General setting on ERPNext for GPos company-wise

Step 1: ZATCA Phase Setting

To comply with Saudi Arabia's e-invoicing law (ZATCA), you must select the correct ZATCA Phase for your company. This ensures all invoices generated from POS follow the correct tax format and encryption required by Saudi regulations.

What to Do:

Go to: ERPNext > Accounting > Company
Open your company record.
Find the field for ZATCA Phase
Select either:

Phase-1: Basic e-Invoicing (no direct integration with ZATCA)
Phase-2: Advanced phase with invoice encryption, QR code, and system integration with ZATCA.

Important :

If you’re still on Phase-1, check the ZATCA Wave Schedule Document to know if your company must now switch to Phase-2 (based on size, turnover, etc.).

Step 2: CR, VAT & Address Details

Your company’s official information must be complete and accurate as per ZATCA rules. These details are printed on invoices and sent to ZATCA in Phase-2, so make sure they're correct.

Required Fields:

CR Number – Your Commercial Registration number.
VAT Number – Your company’s registered tax number.
Company Address:

Building Number: Must be exactly 4 digits (e.g: 0123)
ZIP or PO Box Number:Must be 5 digits (e.g., 12345)

ZATCA will reject invoices with incorrect or incomplete address format.

Step 3: Claudion POS Settings

This is where you configure how the POS should behave — pricing, tax, discount, barcode format, and ZATCA-related settings.

Path: ERPNext > Claudion POS Settings

Main POS Settings (Top Section)

These settings control core behavior of the POS system.

Field	Explanation
Inclusive	Select this if your item price already includes VAT (e.g., 115 SAR including tax).
Exclusive	Select this if VAT should be added separately (e.g., 100 SAR + 15% VAT).
Discount Field	Adds an input box to allow discount entry during POS billing.
Show Item Pictures	Displays product images on the POS screen for easy selection.
Post to Sales Invoice	When enabled, transactions will generate a standard Sales Invoice document.
Post to POS Invoice	When enabled, creates a specialized POS Invoice (usually used in retail setups).
Is Tax Included in Price	Tells the system whether the item prices include tax. Will be overridden by POS Profile settings.
Item Tax Template	Sets a default VAT template (e.g., 15% KSA VAT). Overridden if POS Profile has its own template.
Income Account	Default accounting ledger to record sales revenue. Overridden by POS Profile.
ZATCA Multiple Setting	Custom field – may be used to manage ZATCA tokens, devices, or special compliance setups.

Sales Taxes and Charges Table

Used to define how VAT is calculated in each POS transaction.

Field	Explanation
Type	Defines how tax is applied (e.g., On Net Total or On Item Level).
Account Head	The VAT ledger used in your accounting (e.g., "VAT 15% - JATC").
Tax Rate	VAT rate applied (usually 15%).
Amount	Auto-calculated based on item price and tax rate.
Total	Total tax applied in that row.

Barcode Settings

Used when your POS integrates with weighing machines, barcode scales, etc.

These settings define how item codes, prices, or weights are read from barcodes.

Field	Explanation
Prefix Included or Not	Tick this if your barcodes begin with a prefix (e.g., "ITM123456").
No. of Prefix Characters	Length of the prefix (e.g., 3 characters = "ITM").
Prefix	The actual prefix string used.
Item Code Total Digits	Length of the item code portion in the barcode.
Item Code Starting Position	Position in the barcode where item code starts.
Branch	(Optional) Use to map barcode to a branch or warehouse.
Tax Percentage	Default tax percentage to apply when using barcode logic. Overridden by POS Profile.

Price and Weight Settings

Used when barcodes include encoded price or weight.

Field	Explanation
Weight Starting Position	Digit number in barcode where weight begins.
Weight Total Digits	Total digits used for weight (excluding decimals).
No. of Decimals in Weight	Decimal places allowed (e.g., 2 for 12.34 kg).
Price Included in Barcode or Not	Enable if barcode includes item price.
Price Starting Position	Position in the barcode where price info starts.
Price Total Digits	Number of digits representing price.
No. of Decimals in Price	Decimal places used in price (e.g., 2 for 10.50).

Unit of Measure (UoM) in ERPNext

UoM refers to the standard unit used to measure and sell an item, such as pcs, kg, litre, or box. In ERPNext, UoM ensures that sales, purchases, stock tracking, and pricing remain consistent across all transactions.

Editable Quantity in UOM

When the Editable Quantity checkbox is enabled for a Unit of Measure (e.g., Box, Nos, etc.), it allows the cashier or POS user to manually change the quantity of that item during billing. If disabled, the quantity will be fixed based on the system’s configuration (such as 1 Box, 1 Piece) and cannot be changed at the POS screen.

This setting helps in controlling sales entry accuracy, especially when selling in fixed packaging units.

Editable Price in UOM

When the Editable Price checkbox is enabled, the cashier or POS user can manually change the selling price of the item at the time of billing.

If disabled, the selling price will be locked to the rate defined in the system’s Price List and cannot be altered during the sale.

This setting is useful when you want to allow price adjustments (e.g., for discounts, special offers) or prevent unauthorized changes to item prices at the counter.

For GPos and Offline POS:

Every item must have a Default UoM set in its Item Master
Ensure that the UoM is correctly linked with its conversion factors (e.g., 1 box = 12 pcs) if you sell items in multiple packaging formats.
Incorrect or missing UoM can cause billing errors and stock mismatches in POS transactions.

Example

Soft Drink Bottle – Default UoM: pcs

Sugar – Default UoM: kg

Invoice in ERPNext (for GPos)

An invoice is an official document that records a sale between the company and the customer. In ERPNext’s GPos (Offline POS), invoices are automatically generated when a transaction is completed at the POS.

For GPos and Offline POS:

Sales Invoice is created in ERPNext after completing the POS sale.
The invoice contains details like customer name, items sold, quantities, UoM, rates, taxes, and total amount.
If ZATCA compliance is enabled, the invoice will include mandatory QR code and ZATCA-compliant format.
In Offline Mode, invoices are stored locally on the cashier machine and synced automatically to ERPNext once internet connectivity is available.

Automated Mode of Payment Linking via POS Profile

When creating a Sales Invoice and selecting a POS Profile, the system automaticall:-

Loads all payment modes defined in that POS profile.
Applies branch-specific settings such as cashier details, pricing rules, and tax configurations.

This reduces manual selection and ensures correct payment mapping for ZATCA compliance.

Example Flow:

Set in POS Profile:

Cash Riyadh → Default
Card Riyadh → Optional

Create Sales Invoice:

Select POS Profile, eg: University Branch.
The invoice automatically fetches Cash Riyadh as the payment method (and lists others for selection).

Benefit: Saves time, avoids manual errors, and ensures consistency in billing across branches.