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Overview
In this manual, we will discuss the various functionalities within our F&B POS System. Use Case The F&B POS system is used in Dining Rooms, Snack Shops, and other areas of the Club (Bar for instance), where food and beverages are transacted. |
Content
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Accessing the Tool
To access the POS,
1) Click on the POS Icon.
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If the user only has one Job Code assigned to their employee profile, it will display “you have successfully logged in”.
Opening a Ticket
In this section we will discuss the necessary procedures to follow when opening a ticket.
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The Tickets screen should be blank before running the End of Shift Report.
If you see tickets listed in the Tickets Tab in yellow, these are Credit Card tickets that have not been fully closed. This requires the final step of “Adding the Tip” for this ticket to be completely closed. If there is no additional tip to add, double click the yellow highlighted ticket, select Do Not Process and click OK. Depending on your Credit Card processor, please refer to either our ETS or Openedge Credit Card Transaction manuals for more information on Credit Cards.
The Tickets display can vary depending on what columns you want to see. Columns can be removed or added in CMA. To do so, please navigate to System across the top toolbar and choose Areas.
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If the table has an open ticket it will display the server and member name. If there is more than 1 ticket on the table it will display the server and how many tickets are open on the table.
The Areas displayed on the left pane can vary depending on individual security rights; if you only work the Beverage Cart you may only see the Beverage Cart Area and may not see any others. If you do not see an Area listed that you should, have the manager check your Employee setup.
- To check an employee’s setup, navigate to the employee’s profile in Manage Employees and select the Areas tab. Any Area that is not selected on the tab will not show in the POS.
Each Area must have unique Table Numbers; you cannot have the same table number in two different active Area Layouts. All orders and transactions made on a table will apply to all tables with the same number in addition to other serious problems.
Each sales area can be configured independently with regards to settings for such things as cover requirements, tax & service charge rules, ticket layouts, GL coding, gratuity options, settlement options, etc. Most of which can be controlled within the Areas settings. Please refer to our F&B Areas manual for more information on Areas.
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The Hide Dependent button gives user the option to filter out the dependents and spouses from the member display.
You can sort the screen by each column by touching or clicking the column heading.
Navigating the POS Screen
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Note: There are important areas to point out on the POS screen.
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Bottom – The buttons across the bottom of the screen are system defined and triggers different functionality; see below for a brief and then more in-depth description of each button.
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POS Main Button Functionality
Top Row
1) Delete Item - User can delete an item from the order providing it has not been sent to the remote printer. Button will change to Void Item once item sent to remote printer.
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27) Send - Will send order to remote printers.
Delete an Item
User can delete an Item from the order.
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If you have more than one item to delete, follow the Multi-Select (On) instructions.
Delete Item button only displays if you have not sent the item. Un-Sent items will be listed in Black.
The button name changes to Void Item if an item has been sent and will display in Red.
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Void an Item
As mentioned, when an Item is sent to the kitchen it will display in Red and the Delete Item button will change to Void Item.
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Note: If you have more than one item to delete, follow the Multi-Select (On) instructions.
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Add Message
User can add additional message or prep instruction for an Item.
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Change Modifiers
User can add, change, and delete item modifiers.
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Change Qty
User can change the QTY on an item (including making quantity negative for a credit).
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Seat Position
Before selecting any Items, use the arrows above the Item details to set the seat position. Select Female or Child if applicable (optional, see notes). Begin selecting Items to order.
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You can add or remove the Female and Child button.
1) In CMA, navigate to System across the top toolbar and select System Settings.
2) Select Point of Sale on the left pane and check/ uncheck Display Seat Types.
The seat position selected for the Item is displayed in the ordering screen in the column labeled S.
Seat number can be modified before and after Items are sent.
Seat numbers can be used for splitting tickets.
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Add Ticket
Gives the ability to open another ticket without exiting the POS before completing the first ticket. You can move back and forth to all open tickets from the POS screen.
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Upcharge Item
Will prompt for an amount to override and increase the price of the item.
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Change Table
Use if a member wants to move to a different Table or Area, or to join tickets.
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Charge Tab
Charge Tab is used to store the Credit Card on the ticket at the time the ticket is opened as opposed to swiping the card at the end when closing. Mainly used by clubs who allow nonmember visits; this allows them to capture the Credit Card information before the sale.
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1) Select Charge Tab, Swipe the Card or select Continue to manually enter the card information.
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Save Pref
System will save how the member likes his/her item prepared with modifiers.
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Quick Settlement Close
There are two settlement types available for closing the ticket with one step, Cash and Member Charge. These options do not give you the ability to add additional tip, get change amount, or split tender. For more closing capabilities select Close Ticket.
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Close Ticket
The Close Ticket function gives you additional options on how the ticket is settled. In this section we will cover the various options available.
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Single Settlement Type Used - If you want to settle the full amount to one settlement type do not enter the amount: simply select the Settlement Type and the full amount will be applied.
Split Settlement - Is used when the client wants to use more than one settlement type to pay the amount. For example 10 dollars to Cash, 40 dollars to Credit Card, and remaining amount to Member Charge. Enter the amount to be charged on the Cash settlement type in the Tender keypad and select the Cash settlement type, do the same for the Credit Card settlement type, and then select the Member Charge settlement type and the remaining amount on the ticket will be applied to Member Charge.
Note: The amount to split must be entered into the Tender keypad first before selecting the settlement type.
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Delete All - will remove all settlements entered to start over.
Delete Selected - highlight the settlement type you want removed and select Delete Selected.
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Exit
Will exit the POS screen back to the main screen.
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Discount Item
Gives users the ability to discount an item. Requires security rights.
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Note: If you have more than one item to delete follow the Multi-Select (On) instructions.
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Comp Item
Give users the ability to comp an item. Requires security rights.
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Multi Select (Off)/(On)
Used in conjunction with Delete Item, Void Item, Discount Item, and Comp Item; when (ON) users can select multiple Items.
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Change Course
If using coursing, user can use this feature to change the default course for an item. For example, if an Item was set up as an appetizer but the member wants it as an entrée, you can change the course to properly group on the prep ticket using this feature.
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Get By Bin
Used to lookup Wine bottles by Bin Number.
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Reorder Item
Used in conjunction with Multi Select (On) to reorder items already ‘Sent’.
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Cover Count
Used to change the cover count at any time.
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Change Member
Used if the member to be billed needs to change for any reason.
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Coupon Lookup
The Coupon Lookup works in conjunction with Member Marketing and Item Price Scheduling.
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Print Ticket
Print Ticket is used when you want to print a receipt before closing a ticket. This will print out the Pay Ticket when selected. Most often used to acquire a signature prior to closing the ticket.
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Split Ticket
Used if more than one ticket is required on a transaction and to edit separate tickets.
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Please see our Split Ticket manual for a demonstration on all the ways to split an item or ticket.
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Send
In the POS ordering screen when ready to send items to their designated remote printers, select Send.
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Items Categories determine what printer the Item will go to, it can be overwritten on the Item level. Please see our Items manual for more information on Item Categories and how to set up their Print Configuration.
If the item is not set up to print anywhere, the Send button will exit you out of POS ordering screen.
You can tell if an Item has been sent, by looking at its text color. If the order has been sent, it will be listed in Red. Items that have not been sent will be listed in Black.
Other Button Functionality
Member Charge All
Another feature is the Member Charge All button. This button will take all open tickets and close them to Member Charge without going through the payment screen.
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2) Double click the applicable Terminal and select Suppress Member Charge All.
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Member Preferences
Member Preferences and other information about the member can be manually entered in POS. Food and Beverage uses this feature most often to input information such as preferred tables, foods, drinks, allergies, etc. If member preferences have been added, the button will turn green to alert the user there is information about the member. This information can also be printed to the receipt printer.
To view preferences, in the top left corner of the POS Screen, select Prefs.
Delete a Preference
To delete a preference, highlight the Preference line, select Delete.
Add New Preference
To add a new preference, select Add New, highlight the Category of preference, in the Enter Preference box enter the description of the new preference, select OK.
Change Preference
To change a preference, the user must delete the preference that needs changed and add the new preference from scratch.
Preference Categories
Add New Preference Category
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2) The Add Preference Category box will appear, enter the new Category name, and select OK when finished.
Member History
Member History will the list the member’s previously purchased Items.
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From and To Dates - enter the start and end date to narrow down the search.
Enable Multi Select more than one ticket to print.
Show Dependents - if selected, the system will display all family member tickets. If unselected, only the tickets rung under the member selected will show.
Area name will be the name of the Area you have the ticket open.
The tickets listed will be tickets that were closed in that Area only.
To see tickets closed from a different Area, select the Area button, select the applicable Area.
It is important to remember that if you do not see an Area listed, then the member has NO closed tickets in that Area.
Member Name and Number is displayed at top right corner; you can click on the name to search a different member. When you hit cancel it will take you back to the ordering screen and the original member will still be displayed.
View Ticket - ticket detail can be viewed on the right middle of the screen; highlight the item to view ticket details and select View Ticket.
Print Settle Receipt and Print Pay Receipt; you can reprint a ticket from history at any time.
Recipe
In Manage Item maintenance, you can enter the recipe of the Item plate and have it available on the Main POS screen.
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To add a Recipe to an Item, navigate to the applicable Item within Manage Items and select the Recipe tab on the left pane. Enter the appropriate recipe.
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Print Preview
The Print Preview feature allows the user to see a Print Preview before any ticket is printed from the POS system. This Print Preview will display exactly how the ticket will look when printed and exactly what Device/Printer it will print to. Furthermore, the Pay and Settle ticket Print Preview will provide the user the option to email a copy of the ticket to the member as long as the member has a valid email address on file.
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3) Navigate to the POS Options tab and select Show Print Preview on Pay/Settle in POS to get the Pay/Settle ticket preview, and Show Print Preview on Send in POS to get the Send ticket preview.
Print Preview Examples
In this section we will provide a few examples of the Print Preview feature.
Print Preview - Send Ticket
Select Send.
The Print Preview- Send Ticket prompt will display. Select Print.
- As mentioned earlier, the Print Preview will display exactly what device(s) the Send Ticket will print to and, exactly how it will look when printed.
- The device(s) listed in the Device drop down, are dependent on the Print Configuration of the specific item selected to send. This is typically configured at the Item Category level. Please see our Items Manual for more information on Item Categories and their Print Configuration.
- Please be aware, if there are multiple devices listed in the Device drop down, this does NOT mean the user can select which device they would like the item sent to. This simply tells the user that the item is configured to send to two separate printers, each time it is sent.
Print Preview - Pay Ticket
Select Print Ticket or Print Pay Receipt from the Close Ticket screen.
The Print Preview - Pay Ticket prompt will display. Please see below for available options:
a) Email - Emails a copy of the ticket to the member. Member must have valid email address on file to function properly.
b) Print & Email - Prints the ticket and emails the member a copy of the ticket.
c) Print - Prints the ticket.
Again, the Print Preview will display exactly what device the Pay Ticket will print - to and, exactly how it will look when printed.
For Pay and Settle tickets the Device drop down will display only one printer. The printer displayed will depend on the Receipt Printer configuration of the specific POS Device the ticket is printed from (Please see our POS Terminal/ Workstation Setup manual for more information).
Print Preview - Settle Ticket
1) Select OK or Print & Done when settling a ticket. The Print Preview- Settle Ticket prompt will display> same options as Print Preview- Pay Ticket are available.
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2) The Print Preview - Settle Ticket prompt will display. Same options as Print Preview - Pay Ticket are available.
System Tools
Please see our POS System Tools manual for in-depth information regarding functionality contained within the System Tools button and associated tabs.
Employee Time Keeping Actions
Clocking-Out vs Ending a Shift
Clocking- Out and Ending a Shift have a few differences in the Office system. Clocking- Out simply stops the system from recording time on the employee’s timesheet. When an employee ends their shift, the system is prompted to stop recording sales under the employee, until the employee clocks back in. It is important to remember that an employee cannot end their shift without clocking out as well. When an employee clocks back in for the first time after their last End of Shift, this is when the employee’s next “Shift” begins. During this time, employees have the ability to Clock-out without ending their shift at any time. This is mostly used to allow employees to clock-out for breaks, lunches, etc. without ending their shift. This keeps reporting and timekeeping clean as the End of Shift Report will display all sales and transactions completed during the employee’s “Shift” regardless of how many times they clocked out during their shift. Furthermore, an employee’s timesheet will reflect all instances of when an employee clocked in and out during their shift.
Clocking-Out for Breaks
As previously mentioned, employees have the ability to clock-out for breaks without ending their shift. However, before an employee can clock-out the Tickets screen must be blank reflecting that the employee has no open tickets.
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Again, either of these options will clock the user out but NOT end their shift. Meaning that the employee can clock back in and continue working on the same shift.
When clocking back in after a break it is important to remember to clock-in under the SAME Job Code that started the Shift. For instance, if I began my shift under the Food & Beverage Management Job Code and I clocked out for lunch, when I clock back in I need to select the Food & Beverage Job Code again for timekeeping to report properly.
End of Shift Processes
Before an employee ends their shift, the Tickets screen must be blank reflecting that the employee has no open tickets. Close all tickets before proceeding.
End of Shift Report
Once the Tickets display is blank reflecting no open tickets, an End of Shift Report can be printed. This report can be printed as many times as the user wants at any time. In addition, the system also keeps an archive of past End of Shift reports for the user to access and print at any time.
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4) As previously mentioned, the system keeps an archive of past End of Shift reports for the user to access and print at any time. To print a past End of Shift Report simply select the appropriate shift in the Shift drop down and select Print Summary.
Ending the Shift
Different operations have different end of shift expectations before an employee can leave; follow the policies and procedures as advised by the club. The Office System requires all tickets to be closed and an End Shift completed. This is the preferred method to ending a shift. Again, please note that an employee cannot end their shift without clocking-out as well.
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2) Select the End Shift box (Clock Out will automatically select itself when End Shift is selected). Select Done.
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Options
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1) Print Timesheet - when selected, the system will provide a report on total hours worked during the shift per Job Code. A Print Preview will also display when this option is selected. Select Print to continue printing the report.
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4) Clock Out - explained in the Clocking-Out for Breaks section of this document.
5) End Shift - this is the last step needed before the shift is considered ended. As previously mentioned, Clock Out will automatically select itself when End Shift is selected.
Other Ways to End a Shift
1) Select Clock-Out on the main POS screen.
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4) Select OK when finished.
Best Practices
When setting up your POS, ensure the screen settings and options align with the best possible operational flow of your respective Retail area. If settings are not necessary/used, ensure they are disabled to prevent staff from clicking unnecessary buttons.
Ensure your staff is familiar with settings to provide opportunities for your staff to enhance the Member experience. Settings such as Member Info, Member Preferences, and Member History can increase your staff’s ability to provide a better level of service to your Members.
FAQs
Q: When settings are changed in the POS, do users need to exit out, and log back into the POS for the changes to take effect?
A: Yes, once changes are made, ensure users exit, and log in to a new POS session to ensure change(s) in settings take effect.
Downloadable Guide
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