Hospitality Software
Set-up Guide &
User Manual
Casio Electronics
Overview
by Robert
The Hospitality Software package is designed to link to the
Casio Electronics point of sale cash registers for the
hospitality industry. The Hospitality Software will grow with
the needs of your business, linking to a single register or
network of registers. Controling your business as it expands
from a single branch to multiple branches.
Easy programming of the cash register from the computer,
such as sales items and prices, cashiers names; keyboard
layouts and many other features are available.
Collection of sales data builds a historical database. This
allows you to produce various reports such as end of day,
product sales analysis, profit analysis, departmental and
group totals.
Accurate stock control allows tight management of wastage
and losses, maximising your business profits.
Contents
I
Table of Contents
Foreword
0
Part I Intoduction
1 Overview
4
................................................................................................................................... 4
2 Logging On ................................................................................................................................... 5
3 Lite Software ................................................................................................................................... 6
4 Licensing Software
................................................................................................................................... 7
Part II Setup
8
1 Branch Setup................................................................................................................................... 9
Machine Type.......................................................................................................................................................... 10
Keyboard Types
.......................................................................................................................................................... 11
Communication
..........................................................................................................................................................
Type
12
Terminal List .......................................................................................................................................................... 15
Creating Additional
..........................................................................................................................................................
Branchs
16
2 Setting Up Suppliers
................................................................................................................................... 17
...................................................................................................................................
18
3 Setting Up Vat
Rates
4 Setting Up Departments/Groups
................................................................................................................................... 19
................................................................................................................................... 21
5 Item Setup Wizard
Sales Item .......................................................................................................................................................... 22
Sales Item with
..........................................................................................................................................................
Stock
24
Sales Item with
..........................................................................................................................................................
Recipe
26
Non sales Stock
..........................................................................................................................................................
Items
30
Converting sales
..........................................................................................................................................................
item to Stock Control
31
6 PLU Sales and
Stock Items
...................................................................................................................................
32
Search Grid .......................................................................................................................................................... 33
PLU QT2100/QT600/TE8000/TE8500
.......................................................................................................................................................... 34
Advanced.........................................................................................................................................................
Options
36
PLU Second
.........................................................................................................................................................
Prices
38
Price Shifts
Scanning
.........................................................................................................................................................
39
QT8000 PLU .......................................................................................................................................................... 40
QT800 PLU
.........................................................................................................................................................
2nd/3rd
41
QT8000 Advanced
......................................................................................................................................................... 42
TE4000/TE4500
.......................................................................................................................................................... 43
Advanced.........................................................................................................................................................
Options
44
PLU Second
.........................................................................................................................................................
Unit Price
46
Stock Details .......................................................................................................................................................... 47
Stock Position
.......................................................................................................................................................... 49
Frozen Postion
.......................................................................................................................................................... 51
Supplier Screen
.......................................................................................................................................................... 52
Outlet Specfics
.......................................................................................................................................................... 53
Stock Movements
.......................................................................................................................................................... 54
Recipes
.......................................................................................................................................................... 56
7 ECR Files
................................................................................................................................... 58
Keyboards Programming
.......................................................................................................................................................... 59
Casio Electronics
I
II
Hospitality Stock Control
Touch screen
.........................................................................................................................................................
(QT6000)
63
Bitmaps
......................................................................................................................................... 66
File 946 Pan Eu......................................................................................................................................... 67
Keyboards
......................................................................................................................................................... 70
Adding PLU
......................................................................................................................................... 71
Keyboard Attributes
......................................................................................................................................... 73
Function programming
......................................................................................................................................................... 74
Advanced.........................................................................................................................................................
Function Programming
76
Changing.........................................................................................................................................................
Prices
77
Copying Keyboard
......................................................................................................................................................... 79
Keyboard.........................................................................................................................................................
QT8000
80
Clerk Programming
.......................................................................................................................................................... 82
Clerk Detail
......................................................................................................................................................... 85
I Buttons ......................................................................................................................................................... 86
Pull Downs .......................................................................................................................................................... 87
Pull down.........................................................................................................................................................
menu Examples
89
Receipt Programming
.......................................................................................................................................................... 91
Epos Schedular
.......................................................................................................................................................... 93
Time Attendance
.......................................................................................................................................................... 94
Part III Commuincations
95
1 Immediate Communications
................................................................................................................................... 95
................................................................................................................................... 97
2 Scheduled Reads
3 Flash X Reports
................................................................................................................................... 98
Part IV Stock Movements
1 Orders
99
................................................................................................................................... 99
Automatic Orders
.......................................................................................................................................................... 102
Multiple Buying
..........................................................................................................................................................
Sizes
103
Creating Stock
..........................................................................................................................................................
Items
104
Show Usage.......................................................................................................................................................... 105
2 Wastage
................................................................................................................................... 106
3 Transfers ................................................................................................................................... 107
4 Stock Takes................................................................................................................................... 108
Freeze Stock.......................................................................................................................................................... 109
Frozen Tab .......................................................................................................................................................... 112
Missing Delivery/Wastage
.......................................................................................................................................................... 113
Stock Entry .......................................................................................................................................................... 114
Stock Take Reports
.......................................................................................................................................................... 115
Item Profit
.........................................................................................................................................................
and Group Profit
116
Short Variance
......................................................................................................................................................... 117
Stock Variance
.........................................................................................................................................................
Report
118
Stock Usage
.........................................................................................................................................................
Cost
119
Stock Till.........................................................................................................................................................
Variance
120
Stock Usage
.........................................................................................................................................................
With GP report
121
Stock Close .......................................................................................................................................................... 123
5 Stock Reset................................................................................................................................... 124
6 Period Ends................................................................................................................................... 125
Part V Reports
126
Casio Electronics
Contents
III
1 Reports Mask
................................................................................................................................... 126
................................................................................................................................... 130
2 Other Reports
3 Stock Reports
................................................................................................................................... 131
................................................................................................................................... 134
4 Excel Sheets
Part VI Cashing Up Sheet
136
1 Banking Sheet
................................................................................................................................... 138
2 Petty Cash ...................................................................................................................................
Codes
139
Part VII Extra Setup
140
1 Conversion...................................................................................................................................
Tables
140
Examples
.......................................................................................................................................................... 142
2 PLU Prices ...................................................................................................................................
Grid
144
................................................................................................................................... 145
3 Setting Up Outlets
Part VIII Utilitys
147
1 Help About ................................................................................................................................... 148
150
2 Importing a...................................................................................................................................
Cash Register Program
3 Change Settings
................................................................................................................................... 152
................................................................................................................................... 154
4 Journal Viewer
5 Maintain users
................................................................................................................................... 155
...................................................................................................................................
156
6 Manual Sales
Data
7 Report Filter
................................................................................................................................... 157
...................................................................................................................................
159
8 Orderman Hand
Held
Index
160
Casio Electronics
III
4
Hospitality Stock Control
1
Intoduction
1.1
Overview
The Setup section of the manual guides you through the steps needed to use the Hospitality
Software program. It will cover the cash register programming and retrieval of sales data.
The Stock Movements part to the manual will cover stock taking, ordering stock , entering
wastage and transfers. The final sections will also cover reporting, cashing up sheets and
additional utilitys
Setup covers the following steps
·
·
·
·
·
·
·
Branch setup
Supplier details
VAT rates
Department/groups
Sales and stock items
ECR files
Communications
System Requirements
Hard disk
The actual installation of the program will require 70
megabytes. As the system will build up a historical
database this will increase the hard disk space required.
Operating system
Windows XP
Memory
Minimum 128 Megabytes RAM
Display
800 X 640 Resolution with 16 bit true Colour
1024 X 800 using the QT8000
1024 X 800 using the QT6000
ECR Requirements
QT2100
TE8000/TE8500
TE4000/TE4500
QT6000
QT8000
Casio Electronics
Intoduction
1.2
5
Logging On
When you run the Casio Hospitality Software you will be asked for a user name and a
password. Within the Hospitality Software there is a facility to maintain users which allows
the manager to restrict each operator's access to a relevant part of the software.
The default logon name is USER and the Password is USER.
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6
1.3
Hospitality Stock Control
Lite Software
The Hospitality Software has two configuartions.
1. Full Hospitality allowing programming, sales reports and stock
control.
2. Lite Hospitaltiy allowing porogrammig and sales reports
When the lite software is selected parts of the software are restricted by buttons greying out.
If the Lite Softeware is purchased at any time it can be upgraded to the full stock control by
purchasing and updating the license screen. This will then make all functions available.
Casio Electronics
Intoduction
1.4
7
Licensing Software
To license the software go to the Help
Option and select Update License. It
will ask for the password. Use the
standard password.
Once the software is installed it requires a Release Code to allow operation of the software.
The Install Code is generated from the PC and should be sent to the ECR dealer. Depending
on the number of branchs and the package type, a Release Code is then sent back to you to be
entered, and then the software is available for use.
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8
2
Hospitality Stock Control
Setup
Setting up the Basics
Casio Electronics
Setup
2.1
9
Branch Setup
Once you have logged on to the Hospitality Software
you need to setup the details of your business such as
the company name, address, phone and fax number.
This information is used throughout the package such
as the delivery address when you print an order for a
supplier. The Location screen contains all the
information about the branch details as well as the
type and number of cash registers used.
Create a branch
1.
2.
3.
4.
5.
6.
7.
8.
9.
Casio Electronics
Press the New Button and the software will generate the first Location
Type in the Location Name and Address.
Set the Machine Type this is the model of the cash register.
Communication Type sets the communications mode. If you select
SERIAL,the Baud Rate and Com Port options must be set.
The Terminal list sets the number of machines in the branch that are
connected together. If you have three cash registers, you must activate
terminals 1,2 and 3.
Include in scheduled read allows the computer to collect sales data and
send program changes overnight. An example of this is when the office
is shut but the restaurant or bar does not close to the early hours of
the morning. At the required time the computer will start its
processing.
Modem Number is used if you have a remote connection and it is the
number your computer will dial to link to the ECR
Enter the branch Phone number and Fax number; these fields are for
reference only.
Press the Save button.
10
2.1.1
Hospitality Stock Control
Machine Type
Set the model of cash register you have purchased in the Machine Type. There are many
types of machines that are supported and each has their own benefits. Some models such as
the QT6000 may be in the list several times. This is because there are different releases of the
cash register operating systems. To find out which you should be using consult your dealer.
ECR Types
· Touch based systems allow registration of items by touching the screen.
· Standard cash registers with integrated two station printer.
· Modular systems allowing small foot print for restricted space.
Each Machine Type will support one or more communications modes. Once you have
selected the machine type, the Comm Type must be set.
Casio Electronics
Setup
2.1.2
11
Keyboard Types
Setting the Machine Type to TE8000, TE8500 or QT2100 enables the Keyboard Types drop
down menus. Within one network of cash registers it is possible to integrate models with
different keyboards. In a bar and restaurant you might have a TE8500 fully flat keyboard with
integrated printer at the bar and the waitress points using QT2100. For example keyboard
level 1 would be set as a TE8500 with drinks and level 2 might be setup as a QT2100 with
food items.
TE8500
Casio Electronics
QT2100
12
2.1.3
Hospitality Stock Control
Communication Type
All Casio registers support RS232 serial communications. This method of communication
connects directly via hard wire or modem. If you use modem communications always set
Comm Type to SERIAL. Enter the Modem Number of the remote site into the Modem
Number field. The software will automatically dial the number in the Modem Number field
when communication is executed. The most common speed for the modem is 19200 baud.
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Setup
13
Some models of Casio support an additional communications mode. The QT6000 and the QT8000
support a high speed Ethernet link.
· QT6000 select TCP/IP
· QT8000 INLINE=IPX/SPX or TCP/IP protocol When these options are selected
the Com Port and Baud Rates are not used.
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14
Hospitality Stock Control
For the QT6000 it is best to fix the IP address of your computer when using the TCP/IP mode. You
may have to refer to the Help screens on your computer to do this. We recommend If you are
connecting to the QT6000 and another network that you fit a second dedicated network card to your
PC for the QT6000.
Casio Electronics
Setup
2.1.4
15
Terminal List
Once the branch details and Machine Type have been entered, the number of terminals in the
network has to be set. By clicking on the terminal grid by the required terminal number, a
drop down box appears. Now you can activate the terminal by selecting the branch name.
Once the terminal is active it will become green.
If a cash register needs to be removed from the network for repair, the software needs to know
so it does not communicate with the faulty terminal. To remove it temporarily, right click
on the terminal and it will appear in red. To reverse the process right click on the same
terminal and it will restore it green.
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16
2.1.5
Hospitality Stock Control
Creating Additional Branchs
If you have purchased the Multi Site software you can create additional branches. Create the
branch in the normal way as described in the previous chapters. When you press the Save
button another screen will appear allowing you to copy keyboards, PLU, cashiers, and pull
down menus. If you select any of these files they will be copied into the new branch.
Important :- you must not create any extra branches if you have not purchased the
correct license, otherwise the software will revert back to demonstration mode.
Casio Electronics
Setup
2.2
17
Setting Up Suppliers
Suppliers are used in the orders section. You
can allocate several different Suppliers to
one product. If the selected supplier does
not have the goods in stock, you can use
another supplier for that product when
placing an order.
Fields
Casio Electronics
Supplier Code
This is a unique reference code that is used for searching for a
supplier when placing an order.
Supplier Name
This is the trading name of the supplier.
Address
Appears on the order as the postal address to send the order to.
Phone,Fax,Contact Email
Reference only
18
2.3
Hospitality Stock Control
Setting Up Vat Rates
VAT codes are set up by allocating a percentage
value to a Vat Code. The code number is then
allocated against each product and used in
calculations when purchasing, selling or whilst
printing reports. When the Vat Rate is changed you
only have to update the rate in the vat screen.
Several Vat Codes may be set up to allow for different Vat Rates. E.g. when you purchase
uncooked foods they may have a zero tax status. Items like fizzy drinks have Vat included
when purchased.
PLU Screen
Casio Electronics
Setup
2.4
19
Setting Up Departments/Groups
When you create a product you must link each
product to a group and a department. These links are
used to allow you to search for a product and filter
reports.
Department, Groups and PLU.
Press the New button to create a department and then enter the Name and EPOS Name. The
EPOS name will be sent to the cash register so when a department report is taken at the ECR
it will have the same headings as the software. Next set up the groups in the same way as the
departments. The groups are also displayed on the search grid screen, allowing only the
selected groups products to be displayed.
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20
Hospitality Stock Control
Note :- If you get a warning that you cannot create any additional departments this is
because you have reached the maximum number allocated in the ECR. Contact your
dealer if you need to add some more departments.
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Setup
2.5
21
Item Setup Wizard
Press the Sales Item button. This takes you to the Item selection
screen. Press the New PLU button to start the item wizard. This
guides the user through creating items. Three options are available.
1. Sales Item allows creation of a PLU with a price, description, group,department links and
all the status fields that are available in the cash register. This type of items are used
where no stock control is necessary such as a meal or cooking instruction. Full sales
reporting is available for these items
2. Sales Item with Stock has all the features of the sales item and also stock counters that
allow purchase, wastage, stock counts and deducting of stock data. This is used where
stock control is required such as beers, spirits or wines.
3. Sales Item with Recipe all the features of the sales item but instead of having its own
stock counters, it sets a link to an existing item with stock counters. This is used to set up
items such as a glass of wine which deducts from the totals of an existing bottle of wine
with has its own stock counters.
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22
2.5.1
Hospitality Stock Control
Sales Item
From the Item Type drop down menu select Sales Items. Sales items are Price Look Ups (PLU),
registered at the point of sale allowing sales reporting but not stock control.
· The PLU code box is the number of the Price Look Up used in the cash
register. When the Automatic next number box is ticked the next
sequential number is used. If it is not ticked it will allow you to put
in your own PLU number.
· Report Description appears as a text on all reports.
· Point of Sale Description appears on the display and the receipt of the
cash register. It may be an abbreviation of the reports description, as
it has a maximum of 24 characters.
Each item must be linked to a department and a group. The VAT code shows which rate is
applied when the item is sold and is used in profit calculations . The selling price is sent to the
cash register.
Casio Electronics
Setup
23
Once the wizard has finished, it
will display the PLU screen. At
this point any alterations to the
PLU can be made. For example
setting printer allocation or
menu links for cooking
instructions.
Note :- see PLU Programming
screen for more information.
At the top of the PLU screen
click the keyboard button. This
opens the keyboard
programming screen so you can
double click on the position you
wish to allocate the new
product.
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24
2.5.2
Hospitality Stock Control
Sales Item with Stock
The Sales Item with Stock wizard creates an item in the same way as a sales item, however
extra sections to the wizard are also displayed. When an item is set up through this wizard, it
is possible to have stock control as well as the normal PLU functionality.
Each item must be linked to a department and a group. The VAT code shows which rate is
applied when the item is sold and is used in profit calculations . The selling price is the price
of the item in the cash register.
Casio Electronics
Setup
25
Minimum information to set up the Stock Item.
· The Cost Price sets the cost of the whole buying unit without VAT, such
as a keg of beer containing 11 gallons at a cost of 45 pounds.
· The Buying Unit is the default size when making a purchase. It will
default to this size on the orders screen, however it is still possible
to purchase in different sizes.
· When a purchase is made, it is converted to the Stock Take Unit.
Purchasing an 11 Gallon Keg will give you 11 stock units (gallons).
Stock reports with variances or losses are shown in the Stock Take Unit.
· Selling Unit is how the item is sold or dispensed. There are 8 pints to
1 gallon so in the example shown, if 1 pint of beer is sold through the
cash register, one eighth of a gallon would be deducted. For more on
the relationships between units see the Conversion Factor Section of the
manual.
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26
2.5.3
Hospitality Stock Control
Sales Item with Recipe
Sales Item with Recipe deducts from an existing Stock Item. There are two scenarios for this
type.
Type 1. This is where a single item is going to be sold in different sizes. For example you
have an item called Bottle of House Wine which has been set up to track stock. A recipe of a
small glass of wine is linked to the bottle, and the glass quantity is deducted from the bottle
when it is sold.
Each item must be linked to a department and a group. The VAT code shows which rate is
applied when the item is sold and is used in profit calculations . The selling price is the price
of the item in the cash register.
Casio Electronics
Setup
27
The next part of the wizard displays the search grid. Find the Stock Item that you want to link
the recipe to and press the Ok button.
The selected stock item description and standard selling unit is displayed on the wizard. Enter
the quantity of stock to be deducted from the main stock item. For example if a large glass is
a quarter of a bottle of wine you would enter 0.25 into the quantity field. Press finish to
complete the setup.
Casio Electronics
28
Hospitality Stock Control
Type 2. To create a recipe such as a cocktail which contains many ingredients, do not tick
the existing stock items box. The PLU screen will appear with a Recipe tab. Pressing the
Insert Stock Item button allows you to add existing stock items to the recipe.
Casio Electronics
Setup
29
Cost Ex vat is the total cost of the ingredients excluding VAT.
Actual Price is the retail price set up in the wizard.
Cash profit shows how much money you will make after the cost and VAT has been removed.
GP% is the gross profit figure
Insert stock items opens a search box and adds stock items to the ingredients grid
Insert Recipe allows insertion of another recipe that has been set up.
Delete ingredients removes ingredients from the recipe
New stock item allows creation of extra ingredients. This can be a stock unit which does not exist
as a sales item. Eg if you have a set meal such as two pieces of chicken and chips with a drink. If
you are using the number of cups to track the quantity of drinks sold, then you can set up the cup as
a stock item and include it in the set meal recipe.
Casio Electronics
30
2.5.4
Hospitality Stock Control
Non sales Stock Items
When setting up stock control you may need to set up items which you wish to control but not
directly sell through the cash register. For instance ingredients in a recipe may be purchased
but never sold directly.
For Example you may set up stock records for meat pattie, burger bun and cheese slices.
These are then used in the recipe section to create a hamburger (1 meat patties and bun),
cheese burger (1 meat pattie, bun and cheese) or even a Double cheese burger (2 meat patties,
bun and cheese). Only the hamburger is setup and sold through the cash register but the stock
is deducted from the component items.
To create a stock item press the stock button or from the recipe screen
press the New Stock item button. Both methods take you to the screen
shown below.
Once the stock record has been completed press the Save button. You will be prompted to
create a recipe and PLU, say no to this. Once all items have been created you can add the
stock items to the recipe section of a Sales Item. This is further explained in the following
chapter.
Casio Electronics
Setup
2.5.5
31
Converting sales item to Stock Control
Items that are created for sales only can be converted to control stock at a later time. On the
item search screen make sure the tick box Show Recipes For Items Without Stock is checked.
When you edit the item it will then show an additional tab called Recipes on the item editor
screen.
Press New Stock Item to create a stock item to be added to this recipe. Once you have created
the stock item it can be added to the recipe with a quantity by pressing the insert stock item
button.
Casio Electronics
32
2.6
Hospitality Stock Control
PLU Sales and Stock Items
Once an item has been setup using the wizard, you can go back and amend the product details
at any time. For instance you can add printer settings, change the retail price or many other
options that are explained in the following sections.
Casio Electronics
Setup
2.6.1
33
Search Grid
Once the sales item button is pressed you will see the search grid. There are several ways to
refine the search and more than one method can be used at once.
1. Item Name Filter, when you type text into this field it searchs for
any partial match in the description regardless if it is in the
beginning, middle or end of the product description.
2. Display Filter this box allows you to display items with stock totals
or items without stock totals.
3. Sort Order, displays the products in PLU or alphabetical order on the
grid.
4. When the display filter (Option 2) is set to Item Without Stock a tick
box called Show Recipe Without Stock appears. This option is used to
convert PLU into stock items.
5. This button removes all the filters back to the defaults.
6. When a group is highlighted it displays only items linked to the
selected group.
7. The results grid shows all records matching the search criteria.
8. To edit a product press the Edit button or double click on the item on
the results grid.
9. The New PLU button shortcuts to the Item Creation wizard.
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34
2.6.2
Hospitality Stock Control
PLU QT2100/QT600/TE8000/TE8500
The PLU screen allows programming setup for each item. There are also extra buttons
Advanced, [email protected] and Advanced 2. These buttons give access to extra features that are
available in the ECR. These features are explained in the following sections of the manual.
1. Location Code and Name identify the branch.
2. PLU Code is the number used to register the item. It is used when
allocating to the keyboard or inserting into a drop down list.
3. P.O.S. Name is the description used in the point of sale when it is
registered.
4. Item Price is the retail price for this item.
5. Cost Price shows how much an item costs excluding Vat. This is
automatically updated from the purchase screen.
6. Margin Amount is the profit for this item. It is calculated (Retail
price - Vat) - cost price.
7. Margin % is the Margin Amount displayed as a percentage.
8. Sales Groups and Departments are used for sales reporting. Groups are
used as filters on search screen.
9. Vat Code sets the VAT rate of the item when it is sold.
Note :- if a department or group needs to be updated you can use the shortcut buttons
Casio Electronics
Setup
35
Pull Down Menu 1~4
A PLU can link to pull down menus. Pull down menus are explained in greater detail in a later section.
Example:- A PLU is set up as a steak. How you want it cooked such as rare, medium or well done
can be added into the pull down menu 1 of the steak. It could also go on to pull down menu 2 and ask
a question chips or potatoes. These instructions will then be printed on an order printer in the
kitchen.
Kitchen Printing
Printer 1~8 Up to 8 order printers can be set up. These printers can be for starters, mains, desserts or
even a printer on the bar for drinks. A PLU can be sent to more than one printer at a time such as a
main course being sent to the salad preparation area as well as the main grill.
Prints In Red highlights PLU in red on the kitchen printer.
Program Data
Preparation when this option is set the ECR will treat this as a special instruction for preparing food. It
will not appear on the final bill that is presented to the customer. To use a preparation PLU you must
first sell an item. The preparation PLU will follow the main item to the printer. It will be indented on the
printer to show it is a cooking instruction.
Open Price If you are using PLU as a bin number for wines, this allows a PLU number to have an
amount registered against it. You must take off the digit limitation explained later on. An open price
button must be set on the keyboard.
Condiment this can be used for chargeable cooking instructions for instance toppings on pizza. It will
follow the main sales item to a printer and will be indented. Because it is chargeable it will appear on
the final bill.
Zero Price allows free of charge goods to be given away but still keep track of stock. This could be
used for promotional items.
Dispense Item The QT6000 Pan European links to an external drinks dispensing system.
Casio Electronics
36
2.6.2.1
Hospitality Stock Control
Advanced Options
Linked Sub Dept this option can be used in conjunction with a search button. Allowing only items
with this link to be displayed.
Bon Receipt you can specify how many stub receipts will be issued when you sell this item. For
instance if you are issuing entry tickets to a venue.
Random Code In restaurants wines are sometimes identified by Bin numbers that are printed on
the menus. This option allows you to allocate a BIN number to a product. It will be registered using
the Bin number not the PLU number. Note :- to enable this feature you must set in the machine
control 2 of the ECR Enable Random Codes
Low Digit Limit sets the number of decimal places. If you set 3 then only values greater than 9.99
can be registered. This is to prevent under ringing of sales. Putting this values to 9 stops any open
sales being registered.
High Digit Limit sets an amount so over rings cannot happen. If you enter £5.00 only values under
this can be registered.
Category the QT range of ECR links to a hotel front desk systems. When posting bills to the hotel
front desk, it summarises the transaction into to categories totals. E.g. food, Beverage this is then
processed by the hotel system to the rooms for charging.
Order Character Link sorts PLU on order printers. Example if you have one printer for both starters
and mains, the ECR will sort them into each category on the printer. Note :- To Enable this feature you
must set Print Location Character in Order Control of the ECR
Casio Electronics
Setup
37
Program Data
Single Item Receipt if it is the first item in a transaction it allows a product to be sold and immediately
finalised without pressing the cash button. This is used where speed is important, for instance as a
door entry system.
Multiple Validation when an item is sold it can be validated e.g. a gift voucher by putting it into the
slip printer and pressing the validate button. This puts information about the transaction onto the
voucher.
Negative Price sells an items as a credit item
Hash PLU If you set this flag it will affect the net total but will not update the gross total on the financial
report. This might be used for concession sales where you wish to register the item but not have it
included in your gross sales such as a lottery ticket.
Commission1, Commission2 this could be used for promotional items where cashiers get
commission for promoting individual products. A commission rate can be set for each cashier for a
rate 1 and 2. Note :- See Also Cashier Reports and clerk details
Selective item status 1 / Selective item status 2 A selective item subtotal button can be set up on
the keyboard. When it is pressed it sub totals ether selective item 1 or 2. A premium or discount can
be applied to just these items. This feature can be used to subtotal and discount just food items
without any drinks.
Use main item amount when this option is set the PLU becomes a set menu. All the pull down links
are then used to select items from each group such as a starter, main and dessert. If the items in the
list have their own retail price this will be overridden and the set menu PLU price will be used. Note: The above function allows you to make a set menu using items that already exist with prices. This
method will affect the GP% of the items that are used in the sub menu and is only recommended if you
do not wish to control food items.
Use 2nd @ as premium This allows items that are not included in a set menu to be sold as
part of the set menu and the second unit prices to be added as a surcharge to the total price.
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2.6.2.2
Hospitality Stock Control
PLU Second Prices
Each product can have a second selling price with a different quantity. This can be used for
products such as half-pints beer or aspirit double. To use this function you must set a second
unit price button on the ECR keyboard. To register a second unit price simple press the
second unit button and press the required PLU.
2nd POS Description description printed on the screen and receipt also can be sent to an order
printer. E.g. HALF PINT LAGER.
Selling Price this is the retail price of the second unit.
Quantity Modifier when you register the second price you specify what fraction or multiple it is sold in.
For example a half pint would be 0.50 a double would be 2.00
Sub Department this is the reporting status of the second selling price on the ECR
Program Data
· Single Item Receipt allows a product to be sold and cash itself off.
· Preparation non chargeable instructions for the kitchen printer E.g.
it will be indented to show it is a cooking instruction and follow the
main item to a printer.
· Condiment will treat this item as a cooking or preparation instruction
but will have a retail price.
· Open Price allows a PLU that is not on a key position to have a manual
price entered.
· Zero Price allows zero price goods to be given away but still keep
stock.
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Setup
2.6.2.3
39
Price Shifts Scanning
Eight additional prices per PLU can be setup for the QT2100, TE800, TE8500 and the
QT6000. The relevant file must be set up in the ECR before this can be used. The price shifts
could be used in a canteen where employees might have different rates of subsidies or clubs
with different member's status. A sales report showing an amount and quantity for each price
shift with a total summary is available in the reports section.
Some restaurants contain small kiosks where a limited number of lines are bar coded. A bar
code reader can be fitted to the ECR. Scan code for an item can be entered in this screen.
The item is then scanned to register it. If a bar code label is damaged and cannot be scanned
an OBR function can also be allocated to the keyboard to allow manual entry of the number.
The following fields are only available for QT6000 Pan European
.
· Dept,Group and Sub department are links that are used in the ECR.
· Tax allows you to set the tax status of each Shift PLU.
· Neg lets you sell price shifted items at a negative price.
Note: - You cannot specify second unit quantities for the additional prices.
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2.6.3
Hospitality Stock Control
QT8000 PLU
This functionality of the QT8000 PLU main screen is the same as explained in the previous
PLU section. There are some additional fields that the QT800 supports.
Mix and Match tables are for sales promotions such as buy one get second discounted. Enter a
promotional offer number to use this product in the offer.
Print to kitchen video 1/2 Sends items to a video display where the server can see items pending.
Each transaction is displayed separately on the screen and a bump bar (Keypad) is used to remove an
order when it has been served. This facility is also available on other models but kitchen printer flags
are used instead to send items to the video system
Weight PLU /Allow Manual Weight to register a weight that will then be calculated against the retail
price in the PLU.
No print on receipt stops the item printing on the receipt, such as cooking instructions that have been
sent to printers.
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Setup
2.6.3.1
41
QT800 PLU 2nd/3rd
Up to 9 price level can be programmed. These can be used for happy hour or functions such
as weddings and birthdays where there is a different price tariffs. Each of the 9 price level can
then have a second and third price for example half pints and Jugs of beers. Each of the three
price then has a quantity modifier.
Example:- these could be used for Pints with a quantity modifier of 1 half pints with 0.5
and jugs of beer set to 4 pints.
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2.6.3.2
Hospitality Stock Control
QT8000 Advanced
Selective itemised 1~5 Allows discount to be given selectively depending which type is selected or
links to the loyalty points system.
Enable Pre-set override allows a manual price to be registered instead of the pre-set price.
Maintain stock this is used for stand alone stock control.
Error at minimum stock this is used for stand alone stock control.
Inhibit sales below this can be used in conjunction minimum stock with the option below.
Display stock on terminal the option allows a temporary stock to be inputed into the terminal
itself. This is not to do with the actual stock taking on the PC. For example you have cooked and
prepared 100 portions of lasagne. It will then display the stock on the button, as the portions are
sold it will show the number remaining.
Random Code this is a field used to enter a bar code number for a scanner.
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Setup
2.6.4
43
TE4000/TE4500
The programming screen for the TE4000 and TE4500 has all the standard fields as described
in the previous sections. It has a maximum of three printers and does not support pull down
groups.
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2.6.4.1
Hospitality Stock Control
Advanced Options
Link Sub Department if you put a search button on to the keyboard of the cash register you can
make it list products that are linked to a sub department, this gives you another way to search for
and sell products.
Bon Receipt you can specify how many stub receipts will be issued when you sell this item. For
instance if you are issuing entry tickets to a venue.
Random Code In restaurants wines are sometimes identified by Bin numbers that are printed on
the menus. This option allows you to allocate a BIN number to a product. It will be registered using
the Bin number not the PLU number.
Compulsory no. of condiments This fields forces a required amount of cooking instructions to be
entered.
Low Digit Limit sets the number of decimal places, if you set 3 then only values greater than 9.99
can be registered this is to prevent under ringing of sales. Putting this values to 9 stops any open
sales being registered.
High Digit Limit sets an amount so over rings cannot happen. If you enter £5.00 only values under
this can be registered.
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Setup
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Program Data
Single Item Receipt if it is the first item in a transaction. It allows a product to be sold and immediately
finalised without pressing the cash button. This is used where speed is important, for instance as a
door entry system.
Multiple Validation when an item is sold it can be validated e.g. a gift voucher by putting it into the
slip printer and pressing the validate button. This puts information about the transaction onto the
voucher.
Negative Price sells an items as a credit item.
Hash PLU If you set this flag it will affect the net total but will not update the gross total on the financial
report. This might be used for concession sales where you wish to register the item but not have it
included in your gross sales such as a lottery ticket.
Commission1, Commission2 this could be used for promotional items where cashiers get
commission for promoting individual products. A commission rate can be set under the each cashiers
for rate 1 and 2.
Selective item status 1 / Selective item status 2 A subtotal button can be set up on the keyboard.
When it is pressed it sub totals ether selective item 1 or 2. A premium or discount can be applied to
just these items. This feature can be used to subtotal and discount just food items without any drinks.
The remaining fields are used for scanning functionality and are not used in this section.
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2.6.4.2
Hospitality Stock Control
PLU Second Unit Price
Each product can have a second selling price with a different quantity. This can be used for
products such as half-pints beers or spirit doubles. To use this function you must set a second
unit price button on the ECR keyboard. To register a second unit price simple press the
second unit button and press the required PLU.
2nd POS Description description printed on the screen and receipt also can be sent to an order
printer. E.g. HALF PINT LAGER.
Selling Price this is the retail price of the second unit.
Quantity Modifier when you register the second price you specify what fraction or multiple it is sold in.
For example a half pint would be 0.50 a double would be 2.00
Sub Department this is the reporting status of the second selling price on the ECR
Program Data
· Single Item Receipt allows a product to be sold and cash itself off.
· Preparation non chargeable instructions for the kitchen printer E.g.
it will be indented to show it is a cooking instruction and follow the
main item to a printer.
· Condiment will treat this item as a cooking or preparation instruction
but will have a retail price.
· Open Price allows a PLU that is not on a key position to have a manual
price entered.
· Zero Price allows zero price goods to be given away but still keep
stock.
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Setup
2.6.5
47
Stock Details
The stock tab shows information that is used when dealing with stock. A unique Stock Code
is generated by the computer for each stock item.
Description this will be printed on the order or delivery note. On the PLU sales screen it may be
described as Fosters Pint but on the stock it could say Fosters keg.
Buying unit shows the size most commonly used to purchased this item. Multiple buying sizes can be
used for purchasing, as long as a relationship to the stock unit exists. These relationships can be set
up in the Unit Conversion screen.
Stock Count Unit is the base unit for the stock reports. When an item is purchased it is converted
into stock units. If you purchase in more than one size for example 11 gallon keg and a 22 gallon keg
they are converted into 33 Gallons of stock. It can then display the consolidated stock figure.
Recipe Unit is the standard unit of selling. This is the quantity deducted from the stock when one sales
item is sold in the ECR.
Cost (Buying Unit) this is automatically updated from the orders and purchase screen and is exclusive
of vat. It always shows the last purchase cost.
Vat Code when an item is purchased it is possible to have a separate VAT status when purchased to
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Hospitality Stock Control
when it is sold. If you purchase a potato it will not have VAT but when cooked it will have to be sold as
prepared foods and a different VAT status.
Master stock code can be used to link stock item to one master item, if you want to sell them all
through one button on the ECR. When purchased the stocks will be transferred to the master item.
This is useful if you need to show flavors of drinks separately on the order to the supplier but sell all of
them through one button with the same price for speed of operation.
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Setup
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49
Stock Position
The stock position screen gives a snap shot of the stock, it gives a summary of each type of
stock movement and a calculated stock position. This can be used for line checks at any point
between stock takes.
Outlets are stock areas and are explained in greater detail later on. The default is to have one stock
area, by changing the outlet it will display the stock position of another stock area.
Opening stock Once a stock take has been completed the final counted quantity is transferred to the
opening stock field for the new period.
Transfer in is the quantity of stock that has been transferred from one area to another if you are using
multiple stock areas.
Transfer out is the quantity of stock units that has been transferred out of a stock area.
Bought In this is the quantity of stock units that has been purchased in this stock period.
When an item is sold the Retail value minus the Vat is passed to the stock item. If the stock item is
part of a recipe then it will receive a proportion of the sale based on the cost. This allows profit
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Hospitality Stock Control
calculations for a stock item even if it is part of a recipe such as vodka being an ingredient of a
cocktail.
Item Cost
Total Cost
X (Retail Value - Vat)
Sales Is the sales quantity in stock units and the cost of stock units that have been sold through the
cash register.
Current Stock this is the current calculated stock position.
Average Cost is a weighted average cost of the stock unit. The average cost is recalculated when
you purchase items through the orders screen.
Units in stock *Average Cost + Line Order Value
Units in stock + Order Quantity
The stock position displayed on the screen are from the last stock take date displayed to the current
date.
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Setup
2.6.7
51
Frozen Postion
When a stock take is performed the first operation is to freeze the stock (see stock take
procedure). The stock position on the day of the stock take is then copied to the frozen stock
area. The stock count figures entered will be compared to the frozen stock position, even if it
is not possible to enter the stock count the same day, an accurate variance report will still be
possible.
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2.6.8
Hospitality Stock Control
Supplier Screen
The supplier tab links products to a supplier along with two alternative suppliers. This link is
used when making an automatic reorder or displaying products from a supplier on the orders
screen.
Supplier Code this is an individual code given to each supplier.
Name is the name of the supplier who you buy from.
Last Cost When you have purchased an item through the order screen the cost of that item is
stored in the last cost supplier field.
Supplier Reference is the internal code used by a supplier to identify the product shown on the
purchase order and can be used when searching for item when placing an order.
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Setup
2.6.9
53
Outlet Specfics
This screen contains data that is relevant to each individual stock outlet, you can change the
stock outlet that you are working in by selecting from the drop down menu.
Minimum Stock and Maximum Stock these fields are in stock units, and are used for re-ordering
purposes. Ether an order that is automatically generated on the screen through the orders section or
when printing a stock re-order report. When the stock level falls below the minimum stock level, the
software will then calculate the number of stock units required to make the stock up to the required
maximum quantity. Stock is always ordered in the buying unit so all stock units will then be converted
up to the nearest whole buying unit.
Retail Price this is used in the stock valuation report to calculate how much the stock is worth if it was
sold at the full retail price.
Average cost of the stock unit. This is the same as the field on the stock position screen. If the
average cost is incorrect you can modify it on this screen.
Inactive items that are not going to be used in a stock area can be flagged as inactive, they will not
then appear on stock take reports.
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Hospitality Stock Control
2.6.10 Stock Movements
The movements tab gives you a continuous audit trail of the product movements such as
purchases, sales, transfers, wastage and counted values in a stock take . When you have
completed a stock take and if you find you have a discrepancy you can go through the audit
trail and follow the stock movements.
Stock code this number may be used in different recipes with varying quantitys. All stock movements
including recipes will be recorded and shown on this tab.
Quantity this is the quantity of stock units for the relevant operation.
Cost Shows the cost of the stock units in the relevant movement.
Reference this shows the order, transfer or wastage reference number. By going to the relevant
screen you can double check the order, wastage or transfer by entering the reference number and
displaying the full information.
Date and time shows when the operation was carried out.
Retail shows the value of the retails sales after a sales collection.
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Setup
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Recipe shows the recipe number that the sale came from. A stock item can be contained in more than
one recipe, for instance if an item is sold as a vodka or part of a cocktail.
Frozen shows if an order or wastage was applied to the frozen stock or to the normal stock area. If a
stock take is in progress this flag shows where the posted information was applied, Eg in the case of a
missing order or wastage note.
Type shows the type of operation that was carried out.
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Hospitality Stock Control
2.6.11 Recipes
The recipe tab will appear if it is another selling size or if it is made up of several ingredients.
When the PLU is sold the software will go through the list of ingredients and deduct the
quantity of each item from stock. When you add stock to the recipe the item cost is added to
the total cost of the recipe.
·
·
·
A recipe item does not have to be made up of several different items
but can consist of one stock item such as a half pint of beer.
A recipe can be made up of several stock items with whole units or
fractions of units.
It can be made up from a previously defined recipe such as a sauce.
Cost Ex Vat this is the total cost of the recipe. Cost prices for the ingredients are updated when
purchased through the orders screen.
Actual Price Inc Vat shows the retail price the PLU.
Cash profit is the gross profit that will be made on this item.
GP% is the gross profit percentage that will be made on the item.
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Setup
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Allows insertion of a stock product into the recipe. Once
added to the ingredients list the name and unit of dispense is
shown. The quantity of units must then be entered. The cost
price is automatically displayed.
Allows an existing recipe to be inserted. E.g. you set-up a
recipe for sauce. This can then be inserted into different
dishes.
Removes an item from the recipe, the item cost is also
removed from the total cost.
This is used to create stock items that have stock totals but
will not be sold in the ECR such as food ingredients.
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2.7
Hospitality Stock Control
ECR Files
This section covers all files sent to the ECR. Some features are only available in specific
models. Each type of cash register and its relevant files are shown in the subsequent chapters.
Keyboards
Allocation of PLU
Allocation of function keys
Printing of keyboard layout.
QT6000/QT8000 screen layouts
Clerks
Cashier and operator names
Manager Status
Compulsory Operations
Mode Restriction.
Pull down Menus
Adding PLU to lists
Adding Function Keys to List
Adding List to List
Receipts
Receipts Message
Trailer Messages
Commercial Messages
Epos Schedulers
Scheduler for macros in the ECR
Departments
Sales summary headings
Time and Attendance Time clock for recording working times.
General programming Sets the operation of the cash register.
Bitmaps
Pictures for the QT6000 button's
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Setup
2.7.1
59
Keyboards Programming
The keyboard programming covers the layout and functionality of the keyboard. This covers
both ECR with keyboards as well as touch screens where the buttons are displayed on the
screen. The button functions that can be allocated are split into the sections listed below.
PLU
Presets a price look up to the keyboard
Pull down
Assigns a pull down list of products to a list function key.
List function keys are assigned under the other functions
group.
Sets a cashier to a clerk function. Clerk function are assigned
under other functions.
Sets a payment type to the keyboard such as cash, cheques or
credit cards
Sets a discount or premium key.
Cashiers
Payment
Discount Premium
System
Check Table
Sets system keys to the keyboard. These are keys necessary to
operate the ECR
Functionality associated to the check tracking operation.
Clerk function
Functions associated with the clerks
Other Functions
General functions
Numbers
Allows moving of the Numeric keys.
PLU Price Look Up button used as ether as a preset button or to ring in open values
Pull down assign a menu to the List function on the keyboard
Cashiers used to assign an operator to a cashier sign on button
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Hospitality Stock Control
Payment Finalise
Cash amount tendered Cash Payment
Charge
Charge Payment
Check Tendered
Check Payment
Coupon
Used for registering Coupons
Coupon2
Use this key to register the next item as coupon
Credit Card
Credit card Payment
Discount
Minus
Plus
Premium
Discount/Premium
Gives a percentage discount
Gives a money value discount
Add a money surcharge
Add a percentage surcharge
System Recommended not to change this section
Add check
Customer Number
New Balance
New Check
New/Old check
Old check
Open Check
Separate check
Table number
Table Transfer
Recall
Store
Transaction recall
Round Repeat
Check/Table Functions
Combines Two Tables or checks
Customer Covers button
Holds a balance without finalizing
Opens a new Check not existing check
Opens a new or existing check
Opens a previously opened check
Used to print out open check report for a clerk
Used to sperate out individual items from a check
Reference number put onto the kitchen Printer
Transfer the contents of a check to another number
Recalls the check number from the store operation by oldest
number first
Used to automatically store next available check number
Used to re-register a round
Clerk Functions
Clerk Sign on
Used to assign a clerk sign on key to the keyboard
Clerk Transfer
Used to transfer opened checks to another clerk
Operator Number
Used to enter a clerk number during clerk transfer
Operator Read/Reset Used to issue a individual clerk report
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Setup
61
Other Functions
Arrangement keys
Check Endorsement
Check Print
Cube Key
First Unit Price
Journal Memory
X/Ketten
List Key
List Number
Macro Key
Endorsement fro checks
prints check details to slip printer
Used to multiple A x B x C for cubed multiplication
Shifts the PLU to use the first unit price
Enters into Journal review mode
Used to issue number of stub receipts
Used to assign a pull down to the keyboard
Used to recall a pull down menu that is not assigned to the
keyboard
Media Change
Used to correct wrongly finalised payments
Menu Shift
Used to shift the keyboard levels (1 to 8)
Merchandise subtotal Shows Subtotal of only new items added to the check
Multiplication
Use this key to enter a quantity for multiplication. Used between
transactions to display the Date and Time
Open
Temporarily removes digit limitation
Open 2
Temporarily releases compulsions
PLU
Used to register PLU not assigned to the keyboard
Price enquiry
Shows a product price without registration
Price
Used to enter an open price to a PLU not assigned to the keyboard
Qty For
Same as multiplication button
Seat Number
Used to register seat numbers
Second Unit Price
Used to register Second unit prices Eg Half or double's
Selective item Sub
Used to subtotal only PLU with this status flag set
total
Slip Back feed release Reverse paper in slip printer
Slip Print
Prints bill to slip printer
Square
Used to multiple A x B for Square multiplication
Substitution
Replaces items in a set menu
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Hospitality Stock Control
Transactions
Bill Copy
Used to issue a bill copy
Cancel
Cancels current registration
Currency Exchange Converts total into foreign currency
Deposit
Used to Register a Deposit
Error Correct/Void
Cancels an item that has been registered
House Bon
Registers items as at a zero balance
Loan
Used to register loan amounts
Normal Receipt
Used to produce a post finalization receipt
No sale
Opens Drawer without sale
Non Add
Prints Reference Number on to receipt
Non add/No sale
Prints Reference Number on to receipt & Opens Drawer without
sale
Paid Out
Used to register money out of the drawer E.G paying bills
Pick Up
Used to pick up money from drawer
Receipt
Issues post receipt
Received on Account Used to register money into the drawer E.G Float
Refund
Used to refunds goods
Tip
Used to register tip amounts to a transaction
Validation
Validates items on a slip printer
Eat In
Used to register if a customer is eating in
Take Out
Used to register if a customer is taking away
Disable This Key
Removes functions from keyboard
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Setup
2.7.1.1
63
Touch screen (QT6000)
The QT6000 has a touch sensitive screen. Up to 15 menu levels can be laid out with sperate
products and functions. Menu levels can then be linked together by menu buttons. The drag
area allows you to drag and drop PLU, function keys and bitmaps depending on which type of
button is currently depressed to the keyboard area. It is possible to setup PLU and allocate
them to the keyboard directly without having to exit this screen.
The first section of the tool bar uses stay down buttons. Press a button once, such as the
double rectangle key then click on a single key to convert it and the adjacent key to a double.
Important :- if keys are not single button then you cannot convert them to a double or
quad button.
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Hospitality Stock Control
Converts keys back to a single
square.
Remove the link between the keyboard
and the bit map file. This does not
delete the image from the bitmap file.
Converts single buttons to a
double horizontal rectangle.
Sets the text that will appear on the key
top. the default will be the PLU or
function description.
Converts single buttons to a
double Vertical rectangle.
When you click on a key brings up the
function programming screen, also
allows price changes on PLU and pull
downs
Brings up PLU programming screen
allowing changes to any PLU fields
such as printers.
Converts single buttons to a
quad square button
Converts a key to a single
circular button.
Runs new item wizard and allocates to
the selected button.
Converts a key to a double
horizontal oblong .
Brings up the colour palette, clicking
on buttons will change them to the
color selected on the palette.
Converts a key to a double
vertical oblong .
Shows imported bitmaps that can be
dragged on to the keyboard buttons.
Converts Single buttons to a
Quad Circular button
Allows programming and setup of the
pull downs without having to leave the
keyboard screen.
Allows Importing of Bitmaps to
allocate to the keyboard
QT6000 Pan European
Version only. Allows set up
of function lists.
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Setup
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From the drop down box you can select
up to 15 Menu levels. Once you have set
up the function keys it is possible to copy
these to other menu levels.
Note :- See copy keyboards
Right clicking on a key will show a pop
up menu.
Excluding a key shows a no entry sign
that stops this key being reprogrammed
until it is included again.
Deleting a key will remove it from the
display. Undelete will restore the key.
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Hospitality Stock Control
2.7.1.1.1 Bitmaps
Pressing the import bitmap button on the toolbar brings up the bitmap file editor. From this
screen you can then Add to the bitmap file, you navigate to where the bitmap is located on
your computer and press open. It will then be available to drag and drop from the right hand
panel to the keyboard.
If a bit map is no longer required then it can be replaced. This will overwrite the existing
bitmap. Buttons that are linked will automatically show the new picture.
A bit map can only be deleted if it is the last in the list. It is recommend that you replace
bitmaps. The Up and Down buttons reposition the bitmap within the file.
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2.7.1.1.2 File 946 Pan Eu
On the Pan European IPL it is possible to allocate a button that will display a list of functions
to save space on the keyboard. The left had pane shows all function that are available and the
right hand pane shows which functions have been transferred to file 946. File 946 allows
groups of similar functionality to be displayed. Highlight the function code on the right and
then highlight the position it is to go into on the right, press the right arrow button to transfer.
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Hospitality Stock Control
Once the file 946 has been setup allocate one function list key to the keyboard for each group
of function keys. Press the advanced button and then enter the starting and ending number of
the records you wish to show. This needs to be done for each group of keys.
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Setup
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2.7.1.2
Hospitality Stock Control
Keyboards
The method of keyboard programming for all preset keyboard models is the same. The
QT2100, TE8000 and TE8500 have a total of eight keyboard levels, the TE4000 and TE4500
have 6 keyboard levels. Keyboards once setup can be printed and inserted into the ECR. The
keyboard displayed will vary according to the ECR type you have setup in the location
screen.
Methods of switching keyboard levels on the ECR.
·
·
·
·
The keyboard itself can be turned over which will give the second set
of levels (QT2100 and TE4000)
Shift buttons allocated on the keyboard (see keyboard programming)
When you sign on a cashier it changes the menu level (see cashier
programming)
A scheduler changes the level automatically (see scheduler
programming)
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2.7.1.2.1 Adding PLU
Adding a PLU
1. Double click a button on the keyboard, the button assignment screen
will appear
2. Select PLU from the key Type, the PLU lookup will appear.
4. Search using ether the description or PLU number and press Ok
5. Press the text and fonts tab to change the color and text.
You can also create a new PLU from the keyboard by pressing the new button on the PLU
search screen. This will bring up the PLU screen where you can then add the PLU details.
Once you have created the PLU you can then assign it to the keyboard. Three lines of text can
be printed on the keyboard. Each line of text on the keyboard grid can be set with a font, size
and text colour.
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Setup
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2.7.1.2.2 Keyboard Attributes
When you change the default font any new items
that are added to the keyboard will automatically
be in the default font and size.
If you wish you can then change the font in the
normal way. If you are having problems with
printing of the keyboard you can adjust the margins.
Once you have set up the keyboard you can print
out a menu sheet using the print option from the
main menu which can then be cut to size and
inserted into your keyboard holder.
A right click will produce a pop up menu. There are
several options available.
Right Click Options
· Using the right mouse click you can move buttons, by highlighting the
button then right click and select copy or cut and then highlight the
destination button. Right click and select paste.
· You can colour a selection of the keyboard by holding down the left
mouse button and dragging a selection of buttons. Right click and select
the colour option and a colour palette will appear to choose from.
· If you wish you can make buttons print out as quad or double size
buttons. Just highlight the required button position and right click
then select the double or quad option. This will only change when
printing not on the screen.
· Include and Exclude prevents the buttons being reprogrammed for E.G
prevent removing the CASH button
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2.7.1.3
Hospitality Stock Control
Function programming
The method of adding a payment button is the same for other function types. Once you have selected a
Function code and allocated it to the keyboard you can adjust the functionality of the button with the
advanced features or in some cases set a rate to the key such as discount amounts using the advanced 2
button.
Assigning A Cash payment Key
1. Double click the required key, the Button Assignments screen appears.
2. Select the Payment/Finalise option from the Key Type. The Function
Types box then lists all payment methods.
3. Click Cash Amount Tendered in the Function Types box. Other
Information then lists existing Cash keys.
4. Click the New Total button to add a new Cash key. The Cash Control
File screen appears.
5. Type in the name that will be printed on the Computer reports
6. Select a Group
7. Change the Register Description, this appears on the ECR.
8. Press the Ok button.
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Setup
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When a financial report is printed all records in the same Group are added together to produce
a total. If you do not wish a total to appear select No group and tick do not display on reports.
Select the font tab and change as required.
Note :- You can come back to the Cash control file by double clicking on
the other information box.
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2.7.1.4
Hospitality Stock Control
Advanced Function Programming
Press the advanced button on the Button Assignments screen, this will display another form.
This allows sets options for each function key. Some of the options are tick boxes other
features may require a number. The positions available will be different for each type of
function key. The advanced 2 button option allows you to set rates to keys for instance
discount or premium keys.
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Setup
2.7.1.5
77
Changing Prices
Price changes can be made quickly by double clicking on a PLU on the Keyboard. Enter a new
price into the price or price 2 field and press Ok to change a price.
To change prices within a list double click on a list button, the Select Pull down screen
appears. Up to 4 pull down menus can be accessed by pressing the corresponding prices
button. On the ECR these additional lists can be accessed by pressing the list key repeatedly
and each pull down will be displayed.
Example:- You can assign different types of wines to each pull down groups, White,
Red, rose and Champagne.
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Hospitality Stock Control
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Setup
2.7.1.6
79
Copying Keyboard
Once a keyboard has been setup with all function keys that it requires, it is possible to copy
these to other menu levels. This will save setting up the functions on each keyboard level. It
is recommended that you do this before allocating the PLU to the keyboard. The
QT2100,TE8000 and TE8000 show Menu Levels The QT6000 shows 15 Keyboard Levels.
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2.7.1.7
Hospitality Stock Control
Keyboard QT8000
When setting up the Hospitality Software with the QT8000 touch screen you need to import
the keyboard from the ECR first. This is done in the keyboard section. From the main drop
down menu select Utilities and import Keyboard.
Import Keyboard
1.
2.
3.
4.
Select Utilities from the Drop down menu at the top of the screen.
Tick the Branch to import
Select Terminals Number
Select Connection type. If Serial is selected then Serial Port and
Baud Rate must be set.
5. Press Import. When finished you will see the ECR keyboard on the
screen.
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Setup
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To allocate a PLU to the keyboard.
1. Select the keyboard Level. This will change the screen being
displayed.
2. Select the button you wish to allocate with a PLU by clicking the
mouse on it.
3. From the file box select PLU. You can also search for an item with the
Search button.
4. Change Keyboard Text
5. Change the style of the font by pressing the up and down arrow,
6. Set the button and text colours by selecting from the palette.
The same procedure applies for other function types.
Add extra function keys
1. From the drop menu select Edit. Three options are available Finalise,
Transactions and Status.
2. Select the one of these and a window that allows you to add functions
will open.
3. The Navigation keys at the top of this windows allow you to move to
the next blank record.
4. Select the function Key type
5. Set Status bits
6. Add to the keyboard in the normal way.
Note :-Price changes for PLU can be made by clicking on a PLU key and entering into price
1,2 and 3.
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2.7.2
Hospitality Stock Control
Clerk Programming
A clerk must be signed on before the ECR can be operated. Each clerk can be
set up for a specific type of operation. Such as a bar clerk that is preset to the keyboard or a
waiter that uses an I-button to sign on with compulsory tables and covers, even a manager
function. To program clerks you must first assign a clerk function to the keyboard and then
allocate the clerk to the key. You can reassign clerks to a sign on key as often as you want.
Location Code shows the branch. Each location has an independent set of cashiers.
Cashier Code when you press the new button it automatically generates the next sequential number.
Cashier Name this is the description that will be used on the computer sales reports for clerks.
EPOS Name appears on the receipt and display of the ECR when the clerk signs on.
Cashier secret No. If you are using the waitress system a four-digit secret number can be allocated
to a clerk. This number is then used to sign on the clerk.
Check No for interrupt when using the clerk interrupt each of the operators must be allocated a
buffer number. This buffer is used for temporary storage of data when a clerk has been temporally
held.
Drawer No If you have the multiple drawer option fitted the cashier can be designated to drawer.
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Setup
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Sets compulsions, clerk or manager, void control Etc. All options
on these screens are selected by ticking an option or entering a
numeric value.
Sets the default price or menu level for each cashier or waitress
when signing on.
Level 1 keyboard is set up for food and level 2 is set for drinks.
The waitress would default to level one and bar operators default to
level two.
This button allows you to restrict which mode positions each cashier
can access.
E.g. the reports or programming on the ECR itself
Allows restrictions for each individual key type. The Functions are
sub divided into 5 categories. These allow you to restrict each
clerk from any function key.
This key allows you to restrict each arrangement file or macro keys.
Restricts what reports an operator is allowed to take.
Two commission rates for each cashier can be set. When a product
is sold it can calculate the commission for that product. Each PLU is
flagged rate 1 or 2.
Each cashier can be restricted to a table numbers range.
Right click on the background after pressing the New button it will show a pop up menu,
allowing two options copy last cashier used and copy another cashier. This allows a
cashier with the correct options to be copied. Also on the right click is a short cut to
communications for sending cashier data to the ECR.
Setting a clerk key to the keyboard
1. Double click a key on the keyboard. The function screen will appear
(See Function programming)
2. Select from the key type box Clerk Functions.
3. In the Function Types select the Clerk Sign on function. Other
information shows all the existing clerk keys
4. Press the New Totals button. A new record is added to the other
information box, and the cash control window appears
5. Enter Cash control details.
6. Change the register description. Do keep the default description for
all keys.
7. If the machine is a preset ECR select the font tab and change the
text.
8. Press Ok
Allocating a Clerk to the Clerk Key
1. Double click on the clerk key. You will then see a box titled Cashiers
2. Select a cashier from the list
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Hospitality Stock Control
3. press Ok
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Setup
2.7.2.1
85
Clerk Detail
Each clerk can produce sales reports tracking totals from the ECR. First the ECR must be set to track
the correct totals, this must be setup on the ECR by the Cash Reregister supplier. Then the Record
numbers and Descriptions of the items must be entered into the computer. When the sales reports
are printed it uses the headings on the reports.
Navigations buttons at the bottom of the screen allow you to edit or add new records. The default
number of records for this is 10. If the number of details changes this must be changed on both the
ECR and the computer. To change the number of details on the computer go to utility and select
change settings. In this screen is Detail Records Per Cashier. This must be changed to match the
ECR.
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2.7.2.2
Hospitality Stock Control
I Buttons
I Buttons are magnetic keys with a Unique ID. Each I-button is linked to a cashier when it is
placed against the I-button receiver. It will automatically sign on a related cashier. More than
one button can be linked to the same cashier in case it is lost. The I-Button is programmed
directly into the ECR. See dealer manual for full details.
The QT8000 clerk programming is managed in the same manner as described in the previous
chapter. The main difference is the I-Button field. The number from the I-Button needs to be
entered into this field.
Note :- if you do not enter the I-BUTTON number it will not sign on the Cashiers when the cashier file is sent.
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Setup
2.7.3
87
Pull Downs
There are two methods for registering items in a pull down menu. The first is to
allocate a pull down menu to the keyboard. When you press this key a pull down menu
appears, then select a PLU from the products shown. The second is to link the Pull down to a
sales item. This allows you to sell a PLU called steak and a menu to appear asking how it is
to be cooked or for extra sauces.
Menu number this is the number of the pull down menu in the till. This is automatically generated
when you press the new button.
Name is the heading that the menu will have when it appears.
Add PLU adds PLU to the Pull down. Up to 20 items can be added
Add Menu nests a pull down menu inside a pull down menu
Add Function allows function keys to be added to a pull down menus. Not all function keys will work.
Edit Text This function is for the QT6000 machines only. Because the button sizes vary on the
screen the text can be abbreviated using this function.
Delete Item allows an item to be removed from the pull down menu
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Hospitality Stock Control
Code is the PLU or pull down number.
Description this is the name of the product or menu.
PLU/Menu this shows whether the link is a PLU or another pull down menu
Maximum When the Fast Food option is set this is the maximum number of items to be registered.
Minimum is the minimum number of Item registrations.
The colour options and key shape option apply only to
the QT6000.
Pressing a chevron displays a colour pallet. The
Window Colour changes the title bar of the pull down
menu when it is displayed. Select the Key Colour then
click on the grid lines you wish to colour. When the
Pull down is displayed on the QT6000 the buttons in
the pull down menu will be shown in colour.
Note :- If you right click on the main screen there is a short cut to communication that will allow
you to send the Pull down menu to the ECR.
Creating a Pull down Menu
1.
2.
3.
4.
5.
6.
Press the New Button
Enter description into Name field
Press Add PLU, Select a PLU from the list
Move cursor down to next line, repeat Add PLU
Select Key Shape
Press Save
Assigning a Pull down to the Keyboard
1. Double click the required key. The function screen will appear
2. Select from the key type Other Functions.
3. In the Function types select the List Key function. In the other
information a list of all the existing List functions will appear
5. Press the New Totals button. A new record is added to the other
information box. The cash control box appears.
5. Fill in the computer name and press Ok
8. Change the register description to describe the pull down that it will
be linked to. Eg Beers, Wines
9. You can select the Font Tab and change the text as required.
10. Press Ok
11. Double click on the button again. You will then see a box titled Pull
down menus with a list of pull downs that can be linked. Select a
pull down and press Ok
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Setup
2.7.3.1
89
Pull down menu Examples
Within the general controls of the ECR there are options to control the pull down menu.
Option 1. Fast Food opens the menu until the maximum and minimum limits are reached.
Fast food applications are used where you want the window to stay open. Setting the
Maximum field to 9 will stay open until you press the ESC button. Option 2 Fine dining
Quantity remains open for only one registration.
Pull down menus can have up to 20 items. These can be ether PLU or other pull down menu.
You can set up to 4 pull downs to a list button (This is done through the keyboard set up
section). When you repeatedly press this list key it will rotate through four menus. This could
be used for displaying red wine, white wine, rose and champagne using only one button.
If you are in a very busy sales area you can speed up operation by changing a machine
selection in the QT2000/QT2100 POS. (Refer to dealer for this option).
When a menu appears you can select the number by the side of the item 0 to 9. This will
register without having to press the YES button. If you use this option it will restrict the
number of items in a pull down to 10
Example Allocating Pull down menu to Keyboard
1.
2.
3.
4.
5.
Create PLU with retail prices; Whisky, Gin, Vodka
Create a pull down group with a heading Spirits.
Add PLU created in step 1 to pull down group created in step 2
Create List button on keyboard (explained in keyboard section)
Link pull down to list key (explained in keyboard section)
Example PLU on keyboard asking cooking instructions
1. Create several PLU with preparation status, E.g. rare, medium and well
done
2. Create pull down group called how cooked
3. Add the PLU rare, medium, well done to the how cooked pull down group
4. Create PLU called fillet steak with retail price, and allocated to an
order printer.
5. In the fillet steak PLU add the how cooked to the pull down 1 field.
6. Steps 1 to 4 could be repeated to create an instruction for potatoes and
chip. This would then go into the fillet steak pull down 2 field.
7. Allocate PLU to keyboard (explained in keyboard section)
Example Set menu PLU with Fine dining QTY set
1.
2.
3.
4.
5.
6.
7.
Create PLU for starters
Create PLU for main courses
Create PLU for desserts
Create starter pull down group and add starter PLU
Create mains pull down group and add mains PLU
Create dessert pull down group and add dessert PLU
Create a PLU called Set menu. You can set the use main item amount flag
as described in the PLU section. It will then use the price set against
the set menu item.
8. Add the starters pull down group to set menu pull down 1 field. Add
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Hospitality Stock Control
mains to pull down 2 and dessert to pull down 3
9. Allocate the set menu PLU to the keyboard.
Suspending a Set Menu
1. Enter a quantity of meals then the multiplication button
2. Press set menu PLU key. It will ask for a starter, main and dessert.
Desserts are not entered with starters and mains
3. Press Post entry button when asked for dessert (See keyboard section.
This will suspend the set menu.
4. To resume the set menu and add the desserts use the post entry key.
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Setup
2.7.4
91
Receipt Programming
Receipt messages can be set from the software.
These messages appear on the intermediate and
final bills given to the customer. There are several
different messages, for when you present the bill.
An intermediate message might say service not
included and the final bill might say 'Thank you
please call again'.
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Hospitality Stock Control
Message Name
Receipt Logo
Description of message
This message always appears on the top of all
receipts.
Example Text
CASIO
PUBLIC BAR
UNIT 6
NORTH
CIRCULAR
Receipt Commercial When the Receipt switch is turned on permanently
this message appears beneath the receipt logo.
OPEN FROM
7 AM to 12
PM
Receipt Bottom
THANK YOUR
FOR YOUR
CUSTOM
When the Receipt is on permanently and the
transaction is finalised with a payment key this
message appears at the bottom of the receipt.
Post Receipt
Extra Data
Guest Bottom
Copy Receipt
Bill Top
Bill copy
Bill Bottom
Slip Logo
Slip Intermediate
Slip Bottom
This only used on the Pan European specification
for the QT6000.
This is printed at the bottom of the receipt. Up to
10 lines can be printed but the number of lines
must be programmed against the receipt key on the
keyboard. It is printed before finalization when a
check number is entered and the receipt key is
pressed.
Signify a duplicate receipt has been issued.
SERVICE NOT
INCLUDED
SIGNATURE
Prints beneath the receipt Logo message. Printed
when the BILL (function code 47) is used. This
function is used to produce a lost or damaged
receipt.
Prints between the data and method of payment.
Printed when the BILL (function code 47) is used.
This function is used to produce a lost or damaged
receipt.
Prints at the bottom of the receipt. Printed when
the BILL (function code 47) is used. This function
is used to produce a lost or damaged receipt.
VAT REG NO.
This is printed beneath the logo message, it is
printed after finalization when a check number is 123 1234 01
entered and the receipt key is pressed.
SPECIAL OFFER
This is printed beneath the logo message. It is
printed before finalization when a check number is COFFEE £1.00
entered and the receipt key is pressed.
CALL
This is printed at the bottom of the receipt. It is
printed after finalization when a check number is 0208 450 9131
FOR BOOKINGS
entered and the receipt key is pressed.
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Setup
2.7.5
93
Epos Schedular
The ECR schedulers can be set to shift menu levels or price bands. An example of this feature
is to automatically activate happy hour. The Macro need to be set up by the ECR dealer. Once
set the time they are activated can be changed or disabled completely. After setting the
schedulers they need to be sent to the ECR through the communications screen.
There are three interval times that can be set for each scheduler. Generally there will be two
schedulers for each operations such as happy hour on and happy hour off.
· Daily this will execute every day at the start time
· Weekly will allow you to select a day of the week
· Monthly will execute on the day number of the month
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2.7.6
Hospitality Stock Control
Time Attendance
Enter topic text here.
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Commuincations
3
Commuincations
3.1
Immediate Communications
95
Communications allows programming the ECR from the computer. All the
information about keyboards, PLU, clerks etc can then be sent to the ECR. End of day sales
data can be collected allowing reports to be produced..
Sending Program Changes
· Tick the file type you wish to send, multiple files can be selected
· Or Tick All files
· Press Send
Sales data can be collected with changed ECR files automatically sent down afterwards. Sales
data may not be collected until the following morning, The date for the reading can be
changed with the calendar.
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Hospitality Stock Control
Collecting Sales Data
·
·
·
Press the Z read button on the communications screen
Send program changes after the sales information has been collected.
You can say yes or no to this question
Select the date for the Readings
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Commuincations
3.2
97
Scheduled Reads
The facility to set up a reading at a scheduled time is available on the software. Set the time
the computer needs to poll the ECR. There is an individual time for each day of the week. Up
to 9 am of the following day the sales will be filed for the previous day. his is in case a bar or
restaurant does not close until late. In the Location screen the Option Include in scheduled
read must be set.
From the communications
menu at the top of the screen.
Once all the times have been set up you can launch the
automatic communications by clicking on the start timer. The
software will then sit there until it is time to communicate
.
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3.3
Hospitality Stock Control
Flash X Reports
This facility is only available on the QT6000 with the commuincations type TCP/IP. It allows
an X reading from one or more ECR to be taken from the back office PC. An X reading on
the Casio ECR means it will print a report but not reset any totals. This is a background task
and will not disturb the operation of the ECR when the report is taken. If more than one
terminal is Selected they will be added togeather and the result displayed.
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Stock Movements
4
Stock Movements
4.1
Orders
99
The orders section allows manual ordering, automatic minimum
stock levels or copying of a previous order. Once an order has been generated it can be printed
and saved. The Unit Cost field will display the cost price for an item from when it was last
purchased. Any new cost prices can be entered and a new line total will be calculated.
When the stock is delivered it is matched against the order. Any adjustments such as shortages
or costs prices can be entered at this point. Pressing the Receive Order button updates the
stock levels and marks the order as completed.
When not using the ordering system deliveries can be booked in directly. Create a new order
and add the delivered items then press the Receive Button. This will post items directly into
stock. If stock needs to be returned this should be done by placing an order in the normal
way but entering the quantities as negative values. Sometimes breweries give promotional
items free of charge. These items should be entered with a zero cost.
Creating An Order
1.
2.
3.
4.
5.
6.
7.
8.
9.
Press the New Button
Copy existing Order dialog appears, press No
Select a supplier you wish to place an order with
Enter an expected date by pressing the calendar sign. This is only for
reference purpose.
Select the Ok button. This will generate the next sequential order
number.
Create orders using Max/Min stock dialog box appears, press No.
Press New Line button. The search box will appear, add stock items
Enter ordered Quantity and Unit cost for each item
Press Save
Completing an order
1.
2.
3.
4.
Casio Electronics
Press Edit. A list of all orders is displayed
Select the order to be completed from the list
Enter any adjustments to the quantity or Unit costs
Press the Receive Order button
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Hospitality Stock Control
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Stock Movements
Creates a new Order
Edit an existing order
Confirms Creation of an Order
Cancels any changes to an order
Deletion of uncompleted orders
101
Closes the screen
Adds A new Stock item to the Order. Deletes Line from order
Saves an order without updating
stock levels
Complete an order and updates stock
levels.
Prints a hard copy of an order
Allows creation of a new stock item
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4.1.1
Hospitality Stock Control
Automatic Orders
When creating an order a dialog box appears prompting Create using Min/Max. When the
stock level falls below the Minimum stock units, it will automatically order enough stock to
reach the Maximum quantity of units. The quantity ordered will be calculated as the difference
between the current stock level and the maximum value.
If the stock to order is less than a buying unit it will round up to a buying unit. For Example
Beer is counted in stock units of gallons. If the Maximum value was 10 it would advise to
order an 11 gallon keg as this is the minimum it can order.
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Stock Movements
4.1.2
103
Multiple Buying Sizes
To purchase an item other than the default buying unit, highlight the buying unit field and
press the return key or double click. A dialog screen will appear that shows alternate buying
sizes. Make sure the cost price is correct for the new buying size.
Note :- The buying sizes are setup in the unit conversion screens.
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4.1.3
Hospitality Stock Control
Creating Stock Items
When placing an order the supplier might not have an item in stock. They will then offer an
alternative product. When entering an order or delivery it is possible to add new stock lines
without having to exit the order.
Press the New Line button. It shows a dialog Use New Item Wizard Yes/No. Selecting Yes
runs the Item Wizard. This creates a sales item with stock. Selecting No will create a stock
item that can be used for stock control but will not be sold through the ECR. For Example
meat patties for a burger.
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Stock Movements
4.1.4
105
Show Usage
Pressing the
button displays the search dialog. From this you can find a
stock item by entering part descriptions or the PLU number. To check the stock position of an
item press the Show Usage button.
This allows you to see the stock position of the highlighted item.
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4.2
Hospitality Stock Control
Wastage
Wastage is used to update stock that has been spoiled or broken E.G when food has gone
rotten or a bottle of spirits has been dropped. This is different from a stock take. You are only
entering the stock you know has been spoiled. You are not counting all the items.
Entering Wastage
1. Press the New button
2. Select the Ok button, this will automatically generate the next
sequential wastage number.
3. Press the New Line button to add stock items to the grid
4. Enter the quantity of items written off. These are entered in stock
units.
5. Enter a brief reason for the wastage, E.g. Spillage
6. Press Apply wastage button
To enter the wastage in dispense units press return or double click on the quantity field and
the Waste Unit Builder screen will appear. It lets you enter the wastage in the buying, stock or
dispense unit.
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Stock Movements
4.3
107
Transfers
Transfers are for moving stock between branches. If you run out of stock in a branch it is
possible to move stock through transfers from another branch. Create a Transfer and add the
items to transfer.
Transfer Stock
1.
2.
3.
4.
Press the New Button,
Select which outlet to transfer the stock from
Select the outlet to transfer stock to
Press the New button. After this it will then generate a transfer
number.
5. Select the stock item from the search screen. The quantity of items to
transfer are displayed in stock take units.
6. Press the Transfer button. This will deduct from the source outlet
then add it to the destination outlet.
If you do not want to complete the transfer press the Save button. This will allow you to come
back to it at another time through the Edit button. If you double click the stock quantity part
of the grid it will allow you to transfer in buying, stock or dispense units. To print a hard
copy of the transfer press the PRINT Button.
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4.4
Hospitality Stock Control
Stock Takes
The stock take period has an opening and closing date. There is no defined limit as to what
these dates are. They can be a month, two months or even two weeks. The stock take has two
purposes.
1. Check on a regular basis that the stock is accurate and identify losses. To identify stock
losses we compare the quantity entered into the computer against the sales quantities
received from the ECR. This allows us to produce variance reports.
2. To show profitability in each area. Before a stock take can begin all orders/deliveries,
wastage and transfers are entered for the stock period. From this information we know
the cost of the stock we have used and lost. We also know the value of the sales that we
have received. From this information we can generate profit reports for the stock
period.
Stock Take procedure
1. Enter all orders
2. Enter all wastage
3. Enter all transfers
4. Collect all sales data from ECR
5. Print Stock Take sheets to count stock.
6. Freeze Stock
7. Count Physical stock
8. Enter Stock
9. Print Reports
10. Check for losses/missing delivery notes/Shortages
11. Unfreeze Stock to begin new stock period
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4.4.1
109
Freeze Stock
The freezing of stock allows comparison of the counted stocks to the point in time the stock
was frozen. This is important if you are unable to enter the stock figures into the computer
the same day as the stock take, and are still collecting sales data from the ECR. It will not
affect the stock take because it is comparing to the frozen values.
After pressing the stock take button
if more than one stock area exists
you will be asked to select one.
Press the Reports button on the stock take form. Select ether Stock Take Report or Stock
Take Report With Quantity from the list of reports. These reports print sheets by product
group allowing the person counting to write the values onto the sheets to be entered into the
computer. The stock take report with quantity prints the stock quantity onto the sheet, so is
more appropriate for a manger.
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Hospitality Stock Control
Note: - It is important that all orders, wastage and transfers are entered into the system
before freezing the stock.
In order to carry out a stock take you must
first select the Freeze Stock button. The
current stock position for each stock item is
copied to a separate area. This allows the
cash registers to keep communicating and
filing sales data without the sales
information affecting the stock take result.
If the stock information is not entered on the
same day as the stock count it will not affect
the stock result.
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Stock Movements
111
Stock Check with zero values means
every stock line has to have it stock
quanity entered, otherwise they will be
set to zero.
Stock Check with Theoretical values
means only items that have changed
values need to be entered.
Once you have selected this press the
Freeze Stock button. A confirmation of
the stock take method and a
confirmation message appears.
quantity
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112
4.4.2
Hospitality Stock Control
Frozen Tab
Once a stock take has been frozen, if at any time you wish to check on the status go to the
frozen tab of the stock record.
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Stock Movements
4.4.3
113
Missing Delivery/Wastage
When a stock variance report shows a discrepancy you may need to add a wastage or delivery
notes that have not been put into the system. If you need to enter them into the frozen stock
period as opposed to the next period you can right click from within the Orders/Wastage
screens and select the option to apply to the frozen stock. The delivery note will then be
added to the stock take.
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114
4.4.4
Hospitality Stock Control
Stock Entry
After the stock has been frozen you can now start entering the counted stock figures. To begin
entering stock press the Enter Closing button. Once this is selected a stock entry screen will
appear. You can restrict the products shown on the screen ether by selecting a department or
group. You can also find an individual stock item by clicking on the magnifying glass.
Enter the stock count figures by typing the figure directly in the Counted Stock column. When
you double click on the Counted Stock field, it displays a window that allows entry of stock in
buying, count or dispense units. It will automatically convert them to the stock unit which is
displayed at the bottom of the window. When the stock take is complete press the Save &
Close button.
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Stock Movements
4.4.5
115
Stock Take Reports
Once you have entered the stock figures, you will need to produce stock reports to show profit
and losses. Select the report button. These reports only apply when you are in the middle of a
stock take. The stock take reports cannot be taken outside of this procedure.
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Hospitality Stock Control
4.4.5.1
Item Profit and Group Profit
Item Profit This report calculats the stock usage quantity and usage cost along with a retail
sales value which excludes Vat. These figures are used to calculate the profit. When a PLU is
sold, its sales value is passed back to the stock item. If it is sold at the normal price or a happy
hour price the sales value are filed against the stock item. If a stock item is sold as part of a
recipe it will then allocate a proportion of the sales to each stock item based on the items
percentage of total cost.
· The first column is the master code. All items will be sorted and sub
totalled if they have the same code.
· Description of the stock item
· Stock Unit is the unit description.
· Average Cost is the cost of a stock unit
· Open Stock the opening stock for this stock period
· Stock Delivered all the purchases through the orders screen.
· Transfers between branches
· Counted Stock entered in the stock take.
· Calculated Usage is the opening + delivered – transfers - counted
· Usage Cost usage * Average cost
· Retail sales ex vat sales value received from the ECR.
· Profit based on the usage cost and retail sales figures GP%
Gp% =
Retail Sales ExVat- Usage Cost
Retail value-Vat
* 100
Group Profit This report is the same basis as the stock item profit report but just displays the
group totals
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Stock Movements
4.4.5.2
117
Short Variance
A quick check for shortages after a stock take. Once a problem has been highlighted a more
in depth report can be taken to investigate the problem.
·
·
·
·
·
Casio Electronics
Description of stock item
Theoretical frozen stock quantity
Stock count entered in stock take
Variance Quantity
Variance cost value
118
4.4.5.3
Hospitality Stock Control
Stock Variance Report
This report shows stock movements entered into the Hospitality Software with the stock count
quantity. The sales quantity from the ECR is also displayed. The variance in sales is then
calculated from the stock Usage figures minus the ECR sales. This then gives us the variance
figures.
·
·
·
·
·
·
·
·
·
·
·
·
·
Master all items are sorted by the master code
Description of the stock item
Stock unit what the item is stocked in
Unit Retail price what the item is most commonly sold at.
UOM unit of measure is how many sales items from a standard stock
item.
Sell Average Cost Ex Vat the cost of the stock item
Open stock the quantity of stock you started the period
Stock Del stock that has been purchased
ADJ is adjustments for wastage and transfers
Counted Stock is the quantity of stock units that has been counted.
Till Sales the quantity of units sold through the ECR
Variance Qty the usage figures - the Till sales
Variance Cost is the variance Qty * average cost
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Stock Movements
4.4.5.4
119
Stock Usage Cost
This report works out usage figures and it deals with cost prices. It also incorporates Variance
figures.
·
·
·
·
·
·
·
·
·
·
·
Casio Electronics
The first column is the master code. All items will be sorted and sub
totalled by if they have the same code.
The second is the description.
Stock Unit is the unit description.
Average Cost is the cost of the stock unit.
Open Stock and Open Value are the quantity and costs of the period
opening stocks.
Stock Delivered and Delivered Cost are all purchases through the
orders screen.
Adj and Adj Cost are the wastage and transfers figures at cost.
Counted Stock and Cost Counted are the counted items that are entered
in the stock take.
Calculated Usage is the opening + delivered – adj -counted
ECR Sales Qty is the quantity of sales from the cash register.
Variance Qty and Variance Cost are the caculated useage - ECR sales
Quantity.
120
4.4.5.5
Hospitality Stock Control
Stock Till Variance
This variance report takes the usage quantity and compares them to the ECR sales quantity to
give a variance quantity. The actual stock quantity lost is used to calculate what you might
have lost in revenue from retail sales.
·
·
·
·
·
·
·
·
·
·
The first column is the master code. All items will be sorted and sub
totalled if they have the same code.
The second is the description.
Stock unit describes how the unit is counted.
Unit retail price is the standard unit of dispense.
CALC usage is the calculated usage figure as described for the
previous report.
CALC usage retail multiples the retail price against the calculated
usage of dispense items.
Till sales is the quantity of stock items that were sold through the
till.
Theoretical Till Value multiples the retail price in the stock record
against the quantity of till sales.
Qty Variance is the calculated usage minus the retail sales.
Value Variance is the variance figure multiplied by the retail price
stored against the Stock item.
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Stock Movements
4.4.5.6
121
Stock Usage With GP report
This report gives you the usage of your stock. It calculates how many you have in stock and
then takes away the physical stock count. This gives your usage. Because items like spirits
can be sold on their own at the normal price at different prices in happy hour or even as part of
a cocktail, it is hard to judge what the actual retail sales are. We use the retail price stored
against the stock item and multiply this to give a theoretical usage price and theoretical GP%.
If the stock item has items linked together via the master stock code it will subtotal them.
Before pre-set tills were in common use this was how stock taking was commonly done. We
have kept this format as stock takers still like to use this formula.
·
·
·
·
·
·
·
·
·
·
·
·
Casio Electronics
The first column shows the master code.
The second shows the description.
Unit Retail price shows the retail price that it uses to calculate the
sales at retail figure and GP%.
UOM is the unit of measure. This is how many sales items you can get
out of a stock unit (outer).
Sell shows the perceived retail price of the stock unit.
Average cost Ex Vat is how much it costs to buy a stock unit.
Open Stock is the stock you started with this period.
Stock Del is how much you have purchased.
ADJ is how much wastage, and transfers have been applied.
Counted Stock is the physically counted stock entered.
CALC Usage is how much stock has been used (open + delivered – ADJ counted).
Theoretical Usage at Retail is how much your stock could have been
sold at full retail.
122
Hospitality Stock Control
·
·
Usage cost
Theoretical GP% shows how much GP% the usage would have made at the
full retail price.
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Stock Movements
4.4.6
123
Stock Close
Once the stock taking reports have been printed and verified the stock take can be closed.
Press the Update Stocks button. This will copy the counted stock figure to the opening stock
for the next period.
The close button will only close the window
for this screen and does not unfreeze the
stock.
The stock take reports are only valid when
the Freeze button is pressed.
The Abandon button will cancel the stock
take. All the frozen figures will be rolled
back to the current stock period and be
added to any figures that have been entered
whilst the stock was frozen E.G. Any till
sales that have been collected since the
stock freeze
Confirm with the Proceed button, this is the end of the stock take
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4.5
Hospitality Stock Control
Stock Reset
When a new system is set up it needs to have the period opening stock and the year opening
stock quantities entered. When you select this option it prompts for a Password. This is the
current computer date backwards. This is to stop people accidentally resetting their stock
figures. This procedure is similar to a stock take but will also allow entry of cost prices at the
same time.
You then select which stock outlet you wish to set-up. This will then reset all the stock
figures for that outlet. You then have to enter the average cost of the stock unit and the
opening stock quantity. If you have counted 2 * 11gallon kegs, 1 gallon and a pint this can
easily be entered by double clicking on the opening stock field. This will then display a box
where you can enter values in each type of unit and it will give you a total in the stock count
unit. When you exit this screen it will then update the stocks levels.
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Stock Movements
4.6
125
Period Ends
Year end allows completed orders, deliveries and wastage to be cleared from the system.
Year to date fields are also reset back to zero. To get this option select from the drop down
menu at the top of the screen Processes then Period Ends and Year End. The sales data base
will not be affected.
.
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Hospitality Stock Control
5
Reports
5.1
Reports Mask
The reports section covers the procedure to produce reports. It
allows you to mask or restrict report criteria. Select a group
from the Report Area. This shows all available reports in the
group. Highlight the report you wish to take and press the Run
button.
.
Reports are sorted into five groups
· Sales a historical database which covers PLU, Cashier, Department and
Groups
· Lists Used to print and verify data that has been entered.
· Others are for reports such as error log, communications log and charts
· Stock is for current stock positions and stock movements
· Stock take can only be used when in a stock take
When a report is selected the report mask appears. This screen allows you to refine the data
the report will show. Such as the start and end numbers for departments, groups and outlets.
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Reports
127
Some fields do not apply to a report. When this is the case you are unable to select or change
the fields. To select a range first click on the start department drop down box. All the
available departments will appear. Select the department you wish to start at. Repeat the same
for the end department. Only the items that are linked to these departments now appear.
The sales reports are stored in a historical database allowing a
single day or a range of days to be selected for reporting. To
select a date range click on the calendar. Select the start date
and end date. The single arrows jump a month and the double
arrows jump a year.
Reports that ask for a date range such as the recipe sales will
accumulate the data over the date range selected. Printing a
report from the 1st to the 31st would show the sales data for the
month.
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128
Hospitality Stock Control
The destiantion screen appears.
It is possible to print to the
screen for previewing or
printing directly to the printer.
The export option is only used
to export data to text files.
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Reports
129
Available Sales Reports
Cash report per machine 7 day
sales history at the recipe level can be for an individual day or
range of days combined.
sales history at the department level can be for an individual day
or range of days combined.
sales history at the department level can be for an individual day
or range of days combined.
financial history for each individual register, for a day or range of
days combined.
financial history for the stock outlet level for a day or range of days
combined.
financial history for the branch level for a day or range of days
combined.
financial report for seven individual days on one report.
Cash report per outlet 7 day
financial report for seven individual days on one report.
Cash report per location 7 day
Recipe sales 7 days
financial report for seven individual days on one report.
report for seven individual days on one report.
Group sales 7 day
report for seven individual days on one report.
Department sales 7
days report for seven individual days on one report.
PLU profit
Consolidated cashier report
sales profit history at the recipe level can be for an individual day
or range of days combined
sales history at the recipe level can be for an individual day or
range of days combined
sales history at the recipe level can be for an individual day or
range of days combined
cashier sales data all terminals added together.
Recipe sales per till
recipe sales data for each terminal
Clerk sales per till
All Clerks sales per terminal
PLU sales
sales history but using the PLU code instead of the recipe code as
the sort order
Recipe sales:
Department sales
Group Sales
Cash report per machine
Cash report per outlet
Cash report per location
Group Profit
Department profit
Till group sales
ECR range recipe sales
ECR range department sales
ECR range group sales
ECR range cash sales
Shift PLU sales
Casio Electronics
same as recipe sales report but can be filtered by a range of ECR
numbers
same as department sales report but can be filtered by a range of
ECR numbers
same as group sales report but can be filtered by a range of ECR
numbers
same as cash sales reports but can be filtered by a range of ECR
numbers
Allows printing out of the shift prices on the sales reports
130
5.2
Hospitality Stock Control
Other Reports
There are a selection of additional reports that can be taken from this option.
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·
·
·
·
·
·
·
Err log shows any communications failures that have occurred
Communication log shows all communications for the Z reading even with
no failure.
Price report show the PLU with its settings such as the order flag
Group sales pie chart displays the group sales in a pie chart format
Group sales block chart displays the group sales in a block chart.
Scheduled read set-up shows which time all the branches are set to
automatically communicate
Hourly sales line chart shows the times of trading in a graph chart
format
Hourly sales block chart show the times of trading in a graph block
format
Orders list this allows you to produce in a list format all the orders
between a date range
Wastage List this allows you to produce in a list format all the
wastage between a date range
Simple Graphs for both the groups and time break downs can be produces in ether Bar or Pie
Graph format.
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Reports
5.3
131
Stock Reports
The stock reports are for stock only and do not cover any sales information. They can be used
for line checks if you need to check stock levels without a full stock take. The stock reports
are only valid when not in a stock take.
Note:- Shows stock position at the time the report was printed. When checking the stock make
sure to include any sales rung into the ECR
Current & Year Stock Movement
·
·
·
·
·
·
·
·
·
·
The first column is the description of the product.
The Second is the Stock count unit.
Opening stock for the stock period.
Purchases of the total quantity of stock units
The quantity of Sales of stock units from the ECR
Transfer in shows any movements into the outlet from another outlet.
Transfer Out shows any movements out of the outlet to another outlet.
Wastage shows quantities of items that have been wasted
Adjustments this field is only used if you are using multiple stock
takes within a stock period.
Current stock position. Opening + Purchases – Sales + transfer in
–Transfer out – (Adjustments If used).
Note:- Shows the total stock wastage for each item since the last stock take. Giving a
departmental total. The quantities are supplied as a total so if you wish to find the reason for
the wastage you must go to the wastage screen and review the entered wastage.
Stock wastage for the Period
·
·
Casio Electronics
The first column is the description
The second column is the stock number.
132
Hospitality Stock Control
·
·
·
·
Unit cost is the cost of a stock unit.
Wastage is the quantity of stock units written off for the stock
period
The next column is the description of how the items are stocked.
The wastage value is the wastage quantity * unit cost.
Stock wastage for the year
·
·
·
·
·
·
The first column is the description
The second column is the stock number.
Unit cost is the cost of a stock unit.
Wastage is the quantity of stock units written off for the year.
The next column is the description of how the items are stocked.
The wastage value is the wastage quantity * unit cost.
Note :- Shows in a brief format the total stock position. It sorts by outlet, department, group
then master stock code. If two stock items have the same master stock code it will then
summarise the two to give an overall stock position.
Stock Levels
·
·
·
·
·
The first column is the stock number.
The second column is the description of the product.
Buying unit shows how each size is purchased.
Stock unit shows how each unit is stocked. If you have two items
linked together they must be of the same type.
Stock Qty is the total number of stock units.
Note :- All items that have fallen below the minimum stock unit level will be reordered to
the maximum stock level. Rounds up to the nearest whole buying unit if the maximum cannot
be divided into whole units.
Stock Re-order
· Description shows the name of the stock item.
· Stock Qty shows the number of items in stock. If there are two items
linked by the master code this will be sub totaled.
· Minimum shows the minimum units you wish to have in stock before
reordering.
· Maximum this is the quantity that you wish to hold in stock.
· Reorder is the number of whole buying units that you need to purchase.
If you have different size items linked together, it will be shown as
stock units.
· Buying unit
is the description of how you purchase the stock items.
Note :- Shows the stock holding at cost and at retail price. The retail price is from the stock
item within the "Outlets specific"
Stock Values
Casio Electronics
Reports
·
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·
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·
Casio Electronics
133
Stock is the items own stock code
Master Stock Code shows the master stock code the item is linked to.
Description shows the buying unit of the product.
Stock Quantity is the current stock quantity.
Stock Value at Cost is calculated from the last buying price of that
item
Stock Value Retail is calculated from the retail price held against the
stock item within the "Outlets specific"
134
5.4
Hospitality Stock Control
Excel Sheets
The spread sheets options allows data to be
exported directly to excel. Once the data has
been exported it can be modified and saved
without affecting the data in the hospitality
software.
· Daily summary is the same option used on the petty cash form. It exports a summary
report.
· Annual comparison compares a selected range of dates to the same dates of the previous
year. This allows year on year comparison to see how the business is performing. It is
shown product by product allowing individual items to be compared.
· Monthly shows product by product how it is performing through out the year. Each
product is presented over a twelve month period.
Start and End date selects the period to
compare to the previse year.
The report can be sorted into
department or group order.
The Totals can be Gross or Net
The data can be output to a excel Sheet
or Report
The option to auto launch Excel
Casio Electronics
Reports
Casio Electronics
135
136
6
Hospitality Stock Control
Cashing Up Sheet
The Petty Cash function is designed to generate an Excel summary sheet that will show sales
groups with percentage of total revenue. Financial information from the ECR and non ECR
figures such as petty cash and money banked. The Petty Cash Details screen allows selection
of a location. The information shown on the screen below is filled for each day therefore you
must ensure that the correct date is selected. Enter the amounts into the The Petty Cash
categories. The headings for these can be changed and more added if required. Finally enter
the amount of money to be banked and press save.
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Cashing Up Sheet
137
Press the Create Daily
Sheet button. This
shows a screen
allowing selection of a
locations and a date
range. Because the
petty cash, banked
figures and ECR sales
data is stored in a
historical database the
summary sheet can be
for a single day or a
range of days. Select a
file name for the Excel
sheet.
Example of Excel Sheet
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138
6.1
Hospitality Stock Control
Banking Sheet
Casio Electronics
Cashing Up Sheet
6.2
139
Petty Cash Codes
From this screen the Petty Cash Codes names can
be altered or additional codes can be added.
These will then appear on the Excel summary
form.
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140
Hospitality Stock Control
7
Extra Setup
7.1
Conversion Tables
The Unit Names and Conversion tables need to be set up for the software to allow ordering of
goods, counting of stock and selling of sales items. The following section describes how to
set up relationships between these differnt sizes.
Two conversion ratios need to be set up for a draught beer that is purchased in kegs, counted
by the gallons and sold by the pint. When one keg is purchased it will add 11 gallons of stock
into the computer. When a pint is sold it will deduct one eighth of a gallon from the stock.
From
Keg
Gallon
To
Gallon
Pint
Ratio
11
8
Unit Names screen
Unit Names can be any description that is meaningful. They describe the way items are
purchased, counted as stock or dispensed as a sales item. Once the descriptions are created
they can be linked together via the conversion screen. For instance you may purchase a keg
of beer in 11 gallon kegs then count stock units in gallons and sell in pints.
Conversion Factor Screen
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Extra Setup
141
The Hospitality software comes with a set of
default conversion names and tables. These
can be added to if the name or conversion
factor is not already setup.
By pressing the New button the conversion
screen appear. This is used to link names with
a ratio.
This is the screen to link the different
unit names with a conversion ratio.
Buying unit to Stock Unit, stock Unit to
Selling Unit. To add a conversion press
NEW button then you will be prompted
Convert From and Convert to. Enter the
ratio between these
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142
7.1.1
Hospitality Stock Control
Examples
Examples Spirit Conversions
Spirits
Buying
70 CL
1.5 Ltr
70 CL
1.5 Ltr
Count
70 CL
1.5 Ltr
Litre
Litre
Conversion
None
None
0.70
1.50
If you are going to have multiple buying sizes for an item E.G. vodka, then it would be
advisable to have the stock count size as Litres.
Examples of spirit conversions from Stock to Dispense Unit
Spirits
Count
70 CL,
70 CL
1.5 Ltr
Litre
Litre
Dispense
Nip 25 ML
Nip 35 ML
Nip 25 ML
Nip 25 ML
Nip 35 ML
Conversion
28
20
60
40
28.57
Examples of beer conversions from buying to stock count
Beer
Buying
11 Gallon
22 Gallon
11 Gallon
22 Gallon
Count
11 Gallon
22 Gallon
Gallon
Gallon
Conversion
None
None
11
22
Examples of beer conversions from Stock to Dispense Unit
Beer
Count
11 Gallon
22 Gallon
Gallon
Dispense
Pint
Pint
Pint
Conversion
88
176
8
Note :- If the buying unit is the same as the stock count unit there is no need to set up a
conversion as it assumes a 1 to 1 ratio.
Casio Electronics
Extra Setup
143
Examples of Stock Units
Spirits
Buying Units
Stock Take units
Dispense Units
70 CL
LITRE
25 ML
1.50 LTR
Kegs
Bottles
11 GALLON
35 ML
GALLON
PINT
22 GALLON
HALF PINT
GALLON
2 ½ PINT JUG
CASE 24
BOTTLES
BOTTLES
CASE 12
SINGLES
CRATE 48
CANS
Post Mix Syrup for lemonade
· Dilute 1 part syrup 5 part soda water
· 1 litre of lemonade syrup makes 6 litres of lemonade (1 litre syrup 5
litres water)
· 1 litre = 1.75 pints
· 6 litres = 10.5 pints
· 1 pint = 20 fluid ounces
· 1 dash = 2 fluid ounces
· 1 pint = 10 dashes
· 6 litres = (10 X 10.5) dashes i.e. 105
Because the dilution factor is constant we can say that for every litre of syrup we will get 105 2 oz
dashes.
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144
7.2
Hospitality Stock Control
PLU Prices Grid
From the main drop down menu select Files then EPOS and PLU prices grid. This option
allows you to scroll using the grid and make changes very quickly. You must take great care
when using this option, as there is no error checking for invalid data.
Casio Electronics
Extra Setup
7.3
145
Setting Up Outlets
One outlet is automatically set-up when a Location is created. Multiple stock outlets can be
created for a single location. This allows separate stock control and sales for each outlet. If
you use multiple outlets purchases are made into an outlet such as a warehouse and transferred
out. This can be time consuming. This system is best suited to something like a food court or
stadium where there is a central store and stock is transferred to kiosks
To create extra outlets you must first enable this feature
by going to the Utilitys drop down menu and selecting
the Change settings option. On this screen you will see
the option to show the outlet on location screen. Once
this has been set the location screen will now display
an extra button that allows setting up of extra Outlets.
Press the Outlet button. This enables additional outlets to be created. The ECR can then be
allocated to each stock area. When the sales data is collected from the ECR the stock will be
deducted from the correct area.
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146
Hospitality Stock Control
Outlet Creation
· Outlet this number is automatically generated for each new outlet
· Outlet Name this is to identify the trading area or stock area
· Location code is the branch that you wish to create the additional stock
area
· Manger This is just for reference
Casio Electronics
Utilitys
8
147
Utilitys
Backup Data there is an option under utilities and change settings to force a backup when
you exit the software or use the utility's backup option from the drop down screen. This will
only work if the backup routine has been set-up. The dealer must set the back up routine to
the type of backup media you are using.
Index files If the computer crashes it may be necessary to re-index the files. You must do this
as the first operation when you enter the software. By selecting the re-index option.
Copy Keyboards Once you have set the Keyboard on one level it allows you to copy to
another level to save you setting up the functions on each keyboard level
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8.1
Hospitality Stock Control
Help About
To get to this screen go to the Help
option on the top menu bar. This will
drop down a menu from which you
select the about option. This screen
shows the version, build and the
license number of the software. Press
the option button. This shows the
system information button
The Company name is the name that appears on the main screen showing who it is licensed to.
· The link the sales departments and groups to stock departments and
groups forces a common set of data files (Do not change this).
· Number of Z re-tries, when you have more than one ECR linked together if
you have large data files then you may get time out errors when they are
consolidating data you may need to increase the number of Z retries.
The distributor should set this when the software is installed.
· Save ECR log is used if there are communications problems this can be
set for debugging purposes.
· Do not change the Touch EXE name
· When the software communicates it automatically records information
about the status of each communication. After several months or a year
these files can get very large. You can reset these by pressing the
relevant button. Clear Err Log, Clear Communication Log , Clear PERMREC
Casio Electronics
Utilitys
Casio Electronics
149
150
8.2
Hospitality Stock Control
Importing a Cash Register Program
The option to setup the Hospitality Software from the ECR should
only be executed once. If you have an existing ECR which has been
programmed with products. Importing the data will automatically
configure the software.
· The store name is used in the location screen after creation.
· Exclude Blanks, allows PLU with a default or blank description not to be
created.
· Create Stock Records will create a PLU with stock, it is not always
appropriate to create stock lines for every item. If you sell food items
such as Burger & Chips this option will create a Burger and Chips stock
record. It is better to import without creating stock, creating a stock
record called Meat Patties and one called Chips. these are then linked by
using the Recipe Wizard.
· Use Serial Com's, when ticked it will use the Baud Rate and Com Port
selected to import the ECR program. When using the QT6000 if this option
is not selected it will use TCP/IP communications mode.
· Swap Departments and Groups, the ECR may have been setup with the
Department and group links set up in reverse E.G Groups are the highest
links not departments. In this case the software will reverse them.
· Machine Type selects the ECR type you wish to import.
Casio Electronics
Utilitys
When an ECR program is imported the following sections are updated. The memory
allocation in the Hospitality change settings screen, PLU, Pull downs, Clerks, Groups,
Departments, Bitmap files, Keyboards, Receipts and Time and attendance files.
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8.3
Hospitality Stock Control
Change Settings
The setting on this screen configures the software. The settings should only be changed by the
ECR dealer.
· Main form title this appears in the top left hand corner of the main
window. It is used to set the dealer name and support number for easy
access.
· Stock Freeze Method There are two methods of stock taking in the
software. The main method is clear figures to zero and this should not
be changed.
· Backup Command, Backup Parameters and Backup reminder on exit. See below
for more information
· Close Navigation on save. No longer used only for version 1
· Change average costs. When editing through the stock button, if the
stock unit is changed a prompt to change the average cost appears
· Simple Stock, this switch's between Version 1 and Version 2 screens.
· use Time and Attendance, allows staff to be clocked in via the ECR
· Read Time and attendance with Z, If the time and attendance is collected
separately to the sales data
· Show Outlet on location screen, allows setting up of more than one stock
area
· IPL this is the operating system for the QT2000 Cash register.
· 8 Categories, for QT2000
· Store Preprocessed files, used for debugging if a serial communications
problem
· Eight Price Levels, allows up to eight price shifts for each PLU
· Synchronize PLU to Location 1, when using multiple locations this option
synchronises the product file between branch's. Even the retail prices
are the same.
· Collect Journal, also collects the journal when collecting sales data.
Backup command This is the command line that will be executed when the backup command
is executed.
Example:- A batch file that copy's the entire directory contents to a network drive F:
BACKUP.BAT
copy C:\hospitality\*.* F:
Note:- This is only an option to run an external program.
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8.4
Hospitality Stock Control
Journal Viewer
The journal viewer is available for the QT2100 and the TE8000 TE8500 and any of the
QT6000 range. It allows polling of the electronic journal as part of your end of day sales
collection. This ECR has to be set with buffers files for this to work and on the
change settings screen the flag for the software also has to be set. It may not always be
possible to set the journal viewer as it takes up a large amount of memory and depending on
the number of products and check files you may not have enough memory.
The journal viewer is a powerful tool it lets you collect the audit trail for each machine for
each days trading you can then search by any string text. You can copy out transactions that
contain the search for word to a sperate windows Eg any transactions that contain the text.
For example you can search for the word void and high light all transactions with the word
void by pressing the copy selected button..
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155
Maintain users
Individual users can be set up when you log on, you can restrict the buttons on the main
screen and the options from the drop down menus. Once the restriction is set you cannot then
select that option if you sign on with the user name.
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8.6
Hospitality Stock Control
Manual Sales Data
The Hospitality Software has a program for entry of manual sales. This facility can be for a
Van or temporary kiosk where it is not possible to have an ECR but the stock control and
sales data still need to be updated. To run this software you must put a shortcut on to the
desktop to run the program MANUALSALES.EXE in the Hospitality directory.
1.
2.
3.
4.
5.
6.
7.
8.
Select the Outlet
Select the Date
Press the New PLU button and add an item
Enter Quantity sold and sales value, repeat as required.
press Total 1 to produce a Total Sales
Press New Receipt, this allows selection of a payment method.
Enter the quantity and value of transactions
press Total 2, this will allow the balance to be compared to the
product balance.
9. Press the Post Readings button the data has now updated into the
hospitality software.
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157
Report Filter
Within the hospitality software there a many
reports. Not all reports are used regularly so
they can be hidden from view. This does not
delete the reports or remove the data from the
Software. This option is password protected.
By clicking on the Visible column it will change the status from true to false, the report
highlighted is then removed from the reports selection screen. This can make selecting
reports clearer. It is also possible to change the report title such as changing the recipe reports
to say product sales. Click the Edit Tick box on the Screen and click on the report that is to be
renamed and enter the new title.
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Hospitality Stock Control
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8.8
159
Orderman Hand Held
The order man hand held device links to the QT6000 with the PAN european operating
system loaded. This device allows waiters to order from the hand held without having to go
back to the ECR to type in the order.
To enable this to work using wordpad open the file CASHOSP.INI a flag needs to be set
under the options heading.
[OPTIONS]
EUROPEANHANDHELD=1
The orderman requires a linking structure that is differnet than from the standard ECR. When
this option is set the group screen will show a Hand Held field. Enter the number the
department the group will link to on the orderman.
The Orderman PLU product file is updated from the base station and the base station is
updated from the ECR. The update will start when the Order man requests a base station
update.
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Hospitality Stock Control
Index
-AAdding PLU 71
Adding Stock Unit 56
Adding Supplier 52
Advanced 36
Average Cost 53
-BBranch Specific 53
Buying Unit 47
Buying Units 140
-C-
-GGroup 47, 56
Group Filters 33
-HHalf 38
half pints 56
Happy Hour 93
Help 148
-JJournal
154
-KKey Status
Cash 74
Change Settings 152
Clerk 82
Clerk Names 82
Colouring Keys 73
Communication 95
Conversion 140
Creating PLU 56
-DDepartment 47, 56
Dispense Unit 47
Dispense Units 140
Double 38
Double keys 73
Doubles 56
-FFood 56
Freezing Stock 109
Frozen Stock 51
Function Setup 74
76
-LLast Buying Cost
License 7
Lists 87
Locking Out Keys
logging On 5
52
73
-MMissing Deliverys
Movments 54
113
-OOpening Stocks 124
Options 152
orders 99
Outer Cost 47
outlet 47, 145
outlet Specific 53
Outlets 99
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Index
Stock Take 51
Stock Take Entry 114
Stock Take Freeze 109
Stock Take Reports 115
Stock Takes 108
Stock Unit 47
Stock Units 140
Stock Update 123
Supplier 52
Suppliers 17
-PPassword 5
Passwords 155
Payment 74
Period Ends 125
PLU 34, 70
PLU Prices 56
Price 34
Price Shifts 39
Prices Grid 144
Pull downs 87
-TTouch 40, 80
Transfer 47
Transfers 107
-QQuad Key 73
Quantity Modifier
-U-
38
-R-
Users
-V-
Range Prices 144
Reciept 91
Recipe Costs 56
Recipes 56
Report Mask 126
Retail Price 34, 77
Vat Code 47, 56
Vat Rate 18
Vewier 154
-W-
-SSchedular 93
Scheduled Communication
Search 33
Searching 33
Second Price 38
Setting Costs 124
Specification 4
Status 36
Stock Area 145
Stock Audit 54
Stock Close 123
Stock Entry 114
Stock Levels 49
Stock positions 49
Stock Records 47
Stock Reports 131
Stock Reset 124
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Wastage
97
106
161
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