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Documentation

User Management
Contact Management
Products Management
Purchases
Sales/Sell
Tax Settings
Reports
User Management

Adding Roles

  1. Every new business comes with some default roles – Admin & Cashier.
    Admin
     have all permissions in the application.
    Cashier have permission to only POS section.
  2. You can create a role by clicking on Add button -> Giving a role name and then selecting the appropriate permission for that role.
  3. Sometime you may need to give a user access to a/some particular location(s) only. In this case, select the locations from “Access locations” permission. Select “All Locations” to give permission to access all locations for your business.
  4. Roles permissions can be edited & Deleted.

Note: You must update the role of an existing user before deleting a role.

Adding users

  1. User Management -> Users -> Add New
  2. Fill the user details, select user role, give a unique username.
  3. Sales Commission Percentage (%): Provide the commission % for this user. This option gets applied if commission agent feature is enabled. (Not available in UltimatePOS-LITE)
  4. Activate/Deactivate the user.
  5. You can edit/delete a user.

Contact Management

Customer & Supplier Ledger

To view customer or supplier ledger

  1. Go to Contacts -> Supplier/Customer
  2. In that screen you will be able to see Ledger for the customer or supplier.
  3. You can select a date-range and use the checkbox filters to show/hide certain transaction type.

 

Supplier & Customer Management:

 

Adding Suppliers & Customers

  1. Goto Contacts -> Suppliers or Customer
  2. Click on add new contact. Select contact type – Supplier/Customer/Both
  3. Based on selecting it will show the relevant fields. Fill the relevant details.
  4. Pay Terms: This will help the system to notify you of any pending payments for suppliers & customer. You can specify pay term in either days or months.

Viewing Suppliers & Customers

View Supplier & Customer

View Supplier & Customer

  1. To view details about a Supplier or Customer click on View button. It will show the complete details along with the relevant transactions (Purchases & Sales) for that contact.
  2. Pay Due amount: You can use this button to pay the due amount for a customer or supplier. This will pay the overall due amount for all invoices.

Products Management

Products Management

Adding Products

  1. Go to – Products > Add Products.
  2. Provide a Product Name,
    Brand,
    Units,
    Category
    Sub-category
    SKU: Add a unique SKU which will be used to identify the product & Print barcode in labels. Leave it empty to auto-generate it. You can also add a Prefi for auto-generated SKU.
    Barcode Type: Select a barcode type, default/recommended is C128 option. We recommend changing if only if the product added already have an SKU number for it.
    Not For Selling: If a product is maked not-for-selling then it will not be displayed in POS or sales screen. This can be useful when using manufacturing module to make the ingredients as product not-for-selling also if you want to temporary disable selling for some products.
    Alert Quantity: Alert quantity is used to alert when remaining stocks reaches to this level or below it.
    Manage stock
    : Enable/Disable stock management at a product level. Product stock management is not required for services like Repairing, Hair Cutting, Web Development Printing. For items with Manage Stock Unchecked (disabled), you can sell them in unlimited quantities.  Selling of service using UltimateOS
  3. Select Applicable tax for that product. Adding Tax
  4. Product Type:
    Single:
    1. Applicable for products with no variation with them then select single
    2. When selecting Single product – You will need to enter the Default product price including/excluding tax, Profit Margin % (you can set default profit margin from settings -> Business Settings; this will help to type % every time). Based on the profit margin it will auto calculate selling price excluding of Tax. You can also enter the selling price manually and it will auto adjust the profit margin for you.

      Product Variations

      Product Variations

      1. Applicable to a product having variations (like size or color or design or flavors etc) You can define variation templates from Products -> Variations. The advantage of creating variation is that it saves time to add same variations multiple time.
      2. When selecting Variable product – It will display different fields to add all variations and its related Purchase price, Selling Price. You have to select the variations from the dropdown and it will auto-populate the variations for that template. You can change the variable name, Variation values.
  5. Click on Save.

You can edit a product. You can also Copy / Export to CSV, PDF or Excel file.

Adding Products with multiple variations:

If you have products which involve multiple variations like for example a Shirt can have Color & Size variation, then we have multiple ways to work with it:

Solution 1, Create combined variation: Can a variation with a name “Color-Size” and add values like Red-Small, Red-Medium, Red-Large, etc, this can be used for while adding the Shirt.

Solution 2, Create multiple Products: Create multiple different products like Shirt-Red, Shirt-Green, Shirt-Blue with size as variations. When you create multiple products you will NOT have to enter the same details multiple times, first, add the Shirt-Red with all size variations of it and then use the Duplicate Product action to copy the data.

Deactivating & Activating Product:

Refer to the screenshot.

Purchases

Purchase Management:

 

Adding Purchase

  1. Go to – Purchases -> Add Purchases
  2. Type Supplier Name or Business name in Supplier field. If the supplier doesn’t exist you must add them from Contacts -> Suppliers -> Add
  3. Enter Purchase reference number, Purchase date & Order Status.
  4. Select Business Location: Select a location where you want to add the purchase. You can add new Location from Settings -> Business Locations.
  5. Type product name or scan the product barcode number. It will show related matched products, select a product to add it to purchase list.
  6. On adding a new product you can enter purchase quantity, purchase price, and tax information.
  7. To add discount: Select the discount type (fixed or percentage) and enter the amount. ultimatePOS will auto-calculate the amount after discount.
  8. Enter purchase tax, Shipping Details, Additional Shipping charges, Payment status, & Additional notes.

You can view the list of purchases from Purchases -> List Purchases.

You can Print Labels for your purchase by Clicking “Print Labels” in List Purchases screen.

 

Purchase Payments:

Purchase payment meaning paying to the supplier for the Purchases.

Payments Statuses

  1. Paid: The PO is 100% paid.
  2. Due: The PO is 100% not paid.
  3. Partial: Partial amount of the PO has been paid.

 

 

 

Adding Payments

Adding payment when adding purchase:

In the add purchase screen, you can add payment for the purchase.

Adding payment from the List Purchase screen

In list purchase click the actions for any PO and it will display the list of actions for it. This option is not displayed if there is no payment due.

Adding payments from Contact

Go to contact -> Suppliers. Click on actions for the supplier and it will show “Pay Due amount”, click on it and pay the amount. “Pay Due amount” this option is not displayed if there is no payment due.

Adding/Editing Payment Method or Pay-Via

 
Sales/Sell

Interactions points in POS Screen.

Selling Products, Changing Product Price, Tax & Discount, Lot number & Expiry

  1. Go to – Sell -> POS
  2. Selecting Locations: If your business has multiple locations & the logged-in user is assigned multiple locations then select the location from which you want to sell. If single location then it will not display location Option.
  3. Selecting Customer: By Default, there is “Walk-In Customer”. You can search for a customer by name/customer id or phone number or can add new customer by clicking the plus (+) button “Add Customer”.
  4. Searching & Adding Product: Enter Product Name Or scan the barcode to search the product. If multiple products are matched then it displays the dropdown of products, selects the product from it. Or if there is a single product then it directly gets added to cart.

    product added to cart

    product added to cart

    • Changing Product Price, Tax & Discount: After the products get added, click on product name to modify product price, tax & discounts.
      NOTE: Option for different tax in products will be shown only if Inline tax is enabled. You can enable it from Business Settings -> Tax -> Enable Inline Tax in purchase and sell
    • Lot number: If lot number is enabled then it will show the option to select lot number. (Enabling Lot number)
    • Expiry Date: If the expiry date is enabled then it will show the option to select lot number.  (Enabling expiry)
  5. To cancel the sales click on the cancel button.
  6. To save it as draft click Draft to add them to drafts. Cancel invoices are not saved in the system, but drafts get added in the system. You can edit a Draft and change its state to Finalize. Draft doesn’t deduct stock from the system.
  7. To finalize the invoice click on Finalize – Add the payment options and save it.

On save it will display an invoice printing option.

NOTE: For invoice to print correctly – The Margins options should be set to “Default”.

List of sales can be viewed from Sell -> List Sales.

List of drafts can be viewed from Sell -> Drafts.

Both Sell & Drafts can be edited to make any changes.

Express Checkout: Express Checkout means the sale will be marked as Paid and payment method will be cash. No separate Payment screen will be displayed. Printing of invoice depends on the business location settings.

payment options

payment options

Draft & Quotation

This is useful if you want to create a quotation before sales.

Marking a sales as Draft or Quotations will not deduct the available stock.

You can view all Quotations & Drafts from List Quotation or List Draft respectively. Existing draft/Quotation can be edited to make it as final sales.

Suspended Sales

Suspend Sales means unfinished sale or hold Sale.
Suspended sales stock gets deducted from available stock. You can view all suspended sales by clicking on the Yellow Color button present in very top right of screen (above the date).

Some Use Case of Suspended sales

  1. In a grocery store, if you have suspended button, you can suspend particular customers sales and entertain another customer, when his comeback you can proceed with his sale.
  2. In Restaurant, you can suspend the order of customers if not yet paid, and finish it when they finish eating and paid their order, so you can proceed to final sales. You can put Table 1, Table 2, Table 3… so when they finish it’s easy to identify table 3 going to pay.
  3. In hotel lots of customers check in stay for 2 nights and order some foods and customers say, just charge to room 024. So you can suspend their orders and edit if there is some additional order and suspend again. Until final it when they pay their bills. on Hotel, on Reference Number: Room 009, Room 012

Card / Multiple Pay / Cash

  • Multiple Pay: Used when the customer wants to pay with different payment methods like some amount by card, some by cash and some other payment methods. This option is also used when the customer doesn’t pay the exact tender amount and you need to calculate the Return Change.
  • Card: Used when the customer wants to pay the complete invoice by card.
  • Cash: Used when customer pay the exact amount of invoice by cash. If the customer pays less or more amount then the invoice amount then use Multiple Pay to get change return.

Adding payments from Contact

Go to contact -> Suppliers. Click on actions for the supplier and it will show “Pay Due amount”, click on it and pay the amount. “Pay Due amount” this option is not displayed if there is no payment due.

Adding/Editing Payment Method or Pay-Via

  • Using Ultimate POS for Selling of Services
  • Sales Return
  • Sales Subscriptions
  • Cash egister
  • Invoicayout
  • Invoice External URL
  • Configuing keyboard shortcuts for POS screen
  • Discounts by Brand, Category, Location
  • Reward Points

 

Tax Settings

Tax Rates

  1. To add new tax go to Settings -> Tax Rates -> Add
  2. Add a descriptive name (eg: “VAT@5%”) and specify the “Tax Rate%”

Tax Groups

  1. Sometime you will need to apply multiple taxes to an invoice or purchase. So you should create tax groups by combining multiple taxes.
  2. To add a Tax Group – Click on Add Button, Give a meaningful name, select the tax you want to use in this tax group.
  3. The tax rate of tax group will be the sum of tax rates of Sub-taxes added.
  4. If sub-tax is edited the corresponding tax group’s tax rate will also get updated accordingly.
  5. You cannot delete a Tax if it is used in a Tax Group.

Disable Tax

  1. Don’t add Tax Rates in settings
  2. Go to Settings – Business Settings.
    1. Uncheck “Enable inline tax in purchase and sell
    2. Uncheck “Enable Price & Tax info
    3. Select “Default Sale Tax” as None

Tax Settings According to GST:

Go to Settings -> Tax Rate setting.

1. Create a tax with name CGST@10% and Tax Rate %: as 10. (10% is for example only, use the tax rate applicable)

2. Create a tax with name SGST@10% and Tax Rate %: as 10. (10% is for example only, use the tax rate applicable)

3. Create a tax with name IGST@14% and Tax Rate %: as 14. (14% is for example only, use the tax rate applicable)

4. Below Tax rate, it shows “Tax groups ( Combination of multiple taxes )”. Create on Add, enter the tax group name as Intra-State-CGST-SGST and select sub-taxes CGST@10% & SGST@10%.

5. Below Tax rate, it shows “Tax groups ( Combination of multiple taxes )”. Create on Add, enter the tax group name as Inter-State-IGST and select sub-taxes IGST@14%.

More Details here

With this now when you purchase or sell a product you can select the applicable tax.

Displaying HSN Code for items (For some business)
==========================================
1. HSN code depend on the category of a product.
2. Go to Settings -> Categories, click on “Add”. Add category name and category code. Category code is same as HSN code.
3. To display HSN code in invoice – Go to Settings -> Invoice Settings -> invoice layouts. Add/Edit invoice layout and click on ” Show category code or HSN code”. Save it. Assing that invoice layout to your business. 

Reports

Reports help you to get an overview of your entire business.

To view report click on Reports & Select the report you want to view.

Some Reports come filter relevant options to help you analyze your business better.

Purchase & Sale Report

This report shows the total purchase, Purchase Including tax, Purchases with Dues amount; and Total Sale, Sale Including tax, Sale Due.

Tax Reports

Shows the Input & Output Taxes.

Contacts Report(Customers & Suppliers Reports)

This report shows the details of Purchase & Sell with all contacts (Suppliers & Customers) and also any Due amount. Positive Due amount indicates payment by contact, negative indicates payments to the contact.

Stock Report

The stock report displays the stock details. With this, you can track remaining stock and total sold quantity sold for all products.

For variable products – you can click on Green Plus button before SKU column to get details stock report for each product variations.

Trending Products Report

  • This report helps you to determine the products demand.
  • You can apply different filters to filter the product.
  • Select a business Location to view trends for a particular business location.
  • Select Product Category, Sub-Category, Brands, Units, Date Range to filter them.
  • Set “No. of products” to view the top that amount of product. Using this you can view Top 5, Top10 or any number of top products.

Expense Report

Expense report helps you to analyze expenses for business locations and also analyze based on expenses categories.

Register Report

View details of all registers and filter registers based on User and/or Status (Open or Closed)

Sales Representative Report

  • View Sales and Expenses details of Sales representative
  • Filter them with User, Business Location, Date Range

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