Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the customer POS Order preparation options.
Before we begin, let us understand about the need of POS Order and the relevance of this particular activity.
POS order is a formal commitment placed upon by one party to another with all the relevant terms and conditions stated in such order to help govern and facilitate the closure of transaction for Sales. When you receive a POS Order from a customer you need to ensure its timely execution.
If you enter all Sales Orders received by you in the system, you will be able to track their execution position. This will also help you in your procurement as you can have a handy report on how much quantity is pending execution and how much you have in hand etc.
You can create a under Module of AlignBooks.
The key functions of a POS Order Module are:
· Creation of a New POS Order,
· Modification of an existing POS Order;
· Deletion of an existing POS Order.
Let’s now understand how to create a new POS order in simple steps
You have three ways to prepare a new POS Order;
· 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.
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 .
Order 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).
Delivery Date : Enter the date which you want to deliver the goods. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
Cash / BankLedger : Select the relevant Cash or Bank Ledger from the drop down list in which tender the Advance amount is being received. List will show all the Cash and Bank Type ledger.
Cheque No. : Enter the cheque or other instrument number (if applicable). If payment is received through RTGS/NEFT you can enter RTGS/NEFT reference number.
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 Order.
Item Grid Table : We will now enter the specific item or product details to generate a POS Order;
: 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 Name
Field Description
(Condition for Applicable / Appear)
Tax Code
System will trace and fill the latest Tax code which is mentioned in HSN Code which is selected in the Item Master. If You want to change the same then select a Tax code from the drop down list. Click on to add a new Tax Code.
If Separate Pack Unit property enabled in selected Item, System will auto pull the Pack Unit from Item Master. If you wish to change the same then select unit from the drop down list. Click on to add a new Unit (Not recommended if registered under GST as UQC are predefined under GST).
(Inventory – Separate Packing Unit – “ON”)
Pack Quantity
Enter the quantity of Pack unit and system will calculate the quantity of Stock unit automatically based on the StockvsPack mentioned in Item Master. Only if this field is empty then quantity will auto populate when quantity is entered in Stock Unit.
(Inventory – Separate Packing Unit – “ON”)
Print Description
System will auto pull the Sales Description from Item Master. If you wish to change the same, enter the new description.
(Inventory – Separate Print Description – “ON”)
Service Date
Enter the Date of Service. You can also pick a different date by just clicking on the calendar function.
: 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.
: 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.
Attachment: Here you may upload any supporting documents, which can be used for the future reference. 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.
User Defined Extra Charges/Discounts – Document Level (1-3)
If you have set to have any Extra Charges / Discount on Document level under Sales Setup in Billing Setup- Document Level,these will appear here 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 under Sales Setup.
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.
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.
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.
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 POS Order 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 Order 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 POS Order 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 POS Order 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.
under 
Module of AlignBooks.
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 
. 
If you enter an item Code / Barcode / Serial No (IMEI) / Batch No., the system Pick-up the relevant details automatically
to show panel with List of Item with Stock Balance, HSN and Item Group. User can filter the Group 
click all items will fill automatically to Item Grid at once. 
to add a new Item.
: 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 
: 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 
to Magnify the Item Grid for better accessibility for voucher entry. 
to add new row to table 
to save the document prepared by you.
to print the document prepared by you. Click here 
beside Mail and click on 
to select from Email (with link) or SMS.
. 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 
to Import Data and select a file from which Data is to be imported. Click here 
to configure this document. Click here 
to open the help for this document.
to open calculator tool in Alignbooks.
to open an existing POS 
to delete an existing POS 
to copy the values from an existing POS 
to Cancel an existing POS 
to Restore an existing POS