Introduction to Point of Sale (POS)

Learn more about how PurchasePlus can use the data from your external Point of Sale System to automatically manage Inventory Stock Levels and more.

• What is the Point of Sale Module?
• POS Items
  
  • Creating POS Items
  • Viewing and Updating POS Items
• POS Outlets
  • Creating POS Outlets
  • Viewing and Updating POS Outlets
• Batch Sales
  • Creating Batch Sales Manually
  • Creating Batch Sales via CSV Import
  • Creating Batch Sales via API Integration
• POS Permissions
• Advanced: How New POS differs from Legacy POS

What is the Point of Sale Module?

• Manually,
• Uploaded as a CSV,
• via API Integration.

• A Name,
• A POS Code (the unique identifier that is used by your external POS System), and
• A reference to a Stock Item OR Recipe.

Creating POS Items

• Point a POS Item at a different Stock Item or Recipe than the one it was created with. Please create a New POS Item for this purpose.
• Delete a POS Item. Please get in touch with us to delete a POS Item from your account.

Creating POS Outlets

Viewing and Updating POS Outlets

You can view a list of your Organisation's POS Outlets by clicking [Point of Sale] → [Outlets] in the left side navigation bar:

Clicking on the Outlet name will take you to the Outlet Details page, where users with the 'Manage POS Outlets' permission can update the POS Outlet Name and POS Outlet Code for the Outlet:

It is currently not possible to:

• Point a POS Outlet at a different Stock Location than the one it was created with. Please create a New POS Outlet for this purpose.
• Delete a POS Outlet. Please get in touch with us to delete a POS Outlet from your account.

Batch Sales

• A POS Item that was sold (referencing the Stock Item to be decremented),
• An Outlet which identifies the POS terminal where the sale was made (referencing the Stock Location from which the Stock Item will be decremented),
• A Sell Unit Price, which is the price at which the POS Item was sold (exclusive of tax), and
• The Quantity of POS Items that were sold (i.e. the quantity of the Stock Item to be decremented from the Stock Location).

1. Open: The Batch Sale has been Created, and it is currently able to be edited by a permitted user. 
2. Importing: An Import (from CSV) has been initiated. Once the Import is complete, the Batch Sale's status is reverted to Open. Batch Sales in the 'Importing' State cannot be edited.
3. Processing: The POS Items (Stock Items) are currently being decremented from the target POS Outlet (Stock Location) via Transfers. Batch Sales in the 'Processing' State cannot be edited.
4. Complete: All of the POS Items (Stock Items) have been successfully decremented from the target POS Outlet (Stock Location), and the Batch Sale can no longer be edited.
5. Failed: An error has occurred during the Importing or Processing stage.

You can manually populate a Batch Sale, upload a CSV that conforms with the upload requirements, or create Batch Sales by API integration.

Ensure [Empty Batch Sale] is selected as the Creation Method, and that the Transaction Date is the date upon which the Sales were made. Click [Create] to progress:

Using this method, each Sale Line must be added individually. Click [Create New Sale] to add a new Sale Line:

You will be prompted to provide:

• The POS Item that was sold (and thus, the Stock Item to be decremented),
• The Outlet which identifies the POS terminal where the sale was made (and thus, the Stock Location from which the Stock Item will be decremented),
• The Sell Unit Price, which is the price at which the POS Item was sold (exclusive of tax), and
• The Quantity of POS Items that were sold (i.e. the quantity of the Stock Item to be decremented from the Stock Location).

Click [Create Sale] to progress:

Continue adding Sale Lines as required. Once you have added all of the Sale Lines you wish to process, click [Create Transfers] in the header of the Batch Sale:

This will transfer the POS Items (i.e., the Stock Items that the POS Items reference) from the specified Outlet's Stock Location and into a Sale Location, thus decrementing the Stock Items from the Outlet's Stock Location.

Creating Batch Sales via CSV Import

To create a New Batch Sale via CSV Import, navigate to [Point of Sale] → [Batch Sales] and click [Create a New Batch Sale]:

Ensure [Import CSV] is selected as the Creation Method, and that the Transaction Date is the date upon which the Sales were made. Upload the CSV (or drag and drop it into the Drop Zone), and then click [Create] to progress:

IMPORTANT: The CSV must be formatted correctly for the Import to be successful. Please speak with your PurchasePlus Customer Success Representative to understand the correct CSV formatting for your Organisation.

Once the Import has finished, you can review the Sale Lines, and then click [Create Transfers] in the header of the Batch Sale:

This will transfer the POS Items (i.e., the Stock Items that the POS Items reference) from the specified Outlet's Stock Location, and into a Sale Location, thus decrementing the Stock Items from the Outlet's Stock Location.

Creating Batch Sales via API Integration

On a case-by-case basis, PurchasePlus can integrate with external POS systems to birth new Batch Sales via API. Please speak with your PurchasePlus Customer Success Representative to discuss and determine the feasibility of this integration.

POS Permissions

There are 3 POS Permissions that determine the actions a user can take within the POS module:

• Manage POS Items - Users with this permission can Create and Update POS Items that are owned by their Organisation.
• Manage POS Outlets - Users with this permission can Create and Update POS Outlets.
• Manage Batch Sales - Users with this permission can Create, Update and Complete Batch Sales on behalf of their Organisation.

If you require one or more of these permissions enabled for your user profile, please speak to the System Administrator at your Organisation, or get in touch with your PurchasePlus Customer Success Representative.

Advanced: How New POS differs from Legacy POS

The following section may be of interest to long-time users of PurchasePlus's POS module.

It is important to note that New POS functionality is completely separate to Legacy POS functionality, and the two modules cannot coexist in the same Organisation.

The differences between the New POS and Legacy POS modules are as follows:

If you are migrating from our Legacy Platform, please reach out to our team for additional assistance in setting up POS in New PurchasePlus.