Setting up the Kavapp system for a food establishment

To start working with the Kavapp automation system, follow these steps:

1. Go to the official website: kavapp.com.
2. Click the “Login” button in the top menu.
3. Fill out the registration form by providing your email address, contact number, and other basic information.
4. Confirm your registration to gain access to Kavapp Admin — the administrator account used for managing the system.

After successfully registering the administrator account, you need to install Kavapp Seller — the cashier app used to accept orders and issue receipts. It synchronizes with Kavapp Admin to transfer data in real time. 

Where to download:

• Google Play (Android)
• App Store (iOS)
• Microsoft Store (Windows)
• You can also download the app for Android or Windows directly from the official website.

To connect the cashier app to the administrator account, generate a connection code.

This allows you to synchronize Kavapp Seller with your administrator account.

How to do it:

1. Log in to Kavapp Admin.
2. Go to “Basic information” → “Points of sale” → “Connection code”.
3. Click “Generate code”.
4. Enter the generated code in the Kavapp Seller app on the cashier’s device. 

Note: If the device changes or gets logged out, a new code must be generated and entered.

If your establishment has a logistics operator responsible for delivering products from the external warehouse to the points of sale, they will need the Kavapp Logistics app.

This application helps monitor the movement of products, ingredients, and consumables between the warehouse and points of sale.

The logistics operator sees all supply orders, confirms deliveries, and tracks stock levels. All data is automatically synchronized with Kavapp Admin, ensuring accurate inventory control.

Where to download:

• Google Play (Android)
• App Store (iOS)

To connect the logistics operator’s app to the administrator account, you need to obtain an access code:

• Log in to Kavapp Admin.
• Go to “Basic information” → “Logisticians” → “Access code”.
• If the logistics operator has not yet been added to the system, click “Add logistician” and enter their information.
• Click “Generate code” — this code is used to synchronize the Kavapp Logistics app with your administrator account. 

Note: an access code must be generated for each new logistics operator or device.

Kavapp offers a 14-day free trial period. It starts from the moment the administrator account is registered.

What you should know:

• During this period, you can test all system features free of charge.
• All entered data will be saved and available after switching to a paid plan.

If you need more time to configure the system, you can request an extension of the trial period. To do so, contact technical support via the chat in Kavapp Admin.

To begin working with Kavapp, you need to add the points of sale where products and drinks will be sold. 

How to add a new point of sale

• Log in to Kavapp Admin.
• Go to “Basic information” → “Points of sale”.
• Click “Add sales point”.
• Enter the name of the establishment and its address.
• Click “Create” — the new point of sale will appear in the system. 

How to edit a point of sale

Kavapp Admin includes a default point of sale, for example, "Store 1". You can edit it or add new ones. 

To edit:

• In “Basic information” → “Points of sale”, find the desired point.
• Click the pencil icon next to its name.
• Make changes and click “Edit”.

To configure the operating parameters of each point of sale, go to Kavapp Admin → Basic information → Points of sale, and select the desired location.

Main settings of the point of sale 

1. Item settings 

In this section, you can configure an individual menu for each point or set different prices for the same item across various establishments. 

To change product availability or its price at a specific point of sale, enable the “Individual settings” option and set the required parameters.

2. Connection code 
This code is required to synchronize the Kavapp Seller app with your administrator account. 

Here you can create, view, update, or delete the connection code. 
If you change the device or log out from the Kavapp Seller app, you will need to generate a new code and enter it again.

3. Point of sale settings 

In this section, you can configure the main settings for the point of sale:

• Receipt printer settings — enable this if the point uses a receipt printer/
• Access in Kavapp Seller — define which functions are available to cashiers (canceling receipts, viewing inventory, etc.).
• Operation confirmations — choose how operations at the points of sale are confirmed: automatically or manually by another specialist.

4. Financial settings 

This section contains the financial configuration for the point of sale:

• Adjusting the starting cash balance — defines the initial cash amount in the register at the beginning of a shift.
• Setting the hourly bonus — an additional bonus for cashiers working at this location.
• Setting the percentage of sales for cashier’s salary — allows you to add a motivational bonus based on total sales.

How to add a cashier?

1. In Kavapp Admin, go to “Basic information” → “Cashiers”.
2. Click “Add cashier”.
3. Fill in the information (name, contact number, etc.).
4. Click “Create”.

How to configure access for cashiers?

1. Go to “Basic information” → “Points of sale” → “Settings”.
2. Navigate to “Access settings in Kavapp Seller”.
3. Select which functions will be available to the cashier (canceling receipts, viewing stock, etc.).
4. Save the changes.

How to add a logistician?

1. In Kavapp Admin, go to “Basic information” → “Logisticians”.
2. Click “Add logistician”.
3. Enter the necessary information and create a new employee.

How to configure access for logisticians?

• In “Basic information” → “Logisticians”, click the “Permissions” icon next to the desired employee.
• Set the access rights according to the logistician's responsibilities.
• Click “Save”.

After setting up access, cashiers will be able to work in Kavapp Seller, and logisticians — in Kavapp Logistics.

How to Add an Administrator

• In Kavapp Admin, open “Basic Information” → “Admins”.
• Click “Add User”.
• Enter the required information and click “Create”.

An administrator has the highest level of access and can perform a wide range of actions related to managing the establishment, employees, and financial operations.

Note: Only the Main Administrator (account owner) can add or remove administrators.

The “Menu” section in Kavapp Admin allows the administrator to create, edit, and organize all product items at the points of sale. 

The menu consists of the following main elements:

• Ingredients — components used to prepare drinks, recipe cards, and preparation batches.
• Dishes — accounting units linked to drinks and may be written off when the item is sold (e.g., “Paper cup 250 ml”).
• Drinks — menu items that include ingredients and dishware.
• Recipe cards — items that use ingredients but do not include dishware.

Used for dishes prepared after receiving the order: hot dogs, pizza, pasta, Caesar salad, chicken broth, etc.

• Products — items sold by piece, without using ingredients or dishware (e.g., “Bottled water”).
• Preparation — used for pre-preparation, preparing ingredients or ready-made meals (e.g., “Croissant dough”).
• Consumables — items that are not written off during sales (e.g., “Napkins”).

Ingredients are the main components of drinks, recipe cards, and preparation batches. 

We recommend creating ingredient groups at the beginning. This will help organize them and simplify management. Ingredient groups are also used for configuring modifiers.

How to add a new ingredient

1. Go to Kavapp Admin → Menu → Ingredients.
2. Click “Add ingredient”.
3. Fill in the basic fields:
   • Name (e.g., “Almond milk”).
   • Unit of measurement (g, ml, pcs).
   • Quantity per package (e.g., 1000).
   • Ingredient group — select it from the previously created ones (e.g., “Milk”). If a group is not needed, select “No group” — you can always assign it later.

4. Configure additional parameters:

✔️ Recount at the beginning/end of shift — prompts stock recounting and recording at shift start and end.
✔️ Warehouse processing — enable if the ingredient first goes to an external warehouse and is then transferred to the point of sale.

5. Click “Create” — the ingredient will appear in the list and become available for use in recipe cards.

Dishware are mandatory accounting units assigned to drinks and may be written off together with them upon sale.

How to add dishes

1. Go to Kavapp Admin → Menu → Dishes.
2. Click “Add dishes”.
3. Specify:
   • Name (e.g., “Paper cup 250 ml”).
   • Volume (ml) (for convenient accounting).
   • Quantity per package (e.g., 50 pcs).

4. Configure parameters:

• Disposable — enable if dishware will be written off with each sale.
• Recount at the beginning/end of shift — prompts stock recounting and recording at shift start and end.
• Process through warehouse — enable if dishware is accounted for at the external warehouse.

5. Click “Create” — the new type of dishware will become available in the system.

Creating a menu structure helps simplify product search and makes the cashier’s work more convenient. In Kavapp, the menu consists of groups and subgroups that organize all items:

✔️ Menu groups — main categories (e.g., “Coffee drinks”, “Desserts”, “Main dishes”).
✔️ Menu subgroups — subcategories within the groups (e.g., within “Coffee drinks” there may be subgroups like “Espresso-based coffee”, “Milk coffee”, “Signature drinks”).

How to create a group:

1. Go to Kavapp Admin → Menu → Menu groups.
2. Click “Add group”.
3. Enter the group name (e.g., “Coffee drinks”).
4. Configure the image in Kavapp Seller: upload a file from your device or choose a color from the suggested list, such as “Vanilla”.

How to add subgroups:

1. Go to “Menu” → “Menu subgroups”.
2. Click “Add subgroup”.

Enter the subgroup name (e.g., “Milk coffee”) and select the group it belongs to.

3. Save changes — new groups and subgroups will become available in Kavapp Seller.

To change the order of menu groups, click the “Sort” button and arrange the groups as needed.

Drinks are menu items that consist of several components: ingredients and mandatory dishware. 

Drinks are prepared directly at the time of sale and can include modifiers (e.g., different types of milk).

How to add a drink

1. Go to Kavapp Admin → Menu → Drinks.
2. Click “Add drink”.
3. Fill in the basic parameters:
   • Name (for example, “Latte”)
   • The name of the item in the receipt — the product name displayed in the receipt during a sale (for example, Latte 250 ml).
   • Price — the cost of the drink.
   • Menu group (optional) — the main category to which the drink belongs (for example, Coffee drinks). If there is no division, select the “No group” option. In this case, the drink item will be displayed on the main screen in the cashier’s application.
   • Menu subgroup (optional) — a more detailed classification of drinks within the group (for example, Coffee with milk). If there is no division, select the “No subgroup” option.
   • Modifier (optional) — variations of the drink that the guest can choose (for example, different types of milk). Select a modifier from the list. If none have been created, only one option will be available in the drop-down list — “No modifier”.
   • Dishes — the type of dishware in which the drink is served (for example, Paper cup 250 ml).
   • Volume/weight per unit — the exact amount of the drink being sold (for example, 250).
   • Unit of measurement — the unit in which the product is measured (for example, gram, milliliter, package, portion, kilogram, etc.).
   • Article (optional) — a unique code or number of the drink.
   • Barcode (optional) — a useful function for quick scanning.
   • Manufacturer (optional) — the name of the company that produces the product.
   • Description (optional) — short information about the drink or recipe that may be useful to the cashier during sales.

✔️ Request quantity — if enabled, during the sale the cashier must specify the number of items in the receipt (relevant for popular drinks often bought in multiple portions).
✔️ Active — when enabled, the drink will be available for sale and displayed in the list of drinks in the Admin panel.
✔️ Show on the main screen — when enabled, this function helps the cashier quickly select the item. The drink will be displayed on the main screen of Kavapp Seller.

• Image display settings — a photo or color that will be shown next to dishes in Kavapp Seller. It is displayed in Kavapp Seller and simplifies the visual search for items.
• Click Create — the drink will appear in the general table in Menu → Drinks and will become available for sale after data synchronization in the cashier’s Kavapp Seller application.

The table contains key information about the drink. To view all details and make changes, click More details.

In the More details block, you can:

• Edit — change the information about the drink.
• Duplicate — copy the drink to quickly create a new similar item.
• Ingredients — add, remove, or edit included ingredients.
• Cost price — view the cost price of the item at all points of sale.

4. Add ingredients:

• Go to Menu → Drinks.
• Find the newly created drink and click the paperclip icon in the Ingredients column (or select More details → Ingredients).
• Add the ingredients included in the drink, specifying: type, ingredient name, and exact quantity. For example:

+ Arabica coffee – 7 g

+ Milk – 150 ml

• Click Add.

The system will automatically write off all specified ingredients and disposable dishware during the sale of the beverage.

How to Edit a Drinks 

IInstruction on how to change the name, dishes, or other parameters of a drink:

1. Go to Menu → Drinks.
2. Find the required drink in the table and click the pencil icon (or select More details → Edit).
3. Make all the necessary changes.
4. Click Save.

Quick creation of similar drinks

If you need to create another drink with minimal changes:

1. Go to Menu → Drinks.
2. Find the required drink in the table and click the Duplicate icon (or select More details → Duplicate).
3. Edit the copied drink.
4. Click Create.

Recipe cards are menu items composed of ingredients but without linked dishware. 

They are designed for accounting of products used in preparing orders (e.g., sandwiches, hot dogs, etc.).

How to add a recipe card

1. Go to Kavapp Admin → Menu → Recipe cards.
2. Click “Add recipe card”.
3. Fill in the basic parameters:
   • Name (for example, “Hot dog”).
   • Іtem name in receipt — the product name displayed in the receipt during a sale (for example, “Hot dog L”).
   • Price — the cost of the dish.
   • Unit of measurement — the type of unit in which the tech card is issued or accounted for (for example, volume (ml), weight (g, kg), conditional unit (portion, pcs., package, tray, etc.)).
   • Menu group (optional) — the main category to which the product belongs (for example, “Main dishes”). If there is no division, select the “No group” option. In this case, the created item will be displayed on the main screen in the cashier’s application.
   • Menu subgroup (optional) — a more detailed classification of items within the group (for example, “Fast food”). If there is no division, select the “No subgroup” option.
   • Modifier (optional) — variations of the dish that the guest can choose (for example, different types of buns or sauces). Select a modifier from the list. If no modifier has been created, only one option will be available in the drop-down list — “No modifier”.
   • Volume/weight per unit — the exact amount of the finished dish being sold (for example, 300).
   • Unit of measurement of capacity — the unit in which the item is measured (for example, gram, milliliter, kilogram, ounce, pcs., etc.).
   • Article (optional) — a unique code or number of the item.
   • Barcode (optional) — a useful function for quick scanning.
   • Manufacturer (optional) — the name of the company or person who produces the dish.
   • Description (optional) — add short information about the dish that may be useful to the cashier during sales.

✔️ Request quantity — if enabled, during the sale the cashier will enter the number of items in the receipt each time.
✔️ Active — when enabled, the tech card will be available for sale and displayed in the list of drinks in the Admin Panel.
✔️ Show on the main screen — if enabled, the tech card will be displayed on the main screen of Kavapp Seller for quick selection.

• Image display settings — a photo or color that will be displayed next to the dish in Kavapp Seller. This makes it easier to visually search for items.
• Click Create — the tech card will appear in the general table in Menu → Tech cards and will become available for sale after data synchronization in the cashier’s Kavapp Seller application.

The table contains the main information about the dish. To view all details and make changes to the tech card, click More details.

In the More details block, you can:

• Edit — change the information about the dish.
• Duplicate — copy the tech card to set up another one based on it.
• Ingredients — add, remove, or edit the ingredients.
• Cost price — view the cost price of the dish at all points of sale.

4. Add ingredients:

• Go to Menu → Tech cards.
• Find the newly created tech card in the table and click the paperclip icon in the Ingredients column (or select More details → Ingredients).
• Add the ingredients included in the tech card, specifying: type, ingredient, and their exact quantity.

Example

+ Bun – 1 pc

+ Sausage – 1 pc

+ Ketchup – 30 g

+ Mustard – 20 g

+Pickled cucumber – 1 pc

• Click “Add”.

The system will automatically write off all specified ingredients when the recipe card is sold.

How to Edit a Recipe Card 

If you need to change the name, unit of measurement, or other parameters:

1. Go to Menu → Tech cards.
2. Find the required item in the table and click the pencil icon (or select More details → Edit).
3. Make all the necessary changes.
4. Click Save.

Quick creation of similar recipe cards

If you need to create another tech card with minimal changes:

1. Go to Menu → Tech cards.
2. Find the required item in the table and click the Duplicate icon (or select More details → Duplicate).
3. Edit the copied tech card.
4. Click Create.

Products — these are items that are sold and accounted for piece by piece and do not have dishes, ingredients, or other components.

Examples of such products include bottled water, snacks, chocolate, and other similar items delivered to the point of sale in a ready-to-sell form.

How to add products

1. Go to Kavapp Admin → Menu → Products.
2. Click “Add product”.
3. Fill in the basic parameters:
   • Name (for example, “Bottled water 0.5 L”).
   • The name of the item in the receipt — the product name displayed in the receipt during a sale (for example, “Morshynska Water 0.5”).
   • Price — the cost of the product.
   • Unit of measurement — the type of unit in which the product is issued or accounted for (for example, volume (ml), weight (g, kg, ounce), conditional unit (portion, pcs., package, tray, etc.)).
   • Quantity per package — the number of products in a package (for example, 12 pcs. in a box). If the product is delivered to the point of sale in different quantities, specify “1” as the unit of measurement, and enter the actual quantity each time separately during stock registration.
   • Menu group (optional) — the main category to which the product belongs. Helps structure all items (for example, “Drinks”). If there is no division, select the “No group” option. In this case, the product item will be displayed on the main screen in the cashier’s application.
   • Menu subgroup (optional) — a more detailed classification of products within the group (if needed, for example, “Packaged drinks”). If there is no division, select the “No subgroup” option.
   • Article (optional) — a unique code or number of the product.
   • Barcode (optional) — a useful function for quick scanning.
   • Volume/weight per unit (optional) — the exact amount of the product being sold (for example, 0.5).
   • Unit of measurement of capacity — the type of unit in which the product is measured (for example, gram, milliliter, package, tray, kilogram, etc.).
   • Description (optional) — short information about the product that may be useful to the cashier during sales.
   • Manufacturer (optional) — the name of the company or the person who produces the product.

✔️ Request quantity — if enabled, during the sale the cashier will enter the number of items in the receipt each time (relevant for products often bought in several units).
✔️ Active — when enabled, the product will be available for sale.
✔️ Process through warehouse — if the product is stored and passes through your external warehouse, enable this option.
✔️ Show on the main screen — if enabled, the product will be displayed on the main screen of Kavapp Seller for quick selection.
✔️ Recalculation at shift opening/closing — if enabled, the system will request the product quantity at the beginning and at the end of each shift for additional employee control.

Entering the quantity during shift opening/closing does not change the warehouse stock (does not perform re-inventory), but it is recorded in the work shift report.

• Image display settings — a photo or color that will be displayed next to products in Kavapp Seller. This simplifies the visual search for products.
• Click Create — the product will appear in the general table in Menu → Products and will become available for sale after data synchronization in the cashier’s Kavapp Seller application.

The table contains the main information about the product. To view all details and make changes, click More details.

In the More details block, you can:

• Edit — change the information about the product.
• Duplicate — copy the product to quickly create a new similar item.
• Cost price — view the cost price of the product at all points of sale.

How to edit a product

If you need to change the name, price, or other parameters:

1. Go to Menu → Products.
2. Find the required product in the table and click the pencil icon (or select More details → Edit).
3. Make all the necessary changes.
4. Click Save.

Quick creation of similar products

If you need to create another product with minimal changes:

• Go to Menu → Products.
• Find the required product in the table and click the Duplicate icon (or select More details → Duplicate).
• Edit the copied product.
• Click Create.

Product Import allows you to quickly add a large number of products to the Kavapp system using a special template — a ready-made CSV table. This table must be downloaded directly from Kavapp, filled in with product data, and then uploaded back into the system.

To download the import template, go to: Menu → Products → Product Import → Download template.

File upload and import procedure

After clicking the “Download template” button, a CSV table will be downloaded to your device.
Open the downloaded file. You can work with it as with a regular Excel table. Fill in the template according to the recommendations below.

Note. The first three columns in the table must be filled in. The other columns are optional. The maximum number of rows in the file is 5000, and the file size must not exceed 5 MB.

After filling in the file, save it in CSV format using one of the available methods:

1. Via “Save”. If the file is already open in CSV format, click File → Save.
2. Via “Save as”. If you need to choose the file format manually, go to File → Save as, select the folder, enter the file name, and in the File type field choose CSV UTF-8 (Comma delimited) (*.csv).

Upload the completed file to the system using the “Choose file” button located below the “Download template” button. You can also drag the required file into the corresponding field between the “Download template” and “Choose file” buttons.

If the system detects errors after checking the file, correct the file, save it, and upload it again using the “Upload another file” button.

After the file is successfully checked, click “Confirm import”.

Important! Products can be imported into the system only using the structure provided in the template and in the same format — CSV. Therefore, we recommend filling in the provided template instead of using other tables.

Before uploading, make sure that all data has been entered correctly: there are no extra characters, missing required fields, or duplicate products. Also, do not change the names, order, or structure of the columns in the CSV template.

How to fill in the import table

The import template requires the following columns:

• name — the product name that will be displayed in the system; it must not exceed 45 characters (required field).
• price — the product sale price. Enter it as a whole number or with cents using a dot, for example: 50 or 50.99 (required field).
• units — the product unit of measurement for which the price is set, for example: pcs., kg, g, l, ml, pack, portion (required field).

Please note: the unit name must fully match the short name specified in the “Units of measurement” section, in the “Short name” field. That is, if units such as pcs. or pack. are written with a dot, they must also be entered with a dot in the table.

• group — the main menu group to which the product will be added. For example: Drinks, Coffee, Desserts, Hot dogs.

In this field, you can specify an existing menu group in the system to which the product should be added. You can also enter a new group that you want to see in the menu. In this case, the system will automatically create this group and link the corresponding products to it.
If the group column is not filled in, the product will be displayed on the main menu screen. If needed, this setting can be changed manually: open the product in edit mode, specify the Menu group, and clear the “Show on main screen” option.

• sub_group — a menu subgroup within the main group. For example: Cold drinks, Hot drinks, Cakes.

In this field, you can specify an existing menu subgroup in the system to which the product should be added. You can also enter a new subgroup that you want to create inside the menu group. In this case, the system will automatically create this subgroup and link the corresponding products to it.
Please note: if you fill in the sub_group column, the group column must also be filled in. If a subgroup is specified without the main menu group, an error will occur during import, and the products will not be uploaded to the system. The import can be completed only after the table is corrected.

• article — the product article is used for search, inventory control, and stocktaking.
• manufacturer — the product manufacturer.
• barcode — the product barcode, used for scanning products at the cash register.
• volume — the product volume or quantity, for example: 1.2, 250, 500, 1. If the value is not a whole number, the decimal part must be entered with a dot (1.2, not 1,2).
• volume_units — the unit of measurement for volume or quantity: pcs., kg, g, l, ml, pack, portion.

Please note: the unit name must fully match the short name specified in the “Units of measurement” section, in the “Short name” field. That is, if units such as pcs. or pack. are written with a dot, they must also be entered with a dot in the table.

• pack — the number of products in a package (for example, 12 pcs. per package).
• name_in_receipt — the product name that will be displayed in the receipt. If you need a shorter or different product name to appear in the receipt than in the “name” column, enter it in this column. The name in the receipt must not exceed 45 characters. If the name_in_receipt column is not filled in, the “Item name in receipt” field will automatically display the name specified in the “name” column.
• description — short product information that may be useful to the cashier during sales.
• manual_input — activates the “Request quantity” option. If the option is active, the cashier will be able to manually enter the product quantity in the receipt during each sale. This is relevant for items that are often purchased in several units, as well as for products sold by weight. To activate the option for the required product, enter 1 or True in the manual_input column. If the option does not need to be activated, enter 0, False, or leave the field empty.

The required columns are name, price, and units. The other columns are filled in as needed.

If there are errors in the table during import, the system will notify you. The message will indicate which data is filled in incorrectly and in which rows of the file corrections are required. For example, an error may occur if a required field is missing, the price format is incorrect, the allowed number of characters in the name is exceeded, a unit of measurement that does not exist in the system is used, etc.

Preparations are used for the preliminary preparation of ingredients or ready-made dishes. They can function as standalone items or be part of other recipe cards.

Examples of preparation batches:

Coffee shop: brewed syrups, prepared drink bases
Bakery: croissant dough, pastry bases
Restaurant: sauces, marinades, fillings, dish bases

Preparation batches can:

✔ Be sold as a finished product.
✔ Be used as an ingredient for other items.

Step 1: Adding a New Preparation

1. Go to Kavapp Admin → Menu → Preparations.
2. Click “Add preparation”.
3. Fill in the basic parameters:

• Name (e.g., “Croissant dough”).
• Quantity of finished product — specify how much final product is obtained (e.g., 1 kg → enter “1”).
• Unit of measurement — select the unit in which the batch will be accounted (kg, pcs, L, etc.).
• Preparation group (optional) — select one from the existing groups (e.g., “Bakery”). If not needed, choose “No group” — you can assign it later.
• Description (optional) — short information about the batch (recipe, preparation details).
• Add to menu — if the batch will be sold as a standalone recipe card (e.g., ready-made croissants), it must be added to the menu so that employees can select it during sale.

If it’s a preparation batch or ingredient used within another recipe card or beverage (e.g., croissant dough), adding it to the menu is not required.

• Price (if the preparation is “added to the menu”) — the cost of the item.
• Group (if the preparation is “added to the menu”) — the main menu category to which the preparation belongs (for example, “Breakfasts”). If there is no division, select the “No group” option. In this case, the preparation will be displayed on the main screen in the cashier’s application.
• Subgroup (if the preparation is “added to the menu”) — a more detailed classification of preparations within the group (for example, “Breakfast constructors”). If there is no division, select the “No subgroup” option.
• Volume/weight per unit — the exact quantity of the sales unit (for example, 150).
• Unit of measurement of capacity — the type of unit in which the product is measured (for example, gram, milliliter, package, tray, kilogram, etc.).
• Article (optional) — a unique code or number of the product.
• Barcode (optional) — a useful function for quick scanning.
• Manufacturer (optional) — the name of the company or the person who produces the product.

✔️ Request quantity (if the preparation is “added to the menu”) — if enabled, during the sale the cashier will enter the number of items in the receipt each time.
✔️ Active — when enabled, the preparation will be available for sale.
✔️ Show on the main screen — if enabled, the tech card will be displayed on the main screen of Kavapp Seller for quick selection.
✔️ Recalculation at shift opening/closing — if enabled, the system will request the product quantity at the beginning and at the end of each shift.

• Image display settings — a photo or color that will be displayed next to the preparation in Kavapp Seller and simplify the search for items.
• Click Create — the preparation will appear in the table in Menu → Preparations.

The table contains the main information about the preparation. To view all details and make changes, click More details.

In the More details block, you can:

1. Edit — change the information about the preparation.
2. Duplicate — copy the preparation to quickly create a new similar item.
3. Ingredients — add, remove, or edit the included ingredients.
4. Cost price — view the cost price of the preparation at all points of sale.

Step 2: Adding Ingredients to the Preparation Batch 

To ensure that the preparation deducts ingredients correctly during cooking, you must specify the exact proportions of ingredients:

1. Go to Menu → Preparations.
2. Find the newly created preparation and click the paperclip icon in the Ingredients column (or select More details → Ingredients).
3. Add the ingredients included in the preparation, specifying:
   • Type and name of ingredient.
   • Exact quantity to be written off during preparation.

4. Click “Add”.
The system will automatically write off all specified ingredients during the preparation of the batch.

Step 3: Enabling the Preparation Function in Kavapp Seller

To allow preparation batches to be processed in Kavapp Seller, you must enable this function:

1. In Kavapp Admin, go to “Basic information” → “Points of sale” → “Settings”.
2. Enable the “Preparation” option.
3. Click “Save” and synchronize data in Kavapp Seller.

Step 4: Using a Preparation in Kavapp Seller

1. In Kavapp Seller, go to “Management” → “Preparation”.
2. Select the required рreparation.
3. Enter the number of portions to prepare.
4. Click “Prepare” — the system will automatically:
   • Write off all used ingredients
   • Post the prepared batch to stock for further use

Result: the batch becomes available in inventory. You can use it to prepare other dishes or sell it immediately.

Editing a Preparation

If you need to change the name, recipe, or other parameters:

1. Go to Menu → Preparations.
2. Find the required preparation in the table and click the pencil icon (or select More details → Edit).
3. Make all the necessary changes.
4. Click Save.

Quick creation of similar preparations

If you need to add another preparation with minimal changes:

1. Go to Menu → Preparations.
2. Find the required preparation in the table and click the Duplicate icon (or select More details → Duplicate).
3. Edit the copied preparation.
4. Click Create.

Example 1: 

Preparing Croissants

In Kavapp Admin:

• The item “Croissant” is added in the “Preparation batches” section.
• Ingredients are specified: 50 g flour, 20 g butter, 1 g salt per 1 portion = 1 croissant.

In Kavapp Seller:

• The cashier goes to “Management” → “Preparation batches”.
• Selects “Croissants”, enters 10 portions, and clicks “Prepare”.
• The system writes off 500 g flour, 200 g butter, and 10 g salt from the warehouse and adds 10 croissants to stock.

Result: the croissants are now available for sale via Kavapp Seller.

Example 2: 

Preparing the “Croissant” рreparation вatch and using it in a recipe card “Croissant with Ham and Cheese”

Step 1: Adding the “Croissant” рreparation вatch in Kavapp Admin

• Go to Menu → Preparation batches, click “Add preparation”.
• Fill in the required fields.

Step 2: Adding іngredients to the “Croissant” рreparation вatch

• In Menu → Preparations, select the required preparation in the table and click the paperclip icon in the Ingredients column (or select More details → Ingredients).
• Add: 50 g flour, 20 g butter, 1 g salt per 1 croissant.

Step 3: Preparing the “Croissant” рreparation вatch in Kavapp Seller

• Go to “Management” → “Preparation”, select “Croissant”.
• Enter number of portions, for example: 10 portions = 10 pcs.
• Click “Prepare” — the system writes off the ingredients and adds 10 croissants to stock.

Step 4: Adding the recipe card “Croissant with Ham and Cheese” in Kavapp Admin

• Go to Menu → Recipe cards, click “Add recipe card”.
• Fill in the required fields.

Step 5: Adding the іngredient “Croissant” to the recipe card “Croissant with Ham and Cheese”

• In Menu → Tech cards, select the required item in the table and click the paperclip icon in the Ingredients column (or select More details → Ingredients).
• Add: Croissant – 1 pc, Ham – 50 g, Lettuce – 15 g, Cheese – 80 g

Result: when the recipe card “Croissant with Ham and Cheese” is sold in Kavapp Seller, all listed ingredients will be written off — including the previously prepared croissant.

Modifiers are a convenient tool that allows you to adjust the composition of drinks or recipe cards during the sale by selecting components from available options.

Why are modifiers needed?

1. Flexibility — allow selecting different ingredient options for a single beverage (e.g., coffee type, milk type, dishware type).
2. Convenience for staff — reduce the number of items in the menu since there’s no need to create dozens of separate versions of the same drink or dish.
3. Write-off control — the system writes off only the selected ingredient.

How modifiers work:

• Without modifiers — all ingredients added to a beverage or recipe card are used and written off automatically
• With modifiers — during the sale, the cashier selects a component from several options. The system writes off only the chosen ingredient
• Each modifier can include multiple different options. However, it is not possible to add the same ingredient more than once with different quantities. Each ingredient can be used only once per modifier.

Example: Configuring modifiers for the beverage “Latte” 

For the beverage “Latte”, we will create a general modifier named “Latte”, which will include the following modifier groups:

✔ Group “Dishes” — choose the type of dishware (paper cup, reusable dishware).
✔ Group “Coffee” — choose the coffee beans (arabica, robusta, blend).
✔ Group “Milk” — choose the type of milk (regular, almond, lactose-free).

Step 1: Creating ingredient groups for modifiers

1. Go to Kavapp Admin → Menu → Ingredient groups.
2. Click “Add group”.
3. Add the necessary ingredient groups, for example:
   • “Milk” (milk options).
   • “Coffee” (coffee bean options).

4. Click “Create”.

If the required groups already exist in the system, you can simply use them in the following steps.

Step 2: Adding ingredients to groups

1. Go to Kavapp Admin → Menu → Ingredients.
2. Click “Add ingredient”.
3. Add the ingredients to the appropriate groups:
   • Almond milk, Lactose-free milk, Regular milk (group “Milk”).
   • Arabica, Robusta, Blend (group “Coffee”).

4. In the “Ingredient group” field, select the group for each ingredient.

5. Click “Create”.

If the ingredients already exist in the system, edit them and assign them to the correct group.

Step 3: Adding different dishware

1. Go to Kavapp Admin → Menu → Dishes.
2. Click “Add dishes”.
3. Create the options:

• Disposable dishware — specify the quantity per package (roll), for easier tracking, and check ✔️ “Disposable”.
• Reusable — do not check ✔️ in the “Disposable” field, and in the “Quantity per package” field, enter “1”.

Step 4: Creating the general modifier “Latte”

1. Go to Kavapp Admin → Menu → Modifiers.
2. Click “Add modifier”.
3. Enter the name “Latte” (matching the beverage).
4. Click “Create”.

Step 5: Creating each modifier group

Modifier group “Milk”

1. In the list of modifiers, find “Latte”.
2. Click the paperclip icon next to the modifier.
3. Click “Add group”.
4. Select type “Ingredients” and choose the ingredient group “Milk” (this group will contain all milk types created within it).
5. Click “Add”.
6. Mark each ingredient in the “Used for selection” column, specify the price difference (if any), and the quantity to be written off from stock.
7. In the dropdown “Modifier type”, choose one of the following:

• Mandatory selection of one component — if the employee must choose only one option (choose this for the required “milk” ingredient in the “Latte” beverage).
• Optional selection of one or none — if the ingredient is optional.
• Optional selection of multiple components — if several options can be selected at once.

8. Click “Save”.

Modifier group “Coffee”

Without closing the modifier settings window, continue adding other groups to the “Latte” modifier:

1. Click “Add group”.
2. Select type “Ingredients” and choose the ingredient group “Coffee” (it contains all coffee bean options).
3. Click “Add”.
4. Mark each ingredient in the “Used for selection” column, specify the price difference (if any), and the quantity to be written off from stock.
5. In the dropdown “Modifier type”, choose:

• Mandatory selection of one component — if the cashier must choose only one option (choose this for the required “coffee” ingredient in the “Latte” beverage).
• Optional selection of one or none — if the ingredient is optional.
• Optional selection of multiple components — if several options can be selected at once.

6. Click “Save”.

Modifier group “Dishes”

Without closing the modifier settings window, continue adding other groups to the “Latte” modifier:

1. Click “Add group”.
2. Select type “Dishes”.
3. Click “Add”.
4. Mark the dishware in the “Used for selection” column, specify the price difference (if any), and the quantity to be written off from stock.
5. In the dropdown “Modifier type”, choose:

• Mandatory selection of one component — if the cashier must choose only one option.
• Optional selection of one or none — if the item is optional.
• Optional selection of multiple components — if several options can be selected at once.

6. Click “Save”.

Step 6: Assigning the general modifier “Latte” to the beverage

1. Go to Kavapp Admin → Menu → Drinks.
2. Find the beverage “Latte” and click “Edit” (pencil icon).
3. In the “Modifier” field, select “Latte”.
4. Click “Save” and synchronize the data in Kavapp Seller.

Conclusion

• Modifiers allow you to quickly adjust the composition of a beverage or product during the sale.
• They save time, as there’s no need to create separate items for each version of a beverage.
• They help optimize ingredient inventory control by reducing the write-off of excess products.
• They also simplify the barista’s workflow by allowing them to immediately select the standard drink composition (e.g., blend + regular milk) within the modifier.

A combo menu is a set of several dishes combined into a single offer with one fixed price and may include selectable components (for example, a main dish, a drink, and an add-on).

How to set up a combo menu

1. Add the required combo menu components, as well as disposable tableware or packaging, to the “Ingredients” section (for information on adding new ingredients to the system, see section 3.1 of the instructions).
2. Create a technological card and add the necessary ingredients from the “Ingredients” section to it.
3. Configure the selectable component options using modifiers (for information on configuring modifiers, see section 3.9 of the instructions).
4. If the combo menu includes dishes prepared in advance, create the corresponding preparations. They can be used both as part of the combo menu and sold separately (for more details on creating, configuring, and editing preparations, as well as examples of their use, see section 3.8 of the instructions).

Example of a combo menu: “Burger combo”

Combo menu components:

• Burger;
• French fries;
• Drink of choice: Cola, Fanta, Juice.

Total price: for example, $9.99.

Step 1: Ingredients

In the “Ingredients” section, add the combo menu components and disposable packaging used for the combo:

• Burger (if purchased ready-made).
• Burger box.
• French fries (if purchased ready-made, for example, a 1000 g package).
• Paper bag for fries.
• Disposable cup with lid and straw.

Also add the drinks included in the combo to the “Ingredients” section:

• Cola – 2000 ml
• Fanta – 2000 ml
• Juice – 2000 ml

Step 2: Technological card

Create the technological card “Burger combo” and add the following:

• Classic burger – 1 pc.
• French fries – 200 g.
• Selected drink – 200 ml.
• Required disposable tableware.

Step 3: Modifiers

To configure the selection options, add the following modifiers:

• Drink of choice (required):

- Cola

- Fanta

- Juice

• Sauce for fries (optional):

- Ketchup

- Mustard

- Cheese sauce

Please note!
Other technological cards (individual dishes or drinks) cannot be attached to the technological card of a combo menu. To ensure that ingredients are deducted correctly during the sale of a combo menu, you must add to its technological card all ingredients from the dishes and drinks included in the combo, or use preparations.

Step 4: Preparations

If preparations are used in the combo menu (for example, when the burger and French fries are prepared on-site rather than purchased ready-made), you must create the corresponding preparations for these dishes.

Please note that each preparation can be used both as part of a combo menu and sold separately.

For each preparation included in the combo menu, enable the cooking function in Kavapp Seller.

The Kavapp system includes several key sections for monitoring product stock, transfers, and purchases. 

This helps maintain accurate inventory control, prevent product shortages, and optimize warehouse operations.

What does inventory control include?

• Orders — transfer of products from the external warehouse to points of sale.
• Purchases — receiving products and ingredients directly at the point of sale.
• Write-offs — removal of items from inventory due to damage or expiration.
• Inventory recount — verification and adjustment of actual stock.
• Warehouse sales — the ability to sell products, dishware, ingredients, and consumables from the external warehouse.
• Product availability at the point of sale — view stock levels at sales points.
• Warehouse management — manage operations at the external warehouse (availability, receiving, write-offs, and value adjustments).

Product transfer orders are used only if you have an external warehouse separate from the point of sale.

If a product is stored in an external warehouse and needs to be transferred to a sales point to be available for sale, a transfer order must be created.

How does it work?

1. The transfer order is created by an administrator in Kavapp Admin or by a cashier in Kavapp Seller.
2. The logistician in Kavapp Logistics receives the order and prepares the items.
3. The items are dispatched from the warehouse and transferred to the point of sale.
4. The cashier in Kavapp Seller confirms receipt, after which the products become available at the sales point.

Important: an order is not needed if you don’t have an external warehouse and the products are stored directly at the sales point.

In that case, products are received via a purchase (see section 4.2.“Purchases”).

How to create a product transfer order in Kavapp Admin:

1. Go to “Inventory control” → “Orders”.
2. Click “Create order”.
3. Select the point of sale where the product is being transferred, specify the products and their quantity.
4. Click “Send data” — the order will appear in the Kavapp Logistics app for further processing by the logistician.

Orders can also be created from Kavapp Seller (see section 5.3. “Product orders” in the Kavapp Seller setup guide).

If Kavapp Logistics is not used, the administrator or cashier can confirm the product transfer manually in Kavapp Admin or Kavapp Seller.

Benefits of working through the warehouse:
✔ Clear control of product stock.
✔ Automatic tracking of product movement between points of sale.
✔ Prevention of shortages thanks to centralized logistics.
✔ Convenient for chains of establishments with a shared external warehouse.

A purchase is the receiving of new products directly at the point of sale, without using an external warehouse.

When to use purchases?

When you don’t have an external warehouse and products are delivered directly to the point of sale.

How to record a purchase in Kavapp Admin

1. Go to “Inventory control” → “Purchases”.
2. Click “Create purchase”.
3. Select the point of sale receiving the items.
4. Add product items and specify:
   • Number of packages
   • Quantity per package
   • Price per package

After entering the data, the “Total Amount” column will automatically display the subtotal next to each item.

5. If the product is paid for in cash, enable “Cash register payment” — the amount will be deducted from the point of sale’s cash register.

6. Click “Send data” — the purchase will be added to the system. 

If “Automatic purchase confirmation” is enabled, the items will instantly appear in stock without manual confirmation.

Important notes:

• Purchases are used for products, ingredients, and consumables delivered directly to the point of sale.
• If the product first arrives at the external warehouse and is later transferred to a point of sale, use “Orders” (see section 4.1).
• The “Cash register payment” option allows funds to be deducted from the register if the product is paid for in cash.
• Alternatively, purchases can also be created through Kavapp Seller or Kavapp Logistics.

A write-off is the removal of products, ingredients, or consumables from stock due to spoilage, expiration, or other reasons.

When are write-offs used?

✔ When a product is spoiled or expired.
✔ When a product is lost or damaged (e.g., broken, spilled, or spoiled during storage).
✔ When consumables need to be written off (e.g., napkins, disposable gloves).
✔ When there are discrepancies between actual stock and the system, and data needs to be adjusted manually.

How to create a write-off in Kavapp Admin

1. Go to “Inventory control” → “Write-offs”.
2. Click “Create write-off”.
3. Select the point of sale where the write-off should occur.
4. Add items and specify the quantity to be written off.
5. Click “Send data” and write a description of the reason (e.g., “spoiled”, “lost”, “defect”) — the item will be removed from inventory.

If “Automatic write-off confirmation” is enabled, the item will be removed from inventory instantly without manual confirmation.

What to know:

• Write-offs update inventory in real time — the items are immediately removed from inventory.
• The reason field helps analyze losses and track written-off products.
• The administrator can restrict cashier access to the write-off function in Kavapp Admin.
• Alternatively, a write-off can be created via Kavapp Seller (see section 5.4 “Product write-offs” in the Kavapp Seller setup guide).

An inventory recount is the process of verifying and correcting stock at the point of sale to eliminate discrepancies between actual stock and records in Kavapp.

To perform a recount at the external warehouse, use Kavapp Logistics.

When is inventory recount used?

✔ To match actual stock of products, ingredients, preparation batches, or consumables with Kavapp data.
✔ If there’s suspected shortage or surplus in the system.
✔ After large deliveries, relocation, or changes in product assortment.
✔ During scheduled inventory checks.

How to perform a recount in Kavapp Admin

1. Go to “Inventory control” → “Inventory recount”.
2. Select the point of sale where the recount will be done.
3. Enter the actual stock for each item.
4. Click “Send data” — the system will apply the adjustments (write-off or receiving of the difference).

What to know:

• You can recount all items at once or just specific ones.
• After confirmation, the system will automatically write off shortages or add surplus.
• During a recount, all other operations at that point of sale are blocked until completion.

Alternatively, recounts can be done through Kavapp Logistics (see section 4.4 “Inventory recount” in the Kavapp Logistics setup guide).

Warehouse sales allow selling products directly from the external warehouse without transferring them to a point of sale.

When is this used?

✔ When products are sold directly from the warehouse, without moving them to a sales point (e.g., wholesale from warehouse)
✔ When products are sold by pre-order and there’s no need to store them at the point of sale

How to record a warehouse sale in Kavapp Admin

1. Go to “Inventory control” → “Warehouse sales”.
2. Add product items, specifying:

• Number of packages for sale
• Price per package for sale

3. Click “Send data” — the sale will be processed, and the product written off from the warehouse.

What to know:

• Only packages listed in the system can be sold from the warehouse.
• Alternatively, warehouse sales can be handled via Kavapp Logistics.

The “Product availability at the point of sale” section allows you to view current stock and analyze product usage during a shift.

Two viewing options are available:
✔ Real-time availability — shows current stock at the point of sale.
✔ Usage during the current shift — displays the products, ingredients, preparations, and dishes that were used or sold during the active shift.

Please note that products, ingredients, preparations, and dishes from the last processed receipt are not taken into account.

Note: products, ingredients, preparation batches, and consumables from the last completed receipt are not included.

How to view the information

1. Go to “Inventory control” → “Product availability at the point of sale”.
2. Select the point of sale from the dropdown list.
3. Click “Availability at the moment” or “Usage during current shift” for the desired view.

Stock levels are updated automatically after sales, write-offs, or inventory recounts.

Please note: Consumables are not written off automatically, as they are not involved in sales at the point of sale. Their stock balances are controlled manually through Purchase, Order (if a warehouse is available), and Write-off operations. Completed operations can be viewed in point of sale inventory reports, including the Write-off Report, the Purchase Report, and the Delivery Report.

The “Warehouse management” section allows you to view stock in the external warehouse and perform actions with it.

What can be done in this section?

✔ View product stock in the external warehouse.
✔ Inventory intake product — add items to the warehouse.
✔ Write off products — remove items from the warehouse.
✔ Cost adjustment — change the cost of an item if the price has changed or was entered incorrectly.

How to view warehouse stock:

1. Go to “Inventory control” → “Warehouse management”.
2. The system will show current stock levels.

Changes can be made to one item at a time; bulk edits are only available in Kavapp Logistics.

Control over the movement of consumables in the warehouse is carried out using warehouse inventory reports, in particular the Warehouse Write-off Report, the Warehouse Inventory Recount Report, and the Warehouse Product Movement Report.

Kavapp tools allow you to manage all financial operations, adjust product cost, and handle employee payroll.

Main tools in the “Financial operations” category:

• Cash collections — record cash collection from the register and create manual cash entries
• Cost price adjustments at the point of sale — adjust the cost of dishware, ingredients, products, and preparation batches for the selected point of sale
• Payroll calculation — salary accrual for any period for each cashier in the network separately.
• Fines and bonuses — adding penalties and bonuses for individual cashiers. The data is taken into account when calculating the next salary.
• Advances — recording issued advances for each cashier separately.

The “Cash collections” section offers two available actions:

• Create a cash collection — record the exact amount of cash withdrawn from the cash register at the selected point of sale.
• Manual cash-in — record a manual deposit of cash into the register at the selected point of sale.

When to use cash collection and сash deposit?

Cash collections:

✔ To track the exact amount of collected cash.
✔ To track how much cash remains in the register.
✔ To monitor cashiers or other employees with register access
.
Manual cash-in:

✔ To replenish the register with change at the beginning of a shift.
✔ To cover point of sale needs (e.g., purchases paid in cash).
✔ To ensure accurate accounting of cash operations.

How to create a cash collection

1. Go to Kavapp Admin → Financial operations → Cash collections.
2. Click “Create cash collection”.
3. Select the point of sale from which cash is being withdrawn.
4. Enter the exact amount (e.g., $1280).
5. Add a note if needed.
6. Click “Save”.

How to create a сash deposit

1. Go to Kavapp Admin → Financial operations → Cash collections.
2. Click “Сash deposit”.
3. Select the point of sale where the cash is being deposited.
4. Enter the exact amount (e.g., $1280).
5. Add a note if needed.
6. Click “Save”.

What to know:

• Helps prevent shortages and ensures transparent cash flow.
• Reduces the risk of errors or cash-related fraud.
• All cash collections are stored in the system for accounting purposes.
• Cash collection data is available in real time for easier cash register management.

Attention! While the work shift is open, all cash collections and cash deposits that were previously created and confirmed during this shift can be viewed in the section Financial Operations → Cash Collections.

In Kavapp Admin, you can adjust the cost price of any product at a point of sale. The cost can be modified for any category: dishware, ingredients, products, or preparation batches.

When to use cost price adjustments?

✔ If you need to correct an error made during the initial cost entry.
✔ If supply conditions have changed and prices need to be updated accordingly.

How to adjust cost price

1. Go to Kavapp Admin → Side menu → Financial operations → Cost price adjustments at the point of sale.
2. Select the Рoint of sale where changes are to be made.
3. Choose the category where the items are located: dishware, ingredients, products, preparation batches.
4. From the list, select the item, click “Сhange”, and in the window that opens, enter the new cost.
5. Click “Save”.

What to know:

• Reflects real expenses for products, ingredients, and preparation batches.
• Allows quick response to supplier changes and price adjustments.
• Helps correct inaccurate data entered during initial cost setup.
• Ensures accurate profit and margin calculations.
• Allows retail price adjustments without losing profitability.

Payroll calculation for cashiers at points of sale is carried out through Kavapp Admin.

Cashiers’ salaries consist of an hourly wage and a percentage from the sales of drinks and other items. The salary is calculated for the entire time during which the cashier had an open work shift.

How to perform salary calculation

1. Go to Kavapp Admin → Side menu → Financial operations → Salary calculation.
2. Select the period for which the salary will be calculated.
3. Select the Рoint of sale where the cashier works.
4. Select the Cashier whose salary will be calculated.
5. Click “Get report”. The total payment will include: total work time, hourly earnings, earnings from cash/card sales, as well as bonuses, fines, and issued advances.
6. You can edit the amounts if you notice an error.

After salary calculation, it can be assigned to the cashier. After that, the salary is considered settled and will not be included in future calculations.

What to know:

• If both the cashier and the point of sale have defined wages, they will be summed. 

Example: if the cashier has a rate of $25/hour and the point of sale adds $10/hour, the total rate will be $35/hour.

• Allows accurate calculation of payments based on time worked, sales, and additional earnings.
• Ensures accurate accounting of payments in the system.
• Reduces time spent on salary tracking and payment.
• Helps avoid duplicate payments and simplifies accounting.

You can add fines and bonuses to any cashier at any time. These values will be saved and included in the next salary calculation.

How to assign a fine or bonus

1. Open Kavapp Admin → Side menu → Financial operations → Fines and bonuses.
2. Click “Add bonus or penalty”.
3. Specify the date of the bonus or fine.
4. Select the Сashier to whom the action applies.
5. From the dropdown menu, choose “Bonus” or “Fine”, depending on what will be assigned to the cashier.
6. Enter the amount of the bonus or fine.
7. If needed, add a description with clarification or a comment.
8. Click “Create”.

What to know:

• You can add a description to each fine or bonus entry.
• All fines and bonuses are included in the salary calculation.
• You can edit any detail in an existing fine or bonus: date, cashier, type (fine or bonus), amount, description.
• You can make a fine or bonus active or inactive. If inactive, it will not be included in the salary calculation.

The administrator can issue advances to cashiers, and these will be accounted for in the next salary calculation.

How to issue an advance

1. Go to Kavapp Admin → Side menu → Financial operations → Advance.
2. Click “Add advance”.
3. Set the creation date of the advance.
4. Select the Сashier to whom it applies.
5. Enter the advance amount.
6. Optionally, add a note or comment.
7. Click “Create”.

What to know:

• You can edit any details in an existing advance: date, cashier, amount, note
• You can make an advance active or inactive. If inactive, it will not be included in the salary calculation.

The “Promotions and discounts” functionality in Kavapp allows you to configure discounts, promotions, and discount cards for customers.

This helps encourage repeat purchases, increase customer loyalty and influence sales.

How does the discount system work?

1. The administrator creates a discount in Promotions and discounts → Discounts.
2. Registers a personal customer card in Promotions and discounts → Personal cards and links a discount to it.
3. The barista can apply the discount card during checkout in Kavapp Seller.

Through the admin panel, you can add and edit discounts to be used in the discount system.

Types of discounts in Kavapp

 ✔ Percentage discount (e.g., -10% on all products).
✔ Fixed amount discount in currency (e.g., -$5 per purchase).
✔ Cashback as a percentage or fixed amount (bonus accumulation that the customer can use for payment).

How to create a discount

1. Go to Kavapp Admin → Side menu → Promotions and discounts → Discounts.
2. Click Add discount.
3. Enter a name for the discount to easily identify it.
4. Choose the type of discount: percentage or currency, cashback as percentage or currency.
5. Set the numerical value of the discount/cashback separately for drinks and other products.
6. Check “✔️ Discount for card registration” to set it as the default discount. 

In this case, the discount will be automatically applied to all new cards registered through the Kavapp Seller app.

Note: When registering a discount card via the Admin panel, the administrator can assign a different discount regardless of the default setting.

7. Click Create — the discount becomes active and can be used.

What to know:

• A single discount can be linked to multiple personal cards.
• You don’t need to register a personal card for every customer. You can create a universal discount card that a cashier can apply to any receipt as needed.

For example, you can create several personal discount cards with simple numbers (e.g., 5, 10, 15) and assign each a corresponding standard discount.

During checkout, the cashier simply enters the card number corresponding to the desired discount percentage. This tool allows discounts to be applied quickly without registering new customers.

• Discounts can be edited, updated, or deactivated when no longer relevant.

To offer a customer a personalized discount, you need to create their personal discount card.

How to create a personal card

1. Go to Kavapp Admin → Side menu → Promotions and discounts → Personal cards.
2. Click Add card.
3. Enter the customer's first name, last name, and phone number.
4. Enter the card number and barcode.
5. Select and link a previously created discount to the card.
6. Check the box “✔️ Active” to activate the card.
7. Click Create — the customer card becomes active and can be used.

A personal card can also be created by an cashier through Kavapp Seller (see section 5.6 “Card registration” in the Kavapp Seller setup guide).

What to know:

• Discount cards can be used by phone number, card number, or barcode.
• Only the administrator in Kavapp Admin can edit card details after registration.
• If your establishment does not use physical discount cards with barcodes, you can simplify registration.

To do this, enable the option “Card registration only by number” in Settings → General.

• Cards cannot be permanently deleted from the system. Instead, they can be deactivated:
  1. Find the desired card.
  2. Click the pencil icon next to the card to open its settings.
  3. Uncheck “Active” to deactivate the card.

After that, the card will be inactive and unavailable for use in the system.

The administrator can configure various types of promotions for any day, product, or point of sale, and choose the type of discount and additional conditions.

A promotion can be made available only to cardholders, with the option to apply or ignore their personal discount.

How to create a promotion

1. Go to Kavapp Admin → Side menu → Promotions and discounts → Promotions.
2. Click Add promotion.
3. Fill in the fields:

• Start date and end date — set the promotion period.
• Time restrictions — set the hours during which the promotion is active.
• Point of sale — select where the promotion will apply (all or specific locations).
• Object type — defines what the promotion applies to (menu groups, subgroups, drinks, recipe cards, products, preparation batches).
• Discount type — select how the promotion will work: 

✔️ Discount by amount — e.g., -$2 on a product.
✔️ Percentage discount — e.g., -15% on all drinks.
✔️ Promotional price — e.g., a fixed price of $9.99 regardless of base price.

• Specify the day of the week if the promotion is active only on specific days (e.g., “Promotion every Monday”).
• Choose how the price is calculated: 

✔️ From price with parameters — the discount is applied to the cost including ingredient modifiers.
✔️ From price without parameters — the discount is applied to the base product price.

Example of price calculation with/without parameters:

Base price of coffee – $5.
Additional syrup (modifier) – $1.

If the promotion is from price without parameters, the discount is calculated from $5.
If the promotion is from price with parameters, the discount is calculated from $6.

4. If the promotion is available only to discount cardholders, enable the “Card only” option.

5. If the discount from a customer’s card should also apply along with the promotion, enable “Apply card discount”.

6. Click Create to activate the promotion.

What to know:

• The administrator can create promotions for specific products, points of sale, or selected days.
• You can set a fixed discount, percentage discount, or fixed promotional price.
• A promotion can be restricted to loyalty cardholders, with additional conditions.
• You can choose to apply or ignore personal customer discounts when a promotion is active.
• All promotions are recorded in the system, allowing you to track their impact on sales and adjust your marketing strategy.
• The modifier discount feature is available only on the L tariff plan.

Kavapp Admin provides a wide range of analytical tools for monitoring establishment performance.

Data can be generated and viewed in real time, enabling prompt managerial decisions and business process optimization.

Once a report is generated, you can immediately print it or export it to Excel using the button below the table.

Reports are conveniently divided into categories and subcategories:

• Financial reports — reports on financial activity: income, expenses, salaries, cash collections.
• Sales reports — detailed reports on sales and receipts.
• Work shift reports — standard and financial reports by work shifts.
• Warehouse inventory reports — complete reporting on warehouse operations: write-offs, inventory recounts, receiving, product movement, and sales from warehouse.
• Point of sale inventory reports — full reports on operations at points of sale: preparation batches, purchases, ingredient usage, deliveries, write-offs, inventory recounts.
• Cashier report — data on the work of all cashiers: break reports and the ability to compare cashiers by average indicators.
• Reports on promotions and discounts — allow viewing information on the frequency of discount card usage in any establishment. Help track dishonest work of cashiers.

Financial movement reports allow you to track all income and expenses at points of sale for a specific period.

In the “Financial reports” category, you can generate 4 reports:

Accrued salaries

Accrued salaries — allows viewing salaries accrued to cashiers’ for any period.

How to generate the “Accrued salaries” report?

1. Open Kavapp Admin → Side menu → Reports → Financial reports → Accrued salaries.
2. Select: period (required), point of sale, cashiers.
3. Click Get report.

What you should know:

• Allows tracking all salary accruals, ensuring accurate financial control.
• You can generate a report for any period, for specific cashiers or the entire point of sale.
• Allows verifying whether salaries are correctly calculated, including worked hours, bonuses, and fines.

Cash collection reports

Cash collection reports — allows you to track how many collections were made and for what amount across all or selected points of sale.

How to generate the “Cash collection” report?

1. Open Kavapp Admin → Side menu → Reports → Financial reports → Cash collection report.
2. Select: period (required), point of sale.
3. Click Get report.

What you should know:

• The report allows tracking all cash collections at any point of sale to prevent shortages or surpluses.
• Allows analyzing the amounts of withdrawn cash and checking the accuracy of recorded versus actual collections.
• Helps detect suspicious operations, misuse, or inaccuracies in cash handling.

Attention! Until the active work shift is closed, all cash collections and service deposits created and confirmed during this shift can be viewed in the section Financial Operations → Cash Collections.

Item cost price

Item cost price— allows viewing the cost of drinks, recipe cards, products, and preparation batches at any point of sale.

How to generate the “Item cost price” report?

1. Open Kavapp Admin → Side menu → Reports → Financial reports → Item cost price.
2. Select the point of sale (required) and click Get report.
3. Select the category for which you want to view cost: drinks, products, recipe cards, preparation batches.

From the list, you can view the cost of all items in the category or find a specific one.

What you should know:

• Allows controlling the actual cost of products, which helps analyze profitability.
• Helps evaluate whether retail prices should be adjusted based on cost changes.
• Allows detecting cost deviations, e.g., due to supplier changes or accounting errors.

Profit report

Profit report — allows you to view the profit of each establishment for any selected period.

How to generate the “Profit report”?
 

1. Open Kavapp Admin → Side menu → Reports → Financial reports → Profit report.
2. Select: period (required), point of sale, cashier.
3. Click Get report.

What you should know:

• Allows analyzing the profitability of each establishment over the selected period.
• Lets you compare profits between different points of sale and individual cashiers.
• Helps identify profit increase or decline trends, supporting effective business management.

This subsection allows generating combined reports for different types of analysis.

For example, if you use a discount system, you can check at which establishments the client used a discount. To do this, fill in the card number field.

You can also specify a specific barista and view data for their shift only.

In the “Sales reports” category, you can generate 6 reports:

Sales report 

Sales report — allows viewing detailed information about all sales for any period, cashier, and point of sale. A flexible settings panel lets you customize the report to your needs.

How to generate the “Sales report”?

1. Open Kavapp Admin → Side menu → Reports → Sales report.
2.  Select:

• period (required);
• point of sale;
• cashier;
• object type (menu groups, recipe cards, products, drinks, preparation batches, or all);

If you choose “all”, the system will ask you to select a modifier (ingredients, preparation batches, dishware).

If you select a specific object type (e.g., drinks), the system will prompt you to choose a specific beverage sold at the point of sale.

You can also filter by:

• card number;
• article number;
• manufacturer.

3. Click Get report.

What you should know:

• Allows viewing detailed information about all sales for any period, cashier, and point of sale.
• Tracks all cash register operations for any period performed by individual cashiers or sales points.
• Enables analysis of sales of a specific beverage, product, or manufacturer to adjust the assortment and identify trends.
• Used for verifying employee performance.

Summary sales report

Summary sales report — allows generating aggregated data about sales for a selected period.

For example, you can select:
“Point of sale” – All,
“Group by” – Items,
“Cashier” – the name or nickname of a specific employee.

In the generated table, it will show: how many items the selected cashier sold, the average sales price, and the percentage share.

How to generate the “Summary sales report”?
 

1. Open Kavapp Admin → Side menu → Reports → Sales report → Summary sales report.
2. Select:

• period (required);
• point of sale;
• cashier;
• grouping type (by items or by menu groups).

If you select the grouping type “by items”, an additional function “Include modifiers” becomes available. It allows you to take into account not only the items themselves but also all modifiers that were added during the sale.

3. Click Get report.

What you should know:

• Used to analyze sales trends at any point of sale.
• Helps assess overall business performance.
• The “Consider modifiers” function allows analyzing not only the main items but also the modifiers used (ingredients, add-ons).

Receipt report 

Receipt report — allows you to obtain data on all completed transactions. This section displays information about all closed receipts for the selected period.

This enables easy review of all completed payment operations and revenue control.

How to generate the “Receipt report”?

1. Open Kavapp Admin → Side menu → Reports → Sales report → Receipt report
2. Select:

• period (required);
• point of sale;
• cashier;
• payment method (cash, terminal, bonuses, all);
• receipt type (cancelled, delayed, completed, returned, or all);
• card number. 

3. Click Get report

What you should know:

• Allows checking each receipt, detecting errors or returns.
• Helps understand which products are bought together, the average receipt value, and purchase frequency.
• Enables assessment of cashier or seller performance and spotting suspicious transactions or cancelled sales.
• These tools support cash reconciliation and simplify reporting.

Hourly sales

Hourly sales — allow you to view how many sales occurred during a specific time interval and analyze sales dynamics throughout the day.

How to generate the “Hourly sales” report?

1. Open Kavapp Admin → Side menu → Reports → Sales report → Hourly sales
2. Select:

• period (required);
• point of sale;
• cashier.

3. Click Get report

What you should know:

• Helps identify peak hours with the most clients and revenue.
• Allows better shift planning so that more cashiers are on duty during busy hours.
• Helps forecast product demand depending on time of day.
• Supports building strategies to attract more clients during off-peak hours.

The Work shift report helps review the product stock counted by cashiers at the beginning and end of each shift, as recorded in the Kavapp Seller barista app. It also enables monitoring of late openings or early closings of the coffee shop.

You can select a period, point of sale, or specific employee to view the data.

In the “Work shift reports” category, you can generate 2 reports:

Work shift report 

Work shift financial report — used for analyzing cashiers’ work and controlling financial operations during their shifts.

How to generate the “Work shift report”?
 

1. Open Kavapp Admin → Side menu → Reports → Work shift report
2. Select:

• period (required)
• point of sale
• cashier

3. Click Get report.

What you should know:

• Helps reconcile actual cash with system values and identify discrepancies.
• Provides transparency for all financial operations — shows who processed how much and when during their shift.
• Helps managers evaluate staff effectiveness and the productivity of each cashier.

Financial work shift report 

Financial work shift report — used for detailed analysis of cash flow during each cashier or employee shift.

How to generate the “Financial work shift report”?
 

1. Open Kavapp Admin → Side menu → Reports → Work shift report → Financial work shift report
2. Select:

• period (required);
• point of sale;
• cashier.

3. Click Get report

What you should know:

• Records revenue, cash collection, purchases, opening cash float, and discrepancies in the cash drawer at the beginning and end of the shift.
• Evaluates cashier performance across different shifts.
• Helps reconcile actual cash with system values and identify discrepancies.

The Warehouse inventory report helps monitor stock levels, track inventory movement, and prevent shortages or overstocking. You can remotely monitor and track the work of the logistics operator in the warehouse.

In the “Warehouse inventory reports” category, you can generate 5 reports:

Warehouse write-off report 

Warehouse write-off report — used to account for written-off products, identify reasons for write-offs, and control losses or defects.

How to generate the “Warehouse write-off report”?
 

1. Open Kavapp Admin → Side menu → Reports → Warehouse inventory report → Warehouse write-off report
2. Select a period
3. Click Get report

What you should know:

• Allows timely detection of shortages to minimize losses.
• Ensures accurate reflection of written-off products in accounting and helps calculate actual profit.
• Helps identify frequently written-off items to review storage conditions or suppliers.

Warehouse inventory recount report 

Warehouse inventory recount report — used to compare the actual availability of goods with the expected quantity, detect shortages or surpluses, and improve warehouse record accuracy.

How to generate the “Warehouse inventory recount report”?
 

1. Open Kavapp Admin → Side menu → Reports → Warehouse inventory report → Warehouse inventory recount report
2. Select a period
3. Click Get report

You can view detailed data for each recount operation: product, actual quantity, adjustments made, and total stock value.

What you should know:

• Allows comparison of actual product stock with system data to identify discrepancies.
• Ensures accurate warehouse records and helps prevent inconsistencies in financial reports.
• Timely detection of shortages reduces internal fraud risk and improves staff discipline.
• Based on recount results, you can officially adjust inventory in the system: write off surpluses or add shortages.

Warehouse inventory intake report 

Warehouse inventory intake report — used to record incoming goods, ensure correct accounting, and prevent discrepancies in warehouse documentation.

How to generate the “Warehouse inventory intake report”?
 

1. Open Kavapp Admin → Side menu → Reports → Warehouse inventory report → Warehouse inventory intake report.
2. Select a period.
3. Click Get report.

For each receiving operation, you can view detailed data: product group, product, number of received packages, price per package, and total value of received goods.

What you should know:

• Allows reconciliation of actual received goods with supplier documents.
• Records all incoming items in the system to prevent losses or incorrect distribution.
• Reflects actual procurement expenses and helps prevent financial violations.
• Prevents misuse, hidden shortages, or fraud during goods receiving.

Warehouse product movement report 

The Warehouse product movement report is used to track all product-related operations: receipts, write-offs, inventory recounts, postings, and sales from the warehouse. This helps control stock turnover.

How to generate a “Warehouse product movement report”?
 

1. Open Kavapp Admin → Side Menu → Reports → Warehouse accounting report → Warehouse product movement report
2. Fill in the fields. All are mandatory:

• period 
• product type (tableware, ingredients, goods, consumables)
• specific tableware, ingredient, product, or consumable
• operation (delivered to points of sale, written off from warehouse, inventory recount, sold from warehouse, posted to warehouse, all operations)

4. Click Get report. The system will display the opening and closing stock for the selected period.

What you should know:

• Allows you to track product movement in real time and prevent shortages.
• Helps identify popular and slow-moving items to optimize purchasing and sales.
• Analyzing product movement trends helps better plan supply and avoid shortages.

Warehouse sales report 

The warehouse sales report is used to monitor the volume of goods sold and the financial results of those sales.

How to generate a “Warehouse sales report”?
 

1. Open Kavapp Admin → Side menu → Reports → Warehouse accounting report → Warehouse sales report
2. Select the period
3. Click Get report

For each sale from the warehouse, you can view detailed information: product group, product, number of units sold, unit price, and total sales amount.

What you should know:

• Records all warehouse sales, helping to monitor stock levels.
• Allows you to identify which products sell better from the warehouse and which have low turnover.
• Displays the total sales amount and helps assess profitability.

Point of sale inventory reports are used to monitor product, ingredient, and financial transactions, allowing efficient management of inventory, sales, and expenses.

You can track all product operations occurring at the point of sale: preparation batches, ingredient usage, delivery and procurement of goods, write-offs, and inventory recounts.

In the “Point of sale inventory reports” category, you can generate 6 reports:

Preparation report 

The preparation batch report is used to control the volume of prepared batches.

How to generate a “Preparation batch report”?

1. Open Kavapp Admin → Side menu → Reports → Point of sale inventory report → Preparation report
2. Select the period and point of sale
3. Click Get report

What you should know:

• Helps adjust preparation volumes to avoid surplus or shortage of raw materials. 
• Displays the actual status of preparation batches to help adjust procurement and kitchen planning.
• Reports help prevent discrepancies between accounting data and the actual state of preparation batches.

Ingredient usage report 

The Ingredient usage report is used to control raw material consumption, optimize stock levels, and prevent shortages or excesses.

How to generate the “Ingredient usage report”?
 

1. Go to Kavapp Admin → Side menu → Reports → Point of sale inventory report → Ingredient usage report.
2. Select the period, point of sale, and cashier.
3. Click Get report.

Select the category you want to view: tableware, ingredients, products, preparation batches.

What you should know:

• Captures which products or items were used, in what quantity, and for which preparation batches.
• Helps analyze raw material usage efficiency and reduce unnecessary expenses.
• Enables tracking of ingredient stock and timely restocking.
• Helps estimate how much raw material is used in production and adjust pricing accordingly.

Delivery report 

The Delivery report is used to monitor order fulfillment and analyze logistics processes.

How to generate the “Delivery report”?

1. Go to Kavapp Admin → Side menu → Reports → Point of sale inventory report → Delivery report
2. Select the period and point of sale
3. Click Get report

A table will be generated with all key data. You can view detailed information on each delivery (exact list and quantity of items).

What you should know:

• Tracks the number of delivered orders, their status, and compliance with expected delivery times.
• Helps analyze speed and service quality and identify logistics issues.
• Helps detect undelivered, delayed, or incorrect orders.
• Enables tracking of order trends and adjusting stock according to business needs.

Purchase report 

The Purchase report is used to control all purchased goods, analyze expenses, and optimize the procurement process.

How to generate the “Purchase report”?
 

1. Go to Kavapp Admin → Side menu → Reports → Point of sale inventory reports → Purchase report
2. Select the period and point of sale
3. Click Get report

A table will be generated with all key data. You can view detailed information for each purchase (exact list, quantity of items, and their cost).

What you should know:

• Records all purchases, their status, and cost, helping to analyze financial expenditures. Also shows the payment method used.
• Helps assess which items are most frequently purchased to avoid future shortages or overstocking.
• Ensures consistency between actual received goods and accounting records in the system.

Write-off report 

The Write-off report is used to control items removed from inventory and prevent excessive losses.

How to generate the “Write-off report”?

1. Go to Kavapp Admin → Side menu → Reports → Point of sale inventory reports → Write-off report
2. Select the period and point of sale
3. Click Get report

A table with all key data will be generated: the point of sale, total amount, who created/approved the write-off, current status, etc.

You can also view detailed information for each write-off (exact list, quantity of items, and their cost).

What you should know:

• Records all written-off items, their quantity, date, value, etc., helping identify potential fraud, shortages, or abuse.
• Analysis of write-off data helps adjust purchasing to minimize losses.
• Allows tracking of loss trends and reducing write-offs caused by improper storage or planning.
• Ensures consistency between actual stock and data in the system.

Inventory recount report 

The Inventory recount report is used to compare actual product availability with calculated data and to record discrepancies.

How to generate the “Inventory recount report”?

1. Go to Kavapp Admin → Side menu → Reports → Point of sale inventory reports → Inventory recount report
2. Select the period and point of sale
3. Click Get report

A table will be generated with all key data: at which point of sale the recount was conducted, when, its status, and description.

You can also view detailed information for each inventory recount (the exact list of products that were recounted, the difference between the calculated and actual quantity, and the amount of shortage).

What you should know:

• Allows you to verify whether the stock quantity matches the data in the system
• Records shortages, surpluses, or accounting errors
• Regular recounts help detect possible abuse or inaccurate accounting

Cashier reports help monitor the work process, evaluate the productivity of each cashier, and optimize staffing.

In the “Cashier reports” category, you can generate 2 reports:

Cashier break report 

Cashier break report — used to monitor the time spent on breaks, analyze compliance with the work schedule, and assess staff discipline.

How to generate a “Cashier break report”?

1. Open Kavapp Admin → Side menu → Reports → Cashier reports → Cashier break report.
2. Select the period, point of sale, and cashier.
3. Click Get report.

What is important to know?

• Records the start and end of each cashier’s breaks, helping to prevent exceeding the allowed break time.
• Break data is taken into account when calculating the cashier’s salary.
• Allows assessing the impact of the duration and frequency of breaks on staff efficiency.
• Helps find a balance between breaks and workload to maintain high team performance and ensure decent working conditions.

Comparison by average indicators 

Comparison by average indicators — used for comparing and analyzing work efficiency, evaluating average receipts and sales, as well as identifying deviations in performance.

How to generate a “Comparison by average indicators” report?

1. Open Kavapp Admin → Side menu → Reports → Cashier reports → Comparison by average indicators.
2. Select the period and point of sale
3. Click Generate report

What you should know:

• Allows you to evaluate how many products each cashier sold and identify those performing significantly above or below average.
• Analyzes the average price of drinks and other items to determine sales efficiency.
• Shows the percentage of products sold without discounts, which impacts profitability.
• Displays the average amount earned by each employee to assess their efficiency.
• Helps managers adjust the motivation system, staff training, and workflows to improve performance/

Reports on promotions and discounts are used to analyze the effectiveness of discount programs, promotional offers, and the impact of discounts on total revenue.

You can view data on the use of promotions and discounts by each cashier conducting sales through Kavapp Seller.

How to generate the Discount card report

1. Go to Kavapp Admin → Side menu → Reports → Reports on promotions and discounts
2. Select the period, point of sale, and cashier
3. Click Generate report

What you should know:

• Shows whether discounts generate profit or put excessive strain on the company’s budget.
• Helps identify cases of excessive or suspicious use of discount cards, which may indicate abuse.
• Records the number of transactions involving discount cards.

In this section, you can configure all main settings of the point of sale.

Specifically: enable receipt printer settings, view the current tariff, or use the payment calculator to estimate future payments for the selected period, tariff, and number of points of sale.

You can also use the Settings section to contact the support center, view the FAQ, and review the user agreement.

This section contains settings that apply globally to the entire Kavapp system — regardless of how many points of sale the network has.

Unlike parameters that are set individually for each point of sale, these options affect the general operating rules of the entire infrastructure: sales logic, bonus processing, salary settings, availability of specific modules, etc.

What you should know:

• Changes in this section apply equally to all users and points of the system.
• To save the changes, click the Apply button at the bottom of the screen.
• If these settings affect the operation of the Kavapp Seller cashier app, you must synchronize data in the cashier app after saving.

General settings

• Currency

Here you can choose the primary accounting currency that will be used in all financial reports, when creating products, purchases, receipts, etc.

All amounts in the system will be displayed in the selected currency.

• Time zone

Here you can set the time zone that will be reflected in all reports, receipts, shifts, and other events with a date and time stamp.

It is recommended to specify the exact zone based on the location of your points of sale.

• Show hints

If the option is enabled, the system will display text tips and instructions in the user interface.

After activation, an active icon in the form of a question mark will appear in the top right corner of each window in the Admin panel.

When clicked, a mini window will open with an explanation of the functionality of the respective section.

• Language

Here you can select the main interface language of Kavapp Admin for all system users.

• Receive notifications

After activating this option, you will receive system messages from Kavapp, such as notifications about new cash collections, purchases, and other important actions. 

We recommend keeping it enabled for quick responses to changes.

• Two-factor authentication

Provides an additional level of security when logging in to Kavapp Admin.
If the feature is activated, users must enter a one-time code via SMS or email every time they log in.

Sales settings

• After selecting a position in Seller, return to the main screen — activates automatic return to the main screen after a cashier adds an item to the receipt.
• Protection against accidental sales — prevents premature pressing of the “Sell” button. After adding an item to the receipt, this button remains inactive for 2 seconds.
• Include bonus payments in income revenue — this setting determines whether amounts paid with bonuses are included in the income report.
• Accrue bonuses when paying with bonuses — allows or restricts the accrual of new bonuses when paying with bonuses from a personal discount card.
• Default payment method — the payment type selected by default in the Kavapp Seller cashier app during sales (cash / card terminal / not selected).
• Rounding — determines how to round the final amount in the receipt (no rounding, to $1, to 1¢, etc.).

Permissions

• Messenger — allows or restricts messaging between system users (administrators, logistics operators, cashiers).
• Drinks — enables or disables the “Drinks” category in the menu and Admin panel.
• Recipe cards — allows the use of recipe cards for preparing products.
• Use warehouse — activates work with an external warehouse in the system.
• Use manufacturer — allows specifying a product’s manufacturer.
• Preparation — enables or disables the use of the preparation batch module.
• Products — activates or deactivates the “Products” section in inventory.
• Use financial calculations — allows specifying product cost in the system.
• Use article — enables the option to assign a stock keeping unit (SKU) to a product.
• Use QR menu — activates the QR menu module.

Discount system settings

• Use discount system — enables or disables the entire discount system.
• Allow registering cards — allows creating new discount cards in the system through the Kavapp Seller cashier app.
• Find discount by card number or phone number — enables searching for a customer’s discount in Kavapp Seller using either option.
• Simplified registration of bonus cards (without additional fields) — allows quick creation of cards without filling out gender, date of birth, or address fields.
• Allow leaving change on bonuses — allows the cashier to convert the change amount in the receipt into a bonus account.
• Accrue cashback for change left on bonuses — if activated, the change from the receipt also adds to cashback.
• Register card by number only — restricts discount registration to card number and phone number only, without scanning a barcode.

This applies when registering virtual discounts rather than physical cards with a printed barcode.

• Register the card if it is not in the database — allows automatically creating a new card in the Kavapp Seller cashier app if the cashier enters a card number during the receipt process and it is not found in the database.
• Write off bonuses only if they are enough to pay the entire receipt — disables partial use of bonuses accumulated on a personal discount card.

If the feature is disabled, the redemption amount must be entered manually.

• Default input method for personal cards — defines which type of identifier is used in Seller: phone number or card number.

If this option is enabled, the card number is used by default.

• Card registration discount — automatically assigns a discount to a newly created discount card registered via Kavapp Seller.

Salary

• Include break time in working hours (salary calculation) — defines whether break time is included in salary calculation.
• Include bonus percentage — if enabled, the amount of bonuses redeemed during sales is included in the percentage part of the salary.
• Show salary — shows or hides the cashier’s earnings in the Kavapp Seller interface.

In this section, you can configure the visual layout of your receipt.
To do this, go to Kavapp Admin → Settings → Receipt printer settings.

How to configure the receipt layout

1. Specify the point of sale for which you want to configure the receipt layout and click Get data.
2. Select the desired settings:

• Show logo
• Show address
• Show name 

If you enable this option, you must enter the company name in the adjacent field.

Example: KavaTop

• Show top text

If you enable this option, you must enter the text to be displayed at the top.

 Example: Welcome!

• Show bottom text 1

If you enable this option, you must enter text 1 to be displayed at the bottom.

Example: Enjoy your meal!

• Show bottom text 2

If you enable this option, you must enter text 2 to be displayed at the bottom.

Example: Thank you for visiting!

• Show personal card number 

If you enable this option, the customer’s personal discount card number will be shown on the receipt.

3. Click Save to save the settings or changes for the selected point of sale only.

3.1 Click Save for all points to apply the settings or changes to all points of sale in the network.

You can find the Tariff and payments section in Kavapp Admin → Settings → Tariff and payments.

In the Tariff and payments section, you can:

• view your current tariff and its expiration date,
• renew your tariff,
• view previous payments,
• view other tariffs,
• use the payment calculator to estimate future payments for any tariff, duration, and number of connected points of sale.

How to view and renew your tariff

1. You can view your current tariff and its expiration date right on the main page: Kavapp Admin → Settings → Tariff and payments.
2. This section also contains the “Pay” button. By clicking it, you’ll be taken to the payment page.
3. The system will automatically remember your previous tariff choice, number of points of sale, and payment period, so you can quickly make the next payment without re-entering the data.
4. If needed, select the payment period from the dropdown menu (1 month, 3 months, 6 months, 12 months).
5. To complete the operation, click the "Pay" button at the bottom

Previous payments

The Payment history button loads your full payment history. If you are a new user, the history will appear after your first successful payment.

Tariffs

The Tariffs button lets you view all available tariffs, their cost, and their benefits.

Payment calculator

The “Payment calculator” button opens a tool designed to help you better understand and estimate future payments.

Here you can perform a hypothetical calculation: choose a different tariff, a different number of points of sale, and a different payment period, and see the expected total cost based on your selected settings.

Please note: the cost estimation does not affect your current tariff or actual number of connected points of sale.

How to use the payment calculator

1. Go to Kavapp Admin → Settings → Tariff and payments.
2. Choose your parameters:

• Tariff (S, M, L)
• Number of points of sale
• Period (1 month, 3 months, 6 months, 12 months)

The system will instantly calculate the expected total amount based on the selected parameters, as well as the price per point of sale per month.

In the Info section, you can access all the essential information:

1. Contact details and support channels.
2. Answers to frequently asked questions.
3. The full user agreement.

Contacts

We stay in touch with you via the online chat in your Kavapp Admin account.

This ensures the fastest possible resolution of any issue, as you are connected directly to a specialized expert.

How to use it?

1. Go to Kavapp Admin → Settings → Info and click “Online Chat”.
2. After that, the “Chat with AI” or “Chat with support service” window will open, where you can briefly describe your issue in the “Write a message” field.
3. Click the Send icon — in the AI chat, you will receive a quick response immediately.
4. If the request is sent to the support team, our specialist will contact you shortly. If necessary, you can attach a file or a screenshot to better demonstrate the issue.