POS Application Guide

Qoyod Point of Sale Application User Guide

First: Downloading the Application

Before you start, download the application according to your device type:

Android devices: Download the app from Google Play or from the direct link: https://qas.sr/1fq3u

Sunmi devices: Download the app directly from the device’s app store.

Computer (Windows): Log in to your facility through the browser, then click “Point of Sale” from the dropdown menu.

Important Notes Before Starting:

• The app is not currently available on iOS devices.

• The app works on Android 7 and above.

• The app name in stores is: Qoyod – Point of Sale

• The subscription must be activated with a Point of Sale user.

Second: Activating Point of Sale Permission for the User

A Point of Sale user is a paid add-on to your subscription and can be either monthly or yearly depending on your subscription type. After purchasing a “Point of Sale user,” follow these steps from your browser:

1. Log in to your facility.

2. Go to Settings and then select Users.

3. Click “Edit” next to the user you want to activate.

4. Activate the “Point of Sale App User” option.

5. On the same page, you can activate or disable the “Can use deferred payment” option, which allows or prevents the user from deferring invoice payment.

6. You must assign one location to the user.

7. If there are additional fields for sales invoices, they will appear here and you can fill them so they are automatically populated for this user each time.

8. Click “Save” when finished.

You can also activate this option directly when adding a new user without needing to return later.

Third: Logging into the Application

1. Open the app on your device.

2. Log in with the same email and password used on the website.

3. On first login, you will be asked to create a 4-digit PIN code. Enter it and save it well, as it will be required each time you open the app.

4. On subsequent logins, enter the PIN directly after entering your email and password.

If you forgot your PIN: Log in from the browser, go to Settings then Users, click “View” next to your user and you’ll find the saved PIN in the options. The PIN only appears from the user’s own account, not from another account.

Fourth: Understanding the Main App Interface

After logging in, you’ll see the Products page displaying images and names of products that were previously added to the program. At the top of the page you’ll find product categories. Click on any category to display only products related to it, and to return to viewing all products, click the selected category again (it will be blue) or click the filter option next to the categories and then click “Reset”.

You can search for a specific product by clicking the search icon next to the word “Products” and typing the product name. To return to viewing all products, click the “X” icon next to the product name. You can also zoom in or out on the product display through the magnifying glass icon on the same page. At the bottom of the page you’ll find the camera icon which allows you to add products by scanning the barcode.

Fifth: Creating a New Session

When you click “Shopping Cart” for the first time, a request to create a new session will appear immediately. The session helps you organize shifts, track sales and cash movements easily, and when you close it, the app provides you with a comprehensive report of everything that occurred.

1. Enter the opening balance of the cash register.

2. Click “Create Session” to start working.

Sixth: Adding Products and Creating an Invoice

Adding Products to Cart:

On the Products page, to access it click the “+” icon from the options at the bottom of the page, then click on any product to add it to the cart immediately. If you click on it a second time, a menu will open allowing you to modify its details, which include: quantity using increment and decrement arrows, unit price, tax type (inclusive or exclusive), and tax type selection. You will also find the number of available units if the product is in inventory. If it is not in inventory, this information will not appear.

Opening the Invoice:

Click “Shopping Cart” at the bottom of the page to open the cart (invoice).

Filling Invoice Details:

After opening the cart, customer invoice details will appear at the top of the invoice page where you can add the customer. You have two options:

The first option is the search icon for an existing customer already in the program. Note that the customer must have the “Point of Sale Customer” option enabled to appear in the search.

The second option is the add new customer icon, which will request the following information: name (required), email (optional), phone number (optional), billing country and details (optional), and customer tax number (optional). After filling, click “Confirm” to add the customer.

Then select the payment method from the available options: cash, bank card, deferred, bank account payment, or unspecified.

You’ll find the products you added on the page. You can click on any product name to modify its price, tax, or quantity. There is also a field to add a note to the invoice if desired. At the bottom of the page you’ll see the subtotal, tax amount, and total after tax.

Seventh: Completing Payment

At the bottom of the cart (invoice page) there are two options:

First Option, Pay Later:

By clicking this option, the invoice is created immediately as deferred. A notification will appear showing the amount paid and the remaining amount with options to print the invoice, download it as PDF, or open the cash drawer. Click “Confirm” to finish.

Second Option, Pay:

By clicking this option you will be taken to the payment page which displays the accounts allowed for collection. These accounts are set in advance from the user settings in the browser. You can view or modify them by going to Settings then Users then clicking Edit next to the user and the accounts allowed for payment and collection will appear. Enter the amount received for each payment method and then click “Confirm”.

If the payment is partial, meaning the amount entered is less than the invoice value, a message will appear saying “The invoice has not been paid in full, are you sure you want to create a partially paid invoice?” You can confirm or cancel to return to the payment page.

Eighth: The Five Icons at the Bottom of the Screen

Invoice Icon:

Displays all invoices added through Point of Sale. For each invoice you’ll find: its number in the accounting program and the Point of Sale invoice number, customer name, date and time with hour and minute, invoice value, and status (synced or not synced). You can search for a specific invoice by typing the customer name, invoice number, or phone number. You can also filter invoices using the arrow at the top of the screen by status: paid, partially paid, unpaid, or all. By clicking (…) at the top of the screen you can access credit notes, which are returned invoices. You can search through them by customer name or filter them by note status: all, used, partially used, or unused.

Plus Icon:

To return to the Products page and create a new invoice.

Reports Icon:

Displays two reports: daily sales report and the last 10 transactions report. You can view each of them only by printing by clicking “Print” next to it.

Settings Icon:

Displays the facility name, logo, and username for viewing only. It includes a “Sync Data” option to upload unsynced invoices to the accounting program. It contains all app settings explained in the following section.

Clock Icon:

To end the current session and print or download the session end report.

Ninth: Settings

Access them through the “Settings” icon in the options at the bottom of the screen and it displays:

A. Profile:

From this section you can modify your first name and family name. Email appears for viewing only and cannot be edited from here. You can change your password by clicking “Change” next to it, where it will ask for your current password then new password then confirm the new password. You can also change the PIN code by clicking “Change” next to it, where it will ask for the current PIN then the new PIN then confirm the new PIN.

B. General Settings:

Contains three options. The first is changing the app language between Arabic and English. The second is the app’s operating mode where you can choose to work only when connected to the internet or work in both connected and offline modes. The third is specifying the customer display screen size between Large and Mini.

C. Invoice Customization:

From here you can write the text that appears in the header of the printed receipt and the text that appears in the footer of the receipt.

D. Credit Note Customization:

From here you can write the text that appears in the header of the credit note and the text that appears in the footer of the credit note.

E. Default Transaction Settings:

Contains three options. The first is setting the default payment method for all invoices including: cash, bank card, deferred, bank account payment, or unspecified. The second is choosing the default customer that is automatically assigned to all invoices. The third is activating the “Enter total to quantity” option. When this option is enabled, you can enter the total amount for the line item directly and the system will automatically calculate the quantity based on the unit price and VAT.

F. Print Settings:

Divided into two sections:

The first section is printer settings, where you can add a printer by following these steps: choose the commercial printer name from the list such as Sunmi, Epson, or Keyto. Then choose the available device model. Then choose the paper size either 58mm or 80mm. Then add a name for the printer which is optional. After that you can enable or disable “Allow automatic printing after save” so the receipt prints automatically when confirming each transaction. You can enable or disable “Open cash drawer after printing” to automatically open the drawer when printing the receipt for cash transactions. From the options you can save the settings or test the printer to verify it before saving.

The second section is print preferences, and contains options that can be enabled or disabled independently: print a copy with watermark (and when enabled you can type the watermark text), print username, print customer phone number, print product barcode, print product code, print payment method, print simplified invoice by hiding tax value, print version number and print time on printed invoices, and finally select the print language between Arabic and English. When finished click “Save”.

G. Customize POS Reference:

You can modify the default prefix for the POS reference to suit the nature of your branch or store operations, so each location can be easily distinguished through its own reference. Settings are adjusted from Point of Sale settings independently for each location, and the custom prefix is automatically applied to all invoices and receipts issued after saving without needing any additional steps.

How to adjust: Go to Point of Sale settings, then enable the POS Reference option and enter the prefix that suits you in the Prefix field.

H. Display Main Qoyod Reference on Printed Receipts:

When needing to link the printed receipt to the original invoice in the system, you can activate an option that displays the main Qoyod reference number alongside the POS reference on the receipt itself. This makes the review, return, and inquiry process easier, as the receipt carries both references. It is activated directly from print settings without needing to manually modify the print template. The Qoyod reference number (Qoyod Ref) appears next to the POS reference (Ref) at the top of the printed receipt.

How to activate: From the Point of Sale app go to Print Settings, enable the Include Qoyod Reference option and the system will start printing both references on every new receipt.

Tenth: Ending the Session and End Report

Click the clock icon then click “Confirm” to close the session. A comprehensive report will appear that can be printed or downloaded as PDF and cannot be downloaded or printed again afterwards. It includes the following information:

The facility logo and name, day, date, time, hour, username, and location name appear at the top of the report.

Session Summary includes: opening balance, then details of receipts showing total receipts by quantity and total, total unreceived by quantity and total, then details of products sold showing each product name, quantity sold, and total for each product.

Session Transaction Summary includes: total sales, total discounts, total returns, and net sales.

Tax Details include: net sales without tax, net returns without tax, tax on sales, tax on returns, and a table showing tax types used with the name of each tax, count, and total.

Final Summary includes: opening balance, total receipts, total refunds, and closing balance.

Important Reminder: If there are unsynced invoices, go to the Settings icon and click “Sync Data” to upload them to the accounting program and ensure complete integration.

Keywords for inquiry:
Through transaction settings in Point of Sale you can set the default payment method and choose the default customer