Along with multi-store and multi-till functionality, back office staff can easily access real-time information of transactions and staff performance for any store. Retail staff can easily process sales, lay-bys, returns and orders directly from an easy-to-use Point of Sale interface. Our Web Pack POS software solution allows staff to enter transactions directly into the system from anywhere on the retail floor through an iPad or android tablet device. Managers can easily reconcile day-end transactions to check till floats and post directly back to SapphireOne financials.

Users can take advantage of multi-pricing structures for inventory items and SapphireOne’s powerful Pricebook functionality to easily update sale or customer-loyalty pricing. Using a combination of SapphireOne’s CRM and PagePro functionality will also allow for the creation of sophisticated sales and marketing campaigns which can be targeted at either specific customers or your whole client database.

SapphireOne’s Open to Buy budgeting functionality will allow store owner/buyers complete control over their inventory which is critical to ensuring an adequate level of stock is on hand for the quantity of sales being generated.

Point of Sale - Data Entry

Point of Sale


SapphireOne provides all the features required for performing and managing Point of Sale (POS) transactions and creates these transactions specific to this function. While any user allowed access to the Inventory functions may access POS, users may be set up that are allowed access to the POS function only provided they have the correct permissions set in their main user file and, if necessary, also in their Sales Persons user file.

The Point of Sale screen is divided into six main areas – Inventory Details, Transaction Type & Inventory Selection, Tracking, Inventory Line Entries, Customer and Payment Tabs. Each area contains additional information about the Inventory lines and the POS transaction.

Inventory Line Entry area

Once the ID has been entered the item will immediately be entered into the Inventory Line Entries area and the entry point as seen at the top of the page will be cleared ready for the next item. This area displays the Inventory items as they are added to the customer’s current list of purchases as seen in the picture.

POS Transaction

These first three types of transactions, sales, layby and return, are the Invoice entry method for the retail organisation and are selected by choosing the appropriate radio button as seen here when creating the POS transaction.

Inventory Details Area

The system displays the basic stock details on the Details Tab on the left-hand side of the POS window.

Tracking Area

The tracking area contains the following information – The Rep ID, The Invoice number, The Order Number, The Till used, and the Sequence Number. There is also provision for the use of a Tag.

Point Of Sale - Data Entry



It should be pointed out that this is the only place in the entire SapphireOne system that the Hiring of inventory items is performed. With some minor alterations, Hire is very similar to the standard POS screen. When selecting Hire items from inventory the procedure for selecting them is slightly different as serial numbers for hire items is forced.

Hire Transaction (HCI)

This type of transaction is created by the system when an item is Hired rather than sold. Hiring is performed only from the POS drop-down menu.

Hire Return (HCC)

This type of transaction is created by the system when a Hire Item is returned. The original HCI must be posted first.

Point Of Sale - Inquiry Screens

There are three Inquiry screens in this section: POS Transactions, Hire Transactions, Shops.


POS Transaction Inquiry

This inquiry will display all of the current month’s transactions conducted through the POS function. The list will only display transactions that have been created in POS. In the list in this screenshot, we have eight transactions from the POS function.

There are six POS sales TCI’s, and two as lay-by, LCI’s. Some have a status of ‘yes’ so they have been posted. The remainder have a status of ‘ent’ which means that these transactions may be posted.


Hire Transaction Inquiry

This inquiry will display all of the current month’s Hire transactions created from the POS function. This list will only display transactions that have been created when the Hire function is used. All Hire transactions have a type of HCI or Return Transactions as HCC.


Shop Inquiry

For POS-based transactions, multiple shops may be set up within SapphireOne. An ID and a name must be entered first. The Start and End dates if left as 00/00/00 will mean that the system will never de-activate the shop. If a Start Date and an End date is entered, the system will only allow the shop and the tills within it to remain active for the dates as entered.

Text may be entered into the Docket Message data entry field. The text entered here will be printed on all dockets for that shop no matter which till within the shop is used to process the transaction.

The system will enter the company that the user is logged into when creating this shop. A location and a phone number may be entered as well.

Point of Sale - Process

Lay-by Payment

This function is for the management of payments made by customers for lay-by transactions in the system. A user may either view lay-by payments already made in the system, or receive and process their additional payments as they are received. Lay-by payments are stored in the till that was used to process the lay-by transaction. Selecting the lay-by payment option will cause the system to display a till or a list of tills currently in the system.


Reconciliation is done on a till-by-till basis. When the Reconciliation item is selected, the system will list all tills currently active in the system.

Point of Sale Key Features

Data Entry Interface

Powerful search functionality to quickly locate inventory items.

Easily check item pricing and stock quantities at various locations at the click of a button.

Scan barcodes to auto-enter item details.

Display photos of items in both search and transaction procedures providing visual verification.

Style/Colour/Size Matrix – easily find available items within the matrix.

Easily allocate % or $ discounts to selected items.

Multiple and mixed payment types (ie cash, cheque, eft, credit card, voucher) can be allocated to transactions.

Queue transactions to allow for faster processing times (if customers go back out to the retail floor to look for more products).

Create and edit customer records on the fly.

Personalise POS interface with pictures or an array of colour pallets – RGB, CMYK, HSB and grey-scale sliders.

Easily access popular items for speedy transactions.

Increase staff productivity by utilising the ability for mobile transaction processes through an iPad or android tablet device.

Store notes on inventory items to help with product knowledge and order processes.

Point of Sale Key Features


Transaction Inquiry

The inquiry screen lists all current POS transactions in numbered sequence. From here both retail and back-office staff can easily check current transactions through a variety of relevant fields. With SapphireOne’s powerful query editor, every transaction can be found and analysed through a variety of different tables and fields. Access security allows managers to make changes if mistakes have been made and also allows for the use of SapphireOne’s document management capabilities.

Shop Inquiry

Shop Inquiry allows the user to set-up various store locations and allocate tills for that store. Here you can allocate inventory locations, start and end dates, and docket messages as well as allocate accounts for cash and merchant facility transactions. If using SapphireOne’s inbuilt soft-phone functionality, users within the group can easily access and call the required store from within the system.

Point of Sale Key Features

Processing Functions

Lay-by Payments

Lay-by Payments provides users with a simple-to-use functionality for processing current lay-by transactions. Lay-by payments can be made using various and mixed payment methods and cancellations can also be easily refunded in part or whole from this screen.

POS Reconciliation

POS reconciliation allows for end-of-day tallies and variances to be recorded for banking purposes.

Post Transactions

Post Transactions is a checking procedure which is run on every transaction prior to it affecting the gl. Once a transaction has been “˜posted’, it can no longer be modified. The user has the option to continue processing immediately or send the posting process to the activity queue for processing later. Both options will produce an audit trail of the posting transactions. As a secondary option to posting immediately, you can finish the posting in the background allowing you to continue with data entry.

Point of Sale Key Features


Dashboards, column-based and graphical reports allow customisation of reporting to your individual requirements.

SapphireOne Point of Sale

Easy to Navigate

SapphireOne Point Of Sale has been designed with ease of use in mind. Navigable by mouse or under complete keyboard control, the information that you need to make a quick sale is readily available.

Entry of Stock

Stock can be entered by scanning the individual barcodes or by manual entry. Once the item code has been entered, a full description of the stock item appears on-screen.

Entry of Payment Details

Fields are available to record all the details required for your customer’s preferred payment method.

Receipt Printing

Receipts can be printed through a thermal receipt printer, by direct print or on standard or custom specifically-designed receipt layouts.

POS Reconciliation

Reconcile daily taking against SapphireOne records.