FastPOS USER MANUAL - Steve Karas and Associates

FastPOS USER MANUAL - Steve Karas and Associates
Fast POS Software
©Steve Karas & Associates
3341 E. Turquoise
Phoenix AZ 85028
Phone 602.494.9090 Fax 602.494.9134
Table of Contents
CHAPTER ONE…Getting Started
In this chapter we’ll get familiar with the STARTUP MENU as it applies to working
your back office. This is where your Servers, Hostess and Busboys “enter” their
workplaces, but we will cover those in subsequent chapters. You’ll also learn about
Edit Config File in Chapter Two, and Back Office Manager in Chapter Three.
For now, let’s learn how and what the Manager needs to do to get started!
•Order Supplies
•Kitchen Monitor
•Pole Display
•Start Live Manager
•Auto Backup
•Map Network Drive
•Windows Toolbox
•Store Map Info
•Drive Info
•On Screen Keyboard
On the Startup Menu, there are certain areas
that are password protected.
Any of the above buttons will take you directly to
You simply type in your password and hit
You have the ability to change your PASSWORD at any time, by going to the EDIT
CONFIG FILE. Your PASSWORD can be numeric or up to 15 letters. You can have
the letters displayed in alphabetical order, or in the order as they appear on your
Order Supplies
This button will take you to our Online Store for the convenience of ordering
supplies, such as, Gift Cards, VIP Cards, Manager and Employee Cards. You
can also place your order for Receipt Paper, Ribbons, Counter & Table Displays
and more.
It is conveniently linked to PayPal as a payment method, which accepts credit
cards or checking account transfers. PayPal is easy to use, and free!
Kitchen Monitor
The Kitchen Monitor shows your REAL TIME orders being processed, whether
they are Dining In or Take Outs. It shows up to 9 orders at a time, and allows
you to print them out.
Pole Display
This allows you to make changes to the message you want displayed while the
system is idle. There are three default messages available, or simply type in a
message of your choosing.
Start Live Manager
The Live Manager allows you to access your business from a REMOTE location,
in conjunction with PC Anywhere software. Live Manager will provide you with
“Real Time Sales”. You can view your Total Sales for the day, what Items were
sold, along with viewing the previous 100 sales receipts. Live Manager will also
access what tables are occupied.
Auto Backup
This feature allows you to backup your system at any time of day, at a time of
your choosing, automatically. If you have Time Clock, Quick Rewards, or
GiftMaster installed, they also can be backed up. While you can choose which
drive to back up “to”, we suggest using an external USB Hard Drive.
Map Network Drive
This will bring up the windows interface to map a drive letter to your file server.
Windows Toolbox
The Toolbox feature allows you to check and/or change settings to your system,
without having to close Fast POS and access your Windows Control
Panel. It also provides you with information on your Disc and Memory Space.
Store Map Info
Not used by Windows XP, in older version of Windows you would need to re-map
the server’s drive, when used this would automatically map the drive.
Drive Info
Displays the Drives and Types of Drives of your system, whether they are Hard
drives, Network Drives, CDRom, or Floppy.
On Screen Keyboard
When using a touchscreen, most users do not have a keyboard attached to their
system, this is a quick solution for typing in data.
CHAPTER TWO…Edit Config File
We like to call this area the “control center”. It allows you to change
the appearance of your screens, enter your business information,
change passwords, add or remove “buttons” and so much more.
Don’t worry about “hitting” the wrong button as you move around
this screen, getting familiar. You can always change things back,
and nothing will “register” until you hit the DONE button.
1. Type in your business name, address, phone number. This information will
appear on your customer receipt.
2. Your current Directory information.
3. Enter your state’s Sales Tax percentage. Change your Password to a numeric or
alpha word, up to 15 letters. Edit Managers Passwords.
4. Type in a message to your customers that will appear on the bottom of their receipt.
Type a message that will appear on the pole display when idle.
5. Type in friendly reminders to your employees.
6. These are custom features for you to choose from. Simply “click” on the circles
7. Changes will only take effect when your hit DONE. Also, restart of the program is
8. You have the ability to customize your Receipt and Gift Card Graphics.
9. Printer Information
10.These are custom buttons, so you can choose which ones you want to appear
on the monitors. When you hit MORE, you have even more choices. (see next page)
You have the ability to customize the appearance for your monitor display.
Simply check or uncheck each item of your choosing. When you drag your
Mouse over each option, a pop-up will appear, explaining the use of each
CHAPTER THREE…Back Office Manager
In this chapter, we’ll see how your Fast POS system keeps inventory of
your supplies, sales, receivables, and even your customers. In the next
chapter, we’ll review the Bar & Food Button Layouts, Menu Items and
Back Office Manager from your
The Suppliers screen enables you to list the
information of each of your Suppliers. It is
very easy to use…hit the “add new” button,
type in the vendor name, address, phone
numbers, Sales Rep, email address, etc.
There’s even a space for you to add “notes”,
such as delivery dates and times. Just hit
“save new” when finished. They will be listed
alphabetically at the right. To view a
supplier, just click on their name. You can
also delete or edit their information.
Inventory Items is your virtual STOCK
ROOM. It shows how much of each
item you have on hand, the cost of that
item, when to re-order and from whom.
The Cost Conversion Display shows
you the actual cost of this product
anywhere from an ounce to a keg.
When you receive new
Inventory, you simply hit
the Receive Items button.
In this screen, you enter
the Quantity Received,
and everything is done for
you automatically. You
now know exactly how
much of this product you
have on hand and the cost
of the inventory.
Everything you have entered into your Inventory Items will be transferred to your Inventory Report. The report will list
the item, manufacturer, assigned item #, UPC code, how much on hand, total value and total cost, along with re-order
information. You will also see your Total Inventory Value. You can customize the report when printing by selecting what
information to include on the report. You also have the ability to “double click” any item, and it will take you directly to the
Inventory Items screen for that particular item.
The Receive Report shows every item received from any date period. It shows the date received, quantity,
cost and supplier. You can also custom print from date periods and suppliers.
The Sales Report is used to shows exactly how much was collected in
cash, credit cards, discounts, etc.
You have the ability to show your sales from any date or time period. You
can go directly to your Items Sold report from this screen, and to view your
Servers Receipts, or Food vs. Liquor Totals (see below)
When you click on the Show Receipts by Server button, you are taken to
this screen, which shows you all of the activity done by all servers for that
time period. It also lists how the tab was tendered.
The Food vs Liquor
button shows how much of
each item was sold. It will
servers totals, as well as
voids/discounts and taxes.
As with all reports, you
have the option to print
this as well.
The Items Sold Report shows you how much of each item was sold, the sales volume,
and which department it is listed under. You can designate what date periods and time
periods to use. Also, whether the report will be for food, bar or both. You can sort your
report by total sold, item name, or sales volume.
When you click on the Inventory button, you will see exactly what was taken out of your
inventory from the sale of these items, and the cost of Inventory used..
The Monthly Sales Report shows your sales for each dining period.
The start time and end time is your choosing.
After updating the Monthly Sales Report (above), you can then
Chart your Monthly Sales, which are color coded to show
Breakfast, Lunch & Dinner sales.
We will continue with
Inventory Manager and
these remaining screens.
This feature allows you an overview of how many Voids & Discounts have
occurred, along with the date, time, amount, REASON, and server.
You can Edit the Reasons, and Access the Log for a monthly report.
You will also view which employee has accessed the Cash Drawer, along with
giving you a Cashier Logon/Logoff report.
The Units of Measurement
screen provides the accurate
measurement information in
order for your Inventory & Cost
amounts to be accurate. There
is also a convenient calculator
to help with your calculations.
All inventory items must be
broke down to ounces, if you
purchase a product that the
unit of measurement is not
listed you can enter it here
along with the ounces
Menu Time Triggers is used to
show which menu will be
displayed first, based on the
time of day. It is a very simple
interface to use. You use the
drop down lists to select the
time you desire. The selections
can be changed at any time.
The Kitchen Printer 2 Time
Trigger allows you to determine
at what times you would like the
data sent to the 2nd Kitchen
Printer. Again, the times and
selections can be changed at any
The Password button
takes you to your
Assistant Manager’s
screen, where you
assign them each their
Password to
correspond with their
Employee Card. You
can change any of
these fields at any
time. However if you
are using cards we
suggest not changing
the password.
When you open the Password screen, you can also Access History for each Manager.
Simply hit the Access History button, and you can view the Access Log (below). This
report shows the day/date, time, ID number and Manager’s Name, the function he/she
performed and at which station. Also, which server was cashed out and for how much.
As with most report screens in Fast POS, you can print this report as well.
Table Map Editor
This button is a short cut to the Configuration
Screen (See Chapter Two).
Both of these subjects will be discussed in
Chapter Four…Server Reports
Cash Drawer History
The Ad Campaign capabilities are many. It allows you to keep track of past,
present and future ads. It also has the ability to use many different Media
Companies and different coupon types with separate images. You can also
assign coupon numbers complete with bar codes for easy tracking. In the
Disclaimer Box, you can print your company policies.
The Ad Campaign Report tracks the sales generated
from your ads or coupons.
The Media screen enables you to list the different
companies you advertise with.
CHAPTER FOUR…Tables, Servers & Reports
Let’s start out this chapter by learning about your restaurants tables,
so it will be easy to understand how they relate to servers activities.
Inventory Manager Screen: Table Map Editor
You can literally design
your Floor Plan for any
area of your restaurant,
bar, patio and more. If
a private party is
scheduled, and tables
need to be moved, you
place them, number
them and assign how
many seats at each.
Simply choose an
Available Area and type
in the party’s name.
To move a table, simply “click & drag” it to where you want. To change the
number of seats, click on the table and use the Graphic “dropdown” to
select how many, and hit Update. Do the same steps to Remove a Table.
The green Sidebar can be “moved” from side to side by hitting the blue arrow.
After you have made your adjustments, simply click on Done to save your
Your Options with SERVER CASH IN from the
Inventory Manager screen are quite extensive.
Highlight a server to see how many open and closed tables they have,
along with how much is due currently from their banks. You can Cash
In from here, and then view the Cash In Report (below). This Report
can be viewed for any date and time period. You also have the option to
print this report to your Receipt Printer.
From the Server Cash In screen, click on Show All Tables to see the
activity of each one (below). From this screen you can also click on
Transfer Tables, view the Table History, View or Delete Checks.
The Table History shows the activity of that
table for a full month. Including, date, time,
server, total, and how the tab was paid.
To get to the FastPOS Manager
screen, go to the Start Up screen,
click on Start Server Station, and
then click on MGR.
password is required to access this
screen. Most of these buttons are
“short cut” buttons to the
Inventory Manager Screen
EDIT MENU will be discussed in Chapter 9
CLOCKED IN refers to our TIME CLOCK Software
SALES REPORT is a shortcut button, rather than going to Inventory Manager
(see chapter 3, page 11)
ITEMS SOLD is also a shortcut button (see chapter 3, page 11)
CASH PAY OUT keeps track of any Pay Outs made by your employees
PROGRAM INI is a shortcut button to take you to the Edit Config Screen
ABOUT tells you the version of FastPOS you are using, along with the License
SERVERS TABLES is discussed in Chapter 4, page 19 & 20
UNLOCK TABLES as a security feature a server may get locked out of their table,
this allows the manager to unlock the table. A table is locked when it is being
displayed at a POS terminal.
DELIVERY DRIVER will be explained in Chapter 6
CASH IN REPORT is shown in Chapter 4, page 19
VOIDS/DISCOUNTS can be seen in Chapter 3, page 14
TODAY’S TENDERS is used by Tech Support to locate Server input errors
WHAT’S WHAT shows you the activity of the day’s business
UNSECURE/SECURE WINDOWS when in secure mode the task bar is not visible,
Alt-Tab and Alt-Tab-Delete are disabled.
HOUSE ACCOUNTS will be addressed in Chapter 10
CUSTOMERS will also be addressed in Chapter 10
CHAPTER SIX…Placing Orders
From the Start Up Menu, chose
Start Server Station
After selecting Dine IN, you will then
enter your Server Number
After entering your Server Number, you
will go to the screen showing what tables
you have. You can Open a New Table, or
highlight an Existing Table and Go To
Tab to either add items or Tender Out.
After entering your order, you then hit Send to send it to the Kitchen.
Then, press Done to exit the screen.
This is how this last order looks on
the Customer Receipt and the
Kitchen Receipt. You can view as
many receipts as you like by clicking
the Back and Forward Arrows.
You also have the ability to Print
them out.
When you tender a check, you automatically are taken to the TENDER screen.
The order total is shown, and you choose how it is paid (cash, credit card, etc.)
If you choose Cash, you enter the amount collected, and TENDER will tell you
how much change is due. If you choose Credit Card, the balance will zero out.
Splitting a check has never been easier. Simply fill in the amount for each
payment type. Split Tender does all the work for you.
The Drive Thru shows how many orders are pending. Simply click on
New Order to go directly to the ordering screen, or hit on an order number
to go to the Tender screen.
The Chef can post messages to the staff, which will appear when the Server
enters their server numbers to start a new order.
CHAPTER SEVEN…Deliveries and Phone Orders
From the Start Up Menu,
clicking on Delivery will take
you to this screen. The
customers phone number is
all you need to begin
placing your order.
If they are a repeat delivery customer, you will have their name, address,
directions to their home and previous food order. This information is all
saved in your Customer Database. If this is a new customer, it takes but
a minute to type in the information needed to make the delivery. Once
you are satisfied with the delivery information, when you hit OK, you can
now place their order.
Placing your order has never been easier
Delivery orders are
placed in the same way
that “Dining In” orders
choices, Send it to the
Kitchen Printer, and
click Done.
The delivery person will
Tender the order after
they make the delivery.
For placing a Pizza order,
after selecting the type
and size, hit the Modify
button to make your
topping choices.
When you get to the
Modifying Screen, you
will see a picture of a
whole Pizza. Simply click
on a section of the pizza
to add your ingredients.
This screen also tracks
the topping charges.
When finished building
the pizza, click on Done.
Time to Deliver the Order…
Go back into the Delivery Screen,
highlight the tab and click on Assign
Driver. You can now view which
drivers are Clocked In, who is out on
a delivery, and who is next in the
Rotation Order.
Once the driver has been assigned, they
can go to the Driver Screen to get the
information for their order. They have the
ability to look up a Customer by Phone
Number or Name. The driver will also
show their Status of Ready for a Delivery
or Out on a Delivery, which will transfer to
the Assign Driver Screen
The Map Interface makes it easy to find the customers location, and can be
printed to take along with the order. You will need an internet connection or
Microsoft Map-IT installed on your system.
From the FastPOS Manager Screen, the Manager can cash out the
Driver’s bank. You can also use this short cut button to go the the
Cash In Report (Chapter 4, page 19). And then Print your report.
The Phone In Order Screen is as easy as the Delivery Screen to use.
You can enter the customer’s phone number to add to your Customer
Database. Enter the order items and Go To Tab to Tender.
CHAPTER EIGHT…Hostess Station & Busboys
The Hostess Station is so user-friendly, yet yields so much
information. Let’s start by clicking on Make Reservation.
STEP ONE – Choose one of the Reservation
Dates shown, or click on More Dates
STEP THREE – Enter the Number of
Guests and hit OK
STEP TWO – Click on the preferred
time. You will then be prompted to click
on Next – Guest’s
STEP FOUR – Simply Select Type of
Reservation and click Next
STEP SIX – If the Customer is not in your
Database, simply type in their name and you will
get the Reservation Confirmation.
STEP FIVE – Enter the Phone
Number and click on Next.
STEP SEVEN – If this customer is in your Customer Database, their name will
automatically be provided. You also have the ability to type in any Notes of interest. If
they are not in your Database, click on View to add them.
When viewing the Waiting List, you can use the slide bar to see everything about this
reservation. What’s not shown, due to page size constrictions, is Arrived Time, Seat
Time, Reservation Time and Status.
When the Hostess shows the customers to
their table, she can then mark the table as
Just Seated so it will update the Table Map.
Once a tab is Tendered, the Table will start
flashing on the Table Map. After the Busboy
clears the table, he can then mark the table
as Available so the Hostess knows it is ready.
Starting from your Server Order Screen,
click on Bar. You have the choice of
Beer Bottle/Draft, Wine Bottle/Glass or
Everything is listed in
Alphabetical Order. For example, to
order 3 Bass bottles of beer, click on
Bottle and click on Bass 3 times. For
Wine bottles, click on Bottle and then
click on the wine from the Alphabetical
list. To order a Bloody Mary, click on “B”
to find it in the Cocktail List. Whatever
you order from the Bar Menu will be
transferred to your server Tab.
Bar Screen Maintenance
To make any changes to your Bar screens, you need to access the Back Office Manager,
password sensitive, and start with Bar Menu Items. In order to see the full screen
(shown below), simply “drag” the Inventory Matrix down to the bottom of the screen.
Your Inventory Matrix is used in conjunction with Inventory Items (Chapter 3, page 9).
Once you enter the Product and Quantity in the Inventory Matrix, each time that item
is sold, it will be deducted from your Inventory. You always know how much of your
product you have in stock.
You can add or delete any items from the Bar Item Menu screen. Simply click on Add New,
or Delete. Always remember to Save New or Save Update. You can also change your
pricing, and add Happy Hour Prices. The sample shown is Budweiser, which is the 6 of
17 entries. After entering new products, click on Sort to put in alphabetical order.
To enter Happy Hour Settings,
simply use the Dropdowns and
choose the start and end times
for the special pricing. You
have the ability to have three
different time triggers per day.
The pricing will reflect on your
receipts without any extra steps.
The Bar POS Buttons allow you
to make changes to the
appearance of the screen by
“swapping buttons” with each
other. This can be done with all
beverage items. Click on Bottle,
Draft, Glass, etc. to pull up the
menu and make changes. This
is especially convenient for your
liquor items, so that you can list
your best sellers at the
beginning, if so desired.
The Bar File Maintenance is an
easy way to clean up your bar
menu items. It allows you to
Empty the Data File, Remove
Duplicate Items, Sort Items
Alphabetically. You can also
change all prices to one set
price, change Departments,
and make the items taxable.
There is a print feature for this
data as well.
CHAPTER TEN…Entering Food Menu Items
and Modifiers
Food Menu Items makes it easy to maintain your menus. This is where you can add
new items and delete or make changes to menu items. Click on Button Title, delete
whatever may be there, and type in your new item. Use your Tab button to go to the
next fields, and they are automatically filled in for you. Notice at the bottom of the
screen, there are four Menu choices. And at the top of the screen, you can change
the Category Title. Just make sure you always hit the Save buttons.
The Modifier Buttons work
the same way. You have 29
Modifier Pages that hold 30
Modifiers each.
Just click
More Modifiers at the bottom
of the screen. You also have
the Inventory Matrix (which is
minimized) in order to keep
track of your stock.
Fast Buttons are supplied for your most popular items. In this example, there
are 3 coffees and 2 teas. You also want to designate which of the 4 menus to
use when entering your Fast Button items. There is also an Inventory Matrix for
these products. Simply “double click” a blank line, and your Inventory list pops up
for you to choose from. Hit the Save button before leaving the screen.
The Food File Maintenance is a quick and easy way to erase your Buttons or
Modifiers. Simply highlight which one you want to erase, and click on Reset All.
Or, if you only want to erase select buttons, highlight the item and click Reset.
Food Button Layout
From your Inventory Manager
screen, click on Food Button
Layout. This is where you can
change the layout of your Menu
Items and Modifiers. You have the
ability to “swap” Menu Categories,
by clicking on the category and using
the swap button. To change Menu
Items, click on a Menu Category,
then Show Menu. This will take you
to the screen shown below. You can
also access this screen from the
FastPOS Manager screen by
clicking on Edit Menu.
In this screen, you can “swap” Menu
Items. Simply click on each item and
then click on OK . As usual, always
Save changes before clicking on Done.
You can also assign your Modifier
Pages in this screen. And, you have the
ability to let certain buttons be Visible.
Going back to the original Menu, at
the top of the page, if you want to
change the appearance of your
Modifier List, click on any Modifier.
You will then be sent to this screen.
You can now “swap” Modifiers
You can access any
Modifier page by clicking on the
Modifier number in the yellow box.
and Customers
There are three ways to access
the House Accounts Manger.
Manager and Back
In your Manager Password
Protected screens, you can
view the customers information
and transactions.
click on any transaction in
order to edit it. You also have
the ability to correct any
transaction by highlighting it
and click on the Audit button.
When you go to the Add Gratuity screen, you can select a transaction from any date or date
period. After selecting the date, or dates, click on Update Transaction List. Then, simply
highlight the transaction and you will be taken to the next screen will you will add the Gratuity
After the customer receives the Monthly Statement (below) and makes their
payment, you go to the Payment screen and enter the amount. Everything is
calculated for you.
As with all the screens throughout FastPOS, the Monthly Statement is very user
friendly. You can print selected invoices, or your entire House Account database.
You can see that the payment that was entered above is now reflected on the next
month’s Monthly Statement. You can also change the Statement Date, Pay by
Date, and Transactions Since date at any time. Simply use the dropdown lists
The Customer Account screens are perfect for the returning customer, along with
your VIP guests. The information stored, besides name, address, phone, etc., is
invaluable. It saves time by eliminating repetition for everyone involved. You can
type in Directions, type in Special Instructions, view their Last Order, and view the
map to their home for deliveries.
Congratulations on your purchase of the finest POS
software on the market. Steve Karas & Associates thank
you for the trust you have put into us and are confidant that
our FastPOS will exceed your expectations. Our software
is not only user friendly, but its capabilities are endless.
Thank you.
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