PROKIP Simple Steps-By-Step Reference Material/Training For Cashiers On How To Record All Transactions On PROKIP::

HOW TO ADD EXISTING PRODUCTS IN THE SHOP AND ADD STOCK - STOCK TAKING:

Click on the MENU button

Click on PRODUCTS AND SERVICES

Click on ADD NEW

Select PRODUCT 

Type the name of the product

Select the UNIT or click on the + sign to add unit.

Select product Brand or click on the + sign to add Brand

Select product category

Select Business Location

Input Reorder Quantity 

Upload PRODUCT IMAGE

Toggle ON to Enable IMEI or SERIAL NUMBER if product is an item that has IMEI/SERIAL NUMBER like mobile phones, etc

Input the PURCHASE PRICE

Input the SELLING PRICE

Click on SAVE AND ADD STOCK

Input the quantity Of stock remaining in the shop in the space for QUANTITY REMAINING

Click on elsewhere for the system to calculate the total.

Click on SAVE to complete adding of existing product in the shop

HOW TO ADD SERVICES RENDERED IN THE SHOP OR BUSINESS:

Follow the same process for product addition above but TOGGLE OFF the MANAGE STOCK button.

HOW TO RECORD SALES ON THE SOFTWARE OR, HOW TO SELL PRODUCTS OR SERVICES ON THE SOFTWARE:

Click on the POS button or click on the MENU button and click on POS SALES

Click on ADD

Select WALK-IN CUSTOMER or click on WALK-IN CUSTOMER to select the name of the customer that is buying or click on the + sign to add the name and phone number of the customer and go back (RECOMMENDED)

Click on date to select the date of sales 

Enter the first three letters of the product name or Services name on the search bar to bring up the product 

Input the quantity of product the customer is buying in the space for QUANTITY 

Click elsewhere for the system to calculate the total

Follow the same process to add other products or services the customer is buying 

Click on CASH to complete the sales if the customer is paying cash for the products. And the system will automatically print the receipt for the customer.

Click on MULTIPLE PAY if the customer is paying by Bank Transfer or POS, etc, and click on CASH to select BANK TRANSFER or POS as payment method respectively, and click on FINALIZE PAYMENT to complete the transaction. And the system will automatically print the receipt for the customer.

E.g, if the total is N10,000 and the customer is paying cash N6,000 and by POS N4,000, click on MULTIPLE PAY, select payment method CASH, type N6,000 in the space for amount. 

Click on ADD PAYMENT ROW, click on CASH to select payment method and select POS as payment method and type N4,000 on the amount field and click on FINALIZE to complete the transaction. And the system will automatically print the receipt for the customer.

Click on SUSPEND to suspend the sale if the customer changes his mind and is not buying again or he is coming back to buy. For those selling products and services like drink, food, etc in restaurants, bar, lounge, hotel that the customer places order for an item but does not pay immediately, and you don't know the payment method/how the customer is going to pay - cash or POS or bank transfer, suspend the transaction on the system as explained above. When the customer finally makes payment, go to POS SALES, search for the transaction or click on the SUSPENCE icon on the POS screen to select the transaction. Click on the THREE DOTS ACTION BUTTON of the transaction and select ADD PAYMENT and complete the transaction appropriately.

Click on QUOTATION to print quotation for the customer if the customer needs quotation for the list of products.

HOW TO RECORD NEW STOCK OF PRODUCTS PURCHASED AND BROUGHT INTO THE SHOP

Click on the MENU button

Click on PURCHASES

Click on ADD

Select the supplier the product is bought from or click on the + sign to add the supplier and click back.

Click on the date to select the date of Purchase of the product

Select the PAYMENT STATUS = Received if the product is received in the shop 

Click the Image upload button to upload Purchase receipt if need be

Enter the first three letters of the product name on the product search bar to bring up the product or click on the + sign to add product if the product is not already added to the software

Type in the quantity of products Purchased in the space for PURCHASE QUANTITY and click on elsewhere for the system to calculate the total.

Input the full amount for the purchase in the space for ADVANCE PAYMENT if you paid full amount for the purchase, otherwise, the system will see it like you bought the goods on credit from your supplier and report it as liability in your books/balance sheet. Input the part payment amount if you made part payment for the purchase. Input zero if you did not pay for the purchase and you got the product on credit from the supplier.

Fill other applicable details like discount, tax, shipping cost if any.

Go to PAID ON and Select the date payment was done for the goods

Select PAYMENT METHOD = the account from which the payment was done to purchase the products, be it cash account for cash, bank account for bank transfer, etc

Click on SAVE to complete the transaction.

HOW TO RECORD EXPENSES

Click on the MENU button

Click on EXPENSES

Click on ADD

Select Business Location

Select Expense Category, e g. fuel, data, transport, electricity bill, salary, etc

Click on the date to select the date the expense was paid for

Go to EXPENSE FOR and select the staff that received the money for the expense 

Go to EXPENSE FOR CONTACT and select the customer or person that received the money for the expense 

Attach Expense receipt if available 

Enter Expense amount

Go to PAID ON and Select the date payment was done for the expense 

Select PAYMENT METHOD = the account from which the payment was done, be it from cash account for cash, bank account for bank transfer, etc

Click on SAVE to complete the transaction.

HOW TO RECORD GOODS SOLD BUT RETURNED BY THE CUSTOMER

Click on the MENU button

Click on POS SALES

Search for the invoice number or product on the search bar

Click on the THREE DOTS action button and click on SELL RETURN 

Input the quantity returned and fill other details and SAVE 

HOW TO RECORD GOODS PURCHASED BUT RETURNED BUT RETURNED TO THE SELLER FOR ONE REASON OR THE OTHER 

Click on the MENU button

Click on PURCHASES 

Search for the invoice number or product on the search bar

Click on the THREE DOTS action button and click on PURCHASE RETURN 

Input the quantity returned and fill other details and SAVE

HOW TO RECORD ADVANCE PAYMENT FROM A CUSTOMER THAT HAS NOT PICKED THE PRODUCTS YET

Click on the MENU button

Click on CONTACT

Click on ADD to add new customer

Click back to CONTACT 

Search for the customer on the search bar

Click on the three dots ACTION BUTTON of the customer and click on PAY

Input the amount

Select the payment date

Select the payment method, how the customer paid, cash or transfer or POS, etc

Attach evidence of payment

Select the PAYMENT ACCOUNT the money was transferred to, cash account for cash, bank account for bank transfer, POS account for POS

Click on SAVE to complete the transaction.

HOW TO SELL TO A CUSTOMER FROM HIS ADVANCED PAYMENT

Follow the same process above to sell to the customer

Click on MULTIPLE PAY

Click on CASH to select ADVANCE as payment method

Finalize payment to complete the transaction.

If the customer changes his mind and wants to buy products less than the advance payment amount, input the total money in his advance payment balance, finalize payment and refund the balance to the customer.

HOW TO CHECK YOUR SALES, PURCHASES, EXPENSES RECORDED FOR THE DAY

Click on POS SALES or PURCHASES or EXPENSES to see your sales, purchases, expenses respectively recorded for the day to keep track of your work intermittently to know you are balanced with respect to cash, bank transfer, POS transactions, etc. You can click on the FILTER button to generate your sales, purchases, expenses for any period you want.

HOW TO BALANCE YOUR PHYSICAL STOCK WITH SYSTEM STOCK EVERYDAY TO ENSURE THE SYSTEM STOCK IS SAME AS PHYSICAL STOCK TO ENSURE YOUR STOCK IS BALANCED:

Click on PRODUCTS AND SERVICES

Confirm the physical stock against the system stock and have peace of mind that your stock is balanced.

HOW TO BALANCE YOUR BOOKS/YOUR ACCOUNT DAILY TO REMIT THE CORRECT CASH, BANK TRANSFER BALANCE, POS BALANCE, ETC TO MANAGEMENT BEFORE CLOSING YOUR SYSTEM FOR THE DAY

Click on the POS button or click on the MENU button and click on POS SALES

Click on the CLOSE REGISTER button at the top right corner of the page

You will see the comprehensive details of cash balance, bank transfer balance, POS balance you should remit to management.

Confirm the figures with your actual cash position, Bank transfer, POS balance etc

Remit to management

Click on CLOSE REGISTER to close your system for the day.

Any discrepancy, call over your work, reconcile and balance your work.

Click on PAYMENT ACCOUNT and confirm that the cash account, POS balance, and other payment accounts balances on the system are the same with the physical money in the cash account, POS terminal and other corresponding bank accounts.

That way, you know your system balances and physical balances are ok and you are using the software well.

Contact Business Relationship Manager (PROKIP)

Call/Whatsapp 08036631409