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Point of Sale

Draft

Use the POS terminal, manage sessions, view sales history, and handle returns.

Goal

Explain how to use the POS terminal, manage sessions, view sales history, and understand cashier switching and limitations.

Who This Guide Is For

Cashiers, retail staff, store managers, and anyone who processes sales through the POS terminal.

What You Can Do

  • Open and close POS sessions
  • Process sales transactions
  • Park and resume sales
  • Apply discounts
  • Switch cashiers using a PIN
  • View sales history
  • Process returns and voids (if you have permission)

What You Should Not Expect Yet

  • The POS terminal is a full-screen application and works differently from other pages in ICONK OS.
  • Advanced return policies and receipt reprinting may have limitations.

Step 1: Opening a POS Session

Before you can process sales, you need to open a POS session.

  1. Go to Point of Sale → Sessions in the sidebar.
  2. Click Open Session (or New Session).
  3. Enter the opening cash amount — the cash in the register at the start of the session.
  4. Select the branch (if your company has multiple branches).
  5. Enter the cashier name.
  6. Click Open.

Session Status

| Status | What It Means | |--------|--------------| | Open | The session is active. Sales can be processed. | | Closed | The session has been closed. No more sales can be processed in this session. |

Only One Open Session

Typically, only one session can be open per branch at a time. If a session is already open, you will need to use that session or close it first.

Step 2: Using the POS Terminal

  1. Go to Point of Sale → Terminal in the sidebar.
  2. The POS terminal opens in full-screen mode.

Processing a Sale

  1. Add items — Search for products by name or scan barcodes. Click or tap items to add them to the sale.
  2. Select a customer (optional) — Choose an existing customer or enter a walk-in customer name.
  3. Apply discounts (if permitted) — Apply a discount to individual items or the entire sale.
  4. Review the total — Check the subtotal, tax, and total amount.
  5. Choose payment method — Select Cash, Card, or other available methods.
  6. Enter amount paid — For cash payments, enter the amount the customer gave you. The system will calculate the change.
  7. Complete the sale — Click Pay or Complete.

What Happens After a Sale

  • The sale is recorded in the system.
  • Stock is deducted from the warehouse.
  • A general ledger entry is created.
  • The sale appears in the sales history.

Step 3: Parking and Resuming Sales

If you need to pause a sale (for example, a customer forgot their wallet):

Parking a Sale

  1. On the POS terminal, click Park Sale.
  2. Give the parked sale a label (e.g., "Table 3," "Customer John").
  3. The sale is saved and removed from the current screen.

Resuming a Parked Sale

  1. On the POS terminal, click Parked Sales.
  2. Find the sale you want to resume.
  3. Click Resume.
  4. The sale returns to the terminal screen where you can continue.

Deleting a Parked Sale

If a parked sale is no longer needed:

  1. Go to Parked Sales.
  2. Find the sale and click Delete.
  3. Confirm the deletion.

Step 4: Switching Cashiers

If multiple cashiers share a terminal, you can switch between them using a PIN.

  1. On the POS terminal, click Switch Cashier (or similar action).
  2. Enter the PIN of the cashier you want to switch to.
  3. The terminal will switch to that cashier.

Setting Your PIN

If you do not have a PIN set:

  1. Go to Settings → Team (or ask your administrator).
  2. Set or update your POS PIN.
  3. The PIN is used for cashier switching at the terminal.

Security Notes

  • PIN verification requires you to be a member of the company.
  • The system validates the PIN against your company membership.
  • PIN attempts may be logged for security purposes.

Step 5: Closing a POS Session

At the end of your shift, close the POS session.

  1. Go to Point of Sale → Sessions in the sidebar.
  2. Find the open session.
  3. Click Close Session.
  4. Enter the closing cash amount — the actual cash in the register.
  5. Add any notes (e.g., "Short by $5," "Extra $10 from tip jar").
  6. Click Close.

Expected vs. Actual Cash

  • The system calculates the expected cash based on the opening cash plus all cash sales during the session.
  • Compare this with the closing cash you enter.
  • Any difference (over or short) is recorded in the session notes.

Step 6: Sales History

View past sales to review transactions or look up a specific sale.

  1. Go to Point of Sale → Sales History in the sidebar.
  2. You will see a list of all sales with:
    • Receipt number
    • Date and time
    • Cashier
    • Total amount
    • Payment method
  3. You can filter by date, session, branch, or cashier.

Viewing a Sale Detail

Click on any sale to see its full details, including:

  • Items sold
  • Quantities and prices
  • Discounts applied
  • Tax amounts
  • Payment information

Step 7: Voids and Returns

Voiding a Sale

If a sale was processed in error:

  1. Go to Sales History.
  2. Find the sale you want to void.
  3. Click Void (or ask your manager to void it).
  4. Enter a reason for the void.
  5. Confirm the void.

What happens:

  • Stock is restored for the voided items.
  • The general ledger entry is reversed.
  • The sale is marked as voided.

Note: Voiding typically requires special permission. Not all cashiers can void sales.

Processing a Return

For partial returns (customer returns some items from a sale):

  1. Go to the POS terminal.
  2. Click Return (or similar action).
  3. Select the original sale.
  4. Choose the items being returned and their quantities.
  5. Enter a reason for the return.
  6. Complete the return.

What happens:

  • Stock is restored for the returned items.
  • A proportional general ledger reversal is created.
  • The return is recorded against the original sale.

Known Limitations

  • Receipt reprinting may have limitations. Check with your administrator if you need to reprint a receipt.
  • Advanced return policies (e.g., store credit, exchanges) are not fully implemented. Returns process a proportional refund.
  • UNCERTAIN: The exact behavior of session closing when there are pending transactions has not been fully verified. Always ensure all sales are complete before closing a session.
  • Voiding sales requires specific permission. If you cannot void a sale, ask your manager or administrator.

How to Get Help or Troubleshoot

  • If you cannot open a session, check if another session is already open for your branch. Close the existing session first.
  • If the POS terminal does not load, check that you have the required permissions. See Roles and Permissions.
  • If a cashier PIN does not work, verify that the PIN is set correctly in Settings → Team.
  • If sales history shows incorrect data, check that the session was properly opened and closed.
  • For general questions, see the FAQ.
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Point of Sale | ICONK OS