The complete guide to Tengai POS

1.1 At a glance

1.2 Devices you can use

• Android phones and tablets, from Google Play.
• iPhone and iPad, from the App Store.
• Android POS devices with a built-in printer.
• Web app at pos.tengaipos.com for desktops, laptops and large tablets. On a phone, use the app.
• Printer (optional): any Bluetooth thermal receipt printer, 58 mm or 80 mm paper.

1.3 Your setup checklist

Tick these off as you go. Your progress is saved in this browser.

• Create your account and set up your shop profile (2.1)
• Add your products, with purchase price and stock (6.1)
• Connect your receipt printer and switch on Auto Print Receipt (11.1)
• Add your logo and details to receipts (11.2)
• Make your first sale (3.1)
• Add your staff with their own PINs (10.1)

2.1 Create your account

1. Download Tengai POS from Google Play or the App Store and open it.
2. Tap Register. Enter an email you can open, a password, and confirm it.
3. Open the verification link sent to your email (check spam too). The app notices and moves on.
4. On Setup Your Profile, choose your shop category, then enter your shop name, phone and address. Tap Continue.

2.2 The Home screen

The top bar shows your shop, your plan and, if you have branches, the branch you are working in (tap it to switch). The Dashboard Overview switch shows today's profit, payment methods and top products.

The tiles: Sales · Parties · Purchase · Product · Quotation · Due List · Stocks · Reports · Sales List · Debit Notes · Purchase List · Loss/Profit · Ledger · Expense · Tax Report · HRM.

The bottom bar is always there: Home, Sales, Reports and Setting.

2.3 Where things are in Settings

3.1 Make a sale

1. From Home, tap Sales. Your products open.
2. Tap each product the customer is buying. Use + and − to change quantities, or search by name or code.
3. Tap Add All, then Cart & Payment.
4. Add a discount (% or $) if needed. Choose the Payment Type and currency.
5. Enter the Paid Amount. Tengai POS shows the change (Return Amount).
6. Tap Complete Sale. The receipt prints automatically if Auto Print Receipt is on, or you can print or share it.

3.2 Quick Sale mode and items not in the list NEW

• Quick Sale mode (Settings → Sales Settings): the phone opens on your products and goes straight to the next sale after each one. It is set per phone, so the owner's phone can stay normal.
• Item not in list: when a customer is waiting and the item isn't in the system yet, tap Item not in list at the top of Add Items. Enter the name, price, quantity and, if you know it, the cost. Later, add it properly from Items to complete. The owner decides if staff may use this.
• Sell when stock shows zero: if the count says zero but the item is on the shelf, the owner can allow the sale. Every sale below zero is recorded so the stock can be corrected later (see stock take).

3.3 Changing a price at the till

Whether staff may change a selling price in the cart is a permission in their Access Role (Change selling price at the till). Every change is recorded on the sale with the original price and who changed it.

3.4 Receipts, reprints and sharing

• After a sale you can Print, Preview or Share the invoice (WhatsApp, email and more), as a thermal receipt or A4 PDF.
• Find any earlier sale in Sales List: search by invoice number, tap the printer icon to reprint, or the three dots for Pdf View, Share, Sale return and Debit note.

3.5 Quotations PRO

Give a customer a price first. A quotation doesn't change stock or balances until you convert it.

1. From Home, tap Quotation, then add a quotation.
2. Pick or add the customer, add products and any discount, then save. Print or share it.
3. When the customer agrees, open the quotation and tap Convert to Sale. Everything is filled in for you.

4.1 Sell on credit and collect payments

1. Credit only works for saved customers. Add one in Parties → Add Customer (phone and name, keep Retailer selected), or from the cart.
2. Make the sale as usual. In the cart, tap the pencil next to Guest and choose the customer.
3. Enter what they pay now, or 0. The Due Amount appears below the change. Tap Complete Sale.
4. The receipt shows paid and due. In Sales List the sale shows Unpaid until it's cleared.
5. When they pay: Due List → tap the customer → select the invoice → enter the amount → Save. A due collection receipt shows what's left.

4.2 Customers, suppliers and the Ledger

• Parties holds every customer and supplier. Types: Retailer, Wholesaler, Dealer and Supplier. You can add an opening balance and tick Send whatsapp message?.
• Tap a party to call, message or email them and to see their recent transactions.
• Ledger (from Home) shows each party's balance by type. A customer who owes you shows a positive amount. A customer with credit shows a minus amount.

5.1 Do a sale return

1. Open Sales List, tap the three dots on the sale and choose Sale return.
2. Enter the Reason for Credit Note and how many of each item are coming back (or Return all). Tap Confirm return. The stock goes back on the shelf.
3. If the customer has now paid more than they owe, choose Refund cash (it comes off today's cash) or Keep as credit (it stays on their account).
4. A walk-in customer can only get cash back.

5.2 Using a customer's credit NEW

• Credit kept from a return shows in the Ledger as a minus amount, and next to the customer when you choose them for a sale.
• In the cart, Use credit ($X available) is switched on for you and comes off the total. Switch it off to keep the credit for later.

5.3 Debit notes PRO

When an invoice was short (under-charged, or extra goods supplied), issue a Debit note from the sale's three-dot menu in Sales List. Add the extra quantities; the stock is deducted and the note is linked to the original invoice. Find them all under Debit Notes on Home.

7.1 Add a product

1. From Home, tap Product, then Add Product. The Quick Add form opens.
2. Enter the name, the selling price, the purchase price and the stock you have. Pick a category if you like.
3. Fiscalised shops also see Tax (VAT is selected) and HS code. Add the HS code so ZIMRA accepts the receipt.
4. Tap Save Product.

7.2 Edit, top up or archive

• Tap the three dots on a product: Edit (change details or correct the stock), Increase Stock (add a quantity at a new batch price; you'll see the current average cost) or Archive.
• Archive instead of delete: the product leaves new sales but its sales, purchases and stock history are kept. Restore it any time from Archived Products.

8.1 Record a purchase PRO

1. From Home, tap Purchase and choose the supplier (or add one).
2. Tap Add Items, pick each product and enter the quantity and the price you paid.
3. Enter the Paid Amount (full, part or 0) and payment type. Tap Save. Stock goes up automatically.

8.2 Current stock, exports and Stock Movement

• Stocks shows every product, your total stock and its value. Low-stock items show in red.
• Export PDF for a stock report, the Status Report (filter by category and date), or Export stock as CSV for Excel or Google Sheets.
• Stock Movement PRO lists every change and its cause (sale, purchase, return, stock take, transfer, stock added by hand), with who made it and the before and after quantities. Sales below zero are flagged in red.

8.3 Stock take PRO

1. Open Stocks and tap Stock Take. Enter your name under Conducted By.
2. Tap the search box. Tengai POS asks to Pause Operations so no sales or stock changes happen while you count.
3. Add the products you're counting, or Add All. Type the number you actually counted.
4. Check the Difference column: red is short, green is over, with the cost difference.
5. Tap Complete Stock Take, check the summary, then Apply and Complete. Operations resume automatically.

9.1 Add and run branches

• Settings → Branch Management → Branch Management → Add Branch: name, short code, address, phone. Tap Create Branch.
• Switch branch by tapping the branch name on Home. Assign staff to branches in Staff Management.
• Product Settings: a branch price and reorder point per product. Invoice Settings: each branch's own receipt header, address, tax number, invoice prefix, footer and A4 banking details. Empty fields use your main shop details.
• A paid plan includes two branches. If you reach your limit, buy an extra branch in a few taps.

9.2 Move stock between branches and warehouses

1. Interbranch Transfer → + → Product Transfer. Choose the destination branch, add products and quantities, tap Create Transfer.
2. Tap Dispatch. Both branches see it in transit on Home.
3. The receiving branch opens Incoming, taps Receive, confirms quantities and notes any shortage.
4. A branch running low can send a stock request; the other branch accepts it and dispatches.
5. Warehouse Transfer moves stock between warehouses inside a branch (shop floor ↔ storeroom).

The Transfer Report lists every transfer, and the Branch Dashboard compares revenue, sales, average ticket, low stock and stock in transit across branches.

10.1 The reports

10.2 Expenses PRO

Record what the business spends (rent, transport, electricity) so your profit is the real figure. Expense → Add Expense: date, category, what it was for, payment type and amount. Generate Detailed, Daily or Monthly expense reports.

10.3 Tax rates

Open Tax Report on Home to add tax rates (for example VAT 15.5%) and tax groups, then pick them on a product as Inclusive or Exclusive. Fiscalised shops: see ZIMRA fiscalisation.

11.1 Add staff

1. Settings → Staff Management → Access Roles → New role. Start from Cashier, Manager or Stock Controller, or a blank role. Set View, Edit and Delete per area. Tap Create role.
2. Open Staff. Note your Business Code at the top.
3. Tap Add staff: full name, username, role, branches (none selected = all branches), a 6-digit PIN. Tap Create staff.
4. On their own phone or tablet they install Tengai POS, tap Staff sign in with PIN, and enter the Business Code, username and PIN. Nothing else to set up.

11.2 Access roles and permissions

• View to see, Edit to create and change, Delete to remove. Deleted records can't be recovered, so give Delete only to people you trust.
• Extra switches include View all staff transactions, Give cash refunds and Change selling price at the till.
• If someone opens an area their role doesn't allow (like Reports or Loss/Profit), Tengai POS blocks it.

11.3 Till lock, switching users and staying in control

• Till lock: set an owner PIN and choose to require a PIN when the app opens, with auto-lock.
• Switch user (PIN) in Settings hands the till to another staff member without logging out.
• From Staff you can see when each person was last active, reset a PIN, deactivate someone or sign them out.
• Older email-based User Roles still work and are listed in Staff Management.

11.4 HRM: designations, employees and salaries

From Home, HRM keeps job titles (Designation), employee records (Employees: contact, employment type, designation, salary, joining date) and Salaries. HRM records are separate from staff logins.

13.1 Connect a Bluetooth printer

1. Switch the printer on and turn on Bluetooth on your phone.
2. Pair it once in your phone's Bluetooth settings (Pair new device). The PIN is usually 0000 or 1234.
3. In Tengai POS: Settings → Invoice Print. Choose the paper size: 3 inch (80 mm) or 2 inch (58 mm).
4. In the Bluetooth Printer card, tap Scan, then Connect next to your printer. Tap Test to check.
5. Back in Settings, switch on Auto Print Receipt.

13.2 Your details on receipts and invoices

Settings → Invoice Print → Edit Global Invoice Defaults: logo, business name, phone, email, TIN, VAT number and address, plus the receipt footer. Each branch can override these in Invoice Settings.

14.1 How it works day to day

• Fiscal days open at 12 AM and close at 11:59 PM by themselves, and each day's Z report is created automatically. See them in Settings → Fiscalisation.
• No internet? Keep selling. Receipts are signed on your device and sent as soon as you're back online.
• Refunds create a fiscal credit note linked to the original invoice. Debit notes work the same way.
• HS codes: every product needs one. If a product is missing its HS code, the receipt is held ("Not sent to ZIMRA") and sent automatically once you add the code.
• The Tax Report (Settings → Fiscalisation) shows sales, tax, invoices, credit and debit notes by currency, per fiscal device or till, as PDF or CSV.

15.1 How invoice numbers work offline

• Online, every sale gets the next shop-wide invoice number (365, 366, 367…).
• Offline, each device uses its own number: the device code, the date and a sequence.
• When the network returns, offline sales sync and take the next shop-wide numbers.
• You can still find them: search Sales List by the old offline number or the new number.

16.1 What Basic and Pro include

Pro is $10 a month, or $90 for a full year. On Basic, tapping a Pro feature explains what it does, with Upgrade to Pro and See what Basic and Pro include. Your main branch stays open on Basic; other branches are locked until you upgrade.

16.2 Renew and pay

1. Settings → Subscription shows your plan, days left, next billing date and limits.
2. Tap Renew Now. Your last plan, branches and payment method are remembered. Renewing early keeps your remaining days.
3. To change plan or branches, tap Change plan, then Continue to Payment.
4. Paynow (EcoCash, OneMoney, InnBucks or card): approve with your PIN on your phone and your plan updates automatically.
5. Bank Transfer: pay into the account shown, enter the transaction ID, upload proof and tap Submit. Your plan activates once confirmed.
6. Or switch on automatic recurring payments with a saved card (you can add backup cards).

17.1 Common questions

17.2 Contact us