Video Tutorials

Add a new member of staff with the right role, salary and profile picture.

1. Sign in as an administrator.
2. Open HR & Payroll → Employees in the sidebar.
3. Select Add Employee.
4. Enter the username — letters, numbers and underscores only, at least 3 characters. This is what the person types to sign in, so keep it short and predictable.
5. Enter the full name exactly as it should appear on receipts and reports.
6. Enter the email and phone number. Both must be unique in the system, and the email is used for password recovery and notifications.
7. Choose the role: Administrator (full access), Manager (approvals, reports, payroll), Sales Person (till, customers, returns) or Stock Person (receiving, transfers, stock takes).
8. Enter the gross salary and the hire date. The payroll module needs both.
9. Leave Status on Active so the person can sign in.
10. Optionally upload a profile picture (JPG, PNG, GIF or WEBP up to 2 MB). It is resized automatically and appears in the top bar on every page.
11. Type a first password and confirm it, then select Create Employee.
12. Tell the new member of staff their username and first password, and ask them to change it the first time they sign in.

When someone leaves, set their status to Inactive instead of deleting the account, so their sales history keeps its owner.

Keep the number of Administrator accounts as small as possible — that role is never restricted by the permissions screen.

Register a customer so credit sales, instalments and statements can be tracked.

1. Open Customers → Add Customer from the sidebar.
2. Enter the customer full name. For a business, use the business name.
3. Enter a phone number. This is the fastest way to find the customer later, and it must be unique.
4. Optionally add an email address, a physical address and any notes.
5. Select the customer type (for example Retail or Wholesale) — it appears in the sales reports.
6. Select Save.
7. At the till, open Select Customer and search by name or phone number to attach them to the sale.

Always attach a customer to credit and instalment sales. An anonymous walk-in sale cannot be followed up.

For a large customer list, a manager or administrator can use Bulk Import Customers instead.

Put a new item into the catalogue with its barcode, prices and minimum stock level.

1. Open Products & Catalog → Add New Product.
2. Type the product name as you want it to appear on the receipt and on the shelf label.
3. Enter the barcode or product code. Scan it if you have the item in your hand — the field accepts a scanner directly.
4. Choose a category and, if you know it, the supplier. Categories make the sales and stock reports meaningful.
5. Enter the prices: cost price (what you pay), wholesale price and retail price (what the customer pays).
6. Set the minimum stock level. This is the level at which Naro POS starts warning you to restock — base it on real daily sales, not a guess.
7. Add an optional product image. It appears on the product card at the till, which makes selling much faster.
8. Select Save. The product is now available at the till.
9. To load many products at once, prepare a spreadsheet and use Bulk Import Products. To change many prices, use Bulk Price Update.

If an item behaves oddly — missing barcode, missing price, wrong category — run Guided Product Fix, which finds and repairs those problems in bulk.

A wrong minimum stock level means either constant false alarms or silent stock-outs. Review it after the first month of trading.

Record a delivery into the warehouse so the stock figures and costs stay correct.

1. Open Stock Management → Receive Stock.
2. Select the supplier, or add a new one if this is the first delivery from them.
3. Add the first product: search by name or scan the barcode.
4. Enter the quantity delivered and the unit cost from the supplier invoice. Update the cost if it has changed.
5. Enter the expiry date where the product has one.
6. Select Add and repeat for every line on the delivery note.
7. Check the total against the supplier invoice before saving.
8. Select Save to post the delivery into the warehouse.
9. Open Stock In History and confirm the entry is listed with the correct quantity.
10. For a very large delivery use Bulk Stock In, or Import Stock to load a whole spreadsheet.

Record deliveries the same day. The stock reports are only as good as the entries behind them.

Rotate stock as you put it away: new deliveries go behind what is already on the shelf.

Move stock from the warehouse to the shop floor, with approval, so the shelves never run dry.

1. Open Stock Management → POS Stock and look at the alerts at the top: items marked Critical, Low Stock or Out of Stock.
2. Select Request Stock Transfer.
3. Add each product you need with the quantity. Base the quantity on the minimum stock level shown for that product.
4. Submit the request. It now waits for a manager or administrator to approve it.
5. A manager opens Stock Management → Transfer, checks the quantities and approves or rejects the request.
6. Once approved, the quantity moves out of warehouse stock and into POS stock automatically.
7. Physically move the goods, then check POS Stock to confirm the new quantity on the floor.
8. Track every request and its status from Stock Management → Transfer.

Raise the request before a product reaches zero, not afterwards.

If the quantity on the shelf does not match Naro POS, investigate first — an unrecorded transfer or an unprocessed return is usually the cause.

Ring up a sale on a desktop till: find products, build the cart, take payment and print the receipt.

1. Open Point of Sale → POS (PC).
2. Find the product in one of three ways: scan the barcode, type a name or code into the search box, or pick a category and tap the product card.
3. Check the cart on the right. Each line shows the unit price and quantity.
4. Use − and + to change a quantity, or the bin icon to remove a line entirely.
5. If the customer is known, select Select Customer and search by name or phone number. Leave it empty for a walk-in sale.
6. Confirm the total out loud with the customer.
7. Select the green Paid button.
8. If the customer pays cash, open the Change Calculator, type the Amount Given and read the Change due. Count the change back into the customer's hand.
9. Confirm the payment. The invoice is saved and the receipt opens.
10. Offer the printed receipt, or use Customer Screen where a customer-facing display is connected.

A card marked Low or Out means the sales floor is running short — tell the stock person or raise a transfer request.

For a customer who cannot pay in full, record what they pay now and collect the balance later from Sales → Installment Payments.

Use the touch layout on a phone or tablet when you are selling away from the counter.

1. On your phone or tablet, open Point of Sale → POS (Mobile).
2. Tap the ☰ button if you need the sidebar, and tap outside it to close it again.
3. Search for a product by name or scan its barcode with the device camera where supported.
4. Tap a product to add it. Tap it again, or use the quantity controls, to increase the quantity.
5. Swipe or scroll the cart list to review what has been added, and remove anything the customer changes their mind about.
6. Select Select Customer if the sale is on credit or on instalment.
7. Tap Paid, choose the payment method, and enter the amount if the customer pays cash.
8. Complete the sale. The invoice is saved to the same database as the PC till, so it appears in Sales History straight away.

The mobile and PC tills read and write the same sales data — there is nothing to synchronise.

Keep the device charged and on the shop Wi-Fi; a dropped connection stops a sale from completing.

Collect money against an existing invoice and keep the customer balance accurate.

1. Open Sales → Installment Payments.
2. Find the customer by name or phone number, or search for the invoice number.
3. The list shows each invoice with its Total, Paid and remaining Balance.
4. Select the invoice the customer is paying.
5. Enter the amount being paid now and the payment method.
6. Confirm. The Paid figure goes up, the Balance goes down, and the payment is recorded against your account for the day's reconciliation.
7. Give the customer a receipt for the payment.

A manager can see every outstanding balance at once in Reports → Receivables Report.

Never overwrite an invoice to "fix" a balance. Record the payment properly so the audit trail stays intact.

Show the customer their items on a second screen, run adverts in between, and celebrate every completed sale.

1. Connect the second monitor and set it to Extend these displays in Windows display settings.
2. At the till, open Point of Sale → POS (PC) and select Customer Screen (or press F8).
3. Naro POS detects the extra screen and opens the customer display across it. If there is only one screen it opens a smaller window that you can drag anywhere.
4. The customer sees each item as it is scanned, with the running total at the bottom.
5. To add adverts, copy your image or video files into naro_pos_images/adverts/. Supported: JPG, PNG, GIF, WEBP, AVIF, MP4, WEBM and OGV.
6. Adverts rotate on their own. Images show for about 10 seconds; videos play to the end and then move on.
7. While the cart is empty the advert fills the screen. As soon as an item is scanned it moves to a side panel so it keeps running alongside the customer's items.
8. When the cashier confirms payment, the display plays an animated "Thank you for shopping with us" with the amount paid and any change.

Keep video files small (under about 20 MB) so they start instantly.

To give an advert a caption, create a text file with the same name, for example coke-promo.mp4 and coke-promo.txt.

Video adverts start muted, because browsers only allow silent autoplay. Use the speaker button on the display to unmute.

Find any invoice, check what was sold, and see the day's takings.

1. Open Sales → Sales History.
2. Use the filters at the top to set the period, then select Apply. Previous, Today and Next move you through the days quickly.
3. Read the cards at the top: Transactions, Revenue (Gross), Collected and Outstanding.
4. Below them, the Financial Summary shows cost of goods sold, gross sales, refunds, net revenue and gross profit for the period.
5. The table lists every invoice with its Date, Customer, Total, Paid, Balance, Refunded, Status and payment Method.
6. Select a row to open the full invoice, where you can print a copy or receive a payment.
7. Use PDF or CSV to export the list for your own records or for the accountant.

Refunds are counted on the date of the return, not the date of the original sale.

For the management picture — best sellers, profit and sales per cashier — use Reports → Sales Report instead.

Reconcile the cash drawer against the system and close the trading day.

1. Make sure every till has finished its last sale, and that all payments for the day have been recorded.
2. Open Sales → Sales History.
3. Check that the number of transactions and the revenue match what you expect.
4. Scroll to Cash Reconciliation & Close Day.
5. Count the money in the drawer and type the figure into Actual Cash in Drawer.
6. Enter any card or mobile money total into Actual Credit Payments.
7. Compare Total Actual with Net Expected.
8. If the difference is zero, the panel confirms a perfect match and you can close the day.
9. If there is a difference, investigate before closing: a missed payment method, an unrecorded refund, a sale still open on a till, or a counting error.
10. Write anything unusual in Closing Notes — a shortage, a correction or a comment for the administrator.
11. Select Close Day.

Once the day is closed, the figures should not be edited. If something was wrong, record it in the notes.

The same reconciliation is available on its own page at Sales → Daily Closure.

Take an item back, refund the customer and put the stock back where it belongs.

1. Open Returns → Customer Return.
2. Find the original invoice by invoice number or by customer.
3. Select the product being returned and the quantity.
4. Choose the reason for the return — damaged, expired, wrong item, or customer changed their mind.
5. State whether the item is fit to go back on the shelf. If it is not, it must go to the warehouse instead.
6. Select Process Return. Stock and the invoice are adjusted, and the refund is recorded for the day's reconciliation.
7. Refund the customer and give them a receipt for the return.
8. For goods that cannot be resold, open Returns → Warehouse Return, add the items and the reason, and submit it. A manager or administrator has to approve it.

Returns are counted on the date of the return, so a refund today reduces today's net revenue.

Never delete an invoice to handle a return. Process it properly so the reports stay honest.

Turn the numbers into decisions: what sells, who sells it, and whether the shop is making money.

1. Open Reports → Sales Report.
2. Set the Start Date and End Date, then choose Group By (Daily, Weekly or Monthly).
3. Read the headline cards first: Total Revenue, Collected, Gross Profit and its margin, Average Transaction, and Outstanding.
4. Check the Revenue & Profit Trend for the shape of the period, then the payment methods and customer types.
5. Use Sales by Cashier to see each person's transactions and share of the takings.
6. Scroll down for the top ten products by quantity, by profit contribution and by revenue, and the top ten customers.
7. Open Reports → Financial Report and choose the period plus what to compare against.
8. Read the profit and loss statement from the top: Revenue, less Cost of Goods Sold gives Gross Profit; subtract Operating Expenses to reach Net Profit.
9. Compare the period with the previous one and ask what changed.
10. Use Export to Excel or Export to PDF to keep a copy.

Compare like with like — a full month against a full month.

A healthy Sales Report with a weak Financial Report usually means operating expenses are not being recorded, or cost prices in the catalogue are out of date.

Related reports: Stock Report, Stock Movement, Receivables Report and Salary Report.

Protect the shop's records, and know how to bring them back if something goes wrong.

1. Open System Settings → Backup.
2. Select Create Backup and wait for it to finish. Do not close the page while it runs.
3. Download the backup file and copy it somewhere off the server — a USB drive, a second computer or cloud storage. A backup that only lives on the shop computer is not a backup.
4. Take a backup before anything risky: a bulk import, a bulk price change, a restore, or a system reset.
5. To restore, open System Settings → Restore, choose the backup file and confirm.
6. Wait for the restore to finish, then check a few figures in Sales History to confirm the data is back.

A restore overwrites current data. Only do it when the shop is closed and you are certain the backup is the right one.

Keep at least the last four weekly backups. Delete older ones only after you have checked a newer one works.

User profile pictures and the backup folder itself are never deleted by System Reset.

Produce a price list for the shop or a set of shelf labels from the catalogue you already have.

1. Open Price List Search to look up the price of any item instantly.
2. To print a list for the shop, open Price List & Labels.
3. Filter by category, supplier or a price range, and choose whether to show wholesale or retail prices.
4. Preview the list, then print it or save it as a PDF.
5. For shelf labels, switch to the label view and select the products you need.
6. Choose the label size that matches your label sheets, then print.

Re-print the labels for a category after a Bulk Price Update, or the shelf will disagree with the till.