New to POS software? This step-by-step training guide will teach you everything you need to know – from making your first sale to generating reports. No technical skills required.
Learning Time: Basic sales operations can be learned in 30 minutes. Full proficiency takes 2-3 days of regular use. This guide covers everything you need.
Lesson 1: Making Your First Sale
Processing a Sale
The most important thing in POS – selling to customers. Here's how:
- Open the POS screen – This is usually the first screen you see when you log in
- Find the product – Either:
- Type the product name in the search box
- Scan the barcode with your scanner or phone camera
- Browse product categories
- Add to cart – Tap the product to add it. Tap again to add more quantity
- Review the cart – Check products and prices are correct
- Tap "Pay" or "Checkout"
- Select payment method – Cash, Mobile Money, Card, or Credit
- Enter amount received – System calculates change automatically
- Complete sale – Print or send receipt
💡 Pro Tip
Practice with a few test sales before going live. You can void these later. Getting comfortable with the flow makes real transactions smooth.
Lesson 2: Managing Products
Adding New Products
- Go to Products or Inventory menu
- Tap "Add Product" or the + button
- Enter product details:
- Name: What customers ask for (e.g., "Peak Milk 400g")
- SKU/Barcode: Scan or type the barcode number
- Cost Price: What you paid for it
- Selling Price: What customers pay
- Opening Stock: How many you have now
- Category: For organization (optional)
- Tap Save
Updating Stock Levels
When you receive new stock:
- Go to Stock or Inventory
- Find the product
- Tap "Add Stock" or "Stock In"
- Enter quantity received
- Optionally enter purchase reference, supplier, expiry date
- Save
Stock levels update automatically when you sell – no manual adjustment needed for sales.
Lesson 3: Daily Operations
Start of Day Routine
Morning Checklist
- Log into the POS system
- Check cash drawer starting balance
- Verify internet connection (or confirm offline mode is ready)
- Check for any overnight sync updates
- Review low stock alerts
- You're ready to sell!
End of Day Routine
Closing Checklist
- Go to Reports → Daily Summary
- Note total sales for the day
- Count physical cash in drawer
- Compare cash count to system cash total
- Record any discrepancies
- Review Mobile Money receipts
- Close the day (if your system has this feature)
- Secure cash and log out
⚠️ Important
Always count your cash drawer at end of day. Any mismatch between system and physical cash should be investigated immediately. This protects both you and your staff.
Lesson 4: Common Tasks
Processing a Return/Refund
- Go to Sales History or Transactions
- Find the original sale (search by receipt number, date, or customer)
- Tap "Return" or "Refund"
- Select items being returned
- Choose refund method (cash, store credit, etc.)
- Complete the return – stock is automatically added back
Applying Discounts
- Add products to cart
- Tap "Discount" button
- Enter discount amount (GHS) or percentage (%)
- Discount applies to the total
- Complete sale as normal
Credit Sales (Selling on Credit)
- Add products to cart
- At checkout, select "Credit" as payment method
- Select or add the customer receiving credit
- Complete sale – amount is recorded as owed
- When customer pays later, go to Customers → Payments to record payment
Lesson 5: Understanding Reports
Key Reports to Check
Daily Sales Report
- Total sales amount
- Number of transactions
- Breakdown by payment method
- Check this every day at closing
Stock Report
- Current stock levels
- Low stock items that need reordering
- Stock value (how much money is in inventory)
Profit Report
- Revenue vs cost of goods
- Gross profit margin
- Most profitable products
You're Ready!
With these basics, you can run daily operations confidently. Advanced features like multi-branch management, staff permissions, and detailed analytics can be learned as you grow.
Training Your Staff
If you're training employees, here's a suggested schedule:
Day 1: Sales Basics (1-2 hours)
- Login and navigation
- Making sales (practice 10+ transactions)
- Handling cash and making change
- Printing/sending receipts
Day 2: Products & Returns (1 hour)
- Finding products quickly
- Processing returns
- Applying discounts
- Credit sales (if applicable)
Day 3: Closing Procedures (30 min)
- End of day cash counting
- Running daily reports
- Identifying and reporting issues
Frequently Asked Questions
Learn By Doing
The best way to learn POS is to use it. Start your free trial and practice.
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