Open and fund point of sale session

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Open and fund point of sale session within SmartERP.

This guide explains how cashiers initiate daily point of sale register operations.

{screenshot:open-and-fund-pos-session-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: sale_management, crm, point_of_sale, smarterp_payment_telebirr
• Security Groups:
  • Sales User (Technical ID: sales_team.group_sale_salesman)
  • Sales Administrator (Technical ID: sales_team.group_sale_manager)
  • POS User / Cashier (Technical ID: point_of_sale.group_pos_user)
• Master Data Dependencies: Customer partner registry, selling pricelists, product inventory balances, payment providers (Telebirr/CBE Birr), and POS terminal sessions.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Sales app icon.
4. From the top navigation bar, open Sales → Orders → Quotations / Orders; Point of Sale → Dashboard.

{screenshot:open-and-fund-pos-session-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Customer Name (Mandatory): Registered partner record with complete invoicing and delivery addresses
   • Product Lines (Mandatory): Saleable items with approved commercial pricelist rates and VAT classification
   • Payment Terms (Mandatory): Immediate settlement, milestone advance, or agreed commercial credit terms
   • Salesperson (Mandatory): Account executive responsible for the customer commercial relationship
3. Configure optional operational parameters and localized tags as required:
   • Analytic Account (Optional): Revenue center or project allocation for commercial tracking
   • Customer PO Reference (Optional): External purchase order number issued by the client
   • Shipping Policy (Optional): Deliver all products at once or allow partial dispatches
4. Click the Save icon in the control bar to commit the record.

{screenshot:open-and-fund-pos-session-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Quotation → Sent → Confirmed Sales Order → Delivery Done → Invoiced → Paid).
• Ledger & System Impact: Generates customer tax invoice, posts accounts receivable debit and sales revenue credit, and updates inventory valuation upon delivery.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:open-and-fund-pos-session-transaction-processing-state}

Procedure#

1. Open Point of Sale → Daily Sessions.
2. Locate your assigned register (e.g. Main Retail Terminal 01) and click Open Session.
3. In Opening Cash Control, click Set Opening Balance.
4. Enter physical cash float denomination breakdown:
   • 200 ETB Notes: Count (e.g. 20 notes = 4,000.00 ETB).
   • 100 ETB Notes: Count (e.g. 10 notes = 1,000.00 ETB).
   • Total Opening Float: 5,000.00 ETB.
5. Click Confirm Opening Balance.
6. Click Open Register. The full-screen OWL retail interface loads.

Security Controls#

• Cashiers must enter their 4-digit PIN to unlock the terminal.
• Terminal sessions cannot be shared across cashiers without an explicit switch user handover.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • CRM: Lead auto-assignment (crm.ir_cron_lead_assign): Runs hourly to allocate unassigned leads across sales teams
  • Sales: Expire overdue quotations (sale.ir_cron_expire_quotes): Runs nightly to mark stale quotes as cancelled
  • POS: Close abandoned register sessions (point_of_sale.ir_cron_session_cleanup): Runs nightly to alert managers of open cashier terminals
• Custom Print Templates & Reports:
  • Customer Sales Quotation / Pro-forma Invoice
  • Commercial Tax Invoice (Model 85 Compliant)
  • POS Cash Register Receipt with QR Validation
  • Customer Credit Limit & Receivables Aging Statement
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#

Next#

• Process POS sales: Process point of sale retail transactions.