KasirPOS
Backing Up POS App Data on iPhone and iPad, Including Moving to a New Phone
How to back up POS app data on iPhone and iPad: automatic backups, manual backups, keeping a copy off the phone, and moving your data to a new phone.
Backing up POS app data means making a copy of all your shop records, such as products, stock, transactions, and customer debts, and keeping it off the phone. On iPhone and iPad, the method is: create a backup file from the app, then save it to iCloud Drive, AirDrop it to a Mac, or send it to yourself. Do this at least once a week.
This guide uses KasirPOS as the example, but the principles apply to other POS apps too. A copy that only exists on the same phone is not safe enough.
Why POS data on your iPhone needs backing up
Some POS apps for small businesses store data directly on the device. KasirPOS is one of them: data is not sent to the developer's server, so the register keeps working without internet.
The advantages of an offline POS app like this come with one responsibility: you look after the copies yourself. Imagine what would be lost if the shop's iPhone fell in water or was stolen:
- The full product list with selling prices, cost prices, and barcodes.
- Stock quantities and their history.
- Transaction history and profit reports.
- The customer debt book. This part is usually the hardest to rebuild.
Do not assume app data is automatically saved somewhere else. The surest way is to hold your own backup file. If you are still choosing an app, these data considerations are also covered in the iPhone POS app guide.
Automatic backups: where the files are
KasirPOS makes an automatic backup every day and keeps the backups from the last 7 days. You do not need to press anything.
To see them, open the Files app on your iPhone, then go to On My iPhone › Kasir Pos › Backup Otomatis. On iPad, the same folder is under On My iPad.
Automatic backups are useful if you accidentally delete or change data within the past week. Remember, restoring an older backup also replaces the transactions made after that backup.
The weakness is that these files are on the same device. If the iPhone is lost, its automatic backups are lost with it. That is why you still need manual backups.
How to back up POS app data on iPhone manually
A manual backup produces a single file ending in .kasirbackup that you can store anywhere.
- Open KasirPOS, then go to More › Backup & Restore.
- Tap Back Up Now.
- Choose a destination in the share sheet that appears, for example Save to Files then iCloud Drive, AirDrop, or a messaging app.
- Make sure the file was really saved, for example by opening the destination folder in the Files app.
Where to keep a copy off the device
- iCloud Drive: save to a dedicated folder, for example "Shop Backup". The file can be opened from other Apple devices with the same Apple ID.
- AirDrop to a Mac: good if you have a Mac at home. Save it in a folder you can easily find again.
- Send it to yourself: by email or a WhatsApp chat with your own number. It is simple, but make sure the file is not deleted when you clean up your chats.
It is even safer to keep copies in two places, for example iCloud Drive and email.
Tip: The backup file contains shop data and customer data, including their WhatsApp numbers. Store it somewhere private, and do not send it to groups or to people who have no need for it.
A backup schedule that is easy to remember
Backups only help if you make them regularly. Use this simple schedule, then adjust it to how busy your shop is.
| When | What to do |
|---|---|
| Every day | Nothing. Automatic backups run by themselves and keep the last 7 days on the device. |
| Once a week, for example Sunday night after closing | Make a manual backup, then save it in iCloud Drive or send it to yourself. |
| Before updating iOS or iPadOS | Make a manual backup. This small step protects your data if something goes wrong during the update. |
| Before changing phones, servicing, or resetting the device | Make a manual backup and confirm the file is already on another device. |
| After big jobs | For example after adding hundreds of products or finishing a stock take. |
| Before a Restore or Delete All Data | Back up the current data first, just in case. |
Delete old backup files now and then so storage does not fill up, but keep a few of the latest ones.
Moving POS data to a new phone or iPad
Moving devices uses a manual backup and the restore feature. Follow this order so no transactions are left behind.
- On the old device, finish the last transactions of the day.
- Make a backup with More › Backup & Restore › Back Up Now.
- Send the
.kasirbackupfile to the new device via AirDrop or iCloud Drive. - On the new device, install KasirPOS from the App Store.
- Open More › Backup & Restore › Restore from Backup File, then choose the file. The welcome screen of a freshly installed app also has an option to restore a backup file.
- Check the result: the number of products, the stock of a few items, the latest transactions, and the total in the Debt Book.
- Once everything matches, stop recording transactions on the old device.
Important: Restoring replaces all data on the destination device. If that device already has transactions, its data will be replaced by the backup contents. Make a backup first if you still need that data.
Restoring does not merge data. If two devices have been used to sell separately, the contents of one will be overwritten. Decide which device is the data source before you restore.
Planning to move from an iPhone to a wider screen? The considerations are in the iPad POS app article. A short backup guide is also on the support page about data.
iCloud sync for iPhone and iPad
If you want to use the same data on iPhone and iPad, KasirPOS has iCloud Sync. This feature is optional and off by default. Both devices must use the same Apple ID.
- Make a manual backup first.
- On the main device that already holds your data, turn on sync in More › Backup & Restore.
- On the second device, install KasirPOS, then choose Get data from iCloud on the welcome screen. Do not create a new shop on the second device, so your data is not duplicated.
The data goes to your own iCloud, not to our servers. Even so, manual backups are still recommended. Sync makes the data the same on all devices, including mistaken changes.
While sync is on, a restore also replaces the data on the other devices. Make sure the file you choose is the right backup.
If your phone is lost and the POS data was not backed up
The bad news: data that only existed on the lost phone cannot be recovered from KasirPOS. Data is not sent to the developer's server, so there is no copy on our side.
What you can still do:
- Look for the device with Find My using your Apple ID. The Face ID, Touch ID, and cashier PIN locks help keep the app's contents away from others.
- Check for old backups in iCloud Drive, email, or WhatsApp chats. An old file is still better than starting from zero.
- Rebuild the product list from an Excel file you exported before, then add everything at once with import products from Excel.
- Rebuild customer debts from receipts you sent via WhatsApp, then confirm them with customers politely and openly. The steps are in the article on how to track customer debt.
- Count your physical stock and enter it as the new opening stock.
Once the shop is running again, set up a weekly backup habit right away. Something like this should only happen once.
Frequently asked questions
How do I move POS app data to a new phone?
Make a manual backup on the old phone, send the file to the new phone via AirDrop or iCloud Drive, then restore it on the new phone. In KasirPOS, the backup is made in More › Backup & Restore › Back Up Now, and restored with Restore from Backup File in the same menu. Restoring replaces all data on the destination iPhone or iPad.
Does restoring a backup delete existing data?
Yes. A restore in KasirPOS replaces all data on the destination iPhone or iPad with the contents of the backup file, and the data is not merged. If the destination device already has transactions you still need, make a backup from that device before running the restore.
Where are KasirPOS automatic backup files stored?
Automatic backups are made every day and kept for the last 7 days in the Files app › On My iPhone › Kasir Pos › Backup Otomatis. Because that location is on the same device, also keep a manual backup off the phone, for example in iCloud Drive or sent to yourself.
Can POS data be recovered if my phone is lost?
Yes, if you have a backup file stored off that phone, for example in iCloud Drive, email, or on a Mac. Install the app on a new iPhone or iPad, then restore from that file. Without a copy off the device, data that only existed on the lost phone cannot be recovered.
