Overview
After your first login and familiarizing yourself with the dashboard, it's time to configure your system. This section guides you through the essential settings needed to start using GSK POS effectively for your business.
What You Can Configure:
- Printer settings - Auto-print, printer name, receipt format
- User accounts - Add staff and assign roles
- Display options - Invoice format, discount fields, remarks
Time Required: 5-10 minutes
Note: Your business information (name, contacts, tax ID) is configured during registration. Contact support to update these details.
Step 1: Printer Settings
Supported Printers
Thermal Receipt Printers
Recommended: 80mm or 58mm width
Connection: USB or Bluetooth
Popular: XPrinter, Epson TM-T20
Standard Printers
Alternative: A4 laser or inkjet
Use for: Detailed invoices
Note: Less ideal for quick receipts
Connection Setup
For USB Printers:
- Connect printer to computer via USB cable
- Install drivers if prompted (usually auto-installs)
- Test print from printer settings
- In GSK POS: Settings > Printer > Choose your printer
- Click "Test Print" to verify
For Bluetooth Printers:
- Turn on printer and enable pairing mode
- Open Bluetooth settings on your computer
- Search for devices and connect to printer
- In GSK POS: Settings > Printer > Select Bluetooth printer
- Test print to confirm connection
Troubleshooting Tips
Common Issues:
- Printer not listed: Ensure powered on, check connection, restart browser
- Print doesn't start: Check paper loaded, verify default printer, restart printer
- Partial prints: Verify paper width (80mm vs 58mm), adjust margins
Accessing Printer Settings
- Click Settings in the main navigation
- Select Common Settings
- Configure printer options
Available Settings
Auto Print
When enabled: Receipts print automatically after each sale
When disabled: You manually click print when needed
Recommended: Enable for faster checkout
Printer Name
Purpose: Specify your 80mm thermal printer name
Example: TM-T88V, POS-80, XPrinter
Note: Leave blank to use system default printer
Number of Copies
Purpose: How many receipt copies to print
Options: 1, 2, 3, etc.
Recommended: 2 copies (customer + merchant record)
Step 2: Display Options
Customize Your Interface
Access these settings in Settings > Common Settings:
A4 Invoice
Enable to print full-page invoices instead of thermal receipts
Discount Field
Show discount input field on sales screen
Remarks Field
Add notes or comments to invoices and receipts
Sellers Reference
Custom reference number field for tracking
Step 3: User Account Management
Understanding User Roles
Administrator
Full access to: All sales, stock, reports, settings, user management, and system administration
Who: Business owner, manager
Cashier/Sales User
Limited access: Make sales, process payments, view basic stock, print receipts
Cannot: Change settings or view financial reports
Who: Shop assistants, cashiers
Creating New Users
To Add a User:
- Go to Settings > User Management
- Click "Add New User"
- Fill in details: Full Name, Username, Email, Phone, Role
- Set initial password (user can change later)
- Click "Create User"
User Best Practices:
- Usernames: Simple format like firstname.lastname, no spaces
- Passwords: Minimum 6 characters, mix letters and numbers
- Security: Each person should have their own account
- Maintenance: Disable accounts when staff leaves
Step 4: Payment Methods
Available Payment Options
Cash
Most common: Immediate settlement, no fees
Tip: Track cash float daily
Mobile Money
MTN & Airtel: Convenient for customers
Note: Consider service fees
Bank Transfer
For larger transactions
Tip: Verify payment before release
Credit (Account)
For trusted customers
Tip: Set clear credit limits
Credit Management Best Practices
Credit Tips:
- Start with small credit limits
- Increase based on payment history
- Send reminders before due date
- Have clear collection policy
Step 5: Automatic Backups
Automatic Backups
Cloud-Based System Benefits:
- Automatic daily backups
- Data stored securely
- No manual backup needed
- Accessible from anywhere
Your Data Is Safe From:
- Computer crashes
- Power outages
- Hardware failures
- Accidental deletions
Local Security Precautions
What You Should Do:
- Use strong passwords
- Don't share login details
- Log out when leaving computer
- Use trusted devices only
Step 6: Testing Your Setup
Pre-Launch Checklist
Printer Settings
- ☐ Auto-print enabled (if desired)
- ☐ Printer name configured
- ☐ Number of copies set
- ☐ Test print successful
Display Options
- ☐ A4 Invoice setting chosen
- ☐ Discount field enabled (if needed)
- ☐ Remarks field enabled (if needed)
User Accounts
- ☐ Admin account secured
- ☐ Staff accounts created
- ☐ Roles assigned correctly
- ☐ Passwords set
Stock Setup
- ☐ At least 5-10 products added
- ☐ Prices verified
- ☐ Opening stock entered
Performing a Test Transaction
Purpose: Ensure everything works end-to-end
Test Steps:
- Add a test product: Name: "Test Item", Price: 1000 UGX, Stock: 10 units
- Make a test sale: Open POS/Sales, select Test Item, quantity 1, process payment
- Print receipt: Verify it prints correctly
- Verify results: Stock reduced by 1, sale appears in dashboard, amounts correct
- Check reports: View today's sales, confirm transaction listed
Common Configuration Questions
Q: Can I change my business name later?
A: Yes, but old receipts keep the old name. Consider implications for branding and notify customers of changes.
Q: How many users can I add?
A: Depends on your subscription plan:
- Basic: Up to 3 users
- Standard: Up to 10 users
- Premium: Unlimited users
Q: Can I use multiple printers?
A: Currently one printer at a time. Future update will support multiple. You can switch between printers manually.
Q: How do I handle multiple shops/branches?
A: Branch management feature available on Business plans. Each branch can have its own stock with centralized reporting. Contact support to enable.
Congratulations! You're Ready!
Your System Is Configured!
You can now:
- ✅ Add your complete product inventory
- ✅ Train your staff on using the system
- ✅ Start processing sales
- ✅ Generate your first reports
- ✅ Monitor your business performance
Remember:
- Start simple and add complexity gradually
- Use support when you need help
- Regular backups happen automatically
- Focus on serving your customers
Support
What's Next?
Your system is configured! Now dive deeper into core features and daily operations:
Next: Chapter 2 - Core Modules →
Coming Soon: Sales Processing, Inventory Management, Customer Accounts, and more!