Everything you need to know about using OutletSync — from your first sale to managing multiple locations.
Business & Users
5 articles
Contacts
6 articles
Products & Stock
9 articles
Purchases
5 articles
Point of Sale
8 articles
Sales & Invoicing
5 articles
Expenses & Tax
5 articles
Reports
8 articles
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Business & Users
Set up your business, locations, user accounts, and roles. Everything starts here.
Click Register Business on the welcome page and complete the three-step wizard.
Enter your Business Name, Start Date, and select the appropriate Currency and Time Zone.
Provide your Tax Name and Tax Number (e.g., VAT, GST). These fields are optional.
Create your admin user — enter full name, email, username and password. These credentials will be used to log in.
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Each business registered has completely separate inventory, accounts, and reports. There is no limit on the number of businesses you can register.
Locations represent branches, warehouses, or storefronts. Each has its own stock levels, invoice schemes, and payment methods.
Go to Settings › Business Locations › Add Location
Enter the location name, address, and contact details.
Assign applicable payment methods to the location.
Set a custom invoice layout and invoice scheme per location if required.
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Stock, purchases, and sales are tracked independently per location. Users can be restricted to specific locations.
Setting
Description
Financial Year
Set the start month of your financial year (e.g., January or April).
Default Sale Discount
Applied automatically to all POS and Add Sale screens.
Allow Overselling
Enable selling products even when stock is zero.
Product Duplicate Behaviour
"Add in new row" or "Increase quantity if exists" when the same product is scanned twice.
Price Rounding
Set how product prices are rounded at the point of sale.
Transaction Edit Period
Number of days within which past transactions can be edited.
Table Entries
Default number of rows shown in all data tables.
Modules On/Off
Enable or disable Purchase, POS, Stock Transfer, Expenses from Settings › Business Settings › Modules.
Go to Settings › Users › Add User
Enter the user's full name, email address, and username.
Assign a Role to the user (e.g., Cashier, Manager, Admin).
Assign the user to one or more business locations.
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If a user is assigned to multiple locations, they will be prompted to select a location when opening the cash register.
Roles define what a user can see and do. Go to Settings › Roles › Add Role, select the permissions needed, then assign the role when creating a user.Commission Agents let you track staff sales commissions.
Enable from Settings › Business Settings, then mark users as commission agents.
Assign a commission agent to a transaction at the point of sale.
View earnings in Reports › Sales Representative Report.
Two calculation types: Invoice Value or Payment Received.
Contacts
Manage customers and suppliers, track balances, loyalty points, and payment history.
Go to Contacts › Customers (or Suppliers) and click Add.
Fill in name, email, phone number, and address.
For customers, optionally assign a Customer Group for group-based pricing.
Set a credit limit if you offer credit sales.
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You can also add a customer directly from the POS screen by clicking the + button next to the customer field. A contact can be both a customer and a supplier at the same time.
The ledger shows the complete transaction history for any contact — all purchases, sales, payments, and outstanding balances.
Go to Contacts › [select contact] › View Ledger
Positive due amount: money owed by the contact to you.
Negative due amount: money owed by you to the contact.
Filter by date range to analyse payment behaviour over a period.
If a contact had an existing balance before you started using OutletSync, record it as an opening balance.
Go to Contacts › [select contact] › Add Opening Balance
Enter the amount and the date of the opening balance.
The balance appears in the ledger and affects total due calculations.
Customers and suppliers can make advance payments that are applied against future invoices.
Go to Contacts › [select contact] › Add Advance Payment
The advance balance is shown in the contact's profile and ledger.
When recording a new sale or purchase, the system shows available advance and lets you apply it.
Customer Groups let you apply specific pricing or terms to a group of customers at once.
Go to Contacts › Customer Groups › Add Group
Assign customers to the group from their contact profile.
Link a Selling Price Group to automatically apply different pricing.
Loyalty Cards let customers earn and redeem points.
Enable from Settings › Business Settings › Loyalty Points
Set the earning rate (points per ₦1 spent) and the redemption rate.
Cashier applies loyalty points as a discount at checkout.
Go to Contacts › Import Contacts. Download the template, fill in contact data, and upload.
Export contacts as CSV from Contacts › List Contacts › Export.
Products & Stock
Add and manage products, categories, pricing, stock levels, adjustments, and transfers.
Go to Products › Add Product
Enter Product Name, Category, Sub-category, Brand, and Unit.
Enter a unique SKU or scan an existing barcode.
Set the Selling Price and Purchase Price.
Enable or disable Manage Stock. For services, disable it — they can be sold in unlimited quantities.
Set the Alert Quantity — alerts fire when stock reaches this level or below.
Mark as Not for Selling if the product is a raw material or ingredient.
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If the product already has a printed barcode on its packaging, enter that number in the SKU field. The app uses it to identify the product during POS scanning without needing a new label.
Type
Description
Single
Standard product with one SKU and price.
Variable
Multiple variations (e.g., size, colour). Each variation has its own SKU, price and stock.
Combo/Bundle
Made up of other products. Selling it reduces stock of all component items.
Service
Intangible item (repair, consultation). No stock management.
Price groups let you sell the same product at different prices for different customers (e.g., wholesale vs retail) or at different locations.
Go to Products › Selling Price Groups › Add Group
Name the group (e.g., Wholesale, Retail, Export).
When adding or editing a product, set a price for each group.
Assign a price group to a customer — their invoices automatically use that price.
A price group can also be set per location.
Categories organise your product list and enable category-level reporting and discounts.
Products › Categories › Add Category — sub-categories are supported.
Reports can be filtered and grouped by category.
Units define how a product is measured (e.g., Kg, Pieces, Box, Litres).
Products › Units › Add Unit
A product can have a base unit and a secondary unit with a conversion ratio. Example: purchase in Box (12 pieces), sell in Pieces.
Operation
How To
Import
Products › Import Products — download the Excel template, fill in product data, upload.
Export
Products › List Products › Export — downloads as CSV or Excel.
Bulk Edit
Select multiple products from the list and edit shared fields simultaneously.
Bulk Price Update
Update prices for multiple products at once without editing each individually.
Bulk Delete
Select products from the list and delete multiple at once.
Go to Stock Transfers › Add Transfer
Select the Source Location (sending) and Destination Location (receiving).
Add products and quantities to transfer.
Set status to Completed to update stock immediately, or In Transit if stock has not yet arrived.
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Stock in transit is not counted in the destination's available stock until the transfer is marked Completed.
Use stock adjustments to manually correct quantities after a stock take, or to write off damaged or lost goods.
Go to Stock Adjustments › Add
Select the product and location.
Enter the adjusted quantity (positive to add, negative to reduce).
Select Adjustment Type: Normal (routine correction) or Abnormal (damaged, lost, theft).
Add a note explaining the reason.
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Abnormal adjustments are recorded as a loss in your Profit & Loss report.
Record initial stock quantities when you first set up OutletSync or add a new product with existing inventory.
Go to Products › Opening Stock › Add
Select the product, location, quantity, and purchase price.
Opening stock affects your stock value reports from the date entered.
Barcode Labels: Go to Products › List Products, select products, click Print Labels. Labels display name, SKU, and price.Product Expiry: Enable expiry tracking on the product. Enter expiry dates when adding purchases. Alerts fire for expiring stock.Warranty: Go to Products › Warranty, create warranty types and attach them to products. They appear on the invoice.Rack/Row/Position: Go to Products › Rack, Row & Position to assign physical storage locations per product. Appears in stock reports.
Purchases
Record stock received from suppliers, manage payments, returns, and orders.
Go to Purchases › Add Purchase
Select the Supplier and business Location receiving the stock.
Add products — search or scan, enter quantity and purchase price.
Set Purchase Status: Received (stock added now) or Ordered (pending delivery).
Set Payment Status: Paid, Due, or Partial. Enter payment details if paying now.
Save — stock updates automatically based on status.
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If a supplier gives you free bonus items, use the "Adding Bonus or Free Items" option. This records the extra stock without affecting your purchase cost.
Go to Purchases › List Purchases and click Pay on any due invoice.
Select the payment method (cash, bank transfer, cheque, etc.).
Partial payments are supported — pay any amount and the remainder stays as due.
View all payment history for a purchase from the purchase detail screen.
Go to Purchases › List Purchases and click Return on the relevant purchase.
Select the items and quantities being returned.
Stock levels are automatically reduced and a debit note is generated.
You can also add a return from the supplier's contact page without selecting a specific invoice.
Purchase Orders track stock ordered before it arrives.
Go to Purchases › Purchase Order › Add. Fill in supplier, products, and quantities.
When stock is received, convert the order to a received purchase.
Purchase Requisitions allow staff to request stock before a formal order is raised.
Staff submit a requisition for required products and quantities.
Admin or manager approves and converts it into a Purchase Order.
View and print a purchase invoice from Purchases › List Purchases › View.
Upload and attach documents (e.g., supplier invoice PDFs) to a purchase record.
Custom fields can be added to purchases from Settings › Purchase Custom Fields.
Point of Sale
Fast counter transactions, cash register management, receipts, and payment processing.
Go to POS › Open Register
If assigned to multiple locations, select the location.
Enter the opening cash amount.
Click Open. You are now ready to make sales.
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Every sale is logged against the open register. View the current register balance from the Register Details button in the POS screen.
Select the customer — "Walk-In Customer" is the default. Search by name, phone, or customer ID, or add a new one with the + button.
Add products by typing the name or scanning the barcode. If multiple matches appear, select from the dropdown.
Click a product name in the cart to modify its price, quantity, tax, or line discount.
Apply an order-level discount or coupon if applicable.
Select the payment method(s) — split payments across multiple methods are supported.
Click Finalise Sale. Receipt is generated and stock updates automatically.
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To record sales for a past date, enable "Enable transaction date on POS screen" from Business Settings › POS Tab.
Type
Description
Final
Completed. Stock deducted, invoice generated.
Draft
Saved for later. No stock impact.
Quotation
Price estimate only. No stock impact. Can be converted to a sale.
Suspended
Paused mid-sale to serve another customer. Resume later.
Credit Sale
Completed without full payment. Outstanding amount tracked against the customer.
Enable or disable payment methods per location at Settings › Business Locations › Edit › Payment Methods
Accepted methods: Cash, Card, Bank Transfer, Cheque, Mobile Money, and custom methods.
Split payment: Apply multiple payment methods to a single transaction.
Link payment methods to payment accounts so money flows to the correct bank account automatically.
Set a default payment account per method at Settings › Payment Accounts
Click the red Close Register button in the POS screen.
Enter total cash counted, card slips, cheques, and other amounts.
If Cash Denominations are enabled, enter the count of each note and coin denomination — the total is calculated automatically.
View all past registers at Reports › Register Report.
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Enable Cash Denominations from Settings › Payment. Select which screens (POS, Sales) should show the denomination entry.
Line discount: Click a product in the cart and enter a discount amount or percentage.
Order discount: Enter a discount at the bottom of the cart before finalising.
Category/brand discounts: Set automatic discounts for specific categories or brands from Settings.
Coupons: Create and apply coupon codes for promotional discounts.
Default discount: Set from Business Settings › Sale — applies automatically to every transaction.
Print to a thermal printer (ESC/POS compatible) or standard A4 printer from the sale confirmation screen.
Email the invoice directly to the customer after a sale.
Enable "Show total balance due" to display the customer's cumulative outstanding amount on the invoice.
The total sale amount can optionally be displayed in words on the invoice.
Each location can have a different invoice scheme (numbering format) and layout.
Proforma Invoice: A preliminary bill before goods are delivered. Select Proforma Invoice instead of Final Sale on the POS screen. No stock deducted, no payment recorded. Convert to a final sale when confirmed.Express Checkout: For quick transactions — scan products rapidly, click Express Checkout to accept the default payment with minimal clicks. Enable from Business Settings › POS Tab.Customer Display Screen: Open in a second browser window or monitor. It updates live as items are scanned, showing the cart and total to the customer.
Sales & Invoicing
View, edit, return, and collect payment on sales. Customise your invoices and invoice numbering.
Go to Sales › List Sales to view all completed transactions.
Filter by date range, location, customer, payment status, or sale type.
From the list you can view, edit (within the edit period), print, email, or delete a sale.
Print a Delivery Slip directly from the list sales screen.
From Sales › List Sales, click Pay on any sale with a due balance.
Select the payment method and enter the amount.
Partial payments are fully supported — remaining balance stays as due.
All payments are recorded in the customer's ledger.
Go to Sales › List Sales and find the original invoice.
Click Return.
Select the items and quantities being returned.
Stock is automatically added back and a credit note is generated.
The returned amount can be refunded or kept as a credit for future purchases.
Invoice Layout — go to Settings › Invoice Layout › Add/Edit.
Add your business logo, header, and footer text.
Choose which fields to display: description, warranty, lot number, expiry, balance due, amount in words.
Set whether prices show inclusive or exclusive of tax.
Each location can have its own layout.
Invoice Scheme — go to Settings › Invoice Scheme › Add Scheme.
Set a prefix (e.g., INV-, OS-), start number, and year-reset option.
Assign different schemes to different locations.
Add a shipment to a sale from the sale detail screen.
Track the shipment status and upload delivery documents.
Filter shipments by status from the shipments list.
Expenses & Tax
Track business expenses by category and location, and configure tax rates for your invoices.
Go to Expenses › Add Expense
Select the Expense Category (e.g., Rent, Utilities, Salary).
Select the Business Location the expense belongs to.
Enter the amount, date, and any relevant notes.
Optionally link the expense to a staff member, customer, or supplier.
Select the payment method used.
Categories: Go to Expenses › Expense Categories › Add Category. Sub-categories are supported for more granular tracking.Refunds: Go to Expenses › List Expenses › Refund. Enter the refund amount — the net expense updates in your reports automatically.
Go to Settings › Tax Rates › Add Tax Rate. Enter a name (e.g., VAT 7.5%) and percentage. A 0% rate is labelled "Exempt" on invoices.Tax Groups combine multiple rates into one (e.g., CGST 9% + SGST 9%). Go to Settings › Tax Rates › Tax Groups › Add Group.Assign a tax rate or group to a product when adding or editing it. To show prices including tax on the POS screen, enable it from Business Settings › Tax.
Method
When To Use
Inline Tax
Tax is calculated per line item. Use when different products have different tax rates.
Invoice Tax
Tax is applied at invoice level across all items. Simpler for businesses with a single rate.
Go to Reports › Tax Report
View input tax (from purchases) and output tax (from sales) for any period.
Filter by tax type, date range, and location.
Use this to calculate your tax liability for filing.
Reports
A complete overview of every aspect of your business. Access all reports from the Reports menu.
Displays total purchases and total sales side by side.
Shows totals including tax and any outstanding due amounts for both.
Filter by date range and business location.
A complete income statement showing gross profit, expenses, and net profit.
Shows: Total Sales, Cost of Goods Sold (COGS), Gross Profit, Total Expenses, Net Profit.
Breakdown by category, brand, date, or invoice.
Gross Profit = Sales minus Purchase Cost. Net Profit deducts expenses further.
Displays current stock on hand for all products across all locations.
Filter by location, category, or brand.
Toggle between stock value at purchase price and at selling price.
Use the product's Stock History to see all purchases, sales, adjustments and transfers that have affected its quantity over time.
View all cash register sessions with open/close times, cashier name, and totals.
Filter by user, location, and status (Open or Closed).
Each entry shows sales totals, expenses, and closing balances by payment method.
Cash denomination counts (if used) are visible in each register detail.
Shows sales performance per commission agent or sales representative.
Filter by user, date range, and location.
Shows total sales value and commission earned.
Commission calculated based on Invoice Value or Payment Received.
Go to Reports › Expense Report
Filter by business location, category, date range, or staff member.
Shows total expenses broken down by category and location.
Expenses appear in the Profit & Loss report, reducing gross profit.
Trending Products Report: Shows best-selling and most purchased products over a selected period. Use to identify fast-moving items and optimise restocking.Contact Report (Customers & Suppliers): Shows all contacts with total purchase/sale values and due amounts. Positive due = contact owes you. Negative due = you owe the contact.Product Sell Report (Grouped): Go to Reports › Product Sell Report › Grouped tab. All sales of a single product on the same day appear in one row, grouped by date and product name.
A complete audit trail of all actions performed in the system — visible to admins only.
Go to Reports › Activity Log
Tracks: sales, purchases, stock adjustments, transfers, expenses, user logins and logouts, contact changes, and more.
Use this to investigate discrepancies or audit user activity.
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