POS OPERATIONS

OPENING PROCEDURE

These steps must be completed every single morning before you serve any customer. Do not skip any step.

1.1 Start of Day

Before anything else, you need to turn on the computer and open the POS system.

1. Turn on the office desktop computer. Press the round power button on the front of the computer box (the big black tower under the desk). Wait for the screen to show the Windows desktop. This takes about 1-2 minutes.
2. Open the web browser. Double-click the Google Chrome icon on the desktop. It looks like a colourful circle (red, yellow, green, blue).
3. Navigate to the POS Teller. Click in the address bar at the top of the browser (where you see "https://...") and type: nana-bambis.netlify.app/ops/pos/teller-screen.html then press Enter.
4. Verify the date and time are correct. Look at the top-right corner of the teller screen. You will see a digital clock. Check that it shows the correct time. If the time is wrong, call the supervisor immediately — do NOT proceed.

1.2 Float Count

A "float" is the starting cash you put in the cash drawer so you can give change. At Nana Bambi's, the standard float is ₱5,000.

1. Get the cash float from the safe. The Night Auditor or Manager will give you a sealed envelope with ₱5,000 in mixed notes and coins.
2. Count the float yourself. Open the envelope. Count every single note and coin. You must count it yourself even if someone already counted it. The total must be exactly ₱5,000.
3. If the amount is wrong, STOP. Do not put it in the drawer. Tell the Manager immediately. Wait for them to fix it.
4. Place the cash in the drawer. Put the notes in the correct slots (largest to smallest, left to right). Put coins in the coin wells at the front.
5. Record the float amount on the teller. The POS will ask for your opening balance. Type 5000 and confirm.

1.3 Verify Previous Day

Before you start trading, you must confirm that yesterday's business day was properly closed.

1. Ask the Night Auditor: "Was yesterday's Z-report completed?" If yes, proceed to the next section.
2. If the answer is "no" or "I don't know" — STOP. Do NOT start serving customers. The previous day must be closed before a new day begins.
3. If you are the first person in and there is no Night Auditor, check the Z-report section on the teller (see Section 6.0). If it shows the last Z-report was NOT yesterday's date, call the Manager.

RINGING A SALE

This is the most common thing you will do. A customer comes to the counter with products. You add those products to the POS, take their payment, and give them a receipt. Follow these steps every single time.

2.1 Select the Spoke

A "spoke" is what we call each department or product category. Before you can add items, you need to select which spoke they come from.

1. Look at the product the customer is buying. What type of product is it? Meat? Bread? Animal feed? Fresh vegetables?
2. Tap the matching spoke tab at the top of the teller screen. Here is a quick guide:

2.2 Add Items to the Cart

Once you have selected the correct spoke, you will see a grid of items (products). Each item is shown as a button with its name and price.

1. Find the item the customer wants. Scan the grid of items. They are arranged alphabetically within each spoke.
2. Tap/click the item once. It will be added to the cart on the right side of the screen. The quantity starts at 1.
3. Need more than one? Either tap the same item again (each tap adds 1 more), or tap the item in the cart and use the + and - buttons to adjust the quantity.
4. Check the cart. Make sure the item name, quantity, and price are all correct before moving on.

2.3 Select Grade (Price Level)

Nana Bambi's uses a grading system for prices. This lets us charge different prices for different quality levels or customer types.

1. For most sales, leave it on G5. This is the default and you do not need to change anything.
2. To change the grade, tap the Grade selector and choose the appropriate level. G2-G4 are locked and will show a padlock icon.
3. G1 requires manager approval. If a customer qualifies for G1 pricing, the Manager must enter their PIN to authorise it.

2.4 Select Payment Method

After all items are in the cart, you need to select how the customer is paying. The system supports five payment methods.

1. Cash is the default. It is already selected when you start. If the customer is paying cash, you do not need to change anything.
2. Visa or Mastercard — If the customer presents a credit or debit card, tap the correct card type. You MUST enter the Reference Number / Approval Code from the card terminal receipt.
3. EFT (Electronic Funds Transfer) — For bank transfers or GCash. Tap EFT and enter the reference number.
4. Account Credit — Only for customers who have an approved credit account with Nana Bambi's. Tap Account Credit, scan or type their member card number.

2.5 Complete the Sale

You have selected items, chosen the grade, and selected the payment method. Now it is time to finalise.

1. Review the cart one final time. Check: correct items? Correct quantities? Correct total?
2. Tap the FINALISE button. This is the big green button at the bottom of the screen.
3. If paying CASH: A popup will appear asking "Amount Tendered". Type the exact amount of money the customer gave you. For example, if the total is ₱95 and the customer gives you ₱100, type 100. The system will calculate the change: ₱5.00.
4. If paying by CARD or EFT: Confirm the reference number is entered. The system will finalise immediately (no change calculation needed).
5. Give the customer their change (if cash) and their receipt.
6. The screen clears automatically and is ready for the next customer.

STAFF MEALS

Every team member gets one free meal per day. This is a business benefit. The POS tracks staff meals to prevent abuse.

3.1 First Meal = FREE

1. Ring up the meal items in the cart as you normally would (using the CAFE spoke for most meals).
2. Select "Staff Meal" as the payment method. This is a special payment type — not Cash, not Card.
3. Enter the staff member's full name when prompted. Type their name exactly as it appears on the roster (e.g., "Maria Santos").
4. Tap FINALISE. The system will record this as a free staff meal — no money changes hands.

3.2 Second Meal = CHARGED

If a staff member has already had their free meal today and wants another one, the system will alert you.

1. Ring up the items and select Staff Meal. Enter the staff member's name as usual.
2. The system shows a warning: "[Name] has already had their FREE meal today."
3. You have two options:
   — Option A: Payroll Deduction. The meal cost is deducted from their next pay. Tap "CHARGE TO PAYROLL".
   — Option B: Loyalty Card. If the staff member has a loyalty card with enough points, they can use points. Tap "USE LOYALTY CARD".
4. Always suggest the loyalty card first. Say: "You've already used your free meal today. Would you like to use your loyalty card points?"

VOID PROCEDURE

Sometimes you need to remove an item from the cart. This is called a "void." Every void is tracked for security.

4.1 Void an Item

1. Tap the item in the cart that you need to remove. It will become highlighted (selected).
2. Tap the VOID button. This is a red button below the cart area.
3. For voids UNDER ₱500: The item is removed immediately. No PIN needed.
4. For voids OVER ₱500: A PIN prompt appears. The Manager must enter their PIN to authorise the void. You cannot override this.
5. The voided item goes to the Void Bag. This is an audit trail that the Night Auditor reviews every day. All voids are recorded with the time, the operator name, and the reason.

TILL BALANCE / CASH-UP (End of Shift)

At the end of your shift, you must count the cash in your drawer and check it against what the system says you should have. This is called "cashing up" or "till balance."

5.1 Count Your Drawer

1. Stop serving customers. Close your register to new sales. Put up the "Next Register Please" sign if available.
2. Remove the entire cash drawer from the register and take it to the counting area (back office table).
3. Count ALL notes first. Separate by denomination. Count each pile twice.
   — ₱1,000 notes: count and record
   — ₱500 notes: count and record
   — ₱200 notes: count and record
   — ₱100 notes: count and record
   — ₱50 notes: count and record
   — ₱20 notes: count and record
4. Count ALL coins.
   — ₱10 coins: count and record
   — ₱5 coins: count and record
   — ₱1 coins: count and record
   — ₱0.25 coins: count and record
5. Add it all together. This is your Total Cash Counted.

5.2 Run Shift Report

1. On the teller screen, tap SHIFT REPORT.
2. The report shows all payment types for your shift:

5.3 Acceptable Variance

The "variance" is the difference between what the system says you should have and what you actually counted. Small differences are normal (coins roll under things, rounding happens). Large differences are a problem.

5.4 Sign Off

1. Print the Shift Report. Tap the PRINT button on the shift report screen.
2. Sign and date the printed report. Write your full name, signature, and today's date at the bottom.
3. Gather all card terminal receipts (Visa, Mastercard slips) from the terminal printer.
4. Prepare the safe drop envelope:
   — Put all cash EXCEPT the ₱5,000 float into the envelope.
   — Put the signed shift report in the envelope.
   — Put all card terminal slips in the envelope.
   — Seal the envelope. Write the date and your name on the outside.
5. Drop the envelope in the safe. The safe drop slot is the narrow opening on top of the safe.
6. Return the float (₱5,000) to the cash drawer for the next shift, OR lock it in the safe if you are the last shift.

Z-REPORT (End of Day)

The Z-Report is the final daily report. It closes the business day permanently. This is the most important report of the day.

6.1 What is a Z-Report

• The Z-Report closes the day. Once run, you cannot add more transactions to that day.
• It shows every single transaction that happened: all sales, all payment methods, all voids, all staff meals.
• It cannot be undone. If you run it too early (e.g., at 3pm when the shop closes at 6pm), those remaining hours of sales will go into the NEXT day, creating a mess.
• It is the source of truth for daily revenue. Finance uses this report.

6.2 Running the Z-Report

1. Ensure ALL shifts are cashed up. Every operator must have completed their till balance (Section 5.0) before the Z-Report is run.
2. Tap the Z-REPORT button on the teller screen. It is in the management section (usually behind a PIN).
3. Review the Z-Report preview carefully. Check that the totals look reasonable. If today was a normal trading day and the total is ₱0 or some impossibly large number, something is wrong. STOP and investigate.
4. Confirm the Z-Report. Tap CONFIRM. The day is now closed.
5. Print two copies. One for the safe. One for the office filing cabinet.
6. Sign and date both copies.

BACKUP PROTOCOL

All POS data is stored locally on each device (in the browser). If a device breaks, gets stolen, or its browser data is cleared, everything is lost — UNLESS you have a backup. Backups are non-negotiable.

7.1 Office Desktop (Master Hub)

The office desktop is the main POS terminal. It has the most data and is the most critical device to back up.

1. Open the Backup Manager. Navigate to: nana-bambis.netlify.app/ops/pos/backup-manager.html
2. The Backup Manager auto-runs daily. On the first visit each day, it automatically creates a backup and downloads it as a JSON file to the Downloads folder.
3. Look for the green banner at the top of the page. It should say: "Backed up today at XX:XX" with a green background.
4. If you see a RED banner that says "No backup today" or "Backup overdue" — click the "RUN MANUAL BACKUP" button immediately.
5. The backup file is saved to the Downloads folder with a name like: nana-bambis-backup-2026-03-25.json

7.2 Satellite Tablets (Sipocot, Daet, Tagkawayan)

Each satellite location has its own tablet running the POS. These tablets store their own data independently.

1. At the end of each trading day, the person closing the satellite must open the Backup Manager on the tablet.
2. Tap "Download Backup" to save the JSON file to the tablet's storage.
3. Once a week: Connect the tablet to the office desktop via USB cable OR email the backup file to the office email address.
4. The office will archive satellite backups in separate folders: "Sipocot Backups", "Daet Backups", "Tagkawayan Backups".

7.3 Driver iPads

Delivery drivers use iPads for route management and recording deliveries.

1. At the end of each delivery route, the driver opens the Backup Manager on the iPad.
2. Tap "Download Backup". The file saves to the iPad.
3. When the driver returns to the hub, they transfer the backup file to the office desktop (via AirDrop, USB, or email).

7.4 What to Do if a Device Dies

If a computer, tablet, or iPad breaks, gets stolen, or its browser data is accidentally cleared, here is how to recover:

1. Do not panic. If you have been doing daily backups, you will lose at most one day of data.
2. Get the replacement device (or the repaired device) and open the browser.
3. Navigate to the Backup Manager: nana-bambis.netlify.app/ops/pos/backup-manager.html
4. Tap "RESTORE FROM BACKUP".
5. Select the most recent backup JSON file from wherever it was saved (Downloads folder, USB drive, email attachment).
6. Preview the data. The system shows you what will be restored: number of transactions, date range, items, etc. Verify it looks correct.
7. Tap "CONFIRM RESTORE". All data is restored in seconds.

OFFLINE MODE

Internet in Ragay can be unreliable. The POS system is designed to work even when the internet goes down. Here is what you need to know.

8.1 What Happens When Internet Drops

1. The POS keeps working. A "service worker" (a piece of software built into the browser) keeps all POS pages available even without internet.
2. All transactions save to localStorage (that means the data is stored directly on the device, not on the internet). You will NOT lose any data.
3. You may see a connectivity indicator change colour:
   — GREEN = Online, everything normal
   — AMBER = Internet is slow or intermittent
   — RED = Offline, working from local storage
4. Continue serving customers as normal. The system works the same whether online or offline.

8.2 What Does NOT Work Offline

Most things work offline, but a few features require internet:

8.3 When Internet Returns

1. No action needed from you. The browser automatically reconnects.
2. Pages may refresh on next load. If a software update was pushed while you were offline, you may see the page reload. This is normal.
3. All your data is already saved locally. Nothing changes when internet comes back — your transactions are stored on the device regardless.

QUICK REFERENCE CARD

Print this page and keep it next to the register for fast reference.