POS Settings
Set discount rules, your UPI ID, GST scheme and filing months, day start, new-order alerts and no-show deposits from the owner's Counter settings page.
Counter settings is the owner's workspace for the rules the counter follows: how much discount a cashier can give, which UPI ID the counter shows, how you charge GST, when your trading day starts and what happens to a deposit when a booked customer does not arrive.
Who can change what
- Only the store owner (the super-admin role) can save changes. Other admins see Read-only. Ask the store owner to change these settings.
- The POS add-on must be active. Otherwise you see Counter access is unavailable or inactive. Saved settings can be reviewed here. and every control is disabled. See Turn On the POS Add-on.
- The Tax and Day & alerts tabs show These values are available only to the store owner. to everyone else.
- If the page says This counter session belongs to another store. Reload after switching stores., you are signed in to a different store than the page expects. Reload after switching.
Open Counter settings
Screen: In the classic sidebar open Counter devices → Counter devices; in the new sidebar choose
Counter devices in the counter group. Both open /counter/devices. Select Settings in the row
of tabs under the title to open /settings/pos. You can also go to /settings/pos directly.
The page title is Counter settings with the line Rules for payments and daily counter work. Below it are three groups: links to other owner screens, add-on shortcuts (owner only), and five tabs.
Plan access and the counter device
The owner can save settings when the store has current POS access, even before a counter device is bound. A device's offline permission is separate: an old enabled device does not extend a lapsed add-on, and binding a device does not buy the add-on.
If these settings are read-only, check the current POS add-on and your owner permissions. If
settings work but a counter recovery or stock-review task is unavailable, check the bound device,
register and cashier, then sign in online again. A downloaded catalogue alone does not establish
permission to complete that task. Counter pack selection is at /settings/pos/packs; it follows
the store's current access as well.
Discounts
Open the Discounts tab (the first tab, shown by default).
Allow discounts
Switch Allow discounts at the counter on or off. This is the master switch for counter discounts.
Cap what cashiers can give
Switch Limit what cashiers can give on, then enter Cashier cap (%), a number from 0 to 100 (up to two decimals).
Ask the owner above a threshold
Switch Ask owner above this discount on and enter Owner approval above (%), 0 to 100. If this value is at or above the cashier cap you see Owner approval is at or above the cashier cap; cashiers cannot reach this threshold.
Edit the reason buttons
A reason is required for every discount. Open Edit reason buttons to rename Reason 1, Reason 2 and so on (up to 40 characters each). Do not create a button called Other: the save refuses it (see the list of refusals below). At the counter, the Discount sheet always offers Other as the last choice of its Reason · required dropdown, and picking it opens a text box labelled Other reason · required where the cashier types the reason. The discount cannot be applied while that box is empty.
The counter's Reason · required dropdown lists your reason buttons in the order you saved them, then Other last.
Note
Why do cashiers see a reason I did not add? If no reason buttons are saved, the counter falls back to the built-in list: Regular customer, Bulk purchase, Damaged item, Festival offer and Staff. Two buttons with the same name (ignoring capital letters) show once.
Save
Select Save settings. You see Settings saved.
The save is refused (with Settings could not load or save. Check the values and try again.) when you have no reason buttons or more than 8, a reason is longer than 40 characters, two reasons repeat, a reason is the word Other, or a percentage is outside 0 to 100. See Counter Billing & Tenders for how cashiers use these rules at the bill.
UPI
Open the UPI tab (title UPI settings).
Enter your UPI ID
Type your ID in UPI ID. Payee name shows the name on file, or Not available.
Save it
Select Save UPI ID. It is disabled until the value differs from the saved one. Changing the ID clears the old confirmation, so the status goes back to ₹1 receipt not confirmed.
Confirm with a Rs 1 payment
Select Confirm ₹1 receipt. A dialog tells you to send Rs 1 to your ID from another phone and check your bank app. Scan Scan this ₹1 verification QR if you like, then select I received ₹1 (or Not received to cancel). The status becomes ₹1 receipt confirmed by owner on the date.
When owner verification is switched on
If owner verification is enabled for your store, selecting Save UPI ID on a changed ID does not save straight away. The page shows Verify the UPI ID change instead.
Wait for the code
The page asks for the owner code sent to the masked phone number it shows, and states that your saved UPI ID stays the same until verification succeeds. It also shows Code expires in a countdown. The request must come from an approved counter device bound to this store; otherwise you see Use an approved counter device for this store, then send a new code.
Enter the code
Type the code into 6-digit owner code and select Verify and save UPI ID. The button stays disabled until you have entered exactly six digits, and while the code is expired or was not delivered.
Resend if needed
Send a new code is disabled while the countdown Send again in…seconds runs. When the code expires the page says This code has expired. Request a new code.
Edge cases:
- A wrong or expired code shows The code is invalid or expired… and the saved ID is not changed. Correct the code or send a new one.
- If the code was not delivered, wait for the resend timer and select Send a new code.
- On a network error while confirming, retry with the same code; it is safely retried as the same request. Editing the code starts a fresh confirmation.
- Editing the UPI ID field again cancels the pending verification. Saving the same ID as the saved one is not possible (the button is disabled), and Confirm ₹1 receipt is disabled while a verification is open.
- If owner verification is not enabled, the direct save described above is all that happens.
Confirm ₹1 receipt is separate: it records your manual receipt check and is not the code approval.
This is your own confirmation, not bank-verified evidence: the page says so. If the QR cannot be made you see Could not make the ₹1 QR. You can use the saved UPI ID above. with Retry QR. Confirm ₹1 receipt only works for the ID that is already saved.
Tax
Open the Tax tab (title GST settings). Owner only.
Invoice prefix
Screen: /settings/pos?tab=tax. The Invoice prefix section is the first thing on the Tax tab, above the
GST settings below. It sets the letters printed at the start of every GST invoice number, and it must be set before the
store's first GST bill. The counter's own prompt links straight to this tab.
Open the section
Open Counter settings → Tax. While the prefix loads you see a short loading mark. If it cannot load you see Could not load the invoice prefix. Try again. with a Try again button; select it to ask again.
Type the prefix
Under Invoice prefix (up to 3 letters or numbers) type 1 to 3 characters, for example INV or A1. The box
holds at most 3 characters and turns everything you type into capital letters. A store that has never set a
prefix shows the box empty. Anything other than 1 to 3 capital letters or numbers (a space, a dash, a symbol)
shows Use 1 to 3 capital letters or numbers. and keeps Save invoice prefix disabled.
Save
Select Save invoice prefix. You see Invoice prefix saved. If the save fails you see Could not save the invoice prefix. Try again., or one of the plain refusals Set your invoice prefix in POS settings before collecting GST payment (up to 3 characters). and Your invoice prefix is too long. Use up to 3 characters in POS settings.
Who can change it. Only the store owner can type and save, and only while the POS add-on is active. For anyone else the box and the button are disabled.
What the counter does until it is set. A store that charges Regular GST cannot take a payment until it has a prefix. The counter shows a banner, Set your invoice prefix to issue GST invoices., with a small Prefix (up to 3 letters or digits) box, Save prefix and a Set invoice prefix link to this tab, for the owner. Any other signed-in person sees Ask the store owner to set the invoice prefix in POS settings before collecting GST payment. Charging meanwhile shows Set your invoice prefix in POS settings before collecting GST payment (up to 3 characters). The same banner appears on the Paid screen for a receipt that is still provisional. Once the prefix is saved, from either place, the banner disappears and payment works again. Stores on Composition or No GSTIN do not issue GST invoice numbers and are not blocked.
Same prefix as your store invoice settings
This box reads and saves the store's invoice prefix, the same one the numbered-invoice screen shows read-only as Store prefix (see Invoice numbers). The POS limit is 3 characters in total, so a longer prefix set elsewhere must be shortened here before the counter can bill GST.
Choose how you charge GST
Under How do you charge GST? choose Regular GST, Composition · no GST charged or No GSTIN, then select Save tax scheme. The button is disabled until you change the choice.
Set the e-invoice flag
Tick My business is above the e-invoice limit if it applies, and select Save e-invoice setting. The note explains that GSTIN bills need an IRN from the government portal, which you upload after billing.
Declare filed GST months
Under Filed GST months you see Last declared filed month (or None filed) and Next open month. Pick Filed through month (a past month only) or tick None filed, and type Reason for declaration or correction. Select Review declaration, check the summary, then Record declaration. Edit goes back. Every correction is audited and listed below.
Day & alerts
Open the Day & alerts tab (title Day close and owner alerts). Owner only.
- The day-start rule reads: the store-local day starts at 04:00 by default, and closing registers or tables does not start a new day.
- New day starts at (a time) and Counter density (Calm or Dense), saved with Save day and density, are shown only to stores with the restaurant pack. Other stores see Changing day start and density is available only to stores with the restaurant pack. Other stores need backend support.
- Under New online-order alerts switch WhatsApp alerts and Push alerts on this phone on or off and select Save alerts. These apply to new online orders; device push permission is managed separately. If the store push switch is off you see Store push alerts are off in Counter settings. This device can be saved, but new-order alerts will not be sent until the store switch is on.
- Back to Today returns to the cashier's day view.
No-show deposits
Screen: open Counter settings (see above), then the No-show deposits tab. Only the store owner can change anything here. An owner can also arrive here from Appointments: open a booked appointment and select Change deposit decision (see the last step below).
Set the store rule
Under When a customer does not arrive choose Keep the deposit or Refund the deposit, then select Save no-show policy. The button stays disabled until you change the choice. This saved rule is what the counter applies. When any counter staff member, including a cashier signed in with a PIN, marks an appointment Did not attend on Today's appointments, the store rule is applied automatically and the cashier cannot override it. This choice governs no-shows only: a booking that is cancelled at the counter follows the store's cancellation window instead (see Cancelling at the counter follows the cancellation window).
Find the booking for a one-off decision
Under One booking override the page says Choose the booking from the list, review the details, then record the owner decision. Type in Find a booking by customer or service to narrow the list; it matches the customer's name or phone number or the service name. The list shows booked appointments from the last 14 days that have already started, newest first. Each row shows the customer, the service and the start time. If nothing matches you see No booked appointments to show. Try a different name. If the list could not load, select Try again. There is no Booking ID field any more; you never type or paste an ID.
Review the booking
Select a row. The page shows the customer, service, time and Status, then one Deposit captured line per payment (amount and date) or No deposit payment found for this booking. Select Choose a different booking to go back to the list.
Record the decision
Only a booking whose status is Booked can take a decision. Choose Decision for this booking (Keep the deposit or Refund the deposit), type the Reason for override, select Review booking decision, check the summary, then select Record no-show decision. Edit goes back without recording. When it succeeds you see No-show decision recorded and booking refreshed.
Start from the appointment
In the admin panel open Appointments, open a booked appointment and select Change deposit decision. This button is shown only to the store owner and only while the appointment is still Booked. It opens this tab with that appointment already loaded for review.
On the counter's Today's appointments, an appointment that was marked Did not attend shows Saved no-show policy (Keep deposit or Refund deposit), Owner override recorded for this appointment. when you made a one-off decision, and one outcome line: Deposit kept, Deposit refunded, Refund pending. It is not complete until the refund shows in the payment record. or No deposit was paid for this booking. A saved refund rule is an instruction, not proof the refund has finished: check the booking's payment record. If a cancelled or no-show appointment has no recorded decision, you see No deposit disposition is supplied for this appointment. Recorded refunds are shown separately.
Why can't I see the booking I want? The list only holds booked appointments that started in the last 14 days. Older, cancelled, finished or already marked appointments are not listed. Why is there no decision form? The booking is not in Booked status, you are not signed in as the store owner (non-owners see Read-only. Ask the store owner to change these settings.), or the POS add-on is inactive. The form appears only for the owner while the add-on is active. Under the deposit choices, Open appointments takes you to the Appointments page in the admin panel.
Cancelling at the counter follows the cancellation window
Screen: the counter's Today's appointments, a booked appointment's details, Cancel appointment.
The Keep the deposit / Refund the deposit choice above is not used when a cashier cancels a booking. The deposit follows the Cancellation window (hrs) the owner set under the Appointments Settings (see Booking Settings & Presets):
- Cancelled inside the window, the deposit up to the amount the counter names is kept.
- Cancelled outside the window, the deposit is refunded.
The cancel confirmation spells out which case applies before the cashier confirms. The wording and what the cashier does next are in Cancel a booking at the counter. To change the outcome for future cancellations, change the cancellation window in the Appointments settings; to change what happens to a no-show, change the choice in No-show deposits.
See Appointments & Bookings for how deposits are taken.
Kitchen stations
Screen: /settings/pos/kitchen-stations. Owner only; a restaurant store only. Open Counter
settings (/settings/pos) and select the Kitchen stations link beside Counter density. The
link is shown to the owner on a restaurant store; a store without the restaurant switch on sees Available for
restaurant stores. Turn on the restaurant switch to use this setting. on the page and no stations are
loaded. Other roles cannot open the page.
The page intro reads Choose which kitchen receives order tickets. A category without its own station goes to the main kitchen.
Check the starting point
A store that has never saved stations starts with one station named Main kitchen, marked as the main kitchen. A line such as 3 categories have no station of their own and go to the main kitchen. tells you how many categories fall back to it.
Name, add and choose stations
Edit Station name (1 to 60 characters; spaces at the ends are trimmed). Select Add station to add another. Use the Main kitchen choice to say which station is the fallback, and the In use tick to take a station out of use. The main kitchen must be in use (The main kitchen must be in use.), and a station that is not in use cannot be made the main kitchen. A blank or over-long name shows Give every station a name of up to 60 characters.
Save
Select Save. It stays disabled until something changed and every name is valid. Kitchen stations saved. confirms. Back returns to Counter settings.
Printers are not connected here. The page says A printer is not connected from this screen. Until one is connected, the cashier confirms kitchen receipt on the counter screen. Category-to-station mapping and printer binding are not edited on this page; it keeps whatever is already set.
A station with categories or a printer cannot be taken out of use. Un-ticking In use on such a station shows A station with categories or a printer attached must stay in use. This screen cannot detach them. and Save stays disabled; nothing is sent.
| Message | What happened and what to do |
|---|---|
| Another owner changed the kitchen stations while you were editing. Review the latest setting. | A conflict. Save is disabled and your edits are not sent. Select Review latest to reload the current stations (your unsaved edits are dropped), edit again, then Save. |
| Kitchen tickets are still open. Confirm or print them, then save again. | Open kitchen tickets block the change. Your edits are kept; confirm receipt of the open tickets on the counter, then Save again. |
| Could not save. Your choices are retained. Try again. | Any other failure; select Save again. |
| Could not load these details. Try again. | Select Try again. |
Shortcuts on the page
The first group of buttons opens other owner screens: Prepare for offline, and, for the owner, Stock freshness, Invoice numbers per counter, Card machine, Receipt printer, Offline readiness, Recipes and ingredients, Working pack, Counter density and Receipt, credit note and kitchen ticket languages. The second group shows Customer profiles, Accounting and Tally, Gift cards and store credit and QR table ordering, each marked On or Not on.
For the owner, a Buying & stock row of ten buttons also sits at the top (suppliers, purchase orders, goods received, supplier dues, reorder list, returns to a supplier, lots and expiry, stock nearing expiry, price labels and scale labels); see Find the Purchasing menu.
Prepare for offline opens the connected preparation flow below. Receipt printer opens saved printer settings; follow printer setup. For the invoice-number screen, see Invoice Numbers per Counter. The stock-freshness, invoice-number and card-machine screens have separate availability checks; opening a shortcut does not establish that its hardware or service is ready.
As the owner you also see links to the stock and location tools, in the same group: Receive stock, Advanced counter modules, Review location mapping and Stock by location open those owner screens (see Shared Inventory). Review legacy stock evidence · Not available yet opens a page that is marked as not connected yet; it does not show live figures. Managers and cashiers do not see these links.
Prepare this counter for offline use
Screen: Counter devices → Settings → Prepare for offline, or /settings/pos/offline.
Prepare while connected, as the store owner on the approved counter browser for this store.
An active POS entitlement and enabled offline preparation are required. A store admin may open the
route but cannot substitute for owner authority when preparing or activating a copy.
Download and check the catalogue
Select Prepare offline copy. Follow Preparing catalog, then Checking saved catalog. Review again refreshes preparation progress. Existing waiting bills and the current bill are kept.
Activate the checked copy
On New copy checked, choose Use this copy, or Keep current copy to leave the current copy in use. Use this copy is disabled until verification finishes. A downloaded catalogue alone is not permission to bill offline; look for Ready for offline use with valid offline access.
Inspect storage and waiting work
Review Catalog checked, Photos saved, Waiting bills and Storage protection. Use Protect storage if offered. Missing photos have a fallback; names, sizes and prices remain usable. Waiting bills lists retained sales; Review held bills lists bills held for owner review. These views do not discard or automatically approve them.
Refresh before the next outage
When ready, Prepare again downloads a replacement for review. Activate it with Use this copy while connected. If the server requires reconciliation, the screen says The server requires reconciliation of the current offline copy before a replacement can be activated. Your current copy and saved bills are retained. Reconnect and resolve the waiting work before retrying; do not clear browser storage or repeatedly start replacements. When the old copy's sales have all been sent, the counter reconciles it for you and the replacement activates; the old copy is then retired.
Why does preparation stop? Check owner authority, approved device, current access, network and storage. Catalog downloaded means offline billing is not active. Saved bills cannot be opened requires preserving the device and asking the owner for recovery; Recovery details explains what to retain. Storage is nearly full pauses new preparation: send waiting bills and free unrelated storage. Never erase saved bills or keys. See offline counter use.
Does the prepared copy also cover a BillionBiz outage? Yes. The offline copy is used whenever the counter cannot reach the server, whether the shop's internet is down or the internet is fine but BillionBiz itself is not answering. In both cases the header reads Offline · N bills waiting and the counter sells for cash on the prepared copy. There is no separate setting to turn on for this. If you never prepared a copy on this browser, the counter cannot sell during either kind of outage, so prepare it ahead of time. See Sell for cash when the server cannot be reached.
Why does offline preparation say it is not available for per-location stock?
A store that tracks a separate stock count for each location (after you take a location live) cannot prepare an offline copy yet. Per-location offline billing is not available, so the counter stays online-only. Choosing Prepare offline copy on such a store shows one of these messages instead of downloading anything:
| Message | What it means | What to do |
|---|---|---|
| Offline billing is not yet available for stores using per-location stock. Keep billing online; reconnecting will not enable offline billing for this store. | The store uses per-location stock. | Keep billing online. Retrying or reconnecting does not change this. |
| This counter is not assigned to a stock location. Ask the owner to assign its register to a location before preparing offline access. Keep billing online. | The counter's register has no stock location. | The owner assigns the register to a location under Activate one location (see Take one location live), then binds the counter again. |
| This counter's stock location has changed. Ask the owner to review the register's location assignment and bind the counter again. Keep billing online. | The register was moved to a different location after the counter was bound. | The owner checks the register's location, then binds the counter again. |
Online billing at that counter is not affected, and any bills already waiting on the device are kept.
Settings language
Owner POS settings follow the admin panel's selected language. A failed language load keeps the current language; changing the cashier receipt language is a separate task. The control labels in this guide are English.
Troubleshooting
| What you see | What to do |
|---|---|
| Every control is greyed out | You are not the store owner, or the POS add-on is inactive. Check both. |
| Settings changed elsewhere. Reload before saving. | Someone saved first. Reload the page and repeat your change. |
| Your account cannot access these settings. | Your role cannot open this section; ask the store owner. |
| Settings are not available for this store. | Reload after switching stores; if it persists, contact support. |
| Save invoice prefix is disabled | The box is empty or has something other than 1 to 3 capital letters or numbers, you are not the store owner, or the POS add-on is inactive. |
| The counter says Set your invoice prefix to issue GST invoices. | The store charges Regular GST and has no prefix yet. The owner saves one under Counter settings → Tax → Invoice prefix, or in the banner itself. |
| Save settings gives Settings could not load or save. on Discounts | Check reason count (1 to 8), length (40), duplicates, the word Other and the 0 to 100 percentages. |
| Verify the UPI ID change appears, but no code arrives | Check you are on an approved counter device for this store, wait for the resend timer, then Send a new code. The saved UPI ID is unchanged meanwhile. |
| Confirm ₹1 receipt is disabled | Save the UPI ID first; the field must equal the saved ID. |
| Day start and density are missing | Only stores with the restaurant pack get these controls. |
Review approvals and owner PIN access
Screen: the store owner opens /settings/pos/approvals, titled Approvals & audit.
The cashier stays on the original refund, void or other approval-requiring action.
- From the cashier's Owner approval required screen, use Ask owner remotely if available, or choose Owner, enter Owner PIN, then Approve with owner PIN. Only an eligible linked owner can supply that approval; a manager or a role label alone is not owner identity.
- For remote requests, the owner reviews Pending owner requests, the action and its deadline. Enter Reason (optional, up to 200 characters) if useful, then Confirm approval or Reject request. Use Refresh requests & audit to read the latest server result.
- For a refund or a paid-bill void, POS submits the original action for you as soon as the owner approves, using that approval; the cashier does not press the button again. For any other approval-requiring action, return to it and submit it if it has not run. Permission granted. The original action has not been completed by this approval screen. means the approval screen itself grants permission only; check the action's own result for the refund, void or undo. Requests that expired or whose action changed cannot authorize a new action.
- The owner can review Daily audit, select Business date and inspect Recorded events. Notification delivery is not proof that the owner read or approved a request.
Why did an incorrect owner PIN not sign out the cashier? Approval checks the selected owner's PIN separately from the cashier session. A refused PIN keeps the binding and bill so it can be retried. Explicit device revocation still stops new billing. Dismiss leaves a remote request pending until its two-minute deadline; reloading loses that screen's request secret.
For an existing linked owner, open Counter devices → Cashier access → Manage access → Manage staff PIN, enter New 6-digit PIN, then Reset staff PIN. The owner uses no cashier seat. Owner PIN enrollment must link the authenticated store owner to that identity; merely naming a cashier Owner cannot grant approval authority. If no linked owner is offered, ask the owner to resolve that identity before retrying; the existing-staff screen does not provide a new-owner enrollment wizard. Manage staff PIN is disabled without permission or a linked cashier.
Loyalty policy save and activation messages
Open /settings/pos/loyalty, titled Loyalty programme., with an authorized admin account.
For a policy you have entered, select Review policy, check the values, then Save as draft.
Saving does not make points live. Activate programme is the separate activation step for a
saved policy; Saved, not live is not confirmation that points can be earned or spent.
If you see Someone else changed this programme. Reload to see the latest version., reload and review the current policy before making another change. Points cannot go live until settlement is connected to loyalty. is an activation refusal: saving again cannot connect settlement. Ask the owner to resolve that readiness requirement before retrying. Controls are disabled while a request is running; do not assume a pending activation completed.
Cashier reads versus owner settings
Screen: Counter devices → Settings opens /settings/pos for admin settings; a cashier
continues billing at /pos. A valid cashier PIN session can read the counter's available POS
capabilities and the selected customer's loyalty account. This does not let that cashier save
Counter settings, change loyalty policy, or open owner payment exceptions.
Why can a cashier see a loyalty balance but not change settings? Reading balance and consent is part of billing, while saving settings remains owner-only. If the account read fails, reconnect and check the store, approved device, register and PIN sign-in; do not grant owner access as a workaround. See cashier capability access.