CloudPOS Documentation

# POS (Point of Sale) - Processing Sales

Learn how to process sales quickly and efficiently at the Point of Sale.

# What You Can Do Here

  • Process sales transactions
  • Accept multiple payment methods
  • Apply discounts
  • Select customers
  • Print receipts
  • Handle barcode scanning

# Prerequisites

Before processing sales:

  1. ✅ Register is open - You must have an active cash session
  2. ✅ Branch/Register selected - Top bar shows your branch and register
  3. ✅ Products added - At least one product exists in your catalog

# Step-by-Step: Processing a Sale

# Step 1: Open POS

  1. Click POS in the sidebar (shopping cart icon)
  2. The POS screen will open

(Screenshot: POS screen with product grid and cart)

# Step 2: Find Products

You can add products in three ways:

# Option A: Search by Name

  1. Type product name in the search box at the top
  2. Products matching your search will appear
  3. Click on a product to add it to cart

# Option B: Browse Products

  1. If search is empty, all products are shown in a grid
  2. Scroll or browse through products
  3. Click on a product to add it to cart

# Option C: Scan Barcode

  1. Click the barcode icon or focus on barcode input field
  2. Scan product barcode with barcode scanner
  3. Product is automatically added to cart

# Step 3: Add Products to Cart

  1. Click on a product to add it (quantity = 1)
  2. Click again to increase quantity
  3. Or click on cart item to adjust quantity manually

Cart shows:

  • Product name
  • Quantity
  • Unit price
  • Subtotal

# Step 4: Adjust Cart Items

# Change Quantity

  1. Click on item in cart
  2. Enter new quantity
  3. Press Enter or click outside

# Remove Item

  1. Click on item in cart
  2. Click "Remove" or "X" button
  3. Item is removed from cart

# Apply Item Discount

  1. Click on item in cart
  2. Enter discount:
    • Fixed amount (e.g., $2.00 off)
    • Percentage (e.g., 10% off)
  3. Discount is applied automatically

# Step 5: Select Customer (Optional)

  1. Click "Select Customer" button
  2. Search for customer by name or phone
  3. Click on customer to select
  4. Customer name appears in cart

Benefits of selecting customer:

  • Customer purchase history tracked
  • Can apply customer-specific discounts
  • Invoice sent to customer email

# Step 6: Apply Order Discount (Optional)

  1. Look for "Order Discount" field
  2. Enter discount:
    • Amount: Fixed discount (e.g., $5.00)
    • Percentage: Percentage discount (e.g., 10%)
  3. Discount is applied to total

# Step 7: Review Totals

Before checkout, review:

  • Subtotal: Sum of all items
  • Tax: Tax amount (if applicable)
  • Discount: Total discounts applied
  • Total: Final amount to pay

# Step 8: Process Payment

  1. Click "Checkout" or "Process Payment" button
  2. Payment modal opens

# Select Payment Method

Choose payment method:

  • Cash: Physical cash payment
  • Card: Credit/debit card
  • Bank Transfer: Bank transfer
  • Mobile Payment: Mobile payment apps
  • Credit: Customer credit (if enabled)

# Enter Payment Amount

  1. Total amount is pre-filled
  2. For Cash payments:
    • Enter amount received from customer
    • Change is calculated automatically
  3. For other methods:
    • Amount is the total (no change needed)

# Complete Payment

  1. Review payment details
  2. Click "Complete Sale" or "Process Payment"
  3. Sale is processed and saved

# Step 9: View/Print Receipt

After payment:

  1. Receipt/Invoice is displayed automatically

  2. Options available:

    • Print: Print receipt (if printer connected)
    • Download PDF: Download receipt as PDF
    • Email: Send receipt to customer (if email configured)
    • Done: Close and start new sale

  3. Click "Done" to return to POS for next sale

# Common POS Operations

# Void/Cancel Sale

Before payment:

  • Simply clear the cart or remove all items

After payment:

  • Go to Sales page
  • Find the sale
  • Process a return (see Returns guide)

# Hold Sale

Some POS systems allow holding sales:

  1. Look for "Hold" button
  2. Sale is saved for later
  3. Retrieve from "Held Sales" menu

# Split Payment

If customer pays with multiple methods:

  1. Process first payment method
  2. Remaining balance appears
  3. Select second payment method
  4. Complete remaining amount

# Tips & Common Mistakes

# ✅ Do's

  • Always verify total before processing payment
  • Check product prices if they seem wrong
  • Select customer for better tracking
  • Print receipt for customer records
  • Count cash before opening register

# ❌ Don'ts

  • Don't process sale without opening register - will fail
  • Don't forget to apply discounts before checkout
  • Don't skip customer selection if you have customer records
  • Don't close register during business hours

# Common Issues & Solutions

# Product Out of Stock

Issue: Product shows "Out of Stock" or can't be added

Solutions:

  1. Check stock quantity: Go to Products, verify stock
  2. Add stock: Update product stock quantity
  3. Disable stock tracking: If not using inventory, disable stock check
  4. Use different warehouse: Select warehouse with stock

# Price Mismatch

Issue: Product price seems incorrect

Solutions:

  1. Check product price: Go to Products, verify price
  2. Check for discounts: Verify no automatic discounts applied
  3. Update price: Edit product if price is wrong
  4. Apply manual discount: Override price with discount if needed

# Printer Not Working

Issue: Receipt won't print

Solutions:

  1. Check printer connection: Verify printer is connected and on
  2. Check browser settings: Allow pop-ups for printing
  3. Use print preview: Check if print dialog opens
  4. Download PDF instead: Use "Download PDF" option
  5. Check printer settings: Verify correct printer is selected

# Barcode Scanner Not Working

Issue: Barcode scanner doesn't add products

Solutions:

  1. Focus on barcode field: Click in barcode input field
  2. Check scanner connection: Verify scanner is connected
  3. Test scanner: Scan a barcode in notepad to test
  4. Check barcode format: Ensure product has barcode set
  5. Use manual search: Type product name instead

# Register Not Open

Issue: Can't process sale, "Register not open" error

Solutions:

  1. Open register: Click "Open Register" in top bar
  2. Enter opening cash: Enter starting cash amount
  3. Select branch/register: Ensure branch and register are selected
  4. Contact administrator: If you don't have branch/register assigned

# How to Confirm It Worked

# Verify Sale Processed

  1. ✅ Receipt displayed after payment
  2. ✅ Cart cleared automatically
  3. ✅ Sale appears in Sales list: Go to Sales page, see your sale
  4. ✅ Stock updated (if tracking inventory): Check product stock decreased

# Verify Payment Recorded

  1. Go to Sales page
  2. Find your sale
  3. Click to view details
  4. Verify:
    • Payment method is correct
    • Amount is correct
    • Customer is linked (if selected)

Next: Learn about Products Management or Inventory & Stock.

← Products →