POS Workflows
The Point of Sale (POS) workflow in ERPNext is designed to simplify retail transactions by guiding users through a structured sales process. A typical POS workflow consists of opening a POS session, creating POS invoices during the day, and closing the session once business operations are complete. ERPNext also supports customer loyalty programs, enabling businesses to reward repeat customers through points and redemptions.
14.1 Opening a POS Session
Before processing sales transactions, users should start a POS session by selecting the appropriate POS Profile. This loads all predefined configurations such as payment methods, warehouse, pricing rules, and interface settings.
To open a POS session:
- Navigate to the Point of Sale workspace.
- Select the required POS Profile.
- Select the Customer for the transaction.
- Add items from the available item list.
- Modify item quantities if required.
Important Note
A default Warehouse must be configured for inventory updates. If both the Item Master and the POS Profile specify a warehouse, ERPNext gives priority to the warehouse defined in the POS Profile.
14.2 Creating a POS Invoice
Once the POS session is active, users can quickly generate POS Invoices for customer purchases.
Follow these steps to create a POS Invoice:
- Add the required items to the shopping cart.
- If users need to modify item prices or discounts, ensure that the corresponding options are enabled in the POS Profile.
- Click Pay and choose the appropriate payment method.
- Submit the transaction to generate the POS Invoice.
Submitting the POS Invoice automatically records the sales transaction, updates inventory, and posts the necessary accounting entries based on the POS Profile configuration.
14.3 POS Opening Entry
Before beginning daily sales operations, businesses can create a POS Opening Entry.
A POS Opening Entry marks the beginning of a retail session and allows users to record opening cash balances or other opening details before transactions are processed.
Using POS Opening Entries helps businesses:
- Record the starting cash available at the billing counter.
- Track daily cash movement accurately.
- Maintain proper accountability between opening and closing balances.
14.4 POS Closing Entry
At the end of the business day or retail session, users should create a POS Closing Entry to close the active session.
To create a POS Closing Entry:
- Navigate to POS Closing Entry.
- Select the appropriate POS Profile.
- Select the closing period or active session.
- Review the transaction summary and submit the document.
Once submitted, ERPNext finalizes the session by updating stock and posting the required accounting entries, ensuring that inventory and financial records remain accurate.
System Behavior
Submitting the POS Closing Entry completes the retail session and posts all pending inventory and accounting transactions associated with that session.
14.5 Loyalty Program Integration
ERPNext supports integration with Loyalty Programs, allowing businesses to reward repeat customers through a points-based system.
With Loyalty Integration enabled, customers can:
- Earn loyalty points on eligible POS Invoices.
- Redeem accumulated loyalty points during future purchases.
- Receive rewards based on predefined loyalty rules configured by the organization.
The Loyalty Program helps improve customer retention while providing a seamless rewards experience directly within the POS interface.
