User Guide — Soko POS

Getting Started

What the system is, who uses it, and the quickest way to begin.

Web portal Flutter POS Offline sync

What Soko POS does

Soko POS combines a mobile point-of-sale app and a browser-based backoffice. Cashiers sell items on the mobile app, while managers use the portal for stock, pricing, reports, customers, fiscal controls, and administration.

Who should use the guide

Cashiers and supervisors using the POS app.
Managers responsible for stock and reporting.
Administrators managing users, devices, and settings.

If you are new to the system, start with the dashboard and sidebar navigation, then review the sales and inventory sections before changing settings.

Portal Overview

The backoffice is the browser app used by supervisors and administrators.

Top bar

Page title and breadcrumb show where you are.
Jump To searches pages across the portal.
Profile menu contains your account actions.

Sidebar

Main navigation groups by function.
Search menu filters the sidebar links.
Sign Out closes the current session.

Dashboard

A comprehensive at-a-glance overview of store performance, revenue analytics, and operational alerts.

KPI cards — row 1

Today’s Revenue — total sales for today with a percentage delta vs yesterday (green = up, red = down).
Month Revenue — month-to-date total with a delta vs the same full calendar month last month.
Transactions — number of sales today and the average transaction value.
Expenses — today’s recorded expenses alongside today’s net revenue.

KPI cards — row 2

Products — count of active products in the catalogue.
Customers — count of active customer accounts.
Low Stock — items at or below their reorder threshold.
Open Shifts — number of cashier shifts currently open.

7-day revenue bar chart

Shows daily sales totals for the last 7 days so you can spot trends and day-of-week patterns. Hover any bar to see the exact total and transaction count for that day.

Payment method donut

Breaks down today’s revenue by payment type — Cash, EcoCash, ZIPIT, Card, Credit, and others. Helps you monitor the split between cash and digital payments.

Top 5 products

Best-selling items by revenue over the last 7 days, shown with inline progress bars. Use this to identify your best performers and keep them well stocked.

Recent sales feed

The 6 most recent transactions across all devices, showing cashier, total, and payment method. Voided sales are marked so unusual activity is immediately visible.

Conditional panels — the Active Shifts table and Low Stock grid appear automatically when there are open shifts or items below threshold. They collapse when there is nothing to action, keeping the dashboard clean.

Catalogue Management

Maintain the core product data used everywhere in the system.

Products

Create or edit items, pricing, tax, stock levels, and units.
Use low-stock thresholds to protect replenishment.
Check product detail pages before making bulk changes.

Categories, units, suppliers

Categories keep items organised for reporting and browsing.
Units control how quantities display and calculate.
Suppliers support purchasing and stock receiving.

Sales & Quotations

Use these screens for customer-facing transactions and proposals.

Sales

View completed sales and drill into the receipt detail.
Void sales only when you have the correct permission.
Use sales history for audit and customer support.

Quotations

Create draft quotations from the portal.
Open, edit, print, or convert quotations into sales.
Track quotation pipelines and reminders.

Inventory

Receive stock, count stock, correct mistakes, and monitor movement.

Task	What to use	When to use it
Goods receipt	GRN entry screen	When new stock arrives from a supplier.
Stock take	Stock take workflow	When physically counting stock in the store.
Adjustment	Inventory adjustment screen	When correcting damaged, missing, or miscounted stock.
Returns	Supplier return workflow	When goods are sent back to the supplier.
Movements	Inventory movement history	When reviewing stock changes over time.

Keep stock updates disciplined. Use receipts, returns, and stock takes instead of manually changing stock unless the adjustment is authorised.

Customers & Credit

Track customer accounts, balances, and payment activity.

Customers

Use customer records for return handling, quotations, and account lookup. Keep names and contact details accurate to reduce duplication.

Credit accounts

Credit accounts are used when a customer buys on account. Review balances carefully and record payments against the correct account.

Operations

Day-to-day business screens for labels, promotions, pricing, reports, and monitoring.

Reports

Use reports for sales analysis, performance review, and operational decisions. Filter by date where available before exporting or sharing results.

Promotions

Create or update discounts and promotional rules so the POS app applies them consistently at sale time.

Pricing tiers

Use pricing tiers when you need different price structures for different customer groups or business conditions.

Print labels

Generate barcode or shelf labels for products. Labels, thermal receipts, and quotation PDFs all use the Inter typeface for crisp output. Thermal receipts use Courier Prime for authentic monospaced layout.

Sync monitor

Check device connectivity, last seen times, and unresolved inventory documents that still need application.

Audit logs

Review an immutable trail of user and API actions whenever you need accountability or investigation data.

Admin & Security

Users, devices, licenses, backup, settings, and fiscal controls.

Users and roles

Create and edit user accounts with the correct permissions.
Only admins should manage sensitive settings and access.
Use the profile page to update your own account details.

Devices and licenses

Register devices used by the POS app.
Link licenses to the correct devices.
Revoke devices no longer in use to protect access.

Settings and backup

Store settings control tax, branding, and operational defaults.
Backup and restore protects historical sales and configuration data.

ZIMRA fiscalisation

Enable ZIMRA fiscal compliance from Store Settings using the ZIMRA Fiscalisation toggle. The fiscal device ID must also be set.
When enabled, receipts automatically show the ZIMRA QR code, fiscal counter, and device ID. If fiscal is disabled or the device ID is not configured, the fiscal section is hidden from all receipts.
Open and close fiscal days from the fiscal management area, and push sales when required.
Always verify fiscal credentials and day status before closing out.

Flutter POS App

How the mobile app behaves on the shop floor.

1
Sign in on the device
Use the assigned user account. The app supports offline login when the server is temporarily unavailable.
2
Start or resume a shift
Open a shift before taking sales so cash movement is tracked properly. Always close the shift at the end of the day to keep records accurate.
3
Scan or search products
Add items to the cart, apply prices, and complete the sale. The app is designed for quick cashier flow.
4
Print the receipt
Receipt layout and printing depend on the configured printer and device setup. If ZIMRA fiscal is enabled in the backoffice, the receipt also includes the fiscal QR code and counter.
5
Stay in sync
Sales and documents sync back to the portal automatically when the connection is available.

Automatic shift closure — if a shift is left open for more than 24 hours, the app will close it automatically on next launch and sync the closed shift to the portal. This prevents stale open shifts from appearing in the backoffice dashboard.

Offline mode is normal. The app stores actions locally and syncs them later, so cashiers can continue working even if connectivity drops.

Troubleshooting

Common issues and what to check first.

Cannot log in

Confirm the username and password, check whether the account is active, and make sure the device can reach the server if offline login is not expected.

Data not syncing

Open the sync monitor, confirm the device is registered, and check if there are pending documents or failed requests waiting to retry.

Fiscal issues

Verify that fiscal credentials, device ID, and day status are correct in the fiscal management area before resubmitting sales.

Missing stock or wrong values

Review inventory movements, recent receipts, and any adjustments. Use audit logs to identify who changed the record and when.

Support

If you need help, report the issue with enough detail to reproduce it quickly.

What to include

Describe the page, the action you performed, the result you expected, and what actually happened.

Useful evidence

Add screenshots, timestamps, device names, and if possible the exact error message or code.

Who to contact

Use your normal support channel for SanganoSoft Technologies, or start from the login page if you need to return to the portal.