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Office - POS - Classic POS Retail Manual

Office - POS - Classic POS Retail Manual

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Table of Contents

 

Overview

In this manual, we will discuss the various functionalities within our Retail POS System.

Required Permissions

 

Accessing the Tool

To access the POS,

  1. Click on the POS Icon on your desktop.

  1. 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.

  1. 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 New Transaction button.

Notes:

  1. The Tickets screen should be blank before running the End of Shift Report.

  2. 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.

  1. 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. Member Lookup - Enter the Member Number or Member Name. If this is not a member, select Guest.

  2. 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:

  • 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 Area and Ticket Number.

  • 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. Lookup Item - Allows you to look up an item that has not been set up on the POS screen layout.

  2. Remove Item - User can delete an item from the order.

  3. Delete Ticket - Will delete current ticket.

  4. Change Qty - User can change the QTY on an item (including making quantity negative for a credit).

  5. Discount Item - Gives users the ability to discount an item. Requires security rights.

  6. Comp Item - Give users the ability to comp an item. Requires security rights.

  7. 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.

  8. Change Member - Used if the member to be billed needs to change for any reason.

  9. Upcharge Item - Will prompt for an amount to override and increase the price of the item.

  10. Quick Cash - One step process to close the ticket to Cash.  

  11. Quick Charge - One step process to close the ticket to Cash.

  12. Close Ticket - Take users to a settlement screen with more closing options.

  13. Exit - Will exit the POS screen back to the main screen.

  14. Change Price - Gives users the ability to reduce the price without using a discount.

  15. Duplicate Ticket - Ability to create a duplicate ticket from another displayed ticket. This is useful if several members are to be charged the exact items.

  16. Multi Off - Used in conjunction with Remove Item, Discount Item, and Comp Item; when (ON) users can select multiple Items.

  17. Split Ticket - Used if more than one ticket is required on a transaction and to edit separate tickets.

  18. Coupon Lookup - This button will turn Green to alert the server if the member has a promo coupon available to redeem.

  19. Print Ticket - Prints the pay receipt ticket for signature prior to closing the ticket. 

Lookup Item 

Allows you to look up an item that has not been set up on the POS screen layout.

  1. Select Lookup Item.

  2. Enter the Item Name in the search field and click or touch to select the Item.

Remove Item  

User can delete an item from the order.

  1. Highlight the Item to be removed from the ticket and click Remove Item.

    1. Note: If you have more than one item to delete follow the Multi-Select (On) instructions.

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.

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.

  1. 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 Retail Areas manual.

  1. 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.

  1. 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 Retail Areas manual.

Note: If you have more than one item to delete follow the Multi-Select (On) instructions. 

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.

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.

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.

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: The amount entered must be greater than the item price. If you want to decrease the price use the Change Price or Discount option. 

Quick Settlements  

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.

  1. 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.

    1. Note: Select Clear on the Gratuity Prompt to clear any wrongly entered Gratuity.

  1. 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.

Delete Selected - highlight the settlement type you want removed and select Delete Selected.

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.

Change Price  

Gives users the ability to reduce the price without using a discount.

  1. Highlight an Item and click Change Price.

  2. Enter the price (use Percentages as applicable) and click OK when done.

Note: The amount entered must be less than the item price. If you want to increase the price use the Upcharge button. 

Duplicate Ticket  

Ability to create a duplicate ticket from another displayed ticket. This is useful if several members are to be charged the exact items.

  1. In POS ordering screen, select Duplicate Ticket.

  2. Select how many duplicates you need.

  1. The system will generate the number of additional tickets that you selected in the previous step.

Note: Use the Change Member feature to change the member attached to any of the duplicated tickets. 

Multi Select (Off)/(On)  

Used in conjunction with Remove 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)).

    1. Remove Item

    2. Discount Item

    3. Comp Item 

Split Ticket  

Used if more than one ticket is required on a transaction and to edit separate tickets.

Coupon Lookup 

The Coupon Lookup works in conjunction with Member Marketing and Item Price Scheduling. 

  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. 

    1. Notes: 

      1. Use Print Ticket to give the customer information on the charges and to get a signature before closing the ticket.

      2. The Pay Receipt can be modified to display discounts, service charge, additional tip, and taxes in a few different formats.

      3. You also have the option to have messages, minimum balances, store credit balances, and other information included on the pay receipt.

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.

  1. Click the “Member Charge All,” button.

  2. 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.

  1. Option will exist to Print a receipt. 

  2. 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.

  1. 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. However, Retail Areas may use this feature to enter tee time preferences, shirt/shoe sizes, 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.