Setting up the Kavapp system for a food establishment

Kavapp Seller is an application for Seller employees, designed for fast and convenient sales, payments, and inventory management.

What can you do in Kavapp Seller?

• Accept orders.
• Process sales and apply discounts.
• Manage product and ingredient inventory.
• Communicate with the team through the built-in messenger.

Thanks to real-time synchronization with Kavapp Admin, the administrator can control cashier activity, manage stock, and adjust settings.

For optimal use of the application, we recommend using a device with a supported OS version.

Kavapp Seller supports:

• Minimum Android version: 6 (recommended: 9)
• Minimum iOS version: 12 (recommended: 15)
• Minimum Windows version: 10, 64-bit

To get started, install the application on your POS device.

Where to download?

• Google Play (Android)
• App Store (iOS)
• Microsoft Store (Windows)
• For Windows and Android, you can also download the installation file (.exe or .apk) from the website.

After installation, launch the application.

To synchronize Kavapp Seller with the system, you need to enter a connection code. This can be generated in Kavapp Admin.

How to get the аccess code?

1. Log in to the Kavapp Admin panel.
2. Go to: Basic Information → Points of sale → Connection Code.
3. Click Create Code – this code is used to connect Kavapp Seller to the administrator account.
4. Enter the received code in Kavapp Seller on the cashier's device.

Note: One cash shift in Kavapp Seller cannot operate on two devices simultaneously. The connection code is valid for only one application/device. 

After entering the code, the application will automatically synchronize with the system. If the device is changed or the user logs out, generate a new code in Kavapp Admin and enter it again.

To start a shift

1. Tap Get started.
2. Select the employee assigned to this shift.
3. Check and enter the Balance at the cash desk: the amount of cash remaining from the previous shift. Tap Get started.

At the end of the shift

1. Close the shift: tap Work shift → Close shift.
2. Enter the Balance at the cash desk: the amount left in the drawer for the next shift.
3. Tap “Finish the job”.

The main screen includes the key elements for the cashier’s work:

• Menu groups/subgroups and items – drinks, recipes, and products.
• Selected items block – displays all selected items in the receipt.
• "Sell" button – proceeds to the receipt and payment screen.
• Top function panel – access to additional features (inventory management, reports, chats, settings, etc.).

The panel contains the following sections:

• Management – view stock levels, write off products, record purchases, prepare preparation batches, perform cash collections, and register discount cards.
• Work shift – log breaks, open/close a work shift.
• Messages – messenger to communicate with administrators and logisticians.
• Receipts – sales history, with options to cancel, return items, reprint receipts, and work with suspended receipts.
• Settings – connect hardware, synchronize data with Kavapp Admin.

When a customer makes a purchase, the cashier creates a receipt by adding products to the list.

1. Add products to the receipt:

• Open Kavapp Seller.
• On the main screen, select a product group (e.g., drinks, snacks).
• Tap the desired item to add it to the receipt.
• If modifiers are provided for an item, a selection window will open where you can add additional components to the receipt — required or optional. The price of each modifier component is displayed next to its name. The number of selected modifiers is specified in the “Quantity” field. Below, the total amount for the item, including modifiers, is displayed, which will be added to the receipt.
• If the “Ask for quantity” option is enabled for the selected item (Kavapp Admin → Menu → Products / Technological Cards / Drinks / Preparations → Edit [pencil icon or “More details” → Edit], with the checkbox selected next to the “Ask for quantity” option), you must enter a value in the “Quantity” field using the specified units of measurement (for example, 100 g) — the price will be calculated automatically.

Alternatively, you may specify the amount in the “By amount” field that the customer intends to spend — in this case, the quantity will be determined automatically.

2. Specify the product quantity:

All selected items appear on the right side of the screen — this is the area where further actions can be performed.

• To increase quantity: tap the product again.
• To decrease quantity: press and hold the product for 2 seconds.
• To delete an item: swipe it left or right.

3. Suspending a receipt: 

• If the customer steps away, you can save the receipt and return to it later.
• To do this, tap “Receipts” or hold down the “Sell” button.

4. Proceed to the payment screen by tapping “Sell”

5. Choose a payment method:

• Cash – cash payment. 
• Terminal – payment by bank card.

6. Apply a discount:

• Tap the “Discount” button.
• Enter the discount card number or the customer’s phone number linked to the card.

7. Complete the sale: 

• Check that the items in the receipt are correct.
• Tap “Sell”.

A receipt is proof of purchase, issued in printed form:

• It prints automatically if a printer is connected to Kavapp Seller and auto-printing is enabled: Kavapp Admin → Basic Information → Points of sale → Settings → Print receipts by default.
• You can also configure confirmation before printing:
• Kavapp Admin → Basic Information → Points of sale → Settings → Print receipts by default / Ask before printing receipts.
• To reprint a receipt:
• Go to “Receipts”, select the needed receipt, and tap “Print”.

How to suspend a receipt

If your establishment allows customers to pay after receiving the order, Kavapp lets you create and suspend a receipt and return to it at any time.

1. Add products to the receipt.
2. Press and hold the “Sell” button or tap “Receipts” → the receipt will be saved automatically.
3. Optionally, you can assign a title to the suspended receipt (e.g., "Name" or "Table 5") to help find it quickly in the list.

Where to find suspended receipts

1. Open the “Receipts” tab from the top panel.
2. If there are any suspended receipts, they will appear immediately on the Receipts screen.
3. If there are no suspended receipts, the “All sales” tab will open, showing the history of completed transactions.

How to continue working with a suspended receipt

1. Tap the desired suspended receipt from the list.
2. Verify that the list of products is correct.
3. Tap “Calculate” — this will take you to the payment screen.
4. Choose a payment method and complete the transaction.

 If you need to find a receipt for review, reprint, or changing the payment method during an active shift, follow these steps:

1. Go to the “Receipts” section.
2. Select the receipt you want to view.
3. Perform one of the following actions:

• Reprint – print the receipt again.
• Change payment method – switch between “Cash” and “Terminal”.

The full receipt history can be viewed in Kavapp Admin. In Kavapp Seller, only receipts from the current open shift are displayed.

If you have an unstable internet connection or temporary technical issues, a receipt may not synchronize with Kavapp Admin.

How to fix the issue

1. Open the “Receipts” tab.
2. Tap the “Data synchronisation” button in the upper left corner.

How to return a receipt

Kavapp Seller includes a return feature. All issued receipts are stored in the system, so it's easy to find the one you need.

1. Go to the “Receipts” tab → “All sales” (if suspended receipts are present).
2. Tap the “Return of goods” button.
3. Enter the check number and select the date it was issued. (If you only enter the date, the system will display all receipts from that day that are eligible for return).
4. Tap “Search” and select the desired receipt.
5. Select the items to be returned (by default, all items in the receipt will be selected).
6. Tap “Return” and choose the refund method (cash or terminal, depending on the original payment method).

Important: returned products are not added back to warehouse inventory.

If the "Return product" button is missing

If the cashier doesn’t see this option, it must be enabled in Kavapp Admin:

1. Go to Basic Information → Points of sale → Settings.
2. Enable the “Create return receipts” option.
3. Tap “Save” and synchronize data in Kavapp Seller.

The cashier can quickly check the availability of products at the sales point. To do this:

• Go to “Management” → “Аvailability”.
• View the full list of products and ingredients remaining at the sales point.
• Use the search or filters to quickly find the needed product.

1. Go to “Management” → “Purchases”.
2. Tap “+” to create a new purchase.
3. Next to the received items (products, ingredients, dishes, and consumables), enter all the required data: number of packages, quantity per package, and price per package (if cost calculation is included in your tariff).
4. Tap “To form”.

If the “Payment from the cash desk” option is enabled, the total amount of the purchase will be automatically deducted from the cash in the drawer.

The purchase can be confirmed either automatically or manually, depending on your selected settings. These are configured in: Basic Information → Points of sale→ Settings → Automatic purchase confirmation.

If manual confirmation is selected, the purchase must be confirmed in Kavapp Admin or Kavapp Logistics.

When products need to be ordered from the external warehouse to the sales point, or when compiling a list of items for future purchases or orders, follow these steps:

1. Go to Management → Orders.
2. Tap “+” to create a new order.
3. Next to the required items, specify the required number of packages.
4. Tap “Create”.
5. Review your selected items and tap “Send”.
6. The order will automatically appear in Kavapp Admin and Kavapp Logistics.

To write off a spoiled or unsellable product, ingredient, dishes, preparation, or consumables, follow these steps:

1. Go to “Management” → “Write-off”.
2. Tap “+” to create a new write-off.
3. Enter the number of units to be written off next to each relevant item.
4. Tap “Create”.
5. Review the selected items, add a comment (reason for write-off), and tap “Send”.

Write-offs can be confirmed automatically or manually, depending on the settings. These are configured in: Basic Information → Points of sale → Settings → Automatic write-off confirmation.

If manual confirmation is selected, the write-off must be approved in Kavapp Admin or Kavapp Logistics.

Preparation batches are pre-prepared products and ingredients used for further sale or as part of other menu items. For example: croissants, pizza bases, sauces, or syrups.

If your establishment prepares products in advance, follow these steps:

1. Go to Management → Preparation.
2. Select the group and item to be prepared.
3. Enter the number of portions or units to prepare.
4. Tap “Cook”.
5. The system will automatically deduct the required quantity of ingredients and add the prepared batch to the sales point's inventory.
6. Prepared products will become available for sale or as ingredients.

You can view prepared batches under Management → Preparation → Previous preparations

You can register a customer’s personal discount card via Kavapp Seller if the discount system is connected and configured in: Kavapp Admin → Promotions and Discounts.

To register a card via Kavapp Seller

1. Go to Kavapp Seller → Management → Card registration.
2. Enter the customer's name, phone number, card number, and barcode.

If the establishment does not use physical discount cards with barcodes, the registration process can be simplified.

To do this, activate the “Register card only by number" option in:
Kavapp Admin → Settings → General.

3. Tap Register — the card is now ready for use.

Each card created in Kavapp Seller automatically receives the default discount. This default is configured by the administrator in Kavapp Admin.

To choose a default discount, see section 6.1 "Discounts" in the Kavapp Admin setup guide. 

Any other discount can only be assigned by an administrator via the Admin Panel during registration.

The cashier can perform the following cash operations:

• Cash collection – removing cash from the register
• Cash deposit – adding funds to the register

To perform these operations:

1. Go to Management → Cash collection.
2. Tap “+”.
3. Choose the operation type:

• Cash deposit.
• Cash collection.

4. Enter the amount and add a comment (optional).

5. Tap “Create”.

The establishment can also work with automatic cash collection. 

The administrator configures it in: Kavapp Admin → Points of sale → Settings → Automatic cash collection confirmation.

In Management → Financial statements, the cashier can view the following financial data:

• General information – number of receipts, total shift revenue, cash balance in the register.
• Cash transactions – cash collections, manual cash-ins, purchases, and returns.
• Payment was made – breakdown by cash and non-cash payments.
• Sold items – quantity of sold products and total revenue from product sales.

In this section, you can configure the main cashier workspace settings and connect and set up the receipt printer.

The interface settings of the Kavapp Seller application are configured individually for each device where the app is installed. To save each change made, you must tap the "Edit" button.

• Theme

Allows switching between light and dark interface modes depending on user preference.

• Language

Lets you choose the main interface language for the current device.

• Security

Provides an additional layer of protection when accessing Kavapp Seller: each cashier creates a personal code that must be entered every time they log into the application.

• About the application

Contains a description of the application's key features, usage instructions, and where to find them: main screen, operations screen, employee screen, messenger, receipts screen, and settings section.

• About the device

Displays information about the device where the app is installed: model, operating system version, and app version.

• Keyboard vibration

Allows enabling or disabling vibration feedback when pressing keys on the virtual keyboard.

• Physical keyboard

Allows enabling or disabling the use of an external physical keyboard for entering data into the app.

• Use search on main

Allows searching directly from the home screen.

• Font size in the application

Lets you change the font size by selecting one of three available options.

Supported printer types

Kavapp Seller supports the following printer types:

1. USB printers – connected via cable to a tablet or PC.
2. Bluetooth printers – wireless connection via Bluetooth settings.
3. Wi-Fi printers – operate via local Wi-Fi network.

Before setup, make sure all the following conditions are met:

• The printer is powered on and has sufficient paper.
• The USB cable or Bluetooth/Wi-Fi connection is working properly.
• The “Receipt printer setup” button is active in Kavapp Seller.
• If it is inactive, go to: Kavapp Admin → Basic Information → Points of sale → Settings → “Use receipt printer”, then sync the data in Kavapp Seller.

How to connect the printer

1. Go to “Settings” → “Check printer setup”.
2. Select the connection type:

• USB – connect the cable to the device.
• Bluetooth – enable Bluetooth on the device, find the printer in the list, and connect.
• Wi-Fi – locate the printer’s IP address on the network (you can get it by printing a test page) and enter it in Kavapp Seller.

3. Specify the printing parameters:

• Paper width (80 mm, 58 mm). 
• Print encoding (see how to determine the correct encoding below)

4. Test the printing by tapping "Print test сheck".

How to determine the correct printer encoding

• Turn off the printer.
• Press and hold the Feed button (paper feed).
• Turn the printer back on while holding the Feed button for 3 seconds.
• Release the button — the printer will print a settings receipt showing the code page (encoding).
• If your printer supports Wi-Fi, the receipt will also display the IP address for connection.

If the printer is not printing

• Make sure it is powered on and properly connected
• For Bluetooth: try disconnecting and reconnecting the device
• For Wi-Fi: ensure that the printer and the Kavapp Seller device are connected to the same Wi-Fi network
• Make sure the correct encoding is selected (see previous section: “How to determine the correct printer encoding”)

Data synchronization ensures the transfer of up-to-date information between the Kavapp Seller cashier application and the administrator’s personal account in Kavapp Admin. Thanks to this, administrators and cashiers see updates in real time.

When the application is launched, automatic synchronization does not occur.

If a work shift is open, Kavapp Seller automatically synchronizes with Kavapp Admin. Data is updated after each operation performed in the seller’s application.

If changes are made via Kavapp Admin, manual synchronization is required for the updates to appear in Kavapp Seller. Examples of such changes include: price updates, renaming products, or moving them to a different group.

Manual synchronization is available under: Settings → “Data synchronization”.

What data is synchronized?

• Products and their stock levels.
• Product prices.
• Discounts and promotions.
• Menu changes.
• Device settings.
• Receipt statuses and financial transactions.

How to run manual synchronization

It is recommended to perform manual synchronization if:

• You have just made changes in Kavapp Admin (mandatory).
• Products, prices, or promotions are not updated automatically.
• There were internet connectivity issues.

Instruction: how to run manual synchronization?

1. Open the “Settings” section from the top panel in Kavapp Seller.
2. Tap “Data synchronization”.
3. Wait for the process to complete — all updates and changes will be added to Kavapp Seller