POS Operations Guide - Food Service

This guide was written for Version 9 of AccuPOS in Food Service mode on the Point of Sale. If you are running an earlier version of AccuPOS, you will notice differences on the user interface on the Point of Sale. If you’re running the Point of Sale in Retail mode, please refer to the POS Operation Guide for Retail.

GETTING STARTED:

Enter User Password: (top)

Before you can start processing transactions, AccuPOS Retail requires that you enter your user password. Once you enter your user password AccuPOS

Retail will determine which User Group you belong to and will enable or disable its functions accordingly. (Figure 1-1)

Figure 1-1

If you are just getting started and have not set any users up yet, the default password for AccuPOS Retail is "apadmin.” This is the administrator password with all rights. Before modifying or deleting this user/password, make sure you create a user with admin rights (this can not be recovered so make sure you write down this information).

Once a user is logged in, only functions that are allowed for his/her user group will be available (these options can be set in AccuPOS Manager).

The current user will appear in the bottom left corner of the POS screen. (Figure 1-2)

Figure 1-2

Enter Cash Till code: (top)

The Cash Till code enables AccuPOS to determine which cash drawer the funds are being collected in. As default, 100 and 200 are available to use at the point of sale. For example if you have 2 POS stations then POS #1 will use till 100 and POS #2 will use till 200. This way at the end of the day/shift all money collected in POS #1 will be shown in till 100, and all money collected in POS #2 will show under till 200. (Figure 1-3)

Figure 1-3

NOTE: you can only open the amount of tills that you have licenses for. For example, a one user license can not have till 100 and till 200 opened at the same time.

At the prompt asking for the Till number, enter the Till number you would like to use followed by enter.

The current till in use will appear in the lower left hand corner of the POS Screen. (Figure 1-4)

Figure 1-4

TRANSACTIONS: (top)

*If at this point you have not set up your keys please refer to the Keys Set-Up Guide for further instructions.

**If at this point you have not set up barcodes please refer to the Inventory Set-Up

To Process Transactions: (top)

Processing transactions using AccuPOS Retail is very similar to using a common cash register.

First enter a password to log into AccuPOS, then enter the Till number you would like to use.

To handle a walk up customer:

1. Enter the items that are being sold, either by scanning the barcode, using the touch screen display, or by manually entering the item codes.

2. Press Total to total the sale.

3. Select the amount and tendering type. If there is to be change made, AccuPOS will show the amount to be returned to the customer. Then you will be ready for the next transaction.

To Make Changes: (top)

*Sometimes modifications are required to a transaction, such as overriding the system item price, changing quantities, or adding a customer to a sale. Instructions on the most common POS functions are listed below.

**The following items assume that you have admin rights or have assigned the proper user rights to the cashier.

To Change Item Price: (top)

Before you enter the item to the transaction

1. Enter the price you would like to sale the item for. (Figure 2-1)

Figure 2-1

2. Click on the Price button or hit [F1] (Figure 2-2). The new price will show in the bottom of the receipt window on the middle left of the screen. (Figure 2-3)

Figure 2-2

Figure 2-3

3. Scan or enter the item ID. This item will show in the receipt window with the modified price. (Figure 2-4)

Figure 2-4

*Using this feature will only affect the next item that is scanned. To change the item price permanently it must be done in the accounting program. Please refer to the inventory set up guide for more information on changing prices inside your accounting program (Peachtree, QuickBooks).

**Previously rang items cannot be modified; you must void the item and re-ring it.

To Change Item Quantity: (top)

Before you enter the item to the transaction

1. Enter the desired quantity. (Figure 3-1)

Figure 3-1

2. Click on the Quantity button or hit [F6] (Figure 3-2). The new quantity will show in the bottom of the receipt window. (Figure 3-3)

Figure 3-2

Figure 3-3

3. Scan or enter the item ID. AccuPOS will then calculate the total cost of the item based on the quantity entered. (Figure 3-4)

Figure 3-4

*Quantity entered will be used only for the next item scanned.

** Price changes and Quantity changes can be used together just follow steps 1 and 2 of both instructions before entering the item.

*** Previously rang items cannot be modified; you must void the item and re-ring it.

To Apply a % Discount on a Single Item: (top)

Before you enter the item to the transaction

1. Enter the desired discount percentage amount. (50 would be 50%).

2. Click on the % Off Item key in the bottom left of the screen (Figure 4-1). The percentage taken off of the next item will appear in the bottom right of the Point of Sale. (Figure 4-2)

Figure 4-1

Figure 4-2

3. Scan or enter item ID. AccuPOS will then calculate the price based on the percentage taken off. In the example below, the first item rang in is the discounted price; the second the regular price. Notice how the Discount field is now empty at the bottom right of the screen. (Figure 4-3)

Figure 4-3

*The Percentage off button will only affect the next item that is added.

**Previously rang items cannot be modified; you must void the item and re-ring it.

To Apply a % Discount on the Entire Transaction: (top)

Before you start the transaction:

1. Enter the desired discount percentage amount. (50 would be 50%)

(Figure 5-1)

Figure 5-1

2. Click on the % Off Sale key in the bottom left of the screen (Figure 5-2). The percentage taken off for the sale will appear in the bottom right of the Point of Sale. (Figure 5-3)

Figure 5-2

Figure 5-3

3. Scan or enter Item IDs. AccuPOS will then calculate the prices based off the percentage taken off. In the example below, the first item rang in is the discounted price; the second is also discounted. Notice how the Discount field still displays 50% at the bottom right of the screen. (Figure 5-4)

Figure 5-4

*The discount will be in effect for that sale only. Once the transaction is totaled, the discount will reset back to 0 (Zero).

**If you want to be able to discount the transaction at the end of the sale, refer to Sale Discount General Key in the Keys Set-Up guide.

***If you have applied a discount to the sale and would like to change the discount percentage or remove the discount completely simply follow steps 1 and 2 again.

****To remove the discount completely, enter 0 (Zero) for the percentage amount.

To Void the Last Item (Undo): (top)

1. After scanning an item… (Figure 6-1)

Figure 6-1

2. Click on the Error Correct key (Figure 6-2). AccuPOS will void the last item entered. (Figure 6-3)

Figure 6-2

Figure 6-3

*Error correct allows undoing the last item entered to the transaction before the next item is entered.

**Note that when using group items, Error Correct will only remove the last item in the group. To remove a group item off the sale, use the Void Item function.

To Void an Item: (top)

If you accidentally scanned the wrong item, sold an item for the wrong price, or a customer is returning or exchanging, use the void item to return the item to inventory.

1. Click on the Void Item key. (Figure 7-1)

Figure 7-1

2. Scan or enter item ID to Void.

3. Items voided will appear in the receipt window with a Negative total. (Figure 7-2)

Figure 7-2

*For multiple items, you must press the Void Item button before each item you wish to void.

To Make an Order TO GO: (top)

In the Food Service industry, there are many take out orders. AccuPOS works with its Remote Printing Module to enable servers to ring in items that will print a “Carryout” ticket at the remote printer to help with communication between the Front of the House and the Back of the House. To have a ticket print “Carryout,” follow these steps:

At the Point of Sale, hit the TO GO button. (Figure 8-1)

Figure 8-1

Ring in an item. (Figure 8-2)

Figure 8-2

Continue to ring in items, or suspend the sale or Total the sale. (Figure 8-3)

Figure 8-3

At the remote printer, for each item after TO GO was pressed, the printer will print CARRYOUT on the ticket.

*You must hit the TO GO button again in order to have the POS stop remote printing tickets as CARRYOUT.

**For more information on suspending sale, refer to the Suspended Sales Guide.

***For more information on Remote Printing, refer to the Remote Printer Module Setup Guide.

To Cancel a Sale in Progress: (top)

1. Click on the Cancel Sale button. (Figure 9-1)

Figure 9-1

2. A popup box will appear asking for confirmation. Click Yes to confirm canceling the sale. (Figure 9-2)

Figure 9-2

*Every time a sale is cancelled, a voided ticket will print. This will help track how many times a cashier cancels sales. The voided transactions are also stored inside the AccuPOS database.

To Search for Items: (top)

Sometimes, while ringing in an item, you can get the error “Item Not Found” when hitting a button or scanning a barcode. If you have seen the Retail mode of the Point of Sale, there is a button called Item Search. This button is not visible on the Food Service mode, but the ability to search for items is still enabled. To do an item search, follow these instructions:

1. Enter any part of the item description in the Scan or Enter Item field. (Figure 10-1)

Figure 10-1

2. On the keyboard, press the [F12] button. If you do not have a keyboard attached, you can use the Windows On-Screen keyboard by going Start -> All Programs -> Accessories -> Accessibility -> On-Screen Keyboard. (Figure 10-2)

Figure 10-2

3. A popup box will appear based on what was entered prior to hitting Item Search. Select the item and click OK to return to the transaction. (Figure 10-3)

Figure 10-3

The item selected will now appear in the Scan or Enter Item ID field. Click Enter to apply the item to the transaction. The items will appear in the upper left portion of the screen. (Figure 10-4)

Figure 10-4

*If you click on the item search without entering part of the description, the entire item list will load.

To Suspend Tax on a Single Item: (top)

1. Click on the No Tax button. (Figure 11-1)

Figure 11-1

2. Scan or enter item ID. Notice in the upper left of the screen, the item entered does not have a ‘T’ next to the price. This shows that the item wasn’t taxed. (Figure 11-2)

Figure 11-2

3. Upon hitting Total, you will be taken to the tendering screen. Notice that there is no tax applied to the item. (Figure 11-3)

Figure 11-3

*If you already scanned items before you suspended the tax, void the item and start over. The tax will suspend on the next item scanned only.

To Suspend Tax on Multiple Items: (top)

1. Click on the Lock Tax button (Figure 12-1). Notice in the bottom of the right of the Point of Sale, it says TAX LOCK is ON. (Figure 12-2)

Figure 12-1

Figure 12-2

2. Scan or enter the item IDs. Notice in the upper left of the screen, the items entered do not have a ‘T’ next to the prices. This shows that the items weren’t taxed. (Figure 12-3)

Figure 12-3

3. Upon hitting Total, you will be taken to the tendering screen. Notice that there is no tax applied to the entire transaction. (Figure 12-4)

Figure 12-4

To release the tax lock, click on the Lock Tax button. Otherwise, the tax lock will automatically release after the sale is tendered.

To Check the Running Total in the Middle of the Transaction: (top)

1. While processing a transaction, after ringing in items, click on the Subtotal button. (Figure 13-1)

Figure 13-1

2. You may take a partial payment or...

3. Click on the Cancel button to return to the sale to continue to ring in items. (Figure 13-2)

Figure 13-2

Subtotal is only used to view current total or to take a partial payment in the middle of the sale. If you are ready to complete the transaction, use the Total function. Once a partial tender was taken on a transaction, the transaction will not be allowed to load on a different till.

To Prevent Items from Printing Remotely: (top)

If the customer changes his mind after you applied the item to the transaction or if you applied the wrong item, you can void it from the sale and prevent it from printing remotely by following these steps:

1. Click on the Edit Check key. (Figure 14-1)

Figure 14-1

2. Highlight the item to be voided. (Figure 14-2)

Figure 14-2

3. Click on the Edit button. The Edit Item screen will appear. (Figure 14-3)

Figure 14-3

4. Click on Void (Figure 14-4). You will return to the Edit Check screen. Notice the edited item now appears in red on the edit check screen. (Figure 14-5)

Figure 14-4

Figure 14-5

5. Click on the Save button to return to the Point of Sale.

*Remember, AccuPOS will only prevent the item from being printed remotely if the transaction has not been saved yet. If the transaction has been saved and printed then the item will be remote printed with a “Void.”

**For more information on Remote Printing, please refer to the Remote Printing Module Setup Guide.

To Total the Sale with One Payment: (top)

1. After ringing in items, click on the Total button. (Figure15-1)

Figure 15-1

A. If the payment type is Cash or Check, enter the amount received followed by the payment type (Figure 15-2). For exact cash or check click on the tender type twice. Remember, AccuPOS does not automatically place the decimal point, if you receive 20 dollars and 75 cents, enter 20.75. If you receive 5, 10, 20, 50, or 100 dollars, use the preset tender amount buttons on the right hand side of the tendering screen for fast and easy processing. If change is needed, AccuPOS will display the total change due based off the initial amount of tender entered. (Figure 15-3)

Figure 15-2

Figure 15-3

B. If the payment type is Credit Card, just select payment type to apply the total amount due (Figure 15-4). There is no need to enter the amount, since it is not subject to change. If you are using AccuPOS to process the credit cards transactions, a screen will appear in which you will scan the card (Figure 15-5). If you are using standalone equipment, get approval first, then select the tender type in AccuPOS. Otherwise, if the transaction is declined, you will have to reverse the transaction. Once the amount tendered is greater or equal to amount due, the sale will be complete.

Figure 15-4

Figure 15-5

To Total the Sale Using Multiple Payments: (top)

1. After ringing in items, click on the Total button. (Figure 16-1)

Figure 16-1

2. Enter amount followed by the payment type for each payment type being used to total out the sale, including credit cards (Figure 16-2, Figure 16-3). In the example below, $10 was applied as cash first. Notice the amount due is lowered by $10. Once the amount tendered is greater or equal to amount due, the sale will be complete.

Figure 16-2

Figure 16-3

To Fix Incorrect Tender: (top)

Sometimes while processing transactions, the wrong tendering type is accidentally selected. This can lead to incorrect Z reports and accounting issues. Follow these steps to correct the tender type.

1. Click on the Void Item button. (Figure 17-1)

Figure 17-1

2. Click on the Subtotal button.

3. Enter the amount that was tendered using the wrong tender type. (Figure 17-2)

Figure 17-2

4. Select the tender type that was accidentally used. You will be returned to the main screen. Notice in the middle left of the Point of Sale, the tendering type you chose has a return assigned to it. (Figure 17-4)

Figure 17-4

5. Click on the Total button. (Figure 17-5)

Figure 17-5

6. Select the correct tender type. The transaction will finish and the tendering totals for the current sequence will be updated. (Figure 17-6)

Figure 17-6

To Reprint Receipts or Print Gift Receipts: (top)

There are times when customers might want a second receipt or a Gift Receipt.

1. Complete the transaction; this will print the original receipt.

2. Click the Reprint Receipt button. (Figure 18-1)

Figure 18-1

3. Single click on the receipt you would like to reprint. (Figure 18-2)

Figure 18-2

4. If the receipt previously rung in is selected, AccuPOS will print a Gift Receipt automatically. You will be able to determine the previously rung-in receipt because of the 0 for the receipt number. If any other receipt is selected, AccuPOS will print a copy of the receipt.

* Only transactions from the current shift will be available to reprint.

** Gift Receipts with print the price in code. Refer to Tendering Set up in the initial setup guide.

To Attach Items to Seat Numbers: (top)

AccuPOS understands the importance of keeping table information neat and organized. At the Point of Sale, servers can now attach items to seat numbers to help keep tickets organized and to also help in the running of food to tables. To attach items to seat numbers, follow these steps:

Hit the Seat button. (Figure 19-1)

Figure 19-1

Type in the desired seat number to attach the next item(s) to.

Scan or Enter the Item ID or press the appropriate button(s) to attach items to that particular seat number. Note that all items entered after selecting a seat number will attach to that number unless a different seat number is chosen.

To check what items are attached to what seat numbers, hit the Edit Check button. (Figure 19-2)

Figure 19-2

All items along with their assigned seat numbers will be listed. (Figure 19-3)

Figure 19-3

*All items that have seat numbers attached will, if applicable, remote print with the seat number information printed on the ticket.

**For more information on Remote Printing, please refer to the Remote Printing Module Setup Guide.

Editing Checks / Splitting Checks: (top)

Before the transaction has been completed, it can be split into multiple individual checks. To split a check, follow these steps while the transaction is loaded.

1. Click on the Edit Check button. (Figure 20-1)

Figure 20-1

2. Click on the New Check button up to three times to create new checks. (Figure 20-2)

Figure 20-2

3. Click on the item to be moved from the original check (Figure 20-3), and then click on the new check to move this item to. (Figure 20-4)

Figure 20-3

Figure 20-4

4. Move as many items as needed to and from any of the four checks. (Figure 20-5)

Figure 20-5

5. Click Save when done. (Figure 20-6)

Figure 20-6

Once you click save, after splitting the check, the individual transactions will automatically be saved under Find/Save order. The save names for the split checks will be saved as the original named with a dash and sequential number for each individual check. For example, if the original check was named “479” and it was split into 4 individual checks, they would be saved as “479,” “479-1,” “479-2,” and “479-3”. To split to more then 4 checks, load the master check again, and use the Edit Check button to split it into further checks.

*For more information on saving and loading orders, please refer to the Suspended Sales Guide.

To Comp an Item: (top)

In some cases there is a need to set item price to Zero (0) after it has been applied to the transaction and prepared for a customer. Use the following steps to Comp a sale:

**Recall the order if it was saved.

1. Click on the Edit Check key. (Figure 21-1)

Figure 21-1

2. Highlight the item to be comped. (Figure 21-2)

Figure 21-2

3. Click on the Edit button. The Edit Item screen will appear. (Figure 21-3)

Figure 21-3

4. Click on Comp (Figure 21-4). You will return to the Edit Check screen. Notice the edited item now has a price set to 0.00 in the edit check screen. (Figure 21-5)

Figure 21-4