Introduction

Apex Card Service POS is a business software, one of the best Softwares for businesses - POS, ERP, CRM, Payrolls, Accounting, library management, Utility software, pharmacy, Mart Application, Restaurants Management & all businesses that require sales & management software.

If you are unable to find your answer here in the documentation, please contact us on our Support Forum or directly from our themeforest account

What is assets/imagesd in the price?

• POS
• Technical Support
• Sales Support
• Updation Support(Premium) - To our support forum.

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Products Management

1. Go to – Products > Add Products.

2. Provide a Product Name, Brand, Units, Category Sub-category

SKU - Add a unique SKU which will be used to identify the product & Print barcode in labels. Leave it empty to auto-generate it. You can also add a Prefix for auto-generated SKU.

Barcode Type - Select a barcode type, default/recommended is C128 option. We recommend changing if only if the product added already have an SKU number for it.

Not For Selling: - If a product is maked not-for-selling then it will not be displayed in POS or sales screen. This can be useful when using manufacturing module to make the ingredients as product not-for-selling also if you want to temporary disable selling for some products.

Alert Quantity: - Alert quantity is used to alert when remaining stocks reaches to this level or below it.

Manage stock: - Enable/Disable stock management at a product level. Product stock management is not required for services like Repairing, Hair Cutting, Web Development Printing. For items with Manage Stock Unchecked (disabled), you can sell them in unlimited quantities.

3. - Select Applicable tax for that product.Adding Tax

4. Product Type: - Single:
1. Applicable for products with no variation with them then select single

2. When selecting Single product – You will need to enter the Default product price including/excluding tax, Profit Margin % (you can set default profit margin from settings -> Business Settings; this will help to type % every time). Based on the profit margin it will auto calculate selling price excluding of Tax. You can also enter the selling price manually and it will auto adjust the profit margin for you. Variable: (Not available in Apex Card Service POS.)

Variations

To edit multiple variations follow the steps:

Step 1 - Variations can be added from Products -> Variations menu.

Step 2 - These variations are used in variable products product.

Product Units

Different Products have different units. Apex Card Service POS allows you to add different units of products:

Adding Units

Multiple Units:

This can be useful if you purchase products in a different unit and sell it in a different unit.
For example: Purchase in dozens and sell in pieces. Or purchase in boxes and sell in pieces.

Steps
1. - Add the lower unit from Add Unit Screen. For example pieces.
2. - Add the higher unit as per the screenshot:
↣ Check “Add as multiple of other unit”
↣ Provide the conversion Details.

3. - Use the unit in Add/Edit Product. While adding/editing purchase/ sale you can see the dropdown for units. Select the desired unit and it will change the unit purchase/sales price accordingly.



Note - You will not see the main Units (Dozen in this example) in the Add-Product Unit dropdown, select piece as the unit of product. All purchases/sales get saved in the lower unit (pieces in the above example). So after adding purchases/sales if you edit the conversion details, it will affect the purchases/sales quantity accordingly.

Selecting relevant Sub Units for a products - For some products not all sub-units will be required. Suppose for example you sell Oranges only in Dozens or only in pieces then it will be useful.
Enable it from Business settings ->Products -> Enable relevant sub-units
Now when adding products select the Unit for the products and it will give option to select multiple applicable sub-units. Selecting the sub-units will allow you to do purchases or sales on this selected sub-units.

Product Category (Categorizing products)

Categorising products helps you to easily manage and filter them in reports.

Adding Category & Sub-Category

Step 1 -Go to Settings -> Categories -> Add

Step 2 - Add Category name, category code(HSN code)

Step 2 - If the category is sub-category select “Add as sub-category” and select the parent category.

Product expiry and related settings

Enabling expiry for products

1. To enable expiry go to Settings -> Business Settings -> Product section. And check the “Enable Product Expiry” checkbox.

2. On enabling Product expiry, you can choose either “Add Item Expiry” or “Add manufacturing date & Expiry Period”

Add Item expiry” ↣ -Choose this option if you want to directly add the expiry of the item in purchase screen.

“Add manufacturing date & Expiry date” ↣ - hoose this option if you want to add the manufacturing date of the item and the expiry period. Based on the manufacturing date and expiry period it will auto-calculate the expiry date. And this expiry date can be edited. You will have to add expiry period for the product in “Add or Edit Product” screen. And the manufacturing date in “Add Purchase” screen.



3. “On Product Expiry” ↣ - With this option you can set what the system should do when a product expired.
“Keep Selling” ↣ - Choose this option if you want the application to keep the selling the product even after expiry.
“Stop Selling n days before” ↣ - Choose this option to stop selling the item n days before the expiry. You will have to specify the value of n (which is number of days before to stop selling).

4. “Stock Accounting Method” ↣ - In this the old stock should be sold first.

   FIFO (First In First Out) ↣ - In this the old stock should be sold first.
   LIFO (Last In First Out) ↣ - In this the most recent purchase stock should be sold.

For an Example:

1. Purchase 20 pcs of product A on 20 March 2018. Expiry date 10 April 2018
2. Purchase 20 pcs of the same product A on 23 March 2018. Expiry date 8 April 2018
3. Today I sold 22 pcs.
If the “Stock Accounting Method” is FIFO => Then the Product purchased on 20 March 2018 will be deduced with 20 pcs and after that product purchase on 23 March 2018 will be deduced with 2 pcs.
So in stock, we will have product from 23 March 2018 with 18 pcs. If the “Stock Accounting Method” is LIFO => The opposite of the above will happen. NOTE: You must set the required accounting method before selling the item for that accounting method to be used.

Stock Expiry Report:
1. Go to Reports ↣ Stock Expiry Reports.
2. Here you can filter stock “Category”, Brands, “Stock expiry date”
3. Click on “Edit” to modify the stock left and expiry period.
4. If stock left is decreased the unit purchase price is adjusted accordingly.

Stock Expiry Alert:
– You can view stock expiry alert in Homepage bottom section. Here it shows a list of products expiring soon.
– You can set the number of days before which the expiry alter should be shown in the Homepage from “Settings ↣ Business Settings -> Dashboard Section”View Stock Expiry Alert For input field.

Lot Number

What is Lot Number?

Enabling Lot Number

To enable lot number go to, Settings -> Business Settings -> Purchases Check the Enable Lot number checkbox and update settings.

Adding Lot number from Purchases - If the lot number is enabled as described above then when adding purchase stock it will display the lot number field for entering the lot number.



Adding lot number from add opening Stock: - f lot number is enabled then when adding opening stock it displays the input field to enter lot number.

Selling products from specific Lot - Refer to the POS selling documentation Lot number description.

Selling Price Groups (Sell in different prices: wholesale/retail or for different prices for different locations)

With Apex Card Service POS we aim to make it “One in All” POS/Stock Management Application.

This feature is available from Apex Card Service POS V2.9

Selling price groups allow you to add different prices for a product.

1. Sell at different prices: wholesale/retail

2. Different prices for different locations

Adding Selling Price Groups:

Step 1 - Go to products -> Selling Price Group

Step 2 - Click on “Add” button to add a new price group. For example Retail price or WholeSale price or Bulk Purchase price or Location 1 price etc as per your wish.

Step 3 - You can view a list of selling prices in “Selling Price Group” screen.

Adding price for different price groups:

Step 1 - In Add/Edit product screen in the bottom, you will find the button “Save & Add Selling-price-group price”. Click on that button. Note: this button will not be visible if there are no selling price groups.

Step 2 - In the next screen, you will see the list of the product name (if variable product then all variations), the default price & selling price groups price. Enter the prices for it.

Step 3 - Click on Save.

Selling at a particular price group:

Step 1 - Go to POS.

Step 2 - In the top, you will see the list of selling price groups. Select the one as per your requirement. Note: This will not be visible if there are no selling price groups or if a user is assigned only one particular price group only.

Step 3 - Select the prie group & the selling prices for the product will be as per the price group.

Assigning a user to a particular price group:

Step 1 - Sometime you may want to assign a particular or few selected price group to a user. In that case, create a role with the desired permission & price group assigned.

Step 2 - You must assign at least one price group for a role if that role has permission to sell.

Printing Labels

Apex Card Service POS comes with an inbuilt feature to print customised labels for products.
You can go to print label screen from multiple places:

1. From Products Sidebar menu Products -> Print Labels.
2. Go to Products ↣ View Products and click on Actions -> Labels. This will add the selected product to print label list.
3. Go to Purchases ↣ List Purchases and click on Actions -> Labels. This will add the products from the selected purchase to print label list.

Printing Labels

Step 1 - Once you’re in print label screen, add the products for which you want to print labels by entering the name or barcode/sku id.

step 2 - Adjust the quantity of each product’s label (No. of labels).

step 3 - Select the information you want to display in labels by checking/unchecking the options under “Information to show in labels” heading.

step 4 -Select the Barcode Setting according to your sticker. We have assets/imagesd some commonly used settings. You can add new setting from Settings -> Barcode Settings menu.

step 5 - Click on Preview to view the labels.

step 6 - If everything looks good you can click on Print button to print it.
Note: You must set the Margins to ‘default’ in browser print window.

step 7 - If some information is getting half displayed because of sticker size, then it is advised to hide them or better to use a 20 Labels Per sheet settings.

Duplicate Product

Duplicate Products helps you to easily create a new product with the same data as another product, this helps you save repetitive entering of data and ultimately saves time by making the product entry

Correcting product stock mis-match or incorrect stock in different reports

Error 1: Mismatch between sold and purchased quantity

Error 2: < Mismatch in stock shows in Stock-Report and sales screen. Sales screen accepts products greater or less than as in stock-reports.

Solution:

NOTE: - You must have the role of admin for this to work.

Step 1 - Go to this URL www.your-pos-website.com/reports/product-stock-details

Step 2 - Select the business location and press search button. It will show the list of products for which there is a mismatch.

Step 3 - Click on Fix button for each product. Refer to the screenshot below

Import Products

Follow the instructions carefully before importing the file.

The columns of the file should be in the following order

NOTE: Further Steps for Importing Products on POS Dashboard

Other editions and features for the Product Management include: Import Opening Stock, Selling Price Group, Units, Categories, Brands and Warranties. Each Section on the Menu has ADD features, Export to CSV, Excel, PDF, and Print for your offline reporting.

Import Opening Stock

Step 1: - Go to Products and Click On Import Opening Stock.

Manufacturing

Your Manufacturing Company has the added capabilities of utilizing the POS features specific to your manufacturing business.

Including: Production, Products Quantity, Locations, Reports, Cost and Waste. With the Menu features, ADD features, Export to CSV, Excel, PDF, and Print for your offline reporting.

Purchase Management

Adding Purchase

Step 1 - Go to – Purchases -> Add Purchases

Step 2 - Type Supplier Name or Business name in Supplier field. If the supplier doesn’t exist you must add them from Contacts -> Suppliers -> Add

Step 3 - Enter Purchase reference number, Purchase date & Order Status.

Step 4 - Select Business Location: Select a location where you want to add the purchase. You can add new Location from Settings -> Business Locations.

Step 5 - Type product name or scan the product barcode number. It will show related matched products, select a product to add it to purchase list.

Step 6 - On adding a new product you can enter purchase quantity, purchase price, and tax information.

Step 7 - To add discount: Select the discount type (fixed or percentage) and enter the amount. Apex Card Service POS will auto-calculate the amount after discount.

Step 8 - Enter purchase tax, Shipping Details, Additional Shipping charges, Payment status, & Additional notes.
You can view the list of purchases from Purchases -> List Purchases.
You can Print Labels for your purchase by Clicking “Print Labels” in List Purchases screen.
See details on printing Labels

Purchase Payments

Purchase payment meaning paying to the supplier for the Purchases.

Payments Statuses

Step 1 - Paid: The PO is 100% paid.

Step 2 - Due: The PO is 100% not paid.

Step 3 - Partial: Partial amount of the PO has been paid.

Adding Payments

Adding payment when adding purchase:

In the add purchase screen, you can add payment for the purchase.

Adding payment from the List Purchase screen

In list purchase click the actions for any PO and it will display the list of actions for it. This option is not displayed if there is no payment due.

Adding payments from Contact

Go to contact ↣ Suppliers. Click on actions for the supplier and it will show “Pay Due amount”, click on it and pay the amount. “Pay Due amount” this option is not displayed if there is no payment due.

Purchase Returns

Sell

Selling Products, Changing Product Price, Tax & Discount, Lot number & Expiry

Step 1 - Go to – Sell -> POS

Step 2 - Selecting Locations: If your business has multiple locations & the logged-in user is assigned multiple locations then select the location from which you want to sell. If single location then it will not display location Option.

Step 3 - Selecting Customer By Default, there is “Walk-In Customer”. You can search for a customer by name/customer id or phone number or can add new customer by clicking the plus (+) button “Add Customer”.

Step 4 - Searching & Adding Product After the products get added, click on product name to modify product price, tax & discounts.

Changing Product Price, Tax & Discount: Enter Product Name Or scan the barcode to search the product. If multiple products are matched then it displays the dropdown of products, selects the product from it. Or if there is a single product then it directly gets added to cart.

NOTE: Option for different tax in products will be shown only if Inline tax is enabled. You can enable it from Business Settings -> Tax -> Enable Inline Tax in purchase and sell

Lot number: If lot number is enabled then it will show the option to select lot number. (Enabling Lot number)

Expiry Date: If the expiry date is enabled then it will show the option to select lot number. (Enabling expiry)



Step 5 - To cancel the sales click on the cancel button.

Step 6 - To save it as draft click Draft to add them to drafts. Cancel invoices are not saved in the system, but drafts get added in the system. You can edit a Draft and change its state to Finalize. Draft doesn’t deduct stock from the system.

Step 7 - To finalize the invoice click on Finalize – Add the payment options and save it.

On save it will display an invoice printing option.

NOTE: For invoice to print correctly – The Margins options should be set to “Default”.

List of sales can be viewed from Sell ↣ List Sales.

List of drafts can be viewed from Sell ↣ Drafts.

Both Sell & Drafts can be edited to make any changes.

Selling (POS Screen), Draft, Quotations

Draft & Quotation

This is useful if you want to create a quotation before sales.
Marking a sales as Draft or Quotations will not deduct the available stock.
You can view all Quotations & Drafts from List Quotation or List Draft respectively.
Existing draft/Quotation can be edited to make it as final sales.

Added functions for the Sales, quotations, add Shipments and Manage, Discounts, plus Import Sales. Everything on your POS to manage your Business

Discounts by Brand, Category, Location

Add/Edit Discount:

Name:- Enter a meaning full name for the discount.

Brand:- Select the product brand where it will be applied.

Category:- Select the produc Category where it will be applied.

Location: - Select the location

Priority: - Discount with higher priority will have higher weight, however priority will not be considered for exact matches. For example: if there are 2 discounts available for the same brand and/or category then the disount with higher priority will be applied.

Discount type: - Fixed or Percentage

Start At: - Start date of the discount.

End At:- Start date of the discount.

Apply in selling price groups:- If checked then the discount will be applied in the selling price group price. If not then it will not be applied.

Add Drafts

Step 1 -Go To Sell Tab Click On Add Drafts.

Using Apex Card Service POS for Selling of Services

Apex Card Service POS can be used:

1. Exclusively for Services or
2. Exclusively for Product Selling (trading) Or
3. Combination of Services & selling of Products.

Selling Services

Services are Intangible products.

Example: Repairing, Salon & Spa services, Web Development, Accounting, banking, cleaning, consultancy, education, insurance, expertise, medical treatment, transportation and a lot more.

Step 1 - To add a service Go to Add new Products.

Step 2 - Add the name of your Service, Like Computer Repair, Accounting, E-Commerce Development, Consulting, Plumber, Saving, Hair Cutting, etc.

Step 3 - While adding service based products uncheck the “Manage Stock?“ option. When Manage stock is unchecked or disabled the stock for such products is not managed, because such product doesn’t have a stock count with it.

Step 4 - If you want to add a description for such service like for example in computer repair you want to describe the problem for such service then check the “Enable Product description, IMEI or Serial Number” checkbox.

Now to create invoice or receipt for such service

Step 1 - Go to Add Sales or POS screen.

Step 2 - Enter the name of service.

Step 3 - To print the description in the invoice, go to Setting -> Invoice Settings -> Invoice Layout. And click on the layout you’re using. Enable “Show sale description“. And Click on “Update” to update the invoice layout. Now it will display the Description you entered on the invoice or receipt.

Step 4 - To add a service Go to Add new Products.

Sales Return

There are 2 ways of adding sales return

First way:

Edit existing invoice for the sales by going to edit the invoice and remove the product or reduce the quantity of the product. And save it. The system will automatically add the returned quantity back to stock. This is a simple & recommended way of doing.

Second way:

Follow the screenshot below:

Sales Subscriptions

Enabling Subscriptions:

To enable subscription, go to Modules -> Check the “Enable Subscriptions” and save it.

Using Subscriptions:

Step 1: - Subscriptions can be added from both POS sales or normal Sales screen.

Step 2: - In POS or sales screen to add a subscriptions click on “Subscribe?” Checkbox



Step 3: - On clicking subscribe it shows a popup modal, enter the subscription frequency like every 1 day or every 5 days or every 1 month etc. Also enter the subscription frequency, like if a user wants so subscribe only 5 times the enter 5, for unlimited leave it blank.



Step 4: - All subscriptions appear in Sell -> Subscriptions screen. From here you can also start/stop a subscription.

Step 5: - When a subscription invoice is auto-generated then a notification is sent to admin & sales person.

Cash Register

Step 1: - Cash Register gives you an overview of a particular user/cashier session

Step 2: - Whenever a cashier opens to POS screen she must Open Cash Register by entering the “Cash In hand”.

Step 3: - Every sale made by the cashier will be logged into the Cash Register. In POS screen, You can view the Register details by clicking on “Register details” button present in the top navigation bar. It displays the Cash in hand, and cash details by other payment methods as well. Also, the amount refunded by the cashier.

Step 4: - To close a cash register click on Red Color – Close Register Button. On closing Cash register the cashier will have to enter the details of the Total Cash, Total Card Slips, Total cheques and other fields.

Step 5: - To view all cash register Go to Reports -> Register Report. Here you view all cash register details.

Invoice Layout

Invoice Layout helps you to create different invoice formats.

To add a new invoice layout:

Step 1: - Go to Settings->Invoice Settings->Invoice Layout->Add

Step 2: - Give a unique distinguishable Layout name

Step 3: - Add the text to be shown in the top/header of invoice. Generally, it can be your shop name, aligned center with Heading 1 format.

Step 4: - Add other relevant details.

Step 5: - You can show/hide address fields.

Step 5: - You can mark a layout as default. The default layout is used when no layout is found for a location.

Step 6: - Click On save.

To use an invoice layout in a location go to” Business Locations -> Edit” and assign the invoice layout.

Editing invoice layout HTML/CSS/Javascript

To manually change the code for invoice layout the path is: resources/views/sale_pos/receipts/{design_name}.blade.php Where design_name = name of the design you want to change like classic/elegant/detailed etc.

Invoice External URL

Step 1: - With invoice external URL you can share the invoice to a customer via a link.

Step 2: - With this link, they can see & print the invoice without they having to login into the system.

Step 3: - The link can also be sent in Email & SMS notification. To send url in Email/SMS notification add it in notification template using the url tag.

Configuring keyboard shortcuts

Configuring keyboard shortcuts for POS screen

Step 1: -Apex Card Service POS supports keyboard shortcuts, by default we have configured shortcuts for different actions in POS screen.

Step 2: - But you can configure it yourself as per your convenience.

Step 3: - To configure keyboard shortcuts, go to Settings -> System Settings. Here in the POS section, you will find a list of Operations and the shortcuts for them.

Step 4: - You can use the Available Key Names with any combination of letters or number to create shortcuts.

Step 5: - Make sure the shortcuts do not conflict (is not same) with the shortcut of the browser. Making a shortcut same as the browser will have different effects in different browsers.

Discounts by Brand, Category, Location

Add/Edit Discount:

Name: - Enter a meaning full name for the discount.

Brand: - Select the product brand where it will be applied.

Category: - Select the produc Category where it will be applied.

Location: - Select the location

Priority: - Discount with higher priority will have higher weight, however priority will not be considered for exact matches.
For example: if there are 2 discounts available for the same brand and/or category then the disount with higher priority will be applied.

Discount type: - Fixed or Percentage

Start At: - Start date of the discount.

End At: - Start date of the discount.

Apply in selling price groups: - If checked then the discount will be applied in the selling price group price. If not then it will not be applied.



Apply in customer groups: - If checked then the discount will be applied in the customer group price. If not then it will not be applied.

Is active: - Activate or not.

Add Stocks Transfers

Step 1 - Go To Stocks Transfers -----> Click On Add Stocks Transfers.

Reward Points

his feature is available in Apex Card Service POS 2.15 or higher, released on 12th Sept, 2019

Enabling reward points:

Step 1: -Go to Settings -> Business Settings -> Reward Points Settings.

Step 2: - Click on Enable Reward Point and it will get enabled.

Reward Points Settings:

Reward points settings is divided into 2 parts:

Step 1: - Earning Points Settings.

Step 2: - Redeem points settings.

Earning Points Settings:

Reward points display name: - This is display or label name for reward points. Some people like to keep it as reward points or reward coins etc. Only used for displaying label.

Amount spent for unit point: - Meaning how much the customer spent to get one reward points.
Example: - If you set it as 10, then for every $10 spent by customer they will get one reward points. If the customer purchases for $1000 then they will get 100 reward points.

Minimum order total to earn reward: - The minimum amount the customer should spent to get reward points.

Example: - If you set it as 100 then customer will get reward points only if there invoice total is greater or equal to 100. If invoice total is 99 then they won’t get any reward points. You can set it as minimum 1.

Maximum points per order: - Maximum reward points customer can earn in one invoice. Leave it empty if you don’t want any such restrictions.

Redeem Points Settings:

Redeem amount per unit point: - t indicates the redeem amount per point. For example: If 1 point is $1 the enter the value as 1. If 2 points is $1 then enter the value as 0.50.

Minimum order total to redeem point: - Minimum order total for which customer can redeem points.

Minimum redeem point per order: - Minimum redeem points that can be used per invoice. Leave it blank if you don’t need this restriction.

Maximum redeem point per order: - Maximum points that can be used in one order. Leave it blank if you don’t need this restriction.

Redeem point expiry period: - Expiry period for points earned by customer. You can set it in months or year. Expired points will get deducted from customer account automatically after this period.

NOTE: - You must set the cron job for expiry feature to work. Cron Job Document.

To display customers remaining reward point in invoice you can choose the option in invoice layout to display it.

POS Reports

Reports help you to get an overview of your entire business.
To view report click on Reports & Select the report you want to view.
Some Reports come filter relevant options to help you analyze your business better.

Purchase & Sale Report

This report shows the total purchase, Purchase Including tax,
Purchases with Dues amount; and Total Sale, Sale Including tax, Sale Due.

Tax Reports

Shows the Input & Output Taxes.

Contacts Report(Customers & Suppliers Reports)

This report shows the details of Purchase & Sell with all contacts (Suppliers & Customers) and also any Due amount. Positive Due amount indicates payment by contact, negative indicates payments to the contact.

Stock Report

The stock report displays the stock details. With this, you can track remaining stock and total sold quantity sold for all products.
For variable products – you can click on Green Plus button before SKU column to get details stock report for each product variations.

Trending Products Report

1. This report helps you to determine the products demand.
2. You can apply different filters to filter the product.
3. Select a business Location to view trends for a particular business location.
4. Select Product Category, Sub-Category, Brands, Units, Date Range to filter them.
5. Set “No. of products” to view the top that amount of product. Using this you can view Top 5, Top10 or any number of top products.

Expense Report

Expense report helps you to analyze expenses for business locations and also analyze based on expenses categories.

Register Report

View details of all registers and filter registers based on User and/or Status (Open or Closed)

Sales Representative Report

• View Sales and Expenses details of Sales representative
• Filter them with User, Business Location, Date Range

Expense

Expense - recurring, categories, location, payment status, total expenses, payments due, and expenses for each transaction in the businesses.

Expense report helps you to analyze expenses for business locations and also analyze based on expenses categories.

POS Reports

Reports help you to get an overview of your entire business.
To view the report click on Reports & Select the report you want to view.
Some Reports come to filter relevant options to help you analyze your business better

POS Report Menu: All Sales, Product Purchase Report, Activity Log, Sales Representative Report,

Register Report, Expense Report, Sell Payment Report, Purchase Payment Report, Product Sell

Report, Items Report, Profit Loss Report, Trending, Stock Adjustment, Stock Report, Customer Group

Report, Supplier & Customer Report, Tax Report, POC Purchase & Sell Report POC, List Sell Report

POC Purchase & Sale Report POC

This report shows the total purchase, Purchase Including tax, Purchases with Dues amount; and Total Sale, Sale Including tax, Sale Due.

EXAMPLE: REPORTS- Profit & Loss

List Expense

Step 1: -Go To Expense ---->Click On List Expense .

Tax Rates, Tax Groups & Disabling tax

Tax Rates

Step 1: - To add new tax go to Settings -> Tax Rates -> Add

Step 2: - Add a descriptive name (eg: “VAT@5%”) and specify the “Tax Rate%”

Tax Groups

Step 1: - Sometime you will need to apply multiple taxes to an invoice or purchase. So you should create tax groups by combining multiple taxes.

Step 2: - To add a Tax Group – Click on Add Button, Give a meaningful name, select the tax you want to use in this tax group.

Step 3: - The tax rate of tax group will be the sum of tax rates of Sub-taxes added.

Step 4: - If sub-tax is edited the corresponding tax group’s tax rate will also get updated accordingly.

Step 5: - You cannot delete a Tax if it is used in a Tax Group.

Disable Tax

Step 1: - Don’t add Tax Rates in settings

Step 2: - Go to Settings – Business Settings.

1. Uncheck “Enable inline tax in purchase and sell“
2. Uncheck “Enable Price & Tax info“
3. Select “Default Sale Tax” as None

SettingUp Taxes according to your country

We see a large number of Indian users preferring Apex Card Service POS, so writing this guide to help them use the application in a better way.

Tax settings:

- GST Tax (Pakistan)

Step 1 - Go to Settings -> Tax Rate setting.

Step 2 - Create a tax with name GST@17% and Tax Rate %: as 17. (17% is for example only, use the tax rate applicable)

- Other Countries Tax settings:

1. IGST (Integrated Goods & Services Tax)
2. SGST (State Goods & Services Tax )
3. IGST (Integrated Goods & Services Tax)

Go to Settings -> Tax Rate setting.

Step 1 - Create a tax with name CGST@10% and Tax Rate %: as 10. (10% is for example only, use the tax rate applicable)

Step 2 - Create a tax with name SGST@10% and Tax Rate %: as 10. (10% is for example only, use the tax rate applicable)

Step 3 - Create a tax with name IGST@14% and Tax Rate %: as 14. (14% is for example only, use the tax rate applicable)

Step 4 - EBelow Tax rate, it shows “Tax groups ( Combination of multiple taxes )”. Create on Add, enter the tax group name as Intra-State-CGST-SGST and select sub-taxes CGST@10% & SGST@10%.

Step 5 - Below Tax rate, it shows “Tax groups ( Combination of multiple taxes )”. Create on Add, enter the tax group name as Inter-State-IGST and select sub-taxes IGST@14%..

More Details - With this now when you purchase or sell a product you can select the applicable tax.

Adding Users

Add/Edit a User:

Step 1 -User Management -> Users -> Add New

Step 2 - Fill the user details, select user role, give a unique username.

Step 3 - Provide the commission % for this user. This option gets applied if commission agent feature is enabled. (Not available in Apex Card Service POS-LITE)

Step 4 - Is active?: Activate/Deactivate the user.

Step 5 - You can edit/delete a user.

Assigning Location to a user

Role Management

Adding Roles

Step 1 - Every new business comes with some default roles – Admin & Cashier.
Admin have all permissions in the application.
Cashier have permission to only POS section.

Step 2 - You can create a role by clicking on Add button -> Giving a role name and then selecting the appropriate permission for that role.

Step 3 -Sometime you may need to give a user access to a/some particular location(s) only. In this case, select the locations from “Access locations” permission. Select “All Locations” to give permission to access all locations for your business.

Step 4 - Roles permissions can be edited & Deleted.

Note : - You must update the role of an existing user before deleting a role.

Sales Commission Agents

Step 1 Go to user Management-->Sales Commission Agents--->Add New

Question & Answers

Question 1: - How many businesses , your application can handle as on SAAS there could be many businesses and each business will again have data. Is the application be able to serve them for long time and how many woocommerce sync can be done as each business an have one site each...???
Answer 1: - There is no limit to number of businesses, you can add as many business as possible. Many customer already adding lot of business and running it successfully.

Question 2: - Is this site is integreated Woocommerece ↣ POS or POS ↣ Woocommerece.

Answer 2: - This POS system is System Command oriented, which means POS ↣ Woocommerece.

Question 3: - It would be good even if I can see screenshots. Actually I want to know, will be Theme style of products and cart will be replaced by your module? How the products will display on Woo Commerce and how a customer can see it? Also let me know, does it effect webpage speed? I am already using a POS but liked your POS and module more than that. So I have to decide after these things. Thanks

Answer 3: - No, Theme style of products & cart will not be replaces by our modules, all style will be same as per the style you have in your wordpress. No, webpage speed will not be effected. Basically it syncs using the API of wordpress so there is no style & speed effect.

Question 4: - what is the limitation of Apex Card Service POS regular package before adding addons

Answer 4: - There is no limitation in regular package. Only restriction is one license can be used for one domain/dub-domain. Let us know if any further queries, we have many customer from Nigeria already successfully using the Apex Card Service POS.

Question 5: - What happens if there is a failed connection in the middle of the sync operation. Will it continue from where it left off? If orders are made from the woocommerce store will they also sync on the Apex Card Service POS. i.e. is it two-way or bi-directional?

Answer 5: -
1. Yes, it will continue.
2. Yes.
No need to manually update products in multiple application (POS & Online Shop) No need to manually update stocks. No need to manually update orders from WooCommerce to POS. No need to manually add/update categories in POS & Online shop. Thank you.

For more Details :

Suppliers

Managing Suppliers, Customers, Customer Groups, Import Contacts

Select appropriate dashboard link for contacts
Determine what type of contacts added for your database

Customers

Managing Suppliers, Customers, Customer Groups, Import Contacts

Select appropriate dashboard link for contacts
Determine what type of contacts added for your database

Customer Groups

Managing Suppliers, Customers, Customer Groups, Import Contacts

Select appropriate dashboard link for contacts
Determine what type of contacts added for your database

Import Contacts

Managing Suppliers, Customers, Customer Groups, Import Contacts

Select appropriate dashboard link for contacts
Determine what type of contacts added for your database

List Products

Bulk edit helps you to edit multiple products at once and saves your time.

To edit multiple products follow the steps:

Step 1 - Go to Products -> List Products.

Step 2 - Select the products you want to edit by clicking on the checkbox present in each product row.

Step 3 - Scroll down you will find the Bulk Edit option , click on it and you can edit the selected products.

Step 4 - Also, in the bulk edit screen you can add any other products to edit them.

Add Products

Managing Suppliers, Customers, Customer Groups, Import Contacts

Select appropriate dashboard link for contacts
Determine what type of contacts added for your database

Notifications - Templates

Send Ledger

Available Tags:

{business_name}, {business_logo}

{balance_due}

{contact_name}, {contact_custom_field_1}, {contact_custom_field_2}, {contact_custom_field_3}, {contact_custom_field_4}, {contact_custom_field_5}, {contact_custom_field_6}, {contact_custom_field_7}, {contact_custom_field_8}, {contact_custom_field_9}, {contact_custom_field_10}

Business Settings - Your Business

Your Business in the Apex POS System: Name of Business, Currency, Time, Logo, Stock Account, Tax Id, Products, Sale, Purchase, Payments, Email Setting, SMS, Rewards Plus More.

CRM Module

Leads
Follow ups
Campaigns
Contacts Login
Sources
Life Stage
Reports
Proposal template
Proposals
Settings

HRM - Human Resource Module

Leave Type
Leave
Attendance
Payroll
Holiday
Departments
Designations
Sales Targets
Settings

Essentials Module

To Do
Document
Memos
Reminders
Messages
Knowledge Base
Settings

Shopping Cart Module

Woocommerce

Sync Log
API Settings

This Woocommerce Module will need to be set up by the Programmer of the Apex POS System for Individual Businesses to interconnect the product/shopping cart modules.

Changelog

Version 1.0 (October 3, 2019)

- First Release!