Terms and Conditions

These Terms and Conditions (“Terms”) govern your use of NPOS, the point of sale, invoicing and stock management service (the “Service”), including the web application, the mobile application and the ZRA Smart Invoice integration. By creating an account or using the Service, you agree to these Terms on behalf of yourself and the business you register (“you”).

1. Your account

  • You must give accurate, complete business details when you register, including your company name, TPIN, contact details and tax registration type (VAT or TOT), and keep them up to date.
  • You are responsible for keeping your password and the passwords of your users secret, and for everything done under your account.
  • Tell us straight away if you believe your account has been accessed without your permission.
  • The person who registers must be authorised to accept these Terms for the business.

2. Free trial

New accounts get a free trial of 14 days. When the trial ends, access to the Service is limited until a paid subscription is purchased. Your data is kept for a reasonable period after the trial ends so you can continue where you left off.

3. Subscription, fees and payment

  • The Service is billed as a subscription made up of a base fee plus a fee for each additional user, for the period you choose. Current prices are shown in the application before you pay.
  • Fees are paid in advance. Your subscription is extended once payment is confirmed.
  • Fees are non-refundable, except where required by law or where we fail to provide the Service as described.
  • We may change our prices. Price changes apply from your next renewal and will be shown before you pay.
  • If your subscription is not renewed, your access may be limited or suspended until payment is made.

4. Tax compliance and ZRA Smart Invoice

  • NPOS helps you issue invoices and submit them to the Zambia Revenue Authority (ZRA) Smart Invoice system. You remain fully responsible for your tax obligations, including the correctness of prices, tax categories, customer details and the returns you file.
  • You must choose the tax registration type that matches your registration with ZRA. TOT-registered accounts are set up with Turnover Tax only; VAT-registered accounts are set up with VAT tax categories.
  • Submission to ZRA depends on ZRA’s systems and your internet connection. We are not responsible for delays, rejections or penalties caused by ZRA system outages, incorrect information you enter, or loss of connectivity.
  • Check every invoice before you issue it. Invoices that have been submitted to ZRA generally cannot be changed and must be corrected with a credit or debit note.

5. Reconciling your sales with ZRA

Reconciliation means checking that every sale recorded in NPOS also appears, with the same amounts, on the ZRA Smart Invoice Portal. It is how you confirm that your tax reporting is complete and correct, and it catches errors early, while they are still easy to fix.

  • Reconcile regularly. You agree to compare your NPOS sales with the ZRA Smart Invoice Portal at least weekly, and we strongly recommend doing it daily.
  • How to get your ZRA data. Log in to the ZRA Smart Invoice Portal at siportal.zra.org.zm with your TPIN and password, go to Transaction Management › Sales by Invoice, filter by Report Date (and by SDC ID for a specific branch), then export with Excel Invoices (invoice totals) or Excel Details (invoices with item lines). Compare this with your NPOS sales report for the same period.
  • Report differences within 72 hours. If you find a missing invoice, a different amount or any other difference, report it to the NPOS team within 72 hours of finding it, so it can be investigated and corrected.
  • Keep accurate records in both NPOS and the ZRA portal, and keep your exported reconciliation files.

We are not liable for differences, penalties, audits or financial losses that result from:

  • not reconciling regularly or on time;
  • differences or system issues that were found late, or not reported to us within 72 hours of being found;
  • incorrect data entry, or changed or misreported transactions;
  • differences that built up over a long time through inaction, negligence or misuse of the Service.

For example, if a business does not reconcile for several months and then finds that incorrect figures were submitted to ZRA, we are not responsible for those past errors or for any penalties or audits that follow.

6. Acceptable use

You agree not to:

  • use the Service for any unlawful purpose, including issuing false invoices or evading tax;
  • try to access other customers’ data, or test, probe or break the security of the Service;
  • copy, resell, reverse engineer or build a competing product from the Service;
  • upload viruses or harmful code, or place an unreasonable load on our systems;
  • share a single user login between several people to avoid paying for additional users.

7. Your data

  • You own the business data you enter into NPOS, such as products, customers, sales, stock and invoices.
  • You give us permission to store and process that data only to provide, support and improve the Service, and to submit invoices to ZRA on your behalf.
  • We handle personal information in line with the Data Protection Act of Zambia. We do not sell your data.
  • You are responsible for having the right to enter your customers’ personal information into the Service.
  • We take regular backups, but you should also keep your own records, for example by exporting reports. You can ask for a copy of your data while your account is active.

8. Hardware and third-party services

The Service may work with printers, scanners, cash drawers, mobile money and card payment providers, and other third-party services. These are provided by their own suppliers under their own terms, and we are not responsible for their availability, fees or faults.

9. Availability and support

  • We aim to keep the Service available at all times but do not guarantee that it will be uninterrupted or error-free. There may be planned maintenance, which we will try to schedule outside business hours.
  • We may update, improve or change features of the Service from time to time.
  • Support is available through the contact details below during normal business hours.

10. Suspension and termination

  • You can stop using the Service at any time by not renewing your subscription.
  • We may suspend or close your account if you break these Terms, do not pay, or use the Service in a way that could harm us, other customers or the public. Where reasonable, we will warn you first.
  • After your account ends, we may delete your data after a reasonable retention period, except where the law requires us to keep it.

11. Limitation of liability

  • The Service is provided “as is”. To the extent allowed by law, we are not liable for indirect or consequential losses, such as lost profits, lost sales, lost data or tax penalties.
  • Our total liability to you for any claim is limited to the subscription fees you paid in the three (3) months before the claim arose.
  • Nothing in these Terms limits any rights you have that cannot be limited under Zambian law.

12. Intellectual property

NPOS, its software, design, logos and content belong to us or our licensors. Your subscription gives you a limited, non-transferable right to use the Service for your own business during your subscription. No other rights are granted.

13. Changes to these Terms

We may update these Terms from time to time. We will show the date of the latest update on this page and, for important changes, notify you by email or in the application. Continuing to use the Service after the changes take effect means you accept the updated Terms.

14. Governing law

These Terms are governed by the laws of the Republic of Zambia. Any dispute will first be discussed in good faith, and if it cannot be settled, will be referred to the courts of Zambia.

15. Contact us

If you have questions about these Terms, contact the NPOS team at sales@NPOS.com or +0211-372605.