Hospitality

POS Main and POS Kelner record sales locally when the internet is down and send the data to the cloud automatically once the connection returns. The receipt is issued by the locally connected fiscal device, so a cloud error does not stop sales. The sending status is shown in the bar at the top of the screen and in the register settings.

1. Keep selling as usual when the register shows “No internet. You're working locally, we'll send the data automatically.”
2. To check the status, open “Settings” → “Settings” → “This device” → “Data synchronisation” and read “Data to send”.
3. Once the connection returns, check for the “Synced” message.

Path

POS Main → Settings (Back office) → Settings → This device → Data synchronisation

Quick sale is used for counter service without selecting a table. An unfinished sale is automatically parked as a numbered bill, so items are not lost when switching to another screen. The function works on POS Main and POS Kelner.

1. On the POS Main bar, select “Sales”.
2. Add items to the cart.
3. Select “Pay” and take the payment.
4. In POS Kelner, select “Quick sale”.

Path

POS Main → SalesPOS Kelner → Quick sale

The register applies a percentage or fixed-amount discount to an item or the whole bill and changes an item's unit price. Every discount and price change is recorded with the person who entered it and the person who approved it.

1. Tap the item in the cart.
2. Choose “Percentage discount”, “Amount discount” or “Discount per unit” and enter the value. To change the price, enter the “New unit price”.
3. Select “Confirm”. Without permission, the register asks for a manager PIN.
4. Add a discount for the whole bill on the payment screen with “Add discount…”.

Path

POS Main → cart item → Discount / Price

The take-away packaging register and the deposit schemes apply across the whole account. Packaging assigned to an item is added automatically at sale, and the deposit for a returnable container is charged together with the product. Deposit refunds are paid out from the register, and the report shows the amounts charged and returned and the deposit balance held by guests.

1. Open “Settings” → “Sales and payments” → “Packaging and deposits”.
2. Select “Add packaging” or “Add scheme”, fill in the details and select “Save”.
3. On the item, choose the “Take-away packaging”, or check “The product comes in a deposit container” and choose the scheme.
4. To return a deposit, on the register open “Settings” → “Deposit return”, enter the number of pieces and select “Pay out from register”.

Path

Panel → Settings → Sales and payments → Packaging and depositsPOS Main → Settings (Back office) → Deposit return

The register refunds a whole sale or part of it with a reason and refund method. A card payment made on an Adyen terminal is refunded to the customer's card. The refund creates a correction document, appears in the refund register, reports and the shift close, and the goods return to stock.

1. On the register bar, select “Settings”, then “Returns and complaints”.
2. Search for the sale by bill number, amount or employee.
3. Under “ITEMS TO RETURN”, select the items and quantities.
4. Choose the reason and refund method, then select “Confirm refund” or “Confirm complaint”.
5. Print the return record with “Print”.

Path

POS Main → Settings (Back office) → Returns and complaintsPanel → Invoices and documents → Returns

Categories and items will get a maximum discount or a no-discount setting. POS Main and POS Kelner will cap an excessive discount with a message, and a report will show discounts by employee and reason.

A bill is opened by tapping a table on the floor plan. The table bill is shared between POS Main and all POS Kelner devices in the branch. The table tile shows its state (free, busy, reservation) and the person handling the bill.

1. On the POS Main bar, select “Floor”.
2. Tap a table and add items to the bill.
3. Send the order to the kitchen or go to payment.

Path

POS Main → Floor → tablePOS Kelner → Floor → table

The list shows all unpaid bills of the branch in real time: number, source (POS Main, POS Kelner, QR code), the person who opened and handles the bill, payments made and the amount outstanding. The list is available on POS Main, in POS Kelner and in the Panel.

1. On the POS Main bar, select “Bills”.
2. In POS Kelner, open “Open bills”.
3. In the Panel, open “Open bills” and check the “Handled by” and “Outstanding” columns.

Path

POS Main → BillsPOS Kelner → Open billsPanel → Open bills

A bill can be moved to another table or added to another open bill. Items and payments move with the bill. The function is available on POS Main.

1. Open the bill on POS Main.
2. Select “Move to a table” and choose the table on the floor plan.
3. To merge bills, select “Add bill” and choose the target bill.

Path

POS Main → bill → Move to a table / Add bill

Splitting a bill lets selected items be paid with a separate payment. Each part is settled separately, and the remaining items stay on the bill for the next payment. The function works on POS Main and POS Kelner.

1. On the payment screen, select “Split bill”.
2. Select the items for the first payment and select “Next”.
3. Take the payment for the selected items.
4. Repeat for the next guests.

Path

POS Main → Payment → Split billPOS Kelner → Payment → Split bill

A pre-bill is a non-fiscal printout of the bill before payment, headed “BILL FOR REVIEW”. The guest can check the items and the amount before paying. The printout is available on POS Main and POS Kelner.

1. Open the bill or the payment screen.
2. Select “Pre-bill”.
3. Hand the printout to the guest.

Path

POS Main → bill → Pre-billPOS Kelner → bill → Pre-bill

When two devices changed the same bill without a network connection, the Panel reports a conflict and shows both versions: from the device and from the cloud. A manager chooses a decision, and the devices pick it up at the next synchronization. The event log records offline work, locks and decisions.

1. Open “Settings” → “Sales and payments” → “Bill sync”.
2. In “Conflicts awaiting a decision”, compare “From the device (offline)” and “In the cloud”.
3. Choose a decision: “Merge items”, “Keep cloud version”, “Keep device version”, “Move to another table” or “Discard”.
4. Review events in the “Event log” section.

Path

Panel → Settings → Sales and payments → Bill sync

One table will be able to hold several separate bills (e.g. 9/1 and 9/2) on POS Main and in POS Kelner. When a table is opened, the register will ask for the number of guests, which will appear on the KDS and in reports.

A bill will be closed on the house or as a staff meal, with a reason and a manager PIN. The items will be deducted from stock.

The editor on POS Main maps the venue's rooms and tables onto a plan. Each table has a name, a number of seats and a shape. The floor plan is used on POS Main and POS Kelner to open bills and shows which tables are occupied.

1. Open “Settings” → “Settings” → “Floor and menu” → “Floor and tables”.
2. Select “Edit floor plan”.
3. Select “Add room”, then “Add table”.
4. Drag the table into place. Tap a table to set the “Name”, “Number of seats” and “Table shape”.
5. Select “Save layout”.

Path

POS Main → Settings (Back office) → Settings → Floor and menu → Floor and tables → Edit floor plan

This screen lists the tables (and rooms when the Hotel module is active) with their QR codes. The codes are available as a printable PDF sheet or as individual PNG files. The guest scans the code at the table to open the ordering and payment page.

1. Open “Settings” → “Online orders” → “Tables and rooms”.
2. Add places with “+ Table” or “+ Rooms”.
3. Select “QR codes (PDF)” to download the sheet, or “Download PNG” for a single table.
4. Print the codes and place them on the tables.

Path

Panel → Settings → Online orders → Tables and rooms

An empty floor plan sent from the register will not delete the branch's tables or QR codes. A table will be removed only by an explicit action in the layout editor.

The floor plan will also be editable in the Panel. The table tile will show the color of the waiter handling the bill.

For a new order, the register asks for the order type: Dine in, Takeaway, Pickup or Delivery. The type is printed on the kitchen ticket and determines the VAT rate when an item has a different takeaway rate. When the register does not ask, the order gets the default type.

1. Open “Settings” → “Settings” → “Sales and receipts” → “During a sale” → “Order fulfillment”.
2. Turn on “Ask for the order type” or set the “Default type”.
3. For a new order, in the “Order type” window select “Dine in”, “Takeaway”, “Pickup” or “Delivery”.
4. For pickup, enter “Customer name” and “Pickup time (HH:MM)”, then select “Save”.

Path

POS Main → Settings (Back office) → Settings → Sales and receipts → During a sale → Order fulfillment

After the phone number is entered, the register looks up the customer in the cloud and shows their saved addresses. A new customer and address can be saved for future orders. The kitchen ticket includes the address and phone number for the driver.

1. In the “Order type” window, select “Delivery”.
2. Enter “Phone (required)” and select “Search”.
3. Choose a saved address and select “Use this address”, or select “Add a new address”.
4. For a new address, fill in “Street”, “Building no.”, “Postal code” and “City”, then select “Next”.
5. Add the items and send the order to the kitchen.

Path

POS Main → new order → Delivery

The menu stores items with a name, gross price, VAT rate, category, photo and availability per branch. An item can have a separate takeaway VAT rate. Changes in the Panel reach POS Main and POS Kelner at the next synchronization.

1. Open “Products”.
2. Select “+ Add an item”.
3. Enter the “Name”, choose a category and, in the “Price and tax” section, enter the gross price and the “VAT on premises” rate.
4. Optionally add a “Photo” and set the branches where the item is available.
5. Check “Item available for sale” and select “Save”.

Path

Panel → Products → Add item

An item can have variants with their own price (such as sizes) and extras with a surcharge. Additional questions are set up as option groups: single or multiple choice, required or optional, shown on the register as a question in a dialog or as quick buttons. The bill price includes the selected options automatically.

1. In “Products”, open the item.
2. In the “Variants and extras” section, check “Product has variants” and add variants with “+ Variant”.
3. Add extras with a surcharge under “Extras”.
4. To add a question, in the “Options and preparation” section select “+ Add group” and set the “Type”.
5. Under “At the till”, choose “Question in a dialog” or “Quick buttons”, check “Required” and add options with “+ Option”.
6. Select “Save”.

Path

Panel → Products → item → Variants and extras

For an item with this option, POS Main and POS Kelner ask for the price when the item is added to the bill. The price stored on the item is shown as a suggestion. The function is used to sell goods and services with a variable price without creating multiple items.

1. In “Products”, open the item.
2. In the “Price and tax” section, turn on “Price entered at sale”.
3. Select “Save”.

Path

Panel → Products → item → Price entered at sale

Import reads items from a CSV or XLSX file. The Panel suggests the column mapping from the header names and shows a preview: items to add, to update, unchanged and with errors. Nothing is saved before you confirm. Export writes the item list to a CSV or XLSX file.

1. Open “Products” and select “Import”.
2. Drag a CSV or XLSX file or click to choose it. A sample file is available as “XLSX template”.
3. In the “Map the columns” step, check the column mapping.
4. Review the “Preview” and select “Import”.
5. To export items, select “Export CSV” or “Export XLSX”.

Path

Panel → Products → Import / CSV / XLSX

This screen sets the order of the categories and items shown on POS Main and POS Kelner. The best-selling items can be placed at the top of the list.

1. Open “Products” and select “Order on the till”.
2. Move categories and items up or down.
3. Select “Save”.

Path

Panel → Products → Order on the till

This function copies the assortment of one branch to another branch. The target branch's assortment is replaced entirely. A new venue receives a ready range without creating items manually.

1. Open “Products” and select “Copy the assortment”.
2. Choose a branch under “From location” and a branch under “To location”.
3. Select “Copy”.

Path

Panel → Products → Copy the assortment

The Panel will get price lists for dine-in, takeaway and delivery and a price schedule by day and hour (happy hours). POS Main and POS Kelner will apply the price valid at the moment the item is entered.

POS Kelner is an app for a phone or a waiter terminal. The waiter takes the order at the table, sends it to the kitchen and takes the payment. Bills are shared with POS Main in the same branch.

1. Pair the device with the account via “Hardware” → “My devices” → “Add device”.
2. Sign in with your PIN. If the app shows “You have no open shift”, select “Open shift”.
3. Select “Floor”, tap a table and add items.
4. Send the order to the kitchen with “Send”.
5. To settle the bill, select “Pay”.

Path

POS Kelner → Floor → table → Send

Each POS Kelner device issues the fiscal receipt through its own XKasa. The waiter closes the bill at the table without going to the register. The XKasa credentials are set in the Panel separately for each device.

1. In the Panel, open “Settings” → “Sales and payments” → “Fiscal register”.
2. For the waiter device, enter the “Virtual register login” and “Password”, then select “Save for this device”.
3. In POS Kelner, take the payment. The receipt is issued on the waiter's device.

Path

Panel → Settings → Sales and payments → Fiscal registerPOS Kelner → Payment

Requires

XKasa is set up for the POS Kelner device.

When the waiter settles their own cash, POS Kelner runs the waiter's shift and prints a non-fiscal summary: gross sales, payment methods, tips, discounts, refunds, cash in the drawer, and counters of removed items and voids. The printout has space for the employee's signature and the signature of the person receiving the cash.

1. In the Panel, under “Cash handling”, turn on “Waiter settles their own cash”.
2. The waiter opens and closes their shift in POS Kelner.
3. After closing the shift, the waiter selects “Print summary”.

Path

Panel → Settings → Sales and payments → Fiscal register → Cash handlingPOS Kelner → shift → Print summary

In POS Kelner, the waiter will be able to move and merge bills and hand over one or all bills to another waiter. Operations that require permission will be confirmed with a manager PIN.

A note can be added to an order being sent, for example about an allergy or a change to a dish. The note is printed on the kitchen ticket and shown on the KDS screen.

1. Add items and start sending to the kitchen.
2. In the “You are sending to the kitchen” window, select “Notes for the kitchen”.
3. Enter the note and select “Send with notes”.

Path

POS Kelner → bill → Notes for the kitchen

After an order is sent, each preparation station (such as kitchen or bar) receives a ticket with only its assigned items, on its own printer or KDS screen. Items are routed by category or by the setting on the item. Unassigned items go to the default station.

1. Open “Settings” → “Kitchen and KDS” → “Preparation stations”.
2. Select “Add station”, enter the “Name” and code, set the “Ticket printer” and select “Save”.
3. In “What goes to which station”, assign categories to stations.
4. Send the order from POS Main or POS Kelner.

Path

Panel → Settings → Kitchen and KDS → Preparation stations

This item setting defines which preparation station receives the item. It takes priority over the category assignment. An item without its own choice uses the category's station or the default one.

1. In “Products”, open the item.
2. Under “Preparation station”, choose a station or “Default”.
3. Select “Save”.

Path

Panel → Products → item → Preparation station

The preparation station settings define the ticket printer and the ticket content: roll width, printer character encoding, customer name, delivery details and customer phone. The phone number can be omitted, masked or printed in full.

1. Open “Settings” → “Kitchen and KDS” → “Preparation stations”.
2. Select “Edit” next to the station.
3. Set “Ticket printer”, “Till that prints”, “Roll width” and “Printer character encoding”.
4. Set “Customer phone on ticket”, “Print delivery details” and “Print customer name”.
5. Select “Save”.

Path

Panel → Settings → Kitchen and KDS → Preparation stations → Edit station

An item already sent to the kitchen is removed from the bill with a selected reason. The kitchen receives a void ticket, and the KDS shows a “CANCELLED” card with the reason, which the cook confirms. The list of reasons is set in the Panel.

1. On the bill, tap the sent item and select “Remove sent item”.
2. In the “Void reason” window, choose a reason such as “Staff error” or “Guest changed their mind”.
3. Select “Remove item”. Without permission, ask a manager for their PIN.
4. To edit the list of reasons, in the Panel open “Settings” → “Kitchen and KDS” → “Void reasons” and select “Add reason”.

Path

POS Main → bill → item → Remove sent itemPanel → Settings → Kitchen and KDS → Void reasons

The KDS shows orders as cards in the “NOWE” (new), “W REALIZACJI” (in progress) and “GOTOWE” (ready) columns. The cook accepts the order, starts it and marks it ready by tapping the button on the card. A display can serve all stations or a single one, such as the bar.

1. Pair the KDS display with the account via “Hardware” → “My devices” → “Add device”.
2. In the Panel, open “Settings” → “Kitchen and KDS” and assign the display to a station, or choose “All stations”.
3. On the order card, tap “PRZYJMIJ” (accept), then “ROZPOCZNIJ” (start) and “GOTOWE” (ready).
4. To recall a handed-over order, open “Ostatnio wydane” (recently handed over), tap the order and confirm sending it back to the kitchen.

Path

KDS → order → PRZYJMIJ / ROZPOCZNIJ / GOTOWEPanel → Settings → Kitchen and KDS

The KDS settings define the screen layout (grid or columns), sorting, card size and the information shown. Time thresholds turn a card amber and then red with an alert sound. Displays pick up changes on their next contact, without a restart.

1. Open “Settings” → “Kitchen and KDS”.
2. In “Order display”, set “Screen layout”, “Sorting” and “Card size”.
3. In “Times and alerts”, set “Warning after” and “Critical after” and the sounds.
4. In “Order flow”, set “Require “Start” before “Ready”” and “Hide completed after”.
5. Select “Save changes”.

Path

Panel → Settings → Kitchen and KDS → Order display / Times and alerts / Order flow

Items and categories will get a course number. Staff will be able to hold an item and release the next course from the floor, and the ticket and KDS will show a course marker.

Requires

Preparation stations set up in “Kitchen and KDS”.

On the KDS, individual order items will be checked off one by one. The screen will show a summary of how much of each item is left to make, send a ready signal to the register and POS Kelner, and filter orders by channel.

A preparation station will get a number of ticket copies, a backup printer used after a main printer error, and a sound signal. An item will be able to have a separate name for the ticket.

For a cash payment, the register takes the amount from the customer, calculates the change and records the cash in the drawer of the current shift. The customer display shows the amount received and the change.

1. On the payment screen, select “Cash”.
2. Enter the amount from the customer or pick a denomination. “Evenly” enters the amount due.
3. Select “Accept and pay” and give the change.

Path

POS Main → Payment → Cash

When no Adyen terminal or Tap to Pay is selected for the device, the “Card” button works without a terminal connection. The customer pays on the venue's separate terminal, and staff confirm the amount on the register. The receipt is issued as usual, and the payment is labeled “Card” in history and reports.

1. On the payment screen, select “Card”.
2. Take the payment on your own terminal.
3. On the register, select “Confirm”.

Path

Panel → Hardware → My devices → device → Payment terminal: No terminal

One bill can be paid with several payment methods, for example part in cash and the rest by card. The register shows the amount remaining, and reports separate the payment methods.

1. On the payment screen, select “Split payment”.
2. Enter the cash amount. The register calculates the remainder by card.
3. When the register shows “The amounts match ✓”, select “Pay”.

Path

POS Main → Payment → Split payment

With tips turned on, the customer chooses a tip at payment, including on the customer display. Tips are counted separately in the shift report and in sales reports. The Panel defines whether a cash tip stays in the register.

1. On the register, open “Settings” → “Settings” → “Sales and receipts” → “During a sale” and turn on “Tips”.
2. At payment, the customer chooses a tip or “No tip”. Staff can select “Skip tip”.
3. In the Panel, under “Cash handling”, set “Cash tip stays in the register”.

Path

POS Main → Settings (Back office) → Settings → Sales and receipts → During a sale → Tips

Gift vouchers, Pluxee and Edenred can be accepted with the “Voucher” payment method on POS Main and POS Kelner. Staff enter the voucher value, and the register calculates the amount still to pay or the change. A setting defines whether change from a voucher is given in cash.

1. Open “Settings” → “Sales and payments” → “Vouchers”.
2. Turn on “Accept vouchers” and set “Give change from a voucher”. Set branch exceptions under “Vouchers in the branch”.
3. On the register, choose the “Voucher” payment method, enter the voucher value and select “Pay with voucher”.

Path

Panel → Settings → Sales and payments → Vouchers

A sale can be closed without payment at the register. The register issues the invoice as unpaid, with a due date for payment by bank transfer. The function is used for businesses that pay against an invoice.

1. On the register, open “Settings” → “Settings” → “Payments” → “Payment methods” and turn on “Transfer on invoice”.
2. At payment, enter the buyer's tax ID to issue an invoice.
3. Select “Transfer, no payment at the register”.
4. In the “Transfer with a payment due date” window, choose the number of days or “Custom due date” and select “Confirm”.

Path

POS Main → Settings (Back office) → Settings → Payments → Payment methods → Transfer on invoice

A shift starts with the cash balance in the drawer and ends with entering the counted cash. The register compares the counted amount with the expected amount and shows a shortage or overage, and the cashier report summarizes sales, payment methods, tips, refunds, cash in and cash out.

1. On the register bar, select “Settings”, then “Open shift”.
2. To finish work, select “Close shift”.
3. Settle the open bills or hand them over to someone else.
4. Enter the “Counted cash” and select “Close shift”.
5. Print the cashier report.

Path

POS Main → Settings (Back office) → Open shift / Close shift

Cash in adds cash to the drawer, for example change for customers. Cash out takes cash from the drawer, for example to pay a supplier. Each operation is recorded with an amount and a reason and is included in the shift's cash balance.

1. Open the shift screen: “Settings” → “Close shift”.
2. Select “Payment” (cash in) or “Cash out”.
3. Enter the “Amount” and “Reason (required)”, then select “Save”.

Path

POS Main → Settings (Back office) → Close shift → Cash in / Cash out

The cash drawer can be opened without a bill. Each opening is recorded with the person and time, and the number of openings appears in the shift report and in the Panel under Settlements.

1. On the register, open “Settings” → “Settings” → “Payments” → “Payment methods”.
2. In the “Cash drawer” row, select “Open drawer”.
3. Check the list of openings in the Panel under “Settlements”.

Path

POS Main → Settings (Back office) → Settings → Payments → Payment methods → Open drawer

The end of day report closes the station's fiscal day and summarizes sales: tax rates, number of receipts and payment methods. At the end-of-day time, the register shows the “Time for the daily report” window, and once open bills are settled the report can run automatically. The report can also be sent by e-mail.

1. On the register bar, select “Settings”, then “Close day”.
2. Settle the open bills and select “Run daily report”.
3. Set the end-of-day time in “Settings” → “Fiscalisation” → “Day close” → “End of business day”.
4. Turn on e-mail delivery of the report in the Panel under “Settlements”.

Path

POS Main → Settings (Back office) → Close dayPanel → Settlements

Requires

An active fiscal device at the station.

The “Receipt and invoice” screen defines the logo printed at the top of the receipt, the receipt footer and the numbering series for invoices, corrections, pro forma invoices, advance invoices, bills, stock documents and cash documents. POS Main and POS Kelner print the logo and footer after the next synchronization.

1. Open “Settings” → “Company and venues” → “Receipt and invoice”.
2. In the “Logo on the receipt” section, select “Upload a logo”.
3. In the “Receipt footer” section, enter the text and select “Save footer”.
4. In the “Numbering series” section, set the “Number pattern” for the document type.

Path

Panel → Settings → Company and venues → Receipt and invoice

A sale that received neither a receipt nor an invoice (for example after an interruption on the register) is marked “No document” in Transactions. The document can be issued later in the Panel or on the register, so every sale ends with a document.

1. In the Panel, open “Transactions” and select the “No document” filter.
2. Open the sale and select “Issue document”.
3. To issue an invoice, enter the “Buyer tax ID” and “Buyer name”, then select “Issue invoice”.
4. On the register, open “Settings” → “Transactions”, choose the bill and select “Issue receipt”.

Path

Panel → Transactions → sale → Issue documentPOS Main → Settings (Back office) → Transactions

On accounts in Germany, every sale receives a TSE signature from the Fiskaly service in line with KassenSichV, without a separate device. The account connects to Fiskaly with an API key, and each device has its own Fiskaly client. The “TSE signatures” list shows signed and pending records.

1. Open “Settings” → “Sales and payments” → “Fiscal register (TSE)”.
2. Enter the API key and API secret from the Fiskaly dashboard and select “Save the TSE keys”.
3. Select “Create a TSE and connect the registers”.
4. Store the administrator PUK that is displayed.

Path

Panel → Settings → Sales and payments → Fiscal register (TSE)

Requires

An account in Germany and a Fiskaly account.

The Panel prepares an export of sales data in the DSFinV-K format required by the German tax office during an audit. The export is requested from Fiskaly for a selected range of days and downloaded as a file once ready.

1. Open “Settings” → “Sales and payments” → “Fiscal register (TSE)”.
2. In the “Export for audits (DSFinV-K)” section, set “From” and “To”.
3. Select “Request export”, then “Check state”.
4. When the export is ready, select “Download” and hand the file to the tax office.

Path

Panel → Settings → Sales and payments → Fiscal register (TSE) → Export for audits (DSFinV-K)

Requires

An active fiscal register (TSE).

After the tax ID (NIP) is entered, the register fetches the company data from the CEIDG and KRS registers and issues an invoice instead of a receipt. The invoice is sent to KSeF, and the buyer can receive it by e-mail. The register warns when the company is deregistered, suspended or in liquidation.

1. On the payment screen, select “Invoice”.
2. Enter the buyer's tax ID and select “Fetch company data”.
3. Check the buyer details and select “Apply”. If the company is not in the registers, enter the details manually and select “Use the entered data”.
4. Complete the payment.
5. In POS Kelner, select “Invoice to KSeF”, enter the tax ID and select “Issue an invoice to KSeF”.

Path

POS Main → Payment → InvoicePOS Kelner → Payment → Issue an invoice to KSeF

The Panel issues invoices, corrections, pro forma invoices, advance and final invoices, and cancels documents. A document can be downloaded as a PDF, e-mailed to the buyer and sent to KSeF. An invoice in a foreign currency is converted at the NBP exchange rate.

1. Open “Invoices and documents” → “Sales”.
2. Select “+ Issue document” and the document type, or open an existing document.
3. Fill in the buyer, lines and payment, then issue the document.
4. Select “Download PDF” or “Send by e-mail”.
5. To correct an invoice, select “Correct”. A final invoice for advances is issued with “Issue the final invoice”.

Path

Panel → Invoices and documents → Sales

The Stock module keeps stock levels of goods and ingredients, stock documents (goods receipts, goods issues, internal issues, transfers), waste, stocktakes and reports. Sales deduct goods from stock automatically, and items below the minimum appear on the Panel dashboard.

1. Open “Stock”.
2. Select the “Overview”, “Stock”, “Documents”, “Waste”, “Stocktake” or “Reports” tab.
3. To add a document, choose the document type on the “Documents” tab and fill in the lines.

Path

Panel → Stock → Overview / Stock / Documents / Waste / Stocktake / Reports

A recipe defines a dish's composition from stock products and the quantity of each ingredient per unit sold. Based on it, sales deduct ingredients from stock, and the Panel calculates the ingredient cost and food cost of the dish.

1. Open “Stock” → “Recipes”.
2. Choose the dish.
3. Add ingredients with “+ Ingredient” and enter the quantity.
4. Select “Save recipe”.

Path

Panel → Stock → Recipes

A delivery can be received directly on POS Main without going to the Panel. The stock level increases immediately after saving. The register's stock screen also shows stock levels, items below minimum and the stock value.

1. On the register bar, select “Settings”, then “Stock”.
2. Select “Receive goods”.
3. Scan the code or search for the item. Add a new product with “New item”.
4. Enter the quantity and select “Accept”.

Path

POS Main → Settings (Back office) → Stock → Receive goods

The supplier list is built from stock items and goods receipt documents. For each supplier, the Panel shows the number of items, their stock, the number of deliveries, the last delivery date and the turnover.

1. Open “Suppliers”.
2. Search in the “Find a supplier” field.
3. To add a supplier, enter it on a goods receipt in “Stock”.

Path

Panel → Suppliers

This setting decides whether POS Main and POS Kelner may sell more goods than are in stock. When it is off, an item with no stock is not sold, and the register shows an out-of-stock message. The setting applies to all registers of the account.

1. In the Panel, open “Stock” and switch “Selling beyond stock”.
2. On the register, the same setting is in “Settings” → “Settings” → “Sales and receipts” → “During a sale” → “Selling beyond stock”.

Path

Panel → Stock → Selling beyond stockPOS Main → Settings (Back office) → Settings → Sales and receipts → During a sale

The reservation calendar shows tables in columns and reservations over time. A reservation can be added in the Panel or on POS Main, and the system does not allow a table to be booked twice at the same time. The reservation appears on the register's floor plan, and after the reserved time the register asks whether the guest has arrived.

1. In the Panel, open “Reservations” → “Table calendar” or “Reservation list”.
2. Select “New reservation” and enter the time, number of guests, table and guest name.
3. To change the time, select “Move reservation” or drag the reservation in the calendar.
4. On POS Main, select “Reservations” on the bar, then “New reservation”, choose the table and select “Save reservation”.

Path

Panel → Reservations → Table calendar / Reservation listPOS Main → Reservations

The booking page lets guests reserve a table themselves. The venue gets a permanent public link and a QR code. The settings define opening hours, time per table, tables available online, the acceptance mode (automatically or on request), a deposit and e-mail confirmation.

1. Open “Settings” → “Calendar and online booking”.
2. Set “Venue opening hours”, “How you accept bookings” and “Time per table”.
3. Under “Tables open to online booking”, choose the tables available through the link.
4. Turn on “Send the booking confirmation by e-mail” and select “Save the settings”.
5. Copy the “Public booking link” or download the “Reservation QR”.

Path

Panel → Settings → Calendar and online booking

The Services area adds a service calendar, service reception, staff schedule, service catalog, rooms and resources, and a treatment supplies stock alongside the restaurant and hotel. Services have a separate price list and stock. When a hotel runs in the property, a service can be charged to the stay.

1. Turn on the Services area in “Settings” → “HORECA module” → “Areas: Restaurant, Hotel, Services”.
2. Fill in the “Service catalog” and “Rooms and resources”.
3. In “Schedule”, add staff entries or select “Pattern from working hours”.
4. Book appointments in the “Service calendar”.

Path

Panel → Service calendar / Service reception / Schedule / Service catalog / Rooms and resources / Treatment supplies

Requires

The Services area is on for the account and the branch.

The records store clients with their name, phone, e-mail, note, number of visits and delivery addresses. The list is shared between the Panel and the registers.

1. Open “Clients”.
2. Search for the client by name, phone or e-mail.
3. To add a client, select the new client button (+), enter the “First and last name” and contact details, and save.
4. After saving the client, add an address under “Delivery addresses” and, if needed, select “Set as default”.

Path

Panel → Clients

The Sincliq account connects to the Nuvio loyalty program with a one-time 8-digit pairing code. POS Main and POS Kelner registers pair with the program separately, with the same kind of code. Cards, balances, points and rewards are managed by Nuvio, and Sincliq only sets the rules.

1. Open “Loyalty programme” in the Panel.
2. Enter the 8-digit “Pairing code” from the Nuvio panel and select “Connect the programme”.
3. On the register, open “Settings” → “Settings” → “Sales and receipts” → “Loyalty programme”.
4. Enter the “Pairing code (8 digits)” from the Nuvio panel.

Path

Panel → Clients → Loyalty programmePOS Main → Settings (Back office) → Settings → Sales and receipts → Loyalty programme

Requires

An account in the Nuvio program.

The loyalty program settings define how many points or stamps a purchase earns: by amount, per receipt or by product. They also define the product price after a reward, either shared for all products or specific to an item. The register shows the customer a preview, and Nuvio awards the points.

1. Open “Products” → “Loyalty programme settings”.
2. Under “Earning rules”, choose “By amount”, “Stamps per receipt” or “By product” and enter the values.
3. Enter the “Programme price for all products” and select “Save”.
4. To set a price for one item, enter the “Own price (optional)” on the item.

Path

Panel → Products → Loyalty programme settings

At payment, the register reads the loyalty card from the customer's phone, shows available rewards and awards points, stamps or cashback for the bill. When the customer has a reward, the register asks whether to redeem it now. The customer display confirms that the card was read.

1. On the payment screen, select “Loyalty card” and scan the code from the customer's phone.
2. When the register shows “The customer has a reward waiting”, redeem the reward or select “Not now, earn on the bill”.
3. For a cashback card, select “Earn cashback on this amount”.
4. Complete the payment.

Path

POS Main → Payment → Loyalty card

Requires

The Nuvio program is connected and the register is paired.

A restaurant bill is charged to the stay of a checked-in hotel guest. The register does not issue a receipt but passes the bill to the folio, and the hotel issues the document at check-out. The register prints a receipt slip with space for the guest's signature.

1. On the payment screen, select “Charge to room”.
2. In the “Room or surname” field, enter the room number or surname and select “Search”.
3. Choose the guest and select “Charge to room”.
4. Ask the guest to sign the slip.

Path

POS Main → Payment → Charge to roomPOS Kelner → Payment → Charge to room

Requires

The Hotel area is on and the guest is checked in.

The guest orders from their phone after scanning the QR code in the room. The order goes to the KDS with the room number and to POS Kelner under the “Rooms” tab. The order status moves from kitchen acceptance to served, and payment can be made online or charged to the room.

1. In the Panel, open “Settings” → “Online orders” and turn on the “To the room” channel.
2. Under “Tables and rooms”, download the room QR codes and place them in the rooms.
3. The kitchen accepts the order on the KDS.
4. The waiter handles the order in POS Kelner under the “Rooms” tab.

Path

Panel → Settings → Online ordersPOS Kelner → RoomsKDS → ROOM SERVICE

Requires

The Hotel area is on.

The report shows how long it took to accept and make ready orders on the KDS: median, average and the time within which 9 in 10 orders fall. Results are broken down by station, hour of the day and day, and the report lists the slowest dishes and the longest orders.

1. Open “Kitchen times”.
2. Set the period in “From” and “To”.
3. Choose a branch or “All”.

Path

Panel → Kitchen times

Requires

A KDS display is used in the branch.

The dashboard is the first screen of the Panel. It shows sales, the number of transactions, average bill value and gross profit compared with the previous period, as well as best-selling products, recent transactions, items running out, upcoming reservations and open bills in real time.

1. Sign in to the Panel.
2. Choose a period, such as “Today”, “Last 7 days” or “This month”.
3. Under “Filters”, choose a branch or “Whole company” and an employee.
4. Use the “Quick actions” section to go to common tasks.

Path

Panel → Dashboard

The transaction list shows every sale with its time, number, payment method, cashier, register, discount and amount. The sale details include items, payments, tip and the issued document. On POS Main, transactions are available under “Payments” together with the day's takings.

1. Open “Transactions”.
2. Enter a search term (number, cashier, QR or amount) or set a date range.
3. Click a sale to see its details.
4. On POS Main, select “Payments” on the bar.

Path

Panel → TransactionsPOS Main → Payments (Takings today)

The report totals sales from all registers and stations: number of bills, average bill, amounts by payment method and tips. The data can be narrowed to a selected date range.

1. Open “Financial reports” → “Daily takings”.
2. Choose a date range, such as “Today”.
3. Review the breakdown by payment method and the tips.

Path

Panel → Financial reports → Daily takings

The report shows the quantity and value sold for each item and category in a period: net, VAT, gross and discounts, with VAT rates. Amounts are after discounts, as on the receipt, and refunds are subtracted. The report can be narrowed to hours, branch and station and downloaded as CSV.

1. Open “Financial reports” → “Item sales”.
2. Set the period in “From” and “To” and the “Hours from” and “to”.
3. Choose the branch and station, then the “Items” or “Categories” view.
4. Select “Export CSV”.

Path

Panel → Financial reports → Item sales

The report combines purchase costs, company costs and margin on items. It shows the ingredient cost and food cost of dishes, supplier purchase prices, consumption and stock differences, and items sold without a recipe.

1. Open “Financial reports” → “Costs and margin”.
2. Choose the “Menu costs”, “Company costs”, “Purchase prices” or “Consumption and differences” tab.
3. Review the items marked “Needs attention”.

Path

Panel → Financial reports → Costs and margin

This screen collects day closings and shifts from all stations: employee shifts, waiter settlements, register shifts and the day status at each station. It also shows cash in, cash out and drawer openings. The end of day report can be sent to the account e-mail address.

1. Open “Settlements”.
2. Choose a day closing or a shift to see the details.
3. Turn on “Send the daily report to the account e-mail address”.
4. In the day settings, set “Automatic daily report” and “Require day close”.

Path

Panel → Settlements

The staff list holds the sign-in accounts for the registers: full name, role, branches, work areas and a 4-digit PIN. Every sale is recorded with the employee signed in by PIN. A register assigned to a branch shows only the staff of that branch and unassigned staff.

1. Open “Staff”.
2. Select “+ Add an employee”.
3. Fill in “Full name”, the role, “Home branch” and “Access to locations”.
4. Enter a 4-digit PIN and select “Save”.
5. If a PIN is locked, select “Unlock” on the employee card.

Path

Panel → Staff

The permission matrix defines which register actions each role may perform, such as granting discounts, refunds, changing an item price, closing a shift or opening the drawer without a sale. An action without permission requires approval with a manager PIN. The matrix applies to the registers. Panel access is set separately for each person.

1. Open “Settings” → “Access and team” → “Permissions”.
2. In the “Permissions at the registers” table, check or clear a permission in the role column.
3. The change is saved as soon as you check the box.

Path

Panel → Settings → Access and team → Permissions

On POS Main and POS Kelner, staff sign in with a 4-digit PIN. If the signed-in person lacks the permission for an action, the register asks for a manager PIN and records the approval with the operation. After 5 failed attempts, the PIN is locked.

1. On the sign-in screen, select your tile and enter your PIN.
2. When the register shows “No permission. Confirm with a manager PIN.”, ask a manager to enter their PIN.
3. To lock the register immediately, open “Settings” → “Settings” → “Staff” → “Sign-in and lock” and select “Lock register now”.

Path

POS Main → Settings (Back office) → Settings → Staff → Sign-in and lock

A device (POS Main, POS Kelner, KDS or customer display) connects to the account using the account ID and a one-time pairing code generated in the Panel. No account password is entered on the device. After connecting, the device is assigned to a branch.

1. In the Panel, open “Hardware” → “My devices” and select “Add device”.
2. In the “Pair a device” window, note the “Account ID” and “Pairing code”.
3. On the device, enter the account ID and the pairing code.
4. When “Device connected” appears, choose a location and select “Done”.
5. To add another device, select “Pair another”.

Path

Panel → Hardware → My devices → Add device

Each register receives a station number assigned by the system. The number is tied to the device and is kept after the app is reinstalled. The shift, the business day and reports are counted separately for each station.

1. On the register bar, select “Settings”, then “Settings”.
2. Under “This device”, read the “Station number”.
3. Check the device history in the Panel on the device card under “Hardware” → “My devices”.

Path

POS Main → Settings (Back office) → Settings → This device → Station

The Hardware module combines the account's device list with the Sincliq device catalog, orders, and service and return requests. An order goes through the cart, the delivery address and the summary, and is paid in advance by card or by bank transfer based on a pro forma invoice. The VAT invoice is issued after payment.

1. Open “Hardware” and select the “Catalogue” tab.
2. Add devices to the cart and select “Next: delivery”.
3. Enter the delivery address and select “Next: summary”.
4. Accept the terms and select “Order and pay”.
5. Track orders under “Orders” and requests under “Service and returns”.

Path

Panel → Hardware → Catalogue / Orders / Service and returns

The register prints on its built-in printer or on a network printer. The printer handles receipts, kitchen tickets and reports. A printout that cannot be printed waits in a queue and is printed once the printer is available again. The barcode scanner status is shown in the same section.

1. Open “Settings” → “Settings” → “Printers and devices” → “Printers and peripherals”.
2. Select “Add network printer” and enter the printer address, or use “Built-in printer”.
3. Select “Test print” and check the printout.

Path

POS Main → Settings (Back office) → Settings → Printers and devices → Printers and peripherals

The customer-facing display shows the bill items, the amount due, the tip choice and a thank-you after payment. When there is no bill, it shows the material set in the Panel, such as a video or an image. The display can be built into the register or be a separate tablet or terminal assigned to the register.

1. On the register, open “Settings” → “Settings” → “Printers and devices” → “Customer display”.
2. Turn on “Built-in customer display”, or select “Connect guest display” to use a separate device.
3. In the Panel, open “Settings” → “Sales and payments” → “Customer display” and select “Connect a display”.
4. In the “Material when there is no bill” section, upload a video or an image.

Path

Panel → Settings → Sales and payments → Customer displayPOS Main → Settings (Back office) → Settings → Printers and devices → Customer display

POS Main acts as the branch coordinator on the venue's Wi-Fi network. POS Kelner and KDS connect to it directly, so tables and bills stay shared even without internet. The operating mode is set automatically.

1. Connect POS Main, the POS Kelner phones and the KDS screens to the same Wi-Fi network.
2. On POS Main, open “Settings” → “Settings” → “Printers and devices” → “Local network”.
3. Check the “Operating mode” and the “Connected devices” list.
4. If a device cannot find POS Main, enter the “POS Main IP address” and select “Save”.

Path

POS Main → Settings (Back office) → Settings → Printers and devices → Local network

This screen stores the company name, address and contact details. The data is printed on receipts and invoices, and POS Main and POS Kelner fetch it within about 15 seconds of saving. The tax ID (NIP) is assigned to the account and shown as read-only.

1. In the Panel, open “Settings”.
2. Under “Company and venues”, select “Company details”.
3. Fill in “Company name”, “Street and number”, “Postcode”, “City”, “Phone” and “Company e-mail”.
4. Select “Save”.

Path

Panel → Settings → Company and venues → Company details

A branch represents one venue of the company. Sales, reports and devices are assigned to a branch and settled separately. One branch is marked as the main branch and receives sales from registers that have no branch assigned.

1. Open “Settings” → “Company and venues” → “Branches”.
2. Select “+ New branch”.
3. Enter “Branch name” and “Code” (2 to 6 characters), then select the “Areas”.
4. Complete the “Details on documents” section and select “Save”.
5. Assign devices to the branch in the “Hardware” module.

Path

Panel → Settings → Company and venues → Branches

The shared brand is one logo and one background for every page the guest sees: the booking page, the pickup and delivery ordering page, and the guest screen at the table and in the room. The Restaurant, Hotel and Services / SPA areas can have their own logo and background.

1. Open “Settings” → “Company and venues” → “Brand”.
2. In the “Shared brand” section, upload the “Logo” and “Background”, then crop the image.
3. Optionally set a logo and background for a specific area.
4. Select “Save”.

Path

Panel → Settings → Company and venues → Brand

This screen shows the current Sincliq plan, the trial period, limits, add-ons and the documents due for payment with their due dates. Payment is made by card or by bank transfer based on a pro forma invoice. After the due date, POS Main and POS Kelner can pause new sales, while open bills, the shift and the end of day report keep working.

1. Open “Settings” → “Plan and billing”.
2. Review the plan and the “Limits” and “Add-ons” sections.
3. In the document table, select “Pay” next to the amount due.
4. To download a document, select “Download PDF”.

Path

Panel → Settings → Plan and billing

This function covers changing the Panel password and the second sign-in factor. When signing in on a new computer, the Panel requires a code from e-mail or from an authenticator app such as Google Authenticator, 1Password or Aegis. Remembered computers are listed and their trust can be revoked.

1. Open “Settings” → “Access and team”.
2. To change the password, select “Password”, enter “Current password”, “New password” and “Repeat new password”, then select “Change password”.
3. To use an app, select “Two-step sign-in” → “Enable with an app”.
4. Scan the code with the app, enter the “Code from the app” and select “Confirm and enable”.
5. Store the backup codes shown and select “Saved”.

Path

Panel → Settings → Access and team → Password / Two-step sign-in

A list of switches defines which events the system sends messages about: the day summary after the shift closes, low stock levels, KSeF sending errors, and shift opening and closing. All notifications are on by default.

1. Open “Settings” → “Messages” → “Notifications”.
2. Check or clear “Day summary”, “Low stock levels”, “KSeF sending errors” and “Shift open / close”.
3. The change is saved immediately.

Path

Panel → Settings → Messages → Notifications

The Restaurant, Hotel and Services areas are enabled separately and each works independently, with its own screens in the Panel. A restaurant and a hotel at one address form one branch: a table bill can go to the stay folio, and a service can be charged to the stay.

1. Open “Settings” → “HORECA module” → “Areas: Restaurant, Hotel, Services”.
2. Turn on the switches for the areas that operate at the venue.
3. When turning on Hotel, choose the branch that runs the hotel.
4. To turn an area off, switch it off and confirm with “Turn off”.

Path

Panel → Settings → HORECA module → Areas: Restaurant, Hotel, Services

Each settings topic will have one place in the Panel, with a short description at the top of the group and a one-sentence effect under each switch. Dependencies between settings will be stated directly, and POS Main and POS Kelner will use the same group names.