RaffPoint User Guide

Signing in

Each employee has their own username and password, and sees only the screens they are allowed to use.

1. Open the system link.
2. Type your username and password, then press "Sign In".
3. The first time you sign in, choose a new password: at least 8 characters, with both letters and numbers.

Home page

A daily dashboard: today's and this month's sales, profit, debts and items running low.

1. The top bar shows today's sales and quick buttons for the main tasks (new invoice, Goods Receipt, Customer Receipt...).
2. Alerts (overdue debts, items below reorder level, items close to expiry): click an alert and the list opens showing only those records.
3. To see all records, press "Show All" in the filter bar above the list.

Items

The item page brings the item's summary and all its details together in one place.

1. Click an item to open its page. The summary at the top shows: stock on hand, average cost, selling price and margin, last purchase, and sales in the last 30 days.
2. The "Item Card" button opens the movements of this item only.
3. Add up to 6 extra pictures of the item, and choose which one is the main picture.
4. The "Generate Barcode" button gives the item an internal barcode, and the "Copy Item" button quickly creates a similar item.
5. Set the reorder level for each warehouse, the shelf life, and how many days before expiry you want to be alerted.

Quick sale

The fastest way to sell in the shop.

1. Scan the item's barcode, or type its name and press Enter.
2. For a larger quantity, type the number then a star: 3*barcode.
3. Change the quantity with the + and − buttons, and remove a line with the ✕ button.
4. Type the amount paid to show the change due to the customer.
5. Press "Pay & Print" to print the receipt.

Sales Invoice

For large invoices or credit sales.

1. Press "Create", then choose the customer and the sale type.
2. Add the items in the table: item, then unit, then quantity. The price fills in automatically.
3. Press "Save" once: the invoice and its items are saved together and it gets its number.
4. Press "Post" to confirm the invoice and take the goods out of stock.

Buying and receiving goods

Order from the supplier with a Purchase Order, then receive the goods with a Goods Receipt.

1. Create a Purchase Order with the supplier and items, then press "Approve".
2. When the goods arrive, press "Receive Goods".
3. Correct the quantities to what actually arrived, and enter the expiry date (the system suggests it from the item's shelf life).
4. Press "Post" and the goods enter the warehouse.

Receipts, payments and expenses

Every amount that comes in or goes out is recorded with a voucher.

1. Customer Receipt: choose the customer, type the amount and payment method, then Post.
2. Supplier Payment: choose the supplier, type the amount, then Post.
3. Expense: choose the category (rent, electricity...), type the amount, then Save.

Returns

Taking goods back from a customer, or sending them back to a supplier.

1. Choose the original invoice or Goods Receipt.
2. Choose the item and type the quantity returned.
3. Press "Post" and the stock and the account are updated.

Transfers and stock counts

Move goods between warehouses, and count the actual stock.

1. Warehouse Transfer: choose the "from" warehouse, the "to" warehouse and the items, then Post.
2. Stock Count: create a count for the warehouse and the items appear with their balances.
3. Type the quantity you actually counted and the reason for any difference, then Post to settle the differences.

Printing and sending

Every document can be printed, and the amount is written out in words.

1. Press "Print", then choose the printer, or "Save as PDF".
2. For a thermal printer, use the "Thermal Print" button on the invoice.
3. On the Customer Statement, the "WhatsApp" button prepares a message with the balance to send to the customer.

Reports

Stock balance, Item Card, profit, debts, daily summary.

1. Choose the report from the list.
2. Use search and filters to narrow down what you want.
3. Item Card: choose the item in the field at the top of the report to see only its movements and summary.
4. From "Actions" you can download to Excel.

Managers only

Managing staff, their permissions, and account security.

1. Users: add an employee and choose their role (cashier, storekeeper, accountant...) and branch.
2. Roles and Permissions: decide what each role is allowed to do.
3. Audit Log: who did what, and when.
4. Period Close: close the finished month so its figures cannot change.
5. Customer Trials (for the system owner): create a trial link for a prospective customer, who gets their own copy for 7 days.

Important rules

1. A Posted document cannot be edited or deleted; it is corrected with a reversing document.
2. You cannot sell more than the stock on hand.
3. The message "You do not have permission" means the action is outside your role; ask the manager.
4. A Draft does not affect stock or accounts until it is Posted.
5. A document with no items cannot be saved, and its number is given on saving, in sequence with no gaps.

RaffPoint features

What makes the system stand out, in a few lines:

1. True cost using "first in, first out" (FIFO), so the profit on every invoice and every item is shown accurately.
2. Multiple branches and warehouses, with transfers between them at the same cost.
3. Multiple units per item (piece, carton...) with a barcode for each unit, and fractions for weight and volume units.
4. Expiry tracking with alerts before expiry, issuing the oldest or soonest-to-expire stock first.
5. Fast barcode Point of Sale with 80 mm thermal printing.
6. Credit sales with a credit limit and payment terms; receipts pay off the oldest invoices automatically.
7. Purchase Orders with automatic suggestions for items running low, and freight and customs spread over the cost of goods.
8. Sales and Purchase Returns, invoice cancellation, and Stock Count with settlement of differences.
9. A modern Home dashboard with alerts that open the relevant list directly.
10. A complete item page: summary, multiple pictures, prices, suppliers, reorder levels per warehouse, and a change history.
11. Save a document and its items in one click, sequential numbers with no gaps, and instant error checks with clear messages.
12. Professional printouts with the amount written in words, and sending documents by WhatsApp or email through a secure link.
13. Barcode Labels, and Import from Excel with data checked before it is entered.
14. Ready-made reports: stock and its value, Item Card, profit, debt ageing, daily summary, with Excel download.
15. Users, Roles and Permissions down to the button and branch level, a full Audit Log, and Period Close.
16. Fully bilingual (Arabic and English), and works in the browser on computer and mobile with nothing to install.
17. Each company has its own separate database, with an automatic backup every night.
18. A free 7-day trial through a direct link.

Support

The RaffPoint team is ready to help you on WhatsApp.

1. Press the green "Support" button at the bottom of any screen. A WhatsApp chat opens with your company name, your name and the screen you are on already written.
2. Type the problem after the word "Problem:" and send it. Attaching a screenshot helps.
3. If you forgot your password or your account is locked: press "WhatsApp Support" at the bottom of the sign-in screen.
4. Or message us directly on WhatsApp: +974 3350 3736