POS Profile
Introduction
All the settings pertaining to your Point of Sale collectively form a POS profile. These settings are specific to your POS and can be found under the Retail Section of iVend Next.
POS includes advanced features to cater to different functionality, such as inventory management, CRM, financials, warehousing, etc., all built into the POS software. Before modern POS, all of these functions were done independently and required the manual re-keying of information, which could lead to entry errors.
If you are in retail operations, you want your Point of Sale to be as quick and efficient as possible, you must create a POS Profile for a user. POS profiles are the main features used for configuring POS terminals.
Access the POS Profile
To access the POS Profile, navigate to: Home > Retail. Under the Settings section click on the POS Profile shortcut. Alternatively you can navigate to Home. Click on the Awesome Bar and then type the keyword - “POS Profile List”. The application will perform a global search and will show results from several different record types related to the keyword. Click on the POS Profile List search result to launch the POS Profile List View Screen.
Prerequisites
Before creating a POS Profile, it is advised that you create the following first:
Steps to create a POS Profile
Creating a POS Profile in iVendNext involves the following steps:
1. Access POS Profile:
Go to Home > Retail > Settings > POS Profile.
2. Create New Profile:
Click on "Add POS Profile" to launch the new POS Profile Creation Screen.
3. Enter Profile Name:
Provide a name for the profile.
4. Specify the Store:
Select a Store.
5. Set Payment Methods:
Add the payment methods that will be available in POS. Set one of the payment modes as the default by ticking the checkbox. The default mode is cash if nothing else is set.
6. Set Item Group Filters (Optional):
On setting an Item Group in a POS Profile, the group will be automatically selected when making transactions with the POS Profile.
7. Set Customer Group Filters (Optional):
On setting a Customer Group in a POS Profile, the group will be automatically selected when making transactions with the POS Profile.
8. Set Write Off Account:
Specify the Write Off Account for recording transactions. A Write Off Account is used to record amounts that are considered uncollectible or bad debts.
9. Set Write Off Cost Center:
Specify the Write Off Cost Center for recording transactions. A Write Off Cost Center is used to allocate the write-off expenses to a specific department.
10. Set Write Off Cost Limit:
Specify the Write Off Cost Center for recording transactions. The precision loss limit refers to the maximum allowable discrepancy due to rounding errors or precision limitations in financial transactions. By default, iVendNext allows you to enter values with up to three decimal places for fields like Float, Currency, and Percent
11. Save Profile:
Save the profile after entering all the necessary details.
POS Profile Creation Screen
The New POS Profile Creation screen is split into the following sections. Each section contains information specific to the section it corresponds to.
Details
Applicable For Users
POS Settings
Customer Display Settings
Toast Settings
Payment Methods
Configuration
Filters
Print Settings
Accounting
Accounting Dimensions
Details Section
The various fields in the Details section are explained below:
Name
Specify a name for your POS Profile. This field is mandatory.
Store
You need to bind your POS Profile to a Store also known as a Warehouse in iVendNext. Select your Store from the drop down list. In case you don’t see your Store in the list displayed, you can make use of the Advanced Search feature to search your Store. The application also allows you to create a new Store if you want to by clicking on the Create a new Warehouse shortcut. This field is mandatory.
Company
Specify the Company name. Select the company name from the drop down list. In case you don’t see your Company in the list displayed, you can make use of the Advanced Search feature to search your Company. The application also allows you to create a new Company if you want to by clicking on the Create a new company option. In iVendNext, the first Company is created when an iVendNext account is set up. For each Company, you can set a domain as manufacturing, retail, or services depending on the nature of your business activity. All the settings pertaining to the Company are managed and controlled from the Company Master screen This field is mandatory.
Campaign
Specify a Campaign. A Campaign is a full-scale implementation of a sales strategy to promote a product or service. For Example You can link a sales campaign here to track total sales made against it. This field is optional.
Country
Specify the Country. The value in this field is fetched from the Company’s Default Country Field and is not editable.
Company Address
Specify the Company Address. You can either select an existing Company Address from the list displayed or choose to create a new company address by clicking on the Create a new company address option.
Disabled Checkbox
Check the Disabled checkbox only if you want to mark the POS as inactive. The cashier will not be able to perform any transaction on a POS that is disabled.
Applicable For Users Section
The various fields in theApplicable For Users section are explained below:
Teams
The Teams field allows you to assign specific sales teams to a POS Profile. This ensures that only the designated team members can access that particular POS Profile for transactions.
POS Settings
The various fields in the POS Settings section are explained below:
Interface Profile
Specify an Interface Profile. You can either select an Interface Profile from the list displayed or choose to create a new Interface Profile by clicking on the Create a new Interface Profile option. A POS Interface Profile is a configuration that controls the visual layout and user interface of a Point of Sale. It determines how various elements, such as buttons, menus, and journal lines, are displayed on the screen.
Theme
Select a Theme from the drop down list. Theme refers to the visual design and layout of the color schemes, button styles, fonts, and overall aesthetics that make the user interface.
Create Own Theme
If you don’t find a suitable theme in the Theme drop down list, you can choose to design your Custom Theme that aligns with your brand;s identity, by clicking on the Create Own Theme button.
Customer Display Settings
Use this section to control and manage the POS Customer Display System. The various fields in the Customer Display System section are explained below:
Customer Display Interface Profile
Select your Customer Display Interface Profile from the drop down list. In case you don’t see your Customer Display Interface Profile in the list displayed, you can make use of the Advanced Search feature to search your Customer Display Interface Profile. The application also allows you to create a new Customer Display Interface Profile if you want to by clicking on the Create a new Interface Profile option. A Customer Display Interface Profile is a configuration that controls the graphical layout and user interface of a Customer Display. It determines how various elements, such as buttons, menus, and journal lines, are displayed on the Customer Display screen.
Toast Settings
The Toast Setting refers to the notifications that pop up on the screen to inform the user about certain actions or events. These notifications are brief and appear for a short duration, providing real-time feedback to the user. For example, a toast notification might inform the user that a transaction has been successfully completed or that there is an error that needs attention. The various fields in the Toast Settings section are explained below:
Success Auto Close:
This setting determines whether a success toast notification will automatically close after a certain period. If enabled, the success message will disappear on its own.
Error Auto Close:
Similar to the Success Auto Close, this setting controls whether an error toast notification will automatically close after a specified duration.
Info Auto Close:
This setting decides if an informational toast notification will automatically close after a certain time.
Success Auto Close Delay:
This setting specifies the duration (in milliseconds) for which a success toast notification will remain visible before it automatically closes. For example, if set to 3000, the success message will disappear after 3 seconds.
Error Auto Close Delay:
This setting defines the duration (in milliseconds) for which an error toast notification will stay on the screen before it automatically closes. For instance, if set to 5000, the error message will disappear after 5 seconds.
Payment Methods
The various fields in the Payment section are explained below:
Payment Template
Use the Payment Template to define the payment methods that your customer can use to make a payment against the items purchased. The default will be cash if nothing is set here. Select a Payment Template from the drop down list. In case you don’t see your Payment Template in the list displayed, you can make use of the Advanced Search feature to search your Payment. The application also allows you to create a new Payment Template by clicking on the Create a new payment template option. Once you have selected the Payment Template, click on the Update Payment button. This will auto fetch the values in the table from the Payment Template selected above. You can use the Payment Templates to map the various types of payment with the tender types. The tender types are hard coded and are not created by the user.
Configuration
Use this section to configure the additional settings pertaining to your New POS Profile. The various fields in the Configuration section are explained below:
Hide Images
Check this box if you don't want the images to be displayed for items.
Hide Unavailable Items
Check this box if you want to hide the unavailable items from being displayed at the POS terminal. By unavailable item we mean the items which are not in stock.
Automatically Add Filtered Item To Cart
Check this box if you want the filtered item to be automatically added in the cart.
Validate Stock on Save
Check this box if you want to validate the stock every time on save. If enabled, the stock quantities will be affected when transactions are performed with the POS Profile. That is, Stock Ledger Entries will be made when you “Submit” this Sales Invoice thereby eliminating the need for a separate Delivery Note.
Print Receipt on Order Complete
This will allow the POS user to print a receipt when the payment is made.
Ignore Pricing Rule
Check this box if you want to ignore the active Pricing Rule for this POS Profile. A Pricing Rule defines the discount/pricing rules that apply based on set conditions.
Allow User to Edit Rate
The POS Profile user will be allowed to edit the 'Rate' of items added in transactions.
Allow User to Edit Discount
The POS Profile user will be allowed to edit the 'Discount' of items added in transactions.
Filters
Filter items and customers by item groups and customer groups. On setting an Item Group/Customer Group in a POS Profile, the group will be automatically selected when making transactions with the POS Profile. The various fields in the Filters section are explained below:
Item Groups
On setting an Item Group in a POS Profile, the group will be automatically selected when making transactions with the POS Profile.
Customer Groups
On setting a Customer Group in a POS Profile, the group will be automatically selected when making transactions with the POS Profile.
Print Settings
Use this section to map Print Formats to your New POS Profile. With Print Format, you can set how document types look when printing. Every transaction has a default Print Format called 'Standard'. You can change Print Formats by using the Print Format form or by using Jinja/JS script or by using the Print Format Builder to create print formats with UI. The various fields in the Print Settings section are explained below:
Print Format
Select a Print Format from the drop down list. Select your Print Format from the drop down list. In case you don’t see your Print Format in the list displayed, you can make use of the Advanced Search feature to search your Print Format. The application also allows you to create a new Print Format if you want to by clicking on the Create a new Print Format option. This will determine how a sale transaction receipt would look like.
Gift Receipt Format
Select a Gift Receipt Format from the drop down list. Select your Gift Receipt Format from the drop down list. In case you don’t see your Gift Receipt Format in the list displayed, you can make use of the Advanced Search feature to search your Gift Receipt Format. The application also allows you to create a new Gift Receipt Format if you want to by clicking on the Create a new Gift Receipt Format option. This will determine how a gift card transaction receipt would look like.
Suspended Receipt Format
Select a Suspended Receipt Format from the drop down list. Select your Suspended Receipt Format from the drop down list. In case you don’t see your Suspended Receipt Format in the list displayed, you can make use of the Advanced Search feature to search your Suspended Receipt Format. The application also allows you to create a new Suspended Receipt Format if you want to by clicking on the Create a new Print Format option. This will determine how a suspended transaction receipt would look like.
Shift Count Print Format
Select a Shift Receipt Format from the drop down list. Select your Shift Receipt Format from the drop down list. In case you don’t see your Shift Receipt Format in the list displayed, you can make use of the Advanced Search feature to search your Shift Receipt Format. The application also allows you to create a new Shift Receipt Format if you want to by clicking on the Create a new Print Format option. This will determine how a shift count receipt would look like.
Shift Summary Print Format
Select a Shift Summary Receipt Format from the drop down list. Select your Shift Summary Receipt Format from the drop down list. In case you don’t see your Shift Summary Receipt Format in the list displayed, you can make use of the Advanced Search feature to search your Shift Summary Receipt Format. The application also allows you to create a new Shift Summary Receipt Format if you want to by clicking on the Create a new Print Format option. This will determine how a Shift Summary receipt would look like.
Accounting
Use this section to manage the accounting master doctypes in iVendNext. The various fields in the Accounting section are explained below:
Price List:
A Price List stores the Item Prices. Setting a Price List here will fetch the Item Prices for the current POS Profile from that Price List.
Currency:
By default, this will be set according to the Company's default currency. However, you can change it. In case you change the currency, remember to change the accounts too.
Write Off Account:
Select a Write Off account from the drop down list. In case you don’t see your Write Off account in the list displayed, you can make use of the Advanced Search feature to search your Write Off account. The application also allows you to create a new account if you want to by clicking on the Create a new Account option. A Write Off Account is used to record amounts that are considered uncollectible or bad debts. This helps in maintaining accurate financial records by removing these amounts from receivables.
Write Off Cost Center:
Select a Write Off cost center from the drop down list. In case you don’t see your Write Off cost center in the list displayed, you can make use of the Advanced Search feature to search your Write Off cost center. The application also allows you to create a new Write Off cost center if you want to by clicking on the Create a new Cost Center option. A Write Off Cost Center is used to allocate the write-off expenses to a specific department or segment within the organization. This helps in tracking and managing the financial impact of write-offs on different parts of the business.
Write Off Limit:
Specify the limit to auto write off precision loss while consolidation. "Precision loss" refers to the small errors or inaccuracies that occur when numerical values are approximated or rounded during calculations. The precision loss limit refers to the maximum allowable discrepancy due to rounding errors or precision limitations in financial transactions. By default, iVendNext allows you to enter values with up to three decimal places for fields like Float, Currency, and Percent
Income Account:
Select an Income Account from the drop down list. In case you don’t see your Income Account in the list displayed, you can make use of the Advanced Search feature to search your Income Account. The application also allows you to create a new Income Account if you want to by clicking on the Create a new Account option. This type of account represents any source of income or revenue booked for the Company.
Expense Account:
Select an Expense Account from the drop down list. In case you don’t see your Expense Account in the list displayed, you can make use of the Advanced Search feature to search your Expense Account. The application also allows you to create a new Expense Account if you want to by clicking on the Create a new Account option. This type of account represents any source of expense or expenditure booked for the Company.
Taxes and Charges:
Selecting a Sales Taxes and Charges Template or Purchase Taxes and Charges Template here will automatically apply the taxes and charges to the POS transaction.
Tax Category:
On selecting a Tax Category here, the Tax Rules associated with the Tax Category will be applied to each transaction performed from this POS Profile. The following accounts can be set so that the general ledger is updated accordingly:
Account for Change Amount
Write Off Account
Write Off Cost Center
Income Account
Expense Account
Apply Discount On:
Here you can set whether the discount is to be applied on the Grand Total (pre tax amount) or the Net Total (post tax amount).
Account for Change Amount:
Select an Change Account from the drop down list. In case you don’t see your Change Account in the list displayed, you can make use of the Advanced Search feature to search your Change Account. The application also allows you to create a new Change Account if you want to by clicking on the Create a new Account option.
Disable Rounded Total:
Check this box to disable rounded total. The consolidated POS invoices will have rounded total disabled.
Accounting Dimensions
Accounting Dimensions lets you tag transactions based on a specific Territory, Branch, Customer, etc. This helps in viewing accounting statements separately based on the criteria selected. To know more, visit the Accounting Dimensions page. The various fields in the Accounting Dimensions section are explained below:
Cost Center
The Cost Center is treated as a dimension by default. In iVendNext you can create configurable accounting dimensions and use them in transactions and reports.