The Business tab holds your company's identity — the information that appears on invoices, quotations, and receipts.

Business tab — logo, company details, and tax registration

The General tab controls how numbers, currencies, and dates appear throughout the application.

General tab — decimal places, currency symbol, and date format

The Currencies tab manages which currencies your business can bill in, and their exchange rates. The base currency (e.g. VUV) is fixed; any currency already used on a document can only be deactivated, not deleted.

Currencies tab — currency list with per-currency activation, and exchange rates

The Sales tab configures how prices and stock warnings behave when creating invoices, quotations, and proforma invoices.

Sales tab — tax-inclusive pricing and low-stock warnings

The Stock tab lets you choose how the cost of goods is calculated when inventory is sold.

Stock tab — costing method selection

The Initial Setup tab is used once when onboarding a new business. It lets you record opening stock quantities and opening accounting balances before you start trading.

Initial Setup — opening stock and accounting configuration

1. Opening Stock — Enter the quantity and value of inventory you already have on hand. This creates the initial inventory journal entry.
2. Opening Accounting — Enter opening balances for all accounts (bank, receivables, payables, etc.) to match your previous accounting system.

The Tax tab manages tax rates applied to products and services. Each product references a tax rate for invoice calculations.

Tax tab — tax rate management with SDC label mapping and default selection

The Payments tab manages the payment methods available when recording customer payments. All configured payment types are registered and sent to the SDC during fiscalization.

Payments tab — manage, reorder, and activate payment types

1. Add payment types — Cash, Card, Bank Transfer, Cheque, Mobile Money, etc.
2. Reorder — Drag payment types to change the order they appear in the payment dialog.
3. Deactivate — Disable payment types you don't use instead of deleting them.

The VSMS tab configures the connection to the V-SDC (Virtual Sales Data Controller) or E-SDC for fiscal invoice verification as required by Vanuatu tax regulations.

VSMS Settings — ESDC URL, ESDC Token, PIN, and Test Connection for mutual authentication

SDC Tax Rate Mapping — tax rates and labels received from the SDC after successful authentication

Click the application logo in the sidebar to access System Information. This screen displays:

System Information — manufacturer, software version, serial number, and VSMS status

The AI tab configures integration with OpenAI for intelligent features like product descriptions, categorization, and smart suggestions.

AI tab — OpenAI API configuration and model selection

The API tab manages API keys for programmatic access and webhook endpoints for real-time notifications.

API tab — key management and webhook configuration

The Connectors tab links CloudPOS.vu to external systems. Importing data from a connector is done from the relevant module (e.g. Inventory); this tab stores the credentials and connection state.

Connectors tab — LightSpeed Retail (X-Series), Lightpeed X, Xero and Loyverse

The Printers tab configures POS receipt printers and label printers connected to your terminal.

Printers tab — POS printer and label printer configuration

1. Receipt Printer — Configure ESC/POS-compatible thermal printer (USB, Bluetooth, or network).
2. Label Printer — Set up a barcode/price label printer for shelf labeling.
3. Paper Size — Choose 58mm or 80mm receipt width.

The Email Template tab customizes the default email sent when you email invoices, quotations, or receipts to customers.

Email Template tab — subject line and body editor with variables

1. Subject Line — Customizable with variables like {{invoice_number}}, {{customer_name}}, {{total}}.
2. Email Body — Rich text editor with dynamic placeholders for personalized messages.

The Database tab provides low-level database management tools — migrations, backups, and maintenance.

Database tab — migration status and backup controls

The Import / Export tab lets you bulk-import products, customers, and transaction data from CSV files, or export your catalog for backup or migration.

Import — upload CSV or ZIP files with product and transaction data

Export — download product catalog as CSV or ZIP

The Scheduled Reports tab lets you configure recurring reports that are automatically generated and sent by email at scheduled times.

Scheduled Reports — list of configured reports with frequency, period, send time, and recipients

Each report card shows the report type, frequency, period, send time, and recipient emails. Use the toggle switch to enable or disable a report without deleting it.

Creating a Report

Click ADD REPORT to open the configuration dialog:

New Scheduled Report dialog — configure report type, frequency, period, send time, and recipients

CloudPOS.vu supports two main sales flows:

The Invoices tab shows all your tax invoices with their current status. This serves as the electronic journal — you can search and filter invoices on demand.

Tax Invoice list — showing all invoices with status, customer, amount, and due date

Electronic journal — search invoices by number, customer name, or amount

Each row displays the invoice number, SDC invoice number, customer name, date, total amount, amount paid, balance due, and status. Click any invoice to view its full details. Use the search bar to find specific invoices, or filter by:

• Date range — All, Month, Last, Custom.
• Source — BO (back office) or POS (terminal sales).
• Status — All, Paid, Recurrent, Part paid, Refunded, Unpaid, Clearing, Cancelled, Voided.

Use the ⋯ button on each row for the action menu (View, Edit content only, Print, Receipt PDF, Print Copy SDC, Email, Change comment, Add recurrence, Make Credit Note, Payment Information, Cancel Payment, Cancel Invoice), and the toolbar buttons to export the list to PDF/CSV or create a new tax invoice.

Statuses

Click the + button on the Invoices tab to open a new blank invoice form:

New invoice form — empty and ready to fill in

Fill in the invoice by selecting a customer, adding line items, and reviewing totals:

Invoice form — customer, currency, payment terms, line items with template chips, fiscal information and live summary

1. Select a customer — Choose from your customer list or create a new one on the fly.
2. Set the date — Defaults to today; adjust as needed.
3. Add line items — Search products by name or SKU, or enter a manual line. Quantity, unit price, and tax are calculated automatically.
4. Review totals — Subtotal, VAT, and total are computed in real time.
5. Save — The invoice is posted with status Unpaid and the next invoice number is auto-generated (e.g. INV-0009).

Invoice list after saving — the new invoice appears as Unpaid

Recurring Invoices

Turn on Set recurrence on the invoice form to make the invoice repeat automatically. Choose a frequency — Every week, Every month, Every year — and the invoice gets a Recurring badge; a Recurrent filter in the list shows all recurring invoices.

Set recurrence — the invoice header shows a Recurring badge and the frequency picker

Line items support template variables that are replaced with the issue-date values each time the invoice recurs:

• {(month)} — month name (e.g. September)
• {(year)} — current year (e.g. 2026)
• {(year+1)} — next year (e.g. 2027)
• {(date)} — the invoice date

You can also add or change recurrence later from the invoice row's ⋯ → Add recurrence action.

Quotations let you provide a price estimate to a customer before confirming a sale. They have no accounting or inventory impact until converted.

Quotation list — showing Draft, Sent, Converted, and Voided quotations

Click + to create a new quotation. The form is identical to an invoice but uses the Q- prefix:

Creating a quotation — same line-item interface as invoices

After saving, the quotation appears in the list:

Quotation list updated with the new draft quotation

Statuses

Proforma Invoices are formal price quotes often required for import/export or customs purposes. Like quotations, they have no accounting impact until converted. They are also the starting point for layby/installment sales (Advance Sales).

Proforma Invoice list — showing Draft, Sent, Converted, and Cancelled proformas

Create a new PI directly by clicking +:

Proforma Invoice form — uses PI- prefix, valid for 30 days by default

Statuses

Advance Sales are fiscal invoices used for layaway or installment payments. A customer pays in multiple installments before receiving the goods. Each payment is recorded as a separate Advance Sale (AS) that is signed by the SDC.

Advance Sales list — showing Paid, Cancelled, and Converted advance sales

Each row displays the advance sale number (AS- prefix), customer name, date, amount, payment method, and status. The ⋯ menu provides actions depending on the status.

💳 Advance Sale Actions (Paid)

Action menu for a Paid advance sale — View, Edit, Print, Receipt PDF, Print Copy (SDC), Email, Change Comment, Cancel Advance Sale, Move as Invoice, Cancel Invoice

💳 Advance Sale Actions (Cancelled)

Action menu for a Cancelled advance sale — limited to viewing and printing

Cancelled advances can only be Viewed, Edited, Printed, Emailed — no further financial actions are available.

Advance Sales are created from a Proforma Invoice. Open the PI action menu and select Create Advance Sale:

Proforma Invoice list — the starting point for creating advance sales

PI action menu — select "Create Advance Sale" to start the process

The Create Advance Sale dialog appears:

Create Advance Sale dialog — enter amount, payment method, and optional description

1. Invoice — Shows the PI number this advance is linked to.
2. Total — The full PI amount.
3. Remaining — The unpaid balance (total minus previous advances).
4. Amount Received — Enter the advance payment amount. Defaults to the remaining balance.
5. Payment Method — Select Cash, Card, or Bank Transfer.
6. Description (Optional) — Add a note, e.g. "50% deposit for Project X".
7. Confirm — The advance is fiscalized via SDC and saved.

After confirmation, the SDC signs the advance and a "Advance Sale Signed" confirmation appears:

Advance Sale Signed — confirmation showing SDC invoice number, counter, and date/time

📋 Tracking Advance Sales on a PI

To see all advances for a PI, open the PI action menu and select Show Advance Sales:

Show Advance Sales — payment progress, individual advances, and settlement button

The dialog displays:

• Donut chart — Visual progress of payments toward the PI total.
• Summary — Total Paid, Remaining balance, and Progress percentage.
• Advance rows — Each advance with number, date, amount, status, and SDC verification badge.
• Cancelled advances — Shown in red with strikethrough.
• COMPLETE SALE button — Appears when 100% is reached.

When the customer has finished paying (or at any point during the advance process), you can convert the advance into a final Tax Invoice. This is called settlement or Move as Invoice.

How Settlement Works

1. All advance sales are refunded via SDC as Advance Refunds — this reverses the tax liability.
2. One final Normal Sale is created via SDC — this is the legal tax invoice with stock movement and revenue recognition.
3. All advance sales are marked Converted.
4. The original PI is marked Converted.

Triggering Settlement

There are two ways to trigger the settlement:

• From the Advance Sale action menu — Click Move as Invoice on any paid advance sale.
• From the Show Advance Sales dialog — Click COMPLETE SALE when 100% is reached.

After the settlement is processed, a Normal Sale Signed confirmation confirms the final invoice was created and signed by SDC.

The advance sale list now shows the advance as Converted:

Advance Sales list — the converted advance is marked with a Converted status badge

Gift vouchers are sold from the Advances / Vouchers tab: click + New Voucher, enter the value and optional recipient, choose the validity (12 months by default), take the payment, and hand over the printed ticket with its code (e.g. 74ZK5N). Selling a voucher is fiscal — it creates a signed advance sale (AS-) like a layby instalment.

New Voucher — value, recipient, validity, then the payment step

The customer redeems the code as payment on the POS: PAY → SPLIT / VOUCHER tab → REDEEM A VOUCHER → scan/type the code → CHECK. If the voucher is worth more than the sale, the POS requires agreement that no change is given for the remainder.

Redeeming a voucher on the POS — applied to the sale, allocated total updates

Full details — statuses, expiry, cancellation, the no-change rule and FAQ — are in the Gift Vouchers Guide (vouchers-guide.html).

Credit Notes are used to refund or credit a customer — for returned goods, pricing corrections, or partial refunds. They are required when a paid invoice needs to be reversed (Cancel is not available for paid invoices).

Credit Note list — showing Open, Partial Use, Closed, and Cancelled credit notes

Click + to create a new credit note, or use Make Credit Note from a paid Tax Invoice action menu:

Credit Note form — select customer, add returned items, and apply credit

1. Select the customer — Must match the original invoice customer.
2. Add credit lines — Enter the items or amounts being credited back.
3. Reference the original invoice — Link the credit note to the invoice it relates to.
4. Save — The credit note is fiscalized via SDC and reduces the customer's outstanding balance.

Statuses

To record a customer payment, open the invoice action menu and select Pay Invoice:

Payment dialog — enter amount, method, date, and reference

1. Amount — Defaults to the full balance due. Partial payments are supported.
2. Payment Method — Cash, Card, Bank Transfer, or Cheque (configured in Settings → Payments).
3. Payment Date — When the payment was received.
4. Reference — Optional transaction reference or cheque number.
5. Receipt Number — Auto-generated for your records.

After recording the payment, you can optionally send a receipt to the customer:

Payment recorded — option to email the receipt to the customer

Payments Tab

The Payments tab in the Sales module is a standalone payment desk with two views:

• Record payment — record a payment without opening an invoice: search by invoice #, PO # or customer, then enter amount, currency + exchange rate, method and date, plus optional reference and notes.
• History — every payment received, filterable by period (All, Last 7 Days, Today, This Month, Custom) and source (All / Customer / POS). Summary shows the total received with a per-method breakdown.

Payments tab — Record payment form (invoice lookup, amount, currency, method, date)

Payments tab — History list view with period and source filters

Payments tab — Summary view with total received and payment-method breakdown

Every document type has a ⋯ action menu with context-sensitive options. Here's what's available for each type:

🧾 Invoice Actions

Invoice action menu — Pay, Send, Print, Duplicate, Cancel

📝 Quotation Actions

Quotation action menu — Convert to PI, Convert to Invoice, Send, Print, Duplicate, Cancel, Delete

📋 Proforma Invoice Actions

Proforma Invoice action menu — View, Edit, Print, Receipt PDF, Print Copy (SDC), Email, Change Comment, Mark as Sent, Create Advance Sale, Show Advance Sales, Complete Sale, Convert to Invoice, Cancel Proforma, Delete

A gift voucher is a prepaid amount a customer buys (usually as a gift). The customer receives a printed or emailed ticket with a short code (e.g. 74ZK5N). The code can later be used as payment for any sale.

Go to Sales → Advances / Vouchers and click + New Voucher (or the + button). Selling works as a two-step wizard:

Step 1 — Voucher details

New Voucher — step 1: value, optional recipient (printed on the ticket), and validity

1. Voucher value (VT) — the amount the customer pays, e.g. 5000.
2. Recipient (optional) — a name printed on the ticket, e.g. the gift recipient.
3. Valid for — 12 months by default; the expiry date is shown before you continue.

Value VT 5,000 — valid for 12 months, expiring 30/09/2027

Step 2 — Payment

Payment — split the paid amount across Cash, Cheque, Card, Transfer and Credit

Enter how the customer pays — one method or a split (e.g. VT 3,000 cash + VT 2,000 card). When the paid total matches the voucher value, click SELL VOUCHER.

Vouchers can also be sold at the POS the same way — the ticket prints with the code for the customer.

Vouchers live in the Advances / Vouchers tab next to layby advance sales. Gift vouchers show Gift voucher in the Linked PI column, with the payment received and the remaining balance per row.

Advances / Vouchers — gift vouchers and layby advances in one list (ACTIVE, REDEEMED, CANCELLED, PAID)

Use the row's ⋯ menu for View, Print Ticket, Receipt PDF, Print Copy (SDC), Email, Change comment and Cancel Voucher.

Vouchers are redeemed as payment during a sale:

1. Ring up the items, then tap PAY (F1).
2. Switch to the SPLIT / VOUCHER tab.
3. Scroll to REDEEM A VOUCHER — scan or type its code, enter or scan the code (e.g. 74ZK5N) and tap CHECK.

SPLIT / VOUCHER tab — method rows (Cash, Cheque, Card, Transfer, Voucher) plus the REDEEM A VOUCHER code field

The voucher is looked up and applied automatically — the section shows the voucher number, value and recipient, how much was applied to this sale, and the ALLOCATED total updates:

Voucher AS-0029 (VT 5,500) applied to a VT 3,900 sale — allocated in full; the VT 1,600 remainder is subject to the no-change rule

Complete the sale with VALID (or VALID (TKT) for a ticket-style receipt). The receipt shows the voucher as a payment line, exactly like cash or card.

A voucher is not cash: no change is given when the voucher is worth more than the sale. If the voucher covers more than the total, the POS asks for explicit agreement:

VT 5,500 voucher on a VT 3,900 sale — tick “No change is given” to accept that the VT 1,600 remainder is kept by the store

• Tick the box — the sale is paid entirely by the voucher; the unused remainder (VT 1,600 above) is kept by the store and the voucher is fully used.
• Don't tick — the voucher is not accepted; pay the sale with another method and keep the voucher for a bigger purchase.

Beside the code lookup, the SPLIT / VOUCHER tab has a plain VOUCHER payment row (Amount + Reference number). Use it for paper vouchers or third-party vouchers that are not in the system: enter the amount tendered and the reference — it counts towards the sale like any other method. System voucher codes should always go through REDEEM A VOUCHER so balances are tracked automatically.

An unused voucher can be cancelled from the list: Advances / Vouchers → row ⋯ → Cancel Voucher. Cancellation reverses the advance sale via the SDC (like any advance-sale cancellation), so it should be done by a manager. Once a voucher has been redeemed it can no longer be cancelled — use a Credit Note on the sale that used it instead.

Can a voucher be used partly and keep the rest for later?

No — a voucher redeems in one go: it covers the sale up to its value, and any leftover is forfeited under the no-change rule (or the voucher isn't accepted). Plan the sale to use the full value.

Can a voucher be redeemed in another shop (business)?

No — vouchers are per business. The POS only finds codes issued by the business you are logged into.

What if the customer lost the code?

Find the voucher in Advances / Vouchers (search by value or date), open it with View and re-print or re-email the ticket from the ⋯ menu.

Do vouchers appear in reports and accounting?

Yes. Selling the voucher is an advance sale (shows in Sales → Advances / Vouchers, the Payment Received report, and VAT figures at issue). The redemption is a payment line on the invoice where it was used.

Can a voucher be paid partly with cash and partly on credit?

The payment step accepts a split across Cash, Cheque, Card, Transfer and Credit — but the voucher is only issued once it is fully paid.

CloudPOS.vu supports the full purchase lifecycle. The Purchases page contains 8 tabs for managing all aspects of your procurement:

Purchases page — all tabs accessible from the top bar

Purchase invoices start as Draft — no accounting impact. Once reviewed, you Post to Accounts to create journal entries and change the status to Unpaid. Then record payments to mark them as Paid.

The Purchase Invoices tab shows all your local supplier bills with their current status — Draft, Unpaid, Partially Paid, Paid, Overdue, or Cancelled.

Purchase Invoice list — showing all supplier bills with status, supplier, amount, and due date

Each row displays the bill number, supplier name, supplier invoice number, PO number, dates, total amount, paid amount, balance due, and status. Click any invoice to view its full details.

Click the + button on the Purchase Invoices tab to open a new blank invoice form:

New purchase invoice form — fill in supplier, dates, and line items

1. Bill No — Auto-generated (read-only). Each bill gets a sequential number.
2. Supplier — Select from your supplier list. Required field.
3. Supplier Invoice No — Enter the supplier's own invoice number for cross-referencing. This is the reference number printed on the supplier's document.
4. PO Number — Link to an existing Purchase Order (e.g. PO-0001). Optional — for tracking which PO this invoice relates to.
5. Invoice Date — The date on the supplier's invoice. Defaults to today.
6. Due Date — When payment is due to the supplier. Used for overdue tracking.
7. Status — New invoices default to Draft. You can also set to Unpaid to post immediately.

Add line items by selecting products from your stock catalog or entering manual lines. Subtotal, VAT, and total are computed in real time. Save when ready — the invoice starts as Draft.

New purchase invoices start as Draft. In this state, you can freely edit items, change amounts, or even delete the invoice — nothing has been posted to accounting yet.

Draft invoice action menu — View, Edit, Post in Accounts, Upload Original, Delete Invoice

Once you've verified the invoice is correct, click Post in Accounts to create the journal entries:

Post Invoice confirmation — changes status from Draft to Unpaid and creates journal entries

1. Validate — The system checks that all items are linked to stock products.
2. Confirm — Click "Create Invoice" to post.
3. Journal entries created — DR Purchases/Expenses + DR VAT Input → CR Accounts Payable.
4. Status changes — From Draft to Unpaid.

After posting, the invoice appears in the list as Unpaid:

Invoice list after posting — status changed to Unpaid, journal entries created

To pay a supplier invoice, open the action menu on an Unpaid invoice and select Make Payment:

Unpaid invoice action menu — View, Edit Items, Make Payment, Create Credit Note, Upload Original, Cancel Invoice

The payment dialog appears:

Payment dialog — enter amount, payment method, date, and reference

1. Amount — Defaults to the full balance due. Partial payments are supported.
2. Payment Method — Cash, Card, Bank Transfer, or Cheque.
3. Payment Date — When the payment was made.
4. Reference — Optional transaction reference or cheque number.

After recording the payment, the invoice status changes to Paid:

Invoice list after payment — status changed to Paid, balance due is zero

The Foreign Invoices tab manages import purchases from overseas suppliers. These invoices may involve foreign currency, shipping costs, and customs duties.

Foreign Invoices — manage import purchases with foreign currency and shipping

Import Costing calculates the full landed cost of imported goods, including the purchase price, freight, insurance, customs duties, and other charges.

Import Costing — calculate the full landed cost of imported goods

Import costing links to a Foreign Invoice and allocates all additional costs across the imported items, giving you an accurate unit cost for inventory valuation.

The Expenses tab records operational expenses such as rent, utilities, office supplies, and other non-inventory purchases.

Expenses — record operational and non-inventory expenses

Each expense can be categorized, linked to an expense account, and posted to accounting. Expenses follow the same draft → post → pay workflow as purchase invoices.

Credit Notes are used when a supplier issues a refund or credit — for returned goods, pricing corrections, or overpayments.

Credit Notes — track supplier refunds and credits

Credit notes can be created from an existing purchase invoice (via the action menu) or independently. They reduce the amount owed to the supplier and create reversing journal entries.

Purchase Orders are documents sent to suppliers to request goods or services. They are non-financial until converted to a purchase invoice.

Create a PO to:

• Request a quote or formalize an order with a supplier
• Track expected deliveries
• Link purchase invoices back to the original order via the PO Number field

Purchase Orders tab — filter by status (Draft, Submitted, Approved, Partial, Received, Cancelled), period and supplier

New Purchase Order — supplier, expected date, and line items

The Payments tab provides two sub-tabs: Make Payment and History.

Payments History — view all supplier payments made

The Fixed Assets tab manages long-term assets such as equipment, furniture, vehicles, and machinery.

Fixed Assets — manage long-term assets with depreciation tracking

Fixed assets can be created from scratch or converted from a purchase invoice. Each asset tracks its purchase cost, depreciation method, useful life, and current book value.

Every purchase document has a ⋯ action menu with context-sensitive options. Available actions change based on the document's status.

🧾 Draft Invoice Actions

Draft invoice — View, Edit, Post in Accounts, Upload Original, Delete Invoice

🟡 Unpaid Invoice Actions

Unpaid invoice — View, Edit Items (Amount Locked), Make Payment, Create Credit Note, Upload Original, Cancel Invoice

The POS follows a structured daily workflow designed for accountability and financial tracking:

The POS Management screen lists all your POS terminals with their real-time status. Each terminal card shows:

POS Management — terminal list with status badges, assigned staff, and printer info

Status Badges

Printer Information

Each terminal card also shows which printers are assigned:

Terminal Actions Menu

Terminal actions menu — Edit, Assign Cashier, Edit POS Products, Display Settings, Activate/Deactivate, Delete

Click Edit from the terminal menu to configure all terminal parameters:

Edit POS Terminal — configure name, code, location, device type, printers, and pairing

Parameters

Device Pairing Flow

The info card at the bottom explains how to link a device:

1. Create the terminal — a pairing code is auto-generated.
2. Open the POS on the target device.
3. Tap POS LOGIN on the login screen → enter the pairing code.
4. The device is now linked to this terminal and business.
5. Cashiers log in with POS ID + PIN for daily use.

Click Assign Cashier to control which staff members can log into this terminal using POS ID + PIN:

Manage Staff — add and remove cashiers authorized to use this terminal

Add Staff

Select a user from the dropdown (shows all business users with their POS ID) and click ADD STAFF.

Assigned Staff List

Each assigned staff member shows their avatar, name, email, POS ID badge, and terminal code badge. Click the 🗑️ icon to remove a staff member.

Click Edit POS Products to configure the button layout on the POS selling screen. The grid is 7 columns × 4 rows (28 buttons per page).

POS Products Grid — 7×4 grid with product buttons, category buttons, and empty slots

Button Types

Moving Buttons

To rearrange buttons on the grid:

1. Long-press a button to select it for moving (highlighted).
2. Tap the destination slot to move or swap.
3. If the destination has a button, they swap positions.
4. Tap the selected button again to cancel the move.

Adding a Button

Add Shortcut Button — Product type: search products, set label, choose color

Tap an empty slot (or use the + button) to open the Add Shortcut Button dialog:

• Button Type: Product or Category (segmented toggle).
• Button Label: Text displayed on the grid button.
• Select Product: Search by name or SKU (Product type only). Usage indicators show if a product is already on other buttons.
• Button Color: 8 color options for visual organization.

Add Shortcut Button — Category type: only label and color, no product link

Product Usage Indicators

Copy from Another Terminal

Use the Copy POS Products button in the header to clone the entire grid layout from another terminal. This replaces all buttons on the current terminal — use with caution.

Click Display Settings to configure the second-screen customer display:

Display Settings — WebSocket server, customer display options, and idle content

WebSocket Server

Enables a local WebSocket server that customer/kitchen displays connect to. Requires the desktop or mobile app (not available on web).

• Enable display server — start/stop the WebSocket server.
• Server port — must be unique per terminal (default: 8080).
• Server status — shows Running/Stopped in real time.

Customer Display

• Enable customer display — show cart totals and payment info on the second screen.
• Show live cart updates — display items as they are added to the cart.
• Show ads during sale — display promotional content during an active sale.
• Idle slide interval — seconds between image/video transitions when idle.

Idle Content

Configure images and videos to display when the POS is idle. Add URLs (one per line) for images or videos to show as a slideshow on the customer display.

CloudPOS.vu has two login paths from the login screen:

Login screen — email/password for admin, POS LOGIN for cashiers (always visible)

First-Time Device Pairing

When POS LOGIN is tapped on an unpaired device, the Pair Device dialog appears:

Pair Device — enter the 6-character pairing code from POS Management → Edit Terminal

1. Get the pairing code from POS Management → Edit Terminal → Device Pairing Code.
2. Enter the code on the POS device.
3. The code is unique per database — it automatically links the device to the correct business and terminal.
4. On success, the device stores the binding and proceeds to the POS Login.

Cashier Login (POS ID + PIN)

After pairing (or if already paired), the POS Login dialog appears:

POS Login — enter POS ID and PIN to access the selling screen

The cashier enters their POS ID (numeric) and PIN to authenticate. Only staff assigned to this terminal can log in.

When accessing POS from the back office (sidebar → Open POS), you first select a terminal:

Select POS Terminal — choose which terminal to open

After selecting a terminal, POS authentication is required:

POS Authentication — enter credentials to access the terminal

If no shift is open, the Open Shift dialog appears:

Open Shift — enter opening cash float to start a cashier shift

The Opening Cash is the amount of money in the cash drawer at the start of the shift. This is used for cash variance reporting in the Z-Report.

The main POS selling screen is divided into two areas: the product grid (left) and the cart panel (right):

POS Selling Screen — product grid on the left, empty cart panel on the right

Adding Products

Tap a product button on the grid to add it to the cart. The cart updates in real time with quantity, price, and tax. You can also find products by searching by name or by scanning a barcode (GTIN) with a USB or Bluetooth barcode scanner.

Product search — type a name in the search field to filter products, or scan a barcode for instant GTIN lookup

Cart with 2 items — item note dialog open to add "ketchup" to a product

Item Notes

Double-click on a cart item to add an item note. Notes are printed on:

• The customer receipt
• The kitchen/order ticket (if the product is set to print to an order printer)

Remove Item from Cart (Void Function)

Tap the ✕ button on any cart item to instantly remove it before issuing the fiscal invoice. This is the Void Function — individual items can be removed without cancelling the entire sale.

Cart with items — each line has a ✕ button to remove it

After tapping ✕ — item removed instantly

Change Quantity

Enter Quantity — numpad to change the quantity of a cart item

Tap the qty button on a cart item to open the quantity dialog. Use the numpad to set the exact quantity.

Apply Discount

Enter Discount % — apply a percentage discount to a cart item

Apply a discount percentage to an individual cart item. The discount is reflected in the line total immediately.

Tap Pay to open the payment dialog:

Payment dialog — select customer, payment method, and process the sale

Payment Features

Split Payment

Split Payment — multiple payment methods (Cash, Cheque, Card) available on the same invoice

The POS top bar and cart panel provide quick access to all common actions. Here's what each button does:

Top Bar Buttons

Cart Panel Buttons

Admin Menu (⋯)

Only visible when Admin mode is toggled on. Additional options:

Toggle the Admin switch in the top bar to enter supervisor mode. This enables grid editing and administrative actions directly from the POS screen.

Admin Mode — product grid in edit mode, admin toggle highlighted

Admin Menu

Admin menu — X-Report, Z-Report, Close Shift, Edit Button, Edit Price, and more

Edit Shortcut Button

Edit Shortcut Button — change label, product, and color of an existing button

Edit Sell Price

Edit Sell Price — change the selling price of a product directly from the POS

Close Shift

Close Shift — review totals and close the cashier's shift

Shift Closed

Shift Closed — with option to print the X-Report for this shift

After closing a shift, you can print an X-Report — a summary of sales during that shift without closing the fiscal period.

Post-Shift Options

After shift close — Open New Shift or End Day (Z-Report)

Z-Report (Fiscal Close)

Z-Report — end-of-day financial summary with all payment breakdowns

The Z-Report shows the complete financial summary for the fiscal period: total sales, tax collected, payment method breakdowns, cash variance, and discounts. Click Close Z Report to finalize.

Stock Sales Report

Stock Sales Report — product-level breakdown of quantities sold

After closing the Z-Report, the Stock Sales Report shows exactly which products were sold and in what quantities — useful for inventory reconciliation.

Tap the Refund button in the cart panel to process a return. The refund dialog shows past invoices — select the original invoice, then choose items to refund. A Reference Number (the original SDC Invoice Number) is mandatory for all refund transactions.

Refund dialog — select the original invoice to refund

Refund confirmation — select payment method for the refund

Navigate to Settings → Printers to manage receipt and order printers:

POS Printers — list of configured printers with connection type and status

Add Printer

Add Printer — configure name, connection type, printer type, and paper size

Printer Configuration

Every completed sale is fiscalized through the SDC and can be issued in printed or electronic form:

Fiscal receipt PDF — showing SDC header, items with tax labels, tax breakdown, and SDC metadata

Send Invoice by Email — fiscal invoice PDF attached with SDC verification link in the email body

The POS Sessions tab in POS Management shows every cashier shift across all terminals — open and closed — with cash-drawer figures and variances.

POS Sessions — shift, terminal, cashier, sales, status, fiscal state, opening/closing cash and variance

Filter by terminal and date range (Today by default). Chips at the top show how many sessions are Active, Closed and the Total. This is the fastest way to audit who opened a shift, when, and whether the counted cash matched.

The POS Reports (X/Z) tab lets the back office print an X-Report (mid-shift snapshot) or review the Z-Report (end-of-day fiscal close) for any terminal — without walking to the device.

POS Reports (X/Z) — pick a terminal, then open the X-Report or Z-Report view

When a cashier logs in and no shift is open on the terminal, the Open Shift dialog appears automatically.

Open Shift — enter the opening cash float to start the shift

Steps

After opening, the POS selling screen is ready to use. The shift status badge on the terminal card changes to SHIFT OPEN.

When the cashier finishes their session, click Close Shift in the POS top bar.

Close Shift — count the cash in the till and enter the amount

Steps

Shift Closed — with option to print the X-Report

After closing, you can print the X-Report — a summary of the shift's sales without closing the fiscal period.

After closing a shift, the POS shows two options:

After shift close — Open New Shift or End Day

Click End Day to open the Fiscal Period Report (Z-Report). This is the final report of the day.

Z-Report — complete financial summary for the fiscal period

What the Z-Report Shows

Steps

Stock Sales Report

After closing the Z-Report, the Stock Sales Report appears showing exactly which products were sold and in what quantities:

Stock Sales Report — product-level breakdown for inventory reconciliation

Use this report to reconcile inventory and verify stock levels before the next business day.

Can I open multiple shifts in one day?

Yes. Each cashier opens and closes their own shift. The fiscal period spans all shifts until you run End Day.

What happens if I forget to close a shift?

A ⚠️ warning appears on the terminal card after 24 hours. The shift can still be closed normally. The next shift cannot open until the current one is closed.

Can I print the X-Report without closing the shift?

Yes. The X-Report can be printed at any time from Admin Mode. It shows current totals without closing anything.

What's the difference between X-Report and Z-Report?

Do I need to close all shifts before running End Day?

Yes. All shifts must be closed before you can run the Z-Report. Close each cashier's shift first, then End Day.

CloudPOS prints two different kinds of tickets, configured in different places:

All printers of the business live here. Each row shows its name and connection: USB (Vendor/Product ID), Network (IP : port) or CloudPOS Print Proxy.

Settings → Printers — the business-wide printer list (POS Printers tab).

Use + Add Printer to register a new one:

Add Printer — name, connection type, printer type (grouping label), paper size and network address.

Connection types

Editing a printer

Click a row to edit it. Network printers expose their IP/port; USB printers on the web show the "USB via printing proxy" notice instead of device fields:

Network printer — IP address and port (9100).

USB printer on web — the proxy owns the device connection.

Open POS Management (sidebar → POS). Every terminal card shows which printers are assigned to it — the purple Receipt: badge and the orange order-printer chips:

POS Management — each terminal shows its Receipt printer badge and order-printer chips.

Open the terminal's ⋮ menu → Edit:

Terminal ⋮ menu — Edit, Assign Cashier, Edit POS Products, Display Settings…

The Edit panel contains everything printing-related for this POS:

Edit POS Terminal — Receipt Printer section (with logo toggle) and Order Printers (Kitchen/Bar).

• Receipt Printer — the customer-receipt printer for this POS. The "Print business logo on receipts" toggle sits right under it.
• Print Proxy (web) — for the web version: prints are forwarded to the local CloudPOS Printing app on that machine (the proxy token is the terminal name). Native Android/Windows POS print directly.
• Order Printers (Kitchen/Bar) — see the next chapter.

Order chits are driven by two settings that must agree:

a) The product — open the product in Inventory and set On-order printer (Classification & availability section). Products set to No printing never produce order chits:

Product form — the On-order printer field. Each product can target its own kitchen/bar printer.

b) The selling terminal — the product's printer must also be in the selling POS's Order Printers (Kitchen/Bar) list (screenshot in chapter 3). This list is the terminal's allow-list: an item whose product printer is not on it is skipped for order printing.

At payment, items are grouped per printer (one chit each, with quantities and item notes). For restaurant held orders the chit is titled ORDER / ADD-ON and shows the table reference instead of the invoice number.

Small shop — one printer does everything

Assign the same printer to the terminal as Receipt Printer and add it as an Order Printer. Receipts and order chits both print on it; assign "On-order printer" only on products that actually need a preparation ticket.

Restaurant with a bar

The bar's receipt printer is a normal printer in the list. Assign it as an Order Printer on every POS in the restaurant, and set On-order printer = Bar printer on the drinks products. Drinks chits print at the bar from any POS that sells them; food can route to a kitchen printer the same way.

Two POS, no kitchen printer — "each POS prints its own orders"

Use the per-terminal switch in the terminal form: Redirect any print order to this printer (v1.3.56+). When enabled on a POS, every order chit from that POS — whatever the products say — prints as one ticket on that POS's default receipt printer. Enable it on both POS and each prints its own orders locally. Requires a default receipt printer; otherwise the terminal falls back to normal routing.

Go to Settings → Import/Export, then pick a data type. Stock/Products has been importable for a while — Customers and Suppliers use the exact same pattern: paste or upload a CSV, match its columns to CloudPOS fields, review a preview, then import.

Settings → Import/Export — choose the data type first, then the Import tab

This is the first import step — before Customers, Suppliers, or anything else — because every other importer's optional account-code fields (AR, AP, Expense) reference codes from this chart. Only available before the business has recorded any sales or purchases.

Click the Customers chip. Only name is required — every other column is optional and assigned in the mapping step. Use LOAD SAMPLE to see a working example, or paste your own file's data straight in.

Customers → Import — CSV format card, paste box, and file actions

1. Paste or load your CSVPaste your data (with a header row) into the box, or click OPEN FILE. Click LOAD SAMPLE to try it with example data first.
2. Click PARSE CSVCloudPOS reads the header row and auto-guesses which column fills which field.
3. Review the column mappingConfirm or correct each field's assigned column (see Column Mapping Explained below). Name is the only field that must be resolved before continuing.
4. Check the previewEvery row is shown with a status — New or Skip (exists) — before you commit anything.
5. Click IMPORT ALL NOWOnly the New rows are written. Existing customers are left untouched.

Map CSV Columns to Fields — every CloudPOS customer field, with the auto-detected CSV column

Preview — 3 new customers, ready to import

Import Completed Successfully — counts confirm what was written

Suppliers import works identically to Customers — same paste/upload, mapping, preview, and skip-on-duplicate behaviour — just with supplier-specific fields (supplier_code instead of client_code, no loyalty/pricing fields).

Suppliers → Import — same flow, supplier-specific format hints

Map CSV Columns to Fields — Supplier Code, Business Number, Active, Credit Limit, etc.

Preview — new suppliers ready to import

Import Completed Successfully

Every exporter names its columns differently. Instead of forcing an exact header format, CloudPOS lists every importable field and lets you assign a CSV column to each one — field-first, not column-first, so a required field that's missing from your file is always visible, never silently skipped.

How auto-matching works

When you click PARSE CSV, each of your CSV's headers is matched in three passes:

1. Exact / known alias — e.g. client code, code, and account code all match Client Code.
2. Fuzzy match — close spelling or wording variants are matched if the confidence is high enough.
3. Unmatched — anything left is shown as — none —. Nothing is dropped without you seeing it.

Fixing the mapping

Each field row has a dropdown listing your CSV's columns. Pick a different column, or — none — to leave a field unmapped. Assigning a column to a field automatically un-assigns it from wherever it was before — one CSV column can only ever fill one field at a time.

Use Reset to auto-guess to discard manual changes and re-run the automatic matching, or Back to pick a different file entirely.

Re-importing a file — on purpose or by accident — never creates duplicates and never silently overwrites data you've already edited in the app. Every row is matched against existing records before anything is written:

A match means the row is skipped — never updated — and counted separately in both the preview and the final result.

Re-importing the same file — every row correctly detected as already existing and skipped

Import your old system's sales invoices as historical records — searchable, printable, and correctly reflected in each customer's balance, but not re-posted as live sales. Import your Chart of Accounts and Customers first — a warning banner reminds you if either looks incomplete, but it won't block the import; any row referencing a customer that doesn't exist yet will simply fail with a clear message.

Same idea as Sales Invoices, for what you owe instead of what you're owed. Local supplier bills only — VAT-registered domestic vendors. This is not for foreign/import purchases (customs duty, landed cost, dual-currency import costing) — that has its own dedicated flow elsewhere in the app. Import your Chart of Accounts and Suppliers first — a warning banner reminds you if either looks incomplete, but it won't block the import.

The mapping step's "Sample header" box always shows the full, current list for copy-paste — this table is a readable version of the same fields.

Chart of Accounts

Customers

Suppliers

Sales Invoices

Invoice-level fields (repeat the same value on every row of one invoice) and line-item fields (one value per row).

Supplier Bills

Bill-level fields (repeat the same value on every row of one bill) and line-item fields (one value per row).

The Dashboard is the first screen after login. It shows the current date, open POS shifts, and quick-action buttons (+ Invoice, Quotation, Proforma, Payment) in the top bar.

Dashboard — KPI cards, inventory health, overdue lists, 12-month chart and payout/clearing

Sales chart period selector — Last 7 Days, Last 30 Days, Last 12 Months

The Products & Services tab lists every item you sell or stock, with retail price, cost price, margin, benefit and per-location stock.

Products & Services — search, category/type filters, Active-only toggle and row actions

Each row shows SKU, barcode, description, category, prices, margin %, benefit and stock at each location (MAIN, TGB…). Use the ✏️ action to edit, 🗑️ to deactivate, and the 🖼️ icon shows items with images. Filter by category or item type, and toggle Active only to hide archived items.

Open a product to edit everything about it in one scrollable page: identity & barcodes, classification & availability, variants, pricing & tax, tiers, inventory, sales behaviour, accounting mapping and purchase/sales history. See the Product Configuration guide for a field-by-field reference.

Product form (top) — identity & barcode, classification & availability, variants, live preview card

Product form (middle) — pricing & tax, tiers, inventory, sales behaviour & tracking, accounting mapping

Every stock in/out movement with date, product, movement type, batch, quantity, unit/total cost and the referencing document (sale, purchase, adjustment).

Movements — filter by date (Today, Yesterday, This/Last Week/Month, Custom) or show non-stock items

Stock value as of a chosen date, valued at last cost (Settings → Stock controls the costing method). Export to PDF/Excel or email the report.

Valuation — per-product qty, cost, value and share of total stock value

Count physical stock and post the differences as adjustments. Pick the category, tag, count date and stock location, then enter counted quantities.

Stock Take — All / To count / Counted / Discrepancies filters, “Mark shown as matching”, and Post adjustments

• Drafts & history — save a count as a draft and resume later.
• Post adjustments — applies all counted differences to stock in one action.

Apply bulk edits to a whole category (optionally including subcategories): VAT rate, show in POS / online, custom QR codes, copy description to POS description, brand, on-order printer, tags and accounting mapping.

Global Changes — pick a product group, enable only the settings you want to change

Hierarchical product categories with codes, parent/level filters and per-category product counts.

Categories — search, filter by parent or level, add subcategories with +

The Customers module (green theme) holds your client list with live balance and credit per customer. Filter by All / Business / Individual / Stopped.

Customers — cards with balance and credit; ⋯ menu for statement, edit and more

Alongside the list, five tabs give the full receivables picture:

• Client Statement — Customer Balance Report with aging buckets (Current → 90+ days), per-customer drill-down (👁️) and Print PDF / Excel / Export PDF / Email List. Select several customers to email statements in bulk.
• Client PI — open proforma invoices per customer with totals and balance due.
• Advance Sales — layby progress per PI: advances, total paid, remaining and a progress ring.
• Aged Client — aged balances by bucket with exports.
• Transactions — every invoice and payment in one ledger, filterable by period.

Client Statement — Customer Balance Report with aging buckets and statement actions

Advance Sales — layby progress per proforma invoice

The Suppliers module (blue theme) mirrors customers for your payables: supplier cards with balance, plus Supplier Statement (Supplier Balance Report) and Aged Supplier tabs with the same export options.

Suppliers & Payables — supplier list with balances

The Payments module combines three tabs:

• Receive Customer Payment — record a payment against any invoice or customer, with currency + exchange rate, method, date, reference and notes.
• Issue Supplier Payment — the same form for paying supplier bills.
• Payment Allocation / Reconciliation — pick a bank account, then tick unallocated customer payments, supplier payments and expenses and clear them in bulk.

Receive Customer Payment — invoice lookup, amount, currency, method, date

Payment Allocation / Reconciliation — select payments and clear them against a bank account

The Reports module has its own sidebar with seven categories. Every report has a period selector (All, Today, Yesterday, This/Last Week/Month/Year, Custom), report-type options where relevant, and export buttons (Print PDF, Excel, Export PDF, Email).

Reports — Sales & Invoicing category with the full report list

Financial & Accounting reports — P&L, Balance Sheet, Trial Balance, Ledger, Journal and more

Sales Summary report — period selector, Daily/Invoices/Detailed modes, KPI cards and daily breakdown

The Accounting module (dark-green theme) has six tabs:

• Chart of Accounts — your full account tree (Assets, Liabilities, Equity, Income, Cost of Sales, Expenses) with codes, search and per-type filters.
• Accounting Periods — open/close periods to protect reported figures.
• Correct Entry — post a correcting journal without editing source documents.
• Pay VAT — calculate and pay VAT for a period (locks the period once paid).
• Year End — run year-end close and roll retained earnings.
• Settings — accounting defaults and locking behaviour.

Chart of Accounts — grouped by type with codes, search and filters

The Banking module has four tabs:

• Bank Accounts — manage bank accounts, each linked to a GL account (e.g. 1100 · Bank Account). Mark one as the default for payments; the card shows Book Balance (GL) vs. Statement Balance with a warning when they differ.
• Bank Transactions — every bank movement across accounts.
• Reconciliation — pick an account and run Check Reconciliation to scan imported statement lines against invoices, payments and bills.
• Payment Clearing — clear cheque and transfer payments against a bank account in bulk.

Bank Accounts — book balance vs. statement balance with edit/delete actions

Reconciliation — select an account and check statement lines against your books

Manage back-office users and POS cashiers. The Users tab lists every user with role, PIN and status — search by name or email, filter by role, and use Roles and access information for what each role can do. The POS Cashiers section manages cashier IDs and PINs for terminal login, with the shared POS service-account email shown at the top. The Invitations tab tracks pending email invitations.

User Management — users with roles/PINs and the POS Cashiers section

These two modules appear for Super Admin accounts and manage the multi-tenant setup:

• Head Office Management — the head-office groups (each backed by its own database), the businesses inside them, and switching the working head office.
• Business Management — every business across head offices with licence expiry, POS/user counts and Accounting/Stock flags. Switch business, restore a backup snapshot or move a business between head offices from the row menu.

Head Office Management — head-office groups with business counts and database URLs

Business Management — all businesses with licence, POS/user counts and quick switch

Use the business switcher at the top of the sidebar to jump between the businesses you have access to; everything (data, settings, POS terminals) is scoped per business.

Business switcher — pick the business you want to work in