System User Manual

Comprehensive guide for Directors, Managers, and Sales Agents

Documentation Menu

Welcome to KGL System

The KGL Groceries Management System is a comprehensive web application designed to streamline operations across all our branches. It replaces manual paper records with a secure, digital solution for inventory, sales, and reporting.

Secure Access

The system uses Role-Based Access Control (RBAC). This means you will only see features and data relevant to your specific job role. Always keep your login credentials private.

System Roles Overview

Director

Full visibility of all branches, aggregated reports, and user management.

Manager

Branch-level control: procurement, stock management, and local reporting.

Sales Agent

Front-line operations: Point of Sale (POS), credit sales, and personal stats.

Director Access Only

Director's Dashboard & Tools

Overview Dashboard

Your landing page provides a high-level view of the entire company's performance.

  • KPI Cards: View Total Revenue, Outstanding Credit, and Total Stock Value instantly.
  • Sales Charts: Analyze trends over the last 7 days or month.
  • Recent Transactions: Monitor the latest sales from all branches in real-time.

User Management

You have the authority to manage system access for all employees.

How to Add a New User:
  1. Navigate to User Management from the sidebar.
  2. Click the Add New User button.
  3. Fill in the required details: Name, Role (Manager/Agent), Branch, and Credentials.
  4. Click Create User. The account is active immediately.

Advanced Reporting

Access detailed financial reports for strategic decision making.

Go to the Sales Reports page to view breakdown by:

Product Category Branch Performance Payment Method (Cash vs Credit)
Manager Access Only

Manager's Operations Guide

Procurement (Stock In)

You are responsible for recording all incoming stock from suppliers.

Step-by-Step Process:
  1. Go to Procurement page.
  2. Click Record New Purchase.
  3. Enter Supplier details and Select the Produce (e.g., Beans, Maize).
  4. Input Tonnage (kg) and Cost Price.
  5. System automatically calculates Total Cost.
  6. Submit the form. Stock level increases immediately in your branch.

Stock Control

Monitor inventory levels to prevent stock-outs.

  • Low Stock Alerts: Items below minimum level appear in the "Low Stock" widget.
  • Stock Value: View the current monetary value of your warehouse.
  • Pricing: You can update the Selling Price of produce from this page.

Sales Team Oversight

Monitor your branch's Sales Agents.

Use the Sales Dashboard to see daily performance of each agent and verify cash collected vs system records.

Sales Agent Access Only

Sales Agent's Daily Guide

Point of Sale (POS)

The POS is your main tool for recording daily sales quickly and accurately.

1. Select Products

Click on product cards (e.g., Beans, Rice). They are added to the cart instantly.

2. Adjust Quantity

In the cart section, use (+) or (-) buttons to adjust the weight (kg) for the customer.

3. Review Total

Check the Grand Total (UGX). Ensure the customer has paid this amount.

4. Checkout

Click Complete Sale. A receipt preview will appear, and stock is deducted.

Credit Sales (Debts)

For trusted customers buying on credit, use the Credit Sale option instead of regular checkout.

Important: You MUST collect the customer's National ID (NIN) and Phone Number before recording a credit sale.
  • Navigate to Credit Sales page.
  • Fill in the Buyer Form completely (Name, NIN, Contact, Due Date).
  • Select the produce and quantity.
  • Submit to create a formal debt record.

My Stats

Check your own performance on the Sales Dashboard.

See your Total Sales for the day and calculate your expected commission (if applicable).

Troubleshooting & Support

Contact your system administrator (Director). They can reset your password from the User Management dashboard.

This means the system thinks the warehouse is empty for that item. Contact your Manager to check if new stock needs to be recorded in the Procurement module.

Check your internet connection first. If the problem persists, try refreshing the page (Ctrl+R). If the server is down, contact IT Support.
Need more help?

Contact the technical support team.

Email Support