Offline Server Manual Update
Use this guide when a branch is on Offline Server mode and needs to manually download updates (new products/pricing, users, and settings) from the Offline Server to the POS device.
Before You Start (Quick Checklist)
✅ POS device is connected to the same router / network as the Offline Server.
✅ You have the correct Authorize Username/Password (if required by the branch).
✅ Do not close the POS app while downloading.
✅ POS Settings (CRITICAL)
How to Download Updates
On the POS screen, tap Function (lower part of the POS).
A popup window (Functions menu) will appear.
In the Functions menu, tap DOWN/UPLOAD DATA button.
A new popup will appear where you can download data.
Download the Data You Need
Click the correct button based on what update you want:
A) Products / KDS / Table
Use this when: there are new/updated menu items or retail products, price changes, or table/KDS updates. Downloads typically include:
Product list (items/services)
Pricing and barcodes
Categories/modifiers (if used)
KDS-related product mapping (if applicable)
Table layout / table list (for dine-in setups)
B) Users / Clients Data
Use this when: there are new cashiers/staff, authorization changes, or customer profile updates. Downloads typically include:
POS user accounts (cashiers/admin/authorize users)
Staff records (for timekeeping / permissions)
Customer profiles (including membership records, if used)
C) System Settings
Use this when: business rules/settings were changed (tax, service charge, discounts, printing rules, etc.). Downloads typically include:
Global/branch settings that affect computations and behavior
Policies such as tax/service charge rules, discount rules, and other operational settings
D) POS Settings (CRITICAL)
Use this when: POS terminal settings were updated (especially anything related to numbering/registry). ⚠️ IMPORTANT TIMING RULE: Download POS Settings only:
At least 5 minutes before OPEN REGISTRY, OR
At least 10 minutes after CLOSE REGISTRY
✅ Reason: POS Settings can affect invoice numbering/series. Downloading it during active registry hours may cause invoice number conflicts or unexpected jumps.
Multi-POS / Multiple Terminals Reminder
If the store has multiple POS terminals/devices, you only need to perform the Download on one (1) POS terminal.
Best practice (recommended):
Use the main/admin POS (or the POS closest to the Offline Server/router) to do the download.
After downloading, quickly verify on the other POS terminals that the update is visible (example: new item/price, new cashier login, etc.).
Example: A branch has POS 1, POS 2, POS 3. If a new product was added, the cashier can download Products/KDS/Table using POS 1 only, then check POS 2 and POS 3 to confirm the product appears.
After Download: How to Confirm It Worked
Check any of these indicators:
Last Download Date & Time updates to the latest time
Result Logs show a success message / completed status
Changes appear on POS (e.g., new item, updated price, new user login)
Take Note: The POS devices must be reloaded for the new updates to take effect.
Common Examples (When to Download What)
New menu item added (e.g., “Chicken Ala King”) → Download Products/KDS/Table
Price changed from ₱120 to ₱135 → Download Products/KDS/Table
New cashier hired and needs login today → Download Users/Clients Data
Additional or update on Supported Payment list → Download System Settings
Authorization update for Voids, Discounts, Cancellation, etc → Download POS Settings (follow timing rule strictly)
FAQs (CSR/User-Focused)
1) “I clicked download but nothing changed. What should I check first?”
Confirm the POS device is connected to the offline network/router and the Offline server is connected to the internet.
Re-open DOWN/UPLOAD DATA, click Search, then retry the correct download button
Check Result Logs and Last Download Date & Time for confirmation
2) “Which download should I use if a product is missing or price is wrong?”
Use Products/KDS/Table. That’s the package for items, pricing, and related selling structures.
3) “A cashier can’t log in / authorization is failing. Which download fixes it?”
Use Users/Clients Data (this refreshes cashier accounts, authorize users, and staff records).
4) “Why is POS Settings restricted to before Open Registry or after Close Registry?”
Because POS Settings can change invoice/receipt numbering behavior. Downloading it while the registry is active increases the risk of invoice number conflicts or unexpected numbering issues.
5) “What if someone accidentally downloaded POS Settings during operation?”
For CSR handling:
Ask what time it was downloaded and whether Open Registry was already active
Check if invoice numbers became abnormal (skips/duplicates)
If abnormal, escalate to support/admin to verify POS numbering/series settings before continuing transactions
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