Sales & POS (Point of Sale)

Sales are how your business earns money. Actuary POS Software gives you two ways to sell: the fast POS Screen for counter sales, and the detailed Direct Sale form for more complex transactions. This guide covers both.

What You'll Learn

• How to make a sale using the POS screen
• How to make a direct sale
• How to manage quotations and sales orders
• How to process returns and refunds
• How to handle discounts and promotions
• How to manage the cash register

Part 1: POS (Point of Sale) — Quick Counter Sales

The POS screen is designed for fast, face-to-face sales — like at a shop counter or restaurant.

How to Make a POS Sale

1. Go to POS Sale → POS Sale from the left sidebar.

2. The POS screen opens with:

   • A Search Bar at the top to find products
   • Product Suggestions on the right (if enabled)
   • A Cart on the left showing added items

3. Add products to the cart:

   • Type the product name in the search bar and click the result, OR
   • Scan a barcode with your scanner, OR
   • Click a product from the suggestion grid

4. Adjust quantities: Click the quantity number to change it, or use the + / − buttons.

5. Apply discounts (optional): Click the discount icon next to an item to add a per-item discount.

6. Click the Pay button (or press the keyboard shortcut).

7. The Payment Screen appears:

   • Enter the Amount Received from the customer
   • Choose the Payment Method: Cash, Card, Cheque, Bank Transfer, Custom
   • The system shows the Change Due automatically
   • Add a Payment Note if needed

8. Click Finalise to complete the sale.

9. The Receipt appears:

   • Click Print to print the receipt
   • Click Email to send it to the customer
   • Click New Sale to start the next transaction

📸 [Screenshot: The POS screen with products in cart and the Pay button highlighted]

📸 [Screenshot: The payment popup showing amount received, change due, and payment method]

POS Keyboard Shortcuts

Speed up your work with these shortcuts:

💡 Tip: These shortcuts can be customised in Settings → Business Settings → POS Sale → Keyboard Shortcuts.

How to Suspend and Resume a Sale

If a customer needs to step away:

1. During a sale, click Suspend (or press F5).
2. The sale is saved as a draft.
3. To resume, go to POS Sale → List Drafts.
4. Click Resume on the suspended sale.
5. Continue where you left off.

📸 [Screenshot: The Drafts list with the Resume button]

How to Open and Close the Cash Register

Opening the Register:

1. When you start the POS, you'll be asked to Open Register if one isn't already open.
2. Enter the Opening Cash Amount — the money already in the drawer.
3. Click Open Register.

Closing the Register:

1. Click the Close Register button on the POS screen.
2. Count your cash and enter the Closing Amount.
3. The system compares your count with what it expects.
4. Review any differences.
5. Click Close Register to finish your shift.

📸 [Screenshot: The Close Register screen showing expected vs. actual cash amounts]

Part 2: Direct Sales — Detailed Sales

The direct sale form gives you more control for invoices, shipments, and detailed transactions.

How to Create a Direct Sale

1. Go to Sale → Add Sale from the left sidebar.
2. Fill in:
   • Customer — Choose or search for a customer
   • Business Location — Which shop/warehouse
   • Sale Date — When the sale was made
   • Invoice Number — Auto-generated
3. Add products by searching or scanning.
4. For each product, set:
   • Quantity
   • Unit Price — Can override the default
   • Discount — Per-item discount
   • Tax — Per-item tax
5. Add any overall discount or shipping charges.
6. In the Payment section, enter payment details.
7. Click Save to record the sale.

📸 [Screenshot: The direct sale form with customer, products, and payment sections]

Quotations

A quotation is a price estimate you give to a customer before they decide to buy.

How to Create a Quotation

1. Go to Sale → Add Quotation.
2. Fill out the form just like a sale, but the status will be "Quotation".
3. Click Save.

How to Convert a Quotation to a Sale

1. Go to Sale → List Quotations.
2. Find the quotation and click Actions → Convert to Sale.
3. Review and adjust if needed.
4. Click Save to finalise the sale.

📸 [Screenshot: The quotation list with Actions → Convert to Sale option]

Sales Orders

Sales orders track confirmed orders that haven't been delivered yet.

1. Go to Sale → Sales Orders to view all orders.
2. Click Add Sale and set the sale type to Sales Order.
3. Once you deliver the products, mark the order as Completed.

📸 [Screenshot: The Sales Orders list with status indicators]

Sell Returns & Refunds

When a customer returns a product:

1. Go to Sale → List Sell Returns (or find the sale and click Actions → Return).
2. Click Add to create a new return.
3. Select the original sale.
4. Enter the quantity being returned for each product.
5. Choose how to refund:
   • Cash refund
   • Credit to the customer's account
6. Click Save.

Stock will be restored and the customer's balance will be updated.

📸 [Screenshot: The sell return form showing items being returned]

Discounts & Promotions

Per-Item Discount

• While creating a sale, click the Discount field next to any product and enter a percentage or fixed amount.

Overall Discount

• At the bottom of the sale form, find the Order Discount field and enter the overall discount.

Managed Discounts

1. Go to POS Sale → Discounts (or Sale → Discounts).
2. Create a discount with:
   • Name — e.g., "Summer Sale 10%"
   • Discount Type — Percentage or Fixed
   • Amount — The discount value
   • Start Date and End Date — When the discount is active
   • Priority and Applicable Products — Fine-tune which products qualify
3. Click Save. The discount applies automatically.

📸 [Screenshot: The Discounts list and Add Discount form]

Shipments

Track deliveries for your sales:

1. Go to Sale → Shipments.
2. View all pending and completed shipments.
3. Update the shipping status as orders are delivered.

📸 [Screenshot: The Shipments page with status tracking]

Settings & Options

Common Questions

Q: Can I edit a sale after it's been recorded? A: Yes, if your administrator has allowed it. Go to the sale and click Actions → Edit. Changes are only allowed within the number of days set in Transaction Edit Days setting.

Q: How do I reprint a receipt? A: Go to the sale in the list, click Actions → Print Invoice. You can also use Ctrl + P on the POS right after a sale.

Q: Can a customer pay with multiple methods? A: Yes! On the payment screen, add multiple payment rows — for example, part cash and part card.

Q: What's the difference between POS and Direct Sale? A: POS is designed for fast counter sales with a visual interface. Direct Sale is a form-based option for detailed invoicing and complex transactions. Both record sales the same way.

Tips & Best Practices

• 📌 Use the POS screen for quick retail sales and the Direct Sale for wholesale or invoice-based sales
• 📌 Open and close your Cash Register at the start and end of every shift
• 📌 Use Quotations to give customers price estimates before they commit
• 📌 Set up keyboard shortcuts to speed up POS operations
• 📌 Train your staff on the POS screen — it's designed to be quick and easy