POS General Applet

Purpose and Overview

The BigLedger POS General Applet is a fast and easy-to-use tool designed for managing sales at the store counter. It helps you process customer orders quickly while keeping your records accurate across all your store locations. Managers can easily see and control all activities from one place, ensuring everything follows company rules and financial standards.

Who Benefits from This Applet?

Cashiers & Front-line Staff:

• Fast and easy interface for busy hours
• Simple ways to manage your sales and cash flow
• Instant view of available stock and item details

Store Managers & Supervisors:

• Real-time view of all sales activities
• Tools to reprint receipts or fix simple mistakes
• Easy ways to check daily totals and cash records

Finance & IT Administrators:

• Sales records automatically update your accounts
• Easy control over payment methods and staff access
• Secure and permanent history for tax and audit purposes

Business Owners & Executives:

• A single view of how all your stores are performing
• Reduced risk of cash errors or fraud
• Clear information to help make better business decisions

What Problems Does This Solve?

The “Disconnected Data” Problem:

Traditional sales systems often keep records only at the counter, which leads to:

• Mismatches between store records and the main office
• Trouble knowing exactly how much stock you have
• Waiting a long time for sales reports

The BigLedger POS Solution:

• Instant Updates - Every sale is updated across your entire business immediately
• Manage Everything in One Place - Control all your stores and counters from a single screen
• Automatic Bookkeeping - Sales go directly into your accounts, preventing manual errors
• Secure Records - Strict rules and automatic timestamps keep your records safe and honest

Video Tutorial

For a visual walkthrough of the POS General Applet, watch the video below:

Key Features Overview

Key Concepts

Understanding how POS works

Every sales system needs to track three basic things. The BigLedger POS makes this simple:

How the System is Organized

Think of your store operations as a simple flow:

Company
│
├── Store / Counter ──→ WHERE does the sale happen?
│   │
│   └── Staff member ──→ WHO is making the sale?
│       │
│       └── Sales ──→ WHAT is being sold?
│
└── Accounting ──→ WHERE is the money recorded?
    │
    └── Payment Methods ──→ HOW is the customer paying?

Steps in the Flow:

1. Company: Your overall business rules
2. Store: The settings for each physical location
3. Staff: Tracking who is responsible for each sale
4. Sales: The actual items sold
5. Accounting: The final place where all money is tracked

Quick Start Guide

For Staff: Cashier Daily Workflow

Goal: Open your counter and start selling in simple steps.

1. Open the Applet: Navigate to the POS General Applet from the main dashboard of your BigLedger account.

   

2. Set your Defaults: Go to Default Selection to ensure the correct Store and Staff name are selected. This usually only needs to be done the first time you use the system.

   

3. Make Sales: Follow the detailed process below to record transactions and accept payments.

Detailed Guide: Making a Sale

Follow these steps to process a customer transaction from start to finish.

Step 1: Create a New Cash Bill

Click the “New” or “Add” button to start a fresh transaction.

Step 2: Select or Change Customer

By default, the system selects your primary “Default Customer”. If you need to record the sale for a specific customer:

• Click the Customer button.

• Click on the Entity ID field to search.

  

• Search for the customer and select them from the list.

  

Step 3: Add Items to the Sale

You can add products in two ways:

• Scan: Use your barcode scanner directly in the search box.
• Manual: Click the Add button to manually select items.

  

For manual selection, search for the item name or code and click to select it.

Step 4: Adjust Quantity and Price

Once an item is added, you can edit the Quantity or Price (if you have the necessary permissions).

Continue adding items to the bill using the same method until the order is complete.

Step 5: Process Payment

When the customer is ready to pay:

• Select the relevant payment method (e.g., Cash, Card, E-Wallet) by clicking the red payment button.

  

• Enter the payment Amount and any other required information in the fields, then click Add.

  

Step 6: Finalize the Sale

Review the transaction one last time. Once confirmed, click the Final button to complete the sale and update your records.

4. Closing the Store: At the end of the business day, you must print a Z-Report to summarize your sales and collections.

• Select the relevant details to search for your Z-Report.

  

• You can print the Z-Report by clicking the Export to PDF button.

  

  

What happens next? Your sales are instantly recorded in the main accounts and stock levels are updated.

For Managers: Supporting the Team

Goal: Help staff and make sure sales records are correct.

1. Check and Review Sales

Use the Cash Bill Listing to see all recent sales. You can use the Advanced Search to filter for specific dates or periods.

Click into a specific cash bill to review its details. From here, you can edit remarks or email the receipt directly to the customer.

2. Reprint Receipts

If a customer needs another copy of a receipt:

• Select the cash bill from the listing.
• Click the Single/Multiple Print button to reprint.

  

3. Fix Serial Number Mistakes

If the wrong serial number was scanned:

• Open the cash bill from the listing and click into the specific Item.

  

• Click the Swap Serial Number tab.

  

• Select the current serial number and choose the correct available serial number from the box to swap them.

  

You can view a history of all swapped serial numbers and their details in the Swap Serial Number menu.

4. Settlement (Payment) Adjustments

If a staff member selects the wrong payment method, you can fix it using the Settlement Adjustment tool:

• Go to the specific cash bill and click the Settlement tab.

  

• In the Adjustment tab, click on the incorrect settlement method.

  

• Click Delete to remove the wrong method.

  

• Click the Add button to insert the correct settlement method.

  

• Key in the correct payment details and click Add.

  

• Finally, click the Adjust Settlement button to confirm and save the changes.

  

A history of adjusted payments can be found in the Settlement Adjustment menu.

5. View Collections

Use the Cashier Collection tool to see how much money has been collected by each payment method. Use the Advanced Search to generate reports for specific periods.

The report will automatically group your totals by settlement method (e.g., Cash, Card, E-Wallet).

Need to check from home? You can see all store activity in real-time from any device with manager access.

Sales Reports and History

The BigLedger POS provides simple tools to help you track your sales and check your records at the end of the day.

• Detailed Sales Records: Use the Cash Bill Listing to see every sale made. You can filter by date, store, or status to find exactly what you need.

  

  

• Breakdown of Payments: The Cashier Collection tool shows you a list of all payments received. You can group them by payment type (like Cash or Card) to see how much you collected for each.

  

  

• Daily Sales Summary (Z-Report): This is your end-of-day report. It shows total sales, any rounding, canceled orders, and a summary of all collections.

Common Examples

Example 1: Paying with Cash and E-Wallet

Situation: A customer wants to pay RM 50 in cash and the rest (RM 150) using an E-Wallet.

Steps:

1. Scan the items.
2. Choose Cash and type “50”.
3. Choose E-Wallet for the rest.
4. The system finishes the sale.
5. Result: Stock is updated immediately, and the money is recorded in the right place.

Example 2: Fixing a Serial Number Mistake

Situation: After the sale, you realize the wrong serial number was scanned for a product.

Steps:

1. Open the Cash Bill Listing and find the sale.
2. Click into the specific Item that has the wrong serial number.
3. Select the Swap Serial Number tab.
4. Select the current (wrong) serial number and choose the correct one from the available list.
5. Save the changes. Result: The system fixes the stock records for both items immediately.

Example 3: Settlement (Payment) Adjustment

Situation: A customer paid by Credit Card, but the staff accidentally recorded it as Cash.

Steps:

1. Open the cash bill and go to the Settlement tab.
2. Under Adjustment, select the “Cash” entry and click Delete.
3. Click Add and select “Credit Card” as the new payment method.
4. Key in the correct details and click Adjust Settlement. Result: Your accounting records are corrected to show the money in the Bank/Card account instead of the Cash drawer.

Other Helpful Tools

Linked Apps

• Stock Management - Manage product details
• Customer Records - Manage customer information
• Accounting Vaults - Track your money
• Tax Settings - Set up sales tax

Related Guides

• Cashier Daily Tasks
• Store Inventory Tools
• Receipt Management
• Sales Reports