Outlet Control

Authentication & Roles

Admin handles setup such as opening-stock initialization. Owner sees business and financial information. Cashier runs daily operations without seeing inventory cost or profitability.

POS

Categories, product images and cards, cart, quantity adjustment, cash confirmation, and automatic totals. Sales are blocked when stock is insufficient and require an active cashier shift.

Inventory & Opening Stock

Total units, stocked products, low-stock indicators, and cost/retail inventory value (hidden from cashiers). Admins initialize opening stock with quantity and unit cost — blocked for products that already have operational movement, so the cost basis stays valid.

Weighted Average Cost

Receiving recalculates inventory cost using weighted-average costing, keeping a meaningful cost per unit when supplier prices change between deliveries.

Stock Movements

Every inventory event — Opening Balance, Receiving, Sale, Return, Adjustment — creates a traceable movement with product, category, date, type, signed quantity, and notes.

Supplier Invoice Workflow

The owner records the invoice (Pending — no stock change). The cashier confirms physical receiving line by line. Only then does inventory change, using the actual received quantity. Differences produce a Received With Variance status with quantity and monetary difference, keeping physical stock separate from the supplier accounting decision.

Owner creates invoice → Cashier confirms receiving → Inventory updated

Supplier Account, Payments & Adjustments

A supplier ledger tracks invoices, payments, adjustments, and current debt. A payment reduces both debt and treasury, and can't exceed either. An adjustment (e.g. an approved shortage) reduces debt only, never treasury, and requires a reason.

Current Debt = Supplier Invoices − Payments − Adjustments

Treasury

A dedicated ledger — Cash In, Cash Out, Expense, Supplier Payment, Shift Opening, Shift Settlement — computes the real balance and blocks outgoing movements when funds are insufficient.

Daily Shift Management

One active shift at a time. Opening cash moves from treasury to the drawer (never more than treasury holds). On closing, the cashier enters actual cash; the result is Matched, Surplus, or Shortage, and any difference requires an explanation. Actual cash returns to treasury through a system-generated settlement.

Expected Cash = Opening Cash + Shift Sales · Difference = Actual − Expected

Sales History & Profitability

Number of sales, revenue, COGS, gross profit, and margin %, with per-sale breakdown of quantity, price, cost, and profit. An owner dashboard brings sales, expected cash, supplier debt, stock, treasury, profitability, and inventory value together. Supplier receipts export to Excel with variances.

Historical Cost Integrity

When a product is sold, its current cost is copied onto the sale item and frozen, so future cost changes never rewrite historical COGS or profit.

Sale Idempotency

Sales carry a client reference identifier, preventing duplicate sales when a request is repeated due to network or client behavior.

Concurrency Protection

Stock updates during sales detect conflicting concurrent modifications instead of silently corrupting balances.