Stoqera POS User Guide

System Requirements

Installation

1. 1Download the installer from pos.stoqera.co.ke
2. 2Run the .exe installer and follow the prompts
3. 3Launch the app from your Start Menu

Installing on several tills at once? An .msi installer is also available, which supports silent installs and Group Policy / SCCM deployment.

First-Run Setup

The first time you launch Stoqera POS, a setup wizard guides you through:

1. 1Business Information — your shop name, address, phone, and currency
2. 2Owner Account — create your username and password
3. 3Security — set a quick PIN for fast login at the counter
4. 4Summary — review and confirm. The app opens after you click Finish.

Logging In

Two ways to log in:

• Password login — enter your username and password
• PIN login — faster, designed for cashiers at the counter. Enter your 4–6 digit PIN on the number pad.

Adding Users

1. 1Go to Users in the sidebar
2. 2Click Add User
3. 3Enter the name, username, password, role, and optional PIN
4. 4Click Save

Making a Sale

1. 1Open a shift first (see Section 8). The POS is blocked until a shift is open.
2. 2Go to the POS page from the sidebar
3. 3Add products by tapping the product card, scanning a barcode, or typing in the search bar
4. 4Adjust quantities using the + and − buttons in the cart
5. 5Optionally assign a customer using the customer search at the top
6. 6Apply a discount by typing an amount in the Discount field
7. 7Click Charge KES X or press F2
8. 8Select the payment method and complete the payment
9. 9The sale is recorded and a receipt is printed if printer is configured

Payment Methods

Barcode Scanning

Connect a USB or Bluetooth barcode scanner. Point it at any product barcode — Stoqera automatically detects scanner input and adds the product to the cart instantly. No configuration needed.

Parking and Resuming Sales

1. 1Click Park in the cart header or press F3
2. 2The cart is saved. You can start a new sale immediately.
3. 3When the customer returns, click Parked (F4) and select their sale to resume

Adding a Product

1. 1Go to Products in the sidebar
2. 2Click Add Product
3. 3Fill in the name, price, category, and unit
4. 4The SKU can be left blank — Stoqera will auto-generate one
5. 5Enter opening stock if you want to track inventory from the start
6. 6Scan a barcode into the Barcode field, or type it manually
7. 7Click Add Product

Importing Products from CSV

1. 1Click Export first to download a template CSV with the correct column headers
2. 2Open the file in Excel or Google Sheets and fill in your products
3. 3Save as CSV and click Import in Stoqera
4. 4Review the preview — valid rows are shown in green, rows with errors in red
5. 5Click Import X Products to confirm

Stock Adjustments

Go to Inventory → Stock Levels, find the product, and click the adjustment button:

Always select a reason and add notes (e.g. supplier name, invoice number). This creates a complete audit trail.

Low Stock Alerts

Products at or below your Low Stock Threshold show a yellow "Low" badge on the POS product grid and appear in the Low Stock report. Out-of-stock products show a red badge and cannot be sold unless "Allow selling out-of-stock items" is enabled in Settings.

Adding a Customer

1. 1Go to Customers in the sidebar
2. 2Click Add Customer
3. 3Enter name (required), phone, email, and address
4. 4Click Add Customer

Assigning a Customer to a Sale

On the POS page, use the customer search box in the top toolbar. Type the customer's name or phone number. Select from the dropdown. The sale will be recorded against their account, updating their total purchases and order count automatically.

If no customer is selected, the sale is recorded under Walk-in Customer.

Processing a Refund

1. 1Find the sale in Sales and click it to open
2. 2Click Refund Items
3. 3Select which items to return and how many
4. 4Toggle Restock on for items going back to your shelf
5. 5Enter a reason and select the refund method (Cash, Original Payment, or Store Credit)
6. 6Click Refund to confirm

Voiding a Sale

Voiding cancels the entire sale and restocks all items. Use this for test transactions or duplicate sales, not for genuine returns. Open the sale → click Void Sale → select a reason → confirm.

Opening a Shift

1. 1Go to Shifts in the sidebar
2. 2Click Open Shift
3. 3Count the cash in the drawer and enter the opening float amount
4. 4Click Open

Closing a Shift (Z Report)

1. 1Go to Shifts and click Close Shift
2. 2Count the cash in the drawer and enter the closing cash amount
3. 3The system calculates the variance (difference between expected and actual cash)
4. 4Click Close Shift to confirm
5. 5Print the shift report for your records

Automatic Backups

Stoqera automatically creates a backup every time you launch the app (maximum once per day). The last 7 daily backups are kept. Go to Settings → Backup to see them.

Manual Backup

1. 1Go to Settings → Backup
2. 2Click Save backup to folder…
3. 3Choose a destination — a USB drive, external hard disk, or cloud-synced folder (Dropbox, Google Drive)
4. 4The backup file is saved with today's date in the filename

Restoring a Backup

1. 1Go to Settings → Backup
2. 2Click Choose backup file to restore…
3. 3Select a .db backup file
4. 4Confirm the restore — all data after the backup date will be lost
5. 5Restart the app after restore completes