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Admin FAQ

Manager Admin

Common questions about using the Brother POS admin panel for store management, product configuration, reporting, and system administration.

Products & Catalog​

How do I add a new product?

Go to Admin > Products > New Product. Fill in the required fields:

  • Name -- the product's display name
  • SKU -- a unique identifier (used for barcode scanning)
  • Price -- the pre-tax selling price
  • Category -- at least one category is required

Optional fields include description, brand, images, weight (for weight-based products), and cannabis-specific attributes (THC/CBD, strain type, terpenes). See Creating Products.

Can I import products from a CSV file?

Yes. Go to Admin > Products > Import. Upload a CSV file following the required format. The import handles creating new products and can optionally update existing products matched by SKU. See CSV Import for the file format and instructions.

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

When creating or editing a product:

  1. Enable the weight-based flag.
  2. Set the price per gram or configure tier pricing (different prices for 1g, 3.5g, 7g, 14g, 28g).
  3. If your store uses quality tiers (AA/AAA/AAAA/AAAA+), assign the product to a quality tier and the pricing matrix applies automatically.

See Weight Presets and Quality Tiers.

How do product variations work?

Variations let you sell a single product in multiple options (size, color, flavor, etc.). Each variation has its own SKU, price, and inventory count. Create variations in the product edit screen under the Variations tab. See Variations.

How do I deactivate a product without deleting it?

Edit the product and set its status to Inactive. Inactive products are hidden from the POS register and online store but remain in the system for historical reporting. You can reactivate them at any time.

Can I bulk edit products?

Yes. Go to Admin > Products, select multiple products using the checkboxes, and use the Bulk Actions dropdown to apply changes like category assignment, price adjustments, or status changes. See Bulk Operations.

Inventory​

How do I adjust inventory manually?

Go to Admin > Inventory > Stock Adjustments. Select the product, enter the adjustment quantity (positive to add, negative to subtract), and provide a reason for the adjustment. All adjustments are logged in the audit trail. See Stock Adjustments.

How do low-stock alerts work?

Each product can have a low stock threshold set in its product settings. When inventory falls below this threshold, the product appears in the low-stock alerts dashboard. See Low Stock Alerts.

Can I transfer stock between stores?

Yes, if your account manages multiple stores. Stock transfers move inventory from one store to another with full tracking. The sending store's inventory decreases and the receiving store's inventory increases when the transfer is confirmed. See Stock Transfers.

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

Inventory discrepancies can result from:

  • Sales not yet synced (offline sales still in the queue)
  • WooCommerce orders reducing stock outside of Brother POS
  • Manual adjustments not recorded
  • Returns processed incorrectly
  • Shrinkage (theft, damage, or expiry not recorded)

Perform a physical inventory count and reconcile using Admin > Inventory > Stock Adjustments. Regular cycle counts prevent discrepancies from accumulating.

Reports​

What reports are available?

Brother POS offers the following reports:

ReportDescription
Sales ReportRevenue, transaction count, and payment breakdown by date range
End of DayDaily summary with Z-Report data
Margin AnalysisGross margin and markup by product
Inventory TurnoverHow quickly products sell relative to stock
Category PerformanceSales and margins broken down by category
Customer AnalyticsPurchase patterns and customer lifetime value

All reports support date range filtering and can be exported to PDF or CSV. See the Reports section for details.

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

Go to Admin > Reports > End of Day. Select the date (defaults to today). The report shows total sales, payment method breakdown, cash drawer session summaries (including over/under amounts), and transaction details. See End of Day Report.

Why do my report totals not match what I expected?

Common reasons for report discrepancies:

  • Voided sales are excluded from revenue totals. Check the void count.
  • Returns reduce the day's revenue. Check the returns total.
  • Discounts reduce the subtotal. If the report shows Subtotal + Tax but the result does not equal the Total, a discount was applied.
  • Date range -- make sure the report covers the exact period you expect.
  • Timezone -- all database timestamps are UTC. The display timezone is set in your store settings. Ensure it matches your local timezone.
Can I export reports?

Yes. All reports have export options for PDF and CSV formats. Look for the Export or Download button at the top of any report page. See Exporting Reports.

Users & Permissions​

How do I create a new user?

Go to Admin > Users > New User. Enter their name, email, password, and role (Admin, Manager, Cashier, or Driver). Optionally set a PIN for fast POS login. See User Management.

What are the different user roles?
RoleAccess
AdminFull access -- all features including system settings, user management, and integrations
ManagerPOS + most admin features (products, inventory, reports, cash drawers) but not user management or system settings
CashierPOS register only -- processing sales, searching products, managing the cart
DriverDriver Mobile PWA only -- delivery management

Permissions are granular and customizable. An admin can adjust what each role can see and do. See Roles and Permissions.

How do I reset a user's PIN?

Go to Admin > Users, find the user, and click Edit. Enter a new PIN in the PIN field and save. The old PIN is immediately invalidated. PINs are hashed and cannot be viewed -- only reset. See PIN Setup.

Can I customize permissions for a specific user?

Yes. Permissions in Brother POS are granular and customizable per role per store. Go to Admin > Users > Roles and Permissions to adjust what each role can access. Changes take effect immediately (permissions are cached with automatic refresh).

Store Settings​

How do I configure taxes?

Go to Admin > Settings > Edit Settings > Tax & Currency tab. Brother POS supports:

  • Single tax rate (e.g., 13% HST for Ontario)
  • Split tax (e.g., GST + PST for provinces like Saskatchewan or British Columbia)
  • Additional taxes (e.g., vapour products tax)

All product prices are entered pre-tax. Tax is calculated at the point of sale. See Tax Configuration.

How do I enable or disable features?

Go to Admin > Settings > Edit Settings and find the feature toggles on the relevant tabs (Products & Inventory, Operations, Hardware & System, Sales & Integrations). Toggle features on or off as needed. Common feature flags include:

  • Cannabis-specific features (THC/CBD, strain types, compliance)
  • Quality tier pricing
  • Weight presets
  • Label printing
  • B2B wholesale
  • Local delivery and shipping
  • Time tracking
  • Scale integration

Disabled features are hidden from all interfaces. See Feature Flags.

How do I set up a new register?

Go to Admin > Registers (accessible from the Settings or Cash Drawers page) and click Add Register. Give it a name (e.g., "Register 1" or "Front Counter") and configure its settings (auto-print receipts, default payment methods, etc.). Each POS device should be associated with a specific register. See Registers.

How do I change my store's timezone?

Go to Admin > Settings > Edit Settings > General tab. Update the timezone setting to match your local timezone. This affects how timestamps are displayed in reports, sales history, and other time-sensitive data. The underlying data is always stored in UTC.

Cash Management​

Where can I see past cash drawer sessions?

Go to Cash Drawers in the admin panel. This shows all past sessions with opening/closing times, starting float, expected vs. actual cash, and over/under amounts. You can view the Z-Report for any closed session. See Sessions.

What is a Z-Report?

A Z-Report is an end-of-session summary generated when a cash drawer is closed. It includes total sales, payment breakdown by method, cash drops, payouts, the expected vs. actual cash count, and the over/under amount. Z-Reports are automatically printed on the receipt printer (if configured) and stored permanently in the system. See Z-Reports.

How do I handle cash discrepancies?

When the cash count does not match the expected amount:

  1. Recount -- the most common cause is a counting error.
  2. Check for unrecorded cash drops or payouts -- was cash removed from the drawer without recording it?
  3. Review the session's sales -- look for voids, returns, or split payments that might explain the difference.
  4. Document the discrepancy -- the over/under amount is permanently recorded in the Z-Report for audit purposes.

See Opening & Closing Cash Drawers.

Pricing & Campaigns​

How do sale campaigns work?

Sale campaigns are time-limited promotions that apply automatically or can be selected at checkout. You configure:

  • Date range -- when the campaign is active
  • Target products -- which products or categories are included
  • Discount type -- percentage or dollar amount off

Active campaigns appear in the POS discount modal during their active date range. See Sale Campaigns.

What are freebie campaigns?

Freebie campaigns automatically add a free item when a customer spends above a threshold. For example, "Spend $100 and get a free pack of rolling papers." The free item is added to the cart automatically when the spend threshold is met. See Freebie Campaigns.