How does bar operation work?

What bar operation includes

• The "Bar" tab in the WebApp or app (on the computer the "Bar" menu item): it appears for everyone allowed to book to all accounts or to take money, and bundles "Bar" (table orders), "Split round", "Cash desk & Z report" and – with the right to do so – "Reversals & statements". On the computer they sit side by side as tabs.
• The kiosk tablet: it shows all accounts of the list; members tap their account, enter their PIN and book themselves.
• The settings in Administration (/admin): choose the list on the left, then "Operations" with "Cash desk & Z report", "QR ordering" and "Kiosk". From the WebApp on the computer, "Administration ↗" at the top right takes you there, and "Open WebApp ↗" brings you back.
• There are no shifts as such: a cash session runs from opening with a change float to closing with a Z report.

Give the bar staff their roles

1. Open /admin, choose the club and go to "Members & roles".
2. Add an access: enter the email address and choose the list under "Area".
3. Under "Role" choose "Bartender (all accounts)" for people who only serve and book, or "Cashier" for people who also take money.
4. For helpers, for example at a party, set "Valid from" and "Valid until" – outside this period the access has no rights. Roles and "Valid until" are changed only here in the Administration; in the admin area of the WebApp or app, "Members & roles" only invites or removes accesses.

What bartenders and cashiers may do

• Bartenders book to any account of the list, accept and deliver table orders and use "Split round" to spread a round over several accounts. They may not take money. With "Evenly by amount" every account pays the same share – even with fewer items than accounts, e.g. 1 crate for 5 players; stock counts the crate only once.
• Cashiers may do everything bartenders can, and in addition run the cash register, take cash sales and collect open balances from members.
• Collecting an open balance: choose the account, tap "Collect payment", choose the payment method "Cash" and confirm – the balance is settled at once.
• Someone without their own login can still take money: in /admin under "Journals & accounts" → "Accounts", tick "Management account" on the account. Signed in with this account and its PIN, it has the rights of a cashier.
• Cashiers also see the list's reports – bookings, balances and revenue as PDF, Excel or CSV: in the WebApp or app under "Settings" → "Admin area" → "Reports & export" (on the computer the "Admin area" menu item, group "Journals & reports") and in /admin under "Journals & accounts" → "Reports & export". Cashiers sign in to the Administration with their own login and only see their lists there.

Set up a tablet as a kiosk

1. Open the list in /admin and go to "Operations" → "Kiosk". The kiosk is set up only here in the Administration; in the admin area of the WebApp or app it is only started.
2. Enter a PIN under "New kiosk PIN (4–8 digits)" and click "Save kiosk PIN". The PIN must not start with 0; only with it can the kiosk be exited on the tablet.
3. Under "Return automatically after" choose when the tablet returns to the account overview after booking (1, 2, 5 or 10 minutes).
4. On the tablet, sign in to the app with email address and password as owner or manager and tap "Settings" → "Admin area" → "Kiosk" → "Start this device as kiosk". Your sign-in on the tablet ends in the process.
5. The tablet then appears in the device list under "Kiosk" in /admin. If it gets lost, block it there with "Block device".

Account display, sign-in and WebApp at the kiosk

• "Account display on the kiosk" in /admin under "Operations" → "Kiosk": "Tiles" (default) or "List (alphabetical)" – one row per account, sorted by the displayed name (nickname, otherwise name). From 25 accounts an A–Z bar at the edge jumps to a letter; search stays. The choice reaches the tablet without a restart.
• Only someone signed in with email address and password can start the kiosk – as owner or manager of the list. Anyone signed in with a cash or PIN account sees a notice in the admin area instead of "Kiosk": sign out, sign in with email, then "Admin area" → "Kiosk".
• When starting, "Sign out of the management" is ticked – leave it that way: otherwise anyone who guesses the kiosk PIN would get into the administration.
• The kiosk also runs in the WebApp in the browser, for example on an older iPad from iPadOS 15.4 that no longer gets the App Store app: put the WebApp on the home screen via "Share" → "Add to Home Screen", start the kiosk from there and hold the iPad in the kiosk with iOS Guided Access. The "Older iPads and iPhones" guide explains it step by step.

How a member books at the kiosk

1. The member taps their account on the tablet and enters their PIN. Accounts ticked "Without PIN" need none. The order of the accounts – at the kiosk, at the bar, in the account picker, in "Split round", under "Accounts" and at check-in – is set by "Account sort order": "Nickname (otherwise name)" (default), "Name as entered" or "Last name (last word of the name)"; with "von …" or double names without a hyphen this can differ. Set it in the Administration under "Journals & accounts" → "Accounts" at the top right, or in the admin area under "Accounts" (on the computer above the table, on mobile below the account list).
2. They choose the items and book.
3. The tablet then returns to the account overview automatically. The kiosk is exited with "Exit kiosk" and the kiosk PIN.

Profile pictures at the kiosk

• Every account can have a profile picture – PIN-only accounts too. Members upload it themselves in their account settings: "Profile picture" → "Take or choose photo".
• The administration uploads for others – in /admin via the person symbol in the account's row, in the admin area of the WebApp or app in the account form – and only with the tick "The person has agreed to this profile picture." The administration may remove a picture at any time.
• At the kiosk the photos appear on the account tiles, so people find themselves faster than by name; also when splitting a round and in the leaderboard (with consent only). Without a photo, the initials appear in a fixed colour. Turn this off in the kiosk settings with "Profile pictures on the account tiles".
• When an account is archived or a login deleted, the profile picture is deleted too.

Split a round at the kiosk

1. In /admin under "Operations" → "Kiosk", tick "Split rounds at the kiosk". It is off by default; the switch is only in the Administration.
2. A member signs in on the tablet and puts the round in the cart. Next to "Book now", the button "Split round" appears at the bottom.
3. They tap the accounts of everyone chipping in – sorted like the account picker, with search; their own account is always included. "Next" shows the share per account: evenly, leftover cents to the first accounts, and even with fewer items than people everyone pays the same share.
4. With "Confirm now" each person appears in turn in large type with their share and enters their own PIN. If "Book without PIN" is on or the account needs no PIN, "I’m in" is enough. Anyone not paying is removed with "Take out of the round"; the shares then change and everyone confirms again.
5. Once everyone has confirmed, the round is booked – on all accounts or on none. If one account fails, for example on its credit limit or youth protection, the tablet names only that account, never a balance, and nothing is booked.
6. "Cancel" works at any time; the cart stays. If the kiosk signs out automatically, the unfinished round is discarded. Wrong PINs count against the respective account, just like signing in at the kiosk.

Booking yourself on your own smartphone

1. A member needs neither a role nor a tablet for this: every account may book to itself.
2. You find the member code and PIN in /admin under "Journals & accounts" → "Accounts" with "Show code and PIN" in the account's row. Give both to the member.
3. The member opens the app on their smartphone, signs in with "Member code" and PIN and books their drinks themselves.
4. Even easier with a QR code: choose "Show sign-in QR code" in the same row. When signing in, the member taps "Scan QR code" in the WebApp or app and is then signed in to their account without a PIN.
5. A typical case: an honesty kiosk or drinks cabinet without a tablet and without bar staff – whoever takes something books it right away on their phone.

Guests pay cash at the kiosk

1. The list's cash mode must be switched on. Then tick "Guests pay cash at the kiosk" in /admin under "Operations" → "Kiosk". The switch is only in the Administration; "Kiosk" in the admin area of the WebApp or app leads there. It is off by default.
2. The kiosk tablet now shows a large "Pay cash as a guest" button above the accounts. The guest taps their drinks, corrects with + and −, sees the total and taps "Pay".
3. The tablet shows "Please put … in the cash box". The guest puts the money in the cash box and taps "Done". Only then is the sale booked – like a cash sale at the register, with the guest price, stock deduction and a TSE receipt if the club has a TSE.
4. Finally the tablet shows a QR code. Scanned with a phone, it opens the digital receipt with items, total and VAT, also as a PDF – for 90 days. The tablet then returns to the start screen on its own.
5. In the cash book, on the Z report and in exports these sales appear with the cashier "Kiosk (Gast)". If a cash session is open, they count towards its expected balance.
6. Mistyped? Under "Cancel sale" on the guest screen a manager picks the sale and their management account and enters their PIN.
7. Important: this is an honour system – whether the money really is in the cash box only shows when you count the cash. Limits apply per purchase (by default 20 items and €100). Please check receipt and TSE obligations with your tax adviser.

Handle table orders

1. Open the "Bar" tab in the WebApp or app and then "Bar". New orders are listed at the top with table, name, items and waiting time.
2. Tap "Accept". The order is then shown to everyone as in progress with your name.
3. A member's order: after serving, tap "Deliver · book to …" – the amount goes to the member's account.
4. A guest's order: after serving, tap "Paid cash" or "Card". Only cashiers, managers and owners may do this.
5. If something goes wrong, tap "Cancel" and give a reason. Orders nobody accepts expire after the time set in /admin under "Operations" → "QR ordering" (5 to 1440 minutes).

Open the register, sell, close

1. "Bar" tab → "Cash desk & Z report" → "Cash session": tap "Open register" and enter the change float. From now on cash sales and movements are counted.
2. Cash sale without an account: under "Cash sale" tap the items, then "Take cash" or "Card". The stock is reduced.
3. Money that enters or leaves the register without a sale – purchases, tips, withdrawals – is recorded as "Cash in or out".
4. At the end, tap "Close register" and enter the counted cash. If it differs from the expected amount, a note is required.
5. The Z report as a PDF is under "Closed sessions" in the WebApp or app or in /admin under "Operations" → "Cash desk & Z report".

Receipt printer and order display

• Receipts automatically: in /admin under "Operations" → "Receipt printers", edit the printer and under "What does this printer print?" tick "Receipts (automatically after every cash sale)". A receipt then comes out right after every cash sale at the register.
• Z report on paper: with "Z report (when closing the register)" the printer prints the Z report as soon as you close the register. You can reprint it in /admin under "Operations" → "Cash desk & Z report" with the printer icon "Print Z report" in the session's row.
• To print a single receipt later, use "Print receipt" in /admin under "Journals & accounts" → "Payment journal".
• Table orders: with "Order tickets (new orders from QR ordering)" a printer prints every new order – if you like, only certain product groups, for example food in the kitchen and drinks at the bar.
• A screen works instead of paper too: in /admin under "Operations" → "Order displays", create a display for the bar or kitchen with "Add order display" and open its link on a tablet or TV. Staff tap "In progress" and "Done" there; delivering and taking payment still happen in the "Bar" tab.
• What comes out where is shown by the "Print routes" overview under "Receipt printers" in /admin. How to set up the printer itself is explained in the receipt printer guide.

Bottle deposit at the bar and cash desk

1. If bottle deposit is switched on (/admin → "Products & stock" → "Bottle deposit"), cash sale, kiosk and QR ordering show "plus … bottle deposit" for items with a deposit type. The total and the card terminal amount include the deposit.
2. Taking back empties: in the WebApp open the "Bar" tab → "Bottle deposit refund" (the cash desk also has a "Bottle deposit refund" button), then choose the quantity per deposit type.
3. "Pay out in cash" pays the amount out of the open register – with its own receipt, reducing the session's expected cash. This needs the cash desk right.
4. "Credit an account" credits the amount to an account – bartenders and cashiers may do this, not the member themselves and not the kiosk.
5. The Z report shows "Bottle deposit received", "Bottle deposit refunded" and "Bottle deposit balance". The existing cash movement "Bottle deposit refund" still works and is counted there.