FlamePOS Daily Operations Manual

1. The Order screen at a glance

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Figure 1. The current Order screen. Numbered controls are explained below.

1.1 Header and navigation

1.2 Sale workspace and bottom command bar

2. Start the day or shift

1. Start FlamePOS, choose the correct business group if the dashboard asks, and sign in with your own secret key.
2. Use the clock icon and choose CLOCK IN if attendance is used.
3. If this terminal takes payments, assign the drawer before the first sale. Open Other Functions and press ASSIGN DRAWER; choose the clocked-in cashier and enter the counted opening float. While a drawer is assigned, the same tile reads DRAWER CLOSE.
4. Check receipt paper and any Kitchen/Packing printer or Kitchen Display used by the shop.
5. Return with BACK, then start the required sales mode from the dashboard.

A terminal configured with no cash drawer can enter and fulfil orders, but it cannot open the payment screen. An equipped terminal also needs a drawer assigned for the shift.

3. Start a sale and choose the correct sales mode

Choose the mode before adding items. You can change an unpaid, open order with the three mode buttons in the header; FlamePOS recalculates prices and taxes. Existing table assignments and already-sent fulfilment lines are kept and are not printed twice. A ticket with payment activity or a closed ticket cannot change mode.

The visible three modes depend on the business group. A green mode is selected; a pale/disabled mode is unavailable for that business group or ticket state.

4. Add products and correct the ticket

1. Choose a Category, then a Group, then press the product card.
2. Alternatively, scan its barcode or type part of its name/code in Search. Use ↑/↓ and Enter to choose when several products match.
3. Complete every required modifier group. For example, choose the size and side before the item can be added.
4. Check the ticket row, quantity, and price immediately.

4.1 Product Card Display

Open Other Functions, press Product Card Display, and choose:

• Image + text for products with useful photographs and names.
• Image only for a highly visual menu.
• Text list for compact, two-column panes that show more products per page.

The setting belongs to this terminal and changes the product area immediately; it does not change prices or menu data.

5. Customer, table, delivery, and fulfilment controls

The command bar adapts to the active mode. These extra controls appear only when they apply:

HOLD saves and leaves the ticket open. SEND saves and sends but stays on the ticket. DONE saves, sends, and leaves. Choose based on what must happen next.

6. Four common operation paths

6.1 Takeaway paid in cash

Example: two drinks total vt730. Press TOTAL vt730.00, press EXACT, then CASH. Give the customer the receipt and any change shown.

6.2 Dine-in order sent now and paid later

Use EDIT to return the selected ticket to the Order screen and add dessert. When ready, press the ticket total or use Orders → SETTLE.

6.3 Customer pauses while ordering

HOLD is safer than abandoning the screen: it saves the ticket and makes it easy to resume.

6.4 Retail barcode sale

A unique barcode adds its product automatically. If products share the same barcode, choose the intended product from the list; FlamePOS does not guess.

7. Payment screen

Figure 2. Direct payment buttons and the choices opened by OTHER.

7.1 Choose the payment actually received

7.2 Card example

1. For a vt1,400 ticket, leave Tendered at vt1,400 and press CARD.
2. If an integrated terminal is configured, ask the customer to tap/insert/swipe on that terminal and wait for approval. Do not retry while an attempt is unresolved.
3. If FlamePOS is configured for an external terminal, charge vt1,400 on the separate machine first. Only after it says Approved, enter its authorization/reference code in FlamePOS and confirm.
4. FlamePOS records the card payment and fiscalizes the sale. Keep the provider slip/reference according to shop policy.

7.3 Gift certificate example

The gift number comes from the store-issued certificate, card, voucher, or controlled voucher list—not from the payment window. Check the physical/digital voucher, type that number, and type its face value. This screen records the number and value; it does not issue a new voucher or independently prove that a manually issued number is valid. Follow the store's issue, balance, cancellation, and supervisor policy.

For a vt730 sale paid with a valid vt1,000 certificate, enter the printed number and face value 1000. FlamePOS applies vt730 and calculates vt270 cashback. If the certificate is worth less than the due amount, it becomes a partial payment and the remaining due must be paid another way.

7.4 Split payment

Change Tendered to the first amount and choose its method. When FlamePOS says a partial payment was made, choose to continue, enter the remainder, and choose the second method. Example: on vt1,400, record vt400 Cash and vt1,000 Card. The ticket closes only when Due reaches zero.

8. Orders window

Open the list icon in the header. A normal employee can view OPEN, PAID, and CLOSED lists, use sales-mode filters, and open ORDER INFO. Actions that change money or a ticket remain permission-controlled.

9. Other Functions window

Figure 3. Other Functions in the current build. Availability still follows user permissions and terminal configuration.

10. Related windows: what Confirm, Cancel, and × mean

All normal FlamePOS windows can be closed with the title-bar ×. Prefer the on-screen Cancel, Close, or Back when one is provided because its meaning is clearer. Never close or power off while a card terminal or fiscal request says it is processing.

11. End-of-shift path

1. Open Orders and review OPEN and PAID tickets. Settle legitimate unpaid tickets; close eligible paid tickets; leave only work that the next shift is formally taking over.
2. Use SALE REPORT and any required fiscal daily report. Reconcile receipts and payment methods.
3. Open DRAWER STATUS and count cash under shop policy. Check recorded bleeds and payouts.
4. Press DRAWER CLOSE and confirm. Keep the printed drawer pull report.
5. Clock out, log out, then use Shutdown only if the terminal is meant to be turned off.

12. Permissions, disabled buttons, and safe recovery

• A pale or disabled button usually means the operation does not apply now or the signed-in user lacks permission. Do not share a manager PIN; ask the authorised person to approve.
• Viewing OPEN/PAID/CLOSED, sales-mode filters, and ORDER INFO is available to normal employees. Editing, settling, splitting, reopening, void/refund, quick maintenance, drawer control, Back Office, and shutdown follow their own permissions.
• If payment fails before approval, read the message and retry only after checking the provider/SDC state. If a card terminal approved but FlamePOS reports a fiscal/network problem, do not charge again; call a supervisor and use the recorded recovery state.
• If printing fails after a committed payment, the sale may still be paid. Check Order Info/fiscal history before any retry, then use an authorised reprint/copy path.
• Closing a window does not reverse a committed payment, submitted fiscal invoice, sent kitchen item, drawer bleed, or payout.

13. Quick route finder

Dining Room: share and move tables

The icon buttons are Open, Share, Move, Settle and Close. Share seats a separate order at an occupied table. To move a table, choose Move, tap the occupied table, then an empty, unreserved table. All open orders on a shared table move together; other grouped tables stay assigned. Cancel leaves the table assignments unchanged.