AlgoStock v2.7 · User Guide
Everything you need to
run your business confidently.
A plain-language guide for every person who works with AlgoStock — cashiers, managers, admins, and support staff. No technical knowledge required.
Section 01
💡What is AlgoStock?
AlgoStock is a complete business management program for shops and service businesses. It brings all your daily operations into one place — from selling at the counter to tracking stock, managing clients, following up on purchases, and understanding your business performance.
Everything runs on your own computer. No internet required. No monthly subscription. Your data stays with you.
Sales & POS
Inventory
Clients & Suppliers
Services & Appointments
Analytics & Reports
Cash & Treasury
Offline & Private
Section 02
👤Who Uses AlgoStock
AlgoStock uses roles to control what each person can see and do. Your role is set by the administrator when your account is created.
🛒 Cashier
Handles counter sales and customer interactions.
Point of Sale
Product search
Basic settings
Financial reports
User management
📋 Manager
Oversees daily operations, stock, clients, and purchases.
POS & inventory
Clients & suppliers
Purchases & invoicing
User management
Store configuration
🔑 Admin
Full, unrestricted access to every feature.
All screens & reports
User management
Store configuration
Advanced settings
Tresor access
🔧 Technician
Repair specialist — manages appointments and service jobs.
Service POS
Appointments
Repair tracking
Cash register
Financial data
🏗️ Worker
Warehouse staff — handles stock and depot transfers.
Inventory view
Stock transfers
Depot view
Sales & POS
Client data
💡
If you cannot see a screen or button that another user can, your role may not include that feature. Ask your administrator to review your permissions.
Section 03
🚀First Login
When you open AlgoStock, the first screen you see depends on your device and how the software was set up. Desktop computers may have an extra activation step.
If you see the Activation screen
Contact your administrator or support person.
Complete the activation step they describe.
Restart AlgoStock if needed.
If you see the Device Not Activated screen
Contact your administrator.
Ask them to open POS Management and activate your machine.
Try opening the software again after they confirm it's done.
Normal login
Enter your username and password.
If prompted, select the correct depot for your location.
Press Login. The home screen will open.
⚠️
Login failed? Check your username and password carefully. If the problem continues, check that the database server is running and your user account is active.
Section 04
🏠Home Screen
The Home screen is your starting point. It shows cards for every part of the software you have access to. Click any card to open that module.
🛒
POS
Open the live sales screen to sell products.
💵
Cash Register
Manage daily cash movements and balance.
📦
Products
Add, edit, and organize your product catalog.
📊
Inventory
View stock levels and movement history.
🤝
Clients
Customer list, debt tracking, and history.
🚚
Suppliers
Supplier records and purchase history.
📈
Analytics
Business reports and performance data.
⚙️
Settings
Store info, appearance, and advanced options.
Section 05
🛒POS — Selling Products
The POS (Point of Sale) screen is where sales happen. Cashiers use it to build a cart, take payment, and issue a receipt. It is the most frequently used part of AlgoStock.
How to complete a sale
Open POS from the Home screen.
Search for a product by name or scan its barcode.
Add it to the cart. Repeat for all items.
Select a client if the sale is linked to a customer account.
Review the total and apply any discounts.
Enter the payment amount and method.
Confirm the sale. A ticket is generated.
✅
Before finalizing: double-check product quantities, the client selection, discount amounts, and the paid total. A careful sale saves time later.
⚠️
If a sale cannot be completed, check that the product is in stock, the payment values are correct, and the database connection is still active.
Section 06
📄Achat / Vente Dashboard
The Achat/Vente dashboard is your business history. It lists all past sales and purchases so you can review, filter, and export documents.
Open Achat/Vente from the Home screen.
Use the date filters to choose the period you want.
Choose sales, purchases, or all records.
Use the search field to narrow results by name or reference.
Open a transaction to see its full details.
Share or export a document if needed.
Section 07
💵Cash Register
The Cash Register tracks daily cash movements — money in and money out. Use it at the start of the day, throughout the shift, and at closing time.
Open Cash Register and review the current balance.
Record incoming (recettes) or outgoing (dépenses) movements as they happen.
At the end of the shift, perform closure according to your company process.
Section 08
🏦Tresor Management
Tresor Management handles treasury-level financial tracking — a higher-level view separate from daily cashier activity. It shows treasury balances and transaction history. This screen is typically reserved for managers and admins.
Section 09
🗂️Categories
Categories help you organize your products. A well-organized catalog makes searching and reporting much easier.
Add a category
Open Categories from the Home screen.
Enter a clear, short category name.
💡
Use short, descriptive names and avoid creating duplicate categories. A clean category list makes your product catalog much easier to navigate.
Section 10
📦Products
Products is the core of your catalog. Every item you sell must be created here first. Each product can have a name, category, price, barcode, and a minimum stock alert to warn you when levels are low.
Add a new product
Open Products from the Home screen.
Enter the product name and choose its category.
Enter selling price, purchase price, and barcode if available.
Set a minimum stock alert threshold.
Find low-stock items
Use the low-stock view or filter if available.
Review the list and reorder what is needed.
Section 11
🔳Barcodes
The Barcodes module lets you view, generate, and print barcode labels for your products. Use it when setting up new products or printing labels for your shelves.
Open Barcodes from the Home screen.
Search for the product you need a label for.
Select the barcode action (view, generate, or print).
Print or export the barcode label as needed.
Section 12
🤝Clients
The Clients module stores your customer records. You can add clients, edit their information, view their purchase history, and check outstanding debt balances.
Add a new client
Open Clients from the Home screen.
Enter the client's name and contact details.
Check client debt
Use the debt view or filter to show clients with outstanding balances.
Open the client's record to see detailed transaction history.
Section 13
🚚Suppliers
The Suppliers (Fournisseurs) module stores all your supplier records and links them to your purchase history. Keep this up to date for clean financial tracking.
Open Fournisseurs from the Home screen.
Enter the supplier's name and contact information.
Section 14
📊Inventory Tracking
Inventory Tracking gives you a live view of your stock — how much is available, where it is, and how it has moved over time. You can also manually adjust stock when needed.
Adjust stock
Select the product you want to adjust.
Choose the adjustment type (add or remove).
Enter the quantity and add a reason or note.
🚨
Stock adjustments change your business records permanently. Only authorized staff should use this feature. Always record a clear reason for every adjustment.
Section 15
🏭Depots
Depots represent your physical stock locations — a main store, a warehouse, a second branch. Each product's stock is tracked per depot so you always know where inventory is.
Open Depots from the Home screen.
Enter the depot name and any relevant details.
Section 16
🔧Services
If your business offers services — repairs, maintenance, consultations — you define them here. Each service can have its own price, rules, and appointment settings.
Open Services from the Home screen.
Enter the service name and price.
Configure options like appointment requirements, technician assignment, or parts usage.
Section 17
💼Service POS
Service POS is like the regular POS but for service transactions. Use it when a customer is paying for a repair or service job.
Add one or more services.
Add appointment or device details if needed.
Enter payment information and complete the transaction.
Section 18
📅Appointments
Appointments let you schedule service jobs in advance. Each appointment can include customer details, the service to be performed, the assigned technician, and device information.
Create an appointment
Open the Appointments screen.
Select the customer or enter their name and phone number.
Choose the date, time, and estimated duration.
Add device information and describe the problem.
Assign a technician if needed.
Section 19
📈Analytics
Analytics shows your business performance at a glance — revenue, transaction counts, best-selling products, stock indicators, and period comparisons. Use it to understand what's working and what needs attention.
💰
Revenue
Total income over any date range you choose.
🧾
Transactions
Number of sales and purchases in a period.
⭐
Top Products
Which items sell the most.
📉
Low Stock
Products approaching their minimum alert level.
Section 20
🔁Transaction History & Returns
Every sale and purchase is saved in AlgoStock. You can search through history, view full transaction details, and process returns where your workflow allows.
Process a return
Find the original sale in the transaction history.
Open the transaction details.
Start the return process if available.
Confirm the items and quantities being returned.
Section 21
🔑User Management
User Management is an administrator function. Use it to create accounts for new staff, assign roles, reset credentials, and deactivate users who no longer work with you.
Enter the user's name and credentials.
Choose the correct role (Cashier, Manager, Admin, etc.).
💡
Create a separate account for each employee. Never share admin credentials. Deactivate accounts immediately when a staff member leaves.
Section 22
🖥️POS Management
POS Management handles which computers are allowed to run AlgoStock as a sales terminal. Each device needs to be activated before a cashier can log in and sell from it.
Activate a new device
Locate the machine in the list.
Open its actions and click Activate.
Ask the user to reopen AlgoStock on that device.
Section 23
⚙️Settings
Settings control how AlgoStock looks and behaves, and what appears on your printed documents. Most settings areas are for administrators only.
| Area | What it controls |
|---|
| Store Settings | Business name, logo, phone numbers, social links. |
| User Settings | Personal information and profile preferences. |
| Appearance | Theme, primary color, language, currency, fonts. |
| Facture / Documents | NIS, NIF, TVA, address, footer text for invoices. |
| Advanced Settings | Backup, restore, email reports, remote support. Admin only. |
Section 24
💾Backup & Restore
Backups are the safety net for your business data. A backup saves a copy of your database. A restore replaces current data with a saved copy. Both actions are found in Advanced Settings and should only be performed by authorized staff.
Run a backup
Open Settings → Advanced Settings.
Select the backup option.
Choose the backup destination if required.
Start the backup and confirm it completes successfully.
Restore from backup
Open Settings → Advanced Settings.
Choose the restore option.
Read the warning carefully — this will replace all current data.
Type RESTORE in uppercase to confirm.
Launch restore only when you are absolutely certain.
🚨
Golden rule: never restore without creating a fresh backup first. A restore is irreversible — it replaces everything currently in the system.
Section 25
🤖AI Assistant Chatbot
AlgoStock includes a built-in AI assistant you can talk to in plain language. It can answer questions about the software, help you find the right screen, and even answer live questions about your business data.
❓
How-to questions
Ask how to do anything in the software. The assistant will guide you step by step.
📍
Find the right screen
"Where do I manage clients?" — the assistant will point you there.
📊
Live data questions
Ask about your actual business data and the assistant can query it safely.
💬
Available everywhere
Access it from the Assistant screen or the global launcher in most screens.
💡
Press Enter to send a message. Press Shift+Enter to add a new line without sending.
Section 26
✅Common Tasks — Quick Reference
Use this section as a fast reference for everyday operations.
Add a new product
Products → Add Product → fill in details → Save.
Add a new client
Clients → Add Client → fill in details → Save.
Check today's sales
Analytics or Achat/Vente → set date to today → review totals.
Change store information
Settings → Store Settings → update fields → Save.
Activate a POS terminal
POS Management → find the device → Activate → ask user to retry.
Section 27
🛠️Troubleshooting
I cannot log in
Check your username, password, database connection, and whether your account is active. On desktop, confirm the device is activated.
I do not see a screen that another user sees
Your role may not include that feature. Ask an administrator to review your permissions.
Products are not loading
Refresh the screen. Check the database connection. Verify that products have been created and that your depot is correctly configured.
Sales totals look wrong
Recheck the date range, filters, and payment entry. Remember that gross total, paid total, and debt are different figures.
Backup or restore is not working
Ask an administrator or support person to inspect the script path and permissions in Advanced Settings.
An appointment cannot be created
Review the date, time, and service details. Try a different time slot if there is a conflict.
Section 28
📖Glossary
| Term | Meaning |
|---|
| POS | Point of Sale — the live screen used by the cashier to create sales. |
| Depot | A stock location or storage place (store, warehouse, branch). |
| Client | A customer who buys from your store. |
| Fournisseur | A supplier — a business or person you buy products from. |
| Service | A non-product business offering such as repair or maintenance. |
| Appointment | A scheduled booking for a service job. |
| Debt | Money a client still owes from a past sale. |
| Backup | A saved copy of your business database. |
| Restore | Replacing current data with an older saved backup copy. |
| POS Terminal | A registered device approved to run AlgoStock's sales screen. |
| Tresor | Treasury — a higher-level financial account separate from the daily cash register. |
| Achat / Vente | Purchases / Sales — the business history dashboard. |
Section 29
🌟Best Practices
Follow these habits to keep AlgoStock running smoothly and your business data clean and trustworthy.
✓ Always
- Use your own account — never share logins
- Review important values before saving
- Create backups regularly
- Keep product names clean and consistent
- Train each staff member on their role
- Review stock alerts daily
✗ Never
- Restore data without making a backup first
- Share admin credentials carelessly
- Change financial settings without understanding the effect
- Use random stock adjustments without a reason
- Use one account for multiple employees
💡
When in doubt, start from the Home screen, open the AI Assistant, or ask your administrator before performing sensitive actions.