Troubleshooting

The account is not a shop owner, has no “View reports” right in any shop, or is deactivated in the shop. Fix: ask the shop owner to grant this account the “View reports” right, or press Use another account and sign in as the owner.

The list shows shops this account can view in 3 ways: in the shop’s staff register and the owner or holding the “View reports” right · branches of a franchise where the account is head office with the “1.4 Overview” right · branches head office linked to this account as an investor. Fix: sign in with an account that is in that shop · have the owner add this account as staff with the “View reports” right · or (franchise) have the franchise website admin grant this account the “1.4 Overview” right. If the account can reach more than 200 shops, the picker shows the first 200 and says so — choose Whole franchise instead.

Use the same email and password as the ScanFood app or web (not a staff PIN on the till). If you see “Too many attempts”, wait a moment and try again.

The connection request lasts 10 minutes and works once. Fix: close the page and start connecting again from your AI app (ChatGPT, Claude or Grok) — in Claude, press Connect on the ScanFood connector page again.

You don’t need it — open chatgpt.com/plugins → Add → Create MCP App directly (full steps). If the Plugins page has no create button at all, check that your plan allows custom connections (the free plan doesn’t), and for organization accounts, your ChatGPT admin may not have enabled it yet.

Leave them empty — set Authentication to OAuth. ChatGPT registers itself with ScanFood automatically (Claude too — under OAuth client choose Register automatically, not the default CIMD option; steps).

Claude’s Free plan allows one custom connector — remove the old one first, or upgrade. On Team / Enterprise, the workspace Owner must add it under Organization settings → Connectors first.

ScanFood supports 3 AI apps — ChatGPT, Claude and Grok. Setup steps for each are linked from the table on Get started.

This connection covers several shops and the question didn’t name one — ScanFood never guesses a shop, so it sends the list back for the AI to ask you. Fix: answer with the shop name, or put the shop/branch name in the question to begin with, e.g. “today’s sales at the Siam branch”.

The shop wasn’t ticked when you allowed access, or the account has since lost access to it (other shops in the connection still work). Fix: ask “Use ScanFood to show which shops are connected” · to add a shop, disconnect and connect again with that shop ticked.

Cost and profit are only for the account that is the owner of that shop (including franchise head office and branch investors) — decided shop by shop. Check: ask “Use ScanFood to show which shops are connected” — the list shows the role for each shop (owner/staff). If that shop shows staff, the account is in that shop’s staff register as staff, or you connected with a different account — check the role in the shop’s staff register, or disconnect and connect again with the owner account.

This is almost always a wrongly set product cost (e.g. cost per pack instead of per piece), not a real loss — ScanFood tells the AI not to conclude a loss. Fix: check menu/ingredient costs in the ScanFood app.

Working as designed — cost figures are removed before anything is sent to the AI (details).

Sales by cashier or seller, staff attendance, cheer-sale, purchase orders and ingredient cost changes are for the shop owner’s connection only (who sees what).

While connected, the account was removed from the shop, deactivated, or lost the “View reports” right. Fix: have the owner restore the right, then ask again (no need to reconnect unless the connection was cancelled).

It was disconnected on the management page, or went unused for more than 60 days. Fix: connect again from the AI app.

Make sure ScanFood is turned on for that chat (ChatGPT: the + button or start with “Use ScanFood” · Claude: + → Connectors), then ask directly: “Use ScanFood to check today’s sales.” If you just connected, open a new chat.

Each topic has a maximum range per request (sales summary 60 days · most other sales topics 31 days · shift history 10 days · stock loss 92 days). Fix: split the question, e.g. month by month (limits table).

Totals across all branches only work on a connection that chose Whole franchise when allowing access (ticking branches one by one doesn’t count). Fix: disconnect and connect again choosing “Whole franchise” · or ask branch by branch.

A franchise with many branches over a long range may not finish counting in time — ScanFood then gives no total (never a half-counted number) and lists the branches not yet counted. Fix: ask a shorter range, e.g. week by week, and add them up · the longest range per question is 60 days.

Cost in the total is shown only when the account is the owner of every branch included — if any branch is staff-only for this account, cost is removed from the whole total with the reason stated (details).

One connection can make up to 60 requests per minute (one question of yours may use several). Fix: wait about a minute and continue.

Ask again, or ask for a narrower date range. If it keeps happening, contact the ScanFood team.

Work through this list:

1. Same date range? Ask the AI which range it fetched (from / to).
2. Business day or calendar day? Most sales topics follow the shop’s cut-off time (matching the app’s reports); the bill list uses the date on the bill, so late-night shops can differ around the boundary.
3. Tips included? Net sales exclude tips; amounts by payment method are money actually received (tips included).
4. Net sales or item sales? Best sellers, sales by category or seller and cheer-sale are item prices before end-of-bill discounts, without service charge (details).
5. The AI’s own maths — figures the AI adds, subtracts or divides (e.g. growth percentages) can be off; ask for the raw numbers too.

Best sellers, sales by hour/category/table, discounts, VAT and GP are worked out bill by bill — for a very busy shop a long range can hit the limit and is labelled incomplete. For shops with 3,000 or more bills a month (and every branch of a franchise that has such a shop), ScanFood builds a monthly summary every night (5:30 a.m. Thai time). When you ask from the 1st of the month, ScanFood uses that summary plus the bills of the latest days not yet in it, so the whole month is complete. Fix: ask by calendar month starting on the 1st (e.g. “best sellers for September”) · split ranges that start mid-month into shorter ones.

“Low” means below the low-stock alert your shop turned on — ingredients with no alert (or the alert off) are flagged only when out or negative. Fix: set a low-stock alert for that ingredient in the ScanFood app.

Ingredient expiry dates are not available to the AI — you can only see items already written off as expired (under stock loss).

Contact the ScanFood team with: which AI app (ChatGPT, Claude or Grok) · shop name · the message you saw · roughly when. (Don’t send your password — the team will never ask for it.)