Processing Sales

Efficiently process sales transactions in the POS system

The sales processing interface is designed for speed and accuracy, allowing you to serve customers efficiently while capturing all necessary information for inventory management, financial reporting, and customer relationship management.

POS Terminal
Item
Price
Premium Wool Fabric
SAR 450
Custom Tailoring
SAR 350
Total
SAR 800
Payment Method
Cash
Card
Split Payment

How Sales Processing Works

The POS sales processing system follows a structured workflow that ensures accurate transaction recording, inventory updates, and customer management:

1

Transaction Initiation

When you start a new sale, the system creates a temporary transaction record and assigns it a unique ID. This record remains in memory until completed or abandoned. The system also initializes a transaction log to track all changes.

2

Item Addition & Pricing

As items are added, the system retrieves pricing from the product database. For variable items like fabrics, it calculates based on quantity (meters) and unit price. For custom services, it applies the pricing rules configured in the system. The pricing engine also checks for active promotions, volume discounts, and customer-specific pricing.

3

Tax Calculation

The system automatically applies the appropriate tax rate (15% VAT for Saudi Arabia) to taxable items. Tax-exempt items are marked accordingly. The system supports both tax-inclusive and tax-exclusive pricing models. Tax calculations are performed in real-time and comply with local tax regulations, including handling of fractional amounts.

4

Payment Processing

When payment is processed, the system records the payment method, amount, and any change given. For card payments, it interfaces with the payment terminal via a secure API. For split payments, it tracks each payment separately. All payment transactions are encrypted and stored with reference IDs for reconciliation.

5

Transaction Completion

Upon completion, the system: 1) Updates inventory levels through real-time database transactions, 2) Records the sale in the financial database with proper accounting entries, 3) Updates customer purchase history and loyalty points, 4) Generates a receipt with a unique transaction ID, and 5) For custom orders, creates production tasks in the workflow management system.

Integration with Other Modules

Inventory Integration

Real-time inventory updates occur with each sale.

  • • Stock levels decrease immediately upon sale
  • • Fabric cuts are precisely tracked by length
  • • Low stock alerts trigger automatically
  • • Reserved items are tracked separately

Finance Integration

Automated financial transactions maintain accounting accuracy.

  • • Sales post to revenue accounts by category
  • • Tax amounts are segregated for reporting
  • • Deposits create liability entries
  • • Cash management reconciles with drawer counts

CRM Integration

Customer data enrichment with each transaction.

  • • Purchase history updates in real-time
  • • Loyalty points accrue automatically
  • • Customer preferences are tracked
  • • Communication triggers based on purchases

Detailed Sales Process Workflow

  1. 1. Access POS Terminal

    Click "POS" in the main navigation or use shortcut Ctrl+P.

    System Action: The POS terminal loads with a new blank transaction. The system checks user permissions and applies the appropriate access level. A transaction ID is generated but not committed to the database until completion.

  2. 2. Select Customer

    Search existing customers or add a new one with the "+" button.

    System Action: When a customer is selected, their profile, purchase history, and any saved measurements are loaded from the CRM database. Any applicable loyalty discounts or special pricing are automatically applied based on customer segmentation rules and purchase history.
    Important: Customer selection is required for custom tailoring orders but optional for retail sales. For anonymous sales, the system uses a default "Walk-in Customer" profile to maintain sales analytics integrity.

  3. 3. Add Items

    Scan barcode, search by name, or browse categories to add items.

    System Action: The system verifies stock availability in real-time by querying the inventory database. For fabric items, you can specify the quantity in meters, and the system will check if sufficient continuous length is available. For ready-made items, you can select size and color variants from available stock. The system also checks for quantity restrictions and bulk pricing thresholds.

    Example: Adding Fabric to a Sale

    1. Click "Add Item" or press F3
    2. Select "Fabric" category or scan the fabric barcode
    3. Choose "Premium Wool - Navy" from the list
    4. Enter quantity: 2.5 meters
    5. System calculates: 2.5m × SAR 180/m = SAR 450
    6. Item appears in the transaction list with detailed attributes

  4. 4. Apply Discounts

    Click "Discounts" to apply manual discounts or promotions.

    System Action: Discounts can be applied at the item level or to the entire transaction. The system records the discount reason and requires manager approval for discounts exceeding 15%. All discount applications are logged with the authorizing user ID for audit purposes. The system also checks for discount stacking rules and maximum discount limits.

    Available Discount Types

    Percentage Discount:

    Reduces the price by a percentage (e.g., 10% off)

    Fixed Amount:

    Reduces the price by a specific amount (e.g., SAR 50 off)

    Buy X Get Y:

    Promotional offers like "Buy 2 Get 1 Free"

    Loyalty Discount:

    Special pricing for loyalty program members

  5. 5. Process Payment

    Select payment method (cash, card, mobile) and enter amount.

    System Action: For cash payments, the system calculates change and updates the cash drawer balance. For card payments, it connects to the payment terminal via a secure payment gateway API, sending transaction amount and awaiting authorization code. For split payments, it tracks the remaining balance until fully paid, allowing multiple payment methods to be combined. All payment transactions are logged with timestamps and method details.

    Example: Processing a Split Payment

    1. Total transaction amount: SAR 800
    2. Click "Split Payment" button
    3. Select "Card" and enter SAR 500
    4. System shows remaining balance: SAR 300
    5. Select "Cash" and enter SAR 300
    6. System marks payment as complete and records both payment methods

  6. 6. Complete Sale

    Print/email receipt and schedule delivery for tailoring orders.

    System Action: The system finalizes the transaction with an atomic database operation that updates inventory, records the sale in the financial database with proper accounting entries, and updates customer purchase history. For custom orders, it creates production tasks in the workflow management system and assigns them based on workload balancing algorithms. The transaction is permanently stored with a unique identifier for future reference.

    Receipt Options

    • • Print physical receipt
    • • Email receipt to customer
    • • SMS receipt link
    • • No receipt (save paper)

    For Custom Orders

    • • Schedule fitting appointment
    • • Assign to specific tailor
    • • Set priority level
    • • Specify delivery date

Common Scenarios and Workflows

Scenario 1: Basic Retail Sale

Customer: Walks in to purchase a ready-made shirt

  1. Cashier opens a new transaction (F1)
  2. Scans the shirt barcode or searches by name
  3. System adds the shirt to the transaction (SAR 250)
  4. Cashier asks if customer wants to join loyalty program (declines)
  5. Customer pays with credit card
  6. Cashier selects "Card Payment" and processes through terminal
  7. System prints receipt with transaction ID and return policy
  8. Transaction complete - inventory updated automatically
Key Benefit: Quick transaction processing with minimal steps for simple retail purchases. The entire process takes less than 30 seconds for experienced cashiers.

Scenario 2: Custom Tailoring Order

Customer: Regular client ordering a custom suit

  1. Cashier opens a new transaction (F1)
  2. Searches for customer by name "Ahmed Al-Farsi"
  3. System loads customer profile with saved measurements
  4. Cashier selects "Custom Order" → "Suit"
  5. Selects fabric: "Premium Wool - Navy" (2.5m at SAR 180/m)
  6. Adds customization options (style: modern fit, lining: silk, buttons: horn)
  7. System calculates total: SAR 2,500 (fabric + tailoring)
  8. Applies 10% loyalty discount: -SAR 250
  9. Final total: SAR 2,250
  10. Customer pays 50% deposit (SAR 1,125) by card
  11. Cashier schedules fitting for next week
  12. System generates order ticket for production with detailed specifications
  13. Receipt emailed to customer with order tracking information
Key Benefit: Comprehensive order management with integrated measurements, production scheduling, and partial payment handling. The system maintains the order status through the entire production lifecycle.

Scenario 3: Mixed Transaction with Discount

Customer: New customer purchasing multiple items

  1. Cashier opens a new transaction (F1)
  2. Creates new customer profile with basic information
  3. Adds items:
    • Ready-made shirt: SAR 250
    • Silk tie: SAR 120
    • Alteration service (shirt sleeves): SAR 45
  4. System calculates subtotal: SAR 415
  5. Cashier applies "New Customer" discount (5%): -SAR 20.75
  6. Final total: SAR 394.25
  7. Customer pays with cash (SAR 400)
  8. System calculates change: SAR 5.75
  9. Cashier prints receipt and schedules alteration pickup
  10. System creates alteration task for tailoring department with priority level
Key Benefit: Flexible transaction handling combining products and services with promotional discounts. The system handles mixed item types seamlessly while maintaining accurate inventory and service scheduling.

Scenario 4: Processing a Return

Customer: Returning a shirt purchased last week

  1. Cashier clicks "Returns" or presses F7
  2. Scans original receipt barcode or searches by customer name
  3. System loads the original transaction details
  4. Cashier selects the item being returned (shirt)
  5. Selects return reason: "Size issue"
  6. System verifies return is within policy period (14 days)
  7. Cashier inspects item and confirms it's in resellable condition
  8. System calculates refund amount: SAR 250
  9. Cashier processes refund to original payment method (credit card)
  10. System prints return receipt and updates inventory
  11. Item is added back to available stock with return notation
Key Benefit: Streamlined return process with automatic inventory updates and financial adjustments. The system maintains a complete audit trail linking the return to the original sale.

Advanced Features

Order Suspension & Retrieval

Temporarily save transactions to serve other customers.

How it works:
  1. Press F9 to suspend current transaction
  2. System stores all items and customer details
  3. Serve other customers as needed
  4. Press F10 to view suspended transactions
  5. Select transaction to resume

The system can maintain up to 20 suspended transactions per terminal. Transactions are automatically cleared after 24 hours of inactivity.

Price Override Controls

Secure process for authorized price adjustments.

How it works:
  1. Right-click item or press Alt+P
  2. Select "Override Price" option
  3. Enter new price and reason
  4. System prompts for manager authorization
  5. Manager enters credentials or scans approval card
  6. System logs the override with all details

Price overrides are limited by user role permissions and maximum percentage thresholds configured in the system settings.

Customer Order History

Access and reuse previous customer orders.

How it works:
  1. Select customer in transaction screen
  2. Click "Order History" or press F6
  3. View list of previous orders with details
  4. Select order to view complete information
  5. Option to "Repeat Order" with one click
  6. System adds all items from previous order
  7. Adjust quantities or options as needed

This feature is particularly useful for regular customers who frequently order the same items or services.

Offline Mode Operation

Continue sales during internet outages.

How it works:
  1. System automatically detects connection loss
  2. Switches to offline mode with local database
  3. Continues processing sales with cached data
  4. Card payments switch to offline authorization
  5. When connection restores, system synchronizes
  6. All transactions are uploaded to central database

Offline mode has some limitations: new customers cannot be added, and some promotions may not be available until reconnection.

Troubleshooting Common Issues

Issue: Item Not Found in Search

When searching for an item, it doesn't appear in the results even though you know it's in inventory.

Solution: Try these steps:
  1. Check for typos in your search term
  2. Search by SKU number instead of name
  3. Verify the item is active in inventory (not archived)
  4. Check if the item is location-specific and you're in the correct store
  5. Use the advanced search (F4) with fewer filters

Issue: Payment Terminal Connection Error

When trying to process a card payment, the system shows "Cannot connect to payment terminal."

Solution: Follow these steps:
  1. Check if the payment terminal is powered on
  2. Verify network connection on both POS and terminal
  3. Restart the payment terminal
  4. Try switching to manual card entry mode (requires manager approval)
  5. If problem persists, switch to an alternative payment method

Issue: Discount Requires Approval

When applying a discount, the system shows "Manager approval required" message.

Solution: This occurs when:
  1. The discount exceeds your authorization level (typically >15%)
  2. The item is marked as "no discount allowed"
  3. Multiple discounts are being stacked

Ask a manager to enterr their credentials or use their approval card to authorize the discount. They will need to enter a reason for the override, which is logged for audit purposes.

Technical Reference

Keyboard Shortcuts

F1New Transaction
F2Customer Search
F3Add Item
F4Advanced Search
F5Apply Discount
F6Customer History
F7Process Return
F8Manager Functions
F9Suspend Transaction
F10Retrieve Transaction
Ctrl+PPrint Last Receipt
Ctrl+RRepeat Last Order

Real-World Example

"When Layla visits for a custom suit, Samir pulls up her profile with saved measurements. He selects premium wool fabric, adds custom lining options, and schedules fittings. The POS calculates the price based on materials and labor. Layla pays a 50% deposit, and the system assigns the order to their master tailor. A detailed receipt is automatically emailed to Layla. The entire process takes less than 10 minutes."

Pro Tips

  • • Use keyboard shortcuts to speed up checkout (F1: New Sale, F2: Customer Search, F3: Add Item)
  • • Save common custom items as templates (e.g., "Business Suit Package" with standard options)
  • • Set up quick-access buttons for frequent services on your POS screen
  • • For regular customers, use the "Repeat Last Order" function (Ctrl+R) to quickly duplicate previous purchases
  • • Review transactions before closing each day using the "Daily Summary" report
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