How Inventory Settings Affect the Point of Sale

Every setting on the Inventory Item form has a direct impact on how the item behaves at the Point of Sale. This article explains each setting and its POS effect so you can configure items correctly for your cashiers and sales workflow.

Display and Visibility Settings

Display in POS

Setting	POS Effect
Display in POS = Checked	The item appears in the POS item grid and can be found by searching or scanning. This is the default for all new items.
Display in POS = Unchecked	The item is hidden from the POS item grid and search results. It cannot be added to a sale directly. Use this for raw materials, components, or internal-use items that should never be sold on their own.

Is Modifier Only

Setting	POS Effect
Is Modifier Only = Unchecked	The item can be sold as a standalone product (normal behavior).
Is Modifier Only = Checked	The item is hidden from the POS item grid and cannot be added to a sale directly. It can only appear as an attribute, modifier, or sub-item of another item. Use this for add-ons like "Extra Cheese" or "Gift Wrapping" that should never be sold by themselves.

Disabled (Enabled checkbox unchecked)

Setting	POS Effect
Enabled = Yes (default)	The item is active and available for sale.
Enabled = No (disabled)	The item does not appear in the POS at all. It cannot be sold, searched, or scanned. Use this to retire items without deleting them.

Stock and Availability Settings

Allow Orders Exceeding Stock

This is one of the most important settings for POS behavior:

Setting	POS Effect
Allow Orders Exceeding Stock = Checked	The cashier can sell any quantity regardless of current stock levels. No warnings or blocks appear. Useful for items you can backorder or services.
Allow Orders Exceeding Stock = Unchecked	When the cashier tries to sell more than the available stock, AccuArk blocks the transaction and displays a warning. The cashier cannot complete the sale for that item until stock is available.

Important: This setting is checked per-location. The available stock at the current register's location is what gets checked.

Track Stock

Setting	POS Effect
Track Stock = Checked	Every sale reduces the stock count. AccuArk tracks exactly how many units are available.
Track Stock = Unchecked	Sales do not affect stock counts. The item has no quantity tracking. This is automatic for Service items and Kit items.

Pricing Settings

Allow Price Change

Setting	POS Effect
Allow Price Change = Checked	The cashier can modify the item's price during a sale. A price field or edit button is available on the POS line item.
Allow Price Change = Unchecked	The price is locked. The cashier cannot change it at the POS. The item always sells at its set price (or promotional price if active). This is useful for regulated items or when you want strict price control.

Note: Even with this setting unchecked, managers with the appropriate permission can override the price lock.

Allow Discount

Setting	POS Effect
Allow Discount = Checked	The cashier can apply a manual discount (percentage or dollar amount) to this item during a sale.
Allow Discount = Unchecked	No manual discounts can be applied to this item at the POS. Automatic promotional pricing still applies if configured, but the cashier cannot manually reduce the price.

Promotional Pricing

If promotional pricing rules are configured on the Pricing tab:

Scenario	POS Effect
Active promotion with matching date range	The promotional price is automatically applied when the item is added to a sale. The cashier sees the discounted price.
Quantity-based promotion (e.g., buy 3 get 10% off)	The discount triggers automatically when the cashier enters a quantity that meets the threshold.
Customer-type promotion	The promotion only applies when the customer account matches the specified type (e.g., wholesale customers get a different price).
Bundle promotion	When multiple qualifying items are added, the bundle price applies to the group.

Note and Description Settings

Prompt Note on Sale

Setting	POS Effect
Prompt Note on Sale = Checked	Every time this item is added to a sale, a dialog box appears asking the cashier to enter a note. The note is saved with the sale line item. Useful for custom orders, engraving instructions, or special requests.
Prompt Note on Sale = Unchecked	No note prompt appears (default). The cashier can still manually add notes if needed.

Print Description on Invoice

Setting	POS Effect
Print Description on Invoice = Checked	The item's full description field is printed below the item name on the receipt or invoice. Useful for items with important details (dimensions, materials, warranty info).
Print Description on Invoice = Unchecked	Only the item name appears on the receipt (default).

Attributes at the POS

When Allows Attributes is checked and attributes are configured:

Behavior	Description
Attribute selection popup	When the item is added to a sale, a dialog appears showing all available attributes grouped by category (e.g., Size: S/M/L/XL, Color: Red/Blue/Green).
Required vs. optional attributes	Required attributes must be selected before the item can be added. Optional attributes can be skipped.
Price adjustments	Each attribute can have a price adjustment. For example, selecting "Large" might add $2.00 to the base price. The POS shows the total adjusted price.
Receipt display	Selected attributes are printed below the item name on the receipt (e.g., "T-Shirt - Size: L, Color: Blue").
Max quantity	Each attribute can have a maximum quantity limit (e.g., max 3 extra toppings).

Package Items at the POS

Kit Items (Virtual Bundles)

When a Kit item is added to a sale:

Behavior	Description
Component display	The kit's sub-items are listed below the kit name on the POS screen and receipt.
Stock deduction	Stock is deducted from each component item individually. The kit itself has no stock.
Sub-item selection	If Requires Sub-Item Selection is checked, a dialog appears letting the customer choose options (e.g., pick a side dish). If unchecked, all components are added automatically.
Pricing	The kit can have its own price, or the price can be the sum of components plus any adjustments.

Assembly Items (Pre-Built Units)

When an Assembly item is added to a sale:

Behavior	Description
Single item	The assembly sells as a single item — the POS does not show individual components.
Stock deduction	Stock is deducted from the assembly item itself (not its components). Components were already consumed when the assembly was built.
Pricing	The assembly has its own price, independent of component costs.

Serial Number Capture

When Track Serials is checked:

Behavior	Description
Serial selection prompt	When the item is added to a sale, the cashier must select or scan a specific serial number from the available units.
Available serials only	Only serials with "Available" status at the current location are shown for selection.
One serial per unit	If the customer buys 3 units, the cashier must select 3 different serial numbers.
Receipt printing	Selected serial numbers are printed on the receipt for warranty and tracking purposes.
Post-sale status	After the sale, the selected serials are automatically marked as "Sold" and linked to the customer.

Barcode Scanning

When a barcode is configured for the item:

Setting	POS Effect
Barcode/UPC field populated	Scanning the barcode at the POS automatically adds the item to the sale. If Scanner Auto-Add Mode is enabled in Machine Configuration, the item is added immediately with quantity 1.
SKU field populated	The SKU can also be used for searching and scanning if the POS search is configured to match SKU values.

Quick Add Integration

If an item does not exist and Quick Add is enabled:

Behavior	Description
Quick Add prompt	When a barcode is scanned that doesn't match any item, the POS offers to create a new item on the fly.
Minimal fields	Quick Add captures just the essential fields (name, price, barcode). The full item can be completed later from the Inventory Item form.

Summary: Settings Quick Reference

Setting	Where on Form	POS Impact
Display in POS	General tab	Visible in POS grid
Is Modifier Only	General tab	Hidden from grid, only as add-on
Enabled	General tab	Active/retired
Allow Orders Exceeding Stock	General tab	Block or allow overselling
Track Stock	General tab	Deduct stock on sale
Allow Price Change	General tab	Cashier can edit price
Allow Discount	General tab	Cashier can apply discounts
Prompt Note on Sale	General tab	Note dialog on add
Print Description	General tab	Description on receipt
Track Serials	General tab	Serial selection required
Allows Attributes	General tab	Attribute picker on add
Is Package (Kit)	General tab	Components shown, component stock deducted
Is Package (Assembly)	General tab	Sells as single item
Requires Sub-Item Selection	General tab	Choice dialog on add
Promotional Pricing	Pricing tab	Auto-applied discounts
Barcode / SKU	General tab	Scan to add

How Inventory Settings Affect the Point of Sale