Everything the system does

Checkout

Build a cart by scanning a barcode or searching, with a running total as you go. Take payment across more than one method on a single sale, cash and transfer together if that is how it lands.

A checkout sale must be paid in full and exactly before it completes. There is no part-payment at the counter and no way to leave a till total owing.

Checkout sales carry no customer. Not an optional field left empty, but no field at all. A walk-in is anonymous by design.

Prices at the counter cannot be changed by anyone, at any role, including the account owner. The price comes from the branch price plus any discount already switched on for that product. This is the rule that makes the till total trustworthy.

Every sale produces a receipt you can print or download.

Invoicing

Create an invoice against a named customer with as many lines as you need. Payment terms are Due on Receipt, Net 15, Net 30 or Net 60, and the due date is worked out from the terms rather than typed in.

Payment at the point of issue is optional. Take all of it, some of it or none of it, and the invoice records what was paid.

Overdue status is worked out by the system. Any invoice past its due date with money still outstanding is overdue, and it shows up marked in the list and in the ageing report.

A Manager or Admin can override the price on an invoice line. That override replaces any discount on that line rather than stacking with it.

Invoices download as PDF for printing or sending on. The system does not email invoices to customers.

Returns

A return references the original sale or invoice, and works the same way whichever it was. Return everything or part of it, up to the quantity that has not already been returned.

Returning against an unpaid or part-paid invoice reduces what that customer owes.

Returns are processed by a Manager or Admin, not at the counter.

Customer records

Contact details, and a balance the system maintains rather than one you keep updated by hand.

Customer records are available on every plan, with the number of them set by your plan.

Payments and how they land

Record a payment against the customer rather than against one invoice. It settles the oldest outstanding invoice first, then moves to the next, and will part-settle whichever one it reaches last.

The allocation is not adjustable. Nobody, including the account owner, can direct a payment at a specific invoice. The screen shows exactly which invoices the money will settle and by how much, before anything is confirmed.

Every allocation is recorded, so a balance in dispute has a trail behind it.

A payment larger than the total the customer owes is rejected rather than held on account.

Payments can be split across methods.

Credit

There is no credit limit in the system. Whether a customer can take goods on account is your decision, made by you, not blocked by software.

Across branches

Stock is held per branch. A figure is always the figure at that location.

Prices and discounts are set per branch too, so a location can trade at a different price without a separate product list.

Transfer stock between branches, with the transfer confirmed at the receiving end.

The rule that does the most work

Stock cannot go below zero. Not on a checkout sale, not on an invoice, not on a transfer. Availability is checked at the moment the transaction is finalised rather than when a line is added, so two people selling the last unit at the same time cannot both succeed. The second one gets told why.

Expiry and batches

Entering an expiry date when you receive stock is what switches on batch tracking for that product. There is no separate setting to find.

After that, each goods receiving creates its own batch at that branch, and sales deduct from whichever batch expires soonest. A single line will draw across two batches if the first does not cover it.

Stock that has passed its date produces a warning at the point of sale. It does not block the sale. That call is yours to make.

Counts and adjustments

Stock counts and manual adjustments, with the adjustment recorded against whoever made it.

Barcodes

One barcode per product, unique to your account. Scanning works at product setup and at the point of sale, from a USB or Bluetooth scanner or from a camera.

The system reads manufacturer barcodes. It does not generate or print barcode labels.

Purchases and receiving

Raise a purchase against a vendor and receive it in full or in part, with the rest still outstanding.

Average cost is recalculated per branch every time goods are received, so cost reflects what you actually paid across deliveries rather than the price on the most recent one.

Vendors

Vendor records, and payments recorded against the specific purchase they settle.

Shifts

Staff open and close a work session. Closing produces a summary broken down by payment method, covering both counter sales and invoices.

Shifts left open are closed automatically after 24 hours.

The shift summary is a record of what went through. There is no cash float entry and no expected-against-counted check.

Cashbook

A financial ledger combining entries the system generates from trading with entries you add yourself.

Reports

Sales, stock valuation, purchases, branch comparison, staff performance and invoice ageing. Filter by transaction type where it applies. Export any of them to CSV or PDF.

Alerts

The system watches for low stock, invoices going overdue, vendor payments coming due, products approaching expiry, plan limits being reached, and subscription payments failing.

Every plan gets these in the application. Pro and Enterprise also get them by email.

Staff and roles

Three roles.

Admin

Admin is the owner. Everything, including billing, staff, settings, the cashbook, stock adjustments and voids.

Manager

Manager runs operations. Products, purchases and receiving, discounts, price overrides on invoices, returns, transfers and customers. No access to billing, staff management, settings or the cashbook.

Cashier

Cashier works the counter. Takes checkout sales, raises invoices and records customer payments. Lands straight on a transaction screen at login rather than a dashboard. Can look up products and customers but cannot change prices, apply discounts, void, process returns or see reports beyond their own shift.

Audit log

Every change recorded against the person who made it. Kept for 30 days on Free and Starter, 90 days on Pro, 180 days on Enterprise.