POS System User Manual

Introduction

Welcome to the POS (Point of Sale) System! This comprehensive system helps you manage your retail operations efficiently.

System Overview

┌─────────────────────────────────────────────────────────────────┐
│                          ADMIN                                   │
│                    (Full system control)                         │
└────────────────────────────┬────────────────────────────────────┘
                             │
    ┌────────────────────────┼────────────────────────────────┐
    │                        │                                │
    ▼                        ▼                                ▼
┌──────────────┐    ┌──────────────┐    ┌──────────────────────┐
│  PRODUCTION  │───►│    STORES    │───►│        SHOPS          │
│   MANAGER    │    │    MANAGER   │    │  Manager + Attendants │
└──────────────┘    └──────────────┘    └──────────────────────┘
        │                   │                       │
        └───────────────────┴───────────────────────┘
                            │
              ┌─────────────┴─────────────┐
              │                           │
              ▼                           ▼
        ┌───────────┐              ┌───────────┐
        │ ACCOUNTANT│              │  AUDITOR  │
        │(Financial)│              │(Read-only)│
        └───────────┘              └───────────┘

Getting Started

Logging In

1. Navigate to your POS system URL
2. Enter your email and password
3. Click Login

First-Time Setup (Admin Only)

If you're the first admin user:

1. Login with your admin credentials
2. You'll be redirected to Tenant Setup
3. Enter your organization details:
   • Organization Name
   • Currency Symbol (e.g., GH₵, $, £)
   • Address and contact information
4. Click Complete Setup

Data Tables & Navigation

• Sorting: Click any column header that displays a sorting icon to easily sort lists (e.g., inventory, sales, users) alphabetically or numerically. Clicking the header toggles between ascending and descending order.
• Filtering: Use the filter panels above most data lists to search by date, name, status, and other fields efficiently.

User Roles & Permissions

Dashboard

The dashboard provides an at-a-glance view of your business:

Point of Sale (POS)

Opening a Shift

Making a Sale

1. Search for products:
   • Type in the search bar (supports product name or SKU)
   • Click a product to add it to the cart
2. Adjust quantities:
   • Use + / - buttons to change quantity
   • Click the trash icon to remove an item
3. Apply discounts (if permitted):
   • Enter discount percentage or amount
4. Complete the sale:
   • Click Checkout
   • Enter the amount received
   • Select payment method
   • Click Complete Sale
5. Print receipt:
   • A receipt will be generated automatically
   • Click Print or share via WhatsApp

Payment Methods

Voiding a Sale

If a sale was made in error:

1. Go to Sales History
2. Find the sale
3. Click View Details
4. Click Void Sale (if permitted)
5. Confirm the action

Closing a Shift

1. Click Close Shift button
2. Enter the Counted Cash (actual cash in drawer)
3. The system will compare with expected cash
4. Any discrepancy will be highlighted
5. Click Close Shift

Offline Mode & Sync

The POS can continue processing sales even without an internet connection. Sales are stored locally in your browser and automatically synced when connectivity returns.

Status Indicator

Look at the top-left of the POS screen next to the shop name:

• ● Online — Connected to the server
• ● Offline — No internet connection (pulsing red)
• Pending badge — Shows the number of sales waiting to sync

Making Sales Offline

1. Add products to cart as normal
2. Choose Cash or Credit payment
3. Complete the sale
4. The sale is saved locally and a confirmation message appears

Automatic Syncing

When internet connectivity is restored:

1. The status indicator changes back to ● Online
2. A sync bar appears at the top showing progress
3. Each pending sale is sent to the server one by one
4. The pending badge count decreases as sales sync
5. Once complete, the sync bar shows a success message

Conflict Handling

Stock changes may occur while you are offline (e.g., another attendant sold the same product). When this happens:

• The sale still syncs successfully (it is not rejected)
• A sync conflict flag is recorded on the sale for manager review
• Managers can view flagged sales in Sales History

Inventory Management

Products

Viewing Products

1. Go to Inventory → Products
2. Use filters to find products:
   • Search by name or SKU
   • Filter by category
   • Filter by low stock

Creating a Product

1. Click Add Product
2. Fill in details:
   • SKU - Unique product code
   • Name - Product name
   • Category - Product category
   • Unit of Measure - Pieces, Kg, Liters, etc.
   • Default Selling Price - Standard retail price
   • Reorder Level - Alert threshold for low stock
3. Click Save

Categories

Organize products into categories:

1. Go to Inventory → Categories
2. Click Add Category
3. Enter category name
4. Click Save

Batches

Batches track specific lots of products with:

• Batch Number - Unique identifier
• Unit Cost - Cost per item (for profit tracking)
• Expiry Date - For perishable goods
• Quantity - Amount in this batch

Creating a Batch (Stock In)

1. Go to Inventory → Batches
2. Click Add Batch
3. Select product and location
4. Enter batch details
5. Click Save

Stock Overview

View stock levels across all locations:

1. Go to Inventory → Stock Overview
2. See quantities per product per location
3. Identify which locations need restocking

Shop Pricing

Set location-specific prices (different from default):

1. Go to Inventory → Shop Pricing
2. Click Add Price
3. Select product, location, and price
4. Click Save

Stock Transfers

Transfers move stock between locations (e.g., Stores → Shop).

Transfer Workflow

Alternative: PARTIAL → DISPUTED → CLOSED

Creating & Editing a Transfer

1. Go to Transfers
2. Click New Transfer
3. Select Source Location and Destination Location
4. Add items:
   • Search for products
   • When selecting batches, the system automatically filters to show only valid available batches for that product
   • Enter quantities to send
5. Click Save as Draft or Send Transfer
6. Editing Drafts: While a transfer is in DRAFT status, you can click on it at any time to open the edit page, where you can modify product quantities, add new products, or assign batches before sending.

Sending a Transfer

1. Open a draft transfer
2. For each item, enter Quantity Sent
3. Click Send Transfer
4. The destination will be notified

Receiving a Transfer

When stock arrives at your location:

1. You'll see a notification badge
2. Go to Transfers
3. Find transfers with status SENT
4. Click Receive
5. For each item:
   • Verify actual quantity received
   • Enter Quantity Received
6. Click Complete Receipt

Handling Discrepancies

If received quantity doesn't match sent quantity:

1. Enter the actual quantity received for each item
2. For each item with a discrepancy, select a reason:

   Reason	When to Use
   Damaged in Transit	Products arrived broken, spilled, or physically damaged
   Short Quantity	Fewer items arrived than listed on the transfer
   Expired	Products have passed their expiry date
   Quality Rejected	Products failed quality inspection on arrival
   Other	Any other reason (explain in notes)

3. Choose a discrepancy action:
   • Return to Source — the shortage quantity is added back to the sender's inventory (default)
   • Accept Difference — the shortage is absorbed; no stock adjustment at the source
4. Add optional notes to explain the situation
5. Click Complete Receipt

Product Transfer History

View the transfer history of individual products across all locations:

1. Go to Inventory → Transfers → Product History
2. Use filters to narrow results:
   • Product — search by name or SKU
   • Location — filter by source or destination
   • Direction — Incoming or Outgoing (relative to your location)
   • Date Range — filter by transfer date
   • Status — filter by transfer status
3. View details including quantities sent/received and any discrepancies

Stock Write-Offs

Stores Managers can write off stock that is no longer usable:

1. Go to Inventory → Write-Offs
2. Click New Write-Off
3. Select the product and quantity to write off
4. Choose a reason:
   • Damaged — physically damaged stock
   • Expired — past expiry date
   • Returned to Supplier — sent back to vendor
   • Lost / Missing — unaccounted-for stock
   • Other — specify in notes
5. Add notes explaining the write-off
6. Click Submit

Transfer Statuses

Stock Requests

Shops can request stock from Stores:

Creating a Request

1. Go to Stock Requests
2. Click New Request
3. Select requesting location
4. Add products and quantities needed
5. Add justification notes
6. Click Submit Request

Approving Requests (Stores Manager)

1. View pending requests
2. Review requested items
3. Click Approve or Reject
4. If approved, a transfer is automatically created

Customer Management

Adding Customers

1. Go to Customers
2. Click Add Customer
3. Enter details:
   • Name
   • Phone number
   • Email (optional)
   • Address (optional)
4. Click Save

Credit Sales

To sell on credit:

1. In POS, select the customer
2. Complete the sale with Credit payment method
3. The amount is added to customer's debt

Recording Payments

When a customer pays their debt:

1. Go to Customers
2. Find the customer
3. Click Record Payment
4. Select payment method:
   • Cash — physical cash payment, recorded immediately
   • E-Cash — launches a Paystack popup to process mobile money or card payment; the debt is only reduced after successful Paystack verification
5. Enter amount paid
6. Click Save (for cash) or complete the Paystack flow (for E-Cash)

Viewing Customer History

• See all purchases made by a customer
• View outstanding debt
• Track payment history

Cash Management

Cash on Hand

Your current cash is shown in the top navigation bar:

• Green badge shows available cash
• Click to manage transfers

Creating a Cash Transfer

When handing over cash (e.g., Shop Manager → Accountant):

1. Go to Cash Transfers
2. Click New Transfer
3. Select recipient (Accountant)
4. Enter amount
5. Add notes if needed
6. Click Submit

Confirming Cash Received

1. View pending transfers to you
2. Click Confirm when cash is received
3. The transfer is completed

Cash Transfer Statuses

Cash Transfer Filters

Use the filter panel at the top of the Cash Transfers page to find specific transfers:

• Date Range — filter by start and end date
• Shop — filter by specific shop location
• Attendant — filter by the staff member who created the transfer

Reports & Analytics

Sidebar Menu Structure

Reports and data are organized into three sidebar menus based on your role:

Auditor Dashboard & Inventory Menu

Auditors have access to a dedicated Auditor Dashboard and an Inventory menu in the sidebar containing:

• Ledger — full inventory ledger showing all stock movements
• Transfers — view all stock transfers across the organization

This gives Auditors full read-only visibility into inventory and stock flow alongside their Sales, Financial, and Tracking access.

Sales Report (Shop Manager)

View sales performance for your shop:

1. Go to Sales Report
2. Select date range
3. View:
   • Total sales
   • Sales breakdown by product
   • Sales by hour

Accountant Reports

The Accountant Dashboard shows:

• Revenue by period
• Sales by payment method
• Cash vs E-Cash breakdown
• Outstanding credit

Price History

Track product price changes:

1. Go to Financial → Price History
2. Search for a product
3. View all price changes with dates and who made them

Tracking & Audit Features

User Activity Logs

Designed for comprehensive auditing and accountability, tracking user interactions across the system:

1. Go to Tracking & Reports → User Activity Logs
2. View detailed logs indicating:
   • User & Action: Identifies which staff member performed the action, mapped to action types (Logins, Record Creation, Updates, Deletes)
   • Endpoint: The system path that was accessed
   • Device Info: Displays device type and browser string for security verification
3. Use top filters to drill down into specific users' actions or specified date ranges

Product Lifecycle

Track a product's journey through the system:

1. Go to Tracking & Reports → Product Lifecycle
2. Select a product
3. View:
   • Entries - Stock In, Production, Transfers In, Returns
   • Exits - Sales, Transfers Out, Damage/Write-offs
   • Stock by Location - Current quantities per location
   • Detailed Ledger - Every movement with timestamps

Profit & Loss by Product

Analyze profitability per product:

1. Go to Tracking & Reports → P&L by Product
2. Select time period (Week/Month/Quarter/Year/All)
3. View for each product:
   • Quantity Sold
   • Revenue
   • Cost
   • Gross Profit
   • Margin %

Profit & Loss by Location

Compare shop performance:

1. Go to Tracking & Reports → P&L by Location
2. View for each shop:
   • Transaction count
   • Revenue
   • Cost
   • Profit
   • Average sale value

Profit & Loss by Manager

Evaluate staff performance:

1. Go to Tracking & Reports → P&L by Manager
2. View for each staff member:
   • Number of sales
   • Total revenue generated
   • Profit contribution
   • Average sale value

Inventory Movement Report

View all stock movements with filters:

1. Go to Tracking & Reports → Inventory Movements
2. Filter by:
   • Transaction type (Sale, Transfer, Damage, etc.)
   • Location
   • Date range
   • Product name/SKU
3. View summary by transaction type
4. See detailed ledger entries

Notifications

The system provides in-app notifications to keep you informed of important events in real-time.

Notification Bell

Look for the bell icon in the top navigation bar:

• A red badge shows the count of unread notifications
• Click the bell to see a quick dropdown preview of recent notifications
• Click View all notifications to see the full list

Notification Types

Managing Notifications

1. Click a notification to navigate to the related page (e.g., transfer details)
2. Click Mark All as Read to clear all unread notifications
3. Individual notifications are automatically marked as read when you click on them

Stock Alerts Panel

A dedicated Stock Alerts panel appears in the sidebar showing:

• Products currently below their reorder level at your location
• The product name, current stock quantity, and reorder threshold
• Click any alert to view the product details

Settings & Administration

General Settings

1. Go to Settings → General
2. Update organization details:
   • Organization name
   • Currency symbol
   • Contact information

Payment Provider

Configure Paystack for E-Cash payments:

1. Go to Settings → Payment Provider
2. Enter Paystack API keys
3. Enable/disable E-Cash payments

User Management

Creating Users

1. Go to Users
2. Click Add User
3. Enter:
   • Email
   • Name
   • Role
   • Assigned Location
4. Set initial password
5. Click Save

Resetting Passwords

1. Go to Users
2. Find the user
3. Click Reset Password
4. Enter new password
5. User will be prompted to change it on next login

Location Management

Creating Locations

1. Go to Locations
2. Click Add Location
3. Enter:
   • Name
   • Type (Production, Stores, Shop)
   • Address
4. Click Save

Subscription Management

Your organization's access to the POS system is managed through a subscription model with various plans and features.

Subscription Plans

Annual Billing

All plans are available with annual billing at a discounted per-month rate:

• Pay for 12 months upfront at a reduced price
• Annual pricing is calculated automatically — the savings percentage is shown on the pricing page
• Both the base price and the additional-shop price are discounted when paying annually

Initial Setup Period

New accounts enjoy a 14-day setup period after completing initial setup:

• Full access to all features during setup
• Time to configure products, locations, and users
• Subscription billing starts after the 14-day period
• Choose your subscription plan during setup

Viewing Subscription Status

1. Go to Subscription → Status in the sidebar
2. View your current subscription details:
   • Current plan name
   • Subscription start and end dates
   • Days remaining
   • Current status (Active, Trial, Expired, etc.)
3. See recent payment history

Payment History & Receipts

Track all subscription payments:

1. Go to Subscription → Payment History
2. View all payments with:
   • Receipt number
   • Payment date and amount
   • Payment method used
   • Subscription period covered
3. Download PDF receipts for accounting

Subscription Lifecycle

Subscription Notifications

You'll receive automatic notifications about your subscription:

• 5 days before expiry - Daily reminder emails/SMS
• On expiry date - Urgent renewal notice
• Up to 10 days after expiry - Continued daily reminders
• At deactivation - Notice that account is now inactive

Renewing Your Subscription

To renew your subscription:

1. Contact your account manager or the support team
2. Make payment via Mobile Money, Bank Transfer, or Paystack
3. Your subscription will be extended immediately upon payment confirmation

Troubleshooting

Common Issues

Getting Help

If you encounter issues:

1. Check this manual first
2. Contact your Administrator
3. Note any error messages for troubleshooting

Keyboard Shortcuts (POS)

Glossary

Quick Reference Cards