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PointOS Manager Manual

1. 204 e OE apace 205 EE 205 DEA WCE IRC CT 205 Insee del ditm 205 ie e VE 205 Item EE EE 205 Oder DISQUES ae e a ie sire va PUR EA EAEE NE NAAA AAEE PUNK FEE uiPR E HERD 205 Dink Chip RTE 205 liat 206 ro ADS Tay E e TT c A 206 limo 206 oM OU EE 206 PointOS User M anual Table of Contents 9 PCS 5 RE E EE 206 hiis A 206 Active Custom r E C UR 206 KEIER 206 Door E PO E 207 ur Mei GE 207 Member BeDOLE ei eee eee RERUM EIU MEINEM IE ME 207 DetauUucc Re OLG cot EE Dp I pM MN MM RM 207 ROSE OOS M M 207 gu 208 Beer RE 208 EE 208 Gui c RC C 208 Personal BDeekSososnstetupicd comen PLIN RUIRAUN EI A S 208 o c 208 EE Eesebuer 208 CriEdIEG ard TRG tS s eesonomeses sep oeerheI E equ SRNUO NIIS DENS OUNF PHR E 208 BENE REDO EE 208 KE EE 209 Monthly Tu EE 209 Sales TT saa sete oar 209 SUS D A TTTr 209 DOES By WO eret tenete EEEE sided undadu ru
2. 63 CODY 9 CED 0 63 o cn T 63 p c 9 63 wise au m 63 Oiscteen Ke DOE cose E Des MM UNE EE SEMEN UM UE NE 64 Setup M CU c 65 KEE 65 huir M 65 PETA Ny SS eT IY PNE RR TRO NR 65 Py CIN gt CUD MN 66 TAKES SCC M 68 PointOS User M anual Table of Contents 4 BEI erede E 70 EE TOTO HOO EE 71 Manual Database e EE 12 Back Up Remote Computel netiegsgeh gdegeeiegtget t geseet gEEe gege 72 Se EE 73 Cash Back SEMOS ME dad oneness 74 Customer INO MCS CTD sac tscatsiecssseaaisatodeiseussdaaswasovassecdosanaeddodatsssesdaasedousssecdosanainddoussessseredeiedovesontdesesentdoieters 75 C stomer Sale so TC E 76 REISER Eech He RTE e UD ect eens RE ee TEE E RE eR eee PR ne E nO en ee ere oP elt 76 Del te C aller ID LOP 78 Advanced Connection Settings cccccccsccscsccsscsceccsscccccncccccenccccccccnsaccceccscececeneccasecceceneasnsccseaceecesenss 78 Di conii Setaj arna E N E E ENEE EEEN TE E ENEE E 79 Dink Chp SCP E 80 Ee ES EE 82 Eet 83 AMOR
3. Select Update Entertainment Info to save the entertainment Select Add on the day s to add that entertainment at the selected time je pe Deb d AS m 10 Repeat for multiple days selecting a new Start Time and End Time for different days as necessary 11 Repeat for all of the entertainment you have scheduled for the week 12 Select Save to save the schedule information Select Print to print the schedule information You can also speed scheduling up by copying a schedule 1 Select Copy Previous Week to copy the previous week s schedule to the current week 2 Select Copy To Next Week to copy the current schedule to the next week PointOS M anager M anual Activities Menu 184 Calendar Create Specials Calendar Select Specials Calendar from the Calendar Type drop down list The system displays the Specials Calendar PointOS Professional Manager Tools Calendar Week Starting Sunday June 13 2010 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Select Calendar Type Add To Schedule Specials Calendar a Special Description Add Happy Hour C Set As Default Calendar Update To The Calendar Add Specials To 4 Copy Previous Week The Calendar Figure 107 Specials Calendar To add all the Happy Hour specials to the calendar select Add Happy Hour to the Calendar Refer to the Happy Hour Setup section in this Manager Manual for more information To add all of the Specials to the calendar select A
4. PointOS M anager M anual Activities Menu 195 PointOS to QuickBooks sales Tax Payable Other Current Liability Cash Drawer Discrepancies Other Expense iS To open the PointOS To QuickBooksQO screen select PointOS to QuickBooks from the Activities menu The system displays the PointOS To QuickBooksQO screen PointOS Professional PointOS To QuickBooks PointOS To QuickBooks Connect To Quickbooks QuickBooks Options First Time Setup To Use PointOS To QuickBooks Setup Tos SE You MUST Grant Permission enico oO setup QuickBooks For he First Time ForPnintOS To Access Connection Launch QuickBooks Then Click The i Check QuickBooks Connection Button Your Company s QuickBooks i This Will Bring Up A Dialog In QuickBooks TTT EE Need QuickBooks From Here Grant Rights To Pointas Professional single User he QuickBooks Click Here Save Up To 20 Free Shipping understand that PointOS to QuickBooks does not substitute in any way for the expert advice of a certified accountant or other bookkeeping expert understand that due to unforeseen computer issues my data may not be 100 accurate and ShakenSoft LLC is in no way responsible for any and all bugs software PointOS To QuickBooks defects or computer problems that result in accounting inaccuracies Is Not Compatiable With QuickBooks POS Have Read Understand And Agree To The Above Terms Of Service PointOS To Connect To QuickBoo
5. To change pole display setup complete the following steps 1 Select Pole Display Setup from the File Menu The system displays the Pole Display Setup screen PointOS Professional Pole Display Setup Pole Display Setup Display Width Comm Port Com Port 3 v Confiqure Com Port Test Pole Display Custom Display Message Enable Pole Display On This Station l Save Pole Figure 31 Pole Display Setup Screen 2 Enter the Display Width 3 Select the Comm Port from the drop down list 4 Select Configure Comm Port to open a screen to change the configuration of the comm port You can change the Bits per second Data bits Parity Stop bits and Flow control Select OK to close the COM Properties screen Check the Enable Pole Display on this Station box Enter your text for the Custom Display Message Select Test Pole Display to check your setup ge c ow i Select Save Pole Display Settings Or select Cancel to close the screen without changing the Pole Display settings PointOS M anager M anual FileMenu 61 Restart PointOS Restart PointOS After completing some tasks you will need to restart PointOS before the changes take effect in the system The Restart PointOS option allows you to quickly restart PointOS To restart PointOS complete the following steps 1 Choose Restart PointOS from the File menu 2 The system displays an alert asking if you want to restart PointOS Select Yes to restart or select No
6. Add or Edit Course Separator Course Separators provide a separation between parts of a meal like appetizers entrees and desserts These are only seen on the kitchen prints and do not appear on the customer s check They do not have any prices attached To use course separators you must add them as a menu item Complete the following steps 1 Open a Change Menu Item Options screen for a new or existing item from the Menu Setup screen Refer to the a New Menu Item section in this Manager Manual for the steps to open the Change Menu Item Options screen 2 Select Course Separator from the Item Type drop down list PointOS M anager M anual Menu Inventory Menu 115 Change M enu Item Options Screen The Change Menu Item Options screen displays the options relevant to a course separator PointOS Professional Manager Tools Categories Menu Setup Change Menu Item Options Same Features Ae Item Type Menu Item Name Select Graphic Graphic Use A Course Separator To Button Color Split Courses On Checks Vill Show Up On Items Printed To The Kitchen But Will Not Appear On The Guest Printed Check Move item Delete tem Ka Cancel E Save Figure 63 New Course Separator Menu Item Enter the Menu Item Name To associate a graphic with the menu item complete the following steps Make sure the graphic you want is in the Buttons folder of the PointOS Database Many graphics are available when you load PointOS If
7. Figure 1 Install Aware Wizard Setup Type For the computer station that will act as your server select Client and Server For all other stations select Client Only To install PointOS Door Manager check the Add DoorMan Client box Continue to follow the on screen prompts to complete the installation and registration process PointOS M anager M anual Getting Started 17 Select A Database Select A Database When you start PointOS Professional for the first time on the computer station being used as a server the system prompts you to select a database PointOS Professional Select A Database Sample Testing Database Restore Backup Database Choose Database Hew Database Quit Program Figure 2 Select a Database Select one of the following options or select Quit Program to close PointOS Sample Testing Database a sample database in the Demo version of the software to try out the software Choose Database to select an existing database from the server New Database to create a new database Choose Database and New Database are discussed later in this chapter You can also select Restore Backup Database to open the Restore Backup Database screen NOTE Restoring the database is intended for emergency recovery of data only Select Quit Program to close PointOS PointOS M anager M anual Getting Started 18 Choose Database Choose Database When you start a station installed as Client Only for the first tim
8. Manager Manual Table of Contents Jg roro e 13 uas e errs 13 EE 13 Professional Main HE us ceotorebr err bEeE bt PDoISEEt ERES ME ERIT aN EAR RAP DAS PEUP E ERU A e DUM EN EE ERO DIM PEU CLER BE ORO DUKE 13 Point Ee EE 13 Bacci rH EE ee 14 lot orated Musie SYSE E 14 Opona HF Scanno E 14 SER Seese EEE besandnstacoonstaunarceedocatennsniaddontecosaasangoseesiennseatadda 15 Minimum EE Rb CC 15 Multi Statioti Server Requirements EEN 15 Recommended Hardware Optional psc eee ton tret E eege 15 bor BarCodesscanmtip Optional E 15 Por ID Verification Eer le EN E 15 For Credit Cards oic m 15 SREL NUR NR 15 Manager Monual Conventions aeree in n e edax te veo e xU EN HR ENERO ue 15 GETUING Eco arzt 16 Overview of Installation and New Install Drocessg eese eene 16 ripe T CT PE E EA TOT 17 SE Dati by E eee eee eee ee UMOR NE 18 rte RRE 19 keete ee 19 New RE e RR ETT 20 INOrie SEI OPE ooa PP EE 21 hes MC 22 Company Information and Company Contact Information ooooeooooneeooneeoenneeneesensssnsssssssssnsssssssnsno 23 Other Settings and Receipt MeSSABG ue pte EH geegent EN AERAN RENAK EEREN dE 23 Menu Page Graphic and Appearance Settng
9. 4 Enter or update the Modifier Name Use something descriptive Modifiers are shown in alphabetical order Modifier names are seen by servers and customers 5 Enter or update the Modifier Price You can use a negative number to have the modifier reduce a menu item price 6 Select an item from the Forced Sub Modifier Group drop down list to update inventory of modifiers set up as inventory items Modifiers can only have one sub modifier For example you could create a modifier sub modifier group to get Condiments Ketchup and Condiments Mustard but you CANNOT create the levels for Toppings Cheese American and Toppings Cheese Swiss Check the Only Print to Kitchen box to keep the modifier from printing on the customer s check To delete the modifier select Delete Select Save to save the changes and return to the previous screen or Cancel to close the screen without saving changes PointOS M anager M anual Menu Inventory Menu 127 Inventory Item Setup Inventory Item Setup The Inventory Item Setup screen allows you to set up your inventory control You also use this screen to navigate to the Change Inventory Item screen To open the nventory Item Setup screen select Inventory Item Setup from the Menu Inventory menu The system displays the Inventory Item Setup screen PointOS Professional Manager Tools Reports Inventory Item Setup Inventory Groups Inventory Items Inventory Options Lettuce In
10. Hold down the Control key while you click to constrain the minutes to five minute increments Select AM or PM Select Set Setting the Date You can use a calendar to set dates in many of the PointOS screens l For a date fields select the drop down arrow to display the calendar The system displays the calendar June 20710 Sula ruv rh Frsa 123245 6 7 5 9101114 13 141516 TS 20 21 22 23 24 25 26 2f 2629 30 Figure 134 Setting the Date PointOS M anager M anual Technical Setup 235 Setting Up a M erchant Warehouse Account 2 Using the mouse click the date you want to select You can select the left or right arrows to move back or forward one month at a time Setting Up a Merchant Warehouse Account Getting a Merchant Warehouse account and using them is completely FREE Once you get an account setup in PointOS takes just minutes Complete the following steps to obtain a Merchant Warehouse Account 1 From the Payment Setup screen select Get a Merchant Warehouse Account The system displays the PointOS website showing the form where you can get a Merchant Warehouse Account Hi MerchantWarehouse Please Note Required fields have been denoted by a red asterisk Company 0000000000000 Company Name First Name amp Last Hame S Email Address Phone Number Extension Products Sold Services Pro ex Description of Products or Services Served Comments CON
11. Link To Map Website optional Email Information Hewsletter Return Email Address pO Newsletter Unsubscribe Email Address pO ae Main Body examples Google Maps Yahoo Maps Preview Close Main Options Newsletter Recipient List H Save Options 2 Send Newsletter Now Close Send Newsletter Figure 96 Main Newsletter Options PointOS M anager M anual Activities Menu 171 Send Email Newsletter The system displays the Company Information stored in PointOS 1 If you wish your Company Information to appear differently on your newsletter you can change it Update the Company Name Update the Address line 1 and 2 2 Enter a Newsletter Tagline which will appear at the bottom of the newsletter You may wish to use your company slogan 3 Customers will be able to see the email addresses on your newsletter so you may not want to use the same address that you use for reporting To change the addresses Update the return email address for customer email comments in the Newsletter Return Email Address Update the customer unsubscribe email address to allow customers on your list to unsubscribe from your newsletter in the Newsletter Unsubscribe Email Address 4 To include a company logo on the newsletter complete the following steps Make sure you have saved your graphic in jpg format with an image size of 140 x 90 in the Backgrounds folder of your database Select Choose Logo The system displays an alert noti
12. You can preview your newsletter from any newsletter screen by selecting Preview Newsletter PointOS M anager M anual Activities Menu 170 Send Email Newsletter Overview of Newsletter You can save a template for your newsletters to use the same options and colors every time you send a newsletter Once you have set the look of the newsletter you save those options Then you can add content including a preset entertainment calendar for a specific newsletter After creating your content you select the recipients to receive the newsletter Then you can send the newsletter Before you can send newsletters make sure you have set your SMTP address on the Email Setup screen Refer to the Email Setup section in this Manager Manual for more information Main Options You will need to set your Main Newsletter Options first These include the name of your company address logo etc To open the Main Newsletter Options go to the Send Newsletter screen and select Main Options The system displays the Main Newsletter Options screen PointOS Professional Send Newsletter send Newsletter Main Newsletter Options TEE Company Information Company Name Main Options Abc Bar And Grill No Logo Choose Logo Address 1 selected Body Colors 2120 58th Avenue Address 2 logo size must be 140 x 90 EIN Suite 218 and be in jpeg or jpg format Newsletter Tagline Newsletter Content I Website URL optional www polntos com Calendar
13. 5 Amount Mo Mo Ingredient e ounces Ingredient 6 Amount TEE MM No No Ingredient ltem Name ounces Ingredient 7 Amount 000 House Salad Nomgedew sl 8 00 Ingredient A nm Cost Per Item House Salad Ingredient 8 Amount 0 00 Ma Ingredient ounces calculated Ingredient 9 Amount Mo Ingredient Save Item Recipe ounces Ingredient 10 Amount No Ingredient M Close Item Recipe ounces Figure 78 Item Recipe Information Screen 1 For up to ten ingredients select the inventory item from the Ingredient drop down lists 2 Foreach selected ingredient enter the Ingredient Amount Enter any mixing or serving directions in the Serving Directions area This information will be printed along with the recipe from the Order Entry screen The system displays the calculated Cost Per Item based on the ingredients selected and the information stored on the inventory item for each ingredient 4 Select Save Item Recipe to save the recipe information PointOS M anager M anual Menu Inventory Menu 139 M odifier Recipes Modifier Recipes The Modifier Recipe Setup screen allows you to set up the ingredients that go into a modifier The system then deducts these ingredients from inventory when you sell a menu item using that modifier You can use modifiers to change a menu item by volume percent or add a new ingredient To open the Modifier Recipe Setup screen select Modifier Recipes from the Menu Inventory menu The system d
14. 68 Taxes Setup To open the Taxes Setup screen select Taxes Setup from the Setup menu The system displays the Taxes Setup screen PointOS Professional Manager Tools Taxes Setup Jac Taxes Options Tax 1 Mame Tax 3 Mame cales Tax Tax 3 Taxes Are Entered As A Percent Tax 1 Percent Tax 3 Percent n 5 000 94 Included In Price 0 000 94 included In Price ltl aT RENS In The Tax Percent Field Apply Tax Remove Tax Apply Tax Remove Tax To All Items From All Items To All Items From All Items Apply To Group Ke Acd Tax Apply To Group Ke Acd Tax Apply To Category Add Tax Apply To Category Add Tax Taxes That Are Included In Price Will Be Calculated But Will Not Be Shown On The Check Tax 2 Name Tax 4 Name Tax 4 Tax 2 Percent Tax 4 Percent 0 000 94 Included In Price 0 000 94 Included In Price Apply Tax Remove Tax Apply Tax Remove Tax To All Items From All Items To All Items From All Items Apply To Group bk Add Tax Apply To Group h Add Tax Save Taxes Show Taxes On Every Ordered Item On The Printed Receipt Apply To Category he Add Tax Apply To Category bh Add Tax Close Taxes Setup All Stations Need To Be Restarted To Activate Menu Changes Figure 34 Taxes Setup Screen You can define up to four different tax rates for different items For each tax rate complete the following Steps 1 Enter the name of the tax rate in the Tax Name field You can choose to leave the default names if des
15. 98 Newsletter Font Colors Screen Use the drop down arrows to select a color choice for each option The Preview area shows how the newsletter colors will appear To reset the colors to the defaults select Reset Defaults When you have finished selecting the Font Colors select Close Font Colors Save Options After you have set your Main Options your Body Colors and your Font Colors for the newsletter select Save Options to keep your selections for future newsletters NOTE The Calendar and Main Body content cannot be saved using the Save Options button PointOS M anager M anual ActivitiesMenu 174 Send Email Newsletter Calendar Use the Calendar feature to add your Entertainment Schedule and a Specials Calendar to your newsletter Make sure you have completed your Entertainment Schedule for the week you want to include in the newsletter first Refer to the Calendar section in this Manager Manual for more information To open the Newsletter Calendar go to the Send Newsletter screen and select Calendar The system displays the Newsletter Calendar screen PointOS Professional Send Newsletter send Newsletter Newsletter Calendar Newsletter Options Sunday Monday Tuesday Wednesday Thursday Main Options Body Colors Font Colors Hewsletter Content Clear Clear Clear Clear Clear l Lalendar Friday saturday Entertainment Calendar v Main Bod Add A Calendar Week v J Update Newsletter Calendar Clear All P
16. Change Customer Options screen PointOS Professional Manager Tools Customer Activities Change Customer Options Customer Information First Name L ast Name Date Of Birth 3 21 1984 Ke Driver s License Number pO Customer Since 4 20 2007 k Banned Date po Banned By SSS Banned Reason ee Customer Is Banned Customer Address Street Address 2500 E 45TH AXE Apartment Number Po City State Zip Code Customer Contact Infomation Home Phone Number pO Cell Phone Number pO Email Address Subscribed To Newsletter e Print Customer Information Customer Photo View Customer Driver s License Customer Price Level Customer wi Customer Notes Big Tipper Custom Field 1 No Photo scanned Custom Field 2 Kgl Amount Kgl Cancel Delete Customer Customer Figure 92 Change Customer Options Screen Enter New Customer or Update Existing Customer Enter or update the Customer Information Enter the customer s First Name Enter the customer s Last Name Enter the day month year of the customer s Date of Birth or select the drop down arrow to use the calendar Enter the customer s Driver s License Number 2 Enter or update the Customer Address Enter the customer s Street Address Enter the customer s Apartment Number if applicable Enter the customer s City Select the customer s State from the drop down list PointOS M anager M an
17. Change Menu Item Options screen select Graphic The system displays an alert reminding you of the size and format requirements Select OK The system opens a Choose Button Graphic dialog box open to the Buttons folder of the PointOS Database Select the appropriate graphic and select Open The selected graphic 1s displayed in the Select Graphic area It will also show on the Menu Setup screen for that item and the Order Entry screen for that item PointOS M anager M anual Menu Inventory Menu 113 10 11 12 13 14 Change M enu Item Options Screen Select an Item Group from the drop down list If you want to add a new group select the Add Group button The system displays the Add New Group dialog box Enter the new Group Name and select OK The system displays a dialog box indicating that the new group has been added Select OK The new group is now available from the Item Group drop down list If the menu item has age requirements select the age from the Minimum Age drop down list By choosing a minimum age the item will only show up for customers who have met that age requirement To use a button color instead of or in addition to the graphic select a color from the Button Color drop down list Check one or more of the appropriate boxes to Apply Taxes These options control the sales tax collection for the item Refer to the Setup section in this Manager Manual for more information on setting up sales tax The Pri
18. Hide Menu Item To hide a menu item in the selected category complete the following steps RYN gt Select the number of the item you want to edit from the grid on the right side of the screen Select Hide Item from the Action drop down list Select Save The system displays a warning message to confirm that you want to hide the menu item All Shortcuts to that menu item are also deleted Select Yes to confirm that you want to hide the item Door Menu Setup The Door Menu Setup screen allows you to set up menu items that are shown on the Door Manager Order Entry screen To open the Door Menu Setup screen select Door Menu Setup from the Menu Inventory menu The system displays the Door Menu Setup screen PointOS Professional Manager Tools Menu Setup Menu Items Door Manager Category Name LJ LL LL LL od H l Ad d LL LL LL JL LJ IL Alphabetize Menu Items In This Category Close Category Setup All Stations Need To Be Restarted To Activate Menu Changes Figure 68 Door Menu Setup Screen PointOS M anager M anual Menu Inventory Menu 123 M odifier Setup To change the Category Name enter a new name in the Category Name field To alphabetize menu items in the display select the Alphabetize Menu Items in This Category button The system displays a message asking if you want to alphabetize the items Select Yes to continue Or select No to close the dialog box without changing the order of the menu
19. Inventory Report gives you a report of what goods you currently have on hand to sell sorted by Vendor Type Group and or Location Your inventory is depleted when using Inventory Control Inventory Depletion The Inventory Depletion Report gives you a report of inventory items that have been used during the selected time period It indicates the name of the items the type the storage location how many cases bottles kegs or items have been used and the total value of the inventory depleted for each listing as well as the total value of all items Manager Changes The Inventory Change Report gives you a report of any changes made to inventory from the Manager s area Item Cost Price The Item Cost Price Report provides a list of all of the menu items you have available for sale It shows the different prices charged for each item PointOS M anager M anual Reports and Sales Reports Menus 201 Report Descriptions Item Purchase Report The Item Purchase Report gives you a list of goods that it is time to purchase The report is broken down by vendors Recommendations for these purchases come from the Par amount indicated in Inventory Setup Refer to the Inventory Item Setup section in this Manager Manual for more information Closing Reports When an employee performs the cashier out function in PointOS he or she creates a Closing Report to let the manager know if anything was broken or if an item has run out of stock W
20. Kr a MEME MERE MEME ee 235 SENE E D NE 235 Merchant Warehouse Account Sign Up Form 236 SOL Server Configuration ET 238 EE 239 TCP AP Properties IP Addresses TaD iscescsecetos tert tote troupe ater PEREE anion iake Ei aN AAN AANEEN NENEN UR ep EINE 239 PointOS M anager M anual List of Figures 246
21. PDF To open the customer list in your default word processor in the RTF format select Export to RTF Close Customer List When you have finished viewing the customer list select Close Customer List PointOS M anager M anual Activities Menu 168 Customer Contact Information Customer Contact Information The Customer Contact Information screen allows you to contact information of all customers in your database This list can be exported to several different formats To open the Customer Contact Information screen select Customer Contacts from the Activities menu The system displays the Customer Contact Information screen Customer Contact Information Report Options Misuse Of Personal Contact Information Is Illegal And Will Be Prosecuted d Generate Report Report Includes Customers That Have Reported Their Fhone Cell Or Email Export Report To Excel Email Report As Attachment Print Report Close Report Figure 94 Customer Contact Information Select Generate Report to view customers who have provided contact information It includes their names phone numbers cell phone numbers and email addresses Use the Up and Down arrows to scroll through a long list of customers To print the customer contact information select Print Report NOTE Misuse of personal contact information 1s illegal and will be prosecuted To open the customer list in Excel select Export Report To Excel PointOS M anager M
22. Refunds Will Be Given After The Daily Batch Has Completed To Void This Refund Please Use The Merchant Warehouse Online Application d Process Refund To Credit Card Close Card Refund Figure 111 Credit Card Refund Select On Screen Keyboard to display the on screen keyboard To process a credit card refund complete the following steps 1 Enter the Credit Card Information Select Enter Card to enter the Card Number select Enter Exp Date to enter the Expiration Date 2 Select Enter Refund Amount to enter the Amount PointOS M anager M anual Activities Menu 192 M erchant Warehouse 3 Select Process Refund to Credit Card The Refund Results area displays the Result Response Message and Reference Number for the refund NOTE The refund will not be available until you batch your credit cards Close Credit Card Refund When you have finished the refund select Close Card Refund Merchant Warehouse The Merchant Warehouse screen allows you to access the Merchant Warehouse online reporting website From here you can also charge cards add tips and batch However any transactions made from here will not be reflected in any of the PointOS reporting NOTE This screen is only available if you have credit cards enabled on your system To open the Merchant Warehouse screen select Go To Merchant Warehouse from the Activities menu PointOS M anager M anual Activities Menu 193 The system displays the Merchant Warehous
23. Revert Server Cashier Qut Receive Physical Inventory Jut OT Inventory Notices Wednesday June 16 2010 11 11 46 AM E W Return To PointO S Manager Dashboard 45 Enable Out Of Inventory Notices on This Station To enable notices on the current station complete the following steps l 2 3 Check the Enable Notices box Select Save Settings The system displays a message asking if you want to enable inventory notices Select Yes to continue or select No to return to the Out of Inventory Notices screen The system displays a message indicating that the Inventory Notice Settings have been updated Select OK to close the message You must restart PointOS to activate the new setting Create an Out of Inventory Item Notice To create an out of inventory notice complete the following steps li 2 3 4 5 Select the inventory item from the Change Item Inventory Status list on the left The items are listed in alphabetical order Enter the notice that you want to appear when the item is ordered in the Add Notice Comment field If you want to prevent the item from being ordered check the Item Cannot be Ordered box select Save Item Notice Select Close Inventory Notices to close the screen Clear an Out of Inventory Item Notice You can clear all notices by selecting Clear All Notices at the bottom of the Change Item Inventory Status list To clear a single inventory item notice complete the following s
24. Select OK The system displays a message notifying you that the category has been added PointOS M anager M anual Menu Inventory Menu 108 M enu Setup Change or Delete a Category To change the categories complete the following steps 1 Highlight the name of the category you want to edit in the Categories area 2 Editthe Category Name if desired and select Rename Category 3 Toreorganize the list of Categories use the Move Category Up and Move Category Down selections until the highlighted category 1s in the desired position in the list 4 To delete the category select Delete Category Menu Items When you highlight a category in the Categories area the Menu Items associated with that category are shown in the Menu Items area You can add new menu items create shortcuts to items in other categories or hide menu items Once a menu item has been created 1t cannot be deleted Add a New Menu Item To add a new menu item complete the following steps 1 From the Categories area highlight the category in which you want the new menu item to appear 2 Select a blank icon in the Menu Items area The system displays the Add New Menu Item dialog box PointOS Professional Add New Menu Item Add New Menu Item Create Shortcut Or Unhide A Hidden Menu Item Mo Menu ltem Selected Choose Hidden Item Create Shortcut Add New Item Figure 59 Add New Menu Item Dialog Box 3 Select Add New Item The syst
25. Special Price Info Special Price Name Start Time setting Special Pricing Will Have Your Ordered Items Po Automatically Charge The Set Special Price During Day Of The Week End Time The Selected Time And Day See eee These Can Be Changed On Individual Items As Well Apply Special Pricing From The Menu Setup Area Making Changes Here Will Add To Group PERE PERE Permanently Overwrite Any Select A Group Name F All Items In Group Individual Item specials For The Selected Time Period Add To Category Apply Special Price To Select A Category Name v All Items In Category Remove All Special Prices Remove Special Prices Apply Special Prices To All Items For Selected Day For Selected Time Period Close Special Price Setup Figure 82 Special Price Setup Screen PointOS M anager M anual Menu Inventory Menu 145 Special Price Setup To set up special pricing information complete the following steps Enter a name for the special pricing in the Special Price Name field Enter the Start Time or select the drop down arrow to select the time Select a Day of the Week from the drop down list Enter the End Time or select the drop down arrow to select the time pb y E Apply the special pricing to menu items To apply the special pricing to all items in a group select the group from the Add to Group drop down list Select the Apply Special Price the All Items in Group button To apply the special pricing to all items in a categ
26. Station The Sales By Station Report indicates sales for a selected time period broken down into the different stations that were active during this period Item Sales By Room The Item Sales By Room Report breaks down the sales by room It also indicates what items were sold from that room during the selected date range This report is very database intensive and may take quite a while to execute PointOS M anager M anual Reports and Sales ReportsMenus 211 Maintenance Menu Overview The Maintenance menu allows you to keep your system running fast and efficiently You can archive sales speed up and back up the database and delete unnecessary or sensitive data such as credit cards Stations Manager The Stations Manager screen allows you to shut down or force a restart of all connected stations This is required for backing up or compacting the database or when making some changes to the system To open the Stations Manager screen select Stations Manager from the Maintenance menu PointOS M anager M anual Maintenance Menu 212 Stations M anager The system displays the Stations Manager screen PointOS Professional Manager Tools Station Manager Station Maintenance Station Options Disconnect All Stations Shut Down Selected Stations Shut Down All Stations Restart Selected Stations Restart All Stations Re Number Stations UnCheck All Stations Check All Stations Close Station Manager Figure 1
27. System Advanced System Settings Select the Computer Name tab 2 Select Run from the Start Menu 3 Enter cmd 4 Right click on cmd when it comes up in the search results Select Run as Administrator This step is only necessary if you have UAC enabled 5 Inthe command window enter the instructions indicated below substituting your computer s name found in step one for each instance of computername Press ENTER after each line net localgroup SQLServer2005SQLBrowserUser computername Everyone add net localgroup SQLServer2005MSSQLUser computername SHAKENSOFT Everyone add net localgroup SQLServer2005MSSQLServerADHelperUser computernameS Everyone add Setting Up a Generic Driver for Receipt Printing Windows must recognize your receipt printer before it will work with PointOS Professional You may install the printer using the provided drivers from the manufacturer but sometimes these drivers are hard to find Instead you may use the Generic Text Only driver included with Windows NOTE The generic driver may not work for all receipt printers PointOS M anager M anual Technical Setup 233 Setting the Time Complete the following steps to set up your receipt printer with a generic driver l 2 Select Control Panel from the Windows Start menu Select Add Printer The system displays the Add Printer Wizard 3 4 de cos xen 11 12 13 14 15 Select Next to continue On the Local or
28. To send a report as an Email attachment complete the following steps 1 After you have generated the report select Email Report as Attachment The system opens the Email Report screen PointOS Professional Email Report Email Report Sort By Position Additional Recipients Show All All To M et et X DoNotSendRepot Not Send X DoNotSendRepot zi Send Report To Recipients zi Send Report To Recipients To Recipients Figure 115 Email Report PointOS M anager M anual Reports and Sales Reports Menus 200 Report Descriptions 2 To narrow the list of employees who will receive the report select a position from the Sort By Position drop down list 3 Check the box next to the employee s to whom you want to send the report Use the Up and Down arrows to navigate through the list of employees Select Check All to send the report to all of the employees in the current list 4 Tosend the report to up to four additional recipients enter the recipient s email address in the Additional Recipients fields 5 Select Send Report To Recipients to send the report Select Do Not Send Report to close the Email Report screen without sending emails Print or Export Report After you have generated the report you can print or export the report Select Export Report to Excel to export the report Select Print Report to print the repot to your default printer Report Descriptions Current Inventory The Current
29. Un SEN SR o RE SES TERR ERN RENE EAS EROR ARES ee 179 Manage Memberships SGCC deene eebe eege 180 Print Membership Card SCLC Cis oec once ve en Ehe nOn a nad Rei Ea de cuc rp DE uiua radio EAEan a 182 Add ID GI Eee E 182 Calendar SO O E eebe 183 Peca SS AN ect este E EEE 185 VT EE E E E Ce asic ters det nessa coats se esac ca anges textus ave matrice tantas 187 IVT ane Pas BEE 189 Is eR Sein Sci ERROR 191 SISTI Cab Ev UD occa TROC 192 Merchant Warehouse Screen sinccnssinsedeossenesnosascasnaronesansidanedeadsunbsnannactanadonesanndganeanadagnbsnodsseaapadonanainadgeseaeadaans 194 PointOS to QUICKBOOKS PRETEREA 196 PoimntOS To QUICKBOOKS E 197 Bran e GE 200 CIosIns IRE OUTS E E 202 Incident ER SOT OU E 203 Toda y s Conditions REP UR 204 Staton Manager ee 213 Renumber Stations SOEC E 214 erer 215 Shut Down All EE eege 216 Cash Out EEN 217 Create Database Backup Dialog enn nnnnnnnnnnnnnnnnannnnnaiiisssss tasa sa sais siis ss 218 Database Cleanup SCEBOTL eo eoe rora ra enn ee teehee nee ETENE ENTA E ENEISMI eee 219 Det DCANMer ACCAC y eegene hee 221 PointOS M anager M anual List of Figures 245 Update ee IIIS ie OI RRUZT 1 NENNEN 272 G ole iC PRI MPMNTT ee er eee 226 Remot SUPPONE eebe 221 ie ee 228 MOM ACT Uy v X X 229 ADON PO een 231 Detto T
30. defines the default salary levels used in the Employee Setup screen To open the Payroll Setup screen select Payroll Setup from the Setup menu The system displays the Payroll Setup screen PointOS Professional Manager Tools Payroll Setup C Payroll Setup Payroll Options Salary Names Hourly Rates No Clock In Far Owners Salary Name D 11 Prompt Employees For Hourly Rate o d salary Level At Clock In Add Hew Salary Close Payroll Setup Figure 45 Payroll Setup Screen To define a new job description pay rate complete the following steps 1 Enter a name for the salary in the Salary Name field 2 Enter the hourly rate in the Hourly Rate field 3 Select Add New Salary PointOS M anager M anual Setup Menu 87 Report Setup To edit or delete one of the defined salaries complete the following steps Highlight the name of the salary you want to edit in the Salary Names area Edit the Salary Name if desired Edit the Hourly Rate if desired To update the salary select Update To delete the salary select Delete pe 9 o cue Once you have created your salaries check the Prompt Employees For Salary At Clock In box to have employees select from multiple applicable salaries at clock in To use employees default salary levels leave the box unchecked If desired check the No Clock In For Owners box so that the system does not use time clock features for owners Select Save Settings to save the
31. displays an Add New Location Area dialog box Enter the name of the new location 3 Select OK to save the new location or select Cancel to close the dialog box without saving To edit an existing location complete the following steps 1 Highlight the name of the location you want to edit from the Location Area list 2 Edit the location name if desired 3 To update the location select Update To delete the location select Delete When you have finished working with Location Areas select Close Location Areas PointOS M anager M anual Setup Menu 89 Define Weather Conditions Report Setup To open the Change Weather Condition List screen select Weather Conditions under Report Options The system displays the Change Weather Condition List screen PointOS Professional Manager Tools Report Setup Change Weather Condition List Weather Conditions Weather Condition saa Foggy Hailing High Wind Humid EM Sleeting Snowing Sunny Thunderstorm There Is A Maximum Of 1 Weather Conditions For The Daily Weather Report Close Weather Conditions Figure 47 Weather Condition List To add a new weather condition complete the following steps Report Options Location Areas Vweather Conditions Ho ID Reasons Report Prompt Settings Cash In Prompt For Daily Conditions Cash Out Prompt For Incident Report Prompt For Closing Report Other Settings Void Item Reason Prompt No ID Reason Pro
32. enter the sales amount at which you want to notify your sales staff You can enter the amount in dollars or dollars and cents You do not need to enter the dollar sign 2 Select Save Notice Settings Customer Birthday Emails To setup customer birthday emails complete the following steps NOTE You must have email setup to send emails Refer to the Setup section in this Manager Manual for more information Edit the Customer Birthday Email as desired Select Save Birthday Email Check the Send Email on Customers Birthday box poU 5 ops Check the Send Email from this Computer box Once you setup birthday emails they will be sent from the selected computer at 6 a m every morning NOTE The computer sending the automatic emails must be running at the time you select When you have finished using the Customer Notice Setup screen select Close Customer Notice Setup Delivery Setup The Delivery Setup screen allows you to set up PointOS to take Delivery Orders You may want to set up one computer with a phone line to capture the caller ID from your customers You will need to plug a phone line into that computer s fax modem port If your computer does not have a phone port you can purchase an external modem which can be hooked up by USB To open the Delivery Setup screen select Delivery Setup from the Setup menu PointOS M anager M anual Setup Menu 76 Delivery Setup The system displays the Delivery Setup screen Poin
33. have finished re numbering the stations select Close Re Number Stations Close Station M anager When you have finished managing the stations select Close Station Manager PointOS M anager M anual MaintenanceMenu 214 Disconnect Stations Disconnect Stations The Disconnect Stations option forces all stations to stop receiving or sending information to or from the database This 1s required when backing up or compacting the database It may take up to a minute to disconnect all stations To quickly disconnect all stations select Disconnect Stations from the Maintenance menu The system displays a Manager Alert reminding you that the process takes a few moments Select OK Door Manager Settings The Door Manager Settings screen allows you to set up the options when using PointOS DoorMan To open the Door Manager Settings screen select Door Manager Setup from the Maintenance menu The system displays the Door Manager Settings screen PointOS Professional Manager Tools Door Manager Settings Change Door Manager Options Main 5ettinqs Add Cover Charge When Adding Customers From The Customer Screen L Prompt For Membership Choose The Options That Will Members Pay Cover Charge Automatically Occur When Show Customer Notices Customer Is Added To A Tab Add Customer Music Door Manager Options Cover Charge 1 Cover Charge 2 Minimum Age 18 Years Old w Minimum Age 18 Years Old Enable Cover Charge 1 En
34. in this Manager Manual for more information 1 Select Upgrade For More Stations The system displays the Upgrade screen PointOS Professional Upgrade Please Enter Your PointOS Professional Upgrade Code Below And Press Enter Upgrade Number Current License 1 Station Company Name pO E era em l Upgrade Number Cancel Purchase Upgrade Upgrade Launch On Screen Keyboard Figure 8 Upgrade Screen The Upgrade screen displays your Company Name and Serial Number 2 Either enter your Upgrade Number select Purchase Upgrade to go to the PointOS website Purchase page or select Cancel Upgrade to close the Upgrade screen 3 After you have entered a valid Upgrade Number select Enter Upgrade Number The system displays the new number of stations licensed in the license area NOTE You may purchase an upgrade at any time from www pointos com PointOS M anager M anual Getting Started 24 Employee Setup Save Main Setup l Select Save to save your Main Setup selections or Cancel to close the Main Setup screen without saving changes The system displays an alert notifying you that Main Setup options have been saved Employee Setup The system displays the Employee Setup screen next PointOS Professional Manager Tools File Edit Setup Menu Inventory Activities Reports Sales Reparts Maintenance Help Employee oetup Employees Change Options Add New Employee PointOS Administrator Pick Emp
35. items Select a menu item to open the Change Menu Item Options screen to edit that item Refer to the Change Menu Item Options section in this Manager Manual for more information Select a blank item to open the Change Menu Item Options screen to create a new item for the Door Manager menu Refer to the Change Menu Item Options section in this Manager Manual for more information Select the Close Category Setup button to close the screen Modifier Setup Modifier groups are a collection of modifiers that can be applied to a single menu item or multiple menu items Modifiers are used to make changes to a menu item during ordering and are printed on the customer s receipt Modifiers can have an additional cost associated with them a discount associated with them or negative price or no price which would be used for the service or kitchen staff to prepare the item Modifiers can also change inventory depletion amounts for items on your menu To open the Menu Modifier Setup screen select Modifier Setup from the Menu Inventory menu PointOS M anager M anual Menu Inventory Menu 124 M odifier Setup The system displays the Menu Modifier Setup screen PointOS Professional Manager Tools Menu Modifier Setup Modifier Groups Modifiers Change Options Modifer Name Dressings Sandwich Mads Delete Modifier Group ft pL Soda Mods Soda Types Wing Mods Wing Sauce Create New Modifier Group All Stations Ne
36. list The Change Menu Item Options screen displays the options relevant to a gift card PointOS P eT TE i Menu Setup Categories Change Menu Item Options Same Features As Item Type Menu Item Name Select Graphic It G Graphic SR You Can Order Gift Cards Through Your Representative Button Color At Merchant Warehouse Or Call 800 749 2173 Gift Card Price Gift Card Is Discountable Move Item Delete Item Ka Cancel A Save Figure 64 New Gift Card M enu Item 3 Enter the Menu Item Name 4 Toassociate a Graphic with the menu item complete the following steps PointOS M anager M anual Menu Inventory Menu 117 Change M enu Item Options Screen Make sure the graphic you want is in the Buttons folder of the PointOS Database Many graphics are available when you load PointOS If you want to use a custom graphic make sure it is a BMP format graphic sized at 33 x 70 pixels On the Change Menu Item Options screen select Graphic The system displays an alert reminding you of the size and format requirements Select OK The system opens a Choose Button Graphic dialog box open to the Buttons folder of the PointOS Database Select the appropriate graphic and select Open The selected graphic is displayed in the Select Graphic area It will also show on the Menu Setup screen for that item and the Order Entry screen for that item 5 To use a button color instead of or in addition to the graphic select a color from t
37. new or updated payroll settings When you have finished using the Payroll Setup screen select Close Payroll Setup Report Setup The Report Setup screen allows you to define locations in your establishment weather conditions specific to your area and reasons for not scanning an ID specific to your needs These items appear on incident opening and closing reports To open the Report Setup screen select No ID Void Location Setup from the Setup menu The system displays the Report Setup screen Define Report Locations Locations are used throughout reporting and with menu items and inventory items To open the Change Location Areas screen select Location Areas under Report Options PointOS M anager M anual Setup Menu 88 Report Setup The system displays the Change Location Areas information PointOS Professional Manager Tools Report Setup Change Location Areas Report Options a Location Areas Location Areas Location Area Bar Do E Weather Conditions Refrigerator Storage No ID Reasons Report Prompt Settings Cash In Add New Location Prompt For Daily Conditions Cash Out Prompt For Incident Report Prompt For Closing Report Other Settings Void Item Reason Prompt No ID Reason Prompt H Save Settings Close Location Areas Close Report Setup Figure 46 Report Setup Screen Change Location Areas To add a new location complete the following steps l Select Add New Location 2 The system
38. new vendor or edit an existing vendor complete the following steps Enter the Vendor Name This field 1s required Enter your Account Number with the vendor if desired Enter the Vendor Address Enter the Vendor Phone Number and Extension pu e D gue e Enter the name of the Sales Person PointOS M anager M anual Menu Inventory Menu 135 Item Recipes 6 Enter any Notes about the vendor 7 Select Save to save the vendor reference information or select Cancel to close the Vendor Information without saving Item Recipes The Menu Item Recipe Setup screen allows you to set up the ingredients that go into a menu item The system then deducts these ingredients from inventory when you sell that menu item To open the Menu Item Recipe Setup screen select Item Recipes from the Menu Inventory menu The system displays the Menu Item Recipe Setup screen PointOS Professional Manager Tools Menu Item Recipe Setup Menu Items Recipe Options qib Cale Slaw Tih Cream Corn E Show Menu Item Category 1lb Mac Cheese 1Ib Pinto Beans show All 1Ib Potato Salad 11b veg of Day Search Menu Items Add cheese Bacon Biscuit Bacon Egg Cheese Biscuit with Weal Boneless Wings Bottled Water Show Hidden Menu Items Buffalo Chicken Buffalo Wings Buffalo Wrap Burger Cheese Kid Burger Plain Kid Caesar Salad Caesar Wrap Set Recipe Standards Cheese Burger Cheese Steak rap Chicken Fingers Chicken Tender Kid Chi
39. side lists your customer names and email addresses PointOS M anager M anual Activities Menu 177 Unsubscribe Newsletter Customers To add customers individually to the newsletter recipient list highlight the customer name in the Customers area You can hold down the SHIFT or CTRL keys to select more than one customer Select Add Selected To remove one or more customers from the newsletter recipient list highlight the customer name s in the Recipients area and select Remove Selected NOTE Customers who have unsubscribed will not appear on this list To add all customers to the newsletter recipient list select Add All To remove all customers from the newsletter recipient list select Remove All To manually add a customer email address that does not appear in the Customers area complete the following steps 1 Enter the customer s Full Name 2 Enter the customer s Email Address 3 Select Add Email When you have finished selecting the newsletter recipients select Close Choose Recipients Select Send Newsletter Now on the Send Newsletter screen to send the newsletter to the selected recipients Unsubscribe Newsletter Customers The Unsubscribe Newsletter Customers screen allows you to subscribe or unsubscribe your customers to your HTML newsletter Email Settings must be correctly setup for this to work Refer to the Email Setup section in this Manager Manual for more information To open the Unsubscribe Newsletter Cust
40. the menu Refer to the Item Setup section in this Manager Manual for more information NOTE Remember that the imported items are hidden until you assign them to a category and an open slot on the menu Import Inventory Items The Import Inventory Item Data screen allows you to use an Excel file to enter your inventory items in a spreadsheet format rather than using the Inventory Item Setup screen The process for using this feature 1s Use the Import Inventory Item Data screen to export the Excel template to use for entering data This ensures that you have the correct fields and headings for your inventory item data 2 Open Excel and enter your inventory item data Save the inventory item Excel file in the PointOS Database folder on the computer acting as server for your PointOS setup 3 Use the Import Inventory Item Data screen to import the inventory item data into PointOS 4 Savethe inventory items to the database PointOS M anager M anual FileMenu 56 Import Inventory Items Open the Import Inventory Item Data Screen To open the mport Menu Item Data screen select Import Inventory Items from the File Menu PointOS Professional Import Inventory Item Data Import Inventory Item Data Item Hame Group Location Vendor Par Amount Current Import Progress ly Select Inventory Excel File RI Import Inventory Data H Save Inventory To Database Export Excel Template Close Inventory Import eran Figure 28 Import
41. the menu before they can be sold Refer to the Setup section in this Manager Manual for more information PointOS M anager M anual Setup Menu 67 Taxes Setup 7 Youcan set up the system to auto batch all credit card sales each day While you can also use the Merchant Warehouse interface to auto batch using PointOS provides more control over batching and allows you to see the daily batch result on the Manager Dashboard To setup auto batch NOTE Check the Auto Batch Daily Charges box Select the time to perform the daily batch Refer to the the Time section in this Manager Manual for more information on using the clock to set the time Check the Do Not Batch with Open Drawers That Have Credit Card Transactions box to postpone batching if any open drawers have credit card transactions This means that if a server forgets to do closeout he or she will not lose the gratuity Check the Close Credit From This Computer box to indicate that this computer only should be used to perform the daily batch Check the Do Not Batch Just Clear Pre Auths box to clear credit card pre authorizations without batching In the rare instance that you are running different databases with the same Merchant Account you may not want both accounts to batch but need to clear the pre authorization on the account that does not batch If you are using pre authorizations on credit cards you must batch from PointOS Pre authorizations do a 01 sale
42. to other users that an item 1s out of inventory It can indicate that the item cannot be ordered and prevent ordering of that item You will first need to enable the notices Then you can add an out of inventory item notice or clear an out of inventory item notice To open the Out of Inventory Notices screen select Out of Inventory Notices from the Station Activities area of the Manager Dashboard The system displays the Out of Inventory Notices screen PointOS Professional Manager Tools File Edit Setup Menu Inventory Activities Reports Sales Reports Maintenance PointOS Professional Manager Tools Out Of Inventory Notices Change ltem Inventory Status Add Notice Comment Bacardi Razz Bacardi Select Bailys Irish Cream Bananna Daquari Bass Ale Draught Becks Black Haus Save Item Notice Black Russian Bloody Mary Clear Item Notice Blue Long Island Boddingtons Bombay Bambay Saphire Bottled Water Bottled Water mda Inventory Notice Settings Bud Light Bottle Enable Notices Bud Light Draught Bud select Save Settings Butternips Buttery Nipple Capt Morgan Clear All Notices Close Inventory Notices item Cannot Be Ordered Once Inventory Hotices Are Enabled Stations Will Not Need To Be Restarted To Update Motices Requires Stations Restart Figure 21 Out of Inventory Notices PointOS M anager M anual Help Station 1 Activities Station Settings Setup Additional Printers Delete Pay Out
43. to return the view of the song list to one page width PointOS M anager M anual Activities Menu 187 M anage Payouts Export Song List You can export your song list to three different formats To open the song list in HTML in your default web browser select Export to HTML To open the song list in Adobe PDFO select Export to PDF To open the song list in your default word processor in the RTF format select Export to RTF Close Song List When you have finished viewing the customer list select Close View Song List Manage Payouts Pay outs are the system s way of keeping track of the amount of money you should have on hand after you have paid someone cash Pay outs can be done in two ways by a manager in the back end or by a manager or server from a cash drawer The Manage Pay Outs screen allows you to create manage change or void pay outs made in the system Unlike the Delete Pay Out area on the Manager Dashboard you can edit pay outs from any drawer even if 1t has been closed To open the Manage Pay Outs screen select Manage Pay Outs from the Activities menu PointOS M anager M anual Activities Menu 188 M anage Payouts The system displays the Manage Pay Outs screen PointOS Professional Manager Tools TEE Outs Pay Outs Category Pay Out To Out To Description Pay Out Category Amount um u O Pay Out Voided Cl Entertainment Category Comment For Future Pay Outs Figure 109 Manag
44. when Fast Cash is selected in Order Entry 7 Select Save to save your Delivery Setup options or select Cancel to close the Delivery Setup without saving the changes PointOS M anager M anual Setup Menu 77 Delivery Setup Delete Caller ID Log The Delivery Setup screen also allows you to clear the caller ID log l Select Delete Caller ID Log The system displays an alert asking if you are sure you want to delete the caller ID log 2 Select OK The system displays an alert notifying you that it has deleted the caller ID log Advanced Connection Settings The Advanced Settings option allows you to open the Connection Preferences for the selected phone device To edit the connection settings complete the following steps 1 Select the phone device from the drop down list 2 Select the Advanced Settings button The system displays the Connection Preferences screen Agere Win Modem Connection Preferences EE Agere Win Modem Connection Preferences BE General Advanced General Advanced Call preferences Terminal Wind Operator assisted manual dial eria v Indow C Bring up terminal window before dialing C Disconnect a call if idle for more than mins D Bring up terminal window after dialin Cancel the call if nat connected within secs O zi S Hardware Settings Data Connection Preferences Data bite 8 Port speed 115200 k Data Protocol Standard EC v Party Mone Stop bits 1 Compression En
45. which may include associated software components media printed materials and online or electronic documentation SOFTWARE FR DULT By installing copying ar otherwise using the SOFTWARE PRODUCT vau agree to be bound by the terms of this EULA This license agreement represents the entire agreement concerning the program between you and ShakenSoft LLC referred to as licenser and it supersedes any prior proposal representation or understanding between the parties IF you do not agree to the terms of this EULA do nat install or use the SOFTWARE PRODUCT The SOFTWARE PRODUCT is protected by copyright laws and international copyright PonthsS 4 Registered Trademark OF ShakenSoft LLC Copyright 2010 All Rights Reserved Select Close when you have finished viewing the license agreement PointOS M anager M anual Help Menu 230 About PointOS About PointOS The About PointOS option displays the PointOS company information as well as the registration version and build date information Select About PointOS from the Help menu The system displays the About PointOS screen PointOS Professional About Us This Copy Is Registered To Michele Wiedemer Version Humber 3 39 Michele Wiedemer Build Date 5 20 2010 P A PXCX JIKROFAA MiPontOS ls A Registered Trademark Of ShakenSoft LLC Close Do Mot Copy Edit Or Distribute Without Witten Consent Copynght E010 All Rights Resenred Figure 132 About PointOS Sel
46. you want to use a custom graphic make sure it is a BMP format graphic sized at 33 x 70 pixels On the Change Menu Item Options screen select Graphic The system displays an alert reminding you of the size and format requirements Select OK The system opens a Choose Button Graphic dialog box open to the Buttons folder of the PointOS Database Select the appropriate graphic and select Open The selected graphic is displayed in the Select Graphic area It will also show on the Menu Setup screen for that item and the Order Entry screen for that item 5 To use a button color instead of or in addition to the graphic select a color from the Button Color drop down list PointOS M anager M anual Menu Inventory Menu 116 Change M enu Item Options Screen 6 Select Save to save the menu item or Cancel to close the Change Menu Item Options screen without saving the course separator After you save the item the system returns to the Menu Setup screen Add or Edit Gift Card M enu Item A Merchant Warehouse account is required for using gift cards You must acquire the gift cards through Merchant Warehouse To sell gift cards you must also add them as a menu item Complete the following steps 1 Open a Change Menu Item Options screen from the Menu Setup screen Refer to the a New Menu Item section in this Manager Manual for the steps to open the Change Menu Item Options screen 2 Select Gift Card from the Item Type drop down
47. 133 b Ie nio EE 134 Vendor MOR AOI CCC NIIT 135 ltem Eege 136 AUTOS NER UT 137 EE 137 CIOSC ISEOIDE E aT o PEI PE ETA E tissu Mete en pian EN PRMIUI Ua MIM Ml n DEM UM inMds 138 k m Recipe DEO FOTO eege 138 Moder REI E 140 Close Modilier RECIPES eeben geet 142 Happy Hour Se 0D o DE 143 See Mu ete E 145 MAET E S uu 147 yemon COUN oreesa E E ET O E E REES 148 PEC OTE EE E 150 lag ECH GNU TT 152 di uu e 152 Adjust Time Cards RR 152 O a E 153 Find a Time Card to AdUSt s asocio qtti itat iUa Materi EO ni iiaee 154 Ada Tri e E 154 Delea Line C 99 Ene nr ee a umen UNE 154 iro c nM NU BS NET uuum 155 Papon oe e De EE 155 Navigate the Employee Schedule a ie paie ti irn tuna Mau eie TEE E ETET 155 Create an Employee Schedule esasi emet cutem I E TEN D vX YE INED RENE E PETRI Ave ades UR 156 Email the Schedule to BmplOoy668 ettet tear deua be tees e d deg Ee Mee pa bu Reus pre perpe bs 156 C lose the Employee SCBedUle usse atueeita ska er qo92d xu c8 SEES EE DEM CER OUR DER URN ASES MUTO SO DEM iR as 156 Employee Contact IIOFtBaltlOfkuuieces oes tege deeg a nd n dae Rede e annt 157 Pant All Employee tree geseet gege gege 158 View schedule REGUE SS osea E een uten ante eR RR RAN Lux RET RARE RN onte RR ERN Hu R NA IN ue RU 158 Close the View Schedule Requests Screen 161 PointOS User M anual Table of Contents 7 COTTE Fa CV EEN 161 Change Custom Be
48. 19 Station M anager Screen The Station Maintenance area lists the stations that are currently connected to your database Select a station by checking the box next to the listing You can select Uncheck All Stations or Check All Stations to quickly indicate the stations with which you want to work To disconnect all stations select Disconnect All Stations To shut down the selected stations select Shut Down Selected Stations To shut down all stations select Shut Down All Stations To restart the selected stations select Shut Down Selected Stations To restart all stations select Shut Down All Stations Re number Stations NOTE To renumber stations all stations must be disconnected and you cannot have any cash drawers logged in To re number the stations select Re Number Stations PointOS M anager M anual Maintenance Menu 213 The system displays the Re Number Stations screen PointOS Professional Manager Tools Re Number Stations Station Options Station 1 Manager Disconnect All Stations Shut Down Selected Stations Shut Down All Stations Restart Selected Stations Restart All Stations Change Station Numbers Move Station Up Move Station Down A He Nuiumber Stations Close Re Humber Stations Close Station Manager Figure 120 Renumber Stations Screen Highlight the station you want to re number Use the Move Station Up and Move Station Down arrows to reorder your list of stations When you
49. Active Required Main Phone Mobile Phone Custom Field Field Name Select Field Type v Active Required Figure 52 Customer Data Setup Screen Customer Data Options Customer First Name Last Name And Birthday Are All Required Fields By Default Save Customer Data Options Close Customer Data Setup The Customer s first name last name and birthday are required fields when entering a new customer To require additional information check the box es next to the fields to require them PointOS M anager M anual Setup Menu 98 To define a custom field complete the following steps Q1 e am Enter the Field Name Choose an option form the Select Field Type drop down list If you select Drop Down you must add the items for the list Enter the name of the item in the field above the Add and Remove buttons and select Add You can remove an item by highlighting it in the list and selecting Remove Field Mame tem One Item Two Active Required Figure 53 Sample Custom Field Check the Active box to include the field on the Customer Activities screen Check the Required box to make the field required Select Save Customer Data Options to save the changes When you have finished defining the customer data select Close Customer Data Setup PointOS M anager M anual Setup Menu 99 Door M anager Settings Door Manager Settings NOTE This screen is only available if you are us
50. Add New Reason Prompt For Daily Conditions There Is A Maximum Cash Out SU CEN SET Prompt For Incident Report Prompt For Closing Report Other Settings Void Item Reason Prompt No ID Reason Prompt Save Settings Close No ID Reasons Close Report Setup Figure 48 No ID Reason Setup PointOS M anager M anual Setup Menu 91 Room Setup To add a new reason complete the following steps NOTE There is a maximum of 5 No ID Reasons You must delete one of the existing reasons before you can add a new one 1 Select Add New Reason 2 The system displays an Add New No ID Reason dialog box Enter the name of the new reason 3 Select OK to save the new reason or select Cancel to close the dialog box without saving To edit an existing reason complete the following steps 1 Highlight the name of the reason you want to edit from the No ID Reasons area 2 Edit the reason name if desired 3 To update the reason select Update To delete the reason select Delete When you have finished working with No ID Reasons select Close No ID Reasons Report Prompt Settings Check the Prompt for Daily Conditions box to track weather conditions when cashing in Check the Prompt for Incident Report box to prompt for completing an incident report at cash out Check the Prompt for Closing Report box to prompt for completing a closing report at cash out Check the Void Item Reason Prompt box to require a reason when item
51. Bartender P m SN ma z CD Level 2 Server Kal o z e PO EA E zi o o allgla ao US GA S az lt L Ad PG e Oo ae Ww T CG CD L Level 3 Bartender Level 2 Server Level 3 Bartender Level 4 General Manager les H it F Main Menu Exit Proqram Level 3 Bartender L Li Level 4 General Manager Fn P P SL ls 3 Kal a o Sch L Level 3 Bartender Level 4 General Manager Level 1 Employee Level 1 Employee Sales Repo rom Mai i Set Customer Pricin Time Clock agi Transfer Cash Drawer Level 5 Owner Level 4 General Manager Mail Center Void Order Level 1 Employee Level 4 General Manager 2 CD mmm i No Sale From Main Menu Void Reduce Item Level 3 Bartender Level 3 Bartender Enter Menu Item Price Ho Security Prompt Restore Defaults Figure 36 Security Settings Screen First define the Security Level Names right side of the screen Complete the following steps 1 Update each Security Level Name for the five levels of security available in PointOS 2 If you have changed the security level names and want to restore the default names select Restore Default Names 3 When you have finished updating the names to reflect your establishment select Save Level Names PointOS M anager M anual SetupMenu 73 Cash Back Se
52. Contact Information The Employee Contact Information screen allows you to contact information of all employees in your database This list can be exported to several different formats To open the Employee Contact Information screen select Employee Contacts from the Activities menu The system displays the Employee Contact Information screen PointOS Professional Reports Employee Contact Information Report Options Misuse Of Personal Contact Information Is Illegal And Will Be Prosecuted d Generate Report Report Includes Customers That Have Reported Their Fhone Cell Or Email Export Report To Excel 2 Email Report As Attachment Print Report Figure 87 Employee Contact Information Select Generate Report to view employee s name phone cell phone and email addresses Use the Up and Down arrows to scroll through a long list of employees To print the employee contact information select Print Report To open the employee contact information in Excel select Export Report To Excel To email the report select Email Report as Attachment Refer to the Email Report section in this Manager Manual for more information on emailing reports PointOS M anager M anual ActivitiesMenu 157 Print All Employee Information When you have finished viewing the employee contacts select Close Report Print All Employee Information The Print All Employee Information option immediately prints a report that includes all employ
53. EE SLU EE eeh 82 IVDUsic De BID SC LOO D 85 EE 87 Report Setup Screen Change EE Te 89 AV edet OIA ON E 90 I eM BARS dl 91 PRO GU e IRSE PETERET T TT 93 Room Builder ereem Tables E 95 Beer Mode EE eege 97 Customer Dala EELER 98 bamble Custom RE 99 Door Manager Settings Screen eese eene eene ener ener nna 100 Door Securty SC INS sraa IRE TRETEN INESSE NOI IINIEMISHEINIEN EMINUS 101 Mernbershtp Sebup RE 103 Me mbership ID Card er 105 he iae S E EE 108 Add New Menmu Item Dialog BOX eegener ee ee 109 uscire e ONE E E 110 IR ere dd 111 Change Menu Item Options for New Menu Item esseseeseesesseeeeeeeennn nnne n nnn nnnnnnn nn nnn nana n nana nnns 113 New Course separator Menu HT EE 116 Te yy Eet e IVR IOC a o T TI T Uem 117 NTOVO V Ru Ce E 119 ENER TOG SC ee E 121 Edit Menu ltem Example eege ebe ee Een 122 Door Menu Setup screen 123 Menu Modifier Sep SOLEM E 125 Change eege leit Ee icio te s tin esed Aa E E Rin ENE uro ceti nesadalasnabeantedodometiont 127 Iii ebtory EE 128 Change Inventory eenegen 130 Iivehitor Hem Log Cie E 133 vendor ac EE ee 134 Vendor Information SCS Sits eoo is neotodoeue ei n en Dn ots UNS eien nin ainiai ianiai 135 Menu tet EE 136 Recipe stabit PES seare a nuestras tumet adiecta EEE ET NEEE A scones 137 Item Recipe Iniormation SCEGOE gue 139 Modifier Recipe Sep SCLC CU cistern nace sees e
54. Enter the employee s Date of Birth You can also use the drop down arrow to select the date from the calendar Enter the employee s Hire Date You can also use the drop down arrow to select the date from the calendar Select Set as Now to select today s date When the employee is terminated enter the employee s Termination Date You can also use the drop down arrow to select the date from the calendar Select Set as Now to select today s date Enter the employee s Job Title Enter the employee s Hourly Wage This information will show up on payroll reports To use a default salary level select the Default Payroll Salary drop down arrow These items are set up on the Payroll Setup screen Refer to the Setup section in this Manager Manual for more information Check the Prompt for Salary box to enable multiple job descriptions and hourly rates for this employee When the employee clocks in he or she will need to select the appropriate job description as defined in the Payroll Setup screen 2 Enter or update the Employee Address Enter the employee s Street Address Enter the employee s Apartment Enter the employee s City Select the employee s State from the drop down list Enter the employee s Zip Code 3 Enter the Employee Contact Information Enter the employee s Home Phone Number Enter the employee s Cell Phone Number Enter the employee s Email Address If the employee has an email address he or she can receive message
55. IENEN 108 Denne a New COOOL TET 108 Tame Or WC ien a c 109 PVT TA UC TING NT E I TT 109 Adda New Menn BECHER E 109 E A T T A A AAA OAE TR 110 Delea SOIC REPERI TORRE 110 Show a Hidden Mena Memi NR 111 C han e Men Eiere eer ede E N E E EA NT E EENE 112 Change Men Item Options SEOC sareen a EEE EE AE E E E E 112 Add New Menu Item or Edit Existing Menu Iem nennen nnn nnn nnn nnns 112 Add or putt TEE e E 115 Add or Edit Gift EREM 117 Mor U SUN ETT Omm 118 glos ICs EE 119 eege 120 Menm Teni ii NR Nc m 120 Edit Menu Heri Name or Pirie oeste eid RES edd 122 Move Monu Ic ERI EO m Um 122 PIEM erni N LES RIT 123 Door Mono STIL E 123 We ter oed a ipu MEE MINIM EIDEM E EMEND PME 124 MOET ee 125 Define a New Modifier Goroump 125 Change or Delete a Moditier Group eerta eee EYE bYREERA EIE RE nr ane Rr EUER ARER NANE UEM OUR DUM PHPAFOENE 126 leie RET e NER 126 Chance Modifier Reen 126 Inventory Hem SeU eens E E ves Re desi teen crece uaa u album aU accel idence Cus RAUS EES 128 PointOS User M anual Table of Contents 6 Inventors E E 128 Define a New Inventory E DE 129 Change or Delete an Inventory Group 129 ventory Ee Ilse eege 129 KEE RE RTT 129 Close Inventory SEDED ederet MeN mene anne pete en ene ene Pee oe ee en edes dtr 129 Change Inventory E D 130 esse Miro m
56. Inventory Item Data Screen Export Excel Template To export the template for entering your inventory item data in Excel complete the following steps Select the Export Excel Template button from the Import Inventory Item Data screen 2 Windows displays the Browse for a folder dialog box to determine where you want to save the Excel template Select a location and select the OK button 3 The system displays a message indicating that the file has been saved Select OK to close the message Now you will look for the PointOS Inventory Item Import Worksheet file in the location you saved Open it in Excel and enter your menu item data When you have finished save the file PointOS M anager M anual FileMenu 57 Report Printer Setup Import Inventory Item Data To import the menu item data complete the following steps 1 Select the Select Menu Item Excel File button on the Import Inventory Item Data screen 2 Windows displays the Open dialog box to help you select the correct file Locate the file on your computer and select Open 3 The system displays a message asking if you would like to import the data now Select Yes to continue Or select No to close the dialog box without importing the data 4 The system displays a message indicating that the import was successful Select OK to close the message 5 Review the contents of the file in the list of inventory items You can edit the fields but you cannot add or delete i
57. Maximum Cash Back a customer can request Select Save Cash Back Settings rp e y E Select Close Cash Back Settings to close the screen Customer Notice Setup The Customer Notice Setup screen allows you to set up notices to your staff about customer sales milestones or automatic birthday emails to customers You must have email setup to send emails Refer to the Email Setup section in this Manager Manual for more information To open the Customer Notice Setup screen select Customer Notice Setup from the Setup menu The system displays the Customer Notice Setup screen PointOS Professional Manager Tools Customer Notice Setup Customer Notice Setup Notice Options Customer Sales Alerts Email Notification Alert At CO Send Email On Customers Birthday Alert At C Send Email From Alert At This Computer Alert At Alert At Save Notice Settings Customer Birthday Email Dear Customer Mame We just wanted to send you a quick email ta wish you a very happy birthday We know birthdays are very special and this is just a little thank you for your business From Y aur Friends At Abc Restaurant Save Birthday Email Close Customer Notice Setup Figure 38 Customer Notice Setup Screen PointOS M anager M anual Setup Menu 75 Delivery Setup Customer Sales Alerts To set up notices to your staff when a customer reaches selected sales milestones complete the following steps 1 In each Customer Sales Alerts field
58. Menu O ptio ns Categories Create New Category Button Preview Appetizers Figure 66 Menu Item Edit Screen PointOS M anager M anual Menu InventoryMenu 121 M enu Item Edit Edit Menu Item Name or Prices To edit a menu item in the selected category complete the following steps SCH ow i Wo xc Select the number of the item you want to edit from the grid on the right side of the screen Edit the Item Name Edit the Full Price Edit the Happy Hour Price Select Save Menu Items E Full Hay Price Hour Action Item Price How Full H Action Item x appy m aa I 22 cese v Figure 67 Edit Menu Item Example Move Menu Item To move a menu item in the selected category complete the following steps l 2 Select the number of the item you want to edit from the grid on the right side of the screen Select Move Item from the Action drop down list The system displays the Move Menu Item screen 3 Select the Category from the Change Category drop down list Remember that you may have a menu item appear in more than one category Select an open button on the menu The system displays a dialog box asking if you want to move the item Select Yes to continue Select No to close the dialog box without moving the item The system displays a message indicating that the item has been moved Select OK to close the message PointOS M anager M anual Menu Inventory Menu 122 Door M enu Setup
59. Network screen select Add a Local Printer attached to this computer If you are using Windows XP uncheck the Automatically detect and install my Plug and Play printer On the Select a Printer Port screen select USB001 Virtual printer port for USB from the Use the Following Port drop down list Select Next to continue On the Install Printer Software screen select Generic in the Manufacturer area Select Generic Text Only in the Printers area Select Next to continue On the Name Your Printer screen keep the Generic Text Only name in the Printer Name field For Do you want to use this printer as the default printer select No In Windows XP uncheck the Set as the default printer box On the Printer Sharing screen select Do not share this printer Select Next to continue On the Print Test Page screen select No for Do you want to print a test page Select Next to continue Select Finish to finish adding your printer If Windows XP displays the Print to File screen select Cancel Restart PointOS to load the new printer into the system Setting the Time You can use the system clock to set times in many of the PointOS screens l For a time field select the drop down arrow to display the system clock PointOS M anager M anual Technical Setup 234 Setting the Date The system displays the clock 4 5 Figure 133 Setting The Time Using the mouse left click to set the hour Right click to set the minutes
60. OOD EE 84 Me cii a oa a a T mm 84 Dave E E et 84 I TIA SU Se DU cose etiem Mati md umi Mame ou pud sae ONIS seen 85 INTE SUG I TNS PANNE NE RI m 85 ISCTHote 1h CONC E 86 SEM ord A AU cy oar E 86 MPA ONE Se DUD anne re cenasrnecsvnecnsecin E E paren SII MENU aan S NISI EINIDUS EIS ESSE 87 REDO 101 SNC 88 Define Report EI DUNO EE 88 Denne Weather ee EE 90 Derne INNO ID RAISONS yaa cre aE ENNE tcc ow as cc OONN EOE EOE 91 Report Prompt Se EE 92 VEE RINT E T T T E TE 92 TROON COO Tr 92 Dee ROOT MR 93 EUROON NE SA EE 93 Control Room Appearance on Orders Screen 94 FAS TR OOS serre ee E E E EEE E EA E E E E E E E E 94 BE Ke AAT 94 Derver ModE EE 96 Customer Dati ers e EPOR A E EE ERA ENS 98 Door Manager SSCS EET 100 PointOS User M anual Table of Contents 5 Door SSC UL ie SLUT 101 Member RE 102 IVI TIDE SINS NR eotnnce pearance anne E OOE bans nave erat ete chose ace pease nap A 103 De tiie a New Mer C6 geo sesacisconete naconesinnnentarendtonessinsonsda ndsonesindentanesdtonensedeoncdendeonessadeosanesdbonensndeonss 103 Change Eiere 104 Delea Member S DID shee cscs es see ante se oe geese once IUIUS SEMI EE UE E S 104 Membership Kl 105 Save Ae MS EN 106 Men Inventory M E UI 107 e cu T E 107 hune snis RET Y 107 SS SOIC essct IUNII NIMIUM DIEM IUNII D
61. Printer Add The Advanced Printer Add option allows you to add a new or change existing receipt printers NOTE This option is only for advanced users Refer to http www pointos com printercodes html for some pop cut codes If these do not work you may need to contact the manufacturer To add a new receipt printer complete the following steps 1 Choose Advanced Printer Add from the File menu 2 The system displays a Manager alert Select OK to continue PointOS M anager M anual FileMenu 59 The system displays the Add New Printer Type screen PointOS Professional Add New Printer Type Add New Printer Type Manufacturer pO Printer Model pO Drawer Pop Code ee ee ee Cutter Code ee JL Print Width C Has An Auto Cutter Figure 30 Add New Printer Type Screen Enter the printer Manufacturer Enter the Printer Model Enter the Drawer Pop Code Enter the Cutter Code If necessary change the Print Width Check the Has An Auto Cutter box if applicable Select Save Or select Cancel to close the Add New Printer Type screen without adding a new printer Se Jue DL Em GH dme ue NOTE Editing existing printer profiles is NOT recommended PointOS M anager M anual FileMenu 60 Pole Display Setup Pole Display Setup The Pole Display Setup screen allows you to connect your pole display to your PointOS computer via a Comm port You can control the display width of the pole display from PointOS
62. QuickBookse POS coco ON eee End Date Fri 6 18 2010 v rFointOs o Send Information To QuickBooks DQuickBooksio AC iauickBaooks and the QuickBooks lago are trademarks af Intuit Inc displayed wih permission Intuit has not endorsed or reviewed this product or statements about this product contained in this document Figure 114 PointOS To QuickBooks 6 Check one or more boxes to indicate which areas of information you would like to send to QuickBooks To check all boxes select Check All Items NOTE PointOS does not send inventory information to QuickBooks PointOS does not work directly with QuickBooks Payroll Service 7 Select the Start Date to indicate which items to send to QuickBooks 8 Select the End Date to indicate which items to send to QuickBooks 9 Select Send Information To QuickBooks The Update Progress area shows information about the transfer PointOS M anager M anual Activities Menu 197 PointOS to QuickBooks 10 Select Detail to view more information The Update Status area indicates the status of your transfer 11 Select Cancel QuickBooks Transfer to stop the transfer before it has finished 12 Select Close PointOS to QuickBooks when you have finished Disable UAC When using Windows Vista or Windows 7 PointOS to QuickBooks may not operate correctly when User Access Control UAC is enabled To disable UAC complete the following steps Open the Control Panel Under U
63. SDpDIbB5DbbLLI s un BERGERE cti ot sl ctl Figure 32 On Screen Keyboard PointOS M anager M anual EditMenu 64 Setup Menu Overview The Setup Menu provides access to all of the options you will need to set up to maximize your use of PointOS Professional Main Setup The system opens the Main Setup screen as part of the initial startup when you install PointOS If you need to change any of the following information you can return to the Main Setup screen Company Information Company Contact Information Measurements or Day Start Time Receipt Message Menu page graphic or background color Upgrade for additional stations To open the Main Setup screen select Main Setup from the Setup menu The system opens the Main Setup screen Refer to the Main Setup section in the Getting Started chapter of this Manager Manual for more information on this screen Employee Setup The system opens the Employee Setup screen as part of the initial startup when you install PointOS You can return to the Employee Setup screen later 1f you need to Add new employees Terminate employees Inactivate employees or reactivate inactive employees Change employee information or security settings To open the Employee Setup screen select Employee Setup from the Setup menu PointOS M anager M anual Setup Menu 65 Payment Setup The system opens the Employee Setup screen You can access the Change Employee Options screen from the Emp
64. SSL box if your internet service provider requires SSL Enter the Company Email Address This is where any replies to automatic emails are sent PointOS M anager M anual Setup Menu 83 Auto Report Email You can have the Daily Weekly Monthly and Detailed Sales reports sent to you automatically The sales reports are in Microsoft ExcelO format You must have Microsoft Excel installed on the computer that sends the sales reports To have the sales report emailed to you complete the following steps 1 For each type of report select an item from the How Often drop down list Select Never if you do not want to receive that sales report but you want to enable automatic emailing of the other reports 2 Depending on whether you selected Daily Weekly or Monthly as How Often select an item from the Day of the Week or Day of the Month drop down list to indicate when to email the report 3 Select what time to email the reports in the Time to Send Auto Emails drop down list Refer to the the Time section in this Manager Manual for more information on using the clock to set the time 4 Check the Send from This Computer box to indicate which computer to use to send the emails The computer must have Microsoft Excel installed to send sales reports 5 Check the Enable Auto Emails box to send automatic emails of sales reports as you have indicated 6 Select Send Test Email to send a test email for checking the settings Message Cen
65. Save the customers to the database Open the Import Customer Data Screen To open the mport Customer Data screen select Import Customers from the File Menu PointOS Professional Import Customer Data Import Customer Data FirstName Last Hame Birthday Address Address City Email Phone Mobile Current Import Progress E Import Customer Data E Save Customers To Database File Path Export Excel Template Close Customer Import Figure 24 Import Customer Data Screen Select Customer Excel File PointOS M anager M anual FileMenu 50 Import Customers Export Excel Template To export the template for entering your customer data in Excel complete the following steps 1 Select the Export Excel Template button from the Import Customer Data screen 2 Windows displays the Browse for a folder dialog box to determine where you want to save the Excel template Select a location and select the OK button 3 The system displays a message indicating that the file has been saved Select OK to close the message Now you will look for the PointOS Import Customer Worksheet file in the location you saved Open it in Excel and enter your customer data When you have finished save the file Import Customer Data To import the customer data complete the following steps 1 Select the Select Customer Excel File button on the Import Customer Data screen 2 Windows displays the Open dialog box to help you select the correct file Locate the f
66. TINUE gt Figure 135 Merchant Warehouse Account Sign Up Form 2 Fill out the required information and follow the instructions to complete the process Make sure to mention PointOS Professional to get proper pricing and setup You will receive an email from Merchant Warehouse containing information about your account including the Site Name Site ID and Site Key PointOS M anager M anual Technical Setup 236 Setting Up M usic 3 Once you have a Merchant Warehouse Account you must enter the correct information and options on the Payment Setup screen Refer to the Setup section in this Manager Manual for more information 4 Make sure to enable credit cards for EACH station that will accept credit cards Refer to the settings section in this Manager Manual for more information 5 Restart PointOS to finalize the new settings Setting Up Music PointOS integrates with Windows Media Player to allow you easy control over your music from within the Media Player environment Importing Music All music in PointOS comes from Windows Media Player PointOS works with either Windows Media Player 10 or 11 Any audio file Windows Media Player will play can be also be played by PointOS NOTE Because Windows Media Player will not play songs downloaded from iTunes PointOS will also not play songs from iTunes You can rip songs from compact discs that you own or you can download songs legally from the Internet using sites or se
67. The San SetTwilk it Tine Loudon Festhal Orchestra Export To HTML Luch Break Peak Hour Lorbi Festal rcleztra The Aferi Forever ATE con Teeth Time To uk Eure tual o eker tTa The Day Becr liz Lorbi Feztbal i miesta The Morn lig Avother Morini Lordot Fes thal Orchestra Export To PDF The Might Might ln ve Sarti London Festhal Orchestra Symphony Ho 9 che moh Luch Van Beethoven Comparer Gearttle cumple Ge rand Sc HEY ea Eles Marc eakz Composer New Stores Ere Wate Saoplicae Get More WIth Jakel Pins Mas kemat Export To RTF 7 cB 3 amp 4 8 g l Zoom Song List B155 Zoom In Zoom Curt Zoom To Fit Page First Page Last Page wl Back Page Page 1 Of 1 Next Page Close View Song List Figure 108 View Song List Screen PointOS List The left side of the screen shows the song list You can use the Back Page and Next Page arrows to navigate through several pages of your song list Select First Page to go to the first page of the list Select Last Page to go to the last page of the list To print the song list select Print Song List You must have set up your report printer Refer to Setup Additional Printers section in this Manager Manual for more information To change the view of the song list you can use the Zoom features Select Zoom In one or more times to enlarge the view of the song list Select Zoom Out one or more times to reduce the view of the song list select Zoom to Fit Page
68. able Cover Charge 2 Cover Charge 3 Cover Charge 4 Minimum Age 18 Years Old w Minimum Age 18 Years Old Enable Cover Charge 3 Enable Cover Charge 4 Save Door Manager Settings Close Door Manager Options Figure 121 Door Manager Settings PointOS M anager M anual Maintenance Menu 215 Shut Down All Stations To set your Door Manager options complete the following steps I Check the Add Cover Charge box to automatically add the appropriate cover charge when a new customer is added to a tab at the door Check the Prompt for Membership box to prompt for membership card when a new customer is added to a tab at the door If applicable check the Members Pay Cover Charge box Check the Show Customer Notices to show any customer notices when a new customer is added to a tab at the door Check the Add Customer Music box to allow the Door Manager to add customer music requests You can enable up to four different cover charges For each cover charge complete the following steps Select the Minimum Age from the drop down list Select the Menu Item associated with the cover charge from the drop down list You must have already set up the Menu Items Refer to the Setup section in this Manager Manual for more information about setting up menu items Check the associated Enable Cover Charge box Indicate the amount of time recent customers stay on the Tab Name page by entering the number of seconds in the Time Recent C
69. able Kitchen Service Printer Holds Cancel Save Figure 15 Additional Printer Settings on Manager Dashboard Screen You can define the settings for five additional printers Kitchen Printer 1 Kitchen Printer 2 Service Station 1 Service Station 2 Other To set up each printer complete the following steps 1 Select the printer from the drop down list NOTE If your printer is not on the list you will need to add the printer in Windows Refer to Windows Help for more information on adding a printer Refer to the Up a Generic Driver for Receipt Printing section in this Manager Manual for more information Check the Enabled box to enable this printer PointOS M anager M anual Select the compatible model from the second drop down list or leave the setting as No Large Font Select Save to save the additional printer settings or select Cancel to return to the main view of the Manager Dashboard Manager Dashboard 39 Delete Pay Out Delete Pay Out Pay Outs are a way of tracking the cash payments for the cash drawer attached to that station The Delete Pay Out button allows you to delete a payout made on that station The station must have an open cash drawer NOTE Deleting or modifying payouts may adversely affect the accuracy of previous reports To delete a pay out complete the following steps 1 Select Delete Pay Out from the Station Activities area of the Manager Dashboard The system op
70. abled p rm Standard Flow contro Hardware Modulation andar Figure 40 Advanced Connection Settings PointOS M anager M anual Setup Menu 78 Discount Setup Discount Setup The Discount Setup screen allows you to define discounts for various reasons There is a maximum of seven different types of discounts To open the Discount Setup screen select Discount Setup from the Setup menu The system displays the Discount Setup screen PointOS Professional Manager Tools Discount Setup Discount Setup Discount Options Discounts Edit Discounts Drink Chip Setup Camp 100 OFF Discount Name EEN MEE Good Customer 25 OFF Spill 10095 OFF Discount Percent D There Is A Maximum Add New Discount Of 7 Discounts Special Price Name Discount Prompt Question Good Customer Reason For This Discount Update Special Discount Close Discount Setup Figure 41 Discount Setup Screen To define a new discount complete the following steps 1 Enter a name for the discount in the Discount Name field 2 Enter the percentage off in the Discount Percent field 3 Select Add New Discount To edit or delete one of the defined discounts complete the following steps 1 Highlight the name of the discount you want to edit in the Discounts area 2 Edit the Discount Name if desired PointOS M anager M anual Setup Menu 79 Drink Chip Setup 3 Edit the Discount Percent if desired 4 To update the discount
71. alendar 184 Creato pP Cas C ale E eee REN NU eee ee ME ene UM 185 Close the Calendar 186 hh e EE X S 186 PointOS List 187 Expor EB RT 188 Gn OM QIME m 188 INA AN SC Tavoli EE 188 PointOS User M anual Table of Contents 8 Fe OG m 189 Ee 190 DELIS UPA E 190 Close Manage enee eege 191 IER Ci E 191 E ard ISe Bill i cers Getta eta E d Senes onu Is cud EM IU SM ta D eae 192 Close CreditCard silio ME 193 Merchant EE 193 PointOS to QuickBooks c ccccecscsecesccecescecescscscescscecescseeescacavsceccacaesaacseeavscseavscesvacaeeavaceesacacessacaeeeees 195 IB o 198 Reports and Sales Reports Menus eene anaa aaa aaa 199 Qi aal 199 BEI RT HE 199 Sieten 199 TH ASK E 199 Epo IR PON RR TOT e 200 r E M 200 Ponor E Poe IC DOES e estie A one ene Sern nena ORS petet EDU 201 FRG PORE DS Ci rte 201 KEREN 201 Iiventor JUOD EE 201 Mandeer Chan esie reines ee 201 eebe 201 Item Purchase RODOPLasseemebetipo bam UII bI E ROM EEE R av one onan nase anan ME PF MEI I n DU 202 NGS Ti er E 202 Tee 203 TOd3S ee e CG 204 as HCE in OA
72. and 1f they are not closed they will be cleared when batching You can also batch credit cards manually Refer to the Batch Credit Cards section in this Manager Manual for more information 8 Youcan set the system to automatically add a percent gratuity to all checks for a selected number of guests This gratuity amount will be added to cash personal check gift card and credit card sales Check the Add Auto Gratuity check box Enter the percent to add automatically in the Auto Gratuity Percent box Select the number of guests for which to automatically add gratuity from the Add For Number of Guests drop down list 9 Check the Credit Card Tips are not removed from Drawer at Close Cash Out box if applicable 10 To activate Merchant Warehouse on your system check the Enable Merchant Warehouse box 11 Instead of using Merchant Warehouse you can check the Enable External Terminal box PointOS will track and report on credit card charges but there is no integrated processing 12 Select Save button to complete the Payment Setup Or select Cancel to close the Payment Setup screen without saving Taxes Setup The Taxes Setup screen allows you to set several different types of taxes that are on items you sell Some areas tax different items at different rates You can set these items to include the price or have them as an add on Included taxes do not show up on a customer s tab PointOS M anager M anual Setup Menu
73. andards PointOS M anager M anual Menu Inventory Menu 137 Item Recipe Information To set the recipe standards complete the following steps 1 Enter the standard number of ounces in the Standard Shot Size field 2 Enter the Standard Draught Cup Size in ounces 3 Select Save Recipe Standards to save the standards and return to the Menu Item Recipe Setup screen or select Close Recipe Standards to close the area without saving changes Close Recipe Setup When you have finished setting up your recipes select Close Recipe Setup Item Recipe Information The tem Recipe Information screen allows you to select up to ten inventory items as ingredients in a recipe for the selected menu item It also allows you to save serving directions and displays the calculated cost per serving To open the tem Recipe Information screen for a menu item highlight the menu item in the Menu Items list on the Menu Item Recipe Setup screen and select Open Item PointOS M anager M anual Menu Inventory Menu 138 The system displays the tem Recipe Information for that menu item PointOS Professional Manager Tools Menu Item Recipe Setup Menu Items Item Recipe Information Item Recipe Directions Ingredient 1 Amount Serving Directions Ma Ingredient i ounces Inqre dient 2 Amount Ma Ingredient Ounces Ingredient 3 Amount Weieen LO Mo Mo Ingredient e ounces Ingredient 4 Amount Nemgedem ail aal Mo Mo Ingredient e ounces ie redient
74. anual ActivitiesMenu 169 Send Email Newsletter To email the report select Email Report as Attachment Refer to the Email Report section in this Manager Manual for more information on emailing reports When you have finished viewing the customer contacts select Close Report Send Email Newsletter You can easily add a customer s email address on the New Customer screen of the front end of PointOS With customers email addresses you can send an HTML newsletter Using the send newsletter feature of PointOS is an easy way to increase your sales by staying in touch with your customers Let them know your entertainment schedule news specials or other information The Send Newsletter screen allows you to write format and send an html newsletter to your customers To open the Send Newsletter screen select Send Newsletter from the Activities menu The system displays the Send Newsletter screen PointOS Professional Send Newsletter send Newsletter Newsletter Options Main Options 2120 58th Avenue Abc Bar And Grill NEWSLETTER Suite 2718 6 18 10 Body Colors Font Colors REMOVE If you would like to be removed please dick here and follow the removal instructions Hewsletter Content Calendar Generated By PointOS Professional Copyright 2010 All Rights Reserved Main Body Preview Newsletter Recipient List H Save Options E Send Newsletter Now Close Send Newsletter Figure 95 Send Newsletter Screen
75. ate to use for entering data This ensures that you have the correct fields and headings for your menu item data 2 Open Excel and enter your menu item data Save the menu item Excel file in the PointOS Database folder on the computer acting as server for your PointOS setup 3 Use the Import Menu Item Data screen to import the menu item data into PointOS 4 Save the menu items to the database PointOS M anager M anual FileMenu 54 Import M enu Items Open the Import M enu Item Data Screen To open the mport Menu Item Data screen select Import Menu Items from the File Menu PointOS Professional Import Menu Item Data Import Menu Item Data Rem Hame Full Price Happy Hour Employee Discount Tax 1 Tax 2 Tax 3 Tax 4 Min Age Group Current Import Progress Ki Select Menu Item Excel File RI Import Menu tem Data E SaveMenultems To Database FilePath 0 Export Excel Template Close Menu Item Import Figure 27 Import Menu Item Data Screen Export Excel Template To export the template for entering your menu item data in Excel complete the following steps Select the Export Excel Template button from the mport Menu Item Data screen 2 Windows displays the Browse for a folder dialog box to determine where you want to save the Excel template Select a location and select the OK button 3 The system displays a message indicating that the file has been saved Select OK to close the message Now you will look for the Po
76. atic pricing of items during happy hour times During the times you set the menu items will be automatically discounted To open the Happy Hour Setup screen select Happy Hour Setup from the Menu Inventory menu The system displays the Happy Hour Setup screen PointOS Professional Manager Tools Happy Hour Setup Change Happy Hour Options Sunday Monday Tuesday Wednesday Thursday Friday Saturday Start Time Start Time Start Time Start Time Start Time Start Time Start Time 12 00 am 12 00 am 12 00 am se 12 00 am 12 00 am 12 00 am 12 00 am End Time End Time End Time End Time End Time End Time End Time 12 15 am 12 15 am 12 15 am 12 15 am 12 15 am 12 15 am 12 15 am 0 23 Hours 0 23 Hours 0 23 Hours 0 23 Hours 0 23 Hours 0 23 Hours 0 23 Hours Enabled Enabled Enabled Enabled Enabled Enabled Enabled Update All Days Start Time End Time 12 00 am 12 15am Update All Print Happy Hour On Menu Items All Stations Need To Be Restarted To Activate Happy Hour Changes Figure 81 Happy Hour Setup Screen PointOS M anager M anual Menu Inventory Menu 143 Happy Hour Setup To set your happy hour options complete the following steps 1 To set all days to the same happy hour complete the following steps Select the Start Time under the Update All Days area Refer to the the Time section in this Manager Manual for more information on using the clock to set the time Select
77. ation you saved Open it in Excel and enter your employee data When you have finished save the file PointOS M anager M anual FileMenu 53 Import M enu Items Import Employee Data To import the employee data complete the following steps 1 Select the Select Employee Excel File button on the Import Employee Data screen 2 Windows displays the Open dialog box to help you select the correct file Locate the file on your computer and select Open 3 The system displays a message asking if you would like to import the data now Select Yes to continue Or select No to close the dialog box without importing the data 4 The system displays a message indicating that the import was successful Select OK to close the message 5 Review the contents of the file in the list of employees You can edit the fields but you cannot add or delete employees from here 6 Select Save Employee to Database NOTE Ifyou close the screen without saving the data the employees will not be included in your database 7 The system displays a message indicating that the save was successful with the number of employees added to the database Select OK to close the message Import Menu Items The Import Menu Item Data screen allows you to use an Excel file to enter your menu items in a spreadsheet format rather than using the Menu Setup screen The process for using this feature 1s 1 Use the Import Menu Item Data screen to export the Excel templ
78. awer or auto cutting If you select the incorrect model your cash drawer may not open If you cannot find a printer model that works for you try the advanced printer setup or contact us 5 If you are using bar codes select the compatible model from the Bar Codes drop down list 6 To print the company logo on receipts select the compatible model from the Receipt Logo drop down list NOTE Refer to the documentation that came with your printer for more information about uploading a logo to your printer PointOS M anager M anual Manager Dashboard 37 9 10 11 12 Setup Additional Printers The default Auto Print Timer is 60 seconds You can change it if necessary The default Print Width is 40 You can change it if necessary You should make it as large as possible without the test lt 7 breaking to a new line Check the Has An AutoCutter box if your printer auto cuts the paper after printing Select Test Printer print a test page using the current printer settings Select the method of input from the Input Type drop down list Check the Enable Credit Cards on this Station box to allow credit card sales for this station NOTE Credit cards must be enabled in two places on the Payment Setup screen and on EACH station 13 14 15 16 where credit cards are accepted some stations may be cash only Check No Tabs Screen to keep this station in order entry mode It will not show the Tabs screen Check th
79. base The system takes a few moments to compact the database You may want to perform a manual database backup when you have made a large change to the system 1 e you just added a large amount of menu items First you may want to disconnect all stations Refer to the Disconnect Stations section in this Manager Manual for more information To perform a manual backup of the database select Backup Database Refer to the Backup Database section in this Manager Manual for more information Back Up Remote Computer Select How to Set PointOS Up for Remote Backup for a link to the Microsoft website for instructions to enable backups to network drives PointOS M anager M anual SetupMenu 72 Security Settings Security Settings The Security Settings screen allows you to control how your employees access different areas of PointOS It sets the minimum security level required for an employee to do each feature NOTE Youcan set each employee s security level from the Employee Setup screen Refer to the Setup section in this Manager Manual for more information To open the Security Settings screen select Security Settings from the Setup menu The system displays the Security Settings screen PointOS Professional Manager T Security Settings Change Security Settings Secure Area Level Settings Secure Area Level Settings Ban Customer Pay Qut Level 4 General Manager v Level 4 General Manager Recall Order Level 3
80. bership Card Magnetic Stripe Reading Save Membership Settings Close Membership Setup Setup Menu 103 9 10 11 12 M embership Setup For one membership you can create a free guest membership Check the This is the Free Guest Membership box if applicable Select the tax rate for the membership by checking one of the boxes under Taxes Check the Allow Guests box to indicate whether members may bring guests Check the Require ID Card to require the ID card Check the Discountable box to indicate the membership may be discounted Select Save New Membership The system displays a message notifying you that the membership has been added Change a Membership To change a membership complete the following steps pe Eee aS SY ues 8 9 10 11 12 Highlight the name of the membership you want to edit in the Memberships area Enter the Membership Name Enter the Price for the membership Select the Length of Membership from the drop down list Select a Security Level to Choose from the drop down list Select a Security Level to Add Guests from the drop down list For one membership you can create a free guest membership Check the This is the Free Guest Membership box if applicable Select the tax rate for the membership by checking one of the boxes under Taxes Check the Allow Guests box to indicate whether members may bring guests Check the Require ID Card to require the ID ca
81. board 32 Recent Reports Recent Reports Recent reports gives you a quick way to view reports that have been submitted by your bartenders or servers Servers can run a closing report to let you know what has gone on during their shifts This report includes information about inventory problems damage or other information A server can also submit a report to describe an incident This can include fights or medical issues These reports are valuable for documenting issues and may be a vital tool if you ever end up in court View Recent Reports Closing l To view a recent closing report select the closing report you want to view from the list of reports on the Manager Dashboard in the Recent Reports area 2 Select View Report The system displays the Closing Reports screen Refer to the Closing Reports section in this Manager Manual for more information View Recent Reports Incident 1 To view a recent incident report select the incident report you want to view from the list of reports on the Manager Dashboard in the Recent Reports area 2 Select View Report The system displays the Incident Reports screen Refer to the Incident Reports section in this Manager Manual for more information Schedules PointOS allows the manager to create weekly reports for employee entertainment and specials scheduling This area will remind you if a weekly report has not been made for one of these areas This area also notifie
82. cken rap Open Item Close Recipe Setup Figure 76 Menu Item Recipe Setup Screen PointOS M anager M anual Menu InventoryMenu 136 Item Recipes Menu Items The left side of the screen lists your Menu Items Menu items that are currently hidden are not listed To include hidden items in the list check the Show Hidden Menu Items box To narrow the list of menu items to one Menu Item Category select a category from the Show Menu Item Category drop down list To search for a specific menu item enter one or more letters in the Search Menu Items field and select Search The system returns the Menu Items list that include any matches of those characters in that Menu Item Category To open the Item Recipe Information screen for a menu item highlight the menu item in the Menu Items list and select Open Item The system displays the Item Recipe Information for that menu item Recipe Standards Recipe Standards help save time when entering recipes Select Set Recipe Standards from the Menu Item Recipe Setup screen to open the Recipe Standards area PointOS Professional Manager Tools Menu Item Recipe Setup Recipe Options Recipe Standard ecipe standards Show Menu Item Category Standard Shot Size Show All Search Menu Items OUNCES Standard Draught Cup Size OUNCES Save Recipe Standards Close Recipe Standards SES set Recipe Standards Show Hidden Menu Items Close Recipe Setup Figure 77 Recipe St
83. correct fields and headings for your employee data Open Excel and enter your employee data Save the employee Excel file in the PointOS Database folder on the computer acting as server for your PointOS setup Use the mport Employees screen to import the employee data into PointOS Save the employees to the database PointOS M anager M anual FileMenu 52 Import Employees Open the Import Employee Data Screen To open the mport Employee Data screen select Import Employees from the File Menu PointOS Professional Import Employee Data Import Employee Data First Mame Last Hame Code Sec Level Birthday Soc Sec Address Bddressz City i Phone Mobile Erna Current Import Progress i Select Employee Excel File RI Import Employee Data EI Save Employee To Database File Path YOUR WO4GTXLOBF Point0 S Dat Export Excel Template Close Employee Import Figure 26 Import Employee Data Screen Export Excel Template To export the template for entering your employee data in Excel complete the following steps Select the Export Excel Template button from the Import Employee Data screen 2 Windows displays the Browse for a folder dialog box to determine where you want to save the Excel template Select a location and select the OK button 3 The system displays a message indicating that the file has been saved Select OK to close the message Now you will look for the PointOS Employee Import Worksheet file in the loc
84. cuts to that menu item are also deleted Select Yes to confirm that you want to hide the item PointOS M anager M anual Menu Inventory Menu 119 M enu Item Edit Delete Item Deleting an item removes all of the shortcuts To delete an existing menu item complete the following steps 1 Open a Change Menu Item Options screen for the menu item you want to delete from the Menu Setup screen 2 Select Delete Item 3 The system displays a warning message to confirm that you want to delete the menu item AII Shortcuts to that menu item are deleted Select Yes to confirm that you want to delete the item 4 The system displays a message indicating that the item has been moved Select OK to close the message Menu Item Edit The Menu Item Edit screen allows you to see the full price and Happy Hour price for all of the menu items in a selected category at one time You can also use this screen to quickly add a new item or edit the name or prices for an existing item To open the Menu Item Edit screen select Menu Item Edit from the Menu Inventory menu The system displays the Menu Item Edit screen To view the menu items for a category select the Category from the drop down list PointOS M anager M anual Menu Inventory Menu 120 M enu Item Edit The system populates the screen with the menu items in that category PointOS Professional Manager Tools Menu Items Full Happy Full Happy E Action Item Hed D Action Item EE
85. database server and the database you created If the computer does not show up on the list your workgroup or firewall are not set up correctly Setting Up XP Server Rights Manually The PointOS Installer should grant access rights to the SOL server on the database computer However the operating system protection sometimes interferes In this case you must set the rights manually To set rights manually for an XP computer used as the central database server complete the following steps 1 Select Control Panel from the Windows Start menu 2 Select Administrative Tools PointOS M anager M anual Technical Setup 232 Setting Up a Generic Driver for Receipt Printing 3 Select Computer Management 4 Fromthe Computer Management screen select Local Users And Groups 5 Select Groups The 3 SQL server groups for PointOS are SQLServer2005MSSQLServerA DHelperUser SHAKENSOFT SQLServer2005MSSQLServerA DHelperUser SHAKENSOFT SQLServer2005SQLBrowserUser SHAKENSOFT 6 You will need to add everyone in your network to all three SQL server groups Complete the following steps Select the group name Select Add to add a user The system displays a dialog box to select the users Enter the object name everyone Select OK Repeat for the other two SQL server groups To setup rights manually for a Vista computer used as the central database server complete the following Steps 1 Find your computer name by going to Control Panels
86. dd Specials to the Calendar Refer to the Special Pricing section in this Manager Manual for more information To add specials on the fly complete the following steps 1 Enter the Special Description 2 Enter the Price Select Add on the day s to add that special to the selected day Or select Add to All Days to add that special to all days PointOS M anager M anual ActivitiesMenu 185 View Song List 4 Repeat for all of the specials you want to add for the week 5 Select Save to save the schedule information Select Print to print the schedule information You can also speed scheduling up by copying a schedule 1 Select Copy Previous Week to copy the previous week s schedule to the current week 2 Select Copy To Next Week to copy the current schedule to the next week Close the Calendar When you have finished creating the employee schedule select Done View Song List The View Song List screen allows you to view a list of all songs in your database This list can be printed or exported to several different formats To open the View Song List screen select View Song List from the Activities menu PointOS M anager M anual Activities Menu 186 View Song List The system displays the View Song List screen PointOS Professional Manager Tools View Song List Song List Options Print Song List PointOS Song List Export Song List Title Artist Dawi Dawi BOA Fee id Loacka Feztbal o rcleztra Eve aig
87. dialog box Enter the name for the new Inventory Group and select OK Select an option from the Item Type drop down list You can select bottles cans liquor keg beer wine food by case food by item or merchandise The type of item influences the other inventory specifics you will enter in a moment Select an option from the Vendor drop down list If you would like to add a new group select Add Vendor The system opens the Vendor Setup screen Refer to the Setup section in this Manager Manual for more information Inventory items should be associated with at least one menu item This is done using recipes To add a single item recipe association select the appropriate menu item from the Item Name drop down list Refer to the Recipes section in this Manager Manual for more information on creating recipes to link your inventory with menu items Select Make Item Inactive to remove the item from your current inventory lists Select Zero Inventory Item to set the current inventory for this item to zero Select Inventory Item Log to view the Inventory Log screen for this item Refer to the Item Log section in this Manager Manual for more information PointOS M anager M anual Menu InventoryMenu 131 Change Inventory Item 11 Enter or update the Inventory Specifics according to the following chart If the Item Type is Then complete the following Inventory Specifics Enter the number of bottles cans or servings in th
88. ducted when a menu item is sold This information allows you to keep track of your inventory counts as well as costs for menu items You can even print order lists Menu Setup The Menu Setup screen allows you to make your own Order Entry screen You can set prices modifiers and other menu item settings You also use this screen to navigate to the Change Menu Item Options screen To open the Menu Setup screen select Menu Setup from the Menu Inventory menu PointOS M anager M anual Menu Inventory Menu 107 M enu Setup The system displays the Menu Setup screen PointOS Professional Manager Tools E T D ar OO LS i tup Categories Change Options Category Name eh a Breakfast Appetizers shirts Rename Category Wraps Move Category Up sandwiches Category 5 Move Category Down Sides Fries Delete Category Kids Deserts Drinks III Create New Category Alphabetize Menu Items In This Category All Stations Need To Be Restarted To Activate Menu Changes Close Category Setup Figure 58 Menu Setup Screen Categories The left side of the screen lists all of your categories You can use the Up and Down arrows to navigate through a long list of categories Define a New Category To define a new category complete the following steps l Select Create New Category from the Change Options area 2 The system displays the Add New Category dialog box Enter the Category Name 3
89. e the system prompts you to choose a database PointOS Professional Select A Database Please Choose Your Database Pick Your Server Name Set As Default Database Test Connection Quit Program Select Database Wake Sure All Computers Are On The Same Workgroup The Firewall Is Set Properly And File Sharing Is Enabled PointOS Copyright 22010 Figure 3 Select A Database Choose Database 1 First select the computer used as a server on your network from the Pick Your Server Name drop down list If the computer names are not listed select Refresh 2 Select the database name from the Database Name drop down list NOTE All stations can access the same database 3 Check the Set as Default Database box to use this database as the default database 4 Select Test Connection to check the connection to the selected database 5 Select the Select Database option to continue or select Quit Program to close PointOS Troubleshooting If the computer name does not appear on the list of servers try the following Reboot all network computers Make sure all computers are on the same workgroup Enable File Sharing on the database computer and give access rights to all workstations Make sure you are not running any antivirus programs that would block your computers from seeing SQL Server on the shared database computer PointOS M anager M anual Getting Started 19 New Database New Database 1 To start a new database
90. e Bottles Cans Bottles Cans Food Servings per Case field by Case Enter the appropriate cost in the Cost Per Case field Enter the Volume per Bottle Can Not applicable for Food by Case Select the Volume Measurement type from the drop down list Not applicable for Food by Case The system calculates and displays the Cost Per Bottle Can Serving based on the bottles cans servings per case and the cost per case amounts Enter the amount you want to always have on hand in the Par Amount field Enter the amount you have now in the Starting Full Cases field if desired Enter the number of Loose Bottles Cans Servings on Hand if desired Select Update to update the calculations with any new data The system displays the calculated Starting Value On Hand Enter the Cost Per Bottle Keg Enter the Volume Per Bottle Keg Select the Volume Measurement type from the drop down list Liquor Keg Wine The system calculates and displays the Cost Per Ounce based on the bottle keg volume and cost Enter the amount you want to always have on hand in the Par Amount field Enter the number of full Bottles Kegs on Hand if desired For partial bottles kegs on hand select an amount from the Starting Part Bottle Keg drop down list Select Update to update the calculations with any new data The system displays the calculated Starting Value On Hand Enter the number of Items on Hand if desired Food by Item Merchandise sel
91. e Credit Card Transactions i Credit Card Transaction Click Below And Get Steer candcm SLE DEG A Free Merchant Warehouse Credit Card Account C Close Credit From This Computer In Each station s settings Get A Merchant Warehouse Account Da Not Batch Just Clear Pre Auths Figure 33 Payment Setup Screen PointOS Professional integrates with Merchant Warehouse for credit card processing Merchant Warehouse is available FREE with nothing to install PointOS M anager M anual Setup Menu 66 Payment Setup You must have a Merchant Warehouse account to accept credit cards and gift cards through PointOS AII tech support for Merchant Warehouse is offered by them and is included with your merchant account Refer to the Setting Up a Merchant Warehouse Account section in this Manager Manual for more information To set up your payment options complete the following steps l To integrate PointOS with Merchant Warehouse enter the following information related to your Merchant Warehouse account Site Name Site ID Site Key NOTE This information must be EXACTLY the same as the information from the email from Merchant Warehouse It is case sensitive You may want to copy and paste from the email If you have been incorrectly given a Site Name with a or amp in it please contact Merchant Warehouse to get a new Site Name Site Names with apostrophes or ampersands will not work 2 Check the Use Preauthorizations on Tabs box if you want to
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93. e Multi Server Mode box if there is not a cash drawer attached to this station This will allow multiple servers to use the station for entering orders When using Multi Server mode there is no cash drawer payouts or station lock Check the ID Scanner Connected box to indicate that your scanner is connected Select Save to save the station settings or select Cancel to return to the main view of the Manager Dashboard Setup Additional Printers The Setup Additional Printers button allows you to setup other printers This 1s necessary if you want to send order tickets to a service bar or a kitchen NOTE These printers must be defined from each individual station To set up additional printers select Setup Additional Printers from the Station Activities area of the Manager Dashboard PointOS M anager M anual Manager Dashboard 38 Setup Additional Printers The system displays the Additional Printer Settings on the right side of the Manager Dashboard Additional Printers Settings Kitchen Printer 1 y C Enabled Runner Ticket Advanced Printing Kitchen Buzzer Kitchen Printer 2 y C Enabled Runner Ticket Advanced Printing Kitchen Buzzer Service Station 1 L Enabled Runner Ticket Advanced Printing Kitchen Buzzer Runner Ticket Advanced Printing Kitchen Buzzer Other Printer y L Enabled Runner Ticket Advanced Printing a Kitchen Busser En
94. e Pay Outs Screen Pay Outs The Pay Outs area lists any pay outs that have been made You can edit the payout description or comment for future pay outs to a selected payee You can also void a payout made from any cash drawer 1 Highlight the selected pay out in the Pay Outs area 2 To edit the pay out including a reason for voiding the pay out update the Description or the Comment for Future Pay Outs To void the pay out check the Pay Out Voided box 3 Select Save Pay Out The system displays three messages 1 The system verifies that you want to save changes to the pay out Select Yes to save or No to close the box without saving PointOS M anager M anual ActivitiesMenu 189 M anage Payouts 2 The system asks if you want to save the pay out to the Payees list for making future pay outs Select Yes to include the item in the Payees list or No to close the box without including the item on the list 3 The system verifies that the payout has been saved Pay Out Categories Pay outs can be put into several different categories for the purpose of reporting and accounting These categories appear on the front end Pay Out screen Entertainment categories appear on the Calendar screen To create a payout category complete the following steps 1 Enter the category name in the Pay Out Category field Check the Entertainment Category box if applicable 2 Select New 3 The system notifies you that the category is added Se
95. e You Want To Cash Out All Open Servers And Cash Drawers This Cannot Be Reversed And May Cause Improper Cash Out Reporting Figure 123 Cash Out All Drawers The system displays a confirmation message indicating that all drawers and servers have successfully be cashed out to zero Backup Database The Backup Database option allows you to create a copy of your database This protects you if your computer ever becomes broken or corrupted We recommend that you backup at least once a week NOTE You can also set the system to backup automatically Refer to the Setup section in this Manager Manual for more information You can back up to a remote device Refer to http support microsoft com kb 207187 for more information To perform a database backup select Backup Database from the Maintenance menu NOTE You must use the computer running the server portion of PointOS to back up the database The system displays a dialog box to confirm that you want to backup the database Select Yes to continue or select No to close the dialog box without performing a backup PointOS M anager M anual Maintenance Menu 217 Database Cleanup The system displays a Create Database Backup dialog box to save the database backup Create Database Backup Sample_ Company bak Sample Restaurant bak Mu Recent Documents 3 Desktop Mu Documents Ja My Computer File name Sample Company 6_18_10 v Ke Mu Network Save a
96. e drop down list 3 Check the Enable Cover Charge box PointOS M anager M anual SetupMenu 100 Door Security Setup 4 Indicate how long recent customers stay on the Door Manager Tab Name page by entering the number of seconds in the field Select Save Door Manager Settings to save the information 6 Select Close Door Manager Options when you have finished Door Security Setup The Door Security Setup screen provides additional items for the Security Settings screen To open the Door Security Settings screen select Door Security Settings from the Setup menu The system displays the Door Security Settings screen PointOS Professional Manager Tools Secure Area Level Settings Ban Customer Level 4 General Manager wi d Level 3 Bartender Cashier In Out Level 3 Bartender Cover Charqe With Mo ID Level 4 General Manager m e e EA D o kel p rn Fc i Discounts Level 4 General Manager Exit Program Level 4 General Manager wel Ka PTI Ki CD mi KN CD mi 4 4 Level 4 General Manager Incident Report Level 1 Employee Close Door Security Setup Security Settings Change Door Security Settings Secure Area Level Settings Manager Area Level 5 Owner b Ho Sale From Main Menu Level 4 General Manager wi Remove Payments Level 4 General Manager wi Sales Report From Main Menu Level 4 General Manage
97. e information about setting up printers on the server station Check the Prompt For Table Number box to enable a prompt for the table number Check the Custom Modifier Seat Numbers box to allow seat numbers for customers with custom modifiers Check the Allow Server Out with Open Tables box to allow the server to cash out even with open tables When you have finished with the server mode options select Save Server Mode Options PointOS M anager M anual Setup Menu 97 Customer Data Setup The system displays a message notifying you that the settings have been saved Then it returns to the Manager Dashboard If you want to close the Server Mode Setup screen without saving changes select Close Server Mode Setup Customer Data Setup NOTE This screen is only available if you are using PointOS DoorMan as one of your licensed stations The Customer Data Setup screen allows you to indicate the required fields when entering a new customer and to define two additional custom fields To open the Customer Data Setup screen select Customer Data Setup from the Setup menu The system displays the Customer Data Setup screen PointOS Professional Manager Tools Customer Data Setup New Customer Data Entry Fields Select Required Fields All Address Information Email Address Street Address _ City C All Phone Numbers State Zip Postal Code Custom Field 1 Field Mame Select Field Type w
98. e screen PointOS Professional Manager Tools File E clit Setup Menu Inventory Activities Reports Sales Reparts Maintenance Help Merchant Warehouse Merchant WARE Click here if you forgot your password Click here if you need help Username Password Login Reset g Show In Full Browser Figure 112 M erchant Warehouse Screen Select Show In Full Browser to open the Merchant Warehouse website in your default web browser To access the Merchant Warehouse account complete the following steps 1 Enter your Merchant Warehouse user name in the Username field 2 Enter your Password 3 Select Login 4 Select Done to close the website PointOS M anager M anual Activities Menu 194 PointOS to QuickBooks PointOS to QuickBooks NOTE PointOS To QuickBooks is not compatible with QuickBooks POS but it works with all other version of QuickBooks including QuickBooks Pro The PointOS To QuickBooks screen allows you to send sales and payment data directly to QuickBooks This connection automatically creates accounts in QuickBooks NOTE You cannot rename these accounts Do not modify these accounts in QuickBooks These are the accounts created On PremiseCash Ire Credit Car Refunds eme 00000 Main Bank Account Ire Gift Cards Payable Other Curren Liability Visa Bank Git Gar s Issued eme Checks To Deposit Iren Employee Tips Payable Other Current Liabiliy em 0 POS Sales Income
99. e uid ud qr e Und nE 209 DCS e d D 209 e airs iat NE TET 210 temi salesdDS e E 210 ken sales BY DeL Velo ases sence sU see enone MEINE NUMEN MIN NU 210 kem sales EE 210 kems Ord erd By TIME Emm 210 Happy ee 210 SE E 210 HEI AS B s BS MNT E NEP 210 IMOGHTEE PON eee ee UEM ee eee ee 211 Sales E eR O 211 SS nata Gro MNT E TU s 211 Sales By Payment TYPE RR RR 211 Sales Dy BI RU RETE 211 BSS YAO WE 211 ltcinales e ODE eodeni teer tieni tib eratis menant cedant tee da fanden 211 MAINTENANCE M FTU a 212 ea J 212 vine TAVIT SS ERECTO 212 PointOS User M anual Table of Contents 10 BRS TMM e RTE EE 213 REESEN 214 DUSconueet Ee EE 215 TOOT EN EE rt 215 Sint TG d SU E 216 Cash Out AIL Servers Dia wets eege 217 Backin ACA AG PERRO T RTT 217 ate e NERONE 218 Reset All Inventory TO E 220 Close Database 6 COR E 220 C alibrate CINE a A E E A E A AE EEE 220 EE 221 NCL CANNEL ACCULACY d 221 Upda ID CNN E 227 EE eegen 223 A re ONE r 223 Dele Te A HS EE NEE E N E AE UE 223 Ee E E DR RR 223 Reset Ee 224 Pe d MOT UNE A T E A E 224 uz Men PEPPER TOTEM rere rece eect are 225 VAC PTT T NR 225 Gordo MI A A PEE EE A A NEA AN AANE A A DE 225 Ee Eeer 225 Check f
100. ect Close when you have finished viewing the information PointOS M anager M anual HeloMenu 231 Technical Setup This chapter includes instructions on completing tasks that are not specific to an individual screen Setting Up Multiple Stations You can connect multiple clients to one central database computer Keep the following in mind when selecting the computers for the server and the client s The central database computer cannot be running Windows XP Home Edition or Windows Vista Home Basic The client computers may be any Windows XP or Windows Vista machine To set up multiple stations complete the following steps 1 Make sure that all of the computers are on the same workgroup Refer to Windows help for more information on setting up a workgroup 2 Install PointOS Client and Server on the computer that will serve as the central database computer Refer to the section in this Manager Manual for more information about installing PointOS Client and Server 3 Setup your database on the server computer Refer to the Database section in this Manager Manual for more information on setting up a new database 4 Install PointOS Client Only on the client computer s that connect to the central database server Refer to the section in this Manager Manual for more information about installing PointOS Client only 5 While installing PointOS Client Only on the client computers select the computer name of the central
101. ect Update to update the calculations with any new data Enter the Cost per Item Enter the amount you want to always have on hand in the Par Amount field The system displays the calculated Value On Hand 12 Select Save to save your changes or Cancel to close the Change Inventory Item Setup screen without saving your changes PointOS M anager M anual Menu Inventory Menu 132 Inventory Item Log Inventory Item Log The Inventory Item Log screen displays your starting inventory any manager changes the inventory depletion and the current inventory for a selected inventory item To open the nventory Item Log screen go to the Change Inventory Item screen for the selected inventory item and select the View Inventory Item button PointOS Professional Inventory Item Log Inventory Item Log Item Type Bottles starting Inventory OB 30 10 06 27 am Manager Changes Inventory Depletion OF 20 10 11 34 am 12 00 Order 10010 OF 20710 11 34 am 12 00 Order 10010 Depletion Change Total 24 00 Current Inventory OF 20710 11 55 am 24 00 2 00 Bottles Figure 73 Inventory Item Log Screen PointOS M anager M anual Menu Inventory Menu 133 Vendor Setup Vendor Setup The Vendor Setup screen allows you to set up your vendors You can keep track of the people you buy from and use this information to print order sheets by vendor To open the Vendor Setup screen select Vendor Setup from the Menu Inventory menu T
102. ed To Be Restarted To Activate Modifier Changes Close Modifier Setup Figure 69 Menu Modifier Setup Screen Modifier Groups The left side of the screen lists all of your modifier groups You can use the Up and Down arrows to navigate through a long list of groups Define a New Modifier Group To define a new modifier group complete the following steps 1 Select Create New Modifier Group from the Change Options area The system displays the Add New Modifier Group dialog box 2 Enter the Modifier Group Name A modifier group can be named anything but this name must be unique The customer does not see these names 3 Select OK PointOS M anager M anual Menu InventoryMenu 125 Change M odifier Options Screen 4 The system displays a message notifying you that the modifier group has been added Select OK to close the message Change or Delete a Modifier Group To change the modifier groups complete the following steps 1 Highlight the name of the modifier group you want to edit in the Modifier Groups area 2 Edit the Modifier Name if desired and select Rename Modifier Group 3 To delete the modifier group select Delete Modifier Group Modifiers When you highlight a modifier group in the Modifier Groups area of the Menu Modifier Setup screen the Modifiers associated with that group are shown in the Modifiers area You can add change or delete modifiers Each group can have a maximum of 11 modifiers NOTE A Cus
103. ed songs will cycle out of PointOS Remote Requests To allow other cash register stations to make song requests complete the following steps Check the Allow Other Stations To Request Songs box to enable remote requests 2 Check the Auto Add Requests From Other Stations box to set the music station to serve as automatic D J for music requests 3 For automatic requests where to add the requested song in the current playlist by selecting either First Song or Last Song from the Add New Songs to Playlist drop down list 4 Check the Do Not Add If Requested Song Is Already in Playlist box to avoid duplicates of a song in the playlist 5 Ifthe Do Not Add If Requested Song Is Already is Playlist box is UNCHECKED you can select where in the playlist to add the song either the next song or the last song on the list Select an option from the Add Song If Requested Song Is Not In Playlist s Next drop down list Save Music Setup When you have finished with the music setup select Save Music Settings The system displays a message notifying you that the settings have been saved Then it returns to the Manager Dashboard If you want to close the Music Setup screen without saving changes select Close Music Setup PointOS M anager M anual Setup Menu 86 Payroll Setup Payroll Setup The Payroll Setup screen allows you to define multiple job descriptions for various hourly rates for an employee to use when he or she clocks in It also
104. ee profile information To print the employee information select Print All Employee Information from the Activities menu The system displays a dialog box to make sure you want to print the employee information Select Yes to continue or No to close the dialog box without printing the information The information prints on your default report printer View Schedule Requests If employees want to change their schedules they can make schedule requests from the Time Clock area The View Schedule Requests screen allows you to review approve or decline employee scheduling requests to help in creating your employee work schedule The system notifies employees about the status of their requests To open the View Schedule Requests screen select View Schedule Requests from the Activities menu PointOS M anager M anual Activities Menu 158 View Schedule Requests The system displays the View Schedule Requests screen PointOS Professional Manager Tools File Edit Setup Menu Inventory Activities Reports Sales Reports Maintenance Help Schedule Requests Requests Gus Rocks Accepted Open Request Close Schedule Requests Figure 88 Schedule Requests Screen The system displays a list of any schedule requests including the status of the request in the Requests area 1 Highlight the request you want to review 2 Select Open Request PointOS M anager M anual Activities Menu 159 View Schedule Requests The syst
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106. eer Vendor Food Vendor Food Vendor Liquor endear Liquor Vendor Liquor endear Liquor Vendor Beer vendor All Vendors Sort By Type All Types Sort By Group All Groups All Locations Show Sorted Items Purchase Price T 0 00 Per Case Current Inventory Add Remove Inventory Find By UPC Bar Code Scan Full Cases Full Cases Loose Bottles Loose Bottles Zero All Inventory Amounts Updated Save Inventory Item Changes Will Affect The Running Inventory Total Close Inventory Item Counts Figure 84 Inventory Counts Screen PointOS M anager M anual Menu Inventory Menu 148 To sort the Inventory Items List complete the following steps Select a vendor from the Sort by Vendor drop down list 1f desired Select an inventory type from the Sort By Type drop down list if desired select a group from the Sort By Group drop down list 1f desired Select a location from the Sort By Location drop down list if desired select Show Sorted Items po 1 E Alternatively you can use your UPC scanner to find an item Select Find By UPC Bar Code Scan and scan the item s barcode The system displays the Inventory Items that match your sorting requirements To adjust the inventory item counts complete the following steps 1 Highlight the Inventory Item you want to update in the Inventory Items list 2 To update the Purchase Price for the item enter a new Purchase Price per case The Current Inventory area
107. elete All Data to remove all data The system displays a warning message to verify that you want to delete the selected data Select Yes to continue or select No to close the warning without cleaning the database The system displays a warning message to notify you that this cannot be undone Select Yes to continue or select No to close the warning without cleaning the database Reset All Inventory To Zero The Reset All Inventory To Zero option zeros out all inventory to allow you to start your inventory counts over NOTE This option cannot be reversed To set all inventory counts to zero select Reset All Inventory to Zero from the Database Cleanup screen The system displays a warning message to make sure that you want to proceed Select Yes to continue Or select No to close the dialog box without resetting the inventory to zero The system displays a confirmation message indicating that the inventory items have been successfully reset to zero The system displays a warning message to make sure that you want to delete the Inventory Depleted Logs Select Yes to continue Or select No to close the dialog box without resetting the inventory depleted logs The system displays a confirmation message indicating that the inventory depleted logs have been successfully reset to zero Close Database Cleanup When you have finished cleaning the database select Close Database Cleanup Calibrate Scanner NOTE This option is only a
108. em Sales By Server Ring Report indicates the sales by server on each transaction Items Ordered By Time The Items Ordered by Time Report includes the date time quantity item and server for all items ordered during the selected time frame Happy Hour Item Sales The Happy Hour Item Sales Report indicates the item quantity and sales for the selected time frame Sales By Server The Sales By Server Report indicates sales for a selected time period broken down into the different servers that were active during this period Group Sales By Server The Group Sales by Server Report indicates the sales by server for a selected time period broken down into the different groups PointOS M anager M anual Reports and Sales Reports Menus 210 Report Descriptions Modifier Report The Modifier Report indicates modifiers submodifiers and the amount ordered during the selected time frame Sales By Category The Sales By Category Report indicates items sold in specific categories Sales By Group The Sales By Group Report indicates the total amount of items sold broken down by group as well as the total sales for the selected time frame Sales By Payment Type The Sales By Payment Type Report breaks down sales for a selected time period into the different kinds of payments including cash and credit cards Sales By Delivery The Sales By Delivery Report indicates the sales made for delivery for a specific period of time Sales By
109. em displays the Change Menu Item Options screen Refer to the Change Menu Item Options section in this Manager Manual for more information on entering the information for the new menu item PointOS M anager M anual Menu Inventory Menu 109 M enu Setup Create a Shortcut Shortcuts are used when you want to include a menu item in more than one category For example you may have your most used items in a category called Fast Items Each of those items can also appear in other categories using shortcuts To create a shortcut complete the following steps 1 From the Categories area highlight the category in which you want the new shortcut to appear 2 Selecta blank icon in the Menu Items area 3 The system displays the Add New Menu Item dialog box Select Create Shortcut The system displays another dialog box PointOS Professional Add New Menu Item Create Shortcut To Menu Item No Menu ltem Selected w Create Shortcut Figure 60 Create M enu Shortcut 4 Select one of your menu items from the drop down list 5 Select Create Shortcut to include the selected menu item in this category Select Cancel to close the dialog box without creating a shortcut Delete a Shortcut To delete a shortcut complete the following steps 1 From the Categories area highlight the category in which you want to delete a shortcut 2 Select the shortcut you want to delete PointOS M anager M anual Menu Inventory Menu 110 The sy
110. em displays the Customer Mail List screen Point S Professional Manager Tools Customer List Options Print Customer List Customer Mailing List Export Customer List M ry Da Rodger Green 250 SW JRD AVE APT 2 2500 E 45TH AVE Steve hii Michela Wieder 123 2ND STREET 123 2HD STREET Export To PDF Fon Lauderdale FL33317 Daltas TK 75211 Export To RTF Zoom Customer List Close Customer List Figure 93 View Customer List Screen PointOS M anager M anual Activities Menu 1607 Customer M ailing List The left side of the screen shows the customer mailing list You can use the Back Page and Next Page arrows to navigate through several pages of customer labels Select First Page to go to the first page of the list Select Last Page to go to the last page of the list To print the customer mailing list on Avery Mailing Labels select Print Customer List To change the view of the customer mailing list you can use the Zoom features Select Zoom In one or more times to enlarge the view of the customer mailing list Select Zoom Out one or more times to reduce the view of the customer mailing list Select Zoom to Fit Page to return the view of the customer mailing list to one page width Export Customer List You can export your customer list to three different formats To open the customer list in HTML in your default web browser select Export to HTML To open the customer list in Adobe PDFO select Export to
111. em displays the Request Information PointOS Professional Manager Tools Reports Sales Reparts Schedule Requests Request Information Manager Response Employee Name Response Description Gus Racks Requested Start Date Requested End Date Description Need off for dentist appt Response Made On B 18 2010 5 23 47 AM Decline Request e Request Made On Friday 6 18 10 Approve Request v Close Schedule Request Open Request Figure 89 Schedule Request Information The Request Information includes the employee s name the start date of the request the end date of the request a description of the request and the date the employee made the request To respond to the request complete the following steps 1 Enter a message to describe your response if desired in the Response Description 2 To decline the request select Decline Request To approve the request select Approve Request PointOS M anager M anual ActivitiesMenu 160 Customer Activities When the employee goes to the Time Clock screen the system displays a message indicating whether the request 1s approved or declined with any description you provided in the Response Description The employee can reply if necessary PointOS Professional Read Message Your Schedule Request For Friday 6 18 10 To Friday 6 18 10 Has Been Approved Manager Comment Figure 90 M anager Response to Schedule Request Close the View Schedule Requests Screen When yo
112. en allows you to set up memberships To open the Membership Setup screen select Membership Setup from the Setup menu PointOS M anager M anual SetupMenu 102 The system displays the Membership Setup screen PointOS Professional Manager Tools Membership Setup Membership Setup Memberships Length Of Membership jos Security Level To Choose Do Not Check Security v Security Level To Add Guests Dio Not Check Security v This Is The Free Guest Membership There Can Only Be One Set Figure 56 Membership Setup Screen Memberships Edit Memberships Membership Name Price Delete Add Hew Membership Membership Taxes Sales Tax 5 Tax 2 0 Tax 3 0 Tax 4 0 Allow Guests CI Require ID Card Discountable Update Membership Settings The left side of the screen lists all of your memberships Define a New Membership To define a new membership complete the following steps EI uu imo du Es Select Add New Membership Enter the Membership Name Enter the Price for the membership Select the Length of Membership from the drop down list Select a Security Level to Choose from the drop down list Select a Security Level to Add Guests from the drop down list PointOS M anager M anual M embership Setup Membership Options Setup ID Card Printer Set The ID Card Printer As The Default Printer In Windows Enable Id Card Printing Enable Mem
113. enance Menu 222 Archive Items Archive Items The Archive Items option allows you to move old items to the archive part of the database to help speed up the system Doing this along with compacting the database can greatly increase system speed It does not delete information or affect reporting You should archive items regularly as part of routine database maintenance You can set items to archive automatically when compacting the database Archive items is done automatically when using auto system maintenance Refer to the Database Setup section in this Manager Manual for more information Select Archive Items from the Maintenance menu The system displays a warning message asking if you want to archive all closed items Select Yes to continue or select No to close the warning without archiving old items Archive Orders The Archive Orders option allows you to move old orders to the archive part of the database to help speed up the system It does not delete information or affect reporting You should archive orders regularly as part of routine database maintenance You can set old orders to archive automatically when compacting the database Refer to the Database Setup section in this Manager Manual for more information Select Archive Orders from the Maintenance menu The system displays a warning message asking 1f you want to archive all closed orders Select Yes to continue or select No to close the warning without archivi
114. endar Week Starting Sunday June 13 2010 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Select Calendar Type Add To Schedule Entertainment Calendar we Category Pay Out Message Type Or Select Catego v Set As Default Calendar JH Gory Entertainment Name b dl A Copy Previous Week Pay Out Amount Start Time End Time Copy To Next Week D Update Add Entertainment Info Go To Current Week Figure 106 Calendar Screen Navigate the Calendar Select Back One Week to go to the previous week s schedule Select Forward One Week to go to the next week s schedule Select Go To Current Week to return to the schedule for the current week PointOS M anager M anual Activities Menu 183 Calendar Create an Entertainment Calendar Complete the following steps to create an entertainment calendar 1 Make sure that Entertainment Calendar is selected from the Calendar Type drop down list Select the category from the Category drop down list or create a new category by entering the name LA select the entertainment name from the Entertainment Name drop down list or create a new item in the selected category by entering the name Select the starting time in the Start Time field Select the ending time in the End Time field To include a payout message for this entertainment enter the message in the Pay Out Message field To indicate the payout amount for this entertainment enter the amount in the Pay Out Amount field
115. ens the Delete Payout screen PointOS Professional Manager Tools PointOS Professional Manager Tools Delete Pay Out Station 1 Activities Time Category Pay Out Ta 3 49 PM Band Happy Bullets 200 00 Station Settings Setup Additional Printers Delete Fay Out Revert Server Cashier Out Add Cash To Current Drawer Receive Physical Inventory Out Of Inventory Notices D Out To Description A t moun Monday June 07 2010 m 3 49 54 PM Pay Outs Can Only Be Deleted From The Station Ein S Return To PointOS They Were Made On That Has An Open Drawer Delete Pay Out Figure 16 Delete Pay Out Screen The Delete Pay Out area lists the date time category pay out name and amount of any existing pay outs for the selected station 2 Highlight the payout you want to delete from the list PointOS M anager M anual Manager Dashboard 40 Revert Cashier Out The system displays the Pay Out To Amount Payout By and Description of the selected pay out 3 Select Delete Pay Out to delete the pay out 4 Select Done to close the Delete Pay Out screen and return to the Manager Dashboard Revert Cashier Out The Revert Cashier Out button allows you to cancel a cash out on that station for that day To cancel a cash out action for the selected station complete the following steps 1 Select Revert Cashier Out from the Station Activities area of the Manager Dashboard NOTE This will only let you revert a cashier out from that sta
116. ens the Rescue Gateway screen which provides a log of activities during the remote support session During Remote Support PointOS technical support will have control of your computer for troubleshooting When the session ends you can close the Rescue Gateway screen PointOS M anager M anual Help Menu 227 Register PointOS Register PointOS The Register PointOS option allows you to enter your serial number when you have purchased PointOS if you have not already done this as part of the setup To open the Enter Serial Number screen select Register PointOS from the Help menu Refer to the Register PointOS section in this Manager Manual for more information Upgrade PointOS The Upgrade PointOS option allows you to purchase or enter an upgrade in your PointOS license Select Upgrade PointOS from the Help menu The system displays the Upgrade screen PointOS Professional Upgrade Please Enter Your PointOS Professional Upgrade Code Below And Press Enter Upgrade Number Current License 1 Station Company Name Michele Wiedemer GC l eria E l Upgrade Number Cancel Purchase Upgrade Upgrade Launch On Screen Keyboard Figure 130 Upgrade Screen To purchase an upgrade select Purchase Upgrade The system opens the PointOS purchase website in your browser You can purchase up to 9 additional stations for a total of 10 stations When you have your code enter the Upgrade Number and select Enter Upgrade N
117. er M anual Manager Dashboard 36 Station Settings The system displays the Station Settings on the right side of the Manager Dashboard Station 1 Settings Station Name Manager Installed Printer HF LaserJet 1020 v Printer Profile Generic Printer v Bar Codes Compatible Models Do Mot Print Bar Code v Receipt Logo Da Not Print Receipt Logo v Auto Print Timer Print Width 60 A0 Has Auto Cutter Input Type Mouse Keyboard v Enable Credit Cards On This Station JNo Tabs Screen Stay In Order Entry Multi Server Mode No Cash Drawer ID Scanner Connected Keyboard Cancel Save Figure 14 Station Settings on Manager Dashboard Screen 2 Enter the Station Name To use the touch screen keyboard select Keyboard 3 To add a receipt printer select the printer from the Installed Printer drop down list NOTE _ If your printer is not on the list you will need to add the printer in Windows Refer to Windows Help for more information on adding a printer Refer to the Up a Generic Driver for Receipt Printing section in this Manager Manual for more information on adding a generic printer 4 Select the printer name from the Printer Profile drop down list If your model 1s not on the list either select Generic Printer or a printer with a similar make and model number to the one you have Newer printers by the same manufacturer often have similar settings NOTE The model is important when using a cash dr
118. erting you that the time card has been saved PointOS M anager M anual Activities Menu 153 Adjust Time Cards Find a Time Card to Adjust The left side of the Adjust Time Cards screen lists your employees clock in times To search for a particular time card in the list complete the following steps 1 Select an employee name from the Employee Names drop down list To include inactive employees in the list check the Show Inactive Employees box 2 Select the drop down list next to Search by Clock in Date to find a time card on a specific date Select the appropriate date from the calendar 3 Select Search The system displays any time cards that match the search criteria in the Clock Ins area Adjust a Time Card To correct a past time card complete the following steps 1 Highlight the time card you want to adjust in the Clock Ins area 2 Select Modify Times The system displays the time card details in the middle of the Adjust Time Cards screen 3 Ifthe employee uses more than one job description salary you can select a new salary from the Job Description Salary drop down list 4 Change the Clock In Time by selecting a new options from the Clock In Date and or Clock In Time drop down lists 5 Change the Clock Out Time by selecting a new options from the Clock Out Date and or Clock Out Time drop down lists The system displays the total number of hours worked 6 Select Modify Time Card The system displays a m
119. essage alerting you that the time card has been updated Delete a Time Card To delete a past time card complete the following steps 1 Highlight the time card you want to delete in the Clock Ins area 2 Select Delete Time Card The system displays a warning message to verify that you want to delete this time card 3 Select Yes to continue or No to close the warning without deleting the time card PointOS M anager M anual Activities Menu 154 Employee Schedule The system displays a message alerting you that the time card has been deleted Close the Time Cards When you have finished adjusting time cards select Close Adjust Time Cards Employee Schedule The Employee Schedule screen allows you to set up the weekly schedule for employees Employees can view this schedule from the Time Clock area of PointOS To open the Employee Schedule screen select Employee Schedule from the Activities menu The system displays the Employee Schedule screen PointOS Professional Manager Tools Employee Schedule Week Starting Sunday June 13 2010 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Add To Schedule Time In Time Out Employee Copy Previous Week 49 00 pm 42 00 pm Select Employee Name NEM Las Email Schedule To All Employees Go To Current Week Navigate the Employee Schedule Select Back One Week to go to the previous week s schedule Select Forward One Week to go to the next week s sc
120. estore Database from the File menu The system displays the Windows Open dialog box to select the appropriate backup file 2 Highlight the backup file you want to use Backup databases have the file extension bak 3 Select Open Or select Cancel to close the dialog box without restoring the database The system displays the Name Your Restored Database screen Name Your Restored Database E Please Mame rour Restored Database Figure 23 Name Your Restored Database Screen 4 Enter the name for your restored database 5 Select OK or select Cancel to close the dialog without restoring the database The system displays a message while it restores the database 6 The system displays an alert to restart PointOS Select Yes to continue PointOS M anager M anual FileMenu 49 Import Customers Import Customers The Import Customers screen allows you to use an Excel file to enter your customer data in a spreadsheet format rather than using the Add New Customer screen The process for using this feature 1s 1 Use the Import Customer Data screen to export the Excel template to use for entering data This ensures that you have the correct fields and headings for your customer data 2 Open Excel and enter your customer data Save the customer Excel file in the PointOS Database folder on the computer acting as server for your PointOS setup Use the Import Customer Data screen to import the customer data into PointOS 4
121. formation can be used Select OK To close the screen without saving changes select Close Taxes Setup Database Setup The Database Setup screen contains tools that allow you to keep your database running quickly and efficiently To open the Database Setup screen select Database Setup from the Setup menu The system displays the Database Setup screen PointOS Professional Manager Tools Database Setup Auto Maintenance How Often Daily Day Of The Week Everyday Maintenance Time 12 00 00 PM v Auto Backup Name sample Restaurant backup Auto Backup Location Wr OL g rPNDOSGTELEDSr Points Database Choose Location Choose Hetwork Location Auto Backup From This Computer Force Station Restart Backup GI How To Set PointOS Up For Remote Backup Auto Maintenance Will Compact And Backup The Current Database Automatically All Stations Need To Be Restarted To Activate Changes PointOS M anager M anual Figure 35 Database Setup Database Options Restore From Backup Database Select New Database Cleanup Database Compact Database Backup Database Enable Auto Maintenance Save Auto Settings Close Database Setup Setup Menu 70 Database Setup Auto Maintenance The auto maintenance feature allow you to archive and backup the database automatically During auto maintenance items and orders will be archived and credit card pre authorizations will be deleted To set up aut
122. fying you to make sure your graphic is in the right format and in the correct location Select OK The system opens the Choose Newsletter Logo Graphic dialog box open to the correct location Choose your graphic and select Open or select Cancel to return to the Main Newsletter Options SCICCD The system displays the selected logo on the Main Newsletter Options screen If you want to include a link to your website on the newsletter enter the Website URL If you want to include a link to a map on the newsletter complete the following steps Find your location using a map service like Google or Yahoo Copy the address link into the Link to Map Website field of the Main Newsletter Options screen To reset the Main Options to the defaults select Reset Defaults 9 When you have finished selecting the Main Options select Close Main Options Body Colors Next you can select the look for your newsletter by selecting the body colors To open the Newsletter Body Colors go to the Send Newsletter screen and select Body Colors PointOS M anager M anual Activities Menu 172 Send Email Newsletter The system displays the Newsletter Body Colors screen PointOS Professional Send Newsletter send Newsletter Newsletter Body Colors Newsletter Options Body Colors Main Background Main Options JM Header Background body Colors header color K header header center Font Colors side Square Newsletter Content Side Backgr
123. g asninn irene E EENET EEEE 23 Total Stations Licensed ME 24 BS VS Py VEN E 25 Eunoe Ev LUC P M 25 Change Employee ee E 2 Eege 30 WIEN Did Te WEE 31 Accessing the Manager Dashboard eene ee eee nee eese eee se eene ee EERE EE 3l Overview of the Manager Dashboard eese nani nana 32 ISCCent REPONS 25 050 054ancr0s hoatacrddneenensusereausduactanonesaeonatueenaptnadsundatonsbepsentdienanstmoosenGentauanedadetendesdsomnabasisesdasieenas 33 View Recent Reports C1OS E 33 View Recent Repons Medem drm oreE entr I EE ETE AE EN Ire ten Eden fe umen MIU ERE 33 seu 33 View Schedule TR eU SES asc eed ceinee cities Dump euet NE TERRE RE EEEE uem uelit Eden 33 BS KINO mR 33 View Employee Schedule esee tr ee ne en M ME 34 CICOILC II e Basso pM IIERITIIGIS TINI ORE UINIIINIIIPEIUIMISTII II DISSES I0 00 m0 9999 99 59 34 Ba DN 34 Currenc E RE 34 Sa BEE 35 TESCO MN Eege 35 RE 35 wis sre Aa ASC RTI IRR RR N A E 35 Compact Re TEE 35 E ee RE 36 SE ACIVIUES E 36 BEL EE 36 Ste Ren 38 cU va I T PH Oee 40 Rene oie e ae eebe 4 EE 42 Receive Physical TEE eege 42 ense ns RN me 45 Enable Out Of Inventory Notices on This Station sssssssss Irene 46 Create an Out of Inventory Item Notice 2 ccccccccec cece eee eeeeeeeeeeeeeeeeeeee
124. ge your bar club or restaurant You can create schedules for employees and entertainment You can also manage your customer information Adjust Time Cards The Adjust Time Cards screen allows you to adjust correct or delete an employee s time card To open the Adjust Time Cards screen select Adjust Time Cards from the Activities menu PointOS M anager M anual Activities Menu 152 Adjust Time Cards The system displays the Adjust Time Cards screen PointOS Professional Manager Tools Adjust Time Cards Clock Ins Time Card Search Time Cards Employee Name select An Employee Name v Job Description Salary SEN Xt Clock In Search By Clock In Date Clock Out Date o y Create Mew Time Card Declared Tips Total Hours Modify Times Close Adjust Time Cards Figure 86 Adjust Time Cards Screen Create New Time Card l 2 3 4 select the Create New Time Card button Select the Employee Name from the drop down list Select the Job Description Salary from the Job Description Salary drop down list Enter the Clock In Time by using the calendar and clock on the Clock In Date and or Clock In Time drop down lists Change the Clock Out Time by using the calendar and clock on the Clock Out Date and or Clock Out Time drop down lists The system displays the total number of hours worked 6 7 Enter the amount for the Declared Tips if necessary Select Save Time Card The system displays a message al
125. gure 57 Membership ID Card Printing To set up your membership card printing complete the following steps 1 To include the customer name on the membership card check the Enable Customer Name Text Enter the number of pixels from the Left and the Top of the card to print the customer name text PointOS M anager M anual SetupMenu 105 9 M embership Setup To include the membership start date on the membership card check the Enable Membership Start Text Enter the number of pixels from the Left and the Top of the card to print the membership start date text To include the membership expiration date on the membership card check the Enable Expiration Date Text Enter the number of pixels from the Left and the Top of the card to print the expiration date text To include the ID Number on the membership card check the Enable ID Number Text Enter the number of pixels from the Left and the Top of the card to print the ID Number text Enter the price of the membership card if applicable in the Price Per Card field Select the Font Name from the drop down list to indicate which font to use for printing the membership card Select the Font Size from the drop down list to indicate which size to use for printing the membership card Select Save ID Card Settings to save the settings To print a test membership card to test the settings select Test Print ID Card When you have finished setting the members
126. he Button Color drop down list Enter the Gift Card Price of the selected gift card Select Save to save the menu item or Cancel to close the Change Menu Item Options screen without saving the item After you save the item the system returns to the Menu Setup screen Move Item To move an existing menu item complete the following steps 1 Open a Change Menu Item Options screen for the menu item you want to move from the Menu Setup screen 2 Select Move Item PointOS M anager M anual Menu Inventory Menu 118 Change M enu Item Options Screen The system displays the Move Menu Item screen PointOS Professional Move Menu Item Move Menu Item Caesar 5alad Cancel Figure 65 Move Menu Item Screen 3 Select the Category from the Change Category drop down list Remember that you may have a menu item appear in more than one category 4 Select an open button on the menu 5 The system displays a dialog box asking if you want to move the item Select Yes to continue Select No to close the dialog box without moving the item 6 The system displays a message indicating that the item has been moved Select OK to close the message Hide Item To hide an existing menu item complete the following steps l Open a Change Menu Item Options screen for the menu item you want to hide from the Menu Setup screen Select Hide Item The system displays a warning message to confirm that you want to hide the menu item All Short
127. he customer record s that match your search criteria in the Customers area You can also select a letter from the Quick Search First Name or Quick Search Last Name to narrow the list to customers whose name starts with the selected letter PointOS M anager M anual ActivitiesMenu 162 Change Customer Options To open the Change Customer Options screen select the customer you want to update or select Add New Customer Refer to the Change Customer Options section in this Manager Manual for more information When you have finished viewing the customer list select Close Customer Maintenance Change Customer Options The Change Customer Options screen allows you to maintain several details about your customers including a scanned driver s license and setting special customer pricing If you want to scan the customer s driver s license you must have a compatible scanner Add the customer from the front end Order Entry Start New Tab New Customer screen The New Customer screen on the front end is the only entry point for photos Then you can view the data on this screen NOTE Make sure to get the customer s permission before collecting his or her data You must follow all local and federal privacy laws To open the Change Customer Options screen go to the Customer Activities screen and select the desired customer or select Add New Customer PointOS M anager M anual Activities Menu 163 Change Customer Options The system displays the
128. he message without selecting a new database 3 The system displays another alert notifying you that PointOS will restart Select OK The system displays the Select a Database screen PointOS Professional Select A Database E E 1 Sq np riease Lnoose YoUr L Default Database Sample Testing Restore Backup ABC Company Database Database Choose Database Hew Database Quit Program og Copyright 2201 Figure 22 Select a Database Screen PointOS M anager M anual FileMenu 48 Restore Database 4 Select one of the following options Default Database the database you have previously created Sample Testing Database a sample database in the Demo version of the software to try out the software New Database to create a new database Refer to the Database section in this Manager Manual for more information Choose Database to select an existing database from the server Refer to the Database section in this Manager Manual for more information Select Quit Program to close PointOS Restore Database NOTE Restoring the database is intended for emergency recovery of data only The Restore Database option allows you to restore your database to a previously backed up version in case of data loss NOTE You can restore only on a computer that is running the server portion SQL and not from a station running client only To restore a previously backed up database complete the following steps 1 Select R
129. he system displays the Vendor Setup screen PointOS Professional Manager Tools File E clit Setup Menu Inventory Activities Reports Sales Reports endor Setup Vendors Vendor Options YourHealthsource Open Vendor Close Vendor Setup Figure 74 Vendor Setup Screen The left side of the screen lists all of your vendors To define a new vendor Select New Vendor The system opens a blank Vendor Information screen To change vendor information complete the following steps 1 Highlight the name of the vendor you want to edit in the Vendors area 2 Select Open Vendor The system opens the Vendor Information screen for that vendor PointOS M anager M anual Menu Inventory Menu 134 Vendor Information Screen When you have finished setting up your vendors select Close Vendor Setup Vendor Information Screen To enter a new vendor or update existing vendor information you use the Vendor Information screen To open the Vendor Information screen go to the Vendor Setup screen and select New Vendor or select the vendor from the Vendor list and select Open Vendor The system displays the Vendor Information screen PointOS Professional Manager Tools Vendor Setup Vendor Information Vendor Options YourHealthisource Vendor Name YourHealthSource Account Number pO Vendor Address NENNEN Vendor Phone Extension Lo JL Sales Person Close Vendor Setup Figure 75 Vendor Information Screen To enter a
130. hedule PointOS M anager M anual Activities Menu 155 Select Go To Current Week to return to the schedule for the current week Select Print to print the currently displayed schedule Create an Employee Schedule Complete the following steps to create an employee schedule Select the employee from the Employee drop down list Select the starting time from the Time In drop down list select the ending time from the Time Out drop down list Select Add on the day s to add that employee at the selected time p dx E x Repeat for all the days that employee works selecting a new Time In and Time Out for different days as necessary E Repeat for all of the employees 7 Select Save to save the schedule information You can also speed scheduling up by copying a schedule 1 Select Copy Previous Week to copy the previous week s schedule to the current week 2 Select Copy To Next Week to copy the current schedule to the next week Email the Schedule to Employees You can email the employee schedule to all employees that have an email addresses in the employee profile NOTE You must have set up email on your system Refer to the Setup section in this Manager Manual for more information 1 Select Email Schedule to All Employees Close the Employee Schedule When you have finished creating the employee schedule select Done PointOS M anager M anual Activities Menu 156 Employee Contact Information Employee
131. hen you select Closing Reports from the Reports menu the system displays the Closing Reports screen PointOS Closing Reports Closing Reports Select A Report Damaged Area O O Damage Description Reorder Inventory Items NENNEN Other Information Figure 116 Closing Reports Screen Highlight the report you want to view from the left side of the screen and select View Report The system displays the report information in the Damaged Area Damage Description Reorder Inventory Items and Other Information areas Select Done when you have finished viewing the Closing Reports PointOS M anager M anual Reports and Sales Reports Menus 202 Report Descriptions Incident Reports Employees can file a report for any type of incident that happens at the location such as an accident When you select Incident Reports from the Reports menu the system displays the Incident Reports screen PointOS Incident Reports Incident Reports Select A Report I Incident Time Location Employees Involved Customers Involved What Happened Injuries Who Responded D View Report Figure 117 Incident Reports Screen Highlight the report you want to view from the left side of the screen and select View Report The right side of the screen displays the following information Incident time Employees involved Customers involved A description of what happened Any injuries Whether the Fire Police or Rescue services respo
132. hip card settings select Close ID Card Setup Save Membership Settings Select Save Membership Settings to save the settings for the selected membership When you have finished setting up your memberships select Close Membership Setup PointOS M anager M anual SetupMenu 106 Menu Inventory Menu Overview The Menu Inventory Menu includes options to allow you to take advantage of the powerful inventory control features of PointOS Your first step will be to create Inventory Items These are the goods you purchase by the case bottle keg or item Refer to the Inventory Item Setup section in this Manager Manual for more information on setting up inventory items Once you have your inventory established you can create your Order Entry menu by creating menu items Menu items are the items that the server rings on the register for an order Refer to the Menu setup section in this Manager Manual for more information on setting up your menu items Inventory items can be menu items but they can also be one ingredient in a recipe Recipes are what link inventory items with menu items For example you may have one vodka menu item but vodka may also be an ingredient in other menu items like Long Island Ice Tea Refer to the Item Recipes section in this Manager Manual for more information on creating recipes Once you have linked your inventory with menu items using recipes the appropriate inventory count is automatically de
133. ification Customer Song Lists Quick Customer Adding Customer Sales Tracking Age Appropriate Order Entry Screen Pictures on Customer Tabs Customer Profiles Notes PointOS M anager M anual Introduction 14 System Requirements System Requirements Minimum Requirements Windows XP SP3 Vista or Windows 7 256 MB Ram Multi Station Server Requirements Do Not Use XP Home Vista Home Basic Recommended Hardware optional Touch Screen Monitor Receipt Printer MME Cash Drawer For Bar Code Scanning optional Bar Code Reader For ID Verification optional Scan Shell hardware only For Credit Cards optional Merchant Warehouse Account Magnetic Strip Reader Software optional QuickBooks Not QB POS Manager Manual Conventions This manual provides information on using the screens in the Manager Dashboard and Manager Menus of PointOS Professional The conventions include using bold face for interactions with menus or fields on a screen The manual also uses italics to indicate screen names The Manager Manual is organized by menu from the Manager Dashboard PointOS M anager M anual Introduction 15 Getting Started Overview of Installation and New Install Process After you download the PointOS software you will install the software The Installation Process 1s simplified by the InstallAware Wizard Then the PointOS software will guide you through the following steps of the new install process Selec
134. ile on your computer and select Open Mu Recent Documents C3 Desktop Bal PointOS Import Customer Worksheet Mu Documents 48 My Computer File name ont Import Customer Worksheet v Fiesoftype Excel File Lei dei v Open as read only My M etwork Figure 25 Windows Open for Import Customer Data 3 The system displays a message asking if you would like to import the data now Select Yes to continue Or select No to close the dialog box without importing the data 4 The system displays a message indicating that the import was successful Select OK to close the message PointOS M anager M anual FileMenu 51 5 6 Import Employees Review the contents of the file in the list of customers You can edit the fields but you cannot add or delete customers from here Select Save Customers to Database NOTE Ifyou close the screen without saving the data the customers will not be included in your ip database The system displays a message indicating that the save was successful with the number of customers added to the database Select OK to close the message Import Employees The Import Employees screen allows you to use an Excel file to enter your employee data in a spreadsheet format rather than using the Employee Setup screen The process for using this feature 1s l Use the Import Employees screen to export the Excel template to use for entering data This ensures that you have the
135. im d aite tunm see E E Se cu Mes rau Sere MEM DU SM DU M neem 140 Modifier Options e els S REPERIO 141 Happy Hour e Be EEN 143 Pe Cla Price peP DOCET octo eaaa n aN e A T N a iupra i 145 PointOS M anager M anual List of Figures 244 hs Ee au P IG ar E E EE 147 Inventors EE 148 Re e Oo uide E 150 Adjust Ken E 153 Employee Contact Information ccccccccsssssssssssssseeesessssssessessesseseesssseeseseeseeeseesseeseeesseeeeeeseeseeeeeeeeeeeees 157 Schedule e E EE 159 Schedule Request IntOLbHadt EON ececoseee odere ERES FOU ES e EDD PIU PIX I TCU EDDIE SUE E Ku CU EEUU RI EM UU S 160 Manager Response to Schedule Requ6SL teste 161 Customer 2e y MISSUS ClCH E 162 Change Customer Options SCOPO EE 164 View Customer DIESE SCOPO s 104i irietoniinusastinioodad iussis isieasoaiMssens sisi edad assqei sisiess odas est ea eere iti 167 Customer Eeer 169 sond NOWSICHOT SCEI npa na a Pe en PP eee en ern ee 170 KEREN 171 Newsletter Body Colors ISCEGOE E 173 Newsletter Font Colors SOLGO usce restet bna ede Eessen 174 Newsletter Calendar SCPC ED wx ccccsnctanaseassansevvsssanasensoeeeandtanonedsaandewessanuasensgedeandsonerndaadadewessaauaaesoedeandtoneiediadaes 175 Newsleter CODE DOPO C01 sica cbnsasasuserndanabscasaneienndenaiudasaadunadanalsdasanaivandenaludasasadesedanabsdasseaidasdesalusasasecunadanaie 176 Choose Newsletter Recipients Screen 177 Unsubscribe Newsletter Customers EES iso enti esee epe EIS ER
136. ing PointOS DoorMan as one of your licensed stations The Door Manager Settings screen allows you to set your Door Manager settings To open the Door Manager Settings screen select Door Manager Settings from the Setup menu The system displays the Door Manager Settings screen PointOS Professional Manager Tools Door Manager Settings Change Door Manager Options Main Settings Add Cover Charge When Adding Customers From The Customer Screen Prom pt For Membership Choose The Options That Will Members Pay Cover Charge Automatically Occur When Customer Is Added To A Tab Door Manager Options Show Customer Notices Add Customer Music Cover Charge 1 Cover Charge 2 Minimum Age 18 Years Old w Minimum Age 18 Years Old Enable Cover Charge 1 Enable Cover Charge 2 Cover Charge 3 Cover Charge 4 Minimum Aqe 18 Years Old Minimum Aqe 18 Years Old Menu Item Menu Item Enable Cover Charge 3 Enable Cover Charge 4 Save Door Manager Settings Close Door Manager Options Figure 54 Door Manager Settings Screen The Main Settings area controls what will automatically occur when you add a new customer to a tab using the Door Manager Check one or more options to include those activities You can set up to four different cover charges Complete the following steps for each cover charge 1 Select the Minimum Age from the drop down list 2 Select the associated Menu Item for the cover charge from th
137. ing it decrease or increase an item by a percent You can also select to add another ingredient to a menu item To change the modifier options complete the following steps 1 Ifthe modifier does not affect inventory select No Change To Inventory from the Modifier Type drop down list 2 To change a menu item by a percentage complete the following steps Select Change Item By Percent from the Modifier Type drop down list Select Increase or Decrease from the Increase or Decrease drop down list Enter the percent change in the Percent Change field PointOS M anager M anual Menu Inventory Menu 141 3 To change a menu item by volume complete the following steps select Change Item By Volume from the Modifier Type drop down list Select Increase or Decrease from the Increase or Decrease drop down list Enter the percent change in the Volume Change field 4 To change a menu item by adding an ingredient complete the following steps Select Add Ingredient from the Modifier Type drop down list Select the inventory item from the Modifier Ingredient drop down list Enter the amount in the Ingredient Amount field 5 Select Save Modifier Recipe to save the recipe information Close M odifier Recipes When you have finished setting up your modifier recipes select Close Modifier Recipes PointOS M anager M anual Menu Inventory Menu 142 Happy Hour Setup Happy Hour Setup The Happy Hour Setup screen allows you to control autom
138. intOS Menu Item Import Worksheet file in the location you saved Open it in Excel and enter your menu item data When you have finished save the file PointOS M anager M anual FileMenu 55 Import Inventory Items Import Menu Item Data To import the menu item data complete the following steps 1 Select the Select Menu Item Excel File button on the Import Menu Item Data screen 2 Windows displays the Open dialog box to help you select the correct file Locate the file on your computer and select Open 3 The system displays a message asking if you would like to import the data now Select Yes to continue Or select No to close the dialog box without importing the data 4 The system displays a message indicating that the import was successful Select OK to close the message 5 Review the contents of the file in the list of menu items You can edit the fields but you cannot add or delete menu items from here 6 Select Save Menu Items to Database NOTE Ifyou close the screen without saving the data the menu items will not be included in your database 7 The system displays a message indicating that the save was successful with the number of menu items added to the database Select OK to close the message 8 The system displays a message informing you that your imported menu items are currently hidden Select OK to close the message 9 Open the Menu Item Setup screen to attach the imported menu items to an open slot on
139. inter 1 Highlight the customer for whom you want to print a membership card in the Customers area 2 Choose Select Customer 3 Select Print Membership Card PointOS M anager M anual Activities Menu 181 The system displays the Print Membership Card screen PointOS DoorMan Print Membership Card Member Name Membership 5tarted 6 21 2010 Capture Or Print Membership Expiration Membership 9 20 2010 Card amp Print Membership Card Figure 104 Print Membership Card Screen To print the card select Print Membership Card Or Cancel to close the screen without printing the card To capture the magnetic stripe on the card complete the following steps 1 Select Capture Magnetic Stripe On Card to open the Add ID Card screen PointOS Professional Add ID Card Add Member ID Card oteve White Swipe Member ID Card Now Do Not Swipe ID Card Figure 105 Add ID Card Screen 2 Swipe the card Close Manage M emberships When you have finished working with memberships select Close Manage Memberships PointOS M anager M anual Activities Menu 182 Calendar Calendar The Calendar screen allows you to set up the weekly entertainment schedule and the weekly specials calendar Employees can view or print for customers this schedule from the Time Card area To open the Calendar screen select Calendar from the Activities menu The system displays the Calendar screen PointOS Professional Manager Tools Cal
140. ional Manager Tools Main Setup Change Main Options Company Information Company Contact Information Menu Page Graphic Company Name Phone Number Abc Restaurant 066 992 2767 No Fax Number Graphic Selected Street Address 2120 58th Avenue Suite 218 Email Address salesi paintas cam Appearance Settings vero Beach Website Menu Page Graphic Choose State Zip Code Wit paintas cam fs Graphic Florida 32566 Background Color Other Settings Receipt Message Measurements Standard USA Thank You Day Start Time Total Stations Licensed ee 1 Station pick a time between operating end and start Automatically Check For Updates aches Figure 7 Main Setup Screen PointOS M anager M anual Getting Started 22 M ain Setup Company Information and Company Contact Information 1 Enter your Company Information Company Name Street Address Address 2 City State Zip Code 2 Enter the Company Contact Information Area code and Phone Number numbers only Fax Number Contact Email Address optional Website address optional Other Settings and Receipt M essage 1 From the Other Settings area select either Standard USA or Metric from the Measurements drop down list 2 From the Other Settings area set the Day Start Time You should select a time when your bar club or restaurant is not operating to provide a breaking point between operating days Refer to the the Time section in this Manager Manua
141. ional Printer Settings on Manager Dashboard Screen sse 39 PLGP OU iC aaa N E E EE EE ENAA iesu nim MUl esu ad penc bid aen E s da ost ud 40 TRS et enis BIETET NOT ONT OO TOT 4 Add Casi to Draw Cr 1S E 42 Inventory Item Counts Touch Sereen a6 5cnsccrawsascnnnhensnernsedaneiindenswakanadsennnbeasashnasiaatiadehswaknesdsenhabenswarnnetasniadens 43 Inyentory Mem EX At OCs eieltesgeegtereeeet eege Eed 44 Outor Inventory ee 45 SE PADa O e E EEEE E EE E EE 48 Name Your Restored Database ere iow dm AE EERE EE isa ENEE Gad 49 Impor Customer EE 50 Windows Open for Import Customer Data 51 Import Employee Data Screen 53 Import Menu lem Data Sere Ct secs es eiseequs nKvssibo 0 SE RASEUERE DiMES PoYRUSE TA RH REA ERNEA Tar iniaa 55 Import Inventory Item Data Screen cc ceeccccccccccsceeesseecccccscaeeesseeccccessaeessseeeeeeessaeesseeesecesssageaseseeeeeeagas 57 SEC Repor Printer Sere Ci aryr rn nen RENNENE Oe ee 59 Add New Printer Type SOREOl ee ee ee ee ERNETEN 60 Pole Display Sep SOLOetteus seii N E EE E EMI EOR 61 OnsSereen Re DOJEQ o sette O E sis O EET Ue Dal UU MR M UM Det ib MM ED Ul UU D ES 64 Payment Se UD OU CC eebe 66 KT 69 Enea WT 70 Secar y CUO EE 73 Cas gcc DeHTHs e EE 74 Customer NOUCE Sep SOL CCI EE 75 PointOS M anager M anual List of Figures 243 ID les gies 31 E 77 Advanced Connection SANES sieniin asriar n TNE EANET E EAEE A 78 Discount Sep E E 79 Drink Chip Semp SCLC ME 81
142. ions you must clear the pre authorizations through PointOS batching If you batch from the Merchant Warehouse website without batching through PointOS your pre authorization customers will incur a 01 charge To open the Batch Credit Cards screen select Batch Credit Cards from the Activities menu The system displays the Batch Credit Cards screen and begins the process of batching credit cards PointOS Professional Batch Credit Cards Batch Credit Cards Batch Results Result Response Message pO 6 18 10 7 14 AM Status Cleaning Up All Preauthorizations Large Batches Can Take Several Minutes Press Hide To Close This Window Figure 110 Batch Credit Cards The system displays the Batch Results Responses Message and current status of the batch To hide the Batch Credit Cards screen while it continues batching select Hide PointOS M anager M anual ActivitiesMenu 191 Credit Card Refund Credit Card Refund NOTE This option is only available if you have credit cards enabled on your system The Credit Card Refund screen allows you to issue a refund to a customer s credit card To open the Credit Card Refund screen select Credit Card Refund from the Activities menu The system displays the Credit Card Refund screen PointOS Professional Manager Tools Credit Card Refund Credit Card Information Refund Results Enter Exp Dat Card Response Refund Amount RefNumber Amount o On Screen Keyboard Refund Reason
143. ired 1 e Tax 1 Tax 2 Tax 3 or Tax 4 2 Enter the number for the percent in the percent field For example enter 5 for a 5 tax rate If you want to include the tax in the price of the selected items select the Included in Price box If you check this the tax will be calculated but it will not be shown as a separate item on the check 4 Select the Apply Tax to All Items to apply the selected tax to ALL items on the menu The system displays a message to make sure you want to do this Select Yes to continue and OK on the confirmation message You can also select Remove Tax From AU Items on the menu The system displays a message to make sure you want to do this Select Yes to continue and OK on the confirmation message PointOS M anager M anual Setup Menu 69 Database Setup 5 To add the selected tax to all items in a certain group select the group from the drop down list Select the Add Tax button next to the group Select OK on the confirmation message 6 To add the selected tax to all items in a certain category select the category from the drop down list Select the Add Tax button next to the category Select OK on the confirmation message 7 Checkthe Show Taxes On Every Ordered Item On Printer Receipt box to include the taxes on the printed receipt 8 Select Save Taxes to complete the Taxes Setup and close the screen The system displays an alert notifying you that all stations must be restarted before the new tax in
144. is the Linksys Music Bridge This uses Wi Fi or Ethernet cable to send a digital music signal directly to your stereo It is available online or at many electronics retailers Setting Up A Port Online reporting requires you to set up a port Complete the following steps Select the Windows Start Menu Select Microsoft SQL Server 2005 Select Configuration Tools Select SQL Server Configuration Manager Expand SQL Server Network Configuration Select Protocols for SHAKENSOFT ot spe 399 GE cs The system displays the Protocols in the window on the right BIG File Action View Help e a E Bg Xm SOL Server Configuration Manager Local Pratacal Mame Status B SOL Server 2005 Services K Shared Memory Enabled Ce GOL Server 2005 Network Configuration He Protocols For SHAKENSOFT EC SOL Native Client Configuration Y Named Pipes Enabled di TCPYIP Enabled d VIA Disabled Figure 136 SQL Server Configuration M anager 7 Make sure the TCP IP protocol is Enabled If not right click TCP IP and select Enable 8 Right click TCP IP and select Properties PointOS M anager M anual Technical Setup 238 The system opens the TCP IP Properties dialog box Prakacal TCP IP Properties O General Enabled Keep Alive Listen All Mo Delay Enabled Enable or disable TCP IP protocol For this server instance IP Addresses Figure 137 TCP IP Properties 9 Select the IP Addresses tab 10 Scroll down to the end
145. isplays the Modifier Recipe Setup screen PointOS Professional Manager Tools Modifier Recipe Setup Modifier Group Modifiers Modifier Recipe Options Condiments Dressings Sandwich Mode aides Soda Mods Wing Sauce Open Group Open Modifier Close Modifier Recipes Figure 79 Modifier Recipe Setup Screen The left side of the screen lists your Modifier Groups To open the Modifier Recipe Information screen for a modifier complete the following steps 1 Highlight the modifier group in the Modifier Group list 2 Select Open Group The system displays the modifiers in that group in the Modifiers area 3 Highlight the modifier you want to change in the Modifiers area PointOS M anager M anual Menu InventoryMenu 140 M odifier Recipes 4 Select Open Modifier The system displays the Modifier Options for that menu item PointOS Professional Manager Tools Modifier Recipe Setup Modifier Group Modifier Options Modifier Type Modifier Name Change Item By Percent v Large Soda Mods Change Item By Percent Increase Or Decrease Increase w Percent Change Save Modifier Recipe Close Modifier Recipes Figure 80 Modifier Options Screen The Modifier Options screen allows you to choose from several options on how the selected modifier affects inventory You can change the selected menu item by increasing or decreasing the volume such as for a half drink or a tall drink You can change the menu item by hav
146. item you want to change appears 2 Select the menu item you want to change in the Menu Items area The system displays the Change Menu Item Options screen Refer to the Change Menu Item section in this Manager Manual for more information on changing the information for the menu item If the item you selected is actually a shortcut the system displays a dialog box asking whether you want to remove the shortcut or edit the original item Select Edit Original Item to open the Change Menu Item Options screen for that item NOTE You cannot delete a menu item because if the item has previously been ordered this will negatively affect reporting Change Menu Item Options Screen The Change Menu Item Options screen allows you to add a new menu item course separator or gift card or change existing menu items You can also use this screen to move hide or delete menu items This screen allows you to navigate to the Modifier Setup screen or the Menu Item Recipe Setup screen for a selected menu item Add New Menu Item or Edit Existing Menu Item To enter a new menu item or change an existing menu item complete the following steps 1 Open a Change Menu Item Options screen for a new or existing menu item from the Menu Setup screen Refer to the a New Menu Item section in this Manager Manual for the steps to open the Change Menu Item Options screen PointOS M anager M anual Menu Inventory Menu 112 Change M enu Item Options Screen The s
147. ks QuickBooks iauickBaooks and the QuickBooks lago are trademarks of Intuit Inc displayed wih permission CI A ose PointOS To QuickBooks Intuit has nat endorsed or reviewed this product or statements about this product contained in this document Figure 113 PointOS to QuickBooks To use the Connect to QuickBooks feature first launch QuickBooks with your company file loaded To set up your connection complete the following steps 1 Read the Terms of Service and check the box indicating that you understand them 2 Select the Connection Mode from the drop down list 3 Select Connect To QuickBooks PointOS M anager M anual ActivitiesMenu 196 PointOS to QuickBooks 4 QuickBooks will prompt you to allow the connection from PointOS Professional Select Yes to allow the connection 5 Select Setup QuickBooks Connection The system displays the Send To QuickBooks screen PointOS Professional PointOS To QuickBooks PointOS To QuickBooks Send To QuickBookso QuickBooks Options Information To Update Update Progress Setup J Orders And Payments QuickBooks O Pay Outs Connection LJ Cash Drawer Overs L Cash Drawer Unders Need QuickBooks Not Paid By The Employee Credit Card Refunds QuickBooks O Gift Cards Issued Click Here LJ Employee Information save Up To 20 O Vendor Information Free Shipping Transfer Date Range Update Status Is Not Compatiable PointOS To QuickBooks Waiting With
148. l for more information about using the system clock 3 Enter a Receipt Message to use as a footer for all printed sales receipts Menu Page Graphic and Appearance Settings 1 Make sure you have saved your graphic in jpg format with an image size of 740 x 240 in the Backgrounds folder of your database 2 Select Choose Graphic from the Appearance Settings area of the Main Setup screen The system displays an alert notifying you to make sure your graphic 1s in the right format and in the correct location All graphics must be in the shared network PointOS Database folder 3 Select OK The system opens the Choose Main Menu Graphic dialog box open to the correct location 4 Choose your graphic and select Open or select Cancel to return to the Main Setup screen The system displays the selected graphic in the Menu Page Graphic area of the Main Setup screen 5 Select a color to use on the background of the Menu Page from the Background Color drop down list PointOS M anager M anual Getting Started 23 M ain Setup Total Stations Licensed The system displays the number of stations you currently have licensed with PointOS NOTE The license is concurrent connections to the database The software can be installed on as many computers as you like but if you try to connect more than you license the system displays the stations Manager screen with a warning instructing you to shut down another station Refer to the Manager section
149. lect OK to close the dialog box To rename a payout category complete the following steps Highlight the selected category in the Pay Out Categories list 2 Update the name in the Pay Out Category field Check the Entertainment Category box if applicable 3 Select Update To delete a payout category complete the following steps Highlight the selected category in the Pay Out Categories list 1 Select Delete 2 The system verifies that you want to save the payout category Select Yes to save or No to close the box without saving Setting Up A Payout You can set up a payout for future use Complete the following steps Highlight the selected category in the Pay Out Categories list Enter the name in the Pay Out To field Enter the description in the Description field Enter more information in the Comment for Future Pay Outs field Select Save Pay Out GC S e x The system verifies that you want to save the payout category 6 Select Yes to save or No to close the box without saving PointOS M anager M anual Activities Menu 190 Batch Credit Cards Close Manage Pay Outs When you have finished working with Pay Outs select Done Batch Credit Cards The Batch Credit Card screen allows you to manually batch credit cards and clear pre authorizations Refer to the Payment Setup section in this Manager Manual for more information about automatically batching credit cards NOTE Ifyou are using pre authorizat
150. les Reports Menus 207 Report Descriptions Orders The Orders Report gives you a list of all orders both open and closed When you select an order in this list the system displays a copy of the check Open Orders The Open Orders Report indicates the orders on the system have not yet been paid When you select an order in this list the system displays a copy of the check Payments The Payments Report shows all the payments made during the selected time frame Gift Cards The Gift Cards Report indicates the gift cards that have been redeemed as payment during the selected time frame Personal Checks The Personal Checks Report indicates the personal checks that have been used as payment during the selected time frame Taxes The Taxes Report provides a breakdown of your sales and how much you have collected in taxes This report will show both add on tax and tax that 1s included in a menu item price Credit Batches If you are using PointOS to batch your credit cards the Credit Batches Report indicates the credit card batch amounts and result for the selected time frame Credit Card Refunds The Credit Card Refunds Report indicates any credit card refunds that have been processed for the selected time frame Daily Report The Daily Report provides detailed information about all days in the selected time frame This information includes pay outs drawer over unders tips discounts voids cash sales credit card
151. lists the full and partial amounts on hand for that item as of the Last Updated date 3 To add inventory enter a number in the Full and Loose fields To remove inventory enter a minus sign followed by the number in the Full and Loose fields 4 Select Zero Item to set the current inventory for this item to zero NOTE This item is to start your inventory over Warning This cannot be undone and will reset all inventory items to zero 5 Select View Log to view the Inventory Log screen for this item Refer to the Item Log section in this Manager Manual for more information 6 Select Save Inventory Item Changes made to inventory from the Manager area are available in the Inventory Change Report When you have finished your inventory update select Close Inventory Item Counts PointOS M anager M anual Menu Inventory Menu 149 Print Count Sheet Print Count Sheet Count sheets are blank worksheets that include all inventory items This is useful for doing a physical inventory count of your location The Print Count Sheet option allows you to print the count sheet export it as an HTML file export it as a PDF file export it as an RTF file which can be opened in Microsoft Word or view the count sheet on screen To open the nventory Count Sheet screen select Print Count Sheet from the Menu Inventory menu The system displays the Inventory Count Sheet screen PointOS Professional Manager Tools Inventory Count Sheet Invento
152. ll Music The Delete All Music option allows you to start over with new music This function removes all music information from the database and may have adverse effects on customer song lists NOTE This DOES NOT delete any music files from your computer just from the PointOS data base This selection 1s completely safe Select Delete All Music from the Maintenance menu The system displays a warning message asking if you want to delete the music Select Yes to continue or select No to close the warning without deleting the music PointOS M anager M anual Maintenance Menu 224 Help Menu Overview The Help menu provides additional resources and support Online Manual The Online Manual provides online support for using the manager functions of PointOS Select Online Manual from the Help menu The system displays the PointOS Professional Manager Help in a new tab of your browser window Manager Manual The Manager Manual is this Manager Manual Select Manager Manual from the Help menu to open the PDF of the PointOS Professional Manager Manual in a new tab of your browser window The system displays the PointOS Professional Manager Help in a new tab of your browser window Check for Update The Check for Update option opens the PointOS Updater NOTE Updating PointOS will not uninstall SOL You WILL NOT lose any data Select Check for Update from the Help menu PointOS M anager M anual Help Menu 225 Check for U
153. locks However it will not provide as much detail as the weekly report The entire week is included in the report regardless of whether the start date or end date are in the middle of a week Sales By Month The Sales By Month Report provides all of the sales group in one month blocks However it will not provide as much detail as the monthly report but will run much more quickly The entire month is included in the report regardless of whether the start date or end date are in the middle of a month PointOS M anager M anual Reports and Sales Reports Menus 209 Report Descriptions Sales By Item The Sales By Item Report indicates all of the items sold during a specific period of time It will group the items by type giving you a total count To view associated modifiers check the Show Report Detail box This report is very database intensive and may take quite a while to execute Item Sales By Hour The Item Sales By Hour Report indicates all of the items sold during a specific period of time broken down into 24 hour increments It will group the items by type giving you a total count To view associated modifiers check the Show Report Detail box This report is very database intensive and may take quite a while to execute Item Sales By Server The Item Sales By Server Report indicates the sales by server It also shows what items each server sold during the selected date range Item Sales By Server Ring The It
154. loyee select Employee Name v Show Inactive Employees Down Close Employee Setup All Stations Need To Be Restarted To Activate Employee Changes Figure 9 Employee Setup Screen PointOS M anager M anual Getting Started 25 Employee Setup You can add new employees or change the settings for the default employee PointOS Administrator Once you have added other employees you can also change their settings For all three options you will use the Change Employee Options screen l Select Add New Employee from the Change Options area to open the Change Employee Options screen to create a new employee in the system Once you have added employees they are listed in the Employees list of the Employee Setup screen 2 Select PointOS Administrator from the Employees list to open the Change Employee Options screen for the PointOS Administrator and change the employee settings Once you have saved the information the PointOS Administrator 1s listed by employee name in the Employees list 3 Select an employee s name from the Employees list to open the Change Employee Options screen for that employee and change the employee settings The employees are listed in the Employees list in alphabetical order Use the Up or Down arrows to scroll through a long list of employees For a quick method to scroll to the employee select the employee s name from the Pick Employee drop down list 4 Check the Show Inactive Employees box to i
155. loyee Setup screen Refer to the Employee Setup section in the Getting Started chapter of this Manager Manual for more information either screen Payment Setup The Payment Setup screen allows you to set all of your payment options and information NOTE Credit cards must be enabled in two places on the Payment Setup screen and on EACH station where credit cards are accepted some stations may be cash only To open the Payment Setup screen select Payment Setup from the Setup menu The system displays the Payment Setup screen PointOS Professional Manager Tools File Edit Setup Menu Inventory Activities Reports Sales Reparts Maintenance Help Payment Setup C2 Change Payment Settings Merchant Warehouse Settings Payments Accepted Gratuity Site Name American Express m Gratuity Percent Sire ID Discover Add For Humber Of Guests MasterCard Any Number Of Guests Site Key Visa e Gift Cards O Add Auto Gratuity Use Preauthorization On Tabs Personal Checks E Credit Card Tips Are Hot Removed Time Out Seconds From Drawer At Close Cash Out Create Gift Card Securi Enable Credit Cards Receipt Copys Printed Level 1 Employee v 1 Copy bi Enable Merchant Warehouse Auto Batch Each Credit Card Station Must Also Have A Constant Connnection Ta The Internet OR If fou Da Mot Have A Merchant Warehouse Do Not Batch With Open Drawers C Enable External Terminal Account But Would Like To Begin To Take That Hav
156. mberships To unsubscribe the selected customers from the email newsletter list select Unsubscribe Selected To add the selected customers to the email newsletter list select Subscribe Selected Close Unsubscribe Customers When you have finished working with customer newsletter subscriptions select Close Unsubscribe Customers Manage Memberships NOTE This screen is only available if you are using PointOS DoorMan as one of your licensed stations The Manage Memberships screen allows you to manage your customer memberships To open the Manage Memberships screen select Manage Memberships from the Activities menu The system displays the Manage Memberships screen PointOS Professional Manager Tools Manage Memberships Customers Customer Information Search Customers Mary Blue Customer Mame Rodger Green Customer Names Durus Doo Michele Wiedemer Special Pricing E Membership Information search By Membership Date Membership Type Number Of Allowed Guests Membership Begins Ends Select A Customer a eens amp Print Membership Card e Close Manage Memberships El Update Member Information Figure 103 Manage Memberships Screen PointOS M anager M anual ActivitiesMenu 180 M anage M emberships Find Customer The Customers area lists the customers in your system To find a specific customer use the Search Customers 1 Select the Customer Name from the drop down list 2 Check the Show Non Members box to i
157. more information Current Closed Sales This gives you a live snapshot of your current sales for the day not including open orders or voids To refresh the current closed sales information select Refresh from the Current Closed Sales area of the Manager Dashboard The system updates the display with the most recent information NOTE Refer to the Setup section in this Manager Manual for more information on setting the day start time PointOS M anager M anual Manager Dashboard 34 System Statistics System Statistics This area shows you several valuable pieces of information about the system Drawers cashed in Number of stations connected Number of customers Number of songs in the system To update the statistics select Refresh Disconnect Stations This area allows you to quickly disconnect all stations To disconnect all stations select Disconnect Stations from the System Statistics area of the Manager Dashboard Database This area gives you information about your database You can view the database name size and when it was compacted and backed up NOTE We recommend that you backup and compact your database at least once a week Select Database If you need to select a new database for example if you have a training database setup for new employees complete the following steps 1 Choose Select from the Database area of the Manager Dashboard 2 The system displays a warning to make sure you wa
158. mpt H Save Settings Close Report Setup NOTE There is a maximum of 12 Weather Conditions If you have already added weather conditions you cannot add more than 12 You must delete or update other conditions instead Select Add New Condition 2 The system displays an Add New Weather Condition dialog box Enter the name of the new weather condition 3 Select OK to save the new weather condition or select Cancel to close the dialog box without saving PointOS M anager M anual Setup Menu 90 Report Setup To edit an existing weather condition complete the following steps 1 Highlight the name of the weather condition you want to edit from the Weather Conditions 2 Editthe weather condition name 1f desired 3 To update the weather condition select Update To delete the weather condition select Delete When you have finished working with Weather Conditions select Close Weather Conditions Define No ID Reasons The No ID Reasons are the options that are displayed when a tab is started without scanning an ID To open the No ID Reason Setup screen select No ID Reasons under Report Options The system displays the NO ID Reason Setup screen PointOS Professional Manager Tools Report Setup No ID Reason Setup Report Options Location Areas No ID Reasons No ID Reason Bracelet Weather Conditions Damaged License Over 35 No ID Reasons Passport Delete Update Report Prompt Settings Visually Seen Cash In
159. much the new customers spent as well as how often they have visited PointOS M anager M anual Reports and Sales Reports Menus 206 Report Descriptions Door Report NOTE This report is only available if you are using PointOS DoorMan as one of your licensed stations The Door Report provides a listing and total of members through the door on the selected date It also shows the time the member arrived Guest Report NOTE This report is only available if you are using PointOS DoorMan as one of your licensed stations The Guest Report indicates all orders with guests entered including number of items ordered and average sale per guest It does not include discounts or refunds Member Report NOTE This report is only available if you are using PointOS DoorMan as one of your licensed stations The Member Report provides a listing of members with the membership type and dates the last visit and the amount spent Detailed Report The Detailed Report includes the following information for the selected time frame sales by Group sales by Category Payments by Type Total Cash Back Check Detail Cash Report sales Report Total Net Sales Cost Of Goods The Cost of Goods Report shows what you have spent on ingredients for the things you sell You can compare that to how much revenue each item generates This will return a percentage that will give you your overall item cost PointOS M anager M anual Reports and Sa
160. n this Manager Manual for more information about setting the day start time Show Report Detail Many reports have extra detail that you may want to see To get more detail on these reports check the Show Report Detail box Generate Report To generate a report complete the following steps 1 Select the report you want to generate from the Reports menu or the Sales Reports menu 2 Inthe Report Options area use the drop down arrows to select the options appropriate to the data you want to view for the selected report 3 Select Generate Report Some reports are very database intensive and may take from 1 to 10 minutes to run Please be patient PointOS M anager M anual Reports and Sales Reports Menus 199 Overview The system displays the report details 1n the left side of the screen Use the Up and Down arrows to navigate within the report Export Report NOTE You must have Microsoft Excel installed on the computer generating the report To export a report to Microsoft Excel complete the following steps 1 After you have generated the report select Export Report to Excel The system opens a Save As dialog box 2 Indicate the directory location to save the report and change the file name from the default if desired 3 Select Save The system opens Microsoft Excel with the selected report data Email Report NOTE You must have Microsoft Excel installed on the computer sending the report
161. nclude all customers in the list 3 Tosearch by Membership Date select the drop down arrow to choose the date from the calendar 4 Select Search The system displays the customers that match your search criteria in the Customers area Update Membership Information To update the membership information complete the following steps 1 Highlight the customer you want to update in the Customers area 2 Choose Select Customer The Customer Information area displays the membership information for that customer including a notation if the customer is not a member 3 To change the membership type or create a membership for the selected customer select a Membership Type from the drop down list If you are creating a new membership the system displays a warning to verify you want to create a new membership Select Yes to continue or No to close the warning without creating a new membership 4 To set special pricing for the selected customer select a Special Pricing option from the drop down list 5 Select the Number of Allowed Guests from the drop down list 6 Enter the Membership Begin Date You can use the drop down list to select the date from the calendar 7 Enter the Membership End Date You can use the drop down list to select the date from the calendar 8 Select Update Membership Information to save the changes Print Membership Card NOTE To print membership cards you must have a compatible ID card pr
162. nclude inactive employees in the Employees list NOTE You will have to restart all stations to see changes to the Employees list 5 Select Close Employee Setup when you have finished PointOS M anager M anual Getting Started 26 Change Employee Options Change Employee Options The Change Employee Options screen allows you to add new employees or change information for employees you have already added to PointOS When you select Add New Employee or an employee name the system displays the Change Employee Options screen PointOS Professional Manager Tools Employee Setup Change Employee Options Employee Information Employee Address Employee Photo First Name Last Name Street Address LJ Date Of Birth Apartment Number 1 1 1901 v Social Security Number Security Settings No Photo Scanned Hire Date State Zip Code Security Level Termination Date Employee Contact Infomation Access Code Employee Color M Home Phone Number Ss Job Title HoulyWage 1 0 Set As Customer Prompt For Cash Tips On Clock Out Find Employee From Customers Email Address Default Payroll Salary Ma Default Salary Level K Prompt For Salary Gi Print Employee Information Employee Is Active Figure 10 Change Employee Options Screen PointOS M anager M anual Getting Started 27 Change Employee Options 1 Enter or update the Employee Information Enter the employee s First Name Enter the employee s Last Name
163. nd orders Refer to the Items section and the Orders section in this Manager Manual for more information Cleanup unnecessary data If your database 1s very large you can remove data with the Database Cleanup tool Refer to the Cleanup section in this Manager Manual for more information Reboot your computer The system can be setup with auto maintenance to prevent future slowdowns from happening Refer to the Database Setup section in this Manager Manual for more information Some of the pictures on the If you are using Windows Vista make sure your font DPI is set to 96 screen do not appear to line up DPI PointOS is only taking up part The screen resolution must be set to 800 x 600 Refer to Windows Help of the screen for more information The task bar is covering some The Windows Task Bar should be set to auto hide Refer to Windows of the controls like music Help for more information I cannot back up the database To run a backup of the database you must be running the Server portion of PointOS Professional The backup can only be done from the computer that holds the database you are trying to backup Refer to the Backup Database section in this Manager Manual for more information PointOS M anager M anual Troubleshooting 241 Possible Solution The cash drawer won t pop First check your cables and then make sure your printer is turned on has paper and a ribbon or ink If the cash drawer
164. nded Who generated the report The report date Select Done when you have finished viewing the Incident Report PointOS M anager M anual Reports and Sales Reports Menus 203 Report Descriptions Today s Conditions When a cashier cashes in for the day in PointOS he or she can indicate the weather conditions The Today s Conditions Reports displays this information which you can use to evaluate unusual sales conditions When you select Today s Conditions from the Reports menu the system displays the Today s Conditions screen PointOS Today s Conditions Today s Conditions Select A Report Temperature NN Weather Conditions WE Today s Events Other Information Figure 118 Today s Conditions Report Highlight the report you want to view from the left side of the screen and select View Report The system displays the report information in the Temperature Weather Conditions Today s Events and Other Information areas Select Done when you have finished viewing the Today s Conditions reports Cashier In Out The Cashier In Out Report provides details about when each cashier started and ended his or her cash drawer It also shows if the cash drawers were off and how much a server might owe PointOS M anager M anual Reports and Sales Reports Menus 204 Report Descriptions Cash Out The Cash Out Report provides details about each cash out for the selected date s Cash Back The Cash Back Report pr
165. ng old orders Delete PreAuths The Delete PreAuths command credits back the 01 on all preauths that have not been batched yet This is done automatically when compacting the database Refer to the Database Setup section in this Manager Manual for more information If you are not using compact database you should delete pre authorizations frequently Select Delete PreAuths from the Maintenance menu The system displays a warning message asking if you want to delete all pre authorizations Select Yes to continue or select No to close the warning without deleting the pre authorizations Update All Music When you add new songs to Windows Media Player you should update all music to add the songs to the PointOS database NOTE This is also usually done at startup PointOS M anager M anual Maintenance Menu 223 Reset Damaged Songs Select Update All Music from the Maintenance menu The system displays a warning message asking if you want to update the music Select Yes to continue or select No to close the warning without updating the music Reset Damaged Songs If a song fails to play the PointOS database tags it as damaged The Reset Damaged Songs option allows you to restore the damaged songs Select Reset Damaged Songs from the Maintenance menu The system displays a warning message asking if you want to reset the songs Select Yes to continue or select No to close the warning without resetting the songs Delete A
166. ns AC Delete All Data From Before Date Messages Cleanup Date CI Close Outs Cl Incidents Employee Mail Schedule Requests Delete Checked Data Delete Data schedule Time Clock Delete All Data C Weekly Schedule Check All 3 Reset All Inventory To Zero Backup Database All Data Deleted Will Be Permanently Lost And May Adversely Effect Reporting Please Backup Before Proceeding usce Hisce SIS Figure 125 Database Cleanup Screen To backup the database select Backup Database Indicate the type of data you want to remove from the database by checking one or more boxes next to the selected data type You can select Check All to quickly check all of the boxes If you check all boxes and want to remove them select Uncheck All NOTE Itis a good idea to remove Logs because they will not affect any of the most vital report ing To remove data prior to a specific date select a Cleanup Date from the drop down list Select one of the following options to remove data Select Delete Checked From Before Date to remove the data corresponding to the items you checked prior to the selected date Select Delete All Data From Before Date to remove all data prior to the selected date PointOS M anager M anual Maintenance Menu 219 Calibrate Scanner To remove data up to the current date select one of the following options Select Delete Checked Data to remove the data corresponding to the items you checked Select D
167. nt to select a new database Select Yes The system restarts PointOS Professional to allow you to select a new database Refer to Select A Database section in this Manager Manual for more information Compact Database If your system is running slow you can speed it up by compacting the database To compact the database select Compact from the Database area of the Manager Dashboard PointOS M anager M anual Manager Dashboard 35 Station Activities Overview Backup Database To back up the database select Backup from the Database area of the Manager Dashboard Refer to Backup Database section in this Manager Manual for more information You can also set this to be done automatically Refer to Database Setup section in this Manager Manual for more information Station Activities Overview The Station Activities area of the Manager Dashboard includes the following activities Station Settings Setup Additional Printers Delete Pay Out Revert Cashier Out Add Cash to Current Drawer Receive Physical Inventory Out of Inventory Notices Credit Card Refund Return to PointOS Station Settings The Station Settings are specific to the current station You can setup or change the station printer as well as other settings specific to the current station To view or edit the station settings complete the following steps 1 Select Station Settings from the Station Activities area of the Manager Dashboard PointOS M anag
168. ntOS Professional Room Setup Room Builder Dining Room Build Options Table Type Table 1 Table 2 Table 3 Table 4 Table 5 Table 5 Table 7 shape Table Size Size v Table 8 Table Orientation Table 11 Table 12 Table 13 Table 14 Orlentatior vi Create Hew Table Drag Table lables To Move It Table Name Table 15 Table 16 Table Number Table 10 Table Size Move Table eee em e e 4 8 S Figure 50 Room Builder Screen Tables 3 Foreach table you want to position complete the following steps Choose the Table Type by selecting an option from the Shape drop down list Select the Table Size Select an option for the Table Orientation select Create New Table The system displays a new table in the room 4 Tochange the Table Size select Decrease or Increase under Table Size 5 To move the table select one of the directional arrows under Move Table You can also just drag the table to move it PointOS M anager M anual Setup Menu 95 Server M ode Setup 7 To modify the table name complete the following steps Highlight the table Update the Table Name Update the Table Number Select Update 8 To delete the table highlight the table and select Delete Table When you have finished with the room setup select Save Room If you want to close the Room Builder screen without saving changes select Cancel The system displays a message notifying you that the settings have been saved Then it ret
169. nting area allows you to choose an additional printer This is useful when a food item 1s printed to the kitchen or if you are using a service bar To print the selected menu item to an additional printer select the desired printer from the Additional Printer drop down list and check the Print To This Additional Printer box Refer to the Additional Printers section in this Manager Manual for more information on setting up additional printers Select an item from the Modifier Group drop down list to include a defined Modifier with the menu item The modifiers are setup on the Modifier Setup screen Select Edit Modifiers to open the Modifier Setup screen Refer to the Setup section in this Manager Manual for more information Check the Force Modifiers box to open the Choose Item Modifiers dialog each time the selected menu item is chosen during Order Entry If you leave the box unchecked modifiers are still available on the Order Entry screen but the Choose Item Modifiers dialog box does not come up when the item is ordered Enter the Item Prices Enter the Full Price Enter the price for customers identified as your Special Discount defined on the Discount Setup screen Refer to the Setup section in this Manager Manual for more information Enter the Happy Hour price Enter the price for Employees Enter the Special Price to be used with Auto Pricing specials Check the Discountable box to indicate that the item can be disco
170. nventory items from here 6 Select Save Inventory to Database NOTE Ifyou close the screen without saving the data the inventory items will not be included in your database 7 The system displays a message indicating that the save was successful with the number of inventory items added to the database Select OK to close the message Report Printer Setup The Report Printer Setup option allows you to select a printer to use for printing reports To set up a report printer for the current station complete the following steps 1 Select Report Printer Setup from the File menu PointOS M anager M anual FileMenu 58 Advanced Printer Add The system displays the Set Report Printer screen PointOS Set Report Printer set Report Printer Snagit 9 Huicken POF Printer Microsoft PS Document riter HF LaserJet 1020 Fax Canon hi 330 series Printer Canon ME33U series FAX Auto HP LaserJet 1020 an PC10428148 Please Select A Report Printer Select Printer Figure 29 Set Report Printer Screen 2 Highlight one of the printers installed on the station NOTE _ If your printer is not on the list you will need to add the printer in Windows Refer to Windows Help for more information on adding a printer Refer to the Up a Generic Driver for Receipt Printing section in this Manager Manual for more information 3 Choose the Select Printer button 4 Select Done to close the Set Report Printer screen Advanced
171. o maintenance complete the following steps 1 Select how often you would like to archive and backup the database automatically from the How Often drop down list NOTE We recommend that you perform maintenance at least once a week However for higher volume locations maintaining the database daily will give you optimal performance 2 Select when to perform the maintenance The options change depending on what you selected in How Often If you selected Daily the only option under Day of the Week is Everyday If you selected Weekly select the day you choose from the Day of the Week drop down list If you selected Monthly select the day of the month you choose from the Day of the Month drop down list NOTE Choose a time when no one else will be using PointOS but when the database station will be running 3 Enter the time to perform the maintenance in the Maintenance Time field Refer to the the Time section in this Manager Manual for more information on using the clock to set the time 4 Enter the name of the backup file in the Auto Backup Name field 5 To select an Auto Backup Location select Choose Location The system opens a Select Directory dialog box Select the location for the backup file The default backup location is c program files PointOS Professional Database Backup However we recommend that you back up to removable media such as a external drive in case something happens to your computer Select OK
172. of the list of properties PointOS M anager M anual TCP IP Properties IP Addresses Active Enabled IP Address TCP Dynamic Ports TCP Part IP Active Enabled IP Address TCP Dynamic Ports TCP Part IPAII TCP Dynamic Ports TCP Port TCP Dynamic Ports Blank iF dynamic ports are not enabled To use dynamic ports set bo 0 Yes No 1322 15638 1 68 Yes Ma 127 0 0 1 0 Figure 138 TCP IP Properties IP Addresses Tab Setting Up A Port Technical Setup 239 Updating PointOS 11 Change the value next to TCP Dynamic Ports to 1433 12 Select OK 13 You must restart the SOL Server for the changes to take effect Updating PointOS You can use the PointOS Updater to check for the latest version of PointOS Refer to the Check for Update section in this Manager Manual for more information If the Updater fails you can download the latest version from the PointOS website and reinstall the software The reinstall will not uninstall SQL You WILL NOT lose any data PointOS M anager M anual Technical Setup 240 Troubleshooting The following table outlines some common problems with PointOS and some possible solutions Possible Solution The system appears to be When the system is running slow there are several things you can do to running slow speed it up Compact the database Refer to the Database section in this Manager Manual for more information Archive closed items a
173. omers screen select Unsubscribe Customers from the Activities menu PointOS M anager M anual Activities Menu 178 Unsubscribe Newsletter Customers The system displays the Unsubscribe Newsletter Customers screen PointOS Professional Manager Tools File Edit Setup Menu Inventory Activities Reports Sales Reparts Maintenance Help Unsubscibe Newsletter Customers Customers Customer Options Search Customers First Mame Subscribed And Unsubscribed v Filter Customer Search Unsubscribe Selected X Subscribe Selected ww Hold Down Shift To Mutli Select Customers Close Unsubscribe Customers Figure 102 Unsubscribe Newsletter Customers Screen Find Customer The Customers area lists the customers in your system for whom you have email addresses To find a specific customer use the Customer Options 1 Enter one or more letters of the customer s name in the Search Customers field and select which name it is from the drop down list 2 To filter the list of names select an option from the Unsubscribed Customers drop down list Select Filter Customer Search The system displays the customers that match your search criteria in the Customers area Subscribe or Unsubscribe Customer Highlight the customer whose subscription status you want to change in the Customers area To select more than one customer hold down the Shift key while selecting the customers PointOS M anager M anual Activities Menu 179 M anage M e
174. or Be E 225 EE 224 Register PONTOS MIRI RR iea E RANEREN EREE EAEE AEA E EEEE E EREE 228 ee ae ee T A eee eee ee 228 COn RE 229 License E ues s MED EN 230 EE Ee 23 TECHNICAL Set nsi oso oO DORADO EXE nine ERA 232 oettihp Up Multiple SAONE oue otio qo Ye EPIIT D EDI PVT eS oe neon en ee ee D M I DUM 237 betting Up XP Server Riehts EU EE 232 Setting Up a Generic Driver for Receipt Pntung ccccccccccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeees 233 SEDE dE oM BU Pa ERO PITT n 234 vnu sd D areas 235 Setting Up a Merchant Warehouse Account 236 vienen 237 Impor ine MT 231 PointOS User M anual Table of Contents 11 Printing Song TSS ERR TU T 237 Hooking Up Nob EE EE 237 Be td Re MM e i A T EA A A T 238 nno e 240 TFOUDIESNOOUING E 241 PointOS User M anual Table of Contents 12 Introduction Overview PointOS Professional 1s a Point Of Sale POS software specifically designed to give any size bar club or restaurant all of the tools it needs in a bar POS or restaurant POS at an affordable price With integrated credit cards inventory tracking customer tracking full reporting and an easy to use interface PointOS is a touch screen POS that will save you time and money Features Professional M ain Features Runs on Windows XP Vista or Windows 7 Touch Screen Operated Easy to Learn and Use Food Liquor Inven
175. ork driver cd or flash drive Once the database has been copied to the new computer you will use the Restore Database feature Refer to the Restore Database section in this Manager Manual for more information I have multiple stations sharing To setup a Windows network to be able to share a PointOS database one database and I cannot get them to recognize the database when I select it Make sure all computers are on the same workgroup Enable file sharing on the database computer and give access rights to all workstations Make sure your antivirus program or firewall 1s not blocking your computers from seeing SQL Server on the shared database computer Refer to Windows Help for more information on setting up a Windows network PointOS M anager M anual Troubleshooting 242 List of Figures Install Aware Wizard Setup Tvpe esses eene eene nen nnnnnn nns sees eee n enn rn renes nnn nnns nsns 17 Si MA bs S NR TET 18 Select A Database Choose Database cantes uaurdbestate diaeta aaia etel ENEAS EE EENES 19 Cire Noy RE 20 Name Ee Le EE 21 Now aeaa 6 E RN 22 ERT e E 22 Cpa ae Sie eea E E EE A E S E EA E EEE A E E T 24 FoPo Ce Se p See ir O ea O E NOE 25 ChanscBEinployee ODUOBS SCTE O nene en E EESE S E EAE E NEEE EE E ASES 21 Fater Serial Number SCC CM oe zemsc iut a N E NN 30 Enter Manaser Code SCLC Ci sorsra ii rrietan i naoa n TO NEONET TON OE ETO 31 eelere 32 Station Settings on Manager Dashboard Screen 37 Addit
176. ory Actreities Reports Sales Reparts Maintenance Help Inventory Item Setup Change Inventory Item Inventory Options Item Infomation Inventory Specifics Inventory Group Name Item Name Bottles Per Case Location Cost Per Case Bar 17 00 Per Bottle Add UPC Item a Item Lm Group vm Per Bottle Par emm C mem cases Item Type Starting Cases Vendor Name Loose Bottles On Hand DUU 8 27 AM Starting Value On Hand M It Without R I enu nems nm ou ecelpes 40 00 Bud Bottle kl calculated Make Item Inactive View Inventory Log Zero This Item Close Inventory Setup Add Single Item Recipe Figure 72 Change Inventory Item Screen To create a new inventory item or edit an existing item complete the following steps 1 Enter or edit the Item Name 2 Select an option from the Location drop down list to indicate where the item is stored PointOS M anager M anual Menu Inventory Menu 130 3 Change Inventory Item To add the UPC code from a product s packaging to the inventory item select Add UPC Bar Code The system displays an Add UPC Bar Code dialog box Scan the bar code to add it to the inventory item The Item Description area displays the description associated with the UPC Bar Code NOTE A UPC Bar Code is required to use this feature 4 10 Select the appropriate Item Inventory Group from the drop down list If you would like to add a new group select Add Group The system displays a
177. ory select the category from the Add to Category drop down list Select the Apply Special Price to All Items in Category button To apply the special pricing to all items during the selected time period select the Apply Special Prices to All Items for Selected Time Period button 6 To remove special pricing choose one of the following select the Remove Special Prices for Selected Day button to reset the special pricing for that day Select the Remove All Special Prices button to remove all special pricing 7 Select the Close Special Price Setup button to close the screen when you have finished PointOS M anager M anual Menu Inventory Menu 146 M enu Item List Menu Item List The Menu Item List shows all menu items currently in the system including the item category minimum age requirements whether there 1s a recipe for that item and the cost of the item To open the Menu Item List screen select Menu Item List from the Menu Inventory menu The system displays the Menu Item List screen PointOS Professional Reports Menu Items Export Report To Excel 2 Email Report As Attachment Print Report Close Report Figure 83 Menu Item List To narrow the list of menu items to one Menu Item Category select a category from the Select Category drop down list Select Generate Report The system displays the menu items Use the Up and Down arrows to navigate through the list of menu items To export the repor
178. osoft Excel Format And Cannot Be Created Unless You Have Excel SMTP Server Installed On This Computer Time To Send Auto Emails SMTP User Name Optional ii JE SMTP Password Optional L Send From This Computer Enable Auto Emails Use SMTP SSL Use Gi Send Test Email Company Email Address Save Email Settings The above information should be Close Email Setup from your Internet Service Provider Figure 43 Email Setup Screen Setup Menu 82 Email Setup Email Settings Before you can email reports customer birthday emails or enable employee emails you must setup the email settings E a 19 X19 Enter the SMTP Server information Server and Port This information is available from your internet service provider Your ISP or internet service provider is the company that provides your internet service It is NOT AOL Google or Yahoo Here are a few common SMTP server addresses NOTE These are subject to change and many providers have multiple smtp addresses depending on your geographical location and the type of service you have through them Ge DSL vs Cable modem Also some require a certain port and some require user name and password AT amp T Worldnet Verizon outgoing verizon net If your internet provider requires it enter your User Name to access your internet account If your internet provider requires it enter your Password to access your internet account Check the Use SMTP
179. ost commonly used features in PointOS Professional Think of it as the manager s home base for all that s going on with your bar club or restaurant PointOS Professional Manager Tools PointOS Professional Manager Tools Manager Dashboard Station 1 Activities Recent Reports Current Closed Sales Stati Setti Closi BTA O Paintos Administrator Cash Sales Credit Card Sales osing 5 95 0 00 Total Orders Total Sales E Delete Pay Out Revert Server Cashier Out schedules system Statistics Add Cash To Current Drawer Last Music Last Employee Drawers Cashedin Connected Stations z 662010 6 62010 1 1 Receive Physical Inventory Setup Additional Printers Incidents B 7 1 Pointoz Administrator Employee Schedule Requests Total Customers Total Songs No Mew Requests Out Of Inventory Notices H 3 View Disconnect Credit Card Batch Database Last Batch Result Current Database Computer No Batches Not Batched Sample Restaurant Wou OA etde 0 03 44 AM Tuesday June 08 2010 Message Last BackUp Database Size Mot Batched Bir HO 11 53 AM 11 MB Figure 13 Manager Dashboard The left side of the screen provides a quick view of the following information with links to related activities Recent Reports Schedules Credit Card Batch Current Closed Sales System Statistics Database The right side of the screen includes links to additional commonly used features in PointOS Professional PointOS M anager M anual Manager Dash
180. ound Squares Calendar footer Center Background l Main Body Link Colar Active Link Color Visited Link Color Center Background Squares Reset Defaults Preview Close Body Colors Newsletter Recipient List Save Options 2 Send Newsletter Now Close Send Newsletter Figure 97 Newsletter Body Colors Screen Use the drop down arrows to select a color choice for each option The Preview area shows how the newsletter colors will appear To reset the colors to the defaults select Reset Defaults When you have finished selecting the Body Colors select Close Body Colors Font Options Next you can continue refining the look for your newsletter by selecting the font colors To open the Newsletter Font Colors go to the Send Newsletter screen and select Font Colors PointOS M anager M anual ActivitiesMenu 173 Send Email Newsletter The system displays the Newsletter Font Colors screen PointOS Professional Send Newsletter send Newsletter Newsletter Font Colors Newsletter Options Font Colors Header Font Main Options JM header color Side Header Font Body Colors header header center Font Colors square Newsletter Content Center Square Font Calendar footer Link Font l Main Body Link Color Active Link Color Visited Link Color Active Link Font Reset Defaults Preview Visited Link Font Close Font Colors Newsletter Recipient List Save Options 2 Send Newsletter Now Close Send Newsletter Figure
181. ovides details about the amount of cash back requested by customers during the selected time frame Drawer Reverts If a server mistakenly closes out a cash drawer it can be reopened The Drawer Reverts Report indicates you if this has happened and why Employee Clock In Out The Employee Clock In Out Report indicates what time each server clocked in and out Employee Hours The Employee Hours Report provides the time card and reported tips for each employee for the selected time period to use for completing your payroll NOTE PointOS to QuickBooks does not send any payroll information or support QuickBooks payroll service Item Discounts The Item Discounts Report indicates if menu items were sold at a reduced price and why However this report will not reflect modifiers that affect a menu item with negative dollar amounts Order Discounts The Order Discounts Report indicates if an order s total amount was reduced and why However this report will not show sales reduced by special pricing set for employees and good customers Drink Chip Report The Drink Chip Report indicates the date time order item number of drink chips redeemed and issued and the server for drink chips during the selected time frame PointOS M anager M anual Reports and Sales Reports Menus 205 Report Descriptions Pay Outs The Pay Outs Report indicates the amount and recipient of any pay outs Pay outs are a good way of tracking cash pa
182. oyee is Active box is checked Uncheck the Employee is Active box to deactivate the employee or select Deactivate If you are updating an inactive employee check the Employee is Active box to re activate the employee or select Activate If you have scanned the employee s ID and entered him or her as a customer first select the employee s name from the Select Employee Name drop down list Select Save to save the employee information or select Cancel the Change Employee Options screen without saving the information PointOS M anager M anual Getting Started 29 Register PointOS Register PointOS When you have finished your trial of the PointOS Professional System you must enter your serial number from your purchase to continue using PointOS Professional To open the Registration screen select Enter Serial Number from the Trial Mode screen PointOS Professional Enter Serial Number Please Enter Your Company Name And Your PointOS Professional Serial Number Or Choose Trial Mode Company Name PC Enter lf You Have Purchased serial Number Otherwise Select Trial Mode Cancel Purchase Registration PointOS Launch On Screen Keyboard Figure 11 Enter Serial Number Screen 1 Enter your Company Name This must be exactly the same as when you downloaded the software 2 Enter your Serial Number This is case sensitive Select Enter Serial Number The system displays a message indicating that the product has been successfull
183. pdate The system displays the PointOS Professional Update Available screen PointOS Professional Update Available Choose PointOS To Update Go To Website Current Version 3 39 FointO 8 Professional Version 3 388 Newest Version 3 398 Ehua Download from www pointes com There is a new updater included in the full install and it won t affect your data This Undate Includes Figure 128 Update Available The Updater displays the status of your software and information about the latest version of PointOS To re install the software select Re install Latest Version Select the software to update from the Choose PointOS To Update drop down list To go to the website to get more information about the current version select Go To Website When you have finished select Quit Updater or Exit PointOS M anager M anual Help Menu 226 Remote Support Remote Support The Remote Support option allows PointOS technical support staff to access your system for assistance with troubleshooting Select Remote Support from the Help menu The system opens your web browser to the PointOS Professional Remote Support page PointOS Professional REMOTE SUPPORT Just enter your 6 Digit Pin and someone will be with you shortly Enter your 6 digit PIN code Connect To PointOS Support Figure 129 Remote Support Enter the six digit PIN provided by PointOS technical support and select Connect To PointOS Support The system op
184. r Liquor Wendor Liquor Wendor Liquor vendor Liquor vendor Beer endor Changes Will Affect The Running Inventory Total Inventory Count Setup All Vendors Sort By Type All Types All Groups Sort By Location All Locations Show Sorted Items Find By UPC Bar Code Scan Go To Keyboard Entry Select An Item Close Inventory Item Counts Figure 19 Inventory Item Counts Touch screen This screen lists the inventory items set up in your system You can use the Up and Down buttons to scroll through a long list of inventory items To search for a specific item use one or more of the following filters Select a Vendor from the drop down list to narrow the list to items from one vendor Select a Type from the drop down list to narrow the list to one type of item 1 e bottles food by case etc select a Group from the drop down list to narrow the list to one group of item Select a Location from the drop down list to narrow the list by where items are located Select Find By UPC Bar Code Scan and scan the item Select Show Sorted Items to apply the inventory item filters to the list PointOS M anager M anual Manager Dashboard 43 To adjust the inventory for an item complete the following steps 1 Select the item in the Inventory Items list 2 Select Subtract One Case Subtract One Bottle Portion Add One Case or Add One Bottle Portion You can select more than one button to add or subtract m
185. r Ke Set Customer Pricine Level 4 General Manager wi Time Clock Level 1 Employee wi Unlock Customer Information Level 4 General Manager wi Void Reduce Item Level 4 General Manager Ww Restore Default Levels Save Secure Area Levels Security Level Names Hoor Securty settings Close Security Setup Figure 55 Door Security Settings First define the Security Level Names right side of the screen Complete the following steps 1 Update each Security Level Name for the five levels of security available in PointOS 2 Ifyou have changed the security level names and want to restore the default names select Restore Default Names PointOS M anager M anual Setup Menu 101 M embership Setup 3 When you have finished updating the names to reflect your establishment select Save Level Names Next you define a security setting for each type of activity in PointOS Select a Secure Area Level Setting from each activity s drop down list 2 Ifyou have changed security levels for activities and want to restore the default security settings select Restore Default Levels 3 When you have finished updating the security levels to reflect your needs select Save Secure Area Levels When you have finished defining security levels select Close Door Security Setup Membership Setup NOTE This screen is only available if you are using PointOS DoorMan as one of your licensed stations The Membership Setup scre
186. r in the Banned Reason field To unban the customer uncheck the Customer is Banned box 3 Select Save button to complete the Change Customer Options screen or select Cancel to close the Change Customer Options screen without saving Reset Amount Spent To reset the amount of money the selected customer has spent to zero complete the following steps 1 Select Reset Amount Spent The system displays a dialog box to make sure that you want to reset the amount of money the customer has spent to zero It displays the amount the customer has spent PointOS M anager M anual Activities Menu 165 Change Customer Options 2 Select Yes to reset the amount Or select No to close the dialog box without resetting the amount spent 3 The system displays a confirmation message indicating that the amount has been reset to zero Select OK to close the message Delete Customer 1 Select Delete Customer The system displays a warning to verify that you want to delete this customer 2 Select Yes to continue or No to close the warning without deleting the customer PointOS M anager M anual Activities Menu 166 Customer M ail List Customer Mail List The Customer Mail List screen allows you to view a mailing list of all customers in your database This list can be exported to several different formats or used to create mailing address labels To open the Customer Mail List screen select Customer Mail List from the Activities menu The syst
187. rd Check the Discountable box to indicate the membership may be discounted Select Update Membership Settings Delete a Membership To delete a membership complete the following steps L 2 Highlight the name of the membership you want to delete in the Memberships area Select Delete Membership PointOS M anager M anual SetupMenu 104 M embership Setup Membership Options The Membership Options control the membership ID cards Check the Enable ID Card Printing box to enable ID card printing at this station NOTE Make sure your ID card printer is the default printer in Windows for this computer Check the Enable Membership Card Magnetic Stripe Reading to enable your card reader To open the Membership ID Card Settings select Setup ID Card Printer The system displays the Membership ID Card Settings PointOS Professional Manager Tools Membership Setup Membership Setup Membership Options Membership Card Text Setup ID Card Printer Enable Customer Name Text Top dosi Enable Membership Start Text Top set The ID Card Enable Expiration Date Text Top Printer As The Default Printer Enable ID Number Text Top In Windows Test Print ID Card Enable Id Card Printing General Settings Enable Membership Card Price Per Card Font Name Magnetic Stripe Reading E Save Membership Settings Font Size 10 Save ID Card Settings Close ID Card Setup Close Membership Setup Fi
188. re 18 Add Cash to Drawer Screen 2 Enter the amount of cash to add to the drawer and select Enter 3 The system displays a message confirming the amount and drawer Select Yes to continue Or select No to close the message and return to the Manager Dashboard 4 The system displays a message confirming that you added the selected amount to the selected cash drawer Select OK to close the message Receive Physical Inventory The Receive Physical Inventory button in the Station Activities area of the Manager Dashboard allows touch screen access to control your inventory This is designed to be used from a touch screen and can be used when inventory comes in without having to enter items in the office or when an item has been broken and needs to be removed from inventory PointOS M anager M anual Manager Dashboard 42 Receive Physical Inventory To open the Receive Physical Inventory screen select Receive Physical Inventory from the Station Activities area of the Manager Dashboard The system displays the Receive Physical Inventory screen PointOS Professional Manager Tools Item Name Budweiser Coca Cola French Fries House Gin House Red Wine House Rum House vodka Miller Lite Keg Inventory Items Group Bottles Bottles Food By Case Liquor Wine Liquor Liquor keg Beer Inventory Item Counts Heer Non Alch Food Liquar Wine Liquor Liquor Draught Beer Vendor Beer Vendor Food endor Food Vendo
189. reaks Recipient List H Save Options s Send Newsletter Now Close Send Newsletter Figure 100 Newsletter Content Screen There are four boxes available for the newsletter You can use the default header names of About Us News Events and Other Information or you can give each header a custom name by replacing the name with new text PointOS M anager M anual Activities Menu 176 Send Email Newsletter For each box enter the text in the content box You can use html coding to enhance your content including links to websites or graphics must be posted on the web Use lt BR gt for line breaks Select Clear from each box to remove the text from that box Select Clear All to remove all text from content boxes When you have finished updating the content select Close Content Send to Recipients Use the Recipient List feature to manage your customer email list To open the Choose Newsletter Recipients go to the Send Newsletter screen and select Recipient List The system displays the Choose Newsletter Recipients screen PointOS Professional Send Newsletter send Newsletter Choose Newsletter Recipients Customers Recipients Michele Wiedemer mbwiedemer yahoo com Add New Recipient Full Name Email Address Add Email aye Add Selected up Add All E Remove Selected K Remove All Hold Down Shift To Muth Select Customers Figure 101 Choose Newsletter Recipients Screen The left
190. review Close Calendar Clear Clear Recipient List Save Options s Send Newsletter Now Close Send Newsletter Figure 99 Newsletter Calendar Screen To add details to your calendar complete the following steps 1 Choose either Entertainment Calendar or Specials Calendar from the drop down list 2 Select a week to include in the newsletter from the Add A Calendar Week drop down list Select Update Newsletter Calendar to add the entire selected schedule for the selected week to the newsletter To manually enter items to the calendar enter the desired text under that day PointOS M anager M anual ActivitiesMenu 175 Send Email Newsletter To clear a selected day from the calendar select Clear under that day To clear the entire calendar select Clear All When you have finished updating the entertainment schedule calendar select Close Calendar Main Body Use the Main Body feature to write your newsletter content To open the Newsletter Content go to the Send Newsletter screen and select Main Body The system displays the Newsletter Content screen PointOS Professional Send Newsletter send Newsletter Newsletter Content Newsletter Options Content Box 1 Content Box 2 News Main Options Body Colors Font Colors Content Box 3 Content Box 4 Newsletter Content Other Information Clear n Main body You can use html in Clear All Preview the content boxes Close Content Newsletter Use lt BR gt for line b
191. rvices like Napster or Yahoo NOTE In addition to having a legal copy of this song all locations are also responsible as with any entertainment of having the appropriate music licenses ASCAP BML etc Use the Windows Media Player interface to add or delete songs to your library You can have WMP automatically search for new music by choosing File Add To Library You can create a playlist using Windows Media Player You must start all playlists to be used in PointOS with a plus sign e Happy Hour Music Great Mix Guitar Rock etc Once a song is in Windows Media Player PointOS will automatically add all songs on startup You can also add songs manually Refer to the Update All Music section in this Manager Manual for more information Printing Song Lists You can print a list of songs to allow your customers to make requests Refer to the View Song List section in this Manager Manual for more information Hooking Up To Your Stereo You can hook the PointOS music system up to your stereo in two ways PointOS M anager M anual Technical Setup 237 Setting Up A Port The first 1s to simply run a wire from the sound output of your computer to the input of your stereo You can get these wires inexpensively at any electronics store The second way is to use a music bridge This 1s a hardware device that sends your music digitally to your stereo There are several options to choose from but a great one for the money
192. ry Count Options Print Inventory List Inventory Count Sheet Item Name Type Vendor Count Export Inventory List Export To HTML Lettuce Food By Case YourHealthSour Export To PDF Export To RTF Zoom Item List 61 Zoom In Zoom Cut Zoom To Fit Page First Page Last Page w Back Page Page 1 Of 1 Next Page Close Inventory Count Sheet Figure 85 Inventory Count Sheet To print the count sheets select the Print Inventory List button NOTE Your report printer must be setup Refer to the Printer Setup section in this Manager Manual for more information The system prints the count sheets on your report printer To export the list to HTML select the Export to HTML button The list opens in your default browser To export the list to PDF select the Export to PDF button The list opens in Adobe Reader PointOS M anager M anual Menu InventoryMenu 150 Print Count Sheet To export the list to RTF select the Export to RTF button The list opens in your default word processor To adjust the view of the on screen list select Zoom In Zoom Out or Zoom to Fit Page To navigate to a different page of the list select Back Page Next Page First Page or Last Page When you have finished select Close Inventory Count Sheet PointOS M anager M anual Menu Inventory Menu 151 Activities Menu Overview The Activities Menu includes options to many of the functions that you will use to schedule and mana
193. ry Items area To add a new Inventory Item select New Inventory Item To change an existing Inventory Item highlight it in the Inventory Items area and select Edit Inventory Item Whether you are adding a new Inventory Item or changing an existing item the system opens the Change Inventory Item screen Refer to the Change Inventory Item section in this Manager Manual for more information Vendor List Inventory Items must also have vendors associated with them Select Edit Vendor List to open the Vendor Setup screen Refer to the Vendor Setup section in this Manager Manual for more information about the Vendor List Close Inventory Setup When you have finished setting up your inventory select Close Inventory Setup PointOS M anager M anual Menu Inventory Menu 129 Change Inventory Item Change Inventory Item The Change Inventory Item screen allows you to enter the item information and specifics of each inventory item It also allows you to link your inventory item to menu items with single item recipes If you set Par Amounts the system can make recommendations on how much of an item you should purchase To open the Change Inventory Item screen go to the Inventory Item Setup screen Select New Inventory Item or highlight the inventory item you want to change and select Edit Inventory Item The system displays the Change Inventory Item screen PointOS Professional Manager Tools File Edit Setup Menu Invent
194. s Add Song If Requested Song Is Not In Playlist s Next Check For New Music On Startup Make This A Music Station Save Music Settings All Stations Need To Be Restarted To Activate Changes Close Music Setup Figure 44 Music Setup Screen Music Options There can only be one music station You must have a music station for some of these options to work To set up the current system as a music station complete the following steps 1 Check the Make This a Music Station box to indicate the computer to use as the music station and DJ for music requests 2 To automatically add new music when the system starts up select the Check For New Music On Startup box The system will add any new music from Windows Media Player automatically each time you start PointOS PointOS M anager M anual Setup Menu 85 NOTE Make sure any playlists intended for use with PointOS begin with a Refer to the Setting Up Music section in this Manager Manual for more information 3 To delete music from PointOS so that you can start over with new music select Delete All Music 4 To manually update new music from Windows Media Player select Update Music 5 Whena song will not play the system tags it as damaged PointOS does not delete or change the song but the song will no longer come up in searches or playlists Select Reset All Damaged Songs to reset the songs However we do not recommend using this setting As you use the system the damag
195. s Impe om Databases Figure 124 Create Database Backup Dialog You can change the name of the database if necessary but the file should be saved in the default Backup directory Select Save to save the backup or select Cancel to close the dialog box without saving a backup The system displays a Manager Alert notifying you that the backup was saved successfully It also displays the location of the saved backup Database Cleanup The Database Cleanup screen allows you to remove old or unnecessary information from your system to help reduce the size of the database and improve performance We recommend that you clean the database every 6 to 12 months NOTE This will not delete any settings menu items modifiers employees or customers DELETED DATA CANNOT BE RECOVERED MAKE SURE YOU NO LONGER NEED THE DATA BEFORE DELETING NOTE You should always make a backup of your database prior to running database cleanup To open the Database Cleanup screen select Database Cleanup from the Maintenance menu PointOS M anager M anual Maintenance Menu 218 Database Cleanup The system displays the Database Cleanup screen PointOS Professional Manager Tools Database Cleanup Register Activites Database Options Access Denied Orders Delete By Date CI No Sales Payments Discounts Credit Card Pre Auths Voids Credit Card Batches O Pay Outs w Delete Checked From Before Date Cash In Outs Daily Conditio
196. s are voided Check the No ID Reason Prompt box to require a reason when a customer does not have an ID to scan Save Settings Select Save Settings to save changes made on this screen When you have finished select Close Report Setup Room Setup The Room Setup screen allows you to define the layout of your establishment This is used instead of or in addition to the Tabs screen to give a visual representation of the table layout Once you have set up your rooms you can start or edit a tab by clicking on that table in the Open Orders screen To open the Room Setup screen select Room Setup from the Setup menu PointOS M anager M anual Setup Menu 92 Room Setup The system displays the Room Builder screen PointOS Professional Room Setup Room Builder Rooms Room Setup Room Build Options Dining Room Create New Room Room Name Edit Room Name Show Hidden Rooms Hide Room de Move Room Up Delete Room You Can Have A Maximum Move Room Down Of 5 Non Hidden Rooms Room Settings show Auto Gratuity Message On Check Prompt For Number Of Table Guests ils Close Room Builder Figure 49 Room Builder Screen Define Rooms To define a new room select Create New Room under Room Build Options The system adds a room to the Rooms list with a default name NOTE There is a maximum of 5 visible rooms Edit Room Names To edit a room name complete the following steps 1 Highlight the name of the room you wan
197. s from the Message Center 4 The Employee Photo displays a photo scanned for this employee if applicable You must first enter the employee as a customer on the front end Order Entry Start New Tab New Customer screen and scan his or her ID 5 Select the employee s security level from the Security Level drop down list The security level allows or prevents the employee from entering certain areas of the system as defined in the Security Setup options Refer to the Settings section in this Manager Manual for more information PointOS M anager M anual Getting Started 28 6 Change Employee Options To scan a new ID card for the employee select Add ID Card The system displays the Add Employee ID Card screen Swipe the card in the card reader or select Do Not Swipe ID Card to close the Add Employee ID Card screen NOTE Key cards should be encoded in the following format 97012345678 enter Ta 10 Ek Enter the employee s Access Code The access code is a four digit number usually the last four digits of the employee s social security number This number must be unique for use on the system If the employee s email address is on the system and you have set up email the system will email the employee his or her access code Select an Employee Color from the drop down list This color will surround all that employee s tabs on the Open Tabs screen to allow quick identification of the correct orders By default the Empl
198. s you of any employee schedule requests View Schedule Requests To open the Schedule Requests screen select View Requests from the Schedules area of the Manager Dashboard The system displays the Schedule Requests screen Refer to the View Schedule Requests section in this Manager Manual for more information View Calendar To open the Calendar screen select Calendar from the Schedules area of the Manager Dashboard PointOS M anager M anual Manager Dashboard 33 Credit Card Batch The system displays the Calendar screen Refer to the Calendar section in this Manager Manual for more information View Employee Schedule To open the Employee Schedule screen select Employee from the Schedules area of the Manager Dashboard The system displays the Employee Schedule screen Refer to the Employee Schedule section in this Manager Manual for more information Credit Card Batch If you are using PointOS for credit card batches this area displays the results of the last credit card batch attempt Additionally you can perform a one click manual batch from this area If you are using Merchant Warehouse this area will let you know if there are any connection problems Batch Now To open the Batch Credit Cards screen select Batch Now from the Credit Card Batch area of the Manager Dashboard The system displays the Batch Credit Cards screen Refer to the Batch Credit Cards section in this Manager Manual for
199. sales total orders items sold taxes collected net sales gross sales and total cash on hand PointOS M anager M anual Reports and Sales Reports Menus 208 Report Descriptions Weekly Report The Weekly Report provides detailed information about all the weeks in the selected time frame This information includes pay outs drawer over unders tips discounts voids cash sales credit card sales total orders items sold taxes collected net sales gross sales and total cash on hand The entire week is included in the report regardless of whether the start date or end date are in the middle of a week Monthly Report The Monthly Report provides detailed information about all months in the chosen time frame This information includes pay outs drawer over unders tips discounts voids cash sales credit card sales total orders items sold taxes collected net sales gross sales and total cash on hand The entire month is included in the report regardless of whether the start date or end date are in the middle of a month Sales By Hour The Sales By Hour Report provides all the sales broken down into 24 hours It also indicates the total items sold Sales By Day The Sales By Day Report provides all of the sales for the days included in the selected date range However it will not provide as much detail as the daily report Sales By Week The Sales By Week Report provides all of the sales broken down into one week b
200. select New Database from the Select a Database screen The system displays the Choose New Database screen PointOS Professional Choose New Database Launch Keyboard Quit Program Create Hew Database i aed Figure 4 Create a New Database 2 Enter the New Database Name To use the touch screen keyboard select Launch Keyboard 3 Select Create New Database or select Quit Program to close PointOS The system continues with the new station setup process PointOS M anager M anual Getting Started 20 Name Station Name Station When you open PointOS Professional on a station for the first time the system prompts you to name the station PointOS Professional Starting Up Figure 5 Name Station Enter the name for this station The station name must be unique on the network but can be anything you like It should be descriptive of where the station 1s located such as Upfront Back Bar or Office It must be 8 characters or less NOTE The system automatically adds a station number 2 Select Done PointOS M anager M anual Getting Started 21 M ain Setup Main Setup The system displays an alert guiding you to complete the Main Setup next This Appears To Be A New Install Please Complete Main Setup And Create An Employee OK Lets Start Figure 6 New Installation Alert 1 Select OK Lets Start The system displays the Main Setup screen PointOS Profess
201. select Update To delete the discount select Delete You can include one special price This links to the Special Price item in the Menu Setup To set up a special price complete the following steps 1 Enter the Special Price Name ce ITB 2 Enter question to include in the prompt when giving the discount in the Discount Prompt Question field When you have finished using the Discount Setup screen select Close Discount Setup Drink Chip Setup The Drink Chip Setup screen allows you to enable drink chips for certain groups or categories for drink chip discounts To open the Drink Chip Setup screen select Drink Chip Setup from the Discount Setup screen PointOS M anager M anual Setup Menu 80 The system displays the Drink Chip Setup screen PointOS Professional Manager Tools Discount Setup Drink Chip Setup Drink Chip Groups Categories Drink Chip Settings Show Groups v Update Starting Drink Chips TRADER Drink Chips Can Only Be Issued During Happy Hour Discount Options Enable Drink Chips If Drink Chips Are Enabled On An Item s Category Or Group Then Drink Chips Will Be Enabled Click To Enable And Disable Disable All Close Drink Chip Setup close prink chip setup Figure 42 Drink Chip Setup Screen To set up drink chips complete the following steps 1 Select Groups or Categories from the drop down list and select Update 2 The system displays the groups or categories Selec
202. ser Account and Family settings select Add or remove user accounts Select one of the user accounts Select User Accounts from the heading Select Turn User Account Control On or Off fy dee dix YY ops Uncheck the Use User Account Control UAC to help protect your computer box Select OK The system will prompt you to reboot your computer Do so when ready PointOS M anager M anual Activities Menu 198 Reports and Sales Reports Menus Overview The Reports and Sales Reports menus offer an in depth view at different activities within PointOS The screens for each report have similar options and the steps for generating exporting or printing the reports are the same This chapter explains the basic process for report options and generating exporting and printing the reports Then it provides a brief description of each report Date Range Most reports include the Start Date and End Date in the Report Options For reports that show a specific date range you must select the Start Date and the End Date Refer to the Setting the Date section in this Manager Manual for more information NOTE Ifa start date or end date falls in the middle of a report period you will get the entire report period For example if you ask for a Monthly report but only set the start date half way through a month you will get the entire month Reports also begin and end at the day start time set in Main Settings Refer to the Setup section i
203. stem displays a dialog box asking whether you want to remove the shortcut or edit the original item PointOS Professional Add New Menu Item Shortcut To 1lb Cole Slaw Remove Shortcut Edit Original Item Figure 61 Delete Shortcut 3 Select Remove Shortcut Or select Cancel to close the dialog box without removing the shortcut Show a Hidden Menu Item Items may be hidden from the Change Menu Item Options screen Refer to the Change Menu Item Options section in this Manager Manual for more information NOTE You can use the Hide Menu Item option on the Change Menu Item Options screen to rearrange the order of the menu items After you have hidden the item select a blank button in Menu Items area where you would like to reposition the menu item To unhide the item so you can change it move it or reinstate it to the Order Entry screen complete the following steps 1 From the Categories area highlight the category in which you want the hidden item to appear 2 Select a blank button in the Menu Items area The system displays the Add New Menu Item dialog box 3 The drop down list includes any items in your system that are currently hidden Select the desired item 4 Select Choose Hidden Item PointOS M anager M anual Menu Inventory Menu 111 Change M enu Item Options Screen Change Menu Item To change a menu item complete the following steps l From the Categories area highlight the category in which the
204. still doesn t pop the printer may not be setup with the correct model Refer to the Station Settings section in this Manager Manual for more information on setting up the printer The receipt is not printing The print width might not be set correctly Refer to the Station correctly the text is breaking Settings section in this Manager Manual for more information to another line Reports are taking a very long Some reports are going through a lot of data and do take a very long time to run time This may be normal However you can speed this up by archiving orders and items prior to running these reports Refer to the Database Cleanup section the Archive Items section and the Archive Orders section in this Manager Manual for more information I need to recover from a To recover a backup database go to the Manager Dashboard and backup database choose Select Database When the system displays the database selection window you can choose the appropriate backup file PointOS database files end in bak Refer to the Restore Database section in this Manager Manual for more information I want to move my database to To move your database to a new computer you will need to first a new computer perform a database backup from the computer where the database is located Then copy the bak and ldf files that are usually located in the PointOS Database Backup folder to your new computer using a shared netw
205. t Database optionally Create New or Choose one from the server depending on type of install Name Station Printer Setup Main Setup for server install Create Employees for server install After you have completed these steps you can begin using PointOS Professional NOTE You can install multiple stations of PointOS Refer to the Up Multiple Stations section in this Manager Manual for more information PointOS M anager M anual Getting Started 16 Installation Installation When you begin the installation process the system begins the PointOS Professional Install A ware Wizard Follow the on screen prompts to install PointOS Professional As part of the installation the system prompts you to select the Setup Type 1 PointOS Professional InstallAware Wizard Setup Type Choose the setup type that is best For your needs PointO Professional point of sale software Client And Server Every setup needs one server bo run IF vou installing on your server or iF this is a single computer install choose Client And Server Client Only IF connecting to an external database choose Client Only PointOs Door Manager membership id scanning cover charge software Choose if you are installing Door Manager onto a computer Add DoorMan Client PointoS Professional will also be installed Choose which program Features you want installed Advanced Users Install scanner drivers here C5 Custom
206. t Scanner Accuracy screen PointOS Professional Set Scanner Accuracy Set Scanner Accuracy Scanner Accuracy 50 PROS Will Allow For Minor blemishes And Bends CONS ID Data Vill Mot Be Accurate On Damaged IDs This Range Is Less Preferred Figure 126 Set Scanner Accuracy Screen PointOS M anager M anual Maintenance Menu 221 Update ID Scanner Use the slider on the left to adjust the setting The recommended range is from 60 to 90 to allow for minor wear on IDs without sacrificing too much accuracy When you have the desired setting select OK Or select Cancel to close the Set Scanner Accuracy screen without adjusting the setting The system displays a manager alert notifying you that the scanner accuracy has been updated Select OK to close the alert Update ID Scanner The Update ID Scanner screen allows you to update your ID scanner software Select Update ID Scanner from the Maintenance menu The system displays the Update Scanner Software screen PointOS Professional Update Scanner Software Update IDScan Scanner Software ID File Name File Size Status Total Update Progress Pd Update Progress Check For Updates Update Files Close Updater Figure 127 Update Scanner Software Select Check for Updates to check for new ID scanner software Select Update Files to save any new files to your system Select Close Updater to close the Update Scanner Software screen PointOS M anager M anual Maint
207. t an item to enable it for drink chips Or select Enable All or Disable All To set a Starting Drink Chips amount enter a number Check the Drink Chips Can Only Be Issued During Happy Hour box if applicable Check the Enable Drink Chips box to enable drink chips Select the Save Drink Chip Settings button Select the Close Drink Chip Settings to return to the Discount Setup screen pe c ow x How A Select the Close Discount Setup to close the screen PointOS M anager M anual Setup Menu 81 Email Setup Email Setup The Email Setup screen allows you to define email for several different features Emailing daily weekly and monthly sales reports Allowing employees to email each other Emailing customers for their birthdays To open the Email Setup screen select Email Setup from the Setup menu The system displays the Email Setup screen PointOS Professional Manager Tools Email Setup Auto Report Email Email Options Email Daily Sales Report How Often Never wi Day Of The Week Email Weekly Sales Report How Often Meyer wi Day Of The Week Never wi Email Monthly Sales Report How Often Meyer wi Day Of The Week Neyer wi All Stations Need To Be Restarted To Activate Changes PointOS M anager M anual Email Detailed Report Message Center How Often Minimum Security Level Employee v Day Of The Week Mever wi Email Settings Enable Employee Email Reports Are Emailed In Micr
208. t to Excel format select Export Report to Excel The system opens a Save As dialog box Enter a name for the report and select Save The report opens in Excel format PointOS M anager M anual Menu InventoryMenu 147 Inventory Count To email the report select Email Report as Attachment The system opens the Email Report screen Refer to the Email Report section in this Manager Manual for more information To print the report select Print Report When you have finished viewing the Menu Item List select Close Report Inventory Count The Inventory Item Counts screen shows inventory items and allows you to enter physical counts of items You can print an inventory report and use this information to figure out your inventory shrinkage You can sort the list by vendor type group and or location To open the nventory Item Counts screen select Inventory Count from the Menu Inventory menu The system displays the Inventory Counts screen PointOS Professional Manager Tools File Edit Setup Menu Inventory Activities Reports Sales Reparts Maintenance Help Inventory Item Counts C Inventory Items Inventory Count Setup Item Hame Group Vendor Sort By Vendor Budweiser Coca Cola French Fries House Gin House Red Wine House Rum House Vodka Miller Lite Keg Bottles Bottles Food By Case Liquor Wine Liquor Liquor keg Beer Beer Man Alch Food Liquor Vine Liquor Liquor Draught Beer B
209. t to edit from the Rooms area 2 Edit the room name if desired 3 Select Update Room Name To delete the room select Delete Room PointOS M anager M anual Setup Menu 93 Room Setup Control Room Appearance on Orders Screen The rooms appear on the Open Orders screen from left to right To change the order complete the following steps 1 Highlight the name of the room you want to move from the Rooms area 2 Select Move Room Up to move the room to the left on the Open Orders screen 3 Select Move Room Down to move the room to the right on the Open Orders screen Hide Rooms 1 Highlight the name of the room you want to hide from the Rooms area 2 Select Hide Room to remove the room from the Orders screen without deleting it If you have the Show Hidden Rooms box checked the Rooms list includes the hidden room with a note indicating that it is hidden If the box is unchecked the hidden room 1s not shown on the Rooms list To un hide a room complete the following steps 1 Highlight the name of the room you want to un hide from the Rooms area 2 Select Un Hide Room Define Tables You can define the shape size and orientation of tables in your rooms Complete the following steps 1 Highlight the name of the room for which you want to create tables from the Rooms area 2 Select Edit Room The system displays the Room Builder screen for the selected room PointOS M anager M anual SetupMenu 94 Room Setup Poi
210. tOS Professional Manager Tools File Edit Setup Menu Inventory Activities Reports Sales Reports Maintenance Help Delivery Setup Change Delivery Settings Caller ID Settings Enable Delivery Select A Phone Device Device Media Mode Agere Win Modem d Data Mode Enable Delivery Mode Phone Device s Capabilities Enabling Delivery Mode Caller ID OK Select Device Vill Allow You To Take Delivery Orders Fram All stations Advanced Settings Even lf They Are Not Connected To Enable Caller ID From This Computer A Phone Line It ls Recommended That You Only Have One Caller ID Station When In Delivery Mode Enable To Go Delivery Prompt On All Fast Cash Orders Make Sure The Phone Line Is Hooked Up And The Correct bone Device Is Selected Cancel Figure 39 Delivery Setup Screen To set up deliveries for your PointOS system complete the following steps 1 Check the Enable Delivery Mode box to add a Delivery area to your Main Menu 2 On the computer you will use for deliveries check the Enable Caller ID From This Computer box Select your phone device from the Select A Phone Device drop down list Make sure you choose a device that has Caller ID capabilities 4 Select the type of data Data Fax or Voice your modem accepts from the Device Data Mode drop down list Choose Select Device 6 Check the Enable To Go Delivery Prompt on All Fast Cash Orders box to display the Select Order Type screen
211. teps l Select the inventory item from the Change Item Inventory Status list on the left The items are listed in alphabetical order Select Clear Item Notice Select Close Inventory Notices to close the screen PointOS M anager M anual Manager Dashboard 46 Credit Card Refund Credit Card Refund If you have credit cards enabled on your system the Credit Card Refund button allows you to issue a credit card refund The refund will not be available until you batch your credit cards To issue a credit card refund select Credit Card Refund from the Station Activities area of the Manager Dashboard The system displays the Credit Card Refund screen Refer to the Credit Card Refund section in this Manager Manual for more information Return to PointOS Select the Return to PointOS button to close the Manager Dashboard and return to the Main Menu PointOS M anager M anual Manager Dashboard 47 File Menu Overview The File Menu includes options related to the database printers and navigation back to the Main screen Select Database The Select Database option allows you to restart PointOS and select a new database You might use this if you have set up a training database for new employees To select a new database complete the following steps 1 Choose Select Database from the File menu 2 The system displays an alert asking if you want to select a new database Select Yes to continue Or select No to close t
212. ter You can allow employees to email each other through the system These emails are sent to the email addresses used in the Employee Setup The email addresses remain hidden from the sender and the recipient and all addresses have the company return address to protect the privacy of your employees To setup employee email complete the following steps 1 Select the required Security Level to Send Email from the drop down box to indicate who can send employee emails 2 Check the Enable Employee Email box to activate the employee email functionality Save Email Settings When you have finished with the email settings select Save Email Settings The system displays a message notifying you that the settings have been saved Then it returns to the Manager Dashboard If you want to close the Email Settings screen without saving changes select Close Email Setup PointOS M anager M anual Setup Menu 84 M usic Setup Music Setup The Music Setup screen controls how music is played requested and found To open the Music Setup screen select Music Setup from the Setup menu The system displays the Music Setup screen PointOS Professional Manager Tools Music Setup Remote Requests Music Options CO Allow Other Stations To Request Songs Delete All Music Auto Add Requests From Other Stations Add New Songs To Playlist Do Not Add If Requested Update Music As Last Song A Song Is Already In Playlist Reset All Damaged Song
213. the End Time under the Update All Days area The End Time can be the next day 1 e happy hour runs from 9 p m to 4 a m Select Update All The system updates each day with the selected Start and End times and checks the Enabled box 2 To update the individual day happy hour times For each day select the Start Time Refer to the the Time section in this Manager Manual for more information on using the clock to set the time For each day select the End Time For each day check or uncheck the Enabled box to indicate whether the happy hour is in effect for that day 3 Check the Print Happy Hour on Menu Items box if desired 4 Select Save to save the changes to the happy hour schedule The system displays a message notifying you that the settings have been saved Then it returns to the Manager Dashboard If you want to close the Happy Hour Setup screen without saving changes select Done PointOS M anager M anual Menu Inventory Menu 144 Special Price Setup Special Price Setup The Special Price Setup screen will allow you to set up automatic pricing during the selected time and day These prices overwrite any individual item specials for the selected time period To open the Special Price Setup screen select Special Prices Setup from the Menu Inventory menu The system displays the Special Price Setup screen PointOS Professional Manager Tools Special Price Setup Setup Special Pricing Special Pricing Settings
214. tion if it was made within the last 24 hours The system displays the Revert Cashier Out screen PointOS Professional Revert Cashier Out Revert Cashier Out In Out Server Off Type Bn 10 25 AM BABANO10 27 AM Pointos Administrator 30 18 over Drawer Cashier Out Credit Card Transactions Cannot Be Changed Once Credit Cards Have Batched Figure 17 Revert Cashier Out Screen 2 Select the cashier or server for whom you want to revert the cash out Use the Up and Down arrows to scroll through a long list of cash out listings 3 Select Revert Cashier Out Or select Cancel to close the Revert Cashier Out screen without reverting a cash out 4 The system displays a warning to make sure you want to revert the cash out for the selected cashier server Select Yes to continue Or select No to return to the Revert Cashier Out screen PointOS M anager M anual Manager Dashboard 41 Add Cash to Drawer 5 The system displays a message notifying you that the cashier out has been successfully reverted select OK The system returns to the Manager Dashboard Add Cash to Drawer The Add Cash to Drawer button allows you to add cash to an open cash drawer To add cash to a drawer open on the selected station complete the following steps 1 Select Add Cash to Current Drawer from the Station Activities area of the Manager Dashboard The system displays the Add Cash to Drawer screen Enter Add Cash To Drawer 1 HM Figu
215. to choose the selected location or select Cancel to close the dialog Check the Auto Backup from This Computer box from the computer you want to use for backing up the database It must be running as the PointOS server database Only one station can be set to auto backup Be sure that computer 1s running at the time you choose for the auto backup 8 Check the Force Station Restart Backup box to require other stations to restart after backup This is not necessary However restarting PointOS Professional regularly can keep it running faster 9 Check the Enable Auto Maintenance box 10 Select Save Auto Maintenance or select Close Database Setup to close the screen without saving the settings PointOS M anager M anual SetupMenu 71 Manual Database Options The Database Options area allows you to perform many database functions manually from one common screen Select Restore from Backup Database to restore the database using a backup file Refer to the Restore Database section in this Manager Manual for more information NOTE Restoring from a backup database is only for emergency data recovery Choose Select New Database to restart PointOS using a different database Refer to the Select Database section in this Manager Manual for more information To clean up the database select Cleanup Database Refer to the Database Cleanup section in this Manager Manual for more information To compact the database select Compact Data
216. to return to the previous screen The system restarts and opens to the Main Menu Return to Point OS The Return to PointOS option allows you to quickly return to the Main Menu To return to PointOS complete the following steps 1 Select Return to PointOS from the File menu The system immediately returns to the Main Menu Exit The Exit option closes PointOS Select Exit from the File menu PointOS closes immediately PointOS M anager M anual FileMenu 62 Edit Menu Overview The Edit Menu includes options related to filling out text fields You can also use the standard Windows shortcuts for these options Cut Highlight the text you want to remove and copy and select Cut from the Edit menu Copy Highlight the text you want to copy and select Copy from the Edit menu Paste Place your cursor where you want to paste the copied or cut text and select Paste from the Edit menu Delete Highlight the text you want to delete and select Delete from the Edit menu Select All Place your cursor in the field and choose Select All from the Edit menu The system highlights all of the text in that field PointOS M anager M anual EditMenu 63 On Screen Keyboard On Screen Keyboard Select On Screen Keyboard from the Edit menu to display the Microsoft On Screen Keyboard File Keyboard Settings Help esc Fa rio rri F12 psc brk cli j2jasj4jsis z s s o bk fins nm puii tb al w elr DREES pct EN S I I
217. tom Modifier is automatically included in all modifier groups The Customer Modi fier will allow the server to enter instructions in the Order Entry screen Change Modifier Options Screen To add a modifier to the selected group or to change an existing modifier complete the following steps 1 From the Modifier Groups area highlight the group in which you want the new modifier to appear 2 Toadd anew modifier select a blank icon in the Modifiers area To change or delete an existing modifier select the icon for that modifier PointOS M anager M anual Menu InventoryMenu 126 Change M odifier Options Screen The system displays the Change Modifier Options screen PointOS Professional Manager Tools Menu Modifier Setup Modifier Groups Change Modifier Options Condiments Same Price As Nothing K Dressings Modifier Name Modifier Price Sandwich bloda Name pO slo Sides Soda Mods S Forced Sub Modifier Group Only Print To Kitchen Will Not Show On Cusotmer s Printed Checks SRM Hee Modifier Group Wing Mods No Sub Modifier Group v WING Sauce Sub Modifiers vill Only Update Inventory Of Madifers l Set Up As Inventory Items Example Half 2 00 Modifer Prices Can Be Both Negative And Positive Amounts Figure 70 Change M odifier Options Screen 3 Ifthe modifier has the same pricing as another item select the item from the Same Price As drop down list to automatically fill the price field
218. tory Control Free Tech Support Works With QuickBooks Point Of Sale Features simple Order Entry Screens Delivery with Caller ID Integrated Credit Cards Gift Cards and Personal Checks Multiple Servers on One Station Print to Kitchen or Service Bar Order Transfers Splits and Combines Employee Time Card System UPC Bar Code Scanning Server Cash Accountability Item and Check Discounting Automatic Happy Hour Pricing PointOS M anager M anual Preset Forced and Custom Modifiers Customer Tabs and Order Tracking Server Cash Drawer Stations Employee Email System Employee VIP Discounting Categorized Payouts Print Item Recipes from Order Entry Cash Drawer Transfers Room Setup with Table Layout Open and Closing Reports Incident Reports Manual Customer Info Email Entry Introduction 13 Features Back Office Features System Dashboard Integrated Online Help Auto Archiving And Maintenance Customizable Security Settings Tax Reporting Export Reports To Excel Auto Email Reports Customer Maintenance Credit Card Batch Scheduling Employee Entertainment Scheduling Payroll Reports Inventory Shopping List Par Inventory Recommendations Send Customer Newsletter Integrated Music System Touch Screen Music Player Request Songs From Any Station Windows Media Player Integration Multiple Playlists Customer Songs Auto Added Auto Find Music Print Song Lists Optional ID Scanning Driver s License Scanning For Age Ver
219. ttings Next you define a security setting for each type of activity in PointOS 1 Select a Secure Area Level Setting from each activity s drop down list 2 Ifyou have changed security levels for activities and want to restore the default security settings select Restore Default Levels 3 When you have finished updating the security levels to reflect your needs select Save Secure Area Levels When you have finished defining security levels select Close Security Setup Cash Back Settings The Cash Back Settings screen enables your customers to pay for their orders with a debit card and receive cash back To open the Cash Back Settings screen select Cash Back Settings from the Setup menu The system displays the Cash Back Settings screen PointOS Professional Manager Tools Cash Back Settings Cash Back Settings C Enable Customer Cash Back On Order Entry You Can Allow Employees To Give Cash Payments Out To Customers And l Have The Balance Apply Cash Back Security To Their Order Tabs Minimum Security Level Anyone With Order Access Maximum Cash Back 100 00 E Save Cash Back Settings Close Cash Back Settings Figure 37 Cash Back Settings Screen PointOS M anager M anual SetupMenu 74 Customer Notice Setup To enable the cash back feature complete the following steps Check the Enable Customer Cash Back on Order Entry box Select the Minimum Security Level from the drop down list Select the
220. u have finished viewing a request select Close Schedule Request Select Close Schedule Requests to close the screen Customer Activities The Customer Activities screen allows you to see a list of customers search for an existing customer or add a new customer To open the Customer Activities screen select Add Edit Customers from the Activities menu PointOS M anager M anual ActivitiesMenu 161 Customer Activities The system displays the Customer Activities screen PointOS Professional Manager Tools Customer Activities Customers Customer Options Add New Customer Mary Blue Pick Customer Rodger Green Select Customer Name Search Customers Steve White First Marne Search Quick Search First Name ABCOEFGHIJE LMNOPORS TUMWA T Michele Wiedemer Quick Search Last Name ABCOEFGHIJELMNOPORS TUVWXYZ Close Customer Maintenance All Stations Need To Be Restarted To Activate Customer Changes Figure 91 Customer Activities Screen The Customers area lists the customers in your system Use the Up or Down arrows to navigate through the list To find a specific customer you can select the customer s name from the Pick Customer drop down list Or complete the following steps to search for a customer 1 Enter one or more letters in the Search Customers field 2 Select whether those letters are from the customer s first name or last name from the drop down list 3 Select Search The system displays t
221. ual Activities Menu 164 Change Customer Options Enter the customer s Zip Code 3 Enter or update the Employee Contact Information Enter the customer s Home Phone Number Enter the customer s Cell Phone Number Enter the customer s Email Address 4 Check the Subscribed to Newsletter box to put the customer on the newsletter mailing list If the customer wants to unsubscribe uncheck the box to remove the customer from the newsletter mailing list 5 Ifyou have added the customer from the front end Order Entry Start New Tab New Customer screen the photo 1s displayed here 6 Ifthe customer s driver s license has been scanned select View Customer s Driver s License to see the Driver s License Photo screen Select Close when you have finished viewing the license 7 To give the customer special pricing select a pricing option from Customer Price Level drop down list Enter any notes you d like to keep about the customer in the Customer Notes field 9 To include additional information about the customer you can enter it in Custom Field 1 or Customer Field 2 10 Select Save button to complete the Change Customer Options screen or select Cancel to close the Change Customer Options screen without saving Ban Customer To ban a customer complete the following steps l Check the Customer is Banned box The system enters the date and the name of the employee who banned the customer 2 Entera reason for banning the custome
222. ultiple amounts The square to the right of the buttons indicates how much you have added or subtracted of the selected item PointOS Professional Manager Tools File Edit Setup Menu Inventory Activities Reports Sales Reports Maintenance Help Inventory Item Counts C Inventory Items Inventory Count Setup Item Name Group Type Vendor Sort Bv Vend ort y V enadar All Vendors Budweiser Bottles Beer Beer Vendor Coca Cola Bottles Mon Alch Food Vendor House Gin Liquor Liquor Liquor Vendor House Red Wine Wine Wine Liquor Vendor Sort By Group House Rum Liquor Liquor Liquor Vendor All Groups House Vodka Liquor Liquor Liquor Vendor Miller Lite Keg Keg Beer Draught Beer Beer Vendor All Locations Show Sorted Items Find By UPC Bar Code Scan i Go To Keyboard Entry Subtract One Case 3 Added 100 Subtact One Portion dh Add One Portion Portions Close Inventory Item Counts Changes Will Affect The Running Inventory Total Figure 20 Inventory Item Example Select Go To Keyboard Entry to open the Inventory Item Count screen Refer to the Inventory Count section in this Manager Manual for more information When you have finished select Close Inventory item Counts to return to the Manager Dashboard PointOS M anager M anual Manager Dashboard 44 Out of Inventory Notices Out of Inventory Notices The Out of Inventory Notices button in the Station Activities area of the Manager Dashboard allows you to provide a notice
223. umber Or select Cancel Upgrade to close the Upgrade screen without entering an upgrade PointOS M anager M anual Help Menu 228 Contact Us Contact Us The Contact Us option allows you to send an email to PointOS To contact PointOS support complete the following steps l Select Contact Us from the Help menu The system displays the Contact Us screen PointOS Professional Contact Us Contact Us Subject General Comment Your Email Address sce x Cancel Figure 131 Contact Us Select a Subject for your email from the drop down list Update or enter Your Email Address Enter your Message P qe o od Select Send to deliver the email or Cancel to close the Contact Us screen without sending the email PointOS M anager M anual Help Menu 229 License Agreement License Agreement The License Agreement option displays the license agreement under which you installed PointOS Select License Agreement from the Help menu The system displays the License Agreement PointOS Professional License Agreement Software License Agreement END USER LICENSE AGREEMENT FOR Points Professional IMPORTANT PLEASE READ THE TERMS AND CONDITIONS OF THIS LICENSE AGREEMENT CAREFULLY BEFORE CONTINUING TO USE THIS PROGRAM Hot Professional End User License Agreement EULA is a legal agreement between vnu either an individual or a single entity and ShakenSoft LLC for the ShakenSoft LLC software product s identified above
224. unted To have the server or wait staff set pricing check the Open Pricing box The price fields become the minimum price for that menu item and that type of pricing To use Auto Pricing First select the day of the week to use the automatic special pricing Select the time to start the automatic pricing special from the Start Time drop down list Select the time to end the automatic pricing special from the End Time drop down list Enter the Special Price PointOS M anager M anual Menu Inventory Menu 114 Change M enu Item Options Screen Enter the name of the special in the Special Name field Repeat for other days and times as desired NOTE If many items are on special we recommend that you use the Happy Hour Setup instead Refer to the Hour Setup section in this Manager Manual for more information 15 To add the UPC code from a product s packaging to the menu item select Add UPC Bar Code The system displays an Add UPC Bar Code dialog box Scan the bar code to add it to the menu item Using this option will allow you to scan an item to add it to a customer s order 16 Select Create Item Recipe or Edit Item Recipe to open the Menu Item Recipe Setup screen Refer to the Recipes section in this Manager Manual for more information 17 Select Save to save the menu item or Cancel to close the Change Menu Item Options screen without saving the item After you save the item the system returns to the Menu Setup screen
225. urns to the Room Setup screen Server Mode Setup The Server Mode screen allows you to control how the POS works when in server mode Server mode stations do not include a cash drawer You can put a station into server mode from the Station Settings area of the Manager Dashboard To open the Server Mode Setup screen select Server Mode Setup from the Setup menu PointOS M anager M anual Setup Menu 96 Server M ode Setup The system displays the Server Mode Setup screen PointOS Professional Manager Tools server Mode Setup Auto Lock Options Print Options server Mode Options Auto Lock Station In Print All Items To Printer 1 Minute Use Menu ltem Printers K Go To Screen Saver Other Options Prompt For Table Number Custom Modifier Seat Numbers Allow Server Out With Open Tables Save Server Mode Options Close Server Mode Setup Figure 51 Server Mode Setup Screen To adjust your server mode settings complete the following steps l Select the amount of time to allow before locking the screen automatically from the Auto Lock Station In drop down list Check the Go To Screen Saver box to start the screen saver at that time You can change your screen saver from the Windows Display Control Panel Select which printer to automatically send items ordered on a server mode station from the Print All Items drop down list Refer to the Up a Generic Driver for Receipt Printing section in this Manager Manual for mor
226. use preauthorizations Clear the box if you do not want to use preauthorizations NOTE Ifyou use preauthorizations you must clear the preauthorizations by batching in PointOS If you do not clear the preauthorizations and you batch with Merchant Warehouse your customers will incur a 01 charge We do not recommend charges over 250 for preauthorizations Charges over 250 on preauthorizations may hold up your batching 3 If you are using a modem instead of a high speed connection you may want to increase the amount of time in the Time Out Seconds field for example to 30 seconds The default 1s 15 seconds 4 Select the number of receipt copies to print from the Receipt Copies Printed drop down list Some printers print two copies of all printouts using two ply paper If you do not have this feature on your printer set this to two copies 5 Youcan select which forms of payments that you will receive In addition to the various credit card types you can choose to take gift cards or personal checks Check the payment options accepted boxes to indicate which types of payments are accepted NOTE A Merchant Warehouse account is required to accept credit cards or gift cards as payment 6 Tosetthe security for activating and issuing gift cards to customers select the security level from the Create Gift Card Security Level drop down list The default level 1s the same as the security level for taking orders Gift cards must be added to
227. ustomers field select Save Door Manager Settings to save your changes Select Close Door Manager Settings to close the screen when you have finished Shut Down All Stations The Shut Down All Stations option forces all stations to disconnect This is useful when upgrading the system This function may take up to two minutes to complete To shut down all stations select Shut Down All Stations from the Maintenance menu The system displays a warning message PointOS Shutdown All Stations Are You Sure You Want To Shutdown All Stations Active Station Transactions May Be Lost Figure 122 Shut Down All Stations Warning Select Yes to continue or select No to close the warning without shutting down the stations PointOS M anager M anual Maintenance Menu 216 Cash Out All Servers Drawers Cash Out All Servers Drawers The Cash Out All Servers Drawers option cashes out all open cash drawer and all open servers and resets the drawers and servers to zero This is used as a last resort if a cash drawer is not closing properly NOTE This option cannot be reversed It can cause improper cash out reporting To cash out all servers drawers select Cash Out All Servers Drawers from the Maintenance menu The system displays a warning message to make sure that you want to proceed Select Yes to continue Or select No to close the dialog box without cashing out all servers and drawers PointOS Cash Out All Drawers Are You Sur
228. vailable if you have a compatible scanner attached The Calibrate Scanner options allows you to calibrate your new ID scanner Select Calibrate Scanner from the Maintenance menu PointOS M anager M anual Maintenance Menu 220 Clean Scanner The system displays a note to insert calibration paper into the scanner Use the calibration paper that came with your scanner You can also download and print out a new calibration sheet from the manufacturer s website When the calibration paper 1s loaded select OK The system displays a manager alert notifying you that the calibration takes a few moments Select OK to close the alert Clean Scanner The Clean Scanner option allows you to clean your ID scanner if you are experiencing any problems with it Select Clean Scanner from the Maintenance menu The system displays a note to insert the cleaning paper into the scanner Use the cleaning paper that came with your scanner and follow the manufacturer s directions When the cleaning paper is loaded select OK The system displays a manager alert notifying you that the cleaning takes a few moments Select OK to close the alert Set Scanner Accuracy The Scanner Accuracy screen allows you to set a range of accuracy for your scanner The higher number accuracy you Set the more accurate your ID scans will be However damaged IDs may not be recognized Select Set Scanner Accuracy from the Maintenance menu The system displays the Se
229. ventory Group Name Liquor Merchandise Rename Inventory Group Create New Inventory Group pen Group Edit Inventory Item Figure 71 Inventory Item Setup Screen Inventory Groups The left side of the screen lists all of your inventory groups Inventory Groups are used to keep inventory items together Inventory items must be part of an inventory group PointOS M anager M anual Menu Inventory Menu 128 Inventory Item Setup Define a New Inventory Group To define a new category complete the following steps 1 Enter the Inventory Group Name 2 Select Create New Inventory Group from the Inventory Options area 3 The system displays a message notifying you that the inventory group has been added Select OK to close the message NOTE You can also define Inventory Groups on the fly as you create new inventory items Refer to the Inventory Item section in this Manager Manual for more information Change or Delete an Inventory Group To change or delete an inventory group complete the following steps 1 Highlight the name of the inventory group you want to edit in the Inventory Groups area 2 Select Open Group 3 Edit the Inventory Group Name if desired 4 Torename the group select Rename Inventory Group To delete the category select Delete Category Inventory Items When you highlight an inventory group in the Inventory Groups area the Inventory Items associated with that group are shown in the Invento
230. y registered You will need to restart the program Select Restart Program from the message NOTE Ifyou have not yet purchased PointOS Professional select Purchase PointOS to go to the website to complete your purchase You can also select Trial Mode to continue your trial Trial Mode 1s a fully functional one station license good for 30 days When you decide to purchase PointOS you will not lose any data you set up from the trial mode Select Exit Program to close the program without registering your copy of the software at this time PointOS M anager M anual Getting Started 30 Manager Dashboard This chapter provides an overview to the activities available on the Manager Dashboard as well as a description and introduction to each item Most activities are described in detail in other chapters Accessing the Manager Dashboard l From the PointOS Main Menu screen select Manager The system displays the Enter Manager Code screen Enter Manager Code Swipe Or Enter Code i Figure 12 Enter M anager Code Screen 2 Swipe your card or enter the default Manager code and press Enter NOTE All attempts are logged in the Access Report The system displays the Manager Dashboard PointOS M anager M anual Manager Dashboard 31 Overview of the M anager Dashboard Overview of the Manager Dashboard The dashboard provides a quick look at what 1s going on with the system It also provides fast access to some of the m
231. yments to entertainment employees or vendors These pay outs are also reflected in the cashier out reports Pay Outs By Category The Pay Outs By Category is similar to the Pay Outs Report but it provides additional detail about the transactions broken down into categories Item Voids The Item Voids Report indicates any items that were removed from a sales check and why Order Voids The Order Voids Report indicates any customer orders that were voided and why Only open orders can be voided by a server Access Denied The Access Denied Report provides a list of all unsuccessful attempts to try and access a secure area This is a good report to run to see if a someone is trying to get into an area that they are not authorized to access No Sales The No Sales Report shows you when the cash drawer was popped at the times when no sale transaction was made This occurs most frequently when a server is making change but could indicate some sort of fraud The report also will show you who popped the drawer and at what time Active Customer List The Active Customer List Report provides a listing of any changes to the Customer Mailing List for the selected date range You can use this to ensure that your Customer Mailing List 1s up to date before doing promotional mailings Customers Report The Customers Report indicates all of the customers who have been added to the system during the selected date range It also indicates how
232. ystem displays the Change Menu Item Options screen PointOS Professional Manager Tools Menu Setup Categories Change Menu Item Options Same Features As Item Type Item Prices Nothing v fon Discountable T Open Pricing Menu Item Name Select Graphic Good Customer Happy Hour Price Item Group Employee Price Special Price sow som Prices With Taxes Included vull Have Minimum Age Button Color The Tax Removed From The Price Entered Auto Prices Apply Taxes Day Of The Week Sales Tax 5 Tax 2 0 Sun Mon Tues Wed Thur Fri Sat Tax 3 0 Tax 4 0 Start Time End Time Printing zonam vj zonw v m Special Price Special Name Mo Additional Printer Enable Modifiers Modifier Group Add UPC Bar Code Create Item Recipe Edit Force Modifiers z Figure 62 Change M enu Item Options for New M enu Item 2 To save data entry time select an item from the Same Features As drop down list Select an item similar to the one you are entering to automatically fill in many of the required fields To enter a regular menu item leave the Item Type as Menu Item 4 Enter the Menu Item Name To associate a Graphic with the menu item complete the following steps Make sure the graphic you want is in the Buttons folder of the PointOS Database Many graphics are available when you load PointOS If you want to use a custom graphic make sure it is a BMP format graphic sized at 33 x 70 pixels On the

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