Register Sale To Settlement

This guide explains how to perform a POS flow from setup through register session, sale, payment, return, close, settlement, and accounting review.

Use this flow for shops, counters, retail branches, school stores, production outlets, agriculture produce shops, farm-gate counters, or any cashier-led sale.

This is a shared POS flow. Even when the business story is agriculture-related, the cashier sale, receipt, return, session close, and settlement records remain owned by POS rather than by an agriculture-specific sales ledger.

Workspace Reference

Workspace	How Users Reach It	What Users Usually Do There
POS Setup	Point of Sale -> Setup	Configure profiles, registers, payment channels, shared catalog/pricing, promotions, loyalty, and tax.
Register Sessions	Point of Sale -> Operations -> Register Sessions	Open, close, and review cashier sessions and variances.
Sales	Point of Sale -> Operations -> Sales	Scan or select items, collect payment, and issue receipt.
Returns	Point of Sale -> Operations -> Returns	Reverse eligible sale lines and process refunds.
Exchanges	Point of Sale -> Operations -> Exchanges	Exchange returned items for replacement items where enabled.
Settlement Batches	Point of Sale -> Operations -> Settlement Batches	Reconcile POS payment transactions.
Inventory And Accounting	Inventory and Accounting workspaces	Review stock issue, return stock, GL, and settlement impact.

Scenario

A cashier sells two school sweaters over the counter, accepts mobile money, processes one return, closes the register, and finance reconciles the settlement.

The same operational pattern applies if the item is a produce-shop line, packaged farm product, or other immediate-cash agriculture outlet item.

The team must:

• confirm register, profile, till, item, price, tax, and payment channel setup
• open a register session
• create a sale
• collect payment or apply an available customer deposit
• confirm stock and receipt behavior
• process a return if needed
• close the session and count cash
• reconcile non-cash payments
• review GL and inventory outcomes

End-To-End Flow

Step	Workspace	Business Meaning
1	POS Setup	Register and selling rules are ready.
2	Register Session	Cashier shift starts.
3	POS Sale	Items, discounts, tax, and customer context are captured.
4	Payment	Cash, mobile money, card, wallet, customer deposit, or other allowed source is confirmed.
5	Receipt And Stock	Receipt is issued and stock effect is reviewed.
6	Return Or Exchange	Refund and stock reversal are tested where allowed.
7	Session Close	Cashier declares closing cash and variance.
8	Settlement	Non-cash payments are reconciled through settlement batches.
9	Accounting And Reports	Sales, refunds, stock, payment, and GL outcomes are checked.

If the buyer should pay later against an account receivable instead of paying immediately at the counter, do not use this POS flow; move the sale into Billing.

Key Steps And Fields

1. Confirm Setup

Open Point of Sale -> Setup.

Check:

• POS profile is active
• register is active and linked to a till where cash is used
• payment channels are enabled
• shared item aliases and Pricing item targets are active
• tax rules are correct
• promotions and loyalty rules are approved where used
• stock behavior is understood

2. Open Register Session

Open Point of Sale -> Operations -> Register Sessions.

Important session fields:

Field	Meaning
Register	Counter or cashier station being opened.
Cashier	User responsible for the session.
Opening Cash	Starting cash float.
Business Unit	Store, branch, or operating unit.
Opening Notes	Float source or exception explanation.

3. Create Sale

Open Point of Sale -> Operations -> Sales.

Important sale fields:

Field	Meaning
Customer	Optional buyer context where captured.
Item, Service, Or Alias	Scanned or selected sellable stock item or non-stock service.
Quantity	Units being sold.
Unit Price	Price from shared Pricing item target or approved override.
Discount Or Promotion	Approved reduction where allowed.
Tax	Tax calculated from active setup.
Payment Channel	Cash, mobile money, card, wallet, bank, or other configured rail.
Customer Deposit	Posted customer advance payment available for selected registered customer.
Reference	Provider, receipt, approval, or manual reference.

Finalise only when payment and totals are correct.

If the customer already has a posted POS customer deposit, select the registered customer, choose the available deposit in the checkout customer-deposit card, enter the amount to apply, and add it as a payment line before finalising. The receipt should post and the deposit available balance should reduce without requiring a separate Receivables collection step.

4. Process Return

Open Point of Sale -> Operations -> Returns.

Check original sale, returned item or service, quantity, reason, refund method, stock/service handling, approval status, and posting status.

If the receipt still has an unpaid balance, the return first reverses that outstanding balance. For the portion already paid, choose one of these outcomes:

• Refund now: return money immediately through an enabled POS refund channel.
• Create customer credit: keep the value on the customer as reusable POS credit.

If the original receipt was paid from customer deposit or existing customer credit, Create customer credit is usually the cleaner default unless policy requires an immediate payout.

Stock-managed returned lines create the required inventory return movement. Non-stock service credits reverse the receipt value without creating inventory movement.

Do not process a return as a new sale with negative quantity unless the return workflow explicitly supports that behavior.

5. Close Register Session

At end of shift, close the session from Register Sessions.

Review counted cash, expected cash, variance, non-cash totals, notes, approval, and posting status. Variances should be explained before finance close.

6. Reconcile Settlement

Open Point of Sale -> Operations -> Settlement Batches.

Review POS payment transactions, provider references, expected amount, actual settlement, fees, unmatched lines, disputes, and reconciliation result.

This remains true for agriculture retail outlets. Settlement review belongs to shared POS and Payments, not to agriculture-specific payout or settlement screens.

Completion Checks

Before closing the workflow, confirm:

• register opens with correct cashier and float
• sale totals, tax, discount, and payment are correct
• customer-deposit sales reduce the deposit available balance when used
• stock issue is visible where stock behavior is enabled
• return reverses customer, stock where applicable, payment, and posting impact correctly
• closing cash variance is reviewed
• settlement batch reconciles non-cash collections
• GL, inventory, and POS reports agree

Common Problems

Problem	What To Check
Item cannot scan	Shared alias, sellable item status, stock item status, pricing target, barcode, and execution readiness.
Payment channel missing	POS profile, tenant channel activation, register rules, and currency.
Customer deposit does not appear	Registered customer, posted deposit status, available balance, currency, and permissions.
Customer deposit does not reduce	Confirm the checkout payment line was customer deposit and review the customer-deposit application.
Sale cannot finalize	Open session, payment confirmation, stock availability, tax, and permissions.
Return is blocked	Original sale status, return window, quantity already returned, approval, and refund channel.
Settlement differs	Provider fees, pending payments, failed payments, cash variance, and unmatched references.
Team is trying to invoice later from POS	If the commercial model is receivable-led rather than cashier-led, use Billing instead.

Related Guides

• POS Overview
• Customer Deposit Sales
• POS Setup
• POS Operations
• Inventory Overview
• Payments & Settlement