5. Point of Sales Module

5.1. Configuration

5.1.1. How to set access rights for each level of users on POS (Manager, Cashier, Waiters)

5.1.2. How to configure POS for cashier

5.1.3. How to configure POS for waiter

5.1.4. How to design a table plan

5.1.5. Which hardwares are compatible with Kiu POS

5.1.6. Hardware setup for POS

5.2. Session

5.2.1. How to open a session

5.2.2. How to close a session

5.2.3. How to manage multi-session

5.3. Sale on POS

5.3.1. How to transfer table

5.3.2. How to apply Time-limited or seasonal discounts?

5.3.3. How to create and run loyalty & reward program

5.4. Payment

5.4.1. How to process a payment of the order

5.4.2. How to pay a bill both by card and in cash?

5.4.3. How to split the bill

5.4.4. How to discount on POS

5.4.5. How to return and refund products on POS?

 

 

4.3.2. Record Customer Sale Order manually

Sales Module ‣ Sales ‣ Sale Order ‣ Create SO accordingly (Note to choose a suitable Quotation template) ‣ Confirm SO

A draft Subscription will be generated automatically once you confirm SO.

If your Sale Order is directly recorded by online Customers confirmation you can skip these above manual steps.

Go to Subscriptions Module ‣ Subscriptions ‣ Choose the Subscription ‣ Review all information and revise if needed (especially Start Date, End Date & Next Invoice Date).

Create Invoice from Sale Order:

Sales Module ‣ Invoicing ‣ Sales to Invoice ‣ Choose SO ‣ Create Invoice ‣ Validate

A draft Deferred Revenue will be generated accordingly.

Go to Accounting Module ‣ Adviser ‣ Deferred Revenues ‣ Choose the Deferred Revenues ‣ Review and revise information if needed 

‣ Compute Revenue ‣ Confirm 

‣ Deferred Revenue journal entries for next period will be generated automatically

This is one loop of Subscription. The loop will continue until the End Date of Subscription. On that date, the Subscription will be sent to Subscription to Renew. What you need to do is Renew the Subscription ‣ A new SO will be generated automatically and start the next loop.

4.3.1. Prepare & Configuration

Step 1: Firstly, you need to create your subscription product:

Subscription Module ‣ Subscriptions ‣ Subscription Product ‣ Create

You can publish your product on website for your customers shopping online or record Sale Order manually.

See How to publish product on website.

‣ Create Product Variant if needed ‣ Save

‣ Set Variant Prices

You can use the Navigation button to set sequences of price calculation.

Step 2: Create Deferred Revenue Type

Accounting ‣ Configuration ‣ Deferred Revenue Type ‣ Create

Tip: You should use a separate journal to track deferred revenue entries.

Step 3: Create Subscription Template

Subscription Module ‣ Subscriptions ‣ Subscription Templates ‣ Create ‣ Choose Deferred Revenue Type respectively

Step 4: Create Quotation Template

Sale Module ‣ Configuration ‣ Quotation Templates ‣ Create ‣ Choose Contract Template (Subscription Template)

 

4.2. Subscription Workflow

Customers subscribe on website ‣ SO is generated automatically 

‣ Based on the settings of Contract Template set at Quotation template of SO, a Draft Subscription will be generated automatically

‣ Edit info (especially End date) on that Subscription if necessary

‣ Validate the Subscription

‣ Manually create an invoice from SO at Sale Module ‣ Validate the Invoice

‣ Based on the settings of Deferred Revenue Type on Subscription Template (Contract Template) a Deferred Rev enue will be generated automatically.

‣  Next invoice will be generated automatically based on the Subscription until the End Date of Subscription

‣ The Subscription will be sent to List of Subscription to Renew by the End Date

‣ Once we renew the Subscription, a SO will be generated accordingly.

‣ Manually create 1st Invoice and start next loop.

4.1. Functionalities

  • Automated contract management 

Automatic creation of clear contracts: Confirm a quotation with recurring products and the contract is created with the correct settings and products. 

Automatic customer invoicing: Speed up the invoicing process by automating it after easily setting up your customers’ data. Accounting is automatically up-to-date, including invoice creation, validation, and payment encoding. 

  • Automatic tax handling 

Taxes are managed automatically in real time based on your settings for regions and rates. 

Automatic payments. 

  • Customer satisfaction 

Easy signups: Send sales orders and contract management page directly to customers through secured URL access.  

No login required: No need to log in or even to create an account on your website to browse contracts and quotations.

User-friendly customer portal: Give access to customers to all their data at a glance and in detail: running contracts; interactive quotes allowing customers to get in touch with the salesperson; orders; and invoices (pdf format).

Customers editing option: Let customers modify contact details, and fine-tune access rights to contract options as well. Display extra options customers can simply add or remove from the contract. 

Clear overview: Let customers browse through all the details of their online contract: invoice address; recurrence; next invoice date; plan; options; payment. 

Easy payment and customer invoicing: Let customers access automatic payments upon credit card registration and receive invoices by email automatically. 

Contracts closable by customer: Customers can close the contract themselves and provide a reason for their decision.

No data lost, ever: Information is safely stored, even when a payment doesn’t go through. 

  • Analytics and forecasts 

Monthly Recurring Revenue: New, Churned, Expansion, Down and Net New MRR. Automatic recognition of revenues as they incur.

Understand your business’ growth: Forecasted annual MRR growth and forecasted annual contracts growth.

KPI tracking: Net and Non-recurring revenue, Average revenue per contract, Annual run-rate, Lifetime value, Logo churn, Revenue churn and Contracts.

  • Sales performance analysis 

Analyze per Salesperson: Examine each sales team member’s impact on your MRR for New, Churned, Expansion, Down and Net New MRR per Salesperson.

  • Sales life made easier 

Create templates: Save time by creating and use contract templates for your most frequent scenarios. 

Set up billing scenario: Supports price lists, discounts and units of measure.

Manage customer access: Self-subscription & management from the customer portal (grant different access rights to your users: restricted, upgrade only, upgrade and downgrade), define service options and setup fees.

What are the main reports available?

Besides the reports created specifically in each localization module, a few very useful generic and dynamic reports are available for all countries:

  • Balance Sheet
  • Profit and Loss
  • Chart of Account
  • Executive Summary
  • General Ledger
  • Aged Payable
  • Aged Receivable
  • Cash Flow Statement
  • Tax Report

You can annotate every report to print them and report to your adviser. Export to xls to manage extra analysis. Drill down in the reports to see more details (payments, invoices, journal items, etc.).

You can also compare values with another period. A new more in depth criteria book of ra online associated with intriquing,notable and beneficial information. Choose how many periods you want to compare the chosen time period with. You can choose up to 12 periods back from the date of the report if you don’t want to use the default Previous 1 Period option.

Balance Sheet

The Balance Sheet shows a snapshot of the assets, liabilities and equity of your organisation as at a particular date.

Profit and Loss

The Profit and Loss report (or Income Statement) shows your organisation’s net income, by deducting expenses from revenue for the report period.

Chart of account

A listing of all your accounts grouped by class.

Executive Summary

The Executive Summary allows for a quick look at all the important figures you need to run your company.

In very basic terms, this is what each of the items in this section is reporting :

  • Performance:
    • Gross profit margin:

The contribution each individual sale made by your business less any direct costs needed to make those sales (things like labour, materials, etc).

    • Net profit margin:

The contribution each individual sale made by your business less any direct costs needed to make those sales, as well as any fixed overheads your company has (things like rent, electricity, taxes you need to pay as a result of those sales).

    • Return on investment (p.a.):

The ratio of net profit made, to the amount of assets the company used to make those profits.

  • Position:
    • Average debtor days:

The average number of days it takes your customers to pay you (fully), across all your customer invoices.

    • Average creditor days:

The average number of days it takes you to pay your suppliers (fully) across all your bills.

    • Short term cash forecast:

How much cash is expected in or out of your organisation in the next month i.e. balance of your Sales account for the month less the balance of your Purchases account for the month.

    • Current assets to liabilities:

Also referred to as current ratio, this is the ratio of current assets (assets that could be turned into cash within a year) to the current liabilities (liabilities which will be due in the next year). This is typically used as as a measure of a company’s ability to service its debt.

General Ledger

The General Ledger Report shows all transactions from all accounts for a chosen date range. The initial summary report shows the totals for each account and from there you can view a detailed transaction report or any exceptions. This report is useful for checking every transaction that occurred during a certain period of time.

Aged Payable

Run the Aged Payable Details report to display information on individual bills, credit notes and overpayments owed by you, and how long these have gone unpaid.

Aged Receivable

The Aged Receivables report shows the sales invoices that were awaiting payment during a selected month and several months prior.

Cash Flow Statement

The Cash Flow Statement shows how changes in balance sheet accounts and income affect cash and cash equivalents, and breaks the analysis down to operating, investing and financing activities.

Tax Report

This report allows you to see the net and tax amounts for all the taxes grouped by type (sale/purchase).

What are the different ways to record a payment?

In KIU BMP, a payment can either be linked directly to an invoice or be a stand alone record for use on a later date:

  • If a payment is linked to an invoice, it reduces the amount due of the invoice. You can have multiple payments linked to the same invoice.
  • If a payment is not linked to an invoice, the customer has an outstanding credit with your company, or your company as an outstanding balance with a vendor. You can use this outstanding credit/debit to pay future invoices or bills.

Paying an invoice

If you register a payment on a customer invoice or a vendor bill, the payment is automatically reconciled with the invoice reducing the amount due.

The green icon near the payment line will display more information about the payment. From there you can choose to open the journal entry or reconcile the payment.

 Note

If you unreconcile a payment, it is still registered in your books but not linked to the specific invoice any longer. If you unreconcile a payment in a different currency, KIU BMP will create a journal entry to reverse the Currency Exchange Loss/Gain posted at the time of reconciliation.

Payments not tied to an invoice

Registering a payment

In the Accounting application, you can create a new payment from the Sales menu (register a customer payment) or the Purchases menu (pay a vendor). If you use these menus, the payment is not linked to an invoice, but can easily be reconciled on an invoice later on.

When registering a new payment, you must select a customer or vendor, the payment method, and the amount of the payment. The currency of the transaction is defined by the payment method. If the payment refers to a document (sale order, purchase order or invoice), set the reference of this document in the memo field.

Once confirmed, a journal entry will be posted reflecting the transaction just made in the accounting application.

Reconciling invoice payments

The easiest way of reconciling a payment with an invoice is to do so on the invoice directly.

When validating a new invoice, KIU BMP will warn you that an outstanding payment for this customer or vendor is available. In this case, you can reconcile this payment to the invoice near the totals at the bottom, under “Outstanding Payments”.

Reconciling all your outstanding payments and invoices

If you want to reconcile all outstanding payments and invoices at once (instead of doing so one by one), you can use the batch reconciliation feature within KIU BMP. Go to Accounting > Reconciliation.

The batch reconciliation feature is available from the dashboard on the Customer Invoices card and the Vendor Bills card for reconciling Accounts Receivable and Payable, respectively.

During the reconciliation, if the sum of the debits and credits do not match, it means there is still a remaining balance that either needs to be reconciled at a later date, or needs to be written off directly.

 

New Accounting ToC

8.1. Overview

8.1.1. Introduction to KIU BMP Accounting

8.1.2. The Accounting behind Kiu BMP

 

8.2. Create vendor bill, customer invoice and register payment

8.2.1. From Customer Invoice to Payments Collection

8.2.2. From Vendor Bill to Payment

 

8.3. How journal entries on Kiu BMP were automatically generated ?

8.3.1 Check out the automatic entries

 

8.4. Create opening balance

 

8.5. Account Receivables

8.5.1. Overview of the invoicing process

8.5.2. Offer cash discounts

8.5.3. Set up cash rounding

8.5.4. How to setup and use payment terms

8.5.5. What are the different ways to record a payment?

 

8.6.Account Payables

8.6.1. How to manage vendor Bills?

8.6.2. When should I use supplier bills or purchase receipts?

 

8.7. Asset management


8.6.1. Classify Asset Types

8.6.2. Set up a Product as an Asset

8.6.3. Purchasing Asset process

8.6.4. Depreciate an Asset

8.6.5. Sell or Dispose an Asset

8.6.6. Asset Report

 

8.8. How to manage a financial budget?

 

8.9. Accounting reports

8.9.1. What are the main reports available?

8.9.2. How to do a year end in Kiu BMP? (close a fiscal year)