Overview
The Point of Sale (POS) system is where your daily sales happen. This guide covers everything from basic sales to advanced features like holds, discounts, and multiple payment methods. Whether you're using a computer, tablet, or phone, this guide will help you process sales efficiently.
POS Interface Preview
🛒 POS TERMINAL
Cashier: John | Store: Main
🔍 Search product or scan barcode...
🖱️
Mouse
$25
Mouse
$25
⌨️
Keyboard
$45
Keyboard
$45
🎧
Headset
$80
Headset
$80
📱
Case
$15
Case
$15
🔌
Cable
$10
Cable
$10
🔋
Charger
$20
Charger
$20
CURRENT SALE
2x Mouse @ $25 = $50
1x Keyboard @ $45 = $45
Subtotal: $95
Tax (16%): $15.20
TOTAL: $110.20
Getting Started with POS
Accessing the POS
MAIN MENU QUICK ACCESS
│
└── 🛒 Sales ┌───────────────────────┐
│ │ 📊 DASHBOARD │
├── 📄 Invoices │ │
├── 🧾 Quotations │ [🛒 OPEN POS] ←──── │
├── 👥 Customers │ │
└── 💻 POS Terminal ←── │ Sales Today: $1,250 │
│ Transactions: 45 │
└───────────────────────┘
The POS Interface Explained
Screen Layout Breakdown
┌─────────────────────────────────────────────────────────────────────┐ │ TOP BAR (Status & Navigation) │ │ ┌────────────────────────────────────────────────────────────────┐│ │ │ 🏪 Store: Main Branch | 👤 Cashier: John Doe | 🕐 14:30 ││ │ └────────────────────────────────────────────────────────────────┘│ ├────────────────────────────────┬────────────────────────────────────┤ │ │ │ │ LEFT SIDE │ RIGHT SIDE (Cart) │ │ Product Browser │ │ │ │ ┌──────────────────────────────┐ │ │ 🔍 Search Bar │ │ 🛒 CURRENT SALE │ │ │ ┌────────────────────────┐ │ │ │ │ │ │ Search or scan... │ │ │ 2x Wireless Mouse $50.00 │ │ │ └────────────────────────┘ │ │ 1x Keyboard $45.00 │ │ │ │ │ ───────────────────────── │ │ │ 📂 Categories: │ │ Subtotal $95.00 │ │ │ [All] [Electronics] [Food] │ │ Tax (16%) $15.20 │ │ │ │ │ ───────────────────────── │ │ │ Popular Items Grid: │ │ TOTAL $110.20 │ │ │ ┌────┐ ┌────┐ ┌────┐ │ │ │ │ │ │🖱️ │ │⌨️ │ │🎧 │ │ │ [💳 PAYMENT] │ │ │ │$25 │ │$45 │ │$80 │ │ │ [⏸️ HOLD] [❌ CLEAR] │ │ │ └────┘ └────┘ └────┘ │ └──────────────────────────────┘ │ │ │ │ └────────────────────────────────┴────────────────────────────────────┘
Processing a Sale: Step-by-Step
1
Add Products to Cart
You have three ways to add products:
Method A: Search by Name
- Click in the search box (or press F2)
- Type product name (e.g., "mouse")
- Select from dropdown suggestions
- Product appears in cart
Method B: Barcode Scan
- Point scanner at product barcode
- Product automatically added to cart
- Fastest method for retail!
Method C: Click from Grid
- Browse popular products grid
- Click product icon
- Good for touchscreen use
💡 Pro Tip: Quantity Shortcuts
When adding products, you can specify quantity:
- Type "5x mouse" → Adds 5 mice
- Scan same item multiple times → Increments quantity
- Click quantity in cart to edit
2
Adjust Quantities & Apply Discounts
Cart Item Actions
┌─────────────────────────────────────────────────────────────┐ │ 🛒 CURRENT SALE │ │ │ │ ┌───────────────────────────────────────────────────────┐ │ │ │ 2x Wireless Mouse @ $25.00 [✏️] [🗑️] │ │ │ │ └─ Line total: $50.00 │ │ │ │ │ │ │ │ [−] [ 2 ] [+] ← Click to adjust │ │ │ │ │ │ │ │ [🏷️ Add 10% Discount] │ │ │ │ [💰 Custom Price: $22] │ │ │ └───────────────────────────────────────────────────────┘ │ │ │ │ Click ✏️ to edit item | Click 🗑️ to remove │ └─────────────────────────────────────────────────────────────┘
Available Actions per Line Item:
| Action | How To | Use Case |
|---|---|---|
| Change Quantity | Click [−] or [+] buttons | Customer wants 3 instead of 2 |
| Line Discount | Click item → "Add Discount" | Damaged box, slight discount |
| Custom Price | Click item → "Change Price" | Price negotiation, special case |
| Remove Item | Click 🗑️ icon | Customer changed mind |
3
Apply Global Discounts (Optional)
Order-Level Discounts
┌─────────────────────────────────────────────────────────────┐ │ APPLY DISCOUNT TO ENTIRE ORDER │ │ │ │ Discount Type: │ │ ● Percentage % ○ Fixed Amount $ │ │ │ │ Discount Value: [ 10 ] % │ │ │ │ Reason: [ Customer loyalty ▼ ] │ │ │ │ ┌───────────────────────────────────────────────────────┐ │ │ │ Before: $110.20 │ │ │ │ Discount (10%): −$11.02 │ │ │ │ After: $99.18 │ │ │ └───────────────────────────────────────────────────────┘ │ │ │ │ [✅ Apply] [❌ Cancel] │ └─────────────────────────────────────────────────────────────┘
Press F9 to quickly open the discount panel.
4
Process Payment
Click the [💳 PAYMENT] button or press F4 to open payment options:
Payment Screen
┌─────────────────────────────────────────────────────────────┐ │ 💳 PAYMENT │ │ │ │ Amount Due: $110.20 │ │ │ │ ┌───────────────────────────────────────────────────────┐ │ │ │ PAYMENT METHODS │ │ │ │ │ │ │ │ 💵 Cash [ $110.20 ] [Add +] │ │ │ │ 📱 M-Pesa [ ] [Add +] │ │ │ │ 💳 Card [ ] [Add +] │ │ │ │ 🏦 Bank Transfer [ ] [Add +] │ │ │ │ │ │ │ └───────────────────────────────────────────────────────┘ │ │ │ │ Split Payment: │ │ Cash: $60.00 + M-Pesa: $50.20 = $110.20 ✅ │ │ │ │ [✅ COMPLETE SALE] │ └─────────────────────────────────────────────────────────────┘
Payment Methods Explained:
| Method | Best For | Process |
|---|---|---|
| 💵 Cash | Walk-in retail | Enter amount received, system calculates change |
| 📱 M-Pesa | Mobile money (Africa) | Enter transaction code from customer's phone |
| 💳 Card | Credit/debit cards | Process through connected card reader |
| 🏦 Bank | Corporate clients | Record for later reconciliation |
💡 Split Payments
Customers can pay with multiple methods. Example: Pay $50 cash + $60.20 with M-Pesa for a $110.20 total.
5
Complete Sale & Print Receipt
Sale Completion Flow
Payment Confirmed
│
▼
┌─────────────────┐
│ ✅ SALE COMPLETE │
│ Receipt #INV-001 │
└────────┬────────┘
│
┌────┴────┬────────────┬───────────┐
│ │ │ │
▼ ▼ ▼ ▼
┌───────┐ ┌───────┐ ┌─────────┐ ┌────────┐
│🖨️ Print│ │📧 Email│ │💾 Digital│ │🔄 New │
│Receipt│ │Receipt │ │ Receipt │ │ Sale │
└───────┘ └───────┘ └─────────┘ └────────┘
Stock updated automatically ✓
Revenue recorded ✓
Customer notified ✓
Receipt Options:
- 🖨️ Print - Thermal printer (connect in Settings)
- 📧 Email - Enter customer email at checkout
- 📱 SMS - Send link via text message
- 💾 Digital - QR code for customer to scan
Advanced POS Features
Suspending/Holding Sales
When a customer needs to step away:
Hold Sale Process
Customer: "I need to check with my wife, be back in 5 mins" You: [⏸️ HOLD SALE] ┌─────────────────────────────────────────────┐ │ 💾 SALE SAVED ON HOLD │ │ │ │ Hold ID: #HOLD-042 │ │ Time: 14:30 │ │ Amount: $110.20 │ │ Items: Mouse, Keyboard │ │ │ │ [🔄 Resume Sale] [❌ Cancel Hold] │ └─────────────────────────────────────────────┘ Later: Retrieve from "Held Sales" list
Press F5 to hold current sale.
Keyboard Shortcuts for Speed
| Key | Action | When to Use |
|---|---|---|
| F2 | Focus search box | Start adding products |
| F4 | Open payment | Ready to checkout |
| F5 | Hold sale | Customer stepping away |
| F9 | Add discount | Apply global discount |
| Esc | Cancel/Go back | Exit current action |
| Enter | Confirm | Accept selection |
Returns & Refunds
Processing a Return
Sales Menu → Returns → New Return 1. Enter original receipt number (or scan) 2. System shows original sale 3. Select items being returned 4. Choose refund method: • Cash refund • M-Pesa refund • Store credit 5. Process refund 6. Stock automatically returned to inventory
POS Hardware Setup
Recommended POS Hardware
MINIMUM SETUP: ┌─────────────────────────────────────────────┐ │ 💻 Tablet or Computer │ │ │ │ │ └── Runs NinoPOS (browser-based) │ └─────────────────────────────────────────────┘ RECOMMENDED SETUP: ┌─────────────────────────────────────────────┐ │ 🖥️ Touchscreen Monitor or iPad/Tablet │ │ │ │ │ ├── 📠 Receipt Printer (USB/Network) │ │ ├── 📊 Barcode Scanner (USB/Bluetooth)│ │ ├── 💵 Cash Drawer (RJ12 connection) │ │ └── 💳 Card Reader (if taking cards) │ └─────────────────────────────────────────────┘
Troubleshooting Common Issues
| Problem | Solution |
|---|---|
| Product not scanning | Check barcode in product settings. Try typing SKU manually. |
| Receipt not printing | Check printer connection, paper, and settings. Test from Settings. |
| M-Pesa payment not showing | Verify transaction completed on customer phone. Check for SMS confirmation. |
| Slow performance | Clear browser cache, check internet connection, close unused tabs. |
| Wrong tax calculation | Check product tax settings and company tax configuration. |