Working with Logistics in the System

• What are the methods for handling product movement?

  The Kavapp system offers two main types of logistics organization:
  
  1. Working “through the warehouse”
  
  Suitable only for users who have a separate warehouse facility and deliver products centrally to points of sale with the help of a logistics operator. 
  
  To work through the warehouse, an employee at the point of sale must create an order in Kavapp Seller. After that, the products are delivered to the point from the warehouse. 
  
  Inventory accounting is carried out based on product transfers between the warehouse and points of sale.
  
  2. Working “directly” 
  
  Designed for those who do not have a separate warehouse, and supply takes place directly to the points of sale.
  
  This is the simplest and most common way to manage logistics within the system, as all logistics operations are handled at a single point without warehouse transfers.

• How to work through the warehouse?

  To work under the “through the warehouse” scheme, you must first register the products in the warehouse.
  
  This can be done in the “Product accounting → Working with warehouse” tab in Kavapp Admin or via the Kavapp Logistics app.
   

  1. Once the products appear in the warehouse, an employee at a specific point of sale can create an order for the required items in Kavapp Seller.
  2. The created order will appear in Kavapp Admin under “Product accounting → Orders” and also in the Kavapp Logistics app for the logistics operator.
  3. The order can be processed and shipped either by the logistics operator or by the administrator.
  4. After delivery, the employee at the point of sale counts the products and accepts them via Kavapp Seller.
  5. The received products are deducted from the warehouse and appear as available at the point of sale.
• How to work “directly”?

  Working “directly” is the simplest form of inventory tracking and does not involve the use of an external warehouse.
  
  To work directly, you need to create a product purchase directly to the point of sale. This can be done in the Admin panel under “Purchases” or through the Kavapp Seller or Kavapp Logistics apps.
  
  If you are on the M or L tariff and have the financial calculations function enabled in general settings, you can specify the purchase price and payment method for the product.
  
  After creating a purchase via the Admin panel, it must be confirmed by the cashier or administrator. Once confirmed, the product is immediately added to the inventory of the point of sale.
  
  If “Automatic purchase confirmation” is enabled, the product will instantly appear in stock. Manual confirmation is not required.

• How to process a Write-off / Cash collection / Cash deposit at the point of sale?

  These operations can be performed in all components of the system: Kavapp Admin, Kavapp Seller, and Kavapp Logistics. Below is a brief explanation of how it works in each one:

  Kavapp Seller (point of sale)

  The Seller employee can independently create a product write-off, cash collection, or manual cash deposit.
  
  After creating the operation, it must be confirmed by the administrator in the personal account:

  • for write-offs: Product accounting → Write-offs;
  • for cash collections and deposits: Financial operations → Cash collections.

  If automatic operation confirmation is enabled, administrator confirmation is not required.

  Kavapp Logistics (logistics operator)

  The logistics operator can independently create a cash collection or cash deposit at any point of sale. After creating the operation, it must be confirmed by the administrator in the personal account.
  
  Regarding write-offs: the logistics operator can only create write-offs at the warehouse, or confirm write-offs from a point of sale.
  
  Administrator confirmation is not required if automatic confirmation is enabled.

  • for warehouse write-offs: Warehouse screen → Write-offs
  • to confirm write-offs from a point of sale: App home screen → Write-offs
  • for cash collections and deposits: Points of sale screen → Cash collections

  Kavapp Admin (personal account)

  The administrator has full access to all functions. They can:

  • create cash collections and manual deposits in the “Financial operations → Cash collections” tab.
  • confirm write-offs created by employees or create write-offs independently in the “Product accounting → Write-offs” tab/
• How to conduct an inventory recount at a point of sale or warehouse?

  Inventory recount at a point of sale or warehouse can be performed by:

  • Administrator in the personal account — under “Product accounting → Inventory recount”.
  • Logistics operator — via the Kavapp Logistics app → “Warehouse” screen → “Inventory recount”.

  Note: From the start until the end of the inventory recount via Kavapp Logistics, some functions in the Kavapp Seller app will be temporarily disabled at the point of sale: purchases, write-offs, orders. 
  
  

  Sales will still be possible, but receipts and product write-offs will not synchronize with Kavapp Admin in real time. After completing the recount, you must open the “Receipts” section → click “Synchronize”. 
  
  After that, all receipts processed during the recount will synchronize, and the sold products will be deducted from the point’s stock.
  
  See section 4.4 for more details on warehouse inventory recount, and section 5.2 for point of sale inventory recount.