ZeusPOS User`s Manual TABLE OF CONTENTS

ZeusPOS User`s Manual TABLE OF CONTENTS
ZeusPOS User’s Manual
TABLE OF CONTENTS
ZeusPOS Configuration
Getting Started………………………………………………………………………………………………………..
Store Setup……………………………………………………………………………………………………………..
Software Activation………………………………………………………………………………………………...
Employee Setup……………………………………………………………………………………………………...
Table Setup……………………………………………………………………………………………………………..
Menu Categories……………………………………………………………………………………………………..
Menu Setup……………………………………………………………………………………………………………..
Items Setup……………………………………………………………………………………………………………..
Menu Item Options (Modifiers or Choices)..…………………………………………………………..
Assigning Options to menu items…………………………………………………………………………...
Discount and Coupon Setup…………………………………………………………………………………….
Currency Setup………………………………………………………………………………………………………..
Printing Preferences………………………………………………………………………………………………...
Tax Setup………………………………………………………………………………………………………………...
Station Settings………………………………………………………………………………………………………..
Backup Database……………………………………………………………………………………………………..
Restore Database…………………………………………………………………………………………………….
Printer Setup…………………………………………………………………………………………………………..
Pole Display Setup…………………………………………………………………………………………………..
Pag.
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4
5
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ZeusPOS Operation
Cashier In…………………………………………………………………………………………………………………
Time Card Clock In………………………………………………………………………………………………….
Time Card Clock Out……………………………………………………………………………………………….
Order Entry……………………………………………………………………………………………………………..
Dine In Orders………………………………………………………………………………………………………..
Recall……………………………………………………………………………………………………………………….
Void Operations………………………………………………………………………………………………………
Settle Operations……………………………………………………………………………………………………
Voiding a Closed Order…………………………………………………………………………………………..
Split Order……………………………………………………………………………………………………………...
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 or any fast
food store.
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.
Figure 1: Main Screen
Menu: To place customer orders.
Dine In: To place customer orders in the dining room.
Recall: allows manage current orders. Operations like reprint, void or edit orders are
easily made from here.
Settle: To receive order payments.
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ZeusPOS User Guide
Open Cash Drawer: Allows open the cash drawer for a no sale operation. Requires
cashier privileges.
Refund: To perform a refund.
Split order: Allow to split a large order in two small orders.
Cashier (In/Out): Open the cash register for operation and enable the system to
receive payments.
Time Card: Records employees work time.
Reports: Complete set of reports for sales, payments, employee activities, logs and
more.
Back Office: For system administration.
Figure 2. Back Office
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ZeusPOS User Guide
ZeusPOS Configuration
The first time you launch your software, it is in trial mode for 30 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 Setup
Click on Back Office button, enter the owner password and click on Store info
Figure 3. Store Info.
Fill out store name, address, city, State (or province) and telephone number. This
information will be printed on the customer receipts and reports. Please be sure is
completely accurate.
Once activation is done, you can not change the information entered.
Click on “Save” button and then “Close”.
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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
www.zeuspos.com/activation.php
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
Figure 4. Registration.
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Employee Setup
Click on Back Office button, enter manager or owner password and click on
employee button.
Figure 5. Employee Setup.
Click
“New” button to add a new employee. Enter last name, First name and
password. Choose a security level: Employee, Cashier, Manager or Owner.
Employee: Is a regular employee with lowest level access on the system. Only is
allowed to perform Clock in/out and sales. 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 place orders.
Manager: Is the employee that is in charge of the store. Has access to “Back Office”
to change system configuration, add or edit menu 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”
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button when finished.
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Table Setup
Click on Back Office button, enter manager or owner password and click on
table setup button.
Figure 6. Table Setup.
Create groups of tables in the different sections of the restaurant. Give the table
groups descriptive names such as Dining Room, Patio, Bar, Private, etc.
Then add table names or table numbers, for example, 1 or D1 for Dining Room tables,
P1, P2 for patio tables, etc.
To change the name of an existing group or table, just select it and type the new
name. To delete a group or table, select it and click on “Delete Group” or “Delete
Table” button.
Click on “Save”
button when finished.
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ZeusPOS User Guide
Menu Categories
Each menu item is assigned to a Menu Category for reporting purposes. These
categories have nothing to do with the menu display in the Order Entry 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.
Figure 7. Categories.
Enter the information as seen in the Menu Categories screen below (see Figure 7).
Click the “Save”
button when finished.
To delete a category, click on the delete
button.
Note: A category can not be deleted if is in use by any menu item.
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ZeusPOS User Guide
Menu Setup
Groups
Click on Back Office button, enter manager or owner password and click on
Menu button.
Figure 8. Menu Setup.
First create Menu Groups and then add items to it. For example, Appetizers,
Beverages, Burgers, 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. 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:\ZeusPOS\POS\Images
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ZeusPOS User Guide
Menu Items
Figure 9. Menu Items.
Once you have created and saved the group name, add some items to it. Select the
desired group, then click on the item list and do the following steps:
•
•
•
•
•
Don’t
Type the item name and choose a category from the drop down list.
Assign a picture or a color for the button.
Set the item price.
Checkmark Tax and Tax2 box if apply.
If the item needs to be printed on the kitchen, select the desired printer from
“Print To” list.
forget
to
click
on
“Save”
button when finished.
Note: Groups and items are sorted alphabetically by name.
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ZeusPOS User Guide
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.
Figure 10. Options
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.
Click on “Save”
when finished.
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ZeusPOS User Guide
Assigning Options to menu items
Once you have entered “Options” to the system you can assign some of them to the
menu items.
Default options can be assigned to each item as you can see in figure 11.
From the Menu Setup screen click on “Add Option…” button
Figure 11. Default Options (Menu Item)
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ZeusPOS User Guide
Click on the assign button
on the options you want to assign to item.
Figure 12. Assign options to item
Repeat the process for all desired options.
Click on done when finished and then save.
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ZeusPOS User Guide
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.
Figure 13. Discount setup.
Enter the description, amount and type. There are two types: by percentage or by
amount.
To delete a discount, click on the “Delete” (X) button.
When finished, click the “Save” button and “Done”.
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ZeusPOS User Guide
Currency Setup
By default, eleven 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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ZeusPOS User Guide
Printing Preferences
Figure 15. Printing preferences.
Current Ticket Number: You can reset ticket numbering just entering a new number
here.
Number Of Decimals: This feature is used mainly by customers in countries other
than the United States. Set to zero (0) decimals if your country currency have large
denominations and decimals are not needed.
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.
When finished, click on “Save” button.
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ZeusPOS User Guide
Tax Setup
ZeusPOS support up two tax rates to apply to your sales.
Figure 16. Tax Configuration
Tax 1 and 2 Alias: 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%.
Station Settings
Figure 17. Station Settings.
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ZeusPOS User Guide
Station settings are local settings for each station computer.
Language: Select English or Spanish user interface language.
Password Required For Settle: When this setting is set (check marked), the
system will ask for employee password each time that someone open the settle screen
to receive a payment. This is a security setting that allows control on who is receiving
payments on the system. If this setting is disabled, the system won’t ask for
employee password and will record all payments received to the current cashier.
Password Required For Order Entry: When this setting is set (check marked), the
system will ask for employee password each time that someone open the Menu entry
screen to place a order. 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 current cashier.
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.
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.
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, go to the Back Office and click on the “Backup/Restore”
button. 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 window displays a message that the back up is complete.
The database file backed up is called “ZeusPOS-Backup.bak”. Keep these files safe
and always keep a second location for the backup, just in case your primary backup is
damaged.
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ZeusPOS User Guide
Figure 18. Backup / Restore.
If you want, you can set automatic backup to perform a daily backup at the specified
time. To do this, do not turn off the server computer, just leave it running all the
time.
Restore Database
To restore the database from a backup file, go to the Back Office and click on the
“Backup/Restore” button, click on “Restore” tab. Make sure to close all stations
running ZeusPOS and click “Continue”.
Figure 19. Restore Database.
A confirmation window displays a message asking to shut down ZeusPOS. Click on yes
to continue. ZeusPOS will be closed and a Restore Database screen will be opened.
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ZeusPOS User Guide
Figure 20
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 window displays a message that the restore process is complete.
Figure 21. Restore Database.
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ZeusPOS User Guide
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.
Figure 22. Printing.
Select the printers from the list and printer type between “EPSON” or “STAR”
Printer type is related to print emulation mode use by the printer (Generally, 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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ZeusPOS User Guide
Receipt: Select from the list the printer you want to use to print customer receipts.
Kitchen #1 and #2: Select from the list the printer you want to use to print orders
to the kitchen. If receipt or kitchen printer is not available, from the list select “NONE”.
Auto print Kitchen: If is selected the order receipt will be printed automatically.
When is disabled, the system will show a confirmation window where you can send to
print the receipt or just close the order without print.
Auto print Receipt: If is selected the order receipt will be printed automatically to
the kitchen printer. When is disabled, the system will show a confirmation window
where you can send to print the order to the kitchen or just close the order without
print.
Print Options price on customer receipt: If is selected, option price will be printed
on the customer receipt.
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ZeusPOS User Guide
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.
Figure 23. Pole Display Configuration.
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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.
Figure 24. Cashier In.
When you finished with your money count Click “Log In”
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ZeusPOS User Guide
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 restaurant.
Figure 25. 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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ZeusPOS User Guide
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
Figure 26. Employee Time Card. Clock Out
3. Click on the “Clock On” button. This displays your clock out time.
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ZeusPOS User Guide
Order Entry
To create a new order, follow the steps below.
1. Click the “Menu” button on the Main POS screen and then click the “New Order”
button. 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”. This option is located Back Office->Station Settings.
Figure 27. 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.
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
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ZeusPOS User Guide
perform various tasks with the order such as Notes, Table, Discount, Cancel Discount
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. Use the numbers above
menu items to enter two or more quantities of the same item. First, click on the
number and then 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 “Done” to confirm the order and send the items to the kitchen. 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:
No Tax: Use it to cancel the tax to the current order. (Tax exempt)
Manual Order: Use it to add an inexistent item to the current order. The item will
not be added to the menu.
Price Change: Use it if you need to change the price for an item just for the current
order.
Notes: Allows specify any note to the ticket, special preparation instructions for the
kitchen, etc.
Discount: Opens the discount list to apply a discount or coupon to the order.
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ZeusPOS User Guide
Dine In Orders
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.
Figure 28. Table Groups.
A new order is created and assigned to the selected table.
Add items as you learned in Order Entry lesson.
If there is an order assigned to a table, it shows in blue and the server name. If you
click on it, recall screen will open for additional actions.
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ZeusPOS User Guide
Recall
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, open the settle screen to post a payment for the selected order.
Figure 29. Recall.
To reprint a ticket, search by order number or ticket number for the desired ticket,
then click on the printer button.
To modify an order, click on “Modify Order” to reopen the order. Then you can add
more items, apply discount, add notes, etc.
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ZeusPOS User Guide
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.
Enter the reason for voiding this order and click on “Done”
Figure 30. 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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ZeusPOS User Guide
Settle Operations
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.
The most commonly used method of settling is through the Main POS screen “Settle”
button. This button can be used by the cashier to perform settlement operations on
any order in the system.
Figure 31. Settle Screen.
To settle an order using the “Settle” button in the Main POS screen, follow the steps
below.
1.
2.
3.
4.
Click the “Settle” button on the Main POS screen.
Enter your access code.
Click on the order you wish to settle.
Select payment method: Cash, Check, Credit Card
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ZeusPOS User Guide
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 “Enter” to finish the settlement.
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.
Credit Card
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.
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, click the red “X” button on the payment you want to void.
Figure 32. Settle Screen (Partial Payments).
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ZeusPOS User Guide
Voiding a Closed Order
If you need to void a closed (paid) order, you have to reopen the order. From main
screen go to “Recall” and then enter in the search box the order number you want to
void. You will see a message warning that the order is not an open order.
Click the “Reopen Order” button.
Figure 33. Recall Screen (Reopen Order)
After order is reopened, select the order and click the “Settle” button.
Click the red “X” button to void the payment applied to the order.
Figure 34. Settle Screen (Partial Payments).
Once the payment is voided, you can void the order from the “Recall” screen as you
learned in void operations lesson.
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ZeusPOS User Guide
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 Main POS screen.
To split items onto separate tickets, follow the steps below.
1. Click the “Split Order” button on Main POS screen.
2. Select the order you want to split.
3. Select the items to split from the original ticket (left side) by clicking on the
“>>” button on each item . The selected item will be removed from the original
ticket and added to the new ticket (right side).
4. If you make a mistake, click the “<<” button to return the item to the original
ticket.
5. Repeat step 3 until you have assigned the items to split from the original ticket.
The remaining items are left on the original check.
6. Click “Split Order” when be ready. A message will show the new order number.
If you need to print the ticket, select it from the list and click the print button.
Figure 35. Split Order.
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ZeusPOS User Guide
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.
Figure 36. Cashier Out.
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ZeusPOS User Guide
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.
Figure 37. 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 right side
of the screen and click on “Refresh” to generate a report for a range of time.
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ZeusPOS User Guide
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:
•
•
•
•
•
•
•
•
•
•
Daily Closing Report
Payments Report
Sales By Category
Sales By Item
Void Log
Refunds
Employee Time Card
Current Item Quantity
Menu Items List
Discounts
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