📋 Table of Contents

• 01 — Dashboard — KPI Metrics, Sales Trends, Low-Stock Alerts
• 02 — Inventory — Products, Categories, Suppliers, Locations, GRN, Purchase Orders
• 03 — Operations — POS, Customers, Returns, Requisitions, Stock Movement, Stock Count
• 04 — Modules — Batches, Recipes/BOM, Prescriptions, Marketplace
• 05 — Finance — Cash Ops, Imprest, Accounts Payable, Expenses, Reconciliation, P&L
• 06 — System — Reports, Disputes, Users, Audit Trail, Settings

01 Dashboard

1.1 Your Command Center

The Dashboard is the first screen you see after login. It provides a real-time, bird's-eye view of your entire business operation in a single glance. Every KPI card updates automatically as transactions flow through the system.

02 Inventory Management

2.1 Products

Products are the foundation of MiStockHQ. Every item you sell, track, or manufacture must first be defined here. Each product carries critical attributes that power the entire system:

• Product Code: A unique identifier (SKU) or barcode that the POS uses for instant lookup.
• Cost Price: What you pay the supplier. This drives all Profit & Loss and Stock Valuation calculations.
• Sale Price: What you charge customers. The difference is your gross profit margin.
• Reorder Level: The minimum stock threshold. When physical stock drops below this number, a low-stock alert fires on your Dashboard.
• Category: Logical grouping used for filtering, reporting, and dashboard breakdowns.

2.2 Categories

Group your products into logical families (e.g., "Beverages", "Cleaning Supplies", "Raw Materials"). Categories power the Dashboard's Category Breakdown chart and enable filtered reporting in the Reports module.

2.3 Suppliers

Register every vendor who supplies goods to your business. Supplier records include contact details, bank information, and a running transaction history. Suppliers are linked to GRNs and Purchase Orders for full supply chain traceability.

2.4 Store Locations

Define the physical or virtual warehouses where stock is stored. Examples: Main Store, Kitchen, Bar, Production Floor, Branch B. Every inventory transaction (GRN, Sale, Requisition) must specify a location, ensuring you always know where your stock is, not just how much.

2.5 GRN (Goods Received Notes)

The GRN is the only legal gate for stock to enter your system. When a supplier delivers goods, a staff member creates a GRN documenting exactly what arrived.

2.6 Purchase Orders

Create formal procurement requests before goods arrive. A Purchase Order specifies what you need, quantities, and estimated costs. Once the supplier delivers, you can convert the PO directly into a GRN with a single click — no re-entry required.

03 Operations

3.1 POS Terminal

The Point of Sale terminal is engineered for high-speed retail checkout. It supports barcode scanning, manual product search, and handles all major Nigerian payment methods natively.

3.2 Customers

Maintain a client directory with full contact details. When a customer is attached to a sale, their purchase history is automatically tracked, enabling you to identify your most valuable clients and issue targeted invoices.

3.3 Returns (Inward)

Process customer returns efficiently. Enter the original receipt number, select the returned items, and the system automatically reverses the transaction: refunding the payment and restocking the returned goods into inventory.

3.4 Return Outward

Send defective or excess goods back to your supplier. This module deducts the returned stock from your warehouse and adjusts your outstanding Accounts Payable balance with the supplier accordingly.

3.5 Inventory View

A read-only, live snapshot of all physical stock across every location. This screen is intentionally un-editable — it reflects the cumulative result of all GRN receipts, POS sales, requisitions, and adjustments processed through the ledger.

3.6 Requisitions

An internal procurement system for departmental stock requests. For example, the Kitchen department can formally request "20 bags of Rice" from the Main Store. A Manager reviews and approves or rejects the request. Approved requisitions automatically generate Stock Movement entries.

3.7 Stock Movement

The physical transfer of goods between locations (e.g., Main Store → Kitchen). Stock decreases at the source location and increases at the destination. Every movement is permanently logged in the Audit Trail with the responsible user and timestamp.

3.8 My Department

A scoped inventory view restricted to the specific location/department assigned to the logged-in user. Prevents cross-department visibility — a Bar manager sees only Bar inventory, not Kitchen stock.

3.9 Stock Count

The stock count module enables formal physical audits. A manager initiates a count session, staff physically count items on shelves, and the system calculates variances (shortages or surpluses) by comparing physical counts against expected system quantities.

04 Specialized Modules

Industry-specific features that adapt to your business type.

4.1 Batches & Expiry Tracking

Critical for pharmacies, supermarkets, and food businesses. The Batch module allows you to assign batch numbers and expiry dates to incoming stock. Benefits include:

• FIFO Enforcement: First-In, First-Out ensures oldest stock sells first to minimize waste.
• Expiry Alerts: Products approaching their expiry date trigger automatic warnings on the Dashboard.
• Traceability: If a batch is recalled by a manufacturer, you can instantly identify which customers purchased it.

4.2 Recipes & Bill of Materials (BOM)

The Recipe engine transforms MiStockHQ into a production cost-control system. Define a finished product (e.g., "Jollof Rice Plate") and link the raw ingredients required to produce one unit:

4.3 Prescriptions

A pharmacy-specific module that allows pharmacists to attach doctor prescription details (doctor name, license number, patient info) to controlled drug sales at the POS. This ensures regulatory compliance and creates a full dispensation audit trail.

4.4 Marketplace

A built-in vendor community storefront where approved wholesale suppliers publish their product catalogs. Your company can browse, compare prices, and place orders directly through the platform with secure Paystack-powered escrow payments.

05 Finance & Accounting

5.1 Cash Operations

Record non-sale financial transactions: bank lodgments, inter-account transfers, petty cash disbursements, or owner equity injections. Every entry creates a ledger record that flows into your Profit & Loss statement.

5.2 Office Imprest

Manage a dedicated petty cash float for minor day-to-day expenses (e.g., fuel, water, stationery). The workflow is simple:

5.3 Accounts Payable (Vendor Invoices)

Automatically generated when a GRN is marked as "unpaid" or "credit". Tracks exactly how much you owe each supplier. You can make partial payments (installments) and the system tracks the reducing balance until the debt is fully settled.

5.4 Expenses

Log all operational costs that impact your bottom line. Expenses are categorized as either Operating Expenses (Rent, Salaries, Utilities) or Other Expenses (Miscellaneous). Both categories feed directly into your automated P&L report to produce accurate Net Profit figures.

5.5 Discounts & Promos

Create promotional campaigns with percentage or fixed-amount discounts. Discounts can be applied globally or to specific products. When a cashier applies a discount at POS, the reduced price is recorded and the discount amount is tracked separately for management reporting.

5.6 Reconciliation

The end-of-day accountability system. Every cashier who operates a POS terminal must reconcile their cash drawer at shift-end.

5.7 Profit & Loss (P&L)

The crown jewel of MiStockHQ's financial suite. The P&L engine automatically compiles an 11-page financial report covering:

5.8 Stock Valuation

Calculates the total capital locked in your warehouses by multiplying every product's current physical stock by its unit cost price. This number tells you exactly how much money is "sitting on your shelves" and is critical for understanding your business's true asset position.

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06 System & Administration

6.1 Reports Generator

A powerful, multi-tab reporting engine with 6 report types: Sales, Inventory, GRN, Requisitions, Stock Movement, and Staff Ledgers. Each report supports date-range filtering, location filtering, and cashier-specific filtering. Export to PDF (branded) or Excel/CSV with a single click.

6.2 Disputes Manager

If a cashier believes their reconciliation shortage is incorrect (e.g., "The POS machine double-charged a customer"), they can file a formal Dispute. Managers review the evidence, investigate, and either uphold or reverse the shortage entry.

6.3 Staff Cash Ledgers

A cumulative debt register for all cashier shortages. Shows each staff member's running balance of unresolved shortages. Management can "write off" entries once the amount has been deducted from payroll or otherwise settled.

6.4 Users & Role-Based Access

MiStockHQ implements a granular permission system that restricts what each staff member can see and do:

6.5 Audit Trail

An immutable, tamper-proof log of every action taken in the system. The Audit Trail cannot be deleted or edited by anyone, including administrators. Each entry records:

• Who: The user's full name and role
• What: The exact action performed (e.g., "Approved GRN #1042")
• When: Precise timestamp down to the second
• Where: The IP address and browser used

6.6 Settings

The administrative control panel for your entire MiStockHQ instance. Configure your company logo, currency symbol (₦, $, £), VAT percentage, receipt headers/footers, and toggle feature modules on/off.

6.7 Subscription

View your current license plan, check the renewal date, upgrade to a higher tier, and manage payment history. All plan tiers include every feature — only the subscription duration differs.

6.8 My Profile

Update your personal login credentials, change your password, upload a profile photo, and toggle between Light/Dark mode for the interface theme.