Point of sale (POS)

The POS screen is built for fast counter sales: scan or search items into a cart, take cash or an online bank payment (QR), and print a receipt. Each POS sale is saved as an approved sales invoice and its payment is recorded into the Cash account or your main bank account, so the invoice is paid.

The POS needs the Retail (POS) section in your plan and the POS permission with Create and Approve (every POS sale is saved approved). Open it from Sales › POS. With Show POS on in Preferences, POS and Orders links also appear at the top of every screen.

Restaurants, cafés, hotels and similar businesses with the Hospitality section can open the POS from the Tables board instead. Each order then belongs to a table, room, seat or station.

The screen

The POS fills the whole window and the page itself doesn't scroll. Items are on the wide side and the cart on the narrow side, so the totals and payment buttons are always in view. Only the item grid and the cart lines scroll.

• Items: the search/scan box, a row of category buttons (All and each category; scroll it sideways when there are many), and the item tiles. Each tile shows the picture, name, price and stock. A purple number on a tile shows how many are already in the cart. Items with no stock are greyed out (Out of stock).
• Cart: the customer at the top, the lines in the middle, and the totals with the payment buttons at the bottom. The icons next to the customer are POS options (Project and Warehouse), Clear (start a new sale) and Close (leave the POS).
• On a phone, the items fill the screen and a purple Cart bar at the bottom shows the quantity and the total. Tap it to open the cart, and tap the arrow or outside the cart to go back to the items.

In Arabic and Kurdish the screen is mirrored, so the cart is on the left.

The Full screen button at the top hides the browser's bars, so the POS gets the whole screen, the same as the button at the top of the other pages. Click it again (or press Esc) to leave full screen.

Keyboard shortcuts

Key	What it does
F2	Jump to the scan/search box (its text is selected, so you can type over it).
F9	Cash Payment. In the payment box, F9 again is Pay & Print.
Esc	Close the payment box, the receipt, the cart (phone) or the customer list; otherwise clear the search box.

Making a sale

1. Check the Customer at the top of the cart. The default customer is filled in; change it for a known customer. Project and Warehouse are under POS options (the gear icon), which opens by itself when no default project is set.

2. Add items:

   • scan the barcode into Scan/Search product by name/barcode,
   • or type part of the name: the tiles narrow down as you type, and you can pick from the list,
   • or tap an item tile. Scanning a variant's or a unit's barcode adds that variant or unit, at its price. Scanning the same barcode again adds one more to its line. Scanning finds items in every category, even when a category is chosen. If one barcode is the start of another (for example 123 and 1234), the shorter one is added when the scanner sends Enter (most scanners do) or when you press Enter.

3. Adjust quantities in the cart with - and + (or type the quantity), or remove a line with the bin icon. With Discount on in Preferences, each line has a Discount box (an amount off that line) and the totals have a Bill Discount (a % or an amount off the whole sale). A discounted line shows its old total crossed out next to the new one. A line discount can't be more than the line itself. Total Discount shows the line and bill discounts together.

4. Choose how the customer pays:

   • Cash Payment: enter Cash Tender (the amount handed over). Cash Return shows the change. The tender must be at least the Grand Total.

   • Bank Payment: a QR code, payment code and time left appear. The customer pays with the FIB app. You don't click anything: as soon as FIB confirms the payment, the POS saves and prints the sale by itself. A Demo payment shows DEMO: no real money.

     If the bank payment doesn't work, nothing is saved and you take cash. That covers: online payments not set up or the main bank account not usable ("…take cash payment" when you click), FIB not reachable, the payment declined, the time running out, or Cancel payment / closing the box. A payment made just before a cancel still counts, and the sale is saved.

5. Pay & Print (cash) or the confirmed bank payment saves the sale and shows the receipt. It also records the payment, as Record Payment on an invoice does, and the invoice becomes Paid:

   • Cash: the bill amount goes into the Cash account set in Ledger configuration (the change given back is not posted).
   • Bank (online): the bill amount goes into your main bank account, the Bank Ledger in Ledger configuration, never another account. It must be an active IQD bank account; otherwise the Bank Payment button tells you to take cash. Move money to other accounts with a bank transfer.

   The payment is recorded as a posted receipt under the same POS permission (Create and Approve). If the payment can't be recorded, the sale is still saved and you see "The sale is saved, but its payment could not be recorded.": open the invoice and use Record Payment.

   On the receipt, Print prints it on 80 mm receipt paper, as long as the receipt, PDF downloads it, and Email sends it to the customer (if the customer has an email address) with the receipt attached.

The usual rules apply: there must be enough stock in the warehouse, and a customer with a credit limit can't go over it.

Holding a sale

Hold puts a sale aside so you can serve the next customer. For example, a customer forgot their wallet, went to fetch one more item, or will pick the order up later.

1. Press Hold. Type a name or note if you like ("Ahmed", "blue bag"), then press Hold again (or Enter). The cart is saved and a new sale starts.
2. The Held sales icon next to the customer shows how many sales are held. Open it to see each one: name, time, items and total.
3. Resume brings a held sale back into the cart. A Held sale bar shows above the lines. Add or change items, then pay as usual, or press Hold again to put it back.
4. Print bill saves the cart as held and prints a bill without taking payment. The cart stays open, ready to pay.

A held sale is not a sale yet:

• It is a draft: nothing goes to stock or the accounts.
• It has no invoice number. It gets its number, and the date, when it is paid or approved, so invoice numbers have no gaps.
• It doesn't appear in Sales Invoices, POS Orders or the reports until it is paid.

To resume a sale, the cart must be empty (hold or clear the current sale first). If two tills open the same held sale, only the first one to pay it succeeds.

Cancelling a held sale (the bin icon in Held sales) needs the POS permission with Delete. Cashiers without it can't remove a held sale, so a sale can't be held, paid in cash and then deleted. Every hold and cancel is in the activity log.

POS orders

Sales › POS Orders lists POS sales with date, customer, amount and payment status. Filter by date, export to Excel or PDF, or open a sale to reprint its receipt.

POS and invoices

POS sales are sales invoices too, so they appear in sales reports, the customer's statement and the dashboard. Returns are done with a credit note on the sale.