Customer Receipts

The Receipts module serves as a fast-paced Point of Sale (POS) interface designed for retail environments, quick item selection, and immediate transaction processing.

Interface Overview

The POS interface is split into two primary sections: the Item Catalog (Left) and the Active Cart (Right).

Business Overview

Standard receipts are used for walk-in customers or quick sales where items are picked and paid for immediately. Unlike Invoices, which track debt, Receipts typically record completed sales where funds are received at the time of the transaction.

The POS Workflow

1. Item Selection

The left panel displays your inventory. You can find items using:

• Search Bar: Search by item name, SKU, or by scanning a barcode.
• Category Tabs: Filter items by their assigned categories for faster browsing.
• View Modes: Switch between Grid View (large tiles with images) and List View (compact list) depending on your preference.
• Density Control: Adjust how many items appear per row (1 to 6) to optimize for your screen size.

2. Managing the Cart

When you click an item, it is added to the cart on the right.

• Quantity: Use the + and - buttons to adjust quantities.
• Unit Selection: If an item has multiple units (e.g., Piece, Box, Pack), click the unit label to select the correct one.
• Removing Items: Hover over an item and click Remove to take it out of the cart.

3. Checkout & Payment

The bottom of the right panel handles the financial details:

• Customer: Select an existing customer or click + New to add one quickly. Defaults to "Retail Customer".
• Discounts & Shipping: Apply flat or percentage-based discounts and add shipping costs if necessary.
• Payment Method: Choose how the customer is paying (Cash, Card, Mobile Money, etc.).
• Received & Change: Enter the amount received from the customer; the system automatically calculates the Change Due.
• Store Credit:
  • If a customer has existing store credit, you can apply it to the total.
  • If there is change due, you can check Save change as store credit to keep the balance on the customer's account.
• Deposit Account: Select the bank or cash account where the funds will be recorded.
• Removing / Undoing Accidental Customer Credit From Checkout:
  • Edit the Receipt (Recommended): Go to Sales > Receipts, open the receipt, click Edit, correct the payment amount so that payment equals the receipt total (change due is 0.00), or uncheck Save as customer credit, and save. The update routine automatically reverses the old credit adjustment from the customer balance and updates the accounting lines.
  • Void the Receipt: If the entire transaction was an error, opening the receipt and clicking Void Receipt cancels both the sale and the excess credit balance.

4. Finalizing the Sale

Click the Pay button to complete the transaction. The system will:

1. Update your inventory levels immediately.
2. Record the payment in the selected ledger.
3. Generate a receipt that can be printed or emailed.

Advanced Features

Parking (Holding) Carts

The Parking feature enables multi-cart simultaneous-selling, allowing you to serve multiple customers at the same time by switching between their carts.

• Multi-Cart Workflow: When a customer is not ready to pay, park their cart to serve the next customer. You can have multiple parked carts and switch between them as needed.
• Hold Cart: Click the Ellipsis (...) in the cart header and select Hold Cart.
• Tagging: Provide a tag (e.g., Table number or Customer name) to easily identify each parked cart.
• Resume: To retrieve a parked cart, click Parked Carts in the menu and select Resume. The cart's contents are restored, and you can continue where you left off.
• Use Cases: Ideal for restaurants (table orders), retail stores (customers browsing), or any scenario where customers need time before completing their purchase.

Transaction History

Click the History button in the cart header to view a list of recent receipts. You can re-print receipts or review past totals from this view.

[!TIP] Keyboard Shortcuts: You can use a barcode scanner to immediately add items to the cart without manual searching. Ensure your cursor is focused on the search bar for the best experience.

Store Credit (Cashier Change Saved as Credit)

Difference Between Store Credit and Credit Notes

It is important to distinguish between two different sources of customer credit in Qobooks:

• Item Return Credit Note (Sales > Credit Notes): Created when physical merchandise is returned by the customer for restocking or price adjustment. It appears under the Credit Notes module with itemized lines, quantity restock controls, and tax adjustments.
• Checkout Store Credit (Sales > Receipts / POS): Created during checkout when a customer tenders more cash than the sale amount and the cashier checks "Save change as store credit?" (e.g. Total = GH₵2.00, Cash Tendered = GH₵5.00, Change Due = GH₵3.00). No items are returned; the business retains the change on behalf of the customer, and the customer's balance shows as negative (e.g. -GH₵3.00), representing a store credit liability.

Using Store Credit on Future Purchases

When the customer makes a subsequent purchase:

1. Select the customer in the Customer dropdown on the Receipt/POS screen.
2. An indicator will appear next to the customer name: ★ CREDIT: GH₵X.XX.
3. In the payment section, an APPLY CREDIT input is displayed.
4. Click MAX (or enter a partial amount up to the available credit) to apply the credit toward the current bill.
5. The cash payable is automatically reduced, and completing the transaction decrements the customer's store credit.

Clearing / Undoing an Accidental Store Credit

If a cashier accidentally checked "Save change as store credit?" (or if the change was actually handed to the customer in cash):

Method 1: Edit the Original Receipt (Recommended)

1. Go to Sales > Receipts (/sales/receipts/).
2. Locate the receipt in the table, click the action menu ..., and select Edit.
3. Uncheck "Save change as store credit?" or adjust the Total Received / payment method amount to match the actual amount retained (or exact payment).
4. Save the receipt. The system will automatically reverse the previous customer credit posting and restore the customer's balance.

Method 2: Void the Receipt and Re-issue

1. Go to Sales > Receipts (/sales/receipts/).
2. Locate the receipt, click ..., and select Void.
3. Voiding automatically reverses all accounting entries (including Customer Credits) and returns the customer's balance back to its previous state.
4. Issue a new receipt with the correct payment information.