Using the Kayana mPOS application on your card reader
Last updated Feb 10, 2026
Kayana mPOS Application – User Guide
This guide explains how to use the Kayana mPOS application on card readers for day-to-day payments and order management. The Kayana mPOS app works consistently across supported card terminals and payment providers.
The Kayana mPOS Home Screen
The Home Screen is the main workspace for processing payments and managing orders.
Top Bar
- Menu Icon (☰)
Opens the administrative menu for accessing settings, reports, and transaction history. - Refresh Icon (↻)
Manually syncs the terminal with the Kayana system and retrieves the latest updates.
Main Functions
The Home Screen provides the following primary options:
- Take Payment
- MOTO payment
- Pre-Authorisation
- Authorisation Capture
- Takeaway
- Dine In
- Ongoing Orders
These buttons are used for all standard transaction and order workflows.
Taking a Payment
Use this option for quick payments where the amount is entered manually.
Step 1: Select “Take Payment”
From the Home Screen, tap Take Payment.
Step 2: Enter the Amount
Use the keypad to enter the total amount (for example, £25.50).
Step 3: Choose Payment Type
Select one of the available options:
- Pay in Full (default)
- Custom Splits
- Equal Split
Step 4: Process the Payment
Tap the green Take Payment bar at the bottom of the screen.
The device will prompt the customer to present their card or payment method.
MOTO Payment
MOTO = Mail Order / Telephone Order
It is a payment method used when the customer is not physically present and provides their card details remotely.
What MOTO Is Used For
MOTO payments are used when:
- A customer places an order over the phone
- A customer sends card details by email or form
- The card cannot be presented in person
Instead of tapping or inserting a card, the staff member manually enters the customer’s card details into the mPOS system.
How It Works in mPOS
With MOTO enabled:
- The operator selects MOTO Payment
- Enters the card number, expiry date, and security code
- Confirms the transaction
- The payment is processed remotely
Important
- MOTO payments are card-not-present transactions
Using Pre-Authorisation (Tabs)
Pre-authorisation allows you to place a temporary hold on customer funds for tabs or deposits.
Step 1: Start Pre-Authorisation
From the Home Screen, tap Pre-Authorisation.
Step 2: Enter Hold Amount
Enter the amount to be held (for example, £50.00) and tap Confirm.
The customer will present their card to create the hold. No funds are taken at this stage.
Capturing Payments (Authorisation Capture)
When a pre-authorised customer is ready to complete payment:
Step 1: Open Authorisation Capture
From the Home Screen, tap Authorisation Capture.
Step 2: Select the Order
Choose the relevant order from the list.
The system will finalise the transaction and charge the customer.
Takeaway
Step-by-Step: Placing a “Takeaway” Order
Use this when a customer is ordering food to collect and take away.
Select “Takeaway”
From the home screen, tap the Takeaway button.
Confirm Age Verification
A prompt will appear asking you to confirm that the customer is over 18 years of age.
Tap Confirm to continue.
⚠️ This step is required for compliance when selling age-restricted items.
Build the Order
You will now see the Menu screen.
- Tap categories to browse items
- Tap on items to add them to the cart
View Cart and Checkout
Tap the View Cart button to review the order.
Check the items and quantities, then tap Checkout.
Review Charges and Total
On the next screen, you will see:
- Applied taxes
- Service or delivery charges (if applicable)
- Any other fees
- The final total amount
Review the details carefully, then tap Proceed.
Choose Payment Method
On the payment screen, select how the customer will pay.
Select the required option and complete the payment to finalise the order.
Placing a Dine In Order
Use this option when a customer is seated at a table.
Step 1: Select “Dine In”
From the Home Screen, tap Dine In.
A prompt will appear asking you to confirm that the customer is over 18 years of age.
Tap Confirm to continue.
⚠️ This step is required for compliance when selling age-restricted items.
Step 2: Choose a Table
On the Select Table screen, choose one of the preset tables, enter a table number manually, or tap Skip.
Step 3: Build the Order
The menu will appear on screen.
- Select categories to browse items
- Tap items to add them to the order
Step 4: Complete the Payment
Tap View Cart to review the order, make changes, and proceed to checkout.
Viewing Ongoing Orders
To view active tabs and unpaid orders:
- From the Home Screen, tap Ongoing Orders.
- Review all open and pending orders.
This screen displays all transactions that have not yet been fully settled.
Admin Functions and Reports
Administrative tools are accessed through the main menu.
Opening the Main Menu
Tap the Menu icon (☰) in the top-left corner of the Home Screen.
Viewing Transactions
- Tap Transactions.
- View a full history of payments made on the device.
- Filter by date or status (for example, Successful, Today, Yesterday).
Running Reports (Summary and Z-Report)
- Tap Summary or Z-Report.
- Enter the admin PIN when prompted.
- Tap Confirm.
Report Types
- Summary Report
Displays total sales, refunds, and takings for a selected date.
- Z-Report
Provides a detailed end-of-day breakdown by payment source and payment type.
Emailing Reports
An email icon appears on the report screen.
Tap this icon to send the report to your registered email address for record-keeping or sharing.
Configuring Settings
To manage terminal preferences:
- Open the main menu.
- Tap Settings.
From this screen, you can:
- Enable or disable Pre-Authorisation
- Change the system language
- Manage device and application options
- Configure operational preferences
Note: PSP-specific configuration is managed separately and is not part of standard mPOS settings.
Next Steps
To learn how to return funds to customers, see the How to Refund a Transaction guide for step-by-step refund instructions.