Business POS guides / Café / Cash and payment records
PRACTICAL POS GUIDE · KENYACash and payment records for café POS in Kenya
This guide to cash and payment records for café explains the daily checks. Check cash tender and change for a café sale, and keep manually recorded M-Pesa or card references distinct from verified provider integrations.
Cash and payment records for café: confirm the basket first
Two Cappuccino units at the illustrative KES 250 price and one Tea at KES 100 total KES 600. Real prices, discounts and entered tax settings can change the amount. Verify the actual checkout total before asking for payment.
Cash tender example
| Item | Illustrative amount |
|---|---|
| 2 × Cappuccino | KES 500 |
| 1 × Tea | KES 100 |
| Basket total | KES 600 |
| Cash tendered | KES 700 |
| Change to customer | KES 100 |
Keep these payment states separate
- For cash, count the tender and return the correct change.
- For a manual M-Pesa record, confirm the payment in the merchant’s own service before entering its reference.
- For a manual card record, use the merchant’s authorised card process and keep its confirmation; do not enter card numbers or security codes into this worksheet.
- If confirmation is delayed, investigate before recording another sale or treating a typed reference as verified.
- Reconcile payment records against the merchant service and the POS sale once.
What is connected in this release
Cash checkout and manually entered payment references are supplied. Automatic phone prompts, card processing and eTIMS submission are not connected. A reference typed by a cashier is a record, not a provider callback or payment confirmation. This page cannot send a prompt, accept a payment or confirm a transfer.
Apply the same unit check to payments
Keep a cup, a takeaway size and a pastry as distinct menu items where their prices differ. Decide whether an add-on is its own item before training staff.
Product fit for this business
Fixed menu items and portions are supported. Recipe deductions, kitchen tickets and table management are not included.
All amounts and product movements on this page are illustrative. The public demo uses sample records. Use an isolated test installation for rehearsal and replace sample prices and counts before real trading.
Try the workflow before choosing your setup
The launch software licence is KES 4,999 once for one business installation, including its branches and tills. Hardware, installation, hosting, support and future upgrades have separate terms. These planning guides do not activate a licence or deploy an installation.