Quick Start Guide

Example A: Fresh Orange Juice

1. Add your business details

Web admin. Open Branches and edit your branch. Enter the address under Location Details and the phone number under Contact Information, then click Save Changes.

2. Add the menu item

1. Open the menu
   In the Web admin go to Point of Sale > Menu Items and click Add New Menu Item.
2. Fill in the three required fields
   Name: Fresh Orange Juice. Category: pick one, or click New next to it to create one. Price: 1.250.
3. Click Save
   Save & Add Another saves and gives you a blank form for the next dish.

The five sample dishes are ordinary menu items. Change them when you add your own menu. To add staff now, see Users and Roles; you can also do it later.

3. Set your PIN and set up the POS app

The POS app asks for a manager PIN the first time it is linked to a branch, so set yours first.

1. Set your PIN (Web admin)
   Click your name at the top right and choose My PIN. Click Set Your PIN, enter your Account Password, a New PIN of 4 to 6 digits and the same PIN in Confirm PIN, then click Set PIN.
2. Install the POS app and sign in
   Follow Install the POS App. Sign in with your Email Address and Password and tap Sign In.
3. Choose the branch
   On Configure POS Terminal, pick your branch under Select Branch and tap Continue.
4. Approve with your PIN
   Tap Authorize, pick your name under Select Manager, type your PIN and tap Authorize. Then tap Continue to Dashboard.

4. Take your first order

1. Start the day
   In the POS app tap New Order. Because no day is open yet, Start of Day appears. Count the cash you are putting in the cash drawer and tap Start Day, or tap Skip to start with nothing in it. If your business takes no cash, the button reads Open Business Day. You are clocked in automatically.
2. Add the dish
   The Menu screen opens, ready for a take-away order. Tap Fresh Orange Juice. It appears under Current Order. For later orders, tap New Order and choose Dine In, Take Away or Delivery.
3. Take payment
   Tap Pay Now (on a phone, tap View Cart first). Tap Cash at the top, tap EXACT or type the amount received, then tap the Pay button. When PAYMENT APPROVED shows, tap Done.
4. Complete the order
   Tap Orders, tap the order and tap Complete. If Complete is not there, the kitchen has not marked the order ready: tap the three-dot button and choose Completed, or open Kitchen and tap Start Cooking, then Ready, first.

You can now sell. The next steps make each sale take its ingredients out of stock.

5. Add the product

A product is something you keep in stock. A menu item is something you sell. The recipe in step 8 connects the two.

1. Open the form
   In the Web admin go to Inventory > Products and click Add New.
2. Enter the name and category
   Name: Fresh Oranges. Next to Category click the + button, type Fresh Produce and click Create Category.
3. Choose the base unit
   Base Unit of Measure: Kilogram. Stock is counted in this unit. Leave Product Code empty to have one generated, and leave Product Type and Procurement as they are.
4. Click Save
   Name, Category and Base Unit of Measure are required.

6. Add a supplier

Go to Inventory > Suppliers and click Add New Supplier. Enter the Name (the only required field) and click Create supplier. Opening stock does not need a supplier, but every delivery you record later does.

7. Record your opening stock

Opening stock is what you already had on the shelf before you started. It adds stock without creating a bill from a supplier.

1. Create the entry
   Go to Inventory > Opening Stock and click New Opening Stock Entry. Choose the Warehouse (Main Branch - Storage), the Effective Date and a Reason, for example Bought before using the system. Click Create and Add Products.
2. Add the product
   Under Add Products, type Fresh Oranges and press Enter. Enter Quantity 20 and Unit Cost 0.600. Quantity is in the base unit, so this is 20 kg at 0.600 per kg.
3. Save the line
   Click Save 1 line(s). The entry is still a Draft and stock has not changed.
4. Post
   Click Post and confirm. The entry becomes Posted and the 20 kg is in stock. A posted entry cannot be edited, only reversed.

More detail: Opening Stock.

8. Add the recipe

The recipe says what one Fresh Orange Juice uses. Without an active recipe, selling the dish does not touch stock.

1. Start a recipe
   Go to Point of Sale > Recipes and click New Recipe.
2. Fill in the details
   Leave Type on Recipe - for a menu item you sell. Set Status to Active. Recipe Name: Fresh Orange Juice. In Menu Item, type the dish name and pick it. Yield: 1, Unit: Piece.
3. Add the ingredient
   In the Ingredients search box type Fresh Oranges and pick it. Set Qty to 0.5, Unit to Kilogram and leave Waste% at 0.
4. Click Save Recipe
   If you saved it as Draft, click Activate beside it in the recipe list. Only an active recipe deducts stock.

9. Sell it and check the stock

1. Sell two juices (POS app)
   Tap New Order, then Take Away. Tap Fresh Orange Juice twice, tap Pay Now and take payment as in step 4.
2. Complete the order
   Tap Orders, open the order and tap Complete.
3. Check the stock (Web admin)
   Go to Inventory > Reports > Stock Level. Fresh Oranges shows 19 under On Hand: 20 kg less 2 x 0.5 kg.

Example B: Classic Burger

You buy beef by the pack and use it by the gram. Each product keeps one base unit for stock and recipes, and can have extra units for buying.

1. Add the products with a purchase unit

Repeat these steps for each of the four products in the table.

1. Create the product
   Go to Inventory > Products and click Add New. Enter the Name, a Category and the Base Unit of Measure from the table. Click Save and Continue Editing.
2. Add the pack
   On the Edit Product page open the Units of Measure tab and click Add UOM. Choose Pack as the Unit of Measure. In Conversion Factor enter how many base units one pack holds, for example 5000 for the beef.
3. Make it the buying unit
   Tick Purchase Default and click Add UOM. Purchase orders for this product now start in packs.

More detail: Packaging and Units of Measure.

2. Order from the supplier

1. Start a purchase order
   Go to Inventory > Purchase Orders and click Create New Order. Choose the Supplier and the Receiving Warehouse. Both are required.
2. Add the lines
   Under Order Items, type a product name and pick it. Each pick adds a line with quantity 1. Set the quantity, check the unit is Pack, and enter the price for one pack.
3. Save, submit and approve
   Click Create Purchase Order. The order opens as a Draft. Click Submit, then Approve. Only an approved order can be received.

3. Receive the delivery

1. Create the goods received note
   On the approved purchase order click Create GRN.
2. Check the quantities
   For each line check RECEIVED against what arrived. Put anything you send back in REJECTED.
3. Click Receive & Post
   Stock goes up in base units: 2 packs of beef become 10,000 grams. If your account requires approval of received goods, the button reads Save as Draft and the note is posted after approval.

More detail: Purchases and Goods Received Notes.

4. Add the burger and its recipe

If your sample dishes do not include a Classic Burger, add it as in step 2 of Example A. Then go to Point of Sale > Recipes, click New Recipe, set Status to Active, pick Classic Burger as the Menu Item and add these ingredients:

More detail: Recipes.

5. Sell two burgers and check the stock

In the POS app, sell two Classic Burgers, take payment and complete the order. Then open Inventory > Reports > Stock Level in the Web admin.