Advanced Features - ApePOS Guide

These Features Are Optional

You can use your POS system fully with just the 13 essential steps. The features below help you manage more complex scenarios as your business grows.

🔄 Sale Returns

When a customer returns products, create a sale return to add the stock back to your warehouse and adjust the financial records.

How to Create a Sale Return

Go to Sale Returns from the sidebar and click "Create".
The form will show the Warehouse and Customer linked to the original sale (read-only).
Select the Date of the return.
The products from the original sale are pre-loaded. Adjust the return quantity for each item.
Remove products that are not being returned.
Set the Status (Completed, Pending).
Optionally adjust tax, discount, or shipping.
Click "Save".

Tip

You can also create a sale return directly from the Sales list by clicking the return icon on a specific sale.

🔄 Purchase Returns

When you return products to a supplier (e.g., damaged goods), create a purchase return to deduct the stock from your warehouse.

How to Create a Purchase Return

Go to Purchase Returns from the sidebar and click "Create".
The form shows the Warehouse and Supplier from the original purchase.
Select the Date of the return.
Adjust the return quantity for each product.
Set the Status.
Click "Save".

📄 Quotations

Create price quotations for customers before converting them into actual sales. Useful for wholesale or B2B transactions.

Quotation Fields

Field	Type	Required	Description
Date	Date Picker	Required	Date of the quotation.
Warehouse	Dropdown	Required	Warehouse for stock reference.
Customer	Dropdown	Required	Customer receiving the quotation.
Products	Product Search	Required	Add products with quantities and pricing.
Tax / Discount / Shipping	Decimal	Optional	Same as sales form.
Status	Dropdown	Required	Sent, Pending, etc.
Notes	Text Area	Optional	Additional notes.

Converting a Quotation to a Sale

From the quotations list, click the convert to sale action button on any quotation. This opens the Sale form pre-filled with the quotation data. Complete the payment details and save to convert it into an actual sale.

🔧 Stock Adjustments

Manually adjust stock quantities for reasons like damage, theft, corrections, or inventory audits — without creating a purchase or sale.

Adjustment Fields

Field	Type	Required	Description
Date	Date Picker	Required	Date of the adjustment.
Warehouse	Dropdown	Required	Warehouse where stock is being adjusted.
Adjustment Type	Dropdown	Required	Addition — increase stock (e.g., found extra inventory). Subtraction — decrease stock (e.g., damaged goods, shrinkage).
Products	Product Search	Required	Select products and enter the quantity to adjust.
Notes	Text Area	Optional	Reason for the adjustment.

🚚 Warehouse Transfers

Move stock from one warehouse to another. Useful when you have multiple store locations or a central warehouse that distributes to branches.

Transfer Fields

Field	Type	Required	Description
Date	Date Picker	Required	Date of the transfer.
From Warehouse	Dropdown	Required	Warehouse sending the stock.
To Warehouse	Dropdown	Required	Warehouse receiving the stock. Must be different from the "From" warehouse.
Products	Product Search	Required	Products to transfer with quantities. Available stock shown from the source warehouse.
Tax / Discount / Shipping	Decimal	Optional	Additional costs associated with the transfer.
Status	Dropdown	Required	Completed, Pending, or Sent.
Notes	Text Area	Optional	Additional details about the transfer.

💵 Expense Categories & Expenses

Expense Categories

Before recording expenses, create categories to organize them (e.g., Rent, Utilities, Salary, Transport).

Field	Type	Required	Description
Name	Text	Required	Category name (e.g., "Rent", "Electricity"). Max 50 characters.

Expenses

Record business expenses to track your spending and calculate profit/loss accurately.

Field	Type	Required	Description
Date	Date Picker	Required	Date of the expense.
Title	Text	Required	Short description of the expense (e.g., "March Rent").
Warehouse	Dropdown	Required	Which warehouse/location this expense is for.
Expense Category	Dropdown	Required	Select from your expense categories.
Amount	Decimal	Required	The expense amount.
User	Dropdown	Optional	Which user created/is responsible for this expense.
Details	Text Area	Optional	Additional notes or description.

📊 Reports

ApePOS provides a comprehensive set of reports to help you analyze your business performance:

Report	Description
Sale Report	View all sales with date range filters. See total revenue, taxes collected, and payment breakdowns.
Purchase Report	View all purchases with date range filters. Track total spending with suppliers.
Stock Report	Current stock levels across all warehouses. Identify low stock and overstock items.
Top Selling Products	Identify your best-selling products by quantity or revenue.
Product Quantity Report	Detailed stock quantity breakdown per product across warehouses.
Customer Report	Sales and payment history per customer.
Best Customer Report	Identify your highest-value customers by purchase amount.
Supplier Report	Purchase history and amounts per supplier.
Warehouse Report	Sales and stock performance per warehouse/location.
Register Report	POS register session history with cash in/out details.
Profit & Loss Report	Overall profit/loss calculated from sales revenue, purchase costs, and expenses.

Using Reports Effectively

Most reports support date range filtering — use them to compare weekly, monthly, or yearly performance.
Check the Stock Report regularly to avoid running out of popular items.
Use the Profit & Loss Report for a complete financial overview of your business.
The Top Selling Products report helps you decide which products to restock first.

🔗 Quick Reference: All Menu Paths

Feature	URL Path	Menu Location
Products	/app/products	Products → Products
Product Categories	/app/product-categories	Products → Product Categories
Variations	/app/variations	Products → Variations
Brands	/app/brands	Products → Brands
Units	/app/units	Products → Units
Base Units	/app/base-units	Products → Base Units
Print Barcode	/app/print/barcode	Products → Print Barcode
Warehouses	/app/warehouse	Warehouses
Suppliers	/app/suppliers	People → Suppliers
Customers	/app/customers	People → Customers
Purchases	/app/purchases	Purchases
Sales	/app/sales	Sales
POS Screen	/pos	POS
Sale Returns	/app/sale-return	Sale Returns
Purchase Returns	/app/purchase-return	Purchase Returns
Quotations	/app/quotations	Quotations
Stock Adjustments	/app/adjustments	Adjustments
Transfers	/app/transfers	Transfers
Expense Categories	/app/expense-categories	Expense Categories
Expenses	/app/expenses	Expenses
Reports	/app/report/*	Reports → (various)

You're All Set!

You now have a comprehensive understanding of your ApePOS system. Use this guide as a reference whenever you need to set up a new feature or remind yourself of a workflow. Happy selling!

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