1. Activity Logs 

Overview

The Activity Logs page provides visibility into all actions taken across business account. It helps business owners monitor staff activities, track operational changes, and maintain accountability within the system. To protect sensitive operational history, access to Activity Logs is restricted to Owner and Admin roles only.

Purpose of the Activity Logs Page

The Activity Logs module is designed to:

• Track every action taken by users across different modules

• Improve transparency and internal auditing

• Support accountability and security within the business

• Provide traceable history for troubleshooting, compliance, and dispute resolution

Examples of activity records that can be tracked:

• Stock transfers (created, approved, declined)

• Product updates, additions, and deletions

• Accounting actions such as bill creation or ledger modifications

• Goods received entries

• Company or settings modifications

Access Control

To prevent unauthorized visibility and protect sensitive operational history, access to Activity Logs is strictly controlled.

Who Can Access

• Business Owner

• Admin Role

Key Functionalities

Search & Filtering

Users with access can:

• Search activities by keywords

• Filter records by date range

• Filter by module ( Stock Transfer, Product, Bill, Company, etc.)

• Filter by initiator (the user who performed the action)

• Filter by store

• View full details of each action through the “View Details” button

These filters enable faster retrieval and analysis of activity history.

Why This Matters

• Stronger Security & Privacy: Sensitive business logs stay protected from unauthorized staff.

• Improved Accountability: Every action is traceable to a user.

• Audit & Compliance Support: Helps ensure internal processes are transparent and verifiable.

• Operational Insights: Owners can monitor system engagement and team behavior.

The Activity Logs module provides essential visibility and auditing capabilities, but due to the sensitive nature of the data, access is strictly limited to Owner and Admin roles. Filtering and search tools support efficient review and help maintain operational transparency and control.

2. Barcode Scanning on Lumi Point of Sale (POS) 

Lumi Point of Sale (POS) supports barcode scanning directly through the device camera, allowing users to quickly search and add products to cart without manual entry.

Key Functionalities

• Scan product barcodes using the in-app camera scanner.

• Instantly retrieve product details such as price and stock level.

• Add items to cart automatically once scanned.

• Flashlight/torch option for low-light environments.

User Flow

1. Open Store on Sell

2. Tap the barcode icon next to the search bar.

3. The camera scanner opens with an alignment frame.

4. Align the barcode inside the frame.

5. The system detects the barcode and returns the product information.

6. Add product to cart.
   

Merchant Benefits

• Increases Checkout Speed – Faster processing of customer purchases and reduced queue time.

• Reduces Manual Entry Errors – Eliminates typing mistakes, ensuring correct product and pricing.

• Improves Staff Efficiency – Sales staff can serve customers faster with minimal training.

• Better Inventory Accuracy – Ensures the correct product is selected, preventing stock discrepancies.

• Supports Modern Retail Experience – Enhances professional image and improves customer satisfaction.

Why It Matters

• Retail and pharmacy businesses handle thousands of products, making manual lookup slow and error-prone. With barcode scanning, merchants can operate like modern supermarkets and pharmacies, improving speed and accuracy.

• Enables mobile and flexible selling, especially for businesses without hardware scanners or for sales outside the store.

• Helps businesses scale by automating routine checkout processes, building trust and improving operational control.
  

4. Request for Download of Statement of Account – Cash On Hand, Bank Transactions & Rebate

Accounting Module

Overview

This feature request proposes the introduction of a Statement of Account download capability within the Accounting module, enabling users to generate and download transaction reports for Cash On Hand, Bank Transactions, and Rebate records.
The feature aims to improve financial transparency, enhance reporting efficiency, and provide merchants and finance teams with instant access to structured financial statements for reconciliation, auditing, and record-keeping.

Feature Description

The proposed functionality enables users to generate a downloadable Statement of Account directly from the Accounting Module. This document would summarize historical transactions for the selected account type over a specified period.

The download feature will support:

• Cash On Hand Statement

• Bank Transactions Statement

• Rebate Statement

Users will be able to select desired date ranges and generate structured statements in common formats such as PDF and CSV/Excel.

How It Works

1. Access Point

Users will navigate to the Accounting module and select:

• Cash On Hand

• Bank Transactions

• Rebate

Each section will include a Download Statement action.

2. Statement Generation Settings

Before download, users can specify:

• Date range (start date and end date)

• Format (PDF or CSV/Excel)

Merchant Benefits

This enhancement provides significant value to business owners and finance administrators, including:

• Better Financial Control: Easy visibility into account balances and transaction history.

• Faster Reconciliation: Enables comparison with bank statements, payment gateways, and internal accounting.

• Audit Readiness: Organized downloadable records that support internal and external audits.

• Improved Reporting Efficiency: Eliminates the need for manual export, copy-paste or spreadsheet building.

• Increased Transparency: Finance and management teams can quickly detect anomalies, fraud, or missing entries.

Why This Feature Matters

Merchants frequently need formal statements for budgeting, investor reporting, loan applications, tax documentation, and internal accounting.
Currently, extracting these records can be time-consuming and prone to errors without automated statement formatting.

Providing a structured downloadable Statement of Account ensures:

• Accountability and trust in financial processes

• Faster response to financial documentation requests

• Professional and accurate record keeping

Example Use Case

A merchant needs to prepare monthly reconciliation for their finance team. They generate:

• A Cash On Hand statement for January 1–31

• A Bank Transactions statement for the company bank account

• A Rebate transaction report for partner reconciliation

The statements are downloaded instantly and shared with their accountant, reducing manual work and improving accuracy.

5. Bulk Delete Option for Products

Overview

Bulk Delete feature will allow merchants to select multiple products and delete them at once, improving workflow efficiency and reducing manual effort.

Feature Request

Introduce a Bulk Delete capability within the product list interface that allows users to:

• Select multiple or all products at once

• Delete selected records in a single action

• Receive a confirmation prompt to avoid accidental deletions

Permission & Access Control

To ensure safety and prevent misuse or accidental mass deletion, bulk delete will be role-restricted.

Permission Flow

• Admins / Store Owners

  • Can select and bulk delete products directly from the UI.

• Supervisors and Staff

  • Can view products but cannot bulk delete unless permissions are explicitly granted.

This ensures accountability and reduces risk of operational errors.

How It Works

1. Users check multiple product records using the selection checkboxes on the product list.

2. A Bulk Delete button appears once at least one item is selected.

3. Clicking Bulk Delete triggers a modal confirmation prompt:

   • Warning text to confirm action

   • Options to Yes (confirm deletion) or No (cancel)

4. Upon confirmation, selected items are permanently removed from the product database.

5. Deleted items should be logged in system history for transparency.

Why This Feature Matters

• Saves significant time when managing large product uploads

• Reduces manual work and operational frustration

• Supports better catalog integrity and cleanup workflows

• Prevents errors caused by repetitive deletion actions

• Improves onboarding experience for first-time users during product setup

6. Supplier-Linked Rebates

Overview

The Supplier-Linked Rebates feature allows businesses to record, track, and account for rebates received from suppliers directly during checkout. Rebates are now tied to specific suppliers, ensuring accurate financial records, proper accountability, and seamless integration with the accounting module.

This enhancement solves the issue of unstructured or manually tracked rebate records, which previously made reconciliation difficult and prone to errors.

How the Feature Works

Rebate Creation and Supplier Linking

Users can define rebates under each supplier. Every rebate configured is associated with a specific supplier, ensuring that any rebate applied to a product during checkout is automatically attributed to the correct source.

Rebate Capture During Checkout

When a sale is being processed:

• Any rebate provided by the supplier is entered and confirmed at checkout.

• The system automatically links the rebate transaction to the designated supplier.

• No additional manual tagging or adjustment is needed, reducing mistakes and administrative workload.

Automated Tracking and Historical Records

Once a rebate is processed, it is:

• Recorded as part of the sales transaction history

• Logged under the supplier’s rebate record for full traceability

Integration with Accounting

All rebate transactions automatically appear in the accounting module. They adjust financial records where applicable and form part of reconciliation and reporting tools. This creates better visibility and centralized financial tracking.

Why This Matters

Rebates are a crucial part of supplier relationships and profitability. Without structured tracking, businesses struggle with:

• Misplaced or unclaimed rebate amounts

• Inaccurate supplier settlement reporting

• Time-consuming manual reconciliation

• Disputes over rebate eligibility or timing

This feature ensures rebates are recorded accurately at the point of transaction and reflected everywhere necessary—checkout, supplier records, and accounting.

7. Product Creation During Stock Transfer Between Stores

Overview

The Product Creation During Stock Transfer enhancement automates this process by allowing users to create missing products instantly during stock movement. This improves workflow efficiency, eliminates manual steps, and ensures inventory consistency across all store locations.

How the Feature Works

Process Flow

1. The user initiates a stock transfer from Store A (sending store) to Store B (receiving store).

2. The system validates whether Store B already has the product in its catalog.

3. If the product does not exist in Store B:

   • A pop-up notification appears with the message:

   “This product does not exist in the receiving store. Would you like to automatically create it?”

   Users are presented with two options:

   • Yes

   • No

4. If the user selects Yes:

   • The system automatically creates the product in Store B when the transfer stock is approved , copying the existing product details (name, SKU, variants, units of measure, etc.) from Store A.

   • The stock transfer continues and quantity is successfully added to Store B.

5. If the user selects No:

   • The stock transfer process stops.

   • The user is returned to the transfer screen to review or modify the transfer.

Key Benefits

• Removes manual product setup, saving time during store-to-store transfers

• Prevents transfer failures caused by missing product records

• Improves operational efficiency, especially for businesses managing multiple branches

• Enhances accuracy and reduces human error

Why This Matters

For multi-store businesses, stock transfers are a routine workflow. When products are missing in the receiving store, manual creation has been slow and disruptive.
This feature ensures seamless warehouse operations, improving speed and accuracy while reducing administrative workload.

It directly supports:

• Faster store restocking

• Better inventory visibility and synchronization

• Improved user experience and reduced frustration
  

8. Bulk Expenses Feature

Overview

The Bulk Expenses feature enables users to submit multiple expense entries in a single submission rather than entering them individually. This improves speed, keeps financial records organized, and enhances expense accountability through a supervisor approval workflow.

How It Works

Access Control

The feature is permission-based and available to specific user roles within the system:

• Staff can create and submit bulk expenses.

• Supervisors m Admin and Owner can review, approve, or reject submissions.

• Finance and Administration can track and reconcile approved expenses for reporting.

Store Scope

Bulk expenses are store-specific, meaning each submission must be made under a chosen store. This ensures clean financial separation across locations and improves reporting accuracy.

Submitting Bulk Expenses

Users are able to:

• Add multiple expense items within one form submission.

• Fill out standard required expense fields, such as expense category, description, amount, date, and attached receipts where needed.

• Submit all items together in a grouped batch.

This replaces the need to repeatedly create expense entries one by one.

Approval Workflow

Once submitted, every bulk expense batch automatically enters a Pending Approval state.
A supervisor or authorized approver reviews the items contained within the batch, validates their accuracy, and confirms legitimacy. Approvers can choose to approve all items, reject all items, or approve or reject specific expense items individually.
After approval, expenses become final entries and are recorded into the system’s financial expense records.

Merchant Benefits

The Bulk Expenses feature provides several operational advantages including:

• Faster Processing: Multiple expenses can be logged at once, saving significant time for staff and supervisors.

• Improved Accuracy: Reduces repetitive manual entry that often leads to errors or duplicated records.

• Enhanced Accountability: The approval layer ensures oversight and verifies that claims are valid before being finalized.

• Better Financial Organization: Since expenses are tied to stores, tracking and reporting are cleaner and more structured.

• Efficient Internal Controls: Finance teams can easily audit and reconcile expenses, improving financial transparency and budget management.

Why This Feature Matters

Businesses handle multiple small or recurring expenses daily—such as store supplies, delivery costs, petty cash usage, and maintenance fees. Entering each of these individually is time-consuming and error-prone.
Bulk expense submission aligns with real operational workflows by allowing teams to work more efficiently, while the approval process prevents misuse and improves financial discipline.

By ensuring speed, accuracy, and accountability in expense management, this feature supports stronger financial decision-making and operational efficiency across the organization.