POS Opening Entry

Introduction

POS Opening Entry represents the amount of cash that the cashier has entered the cash drawer when opening the POS. It is not recommended to create a POS Opening Entry manually. However, if still the need arises you can follow the steps mentioned in this article to create a POS Opening Entry manually.

1. Prerequisites

Before creating a POS Opening Entry, it is advised that you create the following first:

• Company

• Cashier

• POS Profile

2.Steps to create a New POS Opening Entry

POS Opening Entry is automatically created when the cashier specifies the POS Opening Amount on the Opening Amount screen and clicks the Start Selling button.

The opening entry can be seen on the POS Opening Entry List View screen. Navigate to Home > Retail. Then under the Opening and Closing section click on the POS Opening Entry shortcut to open the  POS Opening Entry List View screen.

In the above screenshot, a new POS Opening Entry (POS-OPE-2024-00743) was recorded when the cashier clicked on the Start Selling button. 

Click on the POS-OPE-2024-00743 entry to open the entry details screen. This will allow you to capture more details about the POS Opening Entry (As shown in the screenshot below).

It is not recommended to create a POS Opening Entry manually. However, if still the need arises you can create a POS Opening Entry manually.

Navigate to Home > Retail. Then under the Opening and Closing section click on the POS Opening Entry shortcut to open the POS Opening Entry List View screen.

Click on the Add POS Opening Entry button. This will open the New POS Opening Entry screen. 

Fill in the required information including the mandatory fields on the New POS Opening Entry screen click the Save button, to save the data and exit the screen. This will create the New POS Opening Entry and will appear on the POS Opening Entry List View screen.

3. New POS Opening Entry Screen Explained

The various fields in the New POS Opening Entry screen are explained below: 

Period Start Date

Clicking on the Period Start Date field opens the calendar popup. Select the Period Start Date. This date is the start date range of the business date for which the transactions are to be searched. This field is mandatory. 

Posting Date 

Clicking on the Posting Date field opens the calendar popup. Select the Posting Date. This date is the start date range of the business date when the first POS transaction is recorded in the system. This field is mandatory. 

Set Posting Date

Check this box if you want to set the Posting Date to be different from the Period Start Date.  

Company

In iVendNext, the first Company is created when an iVendNext account is set up. If you have more than one company, you can add them from: Home > Accounting > Company.

Cashier

Select a Cashier. A Cashier is just a standard user who has been assigned the role of a Cashier and based on this role the permissions rules are applied. You can either select a Cashier from the list of user names displayed or choose to create a new user by clicking on the Create a new user option. 

POS

Select a POS Profile. All the settings pertaining to your POS terminal collectively form a POS profile.

Team

Select a Team. Team is a group of users who report to a common manager / supervisor. This field is optional. 

Interface Profile

This field is pre populated based on the POS Profile selected. At the time of setting up a POS Profile you also set the POS Interface Profile. POS Interface Profile defines the POS Interface. 

Cash Drawer

This field is pre populated based on the POS Terminal selected. At the time of setting up a POS Terminal you select the number of Cash Drawers you want to bind to your POS Terminal.

Active POS Terminal

Click on the Active POS Terminal text field to either select an Active POS Terminal from the list of POS Terminals displayed or choose to create a new POS Terminal by clicking on the Create a new POS Terminal option. This field is optional.

Opening Balance Details

Use the Opening Balance Details template to define the opening Cash Drawer amount. Opening Amount is like an Opening Balance in a balance sheet i.e., the amount the user would begin his day with, in his cash drawer.

Click on the Add Row button displayed below the Opening Balance Details template to add a new blank row. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. 

Specify the following on the Editing Row screen:

Mode of Payment

Specify the Mode of Payment. Click on the Mode of Payment text field to either select a Mode of Payment from the list of Mode of Payment(s) displayed or choose to create a new Mode of Payment by clicking on the Create a new Mode of Payment option. The Mode of Payment stores the medium through which payments are made or received. To access the Mode of Payment list, go to: Home > Accounting > Payments > Mode of Payment. This field is mandatory.

Opening Amount

Specify the Opening Amount. Opening Amount is like an Opening Balance in a balance sheet i.e., the amount the user would begin his day with, in his cash drawer. For illustration we have specified Cash USD as the Mode of Payment and $500 as the Opening Amount. This field is mandatory.

Currency Denomination Count

Use the Currency Denomination Count template to define the opening Currency Denomination. Denomination is nothing but a unit of value  bound to a currency, usually for coins or banknotes.

Click on the Add Row button displayed below the Currency Denomination Count section to add a new blank row. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. 

Specify the following on the Editing Row screen:

Currency

Specify the Currency. The value in the field will be automatically fetched from the Company Master. This field is mandatory.

Count

Specify the Count value.