# MobiVault360 User Manual

A complete guide to using MobiVault360 Point of Sale System.

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## Table of Contents

1. [Getting Started](#getting-started)
2. [Dashboard](#dashboard)
3. [Products Management](#products-management)
4. [Categories Management](#categories-management)
5. [Customers Management](#customers-management)
6. [Suppliers Management](#suppliers-management)
7. [Point of Sale (POS)](#point-of-sale-pos)
8. [Sales History](#sales-history)
9. [Purchase Orders](#purchase-orders)
10. [Inventory Management](#inventory-management)
11. [Reports](#reports)
12. [Settings](#settings)
13. [Accounting](#accounting)

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## Getting Started

### First Login

1. Navigate to your MobiVault360 URL
2. Enter your credentials (default: `admin@mobivault.com` / `password`)
3. Change your password immediately after first login

### Navigation

- **Sidebar**: Main navigation menu on the left
- **Header**: Quick actions, notifications, user profile
- **Language**: Switch between English/Arabic using the language selector

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## Dashboard

The dashboard provides an overview of your business:

- **Today's Sales**: Total revenue for the current day
- **Active Sessions**: Currently open POS sessions
- **Low Stock Items**: Products needing restock
- **Recent Transactions**: Latest sales activity

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## Products Management

**Location**: Sidebar → Products

### View Products

- See all products in a paginated table
- Search by name, SKU, or barcode
- Filter by category or status

### Add New Product

1. Click **"Add Product"** button
2. Fill in required fields:
   - **Name**: Product name (English)
   - **Name (Arabic)**: Optional Arabic name
   - **SKU**: Unique stock keeping unit
   - **Barcode**: Product barcode for scanning
   - **Category**: Select from dropdown
   - **Cost Price**: Your purchase cost
   - **Selling Price**: Customer price
   - **Current Stock**: Initial stock quantity
3. Click **"Save"**

### Edit Product

1. Find the product in the list
2. Click the **Edit** (pencil) icon
3. Modify details
4. Click **"Update"**

### Delete Product

1. Click the **Delete** (trash) icon
2. Confirm the deletion

> ⚠️ **Warning**: Deleting products with sales history is not recommended. Deactivate instead.

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## Categories Management

**Location**: Sidebar → Categories

### Add Category

1. Click **"Add Category"**
2. Enter category name (English and Arabic)
3. Optionally upload a category image
4. Click **"Save"**

### Organize Categories

- Categories help organize products in the POS grid
- Products inherit their category's display order

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## Customers Management

**Location**: Sidebar → Customers

### Add Customer

1. Click **"Add Customer"**
2. Enter details:
   - **Name**: Customer's full name
   - **Phone**: Primary contact number
   - **Email**: Optional email address
   - **Address**: Delivery/billing address
   - **Credit Limit**: Maximum allowed credit balance
3. Click **"Save"**

### Customer Credit

- Track customer balances in the customer list
- View credit history in customer details
- Customers with outstanding balances show in Credit Report

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## Suppliers Management

**Location**: Sidebar → Suppliers

### Add Supplier

1. Click **"Add Supplier"**
2. Enter supplier information:
   - **Name**: Company/supplier name
   - **Contact Person**: Primary contact
   - **Phone/Email**: Contact details
   - **Address**: Business address
3. Click **"Save"**

### Supplier Usage

- Suppliers are selected when creating Purchase Orders
- Track purchases and payments per supplier

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## Point of Sale (POS)

**Location**: Sidebar → POS

### Opening a Session

1. Navigate to POS
2. Click **"Open Session"**
3. Enter the **Opening Cash Balance** (money in drawer)
4. Click **"Start Session"**

### Making a Sale

1. **Add Products**:
   - Click product tiles in the grid, OR
   - Scan barcode with scanner, OR
   - Type in search box

2. **Adjust Quantities**:
   - Use +/- buttons on cart items
   - Or enter quantity directly

3. **Apply Discount** (optional):
   - Enter discount percentage or amount
   - Discount applies to entire order

4. **Select Customer** (optional):
   - Search and select a customer
   - Required for credit sales

5. **Process Payment**:
   - Click **"Pay"** or press F10
   - Select payment method (Cash, Card, Mobile)
   - Enter amount tendered
   - System calculates change

6. **Complete Sale**:
   - Print or email receipt
   - Sale is recorded automatically

### Closing a Session

1. Click **"Close Session"**
2. Enter **Actual Cash Count** (money in drawer)
3. System shows expected vs actual difference
4. Add closing notes if needed
5. Click **"Close Session"**

### POS Keyboard Shortcuts

| Key | Action |
|-----|--------|
| F1 | Focus search box |
| F10 | Open payment modal |
| Esc | Cancel/Close modal |
| Enter | Confirm action |

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## Sales History

**Location**: Sidebar → Sales

### View Sales

- All completed sales listed by date
- Search by invoice number or customer
- Filter by date range, status, or payment method

### Sale Details

1. Click on any sale row
2. View complete invoice:
   - Items sold with prices
   - Discounts applied
   - Payment details
   - Customer information

### Print Receipt

- Click **Print** icon to reprint receipt
- Email receipt to customer

### Returns/Refunds

1. Open the sale
2. Click **"Process Return"**
3. Select items to return
4. Confirm refund amount
5. Stock is automatically restored

---

## Purchase Orders

**Location**: Sidebar → Purchases → Purchase Orders

### Create Purchase Order

1. Click **"New Purchase Order"**
2. Select **Supplier** from dropdown
3. Add products:
   - Search and add products
   - Enter quantities and unit costs
4. Set **Expected Date**
5. Click **"Save as Draft"** or **"Submit"**

### Purchase Order Status

- **Draft**: Being created, not sent to supplier
- **Submitted**: Sent to supplier, awaiting delivery
- **Partial**: Some items received
- **Completed**: All items received
- **Cancelled**: Order cancelled

### Receive Items

1. Open a Submitted purchase order
2. Click **"Receive Items"**
3. Enter quantities received per product
4. Click **"Receive"**
5. Stock is automatically updated

### Payment Recording

1. Open purchase order
2. Click **"Record Payment"**
3. Enter payment amount and method
4. Track partial or full payments

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## Inventory Management

**Location**: Sidebar → Inventory

### Stock Overview

View all products with current stock levels:
- Stock quantity per product
- Stock value at cost
- Stock value at retail
- Low stock warnings

### Stock Adjustments

For corrections, damages, or manual updates:

1. Go to **Inventory → Adjustments**
2. Click **"New Adjustment"**
3. Select product and reason:
   - **Damage**: Stock damaged/unsellable
   - **Loss**: Stock lost/stolen
   - **Correction**: Inventory count correction
   - **Other**: Miscellaneous adjustments
4. Enter quantity (positive to add, negative to remove)
5. Add notes explaining adjustment
6. Click **"Save"**

### Stock Transfers

For multi-branch operations:

1. Go to **Inventory → Transfers**
2. Click **"New Transfer"**
3. Select source and destination branches
4. Add products and quantities
5. Submit transfer
6. Destination branch receives and confirms

### Low Stock Alerts

1. Go to **Inventory → Low Stock**
2. View products below threshold
3. Threshold set in Settings → General

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## Reports

**Location**: Sidebar → Reports

### Daily Sales Report

- **Path**: Reports → Daily Sales
- View sales summary by day
- Breakdown by payment method
- Top selling products
- Filter by date range

### Product Sales Report

- **Path**: Reports → Product Sales
- Best selling products by quantity
- Revenue per product
- Profit margins
- Category breakdown

### Customer Credit Report

- **Path**: Reports → Customer Credit
- Customers with outstanding balances
- Credit utilization percentages
- Aging of receivables

### Inventory Report

- **Path**: Reports → Inventory
- Stock valuation at cost
- Stock valuation at retail
- Slow-moving items
- Export to Excel

### Session Report

- **Path**: Reports → Sessions
- POS session history
- Opening/closing balances
- Cash discrepancies
- Session durations

### Profit & Loss Report

- **Path**: Reports → Profit & Loss
- Revenue summary
- Cost of Goods Sold (COGS)
- Gross profit margins
- Expense breakdown
- Net profit calculation

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## Settings

**Location**: Sidebar → Settings

### General Settings

Configure shop and system preferences:

- **Shop Information**: Name, address, phone, logo
- **Regional Settings**: Currency, language, timezone
- **Sales Settings**: Tax rate, stock behavior
- **Receipt Settings**: Header, footer, auto-print

### Payment Methods

Manage accepted payment types:

1. Click **"Add Method"**
2. Configure:
   - Name and code
   - Icon (Cash, Card, Mobile, etc.)
   - Whether reference number required
3. Enable/disable methods as needed

### Users Management

Manage system users:

1. Click **"Add User"**
2. Enter details and assign role:
   - **Admin**: Full system access
   - **Manager**: All operations except settings
   - **Cashier**: POS and sales only
   - **Accountant**: Reports and accounting only
3. Assign to branch if multi-branch

### Branches Management

For multi-location businesses:

1. Click **"Add Branch"**
2. Enter branch details
3. Mark one as **Main Branch**
4. Assign users to branches

### Backup & Maintenance

Protect your data:

- **Create Backup**: Download database backup
- **Restore Backup**: Restore from previous backup
- **Clear Caches**: Fix display issues

> 💡 **Tip**: Create backups before major changes and download them to external storage.

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## Accounting

**Location**: Sidebar → Accounting

### Chart of Accounts

View and manage your account structure:

- **Assets**: Cash, inventory, receivables
- **Liabilities**: Payables, loans
- **Equity**: Owner's capital, retained earnings
- **Revenue**: Sales income
- **Expenses**: Operating costs

#### Add Account

1. Click **"Add Account"**
2. Enter account code (e.g., 1100)
3. Enter name and select type
4. Optionally set parent account
5. Click **"Save"**

### Journal Entries

Record accounting transactions:

1. Go to **Accounting → Journal Entries**
2. Click **"New Entry"**
3. Enter date and description
4. Add lines (must be balanced):
   - Select account
   - Enter debit OR credit amount
5. System validates debits = credits
6. Click **"Save Entry"**

### Review Queue

For accountant approval workflow:

1. Go to **Accounting → Review Queue**
2. View pending entries
3. Review entry details
4. Click **"Approve & Post"** or **"Reject"**

### Trial Balance

View account balances:

1. Go to **Accounting → Trial Balance**
2. Select "As of" date
3. View all accounts with debit/credit balances
4. Verify totals balance (debits = credits)
5. Print for records

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## Tips & Best Practices

### Daily Operations

1. ✅ Open POS session at start of day
2. ✅ Close session and count cash at end of day
3. ✅ Review daily sales report
4. ✅ Check low stock items

### Weekly Tasks

1. ✅ Review customer credits
2. ✅ Check inventory levels
3. ✅ Process purchase orders for low stock
4. ✅ Create database backup

### Monthly Tasks

1. ✅ Review profit & loss report
2. ✅ Generate trial balance
3. ✅ Audit inventory counts
4. ✅ Review user access permissions

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## Keyboard Shortcuts Summary

| Shortcut | Location | Action |
|----------|----------|--------|
| F1 | POS | Focus search |
| F10 | POS | Open payment |
| Ctrl+P | Various | Print |
| Esc | Modals | Close/Cancel |

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## Getting Help

- Check this manual for guidance
- Review Settings → General for configuration options
- Contact your system administrator for access issues
- Create regular backups to prevent data loss
