How to onboard onto SenangUrus, phase by phase
A guide to the five phases between signing up and your first live sale: what you prepare, what you configure, what we do with you, and how you know each phase is finished. Written for the person doing the work — usually the owner, not an IT department.
Five phases, one go-live date
The order matters: settings before products, products before the test sale, and the test sale before any real customer. Each phase below names who does the work and which checklist sections cover it.
- 01 Prepare Before you start Gather store details, your product list with cost and selling prices, a logo and an official email address. Half a day of preparation removes a week of rework. Section A
- 02 Set up Register and configure Register the account and store, sign in on the web portal and the mobile app, then complete store information, tax, receipt and invoice settings. Sections B & C
- 03 Load Products, payments, devices, staff Categories and products with images and low-stock thresholds, payment methods, expense categories, the receipt printer, and staff accounts with permissions and PINs. Sections D, E, F & G
- 04 Rehearse Test sale and documents Run a full test sale — open the register, sell, print the receipt, close the register, check the Z-report — plus quotations, invoices and a backup. We stay on the line for this. Sections H, I & J
- 05 Go live Ready to trade Clear the test data, do a final settings review, brief the team on the go-live date, then trade on the system with our support desk on standby. Section K
What to do in each phase, and where to do it
Work top to bottom. Every phase ends with a short list of what “done” looks like — if you cannot tick all of it, the next phase will be harder than it needs to be.
Prepare: gather the store details before you touch the system
Everything in this phase happens away from the system — a folder, a spreadsheet and a picture of the shopfront is enough. Half a day of preparation here removes about a week of rework later, because every item below feeds a field you would otherwise have to go back and correct.
Write down the store identity
Registered or trading name, business type (grocery, restaurant, fashion), full address and phone number. These print on every receipt and invoice, so settle any difference between the signboard name and the registered name now.
Build a product list with two prices per item
Selling price and cost price. Cost price is not optional: it is what makes margin and profit reporting work from the first month, and it is the field most often left blank.
Save the store logo as JPG or PNG
A square or wide crop works best on receipts. Keep the file under a couple of megabytes and avoid a photo of the shopfront as the logo.
Decide the counter device and check the connection
One smartphone, tablet or laptop with stable internet at the counter is enough to start. The mobile app is the point of sale; the web portal is where you configure and report.
Set up an email address the business controls
Use a business inbox for registration, not a shared personal one — that email owns the account and receives password resets.
Find the tax registration number, if you charge SST
Only needed if the business is registered for sales or service tax. It goes into the Tax settings in Phase 2.
Where to do it
Nothing to click yet — this is paperwork. Section A of the checklist lists it as a set of items to tick off.
Done when
- Store details written down in one place
- Product list has both prices per item
- Logo file saved and reachable
Set up: register the account, then complete the store settings
Registration takes a few minutes. The settings are what make your documents correct, and they flow into everything you create afterwards — so finish this phase before you load a single product. Changing the timezone or tax rate after the first sales means re-checking reports.
Register at the portal
Open dna.senangurus.com/portal/register and enter your full name, email and password, then the first store details (store name, shop type, country, currency, timezone) in the same form. Click Create Account & Store and confirm the registration email if it arrives — check the spam folder if it does not.
Sign in to the web portal
Use dna.senangurus.com/portal/login with the owner account. That account has full access, so keep it to yourself and never start from a link inside an email.
Install the mobile app and confirm it syncs
Download ‘DNA by SenangUrus’ from Google Play (publisher Armiena Publishing) and sign in with the same account. If the dashboard shows the same store data as the portal, the sync is working.
Complete Store Information
Name, address, phone number, store email and logo. Confirm the currency and timezone are correct for your outlet — a wrong timezone shifts the daily closing figures.
Set tax, receipt and invoice settings
Set the default tax rate if you charge SST, then configure what prints on a receipt (name, address, logo, QR) and, if you issue PDF invoices, the invoice layout. Preview both before the counter opens.
Change the owner PIN from the default
Do this before anyone else touches the device, and do not share it. Nobody from SenangUrus will ever ask you for the PIN or the account password.
Where to do it
Web portal: Administration → Settings → Store Information, then Receipt Settings and Invoice Settings. Checklist sections B and C cover this phase.
Done when
- Owner account signed in on portal and mobile app
- Store information, logo, currency and timezone saved
- Receipt and invoice settings previewed
- Owner PIN changed from the default
Load: products, money, hardware and staff — in that order
This is the longest phase and the one that decides how useful your first month of reporting is. Work in order: catalogue first, then payment and expense settings, then the printer, then people. Loading products is the step that takes longest in almost every store.
Create product categories before products
Three to five categories that match how the store actually shelves its goods. Categories are what make the POS screen navigable at a busy counter.
Add your first products with both prices and stock
Name, category, selling price, cost price and stock quantity. Upload an image per product so cashiers recognise items instead of reading labels — it speeds up checkout and cuts wrong-item sales.
Set low-stock thresholds on fast movers
This drives the low-stock alert on the dashboard. Set it on the items you cannot afford to run out of, not on everything.
Use the bulk import for a long list
If you have more than a few dozen products, upload them from the template file rather than retyping. Set up variants only for items that genuinely differ by size or colour, since stock is tracked per option.
Review every selling price before you finish
Check that nothing is left at RM0 or blank — a zero price reaches the till and prints on the receipt, and it corrupts margin reporting.
Add payment methods and expense categories
Cash first, then every method your counter actually accepts (card, bank transfer, QR / online). If you take online payments, connect the gateway and enter its credentials. Add basic expense categories — rent, utilities, salaries, supplies — so daily expenses are recorded consistently from day one.
Connect and test the receipt printer
Bluetooth, USB or network, depending on the printer model. Print one sample receipt and check alignment, logo, tax lines and the total before the counter opens.
Set up staff accounts, permissions and PINs
One account per person, with the permissions their role needs — a cashier does not need reports or finance access. Give each person their quick sign-in PIN and train them on the four actions that cover most of a shift: open the register, sell, check out, close the register.
Where to do it
Web portal: Products & Inventory, Finance, Administration → Printers and Administration → Staff. Checklist sections D, E, F and G cover this phase (G only if you have staff accounts).
Done when
- Catalogue loaded with categories, prices and images
- Payment methods and expense categories in place
- Sample receipt printed and checked
- Staff accounts and permissions set, cashiers trained
Rehearse: run a full test sale and check every document
Never open the counter on a system you have not sold on. This phase is a rehearsal with test data — a real receipt, a real register close and a real Z-report — before a customer sees anything. Our onboarding desk stays on the line while you run it.
Open the cash register
Enter the opening balance (the float in the drawer) and the operator PIN. This is the same action your staff will do at the start of every shift.
Make a test sale on the POS screen
Add a few products to the cart and complete the checkout — once as a walk-in customer and once against a named customer — then take the payment. Confirm the receipt prints with the store name, items, logo and total.
Check the sale reaches Orders and Reports
A sale that does not appear in the reports immediately is a sync problem worth solving now, not at month end.
Close the register and read the Z-report
Count the closing balance and compare it with the expected figure; the variance must match the cash in the drawer. Print or check the daily Z-report — it is your daily control document.
Test the documents around the sale
Add a customer record, create a sample quotation, generate a PDF invoice and check the layout, then park an order with the held-order function and resume it. Skip this only if the store does pure walk-in retail.
Prove the backup and the device list
Confirm automatic backup to Google Drive is on, then run one manual backup and check the last-backup date rather than trusting the toggle. Review the linked devices list and remove anything you do not recognise.
Where to do it
Web portal and mobile app: Point of Sale, Orders, Reports, Customers & Sales, Administration → Devices & Backups. Checklist sections H, I and J cover this phase.
Done when
- Test sale completed, receipt printed and checked
- Register closed with the figures matching
- Quotation, invoice and held order tested
- Backup verified and device list reviewed
Go live: clear the rehearsal, review once, then trade
Go-live day is deliberately short. The work is deciding the date, removing the rehearsal data, and making sure every shift knows that from that date the system is the record — not the notebook beside the till.
Set aside the test data
Delete or clearly mark the sample products, sample customers and test sales created in Phase 4. Left in place, they distort your first month of reporting.
Do one last settings pass with the owner present
Store information, receipt and tax settings, payment methods — one full pass, read aloud, with the person who signs the checklist.
Fix the go-live date and write it down
Mark the official date in the checklist front page and tell every staff member which date the system becomes the record. Brief every shift, not just the one on duty.
Put the paperwork at the counter
Keep the signed checklist and the support number where staff can reach them, and note who to call during business hours if a printer or sync problem appears on the first live day.
Where to do it
The checklist record fields and sign-off block (resources page), plus Administration → Settings for the final review. Checklist section K closes the onboarding.
Done when
- Test data removed or set aside
- Final settings review done with the owner
- Go-live date set and briefed to every shift
- Checklist signed off and filed
Where everything lives
The eleven checklist sections, what each one covers, and the section you can track it in. Opening an item takes you straight to that part of the checklist.
| Checklist section | What it covers |
|---|---|
| Section A — Before you start | Have the following ready BEFORE you register an account, so the setup runs smoothly without interruptions. (6 items) |
| Section B — Register & sign in | See chapters 2.1–2.2 of the user guide for the full screens. (6 items) |
| Section C — Store information & settings | Administration → Settings → Store Information (web portal). (7 items) |
| Section D — Products & categories | Products & Inventory (web portal) — create categories before adding products. (7 items) |
| Section E — Payment methods & basic finance | Finance (web portal). (4 items) |
| Section F — Printers & devices | Administration → Printers / Devices & Backups. (4 items) |
| Section G — Staff (if applicable) | Administration → Staff. Skip this section if the owner runs the store alone. (4 items) |
| Section H — First sale (system test) | Run a full simulation BEFORE the real opening day — use test data, not real sales. (7 items) |
| Section I — Customers, quotations & invoices | Customers & Sales (web portal) — skip if the store only does walk-in retail. (4 items) |
| Section J — Backup & security | Administration → Devices & Backups. (4 items) |
| Section K — Ready for go-live | Onboarding completion confirmation — the owner signs the original document. (4 items) |
The six things that slow onboarding down
Every one of these is avoidable, and every one of them costs more time at go-live than it does during setup.
Daily closing reports shift by hours and the register close looks wrong. Set the store timezone in Phase 2, before any sales exist.
It reaches the till and prints on a customer receipt, and it drags the margin report down. Review every price at the end of Phase 3.
Pairing differs by model and it is nearly always a setting, not a fault. Test it in Phase 3 and keep a spare roll of paper.
The sample products and rehearsal sales distort the first month of reporting. Clear them before Phase 5.
You lose the record of who sold what, and the PIN stops meaning anything. One account per person, with only the permissions they need.
A switch that reads “on” is not proof. Run a manual backup in Phase 4 and read the last-backup date.
You bring the business. We bring the configuration.
You own the data and the decisions — prices, staff access, the go-live date. We configure alongside you, run the first test sale on the line, and stay on call until your counters are trading on the system.
Company
Armiena Group Sdn. Bhd. (1373353-A)
No.12-1, Jalan KPMB 1, Kompleks Perniagaan Musai Bestari, 75400 Melaka
Onboarding desk
Phone +603 2770 2575
Mobile / WhatsApp +6013 7831205
[email protected]
Monday – Friday, 8.30 am – 5.30 pm (GMT+8)
When you call during the setup, give us the checklist section letter and item number — it saves the first five minutes of every conversation. Nobody from SenangUrus will ask for your password or owner PIN.
Before you start the guide
Read Phase 1 first
It is the only phase you cannot do inside the system, and it decides how smooth the rest is.
Open the checklist beside it
Keep the tracker in a second tab and tick items as you finish them.
Put the go-live date in the record
A target date turns the checklist into a schedule instead of a wish list.
Book the test sale
Tell us your Phase 4 window and we will sit in on the first close and Z-report.
Onboarding questions
01/How long does onboarding usually take?
02/Who actually does the work?
03/Do we have to stop trading while we set up?
04/Can we keep using our old system during onboarding?
05/What if our product list is on paper or in a spreadsheet?
06/What happens after go-live?
07/Is onboarding support charged separately?
Ready to start the five phases?
Open the interactive onboarding checklist and work through it with your own data — or book a guided session and we will take it section by section with you.