FooodPosWiki

Kept items

The Kept items screen on the POS. Open it from the table screen or by scanning a keep slip, find a keep by its QR, its code, a phone number or a name, read the All kept list of everything the outlet is holding, and what each of the three tabs is for. On the Windows and the Android POS.

Who uses it:CashierManagerWhere:Windows POSAndroid POS
On this page

When a guest does not finish a bottle, you keep it for them behind the bar until they come back. Kept items is where all of that happens: you keep the bottle and print the guest a slip, you find it again when they return, you hand it back, and a manager writes off what is never collected.

This guide covers the screen itself: how to open it, its Find tab, and the All kept list of everything the outlet is holding. Each job on the screen has a guide of its own (see Related guides).

Before you start

  • Kept items must be in your restaurant's plan. Without it there is no Kept items key, and a keep slip scanned on the POS says Kept items is not part of this restaurant's subscription.
  • Only what is counted in stock can be kept. A dish appears on the Keep tab only when Track stock is ticked on it in the back office (Items). Bottles usually are.
  • How long a bottle is kept is the outlet's Custody days, in the back office: Outlets, the outlet, Kept items. A new outlet keeps a bottle 90 days from the night it is kept.
  • Your rights decide what you may do. Looking keeps up, keeping a bottle and handing one back are a cashier's. Writing one off is a manager's.
  • A shift may need to be open. If this POS sells only with a shift open, Kept items waits for the shift: a scanned slip brings up the Open a shift to start selling window first, and the keep is looked up once the shift is open.

Open Kept items

There are two ways:

  • On the table screen, press 🍾 Kept items in the bar along the bottom.
  • Scan the guest's keep slip with the barcode scanner, on the table screen or the sales screen. Kept items opens on the keep at once. Nothing has to be pressed first.

Opened by a scan on the sales screen, with a bill on screen, Kept items knows the bill: a bottle handed back goes on it at 0.00. Opened from the table screen, there is no bill.

The screen, part by part

The screen opens on Find · All kept. This is the Windows POS; the Android POS is below.

Kept items (Windows), on the Find · All kept tab.
  1. Kept items and the line under it: the screen's name, and Bottles held for customers. Opened from a bill, the line names the bill instead: Table T6 · SO-0412.
  2. Find · All kept: find a keep and see everything kept. The tab chosen is blue.
  3. Keep an item: put a guest's bottle on the shelf and print their slip. See Keep an item for a guest.
  4. Shelf: what the outlet is holding, one line per item. See The shelf.
  5. Close: back to where you came from. Nothing is lost: every keep is already saved.
  6. The search box: Scan the slip’s QR, or type the code, a phone number or a name. One box takes all of them. A scanner types the QR into it by itself.
  7. Find: looks up what is in the box. Enter does the same. While it looks it says Looking….
  8. The hint: a scan anywhere on this screen finds the keep, and typing narrows the list below.
  9. All kept: every keep this outlet is holding, with the count over it: 4 kept · 1 past their day. While it is read it says Reading what this outlet is holding….
  10. Refresh: reads the list again from the cloud. While it reads it says Reading….
  11. A keep: the guest's name, their phone, what is still kept (1 x Chivas Regal 12), and the day it was kept and the day to collect it by, with the days left. Tap the row to open the keep.
  12. The code and the status: the slip's code, and how the keep stands: kept (all still on the shelf), part (some handed back already), expired. A keep handed back in full says collected, and one written off written off.
  13. A keep that ran out: past its last day, it is marked red and listed first: Ran out 2026-09-29 · 24 days ago. The bottle is still behind the bar until a manager writes it off. See Write a kept item off.

The list shows what ran out first, then the keeps that run out soonest.

Find a keep

  1. The guest has their slip: scan its QR. The keep opens at once, wherever the cursor is.
  2. The slip will not scan, or the guest reads you the code: type the code (K-7QF3W2) in the box and press Find.
  3. The guest has lost the slip: type their phone number or their name and press Find. The keeps found are listed. Tap the right one.
  4. The keep opens on the Find tab, with its bottles and what can be done with them. See Hand a kept item back.
  5. Press ← Back to come back to the list. It is read again, so a bottle just handed back shows as it now stands.

A code that is not a keep's code is searched as a name or a phone, so a guest called Rahman is still found.

When Find has searched, its results replace All kept:

  • Each row has the guest, their phone, what is still kept, the dates, the code and the status, as in All kept.
  • ← Everything kept at the top right goes back to the whole list.
  • More than this matched. Type more of the phone number or the name. under the results: too many keeps matched. Type more and press Find again.
  • Nothing kept under "Tan".: no keep has that name, phone or code.

With no connection

Kept items works with the internet down, with one exception: handing a bottle back needs the connection.

  • All kept is then this POS's last copy, with an amber line over it: As of 14:05, 23 Oct 2026 — not up to date. No connection, so this is the last copy this POS received. A keep can be looked at, but handing one back needs a connection.
  • A search with no connection says: No connection, so this is what this POS last heard from the cloud. A kept item can be looked at, but handing one back needs a connection.
  • Keeping a bottle works as usual, and its slip prints. See Keep an item for a guest.

On Android: the Kept items screen

The Android POS has the same three tabs and the same lists, with these differences:

  • The line under the title says A bottle a customer did not finish, held for them., or On SO-0412 when Kept items was opened from a bill.
  • The second tab is called Keep.
  • Find stands beside the search box, not under it. The keyboard's search key does the same.
  • A keep's status says the days left: 39 days left, last day, 2026-10-23, ran out 2026-09-29. It turns amber in a keep's last seven days.
  • On a tablet held upright, the tabs run along a second row under the title.
Kept items on an Android tablet.
  1. Keep: the Keep tab, called Keep an item on Windows.
  2. Find: beside the box.
  3. 39 days left: the status says the days left, not kept.

What if…