EnterprisePOS©

Point-of-Sale Training Course

CCHBSpecial Request TrainingDecember 10, 2010

EPOSTraining Presentation12/2010 Vydata Systems

Special Training Request

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 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

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!

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

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

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

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

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

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

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)

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.

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

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

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

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)

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)

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…

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

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!

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

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)

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

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

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

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

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

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.)

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

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

Daily Manager TasksInventory Management - Counting

NOTE: END COUNT, then click YES, to move on to the next step

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

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

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)

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

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!

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!

Questions?

Contact us!225-272-6767 (Office)

225-275-1603 (Fax)

Corporate Web Site : www.vydata.com

Product Web Site : www.EnterprisePOS.net