Who this is for: baristas (waste), supervisors and café managers
(reports), branch managers and owners (setup). Menus: Café waste
(cafe.waste), Café reports (cafe.reports; CSV export also needs
reports.export), Café setup (cafe.manage). Serving customers:
Café counter.
How the café knows what a coffee uses
Three things together:
- The recipe of each drink (Recipes & costing): e.g. cappuccino = 18 g beans + 150 ml milk, plus a take-away cup, lid and sleeve marked Take-away only (the recipe line’s Used for setting).
- Modifier recipes (Café setup → Modifier recipes): what each option does — Large × 1.5 (and, taken away, the 16 oz cup instead of the 12 oz); Oat milk replaces the milk; No milk removes it; Extra shot adds 9 g of beans; Decaf replaces the beans, Half-caf half of them; Vanilla adds 10 ml of syrup; Whipped cream adds 30 ml of cream. Sizes never scale cups, lids or packaging.
- Café roles and standard doses (Café setup → Ingredients & doses): the beans are Coffee beans with an 18 g dose (one shot), the milk is Milk, oat milk Alternative milk, cups Cup … The dose turns stock into cups: 1 kg ÷ 18 g ≈ 55.6 cups.
When a sale closes, the stock of exactly that drink comes out of the café store at FIFO cost: Large oat cappuccino with an extra shot to take away → 36 g beans, 225 ml oat milk, a 16 oz cup, a lid and a sleeve.
Café waste
Café waste → choose what was wasted:
| Mode | Use for | Stock taken out |
|---|---|---|
| Dial-in shots | shots pulled to set the grinder (new bag, morning) | shots × the beans’ dose |
| Drink or food | a re-made or spilt drink, unsold cakes and pastries, a sample, a staff drink | the product’s whole recipe with the size / milk / shots / decaf / syrup chosen, in-house or take-away |
| Ingredient | milk left in the steaming jug, expired cream, beans used to clean the grinder | the quantity in any unit that converts (ml, l, g, kg…) |
Pick the reason (re-make, spilt / dropped, milk poured away, expired, unsold at close, sample / tasting, staff drink, cleaning, breakage, other), the barista, an optional note → Record waste. The entry shows at once with its cost; the page lists yesterday and today with totals for today. A Re-make or Spillage from the barista screen is logged here automatically against the barista who made the drink.
Café reports
Pick the dates (business days; the last 7 days by default) and, if you see several branches, the branch. Export CSV downloads the report’s main table.
- Coffee sales — revenue (after tax and discounts), coffees and drinks, orders, average order; by product type, by service (counter, table, takeaway, pickup, order ahead, online), coffee sizes, milk choice, busiest hours, paid extras with how often they are added, and by product.
- Bean consumption — per bean: used (grams and cost), expected cups (used ÷ dose), cups sold, waste by reason (dial-in, re-makes…), unexplained (found short by stock counts) and yield (sold ÷ used), with where it went and grams per drink.
- Milk usage — per milk: in drinks, number of drinks, ml per drink, share, waste, unexplained, cost; the share of alternative milks.
- Barista performance — per barista: tickets and drinks made, average and median time from order to ready, % on time against the station’s target, re-makes, waste, busiest hour.
- Coffee margin — revenue, ingredient and packaging cost, margin and cost per cup, by size and by product; tick other product types to include tea, cakes…
- Waste — cost and share of café sales, by reason, by what, and cakes / pastries / sandwiches sold vs thrown away.
- Yield — beans, milks, tea, syrups, cups and lids side by side: used, expected, sold, wasted, unexplained, the split bar, yield and the cost of the variance.
Reading yield: with 1 kg of beans used and an 18 g dose you expect 55.6 cups. If 48 were sold, 5 were recorded as waste (dial-in, re-makes) and 2.6 are unexplained, the yield is 86 %. Recorded waste is a training or process matter; unexplained loss is what a count found and nobody recorded — over-dosing, unrung drinks, theft.
Café setup
- Products — give each café product its type (Coffee, Tea, Cakes, Pastries, Sandwiches, Smoothies, Juice, Light meals); items without a type stay on the main POS only. Saving republishes the menu. (Also on the menu item form: Café product type.)
- Ingredients & doses — the café role and the standard dose, entered in g / ml for ingredients stocked in kg / l (the page shows how many servings a kilo or litre gives). Also on the ingredient form.
- Modifier recipes — for each option of the café modifier groups (size, milk, alternative milk, shots, decaf, temperature, sugar, syrup, ice, cream, toppings — Show all modifier groups for the rest): Edit → add rules: Add an ingredient (quantity and unit), Replace one ingredient with another (share 1 = all of it, 0.5 = half), Remove an ingredient (share), Scale the recipe (1.5 = half as much again; or only one ingredient). Each rule can apply to every sale, in-house only or take-away only. Rules that do not make sense (no ingredient, a unit that cannot be converted, a share over 1) are refused with the line number.
- Drink costs — pick a product: every size in-house and take-away with cost, net price, margin, grams of beans, cups per kilo and ml of milk; Cost one exact drink for any combination of options, with the ingredient breakdown.
- Settings (all branches, or this branch only): call numbers on / off; when the customer’s name is required; order-ahead prep minutes; when ready orders turn amber on the board; prepaid balances — on / off, the smallest top-up, and bonus tiers (“top up at least 100,000 → bonus 10,000”).
Subscriptions
A subscription is a membership plan with an allowance (Loyalty → Memberships → Subscription: items included and Per day / week / month / whole membership; Covers the café types, none = every café product; Covers up to caps the price covered per item). Sell it from the customer’s profile like any membership. At the counter or the till the allowance pays for the dearest eligible items; the counter and the till’s customer panel show what is left this period.