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Help & Documentation

Quick reference guide for using the POS system

Full User Manual
Getting Started
Point of Sale
Inventory
Transfers
Notifications
Subscription
Offline Mode

Getting Started

Welcome to POS System Help

This help guide covers all features of the POS System including:

  • Point of Sale - Process sales quickly
  • Inventory Management - Track products and batches
  • Stock Transfers - Move stock between locations
  • Customer Management - Credit sales and payments
  • Cash Management - Track cash transfers
  • Reports & Analytics - Business insights
Login to Access System
Quick Tips
  • Use the sidebar on the left to navigate
  • Check notifications (bell icon) for updates
  • Look for badges showing pending actions
  • Click on table headers to sort lists ascending or descending
  • Most pages have filters to find data quickly

Point of Sale (POS)

  1. Go to Point of Sale
  2. Click Open Shift
  3. Enter the Opening Cash (money in the drawer)
  4. Click Open Shift to begin
You must open a shift before making any sales!

  1. Search for products using the search bar
  2. Click products to add them to the cart
  3. Adjust quantities using +/- buttons
  4. Click Checkout when ready
  5. Enter amount received from customer
  6. Select payment method:
    • Cash - Physical money
    • E-Cash - Mobile money/Paystack (Shop-specific APIs can be configured by Admin)
    • Credit - Customer pays later (select customer first)
  7. Click Complete Sale

Shop Managers can configure their specific stationery and receipt preferences:

  1. Navigate to Shop Settings in the sidebar
  2. Select your Receipt Printer Type:
    • 80mm Thermal (Standard)
    • 58mm Thermal (Small)
    • A4 (Office paper)
    • A5 (Half size)
    • No Print (Digital only)
  3. Update Receipt Header/Footer text
  4. Click Save Settings

  1. Click Close Shift button
  2. Count the actual cash in your drawer
  3. Enter the Counted Cash amount
  4. Review the expected vs. actual comparison
  5. Click Close Shift
Any difference between expected and counted cash will be recorded for review.

Inventory Management

Products

Products are the items you sell. Each product has:

  • SKU - Unique identifier code
  • Name - Product description
  • Category - Grouping for organization
  • Default Price - Standard selling price
  • Reorder Level - Low stock warning threshold
Batches

Batches track specific lots of products:

  • Batch Number - Lot identifier
  • Unit Cost - Cost per item (for profit tracking)
  • Expiry Date - For perishables
  • Location - Where the batch is stored
Stock Adjustments (v1.2)

Correcting stock levels for errors, damages, or write-offs:

Standard Adjustment

Adjusting your own shop's stock. These are recorded immediately and auto-approved.

Cross-Location Adjustment

Stores Managers adjusting another shop's stock. These require the Shop Manager to approve them in Adjustment History.

Shop Pricing

Each shop can have different prices for products. Go to Inventory → Shop Pricing to set location-specific prices.

Stock Transfers

Transfer Workflow
Draft Sent Received or Partial Disputed Closed
Sending Stock
  1. Create new transfer (select source & destination)
  2. Add products; batch numbers are automatically filtered
  3. Edit drafted transfers to adjust quantities or remove items
  4. Click "Send Transfer"
Receiving Stock
  1. Check notifications for incoming
  2. Go to Transfers
  3. Find "Sent" transfers
  4. Verify quantities received
  5. Click "Complete Receipt"
Discrepancies

If received quantity differs from sent:

  1. Enter actual quantity received
  2. Select a reason:
    • Damaged in Transit
    • Short Quantity
    • Expired
    • Quality Rejected
    • Other
  3. Choose an action:
    • Return to Source — shortage restored to sender's inventory
    • Accept Difference — shortage is absorbed
  4. Add optional notes
Product Transfer History

View transfer history by product using Inventory → Transfers → Product History. Filter by product, location, direction, date range, or status.

Stock Write-Offs

Stores Managers can write off damaged, expired, lost, or returned stock via Inventory → Write-Offs. Each write-off deducts from inventory and is permanently recorded.

Customer Management

Credit Sales

To sell on credit:

  1. In POS, click Select Customer
  2. Choose or create the customer
  3. Complete sale with Credit payment
  4. Amount is added to their debt
Recording Payments

When customers pay their debt:

  1. Go to Customers
  2. Find the customer
  3. Click Record Payment
  4. Select payment method:
    • Cash — physical money
    • E-Cash — launches Paystack to process a mobile money or card payment
  5. Enter amount received
The credit debt badge (yellow, top navbar) shows the total debt owed by customers at your shop. Click it to view the customer list.

Cash Management

Cash transfers move money between users (e.g., Shop Manager to Accountant):

Sending Cash
  1. Go to Cash Transfers
  2. Click New Transfer
  3. Select recipient
  4. Enter amount
  5. Add notes if needed
  6. Submit transfer
Receiving Cash
  1. You'll see a notification
  2. Go to Cash Transfers
  3. Find pending transfers to you
  4. Click Confirm when received
Filtering & Navigation
  • Use date range, shop, and attendant filters to find specific transfers
  • The cash on hand badge (green, top navbar) shows your current cash balance
  • The pending transfers badge (red, pulsing) shows unconfirmed transfers waiting for action
  • Cash Transfers is found under Financial in the sidebar for Accountants, Auditors, and Admins

Reports & Analytics

Sidebar Menus
Sales Menu
  • Sales Report — daily summaries
  • Sales History — individual sale records
  • Price History — product price changes

Available to: Shop Manager, Accountant, Auditor, Admin

Financial Menu
  • Accountant Sales Report — detailed financial report
  • Cash Transfers — cash movement records

Available to: Accountant, Auditor, Admin

Tracking & Reports
  • Product Lifecycle — entry to exit
  • User Activity Logs — track staff actions and devices
  • P&L Reports — by Product, Location, Manager
  • Inventory Movements

Available to: Auditor, Accountant, Admin

Auditor Dashboard

Auditors have a dedicated Auditor Dashboard and an Inventory menu in the sidebar with access to the Inventory Ledger and Transfers for full visibility.

Subscription Management

Manage your organization's subscription to the POS system.

Subscription Plans

We offer three subscription tiers with monthly or annual billing:

  • Starter — Up to 2 shops, GH₵250/month (or save with annual billing)
  • Standard — Up to 5 shops, GH₵350/month (or save with annual billing)
  • Premium — Unlimited shops, GH₵350/month + GH₵100/extra shop (discounted annually)
Save with annual billing! Pay for 12 months upfront at a discounted per-month rate.
View Pricing Details
Subscription Status

Check your current subscription:

  1. Go to Subscription → Status in the sidebar
  2. View your current plan and expiry date
  3. See recent payment history
Subscription Notifications

You'll receive notifications 5 days before your subscription expires. If expired, you have a 10-day grace period before your account is deactivated.

Offline Mode & Sync

The POS system can work without an internet connection:

  • A green dot in the header indicates you are online
  • A red pulsing dot means you are offline
  • Sales made while offline are saved to your browser and synced automatically when you reconnect
Cart data is always preserved across page reloads, whether online or offline.

  1. Add products to cart as usual
  2. Click Pay Cash or Sell on Credit
  3. Complete the sale — it will be saved locally
  4. A "pending" badge shows how many sales are waiting to sync
E-Cash (Paystack) payments are not available while offline because they require an active internet connection.

When your connection is restored:

  • Pending sales are automatically synced to the server
  • A sync bar at the top shows progress
  • If a stock conflict occurs (e.g. item sold out while offline), the sale still syncs but is flagged for review
Duplicate syncs are prevented automatically — even if you refresh the page during sync.

Notifications

Notification Bell

The bell icon in the top navbar shows your notifications:

  • A red badge indicates unread notifications
  • Click the bell to see a dropdown of recent notifications
  • Click "Mark all read" to clear unread status
  • Click "View all notifications" for the full list
Notification Types
  • Transfer Sent — stock sent to your location
  • Transfer Received — your transfer was received
  • Transfer Disputed — discrepancy reported
  • Request Approved — stock request was approved
  • Request Rejected — stock request was rejected
  • Low Stock — product below reorder level
Stock Alerts: The sidebar also shows a Stock Alerts panel when products fall below their reorder level, with severity colour coding (red = critical, yellow = low).

Troubleshooting

  • Check if the product has stock at your location
  • Request a stock transfer from Stores
  • Verify the batch isn't expired

  • Click the "Open Shift" button in POS
  • Enter your opening cash amount
  • You can now process sales

  • The product might be inactive - contact Admin
  • The product might have zero stock at your location
  • Specific shop price not set - contact Shop Manager
  • Try searching by SKU instead of name

  • The destination location hasn't received it yet
  • Contact the destination manager
  • They need to complete the receipt

  • Your subscription may have expired - check Subscription → Status
  • Contact your account manager to renew your subscription
  • If your account is locked, contact our support team
  • Make payment via Mobile Money, Bank Transfer, or Paystack
Need More Help?

Contact your system administrator for assistance

Version 1.1 — Last updated: February 2026