POS Management (Admin)

This page covers the administrative features of the POS system. These features are for shift leads and managers only. If you are a team member looking for how to take orders and process payments, see How to Use the POS.

Accessing Admin Features

Admin features are available through the staff portal at staff.ncmuse.co. You will need a manager-level account to access these sections. If you are a shift lead and do not have access to something you need, email hello@ncmuse.co.

Menu Management

Viewing the Menu

The menu management section shows all items organized by category. Each item displays:

Field	What It Shows
Item name	The name displayed on the POS and order labels
Category	Which category the item belongs to (Boba, Coffee, etc.)
Base price	The price before toppings or add-ons
Availability	Whether the item is currently active on the POS

Adding a New Item

To add a new drink or item to the menu:

1. Navigate to menu management in the staff portal.
2. Select the category where the item belongs.
3. Tap Add Item.
4. Fill in the required fields:
   • Name -- What it will be called on the POS and labels.
   • Category -- Select from existing categories (Coffee, Boba, Milk Tea, Fruit Tea, Snacks, Seasonal, Workshops).
   • Base price -- The price before any toppings.
   • Description -- Optional. A short description for reference.
5. Save the item.

The item will appear on the POS immediately after saving.

Seasonal Items

For limited-time drinks or seasonal specials, add them to the Seasonal category (blue). When the season ends, toggle them to unavailable rather than deleting them -- you may bring them back next year and it saves you from re-entering all the details.

Editing an Item

To change an existing item:

1. Find the item in menu management.
2. Tap the item to open its details.
3. Update any field -- name, price, category, or description.
4. Save.

Changes take effect immediately on the POS.

Price Updates

Pricing changes are made by editing the base_price field on any item. A few things to keep in mind:

• Price changes apply immediately after saving.
• Orders already in progress (in someone's cart but not yet checked out) will use the old price until the cart is refreshed.
• If you are doing a batch price update (like raising all boba prices by $0.50), go through each item individually. There is no bulk update feature.

Communicate Price Changes

If you update prices, let the team know before their next shift. Update the physical menu board in the shop as well. Nothing creates more customer friction than the board showing one price and the register charging another.

Toggling Item Availability

If an item is temporarily unavailable (out of an ingredient, discontinued for the season, etc.):

1. Find the item in menu management.
2. Toggle the is_available flag to off.
3. Save.

The item will no longer appear on the POS. It is not deleted -- just hidden. Toggle it back on when the item is available again.

This is better than removing the item because:

• The item keeps its price, description, and configuration.
• Historical order data still references it correctly.
• You can bring it back with one tap instead of re-creating it from scratch.

Category Management

Categories organize the POS menu and determine the color-coded tiles on the main screen.

Category	Color	Icon
Coffee	Amber	Coffee cup
Boba	Purple	Bubble tea
Milk Tea	Pink	Tea cup
Fruit Tea	Orange	Fruit
Snacks	Red	Snack
Seasonal	Blue	Snowflake/Sun
Workshops	Indigo	Palette

To move an item to a different category, edit the item and change its category assignment. Items can only belong to one category at a time.

Daily Reports

The POS generates daily reports that help you understand sales performance. Available reports include:

Sales by Category

Shows total revenue and number of items sold per category for the selected date range.

Column	What It Shows
Category	Coffee, Boba, Fruit Tea, etc.
Items sold	Total number of items in that category
Revenue	Total dollar amount

This helps you spot trends -- if Boba is outselling everything 3:1, you know what to stock up on.

Payment Method Breakdown

Shows how revenue was split across payment methods:

Payment Method	Info
Card	Total from credit/debit transactions
Apple Pay / Google Pay	Total from tap-to-pay
Cash	Total cash collected

This is useful for reconciling the cash drawer at end of day.

Order History and Search

You can search past orders by:

• Date -- View all orders from a specific day.
• Order number -- Look up a specific transaction.
• Customer name -- Find orders associated with a name (if entered at checkout).

This is primarily useful for handling refund requests after the fact, investigating discrepancies, or looking up what a regular usually orders.

Cash Drawer Management

Opening Count

At the start of each day, the opening shift counts the cash in the drawer and enters the total in the POS. This establishes the starting balance.

Step	Action
1	Count all bills and coins in the drawer
2	Enter the total in the POS opening count
3	Confirm the amount

The starting balance should match whatever was left from the previous day's close-out plus any change replenishment.

Closing Count

At the end of each day, the closing shift counts the cash and enters the total:

Step	Action
1	Count all bills and coins in the drawer
2	Enter the total in the POS closing count
3	The POS compares your count to expected cash (opening balance + cash sales - cash refunds)
4	Note any discrepancy
5	Confirm and close out

Cash Discrepancies

Small discrepancies (under $1) happen occasionally due to rounding or miscounted change. If the discrepancy is larger than $5, document it and email hello@ncmuse.co with the date, the expected amount, and the actual amount. Do not try to "fix" it by adjusting the count -- always enter what you actually counted.

Manager Checklist

Here is a quick reference for the admin tasks that should happen regularly:

Task	Frequency	Who
Review daily sales report	Daily	Shift lead or manager
Reconcile cash drawer	Daily (closing)	Closing shift lead
Check item availability	Daily (opening)	Opening shift lead
Update prices	As needed	Manager only
Add seasonal items	Seasonally	Manager only
Remove discontinued items	As needed	Manager only
Review order history for issues	Weekly	Manager

Related Pages

• How to Use the POS -- Step-by-step tutorial for team members
• POS System Guide -- Overview of the POS for all staff
• Closing Checklist -- Full end-of-day procedures including cash close-out

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Last updated: March 2026