5. Point of Sales Module

5.1. Configuration

5.1.1. How to set access rights for each level of users on POS (Manager, Cashier, Waiters)

5.1.2. How to configure POS for cashier

5.1.3. How to configure POS for waiter

5.1.4. How to design a table plan

5.1.5. Which hardwares are compatible with Kiu POS

5.1.6. Hardware setup for POS

5.2. Session

5.2.1. How to open a session

5.2.2. How to close a session

5.2.3. How to manage multi-session

5.3. Sale on POS

5.3.1. How to transfer table

5.3.2. How to apply Time-limited or seasonal discounts?

5.3.3. How to create and run loyalty & reward program

5.4. Payment

5.4.1. How to process a payment of the order

5.4.2. How to pay a bill both by card and in cash?

5.4.3. How to split the bill

5.4.4. How to discount on POS

5.4.5. How to return and refund products on POS?

 

 

4.3.2. Record Customer Sale Order manually

Sales Module ‣ Sales ‣ Sale Order ‣ Create SO accordingly (Note to choose a suitable Quotation template) ‣ Confirm SO

A draft Subscription will be generated automatically once you confirm SO.

If your Sale Order is directly recorded by online Customers confirmation you can skip these above manual steps.

Go to Subscriptions Module ‣ Subscriptions ‣ Choose the Subscription ‣ Review all information and revise if needed (especially Start Date, End Date & Next Invoice Date).

Create Invoice from Sale Order:

Sales Module ‣ Invoicing ‣ Sales to Invoice ‣ Choose SO ‣ Create Invoice ‣ Validate

A draft Deferred Revenue will be generated accordingly.

Go to Accounting Module ‣ Adviser ‣ Deferred Revenues ‣ Choose the Deferred Revenues ‣ Review and revise information if needed 

‣ Compute Revenue ‣ Confirm 

‣ Deferred Revenue journal entries for next period will be generated automatically

This is one loop of Subscription. The loop will continue until the End Date of Subscription. On that date, the Subscription will be sent to Subscription to Renew. What you need to do is Renew the Subscription ‣ A new SO will be generated automatically and start the next loop.

4.3.1. Prepare & Configuration

Step 1: Firstly, you need to create your subscription product:

Subscription Module ‣ Subscriptions ‣ Subscription Product ‣ Create

You can publish your product on website for your customers shopping online or record Sale Order manually.

See How to publish product on website.

‣ Create Product Variant if needed ‣ Save

‣ Set Variant Prices

You can use the Navigation button to set sequences of price calculation.

Step 2: Create Deferred Revenue Type

Accounting ‣ Configuration ‣ Deferred Revenue Type ‣ Create

Tip: You should use a separate journal to track deferred revenue entries.

Step 3: Create Subscription Template

Subscription Module ‣ Subscriptions ‣ Subscription Templates ‣ Create ‣ Choose Deferred Revenue Type respectively

Step 4: Create Quotation Template

Sale Module ‣ Configuration ‣ Quotation Templates ‣ Create ‣ Choose Contract Template (Subscription Template)

 

4.2. Subscription Workflow

Customers subscribe on website ‣ SO is generated automatically 

‣ Based on the settings of Contract Template set at Quotation template of SO, a Draft Subscription will be generated automatically

‣ Edit info (especially End date) on that Subscription if necessary

‣ Validate the Subscription

‣ Manually create an invoice from SO at Sale Module ‣ Validate the Invoice

‣ Based on the settings of Deferred Revenue Type on Subscription Template (Contract Template) a Deferred Rev enue will be generated automatically.

‣  Next invoice will be generated automatically based on the Subscription until the End Date of Subscription

‣ The Subscription will be sent to List of Subscription to Renew by the End Date

‣ Once we renew the Subscription, a SO will be generated accordingly.

‣ Manually create 1st Invoice and start next loop.

4.1. Functionalities

  • Automated contract management 

Automatic creation of clear contracts: Confirm a quotation with recurring products and the contract is created with the correct settings and products. 

Automatic customer invoicing: Speed up the invoicing process by automating it after easily setting up your customers’ data. Accounting is automatically up-to-date, including invoice creation, validation, and payment encoding. 

  • Automatic tax handling 

Taxes are managed automatically in real time based on your settings for regions and rates. 

Automatic payments. 

  • Customer satisfaction 

Easy signups: Send sales orders and contract management page directly to customers through secured URL access.  

No login required: No need to log in or even to create an account on your website to browse contracts and quotations.

User-friendly customer portal: Give access to customers to all their data at a glance and in detail: running contracts; interactive quotes allowing customers to get in touch with the salesperson; orders; and invoices (pdf format).

Customers editing option: Let customers modify contact details, and fine-tune access rights to contract options as well. Display extra options customers can simply add or remove from the contract. 

Clear overview: Let customers browse through all the details of their online contract: invoice address; recurrence; next invoice date; plan; options; payment. 

Easy payment and customer invoicing: Let customers access automatic payments upon credit card registration and receive invoices by email automatically. 

Contracts closable by customer: Customers can close the contract themselves and provide a reason for their decision.

No data lost, ever: Information is safely stored, even when a payment doesn’t go through. 

  • Analytics and forecasts 

Monthly Recurring Revenue: New, Churned, Expansion, Down and Net New MRR. Automatic recognition of revenues as they incur.

Understand your business’ growth: Forecasted annual MRR growth and forecasted annual contracts growth.

KPI tracking: Net and Non-recurring revenue, Average revenue per contract, Annual run-rate, Lifetime value, Logo churn, Revenue churn and Contracts.

  • Sales performance analysis 

Analyze per Salesperson: Examine each sales team member’s impact on your MRR for New, Churned, Expansion, Down and Net New MRR per Salesperson.

  • Sales life made easier 

Create templates: Save time by creating and use contract templates for your most frequent scenarios. 

Set up billing scenario: Supports price lists, discounts and units of measure.

Manage customer access: Self-subscription & management from the customer portal (grant different access rights to your users: restricted, upgrade only, upgrade and downgrade), define service options and setup fees.

10.7. How to plan and track employees’ assignments?

Following and planning your employees’ assignments can be a heavy challenge especially when you manage several people. Luckily, using Kiu Project, you can handle it in only a couple of clicks.

Configuration

If you wish to manage time estimation, you will need to enable timesheets on tasks. From the Project application, go to Configuration ‣ Settings in the dropdown menu. Then, under Time Work Estimation, select the manage time estimation on tasks option. Do not forget to apply your changes.

This feature will create a progress bar in the form view of your tasks. Every time your salesperson will add working time in his timesheet, the bar will be updated accordingly, based on the initially planned hours.

Manage tasks with views

You can have an overview of your different task thanks to the multiple views available with KiuBMP. Three main views will help you to plan and follow up on your employees’ tasks: the kanban view, the list view (using timesheets) and the calendar view.

Create and edit tasks in order to fill up your pipeline. Don’t forget to fill in a responsible person and an estimated time if you have one.

Get an overview of activities with the kanban view

The Kanban view is a post-it like view, divided in different stages. It enables you to have a clear view on the stages your tasks are in and the ones having the higher priorities.

The Kanban view is the default view when accessing a project, but if you are on another view, you can go back to it any time by clicking the kanban view logo in the upper right corner

Add/rearrange stages

You can easily personalize your project to suit your business needs by creating new columns. From the Kanban view of your project, you can add stages by clicking on Add new column (see image below). If you want to rearrange the order of your stages, you can easily do so by dragging and dropping the column you want to move to the desired location. You can also fold or unfold your stages by using the setting icon on your desired stage.

 Tip

Create one column per stage in your working process. For example, in a development project, stages might be: Specifications, Development, Test, Done.

Sort tasks by priority

On each one of your columns, you have the ability to sort your tasks by priority. Tasks with a higher priority will automatically be moved to the top of the column. From the Kanban view, click on the star in the bottom left of a task to tag it as high priority. For the tasks that are not tagged, KiuBMP will automatically classify them according to their deadlines.

Note that dates that passed their deadlines will appear in red( in the list view too) so you can easily follow up the progression of different tasks.

 Tip

Don’t forget you can filter your tasks with the filter menu.

Track the progress of each task with the list view

If you enabled the Manage Time Estimation on Tasks, your employees will be able to log their activities on tasks under the Timesheets sub-menu along with their duration. The Working Time Progress bar will be updated each time the employee will add an activity.

As a manager, you can easily overview the time spent on tasks for all employees by using the list view. To do so, access the project of your choice and click on the List view icon (see below). The last column will show you the progression of each task.

Keep an eye on deadlines with the Calendar view

If you add a deadline in your task, they will appear in the calendar view. As a manager, this view enables you to keep an eye on all deadlines in a single window.

All the tasks are tagged with a color corresponding to the employee assigned to them. You can easily filter the deadlines by employees by ticking the related boxes on the right of the calendar view.

 

10.6. Visualize a project’s tasks

In day to day business, your company might struggle due to the important amount of tasks to fulfill. Those tasks already are complex enough. Having to remember them all and follow up on them can be a burden. Luckily, KiuBMP enables you to efficiently visualize and organize the different tasks you have to cope with.

Create a task

While in the project app, select an existing project or create a new one.

In the project, create a new task.

In that task you can then assigned it to the right person, add tags, a deadline, descriptions… and anything else you might need for that task.

View your tasks with the Kanban view

Once you created several tasks, they can be managed and followed up thanks to the Kanban view.

The Kanban view is a post-it like view, divided in different stages. It enables you to have a clear view on the stages your tasks are in and which one have the higher priorities.

The Kanban view is the default view when accessing a project, but if you are on another view, you can go back to it any time by clicking the kanban view logo in the upper right corner

You can also notify your colleagues about the status of a task right from the Kanban view by using the little dot, it will notify follower of the task and indicate if the task is ready.

Sort tasks in your Kanban view

Tasks are ordered by priority, which you can give by clicking on the star next to the clock and then by sequence, meaning if you manually move them using drag & drop, they will be in that order and finally by their ID linked to their creation date.

Tasks that are past their deadline will appear in red in your Kanban view.

 Note

If you put a low priority task on top, when you go back to your dashboard the next time, it will have moved back below the high priority tasks.

Manage deadlines with the Calendar view

You also have the option to switch from a Kanban view to a calendar view, allowing you to see every deadline for every task that has a deadline set easily in a single window.

Tasks are color coded to the employee they are assigned to and you can filter deadlines by employees by selecting who’s deadline you wish to see.

10.3. How to set up & configure a project?

Overview

Kiu Project allows you to manage a project together with your whole team, and to communicate with any member for each project and task.

It works with projects containing tasks following customizable stages. A project can be internal or customer-oriented. A task is something to perform as part of a project. You will be able to give different tasks to several employees working on this project.

Creating a new project

Open the Project application, and click on Create. From this window, you can specify the name of the project and set up the privacy of the project.

When you have entered all the required details, click on Create.

Manage your project’s stages

Add your project’s stages

On your project’s dashboard. Click on All Tasks.

In the new window, add a new column and name it according to the first stage of your project, then add as many columns as there are stages in your project.

For each stage, there are markers for the status of tasks within a stage, that you can personalize to fit your needs.

Drag your mouse pointer over a stage name, and click on the appearing bearing, and on the opening menu, click on Edit Stage.

A new window will open. The color dots and star icon correspond to customizable markers applied on tasks, making it easier to know what task requires attention. You can give them any signification you like.

Click on Save when you are done.

Rearrange stages

You can easily personalize this view to better suit your business needs by creating new columns. From the Kanban view of your project, you can add stages by clicking on Add new column. If you want to rearrange the order of your stages, you can easily do so by dragging and dropping the column you want to move to the desired location. You can also fold or unfold your stages by using the Setting icon on your desired stage.