Manual/ Sales & POS

Sales & POS

Record every transaction so your books, your stock and your reports stay in sync. There are two ways to record a sale: the standard Sales screen and the touch-friendly POS.

On this page

  1. Sales screen vs. POS
  2. Record a sale
  3. Run the POS
  4. POS terminal & shifts
  5. Payment methods
  6. Partial & credit sales
  7. Printing or sharing the receipt
  8. Service records
  9. Refunds & corrections
  10. Sales history

Sales screen vs. POS

  • Sales screen — a form-style page. Good when you have time to enter customer details, discounts and notes.
  • POS (Point of Sale) — a tile-based, touch-friendly screen. Good when you have a queue of customers and need speed. The POS works on tablets, phones, and computers with a touch screen — and on regular screens with a mouse.

Both create the same kind of sale record, so it doesn't matter which one you use.

Record a sale

New Sale form with customer, items, discount and payment method
The New Sale form — pick a customer, add items, apply a discount, choose how they paid.
  1. Open Sales → New Sale.
  2. Pick the customer (or leave blank for walk-in customers).
  3. Add each item: search for the product or service, set the quantity, and check the price.
  4. Apply a discount (amount or percentage) if needed.
  5. Pick the payment method (Cash, Mobile Money, Card, Credit).
  6. Click Save sale. The receipt opens, ready to print or share.
Stock check If you try to sell more units than you have, the app warns you. You can either record the partial quantity, override (e.g. for stock you forgot to add), or cancel and adjust stock first.

Run the POS

POS screen with product tiles on the left and cart on the right
The POS — tap product tiles to fill the cart, then tap Pay to finish the sale.
  1. Open POS from the main menu.
  2. Tap a product tile to add it to the cart. Tap again to add another, or tap the cart line to change quantity.
  3. Add a service the same way from the Services tab.
  4. Use the search bar at the top to find an item quickly.
  5. When done, tap Pay, choose payment method, take cash and click Confirm.
  6. The receipt prints automatically (if enabled in POS settings) or is offered for download / sharing.

POS terminal: PIN, shifts & tabs

For counter-heavy businesses, the POS can run as a dedicated till where cashiers sign in with a PIN and you cash up at the end of each shift. An owner enables this and sets it up under POS settings.

Cashier PIN login & shifts

  1. Give each cashier a 4-digit PIN and turn on their POS access in settings.
  2. At the till, the cashier taps their name and enters their PIN. This opens a shift automatically.
  3. All their sales for the session are tied to that shift.
  4. At the end, tap Close shift to cash up — you get totals for the shift and a breakdown by payment method, ready to reconcile the drawer.

Open tabs

Need to hold an order open — a table still ordering, or a customer who'll pay later in the visit? Save it as a tab. Open tabs are listed together so any cashier can reopen one, add more items, and take payment when the customer is ready.

Quick sale

When you just need speed, Quick Sale rings up items and takes payment in a single step — no tab, no extra screens.

End-of-day summary

The POS shows a daily summary of total orders and revenue, broken down by payment method and by cashier, so you can see exactly who sold what.

It all lands in your books Everything sold at the POS becomes a normal sale (and a service record for service items) in the main system, with stock deducted automatically — so your reports stay accurate without any extra work.

Payment methods

Choose the method that matches how the customer paid:

  • Cash — physical money handed over.
  • Mobile Money — MTN MoMo, Airtel Money, M-Pesa.
  • Card — Visa, Mastercard.
  • Bank transfer — paid into your bank account.
  • Credit — customer hasn't paid yet. The amount is added to their debt — see Debtors & Creditors.

Reports break down income by method so you can reconcile your cash drawer or mobile money statement at the end of the day.

Partial & credit sales

For a sale where the customer pays only part now and the rest later:

  1. Build the cart as usual.
  2. Click Pay.
  3. Enter the amount paid (less than the total).
  4. Pick a payment method for the paid portion.
  5. Pick the customer — required for credit so we know who owes you.
  6. Click Confirm. The unpaid balance becomes a debt against that customer.

Printing or sharing the receipt

After saving a sale, the receipt screen offers four actions:

Receipt screen with print, download PDF, WhatsApp and email buttons
Receipt screen — print, save as PDF, send by WhatsApp or email.
  • Print — sends to a connected receipt printer or your normal printer.
  • Download PDF — saves a PDF you can attach anywhere.
  • WhatsApp — opens WhatsApp with the receipt ready to send to the customer.
  • Email — emails the receipt (only available if the customer has an email on file).

Service records

For service businesses (mechanics, salons, repair shops) the Service Records page is a richer alternative to a plain sale.

  1. Open Service Records → New Record.
  2. Pick the customer (or add a new one on the spot — name, phone).
  3. Add each service performed and any parts used (parts deduct from stock).
  4. Add notes about the job — useful when the customer comes back later.
  5. Set the status: In progress if the work isn't done, Completed when ready for collection.
  6. Take payment now or leave on credit. Save.

The customer's full service history is then available on their profile — every job, every part, every payment.

Refunds & corrections

If you make a mistake or need to refund:

  1. Open Sales → History, find the sale.
  2. Click Refund (full) or Edit (correction).
  3. Confirm. Stock is added back, payment is reversed, and the original receipt is marked as refunded.
Permissions By default only Owners and Managers can refund or edit a past sale — Cashiers can't (this is to prevent fraud). An owner can change this in settings if you trust your team.

Sales history

Open Sales → History to see every sale recorded.

  • Filter by date, branch, employee, customer or payment method.
  • Click any sale to view the original receipt.
  • Export the filtered view to PDF or Excel for accounting.
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