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 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 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, 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 status, date range, or document type.

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:

Completed invoice — customer selected, line items added, totals calculated automatically

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

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

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

Payment History

The Payments tab shows all recorded payments across all invoices — a complete payment history:

Payment History — all payments with invoice reference, customer, amount, method, and date

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

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

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

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.