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Aura BackOfice 5.7 Manual

1. ae To Browse Shop Cashup Data Monitoring p p v Reports Rollback Preferences Retail License License Renewal Date 28 June 2010 Z Employee Categories Section The left hand section of this window lists all current employee categories set up in your system Allowed Activities for lt category gt The upper right hand side displays the currently allowed activities for the selected employee category Denied Activities for lt category gt The lower right hand side displays a list of activities that are prohibited for the selected em Pee category Deny all B Grant all il l l _denyal g This toolbar is used to either allow or disallow the selected access permissions under either the allowed or prohibited activity codes C earch Clear Search l l l The search bar is used to filter the list of displayed activity codes making it simpler to assign access permissions 2009 Coherent Software Solutions Version 6 1 5 180 BackOffice 6 1 5 Manual Editing Employee Access Permissions To view and edit the permissions for a certain category first select the desired category from the list on the left If you do not have the category here that you are looking for it can easily be added without having to leave the Employee Permissions screen To do this right click on an empty space on the left hand side Doing so will display the following options Insert Delete Edit Refresh The
2. Picklist Selection Price Same Price as Selected Menu ltem Compulsory Number of selections allowed fi The drop down list has the following options Largest of Same Type Selecting this option will set the price of all menu items in this picklist to be the same as the highest price of any item in that same category Same Price as Selected Menu Item This option will leave the price of the menu item the same as if it was rung up on it s own Override Price This will give you an option to select a price to override the charge to The option below the drop down list currently show 1 in the above screen shot will only be available with Override Price selected Use this field to enter the desired price for each item in the selected picklist Selecting Size Filter If you include a category instead of individual menu items you can narrow the available options further by specifying a size as well This will only work if the menu items in a selected category have sizes assigned to them For more information see the section on Menu Item Sizes 87 The size setting will only affect the category currently selected inside the picklist 2009 Coherent Software Solutions Version 6 1 5 102 BackOffice 6 1 5 Manual Assigning a picklist to a menu item Firstly you will need a menu item to assign the picklist to Select the desired menu item from the list on the right hand side and click and drag
3. E r re we e ee remand H Date ee UY Measure Stock Item From To Prepped Prep Unit Cost Comment iscar gt i Stock Transfer Stock Date Transferred Select the date for the stock discard here lt gt Use these buttons to browse through the previous and following dates one day ata time From Location Select the location the stock is being discarded from Stock locations are part of the advanced stock control features of Back Office For more information see the section on Stock Locations 120 To Location This is preset as Wastage for this screen and cannot be altered Toolbar For more information see the section on Navigating Records 13 List of Stock Items The lower section of this window lists all stock items that have been discarded on the selected date 2009 Coherent Software Solutions Version 6 1 5 36 BackOffice 6 1 5 Manual New Entry for Discarded Stock Items To send stock items to your wastage location first select the Date the stock was discarded from the top left of this screen Once on the correct date for the discard click on the button to show the Stock Item Selector window For more information see the section on the Stock Item Selector 2 After selecting the item you wish to discard you should see the following screen Transfer Stock i J x Stock ltem 500ML CUF on Quantity i Frepped Comment Measure EACH OK Cancel St
4. Controls access to apply any Discount to an order For more information see the Aura Invoicing Manual Controls access to apply a Staff Meal Discount to your own meal only For more information see the Aura Invoicing Manual Controls access to View Old Orders from Aura Back Office For more information see the section titled Find Invoices 66 Controls access to access the Cashup screen For more information see the section titled Cashup 39 This setting is no longer active in this version This setting is no longer active in this version Controls access to Post Waiters and Drivers For more information see the section titled Employee Cashup 40 Controls access to change the table an order is assigned to For more information see the Aura Invoicing Manual Controls access to change the waiter assigned to a table order For more information see the Aura Invoicing Manual This setting is no longer active in this version Controls access to adjust clock out times for any employee For more information see the Aura Invoicing Manual Controls access to the Menu Items Per Report Group wizard For more information see the section titled Items Per Report Group 10 Controls access to alter the VAT rate inside the System Settings For more information see the section titled Store Settings 163 Controls access to close off a table For more information see the Aura Invoicing Manual Version
5. M Backup path 2 i E Backup path 1 CAMSSQL7backup Backup Path 1 and 2 These two lines display the currently set database backup paths Use this button to select a new backup location for the selected line Auto Ticking this option will cause Back Office to automatically backup to the selected path If you wish to change a backup location click 2j x the SI button to the right of each location Select a folder Doing so will bring up the following prompt My Documents E My Computer A 344 Floppy A System C H ATI H E Documents and Settings H E Intel Browse to and select the folder you wish to O i 2 Da BAG Program Files backup to and then click the OK button Sy RECYCLER Ea Guetem Wolime Informatinn The default location for a database backup is CAMSSQL7 Backup It is highly recommended that a you use this folder but you may select a second backup location as an alternative If you are familiar with mapping network drives you may set your backup location to a different computer for added data safety Removing a backup Path To remove a backup path and clear the line click in the backup path line Hovering your mouse pointer over the line will display a pop up with more information as seen below Backup path 2 CAMSSQL7 Click to dear path Clicking in the line will present you with the x following prompt P This wil remove the backup path Are you sure h i J
6. After successfully saving the supplier you will see the new supplier in the list with all details you entered For example Bob s Food Company Contact Telephone Telephones Address Address Bobs Food Bob Green 011 1234567 0823456789 Shopda 24 Green Street Do not use any special characters in any of the suppliers details characters suchas gt lt etc will cause problems with the system To edit any supplier you can either double click on the supplier s name or you can click once on the Company Name Bobs Pond supplier and press the al button This will allow Contact Bob Green you to edit the supplier s details meei mzae Telephone 2 b82 456783000000 Address 1 Shopda Address 2 24 Green Street City HBe sd Fostal Code Paa E mall orders bobsfood co za Accounting Code E51 29984 or Once you have a supplier successfully added you may now create a purchase order from this supplier Version 6 1 5 2009 Coherent Software Solutions Lists 79 4 4 Customers The customer s listis essential for delivery and collect orders but a customer can also be assigned to table and counter orders Assigning customers to orders plays a vital role in the customer related marketing features of Aura without customer details Ifa customer complains or comments on that order itbecomes very difficult to link this back to the exact order Acustomer may also come in and ask what
7. 2009 Coherent Software Solutions Activities 29 Enter in the desired information for the stock item to be entered and click on OK to continue When entering item purchases if the stock item costing has changed compared to the last purchase a warning similar to the following will appear e Update the cost of 350ml CUP per EACH from 0 34 to 0 35 L This represents a 2 57 Increase If this is correct click on Yes to continue Repeat this process until all stock items on the invoice have been entered lf the figures entered balance correctly the supplier line in the GRV List section will change from being red As well as the GRV Status bar at the bottom of the Stock Purchases section changing from UNDER BY R to BALANCED As seen below je ute __Leteyhone supple Hel Purch Puce Yat aie nave From Till 1148 Supplier a465 A 100 00 R12 28 True False Stock Purchases Entered So Far R 100 00 Amount Needed R 100 00 GRY STATUS BALANCED This GRVis now completed At this point BackOffice has now automatically added the stock items to your stock management and updated the cost prices for the purchased items 2009 Coherent Software Solutions Version 6 1 5 30 BackOffice 6 1 5 Manual 3 1 3 Return Stock The Return Stock screen work the same as the Purchase Stock screen in reverse allowing stock to be taken out of your store room with a valid reason By doing so you will also be required to enter the monet
8. Reports Cashup Imaging Stock Search Backup PoleDisplay Picklists Updates Email General Cashup Settings M Modify Old Cashups Driver Gets Delivery Charge Blind Cashup Till Settings M Tills Cashed Up Seperately M Disable Employee Wages M Disable Petty Cash Till cannot be LOCKED if M Invoices are outstanding Any till shifts are open M Drivers are not cashed up shop One Shop cashup per day Cannot open tills if previous days Shop cashup is unposted General Cashup Settings Modify Old Cashups Affects the cashup screen itis best to leave this option selected Driver Gets Delivery Charge If your store does deliver orders to customers and your store charges a delivery charge that charge will be added to the driver s wages for each order Blind Cashup Prevents the cashup screen from showing the NET Sales Gross Sales Credit Cards GRVs paid from till or whether the till is over under Essentially the cashier doing the cashup on their own till will enter their cash on hand their credit cards and any petty cash payments The manager will only be able to see if the till cashup balanced once the till is posted and locked Till Settings Tills Cashed Up Separately This option is no longer applicable as all tills are cashed up separately by default now Disable Employee Wages If your employees are paid either an hourly wage commission or delivery charges selecting this option will d
9. The Transfer Stock screen allows stock to be moved from one location to another This could be from one internal location to another internal location or from an internal location to an external location and vice versa The uses of this feature can be as simple as moving stock from a larger bulk store room to the smaller in store store room If you have different employees that are responsible for each area and stock takes are done separately for each it is advisable to set up two locations for this purpose Another use of this feature is the transfer of stock to another store perhaps if a nearby store has run out of lettuce and your store has some spare by transferring the stock to this external location the recorded amount of stock can safely be removed from the store room without leaving any unaccounted for stock variances In order to use this feature you must have multiple locations set up If you do not you will not have a any locations available to transfer to For more information see the section on Stock Locations 120 F BackOffice Transfer Stock 10 x Activites Lists Monitoring Reports Preferences Help Activities Transfer Stock aj Transfer Stock pr Date Transferred 22 June 2009 lt gt From location Default Discard To location v Stock mr we eo ee _ Date Qty Measure Stock item From To __ Prepped Prep Unit Cost Comment ransfer Stock gt a we Cashup Date Transfe
10. Tiap Ret Lower Upper snoet Hame Sabu Delver Travel Time True In the Street Name and Suburb drop down lists select the desired name and which suburb it is located in Then on the Map Ref drop down list select the map reference that the selected street is found in on your map Once all the required information has been entered for this street reference click on the button to save The Deliver and Travel Time fields will automatically update with the information linked to the selected Map Ref as seen below e r a E Deliver Travel Time 0 Some Street Some Suburb True 00 14 Removing Streets If you need to remove a street for any reason select the street reference in the list and click on the button You will only be able to remove a street reference if there are no customers currently linked to the street If the streets have been set up incorrectly and you need to merge customers from two street references and remove the incorrect reference please use the Street Sweeper For more information see the section on the Street Sweeper 61 Version 6 1 5 2009 Coherent Software Solutions Lists 129 4 10 1 Street Names Clicking on the Street Name Adding New Street Names From this screen click on the button to add a new street this will allow you to enter in a street name As seen below Street Names pte ett Pe Pi ae poe r E EEE After entering the name
11. gt EACH BALSAMIC VINE R 37 83 GROCERIES a EACH BANANA R 1 60 FRUIT VEG rer 1 5KG BANANA SMOO R 75 00 SMOOTHIES Shick EACH BARONE SLICE R 10 26 BAKERY BY EACH BASE SALAD R 6 48 MANUFACTURE LITRE BBQ SAUCE R 953 GROCERIES a EACH BEEF PATTY R 9 20 UNCOOKED ME Cashup EACH BLACK PEPPER R18 00 GROCERIES EACH BREAD SLICE R 0 48 BAKERY EACH BURGER ROLL R 0 96 BAKERY z EACH BUTTER MINI T R 0 34 GROCERIES KG CAJUN SPICE R 43 88 GROCERIES TEP KG CAKE FLOUR R 0 00 GROCERIES EACH CANDEREL R 0 13 GROCERIES EACH CARRIER BAGS R 0 35 PACKAGING Preferences Retail License License Renewal Date 31 May 2010 a Keyboard shortcuts can now be used to navigate to the previous or next menu item in the current filter Alt left arrow To move to the previous record Alt right arrow To move to the next record Navigation Toolbar a Locate Specific Record This option will open the locate field value window Navigating Records 1 gi fal Filter Dataset This opens an advanced data filter showing only the menu items fitting the criteria specified Dataset Filter 15 Et Print Menu Items Shortcut to the Menu Items With Recipes Report Menu Items With Recipes Report Picklist Shortcut to the picklist manager Picklist Manager 100 E Refresh Data This option will force a refresh of the menu items listing This will also recalculate menu item costing from the recipes associated to them Category Filter The ca
12. on top of your business BackOffice 6 1 5 Manual 2009 Coherent Software Solutions This page is deliberately left blank Contents 3 Table of Contents Part 1 Part Il 1 2 Part Ill 1 O O N OO OFF BP W 11 Part IV 1 2 oO O fF Q 2009 Coherent Software Solutions Introduction 6 SOMWale CHANGES saraa a a a et etree aE aA Eaa A aaan 7 Getting Started 10 NAVIGATING ReCOrdS sinisi a a E E 13 Quick Start Checklist jidciexssacacincncsctesenncsdvectacansueseseunadedesteeeweaednecavadustuanerevendadasmeecwnaetaseausas 17 Activities 20 STOOK seisan EA e NE K eN E OEA OTOLE 21 Count SOCK naia A a N E 22 P rehase STOCK parnice eE A a a 25 Retur SIOGK anaana aaa aa aa a a aa Aaaa 30 Manufacture StOCK aieiai aAa aAa a 31 DIS CARE SLOG E E E E E E E O A AEE E E EE 35 Transter SUC CK pornn A a a E 37 Ca SIU ocrni e aaa a e eii 39 Ein PIG VEO Cas NUD sinirin a a a aa aaa aaa ia 40 TESKI a Or 1118 srana oe a er Re 43 SMO Cas MUP rasi a a a aaa 47 GEC MGS ataire a a AE 48 Menu PUBS sair a REER E ER A 49 SVNCNrONI SE serricornis 49 Capture Operating EXpenses ssussisisiais i been a aaa aaa 49 Transactions Purge NOMAD Log cccceceseeeeeeeeeeeeeeeeeeensaeeeoeeesneeseeoesaeaseeoesneaeesoeensaeaees 51 EXPON Dalai EXPONET arrra raa a a ELAT 52 BaCKUD Dalal Se sc a E S 52 AA S E EE E E 53 DESIGN FIO ORS iscissi sinr cence len onedeteccleeeotecevensete deere aeirtetuemietiones 53 Database Optimiser
13. Auto Apply Discounts 136 Auto Backup Feature 1 75 Auto Prompt to Add Operators 168 Auto Restart Transaction 166 Auto fill Form Settings Stock Purchases and Manufacture 173 B Backup Database 52 Backup Settings 175 Blind Cashup 171 Business Settings 163 Button Sizes Menu Items and Categories 159 C Capture Operating Expenses 49 Cashup Overview 39 Cashup Settings 171 Categories Employee 68 Categories Menu Items 85 Categories Stock Items 110 Check For Updates 196 Clear NOMAD Log File 51 Contact Details 202 Count Stock 22 Credit Card Printers Setup 158 Credit Card Setup NOMAD 161 Customer List 79 Customer Notes 166 Customer Search Fields 174 Customer Slip Printers Setup 157 D Daily Sales Monitoring 145 Data Exporter 52 2009 Coherent Software Solutions Index 203 Database Optimiser 57 Database Purge 58 Dataset Filter 13 DB Backup 52 Default Transaction Type 152 Delivery Areas 126 Departments Menu Items 84 Design Floor Plan 53 Devices Settings 160 Dialup IP Address 194 Disable Employee Wages 171 Disable Petty Cash 171 Discard Stock 35 Discount Reasons 133 Discounts Auto Apply 136 Discounts Time Based 139 Driver Cashup 40 Driver Gets Delivery Charge 171 So Edit Employee 75 Email Server Settings 177 Employee Cashup 40 Employee Categories 68 Employee Category Access Permissions 1 79 Employee Records 70 Employees Add New 71 Employees Edit Records 7
14. DRINKS CREME SODA SYRUP DRINKS FANTA SYRUP DRINKS SPRITE SYRUP FLOUR DOUGH BALL LARGE Stock take details would be captured under the Prepped and Unprepped columns on the right Capturing Stock Take Data The Prepped column is used for stock that has been prepared for use already ie drinks that have been moved from the store room to the fridge in front flour that has been taken out of the store room to the kitchen etc The Unprepped column is for bulk stock that has not been prepared for use yet Take careful note of the unit of measure Each KG Litre etc To capture stock take details into Aura simply select the relative stock item and enter the figures using the keyboard With a field selected the contents will automatically be replaced by the figure you type as seen below ADVERTISIN ABT BALLOONS 100 m T ADVERTISIN ADV CUSTOMER ADVERTISING CARDS EACH BE S BAKERY CROOI CRATES EACH b Press Enter or Return on your keyboard or selecting a different field with the mouse will enter this figure into the Post relative field Once the entire stock take has been entered ensure that the figures are correct and click the _ Post button on the top toolbar to save the stock take Version 6 1 5 2009 Coherent Software Solutions Activities 25 3 1 2 Purchase Stock The Purchase Stock screen is used to enter any goods received vouchers for stock coming into the store From these captured GRVs Aur
15. Device LPT Device serverikitchen M Direct To Port Copies 1 W Direct To Port Copies 1 Report None Report None Print line value on kitchen slip Print line value on kitchen slip Print totals on kitchen slip l Print totals on kitchen slip This tab allows you to set up your production printer Direct to Port is recommended because of it s speed difference as compared to using the Windows drivers but requires a different method of specifying the device Although you can also select a printer from the drop down list in Device and leave Direct to Port unselected Above you will see two example the left is an example of specifying a printer port on the local computer the right is Specifying a printer on a remote computer With a remote printer the context for the Device is as follows lt full computer name gt lt printer share name gt 2009 Coherent Software Solutions Version 6 1 5 158 BackOffice 6 1 5 Manual 6 1 2 3 3 Credit Card Printers Invoice Printers Production Printers Creditcard Printers This specifies the device you wish to use for your credit card printer this will print the credit card slip to this printer depending on your system configuration Direct To Port Copies i Report None M Print line value on kitchen slip Print totals orn kitchen slip This printer is only used effectively of you have a credit card system called NOMAD installed and configured For
16. Filter Active Activities Purchase Stock Return Stock g Manufacture Stock Lists Monitoring Reports Preferences ha Retail License License Renewal Date 27 June 2010 ZA Toolbar For more information see the section on Navigating Records 13 E Click this button to force a refresh of the over ring reasons list Filter This drop down list will filter the list of discount codes to show either active or inactive discount codes Discount Codes List The list below will display a list of the discount codes as per the Milter above Descriptions can be found below Existing Discount Codes If any cle COUME already exist in the system you will see the layout of the discount as in the following example RA 0 00 2009 Coherent Software Solutions Version 6 1 5 134 BackOffice 6 1 5 Manual Adding a New Discount Code To add a new discount click on the button from the toolbar This will display the following window allowing you to enter the desired settings for the discount edit Discount Code ES Ref Description Discount Amt IR 0 00 Fixed Override Voucher ls Percent Staff Meal I Late Delivery Active Shatus Open Auto Apply 7 Wutenmoast Faning Priority fi Time Specific OK Cancel Ref This field is used for a reference code for this discount this must be unique to this discount and cannot be used more than once
17. Pastes the recipe currently in the clipboard into the current menu item Scale all stock item quantities in the recipe by a percentage Stock List The right half of this tab lists all your stock items that can be used in a recipe StockNoO Displays the unique stock item code Desc Displays the full description of the item Measure Displays the unit of measure for the stock item Cost Displays the cost to store of the specified stock item Version 6 1 5 2009 Coherent Software Solutions Lists 117 Adding Items to a Recipe To create a recipe begin with the Stock items list on the right hand side Search for the desired stock item by typing the description in the Search block as seen below Stock Search ham Filter ALL T _ STOCKNO Desc Measure a BEQZ25 Granadella Tvist 340ml ci each FA 0 00 PEO26 Grease Proof Paper each F 0 00 FvOoo Green Pepper kg R 0 00 GRUSS Grill Basting ML Lrt R 0 00 LIG O43 Grunberger each A O00 MEOO Ham kg R 0 00 CLOW Hand dryer rental each FA O 00 CLO14 Hand soap ltr A 0 00 CLOTS Hand towl ltr R 0 00 CLO16 Handy andy ltr R 0 00 LIQOD4 Hansa each F 0 00 DED22 Heaven each RA 0 00 As you type the list will update and select the first item matching what you type Once the desired stock item has been located you can add it to the recipe by pressing Enter on your keyboard double clicking on the stock item or pressing the pe button Doing so will pre
18. Picklist Item Selection Size DROW Can 340rl Lemon Twist a DAO Can 340ml Soda Water gt q noni C JAn Ce rh mrri Items With Picklists The panel on the very left displays a list of menu items and menu categories that currently have picklists assigned to them Picklists The centre panel displays a list of picklists that are currently available to assign to a menu item With picklist specific options atthe bottom Picklist Selection Price By selecting one of these three options you may choose how the items in this picklist are charged for Compulsory Inside nvoicing itis possible to cancel a picklist allowing only the parent item to be rung up on it s own By selecting this option the menu item will only be added if the picklist is completed as well Number of selections allowed If you have multiple options inside this picklist and the customer has an option to choose two or three of them set the number of available selections here Picklist Item Selection Size Seeing as an entire category may be specified in a picklist as you will see further down you may specify only a certain size group inside that category to be available This will be described in more detail further on Menu Items Categories The panel on the very right hand side contains a list of menu items and menu categories that can be assigned to a picklist The Menu Items can be searched by entering either the unique item code or by the descrip
19. see the section titled System Settings 150 This setting is no longer active in this version Controls access to seta single lineitem on an order as voided this removes the quantity and cost of the item without removing the name from the slip For more information see the Aura Invoicing Manual With this permission allowed a manager may close off any table order regardless ofthe cashier or waiter assigned 2009 Coherent Software Solutions Preferences 191 6 3 Restricted Employee Categories The Restricted Employee Categories window was designed to prevent an employee from editing or adding a new employee to a category that is higher than his her own For example when set up correctly a manager will not be allowed to edit a current or add a new employee record using the category of franchisee Restrict Employee Categories i E Ioj x Employee Categories Restricted Categorie Unrestricted Categores Cashier Driver Driver Franchisee Franchisee Manager Manager Trainee Manager Trainee Manager Vi aitron Vi aitron Employee Categories The left hand list displays a list of your currently available categories Select the category you wish to edit here Restricted Categories Displays a list of categories that are restricted from the selected category s access Controls This toolbar contains functions used to maintain the restricted unrestricted categories list Unrestricted C
20. sub menu stock items also require a master recipe to function correctly The main difference comes in with the way that theses items are handled by the Aura system a sub menu stock item is simply a collection of stock items with preset quantities These items are designed to simplify the design of a menu by eliminating the need to duplicate 3 or 4 standard items over 10 different menu item recipes as seen in the following example Let s take a standard meal in a restaurant with a garnish of tomato lettuce a few onion rings and some seasoning If for example there are 10 meals that use the same garnish on the side these aforementioned stock items can be grouped together in the recipe for a sub menu item called Garnish By doing this you may now add Garnish to the menu item recipe as opposed to each of the four items in the garnish Aura Invoicing will automatically fetch the preset stock amounts from each item in the garnish when a meal is processed that requires it Wastage Displays the average percentage ofthe stock item thatis lost during the preparation of the selected stock item This will be the difference between the Prepped and Unprepped values shown in the stock takes The wastage percentage can be calculated by taking a certain quantity of the item before itis 1 prepared for use and comparing that to the quantity that remains after is has been prepared For example if you purchase cheese in bulk unit of measure KG and
21. x ne ee es ie Description Default Adding New Departments Creating a departmentis as simple as clicking on Departments xj the button along the toolbar in order to enter the desired code and description fields as seen here DEF Default These fields must be unique attempting to add two separate departments with either the code or description fields the same will not work After you have entered the desired code and xj description click on the ka button to save the changes As seen here DEF Default D1 POS1 UD POS Once you are satisfied with the list of departments simply click on the cose button to leave this screen The next step is to specify which departments each menu item is included in For more information see the section on the Menu Items Other Tab 98 Version 6 1 5 2009 Coherent Software Solutions Lists 85 4 6 2 Categories The Menu Categories window is used to maintain a list of categories to group your menu items together For stores that download the menu these will be preset by your head office and you should not ever need to use this window If you are setting up your own menu amongst other things a well thought grouping system for your menu items will result in Easier nvoicing menu navigation increasing the efficiency of your cashiers Clearer sales reports making it easier to find information Menu Categories i OX eee E ee a gt Touchscreen Buttons
22. 00 Gross Sales Ex O R A 261 40 Less Discounts A 603 90 400 Deliver Charges R18 00 Net Sales R 6 670 50 Less Coupons F1 A 0 00 Credit Cards F2 A O 00 Cheques F A O 00 Cash On Hand F4 A 0 00 Debtors F5 A 0 00 Petty Cash FE R 0 00 GRY s Paid A O00 Employee Wages Fr A 0 00 Add Addit Banking FS A 0 00 Driver Floats FS A 00i Float lssues F11 FA 0 00 Till Float F10 R 500 00 Gratuities A O 00 R 170 50 Coupons F1 Used to enter an amount for a customer coupon l e Asale where the customer paid with a store coupon this accounts for the sales amount without needing to add to the Cash On Hand Credit Cards F2 This will list the credit card sales paid into this till shift you can view or edit the amounts from this option Cheques F3 This will list the cheque sales paid into this till shift you can view or edit the amounts from this option Cash On Hand F4 The cashier should use this option to enter the cash amounts of each denomination into their own till shift lf the Till Float F10 is shown in the till shift cashup summary then the Cash On Hand F4 amount must include the float Debtors F5 If any customers have a prior arrangement with management for a tab or account of any sorts and are planning to pay the outstanding amount at a later stage these sales should be marked in this section Along with the customer name and information Petty Cash F6 Pett
23. 178 In order to activate a printer select the printer on the right under Available Aura Printers and press the arrow pointing to the left to move the printer to it s relative category Using the following button panel lt lt Moves all printers left into their respective categories lt Moves the selected printer into it s selected category gt Moves the selected printer to the right out of it s category effectively disabling the printer gt gt Moves ALL printers out of their respective categories effectively disabling ALL printers Once the printer is under the correct tab on the left click on the down arrow for Device and select your printer from the drop down list Direct to Port Recommended for Production Printers This option forces Aura to bypass the printer drivers and print directly to the port that has the printer attached to it Version 6 1 5 2009 Coherent Software Solutions Preferences 157 6 1 2 3 1 Invoice Printers Invoice Printers Production Printers Creditcard Printers This tab allows you to specify the settings for your customer invoice slip printer Simply select your invoice printer from the drop down listin Device M Direct To Port Copies f Report None Print line value on kitcher slip F Print totale on kitchen slip 6 1 2 3 2 Production Printers Invoice Printers Production Printers Creditcard Printers Invoice Printers Production Printers Creditcard Printers
24. 6 1 5 184 BackOffice 6 1 5 Manual To Close Off Someone Else s Till Shift To Confirm Credit Card Override To Convert Delivery Order To Collect To Delete A Customer Record To Delete A Menu Item To Delete An Attendee Record To Delete An Expense Payment To Delete Unsaved Invoice Line To Determine Which Activities Require Authorisation To Discard Stock To Edita Posted GRV To Edit An Already Assigned Invoice To Edit An Already Assigned Table To Edit An Existing Stock Take To Edit An Expense Payment To Edit Or Delete An Invoice Line To Edit Posted GRV Lineitems To End A Till Shift Manager Manager User Manager Admin n a Admin Manager User n a Manager Manager Manager Manager Manager Manager Manager Manager User Version 6 1 5 Controls access to end a till shift started by any other employee For more information see the Aura Invoicing Manual Controls access to manually process a credit card transaction if the automatic transmission fails For more information see the Aura Invoicing Manual Controls access to change a delivery order to a collect order For more information see the Aura Invoicing Manual Controls access to remove a customer record For more information see the section titted Customers 79 Controls access to remove a menu item For more information see the section titted Menu Items ee T
25. AF You are now ready to add new stock items to the purchase order Click on the button on the toolbar in the Stock Purchases section to bring up a list of items that can be For more information see the section on the Stock Item Selector 21 2009 Coherent Software Solutions Version 6 1 5 28 BackOffice 6 1 5 Manual Once you have selected the desired stock item and clicked on OK you should see the following Stock Purchase F l GRY 1148 GAY Date 19 Jun 2009 Stock ltem 250ml CUP m 0 000 VAT Exch A O 00 VAT Inel R 0 00 Location Defaut cea GRV This will automatically update with the GRV number of the purchase order that the stock item is being added to GRV Date This will show the date that the selected GRV will be saved on Stock Item Displays the stock item that you have marked for purchase If you selected the incorrect item and need to change it click the a button to go back to the Stock Item Selector Quantity If you are purchasing items that come pre packed in crates or boxes itis likely that the stock item itself has a Pack Size set up If you are unsure of the pack size or if the Pack option is unavailable simply enter the Unit quantity as normal If you are purchasing cans for example each can will come in a six pack Therefore the pack size for cans may possibly be set to 6 If you are purchasing 2 trays of cans with 4 six packs each then the number of six
26. Add New Supplier For more information see the section on Adding New Suppliers 7 Ref Enter your purchase order reference number it is generally accepted to use the order number on your invoice Telephone This will pick up automatically from the selected supplier s contact number Cost VAT Inc Total The VAT Inclusive Total is the total order amount including the full VAT amount VAT Back Office will automatically calculate the order amount before VAT according to the items purchased If you are purchasing items that are marked as VAT exempt these items will not add any VAT calculations in the purchase These figures now calculates automatically from the VAT exempt setting For more information see the section on the VAT Exempt setting for Stock Items 1141 Till Paid From Till Select whether or not this GRV will be paid using cash from a till shift or not After clicking OK Back Office will prompt you to select a till shift to pay the GRV from Amount Paid This option will only be available if paid from till Enter the amount paid from the till shift You can pay a GRV partially from a til and the balance from the safe in this case enter only the portion of the amount paid from till and leave the VAT Inc Total as the full amount Version 6 1 5 2009 Coherent Software Solutions Activities 27 Orders Generated from Order Manager If you have used Aura Purchase Order Manager to generate a purchase order you
27. Aura Kitchen Items application any items assigned to a specific employee will show up with their colour to identify who is responsible for that order Check Set Fingerprint Use this option to scan in a new fingerprint or check the currently scanned fingerprint Clear Fingerprint Use this option to clear any fingerprint currently scanned for this employee In order to use the above two functions you will need to have a compatible fingerprint scanner installed Contact our Aura Help Desk for more information on fingerprint scanners In order to save the fingerprints correctly you will need to save the employee without a fingerprint and edit the employee afterwards to scan a fingerprint For more information see the section on Editing Employee Records 75 Max Discount Percentage Enter the highest percentage discount that this employee can assign to any invoice Max Discount Value Enter the highest rand value discount that this employee cam assign to any invoice Staff Discounts Max Monthly Spend Enter the maximum amount this employee can receive in staff meals Max Discount Percentage Enter the highest percentage discount this employee can assign as a Staff meal discount Max Discount Value Enter the highest rand value discount this employee can assign to a staff meal discount If you leave the nvoice and Staff Discount fields blank there will be no restrictions on the amount of discounts this employee can app
28. CUP DRINKS 500 m CREME SODA 500ML CUP DRINKS 500 ml FANTA 500ML CUP DRINKS 500 ml SPRITE 500ML CUP Notice how the None button is not available when no items are selected just as the All button is not available if all items are already selected This is a quick and simple way to see if all items within the current filter are selected or not especially handy if the listis too long to fit on one screen To select all items in the complete menu change the category filter back to All and then click on the All button This will select all items in all categories Assigning Selected Items to Printers Once the desired items are selected the next step is to select the printer that those items need to print to This may be one printer or more than one printer as seen below Kitchen Printers Assign all selected thems to the selected printers Kitchen Printer Assign all selected items to the selected printer One printer selected Two printers selected Once the printers have been selected click the button above to assign the items This will assign the selected item or items to the selected printer or printers after which the assigned items will be removed from the list on the left Repeat this process until all required menu items have been assigned to the desired printers Once all items are assigned the list on the left should be cleared out Version 6 1 5 2009 Coherent Software Solutions Lists 105
29. Clock Out Time in 001 System Added By 2009 06 22 08 23 45 AM Transfer LICAS System Cashier 2009 06 22 08 43 45AM 2009 06 22 03 14 57 PM Stock DRY System Driver 2009 06 22 08 52 45 4M 2009 06 22 05 12 29 PM WTR System Waiter 2009 06 22 11 48 45 4M 2009 06 22 08 06 05 PM a a Cashup Time Wages Travel Wages Delivery Wages Commission Wages Cashup Summary A Wage Summay Driver Payment Calculation Time Wages R 0 00 Total Orders R 0 00 z po Travel Wages R 0 00 Delivery charges Excl VAT ownloa c ees Spee R 0 00 Float R 0 00 paloa ages R 0 00 Paid Already Credit Card Tips R 0 00 W R 0 00 Wages Menu Total Wages R 0 00 Payouts R 0 00 Activah Lists Nothing Owed R 0 00 Monitoring Reports Post Payouts Surveys Retail License License Renewal Date 06 June 2010 Z The Employee tab will show a list of employees that were active on the system for the selected cashup date To view information for each employee select the employee from the list at the top and below that you will now see their own cashup information To view more specific information select the different tabs along the top of the Employee Cashup Summary section Each tab will show more specific information regarding the relative section Drivers and Waiters must be posted before moving on to the till shift cashup If your employees are all paid an hourly wage then all employees need to be
30. Coherent Software Solutions Monitoring 147 Cashier Performance Daily Cashier Performance Comparison Cashier Performance History From date 2009 06 29 Until date 2009 07 06 Cashier Performance A anking Date Employee Value OF Sales Number Of Sales Average Sales Value 2009 07 04 LCR R 5 253 40 52 R 101 03 2009707705 LER R 4 515 30 4E R 98 16 2009707705 504 R 111 80 1 R 111 80 2009 07 06 504 R 277 20 2 R 138 60 gt 2009 07 06 Mow 3 810 60 AL R 92 94 Performance H istory 4 es 20 00 20 40 20 0 f i T Ma ha s e sg ET j pa TEA paa A Lo mha pa ot hi p E to ae i On the Cashier Performance History tab you have the option to check the cashier waiter performance records for a selected date range Set the range you wish to check by selecting the From date and Until date fields Below that a list of employees in that time period will be displayed summarised on the line graph below that To the right of this graph is the legend showing which colour line applies to which employee 2009 Coherent Software Solutions Version 6 1 5 148 BackOffice 6 1 5 Manual 5 3 3 Statistics Selecting the Staff gt Statistics menu option is used to keep active track of all staff meals rung up from nvoicing As seen below Em Employ ee Sta tistics lata ies ma To specify a date range to check set the Date from and Date until fields on the left ha
31. Description Enter a full description for the discount code This description will print on the customer s invoice slip Discount Amt Enter the amount that this discount will work with Discounts can be set to either take off an amount or override the order to a certain amount Before entering the discount amount you must decide whether this discount is going to be a 1 percentage or rand value based discount You must also decide if this discount will take off the said amount or override the order to a set amount These two option Override and Is Percent are found further down Fixed If you would like nvoicing to apply the discount with the exact amount that is entered above tick this option If this option is de selected nvoicing will prompt for the discount amount percentage when the discount is applied Override With this option selected applying this discount will override the order to the amount selected With this option de selected it will take the abovementioned amount off the current order Voucher This option is used for statistical marketing report purposes only Is Percent Selecting this option will change the discount amount from a fixed rand value to a percentage of the order that the discount is being applied to Version 6 1 5 2009 Coherent Software Solutions Lists 135 Staff Meal This option is used to help separate the discount reasons from normal customer discounts Selecting this option will
32. Permissions screen provides the features to restrict the level access each employee category has to the Aura system For security and consistency reasons permissions are set up by category instead of each employee individually This screen can be accessed by selecting Access Permissions from the Preferences menu F BackOffice Employee Permissions 5 x Activities Lists Monitoring Reports Preferences Help Employee Permissions Employee Categories Allowed Activities for Cashier 19 To Access The Menu Item Selector DRY Driver To Adjust Invoice Line Quantity Count Stock FRCH Franchisee To Assign Driver KIT Kitchen Staff To Authorise Discounts MGRA Manager To Cashup a Waiter TAM Trainee Manager To Close Table WTR Waitron To End Till Shift To Issue Waiter Floats To Modify Captured Surveys Retum Stock To Modify Invoices v Deny all o Grant all g Manufacture Search Clear Search Stock Prohibited Activities for Cashier 195 To Abandon An Invoice To Access Expense Categories Discard Stock To Access Expense Items To Access Expense Payments a To Access Menu Items ToAccess Stock Items To Activate Or Disable Plugins To Add n Expense Payment To Add New Menu Items To Alter Menu Item Descriptions To Assign ltem To External Stock Location To Authorise 4 Transaction Refund To Authorise Any Staff Meal To Authorise Own Staff Meal To Browse Old Invoices
33. R 55 68 UNCOOKED ME G03 EACH BALSAMIC VINE A 37 53 GROCERIES FV 002 EACH BANANA R 1 60 FRUIT YEG SMOO 1 5KG BANANA SMOO A 75 00 SMOOTHIES E011 EACH BAR ONE SLICE R 10 26 BAKERY H004 EACH BASE SALAD R 6 48 MANUFACTUR GO1 LITRE BBO SAUCE R 4 63 GROCERIES 2 a lele hb e Recipe for above item The left half of this tab contains the recipe for the selected menu item Code Displays the unique stock item code Qty Displays the quantity of the stock item used in the recipe Measure Displays the unit of measure for the stock item Description Displays the named description of the items in the recipe Cost Displays the cost to store of the specified stock item as used in the recipe Toolbar S ee Use this button to search for all menu items that have the selected stock item in their recipe Adds the selected stock item to the recipe for the current menu item Removes the selected stock item on the left from the menu item recipe Removes ALL items from the menu item recipe ES E Copies the current recipe to the computer clipboard for later use LR l l is Pastes the recipe currently in the clipboard into the current menu item Scale all stock item quantities in the recipe by a percentage Stock items available for recipes The right half of this tab lists all your stock items that can be used in a recipe This listincludes items that are purchased and items that are manufactured in st
34. Reports Cashup Imaging stock Search Backup PoleDisplay Picklists Updates Email Tables Prompt for Head Count Prevent a waiter clocking out if they have open tables Transaction Screen M Alphapos Classic Keyboard Mode M Auto Prompt To Add New Till Operators Payment Tender Amounts Tender 1 10 Colour ii Custom Tender 3 50 Colour E Custom Tender 2 20 Colour Custom Tender 4 100 Colour Custom Tables Prompt for Head Count When starting a new table order Invoicing will automatically display a prompt asking for a table head count Prevent a waiter clocking out if they have open tables Selecting this option will not allow a waiter to clock out of the system if they have any tables that are not closed or paid into a till shift Transaction Screen Alphapos Classic Keyboard Mode This option will enable or disable the classic keyboard shortcuts in both touch screen and normal keyboard mode It is recommended to keep this option selected all the time Auto Prompt to Add New Till Operators Selecting this option works in conjunction with a new feature of Aura Invoicing f this option is selected and a non operator on a till shift attempts to put through a counter order Invoicing will ask if a second operator should be added By clicking yes to that prompt it follows the same procedure as adding an operator manually Payment Tender Amounts Tender 1 to 4 These four options creat
35. Version 6 1 5 176 BackOffice 6 1 5 Manual 6 1 3 3 9 PoleDisplay Specific Computer All Computers Printers Store Settings Head Office Settings Program Settings Network Settings General Invoicing Reports Cashup Imaging Stack Search Backup FoleDisplay Picklists Updates Email Line 1 Line 1 If you have any customer pole displays set up in your store then the message typed in here will automatically scroll on the display when notin use Arecommended message would be along the lines of Next customer please 6 1 3 3 10 Picklists Specific Computer All Computers Printers Store Settings Head Office Settings Program Settings Network Settings General Invoicing Reports Cashup Imaging Stock Search Backup PoleDisplay Ficklists Updates Email Enable Picklists Columns To Use Only applies to keyboard interface Code Price Size Enable Picklists By ticking this option nvoicing will allow the use of picklists If you de select this option all menu items will be forced to ignore picklists completely For more information see the section on Picklists 100 Columns To Use Only applies to keyboard interface Code Price Size This setting is no longer in use and should be removed in the next release of the Aura software 6 1 3 3 11 Updates Specific Computer All Computers Printers Store Settings Head Office Settings Program Settings Network Settings Gen
36. as a Staff Meal cannot be made into a auto apply discount attempting to do 4 this will display the following message formation ET i Staff discounts cannot be auto apply Outermost pairing This is an extra option relating only to the auto apply feature and is described further below Priority With auto apply discounts you can tell nvoicing what order to search through the list for a valid match This is described further below with the auto apply discounts Time Specific If a discountis only available for a certain time period of each day or only on certain days of the week this can be restricted here Any time the discount list inside invoicing is opened it will only allow discounts that are set to be available during the current day and time For more information see the sections on Auto Apply Discounts 13 and Time Based Discounts 13 2009 Coherent Software Solutions Version 6 1 5 136 BackOffice 6 1 5 Manual 4 12 1 Auto Apply Discounts Invoicing can be set to automatically check the line items in an order and see if they match a preset discount reason If that is the case the discount will be applied automatically and a notification message will be displayed That process is described in the Aura Invoicing Manual To setup an auto apply discount in Aura Back Office first set iz up and save the standard discount After that select the gt ee discount and press the a button on the toolbar
37. change the way this discount responds inside nvoicing For more information on how this affects staff members applying discounts see the section on Employee Discount Settings 72 Any discount set up as Auto Apply cannot be made into a staff meal attempting to do this will display the following message Late Delivery If the discount being set up is to be used to mark a delivery as late according to your individual store s requirements select this option Active If this is selected this discount will be available from nvoicing With this de selected it will not be available Status In larger store chains where a menu is downloaded from a head office store the menu items stock items and discounts are most often locked and cannot be edited by each store If your menu is locked and a discount is set as Open you will still be able to edit this discount code If your menu is locked and a discount is set as Controlled you will not be able to edit the discount settings Auto Apply This option can be set to automatically apply the desired discount when certain menu items have been metin a customer s order When selecting this option keep in mind that due to the methods used to check and apply discounts automatically these can only ever be applied as line item discounts For more information on the difference between line item and invoice discounts please see the Aura Invoicing manual Any discount set up
38. drinks they had with the last order without assigning a customer the order history feature will not function correctly either If your store does not process any collect or delivery orders you may not need to access the customer list and this feature will quite likely be disabled on your system Please contact Aura for more information on enabling the customers feature in Aura To access the customer list go to Lists gt Customers TT Activites Lists Monitoring Reports Preferences Help Activities Customers a m at ey ae as a View Active gt Fix Phone Numbers Update Customer Statd FirstName LastName _ Telephone Street Street_ Suburb Flat Ares 2 First Order Date Le ContSiock Purchase Stock Return Stock Along the top you will see the standard toolbar followed by a filter to show active or inactive customers Next to these options are two buttons designed for customer maintenance pean ene Pressing this button will attempt to fix customer phone numbers by adding your default dialing code to incomplete numbers Using this feature will display a prompt similar to the following x e This will add your default dailing code 033 to all of ae your customer s telephone numbers that are 7 characters or less Cancel There are a few important points to keep in mind This will only affect numbers stored in the Phone field as described further below It will not alter phone numbers tha
39. e E E R E Hourl Count Stock Purchase Stock Toolbar For more information see the section on Navigating Records 13 Show Located in the top right hand corner Select to display either active or inactive employees Employee List Displays a list of employees currently in the system along with any details assigned to each employee Added By l IMPORTANT NOTE Certain employees even though having access to BackOffice should not have rights to edit employee records of a higher level of staff For example a manager should not be able to maintain or create a franchisee employee record Allowing a manager to do so would create serious security issues in your store that will prove to be very difficult to trace For more information on preventing this see the section on Restricted Employee Categories 19 For more information see the relative topic below Adding New Employees 7 Editing Employee Records 75 Version 6 1 5 2009 Coherent Software Solutions Lists 71 4 2 2 1 Adding New Employees To add a new employee from the toolbar click on the button This will start the Insert New Employee wizard as seen below Insert a new employee Employee Details Enter personale details for the employee Employee First Name Telephone Last Mame Alt Telephone Step 1of3 Fat Subut Employee Details Street Fostal Code Next Step Employee Settings Enter the required informati
40. from inside the order if need be Float This float amount will be automatically inserted into this till shift This figure can still be adjusted in the cashup screen Payment Screen Delay Select the number of seconds that the customer payment screen shows for before closing This controls the close down timer after entering the cash amount from the customer and also displays the change 5 seconds is a generally accepted figure for this If your till drawer is opened automatically by nvoicing do not set this to 0 seconds Ithas been known to cause problems with not allowing the command to open the till drawer enough time to get through preventing the till drawer from opening automatically Persist User When selected this will force nvoicing to take the first password entered and for that invoicing program session and will automatically insert that same password at every password prompt nvoicing will continue to assume that the first employee is working at this computer until either Invoicing is closed or until Secure Till is clicked Convert Delivery to Collect if Address Fails If an order is rung up as a delivery but the customer s address does not have the required information for a delivery Invoicing will show a warning about the address and then convert the delivery to a collect If this option is not selected then Invoicing will simply show the warning about the address being invalid and prevent the order from being pro
41. in the current category filter Click on the None button to deselect all items This is only available once an item has been selected Menu Items List Below the filter is a list of all menu items matching the currently selected category filter Kitchen Items Assign all selected menu items to selected printer This button is used to complete the assigning process and is only available once menu item s and kitchen printer s have been selected This will be described further down Production Printer List Below the assign button is a list of all available production printers 2009 Coherent Software Solutions Version 6 1 5 104 BackOffice 6 1 5 Manual Alternative Ways to Select Menu Items To select menu items individually click in 350 ml COKE 350ML CUP the box to the left of the menu items as seen DRINKS 350 ml CREME SODA 350ML CUP below DRINKS 350 ml FANTA 350ML CUP i i DRAINKS 350 m SPRITE 350ML CUF DAINES 500 ml COKE 500ML CUP DRINKS 500 m CREME SODA SOOML CUF Wl DRINKS 500 ml FANTA SOOML CUP Large BBO Sauce Extra STARAS Lange Chicken Extra DI CVTOAC 1 aran Dhika Cbr SEX In order to select all items in a certain category select the desired category from the drop down list and then click the All button as seen below 350 ml COKE 350ML CUF DRINKS 350 m CREME S004 350ML CUF DRINKS 350 m FANTA 390ML CUF W DRINKS 350 ml SPRITE 350ML CUP DRINKS 500 m COKE 500ML
42. information see the section titled Expense Categories 12 To Access Expense Items Admin Controls access to the Expense Categories screen For more information see the section titled Expense Items 122 To Access Expense Payments Manager Controls access to the Expense Item Payments screen For more information see the section titled Capture Operating Expenses 49 To Access Menu Items Manager Controls access to the Menu Items screen For more information see the section titted Menu Items 86 To Access Stock Items Manager Controls access to the Stock Items screen For more information see the section titled Stock Items mi To Access The Menu Item Selector User Controls access to the Menu Item Selector For more information see the Aura Invoicing Manual To Activate Or Disable Plugins Admin Controls access to the Aura Plug ins window For more information see the Aura Invoicing Manual To Add An Expense Payment Manager Controls access to processing a new Expense Payment For more information see the section titled Capture Operating Expenses 49 To Add New Menu Items Admin Controls access to adding new Menu Items For more information see the section titted Menu Items 86 Version 6 1 5 2009 Coherent Software Solutions To Adjust Invoice Line Quantity To Alter Menu Item Descriptions To Assign Driver To Assign Item To External Stock Location To Authorise a Tra
43. lce Cream fit netruction it Pasta Salads 2 4 4 p B 0 T T T T T T T T T Select Close Clear all items Selecting this option will clear ALL items from this printer thus setting no items to print to this production printer until they are reassigned Clear all items in a category This option will show the same window as Assign to all items in a category but selecting a category will then stop all items in the selected category from printing to the selected production printer 2009 Coherent Software Solutions Version 6 1 5 98 BackOffice 6 1 5 Manual Menu Item Departments In the lower right corner of this tab you will see a Departments selection block this selection block allows you to specify which department a particular menu item is a part of As mentioned in the Menu Item Departments section a single menu item may be assigned to multiple menu departments without a problem this is done by simply ticking all the desired departments for the current item Seen below is the example of a list of available departments this list only displays the description field of the departments the code field is used to ensure that the items are linked correctly to the description Departments S y Oyj In order to include an item in a specific department simply browse to the menu item using the Navigation Bar 3 and tick the desired department s As seen here Fe A aa Ey There is no need to t
44. more information see the section on the NOMAD Settings 6 If you use any other credit card system it will need to be separately from the Aura system Version 6 1 5 2009 Coherent Software Solutions Preferences 159 6 1 2 4 Touch Screen specific Computer al Computers Printers Selected Till Computer Name DT HLT ANDREG Copy Till This Till Select Till Till 1D 1 Settings __ Invoicing Settings Printer Settings Printer Setup Touch Screen Devices Reports Credit Card Transaction Screen Category Buttons Panel Menu Sizes Buttons Panel Button Images Button Font Sizer Othe 0 al 0 Fa i i i a earch Keep List Open Rows Cols Rows Cols l Display I Overlap Buttons Use Large Order Scroller Switch Transaction Buttons Logo Filename No image loaded as Display Stretch Prvew _A NRA Transaction Screen Category Buttons Panel Rows and Cols Select the number of rows and columns for the category buttons Menu Sizes Buttons Panel Rows and Cols Select the number of rows columns for the menu item buttons Button Images Display This will select the method to display the scrolling buttons inside a new order Button Font Size Small Medium Large Allows to select between 3 preset font sizes for the text labels on the category and menu item buttons Other Keep List Open If selected After ringing up a menu item nvoicing will keep that
45. not have any stock included in the location This will need to be set up from the Stock Items per Location screen Selecting this option will present you with the following screen 3 Backoffice Stock Locations lolx Activities Lists Monitoring Reports Preferences Help Activities Stock Items Per Location Stock Location Q Current stock location Default Count Stock Search o O cA Stock Included in Default Stock Exluded from Default Purchase _ STOCKNO ITEMDESC StackNo ltemDesc Stock baon Pamphlet Distribution 4003 Menus lt 3 A004 Other Advertising A010 A Balloons gt Retum Stock tid a1 A Balloon Sticks B001 Torpedo Subs A B002 Ciabatta Bread Ea Manufacture Coot Mozzarella Stock c002 Cheddar Slice gt 9 coos Feta coos Grated Cheddar Discard CO06 Grated Parmesan Stock CO13 C Floor Cleaner ibn C014 C Refuse Bags l Cie O Chaaliitaal Stock Location Current Stock Location Use this drop down list to select the stock location you wish to edit Search Typing part of a stock item s description or code in this block will filter the lists found below Stock Included in lt ocation gt On the left hand side is a list of stock items that are currently included in the selected Stock location Stock Excluded from lt ocation gt On the right hand side is a list of stock items that are current excluded from the selected stock location Toolbar om Check that all s
46. selected location select the item on the left hand side and gt ee press the E button This will move only the selected stock item on the left out of the current location l l gt gt To remove all items from the current location and start over use the button Any changes made here are automatically saved there is no undo function for editing stock item 1 locations Version 6 1 5 2009 Coherent Software Solutions Lists 123 4 8 Expenses The Expenses tracking feature of Aura may be used to maintain a log of payments made from the store for non sales related items This maybe anything from staff transport arrangements utility accounts or even repairs and maintenance to in store facilities tables and chairs for example Before an expense may be captured correctly in Aura first a category must be in place for the expense and then an expense item for that particular type of expense will need to be added Once these requirements have been met you may capture the expense as required For more information see the sections on Expense Categories 12 Expense Items 2 or Capturing Expenses 4 4 8 1 Expense Items The Expense Items screen gives you an interface to set up and maintain the available expense items lox Activities Lists Monitoring Reports Preferences Help Activities Expense Items 3 Navigation Q f A A eas oe pes pI Category Filter ALL Show Active Count Stock Field V
47. than once Version 6 1 5 2009 Coherent Software Solutions Help 195 7 3 ID Numbers Selecting ID Numbers from the help menu will display unique information about your server system This will only be required by our Aura technicians and you will most likely not need this information for any reason Aura ee E E Ez Alphapos Software Support Numbers 2009 Coherent Software Solutions Version 6 1 5 196 BackOffice 6 1 5 Manual 7 4 Check For Updates Clicking this option will open up the Aura Updater which will connect to the Alohapos servers to check your current version of the Aura Software again the latest release version If a newer version is available for download from our servers Aura Updater will alert you and prompt to download and automatically install the updates You must have a working and active internet connection in order to check for updates The Aura Updater can also be launched from inside Aura BackOffice by selecting Help gt Check for Updates When the Aura Update application is launched it will automatically attem pt to check for available updates for your Aura POS software If no updates are found it will display the following screen Aura Update Update Complete Aura is up to date You already have the most recent version of Aura installed on your system Please click Close to exit The above message confirms that you already have the latest released Aura software ver
48. that item to the left hand side Release the mouse button when the cursor is over Menu Items With Picklists as seen below ltems with Picklists ee Menu Items with Pickligts foe Cabegones with Picklis Picklists El Example Picklist eo 8 Fit Down 001 search 2 ee Menu ltems Categories L m T ake Away L002 Code Size Description l LA 4 KOD Bon Wino Ory LA 01 ea FOO Bon Vino Red Fe LA OS Ba FO0O0ml Bon Ying Rose LA Oe ea 00ml Born Vino Se DAU Drinks FOOml Coke DAO water FO0Oml Mineral water PIOI0 A No Swop Adriatic Once the item is added to the Items With Picklists sections you can now assign the picklist to the item Click and drag the desired picklist from the Picklists column to the Items With Picklists column as seen below items with Picklists Picklists E Menu Items with Picklists BEE xample Picklist BES driatic NCOg5 Sit Down 001 kz s Take Away 002 Categories with lists In the end you should see the following structure under the Items with Picklists E Menu thems with Picklists o b Adriatic C035 ere Picklis ie Categories In the above example From nvoicing whenever the selected menu item is rung up a picklist called Example Picklist will prompt for a Sit Down or Take Away instruction to be Assigning a picklist to a menu category As with assigning a picklist to menu item we can also assign a picklistto
49. the description As seen in the following example the list of permissions for Cashier has been filtered using the keyword till Deny all B Grant all d Search til Clear Search Prohibited Activities for Cashier 5 matching rll ee The Deny All and Grant All buttons now take this filter into account as well affecting only the permissions shown in the filter For example if we press the Grant All button while the filter is set as in the image seen above only the items displayed will be added to the list of allowed activities any other permissions that are not shown will not be included To clear the Search block either press the BackSpace key a few times or press the Esc key once 2009 Coherent Software Solutions Version 6 1 5 6 2 1 182 BackOffice 6 1 5 Manual List of Access Permissions During an Aura upgrade a newer version of BackOffice or Invoicing may require new activity codes to be added this is done automatically during the upgrade process With the exception of certain access permissions new permissions will default to being prohibited from most employees including the default FRCH franchisee employee category In addition to this due to information links in the database activity codes that are no longer in use in a new version may not be removed completely Aura Version 6 does perform maintenance on this list and clear out many of the older and unused activities the l
50. the top Browse Invoices xj FA Cancel This will display the following window To begin first select the date from the calendar drop down list as seen here Version 6 1 5 Browse Invoices x i Dat E June as E Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 TO e ad H0 H Te 1 JE 15 16 A 18 19 2 21 22 23 24 gh 26 2 eo 29 30 lt 3 Today 2009706725 2009 Coherent Software Solutions Lists 67 Browsing Orders on the Selected Date After selecting the desired date click on OK to show alist of all invoices on the selected date You will be presented with a window similar to the one below F Order History a Ilo m x Previous Orders selata oo A oS ena 26 2008 03725 03 09 57 F 1 0 25 2008 03 25 03 09 44 F 1 119 7 0 001 24 2008 03 25 03 09 19 F 1 46 7 0 001 23 2008 03 25 03 09 07 F 1 17 7 0 001 Order Detail 1 LRG031 Chorizo pizza 1 P1001 Thin 1 1002 as Take Away 1 DISC R59 90 Discount Discount 1 LRG028 Hot Stuff Pizza 1 P1002 Thick 1 1002 a Take Away 1LRGOO4 Rock amp Roll Pizza 1 P1001 Thin 1 1002 Take Away From this window you may now browse through the orders for the selected date in the Previous Orders section at the top of the window Selecting an invoice will display the contents of that invoice in the Order Detail section below that Once you have found the invoice you are looking for you may re pri
51. using spreadsheets Database Purge is equal to clearing a row of information while Database Optimise is equal to saving your spreadsheet file Version 6 1 5 2009 Coherent Software Solutions Activities 61 3 10 4 Street Sweeper The Street Sweeper application is part of the database maintenance software This application is used to remove duplicate street entries in your customer list When this application is run you will be presented with the following screen Confirm es gt You must first backup your database Backup now As the Street Sweeper application changes information in your database directly for safety a reasons the application will not continue unless a backup is performed first Street Sweeper Home Screen After the backup completes you will be presented with the following screen listing all your current street names and Suburbs i Street Mover ver 1 0 0 6 lel Es Corect version of street Incorrect version s to be replaced Aandblom St Devil s Peak Estate Aberdeen St Woodstock O Aandblorm St Devil s Peak Estate O Aberdeen St Woodstock C Acom Cl Devil s Peak Estate C Acom Cl Devil s Peak Estate Adam Tas 5q Brooklyn Adam Tas 5q Brooklyn Addison St Salt River Addizon St Salt River Adelaide Ad woodstock Adelaide Ad Woodstock Agapanthus Ave Devil s Peak Estate C Agapanthus Ave Devil s Peak Estate Albert Ad Mowbray Alber
52. vital link Aura can better manage and track the stock flow from supplier to store as well as ensuring the correct functioning of the Return Stock feature Certain stock purchase and control reports also use this information to categorize and group information for easier viewing For more information see the section on Return Stock 30 The suppliers list can be accessed by going to the menu Lists gt Suppliers BackOffice Suppliers Maintenance Oj x Activities Lists Monitoring Reports Preferences Help Suppliers a ae ss NPR A 77 Email Q a PostalCode Email Count Stock gt A Purchase Stock D Return Stock z Manufacture Stock a xp Discard Stock Le Transfer Stock Lists Lists _ Monitoring onitoring la Yv Reports b Preferences Retail License License Renewal Date 09 June 2010 A 2009 Coherent Software Solutions Version 6 1 5 78 BackOffice 6 1 5 Manual Creating New Supplier Record Adding new suppliers is as simple as clicking on the button from the toolbar This will bring up Company Name the Insert a New Supplier screen as seen here Contact Telephone 1 Telephone 2 Address 1 Enter in the required details for the supplier and Address 2 DE City press the ai button Note that OK will only be available after information has been entered into Postal Code the Company Name Era Accounting Code K Cancel
53. will be given an option to use the pre generated order once the supplier has been selected This will show a prompt similar to the following F Browse Purchase Orders E oj x gt 2005 11 04 10 46 10 AM RA 857 90 AW2010 A 978 00 The above window will display a list of all available purchase orders that have not been entered into the Purchase Stock screen yet select the desired order from the list and press OK If you wish to create a new order and not the automatically generated orders click on Cancel to return to the normal Create a New GRV window The orders generated in Order Manager are used to prepare a purchase these should only be a entered into the Purchase Stock screen once the order has been placed and the stock arrives Adding Stock Items to the Purchase Order Once you have successfully added a new supplier purchase the GRV section should show up similar to the following PE a E From zae 1148 Supplier 84651 Ri00 00 RO 00 False You should also see the Status Bar below the Stock Purchases section change Stock Purchases Entered So Far R 0 00 Amount Needed R 100 00 GR STATUS UNDER BY R 100 00 The Purch Price column is the amount including VAT and the VAT column is the VAT amount on it s own The status bar along the bottom of this screen now displays the amount including VAT In order to account for VAT exempt items correctly the Value Added Taxis calculated on each item individually
54. will clear all fields in the Item Description section allowing you to insert the information for the new stock item as seen below Navigatio mo oA e H INT er oe Ad al Refresh Costs Category Filter jal ss Show JActive Field View Spreadsheet View Item Description Stock Code Description wastage Category _ _ Unit of measure Bulk Cost Stock type Controllable Prepped Cost Desired level p Manufacture P Suto Manufacture IY Inactive 7 Exclude from Worksheets fv Sub Menu 7 Vat Exempt For a description of the different fields please check the screenshot description above this section After adding all required information in the fields above you will need to click on the x button to save the item If this item is to be marked as a Manufactured Item keep in mind the stock item must be saved before a recipe can be added for this item This is done to ensure the recipe and stock item are linked correctly See the list of topics further below for more information on extra stock item options Editing Stock Items h In order to edit a stock item with the item on screen click on the al button to open the item for editing This will keep the information currently saved for the selected item and allow you to edit the required information Once again you will need to click on the ka button to save any changes made to the stock item Aura will not allow you to change the stock code on
55. 2 Devices 16 Reports 16 Credit Card 16 2009 Coherent Software Solutions Version 6 1 5 152 BackOffice 6 1 5 Manual 6 1 2 1 Invoicing Settings specific Computer al Computers Printers Selected Till Computer Name DT HLT ANDREG Copy Till This Till Select Till Till 1D 1 Settings __ aa EES Invaicing Settings Printer Settings Printer Setup Touch Screen Devices Reports Credit Card T h Persist User iba Convert delivery to counter if address fails Opening Form Main Prompt for Name for Counter Orders F Warn if duplicate customer exists Default Transaction Type Counter Prompt For Transaction Type Float fo Use Table Numbers Payment Screen Delay 1 0 2 Grid Size Modifier Confirmation Amounts New Customers 0 Other Customers 0 General General Form Look Normal Touch Screen In a new invoice Normal will require cashiers to ring up menu items with typing in the code Touch Screen will show the menu as buttons Opening Form Main GUI Main will open nvoicing into the normal screen with the two tool bars along the top and the invoices listed below GUI will open by default to the Table Floor Plan click here for more information on setting up the floor plan Default Transaction Type Counter Collect Table Delivery From the drop down list select the transaction type that your cashier s will use most often as the default This can still be changed
56. 2 BackOffice 6 1 5 Manual Posting an Employee To post an employee select their name from the list and press the Post button in the lower left side of the cashup screen This will show a list of currently active till shifts to post the employee into Take note this will only display till shifts that have not been ended or posted Please Select A Till x Heo THLID C 514 22 Jun 2009 Select the appropriate till shift and click OK If the employee is still clocked in you will see the clock out prompt click on OK to complete the process Once the employee has clocked out the system will show the following message CT x i Employee has been cashed up successfully Once OK is pressed Aura will refresh the screen and show the posted employees with a green background colour as seen here Empit Full Name Clock In Time Clock Out Time 00T System Added By 2009 0822 08 23 45 AM CAS System Cashier 2005 06 22 05 43 45 AM 2003 06 22 03 14 57 PM Repeat this process until all necessary employees have been cashed up into their respective till shifts Version 6 1 5 2009 Coherent Software Solutions Activities 43 3 2 2 Till Shift Cashup 0 x Activities Lists Monitoring Reports Preferences Help fie Fem Dae Refresh Q 22 Jun 2009 7 Count Stock Employee Till Shop P A yo Till ID a oe Oe A ET hari 514 1 22Jun2009 1 0 Stock D Return Stock f4 gt E Till Totals O
57. 4 6 6 Items Per Report Group Report Groups allow more versatility in the summary reports when viewing reports you will notice certain reports have a second option in the menu labelled as lt report name gt By Report Group Aimed mainly at combo stores one beneficial feature of separate report groups is the ability to have different Royalty Percentages for each report group For more information see the section on setting Royalty and Advertising Percentages 1 Your Aura system must have atleast one Report Group set up before this feature is available Currently this must be done by the option found in Lists gt Menu gt Items under the tab labelled Other For more information see the section on Menu Item Report Groups 2 Working With Report Groups When using the Items Per Report Group option you will see a screen similar to the following F Menu Items Per Report Group 2009 Coherent Software Solutions Menu Items Per Report Group Report Grou Curent Report Group Detault Search Just Juice Granadill Just Juice Kiwi Pea Just Juice Litchi Pe Just Juice Manga C Just Juice Orange Lipton Lemon Carn Lipton Peach Can Lipton Peach Lite L Lipton Can Manga Minute Maid Minute Maid Orang Minute Maid Orang Mineral Water Powerade Jagged Powerade Mountai Powerade MH aartie Powerade Orange H Version 6 1 5 106 BackOffice 6 1 5 Manual Report Group The upper most section of
58. 5 Employees Menu Overview 68 Enable Editing of Invoices Mainly Table Orders 166 Expense ltem Categories 125 Expense Items 123 Expense Menu Overview 123 7 Feature Registration 194 Find Previous Invoices 66 Fingerprint Access 160 Fingerprints Add Employee Login 71 Fingerprints Edit Employee Login 75 Float Setup 152 Floor Plan Designer 53 Force Password Change 166 Form Look Touchscreen Normal 152 tks General Report Settings 169 General Settings 166 Get Menus 48 Version 6 1 5 204 BackOffice 6 1 5 Manual Getting Started 10 Goods Received Voucher GRV 25 Gratuity Line 154 Grid Size Modifier 152 Group Items on Invoice 154 H Head Office Settings 164 Help Menu Overview 194 Imaging Settings 172 Internet Connection Address Dial up Only 194 Introduction 6 Invoice Notes All Slips and Delivery Only 166 Invoice Printers Setup 157 Invoice Settings 152 Invoicing Settings 168 Items per Location 121 K Keep List Open 159 Kitchen Printer Wizard 103 Kitchen Printers Setup 157 BN Label Printer Setup 154 Large Order Scroller Order Navigator 159 List Old Invoices 66 Lists Menu Overview 66 Locate Specific Record 13 Locations Stock Items 120 Make Line Printers Setup 157 Manufacture Stock 31 Map Grid References 126 Menu Download 48 Menu ltem Categories 85 Menu ltem Departments 84 Menu ltem Picklists 100 Menu Items Menu Overview 83 Menu Items Overview 86 Menu I
59. Areportis also available to vew a Summary of captured employee surveys For more information see the sections on the Employee Surveys 4 and the Survey Ratings Report When opened the Customer Survey screen will show as follows F BackOffice Customer Survey Questions E P 10 x Activites Lists Monitoring Reports Preferences Help Activities Customer Survey Questions i fh km mw a ee SC Filter Active Count Stock _ Code Description Purchase Stock Return Stock Set Up Survey Questions a or To insert a new survey question to the list click on the button from the toolbar this will allow you to enter a unique code and the description for the first question as seen below Code D escription S01 How friendly was your waitron H Once the code and description have been entered as you want them click on the v button to save the question Top add another question simply click on the button to add a new line Repeatthis process until all required questions have been inserted Viewing and Editing Questions Once you have the questions entered you may go back and modify certain questions to rephrase or correct errors if necessary Take the example questions below for instance a Code Description PIRRE How friendly was pour waitron m SQ How did you enjoy the meal m S03 How clean was the restaurant m S04 How prompt was the serice m If you wish to edit any of the questi
60. Brush IE Blue Transaction Setting Grid Font Sky Bl Indent 0 Hot Ke None Tope Default Order 1 Hidden Category l Description This shows the name of the category Sort Order This column displays the selected sorting order for each category If the sort order is left as 0 categories will be sorted alphabetically Font This selects the colour of the text that will appear on the category button in the touchscreen interface of Aura Invoicing Brush This selects the colour of the button background for the category button in nvoicing Grid Font This will affect the text colour of the menu items as the cashier s ring them up inside nvoicing Indent This setting will force an indentation on a new order for all items assigned to this category Hot Key Inside nvoicing this feature is to set a shortcut key to go to the desired category regardless of what category you are currently viewing You may select any of the function keys F1 through F12 number keys or letters In Touch Screen Mode these hot keys will display as an extra panel along the bottom of the of the menu items display in the order in which they are assigned here See the Invoicing manual for more information on this Type This is a new function which has not been implemented yet Order Specify the Sort Order for the selected category this will only affect Aura Invoicing Hidden Category Tic
61. C Row 6 on the map enter C6 in the reference Deliver Select Yes or No from the drop down list If No is selected then you will not be able to assign delivery orders to customers in this grid reference Travel Time Enter the average time taken to travel from the store to this location Delivery Charge If the area is outside of your store s free delivery area then the amount entered in here will automatically be added to all delivery orders in this area This figure includes VAT Editing A Delivery Area Reference ah If you need to edit a current delivery area select the delivery area reference from the list and click the a button After making the necessary changes click on the OK button to save If any delivery areas are updated in any way you will be required to refresh the customer information before the change takes full effect For more information see the section on Updating Customer Statistics 6 Version 6 1 5 2009 Coherent Software Solutions Lists 127 4 10 Streets The Street List contains all the street names and suburb associations for your delivery setup It is essential that the streets are set up correctly to ensure that the customers can be added without any problems F BackOffice Street list 10 x Activites Lists Monitoring Reports Preferences Help Street list e gt H ee sc KE TI Street Names Suburbs Delivery Areas Count Stock E Map Ref Lower Upper Stree
62. Discount Codes Menu Items Stock Items etc can be found under the Lists tooloar and menu At the bottom of this BackOffice home screen you will see a link labelled Visit The Aura Website clicking on this link will open your Internet Explorer and automatically take the browser to our CoSoft website For an overview of all options found under the different menus see the relative section below Activities 20 Lists 66 Monitoring 142 Preferences 150 Reports Help 194 2009 Coherent Software Solutions Version 6 1 5 12 BackOffice 6 1 5 Manual Toolbar Navigation On the left hand side of all screens in Aura Back Office you will see the new navigation toolbar This toolbar contains the majority of options found under the standard menus along the top Activities Lists Monitoring etc In order to navigate to another screen simply click once on the icon for the desired option Most of the toolbar sections will have too many links to display on one screen in this case you will see a down arrow used to scroll further down the toolbar You will also notice when scrolling down that a second arrow will appear at the top to scroll back up As seen in the two screen shots 1a and 1b below 1a iste 1b In order to switch between different menu lists simply Activities Activities click on the list name that you wish to expand Doing this will automatically compact any other icon list currently rs Lists
63. ESS POFIMISSIONS eiii a E a R a a 179 LIST OT ACCESS PEFIMISSIONS oraaa aD a EAE aE Aa a EAA AEEA ai 182 3 Restricted Employee Categories cccsccccecceeeceeeeceeeeeeeeneeeeneescneeeceseeeesneeeenseensesonsenoes 191 Part VII Help 194 1 Dial up IP AGGIE SS ciiise EA 194 2 Feature RC GISUAUON sicir isrrss honno enspe Ea iaeiae Earn 194 3 ID NUMDEIS eara a Ea a 195 A CHECK FOF Update Sonane N E teas 196 D gt Whats NEW aeeoeia E EE E NEEE E 200 ADOUAT 200 Part VIII Contact Details 202 Index 203 Version 6 1 5 2009 Coherent Software Solutions Part Introduction 6 BackOffice 6 1 5 Manual 1 Introduction The Aura point of sale POS system includes much of the functionality you would expect in a typical POS system such as tight security controls audit trails stock movements stock usage controls tracking of accounted for and unaccounted for stock losses manufacturing of stock items recipe based sales and flexible gross profit reporting as well as the other operational reports you may require What makes Aura different though is its integration with Enterprise Solutions allowing you to collaborate menus and other information across all the outlets in the group In the restaurant environment your POS software needs to understand the sometimes complex relationship between products sold to the customer and stock purchased by the store This could quite easily involve the manufacture of product batches in house whic
64. Employee Cashup Summary Report To Run Employee Wages Report To Run Expenses Paid By Supplier Report To Run Expenses Paid Report To Run Full Customer Listing Report To Run Gross Profit Report To Run Grv Vouchers Report To Run GUI Designer To Run Income Statement To Run Invoice Efficiency Report To Run Invoice Maker Report To Run Invoice Management Report To Run Invoice Summary Report To Run Item Sales By Category Report To Run Item Sales By Date By Shift To Run Item Sales By Date By Till To Run Item Sales By Hour Report To Run Item Sales By Size Report Manager Manager Manager Manager Manager Manager Manager Manager Admin Admin Admin Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the Aura Data Extractor application For more information s
65. For more information see the section on the Employee Cashup 40 Food Preparation Period Enter the maximum time that it takes for an average item to be prepared by the kitchen Staff Maximum Delivery Time Enter that maximum time that a driver may take on a delivery Oven Cook Time Enter the time required for cooking a menu item Show Vat Excl on Invoice optional Selecting the option displays the Vat Excl line on an invoice as well as the vat and total amounts Store Square Feet Optional You may enter the store s size here if you wish Min Order Amount for Delivery If you have a minimum amount required for a customer to qualify for a delivery order enter that mount here Invoicing will not allow any order below this amount to be set as a delivery order Purchase Orders Address lines 1 and 2 These two lines are available to enter your store s shop and street address lines Contact Enter a contact number for the person responsible for receiving the orders City Enter the cityname here Area Code Enter the area code here 6 1 3 2 Head Office Settings Specific Computer All Computers Printers Store Settings Head Office Settings Program Settings Network Settings Report Group Default Advertising 6 Royalty 6 Report Group Select the menu items report group you would like to set or view the advertising and royalty percentages for The report groups are set up for each menu item individually u
66. J Vat Exempt g Recipe Ordering Deposit men a Recipe for Pre Manufactured Stock Items Stock Recipe Yield Recipe Cost R 0 00 Search Filter m z Aoo o pee ees peee Discard gt K5002 1200m SS Mixing Bowl EACH R 0 22 Stock r D031 1L Bottles Each R 0 88 Doo 2L Bottles EACH R 0 00 i POOE 4ME Box EACH R 0 00 Transfer boos 500ml Bottle EACH R 0 00 Stock Ey KSO01 800ml SS Mising Bowl EACH R 0 00 4011 Balloon Sticks EACH R 0 00 Gr A010 Balloons EACH R 0 00 A003 Menus EACH R 0 00 A004 Other Advertising EACH R 0 00 A001 Pamphlet Distribution EACH R 0 00 P029 A Brown Bags EACH R 0 00 D001 ABI Can EACH R 0 00 1501 Accounting Each R 0 00 Monitoring 1502 Advertising each R 0 00 Reports z Preferences TE Retail License License Renewal Date 29 June 2010 A Keyboard shortcuts can now be used to navigate to the previous or next stock item in the current filter Alt left arrow To move to the previous record Alt right arrow To move to the next record Navigation Toolbar r Locate Specific Record This option will open the locate field value window For more information see the section on Navigating Records 1 E Filter Dataset This opens an advanced data filter showing only the menu items fitting the criteria specified For more information see the section on Dataset Filter 15 Refresh Costs This button forces a refresh ofall the calculations for the stock costing Clicking this button will up
67. Lists Monitoring displayed and move it to it s relative position in the list As g seen bythe example images 2a 2b and 2c to the right Count Stack A Find Invoice ma In example 2a the Activities toolbar is active When GA ST switching to another toolbar the currently active toolbar in i age Purchase i Sales this case Activities will compact and the newly selected Sieh bar will expand In example 2b the Lists toolbar has been Employees selected and in 2c the Reports toolbar has been er selected os y r i Return Stock Employee l Categories l Cash blanutacture ga ARE Customers A E Stock Suppliers g p Activity The Meru ia p Employee Loy ar Menu 5 T Cashup Categories Marketing Ed Summary Monitoring Monitoring Reports Reports Preferences Preferences 2a gt c Preferences mA Version 6 1 5 2009 Coherent Software Solutions Getting Started 13 2 1 Navigating Records In the Aura system all information is store as individual records much like separate pages in a book as a result these records can be filtered and searched using various tools you will find throughout Aura Back Office Learning to use these tools efficiently will make a large difference with maintaining your store In many screens in Back Office you will see a Navigation bar as seen here Mavigatioars p a e H F y X This toolbar allows you to navigate through d
68. O Activities ra Count Stock Purchase Stock Return Stock e Manufacture Stock xI Discard Stock A Le Transfer Stock Lists Monitoring Reports Preferences s Le Retail License License Renewal Date 27 June 2010 Toolbar For more information see the section on Navigating Records 13 E Click this button to force a refresh of the over ring reasons list View The view drop down listis used to filter the over ring reasons list to display either active or inactive codes Over ring Reasons List This list will display all active or inactive over ring codes as per the view filter 2009 Coherent Software Solutions Version 6 1 5 132 BackOffice 6 1 5 Manual Adding Over ring Reasons To insert a new Over Ring code click on the button from the top toolbar alo x Description Reference i Active Hoax OK Cancel Description This is the description that will show on the reports this name will be displayed in nvoicing Reference The reference code generally accepted as an abbreviation of the description see example below is displayed on reports relating to over rings Active If this is selected then this Over Ring Reason will be available from Invoicing Otherwise it will not be accessible Hoax This over ring category option is for reporting purposes After setting up the Over Ring reason click on the _x button After add
69. Pat Ready to Patch This program will patch Aura on your system from version to version Please click Start to proceed with the patch Once Back Office and Invoicing are both closed click on Start to continue This will display the following screen with a progress bar of the patch Patching Aura teh i Flease wait Patching Files C Program Files Alphapos Aura BackOtfice exe Version 6 1 5 2009 Coherent Software Solutions If the patch applies correctly you will see the following message Aura Patch i WT te Patch Successful The Aura patch is complete Please click Finish to eat this patch When you click on Finish the Aura Update application will show the following message a Aura Update Completed Latest Changes Review the list below for the changes and fies that have been applied to Aura Update Installed Successfully Click the Finish button below to close the Aura Updater Click on Finish to complete the update this will automatically return you to AEC and open Back Office Please wait for Back Office to open completely before running nvoicing If you get an error message at any stage during the patch process please leave the error on screen or write it down word for word and contact our Aura Help Desk for assistance Our technicians need the error message to be able to diagnose the problem and find a solution 2009 Coherent Software So
70. Specific Time Section Three columns of tick boxes with time blocks Next to the Whole Day option you will see three sets of tick boxes and times for each day If you do not want the discount to be available 24 hours a day you may select anywhere up to three active time periods during your trading day Once one of the three time periods has been activated you may select an opening and closing time for the selected discount as seen below Monday hal 05 00 00 PM 03 00 00 fig 12 00 00 4M 12 00 00 AM EF 12 00 00 AM In the above example this discount will only be available between 5 00 PM and 8 00 PM on Monday night If you require this discount to be available for more than one period you may also tick the second or third time periods as seen below Monday m 1200 00 PM fos ooo0 PM O zooo AM 02 00 00 PM EE 00 00 PM 12 00 00 4M In the above example this discount will be available for the period of Midday to 2 00 PM as well as 5 00 PM to 8 00 PM on Monday Do not allow these time periods to overlap For example if the first time period ends at 2 00 PM do notsetthe start time for a second period any earlier than 2 00 PM on the same day This may cause an unsatisfactory outcome in Aura Invoicing for the overlapping time period Once all the desired time periods and days have been set up click on the Apply button atthe bottom of this window to save the changes Version 6 1 5 2009 Co
71. This will PEO Euy two get one freel ia pet ope fied take you back to the Edit Discount Code window as seen Discount Amt F 0 00 here Fited J Override y Youcher le Percent Staff Meal D Now tick the Auto Apply box notice how the Outermost Late Delivery 7 Pairing option is now available as well To edit the auto apply Active w rules click the E button as seen in the example below Status Open x Auto Appl Wutemost Panna Priarity f Auto Apply M a Outermost Pairing Time Specific F This will bring up the following window Edit AutoApply rules for 123 Buy two get one free E l X Mate Quantity 10 C Menultems C Categories Apply Option Appl To Cheapest Matching Item Get For Fee T Get o items for free pole Discount lo T 0 discount to o tems Cancel The name bar along the top of this window will display the reference code and name of the discount these settings apply to In this case Edit AutoApply rules for 123 Buy two get one free Version 6 1 5 2009 Coherent Software Solutions Lists 137 The left hand side of this window contains a list of current rule sets for the specific discount to look at To create a new rule set right click in the left hand side and select the appropriate option from the drop down menu As seen below Edit AutoApply New Rename Delete Once the rule is created you can right click on t
72. This will present the following window Discount Time Table Whole Week Whole Dap Monday C C 12 00 00 4M C 12 00 00 4M E 12 00 00 4M 12 00 00 AM 12 00 00 4m 12 00 00 4m _ Tuesday O fizcooam O fi2zocooam O fizo 4m 12 00 00 4M 12 00 00 4M E 12 00 00 4M E _ Wednesday C 12 00 00 AM C 12 00 00 4M 12 00 00 4M E 12 00 00 AM 12 00 00 4 1200 00 4m Thursday C 12 00 00 4M 12 00 00 4M 12 00 00 4M 12 00 00 4M 12 00 00 4M E 12 00 00 4M E _ Friday O O fzwoman 2 pemos O pza 12 00 00 4M 12 00 00 4M 12 00 00 4M _ Saturday O fizcooam O fizocooam O fizo ane 12 00 00 4M 12 00 00 4M 12 00 00 4M E Sunday O zoman O fi2zoncooam 4 O fi20000 4m 2009 Coherent Software Solutions 12 00 00 4M Apply Version 6 1 5 12 00 00 4M Cancel Using this window you may select when the discount is available below is a description of how each field works 12 00 00 4M 140 BackOffice 6 1 5 Manual Options Whole Week Tick box in top left corner Selecting this option will automatically activate the discount for all seven days of the week after which you can select the time period for each day Whole Day Column of tick boxes immediately to the right of the days of the week Ticking this option for any specific day will make the discount available from the first minute of that date up to midnight on the selected day
73. a category Doing so will automatically apply the same picklistto all menu items included in that category Firstly change the list on the very right to display the categories then click and drag the category over to the Items with Picklists column on the left Release the mouse button once the mouse pointer is over Categories with Picklists as seen below items with Picklists E Menu ltems with Picklists ge Categories with Picklists Picklists Menu ltemg Categories Description El Example Picklist chee Sit Down 1007 i MERE Take Away 002 Subs Pastas You can now assign the picklist to the category on the left This is done by dragging the picklist from the middle Picklists column over to the category that has just been assigned to the Categories With Picklists on the left Resulting in a similar structure to what is shown below items with Picklists Picklists W Menu thems with Picklists El Example Picklist Ek Categories with Picklists Sit Down 001 E Pizzas oo 8 T ake Awan 1002 ge E ample Picklist Version 6 1 5 2009 Coherent Software Solutions Lists 103 4 6 5 Kitchen Printer Wizzard The Kitchen Printer Wizard is used to specify which production printer otherwise called a kitchen printer each menu item will print to When an item is rung up inside Aura Invoicing two print commands are sent one for the customer s slip and another for the production slip The Ki
74. a current menu item if needed with the item on screen click on the al button to unlock the item for editing This will allow you to edit the item information You cannot change the item code on a currently active menu item doing so will show the 1 following error message Information x i This item has been sold under the old code and cannot be changed l Please add a new item with this code and make the old item inactive If for some reason a menu item does require a new item code this menu item must first be marked as inactive and a new item created with a new code Extra Menu Item Specific Options Below the Menu Item section of the window you will be presented with additional options relating to the menu item You can switch between theses extra features by using the following row of tabs Recipe Other Coloring Screen Saver Barcode For more information see the relative topic below Recipe 89 Other 94 Colouring 98 Screen Saver 99 Barcode 99 Version 6 1 5 2009 Coherent Software Solutions Lists 89 4 6 3 1 Recipe Recipe Other Coloring Screen Saver Barcode Recipe for above eee code Oty Measure Description Cost Shock items available for recipes Search Filter ALL T Measure Description Cost Category EACH APPLE TIZER A 6 75 SODAS s002 1 EACH JUICES R544 F01 EACH AVOCADO R 2 50 FRUIT 7 WYEG POU 1 EACH STRAWS R 0 03 UMO02 KG BACON
75. a stores information vital to that item including the stock unit cost calculated as per the unit of measure for each item which in turn ties directly to the recipes for your menu items This automatic update allows Aura Back Office to display the profit margin on any menu item individually allowing you to isolate the lower performing items on your menu and optimise them to find a more cost effective method Keep in mind Manufactured Stock Items will not how up under this screen 1 For more information see the section on Manufacture Stock 3 F BackOffice Stock Purchases Activites Lists Monitoring Reports Preferences Help Activities Purchase Stock Colour Indicators Keys Q RY Date 19 June 2003 lt gt Ctil G gt GRY Headers Count Stock M Pere Gere ae CE Balanced GRY E Returned Stock Cirl S gt GRY Lines Aol i Unbalanced GRY a _ Grv Supplier Telephone Supplier Ref Purch Price VAT___ Grv Saved From Till Purchase gt Stock i Return Stock fp Stock purchases A e PSS BS ge Ga ee ae i Lele je Description Measure Unit Cost Bulk Qty Price Excl Price Incl StockLocation Discard Stock Transfer Stock koy REZI ar Cashup Lists Monitoring Reports Preferences Stock Purchases Entered So Far 0 00 Amount Needed 0 00 GRY STATUS 0 00 Retail License License Renewal Date 03 June 2010 a GRV List Area GRV Date Select the date for which you would like to view or ent
76. abase is active almost all the time this leaves your system settings vulnerable during an upgrade Itis for this very reason that all Aura application must be closed before attempting to upgrade Even so there is a small possibility that certain settings may be inadvertently changed or lost during the database upgrade the Restore System Settings feature is designed to provide a solution for this in the unlikely case that there is a problem The Restore button can be found inside the System Settings in the bottom left corner of the window As seen highlighted here Apply Close There are a few points to keep in mind while using this feature Ensure that all Aura applications are closed before restoring settings This does not undo the software upgrade it simply restores settings and attempts to complete the upgrade properly This button will restore ALL settings stored in the System Settings including settings found under the Specific Computer and All Computers tabs This feature will cause BackOffice to close and re open automatically Version 6 1 5 2009 Coherent Software Solutions Preferences 151 6 1 2 Specific Computer All settings found under Specific Computer will affect only the current computer regardless of other any other computer settings For more information see the relative section below Invoicing Settings 15 Printer Settings 14 Printer Setup 15 Touch Screen 15
77. above three options are also accessed directly from the Employee Categories window For more information see the section on Employee Categories Refresh If the list of categories was edited through the menu option and the access permissions screen was still open you may need to refresh the list to continue Use the Refresh option to do so To either allow or deny any particular activity code first select the permission and use the appropriate function as described in the introduction to this section Below is an example of a selected access permission To Abandon An Invoice To Access Expense Categories p To Access Expense tems Ta erare F enanta P arnmanke Multiple permissions can also be selected by use of the shift or ctrl control buttons on your keyboard Below is an example of selecting multiple permissions using the ctrl key To 4bandon n Invoice To Access Expense Categories To Access Expense lems i To Access Expense Payments To Access Menu terns To Access Stock Items To Access The Menu ltem Selector To Activate Or Disable Plugins Toa dd n Fenense Paument For a list of the available access permissions and a description of their functions see the section on List of Access Permissions 12 Version 6 1 5 2009 Coherent Software Solutions Preferences 181 Rolling Back Changes Rollback If you made a mistake during the aforementioned process you may press the _ Roll
78. ade Until Time Setting 163 Transfer Stock 37 U Update Customer Stats 63 Updates Software Settings 176 Upload Menu 49 Use Fingerprints 160 V VAT Rate 163 Version Changes 7 W Waiter Cashup 40 Whats New 7 What s New in Version 200 Version 6 1 5
79. age Room If the desired location is not found in the list you will first need to add itto the stock locations Cold Room For more information see the section on Stock Locations 120 Once the desired location is selected you will be presented with all items included in the location on the left and all items excluded from the location on the right Below is an example of a new stock location with no stock currently included Stock Locatio Curent stock location Search Stock Included in Cold Roo Stock Esluded from Cold Rhoon O C CTTTTCC CT_ STOCKNO StockNo ltemDiesc Hano A Pamphlet Distribution E ADS A Menus A004 A Other Advertising al ADIO A Balloons A01 A Balloon Sticks BOW Torpedo Subs a 1E0002 Ciabatta Bread gt cog Mozzarella Cooz Cheddar Slice rns Cak Be careful with including inactive items these will be shown with a grey background colour In the above example in order to add stock to the Cold Room location scroll through the list of excluded stock items on the right and look for the items that need to be included in this location Select the first item and click on the button This will include only the currently selected stock item If the stock location is not only for certain types of stock but rather as a bulk storage room you may also include all cx stock items This is done by pressing the E button If you wish to remove a stock item from the currently
80. an active item allowing this will cause errors a in the menu structure affecting not only Aura Invoicing but all stock item theoretical sales related reports as well If changes require a new item code this stock item must be marked as inactive and created with a new unique item code Marking the item as inactive is done by ticking the Inactive box just below the Prepped Cost field See the main screenshot at the top of this topic for more information Extra Stock Item Controls Below the tem Description section of this screen you will find extra options for each stock item These are located under three different tabs as seen below Recipe Ordering Deposit For more information see the relative topic below Recipe Tabl 116 Ordering Tab 119 Deposit Tab 119 2009 Coherent Software Solutions Version 6 1 5 116 BackOffice 6 1 5 Manual 4 7 2 1 Recipe The Recipe tab is used to create the master recipe for a manufactured stock item This is essential for the correct calculation of the Auto Manufacture feature Recipe Ordering Deposit Recipe for Pre Manufactured Stock Items Recipe Yield 1 Recipe Cost A 0 00 StockNo Oty Measure Dese Cost Stock Search Filter LL ek WwAyY SODA TRAY EACH 350ml CUF EACH 350ml CUP LID EACH 4K Wweary SODA TRAY EACH SOOML CUP EACH SUOML CUP LID EACH ACCOUNTING FEES RAND ADVERTISING GENERA RAND AURA RAND BALLOON CUF amp STICK EACH The fea
81. and easily when they call in to place an order the infrastructure for delivery orders must be set up first This is a multiple step process but if done correctly will only be required once Streets 127 Customers 72 gt 2009 Coherent Software Solutions Version 6 1 5 This page is deliberately left blank Part Activities 20 BackOffice 6 1 5 Manual 3 Activities The Activity menu contains the main interactive features of Back Office options found here will be used on a daily basis Each sub menu here contains tools relative to the maintenance and recording of various important areas of your store See a topic below for more information Stock 21 Cashup 2 Get Menus 48 Menu Publish 49 Synchronise 4 Capture Operating Expenses 4 Transactions Purge NOMAD Transactions 51 Export Data Exporter 5 Backup Database 5 Add ins 53 Update Customer Stats 6 Show Main Screen 11 Note Selecting this option will also clear any password in memory if Persist User is used Exit This will quit Aura BackOffice Version 6 1 5 2009 Coherent Software Solutions Activities 21 3 1 Stock The Stock features of Aura provide active controls for managing and controlling stock flow into and out of your store The range of options allow for almost any situation that may arise affecting your stock ranging from automatic calculation of the inevitable stock wastage in food preparation for obvio
82. ange the clock in clock out time of any active employee For more information see the Aura Invoicing Manual Controls access to open the capture employee survey window in the cashup screen For more information see the section titled Employee Cashup 40 Controls access to open the data capture windows in the Till Shift Cashup screen For more information see the section titled Till Shift Cashup 4 Version 6 1 5 186 BackOffice 6 1 5 Manual To Modify Customer Pricing Level To Modify Discount Entries To Modify Invoices To Modify Menu Item Recipes To Monitor Activity To Monitor Daily Sales To Monitor Staff Attendance To Monitor Staff Performance To Monitor Staff Statistics To Open The Till To Over Ring An Invoice To Override Time Warning To Partially Pay From Till To Perform A Backup To Perform A Stock Take To Perform A Till Cashup To Perform The Daily Cashup To Pickup All Tables To Post Shop Cashup To Print Old Invoices Manager Manager User Admin Manager Manager Manager Manager Manager User Manager Manager Manager Manager Manager n a n a Manager n a Manager Version 6 1 5 Controls access to alter the pricing levels for customers in the application settings For more information see the section titled Invoicing Settings 152 Controls access to the Discount Codes screen For more information se
83. ary value that you received in refund for these items this figure will have an effect on your stock costing as ithas now changed the over all stock unit cost If stock is being thrown away as opposed to being returned to the supplier as in the case of broken cans or bottles possibly this stock should be recorded with the discard stock feature For more information see the section on Discard Stock 35 Important differences Stock can only be returned to the supplier they were originally purchased from as seen below Stock can only be returned on the same date or a date later than when it was purchased BackOffice Stock Returns l i 10j x Activites Lists Monitoring Reports Preferences Help Activities Return Stock Return Colour Indicators Keys Q GRY Date 19 June 2009 lt gt Ctl G gt GRY Headers Count Stock __ BalancedGRV Retumed Stock CtrlS gt GRV Lines f A p m a Hetume Print B Unbalanced GRY Grv Supplier __ Telephone Supplier Ref Purch Price VAT Grv Saved From Till gt Purchase Stock Ey Return Stock Below you can see a list of items that can be returned to the selected supplier Notice how the list is very limited even though the stock category filter Seen in the top right hand corner is still set to display ALL This is due to the fact that Aura will normally only allow items to be returned to a supplier if they were purchased from that suppl
84. atching your search criteria Search and Stock Category you may scroll up or down through this list and click on the item you wish to work with Once the item is selected click the OK button to enter the selected item in the screen you are currently working in to continue 2009 Coherent Software Solutions Version 6 1 5 22 BackOffice 6 1 5 Manual 3 1 1 Count Stock The Count Stock option allows you to enter a complete or controllable stock take for a specific date The correct capture of stock is essential for stock tracking these stock takes are used in the calculation of variations in stock levels over use versus under use and other features unique to the Aura POS System Before entering the stock take please print out the Stock Take Worksheet report with which to count the physical stock BackOffice Stock Take 10 x Activites Lists Monitoring Reports Preferences Help Activities Stock take ae ee ee ce Post New Edit Ctrl N gt New stocktake Q F gt Po SLUIL SE S Count Stock i Current Stock Take Details Selected 1 Stock Item Details Stock Take Details Item Details GA Stocktake Date Today ast Purchase Date I a Stocktake Type Unknown cet Purchase Price a Purchase Total Value of SOH Unknown Location Stock Last Manuf Date Last Manuf Cost Waste Prepped Unit Cost 3 Category Description Ctrl 1 Description Only Ct
85. ategories Displays a list of categories that are available to edit by the selected category Restricting Categories To prevent a trainee manager from adding a franchisee record for himself and gain access to the entire system we will need to restrict that category from his range of access To begin select the trainee manager category from the left hand side After this we need to move the categories from Unrestricted Categories to Restricted Categories one ata time select the category on the right and press the E button As seen below Restricted Categories nm Controls Unrestricted m Manager Trainee Manager W altrori z This will move the selected category to the Restricted Categories list To move any category back to Unrestricted gt Categories use the ey button For more information on how these settings work see the section on Employee Records 70 2009 Coherent Software Solutions Version 6 1 5 This page is deliberately left blank 194 BackOffice 6 1 5 Manual 7 Help The Help menu contains more information relating to Aura and your server computer directly See a topic below for more information Dialup IP Address Feature Registration 19 ID Numbers 12 Check for Updates 19 What s New 200 Help Opens this user manual About 200 7 1 Dialup IP Address This option may be used by our Aura Help Desk technicians If your internet connection is a normal Telkom telephone dia
86. ation to KEEP and will delete all information from the NOMAD log that is older than the selected number of days To begin the purge click on the J button Aprompt will be shown to confirm the log purge click on Yes to continue with the purge Confirm ee This delete all NOMAD transaction log entries older than 2008 Mar 01 Continue p This will now show a progress bar for each log that it clears do not press any keys or try to close this window until you see a message confirming that the purge was completed You may now press OK and then Close the NOMAD Purge window 2009 Coherent Software Solutions Version 6 1 5 52 BackOffice 6 1 5 Manual 3 8 Export Data Exporter The Data Exporter feature is used by our more advanced technicians to extract and update information in your system by over riding the Aura functions and features This application is used solely by our Aura Help Desk and Call Out technicians You will not need a to use this function in normal trade unless otherwise instructed by one of our higher level support technicians and then ONLY in the way instructed Incorrect use of this program could render your system unstable and possibly cause major data loss In a worst case scenario your system may be unusable The right to reserve information on the operation of this program and it s features is held solely by Coherent Software Solutions instructions of the operation of this program m
87. ature the Locate Specific Records feature described above will be better suited to your needs The dataset filter is an invaluable tool when updating a set of records whether these are menu items or stock items this tool will assist in filtering the available items By doing this you can prevent accidental changes to items that you do not need to update or even use this tool to simply search for records Clicking on the A Dataset Filter button will show the following window Fields Code Code Size Ix Field Value AA eal ke ne ear Inv Descr aa Search Typ M Cancel Exact Match Unit Cost Excl Back Pr f Partial Match at Beginning Type Partial Match Anywhere Category fkReportGrouplD Case Sensitive FES TOCKLOCATIONID al z lsChild Field Orde Alphabetic Logical View Summary New Search At first glance you will see that the Code area of this window located in the middle has the same fields as found in the Locating Records feature described just above On the left hand side of the Dataset Filter window is a list of fields instead of the drop down list as found in the Locating Records feature This list can be sorted either alphabetically or logically depending on your preference Field Order Alphabetical Sorting This sorting method displays the list of fields in true alphabetical order Logical Sorting This displays the fields in the order in whi
88. ave already clocked out and ended their current day s shift you will see a time under the Out column as well as the value True under the Clocked Out column Click on the Close button atthe bottom of the window when you are done with this list 2009 Coherent Software Solutions Version 6 1 5 146 BackOffice 6 1 5 Manual 5 3 2 Performance The Staff gt Performance window displays the sales performance information of your waiters and cashiers This will display the employees that are responsible for processing customers orders if a waiter has permission to starta new table order they will show here as well As the window is opened you will see a screen similar to the following Cashier Performance Daily Cashier Performance Comparison Cashier Performance History Specify date 2009 07 06 Cashier Performance Hankina DATE Employee Sales Value Number Ut ales Average 3 ales Value i 2009 07 06 MSW F 3 610 60 41 A 92 94 W 2009 07 06 503 R447140 45 R 99 36 2009 07 06 504 R 2r 20 2 R 138 60 Average Transaction Size by Cashier On the Daily Cashier Performance Comparison tab as seen above all employees matching the requirements will display in the list at the top as well as in the bar graph below that On the bar graph the numbers up the left hand side are rand values whereas the numbers along the bottom of the graph are employee numbers to identify the employee Version 6 1 5 2009
89. ay only be provided to the customer if there is no other alternative 3 9 Backup Database Itis important to backup your data on a regular basis All your data is stored on the server including your sales purchases employee details the menu and store settings in Aura The location for the database backup is set via the System Settings For more information on setting the backup location see the section on System Settings gt Backup 175 When selecting Activities gt Backup from the menus you will be presented with a backup confirmation prompt as seen below Cr x 2 Back up database After selecting Yes to this prompt you will be ax given the option to select a location to backup your database to As seen here Select a folder Desktop The recommended backup location is C Hi My Documents MSSQL7 Backup Contact our Aura Help Desk B My Computer for assistance on selecting a backup location Gg 3 Floppy Aj ese System C 4 ATI H Carapace H E Documents and Settings H E Intel MSSQL7 Sy Data mE s Marmar OK Cancel Version 6 1 5 2009 Coherent Software Solutions d Activities 3 10 Add ins The Add Ins menu contains features that were added to Aura Back Office after it s release To find out more information about these features see the relative section below Contact Manager This add in has it s own manual Purchase Orders This add in has it s own manual Desig
90. ay s cashup you may continue with posting and locking the last till shift If you see during the cashup that there are outstanding orders from previous days and you are u unsure of how to resolve the issue please contact the Aura Help Desk the following morning before any till shifts have been activated Version 6 1 5 2009 Coherent Software Solutions Activities 47 3 2 3 Shop Cashup BackOffice Cashup 10 x Activites Lists Monitoring Reports Preferences Help Activities Cashup Cashup Date Refresh 22 Jun 2009 Count Stock Employee Till Shop n eee Additional Banking Delivery Ch 180 22 Jun 2009 r fo a lt RoO o00 R000 R 0 00 By Purchase Stock Return Stock 4 Till Totals OverRinas R 0 00 A Gross Sales Ex 07A R 7 317 30 Manufacture Less Discounts R 608 90 Stock ADD Delivery Charges R 27 00 Net Sales R 6 735 40 9 A Coupons RA 0 00 Credit Cards FR 0 00 Stock Cheques RA 0 00 Cash On Hand R 7 233 30 A Debtors R 0 00 Tiari Petty Cash R 0 00 ransfer ert Stock GRY s Paid R 0 00 Employee Wages R 0 00 lt ee a Addit Bankina FSI R 0 00 Cashup Driver Floats F9 R 0 00 Float Issues F11 R 0 00 Till Float F10 A 500 00 Ea Gratuity R 0 00 Lists Under By R 2 10 _ Monitoring Reports Preferences Retail License License Renewal Date 06 June 2010 f The Shop Cashup screen consists of the Shop Cashup list and summary This should only have one sh
91. back button to reset all permissions to the point at which this screen was opened lf Back Office was able to successfully roll back all changes you will be presented with the following window Tformation ES i Successfully rolled the changes back Be very careful with accidentally pressing the Rollback button you cannot undo an undo Grant All vs Deny All The Grant All and Deny All buttons are there to allow more quickly editing a category For example if you are adding a new Trainee Manager category and you wish the manager to have access to the majority of the system but not unlimited the quickest procedure would be to grant all permissions and then remove the desired permissions Access Permission List Filter The list of access permissions may now be filtered to simplify searching for a specific permission In between the list of allowed and prohibited activities you will see the Search area as seen here Deny all B Grant all g Search Clear Search Simply begin typing a keyword that you would like to search for in the Search block you will notice the list of both allowed and prohibited activities will be filtered as you type As the list is filtered the background will change from white to yellow indicating the listis filtered The filter is applied as a partial match anywhere filter which means if you search for the word menu the filter will show all items with the word menu anywhere in
92. be clear Improved ST 707 lt is now possible to specify the subtenant field for each till individually this will help to separate the transactions done at combo stores To find out more specific details of any bug fixes please contact the Aura Helodesk and quote the relevant Software Tracking ST xxx issue code Contact numbers can be found on our Contact Details 202 page Version 6 1 5 2009 Coherent Software Solutions Part Getting Started 10 BackOffice 6 1 5 Manual 2 Getting Started Getting started with Aura may seem to be a daunting task at first however once you acquire a better understanding of the software layout and methods for grouping components in Aura navigation of the software will become a fair amount easier This section is designed to help break down the environment and provide a step by step introduction to Aura Back Office When Aura Back Office is opened a user password is required to access the system This is done for security reasons and each activity performed in the Aura suite is recorded along side your user name for reference However if Back Office is run for the first time one account with the required access permission is already activated and named Added by System The details for this login account are as follows First name Added by Last name System Employee Number 001 Password 001 If this is the first time running BackOffice enter the password 001 at the following password pro
93. be removed completely from the Aura system In a situation such as this the Stock item will be set to inactive instead By this method the item details are still stored for reporting purposes but the item cannot be used as it is inactive Where a manufactured stock item master recipe contains an inactive stock item you will see the following warning message Recipe for above ite FYOOS 0 01 KG ONIONS FYOOS 0 001 KG Recipe Contains Inactive Items Code Qty Measure Description GOT 0 05 LITRE BBQ SAUCE UMOUS 1 EACH BEEF PATTY BOOS 1 EACH BURGER ROLL GO 0 003 KG CHIP SPICE GOZO 0 1 RG FRIES GOTE O03 LITRE OIL CRISPA PA amp RSELY Cost R 0 48 R 3 20 R 0 56 R014 R 1 23 R 0 45 R 0 08 R 0 07 Notice how the affected stock item itself is highlighted with a grey background Ideally this stock item should be removed and replaced with the correct item Version 6 1 5 2009 Coherent Software Solutions Lists 119 4 7 2 2 Ordering The Ordering tab is used to set required order size used by the Aura Order Manager Recipe Ordering Deposit Unit of Measure Displays the selected unit of measure for the selected stock item Pack Size 0 Pack Size This figure is the order ay quantity increment for orders EE E as generated by Order Manager Unit of measure EACH 4 7 2 3 Deposit The Deposit tab allows you to enter a deposit value for a single measure of t
94. begin to add your Tables to the layout lf there are no tables available or no more unused tables you will be presented with the following There are no more tables Would you like to create additional tables message This will present the Table Selection window for you to add more tables For more information on this window see the section on Adding Tables 4 After adding either a Round Table or a Square Table you will be prompted to assign a table number to that table as follows Ground Floor Table numbers that have already been assigned to another table will not show up in this list in the above example table numbers 1 through 11 have already been assigned to tables in the layout After placing either a Wall Door Window Portal Text Block or Table you may resize it using the corners of the selected item as seen here 2009 Coherent Software Solutions Version 6 1 5 56 BackOffice 6 1 5 Manual Adding New Floor Levels Add a level To add a new floor click on the E I button from the Levels section on the left hand side of your vot screen this will bring up a Level Description prompt to enter a description for the new floor Ok Cancel You may add a second or third floor to the Levels After which you will be able to Level switch between each floor by selecting the name on the left as seen below Default Add Remove Adding a Portal for New Floor Leve
95. category open for the cashier to select another item in the same category Overlap Buttons If selected In a new invoice the menu category buttons will fill the lower left corner of the screen until a category is selected Then the list will be replaced with the list of menu items Use Order Navigator This is a new feature of Aura ticking this option will only affect Aura Invoicing See the nvoicing manual for more detailed information Logo Filename Click the button to the right of this line to select an image to use for the touch screen background Display Select this option to turn on the background image De select this option to turn the background image off Stretch Selecting this option will cause nvoicing to stretch the image to fit the available size This is not advisable for smaller images as they will be unclear and badly distorted if they are stretched too far Preview This block gives you a preview of the background image selected 2009 Coherent Software Solutions Version 6 1 5 160 BackOffice 6 1 5 Manual 6 1 2 5 Devices specific Computer all Computers Printers mSelected Till T Computer Name DT HLT ANDREG Copy Till This Till Select Till Till ID 1 Senge Invoicing Settings Printer Settings Printer Setup Touch Screen Devices Reports Credit Card Till Settings Till Drawer Device Pole Display Device None F Monitor Primary f EE apay MERE None 7 l Use Fingerprint
96. cessed until transaction type is changed or the address issue is resolved Prompt for Name on Counter Orders By selecting this option nvoicing will prompt for the customer details on counter orders as it does for collect and delivery orders Version 6 1 5 2009 Coherent Software Solutions Preferences 153 Warn If Duplicate Customer Exists When trying to add a customer from this computer nvoicing will automatically search and see if there are any other customers with the same name surname or phone number Prompt for Transaction Type By selecting this option nvoicing will display a prompt to select the type of transaction to process Take note of the default transaction type found to the left of this setting as the currently selected default transaction type will be highlighted in the transaction type prompt Use Table Numbers This is an old setting if a table order is rung up it automatically uses table numbers Grid Size Modifier Adjusting this setting modifies the size of the list of invoices as well as the line items inside invoices The modifier counts up in 0 5 segments next step up from 1 will be 1 5 times the thickness of a standard line etc Confirmation Amounts New Customers and Other Customers These two amounts are monetary values for the order values of respective customers If a New Customer s order or a Other Customer s regular order is below the specified amount a prompt will be displayed askin
97. ch they are stored in the database directly The first step in setting a dataset filter is to select the field you wish to filter the results by for example all items with certain letters in the code field or certain price field ranges In the following example we will use the Size field When selected the line will be highlighted in blue as seen here Inv Descr Label Descr Price 2009 Coherent Software Solutions Version 6 1 5 16 BackOffice 6 1 5 Manual With the Field selected that you wish to search in enter the value you wish to search for in the Field Value block as seen here Siz Field Value MED I Clear Search Type C Exact Match Partial Match at Beginning Partial Match Anywhere Case Sensitive In the above example We will filter the dataset by any items that begin with MED in the SIZE field irrespective of upper or lower case Please see the Search Type description further above for more information Once all required information is entered click on the OK button to apply the filter Once the filter has been applied you may navigate through the results as you would normally keeping in mind that only items matching your custom filter settings will be displayed Once you are done with the filter you may either open the Dataset Filter options again and set a new filter repeating the steps above or you may clear the filter The filter is cleared by cli
98. ck Transfers Report To Run Stock Variance Report To Run Stock Wastage Report To Run Stock Wastage Summary Report To Run Store Commission Report To Run Street Sweeper To Run Supplier Listing Report To Run Survey Rating By Cashier Report To Run Theoretical Stock Sales Report To Run Till Cashup Detail Report To Run Till Cashup Summary Report To run Time and Attendance report To Run Top Customers Report To Run Total Sales By Hour Report To Run Turnover Per Table Report To Run VAT Report To Run Voided Items Report To Set The Royalty Or Advertising Percentage To Split or Group an Invoice To Start A New Till Shift To Transfer Stock To Transfer Table To View Or Change Global Settings To View Or Change Invoice Settings To Void An Invoice Line To Close Any Table Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Admin Manager User Manager User Manager Manager Manager n a Manager Manager Version 6 1 5 Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Contro
99. cking the Clear button next to the Field Value as seen here Fields Size Field Value bler Search Type C Exact Match f Partial Match at Beginning Partial Match Anywhere Case Sensitive All Searched Field Orde Ir Alphabetic Logical View Summary New Search Once the Clear button has been clicked the Field Value block will clear and the Fields list will return to normal now click on the OK button on the right hand side to apply the currently set filter to the dataset If there is no specific filter set when clicking the OK button as the screen will be when first opened and after clicking Clear then a general filter will be applied displaying all the items Version 6 1 5 2009 Coherent Software Solutions Getting Started 17 2 2 Quick Start Checklist The following list is designed to give a structured and systematic approach to getting your store up and running in the Aura POS software suite These steps are only outlined briefly here for more detailed information you will need to check the appropriate page reference mentioned in each section step Employee Setup Alarge majority of activities in the Aura system are password protected for obvious security reasons and for future flexibility itis recommended that each employee have their own unique password with which to access the system In addition to the security measures this will also allow for employee specific wages
100. click on the v button and then click on Close to return to the Street List 2009 Coherent Software Solutions Version 6 1 5 130 BackOffice 6 1 5 Manual 4 10 2 Suburbs Clicking on the Suburbs button will present the following window allowing the functions to enter suburb names and postal codes to link the street names to As seen below Poot de ame eB Adding New Suburbs and Postal Codes Click on the button and then enter the Suburb Name and Postal Code in the blank fields as shown below Suburb list i The postal code is required in order to allow the labels to print correctly As the labels are a incorporated as part of the marketing side or Aura any suburbs without postal codes stored will not be eligible for postal marketing services After entering the name and postal code click on the Close button to return to the Street List 127 Version 6 1 5 2009 Coherent Software Solutions Lists 131 4 11 Over ring Codes The Over ring Categories screen is used to maintain a list of reasons for any order to be over rung These reasons will vary from one type of store to the next For instance a counter order only store would not need to over ring an order on account of a late delivery For this reason the over ring reasons can be altered as needed a Activites Lists Monitoring Reports Preferences Help Over ring Categories a View Active Description Active Hoax OverRingRef O
101. cription ISIN ESS Browse image delay s fo Item Price General Change Image These settings will only have an effect if you have each computer set up with the necessary a hardware and software for the Aura Imaging application to function correctly This hardware setup requires two computer monitors on each till computer one facing the cashier and a secondary monitor facing the customer If you do not have this you will not need to adjust these settings General Display Monitor Primary Secondary Tertiary Select the monitor that is used for the customer imaging display Display Item Details Tick this option to display extra details about the menu item being displayed on the customer imaging display Text Colour and Background Colour Select the text colour and background colour for the customer imaging display Rotate Image Delay Select the number of seconds each image is displayed for in the customer imaging display screen saver mode Display Price While Scrolling Tick this option to display the menu item price in the customer imaging display screen saver mode Invoice Display Invoice Item Message Enter a header line for the menu item display on the customer imaging display Invoice Total Message Enter a header line for the invoice display on the customer imaging display Browse Image Delay Select the number of seconds that each menu item image is displayed for while processing an order Version 6 1 5 2009 Co
102. ctify the problem before ending the shift These checks for outstanding orders and un posted employees are dependant on the cashup a settings if the option to check for outstanding orders when locking the till shift is not ticked then Invoicing will not check for outstanding orders before ending and posting the final shitt When attempting to posta till shift with orders still outstanding you will see a prompt similar to the following Cannot lock the till The tills can only be locked after ALL invoices are paid in To be able to lock the tills you need to determine why these invoices have not been paid into the till or assigned to an employee who is then cashed up 22 Jun 09 16 Delivery Customer Special Sambody Cosoft Software Support 036 100 AURA 26 2 J Close Print As seen in the above example delivery order 16 created on the 22th June 2009 is still outstanding Click on Close to close this window and continue Next Invoicing will present you with a prompt as seen below es There are outstanding invoices do you want to resolve the outstanding invoices This is the only active tilshift remaining itis recommended you resolve the invoices To stop the cashup process in order to sort out the outstanding orders click on Yes You will need to open nvoicing in order to complete the outstanding order If the outstanding order is from a previous day and therefore not linked to the current d
103. d for Version 6 1 5 2009 Coherent Software Solutions Activities 39 3 2 Cashup At the end of the trading day you will need to complete the store cashup This process saves all the information entered into the system during trade and comparing that with the information entered by your employees this will give an indication of whether the store is gaining or losing money This process can be done from Aura Invoicing or BackOffice This section outlines the cashup process as done from BackOffice The general cashup procedure is as follows Employee Cashup 4 Only applicable if there are waiters drivers or any employees with time based wages Till Shift Cashup 4 Shop Cashup 47 Accessing Cashup Screen To access the cashup screen select Activities gt Cashup BackOffice Logo Activities Lists Monitoring Repor Stock b Get Menus b d Mern Prihlich Colour legend for cashup screen White background Normal employee till and shop Blue background Selected employee till and shop Green background Posted employee till and shop Purple background Locked till only 2009 Coherent Software Solutions Version 6 1 5 40 BackOffice 6 1 5 Manual 3 2 1 Employee Cashup BackOffice Cashup 7 Ioj x Activites Lists Monitoring Reports Preferences Help Cashup m Cashup Dat Refresh 2 22 Jun 2009 Discard Stock Employee Til Shop _ Empi Full Name Clock In Time
104. d select the street from the drop down list in the second field This field links the customer to a street inside the system If you do not have the required street in the list please see the section on the Street List 12 Version 6 1 5 2009 Coherent Software Solutions Lists 81 Enter in the required fields to save the customer information If this has been entered correctly for delivery orders the customer information screen should display similar to the following Phone 0331234567 F Name John Cell 0821234567 LiName Smith Email jsmith gmail com Addr Street 1 Street Name Suburb Suburb Map At Code 1234 Del Chg R 0 00 Residential Other details Marketing Account If your store will not be delivering to this customer or they only wish to do collect orders you may leave the Addr and Street fields blank Doing so will prevent Aura Invoicing from allowing deliveries to be assigned to this customer but will still allow collect orders After setting up the customer click on the button on the right hand side to save the changes If the Post button is greyed out then the changes have already been saved Setting Customer as Inactive At times a currently active customer may wish to be removed from your Aura system for some reason If they have orders placed with the store anytime in the past their details may not be removed completely as there are previous orders linked to their customer details r
105. date all stock items with their last known purchase price overriding any manual price settings or price errors Category Filter The category filter is used to filter the menu items that are displayed This will not change any menu items this will only restrict the items that are displayed for the current session 2009 Coherent Software Solutions Version 6 1 5 112 BackOffice 6 1 5 Manual Show Active Inactive This filter is used to show either the currently active or inactive items only Active items are menu items that will currently display on nvoicing available for sale Inactive items are menu items that are no longer sold but cannot be removed from the Aura system When an item is taken off the menu if itis still linked to any invoices in the Aura system it cannot be deleted completely In this situation itis marked as inactive to remove it from the currently active menu Item Description Stock Code This code is the identifying code for the stock items and must be unique to each stock item Category Displays the stock category that the currently selected stock item is assigned to Click the ie button next to the drop down list to access the Stock Categories 110 Stock Type Displays whether the currently selected stock item is a Food Cost or Non Food Cost item Food cost items will be treated differently to the non food cost items in certain sales reports This will be explained in each repor
106. dcad Aaaa aa a AE aa AAAA aeaa aaka a Kaa 121 0 EXPONSE S ei E a a a eee oie aaa ett 123 Expense He mS eere E a a aaae e E a aa e ae aE aE 123 Categorie S sasisiiiiseirersioa oora aai aaia aaa aS ap aada aoa ri 125 9 Delvery Ara S nenion E hecvevencseuses stacks 126 10 SIGES rana ER A E EAREN 127 SUrEeSt Nani CS ER PIE E EE EEE AE EE EEE A E E ace eee ad 129 SUDU So ein r E E 130 11 Ov rfing GOJE S sxescssczccccacosecsctveneccncscastseneeusesnadoaessenmneeesesasniebensnssesecepuarsresweasessemeaeeeasees 131 12 Discount COGCS eri a a sland uehals 133 Auto Apply DIS COUNNS sccis aa a a a ea ae aA a eee a Aa aE REEE 136 Time Based DISCOUNTS oaie a a a E a EEN 139 MO Tables iri e e a 141 Part V Monitoring 144 T AGUIVIIE S ceninin a A aesaunntanmetas wanasuenwooemanenssoweaoues 144 2 Dally Sales erin r e a Ea 145 3 SRAM rcr a Naa Raai 145 Atendante socne E ea a E E E EEEE EEE 145 POTION man o can a N 146 DUALIS CICS E E E E E E he E E E E EE E eel E E E E E S E E S 148 Part VI Preferences 150 T System SERINO Sma a a 150 Restore Seltihgs Feat cinci ace ccectoecacceetc becca iancssctectece eeeaeneeneavan meee eeeeneenoeeaneee 150 Specie CONT DULG Eo cereceiaes vate ca sectue abcess eects a ecveiesauenseaseestacuuueih 151 INCOM DUNGES cssczesscesscsstonsscssnecsocescescnaaciansanesceuaontiexsnaenenusuaatsausacannessaenanecancnaces nena annaonseessbenmacanceienraucauaataae 162 PURITY E E EE E E EE E A E E A E EE E E E A E E EN 178 2 ACC
107. de scanner when a new invoice is started Kitchen Item Font Use this option to specify the text display colour of invoices rung up on this computer for Aura kitchen Items Kitchen Item Background Use this option to specify the background display colour of invoices rung up on this computer for Aura Kitchen Items The above two settings will only make a difference to the invoices as displayed in Aura Kitchen Items lf you do not use this application you will not need to change these settings Imaging IP Address Select the network address of the Images folder in relation to the Aura application 127 0 0 1 is called a loop back address telling Windows to look at the computer where the program is run from With a standard Aura installation the Invoicing application is always installed on the server computer Log System Times This is an old setting Phone Extension Optional If you have an advanced phone switchboard with multiple lines and extensions including a phone at each till you can enter the extension number here CLI Ringing Timeout Caller Line Identification This will be the time in minutes before an incoming call expires Version 6 1 5 2009 Coherent Software Solutions Preferences 161 6 1 2 6 Reports specific Computer al Computers Erinters Selected Till Name DT HLT ANDREG Copy Till Till ID 1 Settings Invoicing Settings Printer Settings Printer Setup Touch Screen Devices Reports Cr
108. der that is re printed in this way this is for security reasons Print Waiter Details on Slip Prints the name and employee number of a waiter assigned to a table on the customer order for that table Print Gratuity Line Leaves a space on the customer s slip for the customer to add a tip Print Customer Survey Prints customer survey image at the end of certain order types Paper Type This option only affects the older wide profile A4 dot matrix printers and will have no effect on the newer narrow thermal and dot matrix printers Contact the Aura Help Desk for more information Copies This is a dead setting printer copies are handled for each printer individually under Printer Setup Print Office Code This code is printed out on each and every invoice by default It contains system information about the order in the following structure lt order number gt lt cashier first name gt lt total order amount gt De selecting this option will stop this code from being printed on invoices from this computer Print Invoice Logos This option affects the invoice slip header that is printed out on each invoice if this option is de selected the invoice slips printed from this specific computer will not print the header image Other Printers Report Select your A4 reports printer from a drop down list This option is only required on the server computer for Aura Back Office Label Select your label printer from a drop down lis
109. deserves please keep the following points in mind when consulting with our helpdesk Ensure that the technician you are speaking to knows which store you are calling from and that you get the name of the technician you speak to Be clear and concise with what the problem is and when it started appearing The more information you can provide the better Ifthe technician does not offer you a reference number for your call you may should ask for one This not only makes it easier to follow up on an issue later but also ensures that your call is logged and is being has been attended to properly Mostimportantly please keep in mind that Coherent Software Solutions provide the Aura Point of Sales Suite for any other problems such as your email internet anti virus software and the like please contact the software distributor or supporter related to that application These contact details can generally be found under the application s Help gt About or Help gt Contact Us options Help Manual Author Contact Details If you have any queries or suggestions regarding the help manual please contact our Midlands CoSoft branch Version 6 1 5 2009 Coherent Software Solutions Index A About Aura Screen 200 Access Permissions per Category 179 Activities Menu Overview 20 ADC 49 Add Aura Printers 178 Add ins Menu Overvew 53 Advertising Royalty Percentages 164 Allow Reprint 154 Assign ltems to Kitchen Printer 103
110. dit a current employee from the toolbar click on the a button This will open the Edit an Employee wizard as with adding a new employee From this screen you may now update the information relating to the selected employee Do not change the Employee value for an existing employee this unique number is used to link the selected employee to trading information clock in and out records and activity records in your Aura system Changing this number may cause issues for the selected employee Editing Employee Discount and Access Control Settings Once you are satisfied with the information entered on the Employee Details page click on Nm button to proceed to the second step as with adding a new employee From this screen you may now update the employee s individual settings such as their category discount settings or fingerprint 2009 Coherent Software Solutions Version 6 1 5 76 BackOffice 6 1 5 Manual Scanning Fingerprints et Check Set Fingerprint l ET A Finger Print Is The sssi a button is used for maintaining employee Needed Fingerprint fingerprints Before using fingerprints there are a couple of important points check that you should keep in mind Ensure that both the fingerprint scanner s glass and the employee s finger are both clean before scanning the fingerprint Any dirt or grease on either one will have an adverse effect on the fingerprint scanning process In order to save a fingerprint th
111. e detail or important information on certain functions All related topics will be displayed at the end of each section with a title and a page number for example current pagel 6 You will see the page numbers alternating at the top of each page Due to the sheer size of it all information relating to the BackOffice reports has now been moved to it s own manual The reports manual is available for download on our website If you need assistance with downloading the manual please contact our support department for assistance Battling to find a specific setting or feature Try checking the Index at the end of this manual To contact us go to the Contact Details Page 202 These are simply information or suggestions and you may use your own discretion as to whether or not you make use of this or not Important notices and warnings will be displayed with this symbol Read through these tips carefully Version 6 1 5 2009 Coherent Software Solutions Introduction 7 1 1 Software Changes Aura 6 1 5 Changes Bug Fix Release BackOffice Fixed ST 824 The Stock Items Per Location screen now hides the inactive stock items correctly Fixed ST 823 Stock items were not retaining their links to Stock Locations correctly when Back Office is run this has now been resolved Fixed ST 819 The Return Stock feature was not automatically inserting all items as a negative value causing stock to be added instead of removed This scr
112. e enabled by default now and cannot be changed Auto Restart Transaction Select this option to start a new transaction as soon as one is completed This would work well for a waiter only computer where the waiters have access to ring up their table orders but the rest would be left up to the cashiers Use Alternate Slip Header If there are two till slip header images set up on the server computer selecting this will make nvoicing use the secondary header instead of the normal header Enable Separate Invoicing Password Used mainly for managers Allows an employee to have two separate passwords one for general use and a second for Invoicing only For more information on setting this password see the section on Adding New Employees 721 Save Credit Card Info When selected processing a credit card payment will show a credit card information screen to enter information such as credit card holder name CRC numbers expiry date etc Not necessary to have this option selected Version 6 1 5 2009 Coherent Software Solutions Preferences 167 Prompt for Cashier password for Over Rings Selecting this option will prevent anybody except the cashier assigned to an invoice from over ringing the order Preventing one person over ringing other cashier s transactions Cannot print collect order on pay Selecting this option will stop Invoicing from printing the customer s slip again when a customer comes to collect their previously p
113. e EE T Post Lock Open Till F12 Repeat this process until all tills are balanced and posted They will show green when posted pote a e Dp Ald J22 Jun 2009 22 Jun 2009 001 When posting the final till shiftin the cashup Invoicing will check to see if there are any Outstanding orders before allowing the shift to be ended and posted This process is described further below for now we will assume there are no outstanding orders After all tills have been successfully posted you may now lock them Press the Lock button in the lower left corner of the screen as seen here LA rALHAIE mM UU R 0 00 Post Lock h Open Till F12 This will prompt you for your password and then ask for confirmation before locking the shift as seen here x About to lock till shift gt k J Please note Once a shift has been locked it can not be unlocked and no more changes can be made to the tillshift Lock till shift 514 Repeat this process until all the ies till shifts have been posted and locked 2009 Coherent Software Solutions Version 6 1 5 46 BackOffice 6 1 5 Manual Cashup Safety Options All invoices must be paid into a till shift in order to complete the cash up correctly if there are any orders still outstanding when attempting to end and post the last active till shift Aura will check to see if any orders are outstanding or if any employees are not posted and give you a chance to re
114. e Gross Profit by Location report For more information see the section on Gross Profit Report Adding New Stock Locations In order to add a new location click the button from the top toolbar This will present the following window Edit Stock Location E lolx Location Description External Location Description Use this field to enter a descriptive name for the new category External If so desired you may set an external location This will separate the stock in this location from the stock in the default and other internal locations Any stock transferred to an external location will not be included in the default reports or calculations for the stock items Also take note that this option is password protected for extra security gt l Pop gt Button Clicking this button will display a hidden feature of the stock locations called Commission This feature is no longer in use and should be removed in the next release of the Aura software Removing and Editing Stock Locations a To remove a stock location highlight the stock location and press the button To edit a location use the a button Editing a location will bring up the same window as found when creating a new location Simply change the information you need and click the OK button to save Version 6 1 5 2009 Coherent Software Solutions Lists 121 4 7 4 tems per Location When a second stock location is added by default it does
115. e aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Version 6 1 5 190 BackOffice 6 1 5 Manual To Run Stock Return Detail Report To Run Stock Take Worksheet Report To Run Sto
116. e buttons on the Customer Payment Screen found inside nvoicing For more information on the application of these buttons please see the nvoicing Manual Version 6 1 5 2009 Coherent Software Solutions Preferences 169 6 1 3 3 3 Reports Specific Computer All Computers Printers Store Settings Head Office Settings Program Settings Network Settings General Invoicing Reports Cashup Imaging stock Search Backup PoleDisplay Picklists Updates Email General Report Settings M Use Trading Day for Royalty Report Show Vat Excl amounts in Sales Reports M Use Stocktake Times in Stock Variance GP Reports Exclude Delivery Charges from Royalty Report Calculate GP as Inverse of FC Automatically Calculate Manufactured Stock Stock cost calculation i Use fixed stock cost C Use FIFO for stock costing General Report Settings Use Trading Day for Royalty Report Selecting this option will cause the Royalty Report to separate the trading day by the Trade Until time instead of the computer date Use Stocktake Times in Stock Variance GP Reports Selecting this option allows you to specify the times when entering a stock take This allows the Aura system to calculate the stock variances and stock on hand calculations more accurately Calculate GP an Inverse of FC On the Gross Profit report Food Cost calculations are taken from the sales information stored in the database compared to the menu item costing calculat
117. e employee record must first be saved Each employee will require a password whether or not fingerprints are used In order for the fingerprint system to work effectively you will require a fingerprint scanner to be installed and activated on each of your POS computers When using this feature you will see one of the messages as described below see the relative message for more information on what is happening Awating Tingerorint If the fingerprint being scanned matched another user s profile you will see the following message x e This fingerprintis already in use by an employee Jy Please scan another finger At this point ensure that the employee in question does not already have another accoiunt in Aura The selected employee must now press their finger on the fingerprint scanner to continue You will see one of the following prompts If there is no saved fingerprint for the employee in question you will be presented with the following Ifthe user s fingerprint has already been saved oo on OK and scan the fingerprint3 correctly you will see the following message Touch the same finger four times for registration Remember to press the Eish button to save the changes and close the window Version 6 1 5 2009 Coherent Software Solutions Lists T7 4 3 Suppliers All Goods Received Vouchers GRVs captured into the Aura system must be associated with a supplier record By creating this
118. e the section titled Discount Codes 13 Controls access to edit an existing order this only applies to table delivery and collect orders For more information see the Aura Invoicing Manual Controls access to change the recipe for menu items Controls access to Monitoring gt Activities For more information see the section titled Monitoring Activities 144 Controls access to Monitoring gt Daily Sales For more information see the section titled Monitoring Daily Sales 14 Controls access to Monitoring gt Staff Attendance For more information see the section titled Monitoring Staff Attendance 145 Controls access to Monitoring gt Staff Performance For more information see the section titled Monitoring Staff Performance 14 Controls access to Monitoring gt Staff Statistics For more information see the section titled Monitoring Staff Statistics 144 Controls access to open the cash drawer from Aura Invoicing For more information see the Aura Invoicing Manual Controls access to mark an order as over rung For more information see the Aura Invoicing Manual Controls access to bypass the warning message Your system time appears to be incorrect continue without correcting Controls access to pay a GRV using some money from a till shift and the rest from your safe For more information see the section titled Purchase Stock 25 Controls access to backup the database For more infor
119. ecord but their customer record may be Set to Inactive essentially preventing any new orders from being assigned to the selected customer Firstly locate the customer record in the Customer List Once the customer s name has been found right click on the name and select Toggle Active Status as seen below na7E7 2498 CHERRYANN O e E 52752 CHERYL Toggle Active Status EET If the customer is currently active this will set their customer record to inactive However if they are currently under the inactive list of customers doing this will set their record to active again To switch between the list of active or inactive customers select the desired option from the drop down list labelled View at the to of the screen as seen below Customers Fis Phone Numbers PHIRI CI A CCAHCIIT AC 5 _ _ k Inactive Telephone NO eS a4 47 1 2009 Coherent Software Solutions Version 6 1 5 82 BackOffice 6 1 5 Manual 4 5 Survey Questions Customer survey questions have been implemented in Aura in order to get the customer s opinion of the service they received in your store The surveyis setup and printed on your invoices as a footer image printing out on the footer of each invoice These same questions mustbe setup inside Aura Back Office in order to capture these in the employee cashup screen The capturing of survey questions is described in more detail under the employee cashup screen
120. edit Card Report settings This Till Select mt Use slip printer reports Report Settings Use Slip Printer Reports By selecting this option you may print certain reports to a narrow slip printer similar to your invoice or production printers Take note that not all reports will run correctly with this format itis highly recommended that the reports are always printed to a full size A4 printer such as an HP Canon or Lexmark printer 6 1 2 7 Credit Card specific Computer al Computers Printers 22 E a O MM O Computer Name DT HLT ANDREG Copy Till This Till Select Till Till ID 1 Settings Invoicing Settings Printer Settings Printer Setup Touch Screen Devices Reports Credit Card Credit Card Reader Settings Prompt for Gratuity Amount Timeout for Credit Card Dialogs 0 Disabled 20 NOMAD Use NOMAD Nomad DLL Path Subtenant Prompt for Gratuity Amount This option enables a prompt for the cashier to capture the waiter s tip through a credit card transaction Timeout for Credit Card Dialogs 0 Disabled When processing a credit card payment the dialogs can have a timeout count down Default is 20 seconds on inactivity before the dialog closes but this can be adjusted as you see fit Use NOMAD Selecting this option will enable nvoicing to integrate the NOMAD credit card system and enable the two options below Disabling this option will use the manual credit card capture i
121. ee the section titled Export Data Exporter 52 Controls access to the Aura Database Optimiser application For more information see the section titled Database Optimiser 57 Controls access to the Aura Database Purge application For more information see the section titled Database Purge 5 Version 6 1 5 Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to the floor plan designer For more information see the section titted Design Moors 53 Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Control
122. een does not allow positive values anymore Fixed ST 801 ST 828 When modifying settings for stock items marking the Inactive setting would not refresh the list correctly without restarting Back Office Two steps are now carried out when the Save button is pressed the detail fields will automatically update to show the correct details and a recipe check will be performed on Menu and Stock items For more details on this step see the section on Stock Items Inactive 114 Fixed ST 870 Stores that have never run the Aura Order Manager before tend to encounter certain errors upon it s first run Back Office 6 1 5 will add the required fields in preparation for Order Manager Fixed ST 825 The Menu Items With Recipes report has been seen to give an error when running the report The correct report file has now been included Fixed ST 834 Changed option description in settings Prompt for Name on Counter Deliveries has been updated to say Prompt for Name on Counter Orders Fixed ST 856 We have found a few issues with the FIFO First In First Out stock costing calculation method as a result the Opening Stock Unit cost value was being calculated incorrectly This calculation has been checked and confirmed to be correct now Fixed ST 871 The NAG screen was appearing when Order Manager was run regardless of the license file settings This is now resolved Improved ST 793 Menu items and manufactured stock items will now di
123. een entered click on the OK button to save the table Repeat this process for all tables required in store 2009 Coherent Software Solutions Version 6 1 5 142 BackOffice 6 1 5 Manual Sorting Table List Once all the tables have been added you can sort the list by the Sort options atthe top of the screen Table Selection Table Selection XI 50 2 ee Table Number i a H p fon sus Stig g Capacity avon Suns Snot g Capacity Sorted by Table Number Sorted by Status Table Selection 4 x Sorted by Smoking Not Smoking In this window you may also use the Fx F2 F3 and F4 function keys keys on your keyboard as shortcuts to sortthe list The Status column displays as Closed when the table is notin use and displays Open when an order is currently active on that table As you see for table 1 in the above tables Version 6 1 5 2009 Coherent Software Solutions Part Monitoring 144 BackOffice 6 1 5 Manual 5 Monitoring The Monitoring menu contains features relating to the store s active trading information These features are designed to allow the managers and franchisee to see information regarding sales information employee attendance and employee performance statistics in real time from one location See a topic below for more information Activities 144 Daily Sales 14 Staff Attendance 145 Performance 144 Statistics 14 5 1 Activi
124. elected the street names correctly click on Yes Replacing Incorrect Streets This has now re assigned all information that was linking to Amsterdam St and moved it to Amsterdam Cr To confirm this check the list again to ensure that the incorrect street is in fact removed LJ eID L LI I LJ VID L DAI I C Amphion St Paarden Eiland C Amphion St Paarden Eiland C Amsterdam Cr Brooklyn C Amsterdam r Brooklyn Anemone Ave Devils Peak Estate Anemone Ave Devil s Peak Estate I Annar Ch ha sitlseed D1 Annar Ch ha sitlseed Repeat this process for each incorrect street name you may find in your customer s list When you have successfully replaced all incorrect streets click on Ito exit the Street Sweeper After working with the Street Sweeper it is recommended that you update the customer Statistics For more information see the section on Updating Customer Statistics Version 6 1 5 2009 Coherent Software Solutions Activities 63 3 11 Update Customer Stats The Update Customer Stats option is used to manually prompt a refresh of the links to the various areas in your customer database Even though these links for example last order placed are updated automatically when the customer is assigned to an order it is still recommended to refresh this after any of the following steps Adding a New Customer 72 Editing a current Customer s Details 7 Running Database Purge 58 and Opti
125. ems With Recipes report 2009 Coherent Software Solutions Version 6 1 5 88 BackOffice 6 1 5 Manual Adding New Menu Items The following section is only applicable to stores that create and manage their own menus For 1 larger franchise chains that download their menu from a central head office store location these options will most likely be locked out by default and cannot be changed All steps hereafter are described with the assumption thatthe menu is not locked for editing and that you have the required access permissions to enter the required information In order to add a new menu item begin by clicking on the button from the top navigation bar After doing so you will notice the Menu Item fields become blank ready for the new item information to be entered as seen below p lt e H Hp Y X K B o Category Filter All Show active Field View Spreadsheet View ltem Grass Profi Menulem gt S A ltem Code pooo Category ooo H Sort order Unsorted gt ASP Incl R 0 00 Ine Deser OOOO RSP Exc 0 00 No recipe Slip Descr fo fe Cost Price After adding all required information in the fields above you will need to click on the ka button to save the item Keep in mind an item must be saved before a recipe can be added for this item this is to ensure the recipe and menu item are linked correctly You may view the links below for more information on extra menu item options ai You may also edit
126. er a goods received voucher mia Use these buttons to browse through the previous and following dates one day ata time Colour Indicators This colour legend displays the status of your GRVs as per the lines in the list of GRVs This is described in more detail below Keys Use these shortcut keys to change the focus between the two areas of the Purchase Stock list for keyboard shortcuts GRV Details Area and Stock Purchases Toolbars For more information see the section on Navigating Records 13 In order to add a goods received voucher you will need the following information Supplier name List of items with quantities and costs Total order amount VAT amount 2009 Coherent Software Solutions Version 6 1 5 26 BackOffice 6 1 5 Manual Selecting a Supplier To capture a new goods received voucher click the E button in the GRV List section This will bring up a prompt for a new GRV as seen below Create A New GRV x GAY Information GAY Number GRY Date 19 June 2009 Shift Number Supplier E Ref Telephone i uppler Information VAT R 0 00 WAT i Calculated on Stock Items Cost i Inc Total A 0 00 Till Paid From Till No Amount Faid RA 0 00 GRV Information GRV Number GRV Date and Shift Number These fields will be automatically filled in by Back Office as required Supplier Information Supplier Select your supplier name from the drop down list
127. eral Invoicing Reports Cashup Imaging stock Search Backup PoleDisplay Picklists Updates Email Update Check Frequency 7 Check Update Frequency This option is to set the number of days before the Aura Updateris automatically run For more information see the section on Help gt Check For Updates 19 Version 6 1 5 2009 Coherent Software Solutions Preferences 177 6 1 3 3 12 Email Specific Computer All Computers Printers Store Settings Head Office Settings Program Settings Network Settings General Invoicing Reports Cashup Imaging Stock Search Backup FoleDisplay Picklists Updates Email Email Address ss sC Mail Semer ss lt sSC Mail Server Login E Mail Server Password es Mail Sending Port 26 Fax To Email Host Take note that these details are specific to each store all settings with exception of the Fax To Email Host field must be obtained from your email service provider directly Email Address This field is for your own email address much like setting up a return email address inside common email clients Mail Server This field must contain the public address for the email server these most commonly start with smtp but even this may vary from one to the next Mail Server Login This field must contain your login user name generally provided to your by the service provider Often this is just your username but certain email servers use the ful
128. factured Item Displays the recipe used to manufacture the item selected above 2009 Coherent Software Solutions Version 6 1 5 32 BackOffice 6 1 5 Manual New Entry For Manufactured Item To capture a manufactured item begin by pressing the button on the Manufactured Items toolbar atthe top of the screen This will bring up the Stock Item Selector window filtered to only show items that are available for manufacture For more information see the section on the Stock Item Selector 2 Select the item to enter from the list and click on OK This should bring you to the following screen Manufacture Stock a x Manufactured Item Detail Location Default Stock t Cheese Mix E CHODZ Batch Oty m Use Master Recipe _ Batch eld fi Measure kg Cancel In this example we will use a cheese mix with half cheddar and half mozzarella Location Displays the location of the selected manufacture stock item Stock Displays the selected manufacture stock item along with the code to the right hand side tf If the incorrect item has been selected click the a button to return to the Stock Item Selector screen Batch Qty Select the number of times the recipe will be repeated in this session Use Master Recipe Select this option if you will be using the preset recipe deselect it if you will add the recipe manually for this session Batch Yield lf Use Master Recipe is ticked this field wil
129. for Invoicing l Auto Prompt for Barcode Scanner M Use Fingerprint for BackOffice Kitchen Item Font a Blue Kitchen Item Background O White SEES gi Aer ft Imaging IP Add s 0 0 AE maging ress 12 0 0 1 CLI Ringing Timeout lo seconds l Log System Times Till Drawer Device If there is one connected this would be set to the device that your till cash drawer is connected to ie COM1 or LPT2 or select your printer if that is where itis connected Monitor Primary Secondary Tertiary Select the main display output for the Aura system Unless you have multiple displays leave this on Primary Pole Display Device and Pole Display Make Select the make model and connection for your pole display Use Fingerprint for Invoicing or BackOffice If you have a fingerprint scanner installed in this computer you can select this option to bring up a fingerprint scanner prompt instead of the password prompt Do not select the Use Fingerprints for BackOffice until you have verified that a manager or franchisee has a working fingerprint scanned into Aura Back Office Setting this option without a valid fingerprint will lock you out of Back Office If this does happen please contact our Aura Help Desk for assistance with temporarily bypassing the fingerprint Scanner prompt For more information see our Contact Details 202 Auto Prompt for Barcode Scanner Selecting this option automatically brings up the prompt for the bar co
130. for Menu Items 89 Recipe for Stock Items 116 Remove Duplicate Streets 61 Reports Printer Device 154 Reports Settings 169 Restore Settings Backup 150 Restricted Employee Categories 191 Return Stock 30 Royalty Advertising Percentages 164 nies Search Settings 174 Set Stock Items in Locations 121 Set Up Streets for Deliveries 127 Settings All Computers Overview 162 Settings Printers Overvew 178 Settings Restore 150 Settings Specific Computer Overvew Shop Cashup 47 Slip Printer Reports Settings 161 Software Changes 7 Software Licensing 194 Software Settings 150 Software Updates 196 Staff Activity 144 Staff Attendance Monitoring 145 Staff Performance Monitoring 146 Staff Statistics Monitoring 148 Stock Costing Settings FIFO Fixed Stock Item Categories 110 Stock Item Locations 120 Stock Item Selector 21 Stock Items Menu Overvew 109 Stock Items Overview 111 Stock Items Deposits 119 Stock Items Ordering Packs 119 Stock Items Recipe Recipe 116 Stock Overview 21 Stock Settings 173 Stock Suppliers 77 Stock Take 22 Store Settings 163 Street List 127 2009 Coherent Software Solutions 151 169 Index 205 Street Names 129 Street Sweeper 61 Suburb Names 130 Supplier List 77 Survey Questions 82 Synchronise 49 System Settings 150 T Tables 141 Till Drawer Device 160 Till Post Lock Settings 171 Till Shift Cashup 43 Time Based Discounts 139 Touch Screen Settings 159 Tr
131. g for the cashier to confirm the order amount Specifying Department Displays lf Menu Item Departments have been set up when accessing this settings tab the previously blank section at the bottom of the tab will now display a Departments section as seen below l Remember Last Selected Department Departments Selection Block On the left of this block is the list of currently available departments Tick the desired department s to display by default on this till You can see which till these settings will affect easily by checking the Computer Name and Till ID fields at the very top of this same window Remember Last Selected Department Once at least one department has been selected for this till processing a new invoice will first prompt for which department to display If a sales till has bee set to display more than one department you are able to switch between two departments inside the order Option Ticked Invoicing will open the last accessed department automatically on starting a new order Option Un Ticked Invoicing will prompt for the desired department at the start of every new order If a till is set to display only one department it is recommended to tick Remember Last Selected Department as it will prevent having to press an extra button to see the menu items therefore streamlining the order process If a till is set to display more than one department however itis better to leave this option un ticked thi
132. g stock figures the location for your stock take and whether or not itis a complete stock take All Stock Items or a partial stock take Controllable Stock Items Only Then click on OK to proceed Select Type Of Stock Take i Controllable Stock Items Orly za Stock locations are available for advanced stock control from one section of the store to another 1 or from your store to an external location and vice versa For more information see the section on Stock Locations 120 Keep in mind that a stock take may only be done on an internal location all external locations are automatically excluded from the list of selectable location Controllable stock items can be set in order to speed up the daily stock take functions Selecting a stock take for controllable items only will exclude all items notsetas controllable For more information see the section on Controllable Items 2009 Coherent Software Solutions Version 6 1 5 24 BackOffice 6 1 5 Manual After successfully starting a new stock take you should see a screen similar to the following Jessy a rreeee 7 iera E pem ADYERTISIN CUSTOMER 40VERTISING CARDS BAKERY CRATES CHEESE FETA CHEESE CHEESE MOZZARELLA CLEANING BLACK BAGS CLEANING BROOMS BRUSHES ETC CLEANING CLOTHS CLEANING DISH WASHER CLEANING HAND SOAP gl CLEANING HANDY ANDYYEGUMALENT CLEANING OVEN CLEANER CLEANING STERILISER SACHETS CLEANING TIDY WIFE 1500M DRINKS COKE SYRUP
133. h a price above RO when saving the following message will be shown Information Optional Item This option is used in large chains of stores with a single head office to manage the menu This feature is described in more detail further on Prompt for Quantity Selecting this option will make nvoicing bring up a quantity prompt whenever this item is rung up on an order Price is Locked Selecting this option prevents cashiers and managers from overriding the price of the selected menu item Report Group With report groups set up itis possible to categorise the menu items with more flexibility on the reports These groups can be created for many different reasons the most common of these however is for a combo Store where two different stores share a property and a single server computer Items can also now be assigned to Report Groups by a wizard For more information see the section on Items Per Report Group 105 Version 6 1 5 2009 Coherent Software Solutions Lists 95 Sales Location With larger stores and restaurants itis quite likely that multiple locations are available for the stock to be stored In these situations certain menu items can be set to pull their stock from one specific location as opposed to the default location Items can also now be assigned to Sales Locations by a wizard For more information see the section on Items Per Sales Location 107 Item Commission Setting a menu item commi
134. h are then used as ingredients for other products also made in house No matter how complex or simple the stock system is in your business Aura will be able to track your stock usage even across multiple locations Stock maintenance is controlled very tightly by the comparison of theoretical sales figures and actual sales figures These calculations allow you to monitor the stock usage levels by means of the reports allowing one to keep extremely accurate control on unnecessary wastage of stock caused by factors such as theft stock wastage and poor product assembly for example over topping of a product The most notable features of Aura are the controls available to maintain and track customer orders whether placed in store over the counter or over the phone there are specific options and settings dedicated to the correct handling of that particular order Specifically for the Collect and Delivery order types a customer link must be created saving important information such as a contact name and number When the same customer calls back again in the future their previous orders can be viewed and duplicated if they desire The added functionality of attaching customers to orders plays a vital part in building better customer relations and therefore improving customer service satisfaction Notes for Navigating this Help Manual Look out for and take special notice of notes these are displayed in light blue and red boxes these will give mor
135. h the purchase fo update the purchase price per unit of measure Followed by a stock take to update the stock on hand value Followed finally by a refresh of the menu items to update the cost of sale vs margin percentages Keep in mind any reports run for the period before the unit of measure was changed will NOT show the updated information as the trading information before the point when everything was updated was calculated using the old unit of measure Controllable This setting will only affect your stock take functions You may use this feature to set which items show on your controllable only stock take and which don t For more information see the sections on Controllable Stock Take Worksheet and Controllable Stock Takel 22 Version 6 1 5 2009 Coherent Software Solutions Lists 113 Manufacture Selecting this options marks the selected stock item as a manufactured item as opposed to a purchased item This will change the behaviour of this item in the stock purchases as well as certain stock related reports An item thatis marked as Manufacture will not be available for a stock purchase this item will only be available from the Manufacture Stock screen An item that is not marked as Manufacture will not be available for manufacture this item will only be available from the Purchase Stock screen Sub Menu Asub menu item is treated in a similar manner to the auto manufacture items in the sense that these
136. he rule called New and select rename If you have more than one rule set this will make it easier to distinguish between the different sets Once you have the rule set created you can specify the requirements for the selected rule Using the section displayed below Match Quantity 10 f Menultems Categories 7 Apply Options Appl To Cheapest Matching Item Get For Fre Get fo items for free Apple Discount T a discount to fo tem Match Quantity Enter the number of menu items required to match in order to allow the discount Menu Items Categories Select whether to allow those matches need to be specific menu items only or can be any items in a specified category or categories To select the desired menu items or categories click the a button to the right after making your selection This will present the Menu Item Selector as seen below Aura Invoicing Menu Selection i loj x iMenuitem Selection 0 of infinite Search ByCode F3 By Description F10 By BarCode F11 1001 Tables Sit Down 0 00 1002 Tables Take Away 0 00 C DROS Water 1L Mineral Water Sparkling 0 00 CO DROS Water 1L Mineral Water Still 0 00 LR 63ea 2 Oceans Cab 49 90 LR 65ea 2 Oceans Sav Blanc 42 90 C DROSWater 250ml Mineral water Sparkling 0 00 C DROS Water 250ml Mineral water Still 0 00 m epn J Cake nan There are two methods for selecting items one is to click in the b
137. he selected stock item Certain stock items that must be captured in the GRV Goods Received Voucher screen are required to return to the supplier ata later pointin time These suppliers require a deposit on the item while in your possession One example of these items is acrate from ABI Recipe Ordering Deposit The deposit value comes into effect in the GRVs under the Returns feature Unit Deposit Value FR 0 00 Returning an item thathas a deposit seton it will credit the store with the required amount per unit returned Please ensure thatthe value here is for one unit and not a batch when entered 2009 Coherent Software Solutions Version 6 1 5 120 BackOffice 6 1 5 Manual 4 7 3 Locations The Stock Locations can be used to keep track of stock in multiple stock locations separately For instance if you would like to keep track of the cold room stock meats dairy products etc and the dry goods flour sugar salt etc separately you will first need to set up the different locations When opening the stock locations for the first time you will be presented with the following screen i x Activities Lists Monitoring Reports Preferences Help Activities Count Stock Purchase Stock Add Edit Stock Locations ie Description gt Stock levels of External stock areas will not affect your normal Gross Profit report in order to see the gross profit for a specific location you will need to run th
138. herent Software Solutions Lists 141 4 13 Tables In order to accurately track table orders for seated customers in your store and to take advantage of the advanced waiter and table management features of the Aura POS system you will need to assign the orders to tables The Table Selection screen provides the features for adding the required tables When accessed you will see the window shown below Table Selection a x So F2 Table Number C F3 Status FA Smoking pa a e e u ss Sort These three option change the sort order of the tables list as we will see further down F2 Table Number F3 Status F4 Smoking Toolbar For more information see the section on Navigating Records 13 Table List This will list the currently available tables in the system Adding New Tables To insert a new table click on the button from the toolbar this will display the following window x Number Zz Smoking No Capacity a Number Enter the table ID number If your store already has table numbers on the physical table use these numbers here Smoking Select whether the table being entered is in a smoking section or not This defaults to No due to the fact that not all stores have a section available for smokers Capacity Enter the seating arrangement available for the table This option defaults to 4 you may change it if need be Once all the required information has b
139. herent Software Solutions Preferences 173 6 1 3 3 6 Stock Specific Computer All Computers Printers store Settings Head Office Settings Program Settings Network Settings General Invoicing Reparts Cashup Imaging Stock Search Backup PoleDisplay Picklists Updates Email AutoFill Auto fill manufactured stock grid Auto fill stock purchases grid The following two options are designed to speed up and simplify both the stock manufacture and stock purchase processes in the Aura software By selecting either of these options the affected section will have all items previously manufactured or purchased into the current date with a 0 amount set as the yield or purchase depending on the section affected After doing so all thatis required to complete the process is to insert the correct amounts in the desired stock item or items AutoFill Auto Fill Manufactured Stock Grid Selecting this option will affect the Manufacture Stock screen in the aforementioned way Auto Fill Stock Purchases Grid Selecting this option will affect the Stock Purchases screen in the aforementioned way For more information see the sections on Manufacture Stock 3 and Stock Purchases 25 2009 Coherent Software Solutions Version 6 1 5 174 BackOffice 6 1 5 Manual 6 1 3 3 7 Search Specific Computer All Computers Printers Store Settings Head Office Settings Program Settings Network Settings General Invoicing Reports Cash
140. his setting is no longer active in this version Controls access to removing an operating expense payment For more information see the section titled Capture Operating Expenses 4 Controls access to remove an item from an order before it is saved For more information see the Aura Invoicing Manual This setting is no longer active in this version Controls access to the Discard Stock feature in Aura Back Office For more information see the section titled Discard Stock 35 Controls access to edit the header for a GRV thatis paid from a till shift that is now posted For more information see the section titled Purchase Stock 2 Controls access to edit a delivery order that is assigned to a driver For more information see the Aura Invoicing Manual Controls access to edit a table order thatis assigned toa waiter For more information see the Aura Invoicing Manual Controls access to open an already posted stock take for editing again For more information see the section titled Count Stock 22 Controls access to modify an expense payment after it has already been entered For more information see the section titled Capture Operating Expenses 49 Controls access to change quantity or remove an item from an order that has already been saved For more information see the Aura Invoicing Manual Controls access to edit the items for a GRV that is paid from a till shift that is now posted For mo
141. ice of the stock items for all stock costing calculations Disregarding stock price fluctuations The only stock costing report not affected by this setting is the Stock Price Fluctuations report For more information see the section on Stock Price Fluctuation Report Use FIFO for Stock Costing FIFO stands for First In First Out This cost calculation method takes the cost price fluctuations of stock items into consideration The following example will simply show how the stock cost calculation works Any information 1 relating to the different reports will be described on the specific report page in this manual 10 apples are purchased at RO 50 each 5 apples are sold leaving 5 in stock Stock take entered giving stock on hand value of R2 50 for the 5 remaining apples 10 more apples are purchased at RO 75 each lf another stock take is done now there will be 5 apples at RO 50 SOH R2 50 each and 10 at R0O 75 SOH R7 50 each Giving a total value of R10 Using Fixed Stock Cost will take the 15 apples on hand and multiply by the last known purchase price making the calculations mush faster Using AFO will take each apple at the specified price for each day in the reports making it more accurate Version 6 1 5 2009 Coherent Software Solutions Preferences 171 6 1 3 3 4 Cashup Specific Computer All Computers Printers Store Settings Head Office Settings Program Settings Network Settings General Invoicing
142. ick Default as all items are automatically included in default automatically You will need to repeat the above process for each menu item to be included in a department Once this is done the next step involves specifying which departments are displayed on each till Keep in mind that this department setting is seton each till individually and will only affect Aura Invoicing For more information see the section on System Settings gt Specific Computer gt Invoice Settings 15 4 6 3 3 Colouring Recipe Other Coloring Screen Saver Barcode Touchscreen Menu ltem Colors Font C white Brush Custom Apply To Apply Category Current Filter Color To ltem Font This specifies the button font colour for the selected menu item Brush This specifies the button background colour for the selected menu item Apply to Current Filter This button shows the colour scheme that the selected menu item will use inside nvoicing Clicking this button here will apply the colour scheme to all menu items within the current filter Apply Category Colour to Item This button displays the colour scheme set for the menu category button Clicking this button here will apply the category colour scheme to the menu item that is currently selected Version 6 1 5 2009 Coherent Software Solutions Lists 99 4 6 3 4 Screen Saver Recipe Other Coloring Sereen Saver Barcode Screen Saver 5 eggs C Display as of tota
143. id Expenses A Pa R SAE S SPa O A ees BS Bieke fiz Expense Entry SubCategory ltem Description Supplier Quantity Unit Price Total Vat Excl Stock Return Stock Date Select the date for which you would like to view or add expense payments ils Use these buttons to browse through the previous and following dates one day ata time Paid Expenses Toolbar Use these buttons to navigate the expense payments entered on the selected date List of Expense Payments This will display a list of all expense payments entered for the selected date 2009 Coherent Software Solutions Version 6 1 5 50 BackOffice 6 1 5 Manual Capturing Expense Payments To capture an operating expense click on the button from the toolbar This will bring up the Expense Item Selector as seen below Expense Item Selector X Expense Category ALL Search Expense Subcategory Description Flectricity Staff Transportation Water If you have no items in the list available to select you will first need to set up your expense item categories and items For more information see the section on Expense Items and Categories 12 After selecting the expense payment you wish to capture click the OK button to continue This will display the following prompt xj Payment Date This date is automatically Payment Date 25 Jun 2009 entered as the current date nee eee Electricty ey Expense Item Di
144. ide the Aura software Selected Printer Properties Will display the properties for the printer selected from the list of printers on the left Description The name that will display in the list of available printers under New Printer Settings This is for identification purposes only you can name the printer as you like Category Invoice Production Credit Card The category for the selected printer this will determine whether the printer can be activated as an invoice production or credit card printer under Printer Setup For more information see the section on Printer Setup 156 Type None Narrow Wide Impact Narrow Select the type of the selected printer Model Epson PosiFLEX Starpos TSP700 Epson Impact To ensure correct printer formatting please select the model type of your printer Page Length Page Width and Footer Height The above three settings are governed by the printer drivers you do not need to adjust these settings at all Print Late Voucher This is currently a dead feature it will not make any difference to the printing of either customer Or production slips Extended Production Slip Only applies to production printers Selecting this option will print a slightly modified production slip with parent items printed more clearly and their child items printed directly below them Version 6 1 5 2009 Coherent Software Solutions Preferences 179 6 2 Access Permissions The Access
145. ier to Start with Gv Supplier____ Telephone Supplier Ref _ Purch Price gt 43 VAT __ Grv Saved From Till Stock Search Stock category ALL Description 350ml CUP P 350 Follow the same procedure for selecting a Supplier and adding stock items as found on the Purchase Stock screen For more information see the section on Purchase Stock 25 Under special circumstances certain suppliers do allow stock to be returned when they were not the original supplier However this would obviously depend on whether or not the supplier in question does actually deal in that stock item or not In a situation such as this you will need to be granted the following access permission To Return Any Stock To Any Supplier For more information on this see the section on Access Permissions 179 Version 6 1 5 2009 Coherent Software Solutions Activities 31 3 1 4 Manufacture Stock The Manufacture Stock screen provides an interface to accurately track stock items that are used in the manufacture of other items The term manufacture is widely used as a term to describe the preparation ofa particular stock item Any stock items that are used in your store are prepared in some way or other whether by the kitchen staff in store or by the suppliers before delivery If an item is prepared in store by the kitchen staff then itis generally considered a Manufactured Stock Item A manufactured ite
146. iew Spreadsheet View Sa Item Description Expense Code Category Vat Inclusive lV Active Purchase Stock Description Subcategory Yat Exclusive 7 Vat Exempt 3 Last Payed Supplier Order Quantity vj Return Stock Toolbar For more information see the section on Navigating Records 13 Category Filter Select a category to filter the items displayed Show Active Inactive Select whether to filter out the currently active or inactive items Adding New Expense Items To add a new expense payment item click the plus button on the toolbar at the top This will clear all the fields under the Item Description and change the toolbar to display as follows Poo ae Enter all the necessary fields for the new expense item and click on the tick button on the toolbar to save the item See below screen shot for an example ltem Description Expense Code Exp Category I tiities Watinclusive A 0 33 lv Active Descnption Electricity Subcategory Vat Exclusive R 0 29 Vat Exempt Last Fayed Supplier Municipality Order Quantity fi ta 2009 Coherent Software Solutions Version 6 1 5 124 BackOffice 6 1 5 Manual Field View vs Spreadsheet View Use this option to switch between the two available display modes for the available expense paymentitems ltem Description Expense Code Categor o Yat Inclusive 7 Active Description Subcategory Vat E
147. ifferent records in a list Following is a description of each button s functionality G First Moves to the first record in the current filter E Prior Moves to the previous record in the current filter E Next Moves to the next record in the current filter H Last Moves to the last record in the current filter Insert Adds a new record ready for new information Delete Deletes the currently selected record a Edit Opens the selected record to be modified v Post Saves any changes done to the currently selected record x Cancel Undoes any changes done to the current record back to the last time itwas saved These are simply the standard controls found on the Navigation bar certain sections in Back Office will have extra controls to the right of the Cancel button each of which will be explained in the relative section 2009 Coherent Software Solutions Version 6 1 5 14 BackOffice 6 1 5 Manual Locating Specific Records Certain toolbars also contain a search button clicking this option will give you a chance to locate one specific record within the data you are viewing For instance Menu Items or Stock Items Da a Clicking on the Locate button will present the following window Locate Field Value x Field Valu Search Type Case sensitive C Exact Match f Partial Match at Beginning Partial Match Anywhere First x Cancel In order to search f
148. ill undo ALL changes since the last time this menu item was saved Recipes and Inactive Stock Items In certain circumstances especially where menus are downloaded from a central head office you may find a stock item that was previously used is no longer needed Once a stock item has been purchased discarded or used ina stock or menu item recipe it cannot be removed completely from the Aura system In a situation such as this the Stock item will be set to inactive instead By this method the item details are still stored for reporting purposes but the item cannot be used as itis inactive Where a menu item recipe contains a stock item that is then made inactive you will see the following information Recipe for above ite Recipe Contains Inactive Items Code Oty Measure Description Cost GO 0 05 LITRE BEO SAUCE UMOOS 1 EACH BEEF PATTY R320 BOOS 1 EACH BURGER ROLL R 0 56 019 0 003 KEG CHIP SPICE R014 a020 0 1 KG FRIES R 1 23 GOB 0 03 LITRE OIL CRISPA AOS F005 0 01 EG ONIONS R 0 08 FOU 0 001 KEG PARSELY Notice how the affected stock item itselfis highlighted with a grey background Ideally this stock item should be removed and replaced with the correct item 2009 Coherent Software Solutions Version 6 1 5 92 BackOffice 6 1 5 Manual Searching for Recipes If you would like to know how many different recipes a certain stock item is used it First find the stock item in the list Et of S
149. ing all the required Over Ring reasons please close Aura Invoicing and open it again to refresh the changes Editing Over ring Reasons ah To edit a current discount code either double click on the over ring reason line or select it and press the a button on the toolbar When editing a current over ring reason you will see the following window alo x Description Reference Pe IY Active i Hoa The hoax option is disabled beceuse the resson hes been used before OK Cancel If the over ring reason has been applied to an invoice before you will not be able to change the Hoax setting Version 6 1 5 2009 Coherent Software Solutions Lists 133 4 12 Discount Codes The Discount Codes screen is used to maintain a list of available preset and variable discount reasons Discounts are used for various reasons ranging from the most common discounts for store specials for example buy two get one free and also including less common more specialised reasons for example customer complaints These discount codes can be applied to any type of invoice although access to apply these discounts codes is controlled by settings in the Access Permission and the Employee Record settings as described in each section respectively For more information see the sections on Access Permissions 1 and Employee Settings 72 lolx Activities Lists Monitoring Reports Preferences Help Discount Codes iT MN pera
150. inutes before a table order is updated to show Neglected and then the Final Neglectwarning The Table Poll Time is the number of minutes that ittakes to update the screen with information entered from other computers Second Toolbar Select Changes the mouse pointer function to allow you to select an object on the screen S Wall Click this button and then click anywhere on the layout panel to place a wall B Door Click this button and then click anywhere on the layout panel to place a door Pj Window Click this button and then click anywhere on the layout panel to place a window tal Portal Click this button and then click anywhere on the layout panel to place a portal to another floor level A Portal may only be placed if there is another floor to create a portal to This is described in more detail further down E Text Click this button and then click anywhere on the layout panel to place a custom text block z e and a Table Click this button and then click anywhere on the layout panel to place a round or a square ble oF ped D i Ler Select Table Use this button to change a table s assigned number Delete Click this button to delete the currently selected item Version 6 1 5 2009 Coherent Software Solutions Activities 55 Adding Objects Begin by creating the outline of your store by adding the Walls to your floor plan Once you have the outline you may
151. ions The Gross Profit is taken from the margins displayed for each menu item These are described in more detail on the Gross Profit report page Selecting this option will force Back Office to calculate the GP figure as the balance of the FC figure For example if the FC is 40 the GP will show as 60 regardless of the menu items margins For more information see the sections on Gross Profit Report and Menu Item Costing Profit Margin 8 Show Vat Excl amounts in Sales Reports Selecting this option will include a VAT excluded figure in the sales reports as well For more information see the section on the Sales Reports Exclude Delivery Charges from Royalty Report The delivery charge is legally considered a form of income to the store and therefore will be included in the royalty report If for some reason you do not wish to include this figure in the royalty select this option For more information see the section on Royalty Report Automatically Calculate Manufactured Stock This setting is linked to the Auto Manufacture feature found in the Stock Items the reports will only display the automatically manufactured items correctly if this option is ticked For more information see the section on Auto Manufacture Stock Items 111 2009 Coherent Software Solutions Version 6 1 5 170 BackOffice 6 1 5 Manual Stock Cost Calculation Use Fixed Stock Cost Selecting this option will use only the last known purchase pr
152. isable all those wages This setting affects ALL employees regardless of their employee category Disable Petty Cash Disallows cashiers from entering any payments in the Petty Cash section of their till shift cashup Tills cannot be LOCKED if Invoices are outstanding Check for any orders that have not been paid Any till shifts are open Checks to see if any till shifts are not ended and posted Drivers are not cashed up Checks for any drivers that have not yet been cashed up posted into an active till shift Shop One Shop Cashup Per Day Selecting this option will prevent any till shifts being activated on a date that the shop cashup has already been posted Cannot open tills if previous days shop cashup is un posted When selected the previous day s shop cashup must be posted before trading can commence for a new day 2009 Coherent Software Solutions Version 6 1 5 172 BackOffice 6 1 5 Manual 6 1 3 3 5 Imaging Specific Computer All Computers Printers Store Settings Head Office Settings Program Settings Network Settings General Invoicing Reparts Cashup Imaging Stock Search Backup PoleDisplay Picklists Updates Email Example Display monitor Display ltem Details M Text colour L clBlack Background Colour O clWhite D Rotate image delay s fo B Display price while scrolling E Invoice displa Invoice Item Message PO Invoice TotalMessage o i y ON top o f Item Des
153. ist found here is the currently active list of permissions found in Aura Back Office 6 These access permissions are allowed or prohibited from each employee category as described in the section on Access Permissions 18 While reading through this list of permissions each permission is structured to give the most useful information possible Next to each access permission a suggested minimum access permission level is shown in brackets described below Keep in mind that these are only Suggestions you may still grant or deny any of these permissions as you see fit Admin is shown if the permission requires a high level of access Such as store owners or technicians and should not be changed by the average user Permissions marked as admin have a large effect on the trading or security of your store Manager is shown where the store manager may need access to ensure that the store can be maintained effectively User is shown for permissions that are safe for any employee with access to Aura These would include cashiers drivers or waiters where applicable List of Activity Codes Name or Access Permission Recommended Short Permission Description Access Level To Abandon An Invoice Manager Controls access to cancelling an order that has not yet been completed and saved For more information see the Aura Invoicing Manual To Access Expense Categories Admin Controls access to the Expense Categories screen For more
154. items they are also used in recipes for manufactured stock items Itis essential to ensure that the stock items are set up correctly for these functions to operate accurately Extra stock control features are located outside of the Stock Menu amongst others these include the Stock Take and the Purchase Stock function These can be found under the Stock section of the Activities Menu For more information see the section on Active Stock Controll 2 For more information see the relative topic below Stock Categories 11 Stock Items 11 Stock Locations 12 Items per Location 12 2009 Coherent Software Solutions Version 6 1 5 110 BackOffice 6 1 5 Manual 4 7 1 Categories As with the Menu Items the Stock Items are also grouped by categories The categories are set to simplify searching stock items for active stock control and maintenance This window provides an interface to manage the Stock categories list as seen below Stock Categories x AA e H a K itt Category Description Toolbar For more information see the section on Navigating Records 12 Category Lists Lists all currently available stock categories Adding and Removing Categories oe ie To add a new category click the button This will inserta blank line for you to enter a name for the new category as seen below Stock Categories l x rdwerhzina v After entering the name click the v button to activate the categ
155. items for free Select the number of items that are marked down to a zero value regardless of what discount amount is specified Tick the box on the very right hand side of the Get For Free section to activate this option Apply Discount To Apply discount to lt x gt items Select the number of items that the specified discount is applied to for example 10 off R20 off etc Tick the box on the very right hand side of the Apply Discount To section to activate this option You can select either one or both of the Get For Free and Apply Discount To sections but keep in mind the items thatthe discountis applied to is restricted by the number of required items Therefore with Match set to a quantity of 2 Get For Free and Apply Discount To may not add up to more than 2 as seen below Get Fo Fee i Get fi items for free Appl Discount To aaa 0 discount to items In this case the discount set up earlier will apply to one item and the second item will be free of charge Version 6 1 5 2009 Coherent Software Solutions Lists 139 4 12 2 Time Based Discounts If you wish to have certain discount codes available only during certain hours of the day or even only on specified days of the week you will need to seta time schedule for the discount Near the lower section of the Edit Discount Code window tick the Time Specific box to enable this option Then click on the button to as seen below
156. ivate it For security reasons the currently active menu is not deleted completed but simply moved into a packup table Menu Undo lf there is an issue with the new menu and you need to go back to your previously active menu use this option By performing a Menu Undo Aura will retrieve the price list stored in the previously mentioned menu backup and restore those as your active menu VERY IMPORTANT NOTE Aura can only store 3 copies of your menu these three copies are referred to as the downloaded menu the active menu and the backup menu Itis important to understand this concept before using this feature When a menu is activated the following steps are taken The currently active menu is moved to become the backup menu replacing anything that is currently in the backup Next the downloaded menu is moved to become the active menu By these steps performing a menu undo can only use the current backup menu Version 6 1 5 2009 Coherent Software Solutions Activities 49 3 4 Menu Publish This function will only be available to your head office and you may never need to use it unless otherwise instructed by an Aura Help Desk technician only Without certain settings enabled on the Aura Enterprise Server for your store profile this option will not do anything 3 5 Synchronise The Synchronise feature is provided to allow your store to upload sales data history to your head office This is a ve
157. k codes that exist in both stock locations In this case you will first need to go specify which stock items are available in the new location For more information see the section on Stock Items Per Location 124 Once you have selected the stock item you wish to transfer and clicked OK you will be prompted for the quantity to transfer as follows Transter Stock x Stock ltem 500ML CUP E Luantity i Frepped f Comment Measure EACH OK Cancel Stock Item This will display the selected item for transfer If you wish to select a different item click on the to return to the Stock Item Selector Quantity Enter the quantity of the item to be transferred Take note of the unit of measure further down when entering the quantity Prepped If the stock being transferred has already been prepared for use tick this box If itis from the store room do not tick this box Comment This field is available as a reason for transferring the stock Measure Displays the unit of measure for the selected stock item Once the required information has been added click on OK to add the stock item to the list of stock to transfer This should update the list to show similar to the following hpc ipii pee ao a E Prep Unit Cost Comment 22 Jun 09 SOOKML CUP Jetault Ory Storage alse R O 00 Moved two packs to storage Repeat this process for each stock item until all stock that has been transferred is accounte
158. kOffice 6 1 5 Manual Identifying and Selecting Correct and Incorrect Streets To begin first look for the correct street name in the left hand list of streets In the following example we have Amsterdam Cr Brooklyn and Amsterdam St Brooklyn L J Chii uperen E t O L l l a H d C Amsterdam Cr Brooklyn LI Amsterdam St Brooklyn l Tani i Letus assume that Amsterdam Cr is the correct street name whereas Amsterdam St is the incorrect street name but both have customers assigned to them and so the incorrect street cannot be removed from the street list In order to replace Amsterdam St with Cr click on the correct street on the left hand side L SHPO ou Cede Cari Amsterdam Cr Brooklyn _ Amsterdam St Brooklyn Anemone Ave Devis Peak Fstate C Amsterdam St Brooklyn Anemone 4ve Devil s Peak Estate Annes St Maitland LJA AIP ol Pedder C HAr Notice how the street name that you select on the left as the correct street automatically disappears from the list on the right Now select the incorrect street name from the list on the right hand side as below LJ AIR SS Loo LO AIR OSE Loo Pal Snsterdam Cr Brooklyn Amsterdam St Brooklun I Amekardam Ch Peel hon I Anamana Avua Maule Paal Fekaka Fix And click on the button atthe bottom This will now bring up the following prompt SSS a 7 Do you really want to remove the un inked streets If you are certain that you have s
159. king this option hides the selected category button from the Invoicing selection This does not remove items in the category it simply hides the items from view If an employee such as the manager knows the code the item can still be rung up in either Touch Screen or Keyboard mode 2009 Coherent Software Solutions Version 6 1 5 86 BackOffice 6 1 5 Manual 46 3 Items The Menu Items screen is used to add remove and maintain all menu items for nvoicing When opening the menu items page you will be presented with the following screen E3 BackOffice Menu 1tem Maintenance Jag Activites Lists Monitoring Reports Preferences Help Menu Items Navigation Q b gt wb a toa Category Filter ALL Show Active Count Stock f Field View Spreadsheet View Item Gross Profit FIG VIEW Cost 56 A Menu Ite Margin 44 EN ltem Code C0021 Category COLD DRINKS Sort order Unsorted RSP Incl R 11 20 urchase Stock Inv Descr APPLE JUICE RSP Excl RA 9 82 3 Slip Descr APPLE JUICE Size 340ML Cost Price R 5 47 Return Stock A Recipe Other Coloring Screen Saver Barcode Recipe for above item Stock items available for recipes Manufacture st Stock Search Filter Ce i a al SD e Tau Measure Description ee Bie eee UT SEE Discard 1 EACH JUICES BI EACH AVOCADO R250 FRUIT VEG Stock TEACH STRAWS KG BACON R 58 68 UNCOOKED ME
160. l display the quantity that one batch of the master recipe will yield lf Use Master Recipe is not ticked you may enter the quantity that you produced from the recipe used be careful with this option by doing so you will have to accurately record the quantities used in the recipe Version 6 1 5 2009 Coherent Software Solutions Activities 33 Manufacturing Using The Master Recipe As we will see further down the recipe for Cheese Mix uses 0 5kg of Cheddar and 0 5kg of Mozzarella giving us a yield of 1kg lf we use enough cheese to manufacture 5kgs of Cheese Mix we will use 2 5kgs of each cheddar and mozzarella Manufacture Stock xi Manufactured Item Detail Location Default Stock Cheese Mix El CHODZ Batch Oty 5 000 Use Waster Recipe f Batch yteld f Measure KG When you click on OK you should see the following details B Keys Chl M gt Manufactured tems Ctrl A gt Reci e items Manufactured ltems a a H t afb Recipe For Manufactured Item es Ingredi Total Cost ence os ke CHEDDAR CHEESE Roo RoO0 See Sale a ass 05 KG MOZZARELLA Roo R000 Set s Master Recipe Wiew Master Recipe In the Default location we will manufacture Cheese Mix in a Measure of KG using the Master Recipe which Yields 1kg 5 times over The following may help to help understand the header line better 2009 Coherent Software Solutions Version 6 1 5 34 BackOffice 6 1 5 Ma
161. l email address as a login name Mail Server Password This field must contain your login password generally provided to your by the service provider Mail Sending Port This field needs the port number for your email service provider s server although this is generally accepted as port 25 for outgoing mail servers If port25 does not work you will need to confirm this with your service provider Fax To Email Host Fax to Email is a popular service that allows a user to email a message to a virtual email address and have it delivered to a linked fax number instead 6 1 3 4 Network Settings Specific Computer All Computers Printers Store Settings Head Office Settings Program Settings Network Settings IP Addresses IP Addresses The notepad like block on this page is used to store notes on your system setup Originally intended to keep a list of all computer s network addresses IP Address you may store any notes on the setup of your store here 2009 Coherent Software Solutions Version 6 1 5 178 BackOffice 6 1 5 Manual 6 1 4 Printers Specific Computer All Computers Printers Printer Setup All Printers selected Printer Properties Description Credit Card Category Creditcard Printer Type Narrow Model Epson Page Length 26 4 Page Width p 3 Footer Height 0 gt Print Late Voucher E Extended Production slip T All Printers This is a list of current printer setups ins
162. l sales C Display as 3 of category sales Select items to export to the Aura screen saver this setting must be selected for each menu item individually The screen saver is not activated by default in an Aura installation Contact the Aura Help Desk for more information on setting up the screen saver 4 6 3 5 Barcode Recipe Other Coloring ScreenSaver Barcode Menu ltem Barcode Setting Read Quantity From Barcode Bar code EE Barcode Displays the barcode currently scanned to the selected menu item Read Quantity From Barcode This feature is used to read the quantity of the selected item directly from the barcode when an item is rung up in this manner International standards for barcodes do not allow space for the quantity as well therefore this feature will only be available to stores that have custom barcodes created either in store or by the store s head office if applicable Scanning New Barcodes If you have any items with barcodes on the label you may scan them in here In order to scan a new barcode click on the button This will display the following prompt Bar Code Scanner a X Please scan the bar code Cancel At this prompt activate your barcode scanner and scan the product 2009 Coherent Software Solutions Version 6 1 5 100 BackOffice 6 1 5 Manual 4 6 4 Picklists With certain menu items the customer may have various options relating to the specific item they ch
163. l up connection this option will display the unique Internet Protocol address that your connection has been assigned for that internet session If your computer is not connected to the internet or you have an ADSL or DSL connection a permanently online then selecting this option will show an error Please check the connection and try again If your dial up connection is connected and active you will see a message displaying your current IP address Keep in mind that with a dial up IP address you may possibly be assigned a different address every time you connect 7 2 Feature Registration Certain features of the Aura system are restricted and governed bya license file This feature is used to update that license file with encrypted information When the Feature Registration window is opened you will be presented with the following screen Registration i x User Code 1 253464671 User Code 2 7131243 Cancel Reg Kep 1 Reg Kep 2 When doing feature registration over the phone with an Aura technician they will ask you for user codes one and two Then using those two codes two registration keys will be generated to update the required data in your license file The license file is used to keep the cashup enabled allow access to customer lists and orders and authorise the number of tills that are allowed to connect to this server computer For this reason it may be necessary that the feature registration is done more
164. laced order Only primary operator can open the till In a situation where a till shifthas multiple operators selecting this will only allow the primary operator to open the cash drawer Enable Editing of Invoices Selecting this option will allow employees to edit a table order for the purpose of adding more items to the bill if the customer orders any further The option Enable Editing of Invoices may possibly not be shown on your settings depending 1 on how your store was set up when it was installed This is a hidden setting which can only be activated by one of our software support technicians in the Aura Help Desk Force Password Change Every lt x gt Day s Forces all employees passwords to expire after the set number of days asking them at that point to enter their current password and select a new password in order to continue This affects ALL employees regardless of category or activity in the software Franchise Print Device Specify the reports printer for Aura Back Office Print Extended Kitchen Slip Changes the layout settings of all production slips to show the information ina different format The manager will need to decide whether or not to have this option selected 2009 Coherent Software Solutions Version 6 1 5 168 BackOffice 6 1 5 Manual 6 1 3 3 2 Invoicing Specific Computer All Computers Printers store Settings Head Office Settings Program Settings Network Settings General Invoicing
165. le variances and differences in the stock control features Ifa stock item is used in at least one recipe you will see the following warning when marking this item as Inactive Confirm J a x The stock code C003 is used as an item in 40 menu item recipejs and cannot be removed e gt Would you like to see these menu items Atthis point you may click on Yes to see a list of the menu stock items that use this in their recipe The length of the menu items list will depend on how manyitems use this stock item in their recipe but from the top of the window you will see something similar to the following Menu Item Recipes That Use Stock No COO3 40 E x Search Characters EMDE TECk ABEDO CHICKEN PIZZA BEO CHICKEN PIZZA Personal CHEE 7 DOUBLE SALAMI PIZZA Personal CHEE MOLELE CAL ARAL PIFFA a Alternatively if you had selected No for this first prompt this would assume that you want to proceed with making the item inactive The following prompt will then be displayed SSS ti lt i lt C Xt e Do you wish to remove C003 from these 40 recipes IMPORTANT Ensure you have the correct stock item code before clicking on Yes Vat Exempt This options marks the selected stock item as exempt from value added tax Version 6 1 5 2009 Coherent Software Solutions Lists 115 Adding New Stock Items In order to add a new stock item click on the button from the top navigation bar doing so
166. ll Shift Cashup 43 Controls access to the Access Permissions screen For more information see the section titled Access Permissions 179 This setting is no longer active in this version Controls access to the Employee Records screen For more information see the section titled Employee Records 70 Controls access to change an existing employee s password For more information see the section titled Editing Employee Records 72 Controls access to the Menu Categories window For more information see the section titled Menu Categories 8 Controls access to alter the price of a menu item This permission is dependent on To Access Menu Items and the menu must be unlocked for this to work For more information see the section titled Menu Items 86 Controls access to vithe Over Ring Codes screen For more information see the section titled Over Ring Codes 137 This setting is no longer active in this version Controls access to the Stock Categories window For more information see the section titled Stock Categories 110 Controls access to seta stock location as external For more information see the section titled Stock Locations 120 Controls access to the Manufactured Stock screen For more information see the section titted Manufacture Stock 31 Controls access to mark a delivery order as a late delivery For more information see the Aura Invoicing Manual Controls access to ch
167. ll be presented with the following screen Employee Categories E X Z 7 E H F a Category Description Manager Cashier Walton Franchisee Driver Toolbar For more information see the section on Navigating Records 12 Category Displays the unique category code that has been assigned to the category Description Displays a description linked to the category code The list of categories will vary from one store to the next but the most common will include Franchisee or owner Cashier and Manager You can add or remove any category as you wish Take note however that you will not be able to remove a category if there is an employee assigned to that category For more information see the section on Employee Records 70 Version 6 1 5 2009 Coherent Software Solutions Lists 69 Create a New Employee Category If you wish to add a new employee category click on the button This will display the following window New employee category l x Enter category code Enter category description OO Cancel Enter category code Use this field to enter a unique category code a generally accepted value is an abbreviation of the category being added Enter category description Use this field to enter a full description of the category being added Click on OK to save the category Once added successfully you should now see the new category in the list as seen below Employee Catego
168. lnactive gt En October 2006 sun Mon Tue Wed Thu Fri Sat 1 2 8 4 5 6 Bz 9 WW 11 Te 13 15 16 17 18 19 20 ee es of 25 25 a 29 30 FT 2008704701 Once you have selected the desired date click on the Dete button to continue Database Purge Process While the purge is running you will see the following screen x Delete data prior to 2006 1 O03 Delete Purge started at 2008 04 01 12 22 01 Purging ACTIVITY Completed Purging LINEIT EM Completed Purging INVOICES VERY IMPORTANT Do NOT press any keys run any other applications or attempt to close this window at any stage during the purge process Doing so will cause corruption in your database and thus cause you to lose important data 2009 Coherent Software Solutions Version 6 1 5 60 BackOffice 6 1 5 Manual Completing Database Purge Once the process is completed you will be presented with the following screen Database Purge ver 1 0 1 1 Delete data prior to 2006 1 003 Delete Purging PROCESSEDSTOLCE Completed Purging MANUFACTUREDSTOCE Completed Purging STOCK Completed Purging STOLE TRANSFERS Completed Purging TILLPOST Completed Purge completed at 2008 04 01 12 22 01 After running the Database Purge you MUST run a Database Optimise If you do not run the optimise after the purge the physical database size will not be altered If we compare this process to
169. ls Now that you have multiple floors you will need to create a portal to be able to switch between the floors on the layout To do this click the Portal button described above This will prompt you for a level to link to this portal as seen here This will show all levels other than the level you are adding the portal to Once you are satisfied with the floor plan layout be sure to click on the 5 Save button before closing this screen You will lose any changes you have made if you do not save the layout first Version 6 1 5 2009 Coherent Software Solutions Activities 57 3 10 2 Database Optimiser The Database Optimiser application is part of the database maintenance software This application is used to re index and optimise your database for optimal database speed This section of the manual is simply to cover the main points to be careful of and shows a description of the optimise process You should only run this application at the direct request of a qualified Aura Help Desk technician When the optimiser is run you will be presented with the following prompt CT xt This application can take a long time to run Itis recommended 1 that all tills be shutdown before this application is run Continue Clicking on Yes will bring up the following prompt conirm x Itis recommended that you backup your database ws before you run this program Backup now As the Database Optimiser updates informa
170. ls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to adjust the royalty or advertising percentage in the system settings For more information see the section titled System Settings gt Program Settings gt Head Office Settings 16 Controls access to split a table order over two tables or to join two table orders into one table For more information see the Aura Invoicing Manual Controls access to start a new shift inside Aura Invoicing to process orders For more information see the Aura Invoicing Manual Controls access to transfer stock from one location to another For more information see the section titled Transfer Stock 37 Controls access to change the table number assigned to a table transaction For more information see the Aura Invoicing Manual Controls access to the Aura System Settings For more information
171. lutions Version 6 1 5 200 7 5 What s New Selecting the What s New option will open a webpage listing the changes updates and bug fixes made to the latest version of Aura currently available This information is also available in the What s New section of this help manual For more information see the section on the What s New Section 7 BackOffice 6 1 5 Manual This feature requires a working and active internet connect to function correctly 7 6 About COSOI Coherent Software Solutions CoSoft Support Info System Information Cosoft HO Serial No 20AB 9554 http www cosoft co za Computer Name DT HLT ANDREG Aura Backottice Yersion 6 Copyright 2007 CoSoft pty ltd Support 066 100 AURA 2672 IP Address Close Version 6 1 5 Aura Support Operating System Microsoft Windows F http wew cosoftdbn co za aura Service Pack 2 f Processor Intel A Pentium A 4 CPU Support Email Address 3 20GHz supporl cosoft co za Memory 2047 ME Free Menon 361 ME 1O 0 0 33 2009 Coherent Software Solutions Part Contact Details 202 BackOffice 6 1 5 Manual 8 Contact Details Office Contact Details Aura Help Desk 086 100 AURA 2872 Midlands Branch Head Office 033 343 2135 Aura Helpdesk Hours 6 00am to 11 00pm 7 days a week In order to ensure that all calls taken have been logged and are treated with the importance and urgency each one rightfully
172. ly to an order lf the employee will not have any access to ring up any orders for instance a driver you can safely leave these fields blank Once you have selected the category and entered a password you will have the option to save the employee Click on the Finish button from the bottom bar to save the employee As seen below Back Hest gt Finish 2009 Coherent Software Solutions Version 6 1 5 74 BackOffice 6 1 5 Manual Setting Up Automatic Employee Wages Optional l l t gt Alternatively If you wish to set up employee s wages click on the uw button to continue You will now be presented with the following screen Insert a new employee Employee Wages Back to or KI are Bette Configure the wages and comissions for the employee Hourly Rate Rate per Delivery Commission Percentage Km Rate Shifts To Date Step 3 of 3 Employee Wages Back Next gt Finish Hourly Rate Enter a rand value as an hourly pay rate This figure will reflect at the end of the day in the employee cashup screen Setting an hourly wage means the employee will be paid according to their time period clocked into the Aura system Please ensure that the employee knows to clock in as soon as their shift starts and clock out as soon as itends The clock in and out procedures are done from Aura Invoicing and are described in the Invoicing Manual Commission Percentage Enter a commis
173. m may be anything from a simple salad dressing mixed in store to pizza or bread dough Either way the manufactured item itself will require a recipe list so that Aura knows the quantities and items that are required for the items to be manufactured For more information see the section on Stock Item Recipes 116 Before you begin please ensure that you have already manufactured the stock item and that a you have all the figures that were used in and produced from this manufacture session This feature is designed to capture manufactured stock BackOffice Manufacture Stock R 10 x Activites Lists Monitoring Reports Preferences Help Activities Manufacture Stock Q Operation Manufacture Stock Date 22 June 2009 Stock Location Defaut Count Stock anufactured Items Se i N 7 Zj 5 B S A i rae Ee gt Manufactured items Pitch Ctrl A gt Recipe items Stock _ StockLocation ItemDesc Measure _ ItemCost_ TotalCost Use master Yield _ Man Qty nn Return Stock List of Manufactured Items Paste Master Recipe Set As Master Recipe View Master Recipe Recipe Controls Lists _ Monitoring Reports Preferences Retail License License Renewal Date 06 June 2010 A Manufactured ltems Toolbar For more information see the section on Navigating Records 12 List of Manufactured Items Shows alist of items manufactured on the selected date Recipe for Manu
174. mation see the section titled Backup Database 5 Controls access to the stock count screen For more information see the section titted Count Stock 224 This setting is no longer active in this version This setting is no longer active in this version Controls access to pick up anybody s table order For more information see the Aura Invoicing Manual This setting is for logging purposes only Controls access to print any order from the browse old invoices window For more information see the section titled Find Invoices 66 2009 Coherent Software Solutions To Print Stock Manufacture Slip Preferences 187 Controls access to print out a manufactured stock item To Process a Credit Card Transaction To Process a Food Refund To Process A Staff Meal Discount To Process GRVs To Process Invoices To Re Post A Previously Posted Cashup To Re Post A Previously Posted Shop Cashup To Re Print An Invoice To Reprint A Credit Card Slip To Reprint A Stock Manufacture Slip To Restore System Settings To Restrict Employee Categories To Return Any Stock To Any Supplier To Run Activity Log Report To Run Average Sittings Per Table Report To Run Average Takings Per Day To Run Average Turnover By Headcount To Run Average Turnover By Table To Run Backoffice To Run Bottom Customers Report 2009 Coherent Software Solutions Manager Manager User Manager Manager U
175. mize 5 Running Street Sweeper 61 Customer Statistics Update Process While the customer s statistics are being updated you will see the following progress bar Updating customer stats Once this process is completed this progress bar will simply disappear and allow you to continue working as normal 2009 Coherent Software Solutions Version 6 1 5 This page is deliberately left blank Lists 66 BackOffice 6 1 5 Manual 4 Lists The Lists menu contains the functions of Back Office relating directly to the information stored in your database Amongst others this includes your Full Customer List your Supplier Listing your Menu and Stock Items and your Tables List See a topic below for more information Find Invoices 6 Employees 68 Suppliers 7 Customers 7 Survey Questions 8 Menul 8 Stock 10 Expenses 123 Delivery Areas 120 Streets 12 Over ring Codes 137 Discount Codes 135 Tables 14 4 1 Find Invoices The Find Invoices feature gives you the option to go back and review invoices from any previous date regardless of whether the invoice is part of a posted and locked till shift or not From this feature you can not only view the order that was processed along with any discounts applied but also re print a duplicate copy of the invoice if needed Selecting Date to Browse Invoices To access this information select Lists gt Invoices gt Find Invoice from the menus along
176. mpt Controlled Access J A password is needed To Run Backoffice There are various access points in the Aura suite that are password protected While setting up the system until unique passwords have been added for all employees use 001 for each password prompt If you are new to the BackOffice system itis highly recommended to work though the Quick Start Checklist 1 in order to get your store up and running quickly After this password prompt you may possibly see a series of messages pop up on screen these messages are normal and they will go away after the respective activities are performed in the Aura system Version 6 1 5 2009 Coherent Software Solutions Getting Started 11 The main screen in BackOffice consists of a menu across the top a toolbar down the left hand side and the main screen area for the various Back Office components to the right as seen below F Backoffice Logo E 10 x NURN on top of your business Activites Lists Monitoring Reports Preferences Help Count Stock Monitoring Please call 086 100 AURA to report any issues www cosoft co za Retail License License Renewal Date 03 June 2010 SS EY Back Office components have been grouped by type for example all activity type functions for example Performing a Stock Count Capturing Purchased Stock or doing a Performing a Cashup are available on the Activities toolbar and menu List information for example
177. n Cook Time 00 06 Min Order Amount For Delivery 0 Default Dialing Code Show Vat Excl on Invoice Purchase Orders Address line 1 City Address line Area Code Contact Company Settings Business Name Enter your company or franchise name here Vat Reg Enter your VAT registration number here this is for legality purposes Telephone Enter the store contact number here Trade Until Select a time in the morning before you begin trading The Trade Until feature separates one day s trading from the next and this marks the time during the day that the current day s trading is allowed to start Anything done before that time will be displayed on the previous day s trading information For example with the Trade Until set to 05 00 if a till shiftis started before 5am it will have the current date and time but will show under the previous day s cashup date Ifthe till shiftis started after 5am it will be on the current trading day 5am is arecommended time as it gives ample time for stores that sometimes trade past midnight and leaves enough ofa time margin for opening in the morning For more information see our Contact Details 202 Delivery Time Enter a default travel time for delivery orders If a delivery area has a travel time set up nvoicing will use that time if not it will revert to the default time set here Default Dialing Code Optional Enter the dialing code for your store s area he
178. n Foors 55 Database Optimiser 5 Database Purge 58 Street Sweeper 61 3 10 1 Design Floors The Design Floors feature is used to set up an interactive floor plan layout of your store This feature is aimed at stores that deal mainly with Table Transactions to simplify the interface for waiters to ring up and maintain their own table orders When opening the Design Floors feature you will be presented with the following screen Add Remove Close Before setting up the floor plan you will need to have a table list set up in your store For more information see the section on Adding and Maintaining Tables 147 54 BackOffice 6 1 5 Manual Top Toolbar Hl Save Use this button to save any changes you make to your floor plan Load Use this option to load the currently saved floor plan layout JE Customize Use this option to change the colour settings for your floor plan layout Selecting Customize will show the following window Settings Times Table Neglected ho g Table Final Neglect e Table Pol Time jo g Colour Wall Door E Re Window Move Portal E Aqa Table Empty velo Table Occupied Blime gt Table Neglected MGen Table Final Neglect EE Haroon Ok Cancel Under the Colours section you can select the colour you would like the different items will show up as Under the Times section select the number of m
179. nd side Below that you will see the totals relating to the staff discounts only While to the right of that appears a list of all employees that had staff meals during the selected period Version 6 1 5 2009 Coherent Software Solutions Part Preferences 150 BackOffice 6 1 5 Manual 6 Preferences The Preferences menu contains features relating to the maintenance of your Aura installation If these are set up correctly you will not need to access any of these options in a normal trading day See a topic below for more information System Settings 150 Access Permissions 17 Restricted Employee Categories 127 6 1 System Settings The System Settings window contains all the settings relating to the running of your installation of Aura Aside from physical hardware configuration such as printer type and location of printers these settings also change the behaviour of the product These settings are vital to the correct operation of your Aura system do not change settings a unless you are certain you understand the setting s meaning or unless instructed to do so by an Aura Help Desk Support Technician For more information see the relative section below Specific Computer 154 All Computers 16 Printers 17 6 1 1 Restore Settings Feature During an Aura program upgrade there are many components of the program and the database that need to be adjusted in order for the new version to function correctly As the dat
180. nsaction Refund To Authorise Any Staff Meal To Authorise Discounts To Authorise Own Staff Meal To Browse Old Invoices To Browse Shop Cashup Data To Browse Stock Takes To Browse Waiter Cashup Data To Cashup A Waiter To Change Assigned Table To Change Invoice Allocation Between Waiters To Change Login Details For An Employee To Change Logout Time For An Employee To Change Menu Item Groupings To Change VAT Rate To Close A Table 2009 Coherent Software Solutions User Admin User Manager Manager Manager User Manager Manager User n a n a User Manager Manager Manager n a Admin Manager Admin Admin User Preferences 183 Controls access to increasing or decreasing Invoice Line Item Quantities For more information see the Aura Invoicing Manual Controls access to change Menu Item Names For more information see the section titled Menu Items Ea Controls access to assign a Driver to a Delivery Order For more information see the Aura Invoicing Manual Controls access to assigning Stock Items to External Stock Locations For more information see the section titled Items Per Location 12 Controls access to refund a NOMAD credit card transaction For more information see the Aura Invoicing Manual Controls access to apply a Staff Meal Discount to an order For more information see the Aura Invoicing Manual
181. nt the order by pressing the emt button Once you are done with the Order History window click on Close button In order to print the invoice you will need to have an invoice printer set up on your server computer If your server computer does not have an invoice printer currently installed you may also print to one of your till computer s invoice printers Contact the Aura Help Desk for assistance with setting up an invoice printer For more information see the section on the Invoice Printer Settings 15 2009 Coherent Software Solutions Version 6 1 5 68 BackOffice 6 1 5 Manual 4 2 Employees The Employees menu contains the options specific to adding and maintaining your store employee s records and categories Including specific employee wages and staff meal discount restrictions Each employee record must have the correct category assigned to it this is done for security reasons For more details on these security measures see the section on Employee Access Permissions 7 For more information view the relative topic below Employee Categories 68 Employee Records 70 4 2 1 Employee Categories The Employee Categories list displays a list of your currently available employee categories Employee categories are used to differentiate between different groups of employees for multiple reasons including employee access permission and reporting purposes When the employee categories list is opened you wi
182. nterface Nomad DLL Path The path to the Nomad DLL Dynamic Link Libraries must be entered here For the sake of simplicity these should be kept in your Aura program folder Subtenant Where combination stores are involved especially when sharing a server computer itis very possible that all brands in the store will make use of the credit card system as well Setting a Subtenant specifies a category for the credit card sales These subtenants are sent to your bank s credit card system to help differentiate which sales comes from which brand in your store In a standard store layout you may leave this field blank 2009 Coherent Software Solutions Version 6 1 5 162 BackOffice 6 1 5 Manual 6 1 3 All Computers All settings found under All Computers will affect all till computers connected to this network For more information see the relative section below Store Settings 1 Head Office Settings 16 Program Settings 16 Network Settings 17A Version 6 1 5 2009 Coherent Software Solutions Preferences 163 6 1 3 1 Store Settings Specific Computer All Computers Printers Store Settings Head Office Settings Program Settings Network Settings Company Settings Business Name Branch store Square Feet 0 Vat Reg Vat Rate ski W Vat Rate Not Zero Telephone Disable Pay on Delivery Invoices Trade Until 05 00 Food Preperation Period 00 12 Delivery Time 00 00 Maximum Delivery Time 00 00 Oye
183. nual Manufacturing Using a Custom Recipe If you find that the master recipe is different from what was actually used you will need to manufacture the Cheese Mix without selecting Use Master Recipe which will show the following screen Manufactured Items W a e LA g eA i F fea Ctrl M gt Manufactured items Ctrl gt Recipe aR StockLocation ItemDesc Measure _ ItemCost_ TotalCosf Use master Wield __ Man Qty Printed Bo ee From this screen you can now create the recipe that was used in this manufacture session by clicking the Button in the Recipe For Manufacture Item section on the lower part of the window This will again bring you to the Stock Item Selector window this time showing items that can be added to a recipe for a manufactured item Select the stock item from the list and enter the quantity used in a single recipe yield z Processed ltem Detail Stock Cheddar lel CHOOT Oty Used fc kg H A caneel_ Keep in mind that the quantity entered for the recipe and the recipe yield for the manufactured item will both be multiplied by the Manufactured Quantity to give you the end result Once all items have been added and their quantities entered you may review and revise the recipe as needed Below is an example of a recipe yielding 1kg of Cheese Mix using different quantities to the original recipe Recipe For Manufactured ltem Total Cost F 0 00 F 0 00 CHEDDAR CHEESE MOZZA Paste Mas
184. ock Item This will display the selected item for discard If you wish to select a different item click on the to return to the Stock Item Selector Quantity Enter the quantity of the item to be discarded Take note of the unit of measure further down when entering the quantity Prepped If the stock being discarded has already been prepared tick this box If itis from the store room do not tick this box l This setting will have a more noticeable effect on stock items that have a set Wastage 8 Percentage As described under Stock Items the wastage percentage is the amount of stock that is wasted in preparing the stock for use A polystyrene cup would not have wastage where as grated cheese would Be careful to only select this option where applicable Comment This field is available as a reason for discarding the stock Measure Displays the unit of measure for the selected stock item Once the required fields have been entered click the OK button to save This should display a line similar to the following poe Measure _Stoek tem__ _Fign_Te_ repped 2 Prep Unit Cost Comment 22 Jun 09 11 EACH P 500 500ML CUP Default Wastage True A 0 00 Cups broken At this point Aura Back Office will automatically update your stock list through the system allowing you to see the information entered on your reports Version 6 1 5 2009 Coherent Software Solutions Activities 37 3 1 6 Transfer Stock
185. of your categories more easily Inv Description This line will determine the description of the item as it displays inside nvoicing the menu item related reports and on the customer s till slip Slip Description This line will determine the description of the item as it will print out on the production slip Size The size option works as a sub category inside the currently selected main category Sort Order Using this option you may select the order in which the menu items will be displayed inside the category on nvoicing The above two options are optional and may be left out The Size option is recommended for certain categories For example in the Drinks category assigning sizes to your Cans 500ml or 2 Bottles would make it easier to navigate the menu inside nvoicing Take note these will both only make a difference in Touch Screen Mode and will have no bearing on the Keyboard Mode RSP Incl and RSP Excl These are the Retail Selling Price including and excluding the VAT amounts Cost Price This is the cost to store according to the stock item recipe For more information on this see the section on Stock Item Recipe 2 Item Gross Profit Items with a recipe cost to company and a sales price income to store has an effect on the store Gross Profit figures This pie chart gives you an indication of how each item will affect your GP For a complete list of these GP pie charts you may run the Menu It
186. old Aura application called Aura Imaging This a application is no longer in use Optional Items Menu items setas optional items are active and available from Aura BackOffice at any time but only from Aura Invoicing once ithas been marked as an Optional Item In Use To set an item as an Optional Item tick the box shown below Menu ber T Inactive Iw Display Child item M Dont print Prompt for quantity I Price ls Locked Once an item is ticked as an Optional Item you will see a new option in the Menu Item Description section at the top of this window As seen in the below example Inv Descr O it Lion t HSF Excl hH U U Slip Descr Size T ables lf your store is part of a larger chain and your menu is downloaded from head office you will most 1 likely be locked out and be unable to edit menu items If this is the case you will not be able to change the Optional Item field but you will still be allowed to check and uncheck Optional Menu Item In Use as you wish 2009 Coherent Software Solutions Version 6 1 5 96 BackOffice 6 1 5 Manual Report Groups Report groups allow a much more versatile approach to information on reports One of the most beneficial results of an effective report group feature is the ability to accommodate for multi brand restaurants to run effectively off a single server computer This layout minimizes the overheads of buying computer hardware and all
187. on for the employee being added Required fields Employee First Name Last Name The Employee must be unique to this particular employee Aura Back Office will not allow you to save this employee if this employee number is already in use Although the remaining fields are optional itis recommended for legal and security reasons to store the extra information in your Aura system Also take note of the status bar on the left hand side of the wizard this will give you an indication of the current step and the step that follows 2009 Coherent Software Solutions Version 6 1 5 72 BackOffice 6 1 5 Manual Employee Discount and Access Control Settings Once you have enough information to identify your new employee click on the Next gt button You will be presented with the following window Insert a OOOO x Employee Settings a Back to P 7 g Employee Details Configure employee access and roles Category KI Colour E Black Set Password Check Set Fingerprint IY Does Deliveries Step 2 of 3 sas Employee Sethngs Iv Is 4 Waitron Invoice Discount Max Discount Percentage Max Discount Value Staff Discount Max Monthly Spend Next Step Max Discount Percentage Employee Wages Maa ecou Male m Category Click on the down arrow and select the new employee s category from the drop down list l lf the category you are trying to assign is notin the list you may need to set up the categ
188. on in the Aura System Settings For more information see the section titled Restore Settings Feature 150 Controls access to the Restricted Categories feature of Aura Back Office For more information see the section titled Restricted Employee Categories 197 Controls access to return stock items even if they were purchased from a different supplier For more information see the section titled Return Stock 30 Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to open Aura Back Olffice For more information see the section titled Getting Started 10 Controls access to run the aforementioned report Version 6 1 5 188 BackOffice 6 1 5 Manual To Run Cash Tendered Report To Run Cashier Sales Performance Report To Run Category Sales By Hour Report To Run Category Sales Report To Run Commission Per Menu Item Report To run Complaints report To Run Complete Cashup Report To Run Daily Control Sheet To Run Data Extractor To Run DB Optimiser To Run DB Purge To Run Delivery Efficiency Report To Run Detailed Discount Report To Run Detailed Waitron Cashup Report To Run Discounts Summary Report To Run Driver Deliveries Report To Run Employee Cashup Summary By Date Report To Run
189. ons you may either double click on the question with your mouse or select the ai question and click on the al button Remember to click on the v button to save the changes Version 6 1 5 2009 Coherent Software Solutions Lists 83 4 6 Menu Menu contains a list of features specific to maintaining your nvoicing menu items Amongst others this includes menu categories menu items picklists and production printer association For more information see the relative topic below Menu Departments 8 Menu Categories 85 Menu Items 86 Picklists 100 Kitchen Printer Wizard 1 Items Per Report Group 1 Items Per Sales Location 10A 2009 Coherent Software Solutions Version 6 1 5 84 BackOffice 6 1 5 Manual 4 6 1 Departments The introduction of Menu Departments adds the option to create custom menu item groups for nvoicing allowing certain menu items to be keptin close proximity to each other for easy access As creating these groups does not involve the editing of menu items this feature is also available to stores that are locked out from editing their menu The other notable functionality of these departments is the ability to select which departments are shown by default on each till ID when starting a new order This is especially helpful if your store has a till point in key areas of the store such as a bar area and a meals area where certain menu items can only be ordered from special areas of the store
190. op cashup in the list and this screen acts both as a summary of all till shift cashups as well as providing the final step for ending the trading day Don t expect the whole shop cashup to balance perfectly every day of trade due to the rush in most businesses and the fact that change must be exchanged it is not very common that a shop cashup balances perfectly If you have more than one shop cashup in the list or anew shop cashup appears after posting the first ensure there is a tick in the option labeled One Shop Cashup Per Day For more information see the section on One Shop Cashup Per Day under the System Settings 177 To end the day s trading click the Post button in the lower left corner of the screen Posting the shop cashup will complete the shop cashup for the day clearing all invoices linked to the posted and locked till shifts and will prevent any new till shifts from being activated on this particular trading day Pressing the Post button will present the following prompt xi All posted and locked tills will be assigned to this shop cashup This cashup CANNOT be unposted Once locked no more tills can be added to this cashup Post it A posted shop cashup will be displayed similar to the following line _ Shopt Date Off Dats Ott Time Manager Cash Coupons 2009 Coherent Software Solutions Version 6 1 5 48 BackOffice 6 1 5 Manual 3 3 Get Menus The options found under the Ge
191. or a specific record first select the field you wish to search Click on the down arrow under the Fields section and select a field name as seen below Fields i oP rine eric These fields will be unique to each section of BackOffice i e Menu Items Stock Items Customers etc These will be covered in more detail for each section specifically After selecting the desired field to search for start typing the value you wish to search for in the Field Value block How the search window locates the record is determined by the following criteria Case Sensitive Selecting this option will drastically narrow the search to values matching the case For example if the value you are looking for is PIZZA and type in pizza or Pizza in the field value it will not find the record Exact Match The entire field not just part of it must be equal to the Field Value Partial Match at Beginning The beginning part of the field must be equal to the Field Value Partial Match Anywhere The field must just contain somewhere within it the Field Value Version 6 1 5 2009 Coherent Software Solutions Getting Started 15 Dataset Filter Itis essential that you have an understanding of the menu items or stock items structure before you can effectively use this tool If you do not maintain your own menu in store and rather download it from a central head office store you may possibly not be able to make full use of this fe
192. ore Code Displays the unique stock item code Measure Displays the unit of measure for the stock item Description Displays the named description of the item Cost Displays the cost to store of the specified stock item Category Displays the category that the specified stock item belongs to With both sections of the recipe tab the Cost columns are worked out from the purchases entered for the specific stock Ifa stock item shows a R0 00 cost it may be that the item has not yet been purchased or was purchased incorrectly In this case please check your stock purchases For more information see the section on Purchasing Stock 25 2009 Coherent Software Solutions Version 6 1 5 90 BackOffice 6 1 5 Manual Adding Items to a Recipe To create a recipe for a menu item start with the Stock items available for recipes section on the right hand side Search for the desired stock item by typing the description in the Search block As you type the list will update and select the first item matching what you type as seen below Stock items available for recipe Search STF Filter ALL Category EACH SMOOTHIE CUP RA 0 02 PACKAGING EACH SODA CANS FR 4 63 SODAS EACH SPOON PLASTIC A 0 06 PACKAGING EACH SPRAY amp COOK A 16 44 GROCERIES A 5 00 SMOOTHIES MA 0 03 PACKAGING R00 08 GROCERIES A 0 07 GROCERIES Once the desired stock item has been located you can add it to the recipe by
193. ory If you need to remove a category click on the desired category and click the button A category can only be removed if there are no stock items assigned to it whether active or 1 inactive If you try to remove a category that still contains stock items you will be presented with an error message stating This code is in use and cannot be removed Version 6 1 5 2009 Coherent Software Solutions 4 7 2 Items Lists The Stock Items screen is used to maintain your currently active and inactive stock items If you maintain your own Stock items for example adding or removing your own items you will use this screen If your store downloads a menu from a head office store the stock items will be downloaded alongside that menu in this case you will not be able to change many of the settings you see here BackOffice Stock Maintenance x Activities Lists Monitoring Reports Preferences Help Stock Items Navigatio Q G A pe B a cme cw pra Refresh Costs Category Filter ALL Show Active Count Stock Spreadsheet View a ltem Description Stock Code A011 Description Balloon Sticks Wastage 0 Purchase Stock Category Advertising __ Unit of measure EACH Bulk Cost R 0 00 3 Stock type Non Food Cost Controllable No Prepped Cost R 0 00 Desired level M Manufacture Inactive ae Exclude from Worksheets Sub Menu
194. ory first For more information see the section on Maintaining Employee Categories If the category you need is in the employee category list but is not available when adding a new employee you may not have the required permissions to select the desired category For more information see the section on Restricted Employee Categories 19 Set Password Click on this button to set a password for the employee You will need the employee to enter his desired password twice in the following screen then click on OK x Enter The New Password Confirm The New Password Po coe Version 6 1 5 2009 Coherent Software Solutions Lists 73 lf the setting to enable a separate Invoicing password has been enabled you will see the following button below the Set Password option Set Password Set Invoicing Password N This secondary password is an nvoicing only access code the code set here will not allow access to Aura Back Office For added security itis highly advisable that all managers and franchise owners set a secondary password for their nvoicing access For more information on setting look for Enable Separate Invoicing Password found under Program Settings gt General 161 Does Deliveries If the new employee is a driver tick this option If not leave this option clear Is a Waitron If the new employee is a waiter tick this option If not leave this option clear KI Colour This option affects the
195. ose For example with a breakfast they could have the eggs soft or hard boiled a choice of vegetables or mashed potato etc This is done by creating a customized list of options and assigning that list to a menu item Apicklist may also be assigned to a category allowing nvoicing to display the desired picklist once any menu item in that category is rung up These lists of options or Picklists can be set up here Fn Picklist Creator Manager 5 x File Actions Menuiten Location A items from all locations Items with Picklists Picklists Menu Items Categories ie By Code Search By Description a Menu Items with Picklets Categories with Picklists Code Size Description 1001 Tables s Ok Down 100z Tables Take Away DROSS Wi aber IL Mineral Water Sp DAO Water TL Mineral Water Still LA 63 ea 2 Oceans Cab LA 65 Ba 2 Oceans Sav Blanc DA OE Water 250ml Mineral water DROSS Water 250ml Mineral water DRO 2L 2L Coke SPOO4 2L Coke DA O46 2L 2L Coke Light DRA020 2L 2L Fanta DAOSO 2L 2L Sprite Zera DROS Can 340 ml Dry Lemon DAO Can 240ml Coke DROS Can 340ml Coke Lemon DROS Can 340ml Coke Light DRO 4 Can 340ml Coke Vanilla Picklist Selection Price DROS Can 340ml Creme Soda Largest of Same Type l ROOF Can 340ml Fanta Grape Z DRA0DE Can 340ml Fanta Orange U Compulsory DROOG Can 340ml Fanta Pine Humber of selections allowed E Soni na e prana ue Tae
196. ows each to access change and report on their own individual stock usage effectively To setup any alternative report groups for each side of your store click on the Bi button next to the Report Group drop down list This will display the following window i x Report Group i cr cd ia Description From this window it is possible to add and remove different report groups using the toolbar along the top Once all the required groups are inserted click on the OK button to close this window To select the report group for the selected menu item to be assigned to click on the down arrow next to Report Group and select the desired report group as seen below Report Group Sales Location ELLER Sales Locations Multiple stock locations have been a large part of the Aura POS system and the features that were already available have now been revamped to facilitate more flexible set ups The idea of being able to record stock stored in multiple locations is a great way to keep track of stock spread over a large restaurant however by doing so it can create some confusion with the locations that stock is taken from for sales Important Note You may notice that Sales Locations and Stock Item Locations are in fact the same list this is due to the fact that the Sales Locations specify the location that the stock is retrieved from when a sale is processed To set up and maintain Sales Locations click the A button ne
197. ox on the left placing a tick in the box the second is to highlight the item using the arrow keys on the keyboard and press the space bar to tag the item Once all desired items have been selected click the OK button to close the Menu Item Selection window 2009 Coherent Software Solutions Version 6 1 5 138 BackOffice 6 1 5 Manual After adding the items you can review the list of items this discount will apply to in the lower right hand corner of the Auto Apply Discount setup window as seen here In this example the discount that these auto apply rules are being added to will automatically apply to one item Apply Discount To section when any two of the listed items are rung up Match section at the top Apply Options Apply to Cheapest Matching Item When a range of items are added to the list of possible matches itis likely that they have different prices Selecting this option will cause the discount to be applied to the cheapest items matching Sb ate ou 2 i Menultems Categories Apply Options Appl To Cheapest Matching Item Get For Fre Bj Get o items for free lt lt eee Apply discount to fi tems Caribbean Chicken Tikka Large Chicken amp Mushroom Large Chicken Per Per Large Four Seasons Large Regina Large Hawaiin Large Mexican Margherita the requirements therefore leaving the more expensive items at full cost Get For Free Get lt x gt
198. packs would come to 8 You will see with items that have a pack size the pack field will update with multiples of the pack size Therefore when buying cans as per the above example if 15 cans are purchased the pack field will display 2 5 packs 2 six packs and half a six pack as loose Price The price field has also been improved in this latest version now showing Vat Excl as well as VAT Incl values Previously the VAT was calculated on the GRV as a whole now BackOffice calculates the VAT value according to each stock item individually If one field is filled in the other will be calculated automatically BackOffice still takes the VAT Incl amount divided by the Unit of Measure to calculate the Stock Unit Cost For more information see the section on Stock Unit Costs 1131 Stock Location If your stock is being purchased for a specific location you can select a location from this from down list For more information see the section on Stock Locations 120 Location To purchase a stock item directly into a stock location instead of transferring stock afterwards simply select the appropriate stock location from this drop down list The selected stock item must existin the location first For more information see the section on Stock Items per Location 12 BackOffice remembers the last purchase location for each stock item individually then automatically selects this location the next time Version 6 1 5
199. plays the date that the selected stock item was purchased lf you find there is an unreasonable value for one of your stock items in the stock take you may use the E button to the right of the Last Purchase Date to go directly to that purchase order Last Purchase Price Displays the cost of the last purchase for the selected stock item For more information see the section on Purchase Stock 2 Last Manufacture Date If the selected item is a manufactured item as opposed to a purchased item the last manufacture date will show here Last Manufacture Cost This field will display the last cost of manufacture for the selected stock item For more information see the section on Manufacturing Stock 31 Waste This will display the preset wastage percentage of the selected stock item Prepped Unit Cost Displays the cost to your store of using one measure of the selected stock item For more information see the section on the Wastage Percentage 113 and Prepped Unit Cost 113 of your Stock ltems Starting New and Editing Old Stock Takes To begin a new stock take or edita x previously posted stock take click the New Stock Take Date p Location Edit button on the toolbar above the Stock Enter the CLOSING stock for Location of stack Take Details section After a password 19 June 2003 Defaut prompt you will see the following screen Select the date for which you need to enter or modify the closin
200. posted to work out their wages correctly For stores that do deliveries Drivers have their deliveries assigned to their clock in record these orders are only completed and paid into a till shift when the driver is posted to a till shift For stores that have tables Waitrons have their table orders assigned to them and they can close a table allowing a new order to be rung up on that table As with the drivers these orders are only paid into a till shift when they are posted Ifa driver or waiter has for any reason clocked in more than once in a day all instances of their name in the cashup list must be posted nvoicing treats each time clocked in as an individual employee shift Version 6 1 5 2009 Coherent Software Solutions Activities 41 Payouts As the name suggests the Employee Payouts feature is an amount paid to the employee other than their standard wages There may be various reasons for using tis feature however through any of these keep in mind that this feature is only for any transaction that is not going to be recorded in another area of Aura For example assigning an employee payout of R100 to purchase stock then recording a stock purchase to the value of R85 is incorrect However if the employee in question is going to keep the change assigning the remaining R15 to their Payouts would be accepted This is entered as a Single figure for the current zz cashup only as seen here Enter Total Pa
201. pressing Enter on your keyboard l l x l double clicking on the stock item or pressing the E button Doing so will present the following window Add ingredient to recipe x Enter the quantity for the following item Desciption STRAWS Measure EACH Curent Oty O Take note of the Measure and enter the quantity required for this recipe Press Enter on your keyboard or click on OK when done You should now have the stock item in the recipe for the selected menu item If the stock item already exists in the item recipe you are trying to create or edit you will be shown the following message x i The stock item STRAWS already exists in APPLE JUICE Version 6 1 5 2009 Coherent Software Solutions Lists 91 Removing Items from a Recipe gt If you need to remove an item from the recipe select the item from the recipe on the left and press the button CT x Remove this item from the recipe i rt 4 This will show the following prompt Clearing the Entire Recipe gt gt To clear the recipe block and start again use the gt button This will bring up the following prompt s This will delete all items from the current recipe i amp j Are you sure you want to do this If you accidentally clear the recipe and need to undo this you will need to click the x button from the Navigation Bar at the top of the screen before changing anything else Keep in mind that this w
202. r Notes Use Alternate Slip Header L_ Prompt for Cashier password for Over Rings Auto Restart Transaction Enable Seperate Invoicing Password Cannot print collect order on pay Save Credit Card Info Only primary operator can open the till Force password change every fo day s Enable Editing of Invoices Report Preferences Franchise Print Device Global Print Options Print extended kitchen slip Note for all invoices This message will print out at the top of the customer slip just below your business name logo Deliv Driver Message This message will print on the customer slip for delivery orders only Note the variables on the right hand side nvoicing will automatically replace 1 with the name of the driver assigned to the delivery and will replace 2 with the number of deliveries that particular driver has done so far Both variables are optional there is no need to enter either or both For example you could simply have Driver 1 had the pleasure of delivering your order Min Value for Alt Image Round to Price rounding is the most widely accepted method for simplifying the exchange of cash and change for a customer The rounding steps are set here as a unit value meaning one of your country s standard currency In South Africa this would be the Rand To set 10c set this value to 0 10 Customer Notes Was previously used to enable or disable printing of customer notes customer notes ar
203. r above ite O Code Oty Measure Description Cost 1 EACH BANANA F 1 60 GOOS 0 02 LITRE HONEY RT 23 G04 0 08 KG MUESLI TOAST R 4 06 P003 1 EACH SERVIETES F 0 06 0 15 KG YOGHURT PLAIN R 3 94 To use this recipe in aid of creating a Giant Health Breakfast first Copy the recipe to the clipboard with the button Now use the Navigation Bar to navigate to the Giant Health Breakfast menu item and click the is button to paste the recipe Because the Giant Health Breakfast is twice the size of the standard one it will require twice the quantity of items in the recipe To change this click on the button This will bring up the following prompt x Scale The Selected Recipe By Es Cancel Enter the percentage to multiply the recipe by To double it enter 200 and click on OK Our example recipe should update to show the following Recipe for above ite Code Oty Measure Description Cost 2 EACH BANANA GOOS O04 LITRE HONEY Redo O04 0 16 kG MUESLI TOAST R 8 11 P003 2 EACH SER VIETES R 0 11 0 3 KG YOGHURT PLAIN 2009 Coherent Software Solutions Version 6 1 5 94 BackOffice 6 1 5 Manual 4 6 3 2 Other Recipe Uther Coloring Screen Saver Barcode Menu lte mags a A Inactive Report Group Default e Imaging Invoicing IY Display Child item Sales Location Default e W Don t print Optional ltem Prompt for quantity ltem Commission fy Pe
204. rar vacseaceacd sus socmccenetis A 57 Database PURGG ipiis rtira a a AA A a tha cceeedenetinteks 58 ELERS A A DOM E E T E E E E E E vues E E E E O E 61 Update Customer Stats iiaia i E 63 Lists 66 PINA NVOICE S casieria 66 EMDIOVEES scosi a E a E S A 68 Employee Categories a sl tea aa a a ae 68 Em ployee Records cciias nanara naaa ENAKAN Ka AANE A aa Aaaa ARAA NAARAAN K ANA VAALA TANAAN CANRAN K AA KANAANA RASA 70 SUPPE TS ajiri a a A 77 CUSIOIMENS aoran EE EEA 79 SURVEY QUE SUOM S yiii a A A EaR EA aE 82 MENU cresine a a ees e rece eaeateuatuereieeastecees 83 DG ORIN CINE S asa E A 84 Categorie me em a S a Be nen eee ene ne On mene eee 85 Hems gente Sadee ate esc aey a a Sut eee on ee ese snes a ve Same oe cath ete ee oe weet are Deck eetae es eat ees 86 a 1 o gt a ea eo eee 100 Kitchen Printer Wizzard vce ncceteceettececcsneceasteusuciwetosstededseeeewend tebe aieeu ut avedesseaned sseadeoavessuvielsdshiededaet dena 103 tems Per Report GOUD aaran ccc acc wdc cua ae eee ene tenet nae 105 Version 6 1 5 4 BackOffice 6 1 5 Manual tems Por Sales LOC AU cic cs a ee 107 T ROCK tiirsa catia circ acm ast sah eae a ae a aa a ee odie ea ob aaa nese 109 CALC CONICS diria a a aa Ea evizedegvancavontuus te O aa aaa 110 Hems oriana aaaea aa aA aAa a a a aaa Aaaa De Daaa AAAA aoaaa aaa 111 POCAUONS aorssisas A aaide aac aa aaa aa a a Ea aE Ea Ed ana waist 120 tems per Location sicscccecsccencecscavecvcstvatvecseteadecseusesseamewervied censtsan
205. rcentage WAT Exempt Iv Price ls Locked Pintes gt _ e Departments W Kitchen LI Default Select Clear Menu Item The following are extra options for customizing the selected menu item Inactive If you do not use a certain menu item any longer and are unable to delete it marking the item as inactive will remove the selected item from both nvoicing and from your reports Display With this option selected it will cause the selected menu item to display inside nvoicing With it de selected the item will still be available from a picklist but will not display as an item on it s own in the menu Child Item Selecting Child Item changes the way that the selected menu item prints to the production printer If you have a menu item thatis only ever rung up through a picklist and never on it s own itis advisable to de select Display and select Child Item This will prevent the item from being available from nvoicing and will highlight the item on the production slip making it clearer on the Slip that itis a child of item above it Don t Print Selecting this option will prevent this item from printing on the customer s slip This is most often used on instructions for the kitchen staff Keep in mind that by law the customer must see all paid for items on their slip and therefore this a option is only available to menu items that have the price set to zero RO If Don t Print is ticked on an item wit
206. re Branch Enter the unique identifying branch name here This is generally accepted as the area or shopping centre that your store is in Vat Rate Enter the value added tax rate here As the Aura POS system is available world wide the VAT Rate option can be changed to fit the a requirements of your country Please ensure that this percentage is set correctly if itis not you may be at risk of being found guilty of tax evasion or fraud In South Africa the vat rate is 14 Vat Rate Not Zero By selecting this option Aura will prevent the aforementioned Vat Rate from being accidentally set to a zero percentage 2009 Coherent Software Solutions Version 6 1 5 164 BackOffice 6 1 5 Manual Disable Pay on Delivery Invoices Outstanding orders delivery collect and tables can normally be paid into the till by the operator of a till shift Selecting this option will prevent delivery orders from being paid into the till before the driver assigned to the order has been cashed up Selecting this option may help avoid confusion with driver cashups at night by paying all the driver s deliveries into a single till shift For example ifa driver has 3 deliveries assigned to him the first two are paid into till shift A and then he is posted into till shift B his amount owed will need to be split accordingly between the two till shifts By preventing cashiers from manually paying a delivery order you can prevent this scenario
207. re information see the section titled Purchase Stock 25 Controls access to close a till shift For more information see the Aura Invoicing Manual 2009 Coherent Software Solutions To Exclude External Location Sales From Cashup To Exit GUI View To Issue waiter floats To Lock A Till Shift To Maintain Access Control To Maintain Employee Categories To Maintain Employee Details To Maintain Employee Passwords To Maintain Menu Categories To Maintain Menu Prices To Maintain Over Ring Reasons To Maintain Reporting Companies To Maintain Stock Categories To Make A Stock Location External To Manufacture Stock n a Manager Manager Manager Admin n a Manager Manager Admin Franchisee Manager n a Admin Manager Manager To Mark Any Invoice As A Late Delivery Manager To Modify A Clock Period To Modify Captured Surveys To Modify Cashup Entries 2009 Coherent Software Solutions Admin Manager Manager Manager User Preferences 185 This setting is no longer active in this version Controls access to exit from the Graphic User Interface screen For more information see the Aura Invoicing Manual Controls access to assigning a float to either a driver or waiter For more information see the Aura Invoicing Manual Controls access to lock a posted till shift in the cashup For more information see the section titled Ti
208. ress the Close button to close this window Version 6 1 5 2009 Coherent Software Solutions Monitoring 145 5 2 Daily Sales The Daily Sales menu option will display a summary of trading information broken down into each transaction type and with a total amount for the current day s trading As seen below Cc x Refresh Incl Discount A 2 2 F0 00 Excl Discounts A 2 158 01 Counter Collect A 233 60 A 233 60 Deliver A fae 10 A ofae 10 Table A 0 00 F 0 00 R 3 285 70 R 3 173 71 Cancel The information displayed here will depend heavily on the main transaction type processed by your store This window displays a summary ofall sales as of the moment it was opened If the window has been open for a few minutes and you wish to see the latest information click the Refresh button Click on either OK or Cancel to close this window 5 3 Staff 5 3 1 Attendance The Staff gt Attendance menu option will display a list of employees that have been active in the Aura system on the current trading day As seen below ESA attendance for Wed 01 a 2009 catego Fe a ya Franchisee System 20097 07701 10 31 39 4 Manager 20097 07701 08 35 20 Cashier 2009707701 08 56 20 4 Driver 20097 07701 12 04 20 F Trainee Manager 2009 07 01 08 36 20 f kitchen Staff 20097 07701 08 51 20 4 If the employee has clocked in and is still active you will see a date and time under the In column If they h
209. ries x or aif ra we a OM Description Manager Cashier Waitron Franchisee Driver Trainee Manager In this example Trainee Manager w as added Removing an Employee Category If you would like to remove a category click on the category in the list and press the button You should now see a prompt similar to the following Li x 1 Are you certain you want to remove Category TRM Descripton Trainee Manager Click on Yes to remove the selected category or click No or Cancel to return to the list If there are any employees linked to the selected category you will not be able to remove the category A message showing a list of all employees in that category will be shown as seen below Information The following employees are associated with the category MGR LD Either remove the employee from the employee database or associate the employee with another category System Manager 2009 Coherent Software Solutions Version 6 1 5 70 BackOffice 6 1 5 Manual 4 2 2 Employee Records The Employees list is used to maintain a list of your current employees From this screen you may add new employees edit existing employees or remove employees Below is an example of a list of employees for the purpose of this manual BackOffice Employee Maintenance 10 x Activites Lists Monitoring Reports Preferences Help Activities Employees aa E BM R a E A Show Active y TE
210. rl 2 Sort Order 3 Return Stock Category Code Ctrl 3 A Manufacture Stock Discard Stock Transfer Stock Loy ey 5s Cashup Monitoring Reports Preferences Retail License License Renewal Date 03 June 2010 a Stock Take Toolbar This toolbar is described in more detail in the section on Navigating Records 13 Post Use this button to save the currently active stock take Mew E dit _New Edit Use this button to start a new stock take or edit a previously entered stock take Stock Take Details Stock Take Date Displays the date of the currently active stock take Stock Take Type Displays whether or not the currently active stock take is a complete or controllable stock take This is described in more detail further below Total Value of SOH Displays the total monetary value of all stock accounted for in the currently active stock take Location Displays whether the stock take is for your default location or for an alternative location For more information see the section on Stock Locations 120 Sort Order Change the sort order of the stock items in the currently active stock take The same three sort options are available when printing out the Stock Take Worksheet For more information see the section on the Stock Take Worksheet Version 6 1 5 2009 Coherent Software Solutions Activities 23 Item Details Last Purchase Date Dis
211. rom This feature is only really helpful in the case of either a combo store or if the stock in your store is counted and managed in two separate stock locations As the Sales Locations options link menu items to Stock Locations these locations must exist in your Aura system before continuing For more information see the section on Stock Locations 120 In order for this feature to function correctly keep in mind thatthe stock items used in a particular r menu item must be included in the stock location in question For more information see the section on Stock Items per Location 12 Working With Locations When using the Items Per Sales Location option you will see a window similar to the following F Menu Items Per Report Group E loj x Menu Items Per Sales Location Sales Locatio Current Sales Location Default Search DLP Lipton Peach Can DLPL Lipton Peach Lite C DLPM Lipton Can Manga DMM Minute Maid DMM O Minute Maid Orang DMMOP Dy DPI DPME OPN QPO DPSR2ZC DS2L DSIL DSPRZ DSTCAN DT 2b 2009 Coherent Software Solutions Minute Maid Orang Mineral water Powerade Jagged Powerade Mountai Powerade NM aartie Powerade Orange Sprite ero Can Sprite 2 Litre Sprite 1 Litre Sprite ero 2L Stoney Car Tab 2L Version 6 1 5 108 BackOffice 6 1 5 Manual Sales Location The upper most section of this window has you main features Current Sales Location B
212. rred Select the date the stock was transferred ms Use these buttons to browse through the previous and following dates one day ata time From Location Select the location that the stock is being transferred from To Location Select the location that the stock is being transferred to Toolbar For more information see the section on Navigating Records 13 Stock Item List This will display a list of all items that have been transferred on the selected date Selecting Transfer Locations To transfer stock first select the locations to transfer to and from Select each location from the drop down list As seen below PP aT UEAK pg To location lt nather shop Cold Room From location To location nother shon Another shop Cold Room Dry Storage E ru Storane Select FROM Location 2009 Coherent Software Solutions Version 6 1 5 38 BackOffice 6 1 5 Manual Selecting Items to Transfer To transfer stock click the button from the Toolbar This will bring up the Stock item Selector screen For more information see the section on the Stock Item Selector 2 In order to transfer a stock item from location A to location B the same stock item must be allowed to existin both locations Amongst other reasons this prevents stock accidentally going into the incorrect location If you have just created a new location you may see the following message x i There are no stoc
213. ry important feature of the Aura POS package allowing a central point for a franchise to evaluate and optimise sales throughout the entire brand name Without this feedback from each store metaphorically speaking the brand is sailing blind In the introduction to the Reports section you will see that a failure to synchronise regularly has adverse effects on your Aura system The exact function of this option is dependant on your currently installed version of the Aura Enterprise Client while version 1 runs a separate window on screen version 2 has been optimised to run more in the background in order to interfere less with the usual flow of business For more information on AEC please contact our support department using the Aura Contact Details 202 3 6 Capture Operating Expenses The Capture Expenses feature is used to enter payments that are not directly linked to any profit inducing expenses This may include utility bills repairs to the store equipment or various other store expenses that do not add or affect your stock items Before an expense may be captured in Aura though a record must be created on the system to link the expense to For more information see the section on Expenses Items and Categories 123 BackOffice Pay Expenses 10 x Activities Lists Monitoring Reports Preferences Help Activities Capture Expenses Browse Payments Date 2009 06 25 lt gt Count Stock Pa
214. s access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report 2009 Coherent Software Solutions To Run Item Sales By Till To Run kitchen Management Report To Run KPI Report To Run Lapsed Customers Report To Run Late Deliveries Report To Run Menu Items Report To Run Menu Items With Recipes Report To run Monthly Financial Analysis report To Run Net Sales Summary To Run New Customers Report To Run New Vs Old Customers Report To Run NOMAD Transactions Report To Run Order Manager To Run Orders by Area report To Run Overring Summary Report To Run Petty Cash report To Run Product Sales By Cashier Report To run Purchases by Supplier report To Run Returns By Supplier Report To Run Review Stock Take Report To Run Royalty Schedule Report To Run Sales By Cashier To Run Sales By Hour By Shift To Run Sales By Hour By Till To Run Sales By Report Group Report To Run Sales Effectiveness Report To Run Sales Month on Month To Run Sales Summary Report To Run Shop Cashup Detail Report To Run Shop Cashup Summary Report To Run Sittings Per Table Report To Run Stock Issues Report To Run Stock Items Report To Run Stock Location Exception Report To Run Stock Manufacture Exceptions Report To Run Stock Movement Report To Run Stock Movement Vouchers Report To Run Stock Price Fluctuation Report To Run Stock Profile Report To R
215. s way the desired department can selected at the start of a new order allowing for faster access to preset groups of items For more information on setting up Departments see the sections on Menu Item Departments 8 or Assigning Items to Departments 2 2009 Coherent Software Solutions Version 6 1 5 154 BackOffice 6 1 5 Manual 6 1 2 2 Printer Settings specific Computer All Computers Printers Selected Till Computer Name DT HLT ANDREG Copy Till This Till Select Till Till 1D 1 peas Invoicing Settings Printer Settings Printer Setup Touch Screen Devices Reparts Credit Card General M Only print new items Print waiter details on slip Group Items On Invoice Print gratuity line Prompt To Print On Payment Print Customer Survey Print Assiqned Invoices On Payment Print On Assigning Driver ee custom M Allow Reprint Copies fi Print Office Code Print Invoice Logos Other Printers Report Label Label Margin fo o0 Side by side General Only Print New Items Relies on Enable Editing of Invoices 16 With this ticked after an invoice has been modified only the new items will print out again This can be used to avoid the kitchen staff making a double order if a cup of coffee is added to a table order and printed out again The setting for Only Print New Items will only affect invoices that have been modified and then re printed Gro
216. sed specifically in a combo store a with two or more franchises running on one system In that scenario it is highly likely that each store chain would have different advertising and royalty percentages For more information see the section on setting up Report Groups 94 Advertising Enter the percentage of your gross profit that head office receive to cover their advertising costs Royalty Enter the percentage of your gross profit that head office require as a royalty Version 6 1 5 2009 Coherent Software Solutions Preferences 165 6 1 3 3 Program Settings The Program Settings tab contains various settings relating to the running of your store These range from display modes to options available in nvoicing For more information see the relative section below General 164 Invoicing 16 Reports 16 Cashup 174 Imaging 172 Stock 173 Search 174 Backup 175 PoleDisplay 17 Picklists 176 Updates 176 Emaill 17A 2009 Coherent Software Solutions Version 6 1 5 166 BackOffice 6 1 5 Manual 6 1 3 3 1 General Specific Computer All Computers Printers Store Settings Head Office Settings Program Settings Network Settings General Invoicing Reports Cashup Imaging stock Search Backup PoleDisplay Picklists Updates Email Program Preferences aan n LL Deliv Driver Message ss 1 Driver Name 2 Num Of Deliveries Min Value for Alt Image oO o Round to o Custome
217. sent the following window Add ingredient to recipe i mx Enter the quantity for the following item Desciption Ham Measure kg Curent Qty O Take note of the Measure and enter the quantity required in the recipe for this item Press Enter on your keyboard or click on OK when done You should now have the stock item in the recipe for the selected menu item as seen below Recipe for Pre Manutactured Stock tems Recipe veld Recipe Cost A 0 00 StockNo Oty Measure Desc Cost MEDDZ 0 75 kg Ham F 0 00 MEOU4 U5 kg Salami R 0 00 GAZ U 01 kg Salt Fine R 0 00 2009 Coherent Software Solutions Version 6 1 5 118 BackOffice 6 1 5 Manual Removing Items from a Recipe If you need to remove an item from the recipe select the gt item from the recipe on the left and press the button This will show the following prompt Clearing the Entire Recipe To clear the recipe block and start again use the gt button This will bring up the following prompt confirm S e Remove this item from the recipe h J ST x This will delete all items from the current recipe Are you sure you want to do this Recipes and Inactive Stock Items In certain circumstances especially where menus are downloaded from a central head office you may find a stock item that was previously used is no longer needed Once a stock item has been purchased discarded or used ina stock or menu item recipe it cannot
218. ser Manager User n a n a Manager Manager Manager Admin Manager Admin Admin Manager Manager Manager Manager Manager Manager Manager Manager slip For more information see the section titted Manufacture Stock 31 Controls access to put through an order payment using the NOMAD credit card system For more information see the Aura Invoicing Manual Controls access to refund a NOMAD credit card purchase For more information see the Aura Invoicing Manual Controls access to apply a staff meal discount to any order For more information see the Aura Invoicing Manual Controls access to create a new Goods Received Voucher For more information see the section titted Purchase Stock 2 Controls access to start a new order inside Aura Invoicing For more information see the Aura Invoicing Manual This setting is no longer active in this version This setting is no longer active in this version Controls access to print a duplicate copy of a customer s order slip For more information see the Aura Invoicing Manual Controls access to re printa NOMAD credit card slip For more information see the Aura Invoicing Manual Controls access to print out a second copy ofa manufactured stock items slip For more information see the section titled Manufacture Stock 31 Controls access to restore the settings backup using the Restore butt
219. sion you may click on Close and continue as normal Version 6 1 5 2009 Coherent Software Solutions Help 197 Downloading Updates If an update has been found you will see the following screen with information about the upgrade You can use the scroll bar on the right hand side to see all changes and fixes in the available version Aura Update There is an update available Here is a brief summary of the changes in the update Release Notes Software Tracking Version 5 7 Updates ST 29 Returning Stock It is now possible to receive money from a stock return into an active till shift e ST 220 Flagging of Invoices To Upload Corrected the flagging of historical invoices to Keep in mind that the section inside the white block of the above screen shot contains a brief summary of updates changes and fixes in the new version The upper most line will display the version number of the new software version Click on Next to download the update which will move on to the following window ee Update Downloading Ale Please wait while the file is downloaded Downloading from ftp cosoft co za Estimated Time Left 2 50 Z 2009 Coherent Software Solutions Version 6 1 5 198 BackOffice 6 1 5 Manual Applying Upgrade Patch Once the required files have been downloaded the Aura Update application will close and will run the patch that has been downloaded MB Aura
220. sion percentage for any orders rung up by this employee Only applies to cashiers or waiters with access to ring up table orders Shifts To Date If the employee has worked here previously and is returning to his previous position you may enter his her shifts previously worked Rate per Delivery Enter a fixed rate to add to the driver s wages for each delivery assigned to him her Only applies to drivers Km Rate Enter a fixed rate to add to the driver s wages for each kilometer traveled during their shift Only applies to drivers Version 6 1 5 2009 Coherent Software Solutions Lists 75 Confirming Settings and Saving Employee If you wish to go back and change a field or just review the options entered click on the lt Back button to move back a step pe Finish Once all the required information has been entered for your new employee click on the o Enh button to save the changes This will save the employee and return you to the employee records If the employee has been added successfully you should now see the new employee in the list as seen below _ Emp Last Name Erst Name Categony Phone 1 Phone z Flat e Street Sustem Franchi ee System Manager MGR System Cashier DAS System Driver DR System wWaitron Wt TF System Trainee Manager TAM In this example Trainee Manager has just been added For more information see the section on Employee Records 70 4 2 2 2 Editing Employee Records To e
221. splay a warning when the recipe contains an inactive stock item The inactive stock item in the recipe will also be shown with a grey background For more information see the sections on either Menu Item Recipes 9 or Stock Item Recipes 118 Improved ST 842 Navigation in Menu Items and Stock Items has been improved to navigate to the previous or next item within the current filter hold Alt and press either the left or right arrow keys For more information see the relative section Menu Items 8 or Stock Items 111 Improved ST 788 When purchasing stock using multiple locations Back Office now remembers the last purchase location for each stock item and selects that automatically For more information see the section on Purchase Stock 28 Improved ST 844 The Stock Items per Location screen now supports filtering the list of stock items bya Search block For more information see the section on Stock Items per Location 12 Improved ST 908 Anew customer statistic has been introduced for reporting purposes Average Calendar Month Spend Instead of simply taking the previous 30 days from the current point for an average this will take the last complete month from the 1st to either the 30th or 31st of the relative month Improved ST 829 To assist with the creation and maintenance of manufacture and sub menu items recipe controls have been added to the Stock Items list as well For more information see the section on Stock I
222. splays the name of the selected item to capture an expense item payment Supplier Municipality for If you wish to select a different item click on Reference the a button to return to the Expense Item Quantity 1 Selector Amount Paid 0 33 Supplier Displays the default supplier for the selected item You may change this by selecting another supplier from the drop down list Quantity Enter the quantity for purchase according to the unit of measure Amount Paid Enter the amount paid for the above selected item and quantity After entering the required figures click on OK to save the payment You should see a screen similar to the following Paid Expenses i er po SubCategory Item Description ig I Iie IP Electricity ae Version 6 1 5 2009 Coherent Software Solutions Activities 51 3 7 Transactions Purge NOMAD Log The Purge NOMAD Log feature allows you to remove older information from your NOMAD Credit Card log This option will only function correctly if you have a NOMAD Credit Card system set up in your store if you do not this feature will have no effect E Delete NOMAD History older than lt Delete older than The first step is to select the amount of information you wish to keep click on the down arrow next to lt Delete older than gt and select the number of days of information to keep from the drop down list Please take note this will select the amount of inform
223. ssion value will cause this menu item to be shown on the Commission Per Menu Item Report Remember that by setting this option it will not affect the employee wages this will only show on the commission report This feature is for incentive calculations only and is not linked to the wages in any way For more information see the section on the Commission Per Menu Item Report Percentage Selecting this tick box will change the commission figure from a rand value to a percentage of the menu item price VAT Exempt Selecting this option will mark the selected item as exempt from value added tax Notice how the RSP Incl and RSP Excl fields at the top of the window change when this option is applied After ticking this option ensure that the sales price is still correct Printers This block lists the available production printers set up in the Aura software Aura Invoicing will print the selected menu item to any kitchen printers that are ticked here You can use this list to assign or clear single items menu categories or the entire menu to production printers These features are described in more detail further down Departments Once departments have been set up you may specify which departments a menu item is a part of This will not only open up categorizing options for nvoicing but for the reports as well For more information see the section on Menu Item Departments 92 Images This section refers to settings used by an
224. st of a qualified Aura Help Desk technician When the purge Is run you will be presented with the following screen Confirm x 2 You must first backup your database Backup now As the Database Purge application changes information in your database directly for safety a reasons the application will not continue unless a backup is performed first Database Purge Screen Click on Yes to backup your database and proceed to the options screen Once the backup completes you will be presented with the following screen Database Purge ver 1 0 1 1 o B Delete data prior to 2006 1 0 03 Delete l Database Purge will not allow any data newer than 18 months old to be removed from your database Version 6 1 5 2009 Coherent Software Solutions Activities 59 Performing a Database Purge Before starting the purge process itis highly recommended that you first make sure of how far back the information goes in your database For best results and avoiding the most common errors do not attempt to delete any more than 3 months of data ata time Agood way to check this is to run the Invoice Summary Report for a period covering the time period you suspect contains the earliest information For more information see the section on Invoice Summary Report To begin first select the date from the drop down list calendar as seen below Database Purge ver 1 0 1 1 Delete data prior to 2006 10 03 Delete lt
225. sts 125 4 8 2 Categories The Expense Categories window is used to maintain categories for your expense records If you have no expense categories entered upon opening this feature you will be presented with the following screen Expense Categories x Pee Pe a a Oe rit Category Description Adding New Expense Item Categories Click on the button to create a new category then enter a name for the category and click the ka button to save With categories added you should see something similar to the following Expense Categories i ES li Ja H p a You may now add expense items to the list For more information see the section on Expense Items 1231 2009 Coherent Software Solutions Version 6 1 5 126 BackOffice 6 1 5 Manual 4 9 Delivery Areas The Delivery Areas window is used to set up specific delivery area settings to link to the Street List This can also be accessed by Lists gt Streets or by clicking on the Ses TE ASE button inside the Street List 12 allowing this same process to be carried out through Aura Invoicing Delivery Areas X fet Pe Pe ae ee Grid Reference Delivery Charge Travel Time Add New Delivery Area Reference Click on the button and enter in the required information Delivery Area E x Grid Reference Deliver Yes Travel Time 0 00 Delivery Charge fo Cancel Grid Reference Used as a reference from maps If the area is in Column
226. t This option is only needed in the computer that has the label printer installed on it such as the kitchen computer Label Margin Set the margin size of the labels that are being printed this margin is the distance from the edge of the sheet up to the edge of the label itself Side by side If the roll of labels being used have all labels in one column leave this option de selected If there are two columns of labels on the sheet select this option This option ensures the labels are printed in the correct order 2009 Coherent Software Solutions Version 6 1 5 156 BackOffice 6 1 5 Manual 6 1 2 3 Printer Setup Specific Computer al Computers Printers Selected Till Computer Name DT HLT ANDREG Copy Till This Till Select Till Till ID 1 Settings Invoicing Settings Printer Settings Printer Setup Touch Screen Devices Reparts Credit Card Invoice Printers Production Printers Creditcard Printers Kitchen Credit Card Device z M Direct Ta Por Copies f Report None M Prnt line value on kitchen slip E Pritit totals on kitchen slip The Printer Setup tab is used to specify the settings for your invoice kitchen and credit card printers Before selecting the devices port or drivers you will need to set up the printer s category and type inside the Printers tab For more information on adding printers to the Available Aura Printers see the section on the Printers Tab
227. t Ad Mowbray Albert Ad A102 woodstock C Albert Ad A102 Woodstock C Aldgate St Woodstock C Aldgate 5t Woodstock Alexander Ad Mowbray C Alexander Ad Mowbray Alexander St Woodstock C Alexander St Woodstock Alfred St Woodstock CI Alfred St Woodstock C Alfred St OBS Observatory Alfred St OBS Observatory Alkmaar Ad Foreshore C Alkmaar Ad Foreshore Aloe St Devil s Peak Estate Aloe St Devils Peak Estate Alsace Ave Woodstock C Alsace Ave Woodstock C Altona Gr Woodstock C Altona Gr Woodstock C Alwin St Brooklyn Cl Alwin St Brooklyn C Amphion St Paarden Eiland C Amphion St Paarden Eiland C Amsterdam Cr Brooklyn C Amsterdam Cr Brooklyn Amsterdam St Brooklyn Amsterdam St Brooklyn Anemone Ave Devil s Peak Estate Anemone Ave Devil s Peak Estate C Annes St Maitland Annes St Maitland Anson St Observatory Anson St Observatory MW E OA A A TAC AAT C1oaAwee DHEA shee Correct Version of Street The left hand list gives you an option to select the correct street to be kept Incorrect Version s to be Replaced The right hand list gives you an option to select the incorrect streets to be moved This application should only be used if you have street names that cannot be removed from the List of Streets For more information see the section on the Street List 127 2009 Coherent Software Solutions Version 6 1 5 62 Bac
228. t Menus section are provided to ensure your store is as up to date with the latest menu item prices atall times Three main options are available under this menu Menu Download Menu Activate and Menu Undo The exact function of these options is dependant on your currently installed version of the Aura Enterprise Client while version 1 runs a separate window on screen version 2 has been optimised to run more in the background in order to interfere less with the usual flow of business For more information on AEC please contact our support department using the Aura Contact Details 202 Menu Download By selecting this option Aura Back Office will run the latest available version of the Aura Enterprise Clientand check to see if there are any newer menu versions available to you for download Keep in mind that for larger store chains you will most likely receive a message from your head office that a new menu will be available Menu Activate Once the menu has been downloaded itis first stored in a temporary table until you are ready to activate the new prices By selecting this activate option the downloaded menu will then be set as your active menu and all relevant items and prices will be updated Remember that you do not need to activate immediately after downloading a menu if a new menu is downloaded and the included prices are only valid for a future date you may safely leave the downloaded menu as inactive until you are ready to act
229. t Name Suburb Deliver Travel Time Purchase Stock Return Stock Toolbar For more information see the section on Navigating Records 3 Activities rY This button will open the locate field value window to allow you to search for a street record al This option is used to create a filter for the street list This is described further down in this topic Preparing to Add a New Street Reference Before inserting a new Street there are a few steps to take first These steps involve setting up the list of street names suburbs and delivery areas These are available by the buttons to the right of the standard toolbar as seen below Street Names Suburbs Delivery Areas lf the required street name suburb and delivery area reference is already set up in the Aura system you may skip this step and move on to Adding Streets below Clicking each of these three buttons will take you o a new window in order to set up the required information The Delivery Areas feature is also available directly from the Lists Menu For more information see the relative topic below Street Names 125 Suburbs 130 Delivery Areas 126 2009 Coherent Software Solutions Version 6 1 5 128 BackOffice 6 1 5 Manual Adding Streets To setup a street reference with current street names and suburbs click on the button on the toolbar Doing so should present you with a blank line similar to the following
230. t affected by the stock item pricing Desired Level Enter the desired level of stock o be kept on hand at any given point in time This feature works hand in hand with the Stock Issues report as well as the Order Manager application with a more detailed description found under each section Exclude from Worksheets Selecting this option will remove the selected stock item from your stock take worksheets and stock takes regardless of whether it is marked as a controllable item or not Description Displays the full description for the selected stock item This description will be used to locate and display the stock items in every list of stock items in the Aura system and reports Unit of measure This field identifies the counting method for the selected stock item Ensure that the unit of measure used Is optimal for correct stock calculations this will affect the flow of this stock item through purchases returns recipes and stock takes amongst others Ifa stock item s unit of measure is changed you will need to ensure that all required recipes Stock takes and purchases that use the affected stock item are also updated Be careful when changing the unit of measure as it will take at least one full life cycle of the selected stock item to ensure that all the information linked to the affected stock item is updated correctly A Stock Item Life Cycle is a full circulation of the stock item as described below This begins wit
231. t are more than 7 digits as they are considered to already have a dialing code Anyphone numbers with 7 digits or less will have the preset Default Dialing Code added to start of the number For more information on setting the Default Dialing Code see the section on Store Settings 161 pied This will invoke the same process as the Activities gt Update Customer Stats amp menu option 2009 Coherent Software Solutions Version 6 1 5 80 BackOffice 6 1 5 Manual Adding New Customer Records wp So Lancer To add a new customer press the button This will display the Customer Information screen j Statisti Phone FiName EV Rete Glut 90 Day Ranking Lapsed Cell LiName Last Discou nt Orders Email Addr Spend Histo Doo O O e 30 Days a Se Street lt NOT SELECTED gt Invalid Street Name or Street Segment Residential Pos Other details Marketing Account Private Notes Invoice Notes Complaints Inserting A New Customer Phone Atelkom contact number Cell Acell phone contact number Do not leave any spaces in the cell number this field is used for marketing Email Email address for contact Do not leave any spaces in the cell number this field is used for marketing F Name First name of customer L Name Lastname of customer Addr Street address of customer This will print on the customer s slip Street Enter a street number in the first field an
232. tchen Printer Wizard picks up the production slip print command and sends each menu item to the production printer according to the list set here Amenu item may be setto print to more than one production printer or no production printer at all But itis recommended that all items are sentto the production printer or at least one if you have multiple kitchen printers Item Printer Wizard x Menu ltem kitchen Printer Assign all selected teme to the selected printer 350 ml CORE 350ML CUP 3250 ml CREME SODA 350ML CUP 350 ml FANTA 350ML CUP 350 ml SPRITE 350ML CUP 500 ml CORE 500ML CUP 500 ml CREME SODA 500ML CUP 500 ml FANTA 500ML CUP 500 ml SPRITE 500ML CUP Large BBG Sauce Extra Large Chicken Estra Large Chilies Extra Large Deb Sauce Estra Large Garlic Extra Large Ground Beef Extra Large Lamb Extra LARGE Large bos extra Large Macon Extra Large Mozzarella Extra Large Mushroom Extra Large Olives Estra Large Onion Extra Large Fepperoni Extra Large Pineapple Estra Large Spring Onion Estra Large Sweet amp Sour Estra larme Smeet Bell Penner Futra Menu Items Filter Select a category to filter the menu item list by Take note that this list will only display items that are NOT currently assigned to any production printers Select Click on the All button to select all items
233. tegory filter is used to filter the menu items that are displayed This will not change any menu items this will only restrict the items that are displayed for the current session Show Active Inactive This filter is used to show either the currently active or inactive items only Active items are menu items that will currently display on Invoicing available for sale Inactive items are menu items that are no longer sold but cannot be removed from the Aura system due to links in previous invoices Version 6 1 5 2009 Coherent Software Solutions Lists 87 Menu Item Item Code This is a unique alphanumeric code or PLU Price Look Up code to identify the item This is of particular importance when using the keyboard interface of Aura Cashiers are able to quickly go to a section of the menu as soon as they key in the first character of the Item Code ltem codes must be unique to each menu item Back Office will not allow you to save a menu item 1 if the code entered is alreadyin use by another item Category Displays the menu category for the selected menu item The menu category contains certain information regarding the menu items assigned to them as well as grouping the menu items inside a new sale in Invoicing fe To the right of the category drop down list you will see a button to open a full list of the menu categories The only benefit of using this over the normal drop down list is that you can see the sort order
234. tems Barcode Settings 99 Menu Items Button Colour Settings 98 Menu Items Other Settings 94 Menu Items Screen Saver Details 99 Menu Items Setup Recipe 89 Menu Publish 49 Version 6 1 5 Monitor Daily Sales 145 Monitor Staff Activity 144 Monitor Staff Attendance 145 Monitor Staff Performance 146 Monitor Staff Statistics 148 Monitoring Menu Overview 144 Multiple Shop Cashups 171 N Navigation Toolbar 13 Network Settings Overview 177 New Employee 71 NOMAD Credit Card System Setup 161 NOMAD Transactions Log 51 0 One Shop Cashup Per Day 171 Only Print New Items 154 Operating Expenses 49 Optimise Database 5 7 Overlap Buttons 159 Over ring Reasons 131 P Pack Size Stock Items 119 Password Add Employee Login 71 Password Edit Employee Login 75 Password Lifetime Setting 166 Path for Backup 175 Payment Screen Close Delay 152 Persist User 152 Picklist Settings 176 Picklists 100 Pole Display Settings 176 Pole Display Setup 160 Preferences Menu Overview 150 Print Customer Survey 154 Printer Settings 154 Printer Setup Overview 156 Production Printer Assigning 103 Production Printers Setup 157 Program Settings Overview 165 Prompt for Head Count Table Orders Only 168 Prompt to Print On Payment 154 Purchase Orders Delivery Address 163 Purchase Stock 25 Purge Database 58 2009 Coherent Software Solutions Q Quick Payment Tender Amounts Settings 168 Quick Start Checklist 17 Recipe
235. tems gt Recipe 116 Improved ST 861 The reports are in the process of being verified for consistent and accurate information certain reports have been improved in this release and more will follow with time to come Improved ST 907 The database Purge and Optimise tools have been updated to better manage larger database files 2009 Coherent Software Solutions Version 6 1 5 8 BackOffice 6 1 5 Manual Invoicing Fixed ST 846 When a negatively priced line item was added to an order such as a refunded item the VAT calculation would not return the correct amount This has now been resolved Fixed ST 874 Waiters closing tables and cashiers paying tables from previous trading days was only possible by setting the date back This can now be done irrespective of the order s age Fixed ST 841 Aproblem was found with flagging an order as late delivery when a delivery charge was associated to the order This has now been fixed Fixed ST 837 NOMAD prompts are now Set to always on top and have a count down timer before they close Improved ST 875 New access permission To Close Any Table With a combination of this and To Pickup All Tables a manager may now close any table order regardless of the cashier or waiter assigned to the order Improved ST 873 When using the Pickup Tables feature in nvoicing if the table had no waiter assigned the display would show UnAssigned This has now been changed to No Waitron to
236. ter Recipe Using this option you can reset the recipe for the currently selected manufacture item and over ride it with the master recipe for that item After which you can add remove change quantities for any items in the recipe Set As Master Recipe If you wish to over write the currently saved Master Recipe with the recipe you have just set up use this option View Master Recipe If you would like to vew whatis in the Master Recipe without affecting the recipe you have currently set up use this option Version 6 1 5 2009 Coherent Software Solutions Activities 35 3 1 5 Discard Stock The Discard Stock screen provides an interface to account for wasted stock If for some reason certain stock becomes unusable i e burst cans broken bottles moisture in the flour or sugar etc you will need to discard that stock Discarded stock should be captured in this screen with care as any items discarded in the Aura system are simply recorded as wastage Ifa batch of stock is instead returned to the supplier as opposed to simply being thrown away then it should rather be captured under Return Stock For more information see the section on Return Stock 20 BackOffice Transfer Stock O x Activites Lists Monitoring Reports Preferences Help Discard Stock to Wastage aj M Transfer Stock a Date Transferred 22 June 2009 al gt From location Default Manufacture To location Stock
237. then itis grated in store The grating process is referred to as the stock preparation process While being grated small amounts of the cheese will fall away and be wasted If 5kgs of bulk cheese is prepared and you come out with 4 75kgs of grated cheese this gives a wastage percentage of 5 Bulk Cost Displays the cost per unit of measure before itis prepared This field is automatically updated from the purchase or manufacture cost of the item Prepped Cost Displays the cost per unit of measure after preparation If there is no wastage percentage set for an item for example with cans or bottles this figure will be the same as the Bulk Cost lf the Bulk Cost or Prepped Cost is incorrect and you are unable to edit the value there is an alternative to updating the stock item cost The easiest way to find the last known purchase for any stock item is from the Item Details section of the Count Stock Screen 22 2009 Coherent Software Solutions Version 6 1 5 114 BackOffice 6 1 5 Manual Inactive Items marked as inactive are items that are no longer in use by the Aura system but which cannot be deleted Due to the Aura system s advanced stock control features a stock item cannot be removed completely from the system if itis still linked to stock purchases stock takes menu item recipes and sales or manufactured item recipes Allowing this will cause a miscalculation in the affected areas and therefore cause unexplainab
238. this window has you main features Current Report Group By clicking on the down arrow here you may select the report group you wish to edit as seen below Report Group Current Report Group Default Second Report Group Search In order to simplify the process of assigning items you may also type in a word to search for This will filter both the included and excluded list of items for the report group as seen in the image below Search Report Group Curent Report Group Default Search buddy in Items Included in lt report group gt The list on the left hand side of this window is a list of items that are currently included in the selected Report Group Excluded The list on the left hand side of this window is a list of items that are currently excluded from the selected Report Group Central Toolbar The vertical toolbar in between the ncluded and Excluded lists contains tools that you will require for including and excluding items from groups Keep in mind that these buttons will work within the search filter This means that using the Include All double arrow to the left or Exclude All double arrow to the right buttons will only move items that are visible after using the search filter Version 6 1 5 2009 Coherent Software Solutions Lists 107 4 6 7 items Per Sales Location A sales location specifies the Stock Location that the recipe ingredients are taken f
239. ties The Activities menu option displays a list of currently active orders Depending on the types of orders this list may contain table orders delivery orders or collect orders Counter orders will not show here as they are closed and paid for immediately This first option Activities will display a window similar to the following Status of current transactions l oj x Click A Column To Search gieo d enei ledi ie i Allocated 1 Table 69 0 6 02 AM 12 00 AM 2 Table 31 60 6 05 AM 12 00 AM 4 Table 53 00 6 36 AM 12 00 AM 5 Table 15 90 6 40 AM 12 00 AM 3 Table 146 50 8 43 AM 12 00 AM T Table 113 00 9 00 AM 12 00 AM o Table 162 30 9 01 AM 12 00 AM 6 Table 135 40 9 12 AM 12 00 AM 10 Table 10 90 9 14 AM 12 00 AM 11 Table 46 90 9 22 AM 12 00 AM 12 Table 26 90 9 34 AM 12 00 AM 15 Table 4470 9 36 AM 12 00 AM 16 Table 53 70 9 47 AM 12 00 AM 14 Table 37 20 9 42 AM 12 00 AM 16 Table 450 9 46 AM 12 00 AM 20 Table 72 10 9 49 AM 12 00 AM 9 Table 127 20 9 59 AM 12 00 AM of 4 t To navigate through the list of orders use the scroll bar on the right hand side of this window to scroll up or down Or to see more information relating to each order use the scroll bar along the bottom of this window to scroll left or right To aid in searching for a specific order you may sort the data by any of the columns For example to sort the list by the invoice amount click on the Total column header P
240. tion For more information see the section on Menu Item Codes and Descriptions 8 Version 6 1 5 2009 Coherent Software Solutions Lists 101 Creating a New Picklist To begin you will need to right click in the Picklist column and select New as seen below Picklists ry elete By doing so this creates a picklist called New Picklist This should now be highlighted To change the name simply left click on the name again You should now be able to edit the picklist name Type in the desired name and press Enter on your keyboard as seen below Example Picklist To add menu items to the picklist click and drag the desired menu item from the Menu Items list onto the new Picklist and then let go of the mouse button Take note of the mouse pointer as seen below Picklists Menu Items Categories E ample Picklist EA E f By Code C By Description al loo T ables meee Take Guay 7 DADS Wi ater 1L Mineral Water Sp DROSI Water TL Mineral Water Still Entire Menu Categories can also be included in a picklist To add a category switch from the Menu Items list to the Categories list by using the tabs seen below Menu Items Categories Once on the category list add the category to the picklist the same way as the menu items Adjusting Picklist Pricing If the items in the picklist need to have a price assigned this can be done in the bottom of the Picklist section of the window as seen below
241. tion in your database for safety reasons the 1 application will not continue unless a backup is performed first Optimise Process Please be patient while your database is being backed up Once the backup completes Database Optimiser will continue with it s process At the end of which you should see the following window Database Optimiser ver 1 0 1 0 Reindexing Customer Promotions Reindesing PurchaseU ders Reindexing STOCK Reindexing PICELISTITEMS Reindesing C4 SHUP Reindexing Purchase rderD etails Reindesing FICKLISTS Completed at 2008 04 07 11 52 19 Completed at 2008 04 07 11 52 19 If you encounter any error messages at all please leave the error message on screen and contact our Aura Help Desk immediately For more information see our Contact Details 22 After working with the Street Sweeper itis highly recommended that you Update Customer Statistics 6 2009 Coherent Software Solutions Version 6 1 5 58 BackOffice 6 1 5 Manual 3 10 3 Database Purge The Database Purge application is part of the database maintenance software This application is used to remove old and outdated trading information from your database keeping your database at an optimal size for best performance and system stability This section of the manual is simply to cover the main points to be careful of and shows a description of the purge process You should only run this application at the direct reque
242. tock Items Available for Recipes and then press the button If the stock item is not used in any recipes you will see the following message CT x i No menu item recipes use stock number PKO23 alale tor recipes Filter ALL x Categor z Stickers Roll R OOD Stationary Sticky Tottee R OD Desserts Stoney 340 can FA 0 00 Beverages Storage Lease PEO2S Straws Branded A 0 00 Lease expens i Fackaging In the above example Straws Branded is not found in any recipes If the item is found in one or more recipes a list of all menu items using that stock item will be displayed Similar to the following Menu Item Recipes That Use Stock No GRO48 10 E E xj Search Characters ITEMDESC No Sw Chili Sauce No Sweet Chill Sauce Oriental Chicken Oriental Chicken Oriental Chicken pizza Oriental Chicken pizza Sweet Chilli Sauce Sweet Chilli Sauce Sweet Chilli Sauce Sweet Chilli Sauce In the above example stock item GR048 which was Sweet Chilli Sauce is found in all the menu items listed If you would like to view any of the recipes select the menu item and click on OK This will navigate to the selected menu item Version 6 1 5 2009 Coherent Software Solutions Lists 93 Copying Pasting and Scaling Recipes These functions are design to make recipe duplicating for different size items simpler For example let s take the recipe for a Health Breakfast Recipe fo
243. tock items are in their correct stock locations Before using this feature effectively itis important to understand how Locations work Let s look 1 atthe following example we will work with three locations Default which always exisits Alpha and Beta Ifa menu item is in the Sales Location Alpha while the stock items in it s recipe are in either Default or Beta this feature will move these stock items into the Alpha location E Includes only the selected stock item on the right into the current location Same as double clicking on an item in the Excluded list E Excludes only the selected stock item on the left from the location Same as double clicking on an item in the Included list g E Include all stock items in the current location gt Exclude all stock items from the current location BS ei Copy the current list of included stock items to memory LE Pa l l l O T Paste the previously copied list of included stock items to the currently selected stock location This will be unavailable until a listis copied 2009 Coherent Software Solutions Version 6 1 5 122 BackOffice 6 1 5 Manual Editing Contents of Stock Locations Begin by selecting the stock location you wish to edit Click on the down arrow next to Current stock location to see which are available as seen below Stock Locator Curent stock location Cearch Meter Dry Storage litcohamcer External Stor
244. tures under this tab will only be available if the selected stock item is marked as either Manufacture or Sub Menu For standard stock items there is no need for a recipe The Copy Paste and Scale options are taken directly from the Menu Item recipes control For more details on what these functions o please see the section on Copying Pasting and Scaling Recipes 9 Recipe for Manufactured Stock Item Recipe Yield This field displays the resultant quantity that the below recipe will create as per the current stock item s unit of measure Recipe Cost This filed displays the cost of the manufactured item as per the cost of the items included in the recipe below Recipe Items List StockNo Displays the unique stock item code Qty Displays the quantity of the stock item used in this recipe Measure Displays the unit of measure for the stock item Desc Displays the full description of the item Cost Displays the cost to store of the specified stock item as per the quantity entered in the recipe Centre Toolbar Use this button to search for all menu items that have the selected stock item in their recipe 1 Adds the selected stock item to the recipe for the current menu item gt l Removes the selected stock item on the left from the menu item recipe gt gt gt Removes ALL items from the menu item recipe ES Ej Copies the current recipe to the computer clipboard for later use LR l l si
245. un Stock Purchase Exceptions Report To Run Stock Purchases Report To Run Stock Recipes Report 2009 Coherent Software Solutions Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Manager Preferences 189 Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run the Aura Purchase Order Wizard For more information see the section titled Add ins 52 Controls access to run the aforementioned report Controls access to run the aforementioned report Controls access to run th
246. up Imaging Stock Search Backup PoleDisplay Picklists Updates Email Customer Search Include in customer search l Email M Cellphone First name M Last name CRM Customer Search Using these options you can select which customer detail fields can be searched in the Customer Lookup window from Invoicing Email This allows searching by the customer s set email address This is not a very common detail but may be used in the case of online orders Cellphone Allows searching the customer by the number setin the Cellphone field Recommended option First Name Allows searching by customer first name Recommended option Last Name Allows searching by customer surname Recommended option CRM Customer Related Marketing Selecting this option allows the Customer Search screen to search information inside the CRM tab in the Customer Details screen For more information see the section on Customers 72 De selecting an option will not prevent Invoicing from displaying or accessing that particular field it will affect only the search window Version 6 1 5 2009 Coherent Software Solutions 2009 Coherent Software Solutions Preferences 175 6 1 3 3 8 Backup Specific Computer All Computers Printers Store Settings Head Office Settings Program Settings Network Settings General Invoicing Reparts Cashup Imaging Stock Search Backup PoleDisplay Picklists Updates Email Auto
247. up Items On Invoice Will group items indented below their parent items on table orders For instance a breakfast with a choice of eggs and sausages etc will have the options printed below the parent item and indented for clarification Prompt To Print On Payment If your computer is setto reprint an invoice for a delivery collect table order on paying Then by ticking this option a prompt will be displayed for printing the customer s slip again as opposed to it printing automatically Print Assigned Invoices On Payment By ticking this option once a delivery collect table order is paid into till a duplicate slip will be printed to the invoice printer If you de select this option nothing further will be printed upon paying the order The option for Prompt To Print On Payment is dependant on the option for Print Assigned Invoices On Payment for the prompt to be displayed both these options must be ticked Print On Assigning Driver With this option selected the invoice slip will print out again with the new details when a driver is assigned This option will option will only have an effect on a computer with an invoice printer set up Version 6 1 5 2009 Coherent Software Solutions Preferences 155 Allow Reprint With this option selected Aura Invoicing will allow you to re print any order s customer and production slip from the current day s trading Keep in mind that Duplicate Copy will be printed on any or
248. us reasons this is easier to track on certain stock types than itis on others to the movement of stock between multiple locations internal and external These functions are essential for correct stock flow information from the reports See a topic below for more information Count Stock 2 Purchase Stock 25 Return Stock 30 Manufacture Stock 31 Discard Stock 35 Transfer Stock 37 Stock Item Selector The majority of stock related screens require you to use a Stock Item Selector to specify the stock item s you need to work with Below is a description of the operation of this window Stock tem Selector j x Search Stock category ALL _ Description __STOCKNO D2 oceans Cab ua 040 2 Oceans Saw Blanc LIQ 42 2L Cooldrinks BEO03 2L Crates BEO13 2L Crates dep BEOSO 2L Sprite Zero BEOS4 2Ply Serviette Plain GROGO 340ml can BEO01 340ml Tizers BEO02 gt Lt Red LI O17 5 Lt Rose LI 019 5 Lt White LI 018 SOOml Bon Vino Dry White LIQ O57 OK Cancel Search Enter any part of the stock item name you wish to search for the stock item list will automatically update and begin to filter the items as you type Stock Category If the stock item you are searching for has the same ora similar name to an item in a separate category you can narrow the search criteria by the category filter displaying ONLY the category you select Description and StockKNO These two columns display a list of the stock items m
249. verRings R 0 00 A Gross Sales Ex 07A R 7 261 40 Manufacture Less Discounts R 608 90 Stock ADD Delivery Charges R 18 00 bo Net Sales R 6 670 50 xP Coupons F1 RA 0 00 Discard Credit Cards F2 R 0 00 Stock Cheques F3 R 0 00 da Cash On Hand F4 R 0 00 a Debtors F5 R 0 00 Z a Petty Cash F6 R 0 00 ransfer Sass Stock GRY s Paid R 0 00 Employee Wages F7 R 0 00 Addit Banking F8 RA 0 00 Driver Floats F9 RA 0 00 Float Issues F11 R 0 00 Till Float F710 R 500 00 Z Gratuities FR 0 00 Lists Under By R 7 170 50 Monitoring Reports r lt Post Lock Open Till F12 Preferences e em Retail License License Renewal Date 06 June 2010 a The upper section of the Till tab will display a list of all tills that are and have been active during the course of your trading day while the lower section will display a summary of the selected till For stores that have a shift change in the middle of the trading day itis recommended to do a till cashup and getthe new cashier to activate their own till shift Atill shift that has been ended has both a Date date and time started and a Close Date date and time shift was ended If there is no close date the shift is most likely still active 2009 Coherent Software Solutions Version 6 1 5 44 BackOffice 6 1 5 Manual Cashup Procedure In the Till Shift Summary section you will see function shortcut keys to each section of the cashup Till Totals OverRings A 0
250. which is necessary for setting up an hourly wage Employees 68 Access Permissions 17 Menu Setup Most stores will download a standard menu from their brand head office while others may create and edit their own unique menu If the intension is to maintain your own menu you should have received a separate booklet outlining the menu design process If you have not received this manual please contact our Aura Help Desk and request one In order to download your stock and menu items this is done from the Activities menu by selecting Get Menus gt Menu Download Menu Download 48 Menu Activate 48 Discount and Over ring Codes Avery important area to check is the list of available discounts and over ring codes Discounts are used on a daily basis for many different reasons and at times you may also be required to over ring an order whether this is due toa customer complaint or employee error you should have these codes set up in case they are needed Discount Codes 138 Over ring Codes 137 Setting up for Stock Purchases Due to the way information is maintained in Aura all stock movement in and out of the store must be accounted for When receiving stock these purchases must be recorded in Aura and linked to the corresponding supplier Suppliers 7 Preparing for Customer Orders One of the most powerful and useful features of the Aura POS suite is the customer marketing features In order to enter new customers quickly
251. xclusive Z Vat Exempt Last Paved Supplier Order Quantity t Field View Expense Code Description Category SubCategory Active Vat Ex VatExcl VatIncel Order Qu gt asi LAE ka 4 Spreadsheet View Expense Code Displays the unique ID code for the selected expense item Description Displays the name for the selected expense item Last Paid spelling error Shows the date that the selected item was last paid for Category Displays the category for the selected item Click on the button next to Category to bring up a list of currently available categories For more information see the section on Expense Categories 12 Subcategory Displays the subcategory for the selected item This is an optional item used for making more specific selections when capturing expense payments You may leave this field blank if you wish Supplier Displays the supplier of the service for the selected expense Vat Inclusive Enter the cost of one unit of measure for this expense item Vat Exclusive Displays the amount excluding VAT this figure will work out automatically from the VAT Inclusive amount Order Quantity Select the default quantity for the selected item Active Select whether or not the selected item is active and available or not Vat Ex Select whether or not the item is VAT exempt or not If ticked the item does not have any VAT Version 6 1 5 2009 Coherent Software Solutions Li
252. xt to the drop down list This will take you directly to the Stock Locations screen In order to specify the location the stock it retrieved from for a sale with the desired menu item displayed click the down arrow next to Sale Locations as seen below Report laroup Vetautt Bi a Sales Location Secondary Store Room Version 6 1 5 2009 Coherent Software Solutions Lists 97 Production Printers This list contains all the production printers currently set up in the Aura system By placing a tick in the box next to one of these printers the the selected menu item will be set to print to that printer when added to a customer s order This process may also be done by means of the Kitchen Printer Wizard for more information on this see the section on the Kitchen Printer Wizard 1 In addition to assigning menu items to production printers one item ata time all items in a category can be assigned to a production printer at once To access this and other functions you will need to right click on the desired production printer Doing so will display the following menu Assign to a category Clear all items Clear all items in a category Assign to all items This will assign ALL items in your menu to print to this production printer regardless of their category Assign to a category This will bring up a menu category selection window similar to the one seen below Ia Mini Meals i Extremely Cheesy H
253. y cash entries are small amounts paid from the till for store related miscellaneous purchases This feature can be disabled if need be For more information see the section on Disable Petty Cash under the System Settings 17 Employee Wages F7 Lists the wages of all employees posted into the selected till shift these amounts can be adjusted by a manager if needed Addit Banking F8 Use this option to enter any additional banking if needed this may possibly be an amount that was outstanding from a previous day that was paid in today Driver Floats F9 If your drivers get issued floats from the till shift these amounts will need to be entered in here for the till shift and the driver s wages to balance correctly Float Issues F11 If any other employees are issued with a float amount such as for promotional work or a kiosk Sponsored and supported from the store those loan float amounts must be entered here Till Aoat F10 This is the float amount for the selected till shift If the till shifts have a set float amount everyday you can set a Default Till Floatamountin the settings For more information see the section on Invoicing Device Settings 1601 Version 6 1 5 2009 Coherent Software Solutions Activities 45 Posting and Locking Till Shifts Once the till shift is balanced you may now post the shift by pressing the Post button in the lower left corner of the screen as seen here R 0 00 Ba A De
254. y clicking on the down arrow here you may select the sales location you wish to edit as seen below Sales Location Current Sales Location Default Search AMEEN b Sit down Area Storage Search In order to simplify the process of assigning items to sales locations you may also type in a word to search for This will filter both the included and excluded list of items for the selected location as seen in the image below Sales Location Current Sales Location Default Search buddy Items Included in lt location gt The list on the left hand side of this window is a list of items that are currently included in the selected Sales Location Excluded The list on the left hand side of this window is a list of items that are currently excluded from the selected Sales Location Central Toolbar The vertical toolbar in between the ncluded and Excluded lists contains tools that you will require for including and excluding items from locations Keep in mind that these buttons will work within the search filter This means that using the Include All double arrow to the left or Exclude All double arrow to the right buttons will only move items that are visible after using the search filter Version 6 1 5 2009 Coherent Software Solutions Lists 109 4 7 Stock The Stock menu contains the features necessary for stock maintenance Just as the stock items are used in recipes for the menu
255. youts for System Cashier Ifa figure of R100 is entered the Driver Payment Calculation Cashup Summary tab will update to Total Orders R 0 00 show the following Delivery charges Exc VAT Float R 0 00 Paid Already Wages R 0 00 Payouts R 100 00 Store Owes Employee R 100 00 Surveys The Surveys button is used to capture any surveys from the customer slips This surveyis printed out on Table orders only and must be set up on your server computer To set up these questions in Aura see the section on Survey Questions The survey that prints out on customer invoices is taken from an image in the Aura program folder Please contact our Aura Helpdesk if you require assistance with this option Clicking the Survey button will present you with the following window Capture Survey x Capture Multiple How Was our service Was our store clean and tidy Rate your taste expenence Once the slip survey ratings have been added up for each employee from the slips select the block for the appropriate rating for each question type the number of customers that gave that rating and press Enter on your keyboard When the surveys have been captured successfully for this employee click on the Close button to continue with the cashup process These surveys are summarized in the reports for more information see the section on the Survey Ratings Report 2009 Coherent Software Solutions Version 6 1 5 4

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