Awoyaa Documentation

Welcome to the comprehensive documentation for Awoyaa's system. This guide will help you understand and utilize all the features of our powerful point-of-sale solution designed for modern businesses.

Key Features

POS Usage

Processing Sales

The POS interface is designed for quick and efficient sales processing. Here's how to process a sale:

Steps to Process a Sale:

1. Access POS Interface

   Click on "POS" from the main dashboard to open the point-of-sale interface.

2. Add Products to Cart

   Search for products using the search bar or browse categories. Click on products to add them to the cart.

3. Adjust Quantities

   Use the quantity controls to adjust the number of items for each product in the cart.

4. Apply Discounts (Optional)

   Apply percentage or fixed amount discounts to individual items or the entire sale.

5. Select Customer (Optional)

   Choose an existing customer or add a new customer to the sale for loyalty points and purchase history.

6. Choose Payment Method

   Select from available payment methods: Cash, Card, Bank Transfer, or multiple payment methods for split payments.

7. Complete Sale

   Click "Complete Sale" to finalize the transaction and print the receipt.

Customer Management

Effective customer management helps build relationships and increase sales through personalized service.

Adding a New Customer

1. Navigate to "Customers" from the main menu
2. Click "Add New Customer"
3. Fill in customer details:
   • Name (required)
   • Email address
   • Phone number
   • Address information
   • Date of birth (for birthday promotions)
4. Set customer group (Regular, VIP, Wholesale, etc.)
5. Save the customer information

Searching for Customers

Use the customer search feature in the POS to quickly find customers by:

• Name
• Phone number
• Email address
• Customer ID

Viewing Customer History

Access complete purchase history for any customer, including:

• Previous purchases
• Total amount spent
• Loyalty points balance
• Preferred products
• Last visit date

Loyalty Points System

The built-in loyalty system helps retain customers and encourage repeat purchases.

How Loyalty Points Work

• Customers earn points based on their purchases
• Points can be redeemed for discounts on future purchases
• Different customer groups can have different point earning rates
• Points can expire after a set period (configurable)

Configuring Loyalty Settings

1. Go to Settings → Loyalty Settings
2. Set points earning rate (e.g., 1 point per $1 spent)
3. Set redemption rate (e.g., 100 points = $1 discount)
4. Configure point expiration rules
5. Set minimum purchase amount for earning points

Inventory Management

Adding Products

Proper product setup is crucial for efficient inventory management and sales processing.

Basic Product Information

1. Navigate to Products

   Go to "Products" from the main menu and click "Add New Product".

2. Enter Product Details

   Fill in the required information:

   • Product Name: Clear, descriptive name
   • SKU: Unique product identifier (auto-generated if left blank)
   • Barcode: Product barcode for scanning
   • Category: Product category for organization
   • Description: Detailed product description
3. Set Pricing

   Configure product pricing:

   • Cost Price: Your cost for the product
   • Selling Price: Regular retail price
   • Tax Rate: Applicable tax percentage
   • Discount: Any permanent discounts
4. Inventory Settings

   Configure stock management:

   • Track Quantity: Enable/disable stock tracking
   • Current Stock: Initial stock quantity
   • Alert Quantity: Low stock alert threshold
   • Unit: Unit of measurement (pieces, kg, liters, etc.)
5. Upload Product Image

   Add a product image for easy identification in the POS interface.

6. Save Product

   Click "Save Product" to add the item to your inventory.

Categories

Organize your products into categories for better management and easier navigation in the POS.

Creating a New Category

1. Go to "Products" → "Categories"
2. Click "Add New Category"
3. Enter category name and description
4. Upload category image (optional)
5. Set parent category if creating a subcategory
6. Save the category

Managing Categories

• Edit Categories: Update category information anytime
• Delete Categories: Remove unused categories (products will be moved to "Uncategorized")
• Reorder Categories: Drag and drop to change category order
• Subcategories: Create hierarchical category structures

Product Variations

Handle products with multiple options like size, color, or style using product variations.

Adding Product Variations

1. Enable Variations

   When creating or editing a product, check "This product has variations".

2. Define Variation Attributes

   Add attributes like Size, Color, Material, etc.

3. Create Variation Combinations

   Generate all possible combinations or create specific variations manually.

4. Set Variation Details

   For each variation, set:

   • SKU (unique for each variation)
   • Price (can differ from base product)
   • Stock quantity
   • Barcode (if different)
   • Image (variation-specific image)
5. Save Variations

   Save all variations to make them available in the POS.

WooCommerce Integration

Seamlessly connect your physical store with your online WooCommerce store for unified inventory and order management.

Setting up WooCommerce Integration

1. Install WooCommerce Plugin

   Ensure WooCommerce is installed and activated on your WordPress site.

2. Generate API Keys

   In your WordPress admin:

   • Go to WooCommerce → Settings → Advanced → REST API
   • Click "Add Key"
   • Set permissions to "Read/Write"
   • Generate and copy the Consumer Key and Consumer Secret
3. Configure Integration in Awoyaa

   In your POS system:

   • Go to Settings → WooCommerce Integration
   • Enter your WooCommerce store URL
   • Paste the Consumer Key and Consumer Secret
   • Test the connection
   • Save settings
4. Configure Sync Settings

   Set up synchronization preferences:

   • Auto-sync frequency
   • Product sync direction (POS to WooCommerce or bidirectional)
   • Stock sync settings
   • Order sync preferences

Synchronizing Products

Keep your product catalog synchronized between your POS and WooCommerce store.

Manual Product Sync

1. Go to Products → WooCommerce Sync
2. Select products to sync
3. Choose sync direction (POS to WooCommerce or WooCommerce to POS)
4. Click "Sync Selected Products"
5. Monitor sync progress and review any errors

Automatic Product Sync

• Enable automatic sync in WooCommerce settings
• Set sync frequency (every hour, daily, etc.)
• Configure which product fields to sync
• Set up conflict resolution rules

Synchronizing Orders

Import WooCommerce orders into your POS system for unified order management.

Order Sync Process

1. WooCommerce orders are automatically imported based on sync settings
2. Orders appear in the POS with "Online" status
3. Inventory is automatically adjusted for online orders
4. Order fulfillment can be managed from the POS

Printing Options

Awoyaa supports multiple printing methods to suit different business needs and hardware setups.

Thermal Printer Setup

Thermal printers provide fast, reliable receipt printing for high-volume businesses.

Supported Thermal Printers

• ESC/POS compatible thermal printers
• USB connected thermal printers
• Network (Ethernet/WiFi) thermal printers
• Bluetooth thermal printers

Thermal Printer Configuration

1. Install Printer Drivers

   Install the appropriate drivers for your thermal printer on the POS computer.

2. Configure Printer in POS

   Go to Settings → Printing Settings:

   • Select "Thermal Printer" as print method
   • Choose your printer from the list
   • Set paper width (58mm or 80mm)
   • Configure print density and speed
3. Customize Receipt Template

   Design your receipt layout:

   • Add business logo and information
   • Configure header and footer text
   • Set font sizes and styles
   • Include/exclude specific fields
4. Test Printing

   Print a test receipt to verify configuration and make adjustments as needed.

Browser-Based Printing

Use standard printers through the browser's print function for businesses without thermal printers.

Setting up Browser Printing

1. Go to Settings → Printing Settings
2. Select "Browser Printing" as print method
3. Choose receipt size (A4, Letter, or Custom)
4. Configure print margins and layout
5. Save settings

Browser Printing Features

• Works with any printer connected to the computer
• Supports color printing for logos and graphics
• Customizable receipt templates
• Print preview before printing
• Save receipts as PDF

Reports & Analytics

Comprehensive reporting tools help you understand your business performance and make informed decisions.

Sales Reports

Track sales performance across different time periods and analyze trends.

Available Sales Reports

• Daily Sales Summary: Overview of daily sales performance
• Sales by Product: Best-selling products and revenue breakdown
• Sales by Category: Performance analysis by product category
• Sales by Customer: Customer purchase patterns and loyalty
• Payment Method Report: Analysis of payment preferences
• Hourly Sales Report: Peak hours and sales distribution
• Cashier Performance: Individual staff sales performance

Customizing Sales Reports

• Select custom date ranges
• Filter by specific products, categories, or customers
• Group data by day, week, month, or year
• Include or exclude specific payment methods
• Filter by business location (for multi-location setups)

Inventory Reports

Monitor stock levels, track inventory movement, and identify optimization opportunities.

Available Inventory Reports

• Current Stock Report: Real-time inventory levels
• Low Stock Alert: Products below reorder threshold
• Stock Movement: Detailed inventory transaction history
• Product Performance: Fast and slow-moving products
• Inventory Valuation: Total inventory value at cost and retail
• Expiry Report: Products approaching expiration dates
• Dead Stock Report: Products with no recent sales

Generating Reports

1. Access Reports Section

   Navigate to "Reports" from the main dashboard menu.

2. Select Report Type

   Choose from Sales Reports, Inventory Reports, or Customer Reports.

3. Set Parameters

   Configure report parameters:

   • Date range (today, yesterday, this week, this month, custom range)
   • Business location (if applicable)
   • Product categories or specific products
   • Customer groups or specific customers
4. Generate Report

   Click "Generate Report" to create the report with your specified parameters.

5. Export or Print

   Export reports in various formats:

   • PDF for professional presentation
   • Excel for further analysis
   • CSV for data import into other systems
   • Print directly from the browser

User Management

Manage staff access and permissions to ensure security and proper workflow in your business.

Adding New Users

1. Navigate to User Management

   Go to Settings → Users from the main menu.

2. Click Add New User

   Click the "Add New User" button to open the user creation form.

3. Enter User Information

   Fill in the required user details:

   • Full Name: Employee's complete name
   • Username: Unique login username
   • Email: Valid email address
   • Password: Secure password (minimum 8 characters)
   • Phone Number: Contact number
   • Address: Employee address (optional)
4. Assign User Role

   Select appropriate role based on job responsibilities:

   • Admin: Full system access
   • Manager: Management functions with limited settings access
   • Cashier: POS access only
   • Custom Role: Specific permissions as defined
5. Set Business Access

   For multi-business setups, specify which businesses the user can access.

6. Save User

   Click "Save User" to create the account and send login credentials to the user.

User Roles and Permissions

Different user roles provide appropriate access levels for various job functions.

Default User Roles

Creating Custom Roles

1. Go to Settings → User Roles
2. Click "Add New Role"
3. Enter role name and description
4. Select specific permissions:
   • POS access
   • Product management
   • Customer management
   • Inventory management
   • Reports access
   • Settings access
   • User management
5. Save the custom role

Editing User Information

Update user details, change permissions, or deactivate accounts as needed.

Modifying User Details

1. Go to Settings → Users
2. Find the user in the list
3. Click "Edit" next to the user's name
4. Update the necessary information
5. Save changes

Changing User Passwords

1. Edit the user account
2. Click "Change Password"
3. Enter new password (or generate random password)
4. Optionally send new password to user via email
5. Save changes

Deactivating Users

• Edit the user account
• Change status to "Inactive"
• User will no longer be able to log in
• All user data and sales history is preserved
• Can be reactivated at any time

Getting Support

If you need additional help or have questions not covered in this documentation, we're here to assist you.