Setting up the Kavapp system for a store

Kavapp Seller is an application for employees who perform sales. It is designed for fast and convenient sales processing, payment handling, and inventory management.

What can you do in Kavapp Seller?

• Accept orders.
• Conduct sales and apply discounts.
• Manage stock of items and ingredients.
• Communicate with the team via the built-in messenger. 

Thanks to real-time synchronization with Kavapp Admin, the administrator can monitor the cashier’s activity, manage stock records, and configure settings.

For optimal use of the application, it is recommended to use a device with a compatible OS version.

Kavapp Seller supports:

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

To get started, install the application on the cashier device.

Where to download?

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

After installation, launch the application.

To synchronize Kavapp Seller with the system, you need to enter a connection code. You can generate it in Kavapp Admin. 

How to get the connection code?

1. Log in to the Kavapp Admin dashboard.
2. Go to: Basic information → Points of sale → Connection code.
3. Click “Generate code” – this code is used to connect Kavapp Seller to the administrator’s account.
4. Enter the received code in Kavapp Seller on the cashier’s device.

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

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

To start a work shift:

1. Tap “Get started”.
2. Select the employee who will be assigned to this shift.
3. Review and enter the Balance at the cash desk: the amount of cash remaining from the previous shift. Tap “Get started”.

At the end of the shift:

1. Close the work shift: tap Work shift → Close shift.
2. Enter the Cash balance: the amount of cash remaining in the cash drawer for the next shift. Tap “End work”.

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

• Groups/subgroups and items — (products, and if applicable — drinks and recipe cards).
• Selected items block — displays all selected items in the receipt.
• “Sell” button — redirects to the receipt creation and payment screen.
• Top functions panel — access to additional features (inventory management, reporting, chats, settings, etc.).

The panel includes the following sections:

• Management — view stock levels, perform product write-offs, make purchases, prepare preparation batches, perform cash collection, and register discount cards.
• Work shift — register breaks, open/close a work shift.
• Messages — messenger for communication with administrators and logistics operators.
• Receipts — sales history, with options to cancel, return items, or reprint receipts, and work with held receipts.
• Settings — connect a receipt printer, synchronize data with Kavapp Admin, and configure interface settings.

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

1. Add items to the receipt:

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

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

2. Specify item quantity:

All selected items will appear on the right side of the screen — this is the area where you can perform further actions with the items.

• To increase quantity, tap the item again in the list.
• To decrease — tap and hold the item for 2 seconds.
• To remove an item — swipe left or right.

3. Suspending a receipt:

• If the customer steps away temporarily, you can save the receipt and return to it later.
• Tap “Receipts” or hold the “Sell” button.

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

5. Choose a payment method:

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

6. Applying a discount:

• Tap the “Discount” button.
• Enter the discount card number or the phone number associated with the card.

7. Completing the sale:

• Verify the items in the receipt.
• Tap “Sell”.

 A receipt is proof of purchase and is issued in paper form:

Paper receipt 

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

How to suspend a receipt

If your store allows customers to pay “later” after receiving an order (for example, when creating a custom order that requires production), Kavapp allows you to create, hold a receipt, and return to it at any time.

1. Add items to the receipt.
2. Tap and hold the “Sell” button or tap “Receipts” → the receipt will be saved automatically.
3. Optionally, you can assign a title to the held receipt (e.g., “Name” or “Table 5”) to find it more easily in the list.

Where to find suspended receipts:

1. Open the “Receipts” tab in the control panel.
2. If there are held receipts, they will be shown immediately on the “Receipts” screen.
3. If there are no held receipts, the “All sales” tab with the history of all previous transactions will open.

How to continue working with a suspended receipt:

1. Tap the desired held receipt in the list.
2. Make sure the list of items is correct.
3. Tap “Calculate” — you will be redirected to the payment screen.
4. Choose a payment method and complete the transaction.

If you need to find a receipt to review, reprint, or change the payment method during the current shift, follow these steps:

• Go to the “Receipts” section.
• Select the desired receipt for review.
• Perform one of the following actions:
  • Reprint — reprint the receipt.
  • Change payment method — switch between “Cash” and “Terminal”.

The full receipt history can be viewed in Kavapp Admin. Kavapp Seller displays receipts for the currently open work shift.

If your internet connection is unstable or there are temporary technical issues, the receipt may not synchronize with Kavapp Admin and may not appear in the relevant reports.

How to fix the issue

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

Kavapp Seller includes functionality for receipt returns. All issued receipts are stored there, making it easy to find the one you need.

How to return a receipt?

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

Important! Returned items are not returned to the stock.

If the “Return item” button is not visible 

If the cashier does not see this option, it must be enabled in Kavapp Admin:

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

The cashier can quickly check item availability in the store. To do this:

• Go to “Management” → “Аvailability”.
• View the full list of items and ingredients remaining at the point of sale.
• Use search or filters to quickly find the desired item.

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

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

Purchases can be confirmed automatically or manually depending on the selected settings. These are configured in: Basic information → Points of sale → Settings → Automatic purchase confirmation.

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

When you need to order items from the external warehouse to the point of sale or create a list of items for future purchases or orders, follow these steps:

1. Go to “Management” → “Orders”.
2. Tap “+” to create a new order.
3. Next to the required items, specify the required number of packages.
4. Tap “Create”.
5. Review the selected items and tap “Send”.

The order will automatically appear in Kavapp Admin and Kavapp Logistics.

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

• Go to “Management” → “Write-offs”.
• Tap “+” to create a new write-off.
• Enter the number of units to be written off for each required item.
• Tap “Create”.
• Review the selected items, add a comment (reason for write-off), and tap “Send”.

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

If “manual” confirmation is selected, the write-off is confirmed in Kavapp Admin or Kavapp Logistics.

Preparations are pre-made products and ingredients used for further sales or as components of other menu items. For example, croissants, pizza bases, sauces, or syrups. 

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

1. Go to “Management” → “Preparation”.
2. Select the group and item to be prepared.
3. Enter the number of portions or units to prepare.
4. Tap “Cook”.
5. The system will automatically deduct the required amount of ingredients and add the preparation batch to the point of sale stock.
6. Prepared items will be available for sale or for use as ingredients. 

You can view prepared batches in: Management → Preparation → Previous preparations.

You can register a customer’s personal card through Kavapp Seller if the discount system is enabled and configured in Kavapp Admin → Promotions and discounts.

To register a card via Kavapp Seller

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

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

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

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

Each card created in Kavapp Seller is automatically assigned a default discount. This discount is set by the administrator in Kavapp Admin.

To choose the default discount, see section 6.1 “Discounts” in the Kavapp Admin settings instruction.

A different discount can only be selected during registration by the administrator via the Admin panel.

The cashier can perform the following cash operations:

• Cash collection — withdrawing cash from the drawer.
• Cash deposit — depositing cash into the drawer.

To perform these operations:

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

4. Enter the required amount and optionally leave a comment.

5. Tap Create.

The store can operate with automatic cash collection. The administrator configures this in:

Kavapp Admin → Points of sale → Settings → Automatic cash collection confirmation.

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

• General information — number of receipts issued, total sales revenue for the shift, remaining cash in the drawer.
• Cash transactions — cash collections, manual cash entries, purchases, and returns.
• Payment was made — breakdown by cash and non-cash payments.
• Sold items — quantity of products sold and total revenue from products.

In this section, you can configure the main parameters of the cashier’s workstation and connect and set up the receipt printer.

Interface parameters in the Kavapp Seller application are configured separately for each device on which the app is installed. To save any changes made, you must tap the “Edit” button after each edit.

• Theme

Allows you to choose between light and dark interface modes depending on user preference.

• Language

Here you can select the primary interface language for the current device.

• Security

Provides an additional level of protection when logging into Kavapp Seller: each cashier creates a personal code that must be entered each time the application is accessed.

• About the application

Provides a description of the key functions of the application, instructions for using them, and guidance on where to find them: main screen, transaction screen, employee screen, messenger, receipt screen, and settings section.

• About the device

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

• Keyboard vibration

Allows enabling or disabling keyboard vibration when tapping keys.

• Physical keyboard

Allows enabling or disabling the use of an external physical keyboard for entering data in the application.

• Use search on main

Enables performing searches directly from the main screen.

• Font size in the application 

Allows you to adjust the font size by selecting one of three options.

Supported printer types

Kavapp Seller supports connecting the following types of printers:

• USB printers — connected via cable to a tablet or PC.
• Bluetooth printers — wireless connection via Bluetooth settings.
• Wi-Fi printers — operate over a local Wi-Fi network.

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

• The printer is turned on and has enough paper.
• The USB cable or Bluetooth/Wi-Fi connection is working properly.
• The “Receipt printer settings” button is active in Kavapp Seller.
• If it is inactive, enable the option in Kavapp Admin → Basic information → Points of sale → Settings → Use receipt printer, and then synchronize the data in Kavapp Seller.

How to connect a printer:

1. Go to “Settings” → “Check printer settings”.
2. Select the connection type:
   • USB — connect the cable to the device.
   • Bluetooth — enable Bluetooth on the device, find the printer in the list, and connect.
   • Wi-Fi — find the printer's IP address on the network (you can get this by printing a test page) and enter it in Kavapp Seller.

3. Specify the printing parameters:

• Paper width (80 mm, 58 mm)
• Print encoding (see next section to learn how to determine encoding)

4. Test printing by tapping “Print test сheck ”.

How to determine the correct printer encoding:

• Turn off the printer.
• Press and hold the Feed button.
• While holding the Feed button, turn the printer back on and keep holding for 3 seconds.
• Release the button — the printer will print a receipt with its settings, including the code page.
• If your printer supports Wi-Fi, this receipt will also include the IP address for connection.

If the printer does not print:

• Make sure it is turned on and properly connected.
• For Bluetooth: try disconnecting and reconnecting the device.
• For Wi-Fi: make sure both the printer and the device with Kavapp Seller are on the same Wi-Fi network.
• Ensure the correct encoding is selected (see the previous section “How to determine the correct printer encoding?”).

Data synchronization ensures the transfer of up-to-date information between the Kavapp Seller POS application and the Kavapp Admin dashboard. This allows administrators and cashiers to view updates in real time.

Automatic synchronization does not occur when the application is launched.
If a work shift is open, Kavapp Seller automatically synchronizes with Kavapp Admin. Data is updated after each operation performed in the seller app.

If changes are made in Kavapp Admin, you must manually synchronize the data to reflect the updates in Kavapp Seller. Examples include price updates, renaming or moving products to another group, etc.

Manual synchronization is available in Settings → “Data synchronization” button.

What data is synchronized?

• Products and their stock balances.
• Product prices.
• Discounts and promotions.
• Menu changes.
• Device settings: printers, terminals.
• Receipt statuses and financial operations.

How to run manual synchronization 

It is recommended to perform manual synchronization if:

• You have just made changes in Kavapp Admin (mandatory).
• Products, prices, or promotions didn’t appear automatically.
• There were internet connection issues.

How to run manual synchronization:

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