MATC POS User Guide

1. Add Units & Categories: Define your units (e.g., Pcs as base, Box as secondary) and create product Categories.
2. Add Products: Go to Items > Create Item. Upload an image, and define your margins. For multi-unit items, specify the Pack Size (e.g., 1 Box = 12 Pcs).
3. Add Initial Stock: Use Inventory > Upload Stock or process a Purchase Order. You can buy in Boxes and sell in both Boxes and Pcs.
4. Open the POS: Click "POS" from the top menu.
5. Run a Sale: Search for a product. If it has multiple units, you can toggle between selling a full Box or individual Pcs seamlessly.

Real-Time KPIs

• Sales & Profit Widgets: Track Gross Sales vs. Net Profit. The system automatically subtracts Item Costs and Operating Expenses to give you a true profit figure.
• Dynamic Period Comparison: Toggle between Today, This Week, and This Month. Our backend processes thousands of transactions in milliseconds to update these charts.
• Low Stock Inventory: A prioritized list of items where `qty_available` is below your custom safety threshold. Click "Reorder" to instantly jump to the Purchase module.

Multi-Ledger Support

Unlike simple POS systems, MATC allows you to maintain distinct balances for different physical and digital locations.

• Cash Drawer: Track physical notes and coins in your register.
• Bank Accounts: Record card payments and direct deposits.
• Mobile Money: Dedicated tracking for mobile payment gateways.

Account Transfers & Deposits

Keep your digital balances synced with your physical reality. Use the Transfers tool to record when you deposit shop cash into the bank, or when you move funds from the main account to Petty Cash for daily expenses.

Account Balance Enforcement & Due Purchases

MATC POS enforces a strict balance-before-payment rule. If an account ledger has insufficient balance, the system blocks the transaction. However, purchases can still proceed by recording a Due Amount — the unpaid portion is posted to the Supplier Ledger as a payable, and stock is added to inventory immediately.

• Balance Validation: The system checks the selected account ledger balance before confirming any payment.
• Due Purchase Flow: Stock is received immediately on a due purchase. The owed amount is tracked in the supplier payable ledger.
• Barcode Generation on Purchase: After confirming a purchase, the system auto-generates printable barcode labels for the received batch. For multi-unit items (Box & Pcs), separate barcodes are generated for each unit type so shelf labels are ready for both box-level and piece-level scanning.

Customer Ledger

Every customer has a dedicated ledger tracking all credit (due) sales and payments. When a sale is made on credit at the POS, the outstanding amount is automatically posted to the customer ledger.

• Due Sales: Sales recorded as "Due" deduct from stock and post a receivable to the customer's ledger balance.
• Accounts Due / Received: When a customer pays, record it here. The payment debits the customer ledger and credits the selected cash/bank account.
• Balance & History: View each customer's total outstanding balance, payment history, and all linked invoices from their profile.

Supplier Ledger

Each supplier has a payable ledger. Due purchases increase the balance; payments and purchase return credits reduce it.

• Supplier Payable / Due: Any purchase on credit is automatically posted to the supplier's payable ledger.
• Supplier Payments: Recording a payment debits the supplier ledger and credits your selected account ledger.
• Return Credits: Approved purchase returns generate a credit note reducing what you owe to the supplier.

Due Transaction Tracking

Two dedicated registers give a complete cash-flow picture at all times:

• Accounts Due / Received (Customers): All customer invoices with outstanding balances, collection records, and aging status.
• Supplier Payable / Due: All supplier invoices with unpaid amounts, payment records, and overdue alerts.
• Filter by date range, party name, or payment status (Partial / Fully Paid / Overdue) for instant reports.

The Piece/Box Multi-Unit Engine

MATC POS uses a Base Conversion Factor to handle stock automatically.

• 1. Define Units: Go to Catalog > Units. Create units like "Pcs", "Box", "Carton", "Kg", etc.
• 2. Link Units: When creating an item, set the Sale Unit to Piece and the Purchase Unit to Box.
• 3. Set Pack Size: If 1 Box = 24 Pcs, set your Pack Size to 24. The system will now allow you to buy in Boxes and sell in both Boxes and Pieces simultaneously.

Speed Features

• Omni-Search: Type Name, SKU, or scan a Barcode. The system handles all three in one input field.
• Parked Sales (On-Hold): Customer forgot their wallet? Don't hold up the line. Click Park Sale to save their cart. You can serve the next 10 customers and then Restore the parked sale later.
• Dynamic Pricing: Change Piece/Box mode on the fly with one click in the cart.

Sales returns are handled invoice by invoice. Search for the original sales invoice to initiate a return. The system displays all items on that invoice with their sold quantities.

• Invoice-Wise Selection: Select the exact original sales invoice. Only items from that invoice can be returned, with quantities capped at what was sold.
• Stock Restoration: Returned items are credited back to the exact stock batch they were originally deducted from, preserving FIFO accuracy.
• Customer Ledger Update: If the original sale was on credit (due), the return amount reduces the customer's outstanding ledger balance. For cash sales, a refund entry is posted to the selected account.
• Voiding Sales: For full invoice-level cancellations, use Void to completely reverse the transaction while preserving an audit trail in the activity logs.

FIFO & AWC Logic

MATC POS uses sophisticated inventory algorithms:

• Batch-Specific Deduction: If you scan a barcode generated for a specific batch, the system will deduct stock from that exact shipment, ignoring the date. This gives you total control over physical stock rotation.
• FIFO (First-In First-Out): If you search for an item manually or scan a general product barcode, the system defaults to FIFO, automatically deducting from your oldest available batch first.
• AWC (Average Weighted Cost): For high-level financial tracking, the system constantly maintains your average wholesale price across all batches, providing a balanced view of your total inventory value.

Purchase Returns (RTV) — Invoice-Wise

Purchase returns are handled invoice by invoice. Select the original purchase invoice, and the system displays all items in that batch. Only quantities that have not yet been sold from that specific batch remain eligible for return — sold portions are automatically excluded.

• Batch-Level Check: Before allowing a return quantity, the system validates how much of that batch still remains in stock versus what has already been sold.
• Partial Returns: You can return a portion of items on an invoice; the remaining quantity stays in stock.
• Three-Way Reconciliation: On confirmation the system (1) reduces physical stock from the batch, (2) posts a credit to the supplier ledger reducing your payable, and (3) records a cash/bank receipt if the supplier refunded cash.
• Audit Trail: A return receipt is generated with the original invoice reference for records.

• Category-Wise View: Filter the stock list by product category to quickly assess specific segments of your inventory.
• Batch Breakdown: Drill into any product to see stock split by purchase batch \u2014 including batch date, quantity remaining, and unit cost.
• Low Stock Alerts: Items below the configured safety threshold are highlighted for immediate reorder action.
• Total Valuation: The overview shows the current total value of stock on hand using Average Weighted Cost (AWC), useful for balance sheet reporting.

• Stock Opening: Enter initial stock quantities and cost prices for each item when first setting up the system or starting a new financial year.
• Physical Stocktake Correction: After counting physical stock, use adjustments to bring the system quantities in line with actual on-hand counts \u2014 either adding or deducting units.
• Adjustment Reason Logging: Each adjustment entry includes a reason field for full traceability (e.g., “Annual Stocktake”, “Theft Write-off”, “Opening Balance”).
• Financial Posting: Adjustments that increase or decrease stock value are reflected in the Inventory Valuation report and the Profit & Loss statement under Adjustments & Losses.

• Infinite Hierarchy: Create any number of Racks or Cases. Cases can be nested inside other Cases (Case under Case), allowing you to model complex storage layouts (e.g., Aisle → Rack → Shelf → Bin).
• Item Assignment: Assign any product to a specific locator node. When a cashier or warehouse staff looks up a product, the locator path is displayed instantly.
• Multi-Location Items: A single item can be assigned to multiple locator positions (e.g., main shelf + overflow storage).
• Printable Locator Labels: Generate location labels to affix to shelves, improving warehouse accuracy and reducing picking time.

• Purchase-Specific Damage Entry: Link damage to a specific purchase invoice or batch. The system deducts the damaged quantity directly from that batch, keeping batch-level stock counts precise. Ideal when damage is discovered immediately upon receiving goods from a supplier.
• Global FIFO Damage Entry: For damage discovered on the shelf without a known batch origin, the system applies the FIFO method — writing off units from the oldest available batch first. This ensures stock rotation accuracy and that the oldest inventory is properly accounted for.
• Financial Impact: Both modes post the cost of damaged goods as a loss under Adjustments & Losses in the Profit & Loss report, keeping financial records and tax filings accurate.
• Damage Log: A full damage register with dates, quantities, batch references, and total loss value is available for review and export.

Profit & Loss Report

A full income statement broken down into structured sections for clear financial visibility:

• Revenue: Total gross sales value across all channels (POS, online orders) for the selected period.
• Cost of Sales (COGS): Total cost of goods sold, calculated using FIFO batch costs and Average Weighted Cost for the units deducted during the period.
• Gross Profit: Revenue minus Cost of Sales \u2014 shows how efficiently your buying and selling operations are performing.
• Operating Expenses: All logged expenses by category (Rent, Salaries, Utilities, etc.) deducted from Gross Profit.
• Adjustments & Losses: Damage write-offs, stock adjustments, and any inventory corrections that affect profitability.
• Net Profit: The final bottom-line figure after all deductions. This is what your business actually earned.

Financial Statement (Trial Balance)

A standard double-entry accounting report showing every debit and credit posted across the entire system. Essential for tax preparation and external auditing.

• Account Ledger Summary: Every account (Cash, Bank, Mobile Money) shows its total debits and credits for the period.
• Sales & Purchase Accounts: Summarised revenue and cost-of-purchase entries per account type.
• Expense Accounts: Category-wise expense totals presented as debit entries.
• Customer Receivables & Supplier Payables: Outstanding balances for all parties are included in the statement.
• Balanced Verification: Total debits must equal total credits \u2014 any imbalance is flagged for immediate investigation.

Inventory Valuation Report

Calculates the current total value of all stock on hand. Reports are presented category-wise so you can see exactly which product segments hold the most capital.

• Category-Wise Breakdown: Each category shows total units in stock and their combined value (e.g., Beverages: 240 units @ avg. cost = $1,800).
• Per-Item Detail: Drill down into any category to see item-level valuation with batch cost and quantity details.
• AWC Valuation: Uses Average Weighted Cost for consistent and GAAP-aligned inventory valuation.
• Snapshot Reporting: Run the report for any historical date to get a point-in-time inventory value for balance sheet purposes.

EOD Report (End of Day)

The End-of-Day report gives a complete summary of everything that happened in a single business day \u2014 the essential tool for daily cash reconciliation.

• Daily Sales Summary: Total sales count, gross revenue, discounts given, and net collected amount.
• Payment Breakdown: Revenue split by payment method (Cash, Card, Mobile Money, Credit/Due).
• Expenses for the Day: All expenses logged during the shift.
• Cash Drawer Reconciliation: Expected cash vs. actual cash \u2014 identifies overages or shortages at the end of shift.
• Returns & Voids: Any sales returns or voided transactions are listed separately for manager review.

Item Movement Report

Tracks the complete in-and-out history of every product over a date range \u2014 essential for understanding your stock velocity and making smarter purchasing decisions.

• Opening Stock: Quantity on hand at the start of the selected period.
• Stock Received (Purchases): All units added via purchase orders during the period.
• Stock Sold: Total units sold (POS + online orders).
• Returns In/Out: Sales returns added back and purchase returns removed.
• Damage & Adjustments: Units lost to damage or corrected via stock adjustment.
• Closing Stock: Final quantity on hand at the end of the period.
• Fast Mover vs. Shelf Warmer Analysis: Sort by sales velocity to identify your top-performing products and the ones tying up your capital.

Monthly Analytics

A visual monthly breakdown of Revenue, COGS, and Net Profit displayed as bar/line charts. Instantly identify seasonal trends, peak months, and performance dips to plan purchasing and staffing accordingly.

Role-Based Permissions

Don't let your cashiers see your wholesale costs or profit margins. Create custom roles with granular access:

• Cashier: POS only. No reports, no settings.
• Manager: Stock management, purchases, and basic sales reports.
• Admin: Full system access, including deletion and financial exports.