               | Description                                                                     |
| ------------------- | ------------------------------------------------------------------------------- |
| **Posting Date**    | The date of the transaction (auto-filled to today)                              |
| **POS Profile**     | The POS configuration used for this session                                     |
| **Customer**        | Defaults to "Walk-in Customer"; can be changed for loyalty or account customers |
| **Item Code**       | The toy being sold                                                              |
| **Item Name**       | The display name of the toy                                                     |
| **Quantity**        | Number of units sold                                                            |
| **Rate**            | Selling price per unit                                                          |
| **Discount**        | Any discount applied (percentage or amount)                                     |
| **Amount**          | Rate x Quantity after discount                                                  |
| **GST**             | Tax computed automatically from the item's tax template                         |
| **Grand Total**     | Final payable amount including GST                                              |
| **Mode of Payment** | Cash, Card, or UPI (or a combination)                                           |
| **Amount Paid**     | What the customer actually handed over                                          |
| **Change Amount**   | Cash to give back if the customer overpaid                                      |

***

## Workflow Journey

```
Open POS Shift (Opening Entry)
    → Search Item → Add to Cart → Set Quantity
    → Apply Discount (if any) → Select Payment Mode
    → Collect Payment → Submit → Print Receipt
    → Close POS Shift (Closing Entry)
```

***

## Reports and Monitoring

| Report / Card                             | What It Shows                                 | Where to Find It                |
| ----------------------------------------- | --------------------------------------------- | ------------------------------- |
| **Today Sales**                           | Total POS billing amount for today            | Home Workspace, Sales Workspace |
| **Yesterday Sales**                       | Yesterday's total for comparison              | Home Workspace, Sales Workspace |
| **This Month Sales**                      | Month-to-date sales total                     | Home Workspace, Sales Workspace |
| **Top 5 Selling Items**                   | Best-selling toys by revenue this period      | POS Workspace Chart             |
| **Daily UPI vs Cash vs Card Trends**      | Payment mode breakdown today                  | Home Workspace, POS Workspace   |
| **This Month UPI vs Cash vs Card Trends** | Monthly payment mode split                    | Home Workspace, POS Workspace   |
| **POS Invoice List**                      | View, search, and export all POS transactions | POS Workspace                   |

***

## Notifications and Alerts

| Alert                              | Trigger                                 | Who Is Notified           | What to Do                                                                         |
| ---------------------------------- | --------------------------------------- | ------------------------- | ---------------------------------------------------------------------------------- |
| **High Value POS Invoice Created** | A POS Invoice exceeds a threshold value | Store Manager (via email) | Verify the transaction is legitimate and the customer received proper service      |
| **Sales Return Alert**             | A return is processed on a POS Invoice  | Store Manager (via email) | Review the return reason and ensure the customer received their refund or exchange |

***

## Dashboard Charts

### Top 5 Selling Items

This chart shows the five toys that generated the most revenue at the POS counter. It updates based on all submitted POS Invoices.

**Who uses it:** Store Manager, Procurement Officer
**When to check it:** Every Monday before placing the week's purchase orders
**Action it drives:** If a top-5 item is running below the reorder level, raise a Material Request immediately

### Daily UPI vs Cash vs Card Trends

This chart breaks down each day's collections by payment mode. Three bars appear for each day: UPI, cash, and card.

**Who uses it:** Cashier, Accounts Team, Store Manager
**When to check it:** End of every day during POS closing
**Action it drives:** If the card total on the chart does not match the card machine printout, investigate before closing the shift

### This Month UPI vs Cash vs Card Trends

Same breakdown as above but covering the entire month. Useful for spotting shifts in customer payment behaviour - for example, if UPI is growing and cash is shrinking, you may want to ensure the QR code is prominently displayed at the counter.

***

## Workspace Access

Access all POS-related functions from the **POS Workspace**:

* **POS Profile**: configure the counter
* **POS Opening Entry**: start the shift
* **POS Closing Entry**: end the shift
* **POS Invoice**: view all billing history
* **POS Settings**: system-level configuration

***

## Automatic Actions

When a POS Invoice is submitted, the system automatically:

* Deducts the sold items from the Main Store - M warehouse stock
* Creates a journal entry (debit Cash/UPI/Card account, credit Sales and GST accounts)
* Adds the transaction to the Today Sales and This Month Sales number card totals
* Updates the Top 5 Selling Items chart data

***

## Best Practices

* **Open the shift before your first bill.** If you forget to create a POS Opening Entry, the system will prompt you. Never skip it - the closing entry needs an opening balance to calculate cash differences.
* **Never leave the till open unattended.** If you are stepping away, lock or close the POS screen.
* **Record the customer's name for large purchases.** If someone buys toys worth more than a few thousand rupees, search for or create their customer record before billing. This helps with returns and future loyalty tracking.
* **Check the payment mode before submitting.** A payment recorded as cash when the customer actually paid by UPI will cause a discrepancy at closing. It takes seconds to correct before submission but can take minutes to trace afterwards.
* **Use the Hold function for interrupted transactions.** If a customer walks away mid-bill, use Hold instead of cancelling. The cart is saved and you can retrieve it when they return.
* **Never submit a POS Invoice with a zero amount unless it is a free-of-charge exchange.** Accidental zero-value invoices distort daily totals.

***

## Troubleshooting

**The item is not appearing in the POS search.**
Check that the item is marked as "Is Sales Item" in the item record and that it has a selling price in the active price list for the POS Profile.

**The price shown is wrong.**
Check the item's active price list. If a pricing rule is applied, it may be overriding the standard rate. Go to Pricing Rule to review active rules.

**The POS is not letting me open a new session.**
This usually means a previous session was not closed properly. Go to POS Opening Entry and close the open session before starting a new one.

**The GST amount looks incorrect.**
Check the item's tax template. The correct HSN code and GST rate must be assigned. Contact your accounts team to review the Item Tax Template.

**The closing entry shows a difference I cannot explain.**
Go to POS Invoice list and filter by today's date. Review all cash transactions and cross-check with the physical till count. Look for any voided or cancelled invoices.

***

## Related Features

* [POS Opening and Closing](/retail/toy-store/pos-opening-closing)
* [Inventory Management](/retail/toy-store/inventory-management)
* [Reports and Analytics Overview](/retail/toy-store/reports-overview)
* [GST Compliance](/retail/toy-store/gst-compliance)