POS Lite is the built‑in point of sale in RMS for processing simple shop sales and returns using POS Lite‑specific Sundry Charges, with optional barcode scanning and stock control.

Overview

POS Lite is the built‑in point of sale in RMS. It allows staff to process counter/shop sales and returns directly in RMS using POS Lite‑specific Sundry Charges.

You can use POS Lite to:

• Take payment immediately at the counter (Pay Now).

• Charge items back to a guest’s reservation (Charge to Area).

• Process returns and refunds for items previously sold.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Functionality

POS Lite is a simple, built‑in point of sale for shop or counter transactions in RMS. It uses POS Lite‑specific Sundry Charge to process sales and returns, and supports Pay Now, Charge to Area, and Returns, so you can either take payment immediately or post charges back to a reservation.

Benefits & Features

• POS Lite Sundry Charges: Only Sundry Charges that are specifically set up for POS Lite can be used in the POS Lite screen, and they can be added to both sales and returns.

• Barcode support: Sundry Charge can be configured with barcodes so you can scan items for faster and more accurate entry. See Barcode Scanners for POS Lite for setup and usage instructions.

• Stock control integration: If a Sundry Charge has Stock Control enabled, POS Lite will automatically adjust inventory when a sale or return is processed, helping keep stock levels accurate in RMS.

Things to be aware of

• POS Lite is not available to Trust Accounting properties.

• POS Lite cannot process blind (unreferenced) refunds, and if you use RMS Pay, you cannot send refunds for

• POS Lite transactions go back to the card. For RMS Pay transactions, refunds must be processed using a non‑gateway method (for example, Cash or Direct Deposit) and recorded accordingly.

• Only Discounts set to Access Allowed on the user's Security Profile will be available for selection when processing a sale or return in POS Lite. Discounts marked No Access will not appear. See Restrict User Access to Discounts.

Please Note! If the guest reservation is part of a Master Reservation with POS on Master set to Yes, POS Lite automatically posts the Charge to Area to the Master account instead of the individual reservation account. POS Lite is the only POS where this routing is guaranteed - for any third-party POS, confirm with your provider that they read the POS on Master setting.

Prerequisites

Before using POS Lite, ensure:

Users & Security Profiles

• The user has permission to access Accounting > POS Lite.

• If applying Discounts in POS Lite, the user's Security Profile must have the required Discounts set to Access Allowed. See Restrict User Access to Discounts for configuration details.

POS Lite Sundry Charges

• Required items are set up as Sundry Charge.

• Each applicable Sundry Charge is configured for POS Lite use.

• Optional: Barcodes and Stock Control are configured where required.

Payment Methods / Gateways

• Payment methods (e.g. Cash, EFTPOS, Credit Card, Direct Credit) are configured in RMS.

• Any Payment Gateway terminals are correctly integrated.

• If using RMS Pay, review RMS Pay refund limitations (no blind refunds, POS Lite refunds must follow the Return rules in this article).

Setup & Configuration Guide

Use this section as a high‑level guide; link out to detailed configuration articles where needed.

1. Set up POS Lite Sundry Charges

   • Create or update the Sundry Charge to be used in POS Lite.

   • Flag them for POS Lite use and, if required:

     • Add barcodes.

     • Enable Stock Control.

How to Use

Sale: Pay Now

POS Lite provides the ability to process walk-up sales with customers paying at the time of purchase. 

1. Navigate to Accounting > POS Lite.
   
    
2. Select 'Sale'.
   
    
3. Optional: Select a Grouping.
4. Select a Sundry Charge.
5. Optional: Enter a Transaction Comment.
6. Optional: Select a Discount.
7. Enter a Quantity.
8. Enter a Unit Price.
9. Select 'Add'.
    
10. Choose 'Pay Now'.
    
     
11. Select the Payment Type.
12. Enter the Payment Details.
13. Optional: Enter a Transaction Comment.
14. Select 'Ok' to finalise the sale.
    
     

Tip! Repeat Steps 3-9 to add additional items.

Please Note! Payment Details will vary based on the payment method selected.
• Cash: Enter the Tendered Amount.
• EFTPOS: Select the Card Type & Transaction Fee option.
• Credit Card: Select the Card Type and Transaction Fee option.
• EFTPOS (Payment Gateway): Select the EFTPOS Terminal & Card Type.
• Direct Credit: Select the Date Banked and enter the Drawer.

Tip! The receipt will itemise all sale items and the payment taken.

Tip! The Audit Trail Report, Cash Transactions Report, and Sundry Usage Report can be used to view transactions for a Sale completed in POS Lite.

Sale: Charge to Area

Chargebacks allow you to sell an item through POS Lite and redirect the chargeback to the Guest's reservation. 

1. Navigate to Accounting > POS Lite.
   
    
2. Select 'Sale'.
   
    
3. Optional: Select a Grouping.
4. Select a Sundry Charge.
5. Optional: Enter a Transaction Comment.
6. Optional: Select a Discount.
7. Enter a Quantity.
8. Enter a Unit Price.
9. Select 'Add'.
   
    
10. Choose 'Charge to Area'.
    
     
11. Choose the 'Allowed' view.
12. Highlight a Reservation.
13. Select the 'Charge Back' icon.
    
     
14. Select 'Yes' to finalise the sale and transfer the charges to the reservation account.
    
     
15. Print the Receipt for guest's signature. 
    

Tip! Repeat Steps 3-9 to add additional items.

Tip! If you have multiple accounts enabled, you can choose to post the chargeback on the main account or the extras account.

Return

The return option in POS Lite allows you to process refunds and returns of previously sold items.

Important! POS Lite cannot process blind (unreferenced) refunds. How you handle a refund depends on how the original Sale was completed:
• If the Sale was completed using Charge to Area, open the guest’s Reservation Account and process a Refund for the related receipt on that account.
• If the Sale was paid using a third‑party payment gateway (non–RMS Pay) and the gateway doesn’t support blind refunds via integration, enter the Return in POS Lite using the ‘EFTPOS’ Refund Type to record the reversal in RMS, then process the refund manually on your EFTPOS terminal or in your payment gateway portal.
• If the Sale was paid using RMS Pay for E‑Commerce or RMS Pay EFTPOS, you cannot send a blind refund back to the card from POS Lite because the RMS Pay EFTPOS terminals are fully integrated with the gateway. Enter the Return in POS Lite using a non‑gateway Refund Type (for example, Cash or Direct Deposit) and refund the guest outside of the gateway using that method.

Processing a Return in POS Lite

1. Navigate to Accounting > POS Lite.
   
    
2. Select 'Return'.
   
    
3. Optional: Select a Grouping.
4. Select a Sundry Charge.
5. Optional: Enter a Transaction Comment.
6. Optional: Select a Discount.
7. Enter a Quantity.
8. Enter a Unit Price.
9. Select 'Add'.
   
    
10. Choose 'Return'.
    
     
11. Select the Refund Type.
12. Enter the Refund Details.
13. Optional: Enter a Transaction Comment.
14. Select 'Process' to finalise the refund.
    

Tip! Repeat steps 3-9 for all return items.

Please Note! Refund Details will vary based upon the payment method selected.
• Cash: Select the Refund Type as 'Cash'.
• EFTPOS: Select the Card Type.
• Direct Credit: Enter the Drawer.

Tip! The receipt will itemise all refunded items with the option for guest signature.

Tip! Refunds can be viewed on the Audit Trail Report or Cash Transactions Report with the 'Refunds' option selected.

POS Lite Reporting

Transactions created through POS Lite are not created on a single POS Lite Account and can be viewed using the Audit Trail Report and/or Cash Transactions Report.

Sundry Usage

The Sundry Usage Report provides a summary of Sundry Charges used for a selected date range and can be used to track sales for POS Lite Sundry Charges.

• Reports > Accounting > Sundry Usage.

Audit Trail Report

The Audit Trail Report includes an option to only display the Account Classification of 'POS Lite' and can be used to view all financial transactions processed in POS Lite for the selected date range.

• Reports > Accounting > Audit Trail.

Cash Transactions Report

The Cash Transactions Report includes an option to only display the Account Classification of 'POS Lite' and will show any Receipt created for a Sale in POS Lite.

• Reports > Accounting > Cash Transaction.
   

Stock Control Report

The Stock Control Report can be used to view the inventory movement of any Sundry Charge setup with Stock Control. 

• Reports > Daily > Stock Control.

Tip! For more information on POS Lite, please review the course within RMS University.