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Getting Started with ShopNex ePOS

Welcome to the guide for your ShopNex e Point of Sale (POS) system. This easy-to-follow guide will help you learn how to use your store's system for daily tasks.

What is the ShopNex ePOS System?

The ShopNex ePOS system is like a smart cash register that helps you run your business. It lets you:

What You Need to Use the System

To use the ShopNex ePOS system, you need:

How to Log In

Login Screen
The login screen where you enter your username and password

To start using the system:

  1. Open your web browser (like Chrome or Firefox)
  2. Type https://your-sn-id.ed5.in/ in the address bar at the top
  3. Enter your username in the first box
  4. Enter your password in the second box
  5. Click the "Login" button
Forgot your password? No problem! Just click on "Forgot Password" and follow the steps to get a new one.

Understanding Your Home Screen (Dashboard)

After you log in, you'll see the main home screen (dashboard) which gives you a quick overview of your business.

Dashboard Screen
The home screen (dashboard) shows important information at a glance

What You'll See on the Dashboard

The dashboard is divided into several sections that give you important information:

1. Left Menu (Navigation)

On the left side of the screen is the main menu with buttons for:

2. Top Section - Welcome and Quick Actions

At the top of the screen you'll see:

3. Summary Boxes

The colorful boxes at the top show important numbers:

4. Stock Information

In the middle section, you'll see:

5. Sales Charts

At the bottom of the screen, you'll see charts that show:

6. Payment Information

Below the charts, you'll see sections about payments:

Tip: Anything highlighted in yellow or red (like "Product Stock Alert") needs your attention right away. These are warnings about things you should check.

Making Sales

This is what you'll do most often - ringing up customers and taking their payments.

How to Ring Up a Sale

New Sale Screen
The sales screen where you add items and take payment

When a customer wants to buy something:

  1. Click on "POS" in the header menu (Top right of the screen)
  2. Add products by:
    • Scanning the barcode if you have a scanner
    • OR typing the product name in the search box
    • OR browsing through categories to find the product
  3. To change quantity, click the + or - buttons, or type the number
  4. To give a discount, click on the item and then the "Discount" button
  5. If you want to record customer information, click "Add Customer"
  6. When everything is added, click the "Payment" (Cash / Multiple Pay / Card / Credit Sale) button
Remove product from Sale Screen
Remove product from Sale Screen
Tip: If you make a mistake, you can click the trash (red color) button next to an item to remove it.

Taking Payment

Payment Screen
The payment screen where you complete the transaction

To finish the sale and take payment:

  1. Choose how the customer is paying:
    • Cash
    • Credit/Debit Card
    • Mobile Payment
    • Or other options that appear on your screen
  2. For Multiple payments:
    • Enter how much cash the customer gave you
    • The system will tell you how much change to give back
  3. Click "Finalize Payment"
  4. Choose whether to print a receipt or send by email
    5. Print Layout
    Print popup - User can customize the invoice template

When a Customer Wants a Refund

Refund Screen
The refund screen helps you process returns

To give a customer a refund:

  1. Click on "Sales" in the left menu
  2. Click on "Sales History"
  3. Find the original sale by:
    • Looking up the receipt number (easiest if customer has receipt)
    • OR searching for the customer's name or phone number
    • OR looking through recent sales by date
  4. Click on the sale you found
  5. Click the "Refund" button
  6. Check the boxes next to items being returned
  7. Choose a reason for the refund (helps with tracking)
  8. Click "Process Refund"
Remember: You might need your manager to approve refunds. Ask for help if the system doesn't let you complete a refund.

Getting Started: Adding Your Products

When you first start using the system, you'll need to add your products. You can add them one by one, or import many at once.

Understanding the Product List

Before adding products, let's understand what you're seeing in the product list table:

Note: The product table shows you important information like low stock warnings (highlighted in yellow).

How to Add Products One by One

To add a single new product:

  1. Click on "Products" in the left menu
  2. Look for a button that says "Add" or "Add New Product"
  3. Fill out the product information form with details like:
    • Product name
    • SKU (product code)
    • Category
    • Price
    • Cost
    • Quantity
  4. Click "Save" or "Add Product" to finish

How to Import Many Products at Once

Import Products Screen
The Import Products screen where you can upload a file with multiple products

If you have many products to add, you can import them all at once:

  1. Click on "Products" in the left menu
  2. Look for "Import Products" in the menu or submenu
  3. Click on "Import Products"
  4. You'll see the "File To Import" section with a "Browse..." button
  5. Click "Browse..." to select your product file from your computer
  6. Once you've selected your file, click the green "Submit" button

Understanding the Import Products Template

The system shows you exactly what information to include in your import file:

Important: Make sure your import file has the correct format. All required fields (marked "Required") must be filled out. Double-check your information before importing to avoid mistakes.

Tips for Product Import

Checking Your Products After Import

After adding products, check that everything imported correctly:

  1. Look at the product list on your dashboard or in the Products section
  2. Make sure the quantities and prices are correct
  3. Check that products are assigned to the right categories
  4. Fix any errors by clicking on the product name and editing it
Tip: If you see a "Product Stock Alert" warning after importing, it means some products have low stock levels and might need to be reordered soon.

Adding Your Customers and Suppliers

You can add your customers and suppliers to the system to keep track of your business relationships.

Import Contacts Screen
The Import Contacts screen where you can upload a file with customer and supplier information

How to Import Contacts

If you already have a list of your customers and suppliers, you can import them all at once:

  1. Click on "Contacts" in the left menu
  2. Click on "Import Contacts" in the submenu
  3. You'll see the "File To Import" section with a "Browse..." button
  4. Click "Browse..." to select your contact file from your computer
  5. Once you've selected your file, click the green "Submit" button

Understanding the Contact Import Template

The system shows you exactly what information to include in your import file:

Tips for Contact Import

Important: Make sure your import file has the correct format. All required fields (marked "Required") must be filled out. Double-check your information before importing to avoid mistakes.

Adding Contacts One by One

If you only have a few contacts or want to add them as you go:

  1. Click on "Contacts" in the left menu
  2. Choose "Customers" or "Suppliers" depending on who you want to add
  3. Look for a button that says "Add" or "Add New"
  4. Fill out the contact information form
  5. Click "Save" to finish

Finding and Managing Your Contacts

Once you've added contacts, you can:

Tip: Having your contacts in the system makes it faster to create sales and purchase orders because you can just select their name instead of typing all their information each time.

Working with Customers

Keeping track of your customers helps you provide better service.

Adding a New Customer

Add Customer Screen
The screen for adding customer information

To add a new customer to your system:

  1. Click "Customers" in the left menu
  2. Click "Add New Customer"
  3. Fill in their information:
    • Name: Customer's full name
    • Phone: Their contact number
    • Email: Their email address (for receipts and promotions)
    • Address: Where they live (if needed)
    • Notes: Any special information about this customer
  4. Click "Save" or "Add Customer"

Finding a Customer

Customer Search Screen
The screen for searching and viewing customer information

To look up information about a customer:

  1. Click "Customers" in the left menu
  2. Use the search box to type their:
    • Name
    • Phone number
    • Email address
  3. Click on their name in the results to see their full details
  4. From their profile, you can:
    • See their purchase history
    • Update their information
    • Add notes about the customer

Reports: Understanding Your Business

Reports help you see how your business is doing and make good decisions.

Sales Reports

Sales Report Screen
The sales report screen shows how much you've sold

To see your sales information:

  1. Click "Reports" in the left menu
  2. Click "Sales Reports"
  3. Choose what time period you want to see:
    • Today
    • This Week
    • This Month
    • Custom Dates (if you want to pick specific dates)
  4. The report will show:
    • Total sales amount
    • Number of transactions
    • Average sale value
    • Best-selling products
    • Sales by time of day
  5. If you want to save the report, click "Export" or "Download"

Inventory Reports

Inventory Report Screen
The inventory report shows what's in stock and what's running low

To check on your inventory:

  1. Click "Reports" in the left menu
  2. Click "Inventory Reports"
  3. You can see:
    • Current stock levels for all products
    • Items that are low in stock (need to reorder)
    • Items that aren't selling well
    • Value of your current inventory
  4. Click on any product to see more details about it

Common Daily Tasks

Here are step-by-step guides for things you'll do regularly.

Starting Your Day

Opening Register Screen
The screen for starting your business day

When you first arrive for work:

  1. Turn on your computer and log in to the POS system
  2. Click on "Register" or "Cash Management" (might be under settings)
  3. Click "Open Register" or "Start Day"
  4. Count the cash in your drawer
  5. Enter the starting amount of cash
  6. Click "Confirm" or "Start"

Ending Your Day

Closing Register Screen
The screen for closing out at the end of the day

At the end of your business day:

  1. Click on "Register" or "Cash Management"
  2. Click "Close Register" or "End Day"
  3. Count all the cash in your drawer
  4. Enter the ending amount of cash
  5. The system will show if your drawer is balanced (matches what it should be)
  6. Enter any notes about discrepancies
  7. Click "Confirm" or "Close"
  8. Print or save the end-of-day report if needed

Common Questions & Answers

Q: What if I make a mistake while entering a sale?

A: If you haven't completed the sale yet, you can remove items by clicking the X button next to them. If you've already completed the sale, talk to your manager about processing a return and creating a new sale.

Q: What if the barcode scanner isn't working?

A: You can type the product name or barcode number in the search box. Make sure the scanner is connected properly, and try cleaning the scanner window with a soft cloth.

Q: What if I forget my password?

A: Click on the "Forgot Password" link on the login page. Enter your username or email address, and follow the instructions sent to your email to reset your password.

Q: What if the system crashes or freezes?

A: First, try refreshing the page. If that doesn't work, close the browser and open it again. If problems continue, contact your manager or technical support.

Q: How do I find a sale from earlier today or yesterday?

A: Click on "Sales" in the left menu, then "Sales History." You can search by date, receipt number, or customer name to find the sale.

Q: A customer can't remember what they bought but wants a copy of their receipt. How can I help?

A: Ask for their name or phone number, then search for them in the Customers section. Looking at their purchase history, you can find their recent sales and print a new receipt.