There are several ways to get started with a document. Or from the Create Document button located above the left-side menu.
Or by selecting in the Goods and Services section those items that you want to sell (purchase, move, stock adjust, write off). Have you chosen? Go to the group operations menu (Action N pos. button ), and click on Create document.
The difference in these methods is that the button in the side menu creates an empty document, and the button in the actions is a document containing the selected product items.
There is also a “Peak function”. More about it has been written here.
These are the most often types of documents you will be dealing with.
Let’s go through the interface from top to bottom.
The top line in the document is the Save, and Print buttons. The sale can be printed as an invoice and as a sales receipt. Purchase — as an invoice without prices and an invoice with the purchase or retail prices.
Next comes the document settings block.
Switch document paid/unpaid. By default, the slider is on the document paid. If you want to delay the sale or purchase, switch it off. The documents paid out affect the remaining goods, the unpaid ones do not.
For sale and purchase documents, you can set one of four order statuses: new, in work, closed, or canceled. Statuses are displayed in the document log and are available for filtering the list of documents.
On the right is the date and time of the document, which you can change here.
Then the document type and its number field are displayed. If the document is new, then this field is empty. You can enter your number here or leave the field empty. After saving the number will be set automatically.
The following block is necessary to indicate the parties involved in the movement of goods. In most cases, the logic is simple: on the left where the goods leave from, on the right — where they go for. For sale, this is the store from where the goods are shipped and the customer to whom they are transferred. For purchase: Supplier — Store.
These are the required parameters. The fields cannot be empty, and your task is either to select data from the drop-down list or to create a new object (for example, a new supplier).
Please note that the last used objects are displayed in the drop-down list. To find the right supplier, just start typing its name.
You can always assign default objects so that they are automatically inserted into these fields.
Next, you need to fill in the document with the product. There are several ways to do this:
- Through the side product list
- Using a barcode scanner
Working with the product side list
This panel mostly duplicates the goods and services screen. Here you can search for the right product through search or using filtering and immediately add all the found products to the document. Here you can immediately create a new product.
The product list contains data that correspond to the type and settings of the document. If this is a sale, the sale prices are displayed. If it is a purchase, the purchase prices are. The quantity of the product is displayed by the store selected in the document.
The product that has already been added to the document is highlighted with a blue background.
Working with a barcode scanner
Important! In order for the product to be automatically added to the document after each scan, you need to make sure that the product search field is not active (there is no cursor).
With each successful scan, the product is added to the document +1 unit. If it is a weight product with a PLU code and a weight in a barcode, the product with the required quantity will be automatically added.
Let’s go back to the document. The next line is the Products Invoices and Payments.
Here is a list of the product in a searchable document.
Next to the product search field, there is a button to hide /display the product panel. By hiding the product panel, you will see the SKU and barcode columns in the document.
Working with the list
- Product names — links. Clicking on which the product card will open, where you can immediately make changes (for example, the sale price) or see the product details.
- The column unit displays the base unit of measurement and allows you to select packaging.
- When filling out the table, hotkeys work: when you have entered the quantity of the product and pressed Enter, the cursor will move down to the field for entering the quantity of the following product. By pressing the Tab button, the cursor is moved to the right to the following input field.
Invoices and payments
Here you can select the account to which the money will be credited, change the amount, or postpone the payment. If you want to split the payment into parts, click the Add Payment button. You can read about how you can use this section here.
All that remains is to save the document. During the sale and return of the purchase, a “Receipt” will be created in the “Transaction”, during the purchase and return sale, an “Expense”
Posting and movement
The movement does not affect the movement of money in any way, but, of course, it is displayed in the “Orders”. Open the document, and choose from which store and to which you transfer the goods. The document can be printed as an invoice without prices or as an invoice with sales prices.
Stock adjustment is useful when creating a new product. The main difference is that when registering, an expense transaction is not created and the supplier does not need to be specified in this document. At the same time, the cost of accounting is affected, so do not forget to specify the purchase price. If you forgot? You can always go back to the document and edit it.
When should I apply for the purchase?
- If you have several suppliers and you are monitoring debt.
- If you purchase an item and use a deferred payment or payment in parts.
- If the purchase price is changing and it is important for you to keep track of the latest price.
When can I use stock adjustment?
- If you have one supplier or you do not maintain a supplier database in AinurPOS.
- If the deliveries are paid immediately or you do not record expenses in AinurPOS.
Write-off, inventory, and adjustment
These documents are similar to each other, but each of them serves its own purpose..
Adjustment. There is no such operation in the list of documents. But if you manually correct the quantity of the product in its card, then an “Adjustment” will be created. You can see it in the “Movement of goods” and in the product card, in the history of operations.
Write-offs. If you need not just to correct the error, but to carry out a real write-off of the goods, then this document will help you. In the document, specify how many units you are writing off and for what reason. You can print and save the write-off as an invoice.
Stocktake. This is not a correction document, but a control document. How to make a stocktake? Select a store and add products to the document (you can click “Add all products” or specify only certain groups through a filter). Decide and enter at what price to count – at the sale price, at the cost price, or at the purchase price. Then enter the result of your stocktake into the column with the actual residue balance.
Unfulfilled stocktakes can be saved and printed. The latter is convenient for those who are used to entering data manually: print (as a form), recalculate, and enter the numbers in the column “Actual stock”. And later you open the same stocktake, make edits and save or print it as an inventory. The document will calculate and display everything you need to know: surpluses, shortfalls, and the amount of discrepancies.
You cannot edit the inventory! You can delete it. But this action will reset the results of your revision.
You can find out more about specific cases and methods of inventory in the article of the same name.