Documentation & User Guide | KhmerRetail

Documentation & User Guide

A step-by-step guide to every KhmerRetail feature — for daily use, staff training, and customer presentations.

Web App · Version 12.7.0 Mobile App · Version 12.7.0
Using this guide for training

Present the sections top-to-bottom: each block walks the customer from one point to the next — from first login to daily closing reports. Every module shows how to add, edit and review its records. Switch language with the selector in the top menu.

Runs in any browser — the full back-office: POS, stock, reports and settings.

Web App · Version 12.7.0 1 / 20 Tip: use ← → keys or the buttons to move between slides.
Web App · Step 1 of 20

Getting Started & Dashboard

First login and the main dashboard.

  1. Log in Open your KhmerRetail URL in a browser and sign in with the username and password created during installation.
  2. Choose your language Use the language selector in the top menu — English and Khmer are available everywhere.
  3. Read the dashboard The home page shows today’s sales, purchases, expenses, stock alerts and due invoices at a glance.
  4. Pick your location If the business has more than one branch, use the location selector in the header so every figure matches that branch.
khmerretail — Getting Started & Dashboard
Getting Started & Dashboard
The dashboard — today's totals, alerts and quick actions after login.
Web App · Step 2 of 20

Business Setup

Configure the business once before selling.

  1. Business settings Settings → Business Settings: edit the name, logo, currency, timezone, fiscal year and invoice/purchase prefixes, then Save.
  2. Business locations Settings → Business Locations → Add: create each branch/shop with its invoice scheme and default printer. Edit a row to update it, or deactivate a branch you no longer use.
  3. Tax rates Settings → Tax Rates → Add: create VAT or other taxes; combine several into a Tax Group for combined rates.
  4. Invoice layout Settings → Invoice Settings & Invoice Layout: choose the receipt design, header/footer text and the fields printed on each invoice.
  5. Barcode & printers Settings → Barcode Settings picks a sticker size; Settings → Printers links each receipt printer to a location.
khmerretail — Business Setup
Business Setup
Settings → Business Settings: name, logo, currency and prefixes.
Web App · Step 3 of 20

Users & Roles

Control who can see and do what.

  1. Create a role User Management → Roles → Add: name the role (e.g. Cashier) and tick only the permissions that staff needs. Edit the role anytime to add or remove rights.
  2. Add a user User Management → Users → Add: fill name, email and password, assign the role, allowed locations and sales commission %.
  3. Edit & deactivate Click a user row to update details, reset the password or deactivate the account — the list shows role, locations and status.
  4. Commission agents User Management → Sales Commission Agents: add staff who earn a percentage per sale and link them at POS.
khmerretail — Users & Roles
Users & Roles
User Management → Users: roles and locations per staff member.
Web App · Step 4 of 20

Contacts — Customers & Suppliers

Every customer and supplier in one place.

  1. Add a customer Contacts → Customers → Add: name, phone, addresses, opening balance and credit limit. The same Add button exists on Suppliers.
  2. Edit & view Use the list search/filters, then open a contact to see their ledger, invoices, payments and total due — edit details from the action button.
  3. Customer groups Contacts → Customer Groups → Add: create groups like “Wholesale”; members automatically get the group’s price or discount.
  4. Import & payments Import Contacts bulk-uploads from Excel; Pay Contact Due records a payment that reduces the customer’s balance.
khmerretail — Contacts — Customers & Suppliers
Contacts — Customers & Suppliers
Contacts → Customers: balances, addresses and customer groups.
Web App · Step 5 of 20

Products — Create & Catalogue

Build and maintain the catalogue.

  1. Prepare attributes Products → Units, Categories, Brands, Warranties and Variations: create the attributes your items need before adding them.
  2. Add a product Products → Add Product: name, SKU/barcode, category, unit, purchase & sell prices, photo and expiry tracking. Add Variations for size/color options.
  3. Edit & view List Products: search by name/SKU, filter by category or location, open a product to edit prices, stock alerts and its full stock history.
  4. Opening stock Enter the on-hand quantity when adding the product, or later via Add/Edit Opening Stock on the product row.
  5. Bulk import & labels Import Products uploads the Excel template for hundreds of items at once; Print Labels generates barcode stickers.
khmerretail — Products — Create & Catalogue
Products — Create & Catalogue
Products list — search, filters, stock and price columns.
Web App · Step 6 of 20

Purchases

Bring stock in from suppliers.

  1. Add a purchase Purchases → Add Purchase: pick the supplier and location, add items with quantity and unit cost — stock increases immediately on save.
  2. View & edit Purchases → List Purchases: filter by date, supplier or status, open a purchase to review its lines, edit it, or delete it if entered by mistake.
  3. Pay the supplier Click the payment action on a purchase to record full or partial payments — status moves to Paid/Partial automatically.
  4. Purchase return Open a purchase → Return to send damaged or wrong items back; the returned quantity leaves stock and the amount reduces what you owe.
khmerretail — Purchases
Purchases
Purchases list — supplier invoices and payment status.
Web App · Step 7 of 20

POS — Selling at the Counter

The daily counter workflow.

  1. Open the register The app asks for cash in hand at shift start — the register tracks every payment until you close it.
  2. Build the sale Scan the barcode or search the product, adjust quantity, price, line discount and tax, and pick the customer (default: Walk-In).
  3. Take payment Pay with cash, card, bank transfer or split tenders — give change and finish to print the receipt.
  4. Draft & quotation Hold a sale as Draft to resume it later, or save it as a Quotation the customer can accept afterwards.
  5. Cash register Cash Register menu: view today’s register details, and Close Register at shift end to compare counted cash with the expected amount.
khmerretail — POS — Selling at the Counter
POS — Selling at the Counter
The POS screen — scan or search items, take payment, print.
Web App · Step 8 of 20

Invoices, Printing & Labels

Receipts, packing slips and PDFs.

  1. Invoice schemes Settings → Invoice Schemes: create numbering formats (prefix, start number) and assign one per location.
  2. Print from POS Every completed sale prints on a thermal or standard printer; reprint any invoice later from its view page.
  3. Packing slip & delivery From a sale, print the 80×100mm packing slip or a delivery note for the courier.
  4. Bulk download Sell → Download: save a single invoice PDF, or download all filtered invoices as one ZIP archive.
  5. Barcode printing Products → Print Labels: choose products and quantity to print sticker sheets in the configured size.
khmerretail — Invoices, Printing & Labels
Invoices, Printing & Labels
An invoice — ready to print or save as PDF.
Web App · Step 9 of 20

Sales List, Returns & Shipments

Review, edit and return sales.

  1. Find a sale Sell → All sales: filter by date, customer, location, payment or shipping status; search any invoice number.
  2. View & edit Open an invoice to see lines, payments and totals; Edit re-opens it for corrections, Delete removes it and reverses stock.
  3. Sell return Choose Return on an invoice: pick the items and quantities coming back — stock increases and the payment is adjusted.
  4. Add payment On an unpaid invoice use Add Payment to record partial or full settlement against the due balance.
  5. Shipments Sell → Shipments: track the delivery company, tracking number and delivery status for each shipped order.
khmerretail — Sales List, Returns & Shipments
Sales List, Returns & Shipments
Sell → All sales: filters, status and actions per invoice.
Web App · Step 10 of 20

Discounts

Promotions that apply at checkout.

  1. Create a discount Discounts → Add: name it, choose % or fixed amount, the value, and which products/brands/categories it applies to.
  2. Schedule it Set start/end dates and times, plus the locations where the discount is valid.
  3. Edit & deactivate The discount list shows period and value — edit it or switch Is Active off when the promotion ends.
khmerretail — Discounts
Discounts
Discounts — percentage or fixed offers for POS.
Web App · Step 11 of 20

Stock — Transfers, Adjustments & Counts

Move and correct stock between branches.

  1. Stock transfer Stock Transfers → Add: pick From and To locations and the items — stock moves between branches on save.
  2. Stock adjustment Stock Adjustments → Add: enter the physically counted quantity to correct differences (normal or abnormal loss).
  3. Stock count Do a physical count and compare it with the system stock report before posting the adjustment.
  4. View & reverse Both lists are filterable by date and location; open a record to check its lines — deleting an adjustment restores the original counts.
khmerretail — Stock — Transfers, Adjustments & Counts
Stock — Transfers, Adjustments & Counts
Stock transfers and adjustments between locations.
Web App · Step 12 of 20

Expenses

Record every business cost.

  1. Categories Expenses → Expense Categories → Add: rent, salary, utilities, transport… edit or delete them anytime.
  2. Add an expense Expenses → Add Expense: amount, category, location, payment account and reference number.
  3. View & edit The expenses list filters by category, date and location — open a row to edit it or attach a receipt document.
khmerretail — Expenses
Expenses
Expenses list — every cost feeds the profit/loss report.
Web App · Step 13 of 20

SmartMenu & Online Ordering

QR ordering for customers and staff.

  1. Build the menu SmartMenu: arrange products into the online catalogue with photos, prices and descriptions.
  2. Menu QR Print the location QR — guests scan it to browse and order from their own phone, no app needed.
  3. Incoming orders Staff review guest orders in SmartMenu and confirm them — orders flow into POS and kitchen as normal sales.
  4. Staff ordering Waiters can order on the same menu on behalf of guests and send items straight to the kitchen.
khmerretail — SmartMenu & Online Ordering
SmartMenu & Online Ordering
SmartMenu — the QR menu customers order from.
Web App · Step 14 of 20

Tables & Reservations

Manage the dining floor.

  1. Add a table Tables → Add: give the table a name and seat count. Edit it later to rename or move it.
  2. Order by table At POS or in the waiter view, pick the table so its orders stay together until checkout.
  3. Reservations Bookings: reserve a table for a customer and time slot; the list shows today’s bookings.
khmerretail — Tables & Reservations
Tables & Reservations
Tables — dining areas and table status.
Web App · Step 15 of 20

Installments & Loans

Sell now, collect later.

  1. Loan calculator Loan Calculator: preview monthly payments for any amount, interest rate and term before quoting the customer.
  2. Create an installment sale Make a sale and choose the installment plan — the contract and payment schedule are generated automatically.
  3. View & collect Installments list: open a contract to see its schedule, record each payment — overdue rows are highlighted.
khmerretail — Installments & Loans
Installments & Loans
Installment sales — the payment schedule per contract.
Web App · Step 16 of 20

HRM & Attendance

Staff timekeeping and payroll.

  1. Employees HRM → Employees → Add: create the employee record with position, salary, allowances and portal access; edit it as details change.
  2. Attendance Staff check in/out on the attendance portal with a QR scan and geofence from their phone; managers review daily records.
  3. Leave & overtime Employees request leave and OT in the portal — managers approve or reject each request.
  4. Payroll Generate monthly payroll from attendance — allowances, skill pay and loan deductions apply automatically.
khmerretail — HRM & Attendance
HRM & Attendance
HRM dashboard — attendance, leave and payroll.
Web App · Step 17 of 20

Accounting & Payment Accounts

Cash, bank and the books behind them.

  1. Payment accounts Accounting → List Accounts → Add: create cash, bank and e-wallet accounts; edit balances and details later.
  2. Transfers & deposits Fund Transfer moves money between accounts; Deposit adds funds — every movement writes to the ledger.
  3. Transactions & ledger Open an account to review its transactions; the ledger and journals show every debit/credit.
  4. Statements Balance Sheet, Trial Balance and Cash Flow give the full financial position for any period.
khmerretail — Accounting & Payment Accounts
Accounting & Payment Accounts
Accounting — accounts, transfers and ledgers.
Web App · Step 18 of 20

Reports & Daily Closing

Know the numbers behind the business.

  1. Profit & loss Reports → Profit/Loss: income minus cost and expenses for any date range or location — print or export it.
  2. Purchase & sale report Item-level detail per invoice — filter by product, customer, supplier or staff member.
  3. Stock reports Stock Report, Stock Details, Lot and Expiry reports show quantity and value per product and location.
  4. Register & tax Register Report lists every opening/closing with expected vs counted cash; Tax Report totals input/output tax.
  5. More reports Items, Customer/Supplier, Expense, Trending Products, Activity Log and aging (AR/AP) reports complete the picture.
khmerretail — Reports & Daily Closing
Reports & Daily Closing
Reports — profit/loss, stock, register and tax summaries.
Web App · Step 19 of 20

Print Calculator

Instant quotes for print products.

  1. Choose a calculator Print Calculator: open the Box, Paper Bag or Book calculator for the job type.
  2. Enter the job Fill dimensions, quantity, paper/material and finishing — the price computes live with a cost breakdown.
  3. Send to a sale Submit the quote to push it into a sale — multi-item quotes save each line under one group reference.
  4. Records & workflow Saved calculations appear in Records with their job workflow stages (submit in order) and stock requests.
khmerretail — Print Calculator
Print Calculator
Print Calculator — quote print jobs by size and material.
Web App · Step 20 of 20

Settings, Modules & Subscription

Fine-tune modules and billing.

  1. Modules Settings → Modules: switch features (tables, service staff, types of service, subscription…) on or off for the business.
  2. Notification templates Settings → Notification Templates: edit the SMS/email/WhatsApp messages sent for sales, payments and reminders.
  3. System settings Settings → System Settings & Custom Labels: date/time formats, default entries and field labels.
  4. Subscription & backup Subscription shows the current package, expiry and upgrade options; back up the database regularly.
khmerretail — Settings, Modules & Subscription
Settings, Modules & Subscription
Subscription — current package, expiry and upgrades.

All sections

KhmerRetail on Android — sell, check stock and print invoices from anywhere.

Mobile App · Version 12.7.0 1 / 30 Tip: use ← → keys or the buttons to move between slides.
Mobile App · Step 1 of 30

Install & Connect

Point the app at your server and sign in.

  1. Server URL On the login screen enter your KhmerRetail server address (e.g. https://your-domain.com).
  2. Sign in Use the same username and password as the Web App — roles and permissions carry over.
  3. App lock Enable the PIN/biometric lock in Settings so the device can be shared safely at the counter.
Install & Connect
The login screen — enter your server URL, then sign in.
Mobile App · Step 2 of 30

Dashboard

Business numbers in your pocket.

  1. Overview The Dashboard tab shows today’s totals, the weekly sell/purchase chart, stock alerts and new customers.
  2. Navigation Bottom tabs: Home, SmartMenu, Products, Sales and More — every feature is one tap away.
Dashboard
The Dashboard tab — totals, trend chart and alerts.
Mobile App · Step 3 of 30

SmartMenu / POS — Selling on the Phone

A full register in the app.

  1. Open the register Start the shift with cash in hand, exactly like the Web POS — the app shows online/offline status.
  2. Scan & sell Search by name or scan the barcode with the camera, add items to the cart and checkout with the payment method.
  3. Offline sales No internet? Sales are stored on the device and sync automatically when the connection returns.
SmartMenu / POS — Selling on the Phone
The POS tab — search or scan items, checkout, print.
Mobile App · Step 4 of 30

Products

Catalogue and stock on the go.

  1. Browse & scan Search by name or SKU, or scan a barcode to open the product instantly.
  2. Add & edit Tap + to create a product with photo, price and stock; open one to edit price or quantity on the spot.
  3. Stock movement Each product shows its in/out history per location so you can trace every movement.
Products
Products tab — catalogue, search and barcode scan.
Mobile App · Step 5 of 30

Sales & Invoices

History, printing and sharing.

  1. Sales list All invoices with Today/Week/Month filters — search by invoice number or customer and tap one for full details.
  2. Print & share Print a receipt, packing slip or delivery note, or share the invoice PDF from the action sheet.
  3. Collect payment On an unpaid invoice, record the customer payment to settle the due balance.
Sales & Invoices
Sales tab — invoice history with date filters.
Mobile App · Step 6 of 30

Guest Menu (QR Ordering)

Ordering without a waiter.

  1. Guest ordering Customers scan the table QR and order from their own phone — the link opens the store menu directly.
  2. Order handling Staff review incoming orders and send them to POS/kitchen from the app.
Guest Menu (QR Ordering)
The guest QR menu as customers see it on their phone.
Mobile App · Step 7 of 30

More — All Features

The rest of the back-office on mobile.

  1. Four groups Operations (contacts, purchases, stock…), People (attendance, HR, users), Finance (accounting, reports, tax) and Configuration (locations, warehouses, data, settings).
  2. Permissions You only see the modules your role allows — the same permission set as the Web App.
  3. Language & location Switch Khmer/English and the working location inside the app — no logout needed.
More — All Features
The More tab — every back-office module on mobile.
Mobile App · Step 8 of 30

Contacts

People you sell to and buy from.

  1. Browse & search Customers and Suppliers tabs with search and balance/location details per contact.
  2. Add & edit Tap + to create a contact; open one to edit name, phone, address or opening balance.
  3. Ledger & payments A contact’s page shows invoices, payments and due — record a payment straight from the app.
Contacts
Contacts — customers and suppliers with balances.
Mobile App · Step 9 of 30

Customer Groups

Wholesale/VIP pricing tiers.

  1. Create a group Tap + to add a group (e.g. Wholesale) with its discount or price level.
  2. Assign customers Put customers in the group from Contacts — they automatically get the group price at POS.
Customer Groups
Customer Groups — group pricing tiers.
Mobile App · Step 10 of 30

Purchases

Receive stock anywhere.

  1. List & filter All purchases with date/supplier filters; tap one for its lines and payment status.
  2. Add a purchase Create a supplier invoice — pick items, quantities and costs; stock updates immediately.
  3. Pay & return Record supplier payments and process purchase returns directly from the purchase detail.
Purchases
Purchases — supplier invoices on mobile.
Mobile App · Step 11 of 30

Expenses

Every cost, captured instantly.

  1. Add an expense Tap + : amount, category, location and payment method — it feeds profit/loss immediately.
  2. View & edit Filter the list by category or date, open an expense to edit it or attach the receipt.
Expenses
Expenses — record costs on the go.
Mobile App · Step 12 of 30

Stock Count

Verify what’s actually on the shelves.

  1. Start a count Pick the location, then scan or search each product and enter the counted quantity.
  2. Review differences The count compares physical vs system stock per item — finish to post the adjustment.
Stock Count
Stock Count — physical count against system stock.
Mobile App · Step 13 of 30

Stock Adjustment

Fix differences in stock.

  1. Add an adjustment Choose the location and items, enter the corrected quantities and the reason (normal/abnormal).
  2. View & reverse The list shows every adjustment by date/location; deleting one restores the original counts.
Stock Adjustment
Stock Adjustment — correct counts after stock-take.
Mobile App · Step 14 of 30

Stock Transfer

Move stock between locations.

  1. Create a transfer Pick From and To locations and the items with quantities — stock moves on save.
  2. Track it The transfer list shows status and date; open one to check its lines or delete a mistaken transfer.
Stock Transfer
Stock Transfer — move stock between branches.
Mobile App · Step 15 of 30

Inventory Analysis

Stock value and movement insight.

  1. Overview See stock value, top movers and slow items per location.
  2. Drill down Open any product to see its in/out history and current quantity per warehouse.
Inventory Analysis
Inventory Analysis — stock value and movement insight.
Mobile App · Step 16 of 30

Financial Analysis

Profit trends at a glance.

  1. P&L summary Profit, revenue and expense totals with period filters (today/week/month/custom).
  2. Breakdown See which products, categories and locations drive the profit.
Financial Analysis
Financial Analysis — profit trends and breakdown.
Mobile App · Step 17 of 30

Cash Register

The shift drawer on mobile.

  1. Open/close See whether the register is open, the opening balance and expected cash — close it with a counted total.
  2. Register details View the sales and payments recorded under the current register session.
Cash Register
Cash Register — open/close the drawer per shift.
Mobile App · Step 18 of 30

Print Calculator

Quote print jobs from the phone.

  1. Calculators Box, Paper Bag and Book calculators compute the price from dimensions, material and quantity.
  2. Workflow & stock Print Job Workflow tracks each job stage; Stock Request lists items at or below alert quantity.
Print Calculator
Print Calculator — box, paper-bag and book quotes.
Mobile App · Step 19 of 30

Catalogue QR

Share your menu by QR.

  1. Generate & share Generate the catalogue QR and share or download it — customers scan to open the menu link.
  2. Open menu Preview the guest menu yourself with Open Menu before printing the QR.
Catalogue QR
Catalogue QR — share the online menu instantly.
Mobile App · Step 20 of 30

Discounts

Manage promotions on mobile.

  1. Create & edit Tap + for a % or fixed discount with its period and products — edit or deactivate it anytime.
  2. Applies in POS Active discounts are offered automatically during checkout.
Discounts
Discounts — manage promotions on mobile.
Mobile App · Step 21 of 30

Attendance

Staff check-in on the phone.

  1. Check in/out Scan the workplace QR within the geofence to clock in or out.
  2. History Review daily attendance records and your own history from this screen.
Attendance
Attendance — check in/out with QR and geofence.
Mobile App · Step 22 of 30

HR & KPI

HR snapshot in your pocket.

  1. HR snapshot Employees, present today, on leave, pending leaves/loans and draft payrolls at a glance.
  2. Drill into HR Employee dashboard, employee directory, attendance records and history per employee.
  3. Leave & payroll Approve leave/OT requests and review payroll right from the app.
HR & KPI
HR & KPI — employees, leave and payroll snapshot.
Mobile App · Step 23 of 30

User Management

Users and roles on mobile.

  1. Users & roles Users/Roles tabs — search users, see role and status at a glance.
  2. Add & edit Tap + to create a user with role and locations; open one to edit or deactivate.
User Management
User Management — users and roles on mobile.
Mobile App · Step 24 of 30

Accounting

The books on mobile.

  1. Payment accounts Balances, ledgers and bank/cash accounts — plus fund transfers and deposits.
  2. CoA & journals Chart of Accounts with live balances and manual Journal Entries (debit/credit).
  3. Reports & reconciliation Financial comparison, bank reconciliation and P&L/Balance Sheet/Trial Balance reports.
Accounting
Accounting — accounts, journals and reconciliation.
Mobile App · Step 25 of 30

General Report

Every key report in one list.

  1. Report list Close Sale, Monthly Profit, Product Purchase/Sell, Payment, Stock Expiry, Customer Due and more.
  2. Filter & print Pick Today/Week/Month or a custom date, then print or share the report.
General Report
General Report — every key report in one list.
Mobile App · Step 26 of 30

Tax

Tax setup and reports.

  1. Tax settings Toggle product/sales price tax and inline tax columns; choose whether prices include tax.
  2. Tax rates & report Add tax rates, then open Tax Report for input/output totals with the per-rate breakdown.
Tax
Tax — rates, price settings and the tax report.
Mobile App · Step 27 of 30

Locations

Branches and shops.

  1. View locations All business locations with their invoice scheme and printer.
  2. Add & edit Create a branch or edit its details — it appears in the location picker immediately.
Locations
Locations — branches and shops.
Mobile App · Step 28 of 30

Warehouses

Storage points per location.

  1. Manage warehouses List the warehouses under each location — add or edit them for stock transfers and counts.
Warehouses
Warehouses — storage points under each location.
Mobile App · Step 29 of 30

Manage Data

The catalogue’s building blocks.

  1. Attribute tabs Units, Categories, Brands, Taxes, Warranties, Variations and Warehouses in one screen.
  2. Add & edit Tap + in any tab to create the attribute; long-press or open to edit/remove it.
Manage Data
Manage Data — units, categories, brands and more.
Mobile App · Step 30 of 30

Settings & Server

App preferences and connection.

  1. Preferences Language (Khmer/English), app lock, printer setup, barcode scanner and sync options.
  2. Server The Server item shows the connected backend URL — switch servers without reinstalling.
  3. Sign out Sign out at shift end; the PIN/biometric lock protects the device meanwhile.
Settings & Server
Settings — language, lock, printer and sync.

All sections

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