Point of Sale (POS)
Complete retail sales operations including real-time sales dashboards, product catalog management, and checkout functionality.
Point of Sale (POS)
10.1 Overview
The POS (Point of Sale) module provides complete retail sales operations including real-time sales dashboards, product catalog management, cart and checkout functionality, receipt printing (Standard and TRA), and comprehensive sales analysis with export capabilities.
Module Structure:
- Sales Dashboard - Real-time metrics and sales history with Overview and History tabs
- Products - Product catalog for making sales with cart and checkout functionality
- Sales Analysis - Historical sales data with period comparisons and export options
10.2 Sales Dashboard
The Sales Dashboard provides real-time metrics and a complete history of all sales transactions.
10.2.1 Store Filter
Location: Top right of the dashboard
| Action | How to Perform |
|---|---|
| Filter by Store | Click store dropdown → Select specific store or "All Stores" |
| Refresh Data | Dashboard automatically updates when store selection changes |
10.2.2 Overview Tab
The Overview tab displays KPIs, top products, sales by store, and trend charts.
Key Performance Indicators (KPIs)
| KPI Card | Description | Color |
|---|---|---|
| Today's Sales | Total revenue for current day | Green icon |
| This Week | Total revenue for current week | Blue icon |
| This Month | Total revenue for current month | Purple icon |
| Transactions | Number of transactions today | Amber icon |
Each KPI card shows:
- Current value (formatted as currency)
- Trend comparison (percentage change from previous period)
- Visual indicator icon
Top Selling Products
Location: Left side, below KPIs
Displays a ranked list of best-performing products:
- Product name
- Quantity sold
- Total revenue
- Percentage of total sales
Sales by Store
Location: Right side, below KPIs
Displays revenue breakdown by store location:
- Store name
- Total revenue
- Percentage of total sales
- Color-coded progress bars
Daily Sales Trend Chart
Location: Bottom of Overview tab
Line chart showing sales pattern over time:
- X-axis: Days/time periods
- Y-axis: Revenue amount
- Blue line with gradient fill
- Hover to see exact values
Category Breakdown
Location: Bottom right of Overview tab
Displays sales distributed across product categories:
- Category name
- Revenue per category
- Visual percentage bars
10.2.3 History Tab
The History tab provides a complete list of all sales transactions with search, filter, and management actions.
Filter and Search
| Action | How to Perform |
|---|---|
| Search Sales | Type receipt number, customer name, or product in search box |
| Filter by Status | Click status dropdown → Select: All, Completed, Pending, Cancelled |
Sales History Table
| Column | Description |
|---|---|
| Receipt Number | Unique sale identifier |
| Date | Sale date and time |
| Customer | Customer name (if linked) |
| Items | Number of items in the sale |
| Total | Total sale amount |
| Payment Method | Cash, Card, Mobile Money, etc. |
| Status | Completed, Pending, or Cancelled |
| Store | Store where sale occurred |
| Actions | View, Edit, Cancel buttons |
Available Actions
| Action | Icon | Description | Conditions |
|---|---|---|---|
| View Details | 👁️Eye | Open sale details modal | Always available |
| Edit Sale | ✏️Edit | Modify sale items or details | Only for Pending/Completed sales |
| Cancel Sale | ❌ Cancel | Void the transaction | Not available for already Cancelled sales |
Sale Details Modal
When clicking "View Details", a modal displays:
Sale Information:
- Receipt Number
- Date and Time
- Customer Name
- Store Location
- Payment Method
- Total Amount
- Status
Items Purchased:
- Product name
- Quantity
- Unit price
- Line total
Actions in Modal:
- Close modal
- Print receipt
10.3 Products (Sales Terminal)
The Products page is the main sales terminal where cashiers select products, build cart, and complete checkout.
10.3.1 Product Catalog
Filter Bar
| Filter | Options | Description |
|---|---|---|
| Search | Text input | Search by product name or SKU |
| Store | Dropdown | Filter products by store availability |
| Category | Dropdown | Filter by product category |
| Stock Status | All, In Stock, Low Stock, Out of Stock | Filter by availability |
Product Grid
Products are displayed as cards in a responsive grid:
Card Information:
- Product image (or placeholder)
- Product name
- SKU
- Current stock quantity
- Selling price
- Category badge
Product Actions:
| Action | How to Perform | Result |
|---|---|---|
| Add to Cart (Single) | Click on product card | Adds 1 unit to cart |
| Select for Multi-Add | Enable multi-select mode → Check products | Select multiple products |
| Add Selected to Cart | Click "Add X to Cart" button | Adds all selected products to cart |
Multi-Select Mode
| Action | How to Perform |
|---|---|
| Enable Multi-Select | Click "Multi-Select" toggle button |
| Select Product | Click checkbox on product card |
| Select All Visible | Click "Select All" button |
| Deselect All | Click "Deselect All" button |
| Add Selected to Cart | Click "Add X to Cart" button (shows count) |
| Exit Multi-Select | Click "Cancel" or complete adding |
10.3.2 Cart Sidebar
The cart sidebar on the right shows all items being purchased.
Cart Header
Displays:
- "Cart" title
- Item count badge
- Clear cart button (trash icon)
Cart Items
Each item in cart shows:
- Product name
- Unit price
- Quantity controls (-, +, input)
- Line total
- Remove button (X)
Cart Actions:
| Action | How to Perform | Result |
|---|---|---|
| Increase Quantity | Click "+" button or type number | Updates quantity and totals |
| Decrease Quantity | Click "-" button | Reduces quantity (minimum 1) |
| Set Exact Quantity | Type number in quantity input | Updates to exact amount |
| Remove Item | Click "X" button on item row | Removes item from cart |
| Clear All Items | Click trash icon in cart header | Empties entire cart |
Discount Section
Location: Below cart items
| Action | How to Perform |
|---|---|
| Apply Percentage Discount | Enter percentage → Click "Apply" |
| Apply Fixed Discount | Toggle to fixed → Enter amount → Click "Apply" |
| Remove Discount | Click "Clear" or set to 0 |
Cart Totals
Displays at bottom of cart:
- Subtotal (sum of all items)
- Discount amount (if applied)
- Tax amount (calculated)
- Grand Total (final amount)
10.3.3 Checkout Process
- Click "Proceed to Checkout" button
- Customer Selection:
- Select existing customer from dropdown
- OR click "New Customer" to create one
- OR continue as "Walk-in Customer"
- Payment Method Selection:
- Cash
- Card
- Mobile Money
- Bank Transfer
- Credit (for registered customers with credit terms)
- For Cash Payments:
- Enter amount tendered
- System calculates change due
- Click "Complete Sale"
10.3.4 Receipt Modal
After successful checkout, a receipt modal appears:
Receipt Information:
- Company name and logo
- Store address
- Receipt number
- Date and time
- Cashier name
Items Section:
- Product names
- Quantities
- Unit prices
- Line totals
Totals Section:
- Subtotal
- Discount (if any)
- Tax
- Grand total
Payment Section:
- Payment method
- Amount tendered
- Change given
Receipt Actions:
| Action | Description |
|---|---|
| Print Standard Receipt | Print basic receipt |
| Print TRA Receipt | Print Tanzania Revenue Authority compliant receipt |
| Email Receipt | Send receipt to customer email |
| New Sale | Close receipt and start new sale |
10.4 Sales Analysis
Comprehensive historical analysis with comparisons, trends, and export capabilities.
10.4.1 Period and Store Filters
| Filter | Options |
|---|---|
| Period | Daily, Weekly, Monthly, Yearly |
| Store | All Stores, or specific store |
| Date Range | Custom date range selection |
10.4.2 Export Reports
| Format | Description |
|---|---|
| CSV | Comma-separated values for spreadsheet import |
| Formatted PDF report with charts | |
| Excel | Microsoft Excel workbook with multiple sheets |
10.4.3 Period Comparison
Metrics Displayed:
- Revenue comparison with trend indicator (up/down arrow and percentage)
- Transactions count comparison
- Average Order Value (AOV) comparison
- Profit analysis with margin calculations
Visual Elements:
- Trend arrows (green up, red down)
- Percentage change badges
- Comparison bar charts
10.4.4 Analysis Sections
Revenue Analysis:
- Total revenue for period
- Daily/weekly/monthly breakdown
- Growth trends
Product Performance:
- Top selling products
- Slow-moving inventory
- Product category distribution
Payment Method Analysis:
- Breakdown by payment type
- Cash vs. digital payments
- Credit sales tracking
Time-Based Analysis:
- Peak sales hours
- Best performing days
- Seasonal trends
10.5 POS Business Rules
Sales Rules
- Sale requires at least one item in cart
- Products with zero stock cannot be added (shows "Out of Stock")
- Discount can be percentage (0-100%) or fixed amount
- Discount cannot exceed subtotal
- Tax is calculated automatically based on product tax settings
- Each sale generates unique receipt number (format: RCP-YYYYMMDD-XXXX)
Customer Rules
- Walk-in sales don't require customer selection
- Credit sales require registered customer with credit terms
- Customer balance is updated after credit sale
- Customer purchase history is recorded
Receipt Rules
- Standard receipts include basic transaction info
- TRA receipts include Tanzania Revenue Authority compliance fields:
- TIN (Tax Identification Number)
- VRN (VAT Registration Number)
- EFD Receipt Number
- Verification URL
- Receipt numbers are sequential per store
- Receipts can be reprinted from sales history
Multi-Store Rules
- Users may be restricted to specific stores
- Store filter affects all data displayed
- Sales are recorded to the selected store
- Stock is deducted from the selling store
- Reports can aggregate across stores or filter by store
Payment Processing
- Cash payments require amount tendered input
- Change is calculated automatically
- Card/Mobile Money payments assume exact amount
- Bank transfers require reference number
- Mixed payments are not supported (single payment method per sale)