Agenda Introduction EnterprisePOS user modules: Manager Desktop and Cashier Daily Cashier Tasks Login / Logout Ringing up Sales and Using the Cashier screen Managing Tables and Multiple Orders Cashing Out at End of Day or Shift Counting Drawer Printing Cash Sheets Daily Manager Tasks System Approvals (for voids, returns/refunds, etc.) User / Group Maintenance Using RM to Count Inventory and check in EPOS IT Tasks System Configuration (Continuation) Manage Locations Q & A
Introduction EnterprisePOS – User Modules The various modules used in EPOS and their functions: EPOS Desktop – Manager tool for viewing all system data or access all areas ADMIN Module – Manager or IT tool for managing users or groups ETABLES – Cashier tool for touch-screen sales QUICKSALE – Cashier tool for general invoicing or a catered event from MenuWriter (not designed for touch-screen usage) CASHOUT Module – Cashier or Manager tool for closing the days transactions, generating daily reports, and exporting to accounting systems (if available) WORKORDER Station – Manager or Technician tool for processing product work orders / repairs
Daily Cashier Tasks Initial login is quicker with numeric passwords! Logging IN STEPS: The LOCATION should be automatic, if not, ignore it. USER may default to an ID, if not yours enter your ID here, then hit TAB Enter your PASSWORD Hit the ENTER key or press the blue ENTER button on the screen You are now logged in NOTE: If your password does not work or your ID is missing – see your manager!
Daily Cashier Tasks Either EXIT or LOGOUT button (at the top) will do it! Logging OUT STEPS: EXIT will close the system down logging / clocking you out of the system. LOGOUT will only log you out and allow another user to log in without exiting the system (this is how you switch cashiers) You are now logged out – system is ready for the next user to log in
Daily Cashier Tasks Table 0 is selected initially ready to start a ticket! Ringing up Sales STEPS: TABLES button (at top) selects which table YELLOW BUTTONS shows different categories of product GREEN BUTTONS are products, touch a product to add it to the ticket When finished, click PROCESS SALE to enter payment or CASH SALE for a fast cash sale Thats it! The cash drawer should open for change if needed
Daily Cashier Tasks Ringing up a Sale – Selecting a Table NOTE: The TABLES button brings you to a restaurant floor-plan – click the table to select it or click the TABLE button on the left – all open tickets are displayed as well for selection by clicking the TICKET # button
Daily Cashier Tasks Ringing up a Sale – Selecting a Table NOTE: The colored buttons in the center define a table status for each step of the serving process. If the customer waits too long in any status, the table will flash for a greeter or managers attention. STEPS: Click/Touch on a TABLE Select a SERVER (if needed) for this table Select a table status (colored buttons) If you are just seating someone (not a server), click OK, you are done If you want to ring up a new sale, click ADD NEW TICKET
Daily Cashier Tasks Ringing up a Sale – Selecting a Table TABLE STATUSES DEFINED: OPEN (White) – Table is ready for seating customers OCCUPIED (Gold) – Customer was seated and is waiting on a server OCCUPIED (Olive) – Customer order was taken by server and is waiting on food OCCUPIED (Light Green) – Customer order was delivered and they are eating OCCUPIED (Dark Green) – Customer is done eating and waiting to pay OCCUPIED (Light Red) – WARNING: Customer needs assistance! OCCUPIED (Dark Green) – WARNING: Customer needs the manager! OFF LINE (Gray) – Table is closed and not available for seating
Daily Cashier Tasks Continued after table selection… Ringing up a Sale Other useful buttons: EDIT/FIND CUSTOMER – to locate or assign a customer COURTESY – to comp a sale (requires manager) SPLITSALE – to split items out to a new ticket SEND TO PREP – to waste a plate (customer didnt want it) NO SALE – close the sale TENDER MENU – add payment CLOSED CHECKS – show tickets or cash out
Daily Cashier Tasks Managing Tables and Multiple Orders STEPS: TABLES – to go back to ALL tables and open tickets Look at the open tickets under the table on the far left of FLOOR PLAN Touch an open ticket to pull it up Finish ringing up the sale to CLOSE it (will be removed from system) SPLITSALE – use this feature within a ticket to split items out into a new ticket (see next slide)
Daily Cashier Tasks Managing Multiple Orders – Split Sale STEPS: Click/touch SPLITSALE (the SPLIT SALE screen on the left is displayed) Click/touch the items to MOVE to a new ticket (they become highlighted in yellow) Click/touch the SPLIT SALE button at the bottom Thats it! The items selected will be moved to a new ticket… you can then go back to the table and see both tickets (the old and new one) to pay each one NOTE: You may want to do this when you ring up all items for a table of many people, but then you want to split all the items into different tickets. Customers may each want to pay separately. This is when you do a SPLIT SALE.
Daily Cashier Tasks Managing Multiple Orders – Find Customer NOTES: You can set up the system to require a customer is selected (under Options), otherwise the system rings everything up under CASH SALE Select the FIND CUSTOMER button Select a customer from the list by clicking/touching (you can enter the name or customer ID at the top) Click/touch SELECT CUSTOMER button The customer is now assigned to the opened ticket
Daily Cashier Tasks Editing an Item – Adding Kitchen Comments STEPS: Select a ticket item to edit Click/touch EDIT ITEM button Enter the specifics about the item (rare, well done, extra mayo, no cheese, etc.) Click/touch OK to return back to the ticket - comments are shown under the selected item
Daily Cashier Tasks Editing an Item – Adding Kitchen Comments EDIT ITEM allows you to: Enter item discounts (far left) Enter meat prepared type (Rare, Med Rare, Med, etc.) Enter side item detail (no mayo, light cheese, etc.) Enter your own custom comments by touching a blank row (select green arrow to add another comment row) Open the recipe itself (from Recipe Manager to show nutrition, costing, etc.) or open the inventory item
Daily Cashier Tasks Final Step – Adding Payment TENDER MENU button will: Allow you to select any payment type and any payment amount Use a merchant account (if configured) for credit/debit card authorization Check authorization Allow payment by gift cards, food stamps, store credit, donation, charge account, etc. Or… CASH payment (the same as clicking the CASH SALE button from main ticket)
Daily Cashier Tasks Payment Complete – Next Sale is Ready! After the sale is complete: A clean ticket is opened from the same table with the same server awaiting the next sale Click the TABLES button to switch to another table or change the status of this table back to OPEN (assuming your customer has paid and left)
Daily Cashier Tasks Cash Out at End of Day or Shift! At the end of the day or shift: Click/touch CASH OUT button (on top) -- OR -- Click/touch CLOSED CHECKS button to see all the tickets/sales for the day, then select the CASH OUT button from here The CASH OUT screen will open…
Daily Cashier Tasks The CASH OUT Screen STEPS: Click/touch COUNT button The cash drawer opens Remove the total cash collected today (shown on screen) Count the cash in the drawer (pennies, nickels, dimes, quarters, dollars, etc.) The counted cash (minus what was collected TODAY) should equal the beginning balance in the drawer from yesterday! If you balance, click SAVE/PRINT button to close the day
Daily Cashier Tasks The CASH OUT Screen – a Simple Example NOTES: We can see we collected $84.81 today in sales (in CASH) shown We click the COUNT button, the system tells us to remove the money we collected Now, we count and enter all remaining cash in the drawer However, in this example, we started with nothing (see CASH: $0.00 at the top), so after removing $84.81 from the drawer, it should be empty! This is how we check for THEFT! The system tracks each days drawer totals!
Daily Cashier Tasks The CASH OUT Screen – Counting Drawer NOTES: If you do have cash remaining in the drawer after taking out cash sales for the day or shift, count it! Enter the pennies, nickels, dimes, quarters, ones, fives, tens, etc. The screen shows you what you had the previous day or shift If what you enter does not match what you SHOULD have, it warns you! You then need to enter an EXPLANATION
Daily Cashier Tasks The CASH OUT Screen – Sale Lists NOTES: GOODS SOLD Today Tab – shows the list of items sold for the day or shift ACTIONS Today Tab – shows all the invoices, voids, refunds, returns, etc. for the day or shift PAYMENTS Today Tab – shows all tender collected for the day or shift Balance Sheet Tab – shows a balance sheet (debits/credits) for the day or shift used for accounting systems (can export this to QuickBooks, for example)
Daily Cashier Tasks The CASH OUT Screen – Balance Sheet Tab NOTES: Shows all debits/credits for the days transactions Totals for debits and credits should balance (equal) at the bottom SAVE/PRINT button will export to an accounting system if configured to do so Click the bottom left EXCEL EXPORT button to send all the transactions to Microsoft Excel and open it for viewing
Daily Cashier Tasks The CASH OUT Screen – Printing STEPS: Click/touch SAVE/PRINT button Transactions for the day or shift is saved and a report menu opens (of all reports assigned to the CASH OUT screen in the EPOS Desktop) There should be a DAILY Z or cash report which summarizes everything for the day, an accounting (balance sheet) report, and maybe even a bank deposit slip! Print all the reports required by clicking the SAVE/PRINT button multiple times Click/touch EXIT to leave screen
Daily Manager Tasks System Approvals – Voids, Comps, Edits, Price Changes, etc. NOTES: If a user is not authorized to do a certain function in the cashier screen, a manager approval screen opens instead of locking the cashier out completely… this allows a manager to enter their password to allow the action Click/touch CANCEL to not allow the action
Daily Manager Tasks User/Group Maintenance NOTES: Even a low-level Supervisor is allowed to enter the Admin Module to maintain people under their own security level (their own subordinates) Requires a keyboard! Select the User/Security Admin Module from the top Administration – Manager Tasks menu
Daily Manager Tasks User/Group Maintenance From Admin System you can: Add / Remove Users Change user ID, password, or any specific information Promote or demote a user by changing their level (as long as it isnt over or equal to YOUR level as his/her supervisor) Add / Remove Groups (of users) Change Groups (add / remove users from groups) Add / Remove privileges (rights) to / from groups
Daily Manager Tasks Inventory Management - Counting NOTES: Always COUNT food items from Recipe Manager You can use the inventory in EPOS for non-perishable non-food items (for example, hats, t-shirts, etc.)
Daily Manager Tasks Inventory Management - Counting STEPS: Open Recipe Manager Click INVENTORY button Select a list of items you want to count (by clicking the tree and filtering, etc.) Click the COUNT button (on far left as shown), a menu with counting options appears Select Count Inventory from List The screen adjusts to allow you to enter your counts
Daily Manager Tasks Inventory Management - Counting STEPS: There is a new COUNT column for you to enter each counted value The units of the last purchase or PAR is shown (you can change it) If you previously printed a count sheet, you can go by that to enter you values You can change the DATE of this count at the top (if not done today) – IMPORTANT! Click the END COUNT button when done
Daily Manager Tasks Inventory Management - Counting NOTE: END COUNT, then click YES, to move on to the next step
Daily Manager Tasks Inventory Management – Post-Count Reconcile STEPS: Select either the END OF PERIOD or RECONCILE at top If there are variances, select an explanation for each Select the PERIOD START at bottom if doing an end-of- period, then click CLOS PERIOD Click SAVE
Daily Manager Tasks Inventory Management – Post-Count Reconcile NOTES: The Variances Chart tab shows a graph of your variances Can click EXPORT button at bottom to send it to Excel for closer study Can click PRINT button to generate a hard copy of the data
Daily Manager Tasks Inventory Management – Post-Count Reconcile FINAL NOTES: You should now have a new count for all items selected If EPOS is setup properly, it should also be added into EPOS (viewable from the EPOS Desktop Inventory section)
IT Tasks All system configuration settings are under Admin Menu Administration IT Areas of Interest: System Settings – Company info, specific switches, and file locations BACKUP / RESTORE – Where a batch file backup and restore process can be executed Run DB Maintenance JOB – Specific jobs to run on database when (or if) required User/Security Administration – Setting up user accounts and groups Manage Company Locations – Setting up specifics for each profit center
IT Tasks Manage Company Locations NOTES: This area controls specific settings for locations that may OVER-WRITE the local settings on the PC More detail is stored here than within the individual client system settings Logging into a specific location could point to a DIFFERENT Recipe Manager (inventory) database!
IT Tasks Manage Company Locations NOTES: Always check the BACK-HOUSE (Recipe Manager) box to make sure where this EPOS location is pulling RM inventory data! Always check the MAIN and ADMIN data paths here as well – if valued it will take precedence OVER the local PC settings!
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