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Help & training

Everything in one place: the same answers the in-app help chatbot gives, plus the full training manuals and a walkthrough video.

📄 Training manual Start here — a complete walkthrough of every screen, for new staff.
🎬 Walkthrough video
Specials & promotions: step by step

Run a special without touching your normal prices. The till charges the special price by itself while the special runs and goes back to normal when it ends.

1. Create the special

  1. Go to Products & stock → Specials and click + New special.
  2. Give it a name you'll recognise, e.g. Month-end braai special.
  3. Choose the kind of special:
    • Special price: "now R45 each".
    • Percentage off: "20% off".
    • Multi-buy: "3 for R50". A 4th item is at the normal price; 6 items are 2 × R50.
    • Free items: "buy 2 get 1 free". The customer pays for 2 of every 3.
  4. Choose what it's for: Chosen products (type a name, SKU or scan the barcode, then press Enter to add), A whole category, or Everything in the shop.
  5. Optional limits: one branch, start and end dates, days of the week (e.g. only Fri and Sat) and times (e.g. 15:00 to 17:00 happy hour). Leave them empty to run all the time.
  6. Check the Preview at the bottom (normal price and special price for a few products), then click Create special.

2. At the till

  1. Products on special show a green ★ tag and the special price.
  2. In the order, each special line shows ★ and what the customer saves. Multi-buy and free-item specials kick in as soon as enough are in the order.
  3. The slip lists the special under the item and ends with You saved on specials.
  4. If two specials fit the same item, the customer automatically gets the better one.
  5. Typing a different price on a special line (edit) replaces the special for that line. An extra line discount on a special item is only allowed if the admin switched it on in Settings.

3. Shelf tickets

  1. Click Shelf tickets on the Specials screen for WAS / NOW tickets of every special running at your branch (8 per A4 page), or 🏷 on one special.
  2. Cut them out and put them on the shelf. Take them down when the special ends: the bell reminds you 3 days before.

4. Stop, change, reuse, measure

  1. ⏸ switches a special off straight away, ▶ back on. ✎ edits it. ⧉ copies it for next time. 🗑 deletes it (old slips and reports keep it).
  2. Reports → More reports → Specials performance shows items sold, what customers saved, profit and takings per special and per product.
Status on the Specials list: Running (on the till now), Starts later (start date still to come), Outside its hours (right dates, wrong day or time right now), Ended, Off. Specials apply to till sales only, not to quotes or invoices.
Accounting export, monthly statements and the new reports: step by step

Send your accountant everything for the month in a few clicks, or import it straight into your accounting package. Managers and admins only.

1. Once: agree the account codes

  1. Go to Reports, scroll to Export to accounting software and click Accounting export…, then Account codes… (admins).
  2. Type the account numbers from your own chart of accounts (Sales, Cost of sales, Bank, Cash on hand, VAT control, Debtors, Creditors…). Pastel wants 7 characters without the slash: 1000/000 is 1000000.
  3. Set the month your financial year starts (Pastel periods) and whether Pastel should post VAT with tax types. Save.
  4. Download Customers, Suppliers and Items and import them into the accounting package, so the customer (C000012) and supplier (S000004) codes match the journals.

2. Every month: export

  1. Open Accounting export, click Last month, choose All branches and click Check. It shows how many journals there are, the trial balance per account and a green ✓ balanced.
  2. Sage 50cloud Pastel: click Pastel batch. In Pastel: Process → Journals → General journal batch → File → Import, choose the file, check the batch and update it.
  3. Sage One / Sage Business Cloud Accounting, Xero, QuickBooks: click Journal and import it as journal entries, or give it to your accountant. You can also download Bank statement files (Card, EFT, Cash) for “Import bank statement”.
  4. Capturing by hand? Daily takings gives one line per day with VAT, excl. VAT and each payment method.
What's in it: till sales and refunds (per day), output VAT, customer invoices and credit notes, payments on account, GRVs with input VAT, supplier payments, cash paid in / out, cash-up over / short, and cost of sales and stock losses at cost excl. VAT. Payments on account and supplier payments have no branch, so they're only in an All branches export.

3. Monthly customer statements

  1. Go to Customers → Statements (or Reports → More reports → Customer statements → Email statements…).
  2. Pick the month. Everyone with a balance or transactions that month is listed with their opening balance and amount due.
  3. Type a message if you like (e.g. "Please pay by the 7th"), untick anyone you don't want to send to, and click Email ticked. Each line shows ✓ Sent or why it failed. Print ticked prints them one per page.
  4. One customer only: Customers → ≣ on the customer → choose the month → Print or Email statement. Supplier statements work the same on the Suppliers screen.
Statements are emailed from the address set up in Settings → Email (SMTP), so send yourself a test email there first. A customer without an email address can't be ticked: add it on the Customers screen.

4. The new reports (Reports → More reports)

  1. Sales: Day end summary, Sales by hour of day, Sales by supplier, Sales history (every sale).
  2. Stock: Sell-through %, Category movement by product, Historical stock on hand (as at the To date), Product transactions (pick one product), Re-order list by supplier, Outstanding purchase orders.
  3. Customers & suppliers: Customer and Supplier statements, Customer and Supplier listing, Customer and Supplier journal, Supplier balances, Customer and Supplier age analysis (current, 30, 60, 90, 120+ days).
  4. Every customer and supplier report has a Customer / Supplier dropdown: choose one, or leave it on All.
Using PixelPlus POS on a phone or tablet
  1. Open the same web address in the phone's or tablet's browser and sign in. Tip: browser menu → Add to Home screen.
  2. Tap ☰ (top left) for the menu.
  3. Selling on a phone: tap products to add them, then tap the Order bar at the bottom to see the order and take payment. ‹ Products goes back. On a tablet the order stays on the right.
  4. Windows open as a sheet from the bottom; wide tables scroll sideways.
The slip printer, cash drawer and pole display work from the till computer (QZ Tray). On a phone or tablet, email the slip instead.
Product catalogue and linking barcodes: step by step

1. Pick your products

  1. Products & stock → 📦 Product catalogue.
  2. Choose Spaza / general dealer range (everyday items) or the full supermarket range. Search (e.g. "coke 330", "maize 10kg") or open a category.
  3. Tick what you sell. Each size — Single, 6-pack, Case — is its own product with its own price. The box next to a category ticks all its single items.
  4. Optional: type your Mark-up % so cost prices fit your margins (blank = each category's usual mark-up). Tap Import.

2. After importing

  1. Prices are suggestions — check them (✎ on the product), especially for your area.
  2. Stock starts at 0 at every branch: receive stock with a GRV, or count it with a stocktake.

3. Link the barcodes (scan once)

  1. Products & stock → 🏷 Link barcodes: pick up the product shown, scan it, the next one comes up. Skip what you can't find.
  2. Or just sell: when a barcode isn't known yet, the till asks which product it is — choose it once and it's linked.
Zero-rated foods (brown bread, maize meal, rice, milk, eggs, fresh produce, pilchards, cooking oil, dried beans…) come in as zero-rated VAT. A 6-pack and a single are separate stock items: receive and count each size you sell.
The help assistant: ask in your own words and your own language
  1. Tap ? at the top of the app and type your question the way you'd ask a colleague — e.g. "customer wants his money back" or "how much stock is left". Spelling mistakes are fine.
  2. Ask in English, Afrikaans, isiZulu, isiXhosa, Sesotho, Setswana or 中文. The answer comes back in the same language. To always get one language, choose it at the top of the help window.
  3. Suggestions appear as you type; tap one to see the answer. If the assistant isn't sure, it offers the closest answers to choose from.
  4. No answer? Tap Ask PixelPlus IT instead to send the question as a support ticket.
Screen and button names stay in English in every language, so they match what you see in the app.
Loyalty points and loyalty cards: step by step

1. Switch it on (once, admin)

  1. Business settings → Selling, VAT & documents → Loyalty programme → tick it.
  2. Choose how much a customer spends for 1 point and what 1 point is worth (e.g. R10 and R0.10 = 1% back), the points needed before they can be used, and the text for the card → Save.
  3. Optional: on products that shouldn't earn points (airtime, cigarettes, vouchers) tick No loyalty points on this item.

2. Print the cards

  1. Customers → ⭐ Loyalty cards → all customers, ticked ones, or those without a card yet.
  2. A4 paper / card sheet: 10 cards per page (85.6 × 54 mm) to cut out or for perforated card sheets. Card printer: one plastic CR80 card per page.
  3. Already have printed cards? Edit the customer and scan the card into Loyalty card number.

3. At the till

  1. Scan the customer's card in the product search box (or pick them in the customer list). Their points show under their name.
  2. Ring up and take payment as usual: they earn points on the sale, shown on the slip.
  3. To pay with points tap Points, choose the amount and how the rest is paid.
Points work at every branch. Refunds take earned points back and give spent points back. Managers can add or take off points: Customers → ⭐ → Add / take off points. Reports → Loyalty has the summary per branch, members and the points history.
Laybys: step by step

1. Check the settings (once, admin)

  1. Business settings → Selling, VAT & documents → Laybys. Laybys are on from the start.
  2. Set the smallest deposit (% of the total), how many days the customer has to pay it off, the cancellation fee (% of the total, never more than was paid) and your layby terms for the slip → Save.

2. Make a layby at the till

  1. Ring up the items as usual and choose the customer (a layby needs their name and phone number).
  2. Tap Layby (next to Hold). Type the deposit, choose how it's paid (cash, card, EFT or other) and tap Put on layby.
  3. Print the layby slip and let the customer sign it. The goods come off the shelf straight away — put them in the layby area with the slip.

3. Payments

  1. Menu → Laybys → search the layby number, name or phone → R+ (or open it → Take a payment).
  2. Type the amount and how they pay. Any till at any branch can take it; cash counts in that till's cash-up.
  3. The payment that settles it makes it a normal sale (VAT, commission and loyalty points then). Print the receipt and hand over the goods.

4. Late or cancelled

  1. Laybys past their pay-by date are red on the Laybys screen and on the 🔔 bell. Phone the customer.
  2. More time (managers and admins) changes the pay-by date.
  3. Cancel layby (anyone allowed to do refunds): the goods go back on the shelf and the money paid comes back less the cancellation fee — from the till, the way you choose.
Until a layby is collected it isn't a sale yet: the money paid is held for the customer. Reports → Laybys shows what is still being paid off, every payment and a summary per branch. The Accounting export posts layby money to "Layby deposits held" until the goods are collected.
Commission for staff: step by step
  1. Business settings → Selling, VAT & documents → Commission → tick Pay commission to staff and choose what the % is of: the price excl. VAT, incl. VAT, or the profit.
  2. Users → ✎ next to each person → Commission % (blank = no commission) → Save.
  3. Products with a different commission: open the product → Commission on this item → a different %, a fixed amount per item, or none.
  4. Optional: tick At the till, choose who made the sale — a Sales person list appears above the order.
  5. Reports → Commission per person: pick the dates and a person (or everyone). Refunds and credit notes take the commission back.
Signing in: forgot password, My account, one sign-in per person

One person, one sign-in

  1. Give every person their own username (Users → + Add user). Several people can work at the same branch and the same till at the same time.
  2. A username can be signed in in one place at a time. Signing in on a second computer or phone asks first — if you carry on, the first one is signed out within a minute.
  3. Closed the browser without signing out? Sign in again anywhere: you're asked once, or after 3 minutes you're not asked at all.

Forgot your username or password

  1. Sign-in screen → Forgot username or password? → type the email address on your login → Email me my details.
  2. The email has your company code, username and a Choose a new password link (works once, for 1 hour). Check spam.
  3. No email on your login? A manager or admin resets it: Users → ✎ → new password → Save.

My account

  1. Tap your name at the top, or ☰ → 👤 My account.
  2. Change your name, username, email or password, type your current password, Save.
Admins: changing someone's username or password under Users signs that person out so they sign in with the new details. If a forgot-password email doesn't arrive, check spam, or reset the password under Users.
Month end and financial year end: step by step

Optional. Closing a month or year saves its official figures — handy for the owner and the accountant. Nothing is deleted, nothing is reset, and the till keeps working.

1. Switch it on (once, admin)

  1. Business settings → Selling, VAT & documents → tick Use month end and financial year end → Save. Month & year end appears in the menu for managers and admins.
  2. The month your financial year starts is set in Reports → Accounting export → Account codes (default March).

2. Month end (after the last day of the month)

  1. Cash up every till, and approve the cash-ups if you use approval.
  2. Month & year end → Review & close… The first time, choose which month to start with.
  3. Check the figures: sales, VAT payable, profit, money per payment method, stock value per branch, what customers owe and what you owe suppliers. Fix anything the checks at the top warn about.
  4. Add a note if you like and click Close. Then print the month-end pack, download the stock on hand, email the customer statements for the month, or run the accounting export.

3. Financial year end

  1. Do a full stocktake on the last day of the financial year.
  2. Month & year end → Financial year end → Review & close… It adds a month-by-month table and saves the stock value and debtors / creditors at year end.
Made a mistake? An admin can reopen the latest month or year end (↺) and close it again. The 🔔 bell reminds you when last month hasn't been closed.
New in versions 1.5 – 1.8: quick guide

At the till

  1. EFT and Other payment buttons, and Split for any mix of methods. Admins choose which buttons show (Settings → Selling, VAT & documents).
  2. Hold a sale (give it a name) and Held to bring it back, on any till in the branch.
  3. Note adds a note that prints on the slip. Drawer opens the cash drawer without a sale (asks for a reason).
  4. edit under an item changes its price or gives a line discount (managers; cashiers up to the limit you set).
  5. + next to the customer list adds a new customer on the spot.
  6. Specials are applied by themselves (see the guide above).

Refunds and cash-up

  1. Refund: Refund everything in one tap, choose how the money goes back, and tick Damaged so an item doesn't go back into stock.
  2. Till & cash-up: + Paid in / − Paid out, count the drawer by notes and coins, Print cash-up, and manager ✓ approval if switched on.

Products and stock

  1. Product form: brand, description, unit, VAT type (standard / zero-rated / exempt), service (no stock), Active, extra barcodes and Generate barcode.
  2. Categories (add, rename, hide from the till), Barcode labels, Stock movements (every change with before and after), adjustments with a reason (damaged, expired, lost…).
  3. Stocktake by category, with a printable count sheet and live differences.

Buying, customers and documents

  1. Purchase orders to suppliers (print / email), received with 📥 straight into a GRV. Order low stock starts one for you.
  2. Quotes: →Sale rings a quote up on the till, →Inv makes an invoice. Invoices have a due date and a status (unpaid, part-paid, paid, overdue, cancelled); record payments against them.
  3. Customers: company, address, notes, 👁 history, Import / Export (CSV). Suppliers: VAT number, notes, history.

Dashboard, reports and settings

  1. New dashboard, the 🔔 bell for things that need attention, and reports for sales per week/month, sales by customer, slow-moving and out-of-stock items, till sessions and specials. 1.7 adds 17 more reports (day end, age analysis, journals, historical stock, re-order list…) and the Accounting export for Sage and Pastel (see the guide above).
  2. Settings → Selling, VAT & documents: payment methods, VAT-inclusive prices, cashier limits, extra discount on specials, cash-up approval, due days, terms, document numbering (INV-00001) and automatic sign-out.
Slip printer & cash drawer setup

You need a thermal slip printer (58 mm or 80 mm, ESC/POS: Epson, Xprinter, Rongta, Star and most others) with a cash-drawer socket, and a standard printer-driven cash drawer. The drawer plugs into the printer; the printer opens it.

1. Plug in

  1. Connect the slip printer to the till computer (USB) and switch it on. Install its Windows driver (from the printer's CD or the maker's website) and print a Windows test page to make sure it works.
  2. Plug the cash drawer's cable into the socket on the back of the printer marked DK, Drawer or Cash drawer (it looks like a phone socket). Not the network (LAN) socket.

2. Install QZ Tray (once per till computer)

  1. Download QZ Tray (free) from qz.io/download and install it.
  2. It starts by itself and shows a small QZ icon near the clock. Leave it running; it starts with Windows.

3. Trust your POS (stops the "Allow?" pop-ups)

  1. Windows, the easy way: signed in as the admin on the till computer, go to Settings → Slip printer & cash drawer → Install certificate (Windows) and open the downloaded file. If the browser or Windows warns you, choose Keep, then More info → Run anyway, and Yes to the admin question. It installs the certificate and restarts QZ Tray. Refresh POS Lite (Ctrl+F5).
  2. By hand (or on a Mac): Download certificate (override.crt) and copy it into the QZ Tray folder: C:\Program Files\QZ Tray\ or on a Mac /Applications/QZ Tray.app/Contents/Resources/. It must be called exactly override.crt (not override (1).crt). Then restart QZ Tray: right-click the QZ icon → Exit, and open it again.
Every till computer needs the same file. Without it, printing still works but QZ Tray asks "Allow?" every time.

4. Choose the printer in POS Lite (on each till computer)

  1. Refresh POS Lite (Ctrl+F5), then open Settings → Slip printer & cash drawer.
  2. Click Find printers and pick your slip printer. Choose the paper width (80 mm or 58 mm).
  3. Leave Open the cash drawer on Automatically… and click Save for this computer. The box at the top should say Ready.
  4. Click Test print, then Open drawer. If the slip prints but the drawer stays shut, set Drawer socket pin to Both pins, save, and try again.

Day to day

  1. The drawer opens by itself after a cash (or part-cash) sale, a cash refund, or a cash payment on an account.
  2. To open it without a sale, use the Drawer button above the order on the Sales screen. It asks for a reason and records who opened it in the audit log.
  3. Tick Print the slip automatically after every sale if you want every slip printed without clicking Print.
Drawer still not opening? Check the drawer isn't locked with its key, the cable is in the printer's DK socket, and the drawer is the 24V printer-driven type (almost all are). A drawer with its own USB cable is different: it's opened by its own software, not the printer.
Pole display (customer display) setup

Works with USB or serial (COM port) pole displays, 2 lines × 20 characters, ESC/POS (Epson) or CD5220 command set, which covers almost all of them. Use Google Chrome or Microsoft Edge on the till computer.

1. Plug in

  1. Connect the pole display to the till computer (USB, or a serial cable). If it came with a power adapter, plug that in too.
  2. If it came with a driver (often called a "USB to serial" or "VCP" driver), install it. In Windows Device Manager it should then show under Ports (COM & LPT), e.g. USB Serial Port (COM3).

2. Connect it in POS Lite

  1. Open Settings → Pole display and tick Use a pole display on this computer.
  2. Leave Command set on Epson / ESC/POS and Speed on 9600 (right for most displays). Optionally type your own idle message.
  3. Click Save & connect. The browser lists the ports: choose the display (e.g. USB Serial Port (COM3)) and click Connect.
  4. Click Test display. You should see a test item and total, then the alphabet, then your welcome message.

If the text looks wrong

  1. Nothing shows, or random symbols: wrong speed. Try 19200, then 4800 or 2400. The right speed is often on a label, or shown on the display when it's switched on.
  2. Text scrolls, lands on the wrong line, or odd characters appear: change Command set to CD5220 (then Plain text), click Save & connect, and test again.
  3. Many displays have small DIP switches underneath that choose the command set and speed. Match them to POS Lite.
After this it reconnects by itself whenever POS Lite opens on that computer. Customers see each item as it's rung up, the running total, and their change. Displays that plug into the slip printer instead of the computer aren't supported: plug them into the computer.
Sales & till
How do I reprint a slip?
On the Sales screen tap Reprint (next to Hold / Held / Note) to print the last sale on your till again, straight to the slip printer. For an earlier sale on this till tap Recent sales → 🖨. Older sales: Sales history & refunds → 🖨. Reprinted slips say REPRINT and are recorded in the audit log.
How does cash-up approval work?
If Settings → Selling, VAT & documents → "A manager must approve each cash-up" is on, closed cash-ups wait for a manager: Till & cash-up → ✓ on the cash-up. Cash-ups waiting for approval, and ones with a variance, show in the bell.
Can I use it on my phone or tablet?
Yes. Open the same web address in the browser on the phone or tablet and sign in. Tap ☰ at the top left for the menu. On a phone the till shows the products full-screen: tap products to add them, then tap the Order bar at the bottom to see the order and take payment (‹ Products takes you back). On a tablet the order stays on the right. Light / dark mode is in the ☰ menu on a phone. Tip: in the browser menu choose "Add to Home screen" to open it like an app.
Who gets the commission when one person rings up and another helped?
Switch on "At the till, choose who made the sale" (Business settings → Selling → Commission). The till then shows a Sales person list above the order — pick who helped the customer before taking payment. It goes back to you after each sale. Left alone, the cashier earns it.
How does a customer pay with their points?
Pick the customer or scan their loyalty card in the search box, then tap Points. Choose how much to pay with points (up to what they have) and how the rest is paid (cash, card…). The Points button is greyed out until they have the minimum points you set.
How do I put goods on layby?
At the till, ring up the items, choose the customer (a layby needs their name and phone number) and tap Layby (next to Hold). Type the deposit — at least the smallest deposit shown (10% unless your business changed it) — choose how they pay it and tap Put on layby. The goods come off the shelf straight away so nobody else can sell them. Print or email the layby slip: it shows what was paid, what is still owed, the pay-by date and the terms for the customer to sign.
How does a customer pay off a layby?
Laybys → find the layby (search the number, name or phone) → R+ or Take a payment. Type the amount and how they pay (cash, card, EFT or other). Any till at any branch can take it, and cash counts in that till's cash-up. The payment that settles it turns the layby into a normal sale (VAT, commission and loyalty points then) — print the receipt and hand over the goods. Partly paid? Print the slip so they see what is still owed.
How do I cancel a layby or give more time?
Open the layby in Laybys. More time (managers and admins) changes the pay-by date. Cancel layby (anyone who may do refunds) puts the goods back on the shelf and pays back what was paid less the cancellation fee (10% of the total unless you changed it, never more than was paid — you can change the fee before you confirm). Type why and choose how to pay back. Laybys past their pay-by date show on the 🔔 bell and in red on the Laybys screen.
How do I void a sale?
Use a refund: Sales history → find the sale → ↩ Refund → "Refund everything on this sale". The original sale stays on record and a separate refund is made, so your cash-up and reports stay correct. Tick "Damaged" on any item that shouldn't go back into stock.
How do I hold a sale and serve the next customer?
Tap Hold above the order, give it a name (e.g. "Lady in red jacket") and the till clears for the next customer. Tap Held to see held sales and Bring back to carry on. Stock isn't taken off until the sale is completed. Held sales can be picked up on any till in the same branch.
How do I take an EFT or other payment?
Tap EFT (or Other) under the order. For part cash, part EFT use Split. An admin chooses which payment methods the till shows in Settings → Selling, VAT & documents → Payment methods.
How do I change a price or give a discount on one item?
Tap edit under the item in the order. Admins and managers can change the price and give any discount. Cashiers can only if allowed in Settings → Selling, VAT & documents → Cashiers (you set the largest % they may give). Every change is recorded on the sale.
How do I record cash paid in or out of the till?
Till & cash-up → + Paid in or − Paid out, enter the amount and a reason. It's counted in the expected cash at cash-up and shows on the cash-up slip.
How do I count the cash by notes and coins?
When closing the till, tick "Count notes & coins" and enter how many of each note and coin. The total fills in by itself and the count is kept with the cash-up. Print cash-up gives a slip with the full breakdown for signing.
How do I make a sale?
On the Sales screen: 1. Tap a product tile to add it to the cart (or use the search bar to find it first). 2. Adjust quantity with the +/- buttons in the cart if needed. 3. Pick a customer from the dropdown if it's not a walk-in. 4. Tap Cash, Card, or Account to complete the sale. Note: you need an open till session first — go to Cashup and open one if you see the orange banner.
How do I open the till?
Go to Till & cash-up. If no till is open, you'll see an 'Open a till session' box: 1. Pick a workstation (register) for the branch you're at. 2. Enter your opening float (starting cash amount). 3. Tap Open till. You can't ring up sales until a till is open.
How do I close the till / do a cashup?
Go to Till & cash-up while a till is open: 1. Count the actual cash in the drawer. 2. Enter that amount under 'Counted cash in drawer'. 3. Add any notes if needed. 4. Tap Close till & cash up. The system shows you the expected cash (opening float + cash sales + cash customer payments − cash refunds) versus what you counted, and the variance between them.
How do I apply a discount?
Add items to the cart first, then tap 'Add discount' above the payment buttons. Choose percentage or fixed amount, enter the value and an optional reason, and it applies to the subtotal before tax. Only admin/manager roles can apply discounts by default — cashiers can't.
How do I put a sale on a customer's account?
Add items to the cart, select the customer from the dropdown (not Walk-in), then tap the Account button instead of Cash or Card. This bills the customer's account balance instead of taking payment now — Account only becomes available once a real customer is selected.
How do I refund an item?
Sales history → find the sale → ↩ Refund. Enter the quantity to refund on each line (or tap "Refund everything on this sale"), a reason, and choose how the money goes back (cash, card, EFT, other or the customer's account). Tick Damaged on items that must not go back into stock; everything else is put back automatically. The refund is what the customer actually paid, including specials and discounts.
How do I print a receipt?
After completing a sale, tap 'Print slip' on the confirmation screen — or find the sale later in Sales History and tap the 🖨 icon. This requires QZ Tray installed on the till PC and connected to your receipt printer (set up once in Settings → Slip printer & cash drawer).
How do I email a receipt?
After a sale, tap 'Email slip' on the confirmation screen, or find it later in Sales History and tap the ✉ icon. If the customer has an email on file it's used automatically; otherwise you'll be asked to type one in. This needs SMTP set up first in Settings → Email.
How do I choose slip or A4 when printing?
When you print a receipt, a small window asks 'Print — how?' with two options: A4 / regular printer (opens your browser's normal print dialog, works with any printer) or Slip printer (sends directly to your thermal receipt printer via QZ Tray, set up in Settings). Invoices, quotes, GRVs, and reports always print A4-style since those are full documents, not till slips.
How does barcode scanning work?
Plug in a USB or Bluetooth barcode scanner — most act like a keyboard, typing the code then pressing Enter automatically. On the Sales screen, click into the search box and scan: it looks for an exact barcode match first, then SKU, then adds the item straight to the cart and clears the box, ready for the next scan. Add a barcode to a product under Stock → edit product → Barcode field.
Specials & promotions
How do I put items on special?
Products & stock → Specials → + New special. Give it a name, choose the kind (Special price, % off, Multi-buy like 3 for R50, or Buy 2 get 1 free) and what it is for: chosen products (search or scan them), a whole category, or everything. You can also set start and end dates, days of the week, times and one branch. Save it and the till charges the special price by itself while it runs. The product's normal price does not change.
What kinds of specials can I run?
Four kinds: 1) Special price, e.g. now R45 each. 2) Percentage off, e.g. 20% off. 3) Multi-buy, e.g. 3 for R50 (a 4th item is at the normal price). 4) Free items, e.g. buy 2 get 1 free. Each can apply to chosen products, a whole category or everything, and can be limited to dates, days (e.g. only Saturdays), times (e.g. 16:00 to 18:00 happy hour) and one branch. When two specials fit the same item, the customer gets the better one.
How does a special show at the till and on the slip?
Items on special have a green ★ tag with the special price on the till. In the order, each special line shows ★ and how much the customer saves. The slip lists the special under the item and ends with "You saved on specials". If a special does not show, check its status in Specials: it may start later, be outside its days or hours, be for another branch, or be switched off. The till checks for new specials every few minutes and whenever you open New sale.
Can I give an extra discount on an item that is on special?
Not by default, because the item is already reduced. An admin can allow it in Settings → Selling, VAT & documents → "Allow an extra line discount on items that are already on special". A discount on the whole sale is still allowed within the cashier's limit. Typing a different price on a special line replaces the special for that line.
How do I print shelf tickets for specials?
Specials → Shelf tickets prints a WAS / NOW ticket for every product on a special that is running now at your branch (A4, 8 per page, cut them out). For one special only, press 🏷 on its row. Multi-buy and free-item specials print the offer, e.g. "3 for R50".
How do I stop, change or reuse a special?
In Specials: ⏸ switches a special off straight away (▶ switches it back on), ✎ edits it, ⧉ copies it to start the next one (e.g. next month's), and 🗑 deletes it. Sales already made keep their special on the slip and in reports. The bell at the top reminds you when a special ends within 3 days.
How do I see how well a special did?
Reports → More reports → Specials performance shows, per special, the number of sales, items sold, how much customers saved, profit and takings, plus a per-product breakdown. The Specials list also shows items sold and savings so far.
Do specials apply to quotes and invoices?
No, specials apply to sales at the till. On a quote or invoice, type the price you want or give a line discount. A quote rung up on the till keeps the quoted prices.
Quotations & invoices
How do I turn a quote into a sale on the till?
Quotes → →Sale on the quote. The items go into the till at the quoted prices (even for cashiers who cannot change prices), then take payment as normal. The quote is marked Accepted. →Inv makes an invoice instead. Quotes past their expiry date show as Expired by themselves.
What do the invoice statuses mean?
Unpaid: nothing paid yet. Part-paid: some paid. Paid: settled. Overdue: past its due date and not fully paid (red, and shown in the bell). Cancelled: ⊘ on an invoice with no payments puts the stock back and takes it off the customer's account. Set how many days until invoices are due in Settings → Selling, VAT & documents.
How do I create a quotation?
Go to Quotes and tap '+ New quote'. Pick an existing customer, or type a prospect's name and email if they're not a customer yet. Add products, set a reference and expiry date if you want, then save. A quote doesn't affect stock or balances until it's converted.
How do I convert a quote into an invoice?
On Quotes, find the quote and tap the →Inv button. This only works for quotes linked to an existing customer (not a prospect) — it raises a real customer invoice, decrements stock, and adds it to their account balance.
How do I raise a customer invoice?
Go to Invoices and tap '+ New invoice'. Pick the customer, add products, and save. This is for billing on credit — stock goes down and the customer's account balance goes up immediately, no cash changes hands.
How do I credit an invoice?
On Invoices, find the invoice and tap the ↩ button (only shows if it has creditable items left). Enter the quantity to credit per line and a reason — stock goes back and the customer's balance drops.
What's the difference between a quote and an invoice?
A quote is non-binding — it doesn't touch stock or a customer's balance, it's just a proposal. An invoice is real — it decrements stock immediately and adds the amount to the customer's account balance. Convert a quote to an invoice once it's accepted.
What does 'on account' mean?
'On account' means the customer isn't paying now — the amount is added to what they owe (their balance), to be settled later with a customer payment. It works the same whether it comes from a till sale (Account button) or a customer invoice.
Stock & inventory
Where do I see every stock change for a product?
Products & stock → Stock movements shows every sale, refund, GRV, transfer, stocktake and adjustment, with who did it, the quantity before and after, and the reference. Filter by type or search for a product.
How do I switch a product off without deleting it?
Edit the product and untick Active. It disappears from the till but keeps its history. Choose Inactive in the filter on the Products & stock screen to find it again.
How do I add ready-made products from the catalogue?
Products & stock → 📦 Product catalogue. Choose Spaza / general dealer range or the full supermarket range, search or open a category, and tick what you sell. Each size you tick — single, 6-pack, case — becomes its own product with its own price. Tick a category's box to take all its single items. Tap Import. Prices are suggestions: change them afterwards (✎ on the product). Stock starts at 0 at every branch: do a GRV or a stocktake. Cost prices are worked out from the category's usual mark-up, or type your own Mark-up %. Products you already have are skipped.
How do I link barcodes to my products?
Products & stock → 🏷 Link barcodes. The first product without a barcode shows: pick it up, scan it, and the next one comes up. Can't find it? Tap Skip. You can filter by category. At the till, if you scan a barcode no product has yet, you're asked which product it belongs to — choose it and it's linked (managers and admins). A product can have more than one barcode.
How do I print barcode labels?
Products & stock → Barcode labels, enter how many labels for each product and choose A4 sheet or label-printer roll. Products without a barcode: open the product and press Generate next to Barcode — it makes a store barcode your scanner will read.
How do I manage categories?
Products & stock → Categories: add, rename, hide from the till (⏸) or delete. Deleting a category keeps its products, just without a category.
How do I add a service (like labour or delivery)?
Add a product and tick "This is a service". Services never run out of stock and don't appear in stocktakes. On quotes and invoices you can also add a one-off line with + Service / custom line.
How do I record damaged or lost stock?
Products & stock → ± on the product → choose what happened (Damaged, Lost/stolen, Expired…), the quantity and a note. You see the stock before and after. Every change is in Stock movements.
How do I order stock from a supplier?
Purchase orders → + New purchase order (or Order low stock to start with everything that's running low). Print or email it to the supplier. When the goods arrive press 📥 to receive them — it makes the GRV and puts the stock in. Short deliveries stay open on the order.
How do I add a product?
Go to Stock and tap '+ Add product'. Fill in name, SKU, category, prices, and an opening quantity for the branch you're currently viewing (switch branches with the header selector first if needed). The product will show 0 stock in any other branch until you stock it there too.
How do I add a photo to a product?
Product photos can only be added to an existing product — save it first, then reopen it from Products & stock and use the photo upload field near the top of the edit screen.
How do I adjust stock manually?
On Products & stock, find the product and tap the ± button. Enter a positive number to add stock or a negative number to remove it, plus a reason (e.g. damage, correction). This is logged — see 'Adjustment history' on Products & stock to review past changes.
How do I do a stocktake?
Stocktake → Start stocktake, and choose a category if you only want to count part of the shop (or All). Print the count sheet if it helps, walk your shelves and type the actual count next to each product; the difference shows as you type and it saves by itself. Sales made while you count are allowed for. When done, tap Complete stocktake and every difference becomes a stock adjustment.
What does low stock mean and where do I see it?
A product shows a LOW STOCK badge on the Sales screen once its quantity drops to or below its reorder level (set per branch when adding/editing the product). Check the Dashboard for a live count, or Reports → Low stock for the full list.
Why is stock different at each branch?
Each branch tracks its own quantity-on-hand — Branch A having 40 units and Branch B having 3 of the same product is normal. The product catalog (name, price, cost) is shared, but stock levels aren't. Use the branch selector to see a specific branch's numbers.
How do I import stock from a CSV file?
On Products & stock, tap 'Import CSV' (make sure the right branch is selected in the header first). The file needs columns: Name, SKU, Category, Supplier, Price, Cost, Qty, Reorder Level, Taxable (Yes/No). It matches existing products by SKU — matching rows get updated, new SKUs get created. Export your current stock first (see below) to get a file in the right format to edit.
How do I export stock to a CSV file?
On Products & stock, tap 'Export CSV' — downloads everything currently shown (for the branch you're viewing) as a spreadsheet file, useful for records, editing in bulk, or a backup of your product list.
How do I mark an item as not taxable?
On Products & stock, edit the product and untick 'This item is taxable'. Tax-exempt items won't have VAT/tax added to their price on sales, invoices, or quotes — they still show in the same product list, just with a 'Tax exempt' label.
How do I see stock on hand / stock value?
The Reports tab has a Stock on hand panel with total units and value for the branch you're viewing. Tap 'View full report' for every product's individual quantity and value, with its own Print option.
How do I transfer stock between branches?
On Products & stock (only shows if you have more than one branch), tap 'Transfer stock'. It moves from whichever branch you're currently viewing to another branch you pick — search for the product, set the quantity, and confirm. It shows up in both branches' stock adjustment history, and there's a recent-transfers list right in the same window.
Suppliers
How do I add a supplier?
Go to Suppliers and tap '+ Add supplier'. Enter their name, contact person, phone, and email.
How do I record stock received from a supplier (GRV)?
Go to Goods received and tap '+ New GRV'. Pick the supplier and the receiving branch, search and add each product with the quantity and cost received, then save. Stock updates immediately, and by default it adds to what you owe the supplier (untick 'on account' if you paid immediately).
How do I pay a supplier?
On Suppliers, find the supplier and tap the 'R' (record payment) button. Enter the amount and method, and it reduces the balance owed.
How do I see a supplier's statement?
On Suppliers, tap the ≣ (statement) button next to the supplier — shows every GRV and payment with a running balance.
Customers
How do I see everything a customer has bought?
Customers → 👁 on the customer shows their sales, invoices, payments, quotes and refunds, with their balance. Suppliers have the same 👁 button for GRVs and payments.
How do I add a customer while making a sale?
On the Sales screen press + next to the customer list, fill in the name (and phone or email if you have it) and save. The customer is chosen for this sale straight away.
How do I send customer statements for the month?
Customers → Statements (or Reports → More reports → Customer statements → Email statements…). Pick the month, type an optional message (e.g. "Please pay by the 7th"), check the list — everyone with a balance or transactions that month is ticked if they have an email address — and click Email ticked. Each customer gets their own statement in the email body. Print ticked prints them one per page. Add missing email addresses on the Customers screen first.
How do I see or print one customer's statement?
Customers → ≣ on the customer. Choose a month or From / To dates (leave From blank for the whole history) and click Show. It shows the opening balance, every invoice, sale on account, return, credit note and payment with a running balance, the amount due and the age analysis. Print or Email statement from there. Supplier statements work the same on the Suppliers screen.
How does the loyalty programme work?
Switch it on in Business settings → Selling → Loyalty programme and choose how much a customer spends for 1 point and what 1 point is worth (e.g. 1 point per R10, 1 point = R0.10 = 1% back). Pick the customer at the till (or scan their card) and they earn points on every sale, at every branch. The receipt shows points earned and their balance.
How do I print loyalty cards?
Customers → ⭐ Loyalty cards. Choose all customers, the ones you tick, or those without a card yet, and print on A4 paper / card sheets (10 per page, 85.6 × 54 mm) or a card printer (one plastic card per page). Every card has the name, card number and a barcode the till scanner reads. Customers without a number get one automatically.
Can I use loyalty cards I already have printed?
Yes. Edit the customer and type or scan the card's number into "Loyalty card number". Lost card? Print a new one — or type a new number to replace the old one, and the old card stops working.
How do I add or take off a customer's points?
Customers → ⭐ next to the customer: you see their balance and every points movement. Managers and admins tap "Add / take off points", type the number (minus to take off) and a reason. Every change is logged.
What happens to points when a sale is refunded?
Points the sale earned are taken back for the items that come back, and points used to pay are given back to the customer (the points part of the refund always goes back as points). If they already spent the points, the balance can go below zero until they earn more.
How do I record a payment against an invoice?
Invoices → R on the invoice (or Customers → R and choose the invoice). The invoice shows Part-paid until it's settled, then Paid. Overdue invoices show in red and in the bell at the top.
How do I add a customer?
Go to Customers and tap '+ Add customer'. You can also add a new customer straight from the Sales cart's customer dropdown, if that option is available there.
How do I record a customer payment?
On Customers, find the customer and tap the 'R' (record payment) button. Enter the amount and method — this reduces what they owe. Cash payments need an open till since they affect the drawer.
How do I see a customer's statement?
On Customers, tap the ≣ (statement) button next to the customer — shows every invoice, account sale, credit note, and payment with a running balance.
Why can't I delete this customer or supplier?
Deleting is blocked while there's an outstanding balance on the account — you'll see a message showing how much. Settle it first (a payment or credit note) and then delete.
How do I set a customer credit limit?
On Customers, edit the customer and set 'Credit limit' — leave it blank for no limit (the previous default behaviour). Once set, any account sale or invoice that would push their balance past that limit is blocked with a clear message showing how much credit they have left.
Reports
What does the bell at the top show?
Things that need attention now: out-of-stock and low-stock items at your branch, quotes about to expire, overdue invoices, cash-up variances and approvals, today's stock adjustments and specials about to end. Tap an item to go straight there. It clears by itself once dealt with.
How do I export to Sage, Pastel or my accountant?
Reports → Export to accounting software → Accounting export (managers and admins). Pick the dates (usually Last month) and branch, tap Check to see that every journal balances, then download: Pastel batch (Sage 50cloud Pastel: Process → Journals → General journal batch → File → Import), Journal CSV (Sage One / Sage Business Cloud Accounting, Xero, QuickBooks or your accountant), Bank statement files (Card, EFT, Cash) for "Import bank statement", or the Daily takings summary. Sales, refunds, VAT, invoices, credit notes, account payments, GRVs, supplier payments, cash in/out, cash-up over/short and cost of sales are all included.
Which account codes does the accounting export use?
Standard Pastel-style codes such as 1000000 Sales, 2000000 Cost of sales, 8400000 Bank, 8410000 Cash on hand, 9500000 VAT control. Ask your accountant once which codes to use, then an admin sets them in Reports → Accounting export → Account codes. You can also set the month your financial year starts (for Pastel periods) and whether Pastel posts VAT with tax types. Customers get codes like C000012 and suppliers S000004 — download the Customers and Suppliers files and import them into the accounting package first so the codes match.
What is the day end summary?
Reports → Day end summary shows one day (or any dates) at a glance: number of sales, sales before and after discounts, refunds, net sales with and without VAT, invoices raised, goods received, money taken per payment method (sales less refunds plus account payments) and every till session with its float, cash in/out, expected and counted cash and over/short.
How do I see who owes us and for how long (age analysis)?
Reports → Customer age analysis shows each customer's balance split into Current, 30, 60, 90 and 120+ days (payments pay off the oldest amounts first). Supplier age analysis does the same for what you owe suppliers. Customer journal and Supplier journal list every account transaction in a period, and Supplier balances lists everyone you still owe.
How do I see stock on hand on an earlier date?
Reports → Historical stock on hand. Set the To date to the day you want (e.g. the last day of the month); it shows each product's quantity and value at cost at the end of that day, worked back from today's stock and every stock movement since.
How do I know what to re-order?
Reports → Re-order list by supplier shows, for one branch, every product at or below its re-order level grouped by supplier, what's already on order, and a suggested quantity (up to twice the re-order level). Outstanding purchase orders lists everything ordered but not yet received.
Can I run a report for just one customer or supplier?
Yes. Customer reports (invoices, quotations, payments received, balances, sales by customer, sales history, listing, journal, age analysis, statements) have a Customer dropdown, and supplier reports (GRVs, purchases, payments, listing, balances, journal, age analysis, statements, outstanding orders, re-order list, sales by supplier, out of stock) have a Supplier dropdown. Leave it on All for everyone.
How do I do a month end?
First switch it on (once): Business settings → Selling, VAT & documents → "Use month end and financial year end" → Save. Then after the last day of the month, cash up every till and go to Month & year end → Review & close. You see the month's sales, VAT payable, profit, money per payment method, stock value and what customers and suppliers owe, plus any checks (e.g. a till still open). Add a note if you like and click Close. Afterwards you can print the month-end pack, download the stock on hand, email the month's customer statements or run the accounting export. Nothing is deleted and the till keeps working.
How do I do a financial year end?
Do a full stocktake on the last day of your financial year, then Month & year end → Financial year end → Review & close. It saves the year's sales, VAT, profit, month-by-month figures, the stock value at the last day of the year and the debtors and creditors with their age analysis — the figures your accountant needs. The month your financial year starts is set in Reports → Accounting export → Account codes (default March).
I made a mistake after closing the month. Can I reopen it?
Yes. An admin can reopen the latest month (or year) on Month & year end → ↺ next to it. Its saved figures are removed and you can close it again; the figures are worked out afresh. Months are closed in order, so to reopen an older month, reopen the later ones first.
Where do I see each person's commission?
Reports → Commission per person. Choose the dates and one person or Everyone, then Update. It shows sales, value, commission earned, what refunds took back and the commission due, plus every line. Print, email or export it. Cashiers only see their own.
Which loyalty reports are there?
Reports → Loyalty: the summary per branch (points earned, used, refunds and what customers hold now in rand), members and their balances, and the points history (filter by customer or branch).
Which layby reports are there?
Reports → Laybys: Laybys still being paid off (with what is owed and the pay-by dates; show only overdue or due this week), Layby payments (every payment and pay-back, with totals per payment method) and the Layby summary per branch (made, paid, collected, cancelled, fees kept and what is held for customers now). The cash-up shows layby cash separately, and the Accounting export posts layby money to "Layby deposits held" until the goods are collected. Set the deposit, days and fee under Business settings → Selling → Laybys.
Which reports are there?
Reports → More reports has, among others: Day end summary, Sales by hour, Sales per week / month, Sales by customer and by supplier, Sales history, Profit, Tax (VAT), Specials performance, Refunds, Discounts; Stock on hand (now or as at any date), Sell-through, Category movement, Product transactions, Slow-moving and Out of stock, Re-order list by supplier, Outstanding purchase orders; Customer and supplier listings, journals, balances and age analysis; Loyalty summary, members and points history; Laybys still being paid off, Layby payments and the Layby summary; Commission per person; Till sessions and the Audit log. Every report can be printed, emailed or exported (CSV/PDF). For Sage / Pastel use Reports → Accounting export.
How do I run a sales report?
Go to Reports, pick a date range and optionally a branch, then tap Update. You'll see revenue, top products, sales by day, payment split, low stock, and (for managers/admins) sales by cashier.
How do I print or email a report?
On Reports, tap 'Print report' to open a print-formatted version of what's on screen. There isn't a direct email button on Reports — print to PDF instead if you need to send it.
How do I check today's numbers quickly?
The Dashboard shows today's sales and takings for your branch, takings by payment method, profit, VAT, discounts, refunds, the till status, top sellers, low stock and the most recent sales.
How do I see a tax report?
On Reports, the 'Tax report' panel shows taxable vs exempt sales and tax collected/refunded for both till sales and customer invoices, net over the date range you've selected. Use 'Print report' to print the whole page including the tax breakdown.
Branches & users
How do I set up commission for my staff?
Business settings → Selling, VAT & documents → Commission → tick "Pay commission to staff" and choose what the % is of (price excl. VAT, incl. VAT, or the profit). Then Users → ✎ next to each person → type their Commission % (blank = no commission) → Save. Commission is worked out on every sale and invoice they make, after discounts.
Can one product pay a different commission?
Yes. Open the product (Products & stock → ✎) → "Commission on this item": the person's own %, a different %, a fixed amount per item, or no commission → Save. It applies to everyone who earns commission.
How do I switch branches?
Use the branch selector dropdown in the header (only shows if your company has more than one branch). Note: while a till is open, it locks to that till's branch — close the till first if you need to switch.
How do I add a branch?
Go to Branches (admin/manager only) and tap '+ Add branch'. A new branch bills at R195/month and starts with one workstation already set up.
How do I add a workstation / register?
Go to Branches, find the branch, and tap '+ Add workstation' underneath it. Give it a name like 'Register 2'.
How do I add a new staff member / user?
Go to Users (admin only) and tap '+ Add user'. Set their name, username, password, role (Admin, Manager, or Cashier), and which branch they're scoped to (or 'All branches' for someone overseeing everything).
What can each role (admin/manager/cashier) do?
Admin: everything, including users and company settings. Manager: everything except managing users/settings. Cashier: sales, viewing (not editing) stock/suppliers, adding customers, their own cashups and reports, and customer payments — but not discounts, voids, GRVs, invoices, or stock edits. See the table in the README for the full breakdown.
Settings & account
QZ Tray keeps asking "Allow" every time. How do I stop it?
That computer doesn't trust your business's printer certificate yet. On that till, signed in as the admin: Settings → Slip printer & cash drawer → Install certificate (Windows), open the downloaded file (choose Keep / Run anyway / Yes if Windows warns you). It installs the certificate and restarts QZ Tray. Refresh with Ctrl+F5 and Test print. By hand: Download certificate, copy it into C:\Program Files\QZ Tray\ named exactly override.crt, and restart QZ Tray. Do this once on every till computer.
I forgot my username or password. What now?
On the sign-in screen tap "Forgot username or password?", type the email address on your login and tap Email me my details. You get an email with the company code, your username and a link to choose a new password (the link works once, for 1 hour). Check your spam folder. No email address on your login? Ask your manager or the business admin: Users → ✎ next to your name → type a new password → Save.
Why was I signed out? It says my username signed in somewhere else.
Each username can be signed in in one place at a time. When the same username signs in on another computer, phone or browser, the first one is signed out within a minute. Every person should have their own username — several people can work on the same branch and the same till at the same time. If you just closed the browser without signing out, you can sign in elsewhere straight away (you're asked first), or after 3 minutes without being asked.
How do I change my username or password?
Tap your name at the top (or ☰ → 👤 My account). Change your name, username, email or password, type your current password at the bottom and Save. An admin can also change anyone's username or password under Users → ✎ — that signs the person out so they sign in again with the new details.
Owner console: I lost my phone with the authenticator. How do I get in?
On the code screen tap "Lost your authenticator or changed phones?". Type one of your backup codes, or tap Email me a reset link (goes to the email on your owner login), or ask another owner console admin to press Reset 2-step next to your name on the Admins page. You then sign in with your password and scan a new QR code. Got a new phone but still have the old one? Admins → Two-step verification → Change my authenticator.
Can I ask the help assistant in my own language?
Yes. Tap ? and ask in English, Afrikaans, isiZulu, isiXhosa, Sesotho, Setswana or Chinese (中文) — the answer comes back in the same language. It works out the language by itself; to always get one language, pick it at the top of the help window (it's remembered on that device). Ask in your own words: spelling mistakes are fine. Screen and button names stay in English so you can find them in the app.
Why was I signed out?
An admin can set the app to sign out after a number of minutes without use (Settings → Selling, VAT & documents → Sign out after…). A user who has been switched off is also signed out. Just sign in again. A sale that is on the screen is not saved, so Hold it first if you step away.
How do I number invoices like INV-00001?
Settings → Selling, VAT & documents → tick "Number documents per business" and set the prefixes (INV, QUO, PO, GRV, CN, RF). New documents get the next number; older ones keep their #number.
How do I set prices to include VAT?
Selling prices and cost prices include VAT as standard: the price on a product is exactly what the customer pays, and the till never adds VAT on top (the VAT inside the price shows as "VAT included"). You can change this in Settings → Selling, VAT & documents → VAT: "Selling prices already include VAT" and "Cost prices already include VAT". Untick "VAT registered" if you don't charge VAT. Per product choose Standard, Zero-rated or Exempt. Profit reports always work before VAT.
How do I import customers or suppliers?
Customers (or Suppliers) → Import → Download template, fill it in in Excel, save as CSV, then Choose CSV file. Rows with a name or email that already exists update that record instead of making a duplicate. Export gives you a CSV of everyone.
How do I change the tax/VAT rate?
Go to Settings and update the 'Tax rate' field under Company settings, then Save. This applies to all new sales, invoices, and quotes going forward.
How do I add my company logo?
Go to Settings → Company logo, choose an image (PNG/JPG/WEBP/GIF under 2MB), and upload. It'll print at the top of receipts once your printer is set up.
How do I set up the slip printer, cash drawer and pole display?
The cash drawer plugs into the DK socket on the back of the slip printer; the printer opens it. 1. Install QZ Tray (free, qz.io/download) on the till computer. 2. Settings → Slip printer & cash drawer → Install certificate (Windows), and open the downloaded file (this stops the "Allow?" pop-ups). By hand: Download certificate, copy it into C:\Program Files\QZ Tray\ as override.crt and restart QZ Tray. 3. Click Find printers, pick the slip printer, Save, then Test print and Open drawer. If the drawer stays shut, set Drawer socket pin to Both pins. Pole display: plug it into the computer (USB/COM), then Settings → Pole display → tick "Use a pole display" → Save & connect → choose its port. Use Chrome or Edge. Full step-by-step guide: the "Slip printer, cash drawer & pole display" section at the top of this page.
How do I set up email / SMTP?
Go to Settings → Email (SMTP) and fill in your mail provider's host, port, username, password, and encryption type. Use 'Send test email to myself' to confirm it actually works before relying on it — nothing sends until this is configured correctly.
How do I back up my data?
Go to Settings → Backup and tap 'Download backup now'. It downloads a SQL file of all your company's data, restorable by importing schema.sql into a fresh database first, then importing the backup on top. Do this regularly and store it somewhere else. PixelPlus also keeps an automatic daily backup of the whole system on the server.
How do I edit the license agreement?
Go to Settings → License agreement (admin only), edit the text, and Save. This re-prompts every user to accept it again next time they log in.
Why can't I log in?
Check three things: your Company code (shown by your admin, not the same as username), your Username, and your Password. If you're sure they're right and it still fails, your subscription may be suspended or expired — contact your software provider.