Who is this Article for?
New StoreHub Retail merchants who have set up their hardware and are now ready to configure their store's settings in the BackOffice.
Overview
This is the second step in setting up your retail store. Before starting, make sure you have completed setting up your hardware. Learn more here.
The BackOffice is your business command center. This guide covers the most important settings to get your retail store ready for its first day of sales. We will walk through setting your store details, creating your product catalogue, and adding your staff.
Once your BackOffice is configured, continue to the next article to learn how to go live.
Before You Begin
You have your StoreHub BackOffice login details (email and password).
You have a computer or tablet with an internet connection.
You know your store's basic information (name, address, business hours, tax details).
Video Guide
Watch this video for a full walkthrough of the Retail BackOffice setup process.
Step-by-Step Guide
Follow these steps to configure the essential settings for your Retail store.
Set Your Store's Foundation
First, let's configure the core settings for your business.
This information appears on customer receipts, so accuracy is key.
1. Log in to your BackOffice.
2. Go to 'Settings', then click 'Stores'.
3. Click 'Add Store'.
4. Enter your 'Store Name', 'Address', 'Phone Number', and 'Business Registration Number'.
5. Click 'Save'.
Add tax rates and configure how they are applied and displayed alongside your product prices. SST, or Sales and Services Tax, must be configured accurately to ensure compliance with government requirements. StoreHub POS supports setting up SST IDs, applying different rates, and displaying compliance information on receipts.
1. Go to 'Settings', then click 'Tax Code'.
2. Click 'Add Tax Code'.
3. Enter the 'Tax Code' name (e.g., SST) and the 'Tax Rate' (e.g., 6%). Additionally, enter your SST ID, which will appear on receipts to maintain transparency.
4. Click 'Save'.
5. To apply this tax by default, go to 'Settings', then the 'General' tab.
6. Scroll to 'Default Tax' and select the tax rate you just created.
7. In the 'Display Price' section, choose 'Tax Inclusive' or 'Tax Exclusive'.
Note:
StoreHub POS calculates SST at the item level, so small discrepancies may arise if you calculate SST manually using overall totals. This is expected due to the precise per-item rounding implemented in the system.
8. Click 'Save'.
Notes:
For government reporting, always submit the SST amount as calculated by StoreHub, even if it differs slightly from manual calculations, to ensure consistency and compliance.
If you need to remove SST charges, go to 'Settings', locate the SST tax code, and delete it. This action will stop applying SST to transactions.
Control what actions your cashiers can perform on the POS register, such as issuing refunds or applying discounts.
1. Go to 'Settings', then click 'Stores'.
2. Select your store and click the 'Cashier Access Control' tab.
3. Use the checkboxes to allow or disallow actions for your cashiers.
4. Click 'Save'.
Customize the look of your printed and email receipts. For this initial setup, we will just confirm the default template.
1. Go to 'Settings', then click 'Receipt Templates'.
2. You will see a 'Default' template already created. You can click on it to view or edit it.
Build Your Menu
Now, add the food and drink items you sell.
Learn how to add products and customize details such as images, prices, and more.
1. First, create a category. Go to 'Products', click 'Add Product', then click the '+' icon next to 'Category'. Enter the category name (e.g., "Shoes") and click 'Save'.
2. Now, on the 'Add Product' page, enter the product 'Name' (e.g., "Work Shoes").
3. Assign it to the 'Category' you just created.
4. Scroll to 'Pricing', select 'Fixed', and enter the price.
5. Click 'Save'.
Create product variants such as color, size, or custom add-ons. Each variant is tracked as an individual product for better inventory management.
1. In your BackOffice, go to 'Products' and select the product you want to add options to (e.g., "T-Shirt").
2. On the product page, scroll down to the 'Inventory and Variants' section and tick both checkboxes: 'Track Stock Level' and 'Has variants'.
3. In the 'Variants' section that appears, click 'Add group'.
4. Enter the 'Variant group name' (e.g., 'Size') and then enter its 'Options' (e.g., S, M, L).
5. If you need a second option like 'Color', click 'Add group' again and repeat the step above.
6. Click 'Save' at the bottom of the page. The system will then create each combination (e.g., 'T-Shirt - S') as a unique item in your main 'Products' list.
Manage Staff and Payments
Control who can access your system and what payment types you accept.
Every staff member who uses the POS needs an employee profile and a PIN to log in.
1. Go to 'Employees', then 'Add Employee'.
2. Fill in the employee's details. A unique PIN will be generated.
3. Assign them to a store and grant them a role (e.g., Cashier).
4. Click 'Save'.
You must set up the payment methods you accept.
1. Go to 'Settings', then 'Payment Options'.
2. Click 'Add Payment Option'.
3. Enter the 'Name' (e.g., "TnGo").
4. For 'Type', select 'Custom'.
5. Click 'Save'.
What's Next?
Your BackOffice is now ready with the basics. You can now explore more advanced topics through our detailed guides below.
Set Up Inventory Management
Proper inventory management helps you track stock levels, reduce waste, and ensure you never run out of popular items. First, it's important to understand the different inventory types available.
Used to track the stock levels of basic, individual products that has no variant options.
Track products made up of multiple ingredients or components. This is especially useful for retail businesses to manage bundled products like hampers.
Used to track individual items with unique serial numbers. This is more common for retail businesses selling electronics, but can be used for high-value items like specific bottles of wine.
Add suppliers and link them to specific products to streamline the creation of purchase orders.
Stock Management
Navigate to Stock Management to handle day-to-day inventory tasks.
Monitor products that are running low in stock and take action to restock them efficiently.
Generate and send purchase orders directly to your suppliers from the BackOffice.
Track your stock levels to identify discrepancies, wastage, or overstock situations.
Manage Stock Returns and Transfers
View and analyse wastage data based on your Stock Take results to reduce losses.
Track stock movements and product performance using filters to gain clear visibility and control.
Track Your Performance: Reports
Navigate to reports to understand your business performance.
Tracks your sales trends over a selected period.
Shows the performance of each product, including quantity sold.
Displays which payment methods your customers use most often.
Provides a summary of each shift, crucial for end-of-day reconciliation.
Grow Your Business: Customers & Promotions
Organise and maintain your customer database, and identify returning or loyal customers to enhance engagement.
Set up and customise promotional offers to attract customers and boost sales.
Extended Features for Retail
Set up and manage your own e-commerce website, allowing you to sell your products online and sync inventory seamlessly with your physical store.
Create a loyalty program for your customers, allowing them to earn points or cashback on their purchases to build customer loyalty and encourage repeat visits.
An automated SMS marketing tool that helps you send targeted promotions and new arrival announcements to your customer database.
Ensure your business complies with national tax regulations (like the LHDN mandate in Malaysia) by generating and submitting government-required electronic invoices for your sales.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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