Online dashboard (phone)

Good to know first

The tills sell without internet. They send their sales as soon as the connection comes back: an offline till only shows up here once it reconnects, and today's figures may still go up. Before comparing figures, check the last sale received from each till in Tills.

The pages

The menu is arranged in groups: Sales (sales, reports, products, credit), Catalogue (products, promotions, prices by shop, customer groups), Stock (purchasing, transfers) and Management (tills, team, exports, audit log). Everyone sees only the pages for their role. On a phone, the most-used pages are at the bottom of the screen; Menu opens the full list.

Getting started (owner): the three steps for a new account — install the till, get your products in and invite your team. Each step turns green by itself; once everything is done, the entry leaves the menu and the page stays available from this link.
Café (café plan): café sales, comparison, days and hours, margins and kitchen times (see below).
Overview: revenue incl. tax, number of sales, average basket, returns, VAT collected and sold on credit, for today, 7 days or 30 days, with revenue by day.
Sales: the receipts received, filterable by till and period; tap a receipt for its details (items, discounts, payments, change given).
Products: the best sellers, net of returns, by quantity or by revenue.
Catalogue: change a price, name, category, barcode or scale code, create or archive a product. Each till receives the change at its next sync, usually within a few minutes. If a till changed the same product in the meantime, the current version is shown: check it, then save again. VAT rates are set on the till.
Prices by shop: for each shop, its own price incl. tax that replaces the base price (the VAT stays the product's) and the choice of products sold. A product not sold disappears from that shop's tills; its past sales, returns and stock stay intact. Every change is recorded with who made it and when. Scheduled prices, on the same page: a new base or shop price for a date and time in shop time. The tills receive it in advance and switch price by themselves at that time, even without internet; each receipt keeps the price at the moment of sale. It can be cancelled until the set time; a till that has been offline since before the cancellation will still apply the price until it reconnects.
Promotions (in the menu, and from the Catalogue): central promotions, with the same types and rules as on the till (% off, amount off per unit, promotional price, N for X, buy N get M free, receipt discount above an amount), for all shops or some, with dates in shop time. The tills receive them with the catalogue (each only those for its shop) and apply them like their own: one more promotion, and the one that's best for the customer wins, one per line and one on the receipt. On the till they carry the “Central” badge and can't be edited there. Archive stops it everywhere at the next sync; every creation, edit and archiving appears in the Audit log. Duplicate (on the row or in the details, even when archived) prepares a new “(copy)” promotion with the same rules, to check before saving: dates already past are cleared, and a franchisee only keeps their own shops. The original doesn't change.
Customer groups (owner; other accounts can view): per-customer prices for wholesalers and resellers. A group (“Wholesaler”, “Reseller”) has a price list (its own price incl. tax for some products) and/or a % discount off the till price for the others. Every till receives it with the catalogue. A customer is put in a group on the till (customer record, manager or owner); as soon as they're chosen on the receipt, the till applies their group's prices, even offline. Calculation order: till price (base, scheduled or shop price) → group price list → otherwise its % discount → promotions (never on a line at the group price: the two don't stack, and a receipt promotion only counts the other lines) → manager discounts (always possible) → VAT. A group never makes a customer pay more: a list price that isn't lower than the till price (shop price, scheduled cut) is ignored. A price changed by the manager, a scale label and café and restaurant orders keep their price; a till with the café plan doesn't apply groups. The receipt and invoice show the customer's price tier; a return refunds the price paid. The Customers and credit page shows each customer's group. Archive stops the group on every till at its next sync; past sales keep their prices.
Serial numbers: phones and electronics. In the Catalogue, a product sold by the piece can be tracked by serial number or by IMEI (15 digits, checked on the till), with an optional warranty in months. The tills then ask for one number per device at receiving, sale, return, transfer and stock count, and print the number and warranty end date on the receipt and invoice. Every movement comes up at sync: type a number (or its last digits) to see where the device is, its purchase (supplier, date), its sale (receipt, customer, shop), its warranty (Under warranty or Warranty expired) and its history across all your shops. An account limited to certain shops only sees their movements. Each till only knows the devices it has received: a number received or sold on two tills is flagged To check (check where the device is; to sell it on another till in the shop, transfer it there). An IMEI whose last digit doesn't match was accepted on a till with a reason (by a manager, or with their approval): it is marked IMEI not verified, and the acceptance is in the till's audit log.
Purchasing: a supplier order for one or more shops, with each shop's quantity. Each shop gets it on one of its tills (Purchasing) and receives it as usual; the status (sent, partly received, received, closed) follows the synced receipts of goods. Until a till has picked it up, the order can be cancelled here.
Customers and credit: credit book balances as received from the tills, with their age (0–30, 31–60, 61–90, over 90 days). The credit limit is enforced by the till, even offline. The Loyalty points column gives each customer's points balance based on the sales and returns received from the tills (earned, used to pay, given back by a return); the customer record shows the history. Points are spent at the till, as the “Loyalty points” payment method; in Reports, the Loyalty points box counts what was paid that way (it isn't money in the drawer).
Tills: each till, its last sale received and how long it has been silent. At the top, Shops and time zones: a shop in another country (Dakar, Paris…) gets its own time zone; otherwise it follows the business's. Its trading days, receipts, shifts, promotions and scheduled prices then follow the shop's local time (a price scheduled “for 8:00” changes at 8:00 in each shop). The shop's tills apply the change at their next sync, after the current shift closes; sales already recorded keep their date and time. In reports, each shop counts its own days. Owner only.
Transfers: stock sent from one shop to another (in transit, differences on arrival, closing) and pending transfer requests: a shop requests stock from another from a till; the shop being asked prepares the transfer or refuses, from one of its tills.
Exports: Excel or CSV files of receipts, sale lines, returns and credit notes, VAT by day and by rate, catalogue. Amounts exact to the centime. Only sales already synced are included; for a till's full export, use Data and exports on the till.
Team: dashboard accounts and till staff (see below).
Audit log: what happened on the tills and on the dashboard, in one place (see below).

Café

The Café page appears when your plan includes the café pack. For one shop or all of them, it shows the same figures as Café reports on the till, with the same rules:

Sales: sales incl. tax, net after returns, orders (an order paid in several goes counts once, whichever till), average receipt and items per order, compared with the previous period of the same length and the same weekdays. The comparison is only a guide during Ramadan or after a clock change.
Days and hours: sales by weekday and by shop hour; the figure in each cell is what counts.
Margins: the margin made at the cost recorded by the till at the time of sale; lines without a recipe or with an ingredient of unknown cost are counted separately. The theoretical margin is on the till.
Kitchen: by station (kitchen, bar), the median time and the 90th percentile between sending and “Ready” (the 90th percentile shows from 10 measured orders), and the slowest orders with their number (T2-042 in a café with several tills). A printer station where nobody taps “Received” / “Ready” stays “not measured”.
Freshness: each till's last contact, what is still waiting to be sent and since when its café data is available. Until a till has sent everything, the figures are provisional.

What the till sends for this page: the sent, “Received” and “Ready” times of each kitchen ticket, the order number and the station; the recorded cost of lines sold with a recipe. What it doesn't send: ticket contents, notes, names given to orders, phone numbers, the identity of staff or of the kitchen screen. Detailed CSV exports stay on the till (Café reports).

Tips: when the till takes them, Reports and the Café page show them separately (“outside revenue”): they don't count in sales, VAT, cash or card, and a cancelled tip is deducted. They are given by till; the breakdown by cashier stays on the till (Shift).

Café menu managed online

By default, each till has its own café menu (options, meal deals, product café settings, category stations), set on the till. The owner can manage it here, for every till: Café › Café menu (or Catalogue › Café menu).

Manage the menu online: start from a till's menu (each till with the café pack sends its own) or from an empty menu.
Edit the Options, Meal deals, Products (options offered, allergens, station) and Categories (station) tabs. Product prices and VAT stay in the Catalogue.
Publish asks for your password and an authenticator code. Each publication is a numbered version.

Each till applies a new version as soon as no order is in progress on it (an open receipt, an order being edited or a payment makes it wait): never in the middle of an order. An order already sent to the kitchen keeps its prices; receipts and invoices already issued never change. An offline till keeps selling with the last version received. The Versions and tills tab shows each till's version (“Up to date”, “Waiting: an order is in progress”) and lets you republish an older version.

Meanwhile, on the tills, the café menu can be viewed but no longer edited; sold-out items, kitchen stations, printers and recipes are still set on each till. A station created on a till (station C, D…) is chosen here by its name; a till that doesn't have that station sends the product to its category's station or to its default station.

Go back to the tills' menu (same confirmation) hands the menu back to the tills: each keeps the last version it applied as its own menu, editable again on the till. Only the owner publishes; franchisees and shop managers can view. Without the café plan you can no longer publish, but you can always hand the menu back to the tills.

Edit many products at once

In Catalogue, Export (Excel) or Export (CSV) gives you the catalogue file; edit it in Excel, then Import (CSV or Excel) (the first sheet of an .xlsx workbook is read). Or tick products and tap Edit selection (new price, increase or decrease in % or MAD rounded to the centime, VAT, category, archiving). A preview shows every change (old → new) and every line with an error; nothing is saved before Apply, which saves everything or nothing. If a product changed on a till in the meantime, nothing is applied and the preview updates.

Team and roles

The owner invites each person from Team › Invite, in four steps: the person (email, name), their role (each one says what it allows), their shops (except for an owner), then a summary before Create invitation. An invitation code is shown once; the person opens the dashboard, chooses Create my account (then I have a till or invitation code if a sign-up form appears), enters that code and their email, then turns on two-step verification. Roles:

Owner: everything, for every shop.
Franchisee: reports, exports, staff and audit log for their shops; prices by shop for their shops (editable), central promotions limited to their shops (the owner's all-shop promotions view-only), central purchasing for their shops (and adding suppliers), transfers sent or received by their shops and closing the ones they receive; no subscription, accounts or base catalogue.
Shop manager: reports, exports and till staff for their shops; their prices by shop and promotions view-only; their shops' transfers and closing the ones they receive.
Accountant: reports and exports, read-only.

A role change applies straight away; a deactivated account is signed out. Till staff (role, shops, active) can also be edited here; PINs are changed on the till.

Till roles

On the till, the basic roles are Cashier, Manager and Owner. The owner can also create custom roles in Team › Till roles › New role: a name, then the permissions to tick, grouped by area (sales, returns, till, catalogue, stock, customers, reports, settings…). A custom role has exactly the permissions ticked. A new role starts from the cashier's permissions (marked cashier: receive stock, adjustments and stock counts, count serial numbers, apply a customer price, take payment with loyalty points); add more — for example a cashier who handles returns but not discounts — or untick some for a role more limited than a cashier (for example a sales assistant who doesn't receive goods). Selling and opening or closing your own shift are allowed for everyone. Owner-only permissions (appointing an owner, data retention, new shop or new till, prices by shop, online dashboard) can never be ticked. Only the owner creates or appoints another owner, on the till as here: a manager adds cashiers and managers, never an owner.

Two approval permissions also belong to the manager and owner: accept an IMEI whose last digit doesn't match (with a reason; the device is marked “IMEI not verified”) and pay with points above the approval threshold. A cashier does it with on-the-spot approval from someone who has that permission.
You give an employee a role in Till staff › their name › Role on the till (Custom roles section), or on the till. It goes to a cashier-level account; a manager and the owner keep their permissions.
Each till receives roles when it syncs and applies the last version received, even without internet. A role that gives at least one permission more than a cashier requires two-step verification at sign-in. A team member who manages the team with a custom role can only create and edit accounts whose permissions they have all of themselves.
Changing a role's permissions, or deleting a role someone has, asks for your password and a code. When a role is deleted, its employees become cashiers again on every till.
The dashboard roles (owner, franchisee, shop manager, accountant) don't change.

Everything is recorded in the audit log: role created, edited (permissions added and removed), given, deleted.

Audit log

The Audit log brings together actions on the tills (sales, returns, shift openings and closings, corrections…) and on the dashboard (sign-ins, invitations, role changes, price changes, tills added). Filter by shop, till, user, action and period, then export as CSV. Each till event is chained to the one before: Intact means it hasn't been changed since it was recorded; a break flags an event that was changed, deleted or hasn't arrived yet.

Create an online account and install your till

When LePOS has opened online sign-up: Create my account, then your business name, your name, your email and a password. A 6-digit code arrives by email (valid for 30 minutes; Resend code sends a new one), then you set up your authenticator app. On the overview, Install your till: download LePOS Caisse, then Show an activation code (password and authenticator code required). When the till first starts, choose I created my account online, enter that code (valid for 24 hours, one till only) and choose your till PIN. This code is only for the first till: the next ones are added from that till (Tills and shops › Add a till). The Getting started page tracks these first steps (till, products, team) until everything is ready.

Subscription

A banner warns you before the trial ends or if a payment is late. Subscription suspended: the tills block new sales and the dashboard becomes read-only (no changes to the catalogue, prices, promotions, purchasing or team); viewing and exports still work, and you can always deactivate an account or an employee, or cancel an invitation. Subscription cancelled: your data stays viewable and exportable until the date shown. To sort it out, contact LePOS at [email protected].

Lost access

Phone lost or password forgotten: on the till, sign in as the owner, open Dashboard › Lost access to the online dashboard? and enter the account email. Then, on the sign-in screen here, tap Lost access?, enter the code shown on the till and choose a new password; then set up two-step verification again. All old sessions are signed out.

Security

The dashboard asks for your password and the 6-digit code from your authenticator app. Don't share your account: invite each person from Team, and staff use the till with their own PIN.