How to Create a Retail Point‐of‐Sale System with Excel

Co-authored by Luigi Oppido

Last Updated: May 30, 2024

Do you need a simple POS (point of sale) system for your small retail shop? With this method, you can manage the following facilities without special software or expensive equipment:

Issue a sales bill using barcode
Manage purchases
Control inventory
Day end and month end stock balance
Daily sales
Daily purchases

Steps

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1
Learn Microsoft Excel. Learn about Excel macros.
- Create Excel workbook with 6 worksheets for followings steps like this:
- Bills
- Pur
- Purchase
- Sales
- Stock balance
- Setup
2
Create a setup page with these headings, setup your stock items
- Category Code : Create specific codes for your each item. This must be a unique ID number for each items. Use this to create the barcodes.
- According to this, take all the inventory items & create a code and update the sheet with opening stock, pur, price, and sales price. You have to give the correct purchase price and sales prices because when you issue a bill, price will be selected from this sheet. The opening balance will be linked with the stock balance sheet. If you don’t have a barcode printer, just print the receipt to A4 Sheet and paste it to your sales items.
- Create a Stock balance sheet:
- Create this sheet with below headings:
- Copy this formula to each row and copy paste to down:
- Code: =IF(setup!$B$3:$B$323"",setup!$B$3:$B$323,"")
- Description: =IF(setup!$C$3:$C$323"",setup!$C$3:$C$323,"")
- Opening Balance: =SUM(IF(B3=setup!$B$3:$B$1021,setup!$D$3:$D$1021))
- Purchase: =SUM(IF(B3=purchase!$B$2:$B$2005,purchase!$D$2:$D$2005))
- Sales: =SUM(IF(B3=sales!$H$2:$H$2551,sales!$J$2:$J$2551))
- Stock: =+D3+E3-F3
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3
Create a bill sheet:
- Create a sheet according to this format and give the below formula to each row and create macros with below codes.
- Line: =IF(C5="","",B4+1)
- Code: Create a list box link with setup page item code and name. when you connect a bar code reader with bar code sticker details will auto pick.
- Description: =I4
- Qty : this column you have to enter manually according to customer purchase qty.
- Price: =IF(E4="","",VLOOKUP(C4,al,5,0)*E4)
  - macro for Save bill
- Create a button called Save bill and copy this code: You can download this file form file
- Sub Dayendsales()'
- 'Dayendsales Macro
- Sheets("Tsales").Select
- Columns("G:G").Select
- Selection.Insert Shift:=xlToRight, CopyOrigin:=xlFormatFromLeftOrAbove
- Range("E2:E255").Select
- Selection.copy
- Range("G2").Select
- Selection.PasteSpecial Paste:=xlPasteValues, Operation:=xlNone, SkipBlanks _
  =False, Transpose:=False
- Sheets("sales").Select
- Range("B3:D1572").Select
- Application.CutCopyMode = False
- Selection.ClearContents
- Range("D3").Select
- End Sub
- Sub DayendPurchases()'
- ' DayendPurchases Macro'
- Sheets("Tpurchase").Select
- Columns("F:F").Select
- Selection.Insert Shift:=xlToRight, CopyOrigin:=xlFormatFromLeftOrAbove
- Range("D2:D643").Select
- Selection.copy
- Range("F2").Select
- Selection.PasteSpecial Paste:=xlPasteValues, Operation:=xlNone, SkipBlanks _
  =False, Transpose:=False
- Application.CutCopyMode = False
- Sheets("purchase").Select
- Range("C3:D625").Select
- Selection.ClearContents
- Range("E3").Select
- End Sub
- Sub SaveBill()'
- ' SaveBill Macro'
- Application.Run "'shop sales control.xls'!copy"
- Application.Run "'shop sales control.xls'!SaleReplace"
- End Sub
- Sub DayEnd()'
- ' DayEnd Macro
- End Sub
4
Create a Pur sheet: according to this format
- Now create the Purchase and sales data save page with this format:
- Sales data base

Community Q&A

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Question

How does this work with a scanner and bar codes?

Community Answer

A scanner replicates keyboard entry. Instead of entering all the barcode digits on the keyboard, the scanner reads them and enters them for you.

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Create Bar code:

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Download Bar code Generator or can do it Online.

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Example for barcode I generate for sample file

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