Iiko Office User Guide

iikoOffice is a comprehensive software solution designed for restaurants and other food service businesses. It helps manage inventory, purchases, production, costs, staff schedules, and guest relations. The user guide provides all the information needed to optimize your business operations.

User Guide
Now you know everything about your business
Inventory and Purchases Management
Production and Cost Management
Restaurant Events Monitoring
Staff Motivation and Wages Calculation
Accounting and Management Accounting
Real-time Reporting
Guest Loyalty Management
Staff Scheduling
Data Exchange with External Systems
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iikoRMS (version 3.6). iikoRMS BackOffice User Guide.
This document describes the iikoRMS system. It contains general information about its architecture, basic operating principles and
detailed operating instructions.
Copyright © 2014 iiko Software, Inc.
The information contained in this document is up-to-date at the time of its preparation. iiko does not guarantee that the document is
free of errors. iiko reserves the right to make changes to this document without prior notice.
iiko does not guarantee that the software specified in this document is free of programming errors, that it will operate under arbitrary
conditions and that it will satisfy any requirements presented to it.
iiko does not guarantee the functionality of illegally obtained software. Illegal use of software and its documentation is punishable by law.
This document contains information that is protected by copyright law. All rights reserved. Any modification or translation into
another language of any part of this document without the agreement of iiko is prohibited.
The iiko™ trademark is the intellectual property of iiko and is protected by the applicable legislation.
Any other trademarks, product names, and company names mentioned in this document may be the intellectual property of their
respective owners.

Contents
CONTENTS ......................................................................................................................................................................................................................................................................3
S YSTEM O VERVIEW ......................................................................................................................................................................................................................................................6
System Structure...........................................................................................................................................................................................................................................6
What's New in iiko .......................................................................................................................................................................................................................................8
iiko News ............................................................................................................................................................................................................................................................8
Program language selection ................................................................................................................................................................................................................9
Q UICK R EFERENCE B OOK .......................................................................................................................................................................................................................................10
P ROCESSES O VERVIEW ............................................................................................................................................................................................................................................13
System Setup ...............................................................................................................................................................................................................................................13
Staff Scheduling .........................................................................................................................................................................................................................................14
Storage Subsystem ..................................................................................................................................................................................................................................15
Stock List ..........................................................................................................................................................................................................................................................20
Mutual Settlements with Contractors ........................................................................................................................................................................................21
Guest Relations Management ..............................................................................................................................................................................................23
Finance Subsystem ..................................................................................................................................................................................................................................24
Event Control at Outlet .........................................................................................................................................................................................................................32
G UIDES .........................................................................................................................................................................................................................................................................33
Equipment Setup ......................................................................................................................................................................................................................................33
Cash Register .............................................................................................................................................................................................................................33
Printer ..............................................................................................................................................................................................................................................34
Customer Screen.....................................................................................................................................................................................................................35
Video Camera ............................................................................................................................................................................................................................36
Weighing Scales ......................................................................................................................................................................................................................37
Label Printer................................................................................................................................................................................................................................37
Editing Device Settings.......................................................................................................................................................................................................38
Disconnecting a device ......................................................................................................................................................................................................38
Barcode Scanner .....................................................................................................................................................................................................................38
Double Screen POS Terminals .......................................................................................................................................................................................38
Using the Data Collection Terminal ...........................................................................................................................................................................38
Club Cards....................................................................................................................................................................................................................................40
Outlet Settings ............................................................................................................................................................................................................................................40
Setting up a floor plan ...........................................................................................................................................................................................................................53
Stock List Reference Book ...................................................................................................................................................................................................................54
Adding a stock list item ......................................................................................................................................................................................................55
Reference Book Operations .............................................................................................................................................................................................68
Inventory Management ............................................................................................................................................................................................................70
Reference Books Setup .......................................................................................................................................................................................................72
Creating a price list ................................................................................................................................................................................................................76
Invoices ..........................................................................................................................................................................................................................................77
Inventory Reconciliation ....................................................................................................................................................................................................87
Internal Transfers .....................................................................................................................................................................................................................93
Writing off goods ....................................................................................................................................................................................................................96
Cooking a dish or a prepared component ...........................................................................................................................................................97
Creating a substitution record.......................................................................................................................................................................................99
Sales Order................................................................................................................................................................................................................................100
Apportion Record ................................................................................................................................................................................................................102
iikoKitchen and Goods Flow Setup on Cash Registers ..............................................................................................................................104
Configuring barcode printing in Front .................................................................................................................................................................107
Packaging and labelling goods using CAS LP weighing scales ..........................................................................................................107
Goods and Material Resources Flow Analysis.........................................................................................................................................................108
Storage Balance ....................................................................................................................................................................................................................108
Detailed Turnover Balance Sheet .............................................................................................................................................................................110
Goods Flow ..............................................................................................................................................................................................................................112
Cost Change Report...........................................................................................................................................................................................................113
Purchases report for period ..........................................................................................................................................................................................113
Sales report for period ......................................................................................................................................................................................................114
Sales Report .............................................................................................................................................................................................................................116
© 2014 iiko Software, Inc. 3

4 iikoRMS BackOffice User Guide
Record of Receipts and Expenditures ...................................................................................................................................................................116
Certificates ................................................................................................................................................................................................................................118
Ingredient Cross Reference Report .........................................................................................................................................................................118
Dishes Report .........................................................................................................................................................................................................................120
Custom Report ......................................................................................................................................................................................................................121
Creating a Price List...............................................................................................................................................................................................................................124
Order on changes in price list ............................................................................................................................................................................................124
List of orders ............................................................................................................................................................................................................................124
Creating an order .................................................................................................................................................................................................................125
Completing an order.........................................................................................................................................................................................................126
Setting prices in the order .............................................................................................................................................................................................126
Working with orders ..........................................................................................................................................................................................................129
Working with an active price list......................................................................................................................................................................................130
Printing price tags ...............................................................................................................................................................................................................130
Price categories ............................................................................................................................................................................................................................130
Creating a price category ...............................................................................................................................................................................................131
Assigning and applying a price category ...........................................................................................................................................................131
Quick Menu Setup .....................................................................................................................................................................................................................133
Cash Flow and Accounting .............................................................................................................................................................................................................134
Accepting a cash register shift ...................................................................................................................................................................................134
Setting up the CF Articles reference book .........................................................................................................................................................138
Operations with the Chart of Accounts ...............................................................................................................................................................138
Service Accounting ............................................................................................................................................................................................................143
Debt to Contractors ...........................................................................................................................................................................................................145
Accounts Receivable Record .......................................................................................................................................................................................146
Mutual Settlements Reconciliation Statement ...............................................................................................................................................148
Analysing an Outlet's Cash Flow and Performance Results..........................................................................................................................149
Plan-fact Analysis ........................................................................................................................................................................................................................156
OLAP Reports and Example Settings ........................................................................................................................................................................................158
Configuring Cash Register Deposit and Withdrawal Types......................................................................................................................................166
Printed Form Templates Setup.....................................................................................................................................................................................................167
Bill and Label Templates Setup ....................................................................................................................................................................................................168
Payment Types Setup .........................................................................................................................................................................................................................170
Bank Cards ................................................................................................................................................................................................................................171
Non-cash Payment .............................................................................................................................................................................................................172
No Revenue .............................................................................................................................................................................................................................175
Custom Payment Type ....................................................................................................................................................................................................176
Defining write-off/receipt storage by production place type..............................................................................................................178
Reasons for Deletion Setup .............................................................................................................................................................................................................179
Staff Scheduling ......................................................................................................................................................................................................................................180
Setting up employee positions ........................................................................................................................................................................................180
Creating a position .............................................................................................................................................................................................................180
Editing a position .................................................................................................................................................................................................................181
Access Permissions Setup ....................................................................................................................................................................................................182
Access permissions table ...............................................................................................................................................................................................182
Position permissions setup ...........................................................................................................................................................................................183
Employee permissions setup ......................................................................................................................................................................................184
Recommendations for delimiting permissions for staff working with storage........................................................................184
Recommendations for delimiting permissions in accounting sections .......................................................................................185
Registering employees ...........................................................................................................................................................................................................187
Creating a new employee card..................................................................................................................................................................................189
Changing the password for working with BackOffice ......................................................................................................................................189
Shift Types Setup ........................................................................................................................................................................................................................189
Attendance types setup ........................................................................................................................................................................................................191
Schedule Setup ............................................................................................................................................................................................................................191
Schedule Planning .....................................................................................................................................................................................................................195
Attendance Log ...........................................................................................................................................................................................................................197
Timesheet..................................................................................................................................................................................................................................199
Mutual Settlements with Contractors .....................................................................................................................................................................................199
Deductions ...............................................................................................................................................................................................................................199
Accruals ......................................................................................................................................................................................................................................201
Wages Records .............................................................................................................................................................................................................................202
Payment Record ..........................................................................................................................................................................................................................204
Mutual Settlements Analysis ..............................................................................................................................................................................................211
Setting up incentive programmes for employees ..........................................................................................................................................................214