Different combinations and priority rules for posting
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 rules.
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
If there’s one POS store, three POS units, and only one G/L account for the CASH (K) payment method, you can use the following combination in the 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 | 230450 | G/L Account | 720700 | 720700 |
If there are three POS stores, three POS units, and each of the stores is linked to a different G/L account for the CASH (K) payment method, it is recommended to perform the following setup, and achieve a full match:
| 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 | 230450 | G/L Account | 720700 | 720700 |
| STORE2 | CASH | REG2 | G/L Account | 230451 | G/L Account | 720700 | 720700 |
| STORE3 | CASH | REG3 | G/L Account | 230452 | G/L Account | 720700 | 720700 |
If there’s a single POS store, three POS units, and one G/L account for the CASH (K) payment method, it’s recommended to set up the 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 |
| STORE1 | CASH | REG2 | G/L Account | 230440 | G/L Account | 720700 | 720700 |
| STORE1 | CASH | REG3 | G/L Account | 230450 | G/L Account | 720700 | 720700 |
If there’s one POS store, three POS units, and one G/L account for the CASH (K) payment method, and each of the stores is linked to a different G/L account for the CASH (K) payment method, you can either go for a full match, or set one constraint for 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 | REG1 | G/L Account | 230490 | G/L Account | 720700 | 720700 |
| STORE1 | CASH | REG2 | G/L Account | 230490 | G/L Account | 720700 | 720700 |
| STORE1 | CASH | REG3 | G/L Account | 230490 | G/L Account | 720700 | 720700 |
| 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 | 230490 | G/L Account | 720700 | 720700 |
The posting setup is flexible, and it’s up to you to define the best fit for your clients’ requirements.
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.