enterprise pos © point-of-sale training course cchb special request training december 10, 2010 epos...
TRANSCRIPT
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EnterprisePOS©
Point-of-Sale Training Course
CCHBSpecial Request TrainingDecember 10, 2010
EPOSTraining Presentation12/2010 Vydata Systems
Special Training Request
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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
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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 day’s transactions,
generating daily reports, and exporting to accounting systems (if available)• WORKORDER Station – Manager or Technician tool for processing product work
orders / repairs
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Daily Cashier TasksInitial 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!
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Daily Cashier TasksEither 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
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Daily Cashier TasksTable 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
• That’s it! The cash drawer should open for change if needed
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Daily Cashier TasksRinging 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
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Daily Cashier TasksRinging 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 manager’s 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
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Daily Cashier TasksRinging 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
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Daily Cashier TasksContinued 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 didn’t want it)
• NO SALE – close the sale• TENDER MENU – add
payment• CLOSED CHECKS –
show tickets or cash out
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Daily Cashier TasksManaging 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)
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Daily Cashier TasksManaging 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• That’s 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.
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Daily Cashier TasksManaging 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
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Daily Cashier TasksEditing 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
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Daily Cashier TasksEditing 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
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Daily Cashier TasksFinal 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)
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Daily Cashier TasksPayment 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)
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Daily Cashier TasksCash 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…
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Daily Cashier TasksThe 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
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Daily Cashier TasksThe 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 day’s drawer totals!
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Daily Cashier TasksThe 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
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Daily Cashier TasksThe 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)
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Daily Cashier TasksThe CASH OUT Screen – Balance Sheet Tab
NOTES:• Shows all debits/credits for the
day’s 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
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Daily Cashier TasksThe 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
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Daily Manager TasksSystem 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
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Daily Manager TasksUser/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
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Daily Manager TasksUser/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 isn’t 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
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Daily Manager TasksInventory 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.)
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Daily Manager TasksInventory 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
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Daily Manager TasksInventory 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
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Daily Manager TasksInventory Management - Counting
NOTE: END COUNT, then click YES, to move on to the next step
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Daily Manager TasksInventory 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
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Daily Manager TasksInventory 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
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Daily Manager TasksInventory 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)
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IT TasksAll system configuration settings are under Admin MenuAdministration
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
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IT TasksManage 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!
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IT TasksManage 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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