Help Center
The same answers your team finds inside Exceed Store, searchable here before you even sign up.
145 articles
What's the difference between the XBRL file and the spreadsheet the screen downloads?
Both files carry the same figures. The XBRL file is the official format submitted to the regulator. The spreadsheet is the same financial statements (Balance Sheet, Income Statement, Changes in Equity, Cash Flows) laid out for you and your accountant to review and keep for your own records.
What does closing a financial year mean, and can it be undone?
Closing rolls the year's profit into retained earnings, then locks the year: no new transaction can be posted with a date inside it, and no document (invoice, expense, order) dated inside it can be edited or deleted afterward — that's the real protection for figures already submitted to a regulator. It can be reopened later, with a separate permission, if genuinely needed.
What are opening balances, and why are they entered only once?
This is the business's financial position on the day real bookkeeping starts — cash, stock, equipment, and what's owed to or by suppliers. After it's entered, every new transaction (a sale, a purchase, an expense) records on top of it automatically, so there's no need to re-enter it — and whatever the figures don't account for is rolled automatically into retained earnings.
Why does the XBRL screen show missing information even though I use the app normally?
Sales, purchases and expenses record themselves automatically, but a few things the app has no way of knowing on its own: the company's registered name, its commercial registration number, and what the business actually owns (cash, equipment, capital) at the moment bookkeeping started. Enter these once from the "What we still need" tab.
What is an XBRL file, and why do I need one?
XBRL is the electronic format most regulators require for submitting financial statements. The "XBRL" screen in the menu generates this file automatically from your actual sales, purchases, and expenses.
I processed a wrong purchase return — what do I do?
Open the return from the Purchase Returns screen and click "Reverse Return". It creates a new linked document that brings the goods that were wrongly sent back to the supplier back into stock at their original cost, and correctly recomputes the average cost automatically. The original return stays on the record exactly as it was, marked as reversed.
I processed a wrong sales return — what do I do?
Open the return from the Sales Returns screen and click "Reverse Return". This isn't an edit or a delete — it creates a new linked document that removes the wrongly-returned goods from stock again, while the original return stays on the record exactly as it was, marked as reversed. Only available to users with a specific permission, and needs the quantity to still actually be on hand (if it was already resold before you reverse it, you'll need to handle the difference another way).
What can I change in the Settings "Store" tab?
Only your public store page's (/store) look — not the internal POS. You can set a banner image (recommended size shown next to it), choose to auto-fit it instead of cropping when it doesn't match, set the banner's height, write a welcome message in Arabic and English with its own font size/color/alignment, pick a color theme completely independent from the admin's own theme, and turn on a "Best Sellers" row showing the top 10 most-sold items.
How do I message every employee at once?
From the Notifications screen, write one message and send it by WhatsApp, as an in-app notification that shows in every user's bell, or both at once.
What exactly does the Activity Log record?
Every sensitive add/edit/delete action in the system — who did it, when, and on which record. Filter by entity type, action type, or user, and export or print whatever's currently filtered.
What does a Receipt Voucher actually do?
Records a payment from a credit customer (someone with an outstanding balance) — pick the customer and their current balance owed shows up, then enter the amount paid and the method. Their balance drops immediately once saved.
Where does the pre-filled amount on the Cash Handover screen come from?
It's computed automatically from this cashier's cash sales since their last handover — no need to calculate it by hand, but you should still confirm it matches the actual count before submitting.
What exactly are units of measure used for?
Every item picks a base unit (piece, box, carton...), then can add a conversion factor to other units — e.g. base unit "piece" with a conversion "carton = 24 pieces" lets you buy or sell by the carton while stock is still tracked in pieces automatically.
What's the difference between a top-level category and a subcategory?
Both live on the same Categories screen — adding a subcategory means picking a top-level category as its parent. An item can carry both a top-level category and a subcategory together, for more precise filtering and reporting.
How do I log an expense quickly without opening a separate screen?
The Expenses screen has a quick-add row — category, branch, amount, date, and an optional note, all in one line. If the category you need doesn't exist yet, you can add it from that same row too, without leaving the screen.
Are the purchase invoice header and its line items saved together, or separately?
Together, as one transaction — there's no way to accidentally save an empty invoice with no line items. If you need to cancel while still entering data, close the screen without saving and nothing gets recorded.
Can I add a supplier while creating a purchase invoice, without leaving the screen?
Yes — the New Purchase Invoice screen has an option to add a new supplier right there, instead of going to the Suppliers screen first and coming back.
How do I give one specific customer a different price than everyone else?
From that customer's detail page, link them to a price list assigned specifically to them (created with the "customer" field set to them, not left blank). Any item in that list shows its special price for that customer only.
Can a buy-and-get-free promotion require a specific item, or any item from a category?
Both work — the "buy" side of a promotion can require one specific item, or any item from a chosen category. The "free" side is always one specific item.
What's the difference between a price list, a price campaign, and a promotion?
Price list: permanent pricing — general for everyone, or assigned to one specific customer. Price campaign: a temporary change with a start/end date that overrides even a customer's own price list while it's active. Promotion: buy-N-get-M-free — not a price change at all, it's a free extra item.