User Guide & Documentation

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First-Time User Onboarding Guide

Follow these 4 essential phases to fully set up your **Pay Kar** system for day-to-day operations.

graph TD START((Welcome)) --> LOGIN[Initial Login] subgraph Phase1 [1. Initial Configuration] LOGIN --> SETTINGS[Setup Company Profile] SETTINGS --> LOGO[Upload Logos] LOGO --> TAX[Configure FBR / Taxes] end subgraph Phase2 [2. Building Masters] TAX --> CAT[Create Categories] CAT --> PROD[Add Products & Scan Barcodes] PROD --> SUPP[Add Suppliers] SUPP --> CUST[Add Customers] end subgraph Phase3 [3. Opening State] CUST --> COB[Set Customer Opening Balances] SUPP --> SOB[Set Supplier Opening Balances] PROD --> INV_INIT[Initialize Starting Stock] end subgraph Phase4 [4. Start Operations] COB --> OPS[Ready to Sell & Purchase] SOB --> OPS INV_INIT --> OPS OPS --> PO[Create Purchase Order] OPS --> POS[Open POS Terminal] end style START fill:#fef3c7,stroke:#92400e style LOGIN fill:#dcfce7,stroke:#166534 style OPS fill:#e0f2fe,stroke:#0369a1

1. Configuration

Enter store name, address, and upload your main & thermal logos in **Settings**.

2. Building Masters

Organize items into categories and scan barcodes for quick product entry.

3. Opening Balances

Record what you owe and what is owed to you before your first sale.

4. Operations

Launch your first **Purchase Order** or open the **POS Terminal** to sell.

Advanced System Logic & Connectivity

Master Connectivity Diagram

graph TD subgraph MasterData [Master Records] C[Add Customer] --> CB[Customer Opening Balance] S[Add Supplier] --> SB[Supplier Opening Balance] P[Add Product] --> SCAN[Scan Barcode / SKU] SCAN --> P end subgraph Procurement [Procurement Cycle] PO[Purchase Order] --> GRN[Goods Receive Note] GRN -->|Action: Add Stock| INV[(Inventory)] PI[Purchase Invoice] -->|Action: Liability| SL[Supplier Ledger] end subgraph Sales [Sales Cycle] SI[Sales Invoice] -->|Action: Subtract Stock| INV SI -->|Action: Receivable| CL[Customer Ledger] POS[POS Scanner] --> SI end subgraph Financials [Accounting] CP[Customer Payment] -->|Action: Less| CL SP[Supplier Payment] -->|Action: Less| SL EXP[Expense] --> ACCOUNTS[Profit & Loss] end CB --> CL SB --> SL style INV fill:#064e3b,stroke:#fff style CL fill:#1e3a8a,stroke:#fff style SL fill:#9a3412,stroke:#fff

Inventory Updates

**GRN** increases physical stock, while **Sales Invoices** auto-deduct quantity physically on hand.

Financial Flow

Invoices update **Ledger Balances**. Payments (Inbound/Outbound) reconcile these balances instantly.

1
Setting Up Your Account

Before you can start selling, you need to configure your basic store settings. This ensures your receipts and reports are accurate.

Go to Register and create an account.
Verify your email address (check your spam folder if needed).
Log in to your dashboard using your new credentials.

Note: Your 14-day free trial starts automatically upon registration. No credit card required.

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Using the POS

The Point of Sale (POS) is the heart of Pay Kar. It's designed for speed and simplicity.

Step 1: Add Items

Scan a barcode or search for a product name. Click to add it to the cart.

Step 2: Checkout

Click "Pay Now". Select Cash or Card. The receipt will print automatically.

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How to Add a Customer

Maintaining a clean customer database is essential for tracking sales history, loyalty points, and credit balances.

graph LR Start((Start)) --> Click[fa:fa-users Click Customers] Click --> Add[fa:fa-plus-circle Add New Customer] Add --> Fill[Fill Details: Name, Phone, Address] Fill --> Save((fa:fa-save Save Customer))

Navigate to Customers > Customer List.
Click the Add New Customer button at the top right.
Enter the required fields: Full Name, Contact Number, and optional NTN/CNIC for tax reporting.
Assign a Customer Type (e.g., Retail, Wholesale) to apply default pricing.
Hit Save to complete the process.

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How to Add a Supplier

Suppliers are the source of your inventory. Adding them correctly ensures your purchase orders and ledgers stay accurate.

graph LR S1((Start)) --> S2[fa:fa-truck Click Suppliers] S2 --> S3[fa:fa-plus Add New Supplier] S3 --> S4[Enter Company Info & NTN] S4 --> S5((fa:fa-check Save Supplier))

Go to Suppliers in the main dashboard.
Click New Supplier.
Provide the Business Name, Primary Contact, and Office Address.
Enter Opening Balances if you have existing debts with this supplier.
Click Save Supplier.

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How to Add a Product

Products are the core of your inventory. Ensure you define units and tax rates correctly for accurate automated billing.

graph TD P1((Start)) --> P2[fa:fa-boxes Click Inventory] P2 --> P3[fa:fa-plus Add Product] P3 --> P4[Define Category & Brand] P4 --> P5{fa:fa-barcode Entry Pattern} P5 -->|Manual| P6[Enter Sku/Name] P5 -->|Barcode| P7[Scan Product] P6 & P7 --> P8[Set Pricing & Tax] P8 --> P9((fa:fa-save Save Product))

Navigate to Inventory > Add Product.
Specify the Product Name and Category.
Assign an SKU or scan the manufacturer's Barcode.
Set the Unit of Measure (e.g., Pieces, Box, Kg).
Define the Cost Price and Sale Price.
Enable Low Stock Alerts to receive notifications when items are running out.

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How to Generate an Invoice

The Invoice generation process is optimized for speed. It links directly to FBR if enabled.

graph LR I1((Start Sale)) --> I2[fa:fa-search-plus Select Products] I2 --> I3[fa:fa-user-tag Identify Customer] I3 --> I4[Apply Discounts/Tax] I4 --> I5[fa:fa-money-bill-wave Payment Processing] I5 --> I6((fa:fa-file-invoice-dollar Print & Post))

Open the POS Terminal or Sales Module.
Search or scan product barcodes into the cart.
Select the Customer (Default is "Walk-in").
Check the Tax (%) and Discounts apply correctly.
Click Finalize Sale.
Choose payment method (Cash, Bank, Credit).
The system prints the receipt and updates stock/ledger instantly.

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How to Add an Expense

Track your business costs—like rent, electricity, and salaries—to get an accurate Profit & Loss report.

graph LR E1((Start)) --> E2[fa:fa-hand-holding-usd Expenses] E2 --> E3[Select Category] E3 --> E4[Enter Amount & Bill Photo] E4 --> E5((fa:fa-save Record Expense))

Navigate to Accounting > Expense Manager.
Select an Expense Category (e.g., Utilities, Salary).
Select the Payment Account (Bank account or Cash-in-hand used for payment).
Enter the Total Amount and Date.
Click Save Expense.

How to Configure with FBR

Integrating with FBR ensures your Tier-1 retail business is legally compliant. Follow these steps to activate the sync.

graph TD F1((Start)) --> F2[Get FBR PosID from Portal] F2 --> F3[Go to Settings > FBR] F3 --> F4[fa:fa-toggle-on Enable FBR Mode] F4 --> F5[Enter PosID & Store Key] F5 --> F6[fa:fa-vial Test Connectivity] F6 -->|Success| F7((fa:fa-check-double Live Sync Active))

Log in to your FBR IRIS Portal and register your POS terminal to get a PosID.
In Pay Kar, navigate to Settings > Taxes & FBR.
Toggle Real-time FBR Submission to ON.
Paste your PosID and Auth Key provided by FBR.
Click Verify Connection. Once green, all your sales will automatically report to FBR.

Still have Questions?

Checkout our frequently asked questions below or contact our technical helpdesk.

What if my internet is down?

Pay Kar stores invoices locally and automatically syncs them to FBR once you are back online.

Can I void an FBR invoice?

Yes, you must generate a "Sales Return" within the system, which will issue a debit note to FBR.

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Troubleshooting & Support

Encountered an issue? Follow these diagnostic flows to resolve common problems before contacting support.

1. Stock Discrepancy Flow

graph TD T1[Check Stock Report] --> T2{Is it Zero?} T2 -->|Yes| T3[Check Purchase Orders & GRNs] T2 -->|No| T4[Perform Physical Audit] T4 --> T5{Mismatch?} T5 -->|Yes| T6[Use 'Stock Adjustment' Module] T5 -->|No| T7[Check Pending Sales/Quotes]

2. Ledger Balancing Issues

graph LR L1[Identify Mismatch] --> L2[Verify Opening Balances] L2 --> L3[Check Duplicate Invoices] L3 --> L4[Verify Payment Vouchers] L4 --> L5((Recalculate Ledger))

Need More Help?

If your issue persists, our technical team can perform a remote audit of your database sync.

Contact Human Support

FBR Integration

Connecting to FBR

Pay Kar is a Tier-1 accredited FBR POS provider. We handle all the technical API syncing for you.

Enable FBR Mode

Go to Settings > FBR and toggle "Active".

Invoice QR Codes

Every receipt will automatically generate a verifiable FBR QR code.

Read full FBR Documentation →

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Quotations & Gatepass

Manage documents for pre-sale quotations and ensure the security of outgoing/incoming goods via Gatepasses.

graph LR Q1((Start Quote)) --> Q2[fa:fa-file-alt Create Quotation] Q2 --> Q3[fa:fa-share Send to Customer] Q3 --> Q4{Is Approved?} Q4 -->|Yes| Q5[fa:fa-file-invoice Convert to Sales Invoice] Q4 -->|No| Q6[Void / Expire] Q5 --> Q7[fa:fa-truck-loading Generate Gatepass] Q7 --> Q8((Release Goods))

Create Quotations from the Sales dropdown.
Convert quotes to invoices with one click.
Use Gatepasses to track physical goods moving in and out of your facility.

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Banking & Financial Accounts

Reconcile your physical cash with bank records and track multi-account balances across the system.

Manage your cash flow in **Banking > Banks** to ensure your project liquidity is always visible.

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Financial Reports (P&L & Balance Sheet)

Monitor your company's fiscal health using real-time accounting data generated by the automated ledger.

graph LR Sales[fa:fa-cart-plus Sales Revenue] --> PL[fa:fa-chart-pie Profit & Loss] Exp[fa:fa-minus-circle Total Expenses] --> PL PL --> BSH[fa:fa-balance-scale Balance Sheet] Asset[fa:fa-boxes Stock Value] --> BSH Equit[fa:fa-user-tie Owner Equity] --> BSH style PL fill:#4c1d95,stroke:#fff,color:#fff style BSH fill:#064e3b,stroke:#fff,color:#fff

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Multi-Warehouse Stock Management

Transfer stock between multiple physical locations and track stock availability per warehouse accurately.

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User Roles & Staff Management

Secure your system by defining specific user roles and permissions for your staff members to prevent unauthorized access.

How to use Pay Kar

0 First-Time User Onboarding Guide