Overview
This guide walks you through the complete sales process in NinoPOS - from adding products to recording payments. Whether you're running a retail store, wholesale business, or service company, this workflow covers everything you need to make sales and get paid.
Complete Sales Process Flow
1
Add Product
→
2
Check Stock
→
3
Make Sale
→
4
Generate Receipt
→
5
Record Payment
Before You Start
Make sure you have completed these setup steps:
- ✅ Company setup complete - Your business information is filled in
- ✅ Products added - At least one product in your catalog
- ✅ Stock available - Products have quantity > 0
- ✅ Payment methods configured - Cash, M-Pesa, or card payments set up
ℹ️ Quick Path for New Users
If you haven't added products yet, jump to Adding Products first, then return to this guide.
Step 1: Add Products to Your Catalog
Before making sales, you need products in your system. Here's how to add them efficiently:
1
Navigate to Products
Inventory → Products → Add New
Navigation Path
┌─────────────────────────────────────────┐ │ 📊 DASHBOARD │ │ │ │ ┌──────────┐ ┌──────────┐ │ │ │ INVENTORY│ │ ▼ │ │ │ └────┬─────┘ └──────────┘ │ │ │ │ │ ▼ │ │ ┌─────────────────────────────────┐ │ │ │ 📦 Products │ │ │ │ └── Add New Product (+) │ │ │ └─────────────────────────────────┘ │ └─────────────────────────────────────────┘
Required Product Information:
| Field | Description | Example |
|---|---|---|
| Product Name | Display name for the product | Wireless Mouse |
| SKU | Unique stock keeping unit | WM-2024-001 |
| Category | Product classification | Electronics / Accessories |
| Selling Price | Price customers pay | $25.00 |
| Cost Price | What you paid (for profit calc) | $15.00 |
| Initial Stock | Starting quantity | 50 units |
💡 Pro Tip: Barcodes
If your products have barcodes, enter them in the "Barcode" field. This speeds up POS sales significantly - just scan and go!
Step 2: Check Stock Levels
Before making a sale, ensure you have sufficient stock:
2
View Stock Dashboard
Inventory → Stock Levels
Stock Status View
┌──────────────────────────────────────────────────┐ │ 📊 STOCK DASHBOARD │ │ │ │ Product In Stock Status │ │ ───────────────────────────────────────────── │ │ Wireless Mouse 45 ✅ Available │ │ Keyboard 12 ✅ Available │ │ USB Cable 3 ⚠️ Low Stock │ │ Monitor Stand 0 ❌ Out of Stock │ │ │ │ Legend: ✅ Good | ⚠️ Low (≤5) | ❌ Out of Stock│ └──────────────────────────────────────────────────┘
⚠️ Low Stock Alert
If stock is low, you'll see a warning during sale. You can either:
- Continue with available quantity
- Add the product to backorder
- Restock first (Purchase Order → Goods Received)
Step 3: Make the Sale
Now you're ready to sell! Choose your method:
Option A: Quick Sale (For walk-in customers)
3A
Use the POS System
Sales → POS Terminal
POS Screen Layout
┌──────────────────────────────────────────────────────────┐ │ 🛒 POS TERMINAL [Cashier] │ │ │ │ ┌─────────────────────┐ ┌─────────────────────────┐ │ │ │ SEARCH PRODUCT │ │ 🛒 CURRENT SALE │ │ │ │ [_______________] │ │ │ │ │ │ │ │ 2x Wireless Mouse $50.00│ │ │ │ 📦 Categories: │ │ 1x Keyboard $45.00│ │ │ │ [Elect] [Office] │ │ ───────────────────── │ │ │ │ [Access] [All] │ │ Subtotal: $95.00│ │ │ │ │ │ Tax (16%): $15.20│ │ │ │ Popular Items: │ │ ───────────────────── │ │ │ │ [🖱️] [⌨️] [📱] │ │ TOTAL: $110.20│ │ │ │ │ │ │ │ │ └─────────────────────┘ │ [💳 PAY NOW] │ │ │ └─────────────────────────┘ │ └──────────────────────────────────────────────────────────┘
POS Workflow:
- Search/Scan Product - Type name or scan barcode
- Add to Cart - Click product or press Enter
- Adjust Quantity - Click +/- or type number
- Apply Discount - If needed (percentage or fixed)
- Click Pay - Proceed to payment
💡 Keyboard Shortcuts
Speed up sales with these shortcuts:
F2- Focus search boxF4- Open paymentF5- Hold sale (save for later)F9- Discount
Option B: Invoice Sale (For credit customers)
3B
Create an Invoice
Invoices → New Invoice
Best for B2B sales or when payment will be received later:
- Select Client from dropdown (or add new)
- Set Due Date (e.g., Net 30 days)
- Add Line Items (products/services)
- Add Tax if applicable (VAT 16%, etc.)
- Add Notes (payment terms, thank you message)
- Click Send (email) or Download (PDF)
ℹ️ Invoice vs Receipt
Invoice = Request for payment (before payment)
Receipt = Proof of payment (after payment)
Step 4: Generate Receipt
After completing the sale, provide proof of purchase:
4
Receipt Options
Automatic or Manual
Receipt Format Options
┌─────────────────────────────────────────────────────────┐ │ 📄 RECEIPT #INV-2024-001 │ │ ───────────────────────────────────────────────── │ │ Your Company Name │ │ 123 Business Street, Nairobi │ │ Phone: +254 700 123 456 │ │ │ │ Date: 11 Apr 2024 Time: 14:30 │ │ Cashier: John Doe │ │ │ │ Qty Item Price │ │ ───────────────────────────────────────────── │ │ 2 Wireless Mouse $50.00 │ │ 1 Mechanical Keyboard $45.00 │ │ ───────────────────────────────────────────── │ │ Subtotal: $95.00 │ │ VAT (16%): $15.20 │ │ ───────────────────────────────────────────── │ │ TOTAL: $110.20 │ │ │ │ Payment: M-Pesa │ │ Transaction ID: MP240411143000 │ │ │ │ Thank you for your business! │ │ Returns accepted within 7 days │ └─────────────────────────────────────────────────────────┘
Receipt Delivery Options:
| Method | Best For | How To |
|---|---|---|
| 🖨️ Print | Walk-in customers | Connect thermal printer → Auto-print on sale |
| Remote customers | Enter email at checkout → Auto-send | |
| 📱 SMS | Mobile-first customers | Enter phone → SMS with receipt link |
| 💾 Download PDF | Records keeping | Sales → Receipts → Download |
Step 5: Record Payment
The final step - getting paid! Multiple payment methods supported:
5
Payment Processing
Multiple Methods Supported
Payment Method Guide:
Payment Flow
┌─────────────────────────────────────┐
│ CUSTOMER PAYS │
└──────────────┬──────────────────────┘
│
┌──────────────┼──────────────┐
│ │ │
▼ ▼ ▼
┌──────────┐ ┌──────────┐ ┌──────────┐
│ 💵 Cash │ │📱 M-Pesa │ │ 💳 Card │
└────┬─────┘ └────┬─────┘ └────┬─────┘
│ │ │
▼ ▼ ▼
┌────────────────────────────────────────┐
│ RECORD IN NINOPOS │
│ • Enter amount │
│ • Select method │
│ • Add reference (M-Pesa code, etc.) │
│ • Confirm payment │
└──────────────────┬─────────────────────┘
│
▼
┌──────────────────────┐
│ ✅ PAYMENT RECORDED │
│ Stock Updated │
│ Receipt Generated │
└──────────────────────┘
M-Pesa Payment (Most Popular in Africa):
- Customer opens M-Pesa on their phone
- Selects "Pay Bill" or "Buy Goods"
- Enters your business Till Number
- Enters amount and PIN
- You receive STK push confirmation
- Payment auto-reconciles in NinoPOS
💡 Auto-Reconciliation
M-Pesa payments automatically appear in your dashboard within 2-5 minutes. No manual entry needed!
Split Payments:
For customers paying with multiple methods:
- Total: $100
- Cash: $60
- M-Pesa: $40
- ✅ Both recorded, fully paid
After the Sale
What happens next:
Post-Sale Process
✅ SALE COMPLETED
│
├──→ 📊 Stock reduced automatically
│
├──→ 💰 Revenue recorded in reports
│
├──→ 📧 Receipt sent to customer
│
├──→ 🔔 Low stock alert (if applicable)
│
└──→ 📈 Analytics updated (sales trends)
Sales Reports
Track your performance:
- Daily Sales Report: End-of-day summary
- Product Performance: Best/worst sellers
- Payment Method Mix: Cash vs M-Pesa vs Card
- Sales by User: Which cashier sold what