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Salezpad POS Users's Manual
Salezpad POS Users's Manual
Salezpad POS Users's Manual
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Logging into the System
To start using the system the administrator account must log in to set
up the whole system. After both username and password are entered,
press the enter key on the keyboard or click the [Login] button on the
form. If the username and password are correct, the administrator’s
‘dashboard’ will show, otherwise an error message will prompt.
The dashboard serves as the main interface for the system administrator. To provide accessibility, several menus,
shortcuts, and report summaries are on the dashboard.
Administrator’s Dashboard
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File Menu
Report Menu
To begin setting up the system, the administrator must set up the default and necessary data of the system such as
users, roles, terminals, item collections, discounts, products, and products units of measurement.
Users
The first thing that must be set up is the user’s information and account. To view the main form of the user, navigate
to the Manage menu and select the user on the sub-menu.
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Creating new user
Fields or details with an asterisk sign (*) denote that the field
must not be empty. Leaving required fields empty will prompt an
error message.
Once all necessary information about the new user has been already entered, click the [Save] button or press the
enter key on the keyboard to save the new user into the database.
Updating user
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To update user information, select a record on the ‘User’ form, then click the [Edit] button. The ‘Edit user’ form will
be open and ready for any changes. If all changes were valid inputs, click the [Save] button to apply the changes in
the database.
Removing user
To remove any user account in the database, select one or more records from the list and click the [Delete] button
next to edit, then click the [Yes] button for confirmation.
Note
The user account cannot be remove if it has record of sales in the database.
Unit of Measurements
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Units of measurements will allow you to manage the
units for each product or stock.
To add a new unit of measurement, click the [New] button on the top-left-most of the Unit of Measurement form.
The ‘New Unit of Measurement’ form will show. Enter the abbreviation and name of the measurement. Note that
both fields must be supplied with data; otherwise, the system will prompt an error for an empty field. Once both
fields are supplied, click the [Save] button to save them into the database.
To update the unit of measurements, select a record on the list then click the [Edit] button, the edit form will be
open and ready for any changes. If all changes were valid inputs, click the [Save] button to apply the changes in the
database.
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To remove any records of a unit of measurement in the database, select one or more records from the list and click
the [Delete] button then click the [Yes] button for confirmation.
Note
Unit of measurement record cannot be remove if it is being use by an item or product as unit of measurement.
Suppliers
Note
Note that adding suppliers is not required to add an item.
Adding supplier
To add a new supplier, click the [New] button on the top-left-most of the Suppliers form. The ‘New supplier’ form
will be open. Enter the name of the supplier and click the save button to save the new supplier into the database.
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Updating Supplier
To update Supplier, select a record on the list, then, click the [Edit] button, and the ‘Edit supplier’ form will be open
and ready for any changes. If all changes were valid inputs, click the [Save] button to apply the changes in the
database.
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Removing Suppliers
To remove any records of suppliers in the database, select one or more records from the list and click the [Delete]
button then click the [Yes] button for confirmation
Note
Supplier record cannot be remove if it is being use by an item or product as supplier.
Item collections
Adding collections
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Updating collection
To update Supplier, select a record on the list, then, click the [Edit] button. The ‘Edit collection’ form will be open
and ready for any changes. If all changes were valid inputs, click the save button to apply the changes in the
database.
Note
Adding collection with the same name in the database will not be save.
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Removing Collections
Products
Once all the necessary or required data are already in the database. You will now be able to insert a new product or
item into your database. The top-left part of the ‘Products’ form is where you can find the control buttons for
managing your product or items. To add a new product to the database, click the [New Product] button on the top-
left-most of the form, after clicking, a ‘New Product’ form will be open.
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Adding Products
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To add new products to the database, select product collection type in
the collection field, then entered the product and stock details. Note
that fields having an asterisk sign (*) denotes that the fields must not
leave empty; otherwise the system will prompt an error message for an
empty field until the inputs have been supplied. After the necessary
information has been entered, click the [Save] button below to save a
new record of the product into the database.
Viewing of Products
By default, products or items in the database do not show upon load of the ‘Product’ form. This is to optimize the
performance of the system and provide only records needed to view.
To view all the products, Click the [Load Records] button to retrieve all products from the database. Searching a
specific record is also possible by typing the product’s keyword or barcode on a search box.
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Product stocks management
Products Stocks
Adjustments
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Additional stocks
To record additional stocks, select one item on the records, click the [Adjust Stocks] button, and the ‘Stock
adjustment’ form will show.
The ‘Stock Adjustment’ form contains the list of additional stocks and reduced stocks for the item selected.
To add stock adjustment click the ‘Add’ button on the top-left-most of the form.
The ‘Add Adjustment’ form will show, then select the Add Stock option, set the date, and quantity, and
state the reason for the stock adjustment. Once all fields are set, click the [Save] button or [Save & Close]
button.
Reduced stocks
To record a reduction of stocks, select one item on the records, click the [Adjust Stocks] button, and the
‘Stock adjustment’ form will show. To add stock adjustment click the ‘Add’ button on the top-left-most of
the form.
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The ‘Add Adjustment’ form will show, then select the Reduce
Stock option, set the date, and quantity, and state the reason
for the stock adjustment. Once all fields are set, click the [Save]
button or [Save & Close] button.
Removing Products
Note
Removing products that has sales record will prompt an error, therefore you can only remove product that has no
sales yet.
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Setting Preferences
Generating Reports
To generate reports toggle your mouse to the ‘Report’ menu beside the ‘Preferences’ menu. There are four main
parts of the report: Sales Report, Inventory Report, Customer Purchase history, and Audit trail.
Sales Report has four sub reports: Gross Profit, Voided Sales, Z and X Report, and BIR Sales Summary.
Gross Report
To generate a Gross profit report, toggle or point your mouse to the ‘Sales Report’ menu, another menu will
then show, then select the ‘Gross Report’ menu in the options. The ‘Gross Profit Report’ form contains
several filters for generating a report where you can select a specific date range from and to, terminal and
user. Click the [Generate] button to load the report. Once the report data generates, click the [Print]
button.
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Voided Sales
To generate a Gross profit report, toggle or point your mouse to the ‘Sales Report’ menu, another menu will
then show, then select the ‘Voided Sales’ menu in the options. The ‘Voided Sales’ form contains a date
range filter and specifies the date of voided sales. Click the [Generate] button to load the report. Once the
report data generates, click the [Print] button.
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X-Read Report Preview
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BIR Sales Summary
To generate BIR Sales report, open the ‘BIR Summary Sales Report’ form under the sales report menu. Once
the form is open, select from and to date period from and click the [Generate] button to generate the data.
Inventory Report has four sub-reports: Inventory List, Stock Adjustments, Returned Items, and Fast and Slow Moving
Stocks.
To generate Inventory List Report, toggle or point your mouse to the ‘Inventory Report’ menu, another
menus will then show, then select the ‘Inventory List Report’ menu in the options. The ‘Inventory List
Report’ form contains filters for generating reports where you can select specific types of collection and
Inventory as of date.
Click the [Retrieve] button to load the report. Once the report data has been generated, click the [Print]
button.
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Stock Adjustments Report
To generate a Stock adjustments report, toggle or point your mouse to the ‘Inventory Report’ menu,
another menus will then show, then select the ‘Stock Adjustments’ menu in the options. The ‘Stock
Adjustments’ form contains a search box and a date range filter. Enter the keyword of the product and select
the date period. Click the [Generate] button to load the report. Once the report data has been generated,
click the [Print] button.
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To generate Returned Items report, toggle or point your mouse to the ‘Inventory Report’ menu, another
menus will then show, then select the ‘Returned Items’ menu in the options. The ‘Returned Items’ form
contains date range filter. The system will generate returned items within given from and to dates. Click the
[Generate] button to load the report. Once the report data has been generated, click the [Print] button.
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To generate Fast and Slow Moving Stocks report, toggle or point your mouse to the ‘Inventory Report’
menu, another menu will then show, then select the ‘Fast and Slow Moving Stocks’ menu in the options.
The ‘Fast and Slow Moving Stocks’ form contains the date, fast or slow moving filter. The system will
generate sold items based on the number it was purchased. Click the [Generate] button to load the report.
Once the report data has been generated, click the [Print] button.
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Customer Purchase History Report
To generate a Customer Purchase History report, toggle or point your mouse to the ‘Report’ menu, then
select the ‘Customer Purchase History’ menu in the options. The ‘Customer Purchase History’ form contains
a search and date filter. The system will generate the purchase history of a specific customer based on a
given range of dates. The upper pane of the form is where you can search for customers in the database.
Enter the customer’s first or last name on the search box. Select the search result on the list and set the date
range to see its purchased history. Click the [Generate] button to load the report. Once the report data has
been generated, click the [Print] button.
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Audit Trail Report
To generate an Audit Trail report, toggle or point your mouse to the ‘Report’ menu, then select the ‘Audit
Trail’ menu in the options. The ‘Audit Trail’ form contains the date, user, terminal and action filters. The
system will generate a log or sequence made by a user to the system. The system records the ‘when’ and
’where’ of the action made by a user. When a user creates, deletes, updates, discounts, reads, returns, sold,
voids, and others the system records its action. To generate an Audit Trail, first set the desired date range,
second select a user, third select the terminal, fourth select an action type, and finally click the [Generate]
button to retrieve the logs.
The terminal dashboard of the frontliner, cashier, and administrator does look the same. They only differ in
accessibility. On the top pane it shows the total payable amount of the customers, the right pane contains the
product and customer details while the bottom pane contains the controls which change depending upon the
current user type.
Below are the function and explanations of different controls of the dashboard.
[F1] [New Trans] - Creating new transactions. This also enables the disabled-buttons.
[F2] [Focus barcode] - Set the system to scan items when it loses its focus.
[F3] [Add item] - Add an item to the customer’s list of orders.
[F4] [Remove item] - Remove a single item to the customer’s list of orders.
[F5] [Clear item] - Remove all the items in the customer’s list of orders.
[F6] [Quantity] - Add or reduce the current item quantity on the customer’s list of orders.
[F7] [Customers] - Set the customer of the current transaction.
[F8] [Price Mode] - Set the price variance for the specific item whether special, retail, or wholesale price.
[F9] [Payment] - Set the payment of the current transaction.
[F10] [Price Inquiry] - Inquire about the item’s special, retail, and wholesale price.
[F11] [Cash Count] - Record all the cash denominations and total amount in a terminal.
[F12] [Sales] - View the sales within the selected date with an option to print receipts, void sales, and return items.
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[Control + O] - View the orders received by the front liner user.
[Alt + F4] - Log-out the current user.
X and Z reports summarize sales, returns, and other activity occurring on a specific terminal during shift. X reports
cover everything from the register shift opening until when the system is running, and Z reports cover the entire shift
from opening to closing.
X-Read
To create x report click the [Cash Count] button or
press the F9 key on the keyboard. The ‘Cash Count’
form will show.
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X Read Report
Z-Read
To create a Z-Read report click the [Cash Count]
button or press the F9 key on the keyboard. The ‘Cash
Count’ form will show.
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Z-Read Report
The frontline makes the order Slip. Transaction made by the frontliner is the order slip that will be send to
the cashier’s terminal to finish the transaction. Order slip is not recorded directly as sales it still needs to be
processed by the cashier.
To create an order slip, the front liner must scan all the orders of the customers and make a payment.
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If the payment is successful, then the orders will be send to the cashier’s terminal to finish the transaction.
To view all the order slips created by the frontline log in to the cashier account. On the buttons below, the
cashier’s dashboard clicks the [Order Slip] button or press the Control + O keys on the keyboard.
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To process the order slip,
select a record and click the [Enter]
button or press the enter key on the
keyboard. The orders will be
displayed on the list of items on the
dashboard.
Placing an order
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To make a payment click the [Payment] button or press the F9 key on the keyboard.
Setting Customer
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are those fields with an asterisk mark (*)). If all the required information of the customer has been entered, click
the [Save] button.
Adding Discounts
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The ‘Print Preview’ form will appear. To
print the receipt click the [Print] button on the
top-left-most of the ‘Print Preview’ form or
press the Control + P key on the keyboard.
Note
Make sure that the device printer is ready and properly setup to avoid error on printing the receipt.
Voiding Sales
The ‘Verify User’ form will show. In this case the store administrator account will be use to verify the user. After the
verification of user, The ‘Void Transaction’ form will show. This form will ask for the reason on voiding the
transaction. Enter the reason and click the [Proceed void] button. The transaction will now be on the list of voided
sales.
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Returning Items
This form will ask for the return quantity and the
reason for returning. Enter the return quantity
and reason, and then click the [Enter] button.
The item will now be on the list of return items.
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