MICROS 3700

MICROS 3700
MICROS 3700
Contents
Introduction
Sign In
2
Guest Checks
Begin Table
3
PickUp Table
4
Posting menu items
5
Preparation Instructions
6
Special Instructions
7
Discounts
Correct a Mistake
8
Edit a Closed Check
10
Print a Guest Check
10
Tender a Guest to Credit Card
11
Menu Item Availability
12
Adding a New Employee
15
Edit an Existing Employee
24
Delete an Employee
25
Assigning a Magnetic Card for an Employee
26
Print Waiter Report
28
Print System Balance Report
28
Open Table Screen
29
AutoSequences & Reports
31
End Of Night
38
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Introduction
In today’s world of the hospitality industry, service is of the ut most importance. In order for us to
provide the best service we also require a good Point-of-Sale (POS) system which is efficient,
stable, reliable and of course user friendly. We found a POS system called Micros 3700 which
enabled us to do just that!
This document is a guide that provides information about the features included in the Micros 3700
POS Software. In addition, this manual was also compiled to provide the complete procedural
information for each task in the system.
The Micros 3700 system uses PC and networking architecture, client/server architecture, a
standard Microsoft operating system, flexible and configurable software.
In addition to POS operations, the 3700 system also gives you :
a. Printing capabilities (guest checks and kitchen orders)
b. Sales and Cost reporting
Because the 3700 system uses the Microsoft Windows NT operating system or Microsoft
Windows 2000, it offers multi-user capability, meaning more than one client can use the system
(access the server) at the same time. It also offers pre-emptive multi-tasking capabilities. This
means that a computer (client or server) appears to do more than one task at the same time, such
as completing a POS transaction and printing.
Terminal
Touch screen
Card Reader
Sign In
The user must sign in before he/she can perform a POS operation.
Run your employee magnetic card through the card reader. The black strip must face the right
hand side of the card reader.
The prompt Ready for your next entry appears.
Sales transactions include such tasks as beginning a guest check, posting menu item sales,
printing orders at the proper preparation areas and recording payments.
These are all actions that can take place during a service round.
Guest Checks
A guest check is a record of all sales, from the customer’s first order to the final payment. Detail
entries include menu items, discounts, service charges, voids, returns and tender/media entries.
The printed check that is presented to the customer for payment shows all detail entries.
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A service round begins when a guest check is opened or picked up and ends when a check is
service totaled (amount due), closed or cancelled. At the end of a service round, any items
entered during that round are automatically processed and routed to the appropriate printers.
The Waiter service total’s (Amount Due) a guest check in order to process transactions entered
during the service round, route orders to designated devices if necessary and to free the UWS
(user workstation) for other transactions.
You pick up the guest when you want to post more items to it or perform other transactions for it.
You can pick up a guest check as often as you want.
A guest check is closed when the customer pays the amount due and the waiter enters payment
into the Micros.
Guest Check Ownership
An employee who begins a guest check is the “Check Employee” for that check.
Begin Table
Use this key to begin a check by specifying a table number.
Steps
1.
2.
3.
4.
5.
Sign in
Press [Begin Table] then type the table number.
Enter the number of guests at that table.
Post menu items (see Posting menu items)
Press [Send]
Pick Up an Open Guest Check
This key lets you access an open guest check in order to post additional sales, edit sales, transfer
the check to a new employee or add another guest check to it.
Step 1 - Waiter Sign In
Step 2 - Press [Pickup Table] then type the table number.
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Add a Check * Only performed by Managers / Franchises
Use this key to combine one or more other guest checks with your currently open guest check.
This Key is located in the Function Screen.
Steps
1. Sign in
2. Begin or Pick up the destination check/table.
3. Press [Add/Transfer Check].
The system displays an SLU screen with keys for each of the available checks.
4. Press the key for the check you want to add.
The system prompts Add this guest check?
5. Press [Enter] to add the check.
The added checks detail is moved to the destination check.
The original added check is closed to a zero value and is no longer accessible.
Posting Menu items
Table number
Check Number
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Menu items
Send
item
Previous screen
Preparation Instructions
After beginning a table (see begin table) select menu item /s. Once you have selected your menu
item /s press the [Send] Key to complete the order.
Preparation Instruction
No
Menu item list
With
Special Instruction
No and With
If a customer requests that he/she does not want a particular item with their order then the
waiter would press the [Prep] button and then press[***No***] button after which he/she
would select the item from the menu item list.
E.g. A customer orders Chicken Caesar Salad with no Anchovies.
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Steps
- Waiter Sign In
- Press [Begin] key
- Enter the table number
- Enter the number of guests at that table
- Press [Food] Key
- Press [Salads] Key
- Press [Chic Caesar Salad] Key
- Press [Prep] Key
- Press [***No***] Key
- Press [Anchovies] Key
- Press [Send] Key
If a customer requests that he/she would like a particular item with their order then the
waiter/user would press [***With***] button and then select the item from the menu item
list.
Eg. A customer orders Chinese Chicken Salad with feta cheese.
Steps
- Waiter Sign In
- Press [Begin] key
- Enter the table number
- Enter the number of guests at that table
- Press [Food] Key
- Press [Salads] Key
- Press [Chinese Salad] Key
- Press [Prep] Key
- Press [***With***] Key
- Press [Feta] Key
- Press [Send] Key
Special Instruction
Menu item
Task bar
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Backspace
Confirm
If the waiter/user cannot find an item on the menu item list then he/she would press
[Spcl Instruct] button and type their instruction.
When the waiter/user types his/her instruction, the instruction is visible on the taskbar. The menu
item for that special instruction is also displayed.
Once the user has typed his/her instructions they would press [Yes] button to confirm.
**Please note: The special instructions should ALWAYS be kept SHORT.
Discounts (Senior Managers Only)
A discount reduces the price of an item or the subtotal of a check. A discount is either preset,
meaning a preprogrammed amount or a percentage is deducted; or open, meaning the employee
enters the Rand amount or percentage.
Correct a Mistake
On an active check, you can cancel the transaction before service totaling. On a closed check,
you can edit items or void items.
Voids
This key lets you remove items from a guest check in either a current or previous round.
Last Item Void
To perform a last item void, press the [Void] key twice. This voids the last item ordered
(the item at the end of the list in the transaction detail), before the send button is pushed.
Last item void only applies to current round entries.
Steps
1. From inside a transaction, after selecting a menu item (E.g. Coke).
2. Press the [void] key twice to remove the last menu item, in this case Coke.
Previous Round Void
When this particular void is used the system will prompt with a list of reasons for the void.
If so, the employee must enter the reason number to complete the void. Employees must
be specifically privileged to void from previous rounds. (Only Managers)
Steps
1. Sign in
2. Pickup table.
3. Select the menu item to be voided
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4. If a waiter signed in (step 1) the system will prompt manager authorization. The
manager will then swipe his/her card.
5. The system will then prompt with a list of reasons for the void. After selecting a
reason the item will be removed.
Quantity Voids
If an item is ordered as a group (e.g. 5 cokes) and the group is selected and the void is
pressed, the user will be prompted to enter the number of cokes to void.
Cancel Transaction
Use this key to end an open check’s current service round without posting entries.
Steps
6. From inside a transaction, press [Cancel].
The system prompts Cancel Transaction?
7. Press [Enter] to confirm the cancellation.
If this is an open check with previous service rounds, the current service round is
cancelled.
Return an Item
Use this key to return a menu item that was prepared but was rejected by or not delivered
to the customer. Returned items are removed from the guest check.
Steps
1.
2.
3.
4.
Pick up a guest check.
Press [Return]. (This is not the [Enter] key)
Press the [menu item key] for the item you’re returning.
Enter a reason code if the system requires one.
The returned item posts to the check detail as a negative value and the balance due
decreases by the amount.
Edit a Closed Check
This Key re-opens a closed guest check and allows you to change the following:
- Payment method
- Cover count
Opening a Closed Check
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Steps
1. Press [Edit Closed Check], type the guest check number.
The system displays the check’s payment information and prompts Edit this
closed check?
2. If this is the correct check, press [Enter] to confirm.
The check displays on the screen.
3. If this is not the correct check, press [No].
Payment Method
1. Void the tender detail entry on the guest check.
Note: Removing tender detail that includes a charged tip also removes the charged
tip amount.
2. Tender the guest check using the correct [Tender] Key and amount.
If you use a [Credit Card] key, any overage amount is considered a charged tip.
The system closes the check. The check reprints.
Print a Guest Check
The [Print] Key prints checks for on-demand employees.
Steps
1. Begin or pick up a guest check.
2. Enter transaction items (except payment in full)
3. Press [Print] Key.
The guest check prints
Tender Guest Check to Cash
Use this key to tender a guest check paid with cash. The system may have preset cash keys
(below) ( [R10], [R20], [R50], etc) to make payment entry quicker.
Open Entry Cash Key
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Steps
1. Pick up guest check.
2. Do one of the following :
a. Type the amount received from the customer and press [Cash]. or
b. Press [Cash]. Then enter the exact amount due.
The check is closed. If no amount or exact amount was entered with the [Cash] key, the change
due displays 0.00. If another amount was entered, the change due displays.
Tender Guest Check to Credit Card
Use this key to tender a guest check paid with a credit card.
Steps
1. Pick up guest check.
2. Do one of the following :
a. Type the amount received from the customer and press [Card]. or
b. Press [Card]. Then enter the check amount including tip.
Manager Procedures
Menu Items
Menu Item Availability
This section explains how to assign a menu item out of stock, limit the sales of the item and put
the item out of stock. Should you require making the Menu Item Available repeat the steps listed
below.
Step 1
Double click on Manager Procedures Icon on the desktop.
Or from a terminal Press [MI Availability] button.
Step 2
Enter your Micros ID (Code / Password)
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Step 3
Click Menu Items.
Step 4 (see below)
(1) Select the menu item that is out of stock, to do this click once on the Record
Name / Number.
(2) Then click on Set Availability.
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1
2
1
2
(1)
- Currently Available
This allows the Menu Item to be available on the workstations.
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(2)
- Not Available
By clicking on Not Available it will place the Menu Item out of Stock. The menu
item will appear with a red cross through it
on the pos screen. If a
Waiter attempts to ring up an item the
system will say Menu Item
Out Of Stock.
3
4
5
(3)
- Limited Availability
If there is Limited Availability of a menu item, click on Limited Availability (3). The
Available count option will appear (4). Click on the numeric pad (5) & select the
stock amount. The system will count down & once the stock is depleted the system
will automatically put the item Out of Stock.
Employees
Adding a New Employee
This section explains how to add, edit or delete an employee.
Step 1
Double click on Manager Procedures Icon on the Desk Top.
Step 2
Enter your Micros ID (Code / Password)
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Step 3
Click Employees.
Step 4
To add a new employee click Add New Employee (1)
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1
Click Next
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Kyle
Kyle
100
Kyle
Enter the Employee’s First Name, Last Name, Identity No and **Check Name.
**Check Name is a name which will appear on the guest’s check for that employee.
Note : First Name, Last Name & Check Name are ALWAYS the same. E.g. Kyle
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1
2
3
Step 1
Click on the icon (1).
The following window is then opened.
For the Server (Waiter), the Server (On Demand) option should be selected.
Click on the OK button.
Employee Classes
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Floor Manager
Does not have access to the following :
- Reports
- Pos / Mgr Prod
- Menu item
- Tender Media
- Edit Closed Check
Does have access to the following :
- Limited Auto-sequences
- Pickup other employee’s checks
Floor Manager Senior
Does have access to the following :
- Reports
- Pos / Mgr Prod
- Menu item
- Tender Media
- Edit Closed Check
- Auto-sequences
- Add, delete employees
- Pickup other employee’s checks
Step 2
Click on the icon (2). (see page 18)
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Select the Restaurant option and then click the OK button.
Step 3
Click the Next button (3). The following window should appear.
Click Next
The Server (Waiter) does not use a cash drawer feature therefore the user would click
Next.
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Click Next
The user is now required to enter a Payroll ID. E.g. 12
Click Next.
Click Here
After clicking on the icon the following window appears.
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Select Servers and click OK. Click Next to Continue.
Click Here
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Date
Time
After selecting the Date and Time Click OK.
There is no need to enter an Effective Date To, therefore that field can be left blank.
Click Next.
Click Finish
Congratulations, you have now completed adding an Employee (Waiter).
Edit / Modify an Existing Employee
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Select an employee from the list and click Edit Employee.
Click on the relevant details you would like to change and click the OK button to save changes.
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Delete an Employee
Select an employee from the list and click Delete Employee.
Assigning a Magnetic Card for an Employee
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Click Here
List of Employees
Select an employee from the list and Press [Edit].
The following screen is opened.
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New ID Field
The user would now swipe the magnetic card through the card reader.
After swiping the magnetic card a number would appear in the New ID Field.
Press the [OK] button.
You have now programmed a magnetic card for an employee.
*Remember this process must be done at a terminal unless the server as a card reader
attached to it.
Printing a Server/Waiter Report
Step 1
Server/Waiter Sign in
Step 2
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Press [Waiter Report] button
Step 3
The Manager will be requested to swipe his/her card.
Report is printed on the receipt printer.
Notes :
Net Cash = Cash – Tips
If the cards total (employee balance report) does not correspond with the credit card total
printout then there is a possibility that the credit card could have been closed off as Cash
or Cash could have been closed off to credit card on the micros system.
Printing a System Balance Report
Step 1
Manager Sign in
Step 2
Press [Sys Balance] button
Report is printed on the receipt printer.
Open Tables Screen
When a manager swipes his/her card and then presses the [Pickup table] Key the following
screen would appear.
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1
2
If a table has not been service totaled in 10 minutes that button for that table would change to
yellow in colour (see above (1)).
If a table has not been service totaled in 20 minutes that button for that table would change to red
in colour (see above (2)).
* This is an indication as to when last a table has been serviced on micros.
When a waiter presses the [pickup table] key the screen would look like the above. However, only
his tables, which he had began would be displayed!
When a manager presses the [pickup table] key the screen would look like the above. However,
all the open tables will be displayed!
IF you use a floor plan the indications mentioned on the previous page will be displayed on the
floor plan on that particular table.
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2
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1
If a table is not serviced in 10 minutes then that table would change on the floor plan (see above
(1))
If a table is not serviced in 20 minutes then that table would change on the floor plan (see above
(3))
If a table has been serviced that table would show a green tick (see above (2)).
AutoSequences & Reports
Click on the icon on your desktop which looks like the following :
Enter your Password / ID.
The following window will appear.
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Click here to access Reports
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1
Sales Report
Guest Check Report
Employee Report
Menu Item Report
2
-
3
4
1
2
3
4
To access any of these Reports Click on the relevant button as shown above (1,2,3,4).
Sales Report
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Herewith is a list of various sales reports such as consolidated and detailed Sales.
Also included are void reports.
Eg. If the user would like a Consolidated RVC Sales Detail Report he would select that report
from the list above and Click Next. The following screen will be displayed.
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The user will be required to select a business date.
If the user requests this report for a particular day, the from and to Date will be the same. (An
example of this is show above 29/12/2003)
Once the user has selected the business date, click on the Preview button to view the Report.
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To select an employee report the user would click on Employee Button (Show on Page 32 label
3). The following screen will be displayed.
Herewith is a list of reports such as consolidated and detailed Employees.
Eg. If the user would like a Consolidated Employee Sales Detail Report he would select that
report from the list above and Click Next. The following screen will be displayed.
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The user will be required to select a waiter. The user can also select more than one waiter. To do
this the user will have to specify a range (From and To Employee as Above).
The user must also specify which shift he/she would like to view. Once the date has been
selected, Click Preview. The following screen would be displayed.
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End of Night
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End of Night
** Managers MUST check if there are any open tables before running END of Night!!
If there are, Please Close all open tables before continuing.
Click on the End of Night button.
Once the procedure has been completed a message will appear “Done”.
Notes :
Please do not switch off the server or terminals during trading hours.
The server should be restarted once a week. In order to do this, the database must be shut down
completely before restarting the server! To ensure that the database has been shutdown the user
must check the micros control panel. All the items MUST have a Red X next to it!! (See Next
Page). PLEASE, this must be done after End of Night has been run and the relevant reports
printed!!!
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Additional Notes
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