Making a Sale via POS
The POS module is the fastest way to process a sale in Rexolia. It handles everything from product search to receipt generation in a single flow, including automatic insurance co-payment splitting for covered customers.
Before You Start
Make sure the following are in place before your first sale:
- Your business details and TIN are filled in (see Getting Started)
- Tax classes are configured (see Tax Configuration)
- Products are assigned the correct tax class
- Products are in stock and are not expired
- For Rwanda: OSDC credentials are activated (see RRA EBM Activation)
Step by Step
1. Open the POS
Click the POS icon in the left navigation menu.
2. Confirm Your Branch
A prompt will ask you to confirm your business branch. Click the branch name to proceed. If you operate a single location this will be your headquarters.
3. Add Products to the Cart
Use the search bar to find products by name or code. Click a product to add it to the cart. Adjust quantities directly in the cart.
Products must exist in inventory with stock available before they can be added to a cart. A product with zero stock cannot be sold. You cannot sell beyond available connected to your warehouse
4. Link a Customer
Click Add Customer above the cart.
- If the customer exists, search by name or phone number and select them.
- If the customer does not exist, click New Customer to create their record. You can attach an insurance card to the new customer at this stage if they have one.
:::warning Link the customer before checkout Customer details cannot be added to a sale after checkout is confirmed. If you realise after the fact that a customer was not linked or their insurance was not applied (For Pharmacies) or Loyalty credits (for retails), the sale must be refunded and reissued. :::
5. Review Insurance Co-payment (if applicable / Pharmacies)
If the linked customer has an active insurance card (RAMA, RSSB, Mutuelle, or other), Rexolia detects the coverage automatically and displays the co-payment split on screen.
The split is calculated per line item for covered products:
| Example (85/15 plan) | |
|---|---|
| Insurer portion | 85% of covered item cost |
| Patient portion | 15% of covered item cost |
| Uncovered items | 100% paid by patient |
Review the split carefully before proceeding. Once checkout is confirmed the split is locked and cannot be modified.
:::info Insurance not showing? If a customer has insurance but the co-payment split is not appearing, their insurance card may not be registered in Rexolia or may have expired or Sold items are not included in the covered product. (see Insurance Co-Payment) :::
6. Select Payment Method and Checkout
Select the payment method (cash, mobile money, card, or other) and click Checkout.
Rexolia will:
- Generate the invoice and assign an invoice number
- Deduct sold quantity from stock on the correct batch according to your inventory settings (FEFO/FIFO/LIFO)
- Apply insurance co-payment / Fidelity credits & discount split per covered line item
- Sign the receipt with RRA's OSDC server (RRA compliance if your Business is based in Rwanda)
- Create insurance claim records for insurer-covered portions (If your Business is based in Rwanda and you configured this )
7. Print or Download the Receipt
The receipt screen appears immediately after checkout. From here you can:
- Print the receipt directly
- Download as PDF
- Issue a copy receipt (CS) if the customer needs a duplicate later
What Rexolia Does Automatically
| Action | Detail |
|---|---|
| Insurance coverage | Applied per line item for covered products only |
| Co-payment split | Patient and insurer portions calculated automatically |
| Stock deduction | Deducted from the correct batch using your configured inventory method (FIFO/FEFO/LIFO) |
| Invoice number | Assigned sequentially at checkout |
| EBM signing | Receipt signed by RRA's OSDC server before display (Rwanda based users) |
Refunding a Sale
If a sale needs to be reversed after checkout, issue a Normal Refund (NR) receipt from the original receipt detail page. Click Refund, enter the reason, and confirm.
Rexolia will:
- Create an NR receipt referencing the original NS receipt number
- Restore stock to inventory
- Record the refund reason
An NS receipt can only be refunded once. See Refunds for the full refund process.
Frequently Asked Questions
Can I sell a product that is not in inventory? No. All products sold through POS must exist in inventory. Goods cannot be sold when stock is below the requested quantity. Service items are exempt from this restriction.
Can I process a sale without a customer linked? Yes, for anonymous walk-in sales. However if the customer needs discount or co-payment, they must be linked before checkout.
What happens if the OSDC connection fails at checkout? The sale is blocked. Rexolia requires a live connection to RRA's signing server to issue a compliant receipt if your Business is based in Rwanda. Resolve the connectivity issue before retrying. See RRA EBM Activation for troubleshooting.