Products, stock and back office

In the back office you add products and staff, check stock and read reports. The menu depends on permissions and which features are turned on. Choose a region and branch at the top of the screen before changing or checking data.

Dashboard

1. Choose the relevant region and branch.
2. Check the sales, product and staff summaries.
3. Open a figure or a link for the breakdown instead of drawing conclusions from a single total.

In AI reports, when the feature is on, write a focused question with the period and branch you need. Check the filters and the data in the result before using it for a decision. Availability and use depend on your account settings.

Locations

In Settings you update branch details and receipt preferences. In the End of Day Report you check sales, payments and cash counts. Cash Register Activity shows opens, closes, and cash in and out of the drawer. Regions group several branches together.

Before closing the day, compare the count to the right shift and open the receipts you need to look into. Changing business, tax or document details requires checking with the professional who advises your business.

Products

1. Go to Products and open a new product or the product details.
2. Enter a name, SKU or barcode, category and price. Set tax and cost according to your business details and permissions.
3. If needed, turn on stock tracking, choose a vendor and add an image.
4. For a negotiable product, set a Minimum price and the Negotiable option.
5. Save, find the product at the register and check the price and category.

A size and color matrix is available depending on your plan. Make sure every variant has the correct identifier and quantity. Categories organize the register display; Price Lists manage alternative prices; Kits link products sold together. There are also vendors, comparison, and barcode stickers and price tags, according to permissions.

In Coupons and the promotions screens you set a discount and a validity period, depending on whether the feature is on. Check the conditions in a test cart, including how they combine with a special price or a floor, before your staff use them.

Users

1. Open Users and choose to add a user or an existing employee.
2. Set a username, password and personal PIN, and the contact details you need.
3. Choose a role and check permissions: customers, cash, costs and discounts.
4. Save and make sure the employee can access the screens meant for them.

Under Salary & payroll you'll find pay settings, pay changes and reports based on attendance. Before reporting for a payslip, check for missing clock-ins and clock-outs. Appointments brings together staff appointments; Change Logs help you understand edits. Entitlements under labor law and payslips are calculated with your payroll accountant.

Inventory

1. Choose a branch and open Inventory → Management to check the available quantity.
2. When counting, compare the physical quantity to the correct item and variant.
3. When there's a gap, check earlier movements before correcting and save a reason.
4. Use Testers and Losses for outflows that aren't sales, and Purchase orders to order from a vendor and receive the goods.

Transfers: choose the source, destination, items and quantity. In an immediate transfer, quantities change on both sides; in a two-step transfer, stock leaves the available stock at the source and is recorded as in transit. The receiving side counts and confirms what arrived, and shortages are recorded. You can check the movements in Report, History or Change Logs.

Receiving purchases: open the vendor order, count the goods that arrived and receive the actual quantity. The quantity ordered isn't necessarily the quantity received.

Customers

In Management you search for or add a customer and check their activity history. Layaways and Quotes are also available from the back office. Keep only the details needed for the use you explained to the customer.

On Smart POS you manage points, rewards and campaigns here. These are separate from the basic customer card. In the online store you also check order and payment status. The store is included in Smart POS, and customers pay at pickup or by a payment link you send.

Accounting

In Invoices you find a sale and open the receipt details. The Payments, Store Credit and Customer balances screens show money records; Expenses brings together expenses, and Profit & loss shows a profitability picture based on the data entered.

Before using a report, choose a period and branch and check that costs and payments are recorded. The screen name doesn't determine the type of legal document. Matching documents and exporting for tax purposes is checked with your accountant and depends on the features turned on in your account.

Alerts and preferences

Open an alert, identify the item or transaction and check the details. You can set, for example, an alert for low stock or an unusual discount. An alert flags an event to look into; it is not a finding of an error or embezzlement. In preferences you can also change the name of the negotiation room shown at the register.