POS Documentation

1.Contact Management

  • Customer & Supplier Ledger
  • Adding opening balance & payment
  • Contacts Management (Supplier & Customers)
  • Customer Groups

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Last updated on February 15, 2021
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1.1.Contacts Management (Supplier & Customers)

Adding Suppliers & Customers

  1. Go to Contacts -> Suppliers or Customer
  2. Click on add new contact. Select contact type – Supplier/Customer/Both
  3. Based on the contact type selected –  it will show the relevant fields. Fill the relevant details.
  4. Click on More Information button to see more field.
  5. Pay Terms: This will help the system to notify you of any pending payments for suppliers & customers. You can specify pay term in either days or months.
  6. Credit Limit: This is the maximum amount of credit that can be given to the customer. If in any sales the credit exceeds this amount then it won’t allow selling on credit.
  7. Opening Balance: Opening balance of a customer or supplier before you start using thebestpos.pk So if there is any previous balance you can add here.
  8. Advance balance: Sometimes customer/supplier pay/takes money in advance. This will show the amount of advance balance paid or take by the customer/supplier respectively.

Viewing Suppliers & Customers

  1. To view details about a Supplier or Customer click on View button. It will show the complete details along with the relevant transactions (Purchases & Sales) for that contact.
  2. Pay Due amount: You can use this button to pay the due amount for a customer or supplier. This will pay the overall due amount for all invoices.
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1.2.Adding opening balance & payment

Opening balance:

Opening balance is the balance contact (customer or supplier) have at the beginning of using the software.

Suppose you’re shifting the data from another software to thebestpos.pk then the opening balance of the contact will be the balance amount which the contact has to pay/receive to/from you.

Opening balance for customer = Amount the customer has to pay

Opening balance for supplier = Amount you have to pay to the supplier.

Adding Opening balance

You can add an opening balance when adding/editing the supplier or customer. In the add contact screen, you will find the opening balance field.

View Opening balance payment

To view the opening balance of contact, go to List Supplier/customer, go to view, and on the view page, you will find the opening balance & opening balance due.

Pay or receive payment of opening Balance

Adding payment of the opening balance is the same as any other payments. Go to list Customer/Supplier -> Actions -> Pay.

It will open a popup modal where you can enter the payment amount.

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1.3.Customer & Supplier Ledger

To view customer or supplier ledger

  1. Go to Contacts -> Supplier/Customer
  2. In that screen you will be able to see Ledger for the customer or supplier.
  3. You can select a date-range and use the checkbox filters to show/hide certain transaction type.
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1.4.Customer Groups

Customer Groups:

With customer Groups, you can classify a customer as Retail Customers, wholesale Customer, Friends, Colleagues and whatever you will love to…

1. To add a “Customer Group” go to Contacts -> Customer Groups & Click on “Add” button.

2. It will show a popup asking for customer group name & Calculation Percentage.
Calculation percentage is used to calculate selling price.

Example:

– Suppose if the Selling Price set for a product Product1 is $200
– Customer Group Name = Friend
Calculation Percentage = -20
– Note: -20 (notice a minus sign) or you may set it 20 = +20%

– And you have created a customer with Harry with Customer Group assigned as Friend.

– Now go to pos or Sell screen. Select the customer Harry and add the product1.

– You will notice that the selling price set for the product1 will be 200-20% = $160

This is how customer Group works.

Customer Group does an internal calculation and applied the calculation percentage to the selling price. It will not show a separate discount on the invoice or the pos screen.

This feature is highly useful when you have retail, wholesale or different customer categories.

You can view report for different customer group from “Customer Groups Report” or in other terms if you have retail and wholesale customer group you can see which type of customer group is giving more sale.

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2.User Management

  • Adding User & assigning location to a user
  • Role Management
  • Using Commission Agent feature
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2.1.Role Management

Adding Roles

  1. Every new business comes with some default roles – Admin & Cashier.
    Admin
     have all permissions in the application.
    Cashier have permission to only POS section.
  2. You can create a role by clicking on Add button -> Giving a role name and then selecting the appropriate permission for that role.
  3. Sometime you may need to give a user access to a/some particular location(s) only. In this case, select the locations from “Access locations” permission. Select “All Locations” to give permission to access all locations for your business.
  4. Roles permissions can be edited & Deleted.

Note: You must update the role of an existing user before deleting a role.

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2.2.Adding User & assigning location to a user

Adding users

  1. User Management -> Users -> Add New
  2. Fill the user details, select user role, give a unique username.
  3. Sales Commission Percentage (%): Provide the commission % for this user. This option gets applied if the commission agent feature is enabled.
  4. Is active?: Activate/Deactivate the user.
  5. You can edit/delete a user.

Adding locations

Refer to the image below

Max sales discount:

The maximum discount this user can give during sales in the POS & sales screen. If you don’t want to have this restriction then simply keep this value blank.

Disable login

Refer to the image below

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2.3.Using Commission Agent feature

Enabling & Choosing Commission Agent Type:

By default Commission Agent is Disabled. You can enable it from Settings -> Business Settings -> Sales. Sales Commission Agent drop-down.

You will see 3 different types:

  1. Logged in User: If this option is used then the Logged in User will be automatically considered as the commission agent for the sales added by him. Meaning the user adding the sales will get the commission for the sales.
  2. Select from User’s List: If this option is enabled then in POS & Sales Screen you will see the list of “users” present in your business. The user adding the sales will select the commission agent from the list of users displayed.
  3. Select from Commission Agent List: If this option is enabled then in POS & Sales Screen you will see the list of “Sales Commission Agents” present in your business. The user adding the sales will select the commission agent from the list of “Sales Commission Agents” displayed.

Select the option as per your business requirements.

Adding Commission Percentage:

You can add commission % while adding/editing the User or Sales Commission Agent

Calculating Commission Amount:

To See the commission amount, Go to Reports -> Sales Representative Report.

Select the User for which you want to see the commission amount.

On selecting it will show you the details summary of Total Sale, Total Sale Commission & Total Expense. Also, the table below that lists all the transactions.

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Last updated on February 15, 2021
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3.Products

  • Products Management
  • Import Products
  • Delete Product
  • Variations
  • Product Units
  • Product Category (Categorizing products)
  • Product expiry and related settings.
  • Lot number
  • Selling Price Groups (Sell in different prices: wholesale/retail or for different prices for different locations)
  • Product Warranty
  • Printing Labels
  • Duplicate Product
  • Correcting product stock mismatch or incorrect stock in different reports
  • Bulk Edit Products
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3.1.Product Category (Categorizing products)

Adding Category & Sub-Category

  1. Go to Product -> Categories -> Add
  2. Add Category name, category code(HSN code)
  3. If the category is sub-category select “Add as sub taxonomy” and select the parent category.
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3.2.Products Management

Adding Products

  1. Go to – Products > Add Products.
  2. Provide a Product Name,
    Brand,
    Units,
    Category
    Sub-category
    SKU: Add a unique SKU which will be used to identify the product & Print barcode in labels. Leave it empty to auto-generate it. You can also add a Prefix for auto-generated SKU.
    Barcode Type: Select a barcode type, default/recommended is C128 option. We recommend changing if only if the product added already have an SKU number for it.
    Not For Selling: If a product is made not-for-selling then it will not be displayed in POS or sales screen. This can be useful when using manufacturing module to make the ingredients as product not-for-selling also if you want to temporary disable selling for some products.
    Alert Quantity: Alert quantity is used to alert when remaining stocks reaches to this level or below it.
    Manage stock
    : Enable/Disable stock management at a product level. Product stock management is not required for services like Repairing, Hair Cutting, Web Development Printing. For items with Manage Stock Unchecked (disabled), you can sell them in unlimited quantities.
  3. Business Location: Select the business location(s) where this product can sold or purchased.
  4. Select Applicable tax for that product. Adding Tax
  5. Product Type:

Single Product:

  1. Applicable for products with no variation with them then select single
  2. When selecting Single product – You will need to enter the Default product price including/excluding tax, Profit Margin % (you can set default profit margin from settings -> Business Settings; this will help to type % every time). Based on the profit margin it will auto calculate selling price excluding of Tax. You can also enter the selling price manually and it will auto adjust the profit margin for you.

Variable Product:

  1. Applicable to a product having variations (like size or color or design or flavors etc) You can define variation templates from Products -> Variations. The advantage of creating variation is that it saves time to add same variations multiple time.
  2. When selecting Variable product – It will display different fields to add all variations and its related Purchase price, Selling Price. You have to select the variations from the dropdown and it will auto-populate the variations for that template. You can change the variable name, Variation values.
  3.  To give same purchase price or selling price or profit for all variations of a product click on the double tick present in the first variation.

Combo or Bundle Product

  1. Combo product are also called bundle products.
  2. It is offering several products as one combined product.
    For example a product “Computer Set” can have: 1 PC Monitor + 1 PC CPU + 1 Pc Keyboard + 1 PC mouse
    So when someone buys Computer set she gets all the products in it.
  3. Stock of bundled product depends on stock of individual products present in that bundle.
    Example: if you have 5 PC Monitor, 4 PC CPU , 10 pc Keyboard, 50 PC mouse, the stock of Computer set will be 4 PC.
  4. When the bundle product is sold, stock of all products inside them is automatically deducted.
  5. Individual products present in bundle product can also be sold separately.
  6. Bundle products cannot be purchased, only individual products present in it can be purchased.

Click on Save.

You can edit a product. You can also Copy / Export to CSV, PDF or Excel file.

Adding Products with multiple variations:

If you have products which involve multiple variations like for example a Shirt can have Color & Size variation, then we have multiple ways to work with it:

Solution 1, Create combined variation: Can a variation with a name “Color-Size” and add values like Red-Small, Red-Medium, Red-Large, etc, this can be used for while adding the Shirt.

Solution 2, Create multiple Products: Create multiple different products like Shirt-Red, Shirt-Green, Shirt-Blue with size as variations. When you create multiple products you will NOT have to enter the same details multiple times, first, add the Shirt-Red with all size variations of it and then use the Duplicate Product action to copy the data.

Assigning/remove location of multiple products at once:

Go to List Products and refer to this screenshot.

Deactivating & Activating Product:

Refer to the screenshot.

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Last updated on February 15, 2021
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3.3.Product Units

Adding Units

  1. Go to -> Units
  2. Give the unit name, a short name, and choose if want unit to allow decimals.

Example:
Name: Meter
Short name: Mtr.
Allow Decimal: Yes.

Allowing decimal allows you to purchase/Sell the product in decimal and vice-versa.

Multiple Units:

This can be useful if you purchase products in a different unit and sell it in a different unit.

For example: Purchase in dozens and sell in pieces.
Or purchase in boxes and sell in pieces.

Steps:

  1. Add the lower unit from Add Unit Screen. For example pieces.
  2. Add the higher unit as per the screenshot:
    • Check “Add as multiple of another unit”
  • Provide the conversion Details.

3.Use the unit in Add/Edit Product. While adding/editing purchase/ sale you can see the dropdown for units. Select the desired unit and it will change the unit purchase/sales price accordingly.

NOTE: You will not see the main Units (Dozen in this example) in the Add-Product Unit dropdown, select piece as the unit of product. All purchases/sales get saved in the lower unit (pieces in the above example). So after adding purchases/sales if you edit the conversion details, it will affect the purchases/sales quantity accordingly.

Selecting relevant Sub Units for a products

For some products not all sub-units will be required. Suppose for example you sell Oranges only in Dozens or only in pieces then it will be useful.

Enable it from Business settings ->Products -> Enable relevant sub-units

Now when adding products select the Unit for the products and it will give option to select multiple applicable sub-units. Selecting the sub-units will allow you to do purchases or sales on this selected sub-units.

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3.4.Lot Number

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3.6.Variations

Variations

  1. Variations can be added from Products -> Variations menu.
  2. These variations are used in variable products product.

Example of variation is for example, a Jeans can have multiple colors, so add variation called Colors and provide the value for it. As given in the image below.

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3.7.Deleting Products

Deleting Products

Deleting of a product will remove the products from the database.

NOTE: This delete will not work if the product have some transactions related to it. Transaction can be Opening Stock, Purchase, Sales or Stock transfer of the product. It will show some error like:

  • Product can’t be deleted because purchases related to this product exist
  • Some products couldn’t be deleted because it has transaction related to it.

Deleting individual product

Bulk Delete multiple products

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3.8.Correcting product stock mis-match or incorrect stock in different reports

Error 1: Mismatch between sold and purchased quantity

Error 2: Mismatch in stock shows in Stock-Report and sales screen. Sales screen accepts products greater or less than as in stock-reports.
This rarely happens because of some unknown reasons or if you try to manually update the stock in the database.

Solution:

NOTE: You must have the role of admin for this to work.

Step 1: Go to this URL  app.thebestpos.pk/reports/stock-report Step 2: Select the business location and press search button. It will show the list of products for which there is a mismatch.
Step 3: Click on Fix button for each product.

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Last updated on February 22, 2021
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3.9.Duplicate Product

Duplicate Products helps you to easily create a new product with the same data as another product, this helps you save repetitive entering of data and ultimately saves time by making the product entry process faster.

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3.10.Printing Labels

You can go to print label screen from multiple places:

  • From Products Sidebar menu Products -> Print Labels.
  • Go to Products -> View Products and click on Actions -> Labels. This will add the selected product to print label list.
  • Go to Purchases -> List Purchases and click on Actions -> Labels. This will add the products from the selected purchase to print label list.

Printing Labels

  1. Once you’re in print label screen, add the products for which you want to print labels by entering the name or barcode/sku id.
  2. Adjust the quantity of each product’s label (No. of labels).
  3. Select the information you want to display in labels by checking/unchecking the options under “Information to show in labels” heading.
  4. Select the Barcode Setting according to your sticker. We have included some commonly used settings.
    You can add new setting from Settings -> Barcode Settings menu.
  5. Click on Preview to view the labels.
  6. If everything looks good you can click on Print button to print it.
    Note: You must set the Margins to ‘default’ in browser print window.
  7. If some information is getting half displayed because of sticker size, then it is advised to hide them or better to use a 20 Labels Per sheet settings.

Error: Unsupported SKU id for the selected barcode type

This error means the SKU provided by you when creating the product doesn’t satisfy the encoding as per barcode type.

The solution can be edit the product and change the barcode type as “Code 128” save & try printing the label again.

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3.11.Product Warranty

Enabling Warranty:

To enable warranty in products go to Settings -> Business Settings -> Products -> Enable Warranty

Using Warranty

  1. Adding Warranty: Add warranty types by going to Products -> Warranty.
  2. Assigning warranty for products: Go to Add/Edit product and select the warranty that is applicable for the product.
  3. Sell with warranty: Any products which has warranty assigned when sold will use the transaction date as start of warranty. You can display warranty in receipts by enabling it from Invoice layout.
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3.12.Selling Price Groups

Adding Selling Price Groups:

  1. Go to products -> Selling Price Group
  2. Click on “Add” button to add a new price group. For example Retail price or wholesale price or Bulk Purchase price or Location 1 price etc as per your wish.
  3. You can view a list of selling prices in “Selling Price Group” screen.

Adding price for different price groups:

  1. In Add/Edit product screen in the bottom, you will find the button “Save & Add Selling-price-group price”. Click on that button. Note: this button will not be visible if there are no selling price groups.
  2. In the next screen, you will see the list of the product name (if variable product then all variations), the default price & selling price groups price. Enter the prices for it.
  3. Click on Save.

Exporting & Importing selling price group:

  1. Go to Products -> Selling Price Group.
  2. First download the excel file with the selling price group by clicking on “Export Selling Price Group Prices” button.
  3. In the downloaded file change the price of products.
    1. Only selling price group prices of the product will be updated, not the SKU or name.
    2. Any blank price will be skipped.
  4. Then import the file.

Selling at a particular price group:

  1. Go to POS.
  2. In the top, you will see the list of selling price groups. Select the one as per your requirement.
    Note: This will not be visible if there are no selling price groups or if a user is assigned only one particular price group only.
  3. Select the price group & the selling prices for the product will be as per the price group.

Assigning a user to a particular price group:

  • Sometime you may want to assign a particular or few selected price group to a user. In that case, create a role with the desired permission & price group assigned.
  • You must assign at least one price group for a role if that role has permission to sell.

Assigning a price group to a Business Location

  • Helps selling same product at a different price in different business location.
  • Go to Add/Edit Business Location and select the Default Selling Price Group, if not selected then products default price will be used.
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3.13.Import Products

Import Products:

Steps:

  1. Go to Products -> Import Products
  2. Download the template file.
  3. Fill all the information as per the displayed columns name & instructions. Don’t remove the heading from template file.
  4. Import the file

Common Errors:

  1. Error: UNIT not found
    Solution: Make sure the unit you provided in excel file is already present in the system. Go to  Products -> Units, add the unit & import the file again.
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3.14.Bulk Edit Products

Bulk edit helps you to edit multiple products at once and saves your time.

To edit multiple products follow the steps:

  1. Go to Products -> List Products
  2. Select the products you want to edit by clicking on the checkbox present in each product row.
  3. Scroll down you will find the Bulk Edit option, click on it and you can edit the selected products.
  4. Also, in the bulk edit screen you can add any other products to edit them.
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4.Purchases

  • Purchase Management
  • Purchase Payments
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4.1.Purchase Management

Adding Purchase

  1. Go to – Purchases -> Add Purchases
  2. Type Supplier Name or Business name in the Supplier field. If the supplier doesn’t exist you must add them from Contacts -> Suppliers -> Add
  3. Enter Purchase reference number, Purchase date & Order Status.
  4. Select Business Location: Select a location where you want to add the purchase. You can add a new Location from Settings -> Business Locations.
  5. Type product name or scan the product barcode number. It will show related matched products, select a product to add it to the purchase list.
  6. On adding a new product you can enter purchase quantity, purchase price, and tax information.
  7. To add a discount: Select the discount type (fixed or percentage) and enter the amount. thebestpos.pk will auto-calculate the amount after discount.
  8. Enter purchase tax, Shipping Details, Additional Shipping charges, Payment status, & Additional notes.

You can view the list of purchases from Purchases -> List Purchases.

You can Print Labels for your purchase by Clicking “Print Labels” in List Purchases screen.

No matching product found

This error will be displayed in 3 conditions:

  1. Reason 1: There are no products matching the name or SKU which you have entered. Check it once in the list products.
  2. Reason 2: Check the business location selected in add purchase have that product. So if the business location is Location-1, then in add/edit product the product must be assigned to that location.
  3. Reason 3: Make sure the product has Stock-Management ENABLED in Add/edit product. If stock management is not enabled in products then it won’t show in the add/edit purchase.
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4.2.Purchase Payments

Payments Statuses

  1. Paid: The PO is 100% paid.
  2. Due: The PO is 100% not paid.
  3. Partial: Partial amount of the PO has been paid.
  4. Overdue: PO is 100% not paid & past the due date.
  5. Partial Overdue: Partial amount of the PO has been unpaid & past the due date.

Adding Payments

Adding payment when adding purchase:

In the add purchase screen, you can add the payment for the purchase.

Adding payment from the List Purchase screen

In list purchase click the actions for any PO and it will display the list of actions for it. This option is not displayed if there is no payment due.

Adding payments from Contact

Go to contact -> Suppliers. Click on actions for the supplier and it will show “Pay Due amount”, click on it and pay the amount. “Pay Due amount” this option is not displayed if there is no payment due.

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5.Sales / Sell

  • Selling (POS Screen), Credit Sales, Draft, Quotations & Suspended Sales.
  • Featured Products in POS screen
  • Selling of Services
  • Sales Return
  • Sales Subscriptions
  • Cash Register
  • Discounts by Brand, Category, Location
  • Reward Points, Royalty points
  • Types of Service
  • Invoice Layout
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5.2.Selling Services

Services are Intangible products.

Example: Repairing, Salon & Spa services, Web Development, Accounting, banking, cleaning, consultancy, education, insurance, expertise, medical treatment, transportation and a lot more.

 1.To add service Go to Add New Products.

2. Add the name of your Service, Like Computer Repair, Accounting, E-Commerce Development, Consulting, Plumber, Saving, Hair Cutting, etc.

3. While adding service-based products uncheck the Manage Stock? option. When Manage stock is unchecked or disabled the stock for such products is not managed, because such a product doesn’t have a stock count with it.

4. If you want to add a description for such service like for example in computer repair you want to describe the problem for such service then check the “Enable Product description, IMEI or Serial Number” checkbox.

Now to create invoice or receipt for such service

1. Go to Add Sales or POS screen.

2. Enter the name of the service.

3. If you have enabled “Enable Product description, IMEI or Serial Number”, then it will show you a popup to add a description. If you haven’t enabled description you can click on the button as shown the image below.

4. To print the description in the invoice, go to Setting -> Invoice Settings -> Invoice Layout. And click on the layout you’re using. Enable “Show sale description“. And Click on “Update” to update the invoice layout.
Now it will display the Description you entered on the invoice or receipt.

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5.3.Sales Return

Edit existing invoice for the sales by going to edit the invoice and remove the product or reduce the quantity of the product. And save it. The system will automatically add the returned quantity back to stock. This is a simple & recommended way of doing.

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5.4.Cash Register

  • Cash Register gives you an overview of a particular user/cashier session
  • Whenever a cashier opens to POS screen she must Open Cash Register by entering the “Cash In hand”
  • If the cashier has access to more than one location then location also needs to be selected
  • Every sale made by the cashier will be logged into the Cash Register. In POS screen, You can view the Register details by clicking on “Register details” button present in the top navigation bar. It displays the Cash in hand, and cash details by other payment methods as well. Also, the amount refunded by the cashier.
  • To close a cash register click on Red Color – Close Register Button. On closing Cash register the cashier will have to enter the details of the Total Cash, Total Card Slips and other fields.
  • To view all cash register Go to Reports -> Register Report. Here you view all cash register details.
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5.5.Sales Subscriptions

Enabling Subscriptions:

To enable subscription, go to Business Settings ->Modules -> Check the “Enable Subscriptions” and save it.

IMPORTANT: For subscription invoice to auto-generate cron job must be set up.

Using Subscriptions:

  1. Subscriptions can be added from both POS sales or normal Sales screen.
  2. In POS or sales screen to add a subscriptions click on “Subscribe?” Checkbox
  3. On clicking subscribe it shows a popup modal, enter the subscription frequency like every 1 day or every 5 days or every 1 month etc. Also enter the subscription frequency, like if a user wants so subscribe only 5 times the enter 5, for unlimited leave it blank.
  4. All subscriptions appear in Sell -> Subscriptions screen. From here you can also start/stop a subscription.
  5. When a subscription invoice is auto-generated then a notification is sent to admin & sales person.
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5.6.Discounts by Brand, Category, Location

Add/Edit Discount:

  • Name: Enter a meaning full name for the discount.
  • Brand: Select the product brand where it will be applied.
  • Category: Select the product Category where it will be applied.
  • Location: Select the location
  • Priority: Discount with higher priority will have higher weight, however priority will not be considered for exact matches.
    For example: if there are 2 discounts available for the same brand and/or category then the discount with higher priority will be applied.
  • Discount type: Fixed or Percentage
  • Start At: Start date of the discount.
  • End At: Start date of the discount.
  • Apply in selling price groups: If checked then the discount will be applied in the selling price group price. If not then it will not be applied.
  • Apply in customer groups: If checked then the discount will be applied in the customer group price. If not then it will not be applied.
  • Is active: Activate or not.
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5.7.Reward Points, Royalty points

Earning Points Settings:

  1. Reward points display name: This is display or label name for reward points. Some people like to keep it as reward points or reward coins etc. Only used for displaying label.
  2. Amount spent for unit point: Meaning how much the customer spent to get one reward points.
    Example
    If you set it as 10, then for every $10 spent by customer they will get one reward points.
    If the customer purchases for $1000 then they will get 100 reward points.
  3. Minimum order total to earn a reward: The minimum amount the customer should spend to get reward points.
    Example:
    If you set it as 100 then the customer will get reward points only if there invoice total is greater or equal to 100. If the invoice total is 99 then they won’t get any reward points.
    You can set it as a minimum of 1.
  4. Maximum points per order: Maximum reward points customer can earn in one invoice. Leave it empty if you don’t want any such restrictions.

Redeem Points Settings:

  1. Redeem amount per unit point: It indicates the redeem amount per point.
    For example: If 1 point is $1 then enter the value as 1. If 2 points are $1 then enter the value as 0.50.
  2. Minimum order total to redeem point: Minimum order total for which customers can redeem points.
  3. Minimum redeem point per order: Minimum redeem points that can be used per invoice. Leave it blank if you don’t need this restriction.
  4. Maximum redeem point per order: Maximum points that can be used in one order. Leave it blank if you don’t need this restriction.
  5. Redeem point expiry period: Expiry period for points earned by customers. You can set it in months or years. Expired points will get deducted from the customer account automatically after this period.
    NOTE: You must set the cron job for expiry feature to work.

To display customers remaining reward point in invoice you can choose the option in invoice layout to display it.

Earning Points Settings:

  1. Reward points display name: This is display or label name for reward points. Some people like to keep it as reward points or reward coins etc. Only used for displaying label.
  2. Amount spent for unit point: Meaning how much the customer spent to get one reward points.
    Example
    If you set it as 10, then for every $10 spent by customer they will get one reward points.
    If the customer purchases for $1000 then they will get 100 reward points.
  3. Minimum order total to earn a reward: The minimum amount the customer should spend to get reward points.
    Example:
    If you set it as 100 then the customer will get reward points only if there invoice total is greater or equal to 100. If the invoice total is 99 then they won’t get any reward points.
    You can set it as a minimum of 1.
  4. Maximum points per order: Maximum reward points customer can earn in one invoice. Leave it empty if you don’t want any such restrictions.

Redeem Points Settings:

  1. Redeem amount per unit point: It indicates the redeem amount per point.
    For example: If 1 point is $1 then enter the value as 1. If 2 points are $1 then enter the value as 0.50.
  2. Minimum order total to redeem point: Minimum order total for which customers can redeem points.
  3. Minimum redeem point per order: Minimum redeem points that can be used per invoice. Leave it blank if you don’t need this restriction.
  4. Maximum redeem point per order: Maximum points that can be used in one order. Leave it blank if you don’t need this restriction.
  5. Redeem point expiry period: Expiry period for points earned by customers. You can set it in months or years. Expired points will get deducted from the customer account automatically after this period.
    NOTE: You must set the cron job for expiry feature to work.

To display customers remaining reward point in invoice you can choose the option in invoice layout to display it.

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5.8.Types of Service

Types of service:

  1. Types of service is mostly used in restaurants, it is for example Dine-in, Parcel, Courier, 3rd Party Delivery etc.
  2. Based on type of service you can change the price of the product by linking types of services to selling price group.
  3. You can add packing charges (fixed or percentage)
  4. Also, you can add more information like in custom fields.

Enabling Types of Service

Go to Settings -> Business Settings -> Modules -> Check the “Types of Service”

and save it.

Adding new Types of Service

  1. To add, go to Settings -> Types of service -> Add
  2. Add a name, description
  3. For each location select the Price Group that will be applicable. Select Default Selling price for selling in default price of the product.
  4. Enter packing charge, leave empty if not applicable.
  5. Enable custom field: this will enable some custom fields in type of service in POS screen.

Using Type of Service in POS/sales screen:

  1. On Enabling Types of service in POS screen you will see the option to select Type of service.
  2. Before adding a sales select the type of service and enter the relevant details.
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5.9.Invoice Layout

Invoice Layout

Invoice Layout helps you to create different invoice formats.

To add a new invoice layout:

  1. Go to Settings->Invoice Settings->Invoice Layout->Add
  2. Give a unique distinguishable Layout name
  3. Add the text to be shown in the top/header of invoice. Generally, it can be your shop name, aligned center with Heading 1 format.
  4. Add other relevant details.
  5. You can show/hide address fields.
  6. You can mark a layout as default. The default layout is used when no layout is found for a location.
  7. Click on Save.

To use an invoice layout in a location go to” Business Locations -> Edit” and assign the invoice layout.

Invoice Design:

  • In invoice layout, you will find options for invoice designs.
  • Used for browser based printing only & NOT print server based printing.
  • Slim design is used for thermal line printer based printer.
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5.10.Selling (POS Screen), Credit Sales, Draft, Quotations & Suspended Sales

Selling Products, Changing Product Price, Tax & Discount, Lot number & Expiry

Go to – Sell -> POS

Selecting Customer:

By default, there is “Walk-In Customer”. You can search for a customer by name/customer id or phone number or can add new customer by clicking the plus (+) button “Add Customer”.

Searching & Adding Product:

Enter Product Name Or scan the barcode to search the product. If multiple products are matched then it displays the dropdown of products, selects the product from it. Or if there is a single product then it directly gets added to cart.

Changing Product Price, Tax & Discount for a product

  • After the products get added, click on the product name to modify product price, tax & discounts.
    NOTE: Option for different tax in products will be shown only if
  • Inline tax is enabled. You can enable it from Business Settings -> Tax -> Enable Inline Tax in purchase and sell

Selecting Lot number for a product

  •  If lot number is enabled then it will show the option to select lot number.

Selecting Expiry for a product

  • Expiry Date: If the expiry date is enabled then it will show the option to select lot number.

Cancel Sales:

To cancel the sales click on the cancel button. Cancel invoices are not saved in the system, so no stock will be deducted.

To finalize the invoice click on Finalize – Add the payment options and save it.

On save it will display an invoice printing option.

NOTE: For invoice to print correctly – The Margins options should be set to “Default”.

List of sales can be viewed from Sell -> List Sales.

List of drafts can be viewed from Sell -> Drafts.

Both Sell & Drafts can be edited to make any changes.

Express Checkout: Express Checkout means the sale will be marked as Paid and the payment method will be cash. No separate payment screen will be displayed. Printing of invoice depends on the business location settings.

100% Credit Sales

  • To sell on credit to the customer you first need to enable this button by going to Settings -> Business Settings -> POS -> Show Credit Sale Button
  • Then on the POS screen, you will be able to see a button “Credit Sale”, simply click this button to make sales on credit.

Half Credit & half payment Sales:

Suppose invoice amount is $1000, customers pays $700 cash and $300 is credit amount on him, then follow these steps:

  1. Click on multiple pay button
  2. Select the payment method and enter the amount paid by the customer. ($700 in our example)
  3. Click finalize payment.
  4. Now, the pending amount is automatically added as credit amount on him (or amount to be taken from the customer)

Draft & Quotation

This is useful if you want to create a quotation before sales.

Marking a sales as Draft or Quotations will not deduct the available stock.

You can view all Quotations & Drafts from List Quotation or List Draft respectively. Existing draft/Quotation can be edited to make it as final sales.

Suspended Sales

Suspend Sales means unfinished sale or hold Sale.
Suspended sales stock gets deducted from available stock. You can view all suspended sales by clicking on the Yellow Color button present in very top right of screen (above the date).

Some Use Case of Suspended sales

  1. In a grocery store, if you have suspended button, you can suspend particular customers sales and entertain another customer, when his comeback you can proceed with his sale.
  2. In Restaurant, you can suspend the order of customers if not yet paid, and finish it when they finish eating and paid their order, so you can proceed to final sales. You can put Table 1, Table 2, Table 3… so when they finish it’s easy to identify table 3 going to pay.
  3. In hotel lots of customers check in stay for 2 nights and order some foods and customers say, just charge to room 024. So you can suspend their orders and edit if there is some additional order and suspend again. Until final it when they pay their bills. on Hotel, on Reference Number: Room 009, Room 012

Card / Multiple Pay / Cash

  • Multiple Pay: Used when the customer wants to pay with different payment methods like some amount by card, some by cash and some other payment methods. This option is also used when the customer doesn’t pay the exact tender amount and you need to calculate the Return Change.
  • Card: Used when the customer wants to pay the complete invoice by card.
  • Cash: Used when customer pay the exact amount of invoice by cash. If the customer pays less or more amount then the invoice amount then use Multiple Pay to get change return.

Adding payments from Contact

Go to contact -> Suppliers. Click on actions for the supplier and it will show “Pay Due amount”, click on it and pay the amount. “Pay Due amount” this option is not displayed if there is no payment due.

Rounding Mechanism for total Sales amount or total payable

Rounding helps to round the total payable to nearest currency exchange available.

To enable rounding go to Settings -> Business Settings -> Sales and choose the Amount rounding method

Amount rounding method

  1. Round to nearest whole number: It will round the payable value to nearest whole number. For example 1.49 will be rounded to 1.00, and 1.51will be rounded to 2.00
  2. Round to nearest decimal (multiple of 0.05): It will round the payable value to nearest decimal number which is multiple of 0.05. For example 1.49 will be rounded to 1.50, 1.51 will be rounded to 1.50,  1.59 will be rounded to 1.60, 1.54 will be rounded to 1.55
    Similarly all other round to nearest decimal number works as per the multiplier.
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6.Tax Settings

Tax Settings

Tax Rates, Tax Groups & Disabling tax

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6.1.Tax Rates, Tax Groups & Disabling tax

Tax Rates

  1. To add new tax go to Settings -> Tax Rates -> Add
  2. Add a descriptive name (eg: “VAT@16%”) and specify the “Tax Rate%”

Tax Groups

  1. Sometime you will need to apply multiple taxes to an invoice or purchase. So you should create tax groups by combining multiple taxes.
  2. To add a Tax Group – Click on Add Button, Give a meaningful name, select the tax you want to use in this tax group.
  3. The tax rate of tax group will be the sum of tax rates of Sub-taxes added.
  4. If sub-tax is edited the corresponding tax group’s tax rate will also get updated accordingly.
  5. You cannot delete a Tax if it is used in a Tax Group.

Disable Tax

  1. Don’t add Tax Rates in settings
  2. Go to Settings – Business Settings.
    1. Uncheck “Enable inline tax in purchase and sell
    2. Uncheck “Enable Price & Tax info
    3. Select “Default Sale Tax” as None
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7.Payment Accounts

  • Enabling & using Payment account or bank account
  • Setting default payment accounts for payment methods
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7.1.Enabling & using Payment account or bank account

What is payment accounts in thebestpos.pk?

Payment accounts are like for example bank account. You can transfer money from one payment account to another, deposit cash in payment account, pay to a supplier or deposit the amount received from a customer here.

Enabling Payment account

  • Go to Settings ->Business Settings -> Modules
  • Enable payment ‘Accounts’ option
  • Save it.
  • After saving you will see the “Payment accounts” option will be visible in left navigation bar.

Payment account type & sub-type

  1. Go to Payment accounts -> List accounts -> Account Types
  2. Account type: to add a account type click on Add button and enter the name of account type and submit. Keep the Parent account type unselected.
  3. Sub-Account type: To add a sub-account type click on Add button, enter the name of sub-account type and select the Parent-account-type.
  4. When creating account you can select the account type as per your need.
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7.2.Setting default payment accounts for payment methods

In Add/Edit business location you can select the default payment account for each payment method.

If the payment account is linked then when adding a payment for sales/purchase/expense, on selecting the payment method the payment account will be automatically selected.

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8.Stock Adjustment

Stock Adjustment

Stock Adjustment helps you decrease the goods you hold in stock, you can enter manual stock adjustments. It’s generally used to write-off damaged stock, or to adjust quantities after a stock take.

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8.1.Stock Adjustment

Stock Adjustment helps you decrease the goods you hold in stock, you can enter manual stock adjustments. It’s generally used to write-off damaged stock, or to adjust quantities after a stock take.

To create a stock adjustment

  1. First, go to “Add Stock Adjustment”
  2. Select the Business Location & date
  3. Select Adjustment Type (Normal Or Abnormal). Normal Or Abnormal is generally used to classify adjustment.
    Generally Normal Adjustment meaning: Adjustment for normal reasons like Leakages etc.
    Abnormal meaning: Adjustment for reasons like Fire, Accident etc.
  4. Add the products & quantity you want to decrease the product.
  5. Total amount recovered: Sometimes you can recover some amount from the damaged stocks, like from insurance claims, selling of scraps etc. If there is no amount recovered then you can simply make it 0.

The quantities entered for each product will be deducted from the available quantities.

You can view the details of stock adjustment in “Stock Adjustment Report”.

Also, Stock Adjustment is used in Profit & Loss Report (P & L Report). “Total Stock Adjustment” amount is deducted from (P & L Report) and “Total Stock Recovered” amount is added to Profit & Loss Report.

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9.Reports

Reports help you to get an overview of your entire business.

To view report click on Reports & Select the report you want to view.

Some Reports come filter relevant options to help you analyze your business better.

Purchase & Sale Report

This report shows the total purchase, Purchase Including tax, Purchases with Dues amount; and Total Sale, Sale Including tax, Sale Due.

Tax Reports

Shows the Input & Output Taxes.

Contacts Report(Customers & Suppliers Reports)

This report shows the details of Purchase & Sell with all contacts (Suppliers & Customers) and also any Due amount. Positive Due amount indicates payment by contact, negative indicates payments to the contact.

Stock Report

The stock report displays the stock details. With this, you can track the remaining stock and total sold quantity sold for all products.

For variable products – you can click on the Green Plus button before the SKU column to get details stock reports for each product variations.

Stock value by Purchase & sales price

In the stock report, you can also get information about the current stock value based on their purchase price & value based on selling price. Check the below screenshot of stock report.

Trending Products Report

  • This report helps you to determine the demand of the products.
  • You can apply different filters to filter the product.
  • Select a Business Location to view trends for a particular business location.
  • Select Product Category, Sub-Category, Brands, Units, Date Range to filter them.
  • Set “No. of products” to view the top that amount of product. Using this you can view Top 5, Top10 or any number of top products.

Expense Report

Expense report helps you to analyze expenses for business locations and also analyze based on expenses categories.

Register Report

View details of all registers and filter registers based on User and/or Status (Open or Closed)

Sales Representative Report

  • View Sales and Expenses details of Sales representative
  • Filter them with User, Business Location, Date Range
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10.Getting Started

Setup Your Business Details

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10.1.Setup Your Business Details

Setup Your Business Details

  1. After login, you will be redirected to the homepage.
    The first thing you should do it setup your business details so that the system works according to you.
  2. Setup your business by adding below mentioned details:
    1. Brand: Add all the brands.
    2. Tax Rates: Setup taxes and tax groups.
    3. Units: Add product units (pieces, meters, etc.)
    4. Categories: Add categories & Sub-Categories
    5. Business Settings: Add some more details about your business. The more information you provide the better it will for you.
    6. Business Location: Add Multiple business locations/ storefront/warehouse
    7. Barcode Settings: Setup the barcode sticker details for printing labels.
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11.Manufacturing

Manufacturing is the process of converting raw materials by hand or by machine to final products, which can be sold to customers.

This module helps you with the complete manufacturing process, that is adding recipes, production, raw material cost, production cost, lot number, expiry and a lot more.

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11.1.Creating Recipe

Creating Recipe:

  1. To add a new recipe, go to Manufacturing -> Recipe
  2. Click on the Add button, it will open a popup, select the product for which you want to add recipe
  3. Add all ingredients/raw materials, wastage percentage & final quantity.
    Wastage percentage mentioned here is wastage for the raw ingredients which happens when the ingredient is cleaned, for example in cabbage some % is wasted when leaves & stems are removed. If the raw materials you’re using doesn’t have wastage you can keep it 0 %, which is default.
    Raw Ingredients: Raw ingredients are taken from the list of products. You can mark a raw ingredient as “Not For Sale” if it is not used for selling individually. For example, Some Raw ingredients like butter can be sold, some cannot be.
  4. Wastage %:  Enter the wastage for the final product which can happen because of bad quality or other reasons.
  5. Total Output Quantity: Output quantity for which you entered the recipe.
  6. Recipe Instructions: Steps to be followed for the production of the final product from ingredients.
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11.2.Adding Production

Production Cost:

  1. Fixed: If cost is fixed then a fixed amount will be used as production cost.
  2. Percentage: If percentage then the percentage of ingredients cost is taken as production cost.
  3. Per Unit: In this case, the total production cost is multiplied with the total output quantity

Adding Production:

  1. To add production go to Manufacturing -> Add Production
  2. Reference No: Optional reference number, you can keep it blank to auto-generated it.
  3. Business Location: Select the business location where production is done. Raw ingredients stocks will be deducted from this location & final manufactured product stock will be added to this location.
  4. Product: Select the product for manufacturing. based on selected product it will display all the Raw ingredients from recipe added.
  5. Quantity: Quantity of final product to manufactured. Based on this Raw ingredients quantity will be calculated from recipe.
  6. Input Quantity: Input quantity raw ingredients which will be used for production.
  7. Wastage Percent: Waste percentage of raw ingredients. For example, if you took Cabbage 1 KG, and 200 grams is wastage then wastage percentage is 20%, so 800 grams will be final quantity.
  8. Final quantity: Input Quantity – Wastage Percent
  9. Wasted Quantity: Wastage quantity of final product for any reasons.
  10. Production Cost: Check the production cost as described below.
  11. Finalize checkbox: Check this checkbox to finalize the production, this will remove the stock of raw ingredients & add stocks for the manufactured products. After finalizing the production cannot be edited
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11.3.Settings

Settings:

  1. Production Ref No. prefix: Prefix number when production reference number is auto-generated.
  2. Disable editing ingredients quantity: Disable editing of ingredients when adding production, this can help to restrict staff from editing raw ingredients
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