If Shift Management is enabled in your features, you must first open a shift before you can access the Register option in the Navigation Menu. To start a shift, please refer to the following instructions.

This is the Register interface, where you can manage and process your transactions with ease. ✨

Getting to know the Register Features

Before proceeding with any transactions, let’s take a moment to explore the features available on the Register interface and familiarize ourselves with its functions.

Searching For Items

Locate Your Items Faster

To speed up the transaction process, use the Search button to quickly find the item your customer wants to purchase.

Click the small arrows to choose to either search by name or by barcode.

For Search by Barcode Number
Enter the Barcode Number of the item to locate it

Reload/Refresh

Click the Reload button to refresh the Register interface and load additional items for easier access.

Tip: If some of your items are not appearing on the Register, click the icon below to refresh the interface or load more items.

Scanning Items

The Barcode button allows you to quickly scan items using your device’s camera.

Once you click the Barcode icon, a scanning screen will appear. Simply point your camera at the item’s barcode to scan and locate the item.

Note: To use this feature , Set the Barcode mode to Camera, follow this instructions.

Categorizing Items

The squares located the left side of th Layout and Receipt buttons represent the Category feature.

Click the desired category to display the corresponding items on the interface.

In this example, we've opted for the "Anti-asthma category" to exclusively display items categorized Anti-asthma.

Adding your items on the Register

Adding items directly from the Register is quick and easy. Simply click the PLUS (+) icon to add a new item.

After clicking the PLUS (+) button, you will be redirected to the Add Item interface. Follow the instructions to complete the item details, then click Save to add the item to your Register.

Applying Discounts

To apply a discount, simply click the percentage (%) icon.

After clicking the percentage (%) icon, a pop-up window will appear.

Click the drop-down button to view the available discounts. Select the discount you wish to apply to the transaction.

Note: The discounts presented are based on the discounts that you added on the discounts section. Follow this instruction if you wish to add/edit your discount.

Click the discount you wish to apply, and it will automatically be reflected on the Receipt.

Additional Note: You also have the option to apply a custom discount, regardless of whether you select one from the available discount options.

Balance To Pay

This feature allows you to collect your customer’s remaining balance after they have made a partial payment.

Click the payment located at the lower-right corner of your screen.
Once clicked, a pop-up window will appear.

Enter the customer’s remaining balance. You can view the customer’s outstanding balance by accessing their profile in the Customer section.

After entering the customer's balance, it will be added to the total amount due for the customer to pay.

Click PAY LOAN > Exact Payment > Confirm Payment.

Clear Items

This button allows you to remove the current transaction and start a new one.

Simply click the icon located on the right side of the screen.

Tickets and Predefined Tickets

This feature allows you to save your current receipt for later use and provides additional functionality. You can activate this feature by following these instructions.

Simply click the Open Tickets button if you don't have any transactions ongoing.

After clicking the Open Tickets button, you are then presented with this screen.

By clicking the delete at the right, specific ticket will be selected.

Items

By clicking an item on the Checkout interface, you can edit its quantity, apply individual discounts, and add notes.

• To increase the quantity, click the Plus (+) button.
• To decrease the quantity, click the Minus (-) button.
• To add a discount, follow these instructions.
• To add a note, simply enter your desired note for the item.

Transaction

😍Let's process our first transaction

To initiate a transaction, simply click the items that the customer wishes to purchase.

Payment Interface

This is what the Payment Interface looks like. It includes the following options and information:

1. Checkout Interface
2. Payment Details
3. Amount received
4. Exact
5. Split Payment
6. Confirm Payment

Checkout Interface

The customer’s total purchase is displayed, including the applicable tax. To edit or configure the tax, simply follow these instructions.

Partial Payment

By clicking the enable option, the customer is then allowed to make a partial payment.

Adding Customer to ticket

This feature allows you to add the current ticket to the customer’s account, making it easier to track their transaction and payment details.

Payment Types

If your store accepts various payment methods, you can easily add multiple payment types to KaHero POS.

Simply click the drop-down button and select the appropriate payment method.

In this example, we selected Mobile Wallet as the payment method.

Amount Received

This section allows you to enter the amount received through the selected payment method or choose from the available preset amounts.

The change will be automatically calculated based on the customer’s total purchase amount.

Split Payment

After clicking the Split Payment button, the Split Payment interface will be displayed.

After clicking the payment methods the bill will then automatically be divided by two (2)
In this example we used Cash and Mobile wallet as to split the payment.

After learning the features within the Payment interface, we can now continue our transaction.

Input the amount received and ensure that the payment method used matches the received amount.

In this example, we received a Php 140.96 as a payment, hence need for Split payment, the Payment method that the customer used is Cash and Gcash.

🥳You are now prepared to embark on your transaction using our KaHero POS.

Adding Items

To add items through back office:

1. Go to Back Office and login your account.
2. Hover/click the Tag icon/Listings > Items and click the Add (+) Icon in the upper right of your screen

3. Create and modify item details including basic information, pricing, inventory settings, and POS display preferences.

Name - Set item's name to display on the register.
Price - Set item's price to display on the register.
Sales Warehouse - Set item's storage location. *
Beginning Qty - Set beginning item quantity upon input on the POS. *
Tags - Set item's Tag.
SKU - Set item's Stock Keeping Unit to identify that item.
Cost - Input cost of item upon purchase for stock.
Category - Set your item's category to display on the register.
Barcode - Manually input barcode of the item.I. Unit of Measurement - Input your item's unit (ex. ML, Scoops, pcs).
Sold By - Set whether your item is to be sold by individually or by weight.
VAT - Set to activate the VAT on the item. **
Representation on POS - Assign a representation color or image to your item. This is how it will be displayed on your register screen.Copy Item Price - Set this if you want the price of this item in the Online Store and Register (POS) be the same.
Item Discount - Set this if you want to put discount on this item.

* Only visible when you added your Warehouse.

1. Click on Additional Info to open for more options.

A. Raw Material - Enable this if your item is a Raw Material.
B. Sale Item - Enable or disable if your item is a sales item or just a stock item.
C. Composite Item - Enable this if your item is a Composite Item. *
D. For Production - Enable to add production.
M. Online Store Item Not Available - Enable this if you don't want this item to show on your Online Store. ***
* This is applicable for Production and Item Ingredients tab will be visible. *** Only visible when you setup your Online Store.

If done, click Save Item.

Adding Categories

To add categories through back office:

1. Hover/click the Tag icon/Listings > Category.

Click Add icon (+) in the upper right corner.

Input the Category details such as,

A. Category Name - Label your category.
B. Category Group - Input if you want this category under your category group.
C. Sort ID - Set your category ID for sorting with "1" as the highest.
D. Online Order: Hide Category from Online Order - Enable this if you don't want this category to show on your Online Store. *
E. Register: Hide Category from Register - Enable to hide your category in the Register.
F. Category Color - Assign a color for your category.
G. Category Photo - Sets an image for the Category.

* Only visible when you setup and enabled your Online Store.

Once done, SAVE CATEGORY.

Nice! You have just added a new category through the back office.

To create and configure your discounts:

1. Open the Navigation Menu.

2. Scroll down to locate the Discounts under Listings & Inventories.

3. Press the plus (+) icon in the upper right corner.

4. You will be redirected to Add Discount screen.
5. Input the name of the Discount and its corresponding value in the spaces provided below.

6. Select whether you'd like the value to By Percentage or By Whole Number.
   1. By Percentage - a percentage of the transaction's or item's total amount will be deducted from the grand total.
   2. By Whole Number - a specific number of the transaction's or item's total amount will be deducted from the grand total

7. Press Save to add the discount you created.

👏Bravo! You have now successfully added your first discount.

1. Press the Navigation Menu icon.

2. Scroll all the way to Listing and Inventories press Items.

3. Click the plus (+) icon at the upper right of your screen.

You will then be redirected at the Add Item screen.
💡The Add Item feature lets you add and customize your item, such as their description.

1. Enter the following details on the blank space provided below.

Item Name and Item Price in Add Item screen

ADD CATEGORY

In this section you can customize your own category.

To categorize your Item:

1. Add category name if there is no existing.

2. Input Category Details such as Name, color and select Items under this category and SAVE.

Under Hide from the Register

1. Enabled - If you want to hide the Category from Register.
2. Disabled - If you want to show the Category from Register.

Select items you want to add to your Category.

🥳Yay! You have now successfully added a new category.

Adding Items (cont.)

Set the item's SKU (Stock Keeping Unit), Item Cost, and Unit of Measurement (kg/inch/ml) by pressing and entering the information in the blank spaces provided below.

3. For Barcode:
   1. Press the Barcode text field to manually enter the barcode of the item.
   2. Press the Barcode icon on the right side to use a Device to scan and enter the barcode for you.

4. Under Sold By:
   1. If item is sold by each, press Each.
   2. If item is sold by weight, press Weight.

To use an image as a representation for your item:

4. Press Save to add the item and save everything.

🤩Job well done! You've successfully added and customized your item.

Shift Management (PRO 🌟)

KaHero POS makes employee shift management simple and efficient. Employees must start their shift before sales transactions can be processed, as the register becomes available only once a shift is initiated. Effective shift management also helps monitor each employee’s sales and maintain accurate cash flow tracking. Through features such as X-Reading and Z-Reading, you can easily review detailed summaries of employee shifts and transactions.

Employee Management (PRO 🌟)

KaHero POS makes employee management more convenient by providing an easy way to monitor their work shifts. It allows you to track employees’ clock-in and clock-out times efficiently. Employees can also take selfies when recording their attendance, with the system automatically capturing the time each photo is taken. This feature gives you a clear and detailed record of each employee’s shift and attendance information.

Inventory Management (PRO 🌟)

KaHero POS provides an efficient way to manage inventory and monitor stock movement across different locations. It allows you to organize and transfer items between warehouses, making stock management more convenient and systematic. The Item Ledger also records and tracks the movement of inventory within the system, giving you better visibility and control over your overall stock levels.

Print Order Group (PRO 🌟)

The Print Order Group feature enhances communication among staff by streamlining the order preparation process. Printer Groups allow you to assign specific item categories to designated printers, ensuring that orders are routed to the appropriate printer. By assigning physical printers to each group, orders containing specific items can be printed accurately and efficiently, helping staff manage and prepare orders more effectively.

Online Catalog (PRO 🌟)

KaHero POS seamlessly integrates with your Online Store, connecting your physical operations with your online business. This feature allows customers to conveniently place orders through your Online Store while enabling you to monitor and manage online orders efficiently. With this integration, you can provide a smooth and consistent customer experience across both online and physical channels.

Partial Payment (PRO 🌟)

The Partial Payment feature in KaHero POS provides customers with greater flexibility by allowing them to settle their purchases through multiple payments. Instead of paying the full amount at once, customers can make partial payments until the total balance is fully settled. This feature accommodates different payment preferences and financial situations while providing a more convenient and customer-friendly payment experience.

Loyalty Program (PRO 🌟)

KaHero POS offers a customizable Loyalty Program that helps businesses reward customers and encourage repeat purchases. The program allows customers to earn rewards based on a percentage of their purchases, giving them an added incentive to return and continue supporting the business. This feature strengthens customer relationships, enhances the overall shopping experience, and promotes long-term customer engagement and satisfaction.

BIR Compatible (PRO 🌟)

KaHero POS is officially registered with the Bureau of Internal Revenue (BIR), demonstrating its compliance with established business and tax regulations. It also provides support throughout the BIR accreditation process, helping businesses complete the necessary requirements efficiently and with less hassle.

Senior Citizen/PWD Discount (PRO 🌟)

KaHero POS makes it easy to apply Senior Citizen (SC) and Persons with Disabilities (PWD) discounts to transactions while supporting compliance with Republic Act No. 9994 and applicable regulations. The system helps automate the application of the 20% discount and VAT exemption for qualified customers, making the process more accurate, convenient, and efficient. This feature ensures that eligible customers receive their entitled benefits while simplifying the transaction process for businesses.

Open Tickets

KaHero POS offers an Open Tickets feature that allows orders to be created, saved, and updated before payment is completed. Available on the register screen, this feature is especially useful for transactions that need to be modified or settled at a later time. It provides greater flexibility in managing orders, helping ensure accuracy and a smooth custome experience before finalizing the transaction.

Predefined Tickets

KaHero POS Predefined Tickets allows you to create and save commonly used ticket labels in advance, making it easier to organize and manage orders. This feature is particularly useful for assigning specific identifiers, such as table or seat numbers, within your establishment. By reducing the need to manually label tickets each time, Predefined Tickets streamline order processing, improve workflow efficiency, and enhance the overall customer experience

Dining Options

KaHero POS provides flexible order management for dine-in, take-out, and delivery transactions. You can easily select and customize the order type directly from the register screen, allowing you to process transactions according to your customers’ preferences. This feature helps streamline order handling, improve workflow efficiency, and provide a more convenient customer experience.

KaHero Money Manager

KaHero Money Manager complements KaHero POS by providing an efficient way to manage cash sales, balances, income, and expenses. It gives business owners a convenient tool for monitoring both personal and business finances, including miscellaneous expenses and cash transactions. By simplifying financial tracking and budgeting, KaHero Money Manager helps users maintain better control and visibility over their overall finances.

Sales Analytics

KaHero POS has partnered with KaHero Analytics to provide users with advanced features for tracking daily sales and generating detailed reports and analytics. This integration provides essential information into your business's performance, allowing you to make better decisions and promote growth. KaHero Analytics allows you to look deeply into your sales data, identify trends, and improve your operations for success.

Install KaHero Analytics on your device to make generating reports and analytics easier for you! Available through PlayStore, AppStore, and Amazon.

Customer Display

KaHero Customer Display enhances the checkout experience by allowing customers to view their orders, item details, quantities, prices, and total amount in real time. This provides greater transparency during transactions and helps customers verify their orders before completing payment.

The customer display also creates a more engaging and professional checkout experience while helping reduce misunderstandings or errors during order processing.

Great! It sounds like we've covered the various features that KaHero POS offers.

To add users in KaHero POS:

1. Tap the Navigation Menu and Click USERS.

2. Under USERS, Choose POS users.

3. Tap the plus (+) or Add button located on the upper right.

4. You will then be redirected to the Add User screen.

5. Enter your employee's name and assign a unique passcode for each user to ensure restricted access and prevent unauthorized entry.
6. You also have the option to customize which features are accessible for each employee's account.
7. SAVE

The first user added will possess admin capabilities.

List of features and their description:

• Open cash drawer w/o sale - User will be able to open the cash drawer even without making any transaction.
• Allow to access Back Office - User will be able to access your business' back office and view all the reports and information found there.
• Allow to edit Customer Details - User will be allowed to access all the features.
• Allow to access Inventory (Inventory Management) - This includes creating item bundles, viewing item stocks, transferring items and viewing the item ledger.
• Allow access to Listing Menu - User will be able to access and edit your listings.
• Allow to Refund - User will be allowed to apply refunds to receipts.
• Allow to Make Discount - User will be allowed to apply discounts on transactions.
• Allow to view expected Account - User will be able to see the expected amount of cash they should have when they end their shift.
• Admin - User will be given administrative access.

By enabling Admin, the rest of the features will automatically be enabled.

👏Nicely done! You have now registered a new User.

• Download and install KaHero POS
• Setting up your account
• Setting up your Store
• Verify your account
• Logout your account

Download and Install KaHero POS

Download and install KaHero from the Play Store (Android)
⚠️To use KaHero POS, you'll need to have at least Android 8+ or iOS 12+.

Setting up your account

1. After downloading KaHero POS, open the app and you will see the Sign In screen.
2. If you have an existing account, enter your Email and Password, and tap Sign In.
3. For new users, tap Sign Up Now to create a new account.

4. Enter your Email, Password, and Confirm your Password.
5. Tap Sign Up to proceed.

General Settings

Setting up store's general settings

Tap the Navigation Menu icon

On the Navigation Menu, scroll all the way down to Setting & Preferences

3. Tap General.

Setup your General

4. Choose country/Region
5. Language
6. Currency
7. Time Zone

Setup your Receipt

8. Create a receipt header
9. Create Receipt Footer
10. You can attach Receipt Company Logo
11. Receipt Date Format
12. Receipt Company Address

Set up your Register Settings

13. Enable SHOW PRINT BILL to show print bill actions on the POS screen.
14. Enable SHOW STOCKS ON REGISTER to display on-hand items stocks on register
15. Enable CAN REMOVE ITEM ON TICKET to allow removing items from the active ticket
16. Enable REQUIRE PASSCODE FOR TICKET DELETING & EDITING to have passcode before deleting or editing tickets

17. Set up your store's Service Fee (in percentage) and Loyalty Points of purchase credited to customer points. This will reflect on your transactions on the Register screen.
18. SAVE

🥂Wohoo! Your Business is now all set!

In this session, you can import your Item Options into Back Office using an CSV Excel file.

Let's get started:

1. Hover/click the tag icon or Listings > Items.

2. On the upper right side of the screen, Click "Import", under Import, Click the "Import Item Options".

3. Download the CSV Template.

After clicking the CSV Template, it will be exported and dowloaded.

5. This is what's in the template. Within the Excel file template, you have the ability to edit an item's options. If you prefer to leave an item option blank, you can simply delete the row of an item.

7. If done, Save your Excel file.
8. In Back Office, click Import to upload your edited Excel file.
9. Click Import file

Way to go! You've successfully imported your excel file along its added item options.

Generating barcodes for your items has never been easier. Access your item barcode generator on the KaHero Back Office.

Let's get started:

1. Hover/click the tag icon / Listings > Items.

At the upper right side of the screen, Click "Barcode Generator".

Click the "Item".

Click "Generate Missing Barcode".

Great! You've just learned how to view, generate, and print your barcode labels.

Adding Warehouse Warehouse in KaHero POS helps you label the storage of your inventories.

Go to the Navigation Menu under "Inventory Management"

Scroll down and select "Warehouse"

Click Plus Icon (+)

A. Label the warehouse name.
B. Enable to set the warehouse as a pull-out

Click "Save".

Item tags help in organizing the display on your register screen. It is useful when you want to display an item or items from a category without including the other items that are from the same category. You cannot set two categories for an item, so item tags are useful for these instances.

Item tags are especially useful for buffet-type restaurants when you want a certain food to appear during your breakfast and dinner menu, but not on your lunch menu.

In the Back Office, hover or click the Listing > Tags.

On the upper-right of the screen, click Add Item Tag button. A pop-up window named Add Item Tags will appear.

6. Under Add Item Tags, input the following:

😍Nice! You can now use your item filters.

This feature allows you to import your New Items in bulk.

Let's get started:

1. Go to Back Office and login your account.
2. Hover/click the Tag icon/Listings > Items.

Click the Import tab to open Import files

After clicking the Import tab, click the Import Items to open the file.

Import Item from the CSV file.

Encode the items you wish to add in the excel file.
1. Parent Name
2. New Parent Item
3. Category

4. Price
5. Cost
6. Managed Item Stock
7. Sale Item
8. Barcode
9. SKU

7. Save your excel file.
8. Return to the Back Office where you left off, then go back to Import and click browse to browse the file and click import file.

EXPORTING ITEMS

This feature allows you to update your existing items.

Let's get started:

1. Hover/click the Tag icon/Listings > Items and click Export.

Click the Export tab to open Export files

After clicking the Export tab, click the Export Items to open the file.

4. An excel file named "Items.xlsx" will then be downloaded.

This is how your exported CSV or excel file looks like. You can update your items by bulk here and import it in the Back Office to update.

💡If you're going to update your items list, don't change all in row 1.

🎉Nice! You've successfully exported your items.

To customize your denomination you must first go to the Back Office.
Click the "Settings" button then go to General settings

Under the Register tab scroll down to Custom Denomination Settings and Click Add New

Input value, the denomination should not be 5 or more digits. You can only add more than 4 values, and must be added one by one.

In your POS, you will then see your updated denominations.

1. To use the Split Payment you must first make a transaction, then click payment.
2. Then click Split Payment

1. Click the Plus(+) Icon to Add Payment Method
2. Select two Payment method from the list.

If your type of payment is credit/mobile wallet, you need to input a reference number like the example picture below.

1. To input the reference number, click the payment method
2. After clicking the amount a new window will appear, input the reference number.
3. Click save to proceed.

Once done, click proceed and confirm your payment.

• Back Office Setup
• Process

If you are not allowing non-admin users of KaHero POS to delete dine-in tickets, you can now set a pass code to prevent non-admin users from deleting them.

You can access this setting from the back office or app.kahero.co.

Back Office Setup

On the Navigation Menu, go to Settings, then click General Settings.
Click on the sliding button to enable.
Set your desired pass code. Save your settings.

Process
Now that you have set a pass code, non-admin users are now unable to delete dine-in tickets.

Non-admin user creates a dine-in ticket.

Non-admin user attempts to delete saved dine-in ticket.

Non-admin user is sent to this window

You can view your deleted tickets in Open Tickets under Miscellanous in the Back Office. Click Viewed Archived Tickets.

And here are your Archived Tickets! :)