POS Setup

POS setup prepares a store, branch, counter, or retail station for controlled cashier execution.

Open Point of Sale -> Setup before cashiers begin selling.

Workspace Reference

Workspace	Open From	Main Action	Main Record
POS Profiles	Point of Sale -> Setup -> POS Profiles	Create or edit profile	Register behavior, sale rules, return rules, channel policy, and receipt behavior.
Registers	Point of Sale -> Setup -> Registers	Create or edit register	Cashier station, counter, terminal, or sales point.
Payment Channels	Point of Sale -> Setup -> Payment Channels	Enable or disable channel use	POS-specific enablement of shared payment channels.
Shared Catalog And Pricing	Point of Sale -> Setup -> Shared Catalog And Pricing	Open the owning setup areas	Sellable items, shared aliases, stock SKUs, and Pricing item targets.
Promotions	Point of Sale -> Setup -> Promotions	Create or edit promotion	Discount and eligibility rule.
Loyalty Programs / Members	Point of Sale -> Setup -> Loyalty Programs and Loyalty Members	Create or maintain loyalty records	Points, tiers, rewards, and member enrollment.
Gift Cards	Point of Sale -> Setup -> Gift Cards	Issue, maintain, or review gift card	Stored-value instrument for POS use.
Tax Rules / Tax Groups	Point of Sale -> Setup -> Tax Rules and Tax Groups	Create or maintain tax setup	Tax behavior used during sales and returns.

Setup Goal

POS setup should make sure the cashier can:

• open the correct register
• sell the correct items
• use the correct prices
• apply the correct tax
• accept only approved payment channels
• issue useful receipts
• handle returns and exchanges consistently
• close the session with cash accountability
• send collections into settlement review

Setup Summary

The setup summary is the readiness checklist. Use it before go-live and before activating a new store, counter, or register.

Confirm:

• store or branch business unit exists
• tills and denominations are configured where cash is accepted
• registers are active
• registers are assigned to the right store or branch
• POS profiles are active
• payment channels are enabled only where supported
• shared item aliases resolve to the correct sellable items
• approved Pricing item targets exist for the SALE_ITEM_UNIT_PRICE line
• tax rules and tax groups are current
• receipt behavior is clear
• settlement and accounting responsibilities are known

Registers

Registers represent cashier stations, counters, terminals, store devices, or sales points.

Typical register details include:

Field Or Setting	Meaning
Register name or code	Human-readable counter or terminal reference.
Store or business unit	Operating area where sales are recorded.
Linked till	Till used for cash responsibility and variance review.
Default profile	POS profile controlling register behavior.
Active status	Whether the register can be used.
Assignment notes	Optional location, cashier group, or operational notes.

Set a register inactive when it is temporarily unavailable. Do not delete historical registers that already have activity.

Required setup normally includes a register name, store or business unit, active status, and profile assignment. If the register accepts cash, confirm the linked till before users open sessions.

Tills And Cash Responsibility

If a register accepts cash, it should normally be linked to a till or drawer.

Before enabling cash:

• confirm the till exists
• confirm denominations are configured
• confirm opening float policy
• confirm cash count and close process
• confirm variance approval policy
• confirm cash handoff process

Cash sales without clear till responsibility make session close and reconciliation weak.

POS Profiles

Profiles define how a register behaves.

Profile controls can include:

• allowed sale channels
• allowed refund channels
• stock issue behavior
• receipt behavior
• cashier restrictions
• discount permissions
• return and exchange behavior
• approval thresholds
• default register behavior

Use profiles to standardise store behavior. Avoid configuring every register differently unless the operational reason is clear.

Important profile fields:

Field	Meaning
Profile name	User-facing name for the register behavior package.
Sale channels	Channels cashiers may use for sales.
Refund channels	Channels cashiers may use for returns or refunds.
Stock behavior	Whether POS should issue stock and how stock failures are handled.
Discount permissions	Whether and how manual discounts are allowed.
Return and exchange rules	Controls return eligibility and exchange behavior.
Receipt behavior	Controls receipt output, template, or print behavior where configured.
Active status	Whether the profile can be used by registers.

Payment Channels

POS payment-channel setup enables tenant-approved payment channels for POS use.

Examples:

• cash
• card
• mobile money
• wallet
• bank transfer
• cheque
• internal transfer

The shared channel catalog belongs to Payments & Settlement. POS setup only decides which active channels are allowed on POS profiles and registers.

Before enabling a channel for POS, confirm:

• finance has activated the channel
• cash, bank, wallet, mobile money, card, or cheque settlement process is understood
• refunds are allowed or blocked as intended
• provider confirmation is available where required
• accounting and settlement review are ready

Shared Catalog And Pricing

POS catalog setup connects retail scanning to shared item records and shared Pricing records. POS does not own separate item identity or sale-price setup.

Use:

Setup Area	Purpose
Operational items	Shared goods, services, menu items, medicines, rooms, and other sellable definitions.
Operational item aliases	Shared barcode, SKU, PLU, QR, RFID, supplier, clinical, menu, or room codes used at sale.
Inventory stock items	Stock-managed execution SKUs, balances, batches, lots, expiry dates, and warehouse/location stock context.
Item prices	The sale price for a stock item or operational item using the generic SALE_ITEM_UNIT_PRICE line.
POS profiles, registers, tills	Cashier rules, register behavior, payment channels, receipt behavior, and cash responsibility.

Do not create POS-only item masters when the item should come from shared operational item and inventory setup.

Important catalog and price fields:

Field	Meaning
Sellable item flag	Marks an operational item or stock-backed item as available for sale.
Alias or barcode	Shared code scanned or typed by the cashier.
Linked item	Shared operational item or stock-managed item being sold.
UOM	Unit sold at the POS where applicable.
Price book	The pricing profile that owns the active sale price.
Pricing line	The pricing rule line used for selling. For normal POS sales this is SALE_ITEM_UNIT_PRICE.
Price scope	Optional facility, business unit, service, register, location, quantity, batch, or expiry tier.
Effective dates	Period when the price is valid.
Currency	Currency used for the sale price.
Tax reference	Tax behavior applied to the sale line.
Active status	Whether the alias or price can be used for new sales.

Price Readiness

Before selling:

• confirm the price book and item price are active and approved
• confirm the price applies to the store, register, profile, service, or location context
• confirm effective dates
• confirm currency
• confirm UOM pricing
• confirm quantity breaks if used
• test common scanned items

Missing prices are usually caused by wrong scope, inactive pricing target, expired date, missing currency, or a sellable item that has no SALE_ITEM_UNIT_PRICE target.

Tax Configuration

Tax rules and groups control tax calculation at sale time.

Use tax rules for:

• rates
• effective dates
• item or category scope
• region or tax area scope
• priority

Use tax groups when multiple rules must combine, sequence, or compound.

Review tax setup before promotional periods, new products, or changes in regulation.

Promotions

Promotions control discounts and eligibility rules.

Before activating a promotion, check:

• active period
• eligible items or categories
• eligible customers or memberships
• discount type
• maximum discount
• usage limits
• approval requirements for overrides
• interaction with tax and receipt display

Promotions should be tested with normal sale items before go-live.

Loyalty And Gift Cards

Loyalty programs manage members, points, tiers, rewards, and redemption behavior.

Gift cards are stored-value instruments that can be issued, reloaded, suspended, cancelled, and redeemed depending on permissions.

Before enabling loyalty or gift cards:

• confirm enrolment rules
• confirm earning and redemption rules
• confirm expiry behavior
• confirm refund behavior
• confirm receipt and statement display
• confirm accounting and settlement implications

Setup Checklist

Before cashiers go live:

• Registers exist and are active.
• Registers are linked to valid tills where cash is accepted.
• POS profiles are active and assigned.
• Payment channels are enabled per profile or register.
• Refund channel behavior is reviewed.
• Shared item aliases resolve to correct items.
• Item prices are active for the store, service, register, or location.
• Tax rules and tax groups are current.
• Promotions and loyalty programs are tested.
• Gift card behavior is understood where enabled.
• Settlement and GL posting responsibilities are confirmed.

Common Mistakes

Mistake	Better Practice
Enabling cash without till setup.	Link register to a valid till and close process.
Creating POS-only item records.	Use shared operational item and inventory setup.
Enabling payment channels before settlement is ready.	Confirm Payments & Settlement setup first.
Using expired or unapproved pricing targets.	Review effective dates and approval before go-live.
Activating promotions without testing tax impact.	Test sale totals, tax, discounts, and receipt display.

Related Guides

• POS Operations
• Inventory Setup
• Payment Channels
• Till Currency Drawers