Point of Sale - POS

SapphireOne Point of Sale software functionality provides a powerful retail solution that is suitable for both Windows and Mac OSX certified and can be accessed through both our traditional application and web pack solution. It is fully integrated with the SapphireOne application, meaning Accounts Receivable, Accounts Payable, Purchasing, Inventory control, Distribution, Customer Relationship Management (CRM), Payroll and Assets are all seamlessly integrated allowing for no data poling, no data corruption and no delays.

These screens enable you to enter, Process or view your data for this mode into SapphireOne. The POS functions are: Point of Sale, Hire, POS Transaction Inquiry, Hire Transaction Inquiry, Shop Inquiry, Lay By Payment, Post Transactions, Hire Return, Reconciliation, Show Reports & Dashboards.

sapphireone point of sale pos mac

Key Features

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.
  • data-entry

    Data Entry


  • information-retrival


    Lay-by payment
    Post Transactions
    POS Reconcilliation

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    Transaction Inquiry
    Shop Inquiry

  • inquiry accounting book



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 amount of sales being generated.


Data Entry

sapphireone point of sale pos data entry mac
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 selecting 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, the Sequence Number and there is provision for the use of a Tag.


It should be pointed out that this in 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.

sapphireone point of sale pos hire mac

Inquiry Screens - POS

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

sapphireone point of sale pos transaction inquiry mac

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 the screen shot below 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.

sapphireone point of sale hire transaction inquiry mac

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 in when the Hire function is used.

All Hire transactions have a type of HCI or Return Transactions as HCC.

sapphireone point of sale pos shop inquiry mac

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 in to 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 in to when creating this shop.
  •  A location and a phone number may be entered as well.

POS - 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.

As documented in an earlier section of this manual 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 as seen in image here. 


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 as seen here in image. 

accounts receivables key features
Key Features of  Point of Sale – POS

Data Entry Interface

  • Powerful search functionality to quickly locate inventory items

  • Scan barcodes to auto-enter item details

  • Style / Colour / Size Matrix – Easily find available items within the Matrix

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

  • Create & edit customer records on the fly

  • Easily access popular items for speedy transactions

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

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

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

  • Easily allocate % or $ discounts to selected items

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

  • Personalise POS interface with pictures or an array of colour pallets, RGB, CMYK, HSB & Grey Scale sliders

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


  • 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, 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.

Processing Functions

  • Lay-by Payments

    Lay-by payments allows users a simple to use functionality to process 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.

  • Post Transactions

    Post Transactions is a checking procedure which is run on every transaction, prior to it affecting the gl, once a transaction has be “˜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.

  • POS Reconciliation

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


  • Report

    Dashboards, Column based and Graphical Reports allow customisation of reporting to your individual requirements.

SapphireOne point of sale

SapphireOne excels in providing all the features required to perform point of sale transactions. It is Easy to Navigate, Entry of stock, Entry of payment details, Receipt printing and POS Reconciliation.

  • 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.