NextPOS Software Manual
NextPOS Software Manual
Software Version 2.8 User Manual (Fifth Edition)
Published By
NextPOS Corporation
PO Box 271
Standard, CA 95373
U.S.A.
Phone:
Fax:
Web:
Email:
(209) 533-3711
(209) 588-8599
www.nextpos.com
[email protected]
Copyright © 1997-2002 NextPOS Corporation. All rights reserved. No part of this User Manual,
including interior design, cover design, and screen shots, may be reproduced or transmitted in any form, by
any means (electronic, photocopying, recording, or otherwise) without the written permission of the
publisher. NextPOS Corporation distributes this User Manual in the United States, and other countries,
where it's relating product, NextPOS For Restaurants™ software is distributed.
ATTENTION: THIS MANUAL IS DESIGNED FOR NEXTPOS FOR
RESTAURANTS PRO VERSIONS 2.8 OR GREATER. SOME OF THE
FEATURES DESCRIBED IN THIS MANUAL WILL NOT BE AVAILABLE IN
EARLIER VERSIONS OF NEXTPOS FOR RESTAURANTS.
LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: NEXTPOS CORPORATION HAS USED
THEIR BEST EFFORTS IN PREPARING THIS USER MANUAL.
HOWEVER, NEXTPOS
CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE
ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS USER MANUAL AND
SPECIFICALLY DISCLAIMS ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR
FITNESS FOR A PARTICULAR PURPOSE. THERE ARE NO WARRANTIES THAT EXTEND
BEYOND THE DESCRIPTIONS CONTAINED IN THIS PARAGRAPH. NO WARRANTY MAY BE
CREATED OR EXTENDED BY SALES REPRESENTATIVES OR WRITTEN SALES MATERIALS.
THE ACCURACY AND COMPLETENESS OF THE INFORMATION PROVIDED HEREIN AND THE
OPINIONS STATED HEREIN ARE NOT GUARANTEED OR WARRANTED TO PRODUCE ANY
PARTICULAR RESULTS, AND THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY
NOT BE SUITABLE FOR EVERY INDIVIDUAL OR ORGANIZATION SITUATIONS. NEXTPOS
CORPORATION SHALL NOT BE LIABLE FOR ANY LOSS OF PROFIT OR ANY OTHER
COMMERCIAL DAMAGES, INCLUDING BUT NOT LIMITED TO SPECIAL, INCIDENTAL,
CONSEQUENTIAL, OR OTHER DAMAGES. THE ABOVE LIMIT OF LIABILITY/DISCLAIMER OF
WARRANTY ALSO APPLY TOWARD NEXTPOS CORPORATION’S SOFTWARE PRODUCTS TO
BE USED IN CONJUNCTION WITH THIS USER MANUAL, AS STATED IN THE END USER
LICENSE AGREEMENT IN THE UNDERLYING SOFTWARE DISTRIBUTION SET.
TRADEMARKS: NextPOS For Restaurants, NextPOS Data Polling Utility, NextPOS Localization
Manager Utility, NextPOS Data Management Suite, NextPOS Gift Certificate Server, NextPOS Field
Proven Reseller, Restaurant Operations Simplified, QuickPOS, and Remsoft are the trademarks of
NextPOS Corporation. All other registered trademarks, trademarks, service marks, or trade names are the
properties of their respective owners.
Manufactured In The United States of America
Table of Contents
I
Chapter 1: Introduction ......................................................................................7
NextPOS For Restaurants™ Introduction ...................................................................... 7
The Structure of the User Manual................................................................................... 8
User Manual & Software Interface Conventions............................................................ 9
Minimum System Requirements................................................................................... 10
Supported POS Peripherals........................................................................................... 12
Supported Windows® Operating System Versions...................................................... 13
Supported Language & Special Multilingual Capabilities ........................................... 14
About the Credit Card Interface.................................................................................... 15
Chapter 2: Hardware Setup ..............................................................................17
Setting Up Network & File Sharing Between Computers ............................................ 17
Network Hardware Installation & Setup....................................................................... 17
Windows® Networking Setup ...................................................................................... 18
Shared Folder Setup...................................................................................................... 21
Testing Network Configuration .................................................................................... 22
Setting Up Touch Screen Monitor ................................................................................ 23
Setting Up Light Pen Device ........................................................................................ 25
Setting Up POS Printers................................................................................................ 26
Serial POS Printers ....................................................................................................... 27
Parallel POS Printers..................................................................................................... 28
Printer Driven POS Cash Drawer ................................................................................. 29
Serial Cash Drawer ....................................................................................................... 30
Setting Up Serial Customer Pole Display..................................................................... 31
Setting Up Keyboard Interfaced Magnetic Ink Check Reader (MICR) ....................... 32
Setting up Keyboard Interfaced Magnetic Strip Reader (MSR)................................... 32
Setting Up Keyboard Interfaced Barcode Reader......................................................... 33
Setting Up YES-TELE Identifier Caller ID Monitoring Box....................................... 33
Microplus Kitchen Video System For NextPOS .......................................................... 35
Label Printer.................................................................................................................. 35
Chapter 3: Software Setup ...............................................................................36
Installing NextPOS for Restaurants™ .......................................................................... 36
Upgrading NextPOS ..................................................................................................... 36
Proper Screen Resolution.............................................................................................. 37
Keep the Taskbar on Top of Other Windows Taskbar option (Figure 1.5)................. 38
Registering NextPOS for Restaurants™....................................................................... 39
Selecting the Startup Database File .............................................................................. 40
Chapter 4: Store Settings.................................................................................41
Field Name Descriptions............................................................................................... 41
General Tab................................................................................................................... 41
Services Tab.................................................................................................................. 43
Pref. Tab........................................................................................................................ 46
Misc Tab ....................................................................................................................... 50
Page 1........................................................................................................................ 51
Page 2........................................................................................................................ 53
Page 3........................................................................................................................ 54
Other Tab ...................................................................................................................... 54
Additional Preferences Button...................................................................................... 56
Page 1:....................................................................................................................... 56
Page 2........................................................................................................................ 59
Table of Contents
II
Page 3........................................................................................................................ 62
Page 4........................................................................................................................ 64
Page 5........................................................................................................................ 65
Page 6........................................................................................................................ 67
Page 7........................................................................................................................ 68
Chapter 5: Credit Card interface Setup...........................................................70
Credit Card Interface Setup .......................................................................................... 70
Chapter 6: Station Settings ..............................................................................71
General Tab................................................................................................................... 71
Kitchen Tab................................................................................................................... 74
Pref 1 Tab...................................................................................................................... 74
Pref 2 Tab...................................................................................................................... 76
Pref 3............................................................................................................................. 77
Port Settings Tab........................................................................................................... 78
Chapter 7: Security Settings ............................................................................80
Chapter 8: Standard Information Setup ..........................................................83
Postal Codes.................................................................................................................. 83
Delivery Streets............................................................................................................. 83
Dine In Table Groups.................................................................................................... 85
Dine In Tables............................................................................................................... 85
Dine In Table Editor ..................................................................................................... 86
Cash Trays .................................................................................................................... 87
Surcharges..................................................................................................................... 87
Discounts....................................................................................................................... 88
Bank Card Files............................................................................................................. 89
Bad Check Reasons....................................................................................................... 89
Bad Check Penalties ..................................................................................................... 90
Chapter 9: Custom Printer Types ....................................................................91
Field Name Descriptions............................................................................................... 91
How To Convert Control Codes ................................................................................... 92
Control Code Conversion Chart.................................................................................... 93
Chapter 10: Employee Setup ...........................................................................95
Job Titles....................................................................................................................... 95
Employee Files.............................................................................................................. 95
General Tab:.............................................................................................................. 96
Payroll Tab................................................................................................................ 97
Driver ........................................................................................................................ 98
Employee Schedules ..................................................................................................... 99
Multiple Jobs Per Employee ....................................................................................... 100
Chapter 11: Restaurant Menu Setup .............................................................101
Menu Categories ......................................................................................................... 101
Modifier Builder Template Setup ............................................................................... 102
Menu groups ............................................................................................................... 103
Menu Items ................................................................................................................. 104
Page 1...................................................................................................................... 105
Page 2...................................................................................................................... 107
Sub Level Item Notes: ............................................................................................ 107
Menu Item Auto Prices ............................................................................................... 108
Menu Modifiers .......................................................................................................... 109
Table of Contents
III
Forced Menu Modifiers .............................................................................................. 110
Pizza Builder Summary .............................................................................................. 111
Chapter 12: Restaurant Inventory Setup ......................................................112
Inventory Groups ........................................................................................................ 112
Inventory Locations .................................................................................................... 112
Inventory Vendor ........................................................................................................ 113
Inventory Items ........................................................................................................... 113
Menu Item Recipes ..................................................................................................... 115
Chapter 13: Time Card System ......................................................................116
Clock In To the Time Card ......................................................................................... 116
Clock Out From the Time Card .................................................................................. 117
Review Current Earnings Report ................................................................................ 117
Review Current Work Schedule ................................................................................. 118
Edit Unpaid Time Cards ............................................................................................. 118
Send Local Email To Other Employees...................................................................... 119
Chapter 14: Order Entry System....................................................................120
Using the Table Filter Feature .................................................................................... 120
Using the Hostess & Reservation Feature .................................................................. 120
Chapter 15: Using Reservations....................................................................121
Reservations Feature................................................................................................... 121
Chapter 16: Order Entry System....................................................................122
Create New Order ....................................................................................................... 122
Operating The Order Entry Screens............................................................................ 125
To Discount Certain Menu Items................................................................................ 128
To Apply A Cash Discount......................................................................................... 128
Settling an Order ......................................................................................................... 129
Cash Tender ................................................................................................................ 130
Other Features in the Order Settle Screen................................................................... 130
Settle Screen Options.................................................................................................. 131
Applying A Hold Time To An Order or Item............................................................. 135
How to Apply a Credit................................................................................................ 136
Surcharge .................................................................................................................... 137
Miscellaneous ............................................................................................................. 137
Customer Info ............................................................................................................. 143
Chaining Orders .......................................................................................................... 143
Sending an Order ........................................................................................................ 143
Details Button ............................................................................................................. 143
Void Button................................................................................................................. 144
Half Button.................................................................................................................. 144
Weight Button............................................................................................................. 144
Quantity Button........................................................................................................... 144
Menu Groups .............................................................................................................. 144
Recall Existing Orders ................................................................................................ 145
Voiding the Entire Order ............................................................................................ 145
Reverting an Order...................................................................................................... 146
Quick Service Screen.................................................................................................. 146
Chapter 17: Staff Bank System......................................................................148
Enabling Staff Banking............................................................................................... 148
Starting Staff Bank...................................................................................................... 148
Table of Contents
IV
Paying Orders to Staff Bank ....................................................................................... 149
Ending Staff Bank....................................................................................................... 149
Server Bank Differences Explained............................................................................ 149
Chapter 18: Cash Register System ...............................................................150
Cashier Sign In to Activate Register........................................................................... 150
Cashier Sign Out to Deactivate Register .................................................................... 150
Authorizing Credit Cards............................................................................................ 150
Settling An Open Order .............................................................................................. 150
Tracking Settled Orders for Frequent Diner Points .................................................... 151
Refund Money to Customer........................................................................................ 151
Open Cash Drawer (No Sale) ..................................................................................... 151
Selling Gift Certificate or Gift Card ........................................................................... 152
Issuing Customer Credit Voucher............................................................................... 153
Issuing Pay Out ........................................................................................................... 153
Chapter 19: Delivery Tracking System..........................................................155
Assign Delivery Orders to Driver ............................................................................... 155
Review Delivery Status............................................................................................... 155
Mark Delivery Orders As Arrival ............................................................................... 155
Driver Money Drop..................................................................................................... 156
Chapter 20: Operations System.....................................................................157
Receive Payments Section .......................................................................................... 157
Revenue Center Section.............................................................................................. 158
Frequent Diner Section ............................................................................................... 161
In House Charge Section ............................................................................................ 162
Inventory Activities Section ....................................................................................... 163
Other Tools Section .................................................................................................... 165
Chapter 21: Payroll Preparation ....................................................................168
How to Perform Payroll Preparation........................................................................... 168
Chapter 22: Basic Information Management ................................................169
Review Local Email.................................................................................................... 169
Video Surveillance Control Center............................................................................. 169
Video Surveillance Review Browser .......................................................................... 170
Create Menu Item Labels............................................................................................ 170
Maintain Payouts ........................................................................................................ 171
Maintain Manager Cash Outs ..................................................................................... 172
Global Menu Item Price Change................................................................................. 172
Maintain Customer Records ....................................................................................... 173
Create Customer Address Labels................................................................................ 173
Maintain In House Charge Accounts.......................................................................... 174
Maintain Frequent Diner Accounts............................................................................. 175
Maintain Frequent Diner Tracking ............................................................................. 176
Maintain Customer Credits ......................................................................................... 177
Maintain Gift Certificates ........................................................................................... 178
Record New Bad Check.............................................................................................. 178
Follow Up Bad Checks ............................................................................................... 179
New Purchase Order ................................................................................................... 179
Review Purchase Order............................................................................................... 180
Create PO From Shopping List................................................................................... 180
Create Inventory Item Labels...................................................................................... 180
Table of Contents
V
Receive Inventory Items ............................................................................................. 181
Remove All Access Denied Logs ............................................................................... 182
Remove All Caller ID Logs ........................................................................................ 182
Remove All Customer Names from Orders................................................................ 182
Remove Redeemed Gift Certificate Swipe Card Info................................................. 182
Remove Prior Manager Cash Outs ............................................................................. 182
Remove Prior Reservations......................................................................................... 182
Recalculate Orders ...................................................................................................... 183
Delete Master Data ..................................................................................................... 183
Chapter 23: Sales Reports .............................................................................184
Chapter 24: Gift Certificate Reports ..............................................................192
Chapter 25: Register Activity Reports ..........................................................193
Chapter 26: Customer Reports ......................................................................197
Chapter 27: Employee Reports......................................................................204
Chapter 28: Inventory Reports.......................................................................209
Chapter 29: Audit Trail Reports .....................................................................212
Chapter 30: Other Reports .............................................................................214
Exporting Reports ....................................................................................................... 221
Chapter 31: Database & Support File Information .......................................222
Database & Support Files ........................................................................................... 222
Database Engine Used ................................................................................................ 222
Database Recommended Limits ................................................................................. 222
Chapter 32: Database Maintenance Activities..............................................223
Compact Database ...................................................................................................... 223
Jet Compact Utility ..................................................................................................... 223
Backup Database......................................................................................................... 223
Monitor Client Connections........................................................................................ 224
Registry Entries........................................................................................................... 224
Chapter 33: Software Maintenance Activities...............................................225
Downloading the Latest Software Upgrades .............................................................. 225
Software EXE & DLL Release Versions.................................................................... 225
Updating the Software License Registration Key....................................................... 225
Chapter 34: Frequently Asked Support Questions ......................................227
Chapter 35: Certified Hardware List ..............................................................236
Chapter 36: NextPOS Data Polling Server ....................................................237
Chapter 37: NextPOS Localization Manager™ .............................................240
NextPOS Gift Certificate Server.....................................................................246
SERVER GUIDE...............................................................................................247
NextPOS Gift Certificate Server (CGS) Installation Procedures: .............................. 247
NextPOS Gift Certificate Server (CGS) Setup Procedures: ....................................... 248
NextPOS Gift Certificate Server (CGS) Operation Procedures: ................................ 249
CLIENT GUIDE.................................................................................................251
NextPOS Gift Certificate Client Script Installation Procedures:................................ 251
NextPOS Gift Certificate Operation Procedures: ....................................................... 252
Chapter 1: Introduction
7
NextPOS For Restaurants™ Introduction
NextPOS For Restaurants™ software solution helps you better control your everincreasing restaurant management complexities.
NextPOS For Restaurants™ software solution covers your restaurant operations with a
full array of features. Whether you’re just looking to automate your order entry and cash
register procedures, prevent employee mistakes, prevent cash drawer shortages, better
track inventory, start offering in house charge accounts, start offering a frequent diner
program, or to start tracking customer sales history, you’ve chosen the right solution to
do the job!
NextPOS For Restaurants™ software solution is affordable and feature rich. Besides the
capability as a full-featured restaurant point of sale system, the following features are also
included at no additional cost:
Inventory Management Module with Auto Depletion By Sales Capability
Gift Certificate Sales, Tracking, & Redemption Module
Customer Credit Voucher, Tracking, & Redemption Module
In House Charge Account & Billing Statement Creation Module
Frequent Diner Module with Customized Automatic Reward Creation
Microsoft® Streets & Trips™ 2001/2002 Mapping Software Integration
Web CAM Digital Camera Support Module For Better Security Control
8 Line Caller ID Monitoring Module Supporting YES-TELE Identifier
Customer Bad Check Tracking & Prevention Module
Localization Manager with 100% Multilingual Support
These modules would normally cost hundreds or even several thousands more with our
competitors packages. However, at NextPOS Corporation, we believe in providing a
complete package at an affordable price, enabling you with the technology that will
propel your restaurant business to the new levels!
The entire NextPOS For Restaurants™ software solution is extremely user friendly and
very simple to learn. However, we still feel that a complete User Manual that covers
every feature in the software would be necessary. In order to take the full advantage of
our software system, we strongly recommend that you take some time to read this User
Manual before diving into our software solution.
If you do not find any information about a question that you need to address, then please
review the F.A.Q. in the back of the manual to see if your issue is addressed there.
Chapter 1: Introduction
8
The Structure of the User Manual
We have divided this User Manual into five parts in order to help you better focus on
the key topics. You are not required to have prior knowledge of any restaurant point
of sale software or even our software solution to this manual. We are assuming that
you’re diving into the world of automated POS solutions for the first time. This
user’s manual will teach you everything that you need to know about using our POS
software solution.
Although we do not require you to know how to use our software yet, we do strongly
recommend that you be near a computer that has NextPOS installed or a computer
that you can install NextPOS on.
Practice makes perfect! After each topic, you should try the procedures defined on
how to use our software before proceeding further with the manual. This will give
you a better understanding of our software and the way that it works.
Chapter 1: Introduction
9
User Manual & Software Interface Conventions
To help you read this manual faster, we have introduced several standard conventions
used throughout this User Manual. The standard conventions will help you spot the
action, names, or other topics from the normal contents.
The following are the User Manual conventions used:
! Any reference to dialog boxes, screen names, or action commands will be
show in Bold.
! Any reference to an example of what to enter into a text field or what to use
for a name will be in “quotes”.
! If you see directions like text > text > text > text. This will be telling you to
click the first text > click the next text > click the next text > click the next
text. For example Back Office > Setup > General Settings > Cash Trays
will be directions to get you to the cash trays screen.
There are also some software conventions that we have used throughout our NextPOS
For Restaurants™ program. You might also want to pay attention to these, as it will
help you understand why the software interface looks a certain way sometimes.
The following are the Software Interface conventions used:
! Disabled State: Any buttons that is grayed out is considered in disabled
status. While the button is in the disabled state, it cannot be clicked. This
state indicates that this particular feature is not available. For example, if you
have not started the cashier, then all the money handling buttons such as the
Settle or Pay Out will be disabled.
! Blocked Out State: Any buttons that is completely darkened without any
caption or graphic is blocked out. While the button is in the blocked out state,
it cannot be clicked and it will not have any description. This state indicates
that this particular button is not defined for any feature. The cause for this
state is generally related to a specific feature been turned off. For example, if
you have turned off the Show Register Features in the Station Settings, then
all the money handling buttons will be blocked out, or darkened completely.
! Flashing State: To grab the users’ attention for a specific action button,
sometimes we will make an important button flash in color. This will help the
user being able to spot this action key more easily to complete a task. For
example, the Clock In, Clock Out, or the Money Drop buttons are all shown
in flashing color.
Chapter 1: Introduction
10
Minimum System Requirements
The following are the minimum system requirements you will need in order to run
NextPOS for Restaurants™ software. However please keep in mind that the better
your systems configuration is the better performance you will experience.
Computer Used for Point of Sale Activities
This computer is used mainly used for point of sale transactions, or back
office activities. In the case of a single station setup, this computer may also
contain the database file for the restaurant. In a multi-station scenario, the
database file may be located on another computer with a bit more processing
power.
!
!
!
!
!
!
!
!
300 MHz or higher CPU (From Intel, AMD, or others)
32 MB or higher RAM (64 MB RAM is strongly recommended)
100 MB or higher of free hard drive space (If POS only)
300 MB or higher of free hard drive space (If contains database)
Video display supporting 800 by 600 pixel screen resolution
Windows® 95, 98, 98SE, ME, NT4, or 2000/XP operating system
Enough serial and parallel ports for all your intended peripherals
10/100 network interface card if to be connected to your LAN
Computer Used for Hosting the Database File
This computer is used mainly for hosting the database file for other networked POS
client computers. You may wish to have a computer that hosts the database file by
itself when you using 3 or more POS stations connected to your network. This station
could still also host the POS Software if you so desire.
!
!
!
!
!
!
!
!
500 MHz or higher CPU (From Intel, AMD, or others)
64 MB or higher RAM (128 MB RAM is strongly recommended)
300 MB or higher free hard drive space
A reasonably fast hard drive (The higher its RPM, the better)
Video display supporting 800 by 600 pixel screen resolution
Windows® 98SE, ME, NT4, 2000/XP operating system
Enough serial and parallel ports for all your intended peripherals
10/100 network interface card for local area network connection
Chapter 1: Introduction
11
In addition to the above requirements, we also strongly suggest that each computer be
equipped with an uninterrupted power supply such as a unit from American Power
Conversion or UPC.
If your computers will participate in the local area network, you will also need to
setup the Ethernet hub with 10/100 capabilities and operating it at the 100BaseTX
network speed for maximum efficiency. We also recommend the use of Category 5
network cables for you networking needs. We strongly recommend using a WIRED
network as opposed to a wireless network. Wireless networks are unstable and can
cause serious issues with a database
Again, the above configuration is geared toward a general installation. Your exact
installation requirements may vary. So, please be sure to consult with your reseller or
local computer technician for a more in depth analysis of your setup requirements.
Tip:
A faster CPU, more RAM, and a faster hard drive with a high RPM such as 7200 and
low seek time such as 8-9ms will definitely improve your overall system performance
and reliability. Also, if at all possible, try to avoid using Windows® 95 and
Windows® 98 First Edition. We recommend that you use Windows® 2000 or XP;
these operating systems are very reliable choices for your POS System.
Also, when deciding on which computer to buy, the brand name does not matter, just
be sure that the components that are in the computer are of a high quality. You
should keep this in mind because when shopping for a computer you maybe able to
find a generic brand with very quality components that will cost you hundreds of
dollars less than a Brand name computer, which may have the exact same
components as the generic computer.
We are not suggesting that you go out and buy the cheapest PC available. Rather we
suggest that you check out the generic computers with quality computers before you
go and spend hundreds more on computers just for the name. So do your homework
on the system and the value of that system before you decide on which system is right
for you.
Here are a few quality computer manufacturer and reseller websites:
www.gateway.com
www.hp.com
www.dell.com
www.pcconnection.com
Chapter 1: Introduction
12
Supported POS Peripherals
NextPOS For Restaurants™ has support for a wide variety of point of sale
peripherals. The following is a partial list of POS peripherals currently supported. If
you have the printers Escape Control Codes for a printer not listed and are
comfortable doing this kind of work you can create your own printer configurations
to use with NextPOS.
•
Point of Sale Receipt Printer
! Support for Parallel, Serial, or USB interface
! Ability to support almost all available printers when the printer escape
control codes are properly defined, or simply printing through
Windows® graphical method
! Built-in support for Epson TM-U200, Epson TM-T88II/III, Star
SP200, Star SP300, and other common POS printer types
! Ability to print barcode on receipt with Epson TM-T88II/III printer
! Check out pos.epson.com or www.starmicronics.com for their line of
POS printers
•
Point of Sale Cash Drawer
! Support for Printer Driven cash or Serial Interface cash drawers
! Check out www.icdpos.com or www.mscashdrawer.com for their line
of POS cash drawers. We recommend MS cash drawers.
•
Touch Screen
! Must support 800 by 600 pixel screen resolution
! We strongly recommend the touch screen be Serial interfaced
! We strongly recommend ELO Touch’s 5-Wire Analog Resistive touch
technology enabled touch screen monitor or LCD display. However,
we DO NOT recommend the use of any screen overlay add on touch
kits that is not integrated with the monitor itself.
! Check out www.elotouch.com or www.microtouch.com for their line
of touch screen products.
•
Light Pen
! A viable and more affordable alternative to touch screens
! Check out www.microspeed.com for their line of light pens.
•
Customer Pole Display
! Must be Serial interfaced and support the UTC command set
•
MICR, MSR, and Barcode Readers
! All must be keyboard interfaced
! MSR card reader must be able to handle Track 1&2 reading.
! Serial models are not supported
Chapter 1: Introduction
13
Tip: When selecting a touch screen, be sure not to order the cheaper overlay add on
kit that you simply hang on top of your monitor. These units are not reliable or
accurate. The touch screen should be integrated into the monitor or LCD display
itself.
Also, for restaurant environments, we recommend the 5-wire analog resistive touch
technology. Make sure you install the correct touch screen driver for your version of
operating system. Additionally, we recommend the Serial interfaced touch screen
models for better reliability.
When ordering your printers, if at all possible, order the parallel printers instead of
Serial models. Serial printers are more difficult to setup and may work improperly if
not setup right. With serial printers, you will have to verify that the printer’s dip
switch settings are set to the right parameters, the printer cables are capable of
printing, the pin-outs are done correctly, and also that the computer serial port have to
match the serial printer’s setting to handle flow control. Serial printers can be up to
50ft away from the computer it is attached to.
These issues are not present with Parallel printer models. You simply plug the
parallel printer into your parallel printer into your computer’s parallel port, and then
install the printer in Windows®, and you’re finished. If you need to extend your
parallel printer beyond 25 feet of distance, you can use a parallel port extension kit to
accomplish this goal, more details to be discussed in setting up POS printers section
in the next chapter. Another benefit of using the parallel printers is that the
Windows® spooler will be able to detect paper out or printer off line status, and hold
the print job in the computer temporarily. This helps you complete your printing of
receipts after you have changed paper or other scenarios.
If you have multiple serial port devices, do not daisy chain the serial devices and
share them on the same serial port. If you share serial devices on the same serial port,
then conflicts between IRQ settings will arise, and may result in system crashes or
freezes.
Supported Windows® Operating System Versions
NextPOS For Restaurants™ supports all 32 bit versions of Windows® desktop
operating systems: Windows® 95, Windows® 98, Windows® 98SE, Windows®
ME, Windows® NT 4.0 with SP3 or later, Windows® 2000 Professional, and
Windows® XP Home and Pro editions.
Chapter 1: Introduction
14
Supported Language & Special Multilingual Capabilities
NextPOS For Restaurants™ software currently supports English, Spanish, and
Chinese languages for 100% of the screen interfaces, both in the POS and Back
Office sections. The fact that these languages are listed as fully supported doesn’t
mean you can’t translate the software yourself. NextPOS supplies a utility that will
assist you in translating the software to whatever language you desire. This is the
Localization Manager Utility. This utility can be found on your NextPOS for
Restaurants CD-ROM. The use of this utility will be discussed later in this manual.
In addition to supporting multiple languages, NextPOS For Restaurants™ also has the
capability to specify primary and secondary menu item and menu modifier names.
With this capability, for example, you can use the English equivalent of the menu or
modifier name in the primary language field, and then use the Spanish or another
language equivalent in the secondary language field.
Now, you can toggle a switch in the system options (Explained in later chapters) to
have the guest receipt and screen output shown with primary language names, while
the kitchen receives the secondary language (i.e. Spanish) receipt print out. Kitchen
staff and wait staff speaking different languages is no longer a barrier, as the POS
software will automatically allow the wait staff to enter their order in one language,
while the kitchen staff receives the order in another language of your selection. (Of
course, you will have to program the menu first for it to work!)
Another feature with our multilingual system is the Follow-Me™ language display
capability. With Follow-Me™, when you login to the system, the screen interface
will display in your preferred language as you have specified in your employee
settings. (Explained in later chapters) With this feature the entire screen interface
language will change to accommodate your language preference.
Additionally, Follow-Me™ will also let you define your menu and modifier name
viewing options. With this the employee will be able to view both the menu items
and modifiers in the primary language or secondary language. This way, if you have
English in the primary language field of the menu item, and Chinese in the secondary
language field of the same menu item, then an employee who has specified to view
menu items in the secondary language, then he/she will see all the menu items or
modifiers shown in the secondary language. Remember if you are using a language
other than English, Spanish, and Chinese you will have to use the Localization
Manager Utility to translate the software. The secondary language field mentioned
above CAN be used with any language but any other part of the software will be in
English, Spanish, or Chinese. If you are using Windows® 2000 or XP, you will have
native Chinese support without the need for translation software. For help on setting
this up, please refer to the Windows® help system.
Follow-Me™ technology truly enables a restaurant with different ethnic employees to
work together and use the system with the language of their choice.
Chapter 1: Introduction
15
About the Credit Card Interface
NextPOS for Restaurants™ software has a built in interface for processing credit card
sales and transactions with a third party credit card software called PCCharge.
However, only limited integration is provided with PCCharge.
PCCharge software is also referred to as Active-Charge Software. This is a third
party program developed by Network Commerce, also formerly known as Go
Software Inc.
We may use the product name PCCharge or Active-Charge interchangeably, since
both products are virtually the same. NextPOS Corporation does not provide any
technical support on this third party software.
The following is a list of what NextPOS will and will not do in terms of integration
with PC Charge Software:
•
•
Yes, we do provide Credit Card sales processing integration with PCCharge
software.
NextPOS does not support ATM/Debit card integration, Check Guarantee
Processing Integration, Credit Card Void processing integration, Credit Card
Return Processing integration, Integrated Batch Upload, or Credit Card Report
integration with PCCharge software.
In general, the only feature of integration that we provide to PCCharge software is the
integration of Credit Card Transaction Processing. No other integration is provided
with PCCharge software at this time.
It is important to keep in mind that if you receive an error while processing your
credit card through our interface to PCCharge, and the message tells you that the error
was returned by the “Active-Charge/PC Charge software”, then we cannot provide
support on that matter. Even though NextPOS returned the error, it is just passing the
message along through our interface so that you can see it while in our software.
For all of the features that NextPOS does not directly support you can perform these
actions within the PCCharge software itself. For example, if you need to do a credit
card return then you can do it through the PCCharge software directly, but if you do
this be sure to do a return in NextPOS as well so that the balances will be correct.
If you have any questions regarding the PCCharge product please visit their website
at www.pccharge.net
Chapter 1: Introduction
16
TIP: If you are not sure which process to go with, either the Bank Terminal or
PCCharge integration, we recommend the use of the Bank Terminal only because of
the limited capabilities of the interface.
Chapter 2: Hardware Setup
17
This chapter guides you through some basic hardware setup procedures. It is by no
means a complete and in depth setup review of your specific POS hardware, but will
certainly get you going on the hardware setup process.
We try and keep this manual easy to read and understand so any person can complete
the installation with confidence. Due to the technical nature of computers we do
recommend that the person setting up the hardware and software has a general
understanding of Windows® and basic use of its functions.
If you have never used a computer or Windows® before, or are not real up to date
with computers or Windows®, then we strongly recommend that you either
familiarize yourself with Windows® and new computer operations before you
proceed any further in this user manual. There are many books you can get to
familiarize yourself more with computers and Windows®. Just visit you local
bookstore or online bookstore for great titles and deals on these types of books. With
a basic understanding of Windows® and computers the setup process will be much
easier and less time consuming. If you do not wish to learn more about computers and
Windows®, you can always have a professional computer technician do the hardware
and/or software setup of your POS system for you.
Setting Up Network & File Sharing Between Computers
If you have more than one computer participating in the point of sale activities, more
than likely you will be networking them via a Local Area Network or LAN.
Setting up Windows® networking is very simple. The following are the general steps
you will take to have a network up and running in no time.
Note: You should also read the help on networking in Windows® to help you
understand all this in more detail as well. This will greatly help you understand the
setup procedures and reduce the time it will take to setup the network.
After your new network is setup and operational, this manual will also guide you
through how to configure a shared folder on the computer containing the database so
that all of the POS client computers can connect to this central shared folder for
concurrent operation with the POS database.
Network Hardware Installation & Setup
1. Place your 10/100 Ethernet network hub or switch in a desired location safe
from electrical interference or human interaction. Then plug the power cable
to the hub when ready.
Chapter 2: Hardware Setup
18
2. Plug one end of a Category 5 Ethernet cable to any open port on the hub or
switch, and then other end of the cable into the computers Ethernet port at the
desired location where you will setup your POS Station. Repeat this
procedure for each computer to be networked together. Ensure you have
purchased a license for each POS station in order for it to work
simultaneously on the NextPOS™ network.
3. For each of your computers, if the network interface card is not already
installed, then follow the network interface card’s installation manual to
install your new network card. Every network card installation is different, so
we will refer you to the manufacturer’s instructions. This setup includes the
hardware and Windows® driver installation. Installing a network card is
fairly simple, and should take less than 10 minutes to complete.
4. Once your computers have network cards installed then plug your Category 5
Ethernet cable into the network card’s plug. The network card’s plug looks a
little bigger than the standard telephone plug. This plug is called an RJ45.
Now you’re ready to proceed to configure your Windows® Network,
assuming that your network card is correctly installed and driver is properly
setup!
Windows® Networking Setup
Preparation:
Before you dive into this and perform your configuration, we suggest you get a piece
of paper and a pen. Here you will write down crucial network information that you
will need for setup later on. On the blank piece of paper, first write down the network
workgroup name you wish to use for all of your computers. This name must be the
same on all of your computers participating in this network. For example, you can
designate your workgroup name Restaurant.
Then for each of your computers, write down a descriptive name for the computer
name specific to that computer. For example, “POS1” for point of sale computer
number 1 or “Server” for the computer that hosts the database. Make sure that your
computer names are unique, and do not contain spaces or apostrophes, and is 15
characters or less.
Now, for each of your computer names, write down the appropriate TCP/IP address.
An example of a TCP/IP address is “192.168.0.1”. The following is an example of a
network setup. Under the computer named “Server”, you would write down
“192.168.0.1”, then under the second computer name, you would write down
“192.168.0.2”, and then under the third computer name, you would write down
“192.168.0.3”, and so on for each station assigned to the network. These are common
IP addresses used in a network setup.
Chapter 2: Hardware Setup
19
Lastly, we will write down the TCP/IP net mask IP address for all of the connected
computers. If you have used the IP addresses listed above as your computers’ IP
addresses, then you can write down the subnet mask as “255.255.255.0”.
Now you’re ready to begin a Windows® network configuration. Power on your
network hub or switch, computers, monitors, and any other attached peripherals if not
already done so.
(Note: This procedure is to be repeated for each computer) When Windows® has
fully loaded, locate the Control Panel in the start menu. Depending on what version
of Windows® you are running determines where it will be located. See Windows®
Help if you are unable to locate it in your version.
Find the Network icon and launch it by double clicking on it. The network properties
dialog screen will appear where you will configure your network.
(Note: If you are using Windows® XP you will first have to select which network
connection you want to work with, and then select the properties of that connection to
get the properties dialog screen.)
You will first need to enter or modify the Computer Name and Workgroup Name as
described earlier for this computer. Click the Identification tab to go to this screen.
Then in the Computer Name and Workgroup fields, enter the appropriate names
you have already assigned each computer in the earlier preparation step. (Note:
Again if you are using Windows® XP this information will be in the properties of
My Computer. Click the Change button to change this info.)
Next, you will need to install the network protocols and services. Click the first tab
named Configuration. Verify that the following items have been installed in the box
labeled The following network components are installed:
•
Client for Microsoft Networks
! To add the above client, click the Add button. A pop up dialog screen
will appear, called Select Network Component Type. Click the first
choice Client, and then click Add button located in the upper right
hand corner of this dialog screen. Once you clicked this Add button,
another pop up dialog screen will appear called Select Network
Client.
In the left box called Manufacturers, select Microsoft, and then in
the right box called Network Clients, Click the Client for Microsoft
Networks option, and then Click the OK button when finished.
Chapter 2: Hardware Setup
•
•
20
Dial-Up Adapter (Modem)
! This item should already be installed if you have a Modem on this
computer and your Modem driver was successfully setup earlier. If
you do not see this item in the list and you have a Modem, then your
Modem may not be installed correctly. By default Windows® usually
installs this item for you.
Ethernet Card (NIC) Brand Name based Ethernet Controller
! This item should already be installed if your network card and driver
was successfully setup earlier. If you do not see this item in the list,
then your network card or driver may not be installed correctly.
•
TCP/IP -> Dial-Up Adapter
! These are the TCP/IP settings for your modem. These settings should
not need to be changed and are only for using the Internet.
•
TCP/IP > (NIC Brand Name) based Ethernet Controller
! This item should be installed already in most cases. If it is not present
you will need to Add the TCP/IP protocol in order for your computers
to communicate with each other. To perform this click the Add button
in the Network dialog screen. A popup dialog screen will appear.
Find the Protocol entry, select it, and then click the Add button to
continue. Once the Select Network Protocol dialog screen appears, in
the left box named Manufacturer, select Microsoft. Now in the right
box named Network Protocols, select TCP/IP. Then Click the OK
button to finish your selection. The reason we favor TCP/IP over
NetBEUI is that TCP/IP is a very popular protocol used in networking
and is also used to run the Internet.
Now that you have added all the necessary network components to this computer, you
are now ready to specify this computer’s IP address and net mask address. While in
the Network dialog screen, select the TCP/IP (NIC Brand Name) based Ethernet
Controller item (NIC Brand Name is the placeholder for the name of your network
cards’ brand name) and then Click the Properties button. You will see the TCP/IP
Properties dialog screen appear, make sure you’re in the IP Address tab. Check the
Specify an IP address radio check box, and then enter the appropriate IP and subnet
mask (or net mask) addresses into the IP Address and Subnet Mask fields. Refer to
your preparation paper under this computer name to find out what the number will be.
Once finished, Click the OK button to save the changes.
The last step in completing the network configuration for this computer involves
sharing your files and printers. Once you’re back to the Network dialog screen,
Click the File and Print Sharing button on this screen. When the pop up screen
appears, check both options I want to be able to give others access to my files and I
want to be able to allow others to print to my printer(s). Then Click the OK
button to save the changes.
Chapter 2: Hardware Setup
21
Security Warning: If your network is connected to the Internet you should
install a Firewall, either hardware or software based, to prevent a potential
outside attack. This is especially true when using File & Print Sharing
capabilities.
At this point, you will be back to the Network dialog screen again. Now for the
Primary Network Logon option, choose either the Client for Microsoft Networks or
the Windows® Logon. The main difference between these two is that the Windows®
Logon will automatically log you in to Windows® without asking for user name or
password.
When all this is done, you can now finally Click the OK button in the Network dialog
screen. Windows® will pop up a confirmation screen asking you if you wish to
restart your computer. Select Yes to restart this computer which will register and
complete the changes you have made to the Network settings. The network
configuration will only take effect once you have restarted your computer. While this
computer is restarting, you may now go to your second computer on your list to
configure that one. You will follow the exact steps for each and every computer you
have on your POS network.
Shared Folder Setup
Once you have setup your network, you’re now ready to designate a folder as Shared
that will contain your restaurants’ database. All other client computers on your
network will connect to the database contained in this shared folder. This folder will
be on the designated Server computer where the NextPOS™ database is installed by
default under C:\Program Files\NextPOS Corporation\NextPOS for Restaurants\
“name of your restaurant here”.mdb. For example “NextPOS.mdb” would be the file
name.
Once you see this folder, select this folder icon and then either Right click with your
mouse or press Shift + F10 on the keyboard to trigger the popup menu. In the popup
menu, select the Sharing menu item now.
When the sharing dialog screen appears, you will select the Shared As option first.
Then the majority of the following screen will be enabled. Type in a shared name
such as “Data” in the Shared As field. The shared name should not have any spaces
or apostrophes.
Next, for the Access Type, select Full. For the Passwords field, you may leave it
blank. Click the Ok button now to save your changes.
Now if you take a look at your folder, there should be a hand underneath this folder.
This indicates that this folder is now designated as a Shared folder.
Chapter 2: Hardware Setup
22
Testing Network Configuration
Now that you have configured the network, you’re ready to test to see if the network
is operational. There are two tests that you can perform. The first test is to use the
Ping command in MS DOS™. Click on the Start button now, and then select the
RUN option. Now type “Command” in the open field of the Run dialog screen. You
will now see the MS DOS™ screen appear. Go ahead and type in “PING xyz”,
where xyz is the name of a remote computer name that you have specified earlier in
the setup. For example, use “Ping POS1” then press the Return key to issue the
command. Wait and see if there are any replies. Also, check out the Packet Loss
information, this value should be zero to notate that your network is successfully
configured. If your Ping results returned failures, then try another remote computer
name. If the problem persists, then your network may not be correctly configured.
Now you will need to consult with the Windows® network troubleshooter or a
qualified network technician to check out your problem. However, if you have
followed the procedures as outlined, your network should be running properly.
The second method of network verification is to Double Click the Network
Neighborhood icon (or My Network Places if in Windows® ME, Windows® 2000,
and Windows® XP). Then you should be able to see all of the other computers on
the network at this point. If you then Double Click on any of the computers listed,
you should be able to access that computer’s shared folders. (On Windows® ME,
2000, or XP, you will need to Double Click the Computers Near Me icon first
before the connected computers will show up) If the selected computer does not have
any shared folders, then you may simply see a blank screen. Under no circumstance
should you see any error message screen telling you that the computer is not
accessible. If you do see any type of error message screen, then Windows® is trying
to tell you that the network is not properly configured. If this happens, of course, you
will need to consult with Windows® network troubleshooter or a qualified network
technician to check out your problem. However, if you have followed the procedures
as outlined, your network should be running properly.
Although the network setup and configuration procedures are quite simple, an
experienced computer technician may be able to help you set up the network faster.
So, if you have any doubts as to the installation of the network, then it may be
beneficial to have a qualified technician around to assist you or complete the job for
you.
Also, the Windows® network installation help information should be referenced
during your network configuration if you should have any questions.
When configuring network under Windows® NT 4.0, Windows® 2000 Professional,
and Windows® XP Home/Pro the configuration screens and options may be a little
different than what is shown in this section. But the general concepts that we have
discussed still apply. If you are unsure on how to properly configure the network,
refer to the Windows® help file.
Chapter 2: Hardware Setup
23
Setting Up Touch Screen Monitor
Touch screens are simply a marvelous technology that will help you save time and
increase productivity. It removes the need to use the keyboard by allowing you to
directly touch the screen on the monitor to specify different actions. If you do decide
to remove the keyboard however, be sure to use a keyboard terminator on the
keyboard port. The Touch screen technology has propelled the point of sale industry
into a new era, allowing for simplified order entry and faster customer service.
Before you start benefiting from the touch screen technology, you will have to install
it. A touch screen monitor or LCD display comes with either serial or USB adapter
cable. In addition to plugging the power and the VGA cables into the appropriate
locations, you will need to plug either the serial or USB port for the touch sensing
feature.
The serial or USB cable carries the touch coordinate signal from the monitor to the
computer. Once the touch coordinates arrive in the computer, then the touch screen
driver installed in Windows® translates it into mouse coordinate movements or
actions.
We normally recommend touch screens with ELO 5 wire analog resistive touch
technology and a serial interface to the computer. To install your touch screen
monitor or LCD display, you will need either an available serial or USB port on your
computer. So, for example, if you have serial interfaced touch screen unit, then you
will need an available serial port on the computer.
To power on your touch screen you will need to check a few things.
1. Be sure the power cord is plugged into a surge protector or power strip
2. Verify the VGA cable is connected to the VGA port on the back of the
computer.
3. Verify the serial cable is connected to the serial port on the back of the
computer.
4. You’re now ready to power on your touch screen monitor or LCD display and
the computer.
At this point, your touch screen monitor should be operational, with the exception of
the touch capabilities. The touch capabilities will be available once you have
installed the touch screens’ driver software. If at this point your monitor is not
displaying any information or screen images, check the cables. If everything else
seems to be correct, then you may have a defective monitor or LCD display. Contact
your touch screen monitor or LCD display vendor for repair or replacement.
The touch screen driver is basically a mouse emulation program for your specific
touch screen. Whenever you touch the screen it will treat the touch as a mouse
action, and the will carry out the appropriate mouse actions for you. You must install
the appropriate touch screen driver for your touch screen to respond to your touches.
Chapter 2: Hardware Setup
24
To install the touch screen driver, insert the driver diskette or CD-ROM provided by
your touch screen manufacturer or vendor. You can also download the latest touch
screen drivers from the appropriate manufacturer by visiting their website. If you
have any concern as to where to obtain the latest driver for your touch screen, contact
your vendor who sold you the touch screen monitor or LCD display. If the driver is
not provided with your touch screen, then you should also contact the company where
you purchased the touch screen.
To complete the installation of your touch screen driver, simply follow the
instructions provided by the touch screens manufacturer. Every driver installation is
different, and therefore we will not go into the exact details of installing the driver
itself. If you have trouble getting the touch feature to work after your driver is
installed and the computer has been restarted, please contact the touch screen
manufacturer or your vendor for further technical support. However, please take note
that when you restart your computer, the monitor must be turned on prior to the
computer booting up. This is required for most touch screens, since the computer
must initialize the touch mechanism in the touch screen when it restarts.
Once your touch screen is fully operational, you will need to perform the screen
calibration. Screen calibration is a feature of the touch screen driver. It allows you to
teach the touch screen to be more accurate. You can usually find the touch screen
driver program in your Windows® Control Panel. Once inside, look for the Touch
Screen icon. If it is not located in the Control Panel, refer to the user manual that
came with the touch screen.
For example, if you have an ELO touch screen, here are the steps to perform the
screen calibration. Click Start > Settings > Control Panel. Once inside the
Control Panel explore the screen and locate the ELO Touch icon and Double Click
on it. Once inside the ELO touch screen driver program search for a button called
Calibration. Click this button to launch the screen calibration. When the screen
calibration starts, you will be prompted to touch the Bulls Eye target. Simply follow
the instructions to complete the screen calibration. Since most of your staff will be
standing up while using the touch screen be sure to do the calibration of the touch
screen standing up. Standing up and sitting down makes a huge difference in the
calibration.
Chapter 2: Hardware Setup
25
Setting Up Light Pen Device
Light pens are the alternative to touch screens. If you already have regular CRT
monitor, and don’t want to spend more money to get a touch screen monitor
replacement, then you may want to take a look at light pens.
Light pens work with a normal monitor (non-touch capable) and magically use the
attached pen to point to the monitor screen as if you’re using a touch screen. The
usage principal is identical to that of a touch screen, with the one exception. You will
use the light pen to point toward the screen rather than using your finger.
The biggest benefit of light pens is its cheaper cost when compared to touch screen
monitors. The replacement cost is also much lower. Plus, it is screen size
independent. So, you can use the same light pen on a 14 inch monitor, or a 21 inch
monitor, its your call. The only catch is that light pens cannot, and we repeat once
again, it cannot be used with a LCD display. That means you cannot buy a light pen
and attempt to use it with your laptop LCD screen or a stand-alone LCD display
monitor. Just for clarification, CRT monitors are those that are big in size, and you
need two hands to lift it! The LCD is the thin monitor display that is visually
appealing and lightweight!
Light pens come with various interface options, and may support various operating
systems. We believe that the easiest and most versatile light pen will be one that is
External Serial model. This is a light pen that is self contained, and comes with a
serial cable adapter for your computer serial port. The main benefit is that there will
be no need to open your computer case, and the only thing you need is an available
serial port on your computer to be used for the light pen device.
Assuming you have an External Serial model of a light pen, all you have to do to
setup it up is to connect the serial cable to your computer’s available serial port.
Then, you will install the light pen driver provided by the light pen’s manufacturer.
After a few minutes, you should be able to start using your new light pen. For
example, if you take the light pen and point toward the Windows® Start menu
button, then touch the light pen to the monitor, the Windows® Start menu will pop
open, just like a touch screen.
Light pens are the next best thing to touch screens. So, if you have a small budget
and wish to save several hundred dollars, then take a look at light pens. You can visit
www.microspeed.com for their line of light pen devices available.
Chapter 2: Hardware Setup
26
Setting Up POS Printers
Before you will be able to start printing receipts from NextPOS for Restaurants™,
you will need to set up the printers in the Windows® Printer Folder first. Just like
most other Windows® based programs, NextPOS for Restaurants™ also
communicates with the Windows® Printer Spool for management of the print jobs.
The reason for this is to allow a print job to be redirected to another available printer
if the printer currently trying to print the receipt is out of paper or cannot print for any
reason. When this happens you will receive a message in the system telling you the
printer is unavailable and will then allow you to print to different printer.
Note: The print redirect will only work if ALL the systems are either Windows
98/ME or 2000/XP. You cannot have a mixture of Windows 98/ME and Windows
2000/XP machines. They use different methods of print redirect and are not
compatible.
You will need to setup each of the printers that you wish to access from this current
computer station. This includes a network printer resource or a locally attached
printer. The following are steps to adding your printer to the Windows® Printer
Folder.
1. Click the Start button located on your Windows® Taskbar. Then go to the
Settings > Printers. Click the Printers menu item choice to see which printers
are installed on this computer and the network.
2. To add a new printer, whether local or networked, Double Click the Add
Printer icon. The Add Printer Wizard window will appear. Follow the
instructions presented by the wizard to complete the installation of your new
printer. Near the completion of the wizard, you will be prompted to print a
test page. Be sure to print the test page in order to make sure that you have
installed the printer successfully.
3. During the installation of the printer, if you do not have the printer driver
software from the manufacture, you may still install the printer with the
Windows® “Generic Text Only Printer” driver instead. The functionality of
your computer will be the same although we cannot guarantee the printer will
function as it would with the proper driver installed.
4. If other computers on the same network will use this printer, after the
installation is complete, you need to turn on its Printer Sharing feature. Right
Click on your printer icon that you have just created inside the Windows®
Printer Folder. In the popup context menu, Check the radio button called
Shared As. Leave the share name of this printer to whatever Windows®
enters by default.
Chapter 2: Hardware Setup
27
TIP: If you do not have the printer driver for your specific type of printer, then you
can try and use the Windows® “Generic Text Only Printer Driver” instead. Again
this is not a recommended course of action but it is a possible work around. Again if
you need assistance in installing this type of printer refer to the Windows® help file.
TIP: You should choose Parallel printer instead of the Serial printer if possible. A
Parallel printer is much easier to install and maintain. With Serial printers, you will
need to make sure you have the right cables, the matching port settings, and the right
flow control. To save time and effort, we strongly recommend the parallel printer
over the Serial printer. If the parallel printer needs to go beyond 25 feet in distance
then you will need an extension kit. Please read the next section about setting up a
parallel printer for further instructions on how to do proceed.
TIP: Ethernet based printers can be used and have been reported by customers as
working with our system. However, we have not tested and do not provide support
on configuring or troubleshooting these types of printers.
WARNING: Serial printer cables should not go beyond 50 feet of distance. It is
recommended that Parallel printer cables should not go beyond a 25 foot distance, as
a specialized parallel cable extension device will be required. Please refer to the
section on parallel printers for further explanation.
Serial POS Printers
Although Serial printers are a bit more difficult to set up, NextPOS for Restaurant™
software still supports it. In order for the serial printer to work properly, you must
first have the correct cabling. If you don’t have the cable that was distributed along
with your Serial printer, you will probably have to get the serial cable from you local
computer shop.
Depending on the type of Serial printer you have, you may need a Null Modem
Adapter in addition to your regular serial cable. This is especially true if you have
purchased the cable separately from the printer. The Null Modem Adapter simply
crosses your serial cable wires for you so that your printer will function properly.
Once you have the correct type of cable, you will need to install the printer to your to
your Windows® Printer Folder. For instruction on how to accomplish this, please
refer to Setting Up POS Printer or the Windows® Help file on installing printers.
When the printer has been successfully installed to your Windows® Printer Folder,
you’re now ready to configure your Serial printer to the match port settings and flow
control. Please refer to your printer manual for how to find out your current printer
flow control and port settings.
Chapter 2: Hardware Setup
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After getting the flow control and port settings from your printer, you will need to
then match it with the serial port assigned to your printer. Make sure that the flow
control and the port settings on both ends match exactly. Also, the flow control
normally should be set to Software Xon/Xoff.
For example, a Star Micronics Serial printer usually will print correct if the computers
serial port flow control is set to Xon/Xoff, and its own flow control is also set to
Xon/Xoff.
When you are finished setting up your Serial printer, make sure you try to print a test
page. This will verify that you have successfully installed the serial printer, and it is
working properly. If you have any doubts about setting up the Serial printer, then we
suggest you either have an experienced computer technician who understands devices
do it for you, or simply go with the Parallel printer models instead.
Parallel POS Printers
Setting up a parallel printer is very simple. Find the parallel port on the back of the
printer and attach the parallel cable to this port. Then plug the other end of the cable
in to the parallel port on the computer itself.
After you have finished plugging in the cable then you can proceed with the steps
described above on setting up a POS printer in the Windows® printer folder.
Although parallel printers are much simpler to set up and maintain than a serial
printer, it does have a distance limitation of 25 feet. If you want to use a parallel
printer and it is going to go further than 25 feet you will need a device called a High
Speed Parallel Line Extender.
This device is made by a variety of different companies. One company to check out
is at www.aten-usa.com. Their product is called the High Speed Parallel Line
Extender. This kit includes two devices. One is the IC-164T and the other is the IC164R. Each of these devices will plug into the appropriate ports on the computer or
printer. For example, the IC-164R device will plug into your Parallel port on your
computer, while the IC-164T will plug into your Parallel printer port on the printer
itself. (Figure 1.0)
Chapter 2: Hardware Setup
29
Figure 1.0
High Speed Parallel Line Extender
To connect these two extension devices together, you will use a Four-Wire (RJ14)
telephone cord with its plug wire twisted. This telephone cord could be purchased at
any hardware and department store inexpensively. Just plug the phone cord into each
of the devices’ telephone (RJ14) plug. This replaces your Parallel port cable, and will
allow you to go to a distance of almost 1000 feet, according to the manufacturer!
Printer Driven POS Cash Drawer
Printer driven cash drawers are the easiest and most affordable cash drawers for you
to implement in your setup. It has a cord that looks like either a RJ14 or RJ45 but is
actually a cash drawer kick out interface cord.
This drive kick out cord (also called a Peripheral cord) will connect to your
compatible POS receipt printer drive kick out port. Your POS receipt printer will
open this cash drawer by sending the appropriate power voltage to the cash drawer
via this drive kick out cord.
When purchasing the printer driven cash drawer for use with your POS printer, make
sure that the POS printer is compatible with your printer driven cash drawer. Due to
the different drawer kick out interfaces by different manufacturers, if your printer
driven cash drawer is not compatible with your POS receipt printer, then you will not
be able to open your cash drawer.
Chapter 2: Hardware Setup
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To connect your printer driven cash drawer to your printer successfully, you must
connect the drive kick out cord’s appropriate plugs into the correct printer kick out
plug port. Usually, the cord will have one end marked as “To Printer”, and the other
end may be marked as “To Cash Drawer” or something to that effect.
In addition to plugging the cord appropriately, you will also want to prevent using
any kind of line coupling. For example, if the cord that came with your cash drawer
does not reach your POS printer, then you must get another cord that is the correct
length. You cannot couple two or more shorter lines together with a line coupler.
Doing so will cause your cash drawer not to open at all!
Warning: If the printer driven cash drawer is not compatible then the cash drawer
will not open. Be sure that your printer driven cash drawer is interfaced to work with
your POS receipt printer. To ensure this, when you order your printer or cash drawer,
let the vendor know the make and models you are using so they will be compatible
with each device they are interfacing with.
Serial Cash Drawer
Serial cash drawers are also quite simple to set up as well. Instead of connecting the
cash drawer to the printer you will connect it to an available Serial port on your
computer. The main benefit of using a Serial cash drawer as opposed to a printer
driven cash drawer is that all POS computers can have their own cash drawers while
sharing the same POS receipt printer available on the network.
To set up the Serial cash drawer, simply plug the Serial cable into your available
computer serial port. Make sure that no other serial devices will be using this
computer Serial port. You cannot share this Serial port with any other Serial devices.
Afterwards, go to Windows® Control Panel > System > Device Manager, and then
select Ports. Locate the Serial port which will be called Com 1, 2, 3, or whichever
port the device is attached to. Right Click and go to its Properties. Inside the
Properties screen, configure its port settings to that of the Serial Cash Drawer port
settings.
For example, if your Serial cash drawer port is set to 9600, N, 8, 1, you will want to
match this setting for the computers’ serial port. For further information on setting up
the serial cash drawer please refer to the manufactures installation manual or visit
their website.
WARNING: Never share your Serial cash drawer port with any other Serial devices.
If you do, you might cause your system to crash because of port conflicts.
Chapter 2: Hardware Setup
31
Setting Up Serial Customer Pole Display
NextPOS for Restaurants™ also has support for Serial Customer Pole Displays.
These are used to show the customer what items are being ordered, the change due
amount, or other customer feedback information.
When ordering your customer pole display from your hardware vendor, make sure
you order a pole display that will support the Serial interface. In addition, you also
want to make sure that your pole display has support for the UTC command mode.
There might be two modes of operations. UTC Standard or UTC Advanced. If you
are having problems getting the pole display to work with our software, contact the
vendor or the pole display and obtain the control codes for the pole display before
contacting NextPOS. This will help in troubleshooting the pole display.
To setup your pole display, simply plug it into your computers available Serial port.
Make sure that your serial port settings match the settings from the pole display.
Again do not share the serial port with any other device.
Recommended hardware for this is the Logic Controls PD3000.
Chapter 2: Hardware Setup
32
Setting Up Keyboard Interfaced Magnetic Ink Check Reader (MICR)
Magnetic Ink Check Reader (MICR) is used
to quickly enter in your customers’ checking
account number and their bank routing
number. This device will be useful if you
plan to use NextPOS for Restaurants™ Bad
Check Tracking feature. Rather than having
to key in your customers’ checking account
bank routing number and checking account
number from the check, you can simply run
the check through the MICR reader.
Only the keyboard interface MICR reader
will be supported by NextPOS for
Figure 1.1
Check Scan Screen
Restaurants™. The setup process is really
simple. The MICR reader will come with a
splitter cable for your keyboard. Your existing keyboard will plug into the one of the
designated splitter plugs on your MICR readers’ cable. The other splitter cable plug
from your MICR reader will be connected to your computers’ keyboard port. No
software or custom configuration is necessary. When you are using the software and
come to the screen shown in Figure 1.1 you would use the MICR reader to scan the
check instead of manually entering in the info.
Setting up Keyboard Interfaced Magnetic Strip Reader (MSR)
Magnetic Strip Reader (MSR) is used for reading credit
cards for EFT purposes, employee access badge, or
customer account cards. NextPOS for Restaurants™
software can utilize the MSR reader in conjunction with
appropriate cards for use in employee access control,
frequent diner account, guest charge account, gift card, or
simply using it for integrated credit card processing
swipes. The MSR card readers must support track 1&2
operation. Most MSR card readers can be configured to
use this type of operation by referring to the user manual of
the device. Other notes for cards that can be used with the
MSR readers are:
! Cards with a maximum of 254 characters of data
Figure 1.2
! Information on the cards must start with a SemiMSR Cards
colon (;) and end with a Question mark (?).
! For quicker operation when using the POS system,
keep the information on the cards to fewer than 10 characters. The longer the
codes, the longer the person has to stand waiting for the information to be entered.
Chapter 2: Hardware Setup
33
Only the Keyboard interfaced MSR readers are supported by NextPOS for
Restaurants™ software. The setup process is really simple. The MSR reader will
come with a splitter cable for your keyboard. Your existing keyboard cable will plug
into one of the designated plugs on your MSR readers’ cable. The other splitter cable
plug from your MSR reader will be connected to your computers’ keyboard port. No
software or custom configuration is necessary! If you have multiple devices that need
to use the keyboard port, you can daisy chain them together.
For more information on MSR cards and equipment on making your own cards for
the readers please visit www.cardimaging.com or www.hdcwholesale.com
Setting Up Keyboard Interfaced Barcode Reader
Barcode readers are used for quickly scanning an item or ticket where the barcode
appears. This will reduce the key entry time. For example, to quickly search orders,
you can scan the customer receipt barcode. (Known support on Epson TM-T88II/III
and TM-T90 Printers)
Only the Keyboard interfaced barcode reader is supported by NextPOS for
Restaurants™ software. The setup process is really simple. The barcode scanner will
come with a splitter cable for your keyboard. Your existing keyboard cable will plug
into one of the designated splitter plugs on your barcode readers’ cable. The other
splitter cable plug from your barcode reader will be connected to your computers
keyboard port. No software or special configuration is needed. If you have multiple
devices that need to use the keyboard port, you can daisy chain them together.
The barcode readers have many functions in our software. They are used in inventory
receiving, receipt searches, menu item identification, delivery orders, discounts,
frequent diner tracking, and purchase orders.
Setting Up YES-TELE Identifier Caller ID Monitoring Box
The YES-TELE Caller ID box is a Serial Caller ID box that comes in 2, 4, and 8 line
models. It is very simple to setup and can prove to be a great tool for your restaurant.
The YES-TELE box can be purchased from www.yes-tele.com.
To set up the Caller Id box the first thing that you need to do, is plug the phone lines
into the back of the Caller Id box. Next, take the serial cable that came with the
Caller Id box and plug one of the ends of the cable into the back of the caller id box,
then take the other end of the cable and plug it into an available serial port on the
back of the computer. Last plug the power cord into the Yes-Tele Caller ID box
where you want the Yes-Tele box to be located. The Caller ID box does not have to
be at any certain computer, but if you are running a server you will want to put it on
the sever computer. This will allow all computers to see the Caller ID information
when a call comes in.
Chapter 2: Hardware Setup
34
After you have all the phone lines plugged into the box and the box is hooked up to
the computer, then the next step is to configure the Caller Id box. On the computer
with the Yes-Tele Caller ID box, go to the Back Office of the NextPOS for
Restaurants™ software. Go to Station Settings and Click on the Port Settings tab.
In the Caller ID Com Port field, use Com port the caller id box is hooked up to. In
the Caller ID Init String field choose the YES-TELE Caller ID Box.
To have the Caller ID feature work on all computers on the network you must specify
where the Caller ID box is located. This is usually on the server computer. Go to the
Back Office > Store Settings > Other > Additional Preferences > Page 3. Next
find the field that says Server Computer Name. In this field, enter the name of the
server computer which you determined earlier in the manual. Next is the Server
TCP/IP Address. Here you will enter the TCP/IP address for the server computer.
The field that says Server TCP/IP Port # can be left blank or you can use any
number greater than 1000. The port number is used mostly by network administrators
who are using firewalls and should not be an issue for most installations.
These TCP/IP and server name settings also affect other features in the software.
Some of them are:
! Delay Send feature
! Price changes, menu item changes, menu modifier changes, and any other
changes done on the fly while in operations.
NOTE: If you have any more questions about TCP/IP, refer back to the networking
section of this manual.
Other Caller ID modems that have been tested and are known to work with our
software are:
! US Robotics™ Model number 3CP263595
! US Robotics™ Sportster Voice 56k Faxmodem Model number 00178400
! Taicom V.92 56K Internal Modem P/N: 82100005
Chapter 2: Hardware Setup
35
Microplus Kitchen Video System For NextPOS
NextPOS for Restaurants™ does not have its’ own kitchen display interface but there
is a company that has built an interface with our software. If you are in need of this
type of interface contact:
Microplus Inc.
527 Keisler Dr.
Suite 102
Cary, NC 27511
E-Mail [email protected]
Phone # 919-816-9222
Fax # 919-816-9555
http://members.aol.com/microplus1/john001.htm
Label Printer
NextPOS for Restaurants™ does support printing to a label printer for customer
labels, pizza labels, and barcode labels. The printer that is supported and known to
work is the Eltron TLP 2742. The labels used for printing are 1” x 3” vertical labels.
These labels come out long ways from the printer, not horizontal. Be sure to set up
the label size in Windows® for this printer as being 1” x 3”. To do this, go to the
Windows® Printer folder and select the label printer properties. Find the printer
paper properties and change it to 1 x 3.
Chapter 3: Software Setup
36
Installing NextPOS for Restaurants™
The installation of the NextPOS for Restaurants™ is
very simple and straightforward. Please follow the
instructions listed below for a quick and painless
install. If you are installing over a network, then you
must know the network path where the setup file is
located.
Figure 1.3
Splash Installer Screen
1. Insert the NextPOS for Restaurants™ software
installation CD into your computers CD-ROM
drive. (If you are installing this over your local
area network, then simply go to the network folder
that contains the software installation file.)
2. Once you insert the CD, the NextPOS install Splash Screen will appear.
(Figure 1.3) There are several different choices on this screen so please be
sure you select NextPOS for Restaurants™ Full version to be installed.
3. After you select NextPOS for Restaurants™ Full version from the splash
installation screen, you will be presented with the End User License
Agreement. Read this agreement carefully before proceeding. Follow the
instructions on the following series of screens to complete the installation
process. When in doubt and to help us support you better when you have
questions, you may want to go with the default configuration.
4. Once the installation completes then be sure to restart your computer if it
prompts you to do so.
5. Congratulations! You have just successfully finished installing NextPOS for
Restaurants software
Upgrading NextPOS
If NextPOS releases an update to the software and you have a valid support contract
and would like to install it, please follow the steps below to complete the upgrade.
1. Download the update from our website or obtain an updated CD by ordering it
from NextPOS.
2. Backup your database before continuing.
3. Use the install file from the internet or the purchased CD to run the installation.
4. Install NextPOS to the same directory where it was previously installed. This will
remove the old files and replace them with new files. If you install to a different
location, there will be two copies of NextPOS on the system and will cause
problems when using the software.
5. Check to make sure everything is where it should be in the software and
everything should be updated!
Chapter 3: Software Setup
37
Proper Screen Resolution
To efficiently operate your NextPOS for Restaurants™ software, we strongly
recommend that you change your Windows® display settings to the suggestions
mentioned below. You can still use NextPOS for Restaurants™ with a different
display configuration but for the best and most efficient results use the suggested
settings below.
800 by 600 Resolution
In order for all of the screen components in NextPOS for
Restaurants™ to fit properly, you must change the screen
resolution to 800 by 600 pixels. To do this:
1. Right Click your mouse button anywhere on the desktop
where there isn’t an icon and then with the left mouse button
select Properties.
2. Click on the Settings tab and change the Screen Resolution
to 800 by 600 pixels. (Figure 1.4)
3. Click the Apply button.
Figure 1.4
16 Bit Color Palette or Better
Although not required, we do recommend that you set your color depth to 16 Bit or
higher for better graphics display on your computer. To do this:
1. Right Click anywhere on the desktop where there isn’t an icon and then with
the left mouse button select Properties.
2. Go to the Settings tab, and change the Color Quality, to 16 Bit or higher
color.
3. Click the Apply button.
Small Font 96 DPI
You will also need to make sure your computer’s font is set to Small Font 96 DPI.
To do this:
1. Right Click anywhere on the desktop where there isn’t an icon and then with
the left mouse button select Properties.
2. Choose the Settings tab and click the Advanced button to change the font size
attribute.
3. Click the Apply button. (On Windows® 95 machines the font size is seen
directly on your Display window.
Chapter 3: Software Setup
38
Keep the Taskbar on Top of Other Windows Taskbar option
(Figure 1.5)
By default the Windows® Taskbar will be set so that it is always
on top and present. With NextPOS it is much easier and safer to
have the taskbar not set to Always On Top. Please refer to the
following page for additional settings that should be enabled for
the task bar. To do this:
1. Right Click on the Start button.
2. Select the Taskbar tab.
3. Make sure the box that says Keep the Taskbar on Top of
Other Windows is NOT checked.
Figure 1.5
TIP: If you have trouble with the above configurations then either have an
experienced computer technician do it, or refer to the Windows® Help.
Setting the Taskbar to Auto Hide
For ease of use and to ensure that you have the best possible display, you will need to
set you Windows® Taskbar to Auto Hide. Setting the Taskbar to Auto Hide is also
useful for keeping users from launching other programs while using NextPOS. By
doing this, whenever the mouse cursor is NOT on the taskbar, then the taskbar will be
hidden from view. Keep in mind, if the user has access to a mouse they can get into
Windows®.
To do this:
1. Right Click on the Windows® Taskbar then select Properties.
2. Check the Auto Hide check box.
3. Click the Apply button.
Special Care When Uninstalling Any Software
In Windows®, some software programs have shared
components with other software and if you get rid of these
shared components then you may cause the NextPOS for
Restaurants™ software to work incorrectly or even worse,
not at all.
Figure 1.6
Add or Remove Programs
To prevent this from happening, whenever you are
Uninstalling a program and the program says something to
the effect of, “This program has shared components with
another program, do you want to uninstall the shared
components” make sure that you Click NO I DO NOT
WANT TO UNINSTALL SHARED COMPONENTS.
Chapter 3: Software Setup
39
Note: If by accident you do uninstall a shared component, don’t worry, you can fix it.
What you have to do is REINSTALL the NextPOS for Restaurants™ software to
replace the deleted components.
Registering NextPOS for Restaurants™
The very first time that you launch your software, you will get a product registration
window prompting you to enter your product registration and validation key.
To register your software and receive your validation key please contact NextPOS
Corporation by either calling in at 209-533-3711 or you can send in a request for
registration via email at [email protected]
The product registration is quite simple and quick. Just follow the instructions below
for a quick and easy registration. (Figure 1.7)
1. In the NextPOS For Restaurants™
Product Registration window, enter
your Restaurants name, Street address,
and Telephone # EXACTLY as you
have registered it with NextPOS
Corporation. It is letter sensitive so be
sure the info is totally correct. (the street
address should be just the address, no
city or zip should be entered)
2. Locate the Dynamic License #. Verify
that it matches the Dynamic License #
NextPOS Corporation has on record.
Figure 1.7
Product Registration Window
3. Once your Dynamic License # matches
the one we have on record, enter the
Validation Key.
4. Click Register
5. If the registration was successful you will get a message stating so. If not,
verify the dynamic license #’s do match and your restaurant info is entered the
same EXACT way that you registered it with NextPOS Corporation. If you
are still unsuccessful please contact NextPOS Corporation for further
assistance.
6. Repeat these steps for ALL of your computers running NextPOS. You will
use the same registration info and validation key for all the licenses.
Chapter 3: Software Setup
40
If you ever need to change your restaurant telephone number or name, you MUST
contact NextPOS Corporation so that your registration can be updated to reflect the
change. If your restaurant ever changes hands or address you also MUST contact
NextPOS Corporation and a License Termination Agreement will have to be signed
and a fee will need to be paid. These will need to be mailed in to make it a legal
change, so that the license can be registered again under the new information.
Selecting the Startup Database File
(Figure 1.8)
After the registration process you will be
prompted to select your startup database
file. Once you are prompted to do this you
will see that there are 3 choices. One of
these choices is Start With Demo
Database. You will select this choice if
you would like to start using the preprogrammed demo database. It is also a
good idea to check this box if you are not
yet familiar with configuring or using
NextPOS for Restaurants™.
Figure 1.8
Database Selection Window
Your next option is to Create A New Blank Database. Select this choice if you
would like to begin creating your own database specific to your Restaurant. When
you select this option you will be prompted to enter the name of your restaurant. This
will also be the name of the database file kept on your computer in the NextPOS for
Restaurants folder which has all your restaurant info. Remember what you use for
the name as it may be needed in the future for troubleshooting purposes.
The last choice is the I Will Select My Own Database. You will select this choice if
you have already created a database you would like to link to.
Another option on this screen is Always Connect To This Database. You will
check this box if the database you are selecting will be the database you will be using
every time you start NextPOS. More than likely, you will want to check this box
unless you are just using a database temporarily.
Chapter 4: Store Settings
41
Field Name Descriptions
The Store Settings are located in the Back Office. You will use the store settings to
set your preferences for all of your POS stations on your network. All changes made
in the store settings will be reflected on all the other stations once NextPOS is
restarted on those computers. Store Settings are global settings for your entire
establishment.
To access the Store Settings go to the Back Office > Store Settings. In the Store
Settings you will see that there are five tabs. Below is a description of each field in
each of the tabs and what there purpose is. Remember ANY field in Bold writing on
screen is a required field, meaning you must enter the requested information to
proceed.
General Tab
(Figure 1.9)
Purpose: Setting up your basic restaurant
information.
Business Name: Enter your Restaurant
name in this field. This info CANNOT
be changed unless you change your
registration info with NextPOS
Corporation and get a new validation
key.
Tag Message: In this field enter a tag
message that will appear directly below
Figure 1.9
your restaurant name and info on the guest
Store Settings: General Tab
receipt, but it can also be left blank. For
example “the best steak in town” could go
in this field. This field can also be used if you registration name was too long when
registering the software. For example if your name was “The Little Hole in the Wall
Grill and Pub” you could register it as “The Little Hole in the Wall” and use the
“Grill and Pub” in the Tag message.
Site Number: If your restaurant is part of a chain of stores and a site # was issued to
you then enter that number here, otherwise this field can be left blank.
Premise Address: Your physical address that you registered this program under will
appear in this field. This info CANNOT be changed unless you change your
registration info with NextPOS Corporation and get a new validation key. Again
there will be a fee associated with an address change so please keep this in mind
when calling.
Premise Postal Code: Enter your physical zip code here. Once you enter the zip
code the city you have associated with that zip code will appear automatically in the
next field.
Chapter 4: Store Settings
42
Mailing Address: Enter your restaurants mailing address here.
Mailing Postal Code: Enter your restaurants mailing zip code here.
Area Code + Phone Number: Your restaurant telephone number that you registered
will show in this field. This info CANNOT be changed unless you change your
registration info with NextPOS Corporation and get a new validation key.
Default Area Code: The default area code field is where you specify the default
area code that you want to come up anytime a phone number is entered.
Main Menu Logo: This field allows you to choose a picture to display on the main
screen of the POS. To select a picture click on the button with three dots on it and to
remove a picture click on the button with the red X through it. The image size for
this picture should not exceed 1000x1400 pixels.
Sales Tax Rate (%): Enter your restaurants sales tax rate here. The percentage is
expressed as an actual value so you only have to enter the actual number in this field.
For example, if your tax is 8% then enter 8 in this field.
Liquor Tax Percentage (%): Enter your restaurants Liquor tax percentage in this
field.
GST Tax Rate (%): If you are in a country OTHER than the USA, such as Canada,
which uses PST and GST, then you would enter your GST % Rate here. You will
notice that once you enter something in the GST field the Sales Tax field changes to
the PST Tax field, allowing you to enter the PST tax rate as well. If you are in the
USA you don’t need to worry about the GST field simply leave it blank.
GST Item Flag Character: In this field you will put a character that will tell the
system that GST applies to that item. For example, if you input a “#” as the flag
character, then any menu item name with that character in it will have GST tax
applied to it.
GST is Included in Item Price: Check this box if you are using GST and your GST
tax is already included in the item prices.
Show as VAT: Check this box if you want the GST tax to show as VAT. This
feature is used mainly for Australia and the UK.
Tax: Account Number: This field allows you to enter the Tax Account number
issued to your restaurant by the government. This field can also be used to enter any
other tax account information. This information will show up on the top of the guest
receipt. This info can be the ABN number used in Australia or the GST number used
in Canada.
Chapter 4: Store Settings
43
Guest Receipt Message: Enter a message that you want to print on the Guest
Receipt in this field. For example if you wanted the bottom of your check to say
“Thank you and have a nice day” then you would enter that message in this field.
Click Here To Enter Tip Suggestion Percentage: Click this button if you want to
enter a tip percentage suggestion at the bottom of the Guest Receipt. When you use
this option it will ask you for a percentage. If you say 10% then the software will add
a line like “10% Tip, Or The Value Of <10>”. You can edit everything in this line
except the <10>. This info is used by the software to calculate the suggested tip. So
you might change it to say “Please leave a tip of <10>” or something to that affect.
Services Tab
Purpose:
This tab is used in configuring what services
and payment methods you take as well as
other payment related options. Refer to
Figure 1.10
Dine In: You will check this box if you
restaurant offers Dine In services.
Figure 1.10
Store Settings: Services Tab
Alias Name: If you would like to have the
Dine In order type appear as something other
than Dine In then enter that name in this field.
For example if you wanted Dine In to show as
“Sit Down” in the main POS screen then type
“Sit Down” in this field.
Default To Barcode: Check this box if you would like to have the system default to
the barcode entry method in the Order Entry.
Tax Exempt: Check this box if tax does not apply to this order type.
Take Out: You will check this box if your restaurant offers Take Out Services.
Alias Name: If you would like to have the Take Out order type appear as something
other than Take Out then enter that name in this field. For example if you wanted
Take Out to show as “Carry Out” in the main POS screen then type “Carry Out” in
this field.
Default To Barcode: Check this box if you would like to have the system default to
the barcode entry method in the Order Entry
Tax Exempt: Check this box if tax does not apply to this order type.
Chapter 4: Store Settings
44
Drive Thru: You will check this box if your restaurant offers Drive Thru services.
Alias Name: If you would like to have the Drive Thru order type appear as something
other than Drive Thru then enter that name in this field. For example if you wanted
Drive Thru to show as “Drive Up Window” in the main POS screen then type “Drive
Up Window” in this field.
Default To Barcode: Check this box if you would like to have the system default to
the barcode entry method in the Order Entry
Tax Exempt: Check this box if tax does not apply to this order type.
Delivery: You will check this box if your restaurant offers Delivery services.
Alias Name: If you would like to have the Delivery order type appear as something
other than Delivery then enter that name in this field. For example if you wanted
Delivery to show as “Home Service” in the main POS screen then type “Home
Service” in this field.
Default To Barcode: Check this box if you would like to have the system default to
the barcode entry method in the Order Entry.
Tax Exempt: Check this box if tax does not apply to this order type.
Delivery Charge: If your establishment offers Delivery services you will enter the
amount that your establishment charges for Deliveries in this field. This is a global
setting and should not be used if you charge delivery fees on a menu item basis.
Delivery Comp: If your establishment offers Delivery services and you pay
compensation to your delivery drivers then enter the compensation amount here. This
is a global setting and should not be used if you charge delivery fees on a menu item
basis.
Apply Sales Tax on Delivery Charge: This option allows you to apply Sales Tax on
the Delivery Charge.
Apply GST Tax on Delivery Charge: This option allows you to apply GST Tax on
the Delivery Charge.
Apply Liquor Tax on Delivery Charge: This option allows you to apply Liquor
Tax on the Delivery Charge.
Chapter 4: Store Settings
45
Show Driver List When ‘Driver’ is
Clicked: Check this box if you want to
show a list of all your drivers when you
click on Driver in the Main POS Screen
instead of the default login screen. This is
useful feature in speeding up your driver
departures and arrivals. This will however,
allow employees to assign orders to other
drivers and should be used with caution.
See Figure 2.0
Figure 2.0
Driver Screen
Enable ‘Money Drop’ Feature: This
feature is useful if you want your drivers to
be able to settle to a cashier or to staff bank in one batch. For instance, after all
deliveries have been made the driver would perform a money drop and all their
delivery tickets that were open would be settled. Each driver must perform a money
drop if they made deliveries when this option is used. If the driver is using Staff
Bank and someone else creates the order, the order must be transferred to the drivers
Staff Bank. This can be done by reassigning the order to the correct employee using
the Change Server feature in Recall > Edit Order > Misc > Change Server. This
helps keep the money from changing hands more than once which can lead to errors.
Check: Check this box if your establishment accepts Checks as payment type
Visa: Check this box if your establishment accepts Visa credit cards.
MasterCard: Check this box if your establishment accepts MasterCard credit cards.
American Express: Check this box if your establishment accepts American Express
credit cards.
Novus Discover: Check this box if your establishment accepts Novus or Discover
cards.
ATM/Debit Cards: Check this box if your establishment accepts ATM/Debit cards.
Carte Blanche: Check this box if your establishment accepts Carte Blanche as a
payment type.
Diner’s Club International: Check this box if your establishment accepts Diners
Club International as a payment type.
Chapter 4: Store Settings
46
In House Charge: Check this box if your establishment will be accepting In House
Charges as payment type.
Days Due: This drop down list allows you to specify how long the customer has to
pay there in house charges. For example if you specify 15 then the payment will be
due 15 days after that charge is created. If you do not want to specify a due date then
select Due Upon Receipt.
Pref. Tab
Purpose: This tab contains some of the
customization options for your
establishment. (Figure 2.1)
* Indicates the setting is checked by default
Figure 2.1
Store Settings: Prefs Tab
Enable Fast Food Services: This option is
used for fast food type establishments.
Basically if you do not want to track dine in
tables then you would use this option. What
this option will do is take you directly to the
Order Entry screen instead of to the table
selection screen when Dine In is pressed.
*Print Guest Check on Send: This option tells the software to print the Guest Check
whenever the Send, Cash Tender, or Settle button is pressed in the Order Entry
screen. You would use this option if you wanted to print the customer receipt
immediately after they are done ordering.
*Print Receipt When Finished: This option tells the software to print ALL receipts
(except guest check) automatically. For Example if you want to automatically print
the Money Count Receipt when a Cashier In or Cashier Out is performed then you
will want to check this option.
Cashier Print Server Tip Claim Receipt: This option tells the software to print a
Server Claim Receipt for the servers’ tips. This way the cashier can collect the
servers’ tips and the server can pick them up them during a slow period or at the end
of their shift. For example if the customer brings the check up to the cashier to pay
and pays the gratuity to the cashier instead of leaving it on the table, the cashier will
get a receipt to put into the cash drawer to keep track of the servers tips.
Chapter 4: Store Settings
47
New Customer Take Out On Hold: This option tells the software to print a Hold
Until Arrival message on the kitchen ticket. This only applies to Take Out orders
placed by a previously non-existent customer. This option is helpful if your
establishment has problems with new customers calling in take out orders and then
never showing up.
Kitchen Use Secondary Language: This option tells the software to print the
kitchen ticket in the secondary language that you have specified. This option could
be used if your wait staff speaks a different language than the kitchen staff. This way
the kitchen staff will see the order in their own language. This option can be used in
conjunction with the kitchen language options in the Store Settings > Misc > Page 1.
Bar Use Secondary Language: This option is the same as the “Kitchen use
secondary language” option mentioned above. The only difference is instead of the
secondary language printing to the kitchen printer it will print to the bar printer. This
option is also used in conjunction with the bar language options in the Store Settings
> Misc > Page 1.
*Confirm Exit Program: This option tells the software to prompt the user to
confirm that they really want to shut down the program. It is recommended that this
option be selected in order to prevent unwanted closing of the software.
*Print Credit Card Tip Line On Receipt: This option tells the software to print a
tip amount line on the Guest Receipt. This feature is a good tip reminder.
Make Credit Card Tip Line As Tips: This option tells the software to make the
Print Credit Card Tip Line On Receipt option print as simply Tips on the receipt
as opposed to Credit Card Tips.
*Enable Check Scan Feature: This option is used if you are using an MICR reader
and wish to verify if checks are approved or declined based on your own bad check
records in your NextPOS software. With this feature enabled whenever you scan a
check the software will, if declined, give you a message stating the Check Acceptance
was Declined/Please Do not accept this check as payment for this order. However if
the check is NOT declined the system will assume the check is good. This
information only applies to check records previously entered into the system and in
no way verifies the validity of the check presented by a customer with no Bad Check
history on file in the system.
Hide Seat Number From Printed Check: If you are using the seat number tracking
of each ordered item, then this option will prevent the software from printing the seat
number indicator on the guest receipt.
Enable Staff Banking Feature: This option enables the Staff Banking Feature.
Refer to the Staff Bank System section of this manual for more information on this
feature. Page 148
Chapter 4: Store Settings
48
*Show Green Colored Order Indicator: This option tells the software to mark all
items that you have ordered in Green in the order entry screen. This is helpful in
preventing accidental reordering of items and is a good feature to have on for visual
accuracy.
Print Two Copies of Guest Checks: This option tells the software to print two
copies of the guest checks.
Half Topping Half Price On EVEN Qty: This option tells the software to charge
half price on a topping when the total toppings ordered is an even quantity. For
example; if you order a pizza and the pizza will be divided into two, four, six, etc.
sections, this option will charge half price for each of the toppings. If you order a
pizza and the pizza will have three, five, or seven sections this option will charge full
price for those toppings. Most restaurants don’t use this method of calculation, but it
is provided for those who do.
*Proportioned Pizza Topping Charge: This option tells the software to charge half
price for a topping if it is put on only half the pizza. This option also works with
using thirds and quarter pricing methods.
Menu Auto Price Percentage Based: This option tells the software that the Auto
Price is percentage based instead of dollar based. This only works for discounts, so
when you enter a percentage it will discount the item but cannot be used for charging
more than 100%.
*Auto Select Single Forced Modifier: This option tells the software to automatically
select the forced modifier if there is only one choice that can be made.
Always Show Guest Check Tip Line: This option tells the software to always put a
tip line on the guest check regardless of tips already entered or allocated. This option
must be used with the Print Credit Card Tip Line on Receipt feature.
*Sort Menu Sub Item & Forced Modifiers: This option tells the software to sort
the menu sub items alphabetically and sort the forced modifiers by the order that they
were entered in.
*Hide Voided Item From Printed Guest Check: This option tells the software to
hide voided items on the printed guest check.
*Recall Order by Pressing Table Button: This option tells the software to recall an
existing order when the table button for that order is pressed.
Force Clear Settled Dine In Tables: This option tells the software that it should not
automatically clear a table once the table is settled or voided. Instead the table will be
shown in Red, prompting the user to click on that table and manually clear it. This
feature is good in a host/hostess type environment to keep people from being seated at
a dirty table.
Chapter 4: Store Settings
49
Hide No Cost Modifier from Printed Receipt: This option tells the software to
hide the modifiers with NO cost from the printed guest receipt.
*Hide Modifier Cost from Printed Receipt: This option tells the software to hide
the cost of the modifiers from the printed guest receipt.
Hide Voided Item From Order Screen: This option tells the software to NOT show
any items that have been voided on the Order Entry screen.
*Track Guest Number for Dine In Orders: This option tells the software to track
the number of guests for Dine In orders.
Enable Automatic Inventory Depletion: This option tells the software to enable the
automatic inventory depletion. This in combination with a few other features,
discussed later in this manual, will enable you to automatically deplete items from
your inventory.
Hide Order Hold Time on Printed Guest Check: This option tells the software to
hide the orders hold time from the printed guest receipt.
Hide Item Hold Time on Printed Guest Check: This option tells the software to
hide the hold time of an item from the printed guest receipt. This feature is the same
as the Hide Order Hold Time except for the Item hold time.
*Hide Expired Order/Item Hold time: This option tells the software to make the
Item/Order hold time to disappear once the hold time has expired.
Drive Thru Orders Use Drive Thru Stations: This option tells the software that
drive thru orders can ONLY be settled at a Drive Thru station.
*Disable Drive Thru Timing Feature: This option disables the Drive Thru timing
feature. With this option on you will no longer have to specify the pick up time
anymore, as well as you wont get a list of Drive Thru orders in progress when going
into Drive Thru.
Allow Save Order Without Any Items: This option enables the software to save an
order, even if no items have been entered.
*Enable Delayed Send Order Feature: This option tells the software to send an
order on hold to the kitchen, once the hold time has expired.
Round Delivery Total To Next Quarter: This option tells the software to round the
delivery total to the nearest quarter. This is useful if you do not want your drivers to
carry pennies, nickels, and dimes with them.
*Show Kitchen/Bar Modifier In Red: This option tells the software to print the
modifiers in the kitchen using red. However you must have a two color printer to use
this feature.
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Search By Order Number In Recall Screen: This option tells the software to
search by the order number in the Recall screen. If this option is enabled the Barcode
on the bottom of the ticket will also be the order number and not the ticket number.
By default the search is done by ticket number. For more information on the
Barcodes printed on the ticket refer to page 33 of the manual.
Re-Print Check Need Manager Override: This option tells the software to require
a manager to approve a reprint of a ticket. This option is useful in stopping employee
dishonesty.
Misc Tab
Purpose: This tab contains other
various topics, such as Frequent Diner,
Payroll settings, etc. (Figure 2.2)
Auto Freq. Diner Reward Creation:
This option tells the software to
automatically create the Frequent Diner
rewards once a frequent diner account
qualifies for the rewards.
Minimum Ticket: This field allows
you to specify the minimum ticket
Figure 2.2
amount needed for an order to qualify
Store Settings: Misc and Page 1
for Frequent Diner Reward Points. For
example if you want only tickets over
$40.00 to qualify for reward points then simply enter 40 in this field.
Tracking Begin Time: This field allows you to specify the time of the day that the
Frequent Diner tracking begins, this way you can only offer Frequent Diner tracking
and points between certain times. For example if you want the tracking to begin at
8:00 am then enter 8am in this field.
Tracking End Time: This field allows you to specify the time of day the Frequent
Diner tracking ends. For example if you want the tracking to end at 9:00 pm then
simply enter 9pm in this field.
Freq Points Expire Days: This field lets you specify the number of days that
customers have to redeem frequent diner points before they expire. Since this field
will not need to be changed on a daily basis, you will not be able to edit this field. If
you need to edit this field, place the cursor in this field and then press the Insert key
on your keyboard and enter the number of days.
Minimum Order Count: This field lets you specify the number of orders a
customer must have before they can qualify for Frequent Diner point tracking.
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51
Minimum Order Total: This field lets you specify the minimum combined total of
ALL orders that a customer has placed before they qualify for Frequent Diner point
tracking. For example the customer will have to spend $500.00 TOTAL to qualify
for a credit.
Reward Credit Amount: This field lets you specify how much credit will be
awarded to qualifying customers. For example, if you want to give the customer a
$30 credit, simply enter 30 in this field.
Pay Period: This drop down list lets you specify the pay periods for your payroll.
! Weekly: Once a week
! Bi-Weekly: Once every two weeks
! Semi-Monthly: The 1st and the 15th of each month.
! Monthly: Once every month.
Over Time Hours After: This field lets you specify the total number of hours that
must be worked before overtime is given. For example if you give your employees
overtime after 40 hours per week, then simply enter 40 in this field. If you give them
overtime after 8 hours per day then simply put 8 in this field.
Over Time Hour Basis: This field goes with the Overtime Hours After field
mentioned above. In this drop down list you can choose either By Work Week or By
Work Day.
Over Time Hour %: This field allows you to specify how much percent of the
original pay is paid during over time. For example if you pay your employees time
and a half for overtime, then simply put 150 in this field.
Last Day of Work Week: This drop down list lets you specify what the last work
day is in every week. Simply drop the list down and select the day of the week that
you want. This is only for reporting purposes and has NO affect on the payroll
functions.
Page 1
Lunch Start Time: This field allows you to specify the lunch start time, for
reporting purposes. Default is 10:00 AM. For reporting purposes this option will
affect the Labor vs Sales By Breakfast, Lunch, and Dinner report in the Back Office
under Reports in the Sales category.
Dinner Start Time: This field allows you to specify the dinner start time, for
reporting purposes. Default is 5:00PM. For reporting purposes this option will affect
the Labor vs Sales By Breakfast, Lunch, and Dinner report in the Back Office
under Reports in the Sales category.
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52
Daily Start Time: This field allows you to specify your restaurants daily start time.
This time should be about two to three hours after your establishment closes. For
example if your establishment closes for at 3 am then this field should be set to 6 or 7
am. Default is 12:00AM. If your establishment is open 24 hours a day, you would
find out what time your establishment is usually not busy and enter that time here. So
for example if it is slow at around 3 in the morning, you should select 4:00AM to give
yourself time to do the closing reports and any other daily managerial tasks.
Auto Gratuity Percent: This field allows you to specify the percentage that you
want your Auto Gratuity to charge. For example, if you want to charge 15% tip on
the total amount of the order enter “15” here. If your restaurant charges Auto
Gratuity based on the number of guests, you will need to setup the number of guests
in Back Office > Store Settings > Other > Use Auto Gratuity Percent When
Guests At or Exceed field.
Minimum Recipe Profit %: This field allows you to specify the minimum profit that
should be made for all of the menu items. This option is used for inventory tracking
and is pretty much just an idea of the profit for the software. Using the appropriate
reports, you will be generating a report of your profit and losses for you menu
recipes. Default is 100%
Kitchen Language: This drop down list lets you specify the language that you want
to print in the kitchen. The items that will be affected are everything on the ticket
except for the menu items and the menu modifiers. This will override any other
language settings that you may have in the system.
Bar Language: This option is the same as above but for the bar station.
Disable ‘Half’: This option tells the software to Not show the “Half” key in the
order entry screen.
Disable Kitchen Coordination: This option tells the software to disable the kitchen
coordination feature. With this option selected the kitchen and bar receipts will not
see the “Do not print item, being prepared at another station message” message when
printing to multiple bar or kitchen printers.
Auto Start Employee Bank When Clocked In: This option is for the Staff Banking
feature. What this option does is tell the software to automatically start the
employee’s staff bank when they clock into the system. This option will speed up the
clocking in process if you are using staff banking. This will start the Staff Bank with
an amount of $0.00 by default and cannot be changed.
Blind Cashier Close Out: This option enables a Blind Close button in the cashier
money count screen. When this button is used the system will automatically assume
that all the money that should have been collected was collected and for the correct
amount. This feature is useful if you want to be able to quickly cashier out of the
system.
Chapter 4: Store Settings
53
Blind Emp. Bank Close Out: This option is the Staff/Server Banking version of the
Blind Cashier Close Out option. These options should only be used if you trust your
employees enough to assume the money is correct or if speed is of a high priority.
Page 2
(Figure 2.3)
Open Order After (Hours): This field lets
you specify the number of hours an order
can be in open status before a reminder is
shown on screen notifying the user of the
open order.
Figure 2.3
Store Settings: Misc, Page 2
Clock Out Reminder After (Minutes):
This field lets you specify the number of
minutes an employee can be clocked in,
over there scheduled clock out time, before
the system will flash a reminder notifying
the user to clock out. This feature is useful
if you have employees that forget to clock
out when they leave.
Tip % on Dine-In Server Sales: This field lets you specify what percentage you
want to appear at the bottom of the Server Dine-In Sales report, so that the server
will now how much they should have made in tips based on the percentage specified
here. For example if you had an order of $9.65 and the servers tip was $3.35. The
I.R.S. requires the restaurant to report at least 8% of the servers tips which in this case
would be $0.77. If you need a second reference point like maybe 10%, then the
Server Dine-In Sales Report would also include a line to show the 10% which in this
case would be $0.96. If you require you servers to report at least 10% instead of the
default 8% then they would use this line as a reference to know what amount to report
as tips.
Chapter 4: Store Settings
54
Page 3
(Figure 2.4)
Figure 2.4
Store Settings: Misc, Page 3
Modifier Builder #1-8: This field lets you
specify the eight master modifier builder
types. These serve as the very basis for the
modifier builder screen, discussed later in
this manual. These templates should be
very broad. For example, Drinks,
Condiments, Extras, Taste, Bar, etc.... Just
think of the different things that people may
need when modifying their orders and
separate them into eight general categories.
At least one will need to be entered in order
to use the Modifier Builder Template Setup
in the Back Office.
Other Tab
(Figure 2.4)
Purpose: This tab contains any other
options or topics not covered in the other
four tabs.
Figure 2.4
Store Settings Other Tab
Enable Credit Card Interface: This
option allows you to turn on the interface
to PCCharge. When you check this
option you will get a window prompting
you to enter your Active Merchant # and
Active Processor. You get this
information in your PCCharge software
under the Help > About screen.
Restaurant Mode: This option allows
NextPOS for Restaurants™ to operate in Restaurant Mode as opposed to Retail
Mode. This allows servers to adjust for tips after the credit card has been authorized.
Be sure to also set PCCharge to restaurant mode and verify that you processor
supports restaurant mode. If you do not use this option your restaurant may be charge
extra fees for credit card processing when tips are entered in.
Time Out Seconds: This field lets you specify the number of seconds that you want
PCCharge to try dialing out before it times out. For example if you want PCCharge
to stop trying to dial if a connection is not established within 60 seconds then enter 60
in this field. Default is 90 seconds
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55
Last Valid Year: This field lets you specify the last valid year for your credit cards.
For example, 29 represent 2029 so anything prior to 2029 is accepted. Default is
2009
Receipt Copies: This field allows you specify the number of credit card receipts you
would like to print for each transaction. For example if you want two copies to print
when you run a credit card then type 2 in this field. Default is 1
Display Special Message When Login: This option tells the software show your
special message whenever an employee enters their access code. Managers can use
this to alert the servers of the daily specials or maybe special promotions for example.
Special Message: This field is where you will enter in your restaurants special
message. For example if every time your employee clocks in you want them to see
“10% off all orders for today only” then enter that in this field. This field is used in
conjunction with the Display Special Message When Login option mentioned above.
Exit Program Security: This drop down list allows you to set the minimum security
level needed for exiting and minimizing the program. For example if you want only
employees with a level 4 or higher access level to be able to exit or minimize the
program then select 4 from the drop down list.
Tax Exempt Sale Security: This drop down list allows you to specify the minimum
security level needed to make a sale tax exempt.
Change Server Security: This field allows you to specify the minimum security
level needed to change the server of an order.
Show Tip Sugg. On Receipt Based On Order Total: This option tells the software
to put the tip suggestion amount based on the Tip Suggestion percentage entered in
when you select Click Here to Enter Tip Suggestion Percentage found on the
General Tab within Store Settings. This is helpful in informing your customers of
what their tip should be based on the different tip percentages.
Use Auto Gratuity Percent When Guests at or Exceed: This field allows you to
specify the number of guests before the auto gratuity percent, found in Store Settings
> Misc, is applied to the order.
Tax Exemption Alias Name: This field allows you to specify an alias name for tax
exemption. For example if you wanted your tax exemption to say “Tax Already
Included” then enter that in this field. By default the message will say “Tax Exempt
Sale”.
Trigger Tax Exemption When Sub Total Is Less Than: This field allows you to
enter in an amount to trigger the tax exemption. For example, if you wanted all
orders under $2.00 to be tax exempt then simply enter 2 in this field.
Chapter 4: Store Settings
56
Menu/Modifier Font Size: This field lets you specify the size of the font that will
appear on your menu items and menu modifiers. This only affects the screen and will
not change your printer font size.
Record Credit Card Number in Order Settlement: This option tells the software
to record customers credit card numbers when settling. This option will only work if
PCCharge is not integrated with our software. The credit card numbers will be
recorded to the customers name field on the actual recalled order receipt after it has
been settled. For example if you have taken an order and paid for it by credit card
you will be able to recall the order and view the credit card number.
Delivery Guest/Packager Receipt Print Title in Red: This option tells the software
to print the title of the Guest and Packager receipts in red. This option if enabled will
disable the ability of the kitchen printer to print in red so keep this in mind.
Guest Check Show Sec Lang Also: This option tells the software to print the
secondary language that you have specified (if any) in addition to the primary
language on the guests copy of the receipt.
Order Entry Amt Due in Yellow: This tells the software to show the Total Due in
the order entry in yellow. This option is used for people who may be color blind or
have problems seeing certain colors.
Additional Preferences Button
(Figure 2.5)
Purpose: The purpose of the additional
preferences is to provide the user with many
more very useful features. Refer to Figure 2.4
Page 1:
Figure 2.5
Store Settings, Additional Preferences. Page1
Misc. Features Lock Override in Order
Entry: This drop down list tells the software
what the minimum level of security that an
employee must have to be able to override the
lock on the Misc. button in order entry. For
example if you only want employees with a
security level of 4 to be able to override the lock
then select 4 from this drop down list.
Show Coupon Confirmation on Finish in Order Entry: This option tells the
software to show a reminder screen prompting the user to enter any coupons before
the order is completely settled.
Chapter 4: Store Settings
57
Coupon Confirmation Exclude Dine In Order Entry: This option goes with the
Show Coupon Confirmation on Finish in Order Entry. What this option does is it
tells the software to NOT ask for coupon confirmation when using Dine-In order
entry. All other order types will not be affected by this option.
Disallow Edit of Existing Open Order in Order Entry: This option tells the
software to not allow the editing of an order at all after it has been sent. You will
also not be able to edit an order from Recall.
Kitchen/Bar Notification Receipt Show Item Price: This option tells the software
to print the prices of the items on the kitchen and bar receipts. By default the prices
do not print on the kitchen/ bar receipts.
Kitchen/Bar Notification Receipt Show Modifier Price: This option tells the
software to print the modifier price on the kitchen/bar receipt. By default the prices
do not print on the kitchen/ bar receipts.
Force Hourly Employee Clock In before Use System: This option tells the
software that any employee that is set up as an hourly employee will be required to
clock into the system before they will be allowed to continue.
Closing Report to Show Sales by Order Type: This option tells the software to
show the sales in the closing report by Order Type such as Dine In, Take Out, Etc.
With this option enabled the closing report will give a report of all sales and orders
taken in the various order types.
Packager Receipt Print Secondary Menu Language: This option tells the software
to print the Packager Receipt in the secondary language. This option is useful if your
packager speaks and reads one language and the rest of the staff a different language.
Do Not Print Guest Receipt for Dine In Orders in Order Entry: This option tells
the software to NOT print a guest receipt from Order Entry for Dine In orders. With
this option enabled you will still have the ability to print a guest check from the
Recall screens.
Copies of Packager Receipts for Dine In Orders: This drop down list lets you
specify the number of packager receipt copies that you would like to print at the
packager printer, for Dine In orders.
Do Not Print Guest Receipt for Take Out (Phoned In) Orders In Order Entry:
This option tells the software to NOT print a guest receipt from order entry for Take
Out (Phoned In) type orders. With this option enabled you will still be able print a
guest receipt from the Recall screens. This option is associated with customers that
provide a phone number when ordering.
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58
Copies of Packager Receipts for Take Out (Walk In) Orders: This drop down list
lets you specify the number of packager receipt copies that you would like to print at
the packager printer, for Walk In orders. This option is associated with customers
that do not provide a phone number when ordering. If the software is prompting for a
phone number and you do not wish to provide one, press the enter key and the
software will continue without a phone number. This is what defines a Walk-In
order; when a phone number is not given in Take Out.
Do Not Print Guest Receipt for Drive Thru Orders In Order Entry: This option
tells the software to NOT print a guest receipt from the Order Entry screen for Drive
Thru order types. With this option enabled you will still be able to print a guest
receipt from the Recall screens.
Copies of Packager Receipts for Drive Thru Orders: This drop down list lets you
specify the number of packager receipt copies that you want to print at the packager
printer, for Drive Thru orders.
Do Not Print Guest Receipt for Delivery Orders In Order Entry: This option
tells the software to NOT print a guest receipt from the Order Entry screen for
Delivery order types. With this option enabled you will still be able to print a guest
receipt from the Recall screens.
Copies of Packager Receipts for Delivery Orders: This drop down list lets you
specify the number of packager receipt copies that you want to print at the packager
printer, for Delivery orders.
Hide ‘Half’: This option will disable the Half modifier type. This option is useful
for saving space on the modifier type selection list in the Modifier screen in Order
Entry. By enabling this option, it will shorten this list of modifier types eliminating
the need to scroll up to find what you need.
Hide ‘Toppings’: This option is the same as the Hide Half option. The only
exception is that instead of hiding Half from the modifier type selection list it will
hide Toppings instead.
Hide ‘Bar Mixing’: This option is the same as the other Hide options listed above.
The only difference is that when you check this option the Bar Mixing modifier type
is hidden from the modifier type selection list.
Hide ‘All’: This option is the same as the other Hide options listed above. The only
difference is that when this option is checked the All modifier type is hidden from the
modifier type selection list.
Use these options to streamline your menu modifier screen. For example if you do
not have a bar in your restaurant and do not serve pizza then you can hide Bar
Mixing and Toppings.
Chapter 4: Store Settings
59
Page 2
(Figure 2.6)
Persist Manual Modifier Price Change:
This option tells the software that when the
user manually enters the price of a modifier
then that price will be the new price of that
modifier until it is changed. By default,
without this option enabled, the software will
always keep its price that was entered in
during setup and will not change when a
manual price is entered for it.
Figure 2.6
Store Settings, Additional Prefs. Page 2
Change Due Show Original: This option
tells the software to show the amount of the
ticket as well as the change that is due on the
Change Due Screen that comes up when there
is change that needs to be given from a sale.
Kitchen/Bar Print Description: This option tells the software to print the
description of the menu item that is defined in the Menu Item Editor. After you
turn this option on you will however still need to put a >> in front of any text that is
used in the Menu Item Description field for that menu item.
Guest Check Print Description: This option tells the software to print the
description of the menu item that is defined in the Menu Item Editor. Like the
Kitchen/Bar description only menu items that have a >> before any text in the Menu
Item Description field will print the descriptions on the guest check.
Chained Delivery Charge/Comp Per Trip: This option tells the software when
using the feature to chain the delivery order, the delivery charge and compensation
will only be charged on the first order in the chain. For example if you have an order
that has 10 chained tickets then there is only going to be one delivery charge and that
will be applied to the first order in the chain. This feature disables the Delivery
Charge by item feature as well as the Delivery charge percent based features.
Delivery Charge\Comp Per Menu Item: This option tells the software to charge
delivery charges and compensation only for items that have a delivery charge\comp
specified in the Menu Item Editor. Items without a delivery\charge comp specified
in the Menu Item Editor will not charge a delivery charge/comp.
Packager Print Secondary Lang. Only: This option tells the software to print
ONLY the secondary language at the Packager Printer.
Hide ‘Note’ from Touch Modifier Screen: This option tells the software to hide the
Note button in the Modifier screen in Order Entry. This option is helpful if you do
not want your wait staff to put notes on the orders.
Chapter 4: Store Settings
60
No Sale Show Alert: This option tells the software to show an on screen alert any
time a No Sale is performed.
Show Delivery Cust. Sales Info: This option tells the software to show the
customers info on the guest receipt for delivery type orders. This info includes the
Total Orders To-Date and the Total Spent To-Date.
Require Phone # for Take Out: This option tells the software to require that a
phone number be entered in for all Take Out type orders.
Open Price Item Ask Desc: This option tells the software to prompt the user to
enter a description of the item anytime that an open price item is ordered. To use an
open price item use 1234.56 as the default item price when in the Menu Item Editor.
Disable ‘Finish’ in Forced Modifier: This option tells the software to disable the
Finish button that will appear on the forced modifier selection window in Order
Entry. This option is useful if you don’t want the users to have the ability skip any of
the forced modifier choices.
Take Out/Delivery Show Search Type: This option tells the software to prompt the
user to select the search type that they would like to use to bring up the customers
file. For example with this option enabled then whenever you get the customer
lookup window (like when going to Take Out) you will be able to choose how to look
for the customer, either by MSR Card, Account Code, Customer Name, or Phone
number. By default you can only search by phone number.
Hide Order # from Order Receipts: This option tells the software to hide the Order
# of the order from the Guest Receipt.
Hide Order # from Charge Slips: This option tells the software to hide the order #
from the credit card charge slip.
Employee With Multi Job Selection: This option tells the software that some of
your employees can have more than one job. This option is useful if you have
employees with different jobs that have different pay rates. For example, if you have
an employee who does both serving and dish washing then you would want to enable
this feature.
Hide Weight Button in Order Entry: This option tells the software to hide the
Weight button from the Order Entry screen. This option is useful if you do not
want your users to be able to order by weight.
Disable Smart Ticket Search: With this feature enabled, all of the open orders will
show up in the recall screen and will hide the settled and voided orders.
Enable Popup Streets: This option tells the software to show a list of streets to
choose from when entering the delivery street address. This option makes selecting
the street a little simpler.
Chapter 4: Store Settings
61
Weight Caption Button: This field lets you specify a caption that will appear on the
weight button in Order Entry instead of “Weight” which is there by default. For
example if you type “Item Weight” in this field then on the weight button in Order
Entry it will say “Item Weight”.
Asian and Ultra Print Font Name: This field lets you specify the name of the font
that you would like to use for the Ultra Large and Asian Printer types. For example if
you want to use the “Times New Roman” font you would type “Times New Roman”
in this field. The font used in this field must be a fixed width font or receipts will not
print out correctly.
Normal Desktop Printer Font Size: This field lets you specify the font size that
will print on your normal desktop printer. This is helpful if you would like to print
your reports in a larger or smaller font.
Credit Card Tip Percentage Charged to Server: This option allows you to charge
your servers on their credit card tips to pay for the processing fee charged by the
processor. This fee is usually 3%. You can change this field to any amount you wish
however, anything over what the processor charges will be taking tips from your
servers.
Automatic Reduction of Credit Card Tip Fees from Staff Banks: This option,
when enabled, tells the software to automatically reduce the credit card tip fees from
the staff bank. This option goes hand in hand with the previous option.
Chapter 4: Store Settings
62
Page 3
(Figure 2.7)
Dine In Do Not Apply Auto Tip: This
option, when enabled, will not apply the
auto tip that is specified to any Dine In type
orders.
Auto Tip at Bar Tab: This option, when
enabled, will automatically apply the
specified auto tip amount to bar tab order
types. By default the auto tip will not apply
to the Bar Tab.
Figure 2.7
Store Settings, Additional Prefs. Page 3
Auto Tip at Take Out: This option, when enabled, will automatically apply the
specified auto tip amount to Take Out order types. By default the auto tip will not
apply to Take Out order types.
Auto Tip at Delivery: This option, when enabled, will automatically apply the
specified auto tip amount to Delivery order types. By default the auto tip will not
apply to Delivery order types.
Auto Tip at Drive Thru: This option, when enabled, will automatically apply the
specified auto tip amount to Drive Thru order types. By default the auto tips will not
apply to Drive Thru order types.
Auto Tip Alias Name: In this field you can specify an alias name for the Automatic
tip. For example if you don’t want it to be called Auto Tip, you want it to be called
“Gratuity” then type “Gratuity” in this field.
Server Computer Name: This field is used for the TCP/IP synchronization. You
will enter the name of the computer on the network that you want to be designated as
the server in this field. This is very important to ensure functionality of the Caller ID
feature and to keep the stations up to date with price changes and any other changes
in the system while in operations.
Server TCP/IP Address: This field is also used for the TCP/IP synchronization. In
this field you will enter in the TCP/IP address of the computer on your network that
you designate as the server. This is very important to ensure functionality of the
Caller ID feature and to keep the stations up to date with price changes and any other
changes to the system while in operation. If these settings are not configured the
system may display errors if a manager is editing the menu while the restaurant is in
business and wait staff is using the database.
Chapter 4: Store Settings
63
Server TCP/IP Port Number: This field is for the TCP/IP synchronization. In this
field you will enter the TCP/IP port number for the computer on your network that
you designate as the server. However this field can be left blank if you do not know
this number.
Auto Restart All Computers: This option, when enabled, tells the software to
automatically restart all the computers at a specified time. The database/server
computer will shut down 30 seconds later to ensure all clients are logged off the
database. There is a known issue with this feature in that if the server computer is
slow to reboot, the clients will return with an error saying they cannot find the
database. This is true because the server has not booted up yet.
Auto Shut Down All Computers: This option, when enabled, tells the software to
automatically shut down all computers at a specified time. The database/server
computer will shut down 30 seconds later to ensure all clients are logged off the
database.
Auto Trigger Time: This field lets you specify the time that you want either the
Auto Shut Down or Auto Restart to be triggered. For example if you put 12:00 AM
then at 12:00 AM the computer will either automatically shut down or restart,
depending on what you have specified.
Print Kitchen/Bar Item On the Fly: This option, when enabled, will tell the
software to print to the kitchen on the fly. When ordering items, once an item is
ordered as soon as the next item is ordered the previous item will be printed at the
kitchen or bar. For example, if you order 1 coke then order 1 pizza, as soon as that 1
pizza is ordered, the 1 coke will print to the kitchen or bar.
Telephone Display Format: This field allows you to specify the format in which
you want your telephone number to display on the guest receipt. For example if you
want your number to display as (000) 000-0000 then enter that in this field.
Telephone Display Length: This field displays the length of the telephone display.
To correctly display the telephone format you must place the cursor in the Telephone
Display Format field and press the Tab key on the keyboard. This will update the
number in this field to the correct length in Telephone Display Format.
Asian\Ultra Large Kitchen Printer Extra Line Feed: This field allows you to
specify extra line feeds for Asian and Ultra large printer types. Simply enter 0-9 to
specify more line feeds at the end of the paper. This is useful if the printer is stopping
before the text has cleared the tear-bar or the auto-cutter.
Asian\Ultra Large Bar Printer Extra Line Feed: This field is exactly the same as
the “Asian\Ultra Large Kitchen Printer Extra Line Feed” field mentioned above. The
only difference is that instead of the kitchen printer this field is referring to the Bar
printer.
Chapter 4: Store Settings
64
Gift Cert/Cust Credit Print 2 Copies of Receipt: This option tells the software to
print 2 copies of the Gift certificate or credit receipts. By default only one 1 copy is
printed.
Paid Out Print 2 Copies of Receipt: This option tells the software to print 2 copies
of the Pay Out receipt. By default the software will only print 1 copy of the Pay Out
receipt.
Hide Ticket Number from Guest Check: This option tells the software to hide the
ticket number from the printed guest check.
Hide Ticket Number from Kitchen\Bar: This option tells the software to hide the
ticket number from the printed kitchen\bar ticket.
Occupied Table Cannot Create New Ticket: This option tells the software that any
table that is already occupied cannot create a new ticket until the table has been
cleared.
Page 4
(Figure 2.8)
Daily Closing Reminder #1-6: In these
fields you can enter in up to 6 different
reminders which will appear everyday when
the closing report is run.
Delay Auto Print to Kitchen\Bar on Settle
Click: This option tells the software to
NOT automatically print to the kitchen\bar
when Settle is clicked in the Order Entry
screen. It will however, print to the kitchen
once the order has been settled.
Figure 2.8
Store Settings, Additional Prefs. Page 4
Kitchen\Bar Print Both Languages: This
option tells the software to print both the
primary and secondary languages on the
kitchen\bar ticket.
Show Recipe Summary on Kitchen Copy: This option tells the software to print a
summary of the items recipes on the kitchen ticket.
Show Bar\Food Subtotal Breakdown on Guest Receipt: This option tells the
software to show a subtotal for the Food items ordered on a ticket and the subtotal for
the bar items that were ordered on that ticket.
PCCharge Will Disconnect from Processor After Transaction Completes: This
option, when enabled, will tell the software to disconnect PCCharge from the
processor after the transaction completes. This will free up your phone line for other
things, however it will slow down the processing time.
Chapter 4: Store Settings
65
Show Seat Assignment Reminder on Send for Dine In Orders: This option tells
the software to show a reminder to the user to assign the customers at this table to
there particular seat when the Send button is pressed.
Force Seat Assignment Reminder on Send: This option tells the software to force a
seat assignment when Send is pressed. When Send is pressed the user will have to
assign all the people at that table to a seat in order to continue.
Hide Time From Guest Check: This option tells the software to not print the time
on the Guest Check.
Hide Time from Kitchen\Bar Receipt: This option tells the software to not print
the time on the kitchen\bar ticket.
Hide Time from Daily Receipt Summary: This option tells the software to not
print the time on the daily receipt summary.
Page 5
(Figure 2.9)
Remote In House Account Marker: This
field allows you to specify what an account
must have in the name field for a ticket to be
printed at the remote in house printer. For
example if you wanted all accounts with
“Room” in the first name field to print a ticket
at the remote printer then simply type Room
in this field.
Figure 2.9
Store Settings, Additional Preferences. Page 5
Printers Currency Symbol Hex Value:
This field allows you specify the printers’
currency by entering that currency symbols
hex value in this field. Please refer to the
printers’ user manual or documentation to
determine hex values.
Void Item Require Explanation: This option tells the software to require an
explanation anytime a void item is performed.
Fire Kitchen 1-6: These options allow the user to send a fire command to the
kitchen once they are ready for a specific part of the order to be prepared. This
feature is useful if you have orders that have items that do not need to be cooked right
away. For example if you send an order to the kitchen with an appetizer, salad, and a
main course lobster, since the lobster won’t need to be cooked until after the salad is
prepared and served then you can hit the Fire button in the Recall screen to tell the
kitchen to cook the lobster.
Chapter 4: Store Settings
66
Prompt Seat Number on Startup: This option tells the software to prompt the user
for a seat number when first going into order entry.
Prompt Seat Number on Each Item: This option tells the software to prompt for a
seat number on each item that is ordered.
Custom Currency Denominations: This field lets you select your own custom
currency denominations. To specify the currency amount, click on the button with 3
dots on it and enter the denomination amount. Repeat this until all denominations are
entered up to 10 different denominations. To remove the custom currency amount
simply click on the button with the red X through it.
Print Kitchen Items Separately On Dine In Orders: This option tells the software
to print a separate kitchen ticket for each menu item on the order.
Sort Kitchen Items Automatically on Kitchen Receipt: This option tells the
software to automatically print the menu items on the kitchen copy in order of there
sort number which is defined in the Menu Item Editor for that menu item. For
example if in the menu item editor you specified all menu items that classified as
appetizers had a sort number of 1 and all menu items that classified as salads had a
sort number of 2 then on the kitchen receipt the appetizers would be listed first and
the salads second on the kitchen ticket.
Guest Check, Kitchen, and Bar Receipt Show Postal Code: This option tells the
software to print the postal code on the kitchen, bar, and guest receipts.
Delivery Charge Percent Based: This option tells the software to charge your
delivery fees on a percentage basis instead of a dollar basis.
Delivery Comp Percent Based: This option tells the software to charge your
delivery compensation on a percentage basis instead of a dollar basis.
Enable Advanced Back Office Protection: This option allows you to set additional
security to Data Source, Store, Security and Station Settings, Employee files, Video
Surveillance Controls, and Reports. For example you could have a security level of
4 to get into the back office but would need a security level of 5 to access any of the
features that were mentioned above.
Half Pizza Topping Charges: These fields allow you to specify the amounts that
you want to charge for half toppings on pizzas for the various sizes. For example if
you want size 1 half topping to be $0.50 then enter $0.50 here.
Chapter 4: Store Settings
67
Page 6
(Figure 2.10)
Pizza Size Alias Name: These fields
allow you to enter an alias name for the
various pizza sizes. For example if you
want size one to be called “Mini” then
simply type Mini in the size one field.
Changing these will affect the sizes that
are displayed when the Show Pizza
Builder Screen is selected in the Menu
Item Editor.
Figure 2.10
Store Settings, Additional Preferences. Page 6
Dine In Automatic Surcharge: This drop
down list allows you to specify which
surcharge you would like to have
automatically applied to all Dine In
orders.
Bar Automatic Surcharge: This drop down list allows you to specify which
surcharge you would like to have automatically applied to all Bar orders.
Take Out Automatic Surcharge: This drop down list allows you to specify which
surcharge you would like to have automatically applied to all Take Out orders.
Drive Thru Automatic Surcharge: This drop down list allows you to specify which
surcharge you would like to have automatically applied to all Drive Thru orders.
Delivery Automatic Surcharge: This drop down list allows you to specify which
surcharge you would like to have automatically applied to all Delivery orders.
Void Item/Order Quick Reason: These fields allow you enter a few quick reasons
that a void maybe performed to cut down on the servers time needed to do a void.
For example, Mistake on Order would be one because a lot of times voids have to be
done due to errors while ordering.
Show On Screen Ordered Items Separately: This option tells the software to show
the ordered items on screen separately instead of combining them. For example with
this option checked if you order 2 cokes it will appear as 1 coke and 1 coke. By
default it will appear as 2 cokes.
Do Not Auto Hide Sub Menu Item Page: This option tells the software to keep the
sub-level item page up when ordering menu items. By default this page will close
and make you reselect the top level item. For example if you have a top level item
called Domestic Beer and when you click on this it gives you the option of ordering
several different types. If you select lets say a Budweiser, the software will close this
window and require you to select Domestic Beer again to order another Budweiser.
With this option the window with the Budweiser and all other types of beer will stay
active and allow you to order several beers before you are finished.
Chapter 4: Store Settings
68
Page 7
(Figure 3.0)
Prompt for Customer Name at Dine In
Completion: This option tells the
software to prompt the user for the
customers name once a dine in order has
been completed.
Prompt for Customer Name at Bar Tab
Completion: This option tells the
software to prompt the user for the
customers name once a bar tab order has
been completed.
Figure 3.0
Store Settings, Additional Preferences. Page 7
Prompt for Customer Name at Take
Out Completion: This option tells the
software to prompt the user for the
customers name once a Take Out order has
been completed.
Prompt for Customer Name at Drive Thru Completion: This option tells the
software to prompt the user for the customers name once a Drive Thru order has been
completed.
Prompt for Customer Name at Delivery Completion: This option tells the
software to prompt the user for the customers name once a delivery order has been
completed.
Sales Tax Alias Name: This field allows you to enter a customized sales tax name
such as CESS in some countries.
GST Tax Alias Name: This field allows you to enter a customized tax name such as
Service Tax.
Tax the Previous Tax: This option will tax the sum of the Sales tax and the GST
tax. This is not allowed in the US but it is law in some other countries.
Liquor Tax Alias Name: This field allows you to enter a customized tax name such
as GST tax in some countries.
Tax the Previous Tax: This option will tax the sum of the Sales tax the GST tax and
the Liquor tax. This is not allowed in the US but it is law in some other countries.
Chapter 4: Store Settings
69
Enable Smart Kitchen Printing: Print Kitchen copy
with menu items combined, and modifiers listed
separately for each item. Your ticket will look like Figure
3.1 with this option enabled.
Enable Smart Bar Printing: Same option as above but
for the bar.
Secure change price feature on sent items: This
feature will allow price changes on items that have not
been sent to the kitchen. This will allow the server to
perform a price change on items and send them to the
kitchen. If they try to go back to change the price again on
the same item the software will require a person with a
high enough security to approve the second change.
Hide Inclusive Tax From Guest Check: This feature
will allow you to hide the GST tax collected amount from
the guest receipt.
Figure 3.1
Kitchen/Bar Smart Printing
Apply Discounts After Taxes: This option will allow
you to apply discounts after taxes have been applied.
Apply Credit after Discounts: This option will allow you to use a credit after taxes
have been applied.
Apply Sales Tax on Surcharge: This option allows you to apply Sales Tax on a
Surcharge.
Apply GST Tax on Surcharge: This option allows you to apply GST Tax on a
Surcharge.
Apply Liquor Tax on Surcharge: This option allows you to apply Liquor Tax on a
Surcharge.
Chapter 5: Credit Card interface Setup
70
Credit Card Interface Setup
Before configuring the credit card interface setup you must install the PCCharge
Payment Server on your server computer or whatever computer will actually be
connecting to the processor to complete a transaction. DO NOT INSTALL
PCCHARGE ON A CLIENT COMPUTER. This will cause errors when trying to
process credit card transactions. You will also need to have the PCCharge software
running in the background on the server computer to process credit cards.
Configuring the credit card integration interface in the Store Settings is very simple
and straightforward. Follow these simple steps for this painless interface setup.
NOTE: Verify that your credit card processor supports Restaurant mode, if it does
not you are going to want to switch to a credit card processor that does, otherwise you
may be charged extra fees while doing processing.
1. Go to Back Office > Store Settings > Other
2. Check the Enable Credit Card Interface check box.
3. Fill in the Active Processor and Active Merchant # fields. These must be
exactly as what is defined in the PCCharge software under PCCharges’ Help >
About screen.
4. Verify that your credit card processor supports restaurant mode. The processor is
the company that will be batching out or settling the transactions at the end of the
day. If the processor supports Restaurant Mode, check the Restaurant Mode
check box if it is not already checked.
5. Enter the number of seconds that you want to allow to pass before the software
will time out the transaction. For example if you want only 60 seconds to pass
before the transaction is cancelled and needed to be performed again, then simply
enter 60 in this field. Default is 90 seconds
6. Enter the last 2 digits of the last valid year in the Last Valid Year field. For
example if you wanted only credit cards on or before 2030 to be accepted then
enter “30” in this field. Default is 09 or 2009
7. Enter the number of credit card receipts that you would like in the Receipt Copies
field. For example if you want 3 copies of the receipt to be printed then enter 3 in
this field. Default is 1.
8. Next go to Station Settings in the Back Office and select the Pref 1 tab.
9. Enable the PCCharge/Active Charge interface for this station.
10. Select the program path where the executable file is located on the server
computer. This can be done by pressing the three dots and navigating through the
explorer window to find the Active-Charge.exe file on the server computer.
Select this file. Contact PCCharge if you cannot find this file.
11. Be sure to fully share the Active Charge folder where the .exe file is located to
allow NextPOS for Restaurants™ to communicate with PCCharge.
12. Next you will enter the User Name for this system. This can be found in the
PCCharge software under Setup > Users.
13. Congratulations! You have successfully setup the PCCharge interface in
NextPOS for Restaurants™.
Chapter 6: Station Settings
71
Field Name Descriptions
The Station Settings are located in the Back Office. These allow you to setup your
station specific settings. Station Settings only apply to that particular station and will
not be carried over to the other stations on your network. These settings are kept in
the Database and are saved when a backup is performed.
General Tab
(Figure 3.2)
Purpose: This tab provides general
settings specific to the particular station
you are working on.
Figure 3.2
Station Settings, General Tab
Station Number: This field displays the
station number of this station. This
number is generated automatically by the
software and therefore cannot be edited
using traditional methods like fields or
check boxes. In order to edit this number,
SQL statements must be used to delete the
station number info in the database. This
is only to be done by NextPOS or a
qualified technician.
Computer Name: This field displays the name of your computer based on the
computers name in the Windows® network.
Show Register Features: This option will show all of the register features in the
POS. For example, with this option you will see the Settle, Pay Out, Gift
Certificate, and various other buttons in the POS. Without this option enabled the
register features will not be shown and orders cannot be settled other than with Staff
Bank.
Enable Video Surveillance Captures: This option will enable the video
surveillance capture feature. What this feature does is it takes a snap shot (with any
web cam that is supported by Netmeeting from Microsoft®) whenever certain
functions are being performed, such as a No Sale or Void. At what time snap shots
are taken can be edited in the back office under the Activities > General Activities >
Video Surveillance Control Center.
Station Language: This drop down list allows you to select the desired language of
this station.
Chapter 6: Station Settings
72
System Language Settings: This feature, allows you to customize your language
settings. You can use different fonts to customize you POS system allowing you to
match the look of the POS with the restaurant environment. You will need to
experiment before making a final decision on a font. The Charset does not need to
be changed as it will cause the system to become unreadable if changed to something
not recognized by the user. There are three sections in this screen.
Interface Display: This allows the user to change the font of the words on all screens
in the POS system. For example, if you wanted to use “Times New Roman” as your
POS font you would type “Times New Roman” in the field next to your language.
40 Column POS Receipt: This allows the user to change the font NextPOS displays
in the Order Entry screen for the ticket. This would allow some flexibility on
making the words easier to read in some cases. For example, if you wanted to use
“Times New Roman” as your ticket display font you would type “Times New
Roman” in the field next to your language.
80 Column Report: This allows the user to choose a Fixed-Width font to use for the
80 column reports in the Back Office > Reports. These must be Fixed-Width or the
columns will not line up correctly. Fixed-Width fonts are hard to come by for free as
there are only a few included with Windows®. Courier and Lucida Console are
examples of Fixed Width fonts included with Windows®. Other fonts can be
purchased on the web or as a software package in a retail store.
Receipt Printer: This drop down list allows you to select the printer that you would
like to have as the receipt printer. When you drop this list down, be sure to select the
correct printer to use as the stations receipt printer. There might be several to choose
from depending on how many you have installed on the network.
Receipt Printer Type: This drop down list allows you to select the printer type for
your receipt printer. In general you will select the printer type that matches your
receipt printer. For example if you select “Epson TM-T88II” as your receipt printer
then select “Epson TM-T88II/III Large Font Autocut” as your receipt printer type.
You can also change the size of the text by specifying a different printer type. For
example the Ultra Large Print Support printer type will make your receipt printing
much larger.
Bar Printer: This drop down list allows you to specify the printer on your system
that you would like to designate as the bar printer for this station. Simply drop the list
down and select the desired printer.
Bar Printer Type: This drop down list allows you to select the printer type for the
bar printer. In general you will use the printer type that matches the bar printer. This
field is much like the Receipt Printer type drop down list. You can also change the
size of the text by specifying a different printer type. For example the Ultra Large
Print Support printer type will make your receipt printing much larger.
Chapter 6: Station Settings
73
Packager Printer: This drop down list allows you to specify the
printer on your network you would like to designate as the
packager printer. Simply drop this list down and select the
desired printer. Figure 3.3 is an example of what prints on the
Packager Printer.
Figure 3.3
Packager Receipt
Packager Printer Type: This drop down list allows you to
select the printer type for the packager printer on this station. In
general you will use the printer type that matches the packager
printer. You can also change the font of your bar printer by
specifying a different printer type, for example the Ultra Large
Print Support printer type will make your bar printing much
larger.
Label Printer Name: This drop down list allows you to specify
the printer on the system that will be designated as the label
printer on this station. Simply drop the list down and select the
desired printer. An example label printer is the Eltron TLP 2742.
Report Printer: This drop down list allows you to specify the printer on the system
that will be designated as the report printer on this station. Simply drop the list down
and select the desired printer. This is a typical desktop printer. Keep in mind that the
closing report will be printed out on the receipt printer and not the report printer.
Backup Prompt Time: This field allows you to specify the time that you want your
automatic backup to be triggered. For example if you want the automatic backup to
be started at 12am then simply enter 12am in this field.
Automatic Backup: This option, when enabled, tells the software to automatically
backup the database at the “Backup Prompt Time” which is specified in the “Backup
Prompt Time” field mentioned above. This is highly recommended as frequent
backups are essential to saving valuable data. A manual backup must be performed
before the automatic backup can take place.
Chapter 6: Station Settings
74
Kitchen Tab
(Figure 3.4)
Purpose: The purpose of this tab is to
specify the various kitchen printers for this
particular station.
#1-6 Kitchen Title: This field allows you
to specify a name for your number one
printer. For example, if you wanted this
printer to be called “Main Printer” then type
Main Printer in this field.
Figure 3.4
Station Settings, Kitchen Tab
Printer: This drop down list allows you to specify the printer on the system that you
would like to designate as the kitchen printer(s). Simply drop this list down and
select the desired printer.
Type: This field allows you to specify the printer type for the Kitchen printer.
Usually you will select the printer type that matches your printer. For example, if you
have a Epson TM-U200 as the kitchen printer, then select one of the “Epson TMU200” printer types from the Type drop down list. You can also increase the font by
selecting the Ultra Large Printer types from this drop down list. This might make the
words too big to fit on the ticket so use with caution.
Pref 1 Tab
(Figure 3.5)
Automatically Recognize this Stations’
Cashier as the Default Employee Without
Login: This option tells the software to
automatically recognize the cashier on this
station as the default employee. This
eliminates the need to enter an access code
when performing functions in the POS.
Automatically Show All Orders As the
Default Order Type In Order Recall: This
option tells the software to show All Orders
Figure 3.5
whenever the user goes to Recall in the POS.
Station Settings Pref 1
For example, whenever you go into Recall
you will see all orders regardless whether they
are Take Out, Dine In, Drive Thru, Etc. If your restaurant does large amounts of
business, the load time of the recall screen will increase and become a problem. It is
a good idea to uncheck this if you are noticing this issue.
Chapter 6: Station Settings
75
Automatically Show Currently Logged In Servers’ Orders In Recall: This option
tells the software to automatically show the currently logged in servers’ orders in
Recall. For example, if Jon uses Recall and enters his access code, then all orders
that are shown are only Jons’ orders. This option is another way to speed up the
access time when using the Recall button.
Do Not Prompt User To Enter Customer Phone Number For Take Out On This
Station: This option tells the software Not to prompt the user for the customers’
phone number when taking a Take Out order. By default the user will be prompted to
enter the customers’ phone number.
Do Not Prompt User to Print Guest Check When Finished In Order Entry
Screen: This option tells the software NOT to prompt the user to print a guest check
once the order has been completed in Order Entry. By default the software will
prompt to print the check at the completion of the order.
Blind Settle With Cash Tender In Order Entry: This option, when enabled, does
not prompt the user to enter in the amount tendered. The software will assume that
the amount collected was the exact amount due.
Mark This Station as A Drive Thru Station: This option tells the software to mark
this station as a drive thru station. This option is used in conjunction with the Drive
Thru Orders Use Drive Thru Stations in Store Settings > Pref.
Configure this Station To Handle Fast Bar Services (No Table\Bar Tab Type
Selection): This option tells the software to bypass the table selection and Bar Tab
creation and takes the user directly into the order entry screen for quicker use. This
option is useful in fast paced bar type scenarios. This option is also the same as the
Enable Fast Food Service only on a per station basis.
Enable Bar Tab Services for This Station: This option tells the software to enable
Bar Tab services for this specific station. With this option enabled, you will have the
ability to create bar tab orders on this station.
Bar Tab Caption: This field allows you to enter a custom caption for your bar tab.
For example if you want your bar tab to be called “Recovery Room” then type that in
this field. This will print before the customers name on the Guest receipt when it
prints out.
Enable PCCharge\Active Charge Credit Card Interface: This option enables the
PCCharge\Active Charge interface, which allows you to accept credit cards directly
through the NextPOS Software.
Program Path: This field allows you to define the path to the Active
Charge\PCCharge executable file so that you can run credit cards from this station.
User Name: This field allows you to define your username for the PCCharge credit
card interface. This info can be found in the PCCharge program under Setup > Users.
Chapter 6: Station Settings
76
Settles Only: This drop down list allows you to specify 1 specific order type that this
station can settle. For example if you want this station to only settle Dine In Orders
then select Dine In from the drop down list.
Direct Login Screen: This drop down list allows you to specify the screen that you
want the system to go to whenever an access code is just entered or access card is
swiped from the Main POS screen. For example if you wanted the system to go
directly to the Dine In screen when an access code is entered or access card swiped
then simply select Dine In from this drop down list. This is useful with MSR cards in
allowing a card to be swiped when in the Main POS screen and going straight to the
Dine In or Recall screens, logging in the user at the same time.
Station Specific Picture: This field allows you to specify the picture that you want
to show on the right side of the Main POS windows. To use this field simply click
on the button with 3 dots on it and select the picture that you would like. To remove
the picture simply click the Red X.
Pref 2 Tab
(Figure 3.6)
Station Receipt Message: This option
allows you to enter in a message specific
to this station. For example, if you
wanted the ticket to say “Thank You for
Visiting our Restaurants Bar, Come
Again!” you would enter this here.
Figure 3.6
Station Settings Pref 2
Journal Printer: This option allows you
to print out a duplicate of the guest receipt
on an additional printer. When you
specify a printer here, it will create an
exact duplicate of the guest receipt.
Journal Printer Type: This field allows you to specify the printer type for the
Journal printer. Usually you will select the printer type that matches your printer.
For example if you have a Epson TM-U200 as the Journal printer then select one of
the “Epson TM-U200” printer types from the Type drop down list.
Remote In House Charge Printer: This option allows you to print out a duplicate
of the In House Charge Slip on an additional printer. When you specify a printer here
is will create an exact duplicate of the In House Charge Slip.
Receipt Logo Control Code: This option allows your receipt printer to print your
companies’ logo on the receipt. To use this option you will need to enter the receipt
logo control code, which can be obtained by consulting the user manual that came
with the receipt printer. The Epson control codes are natively supported.
Chapter 6: Station Settings
77
Packager Logo Control Code: This is the same as the above option except it is used
for the package printer.
Stay in order entry screen after order if finished: This option allows the user to
stay in the order entry screen after the Send or Settle buttons are pressed. By default
you will be sent to the Main POS screen.
Stay in Settle Screen: This option allows the user to quickly settle orders. Once you
have settled an order it will bring up the Recall Order screen to allow you to select the
next order to settle.
Stay in Table Selection Screen After Dine In Order Completes: This option
allows the user to stay in the table selection screen once a dine-in order is complete.
This will make the order entry process one step faster. This option also assumes the
same server is currently logged in.
Pref 3
(Figure 3.7)
Dine In Use Quick Service Order
Screen: This option allows you to use the
Quick Service screen for Dine In orders.
Bar Tab Use Quick Service Order
Screen: This option allows you to use the
Quick Service screen for Bar Tab orders.
Take Out Use Quick Service Order
Screen: This option allows you to use the
Quick Service screen for Take Out orders.
Figure 3.7
Station Settings Pref 3
Drive Thru Use Quick Service Order
Screen: This option allows you to use the
Quick Service screen for Drive Thru
orders.
Delivery Use Quick Service Order Screen: This option allows you to use the Quick
Service screen for delivery orders.
Chapter 6: Station Settings
78
Port Settings Tab
(Figure 3.8)
Purpose: To change the port settings for
various POS devices.
Caller ID Com Port: In this field you will
specify the COM port your Caller ID device
is connected to.
Caller Id Init String: In this drop down list
you will choose which Init string your
modem needs to operate. If you’re going to
be using the YES-TELE Caller ID box,
Figure 3.8
choose the “Yes-Tele Caller Id Box” from
Station Settings Port Settings Screen
the drop down list. If you are using the U.S.
Robotics 56k Internal WinModem the AT
command is AT#CID=1. For any other modem type, refer to the modems user
manual to find the AT commands. Use this information to determine the correct
Caller ID Init String.
Pole Display Com Port: If you are using a pole display, you will select the Com
port this device is connected to.
Pole Message Row 1: In this field you will enter the message that you want to show
up on the first row of your Pole Display. For example if you want the first row to say
“Pizza Factory”, enter “Pizza Factory” in this field.
Pole Message Row 2: In this field you will enter the message that you want to show
up on the second row of your Pole Display. For example, if you want the second row
to say “Best Pizza In Town”, enter “Best Pizza In Town” in this field.
“Home” Control Code: This field will have the code that determines where the
Home position of the cursor is. If you are using the UTC command set than you will
not need to enter the code in this field. If you don’t use the UTC command set than
you will need to refer to the users manual of your Pole Display for this code or
contact the manufacture.
“Hide Cursor” Control Code: This field will have the code that hides the cursor. If
you are using the UTC command code you will not need to enter the code in this
field. If you are not using the UTC command code you will need to refer to the users
manual of your Pole Display for this code or contact the manufacture.
Serial Cash Drawer Port: In this drop down list you choose the Com port that your
Serial Cash drawer is connected to. This is only used if you directly connecting your
cash drawer to your computer. If you have the cash drawer connected to the printer
this field will not be used.
Chapter 6: Station Settings
79
Cash Drawer Open Code: If you are using a SERIAL driven cash drawer you need
to enter the code to open the cash drawer in this field which is usually “BEL”. If
BEL does not work contact the manufacturer of the cash drawer to ask for the cash
drawer open codes. Remember this is only used in cash drawers that are directly
connected to the computer.
Weight Scale Com Port: This drop down menu will allow you to select the Com
port your weight scale is connected to.
Weight Scale Type: NextPOS for Restaurants™ supports the 6700 family of weight
scales which can be selected from this drop down menu.
Advanced Buttons: These buttons allows the user to
configure the port settings for each of the different Com
Ports. These settings will override any Windows® settings
you may have.
Com Port: This is the Com Port you are currently working
with.
Port Settings: This field displays the Baud Rate(9600),
Parity(n), Data Bits(8), and Stop Bits(1). To change these
settings, modify the entry to what your device requires
according to the devices user manual. For Example, if the
Cash Drawer is shipped by the manufacturer with the
settings of:
Figure 3.8-1
Advanced Com Port Settings
Baud Rate: 300
Parity: Odd
Data Bits: 7
Stop Bits: 2
You would enter “300,O,7,2” without the quotes.
Handshaking: This drop down menu allows you to select the type of Flow Control
you are using.
Buffer Settings and Other Settings are only here for Expert Level users and
should not be changed under most circumstances.
Chapter 7: Security Settings
80
Security Settings
(Figure 3.9)
Figure 3.9
Security Settings
The Security Settings are where you
customize your restaurants’ security levels.
The Security Name field is the name of
the currently selected security option. The
Minimum Security Level specifies the
minimum-security level required to access
the currently selected security option. The
Override Security Level specifies the
minimum security required for overriding
the security option. The Security
Enforced checkbox is used to turn the
security feature on and off. Not all security
options will be enabled. If the field is
disabled then the security option will not
function. The following is a list of the
security explanations.
Accessing Delivery Status: This security setting lets you specify the minimum level
of security required to access the Delivery Status feature in the Main POS menu.
Accessing Driver Tracking: This security setting lets you specify the minimum
level of security to access the Driver feature in the Main POS menu.
Adjust Price In Order Entry: This security setting lets you specify the minimum
level of security required to change the menu item price when in the Order Entry
screen.
Approve Cash Register Discrepancies: This security setting lets you specify the
minimum level of security required to approve a cash drawer discrepancy issue when
the cashier is performing a Cashier Out.
Access Back Office: This security setting lets you specify the minimum level of
security required to access the Back Office.
Cash Discount Amount Entry: This option lets you specify the minimum level of
security required to use a cash discount in Order Entry.
Apply Credit Usage Require Manager: This option lets you specify the minimum
level of security required to apply a credit to an order in the Order Entry screen.
Access Daily Closing Report: This option lets you specify the minimum level of
security required to review the Closing Report in Operations > Revenue Center
screen. This security setting will also disable the Revenue Center and In House
Charge buttons in Operations.
Chapter 7: Security Settings
81
Discount Require Manager: This option lets you specify the minimum level of
security required to apply a discount toward the order or item in the Order Entry
screen.
Edit Delivery Compensation Amount: This option lets you specify the minimum
level of security required to modify the delivery driver compensation amount when in
the Customer Information screen.
Edit Unpaid Employee Time Cards: This option lets you specify the minimum
level of security required to edit any unpaid employee time cards inside the Time
Card screen.
Create New Orders: This option lets you specify the minimum level of security
required to create a new order.
Exclusive Cash Register Access: This security will block other employees from
gaining access to the cash drawer or Settle functions on this station when the cashier
is signed in, except for those employees/managers with security levels greater to or
equal to the Override Security Level.
Exclusive Server Access: This security will block other servers from accessing the
current servers’ orders for edit or print, unless their security level passes the Override
Security Level specified here.
Approval of Clock in Time Not on Schedule: This security setting will specify the
minimum level of security required to perform a forced employee clock in. The
forced employee clock in is useful when they are working but are not scheduled to do
so.
Issue Refund To Customer: This security setting specifies the minimum level of
security required to issue a refund to the customer. This also sets the security for
reverting orders to unpaid status.
Maintain Customer Credits: This security setting specifies the minimum level of
security required to create new customer credits.
Maintain Gift Certificates: This security setting specifies the minimum level of
security required to access the Maintain Gift Certificates in the Back Office under
Activities > Customer Activities > Maintain Gift Certificates.
Access Manual Modifier Screen: This security setting specifies the minimum level
of security required to go into the Manual modifier entry screen when inside the
Modifier screen in Order Entry.
Access Miscellaneous Features In Operations: This security setting specifies the
minimum level of security required to access the Inventory Activities button in the
Operation screen.
Chapter 7: Security Settings
82
Do Not Print Duplicate Order To Bar: When you enable this setting, the system
will not send already printed items to the bar printer as long as there are no changes to
the order.
Do Not Print Duplicate Order To Kitchen: When you enable this setting, the
system will not send already printed items to the kitchen printer as long as there are
no changes to the order.
Access No Sale Feature: This security setting specifies the minimum level of
security required to access the No Sale feature. If the employee is the cashier for this
drawer, this feature will still be enforced.
Access No Sale Require Explanation: This security option lets you require an
explanation as to why a No Sale was performed.
Access No Sale Require Manager: This security option lets you require a manager
to perform a No Sale.
Apply Gratuity Require Manager In Order Entry: This option lets you specify
the minimum level of security required to apply an order gratuity when inside the
Order Entry window.
Issue Pay Out To Vendor: This security setting lets you specify the minimum level
of security required to make a Pay Out operation.
Recall Existing Order: This security setting lets you specify the minimum level of
security required to perform the Recall feature.
Accept Gift Certificate Redemption: This option lets you specify the minimum
level of security required to apply a Gift Certificate payment type.
Cashier Sign In/Cashier Sign Out: This security setting lets you specify the
minimum level of security required to perform Cashier In and Cashier Out
operations. This will also disable the Frequent Diner and Other Tools buttons in
Operations.
Apply Surcharge Require Manager: This security setting lets you specify the
minimum level of security required to apply a surcharge to an order in the Order
Entry screen.
Accept Complimentary Payment: This security setting lets you specify the
minimum level of security required to make an order complimentary.
Accept In House Charge Payment: This security setting lets you specify the
minimum level of security required to apply an In House Charge Payment.
Void Order or Items: This security setting lets you specify the minimum level of
security required to void orders or items.
Chapter 8: Standard Information Setup
83
Postal Codes
(Figure 3.10)
The postal codes can be found in the Back
Office under Setup > General Settings > Postal
Codes. In this window you will enter the
information for the Zip Codes in your area.
City: This is where you will enter the city
associated with this postal code
State: This is where you will enter the state
associated with this postal code.
Figure 3.10
Postal Codes Screen
Postal Code: This is the postal code associated
with the city and state.
Delivery Charge: This will be the delivery charge that will be applied when this
postal code is used. You can leave this field blank if you do not wish to charge for
delivery to this postal code.
Delivery Compensation: This is where you will specify the amount of money the
driver will get for compensation while delivering.
Delivery Streets
(Figure 4.0)
The purpose of Delivery Streets is so that you
can specify which streets your restaurant will
deliver to. Also you can give the streets map
codes so when you choose a street it will give
you the map code and you can then check these
against your restaurants map.
Street Name: In this field you will enter the
name of the street that you are defining.
Figure 4.0
Delivery Streets Screen
Address From: In this field you will enter the
first address on this street that delivery is
offered.
Address To: In this field you will enter the last address on this field that delivery is
offered.
Chapter 8: Standard Information Setup
84
Map Code: In this field you will enter a code for the street that you are defining (the
code is created by the user). The map code will be the code on a map on the wall that
defines where a location is. For example, wall maps have codes on them telling you
where locations are on the map. These are codes like B3 or D2. You can enter those
codes into the software for each address so when you call up and address, it will say
B3 and you will look on the wall map and see where B3 is located.
Delivery Charge: In this field you will enter the amount of money that your
restaurant that will charge for delivery on this street. This must be entered in to have
the Delivery Charge show up when taking a Delivery Order.
Delivery Compensation: In this field you will enter the amount of money that you
will give to your driver for deliveries made on this street. This must be entered in to
have the Delivery Compensation show up when taking a Delivery Order.
Postal Code: This is the postal code where this street is located.
No Delivery: This option is used when your restaurant does not want to offer
delivery to this street.
There is an alternative to this method of finding the streets that the orders that need to
be delivered are on. You can use Microsoft Streets & Trips™ 2001/2002 software
to show you where the address is at on the map. You must have the software running
and minimized on the computer. When you type in the name of the street in
NextPOS and press See Map the software will automatically bring up that address
and street and give you the route to get there. The only drawback with this method is
that it may not be as accurate as with the Delivery Streets method.
NOTE: NextPOS for Restaurants™ will only work with Microsoft Streets & Trips™
2001/2002. No other type of mapping software will work with this feature.
Chapter 8: Standard Information Setup
85
Dine In Table Groups
(Figure 4.1)
You can access the Dine In Table Groups dialog
window in the Back Office under Setup > Table
Setup > Dine In Table Groups. The purpose of
this window is to specify the groups that your
dine in tables will fall under. This must be done
prior to create actual tables.
Table Group No. 1-5: In this field you will enter
the name of the table group. For example, Main
Dining Room would be one.
Figure 4.1
Table Group Screen
Add, Edit, Delete: These will add, edit or delete
a table group.
Dine In Tables
(Figure 4.2)
This dialog window is here so that you
can specify the tables and the way that
they are laid out for your particular
restaurant. Dine In Tables can be
accessed in the Back Office under Setup
> Table Setup > Dine In Tables. There
can be up to 72 tables in each of the Dine
In Table Groups.
The first step in setting up the Dine In
Tables, once you are inside the Dine In
Figure 4.2
Tables window, is to locate the drop
Dine In Table Selection Screen
down box that says Table Groups above
it. In this drop down list you will choose
the table group that you want to work on. If you have not already made Table Groups,
click on the button directly next to the drop down list and this will take you to the
window to set them up. Once you have chosen the group you will be working on, click
on one of the blank gray buttons in the main part of the dialog window. Once you click
on one of these buttons, the Dine In Table Editor will appear.
This screen also gives the manager the ability to assign tables to servers. This will allow
the servers to only see their tables when they use the Dine In option is the Main POS
screen. This will keep servers from getting confused about what tables they are
responsible for during the day. To use this option, select the server from the drop down
list and select the table that will be assigned to this server. The table will turn green
telling you the table is selected. If you switch to a different server, the table will be red
telling you is already assigned. If you need to start over click the Clear Table button.
Chapter 8: Standard Information Setup
86
Dine In Table Editor
(Figure 4.3)
Dine In Table Name: In this field you will specify the
Dine In tables’ name. This is usually a number or some
type of table designation.
Total Seats: This is the max number of seats this table
will have.
Picture: This is where you will specify a picture for this
table button.
Smoking Section: This option tells the software that this
table will be in a smoking section.
Figure 4.3
Dine In Table Editor Screen
Near Windows: This option tells the software that this
table will be near a window.
Booth Seating: This option will tell the software that this table has booth seating.
Private Seating: This option tells the software that this table will be away from the
public seating.
Hibachi Table: This option tells the software that this will be a hibachi table.
Hibachi Table Style: This option tells the software which way the table will be
facing.
Hibachi Left Side, Top, Bottom, Right Side Seats: This will be the amount of seats
that are on each respective side.
Hibachi Can Bridge To: This option tells the software which Hibachi table this
table will bridge to.
Hibachi Bridge Seats: This option tells the software how many seats will be created
using the bridge.
Chapter 8: Standard Information Setup
87
Cash Trays
(Figure 4.4)
The purpose of this dialog box is to let you maintain the
cash trays used by your restaurant. Cash trays are
usually the insert trays for your cash drawers. By having
multiple insert trays defined, you will be able to quickly
switch cash trays during operations. You can access the
Cash Trays in the Back Office under Setup > General
Settings > Cash Trays.
Figure 4.4
Cash Trays Screen
Cash Tray ID: This is the ID number the software
assigns to this cash drawer.
Cash Tray Name: This field allows you to give this
cash tray a name such as AM Bar for the Bar working the
AM Shift.
Hide Cash Tray: This option will hide the cash drawer from users in the Main POS
screen.
Note: Cash Trays with a name with SB at the start are cash trays assigned to the
Servers using Staff Banking. These cannot be edited.
Figure 4.5
Surcharges Screen
Surcharges
(Figure 4.5)
The order surcharges are generally used for adding any
extra charges to the order inside the Order Entry
screen. For example, a hotel attached restaurant may
have a 15% Room Service Charge. A carry out order
may have a $1.00 extra charge for packaging. All of
these examples could utilize the order surcharge feature
to add on top of the existing order total. You can also
specify the minimum ticket total for surcharge waiver.
You can access the Surcharges in the Back Office,
under the Setup > General Settings > Surcharges.
Surcharge ID: This is the ID number the software assigns the Surcharge.
Surcharge Name: This field allows you to assign a name to this surcharge. This can
be any name you wish.
Surcharge Amount: This field allows you to enter the amount of the surcharge.
This number will be a dollar amount or percent.
Chapter 8: Standard Information Setup
88
Amount Basis: This drop down menu will allow you to select which type of
surcharge this is. This can be Currency meaning a dollar amount or Percent, which
is percentage based.
Min Ticket For Waiver: This field allows you to specify the dollar amount the
ticket needs to be to waive the surcharge.
Surcharge Description: This field allows you to enter in a description explaining
what this surcharge is used for.
Hide Surcharge: This will hide this surcharge when it’s no longer used.
Discounts
(Figure 4.6)
The purpose of this feature is to let you create and or
maintain discounts that your restaurant may offer. You
can access the Discounts in the Back Office under Setup
> General Settings > Discounts.
Discount ID: This is the ID the software assigns this
discount.
Figure 4.6
Discounts Screen
Discount Name: This field allows you to assign a name
to this discount. This can be any name you wish.
Discount Amount: This field allows you to enter the amount of the discount. This
number will be a dollar amount or percent.
Amount Basis: This drop down menu allows you to select the basis on which this
discount will be used. This can be Percent, Currency, or Maximum Amount Charged.
Maximum Amount Charged will only work with menu items and not the entire order.
Discount Expire Date: This field allows you to specify a date on which this
discount will expire.
Min Ticket for Discount: This field allows you to specify an amount the ticket
needs to be before a discount can be given.
Discount Description: This field allows you to enter a description of what this
discount is used for.
Hide Discount: This option will hide this discount if it is not used anymore.
Discount Barcode: This field will allow a barcode number to be entered for this
discount. If you have the barcode made for the discount already, all you have to do is
place the cursor in this field and scan the barcode.
Chapter 8: Standard Information Setup
89
Menu Item To Discount: This option allows you to define which menu item the
discount will be applied to when the discount is scanned using the barcode feature.
For example if you have 9 items on a ticket and you scan the discount for cheese
pizza it will search for the cheese pizza on the ticket and discount just that item. This
is useful if you have specials for certain items and you want to save time.
Bank Card Files
(Figure 4.7)
The purpose of this dialog box is to let you maintain a list
of bankcard files that you may associate for the bad
checks that you may receive during operations. You can
access the Bank Card Files in the Back Office under
Setup > General Settings > Bank Card Files.
Bank Name: This field allows you to enter a bank name.
Figure 4.7
Bank Card Files Screen
Phone Number: This field allows you to enter a phone
number for the bank.
Verify Funds By Phone: This option is reserved for
future use.
Hide Bank Card File: This will hide this bank card file
when it is no longer used.
Bad Check Reasons
(Figure 4.8)
The purpose of this dialog box is to let you maintain a
list of bad check reasons for association with bad
checks that you may receive during your operations.
You can access Bad Check Reasons in the Back
Office under Setup > General Settings > Bad
Check Reasons.
Figure 4.8
Bad Check Reasons Screen
Bad Check Reason: This field allows you to enter a
reason the check received from the customer was bad.
Hide Reason: If this reason is no longer a reason for
a bad check then you will want to put a check in this
check box.
Chapter 8: Standard Information Setup
90
Bad Check Penalties
(Figure 4.9)
The purpose of this dialog window is to let you maintain
a list of bad check penalties that you may associate with
the bad checks that you may receive during your
operations. You can access the Bad Check Penalties in
the Back Office under Setup > General Settings > Bad
Check Penalties.
Figure 4.9
Bad Check Penalty Screen
Bad Check Penalties: This field allows you to enter a
name for the bad check penalty.
Penalty Amount: This field allows you to enter the
amount of money the customer will be charged for this
penalty.
Hide Penalty: This option allows you to hide the penalty when it is no longer used.
Chapter 9: Custom Printer Types
91
Field Name Descriptions
(Figure 4.10)
You can access the Custom Printer Types in the Back
Office under Setup > General Settings > Custom
Printer Types.
Figure 4.10
Custom Printer Types Screen
The purpose of this feature is to let you define your own
custom printer types if they are not already supported in
the software. This gives you the capability of supporting
any POS receipt printer that you know the Escape
Control Codes for.
You will need to refer to your printers’ user manual for
the Escape Control Codes and convert them into our
coding method. This is explained in detail later in this
chapter.
Based On This Printer: This drop down field lets you choose the type of printer that
this custom printer will be based on.
Printer Type Name: This field allows you to enter the name you choose for this
printer. The name of your printer can be anything that you want it to be you could
even name it after yourself if you wanted to.
Bold Font Code: This field allows you to enter your printers’ code for Bold Font.
Non-Bold Font Code: This field allows you to enter your printers’ code for the Font
that is not bold.
Large Font Code: This field allows you to enter your printers’ code for Large Font.
Small Font Code: This field allows you to enter your printers’ code for Small Font.
Red Font Code: This field allows you to enter your printers’ code for Red Font.
Non-Red Font Code: This field allows you to enter your printers’ code for Non-Red
Font.
Cash Drawer Code: This field allows you to enter your printers’ code for opening
the Printer Driven Cash Drawer if your printer supports Printer Driven Cash Drawers.
Auto Cutter Code: This field allows you to enter your printers’ code for
automatically cutting off the paper when the printer is done printing, if your printer
supports Auto Cutting.
Buzzer Code: This field allows you to enter your printers’ code for the buzzer that
goes off when the printer is done printing; if your printer has a buzzer that goes off,
otherwise leave this field blank.
Chapter 9: Custom Printer Types
92
Small Font Columns: This field allows you to enter the number of Small Font
Characters that you can have per one line on your printer.
Large Font Columns: This field allows you to enter the number of Large Font
Characters that you can have per one line on your printer.
How To Convert Control Codes
The fields in the custom printer types are coded in a different method than the actual
codes that you will get out of your printers user manual. You will need to convert
your control codes to the software’s method of coding. Below is an explanation of
how to convert these codes.
The fields in the Custom Printer Types are coded for the decimal values. If your
printer control code for line feed is LF, which is 10 in decimal value, format it to
three digits, and then precede it with the capital character C. For example, LF will
actually be entered in the Line Feed field as C010. Same idea applies to printer
control codes that have multiple word combinations, such as ESC p. Simply figure
out the converted code for ESC, and then figure out the converted code for p, and put
them together in the field that they apply to. This would convert to C027C112.
For easier conversions of the codes you can visit our website at
www.nextpos.com/conversion.htm. For a conversion table that you can refer to when
converting control codes.
Chapter 9: Custom Printer Types
93
Control Code Conversion Chart
Below is a chart that will make converting the codes much easier. This is the same
chart used on the www.nextpos.com website.
Character
NUL
SOH
STX
ETX
EOT
ENQ
ACK
BEL
BS
HT
LF
VT
FF
CR
SO
SI
DLE
DC1
DC2
DC3
DC4
NAK
SYN
ETB
CAN
EM
SUB
ESC
FS
GS
RS
US
SP
!
“
#
$
%
HEX
0
1
2
3
4
5
6
7
8
9
0A
0B
0C
0D
0E
0F
10
11
12
13
14
15
16
17
18
19
1A
1B
1C
1D
1E
1F
20
21
22
23
24
25
DECIMAL
000
001
002
003
004
005
006
007
008
009
010
011
012
013
014
015
016
017
018
019
020
021
022
023
024
025
026
027
028
029
030
031
032
033
034
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Chapter 9: Custom Printer Types
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Chapter 10: Employee Setup
95
Job Titles
(Figure 5.0)
The purpose of this dialog box is to let you define the job
titles that your restaurant will have. You will want to be
sure to create as many of the job titles as necessary, since
you will be assigning them to employees. You can
access the Job Titles in the Back Office under Setup >
Employee Setup > Job Titles.
Figure 5.0
Job Title Screen
Job Title: This field allows you to enter a Job Title
name. For example you can have Manager as one job
title.
Default Security Level: This is the default security level the system will assign
when a new employee is created with this job title. This can be changed later in the
employees file if necessary.
Default Pay Basis: This is the default pay basis the system will assign when a new
employee is created with this job title. This can be changed later in the employees
file if necessary.
Default Pay Rate: This is the default pay rate the system will assign when a new
employee is created with this job title. This can be changed later in the employees
file if necessary.
Default Receive Tips: This option will tell the software that this job title receives
tips by default. This can be changed later in the employees file if necessary.
Hide Job Title: This option will hide this job title when it is no longer used.
Employee Files
(Figure 5.1)
The purpose of this dialog window is to let you
maintain your restaurant’s employee files. You are
going to want to be sure to give your employees the
appropriate security levels and unique access codes so
that they will be able to access the areas of the software
that they will need to access. You can access the
Employee Files in the Back Office under Setup >
Employee Setup > Employee Files.
Figure 5.1
Employee Files General Tab
Chapter 10: Employee Setup
96
General Tab:
First Name: This field allows you to enter the first name of your employee.
Middle Initial: This field allows you to enter the middle initial of your employee.
Last Name: This field allows you to enter the last name of your employee.
Social Security Number: This field allows you to enter the social security number
of your employee.
Area Code + Phone No: This field allows you to enter the area code and phone
number of your employee.
Mailing Address: This field allows you to enter the mailing address of your
employee.
Mailing Postal Code: This field allows you to enter the mailing postal code of your
employee.
Job Title: This drop down menu allows you to choose a job title for your employee.
If you have not created job titles previous to this, you can do this by clicking on the
icon to the right of the drop down menu.
Access Code: This field allows you to enter an access code employees will use to
identify themselves to the system. This access code should be no more than 4 digits
to make it easy for the employees to remember. This number cannot be changed if
the employee has an open staff bank.
Security Level: This drop down menu allows you to assign a security level to this
employee. The level of security is important and should be given some thought. A
typical setup is:
1: Cooks, Janitors, Dishwashers and anyone who does not need to use the system
often.
2: Hosts/Hostess, Food Expeditors, and people who need to use the system but do
not need to enter orders or deal in money exchange.
3: Wait Staff and anyone who will be taking orders and exchanging money with
customers.
4: Managers and Senior Wait Staff who are responsible for other employees.
5: Owners and General Managers who need to make decisions concerning the
operations of the restaurant.
MSR Card: This field allows you to swipe an MSR card and have the card
associated with this employee. To use magnetic cards put the cursor in the MSR
Card field and then swipe the magnetic card through the card reader and this will
automatically set up the scan code for that employee.
Preferred Language: This drop down menu allows you to choose the language that
this employee will be using when they are working with the system.
Chapter 10: Employee Setup
97
Order Entry Sec Lang: This option allows you to have the secondary language
enabled. With this enabled the user will see the secondary languages you have used
in the menu item editors secondary language field and any other secondary language
fields in the software.
Employee is Driver: This option allows you to choose if this employee is a driver
for delivery orders.
Payroll Tab
(Figure 5.2)
Date Hired: This field allows you to enter the date the
employee was hired. Format is MM/DD/YYYY.
Date Released: This field allows you to enter the date
the employee was terminated or released from
employment.
Figure 5.2
Employee Files Payroll Screen
Pay Basis: This drop down menu allows you to choose
the pay basis this employee will receive.
Pay Rate: This is the monetary value of pay the
employee will receive based on the pay basis.
Tips Received: This option allows employees to report tips received when clocking
out.
Use Staff Bank: This option tells the software this employee will be using Staff
Banking as their means of taking and settling orders. If this option is enabled this
employee will ALWAYS pay to their staff bank when settling orders they have taken.
Use this option if your employees will be carrying money collected from customers
until the end of the shift.
Use Hostess Features: This option tells the software that this employee will need the
ability to assign tables, assign tabs, and to perform reservations.
Schedule Not Enforced: This option tells the software that the schedule for this
employee will not be enforced.
Is A Server: This option tells the software to include this employee as a server in the
reports section. This is also used when a host/hostess needs to select a server for
assigning a table.
Cannot Finalize Cashier Out: This option disables the DONE button in the
cashiers’ money count screen.
Hide Employee: This option allows you to hide this employee when they no longer
are employed at the restaurant.
Chapter 10: Employee Setup
98
Driver
(Figure 5.3)
You will only need to use this tab if the employee is a
driver.
Driver License Number: This field allows you to enter
the drivers’ license number.
Drivers License Expires: This field allows you to enter
the date the driver license expires.
Figure 5.3
Employee Files Driver Screen
Car Insurance Carrier: This field allows you to enter the
insurance companies’ name the driver is insured through.
Insurance Policy Number: This field allows you to enter the policy number the
insurance company has provided to the driver for coverage.
Insurance Policy Expires: This field allows you to enter the date that the policy will
expire.
Insurance Policy Notes: This field allows you to enter any notes that you may want
to record for this insurance policy. Below this option is a time stamp icon that will
put the date and time of when the note was recorded.
‘Notes’
Employee Notes: In this field you can enter any notes about this employee that you
may want to keep on record. This option also has a time stamp to record the date and
time of any notes.
Chapter 10: Employee Setup
99
Employee Schedules
(Figure 5.4)
The purpose of this dialog box is to let you
maintain employee schedules for up to a week.
You can also create employee schedules with
split shifts. You can access the Employee
Schedule in the Back Office under Setup >
Employee Setup > Employee Schedules.
Figure 5.4
Employee Schedules Screen
Figure 5.5
Employee Schedule Editor Screen
Once you are in the Employee Schedules
window there is a drop down list in the upper
left hand corner of the window. In this list you
can pick what job title you need to create
schedules for. The next step is to click on the
name of the employee that you want to create
the schedule for. You will want to pick the first
day of the week that the employee will be
working. After you have done this, click on the
Add button on the right side of the window. A
popup window will appear (Figure 5.5) and
there will be two fields, Clock In Time and
Clock Out Time. These fields allow you to
enter the clock in and clock out times for this
employee. You will also want to make sure
that you enter all times your employees will
clock in and clock out. For example, if you had
an employee clock in at 8am and then goes to
lunch at 12pm and then clocks in at 1pm and
clocks back out 5pm you will need to enter two
times the employee has on the schedule for one
day.
You will repeat these steps for all the days of the week that the employee is supposed
to work. Next to every Add button is a check box that says Also. This is used to
duplicate certain days schedules to make the schedule easier to create. For example if
the employee is going to be working the same times for several days, then before you
put any information in any of the days, check the Also box for all of the days that are
going to have the same schedule. Then in one of the days that has the Also box
checked enter the schedule for that employee and it will be duplicated for all of the
other days with the Also box checked. One other feature in this window is the drop
down list at the bottom left side of the window called Copy Schedule Same As. This
is used if you have two or more employees that have the same schedule. If you are
creating a schedule for Mike and he has the same schedule as Bobby and Bobbys’
schedule is already configured then simply choose Bobby from the drop down list in
the Copy Schedule Same As.
Chapter 10: Employee Setup
100
Multiple Jobs Per Employee
(Figure 5.6)
With NextPOS for Restaurants you can assign employees multiple
jobs with up to 5 jobs per employee. For example if you have an
employee that is a prep cook and a dishwasher you will want to
use this feature.
Figure 5.6
Multi-Job Selection Screen
Setting up employees with multiple jobs is quite simple. The first
step is to put a check in the Employee With Multi Job Selection
check box in the Back Office under Store Settings > Other >
Additional Preferences. The next step in setting up a multiple
job employee is to create as many identical employee files as the
employee has jobs. Be sure that all of the files for this employee
are exactly the same every field has to be filled in exactly the
same. The only fields that can be different are the check boxes,
and the only field that should be filled in differently is the Access
Code field.
Now employees with multiple jobs clocks in, the system will ask them which job they
will be working on. If you want to setup schedules for each of the jobs that the
employee has, select the employee file with the correct job title and create a schedule
for this job. Repeat this for all of the employees’ jobs that you want to create a
schedule for.
Chapter 11: Restaurant Menu Setup
101
Menu Categories
(Figure 5.7)
Figure 5.7
Menu Categories Screen
Menu categories are used for reporting purposes only. It
has nothing to do with the visual display of the menu in
the Order Entry screen. You assign each menu item to
a specific menu category, which will be shown when you
create a sales report, to find out how much of each menu
category has been being used. For example if you put all
of your Beer and Wine in a category called Drinks, that
you created, then when you run a Sales By Category
Report, it will show you the summary total of the
Drinks category sales information. You can access the
Menu Categories in the Back Office under Setup >
Menu Setup > Menu Categories.
Menu Categories: This field allows you to enter a name for this category.
Hide Menu Category: This option allows you to hide this menu category when it is
no longer used.
Note: Menu Categories are only used for reporting purposes and have no affect on
the Order Entry screen.
Chapter 11: Restaurant Menu Setup
102
Modifier Builder Template Setup
(Figure 5.8)
Figure 5.8
Modifier Builder Template Setup Screen
A new feature of NextPOS for
Restaurants™ is the Modifier Builder
Template. This is a very useful tool for
setting up complicated menus with
numerous possibilities of modifiers. Be
sure to specify 8 categories in the Store
Settings > Misc > Page 3 before
continuing with this feature. You can
access the Modifier Builder Template
Setup in the Back Office under Setup >
Menu Setup > Modifier Builder Template
Setup.
The first item on this page is the Modifier
Builder Template Name. This is the white
field you can type text into. You will
specify the name of this particular template
here. We will use Bar in this example.
Your next step will be to Save this template.
This will create a template called Bar.
When you click Save this will bring up the
8 categories that you have specified in the
Store Settings > Misc > Page 3 that was
mentioned earlier.
Next you will select one of the 8 categories
to display a screen with 48 available buttons
to choose from. These buttons will be used
Figure 5.9
to create modifiers or anything you want. If
Modifier Builder Editor Screen
you want to have the ability to choose
several modifiers on the same screen, this is
the place to do it. For instance, in the Bar template we will want to create modifiers
like salt, rocks, blended, etc. If you want to have more options with these modifiers,
when you are in the modifier editor screen (Figure 5.9), choose the check boxes
associated with the option you would like. You can also specify the additional cost of
these modifiers and the cost of the options of these modifiers. This is useful in
quickly creating all the modifiers for your restaurant.
The last item, which will be discussed later, will be assigning the template to the
menu item. This is very important.
Chapter 11: Restaurant Menu Setup
103
Menu groups
(Figure 5.10, 6.0)
Menu Groups are used for grouping the menu
items into logical groups for visual display in
the Order Entry screen. You can also put each
of the menu groups on a timer, so that it could
only be shown during the specified begin and
end time. You can access the Menu Groups in
the Back Office under Setup > Menu Setup >
Menu Groups.
Figure 5.10
Menu Group Selection Screen
Setting up a menu group is very simple. The
first step, once you are inside the Menu
Groups window is to click on one of the
available gray buttons. After you do this, the
menu group editor will appear. Here you are
going to enter the information for this menu
group. If you want to move the menu group
from one location to another, Right Click on the
menu group and drag the button to the location
you desire.
Group Name: This field allows you to enter
the name of the menu group you will be
creating.
Sec. Language: This field allows you to enter
a secondary language for this menu group. This
will show up when you choose to view the
secondary language in your settings.
Avail From Time: This field allows you to
enter a start time that this menu groups will be
available.
Figure 6.0
Menu Group Editor Screen
Avail To Time: This field allows you to enter
a stop time that this menu group will be
available.
Picture: This allows you to choose a picture for this menu group.
Show Caption: This option allows you to choose if you want the menu group name
to appear below the picture.
Pick Color: This option allows you to choose the color of the menu group button.
Chapter 11: Restaurant Menu Setup
104
Menu Items
(Figure 6.1)
The purpose of this dialog box is to let you
maintain and create new menu items in your
restaurant. You can access the Menu Items in the
Back Office under Setup > Menu Setup > Menu
Items.
Setting up Menu Items is quite simple. The first
step is to pick the menu group that you are going
to be working with from the Menu Group drop
down list at the bottom of the window. After you
have chose the group you want to work in, you
will have a selection of 32 available buttons.
Choose one of these buttons to open up the Menu
Item Editor.
Figure 6.1
Menu Item Selection Screen
Menu Item ID: This field has the number the
database has assigned to the menu item.
Item Has Same Attribute As: This will copy the configuration or Attributes of
another menu item. This is useful in saving time when you have several items that
have the same properties.
Menu Item Full Name: This field allows you to enter a name for this menu item.
The maximum number of characters here is 22.
Secondary Language Name: This field allows you to enter a name in the secondary
language, which is the equivalent of the Menu Item Full Name.
Menu Category: This field allows you to select a category this menu item will be
assigned to for reporting purposes. If you need to create or edit a menu category
while in this screen, use the Icon to the right of the drop down list.
Button Picture Name: This field allows you to enter a picture that will be used for
this button. These should be files with the file extension of .bmp and should be no
more than 42 x 42 Pixels with the caption and 54 x 120 without the caption.
Show Caption: This option allows you to choose whether or not to see the text on
the button when in the Order Entry screen when a picture is used.
Large Picture Name: This field allows you to enter a picture that will be used when
the Details function is used in the Order Entry screen.
Pick Color: This option allows you to select the color this button will be.
Chapter 11: Restaurant Menu Setup
105
This is a Top Level Item: This option allows you to make this item a Top Level
Item. This means you will now be able to create Sub-Level Items below this Top
Level Item. For example, if you have several types of sodas your restaurant will
offer, you would create a Top Level Menu Item called “Soda”. Under this Top Level
Item you would create the different brand names for each of the sodas you offer. A
Top Level Menu Item can also be referred to as the second tier in the menu structure.
Jump to Group: This field allows you to select a menu group you want this Top
Level Menu Item to Jump To when the button is pressed in the Order Entry screen.
This is very useful if you want one button in the order entry screen to take you to
another menu group without backtracking. Think of this as creating a Hyperlink in
your Order Entry screen.
Page 1
(Figure 6.2)
Default Item Price: This field allows you to
enter a price for the menu item that will be used
by default. If you want this item to be open
price, use 1234.56. This will bring up a dialog
box allowing you to enter the price for this
menu item whenever it is ordered. This is very
useful for miscellaneous items not usually
ordered.
Figure 6.2
Menu Item Editor Page 1
Dine In – Delivery Price: These fields allow
you to enter prices for each individual order
type. When an item is ordered using one of
these types, the price defined will be used to
charge the customer. If you are using Auto
Pricing, the Auto Price will overrule the prices
used here.
Send To Printer At: This drop down menu allows you to select which printer this
item will be sent to when the Settle, Cash Tender, or Send buttons are pressed in
Order Entry.
Show Modifier Type: This drop down menu allows you to select the default
modifier type that will be shown when the Modifier button is pressed in the Order
Entry screen.
Barcode: This field allows you to enter the Barcode that will be assigned to this
menu item.
Menu Item is Available: This option tells the software to make the menu item
button selectable in the Order Entry screen. If this is unchecked the button will still
be visible but will not activate when pressed.
Chapter 11: Restaurant Menu Setup
106
Show Pizza Builder Screen: This option tells the software to show the Pizza
Builder Screen when this item is selected in the Order Entry. When you select this
option, a dialog box will appear asking you to select one of the four sizes or No
Charge.
Print Pizza Label: This option will automatically print out a pizza label to stick on
the pizza box when a menu item is ordered.
Sales Tax Will Apply: This option allows you to apply Sales Tax to this item. The
name of this Tax will change if you change the Alias Name in Additional
Preferences.
GST Tax Will Apply: This option allows you to apply GST Tax to this item. The
name of this Tax will change if you change the Alias Name in Additional
Preferences.
Liquor Tax Will Apply: This option allows you to apply Liquor Tax to this item.
The name of this Tax will change if you change the Alias Name in Additional
Preferences.
Menu Item Can Be Discounted: This option allows you to specify if this item can
be discounted or not.
This is A Bar Drink Item: This option tells the software this item is a Bar Drink
Item. This option is used in conjunction with the Bar Drink Items Will Not Charge
Sales Tax found in Station Settings > Pref 2.
Order Item by Weight: This option allows you to order this menu item by weight in
the Order Entry screen. When this option is used, if the item is ordered, a weight
dialog box will appear allowing you to specify a weight. If the weight scale is used,
the weight will automatically appear in the dialog box.
Kitchen Sort Number: This field allows you to enter a number that will be used
when determining in which order the software needs to sort the menu items on the
kitchen ticket. For example, all Appetizers will have the number 1, all the Salads will
have a number 2, all the entrees will have a number 3. This option is used in
conjunction with the Sort Kitchen Items Automatically On Kitchen Receipt option
in Store Settings > Other > Additional Preferences > Page 5.
Note: If you create a menu item and you would like to move it to a new location, you
can Right Click on the Menu Item and drag it to the new location. When used with
Top Level Items, it will also move the Sub Level Items with the Top Level Item.
This eliminates the need to reselect the Sub Level Items if you Hide the Top Level
Item.
Chapter 11: Restaurant Menu Setup
107
Page 2
(Figure 6.3)
NOTE: The next three options cannot be
used together and only one can be used at
any one time.
Menu Item Description: This field allows
you to enter a description for this menu item.
This can be something like the recipe for the
menu item.
Print To Additional Printers: This option
allows you to choose additional printers this
menu item will be sent to when the item is
printed in the kitchen or bar.
Figure 6.3
Menu Item Editor Page 2
Special Pizza Topping Charges: This
option allows you to not charge or charge for
the first specified number of toppings. For
example, if you do not want to charge for the
first 4 toppings on this pizza, you would
select No Charge and type in “4” in the text
field.
Item Delivery Charge: This field allows you to enter an amount that will be charged
if this item is ordered for Delivery.
Item Delivery Comp: This is the amount your driver will be compensated when
they deliver this item.
Use Modifier Builder Template: This drop down menu allows you to choose which
Modifier Builder Template you want to use for this menu item. These where created
previously in the Modifier Builder Template Setup. This has to be selected for the
Modifier Builder Template feature to be enabled. If you need to create or edit
one, you can use the icon to the right of the drop down menu.
Sub Level Item Notes:
•
Menu Short Name: If this item is a Sub Level Item, you can specify a menu
short name. This name will be displayed in the Order Entry screen and CAN
be the same as another menu item short name.
•
Sec Lang: This field allows you to enter the secondary language equivalent
of the Menu Short Name.
Chapter 11: Restaurant Menu Setup
108
Menu Item Auto Prices
(Figure 6.4)
The purpose of this dialog box is to let you specify
your menu items automatic price adjustment based
on the day of the week, and the time of day. You
can access the Menu Item Auto Prices in the Back
Office under Setup > Menu Setup > Menu Item
Auto Prices.
Figure 6.4
Menu Item Auto Prices Screen
Figure 6.5
Menu Item Auto Price Editor
1. Select the Menu Group you would like to work
on using the drop down menu in the top left
corner of the Menu Item Auto Prices screen.
2. Select the menu item from the list of items on
the left side of the screen.
3. Press Add to bring up the Menu Item Price
Editor. (Figure 6.5)
4. Specify a time to start the Auto Pricing in the
Price Start Time field.
5. Specify a time to stop the Auto Pricing in the
Price Stop Time field.
6. Enter any notes for this Auto Pricing.
7. Specify the price that will be used during this
time in the Item Price field.
8. Repeat this for every day you will need auto
pricing or use the Also option before you start if
the times and prices will be the same for
everyday.
Notes:
• Another feature is the Copy Auto Price Same As drop down menu. Use this if
another menu item has the same auto pricing as one you have already configured.
• If you are using different prices for the various order types, these prices will be
ignored and the Auto price will be used.
Chapter 11: Restaurant Menu Setup
109
Menu Modifiers
(Figure 6.6)
The purpose of this dialog window is to let you
specify the menu modifiers for your restaurant.
The modifiers are instructions or adjustments to
the main menu item, therefore they can’t be setup
to track inventory depletion by sales events. You
can access the Menu Modifiers in the Back
Office under Setup > Menu Setup > Menu
Modifiers.
Figure 6.6
Menu Modifiers Screen
The first item on this screen is the Menu
Modifier list on the left side of the screen. This
is the full list of all the modifiers currently in
your restaurant.
Menu Modifier: This field allows you to type in the name of this modifier.
Secondary Language: This field allows you to enter the secondary language
equivalent of the Menu Modifier field.
Additional Cost: This field allows you to enter a price that will be added any time
this modifier is used.
Picture: This field allows you to choose a picture that will be used for this modifier
button. These pictures should be 42 x 42 pixels.
Show Button Caption: This option allows you to choose if the name for this
modifier will be shown on the button.
Hide Modifier: This option allows you to hide the modifier when it is no longer
used.
Pizza Crust Type: This option allows you to specify if this modifier is a pizza crust.
Pizza Topping: This option allows you to specify if this modifier is a pizza topping.
If you select the Pizza Topping check box, the modifier will show up in the Pizza
Builder screen. Also, when you select Pizza Topping, the software will ask you
which pizza size you would like to assign this modifier to. If you do not want to
assign the modifier to a specific pizza, Click Cancel.
Bar Mixing Modifier: This option allows you to put this modifier in the Bar
Mixing category when in the Modifier screen.
Chapter 11: Restaurant Menu Setup
110
Note: Use these naming conventions to add these modifiers to a specific group.
1) The Add modifier group: ‘+’, ‘Add’, ‘With’ (i.e. + Salt, Add Cheese, With
Pepper)
2) The Extra modifier group: ‘Extra’, ‘More’, ‘Heavy’ (i.e. Extra Lemon, More
Sauce, Heavy Chili)
3) The No modifier group: ‘-‘, (i.e. –Chicken, No Beef)
4) The Light modifier group: ‘Light’, ‘Lite’, ‘Little’, ‘Easy’ (i.e. Light Sauce, Little
Pepper, Easy Salt)
5) The Exchange modifier group: ‘Exchange’, ‘Trade’, ‘Switch’, ‘Subs’, ‘To’, ‘->’
6) The Half modifier group: ‘= = =’ (i.e. = = = 1st Half = = =)
7) The Toppings modifier group: Any modifier with either the pizza crust type or
pizza topping checked.
The Bar Mixing modifier group: Any modifier with the bar mixing check box
checked.
Forced Menu Modifiers
(Figure 6.7)
Figure 6.7
Forced Modifier Definition Screen
Figure 6.8
Forced Modifier Selection Screen
The purpose of this dialog box is to let you
maintain the forced modifier links. The forced
modifiers are used as prompts to your server
when they order an item that has choices that
must be selected. For example, it is customary to
select the meat choice and side dishes for a steak
platter. In this case, the forced modifiers will
popup as defined after that specific menu item has
been ordered. You must first enter all Menu
Items and Menu Modifiers before you can begin
linking forced modifiers. Forced Modifiers can
be accessed in the Back Office under Setup >
Menu Setup > Forced Modifiers.
Follow these steps to setup the Forced Modifiers.
1. Filter the modifiers using the drop down
menu below the menu modifier window.
2. Select the menu item from the list on the left
side of the window.
3. On the first popup and Click the Edit button.
4. The Forced Modifier Selection screen will
appear. (Figure 6.8)
5. Put a check in the box next to the modifier
you want to display on the right. These will
be the modifiers that will automatically show
when the menu item is selected.
6. Click Done when you have finished selecting
all the modifiers for this popup.
7. Repeat this for any pop-ups you would like to
define.
Chapter 11: Restaurant Menu Setup
111
Pizza Builder Summary
(Figure 6.9)
NextPOS for Restaurants™ has
a special feature specifically for
building pizzas, called the
Pizza Builder Screen. The
pizza builder screen will appear
once you pick an item that has
the Show Pizza Builder
Screen box checked in the
properties of the menu item.
You can only access the pizza
builder screen from inside the
Order Entry screen.
Figure 6.9
Pizza Builder Screen
The following instructions will explain how to use the Pizza Builder Screen.
1. Select a pizza from the Order Entry screen.
2. Select the toppings you would like to see on the screen using the drop down
menu in the top-center of the screen. If you are using toppings that are
included in the price of the pizza you will want to choose No Charge. The
toppings categories are defined in the Menu Modifier setup screen when you
select the Pizza Topping option.
3. Select the type of crust the pizza will have using the crust modifiers.
4. Select how the pizza will be split up using the Entire Pizza, Half, Third, and
Quarter options on the top-right side of the screen.
5. Highlight the section of the pizza you would like to work on. How many
sections you have, is determined by how you split the pizza in the previous
step.
6. Select the toppings you would like on this section of the pizza. Repeat steps 4
and 5 to complete the pizza if you have more than one section.
7. Press Finish.
Notes:
•
•
•
If you need to Double or Triple a topping, press the Double or Triple buttons
before you select the topping.
If you need to remove a topping, highlight the topping in the section where you
have placed it and Click the remove button.
If you need to modify the pizza other than to add toppings, use the Modifiers
button like you would in the order entry screen.
Chapter 12: Restaurant Inventory Setup
112
Inventory Groups
(Figure 6.10)
The purpose of this dialog box is to let you
maintain a list of the inventory groups for
grouping your inventory items into the logical
sections. You can assign inventory items to the
inventory groups so that you can review your
inventory items in better more understandable
way, rather than seeing all inventory items listed
randomly. You can access the Inventory Groups
in the Back Office under Setup > Inventory
Setup > Inventory Groups.
Figure 6.10
Inventory Groups
Inventory Group Name: This field allows you to
enter a name for this inventory group
Hide Inventory Group: This option allows you
to hide this inventory group if it is no longer used.
Inventory Locations
(Figure 7.0)
The purpose of this dialog window is to let you
maintain a list of your inventory locations for
grouping your inventory items into logical areas.
You can access the Inventory Locations in the
Back Office under Setup > Inventory Setup >
Inventory Locations.
Inventory Location Name: This field allows you
to enter a name for this inventory location.
Figure 7.0
Inventory Locations
Display Sequence No.: This field allows you to
enter a number to assign as the sequence number.
This will determine the order in which the Inventory
Locations will be displayed.
Hide Location: This option allows you to hide this
Inventory Location if it is no longer used.
Chapter 12: Restaurant Inventory Setup
113
Inventory Vendor
(Figure 7.1)
The purpose of this dialog window is to let you
maintain a list of your inventory vendors. The
inventory vendors can be linked to the inventory
items, to show whom the preferred vendor for that
particular item is. You can access the Inventory
Vendor in the Back Office under Setup >
Inventory Setup > Inventory Vendors.
Inventory Vendor Name: This field allows you
to enter a name for this Inventory Vendor.
Figure 7.1
Inventory Vendors Screen
Hide Inventory Vendor: This option allows you
to hide this Inventory Vendor if it is no longer
used.
Inventory Items
(Figure 7.2)
The purpose of this dialog window is to let you
maintain a list of inventory items that the
restaurant buys or uses. The items defined in
this dialog window will be used in the menu
recipe definition. The following is an
explanation of each of the fields so that you will
be able to understand this important screen in
more detail. You can access the Inventory
Items in the Back Office under Setup >
Inventory Setup > Inventory Items.
Inventory Item Name: In this field you will
enter the name of this inventory item.
Figure 7.2
Inventory Items Screen
Item Secondary Language: This field allows
you to enter a secondary language equivalent of
the Inventory Item Name.
Pack Size Description: This field allows you to enter the total pack size description
in descriptive words for this inventory item. For example, if your have an inventory
item called “Case of Bud” and the pack size may be “Case of 24 Bottles”. Pack Size
description is used for your descriptive purpose and is not used in the actual
calculation of inventory quantities.
Chapter 12: Restaurant Inventory Setup
114
Pack Size Barcode: This field allows you to specify the pack size quantity barcode
either from the box’s UPC or your own barcode data. Place the cursor in this field
and use the scanner to scan the barcode into the field.
Each Item Barcode: This field allows you to enter a barcode for each individual
item in the pack size. For example, each bottle of Budweiser in the case will also
have a barcode that will be needed to calculate the inventory totals.
Total Items Per Pack Size: If you have specified the Each Item Barcode, you
should specify the total items per pack size in this field. You’re basically telling the
computer how many individually packed items there are per each pack size
description. For example, take the “Case of 24 Bottles” as a scenario. The Total
Items Per Pack Size should be “24” since there are 24 bottles in a case.
Recipe Units / Pack Size: This field allows you to specify how much each of the
pack size quantity will yield for the menu item recipe. For example, if the pack size
quantity was a case of beef weighing 80 lbs. and your recipes call for ounces, you
would enter “1280” to signify that there are 1280 recipe units per pack size. ( 80
pounds at 16 ounces per pound)
Inventory Group: This drop down menu allows you to select the inventory group.
Inventory Location: This drop down menu allows you to select the inventory
location.
Inventory Vendor: This drop down menu allows you to select the inventory vendor.
Item Display Sequence #: This field allows you to specify the sort order of this
inventory item for easier inventory counting. This will determine in which order the
items will appear in the Physical Inventory Count Sheet found in the Back Office >
Reports > Inventory > Physical Inventory Count Sheet.
Pack Size Re-Order Point: This field allows you to specify what level you want the
pack size to deplete to before that item is to be reordered.
Pack Size Re-Order Level: This field allows you specify the amount that you want
to replenish to when the item is reordered.
Inventory Description: In this field you will enter the description of this inventory
item.
Pack Size Qty On Hand: This field allows you to specify the total pack size
quantity that you currently have on hand. You should only modify this field when
you first set up the inventory information. Afterwards, this field will automatically be
adjusted by receiving inventory or physical inventory counts. If you notice the
number in this field to be a decimal instead of a whole number, it’s because the
amount on hand is a decimal of the pack size and not the item size. For example, if
you have a case of soda with 24 cans and you deplete one can the remaining will be
23/24 of a full case.
Chapter 12: Restaurant Inventory Setup
115
Cost Per Pack Size Qty: This field allows you to specify the cost per each of the
pack size quantity currently on hand. You should only modify this field when you are
first setting up the inventory information. Afterwards, this field will automatically be
adjusted by receiving inventory or physical inventory count activities.
Total Pack Size Qty Value: This field is automatically calculated based on the
information from Pack Size Qty On Hand and Cost Per Pack Size Qty.
Inventory Last Update Date: This field shows the last time this inventory item has
been updated by the system. The receive inventory and physical inventory count will
automatically adjust this field accordingly.
Hide Inventory Item: This option allows you to hide this Inventory Item when it is
no longer used.
Menu Item Recipes
(Figure 7.3)
The purpose of this dialog box is to let you
configure your menu item recipe so that your
estimated inventory usage can be reviewed
according to the sales activities. You can
access the Menu Item Recipe in the Back
Office under Setup > Inventory Setup >
Menu Item Recipes.
Figure 7.3
Menu Item Recipe Editor Screen
This section is crucial to enable the
Inventory Item Depletion feature in
NextPOS for Restaurants™.
The following instructions will explain how to
use the Menu Item Recipe Editor.
1. Choose the Menu Item that you will be creating a recipe for in the list on the
left side of the window.
2. In the Inventory Item Name field you will enter the name of one of the
inventory items that is going to be used.
3. Enter the number of units this item will use in the Units Used field.
4. Click the Add button. This will add the inventory item and the units used, to
the recipe.
5. Repeat steps 2, 3, and 4 if there are more items in this recipe.
6. Click Save.
Notes:
At the bottom of the window there is a button that says Update Price. You will use this
button if you want to change the price of this item to the Minimum Retail Price.
If you need to remove an item from the recipe, highlight the item and press the Remove
button in the top-right corner of the screen.
Chapter 13: Time Card System
116
Clock In To the Time Card
(Figure 7.4)
The Time Card is a very useful tool and is quite easy too
learn how to operate. The Time Card feature can be found
on the Main POS menu in the lower left corner of the
screen.
The following instructions will explain how to use the Time
Card screen.
Figure 7.4
Employee Time Card Screen
During Clock In
1. Click on the Time Card button in the main POS screen.
A popup window will appear asking you for your access
code. Put in your access code and Click Enter. From
here you are taken to the Employee Time Card
window.
2. Click on the Clock In button. If you are using staff
bank and you have the Auto Start Emp. Bank When
Clocked In feature turned on, your staff bank will be
automatically started with a starting balance of $0.
3. If you are using staff bank and do not have the Auto
Start Emp. Bank When Clocked In feature turned on
you will have to Click on the Start Staff Bank button
before you start your shift.
Note: When employees with multiple jobs (that are specified in the
software) clock in, the system brings up a popup window asking you
what job you will be working on. (Figure 7.5)
Figure7.5
Multi-Job Selection
Screen
Chapter 13: Time Card System
117
Clock Out From the Time Card
(Figure 7.6)
The following instructions will explain how to use the
Time Card screen.
Figure 7.6
Employee Time Card Screen
During Clock Out
1. The first step in clocking out of the Time Card is to
Click on the Time Card button in the main POS
screen.
2. Click on the Clock Out button. This will clock you
out of the time card.
3. If you are using Staff Banking then you must first Click
on the End Staff Bank button and follow the steps to
end the bank. Once the Staff Bank has been ended then
you will be able to clock out of the system.
Review Current Earnings Report
(Figure 7.7)
One of the buttons in the Time Card window is the
Earnings Report button. The purpose of this button is
to allow you to review your current earnings for the
current pay period. To use the current earnings feature
simply Click on the Earnings Report button. A
window will appear with your current earnings for you
to review it on the screen or print it out. When you are
done with the Earnings Report, Click the OK button.
Figure 7.7
Employee Current Earnings Report
Screen
Chapter 13: Time Card System
118
Review Current Work Schedule
(Figure 7.8)
The purpose of this button is to review your current
work schedule. To do this all you have to do is
simply Click on the View Schedule button in the
Time Card window. You can review the schedule
on the screen of you can print it out. Once you have
finished simply Click the OK button.
Figure 7.8
Employee Work Schedule Screen
Edit Unpaid Time Cards
(Figure 7.9)
The purpose of this button is to allow an employee to
edit an unpaid time card. Click on the Edit Time
Cards button. A window will appear allowing you to
edit the time card for that employee. An employee
without the proper security level will NOT be able to
use this feature.
The following instructions will explain how to use
the Edit Time Cards screen.
Figure 7.9
Edit Unpaid Time Cards Screen
1. Select the Time Card on the left side of the
screen.
2. Use the Hour and Minute buttons to adjust the
times on the card.
3. Click Save to save any work you have done at
any point.
4. Click Done.
Notes:
• You can also adjust the reported tip amount after the person has clocked out using
the Tips button.
• To change the time to a previous day, adjust the time using the Hour button until
the hour time is 12:00AM. If you Click the Hour button again the date of the
time card will be changed since it has been rolled back to before 12:00AM.
Chapter 13: Time Card System
119
Send Local Email To Other Employees
(Figure 7.10)
The purpose of this button is to let you send e-mail to coworkers. Click on the New Email button to bring up the
New Local Email Message screen.
The following instructions will explain how to use the
New Local Email Message screen.
Figure 7.10
New Local Email Screen
1. Choose which employees you want to send the email to by putting a check in the
box next to their name using the list of names on the left side of the window. If
you want to send e-mail to a certain group of employees you would choose the
appropriate group from the drop down list titled To Employee(s) at the top of the
window. This will select all of the employees for that job title.
2. Once you have picked the people that you want to send the e-mail to, type your
message in the Message field.
3. Click the Send button.
Notes:
• If you decide that you no longer want to send the e-mail, Click the Cancel button.
•
If you have any new e-mail, when you go into the New Email window, it will tell
you that you have new mail.
Chapter 14: Order Entry System
120
Using the Table Filter Feature
(Figure 8.0)
The table filter feature allows you to filter
the tables based on the information that you
specified for the table when it was created in
Table Setup. Once you are in the Table
Selection screen use the following
instructions to use the Table Filter feature.
1. Click the Filter Table button. A list of
buttons will appear on the right side of
the window. These buttons are; Total
Guests, Smoking Section, Near
Window, Booth Seating, Private
Seating.
Figure 8.0
Table Filter Screen
2. Select one of the available buttons to see which tables are available for seating.
These tables will blink if they are available.
3. Once you find a table that is available, Click on the table to start the order entry
process.
Using the Hostess & Reservation Feature
(Figure 8.1)
This feature allows any employee using the Hostess feature
to assign a table or bar tab as well as take reservations.
Use the steps below for the Hostess &Reservation features.
1. Click on Assign Table.
Figure 8.1
Hostess Features Screen
2. Choose which server you would like to assign the table
to.
3. Enter the number of guests that will be seated.
4. Click Select
OR
1. Click on Assign Tab.
2. Choose which server you would like to assign this tab
to.
3. Click Select
Chapter 15: Using Reservations
121
Reservations Feature
(Figure 8.2)
1. Click on the Reservations button in
the Table Selection screen. This is
where all of the current reservations (if
any) will be shown.
2. Click the New button. If you want to
edit a reservation then select the
reservation from the left side of the
window and Click Edit.
Figure 8.2
Reservation Screen
3. The next screen is the Reservation
Editor screen. (Figure 8.3) Here you
will enter all of the reservation
information. Enter the date of the
reservation in the Reservation Date
field.
4. In the Reservation Time field you
enter the time of the reservation. You
can use the up and down arrow
buttons to change the time.
5. Enter the name of the party in the
Party Name field. Click on the
button with the keyboard if you need
an on-screen keyboard.
6. Enter in the Occasion, Telephone,
Credit Card, and Who Pays
information in the appropriate fields.
7.
Figure 8.3
Reservation Editor Screen
Use the Adults, Children,
Highchair, and Wheelchair buttons
to specify the number of each type of
guest. There must be at least one
guest entered.
8. Specify the type of seating the customer would like to reserve by clicking Smoking
Section, Near Windows, Booth Seating, Private Seating.
9. Enter any notes (up to 256 characters) in the Notes field.
10. If this reservation is cancelled, press the Reservation Cancelled button and Click the
Done button.
11. When the customer arrives for there reservation, select the reservation from the list on
the left side of the screen and then Click the Arrival button.
NOTE: Only employees that have the Use Hostess Features check box in their
employee file checked can use the hostess and reservation features.
Chapter 16: Order Entry System
122
Create New Order
Dine In Orders
Figure 8.4
NextPOS for Restaurants™ provides customers with a very userfriendly way to create new orders. Learning how to create new orders
takes a very short time so you will not spend a lot of time teaching
your employees how to use the system. Follow the instructions below
to use the Order Entry system.
1. Click on the Dine In button on the main POS screen.(Figure 8.4)
2. Enter your employee access code.
3. If you have Bar Tab services enabled, a popup window titled Dine
In Type will appear. (Figure 8.5)
4. Choose Table or a Bar Tab. If you choose Table, the Select
Table Number screen will appear. If you choose the Bar then you
will get a window that says New Bar Tab. (Figure 8.6)
Figure 8.5
Figure 8.6
5. Select the Table Group you would like to choose
from on the right side of the screen.
6. Click the table number you wish to enter an order
under. (Figure 8.7)
7. Once you have selected the table, enter the number
of guests you will be serving. The default number
of guests is configured in the Table Setup.
Figure 8.7
Chapter 16: Order Entry System
123
Take Out
1. Click on the Take Out button on the Main POS screen.
(Figure 8.8)
2. Enter your access code in the popup window that will
appear.
3. Enter the customers’ phone number.
Figure 8.8
4. Enter all of the customers’ information in the
Customer Info screen. (Figure 8.9) If this is an
existing customer their information will be in this
window.
5. Click Finish.
Figure 8.9
Notes: You can also review their order history by
clicking on the Order History button. This will bring up
the Order History screen. (Figure 8.10). Once you are
in this window you can select the order that you want to
review. If the customer is going to order the same thing
as the order being reviewed, Click the Duplicate This
button. This will then take you into the Order Entry
with all the items already listed.
Figure 8.10
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124
Drive Thru
1. Click on the Drive Thru button on the main POS
screen.(Figure 9.0)
2. Enter your access code.
Figure 9.0
3. If you have the Drive Thru Timing feature enabled,
the Drive Thru Timing screen will appear allowing you
to select which orders have been completed or create a
new order. (Figure 9.1)
Figure 9.1
Delivery
Figure 9.2
1. Click on Delivery in the Main POS screen.(Figure
9.2)
2. Enter you Access code.
3. Enter the customers’ phone number.
4. Enter all of the customers’ information in the
Customer Info screen. If this is an existing customer
their information will be in this window.
5. In this screen you can also get map directions to the
customers’ location.
Chapter 16: Order Entry System
Figure 9.3
125
Notes: All you need to do to make the map feature work
is have Microsoft Streets & Trips 2001/2002™ in the
background. Launch the Microsoft Streets & Trips
2001/2002™ software and then launch the NextPOS for
Restaurants™ software. Once you have this setup then
enter the address of the customer and CLICK the See
Map button (Figure 9.3) and a map to the customers’ site
will be shown. Microsoft Streets & Trips 2001/2002 are
the only mapping software titles that will work with
NextPOS for Restaurants™.
Operating The Order Entry Screens
Operating the order entry screens in NextPOS for
Restaurants is very easy to learn. Below we have
provided detailed instructions on operating the screens
that will make the learning process much easier.
Figure 9.4
Menu Groups Screen
Once you have created a new order you will be brought
into the Order Entry screen.(Figure 9.4) This screen
has many features, so below are some instructions on
how to do many of the tasks in the order entry screen.
Ordering Menu Items
Figure 9.5
Order Entry Screen
1. Click on the Menu Group that you will be working
in.
2. Click on the Menu Item that you would like to
order.(Figure 9.5)
3. Select any Forced Modifiers that are required for
this Menu Item.
4. The menu item will appear in the ticket area on the
top right side of the screen with any Forced
Modifiers you have selected.
Chapter 16: Order Entry System
126
Forced Modifiers
When using Forced Modifiers you can only choose one modifier for
every Forced Modifier popup window. (Figure 9.6) Once you
choose a modifier from the Forced Modifier popup window, the
window will either disappear or it will popup again with the
same/different modifiers. This all depends on how the forced
modifiers for that specific Menu Item are setup. So to recap you can
only choose ONE choice from each forced modifier popup window.
Figure 9.6
Forced Modifier Screen
Applying Modifiers To An Order
Modifiers are a helpful tool if you need to edit the order
with options other than the ones that have already been
entered for that order.
Figure 9.7
Modifier Screen
1. Click the Modifiers button at the bottom right side
of the Order Entry screen to access the Modifiers
screen.(Figure 9.7)
2. Click on an item in the upper right side of the
screen.
Below are descriptions of the features in the Modifers screen.
Modifier Type: This list allows you to pick which modifier category you want to
use.
NOTE: This button allows you to enter a special note on the order.
Double and Triple: If you click on either of these buttons, every modifier you
choose will be either a double or triple order of the modifier. For example if you
want to have double mustard on something, Click the Double button and then
click on the mustard modifier to double it.
Adjust Mod Price: This button is used for adjusting the price of a modifier. If
you want to adjust the price of a modifier, Click on the Adjust Mod Price button,
then click on the modifier you want. A dialog box will appear and ask for the
price of the modifier. Key in the price and Click Enter.
Chapter 16: Order Entry System
Figure 9.8
Modifier Screen
127
Manual Entry: This button will allow you to
manually enter the modifier you want. Click on the
Manual Entry to bring up the Manual Entry screen.
(Figure 9.8) Here you can choose the menu item that
you want to modify and type in the modifier that you
want. For example if you wanted to add relish to an
item, you would select the item from the list on the left
and in the field that says Modifier Name you would
type in “Relish” and click the Add button. If you want
to remove something then you would type “No Relish”.
If you type in a modifier that doesn’t already exist, the
system will automatically add that modifier to the
database. The Modifier Selector button is used to
return to the main modifier screen.
Discounts
1. CLICK on the Discounts button on the lower right side of
the Order Entry screen.
2. There are three types of discounts. (Figure 9.9)
3. The first choice is Discount Order. This will allow you
to discount the entire order.
4. The next choice is Discount Item. This will allow you to
discount only certain items.
5. The last choice is Cash Discount you can use this to
apply a cash discount to an order.
Figure 9.9
To Discount An Entire Order
1. Click on the Discount Order button. The Select
Discount screen will appear. (Figure 9.10)
2. Choose the type of discount that you want to apply to this
order.
Figure 9.10
Chapter 16: Order Entry System
128
To Discount Certain Menu Items
1. Click on the Discount Item button.(Figure 10.0)
2. Choose the item that you want to discount in the Discount Items screen
(Figure 10.1).
3. Select the discount you wan to use for this item. (Figure 10.2)
4. Click Close
Figure 10.0
Figure 10.1
Figure 10.2
To Apply A Cash Discount
1. Click on the Cash Discount button. (Figure 10.3)
2. A dialog box will appear and ask you to enter the amount that is going to
be discounted. (Figure 10.4)
3. Click on the Enter key and the discount will be applied. Cash discounts
can only be used for discounting the entire order not just certain items.
Figure 10.3
Figure 10.4
Chapter 16: Order Entry System
129
Settling an Order
To settle an order, you must access the Settle screen through one of many ways.
Settle button in the Main POS screen.
1. Click the Settle button in the Main POS screen.
2. Select the order you need to settle. (Figure 10.5)
3. Choose the form of payment that is to be used in the Settle Order
screen. (Figure 10.6) The types of payments that can be used are set up
in the back office under the Services tab.
4. Other features that can be used in the Settle Order screen are Gratuity,
Print, Discount, Split, and Combine.
Figure 10.5
Figure 10.6
Settle button in Order Entry.
1. Click on the Settle button in the lower right corner of the Order Entry screen.
(Figure 10.7)
2. Choose the form of payment that is to be used in the Settle Order screen. (Figure
10.8) The types of payments that can be used are set up in the back office under
the Services tab.
3. Other features that can be used in this version of the Settle Order screen are
Gratuity, Print, Discount, and Authorize Charge. The Authorize Charge
button allows you to quickly authorize the credit card right after the order is
entered into the system commonly used by fast food type environments.
Figure 10.7
Figure 10.8
Chapter 16: Order Entry System
130
Cash Tender
If the customer wants to pay with cash and you don’t want to go through the
Settle feature then you can simply use this feature to tender strictly cash. To do
this, Click Cash Tender on the lower right hand corner of the Order Entry
screen. A popup window will appear and prompt you to enter the amount of
cash that was tendered. Fill in the amount using the keypad and Click Enter. If the
customer does not have exact change, on the right side of the popup window there are
several estimates on the amount that could be tendered. If any of these estimates are
correct, click on the desired option and Click the Enter button to complete this
transaction.
Other Features in the Order Settle Screen
Gratuity:
1. Click on the Gratuity button to apply a gratuity to an order. The gratuity
screen will appear and you will have 3 choices; percent, dollar, and
difference. To apply a percent based gratuity, Click the Percent button.
A dialog box will appear and prompt you to enter the gratuity percent.
Enter the percent and Click Enter.
2. To apply a dollar amount gratuity Click the Amount button. A dialog box will
appear and prompt you to enter the amount of the gratuity. Enter the dollar amount
and Click Enter.
3. To apply a difference gratuity, a gratuity in which the change from the amount
tendered is the gratuity, Click on the Difference button. A popup window will appear
and prompt you to enter the amount that was tendered. Enter the amount and Click
Enter.
Discounts: Refer to the Discounts section of the manual. This button will
bring up the Discount type screen allowing you to select the type of discount
to use with this order.
Print: This prints a copy of the guest receipt.
Chapter 16: Order Entry System
131
Split: Refer to the Split Order section of the manual.
Combine: Refer to the Combine order section of the manual.
Settle Screen Options
Once you have finished entering all the gratuity and discounts, you will want to begin to
settle the order. What you need to do is Click on the form of payment that you are going
to be using from the choices on the right side of the screen.
Cash: For cash payment types Click on the Cash button. A dialog box
will appear and prompt you to enter the amount tendered. On the right side
of this window are some estimated amounts that may be tendered. If you
want to use one of these, Click on the button that has the amount that you
want. If you don’t see the amount that you want, manually enter in the
amount that was tendered. Once you have the amount that needs to be
tendered, Click Enter to finish the settlement.
Credit Card: If a customer is paying by credit card there are two ways to
settle this order. This is with Staff Banking or by being signed in as the
cashier. These will be covered separately for clarification.
Chapter 16: Order Entry System
132
Staff Banking
1.
2.
3.
4.
5.
Click Recall in the Main POS screen.
Choose the order you would like to recall.
Click Authorize Charge.
Swipe the card being used to pay the order.
Take the receipt to the customer to be signed and to have a tip added to the
amount.
6. Bring the signed receipt with the tip amount on it back to the POS station.
7. Click Recall in the Main POS screen.
8. Select the order you would like to settle.
9. Click Pay to Staff Bank.
10. Add the Tip amount by Clicking on Gratuity and entering the amount.
11. Click the type of credit card that was used to pay the order.
12. Click process.
Cashier
1. Click Recall in the Main POS screen.
2. Choose the order you would like to recall.
3. Click Authorize Charge.
4. Swipe the card to be used for this order payment.
5. Have the guest sign the receipt and add the tip.
6. Bring the signed receipt back to the POS station.
7. Click Settle in the Main POS screen.
8. Choose the order to be settled
9. Enter the tip amount.
10. Select the type of credit card used to settle the order.
11. Click Process.
ATM: If the customer is paying by ATM card, Click the ATM/Debit Card
button. Follow the steps used in Cash to complete this transaction.
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Check:
If the customer is paying by check, Click on the Check button. This will
take you to the Check Scan feature. (Figure 10.9) Here you will enter
the bank routing number in the Bank Routing field. You can either
enter it from the keyboard or you can Click on the button with a
keyboard on it. This will bring up the key pad so that you can enter the
number on a touch screen. If you make a mistake and you want to erase
the number, Click on the button with a pencil eraser and this
will erase the number. The next field is the Checking
Account Number field. Here you can enter the checking
account number. The last field is the Drivers License
Number field. Here you can enter the customers’ Drivers
License information. Once you have entered all of the
information, Click the Verify button. The system will then
prompt you to enter the amount that was tendered. Enter
the amount that was tendered to complete this transaction.
Figure 10.9
Check Scan Screen
Gift Certificate:
If the customer is using a Gift Certificate to pay for their meal, Click on
the Gift Certificate button. This will bring up the Enter Gift Certificate
Number keypad. Enter the Gift Certificate number located on the
receipt (Figure G-1).
Figure G-1
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House Account: This allows the customer to put the order amount on a
charge account set up by the restaurant. If the customer has the credit
limit to support charging the order it will prompt if you want to charge
this order to the customers account. Say Yes or No to complete/deny the
settlement.
Complimentary: This will allow the user to “Comp” the meal and enter
any amount they wish to Discount. This is useful to managers wishing to
discount meals with an exact amount. This button can also have a
security placed on it so not all employees have access to it.
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Applying A Hold Time To An Order or Item
With NextPOS for Restaurants you can attach a hold
date and time to an order or a specific order item.
1. The first step in applying a hold time is to click on
the Hold button on the lower right side of the order
entry screen.
2. The Item Selection Screen will appear and you can
choose if you want to put a hold on an entire order or
on just an order item. To do this either click on the
Hold Item or the Hold Order button.
3a. If you choose to hold the entire order you will be
sent directly to the Set Hold Until Time Screen. Here
you will select the date and time you want to hold the
order. If you want to put an order on hold until further
notice, then simply select the Stop Hold Until Notified
button at the bottom of the window. This will put a
message on the kitchen ticket saying to hold this order
until they are notified to make it. If you decide that
you don’t want the hold time then click the Clear Hold
Time button.
3b. If you chose to hold just an item from the menu
then after you click on the Hold button in the order
entry screen, in the popup window you will choose the
item that you want to hold by putting a check in the
box next to the name of the item. Then you click the
Hold Item button. After you have done this then
follow the same steps described in putting a hold time
on an order, mentioned above.
If you decided that you retract the hold time on the
order then click on the Hold button in the order entry
screen. Instead of Hold Order or Hold Item the
buttons will read Clear Order and Clear Item. Select
the one you need and it will clear the hold time.
Note: If you want to retract a hold time after the order
has already been sent then you need to recall the order
and remove the hold time and then re-send the order.
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How to Apply a Credit
1. If a customer has a credit with the restaurant and you wants to apply it,
then the first thing that you need to do is click on the Credit button in the
lower right corner of the order entry screen.
2. The Customer Lookup Type screen will appear and ask you for
the customers Phone, Account Code, MSR Card, Customer
Name. Enter in the appropriate info depending on what option you
selected.
3. The Customer Credit Selection screen will appear with a list of
all of the credits that that specific customer has. Choose the credit
that you want to apply to this order and click the Accept button.
This will apply the credit to the order.
Note: If you need to apply more than one credit you will need to
select the credit option again but when it asks if you want to remove
the previous credit you will choose No. This will allow you to
select another credit. After you select the credit it will ask if you
would like to combine these credits together. You will choose Yes
and the second credit will be applied to the order.
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Surcharge
If your establishment has surcharges that you use, you can apply those
surcharges here. To use Surcharges, Click on the Surcharge button in the
lower right corner of the Order Entry screen. (Figure 10.10) This will
bring you to the Select Surcharge screen. (Figure 11.0) Here you will
choose the surcharge that you want to apply. Once you have selected the
Surcharge, it will add the surcharge to the ticket.
Figure 11.0
Miscellaneous
This button gives you many options that may be used in the Order Entry
screen. To use the Miscellaneous feature, Click on the Misc button in the
Order Entry screen. This will bring up the Miscellaneous dialog window
with 19 options. (Figure 11.1) Below are detailed instructions on what each
of these features does and how to use them.
Figure 11.1
Misc Screen in Order Entry
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Change Price: This feature lets you change the price of an item. Only
employees with high enough security clearance can use this feature. To
use this feature, Click on the Change Price button. A keypad will appear
and prompt you to enter a managers’ access code. Enter an access code
with high enough security clearance to bring up the Change Price
window. Here you will select the items to bring up the Enter New Unit
Price dialog box. Enter the new price and Click Enter.
Assign Seats: This feature is only available on Dine In type of orders. It
is used to assign ordered items to certain seats. Click on the Assign Seats
button inside the MISC window. The Assign Seats window will appear
with the menu items. Click the item that you want to assign to a seat to
bring up the Seat Assignment window will appear where you can choose
the seat that you want to assign that item to. Once you have picked the
seat, you will be brought back to the Assign Seats window were you can
either pick more items or you can Click Close to finish with assigning
seats.
Clear Order: This feature lets you clear all of the items that have been
ordered for this order as long as the order has not already been sent. Click
on the Clear Order button in the MISC window. A confirmation window
will appear allowing you to verify you do want to clear all ordered items.
Void Items: This feature lets you void certain items or reduce the quantity
of items from an order. Click on the Void Items button to bring up the
Reduce Existing Items screen. Here you will choose the item(s) that you
want to void or reduce. Once you have chosen the item that you want to
void, Click on the Void Line button to void the item or all items in that
line. If you want to reduce the quantity of an item, choose the item and
Click Reduce. Every time that you Click the Reduce button it will take
away one item from the quantity. Once you have finished reducing or
voiding all of the items that you want, Click Done.
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Order Info: This feature lets you change the Type this order is classified
under. For example, if you had a Delivery order and wanted to change it to
a Dine In order, you would use this feature. CLICK on the Order Info
button in the Misc window to bring up the Order Info screen to pick what
type of order that you want to change the current order to. If you click
either Take Out or Delivery then a popup window will appear and prompt
you to enter the customers’ phone number. When you enter the phone
number, if the customer has an account, the system will bring up their
account information. If the customer does not have an account, you will
need to create one for them. After you have finished with the customers
account info, the system will bring you back to the Order Entry screen
with the type of order changed to whatever you specified. If you choose
to change to a Dine In order then you will need to Click Dine In from the
Order Info screen. Once you have chosen Dine In you will be prompted to
pick a table and then to enter the total number of guests that will be
present. After you have entered this information, the system will bring
you back to the Order Entry screen.
Change Server: This feature lets you change the server that is assigned to
an order. Click on the Change Server button in the Misc window. The
Enter New Server Access Code keypad will appear. Enter the access
code of the employee that is going to be taking over this order. Click
Enter to complete the change
Gratuity: This feature lets you add the gratuity to an order. Click on the
Gratuity button in the Misc window to bring up the Gratuity screen.
Select either Percent, Amount or Difference depending on what type you
are adding.
If you select Percent as the type of gratuity, the Enter Gratuity Percent
keypad will appear. Enter the percent and Click Enter to apply the
gratuity to the order.
If you select Amount as the type of the gratuity, the Enter Cash Gratuity
Amount keypad will appear. Enter the amount and Click Enter to apply
the gratuity to the order.
If you select Difference as the type of gratuity, the Total Tendered
keypad will appear. Enter the total amount that was tendered and Click
Enter. This will make the tip amount the difference between the tendered
amount and the amount of the ticket.
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No Sale: This will open the cash drawer for an employee with a high
enough security clearance. The security clearance for this feature is
located in the Back Office under Security Settings > Access No Sale
Require Manager.
Re-Order Items: This feature lets you Re-Order items that have already
been ordered. Click on the Re-Order Items button in the Misc window to
bring up the Re-Order Existing Items screen. Here you pick the item that
you want to re-order. Every time that you click on an item it adds one
more to the order. This is useful for complicated orders that had many
modifiers and would take too long to re-order using the Order Entry
screen.
Split Order: This feature is used to split checks. Click on the Split
Order button in the Misc window to bring up the Number of Additional
Checks To Create keypad. Enter the number of additional checks to
create and press Enter. The Split Order screen will appear asking how
many guests to assign to the first additional check. Enter the number of
guests to start assigning items to checks. Click on the check you want to
create from the buttons on the top-left side of the window. Click on all of
the items that you want to assign to this check. Once you have assigned all
of the items to this check, Click on another check (if there is one) and
follow the same steps to assign items to that check. After you have
finished assigning items to the checks, Click the Finish button.
Combine Orders: This feature lets you combine different orders together.
Click on the Combine Order button in the Misc window to bring up the
Combine Orders screen. If the orders that you want to combine are not
shown in the popup window, Click Search to find the order that you want
to combine. When you click on the order that you want the Combine
Current Order screen will appear and show a review of that order. If this
is the desired order then Click the Accept button. If it is not the desired
order then Click the Cancel button.
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Recall Order: This feature is the same as the Recall button in the Main
POS screen. This will bring up the Recall Order screen allowing you to
recall an order.
Customer Name: This feature allows you to attach a customers name to a
ticket. Click on the Customer Name button in the Misc window to bring
up the Pop up Keyboard screen allowing you to type in the name of the
customer. Click the Finish button. This will add the customers’ name to
the order below the number of guest on the ticket.
Cust. Look Up: This feature allows you to search for customers by
Phone, Account Code, MSR Card, or Customer Name and links the
order that you are creating to the customers account. Click on the Cust.
Lookup button in the Misc window to bring up the Customer Lookup
Type screen. In this popup window there will be four buttons, Phone,
Account Code, MSR Card, and Customer Name. If you are going to be
using the Phone search method, enter the customers’ phone number. If
you are using the Account Code search method, after you have clicked the
Account Code button, enter the account code in and Click Finish. If you
are using the MSR Card search method, after you have clicked the MSR
Card button, swipe the magnetic card through the magnetic card reader.
This will bring up the account specified for this card. If you are using the
Customer Name search method, after you have clicked the Customer
Name button, type in the name of the customer and Click the Finish
button. After you have done this, the system will bring up another popup
window with a list of all of names that match the name that was typed in.
Choose the customers’ account to bring up the Review Customer
Information screen. If the information is correct, Click Done. Anytime
you type in a phone number and there is no customer for that number, you
will need to create the customer file before you can continue.
Tax Exempt Sale: This feature allows you to make the current order tax
exempt. Click on the Tax Exempt Sale button to bring up a confirmation
screen. Click on the Yes button to make the order tax exempt. If you want
to take a tax exemption off of an order then Click on the Tax Exempt Sale
button and the system will ask if you want to remove the Tax Exemption.
Click on Yes to remove the tax exemption.
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No Kitchen\Bar: This feature allows you to specify whether or not you
want this order to be sent to the kitchen\bar. To use this feature simply
Click on the No Kitchen\Bar button and Click either Yes or No.
Create Labels: This feature allows you to create labels for menu items
that are ordered by weight. Click on the Create Labels button to bring up
the Weighted Menu Item Label Generator. This screen allows you to
select the menu item and specify the Unit of Measure along with the
Expiration Date. Use the on-screen keyboard if necessary to enter this
information. Once you have filled in these fields, enter the total weight of
the menu item. This will calculate the price of the order and display it onscreen.
Order By Barcode: This feature allows you to order items by scanning
barcodes that you created for them. Click on the Order By Barcode
button at the bottom of the Misc window to bring up the Order Entry By
Barcode screen. Here you will scan the barcode and the item will be
ordered. If the item has any forced modifiers then the system will allow
you to select them. If you want to void an item, Click the Void button and
void or reduce items as normal. For more information on voiding items
refer to the Void subsection of the Miscellaneous section. You can also
add menu modifiers, order by weight if the item is able to do so, or order
by quantity by clicking on the appropriate buttons. Once you are finished
with the popup window Click the Close button.
Lock Screens: This feature allows employees with high enough security
clearance to lock or disable all of the features in the Misc window. Click
on the Lock Screens button in the Misc window. A keypad will popup
and prompt you to enter your access code. Enter the access code and
CLICK the Enter key. If you entered an access code with high enough
security clearance, the screens will be locked and will not be usable until
someone with high enough security clearance takes off the lock. Follow
the same procedures to remove the lock.
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Customer Info
This feature allows you to review the customers’ info after the order has
been assigned to a customer. To review the customers info Click on the
Cust Info button at the bottom right side of the Order Entry screen. The
Customer Information screen will come up. All of the customers’ info will
be in this screen. You can review the customers order history by clicking the
Order History button. This will bring up a popup window allowing you to choose
which order that you want to review. If you want to duplicate one of the orders,
select the order and Click the Duplicate Order button. In the customer info screen
there are four buttons Prank Calls, Bad Checks, Credits, Charges. If the customer
has any of these, the appropriate button will be flashing. You can review the info in
these sections by simply clicking on the button that you want to review. If this is a
Delivery order and you have Microsoft Streets & Trips 2001/2002 running in the
background then you can Click on the See Map button and a map will be shown for
the address info that is given. Once you have finished with customer info screen
Click on the Finish button to get back to the Order Entry screen.
Chaining Orders
This feature allows you to chain orders together and print separate guest
receipts. For example, if a group of people came in and they were all
ordering together and they wanted separate checks, you would use this
feature. To chain orders, start the first order and once you have finished
Click the Chain button in the Order Entry screen. A confirmation popup
window will appear asking if you want to start a Chain of orders. After clicking Yes,
enter the order for the next ticket and Click Chain again. Repeat these steps for every
order that is going to be on the chain. After you have done all of the orders and you
are done with the last order Click the Send button to send the order. The kitchen
copy of the ticket will be one print out but the guest receipts will print out separately.
Sending an Order
The Send button in the Order Entry screen is used to send the order to the
printers. Once you have finished the order and you are ready to send it to the
printers, Click the Send button at the bottom right side of the Order Entry
screen.
Details Button
After you have selected a menu group there will be six buttons at the bottom
of the screen one of those buttons is the Details button. This button is used
to get the details of items. After toggling the Details button, Click the menu
item that you want to review the details for. This will bring up the Menu
Item Details screen where you can review the info for this item. Once you
are done reviewing the info in this window Click the Close button. If you would like
to order this item from inside this screen, then you may do so by Clicking the Add
button. You will need to follow the above instructions every time that you want to
review the details of an item.
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Void Button
The Void button at the bottom of the Order Entry screen is exactly the
same as the void button in the Misc. screen. When you select Void, either
choose to void the entire line or reduce the items.
Half Button
After you have selected the menu group that you want to work with, there
will be a button at the bottom of the Order Entry screen that says Half.
This feature is used to order half the amount of a menu item. To use this
feature, Click on the Half button and select the item that you want half
quantity for. This will order half the quantity of that item. You will need to
follow these steps every time that you order an item at half quantity.
Weight Button
The Weight button is used to order items by weight. To use this feature,
Click on the Weight button and select the item that you would like to order
by weight. After you have clicked on the item that you want to order by
weight, the Enter Total Weight keypad will appear and prompt you to enter
the weight that is to be ordered. Click the Enter key to complete this item.
Quantity Button
The Quantity button is used to order more than one of an item at a time.
Click on the menu item that you want to order more than one of. The Enter
Total Quantity keypad will appear and prompt you to enter the total
quantity of this item. Enter the quantity and then Click the Enter key.
Menu Groups
The Menu Groups button is used to return to the menu groups. To use this
Click on the Menu Groups button and this will return you to the Menu
Groups screen.
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Recall Existing Orders
Recalling orders is the basically the same for all types of orders. Recalling
an order is very simple and takes but a few minutes to learn how to use. To
access the Recall screen, Click on the Recall button on the Main POS
screen.
Once you are inside the Recall screen you can recall an order in a variety of
different ways. One way is by the order type, to do this all you have to do is Click on
the order type button at the bottom of the screen this will recall all orders for that
specific type of order. Another way to recall orders is to use the Quick Search
method. To do this first you must decide which search method you want to use, ticket
number or order number. You choose this by clicking on the button on the bottomleft corner of the keypad until the button says the method that you want to search by.
Then simply enter the ticket or order number and Click the Search button.
Another way to recall orders is by server. For example, an employee can go to recall
and see all of the orders that they wrote up. Click on the My Orders button in the
lower right corner of the Recall screen. After you have done this than all of the
orders that are displayed will be orders that a specific server has taken. Please note
that which ever access code is entered to access the recall screen, only that employees
orders will be seen.
You can also recall orders by either All Orders or by Open Orders. To do this you
will need to go into the recall screen and in the lower right corner of the screen there
will be a button that either says All Orders or Open Orders. Click on this button
until the caption in the box reads the desired method that you want to search by. All
Orders will show all orders including Voided and Settled orders.
One other feature in the recall screen that may be of some use is the Show List
button. This button allows you to see a list of all of the orders for that current day.
Voiding the Entire Order
With NextPOS for Restaurants™ you can void out an entire order. Click on
the Void button on the Main POS screen. Enter your access code to bring
up the Select Order to Void screen. Here you can pick the order that you
want to void. After you select the order you want to void, the Void Reason
screen will appear. Here you will enter the reason for this void.
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Reverting an Order
In the Recall screen, after you select an order, you can also revert an
order that has been settled to change it to an open order again. Once you
are in the Recall screen, select the settled order you would like to revert.
Select the Revert Settlement button to bring up the Revert Settlement
Authorization keypad. Enter an access code with a high enough security to revert
the settlement. Once the access code has been entered, the software will ask for
confirmation if you really want to revert the settlement. Once you have confirmed
the decision it will notify you that the order has been reverted.
Quick Service Screen
(Figure A-1)
A new feature to NextPOS for
Restaurants™ is the Quick Service
screen. This screen allows you to have
all the ordering features on one screen.
This will dramatically improve the
speed of entering in and settling orders
and also switching between employees
during operations. This layout
incorporates the Modifier Builder
Template which is used to display the
modifiers on the right side of the
Quick Service screen. On the left side
Figure A-1
of the screen is the Menu Groups.
Quick Service Screen
Use the arrow keys below the groups to
display more groups in your menu. Next to the Menu Groups is the number of items
you would like to order. Highlight the number and select the menu item you would
like to order. This will order the number of items you have specified. Next to the
numbers are the menu items. These will change depending on what menu group you
are in. If you select a menu item in the screen that has a Modifier Builder Template
assigned to it, it will display the modifiers to the right of the menu items. By default
the onscreen receipt will take up the whole right side of the screen but when an item
is order with a template assigned, it will become smaller to display the modifiers.
Most of the options available in the normal screen layout will be in the Quick
Service screen.
One of the main improvements is the ability to quickly change from one employee to
another while still staying in the same screen. This is useful for bartenders who are
working side by side with another bartender and need to switch quickly between the
two. This is done with the Sign Out button. Once you are done with the order, you
can sign out and leave the system ready for the next bartender to start an order by
entering their access code.
Another improvement is the ability to change the order type on the same screen
quickly. This is useful if you have a bartender that handles other order types as well
as Bar Tabs.
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One more improvement is the ability to settle an order with one click. This is done by
Clicking on the denominations of money across the top of the settle options. These
will be auto-calculated by what the order total is.
Other options have been brought to the main screen to improve the speed of ordering
items. An example is the Re-order button. This will help save time of ordering the
same items several times that have complicated modifiers associated with them. One
example is a bar drink that the customer wants a specific way every time they order it.
This can be used to order that drink with two Clicks.
Other features that can be accessed with the Misc button in quick service are shown
in figure A-2. These options are the same as in the normal screen layout.
Figure A-2
Misc Screen in Quick Service
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.
Enabling Staff Banking
NextPOS for Restaurants™ offers a feature called Staff Bank. This feature allows the
servers to collect money for order payments and hold on to it until the end of the
night when they will turn it in to the manager.
To enable Staff Banking, go to Back Office > Store Settings > Pref. Here you are
going to put a check in the check box that says Enable Staff Banking Feature. The
employee that will be using Staff Banking will also need to have Staff Banking
enabled in their employee file. This option will be under the Payroll tab in the
employees’ file. After these settings have been enabled, the employee will need to
start their staff bank when they clock in. There will be a Start Staff Bank button for
them to select when they press the Time Card button in the Main POS screen. If you
don’t want the employees to remember to start their Staff Bank you can have Staff
Bank started automatically. To enable this option go to the Misc tab under Store
Settings. Put a check in the box that says, Automatically Start Staff Bank at
Login. If you enable this feature, the system will automatically start the employees’
staff bank when they clock in. With this option enabled then you can’t specify a start
amount for the staff bank. If you need to be able to enter a start amount for the staff
bank you will not want to enable this option.
Starting Staff Bank
To start the staff bank, Click on the Time Card button in the
main POS screen. There are two ways to start the staff bank,
either with automatic sign in enabled or manually.
If you are going to have the automatic sign in enabled you
will only need to clock in to start your staff bank. A
confirmation window will appear and confirm that you were
clocked in and that your staff bank has been automatically
started. After you have done this then your bank is started
and your ready to start taking orders.
If you are not going to have the automatic sign in enabled
you will need to Click on the Start Staff Bank button when
in the Time Card screen. This will bring up the Enter Staff
Bank Start Amount keypad prompt allowing you to enter
the amount that the staff bank is going to start with. Enter the amount and Click
Enter. The software will ask if the start amount was provided by the restaurant or by
the employee. Click Yes or No to track who provided the money. A confirmation
box will appear confirming that the staff bank has been successfully started.
Figure S-1
Employee Time Card Screen
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Paying Orders to Staff Bank
To pay an order to the Staff Bank Click on the Recall button on the
Main POS screen. Click on the order that you want to settle to
bring up the Recalled Order screen. Click on the Pay To Staff
Bank to bring up the Settle screen. Refer to the subsection of the
Operating the Order Entry Screen section, entitled Settling An Order. After you
finish settling the order a popup window will appear and ask whether or not you want
to recall another order. Click either Yes or No.
Ending Staff Bank
To end the Staff Bank, Click on the End Staff Bank
button in the Time Card screen. A confirmation window
will appear and ask if you want to end your staff bank. If
you select Yes, the Staff Bank Liability Report will
come up allowing you to review your days report. You
will need to print the Staff Bank Liability Report to give
to the manager. You will then be brought to the Money
Count screen. Here you enter in the amount of each type
of tender that was collected and verify all charges and
checks. After you have finished the money count Click
Finish. A confirmation window will appear and confirm
that you are finished with the money count screen.
Another window will popup and ask if you want to print a
money count receipt. If the amounts that were entered
Figure S-2
were correct, a confirmation window will appear and
Employee Time Card Screen
confirm that the staff bank has been closed. If you are
over or under with your money count a popup window
will appear and prompt you to enter a reason for the discrepancy. After you have
entered the reason, you will need to Click Finish. If needed, enter an access code
with high enough security clearance to finish the sign out.
Server Bank Differences Explained
Server and Staff banking are basically the same features except Staff Bank has a few
more features than Server Bank. For most situations Staff Bank is a much better
choice.
The differences between Staff and Server Bank are:
With Server Bank you can’t split the types of tender you collected while with Staff
Bank you can.
With server bank you can’t accept Gift Certificates as payment and with staff bank
you can.
With server bank you can’t use the In House Account as payment and with staff bank
you can. These are the only main differences between Staff and Server bank.
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Cashier Sign In to Activate Register
Before any monetary transactions such as settle order or paid outs can be
used, you must have a cashier sign into the cash register on the current
station.
To sign in a cashier, Click on the Cashier In button on the Main POS
screen. Enter your access code to bring up the Select Cash Tray for
Cashier Sign In screen. This will allow you to select the cash tray that you
are going to be using. The Money Count screen will appear allowing you to enter
any money that is in the cash register. Once you have entered the amounts in the
screen, Click the Finish button. If you are done Click Yes in the confirmation screen.
The next prompt will allow you to print the money count if needed.
Cashier Sign Out to Deactivate Register
When the cashier has finished their shift, the employee should sign out of
the current register. Use the Cashier Out button in the Main POS screen
and enter you access code to bring up the Select Cash Tray for Cashier
Sign Out selection screen. Select the cash tray that you will be signing
out. The Money Count screen will appear with all of the charges and
checks that were taken. Verify all checks and charges and check them off
in the Money Count screen. You will also want to enter in all of the cash
that was in the drawer. When you have finished, Click the Finish button. If there
was a discrepancy in the drawer, the Register Discrepancy screen will appear and
show the discrepancy amount. Enter a reason for the discrepancy and Click the
Accept button. This will deactivate the cash register features for this station.
Authorizing Credit Cards
To Pre-Authorize a credit card, Click on the Recall button on the
Main POS screen. Click on the order that you want to recall to bring
up the Recalled Order screen. Click on the Authorize Charge
button to Authorize the charge. When the customer slip prints up it
will have the tip line shown on the slip. Have the customer sign the receipt and be
sure to perform the Settle feature to finalize the charge and settle the order. If the
charge is not “Post Authorized” then the order will never be settled.
Settling An Open Order
To settle an open order, Click on the Settle button in the Main Pos screen and enter
your access code. Select the order you want to settle to bring up the Settle Order
screen. Here you will choose the method of payment by clicking on the button that
has the correct form of payment. Refer to the section on Settle Screen Options for
more information on payment methods.
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Tracking Settled Orders for Frequent Diner Points
There are two ways to track for frequent diner points. The first way to
track frequent diner points is in the Change Due screen. Once you
are inside the Change Due screen Click on the button that says
Frequent Diner Track. An Enter Customer Phone Number
keypad will appear and prompt you to enter the customers’ phone
number. Enter the number and Click the Enter key. Once you have
entered the customers’ phone number the order will be tracked for
frequent diner points.
The second way to track for frequent diner points is from the Operations > Frequent
Diner > Track Order. Once you select Track Order enter the customers phone
number. After you have entered the phone number, enter the order number that is to
be tracked. This will track that order number for frequent diner points.
Refund Money to Customer
If you need to refund money to the customer you will want to use the
Refund button in the Main POS screen. Enter the order number in the
Order # field. The Amount Refunded field will have the amount that is
going to be refunded to the customer. The Reason Field is where you
will enter the reason for the refund. The Refund Method drop down list
allows you to choose which method the money is going to refunded to the
customer. Once you have entered all of the required information Click the
Refund button to finish the refund.
Open Cash Drawer (No Sale)
To open the cash drawer when no sale is performed Click on the No Sale
button in the Main POS screen. Enter an access code with a high enough
security level. If the No Sale Require Explanation security is turned on,
a reason will have to be specified as to why the no sale was performed.
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Selling Gift Certificate or Gift Card
To issue a gift certificate, Click on the Gift Certificate
button in the Main POS screen and enter your access code.
Once you are inside the gift certificate screen fill in the
following fields.
MSR Card: This field allows you to swipe an MSR card
through the card reader and assign the MSR card as the
Gift Certificate.
Figure G-2
Gift Certificate Sales Screen
Internal #: This field allows you to enter in the number
of the gift certificate. This field is used for internal
numbers assigned by the restaurant.
Issued To: This field allows you to enter the name of the person who is going to be
receiving the gift certificate.
Presented By: This field allows you to enter the name of the person presenting the
gift certificate. This may be the customer or it may be the employee.
Expire Date: This field allows you to enter a date the Gift Certificate will expire.
Total Amount: This field allows you to enter the amount that the gift certificate is
for.
Free Credit: This field allows you to enter the gift certificate discount amount. If
the gift certificate is issued at a discounted price, enter the discounted portion of the
amount in this field. This will reduce the total due.
Payment Type: This field allows you to choose the type of payment that was
received from the drop down list.
Amount Received: This field needs to have the same amount that is shown in the
Balance Due field.
If you don’t want to print a receipt for the gift certificate, press the Do Not Print Gift
Certificate Receipt button.
Once all of this information is entered then Click the Pay button.
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Issuing Customer Credit Voucher
To issue a customer credit, Click on the Credit button on
the Main POS screen. Enter the customers’ telephone
number as prompted. Once you are in the Customer
Credit screen, fill out the fields for this credit.
Credit Type: This drop down menu allows you to
choose the type of credit from the drop down list.
Figure C-1
Customer Credit Screen
Amount: This field allows you to enter the amount that
the credit is for.
Credit Reason: This field allows you to enter the reason
for the credit.
Limitations: This field allows you to enter the limitations of the credit.
Expire Date: This field allows you to enter a date this credit will expire.
After you have entered in all of the information, Click Done.
Issuing Pay Out
There are three types of Pay Out to choose from which are General, Wage Advance,
and Manager Cash Out.
General
Pay Out To: This field allows you to enter whom this payout is going to.
Amount: This field allows you to enter the amount of the pay out.
Description: This field allows you to enter a description of the payout.
Once you have entered all of the info into the fields, Click Pay.
Wage Advance
This pay out is used to advance employees’ money that will be deducted
from their paycheck. Choose the employee that will be receiving a wage
advance. This will bring up the Employee Wage Advance screen.
Amount: This field allows you to enter the amount of the pay out.
Description: This field allows you to enter a description of the wage
advance. Once you have filled in all of the fields Click Pay.
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Manager Cash Out
This feature allows the manager to take money out of the cash register
without reducing the cashiers’ liability amount. Enter the amount that the
manager is taking out and press enter. After any pay out is performed, a
receipt will print out.
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Assign Delivery Orders to Driver
To assign an order to a driver Click on the Driver button in the Main POS screen and
enter your access code. If you want to have a list of all of the drivers come up when
you Click Driver, you will need to use the Show Driver List When Driver Is
Clicked option. This check box can be found in the Back Office under Store
Settings > Services.
Once you have entered your access code or selected the driver from the driver list,
select the orders you will be delivering. If you have bar code scanner than you can
simply scan the barcode on the ticket to mark the order. You will then Click the
Departure button.
Note: If you put a check in the Also Show Assigned Orders then you will be able to
see all of the orders that are already in route. This is used to reassign orders to
another employee.
Review Delivery Status
To review the status of delivery orders that
are in route, Click on the Delivery Status
button in the Main POS screen. A list will
come up with all of the delivery orders that
are in route. The list also shows the time
that the order was taken, when it departed
from the store and who the driver is. When
you are done with the list, Click on the
Close button.
Figure DR-1
Delivery Route Status Screen
Mark Delivery Orders As Arrival
Once an order has been delivered, the driver will need to mark it as an arrival. To do
this, highlight the employee who delivered the order and Click the Arrival button in
the Driver screen. If you are not using the Driver screen, when you click on Driver
in the Main POS screen, enter your access code and Click Arrival.
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Driver Money Drop
After all of the drivers orders for the day have been delivered, the driver
needs to perform a driver money drop. To enable this feature use the
Enable Driver Money Drop Feature option. You can find this in the
Back Office under Store Settings > Services.
After all orders have been delivered for the day, Click on the Driver button on the
Main POS screen. Enter your access code or use the list to select your name if you
have the Show Driver List When Driver Is Clicked option enabled. Click the
Money Drop button to close the orders and pay the money to the cashier. The
Driver Money Drop Report will be shown allowing you to check you delivery
payments and print out a report. The cashier will now need to sign in and check the
money handed over by the driver. They will be taken to the Money Count screen to
enter in the money that has been collected. Once they are done entering in the
money, they will Click the Finish button. If there is no discrepancy between the
amount that was collected and the amount that was expected, the drop will be
finished. If there is a discrepancy then a popup window will appear and show the
discrepancy amount and prompt you to enter a reason before you are able to finish the
money drop.
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Receive Payments Section
This section is used for receiving different types of payments. In this section there
are four different choices for receiving payments. Below are descriptions of what
each of these choices do and how to use them. To access the Receive Payments
section, Click on Operations > Receive Payments.
On In House Charges: This feature is used to collect payments on In
House Charge Accounts. Click on the On In House Charges button and
choose the search method to find the customers’ account. When
customers’ account comes up, put a check next to all of the orders that are
going to be paid. Select the payment type and enter the amount that was
tendered. The change due screen will appear and show the change that is
due (if any).
On Bad Check: This feature lets you collect payments on Bad Checks
that may have been written to your restaurant. To use this feature Click
the On Bad Checks button. A screen with all the bad checks that have
not been cleared will be shown. Click on the bad check that you are going
to receive payments on. The Receive Bad Check Payments screen will
appear and show the bad check information. The Payment Source drop
down menu allows you to choose where the payment is coming from.
The Payment Method field allows you will choose the way that this bad
check is being paid for. If you want to see more details about the bad
check, Click the Details button. Once you have filled out all of the
information that is needed Click Finish.
On Server Bank: This button will only be accessible if you are using
Server bank instead of Staff Bank. This feature lets you collect the money
for a servers’ bank. To use this feature Click on the On Server Bank
button and select the server who is going to be paying their bank. After
you have selected the server, you will be taken to the money count screen.
Enter all of the money that is on hand and Click the Finish button.
Pay Open Delivery Orders To Cashier: This feature allows you to pay
all of the open delivery orders to the cashier. To use this feature you must
first have the Blind Cashier Close Out box checked. You can find this
option in the Back Office under Store Settings > Misc. The system will
assume, with this feature, that all of the orders were paid in full for the
correct amounts. To use this feature, Click on the Pay Open Delivery
Orders To Cashier button. A confirmation window will appear and
confirm that you want to pay all open delivery orders to the cashier.
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Revenue Center Section
This section is used to do various types of revenue collection and organization.
Below are subsections for each of the features in the Revenue Center with
descriptions on what each feature does and how to use it. You can access the
Revenue Center by Clicking on the Operations button in the Main POS screen and
going to Revenue Center.
Closing Report: This feature gives you a report of all the sales and other
important closing information about your restaurant for the report date.
To use this feature Click the Closing Report button to bring up the Select
Report Date screen to specify the dates to create your end or day closing
report. A confirmation window will appear and ask if you want to print
all of the Access Denied Logs. Choose whether or not you want to print
the logs. After the Access Denied Logs, review the Closing Report and
Click the Print button when you are done reviewing the report. You can
run the closing report as many times during the day as needed to review
your current sales up to that point. Running the report will no zero out any
drawers or tills. This will also be the report you run to close out your
restaurant for the day. This report has all the sales information a manager
will need to figure his total sales for the day.
Note: A final closing report will also need to be run in order to view the
current inventory depletion report. This will take a snapshot of your
inventory levels and update all your inventory reports to reflect the current
status.
Gift Certificate List: This feature allows you to review a list of all of the
gift certificates that have been issued. To use this feature, Click on the
Gift Certificate List button. You will then be taken to the Gift
Certificate List screen to review the information. If you want to export
this list then Click the Export button. A confirmation window will
appear and confirm that the report was exported to a text file where you
can use a spreadsheet or word processing program to edit the report. If
you want to print the report then Click on the Print button.
Daily Receipt Summary: This feature allows you to print out all the
guest receipts for the specified business day. This will be a very lengthy
printout so make sure you have enough paper in your receipt printer to do
this. The guest receipts will be in a condensed format to save paper and
will be on one continuous page.
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Cust. Credit List: This feature allows you to view a list of all of the
customer credits. This report can also be exported or printed out for
further use.
Bank Liability Report: This feature allows you to review or print the
Cashier/Staff Bank liability report. This report will tell you the cashiers’
name, when they signed in, when they signed out and what orders they
took during that time frame. The Bank Liability Number can be
obtained by using the Register Report explained later in this section.
Order Pmt List: This feature will allow you to review the payment types
and tender amounts of the orders the registers have collected. This report
can also be exported or printed for further use.
Register Report: This feature gives you a report of the register activities
for all of registers. Select the date that you want the report for and Click
Select. A window will appear with the report allowing you to review the
report. This report can only be printed or view onscreen.
Bad Check List: This feature allows you to review a list of all of the bad
checks that have been recorded for your restaurant. When you open the
window, if you want to see all of the bad checks weather or not they have
been cleared, put a check in the Show All Checks check box. If you want
to edit a bad check, highlight the bad check and Click the Edit button. If
you want to add a new bad check, Click the New button and create the bad
check file.
Bank Deposit: This feature lets you count out the bank deposit money
and print out the deposit preparation receipt. In the Money Count screen,
enter all of the money that is going to be deposited to the bank. After you
have completed the money count screen, Click Finish to print out the
Bank Deposit Slip and the Bank Deposit Money Count receipts.
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Z Report: This feature allows you to run a Z Report based on the current
up to date sales information or view a past Z Report based on the Z
Reports number. All orders must be closed out and all cashiers including
Staff Bank must be signed out before a Z Report can be run. Some
countries require this report and we have included it to comply with
international laws. This report will show the Total Net Sales up to date
and this number cannot be changed for any reason for security purposes,
even if orders are deleted out of the database. There is no exception to
this.
Revert Settlement: This feature allows you to revert a settled order to
its’ unpaid status. You can only revert orders that were created on the
same day or previous day that you are trying to revert the order. For
example, if it was the 15th of a month, you couldn’t revert an order from
the 13th or any other day before the 15th. To use this feature, Click on the
Revert Settlement button to bring up a confirmation window asking if
you really want to revert the settlement. Enter the order number of the
order that you would like to revert. If that order was created on the same
day or previous day, you will get a confirmation window that confirms
that the order was reverted back to unpaid status.
Revert Cashier Out: This feature is used to revert a Cash Tray or Staff
Bank back to its unsigned out status. To use this feature, Click on the
Revert Cashier Out button to bring up a confirmation window will
appear asking if you want to revert the cashier out. In the next popup
window you will choose the cash tray that you want to revert and Click
Accept. Another confirmation window will appear and confirm that the
cash tray was reverted. Cashier Outs can only be performed for the
current and previous date.
Revert Deposit: This feature is used to revert a bank deposit. To use this
feature, Click on the Revert Deposit button. A confirmation will appear
and confirm that you want to revert a deposit. In the next popup window
enter the number of the bank deposit slip that you want to revert. After
you enter the deposit slip number and Click the Enter key, you will get a
confirmation window that confirms that the deposit was reverted.
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Frequent Diner Section
New Freq. Diner: This feature is used to add a frequent diner account.
To use this feature, Click the New Freq. Diner button. Enter the
customers’ phone number in the Enter Customers Phone Number
keypad. If a customer account exists for the phone number, the account
will be brought up. If a customer account cannot be found for that phone
number then you will get a window that says, Customer Not Found, Add
New? Click Yes to create a new account. Enter the customers’
information and Click Finish. If the customer has qualified for frequent
diner points, you will get a popup window informing you of this.
Track Order: This feature is used to track orders for the frequent diner
feature. To use this feature, Click on the Track Order button and enter
the customers’ phone number. Next, enter the order number of the order
that you want to track. After you have entered the order number,
you will get a confirmation window either saying that that order cannot be
tracked or that that order has been successfully tracked. If the order
cannot be tracked, the order has not met the specified minimum
requirements needed to qualify this order.
Redemption: This feature is used to redeem frequent diner points that
the customer may have earned. To use this feature, Click the
Redemption button and enter the customers’ phone number. Next, a
tracking list report will be shown allowing you to enter the customer
credit amount for this redemption.
Note: If you have automatic redemption or frequent diner-tracking points
turned on, this procedure will be automatically done.
Freq. Diner Acct. List: This feature lets you view a list of all the
frequent diner accounts. The report shows all of the frequent diner
accounts with the total tracked orders and total tracked order amounts for
each account. To use this feature, Click on the Freq. Diner Acct. List
button to bring up the list to view it on screen or print it out. This report
can also be exported.
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In House Charge Section
This section is for reviewing and maintaining all of your In House Charge
Accounts. You can access this section by Clicking on Operations > In House
Charge. There are four subsections in this section. Below are descriptions of the
subsections and how to use them.
Maintain In House Accounts: This feature will allow you to add or
update current In House Charge accounts. To use this feature, Click the
Maintain In House Accounts button. You will be taken to the Maintain
In House Charge Account screen where you can pick the customer from
the list on the left side of the window and review their information. If
you want to add a new account, Click the New button and enter the
customers’ information. Click the Save button to save the changes. Once
you are finished with the window, Click Done.
Create In House Statement: This feature allows you to issue statements
to the customer for accounts that are due. To use this feature, Click the
Create In House Statement button to bring up the In House Charge
Account List screen. Here you will put a check next to all of the
accounts that you want to create a statement for. After you have put a
check next to all of the customers’ you would like to create a statement
for, Click Done. Now the statement that will be printed up will be shown.
Once you are looking at the report, you can either print all of the
statements by Clicking on Print All or print only the current statement by
Clicking the Print Current button. If you want to go to the next
statement that you chose, Click Next. If you want to go to the previous
statement you selected, Click Previous. If you want to remove a
statement from the list while you are reviewing them, Click Clear
Current.
In House Account List: This feature allows you to review a list of all of
the In House Accounts that your restaurant has. To use this feature, Click
the In House Account List button to bring up the report. You can review
it on screen or you can use the Print or Export options previously
described.
Customer Files: This feature allows you to review all of the customer
files for your restaurant. To use this feature, Click the Customer Files
button to bring up the Maintain Customer Records screen. Once you
are in this window you can review the customers file be Clicking the
phone number in the list on the left side of the screen. If you want to add
a new customer file to the list, Click New and enter the customers
information. Click the Save button to save the changes.
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Inventory Activities Section
This section allows you to review inventory items, purchase order information,
and other reports. To access this section, Click the Inventory Activities button in
Operations. There are several subsections to this section and below is a
description and explanation of what each of these subsections does.
Shopping List: If you are using the automatic inventory depletion and an
inventory item falls below the Pack Size Reorder Point specified in the
Inventory Items screen, the item will be placed on the Shopping List.
This list helps the manager see what items need to be ordered to bring the
inventory back up to acceptable levels.
New PO(Purchase Order): This feature allows you to create a new
purchase order when ordering items from vendors. For more information
on using this feature refer to New Purchase Order section of this manual.
This feature can also be accessed in the back office under Activities.
Review PO: This feature allows you to review existing purchase orders.
To use this feature, Click the Review PO button to bring up the Purchase
Order Selection screen. In this window you can select the purchase order
that you want to review by clicking on the name of the purchase order and
pressing Review. If you want to delete the purchase order than select the
name of the purchase order that you want to delete and press Delete.
Receive Items: This feature allows you to receive inventory items that
you will get from your vendors. You will want to use this feature if you
are going to be using the Automatic Inventory Depletion feature. This
feature will record your inventory items that you're receiving from your
vendor and calculate your inventory items’ quantity on hand along with
the cost per quantity. To use the Receive Items feature, Click on the
Receive Items button. Once you are inside the Receive Inventory Items
screen you will need to select the purchase order that you want to add and
Click the Add button. If you want to delete a purchase order that has been
added to the list, highlight the order that you want to remove and Click
Remove. If you want to edit one of the orders, highlight the order and
Click Edit. Once you are finished with this screen, Click Finish. After
you have received your inventory items you will have the option to print a
report with all the received items. CLICK either Yes or No.
Phy. Count Sheet: This feature is used to do physical inventory counts
on paper. To use this feature, Click the Phy. Count Sheet button to
bring up the Physical Inventory Worksheet which you can view
onscreen, export, or print it out.
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Phy. Inv. Count: This feature is used to record the physical inventory
that is actually on hand. To use this feature, Click on the Phy. Inv. Count
button to bring up the Physical Inventory Count screen. In this screen,
highlight the inventory item that you will enter a new quantity for. Enter
the new quantity that is on hand and Click the Record button. If you have
already scanned all of your inventory items on a scanning device, export
that info off the scanning device and into a text file on your computer.
You can then Click the Inv. Download button and choose that text file
with all the scanned inventory items. Click the Download button to
import the file to the software and show the actual physical inventory.
Inv. Prep. Forecast: This feature gives you a report for seeing how
many inventory units the kitchen should prepare for. This information is
based on past inventory usage history for up to six weeks for the weekday.
Please note that proper menu recipes and inventory depletion have to be
defined and enabled for this feature to work. To use this feature, Click on
the Inv. Prep. Forecast button to bring up the report. You can print out
or export this report using the appropriate buttons.
Inventory Items: This feature lets you maintain the inventory items. To
use this feature, Click on the Inventory Items button to bring up the
Inventory Item screen. You can either review the items or you can add
new items by Clicking the New button. Enter the information for the new
inventory item and Click Save. For more information on setting up an
inventory item refer to the Restaurant Inventory setup. If you want to
hide an inventory item then select the item from the list on the left side of
the window and put a check in the box that says Hide Inventory Item.
Menu Recipe: This feature lets you add a menu recipe to a menu item.
You must use this feature if you are going to be using Inventory
Depletion. To use this feature, Click on the Menu Recipe button to bring
up the Menu Recipe Editor screen. For more information on creating
menu recipes refer to the Restaurant Inventory Setup.
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Other Tools Section
This section allows you to use several options that are not defined in other parts of
the software and also provides some shortcuts to other features in the back office.
To use this section, Click Operations > Other Tools. In this section there are 15
sub sections. Below are descriptions of what each of these subsections does and
how to use them.
Caller Id Logs: This feature lets you review the entire Caller ID Logs as
long as you have your Caller ID configured and working. To use this
feature, Click on the Caller ID Logs to bring up the Caller ID Logs
screen. You can review the logs in this screen if you highlight the call
that you want and Click the Details button.
Chg Emp Schedule: This feature is used to change the schedules of an
employee. To use this feature, Click the Chg Emp. Schedule button to
bring up the Employee Schedules window will appear. Here you will
select the employee that you want to change their schedule. For more
information on how to change or create an employees schedule refer to
the Employee Setup.
Caller Id Switch: This feature is used to turn on your Caller ID. Please
note that you will only need to use this feature if you are using the U.S.
Robotics 56K Internal Winmodem with Caller ID capability. If you have
the Caller ID configured in your system, turn on this feature by toggling
down the Caller ID Switch button. To turn off the
Caller ID, toggle up the Caller ID Switch button. If the computer cannot
turn the Caller ID on, it will be turned off automatically.
Add Cash To Bank: This feature allows you to add money to the start
amount of either a Staff Bank or a Cashier. To use this feature, Click on
the Add To Bank button and enter in the Bank Liability Number. You
will be prompted to enter the amount that you want to add to the bank
start amount. Enter the amount and Click Enter.
Prank Calls: This feature lets you record prank calls that your restaurant
may get. To record a prank call, Click on the Prank Calls button to enter
the phone number that the call came from. The Record Prank Call
screen will appear allowing you to enter the number of the order in the
ORDER # field, if any food was lost due to the call, and any details of the
prank call.
Calculator: This feature is a shortcut to the Windows Calculator. To
use this feature, Click on the Calculator button and the calculator will
appear.
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Assign Table: This feature allows a manager to assign tables without
having to go into the Back Office. If the manager has the security level to
run a closing report, they will have access to this feature.
Emp. Still Working: This feature lets you review a list of all the
employees that are still working. To use this feature, Click on the Emp.
Still Working button to review the employees that area still working and
the time that they clocked in at.
To Training Mode: This feature is used to turn the training mode on and
off. To use this feature, Click the To Training Mode button to bring up
the confirmation screen. After you Click Yes, you will then get a
confirmation window telling you that you are now in training mode. To
switch back to live mode, Click the To Live Mode button. This button is
where the To Training Mode button used to be. You will get a
confirmation window confirming that you want to revert to live mode.
Click the Yes button to bring up another confirmation window confirming
that you are now running in live mode.
Note: If you notice that your training database does not have current
information in it, you will need to go to the directory where NextPOS for
Restaurants™ was installed and delete the Training.mdb file. This will
cause the software to create another Training database using the current
information in you regular database.
Driver Summary: This feature gives you a report of the drivers net
sales, delivery compensation, and the number of deliveries that were
taken. To use this feature, Click on the Driver Summary button to
review the report, print the report or export the report to a text file.
Open Order Report: This feature gives you a list of all the open orders
and who the server for the order is. To use this feature, Click on the
Open Order Report to bring up the Open Order Report screen. Here you
can review all of the open order information or you can print the report.
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Menu Item Sales By Category: This feature allows you to choose a
category and view menu items sales based on the category you have
chosen. You can also choose to view all categories to see a complete list
of items in your restaurant. This report will show quantity and sales
information for the menu items. This report can also be printed or
exported.
Sales By Category Report: This feature will give you a report of sales
listed by category. This is a shortcut to the Sales By Category Report in
the Back Office.
Sales By Menu Item Report: This feature will give you a report of sales
listed by menu item. This is a shortcut to the Sales By Menu Item
Report in the Back Office.
Server Gratuity Report: This feature will give you report of the tips
each server has made for the specified date. This is a shortcut to the
Server Gratuity Report in the Back Office.
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How to Perform Payroll Preparation
Before you are able to pay your employees you
will need to perform payroll preparation. Go to
the Back Office and Click Pay Employees on
the left hand side of the screen. The Pay
Employees (Payroll Preparation Report) screen
will appear allowing you to select the
employees that you are going to pay. (Figure
11.3) The single arrow in the middle of the
screen moves only one employee while the
double arrow moves all employees over.
Figure 11.2
Payroll Preparation Screen
After you have selected the employees to be
paid, you can preview what they are to be paid
by using the Preview button. If you want to add an additional amount an
employee is to be paid, Click the Additional button and enter the additional
amount that is going to be paid. In the Pay Period End Date field you will want
to enter the date that the pay period ended on. Once you are ready to pay the
employees, Click the Pay button and confirm that you want to pay all of the
selected employees.
A report with the entire regular and overtime hours that were worked by each
employee and the amount of money that is to be paid to each employee will be
shown. You can also print or export this file for future use.
Note: The payroll end date cannot exceed more than two future pay periods.
This prevents payroll mistakes.
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Review Local Email
(Figure 11.3)
This feature allows you to review all of the local email
for all of your employees. This feature can be found in
the Back Office under Activities > General Activities
> Review Local Email. Follow the steps below to use
this feature.
Figure 11.3
Review Local Email Screen
1. Choose the employee on the left.
2. If you want to read the email, Click Read Email.
3. If you want to delete all the email for this employee,
Click Delete All.
Video Surveillance Control Center
(Figure 11.4)
This feature is only available if you have a web cam installed
and have Enable Video Surveillance Captures check box
under the General tab in Station Settings. To use the Video
Surveillance Control Center go to the Back Office under
Activities > General Activities.
Once you are inside the Video Surveillance Control Center,
there will be three buttons; Snapshot, Preferences, and Close.
Snapshot: Takes a snapshot of what the camera is currently
focused on.
Figure 11.4
Video Control Center
Preferences: The check boxes in Preferences allows you to choose when you do not
want the camera to take a snapshot. For example, if you did not want the system to take a
snapshot of a No Sale action, you would put a check in the box that says Disable No Sale
Watch. Under Preferences there are four other buttons titled Compression, Display,
Format, and Source. Use these to adjust your settings for the camera to get the best
picture quality. Under the Format option we recommend using 320 x 240 for the
Resolution and RGB 555 (16bit) for the Pixel Depth (bits) and Compression. The last
two options for using the Control Center are the two delete functions. With one you can
specify how many days you want to pass before old snapshots are deleted and the other
will delete all snapshots currently in the folder.
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Video Surveillance Review Browser
(Figure 11.5)
This feature is used to review the pictures the system
captured. The Video Surveillance Review Browser feature
can be found in the Back Office under Activities > General
Activities.
To use this feature, you will want to select the type of
pictures that you want to review from the Look In drop
down list. Select the picture from the list at the bottom of
the window and the picture will be displayed.
Figure 11.5
Video Surveillance Review Screen
Create Menu Item Labels
(Figure 11.6)
This feature allows you to create Menu Item Labels for
use with your barcode scanner. Follow the steps below
to use this feature.
Figure 11.6
Create Menu Item Labels Screen
1. Choose either All Menu Items with Barcode or
Select Menu Items with Barcode.
2. Click Search.
3. Put a check in any menu items that you will want to
print.
4. Specify how many copies of each label you would
like.
5. Click Print.
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Maintain Payouts
(Figure 11.7)
Pay Out Date/Time: This field allows you to view the
date and time the Pay Out was issued.
Cashier Name: This field allows you to view who the
cashier was who issued the Pay Out.
Cash Tray#: This field allows you to view what cash
tray the Pay Out was issued out of.
Figure 11.7
Maintain Payouts Screen
Authorized By: This field allows you to view who
authorize the Pay Out.
Pay Out To: This field allows you to view whom the Pay Out was given.
Pay Out Amount: This field allows you to view how much the Pay Out was.
Pay Out Details: This allows you to view what details were entered when the Pay Out
was issued.
Wage Advance For: This field allows you to view whom received a Wage Advance.
Pay Out Voided: This option allows you to void a Pay Out if it was enter by mistake.
Void Reason: This field allows you to enter a reason why the Pay Out was voided.
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Maintain Manager Cash Outs
(Figure 11.8)
Cash Out #: This field allows you to view the number
the software assigned to the cash out record.
Cash Out Date/Time: This field allows you to view
the date and time the manager performed the cash out.
Cash Out By: This field allows you to view who
performed the cash out.
Figure 11.8
Maintain Manager Cash Outs Screen
Cash Out Amount: This field allows you to view the
cash out amount.
Station Number: This field allows you to view which station performed the
manager cash out.
Cashier Name: This field allows you to view which employee was signed in
when the manager cash out was performed.
Cash Tray #: This field allows you to view which cash tray the manager cash
out was used when it was performed.
Bank Liability Report #: This field allows you to view which Bank Liability
report number was used to perform the manager cash out.
Cash Out Voided: This option allows you to void the managers cash out.
Void Reason: This field allows you to enter a reason for voiding the manager
cash out.
Global Menu Item Price Change
(Figure 11.9)
This feature allows you to change menu item pricing on
a global scale from one screen. Follow the steps below
to use this feature.
Figure 11.9
Global Menu Item Price Change Screen
1. Choose the menu group you will be working in.
2. Put a check in the items that would like to change
the price on.
3. Choose the method you would like to use to change
the price.
4. Enter the amount or percentage depending on how
you are going to markup or markdown the price.
5. Click Update.
6. The menu items will change in price and be put in
the window to the right.
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Maintain Customer Records
(Figure 11.10)
Phone Number: This field allows you to enter a phone
number for this customer.
Customer Name: This field allows you to enter a
customer name for this account.
Delivery Address: This field allows you to enter an
address for this customer which will be used when
taking a delivery or take out order.
Figure 11.10
Maintain Customer Records Screen
Cross Street: This field allows you to enter a cross
street name for the delivery address.
Postal Code: This field allows you to enter a postal code for the delivery address.
Delivery Charge: This field allows you to enter a delivery charge for this customer.
Delivery Compensation: This field allows you to enter a delivery compensation for this
customer.
Delivery Remarks: This field allows you to enter a delivery remark for this customer.
Customer Notes: This field allows you to enter any customer notes that will be
associated with this customer.
MSR Card: This field allows an MSR Card to be assigned to this customer. This is
used when doing a search for a customer.
Account Code: This field allows you to enter an account code for this customer. This is
used when doing a search for a customer.
Create Customer Address Labels
(Figure 12.1)
Figure 12.1
Create Customer Address Labels
Screen
1. Choose either All Customers with Mailing
Address or Select Customers with Mailing
Address. Use the filters if you select the second
option.
2. Click Search.
3. Put a check in any Customers Address that you will
want to print.
4. Specify how many copies of each label you would
like.
5. Click Print.
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Maintain In House Charge Accounts
(12.2)
Customer Phone Number: This field allows you to
enter a phone number for this account.
First Name: This field allows you to enter a first name
for this account.
Last Name: This field allows you to enter a last name
for this account.
Figure 12.2
Maintain In House Charge Accounts
Screen
Mailing Address: This field allows you to enter the
mailing address for this customers’ account.
Mailing Postal Code: This field allows you to enter the postal code for the mailing
address.
Social Security Number: This field allows you to enter a social security number for this
account.
Drivers License Number: This field allows you to enter a Drivers License Number for
this account.
Drivers License Expires: This field allows you to enter an expiration date for the
drivers license.
Total Credit Limit: This field allows you to enter an amount that that customer has for
the account. This works the same way as a credit card.
Credit Account Expires: This allows you to enter a date the account will expire.
MSR Card: This field allows you to assign an MSR Card to this account. This will give
the customer the feel of using a credit card given by your restaurant.
Credit Account Status: This drop down menu allows you to set the status of the
account. This can be Active, Past Due, or Closed.
Credit Account Notes: This field allows you to enter any notes about this account.
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Create In House Statement:
(Figure 12.3)
This feature allows you to issue statements to the
customer for accounts that are due. To use this feature,
Click the Create In House Statement button to bring up
the In House Charge Account List screen. Here you
will put a check next to all of the accounts that you want
to create a statement for. After you have put a check
next to all of the customers’ you would like to create a
statement for, Click Done. Now the statement that will
be printed up will be shown. Once you are looking at the
Figure 12.3
report, you can either print all of the statements by
In House Charge Account List Screen
Clicking on Print All or print only the current statement
by Clicking the Print Current button. If you want to go
to the next statement that you chose, Click Next. If you want to go to the
previous statement you selected, Click Previous. If you want to remove a
statement from the list while you are reviewing them, Click Clear
Current.
Maintain Frequent Diner Accounts
(Figure 12.4)
Customer Phone Number: This field allows you to
enter a phone number for this account.
First Name: This field allows you to enter a first name
for this account.
Last name: This field allows you to enter a last name
for this account.
Figure 12.4
Mailing Address: This field allows you to enter a
Maintain Frequent Diner Accounts
mailing address for this account.
Screen
Mailing Postal Code: This field allows you to enter a postal code for the mailing
address.
MSR Card: This field allows you to use MSR Cards for this Frequent Diner Account.
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Maintain Frequent Diner Tracking
(Figure 12.5)
This feature allows you to view or remove
Frequent Diner credits.
Tracked Date: This column allows you to view
the date and time the Frequent Diner order was
tracked.
Order #: This column allows you to view what
order was tracked.
Tracked By: This column allows you to view
the employee that tracked the order.
Figure 12.5
Frequent Diner Tracking Screen
Order Amount: This column allows you to view that amount that was tracked for this
order.
Cumulative Bal.: This column allows you to view how much this customer has accrued
for their Frequent Diner account. The last amount in the column will be the total balance.
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177
Maintain Customer Credits
(Figure 12.6)
Credit Number: This field allows you to view the
number assigned to the credit by the software.
Issue Date/Time: This field allows you to view the
date and time the credit was issued.
Figure 12.6
Maintain Customer Credits Screen
Customer Phone Number: This field allows you to
view the customers’ phone number that received the
credit.
Issued By Employee: This field allows you to view
the employee that issued the credit.
Credit Type: This field allows you to view the type of credit that was issued to the
customer.
Credit Amount: This field allows you to view the amount of the credit that was issued.
Credit Expires: This field allows you to view the expiration date of the credit if there is
one.
Credit Reason: This field allows you to view the reason that was given for why the
credit was given.
Credit Limitations: This field allows you to view what limitations were placed on the
credit.
Credit Status: This drop down allows you to edit the status of the credit. The three
choices are Active, All Redeemed, Voided.
Void Reason: This field allows you to enter a reason why the credit was voided.
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Maintain Gift Certificates
(Figure 12.7)
Gift Certificate Number: This field allows you view
the Gift Certificate Number the software assigned. This
number is the number you will use to redeem the Gift
Certificate.
Issued Date/Time: This field allows you view the date
and time the Gift Certificate was issued.
Figure 12.7
Maintain Gift Certificates Screen
Internal #: This field allows you to view the internal number you assigned to the Gift
Certificate. This number is usually the number that your restaurant assigns the Gift
Certificate. This is NOT the number used to redeem the Gift Certificate.
Authorized By: This field allows you to view who authorized the Gift Certificate.
Issued To: This field allows you to view who the Gift Certificate was issued.
Presented By: This field allows you to enter the name of the person that is presenting
the Gift Certificate. This is used for entering in the name of the person who is usually
giving it as a gift.
Issued Amount: This field allows you to view the dollar value that was assigned to the
Gift Certificate.
Expiration Date: This field allows you to view the expiration date of the Gift Certificate
if there is one.
Status: This drop down list allows you to set if the Gift Certificate is Active, All
Redeemed, or Voided.
Void Reason: This field allows you to enter a reason for voiding the Gift Certificate.
Record New Bad Check
(Figure 12.8)
Fill in all the Bold fields to record a new bad check.
Most of the information required in this screen can be
found on the check. This screen can be found in the
Back Office under Record New Bad Check.
Figure12.8
Bad Check Editor Screen
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Follow Up Bad Checks
(Figure 12.9)
This screen allows you to select a check you would like
to follow up on or edit. Once you have selected the
check you can edit the information concerning the check
in the same screen as the Record New Bad Check
screen. You can also record a new bad check from this
screen.
Figure12.9
Bad Check List Screen
New Purchase Order
(Figure 13.0)
This feature allows you to create new purchase
orders. Below is a list of what each field is for.
Calculator: This button will bring up the
windows calculator.
Figure13.0
New Purchase Order Screen
Internal #: This field allows you to enter in a
number for this P.O. This helps for future
purchase orders so that when you need to order
the same item you can enter the internal number
and it will bring up all the info you need to order
the item.
Vendor Name: This field allows you to enter the name of the vendor that these item(s)
are coming from.
Purchase Order Date: This field allows you to enter the date that the items were ordered.
Barcode: This field allows you to enter the barcode of an item. You can even scan the
UPC barcode that is on the item.
Inventory Item Name: This field allows you to enter the name of the inventory item.
Quantity Ordered: This field allows you to enter the quantity that was ordered.
Price Per Quantity: This field allows you to enter the price per qauntity of the ordered
items.
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After you have entered all of the information, you will need to Click the Add button to
add the items to the list. If you want to print the purchase order, Click the Print button.
Review Purchase Order
(Figure 13.1)
This feature allows you to select a Purchase Order to
review or delete. The From and To dates will allow
you to filter the Purchase Orders you do not want to
display.
Figure 13.1
Review Purchase Order Screen
Create PO From Shopping List
(Figure 13.2)
This feature is really easy to use. The only thing you
have to do is Click the Create PO button. This will
automatically create a Purchase Order using the
shopping list.
Figure 13.2
Create PO From Shopping List Screen
Create Inventory Item Labels
(Figure 13.3)
Figure 13.3
Create Inventory Item Labels Screen
1. Choose either All Inventory Items with Barcode or
Select Inventory Items with Barcode. Use the
filters if you select the second option.
2. Click Search.
3. Put a check in any inventory items that you will
want to print.
4. Specify how many copies of each label you would
like.
5. Click Print.
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Receive Inventory Items
This feature allows you to receive inventory
items from the vendors and also quickly pull
up purchase orders you have created to
receive the inventory in just a few clicks.
Earliest PO Date: This field allows you to
specify a date which will be used in
determining which Purchase Orders will be
displayed in the drop down list.
Figure 13.4
Receive Inventory Item Screen Part 1
Purchase Orders: This drop down list will
display all the purchase orders for the
specified date range.
Received Date: This field displays the date used to add the purchase order. This is
usually the date on the computer.
Add: This will bring up the Receive Inventory Item
Editor screen.
Barcode Scan: This field allows you to scan an item
in with a barcode scanner. This will save you time by
filling in the Inventory Item Name, Price/Qty, Sub
Total, and Pack Size Description. Each time you scan an item it will add one to the
Quantity Received field. Any one of these fields except the Sub Total field can be
edited manually to adjust the information. Once you have the item entered in
correctly, press Next for the next item or Done.
Figure 13.5
Receive Inventory Item Screen Part 2
Edit: This button allows you to edit or change info you have already entered into the
system. This allows for corrections or updates when entering inventory items.
Remove: This removes the selected line from the list of received inventory.
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Remove All Access Denied Logs
This feature allows you to delete all of the access denied logs. This feature can be
found in the Back Office under Activities > Maintenance Activities. This will
delete all Access Denied recordings, and may shrink down the database size. After
cleaning up the Access Denied Logs, be sure to compact the database afterwards to
make it more efficient.
Remove All Caller ID Logs
This feature lets you delete all of the Caller ID logs. This feature can be found in the
Back Office under Activities > Maintenance Activities. This will delete all Caller
ID recordings, and may shrink down the database size. After cleaning up the Caller
ID logs, be sure to compact the database to make it more efficient.
Remove All Customer Names from Orders
This feature allows you to remove all of the names from specified customers’ orders.
This feature can be found in the Back Office under Activities > Maintenance
Activities. After you have selected this choice then a popup window will appear and
prompt you to enter the customers’ phone number. Enter the phone number of the
customer who you want to delete all names that are attached to the orders. After you
enter the phone number you will get a confirmation window saying how many names
have been deleted.
Remove Redeemed Gift Certificate Swipe Card Info.
This feature allows you to remove all of the swipe card information for gift
certificates that have already been redeemed. You can find this feature in the Back
Office under Activities > Maintenance Activities. After you have selected this
choice, you will get a confirmation screen asking if you want to remove all scan
codes from redeemed gift certificates. Next you will get another confirmation
window confirming that all of the scan code information was deleted.
Remove Prior Manager Cash Outs
This feature allows you to remove all the prior manager cash out information. You
can find this feature in the Back Office under Activities > Maintenance Activities.
You will be prompted to enter a date using the month, day, and year buttons.
Anything before this date will be removed from the system.
Remove Prior Reservations
This feature allows you to remove all the prior reservation information. You can find
this feature in the Back Office under Activities > Maintenance Activities. You will
be prompted to enter a date using the month, day, and year buttons. Anything before
this date will be removed from the system.
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183
Recalculate Orders
This feature allows you to recalculate orders. This feature is useful if you have found
that some of the order totals did not match correctly. This feature can be found in the
Back Office under Activities > Maintenance Activities. Once you have selected the
Recalculate Orders choice, you will get a confirmation window. Next a date
selection window will appear and ask you to specify the date that you want to begin
recalculating orders. You will then have to specify the date that you want to end
recalculating orders. After you have selected the From and To dates, Click the Select
button. After the orders have been recalculated you will get a confirmation window
confirming that the orders have been recalculated.
Delete Master Data
(Figure 13.6)
This feature allows you to delete any entries
in your database that have never been used
and were errors when creating the database.
Select the category on the left to display the
items on the right. Select the items you want
to delete. If the item is in use by the system it
will display that you cannot delete this record.
Compact the database immediately after using
this feature.
Figure 13.6
Delete Master Data Screen
Note: This feature is highly useful when you
are done creating your database before your
restaurant opens to clean out any entries that
may not need to be there.
Chapter 23: Sales Reports
184
Sales Summary Report
Reports > Sales > Sales Summary Report
This report shows total sales for the specified date range. This will give a overall view of
how the restaurant did for the day.
Sales By Category Report
Reports > Sales > Sales By Category.
This report shows the total sales in the report date range, grouped by the menu categories
that you may have defined. This report is useful for reviewing the sales by different
categories in the restaurant, such as Meals, Liquors, etc, giving you an over all look at the
sales level.
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Sales By Hour (Summary) Report
Reports > Summary > By Hour (Summary)
This report shows the total sales in the report date range, grouped by the hour blocks in a
summary format. This report is useful for finding out, which is the busier hour block, so
that you can prepare your staff better.
Sales By Hour (Detail) Report
Reports > Sales > By Menu Items
This report shows the total sales in the report date range, grouped by the hour blocks in a
detailed format. This reports usefulness is the same as the Total Sales By Hour
Summary Report, except you will be able to find out the items that were sold within
each hour block.
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Sales By Menu Item Report
Reports > Sales > By Menu Items
This report shows the total sales in the report date range, grouped by menu items. This
report is useful to find out the hottest selling items, slowest selling items, or simply a
good overview of items sold through the report period.
Sales By Order Type Report
Reports > Sales > By Order Types
This report shows the total sales in the report date range, grouped by order types, also
called Revenue Centers. The usefulness of this report is that it will show you how much
you’re doing sales for each of the order types that you offer.
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Sales By Server Report
Reports > Sales > Sales By Server
This report shows the total sales in the report date range grouped by servers. You can use
this report to see how much each server is doing in sales.
Sales By Station Report
Reports > Sales > Sales By Station
This report shows the total sales in the report date range grouped by computer stations.
You can use this report to see the load of computer stations usage in a report period. You
can also use this information to better utilize POS station usage, and the possibility of
adding additional POS stations.
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Daily Sales Analysis Report
Reports > Sales > Daily Sales Analysis
This report shows the total sales in the report date range grouped by days. This report
gives you an over all picture of your sales on the reported days.
Weekly Sales Analysis Report
Reports > Sales > Weekly Sales Analysis
This report shows the total sales grouped by days. This report gives you an overall
picture of your sales on the reported week.
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Monthly Sales Analysis Report
Report > Sales > Monthly Sales Analysis Report
This report is similar to Daily Sales Analysis Report, except that this report shows the
quarterly sales information.
Quarterly Sales Analysis Report
Reports > Sales > Quarterly Sales Analysis
This report is similar to Daily Analysis Report, except that this report shows the quarterly
sales information.
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Yearly Sales Analysis Report
Reports > Sales > Sales Vs Physical Inventory Usage
This report is similar to Daily Sales Analysis Report, except that this report shows the
yearly sales information.
Sales Vs Inventory By Auto Depletion Report
Reports > Sales > Sales Vs Inventory By Auto Depletion
This report shows you the total sales and the total inventory usage by auto depletion for
the report date range. However, if the auto depletion feature is not turned on, then the
inventory usage information will not be shown in this report.
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Labor Vs Sales By Breakfast, Lunch & Diner Report
Reports > Sales> Labor Vs Sales By Breakfast, Lunch & Diner
This report shows the total hourly labor cost for the report date range, and the grouped
meal time zones as a comparison. With this report, you can have an idea of your hourly
labor allocation. This report could also be used to find out how much sales did each of
the meal time zones generate. The times for the Breakfast, Lunch, and Dinner are
defined in Store Settings > Misc > Page 1
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192
Gift Certificate List Report
Reports > Gift Certificates > Gift Certificate List
This report shows you all the outstanding gift certificates, along with the balance amount.
You can use this report to have an overview of how many gift certificates are still not yet
redeemed.
Gift Certificate Redemption Tracking Report
Reports > Gift Certificates > Gift Certificate Redemption Tracking
This report shows the gift certificate redemption tracking information for the report’s
specified date range.
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193
Order Payments Report
Reports > Register Activities > Order Payments
This report summarizes all the register collections of order payments with cash, credit
cards, or checks. You can use this report to see a certain order tender type and tender
amount, or other information that you may need.
Other Payments Report
Reports > Register Activities > Other Payments
This report summarizes all the register collections or non-order payments with cash,
credit cards, or checks. This report is most likely to include new gift certificate sales
collection, or bad check reimbursement collection. You can use this report to see a
certain order tender type and tender amount, or other information that you may need.
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194
In House Account Payments Report
Reports > Register Activities > In House Account Payments
This report summarizes the in house charge account payment collection report. You can
use this report to have an overview of the guest accounts that have paid their charges
within the specified date range.
Pay Out Details Report
Reports > Register Activities > Pay Out Details
This report shows the payouts for the specified date range.
Chapter 25: Register Activity Reports
Manager Cash Out Details Report
Reports > Register Activities > Manager Cash Out Details
This report will show information on managers cash out details.
Refund Details Report
Reports > Register Activities > Refund Details
This report shows the refunds performed for the report’s specified date range.
195
Chapter 25: Register Activity Reports
196
Total Payments Received Summary Report
Reports > Register Activities > Total Payments Received Summary
This report shows the total payments received from the money collection transactions.
You can use this report to have an idea of how the total money collection is for all of the
monetary transactions in the report date range.
Customer Files Report
Reports > Customers > Customer Files
This report shows the customer names, phone number, and sales information. You can
use this report to find out the customers spending at your restaurant.
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Customer Sales By Date Range
Reports > Customers > Customer Sales By Date Range
This report will show all the customers sales for a specified date range.
Specific Customer Purchases Report
Reports > Customers > Specifics Customer Purchased
With this report, you first specify the customer telephone number. Then all the sales
history for this customer will be shown in this report.
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Customer Anniversary Report
Reports > Customers > Customer Anniversary Report
This report will show what customers were added to the database by the month specified.
This report is useful to use for marketing to give specials to customers that may be having
a birthday. This is specified in the customers file with the Remember Month button.
Customer Credit List Report
Reports > Customers > Customer Credit List
This report will show all the outstanding customer credits available.
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Credit Redemption Tracking Report
Reports > Customer > Credit Redemption Tracking
This report shows the customers credit redemption tracking history. You can use this
report to find out all the credit redemption tracking in the report date range.
Frequent Diner Accounts Report
Reports > Customers > Frequent Diner Accounts
This report shows the existing frequent diner accounts in a list report.
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Frequent Diner Tracking Report
Reports > Customers > Frequent Diner Tracking
This report shows the frequent diner tracking information for the specified date range.
Frequent Diner Tracking By Account Report
Reports > Customers > Frequent Diner By Account Tracking
This report will show specific Frequent Diner information for individual accounts.
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Frequent Diner Sales Summary Per Account Report
Reports > Customers > Frequent Diner Sales Summary Per Account Tracking
This report will tell you what customers spent in your restaurant for the specified date
range.
In House Charge Accounts Report
Reports > Customers > In House Charge Accounts
This report shows the in house charge account list. You can use this report to review the
charge account customer charge account balance and other information.
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In House Charge Tracking Report
Reports > Customers > In House Charge Tracking
This report shows the in house charge tracking information. You can use this report to
see the orders and the charges associated information.
Outstanding Bad Checks Report
Reports > Customers > Outstanding Bad Checks
This report shows the outstanding bad checks that have been recorded into the system.
Chapter 26: Customer Reports
203
Prank Call Report
Reports > Customers > In House Charge Tracking
This report shows the prank call log information that has been recorded into the system.
Employee Schedule Report
Reports > Employees > Employee Schedule
This report shows the employee schedules as defined in the Employee Schedule data
entry screen in setup.
Chapter 27: Employee Reports
204
Weekly Labor Cost Projection Report
Reports > Employees > Weekly Labor Cost Projection
This report will give you an idea of how much your labor will cost based on your current
employee schedules.
Employee Time Card Report
Reports > Employees > Employee Time Cards
This report shows specific employee’s time card information for the specified report date
range.
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Employee Payroll History Report
Reports > Employee > Employee Payroll History
This report shows employees payroll history details for the report date range. You can
use this report for historical employee payroll information.
Wage Advance Details Report
Reports > Employees > Wage Advance Details
This report shows employee wage advance payouts. You can use this report to see all the
details of wage advance payouts for the report date range.
Chapter 27: Employee Reports
206
Dine In Server Performance Report
Reports > Employees > Dine In Server Performance
This report shows the server sales grouped by dine in orders.
Server Gratuity Report
Reports > Employees > Server Gratuity Report
This report shows each of the Dine In server gratuities that were recorded into the POS
station, and other related gratuity information.
Chapter 27: Employee Reports
207
Menu Item Sales By Server Report
Report > Employees > Menu Item Sales By Server
This report shows menu item sales information grouped by each server that you can
specify.
Specific Server Sales By Category Report
Reports > Employees > Specific Server Sales By Category
This report shows you the amount of money for each category and the total of all money
for all of the categories added together, for the specified server and date range.
Chapter 27: Employee Reports
208
Driver Delivery Summary Report
Reports > Employees > Driver Delivery Summary Report
This report shows all of the delivery driver’s net sales, number of deliveries taken, and
the compensation that they received for the specified date range.
Inventory Shopping List Report
Reports > Inventory > Inventory Shopping List
This report shows you your shopping list based on the inventory auto-depletion.
Chapter 28: Inventory Reports
209
Inventory Received Status For Purchase Orders Report
Reports > Inventory > Inventory Received Status For Purchase Orders
This report shows you the purchase orders and their inventory received status. You can
use this report to review which purchase order is still outstanding and not yet received.
Inventory Preparation Forecast For Kitchen/Bar Report
Reports > Inventory > Inventory Preparation Forecast For Kitchen/Bar Report
This report shows the inventory preparation forecast report for the kitchen or bar
department. You can use this report to find out the approximated preparation of
inventory items that is needed for the forecast date. This report is based on inventory
auto depletion for the previous six weeks for the same weekday as the forecast
preparation report date selected.
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Detailed Inventory Depletion Summary
Reports > Inventory > Detailed Inventory Depletion Summary
This report shows the detailed summary of the automatic inventory depletion for the
specified date range.
Current Inventory On Hand
Reports > Inventory > Current Inventory On Hand
This report shows you what the current inventory on hand based on the automatic
inventory depletion.
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Inventory Level Report
Reports > Inventory > Inventory Level Report
This report will give you the levels of all your current inventory.
Physical Inventory Count Sheet
Reports > Inventory > Physical Inventory Count Sheet
This report allows you to print out the Physical Inventory Count Sheet to use when doing
physical inventory counts.
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No Sale Tracking Report
Reports > Audit Trails > No Sale Tracking
This report shows the entire no sale log recorded into the system according to the report
date range.
Access Denied Log Tracking Report
Reports > Audit Trails > Access Denied Log Tracking
This report shows the entire access denied log recorded into the system according to the
report date range.
Chapter 29: Audit Trail Reports
Order Void Tracking Report
Reports > Audits Trails > Orders Void Tracking
This report shows the entire order void history according to the report date range.
213
Chapter 30: Other Reports
214
Menu Item List Report
Reports > Other > Menu Item List Report
This report lists all of the menu items and the associated forced modifier information.
Employee List Report
Reports > Other > Employee List Report
This report will list out all the employees for your restaurant and their employee ID.
Chapter 30: Other Reports
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Menu Item Recipe Cost and Profit Report
Reports > Audit Trails > Menu Item Recipe Cost And Profit
This report shows each of the menu items cost, retail, and profit margin. The left arrow
indicators also show the price check alert.
Discount Usage Report
Reports > Other > Discount Usage
This report shows the discount usage for the report date range.
Chapter 30: Other Reports
Surcharge Usage Report
Reports > Other > Surcharge Usage
This report shows the surcharge usage for the report date range.
Menu Modifier Usage Report
Reports > Other > Surcharge Usage
This report shows the surcharge usage for the report date range.
216
Chapter 30: Other Reports
217
Menu Item Sales By Category Report
Reports > Other > Menu Item Sales By Category
This report shows the menu item sales filtered by the categories. You can use this report
to see the details of the category sales.
Caller Id Tracking Report
Reports > Other > Caller ID Tracking
This report shows the caller id log for all of the calls that have been recorded into the
system.
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Delivery Timing Report
Reports > Other > Delivery Timing
This report shows the delivery tips timing information for the specified date range.
Drive Thru Timing Report
Reports > Other > Drive Thru Timing
You can use this report to see the drive thru order timing information. It will give you an
idea of how fast your drive thru window is performing.
Chapter 30: Other Reports
219
Cashier Sign Outs Report
Reports > Other > Cashier Sign Outs
You can use this report to review cashier sign out summary report. It will give you an
overview of each of the cashiers and any register over/shortages.
Cash Register Discrepancies Report
Reports > Other > Cash Register Discrepancy
You can use this report to review the register discrepancies that have been recorded into
the system. The ‘Cashier Sign Outs Report’ will also show this information as well.
Chapter 30: Other Reports
220
Deposit Slips Report
Reports > Other > Deposit Slips
You can use this report to see all the deposit slips created with the Bank Deposit feature.
Sales Tax Report
Reports > Other > Select Tax Report
You can use this report to see the sales tax liability for the report date range. It will also
show the non-taxable or tax-exempt sales information.
Chapter 30: Other Reports
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Exporting Reports
NextPOS for Restaurants allows you to export all of the built-in reports. Once you
are inside the report, Click the Export button. You will then get a confirmation
window confirming that the report has been saved to a text file in the programs
directory under the Export folder. You can use a text editor or a spreadsheet to edit
this file. If you use Microsoft Excel, the exported file will look like Figure E-1.
Figure E-1
Exported Report Opened With Microsoft Excel
Chapter 31: Database & Support File
Information
222
Database & Support Files
Below is a list of some of the files and explanations of what they are and do.
npr2set.dat: This file contains the Store Settings for your database and anytime you
upgrade or perform a backup, this file should be copied along with the database.
NextPOS does not automatically do this so you must manually copy this file to the
backup location. Also anytime an error occurs in your software, this file will help us
speed up the time it takes to troubleshoot the issue in the system. If you are
encountering an error, call us and arrange to send this file by email.
npr2isv.dat: This file contains the external software link, for example the link to the
Windows Calculator is inside this file. You can put your own links to other types of
software that you have on your computer into this file. If you do this then the link
that you made will be in the Back Office under the Activities drop down list. Select
Third Party Add-Ins to view your choices. Please note that if you enter a link to a
different program, the program that you are linking to must be installed on the
computer. The instructions on how to edit this file are in the file when you open it
with notepad. The only item not mentioned in the instruction is the & symbol. This
is used to mark a letter as the hotkey for that word. You will use the & symbol before
the letter you want to be the hotkey. Also you might need to change the path name
for the items already in the file to match your computers path for those programs.
The default is WINNT but most computers use Windows.
npr2edc.dat: This file contains the credit card interface setting information.
Database Engine Used
The database engine that NextPOS for Restaurants™ uses is Microsoft Jet 3.51.
Database Recommended Limits
The recommended database limits are; the database file cannot be any larger than 1
gigabyte. Also you should not have more than 15 concurrent connections. These are
just recommendations they are not requirements, the actual results may vary.
Chapter 32: Database Maintenance Activities
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Compact Database
Periodically, such as every two weeks or month, you may want to perform the
Compact Database feature in the Back Office. Compacting the database will shrink
the database and re-claim its unused spaces over time. This will in turn make the
database smaller, faster, and run more efficient. To compact the database go to the
computer that has the database located locally on the computer, be sure to close down
all other client stations that are connected to this database computer. Then go to the
Back Office, and Click the Compact Database button to start the compact process.
Once the compaction is finished, you will be notified that the compact process has
been successfully completed. During compaction, if you get any error messages, the
database you were trying to compact may be corrupted or damaged. Go to the
directory where the database is located, see if there is a file called ~TMPQPR1.MDB
in that directory. If so, then rename your current database that you were trying to
compact as something else, and then name this ~TMPQPR1.MDB file with the
actual live database name. Then open up the NextPOS software again, and do the
compact database operation once more. At this point, you should be able to compact
successfully. This may be caused by a database corruption, which the compact
process fixes, but cannot complete it. It is very unlikely that this situation will occur.
Jet Compact Utility
If you need to use the Jet Compact Utility, you can run it from inside NextPOS. Go
to Back Office > Help > Technical Support Contact and press F12 on the
keyboard. It will ask you if all stations are shut down allowing you to check and
make sure this is the case. Once all stations are shut down, follow the steps to
perform the operation. This function will also create a backup of the database before
the compact is performed so if anything goes wrong all is not lost.
Backup Database
Backing up the database allows you to make backup copies of your database in the
case that your real database becomes corrupted or unusable. You can only backup the
database at the computer that has the database locally stored on the computer. You
cannot backup the database to a floppy drive. It has to be a Zip drive, a CD recorder
drive, a tape drive, or the hard drive itself. The reason is the database is too large for
a floppy. To back up the database go to the Back Office and Click on the Backup
Database button. Select the folder where the database will be stored. We have
provided a backup folder for your use in the NextPOS for Restaurants™ folder during
setup. After you have selected the folder for the backup, Click the Backup button.
After the backup is complete then you will get a confirmation window confirming
that the back up has been completed.
You can also use the Windows® built in backup software to schedule automated
backup times so that you can snapshot your database at certain time intervals, or
simply automate the once a day back up all together. This can also be done through
NextPOS in Station Settings > General. The only thing to keep in mind is the other
stations must not be running NextPOS when a backup is performed.
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Monitor Client Connections
This feature allows you to view all of the clients that
are connected to the network. It also allows you to
shut down any clients that are not connected but the
software is not allowing you to compact or backup
the database. This feature can be accessed from the
Back Office under the Activities > Maintenance
Activities drop down menu. Once you are in the
NextPOS Client Connection Monitor, the maximum
number of clients allowed is shown at the bottom of
Figure M-1
the window in green. Just below the maximum
Monitor Client Connections Screen
number is the number of clients that are currently
logged on to the system. If the window shows a
client is logged on and NextPOS is not running on the client computer, put a check in
the check box for the client that is not connected and Click the Shut Down Client
button. This will remove that client from the client connections.
If you ever get a message that says something like, “You have exceeded your max
number of licenses” or something along those lines then you will need to shut down
the client that the system thinks is connected but in reality it is not connected. To do
this follow the steps mentioned above.
Registry Entries
Some features in NextPOS require an entry to be
made into the registry. This is done by;
1. Going to Help > Technical Support Contact
in the Back Office.
2. Hold down Ctrl on the keyboard.
3. Right Click on OK.
Figure R-1
Registry Settings Screen
Key Name
QS Logout Seconds
Change Due Seconds
Master Cashier Station
No Cash Tender
No Check Tender
This will bring up the Registry Screen allowing you
to Add registry settings. DO NOT DELETE ANY
SETTINGS FROM THIS SCREEN. This may
cause your system to become unstable and crash.
There are several Registry Settings that can be added.
These are listed below along with the values that can
be used. These settings are only to be set by a
Reseller or by calling NextPOS.
Value
0-60
0-60
Station #
0 or 1
0 or 1
Key Name
No Charge Tender
No House Account Tender
No Gift Certificate Tender
Slave Cashier Drawer Off
Value
0 or 1
0 or 1
0 or 1
0 or 1
Chapter 33: Software Maintenance Activities
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Downloading the Latest Software Upgrades
Every so often you may want to download the latest update from the website. Only
people with valid support contracts can download the updates. Go to
http://www.nextpos.com/support. Once you are in the support area of the website,
Click on the link for the Secured Area. This will take you to the link to login to the
secured area of the website. If you have a valid support contract you will be given a
username and password for the website.
Enter the username and password that was created for you when you purchased the
support contract. Once you are in this part of the website then you will want to click
on the update that you want to download. Once the download of the update is
complete, uninstall the older software and install the new version on your computer.
You MUST install the update on all of the computers. After you have installed the
update on all of the computers, launch the software and check your settings.
Note: You must install the update on ALL of the computers.
Software EXE & DLL Release Versions
To see which version of NextPOS for Restaurants™ you are running, refer to the
EXE & DLL versions. You can find these numbers in the Back Office under the
About button. On the right side of the screen, you will see the .exe version and the
revision numbers. This is very important when calling for support.
Updating the Software License Registration Key
If you need to update your restaurants registration information for any reason, you
may be charged a fee for the change. This is to protect the licensing for the software.
To change the registration information, go to the Back Office > Help > Update
Product Registration.
Chapter 34: Importing/Exporting Data
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Exporting Data
This feature allows you to export data to
transfer to another blank database. To export
the data, select the data you would like to export
and click Export. If you want to export the
entire database, select Export Entire
Database.
Import Data
This feature allows you to import data that was
exported from another NextPOS database. Be
Figure E-1
sure you are import into a BLANK database
Import/Export Data Screen
before you continue. If you try and import into
a database that has existing data, it will cause conflictions and may corrupt the
database. Follow the steps below to use the import feature.
1. Find the file with the exported information in the Export folder found in the
NextPOS for Restaurants folder. This should be in a text format.
2. Rename the file to NPR2Import.txt
3. Move the file into the Import folder located in the NextPOS for Restaurants
folder.
4. Go to the Back Office > File > Import/Export Data.
5. Click Import
Note: If you are not showing file extensions in Windows®, you will rename the file
to NPR2Import. If you are not sure if you are showing file extensions, please refer
to Windows® Help for assistance.
Import New Resource Database
This feature allows you to import a new language database created in the NextPOS
Localization Utility. The name of the language database should be npr2.lang. This
file contains all the strings for the software allowing you to change them and
customize your software. Refer to the NextPOS Localization manual for more
information on how to create new language databases.
Chapter 35: Frequently Asked Support
Questions
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Can menu modifiers be depleted from the inventory?
No. The inventory depletion does not track menu modifiers only menu items and
sub items. If you need to track menu modifiers use the Menu Modifier Usage
Report.
Whenever I enter my access code the computer beeps and the keypad goes
away very slowly?
The system is looking for a keyboard. Make sure that the keyboard is plugged in
or connect a keyboard terminator to the keyboard port.
I am getting an error message that I have reached my maximum number of
allowed client connections, but only some of my computers are actually
connected.
There are client connections that are not shut down; you will need to shut down
these clients. Go to Back Office > Activities > Maintenance Activities >
Monitor Client Connections. Once you are inside the client connection window,
put a check next to all of the computers that are not actually connected to the
system and Click Shut Down Clients.
Can menu items, modifiers, and sub items be deleted?
Yes and No. Menu items, modifiers, and sub level items that have been in use
cannot be deleted from the database but putting a check in the Hide check box
can hide them. The reason for this is to protect the integrity of the database. If
the items have never been used, you can use the Delete Master Data feature in
the Back Office under Activities > Maintenance Activities > Delete Master
Data. Any entry that has never been used will have the option to delete it.
My delivery charge is always over, but it is only by a number of cents like
10-13 cents. It almost seems like the total is being rounded to the next
quarter dollar.
In the Back Office under Store Settings > Pref tab, check that the Round To
Next Quarter On Delivery check box is unchecked.
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My computer is running slow, is there anything that I can do to make it run
faster?
You can run the Compact Database feature in the Back Office. This will
minimize the size of the database and make your computer run faster. Also you
should shut down all of your computers every time that you close your restaurant
for the day if you are using Windows 98SE or ME. You can also check the
Server Name option in the Back Office > Store Settings > Other > Additional
Preferences > Page 3. If the name in this field is wrong, it will cause confusion
for the client because it is looking for a server name that does not exist.
Does NextPOS interface to any type of accounting software?
No. NextPOS does not link to any type of accounting software. You can
however, write your own interface between NextPOS and some type of
accounting software. We do not provide any support on how to write this
interface. We will be working on an interface in the future to integrate with our
software.
The Settle, Refund, Gift Certificate, and payout features are grayed out and
are not useable.
You have to perform a Cashier In. To do this, Click on the Cashier In button
and select the cash tray that will be used for this station. Next you will be taken
to the money count screen to enter any money that the draw will start with. After
you have performed a cashier in, you will be able to use the Settle, Refund, Gift
Certificate, and Payout buttons.
What version of PCCharge should I get?
You will want to get PCCharge Payment Server version 5.5. Install this
software ONLY on the computer that connected to the internet or phone line. DO
NOT install PCCharge Client on any of the client computers as this will cause
problems. Also be sure that PCCharge is set to use Restaurant Mode and the
processor that PCCharge connects to supports Restaurant Mode to avoid incurring
extra processing fees.
Should I turn my computer off? If I need to, how long and how often?
If you are running Windows® 98SE, you should reboot your computer once a
day. If you are using Windows 2000 you can reboot as little as once a week. To
set NextPOS to restart the computers automatically, go to Back Office > Store
Settings > Other > Additional Preferences > Page 3. Here you are able to
specify a reboot, shutdown, and at what time you would like the reboot/shutdown
to be scheduled. If you are running into the issue of ticket numbers not resetting
the next day, restart the computers everyday.
Chapter 35: Frequently Asked Support Questions
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I have employees with multiple jobs, how do I set this up?
Create an additional employee file identical to the original employee file with two
changes. Change the Job Title and the access code. Enable Employee Multi Job
Selection in the Back Office > Store Settings > Other > Additional Preferences >
Page 2. When the employee clocks in, it will now ask them which position they are
working. You can also specify a different pay rate for each position the employee will be
filling.
Can you require just a name for an order?
Yes, you can require a Name, Phone Number, MSR Card, or Account Code to bring up a
customer file.
How do you set up an employee schedule?
Go to Operations > Other Tools > Chg Emp Schedules
How do I recall an order?
Click Recall button in the Main POS screen and select the order that you want to recall.
How do I make an order complimentary?
When you are in the Settle screen there will be a button called Complimentary. Click
this button to discount the order.
Can an employee that is signed in as a Cashier use Staff Bank?
No, an employee that is signed in as a cashier can not use staff bank.
After receipt printer is done printing it just keeps feeding out paper. How
do you stop it from feeding out paper and get it to cut the paper after it is
done printing.
Erase everything in the Guest Receipt Message box until the scroll bar is disabled. This
is located in Store Settings > General. Also check the Station Settings > Pref 2 for the
Station Receipt Message.
How do you change access codes for employees?
You go into the Back Office > Setup > Employee Setup > Employee Files > and
change the access codes for the employee that you want. You will not be able the change
the access code if the employee has open orders.
If a serial printer is out of paper will it give you an out of paper message?
No, only Parallel printer will give paper out messages.
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How do you stop the Dine-in from going directly to Order Entry?
Unselect Enable Fast Food Service feature in Store Settings and also the Configure
This Station to Handle Fast Bar Services in the Station Settings.
I receive an Error 3260: Database Busy or similar error message.
You must upgrade to the latest version of NextPOS. Chances are you are running
revision 898 which has known issues in the program.
How do I make an order have more than one side dish?
Go to Back Office > Setup > Menu Setup > Forced Modifiers and refer to the user
manual on setting up Forced Modifiers.
Are Cash Refunds added into the Gross Sales on the Closing Report?
They are added in, but they are subtracted from the Net Receipts Expected which is the
number that they should go by.
Are sub-level items and modifiers counted in inventory depletion report?
Sub-level items are considered in inventory depletion, however, modifiers are not.
Are there reports that just print each individual server that includes the
totals on orders, credit card, tips & tax?
This report will be the Staff Banking report when a server ends their Staff Bank.
How do you change the size of the font on the Kitchen Printers?
Go to Back Office > Station Settings > Kitchen Printers. There you will see a Printer
Types drop down menu. If your printer supports different sized fonts, you will see your
printer description followed by different font sizes. Choose which font best fits your
needs. Other than this setting, there are no settings to actually set the font size of the
printer. This is due to the limitations the printer manufacture puts on the printer.
How do you track how much Delivery Drivers should owe?
Use the Driver Delivery Summary Report in the Back Office > Reports > Employees
> Driver Delivery Summary Report.
Chapter 35: Frequently Asked Support Questions
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How do I dump any training or practice transactions before going live with
the software?
Go to Back Office > Hold down the Ctrl key and Right Click on the Compact Database.
A pop-up will ask for a password, enter 05338942. This will delete the following files:
Access Denied Logs, Bad Check Files, Caller Id Logs, Credit Card Pre Authorizations,
(doesn’t effect PCCharge at all) Checks for deposit, Complimentary amounts, Customer
Credits, Customer Files, Deposit Slips, Emails, Payroll History, Time Card info (clock in
and out times), Frequent Diner Files, Frequent Diner, Tracking, Gift Certificates, Gift
Certificate Redemption, Inventory depletion, No Sale logs, In House Charges, Order
Payments, Order Refunds, Order Void logs, Other Payments, Pay Outs, Prank Call Logs,
Purchase Orders, Cashier transactions, Reservations, All Orders, Manager Cash Outs, and
Daily Inventory Recaps.
My servers settle their own orders, how can I track this?
If your restaurants waiter/waitress keep track of their own orders and collect the money to
there own pouches use Staff Banking. This will basically let each of your servers be
their own cashiers. Refer to the manual to set up Staff Banking.
At closing what should the manager do?
Make sure that all of the money that was turned in is the correct amount. Run the
Closing Report found in Operations > Revenue Center and make sure the amounts in
this report are correct. In Back Office > Reports > Sales > Daily Sales Analysis run the
report that shows the total sales in the report date range grouped by days. This report
gives you an over all picture of your sales on the reported days.
My barcode scanner is not finding the item. I am able to bring up the item in
the manual order entry screen. And the UPC symbol is the same as what
the barcode scanner is reading.
You will have to talk with the manufacturer of the UPC scanner, because it needs to be
programmed to put in a trailing return character.
A Kitchen / Bar / or Receipt printer is not printing.
Be sure the printer is printing to the Windows® spooler by checking the printer
properties.
Can you delete old Modifiers or Menu items? Can you delete old employee
names?
You can only replace them or hide both Modifiers and Employee names. This is done to
protect and keep the database consistency.
Chapter 35: Frequently Asked Support Questions
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Samsung printer goes offline when out of paper. I put more paper in it, but
it won't come back online. Also, when I restart the computer, my printer
shows that it is offline.
This is known characteristic of Samsung printers. You must reset the printer after you
restock it with paper, and/or if you restart your computer.
Can you delete employee names and files?
No. You can hide the name of the employees that no longer work for your business. This
is done to protect the integrity of the database, and provide faster performance.
Can you make Take Out or Delivery tax exempt?
Yes. Go to Back Office > Store Settings > Services. To the right side of the service
name is a check box that says Tax Exempt if you want that service tax exempt than put a
check in that box. NOTE: customer should check with their accountant and the laws in
that state before making anything tax exempt.
Can you pay split checks from inside the Order Entry screen?
Yes, you can go to Misc and perform a split there.
Can you use the pizza builder screen as a sandwich builder?
Yes, If you don’t offer pizza than you use it as a sandwich builder instead.
I Can’t settle anything but Dine In orders, why?
Go to Back Office > Station Settings > Pref 1. Check the option Settles Only and
make sure you are able to settle anything.
Data Path Not Ready message on database connection when starting up
the program.
The software is linking to a database that no longer exists, cannot be found, or has been
moved. Right click on the shortcut to NextPOS, then to properties, then in the target
field, at the very end, add a space, then the letters NODB. Launch the software again,
pick the database, then remove the NODB and the space in properties.
Can you assign different security levels for different discounts?
No, there is only one security setting for discounts.
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Can you print the Delivery Address in Red?
Yes, but only on the Guest and Packager receipts. Go to Back Office > Store Settings >
Other and put a check in the box that says 'delivery guest/packager receipt title print in
red.
Can you specify a price for a certain type of crust?
Yes. In the menu modifiers you can specify a price for that crust type but it can only be
one set price. In other words they can not specify Large Pan Crust- $.50 and X-Large
pan crust-$.75, it can only be one price for all the crust sizes.
Cashier in, cashier out, settle, no sale, payout, refund, and gift certificate
buttons are not showing up.
The Show Register Features check box in the Back Office > Station Settings is not
checked. Check it to turn on the registers features.
How do you update a Training Data Base to show menu items that have
been added?
If you delete the current c:\Program Files\NextPOS Corporation\NextPOS For
Restaurants\Training.mdb file, and start the program in training mode, it will update that
file.
Why are multiple guest receipts being printed?
Configure the guest receipt setup in the Store Settings > Preferences > Print Two
Copies of Guest Checks option.
When updating the software either from QuickPOS to NextPOS or from one
minor revision to another, do I have to install the update on all computers
or just the server?
You have to update all of the individual stations.
Do you have to run Microsoft Streets and Trips on all of the computers that
are going to be using it?
Yes, you must have an individual license for each computer that needs to use Microsoft's
Streets and Trips.
Chapter 35: Frequently Asked Support Questions
234
Does NextPOS have an interface to any Kitchen Monitoring systems?
Yes, MicroPlus built an interface to our software. For more information on there product
refer to them. There contact info is as follows
Phone: 919-816-9222
Email: [email protected]
We do not need to print the guest check until we settle the ticket.
Go to Back Office > Store Settings > Prefs > Uncheck Print Guest Check on Send.
During busy hours, computers will stop and freeze, but after about half an
hour or so, everything works as normal.
If you are using wireless network this may be the bottleneck. Also, make sure the LAN
is on TCP/IP and 100BaseTX. If the printers are serial printers, make sure the printers
are set to the proper flow control. This usually is caused by Windows attempting to
communicate with printer and printer not responding, which hangs the calling process,
eventually windows time out, and return program to normal again.
During compact in NextPOS, the screen froze or takes a long time. When I
do a CTRL ALT DELETE, the message says Not Responding.
It is normal for the compact process to take a long time, and seem to be not responding.
(Even to windows!) Have patience, and let the system take its time. Have a cup of
coffee!
My serial Epson TM-T88II thermal prints out very slow with Chinese.
Try the parallel model, Epson’s serial model is very slow by design.
Whenever I scan a delivery order it brings up the same ticket.
Make sure the order that you are scanning is a delivery order. If it is another type of
order, the screen will stay on the same ticket.
How do I add pictures to the system?
Put the pictures in the PICTURE directory of NextPOS. Make sure that the picture is in
Bitmap format and is no larger than 42 x 42 pixels and preferably under 1.5K in size. If
you want to use pictures that cover the whole button, use 54 x 120 pixels and turn the
menu item caption off.
The modifiers price is not being added to the total price of the item.
Prices of modifiers are automatically added to the total price of the item. The price of the
modifiers is shown on the ticket just for information purposes. You can remove the price
next to the modifiers if you wish.
Chapter 35: Frequently Asked Support Questions
235
I am trying to access features with my access code but the software says
my access code isn’t high enough security level.
You might have multi-job enabled and are clocked in as a lower security job. Clock out
and clock in with the higher security access code.
Is there a way to sell multiple Gift Certificates at once?
Currently there is no way to sell multiple Gift Certificates in one transaction. We are
aware of this feature and will be implementing it in the future.
Can I give away a Gift Certificate?
If you need to give away a Gift Certificate, you should use the credit option instead.
NextPOS does not currently allow a Gift Certificate to be sold without being paid for.
We are aware of this feature and will be implementing it in the future.
Chapter 36: Certified Hardware List
236
NextPOS for Restaurants has a certified list of hardware that is proven to work
with NextPOS. To see this list please refer to our website at
http://www.nextpos.com
Chapter 37: NextPOS Data Polling Server
237
You can use this utility to transfer each of your stores’ data to a
headquarter location automatically, over an available internet connection
with e-mail access.
System Requirements
•
•
•
•
Internet service with complete POP3/SMTP email server access
(Check with your ISP).
Ability to send or receive email attachment with size up to 1MB
(Check with your ISP).
Email account size of a least 5MB or more (Check with your ISP).
NextPOS for Restaurants License (On server to review store
database).
Client Configuration
Settings
(Figure 13.7)
Polling Time: This field allows you to enter the
time of the day that you want the system to poll
or upload the database.
SMTP Server: This field allows you to enter
your SMTP server; refer to your ISP (internet
service provider) to get this information.
Figure 13.7
SMTP Port: This field allows you to enter the
SMTP port. This is usually 25 but you will need
to refer to your ISP for this information.
Email From: This field allows you to enter the email address that the poll is going to
be coming from.
Email To: This field allows you to enter the email address that you are going to be
polling to.
Delete Local Transactions: This check box allows you to delete all of the sales
transactions for this site.
Source Data: This field allows you to specify where the data is coming from. To
specify the data source, Click the button on the right side of the field and select where
the data is coming from.
Save Settings: This will save the settings that you just entered.
Chapter 37: NextPOS Data Polling Server
238
General
(Figure 13.8)
Start Polling: This function will start the polling
at any time you need to. It allows you to
manually to a poll without having wait for the
polling time.
Exit Program: This will exit the software.
Server Configuration
Figure 13.8
Follow the instructions below to set up the server
settings in the Data Polling Software. (Figure
13.2)
Polling Time: This field allows you to enter the
time you would like the polling software to check
the server for updated information sent by the
client site.
POP3 Server: Contact your ISP for this
information or refer to your email software
account settings.
POP3 Port: Contact your ISP for this
information or refer to your email software
account settings.
Figure 13.9
Logon Name: This field allows you to enter the
username or login name you setup with you
Internet account.
Logon Password: This field allows you to enter your password used to access
your Internet account.
SMTP Server: Contact your ISP for this information or refer to your email
software account settings.
SMTP Port: Contact your ISP for this information. This number is usually 25.
Chapter 37: NextPOS Data Polling Server
239
Stores
(Figure 13.10)
Figure 13.10
Import New Site: This allows you to import a
new database from one of the restaurants in the
company that cannot do it over the Internet due to
the size of the file. When you click on the Import
New Site Button, the software will bring up a
screen asking you to specify the location of the
database file exported from the client site. This
database can be found in the Client folder at the
client site. It will have a filename like
Name.mdb.
Edit Restaurant Info: This will bring up a
window allowing you to edit the restaurants info
located in the Stores screen.
View Site Data: Select the site you will be
reviewing. Click View Site Data. This will start
NextPOS for Restaurants™ and bring up the
client restaurants database.
General
(Figure 14.1)
Start Polling: This will start the polling to the
email account holding the database. This might
take a few minutes depending on the connection
speed and the size of the database. This function
updates the database from your client restaurant.
Manual Update: This will bring up whatever
information that you manually placed in the
Import directory.
Figure 14.1
Exit Program: This will exit the program.
Current Limitations
Currently the limitations on the data polling utility are you can’t reverse the poll,
in other words you cannot poll information to your restaurant from your
headquarters you can only poll from the restaurant and to the headquarters. Also
the data polling utility does not do corporate data consolidation.
What is Transferred
What is transferred is all of the information in the database that has changed since the last
poll was performed.
Chapter 38: NextPOS Localization Manager™
Software Version 1.0 User Manual (First Edition)
Published By
NextPOS Corporation
PO Box 271
Standard, CA 95373
U.S.A
Phone:
Fax:
Web:
Email:
(209) 533-3711
(209) 588-8599
www.nextpos.com
[email protected]
Copyright © 1997-2002 NextPOS Corporation. All rights reserved. No part of this User Manual,
including interior design, cover design, and screen shots, may be reproduced or transmitted in any form, by
any means (electronic, photocopying, recording, or otherwise) without the written permission of the
publisher. However, one hard copy print out of this User Manual may be produced, as per the software
licensing agreement. NextPOS Corporation distributes this User Manual in the United States, and other
countries, where it's relating product, NextPOS For Restaurants™ software is distributed.
LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: NEXTPOS CORPORATION HAS USED
THEIR BEST EFFORTS IN PREPARING THIS USER MANUAL.
HOWEVER, NEXTPOS
CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE
ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS USER MANUAL AND
SPECIFICALLY DISCLAIMS ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR
FITNESS FOR A PARTICULAR PURPOSE. THERE ARE NO WARRANTIES THAT EXTEND
BEYOND THE DESCRIPTIONS CONTAINED IN THIS PARAGRAPH. NO WARRANTY MAY BE
CREATED OR EXTENDED BY SALES REPRESENTATIVES OR WRITTEN SALES MATERIALS.
THE ACCURACY AND COMPLETENESS OF THE INFORMATION PROVIDED HEREIN AND THE
OPINIONS STATED HEREIN ARE NOT GUARANTEED OR WARRANTED TO PRODUCE ANY
PARTICULAR RESULTS, AND THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY
NOT BE SUITABLE FOR EVERY INDIVIDUAL OR ORGANIZATION SITUATIONS. NEXTPOS
CORPORATION SHALL NOT BE LIABLE FOR ANY LOSS OF PROFIT OR ANY OTHER
COMMERCIAL DAMAGES, INCLUDING BUT NOT LIMITED TO SPECIAL, INCIDENTAL,
CONSEQUENTIAL, OR OTHER DAMAGES. THE ABOVE LIMIT OF LIABILITY/DISCLAIMER OF
WARRANTY ALSO APPLY TOWARD NEXTPOS CORPORATION’S SOFTWARE PRODUCTS TO
BE USED IN CONJUNCTION WITH THIS USER MANUAL, AS STATED IN THE END USER
LICENSE AGREEMENT IN THE UNDERLYING SOFTWARE DISTRIBUTION SET.
TRADEMARKS: NextPOS For Restaurants, NextPOS Data Polling Utility, NextPOS Localization
Manager Utility, NextPOS Data Management Suite, NextPOS Gift Certificate Server, NextPOS Field
Proven Reseller, Restaurant Operations Simplified, QuickPOS, and Remsoft are the trademarks of
NextPOS Corporation. All other registered trademarks, service marks and/or trade names are the properties
of their respective owners.
Manufactured in the United States of America
Introduction
241
NextPOS Localization Manager™ Introduction
NextPOS Localization Utility was designed to assist you in converting your
NextPOS For Restaurants™ into the language of your choosing. You can either
select one of the languages included in your NextPOS For Restaurants™ software
(see the NextPOS For Restaurants™ user’s manual) or convert the system into the
language of your choosing using this utility. This then allows you to change the
default language being viewed and/or printed from Station to Station, Employee
to Employee, and/or Front End to Kitchen. It can also just simply allow you to
convert your entire day to day POS business operations to be viewed and printed
in almost any foreign language as well as English.
The NextPOS Localization Utility as stated enables you to translate the entire
software into the language of your choice. This can allow for easier understanding
for your staff that may not read or write in the same language as the kitchen or
have difficulty in conveying an order in the same language as the customer and/or
the kitchen. The setup and “How to” for changing of the displayed languages in
the NextPOS software is clearly described in the NextPOS For Restaurants™
users manual.
How to Use the Localization Manager
242
Some of the reasons and benefits of using this utility are:
•
•
•
•
•
•
•
For ease of use in a non-English speaking environment
To more easily transmit orders from the Front end to the kitchen a
multilingual restaurant
Enables you to print receipts in multiple languages
Allows employees to choose a language that may differ from other
employees
Prevents mistakes by Employees inability to read or maybe write the
default language
Allows for complete migration and use in foreign countries where English
or one of the other languages are not commonly spoken if at all.
100% Multilingual Support
This utility would normally cost hundreds or even several thousands more with
our competitors packages. However, at NextPOS Corporation, we believe in
providing a complete package at an affordable price, enabling you with the
technology that will propel your restaurant business to the new levels!
NextPOS Localization Manager™ How To…
The NextPOS Localization Utility™ is a very simple product which allows you to
localize your NextPOS For Restaurants™ software to the language of your choice.
The software does come pre-installed with a few language choices, but not all of
which are actually converted. In order to perform this task you will have to
complete the following steps.
After installing your NextPOS Localization Utility™ you will then need to select
the NextPOS Localization Manager in your program directory. When the utility
window opens you will first choose any of the preset languages in the “TO” field
or the “Custom Language” then select the System Setup button (See System
Setup). Once you have completed this you will then need to highlight the selected
English string you wish to translate and complete the translation in the data entry
field. You may choose to use the “Character Table” (See Character Table) when
entering data in the text field to ad placeholders or quotations etc. After you have
completed the translation of each string you “MUST” click the “Save” button or
press the “F8” key in order to save your translation before selecting the next string
you wish to translate. You will continue this process until you have completed
the translation of the database. You may use the numeric From/To boxes to select
specific ranges of text strings in the databases by entering the string numbers in
the appropriate boxes and pressing the “refresh” button. From should be 1000
and To should be 10000. This will display all the strings for the software.
How to Use the Localization Manager
243
Once you have completed the translation you can then use the “output strings”
(see Output Strings) feature to export your strings to an ascii text file that you can
then use to either review all at once or for use in other software such as a database
manager etc. You can also use the “Find String” (see Find String”) feature to
locate a single string or text in the English strings only. This may be useful when
looking for a specific text string. You may also use the dropdown box located
between the “Refresh” and “Save” buttons to review selected translations of
English strings without selecting the language in the language “TO” field. In
order to perform this procedure you would highlight the chosen English string and
then use the dropdown arrow on the blank field to select the language you wish
review the translation.
If you are finished reviewing your translation and wish to transfer it to your
NextPOS For Restaurants™ software you then only need to select the “Export as
Database” (See Export as Database) button. This will then create the
“npr2lang.imp” for import back into your NextPOS For Restaurants™. The
NextPOS Localization Utility™ will make working in any language simple.
Note: In order to complete certain translations you may require language overlay software,
changes to the regional settings in your Windows® software or may even require alternate
language versions of the Windows® operating system.
System Setup
NextPOS Localization Manager™ System Setup …
System Setup - The System Setup button is used to configure your text font
settings and to configure your resource database settings. This is important when
translating to different languages as some fonts are not useable for all languages.
In order to complete the setup you will select the System Setup button and then
click “YES” to configure the font settings. You will first select the Grid Font
Name and then press “OK”. Next enter the Grid Font Charset and press “OK”.
Then enter the Grid Font Size and press “OK”. Enter the Text Font Name and
press “OK”. Then enter the Text Font Charset and press “OK”. Then enter the
Text Font Size and press “OK”. You will then click on the System Setup button
again and this time click “NO”. This will open a save screen in the default
directory and require you to save a resource.lang file in which to save these setup
changes in.
Find String
244
NextPOS Localization Manager™ Find String …
Find String - The Find String feature allows
Figure B
Find String
you search for exact string text in the English
language strings shown on the screen. Keeping
in mind it will locate exactly what you type from
the simple to the complete string. For example
if you clicked on “Find String” and typed in the
search string field “og” it would look for the
first instance after the current highlighted
position in the string set which may be in String
#1029 in the word “Logging”. If you typed in
the search string field “registration has” then it
could return string # 1024 “Your registration
has been successfully processed”. This may
useful when looking for a specific string to
translate or clarify for accuracy in translation to
a custom language. See “Figure B”.
Output Strings
NextPOS Localization Manager™ Output Strings …
Output Strings - The Output Strings feature allows
Figure C
Find String
you to export the entire string set in either English or the
alternative language you create to a text file located in
the “Output” folder. To output it in English click on the
“Output Strings” button and then select “Yes”. To
output it in an “Alternate Language” click on the
“Output Strings” button and select “NO”. This
“Output” folder is created when you install this utility
and is located in the default directory of “C:\Program
Files\NextPOS Corporation\NextPOS Localization
Manager\Output” unless you specified a different
location in the setup process. This feature is great if you
want to review the entire string list you created for
quick verification of your translations or the English
strings in a printed format. This may also be used to
import into an external database for alternative uses. See
“Figure C” below.
Character Table
245
NextPOS Localization Manager™ Character Table …
Character Table - The Character Table button
opens a selectable ASCII character table (see “Figure
D” )in the window. You may then select any of the
preset characters by clicking on the chosen one with
your mouse. This is then entered into the input field for
the active string you are editing. This feature is useful
for example when you need to use a place holder to
create a space in your input string. You would then
select a place holder “|4” and enter your text after it.
Figure “D”
Character Table
*Note – you must click “CANCEL” or Press the “Esc”
key on your keyboard to exit the Character Table view
and return to the input view.
Export as Database
NextPOS Localization Manager™ Export as Database …
Export as Database – Once you have completed entering all of the translated
text strings you can then export these strings as a database for re-input and use in
the NextPOS for Restaurants™ software. To complete this procedure perform the
following steps;
Locate the “export” directory in the NextPOS Localization Manager Root (by
default it is
C:\Program Files\NextPOS Corporation\NextPOS Localization Manager\Export)
and locate the “npr2lang.imp” file. If you are not completing this procedure on
the same system as your NextPOS for Restaurants™ software, you will need to
now copy this file to a removable media or email it to your store(s).
Using the “Import Resource Database” feature in the back office of your
NextPOS for Restaurants™ software, you will then be able to import the language
you have translated for use in your restaurant.
NextPOS Gift Certificate Server
Installation & User Guide
Release 2002-11-01
SERVER GUIDE
NextPOS Gift Certificate Server (CGS) Installation Procedures:
1. Before you install your CGS software, please verify that your headquarter system
has already satisfied the following system and network requirements:
a) The headquarter location where the CGS software will be operating from has
an always on, dedicated Internet connection, such as ISDN, IDSL, SDSL,
ADSL, Frame, T1, CABLE, or other broadband Internet connections.
b) The always on, dedicated broadband Internet connection also provide you
with a Static TCP/IP address. Please check with your Internet Service provider
as to what your Static TCP/IP address is. If you’re using a firewall, make sure
to allow access on a specific TCP/IP port so that your restaurant client
connections may communicate with your CGS server. For details, please
contact your Internet Service provider or your Network Administrator.
c) The computer that your CGS software runs on should be a minimum of Intel
Celeron 500 MHz with 128 MB of RAM or more. Faster CPU speed and more
RAM will definitely speed up your CGS software processing. Also, faster
Internet Connection will also speed up data transfer.
2. Once the above minimum CGS software requirements for the system and network
have been satisfied, then please go ahead to proceed your CGS software
installation. To install the CGS software, please first download the CGS software
from our NextPOS software archive located on the Internet. For the exact
download link and install password, you should have already received it after
your order has been processed. If you have not received your download
instructions yet, please contact our sales office to check on your order progress.
3. Once you have downloaded the CGS software install program from our NextPOS
software archive, you will double click the self-extracting install file to begin your
installation procedures.
4. When the install file launches, you will be prompted to enter your install
password. Enter your install password in the prompt screen. (Password is CASE
SENSITIVE)
5. Then you will be presented with a series of instruction screens. Follow the
instructions guided by the Install Shield Wizard to complete your installation of
the CGS software. (Tip: Following the default choices is recommended, it will
make your future upgrades easier.)
6. Once the installation finishes, you may also want to place a shortcut link for the
CGS software in your Windows Startup Folder. This will allow your CGS
software automatically launches when Windows reboots. That’s all for the
installation of the CGS software. The next section will show you how to setup the
CGS software.
NextPOS Gift Certificate Server (CGS) Setup Procedures:
1. Once you have configured your network and finished installing the CGS software
on your designated Central Gift Certificate Server computer, then please read on
to find out how to setup your CGS server software to handle incoming requests.
(FYI: CGS stands for the Central Gift Certificate Server software that runs on
your Central computer system designed to handle centralized gift certificate
processing)
2. Click the CGS software link in START -> PROGRAM FILES -> NEXTPOS
CGS menu group. When the CGS software launches, you will be prompted to
select the CGS database. Select the database named NPRCGS.mdb. We
STRONGLY RECOMMEND you to rename this database name to something
other than the default NPRCGS.mdb. Instead you should rename it as
CGSMyRest.mdb or something other than the default name. This will prevent
future upgrades from automatically overriding this database file by accident.
3. Once you have selected your CGS database, you will be presented with a setup
screen. In the pop up setup screen, enter the information as requested. For
example, User Name and Password could be any valid user name or password you
wish to enter, but it does not really matter since these two fields are reserved for
future use only and will not play any part in the current release. However, for the
TCP/IP Address and TCP/IP Port, make sure you are entering a Static IP address
that your other restaurant locations connected through the Internet may connect to
your Static IP address without trouble. The TCP/IP Port is the port that your CGS
software will listen on for incoming transmissions. So it is also very important
that you setup a port number and make sure that your ISP or your Firewall (If
exists) will allow it. We recommend having a TCP/IP port with four digits so that
it won’t conflict with your normal Internet ports. For details, please consult with
your Network Administrator.
4. If you wish to use a local TCP/IP address but have a router that maps your Server
IP address, then you may simply enter your local TCP/IP address here. Be sure to
make your router automatically point to the local TCP/IP address when that port
is accessed. This is a rather advanced topic, and is beyond the scope of this guide,
so we strongly recommend that you contact your Network Administer.
5. Once you are done setting up your configuration info, click the DONE button will
save your changes. If you click the CLEAR DB button, it will clear your current
database connection and allow you to re-select a different database the next time
your CGS software launches.
6. When the Settings dialog screen goes away, be sure to shut down your CGS
software, and then re-start it afterwards. That’s all for setting up the CGS server.
The next section will show you how to use the CGS software.
NextPOS Gift Certificate Server (CGS) Operation Procedures:
1. Once you have installed and setup your CGS software, you may then use the CGS
software. The CGS software will begin allowing Clients (Your remote restaurant
locations) to connect for validating, redeeming, and issuing of centrally stored gift
certificates. This will allow you to sell, redeem, and track your gift certificates at
any one of your remote restaurant locations. Please read on to learn how to use the
CGS software (Refers to the server software)
2. When the CGS software is running, you can either MINIMIZE the CGS software
screen or leave it running in NORMAL screen size.
3. When the CGS software is in NORMAL screen size, you will see a very simple
user interface with only a few options. The CGS software (as a server) is designed
to be hands free, and therefore, you want see many buttons or menus.
4. At the very top of the CGS software, you will see a menu bar with the menu
group called REPORTS and ACTION. Under the REPORTS menu group, you
will have two menu items called the GIFT CERTIFICATE LIST REPORT and
the GIFT CERTIFICATE USAGE REPORT. The first of the two reports give you
vital information about which gift certificates are still outstanding and what is the
most current balance redeemable. The latter report shows you information about
the redemption activities on certain gift certificates for a given date range. Under
the ACTION menu group, there is only one option, which is VOID GIFT
CERTIFICATE. You can use VOID GIFT CERTIFICATE to void an outstanding
gift certificate when you provide the Certificate number (Internal Sequence
Number).
5. Follow by the menu bar is a TCP/IP status box showing you whether this server is
currently running or not. The local IP and port info is also show for your
information. When the CGS software is running, the status message will say
something along the line of: SERVER RUNNING then followed by the IP
address and port number currently loaded with.
6. Following the TCP/IP status box is three status fields and a CLEAR LOG button.
The three status fields show the total cumulative SUCCESS, FAILURES, and
INVALID requests. This gives you a general idea if there are any intruders
attacking system or any other purpose you may find useful. The CLEAR LOG
button allows you to clear these status fields to start over.
7. Next is the Clients matrix showing your remote restaurant clients are currently
connected to this CGS software. Each of the restaurant’s stations connected to the
CGS software will be logged.
8. At the bottom of the CGS software screen is the SETUP button to the far left, and
the SHUT DOWN button to the far right. The setup button is used to modify your
existing setup information, while the SHUT DOWN button is used if you wish to
exit out of the CGS software. We recommend that you minimize your CGS
software when you don’t want to occupy the screen space, but we STRONGLY
advise that you do not shut down you CGS software. By shutting down your CGS
software will prevent your remote clients from issuing new gift certificates, or
redeeming existing gift certificates.
9. That’s all for the operation of CGS software. It is pretty much hands free. Just
have it automatically launch when Windows reboots, and the system will take
care of your central gift certificate processing chores behind the scene. The next
section will show you the installation and other related information about CGS
Script operations. (CGS Script refers to the script code running on remote
restaurant locations that are used for connecting to the CGS server software at the
headquarter)
CLIENT GUIDE
NextPOS Gift Certificate Client Script Installation Procedures:
1. Before you install your CGS script file, please verify that your restaurant location
has already satisfied the following network requirements:
a) The restaurant location should have an always on, dedicated Internet
Connection such as ISDN, IDSL, SDSL, ADSL, Frame, T1, or other
dedicated Internet connectivity. A Static IP address for the restaurant client
location IS NOT required.
b) Make sure each of the stations in your restaurant location has access to the
Internet through your dedicated connection.
c) Make a note of the exact database name that your restaurant is using. This
could be retrieved by going to the computer that contains the database, then go
into NextPOS For Restaurants software, then go to the back office screen,
then click the DATA SOURCE button. Near the bottom of the popup screen,
it will show you the Current Data Source link. Write the information down
exactly as shown. Also, be sure to retrieve the database name that is located
near the end of the link.
d) Make sure that your NextPOS For Restaurants software version is release
2.5.686 or later. You must use this release or later in order to use the CGS
software. You can check your software version by going to the back office of
the software, then click the ABOUT button for finding out what version you
have. If you have a version earlier than 2.5.686, then contact our sales office
to upgrade your software to the latest version.
e) Make sure you have obtained the SITE NUMBER, SERVER TCP/IP
ADDRESS, and the SERVER TCP/IP PORT number that is assigned by your
headquarter network administrator. IT IS VERY IMPORTANT THAT ANY
OF YOUR RESTAURANT LOCATIONS DO NOT DUPLICATE THE SITE
NUMBER or INPUT INVALID TCP/IP INFORMATION.
2. Once you have satisfied the above requirements, you’re to create your CGS Script
file. To create the CGS Script file, simply create a TEXT FILE and name it as the
name of your live NextPOS Database file with the extension .cgs instead of the
.mdb extension. For example, if your LIVE DATABASE name is HotSteaks.mdb,
then create the text file and name it as HotSteaks.cgs. You find out the name of
your live database in procedure 1.c located above.
3. Once you have created your CGS Script file, you will need to place that file in the
same directory where your live database is located. You find out the path to your
live database in procedure 1.c located above.
4. Your next step is to DOUBLE CLICK your CGS Script file, then OPEN IT with a
NOTEPAD editor. You will then be able to enter your SITE NUMBER, SERVER
TCP/IP ADDRESS, and SERVER TCP/IP PORT number. You find out the SITE
NUMBER, SERVER TCP/IP ADDRESS, and TCP/IP PORT NUMBER in
procedure 1.e
5. When you enter your SITE NUMBER, SERVER TCP/IP ADDRESS, and TCP/IP
PORT NUMBER into the CGS Script file, be sure to separate the information
with COMMAS. For example, if your SITE NUMBER give by the headquarter is
5, and the SERVER TCP/IP ADDRESS is 192.168.1.1, and the PORT NUMBER
is 8588, then you will enter the following into your CGS Script file: “
5,192.168.1.1,8588 ” (Except the DOUBLE QUOTES of course)
6. When you’re done, SAVE THE FILE and then exit. That’s all for the install of
CGS Script file.
NextPOS Gift Certificate Operation Procedures:
1. Once you have configured your CGS Script file for this restaurant location, you
may then start using the CGS feature with your NextPOS For Restaurants
software.
2. The operation procedures for creating new gift certificate and redeem gift
certificates are pretty much identical to the traditional in-store gift certificates. So
there is no learning curve for your cashiers or wait staff.
3. When the restaurant location is not connected to the CGS server, then you will be
notified that the gift certificate feature is not available when you attempt to access
it.
4. When the CGS feature is activated, you won’t be able to create discounted gift
certificates or specify your own gift certificate Internal Number. Also, you won’t
be able to mark gift certificate as voided from the remote stores.
5. Additionally, when redeeming gift certificates, you will either SWIPE your gift
card or enter a special gift certificate number that is returned by the system when
the gift certificate is created. For example, instead of sequential numbers as
before, the new number will be the store number and the sequential number
together. For example, a CGS gift certificate number may be 00051556 which
means this gift certificate was created at site number 5 and it is the certificate
number 1556. This special number will be printed on the gift certificate receipt.
For best results, you may also wish to use the Gift Card capability that allows you
to use the MSR swipe cards.
If you should have any additional questions, please contact our office at 209-5333711 or email at [email protected]
Our normal office hours are 9:00 AM – 5:00 PM Pacific Standard Time, Monday
– Friday.
*** END OF INSTALLATION AND USER GUIDE ***
Index
I
A
F
Access Code · 100, 105, 147
Auto Depletion · 201
Auto Gratuity · 54, 57
Auto Price · 4, 49, 110, 113, 114
Frequent Diner · 7, 52, 85, 160, 170, 186, 187, 211,
212, 213, 243
G
B
Bar · 48, 51, 54, 56, 59, 60, 61, 64, 65, 66, 67, 68, 69,
70, 71, 75, 78, 79, 80, 85, 91, 107, 111, 115, 129,
150, 155, 221, 242, 244
Barcode · 2, 13, 34, 44, 45, 51, 92, 111, 120, 150, 180,
190, 191, 192
Blind Close · 54, 77, 167
Gift Certificate · 7, 74, 84, 85, 141, 158, 161, 167,
188, 189, 193, 203, 204, 240, 243, 247, 253, 259,
260, 261, 262, 264, 265
GST · 43, 45, 71, 72, 111
H
High Speed Parallel Line Extender · 29, 30
C
Caller ID · 34, 35, 64, 65, 81, 174, 175, 193, 229
Cash Drawer · 12, 30, 31, 81, 82, 95, 160
Computer Name · 19, 35, 64, 74
CPU · 10, 11, 260
Credit · 15, 48, 49, 52, 56, 58, 63, 66, 71, 72, 78, 83,
128, 139, 144, 159, 161, 162, 168, 184, 185, 187,
188, 210, 243
Credit Card · 15, 48, 49, 56, 58, 63, 72, 78, 128, 139,
159, 243
Custom Printer Types · 94-98
D
Database · 10, 41, 73, 234, 235, 236, 238, 240, 242,
243, 256, 258, 264
Delivery · 45, 46, 51, 58, 60, 61, 62, 64, 68, 69, 70, 80,
83, 84, 86, 87, 88, 110, 112, 131, 147, 151, 164,
165, 167, 183, 220, 230, 239, 243, 244, 245
Delivery Charge · 45, 46, 61, 62, 68, 86, 87, 112, 183
Delivery Compensation · 45, 68, 70, 84, 86, 87, 112,
183
Dine In · 44, 47, 50, 59, 64, 67, 68, 69, 70, 77, 78, 80,
88, 89, 90, 110, 129, 146, 147, 218, 244
Drive Thru · 45, 51, 60, 64, 69, 70, 77, 78, 80, 131,
230
E
Employee · 54, 59, 63, 69, 77, 84, 99, 100, 101, 102,
103, 104, 105, 122, 123, 124, 125, 157, 158, 163,
174, 187, 215, 216, 217, 218, 220, 226, 241, 242,
244, 254
Epson · 12, 34, 75, 77, 79, 246
Ethernet · 11, 18, 20, 21, 27
I
In House Charge · 47, 79, 84, 86, 166, 171, 184, 185,
213, 214, 215, 243
Installation · 18, 259, 260, 264
K
Kitchen · 14, 35, 48, 51, 54, 59, 61, 65, 66, 67, 68, 71,
76, 77, 85, 111, 150, 221, 242, 244, 246, 254
L
Label Printer · 36, 75
Liquor Tax · 43, 46, 71, 72, 111
M
Map · 87, 88, 132, 151
MB · 10, 260
Menu · 43, 49, 50, 58, 59, 61, 62, 68, 69, 70, 93, 105117, 121, 132, 133, 135, 150, 152, 153, 155, 174,
176, 177, 180, 183, 196, 197, 219, 226, 227, 228,
229, 239, 242, 244
Menu Item · 61, 62, 68, 69, 70, 93, 109-113, 116, 121,
132, 133, 135, 150, 152, 176, 177, 180, 183, 196,
197, 219, 226, 227, 229
MICR · 13, 32, 33, 48
Modifier · 49, 50, 51, 56, 58, 59, 60, 61, 62, 84, 107,
111, 112, 114, 115, 116, 117, 133, 134, 154, 228,
239
Modifier Builder Template · 56, 69, 107, 111, 112,
115, 117, 154
Money Drop · 10, 46, 165
MSR · 13, 33, 34, 62, 78, 100, 144, 149, 161, 183,
185, 186, 241, 265
N
Network · 15, 17, 18, 19, 20, 21, 22, 23, 260, 261
NIC · 20, 21
O
Order · 44-47, 49, 50-52, 55, 57-60, 62, 63, 66, 70, 74,
77, 80, 83, 84, 85, 86, 87, 91, 101, 106, 108, 110,
111, 113, 117, 120, 126, 128-141, 143-155, 157,
159, 160, 168, 170, 172, 176, 186, 187, 190, 191,
197, 204, 225, 242, 243, 244
P
Parallel · 12, 13, 27, 28, 29, 30, 242
Pay Out · 9, 66, 74, 85, 162, 181, 205, 243
Payroll · 52, 101, 156, 177, 178, 217, 243
PCCharge · 15, 16, 56, 58, 67, 72, 73, 78, 240, 243
Pizza · 49, 69, 81, 111, 112, 115, 117
Pole Display · 13, 31, 81
Port · 34, 35, 65, 81, 82, 250, 251, 261
Printer · 12, 26, 27, 28, 30, 36, 62, 63, 65, 66, 75, 76,
77, 79, 94, 95, 96, 97, 98, 110, 242
PST · 43
Settle · 9, 47, 66, 74, 77, 79, 80, 84, 110, 136, 137,
138, 139, 140, 157, 159, 240, 241
Shared Folder · 22
Sharing · 17, 21, 22, 27
Staff Banking · 49, 54, 91, 101, 123, 139, 156, 242,
243
Star · 12, 28, 157
Sub Level Item · 112, 113
T
Take Out · 44, 48, 59, 60, 62, 64, 69, 70, 77, 80, 130,
147, 244
Tax · 43, 44, 45, 46, 57, 71, 72, 111, 150, 232, 244
TCP/IP · 19, 20, 21, 35, 64, 65, 246, 260, 261, 262,
264, 265
Ticket · 52, 63, 66, 92
Time Card · 84, 122, 123, 124, 125, 156, 157, 158,
216, 243
Tip · 11, 13, 44, 48, 49, 55, 57, 63, 64, 99, 101, 125,
140, 260
Top Level Item · 110, 112
Toppings · 60, 61, 115
U
Upgrading · 37
R
V
RAM · 10, 11, 260
Recall · 46, 50, 51, 59, 60, 68, 77, 78, 80, 85, 140,
149, 153, 154, 157, 159, 241
Receipt · 12, 44, 47, 48, 49, 50, 57, 58, 59, 60, 62, 66,
67, 68, 73, 74, 75, 79, 112, 161, 168, 241, 244
Refund · 84, 160, 206, 240
Registration · 40, 237
Report · 15, 55, 59, 74, 75, 83, 106, 123, 158, 165169, 176, 177, 178, 182, 195-233, 239, 242, 243
Reservations · 127, 128, 193, 243
Restaurant Mode · 56, 72, 240
S
Security · 21, 57, 68, 83, 84, 85, 99, 100, 148, 184
Serial · 12, 13, 26, 27, 28, 31, 32, 34, 81
VAT · 43
Void · 15, 68, 70, 74, 86, 146, 150, 152, 154, 181, 182,
188, 189, 225, 243
W
Windows® · 10, 11, 12, 13, 14, 15, 17, 18, 19, 20, 21,
22, 23, 24, 25, 26, 27, 28, 29, 31, 36, 38, 39, 74,
82, 236, 238, 241, 244, 256
Y
Yes-Tele · 34, 81
Notes
Notes
Notes
Notes
Copyright (c) 2002 NextPOS Corporation. All Rights Reserved.
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