User Guide

1. Create Your Account

Sign up with your email address and create a password. Your store account is created automatically with a free trial so you can explore all features right away.

2. Set Up Your Store

Head to Settings > Branding to customize your store. Add your store name, tagline, logo, and brand colors. This information appears throughout the app. While you are in Settings, open Security to set up your Offline PIN so you can unlock the app and authorize actions even when you are offline.

3. Configure Currency & Tax

Go to Settings > Currency & Tax to set your currency code, symbol, tax rate, and whether your prices are tax-inclusive. This ensures all sales and reports show the correct amounts.

4. Add Your Products

Navigate to Products and start adding your inventory. You can enter product names, prices, barcodes, and stock quantities. If you work with brand partners, add them first so you can link products to the right brand.

5. Invite Your Users

Go to User Management to invite managers, cashiers, and brand partner users. Each role has different permissions so everyone sees only what they need.

6. Receive Your First Delivery

Before you start selling, record your first stock delivery so your shelves are ready. Use Delivery Management to accept the delivery and update your inventory counts (see Delivery Management below for details).

7. Start Selling

Open the Sales Terminal and you are ready to ring up your first sale! Scan barcodes or search for products, add them to the cart, and complete the transaction.

KPI Cards

At the top of the dashboard, you will find key performance indicators including:

• Total Sales - The total revenue for the selected date range
• Transactions - How many sales were completed
• Average Order Value - The average amount per transaction

Sales Chart

Below the KPI cards, a visual chart shows your sales trend over time. This helps you spot busy days and track growth at a glance.

Date Filters

Use the date filter to view performance for today, this week, this month, or a custom date range. All KPI cards and charts update to reflect your selection.

Sync Status

A sync indicator shows whether your device is connected and up-to-date. Green means everything is synced. If you are offline, it will show that data will sync when your connection returns.

Adding Items to the Cart

• Scan a barcode - Use a USB or Bluetooth barcode scanner to instantly add products
• Search by name - Type a product name in the search bar to find and add it
• Adjust quantities directly in the cart by tapping the +/- buttons

Applying Discounts

You can apply discounts in two ways:

• Per-item discount - Apply a discount to a specific product in the cart (percentage or fixed amount)
• Cart-wide discount - Apply a discount to the entire order (percentage or fixed amount)

Completing a Sale

When the customer is ready to pay, select the payment method (cash or card) and confirm the sale. The system records the transaction.

Park & Resume Sales

Need to pause a transaction? Use the Park Sale feature to save the current cart. You can serve another customer and then resume the parked sale later. All items and discounts are preserved.

Price Check

Use the price check feature to quickly look up the price of any product without adding it to the cart. Just scan the barcode or search for the product.

Adding a Product

Click the Add Product button and fill in the details:

• Name - The product name your team sees
• SKU - A unique code for your internal tracking
• Barcode - Scan an existing barcode or generate a new one
• Selling Price - The price customers pay
• Cost Price - What you pay the supplier (used for profit reports)
• Unit - The unit of measurement (piece, kg, etc.)
• Category - Group products for easier filtering
• Brand Partner - Link the product to a brand partner if applicable
• Stock Tracking - Enable to automatically track inventory levels
• Minimum Stock Alert - Get notified when stock drops below this number

Editing & Deleting Products

Click on any product to edit its details. You can update prices, change categories, or adjust stock levels. To remove a product, use the delete option from the product detail view.

Barcodes

ShopGuild can generate barcodes for products that do not have one. You can print these barcodes on label sheets and attach them to your products for quick scanning at the sales terminal.

Filtering & Search

Use filters to narrow your product list by status (active or inactive), category, or brand partner. The search bar lets you quickly find products by name or SKU.

How Inventory Connects to Products

When stock tracking is enabled, inventory automatically updates when you make sales (decreases), receive deliveries (increases), or complete pullouts (decreases). You can also manually adjust stock levels from the product detail page.

Viewing Sales

The sales history page shows all completed transactions in reverse chronological order. Each entry displays the receipt number, date, total amount, payment method, and the cashier who processed the sale.

Searching by Receipt Number

Need to find a specific transaction? Use the search bar to look up sales by their receipt number. This is helpful when a customer has a question about a past purchase.

Sale Details

Click on any sale to view the full details: all items purchased, quantities, individual prices, any discounts applied, the payment method used, which cashier processed it, and the exact date and time.

Voiding a Sale

If a sale needs to be reversed (for example, a returned purchase), you can void it. Voiding a sale marks it as cancelled and restores the inventory for the items. Only managers and admins can void sales.

Creating a Delivery

To record a new delivery:

1. Click Create Delivery
2. Select the brand partner sending the goods
3. Add the products being delivered with their quantities and unit costs
4. Add any notes (reference numbers, special instructions)
5. Save the delivery

Delivery Statuses

• Pending - Delivery has been created but not yet shipped
• In Transit - Goods are on their way to your store
• Delivered - You have received the goods and inventory has been updated
• Cancelled - The delivery was cancelled and will not arrive

Marking as Received

When goods arrive at your store, open the delivery and mark it as Delivered. This automatically increases your inventory for each product in the delivery. Make sure to verify the quantities before confirming.

Filtering & Searching

Filter deliveries by status or brand partner, and use the search bar to find specific deliveries quickly.

Creating a Pullout Request

1. Click Create Pullout
2. Select the brand partner
3. Add the products with quantities and a reason for the pullout
4. Submit the request for approval

Approval Workflow

Pullout requests go through an approval process:

• Pending - The request has been submitted and is waiting for approval
• Approved - A manager or admin has approved the pullout
• Rejected - The request was denied (a reason may be provided)
• Completed - The approved pullout has been physically completed

Inventory Impact

When a pullout is approved and completed, the product quantities are automatically subtracted from your inventory. This keeps your stock levels accurate without manual adjustments.

Filtering by Status

Use the status filter to view only pending, approved, rejected, or completed pullouts. This makes it easy to see what needs your attention.

Adding a Brand Partner

Click Add Brand Partner and fill in their details:

• Name - The brand or company name
• Contact Email - Their primary email address
• Phone - Contact phone number
• Address - Their business address
• Commission Rate - The percentage your store earns on their products

Editing & Managing Partners

You can edit any brand partner's details at any time. If you stop working with a brand, you can deactivate them instead of deleting. Deactivated partners are hidden from dropdowns but their historical data remains intact.

How Brand Partners Connect to Other Features

• Products - Each product can be linked to a brand partner
• Deliveries - Record incoming stock from specific brand partners
• Pullouts - Return products to the correct brand partner
• Reports - View sales performance by brand partner
• User Accounts - Brand partners can have their own login to view their data

Inviting Users

Click Invite User and provide their name, email, password, and assign a role. The new user can immediately log in with those credentials.

Understanding Roles

• Admin - Full access to everything including settings, user management, billing, and all store operations
• Manager - Handles day-to-day operations like products, deliveries, pullouts, sales, and reports. Cannot access billing or admin settings.
• Cashier - Access to the sales terminal for processing transactions. Limited view of other areas.
• Brand Partner - A limited dashboard showing only their own products, sales data, deliveries, and pullouts. Cannot access other brands or store-wide settings.

Activating & Deactivating Users

If a team member leaves or you need to temporarily revoke access, you can deactivate their account. Deactivated users cannot log in but their activity history is preserved. You can reactivate them anytime.

Linking Brand Partner Users

When creating a user with the Brand Partner role, you can link them to a specific brand partner record. This ensures they only see data related to their brand.

Report Types

The reports page has four tabs:

• Sales - Revenue, transactions, and product performance
• Delivery - Incoming stock summary from brand partners
• Pullout - Outgoing stock returned to brand partners
• Brand Partner - Performance breakdown by brand

Date Range Filtering

All reports support date range filtering. Select a start and end date to focus on a specific period. This is useful for monthly reviews, quarterly analysis, or checking performance during promotions.

Sales Report Views

The sales report offers three views:

• Summary - Overall totals and key metrics
• By Product - See which products sell the most
• By Brand - Compare performance across brand partners

Exporting Your Data

You can export any report in multiple formats:

• Excel - Download as a spreadsheet for further analysis
• PDF - Generate a formatted document for sharing or filing
• Print - Send the report directly to your printer

Profile

Update your personal name and account details.

Branding

Make ShopGuild feel like your own. Customize:

• Store Name - Displayed throughout the app
• Tagline - A short description of your store
• Logo - Upload your store logo
• Colors - Choose your brand colors for the interface

Subscription

View your current subscription plan, upgrade or downgrade, and access the billing portal to manage payment methods and invoices.

Currency & Tax

Set up how money and tax are displayed:

• Currency Code - e.g., USD, PHP, EUR
• Currency Symbol - e.g., $, ₱, €
• Symbol Position - Before or after the amount
• Tax Rate - Your local tax percentage
• Tax Name - e.g., VAT, Sales Tax, GST
• Tax Inclusive - Whether your prices already include tax or tax is added on top

Security

Manage security settings for your account and store.

From Settings > Security you can set up, change, or remove an Offline PIN that is used to unlock the app and authorize actions while you are offline.

How It Works

All your data is stored locally on your device. When you make a sale, add a product, or create a delivery, it is saved on your device immediately. You do not need to wait for an internet connection to continue working.

Sync Status Indicator

Look for the sync indicator in your dashboard. It shows:

• Online & Synced - Everything is up to date
• Syncing - Data is being sent to/from the server
• Offline - No internet connection, but you can keep working normally

Automatic Sync

When your internet connection returns, ShopGuild automatically syncs all your changes. You do not need to do anything manually. Sales processed offline, products added, and deliveries created all sync seamlessly.

No Data Lost

Your data is never lost during an outage. Everything is safely stored on your device until it can be synced. If you have multiple devices, they will all stay in sync once connected.

On Chrome (Desktop or Android)

1. Open ShopGuild in Chrome
2. Look for the Install icon in the address bar (or click the three-dot menu)
3. Click Install or Add to Home Screen
4. The app will appear on your home screen or desktop like a regular app

On Safari (iPhone/iPad)

1. Open ShopGuild in Safari
2. Tap the Share button (square with arrow)
3. Scroll down and tap Add to Home Screen
4. Tap Add to confirm

On Microsoft Edge

1. Open ShopGuild in Edge
2. Click the three-dot menu and select Apps > Install this site as an app
3. Click Install to add it to your taskbar

Why Install?

Installing the app gives you a dedicated window (no browser toolbar clutter), faster access from your home screen, and better offline performance. It works exactly the same as the browser version but feels more like a native app.

Free Trial

When you sign up, you get a free trial period with access to all features. This gives you time to set up your store, add products, and test everything before committing to a paid plan.

Subscription Plans

Choose a plan that fits your business. You can upgrade or downgrade at any time from Settings > Subscription. Changes take effect at the start of your next billing cycle.

Managing Your Billing

From the Subscription settings, you can access the billing portal to:

• Update your payment method
• View past invoices
• Change your plan
• Cancel your subscription

What Happens When Your Subscription Expires

If your subscription expires or payment fails, your account will be restricted. Your data is never deleted, and you can restore full access by updating your payment information and reactivating your subscription.

Your Dashboard

When you log in, you will see a dashboard showing only data related to your brand. This includes your products currently in the store, your sales performance, and recent activity.

Viewing Your Products

You can see all products linked to your brand, including their names, prices, stock levels, and sales performance. You cannot edit product details (the store manages that), but you have full visibility into how your products are performing.

Deliveries

View all deliveries from your brand to the store. You can see the status of each delivery (pending, in transit, delivered, or cancelled), what products were included, and the quantities.

Pullout Requests

When the store creates a pullout request to return products to you, you can view the details here. You will see which products are being returned, the quantities, and the reason for the pullout.

Reports

Access reports filtered to your brand. See how your products are selling, delivery summaries, and pullout history. You can export these reports for your own records.

What You Cannot Access

As a brand partner, your access is limited to your own data. You cannot:

• Use the sales terminal or process sales
• View other brand partners' products or data
• Access store-wide settings or user management
• Edit product details or pricing
• View overall store financials

This ensures your data stays private while giving you the visibility you need into how your brand is performing at the store.