PharmaSync
+
KSales Settings determine how your POS system behaves during transactions, how prices are calculated, and what controls are available to cashiers. Proper configuration ensures smooth checkout operations while maintaining pricing accuracy and business controls.
Enter the VAT rate as a percentage (e.g., 16 for 16% VAT). This applies to all sales unless individual products have custom VAT settings. Kenya's standard VAT rate is 16%. This rate is automatically calculated and added to product prices during checkout, and appears as a separate line on receipts.
Enter the default markup percentage for new products (e.g., 40 for 40% markup). This is used as the suggested markup when adding new inventory. Example: If cost is 100 KES with 40% markup, selling price becomes 140 KES. This is only a default - you can override it for individual products during addition or editing.
Enter the minimum allowed markup percentage (e.g., 33 for 33%). If a cashier or admin tries to set a price below this markup, the system shows a warning. This prevents selling at a loss or with insufficient margins. Default 33% ensures at least a reasonable profit margin. Set to 0 to disable warnings.
Toggle 'Require batch number on sales' to force cashiers to select a specific batch when selling products. When enabled, the POS won't allow checkout without batch selection. This is critical for: (1) Accurate expiry tracking (ensures FIFO - First In, First Out), (2) Regulatory compliance for pharmaceuticals, (3) Product recall capability. Recommended: Always enable for pharmacies.
Toggle 'Enable price override' to allow cashiers to modify product prices during checkout. Use cases: Custom discounts for regular customers, price negotiations, correcting pricing errors, clearance sales. Warning: This can be abused. Only enable if you trust your cashiers or have audit processes in place. Consider combining with minimum markup threshold to prevent below-cost sales.
Toggle 'Enable receipt printing/export' to allow receipt generation. When enabled, cashiers can print physical receipts or export as PDF, send via SMS, or share via WhatsApp. Disable if: Running wholesale operations without customer receipts, Minimizing printing costs, Using external receipt systems. Even when disabled, transaction records are maintained.
Toggle 'Allow recording past sales' to permit backdating transactions. When enabled, cashiers can set a past date/time for the transaction during checkout. Use cases: Recording sales during system downtime, Manual reconciliation of unrecorded transactions, Correcting transaction dates. Warning: Can be misused for accounting manipulation. Enable only when necessary and with proper oversight.
Choose the most common payment method from the dropdown: CASH (most common for walk-in customers), M-PESA (mobile money payments), CARD (credit/debit card payments), BANK_TRANSFER, INSURANCE, CREDIT (account credit). The selected method is pre-selected at POS checkout, speeding up transactions. Cashiers can still change the method for individual transactions.
| Setting | Impact on POS Workflow |
|---|---|
| Require Batch Number | Cashiers must select a batch before checkout. System enforces FIFO by prioritizing batches expiring soonest. |
| Enable Price Override | Price field becomes editable during checkout. Cashiers can increase or decrease prices as needed. |
| Enable Receipt Printing | Receipt preview and print/export buttons appear after checkout. Customers can receive printed or digital receipts. |
| Allow Past Sales | Date/time selector appears during checkout. Cashiers can backdate transactions to previous dates. |
| Default Payment Method | Selected method is pre-filled at checkout. Reduces clicks for most transactions. |
Admin Settings
Complete guide to all system settings
Sales & POS
Learn how sales settings affect the POS checkout process
Admin Settings
Customize how receipts appear when printing is enabled
Sales & POS
View sales analytics and transaction history