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.

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

Dashboard v2: An alternative role-based dashboard is available at Dashboard > V2. It automatically adapts to your role:

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.

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

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").

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:

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.

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.

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.

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.

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.

Open any customer record to access their full history:

Customer Group Pricing: Assigning a customer to a group (e.g., "Wholesale") automatically applies any price books or pricing rules targeting that group during POS checkout and invoicing.

Navigate to Catalog > Products.

When creating or editing an item, configure:

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.

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.

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

Navigate to Inventory > Stock Counts to perform physical inventory verification.

Workflow:

Additional actions: Print the stock count report or Export to CSV. Counts can be cancelled while still in progress.

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.

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 (GRN): When goods arrive, open the PO and click Receive Goods. A unique GRN (Goods Receipt Note) number is auto-generated for each receipt.

Partial receiving across multiple batches is supported. View and print GRN reports from the receipt detail page.

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.

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

Approval Workflow:

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.

Navigate to Reports in the sidebar. All reports support date range filtering, store/warehouse selection, and CSV export.

Navigate to Inventory > Reports for inventory-specific analytics.

Daily Reports: Generate on demand from Reports > Overview, or configure automated delivery.

Scheduled Reports: Navigate to Settings > Automation > Schedules to configure:

Use the Run Now button to trigger a schedule manually. View all previously generated reports at Settings > Automation > Reports.

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

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

Integration Endpoints

Integration Security: consumer endpoints require auth:sanctum, api.application, token ability integration:read, and route-level read/report permissions.

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