Introduction

The Point of Sales (POS) System is designed to streamline the process of managing sales, inventory, and taxes for retail businesses. It offers real-time data analytics, user management, and an intuitive interface to handle day-to-day operations efficiently. This documentation provides detailed instructions for using the system’s features, including product management, sales processing, tax implementation, dashboard analytics, and user management with role-based permissions.

Features Overview

The POS System includes the following key features:

  • Product Management: Manage your product inventory with the ability to add, edit, and delete products.
  • Sales: Process sales transactions smoothly, including handling refunds and returns.
  • Tax Implementation: Set and apply tax rates to sales transactions.
  • Dashboard: View real-time data and apply filters to analyze sales performance over different periods.
  • User Management: Manage user accounts, roles, and permissions.
  • Low Stock Product Indicator: Receive alerts for products that are low in stock.

Product Management

The Product Management module allows users to maintain an organized inventory by adding, editing, and deleting products. This ensures that the sales team always has accurate information about the products available for sale.

Adding a New Product

  1. Navigate to Product Management:

    • Access the Product Management section from the main menu.

  2. Add New Product:

    • Click the “Add New Product” button to open the product entry form.

  3. Enter Product Details:

    • Fill in the required fields, including Product Name, SKU (Stock Keeping Unit), Price, Quantity, and Description.

  4. Save the Product:

    • Click the “Save” button to add the product to the inventory.

Editing a Product

  1. Select the Product:

    • In the Product Management section, browse or search for the product you want to edit.

  2. Edit Product Details:

    • Click the “Edit” button next to the selected product to open the product details form.
    • Make the necessary changes to the product information.

  3. Save Changes:

    • Click “Save” to update the product details in the inventory.

Deleting a Product

  1. Select the Product:

    • In the Product Management section, locate the product you wish to delete.

  2. Delete the Product:

    • Click the “Delete” button next to the selected product.
    • Confirm the deletion to remove the product from the inventory.

Sales

The Sales module handles all sales transactions, including processing sales, refunds, and returns. It ensures accurate tracking of sales data and inventory adjustments.

Processing a Sale

  1. Initiate a Sale:

    • Go to the Sales section from the main menu.

  2. Add Products to the Sale:

    • Scan the product barcode or manually enter the SKU to add products to the sale.
    • Verify the product details and quantities.

  3. Complete the Transaction:

    • Click “Process Sale” to proceed to the payment screen.
    • Select the payment method (e.g., cash, credit card) and confirm the transaction.
    • Print or email the receipt to the customer.

Refunds and Returns

  1. Access Refunds and Returns:

    • Navigate to the Sales section and select “Refunds and Returns”.

  2. Enter Transaction Details:

    • Enter the original transaction ID or scan the receipt barcode to locate the sale.

  3. Process the Return:

    • Verify the items to be returned and their conditions.
    • Click “Process Return” to issue the refund and update the inventory.

Tax Implementation

The Tax Implementation module allows businesses to configure tax rates and apply them to sales transactions automatically, ensuring compliance with local tax regulations.

Setting Tax Rates

  1. Access Tax Settings:

    • Navigate to the Settings section and select “Tax Rates”.

  2. Add New Tax Rate:

    • Click “Add New Tax Rate” to open the tax rate entry form.

  3. Enter Tax Details:

    • Provide the tax rate name and percentage.
    • Specify the applicable regions or product categories if needed.

  4. Save the Tax Rate:

    • Click “Save” to apply the new tax rate.

Applying Tax to Sales

  • During the sale process, the system automatically calculates and applies the configured tax rate to the total sale amount.
  • The tax amount is displayed on the sales receipt for transparency.

Dashboard

The Dashboard provides a comprehensive view of the business performance, displaying real-time data and allowing users to apply filters for detailed analysis.

Real-time Data

  • The dashboard shows real-time metrics, including total sales, revenue, top-selling products, and inventory levels.
  • Users can monitor key performance indicators (KPIs) to make informed business decisions.

 

 

 

 

 

 

 

 

 

Filters (Year, Month, Day)

  1. Apply Filters:

    • In the Dashboard section, use the filter options to select the desired timeframe (Year, Month, Day).

  2. View Filtered Data:

    • The dashboard updates to display data for the selected period, allowing for detailed analysis and comparison of performance over time.

User Management

The User Management module allows administrators to manage user accounts, roles, and permissions, ensuring secure access control within the system.

Adding a User

  1. Navigate to User Management:

    • Access the User Management section from the main menu.

  2. Add New User:

    • Click “Add New User” to open the user creation form.

  3. Enter User Details:

    • Provide the required information, including the user’s name, email, and role.

  4. Assign Permissions:

    • Select the appropriate role for the user, which defines their access level and permissions.

  5. Save the User:

    • Click “Save” to create the new user account.

Editing a User

  1. Select the User:

    • In the User Management section, locate the user you want to edit.

  2. Edit User Details:

    • Click “Edit” next to the selected user to open the user details form.
    • Update the necessary information and permissions.

  3. Save Changes:

    • Click “Save” to apply the changes to the user account.

Deleting a User

  1. Select the User:

    • In the User Management section, find the user you wish to delete.

  2. Delete the User:

    • Click “Delete” next to the selected user.
    • Confirm the deletion to remove the user account.

Roles and Permissions

  • Administrator: Full access to all system features, including user management, settings, and reports.
  • Manager: Access to sales, product management, and dashboard analytics. Limited access to user management.
  • Sales Associate: Access to sales processing and refunds. No access to settings or user management.

Administrators can create custom roles with specific permissions tailored to the business’s needs.

Low Stock Product Indicator

The Low Stock Product Indicator alerts users when inventory levels fall below a predefined threshold, ensuring timely restocking and preventing stockouts.

  • Setting Low Stock Thresholds:

    • In the Product Management section, set the low stock threshold for each product.
    • The system will monitor inventory levels and trigger alerts when the quantity falls below the threshold.

  • Receiving Alerts:

    • Low stock alerts are displayed on the dashboard and can be configured to send notifications via email.

Conclusion

The Point of Sales System offers a comprehensive solution for managing sales, inventory, taxes, and users, with real-time data insights and alerts for low stock products. By following this detailed documentation, users can efficiently navigate and utilize the system to enhance their business operations, ensuring smooth and efficient retail management.

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