Complete Sales Workflow

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

📦

Add Product

→

📊

Check Stock

→

🛒

Make Sale

→

📄

Generate Receipt

→

💳

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:

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:

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)

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 box
F4 - Open payment
F5 - Hold sale (save for later)
F9 - Discount

Option B: Invoice Sale (For credit customers)

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:

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
📧 Email	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:

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

Next: Add Products → Learn POS System

🛒 Complete Sales Workflow