SmartPro POS USER MANUAL
Contents
1. 1 1 WHAT IS SmartPro POS SmartPro POS is a local made Point Of Sale POS and Stock Management System for small to Midsize Businesses to handle Sales Purchasing and Inventory Management and Control SmartPro POS can scan barcodes accept cash and credit sales print cash receipt and customer invoices as well It is made to fit Tanzanian business model and enviroment 1 1 1 VERSION SmartPro POS is system which is updated timely as per business environment changes This is version 2 Product 1 1 2 SYSTEM COMPATIBILITY SmartPro 2 0 POS is a Standalone software which runs on all Windows 32 bit Operating Systems This means the software can run on WIN XP WINDOWS VISTA WINDOWS 7 and WINDOWS 8 compatibly 1 2 SYSTEM SECURITY 1 3 SYSTEM SUPPORT 1 4 ADVANTAGES OF USING SmartPro POS 1 SmartPro POS helps to informs you how much stock you have It also tells you whether you have enough stock for sales or you need to order more 2 SmartPro POS reduces human errors Constantly monitoring the levels of inventory means you can update your system and therefore update your financial records with how much you have tied up in stock to sell 3 SmartPro POS tells you a story about your business Unless you have records of quantities you bought quantities you ve sold and quantities you hold you won t know what sells well what doesn t and how you can change this to grow your business TWO START USING SYSTEM 2 1 CREATE NEW USER2. AddUser EJ User Information User Privileges Full Name User Name Password Confirm Password AddUser EJ User Privileges Setup Purchases Sales Accounts Reminders Reports Features F Manage Company Details Manage Suppliers Manage Locations Manage Accounts F Manage Units Manage Stock Category Manage Stock Bin Manage Stock Items Manage Users Check All Unckeck All 2 2 LOGIN SIGN IN Here is where the created user can login by entering the correct user name and password Sign zm Lo SmArtfro User Name Password Create New User 2 3 HOME PAGE This is the first window after successful login The user can start accessing the system in either of the following Setup Purchase Sales Remainder Accounts amp Report 2 GS 8 BE Setup Purchases Sales Reports THREE SET UP For the first time in using the system the administrator should have to setup the system to suit the purposes of use for the company System Setup Company Details Company Details Company Details KARIAKOO SUPERMARKET a TINE 144 361 267 sau Company Locations VRN 000000 8 Suppliers Address P O BOX 745 mj Expenses Accounts TEL 0272541113 USA RIVER vv Base unit of measure 43 Stock Categories y Stock Bin Stock Items VAT Chargable VAT Percentage 0 amp Users Management 3 1 SYSTEM SETUP 3 1 1 COMPANY DETAILS Here is where you put
3. 14 FIVE SALES Here is where you put records of your sales SmartPro Accou Version 1 0 File Quick Search 2 bosh Z Sales a Customers List si Add Sales Sales Master File ly Daily sold items 5 1 CUSTOMER LIST Here you Create new customers Edit and Delete the existing Customers Customer these are the ones whom you sale items to them Customers EJ Customer Name Contact Person o Add BAHATI STORE per be Remove Add Customer Customer Name Contact Person Address 5 2 ADDSALES Here is where you process the sales You can use barcode scanner or manual entry to process the selling By Using Manual Select the item you want to sell from the item list 15 Select the customer name if the customer exists in the system otherwise you can type customer name manually The system provides the invoice number automatically The sales can be done by Singly item or Pack The system displays guantity is in stock Put the guantity you want to sell Automatically the selling will display Refer to Add Purchase and the system calculates the Total If the item has discount you can enter discount amount The products sold are listed below You can Edit or Remove the sales before printing the receipt You should select the Mode of Sale you have done by stating either you sale by CASH CREDIT or CHEQUE by The system displays Total amount of all items products sold from the
4. Qty Wholesale Price Retail Price Sales Price Items Purchased Item Name Item Code Purchases Mode Total After filling all information in the fields then click Insert as to allow the Item Purchased Details After clicking Insert the item purchased will list down The system allows to Edit or to Remove the Items from the list Select the item then Edit or Remove You should select the Mode of Payment you have done by stating either you purchased by CASH or by CREDIT The system displays Total amount of all items products from the list 11 Save the Purchase as finishing the process of Adding Purchase in the System You can also deny the process by closing without saving by clicking Red Cross Mark X Options this button gives you the easy link to the Quick Search Searching ltem and update the its information details and Quick Sales Searching Add Sales Window options Item Name he Crates Control Item Name Item Code HEINEKEN HEIN R Reset Stock Location LEGANGA SUPERRMARKET v Customer Name v Invoice No Purchases Unit v aty na Price Total Insert Wholesale Price Retail Price Sales Price Purchases Month April v Date Supplier Invoice No Unit Total 01 Apr 2014 ANNE INVESTMENT 323245 Wholesale 660000 Add Purchases Daily Empties Master File Stock Transfer Item Details MM adjusted Transfered x 4 2 PURCHASE MASTER FILE This is the window shows all purchases you ha
5. RE SmartPro Account 3 1 8 STOCK ITEMS Here is where you state all you products information The Name of Product in which Bin the product is allocated Unit of Measure Size Number of Product accumulatively in the unit Re order Level Re order Level This is minimum amount of the product remaining in stock before you order the other product The product can be in singly item or in pack bundle eg Milk can be in single boxes as individual or can be in pack as accumulation of number of single boxes like Carton Stock Items EJ Stock Category ANT PAIN s Add s Edit s Remove Item Name Bin Pack Unit Pack Size Re order L PARACETAMOL LOCATION B BAG 1000 2 Add Stock Item Item Name Item Code Size Bin Category Pack Size Pack Unit Item Unit Re order Qty Re order type Re order Level v 3 1 9 USER MANAGEMENT Here is where you create user and give the user the level of accessing the system User information and User Privileges You can group the users according to their activities the level of accessing the system Who should do what Refer to Create New User FOUR PURCHASES Here is where you put your information record to the product which you have purchased From the Wholesale Industry Manufacturer File Quick Search Purchases me Add Purchases Purchases Master File Stock Adjustment File Stock Report Price 4 1 ADD PURCHASES Item L
6. RE 20 7 2 CREDIT PAYMENTS Month April Year 2014 R Date Wednesday A Customer Name PaymentMode Chegue No Amount 7 3 EXPENSES BOOK e Wednesday April MAIN STORE 21 EIGHT REPORTS Smart Pro as other system it produces various reports These reports are from Sales Purchases Stock and Other Areas Sales Reports Stock sales report Y Daily sales report General Sales Report Sales and profit report Customer Report Purchases Reports All Purchases Report Suppliers Report Stock Reports m w Stock Report Stock Report Detailed Itemized Stock Report Other Reports Expenses Report Debtors Report Creditors Report Debit Collection Report Income Statement Report 22
7. SmartPro POS USER MANUAL ONE INTRODUCTION nina A aed a A da neo 1 lie MITA TIS O mariPro POD nea ke a ie eb EC El EE go yta wa bera 1 ILE VERSION a a A O be ero a O ROCA aa 1 1 1 2 PLATFORM OF SmartPro POS iii iaa MM 1 k2 SYSTEM SECURITY taa une ee i mele ee Mani i ii RI a Ma 1 LIS TEM SUPPORT zaselak alja ki o O oi see NO W MN ea tok 1 1 4 ADVANTAGES OF USING SmartPro POS SIM 1 YO START USING SYSTEM awa be O AR AGRO atka 2 21 SCREATENEW USER az zbio dene Ao 2 IA LOGINSIGNIN wz AE AN oi je aka 3 235 MOME PAGE wa enia MN O R Ado 4 THREE SEU cs aae NAA e i raid Dj NOE 4 3 1 SYSTEM SETUP ion 4 Sle COMPANY DETA ito Odo caian 4 JLZ COMPANY LOCA TO io 5 Dig o UJDI E Pogon mnm mr AG o 5 SITA ERM NE AC ROUN Tia O Ea 5 ZLS A ONE OF MEASURE tada 6 ME STOCK CATEGORIES caos 6 ES AO O AA a ER a 7 ILS DOCK ITEMS A A A i ta dido A 8 ILI USER MANA GEMEN Toa 9 FOUR PURCHASES nini ili a eee ees 10 A ADDPURENAOEN NA PROEL a dd ER 10 42 PWC EASE MASTER FILE nt 12 to LOCK ADJUSTMENT MILE eZ A A A aa 13 ARE STOCK REPORT PRICE arepas 14 FIVE SALES ao O GO A os 15 Sdz CUSTOMER iS 15 SZE ADD SALE Due stn Z ps i PR ee 15 Jos SALES MASTER FILE said A JO W ane 17 SA DATEN SOLED ITEMS a MO o 18 SU REMEINDER a a 19 SEXE EN iS 19 SEVEN ACCOUNTS nena aa ena idos 20 ZA DEBTCOLEEC MON a oz NE Gin ao oo NA OE 20 PZ CR EDI PAN MENO zasebne NA ai aa a a a E A 21 235 EXPENSES DOOR GL 21 EIGHT REPORT ane e e 22 ONE INTRODUCTION
8. ist Supplier Name Date Location Ref No Item Code Item Purchased Details P a This is the item you purchased these lists of items are the ones which you have added previously Refer Stock Item This is the supplier whom you purchase the product Here you will find the list of suppliers who have already added Refer to Add Supplier also you can add by typing in the field Supplier Name the supplier who 1s not in the list not added before this is the date you purchased the product By default it displays the system date The system allows changing the date This is branch of your office which you purchased the product for This list of branches 1s the one you added previously Refer to Add Location This is Reference Number is the receipt number of the product you purchased The purchase can be in Singly Item or Pack Select the type of purchase you have done This is the code of item 1t displays automatically when are you select the item in the list Oty Ouantity of product purchased Price This is the unit price of the product Total This is the result of Product purchased with the Unit Price This is out calculated 10 Sales Price Here you put you selling price Also selling price can be either per Pack or per Singly item Item List Supplier Name Date Wednesday 16 v Location MAIN STORE v Ref No Retail Wholesale Item Code Item Purchased Details
9. ive Payments from your Customer you don t have to go to accounts then credit payments and Receive Payments but you can simply add Payments by clicking Payment Button likewise the same features in the Purchases Master File You can exit from the window by clicking Red Cross Mark X 17 Month April Year 2014 Customer Name i P Mode Invoice Sales BAHATI STORE sg Add New Sales Edit Sales 2 Re print Invoice Daily statement report 4 April 2014 Sun Mon Tue Wed Thu 30 31 1 2 3 4 6 7 8 9 1 1 13 14 15 17 18 20 21 2 23 24 25 27 28 29 30 1 2 4 5 6 7 8 9 C Today 16 Apr 2014 Customer Credit Balance 5 4 DAILY SOLD ITEMS Item Name i i Sales 2 Sales Master File dy Daily sold items ud Add New Sales Edit Sales 5 Delete Sales Other Places View Invoice Daily statement report 4 April 2014 Sun Mon Tue Wed Thu 31 2 3 7 9 10 14 17 21 23 24 28 30 1 5 7 8 C Today 16 Apr 2014 18 SIX REMEINDER The system allows the user to sign some issues as remainder these like Expired Items and Items out of Stock 6 1 EXPIRED ITEMS Item Name Batch No Expire Date Qty Payments wg Add Payment 47 Edit Payment ue Delete Payment 19 SEVEN ACCOUNTS 7 1 DEBT COLLECTIONS Month April Year 2014 Payments gh Add Payment 47 Edit Payment ue Delete Payment ra o Eu Wednesday MAIN STO
10. list By using barcode Use barcode scanners to manage your inventory more guickly and accurately SmartPro POS is compatible with most barcode scanners you can plug into your computer This can be used simply by scanning the product instead of using the keyboard during the selling Options this button gives you the easy link to the Quick Search Searching Item and update its information details and Ouick Purchase Searching Add Purchase Window options Cash payment here you enter the cash from the customer then the system calculate the difference of Cash payment and Total Save Sales as finishing the process of Adding Sales in the System You can also deny the process by closing without saving by clicking Red Cross Mark X Close Form 16 Jo Item List Customer Name CASH SALES Date Wednesday Invoice No 31 ag Branch MAIN STORE Retail Wholesale Item Code Qty Price Discount Total Items Purchased Item Name Item Code P Unit Price Discount Total Payment Mode CASH Cash Payment nej ts Total Print Invoice Print Receipt Options gt gt gt X save sales SALES MASTER FILE This is the window shows all Sales you have done with respective Customer and the total amount Y ou can organize the information by Month or Year Through this window you can also Add Edit as well as Delete the Sales NB Sometimes you are on sales Master File and you want to Rece
11. ve done with respective Supplier and total amount You can organize the information by Month or Year Through this window you can also Add Edit as well as Delete the Purchases You can exit from the window by clicking Red Cross Mark X 12 SmartPro Account Version 1 0 File Quick Search D Z Purchases Purchases Master File ul Add Purchases Month April 4y Purchases Master File _ _ _ OO z nn Suppliers Purchases lt Stock Adjustment File OMKAR TRADERS LA Stock Report Price AFRI TEA ER Add Purchases AFRIYOUTH ALOICE KIMARIO lp Edit Purchases ALPHA DISTRIBUTES AMAFHH DISTRIBUTRS AMERICAN GARDEN Other Places ANNE INVESTMENT APPLIED TECHINOLOG AQUA KING ATAULA TREDERS Anything Two AZAM ICE CREAM BABU APITA Anything One BECKARY BELLAVIEW BENJA BEEF FILLET SU BETH NNKO ih Delete Purchases 7 Previous Billings 4 3 STOCK ADJUSTMENT FILE This is the window shows stock Recelved and Issued You can organize the information by Month or Year Through this window you can Edit as well as Remove Adjusted Item adjusted stock vicwer Month April Year 2014 Stock Received Item Name Item Code Detai s Available Qty Added Qty Approved By Adjust Options jay Edit Adjusted tem 47 Remove Adjusted Item search Item 13 4 4 STOCK REPORT PRICE This is for stock category report Stock Category Report Type DETAILED v Show Report
12. your company information 4 Address Company Name TIN No VRN 3 1 2 COMPANY LOCATIONS Here is where you state Company Branches if the company has branches Company Locations MAIN STORE NICE ARUSHA NICE KARIAKOO SmartPro Account 3 1 3 SUPPLIERS Here is where you Add suppliers whom you are dealing with Suppliers ET Supplier Name TIN OMKAR TRADERS ARUSHA Add Supplier Supplier Name Address 3 1 4 EXPENSE ACCOUNT Here is where you add the accounts which you use as expenses Fuel Electricity Stationary Transport etc Expenses Accounts z Account Name Account Code 114 electricity R Add Expenses Account EJ Account Name Account Code 3 1 5 BASE UNIT OF MEASURE Here is where you add base unit of measure these are the units which are used in various products Peace Tin Box Bottle Pc Gallon Kg Lt etc Base unti of measure 3 1 6 STOCK CATEGORIES Here is where you define your stock according to the categories Nafaka Nguo Soda Beer etc Stock Categories E ANT MALARIA Add ANT PAIN SmartPro Account 3 1 7 STOCK BIN Here is where you define the location where your stock product will be arranged The stock product is arranged by categories and the bin defined where the stock is allocated Location A Location B Upstairs etc Stock Bin z ud Add v Edit s Remove LOCATIO A LOCATION B STO
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