The Set up Guide
This manual is suited for managers as it takes you through setting up some of the daily functions used on the POS.
This manual is available to download at the bottom of this article.
Setting Up Staff
1) Enter Maintenance
2) Press Staff
3 a) To add a new staff member, press Add
b) 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, reenter the PIN and press Ok
If you want to have your staff members swipe a card to login or use a wrist tag, then press Swipe Card for the card option and Proximity Card for the wrist tag.
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.
Preset Security Levels:
Administrator: Has access to all settings and functions
Supervisor: Can do end of day Zed reports as well as 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 Writeoffs
Waiter: Can process orders, but cannot take payments
Security Rights Explained:
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.
Discounts and Surcharges
Select Maintenance then Discount & Surcharges. You will see a list of the current discounts and surcharges that have been created.
To create a new discount or surcharge:
1) Enter Maintenance and select Discounts & Surcharges
2) Press Add
3) Press Button Name, enter the name and press Ok
4) Press Amount
5a) Press the Mode button until it shows the mode you want, explained below, then type in the amount
If this is a surcharge press ‘Applying Discount’ which will change to ‘Applying Surcharge’
6) Press Ok to save
Modes:
$ Mode: This is a set a dollar value that will be taken off the bill
% Mode: A set percentage that is taken off the bill
Set Price: Sets all items to this price
Item Mode: Discounts each item by the entered value
Other Options:
There are options to have a Description/Reason for a discount and to prompt for an amount. Use the tickbox on discount setup to select as required.
Prompt for Description will force the user to enter a reason for using the discount.
Prompt for Amount will allow the user to type in the Percentage or Dollar Value of the discount , rather than use a preset value.
Auto Configure Times
Automatically apply a Discount or Surcharge on a particular day or timeframe.
Select Maintenance then Discount & Surcharges. You will see a list of the current discounts and surcharges that have been created so far.
1) Select the Discount/Surcharge you want to automatically apply to all bills
2) Press Configure Auto Times
3) Select the date and time required for the auto apply to start
4) Press Set Start Time This stamps the date and time for auto apply to start
5) Select the date and time for the auto apply to finish
6) Press Set End Time. This stamps the end time
7) Press Add Discount This will confirm the start and end times, and the Automatic Discount will appear at the bottom of the window under Automatic Discount Times
Table Names on Table Grid
By default the table grid is filled with tables numbered Table #1 through to Table #99. These can be edited to be more relevant for your site
1) Enter Maintenance
2) Select Table Names
3) Select on the Table you want to change from the grid
4) Press Clear to clear the name, then type in the new name
5) Press Ok to save
Repeat for other tables, and once finished Press Cancel to exit this screen
To have tables with no name (Blank) just enter a space as the name
Table Names on FloorPlan
A Mouse and Keyboard are recommended for this
By default the table grid is active on all POS, but a FloorPlan can be drawn that can represent the layout of the tables onsite.
On the POS you will draw the map of the tables
1) Enter Maintenance then Interfaces
2) Select FloorPlan
3) Press Enable/Disable, This will enable the graphical FloorPlan on this POS. FloorPlan will now be Green and Enabled
4) Press Maintenance
5) Select Edit Tables
6) Enter the name of the Location and Press Accept
To add a new location Press New Location and enter the location name
7) To create tables, press New Square or New Round Table The selected Shape Table will appear on on youjr map
8) In the Name field on the right enter the Name for this table It will appear in the middle of the table
9) The table can be dragged by clicking and holding on the tables boarder. To Resize click and drag on the small squares around the table boarder.
10) Press Save to save the table and repeat for required tables
Only the NAME of the table should be changed. The Number needs to be unique across all table.
Quick Messages
Quick Messages can be setup to provide a Quick Reason when doing some functions in POSbiz. Quick Messages can be set for: Refunds, Cancels, POS Messaging (Broadcasts), Float Adjustments, Write-offs, Cash Drawer Opening.
These are set in Maintenance > Quick Messages.
1) Select the area to add quick reason
2) Press Add
3) Enter the Name for the button (this is what is displayed in the list), then Ok
4) Enter the Message that will appear in the reports as the Note for this reason, Then Ok
Now when you use a relative function, that quick reason will be available to use
Note: Custom Reason is still available
Payment Types
Payment types can be added for various reasons.
These are setup in Maintenance > Payment Types
1) Select Add Payment Type
2) Press Payment Name and enter the name for this new Payment Type, then press Ok
3) Select a colour for this Payment Type
4) Press Ok to save
You can change the placement order of payment types by adjusting the Position
Set Up Chits
Chit numbers are a reference number, character or name that identifies an order to kitchen and wait staff.
From the POSbiz main screen, select Maintenance then Chit Numbers. In the Chit Numbers screen you can Add, Edit and Delete chit numbers and also select which tills use Chit Numbers by selecting Terminals.
To Create New:
1) Press Add
2) Select Name : Chit Number and give it a name, eg. Order, Table, etc. then press Ok
3) Press Type. These are explained across the page.
4) Format is whether the number is in numeric format or alpha numeric, or in a List. “List Format” see across page for details.
5) Press Default Menu then select the menu you want to come up in POS when you click on the chit number and press Ok. (leave none if there is no default)
6) Press Ok to add that Chit to the list
Now you have to select which tills are going to use this chit
7) Press Terminals A list of terminals will be shown
8) Select the Terminal then the Chit Number name to make it available on the till. Repeat for each till.
Chit Types
There are three options:
Off: the system will not ask you to pick a chit number. You will have to do it manually when required.
Auto: - this will apply the next sequential chit number to the order and will not require any action from you.
Prompt: - The system will require you to enter a chit number for every sale
Chit List
If you have preset chits available, you can put these into a list to be selected.
When you select List you get the option to add, rename or delete the options available under the list.
Manual PDF Download
Manual available below to download.
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