The retail functions in the AIRIS app and in the back-office — from warehouse to branch.
In the AIRIS App (Branch)
- Inventory: Check stock levels per location and query AIRIS via voice command.
- Reorder: Identify items below minimum stock and have AIRIS reorder them.
- Goods Receipt & Labels: Record deliveries and print price/shelf labels.
In the Back-Office (Management)
- Products & Catalog: Maintain items with EAN, price, and tax rate under Products (variants by size or color are not available). Import them into the cash register in the POS Backoffice under "Products".
- Warehouses & Branches: Manage stock levels, transfers between locations, and inventory under Inventory.
- Suppliers: Manage sources of supply and purchasing conditions under Suppliers.
At the till: returns, deposit, cash count, customer display
- Returns: Click "Return", scan receipt (QR) or enter receipt number, select quantity and condition per item, refund in cash, to card, or as a voucher. A separate receipt with a negative amount is generated (RKSV-signed); the original receipt remains unchanged. Items in perfect condition are returned immediately to branch stock; opened, damaged, or defective items go to quarantine stock (Warehouse → Returns).
- Deposit: If a deposit type is assigned to the item (Warehouse → Deposit), the till automatically posts the deposit as a separate line item. "Empties" button: Take back empties by deposit type or redeem an empties voucher from the reverse vending machine — offset against the purchase. Quantities appear in the deposit quantity report ("Till" columns).
- Cash audit: Click “Cash audit”, enter opening balance and count per banknote and coin. Target (from cash sales, returns, empty containers, cash on invoices, vouchers, tips) and variance are displayed immediately and saved as a count log. The variance is listed as a “Variance” entry in the branch cash book; if counted before the Z report, it is posted with the daily takings, never duplicated. A shortage exceeding the cash balance remains as an open item (“Open cash variances” in the dashboard).
- Customer display: Click "Customer display" to open a window for the second screen. The customer sees items, deposit, and total, and after payment, the receipt as a QR code for their mobile phone (no app, no registration required).
- Deposit quantity list: Under Inventory › “Disposable deposit quantities”, each month lists “Items per barcode — placed on the market” with the reportable quantity; the columns “POS sold” and “POS empties” come from the cash register. Export as CSV or PDF, then “Mark as reported”.
At the checkout: Voucher, customer card, receipt, offline, return rules
- Sell voucher: The "Voucher" button in the checkout bar opens "Value Voucher". In the "Sell" tab, enter the voucher value — the receipt will be printed; "Check balance" shows what is still open on a voucher. Redeem in the payment dialog with "Redeem Voucher" → "Redeem", take back with "Remove Voucher".
- Customer card and loyalty points: In the payment dialog under "Customer Card", scan the card or enter the phone number and click "Add"; "New Card" → "Create Card" creates a card, "Redeem Reward" redeems a reward. You set up your programs in the checkout sidebar under "Customer Loyalty".
- Checkout receipt: shows the base price for each item, along with the branch and checkout station, and the QR code of the RKSV signature. You can provide it as a printed copy, via email, or as an online receipt.
- Online receipt via QR: After payment, the customer display shows the receipt as a QR code. The customer opens the receipt on their mobile phone — no app, no registration, no customer data required. A modified link will not open a receipt.
- Continue checkout offline: If the internet connection fails, the banner "OFFLINE — checkout continues to operate" appears. Sales are saved on the device, and the checkout prints a replacement receipt instead of the signed receipt. As soon as the connection is restored, the receipts are submitted and signed; under "Offline Queue", you can also initiate the transfer manually with "Transfer Now".
- Return rules (Owner): In the checkout under Settings › Business, section "Returns at Checkout", check which roles are allowed to accept returns with a PIN — the owner always can, the default is owner and manager. The switch "Deduct loyalty points on return" determines whether stamps and points are deducted for returned items (default: yes, points proportional to the refunded amount, stamps per item returned) or if the customer keeps them.
- Double protection: An item can only be returned once. If a receipt already has a return associated with it, it can no longer be canceled — the checkout will report "A return exists for this receipt — return additional items via 'Return'". A return itself cannot be canceled; if it was a mistake, resell the item.
- Price per branch: In the checkout under Products › "Branch Assortment", you define the price and assortment for each branch. Without a branch price, the normal item price applies. Checkout, receipts, and labels ("Branch Price") calculate using the branch price.
- Goods receipt at checkout: In the checkout under "Inventory", tab "Stock & Goods Receipt", book a delivery directly into the inventory of the branch associated with this checkout.
Price changes and labels
- Every price change (item or branch price) is saved with a date. Under Warehouse → Labels, "Price changes (print list)" retrieves all items whose labels still show the old price; they are marked as completed after printing.
- "Strike-through price": The strike-through price is always the lowest price of the last 30 days prior to the discount (DE § 11 PAngV, AT § 9a PrAG). Without a genuine discount or with less than 30 days of price history, DivineMind does not print a strike-through price and indicates the reason.
Retail & Branches: Unit Price, Invoices at POS, Stock Transfers, Labels
- Unit price (Product → "Unit price" card): Enter the fill quantity and unit of a sales unit (e.g. 200 g). The label and till receipt will then show the unit price per 1 kg / 1 l / 1 m — 100 g, 100 ml, or 0.5 l only where national law allows it (DE PAngV § 5, AT Grundpreisauszeichnungs-VO § 3). If a different price applies in a branch, the receipt calculates with that price.
- Labels: "Items from today's delivery" includes all items from today's goods receipts; "Branch price" prints the branch price. AIRIS: "Print price labels for today's delivery".
- Label sheets: Select format — “Small (40/sheet)”, “Standard (24/sheet)” or “Large (10/sheet)” —, set the quantity per item and click “Print (PDF)”. Each label displays name, price, unit price, item number, and EAN barcode.
- Open invoice at the till (Till → "Invoice" button): Search for invoice, select cash or card. The amount comes from the invoice, a till receipt with signature is generated, and the invoice is then paid — no duplicate revenue. A draft is issued and locked in the process.
- Stock transfer: Create, a second person checks (owners and admins may check their own transfers), then execute — only then is the stock moved. AIRIS only creates stock transfers as drafts.
- Till sale without stock deduction: If the stock would become negative, the till still completes the sale — the case appears under Inventory → Stock, in the bell icon, and in the daily summary until you tick it off after correction. Goods receipt at the till books into the selected branch.
Procurement & 3-Way Match
Open page
The menu item "Procurement & 3-Way Match" opens the "3-Way Match" page. Here, DivineMind reconciles the purchase order, goods receipt, and incoming invoice — with a price tolerance of ±2% or ±€50.
Start reconciliation
Owners and Admins click "Start Manually", enter the purchase order number ("Purchase Order ID") and, if available, the goods receipt and invoice numbers, and select "Execute Match". You can also assign the reconciliation to AIRIS. It does not start automatically when a goods receipt or invoice arrives.
Check result
The "3-Way Match Runs" list shows the amounts from the purchase order, goods receipt, and invoice for each run, the discrepancy, and the decision — filterable by "Automatically Approved", "Approval Required", "Flagged", and "Rejected". If the invoice is still missing, the run will be at least "Approval Required".
Discrepancies per item
Clicking on a run opens "Discrepancies per Item": ordered and received quantity, price according to purchase order and according to goods receipt, and the difference per item.
Delivery notes and business customers on account
Overview
Under Delivery Notes, for each customer, you will find the chain of quotation, order confirmation, invoice, and delivery note, each with a PDF. Search by delivery note, invoice, order confirmation, or quotation number, or by customer.
Create delivery note
A delivery note is created from the order confirmation: In the line without a delivery note, click "Create Delivery Note", select the delivery address (or "Use Billing Address"), specify the email recipient, and click "Create & Send". If a credit limit is exceeded, DivineMind will ask for confirmation beforehand.
Inventory deduction
With the delivery note, the goods are booked out of inventory, reservations from the quotation and order confirmation are released, and partial and remaining quantities are updated.
Deliver to business customers on account
The entire chain: Quotation → Order Confirmation → Delivery Note with Inventory Deduction → Invoice, optionally as an e-invoice XRechnung. Regular customers order via their own order link (Chapter Inventory). A customer can also pay an open invoice in cash or by card at the checkout.
E-commerce: Return workflow, stockout alerts, review campaign, API
Return workflow
The menu item "Return Workflow" creates a workflow from the "Return Workflow" template. It is started manually on the contact: Step 1 creates the task "Review return and re-inventory item" (due in one day), Step 2 an AI-generated email confirming receipt to the customer and announcing a refund or exchange. The workflow is deactivated after creation — please check the steps and text and activate it yourself. You book the goods back into inventory under Inventory › Returns against the delivery note: into blocked stock, with a credit note draft.
Stockout alerts
"Stockout Alerts" opens the inventory overview. The "Low Stock" tile leads to the list of all low-stock items (Filter "Low Stock"). With a reorder rule, DivineMind creates a draft purchase order to the supplier for items below the minimum stock level — you then send it.
Review campaign
"Review Campaign" opens DivineMarketing. There is no standalone review campaign: ask your customers for a review with an email campaign — it only goes to recipients with consent (Chapter DivineMarketing).
Orders via API
Owners and Admins create an API key under Settings › "Integrations" tab in the "API Keys (Developer API & MCP)" card: enter a name, check the "orders:write" permission, and click "Create Key". The key is displayed only once — secure it immediately with "Copy Key"; "Revoke" blocks it. Orders that arrive via Order Interface (API) (JSON, openTRANS, or EDIFACT ORDERS) are created by DivineMind as a draft; your autonomy switch determines whether they are accepted without further confirmation.
Integration of webshops (Shopify, WooCommerce, Shopware, JTL), automatic order status from parcel services, return labels, and automatic refunds via a payment provider. Orders are received via order link, API, or manual entry; the tracking link is available at shipping.
The same video is also available directly in the AIRIS app under "Instructions" — so branch employees without back-office access can also find it.