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AshubaSHOP IMS — User Guide

Everything you need to run your business with the AshubaSHOP Inventory Management System — whether you sell products, manage stock, or track services. Use the sidebar to jump to any topic, or scroll from top to bottom.

🚀 Getting Started

Sign Up & OTP Verification

Creating your free 30-day trial account takes about two minutes. No credit card is required. Visit ashubashop.com/trial/ and follow the steps below.

Registration form — business details
Step 1 — Fill in your business and personal details
Registration form — choose login credentials
Step 2 — Choose your username and password, then send the verification code
  1. Open ashubashop.com/trial/ in your web browser.
  2. Fill in the four required fields on the registration form:
    Business Name
    The official trading name of your business (e.g., Amani Electronics, Zawadi Boutique, Juma Pharmacy). This name prints on all your receipts and reports.
    Full Name
    Your personal full name as the account owner or manager.
    Email Address
    A valid email you can access. Used for account recovery and system notifications.
    Phone Number
    Your active mobile number including country code (e.g., +255712345678). A one-time PIN will be sent here by SMS.
  3. Click Send OTP. You will receive a 6-digit PIN via SMS within a few seconds.
  4. Enter the OTP code in the verification field. The code is valid for 10 minutes. If it expires, click Resend OTP to get a new one.
  5. Once verified, create your login credentials:

    Username: letters, numbers, and underscores only; no spaces (e.g., mwangi_hw).

    Password: minimum 6 characters. A mix of letters and numbers is recommended.

  6. Click Create Account. You are redirected to the login page and your trial is now active.
Tip: Use a simplified version of your business name as your username (e.g., amani_biz or zawadi_shop). It is easier to remember and faster to type at the start of each day.
Warning: The OTP is delivered by SMS only. Make sure you have mobile signal before starting registration. If you do not receive the SMS within 60 seconds, check your phone's network signal and tap Resend OTP.

First Login

After registration, log in through the app portal. Bookmark the page so you can return to it quickly every day.

  1. Open web_portal.html in your browser (or navigate to your deployed app URL).
  2. Type your Username and Password in the login form.
  3. Click Login. You are taken directly to the Dashboard.
IMS Web Portal login screen
The IMS Web Portal login screen — enter your username and password to sign in

Your free trial runs for 30 days from registration date. The trial has two distinct phases:

Trial Phase Days Access Level
Full Admin Access Days 1 – 7 Complete access — create and edit orders, manage inventory, run reports, and change all settings.
Read-Only View Days 8 – 30 Free plan access — continue creating orders, adding products, and viewing reports with modest monthly usage limits. Advanced editing and deletes are restricted until you upgrade.
Tip: Make the most of Days 1–7. Add your full product catalogue, create a few test orders, confirm a practice sale, and explore the Reports page. This gives you a genuine feel of the complete system before the free plan limits begin.

Setting Up Your Inventory

Before creating orders or recording sales, add your products or services to the system. The inventory catalogue is the foundation that all orders, sales, and purchase orders are built on — whether you stock physical goods or sellable service packages. Setting it up first ensures the entire app works correctly from day one.

  1. Log in and click the Inventory tab in the main navigation.
  2. Click the + Add Product button at the top-right of the inventory table.
  3. Fill in all the product fields (see descriptions below).
  4. Click Save Product. The product appears immediately in your inventory list.
  5. Repeat this for every product your shop stocks.
Product Name
The display name of the item — be specific to avoid confusion (e.g., Panadol 500mg Strip rather than just Panadol, or White Cotton Shirt XL rather than Shirt).
Category
Select the most fitting category from the 14 available (full list in the Inventory section).
Unit
The unit of measure for this product, e.g., Bag, Piece, Metre, Litre, Box, Roll.
Stock Quantity
Your current on-hand quantity at the time of entry. The system tracks this automatically going forward.
Cost Price
What you paid per unit to your supplier. Used to calculate gross profit in reports.
Selling Price
The price you charge customers per unit. This is shown in order forms and printed on receipts.
Reorder Level
The minimum quantity below which the system flags the item as low stock. Set this to the quantity you are not comfortable going below.
Tip: A practical way to set your Reorder Level: estimate how many units you sell per day, then multiply by your supplier's lead time in days. For example, if you sell 15 units of a product daily and your supplier takes 2 days to deliver, set the reorder level to 30.
Add Product form
Add Product form — fill in the product name, category, unit, stock quantity, reorder level, selling price, and cost price, then click Save Product

📊 Dashboard

The Dashboard is the first screen you see after login. It gives any business owner or manager an instant snapshot of performance — summarising revenue, stock health, outstanding balances, and key trends in real time as transactions are recorded throughout the day.

Overview Cards

Nine stat cards are displayed across the top of the Dashboard, giving you an instant snapshot of today's activity and month-to-date performance:

#CardWhat It Shows
1 Today's Revenue Total confirmed sales value for the current calendar day.
2 Today's Orders Number of orders confirmed as sold today.
3 Month Revenue Cumulative revenue from all confirmed sales in the current calendar month.
4 Gross Profit (Month) Month-to-date revenue minus cost of goods sold (COGS). Operating expenses are not included here.
5 Total Products Number of distinct products currently in your inventory catalogue.
6 Low Stock Items Count of products at or below their reorder level. Clicking this card filters inventory to show only these items.
7 Out of Stock Products with zero units on hand. These cannot be added to new orders.
8 Outstanding Credit Total amount owed to your business across all unsettled credit sales.
9 Pending POs Number of Purchase Orders sent to suppliers that have not yet been fully received.
Dashboard overview cards
Dashboard overview — stat cards showing total products, low stock, out of stock, inventory value, monthly expenses, and orders

Business Calendar

The Business Calendar widget shows a monthly view of upcoming important dates. It combines two types of entries:

TRA Deadlines
Automatically included filing and payment dates from the Tanzania Revenue Authority — monthly VAT submissions, quarterly presumptive tax periods, and annual return dates. These are pre-loaded and cannot be edited.
Custom Reminders
Events you add yourself — supplier payment due dates, stock-taking days, salary dates, bank loan repayments, or any other business event. Click + Add Event on the calendar widget to create one. You can set a title, date, and optional note.

Events are colour-coded: TRA deadlines appear in amber/orange; your custom events appear in the brand blue. Clicking any date that has events shows a small popover with full event details.

Tip: Add your supplier credit due dates as custom calendar events so they appear alongside your TRA obligations. You will always know what financial commitments are coming up in the current month.
Business Calendar Schedule
Business Calendar — TRA deadlines (VAT Return, Presumptive Tax, PAYE & SDL) are pre-loaded with countdown badges. Today's date is highlighted in blue.

Charts & Insights

Below the stat cards and calendar, two charts help you understand performance trends:

Revenue vs Expenses — 6-Month Bar Chart
Displays your confirmed sales revenue alongside recorded purchase costs for each of the last 6 calendar months. Hover any bar to see exact figures. A consistently growing revenue bar relative to expenses indicates improving profitability.
Payment Method Breakdown — Pie/Donut Chart
Shows what percentage of your sales this month were paid by Cash, Mobile Money, Bank Transfer, or Credit. Useful for understanding customer payment preferences and planning cash-flow accordingly.

The Insights panel below the charts analyses your data and generates short, plain-language action suggestions — for example: "3 products are out of stock but had sales in the last 30 days — consider restocking." or "Credit sales represent 40% of total revenue this month, increasing cash-flow risk." Insights refresh automatically each time the Dashboard is opened.

Revenue vs Cost vs Expenses bar chart and Expense Categories donut chart
Dashboard charts — Revenue vs Cost vs Expenses bar chart (left) and Expense Categories donut chart broken down by type (right)

📦 Inventory

The Inventory tab is the master catalogue of every product or service item your business offers. Orders, sales, and purchase orders all reference items from this catalogue.

Adding & Editing Products

New products are added via the + Add Product button (full steps in Getting Started). From the inventory table you can also edit or delete existing products:

  1. Click the ✏ Edit icon on a product row to open the edit form. Change any field and click Update Product to save.
  2. Click the 🗑 Delete icon to remove a product. A confirmation dialog will appear. Products referenced by existing unarchived orders cannot be deleted — archive or finalise those orders first.

Available Product Categories (select the best fit for your business type):

General Merchandise  Electronics & Accessories  Clothing & Apparel  Food & Beverages  Health & Pharmacy  Building & Construction  Tools & Hardware  Furniture & Interiors  Stationery & Office  Agricultural Supplies  Beauty & Personal Care  Auto Parts & Garage  Services & Labour  Other

Tip: Assign categories consistently from the start. Choosing the right category for each product makes your category-level reports and inventory filters far more useful when your catalogue grows to hundreds of items. If your business doesn't fit any of the listed categories, use General Merchandise or Other — you can always reorganise later.
Inventory table
Inventory table — shows product name, category, unit, stock quantity, reorder level, selling price, and stock status badge (OK / Low / Out)

Stock Level Badges

Each product row in the inventory table displays a coloured badge showing its stock status at a glance:

BadgeConditionMeaning & Action
● OK Stock > Reorder Level Sufficient stock on hand. No immediate action needed.
● Low 0 < Stock ≤ Reorder Level Running low. Consider raising a Purchase Order with your supplier soon to avoid running out.
● Out Stock = 0 Completely out of stock. This product cannot be added to new orders. Restock immediately via a Purchase Order.

Click any column header to sort the inventory table by that column. Clicking Stock Status groups all low-stock and out-of-stock items together at the top for quick review.

📋 Orders

An Order records what a customer wants to buy or has requested. Submitting an order alone does not reduce inventory stock or book revenue — those happen when you confirm the sale after payment. This two-step process lets you prepare orders in advance, quote customers, and give them time to decide.

Creating an Order

  1. Go to the Orders tab and click + New Order.
  2. Enter the Customer Name. For walk-in customers with no account, a generic name like "Walk-in" or "Counter Sale" works fine.
  3. Optionally enter the customer's Phone Number. This is stored with the order and printed on the receipt for reference.
  4. Add products to the order:

    — Click + Add Item.

    — Select a product from the dropdown. The list shows product names and current selling prices from your inventory.

    — Enter the Quantity. The line total (price × quantity) calculates automatically.

    — Repeat to add as many items as needed.

  5. Review the order summary at the bottom — it shows each line total and the overall grand total.
  6. Click Submit Order. The order is saved with status Pending and appears in the Orders list, ready to be confirmed when the customer pays.
Tip: The product dropdown shows current selling prices for reference. If you need to offer a discount for a specific customer, note it separately and adjust the amount when recording the sale.
New Order form with customer details and item line
New Order form — customer name, phone number, product item with quantity and unit price, and the running order total

Draft Orders

If you start building an order but need to step away before it is complete — for example, while waiting for the customer to confirm quantities — use Save as Draft instead of Submit. Draft orders are saved with status Draft and do not appear in revenue figures or affect stock.

To resume a draft, open the Orders tab, locate the draft in the list (drafts are shown at the top), and click ✏ Continue. Make your changes, then either submit or discard the draft.

Note: Draft orders do not expire automatically. Clean up old drafts regularly — an untidy drafts list can be confusing, especially when multiple staff are using the system.
Submitted Orders list
Submitted Orders list — shows date, customer, payment method, total, status badge, and PDF button for each order

Printing PDF Receipts

Any confirmed (sold) order can be printed as a branded receipt. The receipt includes your company name, address, phone, logo (if uploaded in Settings), the order date and reference number, customer name, an itemised list with quantities and unit prices, and the grand total.

  1. In the Orders list, click the row for the order you want to print.
  2. In the order detail panel, click 🖨 Print Receipt.
  3. A formatted, print-ready PDF preview opens in a new browser tab.
  4. Use your browser's print dialog (Ctrl+P / Cmd+P) to send it to a printer or save as a PDF file.
PDF order receipt
Sample PDF receipt — includes business name, customer details, itemised order lines, and grand total. A watermark is shown on free trial accounts.
Tip: Upload your business logo in Settings → Theme & PDF to make receipts look professional. You can also customise the PDF header colour and add a watermark (e.g., "ORIGINAL") to distinguish original copies from duplicates.

💰 Sales

A Sale is the confirmed transaction when a customer actually pays. Confirming a sale is what reduces inventory stock and records revenue in your reports and dashboard.

Confirming a Sale

  1. Open the Orders tab and find the order the customer is paying for.
  2. Click the ✔ Confirm Sale button on that order row.
  3. The Confirm Sale dialog opens. Select the Payment Method used by the customer (see options below).
  4. Enter the Amount Received. For full payment, this equals the order total. For partial or credit payment, enter the upfront amount paid now.
  5. Click Confirm. The system:

    — Records the sale and logs it to your revenue reports.

    — Reduces inventory stock for every item in the order.

    — Updates the order status to Sold.

    — If credit balance remains, adds it to the Outstanding Credit tracker.

Confirm Sale dialog
Confirm Sale — select the payment method and click Confirm to record the transaction

Payment Methods

MethodDescription
Cash Customer pays the full amount in physical cash. Sale is fully settled immediately.
Mobile Money Payment via M-Pesa, Tigo Pesa, Airtel Money, or similar. You may enter a transaction reference number for your records.
Bank Transfer Direct bank transfer or cheque payment. Enter a reference or cheque number for reconciliation.
Credit Customer receives goods now and pays later. Goods leave your stock but cash is outstanding. See Credit Sales below.

Credit Sales

A credit sale allows a trusted customer to take goods before paying. Stock is reduced immediately on confirmation, but the payment is recorded as outstanding.

  1. In the Confirm Sale dialog, choose Credit as the payment method.
  2. Enter the Advance Paid amount — the amount the customer is paying today upfront (enter 0 if nothing is paid now).
  3. Click Confirm. The outstanding balance (order total minus any advance) is recorded against this customer.

All outstanding credit sales appear in the Outstanding Credit dashboard card and in the Sales tab under "Credit Sales". To record a later payment, open the sale and click Record Payment. Enter the amount received. When the full balance is cleared, the sale is automatically marked Fully Paid.

Warning: Credit sales directly affect your cash flow. A high outstanding credit balance means you have delivered goods but have not yet been paid. Review the Outstanding Credit card regularly and follow up with customers whose balances are overdue.

🛒 Purchase Orders

Purchase Orders (POs) let you formally record goods you order from suppliers, track what has arrived, and update your inventory when goods are received. The full process is a structured 3-step wizard that ensures accuracy at every stage.

Creating a Purchase Order

  1. Go to the Purchase Orders tab and click + New PO.
  2. Enter the supplier details:
    Supplier Name
    The company or individual you are ordering from.
    Supplier Phone
    Contact number for this supplier (optional but recommended for quick follow-up).
    Expected Delivery Date
    The date you expect the goods to arrive at your premises. Shown in the Business Calendar as a reminder.
  3. Click + Add Item for each product you are ordering. Select the product from your inventory list, enter the quantity you are ordering, and confirm the unit cost price.
  4. Review the PO total and click Submit PO. The PO is saved with status Pending and is now visible in the Pending POs dashboard card.
Tip: You can add items to a PO that are not yet in your inventory. The system handles new product registration automatically during the Receiving Goods step — you will be prompted to enter the category, unit, and reorder level at that point. This works for any business type, from retail shops to pharmacies to auto parts dealers.
New Purchase Order form
New Purchase Order form — enter supplier name, phone, order date, item descriptions with quantities and unit costs, payment terms, and any notes before submitting

Receiving Goods — 3-Step Process

When goods arrive from your supplier, open the relevant PO in the Purchase Orders tab and click Receive Goods to start the wizard.

Step 1 — Goods Arrival

For each item listed on the PO, select its arrival status from the dropdown:

StatusWhen to Use
Fully Received All ordered units arrived and are in good, sellable condition.
Partially Received Only some of the ordered quantity arrived. An additional input field appears — enter the actual quantity received.
Damaged Goods arrived but are not sellable. These units will not be added to inventory. Document for your supplier claim records.
Not Received This item was on the PO but did not arrive with this delivery. The PO will remain open for this line item.
Cancelled You and the supplier agreed to remove this item from the order entirely. The line is closed with zero cost.

Once all items are marked, click Next → to proceed.

PO receiving Step 1 — Goods Arrival
Step 1 of 3 — Goods Arrival: set each item's arrival status (Fully Received, Partially Received, Damaged/Rejected, Not Received, or Cancelled)

Step 2 — Inventory Decision

For all items marked as Fully or Partially Received, decide whether and how to update your inventory:

Matched Products (already exist in your inventory)
The system finds the matching inventory item and shows a stock preview: "Current stock: 12 → New stock: 27". You can see exactly how your stock will change before confirming. Use the toggle checkbox to include or exclude any item from the update.
Unmatched Products (new items not yet in inventory)
A compact inline registration form appears for each unmatched item. Fill in:
  • Category — select from the 14 available categories
  • Unit — e.g., Bag, Piece, Metre
  • Reorder Level — the minimum safe stock quantity
When you proceed, the product is automatically created in your inventory catalogue with the received quantity as its opening stock. No separate inventory setup required.
Tip: If a supplier labels a product differently from how you name it in your catalogue, use the unmatched product form to register it under your preferred product name. This keeps your catalogue consistent for your customers.
PO receiving Step 2 — Inventory Decision
Step 2 of 3 — Inventory Decision: choose whether received goods should update your stock levels or be recorded without touching inventory

Step 3 — Payment Settlement

Record how you are paying the supplier for the goods received in this delivery:

OptionWhat Happens
Cash (Fully Paid) You are paying the full invoice amount now. The PO is marked as Settled. No outstanding supplier balance created.
Partial Payment Enter the amount you are paying now. The remaining balance is recorded as an outstanding amount owed to this supplier in Supplier Accounts.
Credit (Pay Later) No payment made at this time. The full invoice value is recorded as an outstanding supplier balance. You record payments later from the Supplier Accounts card.

Click Complete Receiving to finish. Your inventory is updated, and the PO status changes to Received (or Partial if some items were not received).

Warning: Selecting Credit does not send any notification or message to your supplier. It only records the obligation in your system. Always track payment due dates by adding them to the Business Calendar immediately after selecting Credit.
PO receiving Step 3 — Payment Settlement
Step 3 of 3 — Payment Settlement: select payment method (full, partial, or credit). Any unpaid balance is tracked under Supplier Accounts until settled.

Supplier Accounts

The Supplier Accounts card at the bottom of the Purchase Orders tab summarises your financial relationship with each supplier:

ColumnDescription
Supplier Name and contact phone number.
Total Ordered Cumulative value of all POs ever raised with this supplier.
Total Paid Sum of all payments recorded against this supplier across all POs.
Outstanding Balance The amount you currently owe this supplier (Total Ordered − Total Paid). Displayed in red when the balance is overdue based on your payment term calendar entries.

Click any supplier row to open a full transaction history showing individual POs, delivery records, and payment entries. Use the Record Payment button there to log a partial or full payment against the outstanding balance.

📈 Reports

The Reports tab gives you structured financial analysis of your business over any time period. Reports are generated instantly from your confirmed sales and received purchase order data.

Period Reports & KPI Cards

At the top of the Reports page, select your reporting period:

Daily
Data for a single date — use the date picker to select any day.
Weekly
The 7-day period ending on the selected date.
Monthly
A complete calendar month — select the month and year.
Custom
Define your own start and end dates for complete flexibility. Useful for quarterly reviews or financial year-end reporting.

Four KPI cards update automatically for the selected period:

KPI CardDefinition
Revenue Total value of all confirmed sales in the period. Includes both paid and credit (unpaid) sales.
Gross Profit Revenue minus the cost of goods sold. Calculated as (Selling Price − Cost Price) × Quantity for every item sold in the period.
Expenses Total purchase cost of goods received via Purchase Orders during the period.
Net Profit Gross Profit minus Expenses. The bottom-line profitability of the selected period.
Business Reports page
Business Reports — KPI cards showing Total Revenue, Gross Profit, Total Expenses, Net Profit, and Est. Tax (TRA), with a full sales breakdown table below

Profit & Loss Statement

Below the KPI cards, a full Profit & Loss statement is displayed in a structured, accountant-ready format. It breaks down revenue by product category and costs by expense type, giving a clear picture of which parts of your business are most and least profitable.

  1. Select your desired reporting period using the period selector at the top.
  2. Review the P&L statement displayed on screen — it updates immediately as you change the period.
  3. Click Export PDF to download a branded, print-ready P&L report. The PDF includes your company name, address, report period, and is formatted for sharing with your accountant or bank.
Tip: Export a Monthly P&L PDF at the end of each month and save it to a dedicated folder. By the end of the year you will have a complete 12-month financial record with no extra effort.

TRA Presumptive Tax Estimates

For businesses operating under Tanzania's presumptive tax regime, the Reports tab includes a TRA Tax Estimate section. Based on your total recorded annual revenue, the system automatically calculates your estimated tax liability using the official Tanzania Revenue Authority (TRA) presumptive tax brackets:

Annual Turnover (TZS) Applicable Tax
0 – 4,000,000 Exempt — No presumptive tax payable
4,000,001 – 7,000,000 3% of total turnover
7,000,001 – 11,700,000 TZS 90,000 + 3.5% of the amount exceeding TZS 7,000,000
11,700,001 – 100,000,000 TZS 254,500 + 3.8% of the amount exceeding TZS 11,700,000
Above 100,000,000 30% Corporate Income Tax — standard corporate tax regime applies; consult a registered tax consultant
Important Disclaimer: These are estimates based on the revenue data you have entered into AshubaSHOP IMS. Your actual tax liability may differ depending on your business registration type, allowable deductions, and TRA assessments. Always confirm your final tax obligations with a qualified accountant or with the Tanzania Revenue Authority directly before filing.

⚙️ Settings

The Settings tab lets you personalise how your business is represented in the system and how all generated documents look. All changes take effect immediately across the entire application.

Company Information

Your company details appear on every PDF document the system generates — receipts, purchase order confirmations, and P&L exports. Keeping these accurate ensures your documents look professional and contain the correct contact information for your customers.

Business Name
Your shop's trading name. Displayed as the main heading on all PDF documents.
Phone Number
Your business contact number. Printed on receipts so customers can call or WhatsApp you easily.
Address
Physical location or postal address. Printed on documents below the business name.
Website
Optional. If provided, it is printed on receipts — useful if you run a social media page, online shop, or WhatsApp catalogue.
Tip: If you use a WhatsApp Business number, enter it in the Phone Number field. Customers who receive printed or PDF receipts can tap the number directly to open a WhatsApp chat with you.
Settings — Company Information and Currency
Settings — Company Information (name, phone, address, website) and Currency selector with live format preview

Currency Settings

The currency setting changes how all monetary values are displayed throughout the application — on the dashboard, in reports, on receipts, and in order forms. It applies globally as soon as you save the selection.

Available currencies include:

TZS — Tanzanian Shilling  KES — Kenyan Shilling  UGX — Ugandan Shilling  USD — US Dollar  EUR — Euro  GBP — British Pound  ZAR — South African Rand  and additional currencies

Warning: Changing the currency only updates the symbol and number formatting — it does not convert any existing prices or values. If you have been recording prices in TZS and switch to USD, all numbers stay the same but the USD symbol will appear. Set the correct currency before entering your very first products and prices to avoid confusion.

Theme & PDF Customisation

Personalise the look of the application interface and the appearance of all generated PDF documents:

Theme Colour
The primary accent colour used in the app interface — buttons, active states, and highlights. Select from presets or enter any custom hex code (e.g., #1A6B9A).
PDF Header Colour
The background colour of the header bar printed at the top of all PDF documents. Defaults to the brand blue. Change it to match your own shop branding.
Watermark Text
Text printed diagonally across all PDF receipts and reports as a semi-transparent watermark. Common values: ORIGINAL, COPY, CONFIDENTIAL. Leave this field empty for no watermark.
Banner / Logo Image
Upload a JPG or PNG image to appear at the top of all PDF documents. Recommended size: 600 × 200 pixels, maximum file size 2 MB. Use your business logo or a branded banner image.
Business Calendar Deadlines
Add custom recurring or one-off events that appear in the Dashboard Business Calendar. See the Dashboard section for full details on how calendar events work.
Settings — Portal Theme and PDF Receipt settings
Settings — Portal Theme Color (sidebar and button accent colour) and PDF Receipt Settings (header colour, watermark text, and banner image upload)

📴 Offline Mode

AshubaSHOP IMS is built to keep working even when your internet connection drops or becomes unstable. This is essential for hardware stores in areas with intermittent mobile data coverage.

How Offline Mode Works

The application uses service worker caching — a browser technology that stores the app's code and interface locally after your first visit. On all subsequent visits, the app loads from this local cache, even with no internet connection at all.

When you are offline, the following applies:

  • The full app interface opens and is usable as normal.
  • Your last known data — products, orders, sales, and reports — is displayed from the locally stored snapshot.
  • You can browse, search, and review all existing records.
  • New entries and changes you make are saved to a local queue in your browser's storage.
  • An orange banner appears at the top of the screen showing how many changes are waiting to be synced (e.g., "3 changes queued — reconnect to sync").
Offline mode — data loaded from cache banner
Offline mode — the yellow banner at the top reads "Offline — data loaded from cache". The app continues to work normally; all changes are queued for sync.
Warning: Logging in for the very first time always requires an active internet connection — your credentials must be verified by the server. Offline mode is only available on devices where you have successfully logged in at least once while online.

Syncing Changes When Back Online

As soon as your device reconnects to the internet, the app automatically detects the connection and begins uploading your queued changes to the server in the background.

  1. Automatic Sync: The app silently detects network reconnection and uploads all queued changes in the correct chronological order. The orange banner disappears when the sync is complete and your data is up to date.
  2. Manual Sync: If you want to trigger an upload immediately (for example, when you step outside briefly to get a signal), tap the ↑ Sync Now button that appears in the orange offline banner. The sync begins immediately.
  3. After sync completes, a brief confirmation message shows how many records were successfully uploaded. If any records failed due to a data conflict or server error, they are flagged individually so you can review and resolve them manually.
Tip: If you use the system on multiple devices — for example, a phone at the counter and a laptop in the office — always sync one device before switching to the other. This ensures both devices are always working from the same, up-to-date set of data.
Warning: Do not clear your browser's cache, cookies, or site data while you have unsynced offline changes. Clearing browser storage will permanently delete the local queue and those unsaved records will be lost. Always tap ↑ Sync Now and wait for the confirmation before clearing any browser data.
Syncing changes back online
Syncing — the banner shows "Syncing 2 changes…" as queued orders and data upload to the server. A green "Back online!" button confirms the sync completed successfully.

AshubaSHOP IMS Free Trial — User Guide — ashubashop.com/trial/

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