Setting up the Kavapp system for a store

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 entering your email, contact number, and other basic details.
4. Confirm your registration to access Kavapp Admin — the administrator account where the core system management takes place.

After successfully registering the administrator account, you need to install Kavapp Seller — the app for cashiers, where sales are made and receipts are issued. 

It synchronizes with Kavapp Admin to transmit data in real time.
 
Where to download it?

• 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's app to the administrator account, generate a connection code. It allows synchronization of 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 has changed or was logged out, you need to update and enter a new code.

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

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

The logistician sees all delivery orders, confirms deliveries, and keeps stock records. All data is automatically synchronized with Kavapp Admin, ensuring accurate inventory control.

Where to download?

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

To connect the logistician’s application to the administrator account, you need to obtain an access code:

1. Log in to Kavapp Admin.
2. Go to "Basic information" → "Logisticians" → "Access code".
3. If the logistician has not yet been added to the system, click "Add logistician" and enter their details.
4. Click "Generate code" — this code is used to synchronize the Kavapp Logistics application with your administrator account.

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

Kavapp provides 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 is saved and will be available after switching to a paid plan.

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

To start working with Kavapp, you need to add the points of sale where the sales of products and drinks will take place.

How to add a new point of sale?

1. Log in to Kavapp Admin.
2. Go to the "Basic information" → "Points of sale" section.
3. Click "Add sales point".
4. Enter the store name and its address.
5. Click "Create" — the new point of sale will appear in the system.

How to edit a point of sale?

One point of sale is already created in Kavapp Admin, for example — "Store 1". You can edit it or add new ones.

To edit:

1. In the "Basic information" → "Points of sale" section, find the required point.
2. Click the pencil icon next to the name.
3. Make changes and click "Edit".

To configure the operation 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 set an individual assortment for each point of sale or set different prices for the same item in different stores.

• To change the availability status or the price of a product at a specific point of sale, activate the "Individual settings" option and set the required parameters.

2. Connection code

This code is required to synchronize the Kavapp Seller application with your administrator account.

• Here you can create, view, update, or delete the connection code.
• If you changed the device or logged out of the Kavapp Seller application, you need to update the code and enter it again.

3. Point of sale settings

In this section, you can perform the main configuration for the point of sale:

• Receipt printer settings — enable if the store uses a receipt printer.
• Accesses in Kavapp Seller — define which functions will be available to cashiers (canceling receipts, viewing stock, etc.).
• Operation confirmations — select the method for confirming operations for points of sale: automatic or manual confirmation by another specialist.

4. Financial settings

This section contains financial parameters for the point of sale:

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

How to add a cashier?

1. In Kavapp Admin, open "Basic information" → "Cashiers".
2. Click "Add cashier".
3. Fill in the details (name, contact number, etc.).
4. Click "Create".

How to configure accesses for cashiers? 

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

How to add a logistician? 

1. In Kavapp Admin, open "Basic information" → "Logisticians".
2. Click "Add logistician".
3. Enter the required information and create a new employee.

How to configure accesses for logisticians? 

1. In "Basic information" → "Logisticians", click the "Permissions" icon next to the required employee. 
2. Set accesses according to the responsibilities of the logistician.
3. Click "Save".

After configuring accesses, 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 "Items" section in Kavapp Admin allows the administrator to create, edit, and organize all product items at the points of sale.

The “Items” section includes the following elements:

• Item groups and subgroups — categorizing the entire assortment into groups and subgroups for easier search and interaction.
• Products — goods sold by the unit, without using ingredients or dishware (for example, “Bottled water”).
• Consumables — goods that are not written off during the sale (for example, “Napkins”).
• Dishes — inventory units attached to drinks that can be written off when the item is sold (for example, “Paper cup 250 ml”).
• Ingredients — components used to prepare drinks, recipe cards, and preparation batches.
• Ingredient groups — categorizing ingredients into groups.
• Drinks — items that include ingredients and dishware.
• Recipe cards — items that use ingredients but do not include dishware. Used for food prepared in the store: hot dogs, pizza, pastries, etc.
• Preparation — used for advance preparation of ingredients or ready-made meals (for example, “Croissant”).
• Preparation groups — categorizing preparation batches into groups (for example, “Sweet pastries”, “Savory pastries”).
• Modifiers — a tool that allows changes to the composition of drinks or recipe cards during the sale by selecting components from available options.
• Units of measurement — customized configuration of measurement units.

Creating the assortment structure helps simplify product search and make the cashier’s work more convenient.

In Kavapp, the assortment consists of groups and subgroups that all items are assigned to:

• Item groups — main categories (for example, "In-house production", "Products", "Accessories", "Kitchen furniture", etc.).
• Item subgroups — subcategories within groups (for example, under the group "In-house production" there may be subgroups like "Pizza", "Pastries", "Salads", etc.).

How to create a group?

1. Open Kavapp Admin → "Items" → "Item groups".
2. Click "Add group".
3. Enter the group name (for example, "In-house production").
4. Configure the image in Kavapp Seller: upload a file from your device or select a color from the suggested list, for example “Vanilla”.

How to add subgroups?

1. Go to "Items" → "Item subgroups".
2. Click "Add subgroup". 

Enter the subgroup name (for example, "Pastries") and select the group it belongs to.

3. Click "Save" — the new groups and subgroups will be available in Kavapp Seller.

To change the display order of groups, click the "Sorting" button and arrange the groups in the desired order.

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

Examples of such products include snacks, stationery, souvenirs, clothing, and other similar items delivered to your store in ready-to-sell form.

1. Open Kavapp Admin → Items → Products.
2. Click "Add product".
3. Fill in the main parameters:

• Name (for example, "Bottled water 0.5 L").
• Price (enter the product price).
• Barcode and article number (if needed) — used to automatically scan products during sale.
• Quantity per package — specify how many units are in one package (for example, 12 pcs per box).

If the product is delivered to the point of sale in various quantities, enter “1” as the accounting unit, and specify the actual quantity each time.

• Unit of measurement — select the appropriate unit from the list (pcs., L, kg, etc.).
• Item 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.
• Item subgroup (optional, for example, “Packaged drinks”) — appears only if a group is selected.
• 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, the cashier will be prompted to enter the quantity of products in the receipt during each sale (relevant for items often purchased in multiple units).
✔️ Active — when activated, the product will be available for sale.
✔️ Process through warehouse — if the product is stored and handled via your external warehouse, enable this option.
✔️ Show on main screen — if enabled, the product will be displayed on the main screen of Kavapp Seller for quick access.
✔️ 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 the opening/closing of a work shift does not change the warehouse stock (does not perform re-inventory), but it is recorded in the Work shift report.

• Display image settings — upload a photo or select a color that will be shown next to items in Kavapp Seller. This helps simplify the visual search for products.
• Click "Create" — the product will become available for sale in Kavapp Seller.

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 item at all points of sale.

How to edit a product 

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

1. Go to Items → 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 Items → 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 Kavapp using a special template — a ready-made table in CSV format. This table must be downloaded directly from Kavapp, filled with Product data, and then uploaded back to the system.

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

File Upload and Import Procedure

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

Note. The first three columns in the table must be filled in. 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 If the file is already open in CSV format, click File → Save.
2. Via If you need to choose the file format yourself, go to File → Save As, select a folder, enter a file name, and in the Save as type field select CSV UTF-8 (Comma delimited) (*.csv).

Upload the completed file to the system using the button located below the corresponding field between the button.

After the file has been checked successfully, click

Important! Only Products in the structure provided by the template and in the same format — CSV — can be imported into the system. Therefore, we recommend filling in the provided template rather than using other tables.

Before uploading, make sure all data is entered correctly: there are no extra characters, missing required fields, or duplicate Products. Do not change the names, order, or structure of the columns in the CSV template.

How to Fill In the Import Table

In the import template, fill in the following columns:

• name — the Product name that will be displayed in the system. It cannot exceed 45 characters (required field).
• price — the Product sale price. It is entered as a whole number or with cents separated by 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 group — the main menu group to which the Product will be added. For example: Dishware, Home textiles, Decor and accessories, Household goods.

In this field, you can specify an existing menu group in the system to which the Product should be added. You can also specify 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 sub_group — a menu subgroup inside the main group. For example: Towels, Bedding, Blankets.

In this field, you can specify an existing menu subgroup in the system to which the Product should be added. You can also specify 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 you specify a subgroup without the main menu group, an error will occur during import, and Products cannot be uploaded to the system. The import can be completed only after the table is corrected.

• article — the Product article number used for search, accounting, and inventory.
• manufacturer — the Product manufacturer.
• barcode — the Product barcode used for scanning Products at the 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 the Product volume or quantity: pcs., kg, g, l, ml, pack, portion.
• Please note: the unit name must fully match the short name specified in the pack — the quantity of Products in a package (for example, 12 pcs. in a package).
• name_in_receipt — the Product name that will be displayed in the Receipt. If you want a shorter or different Product name than the one in the
• description — short information about the Product that may be useful to the Cashier during the sale.
• manual_input — activates the

The required columns are name, price, and units. 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 exactly 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 empty, the price format is incorrect, the allowed number of characters in the name is exceeded, or a unit of measurement that does not exist in the system is used.

Dishes refers to required inventory units linked to drinks and may be written off with them at the time of sale.

For all Store niches, this category is disabled by default. You can always enable it if you sell drinks in your store.

You can activate the category via Kavapp Admin → Settings → General → Permissions/Drinks → Enable → Apply.

Note: if you enable the "Drinks" category, the "Dishware" category is activated automatically. No additional steps are required.

Instructions for adding and configuring "Dishware" are available in the manual for food establishments.

Ingredients are the core components of drinks, recipe cards, and preparation batches. Ingredient groups are also used to configure modifiers.

For all Store niches, this category will be disabled if drinks/preparation batches/recipe cards are turned off in Kavapp Admin → Settings → General → Permissions.

If any of these categories (drinks/preparation batches/recipe cards) is enabled — the "Ingredients" section becomes available automatically.

At the start, we recommend creating ingredient groups. This helps organize them and simplifies management.

Instructions for creating ingredient groups and adding new ingredients are available in the manual for food establishments.

Drinks are items composed of multiple components: ingredients and dishware. Drinks are prepared directly at the time of sale and may have modifiers (e.g., different types of milk).

For all Store niches, this category is disabled by default. You can always enable it if you sell drinks.

You can do this via Kavapp Admin → Settings → General → Permissions/Drinks → Enable → Apply.

Once the "Drinks" category is enabled, the "Dishes" category is activated automatically.

Instructions for adding, editing, and quickly creating similar drinks are available in the manual for food establishments.

Recipe cards are items composed of ingredients, but they do not include attached dishware.

They are used to account for the ingredients required to prepare an order (e.g., pizza, hot dogs, etc.).

For all Store niches, this category is disabled by default. You can always enable it if you sell ready-made food or products in your store.

You can activate the category via Kavapp Admin → Settings → General → Permissions/Recipe cards → Enable → Apply.

Instructions for adding, editing, and quickly creating similar recipe cards are available in the manual for food establishments.

Preparation are for the advance preparation of ingredients or ready-made dishes. They may be standalone products or part of other recipe cards.

Preparation can be:
✔ Sold as a finished product.
✔ Used as an ingredient for preparing other items.

For all Store niches, this category is disabled by default. You can always enable it if you sell ready-made food or products in your store.

You can activate the function via Kavapp Admin → Settings → General → Permissions/Preparation → Enable → Apply.

Instructions on how to create, configure, and edit preparation batches, as well as examples of their usage, are available in the manual for food establishments.

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

For all Store niches, this category is disabled by default.

However, if you enable both drinks and recipe cards at the same time, modifiers and dishware will be enabled automatically.

You can do this via Kavapp Admin → Settings → General → Permissions/Drinks + Recipe cards → Enable → Apply.

Why are modifiers needed?

• Flexibility — they allow you to choose different ingredient options for the same drink (e.g., type of coffee, milk, dishware).
• Convenience for staff — reduce the number of items, as there's no need to create dozens of variations of the same drink or product.
• Write-off control — the system deducts only the selected ingredient.

How modifiers work

1. Without modifiers — all ingredients added to a drink or recipe card are used and written off automatically.
2. With modifiers — during the sale, the cashier selects the desired component from several options. The system writes off only the ingredient that was selected.
3. You can add several different parameters to a single modifier. However, adding the same ingredient multiple times with different quantities is not allowed. Each ingredient can be used only once in a modifier.

A detailed example of how to configure a modifier is provided in the manual for food establishments. 

The Kavapp system includes several key sections for controlling stock balances, movements, and purchases.

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

What does product inventory include?

• Orders — transferring products from the external warehouse to points of sale.
• Purchases — inventory intake of products and ingredients (optionally) directly to the point of sale.
• Write-offs — removing products from the warehouse due to damage or expiration.
• Inventory recount — checking and adjusting actual stock levels.
• Warehouse sales — the ability to sell products, dishware, ingredients, and consumables from the external warehouse.
• Product availability at the point of sale — viewing product balances at points of sale.
• Warehouse management — managing operations at the external warehouse (availability, inventory intake, write-offs, and cost adjustments).

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

When a product is stored in the external warehouse and needs to be moved to the point of sale to become available for selling, a transfer order must be created.

How does the system work?

1. A product transfer order is created by the administrator in Kavapp Admin or by the cashier in Kavapp Seller.
2. The logistician in Kavapp Logistics receives the order and prepares the product.
3. The product is shipped from the warehouse and moved to the point of sale.
4. The cashier in Kavapp Seller confirms receipt of the product, after which it becomes available at the point of sale.

Important! An order is not needed if you do not have a separate warehouse and products are stored directly at the point of sale. 

In that case, products are added through inventory intake (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 to which the product is being transferred from the warehouse.
4. Specify the products and their quantity.
5. Click "Send data" — the order will appear in the Kavapp Logistics application for the logistician to process.

You can also create an order from Kavapp Seller (see section 5.3 “Product orders” in the Kavapp Seller Settings instruction).

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

Advantages of using the warehouse: 
✔ Clear control of product stock.
✔ Automatic product movement tracking between points of sale.
✔ Prevention of product shortages through centralized logistics.
✔ Convenient for store chains with a shared external warehouse.

A purchase is the intake of new products directly into the store without using an external warehouse.

When is purchasing used? 

When you do not have an external warehouse and products are delivered directly to the point of sale.

How to register a purchase in Kavapp Admin?

1. Go to "Inventory control" → "Purchases".
2. Click "Create purchase".
3. Select the point of sale receiving the product.
4. Add product items by specifying:

• 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 cash register.

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

If "Automatic purchase confirmation" is enabled, the product will immediately appear in stock without the need for manual confirmation.

What you should know:

• Purchasing is used for products, ingredients, and consumables delivered directly to the point of sale.
• If the product first arrives at the external warehouse and is then moved to the point of sale, you must use “Orders” (see section 4.1).
• The "Cash register payment" option allows deducting the amount from the register if the product is paid for in cash.
• Alternatively, a purchase can be created via Kavapp Seller or Kavapp Logistics.

A write-off is the removal of products, ingredients (if applicable), or consumables from inventory due to spoilage, expiration, or other reasons.

When is a write-off used?

✔ If a product is spoiled or expired.
✔ If a product is lost or damaged (e.g., broken, spilled, or spoiled during storage).
✔ If you need to write off consumables (e.g., napkins, disposable gloves).
✔ If there are discrepancies between actual stock and the system, and manual adjustment is required.

How to create a write-off in Kavapp Admin?

1. Go to "Inventory control" → "Write-off".
2. Click "Create write-off".
3. Select the point of sale where the write-off is to be done.
4. Add the items and specify the number of units to be written off.
5. Click "Send data" and enter the reason for the write-off (e.g., "spoiled", "lost", "defective") — the product will be removed from inventory.

If "Automatic write-off confirmation" is enabled, the product will be removed from stock immediately without manual confirmation.

What you should know:

• The write-off updates stock in real time — the written-off items are automatically removed from inventory.
• The reason for the write-off helps analyze losses and maintain proper tracking of 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 Settings instruction).

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

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

When is a recount used?

✔ To compare actual stock of products, ingredients, preparation batches, or consumables with data in Kavapp.
✔ If there is a suspected shortage or surplus in the system.
✔ After major deliveries, relocations, or changes in product assortment.
✔ During scheduled inventory audits.

How to perform a recount in Kavapp Admin?

1. Go to "Inventory control" → "Inventory recount".
2. Select the point of sale where the check is being performed.
3. Enter the actual stock for each item.
4. Click "Send data" – the system will apply changes to inventory (write-off or inventory intake of the difference).

What you should know:

• Recount in Kavapp Admin can be done for all items or selected products only.
• Once confirmed, the system automatically writes off shortages or adds surpluses.
• During recount, other operations at the point of sale are blocked until completion.
• Alternatively, a recount can be performed via Kavapp Logistics (see section 4.4 "Inventory recount" in the Kavapp Logistics Settings instruction).

Warehouse sales is a function that allows selling products directly from the external warehouse without moving them to a point of sale.

When is warehouse sales used? 

✔ If you sell products directly from the warehouse without prior transfer to a point of sale (e.g., wholesale from warehouse).
✔ If products are sold by pre-order and do not need to be stored at the point of sale.

How to register a warehouse sale in Kavapp Admin?

1. Go to "Inventory control" → "Warehouse sales".
2. Add product items and specify:

• Number of packages to be sold
• Price per package for sale

3. Click "Send data" — the sale will be registered, and the product will be written off from the warehouse.

What you should know:

• You can sell from the warehouse only the packages listed in the system.
• Alternatively, you can perform warehouse sales via Kavapp Logistics.

The "Product availability at the point of sale" section allows you to view current product stock and analyze product usage per shift.

Two viewing options are available:
✔ Real-time availability — shows up-to-date 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 processed 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 the current shift" for the respective view.

Stock updates 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 product stock in the external warehouse and perform operations with it.

What can you do in this section?

✔ View product stock in the external warehouse.
✔ Inventory intake product — add an item to the warehouse.
✔ Perform a write-off — remove an item from the warehouse.
✔ Cost adjustment — change the item’s cost price 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 display current stock.

Changes can be made to one product item at a time. Bulk editing is 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.

With the tools of Kavapp, you can manage all financial operations, adjust the cost price of products, and work with salaries.

The main tools in the “Financial operations” category:

• Cash collections — recording cash collection from the register and creating service deposits.
• Cost price adjustment at the point of sale — adjusting the cost price of dishes, ingredients, products, and preparations 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.

In the “Cash collections” menu section, two actions are available:

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

When to use cash collection and сash deposit?

Cash collection:

 ✔ To track the exact amount of collected cash.
✔ To track how much cash remains in the register.
✔ To monitor cashiers or other employees who have access to the register.

Сash deposit:

 ✔ To add change to the register at the beginning of a shift.
✔ To cover expenses at the point of sale (for example, product purchases and cash payments).
✔ To maintain accurate records of cash transactions.

How to create a cash collection? 

1. Open Kavapp Admin → Side menu → Financial operations → Cash collections.
2. Click "Create cash collection".
3. Enter the point of sale where the cash will be withdrawn.
4. Enter the exact cash collection amount (for example, $1280).
5. Add a note to the cash collection if needed.
6. Click "Save".

How to create a сash deposit?

1. Open Kavapp Admin → Side menu → Financial operations → Cash collections.
2. Click "Cash deposit".
3. Enter the point of sale where the cash will be deposited.
4. Enter the exact сash deposit (for example, $1280).
5. Add a note to the manual cash-in if needed.
6. Click "Save".

What you should know:

• Prevents shortages and ensures transparency of cash flow.
• Reduces the risk of errors or manipulation involving cash.
• All cash collection data is stored in the system to support accounting.
• Real-time access to cash collection data simplifies 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 products at any point of sale. You can modify the cost for any active category: dishware, ingredients, products, or preparation batches.

When is cost price adjustment used?

✔ If you need to correct an error made when the initial cost price was entered.
✔ If supply conditions have changed and the prices need to be updated accordingly.

How to adjust cost price?

1. Open Kavapp Admin → Side menu → Financial operations → Cost price adjustment at the point of sale.
2. Select the point of sale where the changes will apply.
3. Select the category that contains the product to be edited: dishware, ingredients, products, or preparation batches.
4. From the list, select the necessary product, click “Сhange”, and enter the new cost price in the popup window.
5. Click “Save”.

What you should know:

• Reflects actual expenses for products, ingredients, and preparation batches.
• Allows you to quickly react to supply changes and update prices.
• Helps correct inaccurate data entered during the initial setup.
• Ensures accurate profit and margin calculations.
• Allows retail prices to be adjusted without losing profitability.

Salary calculation for cashiers at the points of sale is performed via Kavapp Admin.

A cashier's salary consists of hourly pay and a percentage of sales from drinks and other items. It is calculated based on the total time the employee had an active shift.

How to calculate salary?

1. Open Kavapp Admin → Side menu → Financial operations → Salary calculation.
2. Select the period for which the salary will be calculated.
3. Select the point of sale where the cashier works.
4. Select the Cashier whose salary will be calculated.
5. Click “Generate report”. The total salary will include: total working hours, hourly pay, sales via register, card payments, as well as bonuses, fines, and issued advances.
6. In the row of each calculated shift, click the pencil icon to edit the data, add a fine or a bonus for that specific shift.

Once the salary is calculated, you can assign the amount to the cashier. After that, the salary is considered paid and will not be included in future calculations.

What you should know:

• If salary is defined for both the cashier and the point of sale, the values are added. 

For example, if the cashier has a rate of $15/hour and the point of sale has $20/hour, the total rate will be $35/hour.

• Enables accurate salary calculation based on time worked, sales, and additional earnings.
• Ensures correct accounting of payouts in the system.
• Reduces the time needed for salary accounting and payout.
• Helps avoid duplicate payments and simplifies bookkeeping.

You can assign fines and bonuses to any employee at any time. The data will be saved and included in the salary calculation.

How to assign fines or bonuses?

1. Open Kavapp Admin → Side menu → Financial operations → Fines and bonuses.
2. Click “Add bonus or fine”.
3. Enter the creation date of the bonus or fine.
4. Select the Cashier for whom the function will be applied.
5. From the dropdown menu, select “Bonus” or “Fine”, depending on what will be assigned to the selected cashier.
6. Enter the bonus or fine amount.
7. Add a description or comment if needed.
8. Click “Create”.

What you should know:

• You can add a description for each bonus or fine created.
• All fines and bonuses are included in salary calculations.
• You can edit any data in a created bonus or fine: date, employee, type (bonus or fine), amount, description.
• You can make a bonus or fine active or inactive. If the function is inactive, it will not be included in salary calculations.

The administrator can issue advances to employees, and they will be accounted for during the next salary calculation.

How to issue an advance?

1. Open Kavapp Admin → Side menu → Financial operations → Advance.
2. Click "Add advance".
3. Enter the creation date of the advance.
4. Select the Cashier for whom the function will be applied.
5. Enter the advance amount.
6. Add a note or comment if necessary.
7. Click "Create".

What you should know:

• You can edit any data in the created advance: date, cashier, amount, and notes.
• You can mark the advance as active or inactive. If the advance is 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 stimulate 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 the discount to it.
3. The barista can apply the discount card during checkout in Kavapp Seller.

Through the administrator panel, you can add and edit discounts that will be used in the discount system.

Types of discounts in Kavapp:
✔ Percentage discount (for example, -10% on all products)
✔ Fixed amount discount in currency (for example, -50 UAH per purchase)
✔ Cashback in percentage or currency (accumulated bonuses that the customer can use for payment)

How to create a discount?

1. Open Kavapp Admin → Side menu → Promotions and discounts → Discounts.
2. Click "Add discount".
3. Enter the name of the discount to easily find it among others.
4. Select the type of discount: percentage or currency discount, cashback in percentage or currency.
5. Enter the discount/cashback amount for all products individually.
6. Check “✔️” next to “Discount for card registration” to set this discount as the default.

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

Note: when registering a discount card through the Admin panel, the administrator can select a different discount regardless of the default settings.

7. Click "Create" — the discount will become active and ready for use.

What you should know:

• One discount can be linked to multiple personal cards.
• It is not necessary to register a personal card for each customer. You can create a universal discount card that a cashier can apply to any receipt when needed.

For example, you can register several personal discount cards with simple numbers (for example, 5, 10, 15) and link each one to a corresponding standard discount.

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

• Created discounts can be edited, their values changed, or they can be marked as inactive if they are no longer relevant.

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

How to create a personal card?

1. Open 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 “✔️” next to “Active” to activate the card.
7. Click "Create" — the customer's card is now active and ready for use.

A personal card can also be created by an cashier in Kavapp Seller (see section 5.6 "Card registration" in the Kavapp Seller Settings instruction).

What you should know:

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

To do this, activate the "Card registration only by number" option in "Settings → General".

• Cards cannot be deleted directly 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. 

Once deactivated, the card becomes inactive and unavailable in the system.

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

The promotion can be made available only to cardholders, with the ability to include or ignore their personal discount.

How to create a promotion?

1. Open 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 applies (all or specific stores).
• Object type — determines what the promotion applies to (menu groups, subgroups, drinks, recipe cards, products, items, preparation batches).
• Discount type — choose how the promotion works:

✔️ Discount by amount — for example, $-2 on an item.
✔️ Percentage discount — for example, -15% on all drinks.
✔️ Promotional price — for example, fixed price $9.99 regardless of the base price.

• Specify the day of the week if the promotion is active only on certain days (for example, "Monday promotion").
• Select how to calculate the discount:

✔️ From price with parameters — the discount is applied to the ingredient cost within a modifier.
✔️ From price without parameters — the discount applies to the base product price.

Example of price calculation with/without parameters:

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

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

4. If the promotion is available only for discount cardholders, activate the "Card only" option.

5. If a discount card’s discount should also apply together with the promotion, activate "Apply card discount".

6. Click "Create" to activate the promotion.

What you should know:

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

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

Data can be generated and viewed in real time, allowing managers to make timely decisions and optimize business processes.

After generating any report, you can immediately print it or save it as an Excel file by clicking the corresponding button below the table.

Reports are conveniently divided into categories and subcategories:

• Financial reports — reports on financial movement: income, expenses, salaries, cash collections.
• Sales reports — detailed reports on sales and receipts.
• Work shift reports — standard and financial reports on work shifts.
• Warehouse inventory reports — full reporting on warehouse operations: write-offs, inventory recounts, inventory intake, product movement, and warehouse sales.
• Point of sale inventory reports — full reporting on operations at points of sale: preparation batches, purchases, ingredient usage, deliveries, write-offs, and 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 — provide the ability to view 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.

There are 4 reports available in the "Financial reports" category:

Accrued salaries

This report allows you to view cashier salary accruals 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 of all salary accruals for accurate financial control
• Reports can be generated for any period, specific cashiers, or a specific point of sale
• Helps verify that salaries are correctly calculated, taking into account hours worked, bonuses, and fines

Cash collection reports

This report allows you to track how many cash collections were performed and the total amount, across all or selected points of sale.

How to generate the “Cash collection” report?

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

What you should know:

• Enables tracking of all cash collections across points of sale to prevent shortages or surpluses.
• Allows analysis of withdrawn cash amounts and verification of declared vs actual amounts.
• Helps detect suspicious activity, misuse, or inaccuracies in cash records.

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

This report allows you to view the cost price for any active category configured in Kavapp Admin → Settings → General, 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), then click “Generate report”.
3. Select the category for which you want to view the cost price — available categories. depend on those you activated in Kavapp Admin → Settings → General.

You can view the cost price of all items in the selected category or search for a specific one.

What you should know:

• Helps control actual product cost for profitability analysis
• Supports decisions on whether retail prices should be adjusted based on cost price changes
• Helps identify cost anomalies, for example due to supplier changes or record errors

Profit report

The Profit report allows you to view the profits of each establishment for any period.

How to generate a “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 analysis of the profitability of each establishment for the selected period
• Enables comparison of profits across different points of sale and individual employees
• Helps identify growth or decline trends in profit, supporting effective business management

In this section, you can generate combined reports for various verifications.

For example, if you're using the discount system, you can check at which establishments a customer used their discount. To do this, fill in the card number field.

You can also specify a particular barista and view data for sales during their shift.

There are 6 reports available in the Sales reports category.

Sales report

The Sales report allows you to view detailed information on all sales for any period, cashier, and store. The advanced filter panel lets you fully customize the report to your needs.

How to generate a “Sales report”?

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

• period (required);
• point of sale;
• cashier;
• object type (available categories depend on those activated in Kavapp Admin → Settings → General).

If you select the type “All”, the system will suggest selecting a modifier (ingredients, preparation batches, dishware). If modifiers are disabled, this filter will not appear.

If you select a specific object type (for example, products), the system will offer to choose a specific product sold at the selected store. Also available:

• card number;
• article number;
• manufacturer.

3. Click Get report

What you should know:

• Allows viewing of detailed sales data for any period, cashier, and point of sale.
• Tracks all cash register transactions for any period performed by a specific cashier or point of sale.
• Enables analysis of the sales of a specific drink, product, or manufacturer for assortment planning and trend detection.
• Used to verify seller performance.

Summary sales report

The Summary sales report allows you to generate aggregated sales data for a selected period.

Only the period selection is required; other parameters can be customized as needed.

For example, you can select “Point of sale” – All, “Group by” – Products, “Cashier” – the name or nickname of a specific employee. In the generated table, it will show: how many products the selected cashier sold, the average sales price, and the percentage share.

How to generate a “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

The Receipt report provides access to data on all completed transactions. This section displays information about all closed receipts for the selected period.

It makes it easy to verify transactions and monitor revenue.

How to generate a “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, held, sold, refunded, or all);
• card number. 

3. Click Get report.

What you should know:

• Allows you to check each receipt and detect errors or returns.
• Helps identify which products are purchased together, average receipt size, and purchase frequency.
• Enables evaluation of cashier performance and early detection of suspicious transactions or cancelled sales.
• Tools help reconcile the register and simplify reporting.

Hourly sales

The Hourly sales report allows you to see how many sales were made during specific time periods 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 highest customer flow and revenue.
• Allows better shift planning by assigning more cashiers during busy hours.
• Helps forecast product demand based on the time of day.
• Assists in developing strategies to attract more customers during slower hours.

The Work shift report helps verify product stock recounted by employees at the beginning and end of their shifts and entered into the Kavapp Seller barista application.

It also enables monitoring of late openings or early closings of coffee shops.

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

There are 2 reports available in the Work shift reports category:

Work shift report

The Work shift report is used to analyze cashier performance and monitor financial operations during their shifts.

How to generate a “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 compare actual cash amounts with system records and identify discrepancies.
• Makes all financial operations transparent — allows you to track who handled how much money and when.
• Helps managers assess staff efficiency and the productivity of each cashier.

Financial work shift report

The Financial work shift report is used for detailed analysis of cash flows during each cashier’s or employee’s 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 collections, purchases, opening change amounts, and cash shortages at the beginning and end of the shift
• Evaluation of cashiers’ performance in different shifts
• Helps compare actual amounts with system records and identify discrepancies.

The Warehouse inventory report helps control product stock, track product movement, and prevent shortages or surpluses.

You can remotely monitor and control the logistician’s operations at the warehouse.

There are 5 reports available in the Warehouse inventory reports category.

Warehouse write-off report

The Warehouse write-off report is used to account for written-off products, determine the reasons for write-offs, and monitor losses or defective items.

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

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

What you should know:

• Helps detect shortages in time to minimize losses.
• Ensures accurate reflection of written-off products in accounting and helps calculate real profit.
• Identifies products that are frequently written off to review storage conditions or suppliers.

Warehouse inventory recount report

The Warehouse inventory recount report is used to compare actual product availability with calculated values, detect shortages or surpluses, and improve warehouse inventory 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 the period. 
3. Click Get report.

You can view detailed information on each recount operation: product, actual quantity, adjustments made, and total value of available stock.

What you should know:

• Allows comparison of actual stock with system data to detect errors.
• Ensures accurate warehouse records and prevents mismatches in financial reporting.
• Timely detection of shortages reduces the risk of internal fraud and improves staff discipline.
• Based on recount results, inventory can be officially adjusted in the system: write off surplus or record missing products.

Warehouse inventory intake report

The Warehouse inventory intake report is used to record product receipts, control proper inventory entry, and prevent documentation mismatches.

How to generate the “Warehouse inventory intake report”?

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

Each inventory intake operation includes detailed data: product group, product name, number of packages received, price per package, and total value of received products.

What you should know:

• Allows reconciliation of actual received product quantity with supplier documents
• Logs all incoming deliveries in the system, preventing losses or misallocations
• Reflects actual purchasing costs and helps avoid financial violations
• Prevents misuse, hidden shortages, or fraud during product receipt

Warehouse product movement report

The Warehouse product movement report is used to track all product operations: deliveries, write-offs, inventory recounts, inventory intake, and warehouse sales — helping to control inventory flow.

How to generate the “Warehouse product movement report”?

1. Open Kavapp Admin → Side menu → Reports → Warehouse inventory report → Warehouse product movement report.
2.  Fill in all required fields:

• period
• product type (available categories you activated in Kavapp Admin → Settings → General)
• specific product, consumable, or other activated category
• operation (delivered to points of sale, written off from warehouse, inventory recount, sold from warehouse, inventory intake to warehouse, all operations)

3. Click Get report. The system will display the stock balance at the beginning and end of the selected period.

What you should know:

• Allows real-time tracking of product movement and prevents shortages.
• Helps identify popular and slow-moving products to optimize purchases and sales.
• Analyzing product movement trends enables better supply planning and helps avoid stockouts.

Warehouse sales report

The Warehouse sales report is used to control the volume of products sold from the warehouse and analyze the financial results of those sales.

How to generate the “Warehouse sales report”?

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

Each warehouse sale contains detailed data: product group, product name, number of packages sold, price per package, and total sales amount.

What you should know:

• Logs all sales from the warehouse, helping you track product stock
• Identifies which products sell well from the warehouse and which have low turnover
• Displays the total sales amount and helps evaluate profitability

Point of sale inventory reports are used to track product movement, ingredient usage, and financial operations — enabling efficient management of inventory, sales, and expenses.

You can track all product-related operations that take place at the point of sale: preparation batches, ingredient usage, deliveries and product purchases, write-offs, and inventory recounts.

There are 6 reports available in the Point of sale inventory reports category:

Preparation report

The Preparation batch report is used to monitor the volumes of prepared preparation batches.

How to generate the “Preparation 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 excess or shortage of raw materials.
• Reflects the actual status of preparation batches, which supports procurement adjustments and kitchen planning.
• Reports help avoid discrepancies between inventory data and the actual status of preparation batches.

Ingredient usage report

The Ingredient usage report is used to control raw material consumption, optimize inventory, and prevent shortages or overstocking.

How to generate the “Ingredient usage report”?

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

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

What you should know:

• Tracks 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 ingredient stocks and replenishing inventory on time.
• Helps assess how much raw material is used for product production and adjust pricing accordingly.

Delivery report

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

How to generate the “Delivery report”?

1. Open 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 with all key data will be generated. You can view detailed information for each delivery (precise item list and quantity).

What you should know:

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

Purchase report

The Purchase report is used to monitor all purchased products, analyze expenses, and optimize the supply process.

How to generate the “Purchase report”?

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

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

What you should know:

• Logs all purchases, their status, and cost, helping analyze financial spending. It also shows how the product was paid for.
• Allows you to evaluate which products are purchased most often to avoid overstocking or shortages in the future.
• Ensures consistency between actual received goods and system records.

Write-off report

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

How to generate the “Write-off report”?

1. Open Kavapp Admin → Side menu → Reports → Point of sale inventory report → 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 value, who created/confirmed the write-off, current status, etc.

You can also view detailed data from each write-off (full item list, quantity, and cost).

What you should know:

• Logs all written-off products, their quantity, date, and cost — helping identify possible fraud, shortages, or misuse.
• Write-off data analysis helps adjust purchasing to minimize losses.
• Enables tracking loss trends and reducing write-offs caused by poor storage or planning.
• Ensures consistency between actual stock and system records.

Inventory recount report

The Inventory recount report is used to verify actual product availability against expected quantities and log discrepancies.

How to generate the “Inventory recount report”?

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

A table with all key data will be generated: at which point the recount took place, when, status, and description.

You can also view detailed information from each recount (full list of products counted, the difference between system and actual quantity, shortage amount).

What you should know:

• Allows verification of whether the product quantity in stock matches the data in the system.
• Logs shortages, surpluses, or accounting errors.
• Regular recounts help detect potential misuse and ensure accurate recordkeeping.

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

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

Cashier break report

The Cashier break report is 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”?

• Open Kavapp Admin → Menu → Reports → Cashier reports → Cashier break report.
• Select the period, point of sale, and cashier.
• Click Get report.

What is important to know?

• Records the start and end of each cashier’s breaks, helping to avoid 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

The Comparison by average indicators report is used to analyze employee performance, assess average receipts and sales, and identify productivity gaps.

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

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

What you should know:

• Allows assessing how many products each cashier sells and identifying those selling significantly more or less than average.
• Analyzes the average item price to help evaluate sales performance.
• Shows what percentage of products were sold without discounts, affecting profitability.
• Displays the average amount earned by each employee to assess their efficiency.
• Enables managers to adjust the motivation system, staff training, and workflows to improve performance.

Discount card reports are used to analyze the effectiveness of discount programs, promotional offers, and the impact of discounts on total revenue.

You can review the use of promotions and discounts by each cashier who performs sales through Kavapp Seller.

How to generate the Discount card report?

1. Open Kavapp Admin → Side menu → Reports → Discount card report.
2. Select the period, point of sale, and cashier. 
3. Click Generate report.

What you should know:

• Shows whether discounts bring profit or cause excessive pressure on the company’s budget.
• Helps identify cases of excessive or suspicious use of discount cards, which may indicate misuse.
• Records the number of transactions involving discount cards.

This section allows you to perform all essential setup actions for your point of sale.

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

You can also contact support, view the FAQ, or access the User Agreement from the setup section.

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

Unlike parameters configured individually for each point of sale, these options affect the general operating rules of the whole infrastructure: sales logic, bonus processing, salary settings, module availability, etc.

What you should know:

• Changes in this section apply equally to all users and points in 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 main accounting currency, which 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 shown in all reports, receipts, work shifts, and other events that include a date and time stamp.

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

• Show hints 

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

After activation, a question mark icon will appear in the top right corner of each window in the Admin panel. Clicking it will open a small window with a description of that section’s functions.

• Language 

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

• Receive notifications 

When this option is enabled, you will receive system notifications from Kavapp — for example, about new cash collections, purchases, and other important actions. 

We recommend keeping it enabled for fast response to changes.

• Two-factor authentication

Provides an extra layer of security when logging into Kavapp Admin.

If the function is enabled, the user will be required to enter a one-time code via SMS or email during each login.

Sales settings

• After selecting a position in Seller — activates automatic return to the main screen after the Employee adds a product to the Receipt.
• Protection against accidental sales — prevents premature pressing of the “Sell” button. After adding a product to the Receipt, this button remains inactive for 2 seconds.
• Include bonus payments in revenue — this function defines whether amounts paid with bonuses are included in the income report.
• Accrue bonuses when paying with bonuses — allows or prohibits the accrual of new bonuses when paying with bonuses from a personal discount card.
• Default payment method — the payment type that is automatically selected in the Kavapp Seller application during a sale (cash / terminal / not selected).
• Rounding — specifies how to round the final amount of the Receipt (no rounding, to $1, to 1¢., etc.).

Permissions

• Messenger — allows or prohibits messaging between system users (administrators, logistics operators, cashiers).
• Drinks — enables or disables the "Drinks" category in the menu and Admin panel.
• Recipe cards — allows using Recipe cards for product preparation.
• Use warehouse — activates working with a separate external warehouse in the system.
• Use manufacturer — allows specifying the manufacturer of products.
• Preparation — enables or disables the ability to work with the Preparation batch module.
• Products — activates or deactivates the "Products" section in inventory.
• Use financial calculations — allows specifying the cost price of products in the system.
• Use article — adds the ability to specify an Article number for the product.
• Use QR menu — activates the QR menu module.

Discount system setup

• Use discount system — activates or deactivates the entire discount system.
• Allow registering cards — allows creating new discount cards in the system via the Kavapp Seller application.
• Find discount by card number or phone number — enables searching for the client's discount in Kavapp Seller by one of these two options.
• Simplified registration of bonus cards (without additional fields) — allows quick creation of cards without filling in “gender,” “date of birth,” or “address” fields.
• Allow leaving change on bonuses — allows the cashier to transfer the change amount from the Receipt to the bonus account.
• Accrue cashback for change left on bonuses — if enabled, the change amount in the Receipt also increases the cashback.
• Register card by number only — restricts discount registration to card number and phone number only, without barcode scanning.

Relevant if you register virtual discounts rather than physical cards with a printed barcode.

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

If the function is disabled, the redemption amount is entered manually.

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

If the 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 percentage from bonuses — if enabled, the amount of bonuses redeemed during sales is included in the percentage part of the salary.
• Show salary — displays or hides information about the cashier’s earnings in the Kavapp Seller interface.

This section allows you to configure the visual appearance of your Receipt.
To do this, go to Kavapp Admin → Setup → Receipt printer settings.

How to configure the appearance of the Receipt

1. Select the point of sale where you want to configure the Receipt appearance and click Get data.
2. Choose settings:

• Show logo
• Show address
• Show name

If you enable this setting, enter the company name to be displayed on the Receipt in the adjacent field.

Example: Kvitkova

• Show top text

If you enable this setting, enter the text to be displayed at the top in the adjacent field.

Example: Bouquets that create a mood.

• Show bottom text 1

If you enable this setting, enter text 1 to be displayed at the bottom in the adjacent field.

Example: Bloom every day!

• Show bottom text 2

If you enable this setting, enter text 2 to be displayed at the bottom in the adjacent field.

Example: What’s the next bouquet?

• Show personal card number

If you enable this setting, the customer’s personal discount number will be displayed 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 save the settings or changes for all points of sale in the chain.

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

In the Tariff and payments section you can:

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

How to view and renew a tariff

You can view your current tariff and its expiration date directly on the main page. Kavapp Admin → Settings → Tariff and payments.

There is also a Pay button here. By clicking it, you will be taken to the payment page.

The system automatically remembers your previous selection of tariff, number of points of sale, and payment period so you can quickly make the next payment without re-entering the data.

If needed, select the period for which you want to pay in the dropdown menu (1 month, 3 months, 6 months, 12 months).

To complete the operation, click the “Pay” button at the bottom.

Previous payments

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

Tariffs

The “Tariffs” button allows you to view all available tariffs, their cost, and benefits.

Payment calculator

The “Payment calculator” button leads to a tool designed to help better understand and calculate upcoming payments.

Here you can make a hypothetical calculation: choose a different tariff, a different number of points of sale, a different payment period, and view the expected cost for all selected settings.

Note that the price calculation does not affect your current tariff or the actual number of points of sale.

How to use the payment calculator

1. Go to Kavapp Admin → Settings → Tariff and payments.
2.  Select the settings:
3.  Tariff (S, M, L)
4.  Enter your number of points of sale
5.  Period (1 month, 3 months, 6 months, 12 months)

The system will instantly calculate the expected total cost based on the entered parameters and the cost per 1 point of sale per month.

In the Info section you can access all necessary information:

1. contact details and ways to get in touch;
2. answers to frequently asked questions;
3. the full user agreement.

Contacts

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

This guarantees the fastest resolution of any issue, as it connects you with a relevant specialist as quickly as possible.

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.