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Office - POS - Classic POS F&B Manual

Office - POS - Classic POS F&B Manual

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Table of Contents

 

Overview

  • In this manual, we will discuss the various functionalities within our F&B POS System.

Required Permissions

 

Accessing the Tool

Accessing the Tool

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).

  1. 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.

Additional Notes:

  • 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 Credit Card Transaction manual 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.

  1. Select the Area and Table.

Additional Notes: 

  • 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.

  1. 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.

Additional Notes:

  • 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.

  • If the Starts With button is highlighted, the system will only look at the beginning of how the Name is displayed.

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.

  • 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

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 - 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.

Notes:

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.

  1. 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.

    1. Highlight the Modifier to change.

    2. On the right side, select one of the following:

      1. Delete if the modifier highlighted should be removed.

      2. Add New To Base if another modifier is to be added to the list.

      3. Use the Move Up and Down buttons to rearrange the modifier order.

      4. 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:

  • 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 Use Seat Type.

  • 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. 

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. 

  1. 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. 

Additional Notes: 

  • 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. 

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. 

Additional Note:

  • 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.

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:

  •  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 

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.

Additional Notes:

  • If the member decides to order the dish differently than the saved preference, simply continue with the order as normal.

  • You can change the saved preference by following the steps above and saving to the Item again for the member. This will overwrite the first saved preference.

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: 

  • 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. 

  1. 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. 

  1. 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. 

  1. 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:

  • Not Exempt

  • Tax Exempt

  • Service Charge (SC) Exempt

  • Tax & Service Charge (SC) Exempt

  1. Open Cash Drawer will open the cash drawer before completing the settlement.  

  2. Clear Tender will clear the amount entered to re-enter a new amount.  

  3. The pre-fixed values $10, $20, $50, $100 are applied to Cash settlement ONLY.  

Settlements - Settle Ticket

  1. 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.

  1. 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. 

  • Delete All - will remove all settlements entered to start over.