Complete documentation for your Inventory Management and POS System
VR-Inventa is a comprehensive web-based Inventory Management and Point of Sale (POS) system designed to streamline business operations. It enables businesses to efficiently manage products, sales, purchases, inventory, accounts, expenses, human resources, and reports from a single platform.
Accessible anytime and anywhere via the internet, VR-Inventa improves operational efficiency, simplifies record-keeping, and supports informed business decision-making.
VR-Inventa centralizes business operations with a robust set of features:
| Plan | Monthly Price | Features |
|---|---|---|
| Basic | ₦5,000 | 1 warehouse, 100 products, 10,000 invoices, 2 users, 3 employees, limited features |
| Standard | ₦10,000 | 5 warehouses, 500 products, unlimited invoices, 10 users, 10 employees |
| Premium | ₦15,000 | 5 warehouses, 1,000 products, unlimited invoices, 10 users, unlimited employees, includes HRM, accounting, reports, ecommerce, and manufacturing features |
| Custom | ₦25,000 | Unlimited warehouses, products, invoices, users, and employees; advanced/customized features |
VR-Inventa is a web-based system that requires no complex installation for users, as it operates entirely online. The setup and onboarding process is designed to ensure customers can start using the system efficiently with guidance from the VR support team.
The System Workflow section describes how VR-Inventa operates from start to finish, outlining the step-by-step process users follow to perform key tasks within the system. It provides a clear view of the flow of operations, from logging in to managing sales, inventory, purchases, accounts, and reporting.
This section helps users understand how the system works, how data moves through different modules, and how daily operations are managed efficiently.
The Dashboard is the central hub of VR-Inventa, providing a real-time overview of business operations. After signing in, you are directed to the Dashboard, where you can quickly view key information about your system activities. Use the hamburger menu to navigate to other sections, review the inventory summary showing figures such as revenue and returns, and monitor performance through charts, recent transactions, and best-selling items. Access the Settings menu from the top-right corner to manage system preferences.
The next thing to do after signing in and seeing the dashboard is to navigate to settings and select general settings. Here, you can set up your business details, including the system title, logo, favicon, VAT registration number, time zone, company name, currency and its position, staff access, invoice and date formats, default profile margin, parking slip options, app key, and barcode. Once you have updated the information, click Submit to apply the changes, and the system will update to reflect your business settings.
To update your profile, navigate to User Profile under Settings. Here, you can set or update your username, email, phone number, company name, and password by entering your current password, new password, and confirming it. After making the changes, click Submit to save and update your profile.
Go to Category under Product to manage your product categories. Click Add Category to create a new category. You can search existing categories, select how many records to display per page, and use the Action button next to each category to edit or delete it.
Navigate to Brand under Product to manage product brands. Click Add Brand or Import Brand to add new entries. You can search brands, adjust records per page, and use the Action button to edit or delete a brand.
In Unit, you can manage product units. Click Add Unit or Import Unit to create new units. Use the search bar to find units, and the Action button allows you to edit or delete any unit.
The Product List shows all products in your system. Use the Add Product or Import Product buttons to add new items. You can filter and search products, view all in-stock items, and check details such as brand, category, quantity, unit, price, cost, and stock. You can also export the list to PDF or Excel for reporting.
Go to Add Product to enter a new product. Select the product type, enter the product name, and generate a product code automatically. Fill in details like barcode symbology, brand, category, units, pricing, cost, profit margin, taxes, stock, product image, warranty, and variants if applicable. You can also enable online sales, batch and expiry dates, and add product tags, meta title, and description for SEO. Click Add Product to save it.
In Print Barcode, select the product code you want to print. Choose the information to display on the label, such as product name, price, promotional price, business name, and brand. Select the paper size and click Submit to generate the barcode labels.
Go to Adjustment List to view previous stock adjustments. Click Add Adjustment to create a new adjustment record.
In Add Adjustment, select the warehouse, attach any relevant documents, and choose the products to adjust. Fill in details in the order table including product name, code, unit, cost, quantity, action, and notes. Click Submit to save the adjustment.
Use Stock Count to perform inventory counting. Select the warehouse, category, and brand, then click Submit. The system will list products for counting, allowing you to update stock levels accurately.
Go to Purchase List under Purchase to manage all purchases. Use the Add Purchase or Import Purchase buttons to create new entries, delete purchases, or filter the list. You can also search purchases to quickly find specific records.
In Add Purchase, fill in the date, reference number, warehouse, supplier, purchase status, attached documents, currency, and exchange rate. Select the products, fill out the order table, and include order tax, discount, shipping cost, and payment status. Click Submit to save the purchase.
Use Import Purchase by CSV to bulk add purchases. Select the warehouse and supplier, set the purchase status, attach relevant documents, and upload the CSV file. You can also download a sample CSV file for reference. Include order tax, discount, and shipping cost, then click Submit to complete the import.
In Purchase Return, record returned items from customers. Select the warehouse, enter the date of purchase and return, and view the list of returned items. You can also use the search bar to quickly find specific returns.
Go to Sale List to manage all sales. Click Add Sale or Import Sale to create new entries, delete sales, or filter the list. Use the search bar to quickly find sales. For each sale, the Action button allows you to view, edit, view payment, add return, send SMS, send invoice to WhatsApp, add delivery, delete, or generate invoice.
The POS (Point of Sale) displays the checkout screen, showing the grand total, date, warehouse, biller, and customer details. Here, you can process payments via cash, card, or multiple payment methods, draft or cancel the sale, and view recent transactions. Product categories, brands, and items are also displayed for easy selection.
In Add Sale, enter the date, reference number, customer, warehouse, biller, currency, and exchange rate. Select products and fill the order table, including order tax, discounts, shipping cost, attached documents, sales status, payment status, sale notes, staff notes, and whether installment payment is used. Click Submit to save the sale.
Use Import Sale by CSV to bulk add sales. Select the customer, warehouse, and biller, upload the CSV file, or download a sample file for reference. Include order tax, discount, shipping cost, attached documents, sales status, sale notes, and staff notes, then click Submit.
In Packing Slip List, you can view all packing slips, create a Challan, and search for specific records.
The Challan List allows you to manage delivery challans. Select the courier and filter by status (active or closed), then submit to view the list. A search bar is available to quickly find specific challans.
In Delivery List, view all deliveries and use the search bar to locate specific records.
Go to Gift Card to create new gift cards and view the list of all gift cards. Use the search bar to find specific cards.
In Coupon List, add new coupons and view existing ones. A search bar is available for quick access.
In Courier List, add new couriers and view all existing entries. Use the search bar to find specific couriers.
In Sale Return, record returned items from customers. Select the date and warehouse, add returns, and view the list of returned sales. A search bar is available to quickly locate specific returns.
Go to Quotation List to manage all quotations. Click Add Quotation to create a new quotation, use the search bar to find existing quotations, and view the list of all quotations.
In Add Quotation, select the biller, supplier, customer, and warehouse, then choose the products. Complete the order table by entering order tax, discount, shipping cost, status, attached documents, and notes, then click Submit to save the quotation.
Go to Transfer List to manage all product transfers. Click Add Transfer to create a new transfer, use the search bar to find existing transfers, and view the list of all transfers.
In Add Transfer, enter the date, select the from warehouse and to warehouse, and choose the transfer status (completed or pending). Select the products, complete the order table, add shipping cost and attach any documents, then click Submit to save the transfer.
Use Import Transfer by CSV to bulk add transfers. Select the from warehouse and to warehouse, set the transfer status, upload the CSV file, or download a sample file for reference. Add shipping cost, attach documents if needed, and click Submit to complete the import.
Go to Expense Category to manage expense categories. Click Add Expense Category or Import Expense Category to create new categories, use the search bar to find existing ones, and view the list of all expense categories.
In Expense List, view and manage all recorded expenses. You can add expenses, search records, filter by date and warehouse, then submit to display the results.
Use Add Expense to record a new expense. Enter the date, select the expense category and warehouse, input the amount, and click Submit to save the expense.
Go to Income Category to manage income categories. Click Add Income Category to create new categories, use the search bar to find existing ones, and view the list of all income categories.
In Income List, view all recorded income entries. You can add income, use the search bar to find records, and see the list of all income transactions.
Use Add Income to record new income. Enter the date, select the income category and warehouse, input the amount, choose the account, add a note if required, and click Submit to save the income.
Go to Customer List to manage customers. Click Add Customer or Import Customer to create new records, use the search bar to find customers, and view the list of all customers with their details. Use the Action button to edit or delete customer records.
In Supplier List, you can add or import suppliers, search existing records, and view the list of all suppliers. The Action button allows you to edit or delete supplier details.
Use User List to manage system users. Click Add User to create a new user, search existing users, and view user details such as email and company name. You can edit or delete users using the Action button.
Go to Sale Agent to manage sales agents. You can add new sales agents, search existing ones, and view the list of all agents. Use the Action button to edit or delete agent records.
In Biller List, add or import billers, search existing billers, and view the complete list. The Action button allows you to edit or delete biller information.
Go to Account List to manage accounts. Click Add Account to create a new account, enable or disable accounts as needed, use the search bar to find records, and manage accounts using the Action button to edit or delete them.
In Add Account, enter the account number, account name, initial balance, and notes, then click Submit to create the account.
Use Money Transfer to manage transfers between accounts. You can add a new transfer, search existing transfers, view the list, and use the Action button to edit or delete transfer records.
In Balance Sheet, view a summary of all financial records. You can review the balance sheet and use the search option to filter records as needed.
Go to Account Statement to view detailed account transactions. Select the account, choose the transaction type (all, debit, or credit), set the date range, and click Submit to generate the statement.
Go to Department to manage departments. Click Add Department to create a new department, use the search bar to find records, and view the list of all departments. Use the Action button to edit or delete departments.
In Designation, you can add new designations, search existing ones, and view the list of all designations. The Action button allows you to edit or delete designation records.
Use Employee to manage staff records. Click Add Employee to add a new employee, search existing employees, and view the list of all employees. Use the Action button to edit or delete employee details.
Go to Attendance to manage staff attendance. You can add attendance, import attendance by CSV, filter records, search entries, and view the list of attendance records.
In Holiday, add new holidays, search existing ones, and view the list of all holidays. Use the Action button to edit or delete holiday records.
Use Overtime to manage overtime records. Click Add Overtime, search existing entries, view the list, and use the Action button to edit or delete overtime records.
Go to Leave Type to define leave categories. You can add leave types, search existing ones, and manage them using the Action button.
In Leave List, add new leave requests, search records, and view the list of all leave entries. Use the Action button to manage leave records.
Use Payroll to generate employee payroll. You can filter and search payroll records, view the list, and manage entries using the Action button.
Go to Production List to manage all production records. Select the date, warehouse, and production status to filter records, add new production, search existing entries, and view the complete list. Use the Action button to manage individual production records.
In Add Production, enter the date, select the warehouse, set the production status, and attach relevant documents. Choose a recipe, specify the total quantity, review the ingredient list, add production cost, shipping cost, and notes, then click Submit to add the production record.
Use Recipe to manage product recipes. Click Add Recipe to create a new recipe, search products, view all products in stock, and manage recipes using the Action button to edit or delete entries.
Go to WhatsApp Settings to configure WhatsApp integration. Enter the permanent access token, phone number ID, and business account ID, then click Submit to save the settings.
In Message Templates, view and manage all message templates. You can search templates, view the list, and use the Action button to edit or delete templates.
Use Send Message to communicate with customers. Select the receiver and message template, enter the message content, attach an image or document if needed, and click Send to deliver the message.
Go to Activity Log to view all system activities. Use the search bar to quickly find specific records.
In Summary Report, select the date range and click Submit to view a summary including purchase, sale, sale return, purchase return, profit or loss, net profit or loss, payments received and sent, expense, income, payroll, and cash in hand.
View the Bestseller chart by selecting either all warehouses or a specific warehouse to see top-selling products.
In Product Report, choose the date range and warehouse, then click Submit to see a detailed list of all products.
Select a warehouse or all warehouses to view daily sales. The system displays the complete daily sale list.
View monthly sales in a chart format from January to December.
Select the warehouse or all warehouses to see a list of daily purchases.
View monthly purchases by selecting the warehouse and month.
Generate sale reports by selecting the date range and warehouse, then click Submit.
In Chalan Report, select the created date range, then click Submit to view all challans.
View sale reports in chart form by selecting the date range, warehouse, time period, and product list, then click Submit.
Select the date range to view all payments received and sent.
Generate purchase reports by selecting the date range and warehouse, then click Submit.
Select a customer and click Submit to view detailed reports for that customer.
Select a customer group, then click Submit to view the report.
Choose the date range to view customer dues. You can also use the search bar to find specific entries.
Select a supplier and click Submit to view detailed supplier reports.
Choose the supplier and date range, then click Submit to view all supplier dues.
Select a warehouse and click Submit to see the warehouse report.
View the stock chart for a specific warehouse.
See a list of all products nearing expiry.
View products that have reached or are below the minimum quantity threshold.
Select the date and click Submit to see the daily sales objectives.
Select a user and click Submit to view their activity and sales report.
Select a biller and click Submit to view their detailed report.
Use Cash Register to search and view all cash register transactions.
Go to Receipt Printers to manage printers. Click Add Printer, search existing printers, view the list, and use the Action button to edit or delete printers.
In Invoice Settings, add a new invoice format, set a default, and use the Action button to update or delete existing settings.
Use Role Permission to create roles, search existing roles, and manage them using the Action button to edit or delete.
In SMS Template, add new templates, search existing ones, and manage them using the Action button to edit or delete.
Use Custom Field List to create custom fields, search existing ones, and use the Action button to edit or delete fields.
In Discount Plan, create discount plans, search existing plans, and manage them using the Action button to edit or delete.
Use Discount to create discounts, search existing discounts, and manage them using the Action button to edit or delete.
View All Notifications to see the complete notification list. Use the search bar to find specific notifications.
In Send Notification, select the user, set a reminder, attach documents, enter the message, and click Submit to send the notification.
Manage warehouses in Warehouse. Add new warehouses or import them, search records, view the list, and use the Action button to edit or delete.
In Tables, add new tables, search existing ones, view the list, and manage entries using the Action button.
Use Customer Group to add or import groups, search records, view the list, and edit or delete entries using the Action button.
Manage Currency settings. Add new currencies, search, and use the Action button to edit or delete currencies.
In Tax, add new taxes or import them, search existing records, and manage them using the Action button to edit or delete.
Use Create SMS to send messages. Select the template, enter the customer name or mobile number, add the mobile number and message, then click Send SMS.
In Mail Setting, configure the mail driver, host, port, mail address, mail from name, username, password, and encryption, then click Submit.
Manage Reward Points by activating the system, setting sold amount per point, minimum sold amount to earn points, point expiry, duration and type, and redeem point settings, then click Submit.
Configure the SMS gateway, set default options, and click Submit.
Manage Payment Gateways like PayPal, Stripe, Moneypoint, Paystack, and Zendit. Select the gateway, choose whether it's for POS, e-commerce, or both, then click Submit.
In POS Settings, select the default customer, biller, and warehouse, set the number of displayed products, enable touch screen keyboard, table management, SMS after sale, cash register, and choose payment options (cash, card, credit sale, check, gift card, deposits, points, installment, etc.). Add more payment options if needed, then click Submit.
Set the default check-in and check-out times for employees, then click Submit.
In Barcode Settings, add new barcode settings, view the list, and use the Action button to edit or delete.
Manage system languages. Select the default language, add new languages, and manage translations as needed.
Go to Create Ticket to manage support requests. You can create a new ticket, search existing tickets, view the ticket list, and use the Action button to delete or manage tickets.
Go to Sliders to manage website sliders. You can add a slider, view images, and use the Action button to delete existing sliders.
In Menu, add new menu items, search existing menus, and use the Action button to edit or delete entries.
Use Collections to manage product collections. You can add collections, search records, and use the Action button to edit or delete.
In Pages, add new pages, search existing ones, and view all active pages. Use the Action button to edit, delete, or update pages.
Manage Widgets for different website sections, including available widgets, section above footer, side features, and footer section. You can add, remove, or rearrange widgets as needed.
In FAQ Category, view and manage FAQ categories. You can search, update, or delete categories using the Action button.
Use FAQs to add new FAQs, search existing ones, and edit or delete entries as needed.
Manage Social Links by adding, editing, or deleting links to social media accounts.
In Blog, add new blog posts, search existing posts, and edit or delete them using the Action button.
Configure E-Commerce Settings by selecting the site logo, favicon, site title, theme, font, theme color, homepage, store phone, store email, store address, and contact form email. Upload files if needed and click Submit.
View Product Reviews submitted by customers. Use the search bar to find specific reviews and view the complete list.
VR-Inventa provides continuous maintenance and support to ensure customers can use the system efficiently and without interruptions.
Get in touch with our team for any inquiries, support requests, or feedback.
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