Complete User Documentation

Account & Onboarding

BeanVista POS provisions an isolated database tenant workspace for each registering cafe business. Follow these setup steps to configure your account:

1. Sign Up: Register your administrator profile at https://cafe.kitetool.com/register.
2. Cafe Identity: Go to the sidebar, select **Global Settings**, and configure your cafe brand title, currency symbols (e.g. $, रू), and upload your brand logo.
3. Branch Layout: If operating multiple locations, open the **Branches** page to setup distinct outlets prior to creating tables or menus.

POS Viewer Console

The **POS Viewer** is the cashiers central transaction interface. It supports item selections, discount applications, and payment processing.

How to process a sale:

• Category Filters: Tap top menu filters (e.g. Bakery, Drinks) to navigate menu options quickly.
• Item Selections: Tap items to add them to the virtual cart. If the item has modifiers, select options (e.g. Milk type, Extra shot) in the overlay popup.
• Dine-In vs Takeaway: Assign a dining table number or select takeaway.
• Billing: Click Checkout, select payment method (Cash, Card, QR, or Split Payment), and click complete to trigger print operations.

Table Book Configuration

Digitize your physical floor plan to manage tables, seats capacity, and service logs in real time.

How to draw and place tables:

1. Navigate to the **Table Book** page.
2. Choose a layout section (e.g., Main Dining, Balcony, Terrace).
3. Click **Add Table**. Assign a table label (e.g. T-1) and capacity size (e.g. 4 Seats).
4. Move the table onto the digital canvas grid to represent your actual room layout. Tapping any table launches ordering directly.

Reservations

Coordinate customer table bookings, manage arrival schedules, and assign bookings to specific floor layouts.

Managing reservations:

• Add Booking: Click **New Reservation**, fill in Customer Name, Contact Number, Guest Count, Reservation Date & Time.
• Assign Table: Link the booking to a pre-configured table from your floor plan.
• Status Updates: Update bookings to *Confirmed*, *Arrived*, or *Cancelled*. The POS Viewer automatically alerts cashiers if a reserved table is approaching a booked time.

Orders Log

The **Orders** page logs all transactions across dine-in, takeaway, and online orders. It serves as the primary auditing hub for cashier shifts.

• Search & Filter: Query orders by Receipt Number, Date range, Status (Pending, Paid, Void), or cashier name.
• Refunds & Voids: Open any paid order detail card and click **Void Order** (requires manager permissions) to cancel transactions and auto-revert inventory quantities.
• Print Reprint: Click **Reprint Receipt** to send receipt layouts back to the physical thermal printers.

Kitchen Display (KDS)

The KDS console provides kitchen cooks with digital ticket queues, sorting orders automatically by preparation time and modifying items dynamically.

• Automatic Routing: Prep tickets route automatically based on categories (e.g. espresso orders to the Bar KDS, hot mains to the Kitchen KDS).
• Cooking Toggles: Click the card timer to change order status to *Preparing* (amber border). Once cooked, tap *Complete* to archive the ticket and notify servers.

Service & Expediter View

The **Service View** (or Expediter Console) sits at the pass counter. It serves as the link between the cooking team and waiters.

• Consolidated Tickets: Monitors ready orders from all kitchen KDS screens simultaneously.
• Waiter Dispatches: Waiters see flashing highlights for completed dishes. Tapping *Dispatched* archives the order, clearing it from the wait pass area.

Menu Items & Categories

Create food and drink products, manage modifiers, catalog categories, and set tax percentages.

How to build a menu product:

1. Category Creation: Go to the Menu page, click **Categories**, and add a new category (e.g. Hot Coffees) with a display icon.
2. New Item: Click **Add Product**, enter the Item Name, SKU, Description, Selling Price, and assign it to the category.
3. Link Image: Select an image from the **Media Library** or upload a new square photo.
4. Modifiers: Create addon arrays (e.g., Milk type options, Extra syrup) and link them to the product.

Inventory & Ingredients

Audit raw ingredients, monitor stock levels, and set up automatic deductions during point-of-sale cash register checkouts.

Setting up ingredient deduct recipes:

• Create Ingredient: Go to **Inventory**, select **Ingredients**, and add items (e.g. Coffee Beans, Fresh Milk) measuring in grams or milliliters.
• Define Stock Levels: Log your starting quantities and low-stock warning limits (e.g. notify when Coffee Beans fall below 1000g).
• Link Recipe: Edit a menu item (e.g. Espresso) and define its recipe (e.g. consumes 18g Coffee Beans). Tapping a sale at the checkout terminal will deduct 18g from the database.

Media Library

The **Media Library** hosts all uploaded images for menu items, floor layouts, and digital branding assets.

• Upload Limit: Upload JPG, PNG, or WebP images up to 2MB.
• Asset Reuse: Upload an image once and link it to multiple products or outlets, avoiding duplicate file storage.

Customer Profiles

Build a database of guest details to coordinate personalized service, track preferences, and run marketing plans.

• Create Profile: Register customer details (Name, Contact Email, Mobile Number, Birthday) during POS checkouts.
• Purchase Audit: View the profiles transactions log to monitor visit intervals, favorite dishes, and average ticket spending.

Loyalty Tiers

Issue loyalty cards and configure point-earning ratios to reward frequent diners.

Setting up Loyalty plans:

• Ratio Setup: Under the **Loyalty** page, set the points ratio (e.g. earn 1 point per $10 spent).
• Reward Levels: Define redemption steps (e.g., 100 points = $10 discount voucher).
• Loyalty Cards: Assign numeric or QR codes to customer profiles to track points automatically during checkouts.

Finance & Expenses

Track expenses, log vendor payouts, audit invoice bills, and monitor payment types to calculate net profit margins.

• Log Expense: Click **New Expense**, input Vendor name, Category (e.g. Raw Material, Utilities, Rent), Transaction Date, Cost, and upload a digital receipt image.
• Payment Reconciliation: Review payment totals grouped by Cash, Card, and QR payouts to verify matching terminal settlements.

Business Reports

Access data analytics dashboards. Review daily metrics, calculate Gross Profits, analyze product sales curves, and check waste reports.

• Sales Charts: Interactive charts plot revenue spikes by hour, day, and week to optimize staffing plans.
• Best Sellers: The top-performing matrix reports highlight high-margin best sellers and low-demand items.
• Exporting: Click **Export CSV** or **Download PDF** to generate spreadsheets for bookkeeping.

Staff Performance

Audit cashier shifts, check sales totals per employee, track modifier performance, and log system activities.

• Activity Logs: Security tracks modifications, voids, and cash drawer openings with timestamp details.
• Shift Balancing: Cashiers perform a *Close Shift* process at the end of their shift, logging expected cash vs. actual cash.

Taxes & Service Charges

Configure regional tax rules (VAT, GST, State Taxes) and conditional service charges for dine-in tables.

• Create Tax Rate: Define rates (e.g., VAT 13%) and set them to apply globally or to select categories (e.g. food only, exclude raw stock).
• Service Charges: Apply optional service charges (e.g., 10% dine-in service charge) that trigger only for table seating orders.

My Plan Settings

Monitor your subscription billing cycle, view terminal limits, and adjust tier features.

• Plan Details: Displays your current plan (Starter, Professional, Enterprise) and active features list.
• Invoicing: Download subscription invoices, update billing addresses, and change linked payment cards.

Support Tickets

Connect with our technical support team to solve printer pairing issues, dashboard errors, or request customized templates.

• Submit Ticket: Click **New Ticket**, set priority levels (Low, Medium, Critical), and explain the issue.
• File Upload: Attach screenshots or logs to help us resolve inquiries quickly.

Branches & Outlets

Manage multi-outlet businesses. Centralize control over menu configurations while auditing store performance individually.

• Create Branch: Click **Add Branch**, register Address details, Contact details, and assign managers.
• Outlet Menus: Set outlet-specific pricing rules (e.g. airport branch menu items marked up by 15%).

Global Settings

Configure general workspace parameters, localization details, and default security behaviors.

• Localization: Set your Currency Code, Symbol prefix, Date/Time layouts, and timezone parameters.
• POS Controls: Set password prompt options for voids and specify automated closing shift drawer print actions.