Management System
POS🏠 Dashboard
📈 Sales — Last 7 Days
⚠️ Low Stock Alerts
🧾 Recent Sales
🔔 Needs Attention
🛒 Point of Sale (Scanner Ready)
Current Bill
Total: Ksh 0.00
Account Security
Update your system password securely below.
Add Product Manually
Bulk Import via Excel
Upload an Excel file to add or update stock. Ensure columns match the downloaded template exactly.
| ID | Name | Category_ID | Subcategory_ID | Buying_Price | Price | Reorder_Level | Stock_Qty | Barcode |
|---|
Product Inventory
| Name, Cat & Code | Buy / Sell | Stock | Action |
|---|
Add Customer
Directory & Debt Ledger
| Details | Debt Ledger Activity | Action |
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Add Supplier
Supplier Directory & Payables Ledger
| Company / Contact | Invoice Activity Ledger | Action |
|---|
Receive Stock & Purchase Invoice
Record One-Time Expense
Issue Inter-Company Advance
Money lent to another company under common ownership, to be refunded later. The amount (plus any transfer charge) is deducted immediately from the account you send it from - the transfer charge itself is not expected back, and is tracked separately as an absorbed cost.
Director's Petty Cash Injection
Internal Fund Transfers
Bank is your one main pool — every sale and payment, regardless of method (cash, M-Pesa, bank transfer, cleared cheque), lands here. Use this form to move money into the Petty Cash drawer for small cash payments. Backdate the transfer date below if you're recording one that actually happened a few days ago, so the account stays accurate.
Setup Recurring Expense
Auto-reminds you when monthly expenses (e.g. Rent) are due.
Pending Inter-Company Refunds
Only advances still awaiting refund are listed here. Once cleared, an advance drops off this list — the full history (cleared and pending) is always available under Reports.
| Date | Company | Type | Reason | Amount | Action |
|---|
Recurring Schedule & Reminders
| Description | Amount | Due Date | Status / Action |
|---|
Full Expense History Log
| Date | Category | Description | Method/Ref | Amount | Action |
|---|
Register Fixed Asset
Fixed Asset Registry
| Asset Name | Bought | Cost | Depr. Rate | Net Book Value | Action |
|---|
Pending Cheques Clearance
Cheques received for sales that are awaiting bank clearance.
| Date Received | Cheque No. | Amount | Cashier | Action |
|---|
Revenue
0.00Expenses
0.00Net Income
0.00Filters:
Sales Trend
Expense Distribution
Revenue by Cashier
Petty Cash Ledger
Petty Cash only moves via a transfer from/to Bank, or a petty-cash expense — it's a small drawer facilitated from the main Bank pool.
Current Petty Cash Balance: Ksh 0.00
⬆️ Import Petty Cash Ledger (Excel)
Upload the ledger workbook (.xlsx, .xls or .xlsb) with Date / Name / Debit / Credit columns. Debit rows become Bank → Petty Cash transfers; Credit rows become petty cash expenses. You get a preview before anything is saved.
⬆️ Import Petty Cash Statement (Date / Description / Amount)
Paste the statement below (or choose an .xlsx / .csv). Each line can be booked as a plain expense, as a payment against a supplier's outstanding balance, or as a recurring bill such as salary. You see a preview first; nothing is saved or deleted until you confirm, and re-uploading the same statement skips rows already booked.
⚖️ Balance to the statement (one-time transaction charges)
M-Pesa fees aren't on the statement, so the system will sit above it by the total fees. Enter the statement's closing balance and press Check; if the system is higher, one lump-sum "Transaction Charges" expense closes the gap.
| Date | Description / Director | Type (In/Out) | Money In (Ksh) | Money Out (Ksh) | Balance |
|---|
Bank / Till Ledger
Current Bank Balance: Ksh 0.00
Bank is your single main pool — cash, M-Pesa/Paybill, bank transfer and cheque sales all land here. Any transfer out to Petty Cash (plus its transaction charge) is deducted here.
| Date | Description | Type (In/Out) | Money In (Ksh) | Money Out (Ksh) | Balance |
|---|
Inter-Company Advances & Refunds
Grouped by recipient company for the selected date range (filtered by issue date). These are loans between companies under common ownership — "Outstanding" is the total still awaiting refund. "Charges Absorbed" are transfer/M-Pesa fees that are never reimbursed and are recognized as a cost here rather than just quietly reducing cash.
Total Awaiting Refund: Ksh 0.00
Print Company Statement
Pick a company/recipient and print their advance history — choose Pending Only, Cleared Only, or All, and optionally narrow by issue date or by the date each advance was actually paid.
| Company / Recipient | Type | # Advances | Total Issued | Charges Absorbed (Not Reimbursed) | Written Off | Total Refunded | Outstanding | Status |
|---|
Full Advance History (Every Transaction)
Every advance ever issued, cleared or not, for the selected date range — this is where cleared advances remain visible once they've dropped off the working "Pending Inter-Company Refunds" list.
| Date | Company / Recipient | Type | Reason | Amount | Charge | Source | Status | Action |
|---|
Transaction Charges (Inter-Company)
Transfer/M-Pesa charges incurred when issuing inter-company advances, for the selected date range (filtered by issue date). These are absorbed as a cost and never reimbursed - kept here as its own short list instead of buried inside the full advances history.
Total Charges Absorbed: Ksh 0.00
| Date | Company / Recipient | Type | Reason | Source | Advance Amount | Charge |
|---|
Income Statement
Value Added Tax (VAT) Summary
| VAT Description | Amount (Ksh) |
|---|
Balance Sheet
Cash Flow
Inventory Valuation
| Product Name | Qty in Stock | Avg Buy Price | Total Value |
|---|
Cashier / Staff Shift Summary
| Staff Name | Total Sales | Cash Handled | Discounts Given | Txn Count |
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Sales by Category
Transaction Log
| Time | Processed By | Method / Ref | Total | Action |
|---|
Detailed Items Sold Report
⬆️ Import Sales (Excel)
Upload the Sales Import Template, or this report's own Excel export. Item names must match your products exactly. Invoices already in the system are skipped, so re-uploading is safe.
| Date Sold | Invoice # | Item Name | Item Price (Cost) | Sold At (Price) | Qty Sold | Discount | VAT Charges | Total Sales | Profit | Stock Left | Remaining Value |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Select a date range to generate report. | |||||||||||
Purchases & Invoice Tracking
| Date & Inv # | Supplier | Received By | Financials (Ksh) | Status | Action |
|---|
Accounts Receivable (Debtors)
| Customer Name | Debt Owed to Us (Ksh) |
|---|
Accounts Payable (Creditors)
| Supplier Name | Debt We Owe (Ksh) |
|---|
Variance Analysis
Stock Adjustments Log
| Date | Product | Adjusted By | Old Qty | New Qty | Variance | Reason |
|---|
Customer Audit Trail
| Date & Time | Customer | Activity Type | Method / Ref | Performed By | Amount (Ksh) |
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Supplier Audit Trail
| Date & Time | Supplier | Activity Type | Method / Ref | Performed By | Amount (Ksh) |
|---|
System Audit Log — Who Changed or Deleted What
Filtered by the date range above (defaults to Year to Date), plus user/action. Showing up to the most recent 3,000 matching changes. This log cannot be edited or deleted from within the app.
| Date & Time | User | Action | Record Type | Details |
|---|
Add User
System Users
| Name | Username | Role | Action |
|---|