POS Configuration

Overview

Configure your POS system to match your business needs and operations.

Accessing POS Configuration

  1. Go to "Point of Sale" > "Configuration"
  2. You will see the configuration options

POS Terminals

Adding a POS Terminal

  1. Go to "Point of Sale" > "Configuration" > "Terminals"
  2. Click "Add Terminal"
  3. Enter terminal details
  4. Click "Save"

Terminal Details

  • Terminal Name: Identifier for the terminal
  • Terminal ID: Unique system identifier
  • Location: Physical location of terminal
  • Hardware: Type of hardware (computer, tablet, etc.)
  • Receipt Printer: Connected printer
  • Payment Terminal: Connected payment device

Managing Terminals

  • Edit terminal settings
  • Enable/disable terminals
  • View terminal activity
  • Remove terminals

Payment Methods

Configuring Payment Methods

  1. Go to "Point of Sale" > "Configuration" > "Payment Methods"
  2. Click "Add Payment Method"
  3. Select payment type
  4. Configure payment settings
  5. Click "Save"

Payment Method Settings

  • Payment Type: Cash, Card, Check, etc.
  • Account: Accounting account for this payment type
  • Default: Set as default payment method
  • Enabled: Enable/disable this payment method

Card Payment Configuration

  • Payment gateway integration
  • Card types accepted
  • Processing fees
  • Settlement account

Receipt Settings

Receipt Configuration

  1. Go to "Point of Sale" > "Configuration" > "Receipts"
  2. Configure receipt settings
  3. Click "Save"

Receipt Options

  • Receipt Format: Layout and content
  • Company Logo: Display company logo
  • Footer Message: Custom message on receipt
  • Item Details: What information to show
  • Payment Details: Show payment method
  • Barcode: Print transaction barcode

Receipt Printing

  • Automatic printing after transaction
  • Manual printing option
  • Email receipt option
  • SMS receipt option

Discounts and Promotions

Discount Configuration

  1. Go to "Point of Sale" > "Configuration" > "Discounts"
  2. Click "Add Discount"
  3. Configure discount details
  4. Click "Save"

Discount Types

  • Percentage Discount: Discount as percentage
  • Fixed Amount: Discount as fixed amount
  • Buy X Get Y: Promotional discount
  • Loyalty Discount: Customer loyalty discount

Promotion Management

  • Create promotional campaigns
  • Set promotion dates
  • Define eligible products
  • Track promotion effectiveness

Inventory Integration

Inventory Settings

  1. Go to "Point of Sale" > "Configuration" > "Inventory"
  2. Configure inventory settings
  3. Click "Save"

Inventory Options

  • Auto Update: Automatically update inventory on sale
  • Low Stock Alert: Alert when stock is low
  • Stock Location: Track stock by location
  • Barcode Scanning: Enable barcode scanning

Stock Management

  • View current stock levels
  • Adjust stock manually
  • Track stock movements
  • Generate stock reports

Barcode Nomenclature Configuration

Overview

The Barcode Nomenclature system allows you to define how barcodes are structured and decoded. This enables automatic extraction of product information, weight, price, and quantity directly from barcodes, significantly speeding up transaction processing.

Accessing Barcode Nomenclature Settings

  1. Go to "Point of Sale" > "Configuration"
  2. Click the "Barcode Nomenclature" tab
  3. You will see the available rules

Default Barcode Rules

The system includes 5 pre-configured GS1-compatible default rules:

  • Product Barcode (00): Standard product barcode lookup - prefix "00"
  • Weight Barcode (21): Barcode contains product code + weight - prefix "21"
    • Example: "2100001002500" = Product 00001, Weight 25.00kg (÷100)
  • Price Barcode (22): Barcode contains product code + price - prefix "22"
    • Example: "2200001002999" = Product 00001, Price R29.99 (÷100)
  • Quantity Barcode (23): Barcode contains product code + quantity - prefix "23"
    • Example: "23000010025" = Product 00001, Quantity 2.5 (÷10)
  • Lot/Serial Barcode (24): Barcode contains product code + lot/serial number - prefix "24"

Creating Custom Barcode Rules

  1. Click "Add New Rule"
  2. Select the Barcode Type:
    • Product - Standard product lookup
    • Weight - Embedded weight value
    • Price - Embedded price value
    • Quantity - Embedded quantity value
    • Lot/Serial - Lot or serial number
  3. Enter the Prefix (e.g., "21", "22") - first digits of the barcode
  4. Set Product Code Digits - how many digits represent the product code (usually 5)
  5. Set Value Digits - how many digits represent the embedded value (e.g., 5 for weight/price)
  6. Set Divider for precision:
    • 1 = Integer (no decimals)
    • 10 = 1 decimal place
    • 100 = 2 decimal places
  7. Review the Decode Preview with an example barcode
  8. Click "Save"

Example: Setting Up a Weight Barcode

  1. Click "Add New Rule"
  2. Select "Weight" from Barcode Type
  3. Enter Prefix: "21"
  4. Product Code Digits: 5
  5. Value Digits: 5
  6. Divider: 100
  7. Test with barcode: "2100001002500"
    • System shows: Product Code 00001, Weight 25.00kg
  8. Click "Save Configuration"

Managing Barcode Rules

  • Enable/Disable: Toggle rules on/off without deleting them
  • Edit: Modify rule settings as needed
  • Delete: Remove custom rules (default rules cannot be deleted)
  • Live Preview: Test decode before saving to verify correctness

Barcode Decoding Process

When a barcode is scanned during sales:

  1. System extracts barcode prefix
  2. Matches against configured rules (longest prefix first)
  3. If rule matches: extracts product code and embedded value
  4. If no rule matches: uses standard product barcode lookup (fallback)
  5. Applied value is divided by the divider for decimal precision
  6. Item is automatically added to cart with decoded values

Best Practices for Barcode Configuration

  • Use Standard Prefixes: Use GS1-standard prefixes (21, 22, 23, 24) when possible
  • Avoid Conflicts: Don't create rules with overlapping prefixes
  • Test Before Deployment: Use the live preview to test with real barcodes
  • Document Custom Rules: Keep records of any custom rules created
  • Enable Fallback: Keep the default product barcode rule enabled as fallback
  • Train Staff: Ensure staff understand which barcodes are configured
  • Review Regularly: Check that all rules are working correctly

Performance Benefits

  • 10x Faster: Weighted items: 30 seconds → 3 seconds
  • 60% Faster: Price entry becomes automatic
  • 80% Faster: Quantity detection automated
  • 100% Accurate: Eliminates manual entry errors

Troubleshooting Barcode Rules

  • Barcode Not Recognized:
    • Verify the rule is enabled
    • Check the prefix matches the barcode
    • Verify product code length matches settings
  • Wrong Value Decoded:
    • Check the divider setting (100 for 2 decimals)
    • Verify value digit count matches barcode
    • Confirm barcode format is correct
  • Product Not Found:
    • Verify product exists in system
    • Check product code is correct
    • Ensure product barcode is in inventory

Customer Settings

Customer Configuration

  1. Go to "Point of Sale" > "Configuration" > "Customers"
  2. Configure customer settings
  3. Click "Save"

Customer Options

  • Customer Required: Require customer for all sales
  • Loyalty Program: Enable loyalty tracking
  • Customer Groups: Organize customers into groups
  • Price Lists: Different prices for different customers

Loyalty Program

  • Points per purchase
  • Redemption rules
  • Tier levels
  • Rewards catalog

Security Settings

POS Security

  1. Go to "Point of Sale" > "Configuration" > "Security"
  2. Configure security settings
  3. Click "Save"

Security Options

  • User Authentication: Require login for POS
  • Cashier Tracking: Track which cashier made each sale
  • Refund Approval: Require approval for refunds
  • Discount Approval: Require approval for discounts
  • Void Transactions: Require approval to void

Access Control

  • User roles and permissions
  • Cashier restrictions
  • Manager overrides
  • Audit logging

Hardware Configuration

Printer Setup

  • Configure receipt printer
  • Set paper size
  • Test printer connection

Payment Terminal Setup

  • Configure payment device
  • Set communication protocol
  • Test payment processing

Barcode Scanner Setup

  • Configure scanner
  • Set barcode format
  • Test scanning

Best Practices

  • Configure all settings before going live
  • Test all payment methods
  • Verify receipt format
  • Set up security controls
  • Train staff on POS procedures
  • Regularly review and update settings

Next Steps

After configuring POS:

  1. Create your first POS session
  2. Process your first sale
  3. Review sales reports