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Settings

Under the Settings tab on the Dashboard, you can access and manage all configuration options for your Scantranx system. This section allows you to customize how your business operates — from store details and inventory preferences to tax rules and location management.

Through the Settings tab, you can manage:

  • Business Settings: Update company information and contact details.

  • Store Settings: Configure operating hours, payment methods, and POS preferences.

  • Inventory Settings: Adjust stock management options and default units.

  • Location Settings: Add or edit store locations and assign users.

  • Tax Settings: Set up tax rates, classes, and applicable rules.

Let’s explore each of these settings in detail.

Tip: Review your settings periodically, especially after software updates or business changes. Keeping your configurations current ensures smooth operations and accurate data across all modules.

Business Information Settings

The Business Information tab allows you to add and manage your company’s essential details. This information appears on sales receipts, invoices, and reports, ensuring your branding and contact details are consistent across all customer-facing documents.

Add Business Information

You can enter or update your business details in the Business Info section under Settings. This information will appear on all receipts, invoices, and system-generated reports.

To add business information:

  1. Switch to the Settings tab.

  2. Select the Business Info card.

  3. Upload your Business Logo.

  4. Enter the Business Name.

  5. Add the Business Address.

  6. Enter the City.

  7. Select the Country.

  8. Enter the Telephone Number.

  9. Add the Email Address.

  10. Add the Website Link (optional).

  11. Click on Save Record to apply the changes.

Tip: Ensure your business details are accurate and complete. A professional logo and up-to-date contact information help reinforce brand credibility and improve customer trust.

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Basic Settings

The Basic Settings section allows you to configure the general settings for your business. These settings help customize your system according to your region, business type, and operational preferences.

Under Basic Settings, you can define key parameters such as:

  • Business Category: Specify the industry or type of business (e.g., Retail, Fashion, Electronics).

  • Currency: Select your preferred currency for transactions and reports.

  • Time Zone: Choose the correct time zone to ensure accurate reporting and transaction timestamps.

  • Language (if applicable): Choose the language for your interface and reports.

Tip: Always set the correct currency and time zone during initial setup. This ensures consistency in reports, pricing, and transaction data across all store locations.

Setting Up Basic Settings

You can configure the general preferences for your business under the Basic Settings section. These settings define how your system operates, displays information, and sends notifications.

To set up basic settings:

  1. Go to the Settings tab.

  2. Select Basic Settings.

  3. Select your Business Type (e.g., Retail, Restaurant, or Service).

  4. Choose the appropriate Time Zone.

  5. Select your preferred Currency.

  6. Enter the Notification Number (used for system alerts or updates).

  7. Enter the Notification Email to receive important notifications.

  8. Click Save Record to apply the changes.

Tip: Keeping your notification details up to date ensures that you don’t miss important alerts about transactions, stock updates, or system activities.

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Tax Settings

The Tax Settings section allows you to add and manage tax information for your business. Configuring taxes correctly ensures that all sales transactions, invoices, and reports reflect accurate tax calculations based on your local regulations.

Through this section, you can:

  • Add one or multiple tax types (e.g., VAT, GST, Sales Tax).

  • Set tax rates according to your region.

  • Define whether taxes are included in prices or added at checkout.

  • Assign tax classes to specific products or categories.

Tip: Always verify your tax rates with your local tax authority or accountant to ensure compliance. Keeping tax settings accurate helps avoid reporting discrepancies and supports smooth accounting integration.

How to Add a New Tax

You can create and manage tax types applicable to your business from the Tax Settings section. Adding tax information ensures that the correct tax rate is applied automatically during sales transactions.

To add a new tax:

  1. Go to the Settings tab.

  2. Select Tax Settings.

  3. Enter the Tax Name (e.g., VAT, GST, or Sales Tax).

  4. Enter the Tax Rate as a percentage.

  5. Click Create Tax.

The new tax will be added to the table below. The table displays all existing taxes along with their Tax Agency, Created By, and Creation Date for reference.

Tip: Use clear tax names and accurate percentages to avoid confusion during reporting. You can create multiple tax types if your business operates in different regions or requires combined tax calculations.

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Location Settings

The Location Settings section allows you to add and manage the different locations where your business operates. Each location represents a physical store, warehouse, or branch. Configuring locations helps track sales, inventory, and users separately for each branch.

In this section, you can:

  • Add new locations as your business expands.

  • Edit existing locations to update contact details or addresses.

Tip: Setting up separate locations for each store or warehouse allows you to maintain accurate stock tracking, sales analysis, and employee management across multiple branches.

How to Add a New Location

You can add new store branches, warehouses, or sales points directly from the Locations section under Settings. Each location can have its own users, inventory, and sales records for better tracking and reporting.

To add a new location:

  1. Go to the Settings tab.

  2. Select Locations.

  3. Click on the Create Location button.

  4. Enter the Location ID.

  5. Enter the Location Name.

  6. Enter the Location Address.

  7. Enter the City.

  8. Enter the Postal Code.

  9. Enter the State or Province for your branch.

  10. Click Create Location to save it.

The new location will automatically start appearing across other modules, such as Inventory, Sales, and Reports, allowing you to manage operations by location.

Tip: Use clear and consistent naming for locations (e.g., Downtown Store, Warehouse A) to make reporting and management more organized.

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How to Edit Existing Locations

You can update details of existing store locations to keep your business information accurate. This is useful when a branch changes address, contact details, or other operational information.

To edit an existing location:

  1. Go to the Settings tab.

  2. Select Locations.

  3. Click on the Edit button next to the location you want to modify.

  4. Make the necessary changes to the Location Details (e.g., name, address, city, postal code, or state).

  5. Click Save Record to apply the updates.

Tip: Keep location details current to ensure accurate reporting and smooth coordination across branches. Updated information also reflects correctly on invoices, receipts, and internal reports.

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User Accounts Settings

The User Accounts Settings section provides the same functionality as the Users tab on the main dashboard. It allows administrators to create, edit, and manage user accounts, as well as define their roles and access permissions within the system.

From this section, you can:

  • Add new users and assign roles.

  • Modify existing user details or permissions.

  • Reset user passwords.

  • Deactivate or delete user accounts.

This section provides centralized control over all user-related configurations, ensuring that each employee has appropriate system access according to their responsibilities.

Tip: Review user roles regularly to maintain system security and prevent unauthorized access to sensitive business data. Please refer to the Managing Users section for a detailed demonstration.

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Card Reader Settings

The Card Reader Settings section allows you to set up and configure your card reader machines to accept card payments directly at the Point of Sale (POS). Proper configuration ensures smooth and secure transactions for your customers.

In this section, you can:

  • Connect supported card reader devices to your POS.

  • Configure payment gateway integration (e.g., Stripe, Elavon).

  • Set default payment modes for card transactions.

  • Test connectivity between the POS system and card reader.

Tip: Ensure your card reader is compatible with Scantranx and connected via USB, Bluetooth, or Wi-Fi (depending on the model). Always test the setup before processing live transactions to avoid payment disruptions.

How to Configure a New Card Reader

You can connect and configure a new card reader device under the Card Reader settings to enable secure and seamless card payment processing at your POS terminals.

To configure a new card reader:

  1. Switch to the Settings tab.

  2. Select Card Reader.

  3. Select a Provider (e.g., Stripe Terminal, Elavon, or other supported gateways).

  4. Click on Configure.

  5. Enter the Terminal ID provided by your payment processor.

  6. Enter the Pairing Token to link the device.

  7. Select the Location where the card reader will be used.

  8. Click Configure to complete the setup.

The new card reader will now be successfully configured and ready for use at the POS.

Tip: Always verify the pairing token and terminal ID with your payment provider to ensure secure integration. After configuration, perform a test transaction to confirm successful connectivity.

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How to Remove an Existing Card Reader

If a card reader is no longer in use or needs to be replaced, you can easily remove it from the system through the Card Reader settings. This helps keep your connected devices list accurate and secure.

To remove an existing card reader:

  1. Go to the Settings tab.

  2. Select Card Reader.

  3. Click on the Remove button next to the card reader machine you wish to disconnect.

The selected card reader will be removed from the system and will no longer be available for POS transactions.

Tip: Remove inactive or replaced card readers promptly to prevent connection errors and ensure that only authorized devices are available for payment processing.

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API Integration Settings

The API Integration Settings section allows you to connect third-party applications or services to your Scantranx account using secure API keys. This enables seamless data exchange between Scantranx and other platforms such as accounting software, eCommerce websites, or reporting tools.

You can generate and manage unique API keys for each external application, ensuring secure and controlled access to your system’s data.

Through this section, you can:

  • Generate new API keys for integrations.

  • View, manage, or revoke existing keys.

  • Track connected applications for security and compliance.

Tip: Generate a separate API key for each third-party integration. This makes it easier to manage or revoke access for a specific app without affecting other integrations.

How to Generate an API Key

You can create secure API keys to connect third-party applications with your Scantranx system. Each key uniquely identifies a connected client or integration, allowing controlled access to your data.

To generate an API key:

  1. Go to the Settings tab.

  2. Click on API Integration.

  3. Enter the Client Name (e.g., QuickBooks, Shopify, or Custom App).

  4. Click Generate Key.

  5. To view the generated key, click on the View link.

Tip: Keep your API keys confidential and share them only with trusted applications or developers. If a key is compromised, revoke it immediately and generate a new one to maintain system security.

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How to Revoke an API Key

If an API key is no longer needed or has been compromised, you can revoke it to prevent further access to your system. Revoking a key immediately disables any connection associated with that key.

To revoke an API key:

  1. Go to the Settings tab.

  2. Click on API Integration.

  3. Click on the Revoke Key button next to the key you want to disable.

The API key will be revoked and will no longer be accessible to the client or third-party application.

Tip: Regularly review your active API keys and revoke any that are unused or linked to discontinued integrations to maintain security and compliance.

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POS Terminals

The POS Terminals section allows you to view and manage all configured POS terminals connected to your Scantranx system. Each terminal represents a device or register used for processing sales transactions at your store locations.

From this section, you can:

  • View all active and registered POS terminals.

  • Identify the location and user assigned to each terminal.

  • Monitor which terminal is currently online.

  • Track the last login date for each terminal.

  • Add or remove POS terminals as needed.

Tip: Regularly review your terminal list to ensure all devices are correctly configured and actively used. Monitoring terminal status and login activity helps detect inactive devices and maintain system security.

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Online Store Settings

The Online Store Settings section allows you to configure and manage your online store directly from within Scantranx. From this tab, you can customize the look and feel of your storefront and synchronize it with your in-store inventory and pricing.

Through this section, you can:

  • Configure your storefront theme, colors.

  • Update store policies such as returns and terms of service.

Tip: Keep your online store’s design and inventory consistent with your physical store to provide a unified shopping experience across all sales channels.

How to Set Up the Online Store

You can configure your online store’s domain, design, and appearance directly from the Online Store settings. This section allows you to link your store to a custom domain and personalize its look and feel to match your brand identity.

To set up the online store:

  1. Go to the Settings tab.

  2. Select Online Store.

  3. Under the Domain and Templates tab, enter your Domain Name.

  4. Enable or disable the store by selecting or deselecting the link option.

  5. Click Save Record to apply the domain settings.

  6. Next, select the E-commerce Template for your store’s layout.

    Tip: You can preview a template by clicking on the Preview Template link below each template.

     

  7. Specify the Primary Color for your store’s theme.

  8. Specify the Secondary Color to complement the design.

  9. Click Save Record to finalize the setup.

Your online store will now be configured with your chosen domain, design template, and color scheme — ready for customers to browse and shop.

Tip: Choose colors that align with your brand logo and style for a professional, consistent look across your online and in-store experiences.

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How to Add Sliders

Sliders allow you to showcase featured products, promotions, or announcements on your online store’s homepage. You can upload up to three slider images to enhance your store’s visual appeal and highlight key offerings.

To add sliders:

  1. Go to the Settings tab.

  2. Select Online Store.

  3. Switch to the Sliders tab.

  4. Click on Choose File and select the Slider Image from your device. (You can upload up to three images.)

  5. Click Save Sliders to apply the changes.

Your selected images will now appear as rotating banners on your online store’s homepage.

Tip: Use high-quality images with clear messaging or promotions. Regularly updating sliders keeps your online store fresh and engaging for visitors.

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How to Add Featured Banners

  1. Go to the Settings tab.

  2. Select Online Store.

  3. Switch to the Featured Banners tab.

  4. Click on Choose File and select the Banner Image from your device. (You can add up to two banner images.)

  5. Click Save Banners to upload and apply them to your online store.

Your selected banners will now appear on the homepage of your online store to promote featured items or campaigns.

Tip: Use banners with clear visuals and concise text to effectively communicate promotions. Update banners regularly to keep your store content current and engaging.

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How to Add Social Links

Adding social media links to your online store helps customers easily connect with your brand across different platforms. This strengthens engagement and builds customer trust by promoting your social presence.

To add social links:

  1. Go to the Settings tab.

  2. Select Online Store.

  3. Switch to the Social Media tab.

  4. Enter the links to your social platforms (e.g., Facebook, Instagram, Twitter).

  5. Click Save Record to apply the changes.

Your social media icons will now appear on your online store, allowing customers to follow and interact with your business directly.

Tip: Keep your social media links updated and ensure they direct customers to your official business pages. Active social profiles help build credibility and customer loyalty.

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Payment Gateway Settings

The Payment Gateway Settings section allows you to configure the online payment gateways through which you want to receive customer payments on your online store or POS. Proper configuration ensures secure, seamless, and automated payment processing.

From this section, you can:

  • Connect to supported payment gateways such as Stripe, Paystack, GPay, and Apple Pay.

  • Manage gateway credentials and authentication keys.

  • Enable or disable specific payment methods based on your business preference.

  • Test gateway connections before going live.

Tip: Always verify that your payment gateway credentials are accurate and that the gateway is set to live mode before processing real transactions. Keeping multiple payment options increases customer convenience and improves checkout success rates.

How to Configure a Payment Gateway

To start accepting online payments, you need to configure a payment gateway by connecting your Scantranx account to your preferred payment service provider. This setup enables secure and seamless payment processing through your POS or online store.

To configure a payment gateway:

  1. Go to the Settings tab.

  2. Select Payment Gateways.

  3. Select your preferred Payment Gateway (e.g., Stripe, Paystack).

  4. Click Configure.

  5. Enter the Public Key.

  6. Enter the Secret Key.

  7. Click Configure Gateway to complete the setup.

Note: To configure a payment gateway, you must have valid Public and Secret Keys. These keys are provided when you sign up with your selected payment service provider.

Tip: Double-check your credentials before saving. Using test mode first ensures that your configuration works properly before processing live transactions.

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How to Delete an Existing Gateway

If you no longer wish to use a specific payment gateway, you can easily remove it from your Scantranx account. This helps keep your payment integrations organized and secure.

To delete an existing gateway:

  1. Go to the Settings tab.

  2. Select Payment Gateways.

  3. Click Remove next to the gateway you want to delete.

The selected gateway will be disconnected and will no longer be available for processing payments.

Tip: Before removing a gateway, ensure that no active transactions or subscriptions are linked to it. Removing unused or inactive gateways helps prevent configuration conflicts and improves system security.

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Shipping Configuration Settings

The Shipping Configuration Settings allow you to set up and manage your shipping methods for online orders and deliveries. This ensures customers can choose from accurate and convenient delivery options during checkout.

From this section, you can:

  • Add different shipping methods (e.g., standard, express, or same-day delivery).

  • Set shipping rates based on distance, order value, or weight.

  • Enable or disable specific shipping options.

  • Assign shipping methods to specific locations or regions.

Tip: Clearly define your shipping rates and delivery times to provide transparency and build customer trust. Offering multiple shipping options can also help increase online conversions.

Basic Shipping Settings

Under the General Shipping Settings, you can configure your shipping preferences and choose how shipping costs are calculated for online orders. Scantranx provides flexible options to suit different business needs.

The available shipping plans include:

  • Weight-Based: The shipping fee is calculated based on the total weight of the parcel.

  • Price-Based: The shipping fee is calculated according to the total price of the order.

To set up shipping preferences:

  1. Go to the Settings tab.

  2. Select Shipping Config.

  3. Choose a Shipping Plan (Weight-Based or Price-Based).

  4. Enter the Minimum Weight or Price for the order.

    (The checkout will not proceed unless the order meets this minimum requirement.)

     

  5. Enter the Limit for Free Shipping.

    (If the order exceeds this limit, shipping becomes free.)

     

  6. Select whether to Apply Free Shipping or not.

  7. Click Save Record to apply the settings.

Tip: Offering free shipping above a certain order value is an effective way to encourage larger purchases. Choose the plan that best aligns with your products and delivery costs.

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How to Add a New Shipping Plan

Shipping Plans define the shipping services available for specific countries or regions. You can create multiple plans with different rates to accommodate various delivery zones or carrier options.

To add a new shipping plan:

  1. Switch to Shipping Plan under Shipping Config.

  2. Enter the Plan Name (e.g., Standard Delivery, Express Shipping).

  3. Enter the Flat Rate for the shipping service.

  4. Select the Country for which the shipping plan is valid.

  5. Enter the Minimum Shipping Fee.

  6. Add any Notes related to the plan (e.g., delivery timeframe or carrier).

  7. Activate or deactivate the Flat Rate option.

    When enabled, all shipments will cost the same regardless of the destination.

     

  8. Click Save Record to create the new shipping plan.

Tip: Create separate shipping plans for different regions or service types (e.g., local delivery vs. international shipping). This helps you manage logistics costs more effectively and provide flexible options for customers.

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How to Delete an Existing Shipping Plan

If a shipping plan is no longer needed or applicable to your business, you can remove it from the system to keep your shipping configuration organized and up to date.

To delete an existing shipping plan:

  1. Switch to the Shipping Plan tab under Shipping Config.

  2. Click on the Delete button next to the shipping plan you want to remove.

The selected shipping plan will be permanently deleted and will no longer be available for selection during checkout.

Tip: Before deleting a shipping plan, ensure no active orders or deliveries are linked to it. It’s best to deactivate the plan temporarily if you plan to reuse it in the future.

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How to Set Up Shipping By Price

The Shipping By Price option allows you to define different shipping rates based on the total order value. This helps you offer flexible delivery fees for customers depending on how much they spend — for example, providing lower shipping costs for higher-value orders.

To set up shipping by price:

  1. Switch to the Shipping By Price tab under Shipping Config.

  2. Select a Plan from the list.

  3. Enter the Minimum Order Price.

  4. Enter the Maximum Order Price.

  5. Enter the Shipping Charges applicable for orders within that range.

  6. Click Save Record to apply the settings.

Orders that fall within the specified price range will automatically use the defined shipping cost at checkout.

Tip: Use price-based shipping to encourage larger purchases — for instance, offering reduced or free shipping for higher-value orders helps boost average order size and customer satisfaction.

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How to Set Up Shipping By Weight

The Shipping By Weight option allows you to define shipping costs based on the total weight of an order. This method is ideal for businesses whose delivery costs depend on parcel weight, such as groceries, hardware, or bulk goods.

To set up shipping by weight:

  1. Switch to the Shipping By Weight tab under Shipping Config.

  2. Select a Shipping Plan from the list.

  3. Enter the Minimum Order Weight.

  4. Enter the Maximum Order Weight.

  5. Enter the Shipping Charges for orders within that weight range.

  6. Click Save Record to apply the configuration.

Orders that fall within the specified weight range will automatically be charged the defined shipping rate during checkout.

Note: Scantranx allows you to use either weight-based or price-based shipping — not both at the same time. Choose the method that best suits your business model.

Tip: Weight-based shipping is recommended if your products vary significantly in weight or shipping cost.

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How to Set Up the Pick Up Locations

If your store offers order pickup, you can configure one or more pickup locations where customers can collect their online orders. This feature is especially useful for businesses operating multiple branches or offering local pickup options.

To set up pickup locations:

  1. Go to the Pick-Up Locations tab under Shipping Config.

  2. Enter the Pickup Address.

  3. Enter the City.

  4. Enter the State/Province.

  5. Enter the ZIP or Postal Code.

  6. Select the Country.

  7. Click Save Record to store the pickup location details.

Once saved, customers will be able to select the configured pickup locations during checkout.

Tip: Clearly name each pickup location (e.g., Main Store – Downtown or Warehouse Pickup Point) to help customers easily identify where they can collect their orders.

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System Audit

The System Audit section allows administrators to monitor and review all key activities performed within the Scantranx system. It provides complete visibility into user actions, ensuring accountability and maintaining system security.

This section displays a detailed audit log showing:

  • When a particular operation was performed.

  • Who performed the operation.

  • What action was taken.

  • Whether the operation was successful or not.

You can also:

  • Filter logs by user, date, or activity type.

  • Export audit records for compliance, troubleshooting, or reporting.

Tip: Regularly monitoring system audits helps you detect unauthorized access, trace errors, and maintain a secure operational environment.

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