# Sales & POS (Point of Sale) Sales are how your business earns money. ActuaryPOS Hybrid Solution gives you two ways to sell: the fast **POS Screen** for counter sales, and the detailed **Direct Sale** form for more complex transactions. This guide covers both. --- ## What You'll Learn - How to make a sale using the POS screen - How to make a direct sale - How to manage quotations and sales orders - How to process returns and refunds - How to handle discounts and promotions - How to manage the cash register --- ## Part 1: POS (Point of Sale) — Quick Counter Sales The POS screen is designed for fast, face-to-face sales — like at a shop counter or restaurant. ### How to Make a POS Sale 1. Go to **POS Sale → POS Sale** from the left sidebar. 2. The POS screen opens with: - A **Search Bar** at the top to find products - **Product Suggestions** on the right (if enabled) - A **Cart** on the left showing added items 3. **Add products** to the cart: - Type the product name in the search bar and click the result, OR - Scan a barcode with your scanner, OR - Click a product from the suggestion grid 4. **Adjust quantities**: Click the quantity number to change it, or use the + / − buttons. 5. **Apply discounts** (optional): Click the discount icon next to an item to add a per-item discount. 6. Click the **Pay** button (or press the keyboard shortcut). 7. The **Payment Screen** appears: - Enter the **Amount Received** from the customer - Choose the **Payment Method**: Cash, Card, Cheque, Bank Transfer, Custom - The system shows the **Change Due** automatically - Add a **Payment Note** if needed 8. Click **Finalise** to complete the sale. 9. The **Receipt** appears: - Click **Print** to print the receipt - Click **Email** to send it to the customer - Click **New Sale** to start the next transaction 📸 *[Screenshot: The POS screen with products in cart and the Pay button highlighted]* 📸 *[Screenshot: The payment popup showing amount received, change due, and payment method]* --- ### POS Keyboard Shortcuts Speed up your work with these shortcuts: | Shortcut | Action | |---|---| | `F2` | Open the payment screen | | `F4` | Cancel the current sale | | `F5` | Hold / Suspend the sale | | `F7` | Add a new customer | | `F9` | Quick add product | | `Ctrl + P` | Print last receipt | > 💡 **Tip:** These shortcuts can be customised in **Settings → Business Settings → POS Sale → Keyboard Shortcuts**. --- ### How to Suspend and Resume a Sale If a customer needs to step away: 1. During a sale, click **Suspend** (or press `F5`). 2. The sale is saved as a draft. 3. To resume, go to **POS Sale → List Drafts**. 4. Click **Resume** on the suspended sale. 5. Continue where you left off. 📸 *[Screenshot: The Drafts list with the Resume button]* --- ### How to Open and Close the Cash Register **Opening the Register:** 1. When you start the POS, you'll be asked to **Open Register** if one isn't already open. 2. Enter the **Opening Cash Amount** — the money already in the drawer. 3. Click **Open Register**. **Closing the Register:** 1. Click the **Close Register** button on the POS screen. 2. Count your cash and enter the **Closing Amount**. 3. The system compares your count with what it expects. 4. Review any differences. 5. Click **Close Register** to finish your shift. 📸 *[Screenshot: The Close Register screen showing expected vs. actual cash amounts]* --- ## Part 2: Direct Sales — Detailed Sales The direct sale form gives you more control for invoices, shipments, and detailed transactions. ### How to Create a Direct Sale 1. Go to **Sale → Add Sale** from the left sidebar. 2. Fill in: - **Customer** — Choose or search for a customer - **Business Location** — Which shop/warehouse - **Sale Date** — When the sale was made - **Invoice Number** — Auto-generated 3. Add products by searching or scanning. 4. For each product, set: - **Quantity** - **Unit Price** — Can override the default - **Discount** — Per-item discount - **Tax** — Per-item tax 5. Add any **overall discount** or **shipping charges**. 6. In the **Payment** section, enter payment details. 7. Click **Save** to record the sale. 📸 *[Screenshot: The direct sale form with customer, products, and payment sections]* --- ## Quotations A quotation is a price estimate you give to a customer before they decide to buy. ### How to Create a Quotation 1. Go to **Sale → Add Quotation**. 2. Fill out the form just like a sale, but the status will be "Quotation". 3. Click **Save**. ### How to Convert a Quotation to a Sale 1. Go to **Sale → List Quotations**. 2. Find the quotation and click **Actions → Convert to Sale**. 3. Review and adjust if needed. 4. Click **Save** to finalise the sale. 📸 *[Screenshot: The quotation list with Actions → Convert to Sale option]* --- ## Sales Orders Sales orders track confirmed orders that haven't been delivered yet. 1. Go to **Sale → Sales Orders** to view all orders. 2. Click **Add Sale** and set the sale type to **Sales Order**. 3. Once you deliver the products, mark the order as **Completed**. 📸 *[Screenshot: The Sales Orders list with status indicators]* --- ## Sell Returns & Refunds When a customer returns a product: 1. Go to **Sale → List Sell Returns** (or find the sale and click **Actions → Return**). 2. Click **Add** to create a new return. 3. Select the original sale. 4. Enter the quantity being returned for each product. 5. Choose how to refund: - **Cash** refund - **Credit** to the customer's account 6. Click **Save**. Stock will be restored and the customer's balance will be updated. 📸 *[Screenshot: The sell return form showing items being returned]* --- ## Discounts & Promotions ### Per-Item Discount - While creating a sale, click the **Discount** field next to any product and enter a percentage or fixed amount. ### Overall Discount - At the bottom of the sale form, find the **Order Discount** field and enter the overall discount. ### Managed Discounts 1. Go to **POS Sale → Discounts** (or **Sale → Discounts**). 2. Create a discount with: - **Name** — e.g., "Summer Sale 10%" - **Discount Type** — Percentage or Fixed - **Amount** — The discount value - **Start Date** and **End Date** — When the discount is active - **Priority** and **Applicable Products** — Fine-tune which products qualify 3. Click **Save**. The discount applies automatically. 📸 *[Screenshot: The Discounts list and Add Discount form]* --- ## Shipments Track deliveries for your sales: 1. Go to **Sale → Shipments**. 2. View all pending and completed shipments. 3. Update the shipping status as orders are delivered. 📸 *[Screenshot: The Shipments page with status tracking]* --- ## Settings & Options | Setting | What It Does | Where to Find It | |---|---|---| | **POS Interface** | Choose Simple, Product Suggestion, or Quick Button layout | **Settings → Business Settings → POS Sale** | | **Default Customer** | The customer used for walk-in sales | **Settings → Business Settings → POS Sale** | | **Require Customer** | Force staff to select a customer for every sale | **Settings → Business Settings → POS Sale** | | **Sale Prefix** | Prefix for sale invoice numbers (e.g., "INV") | **Settings → Business Settings → Prefixes** | | **Enable Sales Orders** | Show/hide the Sales Orders feature | **Settings → Business Settings → Sale** | | **Enable Quotations** | Show/hide the Quotations feature | **Settings → Business Settings → Sale** | | **Enable Shipping** | Show/hide shipping fields on sales | **Settings → Business Settings → Sale** | | **Sale Price Tax** | Whether selling prices include tax or not | **Settings → Business Settings → Sale** | --- ## Common Questions **Q: Can I edit a sale after it's been recorded?** A: Yes, if your administrator has allowed it. Go to the sale and click **Actions → Edit**. Changes are only allowed within the number of days set in **Transaction Edit Days** setting. **Q: How do I reprint a receipt?** A: Go to the sale in the list, click **Actions → Print Invoice**. You can also use `Ctrl + P` on the POS right after a sale. **Q: Can a customer pay with multiple methods?** A: Yes! On the payment screen, add multiple payment rows — for example, part cash and part card. **Q: What's the difference between POS and Direct Sale?** A: POS is designed for fast counter sales with a visual interface. Direct Sale is a form-based option for detailed invoicing and complex transactions. Both record sales the same way. --- ## Tips & Best Practices - 📌 Use the **POS screen** for quick retail sales and the **Direct Sale** for wholesale or invoice-based sales - 📌 Open and close your **Cash Register** at the start and end of every shift - 📌 Use **Quotations** to give customers price estimates before they commit - 📌 Set up **keyboard shortcuts** to speed up POS operations - 📌 Train your staff on the **POS screen** — it's designed to be quick and easy