POS PH — User Manual

All-in-one Point of Sale for Philippine businesses Cloud POS with online ordering, kitchen display, inventory, loyalty, promos, cashier shifts, time records, and reports.

Works on any modern phone, tablet, or computer through the web browser — no installation required. Best experienced in Google Chrome (required for Bluetooth/USB printing).

Table of Contents

1. Getting Started
2. Roles & Permissions
3. Navigating the App
4. Counter (Point of Sale)
5. Orders
6. Kitchen Display (KDS)
7. Cashier Shifts & Cash-Up
8. Daily Time Record (DTR)
9. Inventory — Products
10. Inventory — Raw Materials
11. Expenses
12. Reports
13. Loyalty Program
14. Promo Codes
15. Online Ordering (QR Menu)
16. Settings
17. Staff / Users
18. Approval PINs & Change History
19. Thermal Printers (Bluetooth or USB)
20. Subscription & Billing
21. Working Offline
22. Troubleshooting & FAQ
23. Support

1. Getting Started

Create your account

1. Open the POS PH website and tap Get Started / Sign Up.
2. Enter your business name when prompted.
3. Sign in with Google (tap Continue with Google and choose your account).
4. Your café/store workspace is created automatically and a 30-day free trial begins.

The first account becomes the Owner/Admin. You can add staff later (see Staff / Users).

Sign in (returning users)

• Tap Login → Continue with Google with the same email you signed up with.

Tips

• Install it like an app: in Chrome, use Add to Home Screen (mobile) or the Install icon in the address bar (desktop) so POS PH opens full-screen like a native app.
• Keep one device as your main Counter; staff can log in on their own devices with their roles.

2. Roles & Permissions

Each staff member is assigned one role. What they can open depends on it:

* Manager (and the legacy Supervisor role) works like a cashier day-to-day, plus: they can approve cash-ups, edit orders/expenses/inventory, open Raw Materials, view Reports (read-only), and manage cashier/kitchen accounts — but sensitive actions require re-entering their own approval PIN (see Approval PINs & Change History).

Some settings (subscription, payment methods, business profile) can only be saved by the Owner — the account that created the workspace.

3. Navigating the App

• Mobile/tablet: a bottom bar shows your available sections (Counter, Orders, Inventory, etc.) plus Connect (receipt printer) and Sticker (label printer) buttons.
• Desktop: a left sidebar with the same sections.
• A banner at the top shows your subscription status (e.g. Monthly Plan: 4 days remaining).
• Low-stock / negative raw-material warnings appear as a yellow banner you can dismiss.
• The Shift menu (and the Cash-ups report) only appear once cashier shifts are fully set up — see Cashier Shifts & Cash-Up.

4. Counter (Point of Sale)

The Counter is where you ring up sales. It has three tabs:

• Menu — your product catalog.
• Online Orders — orders customers placed from the QR menu, waiting to be paid.
• Floated — orders you parked to finish later.

Take a sale

1. (Optional) Filter by category or use Search to find an item.
2. Tap a product to add it to the Cart. Tap again to increase quantity, or use + / −.
3. Open the Cart and tap Checkout.
4. Enter the Customer name (required). Add their email to award loyalty points.
5. Apply any discounts (see below).
6. Choose the payment method and tap Confirm.

If cashier shifts are enabled, a cashier must first open a shift (Shift page) before checkout is allowed. An amber "No open shift" banner appears at the top until they do — tap it to jump to the Shift page.

Discounts at checkout

• Additional Discount (₱): a manual peso amount off the order.
• Senior Citizen / PWD: appears if enabled in Settings. For percentage mode you can tick exactly which items get the discount.
• Promo Code: type the code and tap Apply, or tap the scan icon to scan its QR.
  • Order codes discount the whole order.
  • Single-item codes open a picker — choose which cart item gets the discount.

Payment methods

• The buttons shown come from Settings → Payment Methods (e.g. Cash, Card, GCash, Points, Maya…). The owner controls this list.
• Cash: enter Amount paid — the change is calculated for you.
• Points: pays using the customer's loyalty balance (requires a matched customer & internet).
• Split payment: toggle Split, then enter two amounts/methods (e.g. ₱200 Cash + the rest GCash).

Float (park) an order

• Tap Float, give it a name (e.g. Table 5), and it moves to the Floated tab. Resume it anytime — it reopens at checkout.

What happens after Confirm

• The order is saved (with the cashier's name recorded on it) and stock is reduced.
• If products have ingredients, the matching raw materials are deducted automatically.
• Loyalty points are awarded (if a customer email was attached).
• The receipt prints to your receipt printer — including your business address and TIN if you filled them in under Settings — and a sticker prints per item (if those printers are connected — see Thermal Printers (Bluetooth or USB)).

5. Orders

A live history of every order, with quick filters, reprinting, exporting, and an edit trail.

Summary cards (top)

• Completed Orders — total revenue (big number) and order count.
• One card per payment method — automatically matches the methods in Settings (Cash, GCash, Maya…). Each shows the amount collected by that method and tapping it filters the list.
• Cancelled — count and voided amount.

Hidden totals: an admin can hide selected totals from staff (they show as ₱•••) so a cashier can't see how much should be in the drawer — useful for blind cash counts. Configure this in Settings → Order Page Totals. Admins and managers always see every total.

Manage an order

• Search by name or order #, and filter by date. Each order also shows which cashier rang it up.
• Reprint receipt: tap the printer icon.
• Edit: tap the pencil to change items, discounts, payment method, or status.
  • Admins edit directly.
  • Managers/Supervisors must re-enter their own approval PIN to save.
  • Cashiers can open the editor too, but saving requires a manager to type their PIN on the spot — no need to log out and back in.
• Edit history: tap the clock/history icon on any order to see every change — who made it, what changed (before → after), and which manager approved it. The icon turns purple on orders that have been edited. (Full history details are admin-only.)
• Cancel: set status to Cancelled — this restores stock and ingredients automatically.

Export to CSV

Tap Export CSV to download orders as a spreadsheet — choose by date, by month, or a custom range. The file includes date, time, order #, customer, cashier, items, payment (including split breakdowns), discounts, total, status, and delivery platform.

Orders still Awaiting payment (from the QR menu) can't be edited here — complete their payment in the Counter → Online Orders tab first.

6. Kitchen Display (KDS)

A real-time screen for kitchen staff. New orders appear instantly with a sound alert.

1. Tap Enable Sound once (browsers require a tap before they can play alerts).
2. Orders flow through stages — tap the button on each card to advance it: Pending → Preparing → Ready → Completed.
3. Use Food only to hide drink-only orders.
4. The Completed tab shows finished orders; tap Refresh to reload.

• Items marked “Send to Kitchen Display (Food Item)” in the product settings are what the kitchen sees.
• Delivery orders show a Grab / Panda tag.

7. Cashier Shifts & Cash-Up

Track each cashier's cash drawer from opening float to a blind count and a manager-approved cash-up. Optional — leave it off in Settings to run exactly as before.

Set it up (Admin)

1. In Settings, turn on Cashier Shifts & Cash-up.
2. In Users, give at least one Admin or Manager an approval PIN (4–6 digits).
3. Once both are done, the Shift menu appears for staff and the Cash-ups report appears under Reports. Cashiers can't start a shift until an approver PIN exists.

Open a shift (Cashier)

1. Open Shift, count the cash already in the drawer (your float), and enter it.
2. Tap Open Shift. While shifts are required, checkout on the Counter is blocked until you have an open shift.

Close a shift — blind count

1. Tap Close Shift & Count Cash.
2. Count the physical cash in the drawer and enter the total. The expected amount stays hidden until you confirm — that's the "blind" part.
3. On confirm, the app computes everything on the server (so figures can't be tampered with) and reveals the result: expected cash, what you counted, cash sales, total sales/orders, and the Over / Short amount (green = over, red = short).
4. The shift is now closed and waits for manager approval.

Balance the drawer (Cash In / Cash Out)

If the count doesn't balance, tap Cash in (add money to cover a shortage) or Cash out (remove an overage). The balancing amount is pre-filled and a note explaining the reason is required. Adjustments are listed on the shift and shown to the approving manager.

Approve a cash-up

1. On a closed shift, tap Approve.
2. A manager, supervisor, or admin reviews the figures on-screen (cashier, cash sales, over/short, any cash in/out) and types their own approval PIN — right on the cashier's device.
3. If the shift isn't balanced, a warning explains that approving signs off the remaining shortage/overage — record a cash in/out first to balance it.
4. Approved shifts show who approved them. Repeated wrong PIN entries temporarily lock approvals as a safety measure.

My recent shifts

The Shift page lists your last 20 shifts with float, cash sales, counted cash, over/short (and the net after adjustments), a balanced ✓/✗ indicator, and status (open → closed → approved).

Admins and managers/supervisors can review every cashier's shifts in Reports → Cash-ups (see Reports). Approval itself always happens here on the Shift page.

8. Daily Time Record (DTR)

A built-in time clock. Every staff member (including kitchen) gets the DTR page.

Set it up (Admin)

In Users, give each employee a Time-in PIN (4–6 digits). Each PIN must be unique — it's how the app knows who clocked in.

Time in / out (any staff)

1. Open DTR and enter your Time-in PIN on the on-screen keypad.
2. Tap Time In / Out. The same button clocks you in if you're out, and out if you're in — a confirmation shows your name and the time (or your total hours when timing out).

Any logged-in device works, so one shared tablet at the counter can act as the time clock for the whole team.

Records (Admin only)

• Filter records by date, by month, or a custom range.
• Each row shows the employee, role, time in, time out (or Still in), and duration.
• Entries longer than 16 hours are flagged ⚠ check — usually a forgotten time-out. Verify them before using the hours for payroll.
• Tap Export CSV to download the filtered records for payroll.

9. Inventory — Products

Manage your sellable items. Open Inventory → Products.

Who can edit: Admins edit freely; Managers/Supervisors can add, edit, delete, and import, but must re-enter their approval PIN. Cashiers and kitchen staff see the list view-only (a "View only" badge is shown).

Add / edit a product

1. Tap Add Product.
2. Fill in Name and Category (create a new category with Add new category…).
3. Selling Price — what customers pay.
4. Cost Price — your cost. Two ways:
   • Automatic: add Ingredients below and the cost is computed for you (see next section).
   • Manual: type it in (this overrides the automatic value; use Reset to auto to switch back).
5. Computed Margin % is shown so you can price for profit.
6. Initial Stock — quantity on hand.
7. Send to Kitchen Display (Food Item) — tick for food so it appears on the KDS.
8. (Optional) Product Image.
9. Save.

Ingredients (recipe → auto cost + auto deduction)

In the product form, under Ingredients (Raw Materials per serving):

1. Type to search a raw material and pick it.
2. Enter the amount used per serving (e.g. Milk 100 ml).
3. Add more ingredients as needed.

The product's Cost Price is the sum of each ingredient's cost (raw-material price ÷ pack size × amount used). Each completed sale deducts these raw materials from stock automatically.

Stock, categories & history

• Edit stock inline by typing a new number in the Stock field.
• Categories can be added/removed from the product form.
• The Product History tab (admins and managers/supervisors) logs sales, manual stock edits, and cancellations.
• The History button (admin only) opens the change audit log — every add, edit, and delete with who did it and what changed (name, category, cost, price, stock…).

Bulk import (CSV / Excel)

1. Tap Template to download the sample CSV.
2. Fill it in (name, category, cost_price, selling_price, stock, is_food).
3. Tap Import CSV, review the preview (new vs duplicates), choose skip or overwrite for duplicates, then Import. Imports are recorded in the audit log too.

10. Inventory — Raw Materials

(Admins and Managers/Supervisors.) Track ingredients/supplies that products consume. Open Inventory → Raw Materials. Manager/Supervisor changes require their approval PIN.

Add a raw material

1. Tap Add Material.
2. Name (e.g. Whole Milk) and Unit (ml, grams, or pcs).
3. Initial Quantity in stock.
4. Purchase Price + Covers Quantity — e.g. ₱250 that covers 1000 ml. The app shows the derived cost per unit (₱0.25/ml) and uses it for product costing.
5. (Optional) Expiry Date — drives expiry alerts.
6. Save.

Restock, deduct & history

• Restock: tap edit and enter the amount to add (it's added to current stock).
• Deduct (pull-out): tap the − icon to remove stock for spoilage, transfers, etc., with a note. These appear separately in the Raw Materials Report.
• The Raw Mat History tab logs restocks, automatic sale deductions, manual deductions, and returns from cancelled orders.
• The History button (admin only) opens the change audit log for raw-material edits.
• Bulk import works the same as products (download template → fill → Import CSV), with cost columns included.

11. Expenses

Record operating costs so your profit reports are accurate. Open Expenses.

1. Tap Add Expense.
2. Enter Description, Amount, and Date.
3. (Optional) Attach a photo of the receipt/proof.
4. Save. Each expense records who added it.

• Filter by period (last 7/30 days, by month, or custom range) and search — including by the person who added it.
• Editing/deleting: Admins edit freely; Managers/Supervisors must re-enter their approval PIN. Cashiers can add expenses but not change or delete them.
• The History button (admin only) shows the full audit trail of expense adds, edits, and deletions.
• Expenses feed the Net Profit figure in the Sales Report.

12. Reports

(Admins, plus view-only access for Managers/Supervisors. Full reports require a Monthly or Yearly plan.)

Sales Report

The business dashboard. Pick a date range (last 7/30 days, by month, or custom) to see:

• Revenue, Expenses, Gross Profit, Net Profit, Net Margin, order count, average order, and a performance grade.
• A Performance Snapshot for Today / This Week / This Month vs the previous period.
• Charts: Revenue · Expenses · Net Profit, Orders per Day, and Best Day of Week.
• Expenses Breakdown, Discounts Given (by type), and Promo Code Redemptions.

Cash-Ups Report

(Appears once cashier shifts are enabled.) Every cashier's shifts in one place:

• Summary cards: total over/short across closed shifts, open shifts, and cash-ups pending approval.
• Filter by day, see each shift's float, cash sales, counted cash, over/short, adjustments, and approval status.
• Record a Cash In / Cash Out on an unbalanced shift directly from the report (admin only; note required). Approving a cash-up is done on the Shift page, not here.

Product Report

Per-product performance for the selected period:

• Units sold, product revenue, estimated profit, margin, and stock.
• Best sellers, products with no sales, and out-of-stock / low-stock alerts.
• Export CSV downloads the raw product history (every sale/adjustment) for the range.
• Cancelled orders are excluded so the numbers reflect real sales.

Raw Materials Report

Ingredient consumption and supply health:

• Most-used materials, daily average usage, and days of stock remaining.
• Critical / running-low and expiry alerts.
• A Manual Deductions / Pull-outs table for spoilage/transfers.
• Export CSV downloads the raw-material history (restocks/deductions/returns) for the range.

13. Loyalty Program

Reward repeat customers with points. Open Loyalty.

Register a customer

1. Tap Add Customer, enter Name and Email.
2. The customer gets a unique QR code they can show on future visits (copy or download it to share).

Find a customer

• Search by email, or tap Scan QR to scan their loyalty QR.
• Fix a typo in a customer's name with the pencil icon next to it (email and points are untouched).

How points work

• Points are earned automatically at checkout based on the Loyalty Points Rate in Settings (e.g. 1% of a ₱100 order = 1 point), as long as the customer's email is attached to the sale.
• Customers redeem points by choosing Points as the payment method at checkout.

Manual adjustments & history

• Manual Top-up / Deduct (admin only): add or remove points directly — e.g. a goodwill bonus or a correction — with a note.
• Points History shows every earn, redemption, and adjustment, including who made each manual change. Tap Export CSV to download it.

14. Promo Codes

Create discount codes customers redeem at checkout. Open Settings → Promo Codes.

1. Code: type one (e.g. SAVE10) or tap Generate.
2. Discount: choose **% ** or ₱ and the value.
3. Applies to:
   • Entire order — discounts the whole order.
   • Single item — the cashier picks one cart item to discount at checkout.
4. Usage limit: One-time, Limited (set a number), or Unlimited.
5. (Optional) Expiry date.
6. Create Code.

• Share the code or its QR (copy or download).
• Disable, re-enable, or delete codes anytime. Redemptions appear in the Sales Report.

15. Online Ordering (QR Menu)

Let customers browse your menu and order from their own phones.

Share your menu

• In Settings, copy the menu link or display its QR code (print it for tables/counter).

Customer experience

1. The customer opens your link/QR, browses the menu, and builds a cart.
2. They enter their name (and email for points) and place the order.
3. The order arrives as Awaiting payment.

Completing an online order

1. In Counter → Online Orders, open the pending order.
2. It loads into checkout — take payment and Confirm.
3. Food items also appear on the KDS for the kitchen.

16. Settings

(Admin/Owner.) Open Settings.

• Business profile: name and logo.
• Address & TIN (optional): printed on receipts when filled in — leave blank to omit.
• Brand Color: theme color used across the app and your customer menu.
• Loyalty Points Rate: % of each order awarded as points.
• Senior Citizen / PWD Discount: enable and set % or ₱; applied when the cashier ticks Senior Citizen at checkout.
• Payment Methods: the list shown at checkout.
  • Starts with Cash, Card, GCash, Points.
  • Add more from the dropdown (Maya, GrabPay, Bank Transfer…) or Other (custom).
  • Remove any method with the ✕ — removed ones return to the dropdown so you can add them back. (You must keep at least one.) Tap Save to apply.
• Cashier Shifts & Cash-up: when on, cashiers must open a shift (with a starting float) before taking orders and close it with a blind cash count. Requires at least one approver PIN — see Cashier Shifts & Cash-Up.
• Order Page Totals (staff view): choose which totals cashiers can see on the Orders page. Hidden totals show as ₱••• to staff; admins/managers always see everything. Tip: for a true blind drawer count, hide both the Cash and Completed totals — otherwise staff could work the cash figure out by subtraction.
• Menu link / QR for online ordering.
• Subscription: view your plan and pay/upgrade.
• Receipt Printer / Sticker Printer: connect your hardware over Bluetooth or USB.
• Promo Codes manager.

After saving, changes sync to all your devices automatically.

17. Staff / Users

Open Users to manage who can log in.

1. Tap Add User.
2. Enter their Name, Email (the Google account they'll sign in with), and Role:
   • Admin — full access.
   • Manager — cashier access plus approvals and PIN-gated management (see Roles & Permissions).
   • Cashier — counter, orders, loyalty, expenses (add only).
   • Kitchen — KDS and product viewing.
3. (Optional) set their PINs:
   • Approval PIN (4–6 digits) — lets an admin/manager approve cash-ups and authorize manager-gated actions. Setting the first approver PIN is what activates the shifts feature.
   • Time-in PIN (4–6 digits, must be unique per employee) — used to clock in/out on the DTR page.
4. Save. They can now log in with Continue with Google using that email.

• When editing a user, PIN fields start blank — leave them blank to keep the existing PINs.
• Show PINs (admin only) reveals the stored PIN values in the table; they're masked otherwise.
• History (admin only) shows the audit log of user changes — role changes, PIN set/changed (PIN values themselves are never logged), additions, and removals.
• Managers/Supervisors can add, edit, and remove cashier and kitchen accounts only (with their approval PIN); they can't touch admin or manager accounts or promote anyone.
• Edit a user's role or remove them anytime.

18. Approval PINs & Change History

POS PH protects sensitive actions with two layers: approval PINs and audit logs.

Approval PINs

An approval PIN (set per user on the Users page) is a 4–6 digit code that works like a signature:

• Managers/Supervisors re-enter their own PIN before saving changes to orders, expenses, inventory, or staff accounts.
• Cashiers can start a manager-gated action (like editing an order) on their own device — then a manager comes over and types the manager's PIN to authorize it. The log records both who did it and who approved it.
• Cash-ups are approved the same way (see Cashier Shifts & Cash-Up).
• PINs are verified securely on the server, and repeated wrong entries temporarily lock verification to prevent guessing.

Change history (audit logs)

Admins have a History button on these pages showing who changed what, when, and before → after values:

Logs are append-only and visible to admins only. PIN values never appear in any log.

19. Thermal Printers (Bluetooth or USB)

POS PH supports two separate ESC/POS thermal printers: one for receipts and one for item stickers/labels. Each can connect over Bluetooth or a USB cable.

Requirement: Printing runs through the browser, so it needs Google Chrome or Microsoft Edge:

• Bluetooth — Chrome on Android or desktop (Windows/Mac).
• USB — Chrome/Edge on Windows or Android (with a USB-OTG cable).
• iPhone/iPad Safari is not supported for either method.

Connect

1. Turn the printer on. For Bluetooth, make it discoverable; for USB, plug it in.
2. Tap the Receipt / Sticker button in the bottom bar/sidebar, or use the cards in Settings. If both Bluetooth and USB are available, a small menu lets you pick Bluetooth or USB cable.
3. Choose the device in the Chrome/Edge picker. The button updates to show it's connected and which connection it's using.

Behavior

• When a printer is connected, receipts/stickers print automatically on Confirm.
• Receipts include your business address and TIN when set in Settings.
• When no receipt printer is connected, checkout still completes and you'll see a small “No printer connected — receipt not printed” notice (no pop-up window).
• The two printers are independent — one can be connected without the other, and they can use different connection types (e.g. a USB receipt printer + a Bluetooth sticker printer).
• You can reprint any past receipt from the Orders page.

USB on Windows — important note

Windows normally installs its own driver for a USB receipt printer, which can stop the browser from taking it over (you'll see a “Windows is already using this printer…” message). If that happens you have two options:

• Easiest: connect that printer over Bluetooth instead (most thermal printers support both), or
• Replace the printer's Windows driver with a WinUSB driver using a free tool called Zadig, then reconnect over USB. (Doing this means Windows' own “Print” dialog will no longer use that printer — POS PH drives it directly.)

On Android, USB works smoothly with a USB-OTG adapter — no driver steps needed.

20. Subscription & Billing

POS PH starts with a 30-day free trial. After that, choose a plan:

How to pay

1. In Settings → Subscription, choose a plan.
2. Send payment to the vendor via GCash or Maya (details shown on screen).
3. Submit your payment request; the account is activated once confirmed.

If a trial or plan lapses, the workspace is temporarily blocked until renewed. Data is retained for a grace period before any scheduled removal.

21. Working Offline

The Counter keeps working without internet:

• Browse the menu and take cash/card/manual sales — they're saved on the device.
• When the connection returns, queued orders sync automatically (stock, points, and reports update then).

Needs internet: validating promo codes, paying with loyalty points, looking up customers, and shift open/close/approval. If you're offline, only Cash is offered at checkout.

22. Troubleshooting & FAQ

The receipt isn't printing. Make sure the printer shows as connected and that you're using Chrome/Edge on Android, Windows, or desktop. iPhone/iPad Safari can't print. If a USB printer won't connect on Windows, see the USB on Windows note in Thermal Printers — connecting that printer over Bluetooth instead is the quickest fix.

I don't see Reports / Raw Materials / Settings. Those are role-restricted (see Roles & Permissions), and full Reports require a Monthly or Yearly plan.

The Shift menu doesn't appear. Two things must be true: Cashier Shifts & Cash-up is turned on in Settings, and at least one admin/manager has an approval PIN set in Users.

A cashier can't check out — “Open your shift before taking orders.” That's the shift gate: while shifts are enabled, cashiers must open a shift (with their float) on the Shift page first. Admins and managers aren't blocked.

Time In/Out says the PIN is wrong. Confirm the employee's Time-in PIN in Users (4–6 digits, unique per employee). This is a different PIN from the manager approval PIN.

A DTR entry is flagged “⚠ check.” The recorded duration is over 16 hours — almost always a forgotten time-out. Verify the real hours before payroll.

Some totals on the Orders page show ₱•••. An admin hid those totals from staff in Settings → Order Page Totals (usually to keep drawer counts blind). Admins and managers always see the full figures.

A staff member can't log in. Confirm their email was added under Users and that they sign in with that exact Google account.

Stock/ingredients didn't go down after a sale. Stock only deducts on Confirm. Ingredients deduct only if the product has Ingredients configured. Offline sales update stock when they sync.

Product/Sales report totals don't match. They're measured differently on purpose: the Sales Report uses real orders (money collected); the Product Report uses per-item sale logs and is gross (before discounts). Older periods can differ.

A custom payment method I added isn't at checkout. Open Settings → Payment Methods, confirm it's in the list, and tap Save. It appears after saving.

Camera won't scan a QR. Grant the browser camera permission and ensure good lighting. Promo/loyalty scanning needs a camera-capable device.

I went offline and only Cash shows. That's expected — other methods need internet. They return when you're back online.

23. Support

• Email: 20.pasiliao.jayvee@gmail.com
• Built by Blackpeak Digital — https://blackpeak.digital

POS PH — All-in-one POS for Philippine businesses.