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In this manual, we will discuss the various functionalities within our F&B POS System.
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.
To access the POS,
1) Click on the POS Icon.
2) A logo will display moving around the screen, click anywhere on the screen to get the user login prompt. Enter your Employee Swipe Id (the number assigned to each user).
If you are using the Office system to track hours, an additional screen will display prompting the user to select a Job Code.
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.
1) If you have any open tickets they will be displayed on the Tickets Tab: you can touch or mouse click to open the ticket.
2) To open a new ticket, click on the green Select Table button.
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.
Double click on the Area in question and navigate to the Open Tickets tab on the left pane. Once on the Open Tickets tab, select/unselect the column headers that you would like to see.
3) Select the Area and Table.
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.
4) Member Lookup - Enter the Member Number or Member Name. If this is not a member, select Guest.
As you are typing the number or name, the screen will display the results. Highlight the member to be assigned to the ticket and hit Enter, or touch the member name, or mouse click on the name to select.
If the Contains button is highlighted, the system will search all name columns displayed on the screen that meets the search criteria including First name, Last name, and Member Type.
Example: if you key in John, the system will display all the names that have John in the first or last name such as John, Johnson, Johnnie, etc, or if you key in the name of the Member Type only those members in that type will display. This is the preferred setting.
Example: if the name is displayed as Aaron, Amy R your search criteria will need be Aaron (not Amy). This is not the preferred setting and often is a support call because a server accidentally hit the Starts With button.
Navigating the POS Screen
Note: There are important areas to point out on the POS screen.
- Top Left Corner – The information viewed here can be customized using the information in the member file. Each sales Area can display different information. There is various member information available for display (this will be discussed in more details in Area setup). If you click on Member Info the system will take you to additional information about the member and family. Prefs is an area you can add information about the member such as favorite clubs, color, etc. History will show closed tickets from current day and previous days.
- Top 1st Line – Displays ticket information: Ticket Number, Date/Time Opened, Server, Area, Table, and how long ticket has been open in minutes.
- Top 2nd Line – User can choose what Item Categories to be listed on the bar for quick access.
This setting is found in Manage Item Categories. Select the Item Category in Question and Navigate to the Areas tab.
Then, select the POS_Navigation column (last column to the right); next to the Areas to display the category at the top of the POS screen.
- Left Middle – Is the Ordering Screen; it lists the items that have been rung up.
- Middle – The Screen Group Layout is user defined: buttons can be setup to access a single Item, Item Category, Combo, single Modifier, Modifier Group, or another Screen Group.
- 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.
POS Main Button Functionality
1) Delete Item/Void 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.
2) Add Message - User can add additional message or prep instruction for an Item.
3) Change Modifiers - User can add, change, and delete item modifiers.
4) Change Qty - User can change the QTY on an item (including making quantity negative for a credit).
5) Change Seat - If using seat positions, this allows you to assign or change the seat.
6) 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.
7) Delete Ticket - Will delete current ticket.
8) Upcharge Item - Will prompt for an amount to override and increase the price of the item.
9) Change Table - Use if a member wants to move to a different Table or Area or to join tickets.
10) Charge Tab - Button is used to capture Credit Card information at beginning of a transaction instead of waiting until settlement to swipe the card.
11) Save Pref - System will save how the member likes his/her item prepared with modifiers.
12) Quick Cash - One step process to close the ticket to Cash.
13) Quick Charge - One step process to close the ticket to Cash.
14) Close Ticket - Take users to a settlement screen with more closing options.
15) Exit - Will exit the POS screen back to the main screen.
16) Discount Item - Gives users the ability to discount an item. Requires security rights.
17) Comp Item - Give users the ability to comp an item. Requires security rights.
18) Multi-Off - Used in conjunction with Delete Item, Void Item, Discount Item, and Comp Item; when (ON) users can select multiple Items.
19) Change Course - If using coursing, user can use this to change the default course for an item.
20) Get By Bin - Used to lookup Wine bottles by Bin Number.
21) Reorder Item - Used in conjunction with Multi Select (On) to reorder items already ‘Sent’.
22) Cover Count - Used to change the cover count at any time.
23) Change Member - Used if the member to be billed needs to change for any reason.
24) Coupon Lookup - This button will turn Green to alert the server if the member has a promo coupon available to redeem.
25) Print Ticket - Prints the pay receipt ticket for signature prior to closing the ticket.
26) Split Ticket - Used if more than one ticket is required on a transaction and to edit separate tickets.
27) Send - Will send order to remote printers.
Delete an Item
User can delete an Item from the order.
1) Highlight the Item to be removed from the ticket and click Delete Item.
- 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.
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.
1) Highlight the Item to be voided from the ticket and click Void Item.
2) Select a Void reason or key in a reason. Void reasons are optional, if you do not get this prompt then you are not setup to track reasons. For more information on setting up Void reasons, please refer to the Buttons section of our F&B Areas manual.
3) A message box will pop up if you do not have security rights to void. You will need to get a manager to continue. Select YES and Enter Pass Code.
Note: If you have more than one item to delete, follow the Multi-Select (On) instructions.
User can add additional message or prep instruction for an Item.
1) Select the Item to add a message too and click on Add Message.
2) The screen will pop up a listing of predefined messages. Select a predefined message or key in a message. Click OK when finished.
Note: Standard predefined messages can be created to show on an Area by Area basis. For more information on setting up predefined messages, please refer to the Buttons section of our F&B Areas manual.
User can add, change, and delete item modifiers.
1) Highlight the Item to modify and click Change Modifier.
2) A box will display listing of all modifiers on the Item.
Highlight the Modifier to change.
On the right side, select one of the following options:
a) Delete if the modifier highlighted should be removed.
b) Add New To Base if another modifier is to be added to the list.
Use the Move Up and Down buttons to rearrange the modifier order.
Click OK when finished.
User can change the QTY on an item (including making quantity negative for a credit).
1) Highlight the Item and click Change QTY.
2) Enter QTY. When entering a negative QTY, select the minus (-) sign first and then select the amount of the negative QTY. Use the More option to enter quantities greater than 19.
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.
1) If you need to change the seat position, click Change Seat.
2) Select the correct seat number.
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.
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.
1) Click Add Ticket.
2) Search and select the member or select Guest if this is not a member.
3) If you have more than 1 ticket open you will see buttons labeled 1, 2, 3, etc. For each ticket, click on the button you wish to work with.
User can see what member is assigned to a ticket by the information at the top left corner; which will show member number and name. Other information displayed is also specific to the member on the ticket.
There is no limit to how many tickets you can have open.
You can place orders on all tickets; when you hit send the orders will be combined on 1 prep ticket for the kitchen or bar.
Please see our Split Ticket manual for further information on editing separate tickets.
Will prompt for an amount to override and increase the price of the item.
1) Highlight the Item, click Upcharge Item.
2) Enter the amount to override the price.
- The amount entered must be greater than the item price. If you want to decrease the price, use the Discount Item option.
- You can upcharge before or after Send.
Use if a member wants to move to a different Table or Area, or to join tickets.
1) Within the ticket, select Change Table.
2) The user will then be prompted to select a new Table or Area.
- When moving tickets to a different sales Area; the screen layout might change depending on the setup. The orders placed previously will remain on the ticket but get credited to the Area in which the ticket is closed.
- You can use this function to join tables by selecting an occupied table. It will be handled the same as the Add Ticket function.
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.
If the user wants to capture the Credit Card before the sale, it must be done before any items have been entered.
1) Select Charge Tab, Swipe the Card or select Continue to manually enter the card information.
System will save how the member likes his/her item prepared with modifiers.
1) Select the Item and complete the order with modifiers and messages. Highlight the Item and click or touch Save Pref.
2) A window will populate displaying the member’s entire family. Select the family member for which you are saving the preference.
3) If a preferences has been saved for a member or family member, one or more buttons will display at the bottom of the first modifier screen when the Item is ordered. Click or touch the person the order is for. The modifiers and messages saved in step one will automatically display. See Notes on member preferences.
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.
In the POS ordering screen, select Quick Cash or Quick Charge.
Quick Cash will not give you the option to key in the amount of money for change back; it will close the ticket for the exact amount owing.
Quick Settlement is a one step process and will not give you any other options in closing the ticket like adding additional gratuity or split tender. For more closing capabilities select Close Ticket instead.
A Settlement Ticket is similar to the pay receipt except it includes the settlement details on the printed ticket.
- You have the option to hide the Quick Settlement Types from the POS by Area, or to suppress printing a settlement ticket by POS Terminal.
To hide the Quick Settlements Types from the POS by Area,
1) In CMA, please navigate to System across the top toolbar and choose Areas.
2) Double click on the Area in question and navigate to the POS Options tab on the left pane. Once on the POS Options tab, select the Hide Quick Cash/ Quick Member Charge check box. This will remove the Quick Settlements from the Area specified.
To suppress printing a settlement ticket by POS Terminal,
1) In CMA, please navigate to System across the top toolbar and select Terminals.
2) Double click on the Terminal in question, and put a check mark on Suppress Quick Cash Print or Charge. This will prevent a settle ticket from printing when the Quick Settlements are selected.
The Close Ticket function gives you additional options on how the ticket is settled. In this section we will cover the various options available.
Top left corner of the screen is the Tender keypad.
Gratuity - Select the Gratuity button and you will get the Gratuity Prompt. Enter the Gratuity amount (or percentage as applicable) and click OK.
Note: Select Clear on the Gratuity Prompt to clear any wrongly entered Gratuity.
You will see the added gratuity in the Ticket Totals section.
2. Tax/Service Charge Exempt - Select drop down arrow next to Not Exempt and a list of exemptible features will display. Select the option relevant to the current charge (requires security rights).
3. Open Cash Drawer will open the cash drawer before completing the settlement.
4. Clear Tender will clear the amount entered to re-enter a new amount.
5. The pre-fixed values $10, $20, $50, $100 are applied to Cash settlement ONLY.
Settlements - Settle Ticket
- 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.
Will exit the POS screen back to the main screen.
In the POS ordering screen, select Exit when you want to leave the POS screen.
- Depending on your setup, you may not be able to exit the POS screen if you have unsent orders; if you have this type of setup you are required to hit Send to exit the POS screen.
- You can tell if all orders have been sent, by looking at their text color. If the order has been sent, they will be listed in Red. Items that have not been sent will be listed in Black.
So the rule is:
a. If there are any items listed in Black hit Send.
b. If all items are listed in Red hit Exit.
To turn off the Send before Exit feature:
1) Navigate to System across the top toolbar and select Areas.
2) Select the applicable Area.
3) Navigate to the POS Options tab and select Do Not Require Send Before Exit.
Gives users the ability to discount an item. Requires security rights.
1) Highlight the item to discount and click Discount Item.
2) A message box will pop up if you do not have security rights to Discount. You will need to get a manager to continue. Select YES and Enter Pass Code.
3) Select a Discount reason or key in a reason. Discount reasons are optional, if you do not get this prompt then you are not setup to track reasons. For more information on setting up Discount reasons, please refer to the Buttons section of our F&B Areas manual.
4) Enter the Discount (on the right side are pre-set percentages, if none of these are what you want click on the % sign to manually enter the desired percentage). If it is a flat dollar discount amount, then use the numbers on the left of the screen. Click OK when finished.
Note: If you have more than one item to delete follow the Multi-Select (On) instructions.
Give users the ability to comp an item. Requires security rights.
1) Highlight the item to comp and click Comp Item, the system will discount the item 100%.
2) A message box will pop up if you do not have security rights to comp. You will need to get a manager to continue. Select YES and Enter Pass Code.
3) Select a Comp reason or key in a reason. Comp reasons are optional, if you do not get this prompt then you are not setup to track reasons. For more information on setting up Comp reasons, please refer to the Buttons section of our F*B Areas manual.
Note: If you have more than one item to delete follow the Multi-Select (On) instructions.
Multi Select (Off)/(On)
Used in conjunction with Delete Item, Void Item, Discount Item, and Comp Item; when (ON) users can select multiple Items.
1) Click or touch Multi-Select (Off) and it will change to Multi-Select (On).
2) Highlight all the items by touching or clicking the Item. Select one of the functions below and follow their respective instructions (These are the only functions that can be used in combination with Multi (On)).
a) Delete Item
b) Void Item
c) Discount Item
d) Comp Item
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.
1) Enter an Item and while the Item is highlighted click on Change Course.
2) Using the < > arrows, change the course. Click OK when done.
Item Categories and individual Items can be set up with a default course number and changed at any time before using this function.
The system will automatically draw a line divider between courses on the Send Ticket.
There are a few setting that need to be turned on for coursing to work. Please see our Coursing manual for more instructions.
Get By Bin
Used to lookup Wine bottles by Bin Number.
1) Click Get By Bin.
2) Use the search bar to narrow down your search. Click or touch the Item to select.
3) The Item will then populate on the ticket.
Note: Bin Numbers are applied at the Item level.
To enter a Bin Number:
1) Navigate to the Items module and select Manage Items.
2) Select the Item in question and Navigate to the Point of Sale tab. Enter the appropriate number in the Bin Number field.
Used in conjunction with Multi Select (On) to reorder items already ‘Sent’.
1) Highlight the Item to reorder and click on Reorder Item.
2) Enter the QTY to reorder and click OK.
3) At the next prompt, enter Yes if you want the order to be sent to the remote printer, No if you want the Item added to the ticket but not sent to the remote printer.
Used to change the cover count at any time.
1) Open the applicable ticket and click Cover Count. Enter the number of covers.
2) Enter the correct number of covers.
Note: You have 3 options when you want the system to prompt for covers; the options can be changed at any time in CMA.
To access these options:
1) Navigate to System across the top toolbar and select Areas.
2) Select the applicable Area.
3) Navigate to the POS Options tab and put a check on Require Ticket Cover Count.
a) To be prompted at the beginning of opening the ticket, check Prompt for Cover Before Table Select.
b) To be prompted the first time you send the order, check Prompt for Cover Before Send.
c) If Require Ticket Cover Count is checked and neither of the above options are selected, the system will prompt at the time of closing the ticket.
Used if the member to be billed needs to change for any reason.
1) Click on Change Member.
2) Search by name or member number, Highlight the member and click OK, or double click the member.
The Coupon Lookup works in conjunction with Member Marketing and Item Price Scheduling.
Please see our Coupons manual for more information on their setup.
1) Place the order, and click on Coupon Lookup.
2) The screen will display all available coupons for redemption. Touch or click the one you want.
Note: If the member does not have any active coupons the button will be grayed out.
If a coupon has been applied to an item and you wish to remove the discount, click or touch the Remove Coupon button.
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.
1) In POS ordering screen, select Print Ticket to print out the Pay Ticket.
2) Select Exit when finished.
Use Print Ticket to give the customer information on the charges and to get a signature before closing the ticket.
The Pay Receipt can be modified to display discounts, service charge, additional tip, and taxes in a few different formats.
You also have the option to have messages, minimum balances, store credit balances, and other information included on the pay receipt.
See Print Preview as an alternative to Printing directly.
Used if more than one ticket is required on a transaction and to edit separate tickets.
Please see our Split Ticket manual for a demonstration on all the ways to split an item or ticket.
In the POS ordering screen when ready to send items to their designated remote printers, select Send.
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.
In this example, there are 4 open tickets (3 members and 1 guest).
Click the “Member Charge All,” button.
Upon clicking the button, a prompt will display telling the user that one ticket is assigned to guest members and cannot be member charged. The 3 remaining open tickets assigned to members however, will be settled to Member Charge. Select Yes.
Option will exist to Print a receipt.
Member charge will commence.
Note: Member Charge All can be turned off at the Terminal level if desired. To do so:
1) In CMA navigate to System across the top toolbar and select Terminals.
2) Double click the applicable Terminal and select Suppress Member Charge All.
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.
To change a preference, the user must delete the preference that needs changed and add the new preference from scratch.
Add New Preference Category
1) To add a new Preference Category, in the Select Category box highlight the Add New line. Then, in the Enter Preference box enter the description of the new preference (not the new category name), Select OK.
2) The Add Preference Category box will appear, enter the new Category name, and select OK when finished.
Member History will the list the member’s previously purchased Items.
To access Member History, select History in the top left corner of the POS Screen.
- In the Search box you can search the name of the item to narrow down the search.
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.
In Manage Item maintenance, you can enter the recipe of the Item plate and have it available on the Main POS screen.
1) Select Recipe from the main POS screen.
2) Click the down arrow and select the Item Category. You can search for the name or use the scroll bar to find the Item Highlight the item and the recipe will display to the right of the screen.
Note: Only servers in an Employee Group with the proper security rights will see the Recipe button on the main POS screen.
To turn on this feature:
1) In CMA, navigate to Employees across the top toolbar and select Groups.
2) Double click on the applicable Group and select Display Recipe Button at POS Terminal.
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.
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.
Note: This feature must be turned on for each Area the user would like the Print Preview displayed. To turn on this feature:
1) Navigate to System across the top toolbar and select Areas.
2) Select the applicable Area.
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.
2) The Print Preview - Settle Ticket prompt will display. Same options as Print Preview - Pay Ticket are available.
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.
Employees have 2 options when clocking out for breaks.
1) Select Clock Out on the main POS screen.
The system will prompt, Would you like to end your shift? Select No.
2) Select Options on the main POS screen.
Select Clock Out and hit Done.
- 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.
To print an End of Shift Report,
1) Select Options on the main POS screen.
2) Verify that the most current Shift is reflected (The system will default to the latest Shift) and select Print Summary.
3) A Print Preview will display showing how the report will look when printed, and the Ticket Device the report will print too. Select Print to continue printing.
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.
To end a shift,
1) Select Options on the main POS screen.
2) Select the End Shift box (Clock Out will automatically select itself when End Shift is selected). Select Done.
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.
2) Enter Tip Amount - if you report cash tips for tax purposes, select this option and a prompt will display for the user to enter their cash tips. Click OK when finished.
The tip amount will then display on the main Options screen.
3) Change Job Code - if you mistakenly logged into the wrong Job Code, select this option and a prompt will display asking the user to select the correct Job Code.
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.
2) The system will prompt, Would you like to end your shift? Select Yes.
3) End of Shift Options will populate.
a) All instances of clocking in and out during the shift will display.
b) Print Timesheets
c) Print End of Shift Report
d) Enter Tip Amount
4) Select OK when finished.
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.
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.
F&B - POS - Written Guide