Support Centre

How can we help?

Here you can find the most related issues, bugs, and questions about our cloud-based platform so feel free to check out to resolve the issue.

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Getting Started
  1. After login, you will be redirected to the homepage.
    The first thing you should do is set up your business details so that the system works according to you.
  2. Setup your business by adding the below-mentioned details:
    1. Brand: Add all the brands.
    2. Tax Rates: Set up taxes and tax groups.
    3. Units: Add product units (pieces, meters, Litre, etc)
    4. Categories: Add categories & Sub-Categories
    5. Business Settings: Add some more details about your business. The more information you provide the better it will be for you.
    6. Business Location: Add Multiple business locations/ storefront/warehouse
    7. Barcode Settings: Set up the barcode sticker details for printing labels.
    8. Invoice Settings: Customise invoice number as per your need. You can customize the invoice number/scheme and also invoice layouts.
  1. Click on register business link on the welcome page.
  2. Registering business involves multiple steps;  Business Details, Tax details, and Owner details.
  3. Business Details: Fill out the relevant fields; select the appropriate currency & Time zone; click on Next. Time Zone & Currency can be different for different registered businesses.
  4. Tax Details: You should fill out at least one Tax name and Tax number. Tax is like GST/VAT which varies for different countries. Fill details & click on next.
  5. Owner Details: Provide asked details. Username & Password are used to login so make sure you remember them.
  6. The owner created during this registration will be admin of the business. More admin can be added/edited/deleted from user management section.
  7. Click on the register button and after successful registration, it will get redirected to login screen. Login with owner username/password created.

Note: You can change any of the above details in the business settings section.

KB CloudERP comes with the option to handle multiple business locations or WareHouse or Storefronts for your business.

A default location is added to the newly created business.

Invoice Scheme: Before creating a new location or storefront, you can define a new Invoice scheme or you can use existing invoice schemes. But having different invoice schemes for locations can help you to identify them.
Invoice Scheme is invoice number format. 

Invoice Layout: If you wish to have a different invoice layout for the location then you should create an invoice layout before creating a new location. 

You can always change invoice scheme & Invoice Layout for a Business location anytime.

  1. To create a new Business Location / Storefront or warehouse go to “settings -> Business Locations”
  2. Fill the business details.
  3. Choose an Invoice scheme & Invoice Layout for the location.

– When having multiple locations you will have to select the Location while adding purchases or in the pos screen.

  • Inventory and transactions are managed separately for each location you create so that you can easily track and analyze them for each location.

Disabling Business Location:

To disable a business location click on Disable button present in List Business Location.

NOTE 1: After a business location is disabled any users assigned to that business location must be assigned to other non-disabled business location.

NOTE 2: You must keep at least 1 business location non-disabled. If all business location is disabled then the application will throw errors.

Adding users

  1. User Management -> Users -> Add New
  2. Fill in the user details, select the user role, and give a unique username.
  3. Sales Commission Percentage (%): Provide the commission % for this user. This option gets applied if the commission agent feature is enabled.
  4. Activate/Deactivate the user.
  5. You can edit/delete a user.

Assign locations

Refer to the image below

Max sales discount:

The maximum discount this user can give during sales in the POS & sales screen. If you don’t want to have this restriction then simply keep this value blank.

Disable login

Refer to the image below

Edit user ultimatepos

  1. Every new business comes with some default roles – Admin & Cashier.
     have all permissions in the application.
    Cashier have permission to only POS section.
  2. You can create a role by clicking on Add button -> Giving a role name and then selecting the appropriate permission for that role.
  3. Sometime you may need to give a user access to a/some particular location(s) only. In this case, select the locations from “Access locations” permission. Select “All Locations” to give permission to access all locations for your business.
  4. Roles permissions can be edited & Deleted.

Note: You must update the role of an existing user before deleting a role.

  1. By default Commission Agent is Disabled. You can enable it from Settings -> Business Settings -> Sales. Sales Commission Agent drop-down.

    You will see 3 different types:

    1. Logged-in User: If this option is used then the Logged in User will be automatically considered as the commission agent for the sales added by him. Meaning the user adding the sales will get the commission for the sales.
    2. Select from User’s List: If this option is enabled then in the POS & Sales Screen you will see the list of “users” present in your business. The user adding the sales will select the commission agent from the list of users displayed.
    3. Select from Commission Agent List: If this option is enabled then in the POS & Sales Screen you will see the list of “Sales Commission Agents” present in your business. The user adding the sales will select the commission agent from the list of “Sales Commission Agents” displayed.

    Select the option as per your business requirements.

    Adding Commission Percentage:

    You can add commission % while adding/editing the User or Sales Commission Agent

    Calculating Commission Amount:

    To See the commission amount, Go to Reports -> Sales Representative Report.

    Select the User for which you want to see the commission amount.

    On selecting it will show you the detailed summary of Total Sales, Total Sale Commission & Total Expenses. Also, the table below lists all the transactions.

    NOTE: Sales commission is calculated without shipping or tax. Sales commissions are from the sales of the items, not the overhead cost such as taxes, freight, shipping, handling, etc.

    Commission payment:

    After getting the commission amount, KB CloudERP have 2 ways to make payment for the commission.

    Using expense

    • Calculate the commission from the sales representative report and after paying the amount add it as an expense in Add Expense menu.
    • In Add expense, select the Expense-For dropdown

    Using HRM module

    • Use the HRM module
    • In the HR module, when creating payroll for a user, it will automatically include the sales commission.
    • Sales commission will be shown as Payroll-Components so that the business owner and the user both know the details of the commission.
  • Status should be Complete for the transaction to complete
  • Once the status is marked completed stock transfer cannot be edited. But can be deleted

Editing stock transfer

Stock transfer can be only be edited when the status of the transfer is pending or in transit.

After it is completed, the stock transfer cannot be edited. Although you can delete it and create a fresh one if you would like to.

Adding a barcode scanner is easy & simple.

  • Simply Plug-in the barcode scanner in your computer.
  • If there is some driver provided with the scanner then install it.
  • Point the cursor to any field in POS where you want to insert the barcode and scan the barcode. The scanner will automatically scan and input the barcode value to the input field.

A Label weighing scale generates a barcode based on the configuration of Prefix, Product SKU length, Quantity integer part length & Quantity fractional part length.

Enabling & setting it

To enable weighing scale integration in KB CloudERP, do the below settings:

  1. Go to Settings -> Business Settings -> POS -> Check Enable Weighing scale and save it.
  2. Below it provide the setting for the weighing scale.
    1. Prefix
    2. Product SKU length
    3. Quantity integer part length
    4. Quantity fractional part length
      And save it.
  3. Go to the POS screen, click on the weighing scale button present next to the product SKU search field, on clicking, it will open a modal where you can scan/enter the barcode generated by the weighing scale. On Successful match of settings and barcode, the product will be added as per the specified quantity in the barcode.
  4. You can add a shortcut key for weighing scale by going to Settings -> Business Settings -> POS


Suppose if you give the below values in weighing scale settings

Prefix: 25
Product SKU length: 4
Quantity integer part length: 2
Quantity fractional part length: 2
If barcode read from the scale will be:  25 1234  35 50   (without spaces)
It will read the product with SKU 1234 & add quantity 35.50
The price will be automatically calculated by multiplying quantity & unit price.

Your cash drawer can be configured to automatically open when you print a receipt for each transaction. Here are the steps you can take to configure your cash drawer.

  1. Plug in the RJ12 connector cable (which looks similar to a phone line) from the cash drawer into your the receipt printer.
  2. Next, go to the Settings menu in Windows 10, select Devices and select Printers & Scanners on the left-hand menu.
  3. Select the printer you’d like to configure, and click on the Manage button.
  4. Next, click on the Printer Properties link and a window will open. From here, select the Device Settings tab.
  5. Under Installable Options, find the Peripheral Unit Type and change it to ‘Cash Drawer’.
  6. Change the Peripheral Unit 1 and Peripheral Unit 2 fields to ‘Document Bottom’ to have the drawer open after the receipt starts printing.
    If you want the cash drawer to trigger before the receipt prints, select ‘Document Top’ in Peripheral Unit 1 and 2
  7. Click OK to save these settings and perform a test sale to see if it’s been configured properly.

There are types of thermal printers are available in the market:

  1. Thermal Line Printers. (Supported after KB CloudERP version > 2.19): Easy to Install & Use.
  2. Thermal ESC/POS printers: Complicate to install & use, also some languages & currencies symbols may not be supported.

Browser-based printing or Thermal Line Printers or Direct Thermal: (Recommended)

Thermal line printers also called Direct Thermal, are easy to install & use. Also, they support browser-based printing. For better results use paper with a width of 79mm.

To use a thermal line printer follow these steps:

  1. Setup the printer on your computer with the appropriate driver which comes with the printer.
  2. Go to Settings -> Business Locations -> Settings (green color button for each location). Here change the Receipt Printer Type to Browser-based printing and save it.
  3. In the invoice layout select the Design as Slim
  4. To disable print dialogue preview, follow the steps mentioned here

You’re now ready to use the printer, no more steps are required.

This printer is supportable with android and other handheld devices like tablets.

Thermal ESC/POS printers:

Setting an ESC/POS thermal printer involves 3 steps:

  1. Adding a Printer
  2. Configuring business location to use the added printer.
  3. Installation Pos Print server.

Step1: Adding a Printer

  1. Add a new printer from Settings -> Receipt Printer
  2. Select the appropriate Connection Type:
    1. For “Network” provide the IP Address of the printer.
    2. For “Windows” map the printer to a file and provide the path of the file. You can do this by sharing the printer with your localhost.
      The path will be in this format:smb://localhost/my_printer_nameORsmb://computer_name/my_printer_name (where my_printer_name is name of the printer)
    3. For “Linux” your printer device file will be somewhere like /dev/lp
      smb://localhost/my_printer_name OR smb://computer_name/my_printer_name (where my_printer_name is name of the printer)(parallel), /dev/usb/lp1(USB), /dev/ttyUSB smb://localhost/my_printer_name OR smb://computer_name/my_printer_name (where my_printer_name is name of the printer)(USB-Serial), /dev/ttyS smb://localhost/my_printer_name OR smb://computer_name/my_printer_name (where my_printer_name is name of the printer)(serial)
  3. Select the capability profile and add characters per line supported in the printer.
  4. Save the Printer configuration.
  5. Check the video below for more details on setting it.

Step2: Configuring Business Location to use printer:

  1. Go to Settings -> Business Settings.
  2. For a particular business location, go to “Settings” in the actions column.
  3. Change “Receipt Printer Type” to “Use Configured Receipt Printer
  4. Select “Receipt Printers” from the list of Receipt Printers
  5. Click on Update.

Step3: Installing POS Print Server

For printing via receipt printer, you will need to install a “pos print server” on your local computer from which KB CloudERP is used.

  1. Download the server from this link. by clicking on “Download Repository”
  2. Unzip the zip file.
  3. Rename the unzipped folder to “pos_print_server”.
  4. Move the pos_print_server to the document root (which is htdocs in XAMPP).
  5. Open Command Prompt or also called terminal. And go to the “pos_print_server” directory. You can go to this directory using the “CD” command in the command prompt.
  6. From the Command Prompt which is now inside the pos_print_server directory run the below command:
    php server.php
    After running the command it will start the print server and show the message “Server started…”
  7. Now we are ready to go. Try creating a test sale from the pos screen and it should print in your thermal printer. If you haven’t added a printer then follow the steps mentioned in “Step1: Adding a Printer” and it should work.

Great, now we’re ready to print on a thermal printer.

Give it a test drive.

Devices like mobile phones and tablets can’t be used for printing if a thermal ESC/POS  printer is used.

Video Guide:

Follow the steps as mentioned in this video up to 2.

Use pos_print_server instead of the GitHub repo mentioned here.

Go to the POS screen, add a test invoice, and check if it prints. If not please check if the pos receipt server is running or not.

ESC/POS Printers

Many thermal receipt printers support ESC/POS to some degree. This driver has been known to work with:

Bixolon SRP-35
Citizen CBM1
Citizen CT-S31
Daruma DR8
Epson TM-T88II
Epson TM-T88III
Epson TM-T88IV
Epson TM-T88V
Epson TM-T7
Epson TM-T82II
Epson TM-T2
Epson TM-T2
Epson TM-T7
Epson TM-T81
Epson TM-U22
Epson TM-U295 (requires release() to release slip).
Epson TM-U59 and TM-U59
Epson FX-89
Equal (EQ-IT-1) POS-58
Excelvan HOP-E58
Excelvan HOP-E2
Excelvan HOP-E8
Excelvan ZJ-822
Gainscha GP-589
Gainscha GP-U8
Metapace T-1
Metapace T-25
Nexa PX7
Plus III
Orient BTP-R58
Rongta RP326US
Rongta RP58-U
SEYPOS PRP-3 (Also marketed as TYSSO PRP-3
Silicon SP-2
Star TSP1
Star TSP-65
Star TUP-592
Xprinter F-9
XPrinter XP-Q2C
Venus V248T
Zjiang NT-58H
Zjiang ZJ-587
Zjiang ZJ-589T (Marketed as POS 589T)
Zjiang ZJ-589K

Printing via Phone/Tablet  Bluetooth using Thermal Printer

In KB CloudERP there is no special setup required for printing via mobile Bluetooth using thermal printers. You can print receipts like printing any other documents from your computer/mobile in these printers.

Frequently Asked Questions

Business Settings allows you to set some of the common business-related information.

Here you can change:

  • Business name
  • Start Date
  • Set Default Profit margin
  • Currency
  • Timezone
  • Logo
  • Financial year: For some countries, the financial year starts in January and for some, it starts in April. Here you can set the appropriate option for your country.
  • Tax information
  • Product SKU prefix: Enable this feature to generate a prefix for Product SKU. Once enabled, while adding a new product the SKU field with add this prefix along with the input given or if left empty will autogenerate a value along with this prefix.
  • Default Sales discount
  • Default Sales tax
  • Business Setting > Contact > Default credit limit: The credit limit provided here will be used as the default value when creating a customer or supplier
  • Business Setting > Sale > Default Sale Discount: The default discount will be used for all sales in the POS & Add sales screen.


Sales Item Addition Method:

  1. It has 2 options: “Add item in a new row” & “Increase item quantity if it already exists”
  2. This option is related to the POS & Sales screen when a new product is added.
  3. Add item in new row: It will always add a product to a new row
  4. Increase item quantity if it already exists: If the product already exists in the cart it will increase its quantity else it will add it in a new row.

Amount rounding method:

The price of the products can be taken as a whole number or as a rounded decimal value by selecting the particular roundoff method. If none is selected the value is taken as a whole number.

amount rounding

The sales price is the minimum selling price:

If this option is enabled then the product cannot be sold at a price lower than the selling price set for the product.

It can be sold at a higher price but not at a lower price.

Enable inline Tax:

To display the price inc. tax on the POS screen, kindly enable the check box in the Business Settings->Tax.


Enable Sales Order:

This will enable the sales order feature.

Default Sale Discount:

The default sale discount can be added to products in Business Settings -> Sale


The limit for Transaction Edit:

In order to increase the limit for editing the transaction, set the number of days in the business settings.


Datatable Entry Selection:

The default number of entries in the data tables can be selected in Business Settings -> System.


To configure go to Settings -> Invoice settings

  • Click on Add and select a scheme format.
    Format can be XXXX or <year>-XXXX
  • You can also provide a custom prefix, invoice start number, number of digits in the invoice number.
  • The preview box will display the preview according to the chosen option.
  • You will need to set a default invoice scheme for a business to use it.
  1. To add a refund for an expense, add a new Expense with the “Is Refund” checkbox checked in the add/edit expense. You have to enter the refund amount and the refund payment details.

    The refunded amount will be added to the Net-Profit.

KB CloudERP allows you to add expenses for an employee. Their expenses can be Salary, Bonuses, Perks, travel expenditure or anything else.

– Simply create a category for the expense you’re adding. Adding relevant categories helps you to classify expenses and analyze them.

– Go to Add Expenses, fill the details, select the relevant category and select the employee name expense for fields.

– Add the expense.

– To view details of all expenses for an employee go to “Sales Representative Report” and select the User. It will show the total expenses for the employee. You can also view the list of expenses from there.

Expense for Contact (Customer or Supplier): To add expense for a customer or supplier select the customer/supplier name from the expense for contact dropdown.

  1. Stock Adjustment helps you decrease the goods you hold in stock, you can enter manual stock adjustments. It’s generally used to write-off damaged stock, or to adjust quantities after a stock take.

    To create a stock adjustment

    1. First, go to “Add Stock Adjustment”
    2. Select the Business Location & date
    3. Select Adjustment Type (Normal Or Abnormal). Normal Or Abnormal is generally used to classify adjustment.
      Generally Normal Adjustment meaning: Adjustment for normal reasons like Leakages etc.
      Abnormal meaning: Adjustment for reasons like Fire, Accident etc.
    4. Add the products & quantity you want to decrease the product.
    5. Total amount recovered: Sometimes you can recover some amount from the damaged stocks, like from insurance claims, selling of scraps etc. If there is no amount recovered then you can simply make it 0. The recovered amount is taken into consideration when making a profit & loss report, it is added to the total profit/loss.

    The quantities entered for each product will be deducted from the available quantities.

    You can view the details of stock adjustment in “Stock Adjustment Report”.

    Also, Stock Adjustment is used in Profit & Loss Report (P & L Report). “Total Stock Adjustment” amount is deducted from (P & L Report) and “Total Stock Recovered” amount is added to Profit & Loss Report.

  1. In Add/Edit business location you can select the default payment account for each payment method.

    If the payment account is linked then when adding a payment for sales/purchase/expense, on selecting the payment method the payment account will be automatically selected.


  1. Payment accounts are like for example bank accounts. You can transfer money from one payment account to another, deposit cash in a payment account, pay to a supplier, or deposit the amount received from a customer here.

    Enabling Payment account

    • Go to Settings ->Business Settings -> Modules
    • Enable payment ‘Account’ option
    • Save it.
    • After saving you will see the “Payment accounts” option will be visible in the left navigation bar.

    Payment account type & sub-type

    1. Go to Payment accounts -> List accounts -> Account Types
    2. Account type: to add an account type click on Add button and enter the name of the account type and submit. Keep the Parent account type unselected.
    3. Sub-Account type: To add a sub-account type click on Add button, enter the name of the sub-account type and select the Parent-account type.
    4. When creating an account you can select the account type as per your need.

    Creating Payment accounts

    1. To create a payment account, Go to Payment Accounts -> List Accounts, click on Add button
    2. Fill in all the details like name, account number, Account type, opening balance, Account details & notes.
    3. Account Details: Here you can add any additional account details, like for example UPI ID, SWIFT code, BIN number, etc which vary depending on the accounts.

    Transferring funds between Payment accounts:

    You can transfer funds between the payment accounts.

    In the Payment Accounts -> List Accounts, click on fund transfer.


  1. Payment accounts are like for example bank accounts. You can transfer money from one payment account to another, deposit cash in a payment account, pay to a supplier, or deposit the amount received from a customer here.

    Enabling Payment account

    • Go to Settings ->Business Settings -> Modules
    • Enable payment ‘Account’ option
    • Save it.
    • After saving you will see the “Payment accounts” option will be visible in the left navigation bar.

    Payment account type & sub-type

    1. Go to Payment accounts -> List accounts -> Account Types
    2. Account type: to add an account type click on Add button and enter the name of the account type and submit. Keep the Parent account type unselected.
    3. Sub-Account type: To add a sub-account type click on Add button, enter the name of the sub-account type and select the Parent-account type.
    4. When creating an account you can select the account type as per your need.

    Creating Payment accounts

    1. To create a payment account, Go to Payment Accounts -> List Accounts, click on Add button
    2. Fill in all the details like name, account number, Account type, opening balance, Account details & notes.
    3. Account Details: Here you can add any additional account details, like for example UPI ID, SWIFT code, BIN number, etc which vary depending on the accounts.

    Transferring funds between Payment accounts:

    You can transfer funds between the payment accounts.

    In the Payment Accounts -> List Accounts, click on fund transfer.


KB CloudERP allows you to export your data into either Excel, CSV, or pdf files. You can export your sale, purchase, products, categories, all your reports, etc.

On the top of every data table, you can find export buttons as shown in the image below.


Removing columns from the data table

If you want to remove the action column or any other column while exporting the data, use the column visibility feature. Select the columns that are to be removed and then click export.


To modify the labels of custom fields, go to Settings -> Business Settings -> Custom Labels

Here you can give names to all custom fields.

To change Application or Theme color follow the below steps:

  1. Go to Settings -> Business Settings -> System (tab)
  2. Change the Theme Color to your desired color. A total of 11 colors (Light & Dark options) are given
Other Queries
  1. Most of the time the list of sales or purchase or unit or category or any other list keep showing processing… and doesn’t display the data. Follow these steps to fix this error

    1. Login to your cPanel or Directadmin or similar panel.
    2. Disable mod_security Or contact your hosting provider to disable mod_security.
    3. After it is disabled refresh the page and you’ll see the list will work.

Adding a barcode scanner is easy & simple.

  • Simply Plug-in the barcode scanner in your computer.
  • If there is some driver provided with the scanner then install it.
  • Point the cursor to any field in POS where you want to insert the barcode and scan the barcode. The scanner will automatically scan and input the barcode value to the input field.
  1. Don’t add Tax Rates in settings
  2. Go to Settings – Business Settings.
    1. Uncheck “Enable inline tax in purchase and sell
    2. Uncheck “Enable Price & Tax info
    3. Select “Default Sale Tax” as None
  1. To disable printing of receipts, go to Settings -> Business Locations -> Click on Setting for the business location where you have to disable printing, make “Auto print invoice after finalizing:” as No.

Sales target helps businesses to give target-based incentives/commissions to their employees or staff.

Using this business can define a different range of slab-based incentives.

For example:

  • For sales from $0 to $1000, the commission percentage is 5%
  • from $1001 to $5000, the commission percentage is 7%
  • from $5001 to $10,000, the commission percentage is 9%
  • from $10,000 to $10000000, the commission percentage is 12%

This helps businesses to boost sales because employees or salespeople work hard to achieve a much higher percentage of commission.

Adding sales target

  1. Go to HRM -> Sales Target, click on ‘set sales target’
  2. In the popup, define the commission slab or target
  3. Here  is a screenshot of the above example:

sales target

Calculating & Paying commissions to employees

To pay commissions to employees for sales targets, you need to process the payroll.

In payroll processing, it will have a separate column for sales target commission. Check the screenshot below:

sales target payroll

Calculates sales target on sales amount excluding taxes:

By default sales target will get calculated on the amount including tax. To calculate it without tax go to HRM -> Settings -> Sales Target

Folders can be created in the spreadsheet module.

To create a folder, click the add folder button, provide an appropriate name to the folder, and save it.

The created folders will be displayed as a tree structure.


Creating Spreadsheets:

Once the folder is created, an option to create a spreadsheet under each folder is provided.

You can click the ‘+’ symbol and add a spreadsheet.

The spreadsheet will be similar to google Sheets. You can add sheets, download or save sheets and upload excel files.

Editing Folder Name:

You can click the edit symbol and edit a folder name.


Creating Recipe:

  1. To add a new recipe, go to Manufacturing -> Recipe
  2. Click on the Add button, it will open a popup,
  3. Choose Product: select the product to which you want to add a recipe
  4. Copy from recipe: (optional) choose the product whose recipe will be copied to the chosen product. You can use this option to quickly copy a recipe from another product & make small changes as required.
  5. Add all ingredients/raw materials, wastage percentage & final quantity.
    The wastage percentage mentioned here is wastage for the raw ingredients which happens when the ingredient is cleaned, for example in cabbage some % is wasted when leaves & stems are removed. If the raw materials you’re using don’t have waste you can keep it 0 %, which is the default.
    Raw Ingredients: Raw ingredients are taken from the list of products. You can mark a raw ingredient as “Not For Sale” if it is not used for selling individually. For example, Some Raw ingredients like butter can be sold, some cannot be.
  6. Wastage %:  Enter the wastage for the final product which can happen because of bad quality or other reasons.
  7. Total Output Quantity: Output quantity for which you entered the recipe.
  8. Production Cost: Check the production cost as described below.
  9. Recipe Instructions: Steps to be followed for the production of the final product from ingredients.

Production Cost:

  1. Fixed: If the cost is fixed then a fixed amount will be used as production cost.
  2. Percentage: If percentage then the percentage of ingredients cost is taken as production cost.
  3. Per Unit: In this case, the total production cost is multiplied by the total output quantity

Adding Production:

  1. To add production go to Manufacturing -> Add Production
  2. Reference No: Optional reference number, you can keep it blank to auto-generate it.
  3. Business Location: Select the business location where production is done. Raw ingredients stocks will be deducted from this location & final manufactured product stock will be added to this location.
  4. Product: Select the product for manufacturing. based on the selected product it will display all the Raw ingredients from the recipe added.
  5. Quantity: Quantity of a final product to manufacture. Based on this Raw ingredients quantity will be calculated from the recipe.
  6. Input Quantity: Input quantity of raw ingredients that will be used for production.
  7. Wastage Percent: Waste percentage of raw ingredients. For example, if you took Cabbage 1 KG of, and 200 grams is waste then the wastage percentage is 20%, so 800 grams will be the final quantity.
  8. Final quantity: Input Quantity – Wastage Percent
  9. Wasted Quantity: Wastage quantity of final product for any reason.
  10. Production Cost: Check the production cost as described below.
  11. Finalize checkbox: Check this checkbox to finalize the production, this will remove the stock of raw ingredients & add stocks for the manufactured products. After finalizing the production cannot be edited.


  1. Production Ref No. prefix: Prefix number when production reference number is auto-generated.
  2. Disable editing ingredients quantity: Disable editing of ingredients when adding production, this can help to restrict staff from editing raw ingredients


New permission for View/Add/Edit for recipe & production will be available when creating a role.

To accept the device for repair from a customer, a job sheet is created. A job sheet contains all information related to a particular repair job.

The job Sheet is a page of instructions to help the technician in performing the repair.

To add a new job sheet:

  • Select Business Location, customer
  • Service type: carry-in, pickup, or on-site. With pickup or onsite, the address has to be entered
  • Select the Brand, Device, and Device Model, based on this a pre-repair checklist will be shown.
  • Enter the serial number or IMEI, Password/Pattern Lock
  • Product Configuration, Reported problem, and condition of the product can be selected or new can be entered. You can pre-define some of this for selection as described in the next section.
  • Similarly, you can select other fields.
  • Assign Operator/Technician: The operator & Technician service staff. To Create service staff in add/edit role give the  permission.

Printing Labels for Job Sheet:

Job sheet labels can be printed.

  1. Go to List Job Sheets > View > Print Label
  1. Default Job Sheet Status: Default status will be pre-selected in add job sheet.
  2. Job sheet number prefix: Prefix for Job sheet reference number which will be auto-generated.
  3. Default repair checklist: The Default checklist will be displayed for all devices & device models in add/edit job sheet screen.
  4. Product Configuration, Problem Reported By The Customer, Condition Of The Product: Pre-defined list of product configurations to be used in the add/edit of the job sheet.
  5. Repair terms & conditions: Terms and conditions are to be displayed on the job sheet end.

Changing Label:

Job Sheet custom fields labels can be changed by going to Repair > Settings > Repair Settings > Label for job sheet custom field

    1. Status can be added/edited from Repair -> Settings -> Status
    2. Status fields:
      1. Status Name: display name for status
      2. Color: Color for identification purposes.
      3. Sort Order: The order in which the status will be displayed.
      4. Mark this status as complete: Any status having this checked will be assumed as completed status. Job sheet or Repair having this status will be assumed as completed.
      5. SMS Template: Template for sending an SMS with this particular status
      6. Email Subject, Email Body: Email template for sending for this particular status

    Device Management:

    1. Add the devices you repair with the device name and description.

    Device Model:

    1. Add all models for each device. By enter model name, selecting brand(optional), selecting device(optional)
    2. Repair Checklist: Add Pipe (  |  ) separated checklist which can be used for quickly checking when accepting the device for repair.

    NOTE: Sometimes maintaining a model can be difficult in that case add a model called Others which can be selected in the job sheet.

Reports help you to get an overview of your entire business.

To view, the report clicks on Reports & Select the report you want to view.

Some Reports come filter relevant options to help you analyze your business better.

Purchase & Sale Report

This report shows the total purchase, Purchase Including tax, Purchases with Dues amount; and Total Sale, Sale Including tax, and Sale Due.

Tax Reports

Shows the Input & Output Taxes.

Contacts Report(Customers & Suppliers Reports)

This report shows the details of Purchase & Sell with all contacts (Suppliers & Customers) and also any Due amount. Positive Due amount indicates payment by contact, negative indicates payments to the contact.

Stock Report

The stock report displays the stock details. With this, you can track the remaining stock and total sold quantity sold for all products.

For variable products – you can click on the Green Plus button before the SKU column to get details of stock reports for each product variation.

Stock value by Purchase & sales price

In the stock report, you can also get information about the current stock value based on their purchase price & value based on the selling price. Check the below screenshot of the stock report.

Stock Report Awesome Shop potential profit

Tracking product stock report with date

To check the product stock report datewise, use the ‘product stock history‘ link in the stock report.


Trending Products Report

  • This report helps you to determine the demand for the products.
  • You can apply different filters to filter the product.
  • Select a Business Location to view trends for a particular business location.
  • Select Product Category, Sub-Category, Brands, Units, and Date Range to filter them.
  • Set “No. of products” to view the top of that amount of products. Using this you can view the Top 5, Top 10, or any number of top products.

Expense Report

The expense report helps you to analyze expenses for business locations and also analyze them based on expense categories.

Register Report

View details of all registers and filter registers based on User and/or Status (Open or Closed)

Sales Representative Report

  • View Sales and Expenses details of the Sales representative
  • Filter them with User, Business Location, Date Range

Tax Rates

  1. To add new tax go to Settings -> Tax Rates -> Add
  2. Add a descriptive name (eg: “VAT@5%”) and specify the “Tax Rate%”

Tax Groups

  1. Sometime you will need to apply multiple taxes to an invoice or purchase. So you should create tax groups by combining multiple taxes.
  2. To add a Tax Group – Click on Add Button, Give a meaningful name, select the tax you want to use in this tax group.
  3. The tax rate of tax group will be the sum of tax rates of Sub-taxes added.
  4. If sub-tax is edited the corresponding tax group’s tax rate will also get updated accordingly.
  5. You cannot delete a Tax if it is used in a Tax Group.

Disable Tax

  1. Don’t add Tax Rates in settings
  2. Go to Settings – Business Settings.
    1. Uncheck “Enable inline tax in purchase and sell
    2. Uncheck “Enable Price & Tax info
    3. Select “Default Sale Tax” as None

NOTE: If you disable the inline tax in the purchase and sell, the Price Inc tax column will not be shown in the POS screen.

  1. Go to settings -> Barcode Settings -> Add
  2. Enter a descriptive name of the setting. Add some description for your information.
  3. If you’re using a Roll, then check the “Continous feed or rolls” checkbox.
  4. Enter Additional top margin (In Inches), Additional left margin (In Inches), width of the sticker, Height of the sticker, Paper width, Paper height, number of stickers in one row, distance between 2 rows, distance between 2 columns and the total number of stickers per sheet.
  5. Some of this informations are not needed for Continous feed or rolls.

You must test you setting by printing a dummy sticker in Purchase – print label option. If something seems wrong then edit the measurement accordingly.

Products Tab Features
  1. Go to – Products > Add Products.
  • Provide a Product Name,
  • Brand,
  • Units,
  • Category
  • Sub-category
  • SKU: Add a unique SKU which will be used to identify the product & Print barcode in labels. Leave it empty to auto-generate it. You can also add a Prefix for auto-generated SKU.
    • Steps to change the default SKU length:

      In order to change the default SKU length, make the following simple change in the code. 1. Open the file pos\app\Utils\ProductUtil.php. 2. Search for the function ‘generateProductSku’. 3. Change the default value 4 to any required length.
      Barcode Type: Select a barcode type, default/recommended is C128 option. We recommend changing if only if the product added already have an SKU number for it.
      Not For Selling: If a product is marked not-for-selling then it will not be displayed in POS or sales screen. This can be useful when using manufacturing module to make the ingredients as product not-for-selling also if you want to temporary disable selling for some products.
      Alert Quantity: Alert quantity is used to alert when remaining stocks reaches to this level or below it.
      Manage stock
      : Enable/Disable stock management at a product level. Product stock management is not required for services like Repairing, Hair Cutting, Web Development Printing. For items with Manage Stock Unchecked (disabled), you can sell them in unlimited quantities.

  1. Business Location: Select the business location(s) where this product can sold or purchased.
  2. Select Applicable tax for that product.
  3. Product Type:

Single Product:

    1. Applicable for products with no variation with them then select single
    2. When selecting Single product – You will need to enter the Default product price including/excluding tax, Profit Margin % (you can set default profit margin from settings -> Business Settings; this will help to type % every time). Based on the profit margin it will auto calculate selling price excluding of Tax. You can also enter the selling price manually and it will auto adjust the profit margin for you.

Variable Product:

Variable product Add new product

      1. Applicable to a product having variations (like size or color or design or flavors etc) You can define variation templates from Products -> Variations. The advantage of creating variation is that it saves time to add same variations multiple times.
      2. When selecting a Variable product – It will display different fields to add all variations and its related Purchase price, Selling Price. You have to select the variations from the dropdown and it will auto-populate the variations for that template. You can change the variable name, Variation values.
      3. 🆕 To give the same purchase price or selling price or profit for all variations of a product click on the double tick present in the first variation.
        Add new product ultimatePOS same price

Combo or Bundle Product

combo product Add new product

Adding a bundle product

  1. Combo product are also called bundle products.
  2. It is offering several products as one combined product.
    For example a product “Computer Set” can have: 1 PC Monitor + 1 PC CPU + 1 Pc Keyboard + 1 PC mouse
    So when someone buys Computer set she gets all the products in it.
  3. Stock of bundled product depends on stock of individual products present in that bundle.
    Example: if you have 5 PC Monitor, 4 PC CPU , 10 pc Keyboard, 50 PC mouse, the stock of Computer set will be 4 PC.
  4. When the bundle product is sold, stock of all products inside them is automatically deducted.
  5. Individual products present in bundle product can also be sold separately.
  6. Bundle products cannot be purchased, only individual products present in it can be purchased.

Click on Save.

You can edit a product. You can also Copy / Export to CSV, PDF or Excel file.

If you have products which involve multiple variations like for example a Shirt can have Color & Size variation, then we have multiple ways to work with it:

Solution 1, Create combined variation: Can a variation with a name “Color-Size” and add values like Red-Small, Red-Medium, Red-Large, etc, this can be used for while adding the Shirt.

Solution 2, Create multiple Products: Create multiple different products like Shirt-Red, Shirt-Green, Shirt-Blue with size as variations. When you create multiple products you will NOT have to enter the same details multiple times, first, add the Shirt-Red with all size variations of it and then use the Duplicate Product action to copy the data.

Select Required variations:

While adding variable products, you can select only the required variation values.

In your add/edit product screen, select the product type as ‘variation’ and select the variation name (eg. color).

A dropdown will be displayed, in which you can select the required variation values.


NOTE: This option is available only in POS version 5 and above.

Go to List Products and refer to this screenshot.

multiple Products location

Refer to the screenshot.

activate deactivate product


How can we use the product’s barcode instead of creating and printing new for every product?
How can we use the brand’s barcode of the product instead of creating and printing new for every product?


When creating a product, in the SKU field enter the barcode number of the product. This barcode will be used to identify the product in all screens like POS, Sales, purchases, reports, and others.

Adding products that already have a barcode, follow the same steps as adding any other products.

  1. Go to add products
  2. Fill in all the product details
  3. IMPORTANT: in the SKU field scan or enter the barcode of the product.


  1. Go to Products -> Import Products
  2. Download the template file.
  3. Fill all the information as per the displayed columns name & instructions. Don’t remove the heading from template file.
  4. Import the file

Common Errors:

  1. Error: UNIT not found
    Solution: Make sure the unit you provided in excel file is already present in the system. Go to  Products -> Units, add the unit & import the file again.
  2. Error: The separation symbol could not be found the separation symbol could
    Solution: Format your cells in excel as text in your excel for the expiry date field and give the date as specified(11-25-2018).


Not well-defined error:

Many times it can show some not well-defined errors like “non-numeric value encounter” or others

In this case, the best way is to split your import into multiple files.

For example, if you’re importing fil with 500 products, divide it into 2 files of 250 each and import it.

Export Products:

The products can be exported in excel/pdf formats from the list products screen.

In version 4.7.8, a new export feature is added to export the product in the same template as the import product template.

In the list products screen, click the download excel button.


Deleting Products

Deleting of a product will remove the products from the database.

NOTE: This delete will not work if the product have some transactions related to it. Transaction can be Opening Stock, Purchase, Sales or Stock transfer of the product. It will show some error like:

  • Product can’t be deleted because purchases related to this product exist
  • Some products couldn’t be deleted because it has transaction related to it.

Deleting individual product

delete product pos

Bulk Delete multiple products

delete bulk product pos


Delete product Errors:

Some products couldn’t be deleted because it has transaction related to it:

When a product has any transactions it cannot be deleted.

Transactions can be either Sales, Purchase, or Adding opening stock.

The best way to avoid such products is by deactivation them

  1. Variations can be added from the Products -> Variations menu.
  2. These variations are used in variable products product.

Example of variation is, for example, Jeans can have multiple colors, so add variations called Colors and provide the value for it. As given in the image below.

Variations ultimatepos

NOTE: Delete variation option will not be shown for variations that are already used in some products

Adding Multiple Variations for Products

If a product has more than one variation, for example, A shirt with size ‘M’ and brand ‘POLO’ or A book with pages 30 and size long.

Add the variation name and type as a combined variation.

Eg: variation name : Size – Pages

variation values  – Long -30, Long -120, Long – 200, Small -30, Small – 120 etc.

Different Products have different units. KB CloudERP allows you to add different units for products.

Adding Units

  1. Go to Products -> Units
  2. Give the unit name, and a short name, and choose if want the unit to allow decimals.

Name: Meter
Shortname: Mtr.
Allow Decimal: Yes.

Allowing decimal allows you to purchase/Sell the product in decimal and vice-versa.

Multiple Units:

This can be useful if you purchase products in a different unit and sell it in a different unit.

For example: Purchase in dozens and sell in pieces.
Or purchase in boxes and sell in pieces.


  1. Add the lower unit from Add Unit Screen. For example pieces.
  2. Add the higher unit as per the screenshot:
    • Check “Add as multiple of another unit”
      Multiple units - units of measurement
    • Provide the conversion Details.
  3. Use the unit in Add/Edit Product. While adding/editing purchase/ sale you can see the dropdown for units. Select the desired unit and it will change the unit purchase/sales price accordingly.

NOTE: You will not see the main Units (Dozen in this example) in the Add-Product Unit dropdown, select piece as the unit of product. All purchases/sales get saved in the lower unit (pieces in the above example). So after adding purchases/sales if you edit the conversion details, it will affect the purchases/sales quantity accordingly.

Selecting relevant Sub Units for a product

For some products not all sub-units will be required. Suppose for example you sell Oranges only in Dozens or only in pieces then it will be useful.

Enable it from Business settings ->Products -> Enable relevant sub-units

Now when adding products select the Unit for the products and it will give option to select multiple applicable sub-units. Selecting the sub-units will allow you to do purchases or sales on this selected sub-units.

Secondary Units:

Secondary units can be added to products. A secondary unit can be used if a particular product’s subunit may vary each time. For example, 1 piece of stone can be 10 kg or 20 kg, or 30 kg.

To enable this go to Settings-> Business Settings – > Products.


On enabling this, a secondary unit label will be shown in add/edit products screen.


Selecting this product in the purchase/sale/POS screen will also show the secondary unit label.

The details of secondary units for products are shown in the product stock history of that product.

NOTE: The secondary unit is not considered for calculation. It is only used for the user’s knowledge of tracking the products with varying subunits.

NOTE: Available only in version 4.7.8 and above.

Categorizing products helps you to easily manage and filter them in reports.

Adding Category & Sub-Category

  1. Go to Product -> Categories -> Add
  2. Add Category name, category code(HSN code)
  3. If the category is sub-category select “Add as sub taxonomy” and select the parent category.


  1. Go to Products > Product List
  2. Click on Actions > Product stock history


1.To enable expiry go to Settings -> Business Settings -> Product section. And check the “Enable Product Expiry” checkbox.
2. On enabling Product expiry, you can choose either “Add Item Expiry” or “Add manufacturing date & Expiry Period”product expiry settings
  • “Add Item expiry” => Choose this option if you want to directly add the expiry of the item to the purchase screen.
  • “Add manufacturing date & Expiry date” => Choose this option if you want to add the manufacturing date of the item and the expiry period. Based on the manufacturing date and expiry period it will auto-calculate the expiry date. And this expiry date can be edited. You will have to add expiry period for the product in the “Add or Edit Product” screen. And the manufacturing date in the “Add Purchase” screen.
3. “On Product Expiry” => With this option you can set what the system should do when a product expired.
  • “Keep Selling” => Choose this option if you want the application to keep selling the product even after expiry.
  • “Stop Selling n days before” => Choose this option to stop selling the item n days before the expiry. You will have to specify the value of n (which is the number of days before to stop selling)
4. “Stock Accounting Method” => This feature is used to set the way the product should be sold.
  • FIFO (First In First Out) => In this the old stock should be sold first.
  • LIFO (Last In First Out) => In this the most recent purchase stock should be sold.
For an Example:
1. Purchase 20 pcs of product A on 20 March 2018. Expiry date 10 April 2018
2. Purchase 20 pcs of the same product  A on 23 March 2018. Expiry date 8 April 2018
3. Today I sold 22 pcs.
If the “Stock Accounting Method” is FIFO => Then the Product purchased on 20 March 2018 will be deduced with 20 pcs and after that product purchase on 23 March 2018 will be deduced with 2 pcs.
So in stock, we will have products from 23 March 2018 with 18 pcs.
If the “Stock Accounting Method” is LIFO => The opposite of the above will happen.
NOTE: You must set the required accounting method before selling the item for that accounting method to be used.

Stock Expiry Report:

1. Go to Reports => Stock Expiry Reports.
2. Here you can filter stock “Category”, Brands, “Stock expiry date”
3. Click on “Edit” to modify the stock left and expiry period.
4. If stock left is decreased the unit purchase price is adjusted accordingly.

Stock Expiry Alert:

– You can view stock expiry alert in Homepage bottom section. Here it shows a list of products expiring soon.
– You can set the number of days before which the expiry alter should be shown in the Homepage from “Settings -> Business Settings -> Dashboard Section” View Stock Expiry Alert For input field.

Displaying product expiry date in the invoice

  1. Make sure the product expiry feature is enabled as mentioned above.
  2. Go to invoice layout and enable “Show Product expiry”
  3. If the product expiry date is added when adding Purchase or Opening stock then when making sales it will display the product expiry dropdown. Select the expiry date which you want to sell.  Then in the print invoice, it will show the expiry date.

What is Lot Number?

Enabling Lot Number

To enable lot number go to, Settings -> Business Settings -> Purchases

Check the Enable Lot number checkbox and update settings.

Adding Lot number from Purchases

If the lot number is enabled as described above then when adding purchase stock it will display the lot number field for entering the lot number.

Adding lot number from add opening Stock:

If lot number is enabled then when adding opening stock it displays the input field to enter lot number.

Selling products from specific Lot

Refer to the POS selling documentation Lot number description.

Displaying product lot number in the invoice

  1. Make sure the lot number feature is enabled as mentioned above.
  2. Go to invoice layout and enable “Show lot number”
  3. If the lot number is added when adding Purchase or Opening stock then when making sales it will display the lot number & product expiry dropdown. Select the lot number which you want to sell.  Then in the print invoice, it will show the lot number.

Selling price groups allow you to add different prices for a product.

  1. Sell at different prices: wholesale/retail
  2. Different prices for different locations

Adding Selling Price Groups:

  1. Go to products -> Selling Price Group 
  2. Click on “Add” button to add a new price group. For example Retail price or WholeSale price or Bulk Purchase price or Location 1 price etc as per your wish.
  3. You can view a list of selling prices in “Selling Price Group” screen.


Adding price for different price groups:

Selling Price Group ultimatepos

  1. In Add/Edit product screen in the bottom, you will find the button “Save & Add Selling-price-group price”. Click on that button. Note: this button will not be visible if there are no selling price groups.
  2. In the next screen, you will see the list of the product name (if variable product then all variations), the default price & selling price groups price. Enter the prices for it.
  3. Click on Save.

Exporting & Importing selling price group:

  1. Go to Products -> Selling Price Group.
  2. First download the excel file with the selling price group by clicking on “Export Selling Price Group Prices” button.
  3. In the downloaded file change the price of products.
    1. Only selling price group prices of the product will be updated, not the SKU or name.
    2. Any blank price will be skiped.
  4. Then import the file.

Selling at a particular price group:

  1. Go to POS.
  2. In the top, you will see the list of selling price groups. Select the one as per your requirement.
    Note: This will not be visible if there are no selling price groups or if a user is assigned only one particular price group only.
  3. Select the prie group & the selling prices for the product will be as per the price group.

Assigning a user to a particular price group:

  • Sometime you may want to assign a particular or few selected price group to a user. In that case, create a role with the desired permission & price group assigned.
  • You must assign at least one price group for a role if that role has permission to sell.

Assigning a customer to a particular price group:

  • Customers can’t be directly assigned to the selling price group.
  • You must assign the price group to the customer group that has the customer.

Assigning a price group to a Business Location

  • Helps selling same product at a different price in different business location.
  • Go to Add/Edit Business Location and select the 


1. How to hide the Selling Price Group in POS window to all cashiers

In add/edit roles you can set which all selling price groups will be visible to that role. So in the cashier role, you can uncheck/remove permission for all other selling price groups except the one you want to show or use for the cashier.

Enabling Warranty:

To enable warranty in products go to Settings -> Business Settings -> Products -> Enable Warranty

Using Warranty

  1. Adding Warranty: Add warranty types by going to Products -> Warranty.
  2. Assigining warranty for products: Go to Add/Edit product and select the warranty that is applicable for the product.
  3. Sell with warranty: Any products which has a warranty assigned when sold will use the transaction date as start of warranty. You can display warranty in receipts by enabling it from Invoice layout.





KB CloudERP comes with an inbuilt feature to print customised labels for products.

You can go to print label screen from multiple places:

  • From Products Sidebar menu Products -> Print Labels.
  • Go to Products -> View Products and click on Actions -> Labels. This will add the selected product to print label list.
  • Go to Purchases -> List Purchases and click on Actions -> Labels. This will add the products from the selected purchase to print label list.

Printing Labels

  1. Once you’re in print label screen, add the products for which you want to print labels by entering the name or barcode/sku id.
  2. Adjust the quantity of each product’s label (No. of labels).
  3. Select the information you want to display in labels by checking/unchecking the options under “Information to show in labels” heading.
  4. Select the Barcode Setting according to your sticker. We have included some commonly used settings.
    You can add new setting from Settings -> Barcode Settings menu.
  5. Click on Preview to view the labels.
  6. If everything looks good you can click on Print button to print it.
    Note: You must set the Margins to ‘default’ in browser print window.
  7. If some information is getting half displayed because of sticker size, then it is advised to hide them or better to use a 20 Labels Per sheet settings.

Error: Unsupported SKU id for the selected barcode type

This error means the SKU provided by you when creating the product doesn’t satisfy the encoding as per barcode type.

The solution can be edit the product and change the barcode type as “Code 128” save & try printing the label again.

Duplicate Products helps you to easily create a new product with the same data as another product, this helps you save repetitive entering of data and ultimately saves time by making the product entry process faster.
duplicate product ultimatepos

Error 1: Mismatch between sold and purchased quantity

Error 2: Mismatch in stock shows in Stock-Report and sales screen. Sales screen accepts products greater or less than as in stock reports.
This rarely happens because of some unknown reasons or if you try to manually update the stock in the database.


NOTE: You must have the role of admin for this to work.

Step 1: Go to this URL
Step 2: Select the business location and press search button. It will show the list of products for which there is a mismatch.
Step 3: Click on Fix button for each product.
Refer to the screenshot below

Stock fix

Bulk edit helps you to edit multiple products at once and saves your time.

To edit multiple products follow the steps:

  1. Go to Products -> List Products
  2. Select the products you want to edit by clicking on the checkbox present in each product row.
  3. Scroll down you will find the Bulk Edit option, click on it and you can edit the selected products.
  4. Also, in the bulk edit screen you can add any other products to edit them.

To add opening stock:

  1. Go to List Products
  2. Actions > Add or Edit Opening Stock

opening stock ultimatepos

NOTE: If you have already added an opening stock and have to edit it, follow the steps below.

  1. Click the ‘+’ symbol.
  2. A new row will be created
  3. Add the new amount there

To make the opening stock to ‘0’, add a negative value in step 3

Eg) If the existing opening stock is 10, add -10 to make the stock quantity to 0 or if you add a negative amount (-4) then the amount will be 6.

Prices of products can be edited in bulk using this feature.

Go to Products > Update Price, and download the Excel file.

The Excel file contains the list of product names, SKUs, existing prices of products and selling group price(if available).

Update the prices of required products and upload the file and click submit.

NOTE: Make sure not change any product name, sku & headers

Purchase Tab Features
  1. Adding Purchase

    1. Go to – Purchases -> Add Purchases
    2. Type Supplier Name or Business name in the Supplier field. If the supplier doesn’t exist you must add them from Contacts -> Suppliers -> Add
    3. Enter Purchase reference number, Purchase date & Order Status.
    4. Select Business Location: Select a location where you want to add the purchase. You can add a new Location from Settings -> Business Locations.
    5. Type product name or scan the product barcode number. It will show related matched products, select a product to add it to the purchase list.
    6. On adding a new product you can enter purchase quantity, purchase price, and tax information.
    7. To add a discount: Select the discount type (fixed or percentage) and enter the amount. KB CloudERP will auto-calculate the amount after discount.
    8. Enter purchase tax, Shipping Details, Additional Shipping charges, Payment status, & Additional notes.

    You can view the list of purchases from Purchases -> List Purchases.

    You can Print Labels for your purchase by Clicking “Print Labels” in List Purchases screen.

    See details on printing Labels here.

    No matching product found

    This error will be displayed in 3 conditions:

    1. Reason 1: There are no products matching the name or SKU which you have entered. Check it once in the list products.
    2. Reason 2: Check the business location selected in add purchase have that product. So if the business location is Location-1, then in add/edit product the product must be assigned to that location.  Check More here in Add/Edit Products
    3. Reason 3: Make sure the product has Stock-Management ENABLED in Add/edit product. If stock management is not enabled in products then it won’t show in the add/edit purchase.

Purchase payment meaning paying to the supplier for the Purchases.

Payments Statuses

  1. Paid: The PO is 100% paid.
  2. Due: The PO is 100% not paid.
  3. Partial: Partial amount of the PO has been paid.
  4. Overdue: PO is 100% not paid & past the due date.
  5. Partial Overdue: Partial amount of the PO has been unpaid & past the due date.

Purchases payment status ultimatepos

Adding Payments

Adding payment when adding purchase:

In the add purchase screen, you can add the payment for the purchase.

Adding payment from the List Purchase screen

In list purchase click the actions for any PO and it will display the list of actions for it. This option is not displayed if there is no payment due.

Purchases payment ultimatepos

Adding payments from Contact

Go to contact -> Suppliers. Click on actions for the supplier and it will show “Pay Due amount”, click on it and pay the amount. “Pay Due amount” this option is not displayed if there is no payment due.

contact pay

  1. An invoice for purchase can be generated at every purchase.

    To print a purchase invoice, Go to List Purchase >  Actions > Print.

    Barcode for Purchase Invoice:

    The barcode is automatically generated in the purchase invoice based on the purchase invoice number.

  1. What is Purchase Requisition(PR)

    The purchase requisition is a document that an employee creates to request a purchase of some products when the stock reaches a low level.

    Only products less than the alert quantity will be shown while creating the purchase requisition.

    Enabling Purchase Requisition

    Go to Settings -> Business Settings -> Purchase and enable the purchase requisition check box.

    The purchase requisition tab will be shown in the sidebar.

    Click on add button and provide the required details. Refer to the screenshot below.


    Converting Purchase Requisition to Purchase Order

    Once PR is added it’s converted to Purchase Order.

    To convert it into a purchase order, follow the steps below.

    Go to Purchase order -> Add.

    Here when you select the corresponding supplier the PR id will be shown.

    Select the required PR id.


    Partial Purchase

    If the ordered quantity in the PR is reduced while converting it into a purchase order, then the status will automatically change from ordered to partial.

A purchase order is a document given by the buyer (usually you) to the supplier to request a purchase of goods.

A purchase order contains the buyer invoicing details, delivery details, products, quantities, pricing, tax, discounts, payment terms, payment details, shipping charges if any, and other notes.

The supplier will issue a sales order against the purchase order you have provided.

A purchase order has multiple statuses: Ordered, Partial, Completed

Enabling Purchase Order

To enable a Purchase Order, follow the below steps:

  1. Go to Settings -> Business Settings
  2. Purchase tab -> Enable Purchase Order
  3. Save it.

Using Purchase Order in KB CloudERP

Creating purchase order

After Enabling Purchase order, inside Purchase, you’ll find the Purchase -Order menu.

Go to add Purchase order, fill in all the details and save it.

Stocks are not added on issuing Purchase orders.

Once a Purchase order is created you can print it and send it to the supplier.

Converting Purchase Order to Purchase

On receiving Purchase orders the supplier issues a sales or invoice.

Add Purchase purchaseorder selection

  1. Go to Purchase -> Add Purchase, select the supplier.
  2. On Selecting it will populate the list of all Purchase orders related to the supplier on the “Purchase Order” dropdown.
  3. Select the Purchase Order and it will auto load the products for that order with the product’s price, tax, discounts applied automatically as the sales order.
  4. You can increase or decrease the quantity.
  5. Save it and the status of the Purchase order will change automatically.

Solution 1:

When adding purchases simply make purchase price 0 for the free items.

Solution 2:

Find the average price of the item and use that for unit price.

for example, if you purchase 10 quantity for a price of $2 each, 10X2 = $20
and get 2 quantity free, then the average cost of each will become 20/12 = $1.66

Sales / Sell Tab Features

What is a Sales Order?

Sales Order is a document given by the supplier to the buyer against a Purchase Order by the buyer.

A sales order contains the buyer invoicing details, delivery details, products, quantities, pricing, tax, discounts, payment terms, payment details, shipping charges if any, and other notes.

Once the buyer agrees on the sales order, goods are shipped by the supplier.

Sale order has multiple statuses: Ordered, Partial, Completed

Enabling Sales Order

To enable Sales Order, follow the below steps:

  1. Go to Settings -> Business Settings
  2. Sales tab -> Enable Sales Order
  3. Save it.

Using Sales Order in KB CloudERP

Creating sales order

After Enabling sales order, inside Sales you’ll find the Sales-Order menu.

Go to add sales order, fill in all the details and save it.

Stocks are not deducted for sales orders.

Once a sales order is created you can print it and send it to the buyer for approval.

Converting Sales Order to Sales

On approval of sales orders, you can create sales from the sales order.

  1. Go to Sales -> Add sales, select the business location & Customer.
  2. On Selecting it will populate the list of all sales orders related to the customer on the “Sales Order” dropdown.
  3. Select the Sales Order and it will auto load the products for that order with the product’s price, tax, discounts applied automatically as the sales order.
  4. You can increase or decrease the quantity.
Ultimatepos pos screen

Interactions points in POS Screen.

Selling Products, Changing Product Price, Tax & Discount, Lot number & Expiry

Go to – Sell -> POS

Selecting Customer:

By default, there is “Walk-In Customer”. You can search for a customer by name/customer id or phone number or can add new customer by clicking the plus (+) button “Add Customer”.

Searching & Adding Product:

Enter Product Name Or scan the barcode to search the product. If multiple products are matched then it displays the dropdown of products, selects the product from it. Or if there is a single product then it directly gets added to cart.

Changing Product Price, Tax & Discount for a product

  • After the products get added, click on the product name to modify product price, tax & discounts.
    NOTE: Option for different tax in products will be shown only if 
  • Ultimatepos pos screen 1Inline tax is enabled. You can enable it from Business Settings -> Tax -> Enable Inline Tax in purchase and sell

Selecting Lot number for a product

  •  If lot number is enabled then it will show the option to select lot number.

Selecting Expiry for a product

  • Expiry Date: If the expiry date is enabled then it will show the option to select lot number.

Cancel Sales:

To cancel the sales click on the cancel button. Cancel invoices are not saved in the system, so no stock will de deducted.

To finalize the invoice click on Finalize – Add the payment options and save it.

On save it will display an invoice printing option.

NOTE: For invoice to print correctly – The Margins options should be set to “Default”.

List of sales can be viewed from Sell -> List Sales.

List of drafts can be viewed from Sell -> Drafts.

Both Sell & Drafts can be edited to make any changes.

Express Checkout: Express Checkout means the sale will be marked as Paid and the payment method will be cash. No separate payment screen will be displayed. Printing of invoice depends on the business location settings.

UltimatePOS pos screen buttons

100% Credit Sales

  • To sell on credit to the customer you first need to enable this button by going to Settings -> Business Settings -> POS -> 
  • Then on the POS screen, you will be able to see a button “Credit Sale”, simply click this button to make sales on credit.

Half Credit & half payment Sales:

Suppose invoice amount is $1000, customers pays $700 cash and $300 is credit amount on him, then follow these steps:

  1. Click on multiple pay button
  2. Select the payment method and enter the amount paid by the customer. ($700 in our example)
  3. Click finalize payment.
  4. Now, the pending amount is automatically added as credit amount on him (or amount to be taken from the customer)

Previous sale amount in Sales:

If a sale is made for the customer for a subsequent time for the same product, the previous amount in which the product is sold will be shown for reference in add sale screen.


This feature can also be used for purchase of same products from a supplier.

NOTE: This feature is available in version 4.7.8 and above

Draft & Quotation

This is useful if you want to create a quotation before sales.

Marking a sales as Draft or Quotations will not deduct the available stock.

You can view all Quotations & Drafts from List Quotation or List Draft respectively. Existing draft/Quotation can be edited to make it as final sales.

Convert Draft/Quotation to Sale invoice

To convert a draft/quotation to sale invoice, follow the steps below

Go to List draft / List quotation. Click on the action button.

Select edit in the dropdown.

Change the status from draft/Quotation to Final and save it.

Copy Quotation

Quotations can be copied or duplicated.

Go to Sale > List Quotations > Actions > Copy Quotation


Suspended Sales

Suspend Sales means unfinished sale or hold Sale.
Suspended sales stock gets deducted from available stock. You can view all suspended sales by clicking on the Yellow Color button present in very top right of screen (above the date).

Some Use Case of Suspended sales

  1. In a grocery store, if you have suspended button, you can suspend particular customers sales and entertain another customer, when his comeback you can proceed with his sale.
  2. In Restaurant, you can suspend the order of customers if not yet paid, and finish it when they finish eating and paid their order, so you can proceed to final sales. You can put Table 1, Table 2, Table 3… so when they finish it’s easy to identify table 3 going to pay.
  3. In hotel lots of customers check in stay for 2 nights and order some foods and customers say, just charge to room 024. So you can suspend their orders and edit if there is some additional order and suspend again. Until final it when they pay their bills. on Hotel, on Reference Number: Room 009, Room 012

Card / Multiple Pay / Cash

  • Multiple Pay: Used when the customer wants to pay with different payment methods like some amount by card, some by cash and some other payment methods. This option is also used when the customer doesn’t pay the exact tender amount and you need to calculate the Return Change.
  • Card: Used when the customer wants to pay the complete invoice by card.
  • Cash: Used when customer pay the exact amount of invoice by cash. If the customer pays less or more amount then the invoice amount then use Multiple Pay to get change return.

Adding payments from Contact

Go to contact -> Suppliers. Click on actions for the supplier and it will show “Pay Due amount”, click on it and pay the amount. “Pay Due amount” this option is not displayed if there is no payment due.

Rounding Mechanism for total Sales amount or total payable

Rounding helps to round the total payable to nearest currency exchange available.

To enable rounding go to Settings -> Business Settings -> Sales and choose the Amount rounding method

Amount rounding method

  1. Round to nearest whole number: It will round the paybale value to nearest whole number. For example 1.49 will be rounded to 1.00, and 1.51will be rounded to 2.00
  2. Round to nearest decimal (multiple of 0.05): It will round the paybale value to nearest decimal number which is multiple of 0.05. For example 1.49 will be rounded to 1.50, 1.51 will be rounded to 1.50,  1.59 will be rounded to 1.60, 1.54 will be rounded to 1.55
    Similary all other round to nearest decimal number works as per the multiplier.

Suppose during POS the total payment amount by a customer is $250, but the customer pays $300 cash.

In this case, the cashier needs to return $50 cash to the customer.

So, enter all these details in the system, follow the below steps:

  1. Click on the “Multiple Pay” button. It will open a popup
  2. Enter the paid amount by the customer ($300 here)
  3. On the right side, it will show a “Change Return” Amount. This amount needs to be returned to the customer
  4. Click on finalize button to save the sales.

The change amount is shown in the invoice. To create a custom label for change return Go to Settings -> Invoice layout change the ‘change return label’ to a required label and save the changes.

Adding featured products helps you quickly access some products which are frequently or most commonly sold.

To add featured products follow these steps:

  1. Go to Settings -> Business Locations.
  2. Add/Edit any business locations
  3. In add/edit screen you can select multiple products that can be featured in pos for this location.


Featured products

Select feature products in add/edit business locations

Featured products pos screen

Featured products in pos screen

Selling Services

Services are Intangible products.

Example: Repairing, Salon & Spa services, Web Development, Accounting, banking, cleaning, consultancy, education, insurance, expertise, medical treatment, transportation and a lot more.

1. To add service Go to Add New Products.

2. Add the name of your Service, Like Computer Repair, Accounting, E-Commerce Development, Consulting, Plumber, Saving, Hair Cutting, etc.

3. While adding service-based products uncheck the Manage Stock? option. When Manage stock is unchecked or disabled the stock for such products is not managed, because such a product doesn’t have a stock count with it.

4. If you want to add a description for such service like for example in computer repair you want to describe the problem for such service then check the “Enable Product description, IMEI or Serial Number” checkbox.

Now to create invoice or receipt for such service

1. Go to Add Sales or POS screen.

2. Enter the name of the service.

3. If you have enabled “Enable Product description, IMEI or Serial Number”, then it will show you a popup to add a description. If you haven’t enabled description you can click on the button as shown the image below.

4. To print the description in the invoice, go to Setting -> Invoice Settings -> Invoice Layout. And click on the layout you’re using. Enable “Show sale description“. And Click on “Update” to update the invoice layout.
Now it will display the Description you entered on the invoice or receipt.

There are 2 ways of adding sales return

First way:

Edit existing invoices for the sales by going to edit the invoice and removing the product or reducing the quantity of the product. And save it. The system will automatically add the returned quantity back to stock. This is a simple & recommended way of doing it.

Second Way:

Follow the screenshot below:

sales return

Question: Why sell return value not decrease the payment value from the parent invoice?

  • KB CloudERP will adjust these values in the Profit & Loss report.
  • Regarding payment, users have to add a transaction for receiving payment from the customer and then paying them back. This way all the transactions are recorded.

Enabling Subscriptions:

To enable subscription, go to Modules -> Check the “Enable Subscriptions” and save it.

IMPORTANT: For subscription invoice to auto-generate cron job must be set up.

Using Subscriptions:

  1. Subscriptions can be added from both POS sales or normal Sales screen.
  2. In POS or sales screen to add a subscriptions click on “Subscribe?” Checkbox
  3. On clicking subscribe it shows a popup modal, enter the subscription frequency like every 1 day or every 5 days or every 1 month etc. Also enter the subscription frequency, like if a user wants so subscribe only 5 times the enter 5, for unlimited leave it blank.
  4. All subscriptions appear in Sell -> Subscriptions screen. From here you can also start/stop a subscription.
  5. When a subscription invoice is auto-generated then a notification is sent to admin & sales person.


  • Cash Register gives you an overview of a particular user/cashier session
  • Whenever a cashier opens to POS screen she must Open the Cash Register by entering the “Cash In hand”
  • If the cashier has access to more than one location then the location also needs to be selected (Added in KB CloudERP V 2.19)
  • Every sale made by the cashier will be logged into the Cash Register. In the POS screen, You can view the Register details by clicking on the “Register details” button present in the top navigation bar. It displays the Cash in hand, and cash details by other payment methods as well. Also, the amount was refunded by the cashier.
  • To close a cash register click on Red Color – Close Register Button. On closing the Cash register the cashier will have to enter the details of the Total Cash, Total Card Slips, Total cheques, and other fields.
  • To view all cash registers Go to Reports -> Register Report. Here you view all cash register details.

Invoice Layout

Invoice Layout helps you to create different invoice formats.

To add a new invoice layout:

  1. Go to Settings->Invoice Settings->Invoice Layout->Add
  2. Give a unique distinguishable Layout name
  3. Add the text to be shown in the top/header of invoice. Generally, it can be your shop name, aligned center with Heading 1 format.
  4. Add other relevant details.
  5. You can show/hide address fields.
  6. You can mark a layout as default. The default layout is used when no layout is found for a location.
  7. Click on Save.

To use an invoice layout in a location go to” Business Locations -> Edit” and assign the invoice layout.

Invoice Design:

  • In invoice layout, you will find options for invoice designs.
  • Used for browser-based printing only & NOT print server-based printing.
  • Slim design is used for thermal line printer-based printer.

Tax Summary:

To see the tax summary in invoice, go to add/edit invoice layout, and enter the “Tax Summary Label” option and it will show the tax summary in invoice.

Total in words:

To display total in words in the invoice Enable:

  2. Choose “Word Format”

Discounted Price:

To display the discounted unit price and discount amount in the invoice, enable the following filed in invoice layout

  1. Discounted unit price label
  2. Discount label

Display unit breakdown:

To display the reduction summary of quantity from multiple units, enable the check box  ‘show base unit details (If applicable)’.


A letterhead image containing all details of your business(organization name, address, business registration & other details) can be added to invoices.

Letterhead will be displayed at the top portion of the invoices.

  1. Go to Settings > Invoice Settings > Invoice Layout.
  2. Enable the “show letterhead” checkbox.
  3. Upload the letterhead file (Max 1 MB)



  1. Edit an invoice layout
  2. Scroll down to the QR code section at the bottom
  3. Click Show QR Code
  4. Enable all the fields required in QR code, like Business Name, Business Name, Invoice URL, and others
  5. Save the invoice layout. Print an invoice and you’ll see the QR code in the invoice
  6. Show Labels: Enable this option to show the labels(key-value pair) in QR code
  7. ZATCA (Fatoora) QR code: This is mostly required in Saudi Arabia country. Enabling this will generate a QR code in LTV-base64 format.

A gift receipt shows proof of purchase but leaves out the amount spent. To print a gift receipt follow the below steps:

  1. Add a new invoice layout with the name “Gift Receipt”
  2. In invoice layout select the Invoice Design as Slim and Check the Hide all prices checkbox
  3. In Business Settings -> POS, check the Show invoice layout dropdown and save it.
  4. Now in the POS screen whenever you want to issue a gift receipt, simply select the invoice layout as Gift Receipt and print the invoice.
  1. With invoice external URL you can share the invoice to a customer via a link.
  2. With this link, they can see & print the invoice without they having to login into the system.
  3. The link can also be sent in Email & SMS notification. To send url in Email/SMS notification add it in notification template using the url tag.

KB CloudERP supports keyboard shortcuts, by default, we have configured shortcuts for different actions in the POS screen.

But you can configure it yourself at your convenience.

To configure keyboard shortcuts, go to Settings -> System Settings. Here in the POS section, you will find a list of Operations and the shortcuts for them.

You can use the Available Key Names with any combination of letters or numbers to create shortcuts.

– Make sure the shortcuts do not conflict (not the same) with the shortcut of the browser. Making a shortcut the same as the browser will have different effects in different browsers.

Add/Edit Discount:

  • Name: Enter a meaning full name for the discount.
  • Brand: Select the product brand where it will be applied.
  • Category: Select the product Category where it will be applied.
  • Location: Select the location
  • Priority: Discount with higher priority will have higher weight, however priority will not be considered for exact matches.
    For example: if there are 2 discounts available for the same brand and/or category then the discount with higher priority will be applied.
  • Discount type: Fixed or Percentage
  • Start At: Start date of the discount.
  • End At: Start date of the discount.
  • Apply in selling price groups: If checked then the discount will be applied in the selling price group price. If not then it will not be applied.
  • Apply in customer groups: If checked then the discount will be applied in the customer group price. If not then it will not be applied.
  • Is active: Activate or not.

Enabling reward points:

  1. Go to Settings -> Business Settings -> Reward Points Settings.
  2. Click on Enable Reward Point and it will get enabled.

Reward Points Settings:

Reward points settings is divided into 2 parts:

  1. Earning Points Settings
  2. Redeem points settings

Earning Points Settings:

  1. Reward points display name: This is display or label name for reward points. Some people like to keep it as reward points or reward coins etc. Only used for displaying label.
  2. Amount spent for unit point: Meaning how much the customer spent to get one reward points.
    If you set it as 10, then for every $10 spent by customer they will get one reward points.
    If the customer purchases for $1000 then they will get 100 reward points.
  3. Minimum order total to earn a reward: The minimum amount the customer should spend to get reward points.
    If you set it as 100 then the customer will get reward points only if there invoice total is greater or equal to 100. If the invoice total is 99 then they won’t get any reward points.
    You can set it as a minimum of 1.
  4. Maximum points per order: Maximum reward points customer can earn in one invoice. Leave it empty if you don’t want any such restrictions.

Redeem Points Settings:

  1. Redeem amount per unit point: It indicates the redeem amount per point.
    For example: If 1 point is $1 then enter the value as 1. If 2 points are $1 then enter the value as 0.50.
  2. Minimum order total to redeem point: Minimum order total for which customers can redeem points.
  3. Minimum redeem point per order: Minimum redeem points that can be used per invoice. Leave it blank if you don’t need this restriction.
  4. Maximum redeem point per order: Maximum points that can be used in one order. Leave it blank if you don’t need this restriction.
  5. Redeem point expiry period: Expiry period for points earned by customers. You can set it in months or years. Expired points will get deducted from the customer account automatically after this period.

To display customers remaining reward point in invoice you can choose the option in invoice layout to display it.

Types of service:

  1. Types of service is mostly used in restaurants, it is for example Dine-in, Parcel, Courier, 3rd Party Delivery etc.
  2. Based on type of service you can change the price of the product by linking types of services to selling price group.
  3. You can add packing charges (fixed or percentage)
  4. Also, you can add more information like in custom fields.

Enabling Types of Service

Go to Settings -> Business Settings -> Modules -> Check the “Types of Service”

and save it.

Adding new Types of Service

  1. To add, go to Settings -> Types of service -> Add
  2. Add a name, description
  3. For each location select the Price Group that will be applicable. Select Default Selling price for selling in default price of the product.
  4. Enter packing charge, leave empty if not applicable.
  5. Enable custom field: this will enable some custom fields in type of service in POS screen.

Using Type of Service in POS/sales screen:

  1. On Enabling Types of service in POS screen you will see the option to select Type of service.
  2. Before adding a sales select the type of service and enter the relevant details.
  3. You can show the type of service information in receipt by enabling it from Invoice Layout

To display product unit price in POS product suggestion follow the below steps:

Go to Business Settings > POS > Enable “Show pricing on product suggestion tooltip”

and save it.

Then in POS screen Product suggestion tooltip, it will show the product unit price

What is cash denomination?

Cash denominations are usually different cash tender used in your country.  With this feature, cashiers can easily calculate the total amount they have when closing the register by mentioning the number of different tended they have.

Enabling cash denomination

  1. Go to business settings -> Settings
  2. POS tab
  3. Cash Denomination field, here enter the comma-separated cash denominations you’ll like to have

Using cash denomination

When a cashier closes the cash register it will ask to enter the count of each cash denomination. On entering total amount will be automatically calculated.

This count can be viewed from the Report -> Cash Register report by viewing any register.

Cash denomination in Sale and Purchase:

Cash denominations can be added while making a sale or purchase. To enable this Go to Settings -> Payment.

Select the screens in which you need the cash denomination and type of payment method.


The cash denomination table will be shown while you make a sale or purchase in add sale/add purchase screen.


Proforma Invoice

A proforma invoice is an estimated invoice that is used to request payment from the buyer for goods or services before they are supplied.

The quotations can be converted to proforma invoices.

Select ‘Convert to proforma invoice’ from the action dropdown button on the list quotation page.

The proforma invoices will be added to the ‘list drafts’ screen. You can convert them later into actual invoices.

proforma invoice

Import Sale

To add bulk sales to the system, you can use this feature.

Steps to import sale:

Go to Sale > Import Sale.

Click the ‘Download Template’ button to download the template file.

Once downloaded, open it and add the required details. While adding the details follow the instructions mentioned on the import sale page itself.

Save the excel file and upload it by clicking the choose file button and pressing submit button.

NOTE: It may display some error after uploading if some data added in the excel file are not as per mentioned in the instructions.

Change it accordingly and proceed.

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