Setting up the Kavapp system for a food establishment

Kavapp Logistics is an application for logisticians designed to simplify and monitor their work.

It minimizes the human factor, increases accuracy in managing product inventory, and ensures timely completion of transfers.

What can be done in Kavapp Logistics?

• Control the movement of products from the warehouse to points of sale
• Perform inventory intake
• Track warehouse stock levels

Thanks to Kavapp Logistics, the logistician gains a clear overview of all orders to be fulfilled, as well as the current inventory levels. This helps to plan supplies effectively and avoid errors.

To get started, download the Kavapp Logistics application to your device.

Where to download?

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

After installation, launch the application and log in.

To log into the logistician’s application and start working, you need to enter the logistician’s connection code.

This code can be generated via: Kavapp Admin → Basic Information → Logisticians → Access code.

Note: for one point of sale, it is possible for multiple employees to work simultaneously from different devices on which the Kavapp Logistics application is installed. A separate Access code must be generated for each added Logistician.

The main screen of the Kavapp Logistics application gives the logistician access to the core functions for task control and execution.

It includes the following key sections:

• Orders – displays all orders received from sales points and allows editing them.
• Urgent orders – shows all urgent orders received from sales points.
• Write-off – quick product write-off from any sales point upon request.
• Active work shifts – shows which employees are currently present at their workplace. This section also allows creating cash collections or purchases.
• Messenger – communication between logisticians and other team members: sellers, administrators, and fellow logisticians.

The "Orders" section on the main screen allows the logistician to see all orders submitted from sales points.

The logistician can edit these orders, prepare and dispatch them for fulfillment. This section provides full control over the order processing flow.

To view, edit, and process an order:

1. Go to Orders on the main screen of the Kavapp Logistics application.
2. Tap the sales point that created the order.
3. Review the ordered products.
4. Tap Edit if you need to change product quantities. This is useful when something is out of stock in the warehouse. After editing, tap Save.
5. Check ✔️ the checkbox next to the gathered product.
6. Tap Generate to mark the order as fulfilled.

You can also view the history of previously fulfilled orders. The system stores all data. To do this, select the desired date and sales point to view the order history.

The "Urgent orders" section contains orders that must be fulfilled as a priority.

This helps the logistician plan their work efficiently and complete high-priority orders on time. The logistician can edit, process, and dispatch urgent orders quickly.

1. Go to Urgent orders on the main screen of the Kavapp Logistics application.
2. Tap the sales point that created the order.
3. Review the ordered products.
4. Tap Edit if product quantities need to be adjusted. This is helpful if items are out of stock. After editing, tap Save.
5. Check ✔️ the checkbox next to the gathered product.
6. Tap Generate to mark the order as fulfilled.

To view the history of previously fulfilled urgent orders, tap Order History, select the date and sales point.

The “Write-off” section enables the Logistician to promptly write off products, dishes, ingredients, and consumables from any point of sale at the request of an employee. This function is used in cases where such items are damaged or are no longer suitable for further use.

This tool is not needed if the auto-confirmation feature is enabled in: Kavapp Admin → Basic Info → Points of sale → Settings → Automatic write-off confirmation.

Thanks to auto-confirmation, another employee doesn't need to be involved in the write-off process.

In the "Active work shifts" section, you can view which employees are currently present at their workplace. You can also perform additional actions here:

• Create a cash collection or сash deposit for a specific sales point.
• Create a purchase.
• Auto-ordering (feature in development).

Cash collection and сash deposit

To create a cash collection or сash deposit:

1. Go to Active work shifts on the main screen of the Kavapp Logistics application and select a sales point.
2. Tap Cash collection and then tap +. Choose what to create: a cash collection or a manual cash-in.
3. Enter the amount and add a description, then tap Create.

You can also view the history of created cash collections or manual cash-ins at the sales point.

Purchases

To create a purchase:

1. Go to Active work shifts on the main screen of the Kavapp Logistics application and select a sales point.
2. Tap Purchases and then tap +.
3. Choose a category: dishware, ingredients, or products to find the needed item.
4. Configure the purchase item. Enter the number of packages, quantity per package, and price per package.
5. After selecting and setting up all items, tap Make purchase.

You can also view the purchase history at the sales point.

Auto-ordering

Function under development.

The "Messenger" section allows the logistician to communicate with other team members, including employees at sales points, administrators, and fellow logisticians.

The logistician can receive task-related messages, discuss work matters, and respond promptly to changes. This improves communication efficiency and overall coordination.

The "Warehouse" screen provides access to functions that help control and manage product inventory at the external warehouse.

It includes the following sections:

• Availability of goods – shows all products currently available in the warehouse in real time.
• Write-off – quick write-off of products from the warehouse.
• Inventory intake – quick intake of products into the warehouse.
• Inventory recount – control of product movement in the warehouse and quantity adjustments.
• Sale – selling products directly from the warehouse.
• Мovement of goods in warehouse – view and generate reports on product movement in the warehouse for a selected period.

The "Availability of goods" section allows the logistician to view all products currently in the warehouse.

Here, you can find up-to-date information on the quantity and status of product inventory.

1. Go to the Warehouse screen in the Kavapp Logistics application and select Availability of goods.
2. Choose a category: dishes, ingredients, or products to view all items within it.

The system will display the quantity of each item in the warehouse and its total value.

The "Write-off" section is used to quickly remove products from the warehouse, for example, if the product is damaged or no longer suitable for use. This helps maintain accurate stock data.

To perform a write-off

1. Go to the Warehouse screen in the Kavapp Logistics application and select Write-off.
2. Choose a type: dishes, ingredients, products, or consumables.
3. Select an item from the list.
4. Enter the quantity to be written off.
5. Add a description.
6. Tap Write off to complete the action and save changes.

You can also view the history of completed write-offs.

The "Inventory intake" section allows you to quickly intake different products into the warehouse. It is convenient for registering new deliveries and maintaining accurate stock records.

To perform an inventory intake:

1. Go to the Warehouse screen in the Kavapp Logistics application and select Inventory intake.
2. Choose a category: dishes, ingredients, products, or consumables to view all items.
3. Select an item, enter the number of packages, and price per package.
4. Tap Send to complete the intake.

You can also view the history of completed intakes.

The "Inventory recount" section helps control product movement in the warehouse and adjust product quantities when needed. This ensures data accuracy regarding stock levels.

To perform a recount

1. Go to the Warehouse screen in the Kavapp Logistics application and select Inventory recount.
2. Choose a category: dishes, ingredients, products, or consumables to view all items.
3. Tap the required item and edit the quantity of units and price per package.
4. Tap Save.

You can also view the inventory recount history in the warehouse.

The "Sale" section is used to sell products directly from the warehouse. This can be useful when performing direct sales from the warehouse.

To perform a sale

1. Go to the Warehouse screen in the Kavapp Logistics application and select Sale
2. Choose a category: dishes, ingredients, products, or consumables to view all items.
3. Select the required item and specify: number of packages, units per package, and price per package.
4. Tap Sell.

You can also view the sales history from the warehouse.

Note: the sale of dishes, ingredients, products, and consumables from the warehouse is carried out only in bulk (in packages).

The "Мovement of goods in warehouse" section allows the logistician to view and generate reports on product movement in the warehouse for a selected time period.

This helps track all product operations and maintain complete records.

To view product movement in the warehouse

1. Go to the Warehouse screen in the Kavapp Logistics application and select Мovement of goods in warehouse.
2. Select the filters:

• Type: dishware, ingredients, products, consumables.
• Item from the list.
• Operation: all operations, delivered to sales points, intake to warehouse, written off from warehouse, sold from warehouse, inventory recount.
• Dates.

3. Tap Get report.

The "Points of sale" screen allows the logistician to view information about all available sales points where product deliveries are made.

Each sales point has its own screen. To start working, tap on a specific establishment — the following interaction tools will be available:

• Availability of goods – view all products currently available at a specific sales point in real time.
• Inventory recount – track product movement at the establishment and edit product quantities.
• Movement of goods – generate tables with data on all product operations for a selected period.
• Cash collections – view the history of cash collections at the sales point and perform a new cash collection.
• Purchases – create new purchases for specific sales points.

The "Availability of goods" section allows the logistician to view all products currently available at a specific sales point. This ensures accurate control over inventory status at each sales point.

To view product availability

1. Go to the Points of sale screen in the Kavapp Logistics application.
2. Select a specific sales point from the list and tap Availability of goods.
3. Choose a category: dishes, ingredients, products, or consumables to view all items within that category.

The system will display the available items in that category. For each item, the quantity of units in stock and the total value will be shown.

If the quantity is displayed with a "-"sign, it means that the item is in deficit. The most common causes:

• the product was not intaken on time or not added to the inventory of the sales point, even though it was physically delivered and sold. The deficit will be shown after an inventory recount;
• еrrors in the setup of the recipe;
• еrrors during product purchase or write-off;
• the product was written off even though it was not actually available in stock.

To avoid negative stock levels, we recommend regularly checking product movement and configuration accuracy.

The "Inventory recount" section helps the logistician keep track of product movement at the sales point and easily adjust product quantities. This helps maintain data accuracy for inventory.

Note: From the beginning to the end of an inventory recount, certain functions in the Kavapp Seller application will be temporarily disabled: purchase, write-off, and orders.

During the recount, sales can still be processed, but receipts and product write-offs will not be synchronized with Kavapp Admin in real time. The barista will see a message indicating that the receipt was not synchronized due to the recount.

After the recount is completed: Go to the Receipts section → tap Synchronize.
All receipts processed during the recount will then be synchronized, and the sold products will be written off from the sales point’s inventory.

The quantity will be automatically subtracted from the amount specified during the last recount.

To perform an inventory recount

1. Go to the Points of sale screen in the Kavapp Logistics application.
2. Select a specific sales point from the list and tap Inventory recount.
3. Select the categories to be recounted: dishware, ingredients, products, preparation batches. You can select all categories. Tap Select to continue.
4. In each category, you will see a list of items with the current unit count. Enter the actual product quantity for each item.
5. Once you’ve updated the counts, tap Submit.

After the recount, you’ll see the actual remaining product quantity. If a negative value appears, it means an error may have occurred. See the common issues listed in section 5.1.

In the "Product movement" section, the logistician can generate tables containing data on all product operations at the sales point for a selected period. This ensures full control over all product transfers.

To view product movement at a sales point

1. Go to the Points of sale screen in the Kavapp Logistics application.
2. Select a specific sales point from the list and tap Movement of goods.
3. Choose your settings:

• Type: dishes, ingredients, products, preparations, and consumables.
• Specific item from the list.
• Operation: delivered, purchased, used, written off, inventory recount, all operations.
• Dates.

4. Tap Get report.

The system will calculate how many operations were performed on the selected item and the total amount. It will also show the item’s stock at the beginning and end of the selected period.

The "Cash collections" section allows the logistician to view the history of collections at the sales point and create new cash collections or manual cash-ins if necessary.

If automatic confirmation is enabled in the sales point settings, the operation created by the logistician does not need to be confirmed in the cashier’s application or the admin panel.

To create a cash collection or manual cash-in

1. Go to the Points of sale screen in the Kavapp Logistics application.
2. Select a specific sales point from the list and tap Cash collections.
3. Choose what to create at the sales point: a cash collection or a manual cash-in.
4. Enter the amount of the collection or manual cash-in and add a description for the operation.
5. Tap Create.

In the "Purchases" section, the logistician can create and view new purchases at a specific sales point. This ensures timely supply of products and helps avoid shortages.

If purchase auto-confirmation is enabled for the sales point, the action does not need to be additionally confirmed in the cashier’s application or in the admin panel.

To create a purchase

1. Go to the Points of sale screen in the Kavapp Logistics application.
2. Select a specific sales point from the list and tap Purchases.
3. Tap the “+” button in the bottom right corner to create a new purchase.
4. Choose a category: dishware, ingredients, products, or consumables.
5. Each category contains items. Select items for purchase and configure the settings:

• Enter the number of packages.
• Enter quantity per package.
• Enter price per package.
• Tap Make a purchase.

6. In the pop-up window, check the selected items and entered data, and add a description.

7. Choose the payment method: payment from the cash register.

8. Tap Make a purchase.

The "Settings" screen allows the logistician to configure the main parameters of the application. It includes the following sections:

• Database settings – adding a new Kavapp Admin account with connected sales. points.
• Security – configuring security settings for access to the application.

The "Database settings" section allows the logistician to add new administrator accounts or change the current account used for work.

One logistician employee can be granted access to multiple Kavapp base accounts.

How to give a logistician access to an Admin Panel database

1. The administrator creates a logistician employee with a personal access code. This can be done via: Admin Panel → Basic Info → Logisticians → Add logistician.
2. The logistician enters the received code in their Logistics application.
3. This gives the logistician access to the Admin Panel database and allows them to work with it.

The "Security" section allows the logistician to configure access security settings for the application.

Here, you can enable or disable the access code and configure biometric login for additional data protection. This ensures a high level of security and confidentiality.