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Recording Sales in the POS

Recording Sales in the POS

Publicado el
Published on
September 6, 2023
Actualizado en
Updated on
December 15, 2023


In any store or business, the place where customers pay for their purchases is vital. This is where the Point of Sale (POS) System comes into play, and in Cashflow, we have designed a cash register screen that makes this process as straightforward as possible.

Our POS cash register screen not only facilitates the sale of products but also offers useful options for managing payments, tracking inventory, and more, all in one easy-to-use place.

In this article, we guide you through how this essential part of your business works. We'll show you how to find and sell products, manage payments, secure the cash register, and many more essential functions. Whether you are new to this or already have experience, this guide is designed to help you get the most out of your POS system.

2. Understanding the POS Screen (Checkout)

The checkout screen, also known as the Point of Sale (POS), is a crucial tool in your business's sales process. This digital space contains all the necessary functions for managing transactions, selecting products, applying discounts, and more. We will guide you through the main areas and features of the checkout screen so you can operate it confidently and efficiently.

2.1 General Navigation

The checkout screen in the POS system is user-friendly and consists of the following main areas:

  • Side Menu
    This is the main menu of the checkout screen where you can access options such as order list, customer list, credit notes, and closing the cash register.
  • Top Bar
    In the top bar, you can find a field for quick item search and options to switch between different screen modes.
  • Item Area
    In this area, you will find the items available for sale displayed in various viewing modes based on the chosen screen mode.
  • Shopping Cart (Checkout)
    The shopping cart is where you add a list of items included in an order. Here, you can see the selected items, quantities, prices, and discounts. At the bottom, there are actions for the order, such as deleting, pausing, or proceeding to make the payment.
  • Payment Screen
    This screen appears when you click the "Proceed" button. Here, you can choose payment methods, print the pre-invoice, and complete the transaction.

2.2 Screen Modes

Selecting the right products at the right time is crucial for a smooth sales process. In the Cashflow checkout screen, we offer different ways to view and choose products, designed to fit various types of businesses and needs. To access the screen modes, click on the "Modes" button next to the search field. Here, you'll find the four main modes:

  • Kiosk Mode
    This mode is for when you need speed. It displays the main categories so you can find what you need within seconds. It's perfect for places like cafes, food trucks, or beauty salons where quick sales are essential.
  • Product Gallery
    Here, your items appear as images. It's like having a visual catalog of your products, making it easy to find what you're looking for at a glance. Unlike Kiosk mode, there are no category buttons, just images.
  • Product List
    If you have many items to sell, this mode is for you. It shows a list with details like price, quantity, and availability, making it ideal for browsing through large inventories.
  • Favorite Items
    If you have products that you sell repeatedly, this mode allows you to mark them as favorites for quick access. It's like having a shortcut to what you sell the most, saving you time and effort.

2.3 User Options

To access user options, in the Checkout area, click on the "Padlock Icon" button. Inside, you'll find:

  • Supervisor Mode
    This option allows access to administrative functions. Only a user with a supervisor role can access this functionality.
  • User Change
    This option allows you to quickly switch between different users.
  • Screen Lock
    This option allows you to lock the checkout screen and protect information when the checkout is not in use.
  • Logout
    This option logs out the current user.

2.4 Full-Screen Mode

This mode allows you to view the POS interface in full-screen, making the best use of the available screen space. To activate this mode:

  1. Click on the button with the full-screen icon.
  2. If you want to exit this mode and return to the regular view, simply press the ESC key on your keyboard.

3. Cash Register Opening

Before you start recording sales in the POS system, it's necessary to open the cash register with your user. Here's how to do it:

  1. Access the Main Screen of the POS
    You'll find the option to open the cash register here.
  2. Click on the "Open Cash Register" Button
    This will take you to a new window where you'll register the initial opening amount.
  3. Register the Initial Opening Amount
    This amount is the money you start the day with and will be used for comparison when closing the cash register.
  4. Optionally, Leave a Note
    You can use this to record any important observations.
  5. Click "Open Cash Register" to Continue
    Once you do this, the cash register will be open, and you can start recording sales. The initial amount will be recorded and used at the end of the day for the closing process.

This process ensures that all transactions are properly recorded, allowing you to keep track of sales and cash in the register throughout the day.

4. Adding Customers from the POS Screen

You can add new customers directly from the POS screen. To add a new customer, follow these steps:

  1. In the shopping cart area, in the Choose Customer section, click on the "+" button.
  2. In the window that appears, in the General section, fill in the customer's information.
  3. In the Addresses section, to add the customer's address, click on the [+] button. Enter the address details and click Save.
  4. Then, click Save to save the customer.
  5. After adding a customer, you can add them to an order by clicking + Choose Customer and selecting them from the list.

5. Recording a Sale (Checkout and Payment)

The ability to process sales efficiently and smoothly is essential for any business. In this section, we will explore how to use the Point of Sale (POS) in Cashflow to record a sale. From selecting the customer and adding items to the order to the payment process and printing a pre-invoice, we will guide you through each step to ensure a seamless and error-free transaction. Whether you are saving an order for later or completing an immediate sale, you will find everything you need to know here.

5.1 Recording a Sale

To record a sale in the Cashflow Point of Sale, follow these steps:

  1. Choose the Customer
    In the checkout area, click "+ Choose Customer" and select the customer from the list to add them to the order.
  2. Add Items to the Order
    From the list of items, click on the items to add them to the order (Shopping Cart).
  3. Proceed to Payment
    Click 'Proceed' to continue and record the payment. In the payment window, select the payment method. If it's a split payment, you can add another payment method and define the amounts for each method.
  4. Complete the Sale
    To complete the sale, click "Pay and Print."

5.2 Saving an Order for Later

If the customer wants to complete the purchase later:

  1. In the checkout area, click the Pause button.
  2. The order will be saved for retrieval at another time.
  3. To retrieve the order, go to the main menu and click on Orders.
  4. In the window that appears, find the order in the list and click the Cart button.
  5. The order will return to the Shopping Cart, where you can finalize the sale.

5.3 Pre-Invoice Printing Options

Before finalizing the order, you can print a pre-invoice with order details. This is useful in businesses like restaurants that generate pre-invoices to request payment and then print the final invoice.

To print a pre-invoice:

  1. Once you have the order in the Shopping Cart (checkout), click the Proceed button.
  2. In the payment screen, in the Pre-Invoice preview, click the button with the Print Icon.
  3. Once the customer is ready to pay, return to the payment screen and select the payment method.
  4. If it's a split payment, you can add another payment method and define the amounts for each method.
  5. To complete the sale, click Pay and Print.

6. Cash Register Closing Process

To close the cash register at the end of the day:

  1. In the main menu, click on Close Cash Register.
  2. In the Payment Summary section, enter the counted amount for each payment method.
  3. In the Closing Summary section, you can write any additional notes relevant to the closing.
  4. Click Close Cash Register to complete the process.
Cash Register Closure with Discrepancies
If you are trying to close the cash register and detect differences between the expected and the actual counted amount of money, the system will alert you that the cash register is out of balance. If you decide to proceed despite this difference, the system will automatically create an accounts receivable entry for the employees for the amount of the discrepancy.

Tips & Best Practices

Success in managing a Point of Sale (POS) system lies in the ability to use it efficiently. Here are some tips and best practices to get the most out of your Cashflow POS system:

  1. Familiarize Yourself with Screen Modes
    Practice using each screen mode (Kiosk, Product Gallery, Product List, Favorite Items) to understand which one suits your business best. Use Favorite Items for quick access to the best-selling products.
  2. Customer Management
    Proactively add customers to maintain a complete database. This will help with relationship management and future promotions. Use the pause order option to provide flexibility to your customers without delaying other transactions.
  3. Speed Up Checkout
    Regularly train your staff on the checkout screen to ensure fast and accurate transactions. Use the option to print a pre-invoice in restaurants or businesses that require it to enhance the customer experience.
  4. Point of Sale Security
    Implement the use of "Supervisor Mode" only for trusted employees to protect administrative functions. Lock the screen when the cash register is not in use to ensure information security.
  5. Cash Register Closure and Reconciliation
    Verify transactions and conduct an accurate count during the cash register closure. Document any discrepancies in the closure notes for proper tracking.
  6. Contact Support
    Seek support if you encounter any issues or have questions. Help and technical support are available to ensure smooth operation.

Common Issues

In the course of using the Point of Sale (POS) system, you may encounter some common issues. Here, we provide guidance on troubleshooting these issues and finding solutions:

  1. Can't Access the POS Screen or is Not Responding
    If you can access your POS screen or if it becomes unresponsive, first check if you have internet connectivity, this is usually the culprit. Also check if your device meets the system requirements. If the issue persists, contact technical support for assistance.
  2. Payment Processing Errors
    Payment processing errors, like declined credit cards or payment failures, can disrupt transactions. Ensure accurate payment method and card details, maintain a stable internet connection, and monitor the payment gateway status. If problems persist, contact your payment processor for guidance.
  3. Missing or Inaccurate Inventory Records
    Inaccurate inventory records can lead to stock discrepancies. Conduct regular inventory audits, verify proper recording of sales and restocking, and investigate potential theft or mishandling. Implementing barcode scanning can improve accuracy.
  4. Cash Register Closure Discrepancies
    If the counted cash amount during cash register closure doesn't match the expected amount, double-check counted cash accuracy, review transactions for errors, and seek assistance from a supervisor or manager if needed.
  5. User Authentication Problems
    User authentication problems, such as login difficulties or role switching issues, may arise. Ensure correct login credentials, check user roles and permissions, reset user passwords as necessary, if issue persists contact support.
  6. Printing Issues
    Printing issues with receipts or documents can hinder operations. Verify printer connectivity, paper, and ink. Check printer settings in the POS software, restart the printer, and contact support if problems persist.
  7. Slow Performance
    Slow POS system performance can affect transaction speed. Close unnecessary background applications and browser tabs, check your internet connectivity and speed. Also confirm hardware meets system requirements, and consider hardware or software upgrades if performance issues persist.

Remember that if you cannot resolve the issue, it's always best to contact technical support for assistance and to avoid potential errors that could affect your accounting records.