How can we help you run your phone shop?

To log in:

• Open your browser and navigate to your PhoneApp URL.
• Enter your username and password.
• Click Login.

If you do not have login credentials, contact your system administrator. Default admin credentials are usually set during installation.

PhoneApp uses a vertical sidebar menu, which you can open via the hamburger icon (☰).

From the sidebar you can access:

• Dashboard – Overview and real-time statistics.
• Sales – Point of Sale for day-to-day transactions.
• Products & Categories – Product catalog setup.
• Inventory – Stock levels, adjustments, and purchase orders.
• Customers – Customer database and history.
• Repairs – Repair ticket lifecycle management.
• Reports – Business analytics.
• Users – User management (Admin/Manager).
• Settings – System configuration (Admin only).

The Dashboard typically includes:

• Today’s Sales – Total revenue for the current day, updated after each sale.
• Pending Repairs – Number of repair tickets not yet marked as Delivered or Canceled.
• Low Stock Alerts – Count of products at or below their reorder level.
• Recent Sales – Latest transactions with customer, payment method, total, and date.
• Recent Repairs – Latest repair tickets with ticket number, device, and status.

Use this page at the beginning and end of each day to monitor performance and outstanding work.

Click Sales in the sidebar menu. You will see the product catalog on the left and the cart on the right (or in a drawer on mobile).

To build a cart:

• Use the search bar to find products by name or SKU, or filter by category tabs.
• Confirm the product has available stock.
• Click Add to Cart on the product card.
• For IMEI-required items (like phones), enter the IMEI number when prompted.

Adjust quantities with the + and – buttons in the cart, or remove items using the × icon.

The system prevents overselling. You cannot add more units than are available in stock.

To complete a sale:

• Review all items, quantities, and prices in the cart.
• Optionally select a Customer (or leave as Walk‑in Customer).
• If your role allows it (Admin/Manager), apply a discount by entering an amount.
• Select the Payment Method (Cash, Card, Transfer, etc.).
• Click Checkout or Complete Sale.

PhoneApp will record the sale, update inventory in real time, and generate a printable receipt/invoice.

For products marked as IMEI required:

• You must enter the IMEI number when adding the item to the cart.
• The IMEI is saved together with the sale record.
• This allows precise tracking of devices for service, returns, and security.

On mobile devices:

• The cart often appears as a slide-in drawer from the bottom.
• You can use barcode scanning to add items quickly.
• Use the / key to focus the search bar on supported devices.

Open the Products module to see a list of all items with:

• Name, Category, Brand, SKU.
• Selling price and current stock.
• Action icons to edit or delete (if permitted).

Use the search bar to find products by name or SKU. Many setups also show a statistics bar with:

• Total products.
• Out of stock items.
• Low stock items.
• Estimated inventory value.

To create a product:

• Click + Add Product.
• Fill in Product Name and Category (required).
• Optionally set Brand and Model.
• Upload an image (JPG, PNG, GIF, WebP; up to ~5MB).
• Enter SKU and Barcode if used.
• Check IMEI Required for devices that need IMEI tracking.
• Set Cost Price and Selling Price (required).
• Enter initial Stock Quantity and a Reorder Level.
• Optionally set Warranty period and specific Tax Rate.

Click Save Product to finish.

To edit a product:

• Find it in the Products list.
• Click the Edit (pencil) icon.
• Update the fields as needed.
• Click Update Product.

To delete a product:

• Click the Delete (trash) icon.
• Confirm the deletion.

Products that have already been sold usually cannot be deleted to preserve historical sales data. In that case, consider renaming or deactivating the item instead.

In the Inventory module, use the stock list to see products with their current quantities.

You can filter by:

• All Products
• Low Stock – at or below reorder level.
• Out of Stock – quantity is zero.

Search by name, SKU, or barcode, and filter the list by category to focus on specific areas of your catalog.

Use Stock Adjustments for manual changes:

• Go to Inventory → Stock Adjustment.
• Select the product.
• Choose the Type: Increase or Decrease.
• Enter the Quantity to adjust.
• Provide a clear Reason (e.g., Damage, Theft/Loss, Return, Count Correction, Promotion).
• Submit the adjustment to update inventory immediately.

To add or edit suppliers:

• Open the Suppliers section in Inventory.
• Click + Add Supplier to add a new one.
• Enter Supplier Name, Phone, Email, and Address.
• Save the supplier.

You can edit or delete suppliers as needed. They are used when you create purchase orders for restocking.

Creating a purchase order:

• Select a supplier and create a new Purchase Order.
• Add products and the quantities you want to order.
• Set the unit cost for each product.
• Save the PO as a Draft while preparing.

Purchase order statuses:

• Draft – still being prepared.
• Ordered – sent to the supplier.
• Received – items arrived and stock has been updated.
• Canceled – the order will not be fulfilled.

When you mark a PO as Received, PhoneApp automatically increases the stock levels for the listed products.

To add a customer:

• Open the Customers module.
• Click + Add Customer.
• Enter Name (required), Phone, Email, and Address.
• Click Save Customer.

The customer list lets you search by name or contact details, and quickly edit or delete records (subject to permissions).

Benefits of linking customers:

• Purchase history – See what a customer has bought over time.
• Repair history – Track all repairs performed for a customer.
• Better support – Quickly find devices and IMEIs in past records.
• Marketing – Use contact details for promotions and follow-ups.

Access to customer data is controlled by user roles to protect privacy.

Common repair statuses:

• Intake – Device has just been received.
• Diagnosis – Technician is assessing the issue.
• Waiting Parts – Waiting for required components.
• In Progress – Active repair work is underway.
• Ready – Repair completed, waiting for customer pickup.
• Delivered – Device returned to customer.
• Canceled – Repair canceled at any stage.

The repair dashboard lets you filter tickets by status and search by ticket number, device, IMEI/Serial, or customer details.

To create a ticket:

• Click + New Repair in the Repairs module.
• Select an existing customer or add a new one.
• Enter device details: Brand, Model, and IMEI/Serial (recommended).
• Describe the issue clearly for the technician.
• Set an Estimated Cost and any Deposit Amount.
• Assign a Technician if applicable.
• Save to generate a unique ticket number.

Ticket numbering format (e.g. R{YY}{MM}{DD}-{RAND4}) can be customized in Settings → Numbering Formats.

To edit a ticket:

• Click the ticket card from the repairs list.
• Click Edit.
• Update status, final cost, technician, and notes as needed.
• Save changes.

You can also print the ticket or call the customer directly from the ticket (on supported devices).

Common reports include:

• Sales Summary – Total sales and revenue trends by date range.
• Sales by Item – Best-selling products, revenue, and quantities.
• Sales by Category – Performance of each product category.
• Sales by Employee – Individual sales performance.
• Sales by Payment Type – Breakdown by Cash, Card, Transfer, etc.
• Receipts – Search and reprint historical receipts.

To generate a report:

• Open the Reports module.
• Select the report type you need.
• Choose a date range and any additional filters.
• Click to Generate or View the report.

You can then review tables and charts, print the report, or export data as supported by your installation (e.g., PDF or CSV).

In the Users module (Admin/Manager only):

• Click + Add User to create a new account.
• Enter Full Name, Email (optional), Username, and Password.
• Select a Role (e.g., Admin, Manager, Cashier, Technician).
• Save the user.

You can edit names, emails, roles, and reset passwords. Usernames usually cannot be changed to protect audit history. Users with sales/repairs history typically cannot be deleted; instead, mark them inactive.

Admin Full system access:

• All features and modules.
• User management and Permissions.
• System Settings.
• All Reports and CRUD operations.

Manager Operational control:

• Manage products, categories, customers, and inventory.
• Process sales and apply discounts.
• Full repairs management.
• Access all reports.
• Can manage users (limited) but cannot change global settings.

Cashier Sales-focused:

• View products, add/edit customers.
• Process sales and print receipts.
• View basic sales reports.
• Normally cannot apply discounts or access repairs/inventory settings.

Technician Repair specialist:

• Create and update repair tickets.
• View/add customers and see the Dashboard.
• Print repair tickets.
• Cannot process sales or access inventory/settings.

Admins can customize permissions for each role in Settings → Permissions.

In Settings → Business Profile, Admins can:

• Enter Business Name, Phone, Email, Address, and Tax ID.
• Choose the currency symbol and date format.
• Set the timezone and business hours.

In Settings → Receipt Customization you can:

• Upload your logo and set a tagline.
• Choose what company details appear on receipts.
• Set a footer message for returns policy and “Thank you” note.
• Choose paper sizes like 58mm or 80mm and adjust font size.

Tax configuration:

• Set a default tax rate (percentage).
• Choose whether prices are tax included or tax added at checkout.
• Enter your business tax number to print on receipts.

Payment methods:

• Enable or disable Cash, Card, Bank Transfer, Mobile Money, Store Credit.

Under Settings → Numbering Formats, customize patterns like:

• Sales Receipts: S{YYYY}{MM}{DD}-{RAND4}
• Repair Tickets: R{YY}{MM}{DD}-{RAND4}

Available tokens:

• {YYYY} – Full year.
• {YY} – 2-digit year.
• {MM} – Month.
• {DD} – Day.
• {RAND4} – Random 4-digit number.

Custom fields allow you to add extra data fields to:

• Products
• Customers
• Repairs

Backups:

• Schedule automatic backups (Daily or Weekly) at a chosen time.
• Run manual backups on demand, download them, and restore if needed.

Feature toggles let you enable/disable modules like:

• Barcode Scanning
• IMEI Tracking
• Store Credit
• Repair Module
• Inventory Alerts

Start of day:

• Review the Dashboard for low stock and pending repairs.
• Check the repair queue and technician workloads.
• Verify cash drawer if applicable.

During the day:

• Process sales promptly and accurately.
• Keep repair statuses up to date.
• Monitor low stock alerts and prepare purchase orders.

End of day:

• Reconcile cash and electronic payments.
• Review the daily sales report.
• Plan tasks for the next day (orders, repairs, pricing changes).

Security:

• Use strong, unique passwords for each user.
• Require staff to log out when leaving their workstation.
• Do not share accounts; create separate logins.
• Limit access using appropriate roles and permissions.

Maintenance:

• Review reports weekly for trends and anomalies.
• Perform full inventory checks monthly.
• Audit user roles quarterly to ensure correct access.
• Keep product prices and tax rates updated when they change.
• Ensure regular backups and test restores periodically.

• / – Focus search (on Sales page and this help center).
• Esc – Close modals or clear search.
• Enter – Submit forms.
• Tab – Move to the next form field.

Cannot add product:

• Check that all required fields (Name, Category, Selling Price) are filled.

Cannot complete sale:

• Verify stock levels; you cannot sell more than available.
• Ensure your user session is valid; if needed, log out and back in.

Cannot delete category:

• The category still has products assigned to it.
• Reassign products to another category, then delete.

Cannot delete user:

• The user has associated sales or repair records.
• Preserve them for audit purposes; set the user to inactive instead.

Common causes and fixes:

• Check browser print settings and allow pop‑ups.
• Ensure the correct receipt printer is selected and online.
• Use Print Preview to verify layout.
• Confirm receipt paper size and margins in Settings and printer drivers.

For help beyond this guide:

• Contact your system administrator or IT provider.
• Check application logs (if you have access) for specific error messages.
• Ensure regular backups are running to avoid data loss.