Introduction

1.1 Welcome to ZPOS

ZPOS by SiddyMart is a modern Point of Sale and business management system designed to help businesses manage daily sales, products, inventory, customers, suppliers, purchases, expenses, payments and business reports from one centralized platform.

ZPOS is designed to replace fragmented methods of managing business operations such as notebooks, manual records, spreadsheets and disconnected applications.

1.2 About SiddyMart

SiddyMart provides digital solutions designed to help businesses and organizations improve the way they operate, manage information and serve their customers.

ZPOS is part of SiddyMart's commitment to providing practical technology solutions that simplify business management.

1.3 Who Can Use ZPOS?

• Retail shops
• Supermarkets
• Mini marts
• Pharmacies
• Boutiques
• Electronics shops
• Provision stores
• Restaurants and food businesses
• Wholesalers
• Distributors
• Service-oriented businesses
• Other businesses requiring sales and inventory management

About ZPOS

2.1 What ZPOS Does

ZPOS brings important business activities together in one system.

2.2 Key Benefits

Centralized Management

Business information can be managed from one platform rather than across multiple notebooks or spreadsheets.

Faster Sales

The POS interface makes it easier to locate products, add them to a transaction, receive payment and issue receipts.

Inventory Visibility

Business owners and authorized employees can monitor stock levels and identify products that require attention.

Better Record Keeping

Sales, purchases, expenses, payments and other activities can be recorded systematically.

Business Insights

Reports help management understand sales activity, inventory movement, expenses and other business indicators.

Controlled Access

Users can be assigned appropriate roles and permissions so that employees only access functions relevant to their responsibilities.

Getting Started

3.1 Logging In

3.2 First Login

1. Log in using your assigned credentials.
2. Confirm that your name and account information are correct.
3. Change your password if required.
4. Familiarize yourself with the dashboard.
5. Confirm that you can access the functions assigned to your role.

3.3 Changing Your Password

1. Open your user profile.
2. Select Change Password.
3. Enter your current password.
4. Enter the new password.
5. Confirm the new password.
6. Save the changes.

3.4 Logging Out

Always log out when you finish using ZPOS, especially when using a shared computer. Select Logout from your account menu.

Understanding the ZPOS Interface

The ZPOS interface is organized into sections that allow users to access different areas of the system.

• Dashboard
• POS
• Sales
• Products
• Inventory
• Purchases
• Customers
• Suppliers
• Expenses
• Payments
• Reports
• Users
• Settings

Some features may not be visible to all users because access depends on user permissions and the configuration of the business.

4.1 Navigation

The main navigation menu provides access to the major areas of ZPOS. Select a menu item to open the corresponding section.

4.2 Search and Filters

Many ZPOS screens provide search and filtering options. These can be used to locate products, customers, suppliers, sales, purchases, payments, expenses and other records.

User Accounts & Permissions

ZPOS allows businesses to provide different employees with controlled access.

5.1 User Accounts

Each person using ZPOS should have an individual account where possible. This makes it easier to determine who performed a particular activity.

5.2 User Roles

Administrator

The administrator has broad access to system configuration and management.

Manager

A manager may have access to sales, inventory, reports, purchases, customers, suppliers and other management functions.

Cashier

A cashier primarily handles sales and payments through the POS.

Inventory Officer

An inventory officer may manage products, stock quantities, stock adjustments and inventory activities.

Other Roles

Additional roles can be configured according to the needs of the business.

5.3 Permissions

Permissions determine what a user can view or perform. A cashier, for example, may be permitted to process sales, receive payments and print receipts while being restricted from changing system settings, managing users or making major inventory adjustments.

Dashboard

The dashboard provides an overview of important business activities.

• Today's sales
• Revenue
• Purchases
• Expenses
• Outstanding balances
• Inventory information
• Recent transactions
• Sales trends
• Other business indicators

6.1 Using the Dashboard

The dashboard should be used as a quick overview rather than as a replacement for detailed reports. Managers can use it to identify areas requiring attention.

Point of Sale

The Point of Sale (POS) is one of the primary functions of ZPOS. It is used to process customer purchases.

7.1 Starting a Sale

7.2 Finding Products

• Product name
• SKU
• Barcode
• Category
• Other available search fields

7.3 Barcode Scanning

Where barcode scanning is supported, a barcode scanner can be used to quickly add products to a sale.

7.4 Changing Quantities

1. Add the product.
2. Change the quantity.
3. Confirm the updated amount.

The system should automatically recalculate the transaction total.

7.5 Discounts

Where enabled, authorized users can apply discounts. Discounts should only be applied according to the business's approved policies.

7.6 Selecting a Customer

Where customer tracking is enabled, a customer can be associated with a sale. This is particularly useful for credit sales, customer purchase history, customer statements and customer management.

7.7 Completing Payment

Before completing a transaction, verify products, quantities, prices, discounts, taxes where applicable, total amount, payment method and amount received.

7.8 Receipts

After completing a transaction, ZPOS may provide options to print, generate, reprint or view receipt details, depending on business configuration and available equipment.

Sales Management

The Sales section provides access to completed sales.

8.1 Sales History

Users with appropriate permissions can review previous sales. Sales can be searched or filtered using available criteria such as date, customer, transaction, payment method and user/cashier.

8.2 Viewing a Sale

• Products sold
• Quantities
• Prices
• Discounts
• Taxes
• Total
• Customer
• Payment
• Date and time
• User who processed the transaction

8.3 Reprinting a Receipt

1. Locate the transaction.
2. Open the sale.
3. Select the receipt or reprint option.
4. Print or provide the receipt as appropriate.

Products & Inventory

Inventory management is an important part of ZPOS.

9.1 Adding a Product

• Product name
• SKU
• Barcode
• Category
• Brand
• Unit
• Purchase price
• Selling price
• Stock quantity
• Minimum stock level
• Other relevant information

9.2 Editing Products

1. Find the product.
2. Open the product record.
3. Edit the relevant information.
4. Review the changes.
5. Save.

9.3 Stock Quantities

Stock may increase through purchases, stock additions, adjustments and transfers. Stock may decrease through sales, returns to suppliers, adjustments and transfers.

9.4 Low Stock

Businesses can monitor products approaching their minimum stock levels. Low-stock information helps management determine when products need to be replenished.

9.5 Stock Adjustments

Stock adjustments should be used when the recorded stock differs from the actual stock.

• Damaged products
• Missing products
• Counting errors
• Expired products
• Stock corrections

Categories, Brands & Units

10.1 Categories

Categories group similar products.

Examples include beverages, food, electronics, clothing and cosmetics.

10.2 Brands

Brands can help businesses organize products by manufacturer or brand.

10.3 Units

Units describe how products are sold or measured.

• Piece
• Box
• Pack
• Bottle
• Carton
• Kilogram
• Litre

Customers

The Customers module helps businesses maintain customer records.

11.1 Adding a Customer

• Name
• Telephone number
• Email
• Address
• Customer reference
• Other business-specific information

11.2 Customer Purchase History

Authorized users can review a customer's previous transactions to support customer service, credit management, purchase analysis and dispute resolution.

11.3 Credit Sales

1. Select the customer.
2. Add the products.
3. Complete the transaction as a credit sale.
4. The customer's outstanding balance is updated.

11.4 Customer Payments

Payments made toward outstanding customer balances should be recorded accurately.

Suppliers

The Suppliers module manages information about businesses or individuals from whom products are purchased.

12.1 Supplier Records

• Supplier name
• Contact information
• Address
• Payment information
• Transaction history

12.2 Supplier Transactions

• Purchases
• Payments
• Outstanding balances
• Returns
• Other supplier transactions

Purchases

The Purchases module helps businesses record stock acquired from suppliers.

13.1 Recording a Purchase

• Supplier
• Products
• Quantities
• Purchase prices
• Total amount
• Payment information
• Purchase date

13.2 Receiving Stock

When purchased products are received, the inventory should be updated appropriately. Users should verify quantities before completing the receiving process.

13.3 Purchase Payments

Payments to suppliers should be recorded so that supplier balances remain accurate.

13.4 Purchase History

Previous purchases can be reviewed to determine what was purchased, when it was purchased, from whom, at what cost and how much was paid.

Expenses

ZPOS can be used to record business expenses.

• Rent
• Utilities
• Transportation
• Repairs
• Salaries
• Office supplies
• Maintenance
• Other operating expenses

14.1 Recording an Expense

1. Select the expense category.
2. Enter the amount.
3. Enter the date.
4. Add a description.
5. Enter payment information where applicable.
6. Save the expense.

14.2 Expense Records

Accurate expense records help management understand the cost of operating the business.

Payments

ZPOS can support different payment methods depending on business configuration.

• Cash
• Mobile Money
• Bank
• Card
• Other payment methods

15.1 Selecting a Payment Method

Before completing a sale, select the actual payment method used by the customer. Incorrect payment methods can result in inaccurate reports and reconciliation problems.

15.2 Payment Records

Payment records allow authorized users to review how transactions were settled.

Returns & Refunds

16.1 Product Returns

Before processing a return, verify the original transaction, product, quantity, reason for return, customer and return eligibility.

16.2 Refunds

Refunds should be processed according to the business's refund policy. Authorized users should verify the transaction before approving a refund.

16.3 Inventory Impact

When a product is returned, the inventory impact should be handled correctly depending on whether the product can be returned to saleable stock.

Reports & Analytics

Reports provide management with information needed to evaluate business performance.

17.1 Sales Reports

• Total sales
• Number of transactions
• Sales by date
• Sales by product
• Sales by category
• Sales by cashier
• Sales by payment method

17.2 Inventory Reports

• Current stock
• Low-stock products
• Product movement
• Stock adjustments
• Inventory levels

17.3 Purchase Reports

• Purchases
• Suppliers
• Purchase values
• Purchase history

17.4 Expense Reports

• Total expenses
• Expense categories
• Spending patterns
• Expense periods

17.5 Customer Reports

• Customer purchases
• Customer balances
• Credit transactions
• Customer activity

17.6 Supplier Reports

• Purchases
• Payments
• Outstanding balances
• Supplier activity

17.7 Management Use

• Stock replenishment
• Pricing
• Expense management
• Cash management
• Sales performance
• Business growth

Business Settings

Business settings control how ZPOS operates for a particular business.

• Business name
• Business contact information
• Logo
• Currency
• Tax settings
• Receipt settings
• Invoice settings
• Payment methods
• Other business preferences

Branch Management

Where multi-branch functionality is enabled, ZPOS can support management of multiple business locations.

19.1 Branches

• Users
• Sales
• Inventory
• Transactions
• Reports

19.2 Stock Transfers

Where enabled, stock can be transferred between branches. The transfer should be recorded accurately so both branches reflect the correct inventory.

19.3 Branch Reports

Management can review branch performance and compare business activity across locations.

Security & Data Protection

20.1 Account Security

• Keep passwords private.
• Avoid sharing accounts.
• Log out of shared computers.
• Report suspicious activity.
• Use strong passwords.

20.2 User Permissions

Businesses should give employees only the access they require to perform their duties.

20.3 Transaction Security

Users should carefully verify transactions before completing them. Incorrect transactions can affect sales records, inventory, customer balances, reports and financial records.

20.4 Data Privacy

Business and customer information should only be accessed by authorized personnel. Users should not disclose customer or business information unnecessarily.

Backup & Data Recovery

ZPOS data is important to the operation of your business.

SiddyMart manages the technical aspects of the ZPOS service according to the applicable service arrangement.

• Report suspected data loss immediately.
• Avoid repeatedly modifying affected records when an issue is being investigated.
• Provide relevant transaction details to support.
• Follow instructions provided by SiddyMart Support.

Troubleshooting

22.1 I Cannot Log In

• Check your username/email.
• Check your password.
• Check your internet connection.
• Confirm that your account has been activated.

If the problem continues, contact SiddyMart Support.

22.2 CSRF Token Mismatch

A CSRF token mismatch can occur when the security token associated with your session is no longer valid.

1. Refresh the page.
2. Log out and log in again.
3. Close old ZPOS tabs.
4. Clear browser cache/cookies if necessary.
5. Try again.

If the problem continues, contact SiddyMart Support.

22.3 A Product Is Not Appearing

• Check the product name.
• Check the SKU.
• Check the barcode.
• Check the product status.
• Confirm the product exists in the correct branch.

22.4 Stock Is Incorrect

Do not make repeated adjustments without investigating the cause. Check recent sales, purchases, returns, stock adjustments and transfers. Contact support if assistance is required.

22.5 A Receipt Is Not Printing

• Check printer connection.
• Check printer power.
• Check paper.
• Check the selected printer.
• Check the computer/device connection.

22.6 A Transaction Appears Incorrect

Record the transaction details and contact support. Do not attempt multiple corrective transactions without understanding the effect on inventory and financial records.

22.7 Reports Appear Incorrect

• Check the date range.
• Check the branch.
• Check filters.
• Check user permissions.

If the information still appears incorrect, contact SiddyMart Support.

SiddyMart Support

ZPOS by SiddyMart includes 24/7 customer support.

23.1 Report an Issue by Email

Send your support request to: hello@siddymart.com

When reporting an issue, provide:

• Business name
• Your name
• Your user role
• Description of the problem
• Date and time the issue occurred
• Steps that led to the problem
• Screenshot, if applicable
• Transaction, product or customer reference, where applicable

23.2 Live Chat

You can also contact SiddyMart through the Live Chat available on the SiddyMart website.

siddymart.com

• Report technical problems
• Ask questions
• Request assistance
• Get help with ZPOS features
• Make support enquiries

23.3 24/7 Support

Frequently Asked Questions

Glossary

Version History