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POS Invoice

Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the customer POS Invoice preparation options.

Before we begin, let us understand about the need of POS Invoice and the relevance of this particular activity.

In retail business, POS not only helps retailer in managing their business better but the technology can be used to change customer experience as customer retention is most important.

Alignbooks automize the process to increase the efficiency of business transaction to carry out campaigns with help of Promotion schemes, Loyalty points, Coupons etc.

You can create a

under

Module of AlignBooks.

The key functions of a POS Invoice Module are:

· Creation of a New POS Invoice,

· Modification of an existing POS Invoice;

· Deletion of an existing POS Invoice.

POS Invoice

Let’s now understand how to create a new POS Invoice in simple steps

You have two ways to prepare a new POS Invoice;

· Enter fresh data for the first time;

· Open an existing document and use the “Copy” feature of AlignBooks to make the necessary changes. This will save your time and efforts;

Let’s enter the fresh set of data for the first time;

Counter : If you are handling multi counter, select the required counter from the drop down menu.

You can set your default counter from Data Access Rights option, to set the default counter Go to Configuration >> Data Access Rights >> Select User Name >> under Default counter select the counter name from the drop down list.

If your desired Counter does not exist in the menu, you can create a New Counter by clicking on

option within the dropdown menu. You can also Edit or Delete a Counter from here. Select a Counter to be edited/deleted and then click on

. The Counter will be opened in Edit mode and you can edit it and save by click on

. You can delete it by click on

.

Invoice No: System will generate voucher number based on the Voucher Numbering configuration, if you have opted to “maintain auto prefix” and “maintain auto numbering”.

Prefix : While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on

Icon or

option within the dropdown menu and input a name.

Number: While configuring your document, if you have opted to “maintain manual numbering”, enter a document number here.

Invoice Date: Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.

Customer: Search customer based on Name / Mobile / Email or Select a customer from the drop down list for whom you are preparing Invoice. If the search value does not match with customer data a screen will appear to confirm the addition of new customers, click “Yes” to create a new customer. On POS Customer screen, input the details in Name and Phone which are required fields, and click

button to save customer.

Customer Info : System will display the customer information from customer master and also show vital information about his loyalty points balance, Last Transaction details and Outstanding Amount (if any).

Lookup: This option will work like a Bar Code.

If you enter an item Code / Barcode / Serial No (IMEI) / Batch No., the system Pick-up the relevant details automatically

Item with Balance : This option will work like a Pick and Pack, Click on

to show panel with List of Item with Stock Balance, HSN and Item Group. User can filter the Group

and select Multiple Items. On

click all items will fill automatically to Item Grid at once.

So far we have entered the relevant details to clearly identify the customer and the POS Invoice.

Item Grid Table : We will now enter the specific item or product details to generate a POS Invoice;

: Click here to add a Row to the table

: Click here to delete a row from the table.

Item Code: Select an Item code from the drop down list. Click on

to add a new Item.

Description: System will fill the description details automatically from Item Master.

Unit: System will fill the unit details automatically from Item Master.

Quantity: Enter the Item Quantity here.

Rate: System will pick the rate from the Item Rate Master. If you are not maintaining Rate Master and have entered Rate in your Item Master, it could be picked from there as well.

Alternatively, you will have to enter the rate manually.

Amount: System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate.

Posting GL: If you have created Sales /Purchase Ledgers Item wise, the system will automatically fetch the GL selected by you in Item Master.

Remark : If you wish to put any remark against an Item, enter here.

Item Balance : System will display the Stock in hand of this particular item.

The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup.

If you set up these fields, you will need to enter relevant values in columns created for each item Row.

The columns which will appear based on Configuration in Company Setup are:

Column	Description of columns (Column visible based on the configuration)
Item Wise Charges >> Sales Setup -> Billing Setup - Item Level (User Defined)
Misc (1-3) Rate	Specify the Rate for Item Wise Charges on which system will calculate the Item Wise value.
Misc (1-3) Value
Tax related columns (General Setup – Tax Applicable in Sales / purchase – “ON”)
Tax Code	System will fill the detail from latest Tax Code applicable in HSN code selected in particular Item.
Tax Rate	System will fill the detail from Tax rate of latest Tax Code applicable in HSN code selected in particular Item.
Taxable	System will calculate the taxable amount based on the configuration of Billing Setup - Item Level and Billing setup - Document Level (if enabled) for “Before tax” Tax Behaviour and Tax Style.
Tax Amount	System will calculate the tax amount automatically i.e. with the multiplication of Taxable Amount x Tax Rate.
Cess Rate	System will auto pull the Cess rate mentioned in the HSN Code mentioned in the above field. (General Setup – Tax Applicable in Sales / purchase – “ON”)
Cess Amount	System will calculate the Cess amount automatically i.e. with the multiplication of Taxable Amount x Cess Rate.

Pack Unit	System will fill the Pack Unit details automatically from Item Master. Inventory -> Basic-> Separate Packing Unit – “ON”
Pack Qty	Inventory -> Basic-> Separate Packing Unit – “ON”
Print Description	Inventory -> Basic-> Separate Print Description – “ON”
Item Serial No.	Inventory->Item Extended Property-> Item Serial No Tracking– “ON”
Batch No.	Inventory->Item Extended Property->“Batch wise Inventory - “ON”
Service Date	Inventory->Service->Input Service Date – “ON”
Service Location	Inventory->Service-> Service Location – “ON”

	User Defined Item
Attributes 1-5	Inventory->Item Attribute

Attribute Panel

: In Inventory Setup if Print Description / Item Document Attribute / Item Custom Fields are enabled , System will open a new Input Panel to enter the details of applicable fields Or Click on the Icon to open the Input Panel, the input of all fields will be transferred to Item Grid Table. This Input Panel feature helps to reduce the unnecessary scrolling in Item Grid to input detail of the mentioned fields. Click here Input Panel - Attribute to know more about this utility.

Bundle Detail

: If selected Item is Bundle Item and Show Bundle Detail on Billing is enabled, System will auto populate the Item details based on the child items Or Click on the Icon to open the Input Panel to change Child Item details, the total quantity and average rate of the input will fill in quantity of Stock Unit and rate field. Click here Input Panel - Bundle to know more about this utility.

Serial panel

: If Serial Tracking property enabled in selected Item, System will open a new Input Panel to enter the details of Serial Number / IMEI Or Click on the Icon to open the Input Panel, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Serial to know more about this utility.

Batch Panel

: If Input Dimension property enabled in selected Item, System will open a new Input Panel to enter the details of Dimensions Or Click on the Icon to open the Input Panel, the total quantity of the input will fill in quantity of Stock Unit. Click here Input Panel - Serial to know more about this utility.

Sales Return : Click on check box

if you want to enter sales return of an item / product if the customer has returned the product purchased earlier. All the values of current row will become reverse to reduce the sales amount.

Click on

to Magnify the Item Grid for better accessibility for voucher entry.

Add Row: Click

to add new row to table

Remark: Input here any remark pertaining to the document.

Attachment: Here you may upload any supporting documents, which can be used for the future ref. For example, you may attach Copy of order received from Customer. You can browse the location to attach the same. Click on “X” to remove the attachment.

Item Value: System will calculate the Total Item Sales Value, based on the data entered in the system during the creation of an Invoice.

Promo Discount : System will calculate the Total Item Promo Discount, based on the data entered in the system during the creation of an Invoice. if any promotion is active and applicable.

User Defined Extra Charges/Discounts – Item level (1-3)

These represents the total of item wise extra charges/discounts auto calculated from the items mentioned in the table.

Taxable: This represents the total Taxable Sales Value of all the items, auto calculated by the system.

Tax Amount: This represents the total Tax Amount for all the items, auto calculated for the Items mentioned in the table.

Cess Amount: This represents the total Cess Amount for all the items, auto calculated for the Items mentioned in the table.

User Defined Extra Charges/Discounts – Document Level (1-3)

If you have set to have any Extra Charges / Discount on Document level (-> Sales Setup -> Billing Setup- Document Level), these will appear hear with the caption given by you. You can enter relevant value against each item.

Round off: Depending upon the round off level selected by you, your Document will be rounded off and the round off difference (Rounded Value -Actual Value) will be shown here. This field will not be available if you have configured “Round off – None” in Configuration -> Company Setup -> Sales Setup -> Basic

Doc Amount: This represents the total Invoice Amount.

Tender Details:

These fields represent the details of tenders and amount. Payment received from customer is adjusted against the corresponding tender. A list of all tenders will appear here as displayed in below image.

If you wish to create any new tender type, Select the "Tender Type" option under Point of Sales from Main menu and create new Tender Type. Click here "Create a Tender" to know more about this master.

Description : Here Tender Name is displayed.

Adjust Amount : To adjust the amount received against this tender, click on

button and screen will appear like this;

Pending Amount: Here amount pending to be adjusted will display. (Difference of Invoice amount – already adjusted against any tender)

Net Amount : System will fill the Pending amount. If you wish to change the adjusted amount, Enter the Amount to be adjusted in this tender.

Approval Code : Here Enter the Approval code received from the Bank.

(Field visible only in Tender having type : Credit Card)

Card Type : Select the Credit Card type from the drop down list from which you have received the payment.

Card No : Here Enter the 4 digits Card No of customer.

Valid Up To : Here Enter the Valid Up To date of Card.

Click

button to accept the changes and close the form.

Click

button to discard the changes and close the form.

Net : Here the amount adjusted with this tender is displayed.

Coupon Code : Here Enter the Coupon Code to apply the discount. Click on

button to Validate the coupon and apply discount based on coupon configuration.

Sales Custom Fields 1-5 : During the Sales Setup (->Sales Setup-> Sales Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field.

Hold : While creating an invoice after adding a few items, If the customer request time to select some more items to add to this purchase, click on the button

to hold this bill. When you put a bill on hold, details of bill information will be saved with document status “hold” and now you can continue to create the next invoice for other customers to avoid the waiting que.

Promotion : If any Promotion is active at the time of invoicing, you can click on

to apply the promotion. Promotion discount rate and amount will appear in column “Promo Qty” and “Promotion” in detail grid and total promo discount will appear in “Promo Discount” field. Promotion will also run automatically at the time of saving the voucher.

Recall : Click on

to recall the hold vouchers a screen will appear with the list of voucher with “Hold” status, select the particular voucher you wish to recall.

Save : Click on

to save the document prepared by you.

Print : Click on

to print the document prepared by you. Click here “Print Utility”, to know more about this utility.

Clear : Before clicking this option

make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.

Mail : If you want to send an Email or SMS, Click on

beside Mail and click on

to select from Email (with link) or SMS.

Schedule : If you want to create a schedule for this document, click on

. Click here , to know more about this utility.

Document History : Click here

to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This button will be active only when document is open an existing document and when Manage Document History – “ON” in Configuration -> General Setup. Click here “Document History”, to know more about this utility.

Import : Click on

to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.

Configuration: AlignBooks provide you the facility to configure your Order documents with respect to choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc.

Click on

to configure this document. Click here “How to Configure a Document”, to know more about this utility.

Help : Click this button

to open the help for this document.

Calculator : Click here

to open calculator tool in Alignbooks.

Open : Click

to open an existing POS Invoice Voucher. Click here “Open a Document”, to know more about this utility.

Delete : If you wish to delete any existing voucher, open an existing voucher and specify the reason for delete in "Edit Remark" field then Click here

to delete an existing Customer Receipt Payment Voucher.

Copy : Alignbooks does not recommend to copy such type of vouchers. If you still want to copy document, then Click

to copy the values from an existing POS Invoice Voucher. Click here “Copy from a Document”, to know more about this utility.

Cancel : If you wish to cancel any existing voucher, open an existing voucher and specify the reason for cancel in "Edit Remark" field then Click here

to Cancel an existing Customer Receipt Payment Voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher.

Restore : If you wish to restore any existing voucher, open an existing voucher and specify the reason for restore in "Edit Remark" field then Click here

to Restore an existing Customer Receipt Payment Voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher.

You have completed POS Invoice Voucher.

We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!