About Naro POS

Sales person manual

This is the tab to read if you serve customers at the till. It covers opening the till, ringing up a sale, taking cash and calculating change, looking up an old invoice, taking an instalment payment, handling a return and asking for more stock.

What you can do

1. Open the till

1. In the sidebar choose Point of Sale.
2. Pick POS (PC) on a desktop, or POS (Mobile) on a phone or tablet.
3. Check the cash drawer is counted and the receipt paper is loaded before the first customer.

Selling

2. Ring up a sale

1. Find the product in any of three ways:
   • Scan the barcode — the product is added straight away.
   • Type a product name or code into the search box.
   • Choose a category from Filter by Category, then tap the product card.
2. Check the cart. Each line shows the unit price and quantity. Use − and + to change quantity, or the bin icon to remove a line.
3. Attach a customer (optional but recommended for instalments and credit). Choose Select Customer and search by name or phone number. Leave it empty for a walk-in sale.
4. Confirm the total with the customer before taking money.

3. Take payment and give change

1. Select the green Paid button at the bottom of the cart.
2. Open the Change Calculator when the customer pays with cash.
3. Enter the Amount Given. Naro POS shows the Change due — count it back to the customer.
4. Choose the payment method, then confirm. The invoice is saved and the receipt opens.
5. Offer the printed receipt. Use Customer Screen where a second display is connected.

Payments

4. Sales history and taking a later payment

1. Open Sales → Sales History.
2. Set the date range, or use Previous / Today / Next to walk through the days.
3. Find the invoice by number, customer or amount. Each row shows Total, Paid, Balance, Refunded and Status.
4. Use the row action to open the invoice, then receive a payment against it.
5. Use PDF or CSV if a customer or your manager asks for a copy.

Sales History

5. Handle a return

1. Open Returns → Customer Return.
2. Find the original invoice and the product being returned.
3. Enter the quantity and the reason, and state whether the item is fit to go back on the shelf.
4. Submit the return. The stock and the invoice are adjusted, and the refund appears in the reports.

Use Returns → Warehouse Return to send damaged or unwanted stock back to the warehouse. You can raise that request yourself, but a manager or administrator has to approve it.

6. Ask for more stock

1. Open Stock Management → Request Transfer.
2. Add the products and quantities you need.
3. Submit the request and track it in Stock Management → Transfer.
4. When the stock arrives, check the quantity against the request before it goes on the shelf.

Good practice at the till

• Attach a customer to credit and instalment sales — an anonymous walk-in sale cannot be followed up.
• Confirm the total out loud before pressing Paid.
• Count change back into the customer's hand, not onto the counter.
• Never share your login. Every sale is stamped with the account that made it, and the reports show sales per cashier.
• At the end of your shift, make sure your sales are visible in Sales History before the manager closes the day.

Administrator manual

The administrator owns the system: who may sign in, what each role may touch, the product catalogue, prices and the backups. Work through the sections below in order when you set the system up, then use the daily checklist at the end.

1. Create the staff accounts

1. Open HR & Payroll → Employees.
2. Select Add Employee (or open modules/users/add.php).
3. Fill in the form:
   • Username — letters, numbers and underscores only, at least 3 characters.
   • Full name — shown in the top bar and on receipts.
   • Email and phone — used for notifications and password recovery, and must be unique.
   • Role — Administrator, Manager, Sales Person or Stock Person.
   • Gross salary and hire date — needed by the payroll module.
   • Status — set Active to allow sign-in, Inactive to block it.
   • Profile picture — optional, up to 2 MB (JPG, PNG, GIF or WEBP).
4. Set a first password, then select Create Employee.
5. Tell the employee their username and first password, and ask them to change it at first sign-in.

2. Set what each role may do

1. Open System Settings → Permissions.
2. Pick the role and tick the pages it may view, add, edit or delete.
3. Save. Permissions apply at the next page load — affected staff should refresh.

The Administrator role always has full access and is not restricted by this screen, so keep the number of administrator accounts small.

3. Build the product catalogue

• Products → Add New Product for a single item: name, code/barcode, category, supplier, cost price, wholesale price, retail price, minimum stock and an image.
• Products → Bulk Import Products to load or update many items from a spreadsheet.
• Products → Bulk Price Update to apply a percentage or fixed change to a whole category at once.
• Products → Guided Product Fix when an item is missing a barcode, a price or a category.
• Categories and Suppliers keep the catalogue tidy and make the reports meaningful — both support bulk import.
• Price List Search and Price List & Labels print shelf labels and price lists.

Administration

4. System settings

5. Watch the money

The Reports menu is where the business is measured. As administrator, the two to check most often are the Sales Report (what sold, who sold it) and the Financial Report (profit and loss). Both export to Excel and PDF.

Finance

Daily and weekly checklist

Manager manual

The manager's day ends with a reconciled till and a closed day, and starts with the numbers that tell you how the shop is performing.

1. Close the day and reconcile the cash

1. Open Sales → Sales History and confirm every till's sales are present.
2. Scroll to Cash Reconciliation & Close Day.
3. Count the drawer and type the figure into Actual Cash in Drawer. Enter any credit card or mobile money total in Actual Credit Payments.
4. Compare Total Actual with Net Expected:
   • Perfect match — the difference is zero and the day can be closed.
   • Difference — investigate before closing: a missed payment method, an unrecorded refund or a counting error.
5. Write anything unusual in Closing Notes, then select Close Day.

Daily closure

2. Approve what needs approving

• Stock Management → Transfer — approve or reject movement of stock between the warehouse and the sales floor.
• Returns → Warehouse Return — approve sending damaged or unwanted stock back.
• Notifications — requests and approvals waiting on you appear here and on the bell in the top bar.

Approving a transfer or return updates stock levels immediately, so check the quantities before you approve, not afterwards.

3. Read the trading numbers

1. Open Reports → Sales Report and set the period you want.
2. Read the headline cards first: Total Revenue, Collected, Gross Profit and its margin, Average Transaction and Outstanding.
3. Use the charts to see the shape of the period — revenue and profit trend, payment methods, customer types.
4. Check Sales by Cashier to see each person's transactions and share of the takings.
5. Scroll down for the top ten products by quantity, by profit and by revenue, and the top ten customers.

Reports

Reports

4. Customers who owe money

1. Open Reports → Receivables Report to see every outstanding balance.
2. Open a customer's Statement from the Customers module for the full transaction history.
3. Ask the sales person to collect the balance from Sales → Installment Payments, or collect it yourself.

5. Payroll

• HR & Payroll → Salary Management — run a pay period and generate payslips.
• Salary → Deductions — record loans, advances and other deductions before processing pay.
• Expenses and Social Security — keep operating costs and statutory contributions up to date; they feed the Financial Report.

Stock person manual

Naro POS keeps two stock pools: the warehouse (bulk storage) and POS stock (what is on the sales floor). Your job is to keep both accurate and to make sure the shelves never run dry.

1. Receive stock from a supplier

1. Open Stock Management → Receive Stock.
2. Find or add the supplier.
3. Add each product delivered with the quantity, unit cost and any expiry date.
4. Check the invoice total against the delivery note before saving.
5. Save, then review Stock In History to confirm the entry was recorded.

For a large delivery use Bulk Stock In, or Import Stock to load a whole spreadsheet. Both appear in the same history once saved.

2. Move stock to the sales floor

1. Check Stock Management → Warehouse Stock for what is available.
2. Open Request Transfer and add the products and quantities the shop needs.
3. Submit the request. It waits for a manager or administrator to approve it.
4. Once approved, the quantity moves from warehouse stock to POS stock.
5. Use Transfer to follow the status of every request.

3. Watch the stock levels

Stock Management → POS Stock is your main working screen. It flags anything that needs attention and shows the value of the stock on the floor.

Stock

• Critical — below half of the minimum level. Restock immediately.
• Low Stock — at or below the minimum. Plan a transfer today.
• Normal / Good — healthy level, nothing to do.
• Out of Stock — nothing left on the floor. The sales person cannot sell it.

4. Stock takes and adjustments

• Count the shelf, then compare it with the quantity in Naro POS.
• Where they disagree, find the cause first: an unrecorded transfer, a return not processed or a breakage.
• Stock Adjustment (administrator only) writes off breakages, expiry and shrinkage so the records match reality.
• Never adjust stock to hide a discrepancy — record the reason so the loss is visible in the reports.

5. Returns to the warehouse

1. Open Returns → Warehouse Return.
2. Add the products, quantities and the reason (damaged, expired, not selling).
3. Submit for approval, then move the goods once it is approved.

Handling stock well

• Rotate stock: new deliveries go behind what is already on the shelf.
• Check expiry dates when receiving and when moving stock to the floor.
• Record deliveries the same day — the reports are only as good as the entries.
• Walk the shelves daily and raise a transfer before a product hits zero.

Reports guide

Reports are available to managers and administrators. Each one has a date range at the top and almost all of them export to CSV, Excel or PDF for sharing outside Naro POS.

Sales Report, section by section

1. Headline cards — Total Revenue, Collected, Gross Profit and margin, Average Transaction, Outstanding.
2. Revenue & Profit Trend — daily, weekly or monthly depending on Group By.
3. Payment Methods and Customer Types — how customers paid and what kind of customers they are.
4. Sales by Cashier — transactions and share of takings for each account.
5. Top products — ranked by quantity, by profit contribution and by revenue.
6. Top customers — who spent the most, and how much of it is still unpaid.

Sales Report

Sales Report

Sales Report

Financial Report, section by section

1. Period and comparison — choose Monthly, Quarterly or Yearly, then a year and period, and what to compare against.
2. KPI cards — Total Revenue, Total Expenses, Net Profit and Net Profit Margin.
3. Revenue vs Expenses Trend — whether costs are growing faster than sales.
4. Profit & Loss Statement — Revenue less Cost of Goods Sold gives Gross Profit; subtract Operating Expenses to reach Net Profit or Loss.
5. Period Comparison — this period against the previous one, so you can see the direction of travel.

Financial Report

Good habits with reports

• Compare like with like — a full month against a full month, not against ten days.
• Investigate a surprise before acting on it: a price error or a missing expense entry can make a good month look bad.
• Export and keep the month-end Sales and Financial reports as a permanent record.

About Naro POS and its author

One system, any kind of selling

Naro POS is a web-based point-of-sale, stock and staff management system. It is not tied to one kind of business: the same installation runs a supermarket, a pharmacy, a food or restaurant counter, a retail shop or a wholesale business — and it includes the HR and payroll side that usually has to be bought separately.

There are no separate editions to choose from. You shape it to your trade through the catalogue and the settings — your own categories, prices, roles and paperwork — and the reports follow what you sell.

Who it suits

What it does

How it is deployed

It runs in a browser, so nothing is installed on the till. The same installation serves a desktop layout for the counter and a touch layout for phones and tablets, both against the same live data. It can run on a single computer in the shop or on a hosted domain, and a second PC or a phone on the same network can use it at the same time.

Author and development

Support

For a fault, a change to your price structure, a new report, help setting the system up for your trade, or extra training, contact the author using the details above. When reporting a problem it helps to include:

• The page you were on (the address in your browser).
• What you expected to happen and what actually happened.
• The invoice, product code or customer involved, where relevant.
• What kind of business you run, if it is not already known.
• A screenshot, if you can take one.