The complete guide to Tengai POS

1.1 What is Tengai POS

A modern point-of-sale system that replaces the paper-and-calculator workflow with a single connected app for sales, stock, customers, and reports.

1.2 Key features

The core capabilities that every Tengai POS account ships with.

• Sales & invoicing — cash, credit, quotations, and sale returns with printed or shared receipts.
• Inventory management — products, categories, stock levels, low-stock alerts, and expiry tracking.
• Parties — customers (retailer, wholesaler, dealer) and suppliers, each with their own ledger.
• Purchases & returns — log stock coming in and automatically update on-hand quantity.
• Reports — sales, purchases, profit/loss, due collections, tax, and expenses with date filters.
• Human Resource Management — designations, employees, and salaries.
• Tax engine — multiple tax rates and tax groups, inclusive or exclusive pricing.
• Multi-device sync — changes on your phone appear instantly on the web app.

1.3 Who this guide is for

Written for the people who actually use Tengai POS every day — not just the person who set it up.

• Shop owners who need to sell, track stock, and see profit without hiring an accountant.
• Cashiers and staff who need a clear, step-by-step reference at the till.
• Bookkeepers who need to reconcile sales, purchases, due lists, and expenses.
• Managers who need reports, employee records, and tax summaries.

1.4 System requirements

Tengai POS is designed to run on everyday hardware — no specialist equipment required.

• Mobile app — Android 7.0 (Nougat) or higher.
• Web app — for desktops and large-screen tablets only (not mobile phones). Any modern browser (Chrome, Edge, Firefox, Safari) at pos.tengaipos.com.
• Internet — required for initial setup and multi-device sync. Sales can be made offline and sync when you reconnect.
• Printer (optional) — any Bluetooth thermal receipt printer (58mm or 80mm). See Bluetooth Printing for setup instructions.

2.1 Creating an account

Register once from the mobile app — your business data then syncs to the web app and every other device you log into.

1. Download the Tengai POS app from the Google Play Store.
2. Open the app — the Login screen appears.
3. If you don't have an account yet, tap Register.
4. Enter a valid email address you have access to, a password, and confirm your password.
5. A verification link is sent to your email. Check your inbox (or spam folder) and tap the link to verify.
6. The app automatically detects the verification. Tap Continue.
7. Enter your business details — business name, phone number, address, and category (this is important).
8. Tap Save — you land on the dashboard, ready to go.

2.2 Logging in

After registration, every device you want to use needs to log in once.

1. Open the Tengai POS app, or visit pos.tengaipos.com on a desktop or large tablet.
2. Enter your email and password.
3. Tap Log In.
4. The first load pulls your products, customers, and history from the cloud.

2.3 Dashboard overview

The dashboard is the home screen of the app. Every feature is one tap away from here.

At the top you'll see your business name and current subscription plan. Toggle Dashboard Overview at the top right to show or hide a summary of today's sales, purchases, and customer activity.

Below that, tiles are grouped by function:

• Sales · Parties · Purchase — day-to-day trading.
• Product · Due List · Stocks — inventory and credit.
• Reports · Sales List · Purchase List — history and analytics.
• Loss/Profit · Ledger · Expense — accounting.
• Tax Report · HRM — compliance and people.

2.4 Navigating the interface

A single bottom bar keeps the four most-used screens always within thumb's reach.

• Home — back to the main dashboard.
• Sales — jump straight into making a new sale.
• Reports — see how the business is doing.
• Settings — business profile, users, printers, preferences.

3.1 Adding a product

Create a new item in your inventory so you can sell it, count it, and report on it.

1. From the dashboard, tap Product.
2. Tap the red Add Product button at the bottom.
3. Fill in the required fields: Name, Category, Units, Product Code, Stocks, Purchase Price, Selling Price.
4. Optionally set a brand, manufacturer, expiry date, tax, wholesale / dealer prices, and a low-stock alert.
5. Tap the image area to attach a product photo (optional).
6. Tap Save and Publish. The new product appears at the bottom of your list.

3.2 Editing or deleting a product

Change a price, fix a typo, top up stock, or remove a product you no longer sell.

1. Go to Product.
2. Find the item you want to change and tap the three dots (⋮) on its row.
3. Choose one of: Edit (change details) · Increase Stock (add to quantity) · Delete (remove entirely).
4. Make your changes and tap Save.

4.1 Making a sale to a walk-in customer

The fastest path: no customer details, just scan or pick items and take payment.

1. From the dashboard, tap Sales.
2. On the Choose a Customer screen, tap Walk-in customer.
3. Tap Add Items, pick products from your inventory, and adjust quantities with the + and − buttons.
4. Apply a discount (percentage or dollar amount) if needed.
5. Choose a Payment Type — Cash, Bank, Mobile Money, etc.
6. Tap Save.

An invoice is generated on-screen and a receipt prints automatically to your paired Bluetooth printer. You can also tap Print to reprint or Share to send it via WhatsApp, email, or SMS.

4.2 Selling to a saved customer

Tie the sale to a specific customer record so it appears in their ledger and on their due list if unpaid.

1. Tap Sales on the dashboard.
2. On the Choose a Customer screen, tap the + icon to add a new customer, or search for an existing one.
3. For a new customer, enter phone number and name, pick a type (Retailer, Wholesaler, Dealer, Supplier), optionally an opening balance, and tap Save.
4. Back on the customer list, tap the customer you just added or found.
5. Add products, pick payment type, and tap Save — same as a walk-in sale.

4.3 Selling on credit

Let a customer take goods now and pay later. The outstanding amount is tracked automatically in the Due List.

1. Tap Sales and pick a saved customer (credit sales must be tied to a customer so you know who owes you).
2. Add products as usual.
3. In Paid Amount, enter how much the customer is paying today — 0 if nothing, or a partial amount.
4. The Due Amount at the bottom updates automatically.
5. Tap Save. An invoice is generated showing Paid and Due.
6. To see all outstanding balances, go to dashboard → Due List.

5.1 Creating a quotation

Prepare a priced list of items for a customer or prospect.

1. From the dashboard, tap Quotation.
2. Tap Add Quotation.
3. Pick an existing customer or tap + to add a new one.
4. Add products and quantities. Apply a discount if relevant.
5. Optionally add a note or an image.
6. Tap Save. The quotation is generated and a receipt prints if a printer is connected.

5.2 Managing quotations

View, share, convert, or delete quotations you've already created.

1. From the dashboard, tap Quotation to see all previous quotations.
2. Tap the three dots on any quotation for options: Pdf View, Share, Delete.
3. Tap Convert to Sale to turn an accepted quotation into a full sale — it jumps straight to the Sales screen with everything pre-filled.

6.1 Adding a customer or supplier

Create a reusable contact record you can tie sales, purchases, and credit to.

1. From the dashboard, tap Parties.
2. Tap Add Customer at the bottom.
3. Enter phone number and name. Optionally tick Send whatsapp message?.
4. Pick a party type: Retailer, Wholesaler, Dealer, or Supplier.
5. If they already owe you (or you owe them), enter an opening balance.
6. Tap More Info for email, address, tax number, etc. (optional).
7. Tap Save.

6.2 Managing a party

Every party has their own history screen with direct contact buttons.

1. Go to Parties and tap a name.
2. At the top you'll see Call, Message, and Email shortcuts.
3. Scroll down for Recent Transactions — every invoice, paid or unpaid, with its number, date, and amount.
4. Tap the printer icon on any transaction to reprint its receipt.
5. Use the pencil / trash icons at the top-right to edit or delete the party.

7.1 Recording a purchase

Log incoming stock so your inventory stays accurate and your profit calculations are honest.

1. From the dashboard, tap Purchase.
2. Pick an existing supplier or tap + to add a new one.
3. Tap Add Items, search for a product, and tap it.
4. Enter the Quantity you bought and update the Purchase Price if it's changed. Save.
5. Repeat for each item in the delivery.
6. Set the Paid Amount (full, partial, or zero if on credit).
7. Choose the Payment Type and tap Save.

8.1 Collecting a credit payment

Record a payment against one of your outstanding invoices.

1. From the dashboard, tap Due List.
2. Tap the customer who is paying.
3. Tap Select Inv and pick the invoice number they're paying against.
4. Enter the Paid Amount — the Due Amount updates live.
5. Choose the Payment Type (Cash, Bank, Mobile Money, etc.).
6. Tap Save. Back in the Due List, the balance reflects the new payment.

9.1 Viewing current stock

See the live quantity and total selling value of every item in your inventory.

1. From the dashboard, tap Stocks.
2. At the top, Total Stocks shows the total number of units; Total Price shows the total selling value.
3. Scroll to see every product, its quantity, its warehouse, and its purchase and selling prices.
4. Use the search bar to jump straight to a product.

Stock levels update automatically when you:

• Add new products.
• Record purchases.
• Make sales or sale returns.
• Delete products or edit quantities.

10.1 Running a report

The Reports hub gives you a single menu of every report type.

1. From the dashboard, tap Reports.
2. Pick one: Purchase Reports, Sale Reports, Due Collection Reports, Loss/Profit Reports, Sale Return Report, or Purchase Return Report.
3. Use the From Date / To Date pickers to narrow the window.
4. Tap any row to view its detail, the print icon to reprint its receipt, or the share icon to send it.

10.2 Sales List — edit, share, return

Every sale you've ever made, searchable by invoice number, with tools to correct, reprint, or reverse them.

1. From the dashboard, tap Sales List.
2. Search by invoice number or scroll the list.
3. Tap the printer icon to reprint a receipt.
4. Tap the pencil icon to edit a transaction.
5. Tap the three dots for more: Pdf View, Share, Delete, or Sale Return.
6. For a sale return, enter the actual Return QTY for each item and tap Confirm return. Stock is restored automatically.

10.3 Purchase List — edit, share, return

The mirror of Sales List, but for stock you've bought in.

1. From the dashboard, tap Purchase List.
2. Search by invoice number or scroll the list.
3. Use the printer, pencil, or three-dot menu for Pdf View, Share, Delete, or Purchase Return.
4. For a purchase return (e.g. faulty goods going back to the supplier), enter the Return QTY and tap Confirm return. Stock is deducted automatically.

10.4 Loss & Profit

The honest answer to "am I actually making money?" — per transaction and in total.

1. From the dashboard, tap Loss/Profit.
2. Use the date range filter at the top to narrow the window.
3. The summary panel shows total Profit, Loss, and Expense for the range.
4. Scroll through the transaction list — each shows its profit or loss.
5. Tap any transaction to open Loss/Profit Details with a product-by-product breakdown.
6. Tap the printer icon on a row to reprint its receipt.

10.5 Ledger

A bookkeeper-friendly view of every party's account — every invoice, every payment.

1. From the dashboard, tap Ledger.
2. Switch tabs between Retailer, Wholesaler, Dealer, and Supplier.
3. Tap a party to see all their transactions.
4. Use the From Date / To Date to filter.
5. Tap the printer icon on any row to reprint its receipt.

11.1 Tracking expenses

Record every cost that isn't stock — rent, transport, utilities, supplies — so your profit numbers are real.

1. From the dashboard, tap Expense.
2. Tap Add Expense.
3. Pick the Expense Date.
4. Choose (or create) an Expense Category — e.g. Utility Bills, Transport, Rent.
5. Enter the Expense For (e.g. "Electricity"), Payment Type, Amount, and optional Reference Number and Note.
6. Tap Continue to save.

Back on the Expenses screen, tap the PDF icon to generate a report in one of three formats:

• Detailed — every line, every date.
• Daily — totals grouped by day.
• Monthly — totals grouped by month.

Download to device or share.

11.2 Tax rates & tax groups

Set up the tax rates (e.g. 15% VAT) that apply to individual products or groups of products.

1. From the dashboard, tap Tax Report.
2. Under Tax rates, tap + Add. Enter a name (e.g. "VAT") and the rate (%). Save.
3. Under Tax Group, tap + Add to combine several taxes into one group that can be applied to products.
4. Assign the tax or tax group to products from the Add/Edit Product screen via Select Tax.
5. Choose Inclusive (price already includes tax) or Exclusive (tax is added at checkout) in the Tax Type field.

12.1 Designations

Create the job titles you'll assign to employees — e.g. Cashier, Receptionist, Stock Controller.

1. From the dashboard, tap HRM.
2. Tap Designation.
3. Tap Add Designation.
4. Enter a name and a short description, then tap Save.
5. The new designation appears in the list.

12.2 Employees

Add the people who work for you. Each employee is tied to a designation and an optional salary.

1. From HRM, tap Employees.
2. Tap Add Employee.
3. Fill in: full name, email, phone, address, gender, Employment Type (Full Time, Part Time, etc.), Designation, Salary, Joining Date, and birth date.
4. Tap Save.
5. To update an employee later, tap the three dots next to their name and choose Edit or Delete.

13.1 Adding a cashier or staff user

Create a new user account for a staff member and decide exactly which parts of the app they can access.

1. Open Tengai POS and tap Setting from the bottom navigation bar.
2. Under Settings, tap User Role.
3. The User Role screen appears (empty if no users have been added yet). Tap Add User Role.
4. A permissions checklist appears with every feature listed: Sale, Parties, Purchase, Product, Profile Edit, Add Expense, Loss Profit, Due List, Stock, Reports, Sales List, Purchase List, HRM, and Quotation. Check the boxes for the permissions you want to grant.
5. Scroll down and enter the user's Email address, Password, confirm the password, and a User Title (e.g. "Cashier").
6. Tap Create. The app will log you out automatically.
7. On the cashier's device, open Tengai POS and log in with the email and password you just created. The dashboard will show only the features that user has permission to access.

13.2 Permission types explained

Each feature in the permissions checklist has three levels of access you can grant independently.

• View — the user can see the data (e.g. product list, sales list) but cannot change anything. Use this for staff who need to look up information without editing it.
• Edit — the user can create new records and modify existing ones (e.g. make a sale, add a product, update a quotation). This is the standard level for active cashiers.
• Delete — the user can permanently remove records from your account. Deleted items cannot be recovered. Only grant this to highly trusted users or managers.

13.3 Managing existing users

View, update, or remove staff accounts you've already created.

1. Go to Setting → User Role.
2. All users you've created appear in a list showing their email and title.
3. Tap on a user to view or update their permissions.
4. Adjust the checkboxes as needed and save your changes.

14.1 Supported printers & paper sizes

Tengai POS works with a wide range of Bluetooth thermal printers from different brands.

Supported device types:

• Portable printers — small, battery-powered units you can carry to markets or deliveries.
• Desk printers with Bluetooth — larger stationary printers for shops and counters.
• Mobile POS machines — handheld devices with a built-in printer (the printer may appear as Internal Printer).

Supported receipt paper sizes:

• 2 Inch (58mm) thermal paper
• 3 Inch (80mm) thermal paper

14.2 Stage 1 — Pair the printer with your phone

Before Tengai POS can see your printer, the printer must be paired with your phone's Bluetooth — this is a one-time setup done in your phone's settings.

1. Switch ON Bluetooth on your phone (from your phone's Settings or quick-settings panel).
2. Switch ON the printer. Your phone will show a list of Paired Devices and Available Devices nearby — your printer should appear in the available list.
3. Tap your printer's name and enter the PIN when prompted — this is usually 0000 or 1234 for most brands.
4. The printer moves to your Paired Devices list. Stage 1 is done.

14.3 Stage 2 — Connect the printer in Tengai POS

Now that your phone and printer are paired, tell Tengai POS which printer to use for receipts.

1. Open Tengai POS and go to Setting.
2. Turn ON the Printing Option toggle — this enables automatic receipt printing after every sale.
3. Tap Invoice Print to open the printer and receipt configuration screen.
4. At the top, select your Thermal Printer Page Size — choose 2 Inch (58 mm) or 3 Inch (80 mm) to match your paper.
5. Under Bluetooth Printer, tap Scan. Your paired devices will appear in the list.
6. Find your printer and tap Connect. Tengai POS will connect and save it as the default printer.
7. Tap Test next to any printer to print a small test receipt and confirm the connection works.

14.4 Invoice branding & paper size

Customise what appears on your printed receipts and A4 invoices — your logo, business name, contact details, and tax numbers.

1. Go to Setting → Invoice Print.
2. Tap Edit Global Invoice Defaults.
3. Fill in the fields you want to appear on receipts: Logo, Business Name, Phone Number, Email Address, GST/TIN Number, VAT Number, and Address.
4. Tap Save Changes.

14.5 Switching between printers

If you have multiple printers (e.g. a desk printer and a portable one), you can switch between them without re-pairing.

1. Go to Setting → Invoice Print.
2. Next to the currently connected printer, tap Disconnect.
3. Tap Scan to refresh the list of available printers.
4. Tap Connect on the printer you want to switch to. It becomes the new default.