Point of Sale
A flexible, multi-store-type POS system with AI smart suggestions, session management, and finance integration.
What's Included
TotalApp's Point of Sale module is a fully-featured retail checkout system designed to handle multiple store types from a single interface. Whether you're running a restaurant, grocery, fashion boutique, or generic retail outlet, the POS adapts its product layout, cart behaviour, and payment flow to match the context.
The POS connects directly to the Purchase → Products & Variants catalogue, meaning the products you manage there appear in the POS automatically. Sales transactions optionally post journal entries to the Finance module in real time or at session close — no manual reconciliation required.
AI Smart Suggest
The built-in AI Smart Suggest engine analyses the current cart and recommends complementary or frequently-bought-together products. Suggestions appear as a collapsible panel on the right side of the POS screen. The engine learns from your product catalogue structure and can be toggled on or off per session.
Store Types
When you open a new POS session, you choose a store type. The interface then adapts its product grid, category tabs, and cart settings accordingly.
Restaurant
Table-based ordering with food, drinks, and dessert categories. Modifier support for item customisation.
Grocery
Barcode-optimised layout with weight-based items, quantity input, and category filtering across large product sets.
Fashion
Size and colour variant picker. Fits naturally with the Products & Variants catalogue. Gift-wrap and returns support.
General Retail
Default layout suitable for electronics, office supplies, safety equipment, furniture, and networking products.
Switching Store Types
You can switch the store type before opening a session. Once a session is active, the store type is locked for that session to ensure receipt consistency. Close and reopen the register to change type.
Feature Overview
Product Grid & Cart
Tap-to-add product tiles with real-time cart totals. Supports quantity editing, per-line discounts, and free-text notes on individual items. Cart clears with one tap when needed.
Payment Processing
Cash, card, and split-payment flows. Configurable default payment method per store. Change calculation for cash transactions. Receipt preview before finalising.
Customer & Loyalty
Attach a customer to a transaction for loyalty tracking. Customer search by name or ID. Discount tiers applied automatically based on loyalty tier.
Quotation Mode
Convert any cart into a quotation without charging. Quotations are saved and can be retrieved later to convert to a sale. Useful for showroom or estimation scenarios.
Stock Integration
Stock levels update on sale completion — either in real time or at session close, depending on your Settings configuration. Low-stock items are visually flagged in the product grid.
Finance Integration
Optional automatic journal entries per sale, posted to configurable cash and bank accounts in the Finance module. Choose real-time posting or batch-at-close.
Session Lifecycle
The POS operates in sessions. A session represents a single register shift — from opening the till to closing it at the end of a working period. All sales during a session are grouped together, making end-of-day reconciliation straightforward.
Opening a Session
Click Open Session on the POS start screen. You will be prompted to select a store type and data source (sample data or live Products & Variants catalogue). The register opens and the product grid loads.
Closing the Register
Click Close Register from the session toolbar. If your Settings are configured for batch updates, stock and finance journal entries are processed at this point. A session summary is displayed showing total sales, payment breakdown by method, and number of transactions.
Unsaved Cart on Close
If there are items in the cart when you click Close Register, you will be asked to either complete the transaction as a quotation, void the cart, or cancel the close. The system will never discard an active cart silently.
POS Settings
POS-specific settings are accessible via the Settings tab inside the POS screen (the gear icon in the session toolbar). They are separate from the main TotalApp Settings panel.
Stock Update Timing
- On Close — Stock levels update in a single batch when the session is closed. Lower database write frequency; preferred for high-volume sessions.
- Real Time — Each completed sale immediately decrements stock. Recommended when multiple terminals share the same catalogue.
Finance Update Timing
- On Close — Journal entries are created as a batch at session close.
- Real Time — A journal entry is created per transaction as it completes.
- Create Journal Entry — Toggle to disable finance integration entirely if it is not needed.
Account Mapping
Map cash sales to a Cash account and card sales to a Bank account from the Finance → Financial Accounts list. If no account is selected, finance posting is skipped for that payment method.
Data Sources
The POS can load products from two sources, selectable at session open:
- Sample Data — Pre-loaded demo products for each store type. Useful for training staff or demonstrations without affecting live inventory.
- Products & Variants Catalogue — Live data from the Purchase module. Any product marked as available for POS appears in the grid. Changes to the catalogue are reflected on the next session open.
No Products Showing?
If the product grid is empty when using the live catalogue, ensure that products in Purchase → Products & Variants have their POS availability flag enabled. Products without a price are also excluded from the POS grid.
Getting Started
- Navigate to POS from the sidebar or My Apps screen.
- Select your store type (Restaurant, Grocery, Fashion, or General).
- Choose a data source — use Sample Data for your first session.
- Click Open Session.
- Tap products to add them to the cart. Adjust quantities with the + / − controls.
- Optionally attach a customer and apply a discount.
- Click Payment, choose the payment method, and confirm.
- When your shift ends, click Close Register to finalise the session.
Connected Modules
Point of Sale connects to three other modules: Purchase → Products & Variants (product catalogue), Finance → Financial Accounts (journal entries), and Warehouse → Inventory (stock decrements). You do not need all three active — each integration is independently optional.