Setting up the Kavapp system for a store

Kavapp Logistics is an application for logistics operators, designed to simplify and control logistics operations.

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

What can you do in Kavapp Logistics?

• Monitor product movement from the warehouse to points of sale.
• Perform inventory intake.
• Track stock in the warehouse.

With Kavapp Logistics, the logistics operator gains a clear view of all orders that need to be fulfilled, as well as product stock levels in both stores and the warehouse — helping to plan deliveries efficiently and avoid errors.

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

Where to download?

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

After installation, launch the app and log in.

To access the logistics app and begin working, enter the logistics operator connection code. This code can be generated via: Kavapp Admin → Basic information → Logistics operators → 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 app gives the logistics operator access to key functions for control and task execution.

It includes the following core sections:

• Orders — displays all orders received from points of sale and allows editing them.
• Urgent orders — displays all urgent orders from points of sale.
• Write-offs — enables quick product write-offs from any point of sale upon request
• Active work shifts — shows which employees are currently present at their workplace; also allows creating cash collections or purchases.
• Messenger — communication channel for logistics operators with other team members: sellers, administrators, and fellow logistics operators.

The Orders section on the main screen allows the logistics operator to view all orders placed from the point of sale.

The logistics operator can edit, process, and dispatch these orders for fulfillment. This section provides full control over the order processing workflow.

To view, edit, and process an order:

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

You can also view the history of previously completed orders. All data is saved in the system.

To do this, select the date and the point of sale whose history you want to view.

The Urgent orders section contains orders that must be fulfilled as a priority. This helps the logistics operator plan their work efficiently and fulfill high-priority orders on time.

The logistics operator can edit, process, and dispatch urgent orders for prompt fulfillment.

1. Go to Urgent orders on the main screen of the Kavapp Logistics application.
2. Tap the point of sale that created the order.
3. Review the ordered products.
4. Tap Edit if you need to change product quantities. This is useful when items are not available in the warehouse. After editing, tap Save.
5. Check ✔️ the box next to the gathered product.
6. Tap Generate to mark the order as fulfilled.

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

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 may be necessary in cases where a product is damaged or unsuitable for further use.

This tool is not needed if you activate the automatic write-off confirmation feature in:

Kavapp Admin → Basic information → Points of sale → Settings → Automatic write-off confirmation.

With auto-confirmation, no additional employee is required to process the write-off.

In the Active work shifts section, you can see which employees are currently present at their workplace. You can also perform the following actions:

• Create a cash collection or сash deposit for a specific point of sale
• Create a purchase
• Auto-order (feature under development)

Cash collection and Cash deposit

To create a cash collection or manual cash-in:

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

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

Purchases

To create a purchase:

1. Go to Active work shifts on the main screen of the Kavapp Logistics application and select the point of sale.
2. Select Purchases and tap +.
3. Select an active category: dishes, ingredients, or products to find the desired item.
4. Set up the purchase by entering the number of packages, quantity per package, and price per package.
5. After selecting and configuring all items, tap Make a purchase.

You can also view the purchase history created in the store.

Auto-order

Function under development

The Messenger section allows the logistics operator to communicate with other team members, including employees at points of sale, administrators, and fellow logistics operators.

The logistics operator can receive updates on current tasks, discuss operational matters, and quickly respond to changes. This improves communication efficiency and team coordination.

The “Warehouse” screen provides access to functions that help control and manage product stock at an external warehouse.

It includes the following sections:

• Availability of goods — displays all products currently available in the warehouse.
• Write-offs — 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 adjustment of quantities.
• Sales — sales of products directly from the warehouse.
• Мovement of goods in warehouse — view and generate reports on product movement within the warehouse for a selected time period.

The “Availability of goods” section allows the logistics operator to view all products currently in the warehouse. It provides up-to-date information about product quantities and stock status.

1. Go to the “Warehouse” screen in the Kavapp Logistics application and select the “Availability of goods” section.
2. Select an active category: dishes, ingredients, or products to view all its items.

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

The “Write-offs” section is used for quick removal of products from the warehouse.

For example, when a product is damaged or no longer usable. This helps keep product stock data accurate.

To perform a write-off in the warehouse:

1. Go to the “Warehouse” screen in the Kavapp Logistics application and select the Write-offs section.
2. Select a type: dishes, ingredients, products, or consumables.
3. Choose the 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 created write-offs.

The “Inventory intake” section allows you to quickly add various products to the warehouse.

This is useful for registering new deliveries and maintaining accurate warehouse records.

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

You can also view the history of created intakes.

The “Inventory recount” section helps monitor product movement in the warehouse and adjust item quantities when needed. Recounting ensures the accuracy of stock data.

To perform an inventory recount:

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

You can also view the history of inventory recounts in the warehouse.

The “Sale” section is used to sell products directly from the warehouse. This may be useful when a direct sale from the warehouse is required.

To make a sale:

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

You can also view the history of warehouse sales.

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 logistics operator to view and generate reports on product movement in the warehouse over a selected period of time.

This helps track all product operations and maintain full inventory control.

To view product movement in the warehouse:

1. Go to the Warehouse screen in the Kavapp Logistics application and select the Мovement of goods in warehouse section.
2. Set the filters:
   • Type: dishes, ingredients, products, or consumables.
   • Required item from the list.
   • Operation: all operations, transferred to points of sale, received in warehouse, written off from warehouse, sold from warehouse, inventory recount.
   • Dates.

3. Tap Get report.

The Points of sale screen allows the logistics operator to view information about all stores supplied with products.

Each point of sale has its own screen. To begin working, tap a specific store — the following interaction tools will appear:

• Availability of goods — view all products available at the selected point of sale in real time.
• Inventory recount — control product movement in the store and adjust 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 point of sale and create new ones.
• Purchases — create new purchases for specific points of sale.

The “Availability of goods” section allows the logistics operator to view all products currently available at a specific point of sale in real time. This provides accurate control over stock at each location.

To view product availability:

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

The system will display the available products in the selected category. For each item, the number of units and their total value will be shown.

If the quantity of available units is marked with a “–” sign, it means the stock level has gone negative.

Common causes of errors:

• The product was not received into stock on time or was not added at all to the point of sale, even though it was delivered and sold. This discrepancy will be shown during an inventory recount.
• Errors in recipe card configuration.
• Mistakes during purchasing or write-off.
• The product was written off even though it was not physically in stock.

To avoid negative stock balances, it is recommended to regularly check product movement and verify the accuracy of system settings.

The Inventory recount section helps the logistics operator control product movement in the store and easily adjust product quantities. This ensures data accuracy on available stock.

Note: From the start until the end of the recount, certain functions in the Kavapp Seller application will be disabled: purchases, write-offs, and orders. 

Sales are allowed during the recount at the point of sale, but receipts and product write-offs will not synchronize with Kavapp Admin in real time. The seller will see a notification that the receipt was not synchronized due to an active recount.

After completing the inventory recount: Go to the Receipts section → tap Synchronize. 

This will synchronize all receipts processed during the recount, and sold products will be deducted from the store’s stock. Their quantity will automatically be subtracted from the amount entered during the last recount.

To perform an inventory recount:

1. Go to the Points of sale screen in the Kavapp Logistics application.
2. Select the desired point of sale from the list and tap Inventory recount.
3. Select the active categories to be included in the recount: dishes, ingredients, products, preparation batches (you can select all categories). Tap Select to proceed.
4. For each category, you will see a list of items with their quantities. To recount, enter the actual product quantity next to each item.
5. When you finish updating quantities, tap Submit.

After the recount, the system will show the actual stock quantity for each item.

If any product shows a negative value, it means an error may have occurred. Common causes of errors are listed in section 5.1.

In the Product movement section, the logistics operator can generate tables containing data on all product operations at the point of sale for a selected period. This provides full control over all product movements.

To view product movement at a point of sale:

1. Go to the Points of sale screen in the Kavapp Logistics application
2. Select the desired point of sale 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, recounted, all operations.
• Dates.

4. Tap Get report.

The system will calculate how many operations were performed with the selected item and their total value, as well as the item’s balance at the start and end of the selected period.

The Cash collections section allows the logistics operator to view the history of cash collections at the point of sale and create new collections or manual cash-ins if needed.

If automatic confirmation is enabled in the point of sale settings, the operation created by the logistics operator does not require confirmation in the cashier’s application or admin dashboard.

To create a cash collection or manual cash-in:

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

In the “Purchases” section, the logistics operator can create and view new purchases for a specific point of sale. This ensures timely product supply and helps avoid shortages.

If automatic purchase confirmation is enabled for the store, the action does not need to be confirmed in the cashier's application or the administrator's dashboard.

To make a purchase:

1. Go to the Points of sale screen in the Kavapp Logistics application.
2. Select the desired point of sale from the list and tap the Purchases section.
3. Tap “+” in the bottom right corner to create a new purchase.
4. Select an active category: dishes, ingredients, products, or consumables.
5. Each category includes linked products. Select the items for purchase and configure the following:
   • Enter the number of packages.
   • Enter the quantity per package.
   • Enter the price per package.

6. Tap Make a purchase.

7. In the window that opens, review the selected items and entered data, and add a description.

8. Select the payment method: cash payment.

9. Tap Make a purchase.

The “Settings” screen allows the logistics operator to configure the main parameters of the application. It includes the following sections:

• database settings — add a new administrator account in Kavapp Admin with linked points of sale;
• security — configure access security settings for the application.

The “Database settings” section allows the logistics operator to add new administrator accounts or change the current account. One logistics operator can be granted access to multiple Kavapp account databases.

How to give a logistician access to an Admin Panel database:

1. The administrator creates a logistics operator with a personal access code. This can be done in: Admin Panel → Basic information → Logisticians → Add logistician. 
2. The logistician enters the received code in their Kavapp Logistics application.
3. The logistician gains access to the Admin Panel database and can begin working with it.

The “Security” section allows the logistics operator to configure security settings for accessing the application.

Here, you can enable or disable access codes and set up biometric login for additional data protection. This ensures a high level of security and protection of confidential information.