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Admin FAQ

Manager Admin

Use this page to find quick answers about products, stock, reports, staff and settings in the admin panel.

Quick fixes​

  • Add a product — Products, then Add New Product. A name, a category and a price are enough to start. See Creating Products.
  • Stock count is wrong — Count the product, open it, go to the Inventory tab, change Current Stock and click Update Product. See Stock Adjustments.
  • End-of-day numbers — Reports, then Daily Close. It opens on today; pick another date to look back.
  • Add a staff member — Settings → Manage Users, then Add Staff Member. Pick a role and set a 4-digit PIN.
  • Someone forgot their PIN — PINs can't be looked up, only replaced. Edit the staff member under Settings → Manage Users and type a new one.
  • Report times look off — Check your store's Timezone under Settings → Edit Settings → General.

Tap any question below to see the full answer.

Products & Catalog​

How do I add a new product?

Go to Products and click Add New Product. Give it a name, choose at least one category, and set its price. SKU and barcode are optional. You can also add a description, brand, images and, for cannabis stores, THC/CBD and strain details. See Creating Products.

Can I import products from a CSV file?

Yes. Go to Products, open More Actions and choose Import from File. Products are matched by SKU: a SKU that already exists updates that product, and a new SKU creates a new product. See CSV Import for the file format.

How do I set up weight-based products (e.g., cannabis flower)?

Open the product and go to the Pricing tab:

  1. Set Sold By to Weight (sold by gram).
  2. Under Pricing Model, choose how it's priced:
    • Simple Pricing — one price per gram.
    • Custom Weight — your own price for each weight on this product.
    • Quality Tier — pick a Pricing Template (such as AA or AAA) and its price matrix applies.
  3. Click Update Product.

See Weight Presets and Pricing Templates.

How do product variations work?

Variations let you sell one product in several options, such as sizes or flavours. Each variation has its own SKU, price and stock. To add variations, set Product Type to Variable Product on the product's Details tab, then manage them on the Variations tab. See Variations.

How do I deactivate a product without deleting it?

Either open the ⋯ menu on the product's card in the product list and click Deactivate, or open the product, untick Product is available for sale on the Details tab and click Update Product. Inactive products stay in your catalog and in your sales history, and you can activate them again any time.

Can I bulk edit products?

Yes, two ways:

  • In Products, tick the checkboxes on product cards. A bar appears with Deactivate Selected, Activate Selected, Delete Selected and Make Variations.
  • For more, go to Products → More Actions → Bulk Operations to change categories, retail prices, stock and wholesale settings for many products at once.

See Bulk Operations.

Inventory​

How do I adjust inventory manually?

There are three ways:

  • One product in the admin — open the product, go to the Inventory tab, change Current Stock and click Update Product. The change is recorded as a stock adjustment.
  • Many products in the admin — use Adjust Stock in Products → More Actions → Bulk Operations.
  • At the register — anyone with Adjust Stock at the Register (clerks have it by default) can use the POS stock adjustment window, which records a reason such as count correction, spoilage or damage.

See Stock Adjustments.

How do low-stock alerts work?

Set Low Stock Alert on the product's Inventory tab. When stock falls to that level or below, the product shows under the Low Stock filter on the product list, and in the Low Stock Items count on the Dashboard. See Low Stock Alerts.

Can I transfer stock between stores?

Yes, if you run more than one store. A stock transfer moves inventory from one store to another and keeps a record of it. See Stock Transfers.

Why does my inventory count not match what I physically have?

Common causes:

  • Offline sales still waiting to upload from a register
  • Online orders taking stock
  • Stock that was received or counted but never entered
  • Returns processed incorrectly
  • Shrinkage (theft, damage or expiry not recorded)

Count the product, then correct it with a stock adjustment (see above). Regular counts stop differences from building up.

Reports​

What reports are available?

Click Reports in the top navigation to see every report available to your store. Common ones include:

ReportDescription
Sales ReportSales, revenue, tax and payment breakdown for a date range
Daily CloseOne day's business: sales, every register and every cash drawer
InventoryStock value, low stock, stock movement, and how quickly products sell (Stock / Movement / Turnover tabs)
FinancialsProfit & loss and cash flow
Customer AnalyticsCustomer value and retention

Other reports appear when your store uses the matching features. Many reports can be exported — the Sales Report, for example, downloads as PDF, CSV or Excel. See the Reports section for details.

How do I run an end-of-day report?

Go to Reports and click Daily Close. It opens on today's date; pick another date to look back. See Daily Close.

Why do my report totals not match what I expected?

Common reasons:

  • Voided sales — check whether voids are included in the figure you're comparing.
  • Returns — check the returns total for the period.
  • Discounts — discounts reduce the subtotal before tax.
  • Date range — make sure the report covers exactly the period you expect.
  • Timezone — reports use your store's timezone. Check it under Settings → Edit Settings → General.
Can I export reports?

Many reports have export buttons at the top of the page, such as PDF, CSV or Excel. See Exporting Reports.

Users & Permissions​

How do I create a new user?

Admins go to Settings → Manage Users and click Add Staff Member. Enter their details, choose a Role (Admin, Manager, Clerk, Driver or one of your custom roles), and set a PIN (4 digits) for fast register sign-in. See User Management.

What are the different user roles?
RoleAccess
AdminEverything, including settings and staff management
ManagerThe register plus most of the admin (products, inventory, reports, cash drawers), but not settings or staff
ClerkThe register only
DriverThe driver app only, for deliveries

Managers and clerks can be adjusted per store. See Roles and Permissions.

How do I reset a user's PIN?

Go to Settings → Manage Users, open the staff member and edit them. Enter a new 4-digit PIN in the PIN field and save. PINs can't be looked up — only replaced. See PIN Setup.

Can I customize permissions for a specific user?

Permissions are set per role, not per person. On the Staff Members page, click Role Permissions to change what managers and clerks can do. To give one person a different set of permissions, create a custom role and assign it to them. See Roles and Permissions.

Store Settings​

How do I configure taxes?

Go to Settings → Edit Settings → Tax & Compliance. Brother POS supports:

  • A single tax rate (e.g., 13% HST in Ontario)
  • Split tax (GST + PST, e.g., Saskatchewan or British Columbia)
  • Additional tax (e.g., a vapour products tax)

Prices are entered before tax, and tax is added at the register. See Tax Configuration.

How do I enable or disable features?

Go to Settings → Edit Settings. Features are switched on and off on the tabs where they belong — Products & Inventory, Operations, Sales & Integrations, Hardware & System and others. For example:

  • Cannabis detail fields (THC/CBD, strain type, effects)
  • Quality tier pricing and weight presets
  • Label printing
  • Wholesale features
  • Delivery and shipping
  • Time tracking

See Feature Flags.

How do I set up a new register?

Click Cash Drawers in the top navigation, then Manage Registers, then Add Register. Give it a name (for example "Front Counter"), and optionally a location, a default opening float and how the till usually closes (end of day or shift change). See Registers.

How do I change my store's timezone?

Go to Settings → Edit Settings → General and change Timezone. This sets the times shown in reports, sales history and elsewhere.

Cash Management​

Where can I see past cash drawer sessions?

Click Cash Drawers in the top navigation. You can filter sessions by register, status and date, and click View on any session to see its details and cash count. See Sessions.

What is a Z-Report?

A Z-Report is the summary of a cash drawer session, produced when the drawer is closed. It covers sales, payments by type, cash drops and payouts, and the counted cash against what was expected. When closing the drawer at the register, Print Z-Report (register summary) is ticked by default if a receipt printer is set up. See Z-Reports.

How do I handle cash discrepancies?

When the count doesn't match what was expected:

  1. Recount — counting mistakes are the most common cause.
  2. Check for cash drops or payouts that weren't recorded — was cash taken out without logging it?
  3. Review the session's sales — look for voids, returns or split payments that explain the difference.
  4. Keep the record — the over/under stays on the session for later review.

See Opening & Closing Cash Drawers.

Pricing & Campaigns​

How do sale campaigns work?

Sale campaigns are promotions that run for a date range. You set:

  • Dates — when the campaign runs
  • Targets — which products, categories or brands it covers
  • Discount — percentage or dollar amount off

While a campaign is running, it applies automatically at the register to the products it covers. To keep one product out of a campaign, open the product's Specials tab and click Take off. Campaigns are under Products → More Actions → Sales Campaigns. See Sale Campaigns.

What are freebie campaigns?

Freebie campaigns give a free item when a customer spends over a set amount — for example, "Spend $100 and get a free pack of rolling papers." When the cart reaches the threshold, the free item is added to the sale. See Freebie Campaigns.