Data Import / Export

The Data screen is where you manage your company's data — exporting reports and the catalog, importing data from XLSX files, and backups. Open it with the Data button in the side panel if the owner has put it there, otherwise from the More menu (on a phone from the More sheet at the bottom; see Main Screen).

The screen has three tabs: Export, Import and Backup. Each appears only with the matching permission. In compact mode you switch between them with the drop-down at the top.

Export

The Export tab shows the available exports as cards with a name and a description. Start an export with a format button (PDF or XLSX) on the card. The finished file opens in the system dialog for saving or sharing.

Available exports

Sales — sales for a chosen period. You pick the period in the Period window (the first tap in the calendar picks the first day, the second the last, Apply confirms; the current month up to today is pre-filled).

• PDF — summary, payment methods, categories, top products, a tax breakdown (with rounding shown separately) and a daily breakdown. The tax breakdown is calculated the same way as Reports → Taxes. For a company that is not a VAT payer, "Not a VAT payer" is shown instead of the breakdown.
• XLSX — the sheets Bills, Bill items and Payments, and depending on the data also Register sessions, Staff shifts and Users. Bill items contain only sold items (an item cancelled before payment isn't there). The Total after item discounts column is the line price after item discounts; whole-bill discounts, loyalty points and rounding are only in the Bills sheet. VAT per unit is the VAT of one piece. Staff appear by full name; category and staff names are filled in even if they have since been deleted.

Product sales — products sold in a chosen period, as PDF (top products by quantity and by revenue, categories and bill revenue by hour) and XLSX. Watch out for two different "revenues": products and categories add up bill lines (after item discounts, before the whole-bill discount), while the bill revenue by hour part (the By hour sheet in XLSX) adds up whole bills after the bill discount, loyalty points and rounding. The totals can therefore differ by the whole-bill discounts.

Stock levels — the current stock (no period): summary, low and negative stock and a list of items with purchase and sale prices, as PDF and XLSX. The summary shows the stock value at purchase prices excl. VAT and at sale prices incl. VAT (for a non-payer the sale price is final). Only with the Inventory module.

Stock movements — receipts, issues and sales in a chosen period, as PDF and XLSX. A movement from a stock document belongs to the period by the document's date, other movements by when they happened. Only with the Inventory module.

Catalog (see Catalog):

• PDF — a printable overview. In the Choose scope window pick Brief overview (categories, products with prices and tax rates) or Full report (adding product details, price levels, variants and portions, recipes, add-ons with their price in the group, suppliers, manufacturers and the target markup — an inherited one marked as such).
• XLSX — the sheets Tax rates, Categories, Suppliers, Manufacturers, Modifier groups, Products, Modifiers in groups, Product modifier groups and Recipes — exactly the format the catalog import reads, which makes it the best template. A portion has in the Portion of parent product column the amount it deducts from the product's stock (e.g. 0.04 for 4 cl of rum); an add-on's price in a group is in the Price in group column (empty = product price); the target markup is in the Target markup (hundredths of %) column (2500 = 25 %).

Customers — names, contacts, loyalty points, credit and total spending as PDF or XLSX (see Customers). Customer memberships are not in the export — they are in the backup.

Floor plan — sections, tables and map elements as PDF or XLSX.

The XLSX is in the till's language. On a till set to English the file has English sheet names, column headings and values (yes/no, pcs, Kitchen); on a Czech till they are Czech. Numbers use a decimal point (0.04) and dates look like 2026-10-31. If you edit numbers in a spreadsheet set to a decimal comma, you can type them with a comma (0,04) — the import accepts both.

Unsynced financial records stop the export. When a financial record (a payment, bill, order …) is not on the server, the export doesn't run and an Unsynced records window opens with Show incidents — otherwise the file would carry figures that disagree with the server. How to go through incidents is described in Register.

Exporting a period that isn't on the device

A till with a subscription keeps only the last 31 days of documents on the device; older ones are on the server (only the Free plan keeps the whole history on the device). When an export for a period (Sales, Product sales, Stock movements) covers a range that isn't fully on the device, a The export did not run window opens explaining why the data is missing (it is downloading, the device is offline, the download failed). Download data asks the server for the period; once the data arrives, the window says so and you run the export again.

There is deliberately no "export anyway": the finished file leaves the business with no mark that something is missing, and lower sales would look like a weaker month.

Import

The Import tab loads data from an XLSX file in three steps: choosing the file, analysis and confirmation.

An import replaces the whole content. The file describes what the catalog (customers, floor plan) should look like after the import: what is in the file is created or changed, and what is missing from the file is deleted. So always start from a fresh export of your own company and keep the rows you don't want to change.

Supported imports

Catalog — tax rates, categories, suppliers, manufacturers, modifier groups, products, modifiers in groups and recipes (the file from Export → Catalog → XLSX). Products are matched to existing ones by Legacy code, then by SKU, then by name. The import enforces the same rules as the catalog and shows every breach at its row before you confirm: a variant has no variants of its own; a product with variants has no recipe; a product with a recipe keeps no stock of its own; a portion needs a product that tracks stock and cannot be a recipe component; the unit of a product with stock movements cannot change; a category cannot be its own parent, and a category the file puts products into cannot be turned off. The target markup may be 0 to 99900 hundredths of a percent (999 %).

Customers — the Customers sheet with the columns First name, Last name, Email, Phone, Address, Points, Credit, Total spent, Last visit and Date of birth. A customer is matched by email, then phone, then first and last name. The import doesn't create or change memberships. A change in points or credit is recorded as a transaction with the signed-in user. Total spent and Last visit are only checked, not written — the till calculates them itself from bills.

Floor plan — sections, tables and map elements (the Sections, Tables and Map elements sheets). Sections and tables are matched by name; a table that isn't on the map has the position -1. The file won't turn off a section or table with an open bill or an upcoming reservation, and the default section stays on.

Sales are not imported. The app has no import of historical receipts. Data moves between a company's devices through sync; a Free till is restored from a backup.

File rules

• The import reads files in Czech and in English, whatever language the till is set to. A sheet is recognised by its name and a column by its heading in the first row — reordered or added columns don't matter, an unknown sheet is skipped. A missing sheet or column is named by the import.
• Yes/no values and choices (unit, preparation area, table shape …) must be the words from the export; for yes/no, 1 and 0 work too. Colours are written as in the export (a colour code such as #E57373, the word none for No colour, for products and categories optionally with :outline for the Outline style).
• A file from an older version of the app is rejected — export it again.
• SKU, EAN and PLU must be unique to each product (case-insensitive). A code cannot be moved from one product to another in a single import: first remove it from the original product with one import, then give it to the new one with another.
• A single sheet may have at most 20,000 rows. Split a large catalog or customer list into several files.

Import template

The app has no separate template — the export of the section is the template (Data → Export, e.g. Catalog → XLSX), because it has exactly the sheets and columns the import reads. A company with no data yet gets a file with just the heading rows.

1. Open the file in Excel (or another spreadsheet program) and edit or add rows. Sheets refer to each other by name (category, supplier, parent product, modifier group, product in add-ons and recipes) — when you rename something, change the name everywhere.
2. Don't delete or rename sheets or column headings. Leave a sheet you don't need with just the heading row.
3. On the till open Data → Import and choose the file. The confirmation window shows what will be created, changed and deleted — check the To delete number before you confirm.

A venue in a Group. In a goods circle (see Group of venues), import the catalog only into the source venue — the Group copies it to the others within a minute. An import into another venue of the circle changes the shared parts only briefly: within a quarter of an hour they revert to the source.

Import process

After you choose the file, the till analyses it, compares it with the data on the till and opens the Import Confirmation window with a summary:

Tap a section row to see the first records. When the analysis finds errors (invalid values, missing required fields, numbers out of range, broken catalog rules), an Errors row lists them; each error names the row and column. With errors the Import button is disabled — fix the file and run the import again. When the import deletes something, the Import button is red and Enter doesn't confirm it. If you don't want the import, close the window with the cross — nothing changes.

After you tap Import, the data is written. If writing fails, the till reports "Import failed" and no data changes.

Backup

The Backup tab is for making a backup, restoring a Free till and downloading history.

Making a backup

Tapping the Backup card creates a compressed file with the .kasyro extension containing the company's data. On a computer a save dialog opens, on a phone or tablet the share sheet. Back up regularly and keep the file off the till — on a Free till it is the only copy of the data.

Invoices are in the backup. If you issue invoices on the Free plan, the backup is their only copy outside the device. Without it, after data loss the till would start numbering invoices from 0001 again. Restoring an older backup doesn't roll the invoice series back — the till continues with the next number.

A backup contains what is on the device. A till with a subscription keeps only the last 31 days of documents, so a backup from it is partial: the catalog, people, settings, balances and the last 31 days of documents, but not older documents. Before creating it the till asks Make a partial backup? and lists which periods it has documents for. It asks the same while it is still downloading documents. A Free till has everything and doesn't ask.

Not in the backup: face prints for face sign-in (people re-enrol after a restore), the EET certificate and unsent EET sales (see EET), the bank token for confirming QR payments, and AI assistant conversation history. Upload the certificate and token again after restoring on another device.

Restoring from a backup

Restore is for a Free till. A Free till doesn't sync with the server, its data exists nowhere else, and a restore is a real recovery of data. A restore deletes the data on the till and replaces it with the file's content — it merges nothing.

Tap the Restore card and pick a .kasyro file. The till checks that it is a readable, undamaged backup of the same company in a format this version of the app reads; otherwise it refuses with Backup cannot be restored and changes nothing. A backup in an old format from an older version of the app cannot be restored — make a new backup after updating the app. A backup from a newer version can be restored after you update the app.

Then the question Restore from the backup? appears with the backup's details (Made on, Company, Records) and a warning that it cannot be undone. For a partial backup the window lists the periods it contains documents for. Confirm with the red Restore button; neither Enter nor a tap outside the window starts it.

A restore is a fresh start. Afterwards the till prepares everything it restored for upload, including the oldest documents. It is sent to the server once the company moves to a paid plan.

A till on a paid plan doesn't offer restore — the Restore card is disabled ("Restoring from a backup is for the Free plan only. This company's data is on the server."). A restore would throw away everything the till hasn't sent yet: a till a week without internet would bring back an older copy and lose a whole week of sales. Making a backup still works. Fix damaged data on a paid-plan till in Settings → System → Subscription, in the Danger Zone, with Remove Local Company Data and signing in to the company again — the data downloads from the server. Anything the till hadn't sent yet is lost.

Restore is not possible in the demo — the Restore card is disabled. Making a backup in the demo works.

A company that used to pay. A company whose paid plan ended and that went back to Free may restore a backup. But when it pays again, records the server already knows (items, customers, documents …) stay as the server has them and are downloaded to the till too; only what the server doesn't know is added from the backup, plus the company's basic data (settings, VAT rates, payment methods, sections, venues, tills, users and the main warehouse). The restore window and Settings → System → Subscription remind you of this.

Good to know about Free till data:

• A Free company's data exists only on the till. A lost or destroyed device without a backup means lost data.
• A restore brings back the state of the backup and deletes everything created on the till since.
• After moving to a paid plan, the first upload of data can take a while (see Subscription).

Unsent EET sales stop a restore. While a sale the tax authority hasn't accepted yet is waiting on the till, the till won't restore: the Unsent EET sales window offers Send now — only this till can send the sale. Details are in EET.

Download the whole history

A till with a subscription has a Download the whole history card on the Backup tab. The card says how many older months are on the server, and Download brings them to the device one by one, in the background — it doesn't hold up sales. While downloading it shows progress ("10 of 24 months") and a Stop button; without a connection it continues once you are back online. The Free plan doesn't have the card — the whole history is always on the device there.

Stored receipts

The last card on the tab is just information: how many documents the till keeps and how much space they take (e.g. "1,284 documents, 2.3 MB on the device"). For every paid bill, refund document and closing the till stores the document exactly as it came out of the printer, so it can print copies from it (see Printing). These documents are never deleted — they are tax documents. One takes about two kilobytes, so a café with a thousand receipts a month adds roughly 25 MB a year.

For managers and administrators

Permissions

Permissions are assigned to individual users in Settings → Company → Users (edit the user → Permissions tab; the role only pre-fills a default set) — see Settings.

Modules

The Data screen (and its item in the More menu) appears only with the Import/Export module on and at least one of the Export data, Import data or Backup and restore permissions. The Stock levels and Stock movements exports also need the Inventory module (see Inventory). Modules are turned on in Settings → System → Modules.

Recommendations

• Backups: make them regularly, ideally at the end of each working day or week, and keep them off the till (USB drive, cloud). On a Free till the backup is the only copy of the data.
• Catalog import: export the catalog before every import and edit exactly that file — it has the right format and nothing is missing by accident (whatever is missing from the file, the import deletes).
• Restoring from a backup: only for a Free till; it overwrites the data on the till. On a paid plan, damaged data is fixed with Remove Local Company Data and signing in again.