Configure POS Posting Setup
The POS Posting Setup defines how the receipts for cash and other payment methods are posted in the General Ledger or Sub-Ledgers in the system.
| Article Name | Description |
|---|---|
| POS Store Code | The POS store code should be provided if you wish to set a specific posting logic for the store. |
| POS Payment Method Code | The posting logic of a POS Payment Method. |
| POS Payment Bin Code | The posting logic of a specific POS Payment Bin Code. |
| Account Type | The type of account which is going to be affected when the receipt is posted. Apart from the General Ledger, you can also use a Customer Ledger or a Bank Ledger at this level. In brief, posting will be done at sub-ledger level if you choose to do so. |
| Account No. | Determines which account number from the Chart of Account, customer number from the Customer Card or bank number from the Bank is being debited when a particular POS Payment Method is received. |
| Difference Account Type | Determines what type of account is going to be affected on posting any difference between a theoretical POS Unit amount and physical cash amount when doing receipt balancing. Apart from the General Ledger, you can also set a Customer Ledger or a Bank Ledger at this level. In brief, posting will be done at sub-ledger level if you choose to do so. |
| Close to POS Bin No. | This field is not used for the example store. |
| Difference Acc. No. | Determines which account is going to be affected with a negative cash difference. |
| Difference Acc. No. (Neg) | Determines which account is going to be affected with a positive cash difference. |
Different combinations in the POS Posting Setup
The POS Posting Setup is used for posting the payment from the POS on a specific General Ledger account or a bank account. Different components of the POS Posting Setup have different priority levels determined by the Posting Priority Rule.
The sales account is configured by combining the specified Gen. Bus. Posting Group and the Gen. Prod. Posting Group in the POS Posting Setup administrative section of Business Central. For that reason, you’ve configured the posting group NATIONAL in the POS Posting Profile and the Gen. Prod. Posting Group in the Item Card of each item.
Regardless of how it is set up, it’s necessary to consider the following elements:
- POS Store Code
- POS Payment Method Code
- POS Payment Bin Code
The posting setup selection is based on a posting priority rule. There are 3 possible combinations:
- If all POS Stores use the same G/L account for posting, you only need to set the POS Payment Method Code.
| Store Code | Payment Method Code | Payment Bin Code | Account Type | Account No. | Difference Account Type | Difference Acc. No. | Difference Acc. No. (Neg) |
|---|---|---|---|---|---|---|---|
| CASH | G/L Account | 230450 | G/L Account | 720700 | 720700 |
- If each store has a different account for the POS Payment Method, then you need to set a combination of the POS Store Code and the POS Payment Method Code.
| Store Code | Payment Method Code | Payment Bin Code | Account Type | Account No. | Difference Account Type | Difference Acc. No. | Difference Acc. No. (Neg) |
|---|---|---|---|---|---|---|---|
| STORE1 | CASH | G/L Account | 230430 | G/L Account | 720700 | 720700 | |
| STORE2 | CASH | G/L Account | 230440 | G/L Account | 720700 | 720700 | |
| STORE3 | CASH | G/L Account | 230450 | G/L Account | 720700 | 720700 |
- If you’re using a different account for each store and POS Unit, you need to do a Full Match with the POS Store Code, the POS Payment Method Code, and the POS Payment Bin Code.
| Store Code | Payment Method Code | Payment Bin Code | Account Type | Account No. | Difference Account Type | Difference Acc. No. | Difference Acc. No. (Neg) |
|---|---|---|---|---|---|---|---|
| STORE1 | CASH | REG1 | G/L Account | 230430 | G/L Account | 720700 | 720700 |
| STORE2 | CASH | REG2 | G/L Account | 230440 | G/L Account | 720700 | 720700 |
| STORE3 | CASH | REG3 | G/L Account | 230450 | G/L Account | 720700 | 720700 |
When posting, the system will prioritize:
- Full Match – POS Store Code, POS Payment Method Code, POS Payment Bin Code
- 2 constraints – POS Store Code, POS Payment Method Code
- 1 constraint – POS Payment Method Code
Common combinations in POS Posting Setup (Cash)
This example showcases what occurs when closing the register and how the system generates proper journal entries based on the POS Posting Setup.
| Store Code | Payment Method Code | Payment Bin Code | Account Type | Account No. | Difference Account Type | Difference Acc. No. | Difference Acc. No. (Neg) |
|---|---|---|---|---|---|---|---|
| CASH | G/L Account | 230430 | G/L Account | 720700 | 720700 | ||
| STORE1 | CASH | BANK | G/L Account | 230440 | G/L Account | 720700 | 720700 |
| STORE1 | CASH | SAFE | G/L Account | 230450 | G/L Account | 720700 | 720700 |
When you receive a payment in CASH, the G/L account 230430 is debited with that amount.
When balancing is done, if there is a difference between the physical cash count and the register amount, the difference is recorded in the account 720700.
After the cash balancing is done, and you decide you wish to transfer some money into a BANK (or a BANK Intermediary Account), the account 230440 will be debited and the account 230430 will be credited with the transferred amount.
After the cash balancing is done, and you decide to transfer some money into a SAFE, the account 230450 will be debited and the account 230430 is credited with the transferred amount.