Shops and retail

What it is for#

This guide is for the business that sells over the counter: the corner store, the supermarket, the hardware store, the pharmacy, the clothing store, the stationery store, the auto parts store. What matters here is selling fast with the scanner, having every product with its barcode and its label, knowing what is on the shelf (and what expires), and selling on credit to trusted customers without losing track.

There is no special module: your day goes through the Point of sale (POS), the Catalog, Stock, purchase Receipts and Accounts receivable.

The business types it covers#

When you create the company, the business type prepares what your store usually needs. You change the rest later in Settings.

Each type also brings its starter categories (Groceries, Drinks, Tools, Medicines...). A US company gets them in English, and its prices are always typed without tax.

Before you start#

• Your catalog loaded, with each product's Barcode (Load your data imports hundreds at once).
• A USB or Bluetooth barcode scanner. It works like a keyboard: there is nothing to set up.
• Your cashiers invited with the cashier template (Invite your team).
• An open cash register to sell (Your first day).

Your typical day#

1. You open the cash register with the counted float and look at Home: what was sold, the best sellers and what to reorder.
2. You sell by scanning: each code goes on the ticket and the cursor waits for the next.
3. Goods arrive: you record the supplier's receipt, with its lots and expiry dates if the product has them, and print the labels for what is new.
4. A trusted customer takes goods on credit: you sell on credit within their limit. Another comes to pay what they owe: you collect in Accounts receivable.
5. Before leaving, you check in Stock what is Below reorder point and Expiring in 30 days, and close the cash register with the Z.

Home: how the day is going#

Home shows the day's sales against yesterday, the invoices, the average ticket, the margin, the sales by hour and how you were paid. At the top are the shortcuts: New sale, My cash register, Collect from customers, New customer, New product and Record purchase.

1. Sell fast with the scanner#

1. Scan

   In the Point of sale (POS), the search box already has the cursor. Scan the code: if it matches a Barcode exactly, the product goes on the ticket and the cursor stays ready for the next one. Scanning the same product again adds one to the quantity.

   

2. What has no code

   Type part of the name or the internal code in Search product, code or scan..., or tap the category and the product. F2 takes you back to the search box from anywhere.

3. Charge

   Click Charge (F9). Cash comes selected with the cursor in Received: type what you were given, look at the Change and press Enter. Exact and the bill buttons fill in the amount in one tap.

   

For card, transfer or split payment, see Point of sale.

2. Products with a barcode and a label#

1. The product's barcode

   In Catalog, New item, the Barcode is the one on the package (scan it into the field). If the product has none, leave it empty: the label uses its internal number.

   

2. Choose what to label

   In Catalog, click Labels. With Add item find each product and type how many labels you want under Labels. Choose the Format:

   • Roll 50 × 25 mm, for a label printer: one label per page.
   • Letter sheet 3 × 10, sheets of 30 labels (5160 type) on a regular printer.

   Leave Show the price on so the label carries the price. Up to 600 labels fit in one print.

   

3. Print

   Click Print. Each label comes out with the name, the barcode and the price, ready for the scanner.

   

3. Lots and expiry#

If your business type tracks lots (supermarket, pharmacy, florist, pet store, cosmetics, farm supply), each new product comes with Tracks lots and Perishable turned on. You can turn them off product by product on its page.

1. Lots are born in the purchase receipt

   When you record the Receipt of what the supplier brought, each line of a product with lots asks for its Lot and, if it is perishable, its Expires date. When you confirm the receipt, the lots are created and the stock goes up.

   

2. The sale takes the one that expires first

   You do not need to choose the lot when selling: Pixel One takes the one that expires first and, among equals, the one that arrived first (if you need a specific one, you choose it on the ticket line). An expired lot is never sold. On the product's page, Lots shows each one with what is left and its expiry.

3. Check what is expiring

   In Stock, the Expiring in 30 days view lists what needs to move soon. What has already expired leaves the inventory with an Expiry adjustment (Inventory).

   

4. Selling on credit and collecting later#

1. Give the customer credit

   In Customers, on the customer's record, set their Credit limit and Credit days. Always set a limit: at zero, Pixel One puts no cap on it.

   

2. Sell on credit

   In the payment, choose Credit, check the terms and the installment schedule, and confirm. If they leave something today, turn on Split payment and add the cash as a down payment.

   

3. Collect what they owe

   When they come to pay, open Accounts receivable (or Collect from customers on Home), find them and collect. You give them their collection receipt.

   

The details are in Accounts receivable and collections.

By country#

Common mistakes#

• "I scan and nothing happens." The code matches no Barcode in the catalog. Find the product by name and scan into the Barcode field on its page.
• "Not enough stock of X." The system thinks there is none left. If the count is wrong, fix it with an adjustment or a physical count; to sell anyway, turn on Allow selling without stock in Settings, Operations (it does not apply to products with lots).
• "A perishable product needs an expiry date." That line of the receipt has no expiry date: fill it in.
• "It exceeds the credit limit." The customer already owes close to their limit: take a down payment with Split payment or raise the limit.
• "The label has no price." Turn on Show the price before printing.

Next step#

Go over the Catalog and Inventory, or how to close the day in Cash registers.