Processing Payment

The Payment Dialog is where transactions are finalized. It handles single payments, split payments, loyalty point redemption, write-offs, and generates the final invoice.

Opening the Payment Dialog

Open the Payment Dialog by:

• Clicking the Pay button in the Cart Summary
• Pressing F4
• Using Command Search (Ctrl + K → "Process Payment")

Payment Dialog Layout

Header Section

• Dialog Title — "Payment" (or "Return Payment" in return mode)
• Customer Name — Shows the selected customer
• Outstanding / Credit Information — If the customer has outstanding balance or available credit, it's displayed here
• Return Badge — An amber "Return" badge appears when processing a refund

Left Panel (Main Content)

Amount Due Card

A large, prominent card showing the total amount due:

• Blue/Primary for normal transactions
• Amber for returns
• Shows the grand total with currency symbol

Subtotal Breakdown

Below the amount due, a collapsible breakdown shows:

• Subtotal
• Tax details (each tax line with rate)
• Active offers and coupon discounts
• Loyalty amount (if applied)
• Write-off amount

Payment Method Selector

A list of available payment methods as selectable buttons. Each method shows:

• Method Icon — Automatic icon selection based on the method name:
  • "Cash" → Banknote icon
  • "Card", "Credit", "Debit" → Credit Card icon
  • "Bank", "Transfer" → Bank/Landmark icon
  • "Mobile", "M-Pesa", "Wallet" → Smartphone icon
  • "Check", "Cheque" → Document icon
  • Other → Dollar Sign icon
• Method Name — e.g., "Cash", "Credit Card"
• Clicking selects the method and highlights it

Navigate between methods using ↑/↓ arrow keys.

Tendered Amount Input

A large numeric input field where you enter the amount paid by the customer.

Quick Amount Buttons — Four preset buttons appear below the input:

• Exact Amount — The rounded grand total
• Next 10 — Rounded up to the next 10 boundary (e.g., $47 → $50)
• Next 50 — Rounded up to the next 50 boundary (e.g., $47 → $50)
• Next 100 — Rounded up to the next 100 boundary (e.g., $47 → $100)

Click any quick amount to instantly fill the tendered amount.

Change / Remaining Amount

• Change Amount (green) — Displayed when the customer pays more than the total: Tendered - Grand Total
• Remaining Amount (red) — Displayed when the customer pays less than the total (for split payments): Grand Total - Tendered

Right Panel (Desktop Only) — Numpad

A 3×4 grid numpad for touch-friendly amount entry:

[ 7 ] [ 8 ] [ 9 ]
[ 4 ] [ 5 ] [ 6 ]
[ 1 ] [ 2 ] [ 3 ]
[ C ] [ 0 ] [ ⌫ ]

• Number keys (0-9) — Append digit to the tendered amount
• C (Clear) — Reset the tendered amount to 0
• ⌫ (Backspace) — Remove the last digit

The numpad is hidden on screens smaller than the large (lg) breakpoint.

Footer

• Keyboard Hint — Shows "Enter to submit" shortcut
• Cancel — Close the payment dialog without processing
• Save Only — Submit the invoice without printing
• Save & Print — Submit the invoice and open the print preview (primary action)

Split Payments

Split payments allow the customer to pay using multiple payment methods in a single transaction (e.g., part cash, part card).

How to Use Split Payments

1. Open the Payment Dialog
2. Click "Split Payment" to enable split mode
3. Select the first payment method (e.g., Cash)
4. Enter the amount for this method
5. Click "Add" — the payment is recorded
6. Select the second payment method (e.g., Card)
7. Enter the remaining amount
8. Click "Add"
9. Continue until the total paid equals or exceeds the grand total

Split Payment Display

When split mode is active:

• A split payments table appears showing each added payment (method + amount)
• Each row has a Remove button to delete that split entry
• The Remaining Amount updates in real-time
• The total of all splits must cover the grand total before submission

Loyalty Points Redemption

If the selected customer is enrolled in a Loyalty Program and has accumulated points, a loyalty redemption section appears in the payment dialog.

How to Redeem Loyalty Points

1. The dialog shows the customer's available loyalty points and their monetary value
2. Click "Redeem Points" to expand the loyalty input
3. Enter the number of points to redeem (minimum 0, maximum is the lesser of available points or the equivalent of the invoice total)
4. The system calculates the monetary value: Points ÷ Conversion Factor = Amount
5. Click "Apply" to apply the redemption
6. The loyalty amount is deducted from the total due
7. The loyalty amount appears in violet text in the summary

Loyalty Point Limits

• Points redeemed cannot exceed the customer's available balance
• The monetary value of redeemed points cannot exceed the invoice grand total
• Loyalty redemption is not available in Return Mode
• Points are updated in ERPNext after the invoice is submitted

Write-Off Amount

If "Allow Write Off Change" is enabled in POS Profile, a write-off input appears in the payment dialog.

This is useful for writing off small remaining amounts (e.g., customer pays $49.95 on a $50.00 bill, and you write off the $0.05 difference).

How to use:

1. Enter the write-off amount in the input field
2. The amount is deducted from the total due
3. The write-off is recorded against the configured Write-Off Account and Cost Center
4. Write-off is not available in Return Mode

Submitting Payment

Validation Before Submission

Before the invoice can be submitted, the system validates:

For Normal Transactions:

• Cart is not empty
• A customer is selected
• All items have positive quantities
• Payment method is selected (single mode) or split payments cover the total

For Return Transactions:

• Cart is not empty
• A customer is selected
• A "Return Against" invoice is set
• All items have negative quantities
• Grand total is negative

Save Only (Without Print)

Click "Save Only" or press Ctrl + Enter to submit the invoice without printing:

1. Invoice data is compiled from the cart, payments, discounts, offers, and loyalty
2. Web Mode (Offline) — If offline mode is enabled and the network is unavailable, the invoice is saved to the offline store for later sync
3. A success toast shows the invoice name
4. The cart is cleared for the next transaction
5. The last invoice name is stored for the "Print Last" feature

Save & Print

Click "Save & Print" or press Enter to submit and immediately print:

1. Same submission process as "Save Only"
2. After successful submission:

• Web Mode — A new browser window opens with the print preview using the configured print format

3. The browser print dialog appears automatically

Error Handling & Offline Fallback

If the server is unreachable during submission:

• In offline mode, the invoice is automatically saved to the offline queue
• A toast notification warns that the invoice was saved offline
• The invoice syncs automatically when connectivity is restored
• Without offline mode, an error message is displayed

Printing Receipts

Print After Payment

After "Save & Print", the receipt opens in a new window with the configurable print format (default: "XPOS Thermal Receipt"). The browser's print dialog triggers automatically.

Print Last Receipt

• Click the Print button in the Navbar, or press Ctrl + P
• This reprints the last submitted invoice
• Only visible if "Allow Print Last Invoice" is enabled and there's a recent invoice

Print from Orders

• Navigate to Orders view
• Click an order to view details
• Click the Print button in the order detail modal