Point of Sale

Running Branches That Can't Always Reach Head Office

For retailers with multiple physical branches where the internet connection to head office is unreliable, Quickenerp supports a dual-role architecture: one central database holds real accounting and inventory, while each branch runs its own local Quickenerp instance that keeps working — selling, printing receipts, deducting local stock — even with no connection at all, then syncs to the centre whenever it can.

The Two Roles

The role is set once per installation in Settings > Point of Sale > Instance Role (Server or Local) — this is a one-time architectural choice per database, not something switched day-to-day.

What Actually Syncs

• Push (Local → Server): completed POS orders queue in an Outbox and are sent in batches (default 200 records per request — lower this on slow links) at a configurable Push Interval (default every 5 minutes).
• Pull (Server → Local): product/price/master-data updates come down at a configurable Pull Interval (default every 5 minutes).
• Every sync attempt is recorded in the Sync Log, and anything that fails to reconcile automatically (e.g. a numbering collision) surfaces in the server's Conflicts view for manual review rather than silently being dropped.

Counter Mapping

Each local POS shop is linked to a specific POS shop on the server via a Counter Map entry (Point of Sale > Configuration > Counter Maps on the server), so orders from "Branch 2 – Till 1" always land against the correct corresponding shop record centrally, not mixed in with other branches.

POS Interface

Screen Layout

• Left Panel – Product categories and products grid.
• Right Panel – Current order line items.
• Top Bar – Search products, customer selection, session info.
• Bottom Bar – Payment buttons, total amount.

Creating an Order

1. Tap product categories to browse.
2. Tap a product to add it to the order.
3. Adjust quantity with +/- buttons.
4. Apply discounts (percentage or fixed) per line or globally.
5. Click Customer to select or create a customer.
6. Click Pay to proceed to payment.

Payment

1. Select payment method (Cash, Card, Mobile).
2. Enter amount tendered (for cash, change is calculated).
3. Split payment across multiple methods if needed.
4. Click Validate. Receipt prints automatically.

Offline Mode

If internet drops, POS continues in offline mode. Orders are stored locally and synced when connection is restored. Configure cache size in POS Settings. This built-in offline mode is separate from — and simpler than — the multi-shop Offline Sync feature covered in the next section, which is for running an entire branch on its own local server, not just riding out a brief connection drop.

Returns & Refunds

Look up the original order (by receipt number or customer) and use Refund to create a negative-quantity order for the returned items, which restocks inventory and reverses the original payment. Cash refunds pay out from the till; card refunds are typically processed back to the original card via the payment terminal.

Loyalty & Discounts

If a loyalty program is configured, returning customers linked to their profile automatically earn/redeem points at checkout. Manual discounts (a manager PIN can be required above a threshold) and the automatic Promotions/Coupon rules from the Sales app both apply at the POS the same way they do online.

POS Reporting

POS Analysis

Go to Point of Sale > Reporting > POS Analysis. Pivot with:

• Dimensions: Product, Category, POS Shop, Customer, Payment Method, Session.
• Measures: Quantity, Price, Total, Profit, Number of Orders.
• Filters: Date Range, Shop, Cashier.

Session Reports

Open a closed session: see total sales by payment method, product breakdown, cash difference. Export session PDF for records.

Key Metrics

• Average Order Value – Total / Order Count.
• Items Per Order – Cross-sell effectiveness.
• Cash Difference – Variance between system and actual cash.
• Peak Hours – When most sales occur.

Multi-Branch Consolidated Reporting

On the central server, POS Analysis naturally covers every branch once their orders have synced, letting you compare shops side by side. Use the Sync Log/Conflicts views alongside this — a branch with unusually low reported sales is sometimes actually a sync delay, not a real sales dip.