Madame Illa has sold cement, iron rods and roofing sheets from a paper notebook for years. She now has an Exowpee account and nothing else in it. She wants the Akpakpa shop to take its first sale on the screen, and to know in the evening how much money is in the drawer. This journey follows her from the empty account to that evening. The same steps apply to any shop, pharmacy or any other business with a counter.

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Prepare the business

A company for the shop. Illa creates the company that will sell with Create a company. Only the owner of the organization can do it. Signing up with a company already gives you one, so this step is for the company you add. See Run the organization and its companies. Everyday rules. She decides that a manual discount above 10 percent must wait for her approval. She sets it with Update company settings. Do it now, before any seller gives a discount. See Company profile, settings and currencies. Where customers pay. Customers of the shop pay with MTN MoMo. Illa records the account with Create a money account and says which companies may receive money on it. She does it now because a register can only accept accounts that exist. See Money accounts and payment methods.

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Describe the shop and what it sells

The location. Stock lives in a location. Illa first creates a location group “Akpakpa” with Create a location group, because every location belongs to one. She then registers the shop in it with Create a location or vehicle and shares it with her company. See Locations, vehicles and site sharing. The goods. She creates “Cement 50 kg” with Create a product, with its unit of sale and a first price. She asks for stock to be tracked, otherwise Exowpee keeps no quantities. See Create products and variants. A second price. Michel Agossou, a mason, buys by the hundred bags. Illa adds a “mason” price with Add prices to an item. Prices belong to one company, so only her company sees it. See Set prices and units of sale. What is on the shelf. Bio Gounou counts 120 bags and Illa records them with Correct stock quantities, giving the counted quantity. Because the shop holds none yet, she also states what the bags cost in total. See Correct stock and declare damage.

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Equip the counter

The register. Illa creates the register with Create a cash register. It needs at least one cashier, so she lists Sènami Dossou, who has already joined the company (see Give a new employee access). She turns on the seller option, so that whoever runs the register can also prepare orders on it. See Set up cash registers. What the register accepts. She adds MTN MoMo with Set register payment methods. A new register already has a cash method. A second cashier. For Sènami’s lunch break, Rodrigue Ahouansou, who is also a member of the company, must be able to run the register while she is away. Illa adds him with Add cashiers to a register. See Sellers and cashiers.

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The first day

Opening. At eight, Sènami opens the register with Open a cash register session from the counter computer linked to it (see Connect cash register computers). The register session starts with the register’s current balance. The sale. One thing Illa cannot do herself: a new company starts with a monthly order limit of 0, which refuses every order, and no action of Exowpee raises it. The limit of her company must be raised before this first sale. Sènami, who runs the register, prepares Michel’s order with Create an order. It stays pending: nothing leaves stock yet. She then cashes it with Confirm and cash a sale, entering the payments. Stock leaves, the sale is posted in accounting and the invoice is shown. See Take and approve orders. The evening count. Sènami counts the drawer and closes with Close a cash register session, declaring the amount. See Run a register session.

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The rules

  • A new company starts with a monthly order limit of 0, and an order cannot be created while the limit is 0. The settings action does not change this limit, and neither does any other action of this journey.
  • The shop must be shared with the company before stock can be counted there. A quantity counted on a location that holds none of the item needs one cost.
  • A register must be closed and unlocked to be opened, and a cashier runs one register at a time.
  • Each payment at confirmation must use a method set on the register. Payments must equal the order total, except for a credit sale to a named customer.
  • Only the cashier running the register can close it. The declared balance cannot be negative or higher than the balance Exowpee holds for the register, and Exowpee does not move any difference.
  • A seller prepares orders and a cashier cashes them. A register cashier is an active seller only when the register has the seller option, and that seller can prepare orders only while running the register. To prepare orders without running a register, a person needs to be added as a seller outside any register.

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All the steps

1

Create a company

Creates a new company in the organization with its tax profile, default settings, books and an administrator role for the creator. Reference
2

Update company settings

Changes a company’s timezone, currency rounding, default tax, and manual discount approval rules. Reference
3

Create a money account

Creates a money account for the organization and chooses which companies may receive and/or pay out through it. Reference
4

Create a location or vehicle

Registers a new location or vehicle, optionally grouped and shared with some companies. Reference
5

Create a product

Adds a product with its variants and images to the catalog, in a chosen unit-of-measure category. Reference
6

Add prices to an item

Adds named selling prices, per unit of sale, to an item, with its tax settings. Reference
7

Correct stock quantities

Records a stock correction with a reason and lines, raising or lowering quantities to match what is really on the shelf. Used after a count or to fix errors. Reference
8

Create a cash register

Creates a new cash register with its cashiers. It starts closed and unlocked with a default cash payment method. Reference
9

Set register payment methods

Chooses which payment methods, linked to which money accounts, a cash register accepts or pays out, with cash optionally included. Existing combinations are updated. Reference
10

Add cashiers to a register

Allows members or agent accounts to work as cashiers on a cash register. A seller record is created for each one. Reference
11

Open a cash register session

A cashier opens a register from a linked cash register computer, using the computer’s secret, and starts a register session with the current register balance as the opening balance. Returns a login token tied to this register. Reference
12

Create an order

A seller creates a new order with items, discounts and customer, as a draft awaiting payment. It may go to approval when a discount or credit limit requires it. Reference
13

Confirm and cash a sale

A cashier finalizes an order by recording the payments received. Stock is taken out, accounting and customer credit are posted and an invoice snapshot is created. Reference
14

Close a cash register session

The cashier currently running a register closes the session and declares the closing cash balance. The session ends and the cashier context is dropped. Reference