Welcome to Zoom POS

This guide walks you through everything you need to know to use Zoom POS day to day — from serving customers at the counter to checking your sales reports at the end of the week. No technical knowledge required.

Logging In

Open your browser and go to the Zoom POS web address provided by your manager. You will see the login screen.

Dashboard Overview

The dashboard is the first thing you see after logging in. It gives you a quick snapshot of how your store is doing today.

Use the left sidebar to navigate between different parts of the system. The sections you can see depend on the permissions your manager has given you.

Your Profile

You can update your name, profile photo, and password at any time.

1. Click your name or avatar in the top-right corner of any page
2. Select Profile from the dropdown
3. Update your details and click Save

Opening a Register

Before you can start selling, you need to open a register for your shift. The register keeps track of all sales made and the cash in the till.

Making a Sale

Go to Sale → POS to open the point-of-sale screen. This is where you serve customers at the counter.

Adding Items to the Cart

There are three ways to add a product to the customer's cart:

To change the quantity of an item already in the cart, click the + or − buttons next to it, or type the quantity directly.

Applying Discounts

You can apply a discount to individual items or to the whole order:

• Item discount — Click on a product in the cart, then enter a discount amount or percentage in the pop-up.
• Cart discount — Look for the Discount field at the bottom of the cart area and type in the amount or percentage off the total.
• Promotional discounts — If a promotion is active for the items being sold, the discount is applied automatically. No manual input needed.

Checkout & Payment

Printing a Receipt

After a sale is completed, you have two options:

• Print now — A print dialog appears automatically if a printer is connected. Click Print to send the receipt to the thermal printer.
• Print later — Go to Sale → Sales List, find the sale, and click the Print icon next to it.

You can also generate a PDF invoice if you need to email or save it.

Holding a Sale

If a customer needs more time — for example, to fetch more items or decide — you can save the current cart as a Hold and serve another customer in the meantime.

1. Click the Hold button on the POS screen
2. Give it an optional name or note so you can find it easily
3. Serve your next customer normally
4. When the first customer is ready, click Holds, find their cart, and click Retrieve to bring it back

Closing a Register

At the end of your shift, close the register to reconcile your cash and generate a closing report.

1. Go to Sale → Register
2. Click Close Register
3. Count the physical cash in the till and enter the closing amount
4. The system shows the expected amount versus what you counted — any difference is flagged
5. Click Close to finalise. A shift summary report is generated automatically.

Viewing Past Sales

Go to Sale → Sales List to see all transactions. You can filter by:

• Date range — e.g. today, this week, a custom range
• Customer name
• Payment status — paid, partial, or due
• Invoice number

Click on any sale to view its full details, reprint the receipt, or process a return.

Processing a Return

When a customer wants to return an item, go to Sale → Sale Return → Add Return.

Quotations

A quotation is a price estimate you give a customer before they decide to buy. Go to Sale → Quotation → Add Quotation.

1. Add the customer's name and items as you would a normal sale
2. Save the quotation — it does not deduct any stock or record a payment yet
3. Print or share the quotation with the customer
4. When the customer confirms, open the quotation and click Convert to Sale — it becomes a full sale in one click

Installment Sales

Sell products on a payment plan where the customer pays in regular instalments over time. Go to Sale → Installment Sales → Add Installment Sale.

Collecting Instalments

When a payment is due, go to Sale → Installment Collection, find the customer, and record their payment. To see which customers have outstanding payments, go to Sale → Due Instalments.

Promotions

Promotions let you offer automatic discounts for a set period. Once a promotion is active, it applies itself at the POS without any manual input from the cashier.

To create a promotion, go to Sale → Promotions → Add Promotion and fill in:

• The promotion name (e.g. "Weekend Sale")
• Which items or categories it applies to
• The discount type — percentage off or fixed amount off
• The start and end date — the promotion activates and expires automatically

Warranties & Servicing

Warranties

You can attach a warranty to any item at the time of sale. To look up a customer's warranty, go to Sale → Warranties and search by their invoice number or the item's serial number.

Servicing / Repairs

Use the Servicing module to track repair jobs. Go to Sale → Servicing → Add Job.

1. Enter the customer's name and the item being repaired
2. Describe the fault and the work to be done
3. The job status tracks the repair from Received → In Progress → Completed → Delivered
4. When the job is done, generate a servicing invoice and collect payment

Managing Customers

Keep a record of your customers to track their purchase history and outstanding balances. Go to Sale → Customers.

Adding a New Customer

1. Go to Sale → Customers → Add Customer
2. Enter their name, phone number, and email
3. Click Save

From now on, when making a sale, you can search for this customer and attach the purchase to their profile.

Viewing a Customer's History

Click on any customer's name in the list to see all their past purchases, outstanding payments, and account balance.

Viewing Stock Levels

To see how much of each product you have in stock, go to Stock → Stock.

You can filter by product name, category, or brand. The list shows each item's current quantity. Items highlighted in red or orange are running low.

Adding a New Product

Go to Stock → Items → Add Item to add a new product to your catalogue.

Products with Variations

If a product comes in different sizes, colours, or styles (like clothing), create it as a Variation type. You can then add each combination — e.g. Red / Small, Red / Medium — each with its own price and stock quantity.

Low Stock Alerts

Zoom POS automatically monitors your stock and alerts you when an item falls below the alert quantity you set.

• A warning appears on the dashboard under Low Stock Items
• You can view the full list at Stock → Low Stock

Use this list to know which items to reorder. You can raise a purchase order directly from this view.

Stock Transfers

If you have more than one store location, you can move stock between them under Stock → Transfer.

1. Select the outlet you are sending stock from
2. Select the outlet you are sending it to
3. Add the items and quantities
4. Click Save Transfer — stock is updated at both locations immediately

Recording Damaged Stock

If any items are damaged, broken, or lost, record them under Stock → Damage so the stock count stays accurate.

1. Go to Stock → Damage → Add Damage
2. Select the item and enter the quantity that was damaged
3. Add a reason (e.g. "Water damage", "Broken in transit")
4. Click Save — the quantity is removed from available stock

Raising a Purchase

When stock arrives from a supplier, record it under Purchase → Add Purchase. This updates your stock levels and tracks what you owe the supplier.

Suppliers

Keep a directory of all the businesses you buy from under Purchase → Supplier.

For each supplier you can see:

• Their contact details (phone, email, address)
• Your full purchase history with them
• The total outstanding balance you owe them

Recording a Supplier Payment

When you pay a supplier, record it under Purchase → Supplier Payment so the outstanding balance is reduced. Select the supplier, enter the amount paid and the payment method, and save.

Purchase Returns

If you need to send items back to a supplier, go to Purchase → Purchase Return → Add Return.

1. Find the original purchase you are returning items from
2. Select the items and quantities being sent back
3. Save the return — stock is reduced and the supplier's balance is adjusted

Payment Methods

Payment methods are the ways customers can pay — Cash, Card, Bank Transfer, and so on. These are listed on the checkout screen during every sale.

To add or manage payment methods, go to Accounting → Payment Methods. You can set the order in which they appear at checkout and enable or disable any method.

Income & Expenses

Beyond sales revenue, you can track other money coming in and going out of the business.

Recording Income

For any money received that is not a sale (e.g. a rental payment, a commission), go to Accounting → Income → Add Income. Select a category, enter the amount and date, and save.

Recording an Expense

For any money spent on running the business (e.g. electricity bill, rent, office supplies), go to Accounting → Expense → Add Expense. Assign it to an expense category, enter the amount, and save.

Deposits & Withdrawals

Use this section to record when cash is moved into or out of a business account.

• Deposit — Money added to an account, for example cash from sales being banked.
• Withdrawal — Money taken out of an account, for example petty cash or owner drawings.

Go to Accounting → Deposit/Withdraw to record these movements. They appear in your account balance and statement reports.

Reports Overview

Zoom POS comes with a wide range of reports to help you understand how your business is performing. Go to Reports in the sidebar to access them all.

Sales Reports

Stock Reports

Financial Reports

Attendance

Track daily staff attendance under Administrator → Attendance.

• Mark each employee as Present, Absent, Half Day, or Late for each day
• Filter by employee or month to review their attendance history
• Export attendance records for payroll calculations

Salary & Payroll

Process monthly salaries under Administrator → Salary.

1. Each employee's base salary and allowances are configured in their profile
2. At the end of the month, generate a salary slip — deductions for absences are calculated automatically based on attendance records
3. Record the payment once it has been made and print a salary slip for the employee
4. Track any advance payments made to staff under Administrator → Advance Payment