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”.

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.

Notes:

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.

Notes: 

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.

Notes:

Note: There are important areas to point out on the POS screen.

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.

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.

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.

 Bottom Row

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.

Notes:

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.

Add Message

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.

Change Modifiers 

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. 

Change Qty 

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.

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.

 1) If you need to change the seat position, click Change Seat.

2) Select the correct seat number. 

Notes:

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. 

 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. 

Notes: 

Upcharge Item 

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. 

Note:

Change Table 

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.

Notes:

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.

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.

Save Pref

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.

Notes:

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. 

Notes: 

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. 

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. 

Tender Keypad 

Top left corner of the screen is the Tender keypad. 

 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). 

Options Include: 

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

Note: The amount to split must be entered into the Tender keypad first before selecting the settlement type. 

Exit

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.

Notes:

Discount Item 

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.

Comp Item 

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) Office - POS F&B Manual#Delete Item

b) Office - POS F&B Manual#Void Item

c) Office - POS F&B Manual#Discount Item

d) Office - POS F&B Manual#Comp Item

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.

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.

Notes: 

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.

Reorder Item

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.

Cover Count

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.

Change Member 

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.

Coupon Lookup 

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  

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. 

Notes: 

Split Ticket  

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. 

Send 

In the POS ordering screen when ready to send items to their designated remote printers, select Send.

Notes: 

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 

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

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 

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.

Notes: 

Recipe

 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.

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. 

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

Print Preview - Pay Ticket

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.

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.

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.

Notes:

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.

Options

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.