POS Profile

In ERPNext, a POS Profile holds the defaults and rules used when billing from the Point of Sale. It decides the company, warehouse, payment methods, price list, taxes and accounts used for every POS transaction, and controls how the POS screen behaves.

If you are in retail operations, you want your Point of Sale to be as quick and efficient as possible. To do this, you can create a POS Profile for a user or a group of users.

A POS Profile is also used when you create a Sales Invoice with Include Payment (POS) enabled; the defaults from the selected POS Profile are applied to the invoice.

To access the POS Profile list, go to:

Selling > POS > POS Profile

How to create POS Profile

Go to the POS Profile list and click on + Add POS Profile.
In the Details tab, select the Company and Warehouse.
In the Accounting tab, add the Payment Methods.
Set the Currency, Price List, Write Off Account, Write Off Cost Center and Write Off Limit.
Save.

The Details tab also shows the Sales Invoices, POS Invoices, POS Opening Entries and POS Closing Entries made using this POS Profile.

Additional Options when creating a POS Profile

Customer: If a Customer is set on POS Profile, this Customer is selected by default on the POS screen and when the POS Profile is selected on a Sales Invoice/POS Invoice.
Company Address: The address of the Company that will be used on the invoices.
Disabled: A disabled POS Profile cannot be used to open a POS session.

Payment Methods

Set up payment modes in the table in the Accounting tab; the default will be cash if nothing is set here. Only the modes set here will be available when using POS. After adding payment modes, set one of them as the default payment method by ticking the Default checkbox.

To allow a Payment Method on Return Invoices, tick Allow In Returns.

Set Grand Total to Default Payment Method: Auto-set the Grand Total to the default payment method during checkout.

Accounting

Price List: A Price List stores the Item Prices. Setting a Price List here will fetch the Item Prices for the current POS Profile from that Price List.
Currency: By default, this will be set according to the Company's default currency. However, you can change it. In case you change the currency, remember to change the accounts too.
Write Off Account, Write Off Cost Center and Write Off Limit: Small differences up to the Write Off Limit (for example, precision loss while consolidating invoices) are written off to this account and cost center.
Income Account and Expense Account: The default accounts used for the Items sold from this POS Profile.
Taxes and Charges: Selecting a Sales Taxes and Charges Template here will automatically apply the taxes and charges to the POS transaction.
Tax Category: On selecting a Tax Category here, the Tax Rules associated with the Tax Category will be applied to each transaction performed from this POS Profile.
Account for Change Amount: The account from which the change amount is returned to the customer.
Apply Discount On: Here you can set whether the discount is to be applied on the Grand Total or the Net Total.
Disable Rounded Total: If enabled, the consolidated invoices will have rounded total disabled.
Allow Partial Payment: Allow partial payment on transactions made using POS.

Configurations

The POS Configurations tab applies only to the Point of Sale (POS) view in ERPNext. These settings control the behavior, layout, and user experience of the POS interface and do not affect standard Sales Invoices or other views.

Action on New Invoice: Action on clicking the New Invoice Button on POS in case of an unsaved invoice for an ongoing Order.
- Always Ask: Ask the user if they want to save the ongoing invoice or discard the invoice and load a new invoice.
- Save Changes and Load New Invoice: Auto-save the ongoing incomplete invoice and load a new invoice.
- Discard Changes and Load New Invoice: Discard the incomplete invoice and load a new invoice.
Validate Stock on Save: Validate stock availability on saving the Invoice.
Ignore Pricing Rule: Any active Pricing Rule will be ignored for this POS Profile.
Print Receipt on Order Complete: Open Print Preview for Invoice automatically on Order Complete.

POS Item Selector

Hide Images: By default, POS displays items in Grid View. Enabling "Hide Images" will switch to List View.
Hide Unavailable Items: Items with non-positive stock will not be displayed.
Automatically Add Filtered Item To Cart: When enabled, the filtered item is automatically added to the POS cart without manual selection.

POS Item Details

Allow User to Edit Rate: Users will be allowed to edit the rate on the POS Item Detail View.
Allow User to Edit Discount: Users will be allowed to edit the discount on the POS Item Detail View.
Allow User to Edit Warehouse: Users will be allowed to change the warehouse on the POS Item Detail View.

Applicable for Users

By default, all Sales Users can access the POS Profiles created in ERPNext. However, if you want only certain Users to access certain POS Profiles, you can add them to the Applicable for Users table in the POS Configurations tab. Once even one User is set in the POS Profile, other Users cannot use this POS Profile for retail transactions.

Setting POS Profile as default: On ticking the Default checkbox in the table, the current POS Profile becomes the default POS Profile for that User. So, the next time the User opens the POS, this POS Profile will be selected by default.

Note: If you specify a particular User, the POS setting will be applied only to that User. If the User option is left blank, the setting will be set for all users. To understand how POS works, visit the Point of Sale page.

Filters: Item Groups and Customer Groups

On setting Item Groups and Customer Groups in a POS Profile, the POS will only show the Items from these Item Groups and the Customers from these Customer Groups.

Print Settings

The Print Settings are available in the More Info tab.

Print Format: You can set a Print Format which will decide what the layout of the printed document will look like.
Receipt Email Template: The subject and message used for receipts emailed from the POS. A message typed by the cashier replaces the template message. Leave it empty to send the default email.
Letter Head: You can print your POS invoice on your Company's letterhead.
Print Heading: POS invoice headings can also be changed when printing the document. For example, the heading can be 'Invoice', or 'Bill'. To create new Print Headings go to: Home > Settings > Printing > Print Heading.
Terms and Conditions: There may be certain terms and conditions on the Item you're selling, these can be applied here.

Campaign

In the More Info tab, you can also set the Source, Campaign and Medium to track the sales made from this POS Profile.

Accounting Dimensions

Accounting Dimensions lets you tag transactions based on a specific Territory, Branch, Customer, etc. This helps in viewing accounting statements separately based on the criteria selected. The Cost Center, Department and Project set in the POS Profile are applied to the POS transactions.

Note: Cost Center is treated as a dimension by default.