Website + POS
Prepare deliveries and review shop inventory in the owner Business Hub. Compatible POS registers approve incoming stock, record sales, and share movements with the shop group. Keep local tools with syncing OFF.
Check your platform
Windows 1.2.13 and production-signed Android 1.2.13 include the UUID catalogue workflow and owner stock policies described below. Update each register and check its setup before changing live stock.
Existing compatible receiving, grouped stock, and register-summary workflows remain version dependent. A browser page or service update does not replace an installed APK or EXE. Read current download and rollout notes.
The stock card
Receiving and Shop inventory use the same product records, so the owner does not re-enter an item for each step.
Give the item its item code, unit, purchase cost and selling price in Product catalogue. VendoPulse assigns the register product ID from the item code, so there is no technical ID to copy and no catalogue to export from a register first.
Choose the item, receiving unit, pack quantity, purchase details, and received quantity. Assign the compiled delivery to the register that should approve it. A delivery can be written while that register is offline.
The register picks up the product definitions it needs when it connects, then the approved delivery adds stock once and supplies In for that shop group. A draft or an unapproved delivery has not yet changed the shared balance.
Completed sales of linked inventory items send stock-out movements. An unpaid basket is not a completed stock-out sale.
Balance = opening balance + In − Out + returns and corrections. Returns and adjustments are listed separately so a correction is not disguised as a delivery or a sale.
Shared inventory currently uses whole base units. Set your receiving pack conversion and sale unit consistently. Offline registers cannot see another register’s unsent sales; a shortfall can appear after reconnecting and must be reconciled.
The new compatible stock-card workflow
Download the day-to-day stock card, edit it in Excel or another spreadsheet, then save CSV or TSV and review the import in website Product catalogue. This is a reviewed file workflow, not a live Excel connection or direct XLSX stock-card import.
Keep each existing UUID and POS Product ID. Reorder rows, insert new products, or move columns while retaining the required header names. Names, prices, and row numbers do not replace the item’s identity.
For a product that already exists on a register, link the exact POS Product ID before syncing. The system rejects ambiguous matches rather than guessing from row order or from a name.
Purchase Price → POS unit cost. Sales Price → POS retail price. UOM describes the base stock/sale unit. Group or Warehouse organizes the shop’s rows; changing a sheet label does not assign registers to a stock group.
Add uniquely named detail columns for your business. Keep required headers such as Item Code, Item Name, UOM, Warehouse, Purchase Price and Sales Price. CSV/TSV imports contain values; spreadsheet formulas are not executed as calculations.
In, Out, and Balance are calculated figures, not stock-entry cells. Importing a catalogue does not receive stock. Add new stock through Stock receiving. Keep opening stock distinct and use recorded correction workflows after stock activity begins.
Current review limits: up to 10,000 rows, 2,500 products per import, and 50 additional detail columns. Split larger catalogues into reviewed batches. Use Active to hide retired products while retaining their history.
Owner-controlled modes
On the new compatible workflow, edit linked item details and prices on the website. Receive deliveries there and approve them on the assigned POS. The register keeps a local catalogue and its last synced group balance, adjusted by its own pending movements.
Unlinked inventory items need their website identity confirmed before online stock sales.
Add and manage stock locally using the POS tools available in your build. Grouped registers retain unsent stock movements locally while sharing is paused; the website continues to show its last received balance.
Switching the stock setting does not disable account authorization checks or separately configured summary reporting.
When sharing resumes, pending stock movements are sent with their original identities. Registers pull the updated shared balance. Check sync status and reconcile physical shortages before treating an offline estimate as a final shop count.
Beyond stock
The signed-in owner Hub contains register summaries, stock groups, receiving, receivables, payables, expenses, and data exports with backup copies. Detailed receipt history remains on the register; manually entered Hub sales are a separate business book.
Online readings may be provisional while a register day is open. A finalized close is identified separately. Use timestamps and missing-register indicators when comparing figures; a delayed register is not proof of zero sales.
Group compatible registers that share one business and location. A register belongs to one group at a time. Product UUIDs and exact POS Product IDs keep unrelated items and separate shops from being mixed.
POS encrypted backups protect the local workspace. Hub backups protect the online business book. Downloaded CSV, spreadsheets, and Word documents are ordinary unencrypted files; store them carefully.
How integration data is stored · Approve and connect a register · Guides and tutorials
Owner checkout choices
These settings are saved for the business on that register. Configure each register used by your team. Cashiers cannot change owner policies.
In Business setup → Checkout and workspace choices, choose Warn and continue selling (the default), or Block the sale until stock is available. Warning mode supports checkout during internet outages. A full sale movement and negative stock balance remain recorded; received stock and later syncing reconcile the balance.
Shortage warnings do not bypass product identity checks, account authorization, or valid quantity rules. Website figures may be delayed while a register is offline.
Inventory groups products and receiving; Accounts groups customer and supplier work; Reports includes advanced financial statements; Account & devices groups subscription and device approval.
Group receiving
In Stock receiving, choose the Receiving group, enter the delivery rows, then select a receiving register from that group when sending. That register applies the note once, automatically when background receiving is enabled or after owner approval. The group’s In and Balance update from the resulting stock movement. Sending a draft alone does not add stock. Use the group’s Refresh stock control to reload the latest figures.
In Shop inventory & POS groups, use Manage groups for setup. Each group has a separate sheet below; click its heading or use Hide sheets / Show sheets. Before setup is complete, a labelled product preview shows unknown stock as —.
Start with the right setup
Check your platform version, approve the register, and prepare a test catalogue before changing live stock.