Setup & Operating Manual · v1.6 · August 2026

PayPOS is an AI-native point-of-sale for cafés, bars and restaurants. It runs on Android payment terminals, countertop units and any web browser. A venue is configured entirely in the Back Office; day-to-day service runs on the Register. This manual covers both.

Contents

1. Getting started

Your reseller provides your venue and an owner PIN. Sign in to the Back Office with your venue and PIN, then:

1. Build your menu (import beats typing — §3).
2. Lay out your rooms (§4).
3. Add your team, each with their own PIN (§5).
4. Open the register, sign in with a staff PIN, and trade.

2. Back Office overview

The Back Office — every venue setting lives behind these tabs. Your branding (logo, colours) applies throughout.

Tabs: Menu, Modifiers, Staff, Tables, Floor plan, Stock, Shifts & EOD, Reservations, Live, Reports, Ask AI, Settings.

3. Building your menu

Back Office → Menu. Three ways to build without typing: POS export CSV, a photo of the printed menu, or your website URL. Generate Images creates professional, licence-clean AI photography for every item.

4. Floor plan & tables

The drag-and-drop floor designer — shapes, sizes, seats, rotation, décor and server sections. The register renders exactly this. Manage areas/tables in Tables; arrange them in Floor plan. Import from a screenshot of your old POS — AI rebuilds the layout for you to tidy.

5. Staff & roles

Back Office → Staff. Each person gets a name, role and their own PIN (stored one-way encrypted). Deactivate anyone the moment they leave; their PIN stops working everywhere instantly.

6. Using the register

Sign in with your PIN. The floor screen shows your rooms exactly as designed. Tap a table to open/resume; long-press an occupied table to move or merge it. Pick a seat before adding items to track who ordered what and split by seat. Send fires items to the kitchen; PAY takes payment.

7. Taking payment & receipts

PAY offers Cash (with change due), Card, or Split. The customer receipt is a compliant tax invoice: line prices, subtotal, any service fee/surcharge, GST line, total, tender and your ABN/contact.

8. Kitchen display (KDS) & QR ordering

KDS: open the kitchen screen on any tablet and sign in with any staff PIN. Tickets age-colour green→amber→red. QR ordering: a module your reseller enables — guests scan a table code, order from their phone, it joins the table's bill and fires to the kitchen.

9. Reservations

Back Office → Reservations. Add bookings; mark them seated, no-show or cancelled. Optionally require a deposit — card-capture activates with payments go-live.

10. Stock & gross profit

Availability (86/sold-out), ingredients & recipes with live GP%, and stocktake variance.

11. Shifts & close of day

Back Office → Shifts & EOD. Open the drawer with a float; log paid-in/paid-out/drops. Close the drawer with a count → No difference / Cash over / Cash short. Close the day produces the Z-report. The day won't close while tables are still open.

12. Clock On/Off — new in v1.1

Every venue gets a shift time-tracker for free, no setup required:

• On the register, the header has a Clock On/Off button for whoever's signed in.
• On KDS, the 🕒 Clock On/Off button opens its own PIN prompt — kitchen staff clock themselves on or off without disturbing whoever's already signed in to the shared screen.
• Forgot to clock off? A safety net automatically clocks anyone off after 14 hours.

If you connect Deputy

An owner or manager can turn on a hard gate in Back Office → Shifts & EOD (or it's asked once during setup, if Deputy or Tanda was selected). There's no half-way option:

• On: staff can't clock in unless they're actually rostered for that shift in Deputy right now.
• Off: no roster check — Clock On/Off just keeps working as a local time-tracker.
• Link each staff member to their Deputy profile in Back Office → Staff before turning the gate on.

13. Reports & AI

Revenue, orders, average sale, GST, top items, category mix, day-by-day, staff sales, payment methods. Ask AI answers plain-English questions from your real numbers; a nightly owner brief and anomaly watch run automatically.

14. Pricing, GST & surcharges

Settings holds: POS Service Fee (a uniform % baked into every price — price, not a card surcharge); Sunday/Public-Holiday surcharge; and GST (Australian inclusive).

15. Discounts, comps & refunds — new in v1.2

On the register PAY screen, a Discount / comp button applies a discount to the order: a percentage off, a dollar amount off, or a full comp (100% on the house). The discount comes off the subtotal before any service fee or surcharge, and every discount requires a reason.

• A full comp can be gated to an owner/manager PIN, and the maximum % a server may apply can be capped — both set in Settings.
• Refunds are issued against a paid order, up to the amount paid. PayPOS records the refund — amount, reason, staff, terminal reference — while the certified payment terminal moves the actual money. No card data ever touches PayPOS.

16. Labour report — new in v1.2

Back Office → Labour. Staff hours drawn straight from Clock On/Off — totals by staff, by day, by week and by month, plus who's on the clock right now. Choose a 7 / 14 / 30 / 90-day window.

17. Change log & audit trail — new in v1.2

Every settings change — menu, pricing/fee, floor plan, branding, modules — is recorded with who changed it and when, in Back Office → Settings → Change log. Every discount, comp, void and refund is recorded per staff member too.

The log is append-only — it cannot be edited or deleted, even by an owner — so you and your reseller always have a true, tamper-proof history.

18. Admin accounts & secure PIN reset — new in v1.2

Beyond venue staff, PayPOS has admin accounts for owners/managers and resellers — each with their own PIN and an email on file. Manage them in the Master Office → Users & access.

• Reset a PIN and the new PIN is emailed straight to that person — never shown to whoever did the reset.
• Any account can be suspended instantly; a reseller admin sees only their own brand's people, platform admins see everyone.
• Sign in to the Master Office at app.urpay.com.au/login.

19. Software updates — new in v1.3

PayPOS updates itself. There is nothing to download and no button staff press day to day.

• Automatic, overnight. New versions download quietly in the background and apply during a quiet window (2–3am local) while the POS is idle — never during a sale. If a terminal was switched off overnight, the update applies the next time the app is opened, before trading.
• Never mid-service. An update only ever applies when the POS is on the PIN screen with no order open — a sale in progress is never interrupted.
• Manager "Apply update" (optional). When an update is waiting, an owner/manager sees a small update icon in the top bar of the floor screen. One tap applies it immediately (about a 5-second restart). It confirms first, and is shown only to managers/owners, off the sale screen, so it can't be tapped by accident during service.
• The rare exception. Occasionally a change needs a fresh install rather than an over-the-air update — your reseller will let you know on the rare occasion that applies.

20. Multiple terminals & devices — new in v1.3

PayPOS runs on whatever hardware your venue uses — a PAX A910S handheld, countertop units, an Ingenico DX8000 — from one app. The screen lays itself out to fit each device automatically; there is no "screen size" to choose.

• Each terminal registers itself the first time the app launches — no setup — and picks up the right payment behaviour for its hardware (for example, an A910S uses its built-in card reader).
• Owners and resellers can see every terminal and the exact app version on each in the Master Office Devices tab, and rename or adjust any unit's profile there.

Setting up a new terminal — new in v1.4

Adding a terminal takes about a minute and needs no special build of the app.

1. In Master Office, open Devices → Set up a new terminal. Choose the venue, give the terminal a name (e.g. "Front counter"), and select the hardware.
2. You'll get an 8-character activation code.
3. Open the app on the new terminal. The first time it runs it asks for that code — type it in.
4. It confirms which venue it has connected to, then loads that venue's menu, floor plan and branding. That's it.

You only do this once per terminal. From then on the terminal remembers its venue, even through updates and restarts. If a terminal is ever moved to a different venue, issue a fresh code for the new venue.

What goes on each device — new in v1.5

Not every piece of hardware runs PayPOS. What a device is decides what it needs, and the Devices tab records that as its role.

Pairing. In Devices, open the tablet and choose Pair a payment terminal. Once paired, the tablet learns how to reach that terminal when it activates — so a venue on this setup needs no special build, exactly like the venue binding itself.

Why the roles matter for updates. The "terminals need updating" count only ever looks at devices that actually run PayPOS. A payment terminal or a kitchen display can never be on an app version, so they are excluded — otherwise your estate would read as permanently out of date.

21. Tour & experience bookings — new in v1.4

If you sell tours, dives, hires or any ticketed experience, PayPOS can put those bookings on the same sale as food, drinks and retail — one order, one payment, one receipt. The booking is confirmed in your booking system automatically when the payment succeeds, so there is no second system to go and update.

Choosing your layout

Venues work differently, so the register lays itself out to suit. Your reseller sets this once.

Selling a booking

1. Tap Tours on the register.
2. Pick the experience, the date and session, and the number of guests — adult, child or concession as you have them priced.
3. The booking drops onto the sale like any other item. Add coffees, gear hire or anything else to the same order.
4. Take payment once, the usual way.

Boarding passes & booking receipts

On payment, PayPOS prints the customer's booking docket — the experience, date and session, the guest breakdown, the lead customer's name and the amount paid — alongside the normal tax invoice. Where your operation uses a printed boarding pass, that prints from the same sale.

Refunds and cancellations

Refunding a sale that contained a booking also cancels that booking in your booking system, so the seat is released without anyone re-keying it. A booking can only be cancelled once, and the refund is recorded against the staff member who authorised it (§15).

If something needs a human

Network drop-outs happen. If PayPOS cannot get a clear answer from the booking system, it never silently retries and never guesses — it parks the sale in Bookings needing attention in the manager menu, showing exactly what happened and what to do. A manager can confirm or retry from there. Money is never taken twice and a seat is never double-booked as a result.

What your reseller sets up

• Connects your booking system to your venue and enables the Tours button.
• Sets your layout (tour desk, combined or hospitality).
• Adds a "Tour Booking" line to your menu so bookings total correctly alongside food and retail.
• Points the booking docket at your receipt printer.

Nothing on this list is done by venue staff, and none of it changes how you take payment.

22. Pricing, hardware recovery & licence agreements — for resellers, new in v1.6

This section is for resellers working in the Master Office. Venue staff never see any of it.

Your default pricing

Master Office → Pricing. Set what you charge a merchant for PayPOS once, and the setup wizard pre-fills it for every venue you build from then on.

There is a single tick-box at the top — Pass the licence fee on to merchants. Untick it if you absorb the fee: new venues then start on no licence fee, and you can still set one venue by venue.

The four charging models

Each model is charged monthly or annually — your choice on the same screen.

How the fee is settled

Hardware cost recovery

If you supply a terminal and want to recover its cost over time rather than charging for it up front, you opt that terminal in at step 7 of the setup wizard, on the same screen as the licence pricing.

• It is per terminal, and opt-in. Step 7 lists every POS terminal you entered at step 6 — tick only the ones you want to recover on. Absorbing the cost of two units and recovering on a third is a perfectly normal deal and the system is built for it. Kitchen displays and integrated payment terminals are not listed: they are not licensed units.
• The monthly amount is the cost divided by the number of months, rounded up — so the final instalment is smaller, never larger, and a merchant never pays more than the terminal cost.
• It stops automatically. Once the cost of that terminal is recovered in full, recovery completes on its own and nothing further can be charged against it. An overpaying final instalment is trimmed to what is actually outstanding.
• You can set a typical terminal cost and a recover-over (months) default on the Pricing tab. Those only pre-fill the form — nothing is ever charged just because a default exists.
• A terminal can carry only one recovery at a time. If a deal changes, a recovery can be waived — it stays on the record with the balance written off.

The licence agreement

PayPOS generates a POS Software Licence Agreement for a venue from the terms already recorded against it. You are named as the Provider — a merchant on your brand is licensed your product, and UrPay appears only as the owner of the software. Schedule 1 is generated from the live figures: the licence model and rate, the commencement date, how fees are collected, and a per-terminal hardware recovery table showing each terminal's cost, term, monthly amount and what is still outstanding.

It is produced per venue from the Financials view in the Master Office — the Agreement button on the venue's row. Financials is a UrPay platform-admin view; ask UrPay if you need an agreement drawn for one of your venues.

23. Getting help

The PayPOS Help Centre covers every feature with step-by-step guides and an AI assistant. Anything unresolved routes through your reseller, backed by UrPay.