Quick start for new businesses

Welcome to GPOS! Your business has been enrolled and you have received:

• your business code (a short name for your business, for example kandy-mart),
• the e-mail and first password of the owner account.

GPOS addresses

• Back office (owners, managers, office staff): https://app.gpos.lk
• Till / POS (the checkout counter): https://app.gpos.lk/pos/

Bookmark both. Always type them with https://.

This page takes you from there to your first sale. Plan about an hour — less if you import your products from a spreadsheet.

Follow the checklist on your dashboard

After you sign in, the dashboard shows a card called Get your business ready with the same eight steps as this page. Each step has an Open button that takes you straight to the right screen, and it ticks itself when GPOS sees the step is done.

Before you start

Have these ready:

• A computer with Chrome or Edge for the back office.
• The till device — a counter computer, laptop or tablet with Chrome or Edge. A USB or Bluetooth barcode scanner and a receipt printer (58 mm or 80 mm) are optional but recommended.
• Your product list with prices (and barcodes if you have them). A spreadsheet is ideal.
• Your VAT registration details, if you are VAT-registered.
• The names and e-mail addresses of the staff who will use GPOS.

Step 0 — Sign in for the first time

1. Open the back office at app.gpos.lk.
2. Enter your Business code, Email and Password, then select Sign in.
3. You are asked to choose a new password (at least 12 characters — a memorable phrase works well). Do this now; the first password was only temporary.
4. Optional: pick your language with the language switch (English, සිංහල or தமிழ்).

More detail: Signing in.

Step 1 — Business details and receipt header

Tell GPOS who you are. This information is printed on your receipts.

1. Go to Settings → Business profile.
2. Fill in your Phone, Contact email and the Address section.
3. Check Regional settings: currency, time zone and the Default language for your staff.
4. Scroll to Receipts and add the Header lines printed at the top of each receipt (up to 4 lines — for example your address and hotline) and a Footer text such as Thank you, come again!
5. Select Save settings.

Deep dive: Business settings.

Step 2 — Tax

We are VAT-registered

On the checklist, select Add VAT 18%. GPOS creates a VAT tax rate of 18% and a tax group VAT 18% for you. Then give your taxable products the tax group VAT 18% (you can do this while adding products in Step 4, or in the import spreadsheet’s tax_group column with the code VAT18).

By default prices include tax — the shelf price is what the customer pays and the tax is worked out of it. To add tax on top at checkout instead, untick Prices include tax in Settings → Products and prices.

We do not charge VAT

Select We do not charge VAT on the checklist. Products without a tax group are not taxed. You can add tax rates later at any time.

Caution

Confirm your tax rates with your accountant before you start selling.

Deep dive: Taxes.

Step 3 — Payment methods

Cash, Card, QR payment and Bank transfer are ready to use. Card, QR and bank payments are taken on your bank’s terminal or app — GPOS only records them with the reference your cashier types.

• If you accept all of them, select These are fine.
• Otherwise go to Settings → Payment methods and switch off what you do not take, or Add payment method for your own (for example a gift voucher).

Deep dive: Payment methods.

Step 4 — Products

Choose the way that suits you:

Import a spreadsheet (many products)

1. Go to Products → Import / export.
2. Download the Excel template (or CSV template). Fill in one row per item — name, unit (pcs, kg…), SKU, barcodes, cost and selling price.
3. Select Upload file…. Nothing changes yet — GPOS shows what it would create and lists any problems by row.
4. Fix any problems in the file and upload it again. When it says Ready to import, select Import now.

Deep dive: Import and export.

Add products one by one

1. Go to Products → New product.
2. Enter the Name, choose the Unit and the Tax group.
3. Under Codes and price, enter the SKU, Barcodes and Selling price.
4. Select Create product.

Deep dive: Products, variants and prices.

Step 5 — Opening stock

So that stock levels start right, enter what is on your shelves today.

1. Go to Inventory → Opening stock and choose the Store.
2. Paste rows from a spreadsheet — SKU or barcode, quantity, optional unit cost — or upload a CSV.
3. Select Check. When all rows are fine, select Post opening stock.

Not tracking stock yet? Select Skip for now on the checklist.

Deep dive: Opening stock.

Step 6 — Pair the first till

1. Add a register (a checkout counter) first: go to Branches, and in your branch (called MAIN to start with) select Add under Registers. Give it a code and name, for example R1 — Counter 1.
2. Go to POS devices. Next to the register, select Set up a till. A one-time code and a QR code appear (valid for 15 minutes).
3. On the till device, open app.gpos.lk/pos in Chrome or Edge.
4. Enter the Setup code (or scan the QR code), give the till a name such as Front counter, and select Register this till.
5. Wait while the till downloads the catalog. From now on it also works offline.

Deep dive: Set up a till.

Step 7 — Add staff

1. Go to Employees → Add employee.
2. Enter their Full name, Email and an Initial password (at least 12 characters).
3. Give them a Role — for example Cashier — and the Branch they work in.
4. Select Create employee.
5. To let them unlock the till, open the employee and select Set POS PIN (6 digits). Tell them the PIN in person. They can also set it themselves under My account.

Working alone? Select I work alone on the checklist — but set your own POS PIN in My account, because you need it to unlock the till.

Deep dive: Employees · Roles and permissions.

Step 8 — Make the first sale

1. On the till, choose your name and enter your PIN.
2. Open a shift: count the cash in the drawer (the opening float) and select Open shift.
3. Scan a barcode or type a product name. The item appears in the sale.
4. Select Pay (or press F4), enter the Cash received and select Complete sale. The till shows the change to give.

🎉 The sale now appears in Sales and Reports in the back office, and the checklist shows Your business is ready. You can select Hide checklist.

Deep dive: Making a sale · Cash shifts on the till.

About discounts and cash outs

Out of the box, every discount a cashier gives and every cash out needs a manager’s PIN. To relax this, see Checkout and cash.

What next?

Set discount limits, return window and cash rules

Add quick-pick buttons for loose items (vegetables, bakery)

Close the day: close the shift and check the daily summary

Look at today's numbers in Reports