POS Operations

POS operations are the day-to-day cashier and store workflows: opening register sessions, selling, receiving payments, returning items, exchanging goods, closing sessions, and reconciling collections.

If Agriculture, Production, or another service points users here, that is a handoff into the shared cashier-execution primitive. The sale receipt, return, exchange, customer-deposit application, settlement batch, and session-close records are still owned by POS.

Open Point of Sale -> Operations.

Workspace Reference

Workspace	Open From	Main Action	Main Record
Register Sessions	Point of Sale -> Operations -> Register Sessions	Open, review, close, or approve session	Cashier shift and register accountability.
Sales	Point of Sale -> Operations -> Sales	Start or complete sale	Customer purchase, payment, stock issue, and receipt.
Customer Deposits	Point of Sale -> Operations -> Sales -> Customer Deposits	Record or review advance customer payments	Posted POS customer deposit credit and available balance.
Returns	Point of Sale -> Operations -> Returns	Create or review return	Controlled reversal of a completed sale line.
Exchanges	Point of Sale -> Operations -> Exchanges	Create or review exchange	Return and replacement sale in one controlled flow.
Settlement Batches	Point of Sale -> Operations -> Settlement Batches	Create or review settlement batch	Finance reconciliation for POS payment transactions.
Settlement Disputes	Point of Sale -> Operations -> Settlement Disputes	Create or review dispute	Chargeback, refund dispute, reversal, or exception follow-up.

Register Sessions

A register session starts when a cashier opens a register and ends when the cashier closes it.

The session normally records:

• cashier
• register
• till or drawer
• opening cash
• sale activity
• refund activity
• payment totals by channel
• counted close cash
• variance
• approval state where variance review is required

Cashiers should not share sessions. If staff change, close the old session and open a new one according to branch policy.

Opening A Session

Before selling:

1. Select the register.
2. Confirm the cashier.
3. Enter or confirm opening cash.
4. Confirm the linked till or drawer.
5. Review available payment channels.
6. Start the session.

If opening cash is wrong, correct it before any sale is made.

Important session fields:

Field	Meaning
Register	Counter or terminal being opened.
Cashier	User responsible for the session.
Till or drawer	Cash accountability container where cash is accepted.
Opening cash	Float available at the start of the session.
Close cash	Counted cash at close.
Variance	Difference between expected cash and counted cash.
Notes	Explanation for variance, handoff, or exception.

Sales

Use Sales to process customer purchases.

This includes agriculture retail or farm-gate counter sales where the buyer is paying immediately at the point of sale. If the buyer should be invoiced and pay later, move the commercial flow into Billing instead.

A sale usually includes:

Sale Detail	Meaning
Customer context	Walk-in customer or selected party.
Items	Scanned or selected sale items.
Quantity and UOM	Units sold and measurement unit.
Price	Price resolved from the active shared Pricing item target.
Discount	Manual or promotional discount where allowed.
Tax	Tax result from configured tax rules.
Payment channel	Cash, card, mobile money, wallet, or another enabled channel.
Customer deposit	Posted customer advance payment that can be applied during checkout.
Receipt reference	Sale receipt or transaction reference.
Stock status	Whether stock issue completed.
GL status	Whether accounting posted or needs follow-up.

Finalise a sale only when the selected payment outcome is valid.

Do not use a POS sale as a shortcut for producer settlement payout. POS is for inbound retail collection, not outbound beneficiary payment.

Customer deposits can be used directly during sale checkout after selecting a registered customer. The cashier selects the available deposit, enters the amount to use, adds it as a payment line, then completes the sale. The system posts the receipt and applies the deposit to that receipt so the cashier does not need to create a credit sale and then collect it again from Receivables.

Receipt Printing

POS profiles and registers can use 58mm, 80mm, or A4 paper.

Paper Mode	Use Case
58mm / 80mm	Counter receipt printers, fast checkout, compact thermal slips.
A4	Formal customer receipt, customer-copy filing, delivery handover, large-format review or archive.

Thermal receipts stay compact and do not use the full document footer because receipt printers need a narrow continuous-paper layout.

A4 receipts use a document-style layout with clearer spacing, line separation, totals, payment sections, and a centered Powered by Pinkapple ERP footer. The organisation legal name, contacts, and logo are controlled from Organisation Details.

Important sale fields:

Field	Meaning
Customer	Walk-in or selected party.
Item or alias	Scanned or selected product.
Quantity and UOM	Units sold.
Price	Resolved sale price from setup.
Discount or promotion	Manual or automatic reduction.
Tax	Tax calculated from setup.
Payment channel	Cash, card, mobile money, wallet, or another enabled channel.
Receipt reference	Sale reference printed or shown to the customer.

Payment Handling

Different channels need different checks.

Channel	Cashier Check
Cash	Count cash and ensure the register session records it.
Card	Confirm approval or processor response before finalising.
Mobile money	Confirm provider result before treating the payment as collected.
Wallet	Confirm wallet result or balance impact where applicable.
Bank or cheque	Follow branch policy for confirmation and later settlement review.
Split payment	Confirm each channel result separately.
Customer deposit	Confirm the selected customer owns the deposit and the amount does not exceed available deposit balance.

If a channel requires later settlement, finance should review it through settlement batches.

Customer Deposits

Use customer deposits when a customer pays in advance and will later use that balance against POS receipts.

The Customer Deposits tab shows posted deposits, applied amounts, refunded amounts, and available balances. Use Record Customer Deposit to receive a new advance payment. Use the checkout customer-deposit card to apply the available balance during a sale, or use Receivables -> Collect Balance to apply it to an already posted unpaid receipt.

For the detailed flow, see Customer Deposit Sales.

Discounts And Promotions

Before applying a discount:

• confirm the cashier is allowed to apply it
• confirm the customer or item is eligible
• confirm approval if the discount exceeds limits
• review tax impact
• confirm the receipt shows the discount correctly

Do not bypass promotion rules with manual price edits unless policy allows it.

Returns

Use returns when a customer brings back an eligible item or needs a service line credited from a completed sale.

A return should show:

• original sale reference
• returned item, service, and quantity
• return reason
• refund method
• stock reversal behavior
• approval status
• GL reversal status
• settlement impact

Do not process a return as a negative sale when the return workflow is available. The return workflow preserves audit, stock where applicable, payment, and settlement history.

If the original business story came from agriculture produce retail, pharmacy, restaurant counters, or another daily-sales outlet, the same rule still applies: the return belongs in shared POS. Stock-managed returned lines should be reviewed in Inventory; service credits do not create stock return movements.

Return Slip Printing

Return slips follow the same paper rule as sale receipts.

Use 58mm or 80mm for compact cashier counter printing. Use A4 when the return needs a more formal customer-facing document, such as a signed refund review, audit attachment, or delivery reversal record. A4 return slips include line separation, return totals, refund details, and the centered Pinkapple ERP platform footer.

Important return fields:

Field	Meaning
Original sale reference	Completed sale being returned.
Returned item or service	What the customer brought back or the service line being credited.
Returned quantity	Quantity being reversed.
Return reason	Why the item is being returned.
Refund channel	How money is returned where a refund applies.
Stock handling	Whether inventory is restored. Service credits show no stock movement is required.
Notes	Approval reason, customer explanation, or inspection outcome.

Return Checks

Before submitting a return:

• confirm the original sale
• confirm the item or service is returnable
• confirm returned quantity does not exceed returnable quantity
• inspect item condition where required
• confirm refund channel
• confirm whether approval is required
• confirm stock should return to sellable, damaged, quarantine, or another status where the line is stock-managed

Exchanges

An exchange combines a return and a replacement sale in one controlled flow.

Use exchanges when:

• the customer returns one or more items
• replacement items are sold in the same interaction
• the balance may be zero, payable by the customer, or refundable

Review:

• returned lines
• replacement lines
• price difference
• tax difference
• refund or additional payment
• stock movement
• receipt output

Session Close

At the end of a shift:

1. Stop new sales for the register.
2. Count cash by denomination where required.
3. Enter close cash.
4. Review expected cash.
5. Review over or short variance.
6. Review non-cash payment totals.
7. Submit the session.
8. Send variance for approval where required.
9. Handoff cash according to branch policy.

Do not close a session without reviewing variance and payment totals.

Settlement Batches

Use POS settlement batches to reconcile POS payment transactions from sale and return activity.

Settlement batches help finance:

• group POS payment transactions
• compare expected and actual settlement
• review provider or bank references
• review fees and net proceeds
• investigate exceptions
• handle disputes
• post settlement effects where configured

For agriculture retail outlets, settlement still follows the same shared pattern. Finance should review provider or bank collections in POS settlement rather than trying to reconcile them from agriculture-specific screens.

Cashier session close and settlement reconciliation are related but not the same. Session close confirms cashier responsibility. Settlement confirms external payment movement.

Common Statuses

Status Area	What It Means
Sale status	Whether the sale is draft, completed, voided, returned, or otherwise controlled.
Payment status	Whether the selected payment has been confirmed, failed, reversed, or remains pending.
Stock status	Whether stock issue or reversal completed.
GL status	Whether accounting has posted or needs attention.
Settlement status	Whether provider, bank, wallet, card, or cash settlement has been reviewed.
Session status	Whether the register session is open, closing, submitted, approved, or closed.

Troubleshooting

Issue	What To Check
Item cannot be found	Shared item aliases, item active status, stock item setup.
Price is missing	Pricing item target scope, effective dates, currency, UOM.
Payment channel unavailable	POS profile, register channel enablement, channel active status.
Mobile money or card pending	Provider confirmation and payment status.
Stock issue fails	Warehouse balance, stock availability, reservation status.
Return blocked	Original sale, returnable quantity, approval rules, return window.
GL posting fails	Accounting setup, posting period, tax or channel mapping.
Settlement missing	Payment transaction status and settlement eligibility.

Common Mistakes

Mistake	Better Practice
Finalising a sale before payment confirmation.	Wait for valid channel result.
Processing returns as negative sales.	Use the return workflow.
Ignoring stock reversal status.	Confirm returned stock handling.
Closing sessions with unexplained variance.	Record notes and follow approval policy.
Treating session close as settlement reconciliation.	Use settlement batches for provider, bank, wallet, or card review.
Using POS to execute producer, worker, or supplier payout.	Use shared Payments and payout workflows instead.

Related Guides

• POS Setup
• Payment Channels
• Settlement And Reconciliation
• Inventory Operations