How to use every part of PosEx

After login you land on the dashboard: a grid of modules (POS, Products, Customers, and so on). Tap a tile to open that feature. Today’s sales can appear as a banner at the top when you have permission to view sales.

Header & menu

• Branch selector — switch the active branch. Always confirm this before selling.
• Sync dots / status — shows live connection and pending uploads.
• Notification bell — sales, refunds, and other events you enabled.
• Menu (☰) — Business & Branch, Staff, Subscription, Settings, Customer Display, Printer Settings, Offline DB, Refresh & Clear, Help, Logout.

Tiles you do not have permission for may be hidden. Meta Lab and Face Clock appear only for platform administrators.

POS is the selling screen. It works offline. Sales save on the device and upload when the internet returns.

Sell a bill

1. Scan a barcode, or type a name / item code in search.
2. Tap a product to add it. Change quantity, unit, or line discount on the cart row.
3. Optionally attach a customer (needed for credit sales).
4. Choose a payment method — cash, card, transfer, wallet, or split / mixed payments if enabled.
5. Complete the sale. Print the receipt and/or share on WhatsApp or WhatsApp Business.

Hold & recall

Use Hold to park the current cart (customer still deciding, or another customer in line). Open Held bills to recall it. Do not clear the device if held bills are still open.

Refunds

Open the original bill from POS history or the Bills tile. Refund requires permission. Stock returns according to your settings.

Exchange & tokens

From bill details, generate an exchange token for returned goods. The token can be printed (including QR). Later, scan the token in POS to add the return value to a new cart. Cancelled tokens cannot be reused.

Credit sales

Attach a customer with a credit account, then complete as credit. Collect later from Customers → account history. Credit limits are enforced when set.

Cashier, timeclock, drawer

• On a shared counter, use cashier login so sold-by reports stay accurate.
• Staff can clock in/out from the POS timeclock panel.
• Open cash drawer from POS or after a cash sale if a kick command is configured on the printer.

Keyboard & custom buttons

On desktop, payment keys and F3 (held bills) speed checkout. Owners can add custom POS buttons in Settings and map keyboard shortcuts. Long-press a payment method can skip printing if you enabled that behaviour.

Customer display from POS

Keep POS discoverable and pair a second screen so the customer sees line items and totals while you sell.

The Products tile is your catalogue and stock book for the current branch.

Add or edit a product

1. Open Products → Add (or tap an item to edit).
2. Set name, barcode / item code, selling price, cost, unit, brand, category, and variant.
3. Add images for POS and shopfront. Optional: AI photo extract fills name and details from a camera shot when AI is configured.
4. Save. The item is available on this device immediately and syncs to other registers.

Stock

• Sales reduce stock; supplier bills increase it.
• Stock adjustment corrects counts (damage, recount, theft) with a reason — permission required.
• Low stock highlights items at or below the reorder level.
• Movement history shows how quantity changed.

Search, filters, bulk edit

Find by name, barcode, brand, or category. Select multiple items to bulk-edit prices or fields. Favourites can be pinned for faster POS picking.

Store walk-in and credit customers in one list.

1. Add a customer with name and phone (phone is used for WhatsApp bills).
2. Set a credit limit if they buy on account.
3. At POS, attach the customer before checkout.
4. Open the customer → account history to see credit bills and record payments.

You can jump to a customer account from POS (More) when a bill is tied to that customer.

1. Create the supplier (name, phone, account details).
2. Create a goods-received / purchase bill and add the products and quantities.
3. Optional: photograph the paper invoice and attach it.
4. Save — stock increases and cost can update from the bill.
5. Track what you still owe (payables) from the same supplier record.

Accounts is the business money book: cash on hand, bank accounts, and cheques — in LKR.

• Record in, out, and transfer between accounts.
• Use Sri Lankan bank presets when you add a bank account.
• Attach a photo of a slip or cheque if you need proof.
• Keep cash sales and the cash registry in agreement with the cash account.

Pick a date range (day, week, month, or custom). Compare with the previous period when trend mode is on. Each block can be hidden by permission.

• Sales — totals, bill count, drill into bills.
• Gross & net profit — after cost and expenses (as permitted).
• Stock & categories — what moved and which lines sell.
• Tax & discounts — given away at the till.
• Payment modes — cash vs card vs transfer vs wallets.
• Sold by — cashier / staff performance.
• Customers, receipts, exchanges, average sale — as enabled for your role.

Refunded and void bills are excluded from headline totals so profit is not double-counted.

1. Open the register with opening float and optional note breakdown (5000, 1000, 100…).
2. Sell as normal. Cash sales count toward expected drawer cash.
3. Cash in / cash out for petty cash or bank drops, with a reason.
4. Close by counting actual cash. PosEx shows expected vs actual and the difference.
5. Open history to reprint or inspect a past session, including linked sales and expenses.

Record rent, transport, packing, and other shop costs so net profit is real.

1. Add amount, category or reason, date, and notes.
2. Attach a photo of the receipt when you have one.
3. Filter the list by date. Linked register expenses appear in cash-up as well.

Every completed sale has a bill. Search by bill number, date, or customer.

• Reprint thermal or A4, or WhatsApp the bill again.
• Refund or start an exchange from bill details (permission required).
• In POS search, type # plus the bill code, scan a bill barcode, or use a posex.lk/b/… link to reopen it.

1. Open Barcode Print V3 from the dashboard.
2. Select products (or print from a product screen).
3. Choose a template: size, name, price, barcode or QR, darkness.
4. Send to a USB, network, or remote ZPL / label printer. Batch history keeps a record of jobs.

Print on pre-printed Sri Lankan bank cheques. Visitors can use this tool without logging in.

1. Open Cheque Printing from the dashboard or the free-tools area on the homepage.
2. Select the bank template (sizes are in millimetres).
3. Enter payee, amount (figures and words), and date. Add batch rows if you print several cheques.
4. Use nudge / offset if your printer feeds slightly off. Print a PDF alignment guide first if needed.

Print courier and delivery labels. Works as a public tool and stores recent labels in this browser.

1. Enter or pick a customer address.
2. Print the packaging label on your usual printer.
3. Repeat for the next parcel — no POS login required for the standalone tool.

1. Enable products you want online and add store photos (camera or background-removed image).
2. Set delivery options (pickup, standard, express, island-wide) and charges.
3. Set payment options: cash on delivery, bank transfer, card, Frimi, eZ Cash, pay in store.
4. When an order arrives, confirm, complete, or cancel. Message the customer on WhatsApp from the order.

The Employees tile opens a hub of HR tools:

• Employees — profiles, photos, roles.
• Add employee — new staff record.
• Print ID card — printable staff IDs for Scan ID.
• Scan ID — camera clock in/out (see below).
• Timecards — hours worked.
• Attendance — presence report (printable).
• Manual entry — correct a missed punch.
• Product earnings — commission / earning items.
• Advance payments — salary advances.
• Employee loans — loans and instalments (including overdue counts).
• Day off — rostered leave.
• Salary report — pay period totals.

Cashiers can also use the POS timeclock without opening the full Employees hub.

1. Open the Scan ID tile (or Employees → Scan ID).
2. Allow camera permission.
3. Hold the printed staff ID in view until PosEx records clock-in or clock-out.

Use Print ID Card first so every employee has a scannable card.

1. On the counter device: menu → Customer Display (keep POS open so it stays discoverable).
2. On the customer-facing phone or tablet, open the display page (also linked from the homepage free tools).
3. Scan the QR or pick the register on the same Wi‑Fi.

The display shows the live cart and the last completed bill. It does not need a staff login.

Open the Settings tile or the full settings modal from the menu. Tabs include:

• General — startup page (dashboard vs POS), discounts, device options, offline backup and restore.
• Printers — see Printers topic.
• Payment methods — which tenders appear on POS.
• Accounts — map payment methods to ledger accounts.
• Custom buttons — extra POS actions.
• Receipt settings — logo, QR, header/footer, 80mm vs A4.
• AI bot settings — keys for photo extract (per branch).
• Keyboard — POS shortcuts.
• Display — customer display pairing options.
• Notifications — which events send push (sales, refunds, expenses, and more).

Backup downloads a file of local/offline data. Restore replaces local data — only do this if you understand you may overwrite the till’s current database. Do not restore while the outbox still has pending sales.

1. Menu → Printer Settings (or Settings → Printers).
2. Add a USB, Bluetooth, or network printer. Allow browser USB/Bluetooth permission when asked.
3. Set the default for receipts vs labels.
4. Run a test print. Configure cash-drawer kick if your printer supports it.
5. Remote print sends a job to another device or branch that is online.

Thermal receipts use ESC/POS. Label printers often use ZPL. Exchange-token QR prints more reliably on USB/Bluetooth than on generic web print.

• Business & Branch Settings — shop name, branch name, and business profile (owner/admin).
• Staff management — invite users, assign branch, set module permissions (products, POS, reports, purchases, customers, and more).
• POS actions — separately allow refunds, exchanges, selling out of stock, and stock adjust.

Always work in the correct branch. Wrong branch is the most common cause of “missing stock” or “missing sales”.

PosEx is offline-first. You can sell, look up products, and often print without internet.

• Watch the sync indicator. Pending items sit in the outbox until they upload.
• Do not use Refresh & Clear, clear browser data, or restore an old backup while the outbox has pending or error rows — you can lose unsynced sales.
• When back online, leave the app open a moment so the outbox can drain.
• Use Settings → Backup as a daily safety copy of the local database.

Owners open Subscription from the side menu to see plan status, renew in LKR, and pay with the in-app checkout. Renew in the window shown on that page so the shop is not interrupted.

• Web / PWA — in Chrome or Edge, use Install app / Add to Home Screen. The PosEx app icon is your launcher icon.
• Android — download the APK from the site Download menu and install (allow unknown sources if Android asks).
• Windows — download PosEx Setup.exe from the same menu and run the installer.

All clients talk to the same shop data after you sign in.

• Stale app / odd UI — hard refresh once. Avoid “clear all data” if the outbox is not empty.
• Cannot sign in — check internet for the first login, then password or Google account. Ask the owner to confirm the user is active.
• Missing sales or stock — confirm branch. Then check sync/outbox. Then Bills date filter.
• Printer silent — USB/Bluetooth permission, default printer, test print, paper, and that POS is not using “skip print”.
• Camera / Scan ID — HTTPS only, camera permission, enough light, original printed ID card.
• Push notifications — allow notifications in the browser or Android app, then enable events in Settings.

Still stuck? Call 077 235 0321, WhatsApp the same number, or email [email protected]. Share business name, branch, device, and what you tapped when it failed.