Grocery Store Management Software

A solution built for grocery stores, market stalls and small retail shops — where the owner runs the counter, restocks the shelves and still has to remember who owes what. All of it lives in one system: point of sale, product and stock management, purchasing from suppliers, debt tracking and revenue reports.

The software is designed to be simple and fast to operate — a new cashier can work the counter after a few minutes of training, with no accounting background required.

System overview

The system has two parts:

• Point of sale (POS) — used at the checkout counter, optimised for keyboard and barcode scanner.
• Back office — for the store owner: products, stock, purchasing, debts and reports.

Data is organised around a single model — Store → Warehouse → Product → Transaction — so every movement (sale, purchase, return, adjustment) leaves a trace and always matches real stock levels.

Key features

Point of sale

• Fast order entry via barcode scanning or search by name and product code.
• Hold several open bills at once so a customer can keep shopping.
• Discounts per line item or on the invoice total.
• Payment by cash, bank transfer, or on credit for regular customers.
• Automatic change calculation and receipt printing.
• Returns and exchanges with refunds and automatic stock restoration.
• Support for weighed goods sold by fractional units.

Products & catalogue

• Product catalogue organised by category (dry food, drinks, household chemicals, homeware and more).
• Multiple conversion units for the same product: case – pack – can, sack – kg.
• Cost price, retail price and tiered wholesale prices by quantity.
• Generate and print barcodes for items that arrive without one.
• Expiry date tracking with alerts for items nearing expiry so stock can be cleared in time.
• History of selling price and purchase price changes.

Stock & inventory

• Real-time stock levels updated after every sale, purchase and return.
• Low-stock alerts based on a minimum stock level per product.
• Stock counts — compare physical stock against system stock and generate adjustment slips with reasons.
• Write-off for damaged and expired goods.
• Stock transfers between warehouses and branches.
• Stock ledger: the full inbound and outbound history of every product.

Purchasing & suppliers

• Create goods receipt notes from suppliers with automatic cost price updates.
• Supplier directory with contact details and transaction history.
• Track accounts payable to suppliers and record each payment.
• Return goods to suppliers when items are defective or near expiry.
• Suggested restock list based on stock levels and sales velocity.

Customers & receivables

• Regular customer profiles with purchase history.
• Customer credit ledger — record debt at the point of sale, log each repayment, see the remaining balance.
• Credit limits with alerts when a customer exceeds their limit.
• Loyalty points and dedicated discounts for regular customers.

Promotions

• Discount campaigns by product, category or store-wide.
• Percentage or fixed-amount discounts, with start and end dates.
• Quantity-based discounts (buy more, pay less per unit).

Cash book & expenses

• Record receipts and payments outside of sales: electricity, rent, petty cash.
• Cash book for cash on hand and bank accounts.
• Shift and end-of-day closing for cashiers, reconciled against cash in the drawer.

Reporting

• Revenue by day, week, month and by cashier.
• Profit and loss per product based on cost price versus selling price.
• Best sellers and slow-moving stock reports.
• Inventory reports and stock value at any point in time.
• Receivables (customers) and payables (suppliers) reports.
• Export to Excel.

Multi-branch & permissions

• Manage several stores or branches in one system.
• Separate accounts for owners, managers and cashiers.
• Role-based permissions: restrict who can see cost prices, edit prices or void invoices.
• Activity log — trace who changed what, and when.

Who uses it

• Store owners — track revenue, profit, stock and outstanding debts remotely.
• Cashiers — sell, print receipts and close their shift at the end of the day.
• Stock staff — receive goods, run stock counts, write off and transfer stock.
• Accountants / bookkeepers — reconcile cash flow, debts and reports.

Highlights

• Fast at the counter — barcode scanning, keyboard shortcuts and held bills cut customer waiting time.
• Stock that always matches — every movement hits the stock ledger, and counts produce adjustment slips with clear reasons.
• No forgotten debts — customer and supplier ledgers kept separate, with limits and alerts.
• Real profit visibility — margins calculated on actual cost price, not just revenue.
• Right-sized for small shops — simple, easy to use, no accounting knowledge needed.

The software is built around how Vietnamese grocery stores actually operate, and continues to gain features based on feedback from the shops using it.