Tyro................................................................................................. 828
Installation .................................................................................................. 828
Configure Tyro ............................................................................................. 832
Configure Idealpos ....................................................................................... 841
Perform a Sale using Tyro ............................................................................. 847
Tipping ....................................................................................................... 852
Using Tyro for Bar Tab PreAuth ...................................................................... 876
Tyro Pay@Table Support ............................................................................... 885
Functions.............................................................. 1077
Functions Menu ............................................................................... 1077
Functions ....................................................................................... 1078
Using Functions ............................................................................... 1105
Flexi-NET........................................................................................ 1147
Flexi-NET Membership Database .................................................................. 1147
Settings .................................................................................................... 1148
Inserting lines on a Kitchen Docket using the Print Group Shift Function . 1396
Macros.................................................................. 2023
Macros in Idealpos ........................................................................... 2023
Setting Macros ................................................................................ 2024
Examples of Macros ......................................................................... 2027
Messages.............................................................. 2057
Messages in Idealpos ....................................................................... 2057
Setup Messages .............................................................................. 2058
Sending Messages ........................................................................... 2061
Accounting Module Global Debtor Export for Cash Based Accounting ... 2251
How to enable the Global Debtor Export for Cash-Based Accounting ................. 2254
Performing a Sale on a Customer Account ..................................................... 2256
Performing an Account Payment ................................................................... 2257
Edit Sales Reconciliation screen shows Sales Categories and GST Collected amounts
separately ................................................................................................. 2259
Grids.............................................................................................. 2584
Menus ............................................................................................ 2593
RMS............................................................................................... 3222
Settings .................................................................................................... 3222
Using RMS ................................................................................................. 3225
If you find mistakes or have specific topics you would like better documented, please
email them to UserGuide@Idealpos.com.au
Change Log:
Import Data, Reports, Room Interface and Yes/No Options Updated.
6.03 build 103
9th October
2014
This month we have changed the layout of the User Guide to only use the
Mobile version.
EFTPOS Tyro Pay@Table, Room Interface ChoiceAdvantage &
GuestPoint Added
22nd
September
2014
11th August
2014
25th July
2014
July
2014
27 June
2014
19th May
2014
27th March
2014
19th March
2014
7th March
2014
4th March
2014
Amount Override, Bar Tabs, Barcode Scanning, Caller ID, Clipp Interface,
Customer Type Incentive, Customers, Discounts, Dry Cleaning Features,
EFTPOS, Fuel Console, Global Options, Hold Print Function, Ideal Kitchen
Monitor, Ideal WebIT, Installation & Upgrade, Inter-Store Ordering,
Introduction to Idealpos, Laybys, Licence Agreement, Multi-Site
Management, Network Printers, POS Terminals, Purchase Categories,
Restaurant & Table Map, Room Interface, Stock Items and Yes/No Options
Updated.
6.03 build 83
21st
January
Promotions Updated
2014
8th January
2014
3rd
December
6.03 build 79
Gaming, Installation & Upgrade, Promotions, Room Interface and Stock
Exchange Interface Updated
6.03 build 78
Labels, Users and Yes/No Options Updated
6.03 build 74
2013
7th
November
2013
EFTPOS PC EFTPOS & Skyzer Nitro Added
6th
November
Back Office, Export Data, POS Terminals, Reports, Room Interface, Users
2013
October
2013
Restaurant & Table Map, Room Interface, Selling Price Calculator, Stock
Items, Stock Purchases, Stock Transfers, Stocktake, Suppliers,
Synchronize, Transfer Mode, Waste Mode and Yes/No Options Updated
6.03 build 68
10th
October
Updated
2013
6.03 build 67
1st October
2013
Archive Data, Back Office, Bar Tabs, Blackboard, Clipp Interface, Coupon
Promotions, Customers, EFTPOS, Employee Log, Export Data, Gaming,
Gift Vouchers, Global Options, Ideal Handheld, Ideal Kitchen Monitor,
Installation & Upgrade, Introduction to Idealpos, IPS Client, POS
Terminals, Stock Purchases Updated
6.03 build 65
20th
September
2013
27th August
2013
6.03 build 62
Jackpot Function, POS Screen and Reports Updated
12th August
2013
6.03 build 60
Bar Tabs, Blackboard, Clerks, Clipp Interface, Coupon Promotions,
Customer Type Incentives, Customers, Departments, Dry Cleaning
Features, EFTPOS, Employee Log, End of Shift, Export Data, Functions,
30th July
2013
22nd July
2013
2013
6.03 build 54
Gaming Aristocrat Added
6.03 build 53
Bar Tabs, Barcode Scanning, Clipp Interface, Communications, Coupon
24th June
2013
19th June
2013
6.03 build 50
Cash Dispenser, Clipp Interface, MealCard, Room Interface
Hirum & GuestCentrix Added
5th June
2013
6.03 build 46
Customers, Ideal Kitchen Monitor, IPS Client, Mobile App, POS Screen
Setup, POS Terminals, Reports, Room Interface, Yes/No Options
Updated
EFTPOS, Inter-Store Ordering, Stock Items Updated
Gaming & IPS Client Updated
27th March
2013
6.03 build 37
Biometric Data Entry, Database Maintenance, EFTPOS Mercury
(Non-EMV) and Signs Added
25th March
2013
Idealpos, IPS Client, POS Screen Setup, POS Terminals, Room Interface,
Stock Exchange Interface, Stock Items and Yes/No Options Updated
6.03 build 36
Stock Exchange Interface Added
4th March
2013
6.03 build 35
8th
February
2013
5th
February
2013
6.03 build 34
18th
January
2013
6.03 build 33
16th
January
2013
10th
January
2013
19th
Screen Setup, POS Terminals, Software Updates, Stock Items, Users and
December
2012
6.03 build 30
10th
December
2012
6.03 build 27
Alerts Chapter Added
22nd
November
2012
6.03 build 26
Bar Tabs, EFTPOS, Ideal WebIT, Introduction to Idealpos, PDE, POS
9th
November
2012
6.03 build 22
Coupon Promotions, Customer Reward Promotions, End of Shift, Global
24th
October
2012
6.03 build 19
Back Office, Bar Tabs, Caller ID, Communications, Global Options, Ideal
9th October
2012
6.03 build 17
The User Guide is now mobile and formatted for use on your
smartphone. Navigate to www.idealpos.com.au/mobile.
3rd October
2012
External Application, Import Data, Keyboard Program, POS Screen
Setup, Unlock Permissions, Waste Mode Updated
Cooking the Books, Impact Data Integration Chapters Added
26th
September
2012
6.03 build 16
Departments, Gaming, Ideal Kitchen Monitor, IPS Client, Networking,
14th
September
2012
6.03 build 14
POS Terminals, Reports, Reservations, Restaurant & Table Map,
11th
September
2012
6.03 build 13
Ideal WebIT, Master/Slave License Chapters Added
3rd
September
2012
Back Office, Bar Tabs, Dry Cleaning Features, Gaming, Global Options,
Import Data, Installation and Upgrade, IPS Client, Networking, POS
Screen Setup, POS Terminals, Reports, Stocktake, Yes/No Options
Updated.
6.03 build 12
Archive Data, Back Office, Barcode Scanning, Caller ID, Clerks,
Communications, Customer Reward Promotions, Customer Type
8th August
2012
6.03 build 11
18th July
2012
July
2012
10th April
Options Updated
2012
6.02 build 21
Archive Data, Blackboard, Fuel Console and Synchronize Chapters
Added
2012
6.02 build 20
9th
February
2012
6.02 build 16
February
2012
6.02 build 15
Communication & Connection, EFTPOS (Tyro), Ideal Kitchen Monitor, Multi25th
January
2012
6.02 build 14
ResPAK Reservations Interface Chapter Added
16th
January
2012
Items Updated
6.02 build 13
6th January
2012
22nd
December
2011
15th
December
2011
6.02 build 12
Keyboard Program Chapter Added
8th
December
2011
Bar Tabs, EFTPOS Vault, End of Shift, Ideal Handheld, Labels, POS Screen
Setup, Yes/No Options Updated
6.02 build 11
5th
December
2011
24th
November
Utility, POS Terminals, Purchase Categories, Send Pictures & Display Folder,
2011
Special Price Schedule, Stock Items, Stock Purchases and Users Updated
6.02 build 9
Back Office, Bar Tabs, Barcode Scanning, Clerks, Coupon Promotions,
Customers, Departments, Discounts, Dry Cleaning Features, EFTPOS,
Employee Time Clock, End of Shift, External Application, Gift Vouchers,
Global Options, Hold Print Function, Introduction to Idealpos, IPS Client,
Jackpot Function, Journal Enquiry, Laybys, Messages, MYOB Accounting
21st
November
2011
Interface, Order Numbers, Pending Sales, POS Screen Setup, POS Terminals,
Promotions, Raffles, Range Programming, Receipt On/Off, Received Account
& Paid Out, Refunds & Credit Notes, Reports, Reservations, Restaurant &
Table Map, Room Interface, Scheduled Reports, Sales Categories, Shortcuts,
Software Updates, Surcharges, Transfer Mode, Unlock Permissions, Void
Mode, Voids, Waste Mode, and Yes/No Options Updated
6.02 build 8
Software Updates, IPS Deploy Chapters Added
16th
November
2011
6.02 build 6
Void Mode, EFTPOS, Introduction to Idealpos, Bar Tabs, Coupon Promotions,
Customer Reward Promotions, Departments, Discounts, Ideal Handheld,
9th
November
2011
4th
November
2011
19th
October
2011
6.02 build 5
Beverage Monitoring, Clerks and Users Chapters Added
17th
October
2011
Bar Tabs, Yes/No Options, Customers, Global Options, Caller ID, Hold Print
Function, Laybys, Customer Reward Promotions, Customer Type Incentives,
Room Interface, POS Screen Setup, Departments, Gaming, Installation &
Upgrade, POSServer and Back Office Updated
6.02 build 3
4th October
2011
28th
September
2011
IPS Utility, Training Mode, EFTPOS, Suppliers, POS Screen Setup Updated
6.01 build 22
5th
September
2011
6.01 build 21
Multi-Site Management, Inter-Store Ordering, Handheld, Interface
EFTPOS Hypercom/Zintel and PDE Chapters Added
23rd
August
2011
Updated
6.01 build 20
IPS Utility, IPS Client, Special Price Schedule, Range Programming,
Networking and Integrated EFTPOS Tyro Chapters Added
9th August
2011
6.01 build 17
Global Options, Using an iPad & Idealpos and POS Screen Setup
2nd August
Chapters Added
2011
Restaurant & Table Maps and Barcode Scanning Updated
Hold Print Function, Scheduled Reports, MYOB Accounting Interface,
Employee Log and Shortcuts Chapters Added
26th July
2011
6.01 build 15
Reports Chapter Added
22nd July
2011
Yes/No Options & Restaurant/Table Maps Updated
20th July
2011
Reverse engineer, decompile or disassemble the Software, except and only to the extent that applicable law expressly
permits, despite the limitations;
Make more copies of the Software than specified in this agreement or allowed by application law, despite this limitation;
Publish the Software for others to copy;
Use the Software in any way that is against the law; or
Rent, lease or lend the Software.
LIMITED WARRANTY IPS warrants to the original purchaser of the Software that the recording medium on which the
Software is/are recorded will be free from defects in materials and workmanship for a period of ninety (90) days from the
date of purchase. Defective media returned by the purchaser with proof of purchase will be replaced without charge,
provided the returned media has not been subjected to misuse, damage, or excessive wear. It is the responsibility of the
purchaser to determine the suitability of the Product for any purpose.
NO OTHER WARRANTIES IPS makes no warranties of any kind, either expressed or implied for this Product, the media
or Software, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose or
as to the quality, utility or performance of the Software all of which are hereby expressly excluded.
NO LIABILITY FOR CONSEQUENTIAL DAMAGES So are as allowed at law, the liability of IPS shall not exceed the
purchase price of the Product; nor shall IPS be held liable for direct, indirect, consequential or incidental damages,
including, but not limited to, any interruption of service, loss of business, anticipated profit, or other consequential
damages arising out of the use or inability to use this product or from any defect or omission in the Software, manual, or
other related items and processes.
ENTIRE AGREEMENT
Apart from the terms and conditions agreed to when purchasing this licence and or the Product this agreement
constitutes the entire agreement between the parties in relation to its subject matter. No understanding, arrangement or
provision not expressly set out in this agreement will bind the parties other than any terms and conditions agreed to
when you purchased this licence and or the Product. Accordingly, all correspondence, negotiations and other
communications between the parties in relation to the subject matter of this agreement which precede this agreement
are superseded by and merged in it.
AMENDMENT
This agreement may only be amended in writing signed by both parties and not in any other manner.
WAIVER
The failure by either party at any time to enforce any of its powers, remedies or rights under this agreement will not
constitute a waiver of those powers, remedies or rights or affect the partys right to enforce those powers, remedies or
rights at any time; and
Any single or partial exercise of any power, remedy or right does not preclude any other or further exercise of it or the
exercise of any other power, remedy or right under this agreement.
SEVERANCE
If any provision of this agreement is prohibited, invalid or unenforceable in any jurisdiction, that provision will, as to that
jurisdiction, be ineffective to the extent of the prohibition, invalidity or unenforceability without invalidating the remaining
provisions of this agreement or affecting the validity of enforceability of that provision in any other jurisdiction.
GOVERNING LAW
This agreement is governed by the law in force in Queensland, Australia and the parties submit to the non-exclusive
jurisdiction of the courts of Queensland sitting in Brisbane and all courts competent to hear appeals from the courts of
Queensland in respect of all proceedings arising in connection with this agreement.
DEFINITIONS
Computer includes physical computers, computer terminals, thin clients and virtual computers.
Product means the Software, User Guide, media and any other items sold to you with the Software.
Software means the Software which accompanies the Licence agreement either in paper form or electronically with the
software.
User Guide means the user manual and or guide produced by us from time to time for the Software.
You, you or your means the original end user of the Software.
INTERPRETATION
In this agreement, including the Introduction, unless the contrary intention appears:
Words denoting the singular include the plural and vice versa
A reference to any one of an individual, corporation, partnership, joint venture, association, authority, trust or
government includes (as the context requires) any other of them;
Headings are for convenience only and do not affect interpretation;
A reference to a party includes that partys executors, administrations, successors and permitted assigns; and
Where an expression is defined, another part of speech or grammatical form of that expression has the corresponding
meaning.
Licensing
Idealpos has many modules that enhance the product from its core, enabling you to
add-on features that are specific to your requirements. Licensing can be added at
any time and most can be added at any time without interruption to your current
database. Some modules are considered one-way in that once they have been
implemented; too many changes to the database will have taken place for easy
reversal.
This allows for access to the data from IBA to track sales
and promotions.
Idealpos Icons
Below is a collection of icons used with your Idealpos software and where to find
them. Become familiar with them, as they will help you use your software more
affectively and speed up support calls.
IPS Client Located in the taskbar of each terminal that Idealpos is installed on. IPS Client is
responsible for all communications of data packets between terminals.
Idealpos 6.0 Shortcut located on the desktop by default of all terminals that has Idealpos
Installed. This is used to launch the main Idealpos 6.0 program.
IPS Utility Located by going to Start > All Programs > Idealpos Solutions > Idealpos 6.0 > IPS
Utility. This facility is used for many advanced programming functions and should only be
accessed if advised by your support personnel.
IPS Print Server Located in the taskbar of each terminal that Idealpos is installed on.
Responsible for all print jobs to receipt and kitchen printers when using Network Printers.
SQL Data Located in various sections of the program, this icon displays that SQL data is present,
or will be used. Mainly used for Reports.
Database Backup This icon is used to indicate the file is an .ips backup file.
TeamViewer Found in Idealpos, IPS Utility or IPS Client > Help > Support. This will allow
Idealpos Solutions to offer remote support direct to your terminal. Internet access is required.
Terminal Online Found in IPS Client, this signifies the terminal is online and communicating.
Anything other than this indicates an issue that must be rectified.
Training Mode This will be displayed when in Training Mode and attempting to access IPS
Client.
Ideal WebIT Provides a link between Idealpos and your Web Store to
receive and process orders.
Idealpos can open automatically to the Point of Sale Window, provided the
appropriate options are selected. It is possible to turn this function off if required, for
use on a back office terminal for example.
Back Office
The Back Office is what Idealpos uses to allow access to the entire setup of the
program. It also provides access to the Menus, Dashboard, Shortcuts and Activity
Log. The Back Office is generally reserved for Admin Users, but permissions can be
used on all functions to allow different Users access they require.
The Back Office can be accessed form the POS Screen by pressing Exit. If the
Idealpos is not licensed with POS in the registration, it will be the default screen
when the program opens.
You have the option to expand the Back Office section of Idealpos to as large as you
want. The default size of the Back Office is 1024 x 768. Screens that only support
this resolution cannot be resized.
The Back Office screen is where you perform all of your administration of the POS System. All
configuration, reporting and full access can be done through this screen. (The only exception to this would
be if you have a Sales Only license)
The main details needed to know about this screen is:
Shortcuts
System.
The Menu Bar
Activity Log
Dash Board
These provide fast access to some of the most beneficial areas of the POS
You gain full access to the program and all of its settings. Each Menu has a
more detailed smaller menu which will drop down if you click on it.
This gives you live reporting of transactions being performed from other
terminals connected on the network.
Shows reports based on the selections.
Hierarchy of Stock
Idealpos is able to be configured however you choose, but it is a good idea to sit
down and work out the database structure before attempting to program the data.
There are three available levels of reporting with Stock Items when they are created
in the database. Setup of Stock Items contribute the bulk of programming your
database and you want to ensure that this is managed as easily and effectively as
possible. In order to that, you will need to work out the grouping types used to keep
your items manageable.
The three levels available are Sales Categories, Departments and Stock Items. Sales
Categories group the Departments, which in turn group the Stock Items. Stock Items
will influence reports of the Department and Sales Categories of which they are
linked.
Any changes that take place after the items initial programming will only take place
when the change is made. Previous sales history will NOT be affected or display this
change.
Stock Items
The Stock Item screen is one of the primary data editing screens in Idealpos. From
this screen, you can manage all of your products with the ability to add new
products, change prices and much more.
You can access the stock item screen from the File > Stock Control > Stock Items
menu option. POS terminals using a Sales-Only license do not have access to the
Stock Items screen.
Cost Prices
Cost Prices Ex Tax can be entered to give you a profit margin beside each price level.
Standard Cost is the initial cost of the goods, a manual Base Cost that can be
loaded against the Stock Item. It will not automatically fluctuate with stock received,
so if it needs to be changed for any reason, you will need to change this. Last Cost is
the last purchase cost of the goods received.
(( ) + ( ))
=
+
Basically, it computes the total purchase cost of the particular item and divide by the
total quantity of the item purchased. If the average cost increases rapidly it
generally indicates the value of the goods is significantly different to the last
purchase. If the stock item is Indirect these fields will be updated automatically from
the Direct Item they are linked to.
Stock Control
A stock controlled item is an item that has been brought into your stock system, and
is sold basically as it is. Simply enter the appropriate details for the stock item and
press save. A normal stock item must have the Stock Control check box ticked, and
the indirect checkbox un-ticked. This is also classed as a Direct Item and can also be
a Component Item.
Non-Stock Control
This is an item that you sell but do not need to keep track of the stock levels. This
could include but is not limited to service and labour charges, for which there is
nothing to count at a stock control level, or items that are insignificant to the running
of the stock control, but necessary for tracking supplier transactions. Leave both the
Stock Control and Indirect check boxes un-ticked.
Indirect Items
These are items that are made up of a part of 1 or more items that are stock
controlled. Examples include but are not limited to, a glass of wine. A glass of wine is
considered as Indirect, while the bottle of wine is the Direct Item. The glass is
Indirect because it uses only 150/750ml of the bottle of wine. Cocktails and other
recipes may include various items.
Go to Setup > Global Options > Sales > Miscellaneous > Non-Turnover Stock Items.
Go to File > Sales > Departments > Add > Create a Department for Non-Turnover
Stock > Select Non-Turnover.
Go to File > Stock Control > Stock Items > Add > Create a Stock Item and link it to
the Non-Turnover Department.
When sold they will be added to the Non-Turnover Sales & removed from most sales
reports. Stock Item Sales Report will allow the site to produce a report on NonTurnover Sales or Standard Sales.
Any historical Data will not be touched with this modification, once the build is
installed & the options are enabled it will apply to the sales performed from then on.
3.
4.
From the Stock Item screen, click the Add button on the bottom right of the screen. A new
window will open to program that stock item.
Fill in as much information as is possible the first time. Main categories that should be filled out
are Code, Description, Sell Price, Department, Cost Price and Suppliers. Ensure you choose the
correct options for use with Stock Control, Indirect etc.
The Advanced Tab is used for adding extra information about your Stock Item. The information
here is important in particular functions throughout the software. Description 2 is used to
designate a specific print to the Kitchen Printer and PDE. You have the ability to link grids to
items, add bonus points for loyalty, and the setting of minimum and maximum stock levels for
use of the re-order report.
Once you have finished and checked that each item has all details entered
correctly, just hit the Save button on the bottom right corner.
1. The first barcode for a product must be entered in the Scan Code field. This
field is found by modifying the Stock Item. If an item does not have a
barcode from your supplier, you can press the AUTO button, and Idealpos will
generate a unique scan code. Idealpos can then print the barcode out to a
label using its own label printing.
2. Once you have entered the first barcode, you can then assign the stock item
Alternate Codes.
3. View the list of Stock Items and highlight the item you want to add more scan
codes to. At the bottom of the screen press the Alternate Codes button,
where a new window will open. Press ADD and scan the code into the field or
manually type it in. Press Save to add more codes, or exit all screens to
finish.
1. Supplier Codes can be added to a Stock Item by modifying the items and
entering their code (Usually located on the invoice) in Supplier Stock Code
field. It is good practice to also enter the corresponding supplier number into
the Default Supplier field.
2. If you have the flexibility of purchasing your items from more than one
supplier, you can add these by pressing the Supplier Codes button, located at
the bottom of the Stock Item list.
3. Highlight the item you wish to add more supplier codes to and press the
Supplier Codes button, where a new window will open. Press ADD to add a
new supplier code, MODIFY to change an existing supplier code, or DELETE to
remove one no longer used.
4. Idealpos can use both Units and Cartons and multiply the stock received to
directly affect the Stock Level of the item that is being represented.
Stocktake
Idealpos provides an easy to use step by step process for performing a stocktake.
The basic process is to start at the top of the list and work your down until you have
either updated the stock levels or cleared the stocktake. You will find the list under
the Stocktake heading from the back office.
Important Details
The stocktake procedure is one that can cause major changes to your database and
reporting. It is important to ensure that all details are correct throughout the entire
process.
1. Do not sell any items of stock between starting the stocktake and when you
actually count the stock.
2. Once an item has been counted and recorded, that item is able to be sold
through the terminal.
3. Any stock purchases, returns, transfers or write-offs that are entered after
the stocktake has been started will affect the Stocktake, you will have the
choice to apply these changes to the current stock levels.
Stocktake Procedure
The basic stocktake procedure is as follows:
1. Choose the Location/s you wish to stocktake.
2. Click Start Stocktake.
3. Print out the Stocktake Forms for the selected locations.
4. Physically count each item in the selected locations and record the quantities
on the stocktake forms.
5. Enter the Stocktake into Idealpos.
6. View or print the Stocktake Variance Report.
7. View or print the Stocktake Valuation Report.
8. Update the stock levels for the locations selected.
To access all settings for the POS Screen go to Setup > POS Screen > you will be
able to access POS Screen Setup, Grids and Menus.
Button Size
Buttons can vary in size between four different combinations. When you select a
button there are two checkboxes that will determine the size of the designated
button.
Button Size
Numerical Area
Button Appearance
When creating buttons for the POS Screen, regardless of the function selected for the
button, you will be able to customize it however you like. When a button has been
selected, the middle-left of the screen will show a Button Appearance area. A
preview of what the button will look like is displayed within this area.
Button Caption
This section will generally be filled in automatically depending on the function used.
It is possible to change the caption to be whatever you wish.
Back Colour
This is the colour that the button is going to be. You can select from the 48 predefined colours, or select an additional 16 colours using the custom colours grid.
Text Colour
This is the colour that the text on the button is going to be. You can select from the
48 pre-defined colours, or select an additional 16 colours using the custom colours
grid.
Font
This allows you to change the font of the selected button. You can change the font,
font style and size. Each button can be unique. Some buttons you will want to use
the same style and size to allow them to stand out, buttons that link to grids and
menus for example.
Visible
This checkbox determines if the button will be visible on the POS Screen.
Double Width
This checkbox will make the button twice the width. It can be used on its own or in
conjunction with Double Height.
Double Height
This checkbox will make the button twice the height. It can be used on its own or in
conjunction with Double Width.
Graphic
If you want you can add a graphic to a button. It is a good idea to decide on the
button size and make the graphics you want to use the same size.
1024 x 768 Resolution
Resolution
Standard Button Size
110 x 50 pixels
pixels
Double Width
220 x 50 pixels
Double Height
110 x 100 pixels
Double Height/Width
220 x 100 pixels
pixels
1280 x 800
139 x 52
279 x 52 pixels
139 x 105 pixels
279 x 105
Button Difference
While it may seem like a good idea to create each button a different colour with
different text, it actually makes it harder to use. Using the same colour and
differentiating with shading works much better and is easier on the eyes.
Recommended
Not Recommended
When a button is selected, Section 1 will change the view to allow more editing
options.
When a button is selected there are three additional options that are able to be used
which are Format All, Save and Cancel. Selecting any of these buttons will Format
All, Save or Cancel the current selected Button Appearance.
Format All Selecting this will format ALL BUTTONS on the Tab regardless of if they
have a stock item programmed or not. It will not change the visibility setting of the
buttons, but it will change the
Save Will save the changes made to THIS currently selected button only.
Cancel Will cancel any changes made to THIS currently selected button only.
Section 3
This area will display fields that contain information about the Layout being edited
and how it can be edited.
Layout Name This is merely the name of the layout and possesses no functionality.
Layer Heading This is the description you want to use for the selected Tab.
Drag-and-Drop This drop-down menu allows you to select from four different
choices:
Copy Formatting
Will copy the Colour, Font and Size of the button only.
Copy Button
Move Button
By default Idealpos will automatically have programmed the Numerical keypad and
Admin Tab. These can be changed and modified to your requirements.
It is important to note that there is no Undo or Back once you have entered this
screen. The X button is a Save & Exit function and will save anything that has been
done, regardless. If you make a mistake, you will need to manually fix it before
exiting.
As soon as a button has been created, edited or deleted, the changes will appear
instantly on the layouts of the POS Terminals that are using that particular Layout. It
is for this reason that you should do all button programming out of business trading
hours to minimize any issues this can create.
Delete Buttons
Deleting buttons is a simple procedure and is permanent. There is no UNDO or BACK
function.
Make sure that Copy Formatting Only is not selected. It doesnt matter if you use
Move rather than Copy or Copy All. Drag a grey, un-programmed button from
somewhere else on the screen over the button you want to delete.
Select the function you want to use > Select the button and drag it down to the
bottom of the screen to the Tab you want to move it to and release > the new Tab
will open > Move the button to the location and select.
Go to Setup > Yes/No Options > POS Screen > Allow Live Button Programming.
Press and hold a button on the POS Screen for longer than 500ms (1/2 second). A
window will popup, allowing you to edit the button.
The Table Map provides a graphical user interface to view at a glance the status of all
tables within the establishment. The table map is completely customizable and can
facilitate the configuration of many different functions. Each colour represents a
different status for the table, which can be custom designed to each install. If you
want to spend the time and effort, it is possible to use an image as the background
for the Table Map.
Select a table from the map simply by pressing it. A Yellow border will surround the
table selected.
Press the Occupy button at the bottom left of the screen. The colour of the table will
have changed.
If you have selected to Prompt for Guests and Prompt for Name you will need to
enter these to continue.
Press the POS button to enter the POS Screen and add items to the sale. The table
details will be displayed at the bottom of the sale window.
Press the Table Map button again to save items to the table.
The Modify Table Map will allow the Tables only to be moved, and no editing of Lines, Boxes or Text. As
the building layout (walls, doors, etc.) never change during service, it makes sense to allow changes only
to Tables.
Changes to the Table Map that are needing more than just tables can still be performed by going into
Setup > Restaurant > Table Maps > Modify.
Table Maps that are modified through the POS Screen happen live on all POS screens displaying the
Table Map. Slower terminals may lag when tables are being moved, but the table position change is
relatively instant.
Select the button to access Modify Map.
The screen will change to a Drag and Drop interface. If using a Touchscreen, drag a table to the new
position. If using a mouse, click on a table and hold it down, drag it to where you want it to be and
release. This is also where the Inactive button has been moved to.
Once you have finished modifying the Table Map, press the Finish Modify button. You will return to the
default Table Map.
Bill Printing
Bill is an easy function that can be controlled by User and Clerk Permissions.
The receipt will print to the default receipt printer. The table will change colour to
Pink, and after the time set in Global Options is up, it will start to flash.
A quick and easy way to print bills for Seats is to do it from the Table Details screen.
Select the table and press Details.
Press the Print Bill button at the bottom of the Table Details screen.
A new window will open. From here you can select to print the bill for the Whole
Table, or select Single Seat to print them individually. Enter a Seat number and
press Print.
A bill will be printed to the default receipt printer. The Table Details screen will be
modified and the Seat number you entered will be displayed in the Seat column next
to the items selected.
Suppliers
Supplier need to be entered into the database if you want to use Idealpos for Stock
Control purposes. Even if you dont want to record each and every supplier, at least
one supplier must be entered into the database before any item can be Stock
Received.
Suppliers are able to be utilised for reporting on nearly all issues relating to Stock
Control. Suppliers are also used to link Supplier Stock Codes to Stock Items to
enable receiving stock more efficient.
Suppliers and Supplier Stock Codes can be accessed by going to File > Suppliers.
Stock Purchases
Stock Purchases is used to receive and credit stock into the Stock Control system.
Generally an invoice from a supplier is used as confirmation of the details of the
items being added to the database. If you want Stock Control to be correct, this is an
important procedure that has to take place.
The Stock Purchases window will display any open Invoices and Purchase Orders.
Stock Received
This function allows for stock to be entered into the database, or supplier credited for
stock returned. This function is used when stock has been delivered with an invoice,
without an order being placed through Idealpos. This is the most common form of
receiving stock into the database. This can be done manually from an invoice,
electronically from a file or generated from a PDE file.
This area will show the Supplier and Invoice details and
2 Items Area
database.
This area is used for adding the Stock Items and prices to the
3 Totals Area
figures.
Purchase Orders
This function allows for stock to be ordered from the supplier, and received into the
stock control database in part or full. Purchase orders complete a full circle of control
and reporting on what has been ordered, against what has been delivered.
The Purchase Order screen is broken into 3 different areas.
1 Information Area
This area will show the Supplier and Order details and
reference numbers.
2 Items Area
This area is used for adding the Stock Items and prices to the
database.
3 Totals Area This area is used last to enter additional charges and total
figures.
Process Invoices
Once Invoices have been entered they can be saved and processed at any time.
Stock will NOT be added to the Idealpos database until it has been processed. This is
something to keep in mind if performing a Stocktake.
Highlight the Invoice in the Stock Purchases window and press Process.
Network Printers
Using Network Printers in Idealpos will give you the ability to control all the Receipt
and Kitchen/Bar/Promo Printers used throughout your system. Printers can be
connected to any terminal via Serial or Ethernet interface. They can be controlled by
Site to allow the maximum number of printers for each area. Network Printers also
ensures that any print jobs that dont print properly for a variety of reasons can be
re-printed, printed from another printer, or automatically redirected. The Network
Printing screen will open to as large as possible if required when supported by a
large screen.
You can access the setup of Network Printers by going to Setup > Network Printers.
You can Add, Modify, Delete and Test any printer for any site while using any
terminal, provided the network is connected. It is recommended however, to perform
all printer functions for a specific terminal, on the terminal the printer is directly
connected to.
IPS Utility
The IPS Utility program is a utility that allows access to multiple facets of the
program that can be useful or required when giving support. This is generally not an
area that you would access to change settings on a regular basis.
There are four menu options within the IPS Utility program, with each one including
up to four selections.
IPS Utility can be accessed through the Start Menu in the Idealpos Solutions folder.
The IPS Utility program is not used for communication with other terminals but is
more for accessing specific functions that are required on the local terminal.
IPS Client
The IPS Client is responsible for the communications of data packets between all the
terminals on the network. It is also responsible for many advanced functions that
require access to all terminals.
The IPS Client is a small program that is installed when Idealpos is installed. IPS
Client is accessible by clicking on the icon in the taskbar of the terminal.
The IPS Client gives you visual connection status of all terminals that are, or should
be, connected on the network. It provides this is a very simple and clear manner.
Each terminal that has Idealpos installed will also have an IPS Client running. You
can access IPS Client settings from any terminal.
Global Options
Global Options are settings that control all terminals within a Site. These are
generally the settings that cannot be allocated to just one terminal, and you want to
make sure that each terminal behaves the same.
There are 13 different tabs that make up Global Options which are: General,
Miscellaneous, Purchases, Restaurant, Customers, Sales, Reservations, Accounting,
Credit Notes/Gift Vouchers, Interfaces, Interfaces 2, Printing and Other Options.
Not all tabs are available as some are relevant to a specific module and will only
display when that module has been licensed.
Stock Manage
Idealpos has an iPhone, iPad and/or iPod touch app called Stock Manage which is
available to download on the App Store, simply click the App Store badge below. The
app is designed to offer faster functionality with managing stock in retail/hospitality
environments when used with an Idealpos installation. Stock Manage will allow you
to perform a Stocktake, Transfer Items, Receive Stock and Link Items to Barcodes.
Stock Manage will link to a POSServer on your network, quickly transferring the data
from your Idealpos POS system to your device in less than a second. You dont even
need to plug it in to transfer the data back to Idealpos. You can use the app on as
many devices as you wish, easily installing it on your staffs devices if you want.
Ideal Handheld
Ideal Handheld (IH) enables a waiter to remotely take table orders on the go
throughout the restaurant.
Ideal Handheld uses POS Screen Menus to connect to the Idealpos database.
Alerts
Alerts in Idealpos
Alerts allow you to be notified by email when different types of transactions are
triggered. Some of the functions that are able to be used are No Sales, Void Entire
Sales, Voids, Stock Items and Customers. You are able to setup conditions for each
different alert you want to create.
Setup Alerts
Alert Settings
Go to Setup > Alerts.
Press the Add button to create a new Alert. You can also Modify, Delete or Copy any
previously setup Alerts.
Alert Description
Alert Description
Enter a description that will be used in the email and logging when Alerts are
triggered.
Alert Criteria
If Function Type
From the drop-down menu select from No Sales, Void Entire Sales, Voids, Stock
Item, Customer or Customer Type. If you select Stock Item or Customer a blank
field will display, where you need to enter the Code used to identify the selection. If
you select Customer Type you are able to enter a range of Customer Types you want
alerts for.
Group By
From the drop-down menu select to group by POS or Clerk. This option is unavailable
on Stock Item, Customer and Customer Type.
POS Range
Enter the range of terminals you would like this Alert to apply to.
Clerk
Enter the code of the clerk you wish the Alert to apply to.
Alert Action
Write to Alerts.Log
When an Alert is sent, the details will be written to a log file which is saved in the
Idealpos Logs folder.
Send Email to
Enter the email address/s (separated by comma) you want the Alerts to be sent to.
If using a smartphone, these can be pushed to your phone directly.
Message Formulas
Use the drop-down menu to select a formula to add to the message. Press the Add
button for each select as you require it in your message.
If you are grouping the alert by POS, the message cannot contain ClerkName or
Clerk Code, as multiple clerks may trip the alert. This rule also applies if you are
grouping the alert by Clerk, as multiple POS terminals could be used to trip the alert.
Although the functionality can be included in the message format, it will not print any
detail.
Go to Setup > Global Options > General > Miscellaneous > Outgoing Email Server.
Go to Setup > Global Options > Other Options > Alerts > Configure which POS
terminal you want to send the alerts from.
Go to Setup > POS Terminals > Miscellaneous > User Details > Email.
Receiving Alerts
When an Alert has been triggered, it will be sent to nominated email address/s.
Amount Override
Amount Override in Idealpos
This function is used to override a price for an item within a sale if the programmed
price is incorrect, or different to what you want it to be. The price change will only
affect 1 item, but can be used for multiple quantities of that item.
Any Stock Item in the database can be limited to a specific value, of both Upper and
Lower amounts. Go to File > Stock Control > Stock Items > Modify your Item >
Advanced > Amount Override Limits.
You can enter a Dollar ($) value or a Profit (%) amount to limit Amount Overrides
outside of these values to ensure you dont sell the stock at more or less than you
require.
If you try to perform an Amount Override outside of these limits, POS will not allow
it, and display a window informing the user the limits have been reached.
There is no limit to the amount of items that can be entered into a sale using
Amount Override.
Press the Amount button on the POS Screen and the selected price will move to the
Price column.
Select the item you want to sell for the price. Each item selected after the price
change will be entered as its programmed price, with the override only affecting the
one item.
The sale can now be finalized as per normal. Subsequent selections of the item that
have been overridden will be charged at the programmed price in the database.
Press the Amount button on the POS Screen and the selected price will move to the
Price column.
Select the item entered into the sale screen by highlighting it and press Enter. The
price of the selected item will have now been overridden.
Report
Go to Reports > Sales > Stock Item Sales > Select Portrait > Select Department >
Select Price Level.
Enquiry
Go to Enquiry > Stock Items > Select Stock Item Code > Select Price Level Tab >
Select Date Range.
Journal Enquiry
Go to Enquiry > Journal History > Price Level > Select Overridden Prices.
Archive Data
Archive Data in Idealpos
The Archive Data function is used to compact and remove data from the working
Idealpos Access database to keep the live database small and manageable. The SQL
database does not get archived during this process. Once a database has been
archived, the data that was removed will permanently be separated from the live
database. The data can be accessed through Idealpos and used for reports and such.
Archiving data will not remove button programming or stock items, it will only
remove sales history.
You can access the Archive Data by going to Utilities > Archive Data. You have three
options to select from which are Go to Archived Database, Archive Data and Compact
Archive Database.
Archiving Data is an important and permanent process that should only be accessed
by authorized staff members.
When you select this option each archive that has been performed on the database
will be displayed. You can select one at a time, or choose the checkbox to allow for
multiple selections. When you select multiple archive databases you also will
combine them so they report as a single database.
You also have the option to Delete any archive, but be aware that this will remove
all trace of your sales history.
Make your selection and press Combine or Proceed. The database will change to
allow for the limited options that can be used with an Archive Database. Once you
have finished the work you want in the Archive, press the Return to Live Data
option and the archive will be unloaded and you will return to the Back Office.
The top section of the screen will display the details contained in the Access
Database. In the bottom section you are able to Create New Archive Database or
Append to Last Archive Database (Archive Date and Size).
Generally you would always select to Create New Archive. If you select to Append to
Last Archive Database, the database will continually grow to the point where you risk
making the archive too large to be useful. A good rule of thumb is to archive
regularly and keep backups.
Select the date that you want to Archive Data to. This can be up to the end of the
previous month, financial year or calendar year.
Press Proceed and a warning box will appear to confirm the archive.
The bottom of the window will display the current progress of the archive. There is
no specific time frame for this procedure to complete, and if you are performing the
archive on a large database, it could take up to one hour. Do not attempt to close or
use POS while the archive is taking place. It may look like there is nothing
happening, but forcing the archive to close can result is corrupt or lost data.
Once the archive has finished a box will confirm that it was successful.
The archived databases are located in the Idealpos 6.0 folder in the default location
where Idealpos 6.0 was installed. Each archive will be numbered sequentially from 1.
You will need to confirm any step before the action takes place.
The procedure will run, and depending on how large the database is that you have
selected will determine how long it takes. Once it has finished the new size of the
database will be displayed.
Back Office
Back Office in Idealpos
The Back Office is what Idealpos uses to allow access to the entire setup of the
program. It also provides access to the Menus, Dashboard, Shortcuts and Activity
Log. The Back Office is generally reserved for Admin Users, but permissions can be
used on all functions to allow different Users access they require.
The Back Office can be accessed form the POS Screen by pressing Exit. If the
Idealpos is not licensed with POS in the registration, it will be the default screen
when the program opens.
You have the option to expand the Back Office section of Idealpos to as large as you
want. The default size of the Back Office is 1024 x 768. Screens that only support
this resolution cannot be resized.
The POS Screen will always default and override these changes and show where it
always has, but when you exit the POS Screen the back office will revert to its
selected size. The Dashboard will increase in size, with the Shortcuts and Menus
remaining in place.
Any menu or screen that is needed to open will be displayed in the center of the
Back Office screen.
Dashboard Shortcuts
To create shortcuts on the Dashboard for use as a BackOffice shortcut, you can open
any of the multiple functions or reports and select the Shortcut button to create it.
The Shortcut Link is located at the top right of any window that is able to be created
next to the exit button. Pressing this button will enable the Shortcut.
The Shortcut will be created on the left-hand side of the Dashboard. It will be saved
as either as Function, Favourite or Others Report. When creating Shortcuts for
Reports, you will be able to edit the Name, and select it as a Favourite or Others.
Activity Log
The Activity Log provides you with a scrolling log of POS Terminals and their use of
the program. The activity log will record all activity that takes place on the POS
Terminals when they have been selected.
The Activity Log that is displayed on the Back Office screen is not searchable or able
to show more information that what is displayed already. You are able to scroll
through the history, but each time Idealpos is restarted the Activity Log will refresh
and start again. It does provide Admin Users with a glance of what is taking place on
the other terminals. Any Voids and Refunds will display in red.
If you double-click on the Activity Log, you can select to clear the window of all
logging.
Yes/No Options
These options can be found on the Miscellaneous Tab.
Activity Log Select this option to enable recording of all terminals activity. By
default this is ON.
Show Activity Log on Main Screen This option will set which terminal will
display the Activity Log on the main screen.
Additional Functions
If the Activity Log is selected to be displayed on the main POS Screen, you can rightclick on the Activity Log heading and expand the log.
Pressing this option will open another window that allows you to view all or one
particular Activity Log. You can use the Filter drop-down boxes to select POS
Terminals, and to select all details or Voids.
In the top left corner of the window is an icon with an X that will clear the log of the
Activity Log.
Dashboard
The Dashboard is the area that displays the visual graphs on the Back Office. If
required you are able to turn this off so that the Dashboard remains blank. You have
the choice of selecting what type of reports can be viewed and the type of graphics
used. Any report based on the Top 10 Qty selection will not display instruction
items.
The selection bar at the top of the dashboard will allow you to select the type of
display you want to view.
Multi-Site Management - HO
This is default on installations with the HO- Head Office in their registration. Use the
drop-down menu to select from All Sites, or each individual site.
This functionality will NOT be present on terminals with the SM Site Management in
their registration, as they are locked to a single Site.
The first field will allow you to select the Date Range on pre-set selections.
The second field will allow you to select comparison choices based on the first field
Date Range.
The third field will allow you to view the sales from Departments, Tenders, Sales
Categories, Locations, Clerks, POS Terminals and Sites.
The fourth field will allow you to change the details of the Graphs.
Additional Buttons will allow you to Email, Save or Print the current image.
Selecting the 3D checkbox will display the graph in a 3D format.
If you right-click on the dashboard you will be able to Print, Enable Rotation
(Default) and Enable Slicing Movement.
Yes/No Options
This option can be found on the Miscellaneous Tab.
Show Dashboard This option will display or remove the graphs from the
dashboard area.
Go to Setup > POS Terminals > Modify > Other > Dashboard > enter the selection
range of the Locations into the field > Save.
The Dashboard will only display sales from the selected locations on that POS
Terminal.
File Menu
The file menu is where a lot of the database programming is entered. It will control
the majority of the data entry that is required to make the POS system use the
products and details for reporting.
Stock Control
Sales
Promotions
Purchases
Customers
Suppliers
Enquiry Menu
This menu will allow you to enquire in detail about various aspects of the database.
It can be used for specific searching of prices, transactions and activity.
Transactions Menu
This menu will allow you to perform transactions against specific areas of the
database.
Stock Control
Customers
Suppliers
Accounting Menu
This menu will only be visible if you have the ACC module on the terminal. It will
allow you to perform advanced accounting functions on the Idealpos database.
Listings Menu
This menu provides a comprehensive list of various aspects of the database. Multiple
choices in each area are able to be used to define specific data sets.
Stock Control
Sales
Purchases
Customers
Suppliers
Reports Menu
There is an extensive list of reports available on many of the areas available in
Idealpos.
Financial
Sales
Stock Control
Purchases
Customers
Employees
Restaurant
Stocktake Menu
The Stocktake menu will allow you to perform a Stocktake on all the items in your
database.
Reservations Menu
This menu will only be visible if you have the RV module on the terminal. It will allow
you to perform advanced Reservation functions on the Idealpos database.
Labels Menu
The labels menu allows you to print labels out for Stock Items and Customers. This
information can contain bar codes or address details.
PDE Menu
The PDE Menu will only become available once a PDE has been setup on the
database.
Utilities Menu
The Utilities menu will offer functions that can manipulate the database. These are
generally advanced functions that can cause damage to the use of the database if
not used or understood correctly.
Send
Range Programming
Export Data
Import Data
Archive Data
Setup Menu
The setup menu allows you to access settings that affect the setup and usability of
Idealpos.
POS Screen
Restaurant
Help Menu
The help menu will give you information about the current version of Idealpos and
support options.
Bar Tabs
Bar Tabs in Idealpos
Bar Tabs uses a specific function within Idealpos whereby you can save sales against
a special Customer Account that has been previously set up. Bar Tabs can be
accessed by using the Bar Tab Code, Magnetic Swipe, Search Customer List or Scan
Code.
Bar Tabs can be used when customers want to keep all their sales accumulating and
pay for them at the end of the night before they leave in one transaction. It is a good
way to enable fast payment with function groups, or to increase bar sales.
Pre-Paid
Pre-Paid Bar Tabs allow for the customer to add funds to the Bar Tab before
finalization, which will then decrease with each transaction. When the customer
wants to leave the monies remaining can be paid back to the customer.
Print Bar Tab Reports & Bills from the POS Screen.
Print Bar Tab Summary.
Transfer Bar Tabs to a Table or Customer Account.
Transfer Tables to a Bar Tab.
POSServer will centralize Bar Tabs.
Outstanding Bar Tabs will display on Financial Report.
All Bar and Kitchen printing features will work.
If using a small amount of Bar Tabs, print Customer Labels and stick them on
the back of your business cards.
Idealpos Solutions can print magnetic cards in small batches for this purpose.
Use a business card folder to keep your Bar Tabs organized.
You can use more than 1 Bar Tab card for each Bar Tab. This enables you to
have multiple signatories on the same account when serving a large group.
Another type of Bar Tabs able to be used within Idealpos is Clipp Bar Tabs. Clipp is
an app on your smartphone that enables you to open and close bar tabs on your
phone, and they are completely integrated with Idealpos. For more information on
this facility, please see the Clipp Interface topic in the online User Guide.
Go to File > Customers > Customers > in the bottom left corner select Include Bar
Tabs > this will display the Bar Tabs as you add them > Press Add to add new Bar
Tabs.
Type database.
Bar Tab Tick Box - This tells the Customer Record that it is being used as a Bar
Tab Customer.
Price Level this Customer.
Gives you the ability to automatically use a set Price Level for
Auto % Discount - Gives you the ability to automatically give a % Discount to all
sales for this Customer.
Sales Prompt Displays a message on the POS Screen when this
Customer is added to the sale.
Allow Pre-Paid -
Add the Bar Tab Code, Last Name (Name you designate for Bar Tabs), Scan Code (if
used), Select Customer Type from drop down menu, Tick Bar Tab field > Save >
Add as much detail as you want to use.
The Bar Tab Bill will now be presented on screen before printing.
Customer
You can select this button to search for available Bar Tabs in the database. It is also
possible to customize this button by entering the Customer Type No. that you used
for Bar Tabs to only show Bar Tabs when searching.
Customers Tab
Bar Tabs that get saved will print a promotional ticket to the designated promotional
printer when this option is selected. If this option is not selected, when the Bar Tab
is finalized, the promotional tickets contained within the Bar Tab will then be
generated.
It is possible to prevent Bar Tabs no matter what promotional ticket settings are
being used from printing a ticket.
This option will discontinue the Bar tab from use until reactivated. The purpose of
this setting is when there is more than one person using the Bar Tab. This will
ensure that all staff who next try to use the Bar Tab number will be given the choice
to reactivate it, while also making them aware that the tab has been finalized. They
will then be able to confirm with the customer the tab has now finished and they are
able to start another one.
Miscellaneous Tab
If you want to prevent an End of Shift being performed before all Bar Tabs have
been closed, you will need to select this option. It will also block End of Shift
functions when Tables are still open though. This will ensure that you are made
aware of any unpaid tabs before checking financial reports.
The recording of Tables and Bar Tabs to the Journal is not by default. You will need
to select this option to have this feature available. This will display any actions that
have been recorded against the Bar Tab in the Journal Enquiry and Journal History.
Confirmation Tab
Confirm to Transfer Bar Tab to a Table
This option will allow you to confirm you wish to transfer a Bar Tab to a Table on the
Table Map.
If this option is not selected the bar tab will automatically transfer to a selected
table. This can be undone by transferring the Table to a Bar Tab.
If this option is not selected a table will automatically transfer to a bar tab. This can
be undone by transferring a Bar Tab to a Table.
Add items to the sale as normal and press Enter. A confirmation window may open to
ensure you want to save the Bar Tab.
To add more items to the Bar Tab, repeat steps 1 and 2. Each time the Bar tab is
opened, the current balance from all previously saved details will be displayed on the
POS Screen.
Open a Bar Tab from the POS Screen to display the current balance.
Navigate to where the Bar Tab Bill button is located, select it and a bill will print from
the terminals default receipt printer. If you have selected to display a Flash Report
on screen, then this will appear in the middle of the POS Screen.
It is possible to print a Bar Tab Bill out after each additional sale if you require.
Navigate to where the Bar Tab Report button is located, select it and a report will
print from the terminals default receipt printer or display on screen if using Flash
Reports.
Open a Bar Tab from the POS Screen to display the current balance.
The POS Screen will update and recall all items to the POS Screen. At this point
items can be added or removed before final processing.
Press the Enter button to go to the Tender Screen, select the Tender and finalize the
sale.
If you have pressed Pay bar Tab accidently and want to re-save the bar tab, simply
press the Pay Bar Tab button once again. A message box may display on screen
asking if you want to re-save the bar tab.
Navigate to the Pay Bar Tab button and select it. Void the items from the sale you
wish to remove. Enter the Bar Tab number and press the Customer button. A new
screen may open confirming saving the Bar Tab.
Select Yes to confirm, then press Enter to re-save the Bar Tab. The screen will now
show the Bar Tab balance as $0.00 and the new balance that will be added to the
Bar Tab.
Open a Bar Tab to the POS Screen to display the current balance.
The POS Screen will update and recall all items to the POS Screen. Here you have
the option of Voiding Items from the sale or adding more items.
Press the Table Button and a confirmation window may open to confirm the transfer.
The Table Map will open and you need to select the table you wish to transfer the
Bar Tab to.
You can then finalize the table in the normal manner, or transfer the table back to a
Bar Tab.
You will be taken to the POS Screen where all items have been recalled.
Enter the Bar Tab number into the POS Screen and press Customer. A Confirmation
window may display to confirm the Transfer of a Table to a Bar Tab.
The POS Screen will update with the added Bar Tab.
The POS Screen will update and recall all items to the POS Screen. Here you have
the option of Voiding Items from the sale or adding more items.
Add a Customer to the sale by selecting them from your database, or entering their
Customer Code. A confirmation window will appear, select Yes to confirm.
When selecting YES the customer can be added to the sale. The POS Screen will
update the details of the account and display the Customer in place of the Bar Tab
details.
Select Enter to access the Tender screen and select the required Tender.
The sale will be recorded against the Customers Journal History as a Bar Tab sale.
Pre-Paid Bar Tabs allow for the customer to add a dollar figure to the Bar Tab before
finalization, which will then decrease with each transaction. When the customer
wants to leave the monies remaining can be paid back to the customer.
Go to File > Customers > Customers > Add New or Modify Existing > General Tab >
Sales/Accounting > tick Allow Pre-Paid > Change Credit Limit to desired amount >
Save.
Enter the amount the Customer wants to place on the Bar Tab and press the PrePaid Bar Tab button. The Tender screen will open where you add credit to the Bar
Tab with the tender given.
When you open the Bar Tab again, the new balance will be displayed, and the PrePaid amount will be shown in the bottom left corner of the POS window.
Add items to the Bar Tab and press Enter. The balance at the top of the screen will
have changed when you re-open the Bar Tab. The Pre-Paid amount will remain the
same.
Navigate to the Pay Bar Tab button and select it. The Bar Tab will be paid off and
money will be returned to the customer, after the calculation of any promotions and
discounts.
Enter an amount you want to PreAuth to the Bar Tab and press the PreAuth button.
Confirm this is the amount you want to PreAuth and press Yes.
The Customer will be required to Swipe/Insert Card. The transaction will take place
and put a lock on the card to value selected. A receipt will be printed for both the
business and the customer detailing the Bar Tab amount.
The POS Screen will update to display the PreAuth Reference and value.
The next time you open the Bar Tab the PreAuth value will be displayed in the
bottom-left corner of the sales screen.
When a PreAuth has been set on a Bar Tab, the PreAuth will act as a Credit Limit,
and you cannot add items above this value.
Once the Customer wishes to finalize the Bar Tab, open it and press the Pay Bar Tab
button.
Press Enter to go to the Tender Screen and select EFTPOS. A message will display
confirming you wish to pay the Bar Tab using the PreAuth.
Voiding a PreAuth
If the Customer does not want to use the Bar Tab, or you have made a mistake and
want to void the amount, you can do that. Open the Bar Tab with the PreAuth
amount.
This report provides a complete list of all pending sales as well as the items within
each sale.
Barcode Scanning
Barcode Scanning in Idealpos
Barcodes are used in Idealpos for the fast entry of stock items using a barcode
scanner or for Stocktake with the use of a PDE. Scanning can also be used with
Customers for Bar Tabs, Accounts and Memberships. They are also available for use
on Clerks, Gift Vouchers, Credit Notes, Receipts, Labels and some Tenders.
Scan Codes are 6 to 13 digit alphanumeric codes representing barcodes that are
accessed by Idealpos. Scan Codes must be unique codes for Idealpos to correctly
recognize them.
Most scanners will be using a Keyboard Wedge, a serial device, or a USB connection.
If you are using a Keyboard Wedge, you will need to select that option in Setup >
POS Terminals > Modify > Other Peripherals > Barcode Scanner. If you are using a
USB interface, the scanner will work without the need for additional settings.
If you are using a PSC Magellan 8200 or PSC QS6000 you will need to configure the
OPOS Utility. The utility, OPOSCfgUtil.exe, is located in the Idealpos 6.0 Folder.
In most areas that barcodes can be used, if a barcode does not already exist,
Idealpos can create it for you. If you want Idealpos to automatically create scan
codes, go to Setup > Yes/No Options > Miscellaneous and tick on Automatic Scan
Codes.
Items can be linked to more than 1 scan code which are referred to as Alternate
Codes. Alternate codes are used for when you want to have 1 description for an item
in the list, but would like to be able to stock control all the items separately. An
example of this would be an RTD drink like a Vodka Cruisers. You would use your
description of Vodka Cruiser, but each different flavour is assigned its own barcode.
You can Add, Modify or Delete any amount of Scan Codes you designate as
Alternate.
Access Alternate Codes by opening the Stock Item List > Highlight the Stock Item >
Press the Alternate Codes button at the bottom of the list.
A new window will open where all existing Alternate Codes will be displayed. If there
are no Alternate Codes the only option available to you is to Add. Once you have 1 or
more codes added, you will also be able to Modify or Delete.
When you select Add a new window where you can add Alternate Codes. The Stock
Code and Description will be displayed but are not able to be edited. Scan or enter
the bar code details into the Alternate Code field and press Save. The window will
refresh so you can add multiple codes in quick succession.
Once all Alternate Codes have been saved they will be displayed in this window. After
you have made all relevant changes you can exit the Alternate Codes window.
If you scan a stock item that isnt setup in Idealpos you can warn the clerk that the
stock item doesnt exist by going to Setup > Yes/No Options > POS Screen and
ticking on Warn if Stock Item Not Found.
Another option is to go to the stock search screen if the scanned code isnt found.
You can set this up by going to Setup > Yes/No Options > POS Screen and ticking on
Go to Stock Search if item not found.
If both Warn if Stock Item Not Found and Go to Stock Search if item not found are
ticked, you will be presented with the option to go to the stock search screen on the
warning box.
Go to File > Customers > Customers > Add/Modify > General > Scan Code/Other
Codes.
These barcodes can then be scanned on the POS screen to apply the current
transaction to the Customer.
You can set the barcode printing option by going to Setup > Global Options > Credit
Notes/Gift Vouchers and ticking the appropriate option.
In Idealpos sell a Gift Voucher. In the Gift Voucher screen scan one of your
vouchers.
Receipts
You have the ability to print a barcode at the bottom of each receipt that Idealpos
prints. This can be used to easily track the sale for refunds, Layby, credits and
history if you require.
Go to Setup > Yes/No Options > Receipt/Kitchen > Print Bar Codes on Receipts.
Tenders
A Tender, or a number of Tenders, can be linked to a scan code for the use of same
value vouchers. This would be used when you are giving out prizes each week for the
same value, or set of vouchers that would be used in a future promotion.
You can add the scan code for Tenders by going to Setup > Functions > Modify the
tender you wish > Enter scan code.
Beverage Monitoring
Bevcon Interface
The Bevcon Interface allows for direct real-time beverage monitoring on draught
beer and electronically dispensed spirits.
For more information on the Bevcon system and requirements, please visit
www.bevcon.com.au.
Settings
Bevcon Solutions will provide you with a blank POSdata.mdb file. Save this file on
the terminal that will be the output terminal. It is recommended to be placed in
C:\Program Files\Bevcon.
In Idealpos, go to Setup > Global Options > Interfaces > Bev Con Interface.
Directory
In the Directory field, enter where the Bevcon file resides. Idealpos recommends this
to be on the local PC at C:\Program Files\Bevcon.
Other vendors may be able to be used but we have not tested or documented these
as yet. If you would like to use specific hardware/software, please provide the
products so that we can test and document them for others.
There are 2 software installations that need to take place which are for a Server and
Client software.
Once the software has been installed you need to go to Start > Control Panel >
M2SYS BioPlugIn Server (32-bit).
When the program first installs it will give you an Installation ID. This ID will need to
be given to M2SYS where they will issue you with a License ID.
Press Apply to save these details. A warning window will display confirming you
have the right details.
Setup M2SYS
In the taskbar the M2SYS BioPlugIn Snap-On Adapter icon will display.
Go to Destination Windows tab > Key Stroke Destinations > right-click > Add New >
enter Idealpos > on the fields on the right go to > Idealpos > Window Title > enter
POS Screen.
Make any other changes you wish, but these are not required and may cause the
program not to work with Idealpos. Once you have finished with your changes press
Apply and then OK.
Add Fingerprints
Double-click the icon again to open the Biometric Scans window.
Go to User Identifier > Member ID > enter the Clerk or Customer Code you want to
link to.
The scanner will read your print and display it on screen. You will be required to
repeat this process as often as necessary to get the complete digit.
Once your finger has been scanned appropriately it will display in the window.
Place your finger on the scanner. It is fast, approximately only 1 second is required.
A small popup will display in the bottom-right corner of the screen showing the scan
as successful or not.
Blackboard
Blackboard in Idealpos
The Blackboard is a new feature that allows you to have an area on the home screen
or button dedicated to displaying information for your staff about special items.
Access to be able to edit the Blackboard is through User Permissions. The
Blackboard is defined by site. Each POS Terminal within the same Site, will have the
same Blackboard. You can edit the font and size of the text shown on the
Blackboard, but not the colour.
Settings
User Permissions
A new User Permission has been added which allows the User or linked Clerk to Edit
the Blackboard. The only way to edit the Blackboard is through a POS Screen Button,
and the Clerk must be linked to Admin or a Blackboard Edit enabled User.
Go to Setup > Users > select a User that is NOT Admin > Modify > expand Clerk
Permissions > expand POS > find Edit Blackboard and toggle the selection you
require.
Blackboard Button
You will need to create a Blackboard button to be able to edit the items on the
Blackboard. Clerks that dont have permission to edit the Blackboard will just be
displayed the Blackboard contents on screen, without the Edit button. Once the
Blackboard has been displayed, press anywhere on the screen to close it.
Go to Setup > POS Screen Setup > select Layout > Buttons > select Button > select
Blackboard from the Function List > Save.
Yes/No Options
If you are using the Home Screen you can show the Blackboard.
Go to Setup > Yes/No Options > Home Screen > select Show Blackboard.
The Blackboard will display on the left-hand side of the Clerk Login number pad.
Edit Blackboard
You can only edit the Blackboard if you are a Clerk with the correct permissions, and
only from the POS Screen button.
Open the POS Screen and login with a Clerk > press the Blackboard button > Press
Edit (top right-hand corner).
Font Allows you to change the font, size and style used.
Size Use the size increase/decrease buttons to change the size quickly, not the
font.
Save Will save the current settings. The text that is displayed in the example will
be what is shown. There will be no scrollbars or expansion on this screen, so make
all the options you want display correctly before saving.
Caller ID
Caller ID in Idealpos
The Caller ID Module allows you to instantly add a customer to the sale, or add new
customers details on the fly to your customer database, based on incoming
telephone calls.
You will require CID in your registration details for all terminals using this module.
Your designated telephone line will need Caller ID enabled and you will also require a
compatible Caller ID Modem. The Caller ID Module supports a single telephone line
per POS Terminal.
Settings
User Registration
Ensure that your registration includes the CID prefix in the Options Field.
Yes/No Options
Caller ID will not work if the Home Screen is enabled. You will need to ensure the
home screen has been disabled for all terminals using the Caller ID module.
Go to Setup > Yes/No Options > Home Screen > Allow Home Screen.
To configure the modem settings, go to Setup > POS Terminals > Modify the
designated terminal > Other Peripherals > Caller ID Modem.
Select the modem type from the drop down and the specific COM Port the modem is
connected to. Currently the NetComm Roadster AM5698 and AM5067 are the only
modems tested and listed in the Modem Types. Idealpos will set the default values
for Settings and Initialization String.
It is possible to select Custom from the drop down menu, and you will be required to
set the Initialization String, COM Port and Settings for your modem.
Using Caller ID
When a Customer calls the details of the call will display on a small window that
appears on the bottom right corner of the POS Screen.
If the customer is not known to the database it will display Unknown Customer, you
can press Search to be taken to the Customer Search screen or dismiss the caller ID.
When you press Search you can add the Customer to your database, and the next
time they call, their name will be displayed on the screen. A new window will open
allowing you to select New Customer to add the Customer to your database. If you
wish, you are able to search through the Customer database, as they may be using a
different number.
Add the Customer Details to your database, filling in as many fields as you wish.
Each customer added to the database will require the Phone Number and a Last
Name as a minimum to allow saving.
Once you have added all the details press OK and their details will be added to the
database and be attached to the sale. The next time they call their name will be
displayed.
If the Customer is known to your database, when you accept their call their Name
will be displayed in the window of the call.
Cash Dispenser
Talaris NMD Cash Dispenser
The Notes and Media Dispenser NMD 50 provides a single denomination platform,
upgradeable to four denominations. It is a tower configuration; friction feed
mechanism offering front delivery of banknotes and other value media. With a small
footprint, the NMD 50 has been specifically developed for the expanding retail and
non-banking sectors and meets the demands for multi-media dispensing such as
tickets, stamps, phone cards and vouchers. No planned maintenance is necessary,
other than occasional cleaning which means that your machine is available for
longer. The NMD 50 contains three advanced features, unique to Talaris technology:
Intelligent Double Detection (IDD) delivering accurate and consistent detection of
doubles even when notes are severely degraded. High Performance Feed (HPF)
providing consistent and durable feeding and reliable handling of notes of all
conditions. Smart Cassette Logic (SCL) offering a fully flexible solution with
tamperproof cassettes which can be uniquely identified and individually replenished.
Setup Dispenser
POS Terminal Settings
Go to Setup > POS Terminals > Modify > Other Peripherals > Talaris NMD Cash
Dispenser.
Use the drop-down button to select the COM Port the device is attached to and save.
When the Cash Dispenser is selected it will only allow Cashout to be done via the
dispenser. Cashout is only available in $20 & $50 denominations. If a transaction is
performed with items, the operator can dispense cash at the end of the sale like a
normal EFTPOS transaction. EFTPOS Cashout button will allow for straight Cash to be
dispensed.
This option only applies to Bixolon SRP275II printer with Chinese Traditional
character firmware.
It will always print Chinese character in Double Width, Double Height by default,
regardless of any options relating to printing size.
You will need to perform this setup for all terminals that you want to use these
characters.
Setup Windows
Go to Start > Control Panel > Region & Language.
A new window will open. Go to Administrative > Language for non-Unicode programs
> Change System Locale.
Change the Current system locale to: Chinese (Traditional, Hong Kong S.A.R.)
Go to Region & Language > Formats > Change the Format to Chinese (Traditional,
Hong Kong S.A.R.) > Press Apply.
Setup Idealpos
POS Terminal Settings
Go to Setup > POS Terminals > Modify > POS Settings > User-Defined Options >
Chinese: 1
Network Printers
Go to Setup > Network Printers > Add > Type: Epson TM-U210B > Connection:
Ethernet > IP Address > Save.
Restart Idealpos.
Stock Items
To be able to print the characters and display them on the screen, you will need to
know what they are. Create a word document that contains the Big5 Chinese
characters for each stock item.
Go to File > Stock Control > Stock Items > Modify > Advanced > Description 2 >
Copy the Big5 Chinese characters from a Word document and paste it in Description
2.
Yes/No Options
Go to Setup > Yes/No Options > Receipt/Kitchen > Print Description1 and 2 on
Receipts/Kitchen Printers.
Go to Setup > POS Screen > POS Screen Setup > Buttons > Modify > Copy and
Paste the Big5 Chinese characters into the Button Caption field > Save.
Clerks
Clerks in Idealpos
Clerks are used to attribute sales to when using the POS Screen. Regardless of the
setup of the business, there must be at least one clerk in the database before a sale
can be made. Information relating to clerks which are also Employees can be found
in the Employee Time Clock chapter of the User Guide.
Clerk Setup
Clerks can be added and modified at any time, but they cannot be deleted. If a clerk
would be able to be deleted, all sales related to the clerk would also be deleted.
There are four different areas used with Clerks which are the Top Section, Contact
Details, Permissions and Employee Details.
Top Section
The top section is where you enter the most important information that relates to the
Clerk. There are three fields in this area which are Code, Name and Login Code.
Code
Name
This is where the clerks name is entered to assign them to the code.
This field will display on the Receipt/Kitchen Printers and the Customer
Display screens.
Login Code
This is the code the clerk uses to log into the POS Screen. The
code can be anything up to 16 digits and be alphanumeric. Generally it
is recommended that between two and four numerical digits are used.
Alpha characters are generally used when using clerk readers and
wrist bands, which will provide the code to the field.
Contact Details
The Contact Details section will include the basics for contacting the clerk, including
Name, Address, Phone, D.O.B and other fields. There are also some other important
fields included on this tab which are Use POS, Use Drawer 2, Default Price Level,
Commission, User Link and Discontinue.
Use POS
This field can contain a range of POS Terminal number that this
clerk is able to use. Enter the range using commas and dashes
where required, E.g. 1-4, 6, 9.
Use Drawer 2
This checkbox signifies that the clerk will only be able to use
the second drawer connected to the terminal. The second
drawer will need to be configured in POS Terminal Settings.
User Link
Use the drop down box to link the clerk to a User that has been
set up to use specific clerk permissions. This enables you to set
up groups of clerks to use the permissions instead of having to
select each clerks permissions individually. When a User other
than Admin is selected, the Permissions tab will become greyed
out and unable to be modified. User Link permissions will
override any Admin permissions already configured on the
clerk.
Discontinue
Location
Permissions
This tab is only able to be accessed when Admin is the selected User Link. It allows
you to toggle permissions to individual Admin clerks.
Tips Out > PO 4 This allows clerks to use the PAID OUT Functions.
No Sale, 2, 3, 4
Void
This allows the clerk to void items that have been entered
mistakenly. It is not a Void Mode function.
Refund
%+ Item
Item Discounts
%+ Subtotal
Subtotal Discounts
Amt Override
Replay Transaction
This allows for the clerk to replay a transaction from the
Admin page or Journal Enquiry.
Price 1-12
Acc/LB Payment This allows the clerk to make Payments to Laybys and
Accounts.
Acc/LB Credit
Acc/LB Adjust
LB Cancel
Redeem Points
This allows for the clerk to redeem points during a sale for
customers.
Tax Invoice
This allows the clerk to print a Tax Invoice for the customer.
Pending Sale
Show Account Details This allows the clerk to view the Customer Account
details.
End of Shift
TAB 1-9
Restaurant:
Pay
Transfer
Bill
Delete
This allows the clerk to delete items from the table before it is
paid.
Finish
For more control over what Clerks can be permitted to do, please read the Users
User Guide for more information.
Employee Details
The Employee Details tab is used when you want your clerks to also be employees.
Employees have to be clerks, but you can use permissions to lock them out of
performing any sales. This can be used for staff who need their hours recorded but
dont need to use the POS.
Prompt
This field allows for a prompt to display each time the clerk logs
on/off or take breaks.
Settings
POS Screen Buttons
One or many Clerk buttons can be added to the POS Screen to allow for Clerks to
log on to a sale. Go to Setup > POS Screen > POS Screen Setup > Layouts >
Buttons.
Select the Clerk function from the list. If you want you can create a button for each
Clerk using the drop down box, or leave it blank to allow all clerks to use it.
Select the Employee Log function from the list to allow employees to log on/off and
take breaks.
Global Options
Minimalist settings can be configured for clerks in Global Options. Go to Setup >
Global Options.
General Tab
Clerk Timeout This field can be used to automatically log the clerk off the terminal
after a certain amount of seconds has passed.
Miscellaneous Tab
Magstripe Settings > Clerks Select which track the clerk details have been
programmed onto the magnetic card.
Restaurant Tab
Clerk Reset Time This field will log the clerk out of the Table Map after a certain
amount of seconds.
Compulsory Clerk
Selecting this option will require that each time a Clerk starts a new sale, they will
need to log on before they can select any items. This ensures that the clerks are
recorded against each sale and enable better recording.
Mask Clerk
Selecting this function will hide the Clerk logon code as *s. It is important to
remember that if using Overlapping Clerks, this feature will not work as POS is not
aware of what number is a Clerk Code, and what a Quantity or Stock Item Code is
when the numbers are being entered.
Overlapping Clerks
This function is best used when using swipe cards or RFIDs, as they will work
quicker and no one will be able to see the Clerk Code being entered. This function
works by holding a sale from one clerk behind the sale of another clerk who logged
on before the original clerk finished theirs. Very useful in a bar environment or when
multiple clerks are using the one POS terminal. The original sale will be displayed
once the clerk for that sale logs back in.
Using Clerks
Clerks are simple to use depending on the settings that you have implemented.
This report will detail each clerk and the functions that have been used. It gives you
quick access to advanced function details like Voids and No Sales.
Clerk Sales
Go to Reports > Sales > Clerk Sales.
Clipp Interface
Clipp Bar Tab Interface
Clipp allows you to open and pay for a bar tab, all without the need to line up and
talk to the operator. Simply open a bar tab on your phone using the mobile app,
show that code to the bartender, and your purchases will be added to your bar tab.
You can then pay the bar tab off through the mobile app and leave, without the need
to go back to the POS terminal.
Idealpos includes the Stock Items Department and Sales Category data when
sending the data back to Clipp. This will enable businesses using Clipp to allow
targeted promotions on these products through their online interface.
Double-click the installation file for the Clipp POS Terminal Adapter. Press Next to
proceed.
Select the location for the installation. Unless you run a custom system, leave this
setting as default. Press Next to continue.
Before the installer can finish, you must enter the Terminal Identifier and Terminal
Password, provided to you by Clipp.
If everything is working correctly, you should see Test Completed. Press OK and then
Save.
Functions
Tender
Go to Setup > Functions > Select a spare Tender > Change Description to Clipp >
change any other additional settings.
Global Options
Clipp Interface
Go to Setup > Global Options > Interfaces > Clipp Interface.
Clipp Tender -
POS Master # Enter the POS Terminal Number that the Clipp POS Terminal
Adapter was installed on.
Clipp Tips In TIPS IN.
Select the Received on Account function you use for tips. E.g.
POSServer
Go to Setup > Global Options > Miscellaneous > POSServer > Ensure the POSServer
is configured for the same terminal the Clipp POS Terminal Adapter has been
installed on.
Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > select a
blank button > Clipp Tabs.
If there are no Clipp Tabs open, pressing the button will result in a message.
Clipp Tender
It is a good idea to create a Clipp Tender Button to allow you to quickly select Clipp,
rather than pressing Enter > Clipp. This is the button to use to add items the
customer would like to their tab.
Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > select a
blank button > Tender > Clipp (drop-down).
POSServer
You need to ensure the Clipp interface has been selected in the POSServer.
Go to POSServer > Options > Interface Options > Select Enable Clipp Interface.
Setup Clipp
To be able to use Clipp in any venue, download it for your device. Please download
the iPhone, Android or Blackberry app to view participating venues.
Our guide is written using a Samsung Galaxy S4, so may appear a little bit different
on other devices.
At this stage it is a good idea to register with Clipp before proceeding. Press the
person icon (bottom right) to enter the Log In screen. If you have an account you
can log in, or press Register to create an account.
Step 3 requires you to take a photo of yourself to identify with the bar tab. If people
find your phone, they cannot use your tab without you there to open it. You cannot
make any changes to the image unless you know the password for the account.
Once you have registered, you can link a credit card to your account, which will be
used for purchases. You dont need to do this now, but you will do before making any
purchases.
Select a tab limit from the values provided. You can add a card at this point, or use
one you have already configured. When you have chosen your card select Open my
tab.
Enter your PIN and the tab number will be displayed on screen. Show this to the
staff at the venue to allocate purchases.
On the POS Screen, enter the items the customer wants to buy and press Clipp
Tender.
The Bar Tab screen will open, showing all open tabs. This screen will show a
maximum of 15 open tabs at any one time in numerical order, but there can be
many more open than that. You can press Search Tabs to find the tab number if it
is not displayed on screen.
Once you have selected the Bar Tab, confirm it by pressing Yes.
The sale will finalize on the POS Screen and the customers device will be updated.
Open the tab on your device. Here you can allocate a tip for the staff, or you can top
your tab up to another value, allowing you to spend more.
Closing your tab is as simple as opening the app, selecting your tab, and pressing
the Close my tab button. The tab total will be displayed on screen, select Pay and
Close my tab. The venue can close tabs at any time through Idealpos.
Once you have been advised the tab has closed you can rate and leave a review for
the venue. Any points earned for the transaction will be displayed on screen. Your
rating and review will instantly be updated on the venues page.
The Clipp Tab screen will open, showing all open tabs. This screen will show a
maximum of 15 open tabs at any one time in numerical order. You can press Search
Tabs to find the tab number if it is not displayed on screen.
Select the tab you want to view by pressing it. It will show the limit of the tab, and
how much money has is left on the tab.
This selection will allow you to see all Clipp transactions, and by entering the tab
number in the accompanying field, you can drill into a single tab to see all
transactions just for that tab.
Communications
Communication and Connection Details
Idealpos can be configured in multiple configurations to allow data to be blocked or
passed through depending on the needs of the business and network requirements.
There are many different reasons that data would need to be blocked or allowed to
go through, and there are multiple configurations that can take place. If data is
blocked, it will not go through. It is important to fully understand the type of
communication you want to use and for what purpose before setting this up.
Idealpos communicates with each terminal on a Peer To Peer basis, and will then use
the permissions and controls configured to determine which data is sent or blocked.
Default Connection
When Idealpos is set up as default with no filtering, proxy or visibility configurations,
each terminal will receive any database transaction from all other terminals on the
network. This type of connection is able to be used on any number of terminals from
two or more.
When using filtering you have the choice of blocking all data, or you can select which
packet types are able to be sent to other terminals. Occasionally this is required if
utilising Gift Vouchers or Customer Loyalty to ensure that all terminals are aware of
when these types of data packets are needed. The Terminals all still connect to each
other, BUT they don't send the filtered data to each other. Standard network traffic
continues to flow.
POS 2 & 3
Receives/Sends all data to and from each other and POS 1 only.
POS 4 & 5
Receives/Sends all data to and from each other and POS 1 only.
POS 2 & 3 Receives/Sends all data to and from each other and POS 1 only. This
sends Customer Data to all Terminals.
POS 4 & 5 Receives/Sends all data to and from each other and POS 1 only. This
sends Customer Data to all Terminals.
Packet Delivery
Packet Delivery within Idealpos uses multiple processes to ensure that each terminal
is kept up to date. Below is a basic diagram explaining the journey that a data
packet makes from one terminal to another.
When setting up a network it is best to try and have all cables run to a central point,
where they can then be connected and diverted. Although terminals may be on the
same network as computers that access the internet, each terminal can be
configured to not be online. When connecting terminals to the internet (highly
recommended for remote support purposes) it is important to have some form of
firewall protection.
Configure Windows
On the PC you have installed the integration system you will need to create a folder
for the exports.
Name the folder IdealposExport. This is the folder where the export will be placed
for the Impact Data to read it.
Configure Idealpos
In Idealpos go to Setup > POS Terminals > Modify > Other > Automatic Daily
Export. Idealpos must be running for the export to take place.
Export Data
Select Standard Stock Item Sales from the drop down list.
Export to Folder
Navigate to the IdealposExport folder you created in the previous step.
Sales From
Unless you are setting the system up on multiple terminals, it is a good idea to select
All POS Terminals.
Coupon Promotions
Coupon Promotions in Idealpos
The Coupon Promotions feature is similar to normal Promotions where an automatic
discount is applied once trip conditions are met; however, instead of discounting the
current sale, a coupon is printed at the end of the sale and can be used to provide a
discount for a future sale. It is also possible to link a coupon from an external source
to apply the coupon within your store.
The following examples demonstrate how the Coupons Promotions feature can be
used:
To create multiple Coupon Promotions, with the ability for a sale to produce
multiple coupons.
To choose Print Only or Serialized Tracking coupons.
To select simple or advanced printing options with the ability to print to
specific network printers or a local receipt printer.
To allow Serialized Coupons to be tracked in the Idealpos Database and
recorded when printed and redeemed. Serialized Tracking Coupons cannot be
redeemed more than once.
To redeem a Print Only Coupon. You can type in the coupon promo code
number to apply the discount within the sale.
To redeem a Serialized Tracking Coupon. You can either scan the barcode or
manually type in the coupon serial number to apply the discount within the
sale.
To have multiple text lines on the coupon with the option to choose large text
and centered.
To print one or more Graphical Logos stored within the receipt printer.
To set a coupon validity date or number of days before expiry.
To print a coupon report on coupons that are outstanding and coupons that
have been redeemed
The receipt printer must be an Idealpos Network Printer for coupons to print. For
more information on configuring an Idealpos Network Printer, please read the
Network Printers User Guide.
Promotion Groups
Promotion Groups are used to sort similar promotions and will filter the promotions
screen when making a selection. Coupon Promotions share the same Promotion
Groups as Standard Promotions and Customer Reward Promotions.
To create a Promotion Group go to File > Sales > Promotions > Promotion Groups.
Click on Add and enter the description of the Promotion Group. Enter a Customer
Daily Limit (per customer, per day) if you wish to restrict the number of Coupon
Promotions for Customer based transactions.
The default path for the Idealpos LK-T23 Series Printer on Windows 32bit platform
is:
C:\Program Files\LUKHAN\LogoSetup 2.20\NVUpload.exe
The default path for the Idealpos LK-T23 Series Printer on Windows 64bit platform
is:
C:\Program Files (x86)\LUKHAN\LogoSetup 2.20\NVUpload.exe
You can also access the Logo Utility through the Utilities menu in the Back Office.
Once selected it will open the Logo Utility you have selected.
A logo must be saved a Bitmap file (.bmp) to be used by the Logo Utility. We
recommend using a logo that is 499 pixels wide for best results on thermal printers
using an 80 x 80 roll. Best results are achieved by using only black and white logos
for uploading.
There are 3 different sections within the logo utility which are Bitmap Selection,
Preview and Logo Upload & PrintOut.
Bitmap Selection
This section is used to add the logos you want to upload to the printer. Press the
Open File button to navigate to the location of your logos. The number that is
assigned to each logo corresponds to the Logo # you select within Idealpos. At the
bottom of the window the total number of logos and logo size total will be displayed.
Preview
This section is used to display the logo in its original format, and how it will look
when it is printed. There is no need to change any details on this page if you have
created the file you want properly.
Device Name
Thermal, Dot
Port
COM, TCP/IP, and USB (If using COM you will need to know the printer
settings. If using TCP/IP you will need to know the IP Address of the printer).
Upload
the printer.
Press this button when you are ready to upload the logo/s to
Go to File > Sales > Promotions > Coupons > Add/Modify > Coupon Design > Text
Field: Filename including file extension > Logo #: Enter 99.
If you wanted to issue random coupons for each sale, this can be done using
Wildcards.
If you would like to print a random graphic using the Dynamic Image Printing, you
can do this. In the logo field simply enter an asterix (*).
If you wanted to group various logo items to different sections, you can create
custom folders for each. Call it something distinguishable like Coupons for
example.
Yes/No Options
Go to Setup > Yes/No Options > Receipt.
The Coupon Promotions window will open, which displays any current or expired
promotions. From this window you can Copy, Delete, Add or Modify Promotions.
Copy Promotions
If you have a promotion that you want to use again, or that is similar to one you
would like to run, you can copy one and change the details you require. This is a
great way to add new promotions and change only minimal details without affecting
any old or current promotions.
Highlight the promotion you wish to copy and press the Copy button.
The copied promotion will automatically open so you can make any changes
necessary. The description will display *COPY* in front of the original description so
you can identify it.
Edit the promotion and when you exit, if you have changed any details, you will be
asked to Save or Cancel.
Delete Promotions
You cannot delete promotions that have outstanding coupons still linked to them.
New promotions or promotions where all coupons have been redeemed are able to
be deleted.
Highlight the promotion in the list and press Delete, you will need to confirm the
deletion. The promotion will instantly be removed from the list.
If you attempt to delete a promotion with coupons remaining, a message will display.
Add/Modify Promotions
The main difference between adding and modifying a promotion is that modifying
promotions will already include details, whereas adding promotions will require all
new details to be added.
When you add a new promotion, the window will be titled Add new coupon
promotion.
When you modify a promotion the window will be titled Coupon promotion #.
Promotion
Click on the Promotion tab.
Enter a Description and select which Promotion Group it will be linked to.
Tripping Options
This section is used to select which customers will receive the coupons.
POS
Select the range of POS Terminals that will issue coupons. If this field is left blank it
will apply to all POS Terminals.
Customer Type
Select the range of Customer Types that will receive coupons. If this field is left
blank it will apply to all Customers.
Multiple Trips
Select this option if multiple trips of the promotion will trigger multiple coupons. This
option is not available when using the Discount Type $ Discount off Total.
Continuous
This setting will issue coupons for the entire period of the date range.
Discount Type
This section allows you to select from nine different discount types. You will also
have the option of entering in a $, % or Stock Item code depending on the discount
type selected. Other fields that display are Maximum Quantity and One Item Only.
Discount Type
Value Field
Other Field
$ amount
% amount
$ amount
% amount
$ amount
$ amount
% amount
$ amount
Maximum Quantity
When using the $ Discount Each Item, an option can be selected to Calculate
Discount Amount from Triggering Transaction. This option can only be selected
when using Serialized Tracking and will affect a transaction based upon the original
transaction items.
Trip by Quantity
Once the number of items you have selected has been reached within the sale the
promotion will be triggered.
Trip by Amount
Once the dollar value of the items you have selected has been reached within the
sale the promotion will be triggered.
Stock Items can be added to promotions in a multi-select feature. When you press
the Stock item button you will be taken to the Stock Item list, where you can select
multiple stock items before pressing OK.
To select multiple items you will need to use the Ctrl key to select items one at a
time, or you can select a range using the Shift key.
Once items have been added to the promotion the Delete and Promotion Link
Enquiry buttons are able to be used on highlighted items.
The Delete button will remove the highlighted line from the list, there is no
confirmation. Highlight the first item in the list you want to delete and hold down the
Shift button while you select the last item in the range you want to remove. You
can only remove items consecutively from the list.
The Promotion Link Enquiry button will display all the other promotions the selected
item is used in.
An example of how this is used would be to have a promotion to Buy 1 Coffee AND 1
Muffin to get a 10% Discount on your next Coffee & Muffin purchase. The first trip
condition would be the coffee, and the second would be the muffin. If you buy a
coffee or a muffin singularly, it wont trip the promotion.
Coupon Options
This section is used to specify what powers the coupon has when it is redeemed.
Coupon Type
You must choose between Serialized Tracking or Print Only.
Serialized
Serialized Coupons are tracked in the Idealpos Database and are recorded when
printed and redeemed. Serialized Tracking Coupons cannot be redeemed more than
once.
Print Only
The Print Only Coupon will print a coupon once the Coupon Promotion is tripped, but
will not be tracked in the Idealpos Database.
Redeem Options
This section allows you to set the POS Terminals that can redeem coupons, the date
range or the numbers of days from the print date before the coupons expire.
Redeem at POS
Select the range of POS Terminals that will issue coupons. If this field is left blank it
will apply to all POS Terminals.
OR
Apply Discount to
This section can be used to add the Departments or Stock Items that are able to be
redeemed using the coupon.
All Items
This allows the coupon to be redeemed on any items that are purchased.
Add Line
This button is used to add a new line that can be used for adding text or a logo to
the coupon.
Delete Line
This will delete the highlighted line from the coupon.
Logo Utility
This button will open the Logo Utility you specified in Global Options to send logos to
the printer.
Test Print
This button will print a test coupon to the default receipt printer. The receipt printer
must be an Idealpos Network Printer for coupons to print.
Coupon Text
This field is where the coupons will be created. You can enter as many lines as you
require and link as many logos as you want.
Printing Method
There are two methods available to print coupons which are Simple or Advanced.
The receipt printer must be an Idealpos Network Printer for coupons to print.
Simple
The Simple Printing method is set by default and works by printing the coupon on each local POS receipt
printer. This would be the most common method assuming each POS terminal had its own receipt printer.
At the end of the transaction you would give the customer the printed coupon.
Advanced
The Advanced Method allows the user to set a specific printer for each POS terminal. This option might be
used where not all the POS terminals have their own receipt printer, therefore allowing the user to specify
which printer the coupons are printed at.
To configure the printer settings, simply click and drag the printer name down to each POS terminal in the
grid below. You can specify up to 3 printers for the coupon to print to for any one POS terminal.
Advanced
External Coupon Linking
This functionality has been added to allow you accept coupons that have been issued
against certain promotions. An example of this would be using the barcode at the
bottom of a receipt to offer a 4c/Litre discount on fuel.
Go to File > Sales > Promotions > Coupon Promotions > Add/Modify > Advanced >
External Coupon Linking.
Once you have created the parameters you require for the coupons (dates, items
etc.) this coupon will be activated when the scan code is scanned during a sale.
Create a promotion including all the items you are wanting to give away.
Exit > Save > create any more coupon promotions you wish to offer.
Customers
To trigger the customers ability to redeem their birthday coupons, they will need
their birth date added to the database.
Go to File > Customers > Customers > Miscellaneous > Birth Date > Enter their
birth date in DD/MM/YYYY format. If only the DD/MM fields are entered, Idealpos will
enter the current YYYY digits.
Go to Setup > POS Screen Setup > POS Screen > Layouts > Buttons > Select a
blank button > Function: Birthday Coupons.
Press the Birthday Coupons button. If the customer has no birthday coupons
available, the screen will be blank.
When there are birthday coupons available, they will show as Available. Redeemed
coupons will show the details of the redemption. Select the coupon the customer
wants and press Redeem Selected Coupon.
Ring up the item at any stage of the sale and it will be discounted from the total.
The details will be recorded in the Journal History and that coupon will now show as
redeemed.
Message Screens
If you press the Birthday Coupons button without logging a customer to the sale, you
will receive this message.
If the customer added to the sale does not have a birth date recorded against their
account in the database, you will receive this message.
If the customers birthday is not within the month, you will receive the following
message.
Enter a sale as normal including items that will trigger the issuing of a coupon.
Finalize the sale. If you have tripped a coupon promotion, you will not see any
changes on screen. However, a Coupon will be printed to the receipt printer, even if
the receipt on/off function is set to off.
Redeem a Coupon
There are two ways to redeem a coupon. Enter the Coupon Code from the Print Only
coupon, or Scan the Barcode on the Serialized Coupon.
This report will detail the coupons that have been activated.
Idealpos will keep a record of the customer sales and allow the operator to check if
the customer is entitled to any rewards. If the customer has earned a reward and
they purchase one of these items, Idealpos will alert the operator that the customer
can redeem their reward instead of paying the normal price.
The screen shot above shows the details of a particular reward. In this case, the
Coffee Buy 10 Get 1 Free Reward. The customer will have to purchase 10 of any type
of coffee or tea, in which they can then choose 1 coffee or tea as their reward.
Reward Settings
POS Screen Setup
It is a good idea to create a Rewards Enquiry button as this will allow you to view
and inform your customers of how many rewards they have available, or how many
items they must purchase before they can redeem a reward.
Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Rewards
Enquiry Function.
Yes/No Options
This option will show the progress of all rewards on the customers receipt. The
information will not show when a reward is able to be redeemed, as this will be
displayed on screen automatically when the reward is available.
When a sale is performed and the receipt is printed, or a duplicate print straight
away, the rewards progress will be displayed. If you re-print the receipt through
Journal Enquiry, the rewards details will not be included. Any progress on rewards
will print on the bottom of the receipt.
Go to Setup > Yes/No Options > Customers > Show Rewards Progress on Receipt.
Click on Add button, located at the bottom right hand side of the customer reward
promotion screen.
Add
Modify
Delete
Copy
Allows you to copy a selected promotion, which will save you
having to enter all the details again.
In this screen, all customer reward promotions can be displayed or you can filter
them by promotion group. Unlike normal Promotions, Customer Reward Promotions
do not have a priority and will be applied regardless of which order they are in.
POS Range
To enable the customer reward promotion for all POS terminals, leave this field
blank. Otherwise, set a range (I.E 1-3 for POS 1, 2 & 3) or enter a combination of
ranges and POS Numbers (I.E 1,4,7-9 for POS 1,4,7, 8 and 9).
Customer Type
To enable the customer reward promotion for all Customer Types, leave this field
blank. Otherwise enter the customer type number in this field (in the same fashion
as you would with the POS range).
Stock Items can be added to promotions in a multi-select feature. When you press
the Stock item button you will be taken to the Stock Item list, where you can select
multiple stock items before pressing OK.
To select multiple items you will need to use the Ctrl key to select items one at a
time, or you can select a range using the Shift key.
Once items have been added to the promotion the Delete and Promotion Link
Enquiry buttons are able to be used on highlighted items.
The Delete button will remove the highlighted line from the list, there is no
confirmation. Highlight the first item in the list you want to delete and hold down the
Shift button while you select the last item in the range you want to remove. You
can only remove items consecutively from the list.
The Promotion Link Enquiry button will display all the other promotions the selected
item is used in.
Discount Type
Select the discount type for the rewarded item. For a Buy X Get 1 Free reward, set
the discount type to a 100 % discount.
Set a date range if you want Idealpos to search between date ranges of historical
data OR set a number of days to search through. For example, you many only wish
to offer the reward if your customers have purchased 10 of the reward items in the
past 365 days.
There are two different Rewards Enquiry screens, depending on whether a reward is
available or not.
If you press the Rewards Enquiry button now, this screen will show that you are
entitled to a reward.
The details in the top left hand box shows the tripped promotions details including
the name of the promotion and the number of rewards the customer has earned.
The bottom left hand box will show the rewards progress of customer reward
promotions that have not yet been tripped.
The box on the right hand side shows which items OR departments that can be sold
as rewards. If it shows the department, then any items within this department can
be sold as a reward.
When you press Enter to finalize the sale, the following screen will appear:
Idealpos has detected that that one or more items in the sale are entitled to be sold
as a reward.
Press Redeem to use the reward towards this purchase. The customer reward
promotion will apply the discount to the item.
Instruction Items
A lot of coffee drinkers will drink their coffee the same way each time. If a customer
orders a soy latte each time, it is only fair they should get a soy latte for free,
including the extra soy cost.
If instruction items are sold with the reward item, and the instruction item has a sell
price, these items will be considered part of the reward and will also be discounted.
You can access this feature by going to File > Sales > Promotions > Customer Type
Incentives.
Only one Customer Type Incentive is able to be used at any one time.
Settings
Customer Types
Before going ahead and adding the details of the Customer Type Incentives, you will
need to create and decide on the different Customer Types you want to have, and
the details that will apply to each.
Add or Modify Customer Types to match the incentives you want to apply to your
customers. In our example, we have added Bronze, Silver, Gold, Platinum and Life.
Although we have other Customer Types within the database we have decided that
we wont be offering incentives to these Customer Types at this stage.
0% Discount
Silver
5% Discount
Gold
10% Discount
Platinum
Life
Yes/No Options
Many of the options of the Customer tab may apply to the setup you want to use.
One that must be included if you want to use the Receipt message is to Force
Receipt on all Customer Transactions.
Incentive Programming
Selection Range
The selection Range area allows you to set the parameters of the Incentives.
Start
Select a date that the Incentives will be recorded from. If this date is in the future,
the incentives will take place beginning on that date. If you set the period for a time
in the past, Idealpos will not post-date any previous transactions.
Duration
This is the period of time allocated to the Customers to achieve the next level. Enter
a figure and decide if it is to be in Days or Months. The Duration is the period in
which the Customers have to purchase items to the value of the next threshold.
There is an option that can be selected that if a customer has not made the next
level within the period of time, they will be relegated to the previous Customer Type
level.
POS
Select the POS Range that will allow the Customers to earn value against the
Incentive. If you want all terminals included in the Incentive, you can leave this field
blank. Enter the range as 1, 2, 4-6, 8, which will inhibit the terminals 3 & 5 from
participating (in our example).
Customer Type
Select the Customer Types that will be able to participate in the Incentive. If you
want Customers to reach a certain level, which will then be permanent, do not
include that level within the range. We have selected the range of Customer Types to
only be from type 8 11. Our Life member type is excluded from the range and will
therefore be permanent to Customers who reach this level.
You cannot have more than one threshold with the same Spend Amount required.
You cannot have a threshold for a higher Customer Type that requires a less Spend
Amount.
Enter the Dollar ($) value that must be spent before the Customer will achieve that
level.
Options
There are three options that can affect the way that the Customer Type Incentives
will perform.
If this option is not selected, Customers will retain the level they have so far
achieved, but their spend totals will be reset to $0.00, to which they can again
attempt to achieve a higher level.
Receipt Messages
There are two different types of messages that you are able to program that will be
printed to the default receipt printer when specific conditions have been met. There
is also a drop down box containing the Receipt String Formulas that can be added to
the receipt messages to display specific information relating to the Customer
Incentive.
It is important to note that the messages you program will only be available for
printing on the original receipt.
Receipt Message
This section is where you enter the message that you want the customer to see on
their receipt for each purchase.
For example, the Tenders that we have deselected are the Points, Account, Gift
Voucher and Credit Note tenders. The reason for this is that the Customer will use
one of the other Tenders to purchase goods after initially using these tenders in a
previous transaction.
Start a sale and add a Customer to it. You can add Customers on the fly, just be sure
to allocate them a Customer Type that is the first Type used in the Customer Type
Incentives.
Enter the items the Customer wishes to purchase and proceed to the tender screen.
If they have reached a new threshold and you have selected receipts to be printed
and messages to display on screen, this will take place once the sale has been
finalized.
Customers
Customers in Idealpos
Customers can be added to the POS database for a variety of functions. They must
be created if you are using them for Accounts, Bar Tabs, Loyalty, Rewards, Laybys,
Membership and Reservations. Each Customer Type functions in a different way and
not all Customer types can be used for each type of sale.
Customers can also be used when using Promotions, Gift Vouchers, Credit Notes and
Pending Sales, but are not required.
Customer Types and Customers can all be accessed by going to File > Customers.
Customer Types
Customer Types are used to group Customers of similar functions together. Some
types can be used for multiple functions, whereas other can only be used for that
specific purpose. At least 1 Customer Type must be created before Customers can be
added to the database.
Go to File > Customers > Customer Types. A new window will open allowing you to
Add, Modify or Delete.
You can make additional selections to use for each Customer Type:
Use Points System
to Customers
Auto % Discount
Auto Populate Tender Spend Limit Credit (1,2) - You can auto-populate the Tender
Spend Limits located in Global Options based on the Customer Type. This function
will ONLY apply to Integrated Gaming and StarrServer customers.
If you want to delete a Customer Type, you will need to unlink all Customers from
that Customer Type. You will be presented with a confirmation window. You are also
unable to delete Customer Type 1.
If you have Customers still linked to a Customer Type that you are trying to delete,
POS will not allow it.
Add Customers
Customers can be added to Idealpos in three ways:
1. Importing from a .txt or .csv format file.
2. Manually added from the Back Office.
3. Added on the fly from the POS Screen.
When adding customers to Idealpos, the only data that is required is a Code, Last
Name and link to a Customer Type. All other data is able to be added at a later date.
If you are using the customer database for loyalty, you will want to fill in as many
fields as possible.
Importing Customers
Importing Customers from a file is a fast way to add a bulk amount of customers to
a database.
It is possible to import Customers in two different methods, through the Import Data
function, or the Automatic Customer Import function.
Import Data
Go to Utilities > Import Data > Customers.
Below is an example of a .csv file used to import Customers. As you can see, not
every field that can be imported is utilised. More information on importing customers
can be found in the Import Data User Guide.
Enter as many customers as you would like. Each time you press Enter on the
keyboard the Customer will be saved and the next available consecutive code will be
added automatically.
If you add a new customer to the database on a specific number, for example 1001,
but you do not have customer records for 1-1000, Idealpos will always reset the next
customer added to be 1002.
It is far easier to gather as much information regarding Customers while you are
adding them at this stage then to return and continue modifying them. It is also
dependent on what information you want to gather about your Customers. There are
up to 60 different fields of information you can collect about your customers.
If not using Fast Customer Searching, when pressing this button you will be taken to
the Customer List. From here you can press Add and the screen will display the same
as adding a Customer through the Back Office.
If you are using Fast Customer Searching, the screen will be a simple entry screen.
Select New Customer which will add a new customer to the database.
A new window will open where you enter the details of the Customer. The details
that you can add when using Fast Customer Searching is limited minimal fields. Later
editing through the Back Office on any Customer can be done.
Enter all your details into the fields that you want to use and press OK. The Code
field will not be present and will be applied automatically to the next available
consecutive number.
Using this method will automatically add the Customer to the current sale. Any
discounts or price levels associated with the Customer Type the new Customer is
linked to will also be applied.
Modify Customers
Customers can be modified in three different ways, which are importing over the top
of the existing data, from the back office or through the POS Screen.
Importing Customers over the top of existing details will not change the Code field,
but will change all other information relating to your customer database. Modifying
customers in this way may be irreversible and is not recommended.
Sometimes it is not possible to modify a Customer if they are using any of the
Account settings and have outstanding balances
Start typing a name > Buttons will start to appear that much your selection > Press
the button for the Customer that you want to select.
The screen will change where you can modify a select amount of fields related to the
Customer.
This will toggle the Customer Details to display in the bottom right half of the screen.
Select Modify > the full Customer details window will open, where you can edit all
fields that apply to the Customer.
Delete Customers
Customers can only be deleted from the Back Office. All Customers that are deleted
will be removed from the database completely, and any transactions that have been
linked to them will also be deleted. Customers can be deleted from within the
Customer List or Clear Data functions.
Customer List
The Customer List allows you to delete customers one at a time.
You will be warned about the deletion each time you select a customer.
When customers have been deleted the details will be recorded to the Activity Log.
Go to Enquiry > Activity Log > > Function = File Programming > Select.
Customers and sales that have been deleted will not re-link if the code that was
originally deleted is added back into the database.
Customer Fields
There are many fields that are able to be used with Customers. Not all fields will be
needed for each customer and most are purely preference if you want to use them.
General Tab
Code* This is a unique number that differentiates each customer in the database.
Last Name* This field requires the Surname of the Customer.
Given Names These fields are for the first and second names of the Customer.
Title Use the drop down menu to select from Mr., Mrs., Miss or Ms.
Customer Type* Use the drop-down menu to select from the Customer Types
you have created.
Scan Code This unique number enables you to use a scan code or magnetic card
assigned to this customer.
Other Codes This field allows for any other codes that can be used to select this
customer.
Contact Details
These fields are recommended if using customers for loyalty and Accounts.
Phone Home/Business phone number.
Mobile Mobile phone number.
Fax Fax number.
Email Email address.
Sales/Accounting
Auto % Discount The default % discount that the customer is entitled for each
sale they are linked to.
Price Level This is the default price level that the customer uses when they are
linked to a sale.
Bar Tab Select this checkbox to allow the Bar Tab to accumulate sales until
payment is received in total.
Allow Pre-Paid Allows this Bar Tab to have a payment made on it for future
purchases. Only visible when Bar Tab
Account Select this checkbox to allow customers to ring up an Account for future
payments.
Credit Limit Enter a dollar figure that Accounts and Bar Tabs are able to make
purchases up to.
Aging Type Select from the drop-down menu for 30-60-90/Monthly or 7-14-21Day.
Master Account Link the current Customer to a Master Customer Account, which
will make this a Sub-Account.
Miscellaneous
Company The Company that the customer works for or is associated with.
ABN In Australia this stands for Australian Business Number.
Occupation The occupation of the customer.
Next of Kin Emergency or secondary contact person.
Contact No. Contact Number for the Next of Kin.
Birth Date Customers birthday date.
2nd Date Can be used for membership or other anniversary. Heading can be
customized in Global Options.
Password Used within Idealpos if required to verify the Account holder.
Gender Select from the drop-down menu.
Marital Status Select from the drop-down menu.
Mail Out Enables you to flag the customer to receive a newsletter or other
correspondence from you.
Discontinue If selected, customer details will be removed from the main
Customer list to discontinued list.
Room Interface Select this if the Account is used with RoomMaster Interface.
Comments May be used to flag a complaint, dietary requirement or allergy.
Sales Prompt Text entered here will display on the POS Screen when the
customer is added to the sale.
field has been selected.
Advanced Tab
User Defined Fields
Text Field 1-10 These fields can be customized in Global Options to be whatever
you require.
Yes/No Field 1-5 These fields can be customized in Global Options to provide
additional flags.
Photo
Location Enter the location path to a photo that represents the customer. The path
can only be a maximum of 60 characters long. Images will be stretched to fit the
960mm x 690mm image.
When modifying the Customer you can press on the image and a larger version will
be displayed.
Customer Settings
Before being able to use Customers you have to make some decisions as to how they
will perform. Settings for Customers are located in POS Terminals, Global Options,
Yes/No Options, Functions and POS Screen Buttons under the Setup menu.
Any setting that is made for a POS Terminal will affect only the terminal you are
modifying. The settings for Customers are varied and are located on the many tabs
that are used within the POS Terminal Setup. Each terminal will need to be modified
individually before the settings will take place.
Account
This section is used when the Customer places a sale on their account. It may be
used to print an area for the Customer to sign to approve the account purchase.
Redeem Points
This section is used when a Customer pays for items in a sale using the points that
are accumulated against their loyalty program.
Miscellaneous Tab
There are 3 sections within tab that can affect Customers, which are the General,
User Details and StarrSrvr.
General
Points per Dollar are set to how many points your loyalty Customers earn for every
dollar that is purchased on items. Point Redemption Value should be set to the value
Customers receive when buying items using Pay by Points.
Customer Codes From is where you can designate a particular POS Terminal to
allocate Customer Codes when creating new accounts.
User Details
User Details section is where you can add all the relevant details about your
business. This information can be displayed on A4 Invoices, Statements, Laybys and
Pending Sales.
Gaming
Gaming section is used for third-party applications where a membership program is
used to control Customer details and loyalty points. StarrSrvr Customers can be
automatically added to the POS database if they are not yet created.
General Tab
A4 Tax Invoice supports programmable Graphic in footer
This functionality allows you to create a graphic that can be used when printing A4
Tax Invoices. The graphic must measure max 710x192px. The graphic must be
saved in the Pictures folder of the Idealpos 6.0 location.
Go to Setup > Global Options > General > Invoice Footer Graphic.
Miscellaneous Tab
There are 3 sections that can affect Customers on this Tab, which are Financial,
Promotional Tickets and Magstripe Settings.
Financial
Select the Aging Type for Customer Accounts, 30/60/90+ Days or By Month.
Promotional Tickets
Promotional Tickets can be limited to a daily number for Customers and allow to
Show Customer Code.
Magstripe Settings
Magstripe Settings can be selected for Customers to use a specific track that has
been recorded on the card.
Customers Tab
This is the most useful and important section for Customers. It is split into 7
separate areas each performing different tasks. These are A4 Tax Invoice, Layby
Statement, Account Invoice/Activity Statement, Customer Date Function,
Miscellaneous, Laybys and User-Defined Fields.
A4 Tax Invoice
A4 Tax invoice section is where you can enter your information that you want your
Customers to have on their Invoices. Information such as banking details, trading
terms, tax settings, tendering and delivery address are available.
Layby Statement
Layby Statement section is to display the layby terms and conditions or other
information that you would like included when sending statements to Customers.
To configure this option go to Setup > Global Options > Customers > Tender Spend
Limits.
You have to configure three drop down menu selections to trigger the value for each
Tender Limit.
Tender Limit 1/2 - Select the Tenders you want the limit to be used against.
User-Defined Field -
While on the Customer tab, change the description of the User Defined Text field to
the description you want to use.
Go to File > Customers > Add/Modify > Advanced > User-Defined Fields > Enter a
dollar value in the selected field for all required Customers > Save. Each Customer
can have a unique value.
Miscellaneous
Miscellaneous section is where you can set options that will be used infrequently,
usually behind the scenes.
Default Credit Limit Enter the amount of credit new customers get by default.
Pay by Points Tender Select from the drop-down menu.
Default Type Select from the drop-down menu.
Automatic Customer Import Daily Time Enter a time where each day new
customers will be imported
Customer Import Frequency Select a time frame to import new customers.
Laybys
Laybys section is used for defining the Layby terms and conditions that you want to
print out on the Layby receipt.
Text Area Enter the message, terms and conditions you want on the Layby
receipt.
Period Enter the period in days you want to allow laybys to be kept for.
Minimum Deposit Enter the % value of the total sale required for deposit.
Laybys Become Sales Select when the stock that has been placed on layby is
taken from the stock level.
User-Defined Fields
The User-Defined Fields section allows you to create custom fields for marketing and
loyalty purposes. These fields will change when edited in the Customer setup screen.
Gift Vouchers
Gift Voucher section allows you to use the Customer Code instead of creating codes
not relevant to the Customer within the database.
Interfaces Tab
StarrSrvr
Customers who use the StarrSrvr membership can be added to the database of
Idealpos by selecting Add Members to POS, by using their Membership ID or Scan
Code. They can also be linked automatically to a specific Customer Type. More
information on the details of StarrSrvr can be found in the Global Options help files.
Options that directly affect Customers are located on the POS Screen, Restaurant,
Receipt/Kitchen and Customer Tabs.
Function Settings
Go to Setup > Functions > Select a Tender > Modify > Make your selections.
Description
# Of Receipts
Select more than 1 if you require receipts for your
paperwork and for the Customer.
Credit Function
Allow Points per Dollar If you are using Loyalty alongside your Accounts, you
can choose to offer points for sales that are tendered through the Account. Usually
this option is un-ticked for this tender; otherwise the Account holders will gain more
points when paying the account off.
You will need to create an Account Tender to enable the finalizing of Account
Transactions.
Account Tender This is the one option that must be ticked to allow Accounts.
You will need to create a Pay by Points to enable Customers who use the loyalty
program to purchase their sale items with the accumulated points they have earned.
To program buttons to be used with Customers you go to Setup > POS Screen >
Select Layout > Select a button > Select the appropriate function from the list >
Save.
Customer Button
Creating a Customer button will allow to quickly access the Customer List from the
POS Screen to Add, Modify, Delete, Select for a Sale, or make Payments or
Adjustments. The Customer button can be linked to a Customer Type if you wish to
have a separate button for each Customer Type in your database. Enter the
corresponding Customer Type Number is this field to activate it on the button.
Clear Customer
sale.
If the Customer has a photo attached to their account, when you press the CUST
button it will display over some of the details.
Customer Accounts
Customer Accounts are used to record all sales the customer has made and allows
them to be paid at a later date, as opposed to handling them at the time of the sale.
When using Accounts, you can set a default Credit Limit and Automatic % Discount
and an Aging Type to give your account customers a benefit to using this system. If
a Customer is to use the Account system, you must tick the Account box when
adding them to the database.
Go to File > Customers > Customers > Add/Modify > Sales Accounting.
Add the Customer to the sale using one of the provided methods.
When you select your tender, press Account (or the description you gave the
designated Account Tender).
When a sale is performed and there is a password on the account, the Clerk will be
prompted to ask the customer for the Account Password.
Go to Setup > Global Options > Customers > User-Defined Yes/No Fields > Change
one to: Account On Hold.
Go to File > Customers > Customers > Modify > Account On Hold.
When the customer is added to the sale a message will display on screen.
If you attempt to charge the sale to account, the message will display again and
prevent you from charging to account. Any other tender is able to be used.
Master/Sub Accounts
You have the ability for Sub Accounts that can be linked back to a Master Account,
which handles all the processing and payments for all accounts. Basically it works as
each employee can have an account with a business, but they dont make any
payments and all payments and control comes from the Master Account.
Go to File > Customers > Customers > Add > Create a Master Account > Select
Account. You do not have to do anything special to create a Master Account. It is a
good idea to fill in the Company field name.
Credit Limits
The Master Account will control the Credit Limit of all accounts. Sub Accounts cannot
enter their own personal credit limit. If the Master Accounts credit limit is set to
0.00, this will allow an unlimited amount of charges to be made by the Sub
Accounts.
If the Credit Limit on the Master Account has been set to $500, each Sub Account
will share the $500 limit until it is reached. There is no way to limit a value to a
specific Credit Limit to each Sub Account.
Create a Sub Account for each person and link them to the Master Account. There is
no limit to the amount of Customers that can be linked to a Master Account. The
Credit Limit field will not be available when linked to a Master Account.
Go to File > Customers > Customers > Add/Modify > Sales/Accounting > Master
Account.
Sub Accounts cannot access standard customer account buttons on the Customer
screen. All buttons on the POS Screen will be disabled for this account.
Sub Accounts will also be disabled from using buttons that have been programmed
on the POS Screen.
When you run a Customer Statement Report for the Master Account, it will include all
invoices for the Sub Account.
Points
1.
2.
3.
Go to Setup > POS Terminals > Modify the selected terminal > Miscellaneous >
General >Enter the Points per Dollar.
Go to File > Stock Control > Stock Items > Modify the Item you want to give Special
Points > Advanced > Points Settings > Tick Use Special Points > Enter Special
Points > Save.
Go to File > Stock Control Stock Items > Modify the Item you want to change >
Advanced > Points by Price Level > Enter the Points per Price Level you want to
apply > Save.
If for any reason you need to adjust the amount of points a Customer has
accumulated, you can do this by going to Transactions > Customers > Customer
Points Adjustment.
A new window will open. Search for a Customer using the > button or enter the
code in the field. Enter the Adjustment to make, or enter the New Accumulated
Points total and then press Process.
Go to Setup > Functions > Select a Tender > Enter the below details > Save.
Description: Points
Lower Limit: 3.00
Upper Limit: 3.00
Tick: Credit Function
Go to Setup > Global Options > Customers > Miscellaneous > Pay by Points Tender:
No Pay by Points.
Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Select a
blank button > Enter the below details > Save.
Go to File > Stock Control > Stock Items > Yoghurt > Advanced.
Go to File > Stock Control > Stock Items > Yoghurt > Advanced > Points Settings.
Tick: Use Special Points
Value: 1
Go to Setup > POS Terminals > Modify each Terminal > Miscellaneous Tab >
General.
Points per Dollar: 0 (Tutti Frutti only wants 1 point to be accumulated on Yoghurt
purchases over $5)
Point Redemption Value: 0.60
The operator scans the membership card, or manually enters the number. The
customer will be displayed at the top of the POS screen along with the opening
points balance.
As points are accumulated, the app when refreshed will display the customers
progress.
When the customer has 5 Stamps/Points, they will have reached $3 worth of credit.
Start a sale and scan the customers phone. Ring up the items the customer wants to
buy and press the POINTS Tender button (Loyalty Redeem $3 Off). This will allocate
$3 to points, and the remainder will need to be paid with another tender.
Any items that are used within a redemption sale WILL NOT accumulate any
Stamps/Points.
Customer Sales
Customer Sales can be recorded with all sales data tracked against a customer to
track their spending. All sales regardless of Tender Type will be tracked provided the
customer has been added to the sale.
The customers name will appear at the top of the Sales screen. All the product
details of the sale will be added to the journal where it can be reported against.
Enter the items into the sale the customer wants to purchase and finalize the sale. It
is good to note that the customer can be added to the sale at any time before
selecting a Tender Type.
Each sale the customer is recorded against will be stored in the database and added
to their Journal History.
Customer Transactions
Customers have the ability to use a multitude of transaction types. These will display
on the reports as different transactions.
The different transaction types are referenced by a code. The codes used are INV
(Invoice), CJL (Credit Adjustment), DJL (Debit Adjustment), CRE (Credit), and PAY
(Account Payment).
Acc/LB Adjustment
This function can be accessed by adding the Customer to a sale and pressing the
CUST button at the top of the screen, or by having a button programmed on the POS
Screen. The current list of transactions will be displayed, where you can select to
adjust a Line/s with a custom amount, or Adjust All transactions.
Enter the total amount you would like to adjust and select the Invoice/s the
adjustment will apply.
Press the Enter button and a confirmation window will open. It will detail the
amounts you have selected to adjust and the total of all invoices after the
adjustment.
Un-allocated Adjustment
This function can only be accessed by adding a Customer to a sale and pressing the
CUST button at the top of the screen. No details of individual invoices will be
displayed in the window, and you have the opportunity to enter a value to adjust the
account as either positive or negative.
Enter the total amount you would like to make as an adjustment, toggle positive or
negative by pressing the +/- button.
Press the Enter button and a confirmation window will open giving you the details of
the adjustment totals.
Acc/LB Credit
This function can only be accessed by pressing a programmed button on the POS
Screen. Available transactions that can be credited will be displayed in the list.
Credit can be applied to each transaction by entering a total amount, or each line
can have a figure entered against it.
Press Enter and a confirmation window will open to confirm the finalization of the
credit.
A receipt will be printed with details of the Credit and the new Account Balance.
Acc/LB Payment
This function can be accessed by pressing the CUST button at the top of the screen,
or pressing a programmed button on the POS Screen. All details of invoices that can
have payments will be displayed on the screen.
Enter an amount as total and apply to Pay Line/s or press Pay All.
Press enter to finalize the payment and enter the tender the Customer would like to
use.
A receipt will be printed with details of the payment and the new Account Balance.
Account Refund
This function can only be accessed by a button programmed on the POS Screen. If
there are no available payments that can be refunded, you will be informed with a
window. A refund will be able to be given if payments have been made that
exceeded what was owed on the customer account.
Open a sale and add a Customer to it. The details of the amounts owed or value in
credit will be displayed on screen.
Press the Account Refund button and a new window will open, detailing the
transactions that can be refunded. Only the Outstanding amounts are able to be
refunded.
Select the transaction you want to refund and click Refund. You will be taken to the
Tender screen where you select the tender to refund the monies to.
Customer Enquiry
The Customer Enquiry menu allows you to perform some additional functions with
Customers. You have the ability to print Customer Address Labels, Export Customer
Details and perform a Mail Merge.
A screen will open that allows you to select a range of Customers based on the
preferences you require. It will also display the details of the highlighted customer,
and allow you to make some advanced selections to the range that has been
selected.
Search
This area of the screen will allow you to select and refine the parameters that you
will use to narrow down a range of, or a specific Customer within the database.
This area is divided into two separate search facilities which are Selection Criteria
and Sales.
Selection Criteria
This section is used to filter the Customers based on information that is contained in
the database against that Customer. It will include details that dont usually change
and will be able to be used for contact purposes.
Sales
This section is used to search through the selected Customers sales using the fields
available. You can select from a specified Date Range, Department, Stock Item,
Sales Total and Points Earned. It is possible to search for customers who have not
spent anything by entering 0 in the Total fields. You can then market to these
customers as to why they have not been in store.
Customer Details
The Customers selected by the search parameters will be displayed in a list on the
left-hand side of the window. These are all the Customers that match any of the
selections that have been made in the Search area. The Customer that has been
highlighted in the list will be displayed on the right-hand side of the screen.
The highlighted Customer is able to Modify, view their Account details or display the
Journal History.
Additional Functions
There are additional functions that can be used that will enable you to use the
selected Customer details in a facility out-side of the Idealpos program. These are
Export, Labels, Email and Mobile to Clipboard.
Export
This button allows you to export the selections that you have made to your Customer
database, and export them to an .mdb or .txt file. All details that are linked to the
Customer will be exported, but sales history is not included.
Labels
This button will open the Customer Labels menu and will allow you to print the
selected Customers to a label that you have previously designed using third-party
software. Once in the label screen, you are able to adjust the selections of the
Customers that you have selected.
Email/Mobile to Clipboard
Use the drop down menu to select from either Email or Mobile. Once you select this
button, the selected Customers details will be copied to the clipboard, where they
can be pasted into the relevant area that you intend to use. This can be used as a
mail merge to send bulk emails to your Customers, or if you are using an SMS
service, you may be able to paste the mobile numbers into an import screen.
Go to File > Customers > Customers > Highlight the customer you want to print >
press the Mag Card button.
If you have not installed the drivers for the printer correctly you will be see the
following message:
If the printer is turned off or not connected you will not be able to print any cards.
If the printer has been installed correctly and is turned on, the Customer will be
printed on the card.
The current format we are using must be measured to correctly place the information
you want to display after the headings. If there is no Expiry date (uses the 2 nd Date
in Customer records) it will not print. Below are the approximate measurements of
where the text that is output from Idealpos will print.
Customer Sales
This report will give you the following options:
Date Range
Sort Order Code, Last Name
Selection of Stock Items, Departments, Sales Categories, Customer Types,
Stock Items by Price Level, Stock Items by POS, Discounts/Tax
Options Calculate Special Points, One Customer per Page, Sales Category
Totals
Selection Range Code, Last Name, Stock Item, Department, Customer
Type, Company, Location, Price Level
This report will detail the stock items that a customer has purchased.
This report will detail all transactions that have taken place with a specific customer.
Customer Points
This report will give you the following options:
Date Range
Sort Order Detailed, Summary, Current Points Total
Group By Customer Type
Options Transaction Type
Selection Range Code, Last Name, Customer Type, Company, Total Points
This report will detail each sale that has allocated points to a customer.
Customer Spending
This report will give you the following options:
Date Range
Options Customer Spending Report (Include Graph), Tender Limit Spending
Report (UD1, UD2)
Sort Order Code, Last Name, Spend Amount
Group By Customer Type
Selection Range Code, Last Name, Customer Type, Company, Location
This report will detail the totals that have been spent by each customer.
Best Customers
This report will give you the following options:
Date Range
Selection Range Code, Last Name, Stock Item, Department, Customer
Type, Company
This report will display a list of the customers who have spent more than others.
Inactive Customers
This report will give you the following options:
Date Range
Sort Order Code, Last Name
Group By Customer Type
Selection Range Code, Last Name, Customer Type, Company
This report will display the customers who do not purchase any items.
Layby Transactions
This report will give you the following options:
Date Range
Group By Customer
Selection Range Code, Last Name
This report will display all transaction related to the layby of a customer, including
payments.
Layby Report
This report will give you the following options:
Laybys Started Date Range
Expiring Date Range
Location
This report will display the details of a layby by all customers in its current state.
Customer Invoices
This report will give you the following options:
Date Range
Select Printer Windows Default, Receipt
Options Show Only Customer Invoices, Consolidated Invoices
Selection Range Code, Last Name, Company, Invoice
This report will enable you to send an A4 invoice to the customer for payment of
goods on account. You can see the Invoice Total, Amount Paid and Balance Due. The
header will only show the Email, Phone/Fax if they exist.
This report will display the totals of accounts for each customer over a period.
This report will detail the transactions that have taken place with customers as
payments or purchases.
Customer Statement
This report will give you the following options:
Statement Type Account Activity, Account Invoices, Layby
Sort Order Code, Last Name
Options Aging Date, Show Details, Outstanding Only, Show Delivery
Address, Balance is Running Total
Selection Range Code, Last Name, Customer Type, Company
This report will display a statement to the customer detailing the records of their
account.
Database Maintenance
Database Maintenance
This feature allows you to clear a terminals database of information that is really not
relevant to the day to day operations, or long term reports required to run a
business. It is not recommended to be run on all terminals as data will then be lost.
Maintenance Schedules
There are no schedules created by default, so you will have to add them before any
editing can be performed.
Departments
Departments in Idealpos
Departments are used to group the Stock Items into manageable categories for
easier reporting, programming and modifying. You can access them by going to File
> Sales > Departments. Departments need to be created in Idealpos before you can
add Stock Items.
Sales Categories can be accessed for editing by going to File > Sales > Sales
Categories.
Hierarchy of Stock
Idealpos is able to be configured however you choose, but it is a good idea to sit
down and work out the database structure before attempting to program the data.
There are three available levels of reporting with Stock Items when they are created
in the database. Setup of Stock Items contribute the bulk of programming your
database and you want to ensure that this is managed as easily and effectively as
possible. In order to that, you will need to work out the grouping types used to keep
your items manageable.
The three levels available are Sales Categories, Departments and Stock Items. Sales
Categories group the Departments, which in turn group the Stock Items. Stock Items
will influence reports of the Department and Sales Categories of which they are
linked.
Any changes that take place after the items initial programming will only take place
when the change is made. Previous sales history will NOT be affected or display this
change.
Edit Departments
Up to 9,999 departments can be created in Idealpos. Any changes you make when
you modify a Department will automatically change the reports on all previous items
associated with that department.
If you delete a department from the list, all stock items associated with the
department will be deleted. You will be warned with a window to confirm.
When you want to add a new department, Idealpos will automatically assign the next
available code for that Department. This can be changed at your discretion while you
are initially creating the Department. Once you have saved the Department into the
database, you will be unable to change the code allocated to it.
The requirements for adding a Department are Code, Description and Sales
Category.
You can also link the Department to various Print Groups for use with kitchen
printing in a restaurant environment. If you have previously linked a Department to
a Print Group and wish to remove it, press the X button to the right of the Print
Group field.
There are 2 Yes/No Options that can be triggered with this selection, which are
Force Sale Type on Specific Departments and Prompt for Reference on Specific
Departments.
When you sell an item from the selected Departments and have not entered a Sale
Type, POS will prompt you to enter one.
When you sell an item from the selected Departments and have not entered a
Reference, POS will prompt you to enter one.
A department may also have a Rate associated with it. This is a Direct Department
Sale. Once an amount is entered a unit measurement can be back calculated from
the amount entered.
Go to Setup > POS Screen > POS Screen Layouts > Buttons > select a blank button
> function: Department.
Now you can perform a sale. Go to the POS Screen and enter the dollar value of the
item you are selling, and then press the FUEL button.
Inhibit Points Accrual This function will not allow the allocation of points of any
Stock Items that are linked to this Department.
Inhibit Purchase with Points - This function will not allow purchases to be made
using the Pay by Points Tender on items that have been sold from this Department.
If you attempt to use the Tender with these items you will get a message informing
you this is not possible.
Print Promotional Tickets This function will print promotional tickets ONLY when
a Customer is selected for the sale on stock items linked to this Department. The
Promo Ticket will print Department Name, Date/Time and Customer Details.
Promotional Group This function is used exclusively for third party applications
that link to a number that corresponds with data used in their program. Any stock
items linked to the Department will activate the trigger depending on the external
software settings.
This report will provide a breakdown of each Department sales. This report is able to
be printed to the receipt printer by using the relevant function in the POS Screen
programming.
This report will display the Department sales breakdown over a selected range.
Discounts
Discounts in Idealpos
There are 5 different types of discounts Idealpos can perform. Customer Types,
Automatic Customer Discounts, Customer Date Function Subtotal Discount can be
allocated an automatic % (Percent) Discount. Other discounts can be either %
(Percent) or $ (Dollar) and will work for both Item and Subtotal Discounts.
Promotions can also offer discounts and these are detailed further in the Promotions
section of the Help Guide.
Permissions can be set on all discounts to allow staff access to the discount type you
want them to use.
Discounts can be calculated on the fly and displayed on the POS Screen to give staff
correct subtotals to quote to the customer.
Any discounts that are processed through a sale will display in the Financial Report,
itemized with the discount function that you selected for the discounted items.
Discount Settings
There are a number of settings that can be used to set up how Discounts behave and
display.
Functions
Go to Setup > Functions > Item Discount 1, 2, 3, 4/ST Discount 1, 2, 3, 4 > Edit
Description to be what you want for each > Save. Discount amounts are not
configured in this area, however these descriptions are what gets displayed on
reports.
Yes/No Options
If you have entered Subtotal Discounts but would like to add items to the same sale
that do not get discounted, you can by selecting an option.
To enable you not to lose too much money to allowing discounts and promotions,
you can set an option to calculate promotions before applying discounts.
It is possible to display the discounts calculated on items throughout the sale at the
bottom of the POS Sales Screen. The discounted amounts for Promotions will be
calculated in this figure, but will not display as a promotion until the sale is finalized
and you enter the tender.
If you want the Subtotal discounts to be allocated equally by percentage across all
items within the sale, select this option.
Warnings can be issued when discounts are going to discount the item below its cost.
This will display a window allowing the operator to decide if they want to continue
with the sale.
This option is used if you would like your receipts to print each Subtotal Discount
applied to each item.
The Journal History will display the discount against each item regardless of this
setting.
If you want to only allow the Customer Type Discount when the Customer is
redeeming their accumulated points, go to Setup > Yes/No Options > Customers.
Discounts can be inhibited by Stock Item simply by selecting the Inhibit Discounts
option. If you try to discount an item that has this option ticked, you will be
prompted with a screen informing you that the item is unable to be discounted.
Go to File > Stock Control > Stock Items > Modify each item you want to inhibit
discounts on > General > Other Settings.
Item $ Discount
Automatic Text
- Enter a specific Discount description to be used.
Dollar Discount
- Must be selected.
Item Discount
- Select from the 4 Item discount Functions available.
Automatic $
- This can be left as 0, or a number can be entered to apply as
the discount amount.
Upper Limit $
- Enter a number that is the limit of this discount type.
Subtotal % Discount
Automatic Text
- Enter a specific Discount description to be used.
Percent Discount
- Must be selected.
Subtotal Discount
- Select from the 4 Item discount Functions available.
Automatic %
- This can be left as 0, or a number can be entered to apply as
the discount amount.
Upper Limit
- Enter a number that is the limit of this discount type.
Maximum $
- Regardless of the discount given, no Item can be discounted
by more than this amount.
Subtotal $ Discount
Automatic Text
- Enter a specific Discount description to be used.
Dollar Discount
- Must be selected.
Subtotal Discount
- Select from the 4 Item discount Functions available.
Automatic $
- This can be left as 0, or a number can be entered to apply as
the discount amount.
Upper Limit $
- Enter a number that is the limit of this discount type.
It is possible to set a Subtotal Discount to apply only to a Sales Category for items
within that sale. To set this up it is done when programming the button and using
the Automatic Text field. The field must contain SC1 for Sales Category 1, SC2 for
Sales Category 2 and so on.
Clerk Settings
Clerks can be permitted to perform or inhibited from using Item and/or Subtotal
Discounts. Admin Clerks will need to be individually selected to allow or inhibit. Go to
Setup > Clerks > Modify > Permissions.
Clerk permissions that are set by the User Link will need to be modified to allow or
inhibit. Go to Setup > Users > Select User (other than Admin) > Clerk Permissions >
POS. You have the ability to toggle the permissions for each individual Item or
Subtotal Discount.
Customer Settings
Customers can be given two different discounts. They can be given a discount as a
member of a particular Customer Type, or each individual Customer can be given
their own personal discount. Individual discounts given to a Customer will override
any Customer Type discount that Customer is linked to.
Item Discounts
An item discount can be either a $ or % discount that is activated only on a
particular item within a sale. You cannot use more than 1 Item Discount type on any
single item, but you can perform a Subtotal Discount on this, and all items within the
sale. If you try to discount an item more than once you will be presented with a
window informing you it cannot be discounted further.
Item Discounts are also subject to Lower Limits that will inhibit the total discount
amount able to be given to that item.
To configure these limits go to File > Stock Control > Stock Items > Add/Modify >
Advanced > Amount Override Limits.
If you try to sell an item below the lower limit, you will get a display window
informing you the Lower Limit has been reached.
Enter a Gift Voucher with a value into the POS Screen. Enter the Item Discount value
you want to use against it.
Subtotal Discounts
Subtotal Discounts will discount either a % or $ amount you select on all relevant
items within the current sale. Idealpos calculates subtotal discounts individually on
each item within a sale, as opposed to calculating it on the total of all items.
Depending on the settings you choose will depend on how these discount display on
the POS Screen.
As with Item Discounts, you can manually enter a number that you want to give as a
Subtotal Discount using one of the buttons, provided it does not reach the upper
limits set for the discount button.
In the example below the Customer Type has been given an Automatic 10%
Discount.
In the example below, you can see that the Customer Type Discount of 10% has
been applied after the Item Discount has been calculated.
In the example below the Customer Type has been given an Automatic 20%
Discount, but the Customer has been given their own Auto 10% Discount.
In the example below, you can see that the Auto 5% Customer Discount has been
applied after the Item Discount has been calculated.
This report will display all financial information of the specific functions used for the
duration of the selected date range, and will detail the totals for each function that
has been recorded through the POS Screen. This report will not display any amounts
that have been entered as a Cash Declaration.
Financial Trend
Go to Reports > Financial > Financial Trend.
This report will allow you to see the trend of the selected range for the financial
functions over a spread of data selections. You are able to see at a glance figures
that stand out as incorrect or need attending.
When items are added to the POS to be cleaned, for each item that is entered, a
small tab will be printed that gets attached to the clothing and it will contain details
of the receipt that has been saved and given to the Customer. This will later help to
keep all garments together and make them easy to find.
When Dry Cleaning features are activated, you are able to specify how many tags
are printed for a single item. An example of this might be a 3 Piece Suit. Although
it is one item, there are three physical items that will be cleaned and each will need
a tag. You set the amount of tags for each item directly on the Stock Item.
Yes/No Options
Go to Setup > Yes/No Options.
Miscellaneous Tab
Tick the option Dry Cleaning Features to turn the functionality on.
Receipt/Kitchen Tab
You must not select the option Accumulate Items on Receipt. If this option is
selected it will not print receipts or dates correctly.
You need to select Print Text on Bills/Receipt. If this option is not selected it will
not print receipts or dates correctly.
Tick the option Dry Cleaning Tabs print on Second Receipt Printer. It is possible to
use a Dot Matrix printer for the Dry Cleaning Tabs, and a Thermal printer for the
customer receipt.
Stock Items
Each Stock Item that is able to be cleaned needs to be set to use a set amount of
tags. Some items may be charged as a single item, but requires more than one tag.
Suits, pairs of items and sets all fall into this category.
Go to File > Stock Control > Stock Items > Add/Modify > Advanced > Miscellaneous
> Receipt Tabs. Enter the total amount of Tabs required for the item.
POS Screen
A button will need to be created so that you can enter the Pickup Date for the items.
Go to Setup > POS Screen > Layouts > Buttons.
You have the option to select Auto Days or Auto Minutes. If you have a default
cleaning time of 3 days, enter 3 in the day field. This will automatically set the
pickup day 3 days from when the customer brought the goods in.
In the Automatic Text field enter PICKUP DATE in capital letters.
As most Dry Cleaning businesses dont expect payment until the goods have been
cleaned and the customer returns to pick them up, it may be a good idea to create a
Customer button, to set up and use Accounts.
There are two options to provide printing for Dry Cleaning. One option is Dot Matrix
Only, and the other is Dot Matrix &Thermal.
Configure the printer in Network Printers by going to Setup > Network Printers >
Add > Drag the Printer into the Receipt column.
Example of Receipt:
Example of Tag:
Go to Setup > Network Printers > Add > Drag the Receipt printer into the Receipt
column. Add the Dot Matrix printer into the settings but dont drag it to a column.
Go to Setup > POS Terminals > Modify > Receipt Printer tab > Receipt Printer. The
Thermal printer will already be configured from Network Printers.
This combination will result in the receipt printing to the thermal printer and the tabs
printing to the Dot Matrix printer. When the tabs are printed, there will always be a
feeder docket that prints before the first tab. There is no way to stop this from
occurring. See the examples below.
Example of a Receipt:
feeder and Tab
Example of blank
Press the Pickup Date button to select a date they will be ready. If you wish you can
select a time.
Note First Use of this function will require you to tick the Send Date checkbox in
the top left of the date window. This allows the date to be displayed on the receipt
and will stay on for each subsequent transaction.
The receipt and all tabs for the required items will print to the respective printers.
EFTPOS
EFTPOS Button Functions
Go to Setup > POS Screen > POS Screen Setup > Select Layout > Buttons.
These buttons are available for different types of EFTPOS. Not all EFTPOS types will
be able to use any or all of these buttons. Some types will have the functionality on
the Pinpad only.
EFTPOS CashOut
This function will provide a CashOut facility without performing a transaction to the
specified Tender while using Integrated EFTPOS.
EFTPOS Functions
This function provides the ability to use advanced functions on the Integrated
EFTPOS facility.
EFTPOS Re-Print
This function will allow you to reprint a previous EFTPOS transaction receipt.
EFTPOS Settlement
This function will settle the EFTPOS at the end of trade.
Tips In
This button will allow for Tips to be entered on selected EFTPOS transactions.
Chase Paymentech
Chase Paymentech is available for Canadian customers only. We recommend
researching this additional software before attempting to configure it.
Configuration Settings
Go to Setup > User Registration. Ensure you POS Terminal has been licenced for
EFT. The EFT Option enables the Chase Paymentech Interface on this POS Terminal.
Go to Setup > POS Terminals > Modify > EFTPOS > Set the EFTPOS Type to EMV
DataCap > In the EMV DataCap settings, enter the COM Port, Merchant ID, Terminal
ID, Host IP Address, Port Number and Pad Type.
Additional Software
You will need to install NetEpay software from DataCap. This software will need to be
licensed before you can use Chase.
EFTPOS Tenders
Go to Setup > Functions > Modify a Tender and tick EFTPOS.
Start Sale and enter item/s > Press Enter to finalize >Select EFTPOS.
When the EFTPOS Transaction finalize screen appears, press Process.
If the transaction is successful, you will see an Approved message. 2 Receipts will
be printed automatically to the receipt printer.
Start Sale and enter item/s > Press Enter to finalize >Select EFTPOS.
When the EFTPOS Transaction finalize screen appears, click on Manual Account Entry
and press Process.
The EFTPOS terminal will ask for the Card Number so no card swipe is necessary.
Close Batch
At the end of each shift, the operation will need to perform the Close Batch function
and then perform an End of Shift so both of the figures can be balanced for that
shift.
You will see a Batch Number, Count Number and Total Amount. Press Close Batch to
complete the process.
DPS
DPS is available to New Zealand and Australian customers only. We recommend
researching this additional software before attempting to configure it.
Installation
The latest version of the DPS software is available from the website. Download the
version and ensure it is installed on all terminals that are to use it.
http://www.paymentexpress.com/index.html. Different terminals will require
different software which is linked at the bottom of the page.
Open the installation file and a welcome window will open, press Install.
Scroll to the bottom of the agreement as you read it and select Yes, I Accept.
You will be prompted with a screen ensuring the Pinpad is connected and on. The
Pinpad should display Initialising on the screen. Press OK to continue. Once the
installation is completed the Pinpad will display EFTPOS.
Configure Idealpos
Once the Terminal and Software has been installed you can configure DPS to work in
Idealpos. You need to ensure the Idealpos registration includes the EFT code. This
will need to be ordered through Idealpos.
Go to Setup > POS Terminals > Modify the terminal/s with Zintel > EFTPOS tab >
Select DPS as Type > Make other selections as required.
Go to Setup > Functions > Modify Tenders you want to use the EFTPOS facility >
Tick the EFTPOS checkbox to initiate communications with the EFTPOS Terminal.
**Important Note**
Network printers must be used when using this EFTPOS type. Printers
installed to windows or direct COM port will not function.
Restart Idealpos before attempting to perform any transactions through the DPS
system.
Mercury (Non-EMV)
Mercury is available for US customers only. We recommend researching this
additional software before attempting to configure it.
Configure Idealpos
Registration
Go to Setup > User Registration. Ensure you POS Terminal has been licenced for
EFT. The EFT Option enables the Mercury Interface on this POS Terminal.
POS Terminals
Go to Setup > POS Terminals > Modify > EFTPOS > Set the EFTPOS Type to Mercury
(Non-EMV) > Select other options which may be required > Proceed to Mercury
(Non-EMV) settings.
Go to Setup > POS Terminals > Modify > EFTPOS > Mercury (Non-EMV).
Connection -
Debit Merchant ID -
Credit Merchant ID -
U.S. Integration - Select this checkbox when using this integration in the USA.
Use Magtek IPAD Select this checkbox if you are using the MagTek IPAD
PinPad. If selecting this option you must select to use U.S. Integration.
EFTPOS Tenders
Go to Setup > Functions > Modify a Tender and tick EFTPOS.
If you want to use the IPAD Pinpad, press the Card Swipe button.
PC EFTPOS
PC-EFTPOS PTY LTD is the leading specialist supplier of Integrated EFTPOS payment
solutions in Australia. PC-EFTPOS is 100% privately owned Australian company,
based on Sydney's Northern Beaches. The company was formed in 1998 to provide
integrated EFTPOS and On-line Credit Verification (OCV) solutions for retailers who
require more than just a stand-alone terminal.
Installation
Open the PC-EFTPOSSetup.exe file by double clicking it. The installation will start,
press Next.
Unless required to do so leave the default location and press Next to continue.
If required you will need to check to install the EMS-Client Service, press Next to
continue.
Once you are sure you have selected everything press Install.
The PC-EFTPOS Configuration Wizard will open before the installation is complete.
You do not need to run this wizard now as it can be run at a later stage. Press Next
to continue.
Select the COM Port you are using and the other options required and press Next.
You can setup the EMS Server Lite is you wish, but it is not required. If you choose
to install it you will need to enter the IP Address of the relevant PC. Press Next to
continue.
Select how the Pinpad will connect to the bank and press Next.
The configuration will be finalized and allow you to enter another one if required. If
not, press Next.
Press Finish to complete the installation. A small Client, Server and EMS icon will
display in the taskbar.
Open the PC-EFTPOS Client by double clicking the icon. Remove all printer
preferences and press Apply & Close.
Configure Idealpos
Once the Terminal and Software has been installed you can configure Nitro to work
in Idealpos. You need to ensure the Idealpos registration includes the EFT code. This
will need to be ordered through Idealpos.
Go to Setup > POS Terminals > Modify the terminal/s with PC-EFTPOS > EFTPOS tab
> Select PC-EFTPOS as Type > Make other selections as required.
Go to Setup > Functions > Modify Tenders you want to use the EFTPOS facility >
Tick the EFTPOS checkbox to initiate communications with the EFTPOS Terminal.
Restart Idealpos before attempting to perform any transactions through the PCEFTPOS system.
Quest
Quest is available to Australian customers only. We recommend researching this
additional software before attempting to configure it.
http://www.questpaymentsystems.com/
Configure Idealpos
Once the Terminal and Software has been installed you can configure Quest to work
in Idealpos. You need to ensure the Idealpos registration includes the EFT code. This
will need to be ordered through Idealpos.
Go to Setup > POS Terminals > Modify the terminal/s with Quest > EFTPOS tab >
Select Quest as Type > Make other selections as required > Enter the Terminal ID.
Using Quest
Start a sale and enter some items. Press the EFTPOS Tender.
A new window will open where you can enter a cash out figure, or just charge the full
amount.
The EFTPOS screen will open. On the device, swipe or insert the card.
The Customer will need to follow the prompts on the device and select the account to
use.
Depending on your printing settings, a receipt can be printed for each customer.
Skyzer Nitro
Based on Australias most dominant payment solution, and now with over 75,000
lanes installed, Nitro is an enterprise grade payment system for New Zealand that
runs in 20,000 lane supermarket chains, and can even be installed in single lane
sites.
With seamless integration of third party and proprietary gift card and loyalty
programs, and with over 200 Point of Sale Vendors already approved, Nitro is the
smart choice for integrated EFTPOS Machine in New Zealand.
Installation
Open the SkyzerNitroSetup.exe file by double clicking it. The installation will start,
press Next.
Unless required to do so leave the default location and press Next to continue.
If required you will need to check to install the USB driver, press Next to continue.
Once you are sure you have selected everything press Install.
The Nitro Configuration Wizard will open before the installation is complete. You do
not need to run this wizard now as it can be run at a later stage. Press Next to
continue.
Select the COM Port you are using and the other options required and press Next.
Select how the Pinpad will connect to the bank and press Next.
The configuration will be finalized and allow you to enter another one if required. If
not, press Next.
Press Finish to complete the installation. A small Client icon will display in the
taskbar.
Open the Nitro EFTPOS Client by double clicking the icon. Remove all printer
preferences and press Apply & Close.
Configure Idealpos
Once the Terminal and Software has been installed you can configure Nitro to work
in Idealpos. You need to ensure the Idealpos registration includes the EFT code. This
will need to be ordered through Idealpos.
Go to Setup > POS Terminals > Modify the terminal/s with Nitro > EFTPOS tab >
Select Nitro NZ as Type > Make other selections as required.
Go to Setup > Functions > Modify Tenders you want to use the EFTPOS facility >
Tick the EFTPOS checkbox to initiate communications with the EFTPOS Terminal.
Restart Idealpos before attempting to perform any transactions through the Nitro NZ
system.
Smartlink
Smartlink is available to New Zealand and Australian customers only. We
recommend researching this additional software before attempting to configure it.
http://www.eposnz.co.nz/syncro/
Configure Idealpos
Once the Terminal and Software has been installed you can configure Smartlink to
work in Idealpos. You need to ensure the Idealpos registration includes the EFT code.
This will need to be ordered through Idealpos.
Go to Setup > POS Terminals > Modify the terminal/s with Syncro3 > EFTPOS tab >
Select Syncro3 as Type > Make other selections as required > Enter the Terminal ID.
Using Smartlink
Start a sale and enter some items. Press the EFTPOS Tender.
A new window will open where you can enter a cash out figure, or just charge the full
amount.
The EFTPOS screen will open. On the device, swipe or insert the card.
The Customer will need to follow the prompts on the device and select the account to
use.
Depending on your printing settings, a receipt can be printed for each customer.
Tyro
Tyro is available to Australian customers only. We recommend researching this
additional software before attempting to configure it.
Installation
The latest version of Tyro software is always available at
https://integrationdownloads.tyro.com/TyroTerminalAdapter/Current/Setup(TyroTer
minalAdapter).exe. Download the version and ensure it is installed on all terminals
that are to use it.
Once the download has finished double-click the setup file and select Run.
A welcome window will open. Follow the prompts and Tyro will install.
Select a time to allow the program to update. The format is in 24hr time.
Once Tyro has finished installing, click Finish and connect the hardware to the
terminal.
Configure Tyro
On the EFTPOS Terminal press Menu > Settings > OK > Terminal Info > OK.
The terminal will print all details including the Merchant ID and Terminal ID.
Click to open the Tyro Control Panel. There are 3 tabs used for the setup of the
EFTPOS, Configuration, Pairing and Printing.
Configuration Tab
Enter the Default Merchant ID > Default Terminal ID > POS System Name (If not
already entered).
Pairing Tab
This will display the current Pairing Status. There are two buttons, one to Commence
Pairing and one to Verify Pairing.
On the EFTPOS Terminal go to Menu > Settings > OK > Integrated EFTPOS > OK.
Authorize POS > OK > Enter the Admin Password TYRO > OK.
The key will be sent to the device. You must ensure the Tyro Pinpad is in the Ready
mode otherwise you cannot Pair the device.
Select Commence Pairing and a new window will open. This sends a request to the
Tyro data centre and back to the EFTPOS terminal. You have approximately 90
seconds to complete this setup.
Printing Tab
Select from one of the two options. Print from the Tyro Terminal or from the Default
Receipt Printer connected to the POS Terminal.
Configure Idealpos
Once the Tyro Terminal and Software has been installed you can configure Tyro to
work in Idealpos. You need to ensure the Idealpos registration includes the EFT code.
This will need to be ordered through Idealpos.
Go to Setup > POS Terminals > Modify the terminal/s with Tyro > EFTPOS tab >
Select Tyro as Type > Make other selections as required.
Allow Multiple EFTPOS Tendering Select to allow for multiple cards to be used
within the one transaction.
Automatically choose Tender Type based on Card Type This option allows for
POS to receive the Card Type from the EFTPOS terminal, and will apply that setting
to the Journal and Customer Receipt.
Enable Integrated EFTPOS post-transaction Tips This will allow for the
operator to add a tip to a transaction that has previously been processed. Used
commonly in restaurant/bar tab scenarios. This option must be selected if you want
to do tipping of any kind with Tyro.
Only print 2 receipts if Signature Required This will allow you to save paper by
only printing an extra receipt where a signature is required.
Go to the Receipt Printer Tab > Empty Lines Section > Enter Value > Exit and Save.
The Empty Lines value affects the printing of the EFTPOS receipt when using the
Print EFTPOS Receipts Locally option in the Tyro Control Panel.
Go to Setup > Functions > Modify Tenders you want to use the EFTPOS facility >
Tick the EFTPOS checkbox to initiate communications with the EFTPOS Terminal.
Tipping Go to Setup > Functions > Received on Account > Enter Description and ensure it is
not selected for Gift Voucher or Credit Note.
On the Tyro Pinpad go to Menu > 5 Settings > 10 Tipping > 1 Enable Tipping >
Restart Tyro Pinpad by holding down the CORR button.
EFTPOS Functions - EFTPOS Functions Button will print out a Tyro summary report.
The Customer selects the Account. As we have selected MasterCard as the Tender, it
should be a Credit Account.
Tipping
There are two ways that tipping can be applied to a transaction when using Tyro. The
first way is to add an amount on the Tyro Pinpad when prompted. The second way is
to Post-transactions Tips, which is adding tips to the transaction after the customer
has left the premises and the sale has been closed.
You cannot have the following Yes/No Options selected when using Tipping with
Tyro.
The Pinpad will show Approved and the screen will display a message box. An
EFTPOS receipt will print for your records.
Once you select OK, a receipt will print for the customer. It will detail the Tip on both
the Idealpos and EFTPOS receipt.
The transaction will be approved and the screen will display a message box. An
EFTPOS receipt will print for your records. The customer can Sign it and enter a tip
amount.
A receipt will print out for the customer excluding any tips.
Enter the amount the customer left as a tip and press the TIPS IN function you
created.
The Journal Enquiry will open where you select the transaction the tip must be
allocated to. Highlight the transaction and press Apply Tip.
A receipt will be issued that should be stapled to the receipt the customer entered
the tip onto.
Enter an amount you want to PreAuth to the Bar Tab and press the PreAuth button.
Confirm this is the amount you want to PreAuth and press Yes.
The Customer will be required to Swipe/Insert Card. The transaction will take place
and put a lock on the card to value selected. A receipt will be printed for both the
business and the customer detailing the Bar Tab amount.
The POS Screen will update to display the PreAuth Reference and value.
The next time you open the Bar Tab the PreAuth value will be displayed in the
bottom-left corner of the sales screen.
When a PreAuth has been set on a Bar Tab, the PreAuth will act as a Credit Limit,
and you cannot add items above this value.
Once the Customer wishes to finalize the Bar Tab, open it and press the Pay Bar Tab
button.
Press Enter to go to the Tender Screen and select EFTPOS. A message will display
confirming you wish to pay the Bar Tab using the PreAuth.
Voiding a PreAuth
If the Customer does not want to use the Bar Tab, or you have made a mistake and
want to void the amount, you can do that. Open the Bar Tab with the PreAuth
amount.
Settings
Contact Tyro to give them the IP Address of the terminal that will be connected to
the Pay@Table Pinpad. This terminal should be the one that runs the POSServer.
Global Options
Go to Setup > Global Options > Miscellaneous > POSServer.
Go to Setup > Global Options > Interfaces > Tyro Pay@Table Interface.
POSServer
Open POSServer > Options > Interfaces > Tyro Pay@Table Interface.
Port: By default it is 8026. Do not change this unless you are advised to.
Password: Enter a password which you give to Tyro to configure in the Pinpad.
Vault
Vault is available to New Zealand customers only. We recommend researching this
additional software before attempting to configure it.
Installation
The Vault DLL is deployed within Idealpos and will automatically be selected when
the Vault Typos is activated in Idealpos. The DLL will be updated by Sektor when
necessary.
There are no installation files that need to be installed for Vault. Proceed to the
Configure chapter to set Vault up for use.
Configuration Settings
You need to ensure the Idealpos registration includes the EFT code. This will need to
be ordered through Idealpos.
Go to Setup > Functions > Modify Tenders you want to use the EFTPOS facility >
Tick the EFTPOS checkbox to initiate communications with the EFTPOS Terminal.
Go to Setup > POS Terminals > Modify > EFTPOS > Type > Vault.
Select the choices you wish to apply and then press Configure. The Configure button
will only be visible the first time that Vault is selected as an EFTPOS type. If you
need to configure Vault again or change a setting you can right click on the V icon
in the task bar.
When the configure window opens, you need to select Yes or No to continue.
Select the method that will be used to communicate with the Pinpad. You must
select IP Network (Ethernet).
IP Network
Enter the IP Address or DNS name of the Pinpad and press done.
Connection
Once the connection has been made a window will display the receipt printing
details. Idealpos will ONLY print receipts for Vault using Network Printers.
A receipt will be sent to the default receipt printer for the terminal being configured.
Position the window where you want it to be while processing transactions and press
OK.
If you want to make choose settings, the following options are allowed.
The Vault screen will open. Insert/Swipe card or enter the Card Number.
Zintel Hypercom
Zintel Hypercom is available to New Zealand customers only. We recommend
researching this additional software before attempting to configure it.
Installation
The latest version of the Zintel software is available from the website. Download the
version and ensure it is installed on all terminals that are to use it.
Open the installation file and a welcome window will open. Follow the prompts and
Zintel will install.
Select the checkbox if you agree with the licence agreement and select Next.
Select the features that you want to install (should be able to install all) and press
Next.
Confirm that you are ready to install the software and press Install.
Once the installation has finalized the Zintel Connector will be running and be visible
in the task bar.
Configure Zintel
On the EFTPOS Terminal press Menu > Settings > OK > Terminal Info > OK > the
terminal will print all details including the Merchant ID and Terminal ID.
The Zintel Connector will be running in the taskbar. Right-click on it to access the
settings and ensure the printer is set to POS. When using Zintel with Idealpos,
receipt printers MUST BE configured through Idealpos Network Printers.
The Zintel Connector will pair with the pin pad automatically. If there are issues with
the connection the Zintel Connector will display the problem in the taskbar icon.
Configure Idealpos
Once the Zintel Terminal and Software has been installed you can configure Zintel to
work in Idealpos. You need to ensure the Idealpos registration includes the EFT code.
This will need to be ordered through Idealpos.
Go to Setup > POS Terminals > Modify the terminal/s with Zintel > EFTPOS tab >
Select Hypercom as Type > Make other selections as required.
Go to Setup > Functions > Modify Tenders you want to use the EFTPOS facility >
Tick the EFTPOS checkbox to initiate communications with the EFTPOS Terminal.
**Important Note**
Network printers must be used when using this EFTPOS type. Printers
installed to windows or direct COM port will not function.
Restart Idealpos before attempting to perform any transactions through the Zintel
system.
The information will be sent to the Pin Pad where the transaction will be completed.
If there are any errors with regards to the processing of the transaction you will get
a message on screen.
Employee Log
Employee Log in Idealpos
Idealpos has the facility to record and keep track of each employee in regards to the
hours that they are at work. The Employee Log will keep track of when clerks log on,
log off and take breaks. For added security, clerks can be assigned with custom
passwords. Managers and Supervisors can have the ability to edit the Employee Log
if needed.
The employee log can be printed out to assist in calculating payroll details. Idealpos
can also calculate the labour cost of an employee by their hourly rate and the
amount of time that they are at work (minus any breaks).
Employees can log in or out with a Number, Swipe Card or RFID. Employees can be
assigned a Cash Drawer which will be allocated to only them for the duration of a
shift.
Go to Setup > Clerks > Add or Modify a Clerk > Employee Details > Tick Use
Employee Log > Enter a password if you wish > Select the Hourly Rate (only applies
if you have the option Employees use hourly Rate instead of Commission selected
> Save.
that a clerk doesnt log on, and leave the terminal unattended while still
logged in, resulting in theft.
Employees use Hourly Rate instead of Commission Select this option to add
a default hourly rate value when assigning clerks labour costs.
Print Docket when Employee Logs Out Select this option to print a shift
receipt to the receipt printer. This can be then be used for verification with
the supervisor on the shift.
Select Dynamic Employees with Grid Select this option to have a grid of all
available employees displayed on screen for fast selection.
Dynamically assign Employee Login Codes Allows the employee to be
assigned to a drawer each shift.
Inhibit Breaks option on Employee Log - This option will not record or allow
the employee to record any breaks during their shift. The only options
available to them will be to Log In or Log Out.
Employee Login
Enter the clerk login code to the sale window.
If you have not set a password, you will be logged on to your shift
automatically.
If you have set a password, a window will open. Enter your password and
click on the LOG IN button.
Depending on the selected options, you may be logged into a sale, or you may need
to log in to perform a transaction.
When you want to end your break enter your clerk number and press Employee Log
button > Click End Break.
By default, anyone has access to the Edit Employee Log function. It is a good idea to
limit access to this utility. Any changes that get made will be recorded in the Activity
Log.
To access the Edit Employee Log function go to Utilities > Edit Employee Log.
Select a Clerk by entering their login code > Select either Shift or Break > Select the
Start and End times to apply the log > Press Save.
Highlight the Shift or Break you want and press Modify > A new screen will open
where you can select the new Start and/or End times of the Shift or Break.
Make any required changes and press Save > the log will now be updated.
Employee Log
This report will give you the following options:
Date Range
Sort Order Code, Description
Options Summary, Currently Logged On
Selection Range Clerk Code, Clerk Name
This report will display the times that have been recorded by the employees for their
work.
This report will break down the cost the employee is to you for the hours they work,
provided that there are no more than 1 rate of pay.
This report will detail the labour cost against the total sales.
End of Shift
End of Shift in Idealpos
The End of Shift function is used to reconcile all tender types used for the shift
period (The period of time since the last end of shift function) that were collected. It
will report the totals and variances between the expected amount totals and the
actual counted totals, if they have been entered. Any variances in the totals will be
printed out on the Cash Declaration that prints to either the Windows or Receipt
printers. The report is recorded in the database for referral and can be accessed
again if required.
Any terminal that processes a sale of any type and tender will need to perform an
End of Shift at the end of the day to balance the totals. End of Shift does not
accumulate all terminals together; therefore each terminal will need to run the
procedure individually.
The End of Shift function can be controlled by User and Clerk Permissions. There are
a number of Yes/No Options that can also be selected that can change the way the
function behaves.
This function is also used with a Float Count. This will require the clerks to enter the
amount of money in the drawer at the start of their shift. Later when the End of Shift
report is printed, the figures will work out the totals less the float that was entered.
Use of the End of Shift and Float Count functions are not mandatory, but are highly
recommended for installations that require accountability and financial stability.
Go to Setup > POS Screen > Layouts > Buttons > End of Shift > Select to Open
Cash Drawer if required > Save.
It is possible to perform the End of Shift on a remote terminal. This can be used
when using Ideal Handheld Sales (HHS) to count the amounts in the mobile float.
Enter the POS Terminal number in the Automatic Text field to create a permanent
function for the remote POS only, or, simply press the POS Terminal number before
selecting End of Shift.
Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Safe Drop.
End of Shift Docket Only Shows Counted Amounts Selecting this option will
allow the staff to enter only what they count from the drawer, without knowing the
total amount expected. This will help to ensure the staff enters the correct amounts
and does not take any extra money. This option will also affect what the Journal
Enquiry will display. This option is located on the Clerks tab.
End of Shift Logs Clerk off Sale Selecting this option will log the Clerk off the
sale if you do not want a clerk logged on. If you use Compulsory Clerk this will
already be the case, but if one clerk stays logged on for the duration of a shift, this
will lock the screen and require a clerk entry before a new sale can commence. This
option is located on the Clerks tab.
Inhibit Cash Declaration Screen on End of Shift Selecting this option will
disable the Cash Declaration screen to enter counted amounts. This option is located
on the Clerks tab.
Allow Department Sales in Banking Report Selecting this option will print the
department sales totals at the bottom of the End of Shift. This option is located on
the Miscellaneous tab.
Inhibit End of Shift when Bar Tabs/Tables still open Selecting this option will
ensure that all Bar Tabs and Tables have been finalised before an End of Shift can be
performed. This option is located on the Miscellaneous tab.
Delay Cash Declaration Count Selecting this option will start the End of Shift
procedure, but allow staff to count the drawer away from customers in a safe
location. They can edit the Cash Declaration. This option is located on the Clerks tab.
Do Cash Declarations for each Clerk Selecting this option will give a sales total
for each clerk that logged a sale on this terminal during the period of the shift. This
will work more effectively if you have 2 cash drawers, 1 for each staff member. It
does NOT accumulate sales for the same clerk across different terminals. This option
is located on the Clerk tab.
Reset Centralized Order Number at End of Shift Selecting this option will
restart the order numbers you have selected for each POS Terminal, to start back at
that number ready for the next day/shift. This option is located on the POS Screen
tab.
Allow Float Entry for each Shift Selecting this option will open a Float Entry
screen, similar to the Cash Declaration screen, where staff can input the float that is
in their drawer to check the totals before starting. As soon as the End of Shift has
been run, if this option is ticked, a float will need to be entered before a sale can be
performed. This option is located on the Clerks tab.
Allow Cash Drawer open on Float Entry Selecting this option will open the cash
drawer if you close the drawer after each End of Shift. This option is located on the
Clerks tab.
End of Shift Clears Fast Clerk Buttons Selecting this option will clear all the
Fast Clerk buttons on the Home Screen ready for the next shift. This option is located
on the Home Screen tab.
Inhibit ability to End Shift on Different POS It is possible to force the End of
Shift function on a remote terminal. This can be used when performing sales through
the Handheld using Handheld Sales, or just to simply perform the function on a
remote terminal. Selecting this option will inhibit the function from being able to be
performed. This option is located on the POS Screen tab.
Confirm End of Shift This option will allow you to confirm that all data has been
entered correctly before finalizing the Cash Declaration.
If this option is not selected the End of Shift Cash Declaration will finalize with the
entered details. If need be you can edit the Cash Declaration by going to Utilities >
Edit Cash Declaration. This option is located on the Confirmation tab.
Confirm Float Count Entry This option will allow you to confirm that all amounts
entered are correct before finalizing the Float.
If this option is not selected the float will be calculated based on any or no entered
amounts. This cannot be edited.
Go to Setup > POS Terminals > Modify > Miscellaneous > Cash Declaration.
Print to Receipt Printer Will print the End of Shift report to the default receipt
printer of this terminal only.
Print to Windows Printer Will print the End of Shift report to the default
Windows A4 printer of this terminal only.
Include Stock Item Sales Report Will print all Stock Items sold within the End
of Shift period at the bottom of the report. This can increase the length of the report
significantly.
User Settings
Go to Setup > Users > Select User (Other than Admin) > Modify > Clerk Permissions
> POS > End of Shift. Keep in mind that, although the user has access to the End of
Shift function, if the button is not programmed on a tab they have access to, they
will still not be able to use it.
Clerk Settings
You will only need to modify clerks that are linked to the Admin User, as all other
Users can be controlled through the User Settings. Keep in mind that, although the
user has access to the End of Shift function, if the button is not programmed on a
tab they have access to, they will not be able to use it.
Depending on the permissions you have set, by default the Cash Declaration screen
will open, where you enter the totals of each Tender used through the period. All
Tenders will be listed but you only have the options of editing most of them. Some,
like Accounts, are filled in based on the sales transaction throughout the day. If you
dont wish to fill the totals in now, there is a chance to fill the totals in later. You
enter the denominations for each tender directly into the corresponding field. With
the Cash tender, you can enter the total amounts of each denomination or just the
total amount.
If you have performed a Safe Drop, ensure that the total is added to the Cash Total
before finalising the End of Shift.
You can press the Calc button to open the windows calculator for adding up any
figures.
Once you have finished press OK and the details will be saved and printed.
When printed, the report will detail the Total Sales, Tenders Used, Banking Amount,
Tax Amounts, Layby Payments, Credits, and the Expected, Actual and Variance
Totals.
Go to Utilities > Edit Cash Declaration > Select the report to edit > Select Print or
Edit.
When editing the Cash Declaration, you have the ability to make notes, adjust totals
and set the Float Count options.
If you have finished all the changes you want to make to the Cash Declaration, you
can Lock it, so that no further changes can be made.
WARNING This option is final and no further editing of the selected Cash
Declaration will be accessed.
If you have not used this function before, you will need to perform an End of Shift to
activate the Float Count Entry for the first time.
When the Clerk first logs into the POS Screen, the Float Count Entry will display.
Either enter the total value for the float, or use the denomination values to enter
each in correctly.
You can be prompted to confirm the entry as this will affect financial details.
A receipt will print to the receipt printer which can be placed in the drawer to confirm
the staff member counted the drawer properly.
When an End of Shift function is run, POS will reduce what it expects from the Cash
Tender to the value of the Float Count.
epay Interface
epay
epay, a Division of Euronet Worldwide, Inc. (NASDAQ: EEFT), is a global prepaid
product provider and distribution network enabling service providers to maximize
the sales of their products and services. epay delivers innovative and tailored
electronic payment, cash collection solutions including POS systems integration, a
full settlement and reporting service and full marketing and distribution service
support.
Images
You need to download all the images and save them to each terminal which will be
using epay. These images are used on the voucher style receipt given to the
customer. Extract and Save them in the pictures folder - C:\Program Files\Idealpos
Solutions\Idealpos 6.0\Pictures
Global Options
Go to Setup > Global Options > Interfaces 2 > epay Interface.
Primary Server: Leave blank. It will use Australia/New Zealand server address by
default.
Secondary Server: Leave blank. It will use Australia/New Zealand server address
by default.
Username: Supplied by epay.
Password: Supplied by epay.
Retailer ID: Supplied by epay.
Store ID: Supplied by epay
Other Tab
Go to Other > epay Interface > Terminal ID.
Import/Export Tab
Select a folder that the epay Product File will be imported from. This file will be
provided by epay.
Sales Categories
You will need to create a Sales Category for epay departments.
Go to File > Sales > Sales Categories > Add > Description: epay > Save.
Departments
You need to create departments with descriptions that match the Product Category
Titles from epay. Australia/New Zealand use the following:
Prepaid Mobile
Calling Cards
Music
Gift Cards
Other
Go to File > Sales > Departments > Add > Description: Enter appropriate > Sales
Category: epay > Save.
Go to Setup > POS Screen > POS Screen Setup > Layout > Buttons > Select blank
Button > Function: epay Products/Reprint.
Using epay
Start a sale and press the epay Products button.
A new window will open where you select which product category you want to use.
When you select your product type, the companies available will be displayed.
Make your selection of the options provided. There can be many different products
within the company you select.
Idealpos will contact epay to confirm the details and process the transaction.
Once the transaction has been authorized press the Finalize Transaction button.
A voucher receipt will be force printed which the customer uses for their purchase.
If a POSA card is purchased (iTunes Card, Windows Store Card etc), a small docket
will print to indicate it has been activated.
Start a sale > Press REFUND > Scan the epay item > Enter the epay TXN ID (Printed
on the receipt from the previous sale).
The refund will be approved through epay and you can refund the customer their
money.
Export Data
Export Data in Idealpos
Idealpos facilitates the exporting of various data values that may be useful in other
programs or used in your own records.
When exporting data there are no changes made to the live database but all
exporting is recorded. Depending on your business security this may be an option
that you dont want to allow all staff to have access to.
You can access the Export menu by going to Utilities > Export Data.
The data that you are able to export is broken down into nine different headings.
These are Department Sales, Stock Item Sales, Supplier Invoices and Credits, Stock
Items, Departments, Special Prices, Financial Data, *Web Reporting and Other Data.
It is also possible to export Customers from the database through the Enquiry Menu.
* Only available with additional licensing. You need to purchase the Web Reporting
Module to access this function.
Customers
Go to Enquiry > Customers > Export.
Listings and Reports can be exported when all selections have been made from the
selection menu and the report is viewed. Go to Listings or Reports > Make selections
> View > Export.
Department Sales
Department Sales can be exported for use in financial programs that allow for data
to be imported directly in the format provided. Idealpos will export Department Sales
in comma delimited text format (.csv or .txt).
Include Header
Check this box to include the Header in the output file. Some programs will require a
Header to be used so that they can map which field the data will be processed into.
It is a good idea to include the header if you are unsure, as you can always remove
it from the file at a later stage.
MYOB Premier 8.0 (Aust) Will output the file that can be opened with MYOB
Premier 8.0 Australia.
MYOB Premier 8.0 (NZ) Will output the file that can be opened with MYOB Premier
8.0 New Zealand.
Xero Will output the file that can be opened with XERO.
Date Range
Select the date from predefined selections or choose a custom date.
MYOB/Xero
If using MYOB, enter the Company/Last Name that matches with the MYOB file you
want to use.
Include Header
Check this box to include the Header in the output file. Some programs will require a
Header to be used so that they can map which field the data will be processed into.
It is a good idea to include the header if you are unsure, as you can always remove
it from the file at a later stage.
MYOB Premier 8.0 (Aust) Will output the file that can be opened with MYOB
Premier 8.0 Australia.
MYOB Premier 8.0 (NZ) Will output the file that can be opened with MYOB Premier
8.0 New Zealand.
MYOB Premier 8.0 (Sg) Will output the file that can be opened with MYOB Premier
8.0 Singapore.
Magic Will output the file that can be opened with Magic software.
Date Range
Select the date from predefined selections or choose a custom date.
MYOB
If using MYOB, enter the Company/Last Name that matches with the MYOB file you
want to use.
Dont Export Customer Details Check this box to not include any Customer Details
when exporting.
Save as Default
Press this button to save the current selection as default for each time you run this
function.
Go to Setup > POS Terminals > Modify > Other > Automatic Daily Export.
Export Format
Select from No Daily Export or Standard Stock Item Sales.
Export to Folder
Browse to a location on your network or PC where you would like the export to be
saved.
Sales From
There are three different choices to choose from:
All POS Terminals
network.
Field Name
Field Description
1.
Cons
transaction per POS terminal.
2.
POS
3.
Line
This is the Line number inside the
transaction. The Combination of Cons, POS and
Line will be
unique across the whole system.
4.
Date
yyyy HH:mm:ss - eg
13:51:25)
5.
Stock Code
6.
Text
Usually holds descriptor of stock item,
occasionally with extra information
7.
sold at
Price Level
8.
Item Qty
Quantity sold
9.
Unit Price
Unit Price of item before any discounts
applied. (Includes Tax if not Canada)
10.
Amount
Total Price of items before any discounts
applied. (Includes Tax if not Canada)
11.
Tax Label
12.
Tax Amount
13.
Discounted Amount
after the discounts were applied.
14.
Cost
was sold.
15.
Site
16.
Location
Shop/Restaurant/Bar etc
17.
Customer
be empty.
18.
Clerk
transaction.
19.
Department
particular departments.
Include Header
Check this box to include the Header in the output file. Some programs will require a
Header to be used so that they can map which field the data will be processed into.
It is a good idea to include the header if you are unsure, as you can always remove
it from the file at a later stage.
Invoices/Credits
You can select one or both of these checkboxes to display the data in the export.
MYOB Premier 8.0 (Aust) by Purchase Category Will output the file that can be
opened with MYOB Premier 8.0 Australia.
MYOB Premier 8.0 (Aust) by Stock Item Will output the file that can be opened
with MYOB Premier 8.0 Australia.
MYOB Premier 8.0 (NZ) by Purchase Category Will output the file that can be
opened with MYOB Premier 8.0 New Zealand.
MYOB Premier 8.0 (NZ) by Stock Item Will output the file that can be opened with
MYOB Premier 8.0 New Zealand.
CLUBline Finman Will output the file that can be opened with CLUBline software.
CLUBline Finman Invoice Interface V2.605.9 - Will output the file that can be opened
with CLUBline software.
Invoice Totals Will output the file that details only the Invoice Totals.
Date Range
Select the date from predefined selections or choose a custom date.
Invoice Date/Stock Processed Date Select one of these buttons to change the
details of the reports. If stock is processed on the same day it was Invoiced the
exports will be the same. If these dates are different then obviously the export files
will also be different.
MYOB
If using MYOB, enter the Company/Last Name that matches with the MYOB file you
want to use.
Selection Range
This section allows you to select a range of suppliers that you want included in the
export.
Save as Default
Press this button to save the current selection as default for each time you run this
function.
Stock Items
Stock Items can be exported for use in many programs that allow for data to be
imported directly in the format provided. Idealpos will export Stock Items in comma
delimited text format (.csv or .txt).
Export
This drop-down menu allows you to choose from 4 different selections:
New Items Only Select a start date to export the New items added to the
database.
New and Modified Items Only Select a start date to export the New/Modified
items added to the database.
Options
Regardless of which Export Type you select, you will always have these options to
choose from.
Export Folder The default folder where the export will be saved to.
Include Headers.
Other
Save As Default Saves all the settings for use next time.
All Items
Selecting this option will export all stock items in the default format.
Departments
Departments can be exported for use in many programs that allow for data to be
imported directly in the format provided. Idealpos will export Departments in comma
delimited text format (.csv or .txt).
Selection Range
Select the departments you want to export using the Code, Description and Sales
Category range selections. If you want to export all departments in the database
leave these fields blank.
Options
Include Header - Will include the header of the relevant field that has been exported.
Special Prices
Special Prices can be exported grouped by the Special Price Schedule they are a part
of. Idealpos will export Special Prices in comma delimited text format (.csv or .txt).
Options
Include Header - Will include the header of the relevant field that has been exported.
Financial Data
Financial Data can be exported for use in many different programs. Idealpos will
export Financial Data in comma delimited text format (.csv or .txt). The right hand
side of the selection window is only available when using the Single Column Output
Type. A total of 120 different financial records will be exported if there is data
available for them.
Include Header
Check this box to include the Header in the output file. Some programs will require a
Header to be used so that they can map which field the data will be processed into.
It is a good idea to include the header if you are unsure, as you can always remove
it from the file at a later stage.
Single Column This option will allow you to select which Export Fields you want to
have. This file will have all the details from on the left in a single column on the left
hand side.
Date Range
Select the date from predefined selections or choose a custom date.
Selection Range
Select which Locations you want to apply the export details to.
Save as Default
Once you have made the choice of selections you want to apply, you can select this
button which will save all the details as default for the future.
Select/Deselect All
These buttons will toggle the selection of the financial data fields that can be
exported. These are only available when using the Single Column Output File Type.
Web Reporting
Other Data
Other Data allows you to export Employee Log data that will be exported in a format
that can be imported for use in Wage Easy Payroll software. You can find out more
information about Wage Easy Payroll on their website.
Once you press OK you will need to select the location you want to save the export
to. Once the export has successfully been saved a confirmation window will display.
The file that is exported will be a .wtc file that can be imported into Wage Easy.
Customers
Customers are able to be exported based on the selections that you have made to
your Customer database, and export them to an .mdb or .txt file. All details that are
linked to the Customer will be exported, but sales history is not included.
Selection Criteria
Select the parameters that you want to use to narrow down the number of
Customers that will be exported from the database. If you dont select any fields, all
Customers will be exported.
Export
Press this button to export the Customers to a file (.mdb or .txt).
Reports/Listings
Any report or listing is able to be exported once all selections have been made and it
is viewed. You can access the Export menu by pressing the Export button on the top
left of any list/report.
Format
Select the format type you want to use.
Destination
Unless required to select a different option, Disk File will save the export as a file.
Go to Setup > POS Screen Setup > Buttons > Select button > Select External
Application from the function list > In the Automatic Text field enter the link to the
.exe file that starts the program > Save.
Only 40 characters can be used to create a link to the program so you may need to
add a shortcut or create a direct link to a default folder that will allow this.
When this function is selected it will open the application. Depending on the
applications settings it will commence to open. Idealpos will continue to function as
per normal, depending on the resource requirements of all running applications.
Floating Clerks
Floating Clerks in Idealpos
This function allows for clerks to float between multiple terminals, with a sale
continuing to follow them to any terminal.
Rebecca works in a bar with Graham and Mark. She starts to enter the items into
POS 1, but the customer orders something else. Graham needs to start a sale and he
cant use POS 2 because Mark is using it, so he overlaps Rebeccas sale and starts to
enter his own. Rebecca realizes that Mark has finished his sale on POS 2 and logs
onto that terminal. All the previous items she had rung up on POS 1 are now ported
to POS 2 and she can continue and finalize the transaction.
As you can see, this quickens the transaction process as clerks are not waiting to get
back to the terminal that they originally started the sale on, as with standard
Overlapping Clerk settings. More time can now be spent serving the customers
instead of waiting for the terminal to be available.
Settings
All sales are controlled with the POSServer, so this must be configured on all
terminals. In the event that the POSServer is unresponsive during this time, you are
able to toggle a button to turn Floating Clerks Off or On.
POSServer
Before you can use Floating Clerks, you need to configure the POSServer.
For information on POSServer configuration please read the POSServer User Guide.
Select the checkbox in Global Options to use Floating Clerks and configure
POSServer.
Go to Setup > POS Screen Setup > POS Screen > Layouts > Buttons > Select a
blank button > use Function: User-Defined > Automatic Text: FLOATINGCLERKS.
If this button is required to be used it will toggle the Floating Clerks function, and a
message will be displayed. This will need to be performed on all POS terminals using
Floating Clerks.
Yes/No Options
Go to Setup > Yes/No Options > Clerks.
You will need to ensure that Overlapping Clerks has been selected.
Fuel Console
POSTEC Interface
Idealpos has a 2-way integration system with POSTEC, which control the fuel pumps
of service stations. Setting the two systems up will require a thorough understanding
of Idealpos and the POSTEC software and interface.
Idealpos Settings
Before changing any settings in Idealpos, we recommend reading this document in
full so you have a thorough understanding of the changes and settings that need to
take place.
Registration
To be able to use the Fuel Console integration, you will need to purchase the
appropriate number of licenses for all terminals that will be required to connect to
the POSTEC software. Once you have received your license and activated it, FC will
be displayed in the Options.
Stock Items
You will need to create a stock item for each different grade of fuel that you will be
selling. It is important that these stock items match the grades that will be used in
the POSTEC software. You do not enter the Cost or Sell Prices for these items in
Idealpos, as they are entered directly from POSTEC.
Clerks
Go to Setup > Clerks > Add/Modify > POSTEC Mapping. Each clerk will need to be
assigned the Attendant Code and Password that has been created for them in
POSTEC.
Global Options
You need to link the Stock Items that were created as each grade of fuel that you
will be selling. Go to Setup > Global Options > Interfaces > Fuel Console Interface.
POSTEC Settings
There are many more options that are available within the POSTEC software that is
not documented here. More information regarding the POSTEC software and services
can be found here - http://www.postec.co.nz/
There are a number of separate programs that will need to be accessed to provide
the functionality between Idealpos and POSTEC. Please consult the POSTEC support
member for all advanced configuration details.
When you install the POSTEC software, it will contain a number of executable files
that will be launched from various parts of the program. These will be included in the
POSTEC folder located in the default installation location.
The different aspects of the POSTEC software we will require are Forecourt Manager,
PCC Connection Wizard and Visual Console.
POSTEC may require registration details to be entered into the POSTEC software
before it will work correctly and the settings will apply.
Select the option that you are using to connect to the PCC.
Depending on your selection, you will need to select which PC the PCC is connected
to, or the IP address of the PCC. You will need to navigate through some of the
screens displayed below for the correct setting.
You will need to confirm the following settings with the POSTEC consultant.
The settings will be displayed in a window for you to confirm. If they are correct,
press Finish.
Forecourt Manager
When using the Forecourt Manager you will need to know the Attendant Code and
Password.
The Forecourt Manager will open where you can adjust different settings.
Attendants
Go to Attendants > Attendant Details. In this section you will need to make notes of
the Attendant Code and Password for each Attendant, and link them to the Clerk
within Idealpos.
Depending on your database setup, you may need to create attendants for each
Clerk.
Back Office
Go to the Back Office section and access both PCC Date/Time and Forecourt
Configuration.
PCC Date/Time
Idealpos provides a functionality to ensure all the POS Terminals connected will be
time synched. It is a good idea to synch the time from a terminal that will be correct
with all other terminals. This can be performed in Idealpos using the Time Synch
Master function on the relevant IPS Client.
Point of Sale
You will need to access both the FOCUS Setup and PoS Setup menu to configure
settings.
FOCUS Setup
Within this menu you will need to access the FOCUS Setup Advanced and FOCUS
Setup Appearance/Menu.
The following options are the best to use for correct placement above Idealpos.
When changing these settings, check that the PPOS screen and Visual Console do not
overlap. These settings are a guide only and may need to be changed marginally
depending on your POS Terminal and settings required from POSTEC.
PoS Setup
This section defines the integration mode. The following fields must be selected:
Console Integration Mode Integrated POS
Focus Swap Options Always Swap to POS
Visual Console
The Visual Console should appear at the top of the Idealpos POS screen only. It will
not inhibit access to the Idealpos Back Office at all, but will adjust the display
parameters of the POS screen.
If you havent started the Visual Console before starting Idealpos, a warning will
prompt you when Idealpos starts up.
Performing a Sale
When a customer lifts a nozzle, the Visual Console will change to a Man and then a
Car to show you that someone has lifted the nozzle. In our example, pump 2.
You cannot allow the user to start pumping until a Clerk has been logged into the
sale. A golden coin will display at the top-right of the Visual Console.
Depending on the setup used, you can press the pump to allow the customer to start
pumping fuel. Once the customer starts pumping fuel the dollar amount will start to
increase.
Once the customer has put the nozzle back on the pump, the amount will display as
ready to be paid, and a cash image will show on that pump.
Press the selected pump to stop the customer or other customers using the pump.
The total will move to the second line to allow for another customer to start using
the pump and the icon will be green.
When the customer comes in to pay, press the highlighted field of that pump and the
details of the transaction will be added to the sale. It is possible to now add other
pumps to the same sale, or stock items from the store as well.
Once the sale has been finalized the amount shown on the Visual Console will
disappear.
The pump will remain as green on the Visual Console and allow only $50 worth of
fuel to be dispensed.
Once the customer has replaced the nozzle the pump will automatically reset ready
for the next sale.
Functions
Functions Menu
Functions provide the facility to affect the ways many different aspects of Idealpos
work. Some functions allow only for the renaming of the function description, while
others provide features to the settings that can be applied.
Functions
Paid Out 1 > 4
The Paid Out Functions allow for the operator to remove funds from the cash drawer,
and have all details accounted for. The function can be named whatever the operator
wishes, but it will perform the same way regardless.
Some examples of the Paid Out Function are Tips Out, Petty Cash, Delivery Charge
and Paid Out.
Some examples of the Received Account Function are Tips In, Paid In, Credit Notes
and Gift Vouchers.
No Sale 1 > 4
The No Sale Functions allow the cash drawer to be opened where cash can be
exchanged, removed or added for various reasons. User Permissions are also able to
control which clerks can use each No Sale function.
Some examples of No Sale Functions are Change, Cash Drop, Wrong Amount
Calculated. These functions will all display on the financial report and enable
managers to view what each clerk is using the functions for.
Void
The Void Function allows for clerks to remove items from the sale screen before the
sale has been finalized.
Refund
The Refund Function allows for clerks to return goods back into stock and return the
customers money to them.
%+ Item
The %+ Item Function allows the clerk to add a surcharge as a percent amount to an
item within the sale. Changing the Description will change the details that are
displayed on the POS Screen.
%+ ST
The %+ Subtotal Function allows the clerk to add a surcharge as a percent amount
to a sale. Changing the Description will change the details that are displayed on the
POS Screen.
Tender 1 Cash
The Tender Function for Cash is a special tender that is the default. There are limited
options available when using the Cash Tender.
Description Change the description that is recorded in the financial details and
POS Screen.
# of Receipts Enter the total number of receipts that you want to print when
using this function. This does not force a receipt.
Lower Limit This is a dollar figure that is the minimum that must be used before
this tender can be used.
Upper Limit This is the dollar figure that is the maximum amount that can be
used for this tender.
Allow Points per Dollar This checkbox allows for sales of this tender type to
accumulate points for Customer Loyalty.
Compulsory Amount This checkbox will require the clerk to manually enter the
amount to charge to the tender before the sale will calculate it.
Open Cash Drawer This checkbox will force the cash drawer to open on this
tender.
Force Receipt This checkbox will force a receipt to print to the default receipt
printer.
Force Customer This checkbox will not be able to be used if a Customer has not
been added to the current Transaction.
Tender 2 > 18
The Tenders Functions allow you to create multiple Tenders that differentiate
between the multiple types of payments available to the customer.
Description Change the description that is recorded in the financial details and
POS Screen.
# of Receipts Enter the total number of receipts that you want to print when
using this function. This does not force a receipt.
Exchange Rate This can be set to change the amount to the correct rate required
for international sales.
Lower Limit This is a dollar figure that is the minimum that must be used before
this tender can be used.
Upper Limit This is the dollar figure that is the maximum amount that can be
used for this tender.
Scan Code Allows you to have a set scan code to be used for the tender. This may
be a voucher.
Scan Code Amount Allows you to set an amount of each different Scan Code that
is added.
Surcharge Allows you to charge a flat Dollar amount, or fluctuating percent
amount to certain sales, ot make up for any third party charges that may be incurred
by you to accept this type of payment.
Amount
The Amount function is used to change the price of an item before it is added to the
sale.
Acc/LB Payment
The Acc/LB Payment function allows the clerk to receive payments on Accounts and
Laybys for Customers.
Acc/LB Credit
The Acc/LB Credit function allows the clerk to perform credits on Accounts and
Laybys for Customers.
Acc/LB Adjustment
The Acc/LB Adjustment function allows the clerk to perform adjustments on Accounts
and Laybys for Customers.
LB Cancellation
The LB Cancellation function allows the clerk to cancel a Layby.
Redeem Points
This function allows you to redeem points through loyalty.
Tax Invoice
The Tax Invoice function allows for a tax invoice to be printed by the clerk.
Pending Sale
The Pending Sale function allows the clerk to be able to save a sale for later
finalization.
ST Discount 1 > 4
The ST Discount functions allow you to offer 4 different types of discounts for
different reasons.
Delivery Docket
The Delivery Docket function allows the operator to print a docket which displays the
Customer address.
Hold Print
The Hold Print function allows the clerk to hold multiple order numbers until the last
person for that order number has finished their transaction.
Gift Voucher
This function allows you to change the name of the Gift Voucher function to be
something more fitting.
Gratuity Text
This function allows you to change the name of the TIPS Amount that prints at the
bottom of Bills.
Using Functions
Functions are used when programming button on the POS Screen for the clerk to
access. These can be programmed by going to Setup > POS Screen > POS Screen
Setup.
Functions can also be permitted to be used for specific clerks by going to Setup >
Clerks > Permissions.
If clerks are linked to a User other than the Admin User, they will be able to be
permitted by going to Setup > Users > Modify > Clerk Permissions.
Gaming
Gaming Interface
Idealpos supports multiple gaming interfaces with various companies that allow for
member details and points to be accrued and redeemed through the Point of Sale
software. The member can then be rewarded for their loyalty to the business from
food, beverage and gaming.
There are currently six different interfaces that are supported which are Aristocrat,
eBet, Flexi-NET, Max Gaming, Maxetag, Titan and IGT. Each company is different
and requires specific settings to work, some of which will need to be provided by the
company of the interface that is being configured.
Registration
Before Idealpos will be able to communicate with any gaming software, you will be
required to purchase a Gaming Interface Module for each terminal that requires the
link. Idealpos and gaming communications will not operate on terminals without this
module correctly licensed.
Settings
Functions
Setup a Tender that will be used to allow Pay by Points.
POS Terminals
You will configure how many points are gained for each dollar in a transaction, and
how much the redemption of those points is worth. Additional information on Points,
Special Points and Inhibiting of Points is available in the Customer Loyalty Points
section of the User Guide.
Enter the total amount of points that will be accrued for each dollar spent and the
value of the points when they are redeemed.
Go to Setup > POS Terminals > Modify each terminal that can accrue and redeem
Points > Miscellaneous > General.
Additional Functions
It is possible for the members in the Idealpos database to be able to link Gift
Vouchers, Reward Promos and Customer Type Discounts.
Start a sale and swipe the customers card > Enter the items the customer wants to
buy.
Retrieve the sale as you would a normal pending sale. Press the Pending Sale button
> Select the customer from the list and finalize the transaction.
Aristocrat
Aristocrat is available to Australian customers only.
Using this interface will allow a connection from Idealpos to the Aristocrat
Membership Database to obtain member details. These will then be used to
accumulate points for the customer.
Select the first option Oracle Data Access Components for Oracle Client 11.2.0.3.20
and press Next.
Dont change any settings and press Next to install all the components.
Copy the tnsnames.ora file into the location you selected for the install. Edit the file
in Notepad to add the IP address of the Aristocrat Server.
If you are running 32-bit Windows, go to Control Panel > Administrative Tools >
Data Sources (ODBC)
If you are running 64-bit Windows, run from command:
C:\windows\SysWOW64\odbcad32.exe
Scroll down until you find Oracle in OraClient 11g_home1 and press Finish.
Press the Test Connection button. Enter the Password and press OK. Password is
usually POSCON unless otherwise specified.
Settings
Before you can use the interface you will need to configure the settings.
Global Options
Go to Setup > Global Options > Interfaces > Gaming Interface.
Interface Type
Aristocrat
Redeem Tender Select the Tender that you created for Points.
Username
POSCON
Password
Point Type
Add Members to POS Select this field to add the members to the Idealpos
Database if they are not already. If you are using ratings grade from Aristocrat, you
will need to create a Customer Type for each grade you will use.
Update Customer Type from Member Analysis This will determine if the
Customer Type will be changed.
Analysis Number
Customer Type
Idealpos.
Length
Idealpos database.
This is the length of the Code that will be entered into the
Use Price Level Schedule Check this if you want to use the Price Level Schedule
function.
Redemptions treated as Discounts Toggle this setting on or off.
Customer Types
Aristocrat allows for Customers to be rated using the Member Analysis that has been
pre-defined with the Aristocrat software. The Description given for each rating must
match what is set in the Aristocrat software.
Buttons
A button can be used when using a Standalone system to lookup a machine through
the POS to see the membership details of the person sitting at that machine.
Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Machine
Lookup.
When pressed on the POS Screen a Get Machine Number window will open. Enter
the machine number into the field and press Enter.
The details of the member sitting at that machine will be displayed on the POS
Screen.
eBet
eBet is available to Australian customers only.
Idealpos supports a 2-way interface to eBet. Idealpos Solutions does not supply,
install or setup any eBet products.
Settings
Before you can use the interface you will need to configure some settings.
Global Options
Go to Setup > Global Options > Interfaces > Gaming Interface.
Interface Type
eBet
Redeem Tender Select the Tender that you created for Points.
IP Address/Host This is the IP Address of the host PC that has eBet installed,
add a 2nd IP if required.
Port
Prefix
Username -
Password -
Add Members to POS Select this field to add the members to the Idealpos
Database if they are not already. If you are using ratings grade from eBet, you will
need to create a Customer Type for each grade you will use.
Update Customer Type Using the Member Rating Guide within Max Gaming will
adjust the Customer Type that is recorded in Idealpos. If this checkbox is selected
the Customer will be added to the relevant Rating Customer Type, and not the
default selected Customer Type.
Customer Type
Idealpos.
Length
Idealpos database.
This is the length of the Code that will be entered into the
Use Price Level Schedule Check this if you want to use the Price Level Schedule
function.
Redemptions treated as Discounts Toggle this setting on or off.
Customer Types
eBet allows for Customers to be rated using the Member Rating Grade that has been
pre-defined with the eBet software. These grades can be linked to Idealpos to ensure
the grading is consistent.
Go to File > Customers > Customer Types > Add/Modify > Enter the Gaming Rating
Grade that has been set in eBet.
Go to Setup > POS Terminals > Miscellaneous > Gaming > System ID.
Buttons
A button can be used when using a Standalone system to lookup a machine through
the POS to see the membership details of the person sitting at that machine.
Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Machine
Lookup.
When pressed on the POS Screen a Get Machine Number window will open. Enter
the machine number into the field and press Enter.
The details of the member sitting at that machine will be displayed on the POS
Screen.
Flexi-NET
Flexi-NET is available to Australian customers only.
Settings
Before you can use the interface you will need to configure some settings.
Global Options
You will need to ensure that you have a Flexi-NET support person with you when
setting this up, or can access the following details as required.
Interface Type
FlexiNET.
Redeem Tender Select the Tender that you created for Points.
IP Address/Host This will be supplied by Flexi-NET. (Contact Flexi-NET Technical
Support *)
Username
Support *)
Password
Support *)
POS-Debit Tender
Add Members to POS Select this field to add the members to the Idealpos
Database if they are not already.
Customer Type
Idealpos.
Length
Idealpos database.
This is the length of the Code that will be entered into the
Update Customer Type Using the Member Rating Guide within Flexi-NET will
adjust the Customer Type that is recorded in Idealpos. If this checkbox is selected
the Customer will be added to the relevant Rating Customer Type, and not the
default selected Customer Type.
Use Price Level Schedule Check this if you want to use the Price Level Schedule
function.
Redemptions treated as Discounts Toggle this setting on or off.
* Flexi-NET Technical Support You will need to supply the Venue Name and
POS Terminal Code Range to be used with Flexi-NET, Phone +61 2 8858 1080.
IGT
IGT is available to Australian customers only.
Idealpos supports a 2-way interface to IGT. Idealpos Solutions does not supply,
install or setup any IGT products.
Settings
Before you can use the interface you will need to configure some settings.
Global Options
Go to Setup > Global Options > Interfaces > Gaming Interface.
Interface Type
IGT.
Redeem Tender Select the Tender that you created for Points.
Venue ID
IP Address/Host This is the IP Address of the host PC that has IGT installed.
Port
2nd Server
Lookup only.
Name
Username -
Attendant ID
Centralize Connections This will allow all connections to be directed through the
POS Server remaining correct.
Add Members to POS Select this field to add the members to the Idealpos
Database if they are not already. If you are using ratings grade from IGT, you will
need to create a Customer Type for each grade you will use.
Customer Type
Idealpos.
Length
Idealpos database.
This is the length of the Code that will be entered into the
Use Price Level Schedule Check this if you want to use the Price Level Schedule
function.
Get Photo
Select this to pull the member photo from the IGT database.
Customer Types
IGT allows for Customers to be rated using the Member Rating Grade that has been
pre-defined with the IGT software. These grades can be linked to Idealpos to ensure
the grading is consistent.
Go to File > Customers > Customer Types > Add/Modify > Enter the Gaming Rating
Grade that has been set in IGT.
Buttons
A button can be used when using a Standalone system to lookup a machine through
the POS to see the membership details of the person sitting at that machine.
Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Machine
Lookup.
When pressed on the POS Screen a Get Machine Number window will open. Enter
the machine number into the field and press Enter.
The details of the member sitting at that machine will be displayed on the POS
Screen.
The IGT iKnow Interface allows data to be exported for use in the IGT Membership
Database for specific sales reporting.
Once the module has been activated, go to Setup > POS Terminals > Modify the
terminals required > Import/Export > Automatic Export Settings > Export Sales
Format Settings: iKnow.
Max Gaming
Max Gaming is available to Australian customers only.
Idealpos supports a 2-way interface to Max Gaming. Idealpos Solutions does not
supply, install or setup any Max Gaming products.
Settings
Before you can use the interface you will need to configure some settings.
Global Options
Go to Setup > Global Options > Interfaces > Gaming Interface.
Interface Type
MaxGaming.
Redeem Tender Select the Tender that you created for Points.
Port
Add Members to POS Select this field to add the members to the Idealpos
Database if they are not already.
Use Membership ID
This will retrieve the MaxGaming Membership Number
which will be used as the Customer Code is Add Members to POS is selected.
Customer Type
Idealpos.
Length
Idealpos database.
This is the length of the Code that will be entered into the
Update Customer Type Using the Member Rating Guide within Max Gaming will
adjust the Customer Type that is recorded in Idealpos. If this checkbox is selected
the Customer will be added to the relevant Rating Customer Type, and not the
default selected Customer Type.
Rating Points per Dollar This is the amount of points per dollar that is accrued to
earn a new rating level.
Use Price Level Schedule Check this if you want to use the Price Level Schedule
function.
Redemptions treated as Discounts Toggle this setting on or off.
Customer Types
Max Gaming allows for Customers to be rated using the Member Rating Grade that
has been pre-defined with the Max Gaming software. These grades can be linked to
Idealpos to ensure the grading is consistent.
Go to File > Customers > Customer Types > Add/Modify > Enter the Gaming Rating
Grade that has been set in Max Gaming.
IP Addresses
Max Gaming will provide you an IP Address for each terminal (usually a range from
and to) for the number of terminals that you will be connecting to the interface.
These IP Addresses must be entered into the POS Terminals network communication
settings and IPS Client.
On the terminal the IP Address from max Gaming must be entered in the Advanced
Settings of the terminal.
Enter the IP in the Primary IP field of IPS Client, and keep the original IP in the
Secondary field. If you are using an old version of IPS Client without Primary and
Secondary IPs, you will need to change the main IP Address.
Contained within this log will be all the card lookups and connection details to Max
Gaming. It will also include all of the errors that are presented while communications
are not successful.
Maxetag
Maxetag is available to Australian customers only.
Idealpos supports a 2-way interface to Maxetag. Idealpos Solutions does not supply,
install or setup any Maxetag or Global Gaming products.
**Note**
You must have the MySQL Connector ODBC installed on ALL Terminals. You can
download the required file from
http://dev.mysql.com/downloads/connector/odbc/3.51.html
Settings
Before you can use the interface you will need to configure some settings.
POS Terminals
Go to Setup > POS Terminals > Modify each POS with GI module > Clerks/Customer
Readers > Customer Reader > Select Maxetag > Select COM Port reader is plugged
into.
Global Options
Go to Setup > Global Options > Interfaces > Gaming Interface.
Interface Type
Maxetag
Redeem Tender Select the Tender that you created for Points.
Username
Password
Add Members to POS Select this field to add the members to the Idealpos
Database if they are not already.
Customer Type
Idealpos.
Length
Idealpos database.
This is the length of the Code that will be entered into the
Maxetag Troubleshooting
Gaming Interface Error! Could not Get Member (Could not
connect to Server)
Check:
Global Options > Gaming Interface (User Name, Password, IP Address)
Network Connection
MySQL ODBC Connector is installed (mysql-connector-odbc-3.51.12-win32.zip)
Titan
Titan is available to Australian customers only.
Idealpos supports a 2-way interface to Titan. Idealpos Solutions does not supply,
install or setup any Titan or Odyssey Gaming products.
Settings
Before you can use the interface you will need to configure some settings.
Global Options
Go to Setup > Global Options > Interfaces > Gaming Interface.
Interface Type
Titan.
Redeem Tender Select the Tender that you created for Points.
IP Address/Host Titan_PL (Odyssey Gaming need to confirm)
Add Members to POS Select this field to add the members to the Idealpos
Database if they are not already.
Customer Type
Idealpos.
Length
Idealpos database.
This is the length of the Code that will be entered into the
Use Price Level Schedule Check this if you want to use the Price Level Schedule
function.
Redemptions treated as Discounts Toggle this setting on or off.
Go to Setup > POS Terminals > Modify each terminal that can accrue and redeem
Points > Miscellaneous > Gaming Interface.
Gift Vouchers
Gift Vouchers in Idealpos
Gift Vouchers can be sold through Idealpos and redeemed at a later date which you
can decide. Gift vouchers enable you to keep track of purchased vouchers in case of
loss or theft. Gift vouchers can be linked to your custom stationary, gift cards or
Idealpos can print the voucher out of the receipt printer.
All Gift Vouchers are tracked and monitored through Idealpos, making it easy to
replace a lost Gift Voucher.
Each time a Gift Voucher is used, the amount of the sale will be deducted from the
original voucher, and a new voucher will be printed with the remaining balance. The
expiry date will not change on the voucher unless it is edited by a Clerk.
Go to Setup > Global Options > Credit Notes/Gift Vouchers > Set your Default
choices.
In Idealpos sell a Gift Voucher. In the Gift Voucher screen scan one of your
vouchers.
The fields will fill out automatically and the cursor will default to the Customer Name
field. You cannot edit any other field.
Finalize the sale as normal. The voucher is now recorded through Idealpos and will
be tracked.
To set this up go to Setup > Functions > Received Account Select an appropriate
function > Modify > Change Description > Tick Gift Voucher > Save.
To set the Tender for Gift Voucher Redemptions, go to Setup > Functions > Select a
Tender > Modify > Change Description to Gift Voucher > Tick Gift Voucher
Redemption > Save.
The next step is to enable the Tender to be used on the selected POS Terminals. Go
to Setup > Yes/No Options > Tenders > Un-tick the option to inhibit the Gift Voucher
Tender for the selection of POS Terminals.
Go to Setup > POS Screen > POS Screen Layouts > Select the Layout to program >
Buttons > Select a blank button > Select the Function Type as Received on
Account > Select Gift Voucher from the drop down menu > Select a Gift Voucher
Type (if you want to only sell this type of Gift Voucher with this button) > Save.
Go to Setup > POS Screen > POS Screen Layouts > Select the Layout to program >
Buttons > Select a blank button > Select the Function Type as Gift Voucher
Enquiry > Save.
Go to Setup > Functions > Gift Voucher > Modify > Description > Save.
This will now be reflected in the various locations throughout the program, for
example:
Stock Items
Tenders
Press OK to enter the voucher into the sale window. If you selected a Customer from
your database, their name will display at the top of the screen.
The Gift Voucher can then be printed to the default receipt printer. If required a
receipt will also show the details the Gift Voucher.
Enter a Gift Voucher with a value into the POS Screen. Enter the Item Discount value
you want to use against it.
Enter items into the sale and press Enter to be taken to the Tender Selection screen.
Select Gift Voucher as a Tender.
A screen will open where you scan the barcode, swipe the card or manually enter the
Voucher code.
If you select to search by name, a new screen will open to allow you to search by
name. Start entering the Customers Name and any Vouchers that include that detail
will start to display in the window. Select the customer you are searching for and
press Use This Name.
The Gift Voucher Redemption screen will now display the details of the voucher. You
have some choices that you can action on the voucher if you choose. The voucher
Code, Amount to Tender and current Balance will be displayed.
View History
This will show you all redemptions that have taken place on
this voucher code. It is possible to re-issue a voucher if the entire
amount of the voucher has not been fully redeemed in previous
transactions.
Edit
This option will open a new window with a calendar to change the
Expiry Date for the voucher. Select a new date and press Save.
Add
This button will add the amount owing to the sale as redemption.
If you want to only charge a certain amount to the voucher tender, and not the full
amount, enter the amount you want to redeem and press Gift Voucher.
If you want to add more than one voucher to the same transaction, the first voucher
added to the sale must be less than the total amount outstanding on the sale. Add a
voucher and click Add.
To add a second voucher scan a barcode, swipe a card, enter a number, or select
Name Search to find the second voucher.
Press Add to add this voucher to the current sale. Both voucher details will be
displayed along with the amount they will be redeeming.
The voucher redemptions will display as 2 separate lines to differentiate the values
redeemed by each.
To enquire about a Gift Voucher, press the Gift Voucher Enquiry button. A screen will
open where you can enter the gift voucher code, or search for the gift voucher by
name.
A new screen will be displayed giving you the details of the voucher, as well as the
ability to perform some other actions.
View History
This will show you all redemptions that have taken place on
this voucher code. It is possible to re-issue a voucher if the entire
amount of the voucher has not been fully redeemed in previous
transactions.
Edit
This option will open a new window with a calendar to change the
Expiry Date for the voucher. Select a new date and press Save.
This report will show the Gift Voucher details dependent of the options selected.
Global Options
Global Options in Idealpos
Global Options are settings that control all terminals within a Site. These are
generally the settings that cannot be allocated to just one terminal, and you want to
make sure that each terminal behaves the same.
There are fourteen different tabs that make up Global Options which are: General,
Miscellaneous, Purchase, Restaurant, Customers, Sales, Reservations, Accounting,
Credit Notes/Gift Vouchers, Interfaces, Interfaces 2, Printing, Other Options and
Gaming.
Not all tabs are available as some are relevant to a specific module and will only
display when that module has been licensed. Other options are region specific and
will display only when a selected region has been set.
General
The General Tab is broken up into three different sections which are Miscellaneous,
POS Button Type and Fast Cash Buttons.
The Miscellaneous section contains different fields that can be configured to change
the way certain functions operate. Generally once these settings have been made
there will be minimal reason to edit them.
End of Day
This field will specify the time in 24hr format that you wish to have as your Day
Change. All reports will defaults to this time when you select Today. As many
hospitality businesses trade outside of normal hours, they can select for the end of
day to be 02:59:59.
Clerk Timeout
This setting will require the clerk to re-enter their code after a set amount of
inactivity. This setting is should be in Seconds. By default the setting is 0 and this
will mean that there is no timeout. Compulsory Clerk is required to be turned on.
Setting: 630
Setting: 750
Setting: 16
Setting: 24
Setting: 1
Setting: 5
Arabic Print Style, Use Windows Driver & Set Font to Bold
These settings are only available when the region Saudi Arabia has been selected.
They provide the ability for custom printing settings specific to that region.
Report Printer
This allows you to set a Report Printer that will be used regardless of any Windows
Default Printers.
Select the printer you want to use from the drop-down box.
Graphic
This field will need to link to the image file, which must be located in the Pictures
folder of Idealpos 6.0.
Miscellaneous
The Miscellaneous Tab is broken up into six different sections which are POSServer,
Promotional Tickets, Magstripe Settings, Financial, Dashboard and Packet Processing.
POSServer
The POSServer only needs to run on 1 terminal on the entire network. It is possible
to have multiple Table Servers running on 1 network, to differentiate between Table
Maps within the same business. POSServer does not require Idealpos to be installed
on the host machine, but will require the Idealpos Framework.
To setup the POSServer go to Setup > Global Options > Miscellaneous > POSServer.
Tick the checkbox to initiate the use of POSServer and enter the IP Address of the
computer that will run the program.
Promotional Tickets
This section will detail the printer used to print out Promotional Tickets as well as
other advanced functionality.
Ticket Printer
This drop down box will allow you to select from a printer that is linked to any
terminal via Network Printers.
Attach Instructions
Will show the Instructions linked to the Stock Item on the Promotional Ticket when
used with Stock Item Format.
Non-Customer Sales
This checkbox will allow any customer to obtain a Promotional Ticket. You can enter
some text into the field that will be printed on the Promotional Ticket.
Magstripe Settings
When programming magnetic strip cards, there are 3 tracks that are able to be used
for data. When using these cards in Idealpos you are able to have them for both
Clerks and Customers. It is possible to select which track is read for which user of
the database.
Financial
This section will detail the financial settings you want for your database. Some of
these settings will only apply if you are using the Accounting Interface. When first
using the database, it is recommended to ensure all details are filled out correctly,
regardless of whether you are currently using the Accounting Interface or not.
Ideal Handheld
Once the IH license has been activated in Idealpos, you will have access to this field.
Price Level
You can set the default price level to be used by the handheld. If no price level is
selected, Price Level 1 will be used.
Notes
This function is used to display the Specials of the Day etc.
Dashboard
The Dashboard is the display graphics that display on the right-hand side of the
BackOffice Screen.
Enable Animation
Select this checkbox to allow that when the screen refreshes, the graphs will be
rebuilt onscreen.
Flash 10.1
On startup, POS will check the currently installed Flash OCX version, if it is not 10.1,
will install 10.1 automatically. This should not affect the plug-in version used by the
Web Browsers.
Packet Processing
This setting will determine the amount of data packets that are received into the
Idealpos database from IPS Client. Default optimum settings are entered and should
not be changed unless you have been advised to do so.
Purchases
The Purchases Tab is broken up into five different sections which are Purchase Order
Default Settings, Send to Labels Default Sort Order, Miscellaneous, Programmable
Barcodes and Fees & Rates.
Delivery Address - Your address details of where you would like the items
delivered.
Fields 1, 2, 3 These fields give the supplier extra details that are the
same for each Purchase Order.
Top Message Purchase Order.
Middle Message Purchase Order.
Bottom Message - This allows you to enter a message at the bottom of the
Purchase Order.
Show Amounts
to pay for your items.
This allows you to display the Unit Costs that you expect
Miscellaneous
Large Size Grid
When this checkbox is selected, it will add more space between the lines within the
Purchase Orders Items. This is to enable better access when used from a
Touchscreen.
Restaurant
The Restaurant Tab is broken up into four different sections which are User-Defined
Table Status Buttons, Table Status, Sessions and Miscellaneous.
Miscellaneous
The time settings can vary the way you service the guests in the restaurant, and
provide visual alerts to enable staff to react quickly. There are 4 separate settings
that can be applied.
Once these have been set, the buttons will display at the bottom of the Table Map.
Table Status
These options are provided to indicate the different area of service that the table is
currently getting. The Caption text will be displayed on the table underneath the
table number. If you dont want to see the text, leave this field blank.
Ready Seated -
Unprinted - If you are holding print jobs to the kitchen, this will display that it yet
to be sent to the kitchen.
Printed
Indicates that the items have been sent to the kitchen printers.
Served
To Clean Indicates the table has been paid and has yet to be cleaned and ready
for next service.
Reserved service.
Indicates that a reservation has been placed on the table for the
The colours will display as each function is used. Each action will replace what was
originally on the button when selected.
Sessions
The session times can be set to provide extra reporting for some trend reports, and
to provide a better structure to the Reservations Module. The time can only be set in
1 hour increments over 5 different sessions.
Customers
The Customers Tab is broken up into eight different sections which are A4 Tax
Invoice, Layby Statement, Account Invoice/Activity Statement, Tender Spend Limits,
Customer Date Function, Miscellaneous, Laybys and User-Defined.
A4 Tax Invoice
A4 Tax invoice section is where you can enter your information that you want your
Customers to have on their Invoices. Information such as banking details, trading
terms, tax settings, tendering and delivery address are available.
Layby Statement
Layby Statement section is to display the layby terms and conditions or other
information that you would like included when sending statements to Customers.
To configure this option go to Setup > Global Options > Customers > Tender Spend
Limits.
You have to configure three drop down menu selections to trigger the value for each
Tender Limit.
Tender Limit 1/2 - Select the Tenders you want the limit to be used against.
User-Defined Field Reset -
Select how you want the limit to be reset from Manual, Daily,
Weekly, Monthly, Yearly or Financial Year.
While on the Customer tab, change the description of the User Defined Text field to
the description you want to use.
Go to File > Customers > Add/Modify > Enter a dollar value in the selected field for
all required Customers > Save. Each Customer can have a unique value.
Go to Utilities > Reset Tender Limit (*tender). In our example we have selected
POINTS tender to be reset manually.
Continue to apply
Set this to how many days the Customer has to take advantage of the actions from
the date set.
Show Message
This will display a message in the middle of the screen when the Customer is added
to the sale.
Subtotal Discount %
This can be set for specific discount.
Sell Item
This allows you to sell a Stock Item. It may be a free item as a gift for the Customer.
Miscellaneous
The miscellaneous section is where you can set various Customer settings.
Default Type
This allows you to select which Customer Type new customers will be added to by
default. This can be changed when modifying the Customer.
Laybys
Laybys section is used for defining the Layby terms and conditions that you want to
print out on the Layby receipt.
Period
This field is to define the length of time in days you want to hold Laybys for.
Minimum Deposit %
This field is what you require as a deposit for a Customer to be able to place a Layby.
Sales
The Sales Tab is broken up into ten different sections which are Tax Rates, Selling
Price Descriptors, Food/Beverage Total Descriptors, Programmable Barcodes, Fast
Add Stock Items, Sale Type Status, Pending Sales, A4 Pending Sale Messages,
Miscellaneous and Undistributed Surcharge Link.
Select a Default Rate that will be used for all sales. Enter a Description you want to
use (GST), the Rate to be used and the Label.
Select a Default Rate that will be used for all sales. Enter a Description you want to
use (GST), the Rate to be used and the Label. If the Tax is required to be VAT, select
the corresponding check box. You are also able to toggle the Tax Rate to display next
to the Stock Item on the receipt in brackets.
Sales Categories are able to be reported on separately but in some instances, you
can view the descriptors which will group the figures into the appropriate section.
This will also be the case in various other reports and functions throughout POS.
Programmable Barcodes
Programmable Barcodes are used in Grocery Stores for products that have been
weighed and pre-packed using a Label Printing Scale.
The barcode number has the following data embedded in the code:
Prefix Usually 02 or 2
Stock Code or Department Code Usually 3 to 4 digits
It is possible to have three formats in use at the same time which is Hardwired,
Barcode Starting with 2 and Barcode Starting with 02.
Hardwired Format
This barcode will read when the Use Hardwired? option is enabled. Hardwired
means, the position of length of the barcode is fixed for this type of barcode. This
allows you to set different positions and lengths for the other two types of barcode.
When Use Hardwired is enabled, it will detect Barcodes starting with 02 and 2 and
also have the following starting numbers: 20, 22, 24, 28, and 29.
The example below is a hardwired programmable barcode that starts with 28:
Whilst the barcode does not show a leading zero, when the barcode is scanned, a
zero will be added to the number making it a total of 13 digits.
This is the most common type of programmable barcode and contains 13 digits.
Tick the checkbox to use the feature to fast add stock items when not found.
Default Department This will be the department the items will be added to. Once
they have been added you will be able to manually move them to the department
that you want them located.
Stock Code or Scan Code Select one of these options to decide which field the
barcode data will be added to.
Miscellaneous
When an item for whatever reason has encountered a price change, you can decide
what happens for additional items that are added to the sale. The options available
are Continuous, Until End of Sale and One Item Only.
Continuous This will continue to charge all subsequent sales and items with the
Price Level that was selected.
Until End of Sale This will keep the price level selected until the end of the
current sale.
One Item Only This will change the price of the next entered item only.
Price Level Override Enter a number that corresponds with the Price Level that
you want to use for all Customer Sales.
Non-Turnover Stock Items Stock items are able to be linked to non-turnover
department & be accounted for as non-turnover sales.
The Undistributed Surcharge Link is applied when you are paying an Account on a
surcharge tender. The extra charge needs to be applied to an item in order for the
MYOB export to balance up.
5. Go to Setup > Global Options > Sales > Link the Undistributed Surcharge Link to
stock item 1413.
9. You want to pay a payment of the account customer by a tender with Surcharge.
10. Notice that, the $0.60 surcharge applies during the account payment.
Reservations
The Reservations Tab is broken up into four different sections which are Status,
Miscellaneous, Areas and User-Defined Fields.
Status
This section allows you to create custom colours for the Table Map to display when
the selected table has achieved the current status. These statuses will display in the
Reservation screen only.
Areas
This section allows you to create up to 8 different areas or sections within your
seating plan. Each table must be programmed to be in a specific area.
User-Defined Fields
This section gives you the ability to control 10 Yes/No fields and 2 Text fields, which
will appear on the Run Sheet.
Miscellaneous
This section will allow you to set numerous default options that will be applied to all
reservations. These values can be changed when the booking is being programmed.
Phone Message
A message that can help the staff repeat the reservation they have just taken back
to the guest to confirm the details.
Accounting
The Accounting tab is used for End of Shift and End Sales Period functions
integrating with MYOB. More information on these functions can be found on the
MYOB User Guide.
Credit Notes
Receipt Message
This area is used to input the conditions you want to inform customers of when
issuing Credit Notes. This message can be very long if required, but will print out on
the receipt each time.
Customer Type
Customers who receive a Credit Note are automatically added to your Customer
database for tracking purposes. This enables you to add them to a specific type to
keep them organised.
Reason 1 10
Enter the different reasons that a customer has for returning an item and not
receiving a refund. You only need to enter 1 reason.
Gift Vouchers
Receipt Message
This message will display on the printed voucher if setting the voucher to print
through the receipt. This is where you can insert the vouchers conditions.
Type
This can be used to specifically use different types of vouchers for different uses, to
help you identify what type of voucher is more likely to be redeemed.
Programmable Barcodes
Position Fields Enter the starting position for Field 1 & 2.
Length Fields Enter the length of the fields for Field 1 & 2.
Interfaces
The Interfaces Tab is broken up into eight different sections which are PayPal
Interface, Clipp Interface, Tyro Pay@Table Interface, Bev Con Interface, Pager
Interface, epay Interface, Room Interface and Reservation Interface.
Pager System
The use of this function will require you to contact a third party provider called
Unipage to get a paging device. Their details can be found by going to
www.unipage.com.au.
Go to Setup > POS Screen > POS Screen Setup > POS Screen Layout > Select an
empty button and set the Function Type as Pager System. Your automatic text
should be in this format 1-Come and help me!!!!
With the 1 being the pager group that you setup in the pager system beforehand. So
youll need to create different buttons for different groupings (1.Bouncers,
2.Waitresses, etc.). Also you can put the Pager # into the automatic text and you
will be able to type a message in live.
Bevcon Interface
The Bevcon Interface allows for direct real-time beverage monitoring on draught
beer and electronically dispensed spirits.
For more information on the Bevcon system and requirements, please visit
www.bevcon.com.au.
Settings
Bevcon Solutions will provide you with a blank POSdata.mdb file. Save this file on
the terminal that will be the output terminal. It is recommended to be placed in
C:\Program Files\Bevcon.
In Idealpos, go to Setup > Global Options > Interfaces > Bev Con Interface.
Directory
In the Directory field, enter where the Bevcon file resides. Idealpos recommends this
to be on the local PC at C:\Program Files\Bevcon.
Room Interface
The Room Interface will allow communication with four 3rd Party software systems
for hotel management, which are RoomMaster, Charts, RMS, StarFleet, RezBook,
Satin, Hirum and GuestCentrix. Not all communications are 2-way. More information
on using the Room Interface module can be found in the online User Guide.
RoomMaster
Charts
RMS
StarFleet
RezBook
Satin
Hirum
GuestCentrix
Newbook
Reservation Interface
This interface allows for communications between Idealpos and ResPAK. More
information on using the ResPAK interface can be found on the online User Guide.
Interfaces 2
The Interfaces 2 Tab is broken up into four different sections which are Web Ordering
via Ideal WebIT, Customer Interface, Web Reporting and Fuel Console Interface.
Unmatched Items Link - If an item is available on the website but not in the
Idealpos database, it will link to this item. The description of the Stock item selected
will be displayed. If this field is left blank, Idealpos will print out a description only,
but this cannot be tracked.
Check Box Automatically Finalize Prepaid Web Orders will not
display as a pending order (PAID Status) and a kitchen docket will print.
Price Level Link Select from the drop-down menu the price level that you
want associated with the status used for each order.
Sale Type Link Select from the drop-down menu the Sale Type you
want associated with the status used for each order.
Play Sound Browse to a location of a .WAV file which will play
on all terminals set to receive POS notification when a Web Order is received.
Customer Interface
This facility allows you to connect to various Customer Interfaces that we have
approved and added to the Idealpos program. For more information on using each
interface, please review the relevant guide.
PayPal Interface
Use this field to link PayPal to the tender that will be used. More information on this
feature is provided in the PayPal guide.
epay Interface
epay is a global prepaid product provider and distribution network enabling service
providers to maximize the sales of their products and services. epay delivers
innovative and tailored electronic payment, cash collection solutions including POS
systems integration, a full settlement and reporting service and full marketing and
distribution service support.
Printing
The Printing Tab is broken up into six different sections which are Print Formats,
Print Group Header Format Kitchen Printers, Print Group Header Format
Receipt/Bills, QR Codes, Kitchen Printer Names and Other Options.
When selected (default) the docket will print a line between the two seat options.
When not selected the line will not print and rely on the seat definitions to display
the different orders.
Bill Format
Standard
Will print all the items from the table in the order they were entered into the POS.
Go to Setup > Global Options > Printing > Print Group Header Format Kitchen
Printers.
Go to Setup > Global Options > Printing > Print Group Header Format
Receipts/Bills.
QR Codes
QR Codes can be generated to print on Receipts and Coupons. In both instances the
code will be printed on the footer section of the docket. The QR Code can be
configured in up to 8 different size variations and you can enter text underneath to
inform the user what the QR Code will do.
Print on Coupons
Check this box to print the QR Code when a coupon is issued.
QR Code Size
Select a size for the QR Code to print. Idealpos supports sizes 2-9 with a
recommendation of 5.
QR Codes will work on most printers that emulate ESC/POS (Epson Emulation).
Check the specifications of your printer in the barcode section before attempting to
configure this.
Other Options
These options can affect the size of the print on the kitchen printers and receipt.
Other Options
The Other Options Tab is broken up into four different sections which are Home
Screen, Email Settings, Alerts and Mag Card Printing.
Home Screen
This section allows you to customize the Home Screen.
Email Settings
Outgoing Email Server - Also known as a SMTP Sever, this is
supplied by your ISP
This field is required if you want to send emails directly from Idealpos. You can email
any report generated as well as Customer Invoices.
SMTP Port
Different servers require different ports to access.
Gmail
Outgoing = smtp.gmail.com
User = Gmail email address
Password = Gmail Password
Port = 587 (Alternative ports are 465 or 25)
SSL = Ticked
Sending Email Address = Must be a Gmail account.
Notes: You must login to your Gmail account & enable IMAP in the settings before
being able to use Gmail. You must also use the Gmail email as your sending email
address.
TPG
Outgoing = mail.tpg.com
User = TPG User name
Password = TPG Password
Port = 25
Live/Hotmail
Outgoing = smtp.live.com
User = Live/Hotmail Email Address
Password = Live/Hotmail Password
Port = 587
SSL = Ticked
Sending Email Address = Must be a Live/Hotmail account.
Notes: You must also use the live/Hotmail email as your sending email address.
SSL = Ticked
Sending Email Address = Must be a Spark account.
You must use the Spark email as the sending email address as this service require
authentication.
Alerts
When configuring Alerts, you need to decide through Global Options which POS
Terminal will output the data required.
Go to Setup > Global Options > Other Options > Mag Card Printing > Zebra P330i
Card Printer USB.
Once the Zebra P330i Mag Card Printer has been installed you will be able to print
customer cards directly from the Idealpos database.
Go to File > Customers > Customers > Highlight the customer you want to print >
press the Mag Card button.
If you have not installed the drivers for the printer correctly you will be see the
following message:
If the printer is turned off or not connected you will not be able to print any cards.
If the printer has been installed correctly and is turned on, the Customer will be
printed on the card.
The current format we are using must be measured to correctly place the information
you want to display after the headings. If there is no Expiry date (uses the 2 nd Date
in Customer records) it will not print. Below are the approximate measurements of
where the text that is output from Idealpos will print.
Gaming
The Gaming Tab is broken up into three different sections which are Gaming
Interface, StarrSrvr Interface and Tickets.
StarrServer
StarrServer is a third-party software program that interfaces between multiple
gaming and loyalty facilities used in the hotel and club industry. Members who are
StarrServer members are generally controlled using additional software that allows
Idealpos to search and present data relating to the customer/member when
selected. These systems generally allow the payment for goods through a points
system, very similar to Idealpos internal loyalty program.
Interface Type This needs to be set to the loyalty program that is used by the
customer.
Customer Timeout This field is measured in Seconds. It will remove the
Customer from the sale and they will need to be re-added to the sale.
Rating Points per Dollar This is a specific MaxGaming feature and will only work
with their settings. Please speak to your MaxGaming representative on settings this
up.
Use Price Level Schedule When the StarrServer member is added to the sale, if
the Price Level that they are connected to is used in a Schedule, it will include these
members.
Add Members to POS Select this checkbox to add all StarrServer members to the
Idealpos database also. This function can also be used to select the number field that
is added to Idealpos is either the Scan Code or Membership ID.
Customer Type This is the Customer Type that added members will be added to.
Length This is the length of the data that is read and added to the database.
Gaming Interface
This function allows communications between Idealpos and six gaming vendors
which are Maxetag, FlexiNET, Titan, MaxGaming, eBet and IGT. More information on
using this interface can be found on the online User Guide in the Gaming section.
Idealpos has two separate functions called Hold Print. The first and original method
was the Hold Print function from the Table Map Details Screen. This allowed any
users who use the Restaurant Module to select a table from the table map and press
hold print.
The new method described below is now available in Idealpos 6.01 to allow
customers who do not use the Restaurant Module to hold print from the POS Screen.
The hold print function in the Restaurant Module and the hold print function in the
POS Screen are two separate functions and do not work together. You can only use
one method in any one sale.
Hold Print function in the POS Screen is separate to the Hold Print function in
the Table Map details screen and they both work independently.
When entering the order number, you can either enter the order number in
hold print screen or by using the order number function anytime during the
sale.
Hold Print function works across multiple terminals.
Can be used with Bar Tabs.
Can use the print group shift function to add a separator line between items
in the order.
Can use the print group shift function to select a print group for orders that
require multiple separator lines.
Print Group Headers will not show on the kitchen dockets unless the
Restaurant Module is used.
Can view a Held Order.
To enable POS Server, Go to Setup > Global Options > Miscellaneous > POS Server.
**Note** you cannot use Centralized Order Numbers through the POS Server if you
want to use the Hold Print function.
Yes/No Options
Go to Setup > Yes/No Options > Confirmation Tab.
Start an order and press the Hold Print button. Using the same order number as
used before, enter the sale but simple enter the order number and press the Order
Number button. You will only need to use the Hold Print button to send all orders to
the kitchen once the last order has been entered.
4. At the top of the POS Screen, the Hold Print status box will appear with the
order number.
5. Finalise the sale. The order will not be printed to the kitchen printer.
6. At the close of the sale, the top of the POS Screen will display how many
different Hold Print Orders are currently being held.
4. At the top of the POS Screen, the Hold Print status box will appear with the
order number.
5. Finalise the sale. The order will not be printed to the kitchen printer.
**Tip**
You can press the Hold Print status box shown at the top of the POS screen to
remove the hold print status from the sale.
5. At the top of the POS Screen, the Hold Print will change to read Last Order
and will show the order number.
6. Finalise the sale. All the orders stored for this order number will now be
printed to the Kitchen Printer.
7. The Kitchen Printer docket will show Held Order followed by the order number
on both the header and footer.
To use the Finalize and Print function, select a held order and press Finalize & Print.
A message box may appear that reads Are you sure you wish to Finalize and Print
this Order. Select yes to print the order to the kitchen printer and remove the held
order from the held orders list.
The held order will be displayed in a Flash Report window. You have the choice of
pressing the X to close the screen, or select Print to print the held order to the
receipt printer. If you wish to print the order to the kitchen printer, you must use the
Finalize and print function.
3.
4.
5.
6.
Use the hold print function and assign an order number to the sale.
Save the Bar Tab.
Continue this process until all the orders have been taken.
On the last order, press the last order button on the hold print screen to send
the print job to the kitchen printer. Alternatively, after the last order, go into
the hold print screen and select the order and press finalize and print.
There are two ways to use the Print Group Shift Function with Hold Print to insert a
line/s into an order:
1. Create a Print Group Shift button to insert all a line a sale. This will mark all
the items above the line with a print group shift identifier to show these items
have been moved to the top of the order.
2. Create a Print Group Shift button to show a list of Print Groups to choose
from. Once a print group is selected, all items above the line will be marked
with a print group shift identifier to show these items have link to this print
group.
**Note**
If the Restaurant Module is not used, neither method will show the Print Group NAME
on the kitchen docket, rather the name will be replaced with equal signs to clearly
separate the item on the kitchen docket.
How to enter a sale with a single line to separate Entre from the Main
Meals
1. Enter the Entre items first.
2. Press the Print Group Shift Function. You will notice that all the items above
the line now show a ^1 at the end of the description. This is to indicate these
items are now linked to Print Group 1.
This method works by showing a list of Print Groups to choose from, so the items
above the line will be grouped with the appropriate print group number.
To create a Print Group Shift button to insert multiple lines into one sale:
1. Add a new button called Print Group Shift.
2. Tick the Can Shift Multiple Items option.
3. Enter in the Print Group numbers into the Print Group in Menu field. For
example, if you have starters, entre, main and dessert print groups
numbered 4 to7, and then enter in 4,5,6,7 or 4-7. Either method can be used
or a combination of both.
How to enter a Sale using multiple lines to separate Starters, Entre, Mains
and Desserts
1. Enter the Starter Items First.
2. Press the Print Group Shift Function and select the Print Group you wish to
link the items to.
3. Continue with sale entering the Entrees, Mains and Desserts with each time
selecting the appropriate print group in between each meal type.
4. Press Hold Print and enter the order number.
5. Finalize the sale.
In the example below, two entrees have been entered first, followed by two mains.
To assign the two entrees to the entre print group, select the line below the last
entre entered, and then select the entre print group. The line selected will be
moved down a line, and a print line will be inserted in between the entre and main.
The entrees will have the print group number assigned to their line.
Ideal Handheld
Ideal Handheld in Idealpos
Ideal Handheld (IH) enables a waiter to remotely take table orders on the go
throughout the restaurant.
Ideal Handheld uses POS Screen Menus to connect to the Idealpos database.
Handheld Options
Global Options
Any terminal with the IH License is able to access and use additional settings from
Idealpos. Any changes that are made in this area of the program will require the
Handheld to exit and restart the Ideal Handheld software before the changes made
will be visible.
You can set the default price level to be used by the handheld.
If no price level is selected, Price Level 1 will be used.
Use Price Level from Menu The price level will be selected from the menu that is
being used at the current time.
Notes
Print Group Shift 1/2 These functions allow you to add 2 different Print Group
Shift functions to the handheld device. Print Groups are linked
to Departments which Stock Items are grouped within.
The Stock Item must be configured to not have an order printer selected, which
disables printing from the POS Terminal.
Go to File > Stock Control > Stock Items > Modify > Printer Settings.
Go to File > Sales > Departments > Modify the Department the Stock Item was
linked to (Coffee/Tea) > Ensure the Sales Category is linked to Beverage.
Go to File > Sales > Sales Categories > Modify the Sales Category the Department
was linked to (Beverage) > Ensure it has been selected for Add to BEVERAGE Total.
Go to Setup > POS Terminals > Modify the selected terminal > Miscellaneous >
Handhelds.
When a Flat White is ordered through the POS Terminal, no kitchen docket will print,
however, when ordered through the handheld device, the docket will be printed
automatically.
User Registration
The Ideal Handheld Module is used to define how many handheld devices will be
connected to a terminal in the registration. The number of devices is indicated by the
number next to the IH (IH1) in the registration options. It is a requirement of this
module that Restaurant (RST) module is also installed. You will also need to ensure
there is a table map with programmed tables. Ideal Handheld will not work without
at least one table.
Supported Models
Ideal Handheld is able to be installed on many devices but will not work properly.
Idealpos will only support the following models and does not offer any support for
devices that are not listed.
Attempting to use other devices can have unknown consequences for the correct
functionality of Ideal Handheld.
When using Ideal Handheld and Idealpos version 6.02 build 10 and onwards, the
following installations files are required when using the supported models.
Unsupported Models:
HP iPaq 112/4700 Only install Ideal Handheld.CAB
Dell X51 Only install Ideal Handheld.CAB
Symbol MC50 Only install Ideal Handheld.CAB
Handheld Menus
Ideal Handheld uses Menus, not Grids, to display the items on the PDA device. Any
items that you want to display on the device should be grouped into corresponding
menus. These menus then need to be linked to the default Menu 999. More
information on Menus can be found in the POS Screen Setup Help Guide.
Add items to menus, and menus to the Waiter Pad menu by going to Setup > POS
Screen > Menus > Add/Modify.
The menus that we want to be able to access through the handheld are the only ones
that we have programmed to be visible here.
Handheld Screens
Main Screen
The main program screen provides you multiple choices on how to use the Ideal
Handheld program.
Clerk Select the Clerks from the drop down menu provided.
Table Use the numerical keys to enter the table number.
Setup Opens the Setup screen.
Print Bill Enter a table number and press this button to print a bill to the default
receipt printer.
Enter Guests This button will only display if selected in the Settings. This will
allow you to enter the guests seated on the table.
Exit This button will exit the Ideal Handheld application.
Enquire This button will open the table details of all items that have been placed
on the table. It will also display a Notes button, where specials or other information
can be displayed.
Start Sale Will open the selected Table and allow items to be added.
Notification Area This section will display the Idealpos Build/version that the
handheld version will work with. It will also display the current connection status and
the battery level.
If you do not enter a table number, or enter a table number that does not exist, an
Invalid Table Number screen will display.
Setup Screen
Before you will be able to use Ideal Handheld you will need to set some options that
enable you to connect to the host PC.
Select the handheld model using the radio button. It is important to ensure you have
the right terminal selected as there are different display resolutions that will affect
how other handhelds will display.
Menu
Enter the Menu Code that corresponds to the Main Menu Code
that you will be linking to in Idealpos. By default this is set to
999.
Remote Sales*
Print Receipts*
Guest Entry
seated at the table.
Member Entry*
Select this option to allow you to enter the Member into the
handheld for membership discounts.
Fast Sales*
Hide Seats
System ID*
StarrServer.
Is Remote?*
configurations.
Prefix*
When entering membership details a prefix may be
required, enter the details in this field.
Width*
IP Address of Host This field must contain the IP Address of the terminal that has
the IH license.
Waiter Pad Description
Sale Caption*
Device 1 etc.)
WAITER
These letters must be entered in sequence to save the details
that you have entered.
OK
been entered.
This button will only appear once the WAITER buttons have
Order Screen
This screen allows you to enter items to the table and perform multiple actions.
Item Entry
Menus
Item Entry This is the area that will display the items that are entered.
Clerk This is the name of the clerk performing the sale.
Table Number This is the number of the table placing the order.
Total Ordered This is the current total of all ordered items.
Main Return you to the main menu.
Back Return you to the previous menu.
Hide Menus This will hide all menus and give a larger area to display all items.
QTY This allows you to add to the quantity of items by multiples of 1.
Void This will void the selected item from the order.
Finalize This will finalize the sale to the table.
Seat Numbers This will allocate the selected item to a seat number.
Menus This will display the menus to select the items.
Printer Error
If the handheld is unable to connect and print the order, the screen will display a
message.
Connection Issues
When the handheld is connected properly it will be green on the main screen and
display ONLINE. When it isnt able to connect it will alternate between
ATTEMPTING TO CONNECT and OFFLINE, Please wait.
Confirmation Screens
When an action is about to be performed that can cause have issues relating to the
data being used you will need to confirm the action.
Enter a table number using the numerical keys. CL is for Clear and will remove
digits one at a time.
Enter the number of guests seated at the table if required and press OK. Press Start
Sale to enter items.
Navigate through the menus to select the items to add to the table.
Highlight an item in the sale window and press the QTY button to add another.
You can highlight an item in the viewing area and press Void to remove it from the
order.
If there are a lot of items entered into the sale you can use the scroll bar to navigate
through each item, or you can select Hide Menus to expand the order display.
You can see the details of what is on the table already by pressing the table number
and then press Enquire. When the screen opens, the table details will be displayed,
and you can press Notes to view any specials.
Ideal Kitchen Monitor allows for orders that would normally be printed to the kitchen,
to be displayed on a monitor that will show multiple orders at any one time. Whilst
commonly used in Fast Food and Takeaway businesses, these are also starting to be
used in restaurants. IKM is a good way to keep track of orders, as they wont be lost
and can be recalled if need be.
System Requirements
Licensing
A software license is required for each IKM regardless of whether it is Server or
Client configured.
System Configuration
IKM allows for configuration to be used with a Dedicated Touch POS Terminal, or a
VGA Screen with a Serial Bump Bar.
Server
A Single VGA Screen attached to any PC on the POS Network with a Bump Bar.
Requirements:
1 x IKM License
1 x Idealpos License Key
1 x Serial Bump Bar
1 x VGA Screen
Requirements:
1 x IKM License
1 x Idealpos License Key
1 x Serial Bump Bar
1 x VGA Splitter (from the PC running IKM)
2 x VGA Screens
Multiple Servers
This will give you the ability to display the same or different orders, and bump from
either screen.
Requirements:
2 x IKM Licenses
2 x Idealpos License Keys
2 x Serial Bump Bars
2 x VGA Screens
Requirements:
2 x IKM Licenses
2 x Idealpos License Keys
2 x Serial Bump Bars
2 x VGA Screens
Requirements:
2 x IKM Licenses
2 x Idealpos License Keys
2 x Serial Bump Bars
2 x VGA Screens
Requirements:
1 x IKM Licenses
1 x Idealpos License Key
2 x VGA Screens
Requirements:
1 x IKM License
1 x Idealpos License Key
1 x VGA Screen
Hardware Configuration
IKM provides users with the ability to configure their hardware in a way that best
suits their environments. Below are two options that are the most common scenario
of an IKM installation.
Details:
VGA Screen and Bump Bar connected to the POS Terminal
Other POS Terminals on the same POS Network can share the IKM
1 x IKM License required
Details:
IKM can use Serial Bump Bar or Touch Monitor
Other POS Terminals on the same POS Network can share the IKM
1 x IKM License required
IKM Installation
IKM cannot be installed until the latest version of the IPS Framework has been
installed on the system. Refer to the Idealpos User Guide for instructions on
installing the IPS Framework.
Run the current IKM Setup File and click Next to continue.
Unless required to install in a different location, allow IKM to install in the default
location.
Once the installation has finished you will be able to start IKM directly, or you can
select Finish without starting.
Select the System Configuration you want to use from Server or Client. You can exit
if required.
Icons
The IKM icon
will display in the taskbar to allow access. You can right-click this
icon to Show Window and Exit.
This icon represents that screens have been configured within IKM.
Server Mode
When using the Server mode you will be required to enter the registration details.
Enter the license information by selecting Read Key. The User Name and Number of
Screens are filled in automatically from the information stored on the key.
If you are using an Expiry Licence you will be required to input the details as they
have been provided from Idealpos.
IKM will open if you have entered a registration, either Expiry or License Key.
Client Mode
When using the Client mode you will be required to enter the registration details.
Enter the license information by selecting Read Key. The User Name and Number of
Screens will be filled in automatically based on the data stored on the license key.
If you are using an Expiry License you will be required to input the details as they
have been provided from Idealpos.
IKM will open if you have entered a registration, either Expiry or License Key.
Client Screens
Screens can be configured to show Customer Orders when they are ready, which
displays on a large monitor in view for the customers to know their meal is ready. It
allows for multiple IKMs to display orders from different stations on a single screen.
Press the Customer Display button to configure. From this screen you can Add new
Screens, or Modify/Delete existing. Display Configuration will allow you to configure
the options. You can select the check-box to Include Station Name on the display
below the central order number being displayed.
Press Add and enter the details of the IKM Server that will send orders to the
Customer Display.
Port By default the port is 5510, but can be changed to meet network
requirements.
Identifier -
Display Select which monitor will be used to display for the customer. Use the
Identify button to select the correct monitor.
Style Select from Single Order or Scrolling Orders to change additional settings.
More information on these settings is located within this chapter.
Background
Select the colours that will be used as the background for the monitor. If you would
like a gradient effect, select two different colours, where the first field is the top and
the second field is the bottom. If you would like a single colour, choose the same
colour for both fields.
The Custom Colours will display the default colours used by IKM.
Font
Select the Font that will be used to display the words/numbers as they are ready.
Display Time
Use the slider bar to select a time frame the order will stay on screen for. The setting
allows for five seconds to fifteen seconds. If there is only one order that is ready the
screen will not change.
Single Order
This field is only available when the Single Order button is selected on the left-side of
the COD Settings. If you want to use this function you must save your settings with
this option selected.
Heading
Select this checkbox if you want to display the sale type that is attributed to the sale.
Transition
Select this checkbox if you want the numbers to change with effects. Effects that are
available are Fade In/Out, Slide with Fade, Grow with Fade, Spin with Fade and Flip
with Fade.
Scrolling Orders
This field is only available when the Single Order button is selected on the left-side of
the COD Settings. If you want to use this function you must save your settings with
this option selected.
# of Orders
Select how many orders you want to display at the top of the screen in total that will
scroll along.
Font Fill
Select the colour of the font for scrolling orders.
Border
Select the checkbox to confirm the use of a border, and the colour palette to select
which colour the border will be.
Fill
Select the checkbox to confirm the use of fill, and the colour palette that will be used
as the fill for the order number area.
Fill Opacity
Select the opacity of the scrolling order area.
Logo Image
The logo will be displayed at the bottom right corner of the COD. If you would like to
create custom logos to display, they must adhere to strict guidelines or they may not
display correctly, or at all. Create a folder on the COD terminal (preferably within the
Ideal Kitchen Monitor folder) called Display Logo. Browse for the folder containing
the logos that you want to display on the COD.
It is recommended to create three separate logo files, as IKM will only display the
logo that is the correct resolution for the monitor that is being used.
File Name
Pixels
Example
Customerdisplay-s.png
90 x 30
Customerdisplay-m.png
150 x 50
Customerdisplay-l.png
300 x 100
Each image must be 96dpi, 32-bit and can support alpha-transparency. If you would
like no logos to display at all, Idealpos supplies a transparent logo that can be used.
IKM Program
The IKM program will, when running, be presented in the taskbar of the server
terminal. There are six different menus that can be accessed in IKM which are File,
Utilities, Setup, Reports, Diagnostics and Help. When screens have been added to
the database, icons become available and will launch the IKM Screens when selected.
Additional information that is displayed is the Registered User Name, IKM Mode,
Security Code and Date/Time.
File Menu
The File Menu allows you to open additional programs and exit the IKM program.
Exit
This option will exit the IKM program and stop all Kitchen Monitor screens from
working.
Clear Data
This option will allow you to clear ALL current order records in the database. This is a
destructive operation and will remove records of any orders that have previously
been saved. You will NOT be able to use the Recall function to get records back.
All
This will select all dates and remove all available records.
Custom
This will enable you to select which date to start/end the clearing of data.
Clear
Confirms the Clear Data action and will proceed.
Cancel
Cancels the current selection and will close the window without proceeding any
further.
Display
Always Show Displays on Startup
Application Minimised
it first opens.
Independent Client
Toggle the option to allow the
Server/Client to bump orders independently.
Open Display upon New Order
Order
Aggregate Bar Tabs
Audio
New Order
Audio for Order
Play when order arrives
Order arrives.
Web Order
Audio for New Orders
Display Quantity
is entered on a line.
Reset Time when Print Group is Done Toggle to Reset the Order Time after each
Print Group is Done. This setting should
be set to True if sorting the order by
Print Group and wanting each order to be
sent in turn.
Use Description 2
available.
Printing
Runner Docket
is Done.
System
Close Password
the program.
Network Port
System Text is locked down from all setting changes except for colour. This is due to
the important nature of the System Text being displayed.
All other variables will allow changes to Font, Size, Colour and Bold.
System Text:
System Text, Instruction, Text, Print Group and Stock Item are the main items used
when using IKM.
There are four separate sections that allow you to change the colours that will be
displayed on the background of the order screens. These sections are Order
Header/Footer, Borders, Order Body and Pending Sale Type Labels.
Order Header/Footer
This section allows you to select the colour that will be applied to the different order
types that are sent to IKM. There are four different types of sales that will be
displayed which are Table, Pending, Normal and Selected.
Table
Map.
Pending
Indicates a sale that has been saved for processing at a later stage.
Normal
Selected
Borders
This section allows you to set the colour of the border that applies to the particular
order. There are three different types of orders the border can be applied to which
are Normal, Active and Scroll.
Normal
Active
Scroll
Indicates that when using Options selection on the Bump Bar, the
moving between selected orders on expanded pages.
Order Body
This section allows you to set the colour that contains the main order details of the
items sent to IKM.
Normal
Selected
Screen Display
This selection allows you to edit the Background of the screen.
Add, Modify or Remove These buttons allow you to configure the different Sale
Types to match what is being presented from Idealpos.
Must be exact match for the details that are used in Idealpos
Display
Type.
Enter the text that you want to display for this particular Sale
Override Colour Select this checkbox and then select the colours that you want
to apply.
Blank Order
You are able to customise the background colour and default icon which is displayed
on screen if no orders are present. You have the choice of choosing from Bar, Fast
Food, Caf or Restaurant.
Screens
Screens indicate how many display monitors will show the kitchen orders. Screens
have an additional function that can allow them to use the Customer Order Display.
At least one screen needs to be configured before any orders can be displayed. A
screen can be connected to a Server, a Client or both. The number of screens that
are able to be used at any one time is determined by the IKM registration.
Screens are configured according to the settings that are able to be applied. Screens
that are attached to a Server will allow you to use the Customer Order Display,
whereas Clients will not. When configuring screens you cannot change the Code field
that is generated, but you can rename the Description field to a custom description
relevant to the installation.
Orders Area This area allows you to configure the screens that the orders will be
displayed on. There are a number of fields that can make major differences to the
display of IKM.
Screen Number Select which screen the orders will be displayed on. You can press
the Identify button which will display a number on the screen that is associated with
it.
Number of Rows Select the number of rows that you want to use on the IKM.
Remember that the more rows that you have, the more chance that the orders may
need to include a scroll bar to view the entire order. Generally the size of the monitor
being used will determine the amount of rows able to be used.
Number of Columns Select the number of columns that you want to use on the
IKM. Generally there is at least double the amount of columns as there are rows. The
size of the monitor being used will determine the amount of rows able to be used.
Summary Filtering The filter settings allow for changing what is presented when
the summary is displayed on the order screen. There are four different types that
can be selected which are No Filter (None), Include Items, Exclude Items and By
Type.
Include/Exclude Items Allows you to specify the text that you can use for filtering.
You have the option of filtering of four different selections which are Starts With,
Ends With, Contains and Equals.
By Type Select from the two available types to show which are Instruction or Hash
Text.
Preview Select the magnifying glass icon to see a preview of the screens. This is
only used to display the Rows and Columns that will be used.
There are two options that are available within the COD menu which are Enable and
Configuration.
Enable Allows the current settings to be used and the Customer Order Display to
work.
Configuration This button allows you to configure the screen and how it will
display.
Display Select which monitor will be used to display for the customer. Use the
Identify button to select the correct monitor.
Style Select from Single Order or Scrolling Orders to change additional settings.
More information on these settings is located within this chapter.
Background Select the colours that will be used as the background for the
monitor. If you would like a gradient effect, select two different colours, where the
first field is the top and the second field is the bottom. If you would like a single
colour, choose the same colour for both fields.
The Custom Colours will display the default colours used by IKM.
Font
Select the Font that will be used to display the words/numbers as they are ready.
Display Time
Use the slider bar to select a time frame the order will stay on screen for. The setting
allows for five seconds to fifteen seconds. If there is only one order that is ready the
screen will not change.
Single Order
This field is only available when the Single Order button is selected on the left-side of
the COD Settings. If you want to use this function you must save your settings with
this option selected.
Heading
Select this checkbox if you want to display the sale type that is attributed to the sale.
Transition
Select this checkbox if you want the numbers to change with effects. Effects that are
available are Fade In/Out, Slide with Fade, Grow with Fade, Spin with Fade and Flip
with Fade.
Scrolling Orders
This field is only available when the Single Order button is selected on the left-side of
the COD Settings. If you want to use this function you must save your settings with
this option selected.
# of Orders
Select how many orders you want to display at the top of the screen in total that will
scroll along.
Font Fill
Select the colour of the font for scrolling orders.
Border
Select the checkbox to confirm the use of a border, and the colour palette to select
which colour the border will be.
Fill
Select the checkbox to confirm the use of fill, and the colour palette that will be used
as the fill for the order number area.
Fill Opacity
Select the opacity of the scrolling order area.
Logo Image
The logo will be displayed at the bottom right corner of the COD. If you would like to
create custom logos to display, they must adhere to strict guidelines or they may not
display correctly, or at all. Create a folder on the COD terminal (preferably within the
Ideal Kitchen Monitor folder) called Display Logo. Browse for the folder containing
the logos that you want to display on the COD.
It is recommended to create three separate logo files, as IKM will only display the
logo that is the correct resolution for the monitor that is being used.
File Name
Pixels
Example
Customerdisplay-s.png
90 x 30
Customerdisplay-m.png
150 x 50
Customerdisplay-l.png
300 x 100
Each image must be 96dpi, 32-bit and can support alpha-transparency. If you would
like no logos to display at all, Idealpos supplies a transparent logo that can be used.
None (Standard) This is the standard printing option where items will be
displayed in the order that the items were entered into the POS Terminal.
Print Group > None This will separate the items into their respective Print
Groups.
Print Group > Accumulate This will separate the items into their respective Print
Groups and then accumulate any items within those groups.
Print Group > Separate All This will separate items into their respective Print
Groups.
Print Group > Accumulate and Separate This will separate the items into their
respective Print Groups and then accumulate any items within those groups. It will
also detail the instructions that are to be used for each item.
Print Group > Accumulate and Separate > Summary This will separate the
items into their respective Print Groups and then accumulate any items within those
groups. It will also provide a summary of the order at the very top, and if required,
the full order can be displayed using the scroll functions.
Print Group > Accumulate and Separate > Seat This will separate the items
into their respective Print Groups and then accumulate any items within those
groups. It will also provide the seat number for each item to the right of the order
details. This option will only be available on orders that are saved to a Table.
Print Group > Accumulate and Separate > Summary & Seat This will
separate the items into their respective Print Groups and then accumulate any items
within those groups. It will also provide the seat number for each item to the right of
the order details. It will provide a summary of the order at the very top, and if
required, the full order can be displayed using the scroll functions. This option will
only be available on orders that are saved to a Table.
Show Average Time Panels This is only available when a bump bar is being
used. If this option is selected without a bump bar, you will not be able to bump
orders from the touchscreen.
Settings
Type Select Panasonic JS-140MS from the drop down menu.
Serial Port Select the serial port that the bump bar is connected to.
Keys > Actions Select the Actions button to program the actions that each button
of the bump bar will use. There are a possible ten buttons on the bump bar that can
be used with a possible sixteen choices.
Inhibit
Done (Normal)
Done (System)
Done (Recall)
Zoom (Normal)
Recall
Close
Delete (Normal)
Scroll Up/ Down (Normal) These allow you to scroll up and down through the order
items.
Summary
Undo (Normal)
Options
Print (Normal)
Ready
This will change orders to a Ready status and force
them to display on the COD.
Keys > Colours Select the Colours button to decide which colours you want to
display on the bump bar. There is no option to change the colour or size of the text.
By default all buttons are white. It is a good idea to use different colours to group
different types of buttons, not a different colour for each button. Press the button
you want to change and the colour palette window will open. Select the colour you
want to use and press OK. The display preview will show the colour change. It is
important to note that the colours on the screen may differ from what is printed.
Keys > Print Map This button will allow you to print the Bump Bar design to a
printer for use.
When the printout has finished, there are four small area that are marked with dots
that need to be cut out to fit correctly into the Bump Bar.
Test This section is where you can test that the Bump Bar is communicating
correctly and the button functions that you have selected will work.
Press each button to test the function matches and performs the way you want.
While using the testing feature, you cannot make changes to the Bump Bar
configuration. Press Stop Test to exit the testing function.
To enable this to be set up, you need to create two printers on the Stock Items for
different IKM monitors, one for Server the other for Client.
In Idealpos go to Setup > POS Terminals > Modify POS 1 > Rename a KP # to IKM
Client.
In Idealpos go to File > Stock Control > Stock Items > Modify the Stock Items that
will be displayed on the Client monitor only > Select the IKM Client Printer you
renamed > Save.
Use the Printer Associations to link the single IKM Client printer to the Client monitor.
You will need to know which Kitchen Printer in Idealpos you have configured, as IKM
does not port the names across.
Notification Tab
The Notification Tab is used to enable and configure third-party hardware for paging
customers when their Order is Ready or Done.
You cannot program any settings until you have enabled the function. Use the dropdown menu to select from None, BluFi Boomerang V1, BluFi Boomerang V2 or
Genesis Paging BluFi Boomerang. You also need to select which function will send the
page using Ready or Done.
CapCode
This is the prefix for the Pager and is generally 3 characters long. Additional zeros
required will be padded to match.
ConnectedTo
This is set to the COM Port that the device will be connected to.
FunctionLevel
This setting is based on the specifications of the devices that you will be using.
Message
This is the message that gets sent to the Pager. To include the Order Number in the
message add %order% as part of the message.
CommunicationMode
Use the drop down to select Numeric Only or Alpha Numeric. This is the format of the
message that will be sent to the Pager. If Numeric is selected, any alpha characters
will be stripped.
Clients
Clients are used in IKM to show orders independent of the server, and if required,
allow the server to control the screen. An IKM Server cannot control another server,
but can control as many clients as required. The IKM Client has the ability to bump
orders from their screen only, or their orders will be bumped from the server.
Code Enter the Code that you want to represent the Client. This field can only be
changed when the record is being created. Once it has been created the field will be
blocked from editing.
Description Enter a description that represents the Client.
The IKM Server if configured to do so, will bump orders from all clients, or none.
Clients will inherit the settings as a group and cannot work independent from each
other.
Print Groups
Print Groups are used to group items into separate groups to make it easier to view
and bump orders from the IKM. When using Print Groups, items can be bumped in
the order of the print groups, keeping the remaining items on the IKM so the kitchen
knows they are still to be made. It is a good idea to enter the Print Groups the same
they are entered in Idealpos, Failure to do so could result in confusion.
Print Groups has advanced settings that allow for items to be displayed on kitchen
monitors if certain rules within that order have been met. For more information on
using these advanced settings, please read the Advanced Print Group Settings
section.
You can only select the Code when the record is first created, otherwise it will remain
permanently at what is initially set. Enter a Description that you want to use for the
Print Group. You cannot adjust any other settings without turning on the Advanced
Print Group Settings.
The Print Group will display in large capped font when using any of the Print Group
settings. In the example below you can clearly see the Entre, Main and Dessert
Print Groups.
When the order is selected and been Done, each print group will be Sent in turn,
provided the correct settings have been applied. Go to Setup > Options for more
information on setting this function.
To be able to use the Advanced Print Group Settings go to Setup > Options > Basic
Options > Order setting Use Print Group Rules as TRUE.
Use Print Group Rules Toggle to allow print groups to be configured with advanced
display options.
Displayed Use this checkbox to toggle the display options of the Print Group on
all screens when it is the only item within the order.
There are two fields which allow you to configure all other Print Groups as either
Displayed or Not Displayed. Double-click on any print group within these fields to
move them to the left or right respectively.
A basic use example would be to have three different screens, Hot Drinks, Pizza and
Hot Food.
Hot Drinks
Shows Hot Drinks, Hot Food and Pizza, but only if there is a Hot
Drinks in the order, otherwise it will
only display the Hot Drinks.
Pizza
Hot Food Shows Hot Food and Pizzas, but only if Hot Food is in the order,
otherwise it will only display Hot
Food.
Visual Alerts
The Visual Alerts gives you the option of configuring reminders for orders that have
been on the display for an extended period of time. The reminders will cause the
Timer section to change colour to stand out from a standard order.
Select the Print Group you want to use the alerts on and highlight from the time that
you want to be alerted for until a time that is sufficient. The selected time period will
be highlighted in sky blue.
Right-click on the highlighted area and a small option to Change Colour will appear.
A colour palette will open where you select the colour that you want the time field to
change to once the alert time is reached.
The colour will change on the visual alert screen for the selected time period.
It is possible to select multiple colours and times for each different Print Group you
require.
Standard Order
POS Terminals
The POS Options allow you to configure how the orders that are sent to the IKM
Operate and Display. Most commonly they are used to differentiate one terminal
sending orders to IKM from another. An example of this is a Drive-Thru terminal
displaying as a different colour to a Front Counter terminal. The kitchen knows to
make all Drive-Thru orders as takeaway by default, whereas the Front Counter
orders can be takeaway or dine-in.
If selecting to Delete POS Terminal settings you will need to confirm the deletion.
Name
Code This must be the same value as the POS Terminal registration number.
Name Enter a description of the POS Terminal.
Order Colour
Customer Colour in Use Toggle the use of the customer colour selected.
Customer Colour to Use Allows you to select the colour for this particular terminal.
Order Display
Order Title Enter a title that will be used instead of Order.
Order Printing
Print on Done Toggle if a print job will be sent to the POS Terminal when the Order
is flagged as Done.
Security
The Security option will generate a new Remote Key. This will directly affect all
connections to Remote Customer Displays.
The key that is generated is displayed at the bottom of the window in brackets and is
randomly generated.
User Registration
The User Registration gives you access to the registrations details of the software
being used. Unless you are asked to do so, DO NOT make any changes to details
within this screen, as it can stop your IKM from working.
You are able to select All Dates or a Date Range for this report.
In our example below we have exaggerated our figures to show the details available.
You are able to select All Dates or a Date Range for this report.
In our example below we have exaggerated our figures to show the details available.
Transmission Trace
When this option is selected you will be given the communications details of the POS
Terminals and clients that are linked to the IKM. When an order is created it is sent
as a packet to the corresponding monitors.
TX NoOp and RX NoOp is a good thing and means that the communication
between the terminals is acting as it should.
The Transmission Trace is generally used for troubleshooting connections and finding
out what data is being sent and where. It also helps to ascertain if data is not being
sent and can help in finding the reasons.
Pool Information
This window is a diagnostics tool used for the purpose of displaying what is
connected to IKM.
IKM Utility
The IKM Utility contains five options which are Backup, Restore, System Reset, Open
Containing Folder and SQL Cmd Line.
Backup
The Backup option will allow you to back up the current Ideal Kitchen Monitor
database.
Backup Path
Use the browse button to select a backup location or enter the backup path into the
field.
OK
Will perform the backup operation and save the file in the designated location.
Cancel
Will cancel the current request and exit the IKM Backup menu.
Restore
The Restore option will allow you to restore a previously backed up Ideal Kitchen
Monitor database. This function will completely remove all settings in the current
database in IKM and replace it with the settings from the backup. This can be a
destructive operation.
Location Path
Use the browse button to locate the backup file that you want to restore, or manually
enter the path into the field. IKM will only recognize files with .ikm file type.
Include Logs
Select this checkbox to include the logs from the previous backup. This is not a
requirement and is generally only selected if required to look through the logs for
troubleshooting issues.
Restart IKM
Select this checkbox to restart the IKM program once the restoration has completed.
If not selected, you will be required to manually start the IKM program.
Restore
Start the restore process and will replace the data from the current database with
the selected backup file.
Cancel
Will cancel the current request and exit the IKM Restore menu.
System Reset
The System Reset option will delete all the current IKM database files and start the
database again with a blank default setup. This is a destructive function that will not
leave any record of the current database.
CONFIRM
Press each button in turn to CONFIRM that you are about to delete the database and
start again. As each button is pressed it will be greyed out and will be unable to be
pressed again.
OK
Once you have selected each button in turn the OK button is able to be selected to
complete the action.
Cancel
Will cancel the current request and exit the IKM System Reset menu.
IKM Display
There are two different types of displays that are used within IKM which are the
Kitchen Monitor and Customer Order Display.
Kitchen Monitor
The Kitchen Monitor will display the selected orders in the format that you
designated when setting up the Kitchen Monitor.
Order Display
The screens will show the different colours that you selected depending on all the
different parameters contained within the sale. Below are the default colours that we
use.
Empty Order
An empty order will display the colour and icon that you selected.
Table Order
When a Table takes an order it will be allocated to the table number and entered
onto the monitor.
Selected Order
Regardless of the colours that have been chosen for each order, when it is selected it
is designed to stand out.
Ready Order
When using the Customer Order Display, a green tick will signify that the item is
ready to be picked up, and will be displaying on the COD.
Normal
Options Order
Selected
When using the Options button in the Bump Bar, the second key-press allows you to
enter the system mode that will make the Left/Right buttons act as Page Left/Right.
Summary of Orders
If you select to view a Summary of all orders, the Summary will appear on the right
hand side of all current orders. The Kitchen Monitor will still display the total amount
of columns and rows you have selected, albeit smaller. The Summary will also use
the same selected colours for standard and/or selected.
Buttons
Buttons are located at the bottom of the Kitchen Monitor for use on the screen. This
is commonly used when using a touchscreen enabled Kitchen Monitor.
Done
The DONE button will complete the order and remove it from the screen.
Ready
The READY button will send the order details (Order Number and Type) to the
Customer Order Display screen. This button is able to toggle the order to display or
not on the COD.
Delete
The DELETE button will delete the order completely from the Kitchen Monitor.
The order will be deleted. You are unable to recall the order.
Recall
The RECALL button allows you to recall an order that has previously been Done.
The Recall window will open. Orders that are available to be recalled will be displayed
in full on the left side of the window, and the Time Out, Customer and Order/Table
details will be displayed on the right. If using a touchscreen interface you can select
the appropriate button, if using a Bump Bar only, select the function within brackets.
The order will be recalled and placed on the monitor as the first order.
Undo
The UNDO button will undo the Done function on orders that have been Done by
mistake. This does not include orders that have been Done completely.
Zoom
The ZOOM button allows the operator to enlarge a selected order on the screen.
Doing this will give more details about the order, which include the Server/Clerk,
Covers and Time In. Press Zoom again to minimize the order to standard size.
Print
The PRINT button will print a runner docket to go with the meal.
Summary
The SUMMARY button will toggle the display of the summary of orders to display on
the right hand side of the Kitchen Monitor.
The Summary button will not display over an existing column, but will create an
additional column.
Close
The CLOSE button will exit the Kitchen Monitor screen which will also exit the
Customer Order Display.
Default Display
The default settings include the Order Header, Order Number and Default Colours,
Font and Logo.
No Heading Display
If you dont wish to display the heading the Font will become a little bit larger and
display in the direct centre of the screen.
For information on configuring printers in Idealpos please see the Network Printers
Help Guide at
http://www.idealpos.com.au/userguide/default.htm#!networkprinters3.htm.
Basically the IKM is setup as an Ethernet printer where the IP Address is the address
of the IKM PC.
For an item to be sent to the IKM, it needs to be selected to use the corresponding
printer.
This is configured on the stock item itself by going to File > Stock Control > Stock
Items > Modify > General > Printer Settings.
Using IKM
Once you have configured Idealpos and Ideal Kitchen Monitor you will able to start
sending orders to the screens. It is important to run a few orders as tests to ensure
that the display and everything you want is working correctly. This is a system that
allows for changes to be made on the fly, but try and get all the settings correct
before the system goes live.
Save the sale as a Pending Sale, Bar Tab, Table Sale or finalize it through the POS.
The order will appear instantly on the IKM screen.
Use either Touchscreen or Bump Bars to proceed with the service of the order.
If you are using the Table Map along with IKM, you are able to delete items from the
Table. This will result in a negative item being sent to the IKM to display the deleted
item. The Order Format settings of the IKM will control how this will be displayed.
IKM Graphic
This graphic represents a common installation consisting of four terminals sending to
two different IKM screens, which are then displayed on a single Customer Order
Display. As you can see from our example, only 2 terminals are sending items to the
beverage IKM, whereas all terminals will send to the food IKM.
Ideal WebIT
Ideal WebIT & Idealpos
Idealpos WebIT (herein referred to as WebIT) is a Webstore Interface Module
allowing for Stock Items within your Idealpos database to be sold on a Webstore,
either e-commerce or Shopping Cart website. The interface is 2-way, which allows
for orders that have been placed online to be directly processed through Idealpos.
WebIT Installation
WebIT only needs to be installed on a single machine within each site that requires
orders to be delivered. For example, if you are a franchise business with three store
locations and you wanted to receive data for all locations, you would need to
purchase three WebIT modules to allow each store to process their relevant sales.
Double-click the WebIT-Setup.exe file to begin the installation. A window will open to
confirm you are about to install WebIT. Press Next to start the installation process.
Read the license agreement and select the checkbox to agree to the Terms and
Conditions and then press Next.
WebIT must be selected to fully install the program. If required you can select a
location for WebIT to be installed to, but it is recommended to leave it as default.
WebIT is only a small program and will take less than one minute to install.
If you are upgrading WebIT, the older version will be uninstalled before the new one.
WebIT Configuration
WebIT provides two standard types of configuration that can be used to allow the
databases to be setup, which are File or FTP. Additional plugins are available
depending on your requirements. If a plugin does not exist for your particular
situation you will need to contact Idealpos Solutions, or your authorized Idealpos
Reseller for more information on having this function integrated.
WebIT is separated into numerous sections that can affect how the program will be
used. These different areas control Plugins, POS, Schedule and Security.
Plugin
The Plugin area is divided into two different windows on screen. On the left-hand
side is the plugin selection, and the right-hand side is the configuration details of the
plugin itself, where you can edit the Retrieve or Deliver settings as required.
Plugin Selection
Plugins will be listed in this field in alphabetical order once they have been installed.
By default there will be two plugins provided by Idealpos for use, which are File and
FTP.
Ensure that WebIT is closed before attempting to install a plugin. If you try and
install a plugin while WebIT is open, close WebIT and press the Retry button.
Select Launch WebIT after installation if required and press Install. If you had
selected to launch WebIT after install it will now open and the new plugin will be
added to the list.
Plugin Configuration
Each plugin will have any number of settings and fields that must be configured
before it will be able to work correctly. Each plugin will need Retrieve and/or
Deliver settings to be configured.
Please read the supplied documentation for the plugin you plan on using, as these
guides are separate to this guide.
POS
The POS section allows you to select use the Stock on Hand and select which
Location/s will be used.
Press the button to the right of the field to select the locations.
Schedule
The schedule section is used to configure how often the plugin will be run. All
settings are setup and configured by Idealpos to automatically be entered when you
press Manage, but you have the opportunity to edit them as required.
When you press Manage a new window will open with all the details of the current
schedule you want to create. If you dont want to change any settings, simply press
OK to save the task.
You will be prompted to enter your Username and Password to run this task. A
password is not necessary in all instances if you do not use one to access Windows.
You are able to delete the schedule you create at any time by pressing the Delete
button.
Security
As WebIT is an important program that has access to both your Point of Sale system
and Website, you should lock it down with a password for added peace of mind. Once
a password has been added, it will be required to access WebIT.
When you press the Password button, if you are changing passwords, you will need
to enter the current password before you can change to a new one. If this is the first
time you have entered a password, then you can just add the password in. It is
possible to save a password that is blank. It is important to note that, if the
password field is left blank and the setting is saved, WebIT has saved a password.
Blank does not equal No Password.
You will need to enter the current password before it will be removed.
User Registration
The User Registration gives you access to the registrations details of the software
being used. Unless you are asked to do so, DO NOT make any changes to details
within this screen, as it can stop your WebIT from working.
When you press the Setup button you will be taken to User Registration screen.
Use the drop-down menu to select the type of license you will be using. You have the
selection of choose License Key or Expiry License.
You are able to configure WebIT and the plugins, but a schedule will not run until a
valid User Registration has been entered into the POS.
Idealpos Configuration
Stock Items
Stock items will only appear on the Webstore if they have been flagged within the
Idealpos database as a Web Store item. These items will then be included in the file
requested by Ideal WebIT, however depending on the web developers use of the XML
file will determine the items that actually display online.
Go to File > Stock Control > Stock Items > Modify > General tab > Other Settings >
Web Store. Any printer configurations on each stock item will be recognized and
used as the printer settings for Web Orders. Orders will be printed automatically as
soon as an order is received into Idealpos.
You will also need to create a stock item that is used when the item purchased
through the website no longer matches an item in your store. This stock item should
be called something that will be noticed by staff, e.g. Unknown Item.
Clerks
As sales are processed into Idealpos, they need to be assigned a clerk for the
creation of the sale. This clerk is then used to create the Pending Sale.
On the permissions tab you will need to ensure that the clerk has been checked to
allow for using Pending Sales. This setting needs to be checked if the clerk is linked
to a User or on the Permission Tab.
Tenders
A tender will need to be created to link any sales and is then configured in Global
Options.
Go to Setup > Functions > Modify a Tender > Rename it and Save.
Global Options
Global Options is where all the other settings will be used to configure how the
orders will behave when bought into Idealpos.
Go to Setup > Global Options > Other Options > Web Ordering via Ideal WebIT.
Unmatched Items Link - If an item is available on the website but not in the
Idealpos database, it will link to this item. The description of the Stock item selected
will be displayed. If this field is left blank, Idealpos will print out a description only,
but this cannot be tracked.
Check Box Automatically Finalize Prepaid Web Orders will not
display as a pending order (PAID Status) and a kitchen docket will print.
Price Level Link Select from the drop-down menu the price level that you
want associated with the status used for each order.
Sale Type Link Select from the drop-down menu the Sale Type you
want associated with the status used for each order.
Play Sound Browse to a location of a .WAV file which will play
on all terminals set to receive POS notification when a Web Order is received.
Yes No Options
Each terminal connected on the network will be able to see the Web Orders via a
small blue button at the top of the POS Screen which will display the total number of
orders in the system.
The numerical value will flash when there are orders to be finalized, or if there are no
orders, there will be no button at all.
You can inhibit certain terminals from displaying the notifications, go to Setup >
Yes/No Options > POS Screen > Inhibit Web Orders Button.
Automatic Text Enter WEB ORDER~ to allow the function to search for orders
containing this text.
Date Range Select from the drop-down menu a date you would like to be
displayed when the button is pressed.
All orders will print directly to the printer and IKM based on the settings for the items
in the database.
Press the Web Orders button at the top of the screen. A new window will open
showing all Web Orders that have been ordered. The Status column will display
orders as UNPAID or PAID if you selected No Status, Otherwise it will display the
sale type. Paid orders will only display if you havent selected Automatically Finalize
Prepaid Web Orders.
Press the Finalize button to bring the sale into the POS Screen.
You are able to finalize the sale as normal to whatever tender the customer wishes.
Error Icon
A red icon at the top of the POS Screen indicates there is an issue with WebIT, and
orders cannot be sent to the POS.
In this instance, you will need to check your WebIT logs to solve the issue. WebIT
saves its logs to C:\ProgramData\Idealpos Solutions\WebIT\logs.
Select the destination folder for install. Unless required to do so, leave as default.
Configure Windows
On the PC you have installed the integration system, you will need to create 2
folders, one within the other, so that the program can read the data correctly.
Name the folder IdealposExport. This is the folder where the export will be placed
for the Impact Data to read it.
Open this folder and create another new folder and name it Archive. This is the
folder where once the file has been read by Impact Data, it will be placed.
Configure Idealpos
In Idealpos go to Setup > POS Terminals > Modify > Other > Automatic Daily
Export.
Export Data
Select Impact Data from the drop down list.
Export to Folder
Navigate to the IdealposExport folder you created in the previous step.
Sales From
Unless you are setting the system up on multiple terminals, it is a good idea to select
All POS Terminals.
Import Data
Import Data in Idealpos
Idealpos allows data to be entered manually, or in the case of large amounts of data
entry, for information to be imported. Data to be imported is required to be in
specific formats or the wrong data may be imported into incorrect fields.
Data that can be imported into Idealpos includes Departments, Stock Items, Stock
Levels, Indirect Items, Customers, Suppliers and Price Book Links. Imported data
needs to be in 1 of 2 formats, .txt or .csv. Data is usually programmed into an excel
file and then saved in the appropriate format. Each import type must be in a
different file, i.e. is it not possible to import Departments and Stock Items from the
same file, however Stock Items with Stock Levels are an exception to this rule. More
information is provided about this later in the document.
Each Import File must contain a header row containing the field names. Please refer
to Format of Import Files for more information.
An example of the Master Template we use to compile all the database information,
before we separate each detail into its own file.
Go to Utilities > Import Data > Select the type of data you want to import.
When you have made your selection a screen will open to search and select the file
you want to import. A preview of the items you are about to import will be displayed.
If you manually type in the file location, you will need to press Preview to view the
items. Once your selection has been made, click OK to start importing items.
Stock Items and Customers do not need to be allocated a code on the import file, as
they can be assigned one when they are imported. Select the Code you want the
records to start from, and then each record will be added to the database
consecutively after that.
Once you have clicked ok, a progress bar will display the status of the import.
Depending on the size of the file and performance capabilities of the PC will depend
on how long this may take.
A summary of the import will be displayed showing you the new, modified or failed
items.
Any Modified or Failed records will be recorded in the Import Error file which is
located in the LOGS folder.
Below is a list of the headers that are required when importing. If the headers are
not correct the file may still import, but not all the data will be entered.
Make sure that you do not use specific characters that may harm the data integrity.
Characters that can sometimes cause issues are - , ;: ` ~ ( ). Headers must be in
UPPERCASE to be imported correctly. If you dont intend to import a specific field,
unless it is a required field, you can leave the header and field off the import file
completely.
Departments
CODE, DESC, SC, PRICE, TAX1, TAX2, TAX3, TAX4, TAX5, TAX6, NONTURN, RATE,
PER
Stock Items
Stock Item Codes and Scan Codes must be unique. If the items being imported are a
new item, it must contain CODE, DESC and DPT. If the cell is a field that does not
contain Numbers or Words, but needs to be ticked to be selected (STKCONTROL),
you can use (TRUE or 1) to tick the field, or (FALSE or 0) to leave it blank. Stock
Item descriptions must be 30 characters or less, or they will be truncated.
Alternate Codes
If you need to import Alternate Codes, the stock items must already exist in the
database. Create a file which repeats the stock item code on a new line, with the
unique scan code beside each of the stock items it is an alternate for.
CODE, SCANCODE
CODE SCANCODE
331
087163429087162340875
331
981347098134098134098
331
012765013726407813640
Indirect Items
All stock item codes, indirect and component, must already exist in the database.
When filling in details for the QUANTITY field they must be expressed as a fraction or
a decimal. Fractions work easier but it is purely preference.
Stock Levels
Stock item codes must already exist in the database. It is possible to have this field
in the Stock Items file. You will need to re-import the file after running the initial
import, effectively modifying all Stock Items.
Idealpos allows you to import stock levels for stock item fields for specific locations
when you have multiple locations in the database. Set up different Headers called
STKLEVELxxx, CARTONQTYxxx, RECOMLEVELxxx and REORDLEVELxxx where xxx is
the location you want to import the details to.
You can still import the fields using the STKLEVEL, CARTONQTY, RECOMLEVEL and
REORDLEVEL headers. These fields will import the details to the location of the local
terminal performing the import only.
Customers
Customers have the ability of being automatically imported at a set daily time or at
regular intervals throughout the day. If wanting to use this feature, you must save
the import file as cust.txt and save the file into the Idealpos 6.0 folder default
location. Import Daily Time must be entered in 24hr format E.g. 14:30.
Open Balance field will only import on new customers, not existing. UDTEXT and
UDYESNO are fields that you can set and name under Global Options. When
importing these files they must remain as UDTEXT and UDYESNO.
Suppliers
Only the fields for CODE and NAME are required to import suppliers.
IPSDepartment.csv
IPSProduct.csv
IPSSupplier.csv
You will have the option to clear all existing links. Press OK to Import the files.
The files must be placed in the Idealpos Directory otherwise the file will not import
and you will the message below.
After the links have been imported, go to File > Price Book > Products and run the
Update function.
Go to File > Sales > Promotions > Special Price Schedule > Price Book Import.
Locate the file provided by LMG. If successful the file will be imported and the special
created.
If any items in the special file do not exist it will display onscreen that X failed. You
can check the Pricebookfailures.log file located in C:\Program Files\Idealpos
Solutions\Idealpos 6.0\LOGS to find out which items failed so they can be matched
up in the POS Database & then the special file can be re-imported.
You will need to modify the schedule to cover all stores and all customers.
XP
Pro
SP3
Yes
WEPO
S
1.1
Yes
POSRead
y 2009
POSRead
y7
Yes
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
N/A
Yes
Yes
Yes
N/A
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Vista
32 64
No No
Win7
32
64
N/A
N/A
Win
8
64
N/A
Ye
s
Ye
s
Ye
s
Ye
s
Ye
s
Yes
Yes
Yes
N/A
N/A
N/A
N/A
N/A
N/A
Yes
Yes
Yes
Yes
No
No
Ye
s
Ye
s
Ye
s
Ye
s
No
XP Pro sp3
WEPOS 1.1
POSReady
2009
POSReady 7
Vista 32bit
Vista 64bit
Win 7 32bit
Win 7 64bit
Win 8 64bit
.NET Version
1.0
1.1
2.0
Framework Details
.NET 2.0 Required
.NET 2.0 Required
Idealpos 6.0 Framework installs Correctly
3.51
3.0
3.0
3.51
3.51
4.0
If Ideal POS System 5.5 has been previously installed on the computer,
make sure you have un-installed both IPS Framework and Ideal POS System
5.50 Build xx from Add/Remove Programs
This will stop installation files from being blocked, while trying to install them on your
Computer as some Antivirus and Firewall software programs will suspect the
installation as a potential system threat.
Idealpos 6.03 Framework will unpack the required files to the following locations,
depending on your OS:
C:\Program Files\Common Files\Idealpos Solutions
C:\Program Files (x86)\Common Files\Idealpos Solutions
The Idealpos 6.0 Framework Installer uses the Precheck utility to ensure all system
components are installed. This program can be run separately if required, after the
Idealpos 6.0 Framework has been installed.
Once you have read and agree to the license agreement, tick I agree to these terms
and conditions and then press next.
The Idealpos 6.0 Framework can be installed in two stages, the Idealpos
Prerequisites and .NET Framework / SQL Support Files. Tick both for a complete
installation or un-tick Idealpos Prerequisites if you would like to install this at a later
stage.
The first part of the installation process will copy all the file required by Idealpos 6.0
into the Installation Folder and unpack the Installer Files required for the system
components and SQL 2008 installation.
The Installer will then check to see which system components are installed and
install the appropriate system components as necessary.
It does not matter if you have a 32bit or 64bit machine, Idealpos includes both
installers and will select the correct one for your system and extract the files to
install.
The SQL 2008 installation begins to copy files and install the software.
Once SQL 2008 installation has been successsfully installed, a message box will
appear to confirm the Idealpos 6.0 Framework has been completed.
IPS Deploy will be added to your Startup folder and will start automatically.
If Windows Firewall is enabled, click Unblock or Allow Access when prompted. This
message will only appear the first time the software is started.
Windows 8
Installation on a PC running Windows 8 is not as straightforward as previous
Windows versions, but is not difficult.
Run the Idealpos 6.03 Framework Installer on the machine. During the installation
the following window will appear. Select the option to Download and install this
feature.
The installer will search for the required files on the internet and download them.
Depending on your PC and internet connection will determine how long this process
will take. Let it run its course.
A confirmation screen will show that you have installed the required files.
You will need to restart the Idealpos 6.03 Framework Installer. It will now properly
install all the remaining files and folders.
Before you attempt to install the latest build of Idealpos, you need to change the
permission of some folders.
Go to C:\Program Files (x86) > right-click Idealpos Solutions > select Properties >
go to the Security tab > select Edit > press Add > enter Everyone > press OK.
Highlight Everyone > select Allow for everything > press Apply.
To install the Idealpos 6.03.xxxx.exe, copy the file to the local hard disk and doubleclick to run. When the welcome screen appears press Next.
If the Framework was not installed in the default location, select the correct location
using the Browse button. Once the location is correct select Install.
If Windows Firewall is enabled, click Unblock or Allow Access when prompted. This
message will only appear the first time the software is started.
Idealpos 6.0 will automatically start upon completion. You will see the IPS Client
software start, and will show the message IPSClient Waiting for POS to create
databases. Start Idealpos for the first time by double-clicking the IPS Client
message or the Idealpos 6.0 icon.
Select from Free Trial / Demo or New / Blank Database. Ensure that you enter the
correct Terminal # before proceeding. Failure to enter the correct terminal number
on existing installations can result in incorrect data being transferred to or from it on
the network.
Select a database you would like to use for duration of your Trial/Demo. You have
the choice of five different databases to use. All the Trial/Demo databases include
the same stock items. Some settings in Idealpos are not able to be used successfully
in the one database for multiple environments of the product. Therefore, each
database has been setup to more effectively showcase these settings without the
need for additional programming.
This database has been configured with Scan Codes, Labels and other
retail centric settings. It is ideally suited to corner stores, news
agencies and general retail environments.
Allows you to go back to the previous screen for the database type
selection.
Once you select a database, Idealpos will build the database before opening
Idealpos. All Idealpos Trial/Demo databases allow up to 20 accesses before they
must be reset.
When Idealpos first opens you will have access to the main POS screen of the
database you have selected. There is no need to enter a clerk number, but if you
wish to use other clerks, enter a number from 1 through to 20 and press Clerk.
If you have used all 20 accesses and want to restart, go to the Back Office > Setup
> User Registration > New Demo.
You will be asked to confirm you want to start a new demo database.
You will need to select the choices you require from the beginning.
This will create a database that has minimal programming completed within. The
only buttons that have been created are the Numerical Pad, Admin Functions and
Admin Tab. This database will also use only 20 accesses until a Customer
Registration has been entered.
The installation process can fail if the system has Windows Updates waiting to be
applied.
Ideal Handheld
You will need to upgrade the Ideal Handheld Software to the latest version
compatible with Idealpos 6.0.
If the computer is already running Ideal POS System 5.5 and you perform this partial
installation of version 6.0 Framework, the SQL 2005 Database used by Ideal POS
System 5.5 will be upgraded to SQL 2008.
DO NOT ATTEMPT AN OVERWRITE DATABASE FROM AN IDEAL POS SYSTEM
5.5 POS TERMINAL RUNNING SQL 2008, TO AN IDEAL POS SYSTEM 5.5 POS
TERMINAL RUNNING SQL 2005!
We strongly recommend you perform this partial Idealpos 6.0 Framework installation
on ALL Ideal POS System 5.5 POS Terminals, so that every POS Terminal is using
SQL 2008.
On the POS terminal you are upgrading, disable the Network Adapter first, so that
the system is Offline from other POS Terminals.
After you have completed the upgrade, and can confirm the upgrade was successful,
then you can enable the Network Adapter.
IF YOU DO NOT DISABLE THE NETWORK ADAPTER FIRST, YOU WILL LOSE
DATA!
Double-click the backup file to open it. The IPS Utility Restore function will open
automatically.
Once you have ensured everything is correct and you are ready to restore, press the
Restore button.
A final warning will be displayed to confirm you are sure you know what you are
doing.
Press Yes to restore the database. The IPS Utility will restore the backup file to an
Idealpos 6.0 database. A small progress window will display.
Open Idealpos and numerous conversion routines will begin. Depending on the
version of Idealpos you are upgrading from on how long this process will take.
The database will convert first all the SQL relevant data.
Once the database has been converted press Close, otherwise the window will close
automatically after 60 seconds. Idealpos will continue to open and convert data as
required. It is essential that the process is not interrupted during this stage.
system, report them to your reseller. It is important to report any error as soon as
possible to Idealpos.
If this error reporting functionality is not enabled, any SQL errors will not be
submitted to the SQL Error Reporting system.
Errors relating to the SQL Database will not display on the computer and the User
will not be informed these errors have occurred. The log files will store the SQL error
details and a backup database will contain these logs.
If you experience problems with Idealpos 6.0 and are unsure of what the
problem may be, please submit a backup of your database to your Idealpos
Reseller.
Inter-Store Ordering enables each store to create Purchase Orders within the system
that will be sent to a Head Office terminal for Shipping and Invoicing. Invoices will be
charged to a Customer Account which is linked to a Location of the corresponding
Store/s.
Before using this system you will need to have a good knowledge of the concepts
and settings used. Once you have read the Help Guide for Head Office & Site
Management, you will need to ensure that your database is properly configured. For
any help and advice, please contact Idealpos Solutions before attempting to set this
up.
Settings
To enable the Inter-Store Ordering to function correctly, you will need to get all the
settings and permissions configured. It is very important to ensure you have worked
out the permissions you want to set for each different store. Franchise Stores might
have less access than a Company Owned Store. Whilst all attempts have been made
to have these settings in order, in some instances this is not possible.
Sites
Sites can be created by going to Setup > Sites > Add. When creating a Site, it is
possible to specify a range of Grids that only that site has access to.
Once Sites have been created, Global and Yes/No Options can all be accessed for
each Site through this window when using a Head Office license. If using a Site
Management license, you will be able to directly open only that Sites settings.
Customer Types
Create a Customer Type called Stores to group all the store accounts. Go to File >
Customers > Customer Types > Add.
Customer
A Customer will need to be created for each Site. The Customer Account will be
linked to a Location, which enables Idealpos to issue Invoices to the stores. Go to
File > Customers > Customers > Add.
You will need to select Stores as the Customer Type from the settings.
You will also need to select Account in the Sales/Accounting section. The Credit Limit
will not apply to these accounts when being invoiced.
Supplier
A supplier needs to be created for the Location that provides the goods. You only
need to enter the Supplier Code and Company Name. Go to File > Suppliers >
Suppliers > Add.
Departments
This Department will generally only contain the Stock Item that is linked for use of
Freight and Admin Fees associated with any Inter-Store Ordering. Go to File > Sales
> Departments > Add.
Stock Item
Create a Stock Item that will be used to record all the Admin and Freight charges.
Go to File > Stock Control > Stock Items > Add > you only need to create a Stock
Code, Description and link to the Department you created > Save.
Locations
Multiple Locations can be linked to a single Site. Only one terminal from each
Location needs to be designated as the order terminal. Any other terminals can be
setup if required for backup purposes, but not necessary. Go to File > Stock Control
> Locations > Add/Modify > Purchase Orders > Enter the Customer Account that you
set up earlier in here.
Yes/No Options
These need to be set after you have created the Site/s. From a Head Office terminal,
go to Setup > Sites > Yes/No Options > Stock Control. From a Site Management
terminal, go to Setup > Yes/No Options > Stock Control. Head Office will want to
control what the Site has access to. Head Office and Site Management terminals will
be set up differently. Only one terminal at each Site should be set to enable
ordering.
Note: The text within the brackets is defined in Global Options. You may need to
switch between screens multiple times to get these correct.
Global Options
Go to Setup > Global Options > Purchases > Bottom left corner.
If Purchase Orders for Sites will be created on a Touchscreen Terminal, you can
select to use a Large Size Grid, which will make it easier for orders to be selected. It
may also be a good idea to turn on Default to Purchase Orders.
Purchase Order Status These are 10 steps that describe the processes required
from initiating an order, receiving an order and then issuing an invoice for the order.
Sites are unable to edit these settings, but will display the current selections.
Quantity Field Labels These fields are displayed on the Purchase Order, and
represent the headings that are entered here. Changing these fields will change the
names of the Yes/No Options linked to these headings.
Lock and Change Status to This function will automatically move the Purchase
Order to the next status, which can be selected for each process using the drop down
boxes.
Process Quantity This field is used to determine when the order can be turned into
an invoice and posted to the linked Customer Account.
Head Office Supplier This should be linked to the Supplier you created for Head
Office.
Admin/Freight Link This should be linked to the Sites Stock Item that was created.
Do not link this to the Base Item Stock Code.
Sites are unable to view the Purchase Order details in Global Options.
1 Purchase Type:
2 Supplier:
4 Location:
5 Quantity Fields:
6 Auto Populate Quantities: This button is used when you have multiple items
included in a Purchase Order, and instead of clicking and
adding the quantities one by one, you will be able to
enter all Order quantities into all fields.
7 Order Status:
9 Save:
Create an Order
The Site will initiate the order by creating a Purchase Order. Go to Transactions >
Stock Control > Stock Purchases > Add. Note the Modify and Delete buttons are not
able to be selected.
Enter the Supplier Code > Purchase Order Number (if not entered, a number will
automatically be created) > Enter Stock Code > Check Description > Enter Order
Quantity > Enter through line details > Once all items have been entered, press
Save.
Fields specified that the Site cannot modify will be blocked from modification. In our
example and recommended setup, it is the Supplied and Invoiced fields.
When saved a message box will appear that indicates the order is ready to be
finalized.
If you select No, you will be taken back to the Stock Purchases List where you can
continue to modify this Purchase Order. If you select Yes the Purchase Order will be
locked from further modification, and the Purchase Order Status will change to Order
Finalized.
Head Office will receive the Purchase Order once it has been saved and will continue
to have access to it throughout the whole process. Head Office has the right to
modify or Delete any Purchase Order.
Supply an Order
Head Office will have a Purchase Order in the Stock Purchases List, with the status
set to Order Finalized.
Press the Modify button to open the Purchase Order. The Quantity Ordered field will
be disabled from modification. Enter the quantity supplied into the Supply field and
press Save.
A message window will open to prompt the locking of the Supply field, and change
the status to Order Shipped. If you select No the Purchase Order will not change
status and can be modified further. If you select Yes the Purchase Order will change
status to Order Shipped. Although the Head Office can still Modify the Purchase
Order, there is no need.
The Purchase Order will now be available for the Site to action. Both the Head Office
and Site terminals will display the status as Order Shipped.
Receive an Order
Once a Purchase Order is marked as Order Shipped, the Site will have access to it to
modify it.
Enter the quantity received in the Received field and press Save.
A message window will open to prompt to lock the Received field and change the
status to Full Order Received. If you select No, you will be able to modify the
quantity received and save it later. If you select Yes it will perform the message
actions.
The Purchase Order will now be locked from further modification at the Site and the
status changed to Full Order Received.
Invoice an Order
As each Site receives the stock and saves the Purchase Order as Full Order Received,
the order is able to be generated as an Invoice to the linked Customer Account by
Head Office. The Site will have no more access to this Purchase Order.
Enter the quantity you want to invoice. Add any Freight and Admin charges incurred
and press Save & Invoice.
Once confirmed, the Order will be granted an Invoice Number. This will also continue
to be displayed on the Site terminal, but they cannot action it any further.
Process an Order
After an order has been invoiced the Status field will be blank and an Invoice
Number will be created.
The Invoiced Purchase Order will open. Check all the details to ensure they are
correct and press the Process Button.
You will be offered the chance to print a copy of the Stock Purchase. If you select No,
you can easily print one at a later stage.
Once the order has been processed you can delete the Purchase Order if you wish.
Additional Information
There are some important issues to note when using this system that must be
understood.
Indirect Items
It is not possible to use Internal Ordering at the Sites and order Indirect Items from
the Head Office. There are numerous ways that can circumnavigate this restriction,
but it is difficult to implement and use.
Sites will be required to perform two steps only to obtain stock from Head Office.
These are ordering the stock and receiving the stock. All other processes are handled
at Head Office. Stock that has been ordered will be invoiced according to company
policy.
1 Purchase Type:
2 Supplier:
4 Location:
5 Quantity Fields:
6 Auto Populate Quantities: This button is used when you have multiple items
included in a Purchase Order, and instead of clicking and
adding the quantities one by one, you will be able to
enter all Order quantities into all fields.
7 Order Status:
8 Save:
Create an Order
The Site will initiate the order by creating a Purchase Order. Go to Transactions >
Stock Control > Stock Purchases > Add. Note the Modify and Delete buttons are not
able to be selected.
Enter the Supplier Code assigned to Head Office > Purchase Order Number (if not
entered, a number will automatically be created) > Enter Stock Code > Check
Description > Enter Order Quantity > Enter through line details > Once all items
have been entered, press Save.
Fields specified that the Site cannot modify will be blocked from modification.
When saved a message box will appear that indicates the order is ready to be
finalized.
If you select No, you will be taken back to the Stock Purchases List where you can
continue to modify this Purchase Order. If you select Yes the Purchase Order will
be locked from further modification, and the Purchase Order Status will change
to Order Finalized.
Head Office will receive the Purchase Order once it has been saved and will continue
to have access to it throughout the whole process. Head Office has the right to
modify or Delete any Purchase Order.
Receive an Order
Once a Purchase Order is marked as Order Shipped, the Site will have access to it to
modify it.
Enter the quantity received in the Received field and press Save.
A message window will open to prompt to lock the Received field and change the
status to Full Order Received. If you select No, you will be able to modify the
quantity received and save it later. If you select Yes it will perform the message
actions.
The Purchase Order will now be locked from further modification at the Site and the
status changed to Full Order Received.
Please Note - We have only tested this functionality with iPad2 and cannot confirm
full functionality with the new iPad released March 2012. If you have the latest
release iPad and have tested this functionality, please let us know so we can update
this documentation with any changes.
Using this feature is dependent on you having a spare computer that is licensed to
use Idealpos. It is entirely possible to have an office PC with multiple Virtual
Terminals all with their own licensed copy of Idealpos. This would enable you to use
more than one iPad.
When accessing a PC using this application, you will not be able to use the POS
Terminal that it is dialed into.
Additional Information
Mochasoft RDP Application http://itunes.apple.com/au/app/remote-desktop-literdp/id288362576?mt=8
Configure Application
Install the RDP Lite Application on the iPad and run it.
A keyboard on the iPad can be displayed to enter the required information. Enter the
name of the PC that you are connecting to, or use the IP Address.
Set the screen resolution to 1024 x 768. This is the required resolution for Idealpos
6.0 to display properly.
Connect to the PC
Once all the configuration details have been entered, press the configured
connection.
As the connection is established you will be able to see the connected PC screen.
When you shake the iPad the menu options toolbar will display at the bottom of the
screen.
- This icon will lock the screen to prevent the screen from scrolling
up/down or left/right unintentionally.
The following screen is a display of the menu that is offered when the corresponding
icon is pressed.
You will also need to ensure the iPad is set to prevent rotation of the screen between
landscape and portrait.
IPS Client
IPS Client in Idealpos
The IPS Client is responsible for the communications of data packets between all the
terminals on the network. It is also responsible for many advanced functions that
require access to all terminals. The IPS Client is a small program that is installed
with Idealpos. IPS Client is accessible by clicking on the icon in the taskbar of the
terminal.
The IPS Client gives you visual connection status of all terminals that are, or should
be, connected on the network. It provides this is a very simple and clear manner.
Each terminal that has Idealpos installed will also have an IPS Client running. You
can access IPS Client settings from any terminal.
Client Icons
There are many different icons that are used throughout the Client program. They
will designate what is happening on a particular terminal, or detail a specific process
that is taking place.
This icon is the IPS Client icon and is viewable in the taskbar of all
terminals.
The small red triangle underneath the POS number indicates this is the
terminal that you are viewing the IPS Client screen on.
This icon indicates the terminal is not fully visible to all terminals
through advanced settings.
This icon indicates there are 2 or more terminals identified with the
same terminal number.
This icon indicates the number of saved packets to send from that
terminal.
This icon indicates that filtering is currently active on the system.
This icon indicates that there are terminals that are excluded via
visibility settings.
This icon indicates that this terminal is the Time Synch Master.
This icon indicates a connection has been established from an
unknown IP address.
This icon indicates that proxy is currently active on the system.
Open
Open POS
Selecting this menu will allow you open the main Idealpos program.
Open Utility
Selecting this menu will allow you to open the IPS Utility program. IPS Utility is an
advanced area of the software allowing access to diagnostic and support tools.
Options
The Options menu will allow you to set default options for IPS Client.
Hide on Startup
Use this option to hide IPS Client until the program has fully started and is ready to
communicate. If this option is left un-ticked, IPS Client will open and display in the
last location it was viewed on screen.
Select from the drop down box the default time that you would like all Log Files kept
for.
Reset UI
This button is used to reset the client layout to default settings.
Exit
This will exit the IPS Client program. If IPS Deploy is running, IPS Client will restart
automatically. If IPS Deploy is not running, IPS Client will need to be started
manually or through IPS Utils.
A confirmation box will open when this option is selected. Unless directed to do so,
IPS Client should always be running when Idealpos is being used.
Overwrite
An Overwrite is an advanced procedure where a copy of a local database you are
using is compacted and sent to the terminal/s on the network, or transferred by
other means if using Offline. You can select which terminal/s will receive the
Overwrite.
A Standard overwrite is used when a terminal needs to receive a database from the
network and it is connected on the network to the other terminals. The database is
then packaged and sent on the network (via LAN or VPN) to the required terminal,
and will then be included in the network of terminals.
A Filtered overwrite is used when you want to select the data that will be sent to the
receiving terminal/s. You have the option of selecting a start date, end date and POS
System information that will be included in the overwrite. An unfiltered overwrite
will perform the same function as a standard overwrite.
Please Note: If you want the overwrite to be as quick as possible, you will need to
have a good knowledge of the size of the database and the performance abilities of
the PCs involved. A Filtered overwrite can perform the same functions as a
Standard overwrite if no filtering is used. Once the database reaches a limit (~1
GB), the Filtered overwrite will not perform any faster than Standard (use this
information as a guide only).
Standard Overwrite
Go to IPS Client > Network > Overwrite > Offline.
Group by Network
Will allow terminals to display within their network
groups, which can be collapsed and expanded.
Compression Level
This is the about of compression that will be performed
on the database backup before being sent to all terminals.
Include
Select/Clear All
This button will Select All or Clear All terminals in the list
Transfer Mode
When you select OK to transfer, Client will check the status of all terminals for Saved
Packets and lock the databases of both the remote and local terminals from receiving
any communications.
The remote terminal being overwritten will display a message as soon as the
terminal has been confirmed as receiving an Overwrite.
If terminals fail to respond to the Overwrite command you will receive the following
message.
If the terminal that is about to be overwritten has saved packets for other terminals,
you will need to confirm the removal of those saved packets for that terminal.
Generally in this situation you would not perform the Overwrite until the packets had
been sent. You may proceed with the Overwrite once the packets have been
transferred, or if you intend to overwrite the terminals for which those packets are
destined from the terminal containing the packet data already.
Once you have confirmed the removal of any packets, the Overwrite will commence
by compressing the required files. Even if you have selected No Compression, there
is still some management required to compile the overwrite file.
Terminals will display on all IPS Clients with the Overwrite icon.
Once compressed, the Overwrite will start sending the file. If you have selected
Parallel, there will be multiple progress bars, one for each terminal.
Once all the terminals have received the file a confirmation window displays all
terminals that have been overwritten.
Filtered Overwrite
A filtered overwrite will allow you to select specific data that you only want on a
terminal within your network. There can be many different reasons for doing this,
especially in a franchise environment, where that terminal is not required to receive
data from hidden terminals.
Select the checkbox for the terminal you want to build the
Select/Clear All -
Transaction Selection Choose from None, All or Filtered. None will send an
overwrite file with no transactional data contained in the database. All will perform
an overwrite similar to Standard. Filtered will allow you to select a date range and
POS Terminal data to include in the overwrite.
Start Date -
End Date Select the end date of the data you would like to send. Usually
this will be the day that you are performing the overwrite.
Terminals Select this checkbox to select which terminals data will be sent
to the terminal receiving the overwrite. If no terminals are selected within this
screen, you cannot send an overwrite.
The sending terminal starts generating data straight away, and as each stage
completes will immediately commence sending that data.
The receiving terminal will import the files in the order that it needs them until all
files have been received. The time that this stage can take to complete can vary, do
not panic and be patient.
The sending terminal will show a message to confirm the overwrite has been
received. Press OK to continue working.
Offline Overwrite
Offline Overwrite allows you to take what is essentially a backup file, with advanced
properties and settings to allow you to get a terminal to connect correctly when it
eventually comes online. It will ensure the terminal is configured properly as if the
overwrite was performed on a functioning LAN, however, the file can be transferred
to the terminal using multiple means (FTP, Cloud Storage, USB, etc.). The difference
between an offline overwrite and restoring a backup that has had transactions
removed, is the overwrite will send a packet to all connected terminals to reset
various settings and table counts. A backup restored will not do this and could cause
issues with the database and transaction IDs. An Offline Overwrite can only be built
for a single terminal at a time.
Select the checkbox for the terminal you want to build the
Save File Select a location where you want the file to be saved. Idealpos
will select a default location and default filename, including the POS Terminal
Number for easy identification.
Transaction Selection - Select from None or All. None would generally be used
when building an overwrite for a new terminal, whereas All would be used for
bringing a new terminal online.
Open Location Select this box for the folder to open where you have selected
the .ipow file to be saved. If you do not select this box the window will close and no
confirmation will be given.
Build This button is only available when a terminal has been
selected, and will build the overwrite file.
If you already have a file in that same location, you will be asked to confirm you will
replace it.
Details of the Overwrite taking place will be recorded in the IPSClient.Log file.
Do not connect the remote terminal to the network if it is available until the
overwrite procedure has finished. Copy and paste this file where you want it to be to
enable you to action the Overwrite. The terminal receiving the overwrite must have a
User Registration entered, the same as a standard overwrite. Double-click it to
proceed. Press Restore when you are ready. A progress bar will display to show you
how far through the process you are.
If Idealpos was open when you pressed to restore the Overwrite, it will re-open once
you press OK.
The Overwrite.ipow file will not be automatically deleted and will remain in the
location you had it before restoring. Attempting to restore an overwrite file not
intended for the correct terminal will not display the Restore button.
Remote
The Remote Menu allows you to send requests to the remote terminals to perform
specific functions. There are three functions available which are Open POS, Close
POS, Quick Support and Restart. To be able to use any of these functions the IPS
Client must be open on the terminals you want to perform the actions to.
Open POS
This function will allow to remotely Open the Idealpos program on selected
terminals.
Select the terminals individually by selecting the check box next to each POS
Terminal number and press OK to Proceed.
Close POS
This function will remotely Close the Idealpos program on the selected terminals.
Select the terminals individually by selecting the check box next to each POS
Terminal number and press OK to Proceed.
Quick Support
This function will remotely open the Idealpos Quick Support function that is installed
on the terminal. If there has been any customization of the location or program
details then this feature will not work.
Select the terminals individually by selecting the check box next to each POS
Terminal number. All the selected terminals will be displayed in a list and it will say
Retrieving at the bottom of the window.
Once the support utility has opened, the details will be shown on the window.
The remote terminal will have the same details displayed in the remote host
program. This functionality will only provide the ID if you are running the Host
installation of TeamViewer and will display *HOST* in the password field.
Restart
This function will remotely Restart the POS Terminal. There is no warning on the
remote terminal and this can be performed from any terminal. If there is an Admin
password you will be required to enter that before you can proceed.
Once you select OK, the function will have been sent and the terminal will restart.
Packet Filtering
Packet Filtering is used to filter out specific data packet types from being transferred
between terminals. Through this menu you can select to Configure or view a
Summary of the filtering in place. Once all the details have been saved, they will be
sent to all terminals, and then be able to be edited from any terminal.
Once a terminal has been configured to not receive a particular packet type, all
packets for that terminal will be deleted. If at a later stage the terminal requires that
information, you will need to perform an Overwrite database function, which will then
include all data that has transpired.
Configure
When configuring the Packet Filtering, it is a good idea to have a plan in mind. The
filter can be configured and saved, but not yet turned on. This will enable you to
come back to the work if you were interrupted during the setting up process. Once
all the configurations have been made, you can export the settings as a safety
measure. If for any reason this gets changed, you can import this file which will act
as a backup.
The Configure Packet Filter window is split into two screens. On the left is the
terminal that is currently being filtered, and on the right are all the terminals that it
currently sends all data to. Use the checkboxes to stop the data packet types going
to each terminal in the settings you require. There are nine checkboxes available to
be blocked for each terminal.
On the left-hand side of the screen, you can select multiple POS Terminals by using
the Ctrl key. This will allow you to select a group of terminals in a set, as we have
done to POS Terminals 2, 3, 5 and 6. You can also press the Header description for
each column, and that will select all terminals under that column.
All This setting will prevent ALL data packets from being sent.
Sales This setting will prevent all Sales data packets from being sent. A sale is
classified as any transaction that takes place on the Idealpos sales screen.
Table This setting will prevent all Table data packets from being sent. Table data
includes adding items to a table, changes while using the Table Map and Bar Tabs.
Clerk This setting will prevent all Clerk data packets from being sent. This includes
all changes made to Clerk Permissions.
Purchase Order This setting will prevent all Purchase Order data packets from
being sent. This will include any Stock Received transactions.
Financial This setting will prevent all financial data packets from being sent. This
includes information that is recorded against Customer Accounts.
Reservation This setting will prevent all Reservation data packets from being
sent. This will stop Reservations from appearing on other terminals.
Activity This setting will prevent all Activity data packets from being sent. This will
prevent all the activity associated with the Users being recorded and sent to all
terminals.
Stock Control This setting will prevent all Stock Control data packets from being
sent. This will prevent all the Stocktake and Stock received details.
If you dont select the ALL, and select all the other available checkboxes, you will
prevent all the data packets from being sent, excluding Customer details. These will
include all the Gift Voucher and Credit Note details.
There are three icons used within the Packet Filter window:
The Packet Filter settings can have serious consequences to the data that is sent
between terminals. It is very important that you understand the ramifications of
what the settings will do to the data at any terminals that have been configured.
Summary
The Summary window will allow you to view at a glance the current Packet Filter
configurations for all terminals. You cannot edit any settings from the Summary
window.
Proxy Configuration
The Proxy is used to minimize the number of open connections available on the
network between multiple terminals. When a Terminal is selected as the Proxy
machine, all terminals will only see two terminals within IPS Client. These will be
their terminal number, and the Proxy Terminal. This function is not intended to
be turned on and off. Once it has been decided to turn ON, leave it ON.
Proxy is a complex and serious matrix setup, and time must be spent ensuring the
details are worked out correctly before being implemented. If there is a password set
for the Admin User, this will need to be entered.
You cannot use Proxy if Terminal Visibility is is being used on the same network. If
you attempt to do so you will be blocked and a message will display.
Before being able to access this function you must CONFIRM you understand the
importance of the feature you are accessing. Press each letter to enable the OK
button.
Select the terminal that will be the Proxy Server and press OK.
All terminals will be updated and IPS Client will show the new changes. The terminal
that is designated as Proxy will display a new icon within IPS Client.
The remote terminals will only display the two terminals, themselves and the Proxy
terminal.
Any packets that are created for other terminals will all be routed through the Proxy
Terminal.
To stop using the Proxy, enter the Proxy Configuration and press Clear. The
highlighted terminal will no longer be designated as Proxy and all network traffic will
return to normal. It is not recommended to toggle this setting. You will be
required to restart IPS Client on all terminals if you perform this step.
Housekeeping
Housekeeping is a process that is setup in the IPS Utils program under the
Maintenance menu. Housekeeping basically helps to maintain the structure and
integrity of the Idealpos databases. There are four functions that can be used which
are Remove Default Schedule, Create Default Schedule, Transfer Schedule and
Remove Schedule.
Transfer Schedule
This option will transfer an already created schedule from the database to the other
terminals. Use the drop down box to select the Schedule that you would like to
transfer and press OK.
Remove Schedule
This option will allow you to remove a schedule from the database and send that
information to all terminals. Use the drop down box to select the schedule that you
would like to remove and press OK.
Terminal Visibility
Terminal Visibility works by only allowing terminals to see the minimum number of
required terminals. All other terminals are not referenced on this terminal and no
packets will be created for terminals, other than those that are visible. This
function is not intended to be turned on and off. Once it has been decided to
turn ON, leave it ON.
Configure
Terminal Visibility is a complex and serious matrix setup, and time must be spent
ensuring the details are worked out correctly before being implemented. If there is a
password set for the Admin User, this will need to be entered.
You cannot use Terminal Visibility while Proxy is being used on the same network. If
you attempt to do so you will be blocked and a message will display.
Before being able to access this function you must CONFIRM you understand the
importance of the function you are accessing.
Using the matrix window, select a terminal on the left-hand side. On the right-hand
side are all the terminals that can be selected to be hidden using the checkbox. Once
these have been selected as hidden, and the settings saved, these terminals will no
longer create packets for hidden terminals. It is required to perform the visibility
programming on a terminal that will be designated as receiving all data, generally an
Admin PC.
Once all programming has been finished and the settings saved, the terminals will
make the change automatically and the settings will be effective almost immediately.
The eye icon will appear at the bottom of the Client window.
You can select the Eye icon in the bottom left corner of this window to see the
terminals that are Hidden from this terminal. This is the Terminal Visibility
Summary and can also be accessed by going to Network > Terminal Visibility >
Summary.
Once this menu opens, you will be able to view the current setting for the reporting.
Press Enable to configure Error Reporting. The details of the POS Terminal that has
been configured
Configuration
The Configuration menu is used for the setup and configuration of Groups and
Terminals networking parameters. Network Groups are used for the grouping of
Terminals, in the same way that Departments group Stock Items.
Groups
Groups are used to group different POS Terminals into a set order for the purpose of
the Overwrite function. When used in this way, Terminals will be able to be
overwritten in a parallel fashion.
To Add, Modify or Delete groups go to Setup > Networking > Groups. You can also
access this function in IPS Client by going to Networking > Configuration.
It is only possible to delete groups that have been User created and have no
Terminals linked to them.
Terminals
Before Terminals can be configured they need to be added through the POS Terminal
menu. Once a terminal has been added, they will need to be configured with an IP
Address. You DO NOT need to assign them to a specific group if you dont want. All
new terminals will be grouped in the Default Group.
To configure the terminals group and IP Address go to Setup > Networking >
Terminals.
Changing Groups
Click on the Group field of the terminal you want to modify, select the group you
want from the drop down list.
If that is all the changes that you want to take place, press the OK button at the
bottom of the screen. Continue to make changes as required and select OK at the
end. These buttons are not usable unless changes have been made.
If you dont want to save any changes, simply exit the window and click No to saving
changes.
Configure IP Address
To add or modify an IP Address, click on the field and you will be able to enter your
desired IP. Idealpos supports multiple IP Addresses depending on the networking
configuration of the installation.
Multiple IP Addresses
If your network consists of a combination of networking tools (LAN, VPN, WIFI etc.)
you may want to force IPS Client to check if a specific IP Address is available before
trying the other. IPS Client will always attempt connection first on the Primary IP
each time IPS Client restarts. If the connection drops for whatever reason and IPS
Client has not restarted, it will first attempt to connect on the last known connected
IP.
Adding IP Addresses
To add an IP address, simply enter the IP in the Primary IP field. If you require a
keyboard, double-click the field and an on-screen keyboard will open.
If you need to swap addresses from Primary to Secondary, Copy, Paste or Clear the
fields, right-click with a mouse to access this menu.
If that is all the changes that you want to take place, press the OK button at the
bottom of the screen. Continue to make changes as required and select OK at the
end. These buttons are not usable unless changes have been made.
If you dont want to save any changes, simply exit the window and click No to saving
changes.
Packets
This tool is used for the generating and removal of diagnostic packets to test
communication between terminals.
Saved Packets
This menu will allow you to remove any Saved Packets that have built up on one or
many terminals. Packets can be built up for any number of reasons. A terminal may
have been offline for an amount of time. Settings may have changed which has
impacted in the way that packets are sent (Packet Filtering, IP Address Changes).
You can only remove packets from one terminal at a time. Select the Remove option.
A new window will open where you can select the terminal. You will need to select
the Confirm Removal checkbox and then select OK.
Transmission Trace
The Transmission Trace tool will allow you to see the communication details for each
particular terminal on the network. Select the terminals you want to view using the
checkboxes to the right of the POS Terminal number.
When you press OK a small window for each selected terminal will open. It will
display for you the current packets that have been sent between the terminals.
TX NoOp and RX NoOp is a good thing and will mean that the communication
between the terminals is acting as it should.
Network Traffic
This tool will allow you to see the current volume of data that travelling from this
terminal across your network.
Pool Information
This tool helps when troubleshooting and diagnosing issues that may be occurring
with the terminal communications. The Dump button is used to write this
connection information to the application log for analysis. This functionality is only
used by support personnel and will not be required during standard operation.
Connection Status
The Connection Status tool allows you to visually see the status from each terminal
to all others. This tool is only used for issues with connections and diagnosing the
affected terminals. This will generally only be required by Idealpos support
personnel. Use of this feature requires the program to troll the network for data and
can cause excessive load on an already struggling network.
Press the Refresh to see the current status as recognised from each terminal.
Terminals will display their current status, the only difference will be the diagonal
blue dots signifying that a terminal cannot connect to itself.
Icon View
This will show the terminals in a graphical format with the information about the
terminals located to the side and beneath each terminal.
Detail View
This is the default view that allows for the terminals to be grouped and sorted by
selecting the header
When in Detail View the information is displayed in a grid style format. Press the
description of any header which will sort the relevant information in increasing or
decreasing values, displayed with a small arrow on the selected header.
Details - Grouping
You also have the option of increasing the sorting parameters by dragging the Status
and Network headers to the grouping row. For this option to be enabled, you must
select the Grouping option under the View menu. The window will then change to
allow the status to be expanded or collapsed using the + or - buttons.
Both Status and Network can be used in conjunction with each other, further
separating the details. They can be rotated within the row by moving their forward
position.
They can be removed by dragging outside of the IPS Client window until an X
appears.
Once your grouping settings have been configured you can un-tick Grouping in the
menu and the grouping will stay configured while minimizing the size of the window.
Terminal Overview
The Terminal Overview window will display information that can be useful for support
services. Information that is displayed is:
A small section is also reserved for the display of any saved packets for the
terminals. There are two types of views available for each terminal, Expanded or
Collapsed. To expand or collapse any of the POS Terminal details, you can double
click on a specific terminal. If you want to expand and collapse all terminals, there is
a button at the bottom of the window that will enable both of these functions.
You can also access this screen by pressing on the any of the terminal details in Icon
or Detail view. If there are more packets that require processing than there is room
to display all the details, a small magnifying glass with display which you can select
to open a window to show all packet details.
Icons
The icons menu will give you a basic description of the icons that are used within IPS
Client.
Support
The support menu will open a modified view of the IPS Utils program for all options
dedicated to support options. More information on what all of these functions do can
be found in the IPS Utils help guide.
About
This menu will simply provide the current version details of IPS Client.
Data Packet
Packet Delivery within Idealpos uses multiple processes to ensure that each terminal
is kept up to date. Below is a basic diagram explaining the journey that a data
packet makes from one terminal to another.
IPS Deploy
IPS Deploy in Idealpos
IPS Deploy is responsible for the starting of Idealpos programs that are required for
the correct running of Idealpos. Programs that are started are:
IPS Print Server
IPS Client
IPS Deploy is also used to send various files across the network that multiple
terminals are connected to. Primarily it is used when updating the software from one
build to another by sending the install file to each terminal. But other items it can
send are Folders and special commands. When used with multiple terminals you
have the ability to select which terminal/s will receive the information you want to
send.
IPS Deploy will only open when required and is not installed as an accessible
program that you use all the time. Different situations will determine the need for
IPS Deploy and act accordingly.
The left side of the IPS Deploy window will display the terminals that you can
select/deselect from receiving the details.
The right side will show the information of the current procedure taking place.
IPS Utility
IPS Utility in Idealpos
The IPS Utility program is a utility that allows access to multiple facets of the
program that can be useful or required when giving support. This is generally not an
area that you would access to change settings on a regular basis.
There are four menu options within the IPS Utility program, with each one including
up to four selections.
IPS Utility can be accessed through the Start Menu in the Idealpos Solutions folder
named as IPS Utils.
The IPS Utility program is not used for communication with other terminals, but
allows you to access specific functions that are required on the local terminal.
System Menu
The System Menu allows you to access functions that relate to the system details of
the Idealpos program. There are four options available within this menu which are
Backup, Restore, Open and Close.
Backup
Selecting this button will take a backup of the complete database as it currently
stands. This function will close down the Idealpos program and create an .ips file
that can be used for support or backup requirements.
You are able to select the path where the backup file will be saved. Note that if you
change the location of the default backup settings, you must create a
specific folder for Backups only.
You have the option of including the Archives in the backup. This can make the
backup take a very long time depending on how large and how many archive
databases are included. You have the choice of the compression level that will be
applied to the backups that are taken from None, Low, Normal and Maximum.
Selecting the Default Settings button will enable you to change the default settings
for when a backup procedure takes place. An extra option within this menu allows
you to set for how long each backup that is taken will be kept for, before Idealpos
will concurrently delete them.
All other backups contained in this folder will also be deleted if older than
this date, and should not be kept in the backup folder.
Once you have made all the selections you want to have, press the Backup button.
The backup will commence and depending on the size of the database and the PC
being used will determine how long this will take. (Not responding) will display if it is
still backing up while you are trying to use it. Once the backup has completed it will
display as Backup Successful. It is very important to allow Idealpos to finish the
backup on its own accord. Forcefully interrupting or stopping the backup can have
undesired consequences to the structure of the database.
The backup will have been created in the location that was selected. An IPS file can
safely be renamed from the .ips file type to .zip to access specific files within the
backup.
Restore
Selecting this button will allow you to restore a database from a previously taken
backup. Restoring a database is not something that should be done in regular day to
day use of the Idealpos program. When restoring a database from a backup, all
details of the current database on the system will be erased. You are only able to
restore files that have a .ips file type.
Before being able to restore a database you will need to be aware of some of the
options that can be used.
Location Path
Enter or search for the location of the backup that you want to restore.
Complete State
Select this option if you want to restore the backup to the exact state that it was
taken.
Update Registration
This selection will allow you to update the registration using the drop down menu of
all the registered terminals within the backup file.
Visual Window
This area will display a visual representation of what is taking place. It will display
the name of the backup, backup size as zipped and restored, destination POS
Number and Destination Registration Details.
Backup Existing
If you do not want to erase all the current data that is on the terminal you are
restoring a backup on, you can select this option to perform a backup of the existing
database. This will increase the amount of time it will take to restore the database.
Restore/Cancel
Once you have made all your selections you can press Restore to go ahead, or you
can press Cancel to exit the window and not perform a restore.
A progress bar will display the current progress of the Restore procedure. Once the
database has been fully restored a confirmation box will open.
Open
This button will automatically start a multitude of programs required to run Idealpos.
Programs that will start are IPS Deploy, IPS Client, IPS Print Server and IPS POS
Server.
Close
This button will automatically close all programs that run Idealpos. Programs that will
be closed are Idealpos, IPS Client, IPS Print Server, IPS POS Server and IPS Deploy.
Generally when you want to close the suite, you will want to leave IPS Utility open.
Close IPSUtil Select this checkbox if you want to close IPS Utility along with the
suite.
Support Menu
The Support menu offers four buttons that will help when requesting support from a
dealer or Idealpos Solutions. Each of these buttons will open something further that
enables support staff to quickly gather the information that will help to solve the
issue.
Quick Support
This button will open the default Idealpos Quick Support TeamViewer program to
allow support staff to remotely control the computer to diagnose the issue. Give the
support person the ID and Password to allow them access. The Password will change
each time the Quick Support program is run, ensuring that your terminal is secure
after each session.
POS
This button will open the directory where Idealpos has been installed. It gives quick
access to the Program Files used with Idealpos.
Logs
This button will open the Logs folder of Idealpos. This folder is located within the
Idealpos Program Files folder.
Backups
This button will open the IPS Backups folder where all the backups are saved by
default. If you do not leave your terminal on overnight, there will be no backups
within this folder.
Maintenance Menu
The Maintenance menu allows you to perform and configure tasks that may help to
keep the system operating at optimal performance.
Housekeeping
This button will allow you to configure settings related to the automated system
maintenance. Housekeeping can be configured to run at set times and dates to allow
for easy set up. Any housekeeping schedule can be sent to the other terminals
through IPS Client.
By default Idealpos will have created two different Housekeeping Schedules, a Daily
and a Weekly. At any time you can Add, Modify or Delete a schedule from the list.
Before a Housekeeping procedure will take place there will be a warning displayed on
screen. Use the drop-down menu to select a warning time frame from 10seconds, 30
seconds and 1 minute.
Schedule Details
Name
Enter a Name to describe the type of schedule to make it relevant in the schedule
list.
Type
You are able to select from three different Types of schedules using the drop-down
menu, which are Daily, Weekly and Monthly.
Regenerate Training Database
Select this checkbox if you want a training database rebuilt each time the
housekeeping function is run to minimize the building of a new training database.
Post Action
This drop-down menu allows you to decide what the program will do once the
schedule has been run. You have a selection of four choices which are None, Launch
IPS, Shutdown Computer and Restart Computer.
Advanced Diagnostics
These options can be selected to add improved logging throughout the schedule. To
use this function, Detailed Logging must be selected.
By default the utility will have auto-selected All Local Databases. You can make a
selection of the databases listed, or select a custom database. Unless advised to do
so, it is generally accepted to run the utility on All Local Databases.
Each time this procedure is run it will perform a backup before proceeding with the
utility.
Once the utility has been run and finished a confirmation window will open.
Validation
The Validation menu allows you to check if there are any errors within the database.
This can help to diagnose any issues before running more advanced testing.
The validation screen will allow you to validate the database or to Show Details.
There will be no details displayed if there are no errors found.
Advanced Menu
The Advanced menu offers the operator powerful control over different aspects of the
Idealpos software. It is very important that you DO NOT perform any of these steps
unless you have been advised to by the support personnel.
Use of these procedures can have serious consequences to your database both local
and remote. Do not attempt to use these functions without the guidance of a support
dealer.
Port Scanner
This utility will scan all the ports on the network that Idealpos uses to communicate
between each other.
When this button is selected a window will open with all the Ports that Idealpos uses.
Enter the IP Address of the terminal that you want to scan and press Scan. Idealpos
programs must be running or these will show as failed.
There is a checkbox that enables you to Connect instead of Scan. When this is
selected, the window changes to one that will give more detail. Only one port will be
allowed to be selected at any one time.
This is a final procedure that will delete all history, configuration and
database items. Only use this function if directed to do so.
You will need to enter the letters on-screen to CONFIRM the deletion of the current
database. Idealpos will reset and you will need to re-enter the registration details
and start the database again, or perform an overwrite database.
Restart IPSClient Select this checkbox to force IPSClient to restart once the
database is ready to be created.
Communication Reset
This option will delete all of the files that relate to the communication of data
between all Terminals for this Terminal. All data that is currently in the database will
remain intact.
You will need to enter the letters on-screen to CONFIRM the deletion of the current
database.
SqlCmd Line
This button will display a SQLCMD that has been linked direct to the database for
management purposes.
As this function will give you a link direct into the database, it should only be used by
those who are sure of what they are doing.
Jackpot
Jackpot in Idealpos
The Jackpot function allows you to randomly select a customer for a Jackpot draw
using specific criteria. The selection criteria for the Jackpot are entered when you
create the Jackpot button, making it possible to add multiple Jackpot buttons, all
using different criteria for each draw.
Jackpots can be set to use your internal customer database, or all customers that
purchase items. Customers not in the database will require a receipt for proof of
purchase.
Jackpot Configuration
To create the Jackpot function go to Setup > POS Screen > POS Screen layouts >
Select Layout > Buttons > Select a blank button and choose Jackpot from the
function list. From here you can input the desired customer selection criteria.
POS Range
Select the POS Terminals the Jackpot will apply to. For example, 1, 2, 5, 6 or 1-3,
5-7, 9. If you want it to apply to all terminals leave this field blank.
Customer Type
All Customer Types is the default and will apply to all Customers. You can set this to
any of the Customer Types you have setup in the database. Only customer
purchases of that type will be selected for the Jackpot prize.
Stock Item
Use this option if you want to filter the selected customers to only those who have
purchased a specific stock item.
Department
Use this option if you want to filter the selected customers to only those who have
purchased an item from a specific department.
Spend
Use this option if you wish to filter the selected customers to those who have spent
more than the amount entered. If no amount is entered, POS will select all
customers who have spent any amount. When Spend is selected, a new option
called In One Transaction will appear. When selected, this option will only select the
customer if they have spent the entered amount in one transaction. This option will
only apply if you are utilizing Customers.
Last # Days/Hours
Only sales from the last selection option will be eligible for entry to the Jackpot.
From Today
All sales that have been made in the selected timeframe are eligible for entry into
the Jackpot.
Go to Setup > POS Screen > POS Screen Setup > Select a button > Function:
Jackpot > enter the following.
Using Jackpot
Once you have set the criteria for the Jackpot button you are able to generate a
winner. Press the corresponding Jackpot button on the POS Screen. A new screen
will display the criteria programmed on the button. Press the Generate Winner
button.
POS will run a search algorithm based on the button criteria through all relevant
sales. These numbers and letters are simply a display mechanism for the random
choice of a winner.
The winners Name will be displayed along with the Total Amount of Entries that had
been entered by the POS, and the Customers Number.
If the Jackpot is open to all sales (including cash sales, not just customers in your
database), you will likely require a receipt from the winner for the purchase to be
validated. All details about the sales that are relevant will be displayed to help verify
the recipient of the prize.
You can track the Jackpot winners by searching for the Function in the Journal
Enquiry.
Journal Enquiry
Journal Enquiry in Idealpos
The Journal Enquiry function is a record of all sales, credits and charges that have
been finalized through the POS Screen. It is used to view and find transactions based
on criteria set by the user. Users can then perform various functions such as
reprinting receipts and invoices, viewing totals for the selected transactions, or
adding text notes to transactions. Advanced functions that can be completed include
Replay a transaction and Email. Any common default settings you choose can be
used to make a default shortcut report.
The journal can also contain all sales saved to tables or bar tabs as they happen.
Without this option, the journal will only record the finalised sale. This option can be
handy to record when the table/bar tab was saved.
Go to Setup > Yes/No Options > Miscellaneous > Record Table/Bar Tab Sales.
There are two ways to access the Journal Enquiry, from the Back Office or through
the POS Screen.
From the POS Screen the button will need to be programmed. Idealpos creates a
button by default on the Admin tab on new databases. The button is able to be
programmed with a Date Range which will instantly display all sales for the selected
dates. It is possible to have more than one Journal Enquiry button to be used for
multiple date selections.
Search Criteria
This section is used to filter your search results. By default the last 1000 transactions
from all POS terminals for Today are listed. You can use one or more of these boxes
to refine your search to help you find the information you require.
Date Range
Selecting a date range is the first step to narrowing the search. There are several
pre-defined date selections for commonly used date ranges in the drop down box, or
you can choose a Custom option that allows you to input the date range you want to
view. Using a pre-selected date will have the date options greyed out, unless you
select All Dates which will not show any date fields. You are able to select from the
top 1-99999 records of any selection. By default the top 1000 records will be
displayed.
When selecting a custom range you are required to input the range into the
From/To boxes, including the time (in 24 hour format). This can be done by clicking
into the boxes and typing them in, or clicking the button next to the date and
selecting the dates from the calendar.
Selection Criteria
The Selection Criteria allow you to refine your search even further by specifying
different aspects of sales. There are two different sections to search with. The first
section will allow searching by Customers, Clerks, Price Levels, POS, Location and
Site.
In the second section you can filter the results by Tender Type, Function, Stock
Item, Department, Sale Total (Range), Table and Audit Number (which appears on
the receipt). You can also use the Filter Table/Bar Tabs tick box to filter out Table
and Bar Tab entries from the transaction list. When using the second section, it is
not possible to select a Tender Type and a Function, you must select one or the
other. Some functions will display an extra field to allow you to narrow down even
more information.
If you make changes to any of the selection criteria using a keyboard input (not by
clicking the button next to the box and selecting the item from a menu) you will
need to press the Select button to update the search.
Transactions Display
This section will show the list of transactions found with the current search criteria.
By default these are sorted by date. You can sort by Customer, Date, POS terminal
or Audit number by clicking on the header for your desired sorting criteria. To
reverse the sort order, simply click on the same header again. You can scroll through
all the transactions on the screen by pressing the down arrow, or simply clicking on
it to highlight it.
Transaction Detail
This section shows you the Journal History entry for the selected transaction. It is a
representation of what has printed on the customers receipt.
You can add text notes into these transactions by clicking twice on the transaction or
by clicking the Add Text button. The selected blue line is where the note will appear.
See Add Text for more information on adding notes.
Additional Functions
This section is made up of advanced functions that can be used to give more detail
about one or more transactions. Each button performs a selected task, but is not
available for every transaction type.
View All
This button will display all the selected transactions in an A4 report that can be
printed to an A4 printer or saved as PDF or emailed.
There is also the option to press the S in the top-right corner of the report and save
it as a shortcut. This will be a complete list in transactional order of all transactions
in the selection criteria.
Docket Print
This button will print a copy of the selected transaction to the default receipt printer
of the terminal.
Tax Invoice
This button will print an A4 invoice to the default A4 printer.
Replay
This button will re-enter all the items in the selected sale into the POS screen exactly
as it is.This button is only available when viewing the Journal History from a POS
screen button, not through the Enquiry menu. You will need Clerk and User
Permissions setup correctly to enable transaction replay. This function is commonly
used when fixing issues when finalizing sales with the wrong tenders, in conjunction
with Void Mode.
Email
This button will email the selected transaction to the designated email addresses
specified by the user.
Total
This button will total all transactions that were selected by the criteria specified. The
total will display on the button itself.
Keyboard
This button will launch an On-Screen Keyboard for touchscreen users to enter values
into the selection area or add text to the journal.
Delete Text
This button will only appear on transactions that have had text notes added to them.
It allows you to remove those text notes.
Add Text
This button is used when you want to add text notes to the transaction.
Save Text
This button replaces the Add Text button when you start adding text to the journal.
Use this button to save the text to the journal entry.
Keyboard Program
Keyboard Program in Idealpos
The Keyboard Program enables you to create functions that will apply when using a
standard QWERTY keyboard. This was used as a way to enter sales into the POS
Screen before widespread use of Touchscreen terminals. As Touchscreens are now
synonymous with Point of Sale equipment the function does not hold as much
importance any more. However, it is generally used to create shortcuts for the use of
Macros on the POS Screen, or to make a button perform more than one function
when selected.
You can access the Keyboard Program function by going to Setup > Keyboard
Program.
Press the key you want to program a function to and select the function from the list.
Press OK to Save the key and the item will be added to the list.
When you are finished you will be asked to confirm any changes you have made.
Automatic Text Enter descriptive text that explains the surcharge or the reason
for adding it.
Automatic % Enter a numerical value that will be allocated, if no automatic or
manual text amount is entered.
Upper Limit % Enter a numerical value that is the highest limit you want to apply
for this surcharge.
% + Subtotal
This function is used to create a Surcharge as a percent amount on the subtotal at
the current time.
Automatic Text Enter descriptive text that explains the surcharge or the reason
for adding it.
Automatic % Enter a numerical value that will be allocated, if no automatic or
manual text amount is entered.
Upper Limit % Enter a numerical value that is the highest limit you want to apply
for this surcharge.
A4 Delivery Docket
This function is used to print an A4 Delivery Docket out to the default A4 Printer.
Acc/LB Adjustment
This function is used to make Adjustments to the currently selected Account or
Layby.
Acc/LB Credit
This function is used to add a Credit to the currently selected Account or Layby.
Acc/LB Payment
This function is used to make a Payment to the currently selected Account or Layby.
Account Refund
This function is used to make a Refund of a transaction to the currently selected
Account or Layby.
Amount
This function is used to create an Amount Override button. This allows staff to
override prices within the sale.
Automatic Text - Enter a numerical value to be selected as the default value for
this button to override.
Backoffice Shortcut
This function allows you to select from a BackOffice Shortcut that has already been
programmed, which can then be launched from the POS Screen. This can allow you
to access the Stock Items or Button Programming without leaving the POS Screen. If
you are using multiple Sites the shortcuts will be displayed twice, one for each site.
Use the drop-down menu to select the shortcut to program.
Backspace
This function enables you to backspace entered figures one at a time, as opposed to
pressing Clear and removing the entire entry thus far. Basically, it will perform the
same as a backspace button on a keyboard.
Banking Report
The Standard Banking Report will show sales performed since the End of Day time
the POS System is configured for in the Global Options.
Automatic Text This field allows for multiple options to be entered which will
change the Banking Report details.
Blackboard
This function allows you to create a button which is required to Edit the items that
are displayed on the Blackboard. If you are not using the Home Screen you can use
this button to show the Blackboard.
Clear
This function will create a button that will clear any text that has currently been
entered into the sale window.
Clerk
This function allows you to assign a clerk to a button. This can be used to quickly
enable them to log in for the sale.
Automatic Text Enter the Clerk Code in this field to assign this clerk.
Coupon Promotion
This function will allow you to redeem a coupon promotion by either entering the
coupon number or scanning the barcode.
Customer
This function will allow you to add a Customer to a sale. The button can be
programmed to only display Customers from a single Customer Type.
Automatic Text Enter the Customer Code to link the button directly to a particular
Customer.
Customer Statement
This function will print a Customer Statement to the default Receipt Printer.
Automatic Text Enter the Customer Code to link the button directly to a particular
Customer.
Date
This function is used primarily for the Dry Cleaning functions. It will open a calendar
to view and add the date/time to the sale. You can select the calendar to auto
progress any number of days/minutes.
Auto Days This field will add the date into the transaction as the number of days
in the future from the actual POS Terminal current date.
Auto Minutes This field will add the minutes into the transaction as the number of
minutes in the future from the actual POS Terminal current time.
Automatic Text This field is used to specify why the date is displayed on the
transaction. For example, Pick Up Date when used with the Dry Cleaning Features.
Delivery Docket
This function will print a delivery docket to the default receipt printer.
Department
This function will allow you enter a Direct Department Sale into the POS Screen using
a Department that has been linked from the drop down menu.
Automatic Text Enter a value that will be the default value for the Department to
perform a Direct Department Sale.
Automatic Text You can enter a date, using a comma or hyphen as a separator.
Automatic Text - Enter the POS Number that you want to view the report of when
pressing this button.
Duplicate Receipt
This function will print a duplicate receipt to the default receipt printer of the last
transaction on the POS Terminal. You will be able to see that is a duplicate, as it will
say COPY at the top of the receipt.
EAN
This button will search for an entered barcode number.
EFTPOS Cashout
This function will provide a Cashout facility without performing a transaction to the
specified Tender while using Integrated EFTPOS.
EFTPOS Functions
This function provides the ability to use advanced functions on the Integrated
EFTPOS facility.
EFTPOS Reprint
This function will allow you to reprint a previous EFTPOS transaction receipt.
EFTPOS Settlement
This function will settle the EFTPOS at the end of trade.
Employee Log
This function will allow the employees to Log on/Log off or to take breaks during
their shift.
End of Shift
This function will perform an End of Shift which will allow you to reconcile your
takings against what has been entered into the POS.
Automatic Text - Enter the POS Terminal number to create a permanent function
for the remote POS only.
Open Cash Drawer Ticking this option will force the cash drawer to open for the
staff to count the money.
It is possible to perform the End of Shift on a remote terminal. This can be used
when using Ideal Handheld Sales (HHS) to count the amounts in the mobile float.
Enter the POS Terminal number in the Automatic Text field to create a permanent
function for the remote POS only, or, simply press the POS Terminal number before
selecting End of Shift.
External Application
This function allows you to launch an external application with the press of a button.
Automatic Text Enter the application path to the .exe file. The path can only be
50 characters long so the program .exe file may need to be configured to allow this.
Hold Print
This function allows you to hold print jobs on Order Numbers without the need to a
Restaurant module.
Home Screen
This function will exit the current screen and return to the Home Screen. If a sale
has been started you will need to remove all items before this can be possible.
Item Discount
This function will allow you to configure a discount that can be used on a single Item
at a time. You can create multiple types of Item Discounts depending on the settings
you apply.
Item Discount Function Select from one of four different Item Discount
functions.
Percentage/Dollar Discount Select the discount type that will apply.
Automatic $ or % Enter a value that will be applied to the discount.
Upper Limit $ or % Enter the highest value that you want to be discounted.
Maximum $ - Only available on Percent Discount setting.
Automatic Text Enter text that can describe this particular discount.
Jackpot
This function will allow you create a Jackpot to offer your customers a way to win a
prize or service that you want to give them. Please visit the Jackpot Feature guide
for more information as it has its own chapter.
Journal Enquiry
This function will display the Journal Enquiry for the day.
Journal History
This function will allow you to view the Journal history for the day to date. The report
can be printed to the default A4 printer.
Layby Cancellation
This function will allow the user to perform a Layby Cancellation. They will be able to
select from all the Laybys the Customer has in the system.
Macro
This function will allow you to perform multiple processes with the press of a button.
No Sale
This function will allow the clerk to perform a No Sale which will open the cash
drawer.
No Sale Function There are four possible No Sale functions that can be linked to
this button, which can be used for different types of No Sales.
None
This function will perform nothing. If a button is selected as None, it will look like it
depresses but nothing will happen on screen at all.
Order Number
This function will allow you to add an Order Number to the current sale. This is
commonly used in Cafes and Takeaway shops.
Pager System
This function will allow you to talk to a Pager System.
Paid Out
This function is used when taking tendered monies from the POS terminal, generally
Cash, to purchase something outside of your business.
Paid Out Function Select from different Paid Out functions.
Automatic Text Enter a numeric value in here that is the constant amount that
can be paid out automatically.
Pending Sale
This function is used to save a sale for a later time.If no sales are currently in
progress, it will open the Pending Sale screen where you can select which sale you
want to continue with.
Prefix String
This will enter text into the field before the text that has already been entered, as a
prefix.
Price Enquiry
This function will allow you to find out what the price of an item is before you enter
the item into a sale. Select this button and press the enter the stock item and the
price will be displayed on screen.
Price Level
This function will allow you to change the Price Level mid-sale.
Automatic Text Enter a value from 1 through to 12 to link this button direct to a
specific price level.
Automatic Text - Enter FLASH on the Bar Tab Bill Function on the POS Screen
allowing you to view a Flash Report of the bill before printing it out, or not printing it
altogether.
Automatic Text Enter Print Group Code to link this button directly to a specific
Print Group.
Promotion Enquiry
This function will allow you to find out what Promotion an item is included in before
you enter the item into a sale. Select this button and press the enter the stock item
and the promotions will be displayed on screen.
Promotions On/Off
This function will toggle the promotions that are linked to the terminal that the
button is pressed on.
Raffles
This function will allow for Raffle tickets that have been sold to be drawn.
Receipt On/Off
This function will toggle the receipt to be selected. If the receipt is on, then all sales
will print.
Received on Account
This function allows you to put money in the till that has been previously been
removed for the purchase of outside goods. It is also used for Gift Voucher Sales and
Credit Notes. There are four different functions that can be linked to this button.
Received on Account Select the function that will be used for this button.
Automatic Text Enter a value that will be charged automatically to the desired
function.
Refund
This function allows you to return an item for credit.
Replay Transaction
This function allows you to replay a previous transaction. The items will be entered
into the POS Screen exactly as they were in a previous sale.
Reservations
This function allows you to enter and select Reservations.
Rewards Enquiry
This function will allow you enquire how many rewards a customer has owning to
them, or how many items that will have to purchase to qualify for a reward.
Sale Reference
This function will allow you to enter a Reference to a sale that can be used at a later
stage. The reference will appear in the Journal Enquiry screen and Receipt.
Sale Type
This function will allow you to set a Sale Type to the current sale and a Price Level.
Price Level Override Dont Change or enter the code from the twelve different
price levels.
Sale Type Leave blank or enter the code of a predefined Sale Type.
Seat Number
This function allows you to allocate a Seat Number to each guests orders to better
differentiate them.
Send Message
This function allows you to create a message button to allow clerks to create or send
a pre-defined message to other POS Terminals on the network.
Stock Item
This is the most widely used function when creating a POS Screen layout, and is the
default function used when selecting a new button.
Press the Stock Item Edit button and then select the Stock Item by either pressing
the button or entering the Stock Item Code. You can only edit a single stock item at
a time as the function only works for a single selection.
Current Shift Only Will display only sales since the last End of Shift.
Group by Hour Will group the report by each hour that has recorded sales.
All POS Terminals Will show reports from all POS Terminals, not just the terminal
the report has been run on.
Automatic Text You can enter a date, using a comma or hyphen as a separator.
If wanting to use a selected date you cannot select Current Shift Only.
Department Enter the Department Code in this field to only search for items from
this Department.
Automatic Text Any value entered in this field will display Stock Item Codes that
match.
Stock Notes
This function will allow you to view or print the Stock Notes for the selected Stock
Item.
Subtotal Discount
This function will allow you to configure a discount that can be used on the Subtotal
of the transaction. You can create multiple types of Subtotal Discounts depending on
the settings you apply.
Subtotal Discount Function Select from one of four different Subtotal Discount
functions.
Percentage/Dollar Discount Select the discount type that will apply.
Automatic $ or % Enter a value that will be applied to the discount
Upper Limit $ or % Enter the highest value that you want to be discounted
Maximum $ - Only available on Percentage Discount setting.
Automatic Text Enter text that can describe this particular discount, or be used to
discount a specific Sales Category.
Automatic Text Enter a Sales Category Code. It is possible to set a Subtotal
Discount to apply only to a Sales Category for items within that sale. To set this up it
is done when programming the button and using the Automatic Text field. The field
must contain SC1 for Sales Category 1, SC2 for Sales Category 2 and so on.
Table
This function will open the Table Map for the use of adding items to the Table.
Table Summary
This function will display a summary of the current Tables.
Tax Invoice
This function will allow you to print an A4 Tax Invoice for a selected transaction.
Tax Shift
This function allows you to shift the tax of an item to another tax rate that has
already been set up.
Automatic Text Enter the Tax Rate Code that you want to shift to when this
button is pressed.
Tender
This function allows to create a button that links to a specific tender.
Tender Function Select the Tender that you want to link to the button.
Automatic Text Enter a value that is allocated to the tender automatically when
pressing this button. This field can be left blank.
Text String
This function can be a pre-determined text entry, or can be entered on the fly. When
using this function the text will be entered into the CODE field only.
Transfer Mode
This function allows you to Transfer stock items between different Locations from the
POS Screen on the fly.
Type Text
This function will allow you to add text to a sale which can be sent to the printers for
instructions on the fly.
Unlock Permissions
This function will toggle permissions to be on or off. Clerks can be assigned specific
levels of permissions and this functionwill override those settings to allow them to
use the admin functions.
Password Enter a password that must be entered before the permissions will
allow access.
User-Defined
This function is used to add additional functionality to specific options in Idealpos.
Validation Print
This function will allow you to print the date/time/transaction details on official
government department documents. The document will not be considered valid
without this proof of purchase. The use of this function requires a specific printer, an
Epson TMH6000, which is a hybrid receipt and slip printer.
Void
This function will allow you to void the item selected. If the quantity is greater than
one, only one item will be voided each time the button is pressed.
Void Line
This function will void the entire line selected. If the quantity is greater than one, the
entire quantity of items on the selected line will be voided.
Void Mode
This function will set the terminal into Void Mode and allow you to select items to be
voided from the current sales period.
Waste Mode
This function will allow you to write-off stock from the POS Screen on the fly.
X
This function will perform a multiplication.
Automatic Text Enter a value in here that is used by default.
Labels
Labels in Idealpos
Idealpos can create labels that can be printed out onto various mediums for use with
barcode scanners. Stock Items, Customers and Promotions can be printed using
various label settings. Not all settings are available for each data type.
You enter the labels menu by going to Labels menu on the Back Office.
While creating labels you can still have access to the POS Screen by selecting the
POS button on the top right of the screen. There are three separate sections to
program labels.
If you need to override the exe location for DesignPro, there is an extra field in
Global Options.
Go to Setup > Global Options > General > Label Printing Software Override.
Within the Selection Range, you choose the stock items you wish to print. You have a
number of selections to choose from to print out the exact quantity of labels. Each
time you are selecting an item, or range of items, the Quantity field can be changed
to print out the labels for the amount required. You can print out the same amount
of labels that are currently in stock, or items where any field has been changed since
the last label was printed (select Modified Stock Items Only).
Stock Items can be added to labels using the multi-select feature. When you press
the Multi-Select button you will be taken to the Stock Item list, where you can select
multiple stock items before pressing OK. All other stock item settings for label
selection will be recognized. For example, if you enter a Quantity of 7, all multiselected items will be entered with a quantity of 7.
You can press the Shift button to select a group within the selected range,
otherwise, just select the items you have searched for and press OK.
Each time you select an item for a label and press Add to Grid, it will be added to the
list.
When all the stock items you would like to print labels for have been added to the
list, you can select a preview or print the labels direct.
When you select to preview, the labels will display on screen as they will print on an
A4 sheet.
Customer Labels
Format: Select from a pre-designed format to use for the label selection.
Data Type: Select Customers from the drop-down menu.
Output To: Select how you want the labels. DesignPro and Text.
Format File: This is the file created in Avery DesignPro which is used a template for
all labels.
Data File: This is the file that Avery DesignPro reads to get details for printing on
the labels.
Save Format As: Enter a name for the format you have created and save it for use
as a default. It will then be available in the drop-down menu of the Format option.
When you have added all the customers you want to print, press the Export button
to send the labels to the selected settings.
Promotion Labels
Format: Select from a pre-designed format to use for the label selection.
Data Type: Select Promotions from the drop-down menu.
Output To: Select how you want the labels. DesignPro and Text.
Format File: This is the file created in Avery DesignPro which is used a template for
all labels.
Data File: This is the file that Avery DesignPro reads to get details for printing on
the labels.
Save Format As: Enter a name for the format you have created and save it for use
as a default. It will then be available in the drop-down menu of the Format option.
Only one Promotion can be selected at any one time, however they will be added to
the grid automatically.
When you have selected the Promotion you want to print, press the Export button to
send the labels to the selected settings.
A4 Labels and formats are detailed below as an example only. Please print out your
labels prior to saving defaults.
22 Labels (2 x 11) P
Format 1
22 Labels (2 x 11) P
Format 2
33 Labels (3 x 11) P
33 Labels (3 x 11) P
Format 1
Format 2
65 Labels (5 x 13) P
65 Labels (5 x 13) P
Format 1
Format 2
24 Labels (3 x 8) L
Format 1
24 Labels (3 x 8) L
Format 2
21 Labels (3 x 7) P
Format 1
Continuous Labels and formats are detailed below as an example only. Please print
out your labels prior to saving defaults.
Format 3 ZPL
Single 40mm
Format 3 EPL
Single 35mm
Before being able to use Avery Design Pro, you will need to create some files and
formats to make the labels all the same. All versions of Avery Design Pro will work
with Idealpos. This guide has been written using a specific version which is available
to download a copy here. If you would like to use another version of Avery you can
find it on their website here. We will provide no support for other versions not
covered in this guide already, however they are very similar programs.
Allow the program to install in the default folder. Dont change this unless required
and you are experienced to do so.
If the folder does not exist it will be created in the location selected.
Select the components you want to install, generally you will just select Typical.
The installation will take place with a quick progress bar. Once that is complete you
will be given the option of creating a program icon on the desktop.
You may be required to restart your computer before being able to use the features
of Avery Design Pro.
The first time you open Avery go to Tools > Options > General Tab > un-tick the
option Bypass Getting Starts Help.
Create a .txt file in a location known to you for use for the Data File. Go to Labels >
Data File > Link to this the file you have just created > Save Format > Export.
Open Avery Design Pro. If this is the first time you have run the program, you will be
asked if you want to calibrate the printers. This is not necessary when configuring
the format file, but it is recommended before you attempt to print actual labels.
Select the Template you want to use, or create a custom size based on the labels
you have purchased. You will need to print out multiple test pages to check the
calibration and alignment is correct. For this purpose, just use plain A4 paper and
hold it up to the light with a label page overlaid. This will save you printing to labels
that will be rubbish only.
Select the Microsoft Text Driver from the list and press Next.
Enter the name of the file that you created earlier for the Data Source Name and
give it a Description.
Untick the option to Use Current Directory and select the folder where the
Labels.txt file is located.
Select the Data Source Name you entered and click OK.
If prompted, you will need to select your data file from the list (labels.txt) and click
OK.
In Avery Design Pro go to File > Save. Save the document in the Idealpos directory.
In the Output area we need to enter the details of the files we have created.
Output To Select Design Pro
Format File Navigate to the location of the .zdp file you created.
Data File Navigate to the .txt file you created. (Both files should be located in the
Idealpos directory)
Select Print Labels Exit External Program which will close the Avery Design Pro
Program after labels have printed.
Select to Save as Default.
Navigate to the Idealpos folder where the StockLabels.zdp file is located and doubleclick it to open it with Avery Design Pro.
Draw the area where you would like the bar code to print.
Click the barcode field again and go to Database > Insert Field.
Select ScanCode from the list and press Insert, ScanCode will appear on the label.
Press Close and the bar code will display on the label.
To add other details go to Database > Insert Field and select which field you want to
insert.
Press the Preview button to see the details and what the labels will look like.
Save the Format File and exit. You will now be able to print the labels for all your
stock items.
Laybys
Laybys in Idealpos
Laybys are used to give the customer a specified time period to pay a purchase off,
before taking the goods home. The customer can make a deposit on the item, which
will then be held in storage by the retailer until the goods have been totally paid off,
or the customer cancels the layby.
Laybys are most commonly used in the retail sector for goods that do not perish. You
have the ability of setting the length of time customers can leave an item on Layby,
and also how much deposit is required.
The information below in italics was copied from the ACCC website where more
information can be found.
Lay-by agreements
A 'lay-by' is essentially a contract where you pay a trader for a product over a period
of time rather than upfront.
Under the Australian Consumer Law, a lay-by agreement exists when you:
1. Pay for the goods in at least two installments (when the agreement is called
a lay-by); or
2. Pay for the goods in at least three installments (when the agreement is not
specifically called a lay-by agreement); and
3. Do not receive the goods until the full price has been paid.
Documentation
When you enter a lay-by agreement it must be in writing and specify all the terms
and conditions, including any termination charge. The trader must give you a copy
of the agreement.
Termination charge
The trader may charge a termination fee if you decide to cancel a lay-by agreement
(unless the trader has breached the lay-by agreement). The amount of the fee must
not be more the traders reasonable costs relating to the agreement.
Layby Settings
Functions
Go to Setup > Functions > Tenders (Select a blank tender) > Modify > Rename
Tender > Select Layby Tender > Make other choices > Save.
Yes/No Options
Go to Setup > Yes/No Options. Many of the Customer options can be used. Please
see the Yes/No Options guide for help on the options you wish to use.
Go to the Tender tab and ensure the Layby Tender is selected to be used on the POS
terminals you require.
Global Options
Go to Setup > Global Options.
Customers Tab > Layby Statement > Edit the details you want to display on the A4
Statement > Save.
Customers Tab > Laybys > Enter a message that will print on the receipt (your
Terms and Conditions) > Select the Period before Laybys expire in Days > Select a
Minimum Deposit Amount as a % of the total Layby > Select when Laybys are
recorded as being sold and taken out of stock. Customers must receive a copy of
your T&Cs.
Customers
Go to File > Customers > Customer Types > Add > Create a Customer Type called
Layby > Save.
Layby Buttons
Go to Setup > POS Screen > Layouts > Buttons > configure these buttons.
Acc/LB Adjustment
Use this function to make adjustments to current Laybys.
Acc/LB Credit
Use this function to credit current Laybys.
Acc/LB Payment
Use this function to make a payment on existing laybys.
Layby Cancellation
Use this function to cancel a Layby.
Enter the Customers details into the screen. Fill in the Name, Change Customer
Type to Layby and make sure that Account or Bar Tab are not selected.
Save the Customer and their details will be added to the sale. Add the items to the
sale the customer wants and the deposit required will be displayed on the bottom left
corner.
Enter the amount in $ that the customer wants to leave as a deposit to the selected
tender. If the value entered is less than the required % deposit, a screen will appear
to increase the deposit amount. If the value is above the required % deposit, the
tender screen will reset to add the final tender.
Once you have entered a successful amount to other tenders, press the Layby
tender. The Layby can print out a receipt to give to the customer. Depending on your
Layby procedures, a second receipt can be printed to be kept with the stored goods.
From the POS Screen Press the Customer button. Select the customer from the list
and press OK.
The customers details will be added to the sale window. If you cannot view the
entire customers details (Bottom right corner), press the CUST button in the top
middle of the sale window to toggle this view.
The sales window will be replaced with a Layby Payment window. All the Customers
current Laybys will be displayed, and show details of the Date of Layby, Reference,
Total Amount and Outstanding Amount.
Make you selection and press the enter button. The amount to pay will be displayed.
Select the Tender and finalize the payment. The remaining value owed on the Layby
will be displayed underneath the total due for this transaction on the receipt. It will
also display the totals for any other outstanding laybys.
From the POS Screen Press the Customer button. Select the customer from the list
and press OK.
The customers details will be added to the sale window. If you cannot view the
entire customers details (Bottom right corner), press the CUST button in the top
middle of the sale window to toggle this view.
The sales window will be replaced by the Adjustment screen. Enter the amount you
want to adjust against the layby/s.
Press the Enter button and a Confirmation window will open giving you the details of
the Adjustment you are about to perform.
The window will close down automatically and the adjustment will be posted.
Cancel a Layby
A customer can at any time, depending on your Layby Conditions, Cancel a Layby.
During the cancellation process you can add a Cancellation Fee which will be
deducted from the refund amounts owed to the customer on any payments made
against the Layby.
The Layby Cancellation screen will open, where you can select which Laybys to
cancel.
Select the Layby/s the customer wants to cancel, and press the cancel button. The
screen will update all Laybys selected for cancellation. You can now select to refund
the full amount, or enter an amount to be charged to the customer as a Cancellation
Fee.
Press the Enter button to refund the money to the customer, less any cancellation
fees added.
Layby Reports
There are 2 reports that can be accessed for Laybys which can be viewed by going to
Reports > Customers > Select the report you want. Laybys can also affect how some
other reports will display the relevant data.
Layby Transactions
Go to Reports > Customers Layby Transactions.
This report will display all transaction related to the layby of a customer, including
payments.
Layby Report
Go to Reports > Customers > Layby Report.
This report will display the details of a layby by all customers in its current state.
Other
1.
2.
3.
Locations
Locations in Idealpos
Locations can only be added when there are two or more terminals programmed in
the database. Locations are used to group POS Terminals and keep stock control
manageable. Locations can only be linked to one Site but multiple locations can link
to the same site.
Stock is able to be transferred between locations to keep stock levels accurate for
the purpose of good stock control. Stock can be stored in one location and sold in
other locations, keeping the stock levels correct. An example of this would be tap
beer, where the kegs are stored in a cellar and multiple Locations draw off the beer.
The tap beer will only be counted in the cellar Location.
There must always be Location 1 in the database, with the capacity to add up to 99.
You have the option of selecting to Add or Modify Locations.
Location Details
When you Add or Modify a Location you can change some settings that affect the
way Locations use the database.
Code This is the Location Number and is used to define the location.
Description This is what you want to name the Location to distinguish it from the
others.
Auto Enable Stock Items If stock items are not enabled within the Location,
they will not appear on Stock Valuations, Stocktakes or other details relating to stock
within the Location.
Stock Location If the stock is sold through a different Location than where it is
located. When this item is sold the Stock Location Levels will be affected rather than
the Location Levels.
Site All new Locations will link to Site 1 by default. Sites can be linked to multiple
Locations.
Enabling Stock Items for a location in this way will not set the Recommended and
Re-Order Levels of the selected items. This can be done for each item individually.
Go to File > Stock Control > Stock Items > Highlight the Stock Item/s required >
Locations. More information on setting these changes can be located in the Stock
Item chapter of the User Guide.
Macros
Macros in Idealpos
Macros is an advanced feature of Idealpos that gives you the flexibility to create
customised functions or access features of the main menu such as reports or settings
with only a single button. You can program a key or touchscreen button to simulate
a series of key strokes.
Most printable ASCII characters, including alpha-numerical characters and the space
character, can be entered directly into Automatic Text without special formatting. To
represent a sequence of keystrokes, enter the sequence of characters one after the
other in Automatic Text. For example, the sequence A SPACE B SPACE C would be
entered as A B C.
Macros are generally used in conjunction with the Keyboard Program, to help assign
keys to specific program functions.
Setting Macros
Control Characters and Function Keys
Control characters such as ENTER and ESC are represented by special codes which
are contained in curly braces ({).
Key
Code
Key
Code
Backspace
{BACKSPACE}, {BS}, or
{BKSP}
Tab
{TAB}
Break
{BREAK}
Up Arrow
{UP}
Caps Lock
{CAPSLOCK}
F1
{F1}
Del or Delete
{DELETE} OR {DEL}
F2
{F2}
Down Arrow
{DOWN}
F3
{F3}
End
{END}
F4
{F4}
Enter
{ENTER} or ~
F5
{F5}
Esc
{ESC}
F6
{F6}
Help
{HELP}
F7
{F7}
Home
{HOME}
F8
{F8}
Ins or Insert
{INSERT} or {INS}
F9
{F9}
Left Arrow
{LEFT}
F10
{F10}
Num Lock
{NUM LOCK}
F11
{F11}
Page Down
{PGDN}
F12
{F12}
Print Window
{PRTSC}
F13
{F13}
Right Arrow
{RIGHT}
F14
{F14}
Scroll Lock
{SCROLLLOCK}
F15
{F15}
Escape Characters
Some characters have special functions, such as + (Shift key) and curly braces
({).These characters are also known as escape characters. To use these characters
instead of the special function they represent, you need to encapsulate them in curly
braces.
Key
+
Code
{+}
{^}
{~}
{{}
{}}
{[}
{]}
Key
Code
SHIFT
CTRL
ALT
For example, to simulate pressing the CTRL and C keys at the same time, enter ^C.
Simultaneous Keystrokes
For simultaneous keystrokes, encapsulate the keystrokes in brackets. For example a
simultaneous keystroke of CTRL+SHIFT+P would be represented by (^+P)
Examples of Macros
Macro {f5}1414~
Function Set Price Level 2 (Takeaway) and Sell Stock Item (to inform the
staff that items are Takeaway).
{f5} = Programmed Key
1414 = Stock Item Code
~ = Enter Function
Go to Setup > Keyboard Program > Add Key > select Price Level > Press F5 as the
key to be programmed > Press OK and Exit Keyboard Program.
Go to Setup > POS Screen > POS Screen Setup > Buttons > select Macro as the
function > In the Automatic Text field enter {f5}1414~.
Press the Takeaway button you created, which will change the price level and enter
**Takeaway** on the POS Screen, which will also be printed at the top of any
kitchen/order dockets. Stock Items entered after this will be subject to the Price
Level Change Duration settings in Global Options.
Macro 10{f8}406006~
Function Sell multiple stock items at once. We are selling 10 x Saturday
Meat Raffle Tickets.
10 = Quantity we want to sell
{f8} = Programmed Key
406006 = Stock Item Code
~ = Enter Function
Go to Setup > Keyboard Program > Add Key > select X (Quantity) > Press F8 as the
key to be programmed > Press OK and Exit Keyboard Program.
Go to Setup > POS Screen > POS Screen Setup > Buttons > select Macro as the
function > In the Automatic Text field enter 10{f8}406006~.
Start a sale and select the button. Ten of the selected Stock Item will be sold. This
can be used for multiple stock items and quantities.
Macro SN=
Function Enter a serial number within a sale against an item.
Go to Setup > Keyboard Program > Add Key > select Type Text > Press F7 as the
key to be programmed > Press OK and Exit Keyboard Program.
Go to Setup > POS Screen > POS Screen Setup > Buttons > select Macro as the
function > In the Automatic Text field enter SN=.
The clerk can now enter a serial number against items so they show on the Journal
and receipt if required.
Macro #{F4}
Function Assign a button within a grid to perform a Banking Report on a
specific Clerk.
# = Clerk Logon Code
{F4} = Programmed Key
Go to Setup > Keyboard Program > Add Key > select Banking Report > Press F4 as
the key to be programmed > Press OK and Exit Keyboard Program.
Go to Setup > POS Screen > POS Screen Setup > POS Screen Grids > select Macro
as the function > In the Automatic Text field enter 1{F4}.
Contribute
If you have an example of a Macro that is used commonly or is a little bit more
detailed, please share it with us so we can include it.
Mealcard System
Southern Foods Mealcard System
Functions
Go to Setup > Functions.
Tender
You will need to create a tender for the Mealcard charges.
Received on Account
Create a Received on Account function for Mealcard Topups.
Global Options
Go to Setup > Global Options > Interfaces 2 > Customer Interface.
Interface Type Select Mealcard Web Service from the drop-down menu.
Tender Type Link Select the Mealcard Charge Tender you have created.
IP Address/Host - https://mealcard.southernfoodservice.com/ unless specified.
Username Will be provided.
Password Will be provided.
Venue ID Will be provided.
Add Money Function Select the Mealcard Topups function from the drop-down
menu.
Topup Mealcard
While Idealpos is open swipe the customer card. This can be done at any time during
the sale before tendering.
Enter the topup value into Idealpos and press the Mealcard Topups button.
Charge to Mealcard
While Idealpos is open swipe the customer card. This can be done at any time during
the sale before tendering.
Enter the items the customer wants to purchase into the POS and press Enter.
The sale will be finalised and the amount taken from the card.
Messages
Messages in Idealpos
Messages can be sent from one terminal to another specific terminal or to all
terminals. The function can be programmed to a default message pre-set, or the
operator can create a custom message on the fly. Messages can be used for security
and faster service between POS terminals. Messages will be recorded in the Activity
Log, and all messages, either automatic or manual are limited to 50 characters in
length.
Messages can be sent direct from the POS Screen, or composed from the Back
Office. Any staff member is able to send a message from the POS Screen if they
have access to the buttons location. Any staff member can also send a message from
the Back Office provided the User that is logged in has access to the menu.
Messages cannot be saved for use at a later stage, and once acknowledged, will have
been removed from viewing.
Setup Messages
There is no limit to the amount of message buttons that can be created on the POS
Screen. There are 2 different types of messages able to be created, and any number
of POS terminals can be selected.
Manual When this option is selected, a keyboard will display on screen to allow the
operator to enter the message they wish to send.
Automatic This option can be set to send a pre-programmed message that is used
frequently throughout the network.
POS Range Select the range of POS Terminals that will receive the message. If
this field is blank, the operator can select the terminal.
You can select the range by using the following parameters:
1-9
1, 2, 3, 6, 8
1-5, 7, 12-15
Go to Setup > POS Screen > Select Layout > Buttons > Select button > Create
Settings > Save. Note the example below has the option to Manually Type Message
selected.
Note the example below has the message pre-entered and a POS Range Selected.
If you are using Sites you can select an option by going to Setup > Yes/No Options >
Miscellaneous.
Sending Messages
It is possible to send messages through the POS Screen and also through the Back
Office. The difference between them is the POS Screen can be customized for fast
use, whereas the Back Office will always need to be manually typed.
If the message is able to be created on the fly, a keyboard will open onscreen to
allow the operator to enter the message. If no POS terminal range has been
selected, you can choose the terminals you would like the message to be sent to.
If the button is fully automatic and the message and POS terminals have been
predetermined, the message will send and you will see a confirmed send window.
The confirmation window will also appear after the sending of custom messages.
The terminal that receives the message will display it on the screen. The message
will stay displayed until the operator of that terminal presses the message box.
The Send Message window will open where you are able to type in a custom
message and select the terminals you would like the message to be sent to.
Press the Send button to send the message to the selected terminals.
Mobile Apps
Idealpos has two iPhone, iPad and/or iPod touch apps which are available to
download on the App Store.
One is called Ideal Handheld which allows you to take orders from guests at the
table. The other is Stock Manage which allows you to perform actions like Stocktake,
Stock Received and more.
Ideal Handheld
Ideal Handheld (IH) enables a waiter to remotely take table orders on the go
throughout the restaurant.
Ideal Handheld uses POS Screen Menus to connect to the Idealpos database.
Handheld Options
Global Options
Any terminal with the IH License is able to access and use additional settings from
Idealpos. Any changes that are made in this area of the program will require the
Handheld to exit and restart the Ideal Handheld software before the changes made
will be visible.
You can set the default price level to be used by the handheld.
If no price level is selected, Price Level 1 will be used.
Use Price Level from Menu The price level will be selected from the menu that is
being used at the current time.
Notes
Print Group Shift 1/2 These functions allow you to add 2 different Print Group
Shift functions to the handheld device. Print Groups are linked
to Departments which Stock Items are grouped within.
The Stock Item must be configured to not have an order printer selected, which
disables printing from the POS Terminal.
Go to File > Stock Control > Stock Items > Modify > Printer Settings.
Go to File > Sales > Departments > Modify the Department the Stock Item was
linked to (Coffee/Tea) > Ensure the Sales Category is linked to Beverage.
Go to File > Sales > Sales Categories > Modify the Sales Category the Department
was linked to (Beverage) > Ensure it has been selected for Add to BEVERAGE Total.
Go to Setup > POS Terminals > Modify the selected terminal > Miscellaneous >
Handhelds.
When a Flat White is ordered through the POS Terminal, no kitchen docket will print,
however, when ordered through the handheld device, the docket will be printed
automatically.
User Registration
The Ideal Handheld Module is used to define how many handheld devices will be
connected to a terminal in the registration. The number of devices is indicated by the
number next to the IH (IH1) in the registration options. It is a requirement of this
module that Restaurant (RST) module is also installed. You will also need to ensure
there is a table map with programmed tables. Ideal Handheld will not work without
at least one table.
If you have a licence for 3 handhelds (IH3) in your venue, this means you can use
any 3 devices with the app installed. If a staff member is using their own device, and
leaves the venue without logging out of the app, their device will still be using one of
the 3 licences available to you. To unlock devices and allow new devices to connect,
restart the POS software on that terminal. All connections will drop and allow new
devices to connect.
Handheld Menus
Ideal Handheld uses Menus, not Grids, to display the items on the PDA device. Any
items that you want to display on the device should be grouped into corresponding
menus. These menus then need to be linked to the default Menu 999. More
information on Menus can be found in the POS Screen Setup Help Guide.
Add items to menus, and menus to the Waiter Pad menu by going to Setup > POS
Screen > Menus > Add/Modify.
The menus that we want to be able to access through the handheld are the only ones
that we have programmed to be visible here.
Handheld Screens
Main Screen
The main program screen provides you multiple choices on how to use the Ideal
Handheld program.
Three Horizontal Lines Opens the screen to perform advanced functions such as
Settings, Change Password, About Clerk Select the Clerks from the drop down
menu provided.
Guests This button will only display if selected in the Settings. This will allow you
to enter the number of guests seated on the table.
Table Select the table from the grid selection.
and Log out.
Start Order Will open the selected Table and allow items to be added.
Enquire This button will open the table details of all items that have been placed
on the table.
Print Bill Select a table number and press this button to print a bill to the default
receipt printer.
Notes This button is where specials or other information can be displayed.
Setup Screen
Before you will be able to use Ideal Handheld you will need to set some options that
enable you to connect to the host PC. Before you can access the settings you will
need to enter a password. To do this, swipe your finger without lifting it from the
device across 3 or more dots to make a pattern. This is your password.
Server IP
the IH license.
This field must contain the IP Address of the terminal that has
Server Port
6983
Enter the Menu Code that corresponds to the Main Menu Code
that you will be linking to in Idealpos. By default this is set to
999.
Select this option to enter the amount of guests that are seated
discounts.
Menu in code orderBy default the menus will display in alphabetical order.
Order Screen
This screen allows you to enter items to the table and perform multiple actions.
Total Ordered
Item Entry
This is the area that will display the items that are entered.
Table Number
Back
This button allows you to add text to the item. Swipe left to access.
Delete
access.
Finalize
This allows you to delete the item from the table. Swipe left to
This will finalize the sale to the table.
Seat Numbers
Menus
Confirmation Screens
When an action is about to be performed that can cause have issues relating to the
data being used you will need to confirm the action.
Enter the number of guests seated at the table if required and press OK. Press Start
Sale to enter items.
Navigate through the menus to select the items to add to the table.
Swipe left on an item in the viewing area and press Delete to remove it from the
order.
If there are a lot of items entered into the sale you can use the scroll bar to navigate
through each item, or you can select to expand the order display. Press ^ to
return the menus.
You can see the details of what is on the table already by pressing the table number
and then press Enquire.
When you have added all the items you want to add, simply press Finalize to send it
to the printer.
Stock Manage
Idealpos has an iPhone, iPad and/or iPod touch app called Stock Manage which is
available to download on the App Store, simply click the App Store badge below. The
app is designed to offer faster functionality with managing stock in retail/hospitality
environments when used with an Idealpos installation. Stock Manage will allow you
to perform a Stocktake, Transfer Items, Receive Stock and Link Items to Barcodes.
Stock Manage will link to a POSServer on your network, quickly transferring the data
from your Idealpos POS system to your device in less than a second. You dont even
need to plug it in to transfer the data back to Idealpos. You can use the app on as
many devices as you wish, easily installing it on your staffs devices if you want.
Setup Idealpos
Before you can send and use any information from the Stock Manage app, you will
need to have the registration configured in Idealpos. To be able to use Stock Manage
with Idealpos you will need to have the Stock App (SA) module licensed on your
terminal. Only one terminal within a Site will require the registration, which will also
be the only terminal to accept incoming data.
The SA module must be on the license key of the terminal that uses the
POSServer.
A new menu will display at the top of the screen called Stock Manage.
The POSServer is required to run the Stock Manage app. To learn how to use and
properly configure the POSServer, please visit the following link.
http://www.idealpos.com.au/userguide/default.htm#!Completed%20Word%20Docs/
posserverinidealpos.htm
Open the Stock Manage app on your device by pressing the Stock Manage icon.
From the main menu screen, select the Settings button menu from the selection.
There are two sections that can be configured, Identity and Idealpos Data
(POSServer).
Identify
The Identify section contains two fields of data, only one of which is editable. Press
the Device Identification field to gain access to the keyboard, where you can enter a
name for the device. This can make it easier to identify when connecting to the
POSServer in Idealpos.
Press the switch to Enable Connection to the POSServer. This will now display
additional functionality for connecting to Idealpos.
Enter the Hostname or IP Address of the POSServer into the Address field and press
Done to save it.
Press the Register button to register your device with the POSServer.
If successful, the device will display a message at the bottom of the screen The New
Device has been added. On POSServer grant this device access. If the device
already exists in the database, the message at the bottom of the screen will display
Already Exists.
There are some instances where the device will not connect to the POSServer. This is
indicated by a timeout and will display a message Error 1001 The request timed
out. If there is no network access a message will display on screen over the
settings menu No Network No network is currently available OK. Once your
network is available you can try this step again.
On the PC the POSServer has been installed on, go to Stock Manage > Device
Access.
A new window will open displaying all the devices that have attempted to connect to
this POSServer. The device will be listed with a code which can be confirmed on the
device itself. The name of the device and date it requested access will be displayed.
Select the checkbox to allow the device. You can remove a device by right-clicking
and selecting remove.
Press OK once you have selected the device you want to grant access for, then go
to Stock Manage > Device Access.
This button will allow you to make changes to the various details that can be
customized for the mobile application. This section will contain two different areas
that can be customized by the user. The defaults that are entered will work correctly
without any manual configuration.
Data
Indirect device.
Security
Service MetaData Select from True or False to publish the MetaData,
allowing clients to build Stubs against the
service /mex.
There are some instances where the device will not have access to the POSServer.
This could also be indicated by a timeout and will display a message Error 1001
The request timed out. If there is no network access a message will display on
screen over the settings menu No Network No network is currently available
OK. Once your network is available you can try this step again.
You will not be able to use the Data Control menu functions without first setting up
the POSServer. This will be indicated onscreen with a message.
Download
The Download button is located within the Data Control menu from the main
screen.
This will allow you to download the database from your Idealpos database. You do
not have a choice of data, Idealpos will send all relevant data when the request for
the download is made. If data has been entered for items previously, you will not be
able to download data without replacing what is already there.
When the data has downloaded successfully, a small confirmation box will display for
2 seconds.
If the data cannot be downloaded for whatever reason, an icon with a cross will
indicate the download did not proceed. If you do not have any network connection, a
message will display on screen over the settings menu No Network No network is
currently available OK. Once your network is available you can try this step again.
If you see a message Failed (-1001), this indicates there is an issue with the
POSServer you are connecting to.
Stocktake
Before performing a Stocktake it is a good idea to download the data from Idealpos,
as new details may have been added. If the data was not cleared when uploading
from the previous Stocktake, you can download the data again which will overwrite
any data on the device.
When you have finished downloading your database, go to the Stocktake menu from
the main screen.
The Stocktake menu is very functional and user-friendly. By default, the last
Location accessed while in this menu will be selected. The exception to this is if you
have downloaded a new database. In this instance the default location will be the
first location in the list from Idealpos. You can toggle between locations by pressing
the location button.
When you are happy with the Location you will be using press Menu to return to the
previous screen, search for an item by scanning it with the barcode reader, or press
the + button to search for an item. You can scroll to the item you want or search via
description or stock code. If the item does not display after being scanned, or you
cannot find it, then it is not enabled for that location.
Once you have found the item you want to count, select it from the list. Enter the
quantity you have counted of the item and press Save.
You can now add more items to the stocktake, including more items that are the
same as previously counted.
The Stocktake count will show the items in the order they have been entered. The
summary page will accumulate all items of the same code, regardless of when they
were entered on the count.
If you have counted something you wish to remove, gesture from left-to-right on the
item in question. A Delete button will display on the selected line. Press it to remove
the item from the stocktake. Swipe the record from right to left to delete it from the
list.
The Stocktake wont be processed in Idealpos until you upload the data.
Transfer
The Transfer menu allows you to transfer items between multiple locations. Before
performing a Transfer it is a good idea to download the data from Idealpos, as new
details may have been added. If the data was not cleared when uploading from
previous Transfers, you can download the data again which will overwrite any data
on the device.
Once you have downloaded your data, go to the Transfers menu from the main
screen.
Any transfers that you have previously entered will be displayed here, otherwise the
page will be blank. As soon as you change a field from default you will have created
a record, which can be deleted if you dont want it. Swipe the record from right to
left to delete it from the list.
Press the + button to add a new transfer. The Details screen will open where you
can select the From location.
Once you have selected the From location, go back to the Details screen to the
select the To location. The location you selected in the From field will not be
displayed in the list. You must select a Source and Destination location or the
transfer will not be able to be processed when it is uploaded to Idealpos.
Enter a reference for the transfer in the reference field if you require one.
Press the Items button to add the items you want to transfer between the locations.
Search for an item by scanning it with the barcode reader, or press the + button to
search for an item. You can scroll to the item you want or search via description or
stock code. If the item does not display after being scanned, or you cannot find it,
then it is not enabled for that location.
Select the item you want to transfer and enter the quantity. Press Save to add more
items to the transfer.
When you have added all the items to the transfer, you can exit back to the transfer
menu to create a transfer between different locations, or exit the transfer menu
completely.
Receiving
The Receiving menu allows you to receive items from an invoice and update stock
levels in the database. Before receiving it is a good idea to download the data from
Idealpos, as new details may have been added. If the data was not cleared from
previous Receiving, you can download the data again which will overwrite any data
on the device.
Once you have downloaded your data, go to the Receiving menu from the main
screen.
Any items that you have previously entered will be displayed here, otherwise the
page will be blank. As soon as you change a field from default you will have created
a record, which can be deleted if you dont want it. Swipe the record from right to
left to delete it from the list.
Press the + button to add a new record. The Details screen will open where you
can enter various details from the invoice.
You can select the date the Invoice is received. You can select only 1 year back in
the past and 20 years into the future from the current system date.
Enter the Invoice Number to match the record with the paperwork.
Press the Items button to add items to the invoice. You can scan the items barcode if
it is in your database, or you can search for the item from the list.
Select the item from the list. Enter the Quantity received and the Cost from the
invoice.
Repeat this process for all other items on the invoice. The invoice will need to be
uploaded before it will be visible in Idealpos.
Barcodes
The Barcode menu allows you to transfer items between multiple locations. Before
adding barcodes it is a good idea to download the data from Idealpos, as new details
may have been added. If the data was not cleared when uploading from previous
barcodes, you can download the data again which will overwrite any data on the
device.
Once you have downloaded your data, go to the Barcodes menu from the main
screen.
Search for an item by scanning it with the barcode reader, or you can scroll to the
item you want or search via description or stock code. If the item does not display
after being scanned, or you cannot find it, then it is not enabled for that location.
Once you have found the item you want to count, select it from the list. If the item
already has a barcode attached to it, it will display as POS Barcodes. If you search
for an item by scanning it and the barcode does not exist in the system, you will
search for it manually.
Scan or manually enter the barcode into the search field. Press Done to save the
barcode to the item. It will display as New Barcode.
If you attempt to add a barcode to an item, and that barcode is already assigned to
another item, a message displays indicating the item that the barcode is assigned to.
You can delete any barcode that you have added to an item by swiping from left to
right across the line. Swipe the record from right to left to delete it from the list.
An item can have as many barcodes attached to it as you need. A POS Barcode is an
already existing barcode in the database and a New Barcode is one that has not yet
been uploaded and processed into the Idealpos database.
Once you have added all the barcodes you want you can upload them to the Idealpos
database.
Upload
The Upload function is available in the Data Control menu from the main screen.
Select the information that you want to upload, which will be indicated by a tick, and
press the Upload button. When it is successful it will display a Done box.
If there was an issue connecting to the POSServer, a box with an X will display. If
there is an issue with the network a message No Network No network is currently
available OK will display. You will need to sort out the network issue before you
can continue the upload process. If you see a message Failed (-1001), this indicates
there is an issue with the POSServer you are connecting to.
If you have no data in the device to be uploaded, you will not even have access to
the Upload button.
Additional Information
About Stock Manage
The About menu contains information about Idealpos Solutions and the Stock
Manage app. The Privacy Policy is available on our main website, and from within
the app the link will take you automatically to it.
Trademark Attributes
Apple, the Apple logo, iPhone, iPad and iPod touch are trademarks of Apple Inc.,
registered in the U.S. and other countries. App Store is a service mark of Apple Inc.
Process Stocktake
When you have used the Stock Manage app to perform a stocktake and uploaded it,
the data will be available for Idealpos to process. Idealpos will display a message on
the back office that there is data available.
The type of data that is available to process will be designated by an icon beside the
menu option, in this case, Process Stocktake. A Stocktake must be started for the
Location/s that you will be uploading to Idealpos. Information on Stocktake
procedures are in the User Guide.
When you select this menu a new window will open showing all the items that have
been counted. Select Process to add those items to the Idealpos Stocktake count.
You can upload a stocktake from as many devices as you wish. Each time you press
the Process button, those items will be added to the current count, and not
overwrite them. If you upload twice from a single device, then the count will be
doubled and your stocktake will be out.
The Enter Stocktake form will show the counted amounts of all items in the list.
The type of data that is available to process will be designated by an icon beside the
menu option, in this case, Process Stock Transfers.
A new window will open showing you the details of the transfers from the device. You
have the choice to select which transfers you will process. Press the Process button
to send the details to the transfer window.
The transfer details will be displayed where you can modify the details if required.
Once you have made any required changes, press the Process button to save the
details to the Idealpos database.
The type of data that is available to process will be designated by an icon beside the
menu option, in this case, Process Stock Received.
A new window will open showing you the details of the invoices from the device. You
have the choice to select which invoice you want to process. Press the Process
button to send the details to the receive window.
The Stock Received window will open where if required you can edit details about the
invoice.
From this point you can Save the invoice to Process it later.
The type of data that is available to process will be designated by an icon beside the
menu option, in this case, Process Scan Codes.
A new window will open showing you the details of the barcodes from the device.
Press the Process button to send the details to the respective stock items.
When the stock item has been selected from the Stock Item List, press the Alternate
Codes button. All the barcodes that were already attributed to that item, plus the
new codes just entered will be displayed.
Compatible Hardware
There are 3 hardware peripherals that will allow you to expand the functionality to
full barcode scanning. Not all peripherals are able to be used for each device. If the
barcode reader does not work initially after setup of the software, remove the device
from the scanner and try again.
iPDT380
More information on this device is available here. This device is compatible with only
iPod touch 4th generation.
iScan
More information on this device is available here. This device is compatible with iPod
touch 4th generation, iPhone 3GS, 4 and 4S, iPad, iPad2 and iPad 3rd generation.
Linea Pro 4
More information on this device is available here. This device is compatible with iPod
touch 4th generation.
Within this guide you will learn how to connect additional terminals on a standard
Peer To Peer network configuration. This guide is not a how-to for networking or
Ensure all terminals are connected on the network, each terminal can ping each
other and there are no communication issues.
Configure Idealpos
The amount of steps required to get all the terminals communicating using Idealpos
is dependent on how many terminals will be configured. You will need to select a
terminal that will be the main terminal, where all data will be overwritten from. All
remote terminals will receive an overwrite file with the information they require. It is
easier to have all the terminals online and ready to be overwritten in one Overwrite
function than to perform them one at a time.
The main terminal should only have a single connection in IPS Client, green and
ready.
The remote terminals should also only show a single connection in IPS Client, also
green and ready.
On the main terminal go to Setup > POS Terminals > Add. You can either change all
the settings for these terminals now or later. Whichever you decide, once the
terminals have been configured and overwritten, all changes will be sent to the
remote terminals anyway.
On the main terminal the new POS Terminals will not show in the IPS Client until an
IP Address has been assigned to them in Idealpos. To do this go to Setup >
Networking > enter the IP addresses of the terminals and press OK.
The main terminal IPS Client will now show the new terminals in the window.
Provided the terminal is connected properly on the network it should show a red icon
with a yellow dot. If the icon is a red cross your network is not connected.
The Overwrite will compress the database on the main terminal and then send the
file to the remote terminals.
The main terminal and all remote terminals should now display as green and ready in
IPS Client of all terminals.
Multi-Site Management
Overview of Functions
The Multi-Site Management module allows for advanced control and functionality in a
multi-Site environment. It will give extra controls for managing Head Office,
Company Owned and Franchise Sites, with the ability for Inter-Store Ordering and
Invoicing.
Hierarchy
The hierarchy will be as follows: Sites > Locations > POS Terminals.
Functionality
Multi-Site Management will enable control for businesses in varying environments.
This feature is designed specifically for businesses that require control on Company
Owned and Franchise Stores direct from Head Office.
Site Functions:
Access to all Stock Items Head Office will send all items allowed for access
to the Site, which can then control all aspects of the item at their individual
Site.
Has complete control of POS Terminals, most Global Options, most Yes/No
Options, POS Screen Setup, Clerks, and Network Printing for their Site.
Inter-Store Ordering Allows each Site to order from Head Office as a
supplier and be invoiced accordingly.
Franchise Items Allows a site to create items specific to their Site that are
not available anywhere else. Head Office will record the item and have control
over how many items each Site can create.
Registration
There are two different licenses required which are designated as Head Office (HO)
and Site Management (SM). Once HO and SM are added to any terminal of an
installation, all other terminals must be designated as one or the other.
Sites
Sites can be added without the need for HO or SM in the registration. There must be
at least two Sites. Sites are used to group Locations.
Enter a description and press Save. If required you can select a Grid Range that each
Site has access to.
Locations
Locations can only be added when there are two or more terminals programmed in
the database. Locations are used to group POS Terminals. Locations can only be
linked to 1 Site.
Enter a Description > Select a Site to link the Location > Save.
POS Terminals
Individual POS Terminals can only be linked to 1 Location.
You will notice that both the Location and Site details will have changed. Head Office
will display all POS Terminals and their Site and Location details.
The Site will only display the POS Terminals that are linked to the same Site.
Global Options
Each Site will be able to set their Global Options which control all Locations and
Terminals within that Site. Head Office will have access to all Global Options,
regardless of the Site.
Head Office
Go to Setup > Global Options > the Site List will open > highlight the Site you want
to modify > Press the Global Options button > Make Changes. You can also access
this screen by going to Setup > Sites.
When the window opens it will display which Sites Global Options you are
modifying.
Sites
As each Site can only access their own Global Options, go to Setup > Global Options.
Yes/No Options
Each Site will be able to set their Yes/No Options which control all Locations and
Terminals within that Site. Head Office will have access to all Yes/No Options,
regardless of the Site.
Head Office
Go to Setup > Yes/No Options > the Site List will open > highlight the Site you want
to modify > Press the Yes/No Options button > Make Changes. You can also access
this screen by going to Setup > Sites.
When the window opens it will display which Sites Yes/No Options you are
modifying.
Sites
As each Site can only access their own Yes/No Options, go to Setup > Yes/No
Options.
When creating Clerks for multiple Sites, you are able to use the same Login Code as
another Site. This enables staff that work in multiple Sites to have the same Login
Code no matter which Site they are working in.
Any Clerk that is added at a Site will be added to the Clerks that Head Office can
view and modify.
Clerks as viewed from Head Office: Notice the field at the top is selected as All
Sites. You can also see a culmination of the same Login Codes for some Clerks.
Go to Setup > POS Terminals > Modify > POS Screen Layout.
From the Head Office you can go to Setup > POS Screen > POS Screen Setup > Add.
Once you have created each layout, Copy the master Layout on to each Site. This
allows the Sites to modify the Stock Items and Grids within the Layout, but keep all
the Admin functions where they are needed.
Head Office has access to all POS Screen Layouts. Accessing the POS Screen Layout
from a Site terminal will take the user directly into the POS Screen Layout that is
linked to that terminal only.
Network Printers
Network Printers are configured for each Site. Printers that are added at one Site do
not become available at other Sites.
Go to Setup > Network Printers. There is a Site selection on the right side of the
window.
Location 2
Service
Station
Each terminal
will print to its
own Receipt
Terminal will
print to its
own Receipt
Location 3
Clothing
Store
Location 4
Department
Store
Location 5
Donut
Shop
Location 7
- Hotel
Receipt
Receipt
Receipt
Receipt
Receipt
Receipt
Bar
Printer
Receipt
Kitchen
Receipt
Receipt
Users
Depending on the installation and the customer requirements, you can use the User
Permissions to control access to different parts of the program. When setting up the
different permissions, it is a good idea to make a note of what you dont want Sites,
both Company and Franchise owned to access, as these may differ from Site to Site.
You may want to create a User for each different Store to ensure that it is easily
configurable with any custom changes that are needed on the fly.
Once you have made your selections you can set the Users to be the Default for the
POS terminals within that Site. Some Sites may also want to have a Limited and
Admin User created for them. This will enable the staff minimal access to the
program, while allowing the Site to perform their advanced functions.
After adding all User Permissions for Sites, go to Setup > POS Terminals > Modify >
Miscellaneous > General > Default User.
Stock Items
There are two types of Stock Items that are used with Multi-Site Management, Base
Items and Site Items.
Base Items
All items that are created in the database, either as Site or Franchise, will also be
created as a Base Item. Base Items will hold data that cannot be stored elsewhere.
When certain functions within Idealpos are used, the Site Items will link to the Base
Item and retrieve the relevant data that is required. When Base Items are viewed in
the Stock Item list, they will display as a Standard Stock Item Code.
All Head Office terminals are able to filter the Stock Item List to show only Base
Items.
Site Items
Any Stock Item that is to be sold at a Site will be generated a Site Prefix from the
Base Item. Site Items will be linked to the Base Item at Head Office. When viewed at
the Site terminal, the Stock Item will display as a Standard Stock Item Code without
the Site Prefix. Sites are unable to view or edit the Base Items.
When viewed from Head Office, the Site Prefix will be displayed. This ensures that
Head Office is able to modify any details specific to that Site only.
All Items
Head Office has the option of viewing the Stock Items in various ways. They can
view only the Base Items, only specific Site Items, or All Items. When viewing All
Items, the only distinguishing difference between the items in the Stock Item List
will be the Site Prefix Code. As displayed in our example below, we are viewing Code
2 for All Items.
Add Items
When you add Base Items from a Head Office Terminal you will be required to
confirm which Site items will receive the new Items. As it is a new Item, you will be
required to select the Site/s the item will be created in. You also have the option to
Copy Sell Prices, Cost Prices, Tax Settings and Other Fields. In large multi-store
environments, you can use the Select All button to choose all Sites. You can select to
enable the items in each Location.
Once you select to Proceed the item/s will be created and a packet sent to the
corresponding Site/s.
Modify Items
Head Office has the ability to modify any field of any Stock Item, regardless of
whether they are a Base Item or a Site Item.
Modifying a Site Item will display the Site Prefix, and will also display a small header
naming the Site the Stock Item is saved in. When Head Office saves this item, the
changes will be sent to the Site that the item is located in only.
When Modifying a Site Item from a Site terminal, they will not be able to edit certain
fields, but they will be visible. These include Stock Code, Description, Department
and Scan Code fields.
When Modifying a Base Item at a Head Office terminal, you will be required to
confirm which Site/s the changes will be sent to, and also which Sell Prices, Cost
Prices, Tax Settings and Other Fields that should be included.
Indirect Items
Indirect Items can be defined by Site. Head Office can set the default Indirect
amounts for the items when creating the Base Item, but the Sites can also have
access to their items and edit them accordingly.
Franchise Items
Franchise Stock Items can be used to allow Sites to create items specific to their
locale or business only. No other Site will have access to these items, but they will
be sent to the Head Office for recording and sales history.
Go to Setup > POS Terminals > Modify > POS Settings > User-Defined Options.
Enter the following details:
Description FRANCHISE ITEMS, Setting X (Where X= the number of items you
will allow them to create).
Go to Setup > POS Terminals > Modify > Miscellaneous > General. Enter the range
of Stock Item Codes the store I able to access.
Franchise Items can be filtered on the Stock Item List. Select the Franchise Items
button at the bottom of the screen.
Site Management
If you are updating your database from a standard installation to implementing
Multi-Store Management or adding a new Site to your existing database, you will
need to use the Site Management facility. Site Management will create Site Items
from a Head Office database to a site that you select with the Site Prefix. It is
possible to select specific departments within your database so that not all items
located at Head Office are created on the Site. You also have the choice of creating
Sell Prices and Cost Prices.
Make your selections of data that is required. This function can be run multiple times
is using Departments to break the database apart.
When you select Proceed a progress sphere will open and display all items as they
are added.
A message will display that all items were copied and added to the selected site.
Go to Enquiry > Journal History > Site or press the Journal Enquiry button on the
POS Screen.
MYOB Installation
Start the MYOB installation by clicking the setup.exe file of the version you want to
use.
Click the button to accept the terms of the license agreement. If you do not accept
this agreement you will be unable to install MYOB.
Select the type of installation you would like to perform. Complete will install all of
the program features and use more room, Custom will allow you to select which
features will be installed.
Select where you would like MYOB to be installed. In nearly all cases, the default
location is the best. Only change this if advised to by MYOB.
Confirm the location of the installation and files that will be installed. Press Next to
confirm and proceed with the installation.
The MYOB installation will start to take place. It is a good idea to not use any other
programs whilst the installation in taking place.
The progress window in the bottom-right corner of the screen will display the current
installation details.
Expect to see advertisements and support details from MYOB in the main window.
One of the last features to be installed is the ODBC connection. The ODBC connection
allows Idealpos to write details to the MYOB file.
Once the installation has installed all necessary features click Finish to exit the
installation.
You can register your copy of MYOB for alerts and updates to the software.
If the ODBC connection did not install properly you can find the installation file under
the Start Menu > MYOB > MYOB Tools > Install MYOB ODBC Direct v10.
A read-only site license for MYOB ODBC Direct and 14 days installation support can
be purchased in Australia for $259 directly from MYOB Sales by calling 1300 555
111. In other regions please contact your local MYOB support team for pricing
details. You will need to have your MYOB accounting product serial number close by
to complete the ODBC activation process.
You can test MYOB ODBC on the Clearwater sample company file at no charge, so
you can verify that the driver suites your needs. The Clearwater file is included in all
MYOB business management software Test Drives. Call 1300 555 151 within
Australia or 0800 60 69 62 in New Zealand and select the option to connect an
add-on solution to MYOB. You will be required to quote this Add-on Solution
activation number 5098668 and your MYOB serial number.
Alternatively, if you have an internet connection this can all be done online.
Enter the Serial Number of your MYOB and the Activation Number (Supplied by
Idealpos is 5098668) and press Submit.
A confirmation screen will confirm that the ODBC has been activated on your license,
along with instructions to enable it.
Open the company file and login using the Administrator ID and Password. In the
case of a multi-user system, you should use the single user option. In MYOB go to
Setup > Company Information.
A new window will open requiring you to enter the details of your database for
testing.
Connection Type
Select ADO as the Connection Type. The Driver Name will be displayed as
MYOAU1001.
ADO Connection
Enter Administrator for the Username and Password.
Browse to your Database, AccountRight Executable and Key File locations.
The Key File is provided by Idealpos and is located in the Support folder in the
location where Idealpos 6.0 was installed. The Key File is named
616030381689.key
DSN Connection
This section is greyed out as we will not be using this type of connection.
If the connection fails a message will display asking you to check your settings.
Accrual Method
Cash Method
Debtor Account.
If your business accounts for GST using the Cash Based Method, and you perform
sales to Debtors, then it is recommended that you send Debtors sales to MYOB using
a Global Debtor Account.
The advantage of sending Debtor sales to a MYOB Debtor Account is so MYOB will
correctly report Sales and GST for Cash Based Accounting.
The Profit & Loss (Accrual) Report will both paid and unpaid debtor sales:
The Profit & Loss (Cash) Report will only show invoices that have been paid:
The GST (Cash) Report will show the Tax Collected once the invoice is paid:
Make note of the Customer Account Name in MYOB as this will need to be entered
into the Debtor Code in Idealpos.
To enable this option, go to Setup > Global Options > Accounting, and down the
bottom of the screen, tick the option called Enable Global Debtor Export for CashBased Accounting.
Select the Accounting Package > enter the path of the company file and Executable
file Location > Enter the User Name and Password of the MYOB company file.
You can enter a Resend to Accounting Password which is used when you have
already sent data to MYOB and would like to resend them because of one reason or
another. Without a password set, Idealpos will warn you that the data has already
been sent; however it will allow you to resend the data but will not check if the data
already exists in MYOB.
To test the connection, press Get Accounts. If the connection is successful, a list of
the GL Accounts will be visible. At this time, Idealpos will detect if the GST
Accounting Basis is set to Cash or Accrual when retrieving Accounts from MYOB.
If your MYOB Company file has not been activated to use the MYOB Add-on Solution
for ODBC Access, Idealpos will fail to connect.
Drag and Drop the GL Account Codes into the empty boxes on the left.
Alternatively, type the GL codes into the empty boxes.
The Print button on the right hand side will print a list of accounts. We recommend
you print the GL accounts that are linked to the POS functions to send to your
Accountant or Bookkeeper for professional advice on choosing the correct accounts.
In Idealpos, go to Setup > Functions > Scroll down until you reach the list of tender
types.
Type in the description of the Tender and select appropriate options. You can inhibit
any unused options so they dont appear on the POS Screen.
To inhibit Tenders go to Setup > Yes/No Options > Tenders > Inhibit any unwanted
tenders.
The first 9 Sales Categories are sent to MYOB with all the remaining categories are
linked to the 10th Sales Category which is called Other Sales Categories.
To create Sales Categories go to File > Sales > Sales Categories. Only a description
is required to create a Sales Category.
Once Sales Categories have been created, you will need to link Departments to the
Sales Categories.
Go to File > Sales > Departments. Modify each department and link to the
appropriate Sales Category.
To create Purchase Categories go to File > Purchases > Purchase Categories. Only a
description is required to create a Purchase Category. Dont use the GL Code field
here as this is used for a different type of export for another accounting package.
The first 9 Purchase Categories are sent to MYOB with all the remaining categories
are linked to the 10th Purchase Category which is called Other Purchase Categories.
To link a Stock Item to a Purchase Category go to File > Stock Control > Stock
Items. Highlight the stock item and press modify. Select the appropriate purchase
category for the stock item. You only need to link Stock Controlled items to a
purchase category for the purpose of sending the data to MYOB.
Paid Out
The Paid Out function can be used to:
Take money out of the cash drawer to purchase goods.
To pay TIPS out of the cash drawer.
If you were using this function for purchasing goods (E.G. buying milk), then you
would also use the Received on Account function to reimburse the cash drawers
money.
Paid Out could also be used for TIPS OUT. Tips would enter into POS using a
Received on Account function (TIPS IN) and paid out using TIPS OUT (paid out
function).
Received On Account
The Received on Account function can be used to:
Reimburse the cash drawer after making a purchase.
To record Tips received from customers. Tips-In could be cash tips or credit card
tips.
Gift Voucher Sale You receive money for customers who purchase a gift voucher.
You can create up to 4 Paid Out functions and 4 Received on Account functions
within Idealpos. To change the description of these functions go to Setup >
Functions.
Set the Label description for GST to GST and GST FREE to FRE. These Labels must
match the tax code in MYOB.
and
ptions
Sales.
ALL Sales Reports will match Financial Report NETT Sales Total
POS Function
MYOB
Account
Type
MYOB
Account
Code
Cash
Tender
Asset
1-1180
Points
Tender
N/A
MasterCard
Amex
Diners
EFTPOS
Account
Lay-By
Gift Voucher
Food
Beverage
Functions
Tips In
Paid In
Gift Vch Sale
Tips Out
Paid Out
Rounding
Variance
Account
Adjustment
Lay-by
Adjustment
Lay-By
Cancellation
Tender
Tender
Tender
Tender
Tender
Tender
Tender
Sales Category
Sales Category
Sales Category
Received on A/c
Received on A/c
Received on A/c
Paid Out
Paid Out
Rounding
Variance
Asset
Asset
Asset
Asset
Asset
Liability
Liability
Income
Income
Income
Expense
Expense
Liability
Expense
Expense
Expense
Expense
1-1188
1-1189
1-1160
1-1188
1-1200
2-1800
2-1700
4-1100
4-1200
4-1300
6-2020
6-2010
2-1700
6-2020
6-2010
6-1950
6-1960
Un-deposited Funds
Point Redemptions are not
sent to MYOB.
EFTPOS
American Express
Diners
EFTPOS
Trade Debtors
Lay-By
Gift Voucher
Sales, Food
Sales, Beverage
Sales, Functions
Tips In/Out
Paid In/Out
Gift Voucher
Tips In/Out
Paid In/Out
Rounding
Variance
Account Adjustment
Expense
6-1970
Account Adjustment
Lay-by Adjustment
Expense
6-1980
Lay-by Adjustment
Lay-By Cancellation
Income
4-4950
Lay-by Fee
Purchases
Purchase Category
5-1000
Wine
Purchase Category
5-2000
Spirits
Purchase Category
5-3000
Freight
Purchase Category
5-9100
Admin Fees
Purchase Category
5-9200
Admin Fees
Trade
Creditors
GST Holding
GST
Collected
Cost of
Sales
Cost of
Sales
Cost of
Sales
Cost of
Sales
Cost of
Sales
Description
Trade Creditors
Liability
2-1200
Trade Creditors
Liability
2-1340
Liability
2-1310
GST Collected
The Cash Declaration window will appear. You can either count the money in the
cash drawer at this time, or press OK, leaving the cash declaration window empty,
and you can complete the cash declaration from a back-office PC, which has the
MYOB Accounting Module installed on it.
End of Shift is assigned to the Clerk who performed the function, and the Clerk is not
able to log-on to any POS terminal on the network until they have completed the End
of Shift procedure. The Clerk can finish their End of Shift at another POS Terminal
on the network.
Sites
Sites have been introduced to group certain functions within Idealpos. Sites affect
the reconciling of sales data as each POS Terminal is linked to a site. By default all
POS Terminals are linked to Site 1 in the database. You can create multiple sites
and link your POS Terminals to a Site.
If you decide to use multiple Sites, the End Sales Period screen will only show the
End of Shifts from the site your POS Terminal is linked to.
To create new Sites or modify existing go to Setup > Sites. You are only required to
enter the description of the Site.
All the End of Shifts performed at each POS Terminal will be displayed within the site
you have selected.
You have the option to edit the End of Shift figures for each individual End of Shift
before you proceed to the next step. You can enter the counted total for each cash
drawer at this point, or alternatively you can proceed to the next step and count all
the money from each cash drawer together.
To edit a Cash Declaration, highlight the Shift End and press Edit.
When you are ready to go to the next step, press Proceed. A message box appears
confirming that you are about to create a new Accounting Reconciliation. This action
cannot be reversed!
Multiple End of Shifts per terminal/per day and only one End Sale Period
per day
This scenario is where a POS Terminal may have more than one End of Shift
performed within one day, in which you will be required to reconcile each cash
drawer float.
Multiple End of Shifts per terminal/per day with an End of Shift/s not
completed
If an End of Shift has not been completed, and you perform an End Sales Period, the
sales data for this unfinished shift will not be added to the current End Sale Period.
Businesses that operate over the weekend, but do not do any banking or reconciling
of cash drawer floats can either End Sale Period for the whole weekend sales OR
perform a End Sale Period at the end of each day, and reconcile their combined End
of Shift totals after the weekend.
Performing one End Sale Period per day would allow you to send the reconciled
banking data to MYOB with each day separated.
Sales Reconciliation
The Sales Reconciliation function is the final step before sending sales and banking
data to MYOB Accounting Software.
Each Sales Reconciliation is shown line by line. An Audit number is given to each
Sales Reconciliation and is sent to MYOB as the journal reference number.
Multi-Site Businesses
If you are a Multi-Site Business and you have each site connected via a VPN
Network (Virtual Private Network over the Internet) it is possible to perform Sales
Reconciliations for each Site.
If you operate multiple copies of MYOB for each site, you can change the MYOB
Company File name BEFORE you send to Accounting. Alternatively, you can use the
Save as File Option to save the Sales Reconciliation to a file, and transfer to another
computer for Importing into MYOB. The IPS Import to MYOB Utility is required for
this function.
If there is a variance in between the sales total and the counted cash drawer float,
enter either a positive or negative variance amount in the variance box.
Once Sales reconciliations are balanced, a tick will appear in the balanced column
and the Sale Reconciliation is now ready to send to MYOB. Press Send to Accounting
to send to MYOB.
If the Transfer is successful, a tick will appear in the accounting column, and the
data has now been sent to MYOB.
The transferred data has been sent to MYOB as a General Transaction Journal. Click
on the little arrow beside the date to view the contents of the Journal.
The General Journal reference number will match Idealpos Sales Reconciliation
number (E.G SR000042) and the Memo text will read Transferred from POS.
The Cash Declaration report shows the Expected Total, Actual Total and Variance for
each End of Shift.
If for any reason you need to send the data to MYOB again, you can press the Send
to Accounting button and a message box will appear, asking you to confirm if you
wish to send again.
You can set a password to protect this option from being used accidentally. To set
the password, go to Setup > Global Options > Accounting. Enter a password in the
Resend to Accounting Password box.
Idealpos will now prompt for a password when resending the data.
It is possible to edit a Sales Reconciliation AFTER you have sent the data to MYOB.
Simply delete the original General Journal Transaction in MYOB, and then resend the
edited Sales Reconciliation.
Instead of using the Send to Accounting function, highlight the Sales Reconciliation
you wish to send and press Save as File button located at the bottom of the Sales
Reconciliation screen.
Save the IPS MYOB Export.txt file and copy to the other PC.
Open the IPS Import to MYOB Utility, and enter the path of the Company File,
Executable File and File to Import location.
Click on Import to MYOB > A message box will appear to confirm that you would
like to send the data to MYOB.
A message will appear to notify you that the data has been successfully sent to
MYOB.
The IPS Import to MYOB Utility is built into the Idealpos software installation. You
can either install a complete copy of Idealpos onto the MYOB PC and create a
shortcut to this program OR ask your authorized dealer supply you with the
installation file to install this separately on the MYOB PC.
If Idealpos is installed in its default installation location, then the file location for the
utility is C:\Program Files\Idealpos 6.0\IPSImportToMYOB.exe.
For example, your Accountant or Bookkeeper could install this utility on their PC, and
you could email the exported sales and supplier data to them.
Reconciled Tenders are shown on the left, and Sales Category amounts and other
POS Functions are shown on the right.
Account Name
A/c Type
Debit
Un-deposited Funds
Sales, Food
GST Collected
Asset
Income
Liability
$50.00
TOTAL
Credit
$45.45
$4.55
$50.00
Tax Code
N-T
GST
$50.00
Account Name
A/c Type
Debit
Un-deposited Funds
Sales, Food
Sales, Food
GST Collected
Asset
Income
Income
Liability
$100.00
TOTAL
Credit
$45.45
$50.00
$4.55
$100.00
Tax Code
N-T
GST
FRE
$100.00
Account Name
A/c Type
Un-deposited Funds
Sales, Food
GST Collected
Asset
Income
Liability
TOTAL
Debit
Credit
Tax Code
$50.00
N-T
GST
$45.45
$4.55
$50.00
$50.00
Account Name
A/c Type
Un-deposited Funds
EFTPOS
Sales, Food
Asset
Asset
Income
Debit
Credit
Tax Code
$10.00
N-T
N-T
GST
$60.00
$45.45
2-1310
GST Collected
Liability
TOTAL
$4.55
$60.00
$60.00
Account Name
A/c Type
Debit
Un-deposited Funds
Lay-By Payments
Asset
Liability
$10.00
$10.00
Credit
Tax Code
$10.00
N-T
N-T
$10.00
Account Name
A/c Type
Debit
Un-deposited Funds
Lay-By Payments
Asset
Liability
$10.00
TOTAL
$10.00
Credit
Tax Code
$10.00
N-T
N-T
$10.00
Account Name
A/c Type
Debit
Un-deposited Funds
Sales, Food
Lay-By Payments
Lay-By Payments
GST Collected
Asset
Income
Liability
Liability
Liability
$30.00
TOTAL
Credit
Tax Code
$45.45
$30.00
N-T
GST
N-T
N-T
$50.00
$4.55
$80.00
$80.00
Account Name
A/c Type
Debit
Lay-By Adjustment
Lay-By Payment
Expense
Liability
$1.00
TOTAL
$1.00
Credit
Tax Code
$1.00
N-T
N-T
$1.00
Account Name
A/c Type
Debit
Lay-By Payments
Lay-By Adjustment
Liability
Expense
$1.00
$1.00
Credit
Tax Code
$1.00
N-T
N-T
$1.00
Account Name
A/c Type
Debit
Un-deposited Funds
Lay-By Payments
Asset
Liability
$10.00
TOTAL
$10.00
Credit
Tax Code
$10.00
N-T
N-T
$10.00
Lay-By Cancellation Refund Part Monies Paid and charged Service Fee
(cancellation fee) - Cash & Accrual
Cancel a $50.00 Lay-By with a deposit of $10.00 and a service fee of $5.00 and
refund of $5.00.
A/c
No.
2-1800
4-4950
1-1180
2-1310
TOTAL
Account Name
A/c Type
Debit
Lay-By Payments
Lay-By Fees
Un-deposited Funds
GST Collected
Liability
Income
Asset
Liability
$10.00
Credit
$4.55
$5.00
$0.45
$10.00
$10.00
Tax Code
N-T
GST
GST
Account Name
A/c Type
Debit
Trade Debtors
Sales, Food
GST Collected
Asset
Income
Liability
$50.00
TOTAL
Credit
$45.45
$4.55
Tax Code
N-T
GST
$50.00
$50.00
Credit
Tax Code
$50.00
N-T
N-T
Account Name
A/c Type
Debit
Un-deposited Funds
Trade Debtors
Asset
Asset
$50.00
$50.00
$50.00
Account Name
A/c Type
Debit
Account Adjustments
Trade Debtors
Expense
Asset
$0.10
TOTAL
$0.10
Credit
Tax Code
$0.10
N-T
N-T
$0.10
TOTAL
Account Name
A/c Type
Debit
Trade Debtors
Account Adjustment
Asset
Expense
$0.10
$0.10
Credit
Tax Code
$0.10
N-T
N-T
$0.10
Account Name
A/c Type
Debit
Trade Debtors
Sales, Food
GST Holding
Asset
Income
Liability
$50.00
$50.00
Credit
Tax Code
$45.45
$4.55
N-T
GST
N-T
$50.00
Account Name
A/c Type
Debit
Un-deposited Funds
Trade Debtors
GST Holding
GST Collected
Asset
Asset
Liability
Liability
$50.00
TOTAL
Credit
$50.00
$4.55
$4.55
$54.55
Tax Code
N-T
N-T
N-T
N-T
$54.55
Account Name
A/c Type
Debit
Account Adjustment
Trade Debtors
Expense
Asset
$1.00
TOTAL
$1.00
Credit
Tax Code
$1.00
N-T
N-T
$1.00
Account Name
A/c Type
Debit
Trade Debtors
Account Adjustment
Asset
Expense
$1.00
$1.00
Credit
Tax Code
$1.00
N-T
N-T
$1.00
Edit the Supplier, and tick Accounting box near the bottom right hand side of the
window.
You can send all the Suppliers in Idealpos to MYOB by pressing the Export All
Suppliers to MYOB button.
If you prefer, you can add Suppliers to MYOB individually instead of exporting all
suppliers from Idealpos.
Enter a Stock Purchase into Idealpos as per the standard process. Invoices and
Purchase Orders must be fully processed before they can be sent to MYOB.
Once the Invoice or Purchase Order has been processed, go to Accounting > Supplier
Invoices.
The Supplier Invoice screen will only show invoices that have not been sent to MYOB
within the selected date range. You can show previously sent invoices by selecting
the appropriate date range and ticking the Include Invoices Already Sent option at
the bottom left hand part of the screen.
The transferred data has been sent to MYOB as a Miscellaneous Purchase Journal.
Click on the little arrow beside the date to view the contents of the Journal.
Network Printers
Network Printers in Idealpos
Using Network Printers in Idealpos will give you the ability to control all the Receipt
and Kitchen/Bar/Promo Printers used throughout your system. Printers can be
connected to any terminal via Serial or Ethernet interface. They can be controlled by
Site to allow the maximum number of printers for each area. Network Printers also
ensures that any print jobs that dont print properly for a variety of reasons can be
re-printed, printed from another printer, or automatically redirected. The Network
Printing screen will open to as large as possible if required when supported by a
large screen.
You can access the setup of Network Printers by going to Setup > Network Printers.
You can Add, Modify, Delete and Test any printer for any site while using any
terminal, provided the network is connected. It is recommended however, to perform
all printer functions for a specific terminal, on the terminal the printer is directly
connected to. Use the scroll bar at the bottom of the screen to view other printers.
Most thermal POS receipt printers will be able to use the Epson TM-T88 driver, but
you will need to read the documentation included with your printer to confirm this.
You may be required to perform a Self-Test on the printer itself. This will require a
number of simple steps, which should print out a docket containing information
about the printer.
Turn the Printer Off.
Hold the Feed button down.
Restart the Printer while holding the Feed button down.
Once the printer has power or starts to print, release the Feed button. A
receipt will print out with the details of the printer.
Below are 2 examples of a Self-Test receipt. The example on the left is from a Serial
Printer, and the example on the right is from an Ethernet Printer.
Adding a Printer
Press the Add button located in the middle of the top of the screen. A new window
will open to enter the printers details.
Printer Name
Each printer must be given a unique name. This will help distinguish printers from
multiple terminals.
Type
Use the drop-down menu to select from the available drivers.
Connection
Use the drop-down menu to select from Ethernet, COM Port or USB.
Baud Rate
This field will display when you have selected a COM Port as a connection. Use the
drop-down menu to select from the available speeds. Baud Rate is the speed with
which the printer communicates to the terminal. You can find out the printer Baud
Rate by running a Self-Test on the printer. The Baud Rate is usually 9600 or 19200.
POS System
This field will display when you have selected a COM Port as a connection. Use the
> button to select the POS Terminal the printer is connected directly to.
IP Address
This field will display when you have selected Ethernet as a connection. Enter the IP
Address of the printer into this field.
Port
This field will display when using Ethernet as a connection. This is the default port
used to communicate with the printers. Do not change this setting unless advised of
a new port number by your network administrator.
Redirect Printer
Use the drop-down menu to select a printer to be used automatically if the default
printer fails. Each printer can be set with a redirect printer, but if all printers are
offline, the print job will loop until a printer becomes available, with no print jobs
being printed.
All printers that have been added will be displayed in the list. If you are using
multiple Sites, printers will only display for one site at a time.
Important Notes:
If you have a windows printer installed that is set to use the COM Port that
you have set your printer up to, it will not print through Network Printers,
even if you are not physically using that printer. You will need to change COM
Ports or delete the offending printer.
Any other peripherals that are attached to the terminal can also interfere with
the printer settings.
A restart may be required after changing COM Ports or deleting printers.
Test Printers
When all the printers have been added to the database, test them all to ensure they
have been correctly setup.
Before using the Test function, it is a good idea to restart the IPS Printer Server. In
some cases, a restart of the terminal may also be required. To restart the printer
server, press the icon in the bottom right corner of the screen.
A new window will open giving you the option of Exit or Hide. Exit will close the
printer server. If IPS Deploy is running it will restart automatically, if it is not, you
should restart IPS Deploy. Hide will minimise the printer server window without
restarting the server.
Go to Setup > Network Printers > Highlight a printer > press Test. A small docket
should print from the printer. If the writing is illegible it is generally the wrong Baud
Rate set.
If a docket doesnt print at all a message should appear on the terminal attempting
the print job.
You have the option to Retry or select from a backup printer. If you choose neither
of these options you will have to close the window and lose the print job altogether.
To link each printer to the function required, drag it from the top of the screen to the
function you want to use it for at the bottom of the screen. Repeat this process for
each printer and function as required, until all functions have been correctly setup.
Clear ALL
This button will clear all of the printers that have been linked at the bottom of the
screen. It does not delete or remove the printers that have been added to the
database.
Clear
This button will clear the selected block only, one at a time.
Copy KP
This button will copy all the Kitchen Printer settings to all other terminals from the
top POS Terminal to all others on that Site.
Timeout
This is the amount of time in seconds that POS will attempt to print to the printer
before displaying an error.
Network Printers
It is assumed that you already have your printers configured in Network Printers.
In our example, we want to configure a button to change the Kitchen printer jobs to
be sent to the Coffee printer, and then configure a second button to change the
setting back.
To be able to program the buttons, you will need to know the Printer Name and
which KP position is being used. In our example we have KP1=KITCHEN and
KP2=COFFEE. It is important to know these configurations as they will need to be
entered on the button program.
There is no limit to the number of Printer buttons you can create, but it is
recommended to keep it as minimal as possible. It is also recommended to place the
buttons in a location where they wont be pressed accidently.
If you go and check the Kitchen Printer settings, you can see that the Kitchen Print
Jobs have now been redirected to the Coffee Printer.
Create a new printer in Network Printers called DUMMY and set the connection as
Ethernet and make sure the IP Address field is blank.
Add the other printers to the database you want to use, making sure that the option
Use in Backup Printer List is selected.
Drag the DUMMY printer into every location where you require the operator to
select where the print job will be sent. In our example we have linked the DUMMY
printer to both our Coffee and Kitchen printing sections. We have also created both a
Coffee and Kitchen printer. This is an extreme example and could slow customer
service in a real world situation.
After each sale that includes a print job we want directed, the Printer Error window
will display, where you can select which printer you want to direct the job to.
Networking
Networking Configuration
The Configuration menu is used for the setup and configuration of Groups and
Terminals networking parameters. Network Groups are used for the grouping of
Terminals, in the same way that Departments group Stock Items.
Groups
Groups are used to group different POS Terminals into a set order for the purpose of
the Overwrite function. When used in this way, Terminals will be able to be
overwritten in a parallel fashion.
To Add, Modify or Delete groups go to Setup > Networking > Groups. You can also
access this function in IPS Client by going to Networking > Configuration.
It is only possible to delete groups that have been User created and have no
Terminals linked to them.
Terminals
Before Terminals can be configured they need to be added through the POS Terminal
menu. Once a terminal has been added, they will need to be configured with an IP
Address. You DO NOT need to assign them to a specific group if you dont want. All
new terminals will be grouped in the Default Group.
To configure the terminals group and IP Address go to Setup > Networking >
Terminals.
Changing Groups
Click on the Group field of the terminal you want to modify, select the group you
want from the drop down list.
If that is all the changes that you want to take place, press the OK button at the
bottom of the screen. Continue to make changes as required and select OK at the
end. These buttons are not usable unless changes have been made.
If you dont want to save any changes, simply exit the window and click No to saving
changes.
Configure IP Address
To add or modify an IP Address, click on the field and you will be able to enter your
desired IP. Idealpos supports multiple IP Addresses depending on the networking
configuration of the installation.
Multiple IP Addresses
If your network consists of a combination of networking tools (LAN, VPN, WIFI etc.)
you may want to force IPS Client to check if a specific IP Address is available before
trying the other. IPS Client will always attempt connection first on the Primary IP
each time IPS Client restarts. If the connection drops for whatever reason and IPS
Client has not restarted, it will first attempt to connect on the last known connected
IP.
Adding IP Addresses
To add an IP address, simply enter the IP in the Primary IP field. If you require a
keyboard, double-click the field and an on-screen keyboard will open.
If you need to swap addresses from Primary to Secondary, Copy, Paste or Clear the
fields, right-click with a mouse to access this menu.
If that is all the changes that you want to take place, press the OK button at the
bottom of the screen. Continue to make changes as required and select OK at the
end. These buttons are not usable unless changes have been made.
If you dont want to save any changes, simply exit the window and click No to saving
changes.
Order Numbers
Order Numbers in Idealpos
Order Numbers can be either a specific number entered by the operator, or
generated consecutively through the POS Terminal settings. Order Numbers can
print on the Receipt, Kitchen Printers and Kitchen Monitor.
Order Numbers are able to be controlled through the POS Server, which can ensure
that each order number is used consecutively through a number of POS terminals.
Order Numbers are generally used in a Caf or Bistro environment where Table
Numbers are not allocated permanently and a number is given to each customer as
they place their order at the counter. Order Numbers can be used again and again
over the course of a day without issue. It is merely a way to keep track of what meal
goes to which Customer.
Show Order This is to set a range of numbers to the selected POS Terminal so it
only has these numbers to use when issuing an order. Once the order number
reaches the limit it will restart the order number count. Different POS Terminals can
use a different range of Order Numbers.
Force Order Menu Will prompt for an order number on specific department items
sold within the sale. When any item linked to that department is sold, an order
number will need to be entered by the operator before the sale can be finalized. If a
number is not entered, the next consecutive number will be automatically allocated
to the sale.
Go to Setup > Yes/No Options > POS Screen > tick Force Order Entry.
Setup > POS Terminals > Miscellaneous > General > Show Order > Enter Range 999
to 999 > Force Order Menu > Set to 0 > Save.
Link the departments you want to force the entry on. File > Sales > Departments >
tick Inhibit Pre-paid Sales.
Force Order Entry This option will require each sale to be entered with an order
number before the sale can be finalized. If the operator does not enter an order
number, the next consecutive number will be allocated automatically. Go to Setup >
Yes/No Options > POS Screen.
Press the Order Number button, or enter a number and then press the Order Number
button.
If you just selected the Order Number button or have the option to Force Order
Entry, the sales screen will prompt you to enter a number. Enter the number and
press Enter.
The allocated Order Number will display in Yellow at the top of the sales window.
The Order Number will be recorded in the Journal History, Activity Log and printed on
the Receipt, Kitchen Printers and Kitchen Monitor. It is not possible to search for a
specific order number.
PayPal Interface
PayPal App
The PayPal interface allows you to accept payment from customers using the PayPal
mobile app within your store.
It might be a good idea to download the app for your devices software.
Android:
https://play.google.com/store/apps/details?id=com.paypal.android.p2pmobile&hl=en
Apple: https://itunes.apple.com/app/paypal/id283646709
Microsoft: http://www.windowsphone.com/en-us/store/app/paypal/75738196-1db249d9-afb1-d66a34d19fb6
Setup
There are many things that need to be setup before this interface can be used. Some
settings are online and others are within Idealpos. Please read the instructions
carefully before attempting to use this interface.
Online
The merchant will need to go online and create a PayPal account.
Idealpos
In order to use the PayPal app with Idealpos you will need to configure some settings
within the program. It is a requirement of using PayPal interface that you have the
EFT module.
PayPal Tender
You will need to create a PayPal Tender that will be used for when someone pays
with the app.
Remember to go to Setup > Yes/No Options > Tenders > untick Inhibit PAYPAL.
Global Options
Go to Setup > Global Options > Interfaces 2 > PayPal Interface > Select the PayPal
tender you have just created.
POSServer
The POSServer is required when using this interface. It only needs to be configured
on a single terminal and can be used in conjunction with other functions requiring
POSServer.
Merchant Authorization
The Merchant Authorization screen allows you to get authorization from the
merchants PayPal account.
Press the Merchant Authorize button. Enter your PayPal details and press Log In. If
you havent yet created a PayPal account, press on the Sign Up.
Merchant Locations
The Merchant Locations allows you to setup and maintain your merchant locations.
Press the Merchant Location button to configure each store within your organization.
Press Add to create a new location. Fill in all the details about your store. If you do
not enter enough information you will be prompted to. If the details are not correct
you will need to rectify them.
The store will be saved and display in a list. Add as many other stores as required. At
this point Idealpos will locate the address on Google Maps based on your address
details.
Once a store has been added you will have additional options appear. These include
Logo, Open/Close Store, Delete and Modify. There is also another option that is used
to Set Location as Local.
Highlight the Location required > press Set Location As Local > Confirm.
Logo
This function allows you to upload a logo that will be displayed on the mobile app.
Each Location can have their own logo. Keep in mind that logos are to be displayed
on various mobile devices and should not be a large file.
Highlight the Location > press Logo. If you have already uploaded a logo this will be
displayed.
Delete Logo This will delete the current logo. If you do not upload a new logo, the
store will not be able to Open.
Upload New Logo This will allow you to search for and select a new logo to add.
Open/Close Store
This button will toggle depending on the current state of the store.
Highlight the location you want to Open/Close > press to Open/Close > new status
will display.
Delete
This button will delete the selected location.
Modify
This button will allow you to open the highlighted location and change details.
Configuration
This setting allows you to change the configuration settings of when the store
opens/closes and on which day.
Press the button to configure the days/hours of operation. You will need to set the
earliest/latest open/close times for all locations. Ensure you use 24hr time.
Using PayPal
When the customer enters the store, they will check-in on their app.
Once a customer has checked-in to your store, a button will display at the top of the
POS showing you how many customers have checked in.
The clerk can press the button to see all the customers who are currently checked-in
to the store.
The Refresh button will simply refresh the screen to display any new customers who
have checked in. The Search button will allow you to search through the checked-in
customers.
Select the customer from the list to add them to the sale.
A larger photo for identification will be displayed. You will need to confirm the total to
be charged to the customer.
The customer will receive a notification through the app and can view the details of
the transaction.
The details of the PayPal transaction will be recorded on the receipt and the journal.
PDE
PDE in Idealpos
PDE is an acronym for Portable Data Entry. A PDE is a small hand-held device that
allows for data to be entered into it, which can then be transferred to a configured
terminal that will process the data into a relevant software program.
Within Idealpos a PDE has the ability to perform Stocktake, Stock Transfer and Stock
Receive procedures.
A PDE has the ability to enter the details of stock items by using a scanner or keypad
input. PDEs do not work with Idealpos until the Idealpos PDE program has been
installed on the device.
Idealpos will also support other devices that are able to output their data as a text
file.
Initialize PDE
Before you are able to send a program to the PDE, you need to initialize it to remove
any data that it currently has on it. Basically, you are just clearing all data to ensure
proper use of the software. It is a good idea to ensure the batteries are new. If the
PDE is used infrequently, we recommend the batteries are replaced before each use.
We use only the Denso BHT-8000 model for all help guides.
Turn the PDE off. This is done by holding the Power (PW) button down > Lay the PDE
on your desk and press the following keys simultaneously > SF, M1, 0, PW. (Shift,
M1, Zero, Power)
Press Enter > PDE will display SELECT MESSAGE 1: Japanese, 2: English.
Turn the PDE on by pressing the following buttons simultaneously > 1, SF, PW. (One,
Shift, Power)
If the PDE is to be connected via a serial cable to the PC, you will need to select
Connector for BASIC & SYSTEM MODE settings. Use F5, F6, F7, and F8 to navigate
between each selection and press Enter.
Enter a Description > Select PDE Model > Select COM Port > Set Baud Rate to
115200.
Exit the PDE setup screen. From the Back Office, go to PDE > Download Program to
PDE.
Select the PDE that you want to send the program to from the drop down list but
dont press OK.
Turn the PDE on by pressing the following buttons simultaneously > 1, SF, PW. (One,
Shift, Power)
PDE will display SYSTEM MENU.
If you dont complete the next step in time, you will receive an error message and
will need to select Yes to try again. If you dont have settings correct in the
configuration you will also receive an error message from Idealpos.
Press OK on the Idealpos Window. The program will be sent to the PDE in blocks.
Once the program has been sent successfully, you will receive a message from
Idealpos and the PDE.
Press C twice to return to the SYSTEM MENU. Press 1 to select EXECUTE PROGRAM
and press Enter.
Press Enter to select the file IPDE3L.PD3 and the program will be installed on the
PDE.
Once the program is installed the PDE will confirm the details.
In Idealpos go to Setup > PDE > Modify the PDE that you had setup > Change the
Baud Rate to 19200 > Save.
On the PDE press PW. The PDE will turn on and go to the Idealpos PDE Menu.
In Idealpos, go to PDE > Download Stock Items and Scan Codes to PDE.
Select the PDE you will be downloading the items to and press OK. When you initially
click OK it will show the progress of building the files. Depending on the speed of
the terminal this may take a while.
Once the files have been built it will prompt you to Activate the Receive Process on
the PDE.
The PDE and Idealpos will count down the items that are being sent to the PDE.
Once the items have been successfully sent the PDE and Idealpos will show a
transfer message.
In the PDE menu select to Download Stock Items and Scan Codes to PDE.
When the window opens, select the checkbox to Only New/Changed Items and
press the button to Reset Changed Flags.
When you press the Reset Changed Flags button a message will appear to confirm
this is what you want to do.
Only the items that have been changed or that are new will be sent to the PDE.
Follow the steps to download all Stock Items and Scan Codes to the PDE. Once all
the items have been downloaded to the PDE, you can simply scan the bar code of the
relevant items and link them to the stock item. It is a good idea to have a Stock
Item List printed when doing this, so as to enter the Stock Item Code when required.
You can access this by going to Listings > Stock Control > Stock Items > List Type
Code Listing.
The PDE will display a screen waiting for you to scan an item.
Scan an item with the PDE, and the barcode number will display and wait for you to
enter the Stock Item Code this number relates to.
Enter the Stock Item Code and press Enter. The Description of the item will be
displayed on the PDE.
The PDE will display the total amount of records that have been linked, and you are
able to scroll through the records to confirm each. This is not a requirement though,
it is merely for self-confirmation.
The PDE will wait for you to confirm the transfer to the PC. DO NOT PRESS 1 YET. In
Idealpos go to PDE and select Upload Scan Codes from PDE.
The communications window will open, waiting for the PDE to send the data. On the
PDE press 1 to select Yes and then Enter.
Once the details have been transferred the PDE will ask if you want to clear the data
file that has been transferred. Idealpos will display that the data has been
transferred successfully.
When you select OK in Idealpos a window will open where you can confirm the data
that will be added into the Idealpos database.
Once you have Processed the Scan Codes into Idealpos, you will be given the option
of deleting the PDE Text File. The PDE Text File is what is sent to Idealpos from the
PDE and remains on the PC if you do not delete it at this stage. There is no reason to
keep this file unless you feel there is incorrect data.
The PDE will display a screen ready for you to enter the items you are receiving.
Scan the item you are about to receive. If the item is already in your database then
the Description of the item will be displayed on screen, if the item isnt yet in your
database the item will be linked later.
Enter the Quantity of the item that you have received and press Enter.
Enter the Unit Cost of the item as detailed on the invoice. This can be changed
before processing.
The data will display is the Total amount of Records, Scan Code, Description,
Quantity and Cost.
The PDE will be ready to send the data to the PC. DO NOT PPRESS 1 YET. In
Idealpos, go to PDE > Upload Stock Received from PDE.
The communications window will open, waiting for the PDE to send the data. On the
PDE press 1 to select Yes and then Enter.
Once the details have been transferred the PDE will ask if you want to clear the data
file that has been transferred. Idealpos will display that the data has been
transferred successfully.
When you select OK in Idealpos a window will open where you can confirm the data
that will be added into the Idealpos Stock Received screen. ** Stock Item Not Found
** message will display for all Unknown Items.
Confirm you want to add the data to Idealpos and press Process. The Stock Received
window will open where you will need to add a Supplier and confirm the details of
the invoice. The ** Unknown Item ** can be added by pressing the drop-down
button in the Stock Code field.
From there you can press the New button and add the item into the database.
Once you have processed the Invoice into Idealpos, you will be given the option of
deleting the PDE Text File. The PDE Text File is what is sent to Idealpos from the PDE
and remains on the PC if you do not delete it at this stage. There is no reason to
keep this file unless you feel there is incorrect data.
On the PDE you will be asked if you want to Clear Data File. If you want to send the
items you have received to Labels, select NO at this stage. For more information on
creating labels from the PDE, please see the Stock Labels Using PDE chapter in this
User Guide.
The PDE will display a screen ready for you to enter the Source Location and the
Destination Location of the Stock Item.
Enter the Quantity of the item that you will transfer and press Enter.
The data will display is the Total amount of Records, Source Location, Destination
Location, Scan Code and Quantity.
The PDE will be ready to send the data to the PC. DO NOT PPRESS 1 YET. In
Idealpos, go to PDE > Upload Stock Received from PDE.
The communications window will open, waiting for the PDE to send the data. On the
PDE press 1 to select Yes and then Enter.
Once the details have been transferred the PDE will ask if you want to clear the data
file that has been transferred. Idealpos will display that the data has been
transferred successfully.
When you select OK in Idealpos a window will open where you can confirm the data
that will be added into the Idealpos Stock Transfer screen.
Confirm you want to add the data to Idealpos and press Process. The Stock Transfer
window will open where you will need to add a Reference Number and confirm the
details of the Transfer.
Once you have processed the Transfer into Idealpos, you will be given the option of
deleting the PDE Text File. The PDE Text File is what is sent to Idealpos from the PDE
and remains on the PC if you do not delete it at this stage. There is no reason to
keep this file unless you feel there is incorrect data.
Scan the item you are counting. You only need to scan one of each item, and then
enter the quantity of that item. If the item is in multiple areas within the same
location, Idealpos will collate the quantities of the data.
The PDE will beep to confirm the entry, and the screen will reset for the next item
to be counted.
The data that will display is the Total amount of Records, Location, Item Description,
Scan Code and Quantity.
The PDE will be ready to send the data to the PC. DO NOT PPRESS 1 YET. In
Idealpos, go to PDE > Upload Stocktake from PDE.
Select the PDE to upload from and press OK. A Stocktake must be started for the
Location/s that you will be uploading to Idealpos. Information on Stocktake
procedures are in the User Guide.
The communications window will open, waiting for the PDE to send the data. On the
PDE press 1 to select Yes and then Enter.
Once the details have been transferred the PDE will ask if you want to clear the data
file that has been transferred. Idealpos will display that the data has been
transferred successfully.
When you select OK in Idealpos a window will open where you can confirm the data
that will be added into the Idealpos Stocktake screen.
The counted amounts will display in Idealpos in the Stocktake > Enter Stocktake
menu.
Once you have processed the Transfer into Idealpos, you will be given the option of
deleting the PDE Text File. The PDE Text File is what is sent to Idealpos from the PDE
and remains on the PC if you do not delete it at this stage. There is no reason to
keep this file unless you feel there is incorrect data.
The PDE will display a screen ready for you to enter the items you are receiving.
Scan the item you are about to receive. If the item is already in your database then
the Description of the item will be displayed on screen, if the item isnt yet in your
database the item will be linked later.
Enter the Quantity of the item that you have received and press Enter.
Enter the Unit Cost of the item as detailed on the invoice. This can be changed
before processing.
The data will display is the Total amount of Records, Scan Code, Description,
Quantity and Cost.
The PDE will be ready to send the data to the PC. DO NOT PPRESS 1 YET. In
Idealpos, go to PDE > Upload Stock Labels from PDE.
The communications window will open, waiting for the PDE to send the data. On the
PDE press 1 to select Yes and then Enter.
Once the details have been transferred the PDE will ask if you want to clear the data
file that has been transferred. Idealpos will display that the data has been
transferred successfully.
When you select OK in Idealpos a window will open asking if you want to delete the
PDE Text File. The PDE Text File is what is sent to Idealpos from the PDE and
remains on the PC if you do not delete it at this stage. There is no reason to keep
this file unless you feel there is incorrect data.
In Idealpos the Stock Item Labels window will open where you can print the labels
required for the items that have just been received. For more information on printing
labels from Idealpos, see the Labels chapter in the User Guide.
On the PDE you will be asked if you want to Clear Data File. If you want to send the
items you have received to Labels, select NO at this stage. For more information on
creating labels from the PDE, please see the Stock Labels Using PDE chapter in this
User Guide.
Pending Sales
Pending Sales in Idealpos
Pending Sales are used to save a sale for use at a later stage, or to save the sale
until certain requirements have been made. When saving a sale, it can be retrieved
from any terminal using the POS Screen. Pending Sales are not finalized or
accounted for until they have been processed and tendered.
If you are using Pending Sales in a multiple terminal installation, you will be required
to set up the POS Server. Please find the POS Server help file for information on
setting this up.
Pending Sales requires using the POSServer. Please see the following link on using
the POSServer.
Global Options
Go to Setup > Global Options > Sales. There are three sections that can be set which
are Sale Type Status, Pending Sales and A4 Pending Sale Messages.
Yes/No Options
There are many Yes/No Options that can apply to Pending Sales. Please read the
help guide for Yes/No Options for more information.
http://www.idealpos.com.au/userguide/default.htm#!yesnooptions17.htm
Clerks that are linked to Users other than Admin can be set by going to Setup >
Users > Modify > Clerk Permissions > POS > Pending Sale.
Clerks that are not able to use this function will be shown a message box.
Go to Setup > POS Screen > POS Screen Setup > Buttons. If required you can select
which Pending Sale Type you want to link the button to, and create multiple Pending
Sale buttons for each type.
Saving a Sale
Add items to the sale as per a normal. Instead of finalizing the sale, press the
Pending Sale button. The Save Pending Sale screen will open where you enter the
details for the sale you want to save. The only information that is required by POS is
the Code, the others are optional. If you are saving a pending sale for a customer
thats in your database, these fields will be automatically filled in with the available
data from the customer record.
Choose a Sales Type to help staff identify what is required of the sale items. For
example; Takeaway will ensure that it is prepared in takeaway containers. You can
select the times and dates when the sale is required, and add time quickly by
pressing the +5, +10 and +15 buttons. These buttons will add 5, 10 and 15 minutes
to the order time respectively and can be pressed multiple times to add longer time
periods.
When you have entered all the details you require, press the save button.
You can search for pending sales by code, clerk or name using the Search For
options at the top. You can also refine your search by using the Status selector to
select a Sale Type Status to display.
The list of pending sales can be sorted by any one of the headings by clicking on the
header. To reverse the sort, simply click on the header again.
Clicking on a pending sale will display its contents on the right hand side.
Once you have found the sale you require, you can perform the following actions
using the buttons at the bottom of the screen:
Windows Print This button will print the pending sale out to the default Windows
printer.
Modify This button will bring up the Save Pending Sale screen which allows you to
edit the details of the pending sale such as the category, or name and address.
Print This button will print the pending sale to the receipt printer. This is not a tax
invoice, but can act like a quotation.
OK This button will send the pending sale to the POS screen, ready for adding
items or finalizing.
This report provides a complete list of all pending sales as well as the items within
each sale.
To access all the POS Screen settings go to Setup > POS Screen > you will be able
to access POS Screen Setup, Grids and Menus.
The POSTEC Fuel Console will change the appearance of the POS Screen and Grids.
Use of this module is denoted by FC located in the Registration Options of the
terminal.
It is important to note that the POS Screen can be designed in any way that you
want to display the items. Save for a few configuration constraints, the POS Screen
does not have to be designed in the same way the database of Stock Items is
configured. This allows you the freedom to locate buttons where they will be the
most useful and allow for the minimum of screen pushes.
A brand new layout will not contain any buttons, either default or otherwise. There
are generally more button spaces than there will be buttons, as most buttons will be
created using two or more spaces. When creating a new database from scratch
within Idealpos, there will be a set of default buttons already configured.
Screen Resolution
There are 2 available resolutions for the Idealpos POS Screen. Default is set to 1024
x 768 but you are able to select the 1280 x 800 resolution if required.
1024 x 768
1280 x 800
Buttons
Button Size
Buttons can vary in size between four different combinations. When you select a
button there are two checkboxes that will determine the size of the designated
button.
Button Size
Numerical Area
Button Appearance
When creating buttons for the POS Screen, regardless of the function selected for the
button, you will be able customize it however you like. When a button has been
selected, the middle-left of the screen will show a Button Appearance area. A
preview of what the button will look like is displayed within this area.
Button Caption
This section will generally be filled in automatically depending on the function used.
It is possible to change the caption to be whatever you wish.
Back Colour
This is the colour that the button is going to be. You can select from the 48 predefined colours, or select an additional 16 colours using the custom colours grid.
Text Colour
This is the colour that the text on the button is going to be. You can select from the
48 pre-defined colours, or select an additional 16 colours using the custom colours
grid.
Font
This allows you to change the font of the selected button. You can change the font,
font style and size. Each button can be unique. Some buttons you will want to use
the same style and size to allow them to stand out, buttons that link to grids and
menus for example.
Visible
This checkbox determines if the button will be visible on the POS Screen. If not
selected as visible the button will present as black background.
Double Width
This checkbox will make the button twice the width. It can be used on its own or in
conjunction with Double Height.
Double Height
This checkbox will make the button twice the height. It can be used on its own or in
conjunction with Double Width.
Graphic
If you want you can add a graphic to a button. It is a good idea to decide on the
button size and make the graphics you want to use the same size. It is also a
requirement to store the images in the Pictures folder of Idealpos.
1024 x 768 Resolution
Resolution
Standard Button Size
110 x 50 pixels
pixels
Double Width
220 x 50 pixels
Double Height
110 x 100 pixels
Double Height/Width
220 x 100 pixels
pixels
1280 x 800
139 x 52
279 x 52 pixels
139 x 105 pixels
279 x 105
Button Difference
While it may seem like a good idea to create each button a different colour with
different text, it actually makes it harder to use. Using the same colour and
differentiating with shading works much better and is easier on the eyes.
Recommended
Not Recommended
Function List
% + Item
This function is used to create a Surcharge as a percent amount on the item
selected. This will only affect one item at a time and not the entire sale.
Automatic Text Enter descriptive text that explains the surcharge or the reason
for adding it.
Automatic % Enter a numerical value that will be allocated, if no automatic or
manual text amount is entered.
Upper Limit % Enter a numerical value that is the highest limit you want to apply
for this surcharge.
% + Subtotal
This function is used to create a Surcharge as a percent amount on the subtotal at
the current time.
Automatic Text Enter descriptive text that explains the surcharge or the reason
for adding it.
Automatic % Enter a numerical value that will be allocated, if no automatic or
manual text amount is entered.
Upper Limit % Enter a numerical value that is the highest limit you want to apply
for this surcharge.
A4 Delivery Docket
This function is used to print an A4 Delivery Docket out to the default A4 Printer.
Acc/LB Adjustment
This function is used to make Adjustments to the currently selected Account or
Layby.
Acc/LB Credit
This function is used to add a Credit to the currently selected Account or Layby.
Acc/LB Payment
This function is used to make a Payment to the currently selected Account or Layby.
Account Refund
This function is used to make a Refund of a transaction to the currently selected
Account or Layby.
Amount
This function is used to create an Amount Override button. This allows staff to
override prices within the sale.
Automatic Text - Enter a numerical value to be selected as the default value for
this button to override.
Backoffice Shortcut
This function allows you to select from a BackOffice Shortcut that has already been
programmed, which can then be launched from the POS Screen. This can allow you
to access the Stock Items or Button Programming without leaving the POS Screen. If
you are using multiple Sites the shortcuts will be displayed twice, one for each site.
Use the drop-down menu to select the shortcut to program.
Backspace
This function enables you to backspace entered figures one at a time, as opposed to
pressing Clear and removing the entire entry thus far. Basically, it will perform the
same as a backspace button on a keyboard.
Banking Report
The Standard Banking Report will show sales performed since the End of Day time
the POS System is configured for in the Global Options.
Automatic Text This field allows for multiple options to be entered which will
change the Banking Report details.
Birthday Coupons
This function allows you to see the coupons that you are offering your customers for
the month of their birth. It will only work in conjunction with coupons.
Blackboard
This function allows you to create a button which is required to edit the items that
are displayed on the Blackboard. If you are not using the Home Screen you can use
this button to show the Blackboard.
Cash Dispenser
This function allows you to use the Talaris NMD Cash Dispenser unit with Idealpos to
dispense $20 and $50 notes.
Clear
This function will create a button that will clear any text that has currently been
entered into the sale window.
Clerk
This function allows you to assign a clerk to a button. This can be used to quickly
enable them to log in for the sale.
Coupon Promotion
This function will allow you to redeem a coupon promotion by either entering the
coupon number or scanning the barcode.
Automatic Text Enter a number that corresponds to a Coupon Promotion ticket that
has or will be issued.
Customer
This function will allow you to add a Customer to a sale. The button can be
programmed to only display Customers from a single Customer Type.
Automatic Text Enter the Customer Code to link the button directly to a particular
Customer.
Customer Type Enter the Customer Type Code to link the button directly to a
particular Customer Type.
Customer Statement
This function will print a Customer Statement to the default A4 Printer.
Automatic Text Enter the Customer Code to link the button directly to a particular
Customer.
Date
This function is used primarily for the Dry Cleaning functions. It will open a calendar
to view and add the date/time to the sale. You can select the calendar to auto
progress any number of days/minutes.
Automatic Text This field is used to specify why the date is displayed on the
transaction. For example, Pick Up Date when used with the Dry Cleaning Features.
Auto Days This field will add the date into the transaction as the number of days
in the future from the actual POS Terminal current date.
Auto Minutes This field will add the minutes into the transaction as the number of
minutes in the future from the actual POS Terminal current time.
Send Date This will force the function to display the date on the transaction.
Send Time This will force the function to display the time on the transaction.
Once both of these options are ticked they will be set as default for all future
transactions.
Delivery Docket
This function will print a delivery docket to the default receipt printer.
Department
This function will allow you enter a Direct Department Sale into the POS Screen using
a Department that has been linked from the drop down menu.
Automatic Text Enter a value that will be the default value for the Department to
perform a Direct Department Sale.
Automatic Text You can enter a date, using a comma or hyphen as a separator.
Group by Sales Category Ticking this box will group any type of Department
Sales Report by Sales Categories.
Automatic Text - Enter the POS Number that you want to view the report of when
pressing this button.
Group by Sales Category Ticking this box will group any type of Department
Sales Report by Sales Categories.
Duplicate Receipt
This function will print a duplicate receipt to the default receipt printer of the last
transaction on the POS Terminal. You will be able to see that is a duplicate, as it will
say COPY at the top of the receipt.
EAN
This button will search for an entered barcode number.
EFTPOS Cashout
This function will provide a Cashout facility without performing a transaction to the
specified Tender while using Integrated EFTPOS.
Tender Function Select the Tender that will be used to perform the Cash Out.
EFTPOS Functions
This function provides the ability to use advanced functions on the Integrated
EFTPOS facility.
EFTPOS Reprint
This function will allow you to reprint a previous EFTPOS transaction receipt.
EFTPOS Settlement
This function will settle the EFTPOS at the end of trade.
Employee Log
This function will allow the employees to Log on/Log off or to take breaks during
their shift.
End of Shift
This function will perform an End of Shift which will allow you to reconcile your
takings against what has been entered into the POS.
Automatic Text - Enter the POS Terminal number to create a permanent function
for the remote POS only.
Open Cash Drawer Ticking this option will force the cash drawer to open for the
staff to count the money.
It is possible to perform the End of Shift on a remote terminal. This can be used
when using Ideal Handheld Sales (HHS) to count the amounts in the mobile float.
Enter the POS Terminal number in the Automatic Text field to create a permanent
function for the remote POS only, or, simply press the POS Terminal number before
selecting End of Shift.
Enter
This function will perform the same as the Enter key on a keyboard. It can be used
for confirm selections or finalize a sale.
ESC
This function will perform the same as the Escape key on a keyboard.
External Application
This function allows you to launch an external application with the press of a button.
Automatic Text Enter the application path to the .exe file. The path can only be
40 characters long so the program .exe file may need to be configured to allow this.
Hold Print
This function allows you to hold print jobs on Order Numbers without the need to a
Restaurant module.
Home Screen
This function will exit the current screen and return to the Home Screen. If a sale
has been started you will need to remove all items before this can be possible.
Item Discount
This function will allow you to configure a discount that can be used on a single Item
at a time. You can create multiple types of Item Discounts depending on the settings
you apply.
Automatic Text Enter text that can describe this particular discount.
Item Discount Select from one of four different Item Discount functions.
Percent/Dollar Discount Select the discount type that will apply.
Automatic $ or % Enter a value that will be applied to the discount.
Upper Limit $ or % Enter the highest value that you want to be discounted.
Maximum $ - Only available on Percent Discount setting.
Jackpot
This function will allow you create a Jackpot to offer your customers a way to win a
prize or service that you want to give them. Please visit the Jackpot Feature guide
for more information as it has its own chapter.
POS Range Select a POS Range that is able to sell the items linked to the Jackpot.
Customer Type Select a Customer Type that is able to participate in the Jackpot.
Stock Item/Department/Spend Select a Jackpot trigger.
Last # Days Enter the amount of days you want to check for sales.
From (time) Today Select a time the Jackpot items had to have been sold after.
Customer Sales Only If selected will allow only Customers who are in your
database to be included in the Jackpot.
One Entry per Customer Will accept only one entry from database customers.
Journal Enquiry
This function will display the Journal Enquiry for the day.
Automatic Text Enter the text you want to search for through the Journal
Enquiry. The Tilde (~) at the end of the text will prevent the keyboard from being
displayed on screen.
Date Range Use the drop down box to select an automatic date range to view.
Journal History
This function will allow you to view the Journal history for the day to date. The report
can be printed to the default A4 printer.
Layby Cancellation
This function will allow the user to perform a Layby Cancellation. They will be able to
select from all the Laybys the Customer has in the system.
Macro
This function will allow you to perform multiple processes with the press of a button.
No Sale
This function will allow the clerk to perform a No Sale which will open the cash
drawer.
No Sale Function There are four possible No Sale functions that can be linked to
this button, which can be used for different types of No Sales.
None
This function will perform nothing. If a button is selected as None, it will look like it
depresses but nothing will happen on screen at all.
Order Number
This function will allow you to add an Order Number to the current sale. This is
commonly used in Cafes and Takeaway shops.
Pager System
This function will allow you to talk to a Pager System.
Automatic Text Enter the message that is to be sent to the pagers in the
following format.
# - Message (# = Pager Group Security, Message = Predetermined Come
and help please)
Paid Out
This function is used when taking tendered monies from the POS terminal, generally
Cash, to purchase something outside of your business.
Automatic Text Enter a numeric value in here that is the constant amount that
can be paid out automatically.
Paid Out Function Select from different Paid Out functions.
Pending Sale
This function is used to save a sale for a later time.If no sales are currently in
progress, it will open the Pending Sale screen where you can select which sale you
want to continue with.
Pending Sale Type Select from 5 different options. Blank will allow you to select
any Pending Sale Type, whereas the other four will automatically select the Pending
Sale Type.
POS Screen Grid Use the drop down box to select a grid that has already been
created.
Items This is a button that will allow you access to the grid where the buttons can
be edited.
POS Screen Menu Use the drop down box to select a menu that has already been
created.
Items This is a button that will allow you access to the menu where the buttons
can be edited.
Prefix String
This will enter text into the field before the text that has already been entered, as a
prefix.
An example of using this function would be to have a Small Coke (103) and Large
Coke (1103).
Create a Prefix String button > enter 1 in the Automatic Text Field > Name the
button (Large Modifier) > Save. When you press the Large Modifier button, then
press the Small Coke button, the prefix string will add a 1 to the Small Coke (103)
and it will become a Large Coke (1103).
This can save you a lot of button programming if you configure your Stock Item
Codes to use this functionality.
Price Enquiry
This function will allow you to find out what the price of an item is before you enter
the item into a sale. Select this button and press the enter the stock item and the
price will be displayed on screen.
Price Level
This function will allow you to change the Price Level mid-sale.
Automatic Text Enter a value from 1 through to 12 to link this button direct to a
specific price level.
Automatic Text - Enter FLASH on the Bar Tab Bill Function on the POS Screen
allowing you to view a Flash Report of the bill before printing it out, or not printing it
altogether.
The Bar Tab Bill will now be presented on screen before printing.
Automatic Text Enter Print Group Code to link this button directly to a specific
Print Group.
Promotion Enquiry
This function will allow you to find out what Promotion an item is included in before
you enter the item into a sale. Select this button and press the enter the stock item
and the promotions will be displayed on screen.
Promotions On/Off
This function will toggle the promotions that are linked to the terminal that the
button is pressed on.
Password Enter a password that must be entered before the promotions will be
toggled.
Raffles
This function will allow for Raffle tickets that have been sold to be drawn.
Receipt On/Off
This function will toggle the receipt to be selected. If the receipt is on, then all sales
will print.
Received on Account
This function allows you to put money in the till that has been previously been
removed for the purchase of outside goods. It is also used for Gift Voucher Sales and
Credit Notes. There are four different functions that can be linked to this button.
Automatic Text Enter a value that will be charged automatically to the desired
function.
Received on Account Select the function that will be used for this button.
Refund
This function allows you to return an item for credit.
Replay Transaction
This function allows you to replay a previous transaction. The items will be entered
into the POS Screen exactly as they were in a previous sale.
Reservations
This function allows you to enter and select Reservations.
Session Leave blank or select from a pre-defined Session for this particular
button.
Area Leave blank or select from a pre defined Area for this particular button.
Rewards Enquiry
This function will allow you enquire how many rewards a customer has owning to
them, or how many items that will have to purchase to qualify for a reward.
Safe Drop
This function allows you to remove cash from the drawer to keep in the safe. This is
usually done in high turnover environments where excess cash can become a liability
and a target. The cash can be removed from the drawer, and the receipt printer will
print 2 receipts, 1 to go with the cash to the safe, the other to stay in the drawer to
add to the End of Shift.
Sale Reference
This function will allow you to enter a Reference to a sale that can be used at a later
stage. The reference will appear in the Journal Enquiry screen and Receipt.
Reference Enter the reference that will be entered by default when this button is
selected.
Sale Type
This function will allow you to set a Sale Type to the current sale and a Price Level.
Seat Number
This function allows you to allocate a Seat Number to each guests orders to better
differentiate them.
Automatic Text Enter a Seat Number that will automatically be selected each
time the button is pressed. You may need to create multiple buttons each with its
unique number.
Send Message
This function allows you to create a message button to allow clerks to create or send
a pre-defined message to other POS Terminals on the network.
Stock Item
This is the most widely used function when creating a POS Screen layout, and is the
default function used when selecting a new button.
Stock Item You are able to search for the Stock Item from the Stock Item List
using the arrow button.
Press the Stock Item Edit button and then select the Stock Item by either pressing
the button or entering the Stock Item Code. You can only edit a single stock item at
a time as the function only works for a single selection.
Automatic Text You can enter a date, using a comma or hyphen as a separator.
If wanting to use a selected date you cannot select Current Shift Only.
Current Shift Only Will display only sales since the last End of Shift.
Group by Hour Will group the report by each hour that has recorded sales.
All POS Terminals Will show reports from all POS Terminals, not just the terminal
the report has been run on.
Automatic Text Enter the number of a POS Terminal, or range of terminals that
this button will report on.
Current Shift Only Will show only sales since the last End if Shift.
Group by Hour Will group the report by each hour that has recorded sales.
All POS Terminals Will show reports from all POS Terminals, not just the terminal
the report has been run on.
Automatic Text Any value entered in this field will display Stock Item Codes that
match.
Department Enter the Department Code in this field to only search for items from
this Department.
Stock Notes
This function will allow you to view or print the Stock Notes for the selected Stock
Item.
Subtotal Discount
This function will allow you to configure a discount that can be used on the Subtotal
of the transaction. You can create multiple types of Subtotal Discounts depending on
the settings you apply.
Automatic Text Enter text that can describe this particular discount, or be used to
discount a specific Sales Category.
Subtotal Discount Select from one of four different Subtotal Discount functions.
Percent/Dollar Discount Select the discount type that will apply.
Automatic $ or % Enter a value that will be applied to the discount
Upper Limit $ or % Enter the highest value that you want to be discounted
It is possible to set a Subtotal Discount to apply only to a Sales Category for items
within that sale. To set this up it is done when programming the button and using
the Automatic Text field. The field must contain SC1 for Sales Category 1, SC2 for
Sales Category 2 and so on.
Table
This function will open the Table Map for the use of adding items to the Table.
Table Map Enter the Table Map Code that corressponds to the Table Map you want
to assign. This field can be left blank.
Table Summary
This function will display a summary of the current Tables.
Tax Invoice
This function will allow you to print an A4 Tax Invoice for a selected transaction.
Tax Shift
This function allows you to shift the tax of an item to another tax rate that has
already been set up.
Automatic Text Enter the Tax Rate Code that you want to shift to when this
button is pressed.
Tender
This function allows to create a button that links to a specific tender.
Automatic Text Enter a value that is allocated to the tender automatically when
pressing this button. This field can be left blank.
Tender Function Select the Tender that you want to link to the button.
Tender Correct
This function allows you to change the tender of a sale to an EFTPOS Tender if you
have finalized the sale as Cash by mistake. This will save the issue of needing to
enter Void Mode to clear the incorrect sale and then re-play the sale using the
correct tender.
Finalize a sale using the Cash Tender > Press the Tender Correct Button > Choose
the transaction you want to correct > Press the Tender Correct button in the bottom
right corner.
Text String
This function can be a pre-determined text entry, or can be entered on the fly. When
using this function the text will be entered into the CODE field only.
Transfer Mode
This function allows you to Transfer stock items between different Locations from the
POS Screen on the fly.
Type Text
This function will allow you to add text to a sale which can be sent to the printers for
instructions on the fly. Use the Automatic Text field to enter text that will always
display, or leave it blank, and an on-screen keyboard will open allowing you to enter
custom text each time.
Automatic Text Enter default text or leave blank for keyboard entry.
Unlock Permissions
This function will toggle permissions to be on or off. Clerks can be assigned specific
levels of permissions and this functionwill override those settings to allow them to
use the admin functions.
Password Enter a password that must be entered before the permissions will
allow access.
User-Defined
This function is used to add additional functionality to specific options in Idealpos.
Automatic Text Enter the details for the function you require in this field as
specified in the feature.
Automatic Text FLOATINGCLERKS will allow you to toggle Floating Clerks On/Off.
Validation Print
This function will allow you to print the date/time/transaction details on official
government department documents. The document will not be considered valid
without this proof of purchase. The use of this function requires a specific printer, an
Epson TMH6000, which is a hybrid receipt and slip printer.
Void
This function will allow you to void the item selected. If the quantity is greater than
one, only one item will be voided each time the button is pressed.
Void Line
This function will void the entire line selected. If the quantity is greater than one, the
entire quantity of items on the selected line will be voided.
Void Mode
This function will set the terminal into Void Mode and allow you to select items to be
voided from the current sales period.
Waste Mode
This function will allow you to write-off stock from the POS Screen on the fly.
X
This function is used as the multiplication button when wanting to add quantities of
more than one.
Automatic Text Value can be entered to automatically select that value as the
quantity.
To access the layouts go to Setup > POS Screen > POS Screen Setup.
There will always be Layout 1 in this menu, but there are 99 layouts that you can
create. If you plan on using more than one layout for multiple outlets, it is a good
idea to create an empty Master Layout that can be copied across to the other
layouts before programming has commenced. The master layout would include the
functions that are used in each area regardless of the items they sell. These would
include the Numerical Area, Admin Functions and Admin Page.
Add
This will add a new layout to the database. The code will be auto-configured, but you
will need to enter a description.
Modify
This will allow you to modify the description of the layout. The code will be locked
and unable to be edited.
Delete
This will delete the selected layout. You are unable to delete layout 1, and if other
layouts are in use they will be unable to be deleted.
Copy
When you have more than one layout you are able to copy from one layout to
another. This cannot be undone. Highlight the layout you want to copy from and
press the Copy button.
A confirmation window will open to confirm the Overwrite has taken place.
Buttons
This will open the POS Screen programming window.
Section 1
At the top of Section 1 there is a Search field. You can use the drop-down menu to
select from Stock Code, Department or Description. Enter the details you want to use
for searching which will change the stock items that are displayed.
When a button is selected, Section 1 will change the view to allow more editing
options.
When a button is selected there are three additional options that are able to be used
which are Format All, Save and Cancel. Selecting any of these buttons will Format
All, Save or Cancel the current selected Button Appearance.
Format All Selecting this will format ALL BUTTONS on the Tab regardless of if they
have a stock item programmed or not. It will not change the visibility setting of the
buttons, but it will change the
Save Will save the changes made to THIS currently selected button only.
Cancel Will cancel any changes made to THIS currently selected button only.
It is important to note that there is no Undo or Back once you have entered this
screen. The X button is a Save & Exit function and will save anything that has been
done, regardless. If you make a mistake, you will need to manually fix it before
exiting.
Section 2
This is the numerical and multiple use section. Generally the Numerical Pad will be
displayed here, along with specialized functions that are used for a lot of sales.
Programming of these buttons will change as the needs of your layout become more
apparent with the types of functions you require quick access to.
The Drag-and-Drop functions will work in this area. By default Idealpos will
automatically have programmed the Numerical keypad and Admin Tab. These can be
changed and modified to your requirements.
Section 3
This area will display fields that contain information about the Layout being edited
and how it can be edited.
Layout Name This is merely the name of the layout and possesses no functionality.
Layer Heading This is the description you want to use for the selected Tab.
Drag-and-Drop This drop-down menu allows you to select from four different
choices:
Copy Formatting
Will copy the Colour, Font and Size of the button only.
Copy Button
Move Button
As soon as a button has been created, edited or deleted, the changes will appear
instantly on the layouts of the POS Terminals that are using that particular Layout. It
is for this reason that you should do all button programming out of business trading
hours to minimize any issues this can create.
Any buttons that have not been programmed will be flat black and not represent a
button at all.
Section 4
This section contains all the tabs and buttons that will be used on the POS Screen.
This area contains 9 different Tabs or Pages, and allows you to expand the button
functionality into different product segments you want to use. Each tab contains a
maximum of 54 buttons in a 9 x 6 button grid. Within this grid you can use any
combination of Double-Width, Double-Height, and Double Width & Height buttons.
It is easier to create buttons once you have added all the stock items to the
database first. Obviously there is a lot of information missing here. Please read
further for the numerous ways to program buttons.
Additional Links
If a Stock Item is not within a Grid/Menu and you want it to link to Grid/ Menu after
it has been selected on the POS Screen, you need to program this on Stock Items
individually.
Go to File > Stock Control > Stock Items > Modify > Advanced.
Delete Buttons
Deleting buttons is a simple procedure and is permanent. There is no UNDO or BACK
function.
Make sure that Copy Formatting is not selected. It doesnt matter if you use Move
Button or Copy Button. Drag a grey, un-programmed button from somewhere else
on the screen over the button you want to delete.
Select the function you want to use > Select the button and drag it down to the
bottom of the screen to the Tab you want to move it to and release > the new Tab
will open > Move the button to the location and select.
Copy Tabs
If you want to copy a Tab over the top of another tab, simply click on the Tab and
drag it over the top of the tab you want to overwrite. Select Yes to confirm, there is
no undo.
Go to Setup > Yes/No Options > POS Screen > Allow Live Button Programming.
Press and hold a button on the POS Screen for longer than 500ms (1/2 second). A
window will popup, allowing you to edit the button.
Grids
Grids can be used to expand the amount of items available on the POS Screen. They
can be used to step users through a menu selection to ensure that each detail is
recorded before proceeding.
Grids need to be created before they can be linked to a button on the POS Screen.
Once a grid has been created the buttons within it are able to be modified through
the POS Screen or the Grid list. A grid is also able to be locked to a Price Level.
the grid is open, if it is too big it will display over the top of the POS Screen area.
Using this type of grid can also make performance of the terminal itself slower.
Grids List
This is simply the list of all created grids in the database. There are selections of
seven different buttons that can be used in this area.
Add
This button will allow you to add a new grid to the database. The Code field will
automatically assign the next available code. The Code has no specific function in
relation to how the grids will work on the POS Screen, but they can be used to group
various grids together.
Modify
This button allows you to modify the Description, Grid Type and Price Level of the
selected grid.
Delete
This button will delete the current grid from the database. All buttons in the grid will
be deleted and any links to the grid will also be deleted.
Copy
This button will copy a grids buttons to another. The destination grid must be
created before a grid can be copied to it. All existing buttons on the grid to be copied
over will be deleted.
Export
This button allows you to export a highlighted grid and all details to a .txt file, for
importing on another terminal. This is generally used when the same business is
selling the same items in different locations, but the terminals are not on the same
network. It is not intended as a file that you would edit.
Import
This button allows you to import a .txt file containing all of a grids detail into the grid
list. Generally this file is one that has been created on another terminal that is not on
the same network as the terminal that is importing the grid. It is not intended as a
file that you would create from scratch when programming a database.
Items
This button allows you to program the buttons that will be contained within the grid.
Buttons that are created within a grid have a special ability in that they are able to
link to another grid once the button has been selected.
MAIN
This will link the button to the Main POS Screen. Essentially it
will exit you from the grid and take you back to the default POS
Screen.
GRID DESCRIPTION
This will enable you to select from all the other created
grids. If you want to keep the operator in the grid they are
currently working on, ensure that the grid link selected is the
grid they are using.
Note If you have a grid that contains all the stock items linking back to that grid,
you may also want to create a single button that links to another Grid or the Main
screen to allow the operator a way to exit the grid.
As is the case with the POS Screen, you have the options to Copy Formatting,
Move Button, Copy Font Only and Copy Button. There is one more option within
grid programming called Include Grid Link. This function will include any Grid Links
that are associated with the buttons you are copying.
Menus
Menus can be used to expand the amount of items available on the POS Screen.
They can be used to step users through a menu selection to ensure that each detail
is recorded before proceeding. Menus are also required for the use of the Ideal
Handheld modules.
Menus need to be created before they can be linked to a button on the POS Screen.
Once a menu has been created the buttons within it are able to be modified through
the POS Screen or the Menu list. A menu is able to be locked to a Price Level.
Menus when linked on the POS Screen will have the same button appearance as
standard buttons, but the menu items will be flat.
The difference between Menus and Grids is that they will display all items in a list
function, with a scroll bar is the menu has more items than is able to display.
Menu List
The Menu List is simply a list of all the menus created in the database. There four
available buttons in this screen.
Add
This button will allow you to add a new menu to the database. The Code field will
automatically assign the next available code. The Code has no specific function in
relation to how the menus will work on the POS Screen, but they can be used to
group various menus together.
Modify
This button allows you to modify the menus Description, Price Level and Appearance.
Delete
This button will allow you to delete the menu from the list.
Items
This button will allow you to enter items to use within the menu.
Colour
This is the colour that will display in the menu.
Menu Link
This field is a drop down box and will determine what is supposed to happen after
the button has been pressed.
MAIN This will link the button to the Main POS Screen. Essentially it will exit you
from the menu and take you back to the default POS Screen.
MENU DESCRIPTION This will enable you to select from all the other created
menus. If you want to keep the operator in the menu they are currently working on,
ensure that the menu link selected is the menu they are using.
Stock Item
This type will allow you to add a Stock Item to the menu.
Text Only
This type allows you to enter a Text Only item. This will act as a Text Entry (Hash).
Price Level
This will allow you to change the price level.
Tender
This will allow you to select a specific Tender for use.
Clerk
This will allow you to select a Clerk for the sale.
All Un-ticked
If all the checkboxes are un-ticked, this will act as a link to another menu or the POS
Screen. This is generally only used in the Ideal Handheld modules.
Menu Items
When all the items have been added to the menu, they will be listed according to
their Code.
POS Screen
POS Screen in Idealpos
The POS Screen refers to the graphical user interface that is used to process all
types of transactions that can be required for businesses. It can be highly
customised to suit the needs of each installation and will allow for multiple input
selections.
Idealpos can open automatically to the Point of Sale Window, provided the
appropriate options are ticked. It is possible to turn this function off if required, for
use on a back office terminal for example.
When there are more than 30 items within the transaction a second progress bar will
display to show how many items are being processed.
During the processing of a transaction there are many different checks that need to
be run to ensure the correct data is recorded, hence why larger transactions attract a
long processing time. In most instances the progress window will not be noticed.
The first is used to show all items, instructions and details that are to be processed
throughout the sale. If a customer has been added to the sale, their name and other
selected details can be displayed.
The second is used to display the running subtotal of the current sale, and if certain
options are activated, to also show any Discount/Surcharges that may be applicable
to the items.
If desired, you can create a Sales Screen showing the Stock Item Codes, to give
more information with the description and price. To use this option go to Setup >
Yes/No Options > POS Screen.
This section is totally customizable, but it should be noted that you change this
section sparingly. There is a limited amount of space in this section and a need for
function should outweigh the need to feature.
The numeral buttons should remain on the screen somewhere central as default, as
you will use these many times over the course of various sales.
Through the use of User and Clerk permissions you gain the ability to limit which of
your staff can access particular tabs. The tabs can be programmed with up to 54
small buttons, 27 double height buttons, 24 double width buttons and 12 large size
buttons.
Underneath the tabs the current date and time will display, the Adult ID date (if
selected to show), the current tab or grid that is being displayed, and the receipt
settings.
A window will open displaying all currently added terminals. You can Add, Modify or
Delete terminals as you see fit. Idealpos links terminals by using a Peer To Peer
networking setup. Once you have added all the POS Terminals you will need to setup
their networking, which configures the terminals to talk to each other.
There are ten separate sections that are used to group the different settings that are
available. These are POS Terminal Program, Receipt Printer, Kitchen Printers,
Customer Display, Clerk/Customer Readers, Other Peripherals, EFTPOS,
Miscellaneous, Other, POS Settings.
Networking
Networking must be configured to allow the terminals to talk to one another. The
details that can be configured in networking include the IP Address and grouping of
POS Terminals. Terminals can be configured with multiple IP Addresses allowing
various communication systems.
Networking can be accessed in two ways, either through POS Terminals or the main
Setup Menu. Go to Setup > POS Terminals > Networking.
Go to Setup > Networking. It is much easier if you add all the POS terminals before
using this section, instead of adding them one-by-one.
A window will open where you can configure IP Addresses and Groups.
Terminals
This option should be selected when you want to Add or Edit the IP Address that
controls the networking of the terminal. You can also select which Group the
terminal is linked to, but you will need to have configured the groups before this will
be available.
Groups
Groups allow you to group the terminals in whichever way you wish. Groups will
control the order in which terminals will be overwritten. You can select to Add,
Modify or Delete any Group.
This does not just copy the POS Terminal settings, it will copy everything. Be aware
that any settings on the other terminal will be overwritten.
By default only the Admin User has access to this function, but other Users can be
allowed access with User Permissions.
Select the POS Terminal you want to copy the settings from and press the button.
The number displayed on the button will display the POS Terminal you have select to
copy from.
A window will open where you can enter the POS Code of the terminal you will
overwrite.
If you dont know what the POS Code is, press the > button to select the POS
Terminal from a list.
A warning will display where you need to confirm the settings will be copied.
The Code field is used to select a POS Range in some reports and also to identify it
on the network. This field cannot be changed once you have saved a new terminal.
The User Registration of the software will also need to be the same as this number.
Add a Description that is used to give the terminal a name. This will be viewable on
reports, lists and should be unique if possible. Numbering different terminals within
the description is commonplace. Examples are Back Office, Main Bar 1, Main Bar 2,
Restaurant, Order Terminal etc.
Use the drop down menu to select a Location that this terminal will be linked to.
The POS Screen Layout field will determine which, if using more than 1 layout, is to
be used on this terminal.
The Group Master check box can only be selected on one terminal.
Receipt Printer
The printers are broken down into 7 different tabs, enabling you to configure settings
for each printer that is connected to each individual terminal. Printers can be
configured through Network Printers to allocate which printer goes where, or they
can be configured one at a time using the POS Terminals settings.
Receipt Printer Used for Dry Cleaning, Receipts, Bill Prints, Bar Tabs, Customer
Accounts, Transfer/Waste/Void Modes, Flash Reports and EFTPOS receipts.
Epson TM-U230
Idealpos TM200
Toshiba A10
Idealpos LK-D30
Kitchen Monitor
(IKM)
Idealpos LKT210
Each printer has the ability to perform a test print. If the printer is configured using
Network Printers and is unable to print, it will display an error on screen. If the print
in unable to be printed when printing to a Direct COM Port or Windows Shared
Network Printer, the print job will hold Idealpos open (Freeze) while it continues to
try to print the job. Depending on the settings this may take anywhere from 10
seconds to 1 minute to error, or not print.
Receipt Printer
Two printers can be configured from this window, with only one working at any one
time. These are the Receipt Printer and the Second Receipt Printer. The Receipt
Printer is used by default and for all printing jobs. The Second Receipt Printer is used
for Text-over-video Security Overlay and Dry Cleaning features.
Receipt Printers that have been configured through Network Printers will be inhibited
from editing the type that will be used. These will also set the connection as the
Printer Name used in Network Printers. Information on programming printers for use
through Network Printing can be found in the Help Guide. Printers can also be
connected directly to a LPT or COM port, but this will not benefit from Network
Printers backup support. Connecting printers direct to the port require you to set the
Baud Rates on each printer. A printer can also be connected to an installed Windows
Shared Printer. You will need to enter the connection path to the installed printer.
Once a printer has been added and configured for use in Network Printers, you will
be able to find it in the list of Connections.
Headers/Footers
Setting the Headers and Footers and additional details is configured on the right side
of the Receipt tab. There are ways to make the font Bold and Center. There is no
limit to the amount of text that can be entered.
1.
2.
3.
4.
5.
6.
7.
8.
Header Logo Graphic (pictures folder) Enter the filename of the graphic.
The @ and # symbol will center and bold the text on the Header.
The # symbol will bold the text on the Header.
The @ symbol will center the text on the Header.
No symbol will set the text as standard on the left margin.
The Footer text will print at the bottom of the receipt.
Footer Logo Graphic (pictures folder) Enter the filename of the graphic.
Empty Lines will force the receipt to print a blank area before cutting the
receipt.
9. Footer Logo # will print the logo number that has been sent and saved to the
NV Image of the printer.
10. Copy from POS1 allows you to copy all Header and Footer settings from POS
1. This button is not visible on POS1.
Go to Setup > POS Terminals > Modify > Receipt Printer > Header/Footer Logo
Graphic (pictures folder) > Enter Logo Filename.
When the receipt prints it will display a logo in the locations you have selected.
Kitchen Printers
Setting the Kitchen Printer/s are the same as for Receipt. The difference with Kitchen
Printers is you have the ability to rename them from Kitchen Printer 1-12 to a
Custom Name, like Coffee, Hot Kitchen and Dessert. These name changes will
also appear both in Network Printers and in the printer settings for Stock Items.
Kitchen Printer
Used to print dockets for menu orders in the Bar or Kitchen when using Orders,
Table Map, Bar Tabs, Kitchen Monitor and Dry Cleaning. They can also be used as a
yard packing slip for Landscape and Hardware businesses.
Epson TM-U230
Idealpos TM200
Toshiba A10
Idealpos LK-D30
Kitchen Monitor
(IKM)
Idealpos LKT210
Each printer has the ability to perform a test print. If the printer is configured using
Network Printers and is unable to print, it will display an error on screen. If the print
in unable to be printed when printing to a Direct COM Port or Windows Shared
Network Printer, the print job will hold Idealpos open (Freeze) while it continues to
try to print the job. Depending on the settings this may take anywhere from 10
seconds to 1 minute to error, or not print.
There are eight different combinations that can be used when printing to the kitchen.
In total there can be six printers configured for kitchen printing for each terminal. A
printer can effectively be set as 2 or 3 different printers to be used as a separate
docket in different areas of the kitchen.
No Options Ticked
Print Bold
There are some other options available to be set on each printer for each terminal.
Expanded Printing -
Print Extra Copy - Will print a second docket of any print jobs sent to this printer.
Activate Beeper printer.
One Item per Docket This option will print each item individually on its own
kitchen docket, regardless of how many items have been entered into the sale.
Empty Lines This will set how many lines print once the print job has
finished ensuring the jobs are printed completely.
If Kitchen Printers are required to print the Header and Footer, these can be added
using the same settings as the Receipt. On all Kitchen Printer pages there is a button
called Copy from Receipt. This will copy the Receipt Printer details from the selected
POS Terminal.
Headers/Footers
Setting the Headers and Footers and additional details is configured on the right side
of the Receipt tab. There are ways to make the font Bold and Center. There is no
limit to the amount of text that can be entered.
1.
2.
3.
4.
5.
6.
The @ and # symbol will center and bold the text on the Header.
The # symbol will bold the text on the Header.
The @ symbol will center the text on the Header.
No symbol will set the text as standard on the left margin.
The Footer text will print at the bottom of the receipt.
Empty Lines will force the docket to print a blank area before cutting.
Customer Display
Customer displays are used to give the customer a view of the items entered into the
sale. It helps to keep them informed of the running total and some can display
advertisements to promote products.
Go to Setup > POS Terminals > Modify > Customer Display > Customer Display
Screen.
Resolution: Select which resolution you want to use form the drop-down menu. If
you select a resolution the screen will be configured. Choose from 800x600,
1024x768 and 1280x768.
Display Format: Select which display type you want to use. A display example will
be shown beneath the drop-down.
Show Customer Name: Will display the customer name on layouts with Company
Logo.
Show Customer Points: Will display the customer points on layouts with Company
Logo.
Show Clerk Name: Will display the clerk name on layouts with Company Logo.
Show Stock Notes: Will display the stock notes underneath the stock item.
Show Rewards Progress: Will display the current rewards progress of customers
added to the sale.
Hide Item Prices: Will hide the prices of stock items on the display.
Bottom Message: Displays a message at the bottom of the screen, up to 100
characters.
Company Logo: Link the company logo you want to display. This must be kept in
the Pictures folder within the Idealpos folder.
Seconds Between Graphics: Select how many seconds an image will display on
screen. Default is 5.
Stretch Graphics to Fit: This checkbox will expand the graphics to fit in the
available display area.
It is possible to save video files in the Display folder. The component used to display
images is Windows Media Player, but you will need to check your videos before use,
as not all formats will display. Typically, .avi and .wmv files will play with no issue.
There is no limit on the length of the video that can be played, as the # seconds
between graphics setting will be overridden by the video. Unlike images, the videos
will retain their ratio when resized and will display smaller or larger in the space
provided.
Image Folders
There are four folders that can be created to further enhance the use of Customer
Display. All these folders should reside in the Idealpos 6.0 folder - C:\Program Files
(x86)\Idealpos Solutions\Idealpos 6.0
Stock Items: This folder will need to be created. If you want to display images that
correlate to stock items being sold, create this folder within the Display folder. Stock
Item filename must be the Stock Code that you want to display.
Image Sizes
There are multiple image sizes required for your images to display perfectly on the
display.
Image
Full Screen Ad
1280x768
800x600
1024x768
800x600
1280x768
1024x768
Small Sales Ad
794x354
1018x522
1274x522
178x354
402x522
658x522
394x559
506x727
634x727
Company Logo
179x190
403x190
659x190
Stock Item images should be the same size as the ad sizes you are using for the
screen if you want them to fit perfectly on the display. The advert for the stock item
will display for a total of 5 seconds, or until the next items is added.
Full Screen Ad
This format will display all the time showing only the advertisements you want. No
stock items or other information will display. This display will also be used
automatically when no sales are being performed.
Register Closed
To manually display a message on the customer display that the register is closed.
Once a sale is started it will be removed automatically. It will also appear
automatically after an End of Shift is performed.
The Two-Line display is an old model that will connect to various devices for display.
You will need to know which model you have, or which emulation to use when setting
this display up.
Select Type > Connection > Settings (Usually 9600,n,8,1) > Display text to test.
Go to File > Stock Control > Stock Items > Modify > Advanced Tab > Sales Prompt
> enter the text #NODISPLAY#.
If you want to count how many items have been sold but not display them on either
the Customer Display or the POS Screen. Link a hidden stock item to a number of
ticket buttons, and the item will count a total, but not display on any screen.
Go to File > Stock Control > Stock Items > Modify > Advanced Tab > Sales Prompt
> enter the text #HIDE#.
Clerk/Customer Readers
This tab is used for programming readers that allow entry from external
components to be inputted into the POS screen for various functions. There are 2
types of readers available which are RFID and Magnetic Card. They can both be used
for Customers or Clerks depending on your requirements.
Select the Type of reader that will be used. Idealpos supports 3 readers which accept
a wide variety of RFID frequencies. Selecting the correct reader for the required RFID
is critical and Idealpos Solutions is more than happy to help with this advice.
Current Readers:
Axeze
Gigatek GP20
Gigatek UR110
Connection is determined by the Port that the unit is plugged into. As most readers
are USB interface they will be a different port each time.
Each reader will set their own default Settings. It is important that you do not
change these unless direct, or the unit may not work.
Magstripe Reader
A Magstripe Reader will take encoded data that has been programmed onto a
magnetic stripe that is stored on a plastic card. There are generally 3 different
tracks that data can be programmed onto and each can contain information that
relates to different areas of Idealpos software or other programs simultaneously.
Some POS Terminals will come with a card reader pre-installed, or others will always
be connected to a specific port and still others are USB interface and will require you
to find the port it is connected to.
Settings
Both the Sharp and Toshiba readers are programmed with a definite setting
requirement and will default these settings and you will be unable to edit them. Both
Idealpos settings will allow, and in some cases require you to enter the connection
settings. Only the Idealpos readers will allow you to test the card reader to ensure
the current settings will read card data.
Position
The Position is the number of characters from the start of the data to the last. As an
example the card may contain the following data where ; is in position 1 and ? is in
position 11 ;4879da974jn?. Knowing the positions of the data you require is
paramount.
Length
The Length field is used to specify the length the reader is to read in character
numbers. Some card data can contain 100s of characters of information being able
to access just the parts we need is critical.
Characters
The characters that can be recorded and searched for are Type-able ASCII
Characters. More information on this can be found here http://en.wikipedia.org/wiki/ASCII
Other Peripherals
This tab is used to set up different types of hardware that can be used with Idealpos.
There are 5 separate peripherals that can be connected which are Cash Drawer/s,
Scale, Barcode Scanner, Gilbarco T24 Transac Console and Caller ID Modem.
Cash Drawer
Idealpos can support the connection of 2 Cash Drawers per Terminal. This is
dependent on the terminal having multiple ports. There is also the ability to adjust
the pulses that are sent to the Cash Drawer, but these should not be changed unless
direct to do so.
Idealpos Jetway
1/2
J2 615
Posiflex XP3012
EBN XPOS752
Idealpos i15 D1
/ D2
J2 650 D1 / D2
Idealpos i15
B815 D1 / D2
Once a Cash Drawer is connected you can press the Test button to ensure it will
work correctly. If you have connected the Cash Drawer via the Receipt Printer, you
will need to test the printer before the Cash Drawer will work. It is possible to install
a USB to RJ45 connector, which will create a COM Port for use, to add a second Cash
Drawer, or some terminals will have support for 2 drawers.
Idealpos will also support the ability to set a baud rate for both cash drawers. If you
change the baud rate from the default setting, this will affect both cash drawers
connected to the terminal. It is advised to have the same cash drawer connected to
both ports to ensure correct communication.
Scale
Idealpos supports the connection of a Scale to weigh a unit of product for sale, and
sell the items based on a price per weight. Only 1 Scale can be connected to a POS
terminal at any one time. When setting up the Scale, you will be required to set the
Interval of either 0.005 or 0.002, this is for compliance with Australian Weights and
Measures.
TEC SL-4700-RP
Acom PC-100R
Cas PDII
PSC Magellan
8200
Wedderburn DS700
NCR Realscan
78
For more information on how to configure Scales see the dedicated Help Guide for
Scales.
Barcode Scanner
Some Barcode Scanners are not simply Plug and Play and need to be configured
before they will work in Idealpos.
To setup and configure these scanners will require the use of the OPOSCfgUtil.exe
application. More information on this utility and setup can be found on the Barcode
Help Files.
Caller ID Modem
The Caller ID Modem is for obtaining customers phone numbers through the POS
system when they call, and linking them to sales or reservations. Help with setting
this up can be found in the Caller ID Help Files.
EFTPOS
This tab is used for the connection of third party EFTPOS Integrated to Idealpos.
There are many different EFTPOS Types available and not all are available in all
countries and regions.
Please see the relevant EFTPOS guides that relate to the hardware and software that
you are connecting.
Miscellaneous
The Miscellaneous Tab is used for all the information that has nowhere else to
logically go. There are 7 separate sections within this tab called General, Cash
Declaration, User Details, POS Server, Handhelds, StarrSrvr and Shortcut Bar.
General
This area will house the different fields that relate specifically to this terminal and
cannot be designated as a Yes/No Option.
Point Redemption Value - This is the value to the customer of what each point is
worth. If set to 0.10, this means they are receiving a
10% value.
Lock Price Level to -
This setting will change the default price level to the one
entered. This does not need to be set to 1 to allocate the
default price level.
Default User -
This drop down box allows you to select the User that is
logged in automatically when the program first opens.
Stock Item Codes From - This allows you to select a range of Stock Items this
terminal is able to create.
Show Order -
Cash Declaration
When performing an End of Shift function, these details are the settings that are
used. It is not possible to select printer choices at the time of performing an End of
Shift.
Print to Receipt Printer - Selecting this will force the End of Shift to print to the
Default Receipt Printer.
Print to Windows Printer to the default Windows Printer.
Include Stock Item Sales Report - Selecting this option will print all stock items
sold during the End of Shift period.
User Details
This section is used to keep all business information for the selected terminal. If you
have more than one terminal in the same location/business, you will be required to
enter all the information to all terminals. The Address and Postal details will all be
displayed on any Invoices and Statements if selected. If you want to email reports
you will be required to use a working email address.
POS Server
If you want to allocate each terminal its own POSServer across multiple Locations
this is where you set the IP. Automatically Reconnect will attempt reconnection if the
connection is closed for any reason.
Handhelds
These settings allow you to force all orders to be printed from the Handhelds only to
a specific printer.
Gaming
Gaming is a third-party loyalty software program used mainly for hotels and clubs.
Shortcut Bar
The Shortcut Bar is located on the left-hand side of the Back Office screen.
1. Headings Font Size This is the desired size of the heading, by default they
are bold.
2. Font Size This is the desired size of the shortcuts under the heading.
3. Spacing This is the desired gap between the shortcuts. Touchscreens may
require a larger gap for fat fingers.
4. Auto Expand Activity The Activity Log (if selected to display) will be
expanded on the bottom left-hand side of the window. You can tell whether a
window is expanded or not by the visual arrows at the end of each shortcut.
5. Reports Default Full Screen When viewing shortcut reports from the back
office, they will display in place of the dashboard graphs. Selecting this option
will negate this option and set them at full screen.
Import/Export
Automatic Export Settings
This function allows for a large amount of Stock Items and Stock Item Sales to be
automatically exported for use in third-party applications that need use of the data.
You have the option of grouping the sales data from All POS Terminals, This POS
Only and This Site Only.
Go to Setup > POS Terminals > Modify > Import/Export > Automatic Export
Settings.
Export Folder
Browse to a location on your network or PC where you would like the export to be
saved to. Select if you want the files to be deleted automatically after a set period of
days.
Export Daily
Enter the time you want the stock items to be exported each day, or select how
many minutes the file should be created.
Filename
Enter the name you want to use for the file once it has been exported. You have the
choice to add the Date/Time, Site Name and/or Venue ID to the filename.
Discontinued Items
Select the checkbox to Include Discontinued Items in the file.
Sales From
There are three different choices to choose from:
All POS Terminals
network.
Field Name
Field Description
1.
Cons
transaction per POS terminal.
2.
POS
3.
Line
This is the Line number inside the
transaction. The Combination of Cons, POS and Line will be unique across the whole
system.
4.
Date
Date/Time Stamp of the transaction. (dd MM
yyyy HH:mm - e.g. 31 Aug 2012 13:51)
5.
Stock Code
6.
Text
Usually holds descriptor of stock item,
occasionally with extra information
7.
sold at
Price Level
8.
Item Qty
Quantity sold
9.
Unit Price
Unit Price of item before any discounts
applied. (Includes Tax if not Canada)
10.
Amount
Total Price of items before any discounts
applied. (Includes Tax if not Canada)
11.
Tax Label
12.
Tax Amount
13.
Discounted Amount
after the discounts were applied.
14.
Cost
was sold.
15.
Site
16.
Location
Shop/Restaurant/Bar etc.
17.
Customer
be empty.
18.
Clerk
transaction.
19.
Department
particular departments.
Impact Data
This format will export a Stock Items file and a Customers file.
Field Name
Field Description
1.
AUDIT
transaction per POS terminal.
2.
POS
3.
LINE
This is the Line number inside the
transaction. The Combination of AUDIT, POS and Line will be unique across the
whole system.
4.
DATE
Date/Time Stamp of the transaction. (dd
MM yyyy HH:mm - e.g. 31 Aug 2012 13:51)
5.
STOCKCODE
6.
DESCRIPTION
occasionally with extra information
7.
PRICELEVEL
the item was sold at
8.
QUANTITY
Quantity sold
9.
UNITPRICEBEFOREDISCOUNT
applied. (Includes Tax if not Canada)
10.
TOTALPRICEBEFOREDISCOUNT Total Price of items before any discounts
applied. (Includes Tax if not Canada)
11.
TAXLABEL
12.
TAXAMOUNT
13.
DISCOUNTEDPRICE
This is the actual Amount the items were
sold for after the discounts were applied.
14.
COST
time it was sold.
15.
SITE
16.
LOCATION
Bottle Shop/Restaurant/Bar etc.
17.
CUSTOMERCODE
field can be empty.
18.
CLERK
processed the transaction.
19.
DEPARTMENT
into particular departments.
Go to Setup > POS Terminals > Modify > Import/Export > Automatic Import
Settings. Select if you want the files to be deleted automatically after a set period of
days.
Import Folder
Browse to a location on your network or PC where you would like the export to be
saved to, or where the Import will be pulled from.
POS Settings
This tab will focus on the advanced settings of the POS Terminal that affect Prices,
Display, Surcharges and User Defined Options.
Automatic Surcharge
Automatic Surcharges are used per terminal to designate that terminal to apply the
surcharge during specific times. Each POS terminal will need to be set up the same
way if you want the charges to apply across the entire network. This type of
surcharge will be applied regardless of the surcharge permissions selected for the
user or clerk.
Amount
Label
Surcharge.
- Enter the label that will be displayed on the receipt for the
Date
Day
Default Tabs for Sessions can be used to program the default tab to change as the
day continues. This can be useful if you have a Breakfast, Lunch & Dinner Tab.
User-Defined Options
This section is used to add Custom features and functions that are not available in a
standard Idealpos installation. They are commonly used to allow or disable functions
that for one reason or another cannot be programmed to work any other way.
These options are very important and can cause havoc without proper use and
instruction. It is recommended to only use them where you have been advised to do
so.
Other
Dashboard
It is possible for the dashboard on a POS Terminal to only show data for a specific
Location. This will allow your dashboard to not display locations unless you want
them to.
Go to Setup > POS Terminals > Modify > Other > Dashboard > enter the selection
range of the Locations into the field > Save.
The Dashboard will only display sales from the selected locations on that POS
Terminal.
POSServer
POSServer in Idealpos
The POSServer is an important piece of software that is installed on all terminals by
default on version 6.02 and above. It runs as a service and will only become
activated when changes have been made to the Idealpos database.
The POSServer is responsible for the handling of all Tables, Bar Tabs, Handhelds,
Centralised Order Numbers and Floating Clerks. If you are using the Restaurant
Module, it will also handle Reservations and some aspects of Pending Sales. It is also
responsible for database communications between Idealpos and the Apple
iPhone/iPad/iPod Stocktake app.
Once installed, the POSServer can be accessed through the Windows Start Menu
located in the Idealpos folder.
POSServer Installation
** If you are updating from a version previous to 6.02, DO NOT install this
build during service. Pick a time you can afford a brief downtime of the
POSServer. **
This document is provided for installations of Idealpos 6.02 and above. All
previous builds will use the old POSServer. A User Guide chapter within this
document will detail the operation of the old POSServer.
The POSServer installation will automatically be installed when you update to 6.02. If
the POSServer does not install automatically, you can install it manually.
This file can also be installed on a PC that does not run Idealpos, but will become the
dedicated POSServer PC. Before installing the POSServer, you will be required to
install the Idealpos6.01Framework.exe file.
Idealpos will place the installation file in the following location (POSServerSetup.exe):
POSServer will be configured to install in the default location. Do not change this
unless you are aware of the changes and they are easily manageable.
At this point it is a good idea to decide on and configure a second terminal with
POSServer that is not running, but will be used in the event the main POSServer fails
and cannot be brought back online. Configuring extra backups to be stored on a USB
drive attached to the main POSServer is also recommended, or use an online cloud
storage service like Dropbox, Box or Drive.
POSServer Configuration
Once the POSServer has been installed, the configuration menu can be launched
from the Windows Start menu. If the program is not automatically added into the
Start list, go to Start > All Programs > Idealpos Solutions > POSServer.
The POSServer Configuration window will open giving you access to three main
menus which are Backup, Stock Control and Advanced.
The POSServer is a Service that can be located by going to Control Panel >
Administrative Tools > Services > Idealpos Server.
Running State
At the bottom-left of the POSServer screen is the current Running State of the
POSServer. The button is able to display in four different colours which represent a
different state the POSServer is in. This is a visual aid only and represents the
current state of the Idealpos Server Status.
Disabled
If the state is set to Disabled the service will not be able to be Started or Stopped
and the icon will display as RED.
Manual Stopped
If the state is set to Manual and the service is Stopped the icon will display as
GREY.
Automatic Stopped
If the state is set to Automatic and the service is Stopped the icon will display as
YELLOW.
Automatic/Manual Started
If the state is set to Manual or Automatic and the service is Started, the icon will
display as GREEN.
Backup Menu
The Backup Menu contains five choices which are Backup, Restore, Open Folder,
Retention and Additional.
Backup
This button will allow you to take a Backup of the system as it currently stands.
When this button is selected, you will be given the default location that backup will
be saved to, or you can select a location more appropriate.
The backup procedure will be performed and the file will be saved to the requested
location. There will be no confirmation the procedure has completed, as it will
happen quickly.
Restore
This button will allow you to Restore a Backup file from a previous state, and be used
instead of the current POSServer database. You also have the option to include the
log files associated with the backup file. This is generally used for error reporting and
bug fixing and not necessarily required if restoring a backup for use.
Once the file has been successfully restored a confirmation window will display. Press
OK to continue.
Open Folder
This button will open the default folder that contains the default backups that are
saved automatically based on the settings entered in the Backup Frequency.
Folders are named in reverse date context and will contain all backups for that date.
Retention
This slider will allow you to select how many days the backup folders will be saved
for. When POSServer backs up, it creates a file within the POSServer Backups folder.
After a set amount of days, the first folder to fall out of this date range will be
deleted.
Additional
This button will open another window that will allow you to add extra backup
locations. Extra backups allow you to restore the POSServer backup file in the event
the main POSServer location becomes unusable. Additional backups will delete the
previously created backups, so there will only ever be one additional backup in the
selected location.
It is important to remember that extra backups can slow the system down. A
maximum of five additional backup locations are able to be configured.
Press the Add button to create additional backup locations. Select the location of the
extra backup using the browse button. Idealpos recommends that this is a USB drive
attached to the standard POSServer Terminal which can be easily removed and
reconnected in case of issues.
The display window will show all Locations and Filenames for each backup.
Device Access
When devices want to connect to the POSServer, they will require you to manually
allow them. The device will be listed with a code which can be confirmed on the
device itself. The name of the device and date it requested access will be displayed.
Select the checkbox to allow the device.
Remove
You can remove a device by right-clicking and selecting remove.
Configuration
This button will allow you to make changes to the various details that can be
customized for the mobile application. This section will contain two different areas
that can be customized by the user. The defaults that are entered will work correctly
without any manual configuration.
Data
Indirect device.
Security
Service MetaData Select from True or False to publish the MetaData,
allowing clients to build Stubs against the
service /mex.
Access Code
This function will regenerate the Access Code for this POSServer which is displayed
at the bottom of the POSServer window.
Pressing this button will change the code to another randomly generated one.
Advanced Menu
The Advanced Menu allows you to perform specific operations that are used in
advanced circumstances.
Service
This button will allow you to change the way that POSServer Starts and Current
Service State. Any changes made here will directly affect the Running State of the
Idealpos Server.
You have the option to select Start or Stop. This option will toggle depending on the
current state of the service.
The Startup state can be set as Manual, Automatic or Disabled. If you change this
setting, the Set State button will be available to be selected to set the default state.
By default this is set to Manual. Automatic will be set if the POSServer is
programmed to run on a terminal.
Users
This button allows you to specify Users that have permission to access the
POSServer database. This is used in the event that you are configuring POSServer on
another system, or you want to disable it to make changes to your system without
disabling POS from using it. In an ideal scenario, POSServer would run on a server
as opposed to a POS Terminal.
Enter the details of the User you want to add.
System Reset
A Full System Reset will delete all details contained in the database and start a new
database with no data. You have the option of selecting to Delete all backup files if
you wish.
Enter the letters to spell CONFIRM which confirms you know what you are doing and
the damage that it can cause. The letters will grey out as they are pressed. They can
be pressed in any order.
A confirmation window will display when the reset has been completed.
PayPal
The PayPal menu allows you to configure options for the PayPal interface.
Options
The Options menu allows you to configure additional settings.
Interfaces
This will open a new window allowing you to select which interfaces are turned on or
off.
Clipp
Enable Clipp Interface.
POSServer Settings
POSServer must be installed, configured and used on installations of two or more
terminals. The POSServer will be able to be controlled by Site or POS Terminal.
Global Options
To access the POSServer settings go to Setup > Global Options > Miscellaneous >
POSServer.
POSServer Checkbox
POSServer does not become active until the checkbox is selected next to the
POSServer heading and an IP Address is entered that is the IP Address of the
terminal running the POSServer Service.
Address
Enter the IP Address of the terminal that the POSServer Service is configured to run
on.
POS # Override
This field will only display on POS Terminals that are using a POSServer Override
settings. This will allow only the terminals that are connected to the POSServer
Override IP to be actioned when using the Transfer, Clear Data and Reset options.
Order Numbers
Order Number range fields will not display until the checkbox has been selected.
Enter the range of Order Numbers assigned to the POS Terminals.
Timeout
This is the amount of time in seconds that POS waits before confirming that it cannot
connect to the POSServer.
Centralise Points
If you are offering Loyalty Points to your customers you can select this checkbox to
ensure that, in the case of communications breakdown between the POS Terminals,
customers cannot redeem more points than they are entitled to.
Floating Clerks
If you want to use the Floating Clerks feature, the POSServer needs to be configured
and this checkbox selected. This function can be toggled using a User-Defined button
on the POS Screen in the event that the POSServer is offline.
Transfer
This field allows you to transfer Customer Points and Table Data from the local
Access database to the POSServer.
It will only become available when an option is selected to be transferred.
This function is generally only used when first setting up the POSServer and you
want to transfer all current local data to the POSServer. This will only transfer what
is on the local terminal. If it is missing data for any reason, the data transferred will
be incorrect. If a POSServer Override IP has been entered, this will only apply to
terminals that link to the override IP.
You can differentiate between transferring Customer Points or Table Data or you can
send both.
When you press Send you may need to enter your Admin Password.
POSServer will be updated with the new information and a window will display to
confirm the transfer has completed. Press OK to complete the process.
Clear Data
This function will allow you to clear data from the currently running POSServer. It
will only become available when an option is selected to be cleared.
No data will remain in the database that relates to Customer Points or Table Data.
This function is generally used when you are adding a POSServer that is new and the
data contained in the database is not current and will be updated. If a POSServer
Override IP has been entered, this will only apply to terminals that link to the
override IP.
You can differentiate between clearing Customer Points or Table Data or both.
When you press Clear you may need to enter your Admin Password.
POSServer will be updated with the new information and a window will display to
confirm the clear has completed. Press OK to complete the process.
Reset
This field allows you to Reset the Order Numbers and Locks within the POSServer. If
a POSServer Override IP has been entered, this will only apply to terminals that link
to the Override IP.
Order Number
This button will reset the Centralised Order Numbers to the first number specified in
the Oder Number Range fields.
A window will open to confirm you want to reset the order numbers.
Locks
This button will allow terminals to reconnect to the POSServer database if a request
has caused data to be locked. Data is locked when a POS Terminal accesses it for
use to stop other terminals from accessing the same data.
A window will open requiring you to confirm you want to release locks.
There is no limit to the amount of POSServers that can consecutively run within an
environment. It is a recommendation however, to use Sites where possible, or
remove this functionality altogether.
To access the POSServer Override settings go to Setup > POS Terminals > Modify
required Terminals > Miscellaneous > POSServer.
POSServer Override IP
Enter the IP Address of the terminal that the alternative POSServer is running on.
You can set this for as many secondary terminals as you wish.
Automatically Reconnect
This checkbox will force the terminal to automatically attempt to reconnect to the
POSServer in the event that it has been disconnected.
POSServer Communications
POSServer will display messages within the POS Screen when there have been
changes in the way POSServer is behaving.
POSServer communicates on port 11000 and 11001, which may need to be allowed
through your firewall.
POSServer Communicating
If the POSServer has dropped communication and reconnected, a window will appear
that displays the POSServer has communications. The POSServer will have locked
any POS operations while it retrieves the data requested.
If POSServer Fails
In the event that the POSServer or the PC hosting POSServer fails with no chance of
an easy recovery, it is possible to restore a POSServer Database Backup to another
terminal. The details that are contained within the backup will be determined by the
settings that are used in the POSServer Configuration Backup menu.
POSServer Failed
There are seven steps needed to get POSServer back up and running.
1. Take a Backup of POSServer from the main POS Terminal that is
automatically saved, either from the default location or alternative backup
location. If the terminal is unable to be used or a backup cannot be taken you
cannot restore a database.
2. Copy that file to a USB and save it to the second POS Terminal that will
become the POSServer. If you are using a USB stick as a secondary backup
location, a recent backup will be stored on this media.
3. Double-click this file and you will be prompted to restore the backup.
4. Open the POSServer Configuration and ensure the POSServer is running.
Configure any alternative backups again on this terminal if you want
(Recommended).
5. Open Idealpos and go to Setup > Global Options > Miscellaneous >
POSServer > Change IP Address to the new POS Terminal with POSServer
running > Save.
6. A warning message will open to inform you that you are about to lose all data
the terminals are currently using and replace it with the restored database.
This is a very important message. Press Yes to accept and proceed.
7. POSServer will now be running and configured on the new terminal. You do
not need to restart any Idealpos software for this to take effect.
Price Levels
Price Levels
Idealpos allows for multiple Price Levels to be used throughout the transaction
process. Over the years the program has evolved to include a multitude of Price
Levels based on varying functions and actions that can be used within a sale to
change, or inhibit changing of a price level.
Price Levels can be linked to a variety of sources used within a transaction, while
also being linked to automatic functions decided by Date/Time, Terminals or Clerks
to name a few. Price changes can occur during a sale and remain in place for the
duration of the sale, continuously to all subsequent sales, or on single items only.
Some price changes will affect all items within the sale, or items entered only after
the price change has been in effect.
This document will attempt to give as much information as to how Price Levels can
be changed and which one is used and when. The hierarchy of which Price Level
takes precedence over another can depend on many different settings that, if not
understood, can create havoc. If you find that we have not clearly demonstrated how
a price has been changed, or you have an example of a situation we have not
covered, we would really like to add it to this document so others may benefit.
The image below shows a general guideline for how a stock item will behave with
regards to various Price Level changes that can take place during a sale. When this
diagram was created, it was setup to change the price until end of sale. In all cases
of the below guide where possible, the price levels have been changed before a stock
item has been added to the sale.
Settings
There is any number of additional settings that can impact how and when price levels
can and will be overridden, inhibited, or a combination of them all. These additional
settings will affect price level changes in different ways to the standard Price Level
change functions.
Global Options
Go to Setup > Global Options.
Continuous
Customer Type
Customer Type
Yes/No Options
Go to Setup > Yes/No Options.
Customers Tab
Receipt/Kitchen Tab
Restaurant Tab
Users
Go to Setup > User Permissions > Users other than Admin > Clerk Permissions >
POS > Price Levels.
Clerks
Go to Setup > Clerks > Add/Modify > Permissions > Price Levels.
Clerk
Go to Setup > Clerks > Add/Modify > Default Price Level.
The Clerk can be permitted to only use specific price levels by programming
Permissions. When a price level has been inhibited for a clerk, this has additional
limitations.
Any clerk that is also linked to a User account that has modified the Price Level
Permissions will also be affected.
Go to Setup > Users > Add/Modify (other than Admin) > Clerk Permissions > POS >
Price Levels.
Clerk/User Permissions will not override the Default Clerk Price Level.
Where the Clerk/User Permissions Price Levels behave differently to other price level
changes, is that they will display a warning message when the new Price Level is
unable to be used by that clerk.
POS Terminal
Each POS Terminal is able to be locked to a price level by default.
Go to Setup > POS Terminals > Add/Modify > Miscellaneous > General > Lock Price
Level to.
Buttons
It is possible to link a button to a price level which will change the price level for a
single item or until the end of the sale. You can configure as many price level
buttons as you want.
Go to Setup > POS Screen Setup > POS Screen > Layouts > Buttons > blank button
> Price Level function > Enter the price level code in the automatic text field.
Grid/Menu
Grids/Menus can be linked to a price level that will change the price of the item for
all items within the grid, or keep the price level used within the grid active for all
subsequent items entered after the grid items. Each Grid is able to be locked to its
own individual price level directly on the grid programming.
Go to Setup > POS Screen > Grids/Menus > Add/Modify > Price Level.
Customer
Each Customer is able to have his or her own individual price level linked to their
account. This is configured in the same area where you edit their personal details like
Name, Address etc.
Go to File > Customers > Customers > Add/Modify > Price Level.
Customer Type
A Customer Type can be linked to a Price Level which will be used if the Customer
does not have a personal price level linked to their account.
Go to File > Customers > Customer Types > Add/Modify > Price Level.
Customer Date
The Customer Date Price Level is activated only on the date entered in the
Customers DOB or 2nd Date fields.
Go to Setup > Global Options > Customers > Customer Date Function > Change
Price Level to.
StarrServer
If you are using Idealpos in conjunction with third-party gateway gaming interface
StarrServer, you can use a specific price level for them.
Go to Setup > POS Terminals > Add/Modify > Miscellaneous > StarrServer > Price
Level.
Sale Type
It is possible to link a Sale Type to a Price Level when programming the button. A
price level linked in this way may override some other price level settings.
Go to Setup > POS Screen Setup > POS Screen > Layout > Buttons > Sale Type
function > Price Level.
Go to Setup > POS Terminals > Add/Modify > POS Settings > Price Level Mapping.
Date Range
Group By Department
Compare Actual Sales of All Existing Price Levels, Each Individual Price Level
This report allows you to compare the actual price level of items sales with other
price levels.
Promotions
Promotions in Idealpos
Promotions provide advanced discount functionality that can be applied automatically
to a sale, based on combinations of rules and options.
Can have the same Stock Item belong to more than one Promotion.
Can have the same Department belong to more than one Promotion.
Promotion Groups. Can Group similar Promotions together.
Can be used for Combo Deals. I.E, buy Burger, Chips & Drink for a Discounted
Amount.
Supports Multi Trip Qty and Amount Level for up to 3 Levels per Promotion.
Multi-Buy Promotion for same item but with different discounts amounts for
different trip levels.
Can Include/Exclude POS Terminals from Promotion.
Can Include/Exclude Customer Types from Promotion.
Shelf Labels can be printed.
Search Promotions by Description
Advanced Tab
The Advanced tab provides you with a User-Defined Text field that allows you to add
in specific codes supplied by Idealpos for additional Promotion functionality. This
section will not be used unless specified by Idealpos for your current installation.
Go to File > Sales > Promotions > Promotions > Modify > Advanced > User-Defined
Text.
Pressing this button will show all promotions that the Stock Item or Department is
also used in.
= Discount on Item
Using this formula we can apply that to any item included in the sale affected by the
promotion. For example, if we sold Becks for $6 and Corona for $4 for a total of
$10.00 with a 40% discount, the formula would apply to each item as follows.
Becks
6.00
10.00
4.00 = 2.40
Corona
4.00
10.00
4.00 = 1.60
The Discount Amount is $4.00 and will be divided equally between all items within
the sale relating to the promotion. Any other items will not be affected.
To select multiple items you will need to use the Ctrl key to select items one at a
time, or you can select a range using the Shift key.
Once items have been added to the promotion the Delete and Promotion Link
Enquiry buttons are able to be used on highlighted items.
The Delete button will remove the highlighted line from the list, there is no
confirmation. Highlight the first item in the list you want to delete and hold down the
Shift button while you select the last item in the range you want to remove. You
can only remove items consecutively from the list.
The Promotion Link Enquiry button will display all the other promotions the selected
item is used in.
Each promotion can only ever use one promotion discount type. Stock Items and
Departments are able to be used in multiple promotions and will be calculated on a
priority basis.
It doesnt matter how many items are purchased within the sale.
Multiple of two beers will receive the discount, but any odd amounts will only
discount the cheapest possible items.
The discount will only apply when an item from both Condition Sets has been
purchased.
The item that is to be given away for free does not need to be entered into the sale,
but will be automatically entered when the sale is finalized.
The discount amount is calculated only on the cheapest item within the sale and
distributed amongst all items within the promotion.
The discount is calculated and then distributed evenly across all items contained in
the promotion.
The discount is calculated on the most expensive item within the sale and applied to
other items relevant within the sale.
Promotion Groups
Promotion Groups are used to sort similar Promotions and will allow you to sort the
Promotions by Group in the Promotions Grid. There must be at least one Promotion
Group to link a Promotion.
Promotions Grid
The Promotions Grid will display Promotions and use the following columns.
Expired Promotions
Any promotion that is outside the date allowed will show as expired. This can then be
edited or removed.
To Change the Priority Level, press the Change Priority Button located at the bottom
left hand corner.
The Change Priority button will change to Lock Priority and two directional buttons
will appear, which you use to change the priority of the highlighted Promotion. You
can also use the mouse to drag the promotion up or down.
Once all changes have been made, press the Lock Priority button.
Copy Promotion
The Copy button allows you to copy a promotion, where you can then change
minimal details and save it as another promotion.
Highlight the Promotion you want to copy and press the Copy button.
Idealpos will create a new promotion and open the promotion screen to edit the
promotion details. Once you have completed all the changes, exit and save.
The new promotion will be saved in the list as the new name you created in the
lowest priority setting.
Promotion On/Off
Promotions can be turned On/Off direct from the POS Screen. This may be used for
refunding items or inputting transactions that should or should not trigger a
promotional event.
Go to Setup > POS Screen > POS Screen Setup > select Layout > Buttons >
Promotions On/Off. If required, you can enter a password for this button, will be
required to be entered before the promotion settings will toggle.
Password Protection
Before the Promotions can be turned off, you will be required to enter the password.
Promotions Off
When you press this button a message will appear warning Promotions have been
turned OFF. The words *PROMOS OFF* will display in yellow in the bottom righthand corner of the POS screen.
Promotions On
To turn on the Promotions, either Press the Promos On/Off Button, press Promos Off
text or Close the POS Screen and re-open it.
Promotion Examples
There are many different ways that promotions can affect both the customers
discount and the profit you can make. It is important to realise how these differences
will affect any business.
Even though we purchase two milks, that promotion is not tripped as it is not a
higher priority.
The discount that will apply to this sale is a difference of $0.30c. Small change in
some circumstances but will add up over time.
In this example we are using the same bottles of wine for both promotions, but
depending on how many you buy in the one sale in total will depend on which
promotion is tripped. To create these promotions simply create one, and then copy
that promotion and change the details.
Quantity Trip
In the following example we have set the trip at 2 items, and a fixed price will be $5
total.
Amount Trip
In the following example we have set the trip at $10.00, and the unit price will be $3
for each item.
In the example below we have sold 2 cartons, and the promotion shows as being
tripped twice.
In the example below we have sold 2 cartons, and the promotion is only tripped
once.
Promotion Filters
Promotions can be configured to trip only on specific POS Terminals, or when specific
Customers are added to a sale. This allows you to target a certain clientele.
Promotion Labels
Format: Select from a pre-designed format to use for the label selection.
Data Type: Select Promotions from the drop-down menu.
Output To: Select how you want the labels. DesignPro and Text.
Format File: This is the file created in Avery DesignPro which is used a template for
all labels.
Data File: This is the file that Avery DesignPro reads to get details for printing on
the labels.
Save Format As: Enter a name for the format you have created and save it for use
as a default. It will then be available in the drop-down menu of the Format option.
Only one Promotion can be selected at any one time, however they will be added to
the grid automatically.
When you have selected the Promotion you want to print, press the Export button to
send the labels to the selected settings.
This report shows the promotions activated and the totals within each.
Purchase Categories
Purchase Categories in Idealpos
Purchase Categories are responsible for organising your purchases into different
categories for reporting purposes. They are simply the way that you wish to group
the purchase history of your items.
You may like to divide your purchases into Food and Beverage, Alcoholic and NonAlcoholic, Pre-packaged Food or Raw Materials. A total of 99 purchase categories can
be used.
Press the Add button to add a new category, Modify to change any details, or Delete
to remove the category.
CLUBline GL Code is not required unless using CLUBline third party software
interface.
Go to File > Stock Control > Stock Items > Modify Stock Item > General >
Purchasing > Purchase Category > Enter the number that corresponds to the
category you wish to link the item to, or use the drop down menu to search > Save.
Once a Purchase Category has been linked it will display both the Code and
Description of the linked Purchase Category.
Raffles
Raffles in Idealpos
The Raffles function is used to sell tickets and award prizes to a random number of
tickets within a specified range. Raffles will be allocated their own unique identifier
that will change as each raffles prizes are awarded. Although raffles can be reissued, each consecutive raffle will be allocated the next available raffle code.
POSServer will need to be configured before using this feature.
Programming Raffles is done through the Promotions menu. There is no limit to the
amount of raffles that take place at any one time, nor are there are any priorities.
Raffles are sold by linking to a Stock Item in the database to sell tickets, therefore it
is not possible to use the same stock item in more than one raffle.
When a customer purchases a raffle ticket a receipt will be issued to them with all
the ticket numbers they have purchased. It will also include other details specific to
that raffle. No customer tracking is performed for raffles, so if the customer loses
their receipt with the raffle tickets it is lost.
Raffles can be accessed by going to File > Sales > Promotions > Raffles.
Raffle Setup
POS Screen Setup
You need to create a button on the POS Screen which will be used to generate a
winner when the raffle is to be drawn. This button will access all current raffles that
have had tickets sold.
Go to Setup > POS Screen > POS Screen Setup > Select Layout > Buttons > Create
a button using the Raffles function.
Configure Raffles
Before raffle tickets can be purchased you need to configure a raffle that is linked to
a stock item. A stock item can be an existing item that issues a ticket each time it is
sold, or you can create raffle specific stock items for use only with raffles.
The raffle window is broken up into 3 different sections called Raffle Details, Ticket
Sales and Tickets.
Raffle Details
Code
code.
This field will be automatically allocated for you as the next available
Enter the Stock Item Code that triggers the sale of tickets for the
raffle. Each time this item is sold a ticket will be issued from the
receipt printer. You can search for the stock item using the arrow
button.
Ticket Sales
POS Range
Enter the POS Number that are able to sell items that link to Raffle
Tickets. Items that are sold on POS Terminals not within this range will
NOT issue tickets.
Time From
from.
Enter the time in 24 hour format that tickets are able to be issued
Day/s
Use the checkboxes to select which Day/s will be able to issue tickets.
Checkbox
Allow selling of new tickets after raffle is drawn If this box is left
un-checked, items linked to this raffle will be unable to be sold. Check
this box to allow ticket sales.
Ticket Limit Enter the total amount of tickets that you want to sell for entry into
this raffle. If you dont have a limit required 0 will be displayed.
Warn When Enter the total amount of tickets that are to remain, which will trigger
a message on-screen to the operator informing them. This will only
apply if a Ticket Limit has been entered.
Tickets
Header Graphic Number This is the corresponding Logo number that is allocated
to the logos that are stored on the receipt printer. You
can create custom logos for the raffle being used or
leave this set to 0 for no logo.
Footer Text
Go to File > Sales > Promotions > Promotion Groups > Add > Create a Raffles Group
> Save.
Go to File > Sales > Promotions > Promotions > Add > Create 2 Promotions for the
bulk ticket purchase.
Below example is for a 10 Ticket purchase. If your raffle items are a different price
you will need to create a promotion for the stock items only.
Below example is for a 5 Ticket purchase. If your raffle items are a different price
you will need to create a promotion for the stock items only.
Finalize the sale and the receipt printer will print the raffle tickets. The raffle ticket
receipt will print out the following information (Example in brackets):
Raffle Code: (9-4) The first number indicates the code of the raffle, and the
second number indicates how many draws the raffle has been run for.
Transaction #: (26-1) This is the audit number of the POS Terminal that
performed the sale.
Purchase Date: (26 Aug 2011 15:00:29) The date and time the tickets were
purchased.
Ticket Quantity: (10) This is the number of tickets purchased during this
transaction.
Raffle Numbers: (4 5 6 7 8 9 10 11 12 13) These are the numbers that you
have purchased for the raffle. The first and last number purchased will be larger than
the others.
Drawing Raffles
When it comes time to draw a raffle, press the Raffle button that you created on the
POS Screen.
Any raffle that has been created in the database is able to be drawn. A new window
will open displaying all available raffles.
Select the Raffle you want to draw from the list and a new window will open. Raffles
can be drawn at any time, the selection of the raffle is not limited by the Ticket
Sales.
Raffle Number The raffle number that was allocated when the tickets were
purchased.
Total Tickets Sold The total amount of tickets that have been sold for the raffle.
Drawn If the raffle has been drawn previously it will display how many times.
Reset Raffle
Pressing this button will clear all ticket numbers that were purchased for the raffle,
and change the Raffle Number. This button will show different messages depending
on the progress of the raffle.
You cannot reset a raffle if it has not yet been drawn. This prohibits you from selling
tickets and not allocating a winner.
If tickets have not been sold for a raffle, there is no need to reset it.
Generate Winner
Pressing this button will generate a random winner from the tickets that have been
sold. This message will change depending on the progress of the raffle.
You will need to confirm you are about to draw the raffle.
Idealpos will generate a random winner from the tickets sold and display a winning
ticket.
A receipt will also print to the receipt printer with the winning ticket number.
Raffle Code The code of the raffle that has been drawn.
Raffle Name The name used to describe the raffle.
Draw Number The amount of times the raffle has been drawn.
Date Drawn The date and time the raffle was drawn.
Entries The total amount of entries that were purchased for the raffle.
Winning Number The winning ticket number for the draw.
Range Programming
Range Programming Stock Items
Range Programming allows you to change one field of multiple stock items at a time
by selecting a range of items. Not all Stock Item fields are able to be changed in this
way, but there is a large selection available.
You can access the Range Programming Stock Items by going to Utilities > Range
Programming > Stock Items.
From the drop down list select the field you want to change and the detail you want
to change.
A completed window will display when all changes have been made.
Receipt On/Off
Receipt On/Off Function
This function is used to turn the receipt to auto print after every sale on or off. You
can configure this button by going to Setup > POS Screen > POS Screen Setup >
Select Layout > Buttons > by default Idealpos will create the button on the Admin
Tab.
If Receipts are set to be off and the Tender is set to force print a receipt, the tender
will override the POS Screen setting.
Paid Out functions are named as PAID OUT 1 through to 4 in the Functions menu.
They are not required for Gift Vouchers and Credit Notes.
Information on setting up Gift Vouchers and Credit Notes can be found in the Help
Guide under those headings.
You can access these functions by going to Setup > Functions > Modify the selected
operation.
First you will need to create both buttons by going to Setup > POS Screen > Layouts
> Buttons. The function will need to be linked to the appropriate Received on
Account or Paid Out setting.
Press Enter to go to the Tender screen. Most likely you will press Cash to take the
money and buy something. You will see the POS Screen inform you to take $25
change.
Using Paid In
Log a clerk onto a sale > enter the amount you want to add to the drawer > select
Paid In.
Press Enter to go to the Tender screen. Most likely you will press Cash to receive the
money. The cash drawer will open to add the change to the drawer and the receipt
to reconcile the difference.
The Financial Report will itemise the different Paid In and Paid Out functions.
Refunds are used to put stock items that have previously been sold, and returned for
any number of reasons, back into stock to be controlled, either by way of writing
them off or reselling them.
Credit Notes are used for giving customers who have made a purchase, but instead
of giving them a tender refund, they receive a credit note to the value of the
returned goods to spend in your store. This is commonly called an Exchange or Store
Credit.
If item/s the customer is returning were purchased at a full price but are now
included in a promotion, it is a good idea to make sure that promotions are turned
off for the refund to be calculated correctly.
Receipt Message
This area is used to input the conditions you want to inform customers of when
issuing Credit Notes. This message can be very long if required, but will print out on
the receipt each time.
Customer Type
Customers who receive a Credit Note are automatically added to your Customer
database for tracking purposes. This enables you to add them to a specific type to
keep them organised.
Reason 1 10
Enter the different reasons that a customer has for returning an item and not
receiving a refund. You only need to enter 1 reason.
Yes/No Options
Go to Setup > Yes/No Options.
You will need to enable the Credit Note Tender for use when a customer wants to use
one to buy another item. This option is located on the Tender tab.
If you want to give Cash Out when using this tender, you will need to enable it from
the Tender tab.
Functions
Go to Setup > Functions > Received Account (4) > Modify > change Description to
Credit Note > select Credit Note option > Save.
Go to Setup > Functions > Tender (select one) > Modify > Credit Function > Open
Cash Drawer > Credit Note Tender > Save.
Clerks that are linked via User Permissions have more options on what you can and
cannot allow. Go to Setup > Users > Modify > Clerk Permissions > POS > Credit
Notes > Edit Credit Notes > Refund.
Refunds
There are any numbers of local laws governing the use of refunds and it is your
responsibility to know yours and your customers rights. A refund will allow the
customer to receive their money back in the same tender they purchased the goods
with. This will also put any returned items back into stock for the purpose of stock
control. Any items once they have been returned, can be resold, returned to supplier
or written off.
There are 2 ways to use the refund function, but they will both perform the same
result. The first way is to press the Refund button on the POS Screen, then select the
items you wish to return. The second way is to select items you want to refund, then
highlight them on the screen and press the Refund button.
Refunded items within the sale will change colour to RED and be highlighted with the
word *** REFUND*** in the description line.
When returning items via the refund function, it is a good idea to return the
customers money in the same tender that they initially purchased the goods with.
This will ensure that your records are kept up to date.
Credit Notes
Credit Notes are used for the returning of goods into your store, but instead of giving
them back the tender they purchased with, you give them a Credit Note to the value
of those goods in your store. It acts like a Gift Voucher in that it cannot be redeemed
for cash, and must be spent in your store.
Enter a Customer Name and select a reason for the return and press OK.
If selected, a receipt will print from the default receipt printer with all details of the
Credit Note.
If you want to search for the Credit Note using the customer name, press Name
Search. Once you start entering the Customer Name, all Credits Notes that match
will be displayed. Highlight one and select Use This Name.
Bought
Expires
Depending on the User Permissions allowed, there will be the option to perform some
functions.
Print
View History - Will display all Transactions that have taken place regarding the
Credit Note.
Edit
OK
This report will display all financial information of the specific functions used for the
duration of the selected date range, and will detail the totals for each function that
has been recorded through the POS Screen. This report will not display any amounts
that have been entered as a Cash Declaration.
Financial Trend
Go to Reports > Financial > Financial Trend Report.
This report will allow you to see the trend of the selected range for the financial
functions over a spread of data selections. You are able to see at a glance figures
that stand out as incorrect or need attending.
Credit Notes
Go to Reports > Sales > Credit Notes.
This report will show the Credit Note details dependent on the options selected.
Reports
Reports in Idealpos
Idealpos breaks the reports into seven groups, with many reports contained within
each group.
These
groups are:
Financial
Sales
Stock Control
Purchases
Customers
Employees
Restaurant
Where applicable, each report will have a Date Range to select from, along with
other fields that help drill the report down to the information you require.
Last Hour
Last Week
Last Month
Last Year
Last Financial
Year
All Dates
Custom Date
Sessions (On
selected reports
only)
In some cases there may only be a single field to select from as a range. This allows
you to customize the report fully, but entering the details specifically you want to
find. E.g. 1-3, 5, 7-11.
Each report has the ability to be Printed, Exported, Save as PDF or Emailed. A
number of reports have an option to set the selections as Default. All reports are
able to be configured as a shortcut, and can also be used in the Scheduled Reports
module.
Some reports will display a small green database graphic beside them. This indicates
that the report is generated from SQL data.
Go to Setup > Global Options > Other Options > Email Settings > Default Message
when sending Reports/Default Message when sending Customer Statements/Invoices
Financial
The Financial group has four main reports that are available which are:
Financial Report
Financial Trend
Financial Summary
Clerk Financial
This group of reports contains all financial transactions that take place through the
POS using the multiple functions available.
Financial Report
This report will allow you to use the following options:
Date Range
Group By POS System, Clerk, Location, Site (Only available with HO & SM
Modules)
Selection Range Clerk Code, Clerk Name, Location, POS System, Site (Only
available with HO & SM Modules)
This report will display all financial information of the specific functions used for the
duration of the selected date range, and will detail the totals for each function that
has been recorded through the POS Screen. This report will not display any amounts
that have been entered as a Cash Declaration.
Total Sales (Inc Tax) amount will only display on terminals using the Canada/USA
Regional setting.
Financial Trend
This report will allow you to use the following options:
Date Range
Group By POS System, Location, Graph
Options List, Comparison, Group (Hourly, Weekday, Daily, Weekly, Monthly,
Quarterly, Yearly), Filter
Selection Range Clerk Code, Location, POS System, Site (Only available
with HO & SM Modules)
This report will allow you to see the trend of the selected range for the financial
functions over a spread of data selections. You are able to see at a glance figures
that stand out as incorrect or need attending.
Financial Summary
This report will allow you to use the following options:
Date Range
Report Option Groups (DateTime, Location, POS, Clerk), Sub Groups, Fields
(Nett Sales incl. Tax, Nett Sales excl. Tax, Cost of Sales, Margin, GST,
GST FREE, Number of Transactions, Number of Sales, Covers, Total FOOD,
Total BEVERAGE, Other Categories), Date Filter (Hourly, Weekday, Daily,
Weekly, Monthly, Quarterly, Yearly, Session), Condensed Format, One Page
per Group
Selection Range Clerk Code, Location, POS System, Site (Only available
with HO & SM Modules)
This report requires you to select specific fields before any data will display.
Clerk Financial
This report will allow you to use the following options:
Date Range
Group By POS System, Location, Site (Only available with HO & SM
Modules)
Sort By Clerk Code, Clerk Name, Sales Amount, Transactions Qty, Items
Qty, No Sales Qty, Refunds Qty, Refunds Amount, Voids Qty, Voids Amount,
Void Entire Sales Qty, Void Entire Sales Amount, Cash Tenders, Non-Cash
Tenders
Selection Range Clerk Code, Clerk Name, Location, POS System, Site (Only
available with HO & SM Modules)
This report will detail each clerk and the functions that have been used. It gives you
quick access to advanced function details like Voids and No Sales.
Sales
The Sales group has twenty one main reports that are available which are:
Stock Item
Hourly Sales
Stock
Sales
Clerk Sales
Remaining
Stock Item
Weekly Sales
Inactive Stock
Sales Trend
Weekly Sales
Pending Sales
Department
Trend
Promotions
Sales
Journal History
Price Level
Department
Cash
Comparison
Sales Trend
Declaration
Gift Vouchers
Sales Categories
Best/Worst
Credit Notes
Grouped Sales
Sellers
Coupons
This report will show the breakdown of sales by Stock Item. This is a good report for
viewing the total quantities of a particular item, or items within a specific
department, when trying to achieve sales goals.
This report will display the Stock Item sales breakdown over a selected range.
Department Sales
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By POS System, Sales Category, Location
Options Include Graph
Selection Range Code, Description, Sales Category, Location, POS System
This report will provide a breakdown of each Department sales. This report is able to
be printed to the receipt printer by using the relevant function in the POS Screen
programming.
This report will display the Department sales breakdown over a selected range.
Sales Categories
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By POS System, Location
Report Type Stock Items, Departments
Options Include Graph
Selection Range Code, Description, Location
This report will display the totals for Sales Categories over a defined period. Sales
Categories group Departments.
Grouped Sales
This report will give you the following options:
Date Range
Exclude Discounts
The grouped sales report generates one report with the ability to cascade through
the report. The first level is sales categories, by double clicking on this you are taken
to the department totals. Double click on a department and the stock items that
make up this department are displayed. By double clicking on the stock item the
report displays the time and date of the sales, the clerk that sold them, quantity sold
and the sale price.
Hourly Sales
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By POS System, Location
Options Summary, Include Graph
Report Type Stock Items, Departments, Sales Categories
Grouping Intervals 60 minutes, 30 minutes, 15 minutes
Clerk Sales
This report will give you the following options:
Date Range
Sort Order Code, Description
Report Type Stock Items, Departments, Stock Item Price Levels, Stock
Items by Hour, Stock Items by Supplier
Options Include Graph
Selection Range Clerk Code, Clerk Name, Stock Item, Department, Site
(using HO/SM only)
Weekly Sales
This report will give you the following options:
Date Range
Report Type Clerk Sales, Department Sales, Sales by Hour, Sales by
Location/Hour
Options First Day of Week, Include Graph
Selection Range Clerk Code, Clerk Name, Stock Item, Department
This report will display the selected sales total amounts breakdown by weekday.
This report will display the totals as a trend over the weekday.
Journal History
This report will give you the following options:
Date Range
Group by Clerk, POS System, Location
Options Show Totals/Tendering
Selection Range Clerk Code, Clerk Name, Location, POS System
Cash Declaration
This report will give you the following options:
Date Range
Sort Order POS System, Date
Option Show Footer
Selection Range Shift End, POS System, Clerk Code
This report will show the details of the Expected, Actual and Variance totals of the
End of Shift function.
Best/Worst Sellers
This report will give you the following options:
Date Range
Sort Order Sales Amount, Sales Quantity, Profit Amount
Report Type Best 100 Sellers, Worst 100 Sellers
Group By Location, Supplier
Selection Range Code, Description, Department, Location, Supplier
This report will display the Best or Worst Stock Items of up to 100 items.
Stock Remaining
The report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department, Supplier
Options All Items, Only Items with Sales, Out of Stock, Out of Stock with
Sales, Reached Re-Order Level, Hide Stock Item Totals, Hide Location Totals
Selection Range Stock Code, Description, Department, Supplier, Location
This report will show the stock remaining from the current stock level after sales.
Inactive Stock
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department, Location
Selection Range Code, Description, Department
This report will display all items that have not been sold within the selected date
range.
Pending Sales
This report will give you the following options:
Show Bar Tabs only
Group by Order Date
This report provides a complete list of all pending sales as well as the items within
each sale.
Promotions
This report will give you the following options:
Date Range
Group By POS Terminal, Site
Report Type Promotion Summary by Type, Promotion Details by Item
Selection Range Promotion Group, Site and POS System
This report will also show any Automatic Customer Discounts grouped by
percentage.
This report shows the promotions activated and the totals within each.
This report allows you to compare the actual price level of items sales with other
price levels.
Gift Vouchers
This report will give you the following options:
Report Type Gift Vouchers, Gift Voucher Redemptions
Vouchers Bought Date Range
Gift Voucher Type Range
Vouchers Expiring Range
Report Options All Unredeemed, Totally or Partially Redeemed, Expired
Unredeemed, Group by Amount
This report will show the Gift Voucher details dependent of the options selected.
Credit Notes
This report will give you the following options:
Credit Notes Issued Date Range
Credit Notes Expiring Date Range
Report Options All Unredeemed, Totally Redeemed, Partially Redeemed,
Expired Unredeemed
This report will show the Credit Note details dependent on the options selected.
Coupons
This report will give you the following options:
Report Type Outstanding Coupons, Coupons Redeemed
Coupons Printed Date Range
Coupons Expiring Date Range
This report will detail the coupons that have been activated.
Stock Control
The Stock Control group has ten reports that are available which are:
Stock Movement
Stock Levels by
Write-Off
Stock
Location
Category
Transaction
Stock Transfers
Re-Order
Stock Valuation
Stock Write-Offs
Stock Ordered
Price Changes
Stock Movement
This report is able to give the following options:
Range Selection Standard Date Range, Stocktake Period Range
Date Range
Sort Order Code, Description
Group By Department, Sales Categories, Location, Stock Item
Options Stock Value Summary by Location, Condensed Report, Include
Valuation at Current Average Cost, Include Stock Items Without Movement
Within Date Range, Word Wrap Descriptions, Decimal Places on Quantities
Selection Range Stock Item, Department, Location
This report will detail all the possible movements recorded for each stock item in the
selected date range.
Stock Transaction
This report will give you the following options:
Date Range
Group By Stock Item, Location
Type Option Sales, Layby
Selection Range Code, Description, Department, Location
This report provides a detailed list of stock transactions that have been performed.
Stock Valuation
This report will give you the following options:
Sort Order Code Description
Group By Department, Supplier, Location
Options Cost Price for Valuation (Average Cost, Last Cost, Standard Cost,
Selling Price), Negative Stock Levels Only, Layby Levels Only, Valuation
Includes Laybys, Summary (available only when Group by Location is
selected)
Selection Range Code, Description, Department, Supplier, Location
Calculates stock level multiplied by costs price to total the valuation of stock.
This report will show the current stock levels for the stock items in the corresponding
locations.
Stock Transfers
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department, Location
Report Type Transactions
Options Show Cost, Hide Items (only when Transactions Report Type
selected)
Selection Range Code, Description, Department, Location
Stock Write-Offs
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department, Location, Sales Category
Selection Range Code, Description, Department, Location
This report will detail any stock write offs that have been performed.
Write-Off Category
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Location
Selection Range Code, Description, Location
This report will display the write off categories and the value written off for each.
Re-Order
This report will give you the following options:
Sort Order Code, Description
Group By Department, Supplier, Location
Options Use Supplier Stock Codes, ReOrder Forms, Show All Items
Selection Range Code, Description, Department, Supplier, Location
This report is used in conjunction with par levels to help maintain a set level of stock.
Stock Ordered
This report will give you the following options:
Date Range Order Date, Delivery Date
Sort Order Code, Description
Group By Delivery Date, Location, Supplier
Options Show Outstanding Items Only, Consolidate Items, Condensed Order
List, Consolidate Site Items (Only available with HO & SM modules), Show
Ordered, Show Quantity x4, Outstanding, Show Cost, Decimal Places on
Quantities
Selection Range Code, Description, Department, Supplier
This report will show details of the stock that has been ordered.
Price Changes
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department, Supplier
Options Change % Threshold, Selling Price Changes, Cost Price Changes
Selection Range Code, Description, Department, Supplier
This report will detail the stock items that have had a price changes.
Purchases
The Purchases group has six reports available which are:
Purchase
Supplier
Category
Transaction
Stock Purchases
Supplier Tax
Purchase Orders
Report
Supplier Trial
Balance
Purchase Category
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Location
Selection Range Code, Description, Location
Stock Purchases
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department, Supplier, Location
Selection Range Code, Description, Department, Supplier, Location
This report will show an overview of stock purchases and returns by stock items.
Purchase Orders
This report will give you the following options:
Group By Supplier
Supplier Transaction
This report will give you the following options:
Date Range
Group By Supplier, Location
Options Invoice Details
Selection Range Supplier Code, Supplier Name, Location
This report will display the transactions that have been allocated to each supplier.
If you change the Process Date to be something other than the Invoice Date, the
word Processed will be displayed with the new date.
This report will display the tax that has been associated with each invoice.
This report will display the amounts that have been purchased from a supplier.
Customers
The Customers group has twelve reports available which are:
Customer Sales
Inactive
Customer
Customers
Journal History
Layby
Customer Points
Transactions
Customer
Layby Report
Spending
Customer
Best Customers
Invoices
Customer Trial
Balance
Customer
Account
Transactions
Customer
Statement
Customer Sales
This report will give you the following options:
Date Range
Sort Order Code, Last Name
Selection of Stock Items, Departments, Sales Categories, Customer Types,
Stock Items by Price Level, Stock Items by POS, Discounts/Tax
Options Calculate Special Points, One Customer per Page, Sales Category
Totals
Selection Range Code, Last Name, Stock Item, Department, Customer
Type, Company, Location, Price Level
This report will detail the stock items that a customer has purchased.
This report will detail all transactions that have taken place with a specific customer.
Customer Points
This report will give you the following options:
Date Range
Sort Order Detailed, Summary, Current Points Total
Group By Customer Type
Options Transaction Type
Selection Range Code, Last Name, Customer Type, Company, Total Points
This report will detail each sale that has allocated points to a customer.
Customer Spending
This report will give you the following options:
Date Range
Options Customer Spending Report (Include Graph), Tender Limit Spending
Report (UD1, UD2)
Sort Order Code, Last Name, Spend Amount
Group By Customer Type
Selection Range Code, Last Name, Customer Type, Company, Location
This report will detail the totals that have been spent by each customer.
Best Customers
This report will give you the following options:
Date Range
Selection Range Code, Last Name, Stock Item, Department, Customer
Type, Company
This report will display a list of the customers who have spent more than others.
Inactive Customers
This report will give you the following options:
Date Range
Sort Order Code, Last Name
Group By Customer Type
Selection Range Code, Last Name, Customer Type, Company
This report will display the customers who do not purchase any items.
Layby Transactions
This report will give you the following options:
Date Range
Group By Customer
Selection Range Code, Last Name
This report will display all transaction related to the layby of a customer, including
payments.
Layby Report
This report will give you the following options:
Laybys Started Date Range
Expiring Date Range
Location
This report will display the details of a layby by all customers in its current state.
Customer Invoices
This report will give you the following options:
Date Range
Select Printer Windows Default, Receipt
Options Show Only Customer Invoices, Consolidated Invoices
Selection Range Code, Last Name, Company, Invoice
Go to Setup > Global Options > General > Invoice Footer Graphic.
This report will enable you to send an A4 invoice to the customer for payment of
goods on account. You can see the Invoice Total, Amount Paid and Balance Due.
This report will display the totals of accounts for each customer over a period.
This report will detail the transactions that have taken place with customers as
payments or purchases.
Customer Statement
This report will give you the following options:
Statement Type Account Activity, Account Invoices, Layby
Sort Order Code, Last Name
Options Aging Date, Show Details, Outstanding Only, Show Delivery
Address, Balance is Running Total
Miscellaneous Hide Aging
Selection Range Code, Last Name, Customer Type, Company
Employees
The Employees group has three reports which are:
Employee Log
Employee Labour Cost
Labour Cost Trend
Employee Log
This report will give you the following options:
Date Range
Sort Order Code, Description
Options Summary, Currently Logged On
Selection Range Clerk Code, Clerk Name
This report will display the times that have been recorded by the employees for their
work.
This report will break down the cost the employee is to you for the hours they work,
provided that there are no more than 1 rate of pay.
This report will detail the labour cost against the total sales.
Restaurant
There is only two reports available in the Restaurant group which are:
Covers Spend Report
Covers by Session
Yes/No Options
If you cannot see the Restaurant selection, you may not have Restaurant Reports
enabled.
Go to Setup > Yes/No Options > Restaurant > Show Restaurant Reports.
If you are a restaurant and want to make sure that covers are prompted on each
table, you can have this as default. Tables can have a default number of covers. If
the covers on the table are different to the default number, staff will need to modify
the number of covers manually
Go to Setup > Yes/No Options > Restaurant > Prompt for Covers.
Global Options
To fully utilize the report it is a good idea to setup Sessions for the different time
periods during the day. Sessions can be split into hours only during the day and need
to overlap for best results.
Guests by Session
This report will give you the following options:
Date Range
Group By Table, Table Map
Options Include Graph on Report, Dont Show Intervals, 60 minutes, 30
minutes, 15 minutes
Selection Range Table, Table Map
This report will provide you the number of guests in the restaurant by session.
Reservations
Reservations in Idealpos
The Reservations module is used in conjunction with the Restaurant module to
enable you to take bookings to a table days, weeks, months and years in advance
and have them recorded in Idealpos. Reservations can be created on multiple Table
Maps and in different areas or sections within those. Customers added to the
Reservations will also be added into the Idealpos database, keeping their records
when they return each time.
To be able to use Reservations, you will require the Restaurant (RST) and
Reservation (RV) module to be licensed on any terminals requiring access. It is not a
requirement for all terminals to have Reservations, but only those terminals that do
will be able to take and seat reserved tables.
Accessing Reservations
Once the RV module has been initiated on the terminal, you can access the
Reservations from a number of places.
From the Back Office screen go to Reservations > Reservations.
From the POS Screen, you will need to create a Reservations button. It is possible to
program many different Reservation buttons, to link to a default Session, Area,
Session and Area, or All Sessions and Areas.
From the Table Map press the Reservations button located in the access bar at the
bottom of the map.
Reservation Settings
Yes/No Options
Show Customer Names on Tables Will display the name on the table that is
reserved by this customer. Depending on the table size and shape will depend how
easy it is to read. This is accessed on the Restaurant tab.
When adding Reservation, search Customers by Code If you are using Customer
Loyalty and track customers by their member number and not their name, this
option will default the cursor to the Customer Code field. The Name field can be
selected while using this option after accessing the Reservation section. This is
accessed on the Restaurant tab.
Areas
This section allows you to create up to 8 different areas or sections within your
seating plan. Each table must be programmed to be in a specific area.
User-Defined Fields
This section gives you the ability to control 10 Yes/No fields and 2 Text fields, which
will appear on the Runsheet.
Miscellaneous
This section will allow you to set numerous
default options that will be
applied to all
reservations. These values can be changed when the booking is
being programmed.
Average Dining Time
Allows a set period of time for the
reservation to take place, and plan for
turnover of
tables. This value will automatically be entered on all new
Reservations.
Table Map Reserved
before the guest is arriving.
Phone Message
reservation they have just
guest to confirm the details.
Change Layout Password
the reservations table layout.
Remove Table Map Reserved Button If using Reservation module, will remove
the small default Restaurant
Reserved
button.
Restaurant Tab
Table Status
These status colours will display when the guest has made a Reservation and been
seated on the Table Map.
Sessions
Edit the sessions to the times you wish to break down any reservations that can be
taken during the day.
Setup Reservations
Before Reservations can be used you will need to ensure that your Table Map has
tables programmed onto it. You can do this by going to Setup > Restaurant > Table
Maps.
Once you have some tables, go to Reservations > Default Setup > Select/Add a
Layout > press the Tables button.
A new window will open and you can add tables manually 1 at a time, or you can
press the Build from Table Map button to add all tables from the map.
The Reservation Layout will display all tables added and show the following
information:
Table Number Used to identify the table on the Table Map.
Seats
This function does not need to be performed on each table, but for correct use of
Reservations it is recommended.
Reservation Screens
The Reservation Screen is where all the reservations are taken, modified, seated and
confirmed. There are essentially 3 different Reservation screens, which are Calendar
View, Detail View and Runsheet.
Calendar View
The Calendar View is an accumulation of many different areas.
Pressing the arrow buttons will move the reservation a day ahead or back. Pressing
the Calendar button will open a calendar where you can select the Year, Month and
Day to arrive at the required date. Choosing a date other than the current day will
prompt an extra button, to enable you to quickly return to TODAY.
Select the Session the reservation is to be made in by pressing the button. The
Session will change on the selected date. There can be up to 5 sessions covering the
entire day.
Jump 2 hours ahead at any time by selecting the far right arrows.
You can Modify, Delete or Add Tables by highlighting them in the list.
The Day and Date that the reservation will be made is displayed at the top of the
window.
You can change the Area currently being used. It will scroll through all areas created
as well as All Areas. Change Layout will change where the tables reside and delete
ALL Reservations for the day selected.
If you want to organize the dining room after taking all reservations, you can save
them as Pending Reservations. This will enable you to move them to the required
position as you arrange the room.
You can fast add a reservation by selecting the amount of Covers and then a Time,
and the first prioritized table that matches the criteria will be displayed for
reservation.
The bottom display will show the Time, Covers and Table selected for a Reservation.
Press the Reserve button to add the reservation to the list. If the selected time is
reserved, this section will display other functions.
Detail View
The detail view is split into 2 main sections with an on screen keyboard to allow
entry of reservations from a touch screen.
Reservation Details section will display all details of the current reservation, where
they can be changed and added to at any time until the reservation is either
cancelled or the guests are seated.
Using Reservations
Access the Reservations screen using one of the following 3 methods:
Go to Reservations > Reservations.
Press the Reservations button on the POS Screen.
Press the Reservations button on the Table Map.
The Calendar View will open to select the Table, Date, Time and other details. Select
the area you want to reserve by pressing the screen, or making your selection from
covers and time.
Press the Reserve button at the bottom right of screen to enter the customers
details.
Once you start entering Name details, the Similar Customers screen will start to
display any matching customer already in the database.
If the customer is not in the database, you will need to enter as many details as you
require. If they are in your database and displaying from the matching customer list,
you can press Use This Customer button to add them to the reservation.
Once you have entered all appropriate fields, you can repeat the Phone Message
back to the guest to confirm the reservation.
Press save and the Reservation will be added to the reservations time grid on the
corresponding date.
When the guest arrives, highlight the details on the time grid, and press Seated.
The colour of the reservation will change to indicate the table has been seated.
Runsheet
The Runsheet will keep a detailed record of all current reservations for the selected
Date and Time. The Runsheet is able to be printed out to an A4 printer for the use of
checking in reservation guests as they arrive. You can also print a table docket that
will print from the default receipt printer, which can be placed on the table to inform
all staff of the tables reservation.
When printing the Runsheet, you have a selection of choices which can make the
report show different details. These are Date Range, Details and Printer.
Once you have made your choice, the Runsheet can either be viewed on screen, or
printed to a windows printer or receipt printer.
Print Docket will display the Name, Table Number, Time of Reservation and Covers.
This docket can be placed on the table before setup to help the staff manage the
room.
Reservations Support
Changes to Reservations will be recorded in the Activity Log that is Added, Modified
or Deleted. These changes can be highlighted in the Activity Log by selecting ALL
Table Actions from the Function drop-down menu.
The Reservations.txt file is located in the LOGS directory within Idealpos 6.0 folder.
This log will include all reservations and will be updated with any new information
when modifications are saved manually.
ResPAK Interface
ResPAK Interface in Idealpos
The ResPAK Interface will enable you to link your Idealpos system with the ResPAK
system to keep details of the transactions you do within the ResPAK database. Some
functions are controlled by Idealpos only, ResPAK only or either program.
For additional information on installing and configuring ResPAK please consult with
the ResPAK representative.
ResPAK License
To be able to link your Idealpos system to the ResPAK software, you will need to
purchase the ResPAK module. This will be defined by the option RES in your
Idealpos User Registration.
Settings Idealpos
Global Options
Go to Setup > Global Options > Interfaces > Reservation Interface.
Yes/No Options
Go to Setup > Yes/No Options > Restaurant > select Prompt for Covers. This will
send a data packet to ResPAK so that it is kept up to date with the cover count.
Settings ResPAK
Sessions must be created within ResPAK. If a table is accessed in Idealpos outside of
a session time created in ResPAK, items will not be sent to the Table. If a table is
unable to be saved, you will see a message in the Log File as Cannot Determine
Meal Period.
Button Configuration
Entre, Main, Dessert Away buttons in POS relates to Entre, Main, Dessert Served
function in ResPAK
Bill Print button in POS relates to the Check Printed function in ResPAK.
Pay All button in POS relates to the Check Paid function in ResPAK.
Areas/Revenue Centres
Any Table Map that has been created in Idealpos must be created as an
Area/Revenue Centre in ResPAK. The Table Map Code used in Idealpos must match
the RVC used in ResPAK.
Port
The same Port must be used in both Idealpos and ResPAK. This allows for
communication between Idealpos and ResPAK.
Other Details
When using ResPAK there are some points that must be adhered to or it will not
work.
1. Transfers between tables can only take place when the table is being
transferred to an unoccupied table.
2. All stock items that you want recorded, the Stock Item Code must be numeric
only and be a maximum of nine (9) digits in length.
The Table Map provides a graphical user interface to view at a glance the status of all
tables within the establishment. The table map is completely customizable and can
facilitate the configuration of many different functions. Each colour represents a
different status for the table, which can be custom designed to each install. If you
want to spend the time and effort, it is possible to use an image as the background
for the Table Map.
Restaurant Settings
POS Options
Kitchen Printers
Go to Setup > POS Terminals > Kitchen Printers > Modify each terminal.
There are eight different combinations that can be used when printing to the kitchen.
In total there can be six printers configured for kitchen printing for each terminal. A
printer can effectively be set as 2 or 3 different printers to be used as a separate
docket in different areas of the kitchen.
No Options Ticked
Print Bold
There are some other options available to be set on each printer for each terminal.
Expanded Printing - Will show minimal extra details of Customers.
Activate Beeper
the printer.
Empty Lines
- This will set how many lines print once the print job has
finished ensuring the jobs are printed completely.
Default Table Map Set this to the Table Map Number that you want this POS
Terminal to use as default.
Global Options
Printing Tab
Go to Setup > Global Options > Printing > Print Formats > Kitchen Docket Formats.
Bill Format
Standard
Will print all the items from the table in the order they were entered into the POS.
Go to Setup > Global Options > Printing > Print Group Header Format Kitchen
Printers.
Go to Setup > Global Options > Printing > Print Group Header Format
Receipts/Bills.
Restaurant Tab
The time settings can vary the way you service the guests in the restaurant, and
provide visual alerts to enable staff to react quickly. There are 4 separate settings
that can be applied.
Not Ordered Alert Time This is set in minutes and will start to flash on the table
when a guest has been seated and not ordered anything within the specified time. It
helps to ensure orders have been taken and all guests are served promptly.
Bill Not Paid Time Once you have presented the Bill Print to the customer, the
table will flash after the set time to ensure that you are paid, and the guests havent
left.
Food Ordered Alert Time This time is set to ensure that each course has arrived
at the table within an appropriate time period. As each course is called away, the
timer will reset for the next course.
Clerk Reset Time When you require a clerk entry on the Table Map, this function
will lock the clerk out to ensure that a guest cannot use the terminal if the clerk has
walked away for an extended period.
Once these have been set, the buttons will display at the bottom of the Table Map.
Table Status
These options are provided to indicate the different area of service that the table is
currently getting. The Caption text will be displayed on the table underneath the
table number. If you dont want to see the text, leave this field blank.
Ready
Seated
- Indicates the guest has occupied the table and is yet to order.
Unprinted
- If you are holding print jobs to the kitchen, this will display that it yet
to be sent to the kitchen.
Printed
printers.
Served
Bill Presented
awaiting payment.
To Clean
- Indicates the table has been paid and has yet to be cleaned and
ready for next service.
Reserved
service.
- Indicates that a reservation has been placed on the table for the
The colours will display as each function is used. Each action will replace what was
originally on the button when selected.
Sessions
The session times can be set to provide extra reporting for some trend reports, and
to provide a better structure to the Reservations Module. The time can only be set in
1 hour increments over 5 different sessions.
Sessions can also control when particular Tabs (the 9 Tabs at the bottom of the main
POS Screen) become Live and display above all others. This enables you to set up
certain Tabs for different sessions throughout the day to give your staff faster access
to the buttons they require.
You make this selection by going to Setup > POS Terminals > Modify the POS
Terminal where you want to make the change > POS Settings > POS Screen Tabs.
Yes/No Options
Go to Setup > Yes/No Options. Please see the Yes/No Options help file for more
information on using these functions.
Print Groups
Print Groups are used to separate items on the kitchen docket when selected options
have been ticked. A print group is linked to a department.
Print Groups are located in Setup > Restaurant > Print Groups.
You can link Departments to Print Groups by going to File > Sales > Departments >
Print Group. It is not necessary to link every department to a print group.
Admin User Clerks have five options that control what they are allowed to do when
using the Restaurant. Go to Setup > Clerks > Modify Admin Users > Permissions >
Restaurant.
Pay
- Allows the Clerk to Pay for all or some of the items on the table.
Transfer
Bill
Delete
Finish
- Allows the Clerk to Finish the table, either before or after the table
has been paid.
When selecting the permissions for Clerks who are linked to a User, there are 7
different options that can be controlled.
Pay
table.
- Allows the Clerk to Pay for all or some of the items on the
Transfer
table.
Bill
Delete
Finish
- Allows the Clerk to Finish the table, either before or after the
table has been paid.
Modify Table Map
Reprint Tables
kitchen printers.
- Allows the Clerk to move tables when viewing the table map.
- Allows the Clerk to Reprint tables to the relevant
It is possible to change an items Print Group during a sale by pressing a Print Group
Shift function button. This will give you the flexibility to ensure the item prints in the
correct area on the docket. Entering a number of the specific print group into the
Automatic Text field will shift the item to that print group. This function has some
advanced properties when used in conjunction with the Hold Print function without
the Restaurant Module. For more information on using this feature in these
instances, please refer to the Hold Print Function user guide.
You will need to create a Table Button which links to the Table Map/s.
If you choose to use position or seat numbers you will need to create a button that
allocates seat numbers to meals.
If you choose to require your staff to enter a seat number before each sale starts,
you may need to create a button that allows you to bypass the requirement. This can
be used for those occasions that a seat number is not necessary. You will need to
select Seat Number from the function list, and enter NOSEAT into the Automatic Text
field.
This function will automatically insert a Course Separator line between courses
instead of using Print Groups on Kitchen Printing. This only works when using the
option Group Instructions by Seat.
Table Maps
Table Maps are a graphical layout of the restaurant that gives the clerk the ability to
see at a glance the status of each table within their section. Tables can be configured
in 4 different shapes and unlimited sizes and positions. It is possible to have as many
table maps as you wish, but only 10 can be accessed in the POS screen at any one
time.
To Add, Modify or Delete a Table Map go to Setup > Restaurant > Table Maps >
Make your selection. You can make a shortcut to this menu by pressing the S at the
top right of the window.
When adding details to the Table Map there are some advanced functions available
to you. There are 2 sections to the table map screen. The top section is the graphical
layout and programmable area of the tables. It is recommended to use a back office
computer, or to plug in a mouse to program the table map.
The bottom section is where all the function controls to build the map are located.
While using the table map for sales this section will be different.
Each button has a specific purpose to help build the map to your requirements.
Map Code This is the numerical code given to your table map that may be used in
other areas of the program. For example, setting a POS terminal to default to a
particular table map.
Description This is the name you use for your map. This can be named for
various functions or special dates that the map has been designed for. For example;
Valentines Day.
Align This function will align all items placed in the map when programming to
align to the grid of the map.
Background/Foreground This sets the colours you want to use for the different
areas of your map.
Text This setting allows you to name anywhere on the map screen.
Table # - This is the number you want to use for the table. Tables will default to
start at No.1 and will add consecutively. If you want to change a tables number, you
enter the number you want the table to be and then press the table on the map
screen.
Tables When this option is highlighted, pressing anywhere in the table map will
create a table.
Boxes This will create an unmovable box by pressing anywhere in the table map.
Lines This will draw a line from point A to point B.
Delete Table Highlight the table you wish to delete and then select this button.
Clear Lines Press this button first and draw an area over the entire line you wish
to clear and press this button again.
Move When highlighted you use the directional buttons to move a table around the
screen.
Size When highlighted you use the directional buttons to increase or decrease the
size you want for the tables.
Shape There are 4 different shapes available for the table map. Square, Square
Rounded Corners, Diamond and Circle.
Load/Clear Picture It is possible to use a custom picture for the background of
the table map. Dimensions of 1024 x 768 screen resolution of the image you want to
use are required.
Save/Cancel Save and Exit, or Dont Save and Exit. There is no Undo.
Right Click By using the Right Mouse Click you have the opportunity of using
more functions.
Boxes Size, Colour, Send to Back, Copy and Delete.
Tables Size, Font, Guests, Copy and Delete.
Text
Once the Table Map has been programmed completely, the bottom section will
change to the required functions setup. There are multiple combinations of buttons
available.
POS This button will take you to the POS Screen to enter the items to save to the
table.
Entre, Mains, Dessert and Drinks These buttons are the User-Defined Table
Status buttons programmed in Global Options.
Details This button will show all items currently added to the selected table.
Served This button will stop the table from flashing the status and turn green to
indicate a staff member had served this table.
Bill Print When pressed a Bill Print will print to the default receipt printer which
can be taken to the guest for payment. This function can be set to be accessed by
clerk permissions.
Finished This function will clear all items off the current table. A table total will be
recorded. This function can be set to be accessed by clerk permissions.
Pay All This button will enter all table items into the payment screen to finalize
payment for the table.
Reservations This button is used for the add-on module Reservations (RV).
Transfer This button is used when a table is selected, to transfer the items on the
table to another table. Items already on the table being transferred to will not be
overwritten, just added to.
Summary This button gives you a basic summary of the tables open in the
restaurant.
>>> This button can be used to access additional Table Maps and the ability to
modify the current map.
Modify Map This is used to move tables around on the fly. You cannot edit the
table map from this screen. Tables that are modified in this way will move live on
all other POS terminal screens.
X This button will exit the Table map and return to the POS Screen.
Occupy This button is used to open the table ready to add customer orders.
Inactive This button will make the table number disappear and no orders can be
added to the table.
Active This button is the opposite toggle button. It will only display when the
selected table has been marked as Inactive.
Finish Modify Will save any changes and return to the main screen.
Table Map This is the first of any additional table maps present on the system.
Each additional table map will be represented with a button, named as the
description you gave it.
Table Details
The Table Details screen will display all items currently charged to the table, and the
items that have been paid off already. All table details will be listed in columns
showing Description, Amount, Outstanding, Printed, Pay, Seat and Clerk. You may
also be able to Reprint to Kitchen, which will print the items to the kitchen in the
event the docket has been lost. For quick access to the Table Details screen, simply Double-Click
the table you want to view.
The top area will display the total guests seated at the table, the average $
spend/cover, total for the table and time spent.
Transfer Transfer selected items to another table, bar tab or customer account.
Delete Delete the selected items from the table details. Items will also be sent to
the kitchen printers.
Reprint Kitchen Reprints all relevant items to the specific printers as a copy.
Name Will display the Customer Name in the Details screen, and on the table map
button.
Covers Allows you to change the number of covers that were entered onto the
table when opened.
Pay Will display the total for the items selected. When pressed it will take the user
to the Tender screen to finalise the payments.
The buttons at the bottom of the Table Details screen are used when splitting bills.
More information can be found in the Bill Splitting help files.
Table Summary
The Table Summary will give you up to the minute summary of any Outstanding
Balances, Average $ per Cover, Start and Total Times for each Table, Table Status,
Customer Type and a list of all items currently on the table. Selecting a button from
the bottom will display those details against the table details in the column.
You have the choice of selecting Customer Type, Customer Name, Customer Code or
Clerk Name.
Select a table from the map simply by pressing it. A Yellow border will surround the
table selected.
Press the Occupy button at the bottom left of the screen. The colour of the table will
have changed.
If you have selected to Prompt for Guests and Prompt for Name you will need to
enter these to continue.
Press the POS button to enter the POS Screen and add items to the sale. The table
details will be displayed at the bottom of the sale window.
Press the Table Map button again to save items to the table.
The Modify Table Map allow the Tables only to be moved, and no editing of Lines, Boxes or Text. As the
building layout (walls, doors, etc.) never change during service, it makes sense to allow changes only to
Tables. Changes to the Table Map that are needing more than just tables can still be performed by going
into Setup > Restaurant > Table Maps > Modify.
Table Maps that are modified through the POS Screen happen live on all POS screens displaying the
Table Map. Slower terminals may lag when tables are being moved, but the table position change is
relatively instant.
Select the button to access Modify Map.
The screen will change to a Drag and Drop interface. If using a Touchscreen, drag a table to the new
position. If using a mouse, click on a table and hold it down, drag it to where you want it to be and
release. This is also where the Inactive button has been moved to.
Once you have finished modifying the Table Map, press the Finish Modify button. You will return to the
default Table Map.
Bill Printing
Bill is an easy function that can be controlled by User and Clerk Permissions.
The receipt will print to the default receipt printer. The table will change colour to
Pink, and after the time set in Global Options is up, it will start to flash.
A quick and easy way to print bills for Seats is to do it from the Table Details screen.
Select the table and press Details.
Press the Print Bill button at the bottom of the Table Details screen.
A new window will open. From here you can select to print the bill for the Whole
Table, or select Single Seat to print them individually. Enter a Seat number and
press Print.
A bill will be printed to the default receipt printer. The Table Details screen will be
modified and the Seat number you entered will be displayed in the Seat column next
to the items selected.
Bill Splitting
Bill Splitting allows your guests to split a bill between multiple variations to give
everyone the chance to pay what is required of them. The bill can be split in 4
different ways, which are by Fraction, Amount, Cover and Quantity, or a combination
of each.
Split by Fraction
Splitting the details by fractions are done by accessing the Table Details screen >
Selecting the Fraction (Either by preprogrammed or custom) > Selecting items
individually to apply to or by Select All > the PAY button will display the fraction
against all selected items.
You can either the preselected fraction buttons, or you can select the Fraction button
and enter a fraction you want to use.
Split by Amount
Split by Amount is performed from the Table Details screen > Select the Amount in $
> Apply that amount to as many items you wish up to the value selected > The PAY
button will display the amount selected, while the items can be paid as part thereof
that amount. The amount button will count down from the initial amount entered as
items are selected.
Split by Cover
Split by Cover is performed from the Table Details screen > Select the 1/Covers
button > Apply that amount to as many items you wish > The PAY button will display
the amount selected. The Covers will also work as a fraction split.
Split by Quantity
This is used when items have been accumulated when adding them to the table, and
the customer would like to only pay for a selected quantity that was originally
ordered. Press the Quantity button > Enter the figure > Select the items they want
to pay > Pay.
Combination Splitting
It is possible if required to split items using a combination of techniques. Although
this is more time consuming, the operator must be proficient in using the split
function.
The example below uses the Quantity, Fraction and Amount split functions over 3
separate items in the sale. It is not possible to split an item both with a Fraction and
an Amount in the same transaction. Once the split transaction has been finalized, the
item can then be split in a different fashion.
Seat Buttons
The Seat Buttons will cover a portion of the POS Screen, displaying Seat Numbers 1
through to 10, with the option to increase that to 50 if required. These buttons can
only be displayed on the bottom right corner of the upper section. Buttons cannot be
programmed to be used underneath these buttons.
When a seat number is allocated to a meal, the Seat Number will be displayed at the
top of the POS Screen in yellow. The items that have been allocated a Seat will
display the Seat Number in brackets.
Some useful Yes/No Options when using Seat Numbers are (more information on
these options can be found in the Yes/No Options help guide):
Receipt/Kitchen
o Print Seat Numbers on right-hand side of kitchen docket
Restaurant
o Force Seat Number at Start of Sale
o Seat Buttons dont make new items
o Show Seat Buttons
o Show Seat Numbers on POS Screen
Seat Numbers will print on the kitchen printers if selected. Please see the Restaurant
Settings area of this guide for more information.
Text or Instructions
You can use both and they both behave the in a similar way.
Use Instructions for the Oyster choices as this is required for the
KITCHENSEPARATE function.
You DONT need instructions ticked for KPs as they will print to the KP for the item
its linked to.
Instructions item will show in the stock item sales report.
Instructions will put an arrow to the left of the description.
Separate Meals
Many menu items can be separated when being entered, but for some items that can
have multiple choice selections, there may be a need to keep these items separate.
This function is able to be used for these items when all items are set to accumulate
on the kitchen docket. In our example below we have used Oysters, with a selection
of 5 different choices.
On the Oyster stock item, go to the Advanced tab > Sales Prompt > enter
KITCHENSEPARATE.
When the docket is printed to the kitchen, the Oysters will have been separated by
seat, allowing the chef to see which flavour oyster is to go to which customer.
Degustation Meals
Idealpos can easily print degustation menu items to the kitchen in a manner that
helps the chef see each course without it sending a large docket to the kitchen.
The Yes/No Option to Print Stock Notes to Kitchen must be selected for this to
work.
The Stock Item that is the Degustation Course selection will need to have each
course in the Notes field.
The kitchen docket will display each seat number at the top of the docket, and the
chef can cross out each course as they are delivered.
Shared Meals
It is common for many restaurants to offer meals that can be shared among guests
at the same table. When sending this detail to the kitchen, all staff will need to know
to prepare both the cutlery and crockery. When using this option, you may also need
to use the NO SEAT function.
Create a new button called SHARE as a Text Entry Hash function with SHARE ->
in the Automatic Text field.
When using this function, a Seat Number does not need to be selected before
entering the item. Select the item the guests want to share and press the SHARE
button. Enter the Seat Numbers using the Numerical Keypad and separate the
numbers with the decimal point and press Enter.
Room Interface
Room Interface Module
If you want to be able to post charges from food and beverage outlets to a
customers account or room number, you can do this with various interfaces to
popular Property Management programs. Each interface is unique, with some
offering only a 1-way interface, but most offering a 2-way interface.
Registration Settings
In order to link to any of the property management programs you will need to
purchase the Room Interface module from Idealpos Solutions. Each terminal required
to make room charges will need the module.
Go to Setup > User Registration > Ensure that RI is included in the Options field.
Settings
Create a Tender called ROOM CHARGE. Go to Setup > Functions > select a spare
Tender function > Modify > Enter a Description for your Tender > Tick Credit
Function > Tick Force Receipt.
Go to Setup > Yes/No Options > Tenders > Ensure that the Room Charge Tender is
not inhibited.
Charts
The Charts interface is a 2-way communication with Idealpos. Guest charges from
the bar or restaurant are instantly posted to their account. Account information such
as Guest Name and Room Number is available to address correct charging
procedures.
Settings
Global Options
You will need to enter the information that relates to the Charts and Room Charge
settings.
To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.
Interface Type This is the software that you will be connecting to. Select Charts.
IP Address
installed on.
Port
Tender Type
POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.
Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.
Using Charts
Charts will need to be running on the host PC and a Customer will need to be
allocated a room.
Select Room Charge as the Tender and a window will open asking you to enter a
Room Number.
The screen will display all guests that are staying in the room.
Once the guest has been selected the charge will be finalized and applied to Charts.
ChoiceAdvantage
ChoiceAdvantage should configure their end to suit. Once the interface is ordered by
ChoiceAdvantage they will start setting it up. Please visit
https://www.choiceadvantage.com/ to get more information.
Settings
Configure a folder on the main POS at the location where ChoiceAdvantage install the
retrieval software .
Go to Setup > Global Options > Interfaces > Room Interface > ChoiceAdvantage >
Output from POS # > Network Path > Tender Type.
Guest Centrix
The Guest Centrix interface is only available from 6.03.
Settings
Global Options
You will need to enter the information that relates to the Guest Centrix setup.
To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.
Interface Type
Centrix.
This is the software that you will be connecting to. Select Guest
IP Address
Enter the IP Address or network path to the Guest
Centrix folder where it is installed.
Port
being used.
You will need to enter the correct port for the software
Tender Type
The site should have a folio called IDEALPOS as this is where Idealpos posts all
transactions to apart from chargebacks.
To configure the sessions to cover the entire day go to Setup > Global Options >
Restaurant > Sessions.
POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.
Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.
Enter the guests name and any matching folios will be displayed. Idealpos will only
display the top 8 matches at any one time. It is best to add as much information as
possible.
GuestPoint
GuestPoint should configure their end to suit. Once the interface is ordered by
GuestPoint they will start setting it up. Please visit http://www.guestpoint.com/ to
get more information.
Settings
Configure a folder on the main POS at the location where GuestPoint install the
retrieval software .
Go to Setup > Global Options > Interfaces > Room Interface > GuestPoint > Output
from POS # > Network Path > Tender Type.
Hirum
The Hirum interface is a 2-way communication with Idealpos. Guest charges from
the bar or restaurant are instantly posted to their account. Account information such
as Guest Name and Room Number is available to address correct charging
procedures.
Settings
Global Options
You will need to enter the information that relates to the Hirum and Room Charge
settings.
To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.
Interface Type
Hirum.
Customer Prefix This functionality will add a prefix to all Hirum Customer Codes
when they are added to the Idealpos database. This will generally be used when you
already have existing customers in an Idealpos database that will interfere with the
Hirum Customer Codes generated.
Tender Type
POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.
Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.
Hirum Files
Hirum will need to configure their system to communicate with the Idealpos 6.0
directory of the terminal configured as the output terminal.
Idealpos will have 2 files in the directory that it uses to post room charges which are
PMSINddmmyy.csv and PMSGUEST.csv.
Additional Information
Hirum does not handle transferring of room changes when using this interface. If a
guest is moved from one room to another, you are required to check the guest out of
the original room, and check the guest back in to the new room.
Using Hirum
In Idealpos start a sale and press Enter.
Select Room Charge as the Tender and a window will open asking you to enter a
Room Number.
The screen will display the guest that is staying in the room.
Newbook
The Newbook interface is only available from 6.03 build 88. More information on the
Newbook software can be found on their website: http://www.newbook.com.au/
Settings
Global Options
You will need to enter the information that relates to the Newbook setup.
To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.
Interface Type
Newbook.
Tender Type
POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.
Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.
Using Newbook
Start a sale in Idealpos.
Enter the room number and press Proceed. Idealpos supports the use of leading
zero room numbers with Newbook.
RezBook
The RezBook interface is only available from 6.03.
Settings
Global Options
You will need to enter the information that relates to the RezBook setup.
To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.
Interface Type
RezBook.
Tender Type
POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.
Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.
Using RezBook
Start a sale in Idealpos.
Enter the room number and press Proceed. Idealpos supports the use of leading
zero room numbers with Rezbook.
A receipt will be printed to the receipt printer that needs to be signed by the guest.
RMS
The RMS interface is a 2-way communication with Idealpos. Guest charges from the
bar or restaurant are instantly posted to their account. Account information such as
Guest Name and Room Number is available to address correct charging procedures.
Settings
Global Options
You will need to enter the information that relates to the RMS and Room Charge
settings.
To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.
Interface Type
This is the software that you will be connecting to. Select RMS.
Customer Prefix This functionality will add a prefix to all RMS Customer Codes
when they are added to the Idealpos database. This will generally be used when you
already have existing customers in an Idealpos database that will interfere with the
RMS Customer Codes generated.
Tender Type
POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.
Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.
RMS Files
RMS will need to configure their system to communicate with the Idealpos 6.0
directory of the terminal configured as the output terminal.
Idealpos will have 2 files in the directory that it uses to post room charges which are
RMSddmmyy.csv and SYSNETddmmyy.csv.
Additional Information
RMS does not handle transferring of room changes when using this interface. If a
guest is moved from one room to another, you are required to check the guest out of
the original room, and check the guest back in to the new room.
Using RMS
In Idealpos start a sale and press Enter.
Select Room Charge as the Tender and a window will open asking you to enter a
Room Number.
The screen will display the guest that is staying in the room.
RoomMaster
The RoomMaster interface is a 1-way communication with Idealpos. Guest charges
from the bar or restaurant are instantly posted to their account. The RoomMaster
interface is limited to only six Sales Categories from Idealpos. To configure
RoomMaster you will need to contact RoomMasters helpdesk.
Settings
Global Options
You will need to enter the information that relates to the RoomMaster setup.
To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.
Interface Type
RoomMaster.
POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.
Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.
Customers
RoomMaster uses Customer Accounts as Rooms to record the chargeback facility.
Go to File > Customers > Customers > Create a customer for each room > Ensure
that Room Interface is selected for each Customer.
Buttons
Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Create a
Customer button that links to the Customer Type you created for Hotel Rooms.
Using RoomMaster
Start a sale and search for the Customers room by pressing the Hotel Room button.
A receipt will be printed to the receipt printer that needs to be signed by the guest.
Each time a sale is saved to a ROOM CHARGE it will modify and save a
RoomMaster.txt file on the POS Terminal you allocated as the Output. RoomMaster
must be configured to poll the RoomMaster.txt file.
Satin
The Satin interface is only available from 6.03.
Settings
Global Options
You will need to enter the information that relates to the Satin setup.
To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.
Interface Type
This is the software that you will be connecting to. Select Satin.
Network Path
Enter the IP Address or network path to the Satin folder where
it is installed. This should point to where the external folder is located that should
be created when Satin is installed.
Tender Type
POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.
Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.
Using Satin
Start a sale in Idealpos.
A receipt will be printed to the receipt printer that needs to be signed by the guest.
StarFleet
Settings
Global Options
You will need to enter the information that relates to the StarFleet and Room Charge
settings.
To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.
Interface Type
StarFleet.
Tender Type
POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.
Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.
Using StarFleet
In Idealpos start a sale and select Room Charge as the Tender.
WebRezPro
The WebRezPro (WRP) interface is only available from 6.03.
Settings
Global Options
You will need to enter the information that relates to the WRP setup.
To enable the Room Interface to work on each terminal go to Setup > Global Options
> Interfaces > Room Interface.
Interface Type
Micros.
IP Address
folder where it is installed.
Port
You will need to enter the correct port for the software
being used. WRP will use 4444 by default, but the Micros interface (that WRP uses)
will default to 5531. Be sure that whatever port is used is open through the firewall
on the PC.
Tender Type
POS Terminals
It is a good idea to configure your receipts to print an area for a signature to confirm
the room charge.
Go to Setup > POS Terminals > Modify each POS Terminal using Room Charges >
Receipt Printer > Footer.
Using WebRezPro
In Idealpos start a sale and select Room Charge as the Tender.
Exiting the room charge screen will cancel the finalizing of the sale.
Sales Categories
Sales Categories in Idealpos
Sales Categories are used for the grouping of departments for the purposes of
reporting on the combined sales of the Departments within that group.
Sales Categories can be linked to a Sales Category Descriptor, which can be used to
breakdown Sales Categories for enhanced reporting.
Go to Setup > Global Options > Sales > Food/Beverage Total Descriptors to edit
these fields.
You can Add, Modify or Delete by going to File > Sales > Sales Categories.
Hierarchy of Stock
Idealpos is able to be configured however you choose, but it is a good idea to sit
down and work out the database structure before attempting to program the data.
There are three available levels of reporting with Stock Items when they are created
in the database. Setup of Stock Items contribute the bulk of programming your
database and you want to ensure that this is managed as easily and effectively as
possible. In order to that, you will need to work out the grouping types used to keep
your items manageable.
The three levels available are Sales Categories, Departments and Stock Items. Sales
Categories group the Departments, which in turn group the Stock Items. Stock Items
will influence reports of the Department and Sales Categories of which they are
linked.
Any changes that take place after the items initial programming will only take place
when the change is made. Previous sales history will NOT be affected or display this
change.
Each Sales Category when being created is able to be linked to the descriptor you
wish.
This report will display the totals for Sales Categories over a defined period. Sales
Categories group Departments.
Grouped Sales
Go to Reports > Sales > Grouped Sales.
The grouped sales report generates one report with the ability to cascade through
the report. The first level is sales categories, by double clicking on this you are taken
to the department totals. Double click on a department and the stock items that
make up this department are displayed. By double clicking on the stock item the
report displays the time and date of the sales, the clerk that sold them, quantity sold
and the sale price.
Scales
Scales in Idealpos
Idealpos interfaces to various models of scales to measure the weight of products
and translate that weight into a quantity.
Configure Scales
To connect a scale to a POS Terminal, go to Setup > POS Terminal > Modify > Other
Peripherals > Scale.
Change the Type to the scale model you are connecting and set the Connection Port.
Configure the Settings. The syntax of this setting is very important. The correct
format is: <Baud Rate>, <Parity>, <Data Bits>, <Stop Bits>.
Factor field is used only for some scales. For example, the Cas PDII will send data to
Idealpos of 4kg as 4000kg. With the factor set correctly, Idealpos can work out the
correct weight as 4kg.
Scale Options
Stock items can be set to take a measurement from the scale by ticking the
appropriate option. Enter the selling price as the rate per unit of measure. If you
want to sell 1kg of Apples for $5.18, this price is entered as the Sell Price.
Using Scales
Place an item on the scale > From the POS Screen select the button for the item you
wish to weigh or enter the stock code.
The weight will be displayed as the Quantity of the item with the price calculated
from the sell price.
Scheduled Reports
Scheduled Reports in Idealpos
Scheduled Reports allow you to set up specific reports that can then be printed or
emailed at set times and recurrences.
Any reports that are generated will be sent to the default A4 printer the terminal is
connected to. Ensure that an A4 printer is set as default, and not a thermal receipt
printer.
When the report has opened, press the Shortcut button, which will create the
shortcut on the dashboard.
Repeat this procedure as many times as required to create shortcuts to all possible
combinations of reports you would like.
Email Reports
To be able to email any reports to an email address, you will need to configure the
software.
Go to Setup > POS Terminals > Modify > Miscellaneous > User Details > Email >
Enter an email address in this field.
Go to Setup > Global Options > Other Options > Email Settings.
Setting Schedules
The Schedules menu is located under the Setup menu on any terminal.
Press the Add button to create a new schedule. You can Modify, Delete or Copy any
existing schedules.
The copy button can be used to Copy a Schedule. This is commonly used for
programming a Schedule to both Print and Email.
A new window will open that where you need to configure the schedule, select
reports and, if email is selected as report type, the email options.
Enter a Description > Select Report Type > Choose when next to run > Repeat range
> Time and Day/s.
Enter the email address you want the reports sent to > Add any CC or BCC
addresses > Enter a default message that will be displayed in the email. If you have
selected to print your reports, this area will be inhibited.
Available reports are displayed at the top right corner of the window.
Drag the selected reports from the top window to the Scheduled Reports window. If
you want to remove any or all reports from a schedule, highlight them and press
Delete.
When you exit you will be prompted to Save Changes that you have made.
Schedules at Work
Email
Depending on your email client you will be able to view the email. If you have a
smartphone, you will be able to send the emails to your connected email address and
view them as a PDF on your phone.
Print
If you have elected to print your reports, you will need to ensure that you have a
relevant printer setup as a default printer.
This option will allow you to confirm you are about to Overwrite all Selling Prices to
all other terminals and price levels that you have selected.
If this option is not selected all selling prices will be overwritten automatically based
on your selections. There is no Undo.
Changing Prices
You are able to modify the price ranges by selecting any combination of fields to
achieve the desired results. Ranges that you can specify are Code, Description,
Department or Supplier.
Once you have made your selection, you need to select the price you want to
modify, and the price that the calculation will be based on. The calculation can be
based on either a sell or a cost price.
Choose the calculation method that will be used to adjust the price. Selections are
Dollar Adjustment, Percent Adjustment and Profit Margin, and using a minus (-) for
any negative price changes. Factor the rounding that you wish to apply to all
calculations. An example will be provided based on the first stock item in your
database so you can visualise the changes that will take place.
Select Proceed to apply the changes. Once the function has been run, prices on all
connected terminals will be changed.
Once you click Yes the function will run. Depending on your selections will
determine the time it takes to finish. Once it has been completed, if you have other
selections to change, you will need to repeat this process.
The folders will be sent to the other terminals using IPS Deploy.
It is important to note that this function does not synchronize folders, it will send the
images that are contained within the folders only. If you need to replace images
within the folders, you will need to have a system in place for the naming of the
images. For example, if you use images named as 1.jpg, 2.jpg, 3.jpg etc., keep all
new files that you want to send named the same. When the folder is sent to the
other terminal, the image will be replaced with the new image. Therefore, 1.jpg will
replace the current 1.jpg as a different image of the same name.
Note that the new images 4.jpg and 5.jpg are the same as 1.jpg and 2.jpg. This
means that only the new images will display and the old ones will be replaced.
Select Send > Pictures or Display Folder and a confirmation window will open.
You will be able to select which terminals will receive the folder.
The folder will be sent to the terminals that you have selected.
Shortcuts
Dashboard Shortcuts
To create shortcuts on the Dashboard for use as a BackOffice shortcut, you can open
any of the multiple functions or reports and select the Shortcut button to create it.
The Shortcut Link is located at the top right of any window that is able to be created
next to the exit button. Pressing this button will enable the Shortcut.
It is possible to remove a shortcut at any time by right clicking on the Shortcut and
selecting to Delete Shortcut.
Go to Setup > POS Screen > POS Screen Setup > Buttons > Select button > Select
BackOffice Shortcut > Use the drop down menu to select the shortcut for this
button.
You are able to create as many Shortcut Buttons as you like. Shortcut Functions will
open over the front of the POS Screen. You cannot use the POS Screen until the
Shortcut screen has been closed.
Signs
Signs in Idealpos
Signs in Idealpos allow you to design a format you want to use, and print signs out
that can be used to advertise products.
Features include:
Create your own formats and save these for future use.
Create Signs
To be able to create signs you will need to access the Multi Select button in the Stock
Item list.
Go to File > Stock Control > Stock Items > Multi Select.
Pressing this button will change the screen to the Multi Select mode.
Within this screen are 4 buttons that allow you to perform certain actions; Select All,
Clear All, Signs and Add.
Select All -
Clear All -
This button will clear any selected items from the Stock Item list.
Signs Add -
Press and hold the Control button on your keyboard to select the individual items
you want to create signs for, or use the Shift button to select a range. Once you
have made all the selections press the Signs button.
The Stock Item Signs window will open, and display all selected items as signs on
the Default Format.
The left-hand side of the screen contains all of the design elements which will allow
you to configure the signs the way you want.
Format
Select a format using the drop-down menu. If you have saved multiple formats they
will be available, otherwise there will only be the Default Format.
Sign Size
Use the drop-down menu to select the width of the sign, and enter a value for the
height. You can also enter where you would like the Margin to start from for the TopLeft corner.
Width
The width selections will determine if the sign is printed in Landscape or Portrait
orientation. There are currently only 5 different widths available to be used.
Height
The height field allows you to enter any value you require for the sign to print.
Sign Elements
This section is used to configure each element of your sign to be where you want it
to be displayed. Be careful to not overlap different bits of information as this will
make them unreadable. The size of the graphic will override the Width/Height
settings if they are larger.
The Price field of the item can be selected to use whichever Price Level you want
displayed on the sign.
Signs can be linked to a Promotion which allows you to display the Promotion Name,
Promotion Price and Discount Amount.
Press the Element Button Description to change the look and size of the font for that
element.
You can add and remove any element you wish by enabling or disabling the
checkbox. Press Refresh after changing the values to see what the changes will look
like.
Save Format
When you have made multiple changes to a format, you will want to save those for
future use. Enter the name of the format and press Save this Format as.
Examples
Example 1
Example 2
Example 3
Software Updates
Software Updates in Idealpos
Idealpos Solutions regularly updates their software and posts the new build online.
Provided that the terminal can access the internet, Idealpos can update to the latest
build through the software. It will also download the latest build and send the file to
all terminals on the network, updating them all.
Updating to the latest build allows you to keep up to date with each release, ensuring
you get all the new features. When new builds are released Idealpos will make a post
on Google+ , Facebook and Twitter where, if you follow us, you will be notified and
can update accordingly.
If you are unsure what build you are currently running on, you can find that out by
going to Help > Idealpos Support.
A new window will open that will detail the version of Idealpos and the current Build
number.
When you update the software, all terminals that are connected on the network
should also be updated. It is NOT advisable to have different terminals on
different versions of the software. Each build that is released is issued a unique
password that will work for that build only. It is not possible to use this function to
download previous builds of the software, only the current released build will be
available.
are:
Contacting your Idealpos Reseller for the current build password.
Ensure you are not currently trading.
Perform a backup before updating.
Ensure all terminals are online and communicating, preferably with no saved
packets.
Click OK to confirm you want to download and install the updates, or press the X in
the top right corner to exit.
Pressing OK will force the program to check the website for the latest build release.
If you enter an incorrect password all windows will exit automatically and you will
need to try again. If you are on the latest build and are unable to update, a window
will display.
If an update is available, the build number will be displayed and you need to press
OK to download it.
The build will be downloaded. The speed of this will depend on the internet available.
Regardless of how many terminals you have in the network, IPSDeploy will open.
It is recommended that you select All Terminals. The only time you would not select
to update all terminals is if they are on a VPN connection and the other sites will be
performing the update at the same time. IPS Deploy will install the update.
Copy the installation build file and paste it into this folder. Regardless of how many
terminals you have in the network, IPSDeploy will open.
It is recommended that you Select All Terminals. The only time you would not select
to update all terminals is if they are on a VPN connection and the other sites will be
performing the update at the same time. IPS Deploy will install the update.
Manually Install
If you have the current installation and want to update the software, you can just
double-click the file and it will install on the local terminal only. You will not have the
option to send and install the file on any other terminal. Generally this type of
installation is used by technical support staff.
You can access this menu by going to File > Sales > Promotions > Special Price
Schedule.
A new window will open allowing you to Add, Modify and Delete. There is another
button available called Specials, which are where you can add specific items that, are
not grouped by Departments.
Press the Add button to create a new schedule. Once a schedule has been created
you will be able to Modify or Delete them.
If you want to ensure that all Customer Types are covered for this Special Price
Schedule, you must enter 0 in the first field and the corresponding Customer Type
Code in the second field. In older versions of Idealpos, entering 0 to 0 was enough
to cover all Customer Types, but as the system needed to change, you need to make
sure that all Customer Types are selected.
The new schedule will be entered into the Special Price Schedule list.
If you only want to have selected items on special, highlight the Schedule in the list
and press the Specials button.
Press the Add button to search for a Stock Item, and enter the price that you want to
sell the item for.
Once you have Special Items linked to a schedule, it will no longer apply to all
items within the database, but only those items listed in the specials.
Once you have added all the items to the list that you want at the special price they
are able to deleted or modified.
Go to File > Sales > Promotions > Special Price Schedule > Price Book Import.
Locate the file provided by LMG. If successful the file will be imported and the special
created.
If any items in the special file do not exist it will display onscreen that X failed. You
can check the Pricebookfailures.log file located in C:\Program Files\Idealpos
Solutions\Idealpos 6.0\LOGS to find out which items failed so they can be matched
up in the POS Database & then the special file can be re-imported.
You will need to modify the schedule to cover all stores and all customers.
The software is projected onto a monitor that is viewable by the public, and will see
the price of the items increase or decrease in line with the sales. As more quantities
of an item are purchased, the price will increase, whereas items that have not had
any sales, their price will decrease. There is the ability to reverse these calculations if
you want.
The Exchange software works by using pre-determined price fluctuations that you set
for each individual stock item. Sales details are exported out to a specific location
where, once The Exchange reads these files, will make a determination on what price
the items will be on special for. Once the items prices are determined by The
Exchange, it will create a file that is then read by Idealpos and will change the prices
in the system. Prices can be set to Crash so that at random intervals, pre-selected
or random stock items will crash to a minimal value.
Setup Idealpos
The export only needs to happen from a single terminal.
Go to Setup > POS Terminals > Modify > Other > Automatic Import/Export.
Export/Import Folder
Browse to a location on your network or PC where you would like the export to be
saved to, and where the Import will be pulled from. Within this folder you will need
to have a blank .mdb file (supplied) before attempting any communications with The
Exchange software. This file can be downloaded here. Extract the file and place it in
the folder that is accessible on the network.
Before you can use The Exchange with Idealpos, you will need to configure the till
setup.
Go to Advanced > Configure Till(s) > browse to the file locations setup in Idealpos >
press OK. It is possible to use a different price level in Idealpos to facilitate better
reporting for marketing results. You will need to configure a Special Price Schedule in
Idealpos to change the price level during the event for this to work.
No changes can be made on this page so press Next. Idealpos does not allow the
use of individual tills.
Its a good idea to ensure you are always working with the latest data available from
Idealpos. Press the Get Data button.
Select the times the event will take place and press Next.
Select the items from the left window one at a time and press Add.
Before items are added you will need to enter a Minimum and Maximum value to sell
them for. Press OK and the item will be added to the database.
Once you have added all the items you want, press Next to proceed.
Click Create to create random crash times with random products, or manually add
your specific ones using the Add buttons. Once you have set this up press Next.
Dont change any settings on the Special Trade screen, just press Next to proceed.
More information about this feature can be obtained through The Exchange support.
Unless you are using specific images there is no need to change any settings on the
Image page. More information about this feature can be obtained through The
Exchange support.
Congratulations you have configured an event. Click Finish to exit the wizard.
You will be prompted to run your event Now or Later. If you select Now the
screen will open to The Exchange window and start displaying. If you select Later it
will just exit to the main screen of The Exchange software.
When the event first starts, the prices will calculate to their standard price, waiting
for the first lot of sales data to be imported.
Sell some items through the POS. Ours is an extreme example of quantities to show
the sales changes.
At the next time calculation, the prices for the items will change on the screen.
The prices that get displayed on The Exchange will now be live in Idealpos.
Reporting
The best report to view the items with the price changes is the Stock Item Sales
Report. It is a good idea to select Group by Sell Price.
This combination of settings will clearly show each price that was charged for the
items.
This function can be used when you only have a set limit of meals to serve for
particular functions, or tickets for an event that you are hosting. The countdown of
the item is not reliant on only the current Stock Level though, and can also be set for
a custom amount to sell before warning staff.
A new window will open with a list of any existing alerts, and allowing you to Add,
Delete or Modify.
Clicking on Add will open a new window allowing you to set the items you want to
alert. Choose your stock item by entering the Code in the field, or use the arrow to
find your item from the Stock Item List. If you want you can also count down by
using a Department.
You have a number of choices as to how you get the level of the item you want
alerted. By using Stock Level, this will go off the amount that POS has calculated left
in your stock levels.
If you choose to, you can manually add an amount for items that are not stock
controlled, but still have a count, like a Steak or special item that was bought from
the markets. It may also be an item you only want to sell at a special price until a
certain quantity has been sold.
The next choice to make is the alert level itself. Once the alert level has been
reached, a message box will open every time the item is picked. Departments are set
the same way for department totals. This is used when you do direct department
sales.
When you press Save the window will refresh so that you can add more items. Once
you have finished adding items, you exit out. The items you have chosen to alert will
be displayed in a list with the alert level you chose. You can highlight any item and
Modify and Delete it as you need. If you require the item to be reset for each period
you will need to come back and Modify your alert level and Stock level remaining
each time.
If you want the countdown to be visible to the staff at the POS Screen, you need to
go to Setup > Yes/No Options > POS Screen > Tick Option Show Alert Levels on
Touchscreen Buttons. The countdown number will display in the bottom right corner
of the button.
Once all items have been sold, the Alert will pop up each time that button is pressed.
If you still have stock of the item, it is a good idea to reset your Alert Level, or delete
it from the list.
Important Note POS will not inhibit the sale of the item once it has reached zero.
The item can still be sold and will start numbering into the negative. Depending on
what options you have selected, POS may also ask for you to authorize the sale of
items with zero stock level. Go to Setup > Yes/No Options > POS Screen.
Stock Items
Stock Items in Idealpos
The Stock Item screen is one of the primary data editing screens in Idealpos. From
this screen, you can manage all of your products with the ability to add new
products, change prices and much more.
You can access the stock item screen from the File > Stock Control > Stock Items
menu option. POS terminals using a Sales-Only license do not have access to the
Stock Items screen.
Go to Setup > Global Options > Sales > Miscellaneous > Non-Turnover Stock Items.
Go to File > Sales > Departments > Add > Create a Department for Non-Turnover
Stock > Select Non-Turnover.
Go to File > Stock Control > Stock Items > Add > Create a Stock Item and link it to
the Non-Turnover Department.
When sold they will be added to the Non-Turnover Sales & removed from most sales
reports. Stock Item Sales Report will allow the site to produce a report on NonTurnover Sales or Standard Sales.
Any historical Data will not be touched with this modification, once the build is
installed & the options are enabled it will apply to the sales performed from then on.
Hierarchy of Stock
Idealpos is able to be configured however you choose, but it is a good idea to sit
down and work out the database structure before attempting to program the data.
There are three available levels of reporting with Stock Items when they are created
in the database. Setup of Stock Items contribute the bulk of programming your
database and you want to ensure that this is managed as easily and effectively as
possible. In order to that, you will need to work out the grouping types used to keep
your items manageable.
The three levels available are Sales Categories, Departments and Stock Items. Sales
Categories group the Departments, which in turn group the Stock Items. Stock Items
will influence reports of the Department and Sales Categories of which they are
linked.
Any changes that take place after the items initial programming will only take place
when the change is made. Previous sales history will NOT be affected or display this
change.
The Stock Item screen will dynamically search for stock items as you are typing the
search values. For example, if Code Search is selected (you will see the name Code
Search in the button), you can start typing the stock code you are searching for, and
the screen will refine the search as you type.
See below the items shown by entering the number 12 in the Code Search field. Any
item starting with the number 12 will be displayed:
It is possible to set Idealpos to always use the Wild Card search method when
searching by Description. To enable this option, go to Setup > Yes/No options >
Miscellaneous and tick WildCard Description searching by default.
To change the search type, click on the search type button to select from a drop
down list:
Price Changes work by enabling you to view all Stock Items that have had a price
change since a specific date.
Use the date field to select when you want to view the price changes from.
The Stock Item search screen will change to show only those items relevant.
To view the Stock Item Grid with the selected columns, make sure you have logged
into Idealpos using the correct User account. Each time you log in as a different user,
the stock item screen will be updated.
Edit Mode
The Edit Mode function allows you to quickly change selling prices without having to
modifying the item first. The selling price will be updated across the POS network as
soon as you have moved the cursor off the current edited price.
To use the Edit Mode function, click on the Edit Mode button located at the top center
part of the stock item screen:
You will see the selling prices change from a white background to yellow. To change
a price, simply click on the selling price and change the value. A drop-down arrow
indicates that an on-screen keyboard is able to be accessed to enter the prices.
When you have changed your price and press Enter on the keyboard, the value will
be saved and the next item will be selected automatically.
To exit from Edit Mode, click on the X located at the top right hand corner of the
grid:
Alternate Codes
Alternate Codes are additional codes that can be assigned to a Stock Item. They are
generally used to record items that contain more than one scan code. Alternate
Codes can be entered in the POS screen to sell the product it is linked to and they
will also work with Portable Data Entry Terminals (PDEs).
To add an Alternate Code, select an item in the Stock Item screen and press the
Alternate Codes button located in the bottom left hand corner:
To use Alternate Codes in the POS screen, you can either enter the Alternate Code
manually or by scanning the item. Once you press enter, the Alternate Codes will
show the item that it is linked to. You cannot use a code as alternate if it is being
used against another item in the database.
Locations
In the Locations area of a Stock Item, you can set which Stock Item is enabled for
Stock Control each Stock Location. You can also manually edit the current Stock
Level and set the Recommended and Reorder Levels. To edit these settings, click on
the Locations button located at the bottom left hand corner of the Stock Item screen.
In the Stock Items by Location window, a list of all Locations will be displayed. To
edit the values, highlight the desired Location and press Modify.
Stock Level
Changing the Stock Level in this screen will adjust the current stock level for the
selected item, for the selected location.
Recommended Level
A Recommended Level is used in Re-Order Reports and auto generating Purchase
Orders and is the recommended level you wish to keep in stock for the selected item
for the selected location.
Reorder Level
A Reorder Level is used in Re-Order Reports and auto generating Purchase Orders
and works by comparing the recommended level and current stock level against its
reorder level. If the stock level falls below the reorder level, the reorder quantity
value will be equal to the recommended level.
Carton Quantity
If the item is a single and linked to a Carton, enter the Carton Quantity that the
items are purchased in so that POS can back calculate when used for stocktake.
Stock Location
This setting is used to determine which location the stock will be deducted from, and
can be different from the location of where the item is sold. For example, you can
sell an item in several locations, but all stock is deducted from a central location. By
default, the Stock Location will be the same as the location you are editing.
Supplier Codes
A Supplier Stock Code is the product code that appears on a Suppliers Invoice. It is
possible to link the Suppliers product code to the Idealpos Stock Code, and can be
used when entering an invoice from a Supplier.
To add a Supplier Code, highlight a Stock Item and press the Supplier Code button in
the bottom left hand corner of the screen.
If you purchase the same item from more than one Supplier, you can enter multiple
Supplier Codes to a single Stock Item. To add, click on the Add button within the
Supplier Stock Codes window. Enter the Supplier Code and Suppliers Stock Code.
The description field will automatically populate based on the Stock Code description.
Cartons of 1 For example, you purchase cartons of Coke and wish to perform
stock control by the carton. A stock item has been created for a Carton of Code, and
is ticked for stock control. You have single cans of coke linked to this item as an
Indirect Item, so each time you sell a single, 1/24th will be deducted from stock.
You can enter the Suppliers Carton Stock Code against the Carton of Coke in
Idealpos and set the you sell as option to Cartons with a quantity of 1.
This means, 1 item on the supplier invoice/order equals ONE item in Idealpos:
Promotion Enquiry
This button will only become active when a stock item that is included in a promotion
has been selected from the list.
It enables you to see all the promotions the stock item is linked to and will be
affected by. The promotions will be listed in priority order if they are included in
more than one promotion, but you can select which grouping to use by selecting the
header of your choice.
You cannot select to modify or change any promotions using this function, it is only
to help you visualize the promotions the stock items are included in.
Discontinue
If a Stock Item is no longer required, you can highlight the item and press
Discontinue.
The Discontinue button is located in the bottom right hand corner of the stock item
grid.
Discontinued items are then removed from the Stock Item grid and will no longer
appear in the stock item listings or Stock-take screens.
To show discontinued items, select the Discontinued Items Only option located in
the bottom right hand corner of the stock item grid.
Once Stock Items are discontinued, you can permanently delete them by selecting
the item and pressing delete. All sales history will be grouped under a stock item
called Deleted Stock Items and will no longer be able to view sales history under its
original code or description.
General Tab
In the General tab, you will find the most used functions to control the requirements
needed for the stock items.
When you Add or modify a stock item you gain access to the full details of that
particular item. Within this screen are 3 tabs that control various aspects that relate
to the item, and these are General, Advanced and Indirect Item. Most settings will be
controlled in the General tab, but depending on your choices, you may choose to also
adjust the settings in the Advanced. The indirect Items tab will only be available if
the item is Indirect.
Stock Code
The Stock Code must be unique and can contain both numbers and letters up to 16
characters long.
Description
The Stock Item Description is used in all areas of Idealpos including the POS Screen,
the customers receipt, Kitchen Printers, Kitchen Monitor, Stock and Sales Reports,
Stock-take screen, and more.
A Stock Item can have up to two descriptions, and when adding a new item, the 2 nd
description will automatically populate based on the first description entered. The 2nd
description can be used for Kitchen Printers and monitors so the Kitchen can read a
different description from the receipt description.
An example of this would be a Restaurant who has an item called Char Grilled Eye
Fillet however the kitchen docket reads Eye Fillet. The 2 nd description field is
located in the Advanced Tab of the Stock Item.
Once a second description has been added to the stock item, it will be displayed
underneath the first description.
Department
Stock Items are linked to Departments for the purpose of grouping similar items.
Before you can link an item to a Department, you will need to create your
Departments first. You can add department by going to File > Sales > Departments.
To select a Department, either type in the Department number, so click on the arrow
to show a drop down list of Department names. The Department names are listed in
alphabetical order.
Tip: When highlighted on the Department number, press the ALT > button on the
keyboard to show the list of Department names. You can also start typing the name
of the department to dynamically search for the name you want.
Selling Prices
There are 12 selling price levels per stock item or alternatively, you can tick the
Force a Selling Price entry option, which when activated will open a numerical
keypad on the POS Screen for the staff to enter the required price. If this option is
ticked, the selling price levels will be greyed out. If you are unsure what the
difference is between Markup and Margin, you can read about it in our article here:
http://www.idealpos.com.au/pos-articles/difference-between-markup-and-margin/.
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Go to File > Stock Control > Stock Items > Add > in the Description field enter
Open Stock Item xxx (Where xxx is the custom description. E.g. Open Stock Item
Entree) > Save.
If you want the staff to enter a price for the item, select the Force Selling Price
Entry checkbox.
Go to Setup > POS Screen > POS Screen Setup > Layouts > Buttons > Create a
button linked to the stock item you just added.
When the item is pressed on the POS Screen, you will be prompted to enter a price.
The keyboard will open where you enter the description of the item you want to sell.
Cost Prices
Cost Prices Ex Tax can be entered to give you a profit margin beside each price level.
Standard Cost is the initial cost of the goods, a manual Base Cost that can be
loaded against the Stock Item. It will not automatically fluctuate with stock received,
so if it needs to be changed for any reason, you will need to change this. Last Cost is
the last purchase cost of the goods received.
(( ) + ( ))
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Basically, it computes the total purchase cost of the particular item and divide by the
total quantity of the item purchased. If the average cost increases rapidly it
generally indicates the value of the goods is significantly different to the last
purchase. If the stock item is Indirect these fields will be updated automatically from
the Direct Item they are linked to.
Purchase Category
Purchase Categories are responsible for organizing your purchases into different
categories for reporting purposes. They are simply the way that you wish to group
the purchase history of your items. You must first create a Purchase Category
before linking a stock item to a Purchase Category. Refer to the Purchase Category
section of the User Guide for more details.
Default Supplier Code is the code the supplier recognizes as this item, and is usually
indicted on their invoice to you. You can create multiple Supplier Codes for a single
item through the Suppliers button located in the main Stock Item Grid.
Scan Code
Scan Code is the barcode that is on the item, or if you dont have a barcode but
would like one, then press the Auto button and Idealpos will generate a unique code
for you. The automatically generated barcode will produce a EAN13 formatted
barcode.
If you have more than one barcode per item, you can add additional barcodes
through Alternate Codes. Alternate Codes can be accessed through the Alternate
Codes button located in the Stock Item Grid.
Printer Settings
Printer Settings is where you program the item to print. You can rename all Kitchen
Printers by going to Setup > Global Options > Printing > Modify POS 1 > KP1-12 >
Rename the printer. All items that have a price should be set to print to receipt,
whereas instructions generally do not.
Print Red function will not work on Thermal Receipt printers, and will only work on
kitchen printers that have the correctly coloured ribbon. Even though an item may be
ticked here to print on a certain printer, if a printer has not been configured it wont
print.
Other Settings
Non-Accumulating if ticked means multiple sales of 1 item in the same transaction
will be displayed in a separate line in the POS window. If you want to use the Split
Sale function or link instructions, it may be preferable to have all items ticked.
Stock Control will enable this item to be recorded through all types of transactions
to keep a level of how many you should have physically in stock.
Indirect Item is selected when the stock item is made up of at least one other
stock item from the Stock List.
Non-Accumulating is selected when you want to have the same item appear on its
own line within the sale.
Discontinued Item if ticked will disable that item from being viewed in the main
Stock item List.
Scale needs to be ticked if you want to weigh the item for purchase. Enter the Tare
value.
Instruction if ticked will not show quantity on the kitchen receipt, but will display a
small arrow to indicate it is attached to the previous item.
Cant Buy with Gift Voucher will inhibit the purchase of the item with a gift
voucher.
Inhibit Voids will not allow the item to be voided from the screen once it has been
added.
Web Store will allow the item to be used in the Idealpos Add-on WebIT.
TAX Settings
Selling Price Tax Settings need to have 1 choice selected. You should check with your
financial advisor as to the requirements of taxable items.
Stock Control
A stock controlled item is an item that has been brought into your stock system, and
is sold basically as it is. Simply enter the appropriate details for the stock item and
press save. A normal stock item must have the Stock Control check box ticked, and
the indirect checkbox un-ticked. This is also classed as a Direct Item and can also be
a Component Item.
Non-Stock Control
This is an item that you sell but do not need to keep track of the stock levels. This
could include but is not limited to service and labour charges, for which there is
nothing to count at a stock control level, or items that are insignificant to the running
of the stock control, but necessary for tracking supplier transactions. Leave both the
Stock Control and Indirect check boxes un-ticked.
Indirect Items
These are items that are made up of a part of 1 or more items that are stock
controlled. Examples include but are not limited to, a glass of wine. A glass of wine is
considered as Indirect, while the bottle of wine is the Direct Item. The glass is
Indirect because it uses only 150/750ml of the bottle of wine. Cocktails and other
recipes may include various items.
Advanced Tab
In the Stock Item Advanced Tab, there are other program settings.
Description 2 Field
A Stock Item can have up to two descriptions, and when adding a new item, the 2 nd
description will automatically populate based on the first description entered. The 2nd
description can be used to for Kitchen Printers and monitors so the Kitchen can read
a different description from the receipt description.
Sales Prompt
Sales Prompt field will display a prompt on screen when the item is selected. In the
example below, is the classic Would you like fries with that question, which is
commonly used as a Sales Prompt in fast food outlets.
When the item is sold, the Sales Prompt will appear on the POS screen in bold black
writing with a yellow background. The message will be cleared as soon as you press
another function on the POS screen, or by pressing the sales prompt itself.
Go to File > Stock Control > Stock Items > Modify > Advanced Tab > Sales Prompt
> enter the text #NODISPLAY#.
If you want to count how many items have been sold but not display them on either
the Customer Display or the POS Screen. Link a hidden stock item to a number of
ticket buttons, and the item will count a total, but not display on any screen.
Go to File > Stock Control > Stock Items > Modify > Advanced Tab > Sales Prompt
> enter the text #HIDE#.
Link to Menu
A Menu can be linked to a Stock Item so when the item is sold, the menu will
automatically appear. Below is a product called Roast Beef Focaccia and is linked to
Menu number 67 called Without.
Creating a Menu can be done through Setup > POS Screen > Menus. For details on
how to setup Menus, refer to this section of the User Guide.
Creating a Grid can be done through Setup > POS Screen > Grids. For details on
how to setup Grids, refer to this section of the User Guide.
Link Table
A Stock Link Table is a group of items (can have up to 12 per table) in a table and
can be sold automatically when an item is linked to the table.
When the Stock Item is sold, the group of items from the Link Table will also be sold:
Creating a Link Table can be done through File > Sales > Stock Item Link Tables. For
details on how to setup Stock Item Link Tables, refer to this section of the User
Guide.
If you click on the arrow, the edit screen appears and you can change the current
Stock Level, Recommended Level and Reorder Level for the current Location. This
can only be done for Stock Controlled, Stock Items.
A warning will be displayed on the POS screen to notify the operator that the price
cannot be changed:
Stock Notes
Notes can be entered against a Stock Item and is typically used to record further
details about a product. Notes can also trigger special functions to be performed in
the background.
This option will force any Stock Item with notes to automatically display on the POS
Screen. Unlike a Sales Prompt, the operator will be required to close the window
before they can continue.
Go to Setup > Yes/No Options > POS Screen > Stock Item Notes displayed when
item is entered.
Additional Functionality
Enter the text qty into the notes field of zero-priced instruction items. All sales of
that item will then be recorded in the Stock Item Sales Report.
Special Points
If you are using the Customer Loyalty Points System, you can offer your customers
additional point for specific items they purchase. In the example below, the item
Coke has been set to use Special Points and will reward the customer with 5 points
when the item is purchased.
When the item is sold to a points customer, they will accrue 5 Points:
The points will be displayed the next time the customer is logged on the POS screen:
Indirect Tab
An Indirect Stock Item (child item) is an item that deducts stock from the Stock Item
(parent item). Use this option if you wish to deduct stock from another item. Once
Indirect Item is ticked, your will see the Indirect Tab at the top of the screen become
visible:
Default Fields that cannot be altered are the Stock Code and Description fields.
These contain the details of the indirect item and are reference only.
Made Up Of field will display the current stock items that the indirect item is linked
to, or made up from. There are no limits to how many component items are used to
make up the indirect item. Details of the component items will be shown, and include
Stock Code, Description, Quantity, Standard Cost, Last Cost and Average Cost. At
the bottom of this field the Totals will be calculated on what the items added costs
are.
To add component items to the list click on Add. You can also Modify and Delete any
items that are currently in the list. This screen will display the Indirect Code, Indirect
Description, Component Stock Code, Component Description and the Quantity.
Stock Purchases
Stock Purchases in Idealpos
Stock Purchases is used to receive and credit stock into the Stock Control system.
Generally an invoice from a supplier is used as confirmation of the details of the
items being added to the database. If you want Stock Control to be correct, this is an
important procedure that has to take place.
The Stock Purchases window will display any open Invoices and Purchase Orders.
The Stock Purchases window allows you to perform multiple functions that control
the use of Purchases and Orders.
Add
This button will allow you to create a new Purchase Order, or enter an Invoice. When
you select this button a new window will open. You can then use a drop-down box to
select which type you want to create.
Modify
This button will allow you to modify an already created Purchase Order or Invoice.
Delete
This button will allow you to delete a Purchase Order or Invoice.
Import
This button allows you to import an Invoice that has been sent to you electronically.
Idealpos supports multiple formats for electronic invoices, which need to be set up to
match the supplier. The Generic (.csv) is a custom format used with minimal fields.
Generic (.csv)
The Generic format is a minimal custom format allowing you to input an invoice from
any supplier, provided you have added the data to a .csv file, either automatically or
manually. In some instances this may be more of a hassle than it is worth to just
enter the invoice manually in the first place.
Export
This button allows you to export a Purchase Order to a .csv or .txt file for use in
other programs or supplier formats.
Copy
This button allows you to create a new stock purchase based on the selected item.
Checkboxes
Show Purchase Orders Select to toggle Purchase Orders being displayed.
Show Stock Received Select to toggle Stock Received being displayed.
Show Orders NOT Received Select to toggle orders that have not yet been
received.
Print Labels Select to print labels of items that have been processed.
Email
This button will allow you to send the Purchase Order by email to the Supplier.
View
This button will display the Purchase Order as it would be printed.
Print
This button will print the Purchase Order or Stock Received to the default windows
printer.
Items Only
This button will allow you to receive Items Only without an Invoice.
Process
This button will open the Purchase Order or Stock Received and Process the values
you have entered into the Stock Control of the items.
When you are entering a Stock Purchase, this check box will be greyed out.
The warning will display after you have entered the new Cost Price. It will simply
inform you to check the prices, it will not prompt again.
Global Options
Programmable Barcodes in Stock Purchases
Programmable Bar Codes for Stock Purchases can be configured by going to Setup >
Global Options > Purchases > Programmable Barcodes.
Prefix All barcodes starting with this prefix will be considered as a programmable
barcode.
Field 1 Choose either Stock Code or Department Code.
Field 2 Choose either Price or Qty.
Position Fields Enter the starting position for Field 1 & 2.
Length Fields Enter the length of the fields for Field 1 & 2.
Decimal Point Enter the decimal point position when using Price for Field 2.
Stock Received
This function allows for stock to be entered into the database, or supplier credited for
stock returned. This function is used when stock has been delivered with an invoice,
without an order being placed through Idealpos. This is the most common form of
receiving stock into the database. This can be done manually from an invoice,
electronically from a file or generated from a PDE file.
This area will show the Supplier and Invoice details and
2 Items Area
database.
This area is used for adding the Stock Items and prices to the
3 Totals Area
figures.
Information Area
The Information Area is where details that are not related to the Stock Items
themselves are entered. Details can be added here which apply to the Invoice itself.
Items Area
The Items Area allows you to enter in details of the Stock Items the supplier has
provided on the invoice. Depending on the supplier, the invoice may or may not
display the details of the Unit Cost and ex-Tax Amounts. If using correct Stock
Control procedures, you will need to ensure the details that are entered match what
has been supplied against the Invoice. By pressing the Enter button you will move
through each column from left-to-right.
Stock Code This column will detail the Code that you use in Idealpos for this item.
This code is unique and is unable to be used for other items.
Supplier Code This column will display (if available) the Code that the supplier
uses to record this item on the Invoice. This code is usually unique to suppliers.
Description This column is the description of the Stock Item.
Quantity This column must contain the quantity of each stock item that was
received and invoiced.
Stock On Hand This column will display the current quantity of each stock item
that is recorded in the database.
Unit Cost This column is the cost of a single unit of the goods that have been
supplied.
Disc % - This column will enable you to enter any discounts that have been applied
to the stock items from the supplier.
Tax 1 This column is used to designate the tax type used on the stock items from
the supplier.
Total This column will display the total of the Quantity field multiplied by the Unit
Cost field. If the Unit Cost is rounded and the Total figure doesnt match the Invoice
Line total, you can enter the invoice line total in here, and the Unit Cost will be
adjusted accordingly.
Last Cost This checkbox can be selected to update the Last Cost of the stock
items being processed. Reasons for not selecting this checkbox might be that the last
figure is well below what you normally pay, and you dont wish to adjust your profit
figures due to a special discount from a supplier.
At the bottom-left side of this window the details of the Stock Item within your
database currently will be displayed. There are three checkboxes that will toggle the
corresponding column to be displayed or not.
Enquiry This button will open the Stock Item Enquiry screen that allows you to
view all the history associated with the selected Stock Item.
Prices This button will open a Price Change window that allows you to adjust the
Selling Price of the Stock Items. This can be used when a supplier has increased
their cost price and you want to increase yours to keep the same margins.
Totals Area
This area will display the invoice total as it is calculated from the items entered in the
Items Area. It also allows you to add additional service fees and tax rates.
Freight This field is defined by setting a Purchase Category and assigning it within
Global Options. It is used to enter and record any transport costs applied from the
supplier.
Admin Fee This field is defined by setting a Purchase Category and assigning it
within Global Options. It is used to enter and record any administration costs applied
from the supplier.
Tax This setting allows you to enter up to 6 different Tax Rates associated with the
invoice.
Purchase Orders
This function allows for stock to be ordered from the supplier, and received into the
stock control database in part or full. Purchase orders complete a full circle of control
and reporting on what has been ordered, against what has been delivered.
This area will show the Supplier and Order details and
2 Items Area
database.
This area is used for adding the Stock Items and prices to the
3 Totals Area
figures.
Information Area
The Information Area is where details that are not related to the Stock Items
themselves are entered. Details can be added here which apply to the Invoice itself.
Items Area
The Items Area allows you to enter in details of the Stock Items you want to
purchase from the supplier. By pressing the Enter button you will move through each
column from left-to-right.
Stock Code This column will detail the Code that you use in Idealpos for this item.
This code is unique and is unable to be used for other items.
Supplier Code This column will display the Code that the supplier uses to record
this item in their database. This code is usually unique to suppliers.
Description This column is the description of the Stock Item.
Quantity This column must contain the quantity of each stock item that you want
to purchase.
Stock On Hand This column will display the current quantity of each stock item
that is recorded in the database.
Unit Cost This column is the cost of a single unit of the goods that have been
supplied previously.
Disc % - This column will enable you to enter any discounts that have been applied
to the stock items from the supplier.
Tax 1 This column is used to designate the tax type used on the stock items from
the supplier.
Total This column will display the total of the Quantity field multiplied by the Unit
Cost field.
Last Cost This checkbox can be selected to update the Last Cost of the stock
items being processed. Reasons for not selecting this checkbox might be that the last
figure is well below what you normally pay, and you dont wish to adjust your profit
figures due to a special discount from a supplier.
At the bottom-left side of this window the details of the Stock Item within your
database currently will be displayed. There are three checkboxes that will toggle the
corresponding column to be displayed or not.
Enquiry This button will open the Stock Item Enquiry screen that allows you to
view all the history associated with the selected Stock Item.
Prices This button will open a Price Change window that allows you to adjust the
Selling Price of the Stock Items. This can be used when a supplier has increased
their cost price and you want to increase yours to keep the same margins.
Generate by Reorder Levels This button will automatically fill the Purchase
Order with Stock Items based on the recommended and reorder levels previously
set.
Generate by Supplier This button will sort the Purchase Order with Stock Items
linked to the selected Supplier.
Remove All Items with Zero Qty This button allows you to tidy the Purchase
Order by not including items that do not need to be ordered.
Totals Area
This area will display the invoice total as it is calculated from the items entered in the
Items Area. It also allows you to add additional service fees and tax rates.
Freight This field is defined by setting a Purchase Category and assigning it within
Global Options. It is used to enter and record any transport costs applied from the
supplier.
Admin Fee This field is defined by setting a Purchase Category and assigning it
within Global Options. It is used to enter and record any administration costs applied
from the supplier.
Tax This setting allows you to enter up to 6 different Tax Rates associated with the
invoice.
Process Invoices
Once Invoices have been entered they can be saved and processed at any time.
Stock will NOT be added to the Idealpos database until it has been processed. This is
something to keep in mind if performing a Stocktake.
Highlight the Invoice in the Stock Purchases window and press Process.
You will be given the option of printing a copy of the Stock Purchase to attach to the
invoice.
Once the invoice has been processed it will be removed from the list.
Highlight the Purchase Order in the stock purchases window and press Process.
Previously Received This column will show items that have previously been
received from the supplier relating to the Purchase Order.
Cancel Remaining This column will allow you to select a checkbox that will cancel
any remaining items that have not been received in the initial delivery from the
supplier.
Receive None This will reset all the quantities that have been order to 0.
If the items ordered have been supplied in full, you can simply press Process, and
the invoice will be finalized. An Invoice number will need to be added.
You will be given the option of printing a copy of the Stock Purchase to attach to the
invoice.
If the order was only partially received, the Stock Purchases list will display it as
Partial.
Once the Purchase Order has been fully received you can delete the Purchase Order.
If the order has not been deleted, it will display as being processed.
This report is used in conjunction with par levels to help maintain a set level of stock.
Stock Ordered
This report will give you the following options:
Date Range Order Date, Delivery Date
Sort Order Code, Description
Group By Delivery Date, Location, Supplier
Options Show Outstanding Items Only, Consolidate Items, Condensed Order
List, Consolidate Site Items (Only available with HO & SM modules), Show
Ordered, Show Quantity x4, Outstanding, Show Cost, Decimal Places on
Quantities
Selection Range Code, Description, Department, Supplier
This report will show details of the stock that has been ordered.
Stock Purchases
Go to Reports > Purchases > Stock Purchases.
This report will show an overview of stock purchases and returns by stock items.
Stock Transfers
Stock Transfers in Idealpos
Stock Transfers are used to maintain stock level accuracy for all items that are stock
controlled within multiple location installations. It will give the user the capability to
track the movements of stock items through all locations, but must be entered
manually.
There are 4 different types of stock transfers used in Idealpos. Each function will
perform seemingly the same, but they are very different in the way they are
processed.
It is important to note that you can only use the Stock Transfer function when you
have more than one location.
If you have only one POS Terminal and want to use multiple transactions, go to
Setup > POS Terminals > Add a second terminal with no settings > Delete it. The
Locations menu will now be visible.
Transfer as a Transaction
To Transfer an Item or Items as a Transaction go to Transactions > Stock Control >
Stock Transfers.
The Stock Transfers window will open where you add the details of the transfers to
take place.
Enter any appropriate reference numbers, date and details for the transaction. You
also need to check whether the transfer is to be recorded as taking place before or
after a stocktake has been started.
Click on the Add button to add the details of the transfer item/s.
Select the stock item by clicking on the > button. Choose the Location the stock item
is to be transferred from, and the quantity you want to transfer. The current
available stock level is shown.
Select the location the item is being transferred to and click on Save. The window
will stay open so you can enter multiple transfers. It is not a requirement to keep
transfers between the same locations separate from others, but will depend on the
reference numbers you use.
If required you are able to allow transfers between items. This is used when you are
no longer stocking a particular product, but still want to have control over it, you can
add it to another items stock count for correct verification. It can also be used in the
case of, for example, you normally buy 1125ml Btl of Vodka, but your supplier could
only give you 700ml Btl of Vodka. You can transfer the 700ml into the 1125ml so you
only need to count the one item.
The Transfers window will open once all transfers have been added, and you can
select any other them to modify or Delete.
Once you are satisfied the transfers have been entered correctly press the process
button and a confirmation window will appear. If the new location requires labels for
the items, you can also select to send the items details to Label Printing.
You will be given the option to print a copy of the Stock Transfer to keep with any
other paperwork you use. If you select to not print a report, you can still access the
details by going through the Report menu. More information on Reports can be found
in the Report help files.
Go to Setup > Yes/No Options > Stock Control > Inhibit Stock Transactions Before
Last Stocktake.
Any attempts to back-date a stock transfer before a stocktake will receive the
following message when you press the Process button.
Transfer Mode
This function allows staff to transfer goods through the POS screen to multiple
locations on the fly. Transfers used in this way are still recorded as normal Stock
Transfers.
More information on using Transfer Mode can be accessed in the Transfer Mode help
files.
For more information on how to Transfer using a PDE, please refer to the PDE help
files.
More information on this type of transfer is located in the Stocktake help files.
Stocktake
Stocktake in Idealpos
Idealpos provides an easy to use step by step process for performing a stocktake.
The basic process is to start at the top of the list and work your way down until you
have either updated the stock levels or cleared the stocktake. You will find the list
under the Stocktake heading from the back office.
Important Details
The stocktake procedure is one that can cause major changes to your database and
reporting. It is important to ensure that all details are correct throughout the entire
process.
4. Do not sell any items of stock between starting the stocktake and when you
actually count the stock.
5. Once an item has been counted and recorded, that item is able to be sold
through the terminal.
6. Any stock purchases, returns, transfers or write-offs that are entered after
the stocktake has been started will affect the Stocktake; you will have the
choice to apply these changes to the current stock levels.
Stocktake Procedure
The basic stocktake procedure is as follows:
9. Choose the Location/s you wish to stocktake.
Stocktake Settings
Go to Setup > Yes/No Options > Confirmation
Start Stocktake
To begin a new stocktake go to Stocktake > Start Stocktake > Review the stocktake
procedure, and if required you can print it out > Choose the locations you want to
stocktake by clicking in the selection field.
Once you have made your selection/s, click on the Start Stocktake button. You will
be asked to confirm you wish to start the stocktake.
A second screen will display the Location/s that you have selected along with the
date the stocktake will be posted to.
Stocktake Forms
Stocktake Forms for the use of counting stock can be printed as an aid to your
stocktake. The forms can appear in Stock Code or Stock Item Description order, can
be grouped by Supplier or Department, and can include Indirect Items. If required
you can select to show the current stock levels.
To print the stocktake forms go to Stocktake > Stocktake Forms > Make your
selection of the view you want, along with any added details to help your stocktake.
You can also select a range of items to count, if you are not performing a full
stocktake, and depending on the items you need to count, you can include Indirect
Items.
Enter Stocktake
Once you have physically counted all the items for the stocktake, you need to enter
this information into Idealpos using the Enter Stocktake screen. This screen
automatically saves all data as it is entered. When you close this screen, the data
previously entered will have been saved and be displayed for you.
To Enter Stocktake go to Stocktake > Enter Stocktake > A new window will open
which shows a grid of all the stock items for a particular location.
Location
If you want to enter the stocktake of multiple locations, you need to do this by
selecting the location from the drop down box. Location 1 is selected by default.
Sort Order
You can select how to sort this grid so that entering of the stock is a simple
procedure, using the Sort Order selection. Stock Code is selected by default.
Direct Stock Item Entry
Each time an item is scanned or entered into the Search Code field, then that item
can be automatically entered into the Stocktake, rather than using stocktake forms.
If you have a scanner items can be scanned and a quantity entered, or you can
select the check box to Automatically Add One to the Stocktake with each Scan.
Filter
You can filter the Enter Stocktake form by department for quick and easy entering of
items into the list. Enter a Department Code or press the > button to select from a
list.
Enter the quantity recorded for each item into the relevant field under the stocktake
heading.
If you are counting your items as indirect components, you can hit the drop down
box and enter the separated values here. Idealpos will calculate the totals of each to
display the correct quantity.
A confirmation screen can be displayed to add the total of the indirect items to the
stocktake.
Once you have entered all of the stock item quantities, you can select to Set All
Uncounted Items to Zero or Set Uncounted Items to Stock Levels. This function is
used when you are positive you have no items left and want the stock levels
adjusted accordingly. This option can apply only to the items displayed in the window
based on the selections in the filter.
When using this function you will be prompted with a warning screen.
Once you have entered all stock quantities and set any items, you can simply exit
the screen. Exiting the screen will automatically save any quantities already entered
against the items, and you can come back to this screen and add more at a later
stage.
After checking the variance report, you may need to recount any items with a large
variance and come back to this screen to change the previous entered quantity.
Once you have updated your stock levels, this option will no longer be available.
You cannot enter this screen if a Stocktake has not been started.
To view or print the Variance Report go to Stocktake > Stocktake Variance Report >
A screen will display giving you various selections you can choose.
Sort Order
Select to sort either by Code or Description.
Group By
Group the report by Department, Location, Stock Item or Department & Location.
Options
Set a Variance Threshold as a %. Any variance less than this figure will not display
on the report.
Decimal Places on Quantities can be set from 0 through to 4. It will depend on the
accuracy of your counting and the values used for ordering and indirect items that
can affect this.
Cost/Selling Price for Valuation will show the value of the variances based on the
selected option.
Select to not show items that have a zero quantity, otherwise the report will be much
larger.
Once you have made your selections, you can choose to save the report as a default,
so your report is the same each time you view it.
Only stock items that have a recorded variance will display on this report. It could be
something as simple as a missing number in the enter stocktake screen to create a
variance.
Any variances can be corrected by finding the cause of the issue and changing the
value in the Enter Stocktake screen.
To view or print the valuation report go to Stocktake > Stocktake Valuation Report >
A new screen will open giving you the option to make a selection of the data you
wish to see.
Sort Order
Select to sort the report by either Code or Description.
Group By
Group the report by Department, Location or by Department & Location.
Options
Cost Price for Valuation can be based on Cost Prices or Selling Price.
Select to include items with zero quantity.
The report will give you the selected information which can then be printed on the
default A4 windows printer.
To generate a stock transfer go to Stocktake > Generate Stock Transfer > A small
confirmation box will open.
Once you hit OK, Idealpos will quickly analyze the details and generate any transfers
that need to take place. Any items that do not match records and can be transferred
to correct the stock level count will be displayed. Confirm the transfer by pressing
Process.
If no items are found that need to be transferred a window will confirm that.
To Update Stock Levels go to Stocktake > Update Stock Levels > A new screen will
open where you will need to select the locations you want to update. Only the
Locations that a Stocktake has been started on will be able to be selected.
At the bottom of the window you will be able to enter a reference for this stocktake
update. It may be the person performing the update or other information. The field
will only allow 25 characters. The reference will be displayed on the Archived
Stocktake Reports.
Once you have made your selection and press update, a confirmation screen will
open to confirm the update can take place.
After confirming you want to update the values a new screen will display when the
update has taken place.
Clear Stocktake
This function is primarily used when a Stocktake has been started but the items were
not counted before sales of the items resumed, or a Stocktake was started and no
longer needs to be completed. It will clear all the entered values and you will need to
restart the Stocktake with the correct count. If you have set up multiple locations in
Idealpos, the Clear Stocktake functions needs to be performed for each location.
To Clear a Stocktake go to Stocktake > Clear Stocktake > Make a selection of the
location you want to clear the stocktake for and press Clear.
A confirmation screen will open asking you to confirm the correct location is about to
be cleared of the stocktake.
Another screen will open to confirm that the stocktake has been cleared.
Select the file you wish to view or print and press the selected button > the
designated report will open.
Select the file you wish to view or print and press the selected button > the
designated report will open.
Suppliers
Suppliers in Idealpos
Suppliers need to be entered into the database if you want to use Idealpos for Stock
Control purposes. Even if you dont want to record each and every supplier, at least
one supplier must be entered into the database before any item can be Stock
Received.
Suppliers are able to be utilised for reporting on nearly all issues relating to Stock
Control. Suppliers are also used to link Supplier Stock Codes to Stock Items to
enable receiving stock more efficient.
Suppliers and Supplier Stock Codes can be accessed by going to File > Suppliers.
Add Suppliers
When adding suppliers it is a good idea to have as much information about them as
possible. It is also a good idea to add your suppliers before the addition of any stock
items. Each supplier record must contain a company name and a supplier code. The
supplier code can only be 12 characters long, and can be alphanumeric. All other
fields are optional but recommended.
It is possible for Suppliers to be imported into the Idealpos database through a .csv
or .txt file. More information on using this function can be found by going to the
Import Data help guide.
Enter in the supplier code of your choice, or Idealpos will auto-fill with the next
available code. It is a good idea to fill in as much of the contact details as possible,
but is not required. The account section is where you enter their ABN, Account
Number and Credit Limit you have with them. Idealpos has a set format that you can
supply to your suppliers for help in speeding up your invoicing. You can also set the
Default Delivery Method, Default Tax Rate, and select if the supplier is linked to the
Accounting add-on module. Once you have entered all the details you wish to keep,
hit the Save button. The screen will reset to enable you to add more suppliers.
You can select which format the supplier sends out their electronic invoices (if
available). It is not always possible to import an invoice from a supplier, but the
following formats are available: ALM (.dat), HLW (.INV), HLW (.txt), ILG (.INV) and
Inkeeper (.DAT).
Modify Suppliers
You will only need to modify suppliers if they change any of the details that you
previously have stored for them, or you want to add more details that you currently
did not have.
To Modify a Supplier go to File > Suppliers > Suppliers > Highlight the supplier you
want to modify and press the Modify button > Change any details that you want
modified and click on Save.
Delete Suppliers
Unless you have absolutely no need for the suppliers data, there is no need to delete
them from your list. Deleting any supplier will result in data loss in many areas of
Idealpos that had ever been linked to this supplier in any way.
To Delete a Supplier go to File > Suppliers > Suppliers > highlight the supplier you
want to delete and press the Delete button >A warning box will display which you
will need to confirm before proceeding.
Supplier Enquiry
The Supplier Enquiry window allows you to view all relevant and important
information relating to your suppliers. To access the Supplier Enquiry go to Enquiry
> Suppliers > A new screen will open.
When this screen opens you will need to choose the supplier of your choice by either
entering the code, or hitting the > button. This will open your supplier list and you
can highlight or double click the supplier of your choice, and hit OK. The window will
now display any invoices, credits or payments that have been processed during the
selected date range.
At the bottom of the list is a button called View that will display the Supplier Invoice
Report, which can be saved as a .pdf or printed to an A4 printer.
Payments will not be able to be viewed from this screen. You cannot modify any
supplier settings from the enquiry window.
There are 3 different ways that you can Add, Modify and Delete supplier stock codes.
All ways achieve the same result, and it doesnt matter where you add them, the
data will be stored in the same place.
You can choose which supplier you want to make changes to by clicking on the drop
down box at the top of the window. It will display a list of all the suppliers.
When you make your selection, any Supplier Stock Codes that are linked to this
supplier are shown in the list.
Here you can select to add a new item, Modify or Delete a current existing item.
When you press the Add button, you will need to enter all the information that is
required for this item.
When Modifying or Deleting a supplier stock code, highlight the item in the list and
select the appropriate button.
When you delete a supplier stock code, you will be asked to confirm the decision.
Enter the details of the Supplier Stock Codes into the relevant fields and save.
It is possible to have multiple Supplier Stock Codes for more than one supplier, as
you may purchase your stock from a number of companies.
This will enable the stock item to be selected by this supplier as default, but can still
be shared across multiple suppliers in stock shortage cases.
To allow Supplier Payments and Adjustments go to Setup > Yes/No Options >
Miscellaneous.
Supplier Payments
You use supplier payments to record the payments you have made to your suppliers
as a record of your transactional history.
A new window will open and you will need to select a supplier by pressing the >
button or directly entering the Supplier Code into the field.
Once you have selected your supplier, the window will now display contact
information and any outstanding payments needing to be made. It will also itemize
each individual invoice that has been received from the supplier.
Select the invoice/s you want to action and press a button to enforce that action.
Pay
Modify
invoice.
Pay All
Auto-Allocate
- will pay a set amount across however many invoices the
amount provides for.
Once all selections have been made, you will need to enter a reference number >
Press Process to allocate the action. In our example we have pressed to pay an
invoice, which has entered the total into the Payment Total field.
Supplier Adjustments
You use Supplier Adjustments to adjust any payments or credits you may have made
where there was an error after processing, or some other factor that hadnt been
taken into account.
A new window will open and you will need to select a supplier by pressing the >
button or entering the Supplier Code directly into this field.
Once you have selected your supplier, the window will now display contact
information and a list of the credits you have committed for this supplier.
Select any of the functions that are displayed and choose one of the action buttons.
Adjust
Adjust All
Modify
Once all selections have been made, enter a reference number and press the Process
button.
Surcharges
Surcharges in Idealpos
Idealpos supports four different types of Surcharges which can be applied to a sale.
The choices you can select are Item, Subtotal, Automatic Surcharge, and Tender
Surcharge. All types of surcharges can be applied as a Percent (%), only the
Automatic Surcharge can also be applied as a Dollar ($).
Surcharges are used to add a variable amount to a sale for many different reasons
depending on the business. Item and Subtotal Surcharges can be programmed only
to allow access to certain staff through the use of permissions, whereas Automatic
Surcharges and Tender Surcharges will apply regardless of the permissions, as it is
set per Terminal or Tender.
It is important to check your local laws regarding the use of, and implementation of
Surcharges. Idealpos provides this function on the assumption you are acting in
accordance with your local laws and guidelines, and does not assume responsibility
for any misuse as a result.
Surcharge Settings
POS Terminal Settings
Go to Setup > POS Terminals > Modify > POS Settings > Automatic Surcharge. This
will need to be set for each individual POS Terminal.
Amount
Label
Surcharge.
- Enter the label that will be displayed on the receipt for the
Date
Day
POS Screen
Promotions/Discounts Calculated Live
Select this option to show the surcharge on all items as they are entered onto the
sale if the Surcharge is able to be calculated.
Select this option to show Allocated Discounts/Promotions on the POS Screen when
the sale goes to Tender Screen.
Receipt/Kitchen
Select this option to show the Surcharge applied to each item.
Option selected:
Go to Setup > Users > Modify > Clerk Permissions > POS > Select to allow (%+
Item) and/or (%+ Sub Total).
For Admin Clerks go to Setup > Clerks > Select Admin Clerk > Modify > Permissions
> Select to allow (%+ Item) and/or (%+ Sub Total).
Functions
Go to Setup > Functions.
Modify %+ ITEM and %+ SUB TOTAL if you want to give them a different
description.
Modify the selected Tender > Enter a figure as a % or $ amount > Save.
Item Surcharge
Item Surcharges can be applied to any item within the sale as a % amount, either
pre-selected or a custom amount. Item surcharges are applied to the item that is
selected in the POS Screen.
The item will only be selected to be surcharged, even if it is the same item.
Subtotal Surcharge
Item Surcharges can be applied to any item within the sale as a % amount, either
pre-selected or a custom amount.
Within the sale, the surcharge will apply across all items.
Automatic Surcharge
Automatic Surcharges are used per terminal to designate that terminal to apply the
surcharge during specific times. Each POS terminal will need to be set up the same
way if you want the charges to apply across the entire network. This type of
surcharge will be applied regardless of the surcharge permissions selected for the
user or clerk.
As with Subtotal Surcharges, this type will also apply to all items within the sale.
Tender Surcharge
Tender Surcharges are used to add a % or $ value to a sale when a selected tender
is used by the customer. This can be used to add a $2 charge to an EFTPOS
transaction, or a 2.6% charge to an AMEX transaction, for example. This type of
surcharge will be applied regardless of the surcharge permissions selected for the
user or clerk.
When used within a sale, Idealpos will throw a confirmation screen to inform you the
Surcharge has been applied.
The Surcharge will apply across all items within the sale.
Synchronize Database
Synchronize Database in Idealpos
The Synchronize Database function is used to connect to another terminal on the
network and synchronize all the Sales, Financial, Stock Movement and Stock
Transactions Reports Data. This function only will show Report Data.
You can access the Synchronize function by going to Utilities > Synchronize.
You can set the Synchronize function accessibility with User Permissions.
While using the Synchronize function, the remote terminals will not be inhibited from
use. They will be unaware that data gathering will be taking place and are able to
use the POS system as normal.
Using Synchronize
Select the terminals you want to retrieve data from. Select the data you wish to
retrieve and the Date Range you want to collect. Press OK to start the
synchronization.
A warning message will appear to confirm you know what you are doing.
Once all details have been synchronized a confirmation message will display it has
finished.
Configure ThorLink
Before you can utilise ThorLink it will need to be configured with some details
provided by Transactor Technologies.
Select a spare Tender > Modify > Description: Thor iCash > Thor Tender Link: 17.
Select a spare Tender > Modify > Description: Thor Points > Thor Tender Link: 9.
Global Options
Go to Setup > Global Options > Interfaces 2 > Customer Interface.
Yes/No Options
Go to Setup > Yes/No Options > Tenders > enable each new Tender.
Before you can use ThorLink, ensure that it is running. Restart Idealpos after starting
ThorLink.
Press Enter to select the Tender the customer wishes to use. You cannot select Thor
iCash/Points.
The next time the customer swipes their card the value will have changed.
The value of the sale will be decucted from the customers iCash total, which will be
displayed the next time they swipe their card.
The value of the sale will be deducted from the customers Thor Points total, which
will be displayed the next time they swipe their card.
Training Mode
Training Mode in Idealpos
Training Mode is designed to give you the ability to use your current, or a previously
created training database, as a training tool for you and your staff. The database
wont save any settings that you change while using it, but it will give you full access
to all the features and settings that you currently use in your Live database. A new
Training Mode database is created each time a housekeeping schedule is run.
It is important to remember that when in Training Mode, no changes that you make,
either by just doing sales or by changing settings, will be saved to the Live
database. It is a great tool to use when you want to check to see if the settings you
are trying to achieve can be produced to your liking.
The Cash Drawer will not open during Training Mode by default, so you can feel
secure letting a new staff member train as much as possible. However, if you would
like the Cash Drawer to open during Training Mode, you can.
Go to Setup > Yes/No Options > POS Screen > Training Mode allows Cash Drawer to
Open.
Dockets will still print to the kitchen and receipt printers, but TRAINING MODE will
display on all printers and kitchen monitors. You cannot log off as one user and log
back in as another so make sure you are logged in as the user you need for correct
access.
Backup Database
Overwrite Database
User Log On/Off
If you try to access these functions you will be presented with a window.
If you try to exit POS while Training Mode is being used, you will be presented with a
window.
A new window will open which you select if you want to Use previously created
database or Create new database. Make your selection and press Proceed. If you
have never created a Training database before, you will only be able to create a new
one.
The database will be created immediately by taking a copy of your current live
database. It is important to note that the size of your database will determine how
long it takes to create a Training Mode Database.
Once the database has been created, you will be given a confirmation screen.
Both the Back Office and the POS Screen will display that Training Mode has been
activated and is currently running.
When using Training Mode, it will be clearly printed on the receipt to ensure that the
items in the kitchen are not made, and the user cannot use them as real receipts.
While Training Mode is on, IPS Client will not communicate and will display an icon.
To exit Training Mode you will need to perform similar steps as what you used to
access it. Exit the POS Screen so you are in the Back Office area, and go to Utilities
> Training Mode.
Once Training Mode has been unloaded and the Live database reinstated, you will
be given a confirmation message.
You will now be using the software Live and any changes you make will be saved and
sent to each terminal on the network. All Training Mode use will be recorded in the
Activity Log and Journal History.
Transfer Mode
Transfer Mode in Idealpos
If you are using more than 1 location, you have the ability to transfer stock from one
location to another using Transfer Mode direct through the POS Screen. You can only
access multiple locations when 2 or more POS Terminals are added to your database.
Go to Setup > POS Screen > Layout > Buttons > Select the Transfer Mode function.
Transfer Mode buttons can be configured as Transfer IN or Transfer OUT.
Transfer IN Allows you to record a transfer from another Location to the current
POS Terminal Location.
Transfer OUT Allows you to record a transfer from the current POS Terminal
Location to another Location.
Once you have made your selection of items to transfer, hit the Enter key and a
location list will be displayed to choose where you want to transfer to, or where the
transfer originates from.
A docket can print from the receipt printer giving the locations and quantity details of
the transfer.
There is a section on the receipt that can be signed by the receiving location when
the correct amounts of items are received.
All transfers that take place through Transfer Mode are recorded in the database and
will be able to be reported on in the future.
Transfer Reports
Go to Reports > Stock Control > Stock Movement/Stock Transaction/Stock Transfers
Reports > Select the options to get the data you wish.
Stock Movement
This report is able to give the following options:
Range Selection Standard Date Range, Stocktake Period Range
Date Range
Sort Order Code, Description
Group By Department, Sales Categories, Location, Stock Item
Options Stock Value Summary by Location, Condensed Report, Include
Valuation at Current Average Cost, Include Stock Items Without Movement
Within Date Range, Word Wrap Descriptions, Decimal Places on Quantities
Selection Range Stock Item, Department, Location
This report will detail all the possible movements recorded for each stock item in the
selected date range.
Stock Transaction
This report will give you the following options:
Date Range
Group By Stock Item, Location
Type Option Sales, Layby
Selection Range Code, Description, Department, Location
This report provides a detailed list of stock transactions that have been performed.
Stock Transfers
This report will give you the following options:
Date Range
Sort Order Code, Description
Group By Department, Location
Report Type Transactions
Options Show Cost
Selection Range Code, Description, Department, Location
Unlock Permissions
Unlock Permissions in Idealpos
When using this function, all permissions that cannot be used by certain clerks will
be unlocked, allowing them to perform any function in the presence of a supervisor.
There are two ways to use the Unlock Permissions function which are using an onscreen button or swiping an admin card.
Using a Button
Generally the button is programmed on the Admin page and is hidden from most
staff access. A password can be created on the button, and will only allow staff who
have permission to access and use the functionality.
If required you are able to set the function to be used for one transaction only.
When using this setting the Unlock Permissions function will last for one transaction
and then will be turned back on automatically. No confirmation screens are displayed
for this process.
Button
To program the button go to Setup > POS Screen > POS Screen Setup > select
Layout > Buttons.
Password - You have the option of adding a password to this button, that must be
entered before any permissions will be unlocked.
If no password is entered when programming the button, the keyboard will still open
prompting an entry for a password. When there is no password any staff member
can access the button if they have access to the tab where it is located.
Go to Setup > POS Terminals > Modify selected Terminals > Clerk/Customer Reader
tab > Magstripe Reader > Unlock Permissions Code.
When this card is swiped at the terminal the permissions will toggle on/off.
Highlight the Unlock Permissions Code field and press Test > Swipe the Card that
will be used on the terminal > The Number will display in the Test Field and Unlock
Permissions Code field.
Cards do not have the option of using a password for accessing the function, as the
card is considered the password and therefore, access to the card allows access to
the function.
If using the button a confirmation screen will display to inform you they have been
unlocked.
The top right of the screen will show Unlocked to keep users informed that
permissions are unlocked.
The user now has access to screens and functions previously locked out for them.
To turn the permissions lock back on swipe the card again, or press the yellow
Unlocked at the top of the POS Screen. A confirmation screen will display if using
the button only. No confirmation screen will display if using the Yes/No Option.
Users
Users in Idealpos
The Users menu allows you to specify particular groups or individuals within Idealpos
to be allocated a set of permissions that will allow and inhibit access to various parts
of the program. Users can be linked to Clerks so that the clerk will attain the specific
Clerk Permissions set against the User for use within the POS Screen.
Users can be logged in and out and require a password to be entered. Regardless of
the User that is logged in, all POS Screen functions will work for each clerk and their
respective User links.
This function will only allow the password to be changed on the User that is currently
logged in. Enter the password you want to use, and re-enter it to confirm.
Users Menu
Each user will be listed within this screen in alphabetical order. There can be as
many as 99 different Users. The easiest way to work out what permissions staff need
is to lock them out of everything, and then allow permissions as they need it. This
will ensure that you have verified they require it and they are supposed to have
access.
You can Add/Modify any User, but you can only Delete Users that have been created
by you. The Admin User has access to all functions in the database, but can be
customised on which fields they want to view in the Stock Items and Customer lists.
Select Permissions
Press the Add/Modify button to create a new or modify an existing User. All options
that are deemed necessary for new Users will be selected. Go through each option
using the boxes to expand the menus. Untick any option that you dont want the
User to have access to and enter a password if you want the User to have one. Some
menus can be expanded up to five times depending on the permissions required.
Pressing on the actual word will Select/Deselect all menus that are underneath the
selected menu.
Icons Used
This button means the menu has been expanded and can be retracted.
This indicates some menus within this thread are selected, but not all.
This indicates that all menus within this thread are not selected.
When a User is logged in that does not have permission to access some menus, the
menu will be greyed out and inaccessible.
Journal Enquiry Allows the clerk to access the Journal Enquiry. Additional choices
allow access to Total and Add Text.
Exceed Customer Credit Allows clerk to exceed the credit limit of the account.
Waste Mode Allows clerk to use the Waste Mode.
Edit Gift Voucher Allows clerk to edit the end date of a Gift Voucher.
Manual Entry of Items Allows clerk to manually enter the Stock Item Code for a
sale.
Add Customer Allows clerk to add Customers to the database. If using Fast
Customer Searching they will still be able to add Customers.
Banking Report Allows clerk to view/print report.
Bar Tab PreAuth Allows the clerk to perform a Bar Tab PreAuth transaction.
Bar Tab PreAuth Void Allows the clerk to void a Bar Tab PreAuth Transaction.
Bar Tab Report Allows clerk to view/print report.
Credit Notes Allows clerk to issue a Credit Note for returned goods.
Department Sales Report Allows clerk to view/print report.
Edit Blackboard Allows the User to edit items displayed on the Blackboard
button.
Edit Credit Notes Allows clerk to edit the end date of a Credit Note.
External Application Allows the clerk to access any pre-programmed external
application buttons.
Gift Vouchers Allows clerk to sell Gift Vouchers.
Jackpot Functions Allows clerk to access any Jackpot function.
Promotion Enquiry Allows clerk to use the Promotion Enquiry function through
the POS Screen.
Raffles Allows clerk to draw any outstanding Raffles.
Safe Drop Allows clerk to use the Safe Drop function.
Shortcuts Allows clerk to access any pre-programmed shortcut buttons.
Stock Item Edit Allows clerk to edit Stock Items from the POS Screen.
Stock Item Sales Report Allows clerk to view/print report.
Table Summary Report Allows clerk to view/print report.
Transfer Mode Allows clerk to use the Transfer Mode.
Unallocated Adjustments Allows clerk to process Unallocated Adjustments.
Customer Types Allows clerk to select customers from the types selected.
File Permissions
Enquiry Permissions
Transactions Permissions
Accounting Permissions
Listings Permissions
Reports Permissions
Any report that can have permissions expanded will allow for 3 additional
permissions.
Stocktake Permissions
Reservations Permissions
If you dont allow all staff to have access to the Reservations area, you may find they
cannot place, seat or confirm reservations. Please test accordingly.
Labels Permissions
PDE Permissions
Utilities Permissions
Setup Permissions
Dashboard Permissions
Shortcuts Permissions
The Functions and Favourite Reports will be expanded to show any custom changes
you have made to the Shortcut Menu items.
Log Off
If you want to login as a different user, navigate to the Back Office and go to File >
Log Off. This will log the current User out and display the Log In screen.
Void Mode
Void Mode in Idealpos
Void Mode is used to Void a transaction from the journal after it has been finalized.
This function affects the financial reporting by consolidating the totals to the correct
figures.
The Void Mode facility is accessed through the POS, and is usually performed just
before running an End of Shift function.
The Void Mode function is permission dependent and can be controlled by User
and/or Clerk permissions.
Void Mode allows the transactions to be reversed and re-entered correctly. Failure to
correct mistakes made by the User can result in variances of the End of Shift reports.
If using Idealpos in conjunction with an accounting package you are keeping strict
financial records, it is important to ensure the correct figures are totaled each shift.
Yes/No Options
Go to Setup > Yes/No Options > POS Screen tab.
Go to Setup > Users > Edit the selected User to use this function.
Admin clerks need to be permitted to use this function by going to Setup > Clerks >
Modify > Permissions > Tick the option.
The Replay button will then be visible in the Journal History Enquiry screen when
accessed through the POS Screen.
You can either enter all items from a sale you want to void, or you can go to the
Journal Enquiry and Replay the transaction or multiple transactions.
All Void Mode transactions can automatically print a receipt out with all the details.
Void Mode totals will also be recorded on the Financial Report, Activity Log and
Journal.
Once you have finalized all the voids you need to perform you will need to exit Void
Mode. Idealpos does not exit void mode automatically. You exit void mode by hitting
the yellow Void Mode button located at the top of the screen.
Voids
Voids in Idealpos
A void is used when sales or items have been incorrectly entered into the system and
need to be corrected. There are several ways to void both items within a sale and
entire sales depending on the situation in which the void is required.
Items can be voided during a sale before it has been finalized, or they can be voided
after the sale has been finalized. Voiding is used to correct transactions so that the
correct tender types have been used which keeps financial reports up to date.
Any function used that is related to voiding an item from a current or previous sale
will result in it being recorded in the database as a void. It is possible to set
permissions for different Users and Clerks as to what voids they are permitted to
perform.
Void Settings
User Permissions
Voids can be controlled at both the User and Clerk level to ensure that not everyone
has access to the most advanced functions. Users can group Clerks together to
control them with the same permissions. Go to Setup > Users. Admin Users will by
default have access to all functions. Create a new User or Modify an existing. You
cannot modify the Admin permissions, as they have Master Access.
Select
Clerk Permissions
Voids can be controlled at both the User and Clerk level to ensure that not everyone
has access to the most advanced functions. Clerks can be controlled using the User
Link function, which will link them to the limited User/s you have created in the User
menu. Admin Clerks will need to be selected on the specific options that you want to
allow.
Go to Setup > Clerks > Modify > User Link or Permissions tab.
Void Buttons
For all button configurations go to Setup > POS Screen > POS Screen Setup >
Layouts > Buttons.
Void Item
Void Line
Yes/No Options
Go to Setup > Yes/No Options.
POS Screen
Show Voids on Customer Display
This option will display any voids that the clerk enters in RED on the Customer
Display.
Receipt/Kitchen
Force Receipt after a Void Entire Sale
This option will print a receipt when the operator has performed a Void Entire Sale
function.
POS Screen
Inhibit Voids when Paying Tables
This option will not allow items to be voided from the Table when you have selected
to pay for them. This is security against Clerks who are unable to delete items from
Table Map.
There are four separate functions to clear items from the sale and each performs a
distinctly different task. A button for each type of void can be setup on the POS
screen for use during sales. The function types for the four in-sale void buttons are
Void, Void Entire Sale, Void Last Item and Void Line.
To clear items from the sale you choose any one of these functions and continue as
you need. All void functions used within a sale are recorded for reporting.
Void Item
To void a single item in a sale, highlight the item on the POS Screen sales window
and press Void. Another option is to press Void, and then highlight the item you want
to void out of the sale and press enter.
This Direct Item Void is used to remove 1 quantity from the selected transaction line.
Once the quantity of the item is reduced to 0 on the sale it is removed from the sale.
If you have added multiple items to your sale that have attached instructions, when
the main item is voided, all attached instruction items will also be voided
automatically.
When an instruction item is voided without voiding the main item, the cursor remains
beneath the item whose instruction you just voided. This allows you to enter another
instruction item to correct a mistake, or simply press enter to return to the bottom of
the sale to continue adding items.
Void Line
The Void Line function is used to remove the entire line from the transaction rather
than 1 item at a time.
This is used most effectively when a large quantity has been entered by mistake.
Instead of requiring the User to press Void for each item, you can clear an entire
product.
Use of this function will allow staff to void only the item that was last entered as a
mistake, rather than allowing them the ability to void any item already entered
within the sale.
If you attempt to use the Void Last Item function and it is not permissible to do so,
an information screen will appear.
Void Mode
Void Mode is used to Void a sale from the journal after it has been finalised. This
function affects the financial reporting by consolidating the totals to the correct
figures. The void mode facility is accessed through the POS, and is usually performed
just before running an End of Shift function.
A button with the function Type Void Mode can be setup on the POS screen. To enter
Void Mode, select the void mode button from the POS Screen. Your screen will get a
red border and it will say Void Mode at the top of the screen in yellow to indicate that
you are using it.
You can either enter all items from a sale you want to void, or you can go to the
Journal Enquiry and Replay the transaction or multiple transactions.
All Void Mode transactions will be recorded in the Financial Report, Journal History
and Activity Log.
Financial Report
Journal History
Activity Log
Once you have finalized all the voids you need to perform you will need to exit Void
Mode. Idealpos Does Not exit Void Mode automatically. You exit Void Mode by hitting
the yellow Void Mode button located at the top of the screen.
This report will detail each clerk and the functions that have been used. It gives you
quick access to advanced function details like Voids and No Sales.
Financial Trend
Go to Reports > Financial > Financial Trend.
This report will allow you to see the trend of the selected range for the financial
functions over a spread of data selections. You are able to see at a glance figures
that stand out as incorrect or need attending.
Waste Mode
Waste Mode in Idealpos
Waste mode is used to write stock off on the fly without the need for exiting the POS
Screen. It also gives you the ability to ensure the write-off is made at the time the
issue arises to ensure it is recorded.
Idealpos creates this button by default on new databases on the Admin page.
All items that have been written off in this manner will be recorded.
Modify the Write-off Categories you want to enable to use Waste Mode from the POS
screen. Ensure the option Waste Mode Enabled is ticked, and select a colour to
differentiate it.
Button
If a button has not been created for your system you can create one.
Go to Setup > POS Screen > POS Screen Setup > Buttons > Waste Mode.
Yes/No Options
You can configure Idealpos to print a receipt each time a Waste Mode transaction
takes place.
Go to Setup > Yes/No Options > Receipt/Kitchen > Print Receipt for Waste Mode
Transactions.
Enter items into the sale window as you would for a normal sale. Any item that you
can access from the POS Screen can be entered. You can only use one write-off
category at a time during waste mode.
To exit Waste Mode without writing anything off, simply click the yellow Waste
Mode button at the top of the sales screen.
When items have been added to a Waste Mode transaction, you cannot exit until you
have voided the items from the screen.
All waste mode functions are recorded against the corresponding Write-off Category
in the reports section.
This report will detail any stock write offs that have been performed.
Write-Off Category
Go to Reports > Stock Control > Write-Off Category.
This report will display the write off categories and the value written off for each.
Settings
Licensing
Before you can use Summa with Idealpos, you will need to purchase an additional
license from Idealpos Solutions enabling the Web Reporting Interface. This will be
designated by a WR in the registration details.
Global Options
Before you can send any data to Summa, you will need to configure Global Options
with the details provided by Summa.
Go to Setup > Global Options > Other Options > Web Reporting.
Export Format
Use the drop-down menu to select Summa BI.
Store ID
Enter the Store ID that was provided to you from Summa.
Initial Use
Before any data will be sent to Summa, you need to perform an initial export of data
to the site so it knows what it is reporting on. The initial export is the File Data that
will be updated daily.
A new window will open where you can select which data you want to export. Once
you have done the initial export, unless you have issues with your reports or data did
not export, there should be no need for you to perform this action again.
There are two sections of data that will be sent, one for File Data and the other for
Transactional Data.
File Data
Ensure that each tick box is selected so that all the correct fields will be exported
initially. If you dont select all, your reports may not match properly.
Transactional Data
Select the date range you want to export. You can select past dates to have data
already displaying in your reports. Select Sales Transactions and/or Employee Log.
When exporting historical data with larger databases, it is recommended that no
more than six months of data be exported at a time.
Once you have made your selection, press the Export button. Depending on the
amount of data that needs to be exported will determine how long this process
takes.
It can take up to 1hr for the data to be presented in Summa. Exit the Export Web
Reporting screen when you have exported all the data.
The Dashboard for your details will open. For more instructions on getting
information from Summa please contact your Summa representative.
Yes/No Options
Yes/No Options in Idealpos
Yes/No Options are part of the Setup Menu and are generally setup before the
system is initially used. You can change them by going to Setup > Yes/No Options.
The window will open to the available size of the monitor.
Yes/No Options are used to apply settings to POS Terminals individually, allowing the
terminal to operate as intended.
Yes/No Options have the ability to be searched for by keywords, which enables you
to quickly find the option that applies to the function you want to use. The keyword
will only search through the group that is selected.
There are 11 different grouping columns that are used, including an ALL column
which will display each option and used most effectively when searching. The groups
are All, Clerks, Confirmations, Customers, Home Screen, Miscellaneous, POS Screen,
Receipt/Kitchen, Restaurant, Stock Control and Tenders.
Yes/No Options are also controlled by Sites. If you have more than 1 Site you will
only be able to access the Yes/No Options through the Sites menu. Some Yes/No
Options are only available when using an add-on license module purchased from
Idealpos.
Clerks
Compulsory Clerk
Selecting this option will require that each time a Clerk starts a new sale, they will
need to log on before they can select any items. This ensures that the clerks are
recorded against each sale and enable better recording.
The example on the left has this option selected, while the example on the right will
show all details.
Mask Clerk
Selecting this function will hide the Clerk logon code as *s. It is important to
remember that if using Overlapping Clerks, this feature will not work as POS is not
aware of what number is a Clerk Code, and what a Quantity or Stock Item Code is
when the numbers are being entered.
Overlapping Clerks
This function is best used when using swipe cards or RFIDs, as they will work
quicker and no one will be able to see the Clerk Code being entered. This function
works by holding a sale from one clerk behind the sale of another clerk who logged
on before the original clerk finished theirs. Very useful in a bar environment or when
multiple clerks are using the one POS terminal. The original sale will be displayed
once the clerk for that sale logs back in.
Confirmation
If this option is not selected the bar tab will be Re-Saved automatically. This can be
undone.
If this option is not selected the entered items will automatically be written off. This
can be undone.
Customers
Go to Setup > Yes/No Options > Customers > Force Customer Details to Show.
Go to File > Customers > Add/Modify > General > Sales/Accounting > tick Customer
as Account.
When a sale is performed the Clerk will be prompted to ask the customer for the
Account Password.
Failure to enter the correct password will result in the sale unable to be paid to the
account.
When a sale is performed and the receipt is printed, or a duplicate print straight
away, the rewards progress will be displayed. If you re-print the receipt through
Journal Enquiry, the rewards details will not be included. Any progress on rewards
will print on the bottom of the receipt.
Home Screen
You may need to create a Home Screen button to allow the home screen to be
displayed.
Go to Setup > POS Screen Setup > Buttons > Create New > Select Home Screen
from the Function List > Save.
Clerk
Clerk
Clerk
Clerk
Code
Code
Code
Code
=
=
=
=
1
2
3
4
To add clerks to buttons enter the Clerk Login Code > press the Fast Clerk Button
you want to use.
To remove clerks from buttons press the CL button > Clear Clerk will display on the
keypad > press the Clerk button you wish to remove.
Show Blackboard
This option will display the Blackboard to the left of screen.
Miscellaneous
Activity Log
This option toggles whether or not all details used within Idealpos is recorded. The
Activity Log is responsible for recording Admin functions, sales and User Access. This
option is turned on by default. Activity Log can be viewed on the Back Office screen,
or by going to Enquiry > Activity Log.
When this option is not selected, amounts entered do not require a decimal point.
$44.60 will be entered as 4460.
This functionality is used throughout the program affecting CashOut, Float Entry and
Cash Declaration screens.
Screens that are affected will also display a 00 key for fast entry on the numerical
keypad.
Automatic Suburbs/Postcodes
This option will add the State and Postcode when a Suburb is entered on Address
fields. This is only available for Australian customers.
Rounding
This option will round all sales to the nearest $0.05c after any discounts and
promotions have been calculated.
Show Dashboard
The Dashboard is the Pie and Bar graphs that display on the right-hand side of the
Back Office. This option will toggle the display for the selected terminals.
POS Screen
Press and hold a button on the POS Screen for longer than 500ms (1/2 second). A
window will popup, allowing you to edit the button.
When this option is selected you will need to enter a sale type. If a sale type is not
selected a window will inform you of the missing details.
The sale type will be displayed at the top of the POS Screen in yellow.
Go to File > Sales > Departments > Modify > select the Sales Prompt / Inhibit PrePaid Sales > Save.
The numerical value will flash when there are orders to be finalized, or if there are no
orders, there will be no button at all.
Go to File > Sales > Departments > Modify > select the Sales Prompt / Inhibit PrePaid Sales > Save.
The images are programmed by going to Setup > Global Options > General > Fast
Cash Buttons.
Receipt/Kitchen
Standard Print
Print No Sales
This option will print a small docket to the receipt printer, allowing the clerk to sign
or initial it to authorize the No Sale.
Restaurant
Start an order and press the Hold Print button. Using the same order number as
used before, enter the sale but simple enter the order number and press the Order
Number button. You will only need to use the Hold Print button to send all orders to
the kitchen once the last order has been entered.
Stock Control
When you are entering a Stock Purchase, this check box will be greyed out.
The warning will display after you have entered the new Cost Price. It will simply
inform you to check the prices, it will not prompt again.
Tenders
Inhibit TENDER 2 18
All Tenders can be set up by going to Setup > Functions > Tenders. If you do not
want the Tender to be used ensure that it is ticked. Cash Tender is default and is
unable to be inhibited.