In plain words
When a bill is saved:
- A sales invoice exists in Penahak Accounting with the bill's number, its date and time, the lines, the adjustments (discount, VAT) and the notes.
- The customer owes the total. For a walk-in that is the shop's walk-in account; for a named customer it is their own account.
- Sales income and VAT are booked: the income on each product's own sales account (or the company's default sales account), each discount and VAT on its own account, and any rounding difference on the round-off accounts.
- The goods leave stock from the branch's default warehouse, line by line.
- A moment later each payment clears the customer: cash and bank payments become receipts, a gift card payment is booked against the gift card account, and a bank charge is booked as an expense (When the payments reach the books).
For a bill paid in full the customer's account is back to nothing after step 5. For a credit sale it keeps the unpaid part (Sell on credit to a named customer).
An example
A cash bill of Rs 1,130: goods Rs 1,000 and 13% VAT Rs 130.
| When | Entry | Debit | Credit |
|---|---|---|---|
| At the save | The sales invoice | The customer (walk-in) 1,130 | Sales income 1,000; VAT 130 |
| A moment later | The receipt for the cash | Cash 1,130 | The customer (walk-in) 1,130 |
| Area | Change |
|---|---|
| Customer's account | Debited the total (plus rounding); cleared by the receipts that follow |
| Sales income and VAT | Booked from the lines and the adjustments |
| Stock | The goods leave the branch's default warehouse; a batch product leaves its batch |
| Receipts | Made a moment later for the cash and the bank or wallet payment |
| Loyalty and gift cards | Points are added; gift card balance is used |
| IRD | Queued to be sent when the company follows the IRD rules (IRD-ready invoicing at the till) |
| Number | The next number of the branch's bill series. It is never reused |
Common questions
The invoice is there but the cash book has no receipt yet.
The receipt follows a moment after the save. If it is still missing after an hour, see When the payments reach the books.
Which sales account is used?
The product's own sales account, or the company's default sales account when the product has none.
Can the invoice be edited?
Not at the till. A mistake is corrected with a return (Sales return: take goods back).
Why is sales income 1,000 when the customer paid 1,023?
Each product's sales account is credited the price of the goods before any discount. The discount, the VAT and the rounding each go to their own account, and the customer is debited the total after all of them.
What if the round-off accounts are not set?
A bill that needs rounding is refused and nothing is saved. Ask your accountant to set Round Off income ledger and Roundoff expense ledger in Configuration (Configuration settings the till uses).
Is the bill waiting for anyone's approval?
No. A POS bill is approved when it is saved; the receipts that follow are approved when they are made.