Point of Sale &
Store Management

01 System Overview & User Roles

The Point of Sale (POS) & Store Management System is an enterprise web application engineered to manage retail sales, inventory control, purchase orders, customer relationships, credit/debt tracking, branch allocation, bulk SMS marketing, and business analytics.

User Roles & Permissions Matrix

02 Getting Started & System Navigation

Accessing the Application

1. Open a web browser (Google Chrome, Mozilla Firefox, or Microsoft Edge).
2. Navigate to the system URL (e.g. https://amogreatfarms.com/).

ACTUAL SCREENSHOT Login Interface

Logging In

1. Enter your registered Username or Email Address.
2. Enter your password.
3. Click Sign In. The system validates credentials and opens the dashboard or POS register based on your assigned role.

System Layout Overview

• Top Header: Displays store title, low-stock notification bell counter, active user avatar, role badge, store context selector, and Logout button.
• Sidebar Navigation: Access modules authorized for your role. On mobile or small screens, toggle using the ☰ menu button.
• Main Workspace: Contains operational forms, interactive tables, charts, registers, and analytics.

03 Point of Sale Terminal (Checkout)

The POS terminal is built for rapid checkout using barcode hardware scanners or fast product search.

ACTUAL SCREENSHOT POS Terminal Overview

Step-by-Step Checkout Tutorial

1. Click Point of Sale in the left navigation sidebar.
2. Select Customer: Default is set to Walk-in Customer. For credit or named sales, select an existing customer or click + New Customer.
3. Add Items to Cart:
   • Barcode Scanner: Scan item barcode directly into the register.
   • Product Search: Type product name or barcode into the search input.
   • Category Filter: Click category buttons (e.g. Beverages, Groceries) to browse items.
4. Adjust Quantities & Discounts: Use + / - buttons or enter exact quantities. Apply line-item discounts or overall bill discounts if authorized.
5. Payment Method Selection: Click Checkout and choose payment type:
   • Cash: Enter amount tendered; system auto-calculates Change Due.
   • Mobile Money (MoMo): Enter phone number & payment reference code.
   • Card: Input authorization receipt code.
   • Customer Credit: Posts balance to debtor ledger (requires registered credit customer).
6. Finalize Sale: Click Complete Sale. Stock is instantly updated. Choose receipt option: Print Thermal Receipt (80mm/58mm), Download A4 PDF Invoice, or Send SMS Receipt.

04 Sales History & Return / Refund Processing

ACTUAL SCREENSHOT Sales History & Transaction Table

Viewing & Searching Sales Records

Navigate to Sales Page (/modules/sales/sales.php). Search or filter transactions by Date Range, Payment Method (Cash, MoMo, Card, Credit), Cashier, or Customer Phone Number.

Tutorial: Processing Sales Returns & Partial Refunds

1. Locate the target invoice in the Sales Page transaction table.
2. Click the Action / View button next to the transaction.
3. Select Process Return / Refund.
4. Specify returned product items and quantities.
5. Select refund payout method (Cash refund, MoMo refund, or Credit balance reduction).
6. Enter mandatory refund notes (e.g., Damaged item exchange).
7. Click Confirm Refund. The system generates a return credit note, restores returned items back into active inventory stock, and logs the action in security audit logs.

Tutorial: Exporting Sales Data to Excel / CSV

1. In Sales Page, apply desired filters (e.g., date range or cashier).
2. Click Export Sales at the top right of the table.
3. Choose CSV or Excel (.xlsx) format. The file downloads immediately with total gross sales, tax, discounts, net profit, and payment breakdowns.

05 Product Catalog & Category Management

ACTUAL SCREENSHOT Product Catalog Management

Tutorial: Adding a New Product

1. Navigate to Products → Add New (/modules/products/add.php).
2. Basic Details: Enter Product Name, Category, and optional Description.
3. Pricing: Set Cost Price (purchase cost), Selling Price (retail price), and optional Carton Price/Quantity.
4. Stock & Barcode: Enter Initial Quantity on Hand and Minimum Stock Level alert threshold. Type a barcode or click Generate Barcode to auto-create a unique barcode (PRD...).
5. Product Image: Upload a PNG/JPEG photo (max 2MB).
6. Click Save Product.

ACTUAL SCREENSHOT Add Product Form

Tutorial: Submitting a Branch Stock Request (Managers / Staff)

1. Navigate to Products → Request Stock (/modules/products/request_stock.php).
2. Select target main warehouse or store branch.
3. Add products and requested quantities.
4. Click Submit Stock Request. The request is dispatched to Administrators for review and stock transfer.

Tutorial: Viewing Single Product Details & Store Breakdown

1. Navigate to Products → All Products (/modules/products/).
2. Locate any item in the product catalog table and click the View (Eye Icon) button.
3. The Single Product Overview page displays:
   • Product Image & Status Badge: High-resolution product image and real-time stock indicator (In Stock, Low Stock, or Out of Stock).
   • Financial Statistics: Retail Selling Price, Unit Cost Price, Calculated Profit Margin (%), and total stock count formatted in cartons and loose units.
   • Store Stock Breakdown: Real-time inventory quantities allocated across each store location (e.g. Main Warehouse, Accra Branch, Kumasi Store).
   • Inventory History Log: Complete audit trail of recent inventory movements, stock allocations, sales deductions, and returns.
4. Store Context Filter: Use the top header dropdown to switch between All Stores Combined or view stock for a specific store branch.

ACTUAL SCREENSHOT Single Product Details & Multi-Store Inventory Breakdown

06 Inventory Control, Stock Allocation & Audits

ACTUAL SCREENSHOT Inventory Management & Low-Stock Alerts

Stock Overview & Low-Stock Thresholds

Items reaching or dropping below their Minimum Stock Level are highlighted in amber/red and generate automatic header notifications.

Tutorial: Bulk Excel Stock Import

1. Navigate to Inventory → Import Excel (/modules/inventory/import_excel.php).
2. Click Download CSV/Excel Template.
3. Fill in product names, barcodes, costs, selling prices, and quantities in the template.
4. Upload the completed spreadsheet and click Import Stock Data.

ACTUAL SCREENSHOT Bulk Excel Stock Import

Tutorial: Inter-Store Stock Allocation (Warehouse to Branch)

1. Navigate to Inventory → Stock Management and select Stock Allocation (allocate.php).
2. Select Source Warehouse/Store and Destination Branch Store.
3. Select items and quantities to transfer.
4. Click Dispatch Stock Allocation. Quantities automatically deduct from the source store and credit to the target store upon approval.

Tutorial: Approving Branch Stock Requests

1. Navigate to Inventory → Stock Requests (requests.php).
2. Review pending requests from branch managers.
3. Click Approve & Transfer to execute transfer or Reject with notes.

Stock Valuation & Physical Audits

• Stock Valuation (valuation.php): Calculates total asset cost value, total retail value, and potential gross profit margin.
• Stock Audits (/modules/inventory/audits/): Conduct physical stock counts, record variance between physical count and system quantity, and execute variance reconciliation.

07 Customer Management & Debtors Ledger

ACTUAL SCREENSHOT Customer Debtors & Credit Management

Tutorial: Managing Customer Credit & Recording Debt Payments

1. Navigate to Customers → Debtors & Credit (/modules/customers/debtors.php).
2. View customer credit balances, payment histories, and credit limits.
3. Click Record Debt Payment next to the target customer.
4. Enter Payment Amount, Payment Method (Cash, MoMo, Bank Transfer), and Reference.
5. Click Save Payment. Balance is automatically updated, and an SMS receipt is sent to the customer.

Tutorial: Bulk Customer Import & Export

1. Navigate to Customers → All Customers (/modules/customers/).
2. Use Import Customers to upload customer lists via CSV.
3. Use Export Customers to download customer records, total spend, and credit balances.

08 Purchases, Suppliers & Automated Reordering

ACTUAL SCREENSHOT Purchase Orders & Supplier Management

Creating & Receiving Purchase Orders

1. Navigate to Purchase Orders (/modules/purchases/) and click Create Purchase Order.
2. Select Supplier and destination store location.
3. Add products, agreed unit costs, and ordered quantities. Click Save PO.
4. When shipment arrives, click Receive Goods, confirm quantities received, and click Complete PO. Stock levels automatically update.

Tutorial: Automated Stock Reordering (`auto_reorder.php`)

1. Navigate to Purchase Orders → Auto Reorder (/modules/purchases/auto_reorder.php).
2. The system scans all products currently at or below their Minimum Stock Level.
3. Click Generate Reorder Drafts. The system groups items by primary supplier and calculates suggested reorder quantities based on sales velocity.
4. Review generated draft POs, modify quantities if needed, and click Approve & Send to Suppliers.

09 Multi-Store & Branch Management

ACTUAL SCREENSHOT Stores & Branch Management

Managing Store Locations

1. Navigate to Stores (/modules/stores/).
2. Click Add New Store to configure new branch locations with address, contact info, and assigned branch manager.
3. Active Store Context Switcher: Multi-branch users can switch their working store context directly from the top header dropdown menu.

10 Reports, Analytics & Security Audit Logs

ACTUAL SCREENSHOT Sales Analytics & Business Reports

Executive Dashboard & Reports Breakdown

• Dashboard (/dashboard.php): Live widgets for daily revenue, sales count, profit margin, low-stock alerts, and best-selling product charts.
• Sales Analytics (/modules/reports/index.php): Daily, weekly, monthly revenue trends and payment method pie charts.
• Profit Projection (profit_projection.php): Net profit forecasting calculated from cost price vs selling price and historical sales volume.
• Product Performance Reports (products_report.php): Fast-moving vs slow-moving inventory items.
• Customer Spend Reports (customer_report.php): Top revenue-generating customers and outstanding debt balances.

ACTUAL SCREENSHOT Executive Dashboard

Tutorial: Inspecting System Security Audit Logs

1. Navigate to Reports → Audit Logs (/modules/reports/audit_logs.php).
2. Filter logs by Date Range, Action Type (Create, Update, Delete, Void, Login), or Staff User.
3. Inspect exact timestamps, staff names, IP addresses, and modified module parameters to maintain complete organizational accountability.

11 System Settings & Configuration

ACTUAL SCREENSHOT Billing & System Settings

Store & Billing Configuration

Configure Business Name, Store Address, Phone, Currency Symbol (e.g. $, GH₵, ₦, €, £), Default Tax Rate (10% VAT/GST), and Custom Receipt Header/Footer text messages under Billing Settings (/modules/settings/index.php).

SMS Gateway Setup

Configure SMS API credentials (API Key, Sender ID, Endpoint URL) under SMS Gateway (/modules/settings/sms_settings.php) to automate sales receipt texts and debtor reminder SMS messages.

12 Database Backup & System Security

ACTUAL SCREENSHOT Database Backup & Restore Interface

Tutorial: Backing Up & Restoring System Database

1. Navigate to Backup & Restore (/modules/backups/backup.php).
2. Click Create Backup Now to generate a timestamped .sql database dump file.
3. Click Download Backup to save the backup to secure offsite cloud storage or external media.
4. Restoring Database: Select a previously downloaded .sql file under Restore Database and click Upload & Restore.

13 User Management & Staff Access Control

ACTUAL SCREENSHOT User Management Control Panel

Tutorial: Creating Staff Accounts & Managing Permissions

1. Navigate to User Management (/modules/users/).
2. Click Add New User (add.php).
3. Enter Full Name, Username, Email, and Initial Password.
4. Role Assignment: Select Admin, Manager, or Cashier.
5. Store Assignment: Select target primary working store/branch.
6. Click Save User Account.

Tutorial: User Status Toggles & Password Resets

• Toggle Status: Click Deactivate or Activate next to any staff member to instantly revoke or restore system access.
• Password Resets: Click Edit next to a user account, enter the new password in the reset field, and click Update User.
• Bulk Actions: Use bulk_actions.php to perform batch activation, deactivation, or store reassignment.

14 Customer Marketing & SMS Campaigns

ACTUAL SCREENSHOT Customer SMS Promotional Campaigns

Tutorial: Launching Bulk SMS Marketing Campaigns

1. Navigate to Customers → Promotions (/modules/customers/promotions.php).
2. Target Group Selection: Select target customer segment (All Customers, VIP / High-Spenders, or Debtors).
3. Message Composition: Draft your promotional SMS message in the text editor (e.g. "Exclusive Weekend Sale! Get 15% off all stock.").
4. Review recipient count and estimated SMS credits.
5. Click Dispatch Broadcast SMS. The system queues and dispatches messages via the configured SMS Gateway API and logs delivery statuses in sms_logs.

15 Troubleshooting & Frequently Asked Questions (FAQ)

16 Screenshot Placement Index

Actual system screenshots embedded throughout this manual:

17 Contact Us & Technical Support

Have questions, need technical assistance, or want to request custom feature modules? Our support team at DevSpace Systems is ready to assist you.