Setting Up the System for Restaurants and Cafes: Recipes and POS Step by Step

This guide explains setting up the system for a restaurant or cafe: quick selling from the point of sale, and defining meals as instant bundle products (recipes) so that the ingredients (meat, bread, sauce…) are deducted from stock automatically when each meal is sold, with the meal’s cost and profit calculated.

What Will You Need to Enable?

Feature	Where to Enable It	Mandatory?
Sales and clients	Apps Manager	Mandatory (usually enabled)
Inventory management	Apps Manager	Mandatory (to track the ingredients and create warehouses)
Point of sale	Apps Manager	Mandatory
Use of the bundles and composite units system with the Instant type	Inventory & Products Settings	Mandatory (for recipes)
Use multiple units per item	Inventory & Products Settings	Recommended (buy by the kilogram and issue by the gram)
Order sources	Sales Settings	Optional (dine-in / takeaway / delivery)

Brief Workflow

1. Enable the apps → 2. Bundles and units settings → 3. Warehouses and POS devices → 4. Define the ingredients → 5. Define the meals (recipes) → 6. Set up the point of sale → 7. Open a session and sell → 8. Close the session and review the reports

Step 1: Enable the Apps

1. Go to the “Apps Manager”.
2. Enable “Inventory Management” and then “Point of Sale” (point of sale requires enabling sales and clients).

Step 2: Bundles and Units Settings

Go to Inventory & Products Settings and set:

Setting	Options (Default)	What It Does
Use the Bundles and Composite Units System	Allowed / Not allowed (Not allowed)	Shows the product type Bundle Product. Enable it.
Default Bundle Type	Pack / Compound	Choose Pack: the ingredients are deducted at the moment the meal is sold, which suits restaurants because the meal is prepared on order.
Use Multiple Units per Item	On / Off	Enable it then click Manage Units to create a “Weight” template: the base unit is the gram, and the kilogram = 1000.
Negative Stock	As you choose	If you prevent it, a meal won’t be sold if one of its ingredients isn’t available in a sufficient quantity.

Bundle Type	When the Ingredients Are Deducted	Suits
Pack	When the meal is sold	Meals and drinks prepared on order
Compound	When a quantity is assembled/prepared in advance with an addition requisition	Baked goods or sauces prepared in advance in quantities

Step 3: Warehouses, POS Devices, and Shifts

1. Create the warehouses you need (for example: the kitchen store, the beverages store).
2. From the POS settings, open POS Devices and add a device for each cashier, and choose the warehouse the sales are deducted from.
3. Add the shifts from POS Shifts (for example: morning, evening).

Step 4: Define the Ingredients (Raw Materials)

The ingredients are regular products (there is no special type for raw materials). From Add Product:

1. Create a category named “Ingredients” from Categories so you can hide it later from the cashier screen.
2. Add each ingredient: the name, the category = Ingredients, the purchase price, and choose the “Weight” unit template if it exists.
3. Enable Track Stock (necessary so the quantity is deducted).
4. Enter the opening balance or buy the ingredients with purchase invoices.

Step 5: Define the Meals (Recipes)

From Bundle Product:

1. Enter the meal name, the selling price, the image, and the category (such as: burgers, hot drinks).
2. Enable Track Stock for the meal.
3. In the Bundle Products section, add each ingredient with its quantity and its unit (such as: 150 grams of meat).
4. Make sure the bundle type = Instant, and choose the raw materials warehouse if the ingredients are in a different warehouse (otherwise they are deducted from the sales warehouse).
5. Save.

Example: the “Classic Burger” recipe at a price of 60

Ingredient	Quantity	Unit Cost	Cost
Minced meat	150 grams	0.20 / gram	30
Burger bun	1 piece	3	3
Cheddar cheese	1 slice	2	2
Sauce	30 grams	0.10 / gram	3

When one burger is sold, these quantities are deducted from stock, and the meal’s cost is 38 and its profit is 22.

Step 6: Set Up the Point of Sale

From the POS settings, open POS Configuration and set the most important settings:

Setting	Options (Default)	What It Does
Display Item and Category Images	On (On)	Display the images of the meals and categories on the cashier screen.
Default Client	Choose a client	Such as “Cash Client” so a client doesn’t need to be chosen for every order.
Default Receipt Layout	Choose a template	The POS device receipt template.
Print Receipt Automatically After Payment	On (On)	Prints the receipt as soon as payment is made.
Journal Entry per Invoice	On / Off (Off)	When off, one entry is created for the session. It cannot be changed while a session is open.
Payment Methods – Available Options	Cash, card…	Enable the payment methods and specify the default one.
Allowed Categories	All categories / All except / Selected only (All categories)	Choose All except and specify the “Ingredients” category so the raw materials don’t appear to the cashier.
Sales Adjustment and Auto Adjustment	On (On)	Settling small cash differences when the session is closed.

Dine-in / Takeaway / Delivery

You can distinguish the order type by using order sources from the Sales Settings: add sources such as “Dine-in,” “Takeaway,” and “Delivery,” then choose the source in each order from the cashier screen. You can make one of them the default or make the choice mandatory.

Step 7: Open the Session and Daily Selling

1. Click Open Session, choose the shift and the device, then open the cashier screen.
2. Choose the meals from the categories or by search or barcode.
3. Use Hold to hold an open order (such as a table’s order that hasn’t finished) then Cancel Hold to complete it.
4. Add a discount on the item or the invoice if you have the permission, then choose the payment method and confirm.
5. To return an order, use Return from the cashier screen (fully or partially).

During the session you can record a new cash in or a new cash out (such as petty cash expense) from the session page.

Step 8: Close and Confirm the Session

1. Close the session at the end of the shift.
2. Click Confirm Session Closing and enter the actual amount for each payment method, and choose the treasury the cash is transferred to.
3. Small differences are recorded automatically in the profit account or the loss account according to the settlement settings.

Step 9: Daily Inventory: Waste, Stocktaking, and Purchases

• Record waste (spoiled food, spills) with a manual stock issue requisition for the ingredient.
• Do stocktaking sheets weekly for the ingredients to compare the actual consumption with the theoretical.
• Buy the ingredients with purchase invoices to update the quantity and the average cost.

Step 10: Reports

From the point of sale report:

Report	It Helps You With
Total Product Sales	The best-selling meals
Total Category Sales	The sales of each section of the menu
Shift Sales / Shift Movement (Detailed)	The sales of each shift and the cash movement
Product Profitability / Category Profitability / Shift Profitability	The profit of each meal after deducting the cost of the ingredients

What Is Available and Not Available for Restaurants

Feature	Status
Recipes and deducting ingredients at sale	Available (instant bundle)
Calculating the meal’s cost and profit	Available
Shifts, sessions, and cash settlement	Available
Holding orders	Available (Hold)
Order type (dine-in / takeaway / delivery)	Available through order sources
Working without internet	Available through the desktop app (depending on your plan)
Notes on the meal such as “no onions” or “extra cheese”	Available — you can write a note or choose a note from the notes recorded in Item Notes.

Frequently Asked Questions

• Why weren’t the ingredients deducted when the meal was sold? Make sure Track Stock is enabled for the meal and for each ingredient, and that the meal’s bundle type = Instant.
• Why does the cashier refuse to sell a meal? Usually because one of the ingredients isn’t available in a sufficient quantity and negative stock is prevented. Buy the ingredient or adjust its balance.
• How do I hide the ingredients from the cashier screen? From POS Configuration, choose Allowed Categories = All except and specify the ingredients category.