POS Profile

A POS Profile in ERPNext is used to configure and manage the behavior of the Point of Sale (POS) system. It allows businesses to define settings such as payment methods, warehouses, pricing, accounting preferences, print configurations, and user access for retail transactions.

POS Profiles are designed to make retail billing faster and more efficient by automatically applying predefined settings whenever a POS Invoice is created. This reduces manual data entry and ensures consistency across different retail outlets or cash counters.

The POS Profile is primarily used for creating Paid Sales Invoices through the POS interface and supports advanced retail operations such as inventory management, financial accounting, taxation, and warehouse management.

1. What is a POS Profile?

A POS Profile acts as a predefined configuration for the Point of Sale interface. Instead of selecting the same settings every time a retail invoice is created, ERPNext automatically loads the values configured in the POS Profile.

Using a POS Profile helps businesses:

• Speed up retail billing.
• Standardize POS transactions.
• Restrict user access to specific POS terminals.
• Configure payment methods and accounting settings.
• Customize the POS interface based on business requirements.

2. Accessing the POS Profile

To create or manage POS Profiles, navigate to:

Home > Selling > POS > POS Profile

From this list, users can create new profiles, edit existing ones, or assign profiles to specific users.

3. Creating a POS Profile

Follow these steps to create a new POS Profile:

1. Go to the POS Profile list.
2. Click Add POS Profile.
3. Select the appropriate Company.
4. Select the default Warehouse from which stock will be sold.
5. Add one or more Payment Methods.
6. Configure the Currency, Write Off Account, Write Off Cost Center, and Write Off Limit.
7. Save the POS Profile.

4. Customer Configuration

A default customer can be assigned to a POS Profile.

• When a Customer is configured in the POS Profile, ERPNext automatically selects that customer whenever the profile is used.
• This reduces manual selection during billing.
• It is especially useful for businesses that primarily sell to walk-in customers or use a standard retail customer.

5. Applicable Users

POS Profiles can be made available either to all users or only to selected users.

• By default, every Sales User can access all POS Profiles.
• You can assign specific users to a POS Profile if you want to restrict access.
• Once users are added, only those users will be able to use that POS Profile.

5.1 Setting Default POS Profile

Each user can have a default POS Profile.

• Enable the Default checkbox for the required user.
• When that user logs in, ERPNext automatically loads the assigned POS Profile.
• This eliminates the need to manually select the profile every time.

6. Payment Methods

Payment Methods define how customers can pay while using the POS system.

• Add one or more payment modes such as Cash, Card, UPI, or Bank Transfer.
• If no payment method is configured, ERPNext uses Cash as the default payment mode.
• Only the payment methods added to the POS Profile will be available during checkout.
• Select one payment mode as the default payment method.
• Enable Allow in Returns if the payment method should also be available for return invoices.

7. POS Configurations

The Configuration section controls how the POS interface behaves. These settings apply only to the POS screen and do not affect standard Sales Invoices.

7.1 Display Settings

• Hide Images – Displays items in List View instead of Grid View.
• Hide Unavailable Items – Shows only items that have positive stock available.

7.2 Pricing and Discount Settings

• Ignore Pricing Rule – Ignores all active Pricing Rules for this POS Profile.
• Allow User to Edit Rate – Allows users to manually modify item prices.
• Allow User to Edit Discount – Allows users to change item discounts during billing.

7.3 Cart and Checkout Settings

• Automatically Add Filtered Item To Cart – Automatically adds filtered items to the shopping cart.
• Validate Stock on Save – Verifies stock availability before saving the invoice.
• Set Grand Total to Default Payment Method – Automatically assigns the invoice amount to the default payment mode.
• Print Receipt on Order Complete – Opens the Print Preview immediately after completing the order.
• Allow Partial Payment – Allows customers to make partial payments against POS invoices.

7.4 Action on New Invoice

ERPNext provides different options when creating a new invoice while another invoice is still unsaved.

• Always Ask – Prompts the user to either save or discard the current invoice.
• Save Changes and Load New Invoice – Automatically saves the existing invoice before creating a new one.
• Discard Changes and Load New Invoice – Discards the incomplete invoice and starts a fresh transaction.

8. Item Group and Customer Group

POS Profiles can automatically assign Item Groups and Customer Groups during transactions.

• Selected Item Groups become the default for items sold through the POS.
• Selected Customer Groups are automatically applied to customers during billing.
• This improves consistency and minimizes manual selection.

9. Print Settings

Print Settings determine how POS invoices appear when printed.

• Print Format – Defines the layout of the printed invoice.
• Letterhead – Prints invoices using the company’s official letterhead.
• Print Heading – Allows custom headings such as Invoice, Bill, or Receipt.
• Terms and Conditions – Automatically includes predefined terms and conditions on printed invoices.

10. Accounting Settings

Accounting settings define how financial entries are created from POS transactions.

• Price List – Fetches item prices from the selected Price List.
• Currency – Sets the default transaction currency.
• Taxes and Charges – Automatically applies the selected Sales or Purchase Tax Template.
• Apply Discount On – Determines whether discounts are calculated on the Grand Total or Net Total.
• Tax Category – Applies Tax Rules associated with the selected Tax Category.

The following accounting fields can also be configured:

• Account for Change Amount
• Write Off Account
• Write Off Cost Center
• Income Account
• Expense Account

11. Accounting Dimensions

Accounting Dimensions allow businesses to classify POS transactions based on business-specific dimensions such as Territory, Branch, Department, Customer, or Project.

• Helps generate financial reports for different business units.
• Improves financial analysis and reporting.
• Supports better tracking of sales across multiple locations or departments.

12. Business Benefits

• Speeds up retail billing and checkout.
• Standardizes POS operations across multiple users and outlets.
• Restricts POS access to authorized users.
• Automatically applies payment, pricing, taxation, and accounting settings.
• Provides flexibility in configuring the POS interface according to business needs.
• Improves reporting accuracy through Accounting Dimensions.

13. Key Summary

The POS Profile in ERPNext acts as the central configuration for Point of Sale operations. It allows businesses to define user permissions, payment methods, accounting preferences, print settings, and POS behavior, ensuring faster, standardized, and more efficient retail transactions while reducing manual configuration during every sale.