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Point of Sale

Last updated: March 25, 2019

Point of Sale

POS is a unique application of the Odoo applications set which is working on a 100% web-based environment. It has two parts- a Front-end and a Backend. Front-end interface allows you to sell products quickly and it also enables you to deal multiple customers at a time. On the other hand, Backend interface allows you to configure your point of sale and also print reports and analyze your sales.

The Point of Sale application can be used online or offline on iPads, Android tablets or laptops. Odoo Point of Sale is fully integrated with the Inventory and Accounting applications. Any transaction in your point of sale will be automatically registered in your stock and accounting entries but also in your CRM as the customer can be identified from the app. You will be able to run real time statistics and consolidations across all your shops without the hassle of integrating several external applications.

Main Feature:

Offline Mode : The end user can use the POS front end even if there is no internet connection.

Configuration:

Install POS Application

Go to Apps --> Point of Sale and install the app.

After installing the POS App, the next action is populating the Product Database.

Products

Configuration:

Go to Point of Sales->Products->Products

Odoo will enlist a set of products for you. But one can create a product depending on the business requirement and needs via clicking the button CREATE.

Upon clicking the create button, a creation form like below will appear:

All the fields under this form is very important

Can be sold: Tick this and the product will be listed in sales

Can be Purchased: Tick this and the product will be listed in purchase

Can be Expensed: If the product is Internal usage.

Is a Landed Cost: Indicate whether the product is a landed cost.

Sell on eBay: If you desire to sell the product on eBay.

Fields under General Information Tab

Product Name: It is the name which will be displayed on all other screens that refer to this specific product.

Product Type: When creating the product, pay attention to the Product Type field, as it is important. There are three available product types in Odoo: Stackable, Service and Consumables. Products that are set as Stackable or Consumable will allow you to keep track of their inventory levels. These options imply stock management and will allow for receiving these kinds of products. Conversely, products that are set as a Service or Digital Product will not imply stock management, simply due to the fact that there is no inventory to manage. You will not be able to receive products under either of these designations.

Product Category: The field defining the category of the current product.

Internal Reference: For the most part, Odoo utilizes the Product Name field and the description when displaying product information. It is very common that a company may have a coding system for its products. The Internal Reference field is useful to enter an alternative product code or number for the product in that case.

Barcode: Especially, when the number of products is more, the probability of human error also increases. Now smartly and effortlessly add/update product quantity by scanning product barcodes while receiving or delivering products in your Odoo.

New Checkbox:

Version: Defines the current version of the product.

Sales Price: The base sale price of the product, the product may be different if there are variants available.

Consumer Tax: Odoo's tax engine is very flexible and support many different type of taxes: value added taxes (VAT), eco-taxes, federal taxes, retention, withholding taxes, etc. For most countries, the chart of account you setup is automatically pre-configured with the main taxes of the country.

Tax Cloud Category: The Tax Cloud category in Odoo allows you to correctly calculate the sales tax for every address in the United States and keeps track of which products are exempt from sales tax and in which states each exemption applies. Tax Cloud calculates sales tax in real-time for every state, city, and special jurisdiction in the United States.

Cost: Cost used for stock valuation in standard price and as a first price to set in average/FIFO.

Company:

Fields under Variants Tab

You can add the attribute and attribute values for the particular product.

Fields under the sales tab

Make products available in the Point of Sale

To make products available for sale in the Point of Sale, open a product, go in the tab Sales and tick the box "Available in Point of Sale".

Available in POS: Tick the option, if you want this product to appear in the point of sale.

Invoicing Policy: Odoo enlists two invoicing methods:

  • Ordered Quantities: Invoice Quantities ordered by the customer
  • Delivered Quantity: Invoice Quantities delivered to the customer.

Re-invoice Policy: Expenses and vendor bills can be re-invoiced to a customer. With this option, a validated expense can be re-invoiced to a customer as its costs or sales price.

Events: Ticking the option enables product to automatically create an event registration at the sales order confirmation. Automatic Email at Invoice: Send a product specific email once the invoice is paid.

Optional Products: A cross selling strategy. Optional products are suggested whenever the customer hits ”Add to Cart”. Description for Customers: Note will show up sales order and invoice.

Fields under E-commerce Tab

Website: Restricting the product publishing to the defined website.

Categories: The product will be available in each mentioned e-commerce Category. Got to shop>Customize and enable E-commerce categories to view all ecommerce categories.

Alternative Products: Suggest Alternative to your customer (upsell strategy).The product will show up on product page

Accessory Products: Accessories will show up when customers review the cart before payment (cross sell strategy).

Fields Under inventory Tab

Routes: - The way which your company acquire this product. Odoo defines four options under routing:

  • Dropship
  • Manufacture
  • Make To Order
  • Buy

Vendor: - Under this section you can add the Vendors (suppliers) of this product

Tracking: - Internal tracking mechanism for the product, either via Lot no or via Serial number

Manufacturing Lead Time: Average lead time in days to manufacture this product. In case of multi-level BOM, the manufacturing lead time of the components will be added.

Customer Lead Time: Delivery lead time in days. It is the number of days, promised to the customer, between the confirmation of the sales order and the delivery.

Weight: The weight of contents in kg, not including any packaging.

Volume: The volume of the contents in m3,not excluding any packaging.

HS Code: Standardized code for internal shipping and goods declaration.

Responsible Person: The user will be responsible for the next activities related to the logistic operations for this product.

Internal Notes: Notes if any with respect to Delivery Orders and Receipts

POS Configuration for Retail

General Configurations:

Configuration->Point of Sales

A new window will open like below. Click on shop.

Upon clicking shop, a new window will appear like below:

Here you can give an internal identification for your point of sale under the field Point of Sale Name.

Later you can specify if it is a bar or restaurant via ticking the option.

Configuring your Order Interface

Go to Point of Sale ‣ Configuration ‣ Order Interface

One can configure the POS shop according to their choice.

Category Pictures: In your shop, there may be the different category of products. In order to make your POS interface more user-friendly and attractive, you can add category images. For that enable the option Category pictures, this will display pictures of product categories in POS.

S

et start category: You can also start selling from a default product category, for that enable the option and add a default category of products. For example if your product is chair, you can add furniture as product category. If nothing specified , the entire category will be shown.

Virtual Keyboard: One can Use a virtual keyboard for touch screens by enabling this option. Don’t enable this option if you take orders on Smartphone or tablets. Because, the devices are already benefited from native keyboard.

Large Scroll Bars: This is used for the imprecise industrial touch screen. This helps in improving the navigation.

Connecting to external devices

Go to Point of Sale ‣ Configuration ‣ IoT Box

Via enabling the option, your database can be connected to useful hardware like the barcode scanner and IOT box.

Using Barcode in POS

Using a barcode scanner to process point of sale orders improves your efficiency and helps you to save time for you and your customers.

Configuration

To use a barcode scanner, go to Point of Sale ‣ Configuration ‣ Barcode Scanner

Under the IoT Box / Hardware category, you will find Barcode Scanner select it.

Add barcodes to product

Go to Point of Sale ‣ Catalog ‣ Products and select a product.

Under the general information tab, you can find a barcode field where you can input any barcode.

Scanning products

From your PoS interface, scan any barcode with your barcode scanner. The product will be added, you can scan the same product to add it multiple times or change the quantity manually on the screen.

Configuring Tax

Go to Point of Sale ‣ Configuration ‣ Taxes

Configuring Product Pricing

Go to Point of Sale ‣ Configuration ‣ Pricing

Product Price: Here you can specify the product price on receipt should either the tax excluded price or tax included price.

Loyalty and Discount Programs

Configuration

To activate the Loyalty Program feature, go to Point of Sale-> Configuration -> Pricing -> and loyalty program. Under the Pricing features, select Loyalty Program

From there you can create and edit your loyalty programs via clicking the Loyalty Program.

A creation form will appear like below:

You can decide what type of program you wish to use, if the reward is a discount or a gift, make it specific to some products or cover your whole range. Apply rules so that it is only valid in specific situation and everything in between.

The field includes:

Loyalty Program Name: An internal identification for the loyalty program configuration.

Points per currency: How many loyalty points are given to the customer by sold currency?

Points per order: How many loyalty points are earned for specific product/categories?

Points per product: How many loyalty points are given to the customer by products sold?

Points rounding: The loyalty point amounts are rounded to multiple of this.

Rules: Rules change how loyalty points are earned for specific products or categories.

Rule Name: An internal identification for this loyalty program rule.

Rule Type: Does this rule affect products, or a category of products.

Target Product: The product affected by the rule.

Points per Product: How many points the product will earn per product ordered.

Points per currency: How many points the product will earn per value sold.

Cumulative: The points won from this rule will be won in addition to other rules.

Rewards: Reward the customer with gifts or discounts for loyalty points.

Reward Name: An internal identification for the loyalty reward

Reward Type: The type of reward.

Point Cost: The cost of reward

Minimum Points:The minimum point of reward the customer must have for qualifying this reward.

Use the loyalty program in your PoS interface

When a customer is set, you will now see the points they will get for the transaction and they will accumulate until they are spent. They are spent using the button Rewards when they have enough points according to the rules defined in the loyalty program.

You can see the price is instantly updated to reflect the pricelist. You can finalize the order in your usual way.

Configuring your Payment methods

To add a new payment method for a Point of Sale, go to Point of Sale ‣ Configuration ‣ Go to the Payments section and click on the link "Payment Methods".

Now, you can create new payment methods. Do not forget to tick the box "Use in Point of Sale".

Via clicking the payment methods

Journal Name:The field enables to name the new POS journal.

Type: Defines the type of POS Journal to be used in POS.

Select ‘sale’ for customer invoice journals.

Select ‘purchase’ for vendor bills journals.

Select ’cash’ or ‘bank’ for journals that are used in customer or vendor payments.

Select ‘miscellaneous’ for miscellaneous operations journals.

Use in Point of Sale: Tick this box, if this journal defines a payment method that can be used in a point of sale.

Use in Point of Sale: Tick this box, if this journal defines a payment method that can be used in a point of sale.

Short Code: The journal entries for this journal will be named using this prefix.

Next Number: The next sequence number will be used for the next invoice.

Default Debit Account: It acts as a default account for debit account.

Debit Credit Account: It acts as a default account for debit amount.

Under Advanced Settings Tab:

Payment Method Types

For Incoming Payments:

  • Manual: Get paid by cash, check or any other method outside of Odoo.
  • Electronic: Get paid automatically through a payment acquirer by requesting a transaction on card saved by the customer when buying or subscribing online(payment token).
  • Bank Deposit: Encase several customer checks at once by generating a batch deposit to submit to your bank. When encoding the bank statement in Odoo, you are suggested to reconcile the transaction with the batch deposit. Enable this option from this settings.

For Outgoing Payments:

  • Manual: Pay bill by cash or any other method outside of Odoo.
  • Check: Pay bill by check and print it from Odoo.
  • SEPA Credit Transfer: Pay bill from a SEPA Credit transfer file you submit to your bank.Enable this option from settings.

Profit Account: Used to register a profit when the ending balance of a cash register differs from what the system computes.

Loss Account: Used to register a loss, when the ending balance of a cash register differs from what the system computes.

Post At Bank Reconciliation: Whether or not the payments made in this journal should be generated in the draft state, so that the related journal entries are only posted when performing bank reconciliation.

Under the point of sale tab

Amount Authorized Difference: This field depicts the maximum difference allowed between the enabling balance and the theoretical cash when closing a session, for non-POS managers. If this maximum is reached, the user will have an error message at the closing of his session saying that he needs to contact his manager.

Once your payment methods are created, you can decide in which Point of Sale you want to make them available in the Point of Sale configuration.

Cash Control

Cash control is a built-in option in Odoo POS, which allows the user to check the amount in cash box at the beginning and end of each session. As it is a default feature, there is no need for extra apps or plugins to install.

Configuration

‣Go to Point of Sale -> Configuration-> Payments section and click on the link "Cash Control".

Setting the opening balance in Cash Box

Once you have enabled the ‘Cash Control’ option, a new section will appear under that option where you can provide the coins or bills in the cashbox. Click on CREATE to add a bill or coin. You need to provide the coin/bill value and the number of coins/bills. The subtotal will be automatically updated.

Based on the coins or bills we add, the opening balance will be updated automatically.

Bills and Receipts

Use the Bill Printing feature to print the bill before the payment. This is useful if the bill is still subject to evolve and is thus not the definitive ticket.

Configure Bill Printing

To activate automatic receipt printing, go to Point of Sale ‣ Configuration ‣ Point of sale and select your PoS interface.

Under the Bills & Receipts category, you will find Receipt Printing option.

Header and Footer, lets you customize your receipt bit more.

Your first order

You are now ready to make your first sales through the PoS. From the PoS dashboard, you see all your points of sale and you can start a new session.

If you click on NEW SESSION OR RESUME , to start selling.

Via clicking the desired products, you can add them to your cart

If the customer doesn’t need a particular product he ordered, the seller can delete the order via clicking the Backspace Icon. Click the payment for paying the order

Adding customer name

Upon clicking the customer button, you add the regular customer name from the database list.

Via clicking the edit button, you can add new customer name.

Once an order is completed, you can register the payment. All the available payment methods appear on the left of the screen. Select the payment method and enter the received amount. You can then validate the payment.

You get your receipt in no time.

You can register the next orders.

Close the PoS session

At the end of the day, you will close your PoS session. For this, click on the close button that appears on the top right corner and confirm. You can now close the session from the dashboard.

If you click on close,

You can see the status in PROGRESS. Therefore click on the END OF SESSION , then the status gets changed from IN PROGRESS to CLOSING CONTROL.

Now validate closing and post entries.

It's strongly advised to close your PoS session at the end of each day.

You will then see a summary of all transactions per payment method.

You can click on a line of that summary to see all the orders that have been paid by this payment method during that PoS session.

If everything is correct, you can validate the PoS session and post the closing entries.

It's done, you have now closed your first PoS session.

Pos Configuration For Restaurant

Odoo Restaurant lets you quickly overview your restaurant and jump from floor to floor to your table's orders.The floor plan will tell you exactly where are your customers, where are the free tables, who is still waiting for food, how much room do you have left.

  • Fully customizable floor plan
  • Supports multiple POS
  • Floor plan entirely optional
  • Can be configured on a POS basis
General Configurations

Go to configuration->Point of Sale->Bar

Point of Sale Name: An internal identification of your point of sale. You can name your restaurant under this field.

Enable the option Is a Bar/Restaurant for configuring your POS.

Order Interface

Go to Point of Sale ‣ Configuration ‣ Order Interface

One can configure the POS shop according to their choice.

One can see different options there

Table management: If your Shop is a bar/ restaurant you can activate this option in order to easily manage your shop floor and tables. Once you enable the option, the POS interface will look like the below image.

You can manage different floor and tables, order them in a seamless fashion.

Order Line Notes: Order Line Notes is a unique feature in Odoo POS that enables the end user to give specifications to his orders. For example, if an end user gives an order and wants some further additional or extra ingredient, he can use his functionality in Odoo POS. By enabling this option you can easily manage the order taking. Now we can see a new button in POS named Note

If you have taken an order and the customer needs some more ingredients, one can use the Note button for this purpose.

You can add a note for each and every order line. After the addition of notes, the order will look like

Category Pictures: In your shop, there may be the different category of products. In order to make your POS interface more user-friendly and attractive, you can add category images. For that enable the option Category pictures, this will display pictures of product categories in POS.

Set start category: You can also start selling from a default product category, for that enable the option and add a default category of products. If nothing specified , the entire category will be shown.

Virtual Keyboard: One can Use a virtual keyboard for touch screens by enabling this option. Don’t enable this option if you take orders on Smartphone or tablets. Because, the devices are already benefited from native keyboard.

Large Scroll Bars: This is used for the imprecise industrial touch screen. This helps in improving the navigation.

Connecting to external devices

Go to Point of Sale ‣ Configuration ‣ IoT Box

Via enabling the option, your database can be connected to useful hardware like the barcode scanner and IOT box.

Using Barcode in POS

Using a barcode scanner to process point of sale orders improves your efficiency and helps you to save time for you and your customers.

Configuration

To use a barcode scanner, go to Point of Sale ‣ Configuration ‣ Barcode Scanner

Under the IoT Box / Hardware category, you will find Barcode Scanner select it.

Add barcodes to product

Go to Point of Sale ‣ Catalog ‣ Products and select a product.

Under the general information tab, you can find a barcode field where you can input any barcode.

Scanning products

From your PoS interface, scan any barcode with your barcode scanner. The product will be added, you can scan the same product to add it multiple times or change the quantity manually on the screen.

Order Printer

To ease the workflow between the front of house and the back of the house, printing the orders taken on the PoS interface right in the kitchen or bar can be a tremendous help.Order printers are used by restaurants and bars to print the order updates in the kitchen/bar when the waiter updates the order.

Each order printer has an IP address that defines the POS Box/Hardware Proxy where the printer can be found, and a list of product categories.An order printer will only updates for products belonging to one of its categories.

Print the order in the kitchen/bar

On your PoS interface, you now have a Order button.

When you press it, it will print the order on your kitchen/bar printer.

Configuring Tax

Go to Point of Sale ‣ Configuration ‣ Taxes

Configuring Product Pricing

Go to Point of Sale ‣ Configuration ‣ Pricing

Product Price: Here you can specify the product price on receipt should either the tax excluded price or tax included price.

Loyalty and Discount Programs

Configuration

To activate the Loyalty Program feature, go to Point of Sale-> Configuration -> Pricing -> and loyalty program. Under the Pricing features, select Loyalty Program

From there you can create and edit your loyalty programs via clicking the Loyalty Program. A creation form will appear like below:

You can decide what type of program you wish to use, if the reward is a discount or a gift, make it specific to some products or cover your whole range. Apply rules so that it is only valid in specific situation and everything in between.

The field includes:

Loyalty Program Name: An internal identification for the loyalty program configuration.

Points per currency: How many loyalty points are given to the customer by sold currency?

Points per order: How many loyalty points are earned for specific product/categories?

Points per product: How many loyalty points are given to the customer by products sold?

Points rounding: The loyalty point amounts are rounded to multiple of this.

Rules: Rules change how loyalty points are earned for specific products or categories.

Rule Name: An internal identification for this loyalty program rule.

Rule Type: Does this rule affect products, or a category of products.

Target Product: The product affected by the rule.

Points per Product: How many points the product will earn per product ordered.

Points per currency: How many points the product will earn per value sold.

Cumulative: The points won from this rule will be won in addition to other rules.

Rewards: Reward the customer with gifts or discounts for loyalty points.

Reward Name: An internal identification for the loyalty reward

Reward Type: The type of reward.

Point Cost: The cost of reward

Minimum Points:The minimum point of reward the customer must have for qualifying this reward.

Use the loyalty program in your PoS interface

When a customer is set, you will now see the points they will get for the transaction and they will accumulate until they are spent. They are spent using the button Rewards when they have enough points according to the rules defined in the loyalty program.

You can see the price is instantly updated to reflect the pricelist. You can finalize the order in your usual way.

Configuring your Payment methods

To add a new payment method for a Point of Sale, go to Point of Sale ‣ Configuration ‣ Go to the Payments section and click on the link "Payment Methods".

Now, you can create new payment methods. Do not forget to tick the box "Use in Point of Sale".

Via clicking the payment methods

Journal Name:The field enables to name the new POS journal.

Type: Defines the type of POS Journal to be used in POS.

  • Select ‘sale’ for customer invoice journals.
  • Select ‘purchase’ for vendor bills journals.
  • Select ’cash’ or ‘bank’ for journals that are used in customer or vendor payments.
  • Select ‘miscellaneous’ for miscellaneous operations journals.

Use in Point of Sale: Tick this box, if this journal defines a payment method that can be used in a point of sale.

Short Code: The journal entries for this journal will be named using this prefix.

Next Number: The next sequence number will be used for the next invoice.

Default Debit Account: It acts as a default account for debit account.

Debit Credit Account: It acts as a default account for debit amount.

Under Advanced Settings Tab:

Payment Method Types

For Incoming Payments:

Manual: Get paid by cash, check or any other method outside of Odoo.

Electronic: Get paid automatically through a payment acquirer by requesting a transaction on card saved by the customer when buying or subscribing online(payment token).

Bank Deposit: Encase several customer checks at once by generating a batch deposit to submit to your bank. When encoding the bank statement in Odoo, you are suggested to reconcile the transaction with the batch deposit. Enable this option from this settings.

For Outgoing Payments:

Manual: Pay bill by cash or any other method outside of Odoo.

Check: Pay bill by check and print it from Odoo.

SEPA Credit Transfer: Pay bill from a SEPA Credit transfer file you submit to your bank.Enable this option from settings.

Profit Account: Used to register a profit when the ending balance of a cash register differs from what the system computes.

Loss Account: Used to register a loss, when the ending balance of a cash register differs from what the system computes.

Post At Bank Reconciliation: Whether or not the payments made in this journal should be generated in the draft state, so that the related journal entries are only posted when performing bank reconciliation.

Under the point of sale tab

Amount Authorized Difference: This field depicts the maximum difference allowed between the enabling balance and the theoretical cash when closing a session, for non-POS managers. If this maximum is reached, the user will have an error message at the closing of his session saying that he needs to contact his manager.

Once your payment methods are created, you can decide in which Point of Sale you want to make them available in the Point of Sale configuration.

Bills and Receipts

Use the Bill Printing feature to print the bill before the payment. This is useful if the bill is still subject to evolve and is thus not the definitive ticket.

You will find different options here:

Automatic receipt printing: Via ticking the option, it enables the POS to print receipts automatically once the payment is registered.

Header and Footer: Lets you customize your receipt bit more.

Bill Printing: Use the Bill Printing feature to print the bill before the payment. This is useful if the bill is still subject to evolve and is thus not the definitive ticket.

Configure Bill Printing

To activate Bill Printing, go to Point of Sale ‣ Configuration ‣ Point of sale and select your PoS interface.

Under the Bills & Receipts category, you will find Bill Printing option.

Bill Splitting: Offering an easy bill splitting solution to your customers will leave them with a positive experience. That's why this feature is available out-of-the-box in the Odoo Point of Sale application.

Configuration

To activate the Bill Splitting feature, go to Point of Sales ‣ Configuration ‣ Point of sale and select your PoS interface.

Under the Bills & Receipts category, you will find the Bill Splitting option.

Split a bill

In your PoS interface, you now have a Split button.

When you use it, you will be able to select what that guest should had and process the payment, repeating the process for each guest.

Useful Tip:

Tips are the gesture of gratitude and customer satisfaction. One can manage the tips given by customers effectively in Odoo POS. In Odoo the tips are managed as a separate consumable type product.

Upon saving the settings, a new Tip button will appear in POS window

Select the products in order line, then go to the payment, there you can see the button to accept the tips, Click on it and accept the tips.

Configuring your table management

From the PoS dashboard, you see all your points of sale and you can start a new session.

Upon clicking the NEW SESSION, you will be navigated to Restaurant/Bar POS.

You can see two floors here: MAIN FLOOR and PATIO

Both main floor and patio are designed bit differently. Here from this page, one can customize it further deeply.

When you click on the pencil you will enter into edit mode, which will allow you to create tables, move them, modify them

Using the pencil tool, one can rename the table, change their shape, size, the number of people they hold as well as duplicate them with the handy tool bar.

Once your floor plan is set, you can close the edit mode and start taking orders. Register your table(s) orders

When you select a table, you will be brought to your usual interface to register an order and payment.

You can quickly go back to your floor plan by selecting the floor button and you can also transfer the order to another table.

Return and Refund of Your Products

Having a well-thought-out return policy is key to attract - and keep - your customers. Making it easy for you to accept and refund those returns is therefore also a key aspect of your Point of Sale interface.

From your Point of Sale interface, select the product your customer wants to return, use the +/- button and enter the quantity they need to return. If they need to return multiple products, repeat the process.

As you can see, the total is in negative, to end the refund you simply have to process the payment.

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