Freecom POS User Guide

Read this first

Recommended setup order

Set up the store once using the owner or admin account, then let cashier and display devices receive the same products, settings, payment methods, and enabled features.

1

Create the business account

Register the business, select a package, and wait for the account to be approved.

2

Open the Admin Portal

Check the plan, store details, branches, users, devices, and payment methods.

3

Connect the first Admin device

Use the 8-digit sync code for the Admin account. This downloads the store account into the POS app.

4

Set up products and stock

Add categories, products, selling prices, variants, and opening stock from the POS app or allowed admin tools.

5

Connect cashier devices

Use each cashier's own sync code. Cashiers should not share the Admin code.

6

Run a test sale

Confirm checkout, receipt, stock deduction, payment method, and report result before using it with customers.

Best practice

Use one account per person. This keeps sales, voids, discounts, device activity, and closing reports easy to trace.

Who can do what

User roles

Role	Main purpose	Typical access
Owner / Store Admin	Runs the store setup and controls staff access	Products, inventory, users, branches, payments, reports, and settings allowed by the plan
Manager	Supervises daily operations	Sales review, inventory review, stock adjustments, discounts, void approvals, and reports depending on permission
Cashier	Handles customer checkout	POS selling, customers, payments, receipts, open bills, and shift closing if allowed
Kitchen Display	Shows food or drink orders to preparation staff	View and update preparation status only
Order Display	Shows order queue to customers	Customer-facing order status only

Security tip: deactivate accounts for staff who no longer work in the store. Do not delete old sales history.

Owner or Admin

First store setup

Store information

Enter the store name, contact number, address, and receipt details.
Confirm the currency and tax setting used by the business.
Upload the correct store logo if receipts or reports need branding.

Branches

Create the main branch first.
Add more branches only if the package allows it.
Use simple names such as Main, Branch 2, or Mall Branch.

Counters

Create one counter for each cashier station.
Assign the counter to the correct branch.
Example: MAIN-POS-01, MAIN-POS-02, BR2-POS-01.

Users

Create the Admin and Cashier accounts.
Assign role, branch, and device allowance.
Set staff as inactive when they should no longer log in.

Receipt and printer

Set receipt header, footer, and business details.
Pair the printer on each cashier device.
Print one test receipt before live selling.

Opening test

Add one sample product.
Make a test sale.
Check that sales, payment, stock, and receipt look correct.

Access depends on package

Plans, limits, and locked features

Offline Only

Use one device without backend sync.
Products, sales, customers, and inventory stay on the device.
Best for small shops that are not ready for cloud monitoring.
Upgrade later by choosing an online package and syncing with the 8-digit code.

What the package controls

Number of allowed devices.
Number of users or staff accounts.
Number of branches.
Which modules can be used.
Access to reports and advanced tools.

Why a feature may look locked

The selected package does not include it.
The module is available but not enabled for the store.
The user's role does not have permission.
The device has not refreshed access yet.

Fix: check the plan, enable the needed module, confirm the user's permission, then use Refresh Access or Sync Now in the app.

Simple sync code flow

Connect a new phone, tablet, or Windows device

1

Prepare the user account

In the Admin Portal, make sure the user is active and assigned to the correct role, branch, and counter.

2

Get the 8-digit sync code

Generate or view the sync code for that user. Admin and Cashier must use their own codes.

3

Open the POS app

Tap the connect or sync option, then enter the 8-digit code.

4

Wait for first sync

The device downloads store details, users, products, stock, payment methods, modules, and branch assignment.

5

Log in normally

After sync, use the assigned username/password or PIN depending on the account setup.

Upgrading from Offline Only

Keep using the same device. After the online account is approved, enter the 8-digit sync code. The app uploads local products, customers, stock movements, and completed sales, then downloads the store package, users, modules, and backend settings.

If the same phone was reset

The store admin can check the device list and allow the same device again. This prevents a real staff phone from being blocked after reinstalling the app.

Catalog setup

Products, categories, variants, and prices

Products

Each product should have a clear name, category, selling price, and stock setting if quantity should be tracked.

Variants

Use variants for sizes or choices, such as Small, Medium, Large, Hot, Iced, Regular, or Premium.

Wholesale price

Use wholesale pricing when a product has a different price for bulk buyers or minimum quantity selling.

Images

Product images help cashiers find items faster, especially on tablet and touch screen devices.

Archive instead of delete

Archive old products when they already have sales history. This keeps reports accurate.

Stock movement is the history

Inventory and stock tracking

Action	When to use	Effect on stock
Opening Stock	When entering initial quantity during setup	Sets the starting quantity
Stock In	New delivery, supplier purchase, returned stock	Adds quantity
Stock Out	Damage, loss, internal use, expired items	Subtracts quantity
Adjustment	Physical count does not match the system	Corrects quantity with a reason
Sale	Completed checkout	Subtracts sold quantity
Void or Refund	Authorized correction of a completed sale	Restores or corrects stock depending on the action

Rule: avoid changing stock without a reason. Use stock movement records so the owner can trace what happened.

For multiple branches

Stock transfer and receiving

1

Create the transfer

Select the source branch, receiving branch, products, quantities, and reference note.

2

Send the transfer

The source branch quantity is reduced when the transfer is dispatched.

3

Receive at the other branch

The receiving branch checks the items and marks the actual received quantity.

4

Review status

Use Stock Transfers to see Pending, In Transit, Partial, Received, Completed, or Cancelled transfers.

Example

Main Branch sends 10 bottles of Mineral Water to Branch 2. Main Branch stock goes down when sent. Branch 2 stock goes up only after the transfer is received.

Cashier workflow

How to make a sale

1. Start shift

Log in, confirm branch and counter, then open the cashier shift if required.

2. Add items

Scan barcode or tap products. Select variants and quantity when needed.

3. Select customer

Use Walk-in Customer or choose an existing customer for loyalty, balance, or receivable tracking.

4. Apply discount

Use discount only when allowed by store policy and user permission.

5. Take payment

Select Cash, GCash, Maya, Card, or other enabled method. Enter reference number if required.

6. Complete and print

Review total, complete payment once, print or share receipt, then check sync status.

Do not repeat checkout if the app says a sale is pending. Reconnect and sync instead, so the same sale does not get entered twice.

Tender setup

Payment methods

Common methods

Cash
GCash
Maya
Card
Bank Transfer
Other store-approved methods

Good cashier practice

Choose the exact method used by the customer.
Enter the correct reference number for e-wallet or bank payments.
Attach or keep proof when required by the store.
Confirm payment before completing the sale.

Use only what the store needs

Business modules

Coffee Shop

Use for drinks, recipes, ingredients, add-ons, cup sizes, and food-service workflows.

Optional: Open Bills
Optional: Kitchen Display
Optional: Order Display

Restaurant Features

Use for dine-in, take-out, order type, preparation queue, and food-service operations.

Laundry Shop

Use for laundry services, laundry supplies, claim status, customer orders, and service workflow. It does not need kitchen or order display features.

Retail / Merchandise

Use for merchandise stores that need variants, barcode labels, suppliers, purchase orders, receiving, cost tracking, reorder reminders, and stock reports.

Electronics & Appliances

Use for computer, gadget, phone, and appliance stores that need serial or IMEI tracking, warranty claims, repair jobs, trade-ins, bundles, and A4 warranty or service forms.

Wholesale

Use when the same product has normal retail price and bulk wholesale price rules.

Open Bills

Use when an order must be held first and paid later, such as dine-in tables or running orders.

KDS / Order Display

Use only for food or drink businesses that need kitchen preparation or customer-facing order status.

Simple rule: if Laundry is enabled only, restaurant tools should stay hidden. If Coffee Shop or Restaurant Features are enabled, food-service tools can appear depending on the selected options.

Keep stores separated

Branches and counters

Branch

A physical location of the business. Sales, stock, users, and reports should be traceable per branch.

Counter

A POS station inside a branch. Each cashier device should know which counter it belongs to.

All Branches view

Owners can view combined totals across all branches when allowed.

Specific Branch view

Use this when checking one branch's sales, stock, users, or devices.

Shared catalog

The same product list can be shared across branches, while quantity remains separate per branch.

Staff assignment

Assign users only to the branches they are allowed to operate or monitor.

Know what happened

Reports and monitoring

Report	Use this to check
Dashboard	Today's sales, monthly sales, transaction count, low stock, and top-selling products
Sales Ledger	Invoices, cashier, total, payment method, status, sync group, and date
Inventory Report	Current stock, low stock, stock in, stock out, and adjustments
Payment Report	Cash, e-wallet, card, bank transfer, and reference totals
Customer Balance	Customers with unpaid balance or utang
Device Status	Registered devices, online or offline status, and last seen time
Sync Logs	Records that uploaded, downloaded, failed, or need checking

End of day

Daily closing checklist

1

Finish pending orders

Settle open bills and incomplete transactions before closing.

2

Sync the device

Make sure pending sales and stock movements are uploaded before final review.

3

Count cash

Compare expected cash with actual drawer money.

4

Close the shift

Save or print the cashier shift report when required.

5

Review reports

Check sales, payment totals, voids, discounts, stock movement, and low stock.

Common issues

Troubleshooting

Problem	Most common cause	What to do
Sync code failed	Wrong code, expired code, inactive user, or device limit reached	Check the user account, generate a new code, and confirm the device allowance
Feature is locked	Plan, module, role, or device access has not been refreshed	Confirm package and permissions, then refresh access in the app
Cashier cannot see products	First sync not completed or user is assigned to the wrong store/branch	Run Sync Now and confirm the cashier's branch assignment
Stock is different on two screens	One device still has pending sales or stock movements	Sync all devices and review stock movement history before adjusting
Payment method missing	The method is inactive or not refreshed on the device	Enable the method, save, then refresh the POS app
Receipt will not print	Printer not paired, wrong paper size, or device connection issue	Pair the printer again and print a test receipt from settings
Sale stays pending	Internet is unavailable or the device has not synced yet	Do not repeat checkout. Reconnect and run Sync Now
Account already registered to another device	The user is already linked to a previous phone or PC	Admin can review devices and replace or deactivate the old device binding

Before live selling

Store readiness checklist

Ready for operation

Start live selling only after the owner or admin confirms the checklist. Review sales, payments, stock, devices, and closing report after the first business day.