How to Configure POS Tender Types
Card machines and wallet apps never appear on the same ledger as the till
Many shops already own a SumUp, Square Stand, bank QR, or Venmo flow that works well at the counter. The ERP only knows cash and generic card, so every non-cash sale is re-labelled by hand at close.
Finance cannot tell SumUp from Stripe from a bank transfer when everything lands in one Undeposited Funds bucket. Fee rates differ, deposit timing differs, and the Z-report cannot explain the variance.
Switching processors means rewriting checkout screens or waiting for a vendor integration. Until then, staff invent spreadsheet workarounds that break stock and tax posting.
Why this happens
- Hard-coding only cash and card on the till while the merchant uses several processors.
- Posting every non-cash tender to one clearing account with no tender identity.
- Writing custom payment-method strings into legacy fields that normalisers map back to cash.
- Treating processor payouts as bank deposits with no link to the day’s till totals.
Biznsbook addresses this through company-defined tender types, per-tender clearing accounts, tender settlements when the POS module is licensed — terminal and back-office checkout share unified SaleBill posting.
Finance teams lose days each month reconciling versions that should never have diverged. Naming Biznsbook screens as the system of record — and closing periods when agreed — prevents silent edits that auditors flag immediately.
Step-by-step: Configure POS Tender Types
Built for retailers who need a fast till, float discipline, and the same INV-* sale bill in stock and GL — not a standalone cash register.
- Open Tender types. In Biznsbook go to Payments → Tender types (Company Admin / Manage company settings). The first open lazily seeds system Cash, Card, and Stripe-card when Terminal is enabled.
- Add a merchant tender. Create SumUp card, Bank transfer, or Venmo QR. Choose a kind (Card, BankTransfer, WalletQr, and so on) so change, drawer, and declare-at-close rules stay correct.
- Confirm the clearing account. Leave the default auto-created {Name} Clearing leaf asset, or pick a company-owned asset that is not a control account. Journals debit that account per sale leg.
- Optional QR or reference. Upload a static QR image, or set a UPI template with amount placeholders for wallet tenders. Tick Requires reference when cashiers must enter a processor slip id.
- Restrict registers if needed. Optionally limit a tender to specific POS terminals so a back-counter QR does not appear on every till.
- Train the till and settle later. Cashiers complete sales with the new tender buttons. Record processor payouts under Payments → Tender settlements and use Reconcile to compare taken vs settled vs clearing.
Review results after the first full weekly cycle. Adjust roles, mappings, or approvals where the same exception repeats.
Screen-level flows live in the Help Center. This guide focuses on the business process; help articles cover click-by-click navigation.
Common mistakes to avoid
- Mistake 1: Hard-coding only cash and card on the till while the merchant uses several processors. Repeating this each month usually shows up first in cash reconciliation and till speed.
- Mistake 2: Posting every non-cash tender to one clearing account with no tender identity. Repeating this each month usually shows up first in cash reconciliation and till speed.
- Mistake 3: Writing custom payment-method strings into legacy fields that normalisers map back to cash. Repeating this each month usually shows up first in cash reconciliation and till speed.
- Mistake 4: Treating processor payouts as bank deposits with no link to the day’s till totals. Repeating this each month usually shows up first in cash reconciliation and till speed.
Track recurring exceptions in month-end notes; each should map to a control above.
Best practices that hold up as you scale
- Open Tender types — In Biznsbook go to Payments → Tender types (Company Admin / Manage company settings).
- Add a merchant tender — Create SumUp card, Bank transfer, or Venmo QR.
- Confirm the clearing account — Leave the default auto-created {Name} Clearing leaf asset, or pick a company-owned asset that is not a control account.
- Optional QR or reference — Upload a static QR image, or set a UPI template with amount placeholders for wallet tenders.
- Restrict registers if needed — Optionally limit a tender to specific POS terminals so a back-counter QR does not appear on every till.
Teams that open on a named register, park holds, and close with expected cash keep variance disputes short.
How Biznsbook supports this workflow
company-defined tender types is documented in Biznsbook POS capabilities. Use it as part of a controlled finance process — posting, review, and period close — not as an isolated export. When Sales, Purchase, Inventory, Taxation, Expense, or Finance Management modules are enabled, related documents can post through the central accounting posting service with double-entry validation.
per-tender clearing accounts is documented in Biznsbook POS capabilities. Use it as part of a controlled finance process — posting, review, and period close — not as an isolated export. When Sales, Purchase, Inventory, Taxation, Expense, or Finance Management modules are enabled, related documents can post through the central accounting posting service with double-entry validation.
tender settlements is documented in Biznsbook POS capabilities. Use it as part of a controlled finance process — posting, review, and period close — not as an isolated export. When Sales, Purchase, Inventory, Taxation, Expense, or Finance Management modules are enabled, related documents can post through the central accounting posting service with double-entry validation.
Sessions, barcode, split tender, X/Z reports, and receipt branding are covered in Docs/POS — use Help Center for click-level screens.
Suggested implementation timeline
- Week 1: Document current process gaps and configure company-defined tender types with finance owner sign-off.
- Weeks 2–3: Pilot on one month or one entity; post all test transactions through Biznsbook; freeze parallel spreadsheet journals.
- Week 4: Run first trial balance or report tie-out; fix mapping and permission issues.
- Month 2–3: Roll out to full team; add approvals and period close cadence from this guide.
- Ongoing: Monthly review using what stays out of product and leadership dashboard.
How clearing accounts keep processors honest
Each active tender points at a leaf asset clearing account. A sale debit hits that account for the leg amount (cash legs already net of change). When the processor pays out, Tender settlements debit bank for the net, debit Payment Processing Fees for the fee, and credit clearing for the gross. If gross is off net plus fee by a rounding penny, Biznsbook derives gross the same way Stripe payouts do.
That identity — taken minus settled versus clearing balance — is what the Reconcile screen shows. Stale clearing older than the tender’s StaleAfterDays (default seven) can surface in Attention Center so finance notices uncleared processors without a nightly Hangfire scan.
Legacy payment columns stay a summary
SaleBill.PaymentMethod still only stores cash, card, or split for older readers and imports. When tender legs are present, Biznsbook derives those columns from drawer vs non-drawer amounts: all cash → cash; all non-cash → card; mixed → split. Custom tender names are never written into PaymentMethod, because unknown strings would be normalised back to cash.
Toast imports, Shopify imports, and bills created before tender types continue to use the legacy columns alone. New terminal sales with legs also write SaleBillTender rows that reports, refunds, and Z-breakdowns prefer when present.
Metrics to track monthly
- Open sessions with a selected POS terminal
- Cash sales with ClientRequestId retries that stay single INV-*
- Parked bills resolved before close
- X-reports run mid-shift without closing
- Terminal Z generated per register/day
Start with three metrics; trend direction matters more than a single point-in-time snapshot.
Spreadsheet / manual books vs integrated ERP
Compare typical manual finance work with Biznsbook company-defined tender types and related capabilities.
| Capability | Manual / Spreadsheet | Biznsbook |
|---|---|---|
| Payment methods | ❌ Cash / card only, notes for the rest | ✅ Named tenders for each processor or wallet |
| Clearing | ❌ One undeposited bucket | ✅ Per-tender clearing account |
| Processor fees | ❌ Found on the bank statement | ✅ Posted at settlement (gross / fee / net) |
| Changing processors | ❌ Wait for a vendor build | ✅ Add a tender; keep existing hardware |
| Legacy shops | ❌ Forced migration | ✅ Zero tender rows = classic cash/card/split |
| Platform cut | ❌ Often bundled rates | ✅ Biznsbook takes 0% of sales |
What stays out of product
Biznsbook does not drive third-party card terminals, auto-confirm QR via bank APIs, or replace online invoice payment links. Tender types record what already happened at the counter and post it cleanly to the ledger.
Document this in your finance SOP and revisit each quarter as transaction volume or entity structure changes.
Frequently asked questions
Does configuring tender types change my Stripe Terminal setup?
No. Stripe card remains a system tender when Terminal is enabled. Other tenders (SumUp, bank transfer, QR) sit beside it. You can use both on one multi-tender sale when amounts add up.
What if we never open Tender types?
Nothing changes. Companies with zero PosTenderType rows keep the classic cash, card, and split buttons and journals. Lazy seed only runs when someone opens the tender list.
Can I delete a tender after it has sales?
No hard delete once a tender has sale, refund, or settlement history. Deactivate it so historical clearing stays intact.
Does Biznsbook confirm wallet QR payments with the bank?
No. Static or UPI template QR is shown for the customer to pay; the cashier confirms Received. Auto bank confirmation is out of scope.
Where do payouts get booked?
Payments → Tender settlements posts bank (net), processing fees, and clears the tender’s clearing account for the gross — the same pattern as Stripe payout posting.
How this differs by industry
Retail
Boutiques keep a SumUp reader for cards and a Venmo QR for younger shoppers, each with its own clearing line on the Z-report.
Wholesale & distribution
Trade counters take bank transfer for large walk-in collections while cash stays in the drawer tender.
Manufacturing
Factory outlets record card-machine sales as a named tender without waiting for a native reader integration.