Managers Guide

Managers Guide

You can download our user manual at the bottom of this article. 


Setting Up Staff

1) Enter Maintenance
2) Press Staff
3a) To add a new staff member, press Add
3b) To edit a staff member, select their name and press Edit
4) Press on the blue button under the heading, Name
5) Enter the staff member's name and press Ok
6) Do the same for Initials
7) Press Set PIN number and enter a 2 - 6 digit pin, press Ok, 
    re-enter the PIN and press Ok

Next is setting the staff members security rights
8) Press None Assigned, a window for Security Options will open
At the bottom of the screen are some pre-set options, Administrator, Supervisor, Sales, Waiter, and none. See below for details
9) Select the appropriate settings for this staff member
10) Press Ok to finish



Administrator: Has access to all settings and functions
Supervisor: Can do all functions of Sales, but cannot do any set up
Sales: Can do all functions of ordering and processing payments, but needs authorization for discounts, Cancels, refunds and Write Offs
Waiter: Can process orders, but cannot take payments
Details of each setting are over the page.

POS: Give access to sell things and use the basic point of sale.
Manage Menus: Lets you turn on/off items in the menu that are out of stock or no longer used.
Credit/Cancel Rights: Can refund or cancel sales.
Override Tab PIN: Not require PIN when using Tabs. 
Open Cash Drawer: Can open the cash drawer without a sale.
Account Manager: Can edit tab details, add credit.
Account Creation: Create a tab at time of sale.
Write Off Rights: Can do a write off or wastage.
View Members Details: Able to view membership details including points history, personal details, etc.
Payment Access: Can process payments.
Reprint Receipt: Can use the reprint receipt function in the POS.
Reprint Orders: Can use the reprint orders function in the POS.
Setup: Access the setup area from the POSbiz main screen.
Access 'Z' Reports: Able to run the end of the day cash up.
Set Float: Set the days float.
Alter Float: Can Withdraw/deposit money from the cash drawer.
Change PIN: Gives the ability to change their PIN
Allow Quit: Can quit out of POSbiz to Windows
Pay Invoice: Pay off an invoice that is in the Debtors system.
Transfer to Invoice: Transfer from a tab or table to an invoice.
View Transactions Audit: Access to view recent transactions.
Tax Removal: Can remove taxes that have been applied to the bill.
Allow Points Refund: Can refund purchased points back to customer.
Allow Forced Happy Hour: Can force on happy hour.
Maintenance: Access to the maintenance screen from the main screen.
Import Menus: Manually import a menu from file - normally automatic when using POSbiz Office.
Add/Edit Users: Add staff members. 
Configure Printers: Setup and configure printing on kitchen and receipt printers.
Payment Types: Allow you to set up new payment types.
Secure Payments 1, 2, 3: When setting up Payment Types, you can choose security setting 1, 2 or 3. Selecting the same numbers here lets the staff member use those payment types.
Surcharge/Discount Bill: Can manually apply a discount/surcharge to the bill.
Misc Discounts: With this selected you can change the price for the current sale only. It will revert back to the normal price afterwards.

Cancels

If a customer at a table orders something which is sent to the kitchen, then changes their mind, you can cancel the items that they don’t want.

1) On the POS screen, press Select Table and select the table with the item(s) to be canceled
2) Press Bill: Table #xx
3) Press All Guests
4) Select the item(s) you wish to cancel, making them orange
5) Press Cancel Items
6) It will then say “A credit will appear on receipt. Do you wish to continue?” Press OK 
7) Press Custom Reason and type in a reason for the cancel and press Ok, or select a preset reason
Follow any on-screen prompts
The item(s) will now be Red. This means it has been canceled
8) Press Exit and continue service

When billing off a table, make sure you select the canceled items as well so that they are removed from the system. 



Refunds

If a customer is overcharged or you need to credit them back for some other reason.

1) On the POS screen, order the item that needs to be credited back to the customer
2) Press Tender
3) Press Refund at the bottom of the Tender Screen
You will be prompted to enter a note. Enter the reason for the refund and press Ok
Follow any on-screen prompts
4) Choose the payment type to refund the customer, eg. Cash. Then close the bill and give the customer their change.



Write Off and Wastage

This function is used if you need to write off some stock or a product

1) From the POS screen, order the item you wish to write off
2) Press Function at the top of the screen
3) In the Functions window, select Write Off
4) You will be asked if you wish to write the items off. Select Yes
5) Select Notes and enter a reason then press Ok



Adding a Member

When using Membership within POSbiz, new members can be added.

1) From in POS, press the purple Membership Button
2) Press Add
3) Enter as much information as possible so that members can get the most out of your promotions.
The required fields are First Name, Last Name and Email Address

If the members are given a card
4) Press Add Card
5) Scan or swipe the card. The ‘Waiting for card swipe’ will disappear once read.

Once all information is added press OK 
This will save the members information



Tables

Split Items on a Table

Customers seated at a table come up to pay. They want to pay for half of the bottle of wine each as well as for their own meals.

1) Order and save some items on a Table
2) Press Select Table and then select the table
3) Press Bill: Table #xx
4) Press Guest 1
5) Select the item to be split, turning it orange
6) Press Split Items
7) Select the number of ways to split the item, then press Ok
9) Bill each guest separately



Transfers

A group of customers decide they want to move to a new table.

1) Press System
2) Press Transfer
3) Select where you are transferring from on the left side of the screen - Table, Tab or More
4) Select the Table or Tab
5) Select where you are transferring to on the right side of the screen - Table, Tab or More
6) Select the table or tab you want to transfer to

7a) To Transfer Whole Table:
    Press Ok and Ok to confirm transfer of whole table

7b) To Transfer one Guest:
    Press on the Guest number
    This will transfer just this guests orders

7c) To Transfer an item:
   Press on the item that needs to be transferred
   This will transfer this item only. Repeat for any other items

7d) To Transfer table and Change guests:
   Press and Hold on the item
   On the Pop Up Select Guest 1 and then choose the Guest to
   transfer this item to
   
8) Select Ok to confirm the transfer



Introduction to Tabs

Tabs are another POSbiz function. The following covers creating and using tabs, and how this function can be used in conjunction with Tables.

Order on a New Tab

1) Select an item on the menu
2) Press Save
3) Select Tabs
4) Press New Tab
5) Press the button next to Tab Name
6) Type in the name for the tab and press Ok
7) Press Ok again to save the tab details
8) Press Save to save the order on the tab



Order on an Existing Tab

A customer comes up to the bar and puts another item on their bar tab.

1) Select the ordered items on the menu
2) Press Save
3) Select Tabs
4) Select their tab from the list
5) Press Save



Bill a Tab

When a customer comes up to the bar and wants to pay for the items on their bar tab.

1) Press System
2) Press Billing
3) Select Tabs
4) Press the Select next to Tab
5) Press Bill Selected
6) Take the payment and complete the transaction as standard



Credits and Limits on a Tab

In POSbiz you can either load up Credit to a tab to be used to pay for items, or you can impose a Limit so only this dollar amount of items can be saved to the tab.

Add Credit to a Tab

Credit can be used to pay for items to close off the Tab.

1) From the Menu screen Press System and Account Manager
2) Select the Tab from the List
3) Press Tab Credit
4) Press Add Credit to Tab
5) Enter the value of Credit to be added and select Add Credit
6) You will be taken to the Tender Screen to pay for this Credit as per a normal sale.
Now there is credit on the tab that can be used to pay for the items on the tab. Save items to this Tab



Bill Off Tab using the Credit

1) Select System, Billing, Tabs and select the tab to be billed
2) Press Bill Selected

A Tab that has Credit will show a Red Payment Type with the Tab Name. Selecting this will pay off the items using this credit. If the value of items is higher than the credit, you will be prompted with the maximum value that can be paid for with the credit. 

3) Select the Tab Name Payment Type and it will apply the maximum that can be paid off using the credit
4) Any remaining value will need to be billed to Cash or Eftpos as per normal



Refund Credit

Credit can be removed from a Tab and Refunded back to a Customer
1) Select System, Account Manager and select the Tab
2) Select Tab Credit
3) Select Refund Credit From Tab
4) Enter the value to be refunded and press Deduct Credit
4) You will be taken to the tender screen where you can select the Payment Type to be used to refund this credit to the customer



Credit Limit

Adding a Limit to a Tab, so that only this value of items can be saved to the tab.

1) Select System, Account Manager and Select the tab 
2) Press Tab Credit
3) Press Set Credit Limit
4) Enter the value of the Limit and select Set Credit Limit

Limit is now set. Press Exit to return to Menu.
Once the value saved to the tab reaches the limit you will no longer be able to save to that tab.

The tab will still need to be paid off.



Floats

Floats can be set for accurate reporting when dealing with Cash Out options, or if there are withdrawals from the cash drawer for expenses.
Once the Zed is run, the float will be set back to $0.00, so the new float can be entered

Set the Float
1) Enter Cash Drawer screen press Set Float
2) Enter the value of the float then press Ok
The Float is now set

Adjusting the Float
1) From POS screen select System, Exit POS 
2) Select Cash Drawer
3) Select Adjust Float
4) Enter the value and select Withdraw or Deposit
5) Enter a note for the adjustment
The float will be adjusted by this value and show on the Zed



End of Day

At the end of your shift or the day, the till needs to be closed and a report printed. This section covers the steps you will need to follow to complete the end of day routine.

Final Tidy-Up
Tidy up from the previous exercises before running the end of day report.
1) Bill any tables with items still present
2) Close any tabs still open
3) Clear any remaining parked sales

Zed Report

Once the doors are closed and you want the end of day report.
Once Till is closed any new sales will appear on the Next Zed.

1) Enter Cash Drawer
2) Press Close Till Zed Report
3) Press Close Till and Print Zed

Zed will print and Cash Drawer will open




Manual Download

You can download the manual as a PDF below.



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