The Kody Merchant Portal

The Kody Merchant Portal, otherwise known as our content management system (CMS) allows you to manage everything from transactions, what items are on your menu, discounts, opening times, creating reports, tax and inventory management, service charges, printing templates and more.

How do I access the CMS?

The CMS can be accessed through any web browser. It is recommended to do this from a device with a large screen such as a Desktop or Laptop using the Google Chrome Browser.

The web address (URL) is: cms.kodypay.com/login

Your Email and Password should have been sent to you by the member of our team who helped you join and set-up with Kody. If you are missing your Email or Password then please see What if I am missing my Email or Password for more information.

After logging in to the CMS, the Dashboard will be presented.

Here you can see a summary of your sales today, the last 7 days and over the current year. There is also a list of your Best Sellers in the last 24 hours which can be exported.

What if I don’t have either my Email or Password?

Please message your contact at Kody via WhatsApp, email (support@kody.com) or our Online Chat on our website (kody.com). For more information see: How do I get in contact with someone at Kody for assistance?

How do I get contact with someone at Kody for assistance?

You can:

Email support@kody.com and another member of the team will get back to you shortly.

Use the Online Chat on our website kody.com:

1. Click the blue speech bubble in the bottom right of the screen to get started.

2. Click ‘Send us a message’.

3. Write your message in the text box and press enter. A member of our team will get back to you shortly.

How do I show more items at once?

The full list of items, transactions or add-ons etc will be divided into pages if it cannot all be shown at once. To show more per page:

1. Click the drop down box next to ‘Items per Page’ at the bottom of the list. This section will use the transaction list as an example.

2. Select the number of items you would like to show per page. The list will automatically update.

How do I navigate the pages?

Use the arrows at the bottom of the list to navigate up and down the list. The left arrow will move up the list, the left arrow will move down the list. For transactions the right arrow will show older transactions, the left arrow will show more recent transactions.

The arrows are highlighted with red circles on the screenshot below.

The current items’ positions in the list are displayed in the bottom right, to the left of the navigation arrows.

Transaction Reports

You can get to the Transactions page by clicking the third icon down on the sidebar on the left.

How do I get my transaction report?

Transactions can be exported using the ‘Export’ button in the top right.

This will export all transactions to date, unless using a filter into a .csv, Comma Separated Value, file. This file will automatically be downloaded but your browser may ask for permission before completing the download. The .csv file download can be found in your ‘Downloads’ folder or other default download folder location. The .csv file can be opened in a spreadsheet editor such as:

• Microsoft Excel
• Google Sheets
• Apple Numbers

How do I see my transactions for this Day / Week / Month?

1. Click on the filter icon in the top right of the screen.

2. Click the checkbox next to Time/date.

3. Transactions can then be listed:

• From a given time and date to now.
• From the first transaction, to a given time and date.
• From a given time and date, to another given time and date.

The dates and times can be typed in manually or they can be selected using a menu by clicking the calendar icon.

A date can be selected using the calendar on the left and a time can be selected from the clock on the right.

4. After entering your desired times and dates, the transactions will be sorted and the matching transactions will be displayed.

5. Click Export in the top right corner to download the .csv file of the filtered transactions. For details on the Export and .csv file see ‘How do I get my transaction report?’.

How else can I control what is on my transaction report?

Other filters can be used to help you find the transactions you are looking for. These filters can be used in combination with each other or on their own.

The other filters you can use are by:

• Status: New Order, Accepted, Complete, Failed, Declined, Refunded, Partially Refunded.
• Order Type: Counter, Table, Click & Collect.
• Payment Method: Apple Pay, Google Pay, Card Payment, Terminal.
• Net Total: From & To (Order value).
• Gross Total: From & To (Order value).

How do I apply the Status, Order Type and Payment Method filters?

1. Click on the filter icon in the top left of the screen.

2. Click the checkbox next to the name of the filter that you wish to apply. In this example the checkbox for ‘Status’ has been marked. To close the drop down box click anywhere outside of it.

3. Click the arrow on the drop down box.

4. Select the desired option from the drop-down box by clicking the checkbox next to its name. The filter will immediately be applied to your transactions. Multiple options can be selected in this way. Only the options that are selected will be shown. In this example the ‘New Order Status’ option has been marked. To close the drop down box click anywhere outside of it.

5. To apply additional options for the filter repeat from Step 2.

How do I apply the Net Total & Gross Total filters?

1. Click on the filter icon in the top right of the screen.

2. Click the checkbox next to the name of the filter that you wish to apply. In this example the checkbox for ‘Net Total’ has been marked. To close the drop down box click anywhere outside of it.

3. To filter out transactions lower than a certain value, click the From box (left) and type in that value.

To filter out transactions higher than a certain value, click the To box (right) and type in that value.

The filter will be applied as you type. These filters can be used on their own or together.

4. To change the filter simply change the values and the filter will be updated.

How do I remove a filter I no longer want?

To remove a filter click the cross to the left of the name of the filter that you wish to remove.

What do I do if I think there is an error with my transaction report?

If you have any doubts about the transactions on your report please contact us and a member of our team will be happy to assist you. This can be done via WhatApp, email or our Online Chat. For more information see: How do I get in contact with someone at Kody for assistance?

How do I give a customer a full refund through the CMS?

Find the transaction you would like to refund. The transactions are listed with the newest at the top and the oldest at the bottom (reverse chronological order). The transactions shown can be filtered to make it easier to find the transaction you are looking for. For more information about how to filter the transactions see:

How do I get my transactions for this Day / Week / Month?

How else can I control what is on my transaction report?

Once you have found the transaction:

1. Click on it anywhere to the right of the Copy button. This area has been marked in red in the screenshot below.

2. Click the ‘Full Refund’ button at the bottom of the screen. You may need to scroll down to see it.

3. You can now see information about the refund below the ‘Order Information’.

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If you have any concerns or issues with processing the refund please contact us and a member of our team will be happy to assist you. This can be done via WhatApp, email or our Online Chat. For more information see: How do I get in contact with someone at Kody for assistance?

How do I create a report of Successful Transactions Totals, Refunds Totals, Net Takings Totals, Inventory Consumed and Inventory Refunded?

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Inventory

You can get to the ‘Inventory’ page by clicking the fourth icon down on the sidebar on the left. The icon is a shopping trolley.

Categories

How do I change the name of a category?

1. Click the edit icon to the right of the category name that you want to change. In this example the ‘Cakes and Bakes’ category has been marked.

2. Click on the text box under ‘*Name’ and change the text to the new name of the category.

3. Click the ‘Save Changes’ button at the bottom of the screen. You may have to scroll down to see it.

How do I change the order of the categories?

On the left side underneath ‘All Inventory’ is the list of categories. The order they are in on the CMS will be the same order that is shown on the web menu via the QR code. The web menu will list the categories from left to right. To change the order of the categories:

1. Click and drag on the box of the category and move it up or down the list. The box for ‘Cakes and Bakes’ has been marked in the screenshot below.

You will see the categories automatically reorder as you drag the box up and down the list. In this example the ‘Cakes and Bakes’ category has been dragged beneath the ‘Milkshakes and Cold Drinks’.

2. Release the click and the category will now be automatically saved in its new position.

How do I disable a category?

1. Click the edit icon to the right of the category that you want to disable or enable. In this example the 'Cakes and Bakes' category has been marked.

2. Click on the selection box underneath ‘Status’ to open the menu. You may have to scroll down to see it.

3. Click on ‘Disabled’ to hide the category. Click on ‘Enabled’ to show the menu. ‘Disabled’ has been shown in the screenshot below.

4. Click the ‘Save Changes’ button at the bottom of the screen. You may have to scroll down to see it.

Items

How do I find an item?

Items can be searched for. To search all items on the menu:

1. Click on ‘All inventory’ at the top of the categories list. If you are already on this page then it may appear that nothing has changed.

2. Click on the search box.

3. Type the name of the item you want to find. The search will automatically search every time you enter or remove text from the box. You do not need to click enter. The search is not case sensitive. E.g. searching for ‘green tea’ will find the item called ‘Green Tea’. In the example below the Green Tea item has been found.

If you know which category the item is in:

1. Click on the box of the category the item is in. In this example the ‘Bakes and Cakes’ category has been marked.

Then either:

Search for the item as shown above, this is best for when a category has many items, or manually look for the item from the displayed list, this is best when the category only has a few items. You may find ‘How do I show more items at once?’ and ‘How do I navigate the pages?’ useful.

How do I edit an item?

To be able to edit the item, click on the item you wish to update. In this example Flat White will be selected.

How do I update the name of an item?

Find the item that you want to change and click it. See ‘How do I find an item and be able to edit it?’ for help with this.

The name can be changed in the top text box underneath *Line name. Changing the text will not update the name of the item on the menu until the Save changes button is clicked. See step three.

How do I update the price of an item?

The price can be changed in the text box underneath *Unit gross price. You may need to scroll down the page to see the box. It is about half-way down. Changing the number will not update the price of the item on the menu until the Save changes button is clicked. See step three.

How do I disable or enable an item?

Find the selection box underneath *Line status and click it. You may have to scroll down the page to see the box. It is near the bottom.

Click either Disabled or Enabled to change the status of the item. In this example the item is already enabled and Disabled has been marked.

The item will not be enabled or disabled on the menu until the Save changes button has been clicked.

How do I indicate an item is vegetarian, vegan, gluten free or has restrictions (18+)?

Find the Dietary requirements section. You may have to scroll down the page. It is most of the way down. Here the four possible dietary requirements are listed vertically with checkboxes to the left of them. These have been marked in the screenshot below. Click the checkbox next to the restriction that you want to indicate for that item.

In this example the checkboxes for Vegetarian and Gluten free have been checked.

The dietary requirements for the item will not change on the menu until you click the Save changes button.

How do I save changes to an item?

To save any changes scroll down to the bottom of the page and click the blue Save changes button at the bottom.

How do I change the order of my items within a category?

1. Select the category you would like to change the order of the items in. In this example the Bakes and Cakes category has been marked.

2. Click and drag the item that you want to move up or down the list until it is in the position that you would like it to be in. In this example the Nutella Brownie has been marked.

You will see the items automatically reorder as you drag the box up and down the list. In this example the Nutella Brownie item has been dragged beneath the Vegan Bourbon Brownie.

3. Release the click and the item will now be automatically saved in its new position.

Add-ons & Extras

You can get to the ‘Add-ons and Extras’ page by clicking the fifth icon down on the sidebar on the left. The icon is a shopping trolley with a + in it.

Add-on Groups

How do I change the name of an add-on Group?

How do I disable an add-on group?

How do I reorder the add-on groups applied to an item?

How do I reorder the add-on groups applied to a category?

Add-ons

How do I find an add-on?

How do I change the name of an add-on?

How do I change the price of an add-on?

How do I disable an add-on?

How do I change the order of the add-ons?

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Timings

How can I change when my menu is available?

Each individual category can be set to only be visible at certain times. On the CMS this is called timed availability. It is important to note that a category will not be visible if it is outside of the times set for the store opening hours. For more information about setting the store opening hours see: ‘How can I change when my store opens?’. If no times are set then the category will always be visible inside of store opening hours. This is useful if you only serve food during the day and drinks at night or if you have a specific lunch time menu. To change the hours a category is visible:

1. Click the edit icon to the right of the category name that you want to change. In this example the ‘Cakes and Bakes’ category has been marked.

2. Click on the toggle to the right of Timed availability.

3. Enter the times

To turn off the timed availability just click the toggle in step two and then click Save changes. The times that were set will still be there if it is toggled back on again.

How can I change when my store opens?

Discounts

How do I create a discount code?

1. Go to the Discounts page by clicking the sixth tab on the left hand side, the badge with a % sign in.

You will see the existing 100% discount listed here.

2. Click the blue Add new button in the top right of the screen.

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3a. Create a name for the discount, this will only be shown internally.

3b. Create the code that you would like the Discount to have e.g. BURGERISM10

3c. Type the value of the discount. e.g. 10

3d. If you need the discount to have a start and or an expiry date then click the toggle next to Discount expires and type in or select the dates using the menu.

3e. If you need the discount code to have a certain number of uses then add this under Total usage limit. A value of 0 will let it have unlimited uses.

3f. By default a discount code is Disabled. You can manually enable it under Discount status.

4. Click the blue Save changes button at the bottom.

Additional Support

Updating a menu.

Raising all prices.

How to create a printing template?