The back office

The back office is a website for owners and managers, served by the hub on the same address and port as everything else (for example http://192.168.1.20:8080). Use it on a laptop or a phone to set up a shop, edit the menu and staff, change shop settings, pair and remove devices, and see sales.

A POS device on its own (single-device mode) has no back office; its owner does all of this in the app’s Settings. Move the shop to a hub to use the back office.

Status: pre-alpha. In English, Bahasa Melayu and 简体中文: choose a language below the sign-in form, or under Account once signed in.

Getting in

There are three ways to sign in for the first time:

• A new shop. Open the hub’s address in a browser and choose Set up a new shop. The wizard asks for the hub’s setup code (printed in the hub’s log when it starts, or set with OPENKEDAI_SETUP_CODE), then the shop’s name, SST registration and service charge, your name and POS PIN, and an email and password. It ends on the pairing page, ready for the first POS device.
• A shop moved to the hub from its POS device. On that device, signed in as an owner or manager, go to Settings → Hub → Back office → Get a sign-in code. In the browser, choose I have a code from the POS, enter the code, and choose an email and password. The code works once, for 30 minutes.
• A manager. An owner opens Staff, picks the manager and sets an email and password for them.

Forgot your password? Get a new code from a POS device as above. It sets a new password and signs you out everywhere else.

One account can run several shops on the same hub: Account → Add another shop runs the wizard again, and Switch shop moves between them.

Only owners and managers can sign in. Making someone a cashier, or removing them from the staff, closes the back office for them at once.

What’s in it

Page
Reports	Sales for a day or a period: totals, average order, by payment (including plugin payment types), by order type, SST by code, by item, by day. CSV exports of orders, items sold, and payments with refunds
Shifts	Every device’s shifts, newest first, with each X- or Z-report: sales, payments, cash drawer, counted cash and the difference
Menu	Items with price, tax code, category, service charge, kitchen printing and modifier groups; categories with colours; modifier groups and their prices
Staff	Names, roles and POS PINs; who can sign in to the back office
Shop settings	Name, receipt code, address, SST number, menu prices with or without tax (per order type), service charge, cash rounding, blind close, receipt header and footer, receipt and kitchen ticket languages, DuitNow QR image
Devices	Pair a device with a QR code or a code, rename devices, remove a device
Plugins	Installed plugins, their settings, and a way past an event a plugin keeps failing on

Changes to the menu, staff and settings reach every device at once, or as soon as it’s back online. Reports are worked out from the shop’s sales as stored on the hub, so a device that is offline shows up once it has synced. A sale counts on the day it was closed on its device, by that device’s clock.

Deleting a menu item, category or modifier group hides it; past receipts keep their own copy of names and prices.

Languages

The back office speaks English, Bahasa Melayu and 简体中文. Choose yours under Language on the sign-in page or on Account; it changes at once and is remembered in that browser. Each POS device chooses its own language too, on the PIN pad or in Settings → Language.

What prints is set for the whole shop in Shop settings → Receipt:

• Receipt language: the language receipts print in.
• Second language: optional. Labels such as Total then print in both languages (“Total / Jumlah”), and so do labels before a value (“Receipt / Resit K1-0042”). Tax lines, which hold several numbers, stay in the first language.
• Kitchen ticket language: for the kitchen; by default the same as receipts.

Item names print as you typed them. To show a dish in two languages, put both in its name, for example “Char Kuey Teow 炒粿条”.

Removing a device

On Devices, pick the device and choose Remove, or on another POS device go to Settings → Hub → Devices. The device stops syncing at once and shows Removed from hub. It keeps selling on its own, and its sales wait on it. To bring it back, give it a new pairing code: on the removed device, Settings → Hub asks for one. Its waiting sales go up to the hub then.

A device can’t remove itself, so a shop never locks itself out by accident.

Security

• Passwords are at least 8 characters and are stored only as a hash (scrypt).
• Signing in sets a cookie that lasts 30 days from last use. Signing out, or changing the password, ends it.
• Too many wrong passwords or codes from one address, or for one email, are refused for a while.
• On a shop network without HTTPS, anyone on the same network could watch the traffic. To use the back office over the internet, put HTTPS in front of the hub (see Running a hub).