MAUZO is a comprehensive Point of Sale (POS) system designed for retail businesses in Africa. It helps you manage sales, inventory, customers, and get insights into your business performance.
Logging In
Step 1: Open your web browser and navigate to your MAUZO POS URL
Step 2: Enter your username and password
Step 3: Click "Login"
Tip:If you forget your password, click "Umesahau Password?" on the login page. Enter your username and phone number to receive a reset code via SMS.
Password Reset via SMS
MAUZO now supports SMS-based password reset for your convenience:
Step 1: On the login page, click "Umesahau Password?"
Step 2: Enter your username
Step 3: Enter your phone number (e.g., 0712345678)
Step 4: Click "Tuma Code" to receive a 6-digit code via SMS
Step 5: Enter the code and your new password
Step 6: Click "Badilisha Password" to complete
Important:The SMS code expires after 15 minutes. Request a new code if it expires.
Understanding the Dashboard
After logging in, you'll see the Dashboard which shows:
Today's Sales: Total sales made today
Gross Profit: Profit before expenses
Expenses: Total expenses recorded
Net Profit: Final profit after expenses
Daily Chart: Visual representation of sales throughout the month
2. Making Sales
How to Process a Sale
Step 1: Click on "Sales" or "Cashier" in the navigation menu
Step 2: Browse or search for products in the product grid
Step 3: Click on a product to add it to the basket
Step 4: Adjust quantity using the +/- buttons if needed
Step 5: Add discount if applicable (manually enter amount or percentage)
Step 6: Select customer (defaults to "Walk-in Customer")
Step 7: Choose payment method (Cash, Card, Mobile Money, etc.)
Step 8: Enter amount paid
Step 9: Click "Complete Sale"
Success!A receipt will be generated and you can print it for the customer.
Applying Discounts
MAUZO allows you to apply discounts in two ways:
Item Discount: Discount on individual products in the basket
Sale Discount: Overall discount on the entire transaction
Important:All discounts are manual. There are no automatic discounts. Default discount is Tsh 0 or 0%.
Credit Sales
To make a credit sale:
Step 1: Select the customer from the dropdown
Step 2: Enter amount paid (can be partial or zero)
Step 3: Complete the sale
Step 4: The system tracks the outstanding balance
Tip:Use the Credit Sales page to record payments for outstanding balances.
3. Managing Products
Adding a New Product
Step 1: Go to "Products" in the navigation menu
Step 2: Click "Add New Product" button
Step 3: Fill in the product details:
Product Name (required)
Product Code (auto-generated if left empty)
Part Number (optional)
Description
Category
Brand (optional)
Unit (Piece, Kg, Liters, etc.)
Cost Price (what you paid)
Selling Price (required)
Stock Quantity
Reorder Level (minimum stock alert)
Product Image (optional, max 10MB - auto-compressed)
Step 4: Click "Save Product"
Importing Products in Bulk
Save time by importing multiple products at once:
Step 1: Click "Import Products" button
Step 2: Download the CSV or Excel template
Step 3: Fill in your product data
Step 4: Upload the completed file
Step 5: Map your columns to MAUZO fields
Step 6: Review the preview
Step 7: Confirm and import
Tip: If you don't have categories, the system will create a "General" category. Brand is optional.
Editing Products
To update product information:
Step 1: Find the product using the search bar
Step 2: Click the edit icon (pencil)
Step 3: Modify the necessary fields
Step 4: Click "Update Product"
Product Images
Upload product images to help identify items quickly:
Supported formats: JPG, PNG, GIF, WEBP
Maximum size: 10MB (automatically compressed)
Images are resized to 800x800px max
Quality maintained at 85%
4. Managing Customers
Adding a New Customer
Step 1: Go to "Customers" in the navigation menu
Step 2: Click "Add New Customer"
Step 3: Enter customer details:
Name (required)
Email
Phone
Address
Credit Limit
Step 4: Click "Save Customer"
Managing Credit
Track customer credit and outstanding balances:
View current balance in the Customers list
Set credit limits per customer
Record credit payments in the Credit Sales page
View complete purchase history
Searching for Customers
Use the search bar to quickly find customers by:
Customer name
Email address
Phone number
Outstanding balance
5. Inventory Management
Recording Purchases from Suppliers
Step 1: Go to "Purchases" in the navigation menu
Step 2: Click "New Purchase"
Step 3: Select supplier
Step 4: Add products to purchase
Step 5: Enter quantities and unit costs
Step 6: Apply discounts if any
Step 7: Enter amount paid
Step 8: Save purchase
Important: Purchases are recorded as assets (inventory), not expenses. They only become COGS (Cost of Goods Sold) when you sell the items.
Stock Alerts
MAUZO automatically alerts you when products reach their reorder level:
Low stock warnings on dashboard
Reorder level indicators in product list
Color-coded stock status
6. Viewing Transactions
Transaction History
Access complete sales history:
Step 1: Go to "Transactions" in navigation menu
Step 2: Use date filters to narrow down results
Step 3: Search by transaction ID, customer, cashier, or amount
Step 4: Click the eye icon to view details
Step 5: Click print icon to reprint receipt
Transaction Details
Each transaction shows:
Transaction ID
Date and time
Customer name
Cashier who processed the sale
Items sold with quantities
Discounts applied
Payment method
Payment status
7. Reports & Analytics
Available Reports
Sales Report
Total sales by date range
Sales by product
Sales by cashier
Payment method breakdown
Profit & Loss Report
Total revenue
Cost of Goods Sold (COGS)
Gross profit
Operating expenses
Net profit
Inventory Report
Current stock levels
Stock value
Low stock items
Stock movement history
Exporting Reports
All reports can be:
Exported as PDF
Emailed to specified address
Printed directly
8. Managing Expenses
Recording Expenses
Step 1: Go to "Expenses" in the navigation menu
Step 2: Click "Add New Expense"
Step 3: Enter expense details:
Date
Category (Rent, Salaries, Utilities, Food, etc.)
Amount
Description
Payment Method
Step 4: Click "Save Expense"
Expense Categories
MAUZO includes common expense categories:
Rent
Utilities
Salaries
Marketing
Transportation
Office Supplies
Maintenance
Insurance
Taxes
Equipment
Internet & Phone
Bank Charges
Food
Other
Note: Purchases from suppliers are NOT recorded as expenses. They are inventory (assets). Only operational costs go in expenses.
9. System Settings
Profile Settings
Update your personal information:
Go to Profile in the user menu
Update your name, email, phone
Change password
Update profile picture
Store Settings
Configure store information:
Store name and address
Contact information
Business registration details
Receipt customization
10. Troubleshooting
Common Issues
Issue: Can't log in
Check your username and password
Ensure Caps Lock is off
Contact administrator to reset password
Issue: Search not finding products
Check spelling
Try searching by product code
Clear search and try again
Verify product is marked as "Active"
Issue: Receipt won't print
Check printer is connected
Verify printer has paper
Try downloading as PDF instead
Check browser print settings
Issue: Import failed
Verify file format (CSV or Excel)
Check all required fields are filled
Ensure selling price is provided
Download and use the template
Getting Help
If you need assistance:
Contact your system administrator
Check this user guide
Review the activity logs
11. Blog Management
Creating a New Blog Post
Step 1: Go to "Blog Management" in the admin menu
Step 2: Click "New Article" button
Step 3: Fill in post details:
Title: Post title (required)
Excerpt: Short summary for previews (optional)
Content: Main post content (required) - HTML supported
Category: Select blog category (optional)
Status: Draft, Published, Scheduled, or Archived
Featured Image: Upload an image (optional)
Tags: Comma-separated tags (optional)
SEO Meta Title & Description: For search engines (optional)
Step 4: Click "Save Post"
Uploading Featured Images
When uploading blog post images:
Supported formats: JPG, PNG, GIF, WebP
Maximum file size: 5MB
Images are automatically compressed
Optimal dimensions: 1200x1200 pixels max
Quality: 85% (automatic compression)
Automatic Optimization: All uploaded images are automatically compressed and optimized to improve page loading speed.
Editing Blog Posts
Step 1: Find the post in Blog Management list
Step 2: Click the blue Edit (pencil) icon
Step 3: Modify content as needed
Step 4: Click "Save Post" to update
Tip: You can create posts with or without featured images. Posts without categories will show as "Uncategorized".
Post Status Options
Draft: Post is saved but not visible to public
Published: Post is live and visible on the blog page
Scheduled: Post will publish at specified date/time
Archived: Post is hidden but kept in system
12. Sales Reversals & Refunds
When to Reverse a Sale
Sale reversals are used when:
Customer returns all items
Sale was made in error
Payment was rejected
Need to completely cancel a transaction
How to Reverse a Sale
Step 1: Go to Sales Management or Transactions
Step 2: Find the sale you want to reverse
Step 3: Click the "Reverse Sale" button
Step 4: Enter a reason for the reversal
Step 5: Confirm the reversal
What Happens When You Reverse a Sale
The system automatically:
✅ Deletes the sale record from the database
✅ Deletes all sale items associated with the sale
✅ Restores inventory - adds all items back to stock
✅ Deletes stock movements related to that sale
✅ Adjusts customer credit balance (if it was a credit sale)
✅ Logs the activity with reason and who performed the deletion
✅ Completely removes sale from the system
Permanent Deletion: When you reverse a sale, it is permanently deleted from the database including: sale record, sale items, and stock movements. The inventory is restored automatically.
Inventory Restored: All sold items are automatically added back to your stock when a sale is reversed.
Impact on Reports & Dashboard
Deleted sales are completely removed from:
Dashboard sales totals (today, month, all-time)
Dashboard profit calculations
Sales reports
Profit & Loss reports
Transaction listings
Credit sales calculations
Analytics and charts
Activity Log: While the sale is deleted from the database, the deletion activity is logged with the reason and who performed it for record-keeping.
Viewing Reversal History
To track deleted sales:
View activity logs to see deletion records with reason
Activity log shows who deleted the sale and why
Activity log shows the sale number and amount deleted
Check current product stock to verify restoration
Important: Only owners and managers can reverse sales. Salespersons do not have this permission.
Thank you for using MAUZO POS!
We hope this guide helps you make the most of your MAUZO system.