Skip to content
Retaiva
Menu

Help Center

Find the steps for your next task.

Guidance for setting up and running your business with Retaiva.

17 articles

Set up a businessBusiness & team
  1. Create and verify your account, then choose Create business. Enter the business name, industry, first store and plan.
  2. Review business details, payment types and receipt settings before selling. Industry describes your business; your subscription controls which modules are available.
  3. Invite each staff member using their own email address. Use a separate business only when its stock, customers and accounts must be kept separate.
Create a product and its unitsInventory
  1. Open Inventory → Products → Units of measure to create any units you need. Choose New product and select stocking, purchasing and selling units.
  2. Enter the number of stock units in each purchasing and selling unit. For a bottle of 30 tablets, choose tablet for stocking and selling, bottle for purchasing, and a purchasing conversion of 30.
  3. Enter the supplier cost per purchasing unit and price per selling unit. Retaiva calculates unit cost and margin. Existing receipts retain the cost and conversion used when purchased.
Import products and opening stockInventory
  1. Download the template from Inventory. Keep its column headings, fill in your products and select Import CSV. Import up to 100 products per file.
  2. Review prices, units and quantities before confirming. A validation error rejects the entire batch. Correct the file and retry; do not import a successful batch again.
  3. Enter opening quantities only when setting up a new catalogue. Use Add stock, purchase receiving or stock counts for later stock changes. Lot-controlled products need a lot number and expiry date when stock is entered.
Complete a salePoint of sale
  1. Open your shift and enter the cash float. Search or scan a product, check its selling unit and quantity, and attach a customer when needed.
  2. Choose Charge, select the payment method and enter the amount received. Record a card payment only after the separate terminal confirms approval.
  3. Complete payment once. If the connection is interrupted, use the retry offered on the current transaction and check the receipt before starting another sale.
Refund a salePoint of sale
  1. Open the original receipt and choose Refund. Select the permitted quantity and record the reason. The refund uses the original sale prices and costs.
  2. Returned stock is quarantined for inspection. Release saleable items through the product’s lot details; dispose of unsuitable items with a reason.
  3. A recorded card refund does not itself return funds through an external terminal. Complete the refund with the payment provider and reconcile its confirmation.
Order and receive supplier deliveriesPurchasing
  1. Add the supplier, payment terms and return conditions. Create a purchase order for the receiving store and enter quantities and costs in the supplier’s purchasing unit.
  2. Save a draft, review it and approve it. Use Receive for the actual delivery, with the invoice reference and any required lot and expiry details.
  3. Receive partial deliveries separately. The order stays open for the remaining quantity. Check existing goods receipts before retrying an invoice. Received stock and supplier payables update together.
Return stock to a supplierSupplier returns
  1. Create a return against the supplied lot, enter the quantity and reason, and obtain any required supplier authorization. The selected stock is quarantined.
  2. Dispatch the return when it leaves the store. Record the supplier credit note when received. The credit reduces the related receipt’s payable balance.
  3. A credit received after payment can leave a supplier credit balance. Reconcile this with the supplier before recording a further payment.
Review lots, transfers and stock countsInventory
  1. Select a product to see its lots, expiry dates, available stock, reservations and quarantine quantities.
  2. Dispatch a transfer from the source store, then receive it when it arrives at the destination. In-transit stock is unavailable for sale at either store.
  3. Open a stock count, enter physical quantities and post with a reason. If stock changed during counting, cancel and restart the count so posted sales are not overwritten.
Reconcile and close a shiftShifts
  1. Record cash paid in or out with a reason. Cash received for account repayments also contributes to expected cash.
  2. Count the physical cash and close the shift. Expected cash includes the opening float, net cash sales, cash refunds and recorded cash movements.
  3. Review any variance before handing over. Card and charge-account payments are separate from the cash drawer balance.
Read sales and profit reportsOverview
  1. Select a day or a date range. A single day shows hourly sales when transaction times are available; a range shows daily totals.
  2. Gross profit uses the cost retained on each sale. Refunds appear on their refund date. Imported daily history contributes totals but cannot supply receipt or hourly detail.
  3. Use Customize to choose and order your Overview metrics and panels. Low-stock and expiry cards open the product lists for the selected store.
Manage staff accessSettings
  1. The owner invites staff from Business & team and assigns a role. Staff accept the invitation while signed in with the invited email.
  2. Use Roles & permissions to set each role’s POS and management access. Cost visibility, refunds and clinical access have separate controls.
  3. Revoke access when a staff member leaves. Review pending Android transactions before changing device or staff access; rejected transactions need reconciliation.
Review the audit trailAudit trail
  1. Open Audit trail to review who performed an action and when it was recorded. Use the record details to compare changes.
  2. Posted transactions retain their history. Use refunds, returns and stock adjustments with reasons to correct mistakes instead of replacing historical records.
  3. Audit detail visibility follows staff permissions. A staff member without cost or clinical access cannot use audit records to reveal those details.
Set up receipts and documentsDocument Settings
  1. Open Settings → Receipts & documents. Add the business logo, choose the document type and set the paper size, colours, title and footer.
  2. Preview the document and print a sample using the actual printer and paper. A preview does not confirm printer compatibility.
  3. Generate receipts, purchase orders and goods receipts from their records. Reprinting does not post another transaction or change stock.
Use multiple POS devicesPoint of sale
  1. Sign in with an individual staff account on each device and select the business. Register the device in Settings → POS devices when device controls are enabled.
  2. Synchronize before selling. The Android POS can queue supported cash transactions during a connection outage; online stock is confirmed when they synchronize.
  3. Resolve Pending or Needs review transactions before signing out or changing accounts. Keep the app installed and export a recovery copy if synchronization needs assistance.
Manage the subscriptionSubscription
  1. The business owner can review the plan from Settings → Billing & subscription. Essential includes products, POS and shifts; Plus adds business management; Plus Pharma adds pharmacy workflows once Retaiva has approved the pharmacy.
  2. When payment checkout is available, use the subscription page to subscribe or open the billing portal. Review the provider’s confirmation before expecting a plan change.
  3. A plan change does not erase historical records. Complete outstanding transactions and reconcile orders before removing access to a module.
Recover account accessCustomers
  1. Choose Forgot password on the login page. Enter the account email and request a reset code. Check the inbox and spam folder.
  2. Enter the code and a new password. If it expired, request a new code and use the most recent one.
  3. If your business is missing after sign-in, check that you used the invited email and ask the owner to review your access. Never share a password or verification code with another staff member.
Enter, review, prepare and hand over a prescriptionPharmacy
  1. Choose the patient and doctor, enter each medication with its strength, quantity and directions, then submit it for pharmacist review.
  2. A pharmacist with an active registration recorded in Employees approves, holds, rejects or requests clarification. Editing the patient, doctor, medication, quantity, directions, dates or repeats after approval sends the prescription back for review.
  3. Start preparation, then mark it ready. Stock is reserved from the earliest-expiring eligible lots and the batch and expiry are recorded.
  4. Send it to POS for the cashier, or take payment in Pharmacy. Payment does not dispense: the pharmacist completes the final handover, which issues the reserved stock once and marks the record dispensed.
  5. Dispensed records cannot be edited. A pharmacist records any correction as an amendment, with a reason. Every step appears in the prescription’s history.