27/04/2026
Retail Pro System
High-Performance • Cross-Platform • Securely Siloed
A modern management powerhouse featuring real-time analytics, GPS-verified operations, and strict data isolation to keep your retail business running at peak performance.
https://retail-pro-system-29307930882.asia-southeast1.run.app
app.khantechsol.com
Getting Started
Welcome to the Retail Pro System. Follow these initial steps to set up your digital storefront.
Company Setup:
Configure your branch location and operating parameters.
As an administrator, your first priority is defining the physical boundaries of your store. This is essential for the GPS-verified attendance system.
Navigate to Settings from the top navigation bar.
Use the "Use Current Location" button while standing at your store to capture precise coordinates.
Adjust the Target Distance Radius (default 100m) to define how close staff must be to clock in.
Fill in the company profile details (Address, Registration No) which will appear on your invoices.
Onboarding Staff:
Invite your team and manage access requests.
The Retail Pro System uses a secure code-based onboarding process to ensure only authorized personnel join your company.
Your Company Code
Find your unique 6-digit code on the Admin Dashboard. Share this code with your staff members.
Staff members enter this code during their registration.
Once they register, a "New Join Request" card will appear on your Admin Dashboard.
Review their details and click Approve to grant them access to the Staff Portal.
Administrator Guide
Master the management tools to keep your business running smoothly and profitably.
Managing Action Requests
Review and approve staff requests for schedule changes or sales modifications.
Staff actions that affect inventory or schedules require your approval. These appear in the Action Requests section on your Admin Dashboard.
Sales Modifications: A staff member may request to change the quantity/price of a sale, or cancel it entirely. Approving these will automatically update your inventory stock accordingly.
Shift & Swap Requests: Staff can request time off or to swap a shift with a colleague. Approving these automatically applies the change to the system's schedule.
Inventory Management
Keep your stock organized and monitor profit margins.
The Inventory page is your hub for product management. Accurate data here ensures correct profit reporting.
Adding Products: Input SKU, Name, Category, Cost Price, and Selling Price. The system calculates profit per unit automatically.
Low Stock Alerts: Set a `Low Stock Threshold` for any item. The system will dispatch real-time alerts to the Notification Bell and Admin Dashboard when stock dips below this number.
Stock Tracking: Every time a sale is recorded, the stock is automatically deducted.
QR Integration: Use the scanner icon to instantly input SKUs from physical barcodes.
Reports & Analytics
Generate professional reports and monitor performance.
Data-driven decisions are made easy with our reporting suite.
Sales Reports: Export all transactions to PDF, including payment methods and profit data.
Attendance Logs: Download detailed clock-in/out records with GPS distance verification.
Profit Ranking: View which staff members are generating the most profit for your business.
Purchase Orders
Manage inbound stock shipments and supplier tracking.
Keep a strict digital paper trail of everything you order to replenish stock.
Creating POs: Easily draft up new purchase orders and log Supplier details and item cost variations.
Receiving POs: When shipments arrive, Admins can mark the PO as "Received" which automatically merges the items into the active Inventory system.
Auto Markup: If receiving an untracked (new) product, the system automatically builds it into the database with a 50% baseline markup.
Invoice Customization
Brand your customer invoices with logos and custom terms.
Professionalism is key. Customize your invoices in the Settings page.
Logo: Upload your company logo to appear on the PDF header.
ID Format: Choose a numbering scheme that fits your accounting (e.g., INV-2024-###X).
Terms: Set custom warranty or refund policies in the Footer text area.
AI Bulk Inventory Upload
Upload photos or files to instantly populate your inventory using AI.
Save hours of manual entry by using our Gemini-powered bulk ingestion tool.
Navigate to Dealer Inventory and click the Bulk Upload button.
Upload an image (photo of handwritten paper), PDF, or XLSX file.
The AI extracts Product Name, Model, Details, Quantity, Cost Price, and Serial Numbers.
Review the extracted data in the Review Table, make any necessary edits, and click Confirm & Sync.
Staff Guide
Everything you need to know about your daily operations and performance tracking.
Attendance Tracking
How to use the GPS-verified clock-in system.
Your attendance is tracked using high-precision GPS to ensure you are at the correct branch.
Open the app when you arrive at the store.
The status indicator will turn Green (In Range) when you are within the allowed radius.
Click Clock In to start your session. The system records your exact timestamp and distance.
Remember to Clock Out at the end of your shift to finalize your hours.
Processing Sales
Record transactions and manage payments efficiently.
The Sales page is designed for speed and accuracy across any screen size during customer checkout.
Search for items by name or SKU.
Scan Barcodes: Use the camera icon to scan items directly for instant entry.
Dynamic Price Entry: Easily modify the Unit price and set customized Quantity amounts manually using our device-friendly data entry pad.
Select the correct Payment Method (Cash, QR, Card) for accurate end-of-day reporting.
The system will warn you if you attempt to sell an item that is out of stock.
Modifying & Cancelling Sales
Request changes to a recorded sale or completely cancel it.
Mistakes happen. If you need to make corrections to a recent sale, you can submit a modification request to management.
Locate the transaction in the Recent Sales list on your Sales Tracker.
Click Modify / Cancel on the sale record.
Choose to either Modify (change quantity, price, or payment method) or Cancel Sale.
Provide a reason for the change so the admin can review it.
Once submitted, the sale will show as "Edit Pending" until the admin approves it.
Shift & Swap Requests
Managing your schedule and requesting changes via visually smart calendars.
Need to change your schedule? The request system handles the coordination for you.
Standard Requests: For leave or late arrivals, submit a request for Admin approval directly from the Request Change modal.
Calendar View: For Swap requests, visually select your targeted date via an interactive slider calendar. The system auto-filters the available workforce to ensure you only select valid colleagues on active workdays.
Swap Requests: Select an eligible colleague to swap a shift with. Once submitted, they must accept the request first, then it is forwarded to the Admin for final confirmation.
Monitor your request status directly on your dashboard.
AI Payment Document Scanning
Scan receipts or checks to link payments to sales using AI.
Ensure every payment is accounted for with AI-powered document recovery.
On the Sales Tracker page, click Scan Document next to the Payment Method.
Photograph a bank transfer receipt, physical check, or handwritten slip.
The AI extracts Transaction ID, Date, Amount, and Payer Info.
The document is linked to the sale and sent to the Admin for verification in the Payment History report.
Core Features
Advanced tools integrated into the Retail Pro System to boost productivity.
System Notifications & Bell
Stay informed with real-time alerts and updates via the Notification Bell.
The Retail Pro System features a unified Notification Bell at the top right of your navigation bar for immediate updates.
Admin Approvals: Instantly get notified if your shift or swap request is approved or rejected by management.
Stock Alerts (Admins): Receive high-priority warnings if inventory levels drop below safe thresholds.
System Messages: Read broadcast messages published by your company admins on the Noticeboard.
QR/Barcode Scanner
Rapid data entry using your device camera.
Eliminate manual entry errors. The scanner is available in:
Inventory: For adding new stock or searching items.
Sales: For adding items to a customer's basket.
Note: Ensure you have granted camera permissions to the application.
AI Performance Insights
Personalized business coaching powered by Gemini
Click "Generate Insights" on your dashboard to receive an AI analysis of your performance.
Analyzes sales trends and profit margins.
Reviews attendance reliability.
Provides actionable tips for increasing sales based on current inventory levels.
Support & Upgrades
Get help from our team or upgrade your account to unlock advanced features.
Customer Support
How to reach us for technical assistance.
Upgrading to Pro
Unlock unlimited staff, inventory, and AI insights.
Upgrade your retail business with our Pro features designed for growth.
Unlimited Staff: Add more than 3 employees.
Unlimited Inventory: List more than 50 products.
AI Insights: Get Gemini-powered analysis of your sales and performance.
Priority Support: Direct access to our team via WhatsApp.
To upgrade, please contact our sales team at +60123428245
app.khantechsol.com
