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Bills, sales, and closures in Admin

Updated 

9 months ago

The Storyous Admin is the central place for configuring the system in your business. Within the admin, you can add the products you sell, manage user access, use stock management, and gain an overview of your sales, bills, cash flows, cancellations, and discounts. Additionally, the admin offers various insights into sales, staff, products, product categories, and more. These reports can give you a deeper understanding of your business performance.

The admin is synchronised with the Storyous POS app on your device, and is designed to be used for setting up and monitoring your business, while the app is designed to be used for serving your customers.

We highly recommend using a laptop or desktop computer and the Google Chrome browser to make the most of the portal's functionality.

Important – if you're getting started with Storyous, setting up your business in the admin is essential before you can begin to use the POS app on your device.

Login to the Admin

1. To access the Storyous Admin visit admin.storyous.com.

2. Use your Teya ID credentials to log in.

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Note: if you’d like to know more about Teya ID login or you forgot your login credentials, check this article.

Note: you may also access and login to the Storyous Admin through our Storyous website.

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Bills overview

All sales made from the POS app on your devices are recorded in the Storyous Admin. The Bills overview offers visibility and control over all your sales and allows you to customise the overview columns, filter through all your bills, and easily search for a specific bill. You can also access detailed information about a specific bill, reprint it if needed, track its progress, and even manage refunds or change payment methods.

To access the Bills overview, choose the Bills section on the top bar of the page and then select the Bills subsection from the left-hand menu.

Note – if you manage multiple locations in the same company, you can view bills for all your locations or simply select a specific location from the list on the top left side.

With the bills table, you have the flexibility to search for any specific bill by bill reference number (1) at any time. You can also choose a specific time period (2), apply a variety of different filters (3) to refine your search, and easily customise the columns (4) displayed in the table.

If you wish to view the details of, track the progress of, or reprint a specific bill, follow these easy steps:

1. Find the bill you want to see details for.

2. Click on its bill reference number or the info icon.

3. The bill details will be displayed for you.

4. To print the bill, click on the Print bill button on the top right side.

5. To view the bill progress, click on the Bill progress button on the top right side.

The Bill progress overview provides you with a clear picture of all the actions taken with the bill. It shows you which user was working with the bill, who closed the bill, when the bill was closed or reopened, and many other details.

In the Storyous Admin, you have the option to easily refund a bill or change its payment method. Both actions can be conveniently performed within the bill table overview.

Important – we strongly recommend performing bill refunds or changes to the payment method directly within the POS app on your device.

If you decide to issue a refund or change the payment method within the Storyous Admin, please note that changes involving card transactions won't be automatically reflected. For example, if a receipt paid by card is canceled or if there is a change in the payment method from card to cash in the Storyous Admin (not in the POS app), it's necessary to process this payment adjustment in the Business portal, where all card transactions are recorded.

Income summary

The Income summary offers an overview of all your sales, categorised by day and month, along with details on the VAT rate and payment type. This report records data in 24-hour periods, providing you with a comprehensive view of your income. These summaries also serve as supporting documents for the accounting.

To access the Income summary, choose the Bills section on the top bar of the page and then select the Income summary subsection from the left-hand menu.

Note – if you manage multiple locations in the same company, you can view income summaries for all your locations or simply select a specific location from the list on the top left side.

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The Income summary can be easily exported by month, either in .pdf format or as an Excel file with the extension .xls. To export the income summary for a specific month, just follow these simple steps:

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1. Find the month you want to export the report from.

Note – make sure that your Location in the top left corner is selected.

2. Click on the download icon to the right of the specific month.

3. Select Export to PDF or Export XLS to download as a PDF or Excel sheet respectively.

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Cash flow and closure

In the Cash flow option within the admin, you can access the complete history of your closings. It provides you with an overview of the date, the total amount of each closing, and who performed the closing. Each closing also includes detailed information about your money in the till, sales, and tips.

You also have the possibility of making your closings and adding cash flow movements.

To access the cash flow choose the Bills (1) section on the top bar of the page and then select the Cash flow (3) subsection from the left-hand menu.

To close your daily sales, you'll need to perform a closing. This allows you to check the current sales status and close the day.

Important – we strongly recommend performing the closing directly within the POS app on your device.

To proceed with the closing in the Storyous Admin, follow these easy steps:

1. Select the Till on which you want to perform the closure.

2. Check the closing date.

Important – make sure that your Location in the top left corner is selected.

3. Click on the Make a closing button.

4. This will show you detailed information about the current POS sales.

5. Click on the Make a closing button again to close the day.

Within the portal, you can also manage cash flow movements, including withdrawals from the till and additions to the till.

To proceed with the movements, follow these easy steps:

1. Select the Till on which you want to add the movement.

2. Check the closing date.

Important – make sure that your Location in the top left corner is selected.

3. Click on the Add Movement button.

4. In the pop-up window, toggle to choose whether it's a Withdrawal from till or Add to till.

5. Insert the amount.

6. Choose if it's a current movement or a movement in the past.

Note: for clarity, you can sort the movements by category. Click the Cash flow categories button to create your own categories. Name the category and save it to the list with the + Add button.

7. You have the option select the category and to write a note.

8. Click on the Save button.

Cancellation and discount control

The Cancellation and discount control is used to track receipts that have either been canceled, reprinted, closed with the status Issued - not paid, or have had a discount applied to them. It will also show receipts from which individual items were deleted before payment.

To access Cancellations and discounts, go to Bills in the top navigation bar, then select Cancellations and discounts from the menu on the left side.

This section enables you to have a complete overview of the receipts mentioned above. Among other things, you can:

  • Choose to view only pending items, or show all.

  • Confirm the receipts that are approved by ticking the box (1) in the column on the left.

  • Assess potential losses (2) - the total value by which the bill was descreased due to the change that took place.

  • Have overview of the type of change applied (3).

  • Filter only the actions you'd like to inspect by using the dropdown menu and ticking the boxes (4).

  • See the timeline of the account from its creation to its closure by clicking on the information icon and viewing details (5).

  • Negative transactions always highighted in red.

Note: the list will also display the exact date of the change and the table where the bill was located. In the case of a quick order, the table will be shown as empty in the Table column.

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