See how it works, step by step

0:42

Set up your organisation

Business name, contacts, currency and the modules you use — the first thing to do

0:48

Set up payment methods and taxes

Add the ways customers pay and the taxes you charge

0:35

Create discount coupons

Percentage or cash-off coupons customers can redeem at checkout

0:37

Add a new outlet

Set up another shop or warehouse with its own stock and sales

0:43

Add a user and set their role

Give staff their own login with the right access

0:31

Manage roles and permissions

Control which pages each user and role can access

0:38

Add a customer

Save customer details for credit sales, loyalty and receipts

0:34

Add a supplier

Keep supplier contacts and track what you owe them

0:38

Receive a payment on a credit sale

See what a customer owes and record what they pay

0:34

Pay a supplier

Check what you owe a supplier and record payments against their invoices

0:29

Check the activity log

See who did what and when: sign-ins, sales, approvals, edits and deletions

0:58

Set up categories, brands and units

Organise your catalogue before adding products

0:36

Add a product to your catalogue

Name, price, category and brand, ready to sell at the till

0:31

Import products from Excel

Load your whole catalogue at once with the Excel template

0:33

Create a stock item

Set up an inventory item with unit cost, reorder level and unit of measure

1:57

Fill in and import the master BOM sheet

Set up every recipe, raw material and price from one Excel sheet

0:57

Record a stock purchase

Buy stock from a supplier and add it to inventory

0:34

Approve a purchase order

Check a purchase, authorise it and post it to stock and your accounts

1:02

Record a business expense

Log bills like electricity, fuel and cleaning so profit is accurate

0:37

Transfer stock between outlets

Move inventory from one branch or warehouse to another

0:26

Receive a stock transfer

Confirm stock sent from another outlet so it joins your inventory

0:34

See what to reorder

Items running low, how fast they sell and how much to buy

0:54

Count your stock (cycle count)

Count a few items at a time, review differences and fix stock levels

0:58

Do a closing stock count

Count what is left at close of day, then check the variance report

0:44

Open and close a cashier shift

Start the day, then count your cash and submit the shift for review

0:32

Make a sale with Datana POS

Add items, choose payment and check out in seconds

0:47

Take orders as a sales attendant

Sign in with a PIN on the shared terminal and send orders to the cashier

0:35

Collect payment in the Order Manager

How cashiers receive attendant orders, take payment and complete them

0:43

Create a quotation (pro-forma invoice)

Price items for a customer before they buy

0:34

Create an invoice

Bill a customer for goods, with their details on the invoice

0:45

Find, reprint or void a sale

Search past sales, reprint the receipt, or void an item with a reason

0:34

Run the kitchen display

See new orders as they come in, mark them ready and clear them when collected

0:22

Show customers their order status

A queue screen for your dining area: preparing and ready-to-collect numbers

0:42

Manage deliveries

Confirm, prepare and dispatch delivery orders to riders, and track them to the door

0:22

Getting around Human Resources

Where to find employees, leave, payroll and announcements

0:29

Create a department

Set up the departments your employees belong to

0:29

Create a designation

Define job titles such as Cashier or Supervisor

1:04

Add a new employee

Capture personal details, role, branch and salary

0:38

Record a leave request

Log annual, sick or other leave and approve it

0:33

Record overtime

Log extra hours worked so they can be paid in the next payroll

0:36

Add a salary deduction

Take loans, advances or staff purchases off the next payroll

0:45

Process monthly payroll

Auto-calculate SSNIT, PAYE and net pay, approve, then view payslips

0:35

Your accounting overview

Cash, profit, what customers owe you and the health of your books on one screen

0:35

Set up your chart of accounts

Understand account groups and add a new ledger account

0:42

Record a journal entry

Post a payment, receipt or transfer to the general ledger

0:48

Post a journal with several lines

Record a sale with VAT, payroll or any entry that touches more than two accounts

0:30

Correct a mistake by voiding a journal

Reverse a wrong entry completely, with a reason kept for the audit trail

0:46

Schedule recurring journals

Rent, subscriptions and other entries that repeat, posted in one click

0:38

Run a general ledger report

Opening balance, every movement and the closing balance of any account

0:43

Reconcile your bank account

Match your books to the bank statement until the difference is zero

0:39

See who owes you and who you owe

Receivables and payables aging: what is current and what is overdue

1:03

Register a fixed asset and depreciate it

Vehicles, equipment and furniture, depreciated automatically every month

0:28

Set and track budgets

Plan spending for a year or quarter and compare with actuals

0:26

Browse the general ledger

Every account with its live balance, and the entries behind it

0:42

Read your income statement (P&L)

Revenue, cost of sales, expenses and net profit for any period

0:36

Check your balance sheet and trial balance

What you own and owe, and whether your books balance

0:34

Understand your cash flow

Where cash came from and went: operating, investing and financing

0:32

Account summary and financial ratios

A one-page view of balances, plus KPIs against targets

0:39

Close the month and the year

Lock finished months against changes and roll the year’s profit into retained earnings

0:33

Prepare GRA tax returns

Generate VAT, PAYE, SSNIT and withholding tax returns from your books

0:41

Your AI business dashboard

Revenue, profit and best sellers at a glance, explained in plain language by Narkie

0:49

Analyse your sales

Trends, best sellers, payment methods, staff performance and peak hours

0:43

Understand your customers

Segments, loyalty and who is likely to come back, with RFM analysis

0:42

Analyse stock and suppliers

Stock movement, fast and slow movers, turnover and supplier spend

0:49

Forecast sales and demand

See expected revenue for the next 30–90 days and how much of each product you will need

0:40

Financial analytics and forecast

Income, expenses and balances in charts, plus a month-by-month financial outlook

0:37

See the true picture of your business

Revenue, real costs, profit and stock value on one page

0:44

Capture a sales lead

Record a potential customer and track them from new to won

0:35

Track a deal in the pipeline

Add a deal, give it a value and move it across stages

0:39

Start a production work order

Produce items from a recipe and see the materials and cost

0:34

Finish a work order

Record what was produced so finished goods go into stock

0:36

Record a prescription

Capture the patient, prescriber and drugs, with safety checks

0:35

Create an event

Set up an event with venue, dates and capacity, ready for ticket sales

0:53

Run sales reports by outlet

Revenue and sales-and-profit reports for any branch and date range

0:29

Check daily sales and export to Excel

Filter sales by date and outlet, then export or drill into products and payments

0:38

Spot trends with Visuals & Trends

Revenue, cost and profit month by month, product performance and inventory flow

0:36

Read your profit statement

Revenue, cost of goods, expenses and net profit for any period, with margins

0:36

Check profitability per order

Average order value, food or product cost %, labour cost and break-even by branch

0:33

Review purchases

See what was bought, from which supplier and at what cost

0:39

Track stock movement

Opening stock, stock in and out, closing stock and value per item

0:26

Find your stars with menu engineering

Sort items into Stars, Plowhorses, Puzzles and Dogs by popularity and profit

0:38

Plan ahead with the financial simulator

Try “what if” changes to prices, volume and costs and see the effect on profit

0:22

HR and payroll reports

Monthly payroll summary and staff headcount

0:20

Review cashier shift reports

Sales, orders and cash variance for every shift

0:35

Get reports by email and WhatsApp

Schedule reports to arrive automatically every day, week or month