Set up a shop for the retail POS: checklist

Everything a shop needs before the first bill, in order, with where to set it and how to check it. Most refusals at the till are one of these left undone.

Retail POS Setup
4 min read
Updated October 20, 2026

For Administrator Accountant Owner

In this order

#	Set up	Where	Who	You know it is right when
1	The company's IRD details, when the company follows the IRD rules	Penahak support; IRD API in Accounting	Support, accountant	Bills reach the IRD (IRD-ready invoicing at the till)
2	An active fiscal year with its IRD name	Fiscal year	Accountant	Bills reach the IRD; the till itself does not check it
3	The branch and one default warehouse per branch, with the shop's stock in it	Branches, Warehouses	Administrator, store keeper	The product list shows stock; no "Default Godown" line
4	Document numbering: seven series for the branch and the fiscal year (Numbering series the till needs)	Document numbering	Accountant	No "Document Number not set" lines
5	The sales adjustments: the discount and VAT adjustments the till will show	Sales Adjustment (Account Setup)	Accountant	The totals show VAT
6	The company configuration for selling (Which account each part of a bill goes to, Configuration settings the till uses)	Configuration	Accountant	The till opens
7	Products with SKU or barcode, sales rate, VAT settings, unit, and the sales ledger	Products	Store keeper	A scan finds the product
8	Terminals registered and each till computer bound to its terminal (Terminals: register a till and bind its computer)	Terminal	Administrator	The till opens without "Terminal has not been set yet"
9	The receipt design of each branch (Receipt design: what the printed receipt shows)	Receipt design	Administrator	A receipt prints
10	Users and roles: who may use the till and the supervisor screens (Who may do what: roles, scopes and the supervisor role)	Role & Scopes, users	Administrator	Each person sees their screens
11	Petty cash for the day (Petty cash: the float for each till)	Petty cash	Supervisor	The cashier sees the cash page
12	Optional: loyalty (Loyalty policy: how customers earn points), schemes (Schemes: running discounts on products), gift cards (Issue gift cards, print them and reprint one)	Their screens	Supervisor	The matching buttons appear

Menu names follow the company's menu set-up and a role may hide some: search for the screen's title.

Test before the first sale

Open POS Sales on the till: it should reach the cash page, with no list of missing items.
Sell one product for cash and Save and print. A receipt prints and the bill number shows.
Look for the invoice in Accounting; a moment later look for its receipt (When the payments reach the books).
Return it on Sales Return (Sales return: take goods back).
Close the day with Terminal cash (Hand over the cash at the end).

Worked example: the test sale, step by step, and what you should see

The shop sells a notebook at Rs 500 with 13% VAT (the rate set up for this example), so the Total is Rs 565. The supervisor has entered a float of Rs 1,000.

Step	What you do	What you should see
1	Open POS Sales on the till	No list of missing items. The cash page says "You've received petty cash amount Rs. 1,000": count and press Accept
2	Scan the notebook, take 565 in Cash, Sales/Print, Save and print	"Transaction has been saved successfully with bill no: ...", and the receipt prints (headed Abbreviated invoice on an IRD-type company)
3	In Accounting look for the bill number in Sales Invoice; a moment later in Receipt voucher	An invoice of 565, and a receipt of 565
4	On Sales Return load the bill, tick the line, move the switch from Non-Cash to Cash, Return	The return receipt prints. A payment voucher of 565 should follow in Accounting
5	On Terminal cash open your responsibility	Initial amount 1,000, cash taken 565, refund -565: the Closing amount is 1,000

If a step stops, the message names what is missing: set it from the table above and repeat. The test bill and its return are real documents: when your company follows the IRD rules they are sent to the IRD like any bill (IRD-ready invoicing at the till).

Questions customers ask

Is the petty cash compulsory before the first sale?

No. A till with no float opens with Rs 0. Even so, the supervisor normally enters the float for each till for the day (Petty cash: the float for each till).

I changed a setting but the till still behaves as before.

A setting reaches a user when they sign in: sign out and in again. A changed bill adjustment is read when POS Sales is opened again (Configuration settings the till uses).

I cannot find a screen from the checklist in my menu.