NakPOS is a comprehensive Point of Sale and Retail Management System designed for businesses that need to manage sales, inventory, purchasing, and financial operations across multiple stores and warehouses.

Requirement	Details
Browser	Chrome 90+, Firefox 90+, Safari 15+, Edge 90+
Screen Resolution	Minimum 1024×768 (1920×1080 recommended)
Internet	Required for full functionality; offline POS mode available
Printer (optional)	Standard printer for invoices; thermal printer (80mm) for POS receipts

After logging in, you land on the Dashboard — a summary of your business performance.

Section	Description
Today's Sales	Total revenue generated today
Total Orders	Number of transactions today
Active Customers	Customers who made purchases recently
Low Stock Items	Count of items below reorder levels
Sales Overview	Daily/weekly/monthly revenue chart
Top Selling Products	Best-performing items by quantity or revenue
Recent Transactions	Latest sales and invoices
Revenue by Category	Sales breakdown by product category
Store Performance	Comparison across store locations

The left sidebar is the primary navigation. It is organized into collapsible sections. Menu items are shown or hidden based on your role and permissions.

Section	Menu Items	Access
Main	Dashboard	All users
Sales	New Invoice, New Estimate, Invoices, Estimates, Credit Notes, Sales History, Cashier Sessions, Customers, Return Requests, Dispositions, Defect Reasons, Vendor Defects	Sales permissions
Catalog	Products, Services, Categories, Units of Measure, Bundles, Pricing Rules, Price Books	Admin / Manager
Inventory	Stock Levels, Stock Alerts, Stock Counts, Transfers, Transfer Requests, Warehouses, Stock Movements, Adjustment Reasons	Admin / Manager
Purchasing	Purchase Orders, Vendors	Admin / Manager
Reports	Overview, Sales, Profit, Tax, Cashier, Inventory Valuation, AI Analytics	Varies by report
Settings	General, Stores, Payment Methods, Payment Gateways, Tax Rates, Cash Registers, Users, Roles, Audit Logs, API Documentation	Admin only

On mobile devices (screens narrower than 992px), the sidebar collapses into a drawer that opens via the hamburger menu icon.

Element	Description
Page Title	Shows the current page name
Global Search	Search across products, customers, invoices, sales, and more
Notifications	Bell icon showing pending transfers and low stock item counts
POS Quick Access	Dropdown to jump directly into the POS for a specific store
User Menu	Your profile, activity log, and sign-out link

Access Global Search by clicking the search icon in the header or pressing Ctrl+K (Windows/Linux) or Cmd+K (Mac).

Search across: Products, Customers, Invoices, Sales, Returns, Purchase Orders, Transfers, Credit Notes, Vendors.

AI Search Toggle — Enable AI-powered search for natural language queries (e.g., "show me all sales above 50,000 from last week").

Shortcut	Action
Ctrl+K / Cmd+K	Open search
↑ / ↓	Navigate results
Enter	Open selected result
Esc	Close search

Before processing sales, you must open a cashier session (shift):

The POS screen is divided into two main areas:

Search by Name or SKU: Type in the search bar. Matching products appear in the grid. Click a product to add it to the cart.

Scan Barcode: Use a barcode scanner. The product is automatically found and added.

Browse by Category: Click a category tab to filter. Click "All" to show everything.

Adjust Quantity: Use the + / − buttons in the cart, or click the quantity number and type a specific amount.

Serialized Items: If a product has serial number tracking enabled, a modal will appear when you add it to the cart. Enter or scan each serial number — the count must match the quantity.

Unit Selection: If a product has multiple units of measure (e.g., "Piece", "Pack of 12", "Carton of 48"), a modal appears for you to choose the unit. The price and stock adjust automatically based on the conversion factor.

Item-Level Discount: Click the discount icon next to a cart item. Choose percentage or fixed amount, then enter the value.

Order-Level Discount: Click the Discount button in the cart footer.

After completing a sale:

Print Receipt	Print a standard receipt
Print Thermal	Print to a thermal receipt printer (80mm)
Email Receipt	Send the receipt to the customer's email
Share Link	Generate a public link to the receipt
New Sale	Skip receipt and start a new transaction

To pause a sale and serve another customer:

Closing a Session:

Cash Movements: During an active session, click the Session button and choose Cash In or Cash Out to record float additions, petty cash, bank deposits, or other movements.

If the internet connection is lost, the POS automatically switches to Offline Mode. Sales are recorded locally and automatically sync when connectivity is restored.

Initial Sync	Downloads a snapshot of all products, prices, customers, and tax rates
Delta Sync	Subsequent syncs only download changes since the last sync

Navigate to Sales > Transactions > Sales History.

Filter sales by: date range, store, warehouse, cashier, payment method, and status (completed, returned, partially returned).

Click any sale to view its details: sale information, customer, line items, payment summary, tax breakdown, and return history.

If share links are enabled in settings, open a sale and click Share Link to generate a secure, time-limited URL. The link expires after the configured period (default: 30 days) and does not require authentication to view.

Status	Description	Action
Pending	Return submitted, awaiting review	Manager reviews
Approved	Return approved for processing	Proceed to process
Rejected	Return denied	Reason provided
Processed	Refund issued and stock restored	Complete
Cancelled	Return cancelled	No further action

If AI is enabled, navigate to the Insights tab on the Returns page to see AI-generated analysis of return patterns, top returned products, return rate trends, and recommendations for reducing returns.

Status	Description
Draft	Editable; not yet sent
Sent	Delivered to customer
Partially Paid	Some payment received
Paid	Fully paid
Overdue	Past due date with balance
Cancelled	Voided

Recording Payments: Open an invoice, click Record Payment, enter amount, method, date, and reference. Partial payments are supported.

Print / PDF: Click Print for browser print dialog or Download PDF for a PDF file.

Email: Click Email to send a formatted email with PDF attachment.

Share Link: Generate a secure public URL for the customer to view without login (expires after configured period).

Credit notes record credits against invoices (e.g., partial returns, billing corrections).

Create: Navigate to Sales > Transactions > Credit Notes, click New Credit Note, select the original invoice, add items and amounts.

Apply to Invoice: Open the credit note, click Apply to Invoice, select the target invoice, and enter the amount.

Issue Refund: Open the credit note, click Issue Refund, select the method and amount.

Navigate to Sales > Transactions > Estimates and click New Estimate.

Select a customer, add line items, set the validity period, and save.

Status	Description
Draft	Not yet sent
Sent	Delivered to customer
Accepted	Customer accepted
Rejected	Customer declined
Converted	Converted to invoice or sale
Expired	Validity period passed

Convert to Invoice: Open an accepted estimate and click Convert to Invoice. A new invoice is created with the line items pre-filled.

Convert to Sale: Click Convert to Sale to go to the POS with items pre-loaded in the cart.

Duplicate: Click Duplicate on any estimate to create a copy with the same line items.

Navigate to Sales > Customers to view, search, and filter all customers.

Click New Customer to add a customer with: name, email, phone, address, customer group, and notes.

Customer Groups: Segment customers (e.g., "Wholesale", "VIP", "Corporate") for pricing via price books and for reporting.

POS Customer Search: In the POS, click the Customer button to search and assign a customer, or use Quick Add to create one on the spot.

Navigate to Catalog > Products.

When creating or editing an item, configure:

Section	Fields
Basic	Name, SKU, Barcode, Category, Description, Type (Product/Service)
Pricing	Cost Price, Selling Price, Minimum Price
Inventory	Track Inventory, Reorder Level, Reorder Quantity, Has Serial Numbers, Is Perishable
Additional	Units of Measure, Tax, Image, Active status

Categories: Support parent-child hierarchy. Import/export via CSV.

Units of Measure: Create unit categories (Weight, Volume, Count) and units with conversion factors (e.g., 1 Pack = 12 Pieces).

Barcodes: Enter manually, scan at POS, or auto-generate.

Price History: View all price changes on the item detail page with dates, old/new prices, and who changed them.

Bulk Edit: Select multiple items, click Bulk Edit, and apply changes to category, price, tax, or status.

Import (CSV): Click Import, download the template, fill in data, upload, preview, and confirm.

Export (CSV): Click Export to download all items.

Navigate to Catalog > Pricing > Price Books.

Price books define custom prices for specific products. They can be assigned to customers or customer groups with priority levels and date ranges.

Priority Order: Customer-specific → Customer group → Category discounts → General price books → Default price.

Bulk operations: Bulk Update, Adjust Prices (percentage/fixed increase or decrease), Import/Export via CSV.

Navigate to Catalog > Pricing > Pricing Rules.

Rule Type	Description	Example
Discount	Percentage or fixed amount off	"10% off all Electronics"
Markup	Increase price	"15% markup for express"
Fixed Price	Set a specific price	"All t-shirts at 2,000"
Buy X Get Y	Free/discounted items with purchase	"Buy 2 Get 1 Free"
Tiered Pricing	Price changes based on quantity	"1-10: 500, 11-50: 450"
Bundle Pricing	Special price for combinations	"Laptop + Case for 350,000"

Define conditions (item, cart, customer, time-based) and actions with priority levels and optional date ranges.

Navigate to Catalog > Bundles. Combine multiple products into a package with a special price.

When all items of a bundle are added to the cart at POS, the system automatically detects and applies the bundle price.

Navigate to Inventory > Stock Levels to view current inventory across stores and warehouses.

Filter by store, warehouse, category, stock status, or search by name/SKU.

Adjustments: Click Adjust Stock to increase or decrease quantity with a reason and notes. All adjustments are recorded in the audit trail.

Navigate to Inventory > Stock Alerts.

Alert Type	Trigger
Low Stock	Quantity falls below reorder level
Out of Stock	Quantity reaches zero
Expiring Soon	Perishable items nearing expiry

Alerts include email notifications, reorder suggestions, and links to create purchase orders.

Navigate to Inventory > Stock Counts. Create a count for a store/warehouse, enter the physical count for each item, and the system calculates the variance. Click Apply to adjust inventory to match.

Valuation Methods: FIFO (First In, First Out), LIFO (Last In, First Out), Weighted Average, FEFO (First Expired, First Out). Configured in Settings > Inventory.

Stock Movements: Navigate to Inventory > Stock Movements to see every stock change with date, item, quantity, type (sale, return, adjustment, transfer, receipt), source/destination, user, and reference.

Navigate to Inventory > Transfers and click New Transfer.

Select source and destination store/warehouse, add items with quantities, and submit.

Status	Description
Pending	Awaiting approval
Approved	Ready to ship
In Transit	Items shipped
Completed	Items received at destination
Rejected	Transfer denied

Navigate to Inventory > Transfer Requests and click New Request. The source location reviews and can fully approve, partially approve, or reject the request. Approved requests automatically create a transfer.

Vendors: Navigate to Purchasing > Vendors to manage suppliers with company details, payment terms, and notes.

Purchase Orders: Create POs with vendor, destination warehouse, items, quantities, and cost prices. POs follow a workflow: Draft → Pending Approval → Approved → Partially Received → Received.

Goods Receipt: When goods arrive, open the PO and click Receive Goods. Enter quantities received, serial numbers for serialized items, and note any discrepancies. Partial receiving across multiple batches is supported.

Vendor Defect Tracking: Navigate to Sales > Returns > Vendor Defects to record defect incidents with affected items, reasons, photos, and track vendor defect rates.

Auto-Reorder: When enabled in settings, the system automatically generates suggested POs when items drop below their reorder level.

Navigate to Sales > Returns > Dispositions. Dispositions track the lifecycle of defective, damaged, or non-sellable items.

Type	Description
RMA	Return to vendor for replacement or credit
Repair	Item to be repaired and returned to stock
Insurance	Insurance claim for damaged goods
Write-Off	Remove from inventory as a loss
Disposal	Physically dispose of the item
Donation	Donate the item to charity

Each type has its own processing workflow. You can attach photos and documents for documentation.

Stores: Navigate to Settings > Stores. Each store has its own name, address, contact details, default warehouse, and tax configuration.

Warehouses: Navigate to Inventory > Warehouses. Types include: Sales Floor, Back Room, Cold Storage, Receiving, Transit, Quarantine, Defective, and Other. Mark warehouses as "sellable" to allow POS sales from them.

Warehouse-Store Access: Control which stores can access inventory from a shared warehouse by toggling access in the warehouse settings.

Default Warehouse: Each store has a default warehouse for POS transactions. Stock is deducted from this warehouse during sales.

Report	Key Metrics	Access
Sales Report	Revenue, transactions, averages, top products, category/store/payment breakdown	All managers
Profit Report	Gross profit, margins, profit by product/category, cost analysis	Admin / Manager
Tax Report	Total tax collected, breakdown by rate/store/period	Admin / Manager
Cashier Report	Session summaries, sales per cashier, cash discrepancies, payment breakdown	All managers
Product Analytics	Top sellers, slow movers, dead stock, performance trends	Admin / Manager
Customer Analytics	Top customers, retention, segments, new vs. returning	Admin / Manager
Inventory Valuation	Stock levels, movement history, total value by valuation method	Admin / Manager
AI Analytics	Natural language business questions with AI-generated insights	AI permission

All reports support date range filtering, store/warehouse selection, and export options.

Daily Reports: Generate on demand from Reports > Overview, or configure automated daily/weekly/monthly delivery.

Scheduled Reports: Set up in Settings > Automation > Schedules with recipients, delivery time, and report type. Reports are automatically generated and emailed on schedule.

NakPOS provides a RESTful API (v1) for integrations and the offline POS client.

Base URL	https://your-domain.com/api/v1
Authentication	Bearer token (Laravel Sanctum)
Format	JSON request and response bodies

Key endpoint categories: POS, Items, Categories, Customers, Sales, Returns, Sessions, Price Books, Pricing Rules, Bundles, Stores, Payment Methods, Integrations, Offline Sync, AI.

Integration Endpoints

Area	Endpoints
Sales Pull (App User)	GET /integration/sales, GET /integration/sales/{sale}
Application Users (Admin)	GET/POST /integrations/application-users, PUT/DELETE /integrations/application-users/{user}
Token Management (Admin)	GET/POST /integrations/application-users/{user}/tokens, DELETE /integrations/application-users/{user}/tokens/{tokenId}
Webhook Subscriptions (Admin)	GET /integrations/webhooks/subscriptions, PUT /integrations/webhooks/subscriptions/{store}, POST /integrations/webhooks/subscriptions/{store}/rotate-secret, POST /integrations/webhooks/subscriptions/{store}/toggle
Replay/Backfill (Admin)	POST /integrations/webhooks/replays, GET /integrations/webhooks/replays/{webhookReplay}

Sales Pull Security: requires auth:sanctum, api.application, permission:sales.view, and token ability sales:read.

Application User Rule: application users cannot authenticate via /auth/login; they must use admin-issued tokens.

Category	Rate Limit
Authentication	5 requests/minute
Standard API	60 requests/minute
POS Price Lookup	120 requests/minute
Bulk Operations	10 requests/minute
Offline Sync Upload	10 requests/minute

Issue	Solution
Cannot log in	Verify email/password, check account is active, sync authenticator app time, wait for rate limit to reset
POS not loading products	Ensure active session, products are active with stock, you have pos.access permission, clear browser cache
Cannot apply discount	Check your discount limit, request manager approval for larger discounts
Receipt not printing	Check printer connection, verify paper size (80mm for thermal), check browser popup blocker
Stock levels incorrect	Run a stock count, check movement audit trail, verify pending transfers and goods receipts
Invoice email not sending	Check SMTP settings, use Test button, check Email Logs, verify customer has valid email
Offline mode not working	Complete initial sync while online, check browser local storage support
AI not responding	Verify AI is enabled, API key is valid with sufficient credits, check rate limits