User Manual (PDF) - ZeusPOS

User Manual (PDF) - ZeusPOS
ZeusPOS v.4 User’s Manual
TABLE OF CONTENTS
ZeusPOS Configuration
Pag.
Getting Started………………………………………………………………………………………………………..
Store Setup……………………………………………………………………………………………………………..
Software Activation………………………………………………………………………………………………...
Employee Setup……………………………………………………………………………………………………...
Table Setup……………………………………………………………………………………………………………..
Categories………………………………………………………………………………………………………………..
Group Setup……………………………………………………………………………………………………………..
Items Setup……………………………………………………………………………………………………………..
Menu Item Options (Modifiers or Choices)..…………………………………………………………..
Assigning Options to menu items…………………………………………………………………………...
Discount and Coupon Setup…………………………………………………………………………………….
Currency Setup………………………………………………………………………………………………………..
Surcharge Setup.....................................................................................
Tax Setup…….............…………………………………………………………………………………………...
Item Qty Adjust......................................................................................
Store Settings………………………………………………………………………………………………..………..
Station Settings......................................................................................
Printing.................................................................................................
LCD Customer Display..............................................................................
Pole Display............................................................................................
Credit Card Setup....................................................................................
Advanced Settings - Multi-Station Setup .....................................................
Backup Database……………………………………………………………………………………………………..
Restore Database…………………………………………………………………………………………………….
Import/Export (From ZeusPOS v.4 to ZeusPOS v.4)......................………………..
Import Setup Data From ZeusPOS v.3.1.5 .................................................
Clean Database .....................................................................................
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ZeusPOS Operation
Cashier In…………………………………………………………………………………………………………………
Time Card Clock In………………………………………………………………………………………………….
Time Card Clock Out……………………………………………………………………………………………….
Order Entry (Restaurant/Fast Food Mode) .............…………………………………………..
New Sale (Retail Mode) ..........................................................................
Dine In Orders………………………………………………………………………………………………………..
Recall/Settle ...……………………………………………………………………………………………………….
Void Operations………………………………………………………………………………………………………
Split Order……………………………………………………………………………………………………………...
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Open Cash Drawer ................................................................................
Refund ................................................................................................
Pay Out ...............................................................................................
Gift Cards ............................................................................................
Customers ...........................................................................................
Cashier Out……………………………………………………………………………………………………………..
Reports…………………………………………………………………………………………………………………...
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ZeusPOS User Guide
Part 1
Getting Started
ZeusPOS is a Point of Sale software designed with advanced features to help in the
daily operation of restaurants, coffee shops, bakeries, ice cream shops, fast food and
general retail stores.
The graphic user interface allows easy and fast operation for most common activities
of your business.
The following screen displays the main form of ZeusPOS in Restaurant/Fast Food
Mode.
Main Screen - Restaurant/Fast Food mode
Menu: To create orders from quick group-item button interface.
Dine In: To create orders for the dining room.
Recall/Settle: Allows manage current orders. Operations like reprint, void or edit
orders are easily made from here. To receive order payments, the "Cashier In"
operation must be performed first.
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Open Cash Drawer: Allows open the cash drawer for a no sale operation. Requires
cashier privileges.
Refund: To perform a Refund.
Pay Out: To perform a Pay Out.
Gift Card: On this module, you can create new gift cards, recharge (add balance) and
void gift cards.
Customers: On this module, you can create new customers, and then create an order
for the selected customer. The order will show the customer's name and address on
the receipt. Create delivery or pick-up orders from this screen.
Cashier (In/Out): "Cashier In" operation opens the cash register for operation and
enable the system to receive payments. "Cashier Out" operation closes the register
and the system won't accept payments until a new "Cashier In" operation is
performed.
Time Card: Records employees work time.
Reports: Complete set of reports for sales, payments, employee activities, logs and
more.
Back Office: For system administration.
Back Office
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Exit: Closes the ZeusPOS. There is a setting that can be set to require Manager or
Owner authorization to close the ZeusPOS.
Main Screen - Retail mode
New Sale: To create orders using a barcode scanner or quick search interface.
All other buttons perform the same actions as in restaurant mode.
The image at the right can be changed from the "Back Office".
Right clicking the gear icon at the right top corner opens an advanced setup screen for
multi-station systems, and database tools for backup/restore database, import/export
system configuration from previous ZeusPOS version 3.1.5
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ZeusPOS Configuration
The first time you launch your software, it is in trial mode for 35 days. There is a
default user called “Store Owner” and the password is the number 1. All software
configurations are made from the Back Office module.
Store Info
To enter your store information, click on "Back Office" button and enter the owner
password
Back Office - Store Info
Fill out store name, address, city, State (or province), zip code and telephone
number. This information will be printed on the customer receipts and reports.
Please be sure the store information is completely accurate; once activation is done,
you can not change the information entered and may incur in a reactivation fee if the
store information need to be modified after the software is activated.
Click on “Save” button.
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Software Activation
If the trial time expires, the product registration window prompts you to enter your
product activation code. To register your software and receive your activation code,
Click on “Request Activation Code” link from the store info screen or go online to
http://www.zeuspos.com/aform/activation.aspx
Provide your serial number, store name, street address, city, state (or province), zip
code, and telephone number. Please be sure this information is completely accurate.
Once the information provided, serial number and payment confirmation is verified,
you will receive in your email the activation code to unlock the software.
The activation code is valid only for the same computer and the serial number sent.
Is required to purchase a license for each computer if you plan to use a multi-station
system.
Please keep a copy of the setup file downloaded and the activation code received, in
the case you need a reinstallation.
When you receive the activation code, copy it from your email and paste it into the
activation box in the store info screen and click on “Activate” button
Registration
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Employee Setup
Click on Back Office button, enter manager or owner password and click on
"Employee Setup" button.
Employee Setup.
Click “New” button to add a new employee. Enter First name, Lirst name and
password. Choose a security level: Employee, Cashier, Manager or Owner.
Optional, you can use magnetic cards for employee access. Standard swipe reader is
required. Swipe the card in the "Access Card" field.
Security Levels:
Employee: Is a regular employee with lowest level access on the system. Only is
allowed to perform Clock in/out and sales (create orders). Use this level for cookers,
drivers, dishwashers and employees that don’t have access to the cash drawer.
Cashier: Is an employee who can receive payments. This employee will be on charge
of the cash drawer and also can create orders.
Manager: Is the employee that is in charge of the store. Has access to “Back Office”
to change system configuration, add or edit groups, items, create discounts, add
employees and generate some reports.
Owner: Highest level access. As owner, this person can do everything on the system.
Has full access to “Back Office” and “Reports”.
All the other information is optional. Click on “Save” button when finished.
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Time Card Edit
If employee forgets to clock-in or clock-out, manager or owner can modify the
employee's time card.
If no clock-in was done, the manager/owner have to ask the employee to do the
clock-in now and then modify the date/time from this screen. Click "Save" when
finished.
Time Card Edit
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Table Setup
Click on Back Office button, enter manager or owner password and click on
table setup button.
Table Setup.
Click on "New" to create a group, enter the group name and click "Save". Assign to
the table groups descriptive names such as Dining Room, Patio, Bar, Private, etc.
The system allows up to 64 tables per group and you can customize the table layout
to match the restaurant table distribution.
Select a group to add tables, then click on any blank button on the table layout to
open the table details screen. Assign name or table number, for example, 1 or D1 for
Dining Room tables, P1, P2 for patio tables, etc.
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Table Details
Optional, you can assign a picture and color to the table.
Click the button
to finish the current table and add more tables if needed.
To modify an existing table, double click on the table to open the details screen and
enter the desired changes and click the button
to finish.
To delete a table, drag and drop the table to the trash can.
To change the position on the layout, drag the table and drop it in the new position.
Click on “Save” button when finished.
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Categories
Each item is assigned to a Category for reporting purposes. These categories have
nothing to do with the display in the "Order Entry" or "New Sale" screen.
These categories display when you create a sales report. For example, when you run a
“Sales by Category” report, you see the summary total of the sales by each category
that you defined.
Click on Back Office button, enter manager or owner password and click on
Categories button.
Categories.
Click "New", enter the category name as seen in the Menu Categories screen below.
Click the “Save” button when finished.
To delete a category, click on the delete
button.
Note: A category cannot be deleted if is in use by any menu item and the delete
button will appear disabled.
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Groups
Click on Back Office button, enter manager or owner password and click on
"Group Setup" button.
Group Setup.
First create Groups and then add items to it. For example, Appetizers, Beverages,
Burgers, Electronics, Shoes, etc.
Click on “New” from the group section to add a new group. Type the group name and
click on “Save”. Is recommended to add a picture for the button to have a nice looking
Entry Screen in Restaurant/Fast Food mode.
To do this, click on the picture button and navigate through your folders to find a
picture.
By default, there are some pictures in ZeusPOS folder
C:\ZeusPOS4.0\Images
The numeric field next to the Group name, is the display order that the group will
show in the Entry Screen
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Groups - Display order
Once the groups are created, you have to add items to the each group and set the
display order for each item.
Groups - Items In Group.
Click the button
the current group.
to show all items list and then select the desired items to add to
Group - Add items to selected group
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Click the button
to add the selected items to the group. Remember to set
the display order for the items if needed.
Click "Save" to keep the changes.
A new feature in ZeusPOS 4.0 is the ability to assign one same item to multiple
groups, in this way, there is no need to duplicate items when you need a specific item
to be added to several groups.
Items
Click on Back Office button, enter manager or owner password and click on
"Item Setup" button.
Item Setup
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Select a group from the drop-down list and then click "New" button to create a new
item, and enter the item information
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Type the item name and choose a category from the drop down list.
Assign a picture and/or a color for the button.
Set the item price.
If the item needs to be printed on the kitchen (Auxiliary printer), select the desired
printer from “Print To” list. ZeusPOS supports up to 4 auxiliary printers. Some
common applications of auxiliary printers are for kitchen, bar, salad bar, warehouse,
etc.
Internal Name: This field is used to assign a secondary name to the item, it can be
also a name in another language. If internal name is assigned, and the setting "Use
Internal Language for Kitchen" under the "Printing Settings" is set, the auxiliary
printer (kitchen) will print out the item's internal name instead of the default name.
Note: If Asian names (Chinese, Korean, Etc,.) are set for internal name, some printers
don't support Asian fonts and won't print. Recommended printers for this feature:
EPSON TM-T20, EPSON TM-T88IV or TM-T88V, Star TSP-143
The printer type on "Printing Settings" must be set to TM SMALL FONT AUTOCUT, TM
MEDIUM FONT AUTOCUT or TM LARGE FONT AUTOCUT.
Countable Item: If this option is checked, then you can assign the current quantity
on hand for the item, and the system will reduce the inventory on each sale of the
item.
Order Item By Weight: If this option is checked, the item price will be calculated by
the entered weight x item price. When the item is selected in a new sale, the system
will pop-up a numeric keypad where the user can enter the weight previously read
from the scale, then price will be calculated based on the weight entered.
Tax: The default tax is added to the item automatically. Click the button
the tax list and add another tax to the item.
Save and click button
display order on screen.
to open
to assign the current item to a group and set the
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Menu Item Options (Modifiers or Choices)
Menu item options include such things as included side dishes, preparation
instructions, and recipe modifications. ZeusPOS offers an easy way to handle these
options.
Click on "Back Office" button, enter manager or owner password and click on
Options button.
Options Setup
Add to the options list as many options as you want. Just type the name, for example,
Cheese, No Cheese, Hot, Cold, No Sugar, Spicy, Pickles, No pickles, etc. If the options
requires an extra charge, set the price for it. A negative price can be assigned if you
want to reduce the item's price when the option is selected.
Click on “Save” when finished.
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Assigning Options to menu items
Once you have entered “Options” to the system you can assign some of them to the
items. Open the "Item Setup" screen, search for an item or select a group and then
select an item, click "Options" tab
Item - Options
Default and forced (required) options can be assigned to each item.
Click the add button
to show all items list. Search the desired option and add to the
item clicking the button . The option list at the right side will show all options
belonging to the current item.
Item - Options
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Default options: Default options are shown in the Entry screen in the default options
bar.
Set the Level number to 0, set Order to the desired display order and leave Forced
unchecked.
Default Options bar
Order Entry Screen - Default Options bar
Forced Options: Forced options are required options that must be added to the item
in the Entry screen when the user is making a sale.
To force an option, check the box "Forced" in the item-option setup screen. All options
with the same level number will be displayed on a pop-up screen. Only one forced
option can be selected per level. You can setup as many levels as you want.
Forced Options
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Discount and Coupon Setup
You can setup unlimited discounts and coupons to be applied to the orders on the
Entry screen.
Go to "Back Office" and click on Discount Setup button.
Discount setup.
Click "New", enter the description, amount and type. If the "By Percentage" checkbox
is selected the discount will be calculated by percentage, otherwise will be a fixed
discount amount.
To delete a discount, click on the “Delete” (X) button and then save.
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Currency Setup
By default, ten currency denominations are available (U.S.A). These denominations
can be changed in Currency Setup. This feature is used mainly by customers in
countries other than the United States.
If you need to create your own custom currency denominations, enter the
denomination amount and repeat until all denominations are entered. To remove the
custom currency denominations, simply click on the button with the red X.
These values are shown in the Cashier In/Out screen for money count and in the
settle screen.
Figure 14. Currency setup.
Click on “Save” button when finished.
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Surcharge Setup
You can setup unlimited surcharges to be applied to the orders on the Entry screen.
Go to "Back Office" and click on Surcharge Setup button
Currency setup
Click "New", enter the description, amount and type. If the "By Percentage" checkbox
is selected the surcharge will be calculated by percentage, otherwise will be a fixed
surcharge amount.
To delete a surcharge, click on the “Delete” (X) button and then save.
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Tax Setup
ZeusPOS support up four tax rates to apply to your sales.
Tax Configuration
Tax Name: This is the name of the tax. This name is used throughout the software,
including reports.
Rate: Enter the tax rate to apply.
Examples: 7 for 7%
8.25 for 8.25%.
Is Inclusive: If checked, the tax will be calculate included in the item's price. This is
commonly used in Australia and Canada. If unchecked, the tax will be added to the
item's price. This option is used in the United States.
Click on “Save” button when finished.
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Item Qty Adjust
On this screen, you can adjust the quantity for the items marked as "Countable".
When you receive a new inventory, search for the items you want to update the
quantity on hand. On the item list, add the new units for each item and then click
Save. Repeat the process if needed for more items.
Item Qty Adjust
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Store Settings
Use this screen to configure global settings for the store. These settings will be shared
across the all stations on a multi-station environment.
Store Settings
Receipt Header Note: Enter here something to print just after store information on
the receipt. For example, your web address, e-mail address, store hours, etc.
Receipt foot Note 1 and 2: Enter here something to print just at the bottom of the
receipt. For example, your web address, e-mail address, store hours, promotions,
surveys, etc.
Current Ticket Number: You can reset ticket numbering just entering a new number
here.
Rounding: This option will round up or down the total amount of an order to the
nearest value. For example, if 0.05 is set, an order with total amount due of 5.33 will
be rounded to 5.35 (if rounding up) or to 5.30 (if rounding down).
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Station Settings
Use this screen to configure local settings for each station.
Station Settings
Messages Auto Close Seconds: Set the time limit (in seconds) that some messages
will remain opened if the user doesn’t close them.
Station Picture: Allows to load a picture from your computer to use in the main
screen.
Operation Mode: Restaurant or Retail. In restaurant mode, the sale screen shows all
groups-items in a button based layout. In retail mode, the items will be selected using
a barcode scanner or the quick search screen.
Language: Select English or Spanish user interface language.
Password Required For Order Entry, Dine In, Recall & Settle: When this setting
is set (check marked), the system will ask for employee password each time that
someone tries to create a new order from any screen or to open the Recall/Settle
screen. This is a security setting that allows control on who is making orders on the
system. If this setting is disabled, the system won’t ask for employee password and
will record all orders to the specified employee.
Employee password required for each new order : If the station is shared by
several employees, this additional setting will force to enter the employee password
on each new order.
Ask Customer if is To GO or Here: When this setting is set (check marked), the
system will ask if is the order is “To Go”, or “For Here” as soon as you start making a
new order. Click on the desired option to continue the new order.
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Printing
ZeusPOS is compatible with most major POS printer brands: Epson, Star, Bixolon and
also may work with generic brands.
Printer setup is an easy process; just make sure to install the printer on Windows
using the manufacturer driver provided with the printer.
Click on Back Office and select “Printing” tab.
Printing
Only POS receipt printers are supported, can be those with 80mm or 56mm paper size.
Select the printers from the list and printer type.
Up to four auxiliary printers can be used for Kitchen, Bar, Salad Bar, Warehouse, etc.
Printer type is related to print emulation mode use by the printer (Gener
ally, ESC/POS or Star). Consult the printer manual to see which is the default
emulation mode for your printer and how to change it.
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Special types TM SMALL FONT AUTOCUT, TM MEDIUM FONT AUTOCUT and TM LARGE
FONT AUTOCUT, are required when the option "Use Internal Language for Kitchen" is
checked. Notice that not all printers support this printing mode. Recommended
printers are thermal printers like EPSON TM-T20, EPSON TM-T88IV o V, Star TSP143
If you get incorrect printing using those types, that means the printer is not
compatible and then you should try only set the type EPSON or Star.
Receipt Logo: Select an image with your logo from your hard drive. The logo will be
printed at the top of the receipts. Notice that not all printers support printing logo.
Recommended printers are thermal printers like EPSON TM-T20, EPSON TM-T88IV, V,
Star TSP143.
If you get incorrect printing using those types, that means the printer is not
compatible and then you should remove the logo to disable the feature.
Receipt: Select from the list the printer you want to use to print customer receipts.
Auxiliary Printers 1 to 4: Select from the list the printer you want to use to print
orders to the kitchen, bar, warehouse, etc. If receipt or auxiliary printer is not
available, from the list select "NONE".
Auto print: If is selected the order receipt will be printed automatically to the
specified printer. When is disabled, the system will show a confirmation window where
you can chose to print or just close the order without print.
Use Internal Language for Kitchen: When this option is checked, the system will
print the internal name set to the item instead the default name.
Note: If Asian names (Chinese, Korean, Etc,.) are set for internal name, some printers
don't support Asian fonts and won't print. Recommended printers for this feature:
EPSON TM-T20, EPSON TM-T88IV or TM-T88V, Star TSP-143
The printer type on "Printing Settings" must be set to TM SMALL FONT AUTOCUT, TM
MEDIUM FONT AUTOCUT or TM LARGE FONT AUTOCUT.
Print Options in Red: Some dot matrix printers support two color (black and red)
ink cartridge. If this option is selected the items in the auxiliary printer will be printed
in red color.
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Customer Display
LCD Customer Display
Using a LCD second display as customer display, provides a great advertisement tool
to promote your products.
The background image will display when an order is been created or when the
payment is been processed. When the system is idle a slideshow with the images
selected will start changing the image according to the interval set in the slideshow
speed.
LCD Customer Display Setup
Add as many images you want and then save. Restart ZeusPOS and the Customer
Display Screen will show up on your computer screen.
The selected background image will show on the screen.
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LCD Customer Display Background image
Select the Customer Display screen from the top bar and drag it to the second LCD
monitor. (See Windows help for multiple monitor configuration and how to extend the
desktop).
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Click on the "Options" menu and select "Start Slideshow" and then "Full Screen"
LCD Customer Display - Options
When a new Order is started, the slideshow will stop and the "Background" image will
show. At the right side the customer will see the order details.
Customer Display - New Order
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When the order is ready for payment, the Customer display will show the order
payment details.
Customer Display - Payment details
After payment is completed, the slideshow will start over to show the images.
When the slideshow is running in full screen, and you need to stop it, right click on any part of the screen to bring
back the "Options" menu and select "Stop Slideshow".
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Pole Display
Serial Pole Displays are supported (USB Pole Display with serial port emulation may
work also).
To use a pole Display select the check box “Use Pole Display” and then select the
serial port where the pole display is connected. Default port settings are in red, you
may need to change the settings depending of your pole display configuration (consult
the user manual).
Enter the desired text on Message Line 1 and Message Line 2.
Click on “Test Display” button. If you see your message displayed properly the display
is configured correctly.
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Credit Card Setup
ZeusPOS teamed up with Merchant Warehouse and Mercury Payments to bring leading
credit card solutions to your business. This service is only available in the Unites
States.
Credit Card Setup
Once your merchant account is approved, you will receive an email from the credit
card company you apply for, and then you can enable the credit card services
entering the credentials. Save and Restart ZeusPOS.
Requirements for Merchant Warehouse: In order to process the credit cards you will
need an encrypted magnetic card reader MagTek Dynamag Model 21073062. Contact
Merchant Warehouse for more details.
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Requirements for Mercury Payments: In order to process the credit cards, please
ensure to get the latest version of the dsipdcx activeX control and install it on your
computer. Please navigate to http://www.datacapepay.com/dsipdcx.htm
Download the dsiPDCX ActiveX software and install it.
MagTek IPAD is required. Contact Mercury for more details.
Once the dsiPDCX ActiveX is installed, connect the MagTek IPAD to your computer and
open ZeusPOS.
if the MagTek IPAD is initialized correctly, the
system is ready to process credit and debit cards
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Advanced Settings
Right clicking the gear icon at the right top corner opens an advanced setup screen for
multi-station system setup, database tools for backup/restore database, and tools to
import/export system configuration to another computer with ZeusPOS 4 and a
special import tool to transfer configuration data from previous ZeusPOS version 3.1.5
Right Click to Open Advanced
Settings
Advanced Settings
For multi-station systems, you can connect several station computers to one main
(server) computer.
First, install ZeusPOS on the server computer. When ZeusPOS runs the first time, the
Windows firewall will pop up a warning message. Select allow access to be able to
receive connections from other computers in the network.
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First Run - Windows Firewall Security Alert
Install ZeusPOS 4 in a station computer(s), then open the advanced settings screen
and click "Refresh" to search for ZeusPOS server in your network. If the network is
configured properly and the firewall allows access, the server name will appear in the
list. Select the server name and click "Restaurant/Fast Food" or "Retail" operation
mode. The new station computer should now access the server database.
If the refresh operation cannot find any server, then try enter the server name
manually. Click on the "Advanced" tab
Enter the server name and click "Test Server". If the server is found you will get a
message: Connection to server successful
Then click the operation mode "Restaurant/Fast Food" or "Retail" to finish the station
setup.
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Backup/Restore
Backup Database
Backing up the database allows you to create backup copies of your database in case
your live database becomes corrupted or unusable, or for a computer crash that may
need a software reinstallation. You can only backup the database at the computer on
which the database server is installed. A good practice is to save the backup file to an
external usb flash drive or hard drive.
To back up the database, click on the “Backup/Restore” button, enter the Owner
password. Select the folder where the backup database will be stored. After you have
selected the folder for the backup, click the “Backup Now” button. After the backup is
complete, a confirmation message will show up: "Backup is completed!" and the folder
containing the backup file will be opened. The database file backed up is called
“ZeusPOS-BAK-{DATE}.FBK”. Keep these files safe and always keep a second location
for the backup, just in case your primary backup is damaged.
Backup
If you want, you can set automatic backup to perform a daily backup at the specified
time. To do this, check the "Auto Backup" checkbox, set the time, click "Save" button,
and do not turn off the server computer and keep ZeusPOS open in order to perform
the backup at the specified time.
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Restore Database
To restore the database from a backup file, click on the “Backup/Restore” button,
enter the Owner password and click on “Restore” tab. Make sure to close all stations
running ZeusPOS.
Restore Database.
Select the folder where the backup file was stored. After you have selected the folder
for the restore, click the “Restore Now” button. After the restore is complete, a
confirmation message will show up informing that the restore process is completed.
Close ZeusPOS and open it again, the you should have the data that was just
restored.
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ZeusPOS User Guide
Import/Export
ZeusPOS allows to import/export the setup configuration to transfer it to a new
computer. This is useful if you open a new store in other location and want to have
the same menu (categories, groups, items) and don't want to enter all that manually
again.
Import / Export
Check mark the options you want to export, and select a folder to save the files. Click
Export. This will create a set of XML files with all data exported.
Do not modify the content of the files or delete anything from them, otherwise the
data will be corrupted.
To import the same data in another computer, transfer the folder with all the XML files
the new computer and then check mark the options you want to import. Then select
the folder to import from and click import.
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Import setup data from ZeusPOS 3.1.5
If you have ZeusPOS 3.1.5 and now that have upgraded to ZeusPOS 4, you can
transfer all configuration data from version 3.1.5 to version 4
In order to import data from version 3.1.5 you have to install ZeusPOS 4 in the same
computer where version 3.1.5 is installed. Open the Import/Export screen and click
the "ZeusPOS 3.1.5" tab.
Import from ZeusPOS 3.1.5
Click "Verify ZeusPOS 3.1.5 Availability" to check if the data can be imported. If the database server of
ZeusPOS 3.1.5 is found, then you will be able to continue.
Check mark the options you want to be imported and click "Import" button.
WARNING: This operation will wipe out all current data on your ZeusPOS 4 database. All orders and
payments will be deleted in order to transfer the configuration data from the previous version.
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Clean Database
If you just finished testing the software and want to create your own setup from
scratch, you can use this tool to delete all information and start with a blank
database.
Also, if after couple years using the software, the database is too big with many
transactions and you don't need to keep the historic data, then you can wipe out the
database by deleting all unwanted data to improve performance. Or if you sell the
store and don't want to leave the historic data in the database for the new owner,
then you can delete it using this tool.
Click "Clean Database" button, enter the Owner password to open the clean database
screen.
Clean Database
Select the desired options and click "Clean Database".
If menu is selected, it will also delete all orders and payments.
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ZeusPOS User Guide
Part 2
ZeusPOS Operation
Cashier In
Before taking payments from customers, you must tell the system a cash drawer is
available to receive money.
Click the “Cashier In” button in the Main POS screen. This displays a keypad. Enter
your access code. This displays the Money Count screen where you will enter the start
amount of the drawer.
Eleven denominations are available. These denominations can be changed in Back
Office->Currency Setup. This feature is used mainly by customers in countries other
than the United States.
Enter the currency you start with. Make sure this information is correct or your drawer
will show a discrepancy at the end of the shift.
Cashier In
When you finished with your money count, Click “Log In”
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Time Card
ZeusPOS can record total hours worked by each employee that use the clock-in clockout function. There is a report available that shows the time card for all employees.
Clocking In
To clock in, follow the steps below.
1.
Click on the “Time Card” button in the Main POS screen and enter your access
code. You should have already created an employee file for each employee that
works in the store.
Employee Time Card. Clock In
2. Click on the “Clock In” button. This displays your clock in time.
At the end of day, each employee that clocked in must clock out.
Note: Manager or owner can edit the time card for each employee if they forget to
clock in or clock out sometime.
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Clocking Out
To clock out, follow the steps below.
1.
Click on the “Time Card” button in the Main POS screen and enter your access
code.
2.
Clock in time is displayed on the screen
Employee Time Card. Clock Out
3. Click on the “Clock Out” button. This displays your clock out time.
If the employee is required to report tips (gratuities), a keypad will pop up where the
employee can enter the tips collected during the time worked.
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ZeusPOS User Guide
Order Entry (Restaurant/Fast Food Mode)
To create a new order, follow the steps below.
1. Click the “Menu” button on the Main POS screen. You are prompted for your access
code. The only time you are not be prompted for your access code is if you disable the
option called “Password Required For Order Entry, Dine In, Recall & Settle”. This
option is located Back Office->Station Settings.
Order Entry.
Once in the Order Entry screen, you have many functions to choose from. The Order
Entry screen is arranged to provide the fastest operations possible. All commonly used
buttons are located on this screen for easy access. Menu groups are located on the
top left side and the menu items below groups, and default options below menu
items.
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As you click on each menu group, the menu items change to what is in the currently
selected group. Action buttons are located below the menu items and are used to
perform various tasks with the order such as Quantity, Manual Item, Discount,
Surcharge, Retail Screen, Notes, Table, Customers, No Tax and More Options.
To add an item to the ticket, follow the steps below.
1. Click on the Menu Group where the item is located. This shows all the menu
items for this group.
2. Click on the Menu Item you wish to add to the ticket. To enter two or more
quantities of the same item, click the button "Quantity", enter the desired
quantity and then select the menu item.
3. If needed, add default options or go to “More Options” to see all options
available. Also you can add special notes to the order just clicking the “Notes”
button and type something you want.
4. Click “Save & New” to confirm the order and send the items to the kitchen and
the system will be ready for a new order. Or
5. If you want to settle the order right away, click “Settle” button. This will
confirm the order, send it to the kitchen and automatically jump to the settle
screen to receive the payment. (see settle section).
Other actions available on Entry screen are:
Manual Item: Use it to add an inexistent item to the current order. The item will not
be added to the menu.
Discount: Opens the discount list to apply a discount or coupon to the order.
Surcharge: Opens the surcharge list to apply a surcharge the order.
Retail Screen:
enabled screen.
Changes the button interface screen to a quick search / barcode
Notes: Allows specify any note to the ticket, special preparation instructions for the
kitchen, etc.
Table: Opens the "Dine In" screen to assign a table to the current order.
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Customers: Opens the "Customers" screen to assign a customer to the current order.
No Tax: Use it to cancel the tax to the current order. (Tax exempt)
More Options: Shows all options available to add to the items.
Order Details
Order Details - Items
To remove an item from the order, click the button
To remove an option from the item, click on the option.
To change the item quantity click the quantity button
To change the item price click on the item price
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ZeusPOS User Guide
New Sale (Retail Mode)
To create a new order, follow the steps below.
1. Click the “New Sale” button on the Main POS screen. You are prompted for your
access code. The only time you are not be prompted for your access code is if you
disable the option called “Password Required For New Sale, Recall & Settle”. This
option is located Back Office->Station Settings.
Retail Screen - New Sale
The quick search screen in retail mode allows you to scan barcodes to find quickly the
item and add it automatically to the order. If the barcode scanner is not available you
can search the item by code, or by description. Simple type in the search textbox the
item code or part of the description (item's name) and the list of matching items will
appear.
Click the button
to add the selected item to the order.
1. If needed, click “More Options” to see all options available. Also you can add
special notes to the order just clicking the “Notes” button and type something
you want.
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2. Click “Save & New [F4]” or press key F4 to confirm the order and the system
will be ready for a new order.
3. If you want to settle the order right away, click “Settle [F8]” button or press
key F8. This will confirm the order and automatically jump to the settle screen
to receive the payment. (see settle section).
Order Details
Order Details - Items
To remove an item from the order, click the button
To remove an option from the item, click on the option.
To change the item quantity click the quantity button
To change the item price click on the item price
and enter the new price
Other actions available on New Sale Retail screen are:
Manual Item: Use it to add an inexistent item to the current order. The item will not
be added to the menu.
Discount: Opens the discount list to apply a discount or coupon to the order or item.
Surcharge: Opens the surcharge list to apply a surcharge the order.
Notes: Allows specify any note to the ticket, special preparation instructions for the
kitchen, etc.
Customers: Opens the "Customers" screen to assign a customer to the current order.
No Tax: Use it to cancel the tax to the current order. (Tax exempt)
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ZeusPOS User Guide
Dine In Orders (Restaurant/Fast Food Mode)
To create a new order for the dining room, follow the steps below.
From the main screen, click on “Dine In” button.
Table groups will open, then click on the desired table.
Table Groups.
A new order is created and assigned to the selected table.
Add items as you learned in Order Entry section.
If there is an order assigned to a table, it shows in green, the table name, order
number and the server name. If you click on it, the recall screen will open for
additional actions, for example, you can modify the order to add more items, print the
ticket, split the order or receive the payment.
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Change Table
Sometimes customers move from one table to another one, and then is necessary to
change to table assigned to the order.
To do this, click the button
and you will be asked to select the original table
you need to change. Select the original table and then the new table
As you can see, the order was moved from table D7 to table D4
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Recall/Settle
In Recall, the user can see all open orders to do some additional actions. Is possible
print the ticket, modify the order, void orders (only manager or owner), create a new
order, split the order, open the settle screen to post a payment for the selected order.
Recall/Settle Screen
To modify an order, click on “Modify Order”
more items, apply discount, add notes, etc.
to reopen the order. Then you can add
To reprint a ticket, search by order number or ticket number for the desired ticket,
then click on the printer button .
To search for paid orders by date, click the button "Paid Orders"
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Select "Today", "Yesterday" or "Other" and click the button
Paid Orders
To see the order details without reopen the order, click the button
Order details preview
Click back button
preview.
or on any part of the order details preview to close the order
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To settle the order, click on the payment button
When your employee security level is “Cashier”, you can settle orders to your cash
drawer. If you are not the cashier, a cashier must settle your orders for you.
Settle Screen
Select payment method: Cash, Credit/Debit Card, Check, Gift Card
Cash
For cash payment types, click on the “Cash” button. Enter the amount tendered. On
the right side of this window are some typical amounts that may be tendered. To use
one of these, click on the button corresponding to the amount tendered. If you do not
see the exact amount tendered, enter it manually. Once you have entered the amount
tendered, click button
to finish the settlement.
Credit Card
If you are not using the credit card integration with Mercury Payments or Merchant
Warehouse, when a customer pays by credit card, the order is treated as though the
processing is done on bank terminal. The software assumes that the transaction has
been successfully processed and simply asks the user how much the transaction was
for. Optional you can enter the reference number generated by your terminal.
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Credit/Debit Card paymet (No integration)
Optional you can select if the payment is Credit or Debit and specify the card type. If
no selection is made, the payment will default to credit card without specific card
type.
Merchant Warehouse Integration: If integrated credit card processing with
Merchant Warehouse is enable the following screen will appear in order to process the
payment
Merchant Warehouse Swipe Payment
Merchant Warehouse Keyed in payment
Swipe the credit card on the encrypted card reader or
Encrypted magnetic card reader MagTek Dynamag
is required to process credit cards with Merchant
Warehouse
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If the payment is approved, the payment process is completed.
Payment Approved
Mercury Payments Integration: If integrated credit card processing with Mercury
Payments is enable the following screen will appear in order to process the payment
Mercury Payments
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Click the button "Credit" or "Debit" and then swipe the card in the MagTek IPAD
MagTek IPAD is required to process credit cards
with Mercury Payments.
If the payment is approved, the payment process is completed.
Payment Approved
Check
If the customer is paying by check, click the “Check” button. Click on the button
corresponding to the amount tendered or enter the amount manually. Optional you
can enter the check number.
Gift Card
If the customer is paying with a Gift Card, click the “Gift Card” button. Scan the
barcode, swipe the gift card or enter the number manually. If the card is found the
current card's balance will be displayed.
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Gift Card Payment
Click the button
complete the payment.
Partial Payments
You can apply partial payments to an order. For example, the total amount for an
order is $50 and the customer wants to pay $30 with credit card and $20 with cash.
To do this, apply first the cash payment for $20 and pay the $30 balance with the
credit card.
Void Payments
To void a payment, from the settle screen search an order that has been paid. You
can search by ticket number, order number.
Paid Order
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Click button "Reopen Order"
click the payment button
. The order will be reopened for modification, then
Click the red “X” button on the payment you want to void.
Settle Screen (Partial Payments).
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Void Operations
Only manager or owner can void orders.
To void an order, click the “Recall” button on the Main POS screen.
Select the order to be voided or enter the order number or ticket number in the
search field.
Click the button "Void"
Enter the reason for voiding this order and click on “Done”
Void
Only open orders can be voided. If you need to void an order that has been paid, you
have to reopen the order, void the payment first, and then void the order.
All voided orders are recorded and the owner can generate a report that shows all
details for the voided orders.
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Split Order
Customers sometimes want to split their tickets. If the customer mentions they would
like to split the check after items have already been ordered, you can split the items
into separate tickets by using the “Split Order” button in the Recall screen.
The "Split Order" screen will open
Split Order
To split items onto separate tickets, follow the steps below.
1. Click Add button
for each new order you want to split the ticket
2. Select the items to split from the original ticket (left side) drag and drop it to
the new order at the right side. The selected item will be removed from the
original ticket and added to the new ticket (right side).
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3. You can drag back an item to item to the original ticket or to another new
ticket.
4. Repeat step 2 until you have assigned the items to split from the original ticket
to the new ticket(s). The remaining items are left on the original check.
5. Click “Process”
when be ready. The new orders will be created and shown
in the screen.
Split Order Completed
There are options to print the new reduced original ticket as well the new tickets and
you can click the "Pay Now" if the orders are ready for payment
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Open Cash Drawer
From the main screen, click "Open Cash Drawer". A reason must be entered to justify
why the cash drawer is been opened without doing a sale.
Open Cash Drawer
Enter the reason and then click "Ok" button. The cash drawer will be opened.
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Refund
From the main screen, click "Refund". From this screen you can issue a cash refund.
Refund
Enter order number, amount to refund and a reason. If order number is not available
leave the field blank. Click "Save" to complete the refund.
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Pay Out
From the main screen, click "Pay Out". From this screen you can issue a cash pay out.
Pay Out
Enter the "Pay out to" name, amount and a reason. Click "Save" to complete the pay
out.
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Gift Cards
From the main screen, click "Gift Card". From this screen you can issue gift cards, add
balance and void gift cards.
Click "New" to create a new gift card.
Gift Cards
Enter the gift card number scanning the barcode or swiping the card.
Enter the issue amount. By default the expiration date is set to 1 year. Change the
expiration date if needed. Select the payment method and confirm the payment to
create the gift card. Click "Save"
To add balance or void a gift card, search by gift card number or scanning the
barcode. Then perform the desired operation.
Void Gift Card
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Customers
From the main screen, click "Customers". From this screen you can create new
customers and create orders for delivery or pickup.
Customers
To create a new customer click "New", enter the customer information and "Save".
In the Search Customer tab you can quickly search a customer by phone number, first
name, last name or address.
A list of the most recent customers will show at the left side.
To create a new order for a customer, select it from the list and click "New Order"
If there are open orders for the selected customer click the "Open Orders" tab to see
them.
Customer - Open Orders
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Cashier Out
When all orders are settled, the cash drawer must be counted and closed from the
system.
To sign out a cashier, follow the steps below. These steps assume you have closed all
orders.
1. Click the “Cashier Out” button on the Main POS screen and enter your access
code.
2. The Money Count screen appears with all of the charges and checks received.
3. Enter all of the cash that is in the drawer.
4. Click the “Log Out” button. If there is a discrepancy in the drawer, the Register
Discrepancy screen appears and shows the discrepancy amount. Enter the
reason for the discrepancy and click the “Done” button. This deactivates the
cash register features for this station.
Cashier Out.
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Reports
There are several built-in reports available to the owner. These reports can be
generated by navigating to “Reports” from the main POS screen.
The reports are designed to be printed on letter size paper or you can see them on
the screen and also export them to Excel or PDF format.
Reports
Here you find the reports grouped by category. Simply click on a category and select
the desired report.
Specify “Date from” and “Date To” parameter from the calendar tools at the top of the
screen and click on “Refresh” to generate a report for a range of time.
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From the report tool bar, you can print the reports, navigate to any page of the
report, zoom in, zoom out. To export the report, click on the floppy disk icon
and
select Excel or PDF format.
The following reports are available:
Sales
п‚· Sales
п‚· Sales
п‚· Sales
п‚· Sales
п‚· Sales
By
By
By
By
By
Category
Item
Station
Hour
Employee
Payments
п‚· Payments Report
п‚· Gift Cards Issued
п‚· Pay Outs
п‚· Refunds
General
п‚· Items List
п‚· Current Item Qty
п‚· Discount Usage
п‚· Surcharge Usage
п‚· Employee List
п‚· Employee Time Card
п‚· Employee Gratuity
п‚· Customer List
п‚· Gift Card List
п‚· Gift Card Redemption
Audit
п‚· Open Cash Drawer Log
п‚· Void Log
п‚· Time Card Edit Log
п‚· Failed System Access Log
п‚· Voided Payments Log
Reports in Audit section are only available to the Owner.
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