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New Sale (POS Screen)

The "New Sale" page is the primary Point-of-Sale (POS) interface where you will conduct all your daily sales.

Top Action Buttons​

At the top of the screen, you have several action buttons:

  • New Sale: Clears the screen and starts a new sale with a new Sale ID.
  • Delete Sale: Deletes a saved draft. This button is disabled by default and is only enabled when you have a saved draft open.
  • Save Sale: Saves the current sale as a draft without posting it.
  • Post Sale: This is the main button. It finalizes the sale, posts it to your records, and deducts the items from your inventory.
  • Print Receipt: Prints the sale to a thermal printer (compatible with 58mm & 80mm). This is disabled by default and is only enabled after a sale is posted. You cannot print drafts.
  • Close: Saves the current sale as a draft and navigates you to the /view-sales page.
  • Add Gifts: Opens the form to add free gifts to the sale.

Step 1: Sale & Customer Details​

The top of the form contains the core details for the sale:

  • Sale ID: Automatically generated and cannot be edited.
  • Date: Automatically set to the current date and cannot be edited.
  • Sale Rep: Automatically set to the logged-in user and cannot be edited.
  • Customer Phone Number: (Optional) This field is the unique ID for your customers. Entering a number here will pull the customer's account, enabling loyalty points and loan features.
  • Client Tax PIN: (Optional) The customer's tax PIN.
  • Mode of Payment: Defaults to "Cash" but can be changed to "Mpesa," "Bank Transfer," etc.

Step 2: Adding Products to the Sale​

This is where you build the customer's cart:

  1. Search for Products: You can search for items by Product Name or Brand Name.
  2. Enter Quantity (QTY): After selecting an item, you will see its Current Stock (read-only). You can then enter the QTY to be sold.
    • Packs vs. Pieces: If the item (e.g., Paracetamol 100-tab pack) is sold in "Packs," you can choose to sell the whole pack or in "pieces." The price will adjust automatically.
    • Example: If 1 pack of 100 pieces sells for KES 200, selecting "pieces" will automatically change the price to KES 2 per piece.
  3. Adjust Price: The Price field is flexible, allowing you to enter a higher or lower price to allow for bargains.
  4. Add Item: Click "Add Item" to add the product to the sale table below. You can edit or remove items from this table at any time before posting.

Pricing, Margins & Permissions

As you adjust the price, the Profit Margin (read-only) field will update.

  • If the price falls below your set minimum margin, a security check happens:
  • Admin / BranchAdmin: You will see a warning ("You are selling below minimum margin") but will be given a "Proceed Anyways" button.
  • Other Roles: You will see a hard error ("You are not allowed to sell below minimum margin...") and will be blocked from proceeding until the price is adjusted.

Step 3: Review Price Details​

After adding all items, the final section shows the complete financial summary:

  • Total Paid items
  • Total free gifts
  • Amount Due
  • Price before tax
  • Total Vat
  • Total price

Advanced Sale Features​

Adding Free Gifts​

Clicking the "Add Gifts" button opens a form to search for and add free gifts to the sale. For every gift you add, you will see its eligibility note (e.g., "For purchases above 5k") and its current stock in the gifts inventory.

Customer-Specific Features​

If you added a Customer Phone Number in Step 1, you unlock two powerful features:

1. Redeeming Loyalty Points A "Loyalty Points" field will appear. If the customer has existing points, you can enter the amount they wish to redeem.

  • Example: If 1 point = KES 1 and the customer has 300 points, they can redeem them to reduce the "Amount Due" by KES 300.
  • If they choose not to redeem, any new points earned from this sale will be added to their total.

2. Selling on Loan If the customer has a loan limit, a "Sale on Loan" button will appear.

  • Clicking this opens a modal asking how much of the "Amount Due" will be covered by the loan.
  • The system will automatically calculate the maximum loan amount based on their limit and outstanding balance.
  • Example:
    • Customer Limit: KES 1,000
    • Outstanding Balance: KES 300
    • Available Loan: KES 700
    • If the current sale is for KES 2,000, the loan can only cover KES 700. The modal will show the remaining balance of KES 1,300 that the customer must pay now.

The Thermal Receipt​

After you Post Sale, the "Print Receipt" button becomes active. The thermal receipt contains all sale information:

  • Products bought
  • Mode of payment
  • Sale Rep, Time, and Date
  • Free gifts given
  • Points (Before, Redeemed, Awarded, Total)
  • Amount Paid
  • Price Before Tax, Total VAT, and Total Price
  • Outstanding Loan Balance (if any)
  • Client Tax PIN (if provided)

A Note for Admins: Cost of Goods Sold (COGS)

While not visible on the receipt, every time a sale is posted, Zyrepha saves the Cost of Goods Sold (COGS) for the items at that exact time. This is done to ensure highly accurate profit and loss reports later.