How To Record Point of Sale (POS) Transactions in TallyPrime?

ByCaesar Hours
POS

A Point of Sale or POS plays a huge role in any retail business. As the name suggests, this is where a sale is made, be it your customer checking out online or buying your product at the store. This is essentially the core of a retail business.

A distinct Voucher type under Sales can be created in TallyPrime to record a POS Invoice. Additionally, you can record POS invoices with several payment options and check the corresponding transactions in the POS register at a later time. When logging the invoice in TallyPrime, you may also scan the barcode found on the merchandise. Additionally, you can record POS bills quickly and easily by creating a Voucher Class.

Both POS Hardware and POS Software are required for Point of Sale transactions. You don’t need POS hardware to assist you accept payments if you operate an online store because all of your sales take place on your website. However, if you own a café, a register and a credit card reader might be necessary. To process orders on a food truck, all you might need is a phone or tablet. Retail stores employ cash registers, card readers, and barcode scanners among other point-of-sale (POS) devices.

Record A POS Invoice

  1. Create A POS Voucher Type
    1. Go to Gateway of Tally > Inventory Info. > Voucher Types > Create to view the Voucher Type Creation screen.
    2. Enter “POS Invoice” as the Name for the new Voucher Type.
    3. Set the type to “Sales” to indicate that this voucher type is used for sales transactions.
    4. Configure other settings as needed, such as the method of numbering and optional settings based on your business requirements.
    5. Save the configuration to create the POS Voucher Type
  2. Enable Voucher Type for POS Transactions
    1. Set the “Use for POS invoicing” option to Yes.
    2. Input desired content for Print Message 1 and Print Message 2 to be printed at the bottom of the POS invoice.
    3. Enter the Default Print Title based on your preferences.
    4. Proceed to create the POS voucher type.
    5. Press Ctrl+A to save the Voucher Type Creation screen.
  3. Record The POS Transaction
    1. Navigate to the POS invoice creation screen by either pressing Alt+G (Go To) > Create Voucher > F8 (Sales) > selecting POS Invoice, or by going to Gateway of Tally > Vouchers > pressing F8 (Sales) > choosing POS Invoice.
    2. When the buyer’s details are unknown, set the Party A/c Name to “Not Applicable.” If you have buyer details, select the appropriate Party A/c Name.
    3. Choose the Sales ledger for the transaction.
    4. Select the stock item you are selling and specify the Quantity and Rate. By default, the Quantity is set to 1, but you can modify it by pressing Backspace.
  4. Specify The Payment Details

When specifying payment details in Tally ERP 9, the default mode of payment is Cash. To document a cash transaction, input the Cash tendered amount upon receiving the payment. The system will automatically calculate and display any remaining Balance amount, if applicable.

Press Ctrl+A to save the POS Voucher.

It is essential to ensure accuracy when recording payment information to maintain precise financial records. By defaulting to the Cash mode, Tally ERP 9 simplifies the payment entry process, allowing for seamless cash transaction management.

By entering the Cash tendered amount, users can track the flow of cash within their financial transactions, ensuring comprehensive and reliable accounting records. This straightforward procedure contributes to the efficiency of financial management within the Tally ERP 9 software.

  1. Print The Invoice
    1. Navigate to the invoice you want to print.
    2. Press Alt+P for Print and then hit Enter on Current.
    3. Press F12 for Configure, then Enter on Printer, and select the designated POS printer.
    4. Hit Enter on Show More, followed by Enter on Print Format to choose the desired format.
    5. Press Esc twice to return to the Print screen.
    6. If necessary, press I for Preview to review the invoice before printing.
    7. Finally, press P for Print to generate a hard copy.

Record Transactions Using Barcode

A Barcode scanner serves as a crucial input device designed for capturing and interpreting the information encoded within the barcode of a product. Its primary function revolves around the seamless reading, translation, and transmission of data embedded in barcodes.

Specifically in the context of TallyPrime, the integration of barcode scanners is seamlessly facilitated during the creation of the Stock item master. This streamlined process allows users to effortlessly scan the barcode associated with a product using a compatible barcode scanner. This method ensures accurate and efficient data entry, enhancing the overall inventory management experience.

In scenarios where the physical size of an item poses a challenge in proximity to the scanner, TallyPrime offers a flexible approach. Users have the option to manually input the barcode number if the item is too large to be brought in close proximity to the scanner. This versatile feature ensures that regardless of the size or nature of the item, TallyPrime accommodates a user-friendly approach to barcode management.

This insightful approach not only streamlines the inventory management process but also enhances the adaptability of TallyPrime to various operational scenarios, making it a versatile solution for businesses of different scales and complexities.

  1. Creating Stock Items With Barcode
    1. Begin Stock Item Creation:

In the Stock Item Creation screen, initiate the process by entering the name of the item in the designated Name field.

  1. Add Barcode Details:

Navigate to the Alias field within the Stock Item Creation screen. Employ a barcode scanner to scan the product’s barcode. Upon scanning, a 16-digit number is automatically recorded in the Alias field.

  1. Complete Item Details:

Proceed to fill in the remaining item details, ensuring accuracy in information such as description, rate, and quantity.

  1. Save the Entry:

Execute the standard save command by pressing Ctrl+A to preserve the entered information. This ensures that the stock item is successfully created with the associated barcode number.

  1. Utilize Barcode in Transactions:

Subsequently, when recording a transaction, insert the barcode number in the Name of Item field. TallyPrime’s intelligent system will promptly retrieve the product name along with its corresponding rate and amount, streamlining the transaction recording process.

  1. Recording Transactions With Barcode
    1. Initiate Transaction:

Open the Sales Voucher in TallyPrime and select the relevant party and sales account for the transaction.

  1. Scan Barcode:

In the “Name of Item” field, use a barcode scanner to effortlessly scan the product’s barcode. TallyPrime captures the barcode number and displays the corresponding item name.

  1. Automatic Details Display:

Upon scanning the barcode, TallyPrime automatically populates essential details such as Quantity, Rate, and Amount, ensuring accuracy in your transaction.

  1. Complete Transaction Details:

Fill in any remaining transaction details to ensure comprehensive and precise record-keeping.

  1. Save the Transaction:

As a final step, press Ctrl+A to save the Sales Voucher, securing the accurate recording of the transaction.

  1. Barcode Printing Considerations:

While TallyPrime doesn’t support direct barcode printing as a label, you can include the barcode number in your invoices. Configure printing details by enabling the Name (Alias) under Display name for Stock Items.

Recording POS Invoice With Multiple Modes Of Payment

When conducting a Point of Sale (POS) transaction in TallyPrime, it’s essential to adapt to various payment methods, including gift vouchers, credit/debit cards, cheques, and cash. TallyPrime provides a seamless process for recording POS invoices with multiple payment modes. Follow these detailed steps to ensure accuracy and efficiency:

Recording the POS Invoice:

  1. Select Payment Modes:
    1. Initiate the POS invoice and choose the payment modes based on the received payments (gift vouchers, credit/debit cards, cheques, or cash).
    2. Enter the respective amounts for each mode of payment.
  2. Multi-Mode Payment Option:
    1. Press Alt+I to access the Multi-Mode Payment option. This allows you to specify diverse payment methods within the same invoice.
    2. For Gift Vouchers:
      1. Select the relevant ledgers under Sundry Debtors/Sundry Creditors.
      2. Choose the gift voucher ledger created under these groups.
    3. For Credit/Debit Card and Cheque Payments:
      1. Select the appropriate bank ledgers.
    4. For Cash Payments:
      1. Enter the Cash tendered, if applicable. The system calculates the Balance amount.
  3. Save the Transaction:

As always, press Ctrl+A to save the POS invoice with the recorded multiple payment modes.

Printing the POS Invoice:

  1. Access the Print Menu:
    1. Press Alt+P (Print) > Enter on Current.
  2. Configure Printer Settings:
    1. Press F12 (Configure) > Enter on Printer > Select the POS printer.
  3. Specify Print Format:
    1. Press Enter on Show More > Enter on Print Format and choose the desired format.
  4. Preview and Print:
    1. Press Esc twice to return to the Print screen.
    2. Press I (Preview) to review the invoice before printing, if needed.
    3. Finally, press P (Print) to produce the POS invoice with the selected payment details.

By following these comprehensive steps, you ensure accurate recording and professional printing of POS invoices in TallyPrime.

Conclusion

understanding how to record Point of Sale (POS) transactions in Tally Prime is pivotal for individuals embarking on their accounting journey, especially those seeking a comprehensive Tally Prime course online. The process involves creating a separate voucher type under Sales and efficiently utilizing the POS Invoice feature.

With the ability to record POS invoices with multiple modes of payment, Tally Prime empowers accounting professionals and aspiring students in Ahmedabad to manage diverse transactions seamlessly. The flexibility to choose between cash, credit/debit cards, cheques, and gift vouchers provides a holistic approach to accounting for various business scenarios.

As individuals pursue a Tally accounting course in Ahmedabad, mastering the intricacies of POS transactions ensures they are well-equipped to handle real-world accounting scenarios. Additionally, utilizing voucher classes and understanding the nuances of configuring POS printers enhances efficiency and professionalism in accounting practices.

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