Point Of Sale POS Software - Restaurology POS Manual Restaurant POS Point Of Sale

Taking Orders

Graphic / Touch Screen

- This style is best suited for quick and repetitive sales entry.
- You want to select your products by their pictures.

Quick Add window
Quick Add allows new products to be entered on the fly during a sale entry.

The Quick Add window opens when an unknown Item# is entered. This dialog allows all the fields to be entered and the new product saved. This option can be turned off in the Settings | General menu.

Returns

There are two ways to take a return.

1) For Re-salable Merchandise
-Scan or type the item number in.
-Type the quantity returned as a negative number. This will adjust the inventory and credit the customer properly.
-Customer purchases can be included on the sales order normally.

2) For Damaged or Un-saleable Merchandise
-Type the quantity being returned as anegative\# number.
-Leave out the item#, so the un-saleable merchandise won't be returned to inventory.
-Manually type in the description and price.

F3 - Customer Info

The customer window is optional and can be set in the Settings | General menu. Pressing F3 will open the Customer edit window.

Type a name in the customer field and the software will try to match the name will a customer already in the database. If one is found the rest of the customers information will be displayed. If a match is not found either you will be asked to enter a new customer or the customer window will be automatically opened if Auto Edit is set in the Settings | General menu.

F4 - Get Product

Press this button or F4 to find a product and have it added to the sale. The product will be entered in the next empty line. Or, if the product is already in the invoice, the quantity will be incremented. This feature can be turned off in the Settings | General menu.

You can control where the cursor will end up in the Settings | General menu. The options are: Qty, Sale%, Price or the next empty Item# field.

How to Find a Product
- Click on the button 'Get Product'.
-Type in a description of the product Item#, Description, Vendor or select a Category.
-Click on the button 'Search'.
-A list of products that meet your description will be listed.
-Click on the Item# under the Item# column in the list.
-That item will be added to the current sale.

More help is provided in the Help and How To menu at the top left corner in the Find Product Dialog.

Move the cursor to the next available Item# field.

F6 - New

Press the New button or F6 to create a new empty sale. If the Navigate window is open the new sale will be shown at the top.

F7 - Sales Staff

Waiter or counter Staff.

Press this button or F7 to select a Sales Staff. The Sales Staff is optional but can be made mandatory in the Settings | General menu.

F8 - Payment Types

Press the Payment Types button or F8 to open the available payment types. The payment types that are available can be modified in the Settings | Payment Types menu. The payment button text will show the payment selected. A payment must be selected for each sale unless the Cash default is set in the Settings | General menu. This will set the payment type to cash after each sale. However, the cashier can still change the payment type.

Selecting a payment type is optional unless made mandatory in the Settings | General menu.

F9 - Finish Sale

Finish sale will check everything is correct, save the sales information and deduct from inventory all sold products.

Prints a receipt and saves the sales invoice. Zero, one or two receipts will be printed, depending on the Settings option in Settings | Equipment menu.

Cashier

Cahiers can have a password that is required to log in. Cashiers can be added in the Settings | Cashiers menu.

Using a cashier is optional but can be made mandatory in the Settings | General menu. The z-out report can be connected to cashier login/logout.

An optional cashier report detailing the sales made during their login time will be presented. This option can be changed in the Settings | General menu.

Navigate

The Navigate window shows all recent sales and their status. View sales by clicking on a sale line. If the sale is finished all the fields will be read only. If the sale is unfinished you can make changes as normal.

The Current button will show the most recent sale. The 100+ and 100- buttons will jump the view by 100 sales. Navigate will also control the Payment History Window and Customer History Window.

Product Picture

Display the products picture if the Invoice Style option Show Pictures is set in the Settings | General menu and the product has a picture. Great easy way to setup your items and then download the appropriate image from Google images in one procedure.

Message

This optional message will appear on the receipt. This option can be changed in the Settings | General menu.

Notes

These Notes willnot\# appear on the receipt. But is only visible to the software operator. This option can be changed in the Settings | General menu.

Item# or UPC - Product ID
The first product field is the product ID. Type, scan or use the F4- Get Product button to enter the ID. The rest of the product information will be entered. If the ID doesn’t exist the Quick Add window will open to create a new product. This option can be turned off the in the Settings | Genera menu.

Stock

This field shows the number of products in inventory.

Qty

Enter the number of items sold in the field.

Description

This field shows the item’s description, which can be edited.

Sale%

Enter a discount percentage in this field (i.e. 10 for 10%). This field may be entered automatically with the products Sale% field when a Sale is active. To activate a sale open the menu Settings | Sale Dates and set the dates. When a sale is made within the sale dates, the Sale% field will automatically be entered with the valued in the Products %Sale field.

Price

This is the price of the product.
In the full version there can be up to six prices for each product, and six discount levels.
The prices are set in the menu Product | New / Edit Products window.
The discount percentages are in the Settings | Discount Levels menu. They will apply a percent discount to the entire order.
Each customer can be assigned to a discount level in the Settings | Customer menu.

Example 1:
If a product has two prices, a customer with a price level of 2 or greater will receive the second price.
Example 2:
If discount percentage #2 were 10, the same customer would receive a 10% discount on the entire order.

Optionally the discount level can be determined by the subtotal of the order instead of the customer level. This option is in the Settings | Discount Levels menu.

Example 3:
The Sales Discount On button is checked in the Settings | Discount Levels menu and an amount of 200 is in the Sale Subtotal #2. Any purchase of 200 in the subtotal will receive a percentage discount on the entire order. The percentage is the amount in the Level 2 field.

Extended

For untaxed products the Extended field can show a leading zero. This option is in Settings | Equipment menu.

Discount%

Discount the entire sale by a percentage.

The Discount field holds a percentage discount for the entire order before taxes are taken out.
Discount% can be automatically entered by the 'Auto Discount%’ in the 'Customer' options.

Subtotal

The Subtotal fields show the combined totals of the taxed and untaxed subtotals.

Tax

The Tax field can show the combined total for both taxes or can show the taxes in separate fields. This option is in the menu Settings| Taxes.

Handling

The Handling charges are added after taxes. This amount is not taxed.

Category
Click on a Category to show the first 18 products in this category. Click again to see the next 18 products. The Category buttons are generated automatically from the products information. The order in which they appear can’t be changed. Categories without any products are not listed.

The Prev and Next buttons scroll through the list of Categories if there are more than 22 Categories.

Restaurant version: change the menu with Tools | Choose Menu.

Edit ItemsClick on a product item in the red sales window to open the item edit window. The Quantity, Description, Discount% and Price may be changed. The changes are only for this sale and will not affect product information in later sales.

Handling

The Handling charges are added after taxes. This amount is not taxed.

F3 - Customer Info

The customer window is optional and can be set in the Settings | General menu. Pressing F3 will open the Customer edit window.

F4 - Get Product

You can control where the cursor will end up in the Settings | General menu. The options are: Qty, Sale%, Price or the next empty Item# field.

Click on the button 'Get Product'.Type in a description of the product Item#, Description, Vendor or select a Category.
Click on the button 'Search'.
A list of products that meet your description will be listed.
Click on the Item# under the Item# column in the list.
That item will be added to the current sale.

More help is provided in the Help and How To menu at the top left corner in the Find Product Dialog.

Cashier

Press the Cashier button to log in a cashier. The button text will change to the selected cashier. The next time this button is pressed a window will open asking if you want to log off the cashier. The cashier will remain until logged out. Cahiers can have a password that is required to log in. Cashiers can be added in the Settings | Cashiers menu. Using a cashier is optional but can be made mandatory in the Settings | General menu. The z-out report can be connected to cashier login/logout.

An optional cashier report detailing the sales made during their login time will be presented. This option can be changed in the Settings | General menu.

F7 - Sales Staff

Waiter or counter staff

Press this button or F7 to select a Sales Staff. The Sales Staff is optional but can be made mandatory in the Settings | General menu.

F6 - New

Press the New button or F6 to create a new empty sale. If the Navigate window is open the new sale will be shown at the top.

F9 - Finish Sale

Finish sale will check everything is correct, save the sales information and deduct from inventory all sold products.

Prints a receipt and saves the sales invoice. Zero, one or two receipts will be printed, depending on the Settings option in Settings | Equipment menu.

Options

Presents more options:

Print Copy
Prints a copy of this sale.

Open Drawer
Open the drawer now. This function can be restricted by a password in menu Settings | General. Set the password in Settings | Security.

Clear Order
This will clear a Sale if it hasn’t been ‘Finished’.

Bad Checks
Will open a window to search for Bad Checks. Not in Basic version.

Print Packing List
Not available in Basic version.
Prints a list of products without the prices. The Restaurant version prints to the Kitchen printer. This list can be sent to a second printer. Choose the second printer under the menu File.

Discount
Enter a discount for the entire sale. Example, enter 10 for 10%.

Message
This message will appear on the receipt and is saved with the sale.

Notes
These notes willnot\# appear on the receipt. But will only be visible to the software operator.

Club
Not available in the Basic version.
Give this sale the Club discounts. The discounts can be set in the ‘Settings | Club Discount’ menu.

Navigate Window

The Navigate window (blue) shows all recent sales and their status. View sales by clicking on a sale line. If the sale is finished all the fields will be read only. If the sale is unfinished you can make changes as normal.

Sale Window

The Sale window (red) shows all products entered into this sale.

Setup Information

In the menu: 'Settings | General', set the tab stop. This tells the software to leave the cursor in the Quantity, %Sale, Price or next Item# field.

File

New Files...

All sales are saved to a file as they are processed.

The New... menu creates new files to save the sale records in.

Open Files...

How To Connect to a Network (Valid only if you buy the network version)

The POS Multi version allows multiple pc's (cash registers) to connect and share the same files. If you're familiar with windows 'My Network Places' that's just about all you need to know. First your pc must be connected to a network. If you're not sure how to set up a network, go to the Start Menu and open help. Type in the Search window: 'To share a folder or drive with other people' and follow those directions.

1) Decide which pc is to host the shared files in.

2) Right mouse click on the shared folder (not a Shortcut to the folder) and select 'Sharing…' and then click 'Sharing'. Note, you must be logged on as a member of the Administrators, Server Operators, or Power Users group.

3) Now on another pc, open the 'My Network Places' and double click on 'Computers Near Me' and look for the Shared folder. If you find it go to step 4. If not, your network is not setup yet.

4) Open the POS software and using the 'File: New Company…' menu option create a file in the shared folder.

5) Open the POS 'client' software in another pc and with the 'File: Connect…' menu. Open the shared file over the network. That's it!

Print Sales Copy...

Prints a copy of the sale being viewed.

Settings

This software was designed to run with the monitor set to at least 800x600. At this resolution it will use the entire screen. The screen size can be changed by going to the Start: Control Panel: Display. When the Display control opens click on the Settings tab. Slide the Screen resolution control until it says 800x600. Click Apply and wait a few seconds for the monitor to change. Click OK to close the control.

Use the Tab key to advance to the next field in Scanner / Keyboard Window.

Tax exempt products can have a leading zero. This setting is in the menu Settings | Taxes.
For example:
9.99 (tax exempt)
9.99 (taxable)

General

Customize the settings for your business.

Show Notes
Private notes can be entered in each sale. The notes are not listed on the receipt.

Show Invoice Messages
A Message can be entered here that will be included on the receipt and saved with the sale.

Show Mailing Address
Show a customer name search and address information window.

This must be on when with 'Must enter Customer Address'.

Show Mailing Address
If each sale must include the customer address 'show Mailing Address' must be checked.

Show Calendar
Display a calendar. Note, the calendar doesn’t have any effect on the date of sales. The sales date is taken from the system clock.

Security

Turn Security on/off.

Turning Security ON will disallow viewing of sales totals, reports, product cost and other sensitive information. A user set password allows the Security setting to be changed.

Receipt Messages

Receipts have a 2 message areas that can be customized to your business. This window allows the Header and Terms message to be edited.

If you have a pole display, put your general messages here.

Taxes

Tax Rates
One or Two tax rates
123.45 or 123 & Rounding
Tax method: Tax Added or Tax Included
Multiple Tax zones (full version)

This dialog is opened by the menu Settings | Taxes.

To set the tax rate for your area type in your tax rate in the Tax1 & Tax2 fields and select Simple Tax.
For example, if your tax rate is 7.3%. Enter 7.3 in Tax1.

Payment Types

This window allows the Payment Types to be edited.

Split Payments

Use split payment when the customer wants to pay with more than one type of payment.

During a sale:
Set the 'Payment' button to 'Split'.

When finished entering sale items, click the button 'Finish Sale'. A window will open allowing the entry of different payment methods. Use the button 'Add Payment' to enter each type of payment. Click on a payment to open an 'Edit Payment' window. Enter payments until the field 'Balance' is zero; click 'OK'.

Customers

Manage addresses and customer information

Each customer can have his own Discount, Tax Rate and Order Limit automatically entered during a purchase. In addition, customers can be categorized in one of 5 types.

Cashier
Add Cashier Names

This window allows the Cashier names to be edited or added.

The password is optional. If used the cashier password will be required when logging in or out.

Product Categories

Edit or add new product Categories.

All products can have an optional Category. Changing a Category description will change all descriptions in previous sales.

Product Vendor

Edit or add new product Vendors.

All products can have an optional Vendor. Changing a Vendor description will change all descriptions in previous sales.

Products

Pictures
In the menu Products | New / Edit Products, there is a ‘File Name’ field that holds the file name of product picture. The picture must be a bitmap (xxx.bmp) and be in the Pics folder.

Find Product

Opens a dialog with all the available products. Type in any field and press the Search button to find matching products.

New / Edit Products

This window allows the editing of products and entry of new products.

Enter or Edit New Products

More help is provided in the Help and How To's menu at the top left corner of that dialog window.

Find a Product
Type search criteria in any field.
Click the button 'Search'.

All matching products will be listed.

The search can use any combinations of fields: All fields must have a match to be listed.

List All
Click on the 'List All' button to list all the products in this file.

Qty Search
This field is for searches only.

For example, select a 'Vender' and type 12 in 'Qty Search'.

Press the 'Search' button and all the products with less than 12 'Qty' and by 'Vender' will be listed.

Change All and Change Menu

The functions in the Change Menu affect all the products shown in the list, usually with the 'Change All' field.

All Vendors, Categories and Departments can be changed.
All Qty, Cost, Sale%, and Prices can be changed.

1) Type the new information in the 'Change All' edit box.
2) Right mouse click in the column to change and select an option.
That function will be applied to all the products shown in the list.
Or,
2) Select a menu option from the 'Change menu'. That function will be applied to all the products shown in the list.

Delete
Completely remove the selected product from the database.
Right mouse click on the Item# of the product.
Select 'Delete Product'.

Or,
Click the button 'Delete'.

Open Edit Window
Double Click the left mouse button on the Item# in the Item# column of the list. The product information will open up in a new window.
Edit any of the fields and click the button 'Save'.

Import / Export Products
You can import / export inventory under the menu 'File | Import Products'.
The file formats are a standard tab delimited text file. You can import/export them with Excel.

Pictures

Edit or create an item.

The item picture must be a bitmap image.

Place the bitmap (xxx.bmp) file in the pdb/Pics folder.

In the New / Edit Products window, edit or create an item. Click inside the picture box and select the bitmap file. Or type the file name (somename.bmp).

The picture should appear in the box.

Pre-Built Kits

Here's an example of Built products or Kits as some like to call them:

Base Products:
1B
2B
3B

Built Kits:
200 (points to 1B, 2B)
201 (points to 1B, 3B)
202 (points to 2B, 3B)

The Built Kits are combinations of the 3 base products. The Base Products are regular products. There are two ways to use 'Built' products.

1) The base products are the only ones to get a quantity. All the built kits point to base products and are deducted from the base products when sold.

2) You can also pre-build the kits under the menu ‘Products | Pre-Build Kits’. This will deduct from the base products when they are built.

New Purchase Order

Overview of Purchase Order Procedure:
1) Select a vendor from the 'Show Products by Vendor':
2) Click on the items you wish to order.
3) Change the Qty to the desired quantities.
4) Enter a Title and PO#.
5) Print the PO and then Save.
6) Place your order with the Vendor.
7) Once the order has been received, open the PO with 'Receive Order.'.
8) Make any necessary B/O (back ordered) quantity changes.
9) Print and Save.

Clear Invoice# Line:
To remove an item from the order, click in the Vendor# edit box and select the menu option.

Order Estimator
Historical sales analysis by date range

This function helps you estimates how much to order based on past sales. It works by using how much has sold in the past and how many days of inventory you want to carry.

First select the Vendor to place the order with. Set the two dates, the starting date and the ending date. The 'Days of Inventory' field indicates how many days of inventory you want to carry. Press the 'Go' button and the 'Sold' and 'Short' fields will be filled in. The 'Short' field indicates the quantity to order.

For best results set the dates to reflect the sales pattern for your business.

For example if sales are seasonal, then use last years season to predict sales for this season, adjusting for growth.

If sales are not seasonal and sales have grown, use the most recent months sales (~3 months) to predict future sales.

Sales

Find a Sale

How to Find a Sale
Select the menu 'Sales: Find a Sale'.
Type in a description of the sale. For example, any Item#, Descriptions, Cashier, Vendor, Pay Type or Address contained in the sale.
Or, click on the button 'Today's sales'.
Click on the Record# to view that sale.

Example
Find all sales records last week that included Item# 7748.
Type 7748 in the Item# field.
Check the box 'Search by Dates'.
Select the Start Date and Stop Date to only include last week.
Click the button 'Search'.

More help is provided in the Help and How To menu at the top left corner in the Find Sale Dialog.

Today's sales

Clicking the button 'Today's sales' will list all of today's sales in this file for viewing.

Click on the Record# to view that sale in detail.

Sales Total
Click the button Sales Total to see a report on the sales listed.
Only the sales shown in the list are included in this report.

Example
Report for a Cashier last week:
Type in the cashiers name.
Check the On box in the Search by Dates.
Set the Start Date and Stop Date to include only last week.
Click the button Search and then Sales Total.

A sales report is generated for the sales last week, by that cashier only.

Void This Sale

Under the Sales menu: Void This Sale.
This will put all products back into inventory and zero out the sales record. The voided sale will remain visible as a voided sale. This is to provide a way to keep track of how many sales were voided and when.

This function requires that the ‘Lock Completed Sales’ be turned off in the Settings | General menu.

Clear This Sale

Clears all the information in the Current Sale. The option is only available when a sale in not completed.

Reports

Just about every kind of Report is available. If you don't find what you're looking for, please send us an email and we'll tell you how to get the information your looking for.

Sales

The Sales Reports give a quick report for any given time period..

Sales This...

These menu options give a one button sales report for sales during:
o Today
o This Week
o This Month
o This Quarter
o This Year

Sales Last...

This menu option gives a one button sales report for sales during:
o Yesterday
o Last Week
o Last Month
o Last Quarter
o Last Year

Cash Drawer Reconciliation

Cash drawer count and verification.

At the end of the day or when changing cashiers, use this function to speed up your cash drawer reconciliation. It gives a break down of each type of sale (VISA, MC, Cash, etc.). It also simplifies counting the change.

Helpful Tips

Screen Size

In the Invoice Style Screen, set the screen resolution to 800x600 to fill the whole screen. This setting is in the Windows Start | Settings | Control Panel | Display.

The Graphic / Touch Screen window will Maximize to the whole screen.

Tax-exempt

The Tax field determines tax-exemption. Set this field in the Product | New / Edit Products menu. Products that our tax-exempt should be set to ‘0 – No Tax’. These products can have a leading zero to make them easy to identify. Turn this option on in the Settings | Equipment menu.

Back up

The easiest way to back up all the data is to make a copy of the whole pdb folder.

Excel

How you can use Excel with reports and other information.

All Reports, Customer information, Products and any other information that isexported\# is saved in a tab delimited text format (nnn.txt).

These text files can be imported or pasted into Excel. From inside of Excel use the Open File command and change the ‘Files of type:’ to Text File. Select Tab Delimited information.

Excel can open these files directly. Press the right mouse button on the text file. Select ‘Open With -> Excel’.

When you save from Excel use the ‘Save As’ menu with the ‘Files of type:’ set to Text File. Don’t worry about the warnings from Excel; no information will be lost.

Pay Out

Lottery example:
Create these new products:
Item# Description Tax Product Type
RLT Redeem Lottery Ticket No-Tax Service & Price Prompt
RLN Redeem Lottery Number No-Tax Service & Price Prompt

General Pay Out
Create this new product:
Item# Description Tax Product Type
PAYOUT Pay Out No-Tax Service & Price Prompt

In the field “Custom 4” enter any needed directions. For example “Enter a negative value”.
Service: don’t inventory this item.
Price Prompt: ask for the amount of pay out, enter a negative price.

Written to handle restaurant operations, rent banquet or dining room, and sell items such as candy or T shirts.

Restaurology is a Trademark of Business Assistance, Inc.