TabShop Help

Create your first product

The main use-case within a Point of Sale (POS) system is to manage your products and to checkout and print invoices.

TabShop comes with four example products (burger, cookie, ...), so that you can play around after installing TabShop. You can easily delete those example products and replace them with your own stock.

Create your own product by selecting the product management view with a click on the barcode tile on the startscreen.

Point of sale (POS) product and stock management

The product management view shows a list of all your defined products that are available in your business. The list also shows products where the stock quantity is zero, so that you can click and restock all your products. See below a screenshot of the product management view.

product and stock list

A click on a product does open a context menu that allows users to delete, modify or promote any of the listed products.

Lets create a new product, by clicking the product management view action on top that shows the plus icon, as shown below.

create a new product

The product creation and edit screen is shown, that allows users to enter all the necessary details about a product. First, choose a good and short product name. This name is then used within the cashier screen when taking orders. So, a short precise name has to be preferred.

Then an optional product image can be defined. There are two alternatives for selecting a product image. Option one is to select a local image on your phone, while option two is to enter a URL that refers to any image in the public internet. If you select to choose the URL option, you have to make sure that TabShop is able to fetch this image and that the URL starts with either the prefix 'http://' or 'https://'. As an example you can use our club sandwich image that you can find under following address 'https://tabshop.smartlab.at/img/club.png'.

The product description is optional and allows the shop owner to add some more notes about the listed product.

One of the most important product attributes is the product id which has to be unique across all your listed products. It uniquely idetifies your product, so in many cases of retail shops you can directly use the barcode. TabShop automatically generates an unique id once you create a new product, but you can override that either by scanning (click on Scan button) your products barcode or by using your own manual unique identifier.

The price defines the sales price (which includes all taxes) that is shown to the customers of your shop or restaurant.

The cost price defines your own costs for that specific product. This own cost information is not really relevant for your customers or for invoice prints, it is used only for business intelligence purposes to optimize the revenue of your business.

Stock quantity specifies how much of that product you have available. Whenever you sell any amount of that product, TabShop will automatically decrease the overall stock quantity of that product until you reach zero quantity. When zero quantity is reached, TabShop will hide that product from your cashier screen, except for backorder marked products that are still shown, even if they are falling below zero stock quantity.

The category of a product defines in which group it is stored. For example you put all your drinks into the '/drinks/' category. The category attribute is hierachical, so you can define a tree of product groups by simply using the '/' character to separate them. A hierachical group could be '/food/sweets/', and so on. If you want to rename a complete group you have to use the main views action 'Rename group', which renames a given category name with a new one within all the products that are listed within your store.

The product attributes define additional characteristics of your products. If a product is marked as 'Sale' it will show up under a special sale category in the cashiers screen, to promote its sale. 'Backorder' attribute allows a product to still be sold, even if its quantity falls below zero stock. 'Discontinued' markes products that should no longer be sold and 'Print description' marks products where the description field should also be printed on the invoice.

The optional tax and discount dropdowns do allow you to define a standard tax and discount percentage for a given product. The taxes as well as discounts have to be defined upfront within the dedicated tax and discount management views. Taxes are automatically calculated from sales price and shown on the printed customer invoice. Discounts are a way to reduce the sales price before the tax is calculated on the invoice. Discounts are also shown on the printed invoice.

define all product attributes, such as taxes and discounts

Print an invoice

The cashier screen is the main view for taking orders for individual tables or to checkout and print invoices for your customers.

Click on the cashier symbol within the startscreen to open the cashier screen as shown below:

checkout and print invoices

The cashier screen consists of a list of ordered items and a product selection area right below. By using the number buttons, variable amounts of product quantities can be selected. Just push a 3 followed by the product to put 3 times the product onto the order list. Same for decimal amounts where you push 3 followed by the '.' and 5 to select 3.5 times a product.

As the number of available products can be huge, a convient search field allows you to search for a product name or its identifier instead of using the product buttons below. A click on the barcode button allows you to scan a barcode from a product by using your smartphones camera. In case you are operating a Bluetooth barcode scanner, you can focus the search field instead and simply scan the products barcode. In case you are using a Bluetooth barcode scanner, do NOT click on the scan button within the cashier screen, instead just click on the product name search text field and scan the product with your barcode scanner.

checkout and print invoices

Once your customer finishes the order, use the actions on top of the screen to checkout the order and print an invoice.

Use the quick cash checkout for a quick, cash based checkout that immediatly prints the invoice on the configured printer.

quick cash checkout

Use the checkout action to further select the checkout and print alternatives.

general checkout

Within the checkout view the cashier can select which checkout method the customer prefers. Options are cash, credit card Stripe or PayPal checkout. Stripe and PayPal checkout do charge the customers credit card directly, while the other checkout options are for statistical purpose only. In case of cash checkout, you type in the amount given by the customer, and TabShop automatically shows how much return the customer gets. A click on customer does allow the specification of a names customer for statistical purpose and to specify the customer name directly on the printed invoice.

Printing options include to print the invoice as PDF, as an image (which is the preferred option for exotic character sets) and to use the confugured thermal printer. TabShop also allows you to specify the number of invoice prints that should be done. See below a screenshot of the checkout view:

general checkout

After selecting image print TabShop will open the finished invoice print as image, as shown below. The image can then be shared with any of your standard Android apps, such as Facebook, WhatsApp or traditional email. The image can be printed on a standard printer as well.

example of a TabShop generated invoice

Invoice numbering

All your checked out invoices are sequentially numbered. The format of the invoice numbers is as follows: Year Month Day terminalnumber + 5 digit incremential number. An example is shown here: 2020 05 32 01 00001, so the invoice was checked out at terminal with the number 01 and it was the first invoice. The terminal identifier can be configured within TabShop global settings view, to distinuish between invoices coming from multiple TabShop terminals.

Take orders for multiple restaurant or bar tables

No matter which kind of business you are running, it is always convenient to manage multiple different order lists in parallel. Typical use-case is to take orders for multiple tables within a restaurant or bar, or to manage the individual orders of multiple hotel rooms within one POS terminal.

Within your TabShop app you can seamlessly switch between multiple open orderlists by a simple right swipe within the main cashier screen. TabShop is initialized with 5 orderlists, called 'Table 1 - 5', but you can easily rename those tables to your own need. Maybe you want to name your tables differently 'Door table', or you want to get rid of the term table completely.

Whenever you add an item to one of the configured tables (orderlists), you see the number of active orders within the table list view, as shown below.

Managing order lists and tables in TabShop

Manage your invoices

Use the invoice view to list all checked out invoices within a selected period of time. The invoice view can be accessed through the blue invoices icon from main startscreen, as shown below.

Manage your invoices

Multiple actions are supported within your invoices list. Just click on an invoice (multiple selection is possible) and use the top main action menu. You can for example reopen the invoice and print a copy of the invoice, or you can cancel and refund the invoice. Another important function within the invoice view is to share or export the stored invoices as CSV export.

Manage your invoices

Manage your taxes and discounts

TabShop offers two, identical views for managing individual taxes and discounts. Discount percentages are reducing the sales price of products before the tax is calculated.

Each defined tax or discount does offer a short text title, that is also printed on the invoice. A tax or a discount has to explicitely applied to a product within product management view. By default no tax and no discount applies to a newly defined product.

Manage your taxes and discounts

Use the plus sign to add a new tax within tax view and the same action menu entry to add a new discount in discount view.

Create a new tax

Once you defined your new local tax, it is shown within the list of already available tax rates, as it is shown below.

Show list of all defined taxes within your POS

Optimize your Business by using TabShop Business Intelligence

Within TabShop several reporting and Business Intelligence views are visualized. To view a breakdown of your current days report as well as the overall account report, click on the chart tile within the startscreen.

Click on the chart tile to navigate to the business intelligence view

The first two barcharts within the business intelligence view are summarizing the days results and the account total results, split by total cost prices, discounts, taxes, revenue and finally your profit. The profit is the result of total result minus the taxes and own costs that you had.

The BI view also offers main actions for resetting the day results or to reset the complete account results. A dangerous action is to reset all invoices, which will delete and reset the complete invoice database!

The business intelligence view also gives you access to daily reports and monthly reports exported as pdf documents, so that you can store them away for post review purposes.

See charts of your most important business KPIs

TabShop PRO additionally offers a chart view that allows the user to select any given time period in order to show charts and summary reports of the most important key performance indicators (such as most sold products, revenue split by product, etc.).

See charts of your most important business KPIs

Restock products and goods

Once you got a lot of business, its likely that a product will run out of stock. TabShop offers a convenient notification method that sends you a reminder BEFORE the product will run out of stock. You can customize the threshold of remaining product stock that should trigger the notification within the global TabShop settings, as shown below.

Configure a stock quantity notification

TabShop will send you a convenient warning on low product stock directly within the Android notification center, as shown below.

Receive low stock notifications within your Android POS

When your supplier arrives with new stock, you simply switch to the restock view within TabShop to add and register the newly arrived quantity of the product and also adding the possibily changed own cost of the new batch of products. The new own cost will be applied to the remaining product stock (which had a cheaper own costs price) by applying a new weighed average own cost price to the product stock to keep the true own cost price.

Click on the restock button

Once you are in the restock view of your cashier system, you need to select the product first that received the restock quantity. Then either select an existing supplier or enter a new one and register the new cost price below.

Register newly arrived stock within your point of sale system

Furthermore, the supplier history is registered and shown within the restock view.

Review the restock history of all your stock

How to change the appearance of the TabShop user interface

TabShop comes with predefined colors for all the important user interface elements, such as tile buttons or cashier screen buttons. In case that the default TabShop green and blue color scheme is not fitting well to your own shops colors, you can easily change those colors within the setting view.

Navigate to global settings and click on the 'Customize TabShop colors and appearance' button, as it is shown below.

Configure the Android point of sale appearance

The appearance settings view, as shown below, allows you to set your own individual color scheme for your point of sale system.

Within those settings you can also define how many button columns you would like to use within the primary cashier screen.

Define your own color scheme for the cashier screen and product buttons

Within this example below, 4 colums were defined for the main cashier screen. The list of products is then shown in four columns as it is shown within the screenshot below.

Define the layout of your product list