User Guide

1. 1

   Create your account

   Open KodaSoft-POS and click "Start free trial". Enter your email and password to sign up. A 14-day free trial starts automatically — no credit card required. Your account is created as the Owner of your store.

2. 2

   Create your first branch

   From settings or the branch selector, create your first branch (e.g., "Main Branch"). You need at least one branch before you can add products or take sales. You can add more branches later.

3. 3

   Add your first products

   Open Products and click "Add product". Enter a name, optional SKU and barcode, cost and selling price, initial quantity, and a category. Scan barcodes at checkout to find items instantly.

4. 4

   Open a shift and take a sale

   Open the Sales screen, start a shift, add items, and complete the sale. A ZATCA-ready e-invoice receipt is generated automatically, and your stock and reports update the moment the sale is completed.

Dashboard & navigation

The app is split into clear sections shown in the sidebar: Sales, Products, Reports, Customers, Suppliers, Purchases, Expenses, and Settings. The header always shows your current branch and lets you switch between branches.

Most staff work from the Sales screen. Everything else is available to managers and owners.

The navigation adapts to your role: cashiers see the Sales and Products screens, while managers and owners get the full menu including Reports, Users, Suppliers, and Settings.

Managing products

Add products with a name, category, optional SKU and barcode, cost price, selling price, and initial stock. Use barcode scanning to add items to a sale in one step.

Stock levels update automatically after every sale, purchase, or stock adjustment. You can adjust stock in or out and get low-stock alerts before an item runs out.

Products can be deactivated when they are taken out of use — they stay in your records and reports but are hidden from the checkout, and you can reactivate them anytime.

Group products into categories (e.g., Drinks, Groceries) to keep the checkout and reports clean. Categories also power your inventory reports.

For products sold in different packaging, set up variants and selling units (carton, pack, piece…). Each unit has its own price and conversion factor, and stock is always tracked in the base unit.

Sales & checkout

Search products by name or scan their barcode to add them to the sale. Adjust quantities, apply discounts, and record the customer before completing the sale.

Choose a payment method — cash, card, or a mix — then complete the sale. A tax invoice with a ZATCA QR code is generated automatically for the receipt.

If a customer buys on credit, record the sale on the customer and it appears in their debt balance, which you can settle later from Customers.

Hold a sale and continue with the next customer, then resume it later. Every completed sale generates a receipt you can print, showing the ZATCA QR code.

Customers & debts

Keep a customer list so credit sales (debts) are tracked to the right person.

View each customer's total debt and payment history on their account. Record payments to settle debts, and open the customer's statement to see their full history and remaining balance.

Refunds on credit sales also appear in the statement and are reflected in the debt balance.

Purchases & suppliers

Record purchases from suppliers so stock and costs stay accurate. The purchase cost is used to calculate your profit in reports.

Maintain a supplier list with contact details and your purchase history with each one.

Add purchase invoices line by line with quantities, unit prices, and discounts. Stock is added automatically, and invoices remain editable until they are paid.

Expenses

Record business expenses such as rent, utilities, or supplies, optionally linking them to a branch. Each expense appears in the expense reports for the period in which it was recorded.

Branches

Run multiple branches from one account. Each branch has its own products, stock, shifts, and sales, while reports can be viewed per branch or consolidated across all branches.

Switch between branches from the header at any time. Cashiers only see the branch they are assigned to.

Shifts

Use shifts to protect your cash. A cashier opens a shift, takes sales, and closes the shift when done. At closing, the system counts the expected cash and flags any difference so nothing goes missing.

Users, roles & PIN

Create staff accounts with a role — Owner, Manager, or Cashier. Owners and managers manage products, reports, and settings; cashiers focus on sales.

Staff can log in with a PIN. All sales, closings, and changes are attributed to the logged-in user, giving you a full audit trail.

Deactivate staff accounts to revoke access instantly, and reset a PIN when a team member changes. Owners can also issue cash withdrawals that are recorded against the drawer.

Reports

Reports cover sales, profit and loss, inventory, and expenses. Filter by date range and branch. Figures update in real time so your decisions are based on current data.

Dedicated tabs break performance down further: Sales, VAT, Invoices, Payments, Inventory, Shifts, Debts, and Expenses. Export any report to Excel for your accountant, or print the current view directly.

Offline mode

On Professional and Enterprise plans you can keep selling even when the internet drops. Sales are recorded locally and synchronize automatically when the connection returns.

An indicator shows the sync state, and a queue of offline sales empties automatically in the background — no extra step for your cashiers.

ZATCA e-invoicing

Simplified tax invoices are generated automatically at checkout, with a built-in QR code for ZATCA compliance. Your tax invoice number, dates, and amounts are handled for you.

Configure your ZATCA settings once — branch name, tax number, and tax rate — and every receipt is generated correctly from then on. The VAT report tracks collected tax for your ZATCA filing.

Settings & subscription

In Settings you can update your store information, see your current plan and renewal date, and change your display language.

Plans and renewals are managed by your administrator. If your subscription is about to expire or you need a plan change, contact your administrator.

Need help?

If you get stuck, contact our support team and we will help you get back up and running.