How Kopi POS works
A visual guide from setup to your first sale — and how orders flow through the counter, the kitchen, and back to your customer. Most cashiers are comfortable after one shift.
The order, end to end
1 · The counter
Three panes: navigation, the drink grid, and a live cart with instant totals.
2 · The kitchen / bar board
Orders become tickets and move New → Preparing → Ready. Late tickets turn red.
3 · Loyalty stamp cards
A stamp per visit; a filled card becomes a free drink you can redeem at checkout.
Senior / PWD & combos
Tap Senior or PWD for an automatic 20% VAT-exempt total. Combos bundle a drink + pastry into one set price.
Getting started
One-time setup, usually done by the owner or manager.
1. Install Kopi
Download Kopi for Windows, macOS, or Android from the Download page and run the installer. On first launch you'll be asked for your access key.
2. Activate your shop
Enter the access key emailed to you. Kopi validates it once online, then caches everything so it keeps working offline. The device is registered to your account (1 device on Small, 3 on Medium, 10 on Big).
3. Set up the menu
Go to Products → Add. Set name, category, price, and a photo. Choose which options the drink offers, set per-size prices, a daily cups limit, and a prep station (bar or kitchen). Flip on Combo to bundle items into one set price.
4. Add inventory & recipes
In Inventory, add ingredients with the total cost of the stock on hand (e.g. ₱170 for 300 ml). Attach a recipe to each product so every sale deducts stock and computes cost & profit automatically.
5. Add your cashiers
In Settings → Staff, add cashiers and set their PINs. PINs are stored hashed, weak PINs are rejected, and repeated wrong entries lock the keypad briefly. Cashiers see Order, Order Board, Sales Report and Transactions; admins see everything.
6. Currency, tax & language
In Settings, pick your currency, tax rate, receipt footer, and one of 16 languages. Set them centrally from the admin dashboard and the values sync down to every device on the next license check.
Taking orders & payment (for cashiers)
The everyday flow — fast, tap-friendly, and easy to learn.
1. Sign in & open a shift
Tap your name and enter your PIN. Open a shift with your starting cash float to begin selling.
2. Build the order
Tap a drink, choose its options (size → hot/iced → caffeine → sugar, then any add-ons), and it drops into the cart. Add a per-item note (e.g. 'extra hot') that prints for the barista. Pick Dine-in, Takeout, or Delivery at the top. Need to pause? Hold the order and recall it later.
3. Apply a discount (optional)
Tap Discount in the cart for a peso amount or a percentage. Choose Senior or PWD and Kopi computes the 20% VAT-exempt total automatically. Discounts above the cashier cap ask for a manager PIN.
4. Take payment
Tap Charge, then choose how the customer pays: Cash (tap a suggested amount or type what you received — Kopi shows the change), GCash / Maya (customer scans the QR), or Card (Big plan). Confirm to record the sale.
5. Print the receipt & stamp loyalty
After confirming, the invoice preview appears — tap Print Receipt for a thermal receipt. On the Loyalty screen, look the customer up and add a stamp; a full card becomes a free drink.
6. Refund or review
Open Transactions to see every order, page through history, or reprint a receipt. Refund reverses a sale with a reason — stock is restored and the action is written to the audit log.
Run the floor with the Order Board
A live kitchen/bar display so nothing gets missed during the rush.
1. Tickets arrive automatically
Every order rings up as a ticket in the New column the moment it is charged.
2. Route by station
Filter the board to Bar or Kitchen so each station sees only the items it makes — drinks to the bar, food to the kitchen.
3. Advance each ticket
Tap to move a ticket New → Preparing → Ready → Served. Tickets older than 10 minutes are highlighted so they don't slip.
Reports & end of day
Know your numbers — included on every plan.
1. X-Reading
Print a snapshot of the current shift's sales any time, without resetting anything.
2. Z-Reading (close the day)
Closing the shift counts the drawer, shows the over/short variance against expected cash, prints the Z-Reading, and resets totals for the next day.
3. Daily & monthly reports
Print totals, top sellers, sales by order type, and (Medium & Big) a breakdown of sales by cashier. Big unlocks custom date ranges and advanced analytics.
4. Audit log
Settings → Audit log lists refunds, deletions and discount overrides with who did it and when — on the POS and in the admin dashboard.
Still have questions?
The POS works the same way in all 16 languages. Reach us from the Customer Portal and we'll help you get set up.