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Please note: This is quite a lengthy read. Scroll to find the module / section you want information on.
ACCOUNT CREATION AND ONBOARDING
Registration
WHY
To make the whole process more simple and guided especially for users who were having difficulties differentiating between sign up and log in. We have decided to use “GET STARTED” instead.
TECHNICALITIES
Onboarding now has 2 main stages; shop owner account creation and shop or business setup.
first name
last name
email address
phone number(have to be verified)
gender info
6 digit business pin.
This account becomes the admin account for the shops set up under it. It is advisable to use the admin phone number and email in the process. Verification is sent via SMS and WhatsApp based on what the user selects in the process. SMS deliverability is fully dependent on the network you are using.
After the account has been created, the user has to set up shop. In setting up shop the following information is required
Business name
registration number
Location
tax number
( etc some of which are not required)
After this you accept the terms and conditions and you are good to go. When all this is done successfully your account is ready.
Login
WHY
Login is designed to allow users who already have an account to gain back access.Login with phone number and 6 digit PIN.
It is important to note that any 3 failed attempts to login will block your account and be suspended for 5 minutes. This is security measure on StoreFront
Now, during log in, a pop-up will appear asking you to confirm your phone number.
Reset Pin
WHY
On some occasions people forget the password they use to login into their account. Reset is used when the user forgets his/her password and wants to change it completely.
TECHNICALITIES
To do a successful reset, a user needs to provide the phone number with which they created the account. A verification code will be sent to the number and then you can proceed to reset your password. It is worth noting that the verification code delivery rate is totally dependent on the network you are on.
For fast delivery, the team advises people to choose the whatsApp option.
Dashboard
WHY
The dashboard is the first screen you see after creating an account or logging in.. Shop admin can upgrade to premium or change packages if they want to. The name of the agent or admin is also displayed here. There is a quick option to chat and contact support should you want to.
On this same page you can see the progress of your set up. You see the percentage completion level.
It's important to note that all these modules are interconnected. For instance your products are supplied by the supplier, your purchases are made by the customer, your agents record the sales and reports are generated from the sales that are affected by the expenses that you are making.
Beneath all these tabs is a version indicator at the bottom. The current version of the app is indicated here.
TECHNICALITIES
The dashboard is primarily aimed at giving information on each module. It is also a quick link to all features and modules. A long press and hold of each module reveals information about the module. Clicking on the package can lead the admin to run an upgrade to the current package the shop is subscribed to.
The dashboard also now shows the number of days left for a subscription tier to end. This indicator comes one when a user has 15days left until it ends. By tapping on the action a user can pay directly for renewal.
The progress indicator on the dashboard as of version 1.7.5 controls 4 main actions, each contributing 25% to the progress. These actions are Account setup, location update, sales orders and product upload. Upon completion of one of them the shop gets 25 percent. Not until all is completed the shop is considered not fully set up.
There are now lessons called Show Help that help to explain things about each module.
Mall Orders are now available on the StoreFront app. It can be located in the Activities section of the Dashboard. You can process sales from StoreFront Mall. Please note that this is only available if you have already setup your mall with a url.
Printing is now also available on the StoreFront app (if your device supports printing or is connected to a printing device). You can now print Payment reports, Mall Orders and Transaction details.
In a Shop Profile, you can see the Days Left for Premium subscription to expire and also the remaining SMS allocation.
We have also received several instances of internet unavailability on some devices. As such we have added an internet connection status indicator. When the device is connected to internet the status is green
PRODUCTS
WHY
Every shop sells something in the form of a product or service. The shop can only sell them if they have them. The product module acts as their inventory management where the shop owner adds and manages the products or services they sell, prices them and restocks when they are out of stock.
TECHNICALITIES
First products need to be added to the shop and there are three ways of doing this. The three ways are Add by Myself, Use Bulk Upload Template and add from Kudigo Product Gallery.
To add by the user themselves, they are supposed to
Provide an image for the product or pick a colour to identify it.
Then they are supposed to specify if it is a physical product or a service.
Name, description, product category, barcode if there is any, product supplier, an expiry date if the product expires, low threshold level, a unit of measurement, supplier price, selling price and VAT value are entries required to create the product or service.
A product category can be created for a product if there is none that the product being added belongs to. Same for the supplier. A supplier can be added and selected as supplier of that product being added but selecting a supplier is not mandatory.
The user can specify if a product expires or not and if it does, an expiry date has to be provided so they are notified when a product is close to expiration.
A low threshold level is also required so a notification is sent from the app when stock is low for a product.
Every product has to be measured one way or the other so adding a Unit of Measurement is mandatory when adding a product. The user can add various units of measurements to measure how they are sold. When adding a product, if the unit of measurement selected for the product is not the smallest unit for selling, they are required to choose the smallest unit. But if it is and there is another unit for selling it, that unit can also be added.
For instance, if the user sells coke and in adding the product, they choose Crate as the unit of measurement but it is also sold in single bottles, then Bottle needs to be added as the smallest unit of measurement. But if Bottle was selected as the initial unit then they can also add Crate as another unit of measurement. All these units should have their prices attached to them.
Supplier prices and selling prices need to be accurate to determine profit margins and generate accurate reports.
The user can specify if VAT values are Standard or choose from a list of VAT value percentages for a product or service. They can also check a checkbox to specify if the VAT value is inclusive or not.
For barcodes, the user can scan the barcode on the product and it is saved else they can generate one for a product by tapping on More Options in the Add Product page. Finally, a product can be added by tapping on the Save Product button and can be accessed from the product list. After adding a product, the user can continue adding products if they wish without leaving that page.
After products are added, the user has to set the quantity available in shop else they cannot sell the products This is done by tapping on the product and selecting Set quantity. The quantity can be increased and decreased to match what is actually available in the shop.
Actions that can be performed on a product include Viewing Price List, Edit product, Increase and Decrease Stock, Set quantity, Change Price, View Stocking records, view Purchase history, Transfer Stock to another shop and Remove Product.
Stocking records gives a history of actions performed on a product and this list can also be sorted by date periods or filtered by actions.
The list of products can be Ordered as Grid to display in grid format or Ordered as List to display in list format according to the user’s preference.
Now, any product that has expired will have an olive colour background and products that are running on low stock will have a light green colour background.
The user can view and manage Product categories by tapping on Product category in More Options. Units of measurements and Discounts can also be accessed and managed from More options.
Products can be filtered by Date Range(Expiry Date or Date Added) and Stock Value(Quantity in Stock or Low Stock Value which brings those products to the top of the list.
You can also filter products by the expiry date.
Product Info lets the user know how many products there are in total.
The list of products can be searched through either with the search box or the barcode scanner at the top of the list. Sorting can also be done using product categories that are displayed on top of the list.
SALES ORDER MODULE
WHY
For recording sales made in a StoreFront shop, a sales order is created. Payments for the sale can be processed here if the shop has payments approved.
TECHNICALITIES
On the main Sales Order page, all products that have been added to the shop are displayed with their prices and quantities available. To create a sale order,
Tap to select products or services to add to the sales order and tap the cart icon to open the cart tab.
The user can search for a product with the search box or the barcode scanner.
The list of products can be Ordered as Grid to display in grid format or Ordered as List to display in list format according to the user’s preference.
A discount can be applied for a sale.
A customer can also be added if they have been added to the shop as a customer.
A date can be set for the sale order.
In the cart tab, the user can increase and decrease quantities for each product or remove them from the cart.
The total amount and tax for the sale is displayed at the bottom of the tab.
The customer to which it is being made to can be added from here.
When done, the User taps the Done button to proceed or can close the tab and proceed from the main Sale Order page where they tap the Process Order Button.
If payments have been approved, payment can be processed by using payment methods such as Cash, Card, Mobile Money for MTN, Vodafone, Airtel, Tigo networks.
Double check out can also be used if it has been enabled by the user.
The user can Split Pay for a sale.
A sale can be processed later and if that is the case, it becomes a pending order. Pending orders together with All sales orders can be found in More Options when the user taps on Sales Orders.
For Double checkout, a code is generated after the first leg and used to process the payment in the second leg. This is done in Activities on the Dashboard.
For credit payment, the initial amount is recorded and the customer is added and tagged as an owing customer.
All sales Orders can be found by tapping Sales orders in More Options which contain all details of a sale order. They can be modified or processed if they are pending.
The logic behind Dynamic Pricing has changed to ensure that the price is not set below the Supplier Price.
CUSTOMER MODULE
WHY
A shop is nothing without customers. A shop owner needs customers to make profits and also so the shop can thrive. This module allows the shop owner to manage their customers and easily reach out to them with campaigns.
TECHNICALITIES
In the customer module, a shop owner can add customers, create groups to categorize them and create campaigns that can be sent to these customers.
Customers
Adding a new customer simply involves
Tapping on the Add icon at the top right of the main customer page and selecting the New Customer option.
The form that comes up needs the user to enter the customer’s name, email address, phone number and address. The email, number and address are not required though and can be updated later.
Then tap on the Save button to save. A list of all customers is displayed on the main page of the customer module.
A customer can be Viewed, Edited or Removed. The user can also search for a particular customer in the search box or filter customers according to groups if there are any. Viewing a customer’s detail brings up the name, number, the date they last visited if they ever made a transaction and their transaction record. Customers owing can be viewed by selecting Owing Customers in More Options. For a customer owing, a payment of the balance can be made by tapping on the owing customer and selecting Make Payment.
Groups
To create a group,
The user taps on the Add icon on the main customer page and selects New Group in the options or selects Groups in More options and taps on the Add icon at the top of the Group page.
The user is required to select a colour tile to identify the group and enter a name for the group.
They can also decide to apply a discount for that particular group by tapping on Applicable Discount. On the discounts page, they can create a new discount by tapping the Add button. The New discount form requires the user to enter a name for the discount and value or a percentage. Once the discount is saved, the user can select it to apply to the group or select any other discount in the discount list. The user can decide to remove the discount
To save the group, the user taps on the Create Group button. They can then proceed to add customers to the groups.
To View customers in a group, the user taps the group and selects View Customers.
Customers can be added or deleted from a group by selecting Manage Customers.
Edit Group Info allows the customer to modify the group details and Remove group deletes the group from the list.
A customer cannot belong to more than one group.
Campaigns
To create a campaign,
The user can tap on the Add icon on the main customer page and select New Campaign or select Campaigns in the More options and tap the Add button.
The user is required to enter a Title for the campaign, a message, a photo but that is optional.
Select who should receive the campaign such as All customers, a particular group of customers(here the user selects any of the groups they have already added), specific customers(the user selects individual customers), customers who visited within a certain date range or customers who visited a number of times.
The user can choose whether to send a campaign out Now or Later. Sending Now sends it out immediately while sending Later means they have to schedule a date and time on which it should be sent.
The sending medium also needs to be specified, whether sending through email, SMS or All.
All campaigns can be viewed on the Campaign page and can be sorted according to periods, searched through and filtered according to their sending mediums which are Email, SMS or All.
Each campaign in the list has details that can be viewed and each campaign can also be deleted.
EXPENSE MODULE
WHY
In order for the shop owner to get accurate accounting reports for their shop, it is advisable that they list out all expenses made while running the shop. These expenses will then be subtracted from the sales made so they can see the profits they are actually making periodically.
TECHNICALITIES
When the user enters the Expense module, they can add new expenses, group these expenses into categories, add, edit and remove new categories according to their own discretion. There are default categories already provided which are expenses a shop is likely to make in those categories.
When adding an expense,
The user is required to enter an amount spent on the expense.
The currency will be determined from the country selected when registering the shop.
A category for the expense is selected but if there is no category that describes the expense, they can create a new category for it.
Then a note needs to be added to describe the expense.
A date on which the expense was made must be selected and finally, the user needs to specify how often this expense is made, whether Daily, Weekly or Monthly.
After these fields are entered, the user can save the expense by tapping on the Save button.
On the main page for Expenses, the user can view a list of all expenses with their total amount showing above them.This list can be sorted according to periods that are predefined or by start and end dates entered by the user themselves. Sorting according to the periods brings up expenses created within those periods.The user can also filter the expenses using their categories.
An expense can be edited by the user at any time and can also be deleted.
SUPPLIERS MODULE
WHY
The suppliers module is meant to help the shop owner refill their shops when stocks are low low by requesting for stock from their suppliers. This provides a seamless inventory management for the shop owner on the app at all times.
TECHNICALITIES
For the Supplier module, a user can add, edit and remove a supplier. A user can also make a supply order by selecting the goods they are interested in restocking from an available list of goods a supplier has.
There are three ways a user can add a supplier. Adding a supplier by themselves, Choose a supplier from Kudigo and Using a Supplier code.
When adding a supplier by themselves,
A user is required to enter the Supplier’s name, phone number, address if there is any and choose a category for the supplier
After entering these details, the user can save the supplier by tapping on the Save button.
A list of all suppliers added can be viewed on the main page of the module. A user can search for a supplier, view a supplier’s details, edit or remove a supplier.
When a user Views a Supplier, they can see all supply orders made for that particular supplier that were successful if there are any.
The user can make a supply order by tapping the add button at the top. This gives the user a list of all goods they can add to their order. Once added, they can view these goods in the Cart tab and make changes to them such as increase or decrease quantity or delete from the order.
They can also see the total cost of the supply orderThe user can now place the order by tapping on the Place Order button. This order will be pending till it is processed by the supplier. A list of pending supply orders can be viewed by tapping on the list icon at the top of the Supplier details page.
AGENTS MODULE
WHY
A shop may have one or more agents managing it for the shop owner. In order for the agents to have access to the shop and all its functions on StoreFront, the owner needs to add all agents and specify if they are Shop Managers or Sales Agents. The owner can be updated on all the activities performed in the shop even if they are not physically present by viewing what goes on on their version of the app.
TECHNICALITIES
The shop owner can add, edit and remove an agent. The user can manage permissions for each agent, specifying what an agent can do and cannot do in the shop on StoreFront.
The user taps on the plus button at the top of the main page to add a new agent.
The user is required to enter the agent’s email address, phone number, create a pin for login, specify the agent’s role by selecting the Shop Manager or Sales Agent and the agent’s gender.
The user then saves the agent by tapping on the Add Agent button.The phone number provided has to be the same one the agent uses to login to the shop on StoreFront.
Once the agent has been added, the agent can now login to the shop using the phone number and pin.
The agent will provide their name at login and can perform the activities that the shop owner has allowed them to perform on the app.
View detail of an agent shows details of the agent and a list of all sale orders made by that agent and its details. The user can sort the sale orders by using the predefined periods on top of the list or by specifying start and end dates for the period they will like to view sales orders made by that agent. The sales orders can also be filtered by payment methods and the total amount for the list is displayed on top of the list.
The Agent Permissions now include Profit Permission and Backdate Order Permission. The Shop Manager still has access to all these Permissions (but just within that shop).
PAYMENT MODULE
WHY
The shop owner can keep track of payments made on StoreFront. They can view all details about a particular payment and a history of all payments captured on the system.
TECHNICALITIES
The user first needs to do a Payment Request which can be done through the app from More options in the payment module. After going through the approval process, and payment for that shop has been approved, the user can use payments on the app.
All payments made for sale orders are displayed in the payment module. The user can find all details of a payment such as Order number, amount paid, payment method, agent that processed the order, the status of the payment and the date for the payment.
The payment list can be sorted by predefined periods to display the ones the user is more interested in. For example the user can sort by 1week and have all payments made in the last week displayed. The payment list can also be sorted by payment methods, transaction type such as sale order or credit sale and transaction status such as success, failed or cancelled.
The total amount for the current list being displayed is shown at the top of the list with the period that it is being sorted by also showing on top. The Payment Info option in More options provides the user with the Terms and Conditions they are supposed to agree to in order to do payments on StoreFront.
REPORTS MODULE
WHY
A shop owner needs Reports to analyse the progress of their business. The reports module helps the user to do this by providing a daily summary report of all sales and profits made.
TECHNICALITIES
Summary
The summary tab brings up the total amount for sales made, profit margin and expense for the day. All products that were purchased are displayed with the quantity sold, quantity available, total amount sold and profit made on it. Users also have the option of selecting specific date ranges to see reports.
Profit
The Profit tab displays the profits made that day and all the products with their profit margins. The user can view a graph that gives a graphical representation of the profit made within a certain period. The user can tap on the Apply Graph filter to set the date for the period and corresponding profit they want to see on the graph.
Though the profit by default is by the current day. The user can select date ranges. 1D means today, 1W means a week till today ,1M means a month till today, 3M means three months till today, 4M as well means four months till today and finally 1Y means a year till today are the fixed date ranges available. A user can select their own customer date range to view reports.
Sales
Sales tab contains all sales orders made that day and the total amount of the sales. Over here the user can also view a graph to view a graphical representation of sales made within a period. All these can be filtered with payment methods. The reports can be printed and a Stock report can be generated for products by scanning their barcodes.
SETTINGS MODULE
WHY
Every application has settings that allow the user to make changes to how the app works better for them. Some features can be enabled and disabled, some stuff can be edited and some other functionalities can be found here.
TECHNICALITIES
The Settings page displays the users name, phone number and a StoreFront logo at the top.
The subscription package the shop is on is displayed here and it can be changed to any of the premium packages and payment can be made in the process.
Personal Profile
Personal profile details such as username, pin, phone number, email address and profile image can be changed. The user can also share their referral code from here.
Shop profile
Shop profile details such as shop name, business category, registration number, tax number, VAT number, location as well as shop logo can be changed from here.
Shop Settings
The shop settings can be modified to suit the users activities. Features such as currency, low stock level, can be modified. A SageOne Accounting connection can be made to the shop on the app in shop settings if the user has a SageOne account else they can create one for accounting purposes.
Return Policy
Return policy can be modified by setting a day limit for which an item can be returned.
Whatsapp communication can also be enabled where the user’s whatsapp number can be provided to enable it.
Partner Connect
The user can connect partners to the shop if there are any by providing the partner code. Partner connect allows you to give an external person or organisation access to your shop data.
Last Backup Time
The user can also check for the last time data was backed up on the app. This helps the user to know the last time their shop has made connection with the KudiGo server.
Payment Request
Payment request and device configuration settings are found here. Request for payment to be set up for your shop. After providing all the required documents, the user may be approved for payment.
Double Checkout
Users can enable double checkout from here. It is important to note that double checkout mode is now enabled by default.
Add Ons
StoreFront has added a new section called add ons. The future of this is to allow any future addition to StoreFront. But for now it allows you to buy and purchase SMS bundles for your campaigns
Device Request
This section allows users to browse through a catalog of kudiGo devices and hardwares. Requests can be made for these hardwares.
Contact Support
To contact Support, the user can tap on Contact us.
Referrals
This feature allows users to easily share links and referral code to people they want to invite to StoreFront
Rate Us
If a user is satisfied with the kudiGo experience, they can quickly and easily rate us on the store.
Feedback
By emails users can share their feedback with us through this channel.
LogOut
Users can logout from the settings module. During logout, some conditions have to be met. A user for instance cannot proceed to logout, should he/she have pending orders on the device.
Every information on updates
