Overview
The Inventory & POS Module is a comprehensive inventory management and point-of-sale system that enables businesses to manage products, track stock across multiple warehouses, process sales through POS terminals, handle purchasing from suppliers, and generate detailed reports. The module requires an active Inventory subscription.
Accessing the Module
Navigate to the Inventory application via the app switcher in the sidebar.
Note: Users must have an active Inventory subscription and company access to use this module.
Module Sections
| Section |
Description |
| Dashboard |
Overview of inventory and sales performance |
| Products |
Product and category management |
| Inventory |
Stock levels, adjustments, alerts, movements, and warehouses |
| POS |
Point of Sale terminals, sessions, sales, and promotions |
| Purchasing |
Purchase orders, suppliers, receiving goods, and payments |
| Reports |
Sales, stock, and purchasing reports |
| Settings |
POS, stock, purchasing, and accounting configuration |
| Customers |
Customer management for POS sales |
Dashboard
The dashboard provides a real-time overview of your inventory and sales performance.
Filter Controls
| Filter |
Options |
| Period |
Today, Yesterday, This Week, Last Week, This Month, Last Month, This Quarter, This Year, Last 30 Days, Custom Range |
| Custom Range |
From/To date pickers (visible when Period is "Custom Range") |
| Warehouse |
Filter by specific warehouse or "All Warehouses" |
KPI Cards
6 key metrics are displayed at the top:
| Metric |
Description |
| Total Products |
Total number of products in the system |
| Stock Value |
Total value of all warehouse stock (cost price x quantity) |
| Low Stock Alerts |
Number of active low stock alerts |
| Today's Sales |
Number of completed sales today |
| Today's Revenue |
Total revenue from today's completed sales |
| Open Sessions |
Number of currently open POS sessions |
Revenue Comparison
3 comparison cards showing current vs previous period revenue with percentage change:
- Daily Revenue -- Today vs Yesterday
- Weekly Revenue -- This Week vs Last Week
- Monthly Revenue -- This Month vs Last Month
Charts
| Chart |
Description |
| Revenue Trend |
Line/area chart showing daily revenue over the selected period |
| Sales Count Trend |
Bar chart showing number of daily sales over the selected period |
Data Tables
| Table |
Description |
| Top Selling Products |
Top 10 products by quantity sold with revenue |
| Profit Margins |
Top 10 products by revenue with cost, profit, and margin percentage |
| Warehouse Performance |
Sales count, total revenue, and average sale value per warehouse |
| Recent Sales |
Latest completed sales with links to details |
| Recent Stock Movements |
Latest stock movements across all warehouses |
Quick Actions
| Action |
Description |
| New POS Sale |
Opens the POS terminal to process a new sale |
| Create Purchase Order |
Navigates to the purchase order creation form |
Reports
Navigate to Reports from the sidebar to access the reports hub. 9 report types are available:
| Report |
Description |
| Sales Summary |
Overview of sales performance with daily breakdowns |
| Sales by Product |
Revenue, cost, and profit breakdown by product |
| Sales by Category |
Sales performance grouped by product category |
| Sales by Cashier |
Individual cashier performance and transaction counts |
| Payment Methods |
Breakdown of revenue by payment method |
| Stock Valuation |
Current stock quantities and total inventory value |
| Stock Movement |
Track all stock movements across warehouses |
| Low Stock |
Products below minimum stock levels that need reordering |
| Purchase Summary |
Purchase orders summary by supplier with payment status |
Each report supports period filtering and can be accessed individually from the reports hub or via the POS reports tab.
Settings
Navigate to Settings from the sidebar to configure module-wide preferences.
POS Settings
| Setting |
Description |
| VAT Inclusive |
Whether POS prices include VAT by default |
| Default Payment Method |
Pre-selected payment method for new sales |
| Auto Print Receipt |
Automatically open print dialog after completing a sale |
Stock Settings
| Setting |
Description |
| Enable Stock Alerts |
Toggle low stock alert notifications |
| Alert Threshold Days |
Number of days for stock alert thresholds |
| Prevent Negative Stock |
Block sales when stock reaches zero |
Purchase Settings
| Setting |
Description |
| Requires Approval |
Whether purchase orders require managerial approval |
| Approval Threshold |
Minimum order value that triggers approval requirement |
Receipt Customisation
| Setting |
Description |
| Receipt Header |
Custom text displayed at the top of printed receipts |
| Receipt Footer |
Custom text displayed at the bottom of printed receipts |
| Show Tax Breakdown |
Display itemised tax amounts on receipts |
POS Nominal Account Mappings
Map POS transactions to specific chart of accounts:
| Account |
Default Code |
Description |
| POS Sales Account |
4030 |
Revenue account for POS sales |
| POS COGS Account |
5055 |
Cost of goods sold |
| POS Inventory Account |
1560 |
Inventory asset account |
| POS Cash Account |
1075 |
Cash received at POS |
| POS Terminal Account |
1076 |
Card terminal payments |
| POS Mobile Money Account |
-- |
Mobile money payments |
| POS Bank Transfer Account |
-- |
Bank transfer payments |
| POS VAT Account |
-- |
VAT collected on POS sales |
Customers
Navigate to Customers from the sidebar to manage POS customer records.
Customer List
A searchable, paginated table displaying all customers with:
| Column |
Description |
| Name |
Customer full name and company name |
| Email |
Customer email address |
| Phone |
Customer phone number |
| Total Purchases |
Number of POS sales for this customer |
| Outstanding Balance |
Amount owed by the customer |
Available Actions
| Action |
Description |
| Add Customer |
Open the customer creation form (slide panel) |
| Import |
Bulk import customers from CSV/Excel file |
| View |
Navigate to customer detail page |
| Edit |
Open the customer edit form |
| Field |
Required |
Description |
| First Name |
Yes |
Customer's first name |
| Last Name |
Yes |
Customer's last name |
| Company Name |
No |
Business or company name |
| Email |
No |
Email address |
| Phone |
No |
Contact phone number |
The sidebar organises the module into the following sections:
- Dashboard -- Main overview page
- POS -- Point of Sale management hub
- Products (expandable) -- All Products, Categories
- Stock (expandable) -- Stock Levels, Adjustments, Stock Alerts, Movements
- Warehouses (expandable) -- All Warehouses, Transfers
- Purchases (expandable) -- Purchase Orders, Suppliers
- Customers -- Customer management
- Reports -- Reports hub
- Settings -- Module configuration
A mobile-optimised bottom navigation bar is also available on smaller screens with quick access to Dashboard, POS, Products, Stock, and a full menu overlay.
