Technical Support & Manuals

Key to Retail Support Center

Module KFE — Key Front End (till / POS)

Opening the Till and Logging In (Login)

This module describes the procedures for starting the work session on the till, logging in and declaring the initial cash float (Till Opening).

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1. Logging In to the Till (Login)

The operator must identify themselves in order to start working.

Login Procedure:

1. Turn on the till screen. The login screen will be displayed full screen.

2. Identify yourself using one of the configured methods:

  • Operator Badge: Scan the barcode of your personal badge with the optical reader. This logs you in immediately (automatic login).
  • Code and Password: Type your operator code on the screen, enter the password on the keypad and press Accedi (Log In).

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2. Cash Float Declaration (Daily Opening)

If the till was closed correctly the previous evening, the system mandatorily requires the entry of the initial amount present in the coin drawer at the first operator login of the day.

Opening Procedure:

1. When the Apertura Cassa (Till Opening) screen appears, physically count the coins and banknotes present in the cash drawer.

2. Enter the counted total (e.g.: 100,00) in the opening amount field.

3. Press the Conferma Apertura (Confirm Opening) button to unlock the till and access the main sales screen.

System Operating Rules:
  • Display of Last Balance: If configured, the opening screen shows the cash amount recorded at the last close to make balancing checks easier.
  • Forced Opening: If configured in locked-down mode, the amount is set automatically equal to the last closing value and cannot be modified by the operator.

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3. Handling Startup Blocks

The till performs a check on the status of the previous work period before allowing opening.

Block: "Chiusura Fiscale Obbligatoria" (Mandatory Fiscal Close)
  • Condition: The system detects that the last recorded operation is an opening dating from a previous day and that the fiscal Z close was not performed the night before.
  • Till Behavior: The system prevents sales and automatically directs the operator to the close screen.
  • Resolution: The operator must perform the Daily Fiscal Close to reset the printer, after which they can proceed with the normal opening by entering today's cash float.

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End-of-Day Close and Drawer Operations

This module describes the drawer procedures (intermediate cash pay-outs and pay-ins), the bank POS close and the Daily Fiscal Close (Z Close) procedure at the end of the shift or working day.

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1. Cash Movements (Pay-Outs and Pay-Ins)

During the day, the operator can record cash inflows or outflows for reasons other than sales.

A. Recording a Pay-Out (Cash Out)

This operation is used to remove money from the drawer (for example, to deposit it in the store's main safe or for urgent purchases).

1. Press the Prelievo / Versamento (Pay-Out / Pay-In) key and select Prelievo (Pay-Out).

2. Enter the amount being withdrawn from the coin drawer.

3. Select the correct Causale (Reason) (e.g.: "Verso Cassaforte" / To Safe).

4. Press Conferma (Confirm). The till will print two copies of the paper slip for the operation. Sign them and place them back in the drawer.

⚠ Warning

Block for Insufficient Cash: If the till is configured to check the real drawer balances and you enter an amount greater than the cash recorded at that moment, the system will block the pay-out, showing the message: Attenzione ... non è possibile prelevare più del contenuto del cassetto. (Warning ... you cannot withdraw more than the drawer contents.).

B. Recording a Pay-In (Cash In)

This operation is used to add money to the till (for example, an additional cash float for giving change).

1. Press the Prelievo / Versamento (Pay-Out / Pay-In) key and select Versamento (Pay-In).

2. Enter the amount added to the drawer.

3. Select the reason and confirm.

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2. POS Terminal Close (Cards)

Before closing the fiscal till, you must reset the electronic transactions:

1. Press the Chiusura POS (POS Close) button on the till screen.

2. The till sends the close command to the connected credit card reader.

3. The reader will perform the daily accounting close and issue a paper receipt summarizing the electronic transactions. Check that the operation was successful.

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3. Daily Fiscal Close (Z Close)

The Z close resets the fiscal printer's daily totalizers and electronically transmits the takings to the Italian Revenue Agency (Agenzia delle Entrate).

Operating procedure:

1. Press the Chiusura Cassa (Till Close) button and select Chiusura Fiscale (Z) (Fiscal Close (Z)).

2. The cash counting screen (Distinta Monete / Cash Breakdown) will open:

  • Physically count the money present inside the coin drawer broken down by denomination (e.g. how many 20€ banknotes, 2€ coins, etc.).
  • Type the counted quantities in the respective on-screen boxes. The system automatically calculates the declared cash total.

3. Press Conferma Chiusura (Confirm Close).

4. Automatic System Actions:

  • The fiscal printer performs the Z reset and prints the electronic fiscal close receipt.
  • The till prints two non-fiscal copies of the financial balancing slip (showing total sales, declared and reconciled electronic payments, pay-ins/pay-outs and delta).
  • The till session is closed and the application returns to the login screen.

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4. Handling Print Messages and Alerts

  • Alert: "Carta in Esaurimento" (Paper Low) or "Carta Esaurita" (Paper Out):
  • The printer detects the end or near end of the thermal paper roll.
  • If the paper is out, the printer stops and the till blocks operations.
  • Solution: Replace the thermal roll in the printer and press Ripristina Stampa (Resume Printing). The printer will resume issuing the interrupted document.
  • Alert: "Il cassetto elettronico non ha risposto" (The electronic drawer did not respond):
  • If a locked-down electronic cash drawer is used and it does not respond within the time limit (timeout) or responds with an error, the till shows a notification to alert the cashier, but still allows them to proceed and close the sale so as not to block customer service.

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E-commerce Click & Collect Delivery at the Till

This module describes the procedure the cashier must follow when a customer comes to the till point to collect an order purchased online (Click & Collect service).

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1. Collecting the Click & Collect Order

Click & Collect orders handled at the till have already been paid online by the customer (amount due at the till equal to 0,00€). The till acts as a verification and delivery release point.

Operating Procedure:

1. On the main till screen, press the Click & Collect button (or E-commerce Services).

2. Order Search: Search for the customer's order by entering the Order Number or typing part of the Customer Name in the search field.

3. The system will display the order details and the number of parcels that make it up.

4. Parcel Barcode Scan: Physically retrieve the parcels from the store's storage area and scan the barcode printed on each parcel (Parcel Code).


flowchart TD
    Start([Cliente chiede ritiro Click & Collect]) --> OpenMenu[Apri Menù Click & Collect in cassa]
    OpenMenu --> SearchOrder[Ricerca ordine per Numero o Nome]
    SearchOrder --> ScanParcel[Scansiona codice a barre del pacco]
    ScanParcel --> VerifyParcel{Verifica pacco in cassa}
    VerifyParcel -- Già consegnato --> ErrorAlreadyDelivered[Errore: Pacco già consegnato. Consegna bloccata.]
    VerifyParcel -- Store errato o inesistente --> ErrorStore[Errore: Il pacco non appartiene a questo negozio.]
    VerifyParcel -- Validato --> AddReceipt[Aggiunge pacco allo scontrino attivo]
    AddReceipt --> CheckAllParcels{Tutti i pacchi dell'ordine sono stati letti?}
    CheckAllParcels -- No --> ScanParcel
    CheckAllParcels -- Sì --> AutoAddVirtual[KFE inserisce l'articolo virtuale non fiscale con importo zero]
    AutoAddVirtual --> PrintSlip[Chiudi lo scontrino e stampa la ricevuta non fiscale di consegna]
    PrintSlip --> Done([Consegna Consolidata ed inviata a KBE/Cloud])
System Operating Rules:
  • Duplicate Check: If the barcode of a scanned parcel is already present on the current receipt, the till shows the alert: Attenzione ... il pacco rilevato è già presente sullo scontrino. (Warning ... the detected parcel is already on the receipt.).
  • Delivery Status Check: If the parcel turns out to have already been delivered, the system blocks the operation by displaying the alert: Attenzione ... il pacco che hai selezionato risulta già consegnato al cliente!!! (Warning ... the parcel you selected has already been delivered to the customer!!!).
  • Delivery Receipt (Collection Signature): Once all the parcels making up the order have been scanned, KFE automatically inserts a non-fiscal virtual item in the cart (e.g.: "ORDINE: 12345" / ORDER: 12345) with a value of 0,00€. The cashier closes the receipt by pressing the Contanti / Chiudi (Cash / Close) key (without collecting any money). The printer will issue a non-fiscal receipt that serves as proof of delivery, and KFE will send the "Delivered" status to the cloud database to update the order record.

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2. Pick From Store Notifications (Orders to Prepare)

The till also acts as an alert center for store staff regarding orders that must be prepared by picking the goods directly from the shelves (Pick from Store).

  • On-Screen Indicator: On the till screen there is a graphical badge with the e-commerce icon and a numeric counter (e.g.: a red dot with the number 3).
  • Meaning: The counter indicates the number of pending Pick from Store orders assigned to that store that are still waiting to be picked from the shelves and that are approaching the collection deadline.
  • Cashier Action: When the notification appears, staff must alert the picking operators or use the handheld device to start preparing the order, avoiding shipping delays.

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Receipt Management (Building the Cart)

This module describes the procedures for adding products to the receipt, managing quantities, applying discounts, price changes and free items, and performing item reversals or cancellations during the sales phase.

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1. Adding Products

Products can be added to the receipt at the till through several operating methods:

A. Barcode Scan (Laser)
  • Pass the item's barcode in front of the till's laser reader. The item is added to the screen with quantity 1.
  • Multipack barcodes: If you scan a barcode associated with a multipack (e.g. a whole case of 6 bottles), the till converts the read by adding the single item multiplied by the quantity indicated in the pack (e.g. 6 single items).
B. Manual Code Entry
  • Type the barcode or the management system item code using the till's numeric keypad and press Invio (Enter) or the on-screen entry button.
C. On-Screen Product Search
  • Press the Cerca Prodotto (Search Product) button on the screen, type a word contained in the description and select the correct item from the results list.
D. Weighed Items (Fruit & Veg / Butchery)
  • By scanning the barcode printed by the scale's label printer, the till recognizes the weighed nature of the product and extracts from the code both the item identifier and the final price calculated based on the weight. The item is added with the correct decimal quantity.

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2. Changing the Quantity (Multiplier)

  • To sell multiple units of the same product: type the desired quantity on the keypad (e.g.: 5), press the Quantità (X) (Quantity (X)) key and scan the product. The system will calculate the total line price multiplied by 5.

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3. Applying Line Discounts

The cashier can apply a custom discount (line discount) as a percentage (%) or in euros (€):

Method A (Pre-set discount):

1. Type the discount value (e.g. 10 for 10% or 3 for 3.00€).

2. Press the Sconto % (Discount %) or Sconto € (Discount €) key. The on-screen modifier activates.

3. Scan or enter the item. The discount is calculated and applied immediately to that line.

Method B (Discount on existing line):

1. Select the item already on the screen by tapping the corresponding line.

2. Press the Modifica Riga / Sconto (Edit Line / Discount) key.

3. Enter the discount value and confirm.

⚠ Warning

Blocked items (Non-Discountable): If an item is set in the database as non-discountable, any attempt to apply a discount to it will show the alert: Attenzione ... l'articolo [Nome] non può essere scontato. (Warning ... the item [Name] cannot be discounted.) and the item will be added at full price.

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4. Manual Price and Free Items

  • Manual Price: Allows you to manually type the sale price for a specific item (e.g. for items without a price or damaged ones). Select the line, press Prezzo Manuale (Manual Price), enter the agreed price and confirm. This operation may require a manager's authorization.
  • Free Item: Select the line and press the Omaggio (Free Item) key. The line's final price will be set to 0,00€ with the indication of a fiscal free gift.

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5. Correcting Errors (Line Reversal and Cancellation)

If a mistake is made while building the receipt (before payment):

  • Line Reversal (Delete Line): If you want to remove a single item added by mistake, select the product line on the screen and press the Cancella Riga (Delete Line) button. The item will be removed and the total recalculated.
  • Receipt Cancellation: To completely empty the cart and start over, press the red ANNULLA SCONTRINO (CANCEL RECEIPT) button. All items will be cleared from the screen and the till will return to its initial state.

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6. Assigning a Salesperson

If required for commission or internal tracking purposes:

  • Press the Seleziona Venditore (Select Salesperson) button before registering the items to associate the entire sale with a specific store operator, or select a single line to assign only that item to a dedicated salesperson.

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Receipt Close, Payments and Printing

This module describes how to view the total, apply payments (including mixed payments), handle change and proceed to print the fiscal or courtesy receipt.

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1. Subtotal and Promotion Calculation

Before proceeding to payment, two options are available to check the receipt amount:

  • Subtotal: By pressing the Subtotale (Subtotal) key, the till displays the partial amount calculated so far without locking the receipt (you can continue adding items).
  • Total (End of Sale): By pressing the Totale (Total) key, the till locks item editing and invokes the promotion engine. At this stage the system automatically calculates all end-of-receipt special discounts (e.g. basket discounts, 3-for-2 offers, special loyalty discounts). The Net Total to Pay is shown on the screen.

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2. Payment Methods

The till supports single or split payments (mixed payments). You can enter multiple payment methods until the entire receipt amount is covered.

A. Cash Payment (Standard Drawer)

1. Enter the amount physically handed over by the customer (e.g.: receipt of 18.00€, the customer hands over 20.00€, you type 20,00).

2. Press the Contanti (Cash) key.

3. The system will calculate the change to give, show it on screen (e.g.: Resto: 2,00€ / Change: 2.00€) and automatically open the physical coin drawer.

A.1 Payment with Automatic Drawer / Electronic Drawer (KED)

If the store is equipped with a till featuring an automatic/intelligent cash drawer (managed by the KED service):

1. Press the Contanti (Cash) key. The system enables the automatic till and locks the keyboard.

2. The customer inserts banknotes or coins directly into the machine's slots, which counts the money automatically in real time.

3. Change Calculation and Dispensing: Once the total receipt amount is covered, the machine automatically dispenses the exact change in coins and banknotes. The till closes the accounting receipt and starts fiscal printing.

4. Transaction Cancellation: If the customer changes payment method during cash insertion, the cashier can press Annulla Transazione Cassetto (Cancel Drawer Transaction). The till commands the automatic drawer to return the entire amount inserted up to that point and re-enables payment selection at the till.

5. Electronic Drawer Management (Manager Menu): Managers can access the Gestione Cassetto (Drawer Management) panel to perform initial cash pay-in operations (cash float), pay-outs for partial/total emptying (reject box) or to check the status of the sensors and drawer capacity.

B. Payment with Credit and Debit Cards (POS)

1. Press the Carta / POS (Card / POS) key.

2. The till sends the exact amount directly to the POS reader connected at the till counter.

3. Ask the customer to tap or insert the card.

4. Awaiting Outcome:

  • Approved: The till receives the transaction-completed signal, records the electronic authorization details and proceeds to automatically print the fiscal receipt.
  • Declined: The reader reports the error (insufficient funds, wrong PIN, etc.). The till returns to the payments screen, allowing another payment method to be selected.
C. Payment with Meal Vouchers and Coupons

1. Press the Buono / Coupon (Voucher / Coupon) key.

2. Scan with the barcode reader the code printed on the discount voucher or meal voucher (paper or digital).

3. The system verifies the code's validity in real time and deducts the amount from the total to pay.

D. Use of Gift Cards

1. Press the Gift Card key.

2. Scan the barcode of the gift card.

3. The system detects the card's balance:

  • If the balance covers the entire purchase, the receipt is finalized.
  • If the balance is lower, the till consumes the entire gift card amount and leaves the receipt open to collect the remaining amount with another method.

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3. Removing an Incorrect Payment Method

If you select a payment method by mistake (e.g. you press cash instead of card) and the receipt has not yet been printed:

1. Press the Annulla Pagamento (Cancel Payment) or Reset Pagamento (Reset Payment) key.

2. Select from the on-screen list the payment entered by mistake and confirm the removal. The total to pay will be restored.

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4. Printing the Courtesy Receipt (Gift)

If the customer is buying a gift and requests a receipt without prices to allow the recipient a possible exchange:

1. Just before closing the receipt or after printing the fiscal one (depending on the store's settings), press the Scontrino di Cortesia (Courtesy Receipt) (or Scontrino Regalo / Gift Receipt) button.

2. The printer will issue a non-fiscal document with the list of items and a barcode for returns, without any euro amount.

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Till Operating Manual - KFE (Key Front End)

Welcome to the Till Operating Manual for the KFE (Key Front End) suite.

This manual is designed for till operators (cashiers) and store managers. It describes the daily procedures, the system rules and the on-screen behaviors to assist daily work at the point of sale.

Note

This manual serves as a Knowledge Base for the KFE Support Virtual Assistant. The assistant uses these operating flows to answer cashiers' questions and build diagrams or maps of how things work on request.

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Table of Contents

1. [Opening and Login](file:///c:/KSolution/KFE/Manuale/Apertura_e_Login.md): How to log in to the system and declare the initial cash float.

2. [Receipt Management](file:///c:/KSolution/KFE/Manuale/Gestione_Scontrino.md): Adding products, changing quantities, line discounts, free items and reversing items or receipts.

3. [Payments and Printing](file:///c:/KSolution/KFE/Manuale/Pagamenti_e_Stampa.md): Moving to total, discount calculation, mixed payments (cash, pos, vouchers), change handling and courtesy receipt.

4. [Suspend and Resume](file:///c:/KSolution/KFE/Manuale/Sospensione_e_Ripristino.md): How to temporarily suspend a receipt to serve another customer and resume it later.

5. [Returns and Fiscal Reversals](file:///c:/KSolution/KFE/Manuale/Resi_e_Storni_Fiscali.md): Cancellation of incorrect receipts issued during the day, return of items with the original receipt and free returns without a receipt.

6. [E-commerce Click & Collect Delivery](file:///c:/KSolution/KFE/Manuale/Consegna_Ecommerce_Click_and_Collect.md): Till-side delivery of orders purchased online, scanning of parcels and notification for order preparation (Pick from Store).

7. [End-of-Day Close](file:///c:/KSolution/KFE/Manuale/Chiusura_e_Fine_Giornata.md): Cash movements (pay-outs/pay-ins), pos reset and Fiscal Z Close procedure with cash balancing.

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Returns, Refunds and Receipt Cancellation (Fiscal Reversals)

If an error is detected after the fiscal receipt has already been printed, or if a customer requests the return of a purchased product, the KFE till provides guided procedures to handle the reversal (fiscal cancellation) or goods return.

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1. Cancellation of an Issued Receipt (Fiscal Reversal)

This procedure is used to completely cancel an incorrect receipt printed by mistake.

Operating procedure:

1. Press the Annulla Scontrino Emesso (Cancel Issued Receipt) (or Storno Fiscale / Fiscal Reversal) key.

2. Scan the barcode printed at the bottom of the fiscal receipt you want to cancel, or type the receipt number on the screen.

3. The system retrieves the receipt details and shows them on the screen.

4. Press Conferma Annullamento (Confirm Cancellation) (Void Confirm).

5. The printer will issue a Fiscal Receipt Cancellation document. Staple the original incorrect receipt together with the reversal receipt and place them in the till.

⚠ Warning

System Control Rules:

  • Date Check: The system allows a receipt to be fiscally cancelled only if it was issued on the current day. Otherwise, the system blocks the operation, showing the error: Impossibile annullare uno scontrino fatto in una giornata differente da quella odierna. (Cannot cancel a receipt made on a day other than today.) (in this case a Goods Return must be performed).
  • Fiscal Invoice: If the receipt has already been converted into an invoice or direct invoice, the system prevents cancellation, showing the alert: Attenzione ... lo scontrino è stato trasformato in fattura e non è possibile effettuare l'annullo. (Warning ... the receipt has been converted into an invoice and cancellation cannot be performed.).

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2. Item Return with the Original Receipt

To be used when the customer returns a product purchased on previous days and has the original fiscal receipt.

Operating procedure:

1. Press the Reso da Scontrino (Return from Receipt) key.

2. Scan the barcode printed on the original receipt (or type it).

3. The list of products purchased on that receipt appears on the screen.

4. Select the products the customer is returning and indicate the returned quantity.

5. Press Conferma Reso (Confirm Return).

6. The selected products will be added to the screen on the current receipt with negative quantity and price (e.g.: -1 pezzo, -15,00€ / -1 unit, -15.00€).

7. Proceed in one of the following ways:

  • Offset: Scan the new products the customer intends to buy as a replacement. The till will calculate the difference to collect (or to refund).
  • Refund: If the total remains negative, proceed to closing to issue a cash refund or a store credit voucher.

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3. Free Return (Without a Receipt)

To be used only if authorized, when the customer does not have the original fiscal receipt.

Operating procedure:

1. Press the Reso Libero (Free Return) (or Reso Senza Scontrino / Return Without Receipt) key.

2. Scan or search for the product returned by the customer.

3. The item is added to the current cart with negative quantity (-1).

4. Proceed to the payment or offset of the transaction.

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Suspending and Resuming the Receipt

While working at the till, the need may arise to temporarily interrupt a sale (for example, if the customer has left their bag in the car or wants to fetch a product forgotten on the shelf).

To avoid blocking the till point and keeping other customers waiting, you can suspend the receipt in progress and then resume it and complete it at a later time.

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1. How to Suspend the Receipt (Freeze)

If you have a receipt started with one or more products added on the screen:

1. Press the Sospendi Scontrino (Suspend Receipt) (or Sospendi / Suspend) button.

2. The receipt disappears from the till screen.

3. The till immediately becomes free again (empty cart) and is ready to register the purchases of the following customers.

Note

The system internally saves all the items of the suspended receipt, including line discounts already calculated and any associated customer loyalty card, without printing any fiscal document.

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2. How to Resume the Receipt (Recall)

When the customer returns to the till to pay for their suspended purchase:

1. Press the Richiama Scontrino (Recall Receipt) (or Ripristina / Resume) button.

2. A list of all the receipts suspended on the current till will appear on the screen, identifiable by:

  • Creation / suspension time.
  • Number of products added.
  • Provisional total amount.
  • Customer name (if the loyalty card had been scanned).

3. Select the correct receipt from the list by tapping it on the screen.

4. Press Conferma Ripristino (Confirm Resume).

5. The receipt is reloaded on the screen exactly in the state in which it was frozen.

6. At this point you can add more items, remove existing ones or proceed directly to closing the payment.

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Module KBE — Key Back End (back-office management system)

Customer Master Data and Loyalty (Fidelity) Campaign Management

This module describes the procedures for entering and editing customer master data records, managing loyalty cards (Fidelity Card), monitoring point/stamp balances, and setting the rules for converting points into discount vouchers (Cashback).

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1. Registering New Customers (Master Data)

To associate purchases with a specific customer and issue promotional cards, the customer must be registered in the system:

Customer Entry Procedure:

1. Go to Anagrafiche (Master Data) -> Clienti (Customers).

2. Press Nuovo Cliente (New Customer).

3. Fill in the required information:

  • Personal Data: Last Name, First Name, Date of Birth.
  • Contacts: Phone, Email (essential for sending promotions).
  • Billing Data: Tax Code (or VAT Number and Company Name if it is a business).

4. Privacy Consent: Tick the boxes relating to consent for privacy and commercial profiling (essential for current regulations).

5. Select the Customer Category (e.g.: "Standard", "Dipendente"/Employee, "Rivenditore"/Reseller). This automatically assigns the customer dedicated price lists or discounts at the checkout.

6. Press Salva (Save).

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2. Loyalty Card Association (Fidelity Card)

  • New Card: In the record of the created customer, position the cursor on the Codice Card / Codice Fidelity (Card Code / Fidelity Code) field.
  • Scan the barcode of a blank plastic card with the optical reader, or enter the code manually.
  • Save the record. From this moment on, when the cashier scans that card at the point of sale, the checkout will automatically recognize the customer.

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3. Point Balance and Stamp Campaign Management

The system updates the balances accumulated by customers during purchases in real time:

  • View Point Balance: Search for the customer by name or card code to view the active point balance and the history of points accumulated and spent.
  • Balance Adjustment (Office Operations): In case of error (e.g. a receipt rung up by mistake without the loyalty card), the manager can enter a Rettifica Punti (Point Adjustment) or Rettifica Bollini (Stamp Adjustment), entering the number of points to add or subtract and a justifying note.
  • Stamp Campaigns: Used for specific prize collections. KBE makes it possible to check how many electronic stamps the customer has accumulated and how many have been redeemed to collect physical prizes at the point of sale.

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4. Cashback and Point Redemption

The system allows the customer to convert accumulated points into immediate discounts on their purchase (Cashback).


flowchart TD
    Start([Cliente chiede di usare i punti]) --> CheckPoints[Il cassiere verifica il saldo punti del cliente]
    CheckPoints --> MinPoints{Ha raggiunto la soglia minima es: 1000 punti?}
    MinPoints -- No --> Reject[Soglia non raggiunta. Continua accumulo]
    MinPoints -- Sì --> SelectRedeem[Seleziona quantità punti da convertire]
    SelectRedeem --> CalcDiscount[Il sistema converte i punti in sconto es: 1000pt = 10€]
    CalcDiscount --> Apply[Lo sconto viene applicato come forma di pagamento]
    Apply --> DeductBalance[I punti riscossi vengono detratti dal saldo del cliente]
Operating Rules:
  • Conversion Thresholds: Configured from the KBE portal (e.g. 500 points = €5.00, 1000 points = €10.00).
  • Redemption at Checkout: At the payment total stage, the cashier selects the "Punti Fidelity" (Loyalty Points) payment method. The checkout deducts the points from the customer's profile and applies the corresponding discount in euros. The KBE portal records the refund transaction for end-of-month administrative checks.

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Configuring Promotions, Coupons and Gift Cards

This module describes the procedures for setting up promotional campaigns (special prices, NxM offers, baskets), generating discount coupons in bulk, and managing the issuance and balance of Gift Cards.

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1. Creating a Promotional Campaign

KBE automatically sends active promotions to all connected checkouts at the point of sale.

Procedure to create a Promotion:

1. Go to Gestione (Management) -> Promozioni (Promotions).

2. Press Nuova Promozione (New Promotion).

3. Define the fundamental parameters:

  • Validity Period: Enter the start and end date and time of the campaign.
  • Status: Set to "Attiva" (Active).
  • Offer Type: Select the desired promotion type (see list below).

4. Associate the products on promotion:

  • Add the barcodes or select entire product categories (e.g.: "Ortofrutta"/Fruit & Vegetables, "Reparto Colazione"/Breakfast Department).

5. Save the promotion. The system will send the offer to the checkouts, which will apply it automatically at payment time.

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2. Supported Promotion Types

  • Price Cut: Reduces the selling price of an item to a fixed value or applies a fixed percentage discount (e.g.: 20% off all biscuits).
  • NxM Offers (e.g. 3x2): Allows a group of products to be sold giving away the cheapest one for free (e.g.: take 3 items, pay for only 2).
  • Basket (Basket Promotion): Allows a fixed price to be applied if the customer buys a combination of different items (e.g.: 1 pack of pasta + 1 sauce + 1 bottle of water for just €3.50).
  • Discount on Total: Applies a percentage or euro discount if the receipt exceeds a certain spending threshold (e.g.: get €5.00 off on a minimum spend of €50.00).
  • Free Item: Allows a product to be given away upon purchase of another item (e.g.: buy a perfume, receive the shower gel for free).

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3. Generating and Managing Coupons (Discount Vouchers)

Coupons are single-use promotional codes that entitle the holder to a discount in euros or a percentage.

How to create a Coupon campaign:

1. Go to Gestione (Management) -> Serie Coupon (Coupon Series).

2. Define the campaign rules (e.g.: voucher value, expiry, whether it can be combined with other promotions).

3. Use the integrated generator to create a list of unique barcodes in bulk.

4. The generated codes can be printed at the bottom of the receipt for deserving customers or sent by email.

5. Monitoring: In the control panel you can check the status of each code in real time (Available, Used at checkout with date and time, Expired).

---

4. Gift Card Management

Gift Cards are rechargeable cards that customers buy as a gift or as a prepaid payment method.

How to activate a Gift Card series:

1. Go to Gestione (Management) -> Serie Gift (Gift Series).

2. Create a new series defining the available denominations (e.g.: fixed-value cards of €25, €50, or free-amount cards).

3. Generate the identifying barcodes to print on the physical cards.

4. Activation:

  • At the checkout: When a customer buys a card, the cashier scans the barcode and enters the desired amount. The checkout sends the signal to KBE, which activates the card by loading the balance onto it.
  • From the Back Office: The manager can pre-activate a batch of cards for promotional or corporate purposes by loading the balance directly from KBE.

5. Lookup: By searching for a Gift Card code in the system, the manager can view the remaining balance and the detailed list of purchases made with it.

---

Dashboard and Statistics (KPI)

The KBE KPI Dashboard (Key Performance Indicators) is the main tool available to Store Managers and Management for monitoring sales, margins, and overall store efficiency in real time.

---

1. Period Selection and Comparison Logic

The dashboard allows performance data to be filtered by setting different time intervals. The system automatically compares the selected period with the same interval of the previous year, applying a Retail Calendar logic to correctly align the days of the week (e.g. comparing the last Saturday of this month with the last Saturday of the same month of the previous year, rather than relying only on the numeric date).

Available Period Options:
  • Today: Shows real-time sales for the current day. The comparison is made with the same day of the week of the previous year.
  • Yesterday: Shows the consolidated summary of the previous day.
  • Current Week: Groups data from Monday up to the current day.
  • Current Month: Groups data from the 1st day of the current month up to the last consolidated day.
  • Custom: Allows a specific start and end date to be entered. The system will automatically calculate the corresponding comparison dates of the previous year.

---

2. Sales Metrics and Performance Indicators (KPI)

For each selected period, the dashboard displays the following fundamental metrics on screen, indicating for each one the percentage change (positive or negative) compared to the previous year:

| Metric / KPI | Functional Description | Practical Use for the Store Manager |

| :--- | :--- | :--- |

| Total Sales (€) | The total volume of sales recorded by the checkouts, net of returns and reversals. | Measures the actual revenue generated in the selected period. |

| Number of Receipts | The total number of transactions completed at the checkout. | Indicates the flow of customers who made a purchase (receipted traffic). |

| Average Receipt (€) | Calculated as: Total Sales / Number of Receipts. Indicates the average spend of each customer. | Helps understand whether customers buy higher-value products or take up promotions. |

| Average Lines | The average number of item lines present within each receipt. | Measures cross-selling capability (how many different items each customer buys on average). |

| Margin (€) | The profit margin in absolute value, calculated on the difference between the selling price and the purchase cost of goods. | Indicates the actual profitability of sales net of cost of goods sold. |

| Margin (%) | The margin percentage calculated on sales. | Allows the economic sustainability of active promotions to be verified. |

---

3. Rankings and Detailed Analysis (Ranking)

In addition to general metrics, the dashboard provides graphical visualizations and ranking tables to identify the store's strengths and weaknesses:

Store Ranking (for Multi-Store Manager / Management)

Shows the list of active stores ordered by revenue or margin. Allows the performance of the different stores in the network to be quickly compared.

Product Category Ranking

Groups sales by product category (e.g. Groceries, Household, Fruit & Vegetables).

  • Helps understand which departments are driving revenue.
  • Allows planning of goods restocking and the physical layout of the aisles.
Salesperson / Cashier Ranking

Shows sales performance broken down by individual operator.

  • Number of transactions handled: Useful for checking speed and efficiency at the checkouts.
  • Sales value and average receipt: Allows the effectiveness of staff in recommending products or promoting special items to be monitored.

---

Flusso Decisionale dell'Analisi Dashboard


flowchart TD
    Start([Accesso a Dashboard KBE]) --> SelectStore[Seleziona Punto Vendita]
    SelectStore --> SelectPeriod[Scegli Periodo Temporale es: Settimana]
    SelectPeriod --> AutoCompare[Il sistema calcola le date di confronto dell'anno precedente]
    AutoCompare --> FetchKPI[Aggregazione metriche: Venduto, Scontrini, Margine]
    FetchKPI --> DisplayKPI[Visualizzazione KPI con variazioni percentuali]
    DisplayKPI --> ChoiceRank{Cosa vuoi analizzare?}
    ChoiceRank -- Reparti/Categorie --> RankCat[Analizza Classifica Categorie Merceologiche]
    ChoiceRank -- Staff/Casse --> RankStaff[Analizza Classifica Operatori]
    ChoiceRank -- Negozi della rete --> RankStores[Analizza Classifica Punti Vendita]
    RankCat --> ActionPromo[Ottimizza promozioni su categorie a basso margine]
    RankStaff --> ActionStaff[Pianifica turni o formazione sul personale di cassa]
    RankStores --> ActionStock[Rialloca le merci tra i negozi della rete]

---

Document and Inventory Management

This module describes the procedures for recording and controlling warehouse documents (goods receipts, recording of incoming invoices and delivery notes/DDT), managing delivery discrepancies, and conducting inventories.

---

1. Recording Goods Receipt Documents and Incoming Invoices

To update stock following the arrival of new goods from suppliers, the incoming documents (DDT/delivery notes, purchase invoices, credit notes) must be recorded in the Gestione Documenti (Document Management) panel.

Document Entry Procedure:

1. Go to Gestione (Management) -> Documenti (Documents).

2. Press Nuovo Documento (New Document) and select the type (e.g. Incoming Invoice, supplier DDT/delivery note).

3. Fill in the header data:

  • Company and destination Store.
  • Supplier / Business Customer: Selectable via advanced search. The system will load their payment terms and any tax exemptions.
  • Additional notes, document date, and the supplier's original protocol number.

4. Enter the received items into the grid (via barcode scanning or descriptive search). For each line, specify:

  • Quantity received.
  • Retail price and Unit cost of purchase (VAT inclusive/exclusive).
  • VAT Code and percentage value.
Document Control and Closing Rules:

flowchart TD
    Start([Avvio Chiusura Documento]) --> CheckSuppliers{Verifica fornitori diversi abilitata?}
    CheckSuppliers -- Sì --> ValidateSuppliers{Gli articoli hanno fornitori diversi?}
    ValidateSuppliers -- Sì --> BlockSuppliers[Errore: Blocco Chiusura. Gli articoli devono avere lo stesso fornitore.]
    ValidateSuppliers -- No --> CalcVAT[Calcolo IVA e imponibili basati su esenzioni e aliquote]
    CheckSuppliers -- No --> CalcVAT
    CalcVAT --> CheckLimit{Il totale supera il limite massimo per il tipo di documento?}
    CheckLimit -- Sì --> BlockLimit[Errore: Blocco Chiusura. Limite di valore superato.]
    CheckLimit -- No --> ReserveNumber[Richiesta blocco numeratore in stores-series]
    ReserveNumber --> GetNumber[Generazione anno, serie e numero progressivo]
    GetNumber --> InsertDoc[Salvataggio del documento consolidato]
    InsertDoc --> UpdateContainers[Collega l'ID documento ai contenitori di riordino coinvolti]
    UpdateContainers --> Done([Documento Chiuso e Giacenze Aggiornate])
  • Unique Supplier Control: If configured for that document type, the system blocks saving if you attempt to record items associated with different suppliers within the same document.
  • VAT and Exemption Calculation: VAT rates and taxable amounts are calculated automatically. If the business customer or the document type has a relief or a VAT Exemption, the system zeroes the tax or applies the reduced rate associated with the exemption.
  • Value Limit Control: Before closing, the system verifies that the total value of the document does not exceed the maximum limit allowed for that category.
  • Number Assignment (Concurrency Lock): Upon closing, to prevent two operators from generating the same document number simultaneously, the system places a temporary lock marker (lock_expiry_date) on the store's series, increments the counter, and performs the save, releasing the series immediately afterwards.

---

2. Goods Receipt Control (Discrepancy Management and TRD)

The Controllo Carico (Goods Receipt Control) panel handles intercepting discrepancies between what is declared in the inter-store goods transfer documents (Internal Load) and what is actually counted by staff on arrival.

When is a discrepancy generated?

An internal goods receipt document goes into the Anomalo (Anomaly: True) state when the goods arrive at their destination, are counted via mobile handhelds, and the counted quantity (check_qty) is different from the quantity declared in the shipping document (document_qty).

Discrepancy Resolution Procedure:

1. Go to Gestione (Management) -> Controllo Carico (Anomalie) (Goods Receipt Control / Discrepancies).

2. Filter by sending store (origin) and receiving store (destination).

3. Select the anomalous document. The system will show the product lines where the quantities do not match.

4. The operator can:

  • Edit the counted quantity: If a manual counting error is found.
  • Add receipt notes: To specify the causes (e.g. "damaged package", "item missing at origin").
  • Resolve the discrepancy: The system calculates the difference and automatically generates a Transfer document (TRD) to realign the warehouses of the two stores.
How TRD-based compensation works:
  • Case A: Quantity Shipped > Quantity Received (pieces missing at destination).
  • The system generates a Transfer document (TRD) departing from the destination store and arriving at the shipping store for the missing quantity. This corrects the inventory of the receiving store (which does not receive goods that never arrived) and re-charges the stock to the sender.
  • Case B: Quantity Shipped < Quantity Received (extra pieces arrived at destination).
  • The system generates a Transfer document (TRD) departing from the shipping store and arriving at the destination store for the excess quantity.
  • Consolidation: Once the TRD is generated (with a counter protected by a concurrency lock as for invoices), the anomalous line is marked with the resolution date and the operator's name. When all the anomalous lines of the receipt are resolved, the anomaly status of the entire document is deactivated.

---

3. Inventory Management (Stocktake)

The inventory procedure serves to periodically align the theoretical stock present in the database with the physical stock actually present in the store.

Inventory Phases:

1. Session Creation: Go to Gestione (Management) -> Inventari (Inventories) and press Crea Inventario (Create Inventory).

2. Zone Definition: Create the physical zones of the store (e.g. Aisle 1 Shelf, Cold Room, Display Cases). In this way, several operators can count different zones simultaneously with the handhelds without overlapping.

3. Item Lock: During counting, the theoretical stock levels in the system are temporarily frozen to avoid discrepancies caused by concurrent sales or receipts.

4. Reading and Sending: Operators scan the products with mobile handhelds (KMA), sending the counts to KBE.

5. Discrepancy Check (Inventory Proposal):

  • The Manager views the comparison report on screen: Theoretical Stock vs Detected Stock = Difference (Delta).
  • A new reading can be ordered for the zones that present anomalous differences.

6. Final Adjustment: By pressing Conferma Rettifica Inventario (Confirm Inventory Adjustment), the system definitively updates the theoretical stock with the one actually counted, calculating shrinkage or surpluses, and unlocks the items for normal checkout activities.

---

E-commerce and Picking List (PKL) Management

This module describes the back-office procedures for managing e-commerce orders (Click & Collect, Pick from Store) and printing goods picking lists.

---

1. E-commerce Click & Collect (In-Store Pickup)

The Click & Collect function allows customers to buy online and collect in store a parcel shipped from the central hub.

PHASE 1: Receiving the Parcel in Store (from Courier)

When the courier delivers the e-commerce parcels to the store:

1. Go to Gestione (Management) -> E-commerce Click & Collect.

2. The system shows the list of incoming orders.

3. Select the order and scan the parcel's barcode (Parcel Code).

4. KBE automatically records the date/time of receipt and the name of the operator who took charge of the parcel, sending the "Parcel Ready for Pickup" confirmation to the customer.

PHASE 2: Handing the Parcel to the Customer

When the customer arrives in store for pickup:

1. Search for the order by order code or customer name in the Click & Collect panel.

2. Press the Consegna al Cliente (Hand to Customer) button and scan the code of the delivered parcel.

3. The system records the exact date/time of delivery and the operator who carried out the operation.

PHASE 3: Consulting Additional Information

In the delivery detail, the manager can consult:

  • The list of items contained in the parcel.
  • The loyalty card number associated with the customer.
  • The date of the last receipt issued to the customer at any store in the network (useful for return checks or administrative controls).

---

2. E-commerce Pick from Store (Preparing Shipments from the Store)

In the Pick from Store service, the store does not just act as a pickup point but also handles physically preparing the order by picking the products directly from its own shelves.

Preparation Phases:

1. Go to Gestione (Management) -> Pick from Store.

2. Orders to Prepare (Receive): The system lists the orders assigned to the store, indicating the date and time limit by which they must be prepared (Pickup Deadline).

3. Picking and Packaging: Staff pick the products from the shelves. Once picking is complete, the order status changes to Elaborato / Processato (Processed).

4. Printing and Shipping (Delivery): The manager accesses the list of orders ready for shipment, prints the transport documents and shipping labels, and marks the order as Stampato/Spedito (Printed). This updates warehouse stock by deducting the shipped products.

---

3. Picking Lists (PKL)

The Picking Lists (PKL) are picking lists generated for department restocking or for bulk stock transfers.

PKL Management Procedure:

1. Go to Strumenti (Tools) -> Gestione PKL (Picking Lists) (PKL Management).

2. The system queries the central server to retrieve the picking lists generated for the selected date.

3. The operator views the list of available lists with a summary of the number of items to be picked.

4. Select the list and press Stampa Lista di Prelievo (Print Picking List) to send the work document to the warehouse staff.

---

Flusso Operativo della Gestione E-commerce in Negozio


flowchart TD
    Start([Ordine E-commerce Ricevuto]) --> TypeCheck{Tipologia Ordine?}

    TypeCheck -- Click & Collect --> CC_Arrival[Pacco inviato dall'Hub Centrale]
    CC_Arrival --> CC_Scan[Scansione codice pacco all'arrivo in store]
    CC_Scan --> CC_Notify[KBE registra la ricezione ed invia notifica al cliente]
    CC_Notify --> CC_Pickup[Il cliente arriva in store]
    CC_Pickup --> CC_Delivery[Scansione codice pacco e consegna al cliente]
    CC_Delivery --> CC_Done([Ordine Concluso])

    TypeCheck -- Pick from Store --> PFS_List[Visualizzazione ordine da preparare su KBE]
    PFS_List --> PFS_Shelves[Prelievo fisico dei prodotti dagli scaffali del negozio]
    PFS_Shelves --> PFS_Processed[Segna ordine come Processato]
    PFS_Processed --> PFS_Print[Stampa etichette e bolla di spedizione]
    PFS_Print --> PFS_Ship[Consegna al corriere e flag su Stampato/Spedito]
    PFS_Ship --> PFS_Done([Giacenze scalate e Ordine Concluso])

---

Item and Movement Queries

This module describes the procedures for searching product information (master data and active promotions), printing shelf labels, and consulting the history of warehouse and checkout movements.

---

The Interrogazione Articoli (Item Query) panel allows real-time consultation of the product records in the system, their selling prices, purchase costs, and linked promotions.

Main Search Filters:
  • Text Filter: Search by item description or by barcode (EAN).
  • Classification Filters: Brand, Supplier, Buyer (purchasing manager), and Product Category.
  • Commercial Status: Filter products that are active, being phased out, or blocked.
  • Date Filters: Search based on the item's entry date or the last price update.
Information Visible in the Product Record:

1. General Data: Internal code, description, primary barcode, unit of measure.

2. Economic Data: Retail price (VAT inclusive), purchase cost (net of VAT), and the VAT rate applied.

3. Active Promotions: Shows the list of all ongoing promotions that affect the item.

Important

How does the system associate active promotions with an item?

The system performs an automatic cross-check:

  • It checks whether the product code is explicitly entered in the list of an active promotion.
  • It verifies whether the product falls within a dynamic filter based on rules of brand, product category, or keywords present in the description (e.g. a promotion active on all products of a specific brand or category).

---

2. Shelf Label Printing (KPL Service)

KBE integrates a function for printing shelf price-tag labels, interfaced with the KPL (Key Print Label) printing service.

Label Printing Procedure:

1. Search for the products to be labeled and add them to the Print List.

2. Select the label Template/Layout (e.g. large label for offers, standard label, label with barcode for reordering).

3. Start the print command. The system performs the following automatic steps:


flowchart TD
    Start([Avvio Stampa Etichette da KBE]) --> IdentifyMaster[Il sistema individua la Cassa Master dello store]
    IdentifyMaster --> PingMaster{La Cassa Master è online?}
    PingMaster -- No --> ErrorOffline[Errore: Impossibile contattare la cassa master. Stampa interrotta.]
    PingMaster -- Sì --> ApplyPrices[Applica i prezzi e calcola le promozioni per la data di oggi]
    ApplyPrices --> CallKPL[Il servizio KPL genera il layout grafico delle etichette]
    CallKPL --> RoutePrint[Invia il file di stampa alla stampante di negozio tramite la Cassa Master]
    RoutePrint --> CheckPrinted{Le etichette sono state stampate?}
    CheckPrinted -- Sì --> SetPrinted[KBE registra lo stato: Stampato]
    CheckPrinted -- No --> AlertPrinted[Segnala errore di stampa su alcune etichette]
  • Master Checkout Control: The physical printing of price tags is routed through the checkout terminal configured as "Master" for the store. If the master checkout is off or disconnected, KBE prevents printing to avoid price discrepancies.
  • Promotional Price Consolidation: If the product is on offer, KPL automatically prints the promotional price on the label, striking through the original one and indicating the promotion's end date.

---

3. Movement Query

The Interrogazione Movimenti (Movement Query) panel makes it possible to trace every single physical and accounting movement recorded in the system (sales, returns, inter-store transfers, goods receipts).

Filters for Searching Movements:
  • Date Range: Start date and end date to narrow down the audit.
  • Document Type: Allows specific transactions to be isolated (e.g. checkout receipts, DDT/transport documents, internal transfers, incoming invoices).
  • Item/Brand Filters: Search by specific product code or brand.
Customer Search Associated with Movements:

During the search for movements, if you want to analyze the purchases made by a specific customer (e.g. to verify a return or analyze purchase history), KBE implements a multi-level search procedure:

1. Advanced CRM Search (CDP): If active, the system queries the external centralized master data by first name, last name, or city to retrieve the customer's details in real time.

2. Local MongoDB Search: If the centralized search is disabled or returns no results, the system queries the local database for:

  • Loyalty card code.
  • Customer code from the management software.
  • Text search by first and last name.

3. Once the customer is selected, the report will show all movements associated with them.

---

Checkout Reconciliation and Accounting Reconciliation

This module describes the procedures for end-of-day checkout reconciliation (Daily Check), the accounting reconciliation of supplier incoming invoices against delivery documents (DDT/Orders), and the management of fiscal registers.

---

1. Checkout Reconciliation and Closing Verification (Daily Check)

The Controllo Chiusure (Daily Check) (Closing Control) panel collects the list of all the store's checkouts that have performed the daily closing but whose reconciliation has not yet been approved.

Reconciliation with the Fiscal Printer:

1. Go to Area Contabilità (Accounting Area) -> Controllo Chiusure (Closing Control).

2. The system performs an automatic check:

  • Printer Ping: Verifies that the fiscal printer of that checkout is reachable on the IP network.
  • Download Fpmate Totals: Downloads the totals stored within the printer's registers for the selected date.

3. Three key values are compared on screen:

  • Daily Sales Total (actual sales printed).
  • Daily Returns Total (value of returns recorded in the printer).
  • Daily Cancellations Total (value of receipts reversed in the printer).

4. If the database data and the printer data match, the reconciliation is correct.

DGFE Download and Receipt Recovery:
  • Download DGFE: Allows the office to download the XML file of the printer's Electronic Journal (Giornale di Fondo Elettronico) for legal retention.
  • Receipt Recovery from Checkout: In the event of power surges or network blocks that create a gap in the receipt numbering, this function connects via IP to the checkout's local log, extracts the original receipt file in JSON format, and reinserts it into the central database to repair the sequence.
Reconciliation Approval:
  • Ordinary Approval: Press Approva Quadratura (Approve Reconciliation) if the cash data matches the fiscal readings.
  • Forced Approval (Forced): Allows the reconciliation to be closed even in the presence of unavoidable discrepancies, by entering an explanatory note for the administration.

---

2. Recording and Reconciling Supplier Invoices (Incoming Invoices)

The Fatture Passive (Incoming Invoices) panel (in Area Contabilità (Accounting Area) -> Fatture Passive (Incoming Invoices)) allows the administrative office and Store Managers to reconcile and record the electronic invoices received from suppliers against the goods actually received in store (DDT/delivery notes and purchase orders).

A. Unlocking the Accounting Month (Month Unlock)

Before being able to record any invoice, an administrator with specific permissions must authorize the relevant accounting month.

1. Access the Sblocco Mese (Month Unlock) function.

2. Enter your own password to confirm identity.

3. The system verifies the permission and updates the date of the last unlocked month (passive_invoices_last_month_unlock).

4. Security Rule: It is not possible to record or edit supplier invoices referring to accounting months that are still locked.

B. Reconciliation and Association Procedure (Matching)

When a supplier invoice is received (e.g. imported from an XML file), it must be associated with the physical documents that recorded the entry of the goods into the warehouse.


flowchart TD
    Start([Seleziona Fattura Passiva da registrare]) --> OpenDetail[Apri Dettaglio Fattura]
    OpenDetail --> ChooseMatch{Come importare le righe?}
    ChooseMatch -- Da DDT / Ordini --> ImportDDT[Seleziona DDT di carico registrati in magazzino]
    ChooseMatch -- Da Note di Credito --> ImportCN[Associa Note di Credito fornitore]
    ChooseMatch -- Inserimento Manuale --> ManualEntry[Aggiungi manualmente righe di rettifica]
    ImportDDT --> CompareTotals[Verifica quadratura: Totale Imponibile e IVA]
    ImportCN --> CompareTotals
    ManualEntry --> CompareTotals
    CompareTotals --> Balanced{I totali quadrano con la fattura?}
    Balanced -- No --> UploadAttach[Carica allegato PDF per segnalare discrepanze]
    Balanced -- Sì --> InputDates[Inserisci Data Registrazione, IVA e Scadenza]
    InputDates --> ConfirmReg[Conferma Registrazione]
    ConfirmReg --> SetProtocol[Il sistema assegna il Numero di Protocollo]
    SetProtocol --> Done([Fattura Registrata e DDT Consolidati])

1. Importing Lines: In the invoice detail, the operator associates the goods by selecting:

  • Importa da Ordini/Bolle (Import from Orders/Delivery Notes): Shows the list of goods receipt DDT/delivery notes previously recorded in the warehouse (via *Gestione Documenti*/Document Management) for that supplier.
  • Importa da Note di Credito (Import from Credit Notes): Associates the supplier credit notes.
  • Inserimento Manuale (Manual Entry): Allows reversal lines or additional costs to be entered (e.g. shipping charges).

2. Reconciliation Check: The operator compares the taxable amount and VAT calculated on the associated delivery notes with the values reported in the supplier's invoice.

3. Attachment Management: PDF copies of the documents can be uploaded for archiving or to document price/quantity discrepancies.

C. Consolidation and Protocol
  • Confirm Registration: Once the values are confirmed to balance, enter the registration date, the VAT date, the receipt date, and the payment due dates. Press Conferma (Confirm).
  • Protocol Assignment: The system generates and associates a progressive registration Protocol Number with the document.
  • History and Unlocking: Recorded invoices move to the Fatture Registrate (Recorded Invoices) tab. If a registration is deleted, the system automatically unlocks the previously associated DDT/Orders, making them available again for a new reconciliation.

---

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3. Stamp Duty Export on Invoices (Non-EU)

The KBE system provides a tool for managing the virtual stamp duty applied to invoices issued to customers resident in Non-EU (foreign) countries that exceed the legal thresholds (e.g. €77.47).

Export Procedure:

1. Go to Strumenti (Tools) -> Esportazione Bolli (Stamp Duty Export).

2. Filter by store, invoice issue date, and optionally by business customer code.

3. The system lists the direct invoices issued on that day that present a Non-EU VAT exemption and that exceed the threshold for the application of stamp duty.

4. Customer Data Check (Mobile/Email): If the business customer's profile does not contain a valid mobile number or an email, KBE requires the immediate entry of the contacts before proceeding, updating the centralized master data.

5. Export CSV Generation: The system queries the checkouts to reconstruct the discounts split by line, calculates the taxable amount and VAT for each rate (0%, 4%, 10%, 22%), and generates a CSV file containing all the master and accounting data of the invoices for the stamp duty tax return.

---

Back Office Operating Manual - KBE (Key Back End)

Welcome to the Back Office Operating Manual for the KBE (Key Back End) suite.

This web portal is designed for store managers, office staff, and administrators of the Key Solution system. It allows you to manage master data, documents, inventories, and promotions, and to verify the daily accounting reconciliation of the stores.

Note

This manual constitutes the Knowledge Base for the KBE Virtual Assistant. The assistant uses these procedural flows to explain how the interface works and to build flowcharts or decision maps on the fly at users' request.

---

Table of Contents

1. [Reconciliation and Accounting](file:///C:/KSolution/KBE/Manuale/Quadratura_e_Contabilita.md):

  • Verification of daily closings (Daily Check) and checkout reconciliation.
  • Reconciliation of totals with the fiscal printer and download of the Electronic Journal (DGFE).
  • Search and recovery of missing receipts from the checkout logs.
  • Reconciliation, balancing, and recording of supplier incoming invoices (Month Unlock, DDT and order association).
  • Final approval.

2. [Dashboard and Statistics (KPI)](file:///C:/KSolution/KBE/Manuale/Dashboard_e_Statistiche.md):

  • Monitoring of sales performance, average receipt, and transactions.
  • Criteria for time comparison with the previous year (retail calendar).
  • Commercial margin in value and percentage.
  • Rankings by product category, operators, and stores.

3. [Item and Movement Queries](file:///C:/KSolution/KBE/Manuale/Interrogazione_Articoli_e_Movimenti.md):

  • Advanced search of item records by barcode, brand, and supplier.
  • Matching of active promotions and shelf label printing (KPL).
  • Search of checkout/warehouse movements and tracing of customer master data via CRM/CDP.

4. [Document and Inventory Management](file:///C:/KSolution/KBE/Manuale/Gestione_Documenti_e_Inventario.md):

  • Recording of incoming invoices and DDT with VAT and tax exemption control.
  • Management of internal goods receipt discrepancies (Goods Receipt Control) and automatic generation of transfer documents (TRD).
  • Conducting inventory sessions (Stocktake) and automatic stock adjustments.

5. [E-commerce and Picking List (PKL) Management](file:///C:/KSolution/KBE/Manuale/Gestione_Ecommerce.md):

  • Management of parcel pickup from the central hub and delivery to the customer (Click & Collect).
  • Preparation of online orders by picking goods from the store shelves (Pick from Store).
  • Printing of picking lists for restocking and transfers.

6. [Master Data and Fidelity](file:///C:/KSolution/KBE/Manuale/Anagrafiche_e_Fidelity.md):

  • Creation and management of customer records.
  • Assignment of loyalty cards, management of point balances, and stamp campaigns.
  • Rules for cashback (purchase refund via points).

7. [Promotion Configuration](file:///C:/KSolution/KBE/Manuale/Configurazione_Promozioni.md):

  • Setting up new promotions (NxM, price cut, basket, free items).
  • Bulk generation and management of Coupons/Discount Vouchers.
  • Activation and recharge of Gift Cards.

8. [Users and Security](file:///C:/KSolution/KBE/Manuale/Utenti_e_Sicurezza.md):

  • Creation of operator profiles (cashiers, managers, admins).
  • Configuration of checkout permissions.
  • Verification of checkout licenses.

---

Back Office Relationship Map

Here is how the KBE Back Office relates to the physical stores and the head office:


graph TD
    KBE["Portale Web KBE (Store Manager / Ufficio)"] <--> |Lettura/Scrittura Dati| CloudDB["Database Cloud Sincronizzato"]
    KFE1["Cassa 1 (KFE)"] <--> |Sincronizzazione Corrispettivi & DGFE| CloudDB
    KFE2["Cassa 2 (KFE)"] <--> |Sincronizzazione Corrispettivi & DGFE| CloudDB
    KMA["App Mobile (KMA)"] <--> |Verifica Inventario / Prezzi| CloudDB
    KBE --> |Verifica Connessione IP| KFE1
    KBE --> |Verifica Connessione IP| KFE2

---

User, Permission and Security Management

This module describes the procedures for creating and managing operator accounts (cashiers and managers), configuring checkout security permissions, and monitoring the active licenses of the terminals.

---

1. Creating Operator Profiles (Users)

All employees who use the checkouts (KFE) or access the Back Office (KBE) must have a personal account with protected credentials.

Procedure to create a User:

1. Go to Sistema (System) -> Utenti (Users).

2. Press Nuovo Utente (New User).

3. Fill in the employee's data:

  • First and Last Name.
  • Username (for login).
  • Temporary Password (which the operator must change at first login).

4. Assign the security Role (see detail below).

5. Press Salva (Save).

---

2. Configuring Roles and Operating Permissions

The assigned role determines which operations the user can perform within the store.

Main System Roles:
  • Cashier (User): Can perform ordinary sales, register payments, and use their own vouchers. Cannot make unauthorized discounts, reverse already-issued receipts, or open the drawer without a sale in progress.
  • Manager (Responsabile): Accesses the KBE checkout reconciliation functions and can authorize critical operations on the checkouts (e.g. unlocking a manual price, authorizing a refund, or manually opening the cash drawer).
  • Administrator (Admin): Full access to all system configurations, company master data, license management, and KPI reports.
Configuring Specific Checkout Permissions:

From the user record, it is possible to enable or disable precise authorizations for checkout activity:

  • *Enabling manual discounts (Value / Percentage)*.
  • *Enabling line reversal or reversal of an issued receipt*.
  • *Enabling drawer opening without a sale*.
  • *Enabling list price change (Manual Price)*.

---

3. Checkout License Monitoring

Each physical checkout installed in the store requires an active license registered in the system in order to function correctly.

License Control Procedure:

1. Go to Sistema (System) -> Licenze (Licenses).

2. The panel will show the list of all registered terminals of the store with:

  • Terminal ID and checkout name.
  • IP address of the checkout computer.
  • License Expiry Date.
  • License Status (Active, Expiring, Expired).

3. Impact of Expired Licenses: If a checkout's license expires, the KFE software will block the checkout functions, preventing the issuance of fiscal receipts. The manager must ensure that expiring licenses are renewed by contacting support and updating the license code on the KBE portal.

---

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Module KMA — Key Mobile App (warehouse)

Department Checks - KMA Handheld

This module describes the daily operations performed by staff within the store's departments: the Expiry Control (Freshness Control) to ensure product quality and the Competitor Price Detection (Price Detection).

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1. Expiry Control (Freshness Control)

Expiry control allows you to map and remove from the shelves any products that are expired or close to expiration, recording in the system the quantities found per batch.


graph TD
    A[Avvia Controllo Scadenze] --> B{Seleziona o Crea Sessione per Data}
    B --> C[Scansione Barcode Articolo]
    C -->|Articolo Non Trovato| D[Mostra Errore e Ripristina Lettura]
    C -->|Articolo Trovato| E[Visualizza Info & Dati di Reparto]

    E --> F[Inserisci Data Scadenza]
    F -->|Immissione a 6 cifre: MMYYYY| G[Calcola in automatico ultimo giorno del mese]
    F -->|Immissione a 8 cifre: DDMMYYYY| H[Converte in formato GG/MM/AAAA]
    F -->|Immissione a 10 cifre: GG/MM/AAAA| I[Accetta data standard]

    G --> J[Immetti Quantità Rilevata]
    H --> J
    I --> J

    J --> K{Controllo Quantità > 9999?}
    K -->|Sì| L[Mostra Richiesta di Conferma Straordinaria]
    K -->|No| M{Articolo già rilevato per stessa data?}
    L --> M

    M -->|Sì| N[Mostra avviso matematico somma/sottrazione/sostituzione]
    M -->|No| O[Invia Lettura al Server]
    N -->|Accetta| O
Phase 1: Startup and Product Scanning

1. Select Controllo Scadenze (Expiry Control) from the main menu.

2. Choose whether to resume the last active session (Conferma / Confirm button) or to create a new one (Nuova Rilevazione / New Survey button in the top menu).

3. Scan the product barcode (or type the internal code).

4. Department Data Display: The screen will inform you of the product's status:

  • Master Data Information: Internal code, supplier code, description, retail price, standard pack.
  • Stock Data: Store stock, total warehouse stock, quantity in transit (en route to the store), open orders to the supplier and sales recorded in the last week.
  • Special Commercial Statuses: If the product is being phased out of stock or out of assortment, a colored label will appear (*"Scorte in esaurimento"* (Stock running out) or *"Fuori assortimento"* (Out of assortment)).

---

Phase 2: Entering the Expiry Date (Assisted Calculation)

To speed up operations and avoid typing errors on the handheld's numeric keypad, the expiry date can be entered in three formats:

  • Quick Month/Year Entry (6 digits - MMYYYY): Type only the month and the year (e.g. for December 2026 type 122026). The handheld will automatically calculate the last day of the indicated month, turning the text into 31/12/2026.
  • 8-digit Entry (DDMMYYYY): Type day, month and year consecutively (e.g. 15082026). The handheld will format the date as 15/08/2026.
  • Standard Entry (10 characters - DD/MM/YYYY): Enter the date including the separating slashes.
  • Press Enter to confirm the date. The handheld will check whether a survey for this item on the same date already exists on the server and will show the previously counted quantity.

---

Phase 3: Quantity Entry and Safety Rules

1. Type the quantity of product found on the shelf for that expiry date.

2. Choose the mathematical operator from the menu: Somma (Add, adds to the previous quantity), Sottrai (Subtract, reduces) or Uguale (Equals, replaces).

3. High Quantity Warning: If you type a quantity greater than 9999 pieces, the handheld will block the entry, asking for confirmation: *"Hai inserito una quantità maggiore di 9999 pezzi, vuoi procedere?"* (You have entered a quantity greater than 9999 pieces, do you want to proceed?).

4. Overwrite/Sum Warning: If you had already saved a count for that expiry date, the handheld will show a mathematical notification to prevent accidental overwrites (e.g. *"Se decidi di procedere sommerai 5 a quella già rilevata 10 portando la rilevazione a 15. Vuoi procedere?"* (If you decide to proceed you will add 5 to the already recorded 10, bringing the survey to 15. Do you want to proceed?)). Press Sì (Yes) to confirm the transaction.

5. Deleting a Survey Entry: If you wish to remove a product scanned by mistake, press the Elimina (Delete) button and answer Sì (Yes) to the prompt: *"Procedere con l'eliminazione di questo articolo dalla rilevazione?"* (Proceed with deleting this item from the survey?). The row will be removed from the server.

---

2. Competitor Price Detection (Price Detection)

Price detection allows you to record the prices of products displayed in competitor stores. Since it is carried out outside your own store, this procedure is designed to work entirely in offline mode.


graph TD
    A[Avvia Rileva Prezzi] --> B[Nuova Rilevazione: Inserisci Nome Competitor]
    B --> C[Il palmare copia il modello benchmark in locale]
    C --> D[Operatore si reca nel negozio competitor - Modalità Offline]

    D --> E[Scansione Barcode Prodotto]
    E -->|Presente nel modello| F[Mostra descrizione e richiede Prezzi]
    E -->|Non presente nel modello| G[Mostra Non Trovato - Richiede Descrizione manuale]

    F --> H[Immetti Prezzo Base & Prezzo Speciale/Promo]
    G --> I[Immetti Descrizione Competitor] --> H

    H --> J[Salva in locale - contrassegna Non Sincronizzato]

    J --> K[Rientro in Negozio sotto WiFi]
    K --> L[Tocca pulsante Sincronizza]
    L --> M[Invio dati al Server - Aggiorna database locale]
Phase 1: Creating and Initializing the Survey

1. Tap Rileva Prezzi (Price Detection) in the handheld's main menu.

2. Tap Nuova (New) at the top right to create a new sheet.

3. Type the name of the competitor store in the Competitor field (e.g. *"Supermercato Rossi Via Roma"*) and tap Conferma (Confirm).

4. Automatic Model Download: Upon creation, the handheld copies into its local memory a benchmark model of sensitive products (the most significant products on the market). This operation allows you to have the item decodings even without internet access inside the competitor store.

---

Phase 2: Field Price Detection (Offline)

At the competitor store, open the sheet you created and start scanning the products on the shelf:

  • Item present in the model: The handheld instantly decodes the barcode and displays the product description on screen.
  • Off-model item (New competitor product): If the scanned product is not in the preloaded benchmark model, the handheld will show the message *"Non trovato inserisci descrizione"* (Not found, enter description).
  • Tap the Descrizione (Description) field, type the product name and press Enter.
  • Price Entry:
  • Type the Prezzo Base (Base Price, the competitor's normal shelf price).
  • Type the Prezzo Speciale (Special Price, if the item is on promotion/flyer). If the item is not on promotion, leave the field empty or at zero.
  • Tap Conferma (Confirm). The price is stored locally on the handheld and the document is marked as *"Non sincronizzato"* (Not synchronized).

---

Phase 3: Synchronizing the Data with the Store

Once back at your own store and under the store's WiFi coverage:

1. Open the main Rileva Prezzi (Price Detection) screen.

2. Tap the Sincronizza (Synchronize) button on the action bar.

3. The handheld will identify all sheets marked as not synchronized, send the recorded price blocks to the central server and highlight the message *"Invio rilevazione completata"* (Survey submission completed) on screen, setting the local status to *"Sincronizzato"* (Synchronized).

E-commerce and Fulfillment - KMA Handheld

KMA integrates modules dedicated to online sales: Pick From Store (the preparation of shopping lists for customers' e-commerce orders directly from the store shelves) and Click & Collect (the receipt and delivery to the customer of parcels shipped from central warehouses).

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1. Pick From Store (Order Preparation/Picking)

Order preparation requires the utmost promptness. KMA manages order priorities through a system of colored notifications directly on the main menu.


graph TD
    A[Rilevamento Ordini e-commerce] --> B{Verifica scadenze di ritiro}
    B -->|< 8 Ore alla scadenza| C[Colore Pulsante ROSSO & Alert acustico]
    B -->|> 8 Ore alla scadenza| D[Colore Pulsante GIALLO]

    C --> E[Seleziona Ordine & Avvia Prelievo]
    D --> E

    E --> F[Scansione Barcode Prodotto]
    F -->|Articolo Corretto| G[Immetti Quantità Prelevata]
    F -->|Articolo Mancante/Danneggiato| H{Seleziona Anomalia}

    H -->|Non Conforme| I[Imposta Qtà = 0 & Blocca Riga]
    H -->|Riservato| I
    H -->|Fine Stock| I

    G --> J[Verifica Multiplo min_package_unit]
    J --> K[Conferma Prodotto]
    I --> K
Phase 1: Notification Management and Startup

1. The handheld continuously monitors pending e-commerce orders.

2. When new orders arrive, the handheld emits an alert sound and shows the message on screen: *"Attenzione ci sono X ordini Pick From Store, da prelevare!"* (Attention, there are X Pick From Store orders to be picked!).

3. The Pick From Store button in the main menu changes color based on the most urgent order:

  • Red: at least one order expires within the next 8 hours (highest priority).
  • Yellow: there are pending orders but with a deadline beyond 8 hours.

4. Resource Optimization: When you select an order and start preparation, the handheld automatically disables the background data synchronization service. This ensures that the handheld does not experience slowdowns or disconnections during the shopping pick.

---

Phase 2: Checking Off and Picking Items

1. Scan the barcode of the product to be picked.

  • If the product does not belong to the customer's order, the handheld will block the read: *"L'articolo non fa parte dell'ordine, prova ad usare il codice interno"* (The item is not part of the order, try using the internal code).

2. Enter the picked quantity:

  • Packaging Rule: The entered quantity must mandatorily be a multiple of the minimum packaging unit (min_package_unit). Otherwise, the handheld will show an error and will not save the row.
  • The quantity can never exceed the quantity ordered by the customer.

3. Picking Anomaly Management (Stock-outs):

  • If the product on the shelf is missing or damaged, you cannot enter a quantity lower than the requested one without specifying the reason. Activate one of the three on-screen anomaly switches:
  • Non Conforme (Non-Compliant): the goods on the shelf show packaging defects, dirt or damage.
  • Riservato (Reserved): the goods are set aside or reserved for other promotions/customers.
  • Fine Stock (Out of Stock): the product is sold out on the shelf.
  • *Effect*: By activating one of these switches, the handheld automatically sets the picked quantity for that item to 0 and locks the row, recording the reason to be sent to the server.

---

Phase 3: Replacement with Alternative or Generic Products

Once all items have been scanned, if there were products not found (counted quantity lower than ordered), the handheld will show the message:

*"X prodotti non hanno soddisfatto la richiesta del cliente. Potranno essere aggiunti articoli in sostituzione o ad integrazione. Procedere con la sostituzione?"* (X products did not satisfy the customer's request. Items may be added as replacements or supplements. Proceed with the replacement?)


flowchart TD
    A[Avvio Modalità Sostituzione] --> B{Scelta Tipo Sostituto}

    B -->|Alternativo Consigliato| C[Tasto Aggiungi Alternativo accanto a riga vuota]
    C --> D[Interrogazione Server e visualizzazione prodotti simili]
    D --> E[Selezione prodotto & Scansione per riscontro]
    E --> F[Inserisci quantità e conferma]
    F --> G[Aggiunto all'ordine come ALTERNATIVO]

    B -->|Sostituto Generico| H[Tasto Alternativo Generico in basso]
    H --> I[Scansione barcode di un prodotto qualsiasi in negozio]
    I --> J[Verifica anagrafica server e sblocco riga]
    J --> K[Inserisci quantità e conferma]
    K --> L[Aggiunto all'ordine come AGGIUNTIVO]

If you answer Sì (Yes), the interface updates, enabling the entry of replacement products:

  • Recommended Alternative Products (From the System):
  • Tap the Aggiungi Alternativo (Add Alternative) button next to the missing product.
  • The handheld will request from the server the list of suitable alternative products (same merchandise category, similar price).
  • Select the product from the list, scan its barcode for verification, enter the quantity and tap Conferma (Confirm). The product will be added with the label (ALTERNATIVO) (ALTERNATIVE).
  • Generic Alternative Products (Operator's Free Choice):
  • If the recommended ones are not present or you wish to propose another item, tap the Alternativo Generico (Generic Alternative) button at the bottom.
  • Scan the barcode of any product present in the store.
  • If the product is not already part of the order and exists in the master data, the description and price will be shown.
  • Enter the quantity (a multiple of the pack) and press Conferma (Confirm). The product will be appended with the label (AGGIUNTIVO) (ADDITIONAL).

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Phase 4: Closing the Order and Packaging Breakdown

Once picking (and any replacements) is finished, tap the Conferma Spesa (Confirm Shopping) button to access the packaging screen and enter the following mandatory data:

1. Number of Packages (Parcels): type the total number of boxes/bags used to hold the customer's shopping (the value must be greater than zero).

2. Boxes used: indicate the number of rigid cardboard boxes used for packaging.

3. Shoppers used: indicate the number of plastic/biodegradable paper bags used.

4. Packaging Reconciliation Checks:

  • To ensure correct cost accounting, the handheld performs the following cross-checks before unlocking the closure:
  • The number of boxes entered cannot exceed the total number of packages:

$$\text{Boxes} \le \text{Total Packages}$$

  • The number of shoppers entered cannot exceed the total number of packages:

$$\text{Shoppers} \le \text{Total Packages}$$

  • The combined sum of boxes and shoppers can never exceed the total number of declared packages:

$$\text{Boxes} + \text{Shoppers} \le \text{Total Packages}$$

5. Closure: If the checks are satisfied, press Conferma (Confirm). The order status on the server will change to *"Pronto per il Ritiro"* (Ready for Pickup) (Status P), notifying the customer via SMS or email.

  • *Note*: In the event of order rejection due to total unavailability of suitable goods, the status will be updated to *"Rifiutato"* (Rejected) (Status N, D or R) and the order will be cancelled.

---

2. Click & Collect (In-Store Parcel Management)

This procedure manages the e-commerce parcels ordered by customers and shipped to the store for self-service pickup.

Parcel Receipt (From Courier/Central Warehouse)

This phase serves to record the physical arrival of parcels in the store.

1. Select Click & Collect from the menu and tap Ricezione Pacchi (Parcel Receipt).

2. The handheld will show the list of in-transit shipments expected for the store.

3. Frame the barcode applied to the parcel delivered by the courier.

4. Verifications and Checks:

  • If, when scanning the parcel, the warning appears: *"Il pacco selezionato risulta già consegnato al cliente!!!"* (The selected parcel appears to have already been delivered to the customer!!!), contact the store manager.
  • If the parcel is already registered in the warehouse: *"Il pacco selezionato risulta già ricevuto in negozio"* (The selected parcel appears to have already been received in the store).
  • If the parcel is not present in the list of expected shipments, the handheld will show an error: *"Il pacco non è tra quelli in attesa dal vostro punto vendita"* (The parcel is not among those awaited by your store). Check that you have read the correct code.

5. Receipt Confirmation:

  • If the code is valid, press Conferma (Confirm). KMA will register the parcel's arrival under your name on the server.
  • If the customer's order is made up of multiple parcels, the handheld will show a notice: *"Il pacco è stato ricevuto correttamente. Devi ricevere altri Y pacchi di questo ordine."* (The parcel was received correctly. You must receive another Y parcels for this order.). This way you will know that the shipment for that customer is not yet complete.
  • If instead it was the last expected parcel, the message will appear: *"Tutti i pacchi di questo ordine sono stati ricevuti."* (All parcels for this order have been received.).

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Delivery to the Customer (In-Store Pickup)

This phase is carried out when the customer arrives at the reception desk to collect their shopping.

1. Select Click & Collect from the menu and tap Consegna al Cliente (Delivery to Customer).

2. The list of orders present in the store and ready for delivery will be shown (orders whose parcels have all been received).

3. Select the customer's order by tapping the corresponding row in the list (the barcode scan field will unlock only after selecting the row).

4. Mandatory verification scan: Take the parcel from the storage shelf and scan its barcode.

  • *Safety Check*: If you mistakenly scan another customer's parcel, the handheld will block the operation with an audible and visual warning: *"Il pacco che hai letto non appartiene all'ordine che hai selezionato."* (The parcel you read does not belong to the order you selected.). This prevents the delivery of wrong parcels.
  • If the scanned parcel had not previously been checked off on receipt from the courier, the warning will be shown: *"Il pacco non risulta ancora ricevuto in negozio"* (The parcel does not yet appear to have been received in the store).

5. Delivery Confirmation:

  • If the barcode verification is successful, tap Conferma (Confirm).
  • The delivery is saved on the server, recording the date/time and the operator's signature, and emitting a positive acoustic signal. If the order included multiple packages, the handheld will indicate how many parcels still remain to be delivered to the customer to complete the pickup.

Goods and Warehouse Management - KMA Handheld

This module describes the operational procedures for managing the flows of goods inbound to the store: the checking off of inbound documents (DDT/Delivery Notes) and the confirmation of shipment arrival.

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1. Checking Off and Inbound Control (DDT)

Inbound control ensures that the goods delivered by suppliers or transferred from other stores match what is declared in the transport documents.


graph TD
    A[Avvia Controllo Carico] --> B{Seleziona Documento}
    B -->|Scansione Barcode Bolla| C{Verifica Tipo Documento}
    B -->|Inserimento Manuale Protocollo| C
    B -->|Selezione da Lista Interni/Esterni| C

    C -->|Carico Automatico| D[Conferma Carico Automatico]
    C -->|Carico Standard/Manuale| E[Apertura Spunta Righe]

    D --> F[Imposta Qtà Contata = Qtà DDT]
    F --> G[Invio Diretto al Server]

    E --> H{Modalità Spunta}
    H -->|Spunta Cieca| I[Visualizza solo descrizione - Qtà attesa nascosta]
    H -->|Spunta Aperta| J[Visualizza Qtà attesa da DDT]

    I --> K[Scansione Articoli e Conteggio]
    J --> K
    K --> L[Schermata di Completamento]
Phase 1: Document Selection

1. Select Controllo Carico (Inbound Control) from the handheld's main menu.

2. Choose the document to process in one of the following ways:

  • Document Barcode Scan: Make sure the on-screen switch is set to Scan Barcode and read the barcode printed on the paper delivery note.
  • Protocol Entry: Set the switch to Inserisci Protocollo (Enter Protocol), type the document's protocol number and press Enter.
  • Selection from List: Tap the labels Interni (Internal, for stock transfers between stores of the same company) or Esterni (External, for third-party supplier deliveries) and select the document from the list displayed on screen.

3. Restoring Pending Drafts: If the handheld shuts down or the application is accidentally closed, KMA keeps unsaved check-offs on the server for a period of 3 days. These documents are highlighted in the list with a pin (pinned) icon. By selecting them you will resume the check-off from where you left off.

4. Concurrent User Control: If the document has already been taken over by another operator, and the system is configured to prohibit simultaneous control, the warning will appear: *"Il protocollo è stato aperto dall'utente X, solo lui può continuare la spunta."* (The protocol was opened by user X; only they can continue the check-off.). Access to the document will be denied.

---

Phase 2: Automatic Inbound (Quick Note)

If the document is configured as Carico Automatico (Automatic Inbound) (usually for certified internal shipments):

1. You must mandatorily scan the document's barcode to unlock it.

2. The handheld will show the prompt: *"Il documento verrà caricato in modo automatico. Vuoi procedere?"* (The document will be loaded automatically. Do you want to proceed?)

3. By pressing Sì (Yes), the application will automatically fill in the rows of the delivery note, setting the counted quantity equal to the expected one, associate the note *"Carico Automatico"* (Automatic Inbound) with each row, send the document to the central server for archiving and emit the acoustic signal of success.

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Phase 3: Checking Off Items (Standard Inbound)

Within the manual check-off document, scan the products one at a time. Depending on the store's configuration, the following logic will apply:

  • Blind Check-off: You will not see the quantity ordered/expected from the supplier on screen. You will have to perform a real physical count without being influenced by the theoretical figure.
  • Open Check-off: The theoretical quantity to be received is shown on screen.
  • Continuous Scanning: By activating the Scansione Continua (Continuous Scan) switch, each read of the product barcode automatically adds +1 to the counted quantity, emitting a confirmation beep and avoiding intermediate screens.
  • Manual Entry: If continuous scanning is off, scanning the item opens the quantity entry card:
  • Type the quantity found in the appropriate field.
  • Use the Mathematical Operator to speed up entry:
  • Somma (Add): Adds the typed quantity to the one previously counted for that product (e.g. I count a second box of 6).
  • Sottrai (Subtract): Subtracts the indicated quantity from the counted one (useful for correcting errors).
  • Uguale (Equals): Overwrites the counted total with the typed value.
  • Pack Unit Control (Standard Pack):
  • If the product has a standard pack (e.g. boxes of 6 or 12 pieces), the handheld's increment stepper will increase by 6 or 12 units at a time to facilitate counting closed packages.
  • If you type a quantity that is not a multiple of the standard pack, the handheld will emit a warning sound on screen: *"La quantità indicata non è multipla della confezione standard"* (The indicated quantity is not a multiple of the standard pack). Check the integrity of the package.
  • Management of Items Not on Document (Off-Note):
  • If you scan a product not included in the original delivery note:
  • If the system prohibits the excess, the handheld will show a blocking error and emit a dull sound. You will not be able to enter the item.
  • If the system allows the excess, the message will appear: *"Articolo non trovato sul documento, vuoi che provo ad inserirlo?"* (Item not found on the document, do you want me to try to add it?). If you answer Sì (Yes), the handheld will query the server's network master data to retrieve the product decoding and will add a new row at the bottom of the delivery note.

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Phase 4: Closing the Check-off and Resolving Anomalies

Once all goods have been checked off, tap the Completa (Complete) button to access the closing summary screen.


flowchart TD
    A[Schermata Chiusura Bolla] --> B{Attiva Filtro Anomalie}
    B -->|Acceso| C[Visualizza solo righe con discrepanze]
    B -->|Spento| D[Visualizza elenco completo prodotti]

    C --> E{Verifica Congruità Righe}
    D --> E

    E -->|Differenze senza Nota| F[Pulsante Conferma NASCOSTO]
    F --> G[Operatore seleziona la riga difforme]
    G --> H[Seleziona Nota Anomalia obbligatoria]
    H --> E

    E -->|Tutte le differenze giustificate| I[Pulsante Conferma VISIBILE]
    I --> J[Pulsante Conferma premuto]
    J --> K[Documento inviato al Server - Stato Terminato]

1. Anomaly Filter: Activate the Anomalie (Anomalies) switch to isolate on screen only the products whose counted quantity differs from the one declared on the delivery note (rows highlighted in red).

2. Mandatory Reconciliation Rules:

  • If a product shows a difference (shortfall or surplus) compared to the document, you must mandatorily assign a justification note. If even a single discrepant row lacks a note, the final Conferma (Confirm) button will remain hidden.
  • Tap the anomalous row to open the note selection menu and select one of the predefined reasons:
  • For items in shortfall (missing):
  • ARRIVATO ROTTO (Arrived broken — goods damaged during transport)
  • ARRIVATO SCADUTO (Arrived expired — goods with non-compliant expiry delivered by the supplier)
  • BARCODE NON RICONOSCIUTO (Barcode not recognized — correct product but barcode unreadable or not coded)
  • MANCANTE (Missing — the supplier did not include the item in the package)
  • For items in surplus (more goods than expected):
  • QTA MAGGIORE DELLA QTA DDT (Quantity greater than the delivery note quantity)

3. Confirm and Submit:

  • Once all anomalies are justified, tap the Conferma (Confirm) button.
  • Confirm the on-screen warning: *"Stai per concludere la procedura di carico, non sarà più possibile modificare il documento. Vuoi procedere?"* (You are about to finish the inbound procedure; it will no longer be possible to modify the document. Do you want to proceed?)
  • The handheld will send the closed delivery note to the server (status *Terminato* / Completed) and delete the local safety copy.
  • If you are offline: The handheld will show a network error but will save the data locally in the internal database to allow it to be sent as soon as connectivity becomes available again.

---

2. Goods Arrival Confirmation

This function is used upon receipt of goods at the back of the store to record the physical arrival of pallets or packages delivered by carriers, even before the individual items are checked off.

Operational Steps:

1. Select Conferma arrivo merce (Confirm Goods Arrival) from the main menu.

2. Frame with the reader the shipment barcode applied to the pallet or the waybill (or type the code in the Codice Spedizione (Shipment Code) field and tap the search icon).

3. Destination Control: The handheld verifies that the shipment is addressed to your store. If the shipment belongs to another store, the handheld will show a blocking warning: *"Attenzione: Il documento è di un altro punto vendita (Nome Store)"* (Attention: The document belongs to another store (Store Name)) and will not allow you to proceed.

4. Data Display: The screen will summarize the shipment information: Supplier Name, Delivery Note Number, Document Date and Destination Store.

5. Package Entry:

  • Type the number of Bancali (Pallets) physically received (must be a value greater than zero).
  • Type any notes in the Note (Notes) field (e.g. *"Bancale scondizionato"* (Unpacked pallet), *"Accettato con riserva per imballo bagnato"* (Accepted with reservation due to wet packaging)).

6. Confirm:

  • Tap the Conferma (Confirm) button.
  • Answer Sì (Yes) to the prompt: *"Vuoi procedere con la conferma dell'arrivo di questa merce?"* (Do you want to proceed with confirming the arrival of these goods?).
  • The arrival is registered on the server under your name, authorizing the subsequent item check-off phase.

Inventory Operations - KMA Handheld

KMA supports two inventory modes: the Standard Inventory (year-end or extraordinary, usually divided by physical zones of the store) and the Cyclic Inventory (partial, periodic or targeted at specific products/departments).

---

1. Standard Inventory

The standard inventory organizes the store's counts by mapping products within physical areas or shelves called Zones.


graph TD
    A[Avvia Inventario] --> B{Seleziona Richiesta Attiva}
    B --> C[Seleziona Zona Fisica]
    C --> D{Scegli Fascia di Scadenza}
    D --> E[Scansione Articolo]

    E -->|Non in anagrafica richiesta| F{Richiedi Aggiunta?}
    F -->|Sì| G[Recupero Costo da Server + Inserimento]
    F -->|No| H[Annulla Lettura]

    E -->|In anagrafica| I{Scegli Modalità Conteggio}
    I -->|Scansione Continua| J[Incremento +1 automatico - Campi bloccati]
    I -->|Inserimento Manuale| K[Digita Qtà e seleziona Somma/Sottrai/Uguale]

    J --> L[Salvataggio Diretto su Server]
    K --> L
Phase 1: Setting the Zone and Expiry

1. Tap Inventario (Inventory) in the handheld's main menu.

2. Select the active inventory session from the list.

3. Zone Selection: Tap the Zona (Zone) drop-down menu and select the physical area you are in (e.g. *"Scaffale 03"* (Shelf 03), *"Cella Frigo 1"* (Cold Room 1)). It is not possible to start a scan if a zone has not been selected.

4. Expiry Range: If the inventory involves monitoring freshness batches, tap the Scadenze (Expiries) menu and select the appropriate time range for the item to count (e.g. *"Nessuna scadenza"* (No expiry), *"Scade entro il..."* (Expires by...), *"Scade oltre il..."* (Expires after...)).

---

Phase 2: Reading Items

Scan the product barcode (or type the internal code by disabling the barcode scanner):

  • Off-Request Items (Not in Inventory): If you scan a product not foreseen for that inventory session, the handheld will show the prompt: *"L'articolo non fa parte della richiesta di inventario, lo inserisco?"* (The item is not part of the inventory request, shall I add it?).
  • If you answer Sì (Yes), the application will query the server to retrieve the item's cost (information needed to calculate stock valuation) and add it to the local inventory lists.
  • Continuous Scan Mode:
  • By activating the Scansione Continua (Continuous Scan) switch, the handheld hides the summary table and locks the text fields. Each scan will increment the quantity by +1 in the set zone/expiry, allowing shelves to be counted at high speed.
  • Manual Entry Mode:
  • If continuous scanning is disabled, you will see the product details on screen: description, theoretical stock (if enabled by configuration), quantity already counted in the current zone and total quantity counted in the store.
  • Type the amount and choose whether to use the mathematical operator Somma (Add), Sottrai (Subtract) or Uguale (Equals, to overwrite).
  • Tap Conferma (Confirm). KMA will immediately save the reading on the centralized server. In case of a connection error, the handheld will repeatedly ask: *"Non sono riuscito a salvare questa modifica, riprovo?"* (I could not save this change, shall I retry?). Press Yes to retry the submission.

---

Phase 3: Import from Container (Bulk Loading)

If you have previously grouped and counted a series of products within a logical container (see module *Goods and Warehouse Management*):

1. Make sure you have selected the correct physical Zona (Zone) on the handheld.

2. Tap the Contenitore (Container) button (available if you have the necessary authorizations).

3. Select the desired container from the list (only containers marked as Chiusi (Closed) are visible).

4. Choose the Fascia di Scadenza (Expiry Range) to associate with these products and press Conferma (Confirm).

5. The handheld will import in bulk all the container's items into the active physical zone of the inventory, updating the quantities on the server. In case of errors for individual products, a list of the codes that were not imported will be shown.

---

Phase 4: Review and Reset of Physical Zones

At the bottom of the inventory screen, a summary of the worked zones is displayed.

  • Zone Detail: Tap the Dettaglio (Detail) button next to a zone to see the list of all products counted within that physical area. If you detect an error, tap the item to load it directly into the counting screen and correct its quantity.
  • Zone Reset (Deletion): If a zone was counted incorrectly or by two operators at the same time, tap the Reset button next to the zone (if enabled by configuration). Confirm the message: *"Hai premuto il tasto di reset per la zona X, vuoi azzerare tutte le quantità contate per questa zona?"* (You pressed the reset button for zone X, do you want to zero out all counted quantities for this zone?). All counts for that zone will be deleted both on the handheld and on the central server.

---

2. Inventory Closure and Reconciliation

Once the physical counts in all zones of the store are complete, tap the Completa (Complete) button to access reconciliation.


sequenceDiagram
    autonumber
    Operatore->>Palmare: Clicca su Completa Inventario
    Palmare->>Server: Richiesta dettagli inventario (GetInventoryProductsDetails)
    Server-->>Palmare: Restituisce quantitativi e costi
    Note over Palmare: Calcola differenza economica totale
    Note over Palmare: Abilita Filtro Differenze (contato != richiesto)
    Operatore->>Palmare: Clicca su Chiudi Inventario
    Palmare->>Operatore: Chiede Prima Conferma (Confermare e Archiviare?)
    Operatore->>Palmare: Clicca SI
    Palmare->>Operatore: Chiede Seconda Conferma (Sicuro di voler procedere?)
    alt Operatore clicca SI
        Note over Palmare: Annulla la chiusura e torna alle modifiche
    else Operatore clicca NO
        Palmare->>Server: Invia Chiusura Definitiva (SetInventoryClose)
        Server-->>Palmare: Inventario archiviato con successo
    end
Reconciliation and Closure Procedures:

1. Variance Analysis: The screen shows the Total Inventory Difference Value expressed in currency, calculated as the sum of the difference between counted stock and theoretical stock multiplied by the product cost:

$$\text{Economic Difference} = \sum (\text{Counted Quantity} - \text{Theoretical Quantity}) \times \text{Product Cost}$$

2. Difference Filter: Activate the Differenze (Differences) switch to isolate only the products that show discrepancies between theoretical and actual stock. You can search for a specific product by description or code via the search bar.

3. Per-Product Analysis: By tapping an item's info icon, the handheld shows the breakdown of the readings, indicating in which zones of the store it was counted and for which quantities. By tapping a zone detail row you will be redirected directly to the count editing screen for that zone.

4. Double Safety Confirmation (Anti-Error Save):

  • To avoid accidentally closing an unfinished inventory, KMA adopts a double-question safety logic:
  • Question 1: *"Stai per chiudere l'inventario, tutti i dati saranno archiviati... vuoi procedere?"* (You are about to close the inventory, all data will be archived... do you want to proceed?). Press Sì (Yes) to go to the next step.
  • Question 2 (Safety Lock): *"Questa è l'ultima occasione per fermare la procedura di chiusura, premi SI per FERMARE la chiusura dell'inventario?"* (This is the last chance to stop the closure procedure, press YES to STOP the closure of the inventory?).
  • WARNING: To definitively close the inventory you must press NO. If you press SI (YES), the procedure is interrupted and you will be taken back to the editing screen to allow further checks.

---

3. Cyclic Inventory

The cyclic inventory is used to perform rotating counts on restricted lists of products sent by the central management system (inventory proposals).

Operational Steps:

1. Select Inventario Ciclico (Cyclic Inventory) from the main menu.

2. Concurrent Exclusion Rule: Select a cyclic inventory proposal from the list.

  • *Rule*: At the moment of confirmation, the selected proposal is locked under your name on the server. To avoid overlaps, the list will hide all the other cyclic proposals available in the store. You will be required to complete the open cyclic inventory (or to cancel it by unlocking it) before being able to view or select others.

3. Scanning and Counting:

  • Scan the item or enter the code. If the read item does not belong to the selected proposal, the handheld will reject the read showing the error: *"Barcode letto non trovato"* (Read barcode not found).
  • Enter the counted quantity (Add/Subtract/Equals).
  • Confirm the row to mark the product as checked off (a green check mark will appear next to the product on screen).

4. Closure:

  • When all the products on the list are checked off, the Conferma Generale (General Confirm) button will activate.
  • The closing screen will show the overall economic variance. Press Conferma (Confirm) to complete the stock alignment on the server and unlock the application for subsequent proposals.

KMA Operational Manual (Key Mobile App) - Introduction and Startup

Welcome to the operational manual of KMA (Key Mobile App), the mobile application for handhelds and portable Android terminals used by store personnel. KMA allows you to manage all department and warehouse operations on the move: inbound control, inventories, expiry control, e-commerce order picking and competitor price detection.

---

Manual Module Index

1. [Introduction and Startup (README.md)](file:///C:/KSolution/KMA/Manuale/README.md)

  • Connection guide (Relocate), local database maintenance, reader enabling and login.

2. [Goods and Warehouse Management](file:///C:/KSolution/KMA/Manuale/Gestione_Merci_e_Magazzino.md)

  • Inbound Control (Checking off DDT delivery notes), blind or automatic check-off, anomaly notes and Shipment Acceptance.

3. [Inventory Operations](file:///C:/KSolution/KMA/Manuale/Operazioni_di_Inventario.md)

  • Standard inventory by zones and expiries, import from containers, closure with double confirmation and scheduled cyclic inventory.

4. [Department Checks](file:///C:/KSolution/KMA/Manuale/Controlli_di_Reparto.md)

  • Expiry Control (Freshness Control) with assisted entry and Competitor Price Detection (offline Price Detection).

5. [E-commerce and Fulfillment](file:///C:/KSolution/KMA/Manuale/E-commerce_e_Fulfillment.md)

  • Pick From Store order picking (with alternative/generic product management), Click & Collect parcel Receipt and Delivery.

---

1. Connection to the Master Till (Relocate)

The handheld terminal communicates in real time with the store's Master Till via the local WiFi network. At application startup, or in case of a network change or loss of connectivity, the handheld must be "located" in order to attach to the correct master till.


sequenceDiagram
    autonumber
    Palmare->>Rete WiFi: Avvio ricerca Cassa Master (UDP Broadcast)
    alt Cassa Master risponde correttamente
        Rete WiFi-->>Palmare: Connessione stabilita
        Note over Palmare: Sincronizzazione autorizzazioni
        Palmare->>Schermata Login: Reindirizzamento automatico
    else Connessione fallita / Offline
        Rete WiFi-->>Palmare: Timeout connessione
        Note over Palmare: Visualizza icona Wi-Fi disattivata
        Palmare->>Operatore: Messaggio "Tentativo fallito" (Abilita tasto Riprova)
    end
Connection Procedure (Relocate)

1. From the handheld's initial screen, select the Riposiziona (Relocate) item (icon with a location pin).

2. The application will show the message on screen: *"Tentativo di connessione alla cassa master in corso..."* (Attempting to connect to the master till...) and will try to detect the master till's IP address.

3. If the connection succeeds:

  • The WiFi icon will turn blue (ic_wifi.png) and the wording *"Trovata"* (Found) will appear.
  • You will be automatically redirected to the Login screen.

4. If the connection fails:

  • The WiFi icon will turn gray/crossed out (ic_wifi_off.png) and the message *"Tentativo di connessione fallito"* (Connection attempt failed) will appear.
  • The Riprova (Retry) button will activate. Check that the handheld is connected to the correct store WiFi network and press Riprova (Retry).

---

2. Internal Database Maintenance (Compaction)

To allow offline use of certain functions (e.g. competitor price detection or quick product search), the handheld stores a copy of the master data in a local database. If this database becomes too large, it could slow down the handheld. KMA performs automatic maintenance when localization starts:

  • Attention Threshold (> 100 Megabytes):
  • If the database size exceeds 100 MB, the handheld shows a warning: *"Alla pressione del tasto OK inizierà la compattazione del database interno. È necessario attendere qualche minuto al termine della compattazione."* (When you press the OK button, compaction of the internal database will begin. You must wait a few minutes until compaction is finished.)
  • Press OK and wait for the process to finish without turning off the handheld.
  • Emergency Threshold (> 1 Gigabyte):
  • If the database exceeds 1 GB (1000 MB), performance is compromised. The handheld will show a warning and will proceed to delete and then cleanly rebuild the local database. Wait for the process to complete.

---

3. Manual Management of the Barcode Reader (Scanner)

On some error or configuration screens, it may be necessary to manually turn on or off the light beam of the barcode reader integrated into the handheld. On the localization screen there are two dedicated buttons:

  • Attiva Scanner (Enable Scanner): turns on the handheld's reader hardware.
  • Disattiva Scanner (Disable Scanner): turns off the reader hardware (useful for saving battery or avoiding accidental reads).

---

4. Login Procedure

Once the connection with the master till is established, the login screen is shown.


graph TD
    A[Schermata Login] --> B{Seleziona Store/Negozi}
    B --> C{Seleziona Anno di Esercizio}
    C --> D{Scegli Modalità di Accesso}
    D -->|Scansione Badge| E[Leggi Barcode Personale]
    D -->|Digitazione| F[Inserisci Login Name + Password]
    E --> G[Pulsante Accedi]
    F --> G
    G --> H{Verifica Credenziali}
    H -->|OK| I[Reindirizzamento a Home Menu]
    H -->|KO| J[Errore: Utente non riconosciuto]
Operational Steps for Login:

1. Store Selection: Tap the store (Store) drop-down menu and select your reference store (if only one store is present in the database, it will be selected automatically).

2. Fiscal Year Selection: Select the current fiscal year from the drop-down menu (by default the current calendar year is set).

3. Choice of entry mode:

  • Badge Reading Mode (Recommended):
  • Make sure the on-screen switch is set to Scan Barcode (the virtual keyboard is hidden).
  • Point the reader at the barcode on your personal badge and press the scan trigger. Login will happen instantly.
  • Manual Typing Mode:
  • Move the switch to Login Name.
  • Tap the field and type your username via the keyboard, press Enter to move to the password field, enter the password and tap the Accedi (Log In) button.

4. Verification:

  • If the credentials are correct, the handheld will emit a positive acoustic confirmation signal and load the main menu.
  • Otherwise, the message *"Utente non riconosciuto"* (User not recognized) will be shown in red and an error sound emitted. Retry reading or entering the credentials.
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