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Restaurant Point of Sale and

Management System

User’s Manual
Preliminary Release
Last revision: 04/07/05

TIP: When you click on a hyperlink in this document


Use [shift] [F5] to return to where you started

IMPORTANT: This document is under development. Headings prefixed with a


question mark (?) include text that has not been finalized and does not accurately
describe version 15.

Copyright © 1988-2005 by Action Systems, Inc. (ASI)


All rights reserverd
Table of Contents
INTRODUCTION ................................................................................................14
A FUNCTIONAL OVERVIEW ..................................................................................14
MANUAL SCOPE & OTHER DOCUMENTATION ........................................................17
TECHNICAL OVERVIEW...................................................................................19
HARDWARE REQUIREMENTS................................................................................19
Single User System ......................................................................................19
Multi-user (Networked) System.....................................................................19
GENERAL RECOMMENDATIONS ............................................................................21
SOFTWARE INSTALLATION ...................................................................................21
Default Configuration ....................................................................................21
PRINT SPOOLER .................................................................................................22
Testing ..........................................................................................................24
CONFIGURING PERIPHERALS ...............................................................................25
Keyboard / Input Device................................................................................26
Prep Area Devices ........................................................................................27
Printer Codes Setup Form ............................................................................32
POS Printers .................................................................................................34
Customer Pole Display .................................................................................37
Caller ID........................................................................................................38
Mag Stripe Reader........................................................................................38
Cash Drawers ...............................................................................................39
Coin Dispenser Options ................................................................................43
Fingerprint Reader ........................................................................................44
Order Confirmation Display...........................................................................45
Debitek..........................................................................................................45
Scale Interface ..............................................................................................45
Liquor Control ...............................................................................................46
Video Overlay ...............................................................................................46
Real-time Kitchen Display .............................................................................46
INTERFACES TO THIRD PARTY APPLICATIONS .......................................................46
Credit Card Authorization Options ................................................................47
Credit Card Pre-Authorization .......................................................................49
Credit Card Considerations...........................................................................50
System Setup................................................................................................52
Credit Card Authorization Interface...............................................................54
Online Accounts / Club Interface Setup ........................................................56
Micros Compatible PMS Setup .....................................................................57
FoodTrak Interface Setup .............................................................................57
Gift Card Interface.........................................................................................57
Map Interface ................................................................................................57
Online Reservations Interface.......................................................................57

2
REPORT PRINTER ...............................................................................................57
?INTERFACING TO CRYSTAL REPORTS .................................................................58
System Requirements...................................................................................58
Setup ............................................................................................................58
To Create a Crystal Report to use with the Reports Interface.......................60
Adding a Report to the Report List................................................................60
IMPLEMENTING REDUNDANCY ..............................................................................62
Installation.....................................................................................................62
Configuration.................................................................................................63
Recovery.......................................................................................................63
Repair ...........................................................................................................63
SUPPORT FOR ADVANTAGE DATABASE SERVER ....................................................64
CUSTOM TERMINAL DRIVERS...............................................................................65
General Setup...............................................................................................65
IBM 4695 Setup ............................................................................................65
Panasonic JS-160FR ....................................................................................65
Jarltech Series 8100 .....................................................................................65
CONFIGURATION START-UP TIPS..................................................................67
THE BACKOFFICE MODULE ..................................................................................67
Setup Menu...................................................................................................69
QUICK START-UP TIPS ........................................................................................76
TIPS ON WORKING IN THE BACKOFFICE MODULE ...................................................76
How to Change the Way a List is Sorted ......................................................76
How to Navigate a Tree ................................................................................77
STATION CONFIGURATION FORM .........................................................................79
Stations List ..................................................................................................79
Settings List ..................................................................................................81
The Special Button......................................................................................153
POS MODULES & STATUS SCREENS ..........................................................156
USING MULTIPLE POS MODULES ......................................................................156
Default Opening Screen..............................................................................157
Dining Areas ...............................................................................................158
Bulletin Board..............................................................................................159
Table Layout ...............................................................................................160
Table Layout Setup.....................................................................................160
Require Table Clear before Open ...............................................................163
DELIVERY STATUS SCREEN ...............................................................................165
TABS STATUS SCREEN .....................................................................................167
TABLESERVICE .................................................................................................167
Tableservice Status Screen ........................................................................167
Operations Unique to Table Service ...........................................................167
Recommended Configuration Settings .......................................................167
BAR TABS ........................................................................................................168
Tabs Status Screen ....................................................................................168
Operations Unique to the Tabs Module ......................................................168

3
Credit Card Tabs.........................................................................................168
Recommended Configuration Settings .......................................................168
DELIVERY / QUICKSERVICE ................................................................................169
Sample Macros ...........................................................................................169
Delivery/Quickservice Status Screen ..........................................................170
Operations Unique to Delivery/Quickservice...............................................170
Recommended Configuration Settings .......................................................170
ORDER ENTRY................................................................................................173
ORDER ENTRY TITLE BAR .................................................................................175
ORDER ENTRY STATUS BAR..............................................................................175
MENU AREA .....................................................................................................175
Displaying 60 Menu Buttons .......................................................................176
Default Button Display ................................................................................178
Display Quantities on Menu Buttons ...........................................................179
MENU NAVIGATION BAR ....................................................................................181
ORDER DETAIL AREA ........................................................................................181
Tagging Items in the Order Detail Area.......................................................182
Space for View Check are (percentage) .....................................................184
Text Width for View Check..........................................................................184
Text Height for View Check.........................................................................184
Large Font for Running Total ......................................................................184
BUTTON AREAS ................................................................................................184
Function Buttons .........................................................................................184
Quantity Buttons .........................................................................................185
Seat Buttons ...............................................................................................185
STATION CONFIGURATION / ORDER ENTRY OPTIONS ...........................................186
POS OPERATIONS ...........................................................................................188
Opening a new Order..................................................................................188
Advance Orders ..........................................................................................188
?PAYMENTS & SETTLEMENT .......................................................................189
BANKING METHODS ..........................................................................................189
Server Banking ...........................................................................................189
Cashier Banking..........................................................................................190
?INITIAL CONFIGURATION ..................................................................................191
Forms of Payment Setup Form ...................................................................191
Doing a Credit Card Pre-Auth .....................................................................195
REPEAT AUTHORIZATION...................................................................................195
Complete Pre-Auth .....................................................................................196
PCCharge Credit Card Processing .............................................................196
Accounts Module ........................................................................................199
Guest Accounts...........................................................................................200
Gift Cards....................................................................................................224
Centralized Gift Card Interface....................................................................225
Foreign Currencies .....................................................................................225
Customer (Pole) Display .............................................................................227

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POS OPERATIONS ...........................................................................................227
The Settlement Screen ...............................................................................227
Controlling the Cash Drawer .......................................................................229
Adjusting Transaction Amounts ..................................................................229
Entering the Amount Tendered ...................................................................229
Finalizing the Transaction ...........................................................................229
Saving a Transaction for Future Settlement................................................231
Revising Settlement ....................................................................................231
Non-Sale Transactions ...............................................................................234
TAXES..............................................................................................................237
INITIAL CONFIGURATION ....................................................................................239
Tax Tables Setup Form ..............................................................................239
Secondary Tax Tables ................................................................................240
VAT Taxes ..................................................................................................241
Printing Tax Amount on Checks..................................................................241
Tax Free Sales............................................................................................241
Smart Tax ...................................................................................................242
Fixed Tax Surcharge by Item ......................................................................243
Taxing Cover Charges & Gratuities ............................................................245
Canadian Tax Setup ...................................................................................246
CONFIGURATION UPDATES ................................................................................248
Adding a New Tax.......................................................................................248
Changing a Tax Rate ..................................................................................249
Checking the Tax Configuration..................................................................249
POS OPERATIONS ...........................................................................................249
Tax Free Sales............................................................................................250
Changing the Tax Table..............................................................................250
REVENUE CENTERS ......................................................................................251
INITIAL CONFIGURATION ....................................................................................252
Revenue Centers Setup Form ....................................................................252
Changing the Default Revenue Center for Specific Table...........................258
?CONFIGURATION UPDATES ..............................................................................259
?POS OPERATIONS .........................................................................................259
MENUS & MODIFIERS ....................................................................................261
OVERVIEW .......................................................................................................261
GROUP TYPES .................................................................................................262
Group Types Setup Form ...........................................................................262
OVERVIEW OF THE MENU SETUP FORM ..............................................................265
Different States of the Form ........................................................................265
Menu Setup Functions ................................................................................268
MENUS ............................................................................................................269
MENU GROUPS ................................................................................................270
Menu Groups Setup Form...........................................................................270
Swap/Copy Group.......................................................................................273

5
Changing the Group Layout ........................................................................273
Editing a Group from the Group Layout ......................................................274
MENU ITEMS ....................................................................................................275
Menu Item Setup Form ...............................................................................275
Under General Tab .....................................................................................277
Under Modifiers Tab ...................................................................................280
Under Price Options Tab ............................................................................283
Advanced Tab on Menu Setup Form ..........................................................284
Under Recipes Tab .....................................................................................288
Under Adjectives Tab..................................................................................289
BAR CODE SCANNER ........................................................................................290
MORE PRICE LEVELS SUPPORT .........................................................................291
CHANGING ITEMS & PRICES ..............................................................................293
CHANGING THE MENU ITEMS LAYOUT .................................................................297
EDITING A MENU ITEM FROM THE MENU ITEM LAYOUT .........................................298
SWAP/COPY ITEM ATTRIBUTES ..........................................................................298
CUSTOM GROUPS (USER DEFINED MENU SCREENS) ..........................................299
Accessing Speed Groups ...........................................................................300
Naming Speed Groups ...............................................................................301
Defining Speed Group Items.......................................................................302
Defining “Chain to Group” Type Items ........................................................302
GROUP SCHEDULING ........................................................................................303
Creating a group schedule ..........................................................................303
Scheduling a Group ....................................................................................305
MENU NAVIGATION BAR ....................................................................................306
Configuration options for the Menu Navigation Bar:....................................307
Nav Bar Based on Job Class ......................................................................309
MENU EDITING FROM POS ...............................................................................310
Adding an Item............................................................................................310
Modify In-Stock Quantity.............................................................................313
PRINTING MENUS .............................................................................................315
MENU SCHEDULES ...........................................................................................317
PRICE SCHEDULING .........................................................................................319
Price Level Schedules Setup Form.............................................................319
MODIFIER MENUS .............................................................................................321
PRICE AND INVENTORY MULTIPLIERS .................................................................322
FORCED MODIFIERS .........................................................................................323
Forced Modifiers Setup Form......................................................................323
Creating Forced Modifiers...........................................................................324
Forced Modifiers Templates........................................................................325
Using Forced Modifier Templates ...............................................................326
COMBO MEALS.................................................................................................327
Programming Combo Meals .......................................................................328
Deleting Combos ........................................................................................335
Restrictions in Automatic Combo Detection ................................................335
ADJECTIVES .....................................................................................................336

6
Defining Adjectives .....................................................................................337
Creating Items and their Adjectives ............................................................338
Linking Adjectives to a Menu Item ..............................................................339
Working with Adjectives in Point of Sale .....................................................341
PIZZA DEFINITION .............................................................................................342
Pizza Sizes .................................................................................................342
Pizza Crusts................................................................................................344
Combos or Specialty Pizzas .......................................................................345
Pizza Toppings ...........................................................................................346
Pizza Modifiers............................................................................................348
Miscellaneous Pizza Options ......................................................................350
Pizza Pricing by Topping Count ..................................................................351
Allowing Pizzas with Zero Price Crust.........................................................352
Pizzas with multiple price levels..................................................................353
SCALE INTERFACE ............................................................................................354
POS OPERATIONS ...........................................................................................354
Price Adjustments .......................................................................................354
?COMMUNICATING WITH PREP AREAS ......................................................357
LINKING MENU ITEMS TO PREP AREAS ...............................................................358
LINKING MODIFIERS TO PREP AREAS .................................................................358
“Steering” menu items with modifiers..........................................................358
LINKING POS WORKSTATIONS TO PREP AREAS ..................................................359
PREP AREA FILTERING......................................................................................359
REMOTE PRINTING ...........................................................................................359
Printing Items from Other Printers...............................................................359
REMOTE PRINTER TEMPLATE EDITOR ................................................................360
Text and Keywords .....................................................................................361
Keyword Types ...........................................................................................361
Standard Keywords.....................................................................................361
Printer Keywords.........................................................................................362
Data Block Keywords..................................................................................362
Mode Dependent Block Keywords ..............................................................362
Miscellaneous Keywords ............................................................................363
Additional Keywords for Remote Printer Template .....................................363
Data not Controlled by Printer Template Editor...........................................364
ORGANIZING PREP AREA OUTPUT .....................................................................364
COURSING .......................................................................................................366
Manual Course Change ..............................................................................369
PRINTING CHINESE CHARACTERS ......................................................................369
General Concepts .......................................................................................369
Entering Chinese Characters Into RM Back Office .....................................370
Recommended Printer ................................................................................372
Uploading the Chinese character set ..........................................................373
Enabling Chinese Print ...............................................................................373
PRINTING ITEMS ON SEPARATE LABELS ..............................................................373
Label Format...............................................................................................374

7
General .......................................................................................................375
Item Columns..............................................................................................376
Label Header ..............................................................................................376
KITCHEN DISPLAY SYSTEM (KDS) .....................................................................376
KDS Interface System Requirements .........................................................376
KDS Spooler Setup.....................................................................................377
ORDER CONFIRMATION DISPLAY (OCD) / SCOREBOARD .....................................379
GENERAL MESSAGE AREA ................................................................................380
Setting Up General Message Area .............................................................381
Displaying Sent Items to the General Message Area..................................381
Steps in Configuring for Send .....................................................................382
Steps in Configuring for Fast Transactions .................................................382
Messaging or “Texting” ...............................................................................383
Quick Message Scan ..................................................................................383
Sending Text...............................................................................................383
RM DISPLAY ....................................................................................................385
REORDER WITH SPECIAL INSTRUCTIONS ............................................................385
SEAT NUMBERS ...............................................................................................385
ADVANCED SEAT MANAGEMENT ........................................................................386
PROMPT FOR SEAT # ON THE FLY ......................................................................387
Delayed Send .............................................................................................388
Timed Send.................................................................................................388
DISCOUNTS & COUPONS ..............................................................................389
DISCOUNTS......................................................................................................389
?COUPONS ......................................................................................................391
Frequent Diner Coupons.............................................................................393
POS OPERATIONS ...........................................................................................394
Check Discounts .........................................................................................394
Line Item Discounts ....................................................................................394
Coupons .....................................................................................................394
GRATUITIES & SERVICE CHARGES .............................................................395
AUTOMATIC GRATUITIES ...................................................................................395
Special Gratuities Setup Form ....................................................................396
?PRINTING SUGGESTED GRATUITY AMOUNTS .....................................................398
TRACKING TIP EARNINGS ..................................................................................399
Tracking Tips per Transaction.....................................................................399
Excess Amount as Tip ................................................................................399
Credit Card Tips..........................................................................................399
AUTOMATIC COVER CHARGE .............................................................................399
Defining the "Cover Charge" as a Menu Item .............................................400
?DRINK MINIMUMS, CONFIGURING .....................................................................402
GUEST CHECKS & SALES RECEIPTS ..........................................................405
INITIAL CONFIGURATION ....................................................................................407
Bill Format Setup Form ...............................................................................407

8
Configurable Guest Check ..........................................................................412
Sales Receipts ............................................................................................431
Logo printing on Check ...............................................................................432
POS OPERATIONS ...........................................................................................432
Printing a Check..........................................................................................432
Printing Multiple Checks at Once ................................................................432
Re-printing a Check ....................................................................................433
Recalling a Settled Check ...........................................................................433
Split Checks ................................................................................................433
Un-Split Checks ..........................................................................................434
Print Sub-Totals by Seat .............................................................................434
Multi-Seat Printing (Tag seats 1,2,5 and print check) .................................434
Print Check to Screen .................................................................................434
FUNCTION BUTTONS & MACROS.................................................................435
DEFINING BUTTON AREAS .................................................................................438
POS FUNCTION BUTTON LAYOUT FORM ............................................................439
Station List ..................................................................................................440
POS Screens ..............................................................................................440
Available Functions.....................................................................................441
Function Layout ..........................................................................................441
Button Design .............................................................................................441
Security.......................................................................................................442
Button Activation .........................................................................................442
Sample Button Configurations ....................................................................442
Complete List of POS Functions .................................................................445
MACRO BUTTONS .............................................................................................448
Creating a Macro Button .............................................................................448
Disable or Enable Existing Macros .............................................................449
Station Macros Form...................................................................................449
Macro Library Form.....................................................................................449
MODULE BUTTONS ...........................................................................................449
?SECURITY & PASSWORDS .........................................................................451
Enhanced Password Control.......................................................................452
BACKOFFICE SECURITY.....................................................................................454
Tree of Drop Down Menus ..........................................................................455
Reporting Security ......................................................................................456
Disabling Backoffice Password Prompts.....................................................456
Login New User ..........................................................................................456
Logout Current User ...................................................................................457
POS SECURITY................................................................................................457
Tables/Tabs POS........................................................................................462
Delivery/Quick Service POS .......................................................................463
Advance Order............................................................................................465
MASTER PASSWORD.........................................................................................465
EMPLOYEE PASSWORDS ...................................................................................466

9
Manager's Password...................................................................................467
Employee ID Cards.....................................................................................467
AUDIT TRAIL.....................................................................................................468
Audit Trail Reports ......................................................................................469
Deletion Codes ...........................................................................................469
FINGERPRINT READER ......................................................................................470
System Requirements.................................................................................471
Installation...................................................................................................471
Setup ..........................................................................................................471
Reading Fingerprints at the POS ................................................................473
?LABOR MANAGEMENT................................................................................475
EMPLOYEE CONTESTS ......................................................................................476
Tracking Sales of Menu Items.....................................................................477
Tracking Sales of Menu Groups..................................................................477
JOB CLASSIFICATION ........................................................................................477
EMPLOYEES SETUP FORM.................................................................................479
Employee Setup Form, fields ......................................................................481
Adding a New Employee.............................................................................485
Deleting an Employee.................................................................................485
EMPLOYEE ID & PASSWORDS............................................................................486
EMPLOYEE TIME KEEPING .................................................................................487
Clocking In and Out ....................................................................................488
Employee Breaks........................................................................................490
Clock-ins at 24 hour operations ..................................................................490
EMPLOYEE TIMEKEEPING ..................................................................................490
EMPLOYEE CLOCK IN/OUT ................................................................................491
Clockouts by Manager ................................................................................491
Edit Login ....................................................................................................491
Force Employee logout before session close..............................................493
Allow Exact Password for Clock In/Out.......................................................495
Printing Employee Time Sheets..................................................................495
PAYROLL .........................................................................................................496
Calculating Overtime...................................................................................496
EMPLOYEE WORK SCHEDULES ..........................................................................496
Schedules Setup Form ...............................................................................496
EMPLOYEE TIPS, TRACKING & REPORTING ..........................................................498
EMPLOYEE LOGOUT OPTIONS ...........................................................................498
DELIVERY DRIVER MANAGEMENT.......................................................................498
Prioritizing Drivers.......................................................................................499
Driver Options .............................................................................................499
Assigning Orders ........................................................................................501
Unassigning Orders ....................................................................................502
Driver Mileage.............................................................................................502
PAYROLL OPTIONS ...........................................................................................505
Adjusting Employee Login Times................................................................508
EMPLOYEE REPORTS ........................................................................................510

10
Employee List .............................................................................................511
Revenue Reports ........................................................................................512
TRAINING MODE ...............................................................................................512
SCHEDULING MODULE ......................................................................................513
?CUSTOMER MANAGEMENT ........................................................................515
CUSTOMER COUNTS .........................................................................................515
Manual Entry of Customer Count................................................................515
Automatic Customer Counts .......................................................................515
LINKING ORDERS TO CUSTOMERS .....................................................................516
Automatic Prompt for Customer Info...........................................................516
Manual Link to Customer Info .....................................................................517
DISPLAY CUSTOMER INFO ON BUTTON ...............................................................517
AUTOMATIC CUSTOMER COUNT BASED ON ITEMS PURCHASED ..............................518
CUSTOMER DATABASE......................................................................................518
Customer& Frequent Diner Setup Form .....................................................519
Phone Prefixes............................................................................................521
Accessing the Customer Database from the Backoffice Module.................523
Creating Mailing Labels & Lists...................................................................525
Street Database ..........................................................................................527
USING CUSTOMER NAMES RATHER THAN PHONE NUMBERS .................................529
STUFF CUSTOMER INFORMATION ON CALLER ID .................................................533
USING AN ALTERNATE ADDRESS .........................................................................534
CUSTOMER LOYALTY ........................................................................................535
Introduction .................................................................................................535
Award Program Setup.................................................................................536
Award Reports ............................................................................................547
RESERVATIONS MODULE...................................................................................547
GRAPHICS AND LAYOUTS ............................................................................549
Slide Show Screen Saver ...........................................................................549
Station Specific Background .......................................................................551
Improved Button Look.................................................................................552
Table Group Background ............................................................................552
Improved Table Layout ...............................................................................552
Using Image Sets........................................................................................554
?BACKOFFICE MANAGEMENT FUNCTIONS ...............................................555
Backoffice Drop-down Menus .....................................................................555
Backoffice Toolbars ....................................................................................557
File Drop Down Menu .................................................................................559
Activities Menu............................................................................................564
ReportsMenu (must check w/ brian) ...........................................................564
Graphs Menu ..............................................................................................565
Add-Ons Menu............................................................................................565
Windows Menu ...........................................................................................566
Tools Menu .................................................................................................566

11
Online Help .................................................................................................566
SESSION MONITOR ...........................................................................................568
MESSAGES, ALARMS AND ALERTS .....................................................................569
Sending Alerts to Handhelds.......................................................................570
E-MAIL.............................................................................................................572
Sending E-mail............................................................................................573
Reading E-mail ...........................................................................................574
VIEW SESSION DATA ........................................................................................574
Session Filter ..............................................................................................579
Changing the Revenue Center....................................................................580
Changing the Bank Deposit Amount ...........................................................580
VIEW POS STATUS SCREENS ...........................................................................581
OPEN AND CLOSE SALES SESSIONS ..................................................................581
SELECT A LOCATION OR STORE .........................................................................582
RE-INDEX FILES (CREATE PARAGRAPHS FOR OTHER OPTIONS UNDER FILE) ...........582
CHANGE DATE & TIME ......................................................................................582
EXIT BACKOFFICE MODULE ...............................................................................582
BACKUP SYSTEM DATA .....................................................................................582
REPORTS & GRAPHS.....................................................................................583
POS REPORTS ................................................................................................583
POS Flash Report.......................................................................................584
Flash Report / Employee Revenues Report................................................584
BACKOFFICE REPORTS AT THE POS ..................................................................586
GRAPHS AND SALES STATISTICS .......................................................................587
REAL TIME MONITORING ..............................................................................591
SESSION MONITOR ...........................................................................................591
ALERTS ...........................................................................................................593
POINT OF SALE OPERATIONS......................................................................595
Overview of a Sales Cycle ..........................................................................595
Key POS Screens .......................................................................................597
Basic POINT OF SALE Operations.............................................................627
Table Service Mode ....................................................................................642
Bar Tabs Mode ...........................................................................................654
Delivery POS ..............................................................................................661
Delivery Module ..........................................................................................666
Fast Transactions .......................................................................................695
Advanced POINT OF SALE Operations .....................................................695
Advanced Settlement Functions .................................................................703
Ordering Pizza ............................................................................................717
Session and Staff Management ..................................................................721
Opening and Closing a Sales Session........................................................721
Closing the Session ....................................................................................722
Banking Procedures....................................................................................722
Cash Tray Management .............................................................................723

12
External Programs from POS......................................................................726
24-Hour Operations ....................................................................................728
Powering-Down the Point of Sale Stations .................................................729
Issuing Session Reports .............................................................................729
APPENDIX .......................................................................................................733
ABOUT THE MANUFACTURER .............................................................................733
ABOUT YOUR RESELLER: ..................................................................................733

13
Introduction

RESTAURANT MANAGER™ is a touchscreen Point of Sale (POS) and


Management System that can be configured to serve the specific needs of a
variety of food service establishments including restaurants, bars, nightclubs,
country clubs, carry-outs, cafeterias and delivery services. RESTAURANT
MANAGER™'s modular design allows you to tailor your POS system to your
current business and then expanded as your business grows.

A Functional Overview
The RESTAURANT MANAGER™ POS software has been designed by ASI
(Action Systems, Inc.) to run on PCs configured with Windows 98 or later
(Windows 2003 Server, Windows 2000, Windows Server, Windows XP, and
Windows 98SE). The system works with a variety of input devices and other
peripherals.

RESTAURANT MANAGER™ software is shipped on a CD to licensed ASI


resellers along with a security key. Each security key is configured with a unique
serial number that is licensed directly to the restaurant that purchased the system
from the reseller. Before delivering the system to the user, the reseller installs
the software on system equipment.

The Restaurant Manager POS software offers the user a wide variety of POS
features and operations that can be configured to operate differently in different
types of restaurants. All Restaurant Manager POS Systems include a Backoffice
Module and at least one of three basic POS Modules.

The Backoffice Module is used to:

1) Configure the operation of the POS Modules, including menus,


employees, etc.

2) Calculate payroll & overtime


Introduction

3) Issue reports & graphs for managing the business

4) Send e-mail to employees and to post bulletin board messages

5) Track and manage an integrated database of customers

Restaurant Manager’s three POS Modules may be used independently or


integrated with one another to process orders and track employee timekeeping in
a variety of different businesses:

1) The Table Service Module is designed for family dining and fine dining
establishments. It may also be used in country clubs or other businesses
where waiters serve customers seated at tables. The Table Service
module tracks pending orders from a Status Screen that displays all the
tables in your restaurant.

2) The Bar Tabs Module is designed for use in bars and nightclubs or other
businesses where customers open running tabs. The Tabs module tracks
pending orders from a Status Screen that allows you to display the tabs in
any order you wish (“first-in/first-out”, by station, by employee handling the
order, etc.)

3) The Delivery/QuickService Module was designed for use in quick service,


counter service or delivery businesses. It may also be used in cafeterias,
delis and drive-thrus. When used with the Delivery Status Screen this
module allows for tracking pending delivery orders and efficient map-
based assignment of orders to drivers. When the system is configured to
default to the Order Entry Screen instead of the Status Screen the module
is in “Quick Service Mode” which allows for “one touch” processing of
each order in sequence.

Each of these three basic POS Modules is built around three key screens:

1) Status Screens
Each of the modules listed above uses a distinct Status Screen to display
pending orders. The Status Screens use color coding to show the status
of each pending order (ie whether an order has been sent to the kitchen,
whether the check has been printed, etc.)

General operations such as clocking in an employee, printing a “Flash


Report”, or transferring checks from one employee to another, are
controlled by the POS Functions Buttons on the Status Screens.

15
Introduction

Status Screens are usually the default display on the POS Stations. But in
quickservice operations where transactions are settled as soon as the
items are rung up, you set the Order Entry Screen as the default display.

2) Order Entry Screens


Unless your system is configured for quickservice operations, users
access the Order Entry Screen by opening an order (ie by touching a table
button or an order button) on the Status Screen.

The Order Entry Screen is used to ring up individual orders. In other


words, this screen allows you to navigate the menu, add items to an order
and view the order as it’s rung up. Operations such as discounting items
or changing the Revenue Center are controlled by the POS Function
Buttons on the Order Entry Screen.

3) Settlement Screens
The Settlement Screen is used to process payments and finalize
transactions. The Settlement Screen is usually accessed by touching a
[SETTLE] button at the base of the Order Entry Screen. However, you
may also configure your system so that Cashiers may directly access the
Settlement Screen from the Status Screen.

The Settlement Screen displays a button for each form of payment


accepted in your operation. There are also POS Function Buttons on the
Settlement Screen that control operations such as issuing a gift card or
authorizing a credit card.

You may supplement the basic Backoffice and POS Modules with any or all of
the following Add-on Modules or Interfaces:

Accounts Module
This module tracks customer purchases by account number, generates
periodic invoices and activity statements. With this module, any guest
check can be settled to a guest account.

Advance Orders Module


This module allows you to take orders for future dates and provides some
basic catering capabilities. This add-on module should not be confused
with the Delayed Send feature included in the basic Tableservice Module.

Awards / Frequent Diner Module


Any basic Restaurant Manager system includes a customer database that
provides basic frequent diner capabilities. The Frequent Diner module
enhances this basic awards capability to automatically track purchases
and generate awards.

16
Introduction

Employee Scheduling Module


Your basic Restaurant Manager application includes a database of
employees that offers Employee Timekeeping and Payroll capabilities.
The Employee Scheduling Module integrates with this standard employee
database to streamline calendar-based scheduling efforts. The Employee
Scheduling Module must be purchased separately and is described in a
separate manual.

Reservations Module
The Reservations Module allows you to manage reservations and waiting
lists over any time period. Restaurant Manager can also interface to third
party applications that handle online reservations.

Inventory Control Module


This module tracks inventory purchases, provides “menu explosion” for
converting inventory to menu item ingredients and computes inventory
consumption based on sales. The Inventory Control Module must be
purchased separately and is described in a separate manual.

Interfaces to Third Party Applications


RESTAURANT MANAGER can interface to applications for managing
other aspects of a business such as accounting programs, club
management systems and front desk systems. You can also safeguard
against catastrophic system failure with a redundancy interface.

Manual Scope & Other Documentation


This manual covers the configuration and operation of the basic Restaurant
Manager POS Modules, the Backoffice Module and certain Add-on Modules.

There are a number of other manuals you may also wish to consult to learn more
about your POS System. All of these documents are available in the User’s
Guides Folder on your Restaurant Manager CD, including:

The Sample Reports Booklet which details how to operation the Reporting
Module and includes sample printouts of all Restaurant Manager’s reports

The Write-On Handheld Manuals which cover the configuration and operation of
this wireless handheld POS System.

The Inventory Manual which covers the configuration and operation of the
Inventory Control Module.

The Installation Guides which provide technical details on installing the various
applications listed above.

17
Introduction

18
Technical Overview

The topics covered in this section relate to hardware configuration, networking


issues, interfaces to third party software applications and other configuration
options external to the Restaurant Manager POS application. Please note,
however, that many of the topics mentioned in this chapter are covered in greater
detail in a separate publication, The Restaurant Manager Installation Guide.

Hardware Requirements
The RESTAURANT MANAGER POS System will operate on computers that
meet the specifications detailed below.

Single User System


If you are using a single computer to run both the POS and the Backoffice
Modules, you will need:

A Pentium II (or better) computer running Windows 98/2000/XP/2003


At least 128 Mbytes of RAM;
At least 10GB of memory to accommodate program files plus….
Additional memory for storing data files.
(Allow 10 Megabytes per month and multiply by the number of months you wish
to store on the hard drive.)

Multi-user (Networked) System


Fileserver
For installations that will be running 3 or more POS stations, we strongly
recommend a dedicated fileserver to enhance the performance and integrity of
the system. For smaller installations, the Fileserver can double as the Manager
Workstation.
Technical Overview

The hardware requirements for the fileserver are:


A Pentium II (or better) Fileserver running Windows 2000/XP/2003
(or some other NETBIOS compatible Network operating system)
256 Mbytes of RAM
Additional memory for storing data files.
(Allow 10 Megabytes per month and multiply by the number of months you wish
to store on the hard drive.)

Manager Workstation
The Manager Workstation is the computer used to issue reports, manage payroll,
and generally execute the operations described in the chapter on Backoffice
Management. Ideally the Manager Workstation serves no other purpose than
this. But in some small networked systems, the file server, itself, may also
function as a Manager Workstation. And in single station installations, the POS
Workstation may also serve as a Manager Workstation.

Manager Workstations are often loaded with other software applications useful in
operating your business that may not be directly related to your Restaurant
Manager POS System and these additional applications may require a more
powerful computer than is stipulated below.

The minimum hardware requirements for running Restaurant Manager on a


Manager workstation computer are:

A Pentium II (or better) running Windows 2000/XP/2003, linked to the Fileserver;


At least 128 Mbytes of RAM.

POS Workstations
POS workstations are the computers, touchscreens and peripherals where
servers, cashiers or bartenders process and settle orders. POS Workstations
are usually not be loaded with software applications unrelated to the Restaurant
Manager POS System. In fact, when the Restaurant Manager software is
running on a POS Workstation, the only way to access other software
applications is via the [External Programs] button on the Status Screen.

The minimum hardware requirements for a POS workstation computer are:

A Pentium II (or better) computer running Windows 98/2000/XP or later


At least 128 Megabytes of RAM.

If your POS Workstations barely meet these minimum requirements you may
wish to disable bitmap displays in an effort to use less memory.

20
Technical Overview

NOTE: <# use this NOTE to explain that RM uses the station numbers assigned in the Windows
network on the Station Configuration Setup Form, the POS Function Button Layout Form, etc. And
explain how a user might figure out the number of a particular workstation.

General Recommendations
System equipment must run off dedicated power lines and/or be outfitted with
power protection. In addition, because even small electrical spikes can corrupt
data communicated across networks, it is recommended that the Advantage
Database Server be installed on networked systems.

To secure data and maintain system operation in the event of catastrophic failure
of the hard drive, it is recommended that the redundancy interface be installed on
networked systems.

And to improve support services, it is recommended that resellers install an


application that allows remote access to the system (PC Anywhere or one of
various web-based applications).

Software Installation
Licensed RESTAURANT MANAGER™ users should already be in possession of
a fully installed POS system. Users who own a Restaurant Manager CD that has
not been properly installed on their system hardware should contact ASI at (800)
356-6037.

ASI Resellers should consult the “Installation Guide for RESTAURANT


MANAGER Version 15.0” for software installation instructions.

Default Configuration
When installing the RESTAURANT MANAGER software you have the option of
loading sample data and default configuration settings. Installing the sample
data and default configuration allows you to experiment with system functions
and features before configuring your own system. Even if you do not wish to
experiment with the sample data, it is recommended that you load the default
configuration and use it as a starting point for configuring your own system.
In this case you should delete the sample data after loading the default
configuration.

The default configuration runs in demo mode which means all printer output is
displayed onscreen.

21
Technical Overview

NOTE: When you load a demo version of Restaurant Manager on a stand alone computer, the
default configuration recognizes your computer “Station 1”. To adjust the configuration of your
demo system you must adjust the Station 1 settings on the Station Configuration Setup Form. If
there is no special configuration for Station 1 you must adjust the Master Configuration.

Print Spooler
ASI has developed its own print spooler (RMSpool) for use with the
RESTAURANT MANAGER™ POS System. It resolves problems occasionally
encountered with standard Microsoft print spoolers and greatly simplifies the
installation and testing of shared printers from a central location. You can use
RMSpool to setup shared printers without actually accessing the Windows Printer
Folder.

<#Should this section include mention of a hub?>

Note: To maintain backward compatibility, RESTAURANT MANAGER™ still supports the


Windows and DOS defined devices.

RMSPOOL uses a master Printer Definition File to define all the shared printers
on the network. In the definition file a printer is uniquely identified by a Computer
Name, a Printer Name and a standard Parallel or Serial Port. When RMSpool is
run on a computer with assigned shared printers, the assigned printers for that
computer are immediately available to all other computers on the network.

Correct operation of the Print Spooler is so critical that you must follow both the
Setup and the Testing procedures below to ensure that the Print Spooler is
working correctly on your system.

Setup
Both the Spooler and Configuration programs are located in the working directory
where the entire RESTAURANT MANAGER application is stored. These
programs must always be executed from the working directory.

To configure RMSPOOL from the Windows desktop:

1) Go to Start > Programs > Restaurant Manager > Printer Spooler Setup
2) Type <Run SPLSETUP> to call up the Spooler Setup Form:

22
Technical Overview

3) Type in a unique Printer Name as well as the Computer Name and Port
for all the printers being shared on the network. For serial (COM) ports,
enter the appropriate communications settings.

4) Then open the Backoffice Module and access the Prep Area Devices
Setup form (Setup /Station Configuration /Devices)

5) Use the fields labeled <Primary Device> and <Secondary Device> to


define a Primary and a backup device where output can be re-directed if
the Primary device fails. The name you use should begin with the “#”
sign. This symbol indicates that the printer is an RMSPOOL printer, not a
Windows defined printer> For example, if you name a printer KITCHENP
in the RMSPOOL Configuration program, you would enter #KITCHENP as
the device name on the Prep Area Device Setup Form.

Include the RMSPOOL.EXE program in the Startup folder of every computer with
assigned shared printers, making sure that it is executed from the working
directory. Note that if all shared printers are driven from one computer, you will
only have to run RMSPOOL on that computer.

23
Technical Overview

IMPORTANT: The RESTAURANT MANAGER™ spooler sends printer information directly to


the assigned serial and parallel ports WITHOUT going through the Windows printer drivers. This
means that it cannot be used for printer output that requires a Windows printer driver, such as the
printing of Gift Certificates. In general, RMSPOOL should only be used for prep-area printers. To
avoid device conflict, the assigned ports should only be used with the RESTAURANT
MANAGER™ Spooler. Make sure that any defined windows printers are not using assigned ports
by either removing them, or changing the port. The RESTAURANT MANAGER™ Spooler does
not work correctly with parallel ports that have a security device attached to them.

?Code Page Translation

<#where does this option appear?>


For serial and parallel printers there is now a code page translation option. This
is used for languages with other character sets. RMPOS by default works with
Windows code pages which are different than DOS code pages used by
printers. This option allows you to specify the source code page used by
RMPOS (should be a windows code page) and a target code page used by the
printer. RMSPOOL will then translate the print job from the windows code page
to the dos code page before sending it to the printer.

?Send Data to Printer in Blocks


<#where does this option appear?>
This sends the print job to the printer in blocks, then pauses. This option is
useful for sites that do not have support for full hardware handshaking. You can
get status of the printer via the hardware lines and then use this option to make
sure the printer buffer does not get full. You specify the amount of data to send
and the pause length. The defaults are set up for a serial Epson printer.

?Override Computer Name Detection


<#where does this option appear?>
You can override what printers to load on the command-line by using the
/COMPUTERNAME: parameter. This option is useful for temporarily switching
printers from one machine to another. Use this option as follows:

RMSPOOL /COMPUTERNAME:NAMETOLOAD

Testing
From RMSPOOL: Run RMSPOOL (or make it the top window if already
running), select the printer to test, and click on the “Test” button. A short test
message will be sent to the printer.

From the SPLSETUP configuration program: Select the printer to test, and click
on the “Test” button. A short test message will be sent to the printer. Use this
test method when there are multiple computers sharing printers, and if you wish
to test all the printers from one location. Note that RMSPOOL must be running
on all the computers that are sharing printers.

24
Technical Overview

Check RMSpool Print Jobs after pressing the TEST button, check to make sure
that the printer(s) printed the correctly.

Configuring Peripherals
The basic Restaurant Manager application includes interfaces to standard
hardware devices such as printers, cash drawers and magnetic stripe readers.
Interfaces to specialty devices such as fingerprint readers, scales or bar code
scanners may be purchased separately and added to the basic application.

Before you can configure these interfaces, however, you must first connect each
device to the appropriate POS Workstation or Manager Workstation and ensure it
is fully operational on the general Windows network. Only after confirming the
device works properly on the network should you use the Station Configuration
Setup Form to configure the Restaurant Manager software to recognize and work
with the device.

25
Technical Overview

Standard and specialty devices are both configured on the Station Configuration
Setup Form under the “Devices” and the “Interfaces headings:

Setup Æ Station Configuration

Most of the devices that work with the Restaurant Manager POS System are
configured under the “Devices” heading of the setup form. But some, like scales
and kitchen display systems are configured in the “Interfaces” section. The best
way to find the settings that control a particular device is to use the [Search
Settings] button at the base of the Station Configuration Setup Form.

The devices listed below are configured with settings that appear under the
“Devices” heading on the Station Configuration Setup Form:

Keyboard / Input Device


Keyboards are usually attached to POS Workstations where staff take delivery
calls over the phone. The keyboard is useful for typing in the name and address
of callers. No special configuration is required within the Backoffice Module to
use keyboards when entering customer information. But Restaurant Manager
does include a setting that activates an onscreen keyboard that can be used
instead of an actual keyboard when entering customer information at the start of
a delivery order, etc.

26
Technical Overview

To activate this onscreen keyboard on you must use the [Search Settings]
button to find and activate the following setting on the Station Configuration
Setup Form for the station highlighted on the Stations List::

□ On-Screen Keyboard

At other times during the order entry process, Restaurant Manager does not
always recognize keyboard input. But you may use the the [Search Settings]
button to find and activate the following settings for particular POS Workstations:

□ Allow keyboard on alpha-numeric entries


This option enables / disables the PC keyboard on the pop-up
alphanumeric keypad. The keypad is used for various purposes such as
entering guest account numbers, and finding menu items. The advantage
of enabling this option is so you can use a standard PC keyboard, but the
disadvantage is if you swipe an employee badge, the password is
displayed on screen for everyone to see.

□ Keyboard active on numeric input


This option allows you to use a keyboard only for numeric data entry.

Prep Area Devices


Before configuring prep area printers, it is recommended that you install a
proprietary Printer Spool, RMSpool that comes with your Restaurant Manager
software. <#How does the hub fit into this? Please describe.>

You can attach up to eight prep area devices to any given POS Workstation.
The options for configuring each prep area device are the same. But you may
configure different POS Workstations with different prep area devices. Many
settings that control the configuration of prep area devices appear on the Station
Configuration Setup Form. These settings are described below.

Additional configuration settings to control prep area printers appear on the


Remote Printer Template Editor and other Setup Forms described in the chapter
on Communicating with the Kitchen.

Use the [Search] button on the Station Configuration Setup Form to locate and
configure the “Prep Area Device” settings below for the station highlighted on the
Stations List::

Setup Æ Station Configuration

27
Technical Overview

Printer Description
Use this setting to type in text for use as prep area output. This text is usually
used to describe the location or function of the prep area device, itself
(ex. “===Grill====”, or “===Expediter===” etc.) However, the text may also be
used to describe the POS Workstation that is sending the order
(ex. “===Bar Order===” etc.). Use the Remote Printer Template Editor to
determine how the output is formatted.

Primary Device
Use this setting to type in text that describes how the device is connected to the
system (i.e., LPT1, LPT2, COM1, COM2). Alternatively, if you are using the
Restaurant Manager Print Spooler, enter the name of the spooler, prefixed with
the pound (#) sign (i.e., #kitchen, #bar, #salad).

Backup Device
Use this setting to type in text that describes a Backup Device where prep area
output should be re-directed if the Primary Device fails or if the printer runs out of
paper, etc. You should follow the conventions used in naming the Primary
Device. However, it is also possible to re-direct output to receipt or check
printers as a way of alerting servers that the Primary Device is not functional.

Printer Type
If you are using a printer as the prep area device use this setting to identify the
brand of printer in use by selecting the appropriate option from the drop down list,

28
Technical Overview

If your printer model is not listed, use the [Search] button at the base of the
Station Configuration Setup Form to locate the “Printer Codes” setup form and
enter the appropriate control codes from the printer manual or select the “User
Defined” option which includes pre-defined printer codes that work with most
printers.

Prefix Code / Suffix Code


Control codes can be sent the printer at the beginning of each order (PREFIX), or
at the end of each order (SUFFIX). Prefix and Suffix codes need only be defined
if you need to control a serial multiplexer, or provide other special functionality.
The codes must be entered in ASCII decimal format. If your printer manual lists
control codes in hexadecimal format, you must convert the codes to decimal
format before entering them here. If you do not need this function, clear the
codes (all 256's).

Sorting
The options on this drop down list control how menu items are sorted on the prep
area output. A different sorting method can be used for each prep area device
as well as each station as described the chapter on Communicating with Prep
Areas :

Paper Type
The default value for paper type is "Normal". The only time you should change
this setting is when you wish to print special labels that can be affixed to the
packaging of each item, usually in carry-out- or delivery establishments. See the
section on for information on additional setup forms that control this feature.

Output Device
This setting is set to the “Printer” option by default. In businesses that use
kitchen displays instead of printers, this setting allows you to indicate the type of
display allows you to use define Use this setting to indicate the type of prep area
device you are defining. Choose "Printer" for standard remote printing, "RM Prep
Display" to use the Restaurant Manager kitchen display which displays the entire
order at once after the server touches the [SEND] button, "Real Time KDS" if
using MicroPlus MPAD to send items on the fly, "General Message Area" if you
wish to use a portion of the POS touchscreen to display prep area output.

Enable Prep Printer Filtering


Activate this setting if you wish to filter prep area output according to the
configuration setup on the Remote Printer Filters form below.

Remote Printer Filters Setup Form


This setting allows the user to determine when and, under what conditions a
specific remote printer is enabled. For example, you could enable an expediter
printer to print only items from orders linked to the DELIVERY revenue center.
Or you could enable a bar printer to work only during happy hour, etc.

29
Technical Overview

Double click on Remote Printer Filters option to access the form below:

2. Select the filter type and range by use of the combo boxes at the bottom of the
screen.

3. Click on the Add button to include the selection in the Current Filter.

Filters can be set according to Revenue Centers, Tables and Time.

Redirect this prep area to prep area


The setting allows you to re-direct printer output to a secondary printer if the
primary printer malfunctions or runs out of paper, etc.

30
Technical Overview

To redirect prep printers from the backoffice, hit the “+” sign beside the prep
printer you wish to redirect. Then double click on this option to“Redirect this prep
area to prep area” and choose the new prep printer to redirect to from the drop
down list as shown below:

Print modifiers on a single line


By default, modifiers are printed on separate lines beneath the base menu item.
To print the modifiers on same line as the base item, check this box. This
causes modifiers to be printed on the same line as the base item. If there are too
many modifiers to fit on a single line, they are printed on additional lines as
necessary. When activating this setting you should also define abbreviations for
the modifiers themselves in the Prep Area Description field on the Menu Setup
Form.

Indicate other remotes with items


Restaurant Manager can print a message to let you know if items have been sent
to other prep printers. For example, if items are sent to the “Cold Printer” and the
“Hot Printer,” a message is printed at the bottom of the “Cold Printer” that items
have also been sent to the “Hot Printer” and vice versa. Check this box to enable
this feature.

Show price of open price items


Check this box to print the open price of an item on a prep-area printer for the
selected prep printer.

31
Technical Overview

Print item summary


Activate this setting if you wish to print a summary at the top of the kitchen ticket
which shows the items without modifiers.

Print coursing information


Activate this setting if you have defined courses on the Menu Course Type Setup
Form and wish to print coursing information on the prep area output. Coursing
output is also controlled by the Sorting options described above.

Print seat number beside items


Activate this setting if you wish to print the seat number alongside each item that
is sent to the prep area devices. If you activate this setting it is recommended
that you also enable the Advanced Seat Management Feature.

Show Item Deletions


Activate this setting if prep area output should include items that have been
deleted from an order after being sent to the prep area(s).

Also Print Items from Prep Area X


Activate this setting if prep area output at one device should note whether the
order also included items that have been sent to other prep area devices. If the
current order did not direct any output to this device then items sent to the other
prep area will not be sent to this device.

Printer Codes Setup Form


If the printers you’re using are not listed on the Printer Type drop down list on the
Station Configuration Form, you must use the Printer Codes Setup Form shown
below to enter the codes that control special printing features of up to ten
different printers that may be part of your system hardware. (You must consult
the User Guide for each individual printer to determine these control codes).
Once you have identified the codes that control each of the features listed below,
RESTAURANT MANAGER will be able to use these special printing features to
customize the output from both the POS Printers and the Prep Area printers.

Use the [Search] button on the Station Configuration Setup Form to locate the
“Printer Codes Setup Form” and define additional printer models for the station
highlighted on the Stations List::

32
Technical Overview

This setup form is organized as follows:

Printer Codes List


This list displays the printers for which codes have already been defined. There
is room for up to ten printers on this list. You cannot type directly in this list box
but, rather, must add names to this list by typing them in the Printer/Make Model
field.

Printer Make/Model
Type a printer name in this field to add the printer to the line highlighted on the
Printer Codes list.

Code Buttons
Click on any of the following buttons to access the fields where you can enter the
codes that control the indicated function on your printer.

Expanded Print On
Expanded Print Off
Red Print On
Red Print Off
Cut Paper
Open Cash Drawer

Please consult the printer manual for more information on these printer codes.

33
Technical Overview

NOTE: All control codes must be entered in ASCII decimal format (NOT hexadecimal. If your
printer manual lists control codes in hexadecimal, you must convert them to decimal format.)

NOTE: If your system is configured with cash drawers you must be sure to enter the printer codes
that control the cash drawer. If the cash drawer does not connect to the system via a printer then
you must create dummy “printers” for controlling the cash drawer codes.

<#are the next two sentences relevant or meaningful? >


You may enter up to 9 codes per function. If a function requires less than 9
control codes, enter 0 for the remaining codes. To enter a null character (ASCII
0) enter -1.

POS Printers
000000POS Printers are attached directly to POS Workstations and can be used
to print guest checks and sales receipts as well as POS reports such as
Employee Time Slips, Flash Reports, etc. <#are they attached to hubs / work
with Print Spooler?>

You may use the Report Module to customize the POS Reports that print at the
POS Printers. And you may use the Guest Check Editor to customize the format
of the guest checks and sales receipts printed by the POS Printers.

The Station Configuration Setup Form includes options for interfacing your
Restaurant Manager POS System to different models of POS Printers. At any
given POS Workstation you may default to different POS Printers when printing
receipts for special payment types such as credit cards, on-account charges, and
hotel room charges. You may also default to a different POS printer for
transactions linked to a “Delivery” Revenue Center.

Use the [Search] button on the Station Configuration Setup Form to locate and
configure the following “POS Printer” settings for the station highlighted on the
Stations List::

Setup Æ Station Configuration

34
Technical Overview

Printer Ports and Models


Restaurant Manager allows you to define up to five different POS Printers. The
"Receipt/Check Printer" highlighted in the screenshot above serves as the main
POS Printer and is the only POS Printer which will print POS Reports.

There is no need to configure alternative POS Printers unless you wish to print
certain guest checks and sales receipts at POS Printers that are not physically
located near the POS Workstation. Each of the POS Printers listed below the
Receipt/Check Printer will print a guest check or sales receipt when a transaction
meets the specified criteria:

Delivery / Check
This POS Printer will print transactions defined as “Delivery” transactions,
based on a Revenue Center configuration.

Hotel / Room Charges


This POS Printer will print sales receipts for transactions that are settled
using the “Room Charge” form of payment.

Invoice / On Account
This POS Printer will print sales receipts for transactions that are settled
using the “On Account” form of payment.

35
Technical Overview

Credit Card Receipt


This POS Printer will print credit card receipts. If you wish to print credit
card receipts you must also enable the “Print Receipt” setting under the
Credit Card Interface heading on the Station Configuration Setup Form.

For each of the POS Printers listed above you may use the following settings to
indicate the port to which each POS Printer is attached and the type or model of
the printer you are using:

Primary Device
Use this setting to type in text that describes how the device is connected to the
system (i.e., LPT1, LPT2, COM1, COM2). Alternatively, if you are using the
Restaurant Manager Print Spooler, enter the name of the spooler printer,
prefixed with the pound (#) sign.

Backup Device
Use this setting to type in text that describes a Backup Device where POS Printer
output should be re-directed if the Primary Device fails or if the printer runs out of
paper, etc. You should follow the conventions used in naming the Primary
Device.

Printer Type
Use this setting to identify the model of the printer by selecting the appropriate
option from the drop down list. If your printer model is not listed, use the [Search]
button at the base of the Station Configuration Setup Form to locate the “Printer
Codes” setup form and enter the appropriate control codes from the printer
manual or select the “User Defined” option which includes pre-defined printer
codes that work with most printers.

Logo Options
If you are using a <#model info> or other printer that can print graphics, then you
may wish to print the restaurant logo on the Guest Check or Sales receipt. To do
so you must first activate the Logo Options on the Station Configuration Setup
Form:

Load logo into printers at start-up


Use this setting to configure the Restaurant Manager system to load a
bitmap of the logo into the printer each time the system is turned on.

Load Bitmap File:


Use this setting to identify the location of the logo bitmap file. It is
recommended that the bitmap file be stored in the same folder as the
Restaurant Manager application files.

After activating the Logo options you must also access the Guest Check Editor to
format where on the page the logo should appear.

36
Technical Overview

Customer Pole Display

The Station Configuration Setup Form includes options for interfacing your
Restaurant Manager POS System to different models of customer pole displays.

Use the [Search] button on the Station Configuration Setup Form to locate and
configure the following “Customer Pole Display” settings for the station
highlighted on the Stations List:

Setup Æ Station Configuration

Terminal Type
Use this setting to indicate the customer display model. Restaurant Manager is
approved for use with the following models:

Panasonic, IBM 4695, IBM SurePOS 500, Javelin,


NCR (Mag Stripe Reader only)
<#is this list accurate? What about POSiflex, etc?>

If you are configuring the system to work with a model not listed above you must
set the Terminal Type to “Generic”.

37
Technical Overview

Enable
Check this box to enable the customer display interface according to the settings
defined in the other fields under the “Customer Display” heading.

Primary Output Device


Click on the down arrow beside this field and select the port to which the display
is attached.

Backup Device
<#are we recommending a backup pole display?>

Display Width
Type in the number of characters that fit across the display, as detailed in the
users manual for the particular device you are using.

Display Height
Type in the number of rows that fit on the display, as detailed in the users manual
for the particular device you are using.

Initialization Codes
Click on the ellipsis button to call up fields for entering the initialization codes as
presented in the users manual for the particular device you are using.

Clear Customer Display After Settlement


Uncheck this box if you wish the transaction amount to remain on the display
after the settlement is finalized.

Caller ID
The Station Configuration Setup Form includes a setting that allows you to
interface your Restaurant Manager POS System with certain models of Caller ID
devices, including <#list models>.

Use the [Search] button on the Station Configuration Setup Form to locate the
setting that enables “Caller ID” for the station highlighted on the Stations List::

□ Caller ID Enable

To take advantage of the Caller ID interface, you must also configure your
system to prompt for a phone number when opening a new order.

Mag Stripe Reader


Magnetic Stripe Readers are to used swipe credit cards in systems configured to
do online credit card authorizations. And in systems configured with Enhanced
Password Control Magnetic Stripe Readers may be used to read employee ID
cards.

38
Technical Overview

<#Are there recommended models of mag stripe readers? What about the
number of lines they read, etc.?>

Use the [Search] button on the Station Configuration Setup Form to locate and
configure the following “Mag Stripe Reader” settings for the station highlighted on
the Stations List:

Terminal Type
Click on the down arrow beside this field to indicate the port to which the device
is connected. <#do you have to do this for integrated units, too?>

Characters to Ignore
You may configure your RESTAURANT MANAGER system to ignore certain
non-numeric characters which may be encoded on cards such as the percent
sign (%) and a question mark (?). <# Be more specific about which characters
must be ignored and whether or not this applies to credit cards as well as
employee ID cards, etc.>

Reading Magnetic Stripe Codes from POS


You can read the passwords encoded on any magnetic stripe card from any
computer configured with a magnetic stripe card reader:

1) Go to the DOS prompt.

2) Swipe a card through the magnetic swipe card reader and, on a pad of paper,
note the password encoded on the card as well as the number printed on the
face of the card.

Cash Drawers
Before configuring your system to work with Cash Drawers you must understand
the difference between a Cash Drawer and a Cash Tray:

A Cash Drawer is the electronic device wired to the POS Workstation that
opens automatically when a cash transaction is settled. Restaurant
Manager can control up to 4 cash drawers from a single POS station. As
indicated in the screenshot below, these four cash drawers are designated
with the letters A, B, C and D. If you only use a single cash drawer per
POS station, then you need only configure a Cash Drawer A. If you
configure Cash Drawers B, C or D then you must also activate the
following Cash Drawer setting:

□ Multiple Cash Drawers per Station

A Cash Tray is a plastic or metal container for holding currency. Prior to


conducting business, money is counted and placed into a cash tray, which

39
Technical Overview

is then inserted into a cash drawer. In the Restaurant Manager POS


program, the cashier INITIALIZES the cash tray at the beginning of the
shift by declaring the tray number and the starting amount in the tray.
Tray numbers can range from 1 to 999 and any given tray number can
only be used once in a given session.

When a POS Workstation is configured with cash drawers your Restaurant


Manager System will default to using Cashier Banking to the track transactions
settled at that POS station. If servers responsible for their own banks may also
be settling transactions at this same POS Station, you must configure the station
to handle both Cashier and Server Banking.

<#Are there recommended models of cash drawers? Should we say something


about cash drawers connecting to printer ports, to printers, themselves, etc?>

Use the [Search] button on the Station Configuration Setup Form to locate and
configure the following “Cash Drawer” settings for the station highlighted on the
Stations List:

Setup Æ Station Configuration

Generic Cash Drawer Setup


Restaurant Manager can operate up to 4 cash drawers per POS Workstation,
each identified by a letter from A to D. Under the Generic Cash Drawer Setup

40
Technical Overview

you must define a Primary Device and a Backup Device for each of these cash
drawers. And, if the cash drawer is plugged into the POS Printer, you must also
indicate the name <#model?> of the POS Printer.

<#what are the conventions for “naming” cash drawers? Are you supposed to
indicate the RMSpool printer name or the model name? Are there recommended
models of multi-tiered cash drawers, etc?>

If you define more than one cash drawer under the Generic Cash Drawer
heading you must also enable the following Cash Drawer settings:

□ Multiple Cash Drawers per Station


□ Dynamic Cash Tray Numbers

…as well as the following POS Security setting

□ Enhanced Password Control

Primary Device
Click on the arrows beside each field under this heading to indicate the port used
to attach each of up to four cash drawers to a particular POS Station. (NOTE: If
the Cash Drawer is controlled through the printer, the port will be the same as the
port used for the POS Printer.

Backup Device
<# how can you have a back-up cash drawer? If you put cash into a different
drawer don’t you need a different Cash Tray number, too?

Printer Type
Use this setting to identify the model of the POS Printer to which the cash drawer
is connected. If the model does not appear in the drop down list, or if the Cash
Drawer doesn’t connect to the POS Printer, then you must use the [Search]
button on the Station Configuration Setup Form to locate the Printer Codes Setup
Form and define the “Open Cash Drawer” codes of the device you’re using.
(In other words, if your cash drawer plugs directly into the serial port of the
computer, then you must create a dummy printer with the appropriate control
codes to open the drawer.)

Some printers have the ability to drive two cash drawers. If you have two
drawers connected to the same printer, then you must define two “different”
printers on the Printer Codes Setup Form. For example, if you are using a
Citizen 3541 printer as your POS Printer then you must define both a "Citizen
3541 Drawer 1" and "Citizen 3541 Drawer 2" printer on the Printer Codes Setup
Form. The control codes will be identical for these two printers except, one
printer will trigger Cash Drawer A and the other will trigger Drawer B.

41
Technical Overview

Multiple Cash Drawers per Station


This setting controls a pop-up screen in the POS Modules that prompts you to
select a Cash Drawer each time a Cash Tray is initialized:

If you have attached multiple Cash Drawers to the active POS station, then this
setting must be activated along with the other required settings described above
under Generic Cash Drawer Setup.

You may manually access this pop-up screen from any POS Status Screen
touching the [Cash Tray Options] Function Button and then changing the drawer
to which a cash tray has been previously assigned.

Require Cash Tray Init


You must activate this setting if you are using Cashier Banking to track sales
transactions. If this checkbox is marked, then the system will require that a cash
tray be initialized before transactions can be settled. This setting overrides the
“Prompt for Cash Tray Number” setting.

Prompt for Cash Tray Number


Activate this setting if you wish to prompt for a cash tray number. If this
checkbox is not marked, RESTAURANT MANAGER will automatically set the
Cash Tray number to the station number. This field has no effect when the
above parameter "Require Cash Tray Init." is activated

Lock Station when cash drawer is open


Activate this setting to lock the touch screen whenever the cash drawer is open.
This feature prevents theft by making it impossible to ring up orders while the
drawer is open. Note that, to use this option you must use a special cash drawer
that has “Open Drawer” detection.

42
Technical Overview

Dynamic Cash Tray Numbers


Activate this setting if you plan to use more than one cash tray at a single POS
station. If you activate this feature you must also activate “Require Cash Tray
Init” and Enhanced Password Control. When you activate this feature,
RESTAURANT MANAGER will set the cash tray number each time an employee
opens an order. If the employee has not initialized a cash tray, the cash tray
number is set to “0”. If you do not activate this feature, RESTAURANT
MANAGER automatically defines a cash tray number identical to the station
number..

If you intend to allow both Cashier Banking and Server Banking at the same
station you must enable this setting, even if there is only a single cash drawer
attached to the station. This will ensure that transactions settled by servers are
linked to a dummy cash tray (“0”) and do not appear on the cash tray report for
the actual cash tray.

Open Drawer before Confirm


By default your system opens the cash drawer when a settlement is finalized.
Activate this setting if you wish the drawer to open as soon as payment is
tendered (ie when payment type and amount is entered, before the [Finalize]
button is pressed.

Open Drawer on Null Transaction


By default your system does not open the cash drawer when a transaction is
voided. Activate this feature if you wish to open the cash drawer for storing the
voided check, etc.

If the cash drawer does not connect to a printer but, rather, is plugged directly
into the port, then you must create a dummy printer on the Printer Codes Setup
Form and enter the appropriate codes under the Open Cash Drawer Option.

<#Does the following paragraph belong under the “Open Drawer” heading? How
do Drawer 1 and Drawer 2 relate to Drawer A and Drawer B?>

Some printers have the ability to drive two cash drawers. If you have two
drawers connected to the same printer, then you must create two printers in the
"Printer Codes" program. For example, if you are using a Citizen 3541 receipt
printer, then you would create two printers: "Citizen 3541 Drawer 1" and "Citizen
3541 Drawer 2." The control codes will be identical for the two printers except
one printer will trigger the first drawer and the other printer will trigger the other
drawer.

Coin Dispenser Options


Restaurant Manager may be configured to work with coin dispensers
manufactured by Telequip.

43
Technical Overview

Use the [Search] button on the Station Configuration Setup Form to locate and
configure the following “Coin Dispenser” settings for the station highlighted on the
Stations List:

Enable Coin Dispenser


Activate this setting if there is a coin dispenser attached to the active POS
Station.

Coin Dispenser Type


Restaurant Manager interfaces to only one brand of coin dispenser. You must
select the default option of “Telequip” for this setting.

Coin Dispenser Device


Use this setting to indicate the port to which the coin dispenser is attached.

Fingerprint Reader
In systems configured with Enhanced Password Control it is recommended that
Fingerprint Readers are used (in place of numeric passwords or Employee
Badges) to identify employees each time they use a POS station to process an
order. When fingerprint readers are used, each employee’s fingerprint(s) must
be scanned into the Employee Database and all POS Workstations must be
configured with Fingerprint Readers.

Use the [Search] button on the Station Configuration Setup Form to locate and
configure the following “Finger Print Reader” settings for the station highlighted
on the Stations List:

Enable Fingerprint Reader


Activate this setting to indicate there is a fingerprint reader attached to the active
POS Station.

Terminal Type
Restaurant Manager can be used with fingerprint readers from Digital Persona as
well as with the fingerprint readers built into the following integrated units:

Panasonic, IBM 4695, IBM SurePOS 500, Javelin


<#is this list accurate? What about POSiflex, etc?>

When you configure the system to work with an integrated unit listed above you
must select the appropriate Terminal Type from the drop down list. If you are
using a fingerprint reader from Digital Persona (or any other brand of integrated
unit, you must select the “Generic” option.

44
Technical Overview

Fingerprint Mode
Use this setting to define how Restaurant Manager should process employee
fingerprints: via either “Identification Mode” or “Verification Mode”. The mode you
select affects the steps involved in opening an order or editing an existing order.

In Identification Mode, the user simply places their finger on the reader and the
system identifies who they are by scanning and finding their fingerprint in the
Employee Database. Identification mode is the more efficient default mode.

In Verification Mode, the user is prompted to indicate their Employee ID before


the fingerprint reader will read their fingerprint. Verification Mode should be used
only in establishments where the Employee Database has grown so large that
Identification Mode proves too slow.

Order Confirmation Display


The Station Configuration Setup Form includes a setting that allows you to
interface your Restaurant Manager POS System with certain models of Order
Confirmation Displays (also known as OCDs or “Scoreboards”), including <#list
models>.

Use the [Search] button on the Station Configuration Setup Form to locate the
setting that configure the system to work with “Order Confirmation Displays” at
the station highlighted on the Stations List::

□ Enable Order Confirmation Display (OCD)

The devices listed below are controlled by settings listed under the “Interfaces”
heading on the Station Configuration Setup Form. Other Interface configuration
settings listed under this heading are described in the section on Interfaces to
Third Party Applications.

Debitek
<# >

Scale Interface
<# > …if your system is configured with the scale interface you must use the
Container Setup Form to define the Tare weights of the packaging used for the
various menu items sold by weight.

Setup Æ Menu Æ Containers

45
Technical Overview

Liquor Control
<# >

VMC Metro Card<# >

Video Overlay
<# >

Real-time Kitchen Display


<# >

Interfaces to Third Party Applications


The settings described below appear on the Station Configuration Setup Form
under the Interfaces heading and control interfaces to third party software
applications. However, this section does not describe all the settings listed under
the Interfaces heading. Settings that describe interfaces to hardware devices
described above in the section on Configuring Peripherals:

Use the settings on the Station Configuration Setup Form under the “Interfaces”
heading to configure your Restaurant Manager POS System to work with third
party software applications:

46
Technical Overview

Credit Card Authorization Options


About Credit Card Authorization
You must complete a number of steps to configure your system for online credit
card authorization:

Access the Interfaces section of the Station Configuration Setup Form to select
the Third Party application you will use to process online credit card transactions
and to set certain operational parameters.

Access the Devices section of the Station Configuration Setup Form to define
which printer should be used for credit card receipts and to verify the
configuration of the Magnetic Strip Reader at the POS stations.

Access the Forms of Payment Setup Form to define each type of credit card that
will be processed online. You must be sure to click on the <CC Authorization>
check box for each credit card you define.

If you will be using the Tabs Module to open credit card tabs with a simple swipe
of the customer’s credit card, you must also define credit card types on the Auto
Credit Card Detection Setup Form. And if you wish to implement automatic pre-
authorizations as soon as the card is swiped you must read the entire section
below on Credit Card Pre-Auths.

47
Technical Overview

Auto Credit Card Detection Setup Form


This setup form works in tandem with the “Auto detect credit card type” setting on
the Station Configuration Setup Form to identify the card type from the number of
the card as it is swiped.

Restaurant Manager is able to automatically identify the type of card swiped. It


allows you use the Credit Card Tab Function Button on the Tabs Status Screen
to open new bar tabs without having to manually identify the type of credit card
being swiped.

And when you select a credit card form of Payment on the Settlement Screen the
data on this setup form will be compared to the number of the swiped card to
ensure that the selected form of payment corresponds to the valid number
ranges defined on the setup form.

When the selected form of payment does not match the defined range, the
following error message is displayed:

<# Can’t get this feature to work any more?>

Use the settings on the Automatic Credit Card Detection form to define valid
number ranges for the types of credit cards accepted in your establishment:

Setup ÆSettlement Æ Automatic Credit Card Detection

Card Description
Use this field to type in the commercial name of a credit card type

Card Min:
Use this field to enter the lowest possible four digit number that might begin the
account number for a credit card of this type.

48
Technical Overview

Card Max:
Use this field to enter the highest possible four digit number that might begin the
account number for a credit card of this type.

Payment Type:
This field allows you to link the card description to one of the Forms of Payment
already defined in Restaurant Manager.

NOTE: If there is a range of numbers between the minimum and maximum that do not pertain to a
particular type of credit card, you must create a dummy card description and select a special setting
from the Payment Type drop down list: “Don’t enforce this range”

Credit Card Pre-Authorization

Credit card pre-authorization provides the ability to capture and authorize a credit
card at the beginning of a sale. This feature is available only in the Tabs module
and is extremely useful in minimizing lost revenue due to customer walk-outs and
invalid or overdrawn credit cards.

There are essentially two ways of using credit card pre-authorization. Both are
described below along with their advantages and disadvantages.

Single-Auth Mode
In this mode, the customer’s credit card is authorized for a small amount
(typically $1.00) at the very beginning of a transaction. If the authorization is
approved, it indicates that the card is valid (i.e., not lost or stolen, and has not
exceeded the credit limit).

Upon finalizing the sale, the initial pre-auth is discarded, and a new authorization
is obtained for the final check amount. The main advantage of this approach is
the credit card fees are minimal; however, there is no guarantee that because a
card was approved for $1, it will be approved for the final check amount. In a bar
environment where the check average is low (say $100 or less), credit cards are
unlikely to be “maxed out” if they are first approved for $1. But if you run a high
ticket establishment with check totals that regularly exceed $100, then you are at
greater risk and may want to consider the “Multiple-Auth Mode” described next.

Multiple-Auth Mode
In this mode, the customer’s credit card is authorized for a more substantial
amount (typically $50.00 or more) at the beginning of a transaction. As items are
added to the TAB and it nears or exceeds the initial pre-authorization amount,
the credit card is re-authorized for an additional amount. This process continues
with as many “Repeat Authorizations” as necessary until finalizing the sale. Both
the initial authorization amount and the repeat authorization amounts can be

49
Technical Overview

preset to a fixed amount, or the system can prompt the operator. See below
under “System Setup.”

The biggest advantage of this approach is it minimizes the likelihood of getting


“stiffed” on a transaction due to a bad credit card, particularly in a high ticket
environment. But the drawback is higher credit card fees due to multiple
authorizations.

Before adopting this mode of operation, you should do a cost estimate by


multiplying the expected number of transactions per day by the “per-transaction”
fee assessed by your credit card processor. Depending on your sales volume
and ‘per-transaction’ fee, the cost of this approach could be significant. If you
think you lose more money in walk-outs and bad credit cards than the additional
transaction fees, then the multiple-auth approach may be the way to go.

Another drawback of the multiple authorization approach is the customer will see
multiple charges on their credit card statement. For example, a $258 transaction
might appear as three transactions, $100, $100 and $58. This may result in
phone calls from confused (and possibly irate) customers.

In both Single and Multiple Auth modes, the finalization process is identical.
Because the check total will rarely (if ever) match the pre-authorized amount
exactly, Restaurant Manager provides a “Complete Pre-Auth” option in the
settlement window. This option adjusts the authorization amounts so the total
amount authorized matches the check total. This option is described in more
detail later.

Credit Card Considerations


In Restaurant Manager, credit card pre-authorization is a foreground process,
which means that the POS terminal is tied up while the authorization is in
progress. For this reason, it is strongly recommended that credit card processing
is done via the internet to achieve the fastest possible response time. Note:
internet processing can yield approvals in 3-4 seconds as compared to 15
seconds or more using phone dial up.

Credit Card Downgrades


This section contains information that applies to all credit card systems, however,
it is mostly relevant to people using the Multiple-Auth approach. For Single-Auth
mode, credit card downgrades are less of a problem.

Credit card processors generally charge a different rate for swiped credit cards
versus hand keyed credit cards. Swiped transactions offer better rates (lower
fees) than hand keyed transactions. The term used to describe the higher fees
associated with hand keyed transactions is a “downgrade.”

50
Technical Overview

Aside from hand keyed transactions, credit card downgrades can occur if the
final authorization amount differs substantially from the initial pre-authorization
amount. Generally, the credit card processor allows a margin of +/- 20%, but this
varies from processor to processor. So for example, a credit card that is pre-
authorized for $100, can be finalized for any amount between $80 - $120 without
being downgraded. But if it is finalized for an amount outside that range, it will be
downgraded and higher fees may apply.

Restaurant Manager avoids credit card downgrades when possible. In the


finalization process, Restaurant Manager only adjusts authorization amounts
within a user defined tolerance. See the option “Max allowable pre-auth
adjustment” under the System Setup section below. If the adjustment is outside
the allowable range, the pre-auth is discarded (or left in tact) and a new
authorization is issued. This is discussed in more detail in the section entitled
“Complete Pre-auth.”

In some cases, credit card downgrades may be unavoidable -- particularly when


making tip adjustments. Consider an example where the check total is $112 and
it is split into three authorizations of: $50, $50, and $12. If the customer decides
to leave a $20 tip, the tip adjustment if applied to any single authorization will
cause it to be downgraded. In this example, one way of avoiding a downgrade is
to split the tip among two or more authorizations. For example, putting a $10 tip
on each of the $50 authorizations would keep avoid a downgrade situation. This
tip splitting must be done by the operator and is NOT an automatic feature of
Restaurant Manager.

Credit Limit
When using the “Multiple Auth” approach, it is important NOT to authorize more
than necessary; otherwise you increase the risk of maxing out the credit card.
Here’s why. Although a pre-authorization is not the same as an actual sale, it
does impact the card holder’s “open to buy” limit. Typically, funds from a pre-
authorization are held for 3 days before being deposited back to the card holder’s
account.

Consider this example. A customer is $300 away from reaching their credit limit.
If you do an initial pre-auth for $200, it will be approved. But if the check total
comes out to $150, Restaurant Manager will discard the $200 pre-auth and
attempt to authorize a sale for $150 (for an explanation, see the previous
discussion on credit card downgrades). Since the pre-auth funds are held for 3
days, the final sale will be declined – $200 pre-auth plus $150 sale comes to a
total of $350 which exceeds the customer’s credit limit.

In this example, if you authorize in $100 increments rather than $200, when it
comes time to finalize the transaction, there will be two authorizations of $100
each. Restaurant Manager will discard the second $100 auth and attempt to
authorize a sale for $50. In this case, the transaction will go through because the

51
Technical Overview

total amount authorized is $100 + $100 + $50 = $250 which is below the credit
limit. The downside of smaller pre-auth increments is the additional credit card
fees due to a higher transaction count. If you use the Multiple-Auth approach,
you should give careful consideration to this issue. You need to weigh the trade-
off between minimizing credit card fees and reducing the risk of exceeding the
credit limit.

System Setup
The setup parameters for credit card pre-authorization are located in the Credit
Card Authorization section of RMWin->Setup->Stations. Each parameter is
described below. As a first step, you need to decide whether you are going to
use Single-Auth mode or Multiple-Auth mode (see discussion in previous
section).

Receipt Message (Lines 1,2,3,4,5)


You may want to customize the message printed at the bottom of credit card
receipts to include a clause that obligates the customer to pay for any and all
items added to his Tab. You should consult an attorney to ensure that the
language is legally binding. The message may be helpful in the event of a walk-
out where the customer has signed the initial pre-auth slip, but has NOT signed
the final authorization.

As an alternative, you can use the Receipt Message area to print a blank line for
recording additional information, such as driver’s license number, or other form of
ID.

Allow Duplicate Charges


This option must be enabled if using the Multiple-Auth approach. In addition, you
should contact your credit card processor to ensure that dupe checking is
disabled (i.e., that duplicate charges ARE allowed).

Enable credit card pre-auth


Check this option to enable credit card pre-authorization. When starting a TAB
using the CC Tab option, Restaurant Manager will automatically authorize the
credit card for a pre-determined amount (defined below).

Default pre-auth amount


This is the default dollar amount for credit card pre-authorization. When
beginning a CC Tab, Restaurant Manager will pre-authorize the credit card for
the amount specified. If using Single-Auth mode, set this value to $1.

Prompt for pre-auth amount


This option causes Restaurant Manager to prompt the operator to enter an initial
pre-authorization amount. The default amount is set by the above parameter

52
Technical Overview

“Default pre-auth amount” but this option allows the operator to override that
amount if desired. If using Single-Auth mode, this option should be disabled.

Max allowable pre-auth adjustment


This option defines the maximum amount that Restaurant Manager will adjust a
pre-auth when finalizing a sale. If using Single-Auth mode, set this value to 1%.

The amount is expressed as a percentage of the pre-auth amount. For example,


if the pre-auth amount is $100 and you set this option to 20%, then Restaurant
Manager will adjust the authorization amount between $80 and $120 to make the
amount tendered equal the check total. If the required adjustment is more than
20%, Restaurant Manager will either discard the pre-auth or issue a new one to
balance the transaction.

If set improperly, this option could result in credit card downgrades. Most credit
card processors allow the final sale amount to vary by +/- 20% of the pre-auth
amount in order to qualify for the best possible discount rate, but you should
check with your credit card processor to make certain.

Security Level to exceed max pre-auth adjustment


Because credit card downgrades can be costly, you can put password protection
on adjusting a pre-auth beyond the “Max allowable pre-auth adjustment” defined
above. Choose the desired security level, or set it to 0 if using Single-Auth
mode. Note, this security setting is not enforced on tip adjustments.

Warn when REPEAT auth required


This option should be checked for Multiple-Auth mode, and unchecked for
Single-Auth mode. When the check amount is near (or over) the pre-authorized
amount, it warns the operator that a repeat authorization is needed. The warning
is by way of a flashing title bar.

REPEAT auth warning threshold


This option is only used when the above option is checked. It defines the point at
which the operator is alerted to execute a REPEAT auth. The value is expressed
as a percentage of the pre-auth total. For example, if a transaction is pre-
authorized for $100, and the “REPEAT auth warning threshold” is set to 80%,
then Restaurant Manager will flash the title bar as soon as the check amount
exceeds $80.

If the operator does a REPEAT auth for another $100, it will disarm the warning
momentarily, but if the check total reaches $160 (80% of $200), the title bar will
start flashing again.

Note: it is permissible to set this value to an amount greater than 100%. For
example, if the value is set to 120%, then the warning is triggered when the

53
Technical Overview

check total exceeds the pre-auth amount by 20%. So if the pre-auth amount is
$100, then the warning is activated when the check total reaches $120.

Default REPEAT auth amount


This option is used for Multiple-Auth mode only. It defines the default amount for
REPEAT authorizations. You can set this the same as the “Default Pre-auth
amount,” or you can set it to a different value.

Prompt for REPEAT auth amount


This option is similar to the “Prompt for pre-auth amount” but it applies to
REPEAT authorizations.

Credit Card Authorization Interface


RESTAURANT MANAGER can interface to the DataTran Credit Card
Authorization Package. Read the section “About Online Credit Card
Authorization” on page 195 for more information on the way you must configure
your system for online authorizations.
Most of this configuration can be done from the Credit Card Authorization
Interface Setup Form under the "Interfaces" tab.

Before you access the Credit Card Authorization Setup Form, you must first
access the Interfaces Setup Form and click on the down arrow beside the
[CREDIT CARD AUTHORIZATION] field to select the Datatran interface. Then
click on the [SETUP] button beside the field.

Setup | Stations | Misc. tab | Interfaces tab | CC Authorization SETUP

Use the follow fields to set the parameters of this interface

Credit Card Processing Enabled


You MUST check this box if you are configuring your system with either Datatran
or IC Verify.

Background Processing Enabled


Check this box if you wish credit card processing to work in the background while
your RESTAURANT MANAGER system is used to process other orders. If you
activate this feature, the POS Module can operate in two ways. When an order
is settled with a credit card as the method of payment, you can either
1) Wait for a response, or

54
Technical Overview

2) Press [ESC] to suspend the transaction into background


Once a transaction is suspended into background, the POS terminal can be used
normally. Then to return a background transaction (and/or print credit card
receipts), you must call up the appropriate order and touch the [SETTLE] button
again.

Open/Close batch on Open/Close Session


Check this box if you wish to automatically initiate and close credit card batch
operations when opening and closing a session. If you leave this field blank, you
must perform batch operations manually using utilities supplied with the credit
card package.

Enable Audit Trail


Check this box ONLY if you are having problems with the credit card
authorization process and you wish to diagnose possible problems. This
parameter causes RESTAURANT MANAGER to record all credit card
transactions in a special audit file called CCAUDIT.TXT.

Magnetic Stripe Reader Present


Check this box if there is a Magnetic Stripe Reader at the POS station(s). If the
box is left blank, the card number and expiration date must be entered manually.

Magnetic Stripe Reader Time out


Enter the maximum number of seconds that can elapse before RESTAURANT
MANAGER will request manual entry of credit card information. In other words,
the credit card must be swiped through the magnetic stripe reader within the
allotted time.

IMPORTANT: Your system will not work properly if you leave the Time Out field at [0].

Maximum Tip Multiplier


Enter the maximum tip amount the system will accept on credit card transactions
before requiring that the original transaction amount be deleted and the full
amount, including tip be entered for authorization. With a Maximum Tip Multiplier
of 1.5 (the recommended amount) the tip can be as large as 50% of the original
pre-auth amount. With a value of 1.75, the tip can be up to 75% of the pre-auth
amount.

This feature is intended to provide a safe guard against credit cards being
approved during pre-auth, but exceeding the credit limit after the tip is added.
For example, if a credit card is initially authorized for $20.00, and a $12.00 tip is

55
Technical Overview

given, the amount charged to the card including tip is $32.00. The ratio of $32.00
to $20.00 is 1.6. If the Maximum Tip Multiplier were set to 1.5 (as is
recommended), the system would require the full $32 transaction to be
authorized.

Print Receipt
Check this box if you wish to print a special receipt for each credit card
transaction. The receipt provides blank lines for adding a tip and for the
customer's signature. If you are using IC Verify you must use the ICSETUP
program to disable the IC Verify receipt.

Number of Copies
Enter the number of copies of each receipt you wish to print

Receipt Message
Enter a two line message that prints on the bottom of each credit card receipt.

Transaction Directory
Enter the (existing) directory where you wish to store the special transaction files
that your RESTAURANT MANAGER system creates in the course of processing
credit card transactions. Be sure to specify the letter drive. If you leave this field
blank, RESTAURANT MANAGER will use a working directory by default.

DataTran
Datatran is an independent credit card authorization package that is sold by
Datacap corporation:

100 New Britain Blvd.


Chalfont, PA 18914
(215) 997-8989

NOTE: When a credit card transaction includes a tip amount, there may appear to be slight
discrepancies between the Datatran and RESTAURANT MANAGER transaction reports. Although
the total transaction amount is always the same, the Datatran reports show a "Pre-auth" amount and
an "Add-tip" amount that do not necessarily correspond to the actual check and tip amounts. For
instance, a $20 pre-authorization may be done on a check totaling $18.50. If the client then adds a
$3.00 tip and finalizes the transaction for a total of $21.50, Datatran will show a "Pre-Auth" amount
of $20 and an "Add-tip" amount of $1.50 to reach the same transaction total of $21.50. You should
rely only on the RESTAURANT MANAGER reports for accurate check and tip amounts.

Online Accounts / Club Interface Setup

56
Technical Overview

Micros Compatible PMS Setup

FoodTrak Interface Setup

Gift Card Interface

Map Interface

Online Reservations Interface

NOTE

Report Printer
Some Restaurant Manager reports can be printed from the POS Module(s) on
the 40 column POS Printers attached to POS Workstations. However, most
reports are printed from the Backoffice Module and are printed on the printer
attached to the Manager Workstation:

To configure the Backoffice Module to work with printer attached to the Manager
Workstation, select the "Printer Setup" option from the "File" drop down menu
and follow standard Windows procedures.

File Æ Printer Setup

57
Technical Overview

?Interfacing to Crystal Reports


Authorized Restaurant Manager resellers may load a third party application,
Crystal Report Writer version 8 onto networks running Restaurant Manager
version 14 or later to provide users with special report templates not included in
the basic Report Module. Once a reseller has followed the procedures below to
create a custom report format, the report may be added to the Report List of the
Reports Module.

Warning: Users who need custom reports should contact their reseller for
assistance. Only resellers familiar with Crystal Reports should attempt to create
custom reports.

System Requirements
The Restaurant Manager setup installs all the files required to launch the crystal
reports created by ASI. However, you will need

Setup

ODBC drivers and File DSNs


If you plan to use the Restaurant Manager Crystal reports dictionaries you must
first associate the Restaurant Manager working directory with a File DSN using
an ODBC driver as described below.

From Control Panel click on Administrative Tools (For Windows2000)


From Control Panel click on Data Sources (ODBC)
Select the File DSN tab.
Click the Add button
From the database driver list, select the Microsoft Dbase driver and click next
Enter RMDATABASE as the name of the database, and click on the next button.
Click the finish button.
Select the MS dbase III driver from the Version combo box.
Uncheck the “Use current directory” box and click on the Select Directory button.
Select the RM working directory and click OK.

Consolidated Files
Before running either existing or newly created crystal reports you must
consolidate the “raw” restaurant manager data by use of the RMDBCONS.EXE
utility. This utility should be run on a regular basis so that it can append newly
generated transaction information.

WARNING: The Crystal Reports will not work if the consolidated files are not
created.

58
Technical Overview

To consolidate files:
Make sure the session is closed.
Set the start date to use in generating the consolidated files by going to File-
>Setup and entering the desired date (This need only be done the first time the
consolidator is run.)
Click on the Update All button to start the consolidation process. This process
can take a long time to complete, depending on the consolidation start date and
the amount of transactional data present, so be patient!

To check consolidated files:


Select the consolidated file you wish to inspect, and click on the view button. A
list of the records will appear in the window on the left.

Consolidated Files used for crystal reporting


Following is a list of the transaction files that are consolidated alongside the
name of the consolidated file (mm = month, yy= year).

Source Transaction Consolidated Filename Description


Filename
REPyy RMSESS Session Data
SLSmmyy RMSALES Order/Check Summary
Data
PMTmmyy RMPAYMNT Payment Data
SDETmmyy RMITEMS Items Detail Data
LOGINyy RMLOGIN Timekeeping Data
TAXmmyy RMTAXES Taxes Data

59
Technical Overview

CHRGmmyy RMCHARGE Account Data

Crystal Data Dictionaries


The following Crystal dictionaries are provided with Restaurant Manager:

RMSales.dc5: Based on the check header file.

RMLogin.dc5: Based on the employee timekeeping file.

Both these dictionaries require you to setup a file DSN to point to the RM
Working directory as described above.

Testing the Crystal Data Dictionaries


Restaurant Manager ships with the following reports using the Crystal Data
Dictionaries:

RmSalesTest.rpt
RMLoginTest.rpt

Before attempting to create your own reports using the RM Crystal Data
Dictionaries, make sure these reports run correctly with your consolidated data.
Note that if you have not consolidated your data, these reports will fail.

To Create a Crystal Report to use with the Reports Interface


Consolidate RM Data using the data consolidator RMDBCONS.EXE
Create the report using one of ASI’s data dictionaries
Test thoroughly

Adding a Report to the Report List


Decide which filter fields will be visible to the user
If necessary, add filter fields to master field list by use of the Define Filter Fields
Wizard (Setup->Add/Modify available filter fields) IMPORTANT: You must type
in the crystal reports field name exactly as it reads in the data dictionary
respecting case.

60
Technical Overview

Add and define the new report (Setup->Add/Modify Available reports)


Create a new report group if you wish to add your report to a new group (Setup-
>Add Report Group)
Add the report to the selected group by use of the Add Report Menu option
(Setup->Add Report to current group)

61
Technical Overview

Implementing Redundancy
Redundancy provides insurance against catastrophic failure by automatically
writing all data not only to the file server but also to a second computer that has
been designated as a backup server. Although total failure of the hard-drive is
not a common occurrence, it is a very costly problem when it occurs.
Implementing system redundancy is highly recommended for all networked
systems.

One way to implement redundancy is to define one of the POS Workstations as


the backup server. ASI uses a 3rd party product called Mirror Folder, which
implements server data redundancy at the file system driver level. Mirror Folder
supports Windows 98 or later.

The steps required to install and configure Mirror Folder as well as the
Restaurant Manager recovery application are detailed below.

Installation
From: http://www.techsoftpl.com/backup/order.htm

Order the “2 Computers Pack” license. Kagi/Techsoft will email you the license
number and a special URL from which to download the software.
Follow the included instructions in the email for downloading the Mirror Folder
installer.

62
Technical Overview

Run the installer on the restaurant’s primary server machine using the default
installation directory and entering your license number when prompted. A reboot
will be required to use the software, although an immediate reboot is not forced
upon you.
Repeat the installation on the restaurant’s secondary (backup) server machine,
using the same “2 computer” license number.
Reboot both primary and secondary machines when convenient, then proceed to
Configuration instructions.

Configuration
On primary server, using File Explorer, right-click on the "rmwin" directory and
select the new "Mirroring..." menu choice.
In the dialog that appears, click on "Mirror To:"
Enter "\\mgrstation\cdrive\rmwin" (if system was installed with our default names,
or browse to the secondary machine’s rmwin directory)
Click "Add"
In the lower section ensure “Exclude” is checked and click on “Add”
In the dialog that pops up, click on “Custom file type” and enter “.ntx”
Click “OK” to dismiss Exclude list dialog
Click "OK" to dismiss rmwin Properties dialog

Redundancy is now implemented for the restaurant. The entire contents of the
rmwin directory is continuously synchronized on the secondary server in real
time. The contents of the rmwin directory on the primary and secondary
machines should always be identical. In the case of broken network connectivity,
synchronization will resume automatically once the network is fixed.

Recovery
Upon primary server failure (hard disk or otherwise), the following steps will
switch the secondary machine to become the primary server.

tbd…

Repair
While the broken server is being repaired or replaced, the restaurant will not
have redundancy protection. Once a replacement machine has been obtained,
the new machine can be added to the network as the new secondary machine, or
replaced as the new primary machine.

(more tbd)

63
Technical Overview

Support for Advantage Database Server


By default, Restaurant Manager uses a native database driver to access all the
fixed and transactional data in the system. But power problems and other
networking issues can sometimes corrupt data when it is communicated across a
network. To eliminate problems with data corruption, local and remote database
servers can be installed on the system. For best performance and data stability,
the use of an Advantage Remote Database Server is recommended.

The Advantage Database Server must first be installed and configured on the
fileserver. An interface to the Advantage Database Server can then be setup
using the following Restaurant Manager file: < RMRDD.INI >. The standard
RMRDD.INI file includes code not only for a version 15 interface. It also includes
lines of code that control 16 bit systems (Restaurant Manager v14 or earlier).

To configure a version 15 system with the Advantage Database Server you must
modify the RMRDD.INI file using the Windows Notepad application:

1) Use standard Windows procedures to open the Notepad application and


locate the RMRDD.INI file in the folder labeled <RMWIN15>.
2) Before you open the RMRDD.INI file, check to make sure the folder also
contains the following files:
ACE32.DLL
ADSLOC32.DLL
AXCWS32.DLL

3) Open the RMRDD.INI file:

4) Edit the value (0) in the 3rd line of code to read “2” if you are using the
recommended remote database server. (Alternatively you may set the
value to “1” if you are using a local database server):

64
Technical Overview

Custom Terminal Drivers


Restaurant Manager will run on any IBM-compatible PC, including on integrated
touchscreen units designed specifically for POS applications. ReTo ensure the
proper operation of peripherals such as the customer display, Magnetic Stripe
Reader (MSR) and cash drawers that are built into these integrated units.

General Setup
Restaurant Manager will run on a variety of integrated units specially designed
for use as POS Workstations. Some of these integrated units require special
configuration, as detailed below. <#is this list accurate? What about POSiflex,
etc?>

IBM 4695 Setup


Install the windows POSS drivers (available from IBM) on each terminal being
used. To speed up the installation, first copy the POSS driver setup program on
the fileserver.

Panasonic JS-160FR
On each terminal do the following:

Enter the bios setup, select “Devices and I/O ports“ and enable i/o port
programming.
Under Windows, set the serial port handshaking to Xon/Xoff

Jarltech Series 8100


Under development.

65
Configuration Start-Up Tips

Configuration Start-Up Tips

All system setup and configuration is done via Restaurant Manager’s Backoffice
Module on screens referred to as "Setup Forms". Many of these setup forms are
already configured with default settings and there is no need to access them
unless you wish to change the default settings controlled on that form.

The section below on Quick Start-up Tips identifies the key Setup Forms that
must be accessed to meet minimal configuration requirements. For more
detailed information on the configuration options best suited to a particular type
of business and the Setup Forms that control these options, read the section on
POS Modes and Modules.

Before configuring the Restaurant Manager software for a particular user,


resellers should use the System Setup Questionnaire to profile the specific
operational needs of that user. This questionnaire can be downloaded from the
“Reseller” section of the ASI website: www.actionsystems.com.

The Backoffice Module


You should always access the Backoffice Module from the computer that serves
as your Manager Workstation. Once your system is fully configured and
operational, you will also use the Backoffice Module to execute Management
Functions and to print Reports.

To open the Backoffice Module:

1) Use standard Windows procedures to access the RESTAURANT


MANAGER™ directory (usually C:/rmwin15)

2) Double click on the desk icon:

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Configuration Start-Up Tips

As soon as the application is launched, you will be prompted for a password.

At this prompt users should type in their individual Employee Password. In new
systems, however, before Employee Passwords have been assigned, you may
type in a default master password of four zeros: [ 0000 ].

NOTE: If the default password does not give access to the Backoffice Module, your system has
already been configured with a customized master password that is unique to your business and you
must contact your service provider for assistance.

The type of password used to access the Backoffice Module is always displayed
at the base of the screen above the [Start] button. The partial screenshot below
is an example of what you would see at the lower left of the screen if someone
used the master password to access a system licensed to a restaurant called
Chat & Chew:

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Configuration Start-Up Tips

The main screen of the Backoffice Module displays a variety of drop down menu
headings and tool bar icons, most of which are described in the chapter on
Backoffice Management Functions. This chapter covers only the Setup Forms
accessed under the Setup drop down menu of the Backoffice module:

Setup Menu
From the Setup drop down menu you can access different Setup Forms that,
together, control the way your POS Module(s) operate and the way data is
categorized. These forms are grouped under the categories shown in the
screenshot above. Below is an alphabetical list of all the available Setup Forms
with hyperlinks to the sections in this manual that describe each form in more
detail.

Alerts
Setup Æ General Æ Alerts
In systems configured with wireless handheld devices, this setup form is used to
define standard messages or “alerts” that can be sent to the handheld devices.
For more information on handheld alerts as well as other types of alerts, see the
section on Messages, Alarms and Alerts.

Adjectives Setup
Setup Æ Menu Æ Adjectives Setup
Menu Items may be described by adjectives like “Small”, “Medium”, or “Large”
that affect the price of an item. Adjective names are defined on this setup form
as one step in the process of Defining Adjectives.

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Configuration Start-Up Tips

Automatic Credit Card Detection Setup


Setup Æ Settlement Æ Automatic Credit Card Detection
If you are using the Tabs Module and enable the “Credit Card Tab” feature, you
must also use the Automatic Credit Card Detection Setup Form to configure the
system to automatically recognize the type of card being swiped.

Backoffice
Setup Æ Backoffice
Access the Backoffice Setup Form if you wish to use password prompts to
protect key Backoffice functions. This form may also be used to adjust sales
reports.

Combo Meals
Setup Æ Menu Æ Combo Meals
Defining Combo Meals allows you to charge a special discounted price for
certain items when they are ordered in combination. The Combo Meal Setup
Form is one of multiple setup forms used to configure your system to process
Combo Meals.

Combo Sizes
Setup Æ Menu Æ Combo Sizes
Defining Combo Meals allows you to charge a special discounted price for
certain items when they are ordered in combination. The Combo Sizes Setup
Form is one of multiple setup forms used to configure your system to process
Combo Meals.

Configurable Guest Check Editor


Setup Æ Guest Checks Æ Configurable Guest Check Editor
The Configurable Guest Check Editor allows you to create customized formats
for guest checks and sales receipts. It allows you to create a single custom
format for use with all transactions or multiple formats which may be linked to a
specific Revenue Center.

Containers
Setup Æ Menu Æ Containers
If you sell certain menu items by weight and use the scale interface to generate
the price of these items, you must access the Containers Setup Form to define
the tare weights of the containers in which the items are weighed.

Contest
Setup Æ General Æ Contests
If you wish to reward employees who are motivated to “up-sell” or push particular
menu items, then you must access the Contests Setup Form and identify the
menu items or menu groups you wish to track as part of the contest.

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Configuration Start-Up Tips

Course Type Setup


Setup Æ Menu Æ Course Types
Configuring your system with “Coursing” allows you to sort Prep Area output by
course type. The Course Type Setup Form is one of multiple setup forms used
to configure your system with coursing.

Deletion Codes
Setup Æ General Æ Deletions Codes
When an item is deleted from an order after being sent to the kitchen the system
always prompts the user for a reason. Use this setup form to define standard
deletions codes can be used to track item deletions.

Denominations

Discounts
Setup->Settlement->Discounts
Access this form to create pre-defined percentage discounts that can be applied
to guest checks. See Discounts.

Employees
Setup->Labor->Employees...(OR click on the Employees button)
You MUST access this form to define the staff who will be accessing the POS
system, assign passwords, establish pay rates, etc. See Employees Setup
Form.

External Programs
Setup->General->External Programs
Access this form to setup external programs that may be accessed through POS.
See External Programs from POS for more info.

Foreign Currency
Setup | General | Foreign Currency
Access this form to define exchange rates, etc. if you accept more than one
currency in your establishment. See Foreign Currencies.

Forms of Payment
Setup->Settlement->Forms of Payment
Access this form if you wish to accept forms of payment other than the six default
payment types. See Forms of Payment Setup Form.

Group Schedule
Setup->Menu->Group Schedule

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Configuration Start-Up Tips

Access this option to schedule a time frame for the availability of specified menu
groups. See Group Scheduling.

Group Types
Setup->Menu->Group Types
You MUST access this form when defining a new system to link the Tax Tables
to various menu items as well as to create categories for use in sales reports.
See Group Types.

Image Sets

Job Classifications
Setup->Labor->Job Classifications
Access this form to define the various positions held by your staff so that you can
implement time keeping and payroll functions. See Job Classification.

Label Format
Setup->Kitchen Printing->Label Format
Access this form to setup specifications on printing of labels. See Printing Labels
on Prep Printers under Tech Notes in the Action Systems, Inc. website.

Macro Library
Setup->Macros-> Macro Library
Access this form to setup the button definition of your macro. See Using
Macros.

Meal Periods
Setup->General->Meal Periods
Access this form if you are using the “Sales Statistics Report” to analyze sales
sessions but wish to further break down the session sales statistics according to
the time of day each sale was made. See Meal Periods.

Menu Navigation
Setup->Menu->Menu Navigation
Access this page to setup the layout for the menu group buttons. See Menu
Navigation Bar.

Menu Schedules
Setup->Menu->Menu Schedules

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Configuration Start-Up Tips

Access this form if you plan to use different menus at different times of day and
wish to automate the change over from one menu to another. See Menu
Schedules.

Menu Setup
Setup->Menu->Menu Setup (or click/touch the menu button)
Access this form to define menu, menu groups and menu items. Other setup
forms are also available from this form, see Menu Groups Setup Form and Menu
Items.

Paid Outs
Setup | General | Paid Outs
Access this form to define standard lines of text that can be used to tag any non-
sale transaction from the Cash Drawer. See Paid Out Setup Form.

Phone Prefixes:
Setup | General | Phone Prefixes
Access this form to pre-define all the telephone prefixes and/or area codes in the
area you service for automatic entry each time a customer calls in to place a
Delivery order. See Phone Prefixes.

Pizzas
Setup->Menu->Pizzas
Access this form to create a pizza menu with separate options for Size, Crust,
Combos, Toppings, Modifiers and Misc options. See Pizza Definition.

POS Flash Report Filter


Setup->General->POS Flash Report Filtering
Access this form to setup filters on what you want your POS Flash Report to
show. See Flash Report / Employee Revenues Report.

POS Function Buttons Layout


Setup->General-> POS Function Buttons Layout
Access this form to setup the layout of your POS function buttons. You can also
setup the security level to access the different functions here. See POS Function
Buttons Layout.

Order Detail Area Layout

73
Configuration Start-Up Tips

Price Schedules
Setup->Menu->Price Schedules
Access this form if you have defined multiple prices for each menu item and wish
to automate the change from one price level to another. See Price Levels.

Printer Template Editor


Setup->Kitchen Printing->Printer Templates Editor
Access this form to customize kitchen printouts. See Remote Printer Template
Setup under Tech Notes in the Action Systems, Inc. website.

Redundancy Setup
Setup->General->Redundancy
Access this form to setup the info needed to perform redundancy. See
Implementing Redundancy in Restaurant Manager v14.

Revenue Centers
Setup->Settlement->Revenue Centers
Access this form to define multiple revenue centers and to configure certain
features like “prompt for phone number” or “automatic gratuity”, etc. that depend
on the revenue center. See Revenue Centers.

Session Notes

Slideshow Screen Saver Setup


Setup->General->Slideshow Screensaver
Access this form to customize a slideshow screensaver for Restaurant
Manager™. See Slide Show Screen Saver.

Special Gratuities
Setup->Settlement->Special Gratuities
Access this form only if you have already activated “Special Gratuities” in the
Stations Configuration. Use the fields in this form to determine varying gratuity
amounts for each different Menu Group Type. See Special Gratuities Setup
Form.

Speed Groups
Setup->Menu->Speed Groups
Access this form to setup speed groups. See Speed Groups (User Defined
Menu Screens).

74
Configuration Start-Up Tips

Standard Guest Check


Setup Æ Guest Checks Æ Standard Guest Check
Access this form to create a customized message that prints at the base of guest
checks and sales receipts.

Station Configuration
Setup->Station Configuration
Access this form to customize the "Main" or master configuration that sets
system wide features and functionality. You can also create alternative
configurations for individual POS stations. See System Configuration

Station Macros
Setup->Macros->Station Macros
Access this form to setup macros, see Using Macros.

Store Info
Setup->General->Store Info
The user to whom the Restaurant Manager POS System is licensed is
hardcoded into this Setup Form. You must access the form to add address
information. You may also use this form to define the Master Password and to
activate a cover charge.

Suggested Tip Percentages


Setup->Settlement->Suggested Tip Percentages
Access this form to specify the suggested tip percentages that would appear in
the bill. See Printing Suggested Gratuity Amounts.

Table Layouts
Setup->General->Table Setup
Access this form to customize the table display on the Main Status Screen of the
POS Module. See Table Layout.

Tax Tables
Setup->Settlement->Tax Tables
You MUST access this form when configuring a new system to define the tax
rates applicable to the various items sold in your establishment.

Timed Send Delays


Setup->POS Order Entry->Timed Send Delays
Access this form to specify the pre-defined number of minutes to delay sending
orders to the prep printers. See Timed Send.

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Configuration Start-Up Tips

Training Mode
Setup->General->Training Mode
Access this form to setup the directory to store data while in training. See
Training Mode.

Quick Start-up Tips


You must complete the basic configuration tasks detailed below to get your
system up and running.

Access the Store Info Setup Form and fill in the fields in the box labeled "General
Information".

Access the Tax Tables Setup Form and use the Primary Tax Table to define up
to five different tax rates that are applicable to sales in your establishment(s)

Access the Group Types Setup Form to define the different categories of menu
items that may be subject to different types of taxes (i.e., Food and Alcoholic
Beverages). Then link these "Group Types" to the appropriate tax rates in the
Tax Tables.

Access the Menu Setup Form and define the modifiers and side dishes on the
menu. Once the modifiers and side dishes are defined you should use this same
setup form to define the menu items, themselves. If your menu includes pizzas,
you must also access the Pizza Definition Setup Form to define crusts, toppings,
etc.

The system will not operate until you access the Employees Setup Form and
define at least one employee.

Tips on Working in the Backoffice Module


There a few procedures that you should be familiar with if you wish to use the
Backoffice Module as efficiently as possible.

How to Change the Way a List is Sorted


Some setup forms allow sorting, like the Menu Setup Form. To sort, press either
“Sort By Item Num” or the “Sort By Name” button on the lower left side of the
setup form.

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Configuration Start-Up Tips

Some setup forms don’t have “sort buttons”. To toggle between the alpha and
numeric ordering, simply click on the heading by which you wish to sort the list
and that list will be sorted in the ascending order.

How to Navigate a Tree


When lists are very long, Restaurant manager organizes them into “trees” that
can be expanded or collapsed to show all the items on the list or to show only the
major headings on the list. Collapsing and expanding the tree allows for easier
navigation of long lists.

Trees display [+] or [-] signs to collapse and expand lists. The [+] sign beside an
item (or heading) on a list indicates there are additional hidden items below that
item or heading. When you click on the [+] sign these hidden items will be
displayed and the [+] sign will change to a [-] sign. Clicking on the [-] sign then
collapses that list so the items are hidden again. The following forms use tree
navigation:
Menu Setup Form
Station Configuration Form
Backoffice Setup Form
Store Information Setup Form

The Store Information Setup Form records the name, address and phone
number of the business to which the Restaurant Manager POS System is
licensed. The form also includes three other settings that affect system
configuration, as described below.

Setup Æ General Æ Store Info

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Configuration Start-Up Tips

The following fields appear on the Store Information Setup Form:

General Information
The business whose name appears in the Name field is the business licensed to
operate the POS Software installed on the system hardware. The licensee is
hard-coded into the system. In other words, you cannot change the business
name that appears in the Name field. If you wish to re-license your system to
another business, contact the ASI reseller who installed your POS System.

The business name hard coded into the Store Information Setup Form is also
displayed at the base of the Backoffice Module screen.

The other fields in the General Information box are used to record the Street,
City, State/Zip and Phone number of the licensee. To print any of this General
Information on the header of sales receipts and guest checks, see the chapter on
Guest Checks and Sales Receipts.

Other Settings
The three fields in the Other Settings section control how your system operates:

Cover Charge
If you wish to include on all guest checks an automatic Cover Charge for each
person in a party, you must use this field to enter the number of the cover charge
menu item as described in the section on Automatic Cover Charges.

Tip Rate Percent


If you wish to track a percentage of each waiter’s sales as an Estimated Gratuity
Earning and print this amount on payroll reports, use this field to enter the
percent of gross sales that should be estimated as gratuity earnings as described
in the section on Employee Tips, tracking & reporting.

Master Password
The Master Password is the only password in the system not linked to a
particular employee. In all new Restaurant Manager systems the Master
Password is set to [0000] by default. If you wish to create a new master
password, see the section below on Master Passwords.

NOTE: The system will not let you access the Master Password field if you accessed the Backoffice
Module using a password other than the current Master Password.

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Configuration Start-Up Tips

Station Configuration Form


The Station Configuration Form allows you to customize the operation of each
POS Workstation in your system. You may access this form from the Setup Drop
Down menu:

Setup Æ Station Configuration

The Station Configuration Setup Form is divided into two key sections:

The Stations List


The Settings List

The Setting Definition Area just below these lists provides a brief description of
any setting highlighted on the Settings List.

Stations List
The Stations List on the left side of the Station Configuration form is used to
identify the configurations that may be applied to different stations on your
network. The Station List is always headed by a “Master” configuration that
cannot be deleted. The Master configuration is applied to all POS Workstations
NOT otherwise listed on the Station List.

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Configuration Start-Up Tips

To customize the Master configuration, highlight it on the Station List and then
activate the settings on the Settings List that create the system configuration best
suited to your business. (For tips on configuration settings typically used in
different types of businesses see the chapter on POS Modules and Status
Screens.)

Any configuration settings you wish to apply to your entire POS system must be
activated on the Master Station. Once the Master station is properly configured
you may create separate configurations for those POS Workstations that may
require adjustments to one of more configuration settings.

few should be configured add individual Stations to the Station List.


The Station List should only display stations that DO NOT follow the Master
Configuration.

There are buttons at the base of the Station Configuration form that allow you to
add or delete numbered stations from the Station List. (See the section on POS
Workstations for more information on station numbers.) Use the [Add Station]
button to call up the following prompt and add a station to the Station List:

The [Add Station] function copies the settings of the Master Configuration. So,
before adding new stations to the Station List be sure that the Master
Configuration settings are configured to meet your operational requirements.

If you copy the Master Configuration before making these adjustments you must
use the [Copy Settings] button below to make the same adjustments to the
configuration of each additional station you’ve defined.

The [Copy Station] button allows you to add a new station configuration that is
not based on the settings of the Master Configuration but, rather, on the settings
defined for a particular station on the network. When you click on the [Copy
Station] button the following prompt appears allowing you to define the number of
the Source station to be copied and the number of the destination station that is
being added:

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Configuration Start-Up Tips

The [Copy Settings] button allows you to copy some but not all of the settings of
one station configuration to another station. Before using the [Copy Settings]
button, you must first highlight the station you wish to copy on the Station List
and then, on the Settings List, highlight a single setting or a heading that controls
multiple settings. In the screen shot below all the POS Security settings from the
highlighted “Station 1” will be copied to the Station 7 configuration:

Settings List
The Settings List on the Station Configuration Setup Form shows all the
configuration options that can be enabled or disabled at any given POS
Workstation. When you enable a particular setting on the Settings List it is
applied only to the station highlighted on the Stations List.

The quickest way to find a particular setting on the Settings List is to use the
[Search Settings] button at the base of the Station Configuration Setup Form.

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Configuration Start-Up Tips

This [Search Settings] button calls up a prompt for Search Terms -- a word or
phrase related to the setting you wish to find. The screen shot below shows the
results of searching on the phrase “Revenue Center”. Note, too, that a
description of the “Prompt for Revenue Center at START” setting appears in the
Setting Definition Area.

Setup Æ Station Configuration

All settings that appear on the Settings List are listed below in the order they
appear onscreen. Because these settings often work in conjunction with
configuration options on other setup forms it is important to follow the hyperlinks
in the description of each setting to fully understand how they affect the operation
of your Restaurant Manager POS System.

The settings are organized into five main categories:

POS Configuration
Settings under this heading allow you to customize order entry, settlement and
other operations that are common to all POS modes and modules. They are
categorized under the following sub-headings which are covered in more detail in
different sections of this manual:

General POS
Print/Send

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Employee
Customer/Frequent Diner
Auto Gratuity
Screen Saver
General Message Area
Audit Trail
Combo Meals

POS Modes
Settings under this heading allow you to customize operations launched from the
Status Screen of each independent POS Module. The “Default Revenue Center”
settings in this section are key settings in configuring you system. For
information on any specific POS Mode setting see the chapter on POS Modules
and Status Screens.

POS Security
The settings under this heading allow you to enable or disable Enhanced
Password Control and also allow you to create password prompts for certain
operations, such as negative pricing or negative quantities that cannot be
assigned a security level on the POS Function Button Setup Form. For
information on any specific POS Mode setting see the chapter on POS Security.

Devices
The settings under this heading allow you to configure system hardware. The
Prep Area Devices settings are particularly important as they affect the way
menu items are sorted and filtered for prep area output. For information on any
specific Device setting see the section on Configuring Peripherals.

Miscellaneous
Settings under this heading allow you to interface to third party software and
certain hardware devices. Interface settings are important in systems configured
to do online credit card authorizataions, etc. Other settings under this heading
allow you to do things like customize the Session Close Prompts, etc.

General POS Configuration


The settings under the General POS Configuration heading control a variety of
configuration options that are categorized under the following sub-headings:

Order Entry Screen


Miscellaneous POS Options
Menu Navigation
Modifiers
Tracking Options
Revenue Center Options
Settlement Options
POS Touch Buttons

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Guest Account Options

Miscellaneous Options
The settings under the Miscellaneous POS Options heading on the Station
Configuration Form allow you to configure a variety of POS processes at different
POS Workstations:

Use the [Search Settings] button at the base of the Station Configuration Form to
locate and configure the following Miscellaneous Order Entry settings:

Display bitmaps
This setting is enabled by default. But you may use it to disable bitmap displays
at stations that may not have sufficient memory. The setting disables all bitmaps
except the image sets used in the Table Layout. In other words it will remove
bitmaps from Menu Buttons, Function buttons and Screen Backgrounds.

Background Bitmap / bitmap effect –


Use these settings to create station specific backgrounds for your various POS
Screens.

Apply Drink Minimum


Activate this setting as one step in configuring your system with Drink Minimums.

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Prompt for expiration time when creating new Accounts from POS
Check this option if you wish to prompt for expiration time and date when
creating a new account from POS. If left unchecked, it will only prompt for the
date. You must also enable the option to “prompt for expiration date” in Accounts
Setup Form.

Use Price Level time tables


Check this box if you wish to use the Price Level time tables to schedule
automatic price shifts. If you do not check this box, you can still switch
manually from one price level to another within the POS Module.

Reorder Drinks Only


Check this box if you want that only “drinks” will appear in the REORDER screen.
If unchecked, all items appear in the reorder screen. To know how to set up
drinks or non-drinks, see Group Types.

Higher half pizza pricing


This option provides special pricing on pizzas with half toppings and/or half
combos. Check this option to make RESTAURANT MANAGER™ use the higher
priced half of the pizza; toppings and/or combos on the lower priced half are set
to zero. This option does not affect whole toppings or whole combos.

Compute tax using discounted/adjusted prices


When this option is checked, the POS program will use discounted prices in its
tax computations.

For example, if a check is $100.00 and discounted 20% to $80.00, the system
will use $80.00 when computing the tax. Also, whenever a price adjustment is
made, or a 2 for 1 discount or line item discount is applied, the system will use
the “final” price of the item when performing tax computations. For example, if an
item is $12.95, and the price is changed either via a price adjustment or line item
discount or 2 for 1 discount, the system will use the new price when computing
the tax.

If the option to “Use discounted prices when computing tax” is UN-checked, the
system will always use the original item prices when computing tax. In the
examples of the previous paragraph, in the $100.00 check that is discounted to
$80.00, the system will use $100.00 to compute tax. Also, when computing tax
for the $12.95 item, the system will use $12.95 as the price basis regardless of
the final price of the item.

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Tax Rounding Increment


Enter here the increment for rounding taxes. For example, 0.05 to round to the
nearest nickel; 0.10 to the nearest dime, etc. Enter 0 to disable this feature and
have the taxes rounded according to tax setup parameters. Minimum value is 0;
maximum is 99.99. Default value is 0.

Discount Rounding Increment


This feature causes line item discounts and check discounts to be rounded to the
nearest entered amount. Enter here increment for rounding discounts. For
example, 0.05 to round to the nearest nickel; 0.10 to round to the nearest dime,
etc. Enter 0 to disable this feature. Minimum value is 0; maximum is 99.99.
Default value is 0.

Allow keyboard on alphanumeric entries


Check this option to enable the PC keyboard on the pop-up alphanumeric
keypad. The keypad is used for various purposes such as entering guest
account numbers and finding menu items. The advantage of enabling this option
is so you can use a standard PC keyboard, but the disadvantage is if you swipe
an employee badge, the password is displayed on screen for everyone to see.

Time to Auto-Restart POS


Enter here the time to automatically re-start the POS stations at a fixed time each
day. This option should only be used if you are experiencing problems. Contact
your ASI reseller before enabling this option.

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Menu Navigation

Use the [Search Settings] button at the base of the Station Configuration Form to
locate and configure the following Menu Navigation settings:

Enable navigation buttons


Check this box if you want to enable navigation buttons. See Menu Navigation
Bar.

Menu nav buttons mode


The choice of which Nav set to display can be done “manually”, or automatically
based on “revenue center” or “job class”. If you choose Manual, you can change
the nav set under MISC option on the order entry screen. If you choose either
Revenue Center or Job Class, you must specify which nav set you wish to
display for different revenue centers or job classes. To do that, go to the
corresponding setup from the backoffice.

Percentage of screen width for navigation buttons

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This is the space for Navigation buttons; defines the percentage of the screen
width to be used for the nav bar. Note that a larger value make the Nav buttons
wider and allows for more text on the Nav buttons but also reduces the space left
over for displaying menu items. Allowable range is 5-20 percent.

Number of navigation buttons


Defines the number of navigation buttons to display on screen. This variable is
restricted between the range of 4 to 12.

Display bitmaps on navigation buttons


Check this box if you wish to display bitmaps on the nav bar buttons. Warning:
if you have a lot of buttons on the nav bar, or if you are using large bitmaps, or if
you have a low screen resolution such as 640x480, the bitmaps may occupy the
entire nav buttons and may result in the text not appearing on the button.
Modifier Options

Use the [Search Settings] button at the base of the Station Configuration Form to
locate and configure the following Modifier settings:

Effect of Done button during modifier selections


This parameter determines what happens when the [Esc] button is pressed from
the forced modifier pop up screens. Click on the drop down menu to select one
of the following options:

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[Esc] not allowed


Skip to next modifier
Skip remaining modifiers
Note: This option defines the default system behavior (applicable to all menu items) but you can
override this behavior for individual menu items in the Menu Setup Form. See Escape Mode.

Modifier Done Text


Enter here the text you wish to appear on the modifier DONE button. This button
appears at the bottom of all modifier selection screens.

Auto select single modifiers


This option determines the reaction of the system when there is just one modifier
to choose from. Check this box to automatically choose that modifier. If
unchecked, the modifier is displayed in a pop-up selection window.

Tracking Options

Use the [Search Settings] button at the base of the Station Configuration Form to
locate and configure the following Tracking settings:

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Configuration Start-Up Tips

Track Employee # on guest / void settlement


Check this box if you wish RESTAURANT MANAGER™ to require the entry of
an Employee Number AND Password each time a check is voided. The
Employee Number will then appear on the Guest/Voids report. (Important note:
when this is enabled, the “Emp” in Audit Trail Report will be the same as
“PassEmp”. Example, if table is opened by Emp1 & voided by Emp5, Audit Trail
will show Emp=PassEmp=5. If this is unchecked, Emp=1, PassEmp=5).

Cash Paid-Out receipt


Check this box if you would like a receipt printed each time a cash payout is
made from the Cash Drawer.

Get reason for deletions


Check this box if you wish RESTAURANT MANAGER™ to require that a
description be typed in each time an item is deleted after it has been sent. If you
activate this feature, you may also wish to pre-define the most commonly used
reasons in the Deletions Codes Setup Form. Although specific reasons can
always be typed in from the POS station, it is faster to select a reason from a
pop-up window.

Log all item deletions


Check this box to enable logging of all item deletions whether “sent” to remote
prep printers or not. When an item is deleted, rather than removing it from the
check entirely, a new item is appended to the check with a negative quantity.
The “negative quantity” items are tracked on employee reports and deletions
reports.

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Configuration Start-Up Tips

Revenue Center Options

Use the [Search Settings] button at the base of the Station Configuration Form to
locate and configure the following Revenue Center settings:

Prompt for Revenue Center at START


Check this box if you wish RESTAURANT MANAGER™ to prompt for the
Revenue Center at the beginning of each transaction. If this option is
unchecked, the revenue center is set to the DEFAULT value.

Prompt for Revenue Center at END


Check this box if you wish RESTAURANT MANAGER™ to prompt for the
Revenue Center at the end of each transaction.

NOTE: Because you can manually change the Revenue Center that is assigned to a particular
transaction from any POS station, you should only configure your system to prompt for the Revenue
Center on each transaction, if you expect to process many transactions that will be assigned to a
Revenue Center other than the default Revenue Center.

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Settlement Options

Use the [Search Settings] button at the base of the Station Configuration Form to
locate and configure the following Settlemnt settings:

Direct to Settlement Screen


When doing cashier banking, the cashier usually does not need to go into the
“Order Entry” screen. Instead, when a cashier recalls a check, they usually want
to by-pass the “Order Entry” screen and go to the Settlement screen directly. To
configure a POS station to work in this mode, check the option.

Allow Accessing Settle Screen


Check this box to allow the station to access the settlement screen. If enabled,
the station will be allowed to enter payment types and amounts and perform
credit card authorization.

Allow Finalizing Settlement


Check this box to allow the station to finalize settlement. The preceding option
(Allow Accessing Settle Screen) must be enabled too.

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Enable Smart Settlement


Check this box to allow smart settlement. When adding a payment on the
settlement screen, Smart Settlement automatically divides the payment between
the Base Amount, Tip and Cash Back. For example, if the check total is $20.00
and you enter a payment of $24.00, with Smart Settlement enabled, the excess
of $4.00 is automatically applied to Tip or Cash Back depending on the method
of payment.

If Smart Settlement is not enabled, the entire $24.00 is applied to the base
amount. Tip and/or cash back must be defined annually. For most
establishments, this option should be enabled for faster operation.

Large text for running total


Check this box to display the running total on order entry screen and settlement
screen in extra large text to be easily seen by the spotter. A spotter is a person
hired by the restaurant to check the honesty of the restaurant staff. For example,
if the owner wants to make sure that bartenders are ringing up all their drinks,
they might hire a spotter to watch the bartender for a few hours, or in some cases
the manager or the owner himself may play the role of a spotter.

Restaurant Manager™ provides two options for assisting in this task. It can
display a large running total on the order entry screen and the settlement screen
as shown below:

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Configuration Start-Up Tips

The second option for assisting spotters is a pop-up window containing the check
total in a large bold font that is displayed on screen after finalizing a transaction.
See next option (Large Total Timeout).

Large Total Timeout


This option causes a message to be displayed after settlement showing the
amount of the transaction. The message is displayed ina a very large font and
should be legible from a fairly large distance. The number you enter defines the
number of seconds until the message can be cleared from the screen. Enter 0 to
disable this feature.

Tender Increment, Fine


This parameter defines the increment to use for quick tendering keys. Quick
tendering keys are displayed on screen when Restaurant Manager™ asks for
monetary entry. For US dollars, the recommended setting is $1.00. For
example, if the check total is $22.50, Restaurant Manager™ will display $23,
$24, $25, until it reaches a number that is an even multiple of the ‘Course”
increment below, the continues using the course increment.

Tender, Increment, Course

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This parameter works in tandem with the above “Fine” tender increment. The
recommended setting for US Dollars is $5.00. Range is 0 – 9999.

Function Key rows


Enter the number of rows of buttons to be displayed at the bottom of the
settlement screen. More rows allow more buttons to be displayed, but the
buttons are smaller and it may be more difficult to find the option you are looking
for. One or two rows should be sufficient for most operations.

Function Key Columns


Enter the number of columns of buttons to be displayed. This option works in
tandem with the above option (Function key rows).

Change Due Display


Click on the “+” sign at the left of this option to reveal choices. This option
pertains to split payments and affects the “change due” amount displayed after
settlement. Choose “Total Change Due” if you want the amount to reflect the
total cash back amount of all payments. Choose “Last Form of Payment” if you
want to display just the cash back amount of the last payment. For most
operations, “Total change due” is the best setting.

Display Split payment buttons


Check this box if you wan to enable the split payment buttons when entering an
amount tendered. The split payment buttons, displayed along the right portion of
the tendering window, allow quickly tendering ½, 1/3, ¼ of the bill. See screen
shot below:

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POS Touch Buttons

Use the [Search Settings] button at the base of the Station Configuration Form to
locate and configure the following POS Touch Button settings:

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Guest Account Options


The settings under the Guest Account heading on the Station Configuration Form
allow you to configure the Accounts Add-on Module to operate differently at
different POS Workstations:

Use the [Search Settings] button at the base of the Station Configuration Form to
locate and configure the following Guest Account settings:

Display Guest Account Balance in POS


Check this box if your system is configured with the Guest Account module and
you wish to display an account balance whenever a check is settled to a "Guest
Account". The account balance will appear onscreen and on a customer pole
display. By default, RESTAURANT MANAGER™ does NOT display Guest
Account balances.

?Print/Send Options

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Check RMSpool print jobs


Check this box if you want Restaurant Manager™ to display a warning if a job does not go thru RMSpool.

PRINT Check Options

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Sort/Total items
Check this option if you want the guest check sorted in PLU order and similar
items to be combined together. For example, if there are 3 identical items, they
are combined together as a single item with quantity 3.

NOTE: Activating this option does not affect how Menu Items are displayed on the Order Entry
screen. Here items always appear in the order in which they were entered.

Print Zero Price Items


Check this box if you wish to print on the guest check items with no price or items
whose price has been temporarily set to zero. With this feature activated, if you
treat a client to a free round of drinks, the drinks will still be printed on the bill.

Print item count


Check this box if you wish to print a total item count at the base of each guest
check. The item count does not include modifiers.

Print Cust/Freq Diner Info (must be removed, see screen shot)

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Check this box if you wish the name and address from the customer database be
printed on the checks issued to a Frequent Diner.

Print on SEND
Check this box if you wish to print a guest check every time items on an order are
sent to a remote printer.

Print Secondary Currency


Check this box if you want to print the check total in both primary and secondary
currency units on guest checks. This option is useful in areas that regularly
accept multiple currency types. Used in Europe, for example, to show total in
Euros.

Print Value Added Tax


Enable this option if you wish to have value added taxes appear on the guest
check.

Print Account Balance


Enable this option if you wish to print Guest account balance on guest check
(only applies to guest accounts settlements).

Print Award Balances


Enable this option if you wish to print award balances on guest checks.

Print Revenue Center (may be removed. See screen shot)


Check this box if you wish to print the Revenue Center on the guest check.

Require confirmation
Check this box if you wish RESTAURANT MANAGER™ to prompt for
confirmation of the PRINT order before printing the check

Re-Print message
Check this box if you wish to print the check message on re-printed guest
checks. By default, the check message does not re-print.

Send on print

Check this option to automatically send items when printing the check.Exit order
after PRINT
Check this box if you wish to return to the POS Status Screen in the POS Module
each time a guest check is printed. In the default configuration, the system
continues to display the Order Entry Screen after you press the [PRINT] button.

Reprint current station only

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Enable this option to display only transactions from the current station in the re-
print check window. If disabled, the re-print check option will display transactions
from all POS stations.

Print price adjustments (line item discounts, 2 for 1 discounts, etc) on guest
check
Check this box if you want to print all price modifications on the guest check
including line item discounts, 2 for 1 discounts, and price adjustments.

Print prep descriptions


Enable this option if you wish to favor prep are descriptions when defined
because each menu item in Restaurant Manager™ can have a standard
description and prep area description (printed on remote prep printers). If the
prep area description is not defined, the standard description is used.

Print Special Instructions


Check this box if you wish to have “Special Instructions” printed on the guest
check. Special instructions will be printed just below the item.

Print Bar Code (smart checks)


This option provides the ability to print “smart checks”. A smart check contains a
bar code which allows the cashier to recall a check using a bar code scanner.
This not only saves time, but reduces errors by ensuring that the cahiers recalls
the correct order. Note, to use this option, you have bar code compatible printers
and scanners installed in your system. You must also define the printer control
codes to print bar codes (located under the “Printer codes” option).

Modifier roll up mode


ASI provides three “Modifier Roll-Up Modes” as described below:

Disabled
When Modifier Roll-Up is disabled, all modifiers are printed on the guest check
along with their prices.

Gin & Tonic 3.50


Rocks 0.50

Price Roll-Up
When Price Roll-Up is enabled, the price of the modifier is rolled-up to the item,
but the modifier is still printed on the guest check.

Gin & Tonic 4.00


Rocks

Modifier Roll-Up

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When Modifier Roll-Up is enabled, the entire modifier including the price is rolled-
up to the item (the modifier is NOT printed on the guest check).

Gin & Tonic 4.00

Consolidate tax on guest check


Check this box to show the consolidated tax in a single line if you do not want to
show the taxes broken down on the guest checks. You might need this if you
have multiple taxes (e.g. Food tax, liquor tax, etc.)

Consolidate tax description


Type here the name or term you wish to denote the consolidated taxes.

Allow printing w/ unsent items


Enable this option to allow printing guest checks when there are held items or
delayed send items. Do not enable this option if you want tighter security and
reduce the potential for theft.

Prep. Area SEND options (remote printers)

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Enable SENDing items to Prep Areas


Check this box if your system is configured with either printers or displays in the
food preparation areas. If you leave this box blank, orders will not be routed to
preparation areas.

Allow Resending Items


Check this box if you wish RESTAURANT MANAGER™ to give you the option of
re-sending the entire order each time the "SEND" button is pressed. If you leave
this check box blank, RESTAURANT MANAGER™ will only send the items that
have not yet been sent.

Exit After SEND


Check this box if you wish RESTAURANT MANAGER™ to exit the Order Entry
Screen and return to the POS Status Screen after the "SEND" button is pressed.
If you leave the checkbox blank, RESTAURANT MANAGER™ will remain in the
"ORDER ENTRY" screen until the operator manually exits.

Print Modifiers in RED

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Check this box if you wish to print modifiers in red. For this feature to work
properly, you must also configure the Printer Codes Setup Form.

Print Ingredients (to be removed)


Check this box if you want ingredients to be printed on remote printers. The
ingredients show the inventory quantities required for preparing the order.
Note: this option requires the inventory control module.

Print Revenue Center


Check this box if you wish to print the Revenue Center on kitchen labels. Note
that this option ONLY affects label printing. For normal remote printing, this
option has been superceded by features in the Printer Template Editor.

Auto-Send on Exit
By default, sending items to remote printers is optional. If you attempt to exit the
order entry screen by pressing the “Exit” button, or by going to the settlement
screen when there are “un-sent” items, the system will display a warning
message and give you the option of sending the items to remote printers.

Though the “optional” send does give more flexibility, it suffers from several
drawbacks. First, it is possible for servers to forget to send orders to the kitchen
resulting in extra delays before the customer gets their food. Secondly, it is
possible for employees to print the check or access the settlement screen without
sending items. After collecting money from the customer, the “un-sent” items can
be deleted without manager approval and the employee can pocket the extra
money. By making the “Send” operation mandatory, you can avoid both these
scenarios. To enforce mandatory “Send”, check this box

Prompt if Items if not sent


Check this box to display a warning message if there are unsent items when
exiting an order.

Print both item descriptions on remote printers


Check this option and it causes the prep printers to print both the full description
as well as the shorter Prep Description. This option can be used to print both
English and Chinese (or any other language) on the prep tickets. By entering the
English description in the full description and another language in the prep
description, the kitchen printout will show both. If an item does not have a prep
description, then only the full description is printed.

The following image shows how a sample kitchen printout might look, one with
both descriptions enabled, the other without. Note, this option applies to all
remote printers; i.e., it cannot be enabled for one and disabled for another.

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Skip a line between Items


Check this box to add a blank line between each item on the prep area ticket.

Print Header Label


Check this box to print a header label when output format is label.

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?Employee

Employee Options

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Print Employee Time Slip


Check this box to print a basic Time Slip when employees clock out. The time
slip shows hours worked and revenues and can be saved by the employee for
their records.

Show Wages on Time Slip


Check this box if you want employee wages appear on the time slip. Note, the
employee hourly rate is printed, so this option should be used with discretion.

Daily Overtime
This option determines whether overtime is computed on a daily basis or weekly
basis. Weekly overtime is computed as time and a half (1.5x) for hours worked
beyond 40 hours per week. The multiplier (1.5) and the overtime threshold (40
hours) can be changed under Payroll Options.

Daily overtime is defined as time and a half (1.5x) for work beyond 8 hours per
day, and double time (2x), for work beyond 12 hours per day. Daily overtime

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also conforms to weekly overtime rules (i.e., time and a half for hours beyond 40
hours per week). Daily overtime is primarily used in west coast states (e.g.
California, Oregon).

Check with your local authorities to verify the method of overtime used in your
area.

Use Employee…:
In many POS functions, you are required to specify an employee number. For
example, when clocking in and clocking out, opening a table, or when
transferring checks from one employee to another. By default, the system will
ask you to enter an employee number when performing these operations, but if
you have a hard time remembering employee numbers or if you simply prefer not
to, you can configure RESTAURANT MANAGER™ to display employee names
so you can choose employees from a pick list.

To configure the POS program to favor employee names rather than numbers,
click on the “+” sign at the left of this option then choose “Name”. When this
option is enabled, the POS program will display a pick list whenever an employee
must be specified. The employee pick list will only show employees that are
valid for the operation in question. For example, when opening a table, it only
shows employees that are clocked in and not on break, but when clocking in or
out, it shows all employees.

The employees are color-coded depending on their status. Employees that are
not clocked in are shown in Grey. Employees that are clocked in are Green and
employees that are on break are Red.

Send e-mail when clocking out from MISC


This option controls whether an automatic e-mail message is sent to employees
when they are clocked out by a manager using the MISC option "Clock out
employees." If you enable this option, then define the desired text in the e-mail
message below.

E-mail message
Enter a message to e-mail employees that are clocked out by the manager. See
previous option.

Edit employee hourly rates from POS


When the manager clocks out employees from the MISC option "Clock out
employees", this option controls whether he has the ability to modify their hourly
rate.

Employee Revenue Report Options

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Print revenue report


This option gives you the choice of printing employee revenue reports (server
reports) before or after they clock out. If set to "after clocking out" then
employees are guaranteed to be clocked out in order to get a revenue report;
however, they will not have access to the revenue report prior to clocking out for
reconciliation purposes.

Print detailed revenue report


Check this box if you want to produce a detailed listing of transactions at the
bottom of the employee revenue report (server report). The listing shows all
checks processed by the employee during the shift. It also shows open (or
unsettled) transactions.

Include tip share in cash due portion of revenue report


Check this option if you wish to add the tip share amount to the employee's cash
due amount on revenue reports.

Subtract auto gratuities from cash due amount on revenue report

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Check this box if you want to deduct automatic gratuities from the cash due
amount on employee revenue reports.

Subtract additional gratuities from cash due amount on revenue report


Check this option to deduct additional gratuities from the cash due amount on
employee revenue reports. Note: additional gratuities are any gratuities that
are not automatic and/or gratuities over and above automatic gratuities.

Show deletions on revenues report/ flash report


Check this option to show item deletions on revenue reports and flash reports.

Allow revenues report when employee has open checks


Check this option if you want to allow employees to print revenue reports while
they have open checks.

Login Options

Login/Logout grace period (minutes)

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Type in the number of minutes that define the Grace Period to be applied to the
clock-in and clock-out times defined in an employee's "Work Schedule". For
example, if an employee is scheduled to work at 4:00 PM, and the grace period
is set to 10 minutes, the employee will be allowed to clock in without manager
approval beginning at 3:50 PM. Similarly, if his shift is over at 10:00 PM, he will
be able to clock out as late as 10:10 without manager approval.

Use QuickStaffer schedule


Enable this option if using QuickStaffer for employee scheduling. Otherwise,
disable it, and create employee schedules via the Employees Setup Form
Schedule tab.

?Cust /Freq Diner

Phone # Defaults

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Format
RESTAURANT MANAGER™ provides two standard formats for storing
customers - either 10-digit home numbers (plus 4 digit extension), or social
security number. Choose one of these formats, or choose "Custom Format" to
create your own.

Custom Format
If you are using a custom format for storing customers, enter the format here.
Enter a "9" to indicate a numeric digit. You can use any combination of 9's and
dashes. Note, this option is useful in foreign countries with phone formats that
are different from the US and Canada, or for applications where customers are
stored using an identifier other than their phone number or SSN.

Minimum number of digits


This option only applies when using custom format. It defines the minimum
number of digits required for a valid customer ID. Include dashes (-) in the count.
So for example, if you phone format is "99-99-9999", then you should enter 10 as
the minimum # of digits (8 digits plus 2 dashes)

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Alphanumeric customer ID’s


Check this option to allow alphabetic characters (e.g. "abcd...") in customer ID's.
For example, if you wish to store your customers by name rather than phone
number. Note, this option overrides the "Format" settings above.

Incremental customer search


Check this option to display an incremental search window to quickly locate an
existing customer. This option can be used in combination with "Alphanumeric
customer IDs" above for extremely fast recall of an existing customer.

By-pass phone #
Check this option to bypass the customer phone number entry and just enter the
customer's name. Uncheck this field to if you want to enter the customer phone
number.

Street Database

Automatic street look up

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Check this option if you want use a street database to enter customer addresses.
By using the street database, you can enter addresses with fewer keystrokes and
improved accuracy (i.e., fewer typos and spelling errors). Note: the street
database is user defined (i.e., you must enter the streets in your local delivery
area).

If this option is checked, the POS program will display a street locator window,
which shows all the streets in your local area. The street locator window allows
incremental searches to make locating a street very fast and efficient.

Check street number validity


Check this option if you want to check if the street number is within the range of
street numbers for a given street. If not, a warning message is displayed on
screen.

Miscellaneous Options

Add/edit customers from POS

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This option determines whether new customers can be added, or existing


customer information can be modified from Point of Sale. If this option is
checked, you must have a standard PC keyboard connected the POS
station in order to edit customer information.

Automatic last order recall


Check this option if you want the ability to view/recall a customer's last order.

Address/Phone Defaults

Default Area Code


Enter the default area code for new customers. If most (or all) of your customers
have the same area code, you should enter it here. The system will
automatically fill in the area code for you when creating a new customer. Note:
this option only applies when you are storing customers by phone number.

Default City
Enter the default city for new customers. Leave this field blank if you wish to
enter the city manually.

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Default State
Enter the default state for new customers. Leave this field blank if you wish to
enter the state manually.

Default Zipcode
Enter the default zip code for new customers. Leave this field blank if you wish
to enter the zip code manually.

Customer Loyalty

Enable Customer Loyalty Module


Check this option to enable customer loyalty (e.g., frequent diner / awards
program). Note, this is an optional module of RESTAURANT MANAGER™.
Make sure you've purchased this optional module if you wish to use this feature.

On new customers, prompt for customer type


Customer type can be used to classify your customers (e.g., boy scouts, senior
citizens, cigar club, etc.). You can define award programs that only apply to
certain customer types.

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Customer loyalty description


Enter descriptive text to describe your customer loyalty program (e.g., frequent
diner, awards program, customer loyalty). This text appears on guest checks and
on touch buttons on the POS screen for anything related to customer loyalty.

Print awards on reprints


Check this option to print awards when re-printing a check. This option should
be used with caution as it allows printing an award multiple times if your
employees have adequate security level to re-print checks.

?Auto Gratuity

Gratuity Mode

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RESTAURANT MANAGER™ has the ability to add automatic gratuities. With


two different gratuity modes ("Basic" and "Special"), RESTAURANT
MANAGER™ can handle most gratuity needs.

With gratuity mode set to "Basic," the gratuity amount is computed as a


percentage of the total check amount. "Basic" gratuity mode also allows for fixed
gratuity charges, for example, a fixed delivery charge which is independent of the
check amount.

"Special" gratuity mode offers greater flexibility in the sense that the user can
assign different gratuity percentages for different group types (i.e., you can apply
a 10% gratuity on wine and a 15% gratuity on food and beverage).

In order for a gratuity to apply, several conditions must be true. First of all, auto
gratuities must be enabled for the revenue center of the transaction. This is done
via the Revenue Center Setup Form.

If enabled, one of two conditions can trigger the auto gratuity feature -- either the
customer count meets or exceeds the "Minimum Customer Count" OR the check

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total meets or exceeds the "Minimum Check Amount." Note: if an auto gratuity
is triggered, it can be manually cancelled or overridden in the POS.

If "Gratuity Mode" is set to "Special" you must also configure the Special
Gratuities Setup Form.

General Options

Gratuity Description
Enter a description such as Tip, Gratuity, or Service Charge. This description will
be used by the POS program when printing checks, displaying gratuity related
options on screen, and all areas involving gratuities.

Auto Gratuity Trigger:

Customer count trigger


Enter the minimum customer count that should prompt RESTAURANT
MANAGER™ to apply the automatic gratuity. For instance, enter the number 6
to apply and automatic gratuity for all checks on parties of six or more people.

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Note that automatic gratuity must also be enabled in the Revenue Center Setup
Form. To disable this feature enter "9999"

Check amount trigger


Enter the minimum dollar amount on a guest check that should prompt
RESTAURANT MANAGER™ to apply the automatic gratuity. For example, to
add an automatic gratuity to checks over $100, enter the number 100 here. Note
that automatic gratuity must also be enabled in the Revenue Center Setup Form.
To disable this feature, enter "99999.99".

Under-tendering allowed
Check this box if you wish RESTAURANT MANAGER™ to allow under-tendering
on the gratuity when the check is settled. If you leave this check box blank,
RESTAURANT MANAGER™ will not allow you to settle a check to which an
Auto Gratuity has been applied unless the customer pays the full gratuity amount
in addition to the amount due on the check.

Basic Gratuity Computation

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Compute Gratuity Using Amount


Click on Without Tax if you want gratuity to be computed pre-tax, otherwise,
click on With Tax. Note that this applies to “Basic “gratuities only.

Compute Gratuity Using


Click on Un-discounted Amount if you wish to calculate gratuity before any
discounts are applied to the check. Click on Discounted Amount if you wish to
calculate the gratuity after all relevant discounts are applied to the check.

Skip coupons when computing gratuity


Check this box if you want RESTAURANT MANAGER™ to skip the coupons
applied when computing auto gratuity. This lets RESTAURANT MANAGER™ to
act as if coupons are not there.

Gratuity Percentage
Enter the percentage to use in calculating the Auto Gratuity. If you prefer to use
a fixed gratuity amount, you MUST set this field to "0". You must access the
Special Gratuities Setup Form to define varying percentage amounts for each
different Menu Group.

Fixed Gratuity Amount


Enter a fixed gratuity amount. Note, you must set the gratuity percentage
(previous option) to 0. If you wish to add a cover charge to all checks, regardless
of the check amount or the number of customers, DO NOT activate this feature.
Instead, you must configure your system either with a Cover Charge or with Drink
Minimums.

Group type for taxing gratuity


Choose a group type for applying tax on the gratuity amount (choose "0" if
gratuities are not taxable).

Gratuity rounding increment


This is the increment for rounding gratuities; for example, enter .05 to round to
the nearest nickel, 1.00 to round to the nearest dollar

Automatic Delivery Charges

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Enable automatic delivery charges


Check this option if you wish to apply a delivery charge automatically based on
street, or customer. Note, for complete details on this feature, refer to Automatic
Delivery Charges from the ASI website.

Default delivery charge


Choose the default delivery charge for new customers. Note, the system will
only use this if the default delivery charge is not defined for the street.

?Screen Saver
Your RESTAURANT MANAGER™ system comes with an integrated screen
saver for use at the POS stations. It appears onscreen automatically after a
predetermined amount of time has elapsed with no activity on the screen.

You can control both the amount of time that should elapse before the screen
saver appears and the display that moves around the screen. You can even
create a different screen saver for each POS station.

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Timeout in minutes
This parameter defines the screen saver time out period in minutes. If a POS
station has no activity for the specified number of minutes, the screen saver is
activated. To disable the screen saver, enter “0” for the timeout period.

Bouncing bitmap filename


You can display a bitmap of your choice on the screensaver (along with the
RESTAURANT MANAGER™ logo). Enter the bitmap filename (*.bmp) including
the extension.

Screen saver type


RESTAURANT MANAGER™ provides two screen saver styles. Bouncing
bitmaps consists of two images that float around the screen, bouncing off the
edges and off each other. Slide show screen saver displays a series of images
and/or movie clips one after another. If using "Slide Show," you must define the
images and movie clips to use in the screen saver from Backoffice; see Slide
Show Screen Saver.

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Screen saver speed


Enter 1 for fast, 2 for medium, 3 for slow. Note, this setting only affects the Slide
Show screensaver.

?General Message Area

GMA Screen Area Percentage


This option serves two functions, to enable the General Message Area and to set
the POS screen size that it will occupy on the right hand side of the monitor.

Setting the value of this parameter to 0 disables it. Anything above it but not
more than fifty percent (50%) will be considered the POS screen area

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percentage it will occupy. This value is set to default at 0, while the


recommended screen value when enabled is 20%.

You may have to try different values for the screen resolution so that the station
does not occupy too much of the screen space.

Allow messages to queue in the message area


Set this setting depending on the user preference. If this option is checked,
messages are queued up on the display. When there are a lot of messages,
some may not be visible until the top messages are bumped. This setting is also
termed as “Queue Mode”.

When this option is unchecked, whenever a new message is displayed, the GMA
automatically bumps the old messages. This setting is also termed as “Single
(Message) Mode”.

Confirm Message Deletion


This setting requests the user for confirmation to “bump” or delete the top
message(s) which could be triggered by “Auto-Bump” when new message(s) are
received or by pressing the “BUMP” button.

For safety purposes, this option is checked as default. However, if and when the
user finds confirming deletions to be too much work, unchecking this option
suppresses this confirmation dialog.

Use Big Text Font


When this option is checked, all the messages displayed on the General
Message Area will be displayed using bigger font than normal. Adjustment may
be made as to the screen area percentage so that the whole length of the
messages is displayed.

Security Level to Post a Message


Provides for the setting of the security level for using the texting capability. By
default, this is set to 0 or no password checking.

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?Audit Trail

Enable Audit Trail


The audit trail provides tracking for sensitive POS operations such as price
adjustments, 2 for 1 discounts, tax changes, and any action out of the norm.
Check this option if you wish to audit one or more sensitive operations, then set
the "Audit Trail Levels" below. Uncheck this option if you wish to disable the
audit trail completely.

Audit Trail Levels


For the following options, click on the “+” sign on the left of the option to reveal
choices of levels:
No Audit
Audit
Audit with Ref.

The options that can be audited are:


Price adjustment
Check discount
2 for 1 discount

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Line item discount


Item price level change
Split check
Change revenue center
Change customer count
Enter guest account #
Change tax table
Taxable/non-taxable
Change reference
Revise settlement
Transfer items
Transfer check
Change Menu
Reprint credit card receipt
Un-split check
Transfer tab to employee
Re-print check
Guest settlement
Void settlement
Recall check
Send to tabs

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?Combo Meals

Enable Combo Meals


Check this option to enable combo meal processing, then decide what your
setting will be for the following options.

Auto Select the First Item in a Tier


When this option is checked, RESTAURANT MANAGER™ will automatically pick
the first item in a tier when building a combo. If it is not checked, it will display a
selection window allowing you to make a choice.

Enable Upsizing Messages


If this option is checked, upsizing messages will be displayed. For combo items
that have the Upsizing Option checked, RESTAURANT MANAGER™ will
automatically display a choice of sizes whenever the combo is ordered.

Auto Detect and Build Combos


This causes the POS to automatically build combo meals when the user orders
combo items individually.

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POS Modes
(See the section on POS Workstations for more information on station numbers.)

Setup->Station Configuration->(POS Modes)

Reminder: On the far left of the Station Configuration Setup Form is the Station List. Be sure you
have highlighted the appropriate station in this list before customizing the POS Modes
configuration.

?Common

Default Opening screen


Double click on this option to reveal options then choose the screen that you
would like displayed when the POS station first starts. Note, if you choose an
option that is not enabled, the POS station will default to a different screen. For

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example, if you choose Tables, but Tables POS is not enabled, the POS station
will start up on a different screen.

Table Service POS Options

Enable
This setting controls a Module Button that may be displayed on the Status
Screen(s) of other POS Modules to provide access to the Tableservice Module:

When you disable this button you will not be able to access the Tableservice
Module from the station highlighted on the Station List of the Station
Configuration Setup Form.

NOTE: If your system does not include the Tableservice Module this setting will be greyed out on
the Station Configuration Setup Form and you will not be able to enable a Tableservice Module
Button at any of the stations on your system.

Default Revenue Center


Double click to reveal options then choose the default revenue center to use on
table transactions.

Default Dining Area


Double click to reveal the dining areas (1-9) to choose from. Select the dining
area you want to be the default display when in Table Service.

Prompt for table number when changing dining area


With this option enabled, the system will automatically prompt for a table number
when changing to a new dining area.

Default Table Group


This option sets the default table group that is displayed when the Fine Dining
POS module is first started. Double click to reveal options.

Function key rows

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Defines how many rows of buttons are displayed at the bottom of the tables.
More rows allows more buttons to be displayed, but the buttons are smaller and it
may be more difficult to find the option you are looking for. One or two rows
should be sufficient for most operations.

Function key columns


Defines how many columns of buttons are displayed. This option works in
tandem with the above "Function key rows."

Require Table Clear


This option puts tables into an intermediate state (with a different color) after they
are settled. This state indicates that the check is settled, but the table needs to
be cleared by the busser. After the busser clears the table, the table can be put
into an "available" state by touching it.

Fraction of Screen Width for dining area buttons


Thru this option, RESTAURANT MANAGER™ can display a column of buttons
on the left of the Tables POS screen (see screen below) to quickly change
between different dining areas. To enable it, set the fraction of the screen width
you wish to allocate for the buttons. For most applications 0.10 (or 10%) should
suffice. If you are using a single dining area then you should disable this option
by setting it to “0”.

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When changing between dining areas, RESTAURANT MANAGER™ remembers


the active “Table Group” for each dining area and automatically selects it.

If you make extensive use of multiple dining areas, you can include the dining
area along with the table description. To enable this option, check the following
option (Show Dining Area in table description).

Show Dining are in table description

When this option is enabled, all table numbers are prefixed with the dining area
as follows:

2/23 – denotes dining area 2, table 23


1/12:4 – denotes dining area 1, table 12, seat 4

This nomenclature is used throughout the POS program on screen as well as


printed outputs such as the remote printer and guest checks. For example, the
main tables screen will appear as follows:

This option is very useful if you have multiple dining areas, with duplicate table
numbers (i.e., dining area 1/table 10, and dining area 2/table 10), this option

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prints the dining area before the table number so each table is uniquely
identified. If you only have 1 dining area, you should disable this option.

Alert Bitmap
Select the bitmap to use for table alerts. This bitmap is displayed on the table
when an alert condition occurs (see options below)

#Mins for no items entered alert


This option displays an alert bitmap on the table if the table is open, but no items
have been entered for a long time. Enter the time interval in minutes. See Table
Alerts for more.

#Mins for printed/not settled alert


This option displays an alert bitmap on the table if the check has been printed,
but not settled for a long time. Enter the time interval in minutes. See Table
Alerts for more.

Table Status Button Colors


If you double click on the parameters under this option, a window will pop up for
you to choose a color from. See screen shot below:

Available
Choose the button color for tables that are available (i.e., ready to be seated).

Occupied
Choose the button color for tables that are occupied.

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Printed
Defines the button color for tables that are printed.

Split
Defines the button color for split checks.

Settled, but not cleared


Defines the button color for tables that are settled, but not cleared. Note requires
setting the option “Require table clear”.

Stay in settlement screen on split checks


Check this box if you want to stay in the settlement screen when settling multiple
split checks. When this option is checked, RESTAURANT MANAGER™ will
prompt for another seat # after settling a split check unless if there are only 2
seats in which case, no prompt is necessary. If you choose a seat, it will allow
immediate settlement of that seat; if you press “Cancel” it will return to the main
POS screen.

For efficient settlement of multiple credit cards, you should enable the
“Immediate Submit/Print” option under Miscellaneous->Interfaces in Station
Configurations. After swiping a credit card and entering the amount,
RESTAURANT MANAGER™ will automatically submit it for processing. It will
then prompt for another seat #. You may then enter another credit card and
continue this process until you have entered all credit cards for all seats. Then
exit the order to allow the credit card process (CCPrint.EXE) to print the CC slips
automatically as they are authorized. After taking the slips to the client and
getting the tip adjustments, you can enter each tip and finalize the credit cards
one after the other while remaining in the settlement screen.

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?Tab Service

Enable
This setting controls a Module Button that may be displayed on the Status
Screen(s) of other POS Modules to provide access to the Tabs Module:

When you disable this button you will not be able to access the Tabs Module
from the station highlighted on the Station List of the Station Configuration Setup
Form.

NOTE: If your system does not include the Tabs Module this setting will be greyed out on the
Station Configuration Setup Form and you will not be able to enable a Tabs Module Button at any
of the stations on your system.

Default Revenue Center

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This is the default revenue center to use on Tabs.

Default Tab Filter


RESTAURANT MANAGER™ provides three options for displaying bar tabs -- "All
Tabs", "Single Employee" and "Single Station". In all cases, only OPEN tabs are
shown (i.e., settled tabs are never displayed). The option you select here is used
as a default. It can be changed from the POS terminal.

All Tabs
Selecting this enables viewing tabs for all stations and all employees at once.

Single Employee
As the name implies, selecting this option displays only the bar tabs for a single
employee. This is usually the best choice when using server banking (i.e., each
server carries his/her own bank). If "Enhanced Password Control" is ENABLED,
then RESTAURANT MANAGER™ will display bar tabs for the employee who
activated the POS terminal (i.e., pressed the "BEGIN" key and entered his/her
password). If "Enhanced Password Control" is DISABLED, then the employee
number must be entered when selecting the "Tabs to Display" option from
"MISC" on the bar tabs screen (POS).

Single Station
If this option is selected, RESTAURANT MANAGER™ only displays the bar tabs
that were created at that station. This option is usually best in a cashier banking
environment (i.e., 1 or more bartenders working a single cash drawer).

Information displayed on tab


This option allows you to choose what information to display on tab buttons. You
can display the tab reference only, or Tab # and Employee # in addition to
the tab reference.

Number of tab function key rows


Defines how many rows of buttons are displayed at the bottom of the tabs
screen. More rows allow more buttons to be displayed, but the buttons are
smaller and it may be more difficult to find the option you are looking for. One or
two rows should be sufficient for most operations.

Number of tab function key columns


Defines how many columns of buttons are displayed. This option works in
tandem with the above “Function key rows."

Number of tab columns


This option controls the number of tab columns that are displayed on the main
tabs screen. The more columns you use, the more tabs that can be displayed at

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once without having to page to the next screen. There is a trade-off however.
By displaying more columns, the buttons are smaller and hence allow less room
for displaying the customer's name.

Ordering/sorting of tabs
This option controls whether tabs are sorted alphabetically by tab reference, or
in numerical tab order.

Tab Status Button Colors

Printed
Defines the button color for tabs that are printed.

Tab Credit Card Options

Auto assign base amount on credit card tabs


This option controls whether the base amount is automatically filled in on CC
tabs. If enabled, the base amount is filled in with the check amount when
accessing the settlement screen; if unchecked, the base amount is left at 0.

Delivery/Quick Service

You can configure each POS Workstation in your system with different
operational defaults that are activated when the Delivery / Quickservice module
is in use.

Use the [Search] button at the base of the Station Configuration Setup Form to
locate the settings shown below that control “Delivery/Quickservice” operations:

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Enable
This setting controls a Module Button that may be displayed on the Status
Screen(s) of other POS Modules to provide access to the Delivery/Quickservice
module:

When you disable this button you will not be able to access the
Delivery/Quickservice Module from the station highlighted on the Station List of
the Station Configuration Setup Form.

NOTE: If your system does not include the Delivery/Quickservice Module this setting will be
greyed out on the Station Configuration Setup Form and you will not be able to enable a Delivery /
Quickservice Module Button at any of the stations on your system.

Default Revenue Center


Use this setting to select the Revenue Center that will be applied by default to all
orders opened at the station highlighted on the Station List. The operational
settings of the selected Revenue Center will affect the way transactions are
processed at this station.

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NOTE: This setting is overridden by another setting on the Station Configuration Setup Form that
configures a station to prompt for a Revenue Center at the start or end of an order.

Information to display on touch button


This option allows you to select the type of information to display on the touch
buttons. Double click on this option to choose which setting works best for your
operation. After starting the POS station, you can change this setting as
necessary.

Default filter setting


Double click on this option to choose which transactions are displayed on the
main delivery screen. This option sets the filter state when the POS program first
starts; however, it can be changed during operation as needed. If you are using
Quick Service POS only, all transactions are displayed and this option has no
effect.

Alarm condition, in minutes


This parameter determines when a transaction is classified as an alarm. The
alarm condition is triggered by the number of minutes elapsed on an order that is
both unassigned and unsettled. For example, if you set the alarm condition to
15, then any order which is neither assigned nor settled within 15 minutes from
when it was started is displayed in the alarm color. If you do not wish to use the
alarm feature, enter 0 to disable the alarm condition. Transactions marked for
"delayed send" are not alarmed.

Function key rows


Defines how many rows of buttons are displayed at the bottom of the delivery
screen. More rows allow more buttons to be displayed, but the buttons are
smaller and it may be more difficult to find the option you are looking for. One or
two rows should be sufficient for most operations.

Function key columns


Defines how many columns of buttons are displayed. This option works in
tandem with the above “Function key rows”.

Assign employee number at start of order


This option controls whether orders are automatically assigned to an employee
when first started. If using enhanced password control, orders are automatically
assigned to the employee who swiped into the system (i.e., the employee's
password used to "begin" POS operations). If enhanced password control is
NOT enabled, then orders are assigned to the employee who initialized the cash
tray. If the cash tray is not initialized, then the employee is set to 0.

Note: even when this option is enabled, delivery orders can be re-assigned to a
different employee (i.e., the driver) using the "ASSIGN" function in POS.

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Prioritize Drivers
This option controls the ordering of drivers on the "ASSIGN" function. If enabled,
then drivers are displayed in FIRST-IN / FIRST-OUT fashion so the first driver to
return from a delivery will be the first to be assigned another delivery. If this
option is NOT enabled, then drivers are displayed in numerical order by
employee numbers.

Note, the dispatcher can always override the system by assigning an order to a
different driver; however, this option merely puts the higher priority drivers near
the top of the list.

Assign multiple orders to drivers


This option controls the behavior of the "ASSIGN" function. If this option is
enabled, then you can tag multiple orders on the ASSIGN window, then touch the
"ASSIGN" button to assign all of them to a single driver. If this option is NOT
enabled, then each time you touch an order on the "ASSIGN" window, you must
choose a driver to assign it to.

If your drivers typically take more than 1 delivery order at a time, then you should
enable this option, but if they frequently just take one order at a time, then you
should disable this option.

Confirm before assigning orders to a driver


Enable this option if you want the system to ask for your confirmation before
assigning orders to drivers.

Delivery Status Button Colors


Unassigned
Choose a button color for an unassigned delivery order
Assigned
Choose a button color for an assigned delivery order
Settled
Choose a button color for a settled delivery order
Delayed Send
Choose a button color for delayed send orders
Alarm
Choose a button color for alarmed delivery orders

POS Options

Automatically begin a new order


If you check this option, a new order is started automatically after you send or
settle a transaction (useful in counter service / quick service environments).

Auto cash settle

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Check this option if you wish to allow automatic cash settlements. Leave this
option unchecked if you wish to force every transaction to be settled individually.

Print check on assign


Check this option if you want to automatically print a check when assigning
orders to drivers.

Ask for employee number when printing


If this option is checked, RESTAURANT MANAGER™ will ask for an employee
number when printing a check. This effectively transfers the check to that
employee. This option is useful if you print the check and assign it at the same
time.

Print invoice for on-account


Automatically prints an invoice when settling on account.

Warn if the phone number is duplicate


Check this option if you want RESTAURANT MANAGER™ to give you a warning
message if you attempt to enter the same phone number on two different delivery
orders. An attempt to do so will cause the following warning box to be displayed
on the POS screen.

This option does not prohibit you from entering the same number more than
once, it only displays a warning box for your information.

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?Fast Transactions

Enable
This setting controls a Module Button that may be displayed on the Status
Screen(s) of any POS Module to provide access to Order Entry Screen without
creating a “pending” order for display on the Status Screen:

When you disable this button you will not be able to access the Order Entry
Screen for processing a Fast Transaction from the station highlighted on the
Station List of the Station Configuration Setup Form.

NOTE: In the Delivery/Quickservice Module there is a setting labeled “Automatically Begin New
Order” that you may wish to activate in place of the Fast Transaction option.

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Default Revenue Center


This defines the default revenue center to use on Fast transactions.
Advance Orders
The Advance Orders Module is an add-on Module to Restaurant Manager that
must be purchased separately. It allows you to take orders for future dates and
save them as pending orders for an unlimited amount of time. At the start of a
new session on the specified date, Restaurant Manager will automatically
convert the Advance Order to an order in either the Tabs or Delivery Module.
Once Advance Orders are sent to the Tabs Module they may be manually
transferred to a table in the Tableservice Module.

Advance Orders are processed on a special POS Status Screen that includes all
POS Function Buttons except the [SEND] button. Once an Advance Order is
rung up you simply use the [Exit] button to return to the standard POS Status
Screen where you started.

The Advance Orders Module is usually used by delivery businesses. Some


restaurants that do catering also use the Advance Orders module to handle basic
catering orders.

Before you can process Advance Orders you must use the [Search] button at the
base of the Station Configuration Setup Form to locate the settings shown below
and configure the “Advance Orders” module:

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Enable
This setting controls a Module Button that may be displayed on the Status
Screen(s) of any other POS Module to provide access to the Advance Orders
Module:

When you disable this button you will not be able to access the Advance Orders
Module from the station highlighted on the Station List of the Station
Configuration Setup Form.

NOTE: In the Delivery/Quickservice Module there is a setting labeled “Automatically Begin New
Order” that you may wish to activate in place of the Fast Transaction option.

Default Revenue Center


Use this setting to define a default revenue center for all Advance Orders
originally opened at the station highlighted on the Station List. If different types
of Advance Orders should be assigned top different Revenue Centers you may
wish to enable the “Prompt for Revenue Center” setting which will override this
Revenue Center default. Alternatively, you may wish to create POS Macros
which include setting the Revenue Center as part of the order-taking process.

Convert advance orders to:


Advance orders can be automatically converted to Tabs or Delivery orders on the
date they are active. The conversion occurs when a new session is opened on
the date assigned to the order. Alternatively you may choose not to convert
advance orders automatically to open orders and, instead, manually transfer
Advance Orders from the Advance Order Status Screen to a POS Status Screen.

To convert advance orders automatically, select either the “Tabs” or “Delivery”


option. To convert Advance Orders manually, select the option which reads
"Don't convert these orders automatically."

?Hostess Module
The Hostess Module is an add-on module that allows you to manage
reservations and waiting lists.

Before you can take reservations you must use the [Search] button at the base of
the Station Configuration Setup Form to locate the settings shown below and
configure the “Hostess” module:

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Configuration Start-Up Tips

Enable
This setting controls a Module Button that may be displayed on the Status
Screen(s) of other POS Modules to provide access to the Hostess/Reservations
module:

When you disable this button you will not be able to access the Hostess Module
from the station highlighted on the Station List of the Station Configuration Setup
Form.

NOTE: If your system does not include the Hostess Module this setting will be greyed out on the
Station Configuration Setup Form and you will not be able to enable a Hostess Module Button at
any of the stations on your system.
Use Customer Database
Enable this option if you wish to link reservations to the customer database.
When taking a reservation (or putting someone on the waiting list), the customer
is stored using their unique customer ID (or phone number). This information is
automatically transferred to a table or tab when the reservation is transferred.
Reservation Taker Must Be Clocked In
Enable this option if you want to force your employees to clock in before taking
reservations.

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Configuration Start-Up Tips

Prompt When Transferring Un-arrived Guests


When transferring a reservation to a table or tab, checking this option will provide
a warning prompt if the guest has not been marked as "arrived."
Use Phone Based Search
Check this option if you wish to search to locate a reservation based on phone
number. Uncheck this option if you want to search based on customer name.
Default Reservation Type
Determines whether new entries are classified as reservations or waiting list.
If you choose optional, then the system will prompt when creating the entry.
Note this classification is important for the following option and may affect the
order in which people are seated.
Time Advantage For Reservation vs Walk-In
This is the time preference (in minutes) given to reservations versus walk-in
customers. For example, if a person makes a reservation at 7:00 PM, they will
be seated before a walk-in customer who arrives at 7:00 PM. The time entered
here is the amount of time preference afforded to reservations. So with a time
advantage of 15 minutes, a 7:00 PM reservation is given precedence over any
walk-in customers after 6:45 PM. But if a walk-in customer puts his name on the
waiting list BEFORE 6:45 PM, he would be seated before the 7:00 reservation.
Note, the reservation must be marked as "ARRIVED" in order to be given seating
preference. Also, the hostess can override this by not following the seating order
suggested by the system.
Compute Depth
The "Compute Depth" defines the number of entries computed by the Hostess
module when executing the "COMPUTE" function. For example, if the compute
depth is 20, then the "COMPUTE" operation will show the next 20 tables that are
expected to become available (in chronological order). A small "Compute Depth"
results in faster operation, but fewer computed entries.
Number of function key rows
Defines how many rows of buttons are displayed at the bottom of the hostess
screen. More rows allows more buttons to be displayed, but the buttons are
smaller and it may be more difficult to find the option you are looking for. One or
two rows should be sufficient for most operations.
Number of function key columns
Defines how many columns of buttons are displayed. This option works in
tandem with the above “Function key rows".
Handheld Options
The Handheld Options section of the Station Configuration Setup Form lists only
one of many settings that are used in configuring the Write-On Handheld POS
System. For more information on this and other handheld configuration settings,
please consult the Write-On Handheld Manual.

POS Security
See the chapter on Security and Passwords for details on using the Station
Configuration Form to set certain passwords prompts..

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Configuration Start-Up Tips

Devices
See the chapter titled “A Technical Overview” for details on using the Station
Configuration Form to configure your POS System with specific hardware and
peripheral devices.

Miscellaneous
Demo
In the default configuration of Restaurant Manager, printer output is not sent to
receipt printers or prep area printers. Instead it is displayed onscreen. To
disable this demo setting on the Station Configuration Form, use the [Search
Settings] button to locate and disable the setting below:

Send all printer output to screen (POS)

PC Clock Synchronization

Because the date and time are very important to the proper operation of a
system, RM provides the option of synchronizing POS clocks with a single clock
in the system. This not only improves the accuracy of employee timekeeping
information, but ensures greater integrity of the system time because instead of
relying on multiple clocks throughout the system, you are relying on a single
clock on one computer.

To enable clock synchronization you must run a special utility called


RMTIME.EXE and then use the [Search Settings] button on the Station
Configuration Setup Form to locate and enable the following setting for all the
stations on the Station List, including the Master:

□ Synchronize POS Clocks with fileserver

RMTIME.EXE
To load RMTIME.EXE automatically, right click on the windows “Start” menu of
your fileserver, and select “Open”, then open the “Programs” folder followed by
the “Startup” folder. Create an icon in the “Startup” folder that executes
RMTIME.EXE. Though you should normally execute RMTIME.EXE on the
fileserver, it can also be run on the manager workstation, as long as it is running
on one machine only. If you are unable to perform these steps, consult your
reseller or computer specialist for help.

If RMTIME.EXE is not running when booting up a POS station, the POS program
will display a warning message, but will continue to operate after confirming the
message.

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Configuration Start-Up Tips

Credit Card Authorization Setup

Credit Card System

Processing Options

Credit card processing enabled

Open/Close batch on Open/Close Session

Enable audit trail

Audit button presses

Allow duplicate credit card numbers

Allow multiple tip revisions

Immediate Submit/Print
Check this box if you need to speed up credit card processing by making
Restaurant Manager immediately submit a credit card for authorization after
entering or confirming the amount tendered. When in this mode, the credit card
receipt will also print as soon as the authorization code is received, without
having to return to the settlement screen for the order being processed. In order
to use this feature, the program CCPRINT.EXE must be present in the
Restaurant Manager working directory.

Detect credit card type

Exit order after pre-authorization

Save CC Info in payment file

Save/Restore CC Info on customers/frequent diners


Check this box if you want to enable the storing of credit card information. The
information is available on the credit card report. The credit card report can be
used to cross check with the batch report in the credit card system.

Check with your local jurisdiction to determine if it is legal to retain customer


credit card information for reporting purposes.

When this option is enabled, credit card information of customers/frequent diners


is retained and will automatically appear on the settlement screen on their next
visit. If the card is swiped, Restaurant Manager will retain the swipe information;
if the card number is entered manually, then only the card # and expiration are

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Configuration Start-Up Tips

retained for future use. Note this may affect the discount rate applied on the
transaction.

If on the next visit, the same customer uses a different credit card, the new card
will be stored in lieu of the previous one. Restaurant Manager stores only the
last used credit card for a given customer. If a customer pays cash, or pays with
multiple tenders, it does not affect the credit card information on file. When a
stored credit card expires, ASI automatically erases the information and the user
must re-enter it; or re-swipe the card.

Demo Options

Credit card demonstration mode

Input Options

Magnetic Stripe Reader present

Magnetic Stripe Reader timeout

MSR sends carriage return after each track

Credit Card Receipt Options

Print credit card receipt

Number of copies to print

Mask credit card number on store copy

Mask credit card number on customer copy

Show credit card expiration date

Print amounts in expanded font


Check this box if you want credit card receipts to ”Print amounts in expanded
font”. This does not work if the printer output is to be sent to screen.

Print tip amount on credit card receipt

Print Additional Tip Line


Check this box if you want to “Print Additional Tip Line” line on the receipt when
the tip line is already shown.

Print signature line on customer copy

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Configuration Start-Up Tips

Check this box to “Print signature line on customer copy” of the credit card
receipt.

Receipt Message

Transaction directory

Add-Tip Options

Maximum tip multiplier

Prompt for excess handling

Security level for allowing excess as preauth

Security level to override max tip multiplier

Wait for add-tip approval


In general, the credit card system dials out for pre-authorizations, but not for tip
adjustments. Tip adjustments are generally approved, unless they are unusually
large in comparison with the pre-authorization amount. When finalizing a credit
card settlement, ASI will submit the tip adjustment to the credit card system and
wait for an approval. The tip approval process is usually quite fast because the
credit card system does not need to dial out, but it can take a fairly long time
during busy periods.

Uncheck this box if you want to eliminate the delay when finalizing a credit card
settlement. When this option is unchecked, Restaurant Manager will submit the
tip adjustment and ASSUME that it is approved. Only when the tip amount
exceeds the syscnfg option “Maximum Tip Multiplier” will ASI wait for the tip
approval.

Not waiting for tip approvals does speed up the settlement process, but does
lend itself to errors. If for some reason, the tip adjustment is declined, the
information in the ASI POS system will differ from the credit card batch report.
For this reason, when not waiting for tip approvals, you should ALWAYS
compare the information in ASI reports with the CC batch report before closing
the session and settling the credit card batch.

Warn if no tip adjustment


Check this box if you want to display a warning when attempting to settle a credit
card without entering a tip.

Estimated tip amount (end of Interfaces->CC Auth Setup)

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Configuration Start-Up Tips

?Session

Session Close Options

Prompt for bank deposit amounts


Check this box if you wish your system to prompt for bank deposit amounts when
you close the session. This Bank Deposit Amount can later be adjusted from the
Session View/Edit screen (p. 580). Bank Deposit amounts are included in
certain Cash Drawer and Sales Reports.

Force employee logout before close


Check this box if you wish to require all employees log off the system before you
can close a session. It is important to activate this feature if you are using the
RESTAURANT MANAGER timekeeping functions to calculate payroll or if you
wish to track labor costs as a percentage of sales. Leaving this check box
blank may cause the labor information in the "Daily Summary" report to be
incorrect.

24 Hour Mode Options

Enable 24-hour operations

Clock out/clock in employees in 24-hour mode

Reindex files when closing session

?Hostess Module Compute Depth


If your system includes the Hostess Module you can adjust the "compute depth"
under the Hostess tab on the Station Configuration Setup Form. The
"Compute Depth" defines the number of tables for which your system will
calculate the waiting time and assign a reservation. For example, for the default
"compute depth" of 20, the Hostess Module will show when the next 20 tables
will become available and assign a pending reservation to each (in chronological
order). If the compute depth is high this calculation may take a long time. The
recommended default compute depth is 20.

Setup | Stations |Miscellaneous tab | Hostess tab

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Configuration Start-Up Tips

?Screen Colors
You can customize the colors on the screens in the POS Module using the
Screen Colors Setup Form:

Setup | Stations | Miscellaneous tab | Screen Colors tab

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Configuration Start-Up Tips

Click on the down arrow alongside any field to change the color of that feature on
the POS screens.

The Special Button


This button is not functional in standard Restaurant Manager POS Systems. To
make the button functional you must contact ASI for a Special Password which
will then allow you access to special configuration defaults.

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POS Modules & Status Screens

POS Modules & Status Screens

Your Restaurant Manager POS System may be comprised of one or more of the
following POS Modules:

TableService Module
Tabs Module
Delivery / Quickservice Module

Independently or together these POS Modules allow you to configure a POS


System tailored to anyone of the following types of business:

Fine Dining
Casual Dining
Hotel Restaurants
Club Restaurants
Quickservice
Delivery & Carryout
Cafeterias & Institutions
Nightclubs & Bars

This chapter covers the “POS Status Screens” that distinguish one POS Module
from another and highlights the Backoffice configuration options typically
activated for each of the different businesses listed above.

Using Multiple POS Modules


If your system is configured with more than one POS Module you must define
which POS Module should be the default module at each POS Workstation. You
then may switch from one module to the other by touching the Module Buttons
that appear at the base of the Status Screen in each POS Module. Alternatively
you may disable the Module Buttons at certain stations so that users are required
to use only the default POS Module.

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POS Modules & Status Screens

Default Opening Screen


To set the default POS Module at a particular POS Workstation:

1) Access the Station Configuration Setup Form.


(Setup Æ Station Configuration)
2) Highlight the Master configuration is highlighted on the Station List
3) Use the [Search Settings] button at the base of the screen to locate the
“default opening screen” setting.
4) Double click on this setting to call up a drop down list of various modules
that may be set as the default module.
[Note: This list of modules includes the three basic POS Modules:
Tableservice, Tabs and Delivery /Quickservice; as well as two Add-on
Modules: Reservations and Advance Orders.]
5) Select the module that you wish to set as the default module on the
various stations controlled by the Master Station configuration.

Table Status Screen


In the Tableservice Module, orders are processed and tracked by table. The
Tableservice Status Screen includes the following elements:

Title Bar
Status Bar
Bulletin Board
Table Area
Table Group Buttons
Function Button Area (w/ [Misc] Button)
Dining Area Buttons

Table Area
The body of the Tableservice Status Screen displays the table layout of the
active Table Group. You may use the Table Group Buttons at the right of the
Table Area to switch the display from one Table Group to another. If your
system is configured with Dining Area Buttons you may touch these buttons to
switch to a different Dining Area.

The table buttons are interactive. In other words, to process an order you simply
touch the table where the customers are seated. The color of a table button
changes depending on the “status” of the table. The status categories include:

Available
Occupied
Printed
Split Check
Settled but not Cleared

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POS Modules & Status Screens

By default each table button displays a table number. However you may
configure the system to use a different system of Table IDs such as:

A-1 / A-2 / B-1 / B-2….etc, or


BAR-1 / BAR-2 / PATIO 1 / PATIO 2….etc.

Each Table Button may also be configured to display


ere are table groups seen in your RESTAURANT MANAGER™ as part of the
default settings of your system. However, from the Table Setup Form you can
customize the way tables are displayed on the Main Status Screen:

• to reflect the actual number of tables in your store


• to group tables and sections together on a single touchscreen
• to define special areas of the restaurant where you wish to track sales
independently.
• to rename the touchscreen buttons that allow you to switch between table
groups (or sections) and dining areas
• to create customized table names like "A-1" or "Window", etc.

In touchscreen systems, only 40 tables at a time can be displayed onscreen. If


there are more than forty tables in the store, you MUST organize the tables into
groups (or sections) of up to 40 tables each. You must also create labels for the
touchbuttons that allow you to switch between these sections.

Using the Station List and the Default Opening screen option under Station
Configurations, you can configure your system so that the Main Status Screen
displayed at each station defaults to a different section of the restaurant (usually
to the nearest section).

If you have more than 320 tables in your establishment or if you wish to track
sales made in different areas of the restaurant, you can create up to 9
independent Dining Areas of up to 320 tables each.

Dining Areas
RESTAURANT MANAGER™ supports up to 9 independent Dining Areas. Each
Dining Area holds up to 320 tables.

If there are more than 320 tables in your restaurant OR if you anticipate opening
more than 320 guest checks simultaneously, you MUST configure your system
with multiple Dining Areas.

Defining separate Dining Areas also allows you to independently track different
sections of the restaurant. For example, it might be appropriate to define an
outdoor patio as a separate Dining Area. This would allow you to issue sales

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POS Modules & Status Screens

reports on patio sales only as well as reports on the business as a whole.


Remember, however, that the "Revenue Center" option allows you to track
different categories of sales like "Carry Out", "Eat-in" or "Banquet". In fact, it is
recommended that you only define separate Dining Areas for those sections of
the store that generate sales in the same Revenue Center.

If you do define separate Dining Areas, it is highly recommended that you have a
different POS station in each separate Dining Area. You can then configure your
system so that each POS station displays the appropriate Dining Area on the
Main status screen. No matter which Dining Area appears by default, you can
always change Dining Areas at any POS station.

Because switching from one Dining Area to another takes multiple keystrokes,
you may wish to create a Macro or "Fast Button" for switching between Dining
Areas.

Bulletin Board
There is a Bulletin Board on the Main Status Screen in the Table Service POS
Module where you can display up to four messages at a time. This feature is
convenient for listing Daily Specials, posting menu items that are sold out, etc.

When an item is sold out (i.e., In Stock quantity reaches 0), a message is
automatically posted to the bulletin board. On v14, if the In Stock quantity is
replenished either from the back office, or from POS, the “Sold Out” message is
automatically removed from the bulletin board.

Activities | Bulletin Board

To post a message to the Bulletin Board:

Click on the "Activities" drop down menu and select "Bulletin Board" to access
the Bulletin Board Setup Form.

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POS Modules & Status Screens

Use the buttons at the bottom of the Bulletin Board Setup Form to create, edit
or delete messages of up to 28 characters.

RESTAURANT MANAGER lets you add as many Bulletin Board messages as


you wish. The messages are displayed in descending order from the most
recent to the last. However, in the DOS version of the POS Modules, only four
bulletin board messages can be displayed onscreen while, in the Windows
version of the POS Module, you can scroll through the full message display.

If you are running the DOS version of the POS Module, it is highly
recommended that you simply edit the first four fields on the Bulletin Board
rather than creating additional messages. This way you will avoid creating a
message that cannot be viewed from the POS Module.

Table Layout
RESTAURANT MANAGER™’s new Table Layout feature allows you to present
your POS users with a scaled representation of the tables in your restaurant.
This helps speed up the order entry process by making table selection more
efficient since it is usually quicker to identify a table by its location than by
number.

Table Layout Setup


Setup->General->Tables

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POS Modules & Status Screens

The Table Layout Setup form consists of 3 main areas. The Table Layout area in
the center contains the currently defined table layout for the selected Dining
Area and Table Group. On the far right, the Dining Area combo box is used to
select the dining area you wish to work with. The Table Group buttons
immediately underneath the Dining Area combo box are used to select the Table
Group within the dining area you wish to work with. The Table Layout editing
tools are situated on the top and bottom of the screen.

The functions are organized as follows:

Add Table
Click on a square or circular table and drag and drop on to the Layout area. The
next available table number will be automatically assigned and presented on the
screen for editing. Once the table number is confirmed, the table is added to the
design area.

To move a table: Click and drag on the table you wish to move.
To size a table: Click on the table to size, then use the “handles” to expand
or contract the table.

Table Options

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POS Modules & Status Screens

Min Customer/Max Customer


Use these fields to define a minimum and maximum number of customers that
can be seated at each table in the restaurant.

Table Number
Click on the “ellipse” button to the right of the field to change the number of the
highlighted table. You can also right click on the chosen table and it will bring up
the same entry box.

Alias Name
If you do not want to use numbers to identify the tables in your restaurant, use
this field to create labels like "A-1" or "Booth-1" that will appear on the
touchscreen buttons in place of table numbers. Type in the “alias” and the name
of the highlighted table will be changed.

Bitmap
Click on the “ellipse” button to the right of the field to bring up a list of available
bitmaps. Double click on the chosen bitmap to put that bitmap on the
touchscreen button of the table together with it’s number.

Default Rev Center


Use this field to link a specific Revenue Center to all orders opened at the table
highlighted on the Table Setup Form. This table default overrides the Revenue
Center default specified on the Station Configuration Setup Form.

Smoking
Check this box to indicate that smoking is permitted in this particular table.

Visible
Check this box if you want this particular table to be visible in the POS stations.

Locked
Check this box if you want to lock this particular table. When a table is locked,
no transactions can be made on that particular table from POS.

Delete Table
Click on the table to delete, then click this button.

Dining Area
Click on the down arrow beside this field to select the Dining Area for which you
wish to define Table Groups. If you define multiple Dining Areas you can
configure each POS station in your system to default to a different Dining Area.
(See Dining Areas.)

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POS Modules & Status Screens

Table Groups
Do not forget to click on the desired table group button before you start laying out
tables. Take note of the Dining Area too.

Group Options

Name
Click on this field and type the name that you wish to give to each table group (or
section) of up to forty tables. The description you type will appear on a
touchscreen button on the Main Status Screen. You can use up to nine
alphanumeric characters to label each group. Typical group names include: "1 -
40", "Section A", "Front" etc.

Function Buttons

Options
Check boxes and enter numbers depending as to how you want to setup a
particular table.

Clear Tables
This button should be used with care as clicking this would delete all tables in the
specified group. A warning dialog would pop up before the actual clearing can
happen.

Table Durations
If your system is configured with the Hostess Module, you must enter the
Estimated Table Durations (i.e., number in minutes) to define how long a table is
usually occupied. RESTAURANT MANAGER™ will use these times to create a
waiting list with estimated wait times.

The system assumes that the more customers there are at the table the more
time they are likely to spend at the table. You can create a total estimated wait
time AND an estimated time once the check has been printed.

Save & Exit


Click on this button to save changes and exit the Table Setup Form.

Require Table Clear before Open


By default, when a table is settled, it immediately becomes available for seating a
new party. Some restaurants prefer to leave the table in an “unavailable” status
until a bus person has cleared the table and explicitly indicated that the table is
ready for seating. In this mode, the table will change to a different color after it is
settled, and the table only becomes available if it is pressed again to clear it.
Options for setting up this mode of operation are located under Station
Configurations:

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POS Modules & Status Screens

To enable the table clear mode of operation, check the box labeled “Require
Table Clear”.
You can define the table color in the “Settled, but not cleared” option under Table
Status Button Colors under Table Service POS Options
You can also assign password protection on “clearing” a table. Set the security
level in “Clear a table” under Tables/Tabs POS under POS Security. The default
security level to “Clear a table” is 0. Right click on the option to change it.

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Setup->Station Configuration

Delivery Status Screen

The Delivery screen is divided into two main parts. Orders are displayed on the
left and drivers are displayed on the right.

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POS Modules & Status Screens

By default, the system will allocate the majority of the screen for displaying
orders and a relatively smaller portion for displaying drivers; however, these
portions can be changed along with the number of buttons in each section. The
following parameters located in RMWin->Setup->Station configuration can be
used to customize the main Delivery screen to suit your needs.

Space for driver display (percentage)


This option defines the percentage of the screen width to use for displaying
drivers. A larger value allocates more screen real estate for drivers, but reduces
the space available for displaying orders.

Number of rows for order buttons, Number of columns for order buttons
These options define the number of rows and columns for displaying delivery
orders. More rows and columns allows displaying more orders on screen at
once, but results in smaller buttons. Using too many rows and/or columns results
in very small buttons and could cause the text to overflow the buttons.

Number of rows for driver buttons, Number of columns for driver buttons
These options are similar to the options above, but they apply to drivers.

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POS Modules & Status Screens

Tabs Status Screen

Tableservice
Restaurants where servers wait on customers at tables should use the
Tableservice Module. The Tableservice Module is distinguished by:

1) the Tableservice Status Screen

2) certain POS Operations designed for use only in the Tableservice Module

3) recommended configuration settings that enhance the operation of the


Tableservice module

Tableservice Status Screen

Operations Unique to Table Service

Recommended Configuration Settings

If the business includes a bar the Tabs Module should be included in the system.
Even if the restaurant doesn’t have a bar, the Tabs Module allows restaurants to
use the “Send to Tabs” feature to “turn” the table and seat new customers before
the original check from that table is settled.

You may also move orders between the Tableservice and Tabs modules using
the following POS Buttons:

Send to Tabs
Transfer to Table
original check at the table at a table can be usefuly don’t run a bar they must use
that offer Table Service are usually configured with Server Banking. But it they
also run a bar, the POS Workstations in the bar may be configured for Cashier
Banking.

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POS Modules & Status Screens

Fine Dining
Fine dining establishments often using the Coursing feature to sort the output
sent to prep area devices.

Family/Casual Dining

Bar Tabs
Bars or nightclubs that allow customers to open tabs should use the Tabs
Module. The Tabs Module is distinguished by:

1) the Tabs Status Screen

2) certain POS Operations designed for use only in the Tabs Module

3) recommended configuration settings that enhance the operation of the Tabs


Module

Tabs Status Screen

Operations Unique to the Tabs Module

Credit Card Tabs


You can configure your system to open a new tab and with the swipe of a credit
care. recognize the card typeAccess this form to setup credit cards, with their
number ranges & types, so that they will be automatically detected after swiping
during settlement. See Auto Credit Card Detection.

Recommended Configuration Settings

Night Clubs and bars usually are configured to do Cashier Banking at the Bar
stations while waiters and waitresses do Server Banking.

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POS Modules & Status Screens

POS Systems in busy nightclubs are usually configured with


Fast Transactions
In some nightclubs and bars, drink orders are settled as soon as they are rung
up. In this case, there is no need to use the Status Screen to track pending
orders and it is recommended that you enable “Fast Transactions” and set the
Order Entry Screen, not the status screen, as the default display.

To enable Fast Transactions:

1) Use should use the Station List on the Station Configuration Form to highlight
the Master Configuration (or other station) where you wish to configure the Order
Entry Screen as the default display.
2) Use the [Search Settings] button to locate the Fast Transaction POS Mode:

and
activate the following setting:

Automatically Begin New Order

This Delivery / Quickservice setting is similar to the Auto-Repeat setting in the


Tableservice and Tabs Modules.

Delivery / Quickservice
Sample Macros
typically created in Delivery QuickService operations:

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POS Modules & Status Screens

when using Cashier Banking, it is recommended that you create a macro button
for initializing cash trays. This cash tray macro would automatically execute all
the steps involved in initializing a cash tray with pauses at appropriate moments
for entering an employee name and the cash tray number, etc.

Businesses that delivery food to customers should use the Delivery Module. The
Delivery Module is distinguished by:

1) the Delivery Status Screen

2) certain POS Operations designed for use only in the Delivery Module

3) recommended configuration settings that enhance the operation of the


Delivery Module.

Delivery/Quickservice Status Screen

Operations Unique to Delivery/Quickservice

Recommended Configuration Settings


Quickservice settings

Order Entry Screen as Default Display


In quickservice establishments there all orders are settled as soon as they are
rung up. There is no need to use the Status Screen to track pending orders. SO
it is recommended that you configure your system to stay on the Order Entry
Screen rather than reverting to the status screen each time an order is settled.

Use the Station List on the Station Configuration Form to highlight the Master
Configuration (or other station) where you wish to configure the Order Entry
Screen as the default display. Then use the [Search Settings] button to locate
and activate the following setting:

Automatically Begin New Order

This Delivery / Quickservice setting is similar to the Auto-Repeat setting in the


Tableservice and Tabs Modules.

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POS Modules & Status Screens

Delivery Settings

Taking Advanced Orders


You may also configure your system to automatically transfer orders from the
Advance Orders Module to either the Delivery or Tabs modules.

Delivery Printers
Busy delivery operations often use a special POS Printer in the kitchen for
printing delivery guest checks. This allows kitchen workers to easily affix the
guest check to the delivery package. While guest checks and sales receipts from
Carry Out orders, etc are printed on the main Receipt/Check Printer at the POS
Workstation where the customer’s order was entered.

To configure a special Delivery POS Printer you must activate the “Delivery
Order” setting on the Revenue Center Setup Form and then configure a Delivery
Printer on the Station Configuration Setup Form.

Opening a Delivery Order


Delivery orders should be opened at a POS Workstation that either:

1) Defaults to a “Delivery” Revenue Center or


2) Prompts for a Revenue Center at the start every order.

Delivery orders are opened by touching the [Order] button at the base of the
Status Screen of the Delivery/QuickService Module.

“Delivery” Revenue Centers must be configured to prompt for the customer’s


phone number when opening a new order. The following setting on the Revenue
Center Setup Form activates the phone number prompt:

□ Prompt for Phone

Caller ID

Revenue Center Defaults

Quick Service Settings


The Delivery/Quickservice Module is recommended for quickservice and counter
service operations. When configuring your software to work in these
environments it is usually appropriate to include the following in your system
configuration:

Cashier Banking
Auto Send after settle

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POS Modules & Status Screens

Auto Repeat
Enable this option if you want repeated fast transactions. After settling a fast
transaction, Restaurant Manager will automatically begin another one. This
option is useful in quick service / counter service operations.

172
Order Entry

The Order Entry Screen is used to record the menu items included in each order.
From the Order Entry Screen you can communicate with the kitchen and other
preparation areas. You can also make price adjustments, apply discounts, print
checks and otherwise prepare the order for settlement.

In quick service or counter service operations (where transactions are paid as


soon as they are rung up) the Order Entry Screen is usually the default display
on the POS Workstations. In most other types of restaurants, the Order Entry
Screen is accessed by opening a new order from a POS Status Screen (ie by
touching a table button or an order button.)

The layout of the Order Entry Screen is very configurable. The two screenshots
on the next page show a single order displayed on two different configurations of
the Order Entry Screen. In the first screen shot the layout is very basic and it is
easy to identify the main areas of the screen:

Order Detail Area / Menu Area / Function Button Area


Title bar / Status Bar

No matter how you design the layout of the Order Entry Screen it will always
include the basic elements above. However, you are able to change the amount
of space each element occupies on screen.

The second screen shot below highlights many of the special features that can
be added to the basic layout of the Order Entry Screen, features such as:

Menu Navigation Bar / Half Height Menu Buttons


Quantity Buttons / Seat Buttons / Adjective Buttons
Coursing Information/ Small Running Total
Additional Rows of POS Function Buttons
Order Entry

The two screenshots below show a single order displayed on two different
configurations of the Order Entry Screen.

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Order Entry

Order Entry Title Bar


At the top of the Order Entry Screen is a Title Bar that displays the date & time as
well as the POS Module that was used to open the current order.

Date & time information are read off the internal clock on each POS Workstation.
And the internal clock on each POS Workstation must be synchronized with the
fileserver. In other words, the Title Bar on each POS Workstations should
always display the same date and time information. If the clocks on the POS
Workstations are not properly synchronized your data may get corrupted.

Order Entry Status Bar


At the base of the Order Entry Screen is a Status Bar that displays key
information about the current order. All of the information displayed on the
Status Bar can be changed before finalizing the transaction.

For more information on changing the information displayed on the Status Bar
see the sections on:

Changing the table number or order number


Transferring an order from one employee to another
Changing the Customer Count
Making a Transaction Tax Free
Applying or changing Global Discounts

Menu Area
Menu Items are displayed on touch buttons on the body of the Order Entry
Screen. The Menu Area may display items from standard menu groups as well
as items from custom menu groups. But in general it is recommended that you
display items in custom groups.

NOTE: The Menu Button Area may also display items from modifier groups. But modifiers
buttons are more typically displayed on Forced Modifier Pop-ups.

You may configure the Menu Button Display to fit either 30 buttons or 60 buttons.

Each POS Station is typically configured with a default Menu Group so that the
same menu item buttons appear in the Menu Area every time you access the

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Order Entry

Order Entry Screen. Alternatively you may create default menu groups that are
linked to the job class of the person using the POS Station, rather than to the
station, itself. If you choose not to define a default menu group you may,
instead, configure your system to display all the Menu Group buttons (rather than
Menu Item buttons) each time you access the Order Entry Screen.

No matter which menu items are displayed in the Menu Area, you may use the
Menu Navigation Bar to call up menu items from a different menu group.

Each menu button may be configured to display the name of the menu item or an
item bitmap or both. The color of each menu button may be configured
independently but it is recommended that like items are set to the same color.

Menu buttons may also be configured to display one or both of the following
quantities:

The real-time quantity of remaining “in-stock”, or


The quantity of the menu item that has been included on the current order

Some of the buttons in the Menu Area may be configured to act as navigation
buttons rather than as standard menu buttons. These navigation buttons can be
useful for paging through a sequence of related groups, For instance, if a bar
menu includes many groups of cocktails, you might use a [Next Group] button to
page from one group to the next.

Displaying 60 Menu Buttons


Restaurant Manager provides an option to display either “normal” menu item
buttons, or “half height” buttons. In “normal” mode, the POS will display a single
menu group at a time. In “half height” mode, the POS displays two consecutive
menu groups as shown below:

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Order Entry

Some special considerations should be addressed when choosing “half height”


mode. First of all, the buttons are smaller, so they may be more difficult to press
on a small touch screen. Secondly, the buttons may not be able to display as
much text – especially if you are using bitmaps; therefore, some of the item
descriptions may be truncated. Also, it will take slightly longer to refresh the
display in “half height” mode since there are 60 buttons rather than 30.

In addition, care should be taken to organize the menu so certain groups are
adjacent to one another. POS operation in “half height” mode is identical to
“normal” mode except when the user chooses to display a particular menu group,
that group is displayed as well as the next group in menu setup. The same rule
applies when displaying speed groups.

To enable half-height mode access the ‘Group Button Sizes” fields on the Menu
Group Setup Form and select the “Half Height” option from the drop down list.

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Order Entry

Default Button Display


Default Group Linked to the POS Station
You can define a different default menu group to display on the Order Entry
Screen at each different POS Workstation. Simply note the number of the Menu
Group or Speed Group you wish to use as a default, search for the following
setting on the Station Configuration Setup Form:

Menu Group to Show: xxx

…and then type the appropriate Menu Group or Speed Group number into the
field alongside this setting.

Default Group Linked to Job Class


A new option that may be set in the Job Class set-up form allows for defining a
default menu group to show. If the value is not set (??? value = 0), then the
station configuration option “Menu Group to show” will be default.

See the image below: <image should be replaced with the new one when
available>

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Order Entry

Display Menu Groups

Display Quantities on Menu Buttons


Menu Item Buttons may be configured to display one or both of the following
quantities:

The real-time quantity of remaining “in-stock”, or


The quantity of the menu item that has been included on the current order

In-Stock Quantities
You may also configure individual menu buttons to display the quantity of stock
remaining in the prep areas. This ‘In-Stock” feature is configured on the Menu
Setup Form and is usually enabled only for items that are getting low in stock.

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Order Entry

Current Order Quantity


You may configure your system so that each Menu Item Button in the Button
Area displays the quantity included on the current order. When this setting is
enabled the quantity ordered is displayed prior to the item name and increments
every time you touch a menu button. The partial screen shot below shows the
quantity ordered displayed on the orange buttons labeled [Seafood Platter] and
[Catch of the Day]:

To enable this feature use the [Search Settings] button on the Station
Configuration Form to locate and enable the setting below:

□ Display Ordered Quantity on menu buttons

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Order Entry

Menu Navigation Bar

Order Detail Area


The Order Detail Area of the Order Entry Screen lists the menu items added to
the order currently being processed. By default, when you add an item to the
order it is “tagged” or highlighted in the Order Detail Area, as shown in the
screenshot below. But you may use the [Search Settings] button on the Station
Configuration Form to locate and disable the “Auto-tag last item” setting.

<#insert new screen show w/ highlighted item and no quantity buttons:

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Order Entry

Tagging Items in the Order Detail Area


There are a number of operations like [DELETE] or [DISCOUNT ITEMS] that
apply only to “tagged’ or highlighted items. In other words, by default, these
operations affect the last item ordered. However, if you touch or “tag” any other
item listed in the Order Detail Area, these operations may be applied to other
items, as well.

There are two buttons alongside the Order Detail Area that assist in tagging and
un-tagging mutilple items at once. The [ALL] button allows you to tag all the
items on an order so that you may globally apply certain operations to all the
items on a given order. The [CLR] button allows you to “un-tag” all the items that
are currently highlighted.

All of the operations listed below may be applied to individual items on an order.
So before you touch the Function Button you must first tag at least one item on
the Order Detail Area:

[2 for 1 DISCOUNT]
[CHANGE COURSE]
[COMBO UPSIZE]
[DELETE]
[DISCOUNT ITEMS]
[EDIT MODIFIERS]
[ITEM HOLD] / [UN-HOLD]
[PRICE ADJUST]
[RE-ORDER]
[SPLIT ITEM] / [UNSPLIT ITEM]
[TIMED SEND]
<# add hyperlinks to each operation and see about including the operations
below:
[SPECIAL INSTRUCTIONS]
[EDIT MENU ITEM]
[IN-STOCK QUANTITY]
[RECIPE LOOK-UP] >

When the order gets long you may use the buttons on the right to move of the
Order Detail Area displays buttons for navigation up and down through the list of
items already added to the order. There is a scroll bar under the Order detail
area that allows you to move right and left.
You may use the Station Configuration Setup Form to determine how much
space this area take up on the Order Entry Screen. And you may use the Order
Detail Area Layout Form to determine the specific information displayed in this
area.

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Order Entry

The Order Detail Area of the Order Entry Screen can be configured to display
any or all of the following data in the order you prefer:

Quantity
Menu Item
Course
Seat
Time Sent
Price

Special Instructions and Modifiers are displayed in the Menu Item area directly
under the menu item they’re linked to.

You may use the POS View Check Layout form to configure the Order Detail
area of the Order Entry Screen:

Setup Æ Screen Layouts Æ POS View Check Layout

configure this area to show any of the following details:

Item
Quantity
Time Sent
Price
Seat Number
Course

This form shows the Available Columns that can be displayed on the Order Detail
Area. The columns enabled on this form are displayed onscreen in the order
they’re listed. (i.e., the top item is the leftmost column and the last item is the

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Order Entry

rightmost column). You can rearrange the columns by clicking on the column of
interest and dragging it to a new location. You can also adjust the percentage of
the screen to use for each column. If you uncheck the box “Column Enabled” the
column is not displayed on screen.

There are settings on the Station Configuration Setup Form that control the
amount of space dedicated to the Order Detail Area of the Order Entry Screen.
These settings appear on the Station Configuration Setup Form to give you to
option of configuring different POS Workstations with different settings:

Space for View Check are (percentage)


Enter here the percentage of space you want to allocate for the view check. The
view check area occupies the left portion of the order entry screen. It consists of
a scrollable window that shows the items on the guest check. A larger value
makes more room for the view check and allows more columns to be visible
without scrolling, but reduces the space for displaying menu items. The default
value of .38 should suffice for most applications. This is restricted between the
range of 20% - 50%. The default value is 38%.

Text Width for View Check


Enter here the width in percentage that is relative to the system default. The
valid range is 50-200 where 50 corresponds to 50% of normal width (skinny text),
and 200 corresponds to 200% of normal width (wide text). Recommended is100.

Text Height for View Check


Enter here the height in percentage that is relative to the system default. The
valid range is 50-200 where 50 corresponds to 50% of normal height (short text),
and 200 corresponds to 200% of normal height (tall text). Recommended is100.

Large Font for Running Total


You can configure the running total to print in a standard font or a large font by
searching for and activating the following setting on the Station Configuration
Setup Form:

□ Large Text for Running Total

Button Areas
Function Buttons
The special operations that can be executed from the Order Entry Screen are
controlled by POS Functions Buttons. Frequently used Function Buttons may be
displayed at the base of the Order Entry Screen while less frequently used
buttons may be displayed on a secondary screen accessed by touching the
[MISC] button which also appears at the base of the Order Entry Screen.

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Order Entry

For more detailed instructions on configuring the Button Area of the Order Entry
Screen see the chapter on Function Buttons and Macros.

Most of the Function Buttons that can be activated from the Order Entry Screen
are common to all three POS Modules. However there are some functions that
may only be activated in one specific module. For instance, the [ASSIGN
DRIVER] operation works only in the Delivery Module while the [REASSIGN
SEATS] operation works only in the Tableservice Module. For a list of all the
specific Function Buttons that may be displayed at the base of the Order Entry
Screen in each POS Module, see the Function Button List.

Quantity Buttons

Seat Buttons
If you configure your system with Advanced Seat Management, the Order Entry
Screen will be configured with two additional [Seat] buttons that can be used to
easily advance the seat number as you order menu items for customers in
different seats.

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Order Entry

Station Configuration / Order Entry Options


There are multiple settings on the Station Configuration Form that affect the
layout and operation of the Order Entry Screen. Most of them appear under the
“Order Entry Screen” heading as shown in the screenshot below. But other key
settings appear on different areas of the Station Configuration Form:

Setup Æ Station Configuration

Use the Station List on the Station Configuration Form to highlight the Master
Configuration (or other station) where you wish to adjust the configuration of the
Order Entry Screen. Then use the [Search Settings] button to locate and
configure the following Order Entry settings:

Bring up Menu Groups – use this setting to display the menu group buttons for
your entire menu each time you access the Order Entry Screen

Advanced Seat Management – use this setting to add Seat Buttons to the Order
Entry Screen that can be used to raise or lower the seat number linked to a
particular menu item.

Prompt for Seat Number on the fly – use this setting to generate a prompt for a
seat number each time an item is added to the order.

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Order Entry

Menu Group to Show – use this setting to define a default set of menu item
buttons to display each time you access the Order Entry Screen.
NOTE: This setting gets overridden by the “Bring Up Menu Groups” setting above.

Function button rows / columns – use the two function button settings to define
the amount of space at the base of the Order Entry Screen required for the
Function Button Area.

Enter Numeric Customer Count – use this setting to enable a prompt that allows
you to manually enter the number of customers on each order

Fractional Screen Width for Adjectives


Number of Adjective Buttons – use these two settings to define an area for
displaying adjective buttons alongside the Order Detail Area.

Enable Quantity Buttons -- use this setting to add Quantity Buttons to the Order
Entry Screen that can be used to raise or lower the quantity of any item
highlighted on the Order Detail Area of the Order Entry Screen.

Space for View Check area (percentage)


Text Width for view check
Text height for view check – use these three settings in configuring the Order
Detail Area of the Order Entry Screen.

Menu Item Buttons – use this setting to define how many menu item buttons can
fit in the Menu Area of the Order Entry Screen by selecting either the Normal
display of 30 buttons or the Half Height display of 60 buttons.

Auto-Tag last item – use this setting to ensure that the last item added to an
order is highlighted on the Order Detail Area of the Order Entry Screen.

Display ordered quantity on item buttons – use this settings to configure the
Menu Item Buttons to display the quantity added to the current order displayed in
the Order Detail Area of the Order Entry Screen.

The following settings on the Station Configuration Form also affect the Order
Entry Screen:

Automatically Begin New Order – use this Delivery Mode setting to make the
Order Entry Screen the default POS display. This setting is used in
Quickservice establishments that settle orders as soon as they are rung up.

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Order Entry

POS Operations
Opening a new Order
The procedure for opening a new order depends on a variety of configuration
options including whether:

Enhanced Password Control is enabled and


Employees identify themselves with passwords, badges or fingerprints

Advance Orders
In the Delivery Module you may use the Delayed Send feature to take an order
that shouldn’t be readied for delivery until later in the day. In the Table Service
Module you may use the Timed Send feature to take an order and delay sending
it to a prep area for some specified time measured in minutes.

However, if you wish to configure your system to process orders for future dates
you must purchase the Advance Orders Add-on Module and then configure it on
the Station Configuration Setup Form. When the configuration is complete an
Advance Orders Button you may use to take orders for a future date will appear
at the base of the POS Status Screen(s):

To take an order for a future date:

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?Payments & Settlement

Cashier banking and server banking are two different methods used by the
Restaurant Manager POS System for tracking payments and settlement. Before
configuring settlement operations it is important to decide which banking method
you will use.

Whichever banking method you select, the staff responsible for processing
payments will use the POS Settlement Screen to finalize individual transactions.

Banking Methods
You must select between Cashier Banking and Server Banking when configuring
your POS System to track payments and settlement.

Server Banking
In a Server Banking system, waiters and waitresses carry their own banks and
settle transactions, themselves. The system simply tracks the server responsible
for each order and keeps a tally of sales made by each employee. When
employees clock out, the system automatically prints a Revenues Report which
shows their sales broken down by method of payment along with other
information necessary for reconciling the server’s bank.

To enable Server Banking you must enable the “Print Revenue Report” setting at
all POS Workstations where servers are allowed to clock out. Printing this
Revenue Report then becomes part of an automated clock-out procedure.
Systems that are configured for Server Banking are usually configured to track
Tip Earnings, too. In fact, a prompt for total tip earnings may also be made part
of an automated clock-out procedure.
?Payments & Settlement

Cashier Banking
In Cashier Banking cashiers settle transactions to a cash tray and are
responsible for balancing their tray at the end of the shift. Cashiers begin their
shift by logging onto the system and declaring the starting amount in their cash
tray with the [Initialize Tray] function button. At the end of their shift they use the
[Finalize Tray] function button to take their cash tray off line and then print a
[Cash Tray Report] to reconcile their tray. Cashiers are not allowed to clock out
of the system until they declare the final cash tray balance.

Cashier banking requires that:

1) There is Cash Drawer connected to the printer port of each POS


Workstation that is serving as cashier station; and

2) You have activated the "Require Cash Tray Init” setting at each of these
cashier stations.

It is recommended that any given POS system be configured to use a single


method of banking. However, it is possible to configure some POS Workstations
as cashier stations while other stations are dedicated to processing server
banking transactions. If you wish to allow both Cashier Banking and Server
Banking at a single station you must enable “Dynamic Cash Tray Numbers”.

In quickservice establishments that use Cashier Banking, transactions are


usually settled immediately, when the order is entered. In this environment, you
should the Settle function is usually linked to the Send function so that the order
is automatically sent to the Prep Area (or displayed on the General Message
Area) when settlement is processed.

In other systems that use Cashier Banking, you may wish to dedicate some
stations as order taking stations and other stations as settlement stations. In this
situation it is recommended that you:

1) Configure the cashier stations with the “Direct to Settlement” option that
allows them to access the Settlement Screen directly from the Status
Screens.

2) Prevent settling transactions at the order entry stations.

If certain POS stations are dedicated cashier stations, it is recommended that


you configure settlement "Fast Buttons" to make the settlement process
speedier.

No matter how you configure the settlement process, you must define all forms of
payment accepted in your establishment from the Forms of Payment Setup

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?Payments & Settlement

Form, including settlement to Guest Accounts, Employee Meals, and some kinds
of coupons. Six forms of payment are hard coded into the system:

Cash – for all cash payments


Check – for all payments with personal checks or money orders
Visa/MC – for all payments with VISA or MasterCard credit cards. You may
choose to disable this form of payment and create separate payment types for
these two types of credit cards. This is the only one of the six standard forms of
payment for which you can enable online credit card authorization.
Guest – for all checks you pick up “on the house” when a customer is served but
not charged.
Void – for all checks that are cancelled or deleted
On Account – for use in conjunction with the Guest Account Module, this form
of payment allows you to post a transaction to an account for settlement at a
future date. See Posting a Transaction to a Guest Account.

These six forms of payment can be disabled if you prefer not to use one or more
of them. You can also supplement these forms of payment with up to 93
additional forms of payment.

Note: All methods of payment defined in this setup form can be used with both Cashier and Server
banking.

Server Banking requires that you configure the system to prompt for Employee
Number when an order is opened or that you activate Enhanced Password
Control. RESTAURANT MANAGER keeps a tally of sales for each employee.
When employees clock out they must print a Revenues Report which shows their
total sales broken down by method of payment for reconciling with server
banking. Delivery Driver reconciliation is a form of Server Banking.

Cashier banking and server banking can be used simultaneously; however strict
operational procedures must be established. When mixing cashier banking and
server banking, servers and delivery drivers MUST NOT settle their transactions
at a cashier terminal.

?Initial Configuration
Forms of Payment Setup Form
You need only access the Forms of Payment Setup Form if you wish to
supplement the six forms of payment that are hard coded into your system. In

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?Payments & Settlement

the example shown below, more types of payment have been added to the
default.

Setup->Settlement->Forms of Payment

Whether your system is configured with Server Banking, Cashier Banking or


both, you can use all Forms of Payment defined in this setup form.

The setup form is organized as follows:

Forms of Payment List


Use the [ADD] button at the bottom of the Forms of Payment Setup Form to
add new lines to this list. Then [TAB] over to the fields on the body of the screen
to name and define the payment type.

Forms of Payment appear on the POS Settlement screen in the same numerical
order as on this setup form. However, on the setup form you also have the
option of displaying the forms of payment in alphabetical order.

The first six forms of payment cannot be renamed or deleted. However, they can
be disabled if you prefer that one or more of them NOT appear on the POS
settlement screen.

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?Payments & Settlement

Configuration

Name

When you press [Add], the temporary name that goes in the list is “New
Payment”. Type in this field the name that you want to give to the new payment
form.Default Excess Handling
Choose what you want to label the excess payment - “Change Due” or
“Gratuity”.

Enabled
Click on this box to enable the highlighted form of payment . If this box is not
marked, the payment type will NOT APPEAR on the POS settlement screen.
You can use the “Enabled” feature to disable any of the first six forms of payment
that you do not accept in your establishment. You can also disable any
temporary coupons or special offers that you no longer accept but which you will
continue to track in sales reports, etc.

Employee Meal
Check this check box if you charge staff for meals and wish to include this
information on payroll reports. Do NOT click on this box if employees pay for
their meals as they consume them.

NOTE: If employees are charged a discounted price you must also configure an Employee Discount
in the Discounts Setup Form and apply this discount to the employee's order BEFORE selecting an
Employee Meal method of payment.)

Room Charge
Check this check box only if your system is configured with an independent Hotel
Management Package (see Property Management System) and you wish to
create a form of payment that transfers charges to this package. Activating this
feature means that payment will not be accepted in the restaurant, but rather, at
a hotel front desk. Enabling this feature will cause a "Room Charge" receipt to
print at the front desk as soon as the check is settled.

CC Authorization
Check this check box for each credit card form of payment that must be
authorized via modem. See below for additional steps required to configure your
system for online credit card authorization.

Debitek Payment
Check this box..

GiveX

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?Payments & Settlement

Check this box..

VMC Metro
Check this box…

Button bitmap/color

If you wish to put a bitmap on any Menu Item Button:


Click on the ellipsis button that can be found in this section to call up an
alphabetical listing of all the bitmap files in the library
Double click on the bitmap you wish to put. (The image will appear on the Setup
Form.)
View actual size – check this if you want to view actual size of display in POS

Actions

Open Drawer
This option causes the cash drawer to open whenever a transaction is finalized
using this form of payment. On split payments, if any of the payments has this
option checked, the cash drawer will open upon finalizing the transaction.

Allow Cash Back


Check this option if you allow cash back from a credit card payment.

Force Printing Receipt


This option causes a receipt to be printed when finalizing a transaction using this
payment type. On split payments, any one of the payments can trigger the
receipt.

Security Level
This option sets the security level for selecting this form of payment during
settlement.

Discount Rate
The “Discount Rate” is the percentage fee charged by the bank for processing
credit cards. Because the bank also charges this fee on server tips, some
establishments require their servers to pay the fees associated with credit card
tips. For example, suppose the Discount rate is 3% for American Express. On a
$20.00 transaction with a $3.00 tip, the credit card fee for the tip is 3% of $3.00,
or 9 cents. This amount is added to the cash due amount on the Employee
Revenues Report.

Although in this example, the amount is merely pennies, it can add up to


hundreds, even thousands of dollars over the course of a few months. In some
jurisdictions, it is illegal to charge these fees to the waiters/waitresses. Check
with your local jurisdiction before using this option.

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?Payments & Settlement

Doing a Credit Card Pre-Auth


A credit card pre-auth is initiated by pressing the “CC Tab” button from the Tabs
main screen. Restaurant Manager will prompt you to swipe a credit card, then
automatically pre-authorize the card for a preset amount. Depending on the
system configuration, Restaurant Manager may prompt the operator to enter the
pre-auth amount.

Restaurant Manager will automatically authorize the card for the amount
specified. If the card is approved, a receipt is printed and the Tab is initiated.

The running total displayed at the bottom left of the order entry screen shows the
check total as well as the amount tendered. For example, if the check total is
$14.50 and the pre-auth amount is $50, it will show “14.50 / 50.00.” Note: if the
option “Large text for running total” is enabled, it does NOT show the pre-auth
amount – only the check total.

Repeat Authorization
A REPEAT authorization provides an efficient way of authorizing the same credit
card for additional funds. Depending on your system setup, Restaurant Manager
may display a warning when it is time to do a REPEAT authorization. The
warning is by way of a flashing title bar.

To execute a REPEAT authorization, choose the option “Repeat CC Auth” from


the order entry screen. Depending on how your system is configured, this option
may be located under “MISC.” When doing a REPEAT auth, Restaurant
Manager may prompt the operator to enter the REPEAT auth amount, or it may
default to a fixed amount depending on the system configuration.

Once the amount is determined, Restaurant Manager will automatically add


another payment on the settlement screen and copy all the credit card
information from the initial pre-auth to the new payment. The new authorization
is submitted for approval; however, Restaurant Manager does NOT print a
receipt on REPEAT authorizations.

If a REPEAT auth fails, it is recommended that you finalize the transaction


immediately by getting the balance in cash, or an alternative form of payment. If
the customer wishes to continue running a tab, you can start a new CC Tab with
a different credit card once the initial tab is settled out.

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Complete Pre-Auth
This is the final step in a credit card pre-auth transaction. Because the check
total will rarely (if ever) match the pre-authorized amount, Restaurant Manager
provides an efficient means of balancing the transaction (i.e., making the
authorized amount equal the amount due). After the “Complete Pre-Auth” option
is executed, it cannot be undone and the system will no longer recognize the
transaction as a credit card pre-auth. Therefore, this step should only be done
when the transaction is final and the customer is ready to settle up.

From the settlement screen, choose the option “Complete Pre-Auth.” On some
systems, this option may be located under “MISC.” When the option is executed,
Restaurant Manager will adjust the LAST payment so the total amount tendered
exactly matches the total BASE amount. If there is an automatic gratuity, the
gratuity amount is added to the last payment.

While adjusting the amount tendered, Restaurant Manager tries to avoid credit
card downgrades by keeping the adjustment within the limits defined in RMWin-
>Setup->Stations (“Max allowable pre-auth adjustment”). Only when the
adjustment amount is within the limits set by this parameter will Restaurant
Manager keep the original authorization code and adjust the amount.

When the adjustment falls outside the allowable range, Restaurant Manager will
take the following action:

When adjusting to an amount below the “Max allowable pre-auth adjustment,”


Restaurant Manager will discard the approval code for the pre-auth and add a
new payment for the desired amount.
When adjusting to an amount above the “Max allowable pre-auth adjustment,”
Restaurant Manager will keep the approval code for the original pre-auth and add
a new payment to make up the difference.

Once the adjustments are complete, Restaurant Manager will submit the credit
card(s) for approval and if the transactions are approved, it will print a
consolidated receipt showing the approval codes and the amount of each. The
consolidated receipt provides a space for the customer to write in a tip amount. If
using the Multiple-Auth approach, the tip can be applied to any one of the
existing authorizations (or split between them). See previous discussion
regarding credit card downgrades.

PCCharge Credit Card Processing


Restaurant Manager now provides an alternative to the Datatran credit card
processing interface. The PCCharge (developed by Go Software) interface
allows you to process credit cards via the internet as well as directly using a
standard modem.

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Program Architecture

POS communicates with RMCCWIN via the file system, which in turn
communicates with the PCCharge Payment Server via an OLE interface (ie.
Directly to the Payment server, not via the file system). Note that RMCCWIN is
limited to parsing and passing on instructions to the Payment Server.

Processor Selection
Please note: We require that the processor the restaurant uses is supported by
PCCharge in “Restaurant Mode”. You can find that out by going to:

http://www.pccharge.com/products/PCChargeCerts.htm

Setup

Modem

Recommended Modem: US Robotics Zoom, external.

Install the modem


Use diagnostic program to check for proper modem operation.

PCCharge Payment Server

Install PCCharge per Go Software’s instructions on the computer driving the


modem.
Configure PCCharge with the merchant and network processor information.
Under the restaurant options on merchant setup, set the “Authorization
Expansion Factor” to 125%. This will pre-authorize the amount of the check +
%25 and avoid needing to do an authorization when adding the tip.
Via the PCCharge interface, verify correct credit card processing by running a
couple of cards and settling the batch.
Make sure the “Force duplicates option is unchecked”
Make sure the “Use default processor” flag is checked.

ASI’s Credit Card Interface (RMCCWIN)

Run RMCCWIN on the same computer running PCCharge. (RMCCWIN.exe can


be found in the Restaurant Manager working directory.
Click on the Stop button in RMCCWIN, and bring up the General Setup Screen
(File->General Setup.)
Select the PCCharge as the interface type.

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Enter the full path of the directory where the PCCharge Payment Server program
resides (c:\progra~1\active-charge by default)
Enter User1 as the user name.

RMWIN Backoffice Setup


Disable “Allow tip revisions on credit cards” in the Station Configuration for each
station.
Change “Credit Card Authorization” to PCCharge.

ASI’s Credit Card Interface, Optional Parameters (RMCCWIN)


One can set the Merchant ID and processor by editing the RMCC.INI file that is
located in the WINDOWS or WINNT directory.

Set the following lines to the values you wish to use:


RMCCProcessorID=
RMCCMerchantNumber=

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Accounts Module
ASI has designed the accounts module to be flexible, providing a number of
setup options to fine tune the way accounts are issued and used. Following are
guidelines on configuring the Accounts module for common account types.

General Concepts

Account Types
Restaurant Manager’s original Guest Accounts database is being used to add the
new Accounts functionality in version 11. To distinguish between different sets of
accounts, we have introduced the concept of an “Account Type.” The
functionality of each Account Type (and the accounts it holds) is determined
through the different options settings programmed in the backoffice Accounts
module. For example, a “Gift Certificates” account type can be programmed to
print a voucher on a designated printer when issuing the gift certificate.

Charging Accounts
The most common use of accounts is for handling the “sale on credit” to pre-
established customers. The customer is assigned an account number and he
charges his purchases against this account. At the end of the billing period the
establishment issues and invoice for all the charges incurred during the period.
The account is settled upon receipt of payment. In this configuration the
Restaurant Manager Accounts module allows you to establish credit limits to
safeguard against overcharging the account.

Prepaying into Accounts


To eliminate the need to invoice customers, the accounts can be set up with a $0
credit limit. In this scenario the client pre-pays into his account so that he may
charge against it at a future date. RM allows you to handle payments into an
account from the POS using any of the enabled forms of payment. Split
payments are also allowed.

Gift Certificates
Restaurant Manager can handle issuing and redeeming gift certificates by use of
the Accounts module. Restaurant Manager generates a new account number for
every gift certificate issued, applying a credit to the account for the face value of
the Gift Certificate. Restaurant Manager can be configured to automatically
generate the Gift Certificates numbers as well as to print the Gift Certificate on a
designated printer.

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Accessing the Accounts Module


To access the Accounts Module, run Restaurant Manager’s main backoffice
program and select Accounts under the Addons menu option. The Accounts
module main form will appear.

On the left is a list of the Account Types defined. You can add or delete Account
Types by use of the buttons at the bottom of the list. You select an Account Type
by clicking on the account type of interest. The individual accounts listed under
the Account Maintenance tab are filtered according to the Account Type selected
(highlighted.) The setup option tabs are also tied to the currently selected
Account Type, allowing you to individually tailor the functionality of each Account
Type.

Note: To maintain backward compatibility the first account type is reserved for
Guest Accounts and may not be deleted.

Guest Accounts
The first account type in the Accounts module is preset to handle Guest
Accounts.
Guest Accounts allows you to create in-house charge accounts and post any
transaction to any existing account.

Guest Accounts should be used like an accounts receivable package to track


purchases and payments for each guest account. It includes reporting
capabilities and generates invoices that cover any billing period you define.

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To work with the Guest Accounts Module you must:

Install the software (p. 19).


Enable the “on Account” form of payment (p. 191).
Activate the “Display Guest Account” feature (p. Error! Bookmark not defined.).
Define the individual Guest Accounts you wish to use (as described below) or
import existing account information from another package (p. Error! Bookmark
not defined.).

NOTE: If you allow customers to settle their account balance at the POS Stations, you should also
create a “Guest Account Payment” category on the Paid In Setup Form (p. 235) and activate the
Paid In Receipt feature (p. Error! Bookmark not defined.) so that you can manually write the
Guest Account number on the Paid In receipt when payment is made.

Transactions are posted to Guest Accounts from the POS Module (p. 705). But
the accounts, themselves, are set up and managed from the Guest Accounts
Setup Form:

Add-ons->Accounts

The fields on this setup form are organized under three tabs:

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Account Maintenance tab


Use the fields under this tab to add new Guest Accounts, process payments and
adjust account balances, temporarily rescind charge privileges, sort & print a list
of accounts, and even import Guest Account data in ASCII format.

Invoice Message tab


Use the fields under this tab to create up to four lines of customized text that
prints on each Customer Invoice.

Guest Account Reports tab


Use the fields under this tab to filter date and account parameters before printing
Customer Invoices, Summary Reports or Detailed Reports.

About Account Numbers


Guest Accounts can be identified with any sequence of up to nine characters.
Thus, you can create an account number (or “code”) that begins with the current
year or the first four letters of the customer’s last name, etc.

Existing Guest Accounts are listed in sequence on the left of the Guest Account
Setup Form. The account codes are sorted first on number, then letter, and
then on other special characters like dashes or spaces. Thus, 1234 comes
before 98-001 which comes before A1234 which comes before SMIT-001.

The first step in adding a new Guest Account is assigning this Guest Account
code.

NOTE: If you are not using any special codes to identify the Guest Accounts, but rather wish
simply to number the accounts in sequence, you should scroll to the bottom of the Guest Account
List and note the last code number on screen before pressing the [ADD] button to create a new
Guest Account.

Adding a New Account


To add a new Guest Account:

Click on the Add-Ons drop down menu and select the “Guest Accounts” option to
call up the Guest Accounts Setup Form.

Click on the [ADD] button at the base of the screen.


(The system will prompt you to enter a new account number.)

Type in any sequence of up to nine characters and press [ENTER].

Type the customer’s name in the [NAME] field. (It is recommended that you use
the following format: <Last Name>, <First Name>, <M.I.>)

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Press [TAB] to move through the fields on this form entering all relevant
information. (NOTE: The [PHONE] field holds only 12 characters so you must
NOT USE parentheses when entering the area code.)

Click on the [BALANCE] button if you wish to create a starting balance for the
account.

Editing Customer Information


To edit information in an existing Guest Account:

Click on the Add-Ons drop down menu and select the “Guest Accounts” option to
call up the Guest Accounts Setup Form.

Scroll through the list on the left of the screen to locate the appropriate Guest
Account Number OR click on the [LOCATE] button (described below) to locate a
particular customer by name.

When a Guest Account is highlighted in the list on the left of the screen, press
the [TAB] key until the cursor appears in the field you wish to edit.

Type in the new information you wish to record and press the [TAB] key until the
cursor returns to the customer list on the left of the screen.

NOTE: If you wish to record a payment or change the account balance, you must press the
appropriate button at the base of the screen as described below.

Locating a Particular Guest Account


If you wish to locate a particular Guest Account Number, simply scroll through
the accounts displayed on the left of the Guest Accounts Setup Form until you
see the account you wish to work with. If you wish to locate a particular
customer by name:

Press the [LOCATE] button at the base of the Guest Accounts Setup Form to call
up the Locate Dialogue Box.

Type in the first or last name you wish to locate and press [ENTER]. (The
customer name that best matches the name you entered will appear on screen.)

Click the [YES] button if the information displayed corresponds to the account
you wish to locate or click on the [NO] button to find the next closest match to the
information you typed into the Locate Dialogue Box.

Issuing Account Invoices


RESTAURANT MANAGER can issue invoices for any period within the current
year. To issue account invoices:

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Click on the Add-Ons drop down menu and select the “Guest Accounts” option to
call up the Guest Accounts Setup Form.

If you wish to print a special message on the invoice, click on the “Invoice
Message” tab and type in up to four lines of text. (The Invoice Message appears
on the upper left-hand side of the invoice.)

Click on the “Guest Account Reports” tab to call up the Guest Accounts Report
Setup Form (p. Error! Bookmark not defined.).

Click on the [Customer Invoices] check box in the Report Type section.

Click on the down arrow beside the [Date Filter] field to select the date filter you
wish to use. (NOTE: If you select ‘Set Manually” you must type the date range
you wish to work with in the date fields.)

Click on the appropriate destination in the Report Destination section.

If you wish to print invoices for a subset of the existing accounts, type the
appropriate range of accounts in the Account Filter section of the screen. (See
page Error! Bookmark not defined. for more information on how account codes
are sequenced.)

Click on the [GO!] button to issue the Customer Invoice(s).

Processing Payments
To record payments and post them to an account:

Locate the account to which you wish to post a payment as described on page
Error! Bookmark not defined..

When the account is highlighted on the left of the Guest Accounts Setup Form,
click on the [Payment] button at the base of the screen, type in the payment
amount and click on the [OK] button.

Adjusting an Account Balance


Account balances are automatically adjusted every time an transaction is posted
to an account (p. 705) and every time a payment is recorded (p. Error!
Bookmark not defined.). To make a manual adjustment to an account balance
from the Guest Accounts Setup Form:

Locate the account you wish to adjust as described on page Error! Bookmark
not defined..

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When the account is highlighted on the left of the Guest Accounts Setup Form,
click on the [Balance Adj.] button at the base of the screen.

Type in the new account balance and any note you may wish to record about the
adjustment. Then click on the [OK] button.

NOTE: For accurate record keeping, it is highly recommended that you note the initials of the
person making the adjustment and the reason for the adjustment

Denying Charge Privileges to an Account


There may be times when you wish to continue billing and reporting on a client
but deny them further charge privileges. To deny credit to a particular account:

Locate the account to which you wish to deny credit as described on page Error!
Bookmark not defined..

When the account is highlighted on the list on the left of the Guest Accounts
Setup Form, click on the [Charges Allowed] checkbox until the check mark
disappears.

To re-instate charge privileges, simply click on the [Charges Allowed] checkbox


again.

Deleting an Account
RESTAURANT MANAGER only allows you to delete account with a zero
balance. If you simply wish to deny further charge privileges to a particular
account simply follow the steps described above. You may also set an account
balance to zero in order to delete it.

To delete an existing Guest Account:

Click on the Add-Ons drop down menu and select the “Guest Accounts” option to
call up the Guest Accounts Setup Form.

Locate the account you wish to delete (as described above).

When the account is highlighted in the list on the left of the screen, click the
[DELETE] button at the base of the screen.

Guest Account Reports


You can issue reports on all existing Guest Accounts from the Guest Account
Report Setup Form:

Add-Ons | Guest Accounts | Guest Account Reports tab

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This form is organized into four sections:

Report Type
Click on the report type that you wish to issue. The Summary Report shows all
transactions for all accounts including purchases, payments and balance
adjustments. The Detailed Report shows detailed item purchases for each
account. Issuing account invoices is described on page Error! Bookmark not
defined..

NOTE: An example of each report type appears in the “Overview of Reporting Capabilities”
booklet.

Date Filter
Click on the down arrow beside the date filter field to select any date range within
a given year. If you select the “Set Manually” option, you must type the desired
date range in the date fields.

Destination
Click on the checkboxes in this section to indicate whether you wish to send the
report to the printer, the screen or save it to file. If you wish to view an account
transaction history, you should issue the Detailed Report to Screen.

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Account Filter
Use the fields in this section to filter the accounts that are included in the report.
(See page Error! Bookmark not defined. for more information on how account
codes are sequenced.
Importing Account Information
If you have information on existing Guest Accounts in another software package,
you can import that information into your Guest Accounts Module. To do so, you
must first export the existing data in ASCII format. Then, to import the ASCII
data into RESTAURANT MANAGER:

Click on the Add-Ons drop down menu and select the “Guest Accounts” option to
call up the Guest Accounts Setup Form.

Click on the [IMPORT] button to call up the Import Accounts dialogue box.

Click on the [BROWSE] button and use standard Windows Procedures to identify
the file that you wish to import and click on the [OPEN] button.

NOTE: Importing a Guest Account file will overwrite any guest account information that has
already been recorded in the Guest Account Module. It is recommended that you import data only
when setting up a new system.

Warning: Special care should be taken NOT to enable automatic numbering of


guest accounts. If automatic numbering is enabled, you will not be able to make
payments into existing accounts.

Automatic Discounts
Accounts can be configured to apply an automatic discount. To activate an
automatic discount for an account go to RMWin->Add Ons->Accounts. Find the
account number of interest and choose a discount.

Whenever this account is chosen in the POS Order Entry screen, the discount
will be applied automatically. Note the discount will override any previously
applied discount. The discount is also applied when the account is chosen
during settlement.

Caution should be used when doing split payments to multiple accounts. If the
accounts have different discount rates, the rate of the last account will override
the others. When automatic discounts are used, ASI recommends against doing
split payments involving multiple accounts to avoid confusion in the discount rate.

Automatic discounts do not work with the on-line club interface (TAI interface).

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Gift Certificates

Configuring a Gift Certificates Account Type


Following are suggestions on how to configure the Accounts options for use with
Gift Certificates. The sub-titles mirror the descriptions on the setup tabs in the
Accounts module.

First, you will have to create a new Account Type to handle Gift Certificates. To
create a new Gift Certificate Account click on the ADD button. The NEW
ACCOUNT type is appended to the list box showing all the Account Types.

General Options

Enable: Check this box to enable the account type at the POS.

Description: Enter the text you wish to see on the button used to issue the Gift
Certificates. This text is also used as the name for the Account Type.

Enable expiration
dates: Check this box if you wish to put a limit on the time the gift certificate is
valid for. Restaurant Manager enforces expirations dates by requiring a
password to override Gift Certificates redeemed past the expiration date.

Expiration Period: Set the number of days the Gift Certificate will be valid for
(from date of issuance)

Issuing Options

Required Security
Level to Issue: Limits the employees allowed to issue Gift Certificates. See
the Restaurant Manager Manual for a detailed description of how Restaurant
Manager implements security.

Prompt for Reference: Checking this will prompt for the text to print on the
Gift Certificate. This can be the name of the beneficiary or some other
personalized text.

Prompt for
Expiration Date: If checked, will allow the issuer to modify the expiration date.

Allow new accounts

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From POS: This must be checked, since a new account must be automatically
created upon issuing a Gift Certificate.

Prompt before adding


New account: Probably not necessary when issuing a Gift Certificate.
Leave unchecked.

Auto-Numbering: You must check this option if you wish the Gift Certificate
reference number to be assigned upon issuance. Leave unchecked if the
sequence numbers are pre-printed on the Gift Certificate.

Next number to use: This number is automatically incremented every time


a Gift Certificate is issued AND the autonumbering is enabled. We recommend
you decide on a range of numbers that will be used for Gift Certificates, and then
set the starting number of the range here.

Print Options

Print Voucher: This must be checked to print Gift Certificates.

Wait before printing


Voucher: Check this if you wish the program to pause before printing the Gift
Certificates. This gives you time to turn the printer on, insert the correct paper,
and make any other adjustments necessary before printing.

Security level to reprint: We strongly recommend you only allow managers to


reprint Gift Certificates to avoid issuing multiple gift certificates on one account
number. The reprinting of Gift Certificates at the POS is sometimes necessary
because of printer malfunctions and other anomalies.

Primary Output Printer: Select the printer to use for printing the Gift Vouchers.
The printer selected must have a unique name that can be used throughout the
network. If the printer name is not included in the combo box list, simply type it
in.

Template document: Layout used to print the gift certificates. Use the
Select and Design template buttons to position the Gift Fields on the Gift
Certificate. See below for instructions on how to use the Template Layout editor.

Redemption Options

Security Level for


Credit Limit Override:

Security Level for

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Expiration Date Override:

Security Level to
Change Expiration Date:

Configuring Printer Drivers for Gift Certificates

Windows 95/98

Set the paper type to Custom for the tray being used.

Windows NT

In testing. Call ASI for more info.

Using the Template Editor


The Template Editor allows you to select and layout the information printed on
Gift Certificates. The paper used to print gift certificates can be any size
supported by your printer. However, in most cases you will use standard pre-
printed gift certificate forms. These come on letter sized paper, 3 to a page (8.5”
by 3.66”) and are perforated to allow easy separation of each certificate. To use
them with Restaurant Manager, you must first separate the Gift Certificates along
the perforations so that they can be fed to the printer one at a time, just as you
would with envelopes.

To launch the Template Editor, click on the Design Template button under the
Print Options tab. The screen below will appear:

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The list on the left contains the printable variables for the gift certificate.

To add a variable…

Click, drag, and drop the variable on the desired position on the layout.

To delete a variable…

Click, drag the variable on to the variable list or select the variable and
press the delete key.

To change the look of the variable…

Select the variable to modify and use the format buttons at the top of the
screen to change the font, size and other properties.

To add free text…

Click, drag, and drop the Text Field item on the desired position on the
layout. A window will pop up prompting you for the text to display and several
formatting options.

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Configuring POS stations to print Gift Certificates


In a typical configuration, a laser or ink jet printer will be used to print gift
certificates. This printer will be connected to one of the computers on the
network. If you wish to issue gift certificates from multiple stations, you must
share the printer so that it may be accessed from those stations. Also, since the
Accounts module does not provide for saving specific printer settings (tray to use,
paper size, etc.) we recommend you define a printer specifically for use with gift
certificates (“GCPrt”, say). You should keep the name of the printer to 8
characters or less to avoid sharing problems associated with long printer names.

Issuing Gift Certificates at the POS


Once you have configured the Accounts Module to handle Gift Certificates, you
can perform all Gift Certificate handling from the POS.

To issue a Gift Certificate:

Start a new order (Fast Transaction)


Immediately go to the settlement screen
Touch MISC button. The following pop-up window will appear.

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Select the Account Options button. This will bring up another window containing
a “Redemption” button followed by a list of “Issuing” buttons, one for each
Account Type defined.

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Select the Issue Gift Certificate button. You will be asked to confirm the
generation of a new Gift Certificate Account.

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Enter the amount for the Gift Certificate

Enter Reference text (if enabled). This can be the beneficiary’s name if you wish
to make the Gift Certificate nominative, or any other text.

Enter/modify the expiration date (if enabled).

At this point a screen showing a summary of the Gift Certificate settings appears:

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By selecting the “Modify” button you can change any of the previously entered
settings. Otherwise select the OK button to continue issuing the Gift Certificate.

On selecting OK, Restaurant Manager automatically applies the credit amount to


the newly created Gift Certificate account as a negative On Account form of
payment entry (see screen below).

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Settle the Gift Certificate sale by using any of the available forms of payment, just
as you would for a regular order.
Confirm Gift Certificate printing (if confirmation is enabled.) The Gift Certificate
will print at the designated printer.

Using Macros to Issue Gift Certificates


By use of Restaurant Manager’s macro capability you can greatly reduce the
number of touches required to issue a gift certificate. If Gift Certificates are going
to be used frequently you should create a macro to run from the main status
screen (tables, tabs or delivery). See the Restaurant Manager main manual for
details on programming macros.

Redeeming Gift Certificates at the POS

To redeem a gift certificate:

Enter the order you wish to settle and go to the settlement screen.
In the settlement screen, touch the MISC button, followed by the Account
Options button.
Select the Redemption button. You are prompted for the amount to apply from
the gift certificate to settle the check. If the amount of the check exceeds the

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face value of the gift certificate being redeemed, simply enter the face value.
You can then finish settling the check by applying another form of payment once
the Gift Certificate redemption has been processed.

Enter the Gift Certificate account number using the screen keypad and select
OK. A confirmation screen like the one below the will appear. The Current
Balance will be negative, indicating a credit amount for the account.

On confirming the gift certificate account the main settlement screen will return,
showing an “On Account” form of payment that corresponds to the redeemed gift
certificate. At this point you can add other forms of payment if required to
complete the settlement (split payment), or select the “Finalize” button to
complete the settlement.

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Prepaid Cards (or Gift Cards)


In this scenario, the account numbers are prerecorded on credit sized cards.
The cards can be “purchased” (prepayment into the account) at the POS and
then used to actually purchase goods and services from the establishment. This
configuration avoids having to issue a voucher (gift certificate), and speeds up
the sale process.

Configuring a Prepaid Cards Account Type


Most of the configuration options are identical to those set under the Gift
Certificates Account type. Only the options that are set differently are
documented below.

General Options

Same comments as under Gift Certificates.

Issuing Options

Auto-Numbering: You must not have this option checked, since the account
numbers are prerecorded on the prepaid cards and will be read into the systems
at the time they are paid for at the POS.

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Print Options

Print Voucher: This must be unchecked since the voucher is replaced by


the prepaid card.

Security level to reprint: Not applicable for prepaid cards.

Primary Output Printer: Not applicable.

Template document: Not applicable.

Redemption Options

Same comments as under Gift Certificates.

Issuing Prepaid Cards at the POS


Issuing Prepaid Cards is essentially the same as issuing Gift Certificates, save
for the way the account number is entered (by swiping the card through the
Magnetic Stripe Reader), and the elimination of the certificate printing.

Using Prepaid Cards to Settle an Order


Follow the same steps as for Gift Certificates. When prompted for an account
number, swipe the prepaid card through the Magnetic Strip Reader.

Account Expiration Time


RM provides the ability to specify an expiration date and time for any account.
Since gift cards and gift certificates are implemented as accounts, they too can
be programmed to expire at an exact date and time.

If you create new accounts (i.e., issue gift cards and/or gift certificates) from POS
and you wish to specify an expiration date/time, then you must check the option
“Prompt for expiration date” in RMWin->Add Ons->Accounts. This option is
under the “Issuing Options” tab. With this option checked, the POS will prompt
for an expiration date when issuing a gift card or gift certificate.

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Note: If “Prompt for expiration date” under “Issuing Options” tab is grayed out,
click General Options tab and check the box “Enable expiration dates.”

If you wish to prompt for an expiration time in addition to the date, then you must
check the option “Prompt for expiration time when creating new Accounts from
POS,” located under RMWin->Setup->Station Configuration.

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With this option checked, the POS will prompt for an expiration time immediately
after prompting for the date. If you do not check this option, then the expiration
time is assumed to be 23:59:59 (the end of the expiration date).

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You may view and/or modify the expiration date / time from RMWin->Add-Ons-
>Accounts, under the “Account Maintenance” tab.

Gift Cards

Entry of Guest Account Number


If you issue gift cards, or if your guest accounts are issued magnetic cards with
their account number, you may choose to disable the touch screen when
entering the account number. This forces the user to swipe a card, rather than
use the touch screen to enter the account number.

This option is provided for protection against employee fraud. If an employee


knows a valid gift card number or account number (or if they correctly guess a
valid number at random), they can easily settle to that account by choosing “On
Account” payment type. If a transaction is paid for in cash, the employee can
thus settle using “On Account” and pocket the cash.

To prevent this from happening, go to RMWin->Setup->Station Configuration,


and UNCHECK the option “Enable Touch Screen on Guest Accounts.”

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Centralized Gift Card Interface


ASI Centralized Gift Card Interface is ideally suited for multi-location businesses,
allowing you to issue gift cards that are redeemable from any location. All gift
transaction activity is available online at http://www.rmgiftcards.com, by use of an
assigned user name and password.

The Gift Card interface forms part of ASI’s credit card interface program,
RMCCWIN.

System Requirements

• ASI’s Credit Card interface program, RMCCWIN.EXE


• Broadband Internet Access

For information on how to setup centralized gift cards see the Restaurant
Manager’s Installation Guide.

Foreign Currencies
RESTAURANT MANAGER™ can handle two currency types -- a primary
currency and a secondary currency. The primary currency is the default currency
used by the system. In order to accept a second currency, you must enter the
exchange rate and other information relating to the secondary currency in the
Foreign Currencies Setup Form. This information can be changed whenever
and as often as necessary. All changes are applied to the POS Module
immediately, even when a session is open and orders are pending.

The secondary currency can be applied during the settlement process to


calculate change, etc. To settle a transaction using a secondary currency, press
the [MISC] button on the Settlement Screen.

For reporting purposes all transactions settled in a secondary currency are


converted to the primary currency using the exchange rate in the Foreign
Currencies Setup Form.

Setup->General->Foreign Currency

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The following fields appear in the Foreign Currency Setup Form:

Primary Currency
Type a name in this field that identifies the primary currency accepted in your
establishment.

Secondary Currency
Type a name in this field that identifies a secondary currency accepted at time of
settlement. This name appears on receipts for transaction settled with a
secondary currency.

Exchange Rate
Type in the multiplier that converts the primary currency into secondary currency.
For example, if the primary currency is US dollars and the secondary currency is
Japanese Yen and 1 USD is equal to 106 Yen, then the exchange rate is 106.
This multiplier is used to calculate check amounts in the secondary currency at
the time of settlement. Transaction amounts are always presented in the primary
currency on sales reports. You may change the exchange rate multiplier at any
time. The change takes effect immediately at the POS terminals.

Number of decimal points

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The final option allows you to define the number of decimal places used in the
secondary currency. (The number of decimal points in the primary currency can
be affected by the way tax calculations are rounded.)

NOTE: If you only use a single type of currency, it is recommended that you set the secondary
currency type to the same as the primary, and enter an exchange rate of 1.000

Customer (Pole) Display

By default the customer display is NOT cleared once a transaction is finalized, so


that the “change due” number is visible until a new transaction is initiated.

To force the clearing of the display at the end of a transaction, check the box
found at Setup->Stations->Devices->Customer Pole Display->Clear Customer
display after settlement.

POS Operations
The Settlement Screen

Transactions are always settled from the Settlement Screen shown below:

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The area at the lower right labeled Summary Information” shows sub-totals for
various components of the order. All these figures may be adjusted from the
Order Entry Screen which you can access by touching the [Cancel] button.
For details on adjusting any portion of a transaction, see the chapters on price
adjustments, discounts, taxes, gratuities and Cash Trays.

The forms of payment accepted in your establishment are displayed on buttons


in the area on the upper right of the Settlement Screen. These payment buttons
are defined on the Forms of Payment Setup Form. This Forms of Payment setup
form allows you to configure standard forms of payment such as “Cash” or
“Check”. It also allows you to create payment buttons that link to third party
software for online credit card processing or for adding room charges to a front
desk or Property Management System. However, the Forms of Payment Setup
Form is NOT used for configuring your system to accept gift certificates or to
process payments “On Account”. These forms of payment must be configured
using the Accounts Add-on Module which is purchased separately from the basic
Restaurant Manager software.

When you touch one of the payment buttons under the “Method of Payment”
heading, the system prompts you for the amount tendered and then displays this
amount in the Payment Information Area at the center of the Settlement Screen.
The payment information is displayed on interactive buttons making it easy to
modify the payment detail such as the tip or the cash back amount. The
Payment Information Area can display an unlimited number of split payments on
a single transaction.

Configuration of the Settlement Function Buttons that appear at the base of the
Settlement Screen are described in the chapter on POS Function Buttons.

Accessing the Settlement Screen


You may access the Settlement Screen from the Order Entry Screen using either
the [Settle] or [Cash] Function Buttons. Alternatively, if the “Direct to Settlement”
setting has been enabled, you may access the Settlement Screen directly from
the POS Status Screens. Either way, you must first select the order or guest
check you wish to finalize before you can access the Settlement Screen.

Settle Button / Cash Button


The Order Entry Screen is usually configured with a [Settle] Function Button that
provides access to the Settlement Screen. Some systems may also be
configured with a [Cash] button that not only calls up the Settlement Screen but
also sets the Form of Payment to cash by default. You can use the POS
Function Buttons Layout Setup Form to determine whether the [Settle] and
[Cash] function buttons appear on the Order Entry Screen.

From the POS Settlement Screen you may apply multiple forms of payment to a
single transaction. Applying multiple payments to a check is a process known as

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“Split Payments” that does not involve creating separate or “split” checks. Split
Checks are described separately in the chapter on Checks & Sales Receipts.

From the Table Service and Delivery Modules you may settle multiple orders
simultaneously to cash without accessing the Settlement Screen. When you use
the Settle All function in Table Service or the Auto Cash Settle function in the
Delivery Module the system will NOT access the POS Settlement Screen.
Instead, you will be prompted to select an individual employee and all the open
orders linked to that employee will automatically be settled to cash.

All these and many other settlement configuration options are described below in
the section titled “Initial Configuration”. Operational details including Voids, Paid-
Ins and Paid-Outs are described in the section on “POS Operations”.

Controlling the Cash Drawer


Initializing the Cash Tray
If you are using Cashier Banking to track sales transactions, then each cashier
must “initialize” their Cash Tray at the start of their shift.

Changing the Drawer assigned to a Tray

Adjusting Transaction Amounts


Discounts
Coupons
Taxes
Tips & Gratuities

Entering the Amount Tendered


Deleting Payments

Split Payments

Finalizing the Transaction

Your system can be configured to process settlements in different ways (p. 432).
In most configurations, checks are settled as follows:

Press the table button (or order button) on the POS Status Screen that
corresponds to the order you wish to settle.

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Press the [SETTLE] button at the base of the Order Entry Screen to call up the
Settlement Screen (p. 621).

NOTE: As described on page XX, you can press the [CASH] button instead of the [SETTLE]
button, to record and finalize a cash payment with the touch of a single button.

Press the button corresponding to the type of payment presented by the


customer. …A dialogue box appears with the actual amount of the check in the
payment amount field, a numeric touchpad for editing this amount and a series of
buttons representing round dollar amounts:

Comment [AEM1]: groupsel.wmf


(Select group)
You can press [ENTER] if the customer tenders exact change. Or press the
appropriate round dollar amount button. Or type in the exact amount presented
by the customer.
Comment [AEM2]: settlecon.wmf
(Settle confirm)
NOTE: If you type in an amount less than the total amount of the check, RESTAURANT
MANAGER will process split payments as detailed on page 710.

When you have entered payment amount(s) to cover the check in full,
RESTAURANT MANAGER prompts you to review all settlement information on
screen and finalize settlement by pressing [YES]. When you confirm settlement,
the POS Status Screen appears again. You will notice that the table button (or
order button) corresponding to the order you just settled no longer appears on
the Status Screen.

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If there is an error in any information on this screen you must press [NO] or
[CANCEL] to adjust the payment information.

Saving a Transaction for Future Settlement


In the Tableservice Module, the “Send to Tabs” button can be used to remove a
transaction from a table without actually settling the transaction.

Revising Settlement
An enhanced browse utility that helps for a quick search of a check for revising
settlement. This utility is also used in Re-Print Check, Recall Check and Re-Print
CC Transactions. (sample screen shot below for revise settlement)

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Filters

The list of checks displayed in the browse can be streamlined/limited by using


the filters listed below. (Note: If the filter function cannot find the specified key, it
reverts the display back to the previous filter. Active filter is displayed at the
bottom right of the browse window.)

Order No.
Prompts the user for a numeric input as Order No. The system then searches
the list of checks and displays a single check (since Order No. is unique).

Table No.
Prompts for a numeric input as Table No. Displays all checks done in the table
specified in the input.

Fast Trans
Displays all Fast Transactions.

Tabs

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Numeric input is needed as Tab #. Displays checks with tab number equal to the
input.

Delivery
Displays all Delivery Transactions.

Employee
The systems prompts with a selectable employees list. Displays all checks
attended by the selected employee.

Check Total
Prompts for a value. Displays the checks with total equal to the input value.

Payment Amount
Prompts for a value. Displays the checks with amount equal to the input value.

Date
A date input is needed. Displays all transactions done on the date specified.

Revenue Center
Prompts with a selectable Revenue Centers list. Displays all checks done in the
selected revenue center.

Account No.
After typing the needed account number in the dialog that appears, the checks
displayed is limited only to the transactions done by the account number
specified.

Cash Drawer
Displays transactions done through a specified Cash Drawer number.

Phone
Displays all transactions done by a customer having the specified Phone
number.

Payment Type
A selectable payment types menu appears then displays all transactions having
the selected payment type.

Discount Type
A selectable discount types menu prompts the user then displays all transactions
with the same discount type as the selected one.

Reference
The user is prompted with a dialogue for typing in the text as reference. Displays
all transactions having the typed-in text as reference.

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Show All
Disables any active filter and displays all checks arranged by Order No.

(sample screen shot of filter selection)

Non-Sale Transactions
Your RESTAURANT MANAGER™ system will track all non-sale transactions
that affect the cash drawer balance. These transactions are recorded in the
Cash Tray Report, etc.

To properly track non-sale transactions you must always use the "Paid in/Paid
out" button on the Main Status screen of the POS Module to open the Cash
Drawer.

From the Backoffice Module you can configure your system to track these non-
sale transactions as follows:

Define the categories you wish to use to track non-sales transactions in the Paid
Out Setup Form (shown below).

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Access the General POS Configuration to activate the “Cash Paid-Out


receipt”option.

Paid Out Setup Form


Use the Paid Out Setup Form to define up to twenty categories for tracking
non-sales transactions that may be processed during a POS session. These
categories can be used to identify both "Paid In" and "Paid Out" transactions (i.e.
cash deposited into AND cash removed from a Cash Tray.)

Setup->General->Paid Outs

The setup form is organized in two columns:

Number
This column numbers each Paid Out category. These categories appear on a
pop-up window in the POS Modules in the same order in which they’re entered
here.

Category

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Type the text you wish to use to describe a particular type of transaction.
Because you cannot edit this text from the POS Modules, it is recommended that
you create a MISC category in addition to specific categories like Food Invoice,
Beer Supplier, etc. If your system is configured to print a receipt every time a
non-sales transaction is recorded, the category text will print on the receipt.
These categories also appear on the Cash Tray Reports, etc.

NOTE: If your system is configured with the Guest Accounts Module and you expect that some
customers may wish to pay their account balance at one of your POS stations, you should create a
Paid In category called “On Account”.

Paid Outs Report (wait for brian)


The non-sale transactions for a particular sales session are listed at the bottom
of the Cash Drawer Report. You can also issue a separate report detailing each
non-sale transaction:

Click on the Reports drop down menu and select the “Session” option.

Click on the Paid Outs option to call up a filter form that you can use to filter the
data that appears on the report (p. 583).

Changing the Cash Tray

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Taxes

Restaurant Manager allows you to define a variety of tax types:

Standard Sales Taxes are calculated as a percentage of price and are


added to transactions after all prices are sub-totaled.

VAT Taxes are also defined as a percentage of price but are included in
the price of each item rather than as a separate line item when totaling a
sale.

Fixed Tax Surcharges are not based on the price of an item but, rather, on
other parameters such as the amount of alcohol in a drink, etc.

Restaurant Manager also allows you to set different parameters that control how
and when these different taxes are applied. You may choose to apply different
taxes to a sale depending on:

The category (or “Group Type) of each item sold (ex. Menu Items
categorized as “Food” may be taxed differently than Menu Items
categorized as “Alcoholic Beverages”)

Whether or not the transaction includes items from a particular menu


category or “Group Type” (ex. Some bars and nightclubs use VAT Taxes
when selling only drinks but they switch to standard Sales Taxes when
food is added to the check.)

The Revenue Center to which the transaction is assigned (ex.


Transactions assigned to the “Carry Out” Revenue Center may be taxed
at different rates than transactions assigned to the “Dine In” Revenue
Center.)

The person or entity making the purchase (ex. Diplomats and non-profit
organizations with tax free status need not pay taxes on their purchases. )
Taxes

Configuring your system to apply the appropriate taxes to each transaction


involves three different Setup Forms:

The Tax Table Setup Form


The Group Types Setup Form
The Revenue Center Setup Form

The taxes themselves are defined in the Tax Table Setup Form (unless you are
working with Fixed Tax Surcharges, in which case the surcharge amounts are
defined on the Menu Setup Form.) The parameters that control when each tax is
applied are configured on the Group Types and Revenue Center Forms.

The logic for taxing transactions works as follows: Restaurant Manager links
every transaction to a Revenue Center or “department”. Each Revenue Center,
in turn, links to a Tax Table which includes all the taxes applicable in that
Revenue Center. Each tax in this Tax Table is linked to appropriate items on the
menu via the Group Types Setup Form.

In addition to configuring the default parameters described above, you may also
use the Backoffice Module to:

Define certain Menu Items as permanently non-taxable.

Create special Revenue Centers where no taxes apply.

Configure Restaurant Manager to tax gratuities and cover charges collected by


the house.

From the POS Module you can manually adjust the default parameters and
change the way transactions are taxed:

You can make a specific transaction non-taxable.

You can manually switch to a different Revenue Center that uses a different Tax
Table or to a Revenue Center that is setup to be Tax Free

You can manually switch to a different Tax Table without changing the Revenue
Center, itself.

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Taxes

Initial Configuration
Tax Tables Setup Form
The Tax Table Setup form allows you to define two different Tax Tables. But, in
most installations the Revenue Centers all link by default to a single “Primary”
Tax Table and there is no need to define a Secondary Tax Table.

You can define up to five types of taxes in a Tax Table. Examples might include
a 5% State Sales tax, a 1% City Sales Tax, a 6% State Liquor Tax, a 3% Grocery
Tax, etc. Multiple taxes from a Tax Table may be applied to any given
transaction, depending on the types of Menu Items being sold. You cannot,
however, apply taxes from different Tax Tables to a single transaction.

Use the Tax Tables Setup Form to define a Primary Tax Table:

Setup Æ Settlement Æ Tax Tables

You can define up to five different taxes in each Tax Table by using the following
data entry columns:

Tax Name
Click on a blank field in this column and enter the name of the tax type you
wish to define

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Taxes

Threshold
Enter the minimum dollar amount to which each tax applies. (If, for
instance, no tax is applied to sales of less than one dollar, enter ".99" in
this column.) Leave this column at "0.00" if the tax should be applied to all
sales.

Percent
Enter the percentage tax rate in this column. If you are defining a Fixed
Tax Surcharge you must leave this field blank and define the tax
surcharge amounts in the Menu Setup form.

VAT
Leave this box blank if you are defining a standard Sales Tax. Check this
box if the tax is included in the price of the Menu Item. If you check this
box, no additional sales tax will be applied to this item when the
transaction is processed. On sales reports, however, you will see a
breakdown of the actual price and the tax amount. (See “VAT Taxes” for
more information on Value Added Taxes.)

Rounding
By default Restaurant Manager rounds taxes to the nearest penny. Click
on the down arrow to the right of this field to select an alternative rounding
method from the following options:

Round up
Round Down
Nearest

Tax Type
The default tax type is set to “Standard”. Do not change this tax type
unless you are defining special Canadian Taxes.

NOTE: After you define A Primary Tax Table with all the taxes that apply to sales in your locality,
you must access the Group Types Setup Form in order to link the taxes to the items on your menu.

Secondary Tax Tables


As noted above, Restaurant Manager links every POS transaction to a Revenue
Center or “department”. The Revenue Centers, in turn, link to a Tax Table which
defines the types of taxes applicable in that Revenue Center. By default all
Revenue Centers link to the Primary Tax Table. If you wish to link some of your
Revenue Centers to a Secondary Tax Table you must change the Default Tax
Table on the Revenue Center Setup Form.

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Taxes

Using a Secondary Tax Table allows you to tax the same menu item at different
tax rates that might apply to different types of transactions. For instance, in
some localities, the Sales Tax applied to Carry Out sales is different than the rate
applied on Eat-In sales. In this case you would need to define a tax called “Sales
Tax” on both the Primary and the Secondary Tax Tables and enter the Eat-In tax
rate in the Primary Tax Table and the Carry-Out Tax rate in the Secondary Tax
Table. You would then need to create separate Revenue Centers for “Eat-In”
and “Carry Out” sales and default to the Primary Tax Table for the first and the
Secondary Tax Table for the second.

The Secondary Tax Table also allows you to use VAT taxes on selected
transactions while applying standard sales taxes to other transactions. This is a
popular configuration in bar / restaurants where drink prices in the bar often
“include” tax when customers order drinks only. (See the section on “Smart Tax”
for details on configuring your system to accommodate VAT taxes on selected
transactions.)

IMPORTANT: The Primary and Secondary Tax Tables are completely independent of one another.
You cannot apply taxes from these different tax tables to the same transaction.

VAT Taxes
RESTAURANT MANAGER defines the VAT (Value Added Tax) as a tax that is
included in the sale price of a particular item. For instance if you define a beer
with a price of $5.00 and link that beer to a 10% VAT tax, RESTAURANT
MANAGER will bill the customer $5.00 and record the transaction as a $4.55
sale and a 45 cent tax. If the beer is priced at $5.00 and taxed with a standard
10% sales tax, RESTAURANT MANAGER will bill the customer $5.50 and record
a sale of $5.00 and a tax of fifty cents.

There are VAT checkboxes alongside each tax in the Primary and Secondary tax
tables that allow you to indicate whether the tax is a VAT or not. Restaurant
Manager’s Smart Tax feature allows you to apply the VAT selectively.

NOTE: In addition to including tax within the sale price, Restaurant Manager™ gives you the
option of processing transactions that include no tax at all, see Tax Free Sales.

Printing Tax Amount on Checks


If your system is configured with VAT taxes By default the guest check is
configured to print

Tax Free Sales

There are various Setup Forms in the Backoffice Module that can be used to
configure the processing of tax free sales:

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1) There is a checkbox labeled “Taxable” under the <Prices Tab> on the Menu
Item Setup Form. Every time you create a new menu item it is, by default,
defined as “Taxable”. If no sales tax should ever be applied to a particular item,
however, you should uncheck this box. When this item is added to an order it will
the price of the item will not be included when calculating the sales tax.

2) There is a checkbox labeled “Apply Tax” on the Revenue Center Setup Form.
Every time you create a new Revenue Center it is, by default, linked to the
Primary Tax Table. If no sales taxes should be applied to any of the transactions
linked to a Revenue Center, however, you should uncheck the “Apply Tax”
checkbox. There are two common reasons for configuring your system with a
Revenue Center where no tax is applied:

a) Some business wish to report separately on all their tax free sales. The
easiest way to do this is to create a special Revenue Center called “Tax
Free Sales” and then manually assign sales to this Revenue Center from
the POS Module each time you process a tax free transaction.

b) Some localities do not tax certain types of transactions, such as Carry-


Out transactions. To make sure transactions of this type are never taxed,
you must create a Revenue Center where taxes are not applied and then
configure the system to prompt for the appropriate Revenue Center at the
beginning or end of each transaction. Alternatively, if one of more POS
stations are normally dedicated to processing transactions that should be
tax free you may use the POS Modes section of the Station Configuration
Set-up Form to set a tax free Revenue Center as the default for these
particular POS stations.

Smart Tax
Some restaurants that operate both a bar and a dining room choose to use
different types of taxes in the bar than they use in the dining room. They
generally apply VAT Taxes to drinks ordered in the bar and apply standard Sales
Taxes in the dining room. But when customers in the bar order food, the
business may wish to apply standard Sales Taxes in the bar, as well.

Restaurant Manager’s Smart Tax feature identifies bar transactions that include
food and automatically switches between the “Primary” and “Secondary” tax table
when food is added to a bar order.

The Smart Tax feature is activated when you enter a Tax Table in the field
labeled “Tax Table for Food” on the Revenue Center Form. However to fully
configure the Smart Tax feature you must access three different setup forms:

The Tax Table Setup Form

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The Revenue Center Setup Form


The Group Types Setup Form

Tax Tables
Access the Tax Table Setup form and create both a Primary and a Secondary
Tax Table that each include all of the taxes applicable in your locality. The tax
names and tax rates should be the same in both Tax Tables. However, the VAT
check boxes should only be activated for the taxes on one of the Tax Tables,
usually the Secondary Tax Table.

Revenue Centers
Decide which Revenue Center will be the default used at each of the POS
stations in the bar and access this Revenue Center on the Revenue Center
Setup Form. Make sure the field labeled <Default Tax Table> displays the Tax
Table where the VAT checkboxes were activated, usually the Secondary Tax
Table. Then access the field labeled <Tax Table for Use with Food> and enter
the other Tax Table, usually the Primary Tax Table.

Group Types
Decide which menu items are considered to be “food” and then use the Group
Types Setup Form to define them as such. When you access the form, highlight
each Group Type that is used to categorize food items and click on the “Food”
checkbox.

To disable the Smart Tax feature for a given revenue center, simply set the field
labeled “Tax Table for Food” to “Use Default.”

NOTE: When you open a POS order that is linked to a Revenue Center where Smart Tax is
enabled, the tax table cannot be changed manually. To change the Tax Table in this situation you
must first switch to a Revenue Center where Smart Tax is not enabled.

Fixed Tax Surcharge by Item


Some localities levy a tax based on the alcoholic content of certain beverages.
For example, some areas might charge a 10 cent surcharge per ounce of alcohol
content. In these situations, a standard percentage tax based on the selling price
of the beverage cannot be used; instead a fixed tax surcharge must be applied to
the sale.

Fixed Tax Surcharges can be added to menu items or modifier items. If the bar
menu is configured with modifier pop-up screens for selecting between brands of
liquor it is recommended that you add the fixed tax surcharges to these modifier
items.

You must use three different Setup Forms to configure your system to apply
Fixed Tax Surcharges:

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Taxes

The Tax Table Setup Form


The Group Types Setup Form
The <Price Options> section of the Menu Item Setup Form

To define the name of the Fixed Tax Surcharge:

1) Access the Tax Table Setup Form (Setup->Settlement->Tax Tables).


2) Click on the first blank line in the <Tax Name> column of the Primary Tax
Table
3) Type in the name of the Fixed Tax Surcharge but leave the other columns
blank. (NOTE: If you enter a number in the <Percent> column, the Fixed
Tax Surcharge will not work.)
4) If you have defined any Revenue Centers that link to the Secondary Tax
Table repeat steps 1 to 3 for this tax table, too.

To link this new tax to specific types of Menu Items:

1) Access the Group Types Setup Form (Setup->Menu-> Group Types)


2) On the left side of this form highlight a Group Type category to which the
new Fixed Tax Surcharge applies.
3) In the <Taxes> section of the form, check the box(es) beside the new tax
name. If necessary you may also de-activate taxes that are no longer
applicable to current Group Type.
4) Repeat steps 2 and 3 for each Group Type to which the new Fixed Tax
Surcharge applies.

To update an existing menu with Fixed Tax Surcharges:

1) Access the Menu Items Setup Form (Setup->Menu->Menu Setup)


2) Use the Menu Tree on the left of the form to find and highlight a Modifier
Group (or Menu Group) containing items to which the Fixed Tax
Surcharge applies.
3) When the items in this group are displayed on screen, click on a button
that represents an item to which the Fixed Tax Surcharge applies.
4) When the Menu Item Setup Form appears, click on the <Price Options>
tab.
5) Click on the down-arrow in the <Primary Tax> field and select the Fixed
Tax Surcharge from the drop down tax list.
6) Tab to the <Amount> field and type in the dollar amount of the Fixed Tax
Surcharge that applies to this menu Item. (For example, if the tax is 2
cents per ounce, and the drink contains 8 ounces, the tax would be 16
cents.
7) If your system is configured with Revenue Centers that are linked to a
Secondary Tax Table, repeat steps 5 and 6 for the <Secondary Tax> field.

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8) Repeat steps 3 to 7 for all the modifier or menu items to which the Fixed
Tax Surcharge applies.

Taxing Cover Charges & Gratuities


Most localities tax revenue generated from cover charges and gratuities and
banked by “the house”. You can configure your Restaurant Manager system to
track this income as sales revenue and then calculate the taxes owed on these
earnings.

Configuring your system to track and calculate tax on cover charges and
gratuities involves three different Setup Forms:

The Tax Table Setup Form


The Group Types Setup Form
The Auto Gratuity section of the Station Configuration Form

If the tax applied to food sales is the same as the tax applied to gratuity earnings
you need not access the Tax Table Setup Form. However, if gratuity earnings
are taxed at a different rate than other sales revenue, you must create a new tax
type to apply to the gratuity earnings:

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1) Access the Tax Tables Setup Form (Setup Æ Settlement Æ Tax Tables)
2) Click on the first blank line in the <Tax Name> column of the Primary Tax
Table
3) Type in the name of the Tax that is applicable to gratuity earnings.
4) Tab to the <Percent> column and type in the tax rate applied to gratuity
earnings.
5) If you have defined any Revenue Centers that link to the Secondary Tax
Table repeat steps 1 to 3 for this tax table, too.

To create a Group Type category for tracking gratuity income as sales revenue:

1) Access the Group Types Setup Form (Setup Æ Menu Æ Group Types)
2) Double click on a blank line under the <Type> heading on the left of the
form.
3) Name the new Group Type “Gratuity Earnings”
4) Use your cursor to click the check box(es) beside the name of the tax rate
that applies to gratuity earnings.
5) Note the number of the new Group Type you have created and exit the
Group Types Setup Form.

To configure the system to account for gratuity earnings as taxable income:

1) Access the Station Configuration Setup Form


(Setup Æ Station Configuration).
2) Highlight the <Master> option in the Station List on the left of the form.
3) Click on the <Search> button at the base of the form and type “taxing”
4) When the Search Results appear, select <Group Type for taxing Gratuity>
then exit the Search Results form.
5) Double click on the heading that reads <Group Type for taxing Gratuity>
6) Type in the number of the new Group Type created in the process above.
7) Highlight the next station on the station list on the left of the form. Note
that the heading <Group Type for taxing Gratuity> remains visible on the
screen.
8) Repeat steps 5 to 7 for each station on the Stations List.

Canadian Tax Setup

Restaurant Manager™ is capable of handling GST and PST tax for the province
of Ontario, Canada. This includes special casing for beverages, prepared food,
and baked goods.

Configuring Restaurant Manager™ to handle Ontario taxes requires a few


additional steps over and above the normal tax set up procedures. Read above
for a full description of tax set up. The succeeding sections only describe the
additional steps required for taxes in Ontario, Canada.

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The information contained herein is subject to change and may or may not apply
to other jurisdictions in Canada. Consult your local tax authority for verification
and updates.

Overview of Tax Rates


Ontario has two taxes: a Goods and Services Tax (GST) and a Provincial Tax
(PST). Taxes are applied differently depending on the type of goods sold. There
are 5 categories for types of goods. The following table lists the 5 categories and
their corresponding tax rates as of December 4, 2000.

GST Tax GST PST Tax PST


Threshold Threshold
Soft Drinks 7% 0.00 8% 4.01
Baked Goods 7% 0.00 8% 4.01
Prepared 7% 0.00 8% 4.01
Foods
Alcohol 7% 0.00 10% 0.00
Retail 7% 0.00 8% 4.01

There are two special exceptions that apply to GST and PST. They are
described below:

Exception 1: Baked Goods


Whenever the quantity of baked goods is greater than 5 (regardless of the price),
neither GST nor PST tax is applied to the baked goods. The price of the baked
goods, however, still applies toward meeting the 4.01 threshold and does affect
whether PST is applied to the Soft Drinks and Prepared Foods.

Exception 2: Soft Drinks


When a transaction is less than the PST threshold and the transaction consists of
soft drinks only (i.e., no Baked Goods or Prepared Foods), then PST tax applies
even though the threshold is not met.

Configuration
To handle all the Ontario tax requirements, you must set up 4 taxes in
Restaurant Manager™ – 1 GST tax and 3 PST taxes (Setup->Settlement->Tax
Tables):

Percentage Threshold Tax Type


GST 7% 4.01 Canadian GST
PST Food 8% 4.01 Canadian PST
PST Retail 8% 4.01 Standard

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Taxes

PST Liquor 10% 0.00 Standard

A separate Retail PST is required because it does not count towards the 4.01
threshold applied to food and beverage items. A separate Liquor PST is required
because it must appear separately on the guest check and has a different
percentage than the others. The “Tax Type” for PST Liquor and PST Retail
should both be set to “Standard” because the special exceptions for Baked
Goods and Soft Drinks do not apply.

In addition to the above, you must define tax categories for each “Group Type” in
Restaurant Manager™ (Setup->Menu->Group Types). For each group type,
select a tax category from the drop down list (see screen shot below). Also on
the “Group Types” setup screen, apply GST tax to everything, but only apply one
of the three PST taxes as appropriate.

Configuration Updates
Adding a New Tax
To add a new tax to your Restaurant Manager POS System:

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Taxes

1) Access the Tax Table Setup Form (Setup / Settlement & Tips / Tax
Tables)
2) Click on the first blank field in the “Tax Name” column of the Primary Tax
Table and type in the name of the new tax you wish to define.
3) Click on the blank field in the “Percent” column and type in the new tax
rate.
4) If the new tax will be a Value Added Tax check the “VAT” check box.
5) Exit the Tax Table Setup Form.
6) Access the Group Types Setup Form (Setup / Menu / Group Types).
7) Highlight the first Group Type to which the new tax should be applied.
8) Click on the new tax name in the list of Primary Taxes.
9) Repeat steps 7 and 8 for all Group Types to which the new tax applies.

NOTE: If your system is configured with a Secondary Tax Table you should define the new tax on
this this tax table, too, before linking the taxes to menu items via the Group Types Setup Form.

Changing a Tax Rate


To change the rate of a particular tax:

1) Access the Tax Table Setup Form


(Setup / Settlement & Tips / Tax Tables)
2) Click on the tax rate you wish to change in the “Percent” column.
3) Type in the correct tax rate.
4) Exit the Tax Table Setup Form

Checking the Tax Configuration


To determine the tax(es) that will be applied to the sale of a particular Menu Item:

1) Open the Menu Setup Form.


2) Click on the <Search> button at the base of the form and type in the name
of the menu item you wish to check.
3) Highlight the Menu Group that includes this item.
4) Click on the ellipsis button to the right of the "Type” field to access the
Group Types Setup Form.
5) Take note of the taxes checked for this Group Type in the section of the
Setup Form titled “Taxes”
6) Click on the "Tax Tables" ellipsis button to view the tax rates defined for
each tax checked on the Group Type Setup Form.

POS Operations
When processing sales in the POS Module there are various ways to override
the tax defaults defined in the Backoffice Module. In other words from the POS
Module you can manually change how taxes are applied to any given
transaction.

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Taxes

Tax Free Sales


You can use the Taxable Function Button to process tax-free transactions:

1) Use standard POS procedures to open the order.


2) Touch the <MISC> button at the base of the Order Entry Screen.
3) Touch the <Taxable> button.
4) When the system prompts “Make this transaction non-taxable?”, touch the
<Yes> button.

If you have defined a special Revenue Center for tax free transactions, you may
use the Revenue Centers Function Button to switch to this tax free Revenue
Center:

1) Use standard POS procedures to open the order.


2) Touch the <MISC> button at the base of the Order Entry Screen.
3) Touch the <Revenue Centers> button and a list of available Revenue
Centers will appear.
4) Touch the tax free Revenue Center. When you return to the Order Entry
Screen the selected Revenue Center will appear in parentheses at the top
of the screen.

Changing the Tax Table


If your system is configured with both a Primary and a Secondary Tax Table you
can switch between them on any given transaction using the Tax Table Function
Button (as long as the Smart Tax feature was not enabled when you opened the
order):

1) Use standard POS procedures to open the order.


2) Touch the <MISC> button at the base of the Order Entry Screen.
3) Touch the <Tax Tables> button and a list of Tax Tables will appear.
4) Touch the grey Tax Table button to switch to this Tax Table.

You may also change the Revenue Center to which a transaction is linked.
When you select a Revenue Center that uses a different Tax Table than the
default Revenue Center, the taxes applied to the transaction will automatically
change along with the Revenue Center, itself.

**NOTE: You can configure your system so the POS Function Buttons mentioned above appear at
the base of the Order Entry Screen rather than on the secondary screen accessed by touching the
<MISC> button. Use the POS Function Buttons Layout Screen to select where various Funtion
Buttons should be displayed.

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Revenue Centers

Revenue Centers provide categories for grouping and tracking sales


transactions. So Restaurant Manager links every sales transaction to a Revenue
Center.

Revenue Centers are often set up as the equivalent of accounting system


"departments". Revenue Centers might be used, for instance, to distinguish
Carry Out sales from Delivery sales or Bar sales from Dining Room sales, etc.
All sales reports can be filtered to show sales for any sub-set of Revenue
Centers. Some sales reports also sub-total sales by Revenue Center.

Revenue Centers are not only useful for filtering sales reports, they may also be
used to configure the operation of the various POS Modules. However, enabling
the configuration settings on the Revenue Center Setup Form is a two step
process that also requires you to access the Station Configuration Form. In other
words, once you enable a setting on the Revenue Center Setup Form you must
then set that Revenue Center as the default Revenue Center used each time a
particular POS Module is accessed from a particular POS Station.

This link between Revenue Center configuration and Station Configuration is


especially important on systems configured with more than one POS Module.

A business that runs both delivery and carry out operations offers an example of
how Revenue Center configuration works together with configuration settings on
the Station Configuration Form. Such a business would need to define separate
Revenue Centers for “Delivery” and “Carry Out” and configure the “Delivery”
Revenue Center to prompt for a phone number while the phone number prompt
would not be enabled in the “Carry Out” Revenue Center. Then, on the Station
Configuration Form you might configure the Delivery Module at station one to
default to the Delivery Revenue Center while at station two the Delivery module
defaults to the Carry Out Revenue center. In this example, station one would be
Revenue Centers

used to handle incoming delivery phone calls while station two would be used as
the counter station for processing walk-in orders.

In new systems, the default configuration includes a Revenue Center named for
each of the available POS modules (Table Service, Tabs, Delivery/Quickservice,
etc). Each of these sample Revenue Centers are configured with the operational
defaults most appropriate to that module. Each user is free to add to or delete
from the Revenue Centers in the default configuration.

Revenue Center configuration options work not only in tandem with settings on
the Station Configuration Form, they also work together with settings on other
Setup Forms such as the Group Type Setup Form and the Table Layout Setup
Form, etc. In other words, you may set default Revenue Centers for different
POS Modules, for different POS Stations, or for different tables. Alternatively,
you can configure the system to prompt for a Revenue Center at the start or end
of each transaction. And on any given transaction you may manually change the
Revenue Center instead of using the default.

After a transaction has been settled and the Sales Session closed, you may
change the Revenue Center that was linked to the transaction from the Session
View screen.

Initial Configuration
Revenue Centers Setup Form
You can use the Revenue Centers Setup Form to define an unlimited number
of Revenue Centers and to set some operational defaults for processing
transactions linked to each Revenue Center.

Setup Æ Settlement ÆRevenue Centers

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Revenue Centers

This setup form is organized as follows:

Revenue Centers List


The white column on the left of this setup form displays the names of existing
Revenue Centers. Use the [ADD] button labeled at the base of the form to add a
new Revenue Center to this list. Or highlight a name on the list to edit the
operational defaults that will be used for all orders linked to this Revenue Center.
Use the fields described below to customize how RESTAURANT MANAGER
processes the transactions linked to a particular Revenue Center.

Tax Options
Apply Tax
This check box is activated by default when you create a new Revenue
Center and indicates that taxes defined in the Default Tax Table assigned
to this Revenue Center will be applied to all sales transactions linked to
this Revenue Center. If you uncheck this box no taxes will be applied to
any transactions linked to this Revenue Center regardless of the Default
Tax Table assigned to the Revenue Center. See Tax Free Sales for more
information on tax free Revenue Centers.

Default Tax Table


When you create a new Revenue Center the Default Tax Table is always
set to the “Primary Tax Table”. There is no need to change this setting

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Revenue Centers

unless menu items are taxed differently in different situations. In this case
you will need to create Revenue Centers that default to a Secondary Tax
Table where these alternative tax types or tax rates are defined. When
the Default Tax Table is set to the Secondary Tax Table, transactions
linked to this Revenue Center will be taxed at the rates defined in the
Secondary Tax Table.

Tax Table for Food


This field is one of multiple inputs that control the configuration of the
Smart Tax feature. Unless you wish to change the tax applied to a
transaction based on the types of items the customer orders, this field
should be set to “Use Default” which means that the Smart Tax feature will
not be active for the given Revenue Center.

Settlement Options
Require Confirm
This checkbox controls a prompt that appears on the POS Settlement Screen
when the [Finalize] button is touched. The prompt displays a “Change Due”
amount (where appropriate) and asks “Finalize Settlement? Yes / No”.

If you uncheck this box no prompt appears when the [Finalize] button is touched.
You should only uncheck this box if there is no need to calculate the change due
on the transactions linked to this Revenue Center.

Send After Settle


Set this feature to "Yes" if you wish to send all orders to the preparation areas
when the transaction is settled. You should set this feature to "yes" when most
of the transactions linked to the highlighted Revenue Center will be fast
transactions that will be settled as soon as they are entered.
Set this feature to "Optional" if you want the system to display the following
prompt at settlement:
Do you want to SEND items? YES / NO
Set this feature to "No" if no orders should ever be sent to the prep area printers
when an order is settled.

Detailed Receipt
Set this feature to "Yes" if you wish to print a detailed sales receipt for every
order. Set this feature to "No" if you do not wish to print a detailed receipt. Or
set the feature to "Optional" if you wish to be prompted for the type of receipt to
print.
Condensed Receipt
Set this feature to "Yes" if you wish to print a condensed sales receipt for every
order. Set this feature to "No" if you do not wish to print condensed receipt. Or
set the feature to "Optional" if you wish to be prompted to print a condensed
receipt or not.

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Revenue Centers

NOTE: The condensed receipt is simply the bottom half of the detailed receipt. If you choose to
print both a detailed and a condensed receipt, then you will simply print two copies of the bottom
half of the detailed receipt. This can be useful if you wish to give one receipt to the customer and
keep another for your records.

Misc Options
Require Assign
If you are using the Delivery Module, you MUST create at least one Revenue
Center in which this check box is marked. It requires that all delivery orders be
assigned to a driver before they can be settled. If you activate this feature you
should also define an “Alarm Condition” and activate the “Prompt for Phone
Number” feature below.

If you are using the Delivery Module to track eat-in or carry out orders as well,
you will need at least one additional Revenue Center in which this feature is NOT
ACTIVATED for processing non-delivery orders.

Automatic Gratuity
Check this box if you wish to apply an Automatic Gratuity to any orders linked to
this Revenue Center that fit the pre-defined criteria.

Delivery Orders
Check this box if you wish to use a different check printer for delivery
transactions than for non-delivery transactions. When you activate this setting
you must also configure the delivery printer, itself, on the Station Configuration
Setup Form.

Start in pizza menu


Check this box if…

Auto Customer count based on items purchased


Check this box if you wish to let Restaurant Manager™ to automatically set the
customer count based on what was purchased. Also uncheck the box Prompt for
# of customers.

Next you must define the customer count for each item on your menu. For
example, you may want entrees to count as 1 customer and appetizers to count
as 0. Or you may have a “Surf and Turf combo for 2” in which case, you would
set the customer count to 2.

Once this option is configured, Restaurant Manager will automatically scan


through the check after finalizing a transaction and set the customer count based
on the items purchased.
Prompts

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Revenue Centers

Prompts

Prompt for Employee #


Check this box if you wish the system to prompt for Employee number on every
transaction. You must activate this feature if you wish to calculate employee
tips as a percentage of sales generated or if you simply wish to accurately track
sales by employee.

Prompt for # of customers


Check this box if you wish the system to prompt for the number of customers on
every transaction. You must activate this feature if you count the number of
customers served each day, if you wish to use Advanced Seat Management, or if
you wish to calculate average sales per customer on sales reports. This feature
is most useful when your system is in Table Service Mode.

Prompt for Guest Account #


Check this box if you wish the system to prompt for a Guest Account number on
every transaction. Your system must be configured with the Guest Account
Module to take advantage of this feature. Even if you do not activate the feature
you can still settle a transaction to a Guest Account from Settlement Screen in
the POS Module.

Prompt for Phone


Check this box if you wish to prompt for a phone number on every transaction.
Your system must be configured with the Delivery POS Module to take
advantage of this feature. In fact, you must activate this feature in order to
process delivery transactions.

Prompt for reference at beginning of order


Check this box if you wish to prompt for a reference at the beginning of every
transaction. Your system must be working in Bar Tabs mode to take advantage
of this feature.

Prompt for reference on send


Check this box if you wish to prompt for a reference every time you send.

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Revenue Centers

Menu Navigation Set

Default Menu Navigation Set


Click on the down arrow and choose the navigation set that you would like to use
in the highlighted revenue center.

Link a Revenue Center to a Table


The Tableservice Module allows you to override the default Revenue Centers
defined on the Station Configuration Setup Form by linking Revenue Centers,
instead, to a specific table. You can use the Table Setup Form to link a given
Revenue Center to every order opened at a specific table:

1) Access the Table Setup Form


(Setup Æ Screen Layouts Æ Table Setup)

2) Highlight the table you wish to link to a given Revenue Center. (If the
table has not yet been defined, you must first add a new table.)

3) Click on the down arrow in the field labeled “Default Rev Center” and
select the appropriate Revenue Center from the drop down list, as shown
below for highlighted table #1.

4) Click on the [OK] button at the base of the Table Setup Form.

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Revenue Centers

Changing the Default Revenue Center for Specific Table


The default revenue center for all Table transactions is defined in Setup-
>Stations; however, you may override the default for specific tables via RMWin-
>Setup->General->Tables. Click on the table of interest and choose a different
revenue center from the drop down selection box.

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Revenue Centers

?Configuration Updates

?POS Operations

NOTE: If you wish to exclude certain transactions from (some) standard sales reports, you can
create a Revenue Center called "Special Transactions" and then use the report filter to exclude that
Revenue Center from the reports.

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Menus & Modifiers

Your RESTAURANT MANAGER™ system allows you tremendous flexibility in


defining your menu(s) and prices. The way you define your menu can affect
everything from the way menu items are displayed on the POS touchscreen, to
the way sales taxes are calculated or how sales data is reported and analyzed,
etc.

This chapter details menu configuration. The chapter on Order Entry also covers
how menu items are displayed on the Order Entry Screen.

Overview

Begin creating your menu by defining the Group Types or "departments" you
wish to use to categorize the types of menu items offered in your restaurant.
These categories appear on Sales Reports . In addition, Sales taxes are applied
to menu items on the basis of the Group Type they are in.

Then name up to four different sorts of Menus you may wish to use such as
"Lunch" and "Dinner" or “Bar”. And name a least one Modifier Menu for defining
cooking temperatures and side dishes that accompany an entrée at no charge.

Organize the four main menus you’ve named into Menu Groups that can contain
up to 30 menu items each and link each Menu Group to one of the Group Types
you defined in the first step above.

Define the individual modifiers and side dishes that may accompany the various
menu items you sell
Menus & Modifiers

NOTE: Modifiers and Side dishes must be categorized into Menu Groups, Menus, and Menu Group
Types, just like the menu items themselves. But it is important to define the individual modifiers
and side dishes before defining the individual menu items. This allows you to link existing side
dishes and modifier options to each menu item as you define the item.

And finally, define the individual Menu Items within each Menu Group, their
associated prices and other properties.

Once your menu is completely defined, you can schedule automatic shifts
between groups or between different menus or price levels.

Group Types
Group Types serve as "departments" or broad categories of menu items. Group
Types are useful categories for analyzing sales data. Because sales taxes are
usually applied according to the type of item being sold, the Group Type category
also serves to link tax rates to the individual menu items.

You can create as many as thirty Menu Group Types. By default, your system is
configured with ten Group Types, "Food", "Beverage", etc. Whether or not you
ought to create new Group Types will depend on:

1) How you wish to analyze sales


The Group Type category is one of a number of ways you can organize sales
data. Most typically the Group Type category is used to create broad categories
like "Food", "Beverages", and "Novelty Items" (if you have a gift shop), etc. But
narrower categories like "Beers'', "Pizzas", "Buffet", or "Catering" might be better
suited to your business. Remember, however, categories like the last two may
also be defined as Revenue Centers.

2) How many taxes apply to the items on your menu


If, for instance, in your locality, different tax rates are applied to food and
alcoholic beverages you MUST create at least two different Group Types: "Food"
& "Alcoholic Beverages". The RESTAURANT MANAGER™ program can then
link the menu items under each Group Type to appropriate tax rates.

3) Whether or not your business collects gratuities or service charges subject to


tax.

Group Types Setup Form


Setup Æ MenuÆ Group Types

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Menus & Modifiers

The setup form is organized in five sections:

The Group Types List


The Button Area
The Description Area
The Taxes Area
The Station Modifiers List

The Group Types List


On the left side of the Group Types Setup Form is a column for displaying the
names and reference numbers existing Group Type categories. By default the
list of Group Types is sort by number but you may also sort the list alphabetically
by name.

Use the [Edit] button to edit existing Group Type categories. To add a new
Group Type to the list highlight the first blank field in the Group Types list and
click on the Type Name Field.

The Button Area


The following function buttons appear at the base of this setup form:

NEXT and PREV – Click on these buttons to navigate the 30 fields in the column
on the left( i.e., to move from one Group Type to another)
EDIT – Click on this button to move from the Group Type List to the fields on the
body of the setup form.
DELETE – Click on this button to erase the name of the previously defined
Group Type highlighted on screen.
OK – Click on this button to exit the setup form and save any new information.

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Menus & Modifiers

Description Area
Type Name
Use this field to enter a name for the Group Type associated with the reference
number highlighted in the column on the left.

Drink
Check this box if you have activated the "Drink Minimum" feature and want to
consider all the menu items assigned to this category as Drinks.

Food
Check this box if you wish to use the Smart Tax feature to apply one type of
taxes to orders that include only drinks and a different tax type to orders that
include both food and drinks.

NOTE: The Drink checkbox above is NOT used to configure the Smart Tax feature.

Taxes Area
The section labeled "Taxes" displays the tax names you have already defined.
You must click on the checkbox beside each tax name that applies to the menu
items assigned to this Group Type. You can link up to five taxes from each Tax
Table to each Group Type.

NOTE: If no taxes appear in this section, click on the Tax Table button at the base of the screen to
access the Tax Tables Setup Form and define new taxes.

Tax Category
Used for Ontario, Canada taxes. See Taxes for Ontario, Canada.

Station Modifiers List


Uncheck the stations where you wish to disable the modifier pop-ups. In some
environments, it is desirable to suppress certain pop-up modifiers. For example,
a bartender ringing up a cocktail does not need to ring in the modifiers since he is
preparing the drink himself and does not need the modifiers printed on the prep
ticket. As an example, if station 1 is used by a bartender, and you do not want
him to be bothered with liquor modifiers, then you can disable the dring modifiers
by first highlighting the “Liquor” group type, then unchecking the box to disable
modifiers for station 1 as shown below.

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Menus & Modifiers

Overview of the Menu Setup Form


Menus, Menu Groups and Menu Items are all defined from the Menu Setup
Form. From this one setup form you can define up to four standard menus and
four modifier menus. Each of these eight menus can contain up to thirty Menu
Groups and each Menu Group can contain up to thirty menu items.

Different States of the Form


The Menu Setup Form displays different information at different times. You must
understand how this form changes before you can use it properly to define your
menu. So take a minute to look over the three screenshots below that show the
Menu Setup Form in three different states.

To access the Menu Setup Form, click on the button labeled ‘Menu” on the
Custom Toolbar of the Backoffice Module

Setup Æ Menu Æ Menu Setup

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Menus & Modifiers

The column on the left of the Menu Setup Form always displays the same list of
Menus, Menu Groups and Menu Items. And the Function Button area at the
base of the screen always displays the same function buttons.

However, the body of the Menu Setup Form changes completely, depending on
what is highlighted on the Menu List. When one of the main menus is highlighted
on the menu list, the body of the screen displays:

A Description area for defining the main Menu and


A button area that displays buttons corresponding to all the Menu Groups
that comprise this Menu.

The screenshot above shows the appearance of the Menu Setup Form when the
main Food menu is highlighted on the list at the left of the form. The screenshot
below shows how the Menu Setup form changes when you highlight the
Appetizer Menu Group instead of the Main Food Menu. The body of the screen
has changed to display detail relating only to the highlighted Appetizer group
rather than to the entire Food Menu as in the screenshot above:

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Menus & Modifiers

The Description Area now shows the fields that are used to define an individual
Menu Group. Notice that the button color for the Appetizer Menu Group is set to
<Magenta> -- precisely the color that was displayed on the Appetizer Group
button in the previous screen shot.

But the Button Area, itself, is now displaying buttons that correspond to all the
items in the Appetizer Group; the same items that appear under the Appetizer
heading in the list on the left of the form. In fact, if you were to highlight one of
the menu items listed on the left, the body of the screen would change again to
display the fields used for defining that individual menu item:

So let’s continue working with the sample screens by noting there is a pink button
on the screenshot above for a menu item called BBQ Shrimp. If you were to
highlight this menu item on the list at the left of the form, the body of the screen
would change to display the fields required to define an individual menu item:

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Menus & Modifiers

Menu Setup Functions


A number of the Function Buttons at the base of the Menu Setup Form relate to
the Write-On Handheld POS System and so are not defined in this manual. The
function buttons that affect the configuration of the Restaurant Manager
touchscreen POS System are:

Use this button to search for Menu Items and Groups on the Menu List to
the left of the screen.

Use this button to reset all “In-Stock” amounts as described below.

and
Use these buttons to change the way menu items are listed on the left of
the Setup Form. Sort By Item Number – press this button to sort the
groups by number, if you are highlighting the menu. However, if you are
highlighting a group, pressing this button will sort the items by their
numbers.

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Menus & Modifiers

Sort By Name - press this button to sort the groups by name, if you are
highlighting the menu. However, if you are highlighting a group, pressing
this button will sort the items by their names.

The Menu Setup Form also includes some powerful functions that are controlled
by the mouse:

Drop & Drag – You may right click on any menu button that appears on the body
of the screen, hold down the right mouse button and drag the button to a new
area of the screen. The Drop and Drag feature works only for moving Menu
Groups within a single Menu or for moving Menu Items within a single Menu
Group.

“Copy” and “Swap” –If you wish to move menu items from one Menu Group to
another, etc. then you must use the “Copy” and “Swap” features described
below.

Menus
You can configure your system with up to four main menus and four modifier
menus. Each of these main menus can contain up to 900 items each.

When you start configuring a new menu, the list on the left of the Menu Setup
Form will display lots of Undefined Menus, Groups and Items

Setup->Menu->Menu Setup

To name a new main Menu, simply click on the main “not defined” entry in the
item selector. Or, if you just want to rename a menu, just simply click on the
appropriate Menu name in the item selector. The configurable data for the menu
is shown in the top right of the form, and the groups comprising the menu are laid
out at the bottom right.

This setup form is organized as follows:

Menu Name
Type the name of the Menu in this field

Inactive
Check this if you want to prevent this Menu from showing up at the POS. This
can be used to eliminate clutter at the POS. For example, if a certain Menu is
only used during the summer season, you could make it inactive for all other
seasons, thus eliminating the possibility of order/billing mistakes.

Delete Menu

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Menus & Modifiers

Pressing this button will delete the menu and all its groups and items.

Menu Bitmap
If you wish to put a bitmap on the Menu Button:

Click on the ellipsis button in the right side of the Filename to call up an
alphabetical listing of all the bitmap files in the library. Double click on the bitmap
you wish to add to the Menu touchbutton. (The image will appear on the Setup
Form.)

Menu Groups
Menu Groups are useful categories for tracking sales in sales reports so it’s
important to determine how you wish to report out your sales date before defining
your Menu Groups. Typical Menu Group names include "Appetizers", "Soups",
"Salads", "Pasta", etc. A standard menu can include up to thirty groups for a total
of 900 items (30 items x 30 groups) on a single menu. And you can create up to
eight standard menus for a total of 7,200 items.

The items in any Menu Group may be displayed in the Button Area of the Order
Entry Screen in any POS Module. However, if a menu group contains fewer
than fifteen items it is recommended that the items in the group be copied over to
a Custom Group for display on the Order Entry Screen.

All Menu Groups must be categorized as belonging to a particular Group Type


like "Food" or "Beverages". Among other things, these Group Type categories
link the menu items in each Menu Group to one of two Tax Tables. Without this
link to the Tax Tables, your system will not work properly. Therefore,
RESTAURANT MANAGER™ includes a pre-defined Group Types to which
Menu Groups are assigned by default.

Depending on the nature of your business you may wish to create Menu Groups
for non-food items. For instance, if you offer fixed price coupons, you may wish
to create a special Menu Group of “Coupons”. Or you may wish to add a group
for the “Cover Charge” that gets added to every guest check.

Menu Groups Setup Form


To access the Menu Groups Setup Form you must first access the main Menu
Setup Form (Setup->Menu->Menu Setup) Click on the + sign to the left of the
Main Menu in which you wish your group to belong. The tree view will expand to
show all the Menu Groups contained in the Main Menu as shown below. To
create a new group, simply click on “(not defined)” on the left side, then fill out the
fields described below.

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Menus & Modifiers

Setup->Menu->Menu Setup

This setup form is organized as follows:

Name
Type the name of the Menu Group (or Modifier Menu Group) in this field (You
can use a name of up to 25 characters. Only the first twelve letters will appear
on the POS touchscreen buttons but all 25 letters will appear in sales reports.

Type
Click on the down arrow beside this field to identify the "Type" or category of
Menu Group you are defining. You MUST identify a Group Type for ALL Menu
Groups so, by default, RESTAURANT MANAGER™ assigns a Group Type of
"Food".

Coupon Group
The Coupon Group checkbox essentially tells the system that the items in this
group are not actually menu items so these “items” are not tracked in sale
reports. See the chapter on Discounts and Coupons for more information on
defining coupons.

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Menus & Modifiers

Schedule Type
Choose the schedule type you want this group to belong from the drop down list.
Should you want to create a new schedule type, see Group Scheduling.

Security Level to Access


This new field allows you to limit access to this group by assigning it a security
level.

Menu Group Button Definition


Menu Group Bitmap Filename – if you wish to put a bitmap on the Menu Group
Button:

Click on the ellipsis button in the right side of the Filename to call up an
alphabetical listing of all the bitmap files in the library

Double click on the bitmap you wish to add to the Menu Group touchbutton. (The
image will appear on the Setup Form.)

Color
Click on the down arrow beside this field to designate the color you wish to
assign to the POS touchscreen button associated with this Menu Group.

Group Button Sizes


there are 3 sizes to choose from:

Use Syscnfg setting


this setting will follow whatever is set in the station configuration.

Normal – as the name implies, this setting allows you to see the buttons in the
normal size.

Half-Height – this setting allows two consecutive menu groups tobe shown on the
screen. See screen shot under Menu Item Buttons.

Active/Inactive
Check this if you want to prevent this group from showing up at the POS. This
can be used to eliminate clutter at the POS. For example, if a certain Menu
Group is only used during the summer season, you could make it inactive for all
other seasons, thus eliminating the possibility of order/billing mistakes.

Delete Group
Pressing this button will delete the menu group highlighted.

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Swap/Copy Group
This feature allows you to “Swap” groups and all of their items and associated
modifiers anywhere in the menu. For example, say your first Group is called
“Beverages” and the second one is “Appetizers”. You can use the Swap function
to make Appetizers the first group and Beverages the second. Or you can use
the Copy function to overwrite the Beverages group with the Appetizers and vice
versa.

WARNING: Use the copy function with care. Once a group is overwritten it
cannot be retrieved.

To Swap/Copy a Group:
On the Item Selector (Menu tree view), click on the Group you wish to
Swap/Copy, drag it to the new position and drop it. You will then choose whether
you “Copy item/Group” or “Swap Item/Group”. Another way to swap groups is
discussed below.

Changing the Group Layout


To change the position of a group as displayed at the POS, simply click, drag
and drop the group button on the new position. The group being replaced will
move to the original position occupied by the group moved.

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The screen shot below shows the result if in the screen shown above, you click,
drag and drop APPETIZERS to the lower left corner.

Editing a Group from the Group Layout


Highlight the Menu which contains the group you want to edit. Right click on the
Group button whose data you wish to edit. The Group Setup form will appear as
shown below.

All the configurable fields have already been discussed above except the arrows.
The leftmost arrow will take you to the first group on the menu. The next arrow
(to the left) will take you to the previous group, while the arrow to the right will

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take you to the next group. The rightmost arrow will take you to the last group of
the specified menu.

Menu Items
To access the Menu Items Setup Form you must first access the main Menu
Setup Form (Setup->Menu->Menu Setup). Click on the + sign to the left of the
Main Menu to reveal Menu Groups. Click on the + sign to the left of the Menu
Group in which you wish your item to belong. The tree view will expand to show
all the Menu Items contained in the Group as shown below. To create a new
menu item (or modifier), simply click on “(not defined)” on the left side, then fill up
all information needed on the right. You can define up to thirty Menu Items for
inclusion on each standard menu group in your system.

Menu Item Setup Form

Setup->Menu->Menu Setup

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The information entered into the fields on the body of this setup form correspond
to the highlighted Item on the list at left. These fields are organized under six
tabs:

General
Use the fields under this tab for naming and pricing each menu item as well as
assigning a color to the POS touchbutton, etc.

Modifiers
Use the fields under this tab to link pop-up lists of side dishes, cooking
instructions, etc. to individual menu items

Price Options
Use the fields under this tab to make the item taxable, set tax surcharge, etc.

Advanced
Use the fields under this tab for miscellaneous advanced options.

Recipes
Use the fields under this tab to record recipes for particular menu items that can
be called up at the various POS stations or printed on remote printers in food
preparation areas.

Adjectives
Use the fields under this tab to enable adjectives for the specified item.

Function Buttons
Aside from the function buttons mentioned above, the following buttons appear at
the base of the Menu Items Setup Form:

PREV and NEXT -- Click on these buttons to navigate the Menu Items list (i.e.,
to move from one Menu Item to another).
DELETE ITEM -- Click on this button to delete the highlighted item.

Take note that the buttons ‘Sort By Item Num’ and ‘Sort By Name’ are now
grayed out.

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Under General Tab


Setup->Menu->Menu Setup->General Tab

Item Name/Abbr:
Type a name of up to 25 characters in this field. Only the first 12 characters will
appear on the touchscreen button but all 25 characters will print out on guest
checks and reports. The Abbr (abbreviation) is used on handheld devices so that
the server can write ordered items quickly.

Note: Abbreviations list can be printed thru Reports->List->Abbreviations:

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Prep Area Desc:


This new field allows you to define a different description to use in the
preparation areas. If the field is left blank, the main item name is used.

Locked
Check this if…

In Stock
Use this field to record the quantity remaining in stock of individual menu items.
By default this field is set to 9999 and will not decrement from this amount.
When the in stock amount is set to 9,998 or less, Restaurant Manager
automatically decrements the In-stock amount each time the item is ordered.
When the In-stock amount reaches “0” the system will not allow further orders to
be processed and an “Out-of-Stock” notice is posted on the Table Service
Bulletin Board. You can use the RESET STOCK button to set this field back to
9999 for all items on your menu.

Inactive
Check this if you want to prevent this item from showing up at the POS. This can
be used to eliminate clutter at the POS. For example, if a certain Menu Item is
only used during the summer season, you could make it inactive for all other
seasons, thus eliminating the possibility of order/billing mistakes.

Generate button
Press this button if…

Cost
Use this field to record a current cost from which RESTAURANT MANAGER™
will calculate the price/cost ratios for each of up to six prices. If you are using the
Inventory Control Module, this field is computed automatically based on the
cost of ingredients. If you are not using the Inventory Module (or if you are but
wish to override the computed cost) you must enter the current cost manually.

Price 1, Price 2.....Price 6


Each menu can have up to fourteen different price levels. Price levels are useful
for changing the items on a menu between lunch, dinner & happy hour prices. If
however, you include different items on the lunch and dinner menus, you should
define separate menus, not different price levels.

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Use these fields to record up to six prices for each menu item. You can
configure your system to work with different prices at different POS stations or to
switch automatically from one price level to another at a specified time. (You
can also manually switch the price level from within the POS Modules.) By
default, when you type in Price 1, RESTAURANT MANAGER™ copies that price
into the remaining five price fields. This ensures that every menu item does have
a price if you do ever switch Price Levels. You can override the default prices
simply by typing over them. Remember, you can enter prices for items on the
Modifier Menus but you are not required to do so.

From within the POS Module, any of these standard pre-defined prices, can be
adjusted manually on a particular order. If you adjust the price to zero, however,
the item will not print on the guest check unless you activate the "Print Zero Price
Items" feature.

Button Definition

Menu Item Bitmap – if you wish to put a bitmap on any Menu Item Button:
Click on the ellipsis button in the right side of the Filename to call up an
alphabetical listing of all the bitmap files in the library
Double click on the bitmap you wish to add to the Menu Group touchbutton. (The
image will appear on the Setup Form.)
View actual size – check this if you want to view actual size of display in POS
Show only Bitmap – check this if you do not want the name of the item to show
with the bitmap in POS
Delete Bitmap button – press if you want to delete bitmap

Color - Click on the down arrow beside this field to designate the color you wish
to assign to the POS touchscreen button associated with this Menu Item.

Preparation Areas
Use these fields to indicate which prep area printers a particular menu item
should be routed to. Click on the arrow and choose from the drop down list.
Unless you wish to print an item on multiple printers simultaneously, you need
only use the [PRIMARY PRINTER] field. The [OTHER PRINTERS] fields allow
you to route a single item to multiple preparation areas. For example, a Grilled
Chicken Caesar Salad which is partially prepared at the grill and partially
prepared in the salad area could be routed to both Prep Area Printer #1 and Prep
Area Printer #2.

Side dishes and other modifiers accompany standard menu items and are
printed on the same prep printer as the menu item, itself. They cannot be

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configured to print independently on prep area printers. Thus, if a steak dinner


can be accompanied by a house salad that is prepared in another area, you must
use the [OTHER PRINTERS] fields on the Steak Dinner record to send the salad
to the salad prep area.

If your establishment includes multiple kitchens and dining rooms, you may wish
to route a single menu item to different prep area printers depending on the POS
station that generates the order. In this case, you must create a separate
configuration for each POS station in the Prep Printer Setup Form.

Follow menu item


Check this box if you want to force a modifier to “follow” the base item. There
may be situations where you do not want modifiers to be printed below a menu
item, or you would like the modifier to go to a different printer than the base item.
For example, a Steak with a side salad might have the Steak routed to the “HOT”
printer, and the salad to the “COLD” printer.

Under Modifiers Tab


Setup->Menu->Menu Setup->Modifiers Tab

Modifiers Section

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Count
Click on the arrows to the right of this field to indicate how many items can be
chosen from a given pop-up screen.

Screen One…etc. (DOESN’T WORK)


Click on the down arrow to the right of this field to indicate which of five possible
pop-up screens you wish to define. If you are linking only one pop-up screen to a
menu item, be sure to use [Screen 1]. The pop-up screens appear in order each
time the menu item is selected.

<Modifier List Box>


The items that will appear on each pop-up screen must be entered in the blank
list box at the center of the setup form. However, you cannot type side dishes or
modifiers directly into this field. Rather you must use the Groups & Templates
section to view items on the Modifier Menus or in the Pop-up Templates and then
use the arrows between the two sections to move individual side dishes and/or
modifiers from the Groups and Templates section to a specific menu item pop-up
screen.

Reordering
Check this box if…

Create Template
Click on this button to create a Pop-up Template from the items currently
displayed in the Modifier List Box. You must create the template AFTER you
have added all the necessary side dishes and modifiers. This template can then
be viewed from the Groups & Templates section and used to create pop-up
screens for other menu items.

Groups & Templates Section

Groups
Click on this checkbox to indicate that you wish to select side dishes and other
modifiers directly from the Modifier Menu Groups you have previously defined.

Templates
Click on this checkbox to indicate that you wish to select side dishes and other
modifiers from the Pop-up Templates you have previously defined using the
Create Template button described above.

<Group/Template Titles>
Click on the down arrow on the right of the field just under the Groups and
Templates checkboxes to select the name of the specific Modifier Menu Group or
Template you wish to work with. You must then use the arrows between the two

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sections to add items from the Groups & Templates section to the Modifiers List
Box of the individual menu item you are currently defining.

Arrow Buttons
< - Click on this button to move the item(s) highlighted under the Groups &
Templates section to the pop-up screen of an individual menu item.

<< - Click on this button to move all the items in the Groups & Templates
section to the pop-up screen of an individual menu item.

> - Click on this button to delete the highlighted item(s) from the pop-up
screen you are creating.

>> - Click on this button to delete all the items that were added to pop-up
screen you are creating.

Note : Quite often you will want to add a modifier on the fly as you are building the modifier
screens for a Menu Item. For example, when adding the salad dressing options to a salad, you might
have forgotten to define the “Ranch” style dressing. You can now right click on an empty modifier
in the modifier list to bring up the Item Setup form and enter all the relevant information for the
“Ranch” dressing.

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Under Price Options Tab


Setup->Menu->Menu Setup->Price Options
Tab

Taxable
This check box is marked by default to indicate that a menu item IS subject to
taxes. If the item is NOT subject to tax, click on this check box to leave it blank.
If an item is subject to taxes at some times but not at others, mark this [Taxable]
checkbox and make the necessary tax adjustments via the Revenue Center.
NOTE: The actual tax rate(s) applied to any sale is determined by the Group
Type category the item is in.

Tax Surcharge
See Fixed Tax Surcharge by Item.

Ontario Tax Setting


This is the setting for…

Enter the Item Count to…

Price Adjustments

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Discountable - This check box is marked by default to indicate that a menu item
WILL be subject to any temporary discounts applied when a check is settled. If
you wish that the price never be discounted, even when an across-the-board
discount is applied to the rest of the guest check, click on this check box to leave
it blank.
Open Price - Mark this box if you wish to enter the price of the menu item each
time it is ordered. Activating the Open Price option will override any prices that
may be entered in the 6 price fields discussed above. Open pricing is useful for
foods that are sold by weight, some daily specials, etc. Open Pricing will not
work with items on the Modifier Menus.

Advanced Tab on Menu Setup Form

The miscellaneous configuration options grouped under the Advanced Tab of the
Menu Item Setup Form are specialized options that may not need adjustment
when tailoring the Restaurant Manager POS System to your particular business
needs.

Setup Æ Menu Æ Menu Setup Æ


Menu Item Setup Form Æ Advanced Tab

The section on navigating the Menu Setup Form details how to access the fields
below found under the Advanced tab:

Next Group Only

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Use this checkbox to create a navigation button on the Menu Item Area of the
Order Entry Screen. “Next Group” buttons looks like Menu Item buttons but
functions like a navigation button. In other words, ththat appears on the Mark
this box if you wish to link two menu groups so they can be accessed
successively from the POS stations with a single keystroke. Marking this box
means that you are creating a touchscreen button that does not correspond to a
menu item. Thus, when the button is touched no item is added to the guest
check, but rather a second Menu Group automatically will appear on the POS
touchscreen. (Obviously, the name given to such a dummy menu item should
read "MORE" or "NEXT", etc.) EX. If most customers in your establishment
order appetizers and if you have both "Hot Appetizer" and "Cold Appetizer" menu
groups, you may wish to use the Next Group Only feature to create a dummy
menu item in "Hot Appetizers" that instantly links to "Cold Appetizers". The
server would then be able to order the appropriate hot appetizers, press the
dummy key labeled "MORE", and jump immediately to the screen for the cold
appetizers to finish placing the entire appetizer order. You could, of course, do
the same to link groups of entrees or groups of desserts, etc.

Next Group
In addition to working in tandem with the "Next Group Only" check box as
described above, this field can be used independently to call up another Menu
Group immediately after a true menu item is ordered. By default this field is set to
None so that the active menu group in the POS Module does not change when
an item is ordered. Click the arrow to bring a drop down menu and choose a
group. RESTAURANT MANAGER™ will automatically change the active menu
group each time the item is ordered. EX: If a soup & salad combo is a
specialty on your menu, you could use this field to ensure that every time the
soup was ordered the salad menu group appeared.

Quantity Options Section


Quantity Mode
Click on the arrow to bring down choices:

Automatic
this means that when this item is ordered, Restaurant Manager™ automatically
takes an order of Qty=1.

Manual
if set to manual, Restaurant Manager™ will prompt you to enter the quantity of
the order for this item.

Scale
Scale interface

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Hourly
if set to hourly, Restaurant Manager™ will charge the item by duration of use,
such as Timed Menu Items. For example, pool tables that are charged by the
hour or a cyber café that charges for internet access. Remember that for the
Item Price, enter the price per hour.

Whenever a timed item is ordered from POS, the POS program automatically
multiplies the price per hour by the number of hours since the transaction was
started and uses the result as the item price. The quantity of a timed item is
always set to 1.

Some pool halls charge a different hourly rate depending on the number of
players. To handle this situation, you must create several different timed items,
one for each player count.

If the player count changes, for example, 3 people are playing pool, then one
person leaves and 2 are remaining, then you must select the 3 player item to
apply the charge for the 3 players, then reset the clock on the table. RM does
not provide a clock reset option; however, transferring the ticket to another table
achieves the same result. When the 2 players are finally finished playing, you
would press the 2 player item to add-on the charge after the first player left.
Note: if the transaction is not transferred, the POS would charge the 2 player rate
for the entire time in addition to the 3 player rate for the first portion.

Bar Code Section

Bar Code
This is….

Award Programs Section

Awards Program
If you click on this link, it will give you the Awards Setup Form where you can
setup an award program. If the program already exists, just click on the arrow to
bring down a list. Choose which program will qualify this item.

Points awarded
Enter the number of points to be awarded when this item is ordered.

Combo Options Section

Ask for upsize


Check this box if you want Restaurant Manager™ to ask for upsize when this
item is ordered.

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Modifier Options Section

Escape Mode
The “Modifier Escape Mode” is defined in Setup->Stations and is used as the
default for all menu items. You can override this setting for specific menu items
by setting it as shown below:

Use station configuration – choose this setting to keep what’s the setting in the
station configuration.
Compulsory (esc not allowed) – in this setting the “Done” button is suppressed
and modifiers are compulsory.
Skip to next mod – this setting causes the system to skip the current modifier but
continue asking for additional modifiers if defined.
Skip remaining modifiers – this setting completes the item and skips all other
modifier selections.

Prompt for Special Instructions


Check this box if you want an item to always prompt for special instructions. This
can be done for menu items as well as modifiers.

Security Section

Security Level to Access


Limit access to this item by setting a security level.

Scale / Weight Options Section


Note: To access this section, you must choose “Scale” in Quantity Mode.

Container
Click on the arrow to bring down choices. However, if you want to add a new
container type, click on the ellipsis button and the Container Setup Form will
appear.

Units
Enter here the units of measurement, i.e., lbs, boxes, etc.

Show unit price on receipt


Check this box if you want to show the unit price of this item in the receipt.

Decimal places for QTY input


For menu items that are defined as “Manual” quantity (i.e., RM prompts for the
quantity when the item is ordered), you can define the number of decimal places
for the quantity input. To configure an item for manual quantity mode, highlight

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the item of interest on the Menu setup form, click on the “Advanced” tab and
select “Manual” under Quantity Options (Quantity Mode). Then enter the number
of decimal places desired.

Course Type Section


If your system is configured to sort Prep Area output by course, each time you
add a new item to your menu you must use the Course Type field to link the item
to a course. If the appropriate course does not appear on the drop down menu in
this field you may click on the Type hyperlink to access the Menu Course Setup
Form and add a new Course Type. Items without a defined course type will not
be properly sorted when the coursing feature is enabled. For more information on
coursing see the chapter on Communicating with Prep Areas.

To accommodate customers who may, for instance, order an appetizer as an


entrée, there is a Function Button on the Order Entry Screen that allows you to
change the course of an item on a particular order.

Customer Options Section

Auto Customer Count


Enter the customer count that you want Restaurant Manager™ to automatically
assign when opening an order.

Under Recipes Tab


You can create recipes for any item on your menu. These recipes can be viewed
from any POS terminal or sent to print on Prep Printers in any food preparation
area.

Menu Items Setup Form

Setup->Menu->Menu Setup->Recipes Tab

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To define a recipe for a menu item:

On the Items List, highlight the item for which you wish to create a recipe.

Click on the [NEW] button to add this menu item to the recipe list.

Type the recipe in the large white field in the center of the screen.

Highlight a second menu item for which you wish to create a recipe…OR click on
the [CLOSE] button to exit the Menu Items Setup Form.

To configure your system to send recipes to print on Prep Area printers


whenever a menu item is ordered, see Prep Printers Setup Form. And see how
to view a recipe on screen at a POS Station.

Under Adjectives Tab


Setup->Menu->Menu Setup->Adjectives Tab

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See Linking Adjectives to a Menu Item.

Bar Code Scanner


Restaurant Manager provides a scanner interface to accommodate limited retail
environments such as a golf pro-shop, or for selling T-shirts or ball caps or any
items with a UPC bar code. Keep in mind that Restaurant Manager has a limit of
3600 menu items, so it is not suitable in a large retail environment with many
thousands of inventory items.

To use this option, you must purchase the Scanner Interface option from ASI and
you must have a scanner at each POS station. It is also recommended to have a
scanner at the back office for defining bar codes. The scanner should plug into
the keyboard port. Currently RM does not support scanners with a serial
interface.

To set up the bar code for an item, go to “Menu” setup in the back office,
highlight a menu item, then click on the “Advanced” tab.

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Click on the “Bar Code” field and enter the UPC code for the item. It is strongly
recommended that you connect a scanner to the back office machine so you can
scan the UPC code; this will not only save time, but it will avoid errors in data
entry. If you have a scanner connected to the back office PC, then click on the
Bar Code field, blank it out if there is anything in the field, then scan the item.
Your scanner should stuff the bar code into the field.

To order a bar coded item from POS, simply go into any order and scan the item
of interest. RM will append it to the check. If want to order more than quantity 1,
you can scan an item multiple times, or you can change the quantity before you
scan the item.

More Price Levels Support

With RM15, the number of price levels that are supported have been increased
from the previous six (6) up to fourteen (14). With these, a restaurant now have
the flexibility, if needed, to define up to two (2) price levels for each day of the
week.

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To set-up the price levels of an item, go to the backoffice (RMWIN) and click on
the menu button. Select the item that you want to set the price levels to. Once
the item is selected, you should see the following screen:

On the “General” tab, you can change the first 7 price levels for the item. To set
the price levels 8-14, click on the “Price Options” tab. After clicking so, you
should see the following screen

<< note: should show the updated form that supports price levels 8-14 >>

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After setting the different price levels, you can now schedule when and what
price level is going to be in use via BackOffice -> SetUp -> Menu -> Price
Schedules.

In the POS side, aside from the scheduled price level that will take effect, you
can also use the option in the Order Entry -> Misc-> Price Level Shift to select
the price level that is to temporarily take effect.

Changing Items & Prices


You can modify individual item or modifiers and the changes will always be
registered in real time. You may also make global changes to all the items in a
Menu Group according to certain parameters such as raising prices by 5% or
adding 10 cents to all prices in the group, etc.

To edit individual items and prices:

1) Use the [Search] button to locate the item


2) Modify it as necessary.

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Restaurant Manager includes a special dialogue box that allows you to make
global changes to your menu according to certain parameters such as raising
prices by 10% or changing the forced modifiers linked to a group of items, etc.
The Modify Menu Items dialogue box not only let’s you configure parameters for
making global changes like these, it also allows you to preview the changes and
how they affect each menu item before you actually implement the change(s):

To make global changes to menu pricing:

1) Highlight the first Menu Group you wish to adjust

2) Click on the button that reads “Modify Items belonging to this Group” to
call up this Dialogue Box:

3) Click on the Price Change Method field to view and select one of the
following price change parameters:

4) Click on the checkboxes beside each price field you wish to update

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5) Tab through the activated price fields entering the variable amount that
should be used as “X” in updating the price for each different price
level…or, if you wish to update all prices in the same way, click on the
button that says [Set all to Price 1].

6) Click on the [NEXT] button to preview how the price change will affect
each menu item

7) If you like most of the changes you see but spot one item whose prices
you do not wish to change, check the box beside this one item.

8) Click on the [OK] button and, if you’re sure you want to make the global
prices changes, respond [Yes] to the prompt below:

To make global changes to forced modifiers attached to the items in a particular


Menu Group:

1) Highlight the first Menu Group you wish to adjust

2) Click on the button that reads “Modify Items belonging to this Group” to
call up this Dialogue Box:

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3) Click on the Modifiers tab and then click on the the [Edit Modifiers]
checkbox
4) Use standard Modifier definition procedures to create modifier pop ups
that will be added to all the items in the Group.
5) Click on the [Next] button and review the items in the Group to see if there
are any items for which the new modifiers might not be appropriate.
6) Click on the box beside any items to which you prefer not to add new
modifiers.
7) Click on the [OK] button and, if you’re sure you want to make the global
modifier changes, respond [Yes] to the prompt below:

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Changing the Menu Items Layout


To change the position of a Menu Item within a group as displayed at the POS,
simply click, drag and drop the Menu Item on the new position. The Menu Item
being replaced will move to the original position occupied by the Menu Item
moved.

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Editing a Menu Item from the Menu Item Layout


Right click on the Menu Item button whose data you wish to edit. The Menu
Items Setup form will appear as shown below.

Swap/Copy Item Attributes


Use this function to copy attributes from one item to another including: button
color, modifiers, prices, etc. For example, if you define a new Steak dish that has
the same modifier options as the existing NY Strip Steak, you could use the Copy
Item Attributes to attach the NY Strip modifier screens to the new Steak dish,
saving you considerable setup time.

WARNING: Use the copy function with care. Once an item is overwritten it
cannot be retrieved.

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To Swap/Copy an Item:

On the Item Selector (Menu tree view), click on the Item you wish to Swap/Copy,
drag it to the new position and drop it. You will then choose whether you “Copy
item/Group” or “Swap Item/Group”.

Custom Groups (User Defined Menu Screens)


Custom Groups allow you to display menu items from different menu groups
together in the Button Area of the Order Entry Screen. Copying items from lightly
populated menu groups to Custom Groups allows for much more efficient button
displays on the Order Entry Screen.

For instance, for reporting purposes, you may have created separate menu
groups for the entrees such as Pasta Dishes, Fish Dishes, Chicken Dishes, Pork
Dishes, Steaks, etc But if each of these menu groups contained only five or six
items each, you would also copy all the entrée items to a single custom group
called “Entrees”. This would allow you to display all the entrees on on a single
screen and would cut the time it takes to navigate from one group to another
when ordering various entrees.

While standard menu groups are numbered from one to 240, Custom Groups are
numbered from 241 to 270. You may use these group numbers to set a Custom
Group as the default menu group displayed when you first access the Order
Entry Screen.

You may add Custom Groups to the Menu Navigation Bar displayed on the far
right of the Order Entry Screen.

Restaurant Manager™ uses a 9th Menu to implement Speed Groups. At the


POS this menu appears at the end of the Menu button row under Groups.

To avoid confusion with the primary menus, a different form is used to setup
Speed Groups.

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Accessing Speed Groups


The Speed Groups Setup form is accessed from the Backoffice Main Menu as
shown below.

The Speed Group Screen consists of two main sections. On the left is the menu
items selector, and on the right the layout of the items of the selected speed
group. A combo box at the top of the screen allows you to change the Speed
Group.

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Naming Speed Groups


Once in the Speed Group Setup form, click on the Groups Tab. A screen
showing the Group button layout will appear. If it is the first time you are
accessing this screen all the buttons will be blank.

To define a Speed Group name, right click on the corresponding button to bring
up the data entry form:

Besides the Speed Group title, you can configure the button color and/or bitmap
to use.

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Defining Speed Group Items


To populate a Speed Group with Menu items simply select an item from the
selector on the left and drag to the desired button on the left of the form. You
can also swap Speed Group Items by dragging and dropping them within the
button layout.

Defining “Chain to Group” Type Items


“Chain to Group” configured items allow you to chain to another group at the
POS without adding an item to the order. This is useful when working with
Logical Groups that require more than 30 items (the maximum number of buttons
that fit on a screen), or to quickly jump to another group to streamline the order
entry process.

By right-clicking on a Speed Group Item button, you can set the button to go to
any other group in the menu by checking the “Chain to Group” checkbox and
then selecting the group you wish to go to. You can also define the text, button
color and button bitmap to display on the button.

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Group Scheduling
The Group Scheduling feature allows you to enable/disable menu groups based
on a time schedule.

Creating a group schedule


First, set up schedule via RMWin->Setup->Menu->Group Schedule. Press “Add”
(on the left side) then enter Schedule Type Name. Then set Schedule
Frequency, Start and Finish times and then press “Add” (on the right). When you
are done, it will look like the screen shown below:

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Scheduling a Group
After this, choose the menu group to be scheduled via RMWin->Menu->Menu
Setup. Select the Schedule Type as shown below:

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After setting up group schedules in the back office, the POS will not allow
choosing a group that is not scheduled; unscheduled groups are displayed as
dimmed out (or disabled) buttons. See “Draught Beer” button below:

Menu Navigation Bar


The buttons that represent your most frequently used menu groups can be
programmed so that you can access a group with a single button press. This
column of buttons is displayed along the right edge of the Order Entry screen in
POS and is called Menu Navigation Bar (or Nav Bar for short) On previous
versions, this was done via macros, so if you are upgrading we recommend you
eliminate the group related macros and program them into the nav bar.

You can define different nav bars for different purposes. For example, you might
have one nav bar that is used by bartenders and a different one for waiters and
waitresses. Or you might have one nav bar for eat-in customers and another one
for carry-out. The choice of which nav bar to display can be either manual, or by
revenue center.

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Configuration options for the Menu Navigation Bar:


The first step in setting up the nav bar is to define the settings for the Nav Bar.
The next step is defining the actual buttons to display. The set up screen is
located under Setup->Menu->Menu Navigation.

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The different nav bars or “Navigation Sets” are displayed along the left side of
this screen. You can add and remove them by pressing the “Add” and “Remove”
buttons respectively. In the middle part of the screen, your menu groups are
displayed in a tree view. To program a nav button, find the desired menu group
in the tree view and drag and drop it to one of the nav buttons.

In the sample screen above, the nav bar is configured to display 8 buttons.
Buttons after the 8th are accessed from the Point of Sale screen by pressing the
Up and Down arrow keys on the nav bar.

If you wish to change the nav bar as a function of revenue center, press the
button labeled “Assign to Revenue Center. change the nav bar as a function of
revenue center, press the button labeled “Assign to Revenue Center.” The
revenue center set up screen will appear.

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For each revenue center on the left, select a “Default Menu Navigation Set” to
use.

Nav Bar Based on Job Class


On previous versions, you could either change the nav bar manually, or
automatically based on the revenue center. On v14, you can change the nav bar
based on the job class of the employee that is assigned to the transaction. Note:
this is not necessarily the same as the employee who swiped into the system.
For example, a manager could swipe into the system and access the check for a
waiter. The manager would see the same nav set as the waiter would when
he/she access the transaction.

To change the nav bar based on job class, you must set the option under station
configurations. Use the Seach function to look for “nav buttons”, and ‘Menu nav
buttons mode’ will appear. Double click to show drop down list then choose “Job
Class”. Next, you must define the nav set to activate for each job class. This
setting is located in RMWin->Setup->Labor->Job Classifications. For each job
class, choose the desired Nav set to use.

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Menu Editing From POS


Adding an Item
Restaurant Manager™ provides the ability to quickly add a menu item (or
modifier) from a POS station. Though it does not offer all the flexibility of the
Back Office, it does give the ability to quickly define an item along with its basic
properties such as the price, button color and prep printer.

To add an item from a POS station, first go into the “Order Entry” screen and
select the menu group in which you want the item added. (Appetizer, in this
sample)

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Click on “MISC” followed by the “Add Item” button.

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You will be lead through a series of prompts to define the item, including its
price, button color and preparation printer.

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Modify In-Stock Quantity


To change the in-stock Quantity from a POS station, first go into the “Order
Entry” screen and change to the menu group containing the item of interest.
(Entrees, on this sample)

Click on “MISC” followed by the “In Stock Quantity” button.

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Choose the item of interest from the selection box and enter the quantity left in
stock. To display the quantity count down on an item, do not set the In Stock
Quantity to 9999.

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Printing Menus

You can print a list of some or all of the items on your menu(s) from the Print
Menu dialogue box which is accessed from the Reports drop down menu. The
list shows the primary preparation area, the item price for each price schedule,
as well as the cost and margin for each item.

Reports->Lists->Menu

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Use this form to indicate which items should appear on the Menu List.

Selection
Use the fields in this section to define the range of menu groups that should
appear on the report

Destination
Click on the following check boxes to indicate the destination to which the report
should be sent.

When you are done setting up the Print Menu dialog box, press “Print” and you
will see a list just like the one shown below:

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Menu Schedules
If you have created multiple menus, you can configure your system to work with
different Menus at different POS stations or to switch automatically from one
standard Menu to another at a specified time, like Sunday Brunch. (You can also
manually switch to another Menu from within the POS Module.)

Use the Menu Schedules Setup Form to schedule menu shifts or to link
different menus to different POS stations:
Setup->Menu->Menu Schedule

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To schedule an automatic switch from one Standard Menu to another:

Position the cursor on the schedule at day & time where you wish to initiate a
Menu shift.

Hold down the left mouse button and drag the cursor to the day & time where you
wish to revert to the original Menu (or switch to another)

Release the mouse button to access a pop-up window listing the Menus.

Highlight the appropriate Menu and click on it.

Repeat steps 1 to 4 until you have scheduled all the necessary Menu shifts for
the Master configuration.

The "Master" configuration highlighted in the column at the left of the Menu
Schedules Setup Form is applied to all POS stations except those for which you
create separate Menu Schedules.

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Price Scheduling

You can define up to six prices for each Menu Item on any of the four standard
Menus or for any of the modifiers and side dishes on the four Modifier Menus. In
other words, each Menu includes six Price Levels. When you define a Menu
Item, the price entered into the field labeled "Price 1" pertains to Price Level 1,
the price entered into the field labeled Price 2 pertains to Price Level 2, etc.

You can configure your system to work with different Price Levels at different
POS stations or to switch automatically from one Price Level to another at a
specified time, like Happy Hour, this is called Price Scheduling. (You can also
manually switch the Price Level at a particular POS station from within the POS
Module.)

To use multiple Price Levels you must:

Define multiple prices for each Menu Item you sell. And, if any of your modifiers
have prices, define multiple prices for them, as well.

Access the Price Level Schedules Setup Form (below) to define which Price
Level should be used at which POS station at which time.

Check the box “Use Price Level time tables” under Station Configurations to
activate the Price Level Schedules you have defined in step 2 above.

Price Level Schedules Setup Form


Use the Price Level Schedule Setup Form to indicate which of up to six Price
Levels should be applied to which POS stations at which times.

Setup->Menu->Price Schedules

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The "Master" configuration highlighted in the column at the right of the Price
Levels Setup Form is applied to all POS stations except those for which you
create separate Price Level Schedules.

To schedule a Price Level Shift:

Position the cursor on the schedule at day & time where you wish to initiate a
Price Level shift.

Hold down the left mouse button and drag the cursor to the day & time where you
wish to revert to the original Price Level (or switch to another Price Level).

Release the mouse button to access a pop-up window listing the six possible
Price Levels.

Highlight the appropriate Price Level and click on it.

Repeat steps 1 to 4 until you have scheduled all the necessary Price Level shifts
for the Master configuration.

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Modifier Menus
In addition to creating menus that list standard menu items, you can create
separate “Modifier Menus” for modifiers and side dishes. Both sorts of menus
are defined in the Menus Setup Form.

A modifier is any item or message, like "Baked Potato" or "Medium Rare"that is


linked to a standard menu item. A modifier cannot be ordered independently. If
a price is associated with a modifier, RESTAURANT MANAGER™ adds the
amount to the price of the standard menu item, or it would just list the price with
the modifier. See Modifier Roll-up Mode. For instance, if a modifier "with
whipped cream" were priced at 25 cents, then a cappuccino with whipped cream
would cost 25 cents more than a plain cappuccino.

From the Menus Setup Form, you can define up to four Modifier Menus of up to
900 items each. PLU Item numbers 3601 through 7200 on the last four
menus are for modifiers.

Because items on the Modifier Menus are processed differently than items on
Standard Menus you must be sure to name Modifier Menus clearly so you do not
accidentally put a standard menu item on a Modifier Menu or vice versa. Typical
Modifier Menu names include "Side Dishes", "Cooking Instructions", "***NO****",
and "Pizza Mods".

NOTE: Follow the same steps to create a Modifier Menu as you follow to create a standard menu.
And follow the same steps to add a group or an item to a Modifier Menu as you follow to add a
group or an item to a standard menu .

Once you have added items to a Modifier Menu you can create pop-up lists of
modifier options that appear automatically when a particular menu items is
ordered. See Forced Modifiers.

By default modifiers do not print on the guest check. See Modifier Roll-up Mode
to change this default setting.

If you wish to print Modifiers in red ink at the prep area printers, you must
activate the red ink feature and make sure you’ve entered the red ink codes in
the Printer Codes Setup Form.

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Price and Inventory Multipliers


Modifiers can be used to change the price and/or inventory depletion for a base
item. For example, in a bar environment, a Scotch can be ordered straight up, or
On the Rocks, or as a Double drink. Depending on the modifier chosen, the
price and liquor content change. In this example, Scotch is the base item, and
the modifier choices are “Straight Up,” “On the Rocks,” or “Double.” For the sake
of discussion, let’s assume the pricing and liquor content are as follows:

Scotch Pricing
Modifier Price Liquor Content
Straight Up $6.00 1 oz
On the Rocks $9.00 1.5 oz
Double $12.00 2 oz

In Restaurant Manager, the Scotch can be entered as a menu item with a price
of $6.00. For inventory purposes, a Scotch contains 1 fluid oz of liquor. When
ordered “Straight Up” no adjustments are necessary; the price and liquor content
are correct. But when ordered “On the Rocks” the price is increased by 50% and
so is the liquor content. When ordered as a “Double,” the price and alcohol
content are both doubled.

To accommodate this, you can assign price and inventory multipliers to the
modifiers “On the Rocks” and “Double.” In RM Back office, go to Menu Setup.
Find “On the Rocks” and click the “Advanced” tab. To apply a 50% increase,
enter 1.5 for both the Price and Inventory Multipliers. For the “Double” modifier,
enter 2.0 for the multipliers. In this example, all modifiers have a price of zero.

The Point of Sale program will automatically do the price and inventory
adjustments depending on the modifier selected.

Note: Only one Price and/or Inventory multiplier can be applied per item. If you
were to select ‘On the Rocks’ twice, it would only apply the multipliers once.

Note also that the multipliers only affect the base menu item, NOT other
modifiers attached to it. For example, if you were to order:

Scotch
On the Rocks
w/ Lime

‘On the Rocks’ multipliers will affect the Scotch, but not the other modifier “w/
Lime.”

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Forced Modifiers
Forced Modifiers are short lists of side dishes or other modifiers that pop up
automatically every time a certain menu item is ordered, forcing the server to
make a selection. Defining these forced modifiers IS DIFFERENT THAN
defining the modifier items, themselves. In fact, you must define the modifier
items BEFORE you can create the forced modifiers linked to a particular menu
item.

A standard example of forced modifiers is to link two Forced Modifier pop-up


screens to a steak dinner. The first lets the server choose between Rare,
Medium/Rare, Medium and Well Done and the second lets the server choose
between the "House Salad", "French Fries" and "Baked Potatoes" that come with
the dinner.

You can even attach Forced Modifier pop ups screens to items on the Modifier
Menus. To continue the example above, the House Salad which accompanies
the steak dinner could be linked to a pop up screen listing "French", "Italian", or
"House" dressings and the Baked Potato could be linked to a pop-up screen
listing of "Butter", "Chives" and "Sour Cream". (To do this, setup modifiers to
modifier items.)

Creating Forced Modifier pop-up screens is part of the process of defining an


individual menu item and must be done in the Menu Items Setup Form. You
simply select items previously defined on the Modifier Menus and put them in
the Modifier List Box under the 'Modifiers" tab on the Menu Items Setup Form.

By default you can press the [Esc] key to exit a Forced Modifier pop-up screen,
thereby ordering an item without side dishes or other modifiers. However, you
can deactivate the [Esc] key to require the selection of modifiers before exiting
the pop-up. See Effect of Esc button during modifier selections.

Forced Modifiers Setup Form


You can use the Modifiers Setup Form to create one or more Forced Modifier
pop-up screens for any menu item highlighted in the Menu Items Setup Form.
See full discussion of this under Menu Items.

Setup->Menu->Menu Setup->Modifiers Tab

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Creating Forced Modifiers


Because each Forced Modifier pop-up screen is linked to an individual menu
item, defining these pop-up screens is part of the process of defining an
individual menu item. However, once you have created a pop-up screen for a
particular menu item, you may convert it to a Template that can be used with
any other menu item.

IMPORTANT: You cannot create Forced Modifier pop ups until AFTER you have defined the
modifier menu items, themselves.

To link Forced Modifier pop-up screens to a menu item:

Locate the menu item you wish to modify on the Items List in the Menu Items
Setup Form. You can use the Search button for this.

When the item you wish to modify is highlighted, click on the "Modifiers" tab at
the top of the setup form.
Click on Groups, then click on the down arrow to the right of the of the field under
Groups & Templates. A drop down list will appear showing the Modifier Menu

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Groups you have previously defined. (See Menu Items if you have not yet
defined the modifier items you wish to add to the Modifiers List Box.)

Type the first letter of the Group that contains an item you wish to add to the first
Forced Modifier pop-up screen OR scroll through the list until the appropriate
Group is highlighted.

Double click on the highlighted Group. A list of all the modifiers in that group will
appear on screen.

Highlight the item(s) you wish to move to the pop-up screen. You can use the
<shift key> and the <ctrl key> for this. Then click on the [<] button to copy it to
the Screen 1 Modifiers list.

If you wish to add items from another modifier group to this same Forced Modifier
pop-up screen, repeat steps 3 to 6.

If you want the server to be able to select more than one item from this pop-up
screen, enter the number of items that can be selected in the "Count" field

If you wish to use same the items on this Forced Modifier pop-up screen with
other menu items, click on the "Create Template" button.

If you wish to add additional Forced Modifier pop-up screens to this same menu
item, repeat steps 3 to 9 until you have created a total of up to five pop-up
screens.

When you have completed creating all the modifier pop-ups needed on this menu
item, click on the EXIT button to activate the changes and exit the Menu Items
Setup Form.

NOTE: When configuring a new system from the Backoffice Module, it can be helpful to run the
POS Module in another Window (or even on another POS terminal) so that you can test the
configuration as you go along. To test your changes in POS, hit MISC->Re-load Sys Config to
ensure that your changes has taken effect in POS.

Forced Modifiers Templates


Once you have created a modifier pop-up screen for a particular menu item, you
can duplicate that pop-up screen as a "template" that can be linked instantly to
any other item on the menu.

To create a Forced Modifier Template:

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You must first follow steps 1 to 9 above for creating a Forced Modifier pop-up
screen. Then, when you have a list of modifier options displayed in the Menu
Items Setup Form:

Click on the [Create Template] button.

Type in the name you wish to give to the template.

Click on [OK].

If you wish to verify that you have properly created the template, click on the
Templates checkbox on the right of the screen and then click on the down arrow
on the field right below it. Scroll through this list until you see the name of the
template you just created.

Once you have created this template, you may link it to many other menu items
as described below.

Using Forced Modifier Templates


If you have already created one or more Forced Modifier Templates, you will find
that it is much more efficient to link a menu item to a modifier option template
than to recreate the same pop-up screen over and over.

To create a modifier pop-up screen from an existing template:

Highlight the menu item to which you wish to link a modifier pop-up screen.

Click on the "Modifiers" tab at the top of the setup form.

Click on the [Templates] checkbox in the "Groups & Templates" section.

Click on the down arrow in the field at the top of this section to view the
Templates you have already defined.

Type the first letter (doesn’t work) of the template you wish to use OR scroll
through the list until the Template Name is highlighted.

Click on the highlighted Template to view the template.

Click on the [<<] button to turn this template into a forced modifier pop-up screen
for this particular Menu Item.

If you want the server to be able to select more than one item from this pop-up
screen, enter the number of items that can be selected in the "Count" field.

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If you wish to create a second pop-up screen associated with this particular
menu item, click on the down arrow beside the [Screen 1] field and select Screen
2. Then repeat steps 4 to 8 above. (screen 2 doesn’t give 2nd pop-up screen)

When you have completed creating all the modifier pop-ups needed on this menu
item, click on the EXIT button to activate the changes and exit the Menu Items
Setup Form.

Combo Meals
A combo meal is used to offer special pricing on a collection of items. For
example, a cheeseburger, small fries and small coke might cost $5.00 if
purchased separately, but when purchased together, they constitute a combo
meal that is $4.75. ASI provides the facility to program combo meals and
automatically apply combo pricing.

You can program up to 999 different combo meals. Each combo meal can have
up to 99 different sizes. Sizes can be used to upsize a combo. For example, the
combo meal described above might offer a “Super Size” where the regular fries
are substituted with a large fries and the regular coke is substituted with a large
coke. Upsizing messages can be enabled or disabled for each combo meal for
suggestive selling purposes. So when a customer orders a combo, the
Restaurant Manager™ automatically displays the upsize options. This not only
increases your bottom line, but ensures that your customers don’t leave on an
empty stomach.

Each combo meal can have up to 10 tiers. Each tier consists of a 1 or more
items, any of which can be used to fulfill the tier. As soon as all tiers are fulfilled,
Restaurant Manager™ automatically recognizes the combo and applies the
combo pricing. The example combo meal above has 3 tiers. The first tier
consists of a single item – cheeseburger. The second tier also has just one item
– small fries. The third tier however, might have several items to allow a choice
of different beverages (e.g., small coke, small sprite, small fanta, etc.).

Combo meals can be ordered in two different ways. The first way is to order the
individual items, and let the system detect when a combo meal has been fulfilled.
In the cheeseburger example, the system will automatically create a combo meal
after you order a cheeseburger, small fries and any small beverage. Note that
you can order these items in any order and you can even order non-combo items
in between; the system will still detect the presence of the combo as soon as the
combo is fulfilled. Also note that the “combo feature” can be disabled via a
setting in Stations Configuration.

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In the above screen shot, the user ordered a cheeseburger, small fries and small
coke. Restaurant Manager™ automatically detected the presence of a combo
and inserted the Reg Combo #1 item to give a $.25 discount. There is a setting
in Station Configuration to enable or disable automatic detection of combos.
Note that the combo meal (Reg Combo #1) and the combo items are all menu
items. A discussion of entering combo meals and combo items will be described
later.

The second way to order a combo is to press the combo meal button. The
system will automatically add the individual tier items to complete the combo. So
to achieve the same result as the above screen shot, the user could have
pressed the “Reg Combo #1” button and let the system automatically insert the
cheeseburger, small fries and small coke. When there are multiple items in a tier
(as in the case of the beverage), Restaurant Manager™ will either select the first
item, or display a selection window for you to choose one. To make Restaurant
Manager™ auto-select the first item, check the box under Station Configuration.

Programming Combo Meals


Combo meals are programmed in three steps:

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Define combo sizes


Define a menu item for each combo meal as well as each combo item
Define the basic parameters for each combo meal

These steps are described in the following sections.

Defining Combo Sizes


In order to use combos, you must define at least 1 combo size. See screen shot
below. Enter descriptions for all your combo sizes (e.g., Regular, Super Size,
Jumbo, etc.). Make sure to enter all sizes that you anticipate using as changing
them will require re-programming your combos.

Setup->Menu ->Combo Sizes

Defining Menu items for Combo Meals and Combo Items


Combo meals as well as combo items are regular menu items just like appetizers
and entrees. Only after combo items are linked to combo meals do they exhibit
special combo behavior in the POS. So that combo items can be linked to
combo meals, you must first define each combo meal and each combo item in
your menu.

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Set-up->Menu->Menu Setup

It does not matter where you position combo meals and items in your menu, but
they should all be menu items rather than modifiers. For combo meals, you
should create one item for each size. So let’s say you have a combo #1, and it
comes in 3 sizes (Regular, Super Size and Jumbo), then you should create 3
items:

Reg Combo 1
Super Combo 1
Jumbo Combo 1

If your combo meals offer a discount, as most combos do, you should enter the
discount amount as a negative number in the item price field. Though it is not
required, you can create a separate menu group for holding the combo meals.
This will allow them to appear separately on reports.

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After entering combo meals, you should enter your combo items. You must
create separate items for different sizes (i.e., Small coke, Med Coke, Large
Coke). Note: the same combo item can be linked to multiple combo meals
without duplicating the item.

Defining and linking the Combo Meals


In this step, we link the menu items created in the previous step to actual combo
meals.
Setup->Menu ->Combo Meals

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With the screen above, do the following:

1. Click the “Add” button to add a new combo set.

2. Specify the number of tiers and define the sizes this set will have. In the
cheeseburger combo example, there are 3 tiers (3 sets of items that make up the
combo - cheeseburger, fries & beverage). To define the sizes, highlight the size
you want from the left side and press the [>] button. You will then see the size on
the right side. Do this for all the sizes you wish to include in this meal.

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3. Double click on the "Undefined" under the combo set. A Search Menu dialog
will appear. Type in the name (or part of it and press ‘Search”) of your pre-
defined combo meal (i.e., Reg Combo 1).

4. Define all the items that go into each tier. You may put many items per tier.

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To do the above:

1) Click on the Items Tab


2) Search for the Combo Items in the Tree View on the right
3) Click and drag the item to the center
4) Do these for all Tier Numbers.
5) Do 3 & 4 for all your combo meals within the specified set
6) Should you want another combo set, you may choose the "Add" button or
right-click on the combo set to "Duplicate Combo Set"

Special Considerations
Some options are NOT available for combo meals. The special considerations
and restrictions are described below.

Tagging
If you touch a combo meal on the view check area, it will automatically tag all the
combo items that go with the combo meal. You can tag and untag individual
combo items by touching the items.

Quantity

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The combo recognition function which automatically collects combo items and
builds combo meals, does not work on items that have quantity greater than 1.
In order to order more than 1 of a given combo meal, first order the combo, then
tag it and press the “Qty +” button. When using the Qty + / - buttons, you can tag
the entire combo, or any one of the items within the combo. You can also order
large quantities of combos using Misc->Qty.

Edit Modifiers
Once a combo has been recognized and the system creates a combo meal, you
cannot use “Edit modifiers” on the combo; however, “Edit modifiers” can be used
before the combo is complete. For example, if you order a cheeseburger, extra
cheese, no onions. You can use “Edit Modifiers” to make changes, but after you
order a small fries and small beverage and the combo meal is completed, you
can no longer use the “Edit Modifier” feature.

Also, note that forced modifiers are skipped when you hit the combo meal button.

Passwords
When ASI recognizes a combo and creates a combo meal, it does not require a
password even if the combo meal has a negative price and is password
protected.

Reorder
Reorder is not allowed on combo meals.

Split Items
Split items are not allowed on combo meals.

Deleting Combos
For sent combos, the whole combo is automatically tagged when at least one of
the combo members is tagged before deletion occurs. However, if not yet sent,
when the combo is partially tagged, only the tagged combo member items and
the main combo item (ie. Super Combo #1) are deleted.

If you select the option “Delete last item” and the last item is a completed combo,
the entire combo is deleted – the main combo item, the combo members and all.

Restrictions in Automatic Combo Detection


There are some restrictions on the types of items that qualify for automatic
combo detection. The following items are ignored for the purposes of automatic
combo detection:

1. Items with quantity not equal to 1 (note, if you wish to order more than one of
a specific combo, you should use the quantity key and press the main combo
item).

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2. Pizzas
3. Items that are price adjusted and/or discounted
4. Items that are already sent to remote printers/displays

Adjectives
Adjectives provide a means of re-directing menu items so when an item is
ordered, the adjective causes a different item to be added to the check. A typical
example of the use of adjectives would be in specifying the size of a beverage.
Take for example a restaurant that offers 19 different beverages, and 4 sizes for
each. The total number of size / beverage combinations is 76 (19x4). This
would require more than two menu groups and it would be difficult to locate the
correct beverage and size combination.

By using adjectives, the number of buttons in the above example can be reduced
to 23 rather than 76 (4 adjective buttons and 19 beverage buttons).

Note, these 23 buttons are for the user interface only; you must still program the 76 size/beverage
combinations in Menu Item Setup Form, but the user need not be aware that they exist.

A sample POS screen layout is shown below:

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Note the adjectives are displayed in a single column just to the left of the items.
The width of the adjective column and the number of adjective buttons are
adjustable via settings under Order Entry Screen Options of Station
Configuration. The Fractional Screen Width for Adjectives used above is “0.1”
You can remove the adjective column entirely by setting the column width to 0.

Defining Adjectives
To define adjectives for your restaurant, go to Setup->Menu->Adjectives Setup.
The following form is displayed:

You should give this careful consideration BEFORE entering your adjectives.
This first step is relatively easy, but after linking adjectives to menu items (as
described in the next few sections), it will be very difficult to delete adjectives or
re-arrange the adjective order; doing so will throw off the adjective links in the
menu and will require reprogramming.

The “Persistent” check box allows the adjective to stay depressed until you
choose a different adjective. Non-persistent adjectives are automatically de-
selected after being applied to a menu item or modifier.

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Creating Items and their Adjectives


The next step is to create a group of base items in Menu Setup. For the
beverage example, you should create a group containing the beverages without
specifying the size (e.g., Coke, Diet Coke, etc.). Prices for these items are
immaterial as they are simply used as a placeholder to point to the real items
below.

After creating base items, you must create adjective items for every base item.
These items should be placed in separate menu groups that are not visible
to the user. In the beverage example of the previous section, you would create
four items for every beverage – one for each size (i.e., Sm Coke, Med Coke, Lg
Coke, XLrg Coke). Do the same for all the other beverages. Remember to
define item prices here.

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Linking Adjectives to a Menu Item


To enable Adjectives for a “base” item, highlight the “base” item in the menu
setup form. Click on the “Adjectives” tab and check the option “Enable
Adjectives”. Note: The ‘base item’ is the one under the menu group of
which you want the user to see, in this example, under Beverage group.
When this option is checked, the item is treated differently by Restaurant
Manager™. See discussion in the next section.

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Initially, all entries in the center window (“Defined Adjectives”) will be “Not
Defined”. To define an adjective for the base item, first highlight the adjective in
the center window, then find the correct item to link to it in the “Items” tree on the
right. Remember that the item belongs to the group which you don’t want
the user to see, Adjectives group in this example. Then press the less than
symbol “<” to assign the adjective. Repeat this procedure until all valid adjectives
are defined. It is OK to leave one or more adjectives “Not Defined” as
Restaurant Manager™ will not allow that adjective to be used with that base
item.

To make a particular adjective the default, “Right” click on the adjective and
choose the “Make Default” option.

When you are done with these steps, you are now ready to make use of your
adjectives in POS.

Another example:
Suppose you sell sandwiches and offer a variety of condiments:

Onions Pickles Tomatoes


No Onions No Pickles No Tomatoes
Extra Onions Extra Pickles Extra Tomatoes

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For this application, you would create two adjectives:

No
Extra

Then you would create menu items in the following groups:

Base Group/Condiments group:


Onions
Pickles
Tomatoes

Adjectives Group:
No Onions
No Pickles
No Tomatoes
Extra Onions
Extra Pickles
Extra Tomatoes

Note that in this example, instead of 9 buttons, the user can only see 5. If you
prefer to put “Regular” adjective to make it more clear to the server, you can also
do so.

Working with Adjectives in Point of Sale


When using adjectives in Point of Sale, you must first select an adjective, then
press an item. If you forget to press the adjective first, Restaurant Manager™
will do one of two things. If there is a default adjective for the item, it is selected
automatically. If there is no default, Restaurant Manager™ will display a list of all
available adjectives and require you to choose one.

If you choose an adjective that is not defined for an item; for example, if you
chose the adjective “Extra” then press the “Coke” button. The POS program will
display an error message.

If you select an adjective, then press an item for which adjectives have not been
enabled, the POS will ignore the adjective and just order the item.

If you accidentally select the wrong adjective, you can touch it again to deselect
it, or you can select a different adjective.

Persistent adjectives remain selected, even after being applied to an item or


modifier. Non-persistent adjectives are automatically de-selected immediately
after being applied.

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Pizza Definition
If you only sell specialty pizzas but do not allow the customer to choose the
toppings, etc. that come with the pizza, you should simply define each specialty
pizza as a standard menu item and enter them as such. If you sell pizzas where
the customer can mix and match a variety of crust sizes and toppings, etc., then
you must create a special pizza menu. When you create a special pizza menu,
your Restaurant Manager™ automatically generates a special Pizza Order Entry
Screen that allows you to enter all the particulars of any pizza order from a single
screen in the POS Modules.

The Pizza Order Entry Screen is accessed from the main Order Entry Screen.
After the pizza order has been entered from the Pizza Order Entry Screen, the
pizza(s) are displayed on the Order Entry Screen along with the drinks and other
standard menu items the customer may order.

The fields for defining your pizza menu are organized into setup forms as
described below:

Pizza Sizes
You can define up to six pizza sizes. Pizza sizes are used to generate pricing
alternatives for crusts, toppings and combos. If, for example, you create Small,
Medium and Large sizes, then you will see fields labeled [SM PRICE], [MED
PRICE] and [LG PRICE] for each type of crust you define, etc.

Because size is what generates pricing alternatives, you must define a different
pizza size for each category of pricing you wish to create. If, for example, you
offer two types of pizza -- thin crust and deep dish where the topping price
depends on the crust type (e.g., pepperoni topping is $1.00 on thin crust pizzas
and $1.50 on deep dish pizzas), then you must create sizes that include crust
type (a "Small Thin Crust" size and a "Small Deep Dish" size.)

If crust type does not affect topping prices, etc. then you should define crust
alternatives in the fields under the [CRUST] tab.

Setup->Menu->Pizzas->Sizes Tab

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The fields under the "Sizes" heading are organized into columns:

Number (#)
This column indicates the order in which the sizes are listed on the POS screen.
If you offer fewer than six Pizza sizes, leave the bottom rows blank.

Size Description
Type a pizza size using up to eight characters. This description will appear on
the Guest check and on Sales Reports.

Abbreviation
Type an abbreviation of the pizza size using up to 3 characters. This abbreviated
description will appear in the price column headings in the other sections of the
Pizza Setup Form as well as on the Pizza Order Entry Screen.

Price Mode
Click into the space where “By Topping Count” appears and an arrow will appear.
Click on his arrow to reveal a drop down list of choices: (1) By Topping Type; and
(2)By Topping Count. Click on the desired price mode. See Pizza Pricing by
Topping Count.

Award No

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Click on the space and an arrow will appear. Click on this arrow to reveal the list
of awards. Click on the award of choice.

Award Points
Enter here the number of points given to the customer when he buys this certain
pizza size.

Pizza Crusts
Restaurant Manager™ can handle up to 6 different pizza crust types. Size and
crust together make up the base pizza to which you can add toppings and/or
combos. In other words, you can define up to 36 different base pizzas which can
be used to build all the pizza variations on your menu. You must define a price
for all crust types and sizes. If you do not offer a particular crust type in every
size, you must enter a price of $0.00.

Setup->Menu->Pizzas->Crusts Tab

The fields under the "Crusts" heading are organized into columns:

Number (#)
This column indicates the order in which the crusts are listed on the POS screen.
If you offer fewer than six Pizza crusts, leave the bottom rows blank for the Crust
Name, however, enter 0.00 for the prices.

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Crust Name
Type the names of the crust types in the fields under this heading

<Size > Price


The six price columns allow you to enter the price for each base pizza offered in
your establishment. Notice that the size abbreviations you defined in the [SIZE]
section of this setup form appear in the column headings. If no size abbreviation
appears, you did not create an abbreviation in the [SIZE] section.

Combos or Specialty Pizzas


You can define up to 30 different "Combos" or specialty pizzas such as "Meat
Lovers Pizza" or "4 Cheese Pizza". Combos are treated just like pizza toppings.
When you generate your Pizza Menu, Restaurant Manager™ creates "modifiers"
representing each combo. Handling combo types like toppings gives you the
flexibility to handle half combos and/or combos with additional toppings; for
example, a large deep dish pizza, half Meat Lovers, the other half Veggie Lovers,
or a large Meat Lovers Pizza with extra mushrooms, etc.

Setup->Menu->Pizzas->Combos Tab

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The fields on this form are organized as follows:

Number (#)
This column indicates the order in which the combos are listed on the POS
screen. If you offer fewer than 30 Specialty Pizzas, leave the bottom rows blank.

Combo
Type in up to twelve characters to identify each Specialty Pizza in the fields
under this heading.

Color
Click on the down arrow to the right of these fields to select the color of the POS
touchbutton that will be labeled with a particular Specialty Pizza

<Size > WH Prc/ <Size> HA Prc


The 12 price columns allow you to enter the price for half and whole specialty
pizzas for each base pizza offered in your establishment. Notice that the size
abbreviations you defined in the [SIZE] section of this setup form appear in the
column headings. If no size abbreviation appears, you did not create an
abbreviation in the [SIZE] section.

Combo prices are computed by adding the base price of the pizza to the combo
price, just like a topping. In other words, when defining the combo price, you
must enter only that amount over and above the base pizza price that your
charge for each combo type. If, for example, you wish to charge $15.99 for a
Large Meat Lovers Pizza and the large pizza base is priced at 9.99 (under the
[CRUSTS] tab) then the price of the combo should be entered as 6.00.
Restaurant Manager™ will add the combo price (6.00) to the base pizza price
(9.99) to get the actual price of the Large Meat Lovers Pizza (15.99).

If your combos are all the same price for a given size, you can enter the prices
for the first combo and then press the [F5] key to copy the prices to the other
combos.

Pizza Toppings
The fields under the Toppings tab allow you to create and price all the topping
options on your menu. Pricing options include whole and half pizza toppings

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Setup->Menu->Pizzas->Toppings Tab

The fields on this form are organized as follows:

Number (#)
This column indicates the order in which the toppings are listed on the POS
screen. If you offer fewer than 30 Pizza Toppings, leave the bottom rows blank.

Combo
Type in up to twelve characters to identify each Pizza Topping in the fields under
this heading.

Color
Click on the down arrow to the right of these fields to select the color of the POS
touchbutton that will be labeled with a particular Pizza Topping.

<Size > WH Prc/ <Size> HA Prc


The 12 price columns allow you to enter the price for half and whole specialty
pizzas for each base pizza offered in your establishment. Notice that the size
abbreviations you defined in the [SIZE] section of this setup form appear in the
column headings. If no size abbreviation appears, you did not create an
abbreviation in the [SIZE] section.

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Topping prices are added to the price of the Pizza Base to calculate the total
price of the pizza. If there are toppings the customer can choose which do not
add to the price of the base pizza, it is recommended that you define those
toppings as modifiers.

If your toppings are all the same price for a given size, you can enter the prices
for the first topping and then press the [F5] key to copy the prices to the other
topping fields.

Pizza Modifiers
Pizza modifiers can be used to convey special cooking instructions to the
kitchen. Restaurant Manager™ allows you to define up to 6 Groups of Pizza
Modifiers. Each group can contain up to 25 individual modifiers for a total of 150
pizza modifiers. It is recommended that you group modifiers in categories like **
NO ** (for No Onions, No Garlic, No Anchovies, etc.) and **EXTRA** (for Extra
Sauce, Extra Cheese, Extra Spicy, etc.). You have the option of applying a price
to the modifiers if necessary.

Setup->Menu->Pizzas->Modifiers Tab

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The fields on this form are organized as follows:

Modifier Group
Use your mouse to highlight a line in this box and click on the [EDIT] button to
create a name for a category of modifiers like ****NO****, or ***EXTRA***, etc.
Each Group name can be up to 20 characters long.

Number
This column indicates the order in which the modifiers in each group are listed on
the POS screen.

Modifier
Type the name of each modifier you wish to add to the category highlighted in
the [MODIFIERS GROUP] box.

Button Color
Click on the down arrow to the right of these fields to select the color of the POS
touchbutton that will be labeled with a particular Modifier.

Price
If you wish to charge a price for a modifier, enter the price under this heading.

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Miscellaneous Pizza Options


Use the fields under this tab to define default configurations that determine which
Pizza screens and features appear onscreen by default.

Setup->Menu->Pizzas->Misc Tab

The fields on this form are organized as follows:

Default Opening Screen


Click on either [COMBOS] or [TOPPINGS] to indicate which screen should
appear each time you access the Pizza Order Entry Screen.

Default Size
Click on the down arrow beside this field to indicate the pizza size you sell most
often.

Default Crust
Click on the down arrow beside this field to indicate the crust type you sell most
often.

Item Menu to Use

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Click on the down arrow beside this field to indicate which of the four Standard
Menus you wish to use as the Pizza Menu. It is recommended the you use the
system default of Menu #4.

Modifier Menu to Use


Click on the down arrow beside this field to indicate which of the four Modifier
Menus you wish to use for the Pizza Modifiers. It is recommended the you use
the system default of Menu #4.

Group Type for Pizzas


Click on the down arrow beside this field to indicate which Group Type category
you wish to use to calculate the sales taxes applicable to the items on the Pizza
Menu.

Prep Area for Pizzas


Click on the down arrow beside this field to indicate the Prep Area Printer to
which Pizza orders should be routed. If you wish to send a pizza to multiple prep
area printers you must configure the additional printers from the main Menu
Items Setup Form.

NOTE: If you wish to further configure the items on your Pizza Menu, first press the [GENERATE
MENU] button at the base of the Pizza Setup Form. Then exit the Pizza Setup Form and access the
Pizza Menu (Menu #4) on the Menu Items Setup Form. Accessing the pizzas here allows you to
send an item to multiple Preparation Areas, create Forced Modifier Pop-up Screens, etc.

Pizza Pricing by Topping Count


This new feature allows you to set different prices for pizza toppings which
depend on the total number of toppings on the pizza. For example, you could
implement a “4th topping free”, or a “4th topping and above only 50 cents”
promotional pricing.

Setup
To implement Pizza pricing by topping count:

1) Under Setup->Menu->Pizzas->Sizes, select the “By topping type” under the


Price Mode column for every pizza size you wish to price this way.

2) Under Setup->Menu->Pizzas->Toppings->Price by Number of Toppings,


enter the prices you wish to charge according to the total number of toppings on
the Pizza. The sample screen below shows a “5th topping free” pricing scheme
for the small (SM) whole pizza toppings.

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Allowing Pizzas with Zero Price Crust


By default, Restaurant Manager’s pizza module does not allow crusts with zero
price.

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In the above setup screen, setting the “Small” and “Medium” price of the Stuffed
Crust to zero effectively disables the Stuffed Crust on small and medium pies.
An attempt to order a small or medium Stuffed Crust pizza will result in an error
message at the POS terminal.

If you wish to allow zero price crusts, then you must check the option “Enable
crusts with zero price” located under the “Misc” tab. This option must be enabled
when you press the “Generate Menu” button. Note: when using zero price
crusts, then it is assumed that the entire price of the pizza is contained in either
the toppings, or the combos.

Pizzas with multiple price levels


Though the pizza module does not directly support multiple price levels, you can
implement it as follows.

1) Define your pizza parameters (i.e., sizes, crusts, toppings, etc.) using
RMWin, Setup, Menu, Pizzas.
2) On the Pizza Definition form, UNCHECK the option “Overwrite all price
levels during Generate Menu.”

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3) Press the “Generate Menu” button. This will create menu items for all the
pizzas and toppings, but because of step 2 above, it will update price level
1 only and leave all other price levels unchanged.
4) Go to RMWin, Menu Setup and change the price levels for each pizza
and/or topping as needed.
5) Set the price level schedule via RMWin, Setup, Menu, Price Schedules
(for additional information on this feature, refer to the related section of the
users guide).

Scale Interface
Restaurant Manager interfaces to weighing scales conforming to the NCI
standards.

Any base menu item can be configured to automatically read the scale when it is
selected at the POS. In the backoffice, options are available to define container
weights which are then associated to the corresponding menu items.

Scale Installation
RM communicates with scales via serial ports. Simply connect the serial cable to
the designated port on the POS workstation.

Interface configuration
Enable and configure the scale interface under Station configuration-
>Miscellaneous->Interfaces->Weigh Scale.

Enable: check this box if the scale interface is present for the selected station

Units: Text to show for measurement units when displaying/printing weighed


items.

Scale Device: Input/Output port for scale interface. Valid device names are
COM1 thru COM4.

Serial Port Settings: Set the baud rate, parity and stop bits to correspond to
those required by the scale being used.

POS Operations
Price Adjustments
To make a permanent change to the price of a menu item, see the section on
Changing Prices. To adjust the price of a particular item on a particular order

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you may either apply a line item discount or follow the instructions below to make
a price adjustment:

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Most Restaurant Manager POS Systems are configured to use the [SEND]
button on the POS Order Entry Screen for communicating with a variety of prep
area devices, including 40 column printers and kitchen video or KDS. In
quickservice operations you may even use a portion of the POS touchscreen to
display prep area output so that staff working alongside cashiers may continue to
view an order even after the cashier has settled it and moved on to another
customer.

The following parameters can determine which prep area receives output about a
given order:

The menu items on the order


The modifier items on the order
The POS Workstation from which the Order was sent
The Revenue Center to which the order is linked
The table to which the order is linked
The time of day

Prep Area Output always includes the menu items and modifiers on the order as
well as the order number and information on the employee that sent the order.
You can use the Printer Templates Editor to include much more information in
the prep area output. You can also use the Printer Templates Editor in tandem
with special Prep Area Device settings to determine the best way to organize the
output before it is sent.
When configuring your system with prep area devices it is necessary to run a
special utility called RMSpool. In addition, you should use the following setup
forms to configure the prep area devices and control prep area output:
?Communicating with Prep Areas

Linking Menu Items to Prep Areas


Any single menu item may be sent to up to four different prep areas. Use the
Menu Setup Form to define the prep areas appropriate to each menu item.
You can also configure some prep area devices to receive output on all the items
on an order when only one of the items on the order was specifically directed to
that prep area device. In other words you can configure prep area output to
include items that are not themselves directly linked to a give prep area.

Linking Modifiers to Prep Areas


Most modifiers are configured to follow the menu items they modify to the prep
areas defined for the menu item, itself. However, you may configure some
modifier items to print independently of menu items or you may even use the
modifier to steer a menu item to a particular prep area.

“Steering” menu items with modifiers


For some menu items, the preparation area may depend on the modifier(s)
chosen. For example, a Seafood Platter is prepared at either the fryer station, or
the broiler station depending on if it is fried or broiled. These may be in different
areas of the restaurant and may have a different remote printer. In this example,
you can use the modifiers “Fried” and “Broiled” to steer the menu item to the
appropriate remote preparation printer.

To create a “steering” modifier, define the modifier as usual, and check the option
“Steer Menu Item” in the modifier set up form. If this option is checked, then the
remote printers that are chosen for the modifier are ADDED to the remote
printer(s) of the menu item.

In the example of the Seafood Platter, you would not designate any remote
printers for the Seafood Platter, but for the modifiers “Broiled” and “Fried” you
would check the option “Steer Menu Item” and designate them to go to the
Broiler and Fryer respectively.

Note that the option to “Steer Menu Items” is additive; that is, when the POS
system encounters a modifier that steers the menu item, it will send the item to
the prep area defined by the modifier IN ADDITION TO sending it to the usual
place. So if a menu item is set to print in prep areas 1 and 2, and it is ordered
with a modifier that steers it to prep areas 3 and 4, then the item and its modifiers
will be printed in all four prep areas (1,2,3 and 4). Multiple steered modifiers are
also additive.

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Linking POS Workstations to Prep Areas


Any one POS Workstation can send prep area output to eight different prep area
devices. Each POS Workstation could, theoretically send this output to different
prep area devices. This configuration is most common in multi-floor
establishments with separate dining rooms and kitchens on each floor. In this
instance, you must be sure the prep printers connected to each POS station
correspond to one another. In other words, if Printer #3 in the downstairs kitchen
is in the salad area, then Printer #3 in the upstairs kitchen must be in the salad
area, too.

Prep Area Filtering


You may use Prep Area Filtering to make the prep area a variable of the
Revenue Center, the time of day or the table which placed the order.

Station Configuration Setup Form


Devices
Print/Send
Remote Printer Filters
General Message Area
Printer Templates Editor
Label Printer Format
Timed Send Delays
Deletion Codes Setup Form
Menu Setup Form

Remote Printing

Printing Items from Other Printers


RM provides the option to print items from other preparation printers. This
feature is especially useful for coordinating food preparation. It allows the cook
to see not just what he needs to prepare, but things that are being prepared at
other stations throughout the kitchen.

To configure this option, go to RMWin->Setup->Station Configuration->”Also print


items from prep area”. For each prep printer, select the other printers that you
want printed

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In the sample screen shot above, the “FRYER” printer is configured to also print
items from the “BROILER” printer. If there are no items for the “FRYER,” then
nothing is printed, but if there are items, then it will print those items in addition to
the items going to the “BROILER.”

Remote Printer Template Editor


The Remote Printer Template Editor allows you to customize the prep area
output with all sorts of data related to a given order. For instance you may (or
may not) wish to include the Revenue Center or the customer name in the prep
area output. The configuration options on this setup form work in tandem with
additional prep area device configuration options on the Station Configuration
Setup Form to allow you to fully customize prep area output.

Setup Æ Prep Printing Æ Printer Templates Editor

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Text and Keywords


The setup form above identifies various data fields with “keywords” that can be
used to insert each type of data into a template for prep area output. Keywords
are special symbols that would get expanded/translated by the Keyword
Expansion Engine into the value the keyword represents. .By clicking on any of
the keywords listed on the left side of the form you may insert the keyword into
the prep area output template.

You may also type directly on the body of this setup form to insert text “as is” into
the template.

On the following example,


Table <Table Description>
Contains both the text Table as well as the keyword <Table Description>. In this
case, this may be converted into prep area output that reads
“Table A-1”

Keyword Types
The keywords are grouped into five (5) types, namely: standard, printer, data
block, mode dependent block and miscellaneous keywords.

Standard Keywords
Keywords of this group are those that would most likely be included in the
definition file and the values that these keywords get expanded to always take

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into consideration the state of the items currently being sent. Like, for different
groups of item sent, the keyword <Send Time> would naturally have different
value.

Printer Keywords
These are printer related keywords that gets expanded into printer command
codes, usually, most of these codes are not printable. These printer keywords
are configurable via the BackOffice “Printer Codes” under Setup->Station
Configuration->Devices.

The keywords <Expand On> and <Expand Off> that commands the printer to
turn on and off expanded printing belongs to this group.

Data Block Keywords


Keywords of this group expand not only to a single value but to a whole block of
text or data and may add single or multiple lines to the remote printer output.

Take for example the following data block keyword

<Resend Banner>

Which get expanded to:

=======================================
================ RESEND ===============
================ RESEND ===============
================ RESEND ===============
=======================================

On some keywords, like <Sent Item Data>, it’s behavior on totaling, modifiers,
coursing, etc. is still going to be controlled by the station configuration settings.

Mode Dependent Block Keywords


These are special and advanced keywords and should always be used in pairs
that doesn’t expand to anything but controls whether or not the keywords that are
defined inside the keyword pair are to be expanded or not.

Take for example the following definition line entries

<If Table>
Table Service: <Table Description>
</If Table>

If in table mode, will get expanded into

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Table Service: Rnd-4

But will not expand to anything if not on table mode.

Miscellaneous Keywords
These keywords are useful if you want to add comments and embedded keyword
codes.

<# bold printing capability sample>


<27><33><8>Bold: ON
<27><33><0>Bold: OFF

Would get expanded into

Bold: ON
Bold: OFF

The 1st line, it being a comment “<#>” keyword, is ignored. but the 2nd and 3rd
lines are expanded properly, showing both text in bold and normal print,
respectively.

Please take note that some of the printer codes need to be printed does not take
effect unless they are placed as the first codes for a line.

For a detailed description of this powerful feature as well as a list of all the
keywords supported by the Keyword Expansion Engine, please download and
read “Tech Notes For Remote Printing UsingTemplate Based Definition File”.

Additional Keywords for Remote Printer Template


The following keywords have been added to the remote printer template and can
be readily used for displaying to screen, to printer and for the General Message
Area:

<Check Total Info> - expands to the current check total text


<Check Total Amount> - expands to the current check total

For more information on setting up the remote printer as well as the list of other
keywords, refer to “Remote Printer Template SetUp” documentation in the Tech
Notes section of the reseller area.

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Data not Controlled by Printer Template Editor


While most of the information you might wish to include in the prep area output
can be configured on the Printer Template Editor, there is some data that must
be configured elsewhere. If you wish to include any of the following data in the
prep area output, use the [Search Settings] button on the Station Configuration
Setup Form to find and activate the following settings:

Show price of open price items


Check this box to include the open price of an item in a prep-area output for
items that are configured with Open Pricing.

Print item summary


Activate this setting if you wish to include a summary at the top of the prep area
output which summarizes menu items without modifiers.

Print coursing information


Activate this setting if you have defined courses on the Menu Course Type Setup
Form and wish to print coursing information on the prep area output. Coursing
output is also controlled by the Sorting options described below.

Print seat number beside items


Activate this setting if you wish to print the seat number alongside each item that
is sent to the prep area devices. If you activate this setting it is recommended
that you also enable the Advanced Seat Management Feature.

Organizing Prep Area Output


Prep Area Output can be sorted differently depending on the prep area device as
well as the station from which the output is sent. The sorting options below can
work in tandem with coursing information if you have enabled coursing on your
system. You can define the ideal sorting parameters under the Prep Area Device
section of the Station Configuration Setup Form:

Setup Æ Station Configuration

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The Station Configuration Form offers the following options for sorting prep area
output:

None
You can choose to implement no sorting at all, in which case, menu items should
appear on the prep area output in the same order that they appear on the Order
Entry Screen (ie in the order in which they were entered.)

No sorting with totaling


Select this option if menu items should appear in the same order that they
appear on the Order Entry Screen with the exception that items ordered in
quantities greater than one are only listed once with a quantity alongside.

PLU sorting with totaling


Select this option if items should be listed in ascending order by their PLU
number as specified on the Menu Setup Form. The quantity ordered is displayed
alongside each item. Like items will be consolidated if the modifiers are identical.

Seat Number with totaling


Select this option if items should be grouped according to the seat and totaled if
more than one of any item is ordered. This sorting option will only work if your
system is configured with Advanced Seat Management.

Seat Number with no totaling


select this option if items should be grouped according to the seat.

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Chef Summary with totaling


Select this option if like items should always be consolidated, even if they have
different modifiers and if modifiers should be consolidated, too. while “Chef
Summary no totaling” keeps the modifiers separate. The following sample shows
“Chef Summary with totaling:”

Chef Summary with no totaling


Select this option if like items should always be consolidated but if modifiers
should always be displayed in quantities of one.

Paper Type
Set this option to "Normal" for standard printers, and "Label" to print labels (one
item per label). When printing labels, the output format is defined in RM Back
Office. For additional information, refer to ASI tech note on label printing.
Default value: 0

Coursing
Coursing is a feature that allows you to sort prep area output by courses such as
“Appetizers”, “Entrees” and “Desserts”, etc. It is a feature most commonly used
in Tableservice Restaurants.

Coursing does not override but, rather, complements other sorting options.
When coursing is enabled, items are first grouped by course with a separtor line
between courses. Other sorting options are applied to the items in each course.

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To configure your system to implement coursing, you must:

1) Use the [Search Settings] button on the Station Configuration Setup Form to
locate and activate the setting below for every prep area device where you wish
to implement sorting:

□ Print Coursing Information

2) Define the courses used in your establishment on the Menu Courses Setup
Form

3) Use the Course Type field on the Menu Setup form to link every item on your
menu to one of the courses you have defined. Items that are not linked to a
course will appear at the top of the prep output before the items in the first course
are printed.

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Next you must define the course names in Setup->Menu->Course Types.

When defining course names, pay attention to the order in which they are
entered. This determines the order in which courses are printed on remotes.
After defining all course types, you must assign a course type to each menu item.

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The option for choosing a Course Type is located under the “Advanced” tab in
Menu Setup.

Manual Course Change


Manual Course changes allow changing the default course of an item. For
example, if someone orders a Caesar Salad and wants it served as an entrée
rather than an appetizer. Manual course changes are done from the Order Entry
screen of the POS. To make a manual course change, first tag the items of
interest, then choose the “Change Course” option under MISC. You may need to
scroll the “view check” area to the right to see the new course designator.

If coursing is used extensively in your operation, you can reconfigure the Order
Detail Area of the Order Entry Screen so coursing information is always visible.

Printing Chinese Characters


General Concepts
Many Chinese restaurants have chefs that do not read or speak English. For
these establishments, it is necessary to print the kitchen orders in Chinese.
Usually, the waiters and waitress are fluent in English, therefore the POS
program can display English menu items, but they must be converted to Chinese
when printed on the kitchen printer.

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Because Chinese has no alphabet and there are literally tens of thousands of
unique characters, the chinese language can not be represented using a single
byte (8 bits), but instead a 2 byte (16 bit) representation is required. There are a
number of standards for representing Chinese characters. Some of the more
common are GB, which is most popular in mainland china, Big 5 which is the
standard used throughout Taiwan and Hong Kong and Unicode which is the
newer Windows standard. Though Restaurant Manager is not specifically tied to
any of these standards, ASI has tested and validated the use of the Big 5
character set.

In order to print Chinese characters on kitchen printers, two issues must be


addressed. First, you must have a means of entering the Chinese characters
into the menu setup program in Restaurant Manager back office. Secondly, the
printer must support the Chinese character set. These issues are discussed
below.

Note: Chinese remote printer is an optional module of Restaurant Manager. In


order to implement Chinese in the kitchen, you must purchase the foreign
language remote printer option.

Entering Chinese Characters Into RM Back Office


There are a number of software packages that support the Big 5 character set.
The recommended software package is AsianSuite 2000, which is manufactured
by Unionway Corp. Though AsianSuite is capable of GB as well as Unicode, you
must use the Big 5 character set to be compatible with the SP2000 printer
discussed below.

Menu items are entered as usual; however, Chinese characters are entered in
the “Prep Area Description” field. The Point of Sale will display the English “Item
Name” which will also be printed on the guest check, but the Chinese description
is what is sent to the remote printers.

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Obviously, you must be proficient with the Chinese language to use any Chinese
software package. If your end-user is proficient with Chinese word processors
they can enter the Chinese descriptions themselves. They can purchase the
AsianSuite 2000 software from Unionway at http://www.unionway.com. As of
May 14, 2001, the cost for the single user version is $199. In order to enter
Chinese characters, you must purchase the “Foreign Language Remote Printer”
option.

If you have difficulty viewing Chinese characters on screen, try clicking on


another edit field, then back to the Prep Area Desc field to refresh the display.
The cause of this problem is not known, but may be operating system dependent
(seems to be a problem on Win 2000 and Win NT, but not Win 98 or Win ME).

Alternatively, ASI provides a menu translation service. The service is offered at


an hourly rate of $120 with a $200 minimum charge. Typical Chinese menus can
be translated in 2-3 hours depending on complexity. To use ASI’s translation
service, please enter all menu items, prices, etc. in English and provide ASI with
a packdata of the system. Also include a printed menu with BOTH English and
Chinese descriptions of the items. If this is not available, then you can print out
the menu from RM back office and hand write the Chinese descriptions beside

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each item. Make sure the Chinese descriptions are clearly legible, as it will
increase the time (and fee) for completing the translation if items are not legible.

Because of the sheer number of Chinese characters, it is impossible to


guarantee that every character is available both in the AsianSuite software and in
the printer. However, a large majority of characters (99% or more) are available.
For those that are not available, alternate characters can be substituted. If you
use ASI’s translation service, ASI will test each character to make sure it is
supported by the printer.

Recommended Printer
The SP2000 printer made by Star Micronics is capable of printing the most
common Chinese characters using the Big 5 character set. This is an
economical dot matrix printer with 2 color capability and is available with an
optional paper cutter.

The printer codes for the SP2000 are the same as the Star SP300/312, and
DP8340 with the exception of the expanded print codes. The normal code is 14
for expanded ON and 20 for expanded OFF. For printing Chinese, the expanded
ON print code should be changed to:

27 120 0 14

The Expanded OFF code should be changed to:

27 120 1 20

Notes:
27 120 0 turns on double height chinese
27 120 1 turns off double height chinese

When shipped from the factory, the printer is NOT configured for Chinese
characters. In order to prepare the printer for Chinese printing, you must do two
things. First upload the Chinese character set into the printer’s flash ROM, then
set the Memory Switch to enable Chinese printing. Both procedures are
described below and only need to be done once. The information is stored in
non-volatile memory so the printer will retain the Chinese characters even if
powered off. In order to perform these procedures, you will need several utilities
which can be downloaded from the following URL:

http://www.actionsystems.com/downloads/sp2000.zip

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Uploading the Chinese character set


Turn the printer off
Set dip switch 3 off (the dip switch is to the right of the parallel/serial
connector, switch 3 is the 3rd switch away from the connector)
Turn the printer on (you should see the ON-Line and Power LED’s flash
several times)
Execute the Mot2Fmem.EXE utility.
Click on Port and select the correct printer port
Click on Write and select the file S2_T2_01.MOT
You will see the Byte count incrementing as the Chinese character set is
uploaded to the printer (on serial printers, the upload may take about 30
minutes).
When the upload is finished, turn the printer off and Set dip switch 3 back
ON

Enabling Chinese Print


Execute the Memset.exe utility (this DOS utility was written by Star Micronics and
can be downloaded from Patches and utilities)
Choose 1. Select Communications Port. Set the port to the correct value for your
system.
Choose 2. Input Memory Switch String Setting.
When asked to enter the “Memory Switch”, enter 0.
When asked for the “Memory switch setting”, enter 0010
When asked to “Add memory switch to initialization string”, enter Y
Choose 4. Initialize Printer.
Choose 5. Exit.

Printing Items on Separate Labels


You can configure Restaurant Manager with label printers in the prep areas that
print each item on separate on sticky labels which can be adhered to pizza
boxes, or to sandwich packaging. Labels can be printed on either an 80 column
tractor feed printer, or a 40 column printer. In either case, you will need special
paper with pre-gummed, peal off labels.
When configured for label printing Restaurant Manager will print a header label
and one item per label. For example, if an order has 3 items, Restaurant
Manager will print 4 labels - a header label and one label for each item. Each
label can include customer information if desired (i.e., name, address, phone #,
etc.).
To configure a remote printer for labels instead of the normal kitchen format, go
to the Station Configuration Setup Form and search for “Paper Type” and select
the “Label” configuration. In the screenshot below Prep Printer 1 is configured to
print each item on a separate label.

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Setup Æ Station Configuration Æ [Search for “label”]

Label Format
You can format each label using the Label Format Setup Form:

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Setup Æ Prep Printing Æ Label Format

These parameters determine the size of each label and the position of the text
within each label. Restaurant Manager defines locations in terms of rows and
columns. If you use the same row and column locations for different information,
the text may bleed into (or completely obscure) another piece of text.
The parameters in the dialog are divided into distinct groups. Below is a
description of what and how these parameters are used.

General
Number of Rows – this field defines height of the label in terms of the total
number of rows that could be printed on the label.

Rows for Header - this is the maximum number of rows that will be used for
printing the header portion of each label. If there are header items that are set
beyond the number specified on this parameter, these will be skipped.

Number of Columns - basically, this defines the over-all width of the label. Any
character that goes beyond this specified width will be truncated. Please note
that non-printable characters (i.e. expand codes) are considered characters and
may also be truncated.

Number of Spaces - this is the number of blank spaces (rows) that will be
skipped between each label. The total number of rows from the beginning of one
label to the next is the sum of Number of Rows and the value set in this
parameter.

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Left Column - this defines the left most column that Restaurant Manager will use
for printing labels.

Item Columns
Print Items Expanded – check this box if you wish to print menu items and/or
modifiers in large or expanded font.

Item Column 1 – use these fields to define where on the label the menu item,
itself should print.

Item Column 2, 3 & 4 – use these fields to define where on the label the
modifiers should print. If you prefer not to print modifiers set these fields to “0”.

Label Header
The various fields in this section allow you to determine where on the label
header the specified information will print. Remember the total number of rows
allowed in the header is defined in the Label Format section described above.

Kitchen Display System (KDS)


RM now includes the necessary software to drive a KDS system in real time.
Although we currently only support MicroPlus’ KDS, other systems will be added
to the list in future releases.

KDS Interface System Requirements

Minimum configuration:
1 MPAD from Microplus configured to work with the ASI KDS interface.
Serial Port to drive MPAD unit.

Maximum configuration:

8 MPADs from Microplus configured to work with the ASI KDS interface.
8 Serial Port to drive MPAD units.

OR

Dedicated computer with Microplus’ Interface card (2, 4, and 8 port versions
available)

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Interface Software
Two programs are provided by ASI to interface to the KDS system:
KDSSetup.exe and KDSSpool.exe. The former is used to configure the interface
for each monitor being driven. The latter is used to actually spool out the
information to the KDS System. This architecture is very similar to that used in
ASI’s printer spooler interface.

KDS Spooler Setup


Determine KDS architecture: How many monitors you need to drive, and the
equipment options from Microplus (MPADS, computer with interface card.) In
our example, we will be driving two monitors, MON1 and MON2, via use of 2
MPADS connected to COM1 and COM2 on the Server.
Run ASI’s KDS Setup program and configure the Monitor parameters. In our
example:
for monitor 1:
Computer Name: RMSERVER
Serial Port: COM1
For monitor 2:
Computer Name: RMSERVER
Serial Port: COM2

Connect the MPADS to the assigned ports (com1, com2, for our example)
Configure MPADS (See MPAD documentation) to respond to their designated
monitor numbers (1 for COM1, 2 for COM2)
Run ASI’s KDS Spooler program on the fileserver from the working directory.
Check there are no errors displayed upon startup by maximizing the KDS
interface program (on the task bar)

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Test monitor(s) are working properly by use of the TEST button on either the
setup or spooler program.

From RESTAURANT MANAGER’S backoffice specify the prep area output to a


Kitchen Display Monitor by selecting the Realtime KDS option in the combo box
under Stations->Devices->Prep Printers->Output Device. In the example screen
below, Prep Printer 1 has been assigned to the KDS system (by default, as
Monitor 1.) Note that you can mix the output to prep areas. For example, you
could have a prep-area printer at the bar for printing drinks, and a KDU in the
kitchen for food orders. Note also that the Primary, Backup device settings are
ignored in this mode. You should blank these out to avoid confusion.

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Order Confirmation Display (OCD) / Scoreboard


Order Confirmation Displays or Scoreboards are commonly used in Drive
through windows in quick service environments. They allow the customer to see
their order as it is being rung up. ASI is currently compatible with the WenView
OCD made by Texas Digital Systems.

To enable the OCD, go to RMWin->Setup->Stations and check the option


“Enable Order Confirmation display.” To configure the OCD, execute the
OCDSetup program. OCDSetup displays the following configuration screen.

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For each station that outputs to an OCD, highlight the station of interest and
enter the appropriate information on the right.

For the computer name, enter the name of the computer running
OCDSpool.EXE. Then choose the display type and enter the remaining
communications parameters.
Once the parameters are configured, execute OCDSpool.exe on the computer
(or computers) specified in OCDSetup.

General Message Area


The General Message Area or GMA is a new feature that would allow your
RESTAURANT MANAGER™ system to display anything on the right hand side
of the screen and it will persist to all POS modes, order entry, settlement and
pizza screens.

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This area is composed of a text display area and a “BUMP” button. Bumping is
a term used to delete or “kick-out” the top message of the display. As designed,
this works in first-in, first-out (FIFO) scheme, that is, the first message(s)
displayed will be the first to be “bumped”.

Self-sent messages by send or text will be displayed immediately while the


messages that are sent from other stations or applications are scanned and
displayed every ten (10) seconds.

Setting Up General Message Area


The settings for GMA can be found under the General Message Area under POS
Configurations. Read more of these under System Configurations.

Displaying Sent Items to the General Message Area


Activating the General Message Area to display the sent item is just like setting
up a prep printer. And since it can be send-activated, it also means that all the
sorting options of send and other properties are applicable.

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Steps in Configuring for Send


In the Backoffice, go to Setup->Stations->Devices ->Prep. Printers, select the
prep printer that would be assigned for the General Message Area. Once
selected, change the following options (see screen below):

Printer Type: should be set to an undefined printer type. This is to make sure
that the messages that get sent to the General Message Area do not have any
printer codes in it.

Output Device: should be set to General Message Area

Steps in Configuring for Fast Transactions


If you wish to send remote printer output to the GMA on “Fast” transactions, you
must configure the “Fast” revenue center to send items after settlement. Follow
these steps (see screen below):

Run the Backoffice (RMWIN.EXE)


Click On Setup->Settlement->Revenue Centers
On the Revenue Centers, click on “FAST TRANS”
On the Settlement Options, click to choose “Yes” on “Send after settle”

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Messaging or “Texting”
By activating the General Message Area, you have also activated the “texting” or
“short message sending (SMS)” feature of RMPOS. This feature, being POS
timer enabled, scans for new messages sent to a station every ten (10) seconds.

Messages could be sent from any station to one or all stations while the
messages that could be received could come from any station.

Quick Message Scan


Though new messages are being scanned every ten (10) seconds, there may be
a need to perform a quick message scan. By clicking/touching anywhere on the
General Message Area, an immediate quick message scan is being made.

Sending Text
Sending text messages is very simple to any or all stations. Just double-click (or
double touch) anywhere on the General Message area and the POS keyboard
appears (see screen below). Compose your message and then click/touch “Ok”,
specify the station number where the message is to be sent to by
clicking/touching the POS numeric keypad, click/touch “Ok” to send the
message.

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To broadcast a message to all stations, just send to station 0 (see screen below)
and the message will be sent to all the stations including the station where the
message originated.

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RM Display
You can configure your system to use a standard touchscreen as a prep area
display by selecting the “RM Display” option on the Prep Area Devices section of
the Station Configuration Setup Form.

Reorder With Special Instructions


When reordering items, in both modes whether the option “Reorder drinks only”
is enabled or not, the special instruction is now included on the reordered items.

Seat Numbers

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Table Service operations often send seat numbers to prep areas so runners
know which customer ordered which menu items. Delivery and Quickservice
operations sometimes use seat numbers so they can sub-total checks by seat
number for large groups where customers wish to pay separately.

From the POS Module you can manually assign each item on an order to a
specific seat at the table. You may also configure your system to prompt for a
seat number on every item. Or you may choose to enable the Advanced Seat
Management feature (below).

Advanced Seat Management


This configuration adds two [Seat] buttons to the Order Entry Screen just above
the Order Detail Area:

The grey area in between the [SEAT] buttons shows the active seat number. In
the screen shot above the next item added to the order will be assigned to Seat
#1, which is one of a total of four seats available at the table.

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To advance from one seat number to the next you simply touch the [Seat +]
button.

When using Advanced Seat Management you must enable the Enter Numeric
Customer Count setting on the Station Configuration Setup Form. It is
recommended that you configure the Order Detail area with a column that shows
the seat number of each item. It is also recommended that you configure the
prep area output to include seat numbers.

NOTE : If you activate this feature, you must also activate the Enter Numeric Customer Count.

When Advanced Seat Management is enabled, the maximum allowable number


of seats varies depending on the POS module. For Tables mode, the maximum
allowable seat number is the larger of the customer count and the table capacity.
For example, if there are 2 customers at a table with capacity 4, then the seat
number is allowed to range from 1 to 4. If there are 6 customers at the same
table, then the seat number may go from 1 through 6.

In Tabs mode, valid seat numbers range from 1 to the customer count; if the
customer count is 1, then 1 is the only valid seat #.

For Deliveries mode if the customer count is 1 you may choose any seat from 1
to 99. If the customer count is greater than 1, valid seat numbers range from 1 to
the customer count. For example, if the customer count is 4, then you are
allowed to choose seat numbers 1,2,3,4.

Seat numbers do not apply on fast transactions.

As an alternative to Advanced Seat Management you can configure your system


to Prompt for Seat # on the Fly.

Prompt for Seat # on the Fly


As an alternative to Advanced Seat Management you can configure your system
to Prompt for Seat # on the Fly. Check this box to configure Restaurant
Manager™ to prompt for the seat number after each item. When this option is
enabled, the POS program will ask you to choose a seat number for each item
ordered. It does this by displaying a list of seats, and requiring you to select a
seat for each item. The list of seats is limited to the customer count on the
check. So if there are three customers, Restaurant Manager™ will display 3
seats to choose from. If the customer count is 1, then the seat selections are not
displayed and the seat number is automatically set to 1. If the customer count
exceeds 99, RM will display 99 seats to choose from.

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Delayed Send

Timed Send

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Discounts & Coupons

There are a number of alternative ways you can configure your system to handle
coupons, discounts, and other promotions.

Discounts
From the POS Module you can add a percentage discount of any amount to any
check. You can also configure your system to track pre-defined percentage
discounts like “Senior Citizen’s 5% Off”, etc. Percentage discounts can be
applied to all items in a transaction or limited to items of a particular Group Type.

Use the Discounts Setup Form to create an unlimited number of pre-defined


percentage discounts that can be applied to any POS transaction.

Setup->Settlement->Discounts
Discounts & Coupons

The main portion of the setup form is divided into the following 4 columns:

Discount Name
Type a name that identifies the type of discount (i.e. "Senior Citizen", "Employee"
etc.).

Percent
Type the percentage amount of the discount.

Security Level
Type in a number between zero and nine that corresponds to the security level or
type of password that must be used before the discount can be applied to a
particular transaction.

Fixed
Check this box if you wish the discount percentage to be fixed. If you wish the
system to calculate the discount but give the user the option of adjusting the
discount amount on each transaction, leave this box blank.
NOTE: The “Fixed” column DOES NOT set a fixed price discount. See the next section on fixed
price coupons for instructions on discounting a fixed amount.

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Discounts & Coupons

On the right of the setup form are two additional columns. The information in
these columns applies to the specific discount type that is highlighted in the main
portion of the setup form:

Group Type
This column simply lists existing categories of menu items. To edit this list you
must go to the Group Types Setup Form.

Apply Discount
Click on the field beside each Group Type to indicate whether the discount you
are defining should or should not be applied to those items categorized as
belonging to a particular Menu Group Type. (Use your mouse to toggle between
"Yes" and "No").

?Coupons
Whichever configuration works best for your establishment, it is recommended
that you create coupon settlement "Fast Buttons" to make processing the
coupons more efficient.

“Percentage Off” Coupons


1) Use the Discount Setup Form to define up to 99 different types of
percentage discounts that can be applied to guest checks.

2) You can also add a percentage discount to any check from the POS Module
by pressing the [MISC] key on the Order Entry Screen and selecting the
"Discount Check" option.

Fixed Dollar Amount Coupons


1) Create a Menu Group called "Coupons" and define dummy menu items with
negative prices. For instance, you could create a "$5.00 Coupon" priced at [-
$5.00] and a "$10 Coupon" priced at [-$10.00]. You might also create an item
simply called "Coupon" with Open Pricing. You could then enter the amount of
each coupon when the coupon is added to the order at settlement.

These coupon menu items can be added to a check at any time, including at
settlement when the [CANCEL SETTLEMENT] button will recall the whole order
to screen for adjustments. See Settling a Check.

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Discounts & Coupons

NOTE: When you define coupons as menu items it is recommended that you define them as "Tax
Exempt". See Taxable check box under Menu Items Setup Form.
It is also recommended that you print a “Detailed Item Sales” report on the Coupons Menu Group at
the end of each sales session. This report will detail your coupon receipts.

2) You can create "Coupon" as a payment type in the Forms of Payment Setup
Form. Whenever you select this payment option, the system will prompt you to
enter the Coupon amount and will then prompt you to enter a second form of
payment. If you configure your system this way, sales and cash drawer reports
will indicate the total coupon amount and the number of times "Coupon" was
selected as a form of payment.

3) If you wish to track different types of coupons you can also create multiple
coupons as payment types, for instance, "$5.00 Coupon", "$10 Coupon", etc.
Although you must still enter the amount of the coupon at the moment of
settlement, this configuration will allow you to track the number of coupons
processed for each coupon type. If, over time, you offer many different types of
coupons, you must disable each coupon option as it expires so the pop-up
screen of settlement options does not get too long.

Two for One Coupons & Free Item Coupons


Your system is hard coded with a "2 for 1 Discount " feature in the POS Module
that can be used whenever an order is placed from any POS Order Entry Screen.
Immediately after ordering the two menu items included in the special offer,
simply touch the [MISC] button and select the "2 for 1 Discount" option. The
lesser value of the two items tagged will be zeroed out.

Restaurant Manager™ handles coupons by designating groups from the menu


as “Coupon Groups.” Items within these groups obtain special handling at the
POS and Backoffice as follows. Coupons can be taxable and/or non-taxable.
The tax configuration for coupons is identical as for menu items. Refer to Tax
Setup for additional information.

POS
If a coupon item is designated as “Open price,” the POS program will
automatically make the price negative when the item is ordered. This avoids
having to press the minus (-) key when entering the price.

POS employee revenues reports and the flash report show coupon information in
the sales figures.

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Discounts & Coupons

Certain POS operations are not allowed on coupons such as price adjustments,
2 for 1 discounts line item discounts, and reorder items.

Backoffice
Setup
To mark a menu group as a coupon, go to menu setup, highlight a menu group
and check the “Coupon Group” check box.

Items within a “Coupon” group have restricted operations. For example, you
cannot define modifiers for a coupon, nor can you define recipes; therefore,
these tabs are not shown when editing a coupon item.

Frequent Diner Coupons


You can create a special macro or “Fast Button” to handle Frequent Diner
Coupons with the touch of a button. The way you define the macro will depend
on whether you offer a percentage discount, a fixed amount off the regular price
or some other special pricing. Consult your reseller for more information.

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Discounts & Coupons

POS Operations
Check Discounts

Line Item Discounts

Coupons

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Gratuities & Service Charges

There are three ways to configure the Restaurant Manager™ system to


automatically add a service charge to the guest check:

Define a per person Cover Charge that is added to each guest check.

Define a per person Drink Minimum that must be on a guest check before the
check can be settled.

Define a fixed service charge OR a percentage service charge that is added to


any check that meets certain criteria defined in the Auto Gratuity settings under
the Station Configuration.

Automatic Gratuities
Your Restaurant Manager™ system can be configured so that, under certain
circumstances, a gratuity will automatically be applied to a guest check.
Restaurant Manager™ applies an Auto Gratuity when the following conditions
have been met:

The transaction is linked to a Revenue Center in which the Auto Gratuity feature
has been enabled.
Either the customer count or the dollar amount of the check exceed the
minimums defined in the Auto Gratuity Trigger: under the Auto Gratuity settings
in Station Configuration.

With two different gratuity modes ("Basic" and "Special"), RESTAURANT


MANAGER can handle most gratuity needs:
Gratuities & Service Charges

With gratuity mode set to "Basic," a gratuity amount can be computed as a


percentage of either the pre-tax or post-tax check amount. "Basic" gratuity mode
also allows for fixed gratuity charges or "Service Charges".

The "Special Gratuity" mode allows you to assign different gratuity percentages
to different Group Types. For example, you might wish to apply a 10% gratuity
on wine and a 15% gratuity on food and beverage. These percentage amounts
are defined in the Special Gratuities Setup Form
From the Table Service POS Module, you can override automatic gratuities
simply by pressing the "Gratuity" button from the Print Check screen and
“manually”entering a new gratuity percentage and/or amount.

On version 14, you can apply tax on “Basic” gratuities. The gratuity amount can
be taxable whether it is an automatic gratuity or manually applied gratuity and
whether it is a percentage or fixed amount.

To make the gratuity amount taxable, go to Station Configuration. Set the


Gratuity mode to “Basic.” Then under the “Basic Gratuity Computation”, choose
a “Group type for taxing gratuity.” The gratuity amount is added to the chosen
group type when computing the tax.

For example, let’s say you choose group type “Food” and the gratuity amount is
$5.00. When computing the tax, $5.00 is added to the “Food” total and the result
is used in the tax computation.

If you do not wish to apply tax on “Basic” gratuities, set the group type to
“0”(disabled).

Special Gratuities Setup Form


Special Gratuities are calculated based on varying percentages applied to
different Group Type. They are defined in the Special Gratuities Setup Form.
Use this form only when you have configured the Auto Gratuity setting under
Station Configuration to activate the Special Gratuities mode.

Setup->Settlement->Special Gratuities

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The Special Gratuities Form is divided into four columns:

Group Type
This column lists the Groups Types you have already defined. The fields on the
same row as each Group Type category define how the gratuity will be applied to
all items in that category.

Gratuity %
Use the fields in the column to enter the percentage gratuity that should be
calculated for each Group Type.

Taxable
Mark the boxes in this column if you wish to tax the Gratuity amount

After Discount
Mark the boxes in this column if all discounts and other special offers should be
applied to the check amount BEFORE the gratuity is calculated.

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?Printing Suggested Gratuity Amounts


To print suggested gratuity amounts at the bottom of the guest check, you must
first define the gratuity percentages you wish to appear (i.e., 15%, 18%, 20%,
etc.). To define the gratuity percentages, go to Setup->Settlement->Suggested
Tip Percentages.

After defining the gratuity percentages, you must enable the suggested gratuity in
Setup->Settlement->Revenue Centers. For each desired revenue center, check
the box “Print Suggested Gratuity Amounts.”

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Tracking Tip Earnings


Tracking Tips per Transaction

Excess Amount as Tip

Credit Card Tips

Automatic Cover Charge


As described below, your Restaurant Manager™ system can be configured to
automatically include a per person "cover charge" on every individual guest
check. The cover charge amount is definend on the Menu Items Setup Form and
the feature, itself, is activated on the Store Information Setup Form as described
below:

1) Click on the "Setup" drop down menu and select the "Menu" option.

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2) Click on the "Menu Setup" option to call up the Menu Items Setup Form
where you must create and price a menu item called "cover charge" as detailed
below.

3) Note the number of this menu item and then exit the Menu Items Setup
Form.

4) Click on the Setup drop down menu again and select the "General" option.

5) Click on the "Store Info" option to call up the Store Information Setup Form.

6) Place your cursor in the [COVER ITEM] field and type in the number of the
'Cover Charge" menu item you have just created.

Defining the "Cover Charge" as a Menu Item

As part of creating a menu item called "Cover Charge" you may need to go
through the full process of defining:

a special tax rate that is applied to charges of this type in your state.

a "Group Type" called "SERVICE" so that your Sales Reports do not mix
food sales with income from the Cover Charge.

a separate Menu Group for the "Cover Charge" menu item so the touch
button does not appear on a touchscreen with food items.

If you have a large menu, you may even wish to put the "cover charge" menu
item on a secondary menu:

1) Click on the "Setup" drop down menu and select the "Menu" option.

2) Click on the "Menu Setup" option to call up the Menus Setup Form.

3) If you wish to create a separate menu for the Cover Charge, click on the ”(not
defined)” entry and type the name of the new menu in the Menu Name
field…OR skip this and jump to step #4.

4) Make sure that the menu for cover charge is highlighted. Click on the “+” sign
on the left of the highlighted menu to bring out the groups.

5) Use the scroll bar to highlight the last Menu Group or another “(not defined)”
field on the Menu Group list

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6) Type "SERVICE" as the Menu Group name

7) Click on the ellipsis button beside the [TYPE] field to call up the Group Types
Setup Form

8) Highlight the first blank line in the column on the left of this form and press the
[ENTER] key

9) Type "SERVICE CHARGES" as the Group Type name and click on the check
boxes of the applicable sales taxes. (If the appropriate sales taxes do not appear
on the setup form, click on the [TAX TABLES] button to define the appropriate
tax rate

10) Click on the [CLOSE] button to exit the Group Type Setup Form and then
click on the down arrow beside the [TYPE] field to access the list of Group Types
again

11) Select the "SERVICE CHARGES" Group Type you just created

12) Click on the down arrow alongside the [COLOR] field to assign a special
color to the touchbutton for calling up the “SERVICE" Menu Group.

13) Click on the “+” sign on the left of the SERVICE menu group. Click on the
“(not defined)” menu item.

14) Go to the Item Name/Abbr field and type Cover Charge

15) Tab down to the [PRICE 1] field, type in the amount of the cover charge and
press the [TAB] key again.

16) Click on the down arrow of the [BUTTON COLOR] field and select a color for
the "Cover Charge" touchbutton.

Go to the different tabs specially Price Options and Advanced and set the
necessary settings

Note the number of the "Cover Charge" menu item you have just defined and
then click on the [CLOSE] button to exit the Menu Items Setup Form.

NOTE: Once you have created a menu item called "Cover Charge" you can add this item manually
to any guest check, just the way you add any other menu item. The cover charge item is
automatically addded to a check only if you entered the number of this menu item in the Store
Information setup form.

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?Drink Minimums, Configuring


Your RESTAURANT MANAGER™ system can be configured with a Drink
Minimum that requires the number of drinks on a guest check be equal to (or
exceed) the number of customers at the table. If the drink minimum is not
satisfied, the check cannot be printed or settled.

To configure the Drink Minimum you must first determine which Menu Items the
system should count toward the drink minimum and create one or more Group
Type(s) to include them. Examples of typical Group Types for this purpose
include "Beers", "Wines", and "Liquors". For each of these "Group Types" you
MUST check the "Drink" check box under the "General" tab (see screen shot
below). If there are certain beverages that should not count toward the drink
minimum, you may wish to create another Group Type called "Beverages" in
which you would leave the "Drink" check box blank.

Setup->Menu->Group Types

After you create the appropriate group types, you must then activate the "Apply
Drink Minimum" option in the Station Configuration.

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Note: On version 14 modifiers can count towards drink minimums (on previous versions, only menu
items were counted).

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This chapter uses the following terms to explain the configuration of printed
invoices that are presented to customers:

Guest Check – A guest check is a detailed summary of all the menu items
ordered by the customer. Guest Checks are always printed prior to settlement
and are usually generated by pressing the [PRINT] button on the Order Entry
Screen. In systems configured for delivery, guest checks may also be printed
automatically when an order is assigned to a driver. Because guest checks are
always printed prior to settlement they never include information on payment
tendered but they always details all the menu items ordered by the customer.

Sales Receipt – A sales receipt is printed after payment has been tendered. A
sales receipt always details the payment (or payments) made by the customer.
Restaurant Manager provides a number of configuration settings that control the
printing of sales receipts. You may choose to print “detailed” sales receipts that
list each menu item on the order just like the guest check. Alternatively you may
choose to print “condensed” receipts that simply sub-total the prices of all the
items on the order. You may configure the system to print both of these receipt
types automatically every time a transaction is settled. Or you may also
configure the system to ask if you wish to print a receipt on each transaction.
From the POS Modules you may also

Order Number -- Every time an order is opened, Restaurant Manager


automatically assigns a number to the order in sequence. Even if the order is
voided the order number remains linked to the voided transaction. Guest Checks
and Sales Receipts may both be configured to show an Order Number.

Check Number -- If you use the [PRINT] function in the POS Module(s) to print
an order on a guest check, the system assigns a “check number” to the order
that is independent of the order number. Orders that are not printed prior to
Guest Checks & Sales Receipts

settlement are not assigned check numbers. Guest Checks should always be
configured to show the Check Number.

The default configuration includes a standard format for guest checks and sales
receipts that works well in many restaurants. However, Restaurant Manager
allows you to edit this standard format and even create multiple formats that can
be linked to different Revenue Centers. You can also configure a template to
print different information depending on which POS Module was used to open the
check.

If you need not ch


The guest check includes a header with information on your business and, on the
body of the check, details on the items ordered, the sub-total, the sales tax and
the amount due.

The format of the guest check can be modified from the Bill Format Setup Form.
Unless you wish to alter the default format of the guest check, however, you
need only access the Bill Format Setup Form to add a customized message to
the bottom of the guest check.

The following setup forms also affect the guest check:

Store Info
The default format of the guest check prints the name, address, and telephone
number of your business at the top of the guest check. While the format of this
information is determined in the Bill Format Setup Form, the information, itself,
is pulled from the Store Information Setup Form

POS Configuration
There are check boxes under the Print/Send Options in Station Configuration
that allow you to add additional information to the body of the check (i.e. "Print
modifiers on check" or "Print zero-price items"). If you wish, these options can be
activated to print selectively only on checks generated at particular POS stations.

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Initial Configuration
Bill Format Setup Form
Unless you wish to change the default format of the detailed and condensed
customer receipts, you need only access this setup form to customize the
message that prints at the base of the guest check.

Setup->Settlement->Bill Format

The fields in the Bill Format Setup Form are organized under three tabs:

General
Use the fields under this tab to indicate the paper size the checks are printed on,
the margins, and whether or not the different sections of the check should be set
off from one another with asterisks.

Header
Use the fields under this tab to indicate which information should be pulled from
other parts of the system to create a header for the guest check and precisely
how that information should be formatted.

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Check Message
Use the fields under this tab to enter a message that will print at the base of each
guest check.

Bill Format, General tab fields


The General Tab is divided into three sections.

Setup->Settlement->Bill Format (General Tab)

The following fields under the "General" tab affect the format of the guest check:

Paper Options

Paper Type
Click on the down arrow at the right of this field to select either "Continuous" or
"Paper Feed" to indicate whether the printers use continuous paper or individual
sheets. (NOTE: If you are using a slip printer and select "Paper Feed", you must
be sure to indicate the length of each sheet of paper in the "Length" field below)

Number of copies

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Type a number between one and four to indicate how many copies of the check
you wish to print on each transaction. (NOTE: See the Revenue Centers Setup
Form if you wish to print one detailed check for the customer and an abbreviated
receipt for your own records.)

Length
The length of the paper is measured in the number of horizontal lines that print
per check. You can compute this value by multiplying the length of your check in
inches by the number of lines that print per inch. (The printer manual will specify
how many lines print per inch). For example, if you are using a check that is 9"
long and your printer prints 6 lines per inch, the check length should be set to 54
(9 x 6).

Width
Width is measured in the number of characters that print across the check. For
most receipt printers, the width should be set to 40 columns. For 8 1/2" wide
paper, set the bill width to 80 columns. Even if the width is set to 40 columns, the
check itself, will only fill up half the width of the paper. You can, however print
two copies of the check side by side by setting the width to 80 columns and the
number of copies to 2.

Text Options

Header Box
Check this box if you wish to set the header information between two rows of
asterisks.

Totals Text
Check this box if you wish to label the following amounts that appear on each
check: "Sub-total", "Tax" and "Total"

Message
Check this box if you wish to set aside space at the base of the check to print a
customized message. (NOTE: After checking this box, click on the "Message"
tab to type in the actual text that you wish to print on the check.)

Print server name


Check this box if you wish the name of the server to appear on the check.

Spacings

Left Margin

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Type in the number of spaces you wish to indent the entire check. Specifying a
left margin of 0 causes the check to be printed flush against the left side of the
page.

Spacings to Body
Type the number of lines you wish to leave between the header and the body of
the check in the left hand box and, in the right hand box, the number of lines you
wish to leave between the body of the check and the message. (The body of the
check consists of the items ordered, their prices, the sub-total, tax, and total.)

Top/Bottom Margins
Type the number of blank lines you wish to set aside as a top margin in the left
hand box and, in the right hand box, the number of blank lines you wish to set
aside as a bottom margin.

Item/Price Indentations
Type the number of spaces from the margin you wish to indent to print the item
description in the left hand box and, in the right hand box, the number of spaces
you wish to indent the price column.

Bill Format, Check Message


You can add a customized message to the base of each guest check and
change the message as often as you wish. Whenever you change the message,
the changes are applied instantly at all POS stations throughout the system.

Setup->Settlement->Bill Format (Message Tab)

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To add a customized message to the base of the check:

Click on the Setup drop down menu and select the “General” option followed by
“Bill Format” to call up the Bill Format Setup Form.

Click on the "General" tab at the top of the form and click on the "Message"
check box.

Click on the "Message" tab and type in your check message, formatted just as
you wish them to appear on the check. (In other words, if you wish the message
to be centered on the check, you must center each line on screen by using the
space bar.)

By default, the message does not print when a guest check is re-printed after it
has been settled, but you can configure the system to print the message on all
checks by clicking on the “Re-print Message” field in Station Configuration .

NOTE: From the Revenue Center Setup Form you can add additional lines to the bottom of the
check labeled: "Room Number", "Gratuity Amount", "Signature", and "Reference". You can also
customize the text on credit card receipts (p. Error! Bookmark not defined.) and on the
transaction receipts that are issued for non-sale transactions.

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Configurable Guest Check


***

? Where to insert sub-totals by seat


From the Backoffice Module you can configure your system to print checks with a
sub-total for each “seat” or customer on the order (p. XX) If you have turned this
feature on you may then assign the various items on the order to separate
“seats” (one for each customer). When the check is printed, the items will be
sorted by seat number and a before tax sub-total will be shown for each seat.

***
Restaurant Manager allows you to create multiple templates for formatting guest
checks and sales receipts. The default configuration includes a standard
template that creates checks and detailed receipts that look like this:

<insert sample>

There is no need to edit the standard template unless you wish to modify this
format. Some common reasons for modifying the standard template include:

?To print the restaurant logo at the head of the check

?To print customer info or frequent diner awards on the check

?To print a bar code on the check

Guest Check by Revenue Center

Restaurant Manager allows you to create a different template for each Revenue
Center defined on the Revenue Center Setup Form. Once you create a
customized template for a given Revenue Center, checks for all transactions
linked to that Revenue Center will be printed in this format.

Guest check templates are built with “keywords” that translate data from the
various Restaurant Manager databases into printed output. The templates are
built on the on the Guest Check / Receipt Format Setup Form below.

Guest Check / Receipt Format Setup Format

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Setup Æ Guest Checks / Receipts Æ Guest Check /Receipt Format

The Guest Check / Receipt Format Setup Form is comprised of four main areas:

The Revenue Center link


By default the system is configured with a single template for guest checks and
sales receipts. Thus, in new systems, the field labeled “Template For:” at the top
of the form will always display the “All Revenue Centers” option. However you
may use the [Add Template] button to add additional templates for specific
Revenue Centers. In the screen shot above a template is being built for the <Bar
Tabs> Revenue Center.

The Keyword List


The keywords used to build print templates are listed on the left of the setup
form. As described below there are four different types of keywords that control
the format of the check and some of these keywords must be used in pairs. You
can search through the 100+ keywords on this list with the [Search Keyword]
button.

The Template Editor


The area under the tab labeled “Build Template” is used to build or edit a
template for the Revenue Center(s) indicated at the top of the form. Simply click
on one of the keywords on the list and that keyword will be added to the
template. For instance, the last keyword added to the template above was the
<Check Number> keyword. You can verify that the keywords used to build the

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template are correctly ordered on the template by clicking the [Check Syntax]
button. Once you are satisfied with the template you have built, you may save it
by clicking the [SAVE] button.

The Check/Receipt Preview


The area under the tab labeled “Preview” displays the format that results from the
template built under the “Edit” tab. You should always look at the preview before
saving the template.

Using Keywords to build Templates

There are four different types of keywords:

Standard Keywords –Standard keywords appear in the template in <brackets>.


The brackets contain an expression that will be replaced with actual data when
the check is printed. For instance the standard keyword <Check Number> is
always replaced with a specific check number when the check is printed.

Some standard keywords represent a specific piece of data from the Restaurant
Manager database. Other standard keywords insert multiple bits of information
into the template, usually a label and some data. Keywords the include the
following terms will add multiple bits of information to the template: “Info”, “Line”,
“Lines”. For instance, when you add the <Payment Lines> keyword to the
template the printed check will display the form of payment plus the amount
tendered. And if multiple payments were made on the check <Payment Lines>
might look like this:

Cash: $20.00
VISA: $28.00

Keywords that include the following terms add only one piece of data to the
template: Amount, Count, Number, Name, Text.

Literal Keywords – Any character, space or number typed into the template
and not enclosed in <brackets> is a literal keyword. Literal keywords are printed
on checks and receipts exactly as they appear in the template. In the screenshot
above “Check #” is a literal keyword.

Special Keywords – Special keywords control the way printing is formatted and
other options such as converting the check number to a bar code, or directing the
printer to cut the paper, etc. Many special keywords must be used in pairs. For
instance, to print an employee name in red you would use the pair of special
keywords below:

<Red On> <Employee Name> <Red Off>

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The [Check Syntax] button on the setup form is especially useful for identifying
places where you might have added the <Red On> keyword to a template but
neglected to also add the <Red Off> keyword. There are also some special
“Separator Lines Keywords” that allow you to add lines to the template.

Device control keywords – The specific numeric printer codes that control the
model of check printer installed on your system may be inserted directly into the
check template. These printer codes must always be typed in <brackets>and
can be useful in sending printer command codes as defined in the printer
manual. Device Control keywords do not appear on the Keyword List. You must
research them in the printer manual and type them directly into the template.

Mode Keywords -- Mode keywords are used to specify when space on a check
should be used to print certain information and when the space should NOT be
used to print information. All mode keywords work in pairs. The first keyword in
the pair always begins with <If …> and the ending keyword always reads “end if”:
</If….> Some mode keywords allow you to print certain information only when
operating a particular POS module. Mode keywords like <If Table> or <If Tab>
specify that the literal or standard keywords between the mode keywords will
only print if the indicated module is in use when the check is printed.

Other mode keywords are dependent on data in the transaction, itself. For
instance, if you wish to print a discount amount on the check if and only if the
system has applied a discount to the transaction you would use these mode
keywords around a standard keyword:

<If Gratuity Defined>


<Gratuity Line>
</If Gratuity Defined>

If the template did not include these mode keywords but, instead used only the
<Discount Amt> keyword, the discount line will always appear whether or not a
discount was appled to the transaction.

Mode keywords can be used together as indicated in the examples below:

To print a line that shows the Gratuity amount for transactions opened in the
Table Service Module or the Tabs Module (but not in the Delivery Module):

<If Table><If Tab>


<Gratuity line>
</If Table></If Tab>

To print the number of customers if either an automatic gratuity was added to the
transaction or if a special reference was added to the transaction:

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<If Gratuity Defined><If Reference Defined>


<Customer Count>
</If Gratuity Defined></If Reference Defined>

To print the gratuity amount only when the transaction was opened in the Table
Service Module and when there is an automatic gratuity added to the transaction:

<If Table><If Gratuity Defined>


<Gratuity Line>
</If Table></If Gratuity Defined>
Table of Keywords

Below is the complete list of keywords that may be useful when configuring the
guest check.

Mode Keywords
Keyword Description Affected By
<Init> For initialization purposes and is also a short cut to issue all the </If [key]> keywords.
<If Table> <If Table> marks the start of the block that is to be translated and/or expanded only The current POS mode
</If Table> when in table mode. The </If Table> marks the end of the block.
<If Tab> <If Tab> marks the start of the block that is to be translated and/or expanded only The current POS mode
</If Tab> when in tab mode. The </If Tab> marks the end of the block.
<If Fast> <If Fast> marks the start of the block that is to be translated and/or expanded only The current POS mode
</If Fast> when in fast mode. The </If Fast > marks the end of the block.
<If Delivery> <If Delivery> marks the start of the block that is to be translated and/or expanded only The current POS mode
</If Delivery> when in delivery mode. The </If Delivery > marks the end of the block.
<If Advance Order> <If Advance Order> marks the start of the block that is to be translated and/or The current POS mode
</If Advance Order> expanded only when in advance order mode. The </If Advance Order > marks the
end of the block.
<If Reprint> <If Reprint> marks the start of the block that is to be translated and/or expanded only Reprint status of the check
</If Reprint> when the guest check is a reprint or has been printed before. The </If Reprint> marks
the end of the block.
<If Not Reprint> <If Not Reprint> marks the start of the block that is to be translated and/or expanded Reprint status of the check
</If Not Reprint> only when the guest check has not previously been printed before. The </If Not
Reprint> marks the end of the block.
<If Gratuity Defined> <If Gratuity Defined> marks the start of the block that is to be translated and/or Amount of tip for the check
</If Gratuity Defined> expanded only when a tip for the check has been defined, entered or triggered by
auto-gratuity. The </If Gratuity Defined> marks the end of the block
<If Not Gratuity Defined> <If Not Gratuity Defined> marks the start of the block that is to be translated and/or Amount of tip for the check
</If Not Gratuity Defined> expanded only when there is no tip for the check has been defined, entered or
triggered by auto-gratuity. The </If Not Gratuity Defined> marks the end of the block.
<If Discount Defined> <If Discount Defined> marks the start of the block that is to be translated and/or The amount of the check
</If Discount Defined> expanded only when there is a discount in effect for the check. The </Discount discount
Defined> marks the end of the block.
<If Account Defined> <If Account Defined> marks the start of the block that is to be translated and/or Guest account in effect for the
</If Account Defined> expanded only when there is a guest account defined or chosen for the check. The check
</If Account Defined> marks the end of the block
<If Reference Defined> <If Reference Defined> marks the start of the block that is to be translated and/or Reference name in effect for the
</If Reference Defined> expanded only when there is a reference defined for the check. The </If Reference check
Defined> marks the end of the block.

Special/Print/Line Keywords
Keyword Description Affected By
<Line Width: [nn]> The <Line Width: [nn]> keyword tell the expansion engine to expand or center the Actual line width would be
values returned for the “Line” and “Lines” keywords to the width as defined by the affected by the following:
value of [nn]. <Expand On/Off>
<Amount Line On/Off>
When <Expanded On> is in effect, the line width would be half of the value of [nn]. If

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<Line Amount On> is in effect the line width would be the value of [nn] less 5
characters.

If both <Expanded On> and <Line Amount On> keywords are in effect, the line width
to be used would be half the value of [nn] less 5.

By default, the expansion engine uses the line width to 40 characters.

Example: <Line Width: 30><# to set the line width to 30>


<Line Width: 40><# to set the line width back to 40>

<Center Line On> The <Center Line On> keyword denotes the start block when centering of the values <Line Width: [nn]>
<Center Line Off> for “Line” and “Lines” keyword results. The width to be used will be based on the <Amount Line On/Off>
value set by <Line Width: [nn]> keyword. <Expand On/Off>

The <Center Line Off> keyword marks the end of the block.
<Amount Line On> The <Amount Line On> keyword denotes the start block when lining up the result of <Line Width: [nn]>
<Amount Line Off> the “Line” and “Lines” keywords to the amount column, that is, based on the value set <Center Line On/Off>
by <Line Width: [nn]> less 5. <Expand On/Off>

The <Amount Line Off> marks the end of the block.


<Expand On> The <Expand On> keyword expands to the printer code set to make the printer print <Line Width: [nn]>
<Expand Off> the characters in double-width. Because of such, the total number of characters that <Center Line On/Off>
can be printed on a line would be half of what it is set to. <Amount Line On/Off>
Station Configuration->Devices-
The <Expand Off>keyword expands to the printer code to cancel the expanded print >Printer Codes->Expanded Print
mode of the printer. On/Off

Note: Some printers don’t support combining expanded and non-expanded print on a
single line.
<Red On> The <Red On> keyword expands to the printer code that sets the printer to print in Station Configuration->Devices-
<Red Off> “red” mode. >Printer Codes->Red Print
On/Off
The <Red Off> keyword to cancel it.
<Cut Paper Text> This keyword expands to the printer code to cut the paper. Station Configuration->Devices-
>Printer Codes->Cut Paper
<Logo Text> This keyword expands to the printer code to print the loaded logo on the printer. Station Configuration->Devices-
>Printer Codes->Logo Code
<Bar Code Text> This keyword expands to the printer code to print the bar code for the check. The
printer codes and the bar code data would fully

Separators/Total Line Keywords


Keyword Description Affected By
<* Separator Line> This keyword inserts asterisks (“*”) up to the maximum of the <Line Width: [nn]>. This <Line Width: [nn]>
could be used for decorative purposes and for highlighting certain blocks of items in <Expand On/Off>
the check without having to worry about the width and the codes that might affect the <Amount Line On/Off>
width. <Center Line On/Off>

Example: <* Separator Line> =>


***************************************
<- Separator Line> This keyword uses a single dash (“-“) to create a separator line. For description of Line affecting keywords
separator line keywords, see <* Separator Line>.

Example: <- Separator Line> =>


---------------------------------------
<= Separator Line> This keyword uses a double dash (“=“) or an “equals” sign to create a separator line. Line affecting keywords
For description of separator line keywords, see <* Separator Line>.

Example: <= Separator Line> =>


=======================================
<Single Total Line> This keyword uses a single dash (“-“) preceded by spaces and has a length equivalent Line affecting keywords
to the number of characters used for the currency format. This is good when Station Configuration->Special-
separating a sub-total amount from the items being sub-totaled. >Currency Format

Example: <Single Total Line> =>


----------
<Double Total Line> This keyword uses a double dash (“=“) preceded by spaces and has a length Line affecting keywords
equivalent to the number of characters used for the currency format. This is good Station Configuration->Special-

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Guest Checks & Sales Receipts

when separating a grand total from the items being totaled/sub-totaled. >Currency Format

Example: <Double Total Line> =>


==========

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Guest Checks & Sales Receipts

Date and Time Keywords


Keyword Description Affected By
<Date Text> This keyword expands to the date that the guest check was first printed. Station Configuration->Special-
>Date Format
Example: <Date Text>
06/01/90
<Time Text> This keyword expands to the time that the guest check was first printed.

Example: <Time Text>


12:01 PM

Revenue Center Keywords


Keyword Description Affected By
<Revenue Center Text> This keyword expands to the name of the revenue center of the guest check. Set-Up->General->Revenue
Centers
Example: <Revenue Center Text>
Table Service
<Revenue Center Line> This keyword expands the value of <Revenue Center Text> to as a line. Line affecting keywords

Example: <Revenue Center Line>


Table Service

Transaction Keywords
Keyword Description Affected By
<Transaction Number> This keyword expands to either of the following depending on the current POS mode: Current POS mode

In table mode, the name or number of the table.


In tab mode, the bar tab number.
In fast mode, no expansion.
In delivery mode, the delivery number.
In advance order, the advance order number.

Table Mode Example: <Transaction Number>


Rnd-1

Tab Mode Example: <Transaction Number>


3
<Transaction Text> This keyword expands to the text according to the setting for the current POS mode. Table: StringU86
Tab: String468
Example: <Transaction Text> Fast: String134
In Table: Table Delivery: String810
In Tab: TAB #

<Transaction Info> Combination of <Transaction Text> and <Transaction Number>. See <Transaction Number> and
<Transaction Text>
Example: <Transaction Info>
In Table: Table Rnd-1
In Tab: TAB # 2
<Transaction Line> See <Transaction Info> See <Transaction Info>
Line affecting keywords

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Guest Checks & Sales Receipts

Bill Keywords
Keyword Description Affected By
<Bill Number> This keyword expands to the current bill and/or order number. Station Configuration-
>Print/Send Options->Print
Example: <Bill Number> Check Options->Order number
453 length on check
<Bill Text> This keyword expands to the regular string used in the POS. String111

Example: <Bill Text>


ORDER:
<Bill Info> Combination of <Bill Text> and <Bill Number>. See <Bill Number> and <Bill
Text>
Example: <Bill Info>
ORDER: 453
<Bill Line> See <Bill Info> See <Bill Info>
Line affecting keywords

Station Keywords
Keyword Description Affected By
<Station Number> This keyword expands to the current POS station number.

Example: <Station Number>


4
<Station Text> This keyword expands to the regular string used in the POS. String141

Example: <Station Text>


Station
<Station Info> Combination of <Station Text> and <Station Number>. See <Station Text>

Example: <Station Info>


Station 4

Customer Keywords
Keyword Description Affected By
<Customer Count> This keyword expands to the number of customers for the current check.

Example: <Customer Count>


5
<Customer Text> This keyword expands to the regular string used in the POS. String77

Example: <Customer Text>


Customers
<Customer Info> Combination of <Customer Text> and <Customer Count>. See <Customer Text>

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Guest Checks & Sales Receipts

Table Keywords
Keyword Description Affected By
<Table Name> This keyword expands to the table name if a table name has been assigned to the Current POS mode
table and number if not. If the POS is not on table mode, it expands to an empty
space.

Example: <Table Name>


Rnd-1
<Table Number> This keyword expands to the table number even if a table name has been assigned to Current POS mode
the table. If not in table mode, it expands to an empty space.

Example: <Table Number>


1
<Table Text> This keyword expands to the regular string used in the POS. String76

Example: <Table Text>


Table
<Table Info> Combination of <Table Text>, <Table Name> and <Table Number>. See <Table Name>, <Table
Number> and <Table Text>
Example: <Table Info>
Table Rnd-1 (1)

Check Total Keywords


Keyword Description Affected By
<Check Total Amount> This keyword expands to the total amount for the check. The total includes the
amounts for taxable items, non-taxable items, taxes and applied discounts. The
amount does not include gratuities.

Example: <Check Total Amount>


24.83
<Check Total Text> This keyword expands to the regular string used in the POS. String26

Example: <Check Total Text>


Total:
<Check Total Info> Combination of <Check Total Text> and <Check Total Amount>. See <Check Total Text>

Example: <Check Total Info>


Total: 24.83
<Check Total Line> See <Check Total Info>. See <Check Total Info>
Line affecting keywords
Employee Keywords
Keyword Description Affected By
<Employee Name> This keyword expands to the name of the employee that is handling the check. If an Set-Up->Labor Employees-
employee POS name is available, will use the POS name, otherwise will use the >POS Name/Full Name
employee’s full name.

Example: <Employee Name>


ELLEN
<Employee Number> This keyword expands to the employee number handling the check.

Example: <Employee Number>


1
<Employee Text> This keyword expands to the regular string used in the POS. String 49

Example: <Employee Text>


EMPL:
<Employee Info> Combination of <Employee Text>, <Employee Name> and <Employee Number>. See <Employee Text> and
<Employee Name>
Example: <Employee Info>
EMPL: ELLEN (1)
Account Keywords
Keyword Description Affected By
<Account Name> This keyword expands to the current account name for the check. If no account has
been assigned, it expands to an empty space.

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Guest Checks & Sales Receipts

Example: <Account Name>


Jerry Turner
<Account Number> This keyword expands to the current account number for the check. If no account has
been assigned, it expands to an empty space.

Example: <Account Number>


1
<Account Text> This keyword expands to the regular string used in the POS. String410

Example: <Account Text>


Acct #:
<Account Info> Combination of <Account Text>, <Account Name> and <Account Number>. See <Account Text>

Example: <Account Info>


Acct #: Jerry Turner (1)

Reference Keywords
Keyword Description Affected By
<Reference Name> This keyword expands to the current reference that was set-up for the check. If no
reference has been set, it expands to an empty space.

Example: <Reference Name>


Test Reference
<Reference Text> This keyword expands to tthe regular string used in the POS. String235

Example: <Reference Text>


Reference:
<Reference Info> Combination of <Reference Text> and <Reference Name>. See <Reference Text>

Example: <Reference Info>


Reference: Test Reference

Account Balance Keywords


Keyword Description Affected By
<Account Balance Amount> This keyword expands to the balance amount of the current account assigned to the
check.

Example: <Account Balance Amount>


5.75
<Account Balance Text> This keyword expands to the regular string used in the POS. String400

Example: <Account Balance Text>


Curr Bal:
<Account Balance Info> Combination of <Account Balance Text> and <Account Balance Amount>. See <Account Balance Text>

Example: <Account Balance Info>


Curr Bal: 5.75
<Account Balance Line> See <Account Balance Info> See <Account Balance Info>
Line affecting keywords

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Guest Checks & Sales Receipts

Store Name Keywords


Keyword Description Affected By
<Store Name Text> This keyword expands to the store name as set in ASI as part of the License. Set in ASI as part of the License.

Example: <Store Name Text>


Chat & Chew
<Store Name Line> See <Store Name Text>. See <Store Name Text>
Line affecting keywords

Store Street Keywords


Keyword Description Affected By
<Store Street Text> This keyword expands to the street of the store as set in the Back Office. Set-Up->General->Store Info-
>Street
Example: <Store Street Text>
101 Beef Street
<Store Street Line> See <Store Street Text>. See <Store Street Text>
Line affecting keywords

Store City/State Keywords


Keyword Description Affected By
<Store City Text> This keyword expands to the city of the store as set in the Back Office. Set-Up->General->Store Info-
>City
Example: <Store City Text>
Bufalo
<Store State Text> This keyword expands to the state of the store as set in the Back Office. Set-Up->General->Store Info-
>State/Zip
Example: <Store State Text>
MD 20903
<Store City & State Text> Combination of <Store City Text> and <Store State Text>. See <Store City Text>, <Store
State Text>
Example: <Store City & State Text>
Bufalo, MD 20903
<Store City & State Line> See <Store City & State Text>. See <Store City & State Text>
Line affecting keywords

Store Phone Keywords


Keyword Description Affected By
<Store Phone Number> This keyword expands to the telephone number of the store as set in the Back Set-Up->General->Store Info-
Office. >Phone

Example: <Store Phone Number>


301-445-6100
<Store Phone Text> This keyword expands to the regular string used in the POS. StringU172

Example: <Store Phone Text>


PHONE:
<Store Phone Info> Combination of <Store Phone Text> and <Store Phone Number>. See <Store Phone Number>,
<Store Phone Text>
Example: <Store Phone Info>
PHONE: 301-445-6100
<Store Phone Line> See <Store Phone Info>. See <Store Phone Info>
Line affecting keywords

Sub-Total Keywords
Keyword Description Affected By
<Sub-Total Amount> This keyword expands to the total amount of the taxable and non-taxable items on
the check.

Example: <Sub-Total Amount>


23.65

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Guest Checks & Sales Receipts

<Sub-Total Text> This keyword expands to the regular string used in the POS. StringU77

Example: <Sub-Total Text>


Sub-total:
<Sub-Total Info> Combination of <Sub-Total Text> and <Sub-Total Amount>. See <Sub-Total Text>

Example: <Sub-Total Info>


Sub-total: 23.65
<Sub-Total Line> See <Sub-Total Info>. See <Sub-Total Info>
Line affecting keywords

Taxable Keywords
Keyword Description Affected By
<Taxable Amount> This keyword expands to the total amount of all the taxable items in the check.

Example: <Taxable Amount>


22.65
<Taxable Text> This keyword expands to the regular string used in the POS. String179

Example: <Taxable Text>


Taxable:
<Taxable Info> Combination of <Taxable Text> and <Taxable Amount> See <Taxable Text>

Example: <Taxable Info>


Taxable: 22.65
<Taxable Line> See <Taxable Info>. See <Taxable Info>
Line affecting keywords

Non-Taxable Keywords
Keyword Description Affected By
<Non-Taxable Amount> This keyword expands to the total amount of all the non-taxable items in the check.

Example: <Non-Taxable Amount>


1.00
<Non-Taxable Text> This keyword expands to the regular string used in the POS. StringU163

Example: <Non-Taxable Text>


Non-Taxed:
<Non-Taxable Info> Combination of <Non-Taxable Text> and <Non-Taxable Amount>. See <Non-Taxable Text>

Example: <Non-Taxable Info>


Non-Taxed: 1.00
<Non-Taxable Line> See <Non-Taxable Info>. See <Non-Taxable Info>
Line affecting keywords

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Guest Checks & Sales Receipts

Discount Keywords
Keyword Description Affected By
<Discount Amount> This keyword expands to the discount amount for the check.

Example: <Discount Amount>


0.50
<Discount Text> This keyword expands to the regular string used in the POS. Set-Up->Settlement->Discounts-
>Discount Name
Example: <Discount Text>
Discount:
<Discount Info> Combination of <Discount Text> and <Discount Amount>. See <Discount Text>

Example: <Discount Info>


Discount: 0.50
<Discount Line> See <Discount Info>. See <Discount Info>
Line affecting keywords

Pre-Tax Keywords
Keyword Description Affected By
<Pre-Tax Amount> This keyword expands to the total of the amounts of the taxable and non-taxable
items less the discount of the check.

Example: <Pre-Tax Amount>


0.90
<Pre-Tax Text> This keyword expands to the regular string used in the POS. String313

Example: <Pre-Tax Text>


Pre-Tax Total:
<Pre-Tax Info> Combination of <Pre-Tax Text> and <Pre-Tax Amount>. See <Pre-Tax Text>

Example: <Pre-Tax Info>


Pre-Tax Total: 0.90
<Pre-Tax Line> See <Pre-Tax Info>. See <Pre-Tax Info>
Line affecting keywords

Post-Tax Keywords
Keyword Description Affected By
<Post-Tax Amount> This keyword expands to the total of the amounts of the taxable items, non-taxable
items and tax less the discount of the check.

Example: <Post-Tax Amount>


19.70
<Post-Tax Text> This keyword expands to the regular string used in the POS. String26

Example: <Post-Tax Text>


Total:
<Post-Tax Info> Combination of <Post-Tax Text> and <Post-Tax Amount>. See <Post-Tax Text>

Example: <Post-Tax Info>


Total: 19.70
<Post-Tax Line> See <Post-Tax Info>. See <Post-Tax Info>
Line affecting keywords

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Guest Checks & Sales Receipts

Gratuity Keywords
Keyword Description Affected By
<Gratuity Amount> This keyword expands to the currently set gratuity or tip for the check either by the
use of the Misc->Gratuity button or as a gratuity generated when an auto-gratuity
has been trigged.

Example: <Gratuity Amount>


1.97
<Gratuity Text> This keyword expands to the regular string used in the POS. Station Configuration->Auto-
Gratuity->General Options-
Example: <Gratuity Text> >Gratuity Description
Gratuity:
<Gratuity Info> Combination of <Gratuity Text> and <Gratuity Amount>. See <Gratuity Text>

Example: <Gratuity Info>


Gratuity: 1.97
<Gratuity Line> See <Gratuity Info>. See <Gratuity Info>
Line affecting keywords

Tax Keywords
Keyword Description Affected By
<Tax Amount> This keyword expands to the consolidated tax amount charged to the check.

Example: <Tax Amount>


0.94
<Tax Text> This keyword expands to the regular string used in the POS. Station Configuration-
>Print/Send Options->Print
Example: <Tax Text> Check Options->Consolidated
Total Tax: tax description
<Tax Info> Combination of <Tax Text> and <Tax Amount>. See <Tax Text>

Example: <Tax Info>


Total Tax: 0.94
<Tax Line> See <Tax Info>. See <Tax Info>
Line affecting keywords.
<Tax Lines> This keyword expands to the detail of the taxes being charged to the check. Set-Up->General->Settlement-
>Tax Tables
Example: <Tax Lines>
Food Tax: 0.50
Liqr Tax: 0.44

Total Due Keywords


Keyword Description Affected By
<Total Due Amount> This keyword expands to the total amounts of the taxable items, non-taxable items,
tax and gratuity/tip less the discounts.

Example: <Total Due Amount>


21.67
<Total Due Text> This keyword expands to the regular string used in the POS. String243

Example: <Total Due Text>


Total Due:
<Total Due Info> Combination of <Total Due Text> and <Total Due Amount>. See <Total Due Text>

Example: <Total Due Info>


Total Due: 21.67
<Total Due Line> See <Total Due Info>. See <Total Due Info>
Line affecting keywords

Primary Currency Keywords


Keyword Description Affected By
<Primary Currency Amount> This keyword expands to the total amounts of the taxable items, non-taxable
items, tax and gratuity/tip less the discounts. This keyword is similar to <Total

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Guest Checks & Sales Receipts

Due Amount>.

Example: <Primary Currency Amount>


21.67
< Primary Currency Text> This keyword expands to the regular string used in the POS. String243
Set-Up->General->Foreign
Example: <Primary Currency Text> Currency->Primary Currency
Total Due: USD
< Primary Currency Info> Combination of <Primary Currency Text> and <Primary Currency Amount>. See <Primary Currency Text>

Example: <Primary Currency Info>


Total Due: USD 21.67
< Primary Currency Line> See <Primary Currency Info>. See <Primary Currency Info>
Line affecting keywords

Secondary Currency Keywords


Keyword Description Affected By
<Secondary Currency Amount> This keyword expands to the total amounts of the taxable items, non-taxable Set-Up->General->Foreign
items, tax and gratuity/tip less the discounts and converted to the exchange rate Currency->Exchange Rate
as set up in the BackOffice.

Example:
1191.85
<Secondary Currency Text> This keyword expands to the regular string used in the POS. String243
Set-Up->General->Foreign
Example: Currency->Secondary Currency
Total Due: PHP
<Secondary Currency Info> Combination of <Secondary Currency Text> and <Secondary Currency See <Secondary Currency Text>
Amount>. and <Secondary Currency
Amount>
Example: <Secondary Currency Info>
Total Due: PHP 1191.85
<Secondary Currency Line> See <Secondary Currency Info>. See <Secondary Currency Info>
Line affecting keywords

Payment Keywords
Keyword Description Affected By
<Payment Amount> This keyword expands to the total of the payment amounts received for the check.

Example:
4.11
<Payment Text> This keyword expands to the regular string used in the POS. String39

Example:
Total tendered:
<Payment Info> Combination of <Payment Text> and <Payment Amount>. See <Payment Text>

Example:
Total tendered: 4.11
<Payment Line> See <Payment Info>. See <Payment Info>
Line affecting keywords
<Payment Lines> This keyword expands to the list of payment types and amount as have been made Set-Up->Settlement->Forms of
for the check. Payments

Example:
Cash: 2.16
Check: 1.95

Balance Keywords
Keyword Description Affected By
<Balance Amount> This keyword expands to the check balance amount, that is, the total amount Voids or Guest forms of
payable less all the payments made. For “guest” or “void” forms of payments, it payments
expands to an empty space.

Example:

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Guest Checks & Sales Receipts

17.56
<Balance Text> This keyword expands to the regular string used in the POS. String5040
Voids or Guest forms of
Example: payments
Amount Due:
<Balance Info> Combination of <Balance Text> and <Balance Amount>. See <Balance Text>, <Balance
Amount>
Example:
Amount Due: 17.56
<Balance Line> See <Balance Info>. See <Balance Info>
Line affecting keywords

Payment Tip Keywords


Keyword Description Affected By
<Payment Tip Amount> This keyword expands to the total tip amounts from the payments made for the Tip amount defined in the
check. If no tip has been declared in the payments then it expands to an empty payments.
space.

Example: <Payment Tip Amount>


4.50
<Payment Tip Text> This keyword expands to the regular string used in the POS. Station Configuration->Auto-
Gratuity->General Options-
Example: <Payment Tip Text> >Gratuity Description
Gratuity:
<Payment Tip Info> Combination of <Payment Tip Text> and <Payment Tip Amount> See <Payment Tip Amount>,
<Payment Tip Text>
Example: <Payment Tip Info>
Gratuity: 4.50
<Payment Tip Line> See <Payment Tip Info>. See <Payment Tip Info>
Line affecting keywords

Cash Back Keywords


Keyword Description Affected By
<Cash Back Amount> This keyword expands to the total cash back amounts from the payments made for
the check. If no cash back has been declared it the payments, then it expands to
an empty space.

Example: <Cash Back Amount>


20.00
<Cash Back Text> This keyword expands to the regular string used in the POS. String40

Example: <Cash Back Text>


CHANGE DUE:
<Cash Back Info> Combination of <Cash Back Text> and <Cash Back Amount>. See <Cash Back Text>

Example: <Cash Back Info>


CHANGE DUE: 20.00
<Cash Back Line> See <Cash Back Info>. See <Cash Back Info>
Line affecting keywords

Check Keywords
Keyword Description Affected By
<Check Number> This keyword expands to the check number assigned to the check.

Example: <Check Number>


17
<Check Text> This keyword expands to the regular string used in the POS. String112

Example: <Check Text>


CHECK:
<Check Info> Combination of <Check Text> and <Check Number>. See <Check Text>

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Guest Checks & Sales Receipts

Example: <Check Info>


CHECK: 17
<Check Line> See <Check Info>. See <Check Info>
Line affecting keywords

Item Keywords
Keyword Description Affected By
<Item Count> This keyword expands to the number items identified in the check. Modifiers and
special instruction are not included in the returned count.

Example: <Item Count>


7
<Item Text> String373
Example: <Item Text>
Item Count:
<Item Info> Combination of <Item Text> and <Item Count>. See <Item Text>

Example: <Item Info>


Item Count: 7
<Item Line> See <Check Info>. See <Check Info>
Line affecting keywords.

Receipt Message Keywords


Keyword Description Affected By
<Receipt Message 1 Line> This keyword expands to the current value set in the environment variable Value of RCTMSG1
RCTMSG1. This variable must be set (see below) prior to executing RM15. Line affecting keywords

To set, in the command/cmd prompt, type:


SET RCTMSG1=abc

Example: <Receipt Message 1 Line>


abc
<Receipt Message 2 Line> This keyword expands to the current value set in the environment variable Value of RCTMSG2
RCTMSG2. This variable must be set (see below) prior to executing RM15. Line affecting keywords

To set, in the command/cmd prompt, type:


SET RCTMSG2=abc 123 def

Example: <Receipt Message 1 Line>


abc 123 def

Data Block Keywords


Keyword Description Affected By
<Customer Data Lines> This keyword expands to multiple lines of customer information for the customer Frequent buyer selected
chosen using Misc->Freq. Buyer option.
<Print Item Lines> This keyword expands to the guest check items including descriptions, amounts, Items on check
price adjustments, special instructions as may be specified in the station
configuration settings.

Example: <Print Item Lines>


1 ORANGINA 1.25
2 ORANGE JUICE 2.00
<Customer Award Lines> This keyword expands to the customer award information as may be available for Frequent buyer selected
the selected customer using Misc->Freq. Buyer option. Customer award status
<Award Lines> This keyword expands to the award items that the customer is to receive if and Frequent buyer selected
when the customer award is found and achieved. Customer award status
<Suggested Gratuity Lines> This keyword expands to the full list of suggested gratuity lines as computed from Set-Up->Settlement->Suggested
values of the total amount for the check against the list as set in the BackOffice. Tip Percentages

Example: <Suggested Gratuity Lines>


15.0% 0.46
18.0% 0.55

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Guest Checks & Sales Receipts

20.0% 0.61
<VMC Metro Card Lines> This keyword expands to the text lines when using VMC Metro Card RF card
system.

Example: <VMC Metro Card Lines>


Card Name/Tag : WENDY NELSON
Serial Number : 348209834234
New Balance : 34.95
<Value Added Tax Lines> This keyword expands to the multiple text lines of the list of the value added taxes Set-Up->General->Settlement-
that were applied to the check. >Tax Tables

Example: <Value Added Tax Lines>


Food VAT: 0.49
Liqr VAT: 1.28
<Void Banner Lines> This keyword expands to the multiple text lines to mark the check as a void. If the String364
check is not a void, it will expand to an empty space.

Example: <Void Banner Lines>


****************************************
*************** VOID *****************
*************** VOID *****************
*************** VOID *****************
****************************************

<Reprint Banner Lines> This keyword expands to the multiple text lines to mark the check as a reprint. If String750
the check is not a reprint, it will expand to an empty space.

Example: <Reprint Banner Lines>


****************************************
************** RE-PRINT **************
************** RE-PRINT **************
************** RE-PRINT **************
****************************************

Common Format Configurations


Create a new check template
To create a new template for a guest check or sales receipt:

1) Access the Guest Check Receipt Setup Form


(Setup / Guest Checks / Receipts / Format Print Out)
2) Click on the [Add Template] button to access the following dialogue box:

3) Select the Revenue Center to which the new template will be linked from
the list in the “Link Template To:” field.
4) Select an existing template to copy in the “Template Based On:” field.
5) Click the [OK] button.
6) Click on the [Preview Check] tab and review the format.
7) Click on the [Build Template] tab.
8) If you wish to modify the template, delete or add the appropriate keywords

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Guest Checks & Sales Receipts

9) Click on the [Check Syntax] button to make sure the template is properly
formatted.
10) Click on the [Save] button to save the new template.

Print sub-totals by seat


To configure the guest check or sales receipt to print sub-totals by seat:

1) Access the Guest Check Receipt Setup Form


(Setup / Guest Checks / Receipts / Format Print Out)
2) <how do you check to see how items are printing?>
3) <must you put this option under or over certain other keywords?>
4) ETC

Print bar code on check


<please fill in>

Edit the check message


<please fill in>

Print award info on check


<please fill in>

Center text
<please fill in>

Print Suggested Gratuity Amount on Check

Add a blank line


If you wish to add a blank line to the check where the customer can add in a
room number or gratuity amount, etc.
<please fill in>

Sales Receipts
Your system can also issue sales receipts after payment has been processed.
The sales receipt shows payment types and amounts, as well as the change due
or tip amount. You can print sales receipts in either detailed or condensed
format. The detailed format includes all the detail from the guest check while the
condensed print both guest checks and sales receipts. . Both sales receipts show
the basic order number, NOT the check number. The format of the sales
receipts cannot be adjusted.

You must configure your system to issue sales receipts from the Revenue
Centers Setup Form. Thus, you can choose which sort of receipt to issue for
which Revenue Center. You can even configure your system to prompt as to
whether or not you wish to issue a receipt.

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Logo printing on Check


If you are using thermal check/receipt printers you can configure RESTAURANT
MANAGER™ to print a bitmap at the beginning of the check.

Loading the Logo


A utility (LOADLOGO.EXE) is provided to upload the selected bitmap logo to the
printer. This may be run as a startup program, or the POS module can be
configured to load it every time it is started (see below).

LOADLOGO.EXE takes the following command line arguments:

<bitmap file>: full name of the windows (BMP) bitmap file to print.

NOTE: The maximum allowable size for the bitmap is 400 by 200 and should be a design that
shows well in two colors (black and white).

<device/printer name>: Port or windows printer name to use for uploading the
logo.

<Logo Printer Type>: Number indicating the type of printer being used. Currently
only Epson printers are supported (type 1)

eg. LOADLOGO.EXE chatchew.bmp checkprt 1

Logo Printing Setup


Epson printers Codes (decimal)

Print Logo: 29 47 0
Print Logo with centering: 27 97 1 29 47 0
Turn off centering: 27 97 0

POS Operations
Printing a Check

Printing Multiple Checks at Once

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Guest Checks & Sales Receipts

Re-printing a Check

Recalling a Settled Check

Split Checks
When you are working in Table Service Mode you can actually split a single
order into multiple checks that print out separately. If you wish to split a bar tab
into multiple checks, you must first transfer that tab to a table (p. 659). Delivery
orders cannot be split into multiple checks.

You may split a table order into as many as 99 sub-checks.

To split a table order into multiple checks:

Call the order up onto the Order Entry Screen.


Press the [MISC] button followed by the [SPLIT CHECK] button.
Type in the number of checks you wish to create and press [OK] to access the
Split Check\Re-assign Seats Screen.

Comment [AEM3]: splitchk.wmf


(split check prompt)

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Guest Checks & Sales Receipts

Un-Split Checks

Print Sub-Totals by Seat

Multi-Seat Printing (Tag seats 1,2,5 and print check)


Provides for the selection of seats (through tagging) and prints subtotals of each
tagged seats during printing of a check. A misc button is available in the Order
Entry screen labeled Print w/ Tag-Seats subtotal.

Screenshot sample

Print Check to Screen

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Function Buttons & Macros

You may configure your system to display various buttons at the base of the key
POS Screens that comprise your POS system:

the Status Screens,


the Order Entry Screen and the
Settlement Screen.

The number of buttons that fit at the base of these screens is controlled by the
Station Configuration Setup Form. The types of buttons you may display on
these screens include:

POS Function Buttons


Each operation that can be executed by your Restaurant Manager POS
System is controlled by a “POS Function Button”. For instance, when you
re-print a check, you touch a [RE-PRINT] button or when you apply a
discount to a check you touch a [DISCOUNT] button, etc. Commonly
used POS Function Buttons are usually displayed at the base of the POS
Screens, while less frequently used Function Buttons are displayed on a
Miscellaneous Button Screen.

Macro Buttons
Macro Buttons execute multiple operational steps at once. To make your
system as efficient as possible, it is highly recommended that you define
Macro Buttons for any commonly executed operation that involves multiple
steps. Macro Buttons may be added to the base of any type of POS
Screen but they are always displayed (in left to right order) after the POS
Functions Buttons.
Function Buttons & Macros

Enhanced Passwords Control Buttons


If your system is configured with Enhanced Password Control, two
additional buttons are displayed at the base of the Status Screen(s).
These “Begin” and “End” Buttons switch the POS Status Screen(s)
between “Active” and “Inactive” mode. The Enhanced Password Control
buttons always appear on the far left of the button area on the Status
Screens. (Enhanced Password Control buttons do not appear on the
Order Entry Screen or the Settlement Screen.)

Module Buttons
In systems configured with more than one POS Module, “Module Buttons”
are displayed at the based of the POS Status Screens to allow you to
move from one module to another. Module Buttons also appear in
systems configured with any of the following: Fast Transactions, Hostess
Module, Advance Orders. If you wish to prevent access to some modules
at certain POS Workstations, you may disable the Module Buttons.
(Module Buttons do not appear on the Order Entry Screen or the
Settlement Screen.)

MISC Button
The [MISC] button is always displayed at the base of all POS Screens. It
is there to provide access to a secondary screen of Function Buttons.
Less frequently used Function Buttons are usually displayed on this
Miscellaneous Button Screen while commonly used buttons are displayed
at the base of each POS Screen. The [MISC] button cannot be disabled
and its placement is not configurable.

The first screenshot on the next page shows the Delivery Status Screen
with key Function Buttons displayed across the base of the screen. In
addition to the POS Function Buttons, themselves, you can see the
special [MISC] button near the end of the second row of buttons. When
you touch this [MISC] button, the Miscellaneous Button Screen appears,
as shown in the second screen shot.

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Function Buttons & Macros

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Function Buttons & Macros

NOTE: The Function Buttons that appear when you touch the [MISC] button on a Status Screen
ARE NOT the same buttons that appear when you touch the [MISC] button on the Settlement
Screen or the Order Entry Screen and vice versa.

[MORE] Button
The [MORE] button only appears on POS Screens when you have made
an error defining the number of buttons you wish to display at the base of
the screen. For instance, if you define space for 8 buttons but then
identify 10 different buttons you wish to display at the base of a POS
Screen, the system will automatically add a [MORE] button in the eighth
button space. When you touch this [MORE] button a pop-up screen will
display the three extra buttons that did not fit on the base of the main
screen:

<#Screen shot of MORE button here >

Whenever a [MORE] button appears on a POS Screen you should either


move some function buttons off the [Main] screen or allow more space at
the base of the main screen.

Defining Button Areas


Button space is measured in “function button columns” and “function button
rows”. For instance, if a screen is configured to fit 8 columns and 2 rows, a total
of 16 buttons will fit on the base of the screen.

Use the [Search Settings] button on the Station Configuration Setup Form to
locate the “function button” settings for each type of POS Screen:

Order Entry Screen Options


Settlement Options
POS Modes (there will be multiple settings under this heading for the
Status Screen of each POS module)

Then, for each screen type, define the number of buttons that should appear at
the base of the screen at each station on the Station List:

When configuring button space, you should not only allow space for the POS
Function buttons controlled by the POS Function Button Layout Form. You
should also allow space for other types of buttons, as well.

If you make an error in configuring the button area and don’t allow enough space
for all the buttons that you wish to display on the base of each POS Screen, then
Restaurant Manager will automatically add a [MORE] button to the base of the
screen so that all POS Functions are always available.

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Function Buttons & Macros

POS Function Button Layout Form


There are different POS Function Buttons associated with each of the key POS
screens that comprise your Restaurant Manager POS System:

the Status Screens,


the Order Entry Screen and the
Settlement Screen

You may configure Function Buttons so that a password prompt appears each
time the button is touched. You may change the color or bitmaps on the
buttons. You may also disable certain Function Buttons or move them to a
secondary screen, called the “Miscellaneous Button Screen” so they do not
clutter the main POS Screens.

In the default configuration of Restaurant Manager, all POS Function buttons are
colored grey, most of them are displayed on the Miscellaneous Button Screen,
and only a few are configured with password protection.

After defining how much screen space you wish to dedicate for the “Button Area”
on each POS Screen, use the POS Function Button Layout Form to configure the
POS Function buttons, themselves:

Setup Æ Screen Layouts Æ POS Function Button Layout

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Function Buttons & Macros

Each area of the POS Function Button Layout form is described below.
However, for quick examples on using this form, you may wish to jump to the
section on Sample Configurations

The POS Function Button Layout Form is organized in seven sections. When
you configure the layout of the POS Function Buttons you should access these
sections in the following order:

Station List
POS Screens
Available Functions
Function Layout
Button Design
Security
Button Activation

Station List
If you wish to use a single button layout at all POS Stations, you need not access
this section at all. A default “Master” station will be permanently highlighted on
the Station List and you will start the configuration process with the POS Screens
field below.

If, on the other hand, you wish to display different function buttons at different
POS Stations, you must add the number of each station needing an alternative
configuration to the Station List. (See the section on POS Workstations for more
information on station numbers).

For instance, at a busy bar station bartenders may often use the [RECIPE
LOOKUP] button to find recipes of unusual drinks while at waiter workstations
this function is rarely used. In this case you would use the Master station to
define a waiter station layout where [RECIPE LOOKUP] is on the secondary
screen accessed by touching the [MISC] button. You would then use the [ADD]
button to create a new station and define a different layout for this bar with the
[RECIPE LOOKUP] button on the main screen.

See the section on Sample Button Configurations for a sample configuration that
creates different button layouts at different POS Stations.

POS Screens
There are three types of POS Screens for which you may configure a Function
Button Layout: Status Screens, Order Entry Screens and Settlement Screens.

Use the POS Screen drop down list to select the type of screen for which you
wish to create a button layout. The type of screen you select determines which
functions appear on the Available Functions list at the center of this form.

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Function Buttons & Macros

NOTE: If there are multiple stations on the Station List you must highlight the station you wish to
configure BEFORE you select the type of screen you wish to work with.

Available Functions
The Available Functions area shows all the Function Buttons that can be
displayed on a particular type of POS Screen. In other words, the functions listed
here change depending on what is displayed in the POS Screens field.

When you highlight a function on the Available Functions list you may then use
the remaining sections of this form to configure the location, appearance and
password protection of this function button.

Some functions that appear on the list of Available Functions are not actually
enabled in all the POS Modules. For instance, when the POS Screen is set to
[STATUS SCREEN], [ASSIGN] is one of the functions that appears on the
Available Function list. However, this function allows you to assign orders to
drivers and is available only in the Delivery Module. If a particular function is not
enable in a particular POS Module, that module will be greyed out on the list of
modules in the area titled “Enable”.

For links to information on each individual function button that appears on the
Available Functions List, see the Complete List of POS Functions

Function Layout
Use the settings in this section to individually configure the function highlighted
on the Available Functions list at the center of the screen.

The two options that appear under this heading determine where a particular
Function Button should appear. Select the [Main Screen] option to configure the
Function Button to appear at the base of the POS Screen indicated in the POS
Screen field. Select the [MISC Screen] option if you wish the button to appear on
secondary screen accessed by touching the [MISC] button.
See the section on Sample Button Configurations for detailed instructions on
setting the location of a particular button.

Button Design
Use the settings in this section to individually configure the function highlighted
on the Available Functions list at the center of the screen.

The [Button Color] field allows you to change the color of the Function Button

The [Button Bitmap] field allows you to change or delete the bitmap that appears
on a Function Button.

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Function Buttons & Macros

See the section on Sample Button Configurations for detailed instructions on


changing the appearance of a particular button.

Security
Use the Security Setting to define the security level an employee must have
before they will be allowed to execute a particular POS Function.

When you enter a security level greater than zero in the [Security] field, a
password prompt will appear each time someone touches the Function Button
highlighted on Available Functions list.

For more information on the importance of password protection see the chapter
on Security and Passwords. Or, for detailed instructions on adding password
protection to a particular function, see the section on Sample Button
Configurations.

Button Activation
Use the settings in this section to indicate whether the Function Button
highlighted on the Available Functions list should be enabled within a particular
POS Module.

NOTE: In general it is recommended that you NOT disable POS Function Buttons. It is much
easier to service POS Systems where little used Function Buttons are removed from the base of the
main screen but are not fully disabled.

See the section on Sample Button Configurations for detailed instructions on


disabling a particular Function Button.

Sample Button Configurations


Follow the steps in each example below to gain quick insight into the various
uses of the POS Function Button Layout Form:

Moving a Button to the [MISC] Screen

To configure the [RECIPE LOOKUP] to appear on the Miscellaneous Button


Screen -- a secondary screen accessed by touching a [MISC] button:

1) Highlight the Master Station on the Station List (or see the section
above for details on configuring additional stations.)

2) Click on the [Screen Type] field under the POS Screens heading
and select “Order Entry Screen” from the drop down menu

3) Click on the list of functions in under the “Available Functions” heading

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Function Buttons & Macros

4) Type in the letter “R” and the cursor will highlight the “Re-Assign Seats”
function.

5) Press the down arrow on your keyboard once to highlight “Recipe


Lookup”.

6) Under the Function Layout heading, click on [MISC Screen] option.

7) Click on the [OK] button at the base of the form to save your
changes…or use the other sections of the form to fine tune your
configuration.

Adding Password Protection to a Function

To create a password prompt that appears each time someone touches the
[DISCOUNT CHECK] button:

1) Highlight the Master Station on the Station List (or see the section
above for details on configuring additional stations.)

2) Click on the [Screen Type] field under the POS Screens heading
and select “Order Entry Screen” from the drop down menu

3) Click on the list of functions in under the “Available Functions” heading

4) Type in the letter “D” and the cursor will highlight the “Delay Send”
function.

5) Press the down arrow on your keyboard four times to highlight


“Discount Check”.

6) In the [Security Level] Field, type in the number between 1 and 9 that
represents the security level an employee must have in order to discount a
check. (For more information on password prompts and security levels,
see the chapter on Security and Passwords.)

7) Click on the [OK] button at the base of the form to save your
changes…or use the other sections of the form to fine tune your
configuration.

Disabling a Function Button


To remove the [QUIT] button from the Status Screens at all POS Stations,
EXCEPT the special bartender station:

1) If the Master Station is the only station that appears on the Station List,
click on the [ADD] button below the Station List and, when prompted, type

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Function Buttons & Macros

in the number of the main bar station. (See the section on POS
Workstations for more information on station numbers.)

2) Highlight the Master Station, NOT the new station you have added to
the Station List.

3) Click on the [Screen Type] field under the POS Screens heading
and select “Status Screen” from the drop down menu.

4) Click on the list of functions in under the “Available Functions” heading.

5) Type in the letter “Q” and the cursor will highlight the “QUIT” function.

6) In the section titled “Enabled At” unmark the check boxes for all POS
Modules. By doing so you indicate that the QUIT button will not appear at
the base of any Status Screens…except at the one station for which you
have created a separate configuration.

7) To confirm that the [QUIT] button will still appear at the bar station,
highlight the station you just added to the Station List and follow steps 3 to
5 again. Confirm that a checkmark appears beside all POS Modules listed
in the section titled “Enabled At”.

8) Click on the [OK] button at the base of the form to save your
changes…or use the other sections of the form to fine tune your
configuration.

Changing the Appearance of a Button


To change the appearance of the [EMPL] button:

1) Highlight the Master Station on the Station List (or see the section
above for details on configuring additional stations.)

2) Click on the [Screen Type] field under the POS Screens heading
and select “Status Screen” from the drop down menu

3) Click on the list of functions in under the “Available Functions” heading

4) Type in the letter “E” and the cursor will highlight the “Edit” function.

5) Press the down arrow on your keyboard three times to highlight


“EMPL”.

6) Click on the down arrow beside the “Button Color” field and select a
new color for this function button.

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Function Buttons & Macros

7) Click on the ellipsis button beside the “Button Bitmap” field to call up the
bitmap library. Use the scroll bar to move through the bitmaps in the
library until you see one named “DELAYSND.bmp”

8) Double click on the “DELAYSnd.bmp” so that a clock now appears on


the button used for clocking-in and clocking-out.

9) Click on the [OK] button at the base of the form to save your
changes…or use the other sections of the form to fine tune your
configuration.

Complete List of POS Functions

Status Screen Function Buttons


Use the links below to read more about the POS Function Buttons displayed on
the Status Screens of the different POS Modules. Most of these Function
Buttons are globally enabled in all three basic POS Modules. Those functions
marked with an asterisk (*), however, may be part of an Add-On Module or they
may be enabled in only one of the basic POS Modules

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Function Buttons & Macros

Account Lookup E-Mail Reports


Add EMPL Re-Print
Assign Employee Break Revenues Report
Assign Badge Employee Paid Out Revise Settlement
Auto Cash Settle Enable Settle Search
Award Info Send Alert
Button Info External Programs Session Open/Close
Cash Tray Options Fast Settle All
CC Options Filters Show Resources
CC Tab Flash Report Tab Order
Clock Out Employees INFO Tabs Displayed
Color Legend Locate Order Time Sheet
Compact Macro Training
Compute Money Drop Transfer Items
Convert Today’s New Tab Transfer Tables
Orders Order Transfer Tabs
Declare Tip Paid In Transfer to Tab
Delete Paid Out Transfer to Table
Dining Area Price Level Version
DOS Comand Print All View Employees
Driver Mileage Printer Re-direct View Tables
Drivers Quit View Tabs
Edit Recall Check
Edit Login Re-Load Sys Config

Order Entry Screen Function Buttons


Some Order Entry Screen functions are applied globally to the current order.
Other functions apply only to items that have been tagged on the Order Detail
Area. Use the links below to read more about the POS Function Buttons
displayed on the Order Entry Screen:

2 for 1 Discount Customer Count Groups


Account # Delay Send In Stock Quantity
Add Item Delete Info
Award Info Delete Last Item Item Hold (On/ Off/
Bar Code Order Delivery Charge Toggle)
Cancel Order Discount Check Item Lookup
Cash Discount Items Macro
Change Course Edit Menu Item Nav Buttons
Change Seat Edit Modifiers Pizza
Clear 2 for 1 Employee Transfer PLU Order
Combine Seats Exit Price Adjust
Combo Upsize External Programs Price Level Shift
Convert Order Frequent Diner Print
Cust Gratuity

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Function Buttons & Macros

Print w/ Seat Sub-


totals
Quantity
Reassign Seats
Recipe Lookup
Reference
Re-Order
Repeat CC Auth
Re-Send
Revenue Center
Seat
Send
Send to Tabs
Settle
Special Instruction
Split Check
Split Item
Tax Table
Taxable
Timed Send
Transfer Items
Transfer to Table
Unassign Order
Un-Split Check
Un-Split Item
View

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Settlement Screen Function Buttons

Macro Buttons
Macro Buttons are user defined buttons that allow you to execute multiple
operational steps at the touch of a single button. Macro Buttons are defined from
specific POS Screens at specific POS Stations. There is no programming
involved. You simply activate the [CREATE MACRO] function at the appropriate
POS Screen and then manually execute each of the operations you wish to
include in the macro. Then, when you touch the [Finish] button, the system will
automatically add a Macro Button to the base of the POS Screen where you
started the recording.

Once you have created a Macro Button at one POS Station you need not
manually re-create the Macro at all the other POS Stations on your network.
Instead you may use the Station Macros Form in the Backoffice Module to copy
the Macro Button to other stations on your network.

After you have added a Macro Button to a particular POS Screen, you may
“disable” the Macro Button from the POS but you may not delete it. To actually
delete a Macro Button, you must use the Macro Library Form. This same form is
also used to further configure Macro Buttons with bitmaps, new colors, etc.

If you do plan to create Macro Buttons, be sure to configure space for them along
with the standard POS Function Buttons when configuring the size of the Button
Area at the base of each POS Screen.

See the chapter on POS Mode and Modules for some sample Macros that can
be useful in different types of businesses.

Creating a Macro Button


To add a Macro Button to any POS screen:

1) Access the POS Screen to which you wish to add a Macro Button.
2) Touch the [MISC] button at the base of the screen.
3) Touch the button labeled [MACRO].
4) Select the [Create Macro] option to call up the following prompt

<# insert screen shot>

5) Touch the [OK] button and note that the Status Bar displays the following
message:

<# insert screen shot>

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Function Buttons & Macros

while the Title Bar begins to blink this message:

6) Proceed with the steps that you wish to include in the Macro, making sure
to touch the Status Bar prior to selecting any option or entering any data
that may vary. (Touching the Status Bar inserts a pause for user input
each time the Macro is launched.)
7) When you have completed the steps you wish to include in the Macro,
touch the blinking Title Bar to call up the following prompt:
<# insert screen shot>.
8) Then use the onscreen keyboard to type in the text you wish to appear on
the Macro Button.
9) Select a button color and wait for the new Macro Button to appear at the
base of the screen

Disable or Enable Existing Macros


Once a Macro Button has been created at a POS Station or copied to that station
on the Station Macro Form, you may temporarily remove the Macro Button from
the Button Area at the base of the POS Screen and then add it back again using
the Enable/Disable Function:

1) Access the POS Screen where you wish to disable (or enable) an existing
Macro Button.
2) Touch the [MISC] button at the base of the screen.
3) Touch the button labeled [MACRO].
4) Select the [Disable Macro] or [Enable Macro] option to call up a list of
station Macros.
5) Touch the button you wish to disable (or enable).

To permanently delete a Macro Button you must access the Station Macros
Form.

Station Macros Form


<# copy text from v10 Manual>

Macro Library Form


<# copy text from v10 Manual>

Module Buttons
If your system includes more than one POS Module you may switch between
modules by touching the Module Buttons at the base of each Status Screen. For
example; if your system includes both the Tableservice and Tabs modules, there
will be a [Tabs] button at the base of the Table Service status screen a [Tables]
button at the base of the Tabs Status Screen. Touching one of these Module

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Buttons switches to the Status Screen of the module shown on the Module
Button.

The partial screen shot below shows the base of the Tabs Status Screen in a
system that includes both the Tabs and Tableservice modules. To switch to the
Tableservice Status Screen, you would simply touch the button labeled [Tables]:

Although Module Buttons appear alongside POS Function Buttons at the base of
each Status Screen, Module Buttons are not configured on the POS Function
Button Setup Form. Module buttons are enabled or disabled on the Station
Configuration Setup Form in the section that lists various settings for configuring
that module

The partial screen shot below shows the base of the Tableservice Status Screen
in a system where all available Module Buttons have been enabled. Except for
the [Misc] button all the buttons in the screen shot below are Module Buttons that
must be enabled from the Station Configuration Setup Form:

You can use the [Search] button at the base of the Station Configuration Setup
Form to locate the settings that enable and disable Module Buttons for the
following modules: Tableservice, Tabs, Delivery, Fast, Hostess and Advanced
Orders. If you disable a Module Button at any station, you will not be able to
access that Module at that station.

NOTE: If your system is configured with more than one POS Module, you must also use the default
opening screen setting to indicate which module should be the default module at each POS
Workstation.

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?Security & Passwords

Restaurant Manager may be configured with standard security settings or with


enhanced security settings known as Enhanced Password Control. As described
below, it is highly recommended that your system be configured with Enhanced
Password Control.

Whether your use standard security settings or Enhanced Password Control,


Restaurant Manager uses a system of password prompts with configurable
“security levels” to protect POS and Backoffice operations. There are nine
security levels with level one being the lowest level (or least secure) and level
nine being the highest level (or most secure). No passwords prompts are linked
to operations that have a security level of zero. In new systems most POS
operations have a default security level of zero.

The password prompts that are linked to different operations do not require you
to enter a specific password. Rather they require that employees enter a
password that has been assigned a security level equal to or higher than the
security level assigned to the operation, itself. For instance, you might choose to
configure your system to prompt for a level five password whenever someone
tries to apply a 50% Employee Discount to a transaction. All employees with a
password at level 5 or above will be allowed to apply this discount. Employees
with a password at level 4 or below will not be able to apply this discount.

All passwords must consist of four digits and may be entered manually by typing
on a touchscreen keypad or automatically by swiping an Employee ID Card.
Alternatively you may configure your system with fingerprint readers and have
staff identify themselves with a fingerprint in place of password.

The system is configured with a single Master Password that is defined on the
Store Info Setup Form. The Master Password is always assigned the highest
security level, 9. In new systems the Master Password is always set to four
zeros: [0000]. The Master Password can only be changed if you access the
?Security & Passwords

Backoffice Module using the current Master Password. The Master Password is
the only password not linked to an individual employee. All other passwords are
assigned to individual employees on the Employee Setup Form.

There are settings that allow you to add password prompts to POS Operations
on all of the following setup forms:

Job Classification Setup Form


Menu Setup Form
The POS Function Button Setup Form
External Programs Setup Form
POS Function Button Layouts Form
Table Layout Setup Form
Discounts
Forms of Payment Setup Form
Station Configuration Setup Form / POS Security Section

In addition you can add password prompts to Backoffice operations in the


Backoffice Configuration Setup Form. You must use the Master Password to
access this form.

Enhanced Password Control


Enhanced Password Control is a security feature that should be enabled at all
POS Workstations used by more than one employee. This security feature
requires servers & other employees to identify themselves every time they start a
new order or edit an existing order. When Enhanced Password Control is
enabled the system works more efficiently because employees need only enter
their password once. Enhanced Password Control is enabled on the Station
Configuration Setup Form so that you can define different security configurations
for different stations.

To activate Enhanced Password Control you must activate the following setting
on the Station Cofiguration Setup Form:

□ Enhanced Password Control

You must also define a security level greater than zero for opening and editing
existing orders in all of the POS Modules you use. The following settings under
the POS Security heading on the Station Configuration Setup Form control
opening and editing orders in the different POS Modules:

Open a Table: 0
Add to a Table: 0
Create new Bar Tab: 0
Access Existing Bar Tab: 0
Recall Existing Delivery Order: 0

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A default setting in Enhanced Password Control prevents servers from accessing


orders opened by other employees at the same security level. To disable this
default configuration you must activate the following Station Configuration
Setting:

Share tables among peers

Enhanced Password Control Buttons


Enabling Enhanced Password Control adds two additional Function Buttons to
the base of the POS Status Screens. Under Enhanced Password Control, the
POS Status Screens always defaults to an “Inactive” state with the [BEGIN]
button is enabled. Employees can clock in and out, but are not allowed to open
orders or execute other POS operations until they identify themselves through
one of the methods described in the section on Employee IDs & Passwords. The
screenshot below shows the Table Service Status Screen in the “Inactive” state:

Once a server has identified himself, the standard Status Screen Function
Buttons appear, the [BEGIN] button is greyed out, and the [END] button is
enabled. In other words, the screen is in an “Active” state and servers may open
new orders or execute other POS operations.

When the server has completed the necessary POS operations he may touch the
[END] button to put the Status Screen back in an Inactive state. Alternatively,
you may configure your system to automatically revert to an “Inactive” state after

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a single POS operation has been executed. Or you may define a time-out period
after which the Status Screen will automatically revert to an “Inactive” state. The
following settings on the Station Configuration Setup Form control how the Status
Screen reverts to an “Inactive” state:

Password time-out period


This parameter is only used if when the "Enhanced Password Control"
setting is enabled. It defines the amount of time (in seconds) that the POS
program will wait before automatically returning to "IDLE" mode. As long
as there is touch screen activity, or keyboard activity, the POS program
will NOT revert to "IDLE" mode.

You can set different Password Time outs at different POS Stations. This
can be useful, for instance, at a bar station where only one bartender will
be entering orders. When there is no need to revert to Idle Mode and re-
enter the same password to begin each new order, simply define a time
out period of “999” minutes.

Avoid using a large time-out value if you want to prevent employees from
ringing orders on a different employee's sign-in. For example, one
employee could sign in, enter his or her order and walk away from the
POS terminal. If another employee uses the terminal before the time-out
occurs, then it is possible that transactions are tallied to the wrong person.
To ensure this does not happen, you might want to consider using the
option below.

Immediate time-out after 1 transaction


Check this option to make the POS program to revert to idle mode
immediately after completing one operation. This overrides the time-out
period defined above.

Backoffice Security
You can protect all the setup forms and dialogue boxes in the Backoffice Module
with password prompts. Because Backoffice security is so important to the
integrity of your whole system, you MUST ALWAYS use the Master Password
to access the Backoffice Configuration Setup Form shown below. And, as an
added precaution, the system automatically logs the Master Password off when
you exit this setup form. You can also use this setup form to set some special
report filters.

Setup Æ Backoffice

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?Security & Passwords

As described below, the area under the “Security” tab allows you to link
password prompts to specific Backoffice operations. While the User Verification
field allows you to temporarily disable these password prompts.

The area under the “Reports” tab allows you to control special report parameters
that are detailed separately in the chapter on the Report Module.

Tree of Drop Down Menus


In the center of the Backoffice Configuration Form is a white box that organizes
Backoffice functions under the nine pull down menu headings found at the top of
the Main Screen of the Backoffice Module.

Click on the [EXPAND VIEW] and [COLLAPSE VIEW] buttons to view the
various functions on this list When the display is collapsed you can double click
(or click on the “+” sign) on one of the nine menu headings to display only those
functions that fall under that particular heading.

To adjust the security level of any Backoffice function simply highlight the item in
this list, click on the right mouse button and select the appropriate level of
security from the pop-up list.

TIP: It is recommended that you DO NOT assign a security level to the menu headings that appear
in the "Collapse View" format. Rather, you should assign security levels only to the specific setup
forms and dialogue boxes that appear under the "Expand View" format.

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Reporting Security
The features controlled under the “Reports” tab of the Backoffice Setup Form are
described in the chapter on the Report Module as are additional security settings
controlled from the main screen of the Report Module, itself.

Disabling Backoffice Password Prompts


If you accessed the Backoffice Module with the Master Password, it is possible to
temporarily disable all password prompts without changing the basic security
configuration by using the User Verification field on the Backoffice Configuration
Setup Form:

1) Click on the Setup drop down menu and select the "Backoffice" option.

2) Type the Master Password into the "Security Access" password prompt
and press the [ENTER] key.

3) Click on the down arrow at the right of the "User Verification" field to call
up a drop down menu.

4) Select the [NONE] option.

5) Click on the [OK] button at the bottom of the setup form.

Your system will not prompt you for any passwords until you switch the "User
Verification" field back to "Password". In other words, you can enable the
password prompts simply by following the instructions above and choosing the
"password" option instead of the "none" option in step #4.

Login New User


Every time you open the Backoffice Module, you will be prompted for your
password. You need not exit the system to change the password that was used
to log in. Simply select the “Login New User” option from the File drop down
menu to call up the password prompt and type in the new password.

When your system is new, the Master Password is set to four zeros. So, to log
into a new system from the Login New User prompt, type [0000] and click on
[OK]

If your system is already operational, type in the current Master Password or your
four character personal password and press [ENTER].

NOTE: In a system that is already operational, it is likely that the Login function has been protected
at a particular Security Level. If you try to login with personal password and if your personal
password has not been assigned a "security level" of equal to or greater than the security level of this
password prompt, you will not be able to login.

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Logout Current User


There may be times when you wish to leave your desk without exiting the
Backoffice Module. For security reasons, it is recommended you select the
“Logout Current User” option from the File drop down menu to prevent anyone
else from accessing the system.

POS Security
You may use the Setup Forms listed below to add password protection to many
POS Operations:

POS Function Buttons


Discounts
ETC

You also may set password prompts for certain POS operations on the Station
Configuration Form. The operations controlled by the Station Configureation
Form include things such as ordering negative quantities on certain items or
exiting the Order Entry Screen without sending items to a prep area printer. In
other words you may use the Station Configuration Form to set password
prompts for operations not uniquely controlled by one single button.

Setup Æ Station Configuration

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From the POS Security options under Station Configuration, you can indicate
which POS functions should be protected at any one of the nine levels of security
described previously. You can set system wide security levels by highlighting the
”Master” station in the column at the left of the setup form. Or you can create
individual configurations for individual POS stations by highlighting specific
stations on the Station List.

Miscellaneous

Begin POS operations


This defines the security level to access the primary POS operations (ordering,
printing, settling). This only applies when "Enhanced password control" is
enabled.

Unscheduled clock in/out


This defines the security level to clock in/out when not scheduled.

Print a check
This defines the security level to print a check

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Settlement

Enter credit card information manually:


This defines the security level for manual credit card entry. This prevents credit
card fraud by requiring a password to manually key in a credit card number.

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Order Entry

Negative Price
This defines the security level to order negative priced items.

Delete item after SEND


This defines the security level to delete the item after it is sent

Delete item after PRINT


This defines the security level to delete items after the check is printed

Delete 2 for 1 discounted item


***No hint

Change menu page


***No hint

Resend Items

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***No hint

Negative Item Quantities


***No hint

Exit order entry screen without sending


***No hint

Allow adding negative quantity modifiers


This defines the security level for adding modifiers to items with negative quantity
(i.e. deletions)

Cash Drawer

Initialize cash tray


***No hint

Finalize cash tray

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***No hint

Open cash drawer


***No hint

Change cash drawer


***No hint

Tables/Tabs POS

Change Screen (Tables/Tabs)


***No hint

Open a table
***No hint

Add to a table
***No hint

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Settle a check
***No hint

Create new bar tab


***No hint

Access an existing bar tab


***No hint

Abort FAST transaction


***No hint

Access Delivery Module


***No hint

Clear a table
***No hint

Delivery/Quick Service POS

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Print After Settle


***No hint

ASSIGN order to driver


***No hint

Change display filter


***No hint

Assign SETTLED order


***No hint

Re-assign order
***No hint

Assign NON-DELIVERY order


***No hint

Recall existing order


***No hint

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Advance Order

Access Advance Order Screen


***No hint

Master Password
All passwords recognized by your RESTAURANT MANAGER™ system are
assigned to one of nine "security levels". The security level of a particular
password and the password itself are usually assigned to a particular employee
in the Employee Setup Form. However, the Master Password with a pre-defined
security level of "9" must be defined in the Store Information Setup Form. This
Master Password is the only password not linked to a particular employee. The
Master Password defined in the Store Information Setup Form will always give
you access to all functions and features of your system, even if you change the
password, itself.

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If you create any other employee passwords with security level "9", these
employee passwords will work just like the Master Password, except at the
password prompt that protects the Backoffice Security Setup Form where you
MUST enter the Master Password. In general, it is recommended that you NOT
create employee passwords with a security level of "9".

In new systems the Master Password is set to four zeros. To change this Master
Password:

Click on the Setup drop down menu and select the "General" option.

Click on "Store Info" to call up the Store Information Setup Form.

Click on the "Master Password" field at the bottom of the setup form and delete
the asterisks.

Type in a new four digit Master Password. Make sure you keep a record of the
password or enter a number you cannot forget.

NOTE:
1) If RESTAURANT MANAGER™ does not let you access the Master Password field, it means
you have used a password other than the current Master Password to log on to the system. You
must log on again (as described in Login New User ) using the current Master Password before you
can actually change the Master Password. (The user name used to access the Backoffice Module
appears just above the "Start" button in the lower left hand corner of the screen.)

2) You must NEVER leave the Master Password field blank. Although each user is able to
customize the security level of almost any operation, there are a few security operations (like
changing the Master Password) that have a pre-defined security level of "9". If you have left the
Master Password blank, you will not be able to execute these operations until you have called your
local reseller for technical assistance.

Employee Passwords
Employee Passwords and the security level associated with the password are
assigned in the Employees Setup Form. The password should be entered in the
“Password” field and the security level should be entered in either the “Level
When Clocked In” or “Level When Clocked Out” field.

Depending on system configuration settings, and the security clearance of the


person accessing the Employees Setup Form, the password, the security level
and pay rates may or may not be visible. This is an added security measure
which prevents unauthorized employees from viewing the password and/or the
pay rates of other employees. In fact, to protect the integrity of your security

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system, it is recommended that you protect access to the Employees Setup


Form by assigning it a high security level in the Backoffice Security Setup Form.

RESTAURANT MANAGER™ provides further security by not allowing an


employee to change the password or security clearance of other employees
unless his security level is HIGHER than the other employee. For example, an
employee with security level 3 can change the password and security level of all
employees that are level 2 or lower, but he can not view or change the
passwords of employees that are level 3 or above.

In addition, NO employee is allowed to change his own security level unless he


has level 9 security. This is to prevent employees from increasing their own
security level in order to gain access to higher level functions.

RESTAURANT MANAGER™ does not allow duplicate passwords.

Employee passwords are never displayed in the POS Module. Rather,


RESTAURANT MANAGER™ displays X's on screen when a password is
entered. This makes it more difficult (but not impossible) for someone to learn
another employee's password.

For added security, you can activate Enhanced Password Control and issue
Employee ID cards that are coded with a unique password. When
RESTAURANT MANAGER™ prompts for a password, employees swipe their
badge rather than entering the password manually.

Manager's Password
The "Manager's Password" is simply the password you assign to the staff person
who fills a managerial position. In other words, the Manager's Password is an
Employee Password and as such can be defined from the Employee Setup
Form at the same time that you enter other information about employees who fill
managerial positions.

However, when defining a Manager's Password, you must be sure to assign a


security level greater than the security level assigned to non-managerial staff.

Alternatively, trusted managers can sign on using the Master Password.

Employee ID Cards
If your RESTAURANT MANAGER™ system is configured with a Magnetic Stripe
Reader, you may choose to distribute Employee ID Cards to your staff. (These
cards may be purchased in lots of 100 from the ASI reseller that installed your
system.)

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Employee ID cards are pre-coded with a unique pass code. Whenever a


password prompt appears, an employee simply swipes the ID card through the
reader.

If you activate the "enhanced password control" feature, RESTAURANT


MANAGER™ will require all employees to swipe their ID card every time they
enter an order.

To link a particular ID card to a particular employee:

Access the RESTAURANT MANAGER™ Backoffice Module from a computer


that is configured with a magnetic stripe reader or see Mag Stripe Reader
Configurations for further instructions on how to read the pass codes off the ID
cards.

Select the Labor option from the Setup drop down menu.

Click on "Employees" to call up the Employees Setup Form.

Click on the "General" tab.

Click on the "Password" field.

Swipe the ID card through the magnetic stripe reader OR if you have a document
that lists the passwords encoded on each card, type the appropriate password in
the Password field.

Write the employee's name on the card OR start a list showing the employee's
name and the number that appears on the front of the ID card that you assign to
him.

Audit Trail
By default, your RESTAURANT MANAGER system always audits:

Items deleted from an order after the order is sent to the kitchen
Orders that are voided.

You can add a line of text or a “Reference” to any transaction that is audited in
this way to give details on what happened. You can even create pre-defined
references like “Took too long” or “Dish was cold” etc. (p. Error! Bookmark not
defined.).

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You can also configure your system to audit up to 18 additional POS operations.
For any operation that is audited you can issue an Audit Report detailing how
many operations of that type were executed by whom during a given session. If
your system is configured to prompt for a "reference" on all audited transactions,
the "reference" or reason for the operation will appear on the reports, as well.

The POS operations that can be audited are listed under Audit Trail in Station
Configurations. At the top of the form is a checkbox that allows you to enable to
disable the whole auditing process.

Audit Trail Reports


Consult the RESTAURANT MANAGER™ publication entitled “An Overview of
Reporting Capabilities” for a detailed description and sample print out of the Audit
Trail Report. To issue this report:

Click on the Reports drop down menu and position cursor in “Session Reports”
option.

Click on the Audit Trail option to call up a dialogue box you can use to filter report
data. (See The section on Reports for more information on filtering reports.)

Deletion Codes
Your system automatically tracks all items that are deleted from an order after
the order has been sent to the kitchen. You can configure your system to prompt
for a line of text or a “reference” each time an item is deleted by checking the
“Get Reason for Deletion” checkbox on the General POS Configurations.

If you plan to require a reason for deletions, it can save time to pre-define the
most commonly repeated reasons in the Deletion Codes Setup Form. (Of
course, you can still type in the unique particulars while processing the order)

Setup->POS Order Entry->Deletion Codes

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Use the [ADD] key to add blank lines to the setup form and simply type the
phrases you wish to use in the column titled [DELETION NAME].

These reasons always appear in the order in which they are entered so you may
wish to take some care to put the most common reasons first on the list or
alphabetize the list.

Fingerprint Reader
Restaurant Manager interfaces with DigatalPersona’s U.are.U fingerprint
scanning device to allow tighter security at the POS. This ensures that an
employee cannot impersonate another, since the employee’s finger must be
physically present to obtain access to the system.

Restaurant Manager provides two modes of fingerprint operation: Identification


and Verification. In verification mode, each time an attempt is made to access a
password protected feature, the user must enter their employee #, then place
their finger on the reader to “Verify” that they are the person they claim to be.
The system compares the scanned fingerprint with the fingerprint of the alleged
user and only allows them through if the fingerprint matches. If the fingerprint

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does not match, or if the person does not have adequate security clearance, he
is blocked from performing the chosen operation.

In identification mode, the user does not have to enter his employee number.
When accessing a password protected feature, he simply places his finger on the
reader and the system will search through the entire fingerprint database to find a
match. If a match is found, the fingerprint subsystem automatically stuffs the
keyboard with the password of the matching user (this has the same effect as
swiping an employee badge).

Because the fingerprint subsystem is comparing the scanned fingerprint with tens
or perhaps hundreds of stored fingerprints, identification mode is generally
slower than verification mode; however, RM utilizes an efficient algorithm to
optimize the speed of identification mode. It first compares the scanned
fingerprint with the employees that have used the station most recently, if it does
not find a match, it will then search thru all logged on employees, and finally it will
search thru the employees that are not logged on to the system. So, fingerprint
identification may be a bit slow the first time a server signs (several seconds), but
if the same server continues to use the station on a regular basis, the response
should be quite fast (1 second or less).

Note: Fingerprint recognition is an optional feature of Restaurant Manager. If


you wish to use fingerprint readers, make sure you purchase the optional
fingerprint add-on module.

System Requirements
The system requirements for implementing fingerprint recognition are as follows:

Fingerprint scanning device (obtainable from ASI)


Windows 98 SE, Windows 2000, Windows Me workstation with 1 free USB port
Fingerprint device drivers installed on POS and Manager workstation.
ASI fingerprint recognition module.

Installation
Have the fingerprint device ready to plug in to a USB port on the Manager
Workstation. Do not plug in at this time.
Install the fingerprint device driver on the Manager workstation. The Setup
program is located on the DigitalPersona’s CD and on the Restaurant Manager
CD under the fpdevice folder.
When prompted, plug in the fingerprint device. You should get a “Hardware
detected” message box. If the installation has been successful you will see
flashing red through the window on the fingerprint device.
Repeat the procedure for all the POS workstations using the fingerprint device.

Setup

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From the backoffice:

To enable fingerprint recognition, go to Setup->Stations->Devices->Input Device-


>Fingerprint Reader. Check the box labeled “Enable fingerprint reader.”
On the same form, Select the “Generic” terminal type.
Select between Identification and Verification modes (identification
recommended)
Enable “Enhanced password control” under the Security Tab.
Bring up the employee setup form. For every employee you wish to enable
fingerprint verification, check the box labeled “Check for fingerprint.” Then press
the button “Define Fingerprint” and follow the prompts.
Enter a password for the employee (even though passwords are not required
when using fingerprint recognition, each employee must still have a unique
password).

VERY IMPORTANT: Make sure the POS module is not running on the same
computer while scanning fingerprints into the employee database. If the POS
program is running, shut it down before scanning fingerprints in the back office.

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Reading Fingerprints at the POS

Identification Mode
Any time the POS program is requests a password, simply put your finger on the
fingerprint reader. If your finger matches an employee on file, then the password
is automatically entered into the password box.

Verification Mode
In verification mode, the POS program will ask you to enter your employee ID for
each password protected feature. It will then ask you to verify your identity by
placing your finger on the reader.

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All Restaurant Manager POS Systems include a basic employee database that
offers enhanced timekeeping, payroll management and reporting features.
Employee passwords are defined in the employee database which makes this
database a critical component of any security configurations you may wish to
implement.

The employee database interfaces seamlessly to the Employee Scheduling


module a feature-full application that automates calendar-based staff scheduling.
This module is described in a separate manual.

If you are using the RESTAURANT MANAGER™ system in Quick Service or


Carry Out modes only, you are not required to define any employees. And, in
fact, you may prefer to manage the Cash Tray or POS station that each
employee mans. However, the Table Service and Delivery modes of the system
will not be operational, until you enter the name of at least one employee in the
Employee Setup Form.

The following Setup Forms are used to define and configure the employee
database:

Employee Setup Form


Job Classification Setup Form
Store Information Setup Form
Station Configuration Setup Form / Employee Settings
Station Configuration Setup Form / Security Settings

From the Backoffice Module, there are a number of employee management


features you may wish to implement:

Employee Contests
Edit Login or Logout Times
?Labor Management

Calculate Overtime
Print Payroll Reports

Employee Contests
One way to motivate your servers to sell more is to identify which menu items
generate the best profit margins and offer an award to the server who sells the
most of these items. To run a sales contest you must:

1) Define the menu items you wish to track on the Contest Setup Form.

2) Issue an Employee Contest Report for the period you wish to track.

Menu Items may be added to or deleted from the Contest Setup Form as often
as you wish. As soon as you add an item to the Contest Setup Form it will show
up on all Employee Contest Reports, even when the reports covers a period prior
to the date the item was actually added to the Contest Setup Form.

Sales contests are usually run over a specified period of time such as a week or
a month. But you may also issue an Employee Contest Report on a single Sales
Session.

Sales of Tracked Items also appear on two key POS reports. When employees
clock out, they may print a Revenues Report that details the tracked items they
have sold during the current Sales Session. And the Flash Report shows total
sales of tracked items by all employees during the current Sales Session.

Use the Contests Setup Form to identify the menu items or menu groups you
wish to track as part of a sales contest:

Setup Æ General Æ Contests

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Tracking Sales of Menu Items

To add a menu item to the Contest Setup Form in the Backoffice Module:

1) Click on the “Groups” tab to modify the tracked groups and the “Items” tab to
modify the tracked items. Click the “Add” button to add a new entry. If you want
to stop tracking a group or item, you can either press the “Delete” button, or UN-
Check the “Enabled” box for the corresponding item.

Tracking Sales of Menu Groups

To track aggregate sales of all items in a given Menu Group:

Job Classification
Each employee must be assigned at least one Job Classification code and may
be assigned up to five codes. These codes will allow you to pay different wages
to a single employee depending on the Job Classification he or she uses when
logging on to the system.

Access the Job Classification Setup Form to define Job Classification codes:

Setup->Labor->Job Classification

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Use the [ADD] and [DELETE] buttons to add or delete fields on the list of Job
Classifications. Then highlight each field in the list and type in a particular job
title used in your establishment.

NOTE: If you are using the Delivery Module and have created one or more “Driver” job
classifications for your drivers, you must also be sure to authorize each of those drivers from the
Delivery Status Screen. See Delivery Service Function Buttons.

Enforce Schedule
Check this box if…

Declare Tips
Prior to version 12, tip declaration was configurable by station (i.e., Setup-
>Station Configuration). On version 12 and later, it is a function of job class (i.e.,
you can require tip declaration for waiters and waitress, but not for kitchen staff
or bus people).

For job classifications that require tip declaration, check the “Declare Tips” box.
For all other job classifications, make sure the box is not checked.

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Navbar
Click on the arrow on the right of this field to display a list of Navbars that can be
used by a certain job classification.

Tip Share Computation Method


Restaurant Manager™ provides a simple tip share feature in situations where
bartenders and/or servers give a portion of their tips to the hostess or the bus
staff. Click on the arrow at the right of this field to choose one of the available
methods – Pre tax revenues, Post tax revenues and Actual Tips.

Tip share percentage


A different tip share percentage can be defined for each job class. For example,
you could define a 5% tip share for bartenders and an 8% tip share for waiters
and waitresses.

Job Class Security Level


Enter here the security level you want for the specified job class. See Level
when clocked in under Employee Setup Form.

Employees Setup Form


The Employees Setup Form holds information on up to 999 employees:

Setup->Labor->Employees

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The Employees Setup Form is organized as follows:

Employee List
This column on the left of the screen displays Employee ID Numbers and the
Employee Name linked to each ID Number. Employee ID Numbers are assigned
in sequence in the order in which the employees are entered into the system.
The Employee ID Number is used to identify an employee on sales transactions.
The Employee Number is NOT THE SAME as the Employee Password
described herein..

When the cursor appears in this column, you can navigate the list with the scroll
bar or by typing the Employee Number. To make it easier to find someone when
this list gets long, you may also sort the list alphabetically. . The alpha-sort
feature is most useful when employee names are entered using the following
format: <Last Name, First Name M.I.>)

General

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As described below, the fields under this tab allow you to enter personal
information about an employee as well as his or her Job Classification(s) and
hourly wage(s).

Schedule
The fields under this tab allow you to create a weekly work schedule for each
employee.

At the bottom of the Employees Setup Form are function buttons:

ADD – Click on this button to create a new employee record.


NEXT and PREV – Click on these buttons to navigate the Employee List on the
left( i.e. to highlight a particular employee)
EDIT – Click on this button to move from the Employee List to the fields on the
body of the setup form.
CLOSE – Click on this button to exit the setup form and save any new
information.

Do not use the [DELETE] button until you have read the warning on Deleting
an Employee..

Employee Setup Form, fields


The following fields appear under the "General" tab in the Employees Setup
Form:

Full Name
Use this field to record the full name of an employee as you wish it to appear on
Sales, Payroll and Labor Cost reports. It is recommended that you enter names
in the following format: <Last Name, First Name, Middle Initial>. This format
allows you to make most efficient use of the alpha-sort feature.

POS Name
Use this field to record the name that should appear on the POS touch screens
and on guest checks. It is recommended that you use only a first name or a first
name with the initials of the last name. This provides your staff with a degree of
privacy and security when dealing with customers.

Password
Use this field to record the unique password an employee will use to access the
system. If you have not activated the security feature, you may leave this field
blank. If you are using Employee ID Cards, you may enter data in this field by

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swiping the Employee ID card through a Magnetic Stripe Reader when the
cursor is in this field.

Level when clocked in


Use this field to determine which functions an employee is authorized to execute
while he is clocked-in by assigning a security level between 0 and 9, where
nine gives the greatest degree of access to password protected functions

However, on version 14, the security level for employees can be based on the
job class they clock in under. To define security levels by job class, go to
RMWin->Setup->Labor->Job Classifications. For each job class, enter a security
level from [0-9].

Next go to RMWin->Setup->Labor->Employees. For each employee whom you


wish to use Job Class security levels, set their security level to “Use Job Class.”
If you wish to fix an employee’s security level regardless of the job they are
working, set the level to a value from 0 to 9.

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Level when clocked out

Version 14 allows defining an employee’s security level when they are not
clocked into the system. This is particularly important when using security levels
based on job class. For an employee to clock into the system, their “clocked-out”
security level must be high enough to perform the clock in operation. Once
clocked in, the security level is set to the level determined by their job class.

Check for fingerprint


Check this box if you have a fingerprint scanner and you want to ensure that the
correct person is the one doing the job. Hit Scan Fingerprint to record the
person’s finger print for future comparison.

Active
Click on this check box to toggle employment status between "active" (currently
employed) and "inactive" (employment terminated). In other words, use this
check box to delete an employee without compromising your yearend sales and
payroll reports by actually erasing data.

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Phone
Use this field to record a phone number where the employee can be reached.
(Additional phone numbers can be recorded under Notes.

SSN
Use this field to record an employee's social security number for printing on a
variety of Payroll Reports.

Street Address
Use the first field under this heading to record a street address, apartment
number etc. Use the fields on the second line under this heading to record City,
State and Zipcode, respectively.

Job Descriptions & Pay Rates


Use the fields under this heading to record job title(s), hourly base pays and
overtime rates. Data in these fields will be used with log in and log out times to
calculate payroll. Payroll amounts can always be adjusted but you can also
prevent inaccurate log ins and log outs by defining a set Work Schedule.

By default, the overtime multiplier is set to 1.5 which corresponds to time and a
half for overtime. Because some employees rely heavily on tips rather than an
hourly pay rate, a simple multiplier of 1.5 may not suffice. Instead, you can
explicitly set the overtime rate for each employee and each job they work. For
each job class that has a non-standard overtime rate, enter the desired overtime
rate. If you wish to use the default overtime rate, set the overtime rate to 0.
Otherwise, enter an override value.

NOTE 1: Before you can enter a job title in the Job Description field, you must first define the title
in the Job Classification Setup Form.

NOTE 2: If you are using the Delivery Module and have created one or more job titles for your
delivery drivers, you must also be sure that you authorize each of the drivers from the Delivery
Module Status Screen. See Delivery Service Function Buttons.

Notes

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Use this field to record particulars about an employee such as alternative phone
numbers or "Can't work Sundays" etc.

Adding a New Employee


To add a new employee to the system,

Click on the ADD button at the base of the Employees Setup Form The cursor
will appear in the <Full Name> field in the Personal Information section of the
dialogue and a new Employee Number will appear in the list on the left of the
screen.

Type the employee's last name followed by a comma, a space, the first name
and middle initial, or depending on what format you use.

Press the <Tab> key. The Full Name will appear alongside the new Employee
Number.

Continue tabbing through the other fields on screen entering data as appropriate
to your employee management needs.

Click the ADD button again to create another new record OR...Click the CLOSE
button to exit the Employees Setup Form.

Deleting an Employee
To record that an employee has been terminated:

Scroll through the Employees list at the left of the screen and highlight the
employee who has been terminated.

Click on the "Active" box in the Personal Information section until the check mark
disappears.

Repeat steps 1 and 2 until you have changed the status for all terminated
employees.

Click on the CLOSE button to save your changes and exit the setup form.

WARNING: The DELETE button at the base of the setup form will delete all the data associated
with the employee whose data is displayed on screen. However, the employee number, itself, WILL
NOT be deleted as there may be sales data associated with it. If you use the record associated with
this same employee number to enter data on another employee, sales and payroll amounts on two
employees will be attached to a single record. But the name, social security number, etc. of the first
employee will be lost. Therefore, if you must delete an employee record, you should do it only at
the end of a fiscal year.

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Employee ID & Passwords


Every employee you define on the Employee Setup Form is automatically
assigned an employee number based on where they appear on the Employee
List. You may also use the Employee Setup Form to assign individual
passwords to each employee. These passwords may be either:

1) a specific four digit number or


2) employee fingerprints

On the Station Configuration Setup Form, there are settings that allow you to
configure your system to prompt for these passwords in one of three ways:

Manual Password Entry


In the default configuration of Restaurant Manager, all password prompts appear
above a touchscreen keypad that employees use to type in their four digit
password.

Employee ID Cards
If your system is configured with mag strip readers there are two settings on the
Station Configuration Setup Form that enable you to use Employee Badges to
enter passwords:

Require <Enter> key

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Magnetic swipe readers typically output an "Enter" key automatically. So


you should enable this option when using Employee IDs.

Use employee badges


This setting disables the touchscreen keypad described above and
prevents staff from typing in someone else’s password.

With the settings above enabled, staff need only swipe their Employee ID badge
when a password prompt appears. Employee ID Cards should be specially
coded with only four digits on the magnetic stripe. If you temporarily connect a
mag stripe reader to the Manager Workstation you can use it to read the code on
the ID card into the “Password” field on the Employee Setup form.

Fingerprint Readers
See the section below for instructions on configuring your system with fingerprint
readers. This alternative is the most cost effective and secure way to have
employees identify themselves to the system.

Employee Time Keeping


Standard procedures dictate that each employee clock in when they report to
work and clock out when their shift is over. The configuration settings listed
below control the clock-in and clock-out process.

Enhanced Password Control


Employee ID
Use employee name or number
Log-in Grace period
Send e-mail when clocking out from MISC
Force employee log-out before session close
Allow Exact Password for Clock In/Out
Print employee time slip
Print Revenues Report

There are also some POS Operations that give managers control over
timekeeping procedures and errors (such as when employees forget to clock out
before leaving or when certain employees might collude amongst themselves to
clock each other in and out.)

View Employees
Clock-out employees
Edit Log-in Data
Employee E-mail

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Clocking In and Out


You may configure your system to include multiple procedures in the clock-in and
clock-out processes:

Clock-In Options
Receive e-mail on clock-in
Clock-in by Employee Number or by Employee Name
Select job title on clock-in
<#different security level on clock in?>

Clock Out Options


Print Revenue Report

No matter how you’ve configured the clock in/out process, employees always
begin the clock in/out process by touching the [EMPL] button at the base of any
POS Status Screen:

Each time someone touches the [EMPL] button, a list of active employees
appears on touchscreen buttons. Off-duty employees are listed on grey buttons,
those currently on the job appear on green buttons, and employees on break
appear on red buttons, as in the screen shot below:

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Employees clock themselves in (or out) by touching their name on this list and
responding [YES] to the following prompt:

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RESTAURANT MANAGER will then prompt the employee to identify themselves


with the Employee ID your system has been configured to accept.

Employees may also


The "Clock-Out" process is very similar to the "Clock-In" process. Press the
[EMPL] button at the base of the Status Screen. RESTAURANT MANAGER will
prompt you to enter the Employee ID. If your system is configured to print a
Revenues Report (p. XX), RESTAURANT MANAGER will ask whether or not you
wish to print this showing the revenue generated and tips earned by a specific
employee during the current shift.

To finalize the clock-out you must enter the employee password or swipe an
employee ID card.

Employee Breaks

Clock-ins at 24 hour operations

Employee Timekeeping
Your RESTAURANT MANAGER™ system can be used to track hours worked
and calculate payroll, including overtime. To use this timekeeping feature all
employees must clock in and clock out from the POS Status Screen. See
Employee Time Keeping. To configure your system for employee timekeeping:

Access the Job Classification Setup Form and define all the job titles used in
your establishment.

Access the Employee Setup Form and fill in all relevant fields under the
"General" tab, including the hourly rate and Job Classification for every position
that employee fills.

Determine whether you would like to control employee log in times to prevent
early clock-ins and late clock-outs, etc. If you do, use Schedule (below) on the
Employee Setup Form to define the appropriate clock in and clock out times for
each employee. And then define a log in grace period that is applied globally to
all employees.

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Determine how you would like to track or estimate tip earnings for inclusion in
payroll reports and configure your system accordingly as described in Employee
Tips, tracking & reporting.

Define pay periods and overtime pay rates (if applicable) in the Payroll Options
Setup Form and then use the form to issue payroll reports.

NOTE: Regardless of whether or not you implement automated Work Schedules, you can always
adjust login and logout times after a pay period is ended and re-print the Payroll Report as many
times as necessary. See Adjusting Employee Login Times for more information.

Employee Clock In/Out

Clockouts by Manager
If an

Edit Login
Employee timekeeping data can be modified before and/or after an employee
clocks out of the system. This option can be used for making corrections when
employees forget to clock in or out, or if they clock in under the wrong job code.
To modify employee login data, choose, “Edit Login” under MISC options in the
main POS area. The POS program will display a scroll window showing the
login’s for the current year.

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Use the Arrow buttons on the right of the scroll window to locate the login of
interest. When the correct login is highlighted, press the button “Edit Login.” The
following box is displayed to allow modification of 1 or more of the timekeeping
parameters.

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If the shift is over (i.e., the employee has already clocked out), the “Logout time”
is enabled; if not, the time is blank and the button is disabled. To change any of
the data, just press the corresponding button.

When editing the “LOGOUT” time, if you enter a time that is earlier than the
LOGIN time, the system will assume that a midnight crossing has occurred and
will automatically adjust the “LOGOUT” date to the day AFTER the LOGIN date.
After adjusting any of the parameters for a shift, an “X” is placed in the “MOD”
column to indicate that the shift data has been modified.

Employee Break - For businesses that do not pay their hourly employees for
break time, RM can be used to record the in/out times for breaks. Rather than
clocking out and clocking back in (which requires all the employee’s checks to be
settled), the employee can go on break and return from a break without affecting
his open checks. The employee wage reports are also adjusted for breaks
taken.

An employee records the beginning and end of a break by use of the “Employee
Break” under MISC in the main POS screen. If you wish to make this function
more accessible, you can configure the button to appear in the main function
area. See section POS Function Buttons Layout for details on doing this.

An employee who is on break has restricted access to certain POS functions, for
example he cannot open or finalize a table while on break.

Force Employee logout before session close

Clock-out Employees - If several employees have forgotten to clock out, the


manager can clock them out by selecting Misc->Clock Out Employees from
MISC in the main POS screen. This option not only saves keystrokes over
clocking them out one-by-one, it offers several options for entering the clock-out
time. When using this option, the POS program displays a list of employees that
are clocked in.

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Touch the employee you wish to clock out. Provided the employee does not
have any open checks or cash trays, the POS will display the following options
for choosing the clock out time.

“Current Time” uses the current system time.

“Same as Login Time” sets the clock-out time equal to the clock-in time, giving
the employee a shift of 0 hours. Note, this puts the responsibility on the
employee to report their true clock-out time.

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“Scheduled logout time” set clock-out time equal to the end-of-shift time. For
example, if the employee was scheduled to work from 11:00 AM to 4:00 PM, this
option will set the clock-out time equal to 4:00 PM. Note: this option requires the
use of the “Employee Scheduling” module.

“Manual Entry” displays a dialog allowing you to manually enter a clock-out time.
If you enter a clock out time that is “earlier” than the clock-in time, the system will
assume that the shift crossed midnight and will set the date to the day AFTER
the clock-in date. For example, if an employee clocked in on January 10, at 9:00
PM, and you enter a clock-out time of 2:00 AM, the system will assume that the
clock-out date is January 11.

During the clock out process for an employee, the system will prompt for
declared tips, and/or print a time slip if your system is so configured. After the
employee is clocked out, the system will again display the list of clocked-in
employees, allowing you to repeat the process for other employees.

Allow Exact Password for Clock In/Out


The Station Configuration Form allows you to set a security level for clocking in
and out of the system. It is not recommended that you leave this security setting
at zero. If you do, employees may freely clock-in their friends whether or not
they’re actually on the premises. other employees. This option provides the
ability for ALL employees to clock in or out of the system regardless of their
security level, provided they enter their own password. To enable this option, go
to RMWin->Setup->Station Configuration and check the option “Always allow
exact password for employee clock in/out.”

Regardless whether this option is enabled or not, if an employee wishes to clock


in or clock out someone other than themselves, they must have a security level
higher than the setting defined for the “EMPL” function in RMWin, POS Function
Buttons Layout.

Printing Employee Time Sheets


An employee time sheet can be printed which shows all clock-ins (and clock-
outs) for the current pay period. The time sheet provides a blank line for the
employee's signature/approval. To print a time sheet, select [MISC] from the
main POS screen, then select [TIME SHEET] from the pop up selection window.
RESTAURANT MANAGER will ask for the employee number, then print the time
sheet on the receipt printer.

NOTE:: The pay period is set from the Payroll Options Setup Form (p. 498).

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Payroll
Calculating Overtime

Daly Overtime

Employee Work Schedules


RESTAURANT MANAGER™ allows you to define Work Schedules for any or all
of your employees. This feature is useful if you are using RESTAURANT
MANAGER™ to calculate payroll. It allows you to improve the accuracy of your
Payroll Reports by preventing early clock-ins and late clock-outs. It also provides
control of individual employees who arrive chronically late.

An employee without a defined Work Schedule may clock-in and clock-out freely
whenever arriving or leaving the work place. If an employee with a defined Work
Schedule tries to clock-in or clock-out at a time other than the time specified in
the schedule, RESTAURANT MANAGER™ will prompt for the Manager's
Password.

You can define a grace period that will apply to all employees with defined "Work
Schedules". A grace period is the number of minutes early or late that you will
allow clock-ins and clock-outs WITHOUT prompting for the Manager's Password.
See Login/Logout grace period (minutes).

Schedules Setup Form


Work Schedules for each employee are defined from the Schedule Setup Form:

Setup->Labor->Employees->(Schedule Tab)

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To define a Work Schedule for a particular employee:

Click on the "Employees" icon on the tool bar at the top of the screen to call up
the setup form.

In the Employees column on the left of the screen, highlight the name of the
employee for whom you wish to define a work schedule...OR click on the [ADD]
button to add a new employee to this list.

Click on the "Schedule" tab to call up a blank Schedule form.

Click on the "Create Schedule" button to activate the Schedule form. ("Yes" will
appear in every half hour block on the schedule.)

Click and drag with your mouse to highlight a block of time this employee is NOT
scheduled to work.

When you release the left mouse button, a pop-up menu will appear allowing you
to toggle the highlighted blocks to "No".

Repeat steps 5 & 6 until the employee's schedule is correctly defined onscreen.

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Employee Tips, tracking & reporting


RESTAURANT MANAGER™ can be configured to track and report tips in a
variety of ways:

1) RESTAURANT MANAGER™ can automatically calculate "tips earned" as a


percentage of the sales generated by an employee. In fact, in some states
employees are required to declare a percentage of the sales they generate as
income. In those states, obviously, displaying this percentage amount on Payroll
Reports is particularly useful. You can set the percentage of sales that should be
calculated as tips in the Store Information Setup Form.

2) RESTAURANT MANAGER™ can record the actual amount tipped on each


transaction. In fact, when the amount tendered is in excess of the check amount,
RESTAURANT MANAGER™ will, by default, process the excess amount as a tip
for all forms of payment except "Cash".

Tracking Tip Earnings

Employee Logout Options


To customize the way RESTAURANT MANAGER™ processes employees
logging on and off the system, see Employee under Station Configurations.

Delivery Driver Management


The driver buttons are color coded to indicate driver status -- green indicates
availability to take orders, and red indicates that a driver is out on a run. Each
driver button also shows a time and duration. Depending on the driver status
(i.e. green or red button), the time refers to when the driver became available, or
when he/she was assigned an order.

For example, a green button with 3:21 PM (4.3 mins) indicates that at 3:21 PM
(4.3 minutes ago), the driver became available to take deliveries. On a red
button, the same text would mean that the driver was assigned an order at that
time.

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Red buttons (drivers that are out on a run), also show the order numbers that are
assigned to the driver.

Prioritizing Drivers
The Delivery module provides the ability to prioritize your drivers so orders are
assigned to each driver in turn. To enable driver prioritization, you must check
the option “Prioritize Drivers” located in RMWin->Setup->Station configuration.

When this option is checked, drivers are displayed in chronological order so


drivers that clock in first are at the top. When a driver is assigned an order, he is
moved to the bottom and changed to a different color. Upon returning from a
delivery, the driver must select the “Driver Return” option, which places him back
in line to take another order.

If “Prioritize Drivers” is not checked, then drivers are displayed in numerical order
based on their employee number.

Drivers become red (not available) whenever an order is assigned to them.


Drivers become green (available) after each of the following operations:

Clocking in
Returning from break
Auto cash settle
Driver return

In each case, the driver’s time stamp is updated and their place in the queue is
adjusted to be in chronological sequence.

Driver Options
When a driver button is pressed, the following options are displayed.

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The “View Orders” option displays a scroll window showing all the orders
assigned to the driver for the current shift.

You can use this for informational purposes, or you can recall an order by
highlighting it and pressing the “Recall” button.

The “Driver Return” option puts the driver back in line to take delivery orders.

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The “View Map” option is only available if your system is configured with the
optional mapping interface. It allows viewing maps and printing driving directions
for making deliveries.

Assigning Orders
To assign orders to drivers, press the “Assign” button. Depending on the security
setting, the system may require a password to access this function. While in
“Assign” mode, the screen looks essentially the same, except the status bar
flashes the word “ASSIGN” and there are fewer function options at the bottom of
the screen.

Orders are tagged by pressing the corresponding button. Tagged orders appear
depressed and are changed to a different color. Orders can be un-tagged by
pressing the button again. Once the desired orders are tagged, they can be
assigned to a driver by simply touching the desired driver button.

Whenever one or more orders are tagged, then touching any of the driver buttons
causes the tagged orders to be assigned to the chosen driver. If no orders are
tagged, then touching a driver button displays driver options as described in the
previous section.

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Several configuration parameters (located in RMWin->Setup->Station


Configuration) will affect the behavior of the assignment operation. They are
described below.

Confirm before assigning orders to drivers


If this option is checked, then the system will ask you to confirm each order
before assigning it to the driver.

Print Check on Assign


This option causes a guest check to be printed for each assigned order.

Unassigning Orders
If you mistakenly assign an order to a driver, or if you assign an order to the
wrong driver, you have two options. You can either assign the order again to the
correct driver, or you can “Unassign the order.”

To “Unassign” the order, first recall the order, and pressing “MISC” on the Order
Entry screen, followed by “Unassign Order.” You will be asked to confirm your
intentions before the order is unassigned.

Driver Mileage
You can record the distance run by a delivery driver through keeping track of the
odometer readings or indicating the distance directly. This is very useful when
the driver-employee’s compensation is computed through the distance travelled.

First thing to note though, is how to define a driver. Defining a driver is done by
through jobclass definition. An employee who logs in with that jobclass is
considered a driver. And driver mileage is only available to those whose login
jobclass is defined as a driver. Go to RMWin->Setup->Labor->Job
Classifications. Select the jobclass you want to define and click-to-check the
Driver option somewhere on the lower portion of the dialogue. A checkmark
appears signifying that the highlighted jobclass is defined as driver. Clicking it
again, undefines the jobclass and the checkmark disappears.

Prompt mileage during login/logout.


Distance travelled can be computed by getting the start and end odometer
readings. This is when ‘odometer’ readings are set or configured. Start
odometer at login and End Odometer at logout.

Screenshot for Start Odometer prompt:

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Screenshot for End Odometer prompt:

When ‘driving distance’ is set and prompt at login/logout is also enabled, only
during the logout process the prompt for distance travelled appears. This time
enter the over-all distance travelled for the session is entered.

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Screenshot for Driving Distance prompt:

Miscellaneous button
After selecting Misc button in the Delivery POS, you will find a button labeled
‘Driver Mileage’. Pressing this button displays a browse dialogue containing
login records of drivers. Select the desired record and press ‘Track Mileage’ to
reveal another dialogue used for editing entries of the driver mileage info.

Screenshot for the browse window:

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There are 4 buttons, aside from the standard Cancel and Ok, available in the
dialog:

Start Odometer –Used to enter the start odometer. You can only enter one start
odometer. Editing is allowed anytime.
End Odometer – Used to enter the end odometer. Same with start odometer
button, you can only enter one end odometer record. Editing is allowed anytime.
Distance Travelled – Enabled when track mileage is set to prompt the distance
travelled instead of odometer readings. However, this button is disabled if
‘odometer readings’ is configured and reflects the computed amount using
end/start readings. Note: When start odometer wraps down to 0 when it exceeds
the 999 limit, distance is still computed following the wrap. (ie. Start
odometer=995, End odometer=10, the resulting distance travelled will be 15).
Distance Rate – Used for the entry of the rate per distance travelled.

Screenshot for the Edit Track Mileage Dialog:


(to be changed with a new one)

Driver Mileage Button in Driver Management


When selecting this button, the same dialogue described above is displayed for
editing or data entering for the current login record of the driver selected.

Payroll Options
Before you can issue any payroll reports, you must define the pay periods, set
over time rates, etc. The pay period is used to create the employee time sheets
that are issued from the POS Modules. All clock ins and clock outs during the
pay period will appear when an employee prints a time sheet. The pay period is
also used to generate Wage Summary and Wage Detail Reports (with or
without overtime calculations).

Changing the pay period does not affect employee reports, nor does it cause any
data to be destroyed.

From the Payroll Options Setup Form you can define start & end dates for the
pay period and calculate overtime.
Activities->Payroll Options

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The fields that allow you to set Payroll Options are organized in two sections:

PAY PERIOD OPTIONS

Duration
Click on the down arrow to the right of this field to select “Semi-monthly”, "7
Days" or "14 Days" as the duration of the pay period. In “Semi-monthly” mode,
each month has two pay periods; one running from the 1st of the month to the
15th, and another from the 16th through the end of the month. If you wish to
have RESTAURANT MANAGER™ calculate overtime pay, you MUST select the
"7 Day" option or the overtime calculations will be excessive.

Start Weekday
Click on the down arrow to the right of this field to select the day of the week on
which you wish to begin the pay period. This field is used simply to validate the
start date of the pay period. RESTAURANT MANAGER™ will not allow you to
enter a start date that does not begin on the correct day of the week.

Automatic Pay Periods

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Check this box if you wish to set a new pay period automatically

Start Date
Type the date on which you wish to start the pay period. This date will be
overridden if you activate Automatic Pay Periods.

End Date
Type the date on which you wish to end the pay period.

OVERTIME OPTIONS

Threshold (hours per week)


Type in the number of hours (usually 40), which should serve as the threshold at
which overtime pay takes effect. Any hours worked by an employee during a
single pay period in excess of the Overtime Threshold are multiplied by the
Overtime Multiplier (below).

Overtime Multiplier
Type in the multiplier that RESTAURANT MANAGER™ should use to calculate
overtime pay. By default this field should is set to 1.5 which corresponds to time
and a half for overtime. If “OT Rate” is set under the Employee Setup Form,
this multiplier is overridden.

Use override dates


Check this box if ***
Start date overrideEnter date ***

End date override


Enter date ***

Calculate Overtime
Click on the [CALCULATE OVERTIME] button after setting the appropriate pay
period options to calculate overtime pay for a given pay period. You should
execute this option whenever you Edit Login Data for a previous pay period as
well as when calculating overtime for the current pay period.

If Daily Overtime is enabled, then overtime is computed using the following rules:

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Anything over 8 hours in a given day is 1.5 times


Anything over 12 hours in a given day is 2 times
Anything over 40 hours in a given week is 1.5 times
Only the first 8 hours of each day is counted towards the 40 hours/week.

Restaurant Manager™ does NOT handle overtime for the "seventh consecutive
day" which should be paid at 1.5 times for the first 8 hours and double time after
8 hours.

The overtime rate is computed as a weighted average to yield the correct total
pay. For example, if someone works 14 hours on a given day, everything after 8
hours is paid at 1.5 times and everything after 12 hours is paid at 2 times; so he
will earn a total of 6 hours overtime, 4 hours at 1.5 times, and 2 hours at 2 times.
If the base hourly rate is $5.00/hr, then the overtime pay will be:

4 hours @ $7.50/hr = $30.00


2 hours @ $10/hr = $20.00
-------------
$50.00 total

Restaurant Manager™ does not show these individual overtime periods.


Instead, it will combine these periods into a single overtime period with a
weighted average of the hourly rate to yield the correct total wages. In this case,
Restaurant Manager™ will show 6 hours overtime at $8.33/hr.

NOTE: If there are errors in any Wage Reports or Time Slips, you can make adjustments to the
actual dates or times worked by a particular employee from the "Edit Login Data" screen (as
discussed below) and then re-issue another report for the same pay period.

Adjusting Employee Login Times


RESTAURANT MANAGER™ allows you to adjust the login and logout day or
time for any employee on your payroll. These adjustments will affect both the
Payroll Report and other Sales Reports.

If you have defined Work Schedules for your employees, it is unlikely that you
will need to adjust the hours or job classification code(s) that are used to
calculate payroll. However, RESTAURANT MANAGER™ allows you to make
adjustments to the days, hours & job classification code(s) or any employee,
regardless of whether you may have defined a Work Schedule.

To adjust the login or logout data on a particular employee:

Select the "Edit Login Data" option from the "Activities" drop down menu. See
screen below.

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Click on “Show only this employee” to highlight the employee for whom to make
an adjustment and press the [ENTER] key.
Press the down arrow under “Filter Dates” to choose from pre-set dates (i.e.,
Today’s Date or Yesterday’s Date) or set this to “Set Manually” and enter the
start and end dates of the period you wish to review and press [ENTER].
Double click on the data you wish to edit and type the correct information on the
screen shown below.

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Note: You will see warnings such as “Login time is later than logout time!” or
“Total hours for this login is 12.00, is this correct?”. This is to help you to be
more careful in editing the Login/Out Record.

Tipped Employees

Employee Reports
Your system includes a wide variety of employee reports. You can print lists of
employees; generate time slips, or issue reports detailing wages earned, hours
worked and sales generated by individual or groups of employees.

The employee reports listed below can all be issued by selecting the
“Employees” option on the Reports drop down menu. For a detailed description
and a sample print out of each report, see the RESTAURANT MANAGER
publication entitled, “An Overview of Reporting Capabilities”.

Wage Summary Report


Wage Details Report
Activity Summary Report
Activity Details Report
Job Class Summary Report

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Job Class Detail Report

Deleted Items Report


Employee Gratuities Report
Employee Meals Report
Tip Share Report

When issuing an employee report, RESTAURANT MANAGER displays the


reports filter on page Error! Bookmark not defined. so you can filter the report
before issuing it.

Employee List
To issue an Employee List showing name and phone number for some or all of
your staff, you must access the Employee Print dialogue box under the Reports
drop down menu:

Reports | Lists | Employees

Use the fields on this screen to set the parameters of the Employee List:

Sorting
Click on the check boxes in this section to toggle between two sort methods:

Name – This option alphabetizes the Employee List by the text that appears in
the Full Name field on the Employee Setup Form. It works best if you have
entered names in the following format: <Last Name>, <First Name>.
ID -- This option causes the list to be sorted by Employee Number (p. 477).

Scope
Use these fields to define the Employee ID Numbers to include in the report.

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Destination
Use these check boxes to indicate how you wish to view the report.

Revenue Reports
You can configure your system to issue time slips and/or revenue reports from
the POS Module when the employee clocks off the system. In fact, if your
system is configured for Server Banking, you MUST USE the “Detailed Sales
Reports” in the POS Module to reconcile with each server or delivery driver at the
end of his or her shift.

Training Mode
ASI training mode can be used for training new employees. Training mode
utilizes data in a “training” subdirectory and therefore any actions performed in
training mode do not affect the sales figures for the live system.

To configure training, go to Setup->General->Training Mode. The following


dialog is displayed:

First, enter the full path name of the training directory. Note: use the drive letter
that the POS stations use to map to the fileserver. For example, if the POS

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stations change to F:\RMWIN to execute RMPOS, then you should enter


F:\RMWIN\TRAINING for the training subdirectory. After entering the path name,
press the button labeled “Copy Data to Training Directory” to create a snapshot
of the current data in the training folder.

If you are executing this option directly from the fileserver, you can momentarily
change the drive letter of the training directory to C: before copying the data
(since the fileserver may not have an F: drive), or you can map the F: drive on
the fileserver back to its own C: drive.

To go into training mode from the main POS screen, press MISC and select the
“Training” option. If the training directory is configured properly, the Title Bar will
begin flashing to indicate that the system is in training mode. While in training
mode, the POS program has the following special characteristics:

You may not open/close the session (the session must already be open when
you copy the data to the training directory).

You may not run certain POS reports. The reports that do run may not be 100%
accurate as certain information is not saved during training mode (e.g., item
sales info <SDETmmyy>, and payment info <PMTmmyy>

All printer output is automatically directed to the screen. This includes remote
kitchen printouts, guest checks and credit card receipts.

If credit card authorization is enabled, credit cards are automatically processed in


DEMO mode (i.e., the POS will simulate credit card approvals).

The following interfaces are disabled: Club interface, PMS interface, Debitek,
Givex.

To revert to “Live” mode, press MISC from the main POS screen and select the
“Training” option again.

Scheduling Module

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Your Restaurant Manager POS System allows you to track the number of
customers that frequent your business each day. You may gather this
information by:

Manually entering the number of customers served on each order, or


Generating an automatic count based on the number of entrees ordered

Customer Counts
Manual Entry of Customer Count
Enabling a manual prompt for customer counts is one of many settings that must
be configured as a two step process involving both the Revenue Center Setup
Form and the Station Configuration Form.

settings features that requires accessing both the Revenue Center Setup Form
and the Station Configuration Form. are most typically enabled in the
Tableservice Module. Therefore, the prompt for customer count must be enabled
on the Revenue Center Setup Form and the Revenue Center must then be set
as a default on the Station Configuration Form.

The prompt for customer count is a setting that must be enabled on the Revenue
Center Setup Form.

Automatic Customer Counts


?Customer Management

Linking Orders to Customers


If your system is configured with a Customer Database, you may link orders
opened in any POS Module to any customer in your database.

Information displayed on order buttons on the Delivery Status Screen may


include either the customer name or address.

Automatic Prompt for Customer Info


When using the Delivery Module, you will usually index each customer record to
a phone number and then configure your system to prompt for this phone
number each time a new order is opened. In systems configured with Caller ID,
the number of the incoming phone call is used to automatically link the order to a
record in the customer database. If your system is not configured with Caller ID,
employees taking incoming calls must type in the customer’s phone number.

To configure your system to prompt automatically for customer info, you must
first define the Revenue Center you will use to process these orders and then
define this as the default Revenue Center at each station where the orders
should be linked automatically to customer info:

1) Access the Revenue Center Setup Form


(Setup Æ Settlement Æ Revenue Centers)

2) In the column at the left of the form, highlight the Revenue Center (usually
“Delivery”) that you will use for orders linked automatically to customer
records. (Alternatively, you may add a new Revenue Center for
automatically linking orders to customer records.) FIND ME

3) In the “Prompts” section, mark the “Prompt for Phone” checkbox. (You
may also wish to enable other Revenue Center defaults typical in delivery
configurations.)

4) Click on the [OK] button to exit the Revenue Center Setup Form.

5) Access the Station Configuration Setup Form.


(Setup Æ Station Configuration)

6) Highlight “Master Configuration” on the Station List at the left of the


screen.

7) Click on the [Search Settings] button at the base of the form.

8) When prompted for a Search Term, type in “Delivery/Quick” which will call
up the Search Results below:

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9) Double click on the Settings List on the line that reads “Default Revenue
Center” and select the Revenue Center defined in step 2 above.

10) If additional stations appear on the Station List, click on the [Copy
Settings] button and copy the default Revenue Center setting to other
stations where you wish to apply this default.

NOTE: You may configure other POS modules to prompt for customer info every time an order is
opened. But in this case, you would not use the “Delivery” Revenue Center described below.

Manual Link to Customer Info


It is possible to configure your system to prompt for customer information every
time you open a new order in the Tabs or Tableservice Modules. But the default
configuration of these two modules is set so that linking an order to a customer is
done manually on an occasional basis from the POS Order Entry Screen.

Display Customer Info on Button


If you link an order to a specific name in the customer database, this name will
always be displayed on the appropriate table button on the Table Service Status
Screen. You may also display the customer name on order buttons on the
Delivery Service Status Screen. In the Delivery Module you may configure

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certain stations to display either the customer name or address on the order
button. If the default configuration is not set to display customer information on
the order button, you may manually change the information displayed on the
order buttons from the Status Screen in the Delivery Module.

Names from the customer database are never displayed on order buttons in the
Tabs Module. However, there are two other ways to display customer
information on a button on the Tabs Status Screen. You may either type the
customer name into the reference field and display this field on Tab Order
buttons. Or, if you have enabled the credit card tab feature, you may read the
customer name off the credit card when you swipe the card to open a new order.

Automatic Customer count based on items purchased


ASI can automatically set the customer count based on what was purchased. To
enable this option, go to RMWin->Setup->Settlement->Revenue Centers. For
each applicable revenue center, check the box “Auto customer count based on
items purchased”. Also uncheck the box “Prompt for # of cust.”

Next you must define the customer count for each item on your menu. For
example, you may want entrees to count as 1 customer and appetizers to count
as 0. Or you may have a “Surf and Turf combo for 2” in which case, you would
set the customer count to 2.

Once this option is configured, ASI will automatically scan through the check
after finalizing a transaction and set the customer count based on the items
purchased.

Customer Database
All basic RESTAURANT MANAGER POS systems include a basic customer
database that can be accessed from both the Delivery and Table Service POS
Modules. The database stores each customer’s name, address and telephone
number and tallies purchases made and dollars spent. You can use the basic
database to record sales to frequent diners. If your system is configured with an
expanded database you can also use it to assign delivery orders to quadrants on
a map of your service area, to generate customer mailings and to issue reports,
etc. (p. 523).

Whether you use the basic or expanded version, the records in the Customer
Database are indexed on a number that can be formatted like a phone number or
a like Social Security Number. To access a customer record from any POS
Modules simply enter the customer’s phone number (or SSN). If your system is
configured with magnetic stripe readers at the POS Stations, you may also use
magnetic stripe cards to read in a customer’s number.

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From the POS Modules, you can only access the customer database in order to
link a specific order to a customer record. You cannot issue reports or mailing
labels from the POS Modules.

If your system is configured with the expanded version of the Customer


Database, you can also access the Customer Database from the Backoffice
Module. Here you can add new information to a record (like a birthdate), process
mailings to your repeat customers, issue customer reports, edit purchase totals
that may be incorrect, etc. You can also create a Street Database. The Street
Database further automates the way you enter delivery data from the POS
Module. Essentially it links a particular street name with a Map Code, a street
code and driving directions. This allows you to assign delivery orders to drivers
in a geographically rational way and provides drivers with directions on how to
reach each destination.

To setup a basic Customer Database for tracking frequent diner purchase


profiles you must access the Customer and Frequent Diner Setup Form. This
form dictates how information is entered into the Customer Database from the
POS Module. To further facilitate data entry from the POS Module, you can also
pre-define commonly used phone pre-fixes in the Phone Prefix Setup Form. If
you are using the Delivery Module your system configuration must also include
the creation of a Street Database.

For more information on accessing the customer database from the Delivery
Module see page 678. For more information on accessing the customer
database from the Table Service Module see page 714.

For information on issuing mailing labels or customer reports see page 525.

Customer& Frequent Diner Setup Form


The following fields on the Customer & Frequent Diner Setup Form control
how data is entered into the Customer Database from the POS Modules:

Setup | Stations | POS Config tab | Cust/Freq Diner tab

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This setup form is organized as follows:

ADDRESS DEFAULTS
If your service area falls within a single City, State, or Zip Code, you should
enter the information in the appropriate field under this heading. Any information
entered here will appear by default on all new records in the customer database.

PHONE NUMBER DEFAULTS

Format
Click on the down arrow beside this field to select either "Phone Number Format"
or "Social Security Number Format" for entering Customer ID numbers into the
database. Even if you are using magnetic stripe cards to read in frequent diner
numbers, you must choose one of these two formats, even if the number used is
not actually a phone number or Social Security Number.

Area Code
If your service area falls within a single area code you may enter the appropriate
three digits in this field. The information entered here will appear by default on all
new records you create in the customer database.

By-pass phone number

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Check this box if you do not want to be prompted for the phone (or Social
Security Number) when adding a new customer to the database. Activating this
feature allows you to enter the customer name immediately.

STREET DATABASE OPTIONS

Automatic Street Lookup


Check this box if you want to use the Street Database (p. 527) to automate
address entry.

Check Street Validity


Check this box if you want the system to confirm that the street number given
falls within the range of addresses defined for a given street in the Street
Database.

IMPORTANT: You must have a keyboard at each POS Station where these Street Database
features are activated.

MISCELLANEOUS OPTIONS

Add/Edit Customers from POS


Check this box if you wish to add new customers to the database from the POS
Module. When you activate this feature you must configure the POS station with
a keyboard for entering data about each customer. If your system is configured
with the Delivery Module, you must activate this feature. If you are using the
Customer Database to manage a Frequent Diner program with the Table Service
Module, you need not activate this feature as long as frequent diner information
is entered exclusively from the Backoffice Module.

Automatic Last Order Recall


Check this box if you wish the system to recall the previous order made by the
customer each time you access the customer record from the POS Module. If
you recall the order it will automatically be inserted in the Order Entry Screen.
Recalled Orders can be edited before sending them to the food preparation
areas.

Phone Prefixes
As discussed above, customer records in the Customer Database are indexed by
number. This number can be formatted like a telephone number or like a Social
Security Number. If you select the telephone number format, you can also pre-
define common area code(s) and prefixes. Using these pre-defined prefixes from

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the POS Modules ensures quicker, more accurate data entry when typing phone
numbers.

Use the Phone Prefixes Setup Form to create a POS pop-up window of the
most common area codes and 3 digit phone prefixes in your area.

Setup | General | Phone Prefixes

The fields in the Phone Prefixes Setup Form are organized under the following
columns headings:

Number
This column numbers indicate the order in which the Phone Prefixes will appear
in the POS pop-up window. If your service area includes many different area
codes and phone prefixes, it is recommended that you enter them in numeric
order.

Category
Type the actual area codes and phone prefixes in the fields under this column.

Using the Prefix Popup in the POS Modules


To link an order to a record in the customer database, you must type the
customer’s telephone number in the Telephone Entry Pop-up Screen. To enter
the phone number using the pre-defined phone prefixes simply press the
[LOOKUP] button under the Telephone Entry Pop-up.

NOTE: For more information on accessing the Telephone Entry Popup from the Delivery Module
see page 678. For more information on accessing it from the Table Service Module see page 714.

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Accessing the Customer Database from the Backoffice Module


If your system is configured with the Customer Database Interface, you can
access the Customer Database from the Backoffice Module. Backoffice access
allows you to create a Street Database. It also allows you to track customer’s
birthdays and other information for generating mailings and reports.

If you are using the Delivery POS Module you MUSTcreate a Street Database (p.
527). If you are only using the Customer Database to track frequent diner
purchases from the Table Service Module, you are not required to have this
interface.

Add-Ons | Delivery Databases | Customer tab

This screen is organized as follows

Customer List
On the left of the screen is a list of existing customers in the database and their
phone number (or Social Security Number, if you selected this default in the
Customer Frequent Diner Setup Form on p. Error! Bookmark not defined.).
The customers are listed in numeric order by telephone number. However, you
can locate any customer on the list by pressing the [SEARCH] button at the base
of the screen and typing in the customer’s first and/or last name

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Phone
This field serves as the record ID number and, as such, cannot be edited. If you
have entered the wrong number in this field, you must delete the whole record
and create a new record with the correct number. Depending on the Number
Format you selected in the Customer/Frequent Diner setup screen, you may
either enter 10 digit phone numbers or 9 digit Social Security Numbers in this
field.

Company
Use this field to record a company name, if you wish.

Name
Use this field to record the client’s name. It is recommended that you enter
names as you wish them to appear on mailing labels and reports. Using the
[SEARCH] button at the base of the screen, you can search on last name or first
name, no matter how they are entered into this field.

Address
Use this field to record the client’s street address. From the POS Module, you
can use the street database to instantly enter pre-defined street names in this
field. From the Backoffice Module, you must type information directly into the
field.

City
Enter the city in this field. If you have defined a default city on the setup form, it
will always appear in this field when entering data from the POS Module. But the
default can, of course, be overridden.

State
Enter the state in this field. If you have defined a default state on the setup form,
it will always appear in this field when entering data from the POS Module. But
the default can, of course, be overridden.

Zip Code
Enter the zip code in this field. If you have defined a default zip code on the
setup form, it will always appear in this field when entering data from the POS
Module. But the default can, of course, be overridden.

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Map Code
When entering information from the POS Module, this field will be automatically
filled in if you enter a street from the street database in the street field above.
You can also enter the Map Code manually.

Street Code
If you use the Street Code field in the Street Database, this field on the customer
record is filled in automatically when you select a street from the street database.
However, if you DO NOT use the street code field in the Street Database, you
can use this field in the customer database for anything you wish. It is simply
another field on which you might wish to sort the database.

In fact, if you are using the Customer Database to track both delivery orders AND
frequent diner purchases you should use this field to enter a special code that
distinguishes frequent diner customers from delivery customers. For example,
you could enter "000" in the "Street Code" field when you create new frequent
diner records. You can then use the Street Code field to filter reports and bulk
mailings.

Birthday
Use this field to track birth dates, if you wish to use birthday’s as part of your
sales promotions, mailings, etc.

Last Purchase (date)


Your system automatically enters information into this field.

Purchase Count
Your system automatically enters information into this field.

Total Purchase
Your system automatically enters information into this field.

Directions & Comments


Use this field to record any special driving directions or other comments that you
wish to print on the guest check (p. Error! Bookmark not defined.).

Creating Mailing Labels & Lists


Use the filtering options under the “other” tab on the Delivery Databases screen
to issue reports and mailing labels for the customer database.

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Add-Ons | Delivery Databases | Customer tab

The following buttons appear at the top of this screen:

Recount
Click on this button to recount the records in the customer database.

Clear Filter
Click on this button to clear all fields in the Filtering Options section of the screen.

Customer Listing
Click on this button after setting applicable Filtering Options to print a customer
list.

Mailing Labels
Click on this button after setting applicable Filtering Options to print mailing
labels.

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Reset Totals
Click on this option to update the database with the latest sales and other
information.

Filtering Options
Use the fields in the Filtering Options section to filter the reports or mailing labels
you wish to issue.

Street Database
To assist delivery drivers in finding addresses and to make POS data entry as
simple as possible, RESTAURANT MANAGER includes a database for recording
all the streets in your service area. The Street Database is only useful if you first
purchase a large map of your service area and enter all street names AND MAP
CODES in your service area into the Street Database BEFORE processing any
delivery orders. These pre-defined street names pop-up in alphabetical order in
the POS Module so staff can quickly select the appropriate street name for error
proof data entry. Most importantly, when you add a street from the database to
the customer record, the associated Map Code, Street Code and driving
directions are automatically added to the record, too.

NOTE: You must have a keyboard attached to each POS workstation where you will be accessing
the Street Database. The Street Database automates data entry in the POS Module only.

Add-Ons | Delivery Databases | Customer tab

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This screen is organized as follows:

Street
Use your cursor to highlight an existing street on the list and edit the fields
described below or click on the [ADD] button to add a new street. Streets are
automatically sorted in alphabetical order.

Min Address/Max Address


Enter the range of legitimate addresses on this street or the range that is in your
service area. RESTAURANT MANAGER will not allow entry of a street number
outside this range. You may also wish to include the Min and Max Address in the
name of the street if you are creating multiple records for a single street in your
service area that crosses multiple Map Codes.

City
Enter the city that should be automatically entered on the customer record
whenever the active street is selected.

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State
Enter the state that should be automatically entered on the customer record
whenever the active street is selected.

Zip
Enter the zip code that should be automatically entered on the customer record
whenever the active street is selected.

Map Code
Enter the coordinates from a printed map where the active street is located. The
map code will allow you to group orders in adjacent areas when assigning orders
to drivers. If a single street crosses multiple map codes in your service area, it is
recommended that you create an entry for each Map Code with the Minimum and
Maximum street addresses in the street name and in the Min and Max fields
below. You view the Map Code for each order on the Delivery Status Screen
(p.685). This makes it easier to assign orders to drivers in a geographically
rational way.

Street Code
Assigning a Street Code is not mandatory. It simply gives you one more field on
which you can filter customer records when printing mailing labels. In other
words, you could choose to include all customers on a particular street in the
mailing.

Directions
In the three “Direction” columns you can type up to three lines on how to locate a
particular street, comments as to if it is a one way street, etc. These directions
are automatically inserted into the “Directions” field on all customer records
associated with a particular street. These street directions, however, can be
expanded or deleted to accurately reflect the best way to reach the customer’s
address.

Using Customer Names rather than Phone numbers


RESTAURANT MANAGER™ provides a great deal of flexibility in the format for
saving and recalling customers. By default, the system is configured to identify
each customer with his or her unique phone number. However, in some
environments, customers may be reluctant to volunteer their phone information,

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in which case, saving and recalling customers by “name only” may be a good
alternative.

To store customers by name, you must set several options in Setup->Station


Configuration. Under the “Phone # Defaults” section, set the following options.

Format: Choose “User Defined phone format”

Custom Format: Enter “99999999999999999999” (twenty 9’s)

Minimum number of digits: This is the minimum number of characters for the
customer name. By default, this is set to 12. Change it to “4” (or lesser) to avoid
“invalid entries”.

Alphanumeric phone numbers: Check this option to allow alphabetic


characters in customer phone numbers (A,B,C,D, …etc.)

Incremental phone search: Check this option to display an incremental search


window when locating customers. This allows you to locate customers more
quickly by typing just a portion of their name rather than their entire name and
also reduces errors due to typing and spelling mistakes.

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With the above options set, you are ready to save and recall customers by name
rather than phone number. Note that entering phone numbers as Customer IDs
can still be done in this setup. Meaning, a Customer ID can either be a name or
a number. However, it is suggested that you decide which one do you like and
stick with it.

Also, first, you must decide on a convention for entering customer names. For
example, do you want to enter first name followed by last name, or last name
<comma> first name? In either case, you should choose one convention and
stick with it because all customers must have a unique identifier and once a
customer has been entered into the database, their identifier cannot be changed.

When you choose the “Frequent Buyer” option under MISC in Order Entry of the
Point of Sale module, the following incremental search window is displayed.

At the very top of the window (in the blue header), the incremental search text is
displayed. In order to perform an incremental search, you must have a regular
PC keyboard. As you type in alphanumeric characters, your search string is
displayed at the top of the window and the highlight bar automatically advances
to the first customer that matches your search string exactly. If you attempt to
enter a string for which there is no match, the incremental search window will not
accept your entry.

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You may use the <Backspace> button to correct typing (or spelling) errors. You
may also scroll up and down using either the on-screen touch buttons, or the
<Up>, <Dn>, <PgUp>, <PgDn> buttons on the keyboard. Once the correct entry
has been found, press <Enter> on your keyboard, or the “OK” button on-screen
to select that customer. The Point of Sale program will then display full
information for the selected customer, allowing you to enter their full name,
address, and additional information.

Because each customer must be uniquely identified, you may find it necessary to
enter additional information for certain customers. Notice in the sample screen
shot above, there is a “Judy Smith” and a “Judy M Smith.”

If you wish to create a new customer, press the “Cancel” button and you will be
prompted to enter a new customer ID.

After entering the Customer ID, the Point of Sale program will walk you through
the remaining process of entering the customer information. Depending on
whether the street database is enabled, it may display a selection window
showing a choice of known streets in your area, or it may take you directly to a
blank customer data form as shown below:

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When creating a new customer, it is important to check that the “Last Prch:” field
is empty. If not, then you have inadvertently selected an existing customer. In
that case, you should press the “Cancel” button and enter a different customer
ID.

Stuff Customer Information on Caller ID


This feature has been post-implemented in Restaurant Manager v14 and is
officially listed as a new feature for rm15.

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Using an alternate address


Restaurant Manager can store two addresses per customer – for example, a
work and home address. Or if a customer wants his food delivered somewhere
other than the usual place, you can use the alternate address capability of
Restaurant Manager.

By default Restaurant Manager uses the main (or primary) address. To switch to
the alternate address, press the “Alt. Addr” button at the bottom of the customer
edit form.

Restaurant Manager displays the text “Alt Addr” in large red letters to indicate
that the alternate address is active. From this point forward, the alternate
address will be printed on the guest check and remote printers (if so configured),
and will be used for the mapping interface if enabled. Press the “Alt Addr” button
again to return to the primary address.

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If you are entering an alternate address for the first time, all fields will be blank to
start off with. If the street database is active, then you will be given the
opportunity to choose a street from a selection window and any available
information regarding that street (i.e., city, state, directions, etc) will be filled in
automatically. After you enter alternate address information, it will be available
for future use.

The address fields, map code, street code, and directions for the alternate
address can be different from the main address; however, the customer name,
company and “Note” fields are shared by both the primary and alternate address
(i.e., if you change it in the primary address, it will also change in the alternate
address and vice versa).

Note: If you use the customer database for mailings, make sure to use the
alternate address when a customer wants his order delivered elsewhere. That
will preserve the primary address for future marketing purposes.

Customer Loyalty
Introduction
The customer loyalty module is an optional module of RM and allows you to
issue awards based on the purchase habits of your customers. Awards can be
issued whenever a set of pre-established criteria is satisfied. For example, you
could issue a free beverage every time a customer buys $100 worth of items. Or
you might apply a 10% discount after a customer has visited your establishment
a certain number of times.

Before implementing an Award Program it is important to understand what you


are trying to accomplish. Once this is done, you will need to plan all the different
aspects related to a successful customer loyalty program. Following are some
of the issues you will need to think about.

What is the objective of the award program? For example, is it the emphasis on
encouraging repeat visits, or is it more to promote a certain item.
How much will it cost? Do you give away something every $100 or $200 worth of
sales? What will you give away?
How will you advertise your award program? Do you simply print a message at
the bottom of the check, or do you issue a customer loyalty (frequent diner) card.
What information will you require from the customer? If you ask for too much,
the customer might be put off. If you ask too little, you might not be able to
effectively market your offerings.
How will you “capture” the customer information? Do you do it “live” at the POS
by verbally asking for the information, or do you have the customer fill out a form.

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Comment [AEM4]: User interface


Award Program Setup should be similar to Accounts
RM allows you to configure a virtually unlimited number of award programs.
Award programs can be targeted to specific groups of customers, and revenue
centers. You can also have multiple award programs assigned to a customer at
one time. The award setup form is located under Add-Ons->Award Programs.

On the left of the Award Programs Setup form is a list of the existing award
programs. To create a new award program, click on the Add button. To modify
an existing program, highlight it on the list and modify the configuration
parameters on the right of the screen. The options are separated into the
functional groups General, Scope, Criteria, Award, and Output.

General

Award Program Name


Enter a descriptive title for the award program.

Enabled
Use this field to enable/disable the award program.

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Units
Enter a description of the unit of measure for the award (e.g., Visits, Dollars,
Pounds). This text is printed on award vouchers but does not affect the
operation of the award. This field is related to the “Tracking Method” but does
not necessarily have to be the same.

Scope

Revenue Center
Use this setting to restrict the award program to a specific Revenue Center. For
example, you could implement an award program that was limited to carry out
sales, but not dine in. To enable the award for all Revenue centers, set the
scope to “All.”

Note: If the award program is applied on several revenue centers, but not all of
them, you will have to duplicate the award program for each revenue center.
To create or modify your Revenue Centers, you can click on the “Revenue
Center” hyperlink to quickly access the revenue center setup form.

Customer Type
Customer Type is a way of classifying customers into different categories. For
example, you could offer a special award program just for senior citizens. By
classifying elderly customers as “Seniors” you can create an award program that
applies just to them.

Select the type of customer you wish this award to apply to. To add or modify
customer types, click the “Customer Type” hyperlink. If you want this award to
apply to every customer, select “All Customers” from the drop down list.

The “Customer Type” for a given customer can be defined in several ways. The
customer entry form in the POS program displays a button to allow changing the
customer type. This can be done for new or existing customers. Or you can
program the POS program to prompt for the customer type whenever you create
a new customer. To enable the prompt, go to RMWin->Setup->Station
Configuration ->POS Config->Cust/Freq Diner -> Customer Loyalty and check
the box “On new customers, prompt for customer type.”

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Another option for changing the customer type through the back office is to go to
Add-Ons->Delivery Databases and choose the Customer Database tab.
Highlight the customer of interest and click the drop down box to change the
customer type (at the bottom right of the screen).

Important: Customers that are not assigned a type are eligible for all active
awards.

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Criteria

Tracking Method
RM provides three ways of tracking awards: based on # of visits, by purchases,
or by menu item.

When tracking by visits, the customer’s award level is incremented by 1 each


time he makes a purchase, regardless of the dollar value of the sale.

When tracking by purchases, the customer’s award level is incremented by the


dollar amount of the sale each time he makes a purchase.

When tracking by menu item, the award level depends on the items ordered. For
each menu item, you can define the # of award points accumulated each time the
item is ordered. To configure a menu item to accumulate award points, go to
Menu Setup, highlight a menu item and click the “Advanced” tab.

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For each item, you can designate which award program the item is applied to,
and the # of points accumulated when the item is purchased. If you want the
item to apply to all award programs, then choose “All Awards” from the drop
down list.

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Trigger Threshold
This value determines the level at which the award is first applied. The value is
in the units associated with the tracking method.

An award is issued after a customer crosses the threshold value, even if their
award level is not exactly equal to the Trigger value. For example, suppose you
offer a free T-shirt after $100 in purchases. If a customer has purchased $90,
then purchases another $20, he has crossed the $100 threshold. On his NEXT
visit (not the current one), the T-shirt award is issued.

Note that the award is issued AFTER crossing the trigger threshold. So if you set
the trigger threshold to 10 for example, the award is issued on the 11th visit. If
you wanted the award to be issued on the 10th visit, then you should set the
trigger value to 9.

Recurrence Interval
This parameter can be used to set up repeating awards. For example, a free gift
every 20 visits. The recurrence interval can be any value and does not have to
be the same as the Trigger Threshold. A few examples should help clarify the
functionality of these two parameters. The following table shows different values

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for Trigger Threshold and Recurrence Interval and the point at which awards are
issued given these values.

Trigger Threshold Recurrence Award Milestones


Interval
20 20 20, 40, 60, 80, 100,…
50 20 50, 70, 90, 110, 130, …
30 1 30, 31, 32, 33, 34, …
100 0 100 only
0 10 10, 20, 30, 40

Like the trigger value, the award is actually issued on the visit AFTER the
milestone is crossed. So in the above example, with milestones at 10, 20, 30, …,
the actual award is issued on visits number 11, 21, 31, …

Duration
The duration parameter can be used to set up awards that once triggered, are
continually issued for a certain period of time. For an example, every 20th visit,
you get 10% discount on the next two visits. This example could be configured
as follows:

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In the above example, the customer would receive the discount on the following
visits:

21, 22, 41, 42, 61, 62, 81, 82, … etc.

In many cases, this parameter is not needed and can be set to 0.

Upper Threshold:
The Upper Limit defines the level at which the award program expires. Once a
customer attains the upper threshold he is automatically un-enrolled from the
program.

Require Item to Trigger Award


For awards that are based on the purchase of certain menu items, you can
configure the award program so that awards are issued only if the customer
purchases one or more award items. For example, suppose you have an award
program that prints a free coffee voucher after every 5th cup. The award can be
configured so the free coffee voucher is not printed unless the customer
purchases a cup of coffee. If the customer does not purchase a cup of coffee,
the voucher will be waiting until the next time he does.

To require an item purchase to trigger an award, go to the awards setup screen


(RMWin->Add Ons->Awards), and check the box “Award Item Required.”

This feature is most applicable to awards that print a voucher on the guest check.
For awards that apply an automatic discount, or give away a free menu item, this
feature will only work if you ring up the order first, then enter the frequent diner

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information. For this reason, it is recommended that you avoid using this feature
on awards that apply an automatic discount, or give a free menu item.

Issuing Awards
Awards can be issued in three ways: an automatic discount can be applied, a
menu item can be added to the check automatically, or a message can be
printed at the bottom of the guest check. Though you would generally use only
one of these at a time, it is possible to enable two or even all three for the same
award program.

Discount to apply
To apply a discount automatically, click the drop down combo box and select a
discount from the list. To configure a new discount, click on the “Discount to
apply” hyperlink to access the Discount Setup Form.

Award discounts are applied the moment the customer’s phone number is
entered. If the customer is due for an award, the discount is applied. If the
phone number is changed, and the new customer is NOT due for an award, or if
the new customer is due for a different award, then the discount is adjusted
accordingly.

Note: Award discounts do not obey all the rules of the Discount setup form.
When an award discount is applied, it is always applied with a fixed percentage
(i.e., it will NOT prompt for a percentage amount even if it is configured to do so).
In addition, award discounts do not require a password – even if the discount is
configured with security protection, no password is required when a discount is
applied as an award.

IMPORTANT: Reports for the Award Program will show the quantity of discounts
given; but they do NOT show the dollar amount resulting from the discounts. If
you wish to track the dollar amount of award discounts, you must create separate
discounts specifically for the award program and print the Discount report to view
the dollar amounts.

Menu item to give


You can automatically apply a menu item as an award. The menu item could be
a coupon, for example, $1.00 off the meal, or it could be a free beverage or any
other item of your choosing.
To automatically apply a menu item as an award click the drop down combo box
and find the item on the list. To create a new menu item, click the hyperlink
marked “Menu item to give.”

Award Menu items do not require a password if they have a negative price;
however, they do require a password if configured with a security level greater

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than 0. Otherwise, Award menu items obey all the rules of normal menu items
regarding tax, modifiers etc.

Note: for reporting purposes, it may be a good idea to designate a specific menu
group and group type just for awards.

Message to Print
Use this option to print an award message at the bottom of the customer receipt.
The message can be a giveaway item such as a free T-Shirt, or coffee mug. Or,
you could offer a discount on their next visit. The message might be something
like:

“Thank you for making your 20th visit to our restaurant. As a token of our
appreciation, bring this receipt with you on your next visit and get a 10% discount
off your meal.”

When the customer returns, he would present the coupon to the cashier and the
discount would be applied manually.

Accruing Award Points


RM keeps a running tally of award points for each customer. Depending on the
type of award, points could be used to denote # of visits, dollar amount
purchased or menu items purchased. See the section on award setup for
additional information.

Award totals are updated upon finalizing a transaction. All forms of payment
cause the award tallies to be updated with the exception of “Guest” and “Void.”
Once a transaction is finalized, revising a settlement does not reverse the award
totals, even if the transaction is revised to “Void.” However, recalling a settled
transaction DOES reverse the award totals.

For example, an award is based on # of visits. When a customer with 15 past


visits makes another purchase, upon finalizing the transaction, the visit tally is
incremented to 16. If the transaction is revised to void or any other form of
payment, the visit tally remains at 16, but if the transaction is recalled (i.e., re-
opened), then the visit tally is decremented back to 15. If on the 15th visit, the
customer was issued an award, and the check is recalled causing the award
balance to be reset back to 15, the award is NOT re-issued again at the same
level.

Viewing Award Balances


There are two ways to determine the current award balance for a customer. One
is to view it on screen. The other is to print it on the guest check.

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To view a customer’s award balances on screen, go to the “Order Entry Screen.”


After entering the customer phone #, press “Misc” followed by “Award Info.” RM
will display a list of awards in which the customer is enrolled. For each award
program, it shows the current point balance along with the next point level at
which an award will be earned.

To print award balances on customer guest checks, go to Setup->Stations->POS


Config->Print/Send/Settle->PRINT Check Options and check the box marked
“Print Award Balances”. The award information printed on guest checks is
identical to the information viewed on screen.

Award Setup Example


In this example we configure RM to track the sales of certain Beer items by
customer, and to print a “free beer” message on the check once a customer has
purchased 50 points worth of beer, another “free beer” message at 100 points,
and a “2 free beers” message once he’s achieved 150 points. We also restrict
the award program to sales issued under the TABS revenues center. All new
customers are automatically enrolled.

The important thing to note when configuring this scenario is that 2 award types
are required: one for the 50, 100 point awards (1 free beer), and another for the
150 points (2 free beers).

From the backoffice:

Go to the menu and assign points to the beers you want to include in the award
program. You could assign 10 points for the “expensive” beers, and 5 points for
the “regular” ones.
Go to Add-ons->Award Programs to open the Award Setup form.
Click on the “Add” button at the bottom left of the screen and enter “50-100 point
Beer Promotion” as the title of the award.
With the “50-100 point Beer Promotion” award selected, set the configuration
parameters as follows:
Units: Beer Points
Revenue Center: TABS
Customer type: All
Tracking Method: Menu
Trigger Threshold: 50 (will issue the award once this level is reached)
Upper Limit: 100 (do not wish to issue an award beyond the 100 points)
Recurrence Interval: 50 (only issued once after the initial threshold)
Duration: 0 (only activated once, upon crossing the threshold)
Message to print: “Free beer” (create this message to contain the desired text)
Discount to apply: no discount
Menu item to apply: disable

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To set up the 2 free beer award at 150 points, create another award called “150
point Beer Promotion.”
With the new award highlighted, enter the following parameters:
Units: Beer Points
Revenue Center: TABS
Customer type: All
Tracking Method: Menu
Trigger Threshold: 150 (will issue the award once this level is reached)
Upper Limit: 150 (do not wish to issue an award beyond the 150 points)
Recurrence Interval: 0 (not a recurring award)
Duration: 0 (only activated once, upon crossing the threshold)
Message to print: “2 Free beers” (create this message to contain the desired text)
Discount to apply: no discount
Menu item to apply: disable

Award Reports
Awards Summary and Awards Details reports are available from the new Reports
module.

Reservations Module

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Graphics and Layouts

Your Restaurant Manager POS System allows you to configure almost every
aspect of every screen that comprises the POS Modules. Many of the settings
that control the layout of POS screens are covered in earlier sections of this
manual. This chapter covers settings that control the look and feel of your
system but which are not covered in the following sections of this manual:

Tableservice Status Screen Layout


Tabs Status Screen Layout
Delivery Status Screen Layout
Order Entry Screen Layout
Settlement Screen Layout
Function Buttons & Macros

Slide Show Screen Saver


RESTAURANT MANAGER™ offers two types of screen savers – bouncing
bitmaps, and a slide show. The slide show screen saver can be used for selling
ad space to local vendors, or for advertising upcoming special events, or special
promotions.

The slide show screen saver supports numerous file formats including the
following image file types:

BMP, JPG, DIB, RLE, GIF, PCX, TGA

It also supports audio/video files (movies) of the following:

AVI, MPEG/MPG, MP3, DAT (VCD full movie)

Before activating the slide show screen saver, you must copy the image and
movie files to the RESTAURANT MANAGER™ working directory. Once you
have the desired images you wish to display, you can activate the slide show
Graphics and Layouts

screen saver under Setup->Stations->POS Config->Screen Saver. Enter a


Timeout in minutes – the period of inactivity before the screensaver is displayed.

Next you must go to Setup->General->Slideshow Screensaver. Restaurant


Manager™ will display a setup form allowing you to enter the names of the
image and movie files you wish to display. For images, enter the image duration
(in seconds), and for movie files enter the volume from 0 to 100%.

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Graphics and Layouts

The POS stations will display the images (and movies) repeatedly when the
screen saver is active. When the screen saver is stopped and started again, it
will resume from where it left off. This ensures that your advertisers each get
equal screen time.

Station Specific Background


Prior to RM15, the only background file that could be set would be system wide
though the file BACKGND.BMP. But for RM15, the background bitmap file could
be set on a per station basis.

In the station configuration, under POS Configuration->General->Miscellaneous


Options, you can find the following options:

Display Bitmaps – enable display of bitmaps for the station


Background Bitmap - the filename of the bitmap file to be used
Background Bitmap Effect - to display the background bitmap either as:
Tiled – great for small bitmap images to use as background, the bitmap will be
tiled over and over again until the whole screen is covered
Stretched –the background bitmap will be stretched to fit the whole screen. If the
bitmap is smaller, it will be stretched out or if it is larger, then it will be stretched
down. Too much stretching out or down may result in the displayed bitmap to not
look good.

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Graphics and Layouts

Centered – the background bitmap will be centered on the screen. If the bitmap
is small enough to be displayed, then it be displayed centered on the whole
screen. If it is larger (in width, length or both), it will be displayed centered on the
screen showing only the portion that fits on the screen.

Improved Button Look


Being a touch-screen based application, the button is the most displayed and
interacted object on the POS screen. Improving its looks almost means
improving the over-all look of the application.

Options to control the look of the buttons can be set in the station configuration
under POS Configuration->General->POS Touch Buttons.

Button Surface – either GRADIENT or SOLID. The original button for RM has
the solid look. Although using gradients may look hi-tech, it should be noted that,
on some screen displays specially those at 800x600 or lower screen resolutions,
it may not look as great.
Note: Gradients are not supported for stations running on Windows ’95
Button Border Width – the width of the border around the buttons are now
configurable with this option. Use lower values 2 to 4 for lower screen
resolutions while a 6 may look good on resolutions of 1024x768 and higher.
Valid values are from 2 to 16.
Smooth Border – if enabled, will display the borders in smoothed and rounded
look in contrast to “boxy” and “edgy” look.
Button Outline – if enabled, will display a black frame around the button

Table Group Background

A different background image may be specified for each table group for each
dining area. To set-up a background for a table group, do the following:

Open the backoffice (RMWIN)


Go to Set-Up->General->Tables
Select the dining area
Select the group in the dining area
Select a bitmap in “Group Background” box

Improved Table Layout

Of all the things that may be most apparent, would be the improvements on the
layout and display of the table screen. For RM15, the table types that could be
used for displaying the tables as well as their state are now expanded to 4 and
these are:
Rectangular – same with previous version

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Graphics and Layouts

Elliptical – same with previous version


Bitmap – a bitmap based table button that gets the look for individual state of the
button based on a selected table state.
Décor – a bitmap based table button that is stateless, meaning, it does not
respond to any user click, does not get disabled or display any text. This is
useful when adding decorations like plants, walls and other restaurant features.

To add a table bitmap or décor button, you may do the following:


Start the backoffice (RMWIN)
Go to Set-Up->General->Tables
Click on the icon marked “BMP” for bitmap or “Décor” for a décor
Drag towards the location where you want it placed
Select an image set to use
Keep on adding more buttons
Click on “Preview” to see the buttons would look like on the POS.

Image with the improved table layout

Image of the preview


screen

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Graphics and Layouts

Using Image Sets


The look of the table bitmap buttons and table bitmap decors are defined using
image sets. An image set is a set of selected bitmap images to display the
different status of a button.

There are five (5) different images that may need to be specified for an image
set. These are:
Normal – the normal image to be displayed for a button. For a table bitmap
button, this is the image to be displayed when the table is available or is
unoccupied. If an image set is to be used for bitmap decors only, only the
“Normal” image needs to be specified.
Open – the image to be displayed when the table is open and is occupied.
Print – the image to be displayed when the check for an open and occupied table
has been printed.
Split – the image to be displayed when it is a split check.
Clear – the image to be displayed when the table needs clearing. Will be
displayed only when the option “Require table clear” in the station config is
enabled.

Image for setting up image sets

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?Backoffice Management Functions

The Restaurant Manager Backoffice Module offers many management functions


that help you run your business, analyze your sales and maintain your POS
System in top working order. As described in the chapter on System Setup, the
Backoffice Module is also used to configure and control the operation of the POS
Module(s) and workstations.

The main screen below appears each time you open the Backoffice Module. The
drop down menus and tool bar icons displayed at the top of the main screen.

Backoffice Drop-down Menus


The various system configuration and management options that comprise the
Backoffice Module are accessed via drop down menus that appear across the
top of the main screen of the Backoffice Module:

To learn more about the options listed under each drop down heading click on
the hyperlinks below:

The options on the Setup drop down menu control system configuration and are
described in the section while the options on the other drop down menus offer
various management tools as described below:

File
The operations listed on this drop down menu allow you to troubleshoot
your system with operations like “Re-index Files” or “Clear out Open
?Backoffice Management Functions

Orders”, etc. as described in the chapter on Backoffice Management


Functions.

Setup
The Setup Forms listed on this drop down menu control the configuration
and operation of the POS Module(s) and POS Workstations.

Activities
The management operations on this drop down menu allow you to open or
close a Sales Session, send e-mail to your staff; post messages on the
bulletin board; manage payroll, etc. as described in the chapter on
Backoffice Management Functions.

Reports
The Reports option gives you direct access to the Reporting Interface
where you can issue standard reports and create custom reports as
described in the Chapter on Backoffice Reports.

Graphs
The Graphs option allows you to view or print sales data in various easy-
to-read graphical formats as described in the chapter on Backoffice
Reports.

Add-ons
This drop down menu gives you access to three modules that may be
interfaced to your POS System: Accounts & Gift Cards, Customer &
Street Databases, and Frequent Diner.

Windows
Access the pull down menu to rearrange the windows currently displayed
on screen using standard Windows procedures. Or use the ToolBar
option to remove the Custom Toolbar from the top of the screen.

Tools
Access the File Viewer option under the Tools heading to view other files
in your system, including this User’s Manual.

Help
You can access this manual from within the Backoffice Module using the
Help Drop Down menu

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?Backoffice Management Functions

Backoffice Toolbars
By default the Backoffice Module is configured with a single toolbar known as the
“Custom” toolbar. As the name indicates, you may customize this toolbar with
additional icons for accessing frequently used Setup Forms and Management
Function Dialogue Boxes. The Custom Toolbar can also be removed from the
screen.

Up to nine additional toolbars may also be displayed on the main screen of the
Backoffice Module. These standard toolbars cannot be customized. Instead
each corresponds to one of the drop down menus at the top of the screen and
displays an icon for each item on the drop down list.

You can remove all toolbars from the main screen of the Backoffice Module using
the “Speed Button Panel” option on the Windows drop down menu:

The Custom Toolbar

The partial screen shot below shows a sample Custom Toolbar.

The last icon added to this sample Custom Toolbar was the yellow ‘Alerts” icon.
The procedures for adding the Alerts icon to this toolbar can be used to add any
other icon to the Custom Toolbar:

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?Backoffice Management Functions

1) Right click anywhere on the Custom Toolbar to call up the following list:

2) Click on the last option, “Customize” to call up this screen:

3) Scroll through the list of Available Toolbar Buttons to find and highlight the
“Alerts” icon.

4) Click on the right arrow to add the highlighted icon to the list of
Current Toolbar Buttons.
5) Click the button.

Additional Toolbars

The partial screen shot below shows the standard Activities and Add-Ons
Toolbars:

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?Backoffice Management Functions

To add a standard Toolbar across the top of the main screen of the Backoffice
Module follow the procedures below:

1) Right click on any area of the Custom Toolbar to call up the following list:

2) Click on the drop down menu heading that you wish to convert into a
Toolbar.

File Drop Down Menu

When you click on the [File] heading at the top of the main screen of the
Backoffice Module, the drop down menu below will appear:

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?Backoffice Management Functions

In its default configuration, RESTAURANT MANAGER™ immediately prompts


for a password when you try to enter the Backoffice Module. You can access
this option to change the user password you used during the original login. If this
option is grayed out, all password prompts have been disabled.

Logout Current User


Use this option for added security when you must leave your desk but do not
wish to exit the Backoffice Module. When this is done, all other options except
“File” and “Help” are grayed out.

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?Backoffice Management Functions

Select Location
If your system is set up to manage multiple locations from a central office, use
this option to access a different location. (See the CENTRAL MANAGER
MANUAL for more information.)

On rare occasions (AND ONLY AFTER CONSULTING WITH WHOMEVER


INSTALLED YOUR SYSTEM) you may wish to make changes to your system via
one of the following options from the File Drop Down Menu:
Re-index Files

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?Backoffice Management Functions

Clear out open orders ***

Generate New System


This operation allows you to delete specific categories of data such as sales
data, employee data, menu data, etc. If you have installed your Restaurant
Manager POS System with the default configuration, you may use this operation
to delete the sample data while maintaining the default configuration settings.

This operation is also useful if you use your system for training when it is first
installed. When the initial training period is completed and you would simply
delete the sales rung up for training purposes.

NOTE: If you put the system in Training Mode for training sessions, there is no need to generate a
new system before the “go live”.

Before generating a new system you should always back up your data to make
sure you don’t accidentally delete data you may need later. The procedures for
generating a new system include multiple prompts reminding you that to back up
your data because the procedure cannot be undone.

Deleting System Data


Follow the instructions below to delete one or more categories of data from your
Restaurant Manager POS system.

NOTE: If you wish to delete data in a more selective way, see the section on Adjusting Sales
Reports or the various sections on deleting transactions, employees, menu items, etc.

1) Follow standard procedures to back up all system data.


2) Click on the File drop down menu in the Backoffice Module and select the
Generate New System option:

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?Backoffice Management Functions

3) Respond [Yes] to the following prompts that appear in succession:

4) Select the categories of data you wish to delete from the following form:

<# 16 bit error message prevents me from copying this form>

Update Databases

Update Station Configuration ***


(Ask Brian)

Printer Setup

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?Backoffice Management Functions

Although most of the devices in your system must be configured from the
Devices Configuration, you must configure the report printer from the Printer
Setup Form.

Exit
Click on this option to exit the Backoffice Module of your RESTAURANT
MANAGER™ system.

Activities Menu
From the Activities pull down menu you can select any of the following options:

Session
Session Open/Close -- select this option to open a new POS session or
close the current session.
Session View/Edit -- select this option to view data on any session, edit
session bank deposit amounts, reprint checks, etc.
Session Monitor -- select this option to view data on the current session in
real time and in a graphical format.

Bulletin Board
Select this option to post messages to the Bulletin Board in the Table
Service POS Module.

Edit Login Data


Select this option to edit the login or logout dates and times for any
employee. Editing this data will adjust the numbers in the Payroll Report
and in Sales Reports.

Payroll Options
Select this option to define pay periods, calculate overtime and issue
payroll reports.

Send E-Mail
Select this option to send e-mail to individual employees or groups of
employees.

ReportsMenu (must check w/ brian)


From the Reports pull down menu, you can access the following options:

Report Interface

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?Backoffice Management Functions

Select this option to go to the report interface.

Session Reports
Select this option to filter and issue all reports that cover a single sales session.

Sales Reports
Select this option to filter and issue sales reports that can be filtered to cover any
time period you wish.

Employee Reports
Select this option to filter and issue reports on employee sales, hours, etc.

Lists
Select this option to filter and issue lists of menu items , abbreviations or
employees..

Chained Reports
Select this option to link multiple reports into sets that can all be issued
automatically for the same time period and according to the same data filters.

Graphs Menu
Under this menu is the Sales Statistics Report. This report is useful for identifying
overall business trends. See Sales Graphs.

Add-Ons Menu
From the Add-Ons pull down menu, you can find any of the following modules,
depending on what module(s) you added to your system:

Accounts
The Restaurant Manager™ Accounts Module allows you to define groups of
accounts used to handle a number of different backoffice and POS functions not
included in the basic Restaurant Manager program. These functions include, but
are not limited to, handling Guest Accounts, Gift Certificates and Gift Cards.

Delivery Databases

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?Backoffice Management Functions

The Delivery Database is actually a customer database that can be accessed


from both the Delivery and Table Service POS Modules. The database stores
each customer’s name, address, telephone number and other necessary
information. It also tallies purchases made.

Award Programs
The Awards Programs Module or Customer Loyalty Module is an optional
module of Restaurant Manager™ and allows you to issue awards based on the
purchase habits of your customers. This serves as a marketing technique to
encourage customers to come back to your establishments.

Windows Menu
To rearrange the windows currently displayed on screen, use the standard
Windows options listed on this drop down menu

Cascade
Next Window
Previous Window
Speed Button Panel

If you need additional help on the Windows operating system, consult your
Windows manual or click on the "Start" button on the Windows toolbar at the
base of your screen and select the "Help" option.

Tools Menu
From the “Tools” pull down menu, you can access files outside the
RESTAURANT MANAGER™ system without exiting RESTAURANT
MANAGER™. The text for this manual, for instance, can be viewed without
exiting the RESTAURANT MANAGER™ Backoffice Module.

Click "Tools" menu and click the “File Viewer” option to access the Text File
Viewing Setup Form.

Click on the Select File button to view the available files.

Following standard Windows procedure, use the "File Name" field and the "Files
of Type" field to locate the file you wish to view. Then click on the file name to
call it up.

Online Help
At the top of the screen in the Backoffice Module are nine drop down menu
headings. The last one, the Help Drop Down Menu, displays the "Help Topics"
option described below, as well as an option titled "About Restaurant Manager"

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?Backoffice Management Functions

that simply displays the company logo of ASI, maker of the RESTAURANT
MANAGER system.

From the Help drop down menu, click on the "Help Topics" option to call up a
Table of Contents in standard Windows format. All RESTAURANT MANAGER
help screens can be accessed from this Table of Contents.

Under the "Contents" tab, the help topics are grouped according to subject
matter. The book icon indicates that multiple topics are listed under a single
heading. You must click on the book to see individual topics. The page/question
mark icon represents an actual help topic. Click on this topic icon to access the
help screen.

Under the "Index" tab the topics are listed in alphabetical order. Simply click on
the help topic of interest to you and the information will appear onscreen. You
can get more information on any topic that appears in green “hypertext”. Simply
click on the hypertext and you will jump to another help screen on that topic.

(NOTE: RESTAURANT MANAGER also includes "context sensitive" help


which you can access simply by pressing the <F1> key or clicking the [HELP]
button. The help screen that appears will describe the specific fields and function
buttons that currently appear onscreen.)

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?Backoffice Management Functions

Session Monitor
You may monitor the current Sales Session in realtime from the Backoffice
Module using the Session Monitor Screen:

Activities Æ Session Monitor


<# replace with more realistic screenshot>

For more information on using this screen to display and analyze real time data
see a separate publication titled “Sample Reports Booklet”.

Three icons underneath the drop down menus on the main screen, give access
to those parts of the Backoffice Module you are likely to use most frequently:

E-mail
Click on this icon to send employee e-mail (p. 569).

Chained Reports
Click on this icon to call up the chained reports screen from which you can issue
the reports you have pre-selected to print on a regular basis (p. Error!
Bookmark not defined.).

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?Backoffice Management Functions

NOTE: Chained reports and standard report formats are discussed in detail in the following chapter
as well as in a booklet entitled “An Overview of Reporting Capabilities”.

Charts
Click on this icon to call up the Sales Graph Setup Form where you can view
and/or print sales data and analysis in graphical format (p. 587).

Messages, Alarms and Alerts


There are a variety of ways to display special messages on the POS
touchscreens. And in systems configured with wireless handheld units, you can
configure your system to send detailed alerts to these handheld units.

The following features allow you to display special information on the


Tableservice Status Screen:

The Bulletin Board can be used to display any sort of special message
you wish to share with your entire staff.

The E-mail system allows you to send messages to specific employees.

The Table Alerts feature allows you to display a red Alert Icon ( ) on
any table that requires special attention or where the system discerns that
the order is not being processed properly.

If your system is configured with a customer database, you can display


names of VIP customers on the tables where they are seated.

And, of course, color coding is used to display the general status of each
table.

In the screenshot below the red Alert Icon appears on tables 200 and 208 while
the name of VIP customer, Jeff Morris is displayed on table 208. In the upper
right there are three messages on the bulletin board. And an e-mail message
has just popped up for the employee, Tom, who is currently logging onto the
system:

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?Backoffice Management Functions

In the Delivery POS Module you can configure your system to alert you when
orders are not assigned to a driver for delivery within a specified period of time.

Sending Alerts to Handhelds


The POS station allows sending alerts directly to a handheld unit. Alerts are
useful if you need to notify the on-duty manager of something, or if you need to
call him to authorize a password secured function. There are two ways to initiate
an alert – you can select the “Send Alert” function from the MISC options of the
main POS screen, or you can press the “Send Alert” button on the password
entry dialog (shown below).

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?Backoffice Management Functions

The “Send Alert” button only appears if you are using 1 or more handheld units in
your establishment.

After selecting the “Send Alert” option, the POS program will display a list of
active handhelds and the person using them.

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?Backoffice Management Functions

After selecting the person you wish to alert, ASI displays a selection of alert
messages:

You can choose one of the pre-defined messages, or choose “General Message”
to type in a new one using a pop-up typewriter.

E-mail
E-mail must be sent from the Backoffice Module. RESTAURANT MANAGER
automatically notifies staff that they have e-mail whenever they log on or off at a
POS station. Staff can read e-mail at any time.

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?Backoffice Management Functions

Sending E-mail
You can send e-mail from the Employee Electronic Mail Form:

Activities | E-Mail

The form is organized as follows:

Recipients
This column lists all the employees you have previously defined in the
Employees Setup Form. You can send a message to any or all of the
employees on this list. To send a message to:

1) A single employee: Click on his or her name

2) Selected employees: Hold down the [CTRL] button and click on the name of
each mail recipient

3) All employees: Hold down the [SHIFT] button and drag your mouse from the
top of the list to the bottom

Subject
Type one line of text in this field that the recipient will see when notified that he or
she has mail.

573
?Backoffice Management Functions

Message
Type the body of the message in this field.

SEND
Once you have identified the e-mail recipients in the Recipients column and
typed in the e-mail message, simply click on the [SEND] button to send the
message.

Reading E-mail
To access e-mail messages from the Main Status Screen of the POS Module:

Touch the [MISC] button at the bottom of the screen.

Touch the [E-MAIL] button at the top of the third column of buttons.

Type in your Employee Number or (in Enhanced Password Control mode)


swipe your Employee ID card.

Touch [KEEP] or [DELETE] to indicate whether or not you wish to access this
message again.

View Session Data


From the View Session Data screen you can view data from all Sales Sessions,
including a current open session. You can also edit the Revenue Center to
which a particular transaction has been assigned, change Bank Deposit
amounts, exclude certain transactions from Sales Reports, or re-print guest
checks.

Activities Æ Session Æ Session View

574
?Backoffice Management Functions

The screen is divided into three main sections:

Session Information
The section on the upper left displays all the sales sessions in your
RESTAURANT MANAGER database. Use the scroll bar at the base of this
section to view 38 columns of data relating to each session. Use the scroll bar at
the right of the section to view the various sessions OR use the Find Session
button.

Sales Information
The section on the lower left displays all the orders generated during the sales
session highlighted in the Session Information area above.

Use the scroll bar to the right of the Sales Information area to view the various
orders generated during this sales session. Or, to quickly find a particular order,
you may type the order number in the field at the upper right of the screen and
then click on the button beside this field.

Use the scroll bar at the base of this section to view 42 columns of data relating
to each order. Most of these 42 column headings are self explanatory. However
you can find more information about them by clicking on the links below.

575
?Backoffice Management Functions

# Cust
Account #
Auto Grat.
Bill Date
Bill Time
C/T
Cash Back
Check Discnt
Check Number
Date
Discount %
Discount Type
Emp
Guest Account Name
Login #
Note
Open Time
Order Number
Payment
Phone
Posted to Account
Printed
Received
Rev. Center
Room Number
Sales Area
Sales Type
Seat #
Send Time
Session Number
Settled
Sub-Total
Table
Tagged
Tax Table
Taxable
Taxes
Tip Amount
Tip Percent
Trans ID

You may double click on any transaction to call up the Edit Order pop-up screen
below which is useful for editting key data fields or tagging a transaction.

576
?Backoffice Management Functions

You may wish to edit any of the following data fields

Tagged

Payment Type

Revenue Center
Total
Received
Cash Back

The sixth column…


…in the Order # List displays the "Revenue Center" to which a particular
transaction has been assigned. If you wish to change this Revenue Center:

Click on the row that corresponds to the order you wish to modify.
Click on the drop down arrow that appears beside the Revenue Center field
and...
Select the new Revenue Center to which you wish to assign the order.

The 31st column…


… in the Order # List is titled "Hidden" and indicates whether or not the order is
to be included on standard sales reports. If a checkbox appears in this field you
can mark the order for exclusion from sales reports:

Click on the row that corresponds to the order you wish to modify and...

577
?Backoffice Management Functions

Click [HIDDEN] check box.

NOTE: If no checkbox appears in the [HIDDEN] column, your version of RESTAURANT


MANAGER does not include this feature. In this case, it is recommended that you assign certain
orders to a special Revenue Center that can be filtered out of standard sales reports.

The 35th and 36th column…


…in the Order # List are titled “Deposit” and indicate the amount of the bank
deposit(s) recorded when the session was closed. If you wish to edit these bank
deposit amounts after a session is closed, simply double click on the amount
you wish to edit and type in the new amount.

Check Display
A facsimile of the check generated by the order highlighted in the Order # List is
displayed on the right side of the screen.

Use the buttons at the top of the screen as follows:

Print Check
Click on this button at the top of the screen to print a facsimile of the check
displayed on the right of the screen.

Find Session
Type a Session Number in the white field beside this button and then click on the
button to highlight a particular sales session on the Session List.

Find Order
Type an Order Number in the white field beside this button and then click on the
button to highlight a particular order within the Sales Session that appears beside
the Find Session button.

Set Filter
Click on this button to access the Session Filter screen from which you can filter
the orders from a particular session that are displayed in the Order List. If you
decide to filter the Orders List, you must be sure to mark the [FILTER ON]
checkbox, too.

578
?Backoffice Management Functions

Session Filter
From the Session Filter screen you can filter the orders that are displayed on the
Order List in the Session View screen. You can use the filter to find an order or a
particular amount, all orders handled by a particular employee, etc.

Activities | Session | Session View | Session Filter

To create a filter you must type a formula into the blank section at the bottom of
the screen. You may either type in the formula directly into this area or select
fields and operators from the lists on the screen:

From the [Field List] select a field you wish to use to filter the orders.

Click on the appropriate "Operator".

Type in the value for which you wish to filter this particular field.

If you wish to filter on a second field as well, click on the appropriate "Joiner" and
then repeat steps 1 to 3.

Click on the {TEST SYNTAX] button to ensure that you have entered the formula
correctly.

Click on [GO].

579
?Backoffice Management Functions

Changing the Revenue Center


From the Session View screen you can change the Revenue Center to which a
transaction has been assigned even after a Sales Session has been closed.
This ensures accuracy in the Revenue Center reporting which is often used to
provide information to accountants.

NOTE: To change a Revenue Center BEFORE a sales session is closed, see page p. 697.

Changing the Revenue Center after a session has been closed also provides a
way to revise settlement information without corrupting the Cash Tray
Reconciliation.

If you are changing the Revenue Center in order to correct sales reports, you
may wish to create a Revenue Center called “Special” and use it to categorize
problematic transactions. Then, when you issue Sales Reports, you can filter the
reports so that this Revenue Center is not included on the report.

To change the Revenue Center on a particular transaction after a Sales Session


has been closed:

Click on the “Activities” drop down menu and select the “Session View” option.

Locate the order you wish to edit by:


Typing the session number in the field at the upper left of the screen and clicking
on the [FIND SESSION] button then
Typing the order number in the next field and then clicking on the [FIND ORDER]
button

NOTE: If you do not know the Session or Order number, use the vertical scroll bars alongside the
Session and Order Lists. Or use the session filter to locate the transaction amount, etc.

Click on the Revenue Center field of this transaction (in the Order List).

Click on the down arrow that then appears in this column and select the new
Revenue Center you wish to apply to this transaction.

Changing the Bank Deposit Amount


RESTAURANT MANAGER allows you to record up to two bank deposits at the
close of each Sales Session. If you did not record the Bank Deposit Amount
when closing of a Sales Session, or if you recorded the wrong amount, you may
edit the amount from the Session View Screen (p. 574):

Click on the “Activities” drop down menu and select the “Session View” option.

Locate the session for which you wish to change the Bank Deposit Amount(s) by
either:

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?Backoffice Management Functions

Typing the session number in the field at the upper left of the screen and clicking
on the [FIND SESSION] button …OR
Using the vertical scroll bar to the left of the Session List

Move the button on the horizontal scroll bar to the left (approximately 5/6 of the
way) until the Deposit Columns are visible.

Double click on the deposit amounts you wish to change and type in the new
amounts.

View POS Status Screens


You may view the POS Status Screens in either the Table Service or Delivery
POS Module without exiting the Backoffice Module. This feature is intended for
viewing purposes ONLY. You should NOT attempt to enter new orders or modify
existing orders when accessing a POS Module from the Backoffice Module.

To observe the current status of your restaurant floor:

1) Click on the Activities drop down menu.

2) Select the "Point of Sale" option.

Highlight the module you wish to access and press the [ENTER] key.

NOTE: DO NOT use the “Point-of-Sale” option to open or close a POS Session. To open or close
a POS Session from the Backoffice Module, follow the instructions below.

Open and Close Sales Sessions


You can open or close a session from the Backoffice Module as well as from the
POS Module. To open or close a session from the Backoffice Module:

Click on the “Activities” drop down menu.

Select the “Session” option followed by the “Session Open/Close” option.

Proceed with the operation just as you would if you’d begun the operation from
the POS Module, answering each prompt that appears on screen.

581
?Backoffice Management Functions

Select a Location or Store


If your system is configured to manage multiple locations, click on the "Select
Location" option in the "File" drop down menu to indicate which store you wish to
monitor.

Re-index Files (create paragraphs for other options under File)


If your system does not seem to be working smoothly, one or more of the index
files may be corrupted. As long as the POS Module(s) are closed, you can never
go wrong trying to fix your system by re-indexing the files.

To re-index files simply click on the “File” drop down menu and select the
“Reindex files” option.

Change Date & Time


RESTAURANT MANAGER displays the current date and time on the top of the
Status Screen in the POS Module. This information is simply read from the
internal clock on the station computer. To adjust the date or time, please consult
the users manual that came with the computer.

Exit Backoffice Module


To exit the Backoffice Module:

1) Click on the "File" drop down menu.

2) Select the last option, "Exit".

NOTE: You need not exit the Backoffice Module to view the Status Screens in the POS Modules or
get "real time" graphical analysis on current POS activity from the Session Monitor Setup Form.

Backup System Data

582
Reports & Graphs

Your Restaurant Manager POS System can issue many basic 40 column reports
right from the POS Workstations. For more detailed analysis of your business
you should access the Backoffice Reporting Module. This module allows you to:

Print more than fifty different standard reports


Create report sets that get printed together at the touch of a single button
Create new report formats customized to your individual business needs

NOTE: The Reporting Module not only allows you to create new report formats that can be
generated from the Backoffice Module on 8½ x 11 paper. It also allows you to create new 40
column report formats that may be printed from the POS Workstations.

Restaurant Manager can also display much of your sales and labor data in
graphical formats that offer a quick snapshot of your business. Both the Session
Monitor Form and the Sales Statistics Form may be used to generate charts and
graphs.

POS Reports
You may issue a number of different 40 column reports from the the Status
Screen(s) of your POS Module(s). By default these reports are printed on the
receipt printers attached to the POS Workstations but if your system is operating
in demo mode you may display the report output onscreen.

You can find sample print-outs of these POS Reports appear in a separate
publication titled “Sample Reports Booklet”.

To issue a report from a POS Workstation simply touch one of the POS Function
Buttons described below.
Graphs and Sales Statistics

NOTE: If the Function Button has been password protected you will only be able to issue the report
if your Employee Password is set at a sufficiently high security level.

POS Flash Report


The POS Flash Report gives an overview of all sales activity during the current
Sales Session. To issue a Flash Report, access any POS Status screen and
touch the button below.

NOTE: The Flash Report button is usually accessed by touch the [MISC] button at the base of the
Status Screen.

Flash Report / Employee Revenues Report


Filtering the Flash Report
You can define preset filters for the POS Flash Report (e.g., filter by revenue
center, employee, cash tray, time of day, etc.). To create flash report filters, go
to RMWin->Setup->General->POS Flash Report Filtering. The following dialog is
displayed.

584
Graphs and Sales Statistics

Creating filters is done in the same fashion as the reporting module. You can
create as many filters as you like. When printing the flash report at the POS, you
are given the option of using one of the pre-defined filter conditions, or no
filtering.

Tracked Items/Tracked Groups Flash Report and Revenues Report


You can designate specific menu items or menu groups to be summarized on the
flash report and employee revenue reports. This information can be used to
track how well certain items are selling, or for employee contests. For example,
to see who sells the most appetizers, or desserts, or who sells the most of a
specific item.

To define tracked items and groups, go to RMWin->Setup->General->Contests.


The following form is displayed.

585
Graphs and Sales Statistics

Click on the “Groups” tab to modify the tracked groups and the “Items” tab to
modify the tracked items. Click the “Add” button to add a new entry. If you want
to stop tracking a group or item, you can either press the “Delete” button, or UN-
Check the “Enabled” box for the corresponding item.

Printing Revenues Report w/ Open Checks


If you wish to prohibit employees from printing the revenues report while they
have open checks (i.e., tables, tabs or delivery orders), go to RMWin->Setup-
>Stations, search and uncheck the box “Allow revenues report when employee
has open checks.”

Showing Item Deletions


The standard flash report/revenues report shows total item deletions. To show a
detailed breakdown of item deletions, go toRMWin->Setup->Stations, search and
check the option “Show deletions on revenues report/flash report”.

Employee Revenues Report


Employee Revenues reports (server reports) can be printed at any time by
selecting “MISC” from the main POS screen and choosing the “Revenues
Report” option. A selection list is displayed on screen; where each item in the list
corresponds to a single employee work shift. You can scroll through the list
using the navigation buttons (up, down, page up, page down). When the desired
work shift is highlighted, press the “PRINT” button to print the report.

Backoffice Reports at the POS


All backoffice reports are available at the POS by using the external programs
feature to launch the backoffice reports module. A special touchscreen mode is
automatically enabled that allows you to control the reporting without use of a

586
Graphs and Sales Statistics

keyboard. Although you wont be able to print (only view on the screen) most of
the backoffice reports on a receipt printer because of size and format limitations,
you will be able to print the ones that are formatted for 40 columns.

Please see the Reports Manual for more information on how to configure and
generate Backoffice Reports at the POS.

Important: When using the Report Module at a Manager Workstation it is recommended that you
never change the input mode of the module. If you choose to access the Report Module from a POS
Workstation you will need to convert the module to Touchscreen Mode unless there is a mouse
attached to the POS Workstations.

Graphs and Sales Statistics


RESTAURANT MANAGER allows you to view or print charts and graphs on a
variety of sales statistics for any date range you wish. Simply click on the
“Charts” icon (or select the "Sales Statistics" option under the "Graphs" drop
down menu) to access the Sales Graphs screen:

Graphs Æ Sales Statistics

This screen is organized as follows:

587
Graphs and Sales Statistics

Data
Click on the down arrow beside this field to indicate the data set you wish to
view. Options include:

Sales
Customers
Tables
Labor Hours
Labor Cost
Average Check
Average Spend

Period
Click on the down arrow beside this field to indicate the time period you wish to
view. Options include:
Current Month
Last Month
Current Year
Last Year
Manual

NOTE: If you select “Manual”, you must enter the year you wish to work with in the field to the
right of the “period” field.

Resolution
Click on the down arrow beside this field to indicate the resolution you wish to
see on the graph. Options include:
Day
Week
Month

Graphical Display
The data you have selected using the fields above is displayed on the body of
this screen in a variety of graphical formats. Click on one of the colored icons at
the center of the icon bar to change the format of the display. Use the colored
"3-D" icon and the two colored icons to the right of it to specify the three
dimensional aspects of the graph. The other black and white icons on the icon
bar are described below.

Black & White Icons

588
Graphs and Sales Statistics

Use the diskette icons to save or recover the data from disk
Use the printer icon to print the chart on screen
Use the paper icon to toggle between landscape and letter orientation on the
printed page.
Use the horizontal & vertical cross bar icons to add grid lines to the chart
Use the "a-b" letters icon to add titles and text to the chart.
Use the A icon to adjust the font of the text
Use the hammer icon to access or display different tools, including a Data Editor
to adjust by hand the data you wish to display
Use the magnifying glass icon to adjust the colors, proportions & etc. of the
screen display

Print
Click on the [PRINT] button at the base of the screen to print the graph that
appears on screen.

589
Real Time Monitoring

Session Monitor

From the Session Monitor screen, RESTAURANT MANAGER can show a wide
variety of real time data on a current POS session. The data is displayed in
numerical format at the top of the screen and in graphical format at the base of
the screen.

Activities | Session Monitor


Real Time Monitoring

The Session Monitor allows you to track important variables such us %labor cost
and Average spend in real time.

This screen is organized in four sections:

Totals
This section displays totals for both settled checks and open orders.

Averages and Ratios


This section displays key sales statistics that our system calculates
automatically.

Automatic Updates
Mark the Enable checkbox in this section to automatically update this screen with
the most current data from the POS Module. Then use the Update Rate field to
enter how frequently the automatic updates should be calculated.

You may also click on the update button in this section to instantly update the
data displayed, regardless of the automatic update rate entered in the field
described above.

592
Real Time Monitoring

Hourly Analysis
Use the two graphs in this section to view a graphical analysis of a variety of
sales data. Simply click on the down arrow in the field on the upper left of each
graph to select one of the following options:

Sales ($)
Customers
Labor Hours
Labor Cost ($)
% Labor Cost
Average Spend/Customer ($)

Alerts

593
Point of Sale Operations

Overview of a Sales Cycle


No matter which POS mode(s) you are using, you must go through the following
cycle to process sales:

Power up the system


There is a customized procedure for powering up each individual system. When
your system is installed you will be given specific instruction on how to turn your
equipment on and off each day.

Open a Session
A “Sales Session” is a defined period of time during which your business is open
and operating. In most establishments, the sales session is opened each day
when the business opens and closed when the business closes at night.
However, if you shut down your business periodically during the day (for
instance, between lunch and dinner) then you may wish to open one sales
session for lunch and another one for dinner. Alternatively, if your business is
open 24 hours a day then

. If your system is configured with Cashier Banking, you will be prompted to


Initialize the Cash Tray(s) each time you open a session.

NOTE: Because a single sales session may include many cashier shifts, you can close cash trays and
open new ones as many times as you wish during a single sales session.
Point of Sale Operations

From the Backoffice Module, you can issue many reports on the transactions
conducted during specific sales sessions (p. 583). Some of these reports allow
you to further break a Sales Session down into Meal Periods (p. Error!
Bookmark not defined.).

Log Employees
Employee clock-in is the one POS operation that may be executed regardless of
whether Employees must clock-in at a POS Status Screen before they can
process orders. To ensure accurate timekeeping, employees can log on and off
at any time (regardless of whether or not a Sales Session has been opened.) If
you have created Employee Work Schedules, however, a manager’s password is
required when an employee attempts to log on (or off) when his or her name is
not on the schedule (p. 491).

If your system is configured with Enhanced Password Control, employees must


swipe an Employee ID card to log onto the system (p. Error! Bookmark not
defined.

Record Sales
Each sales transaction follows a cycle of its own:
OPEN an order
ADD the menu items requested by the customer(s)
SEND the order to printers in the Food Preparation Areas
ADD any additional items and send them to the kitchen printers, as well
APPLY appropriate discounts, coupons, gratuities, etc.
PRINT the guest check
ADJUST or SPLIT the check when necessary
SETTLE the check…and process credit card authorizations, if appropriate

NOTE: When you are working in Delivery Mode, some of the steps in the sales cycle may occur in
a different order. And the cycle will also include the all important ASSIGN feature which allows
you to assign one of more orders to a driver for home delivery (p. 686). When you are working in
Quick Service Mode (p. 695) you will usually use only the ADD and the SETTLE functions.

Log Employees Off


Employees can log off the system at any time. You can configure your system to
print time slips and revenue reports, etc. whenever an employee logs off the
system (p. 498). If your system is configured with Server Banking (p. 432) you
MUST print a revenue report when wait staff or delivery drivers log off.

Close a Session

596
Point of Sale Operations

Before you can close a Sales Session, all employees must log off the system and
all Cash Trays must be closed. If your system is configured to track Bank
Deposit amounts, the system prompts for these amounts before the session is
closed (p. Error! Bookmark not defined.). If your system is configured with on-
line credit card authorization (p. 195) or inventory control (described in a
separate manual) a batch operation may also be processed automatically as the
session is closed.

Power down the System


After closing a session, you MUST press the [EXIT] button at the base of the
Status Screen to exit the POS Module. Depending on the POS Security
configuration (p. 457), you may be prompted for a password when exiting the
system. You must never turn your system off before exiting the POS
Module.

Key POS Screens


The RESTAURANT MANAGER POS system is built around Status Screens for
each POS mode plus an Order Entry Screen and a Settlement Screen, as
described below. Behind each of these screens is a different Miscellaneous
Functions Screen which displays secondary functions associated with the main
screen.

The POS Status Screens


New orders are opened and pending orders are tracked at a glance from the
POS Status Screens. You can also open and close sales sessions, log
employees on and off, change cash trays and execute other non-sale
transactions from the Status Screens. There is a different POS Status Screen
for each POS Mode, except the Fast Transaction (or “Quick Service”) Mode
which has no Status Screen but, rather, is operated directly from the Order Entry
Screen.

The Order Entry Screen


The Order Entry Screen appears every time an order is “opened” from a POS
Status Screen. Alternatively, in Quick Service Mode, the Order Entry Screen is
the default display. All operations relating to an individual order are initiated from
the Order Entry Screen. The Order Entry Screen is nearly identical in all POS
Modes, though there is some variation in the function buttons at the base of the
screen and on the Miscellaneous Functions screen.

You can press the [GROUPS] button to display touchbuttons for items from
absolutely any Menu or Menu Group. Other buttons at the base of the Order
Entry Screen allow you to delete items from an order, send orders to the kitchen,
print and settle checks, etc. You can also press the [MISC] button to access

597
Point of Sale Operations

secondary Order Entry functions and associated screens, like the Pizza Order
Entry Screen (p. 717), the Split Check Screen (p. Error! Bookmark not
defined.), and the Frequent Diner Screen (p. 714).

The Settlement Screen


When a customer is ready to pay his bill, you must access the Settlement Screen
(p. 229) by pressing the [SETTLE] button at the base of the Order Entry Screen.
If you are using on-line credit card authorization, you must also initiate the
authorization from the Settlement Screen.

The Miscellaneous Functions Screens


At the base of each of the main POS screens described above is a button
labeled [MISC] that gives access to a Miscellaneous Functions Screen displaying
secondary function buttons and associated screens. The function buttons on
these various Miscellaneous Functions screens vary slightly in each POS Mode
as described on the pages indicated below:

Miscellaneous Status Screen Functions (p. Error! Bookmark not defined.)


Miscellaneous Order Entry Functions (p. Error! Bookmark not defined.)
Miscellaneous Settlement Functions (p. Error! Bookmark not defined.)

POS Status Screens


When you turn your system on, a POS Status Screen will appear on all station
monitors, except at those stations defaulting to Quick Service Mode. You can
configure your system to default to different POS Status Screens at different
POS stations (p. 129). If you have activated Enhanced Password Control, the
POS Status Screens have both an Idle Mode and an Active Mode (p. Error!
Bookmark not defined.). If you have not activated Enhanced Password
Control, the Status Screens always appears in Active Mode as shown in the
sample Status Screen below:

598
Point of Sale Operations

Comment [AEM5]: MAINPOS.WMF

The sample above is the Table Service Status Screen. . The features common
to all the Status Screens are described below, including how the various function
buttons work. The Table buttons and Table Group buttons on the Table Service
Status Screen are described on page 642. The Bar Tabs Status Screen appears
on page 654. And the Delivery Status Screen appears on page 668.

STATUS BARS
The grey bar at the top of the Status Screen displays the active POS Mode as
well as the current date and time. To switch to another POS Mode, press the
appropriate button at the base of the screen. Use standard Windows procedures
to change the date and time at each station.

The grey bar at the base of the Status Screen displays the following information:

Station (STN) #
The station number in the lower left hand corner identifies that station you are
working at. The station number is permanently assigned when the system is first
configured (p. Error! Bookmark not defined.).

599
Point of Sale Operations

Cash Tray #
The Cash Tray number in the center identifies the number of the cash tray
attached to a particular POS station. If your system is configured for Cashier
Banking, you will be prompted to initialize the cash tray each time a session is
opened. To change cash trays or view information on the active cash tray, press
the [MISC] button and select the [Cash Tray] option (p. 724). If your system is
configured with Server Banking the system displays “Cash Tray 0”

Price Level (PRC LVL)


The number at the lower right identifies which of up to six different price levels is
currently in use. Price levels are created when you define multiple prices for
each item on the menu (p. Error! Bookmark not defined.). If you have
scheduled automatic price level changes, this display will change accordingly.
You can also temporarily change price levels from this Status Screen as
described on page 702.

Function Buttons
All Status Screens have a number of common function buttons that appear
across the base of the screen, as listed below.

NOTE: If a button labeled [BEGIN] appears at the base of the Status Screen, the screen is in Idle
Mode and configured with Enhanced Password Control (p. Error! Bookmark not defined.). The
buttons below appear only when a password is entered to put the screen in Active Mode.

TABLES – This button is greyed out when you are in the Table Service Status
Screen. From the other status screens you can press this button to return to the
Table Service Status Screen.

TABS – Touch this button to access the Bar Tabs Status Screen (p. 654).

DELIVERY – Touch this button to access the Delivery Service Status Screen (p.
668).

FAST – Touch this button to change the default display to the Order Entry
Screen (p. 605). When you touch this [FAST] button, you can record and settle
multiple orders quickly without ever exiting the Order Entry Screen.

EMPL -- Touch this button to log an employee in or out. (See page 721 for
instruction on logging employees on and off the system. See page 490 for an
overview of Employee Timekeeping.

MISC -- Touch this button to access the Miscellaneous Functions screen (p.XX)
from which you can execute any secondary non-sale function like opening the
cash drawer, transferring an order from one waiter to another, etc. You can use

600
Point of Sale Operations

the [MACRO] button on the Miscellaneous Functions screen to create “Fast


Button Macros” that will appear along with the standard buttons at the base of the
Status Screen.

QUIT -- Touch this button to exit the POS Module.

<User Defined Fast Buttons> -- You can add customized Fast Button Macros to
the base of the Settlement Screen as described on page 448. In the sample
Status Screen above, the button labeled [Open Cash Drawer] is a user defined
Fast Button.

Secondary Function Buttons on the POS Status Screens

If you press the [MISC] button at the base of any POS Status Screen, a selection
of secondary function buttons appears.
Comment [AEM6]: groupsel.wmf
(Select group)

The sample screen above is the Miscellaneous Functions screen that appears
behind the Table Service Status Screen. When you are in Delivery Mode or Bar
Tabs Mode some additional buttons appear on the Miscellaneous Functions
screen. The listing below includes a description of these additional buttons:

Account Look-up – Press this button to look-up Guest Account Number for a
particular client as described on page 709.

601
Point of Sale Operations

Assign Badge – Press this button if you want to assign a badge to an employee.
When you do, Restaurant Manager will ask you to choose an employee. Then it
will ask you to swipe the badge. If the password encoded on the badge does not
conflict with another employee, it will assign that password to the chosen
employee. You can repeat this process to assign multiple badges at once; press
<Cancel> when finished.

Auto Cash Settle – Press this button when you are in Delivery Mode to settle to
“CASH” all open orders assigned to a particular Delivery Driver (p. 692)

Button Info – Press this button when you are in Delivery Mode to select the type
of information you would like to see displayed on the order buttons that appear
on the Delivery Status Screen (p. 694).

Cash Tray Options – Press this button to initialize a new cash tray (p. 724),
close out a cash tray (p.724), open the cash drawer (p. 725), or to view
information on the various cash trays initialized during the current sales session
(p. 725).

CC Options – Press this button to re-print the receipt for a credit card transaction
before the settlement has been finalized (p. XX). You can also use this button to
disable/enable the Credit Card Authorization interface (p. 706). (If you are
having communication problems, you may wish to temporarily disable this
interface. You can only enable the authorization interface if it has already been
configured as part of your system.)

Color Legend -- Press this button to determine the meaning of the different
colored table or order buttons that appear on the main body of the Table Service
and Delivery Status Screens (p. 692). (In the Bar Tabs Status Screen open
order buttons are initially grey and then turn red when the check has been
printed. Because these colors cannot be changed from the Backoffice Module,
there is no Color Legend button on the Bar Tabs Status Screen.)

Declare Tip - To modify declared tips, choose MISC from the main POS screen,
then “Declare Tips.” ASI will ask you to choose an employee. It will then display
their logins for the current pay period. If you are not using pay periods, it will
display the logins for the past 2 days. Touch the login of interest and enter a new
tip declaration amount. When “Enhanced Password” control is enabled, only the
logins for the “active” employee are displayed (i.e., the employee who swiped
into the system).

Dining Area -- Press this button when you are in Table Service Mode to change
the table buttons display from one Dining Area to another. (See page 645 for a
definition of Dining Areas)

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Point of Sale Operations

DOS Command – Press this button to type a DOS command or Windows


executable that RESTAURANT MANAGER will execute at the active DOS
prompt (p. 716)

Drivers – Press this button when you are in Delivery Mode to authorize one or
more employees to be Delivery Drivers (p. 672

E-mail -- Press this button to retrieve e-mail messages for a particular employee
(p. XX)

Enable Settle – Press this button to enable or disable the settlement function at
a particular POS Station (p. 710). When settlement is disabled, the [SETTLE]
button is greyed out and you cannot access the Settlement Screen from that
particular POS station.

Flash Report – Press this button to issue a summary report of all sales activity
during the current Sales Session (p. XX)

Macro -- Press this button to create a new “Fast Button” Macro that will appear at
the base of the active POS Status Screen. You can also use the [MACRO]
button to enable or disable a previously defined macro button (p. 448).

Money Drop – Press this button to record a payment into the cash drawer by a
delivery driver or by a waiter (when your system is set up for server banking).

Paid In/Paid Out – Press this button to open the cash drawer and make a note
about any non-sale transaction where money is deposited into or removed from
the cash drawer (p. 714)

Price Level – Press this button the change the prices that are charged for the
various items on your menu from one price level to another (p. 702)

Print All – Press this button when you are in Table Service Mode or Delivery
Mode to print a check for all outstanding orders assigned to a particular waiter or
delivery driver (p. XX).

Printer Redirect – Press this button to redirect a prep printer. When you press
the button, the list of prep printers will appear. Select the prep printer you wish to
redirect followed by the prep printer you wish to redirect to.

Re-load Sys Config -- Press this button after making adjustments to the system
configuration from the Backoffice Module to ensure that the changes are applied
to all subsequent transactions.

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Point of Sale Operations

Re-Print – Press this button to reprint a check from a POS station after it’s been
settled. A selection list is displayed on screen. Use the scroll buttons to highlight
the desired order and press the “print” button to re-print the check. This option
uses the existing “reprint” security level.

Revise Settlement – Press this button to change the payment type recorded on
a particular settlement or to change the tip amount (p. 710).

After revising settlement, ASI will print a receipt showing the original settlement
information (before revising settlement) and the new settlement information (after
revising). See section for Recalling a Closed check for more about Revise
Settlement.

Session Open/Close -- Press this button to open a new Sales Session (p. 721)
or to close the active Sales Session (p. 722).

Settle All – Press this button when you are in Table Service Mode to settle all
the open orders for a particular waiter to “CASH”. (p. XX)

Show Resources – Press this button when you are trouble shooting a particular
POS Station to view the available System Resources, GDI resources, User
Resources and Free Memory at that station (p XX).

Tabs Displayed – Press the button when you are in Bar Tabs Mode to filter the
pending order buttons that appear on the Bar Tabs Status Screen (p. 658).

Time Sheet – Press this button to print a time slip for an individual employee (p.
495).

NOTE: You can also configure your system to print a time sheet automatically each time an
employee logs off (p. XX).

Transfer Items – Press this button when you are in Table Service Mode to
transfer an order from one table to another (p. 705). You can also transfer a bar
tab to a table but you must initiate the transfer from the Order Entry Screen, not
from a Status Screen (p. 659).

Transfer Tabs – Press this button when you are in Bar Tabs Mode to transfer
one employee’s open orders to another employee (p. 659).

Transfer Tables – Press this button when you are in Table Service Mode to
transfer all the tables from one waiter to another (p. Error! Bookmark not
defined.)

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Point of Sale Operations

View Employees – Press this button to see a listing of all active employees on
your payroll that highlights all those currently logged on to the system.

View Tables -- Press this button when you are in Table Service Mode to see a
listing (p. XX) of all open tables in the restaurant, the waiter serving the table and
the customer name (if the order is linked to the frequent diner database).

The Order Entry Screen


When you open a new order from any POS Status Screen, RESTAURANT
MANAGER calls up the main Order Entry Screen, which displays a touch button
for every item on your menu, except pizzas with variable toppings. (The Pizza
Order Entry Screen appears on page 717.)

Comment [AEM7]:
ORDERENT.WMF

The Order Entry Screen is organized as follows:

Status Bars
The active POS Mode is displayed in a status bar at the top of the Order Entry
screen along with the date and time.

The status bar at the base of the Order Entry Screen shows the order number or
table number, the number of the employee taking the order, the number of

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Point of Sale Operations

customers being served and whether the order is subject to sales tax. This
information can all be edited. You can transfer the order to another employee (p.
Error! Bookmark not defined.), change the customer count (p. 697) or change
the tax rate (p. 706) by pressing the [MISC] button at the base of the Order Entry
Screen. To transfer the items to another table or to another order (p. 705), you
must exit the Order Entry Screen and press the [MISC] button at the base of the
Status Screen.

If a percentage discount has been applied to the order (p. 703), the applicable
rate will also be displayed in the status bar at the base of the screen. If the order
has been tagged with a special reference (p. 657), this text will also be displayed,
as well.

Aside from “Delete”, the following order entry functions available in V12 now
supports the tagged view approach:

2 for 1 Discount
Clear 2 for 1
Discount Items
Edit Modifiers
Item Hold: [on]
Item Hold: [off]
Reorder
Split Item
Un-Split Item
Price Adjustment

On Discount Items, the ‘Clear Discount’ option on the discount type selection no
longer appears but can be done by setting the discount rate to 0%.

Tagged approach is also observed in item reorder, simply tag the item(s) and
click Misc->Reorder. However, if the option “Reorder Drinks Only” is checked, an
item selection pop-up dialog will be displayed for the user to select the drinks and
beverages on the check for reordering; non-drink items cannot be reordered
even though they are tagged.
Running Sub-Total
The running sub-total below the view check area is touch enabled on v14 and
later. Touching it brings up a display window showing the items, prices, taxes,
discounts and check total.
Changing Seat Numbers and Item Quantity
This button area of the Order Entry screen provides the user a quick way of
manipulating item seat number and quantity. With the Seat +/- and Qty +/-
buttons enabled, the Order Entry screen would look like the following:

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Point of Sale Operations

Seat +/- Buttons


On v14 you can change the seat designation for one or more items by first
tagging the item(s) on screen, and pressing the [Seat +] or [Seat –] buttons
above the view check area. ASI does allow changing seat numbers for items
that have already been “sent” to remote prep printers; however, to have the
correct seat numbers printed on the prep ticket, you must resend the order.

To display the Seat +/- buttons, the RMWIN->SetUp->Stations->POS Config-


>General->Order Entry->Advanced Seat Management option should be checked.

Qty +/- Buttons


To quickly change the quantity of one or more items, tag the item(s) of interest,
then press the Qty + button to increase the quantity or Qty - to decrease the
quantity.

There are restrictions to this feature. For example, you cannot adjust the
quantity for split items, or discounted items. You also cannot make quantity

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Point of Sale Operations

adjustments for pizzas or items that have already been sent to remote
preparation areas or sold out items.

If the Qty +/- button is clicked with no item currently tagged, will display change
the global quantity count for ordering the next item. If Qty + is clicked, it would be
like clicking on Misc->Qty->1 is selected. If Qty – is clicked, like Misc->Qty->-1.
Further clicking of Qty + and Qty – would cause the global quantity to be
increased or decreased, respectively.

To display the Qty +/- buttons, the RMWIN->SetUp->Stations->POS Config-


>General->Order Entry Screen Options->Enable Qty + / - Buttons option should
be checked.

Menu Item Touch Buttons


A touch button for each menu item in the active menu group appears on the body
of the Order Entry Screen. (The name of the active menu group is displayed just
above these buttons.) Simply touch one of these menu item buttons to add the
item to the order. To change the active menu group, press the [GROUPS] button
at the base of the screen (p. 628). You can also press the [GROUPS] button to
change the active menu (p. 628).

From the Backoffice Module, you can configure each POS station to default to
the items in any menu group on any of the four main menus, or to the basic
Menu Groups Screen (p.XX) (p. Error! Bookmark not defined.).

Order Detail
When an order is first opened, the area on the left of the Order Entry Screen is
blank. As you touch appropriate menu item buttons, these items appear in the
Order Detail Area.

Qty
The number in the Quantity column always defaults to “1” unless you change the
quantity (p. 635) before pressing the menu item button.

Items
All items ordered, including modifiers and side dishes appear in the Items
column. However, zero priced modifiers DO NOT print on the guest check or
sales receipt unless you specifically configure your system to do so (p. XX).

Sent

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Point of Sale Operations

The “Sent” column defaults to “NO” until you press the [SEND] button at the base
of the screen. (If you have configured your system to automatically send all
items when you exit the Order Entry Screen (p. XX), you need not press the
[SEND] button. )

Price
The price from the active price schedule will be entered in the Price Column.
However, you can control and edit the applicable price in a variety of ways:

You can press the [MISC] button to adjust the price of one or more of the items
that have already been added to the Order Detail (p. 701) or
You can apply the price from an alternative Price Level to a single item by
pressing the [MISC] button on the Order Entry Screen BEFORE adding an item
to the order (p. 702)

Seat
The “Seat” column displays zeros unless you have activated the Seat
Management feature (p. Error! Bookmark not defined.) or split the check (p.
Error! Bookmark not defined.).

Total Price
The total amount of the order appears under the Order Detail Area. This total
includes all applicable taxes, discounts, and gratuities. If you wish to view these
amounts separately, press the [MISC] button at the base of the Order Entry
Screen and select the [VIEW] option (p. 704).

Function Buttons
The following function buttons appear at the base of the Order Entry Screen:

GROUPS -- Touch this button to change the menu items that are displayed on
screen (p. 628). Touching this button allows you to display items in a different
Menu Group on the active menu. It also allows you to change the active menu if
you have configured your system with multiple menus or modifier menus as
described on page Error! Bookmark not defined..

DELETE -- Touch this button to delete one or more item from the Order Detail
area. You can configure your system from the POS Security Setup Form on
page 457 to prompt for a password if the item is deleted after being sent to the
food preparation areas or after the check is printed.

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Point of Sale Operations

NOTE: Although Pizzas do appear in the Order Detail area along with all other menu items, you
cannot use the [DELETE] button to delete a pizza. Rather, you must return to the Pizza Order Entry
Screen as detailed on page 717.

SEND -- Touch this button to send menu items to printers in the food preparation
areas. If your system is configured to automatically send all new items to remote
printers (p. Error! Bookmark not defined.), you will not need to use this button
and it will be greyed out. See page Error! Bookmark not defined. for more
information on ways in which you can customize the Send feature, especially if
you are using the Delivery Module.

PRINT -- Touch this button to print a guest check for the order that appears
onscreen. There are many special print check features that can be activated as
described on page Error! Bookmark not defined.. You can customize the
format of the guest check as detailed on page 405.

NOTE: When you are in “Fast Transaction” mode, sales receipts print automatically when the order
is settled and the [PRINT] button is greyed out.

MISC -- Touch this button to access the Miscellaneous Functions screen (p. XX)
for the active POS Mode. From the Miscellaneous Functions screen you execute
secondary POS functions like splitting a check, adding a suggested gratuity. All
Order Entry Macros are created from the Miscellaneous Function screen, too (p.
XX)

SETTLE -- Touch this button to access the Settlement Screen (p. 229), record
the method of payment and calculate change and tip, or to authorize an online
credit card transaction (p. 706).

CASH-- Touch this button to quickly record a cash settlement in exact change
without stopping at the Settlement Screen to select a payment type or calculate
the change due.

SEAT -- This button appears only in Table Service mode and remains greyed out
until you split a check or activate the Advanced Seat Management feature (p.
Error! Bookmark not defined.). Touch this button to assign seat numbers to
items on an order that has been split into multiple checks (p. 695).

CUSTOMER -- This button allows you to access records in the customer


database and link them to the active order. In the Delivery Service Mode it
appears at the base of the Order Entry screen. In the other POS Modes this
button is on the Miscellaneous Functions screen. Touch this button to link the
order onscreen to a record in the customer database.

QUIT – Touch this button to quit the Order Entry Screen and return to a POS
Status Screen.

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Point of Sale Operations

<User Defined Fast Buttons> -- You can add customized Fast Button Macros to
the base of the Settlement Screen as described on page 448. There are eight
Fast Buttons in the sample Order Entry Screen above.

Secondary Function Buttons on the Order Entry Screen

If you press the [MISC] button at the base of any POS Status Screen, a selection
of secondary function buttons appears.

Comment [AEM8]: groupsel.wmf


(Select group)
The sample screen above is the Miscellaneous Functions screen that appears
behind the Order Entry Screen when you are in Table Service Mode. When you
are in Delivery Mode or Bar Tabs Mode some additional buttons appear on this
Miscellaneous Functions screen. The listing below includes a description of
these additional buttons:

2 for 1 Discount
Press this button to select two items from the Order Detail Area and zero out the
price on one of them (p. 703).

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Point of Sale Operations

Clear 2 for 1
In case you incorrectly apply a 2 for 1 discount on one or more items, RM
provides the option of clearing all 2 for 1 discounts on a given check. From the
order entry screen, press “Misc” followed by “Clear 2 for 1.”

Customer Count
Press this button to change the customer count on the active order (p. 697). The
customer count on Delivery and Bar Tabs orders always defaults to ‘1’. If you
wish to split a bar tab into two checks you must first change the customer count.

Here, you can choose between two ways: (1) by using a numeric keypad as
shown below,

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Point of Sale Operations

or (2) by choosing the customer count from a selection list. The selection list
requires 1 less keystroke because you do not need to press the “Enter” key. The
customer count selection window is shown below:

See Enter Numeric Customer Count to configure the system for this mode.
Unchecking this option will enable the selection list. To enter a customer count
of 0, or a number greater than 9, press the “Other” key. A numeric keypad is
displayed allowing entry of any desired value.

Delete Last Item


Press this button if you want to delete the last item ordered. However, in this
version, the last item ordered is automatically tagged, hence, hitting “Delete”
button from the main Order Entry screen deletes the last item ordered. This
option conforms to the security settings for deleting items (i.e., delete after print,
delete after send). If a security level is set, the appropriate password is required
to proceed.

In a quick service environment using a real time Kitchen Display System (KDS),
an item is “sent” to the KDS the moment the next item is ordered. Once an item

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Point of Sale Operations

is “sent” to the KDS, the security level required to delete the item is the same as
“Delete after Send.” Therefore, if configured with the proper security levels,
“Delete last item” can be used to delete the very last item without a password,
but if an attempt is made to delete the second to last item, or any other item, then
the security level to “Delete after send” is required.

Discount Check
Press this button to apply a percentage discount to the whole check.

Discount Item
Press this button to apply a percentage discount to a specific item(s) tagged on
the view check. (see Discounting Items)

Drivers
Press this button when you are in Delivery Mode to authorize one or more
employees to work as delivery drivers.

Edit Menu item


Press this button if you want to modify a menu item directly from POS. Be sure
to display the group containing the item you wish to modify from the order entry
screen before going to Misc and pressing this button. Choose the item you wish
to change, and the POS program will lead you through a series of prompts to
change the basic characteristics of the item.
Note: You can only change the basic information for the item such as the
description, price, button color, remote printer. If you need to change any of the
advanced settings, you must do it from the Back Office.

Edit Modifiers
Press this button to edit the modifiers of the tagged item. RM will then display
the item and its modifiers on screen. Please note, however, that this is not
allowed for items that are already sent.

Tip: There are a number of ways to change modifiers during order entry. If an item has several pop-
up modifiers, and you make an incorrect selection before the final modifier, RM displays a backup
button to allow you to back up and change your selection. Once the final modifier has been selected
however, you can either delete the item and start over, or select “Edit Modifiers.” For simple items,
it may be faster to delete the item and start over, but for more complex items with several modifiers,
it may be faster to “Edit Modifiers.”

To change or delete a modifier, simply press the corresponding modifier button.


If the modifier was originally chosen from a pop-up list, the same pop up list is
displayed on screen allowing you to choose a different modifier. In addition, a
delete button allows deleting the modifier altogether. If the modifier was selected
from a menu group (un-forced modifier), then all items from the same group are
displayed on screen allowing you to choose a different one. You can change
modifier selections as many times as you like.

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Point of Sale Operations

When you are finished, press OK to finalize your choices, or press Cancel to
restore the modifiers to their original state. If you press the OK button, the item is
moved to the bottom of the guest check. By doing so, you can add additional un-
forced modifiers to the item.

Employee Transfer
Press this button to transfer the order onscreen to another employee who is
logged onto the system (p. Error! Bookmark not defined.).

Frequent Diner
Press this button to link the order on screen to the customer database and credit
a particular client with the purchase (p. 714).

Guest Account – Press this button to look-up Guest Account Number for a
particular client as described on page 709.

Info – Press this button when you are in Delivery Mode to view details about the
order on screen, including the amount of time it has taken to complete each
stage of the order, the customer to whom it is being delivered, etc. (p. 690).

Item Hold [off] / [on] / [toggle]


By “Holding” items, you can selectively choose which items you wish to send to
preparation printers. Items that are on “Hold” can be “un-held” and sent to
preparation printers at a later time. (p. 272)

Item Lookup
Press this button if you are having difficulty locating a menu item from POS, you
can do an alpha search to find the item. You will be presented with two choices
for the search – a “quick search” and a “detailed search.”

Use the “quick search” to find all items that BEGIN with the letters you enter. For
example, if you do a quick search on the word “SHRIMP”, it will find “Shrimp
Cocktail” and “Shrimp Fried Rice”, but it will not find “Stuffed Shrimp” or “Baked
Shrimp” because these items do not begin with the word “shrimp.”

Use the “detailed search” to find all items that have your search string embedded
anywhere in their description. Obviously, the “detailed search” takes somewhat
longer than the “quick search” so you should use the “quick search” option if
possible. Both search options will display the first 100 matches found.

If you see the desired item in the search window, you can press the item to order
it.

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Point of Sale Operations

Macro –
Press this button to create a new “Fast Button” Macro that will appear at the base
of the Order Entry Screen. You can also use the [MACRO] button to enable or
disable a previously defined macro button (p. 448).

NOTE: The macros you create in Table Service Mode will also be enabled when you are in Bar
Tabs Mode and vice versa. However, the macros you create in Delivery Mode appear ONLY when
you are in Delivery Mode.

Nav Buttons
Press this button to…

Pizza
Press this button to access the Pizza Order Entry Screen (p. 717). If you plan to
use the Pizza Order Entry Screen it is highly recommend you create a Fast
Button Macro to access this screen quickly.

Plu Order
Press this button if…

Price Adjust
Press this button to adjust the price of one or more of the menu items that appear
in the Order Detail Area of the screen (p. 701). NOTE: You cannot use this
button to adjust the price of Pizzas. To reduce the price of a pizza you must add
a fixed price discount to the order (p. 704).

Price Level Shift


Press this button to shift temporarily to a secondary price level. The price from
this alternative price level will be applied to the next menu item you add to the
order. Then the price level will shift back. If you wish to shift to an alternative
price level for more than one menu item, you must return to the POS Status
Screen as described on page 702.

Print W/ Seat Subtotals


Press this button to print a guest check with seat subtotals. In addition, “Print
with Seat Subtotals” will show the auto gratuity amount for each seat.

Note: when printing seat subtotals, the gratuity, discount, and taxes may have
rounding errors when compared to the grand totals at the bottom of the check

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Point of Sale Operations

(e.g., if you add up the gratuity for each seat, it may differ from the total gratuity
by a few pennies).

Quantity
Press this button BEFORE touching a particular menu item so that you can order
that item in a quantity greater than one (p. 635).

Re-Order
Press this button to re-order any of the items that appear in the Order Detail Area
of the screen (p. XX)

Re-send
Press this button if…

Re-AssignSeat(s)
Press this button when you are in Table Service or Bar Tabs Mode if you wish to
link particular menu items to particular customers or seats (p. 647). The
customer count MUST be greater than one before you can re-assign seats. This
feature works in exactly the same way the [SPLIT CHECK] feature works (p.
Error! Bookmark not defined.). If you create seat assignments, the split check
feature will automatically create separate checks for each seat.

Recipe Look-up
Press this button to look-up any of the recipes you have defined from the
Backoffice Module (p. 704). The feature is most useful for looking up drink
recipes at the Bar Station.

Note: On v14, you can print recipes to the local receipt printer. After pressing Recipe Look-up,
press an item or use “Search” for an item not seen to view a recipe on screen. Press the “Print”
button to send it to the receipt printer.

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Point of Sale Operations

Reference
Press when you are in Table Service or Bar Tabs Mode to tag an order with text
that identifies the order (p. XX). When you are in Bar Tabs Mode the reference
appears on the order button and your system is usually configured to prompt you
for a reference each time you open a new order. You can use this button to
change the text that appears on an order button. When you are in Table Service
Mode order reference is only visible from the View Tables Screen (p. XX)

Revenue Center
Press this button to change the Revenue Center to which the order is assigned
(p. 697). Every time an order is opened, it is assigned to a default Revenue
Center based on the POS Status Screen from which the order was opened (p.
XX). You must use the [REVENUE CENTER] button to change this default
Revenue Center for the Active order.

Send to tabs
Press this button if you want to transfer tables and/or fast transactions to Tabs.
Remember that to use this feature, you must purchase the optional “Tabs” POS
module.

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Point of Sale Operations

There are several reasons why this feature comes in handy. In a fast bar
environment when the majority of transactions are “Fast” transactions,
occasionally a customer might want to run a tab after you’ve already entered his
order. Rather than void the transaction and ring in the items again, you can send
the transaction to the Tabs module.

Another example is in a busy table service environment, where a waiter might


want to seat customers at a table before the cashier has settled the transaction.
To quickly clear the table without actually settling it, the waiter can send it to the
Tabs module.

A final example is in a cashier banking environment that has a lot of split checks.
When a cashier is finalizing one seat of a split check, other cashiers are not
allowed access to the other seats on the table. If the table is sent to tabs, each
seat becomes a separate tab and cashiers can access them simultaneously.

On fast transactions RM will ask you to enter a tab reference to apply to the new
tab. On tables, RM automatically uses the table number/seat number as the tab
reference.

Settle All – Press this button when you are in Table Service Mode to settle to
“CASH” all the open orders for a given waiter (p. XX) (not on list)

Special Instr.
Press this button to send special preparation instructions to the kitchen for any
menu item you have already added to the Order Detail Area (p. 697)

Split Check
Press this button when you are in Table Service Mode to split an order into
multiple checks (p. Error! Bookmark not defined.). If you wish to split an order
from the Bar Tabs Status Screen into multiple checks, you must first transfer the
order to a table.

This button can also be like “Split Tabs” when you are in Tabs mode. “Split
Tabs” feature requires the optional Table Service POS. The procedure for
splitting a tab is identical to a table; the only difference, being, after completing
the operation, Restaurant Manager creates individual tabs for each seat.

The customer count is split between the individual seats. For example, if a tab
with 4 customers is split into 2, each new tab will have 2 customers. If the
customer count is not evenly divisible by the number of seats RM does the best it
can while maintaining the correct total customer count. For example if a tab with

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Point of Sale Operations

3 customers is split into 2, RM will put 2 customers on the 1st tab and 1 customer
on the second.

Once a tab is split, it cannot be combined again. However, the items can be put
back together by transferring the tabs to the same table.

Split Item
Press this button if you want to break up an item into fractions for billing
purposes. For example, if 2 customers sitting at a table wish to split the cost of
an expensive bottle of wine you can split the wine in two and assign one half to
each customer. (see Splitting/Unsplitting an Item in POS)
Suggested Gratuity – Press this button if you wish to add a suggested gratuity
to an order (p. 705). If you print or re-print the check after adding a suggested
gratuity amount this amount will print on the check. The suggested gratuity
amount also appears on the Settlement Screen. If your system is configured with
Automatic Gratuities you may press this button to cancel the suggested gratuity.
(not on list)

Tax Table
Press this button if you wish to apply alternative tax rates to the order onscreen
(p. 706)

Taxable
Press this button if you wish to exempt the active order from any sales tax.

Timed Send
Press this button to set a delay in sending tagged items to prep printers. See
Delay Sending of Items to Prep Printers. Also see Canceling Timed Send.

Transfer Items
On v14 on Table and Tab modes, the user can transfer items from one table to
another table or from one tab to another open tab. If all items from the source
table or tab are to be transferred, the table or tab would be closed and the
associated sales record will be voided.

Depending on the security setting of the function, the user may be required for an
adequate password.

620
Point of Sale Operations

Table To Table
In table mode, tag the items you want to be transferred and then hit on Misc-
>Transfer Items. A table selection dialog will pop-up showing the available
tables.

If the table to be transferred to is close, it will be opened following the usual


procedure and prompts. If it is already open and is a split check, the available
seats for the table will be shown on another pop-up dialog. The seat chosen will
be the recipient of the items being transferred.

If the source table is itself a split check and all the items have been tagged for
transfer, the current (split) check will be removed from the table.

Tab To Tab
In tab mode, hit the tab you want some or all of the items to be transferred from.
In order entry, tag the items you want to transfer then hit “Misc->Transfer Items”.
A selection window will pop-up showing all the valid and open tabs. When the
user selects the destination tab, the items will then be transferred to it.

Un-split Check
Press this button after you have split an order into multiple check to combine one
or more of these split checks.

Un-split Item
Press this button if…

View
Press this button to view details about the current order, including a breakdown
of the total price that details any applicable taxed, discounts and gratuities (p.
704).

The Settlement Screen


You access the Settlement Screen from the Order Entry Screen by pressing the
[SETTLE] button.

621
Point of Sale Operations

Comment [AEM9]: settle.wmf


(Settlement screen)
The Settlement Screen is organized as follows:

Methods of Payment
A button corresponding to each method of payment accepted in your
establishment is displayed at the upper right of the Settlement Screen. You can
define these payment type buttons from the Forms of Payment Setup Form in the
Backoffice Module (p. 191). To accept payment, simply press the button that
corresponds to the type of payment presented by the customer. If more than one
payment is presented for a single check, you may press multiple payment type
buttons and record the amount tendered for each (p. 710.)

Payment Detail
Once you have indicated the form(s) of payment and entered the amount(s)
tendered, a set of payment information buttons appear on the body of the screen.
The sample screen above show one cash payment of $15.00 as well as a VISA
payment of $15.00.

You can click on any one of the payment buttons to adjust the amounts indicated,
for instance to change the tip or cash back amount, etc. (If a form of payment
has been defined so as NOT to allow cash back, this button will be greyed out.)

622
Point of Sale Operations

You can also touch the [DELETE] button at the base of the screen to delete the
highlighted payment.

NOTE: Because the “Smart Settlement” feature was activated when the sample screen was
generated, the VISA payment was automatically broken down into a payment of a tip of $11.18 on
the check and a tip of $3.82. You can deactivate the Smart Settlement feature by pressing the
[MISC] button at the base of the Settlement Screen (p. XX)

Summary Information
The box at the lower right of the screen summarizes the order being settled. The
amounts in this screen are shown in the base currency accepted in your
establishement. If you accept payment in multiple currencies, you can press the
[MISC] button at the base of the screen to display the amounts in the secondary
currency (p. 709).

Cash Tray
If there are multiple cash drawers at the station where the check is being settled,
this indicates which cash tray is receiving the payment. If there is only one cash
tray, this number defaults to 1.

Order
An order number is assigned to every order automatically in sequence. This
number cannot be changed unless you transfer the items to another order (p.
705). The Order Number is not the same as the check number which is assigned
to an order only when a guest check is printed.

Sub-Total
The aggregate price of all items on the order is displayed here. To change the
amount of the sub-total, you must [CANCEL] the settlement and return to the
Order Entry Screen where you can adjust the items or prices in the Order Detail
Area. The tax rate is calculated as a percentage of this amount, as are discounts
and most gratuities.

Discount
If a percentage discount has been applied to the order, the dollar amount of the
discount is shown here. If you wish to apply new or additional percentage
discounts to the order before settling, press the [MISC] button at the base of the
Settlement Screen (p. 703).

623
Point of Sale Operations

If a fixed dollar amount discount has been applied to the order, that amount is
deducted directly from the Sub-Total above and is NOT displayed separately as
a discount amount on the Settlement Screen. To verify a fixed dollar amount
discount, or to add a new one to the order, you must [CANCEL] the settlement
and return to the Order Entry Screen (p. 704).

Tax
The types of taxes applied to each individual menu item depend on the Menu
Group Type or category that the menu item is assigned to (p. XX) The actual tax
rate is based on the Revenue Center to which a particular order is assigned (p.
XX)

You can change the Revenue Center to which the order is assigned by pressing
the [MISC] button at the base of the Settlement Screen. If you [CANCEL]
settlement and return to the Order Entry Screen, you can make the sale tax
exempt (p. 706). If you have defined a secondary tax table of alternative tax
rates you can also return to the Order Entry Screen to apply these alternative tax
rates to the sale (p. 706)

Total
The Sub-Total, Tax and Discount amounts are added together to calculate the
total that must be paid to cover the order.

Suggested Gratuity
If you have activated the Automatic Gratuity feature, a gratuity amount is shown
on the Settlement Screen for those checks that meet the minimums you defined
when activating the feature (p.XX) You can also add a suggested gratuity
amount to the order by pressing the [MISC] button at the base of either the
Settlement Screen or the Order Entry Screen (p. 705).

Total Due
The Total Due amount includes the suggested gratuity amount above. If you
defined the Automatic Gratuity function not to “Allow Undertendering”, the client
must tender the Total Due. If you have allowed undertendering, the client need
only pay the amount marked [TOTAL].

Total Base
This base payment amount changes as you record payments. When you first
access the Settlement Screen, the Total Base is zero. As you record payment(s)
the payment amount(s) are totaled here.

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Point of Sale Operations

Balance/Excess
The last line in this box indicates the balance still owed or excess payments
made by the client.

Function Buttons
The following function buttons appear at the base of the Settlement Screen:

DELETE – Touch this button to delete the payment information buttons


highlighted on the main body of the screen. If you press this button before you
have selected the payment type and entered the amount tendered, a message
appears saying “There are no payments to delete.”

MISC -- Touch this button to access the Miscellaneous Functions screen for the
active POS Mode. From the Miscellaneous Functions screen you execute
secondary Settlement functions like applying a discount, combining checks for a
single payment, etc. All Settlement Macros are created from the Miscellaneous
Function screen, too (p. XX). The buttons on the Miscellaneous Functions
screen are presented below.

SUBMIT CC – Touch this button to submit a credit card for authorization. This
button is greyed out unless your system is configured with the online credit card
authorization interface (p. XX)

FINALIZE – Touch this button when all payment information onscreen is correct
and you wish to finalize the settlement and exit the Settlement Screen.

CANCEL -- Touch this button to cancel settlement or to make an adjustment to


the order before finalizing the settlement.

<User Defined Fast Buttons> --


You can add customized Fast Button Macros to the base of the Settlement
Screen as described on page 448. In the sample Settlement Screen above, the
button labeled [$15 Coupon] is a user defined Fast Button.

Miscellaneous Settlement Functions

The following function buttons supplement those visible at the base of the
Settlement Screen. You can access these secondary function buttons by
pressing the [MISC] button at the base of the Settlement Screen:

625
Point of Sale Operations

These MISCELANEOUS function buttons work as follows:

CCVOICE APPROVAL – Press this button if your system is configured with


online credit card authorization but the modem connection is not working and you
wish to enter an authorization code manually (p. XX). This button is greyed out is
your system is not configured with the interface to an online credit card
authorization package.

COMBINE – Press this button to combine seats on a split check before


settlement as described on page 651.

CURRENCY – Press this button to settle a check in a secondary currency as


described on page 709.

DISCOUNT – Press this button to apply a percentage discount before settling the
check as described on page 703.

626
Point of Sale Operations

ENABLE CC AUTH – Press this button to enable the Credit Card Authorization
Interface (p. XX)

MACRO – Press this button to add a “Fast Button” macro to the base of the
Settlement Screen…or disable one of the macro buttons already displayed there.
See page 448 for more information on creating macros.

REVENUE CENTER – Press this button to change the revenue center on the
order before completing settlement as described on page 697.

SMART SETTLEMENT – Press this button to enable or disable the Smart


Settlement Feature. The Smart Settlement feature uses the data on the Form of
Payment Setup Form to determine when to assign excess payment amounts to
the “Tip” or “Cash Back” categories. If you prefer

SUGGESTED GRATUITY – Press this button to add a suggested gratuity to the


check. If you wish to print the check again with the gratuity amount on it, you
must exit the Settlement Screen and press the [PRINT] button on the Order Entry
Screen.

Basic POINT OF SALE Operations


You cannot begin recording sales transactions until you have opened a Sales
Session (p. 721) and logged on at least one employee (p. 721), two procedures
that can be easily executed from any POS Status Screen. The basic steps
involved in recording a sales transaction are detailed below:

Opening a New Order


To access the Order Entry Screen you must “open” an order from a POS Status
Screen, a simple process but one that is slightly different in each POS mode.
The [TABLES], [TABS] and [DELIVERY] buttons at the base of each Status
Screen allow you to move quickly between them.

NOTE: If you have enabled Enhanced Password Control (p. Error! Bookmark not defined.), you
must press the [BEGIN] button at the base of the Status Screen or swipe your ID card BEFORE you
can open an order.

Table Service Mode


To open an order from the Table Service Status Screen (p. 598), simply touch
the appropriate table button. RESTAURANT MANAGER will prompt for the
employee number and the number of customers sitting at the table and then
display the Order Entry Screen.

627
Point of Sale Operations

Bar Tabs Mode


To open an order from the Bar Tabs Status Screen (p. 654), simply touch the
[NEWTAB] button. RESTAURANT MANAGER will prompt you to type in text that
identifies the order and then display the Order Entry Screen. If you wish to
simply number the orders in sequence, you can hit [ESC] instead of typing in a
reference.

Delivery Mode
To open an order from the Delivery Service Status Screen (p. 668) simply touch
the [ORDER] button and follow the prompts onscreen to identify the customer
placing the order. (For more information on processing Delivery Orders, see p.
666.) If you are processing a carry out or pick-up order rather than a delivery
order, you may have to press the [CANCEL] button to proceed directly to the
Order Entry Screen as detailed on page 682.

Quick Service Mode


To operate in Quick Service Mode touch the [FAST] button at the base of any
POS Status Screens. Begin the order simply by touching the appropriate menu
item touch buttons, followed by the [CASH] or [SETTLE] buttons as described on
page 710.

Adding Items to a New Order


When you open an order, the Order Entry Screen appears. You must use this
screen to move among groups of menu item touch buttons and record the
customer’s order by touching the appropriate items.

NOTE: Your system should already be configured with many Fast Button macros (p.448) that help
you easily locate the appropriate menu item touch buttons. Because the Fast Button macros are
unique to your system, however, the instructions below present only standard procedures.

The default display will on the Order Entry Screen can show either the menu item
touch buttons from a particular Menu Group (as in the sample screen on page
605) or it will show the Menu Groups screen (below). (See page XX for
instructions on defining the default display.)

If menu item touch buttons appear onscreen, touch any that might be included in
your customer’s order. Then press the [Groups] button at the base of the Order
Entry Screen to call up Menu Groups Screen:

628
Point of Sale Operations

Comment [AEM10]: groupsel.wmf


(Select group)
The menu groups from the active menu are displayed on the main body of this
screen. The button corresponding to the active menu is highlighted at the base
of the screen.

Touch the group button that includes the next set of menu items you wish to
display on the Order Entry Screen. As soon as you touch a menu group button,
RESTAURANT MANAGER returns to the Order Entry Screen and displays the
items in the selected group:

629
Point of Sale Operations

Comment [AEM11]: itemsel.wmf


(Select Item)
Again, to add an item to the order, simply touch the appropriate button. The
item, price and a default quantity of “1” are displayed in the Order Detail Area on
the left of the screen.

NOTE: The bottom row of function buttons are all examples of Fast Button macros. Many are used
to switch the touch button display to another menu group. Notice too, that on the body of the screen
is a button that reads [Next Cocktail Group]. See page XX for instructions on creating “Next
Group” buttons.

Advance Orders
RM allows you to take orders days, weeks, even months before an event. This is
a handy feature for catering and delivery operations where the customer calls in
their order more than 1 day in advance.

Note: If a customer phones in a delivery order and wants it delivered later the
same day, it can be entered as a delayed send and does not have to be entered
into the Advance Order Module.

IMPORTANT: Item prices are charged when the advance order is entered;
therefore, if the price of one or more items is anticipated to fluctuate, they should

630
Point of Sale Operations

not be entered into an Advance Order unless you want to charge the “current”
price of the item.

Advance Order Setup


The advance order module is an optional feature of Restaurant Manager. If you
wish to use this feature, make sure to order the “Advance Ordering” option. To
enable Advance Ordering go to Setup->Stations->POS Modes->Advance Orders.
There are several options for configuring the advance ordering module.

To enable Advance Orders, check the “Enable” check box. This will cause a
button to appear at the bottom of the POS screen to allow access to the Advance
Ordering screen.

When creating a new Advance Order, you can specify the default revenue center
to use. Just double click on the Revenue Center field to change.

You can also decide whether advance orders are automatically converted to
Tabs or to Delivery Orders at the beginning of a new session. RM only converts
orders that have the same date as the session open date. All other advance
orders are left in the Advance Order window. If you choose not to convert orders
automatically, they can be converted manually from POS.

631
Point of Sale Operations

With the exception of possibly being converted to deliveries or tabs, Advance


Orders are not tied to the session open/close operation whatsoever. So sessions
can be opened and closed, regardless if there are Advance Orders.

Creating/Managing Advance Orders


The Advance Orders screen shows all pending Advance Orders in chronological
order. Orders are displayed from top to bottom and from left to right.

To create an Advance Order, press the “Order” button from the main Advance
Ordering Screen. RM will ask you to enter the Date and Time for the order. You
must enter a date and time that is in the future. RM then displays the Order
Entry screen where you have access to all the familiar order entry options such
as ordering items, applying a discount, etc.

You can also access the settlement screen to record the customer’s credit card
information for future reference; however you can not finalize settlement without
first converting the Advance Order to a delivery or tab. All changes you make to
the advance order are automatically carried over to the Delivery order and/or Tab
order after the order is converted. The settlement information is also retained.

632
Point of Sale Operations

Converting Advance Orders


Advance Orders can be converted to Deliveries or Tabs. The conversion can
happen automatically at the beginning of each session, or it can happen
manually; whereby, the user recalls an advance order and manually converts it to
a delivery or tab.

Automatic conversion is discussed above in Advance Order Setup. To manually


convert an Advance Order, recall the order and press “Misc” followed by “Convert
Order.” RM will give you the option of converting the order to either a Delivery or
a Tab. If the order date is not the same as today’s date, RM will display a
warning message before proceeding. Once the order is converted, it
automatically disappears from the Advance Order screen and appears on the
Delivery or Tab screen depending on which one was chosen.

Canceling Advance Orders


If you wish to cancel an advance order, press “Misc” from the order entry screen,
and select the option “Cancel Order.” This will erase the advance order from the
system.

Modifying a Menu Item


There are many times when you need to send extra information about a menu
item to the food preparation areas. “Medium Rare” or “House Dressing” are
examples of modifiers used in almost any restaurant. Side dishes like a “House
Salad” that accompany an item at no extra charge are also modifiers. As are
special requests like “No Onions” or “Extra Salt”

When you define a menu item in the Backoffice Module you can link it to a
“Forced Modifier Pop-up Screen” (p. Error! Bookmark not defined.). This
means that each time you order this menu item from the POS Module you will be
prompted automatically to select appropriate modifiers or side dishes.

Forced Modifier Pop-up Screens are especially useful for different kinds of salad
dressings, or the bread choices on a sandwich, etc. Other modifiers, however,
like “No Onions” are not appropriate on Forced Modifier Pop-up Screens and
should only be linked to menu items on an “as needed” basis.

The sample screen below shows a Forced Modifier Pop-up Screen that appears
everytime a hamburger is ordered. Simply touch the appropriate button to modify
the menu item. You can link up to five Forced Modifier Pop-up Screens to any
one menu item.

633
Point of Sale Operations

Comment [AEM12]: groupsel.wmf


(Select group)

To manually link a modifier like “No Salt” to a menu item:

Order the item you wish to modify.


Press the [GROUPS] button at the base of the Order Entry Screen to access the
Menu Groups Screen.
Press the button for the Modifier Menu that contains the appropriate modifier.
(The Modifier Menu buttons are the four buttons at the lower right of the Menu
Groups Screen.).
Then press the button for the appropriate Modifier Group.
When the Order Entry Screen reappears, press the modifier that you wish to link
to the item you just ordered.

NOTE: When you select an item from a Modifier Menu, it is automatically linked to the last menu
item selected. RESTAURANT MANAGER will not allow you to select an item from the Modifier
Menus if all the standard menu items on the order have already been "SENT" to the food
preparation areas.

You can create a Fast Button Macro (p. 448) that will automatically execute the
steps above.

If you wish to send a message to the kitchen that goes beyond any of the pre-
defined modifiers, you can create a special note as described on page 697.

634
Point of Sale Operations

Changing the Quantity


By default, RESTAURANT MANAGER assumes that the desired quantity is 1. If
you want to order 2 or more of a given item, you must specify the quantity
BEFORE you order the item. Press [MISC] from the Order Entry screen, and
select the "QUANTITY" option. RESTAURANT MANAGER displays several
quantity selections. Simply press the appropriate quantity button.

Comment [AEM13]: quantity.wmf


(Quantity Selection)
To change the quantity to 21 or more, press the [MORE] button. A numeric
keypad is displayed on screen allowing you to enter a quantity up to 99.

The quantity selection only affects the very next item ordered. After an item is
selected and the quantity is applied, the quantity automatically reverts back to 1
for the following item.

NOTE: If your operation requires frequent use of the "Quantity" function, it is recommended that
you create a Fast Button macro for this purpose. Again, you must press this quantity Fast Button
BEFORE ordering a menu item.

635
Point of Sale Operations

Deleting an Item
To delete one or more items from the order on screen, press the [DELETE]
button at the base of the Order Entry Screen. Then touch the button
corresponding to each item you wish to delete.

Comment [AEM14]: groupsel.wmf


(Select group)
If the item has already been sent to the prep area printers or if the check has
already been printed, RESTAURANT MANAGER will request the manager
password before deleting the item and allow you to tag the deletion with a pre-
defined deletion code (p. Error! Bookmark not defined.)

NOTE: To delete a pizza from an order you must return to the Pizza Order Entry Screen (p. 717).

Sending an Order
When you have selected all the menu items requested by the customer, check to
make sure everything is correct then press the [SEND] button to send the order
to printers in the food preparations areas. The item will be sent to print at the
printers indicated on the Menu Items Setup Form (p. Error! Bookmark not
defined.).

636
Point of Sale Operations

If your system is configured to send items automatically as you exit the order (p.
Error! Bookmark not defined.), you need not press the [SEND] button.

If you have already sent part of an order to the food preparation areas,
RESTAURANT MANAGER will not re-send that part of the order unless you have
activated “Re-send items” features (p.Error! Bookmark not defined.).

The “Sent” column in the Order Detail Area indicates which items have already
been sent to printers in the preparations areas.

If you wish to send different courses to the kitchen at different times, see the
instructions on page XX.

Adding Items to an Existing Order


To add more items to an existing order, touch the table or order button on the
POS Status Screen and the order is displayed on screen again. You may add
additional items as necessary. When finished, press the [SEND] button to send
the new items to the preparation printers.

If the customer is re-ordering certain items, be sure to use the [RE-ORDER]


button as described on page jen.

Discounting Items
Restaurant Manager POS allows you to selectively apply a discount to one or
more items on an order. On v14, you are not allowed to discount items that are
not enabled for the discount. For example, if you define a beverage discount that
applies to beverages only, then you are not allowed to apply the discount to non-
beverage items.

Accessing Item Discounts at the POS


To perform item discounts, just tag item(s) from the view check, hit “MISC” then
select the discount option you want.

637
Point of Sale Operations

638
Point of Sale Operations

Special considerations:
There are a number of order entry options that affect prices. They are:

Price Adjust
2 for 1 discounts
Discount Items
Discount Check

The first three options apply to 1 or more tagged items. If you hit:

Price Adjust – the affected item(s) cannot be discounted using 2 for 1 discount
anymore. However, a Discount Item will supercede the original discount

2 for 1 Discount – either a Price Adjust or a Discount Item cannot supercede this
discount

Discount Items – the affected item(s) cannot be discounted using 2 for 1 discount
anymore. However, a Price Adjust will supercede the original discount.

Discount Check apply to all items on the check. Check discounts are always
cumulative; i.e., it is applied to the price of the item after price adjustment and
line item discounts. So for example, if you do an “item discount” for 50%, then do
a “check discount” for 10%, the final price of the item will be 10% off the 50%
discounted price; or 55% total discount.

Note that Discount Check and Discount Items only apply to items that are flagged
as “discountable” in the menu setup whereas Price Adjust and 2 for 1 Discount
ignore the “discountable” flag in menu setup; i.e., even if an item is flagged as
‘non-discountable’ you can still perform an item discount on it.

Price changes can affect the automatic gratuity. Price adjustments, 2 for 1
discounts and item discounts always affect the gratuity calculation. The amount
used in the calculation is always the amount “after” the price change. Check
discounts however, may or may not affect the automatic gratuity amount,
depending on a setting in system configuration (Setup->Stations->POS Config->
Auto Gratuity-> Basic Gratuity Options->”Compute Gratuity Using”). This setting
determines whether to compute the gratuity based on the discounted amount, or
the un-discounted amount.

Tracking Discounted Items


To track discounted items, check “Enable Audit Trail” under SetUp ->Stations-
>POS Config->Audit Trails.

639
Point of Sale Operations

Splitting/Unsplitting an Item in POS

How to Split an Item at the POS


To split an item from the view check, tag the items you wish to split. Hit “Misc”
then “Split Item”. You will then be prompted for the “Split Quantity”. Entering 2,
will split the item(s) into halves, enter 3 to split it into thirds, and so on.

The split item(s) will be broken up according to the Split Quantity selected, and
appear on the order entry screen with the corresponding fractional quantity.

How to Un-Split an Item at the POS


From the view check, tag the items you want to un-split. Note that you only have
to tag one of the fractional quantities. Hit “Misc”, then “Un-split Items”. Note that
you can only un-split items that have previously been split.

Split Item Security


You can limit the access to Split Item by setting the security level required to Split
and/or Un-Split items. This is found under Set-Up->POS Order Entry->POS
Functions Buttons Layout. On the "Function type:", click on "Order Entry
Screen". On "Available Functions", search and click on "Split Item". On the right
side, you can set the security level on the "Security Level" box.

640
Point of Sale Operations

Hold Sending Items


To hold item(s), simply tag from the view check. Hit “Misc” then “Item Hold[on]”.
Held items are clearly shown in the view check, see below:

To Un-Hold Items
From the view check, tag item(s) on “Hold” then press “Misc”, then “Item
Hold[off]”.

Securing the Hold Feature


You can limit the access to the hold feature by setting the appropriate security
level. This is found under Set-Up->POS Order Entry->POS Functions Buttons
Layout. On the "Function type:", click on "Order Entry Screen". On "Available
Functions", search and click on "Item Hold[ON]" or “Item Hold[OFF]“. On the
right side, you can set the security level on the "Security Level" box.

Printing a Check
To print a check, simply touch the appropriate table or order button on the POS
Status Screen to call up the Order Entry Screen. Then press the [PRINT] button

641
Point of Sale Operations

at the base of screen. You can print a check as many times as you wish. When
you print a check, the order is automatically assigned a sequential Check
Number. The Check Number is independent of the Order Number.

You can customize the information that appears on a check and the way the
check is printed from the Backoffice Module (p. XX). From a different Setup
Form in the Backoffice Module, you can also make some adjustments to the
layout of the check (p. XX).

You can also configure your system to print a sales receipt automatically when
the order is settled (p. XX)

Table Service Mode


Most features and functions in the RESTAURANT MANAGER POS Module are
common to the different POS Modes. These features and functions are
described in the sections titled Basic POS Operations (p. 627) and Advanced
POS Operations (p. 695). This section only describes those features and
functions that are unique to the Table Service Mode.

From the POS Modes Setup Form (p. Error! Bookmark not defined.) you can
configure most operational defaults for the Table Service Mode. Other
operational defaults, like prompting for the number of customers, must be
configured from the Revenue Centers Setup Form (p. 252).

The Table Service Status Screen


When you are in Table Service Mode, you open new orders and track pending
orders from the Table Service Status Screen:

642
Point of Sale Operations

Comment [AEM15]: MAINPOS.WM


F
If you have activated Enhanced Password Control, the Table Service Status
Screen has both an Idle Mode and an Active Mode (p. Error! Bookmark not
defined.). If you have not activated Enhanced Password Control, the screen
always appears in Active Mode as in the sample screen above

Features that appear only on the Table Service Status Screen include:

Table Buttons
There is a touch button for each table in your restaurant on the Status Screen
that shows at a glance, the status of the table. To open or edit an order, you
simply touch the appropriate table button on the main body of the screen. When
a table is empty, the button is blue. When an order has been placed, the table
button turns gray. When the check has been printed, the button turns red.

NOTE: You can customize the way table buttons are displayed on the Table Service Status Screen
from the Table Setup Form (p. 160). You can change the colors that show the status of each table
from the Screen Colors Setup Form (p. 152).

643
Point of Sale Operations

By default a number appears on each table button. From the Backoffice Module
you can create a custom ID for each table of up to 6 alpha-numeric characters (p.
XX).

In the sample screen above the Table Button display has been customized to the
show six booths and 5 round top tables in the bar section of the restaurant.

Table Groups
You can group the tables in your restaurant into different sections or “Groups”.
Each Group can contain up to 40 table buttons. The 8 buttons under the Table
Groups bar at the right of the screen allow you to switch the table display
between these different sections of your restaurant.

In the sample screen above the [BAR] table group is highlighted to indicate that
the tables on display are in this section of the restaurant.

From the Table Setup Form (p.160), you can create a label of up to 6 characters
for each section button.

Dining Area Status Bar


The tables and table sections on screen all belong to a single Dining Area. The
active Dining Area is indicated in the bar above the Table Display where, in the
sample above, it says “Tables in Dining Area 1”. As described on page Error!
Bookmark not defined., you can define up to 9 Dining Areas of 320 tables
each. And you can configure each POS station to default to a different Dining
Area.

To display the tables and Table Groups from an alternate Dining Area, press the
[MISC] button and select the [Dining Area] option (as described below).

Bulletin Board
At the upper right hand side of the Table Service Status Screen is a box that
displays messages for all employees. Messages posted here must be entered in
the Backoffice Module (p. Error! Bookmark not defined.).

NOTE: E-mail does not appear on the Bulletin Board. Employees can retrieve E-mail by pressing
the [MISC] button followed by the [E-mail] button.

All other features of this Status Screen are common to all the POS Status
Screens as described on page 598.

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Point of Sale Operations

Changing Dining Areas and Table Groups


At any given moment the Table Status Screen (p. 598) displays up to 40
individual tables. You can change the tables displayed on screen by selecting
another table group or another dining area. (See page Error! Bookmark not
defined. for a discussion of table groups and dining areas.)

The active dining area is displayed on the Table Service Status Screen in the
grey bar just above the Table Buttons. Touch buttons for the eight table groups
within the active dining area appear on the right of the screen. To change table
groups simply touch one of these buttons.

To change the active dining area:

Press the [MISC] button at the base of the Status Screen.

Press [CHANGE DINING AREA] and type in the number of the new dining area
you wish to display on screen.

Transfer Tables
You can transfer all table orders opened by one waiter to any other waiter logged
onto the system. Press the [MISC] button at the base of the POS Status Screen,
then select [TRANSFER TABLES]. RESTAURANT MANAGER will prompt you to
enter the number of the employee giving up his tables followed by the number of
the employee accepting the tables:

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Point of Sale Operations

Comment [AEM16]: transchk.wmf


(transfer checks)
Depending on the way system security has been configured, you may also be
prompted for a password. When prompted for a password you must enter the
password of the employee giving up his tables OR any password with a security
level higher than this employee.

View Tables
To view a listing of all the open tables in all the Dining Areas of your restaurant,
press the [MISC] button at the base of the Table Service Status Screen:

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Point of Sale Operations

This screen shows each open table in the active dining area, the waiter serving
the table and whether or not the order has been tagged with a reference (p. 695)
or linked to a record in the Frequent Diner/Customer database (p. 714). This
screen provides a convenient way to see all open tables on a single screen.

In the sample screen above you will notice that Booth 2 and Booth 6 have been
tagged with a reference while Roundtop 4 has been linked to a record in the
Frequent Diner database.

You can use the scroll bar or the buttons at the right of the screen to navigate the
list.

Assigning Seat Numbers


The Table Service Mode includes a Seat Assignment Feature to assist your wait
staff in serving each individual customer at the table. This feature can also be
used to help you prepare split checks.

If you wish to use seat numbers on most orders, you should enable the
"Advanced Seat Management" feature in the Backoffice Module. (p.Error!
Bookmark not defined.). If you wish to use the Seat Assignment Feature on an

647
Point of Sale Operations

occasional basis, you need not enable this feature. Instead you can simply press
the [MISC] button at the base of the Order Entry Screen and select the
[REASSIGN SEATS] option for those orders where you wish to assign seats (p.
648 )

When the Advanced Seat Management feature is enabled two seat buttons
appear just above the Order Detail Area of the Order Entry Screen:
.

Comment [AEM17]: seatasg.wmf


(Seat Assignment)

The seat buttons are used to advance the active seat number up and down. The
active seat number and the total number of seats are displayed between these
two buttons. You can change the total number of seats by changing the customer
count (p. 697)

Press the [-] button to decrease the active seat number and press [+] to increase
the active seat number. You must set the seat number BEFORE ordering the
items you wish to link to that seat. The seat number is shown beside each item
in the Order Detail Area.

Re-Assigning Seat Numbers


The Reassign Seats function is run off the same screen used to create Split
Checks (p. Error! Bookmark not defined.). However, if you reassign seats, all

648
Point of Sale Operations

the items on the order remain together on a single Order Entry Screen. Once
you split the check each check is displayed separately.

If your system is configured with Advanced Seat Management as described


above, you can use the Reassign Seats function to correct any errors you may
have made while assigning seats. If you have not enabled the Advanced Seat
Management features, you must use this function to make the initial seat
assignments, too.

To change an incorrect seat assignment press the [MISC] button at the base of
the Order Entry screen followed by the [REASSIGN SEATS] button to call up the
Seat Assignment/Split Check screen:

Comment [AEM18]: seatrasg.wmf


(Seat Reassingment)

The screen is divided into three main areas which are labeled with bars. Items
not assigned to a particular seat appear under the “Unassigned Items” bar.
Under the “Seats” bar is a button representing each seat at the table. The active
seat is red. To change the active seat simply touch the appropriate seat button.
Any items already assigned to the active seat appear under the “Seat Items” bar.
To add unassigned items to the active seat, simply touch the appropriate button
under the “Unassigned items bar. To remove a menu item from the active seat,
simply touch the appropriate item under the “Seat Items’ bar.

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Point of Sale Operations

In the sample screen above, the seat [1] button under the “Seats” bar is red,
indicating that seat one is the active seat. The three items currently assigned to
seat 1 appear under the “Seat One Items” bar. Another three items have been
moved from Seat 1 to the area the “Unassigned Items” bar at left.

To change the seat assignment:

Touch the seat button which is linked incorrectly to a menu item.

Touch the menu item you wish to unlink from this seat. The menu item will move
to the area under the bar labeled “Unassigned Items”.

Touch the seat button to which you wish to re-assign the item.

Touch the item button again to move it to the new seat assignment.

As mentioned above, you can also use the Re-assign Seat feature to create
initial seat assignments. In this case all the items on the order appear under the
“Unassigned Items” bar when you first access this screen.

To create an initial seat assignment using the Split Check/Reassign Seats


screen:

Record the entire order on the Order Entry Screen.

Press the [MISC] button at the base of the Order Entry Screen followed by the
[REASSIGN SEATS] button to call up the Reassign Seats/Split Check Screen.

Touch each item that should be assigned to Seat 1. Each item you touch will
move to the area under the bar labeled “Seat One Items”.

Touch seat button [2].

Touch each item that should be assigned to Seat 2. Each item you touch will
move to the area under the bar labeled “Seat Two Items”.

Continue this process until all items have been assigned to a seat.

Press the [REASSIGN] button at the base of the screen.


Split Check
See the chapter on Guest checks and Sales Receipts for instructions on splitting
a single order into multiple checks.

checkTo create an initial seat assignment using the Split Check/Reassign Seats
screen:

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Point of Sale Operations

Touch each item under the “Unassigned Items” bar that should be assigned to
Seat 1. Each item you touch will move to the area under the bar labeled “Seat
One Items”.

Touch seat button [2].

Touch each item that should be assigned to Seat 2. Each item you touch will
move to the area under the bar labeled “Seat Two Items”.

Continue this process until all items have been assigned to a seat.

Press the [SPLIT] button at the base of the screen.

NOTE: If you make an error when splitting the checks and wish to move an item from one check to
another, you must use the “Re-assign Seats” funtion (p. 648), not the “Split Check” function to
rectify your error.

NOTE: When "SEND" is pressed on a split check, all new items are sent to the food and beverage
printers, including those on the "inactive" seats. So if you need to add items to several seats, you
can change from seat to seat adding items as you go, then press "SEND" to send all items to the
remote printers.

Un-Splitting a check
Once you have split a check, RESTAURANT MANAGER allows you to merge all
the items back onto one check while still maintaining the seat assignments. To
un-split a check from the Order Entry Screen simply press the [MISC] button
followed by the [UN-SPLIT] check button.

NOTE: Any discounts, gratuities and taxes applied to the first check are applied to the re-
constituted check.

If you wish to merge two or more split checks but DO NOT wish to re-constitute
the entire order on one check, you may combine checks for settlement on the
Settlement Screen as described below.

Combining Seats During Settlement


If an order has been split into two or more checks, RESTAURANT MANAGER
allows you to combine some or all of those checks for settlement purposes. For
example, if a check is split into 4 seats, and the person on seat 1 decides to pay
for seat 2, those seats can be combined at the settlement screen.

To combine two checks from the Settlement Screen:

Access the Order Entry Screen for one of the checks you wish to combine.
Press the [SETTLE] button to call up the Settlement Screen.
Press the [MISC] button at the base of the Settlement Screen.
Press the [COMBINE] button to call up a prompt like the one below:

651
Point of Sale Operations

Comment [AEM19]: combine1.wmf


(combine seats 1)

Press the Seat button of the check you wish to combine with the check already
displayed on the settlement screen.
If you wish to combine a third check for payment, repeat steps 4 and 5, then
proceed with settlement as described on page 229.

Table Alerts
You can configure your system to display a red Alert Icon on tables that require
special attention. Alerts are triggered as follows when an expected event does
not occur within a specified period of time:

Customers have been seated at a table but their order is not processed
A check has been presented to the customer but payment is not made

To set the amount of time that should trigger the display of an alert icon:

1) Access the Station Configuration Setup Form


(Setup Æ Station Configuration)

2) Click on the [Search Settings] button at the base of the form

3) When prompted for a Search Term, type in “ALERT” which will call up the
Search Results below:

652
Point of Sale Operations

4) Highlight the line that reads “# Mins for no items entered alert” and type in
the amount of elapsed time that should trigger an alert that the customer’s
order has not been processed.

5) Highlight the line that reads “# Mins for printed/not settled alert” and type
in the amount of elapsed time that should trigger an alert that the
customer’s payment has not been processed.

6) If you have already defined multiple stations on the Station Configuration


Form you must also click on the [Copy Settings] button and copy the new
configuration settings to the other stations on your system.

Click here to see a POS screen shot with the Alert Icon displayed on a table.

Disabling Table Alerts


If you wish to disable the Table Alert feature, follow the instructions above for
enabling Table Alerts and in steps 4 and 5 set the number of minutes “# Mins” to
zero.

Changing the Alert Icon

The default alert icon is a bitmap file named <Alert.bmp>: . If you wish to
display a different Alert Icon, you may change this default on the Station
Configuration Setup Form by searching for the <Alert Bitmap> setting and
entering the file name of the alternative bitmap file you wish to use.

653
Point of Sale Operations

Bar Tabs Mode


Most features and functions in the RESTAURANT MANAGER POS Module are
common to the different POS Modes. These features and functions are
described in the sections titled Basic POS Operations (p. 627) and Advanced
POS Operations (p. 695). This section only describes those features and
functions that are unique to the Bar Tabs Mode.

When you are in Bar Tabs Mode you can open and track pending orders without
assigning them to a particular table. Rather, you can number orders on a first
in/first out basis or type in a reference text to identify each order. The Bar Tabs
Status Screen is use in Bars, Discos and Pool Halls where a reference other than
a check or table number is required. It is also appropriate for Drive-Thru
operations where checks are processed on a "first-in/first-out" basis.

From the POS Modes Setup Form (p. Error! Bookmark not defined.) you can
configure most operational defaults for the Bar Tabs Mode. Other operational
defaults, like prompting for the reference text displayed on the order button, must
be configured from the Revenue Centers Setup Form (p. 252).

Orders created as tabs can later be transferred to a table (p. 659).

Bar Tabs Status Screen


When you are in Bar Tabs Mode, you open new orders and track pending orders
from the Bar Tabs Status Screen:

654
Point of Sale Operations

Comment [AEM20]: tabs1 (Main


Tab Screen)

To access the Bar Tabs Status Screen, from one of the other status screens,
press the [TABS] button at the base of the active POS Status Screen.

If you have activated Enhanced Password Control, the Bar Tabs Status Screen
has both an Idle Mode and an Active Mode (p. Error! Bookmark not defined.).
If you have not activated Enhanced Password Control, the screen always
appears in Active Mode as in the sample screen above.

Features that appear ONLY on the Bar Tabs Status Screen include:

Order Buttons
The body of the Bar Tabs Status Screen displays buttons corresponding to each
pending order. When there are no open orders the body of the screen is blank.
The tabs screen can be thought of as a queue, where tabs are maintained in
chronological sequence. The first (or oldest) tab is displayed in the upper left
corner of the screen and newer tabs are displayed beneath it. When a tab is
settled, it is cleared from the Bar Tabs Status Screen and all tabs after it are
advanced forward in the queue to fill the void. If you have created more orders

655
Point of Sale Operations

than can fit on a single screen [NEXT PAGE] and [PREV PAGE] buttons will
appear that allow you to view multiple screens.

To access any open orders, simply press the appropriate order button. You may
access an open order as many times as you wish.

Each order button on the Bar Tabs Status Screen is automatically numbered in
sequence when the order is opened. This number is always displayed on the
order button. You may also add a label or reference text that will appear on the
order button (as on the sample screen above.) The reference is simply a note
that can be used to identify the order such as the customer's name, their location
in the restaurant, the color of their shirt, or any descriptive text that can
differentiate this tab from all others.

You are not required to label an order with a reference. And in establishments
that process orders on a first in/first out basis there is no need to use references.
However if you do wish to use the reference feature on a regular basis you can
configure your system to automatically prompt for a reference text each time you
open a new order (p. 252). If you do not activate this automatic prompt you can
still manually add a reference to the touch button as described on page 695.

When an order is first opened the order button is gray. When the check has
been printed, the button turns red.

Tab Filter Status Bar


The order touch buttons that appear on the body of the Bar Tabs Status Screen
can be filtered at each POS Station on criteria like “single employee” or “this POS
Station Only”. You can set a default filter for each station from the Backoffice
Module (p.Error! Bookmark not defined.). You can also change the filter
temporarily by pressing the [MISC] button at the base of the Bar Tabs Status
Screen (p. 658).

The active filter is displayed in the grey bar just above the order buttons. (In the
sample screen above, the filter is set to “All Tabs”)

Bar Tabs Function Buttons

The following function buttons appear ONLY on the Bar Tabs Status Screen:

NEW TAB – Touch this button at the base of the Bar Tabs Status Screen to open
a new order.

TABS DISPLAYED – Touch the [MISC] button at the base of the Bar Tabs
Status Screen followed by this button on the Miscellaneous Functions Screen, to

656
Point of Sale Operations

select the filter you wish to apply to the order buttons displayed at the active POS
Station.

TRANSFER TABS – Touch the [MISC] button at the base of the Bar Tabs Status
Screen followed by this button on the Miscellaneous Functions Screen if you
wish to transfer all the tabs opened by one employee to another employee (p.
659).

NOTE: See page Error! Bookmark not defined. for a description of all other buttons that appears
on the Bar Tabs Status Screen and the Miscellaneous Functions screen.

Open a New Tab


To open a new order from the Bar Tabs Status Screen, press the [NEWTAB]
button at the base of screen. You may be prompted to enter an employee ID
number (p. XX) And a touchscreen keypad will usually appear prompting you to
type in a reference text of up to 25 characters:

Comment [AEM21]: tabs2 (Tabs,


enter reference)
The reference text you type will appear on the order button on the Bar Tabs
Status Screen along with an order number that is assigned automatically and in
sequence. The order number is assigned whether or not you enter a reference
text. If you prefer not to type in a reference text, simply press the [CANCEL]
button to exit the touchscreen keypad and proceed directly to the Bar Tabs Order
Entry Screen (p. 605) where you should process the customer order as
described in the section on Basic POS Operations (p. 627.

657
Point of Sale Operations

You will only be prompted for a reference when you first open an order by
pressing the [NEW TAB] button. To access an order that is already opened you
should press the order button itself which will bring you directly back to the Order
Entry Screen.

Tabs Displayed
You can filter the pending orders displayed on the Bar Tabs Status Screen at a
given POS station. The filter options include:

• Display ALL tabs


• Display all tabs created at this station
• Display all tabs for a specific employee

The default filter for each POS station can be configured on the POS Modes
Setup Form (p. Error! Bookmark not defined.). However, you can also change
the filter for each POS Station from the POS Module.

To change the tab buttons displayed on the Bar Tabs Status Screen at an
individual POS Station:

Press the [MISC] button at the base of the Bar Tabs Status Screen.
Select the [TABS DISPLAYED] option to view popup menu below
Press the appropriate filter button.

NOTE: If you select [SINGLE EMPLOYEE] you will also be prompted to enter the Employee ID
number. This filter option works best in systems configured with Enhanced Password Control (p.
Error! Bookmark not defined.). When Enhanced Password Control is activated, the system
knows the employee number (based on the password) and can automatically display the tabs opened
by each employee and automatically assign the employee number when creating a new tab.

658
Point of Sale Operations

Transfer a Tab to a Table


In a bar/restaurant operation, it is common for customers to have a few drinks at
the bar while waiting for a table. When the table becomes available, items on the
bar tab can be transferred to the table.

To transfer a tab to a table:

Press the appropriate order button on the Bar Tabs Status Screen to open the
bar tab you wish to transfer.

Press the [MISC] button at the base of the Order Entry Screen.

Select the [TRANSFER TO TABLE] option. RESTAURANT MANAGER will then


display the following screen and prompt you to select the table to which the tab
should be transferred:

Comment [AEM22]: tabs6


(Transfer to table)

If you select an unopened table to receive the tab, RESTAURANT MANAGER


will prompt you for the number of customers and the number of the employee
who will be serving the table. Depending on the security configuration of your
system, you may also be prompted for the employee’s password.

If you transfer the tabs to a table that is already open the items from the tab will
automatically be added to the table order.

Transfer Tabs to another Employee


When you are in Bar Tabs Mode you can transfer tabs to tables in the
restaurantIn addition to transferring tabs to tables, RESTAURANT MANAGER
provides the option of transferring tabs from one employee to another. There are

659
Point of Sale Operations

two ways of making the transfer. One method transfers a single tab, whereas the
other method transfers all tabs.

To transfer a single tab from one employee to another:

Press the appropriate order button on the Bar Tabs Status Screen to open the
bar tab you wish to transfer.

Press the [MISC] button at the base of the Order Entry Screen.

Select the [EMPLOYEE TRANSFER] option and type in the ID number of the
employee receiving the tab. (You may also be prompted for that employee’s
passcode or another passcode at a higher security level.) To transfer ALL tabs
from one employee to another:

To transfer all tabs opened by one employee to another employee:

Press the [MISC] button at the base of the Bar Tabs Status Screen.

Select the [TRANSFER TABS] option . RESTAURANT MANAGER will prompt


you to first enter the number of the employee to transfer FROM, and then enter
the number of the employee to transfer TO.

NOTE: If you have set a security level greater than zero for "Transfer checks/bar tab to another
employee” (p. 457), RESTAURANT MANAGER will prompt for a password before transferring
the tabs. You must enter the password of the employee receiving the tabs OR any other password
of a security level equal to that of this employee.

Tab Preview Mode


This is a browse utility that displays information about a tab. Items for a tab is
displayed in another window. User can select another tab or go into Order Entry
mode. Option is available only in Bar Tabs miscellaneous.

Screenshot of the tab preview dialogue

660
Point of Sale Operations

Delivery POS

(A PORTION OF THIS SECTION INSERTED IN CHAPTER ON SCREEN


LAYOUT…..)
The Delivery screen is divided into two main parts. Orders are displayed on the
left and drivers are displayed on the right.

661
Point of Sale Operations

By default, the system will allocate the majority of the screen for displaying
orders and a relatively smaller portion for displaying drivers; however, these
portions can be changed along with the number of buttons in each section. The
following parameters located in RMWin->Setup->Station configuration can be
used to customize the main Delivery screen to suit your needs.

Space for driver display (percentage)


This option defines the percentage of the screen width to use for displaying
drivers. A larger value allocates more screen real estate for drivers, but reduces
the space available for displaying orders.

Number of rows for order buttons, Number of columns for order buttons
These options define the number of rows and columns for displaying delivery
orders. More rows and columns allows displaying more orders on screen at
once, but results in smaller buttons. Using too many rows and/or columns results
in very small buttons and could cause the text to overflow the buttons.

Number of rows for driver buttons, Number of columns for driver buttons
These options are similar to the options above, but they apply to drivers.

662
Point of Sale Operations

Driver Management
The driver buttons are color coded to indicate driver status -- green indicates
availability to take orders, and red indicates that a driver is out on a run. Each
driver button also shows a time and duration. Depending on the driver status
(i.e. green or red button), the time refers to when the driver became available, or
when he/she was assigned an order.

For example, a green button with 3:21 PM (4.3 mins) indicates that at 3:21 PM
(4.3 minutes ago), the driver became available to take deliveries. On a red
button, the same text would mean that the driver was assigned an order at that
time.

Red buttons (drivers that are out on a run), also show the order numbers that are
assigned to the driver.
Prioritizing Drivers
The Delivery module provides the ability to prioritize your drivers so orders are
assigned to each driver in turn. To enable driver prioritization, you must check
the option “Prioritize Drivers” located in RMWin->Setup->Station configuration.

When this option is checked, drivers are displayed in chronological order so


drivers that clock in first are at the top. When a driver is assigned an order, he is
moved to the bottom and changed to a different color. Upon returning from a
delivery, the driver must select the “Driver Return” option, which places him back
in line to take another order.

If “Prioritize Drivers” is not checked, then drivers are displayed in numerical order
based on their employee number.

Drivers become red (not available) whenever an order is assigned to them.


Drivers become green (available) after each of the following operations:

Clocking in
Returning from break
Auto cash settle
Driver return

In each case, the driver’s time stamp is updated and their place in the queue is
adjusted to be in chronological sequence.

Driver Options
When a driver button is pressed, the following options are displayed.

663
Point of Sale Operations

The “View Orders” option displays a scroll window showing all the orders
assigned to the driver for the current shift.

You can use this for informational purposes, or you can recall an order by
highlighting it and pressing the “Recall” button.

The “Driver Return” option puts the driver back in line to take delivery orders.

664
Point of Sale Operations

The “View Map” option is only available if your system is configured with the
optional mapping interface. It allows viewing maps and printing driving directions
for making deliveries.
Assigning Orders
To assign orders to drivers, press the “Assign” button. Depending on the security
setting, the system may require a password to access this function. While in
“Assign” mode, the screen looks essentially the same, except the status bar
flashes the word “ASSIGN” and there are fewer function options at the bottom of
the screen.

Orders are tagged by pressing the corresponding button. Tagged orders appear
depressed and are changed to a different color. Orders can be un-tagged by
pressing the button again. Once the desired orders are tagged, they can be
assigned to a driver by simply touching the desired driver button.

Whenever one or more orders are tagged, then touching any of the driver buttons
causes the tagged orders to be assigned to the chosen driver. If no orders are
tagged, then touching a driver button displays driver options as described in the
previous section.

665
Point of Sale Operations

Several configuration parameters (located in RMWin->Setup->Station


Configuration) will affect the behavior of the assignment operation. They are
described below.

Confirm before assigning orders to drivers


If this option is checked, then the system will ask you to confirm each order
before assigning it to the driver.

Print Check on Assign


This option causes a guest check to be printed for each assigned order.
Unassigning Orders
If you mistakenly assign an order to a driver, or if you assign an order to the
wrong driver, you have two options. You can either assign the order again to the
correct driver, or you can “Unassign the order.”

To “Unassign” the order, first recall the order, and pressing “MISC” on the Order
Entry screen, followed by “Unassign Order.” You will be asked to confirm your
intentions before the order is unassigned.

Delivery Module
The Delivery POS Module is useful for tracking orders that are called in for
delivery or pick-up. When processing call-in orders, the system gives you
access to a complete customer database (indexed by phone number) that allows
you to track name, address, driving directions, map quadrant, previous order
detail and total purchase information.

You can also use the Delivery Module to track counter service or eat-in
transactions. If you use the Delivery Module for non-delivery orders (including
pick-ups that are called in), you must configure your system with more than one
Revenue Center for tracking these different orders and customizing the way your
system processes them (p. XX)

Whomever installs your delivery system will configure it to suit your particular
needs and help you identify what Revenue Centers you should define. Most
system configuration is done on four key setup forms in the Backoffice Module:

Revenue Center Setup Form


The fields on this setup form (p. 252) allow you to create different Revenue
Centers for different types of transactions and then specify how orders linked to
each Revenue Center are processed. For instance, you should create a
“Delivery” Revenue Center in which the “Require ASSIGN” option is activated to
ensure that each delivery order is assigned to a delivery driver. For carry-out or
eat-in business, you must create a revenue center that does not require a driver
be assigned to the order. “Prompt for telephone number” is another feature that

666
Point of Sale Operations

should be activated for the “Delivery” Revenue Center and deactivated for other
non-delivery revenue centers.

Delivery Quick Service POS Options


From the POS Modes Setup Form (p. Error! Bookmark not defined.) you
define the default Revenue Center for processing orders at each POS Station.
Other fields on this form allow you to set defaults for the way orders are identified
and displayed on screen, etc. All these defaults can be set differently for
different POS Stations. For instance, you may wish to create one station that
handles mostly eat-in and carry out orders (and therefore does not prompt for
phone number, etc.), or you may wish to create an expediter’s station that always
displays the Map Code for each order so that it is easier to assign the orders to
drivers in a geographically rational way.

Customer/Freq. Diner Setup Form


The fields on this form (p. Error! Bookmark not defined.) allow you to create
data entry defaults for the Customer Database. This default information appears
each time a delivery order is opened and can be accepted or edited as
necessary. Typically this information includes city state, zip code and area code
and other information relevant to your service area.

Street Database Setup Form


To fully benefit from the RESTAURANT MANAGER Delivery Module, it is
imperative that you purchase a detailed map of your service area and enter all
the streets on the map into RESTAURANT MANAGER’s Street Database (p.
527). This database links each street name to the quadrant in which it appears
on the map, a Street Code and basic driving directions. The street database
allows you to automate the process of taking customer information over the
phone.

Other key features that should be activated for the Delivery Module include:

Print Cust/Freq Diner Info (on guest check)


This feature (p. Error! Bookmark not defined.) prints customer info on the
check so the delivery drivers can see the customer’s name, address and phone
number, etc.

Send Cust/Freq. Diner info (to food preparation areas)


This feature (p. Error! Bookmark not defined.) sends customer info to the
kitchen so each order can be identified when it leaves the kitchen.

667
Point of Sale Operations

Enable SENDing Item to Prep Areas


This feature (p. Error! Bookmark not defined.) enables the “SEND” function
that allows the POS stations to communicate with the kitchen.

Detailed Employee Revenue Report at Logout


This feature (p. 498) allows you to print a detailed Revenue Report for reconciling
with each delivery driver when he ends his shift. You may configure your system
to print this report only at one POS station (where the drivers clock out) and not
at another (where the bus boys clock out)

It is also typical that some features be DEACTIVATED in the Delivery Module,


especially the following:

Sort/Total on Check
If this feature is turned on, pizza toppings and other menu item modifiers are
listed separately from the pizzas and menu items themselves.

Enhanced Password Control


Because delivery orders are ultimately assigned to an employee (a driver) other
than the one that took the phone order, Enhanced Password Control is not
particularly useful at POS Stations where orders are being entered. You may
wish to activate this feature at POS stations where orders are settled.

Advanced Seat Management


This feature causes extra touch buttons to appear on the Order Entry Screen that
cannot be used in the Delivery Module.

Delivery Status Screen

When you are in Table Service Mode, you open new orders and track pending
orders from the Table Service Status Screen:

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Point of Sale Operations

Comment [LW23]:

If you have activated Enhanced Password Control, the Delivery POS Status
Screen has both an Idle Mode and an Active Mode (p. Error! Bookmark not
defined.). If you have not activated Enhanced Password Control, the Delivery
Status Screen always appears in Active Mode:

Features that appear ONLY on the Delivery Service Status Screen include:

Order Buttons
The body of the Delivery Service Status Screen displays buttons corresponding
to each pending order. When there are no open orders the body of the screen is
blank.

The orders on the Delivery Status Screen are maintained in chronological


sequence. The first (or oldest) order is displayed in the upper left corner of the
screen and newer orders are displayed beneath it. If you have opened more
orders than can fit on a single screen [NEXT PAGE] and [PREV PAGE] buttons
will appear that allow you to view multiple screens.

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Point of Sale Operations

All delivery orders are linked to a record in the customer database. Various fields
from the customer database can be included on each delivery order button,
including the customer name, address and delivery map code. Non-delivery
orders need not be linked to a record in the customer database. However you
can still label non-delivery orders with a reference just like on the Bar Tabs
Status Screen.

All order buttons on the Delivery Status Screen are automatically numbered in
sequence when the order is opened, regardless of whether the order is a delivery
order or a non-delivery order. This order number and the number of the
employee handling the order are always displayed on the delivery order buttons.

The order buttons on the status screen change color as their status changes.
From the Delivery Status Screen you can view a color legend detailing which
color indicates which condition (p. 692). From the Backoffice Module (p. 152).
you can customize the colors used to show each of the status codes listed below:

Un-Assigned – until the kitchen finishes preparing an order it is “Unassigned”


Assigned – when an order is assigned to a driver for delivery it is “Assigned” (p.
686)
Settled – when payment has been processed via the Settlement Screen the
order is “Settled”
Alarm Condition -- When a pre-defined amount of time has passed and an
order has still not been assigned to a driver, the order is in an “Alarm Condition”
(p. XX)
Delayed Send – when an order has been taken and tagged for delivery at some
specified time in the future it is a “Delayed Send” until (at the specified time) it is
sent to the food preparation area. (p. 683)

To access any open orders, simply press the appropriate order button. You may
access an open order as many times as you wish.

Order Button Filter Bar


The order touch buttons that appear on the body of the Delivery Service Status
Screen can be filtered at each POS Station on criteria like “single employee” or
“assigned orders only”, etc. You can set a default filter for each station from the
Backoffice Module (p.Error! Bookmark not defined.). You can also change the
filter temporarily by pressing the [FILTER] button at the base of the Delivery
Service Status Screen (p.693).

The active filter is displayed in the grey bar just above the order buttons. (In the
sample screen above, the filter is set to “Un-Settled Orders”)

Delivery Service Function Buttons

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Point of Sale Operations

The following function buttons appear ONLY on the Delivery Service Status
Screen:

ORDER – Touch this button to open a new delivery order (p. 677) or a new eat-
in, pick-up or carry out order (p. 682).

INFO – Touch this button and then touch an order button to view detailed data
from that order (p. 690).

FILTER – Touch this button to filter the orders that appear on screen at the
active POS Station (p. 693). The filter can help you locate a particular order
when there are many open orders pending.

ASSIGN – Touch this button to assign one or more delivery orders to a


designated delivery driver (p. 686).

AUTO CASH SETTLE – Press the [MISC] button at the base of the Order Entry
Screen followed by this button to settle to “CASH” all the open orders for a given
delivery driver (p. 692)

BUTTON INFO – Press the [MISC] button at the base of the Order Entry Screen
followed by this button to change the information displayed on the order buttons
(p. 694). (On delivery orders this information is taken from the associated record
in the customer database and includes name, address, delivery map code, etc.
On non-delivery orders, you can display only the reference text and the elapsed
time.)

CHANGE SEAT – Press this button when you are processing a consolidated
order in Delivery Mode and you wish to keep each persons order separate and
print a sub-total for each person on the check. (p. XX)

DELAYED SEND – Press this button when you are in Delivery Mode to set a
specific time to send the order on screen to the food preparation areas (p. 683).
You must select a time that will fall during the active sales session

DRIVERS – Press the [MISC] button at the base of the Order Entry Screen
followed by this button when you are in Delivery Mode to authorize one or more
employees to work as delivery drivers.

NOTE: See page Error! Bookmark not defined. for a description of all other buttons that appears
on the Bar Tabs Status Screen and the Miscellaneous Functions screen.

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Point of Sale Operations

Driver Management
The Delivery module provides a number of features for prioritizing and tracking
your drivers. When drivers clock in, they are put into a queue. The queue is kept
in chronological order so drivers that clock in first are at the front of the queue.
When a driver is assigned to an order, he is moved to the end of the queue and
changed to a different color to indicate he is out on a delivery. Upon returning
from the delivery, the driver must select the “Driver Return” option in MISC, which
places him back in the queue and makes him available for another delivery.

To view the driver queue press the “Misc” button on the main Delivery screen
and select the “View Drivers” option. A screen similar to the one below is
displayed.

In this sample screen, there are 5 drivers clocked into the system. Each button
shows the name and number of the driver and the time they were placed in the
queue. The first three are green to indicate that they are available for taking
deliveries. The last two are red to indicate they are out on deliveries. The red
buttons also show the delivery numbers currently assigned to the drivers.

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Point of Sale Operations

Employee 2 has been waiting the longest (28.3 minutes) and is hence at the top
of the list. Although it is not mandatory, the driver dispatcher would normally
assign the next order to the first person on the list.

Drivers become red (not available) whenever an order is assigned to them.


Drivers become green (available) after each of the following operations:

Clocking in
Returning from break
Auto cash settle
Driver return

In each case, the driver’s time stamp is updated and their place in the queue is
adjusted to be in chronological sequence.

To get more information on a particular driver, press the corresponding button


and a scroll window appears with all the orders for the driver of interest.

If you prefer NOT to prioritize drivers and simply have them displayed in
numerical order according to their employee number, go to RMWin->Setup-
>Stations->POS Modes->Delivery/Quick Service and uncheck the box “Prioritize
Drivers.”

Assigning Multiple Orders at Once


The driver assignment function is geared towards assigning one order at a time.
After touching an order, the driver list appears, then you select the driver to

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assign the order to. If you want the ability to tag multiple orders and assign them
all at once to the same driver, go to RMWin->Setup->Stations->POS Modes-
>Delivery/Quick Service and check the box “Assign multiple orders to drivers”.
In this mode, you can tag (and un-tag) multiple orders, then press the “Assign”
button to assign multiple orders at once.

Unassign Driver
If you mistakenly assign an order to a driver, or if you assign an order to the
wrong driver, you have two options. You can either assign the order again to the
correct driver, or you can “Unassign the order.”

To “Unassign” the order, first recall the order, and pressing “MISC” on the Order
Entry screen, followed by “Unassign Order.” You will be asked to confirm your
intentions before the order is unassigned.

Customer Note
You can enter a note for a customer without having it printed on the receipt. The
Customer “Note” field is for keeping sensitive information that you do not wish the
customer to see. For example, if a customer has written a bad check, you might
not want to accept personal checks from him in the future.

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Point of Sale Operations

Designate Drivers
In order to properly operate your Delivery Module, you must designate certain
employees as delivery drivers. Designating an employee as a driver simply
means that the employee is authorized to deliver orders and that RESTAURANT
MANAGER must track the orders they deliver in special ways.

Designating a driver does NOT mean you are giving a job title of “Driver” (Job
titles and pay rates are assigned in the Employees Setup Form described on
page 477). And it does NOT mean you are clocking in a driver for a work shift (p.
488). Rather, it means that you are authorizing a particular employee to work as
a delivery driver.

You can designate an employee as a driver from the Delivery Status Screen by
pressing the [MISC] button followed by the [DRIVERS] button. The Driver
Designation screen will appear:

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Point of Sale Operations

If the employee(s) you wish to designate as drivers have already clocked onto
the system, their name(s) will appear on Driver Designation screen. If the name
is on a red touch button, they are already authorized to work as delivery drivers.
If their name is on a grey button they are not designated drivers. Each time you
touch one of these employee buttons, the color toggles between red and grey
and the employee’s status as a driver is changed instantly.

The following function buttons appear at the base of the Driver Designation
Screen:

View – Press this button to view a list of all the employees on your payroll with
an ‘X’ beside those who are designated as drivers (p. XX)

Other – Press this button to authorize an employee as a driver when the


employee is NOT currently logged onto the system. When you press the

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Point of Sale Operations

[OTHER] button you will be prompted to enter the ID number of the employee
you wish to designate as a driver. If you do not know this ID number, you must
consult the Employee Setup Screen (p. XX).

Cancel -- Press this button to exit the Driver Designation Screen without
recording any of the changes you have made in the employee(s) status as a
driver.

OK – Press this button to record all the new driver designations you have
recorded from this screen.

Open Delivery Orders


To open a new delivery order:

Touch the [ORDER] button at the base of the Delivery Status Screen to call up
the Telephone Entry Screen.

Type in the telephone number of the caller. (NOTE: You can type in the whole
phone number or, if you have pre-defined local area codes and pre-fixes (p.
Error! Bookmark not defined.), you can press the [LOOKUP] button to select
the appropriate area code and prefix.)

If the phone number is already in the database, the system will display all the
information in the customer record and give you the option of editing or
confirming the information as correct. If the phone number is NOT in the
database, you must create a new customer record as described on page 678
below.

NOTE: At this point your system may also ask you if you wish to create a new order based on the
items in the last order the customer placed. This prompt only appears if you have activated the
“Last Order Recall” feature (p. Error! Bookmark not defined.).

When the Order Entry Screen appears (p. 605), touch the appropriate Menu Item
touch buttons to record the customer order. Or access the Pizza Screen to order
a pizza (p. 717).

Press the [SEND] button on the Order Entry Screen to send the order to the food
preparation areas.

When the order has been prepared and is ready for delivery, press the [ASSIGN]
button at the base of the Delivery Status Screen and proceed with the directions
on page 686.

Once the driver has delivered the order and accepted payment from the
customer you may settle each check individually as described on page 229. Or

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you may process multiple cash payments automatically as described on page


692.

Link Orders to Customer Database


The Delivery Module allows you to link delivery orders to records in a Customer
Database (p. 515). You can access the customer record you wish to link to a
particular order by entering the customer’s phone number in a special Telephone
Entry Pop-up Screen.

In most delivery systems this pop-up appears automatically every time you open
a new order. You can also access the pop-up manually by pressing the [CUST]
button at the base of the Order Entry Screen.

NOTE: From the Table Service Module you can access records in this same Customer Database by
pressing the [MISC] button at the base of the Order Entry Screen and selecting the [FREQ DINER]
option (p. 714).

If you defined an area code or telephone prefix default in Backoffice Module (p.
Error! Bookmark not defined.), these defaults appear in the Telephone Entry
Pop-up.

You may enter the phone number in one of three ways:

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Point of Sale Operations

Manually type in the telephone number. (If necessary you can press the [BS] key
to erase the default prefix.)
Press the [LOOKUP] button to select from a list of the telephone prefixes in your
service area and then type in the last four digits of the number.
Press a hot button to automatically read the number off a Caller ID Device (p.
Error! Bookmark not defined.).

If the telephone number you enter is already in the database, the system displays
all the information in the customer record and gives you the option of editing or
confirming that the information as correct. If you have activated the “Last Order
Recall” feature, you are also given the option of creating a new order based on
the items in the last order the customer placed (p. Error! Bookmark not
defined.).

Once you answer these prompts, the order is linked to the customer record and
the Order Entry Screen appears.

NOTE: If you think you may have assigned the order to the wrong record, you can access the
customer record again by pressing the [CUST] button at the base of the screen.

When you use the Telephone Entry Pop-up to enter a number that is not already
in the database, RESTAURANT MANAGER prompts you to create a new record
by typing in the customer name and street number.

NOTE: DO NOT type the street name into this dialogue box.

After you type in the street number, RESTAURANT MANAGER calls up the
Street Database (p. 527) to automatically add the street name, Map Code, Street
Code and basic driving directions to the customer record:

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Point of Sale Operations

Type the first few letters of the street name to locate the correct street name on
the list or use the cursor keys on the keyboard to move through the alphabetical
street listing and press [ENTER].
RESTAURANT MANAGER then displays the full customer record so you can
enter information in additional fields.

NOTE: If the customer’s street does not appear in the street database, you must press the [ESC] key
to exit the street database and manually enter the street name into the address field on the customer
record.

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Point of Sale Operations

In our example above, the first line of driving directions was taken from the street
database. The second two lines are specific to this customer’s record.

NOTE: You cannot edit the information in the Purchase Count and Purchase Total fields from the
POS Module. To edit this fields you must access the Customer Database from the Backoffice
Module (p. 523). From the Backoffice Module you can also access the “Birthdate” field and the
“Last Order” field.

Tips on working with the Customer Database

Customer Name
Because you can generate mailing labels from the records in the customer
database (p. 525), it is recommended that you enter the customer name as you
would wish it to appear on a mailing label (usually in the following format: <First
Name> <Last Name>)

Street Database
Using the street database to enter a street name allows you to automatically
enter the map code, street code and driving directions and ensures that the
street name is spelled correctly. Because map codes are so important in
assigning orders to drivers (p. 685) you should do your utmost to enter ALL

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Point of Sale Operations

STREETS IN YOUR SERVICE AREA into the Street Database as soon as your
system is installed (p. 527).

If the customer’s street does not appear in the street database, you must press
the [ESC] key to exit the street database and manually enter the street name into
the address field on the customer record.

Confirming Data
Encourage your staff to read the name, address and driving directions back to
the caller to confirm that the information is correct. Remember that driving
directions from the Street Database are automatically added to each customer
record on a particular street. But you may need to add to these directions or
change them to reflect, for instance, the best way to get to an address on a one-
way street, etc.

It is important to confirm information on existing records as well as on new ones.


People often keep their phone numbers when moving or changing their name,
etc.

Open Non-Delivery Orders


Whenever possible you should open all non-delivery orders from the Delivery
Status Screen at a POS Station that has been configured with a default revenue
center in which both the “Require ASSIGN” and “Prompt for Phone Number”
features have been DE-ACTIVATED and the “Prompt for Reference” feature has
been activated (p. 252).

You can further customize the way your system processes non-delivery orders
based on the type of non-delivery order it is. For instance, with carry out orders
that are phoned in, you may wish to enter the order, send it to the kitchen and
save the information for settlement when the customer arrives. While for counter
service or eat-in orders you may wish to enter the order, send it to the kitchen,
and settle the order immediately, whether or not it has actually been served to
the customer.

NOTE: See page 691 for more detail on how system configuration affects the settlement process.

At dedicated non-delivery POS Stations the process for opening an eat-in or


carry out order is as follows:

Touch the [ORDER] button at the base of the Delivery Status Screen. If your
system is configured to prompt for a reference for non-delivery orders, you must
then type in a name or number of up to 15 characters.

NOTE: Even if your system does not automatically prompt for a reference, you can add a reference
to a non-delivery order as described on page 685.

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Point of Sale Operations

Touch the appropriate Menu Item buttons to record the Customer Order.

Touch the [SETTLE] button if you wish to settle the order immediately and print a
sales receipt (p. 691) …OR... Touch the [EXIT] button to save the order for
settlement at a future time.

If you open an eat-in or carry out order from a POS Station that is configured to
handle delivery orders by telephone, you must:

Touch the [ORDER] button at the base of the Delivery Status Screen.

When the Telephone Entry Pop-up appears, press the [ESC] button to access
the Order Entry Screen …OR…if you wish to tag the order with a reference,
press the [BS] (backspace) button until the default telephone area code
disappears and press [ENTER]. Then type in the order reference that you wish
to see on the Delivery Status Screen and press [ENTER] again.

Touch the appropriate Menu Item buttons on the Order Entry Screen to record
the Customer Order.

Touch the [SETTLE] button to print a sales receipt and settle the order
immediately (p. 691)…OR…Touch the [EXIT] button to save the order for
settlement at a later time.

NOTE: Some end-users who do not have a POS Station that can be dedicated to non-delivery
orders configure the system to prompt for the Revenue Center at the start of each order (p. Error!
Bookmark not defined. ).

Open a Delayed Send Order


If your system is configured to allow delayed send, you can enter an order in the
system and delay the SEND feature until a specified time during the current
Sales Session. This ensures that the kitchen staff will be reminded to prepare
the order at the appropriate time. Simply follow the instructions for opening a
standard delivery order on page 677 and, when the entire customer order
appears on the Order Entry Screen:

Press the [MISC] button at the base of the Order Entry Screen.

Select the [DELAYED SEND] option in the column on the right of the screen.

Type in the time at which RESTAURANT MANAGER should send the order to
the food preparation area and press [ENTER]. Use two digits to designate both
hours and minutes.(I.e. type four o’clock as “04:00PM” and five past eleven as
“11:05PM”)

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Point of Sale Operations

NOTE: To calculate the correct send time, take the requested delivery time and SUBTRACT the
average time it takes to prepare and deliver and order.

Recall a Previous Order


If you activate the “Automatic Last Order Recall” feature (p. Error! Bookmark
not defined.) RESTAURANT MANAGER will ask if you wish to recall a
customer’s previous order every time you link an order to a customer record. If
you recall a previous order after adding items to the Order Entry Screen, all those
items will be erased and replaced with the items from the previous order.

Change the Customer Link


RESTAURANT MANAGER allows you to switch the customer record to which a
delivery order is linked:

Touch the appropriate order button on the Delivery Status Screen.

Touch the [CUST] button at the base of the Order Entry Screen.

Press the [BS] (backspace) button until the phone number disappears.

Type in the correct customer phone number and press [Enter].

If this new number is already in the database, the customer record will be
displayed so that you can accept or edit this information and link it to the order. If
the number is not in the database, create a new customer as detailed above (p.
678)

RESTAURANT MANAGER also allows you to edit information in any customer


record linked to an open delivery order:

Touch the appropriate order button on the Delivery Status Screen.

Touch the [CUST] button at the base of the Order Entry Screen.

Press the [ENTER] when the customer phone number appears on screen.

When the customer record is displayed on screen, press [NO] to indicate that the
information displayed is not correct. RESTAURANT MANAGER will give you
access to all records in the field EXCEPT the telephone number and allow you to
edit the fields as necessary.

NOTE: If you have entered the phone number incorrectly, you must create a new record with the
correct phone number and, later, from the Backoffice Module, delete the customer record indexed
on the incorrect number (p. Error! Bookmark not defined.).

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Point of Sale Operations

Change Delivery Orders to Non-Delivery Orders


Orders processed in the Delivery Module are linked to the customer database by
the telephone number. But you are not required to link all orders to the customer
database. If an open order is linked to a record in the Customer Database it is
considered a delivery order and can be assigned to a delivery driver. If an open
order is not linked to a record in the customer database, it is considered a non-
delivery order and does not appear on the Assignment Screen for assignment to
a delivery driver.

You can give a name or reference to non-delivery orders (p. 682 ). But as soon
as you type in a phone number, the order is processed as a delivery order. You
can edit any open order to change its status from delivery to non-delivery or vice
versa. To change a delivery order to a non-delivery order:

Touch the appropriate order button on the Delivery Status Screen.

Touch the [CUST] button at the base of the Order Entry Screen.

Press the [BS] (backspace) button until the phone number disappears and press
[ENTER].

Type in the name or reference that should appear on the Delivery Status Screen
or press [ESC] if you do not wish to create a reference.

NOTE: If you have created a dummy “customer” to process non-delivery orders as described on
page Error! Bookmark not defined., the instructions above do not apply to your system.

Tag a Non-Delivery Order with a Reference


When you open a delivery order, the system uses the fields from the customer
record to automatically create a reference that appears on the Delivery Status
Screen. That reference could be the customer’s name or address, etc. You can
use the “Button Info” feature (p. 694) to determine which information identifies an
order.

You can also create references for non-delivery orders. To tag a non-delivery
order with a reference:

Press the [ORDER] button at the base of the Delivery Status Screen to open a
new order….OR…if you already have the order on the Order Entry Screen, press
the [CUST] button to call up the telephone entry prompt.

Press the [BS] (backspace) button until the default telephone area code
disappears and press [ENTER] to call up the reference entry prompt.

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Point of Sale Operations

Type in the text you wish to see on the Delivery Status Screen touch button and
press the [ENTER] button.

You can configure your system to automatically prompt for a reference each time
you open a non-delivery order at a dedicated POS Station:

Create a revenue center for processing non-delivery orders and mark the
“Prompt for Reference” check box on the Revenue Centers Setup Form (p. 252).

Use the POS Modes Setup Form (p.Error! Bookmark not defined. ) to create
one or more POS Stations that defaults to this revenue center.

Locating an Order
The Delivery module provides a utility for quickly locating a past order. To locate
an order, press the “MISC” button from the main Delivery screen and select the
option “Locate Order.” You will be given a choice of locating the order by Name
or by Phone number.

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Point of Sale Operations

When locating an order by name, you can enter either the first name or last name
or any portion of the name. For example, if searching for an order placed by
“John Smith”, any of the following search strings will suffice:

John
Smith
John Smith
Smi

A search on the full name “John Smith” will bring up the exact order of interest;
whereas, a search on “John” will find all other orders placed by people named
John. The search is NOT case sensitive – that is, it does not matter if you enter
the search string in upper or lower characters. RM will display a list of orders
(both settled and un-settled) that match your search string.

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Point of Sale Operations

If you see the desired order, simply press it to recall it. When doing a search
based on Phone #, the process is very similar, but you must enter the entire
phone number in order to perform the search.

Assign Delivery Orders to Drivers


Before assigning orders to drivers, you must have designated all the drivers who
are authorized to deliver customer orders (p. 672). You should also be sure that
the touchbuttons on the Delivery Status Screen display the Map Code associated
with each customer’s address.

In busy delivery operations, it is recommended that you create a dedicated


expediter POS station where new orders are not opened. This allows you to
create a default Delivery Status Screen where the “Button Info” option is always
set to display the Map Code (p. Error! Bookmark not defined.).

If you do not have a dedicated expediter station, you should temporarily display
Map Codes on the order touch buttons BEFORE assigning drivers:

Touch the [MISC] button at the base of the Delivery Status Screen.

Select the [BUTTON INFO] option from the column on the right of the screen.

Select the [ADDRESS W/ MAP CODE] option and press [ENTER].

To assign orders to drivers:

Touch the [ASSIGN] button at the base of the Delivery Status Screen to call up
the Driver Assignment Screen.

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Point of Sale Operations

Touch each order touch button that you wish to assign to a particular driver listed
on the right of the screen. (If the appropriate driver does not appear on screen
he is either not logged on (p. 488) or has not been designated as a delivery
driver (p. 672).

When all the orders have been tagged, press the appropriate driver button and
press [ENTER].

NOTE: If there are many orders on screen and you are not sure which ones have been tagged for
assignment, you can press the [FILTER] button at the base of the screen and selected the
[TAGGED] option to view only the tagged orders.

If you have activated the “Print checks on assign” feature (p. Error! Bookmark
not defined.) a check will be automatically printed for each order as it is
assigned to a driver.

When you process an order from a delivery POS Station where the “Ask for
Employee Number when printing” feature has been activated, you will be
required to assign a designated driver to all delivery orders before the guest
check can be printed. In other words, if you use the [PRINT] button to print an
individual guest check from the Order Entry Screen, your system will
automatically prompt you to assign a driver.

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Point of Sale Operations

Take Money Drops from Drivers


To avoid carrying excessive amounts of cash, delivery drivers may wish to make
periodic money drops. All money drops appear on the Employee Revenue
Reports that can be issued when an employee logs off (p. 498).

On v14, money drops are treated like Paid Ins and are shown on the cash tray
report. Since money drops affect the cash tray report, the cash tray must be
initialized in order to perform this option.

To record a money drop from the Delivery Status Screen:

Touch the [MISC] button at the base of the Status Screen.

Select the [MONEY DROP] option at the top of the second column.

Type the Employee ID number of the driver making the money drop and press
[ENTER].

Type in the amount of money being dropped and press [ENTER].

View Order Detail


If you wish to view the specific items on a customer order simply press the order
touch button on the Delivery Status Screen. If you wish to view other information
about any delivery order:

Touch the [INFO] button at the base of the Delivery Status Screen.

Then touch the appropriate order touch button to call up the Order Info Screen
shown below:

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Point of Sale Operations

NOTE: The information on this screen is not relevant to non-delivery orders.

Print Multiple Checks


In most delivery establishments, guest checks are printed after the orders have
been prepared and assigned to a driver. In fact, you can configure your system
to print guest checks automatically when each order is assigned to a driver (p.
Error! Bookmark not defined.). You can even configure your system to print
guest checks on sticky labels so the check can be easily affixed to the
appropriate order (Contact ASI for more information on these labels.).

If you have not activated the “print check on assign feature” you must print
checks for each order that has been assigned to a particular driver:

Touch the [MISC] button at the base of the Delivery Status Screen.

Select the [PRINT ALL] option at the bottom of the last column on screen.

Type in the Employee ID Number of the driver assigned to make the deliveries
and press [ENTER]. A check will be printed for each order assigned to that
driver.

Settle a Non-Delivery Order


All non-delivery orders must be settled individually by pressing the [SETTLE]
button to access the POS Settlement Screen (See page 229 for more information
on the payment types and touchbuttons that appear on this screen).

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Point of Sale Operations

As mentioned previously, you can customize the way a POS Station processes
settlement of non-delivery orders based on the type of non-delivery order it is (p.
XX).

Settle Delivery Orders with Driver


As described on page 229, all delivery orders can be settled individually by
calling the order up on screen and pressing the [SETTLE] button at the base of
the Order Entry Screen. In fact, RESTAURANT MANAGER requires you to
individually settle all delivery orders that are settled with a non-cash payment.

However, all orders that have been paid in cash can be settled automatically in a
batch. You must NEVER execute a batch cash settlement if ANY of the
outstanding checks assigned to a particular driver were not paid in full in cash by
the customer.

In other words, before executing an automatic cash settlement you must:

Adjust check totals to reflect coupons or other discounts and credits given to the
client (p. 697).

Void or cancel any checks that were not paid (p. 705).

Individually settle any checks where the payment type is not cash (p. 229).

NOTE: If you accept credit card payments you may wish to take the credit card number over the
phone in order to authorize the payment and issue a credit card receipt that the customer can sign
(p.706). But you should not settle the check until the driver returns with the signed receipt.

To execute an Automatic Cash Settlement on all outstanding checks assigned to


a particular driver (or other employee):

Touch the [MISC] button at the base of the Delivery Status Screen.

Select the [AUTO CASH SETTLE] option at the bottom of the column on the right
of the screen.

Type the Employee ID of the driver for whom you wish to settle all outstanding
checks and press [ENTER] twice to confirm settlement.

View Color Legend


You can tell at a glance the status of all pending orders on the Delivery Status
screen simply by noting the color of each touch button. The default colors are
described on page 668. However these default colors can be changed from the
Screen Colors Setup Form (p. 152). To view a color legend that defines each
color currently used on your particular Delivery Status Screen:

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Point of Sale Operations

Touch the [MISC] button at the base of the Delivery Status Screen.

Select the [COLOR LEGEND] option in the column at the right of the screen.

Filter the Orders On Screen


You can apply a variety of filters to the display of pending orders on the Delivery
Status Screen. Each filtering option is described on page Error! Bookmark not
defined.. From the Backoffice Module you configure your system with different
default filters at different POS Stations. You can also temporarily change the
filter from the POS Module:

Touch the [FILTER] button at the base of the Delivery Status Screen.

Select the filtering option that best suits your needs.

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Point of Sale Operations

Change the Button Display


As described on page Error! Bookmark not defined. you can configure your
system from the Backoffice Module to display a variety of different information on
the order touch buttons that appear on the Delivery Status Screen. These POS
Station defaults can be changed from the POS Station, itself:

Touch the [MISC] button on the base of the Delivery Status Screen.

Select the [BUTTON INFO] option in the column on the right of the screen.

Touch the type of information you wish to display on screen. (The “Name” option
displays the customer name on any delivery orders and any reference you may
have used to tag non-delivery orders.)

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Point of Sale Operations

Fast Transactions
Fast Transactions Mode is appropriate for quick service establishments or other
restaurants that do some counter service. To operate in Fast Transaction mode,
press the [FAST] button at the base of any POS Status Screen. Pressing this
[FAST] button allows you to access the Order Entry Screen to record, send, and
settle multiple orders without ever exiting the Order Entry Screen. The [CASH]
settlement button at the base of the Order Entry Screen can also speed up cash
settlements (p. Error! Bookmark not defined.)

You can configure your system so that one or more POS Stations defaults to
Fast Transactions Mode (p. XX)

NOTE: You can also configure your system to process quick service orders from the Delivery
Status Screen as described on page 691.

Advanced POINT OF SALE Operations


Most of the functions described in this section are executed from the
Miscellaneous Functions Screens which can be accessed by pressing the [MISC]
at the base of the Status Screens and the Order Entry Screen.

Customer References
You can add a text reference to any open orders. This reference will print on the
guest check and, on the Bar Tabs Status Screen, it appears on the order buttons.
You can view the reference on table orders from the Table View Screen (p. 646).

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Point of Sale Operations

You can configure your system to automatically prompt for a reference whenever
you open an order (p. XX).

NOTE: If you link an order to a record in the Frequent Diner/Customer database (p 714), this
information can also serve as a customer reference.

To tag an order with a reference:

Press the [MISC] button at the base of the Order Entry Screen.
Press the [REFERENCE] button to call up a touchscreen keypad.
Type text of up to 22 characters that identify this order.

Changing Menus
From the Backoffice Module you can configure the Order Entry Screen at each
POS station so that it defaults to a particular group of menu item buttons (p. XX).
To call a different group of menu buttons onto the Order Entry Screen, press the
[GROUPS] button at the base of screen. The following Menu Groups Screen will
appear:

This sample screen above shows the menu groups on the “Food” menu. (Note
that the [FOOD] menu button is highlighted at the base of the screen.) The four
buttons on the lower left (Bar, Food, Coupons & Pizza) give access to standard
menus. The four Modifier Menu buttons give access to Modifier Menus. Any

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Point of Sale Operations

items ordered off a Modifier Menu is automatically linked to the previous menu
item ordered (p. 633)

To display the items from a different menu group on the Order Entry Screen,
simply press the appropriate Menu Group Button on the body of this screen.

To display items from a completely different menu, you must first press one of
the Menu Buttons at the base of the screen and then press the appropriate Menu
Group button.

NOTE: If you have not defined multiple menus, the menu buttons will be blank. See page Error!
Bookmark not defined. for more information on configuring your system with multiple menus.

Changing the Customer Count


The customer count is displayed in the status bar at the base of the Order Entry
screen. The customer count can be changed by pressing [MISC] followed by
[CUSTOMER COUNT]. In the Bar Tabs and Delivery Mode, the customer count
defaults to “1” and you only need change the customer count if you wish to print
a sub-total for each customer on the check. (p. XX)

Changing the Revenue Center


RESTAURANT MANAGER automatically assigns a revenue center when a new
order is opened based on the POS Status Screen from which the order was
opened. These default revenue centers are set from the POS Modes Setup Form
(p. 129). The Revenue Center to which an order is assigned can affect the way
RESTAURANT MANAGER processes the order.

You can change the Revenue Center for the active order on the Order Entry
Screen by pressing the [MISC] button followed by [REVENUE CENTER].
RESTAURANT MANAGER will prompt you to select from a list of all the
Revenue Centers you have defined..

In some cases, you may want to specify the revenue center each time you open
an order. You can configure your system to prompt for the revenue center at the
beginning and/or end of each transaction (p. Error! Bookmark not defined.)

From the Session View Screen (p. 574) you can also change the Revenue
Center after an order has been settled, or even after a sales session has been
closed.

Delay Sending of Items to Prep Printers


A time delay can be programmed on one or more items to delay sending them to
remote kitchen printers. Time delays are performed manually by tagging items
on the Order Entry screen, then choosing a delay time.

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Point of Sale Operations

To use this feature, POSLink.EXE must be running on either the fileserver or a


workstation. In addition, you must use the ASI print spooler for all remote
printers that will be accepting time-delayed items.

Before using this feature, you must program the most common delay times.
These delay times are displayed in a selection window when using the Timed
Send option and allow easy selection of common delay times (i.e., 5 mins, 10
mins, 15 mins, etc). To program default delay times, go to RMWin->Setup->POS
Order Entry->Timed Send Delays. The following dialog allows pre-setting
commonly used delay send times.

To perform a timed send, tag one or more items on the Order Entry screen, then
choose the “Timed Send” option under MISC. ASI will display the time delays
entered in the previous step. You may choose one of the defaults, or press
“Other” to manually enter the number of minutes to delay the item.

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Point of Sale Operations

After completing the operation, the delay time is displayed in the “Sent” column of
the view check area. Note, the “Sent” column is not automatically updated;
however, if you exit the check, then go back in, or after you perform certain
operations in Order Entry, the view check area is updated and you will see the
time delay count down to zero minutes.

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Point of Sale Operations

In the sample above, the Prime Rib has been set for a 5 minute delay. If you
press the “Send” key all other items are sent immediately, and the Prime Rib will
be sent in 5 minutes.

The delay time starts counting from the time you complete the Timed Send
operation. So if you complete the operation, then wait 4 minutes to send the
order. The “un-delayed” items are sent immediately, then the “delayed”item (in
this example, the Prime Rib) is sent 1 minute later.

If you tag one or more items that have already been sent, Restaurant Manager
will display a warning message for each of those items.

Canceling Timed Send


If you decide you want to send one or more “timed” items immediately. Tag the
items of interest, and choose the “Timed Send” option again. Then select 0
minutes for the delay time and press send. The items will be sent immediately.

Special Instructions
Most special instructions like “NO ONIONS” or “DRESSING ON THE SIDE” can
be pre-defined as modifiers on the Menu Setup Form. You can then add these
modifiers to an order just the way you add a menu item (p. 633).

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Point of Sale Operations

When a customer makes a special request that is not included on the existing
modifier menus, you can type special instructions that get linked to a particular
menu item as follows:

Order the item for which you will record special instructions.

Press the [MISC] button at the base of the Order Entry Screen followed by
[SPECIAL INSTR.] to call up a button display of all the items on the order.

Touch the item you wish to modify and a touchscreen keypad will appear as
shown below.

Type in up to 12 characters and press [OK].

Comment [AEM24]: keypad.wmf


(Keypad)

Price Adjustments
From time to time it may be necessary to change the price of one or more items
rather than apply a fixed discount to the entire check.

Press the [MISC] button at the base of the Order Entry Screen and select [PRICE
ADJUST]. After entering a password, a screen pops up with a touchbutton for
each item on the order:

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Point of Sale Operations

Comment [AEM25]: priceadj.wmf


(price adjustment)
Press the button of the (first) item whose price you wish to adjust. Type the new
price into the keypad pop-up and press [Enter]. Repeat these steps for each
price you wish to adjust.

Momentary Price Level Shift


The active price level can be shifted momentarily from the Order Entry Screen.
The shifted price level is applied only to a single item and all its modifiers. This
feature can be useful for special coupons and promotional pricing. For example:
buy one large pizza, get a second at half price. A momentary price level shift can
be used to achieve the correct pricing on the half price pizza.

To shift the price level, press [MISC] from the "ORDER ENTRY" screen, then
select [PRICE LEVEL SHIFT]. RESTAURANT MANAGER will ask for the price
level to use. Enter a number from 1 to 6, or press [ESC] to cancel the operation.
After entering the price level, RESTAURANT MANAGER displays a blinking
message indicating the new price level in effect. The price level is automatically
returned to the default on the following item.

Changing the Active Price Level


Unless you have configured your system with automatic price level shifts (p.
Error! Bookmark not defined.) you can shift between price levels from the

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Point of Sale Operations

Status Screen. When you change price levels from the Status Screen, the new
price level stays in effect until you change it again.

To use an alternative price level, press the [MISC] button at the base of the POS
Status Screen, then select [CHANGE PRICE LEVEL]. RESTAURANT
MANAGER will request a password, then ask for a new price level to use. You
may enter any number from 1 to 6.

If your system is configured to change price levels based upon automatic time
schedules, RESTAURANT MANAGER will override any attempt to manually
change the price level. For additional information see page Error! Bookmark
not defined..

Advanced Settlement Functions


Percentage Discounts
To apply a discount to a check, press [MISC] from the Order Entry Screen, then
select the "DISCOUNT" option. RESTAURANT MANAGER will display a list of
valid discounts as defined in the Backoffice Module (p. Error! Bookmark not
defined.).

If you select a discount that was defined with a fixed percentage the discount
amount will be calculated automatically, if the discount you select was defined
with a variable percentage, you will be promtped to enter the percent amount of
the discount.

NOTE: Individual menu items can be marked as 'Discountable' or 'Non-Discountable' (p. Error!
Bookmark not defined.) When applying a discount, only 'Discountable' items are discounted.

Discounts can also be applied from the settlement screen. Refer to page Error!
Bookmark not defined. for additional information.

2 For 1 Discounts
A 2 for 1 discount provides the ability to offer 2 items for the price of 1. You can
apply a 2 for 1 discount to any items that already appear on the Order Detail
Area of the Order Entry Screen.

To apply a two for one discount to the active order:

Press the [MISC] button at the base of the Order Entry Screen.
Press the [2 for 1] button to call up a pop-up screen showing a touch button for
every item on the order.
Press the two items covered by the 2 for 1 discount, the press [OK].

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Point of Sale Operations

The system will automatically zero out the price of the lower priced item and
prompt you to confirm that you wish to zero out this price.

NOTE: If you wish to zero out the price on the more expensive item you must use the Price Adjust
feature to set the price to zero (p. 701).

Coupons and Fixed Amount Discounts


If you offer special coupons to your customers or apply fixed amount discounts to
certain orders, you must create special coupon or discount buttons from the
Menu Setup Form (p. XX). Or, in the case of coupons, you may prefer to create
a special form of payment called “Coupons”.

Consult your reseller or the technician who installed your system for more
information on how to process coupons and fixed amount discounts in your
particular system.

Viewing Order Detail


All the items on a particular order are shown on the Order Entry Screen. If the
order includes more items than can be displayed on a single screen, you can use
the scroll buttons to the right of the Order Detail Area to move through the entire
order.

The total price of the order appears just under the Order Detail Area. This total
includes all applicable taxes, discounts and gratuities. If you wish to view these
amounts broken out alongside the pre-tax sub-total , press the [MISC] button at
the base of the Order Entry Screen followed by the [VIEW] button.

NOTE: The same information accessible by pressing the [VIEW] button is also displayed on the
Settlement Screen.

Viewing Menu Recipes


From the Order Entry Screen you can view any of the recipes you may have
defined from the Backoffice Module. The sample data that comes with a new
system includes a complete bar menu with recipes for all the cocktails on this
menu. If you’ve copied this sample data into your system you can view the
recipes for any of these cocktails from the Order Entry Screen:

To view a recipe for a menu item:

Make sure the menu item your are looking up appears on the Order Entry
Screen.
Press the [MISC] button to call up a pop-up screen with a touchbutton for each
menu item in the group.
Touch the item for which you wish to view the recipe.
Press [CANCEL] to exit the recipe screen.

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Point of Sale Operations

NOTE: If you have not created a recipe for the selected item, a message appears saying "Recipe
Not Found".

Transfering Items
RESTAURANT allows you to transfer an order from one employee to another. It
also allows you to transfer menu items from a bar tab to a table or from one
table to another table, as described below.

To transfer all the items from one table to another:

Press the [MISC] button at the base of the Table Service Status Screen.
Press the [TRANSFER ITEMS] button to call up the following prompt:

Touch the button of the table FROM which you wish to transfer the items.
Then touch the button of the table TO which you wish to transfer the items.

When the transfer is complete the table that originally held the order will be
closed.

Adding a Gratuity
You can add a gratuity to an order from the Order Entry Screen or from the
Settlement Screen. The gratuity can be automatic based on the customer count
or check total, or it can be entered manually. For automatic gratuities, refer to
the Station Configuration options on page 395.

To activate a manual gratuity, or to override an automatic gratuity:

Press the [MISC] button at the base of either the Order Entry or the Settlement
Screen.

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Point of Sale Operations

Press the [SUGGESTED GRATUITY] button and then indicate whether you wish
to add a fixed amount or percentage gratuity amount.
Type in the suggested gratuity amount or percentage and press [OK]

Since the customer may decide to tip more or less than the printed gratuity, the
gratuity amount is not strictly enforced at the time of settlement. It is up to the
cashier (or server) to enter the actual amount tendered. If automatic gratuities
are implemented, the amount tendered will default to the check total plus the
gratuity; however, it is possible to override the default amount and enter a larger
or smaller value depending on the actual amount tendered.

Tax Exemptions
The tax status of the active order is always displayed in the bar at the base of the
Order Entry Screen. From any POS Station you can make the active order tax
exempt. Simply press the [MISC] button at the base of the Order Entry Screen
followed by the [TAXABLE] button. This button allows you to toggle back and
forth from taxable to non-taxable status.

You can also configure your system so that any order linked to a particular
Revenue Center will be tax exempt (p. XX). You may also define specific menu
items that are always tax exempt (p. XX)

Applying Secondary Tax Tables


If your system is configured with a secondary tax table (p. XX), you can apply the
tax rates from the secondary tax table to the active order simply by pressing the
[MISC] button at the base of the Order Entry Screen followed by the [TAX
TABLE] button.

Online Credit Card Authorization


If your system is configured with the online credit card authorization interface (p.
195), you must submit all credit card payments for authorization. If the
“Background processing” feature is enabled (p. Error! Bookmark not defined.)
you can continue with other transactions while the authorization is being
processed.

When a customer presents a credit card:

Press the appropriate table button (or order button) on the Status Screen.
Press the [SETTLE] button at the base of the Order Entry Screen to call up the
Settlement Screen.
Touch the appropriate credit card payment button.
RESTAURANT MANAGER will display the check total to be authorized and
prompt you to confirm or edit the authorization amount.
If the station is configured with a Magnetic Stripe Reader, you will then be
prompted to swipe the customer’s card OR you may press [ESC] to manually

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Point of Sale Operations

enter the account number and expiration date. The system notifies you that
authorization is being processed. When the authorization is returned, the
system will print a credit card receipt.

NOTE: If your system is configured to allow background processing, you may press the [ESC]
button once the authorization has been submitted. This allows you to exit the settlement screen and
continue with other transactions while the authorization is being processed. When you access the
settlement screen again you will be given the option of printing a credit card receipt.

When the customer signs the credit card receipt and adds a tip, you can finalize
the payment and tip amount:

Press the appropriate table button (or order button) on the Status Screen.
Press the [SETTLE] button at the base of the Order Entry Screen.
Select the [FINALIZE PAYMENT] option and follow the prompts to record the tip
amount, etc.

Credit Card Tip/Base Amount Modification After Approval


If you need to change either the tip amount or the base amount of an already
approved or even settled credit card payment, simply enter the payment screen,
select the payment you wish to modify and then touch the button with the amount
you wish to change. However, this can only be done when the payment is not
finalized yet.

Voiding Credit Cards prior to Unsplitting a Check


Restaurant Manager will display a warning message prior to unsplitting a check if
there are credit cards on any of the seats. The user can choose to continue, or
cancel the operation. This prevents accidental removal of pre-authorized credit
cards during the un-split check operation.

Voiding a Check
To void a check:

NOTE: If your system is configured with the Inventory Module, you should note that voiding a
check DOES NOT decrement inventory. If you wish to decrement inventory but recognize that no
payment has been made, you must settle the check as a Guest (or “house”) check (p. 708).

Negative Item Quantities


At the POS you can ring up items using a negative quantity, even if there aren’t
any corresponding positive quantity items on the order. This is useful for
generating credits against checks that have already been settled. For example,

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Point of Sale Operations

a customer might dispute a check claiming that he was charged for items he did
not consume.

To ring up a negative quantity, select the Quantity button under Miscellaneous


and chose one of the negative quantity buttons in the rightmost column. If you
need a negative quantity greater than 10, use the Other button to pull up the
numeric keypad.

Setting the Security Level for Negative Quantities


You can limit the access to negative quantity items by setting the security level
under Setup->Stations. Use the search function to locate “Negative Item
Quantities”. The default security level on newly installed systems is 2.

Settling Guest Checks

If you wish to pick-up an entire order so that the customer is charged nothing but
the system recognizes that the order was served:

Touch the appropriate table button or order reference on the POS Status Screen
to call the order up on screen.
Touch the [SETTLE] button at the base of the Order Entry Screen.
Touch the [GUEST] button on the Settlement Screen.

NOTE: If you prefer not to pick up the entire check but, rather, wish to pick up the cost of one or
more menu items, simply set the prices of those items to zero as described on page 697.

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Point of Sale Operations

Posting a Transaction to a Guest Account


If your system is configured with the Guest Accounts Module (p. 196) you may
post a transaction to a Guest Account for payment at a later date.

Record the customer order and print a guest check as you would for an order
that is to be settled with any standard form of payment.

Call the order up to the Order Entry Screen for settlement.

Press the [SETTLE] button at the base of the screen.

Select the “On Account” settlement option.

Press the [ENTER] button to confirm the settlement amount OR press [ESC] to
adjust the check amount.

Press the [LOOKUP] button to look up the customer’s account number (If you
know the customer’s account number, you may type it in directly and skip to step
#9.)

Type in the first few letters of the customer’s last name to call up a list of
customer’s who’s names begin with those letters.

Press the button corresponding to the customer whose account should be billed.

Answer appropriately to any additional prompts for sending items, printing


customer receipts, etc.

NOTE: You may wish to create a Fast Button Macro for posting transactions to a Guest Account (p.
Error! Bookmark not defined.).

Settling in a Foreign Currency


If your establishment takes more than one form of currency, and if you have
defined those currencies on the Foreign Currency Setup Form (p. 225), you can
settle checks and make change in a secondary currency as follows:

Press the table button (or order button) on the POS Status Screen that
corresponds to the order you wish to settle in a foreign currency.

Press the [SETTLE] button at the base of the Order Entry Screen to call up the
Settlement Screen.

Press the [MISC] button followed by the [CURRENCY] button. The totals on
screen will be converted to the secondary currency.

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Point of Sale Operations

Press the button that corresponds to the payment type being presented. The
change due is displayed in BOTH primary and secondary currency units.

Press [YES] to confirm settlement in the secondary currency.

NOTE: The secondary currency type is used during the settlement process only. All cash tray and
sales reports are printed in primary currency units.

Split Payments
From the Settlement Screen you can record as many payments as you wish
toward the settlement of the active order. Simply press the appropriate payment
button and type in the amount of each payment. Restaurant Manager will
assume that the full amount of each payment goes toward the check, itself.
However you can adjust the payment information to include a tip or cash back
amount in each payment.

To record a partial payment on an order that includes a tip or cash back amount:

Press the appropriate payment type button for the first payment on the order.
Type in the amount tendered and press the [OK] button. A payment bar will
appear on the body of the screen.
Touch the portion of this bar that represents the tip amount (or the cash back
amount).
Type in the amount of the tip (or the change due) and press [OK].
Repeat these steps for each payment you process.

Enabling/Disabling "SETTLE"
The "SETTLE" function can be enabled (or disabled) for each POS station. This
is useful if you want to ensure that your employees only settle checks at
designated stations. To enable (or disable) the settlement function, press [MISC]
at the main POS screen. Select the "ENABLE SETTLE" option and follow the
prompts on the screen. This feature requires the entry of a password.

The default settlement mode (whether enabled or disabled) can be changed in


System Configuration (p. XX)

Revising Settlement
If you make a mistake while settling a check, you can make adjustments to the
settlement from the Settlement Screen. For each payment you record, a row of
buttons appears on the body of the settlement screen. You can adjust the
amount displayed on any one of the payment buttons simply by touching the
button.

To delete one or more payment types, simply press the [DELETE] button at the
base of the Settlement Screen and indicate which payment you wish to delete.

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Point of Sale Operations

In the sample screen below four payments of $20 each have already been
recorded on a bill of $65.55. The screen is showing that the excess amount of
$14.45 has been recorded as a tip for the waiter (in the first row of Cash
Payment buttons). To instead record this as a “Cash Back” or change due
amount, you could simply touch the [TIP] button on the first row and type in “0”
and RESTAURANT MANAGER will automatically adjust the cash back amount.

Once a settlement has been finalized, you can make revisions by pressing the
[MISC] button at the base of the POS Status Screen followed by [REVISE
SETTLEMENT]. RESTAURANT MANAGER then displays the following Revise
Settlement Screen:

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Point of Sale Operations

Comment [AEM26]: revsettl.wmf


(revise settlement)
Simply highlight the settlement you wish to revise and press the [REVISE
SETTLEMENT] button at the right of the screen. Once the settlement has been
finalized you can change the payment type, tip amount or Revenue Center, but
you cannot change the amount paid.

Recalling a Closed Check


On occasion, it may be necessary to recall a check after it has been settled. An
example may be when a customer has already paid for his meal and later
complains that something was not to his liking and requests a refund on portion
of the order. One way to handle this would be to use the “Revise Settlement”
option and revise the transaction to void, then re-ring the transaction. Another,
more efficient way is to “Recall” the check, make the necessary modifications,
and settle it again.

When recalling a closed check, delivery orders are recalled to the delivery
module, all other transactions including Tabs, Tables and Fast are recalled to
Tabs POS. To recall closed tables or fast transactions, you must purchase the
optional Tabs POS module.

To recall a closed check, press “Misc” from the main POS screen in any POS
mode (tables, tabs, delivery) and select the option “Recall Check.” RM will
display a scroll list of all transactions in the current session. Highlight the
transaction of interest and press the “Recall Check” button. Before recalling the
check, RM will ask you to confirm your intention.

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Point of Sale Operations

After recalling a closed check, the transaction is deducted from the cash tray tally
as well as the employee tally so “Recall Check” should be used with caution.
After making the adjustments and finalizing the transaction again, the new
amount is applied back to the employee and the cash tray.

In general, if you are doing cashier banking, you should try to recall a check and
settle it on the same cash tray that was used originally. For example, a customer
makes a $20 purchase and pays for it, but later returns to get a $5 refund. If
everything is done using the same cash tray, you can take $5 out of the tray and
give it to the customer. If however, you use a different cash tray to finalize the
recalled check, then you should remove $20 from the original tray, give $5 to the
customer, and put the remaining $15 into the new tray.

Printing Bar Codes (Smart Check)


In a cashier banking environment, you can improve the speed and accuracy of
recalling checks by using bar codes. ASI can print a bar code at the bottom of
each guest check and the cashier can recall the check by scanning the bar code.

When recalling a check using the bar code, the POS station must be on the main
Tables, Tabs or Delivery screen. Attempting to recall a check from the Order
Entry screen or settlement screen may yield unpredictable results. If using
enhanced password control, the POS station must be in the “Active” mode (i.e.,
an employee must first sign into the system by swiping their card, or manually
entering their password, or placing their finger on the fingerprint device).

When recalling a check using a bar code, ASI will automatically switch to the
correct POS mode. For example, if the POS is in Tabs mode, and the cashier
recalls a Table, the POS will automatically switch to Tables mode and if
necessary, change to the correct dining area.

To enable bar codes, set the option “Print Bar Code” under RMWin->Setup-
>Stations. You can choose to have the bar code printed at either the top or
bottom of the guest check. You must also set the “Begin Bar Code” and “End
Bar Code” codes for the printer you are using. This is done under RMWin-
>Stations->Devices->Printer Codes.

Certain operations such as transferring items, or un-splitting a check may cause


the bar code recall feature to fail. For example, if you print the check for a table,
then transfer the items to another table, the bar code on the printed check will fail
to recall the original check. The one exception to this is the “Send to Tabs”
feature. It is permissible to send a table transaction to tabs and the bar code
recall will still work properly.

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Point of Sale Operations

Technical Note:
ASI utilizes UPC-A bar coding conventions, which is the most common bar
coding scheme used in retail environments. To print bar codes, your printer must
support UPC-A bar codes. In addition, cashier stations must be equipped with
scanners that support this standard. The Epson TMT85 and TMT88 printers both
support UPC-A bar coding. The Metrologic model 9540 scanner also supports
UPC-A.

Frequent Diner
RESTAURANT MANAGER provides an integrated frequent diner facility. In
addition to storing name, address and telephone number, RESTAURANT
MANAGER can record birth date, number of purchases, last purchase date and
the dollar value of all purchases. Frequent diner records can be created and
linked to specific orders from any POS Station. These records can also be
accessed from the Backoffice Module if your system is configured to allow such
access for mailing purposes, etc.(p. 515)

You can configure your system with default telephone area codes, zipcodes, etc.
(p. XX) so that these defaults are automatically entered when you create a new
record.

This same Customer Database is used with Street Databases in the Delivery
Module to track Map Codes and driving directions for all delivery orders (p. 678)
and so comprises part of the “Delivery Databases”.

To link an order to a record in the Customer Database:

Press the [MISC] button at the base of the Order Entry screen and then press
[FREQUENT DINER].
Type in the customer’s phone number (or other ID number) and press [OK] to
view all the information on an existing customer record or to create a new
customer record.
Press the [OK] button to confirm that the information on the existing customer
record is still correct or proceed with creating a new customer record as
described on page 678.

Cash Pay Outs


In order to make a cash pay out, the cash tray must be initialized at the station
where the pay out is taking place. Press [MISC] from the main POS screen, then
select the [CASH PAYOUT] option. RESTAURANT MANAGER will display the
payout categories.

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Point of Sale Operations

Comment [AEM27]: payouts.wmf


(cash payouts)
Use the arrow buttons to scroll through the list and select the desired pay out
category. RESTAURANT MANAGER will ask you to enter the amount of the pay
out and an optional comment describing the nature of the pay out. The pay out
will appear on the cash tray report and on the paid out report. Both reports are
accessed from "Session Operations."

Paid Ins, Paid Outs


On v14 Paid In and Paid Out appear as two separate options.

Employee Paid Out


An employee paid out is similar to a normal paid out, except it is linked to a
specific employee. The paid out amount is shown on the cash tray report as well

715
Point of Sale Operations

as the employee revenue report. Employee paid outs can be used to pay non-
cash tips (e.g., credit card tips) to employees using cash from the cash tray.

Server Call
RESTAURANT MANAGER has a built-in server call function which allows
kitchen staff to notify servers when their orders are ready. In order to use this
feature, you must have a Point of Sale station in close proximity to the kitchen.

Press [MISC] from the main POS screen, then select [CALL ON].
RESTAURANT MANAGER will ask you to enter an employee number. Type in
an employee number and press [Enter]. If the employee is logged in, his/her
name will blink in the "Employee" window to indicate that an order is ready. The
blinking employee name will be visible at all Point of Sale stations. After picking
up the order, the server can turn off "server call" by using the "CALL OFF"
function.

Flash Report
Flash reports provide an up-to-the-minute summary of activity for the current
session. It can be printed from any POS station at any time and includes all
transactions that have been finalized (i.e., settled) for the current session. To
print a flash report, press [MISC] from the main POS screen, then select "FLASH
REPORT" from the selection window. The flash report is printed on the receipt
printer.

Access DOS and Other Programs


The Point of Sale program provides a gateway for accessing DOS commands
and other DOS programs. Press [MISC] at the Status Screen and select the
[DOS COMMAND] option. RESTAURANT MANAGER will display a touchscreen
keypad ask you to type a command. You may enter any valid DOS command or
Windows executable. For example, you could enter the command to execute
your word processor, or a spreadsheet or accounting program.

NOTE: Depending on the DOS command executed, you may be required to have a keyboard
connected to the POS station. Without a keyboard, you could lose control of the station and have to
re-boot the computer to bring it back on-line.

Opening/Closing Sessions
Normally, the process of opening and closing sessions is done by the manager in
the back office; however, some users may find it convenient to be able to open
and close sessions directly from a POS station. Press [MISC] from the main
POS screen, then select the option [SESSION OPEN/CLOSE]. RESTAURANT
MANAGER may require a password depending upon your system configuration.

716
Point of Sale Operations

Change Printer Paper


When changing the paper in a kitchen or bar printer, do NOT turn off the POWER
to the printer; instead, turn the printer "Off-Line" by pressing the button labeled
"On-Line." The light above the button will dim to indicate that the printer is Off-
Line. After a new roll of paper has been installed, press the "On-Line" button
again to return the printer On-Line. Following this procedure will ensure that
orders that are "Sent" to the printer while the paper is being changed will
immediately be printed once the printer is returned on-line.

Ordering Pizza
If you only sell specialty pizzas where the customer cannot choose the crust size
or toppings, etc. that come with the pizza, you should simply define each
specialty pizza as a standard menu item as described on page Error! Bookmark
not defined.. If you sell pizzas where the customer can mix and match a variety
of crust sizes and toppings, etc., then you must create a special pizza menu as
described on page Error! Bookmark not defined.. When you create a special
pizza menu, your RESTAURANT MANAGER automatically generates a special
Pizza Order Entry Screen that allows you to enter all the particulars of any pizza
order from a single screen.

The Pizza Order Entry Screen can only be accessed from the main Order Entry
Screen.
All pizza orders defined on the Pizza Order Entry Screen are displayed on the
Order Entry Screen along with the drinks and other standard menu items the
customer may order.

The Pizza Order Entry Screen


To access the Pizza Order Entry Screen:

Open a new order or access a pending order from the Status Screen.

Touch the [MISC] button at the base of the Order Entry Screen.

Select the [PIZZA] option from the third column on screen.

NOTE: To create a Fast Button that calls up the Pizza Order Entry Screen go to the Primary Macro
Setup Form (p. Error! Bookmark not defined.) and type: <F9> 15 <Ent>.

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Point of Sale Operations

The Pizza Order Entry Screen is organized as follows:

Size
There are six buttons at the top of the Pizza Order Entry Screen that allow you to
indicate the size of the pizza you are ordering. You can customize the label on
each size button (p. Error! Bookmark not defined.). In our sample screen
above, there are five size options are Small, Medium, Large, Extra Large, and
Super Sized. You can configure your system to default to the most popular size
(p. Error! Bookmark not defined.). Simply touch the appropriate button to
indicate the size of pizza the customer wishes to order. You can change the size
as many times as necessary while taking the customer’s order. YOU MUST
SELECT A CRUST SIZE WHEN ORDERING A PIZZA.

Crust
Just under the size buttons are six additional buttons that you may use if you
offer a variety of crust types like those on our sample screen above (Pan, Deep
Dish, Stuffed, Whole Wheat, etc.). As with the size buttons, you simply touch the
appropriate button to indicate the crust type. However, if you have not defined
any special crust types, you are not required to touch a crust type button when
ordering a pizza.

718
Point of Sale Operations

Whole Pizza / 1st HALF / 2nd HALF


If the customer wants different toppings on different parts of the pizza, you must
use the sections along the left side of the screen to indicate which part of the
pizza you are defining. When the Pizza Order Entry Screen appears, the section
labeled “Whole” (in the upper left hand corner) is highlighted. If you touch the
section labeled “1st HALF” the highlight moves to that section, etc. You should
leave the highlight on the “Whole” section unless the customer wishes to order
different toppings on each half of the pizza

As you add toppings to your pizza order they will appear in the highlighted
section. Simply touch a topping (or combo) button at the center of the screen
and the topping will appear in the highlighted section.

Toppings
You can define up to twenty five toppings with a different price for each size and
crust type (p. Error! Bookmark not defined.). These toppings can be displayed
on the touch buttons at the center of the Pizza Order Entry Screen. To add a
topping to your pizza, simply touch the appropriate button. The toppings will
appear in whichever of the “Whole” or “Half” sections is highlighted on the left of
the screen (and priced accordingly.) Use the [COMBO] and [TOPPINGS]
buttons in the upper right hand corner of the screen to indicate which touch
buttons you wish to display on the center of the Pizza Order Entry Screen.

Combos
You can define up to twenty five specialty pizzas or combos (p. Error!
Bookmark not defined.). RESTAURANT MANAGER treats these pizzas like a
special combination of toppings and so, as with toppings, you can create a
different specialty pizza price for each crust size and type. You can even create
half pizza prices.

The 25 combo pizzas can be displayed on the touch buttons at the center of the
Pizza Order Entry Screen by pressing the [COMBO] button in the upper right
hand corner of the screen. To order a combo pizza, select the crust size and
type and then simply touch the appropriate combo pizza button. The name of the
combo pizza will appear in whichever of the “Whole” or “Half” sections is
highlighted on the left of the screen and will be priced accordingly.

The following function buttons appear at the base of the Pizza Order Entry
Screen:

New – Touch this button to add a second or third pizza to the active customer
order. If you wish to order a pizza for a new customer, you must touch the

719
Point of Sale Operations

[DONE] button at the base of the Pizza Order Entry Screen and then exit to the
Status Screen to open a new order.

Clear – Touch this button if you wish to erase the toppings or specialty pizzas
listed in one or all of the the “Whole” and “Half” sections on the left of the screen.

Qty – Touch this button if you wish to order more than one pizza with the same
toppings. The quantity is displayed on the face of this touch button.

Prev – Touch this button if you have added multiple pizzas to a single order and
wish to view or change one of the pizzas entered already. (NOTE: The total
number of pizzas in the order and the actual pizza displayed on screen are
identified just under the section labeled “2nd HALF”.)

Next -- Touch this button if you have used the [PREV] button to review the first
pizzas added to the active order and now wish to return to the last pizza order
you were working on.

Mods – Touch this button if you wish to add a pre-defined modifier like “NO
ANCHOVIES” to the order. (See page Error! Bookmark not defined. for
information on creating pre-defined modifiers.)

Note – Touch this button to type in a brief note that will be sent to the kitchen
along with the pizza order.

Del – Touch this button if you wish to delete the entire pizza defined on screen.

Done – Touch this button when you have finished using the Pizza Order Entry
Screen.

NOTE: The Pizza Order Entry Screen can only be accessed from the main Order Entry Screen. All
the pizza orders processed from the Pizza Order Entry Screen appear on the Order Entry Screen
when you exit the pizza screen.

Modifying Pizzas
RM version 12 and later allows price changes on pizzas, such as Price
Adjustments, 2 for 1 discounts, and line item discounts; however, after the price
of a pizza is adjusted, the pizza can no longer be modified in any way. It can
only be deleted. If you need to make a change after modifying the price of a
pizza, you must delete the pizza and re-enter it.

Immediate Pizza Order Screen

720
Point of Sale Operations

If Pizza is your primary business, you can configure the system to bring up the
Pizza Ordering screen each time you go into an order. Note that the Pizza
screen is displayed on initial orders as well as recalled orders. This option is
enabled by revenue center. To enable it, go to Setup-> Settlement->Revenue
Centers and check the box “Start in pizza menu.”
For Pizza "Start in Pizza menu.”

Session and Staff Management

Opening and Closing a Sales Session


The POINT OF SALE process is organized into "sessions" which are numbered
in sequence. At the beginning of each business day, you must "OPEN" a
session, and at the end of the day (after all checks are settled), you must close
the session.

The SESSION OPEN/CLOSE function is accessible both from the Windows


Backoffice and the POS Status Screen.

To open a session from the Backoffice, see page 581. To open a session from
the Status Screen, press the [MISC] button at the base of the Status Screen,
then select the [SESSION OPEN/CLOSE] option and follow the instructions on
the screen.

721
Point of Sale Operations

When you first begin using RESTAURANT MANAGER, the session number is
set to 1. This number is automatically incremented with each new session.

Closing the Session


At the end of each session when:

- all the bills have been settled,


- all the employees have clocked out (p. Error! Bookmark not defined.),
and
- you have closed all cash trays (p. 722).

you must instruct RESTAURANT MANAGER to "close the session". You may do
so by selecting SESSION OPEN/CLOSE from the Backoffice program (p. 581),
or close the POS module form any POS station as a described below:

To close the session from a POS Station, select [MISC] followed by SESSION
OPEN/CLOSE, and follow the instructions on the screen.

If there are open orders RESTAURANT MANAGER does not allow the session to
be closed.

If you have activated the “Force Employee Logout” option in the Session Close
Setup Form, you may not close a session until all employees have logged out.

If you have activated the “Prompt for Bank Deposit” feature in the Session Close
Setup Form (p. Error! Bookmark not defined.), RESTAURANT MANAGER will
prompt you to enter up to two bank deposit amounts. If you only have one bank
deposit, enter the amount in "Deposit 1" and enter 0.00 for "Deposit 2." If the
bank deposit amounts are not known, you can enter 0.00 and modify the
amounts later (p. 580).

After entering the bank deposits, RESTAURANT MANAGER will proceed to


close the session. Depending on the options installed in your system,
RESTAURANT MANAGER may perform one or more of the following actions:

- Credit Card batch settlement (p. Error! Bookmark not defined.)


- Inventory Adjustment (See Inventory Manual for details)
- Food Trak Interface (p. Error! Bookmark not defined.)

A blinking message is displayed as these actions occur.

Banking Procedures
RESTAURANT MANAGER can handle both cashier banking and server banking.
Cashier banking requires that you have at least one cash drawer connected to

722
Point of Sale Operations

your system. The cashiers handle ALL settlements and are responsible for
balancing their cash tray at the end of the shift.

Cashiers clock in and out of the system as do ALL employees, but in addition,
cashiers must "Initialize" the cash tray at the beginning of the shift by declaring
the starting amount in the tray. RESTAURANT MANAGER can manage up to 99
cash trays per session. Cashiers are not allowed to clock out of the system until
they "CLOSE" their cash tray and declare the final cash tray balance. The Cash
Tray report, accessed from "Session Operations" provides figures for cash tray
reconciliation.

NOTE: An important System Configuration parameter for cashier banking is "Require Cash Tray
Init." This parameter should be set to "YES."

In a server banking system, cash trays are not required as waiters and
waitresses carry their own banks. Servers enter their employee number when
opening tables. RESTAURANT MANAGER keeps a tally of sales for each
employee. The "revenues" report, printed when employees clock out, show their
sales broken down by method of payment. The information on the revenues
report provides reconciliation for server A final example is in a cashier banking
environment that has a lot of split checks. When a cashier is finalizing one seat
of a split check, other cashiers are not allowed access to the other seats on the
table. If the table is sent to tabs, each seat becomes a separate tab and cashiers
can access them simultaneously.
.

NOTE: Cashier banking and server banking can be used simultaneously; however strict operational
procedures must be established. When mixing cashier banking and server banking, servers MUST
NOT settle their transactions at a cashier terminal.

RESTAURANT MANAGER assigns the server number when a table is OPENED


and the cash tray number at the time of settlement. If a server opens a table and
enters his/her employee number, then settles the check at a cashier terminal, the
money for that check is added to both the cashier's tally AND the server's tally.
Either the cashier, or the server will end up short depending on whether the
money went into the tray, or into the server's bank. To avoid this situation, it is
important for servers NOT to settle their checks at a cashier station. This will
ensure that server tallies are kept separate from cashier tallies.

Cash Tray Management


Cash tray options provide facilities for cashiers to initialize and close out their
cash trays and to declare their starting and ending cash tray balances. These
options are required when using cashier banking. To access Cash Tray Options,
press [MISC] from the main Point of Sale screen, then select "CASH TRAY
OPTIONS."

723
Point of Sale Operations

IMPORTANT: Do not confuse the term CASH TRAY with CASH DRAWER. A cash drawer
refers to the physical hardware that contains the cash tray. The cash tray is assigned a number and is
tied to the employee that initialized it. During the course of a session there can be several cash trays
associated with one Cash Drawer, depending on the number of cashier shifts. See the Station
Configuration section for more information on Cash Drawers and Cash Trays,

NOTE: Cashiers must first clock in before they are allowed to initialize their cash tray.

Comment [AEM28]: CDOpts


(Cash Tray options)

Cash Tray Initialization


To initialize a cash tray, select option "1. INITIALIZE." RESTAURANT
MANAGER will ask for a cash tray number, an employee number, and the
starting amount in the tray. For the starting amount, enter the total amount in the
tray including cash, checks, credit card vouchers, etc.

THIS PROCEDURE ONLY INITIALIZES THE TRAY ON THE STATION WHERE IT IS


PERFORMED.

If the station is shut down, or re-booted for any reason, the cash tray number is
automatically restored when the station is brought back on line. RESTAURANT
MANAGER will continue adding to the previous cash tray tally.

Closing a Cash Tray


Cashiers must close the cash tray at the end of their shift. To close out a tray,
select option "2 - CLOSE OUT" from the "CASH TRAY OPTIONS" menu.
RESTAURANT MANAGER will ask for the cash tray total. This is the total of all
forms of payment including cash, check, credit cards, coupons, etc. This number
is printed at the bottom of the Cash Tray Report. Discrepancies between the
declared amount and the theoretical amount (based on sales) are shown as an
"Excess" or "Shortage" at the bottom of the cash tray report.

724
Point of Sale Operations

If you wish to reconcile the Cash Tray to a Cash Tray report, you can print a
Flash Report (p. 716).

Opening the Cash Drawer


Normally, RESTAURANT MANAGER automatically opens the cash drawer at the
time of settlement; however, the drawer can be opened for other reasons. For
example, to give change to a customer, or to change the till, etc.). From the
"Cash Tray Options" screen select option "3. OPEN DRAWER." This option may
be password protected.

Displaying Cash Tray Activity


To see the cash tray activity for the current session, select "SHOW C/D INFO"
from the "CASH TRAY OPTIONS" menu. RESTAURANT MANAGER will display
a window showing the tray numbers that have been used during the session and
the employee (or cashier) assigned to each. To the right of the employee
number, the tray status is shown as either "OPEN" or "CLOSED."

This terminology is not be confused with the drawer actually being open or
closed. Instead, an "OPEN" tray is one that has been initialized, but not yet
closed out.

RESTAURANT MANAGER does not allow duplicate cash tray numbers in the same session.
Therefore, once a tray is closed, the same tray number may not be used until the next session.

725
Point of Sale Operations

Comment [AEM29]: CDOpts2


(Cash Tray options 2)

External Programs from POS


A calculator, calendar, the RESTAURANT MANAGER™ backoffice… these are
just a few of the programs you can access from POS stations if you so desire.

How to Define External Programs


You access the External programs setup form from the Backoffice under Setup-
>General->External Programs.

726
Point of Sale Operations

Description: Enter a description of the program. This will be displayed on the


button at the POS.

Command Line: Enter the name of the executable and any require command
line parameters.

Wait for completion: Checking this box will suspend the POS program until the
launched external program is closed. If not checked, the program will be run and
made the foreground task.

NOTE: External Programs now supports tag expansions for the tag <Account Number>. For this
tag, if “External Programs” is accessed on the order entry/settlement screens, it is expanded to the
currently set account number. However, if accessed on the main POS screen or if no account
number is set-up, then it is replaced with a null string.

WARNING: Care must be exercised in running programs and not


waiting for them to complete. If a keyboard is not available you might
not be able to switch back to the POS program.

Running the Backoffice from a POS Touchscreen Station


Simply enter RMWIN.EXE in the command line field described above.

You might need to use a pen tip or other pointed (but not sharp!) object to
accurately select some of the backoffice options.

727
Point of Sale Operations

Touchscreen Keyboard
If you wish to enter alphanumeric characters (to set report filters for example) you
will need to purchase a Pop-up, Stay-On-Top keyboard utility like the one shown
below. Contact ASI for information on how to obtain this utility.

24-Hour Operations
In a normal (non 24-hour) operation, RESTAURANT MANAGER™ requires all
transactions to be settled, cash trays must be finalized and employees clocked
out in order to close the session. In a 24-hour operation, this may not be
feasible. To accommodate 24-hour operations, RESTAURANT MANAGER™
provides several configuration options under Setup->Station Configuration-
>Miscellaneous->Session.

When 24 hour operations is enabled, RESTAURANT MANAGER™ will allow


starting a new session at any time. If a session is already open, it is
automatically closed, before opening the new one. In addition, all cash trays are
automatically finalized with a declared amount of $0.00, any open tickets are
transferred to the new session, and employees can be optionally left on the clock
or clocked out and immediately clocked back in for the new session. The
procedure for opening a new session is identical to non 24-hour mode and can
be done from either a POS terminal, or from the Backoffice.

Although the session change can occur at any time, it is recommended that it be
done at the same time each day and at the same time as a shift change. If you
want your cashiers to declare their ending cash tray balance, then they should
manually finalize their cash trays prior to starting a new session.

Because the 24-hour changeover requires modifying key data in Point of Sale,
the POS stations are held in a locked state while the changeover occurs. As the
session change is occurring, the POS stations will display the following message:

“Restarting RMPOS, please wait …”

Once the session change is complete, the POS stations will automatically shut
down and restart themselves.

728
Point of Sale Operations

The only condition that will prevent opening a new session in 24-hour mode, are
credit card transactions that are authorized, but not finalized. This is by design to
ensure that the credit card batch stays in agreement with the RESTAURANT
MANAGER™ session reports. If you are using on-line credit card authorization,
you must finalize all credit cards before starting a new session.

Powering-Down the Point of Sale Stations

IMPORTANT: Never turn-off power to the point of sale stations while the Point of Sale module is
running. Doing so may result in losing and/or corrupting your sales data.

Prior to turning off the Point of Sale stations, always press [EXIT].
RESTAURANT MANAGER will return control to the DOS operating system.
Once control is returned to DOS, you may safely turn off power to the station.

NOTE : Depending on settings in System Configuration, RESTAURANT MANAGER may ask for
a password to EXIT the POS program.

Issuing Session Reports


RESTAURANT MANAGER is capable of printing numerous session reports. All
session reports pertain to a single session, and are issued from the Backoffice
program (p. 583). Reports that span more than one session, can also be printed
from the Backoffice (p. Error! Bookmark not defined.).

The key session reports appear on the following pages. At a minimum you
should issue the Session Report:

Click on the “Reports” drop down menu and select the “Session” option.
Select the “Session Summary” option to call up the report filter.
Select the appropriate destination at the base of the pop up screen and enter any
filtering parameters you may need.
Click on the [OK] button

NOTE: Tips paid into the Cash Drawer for each payment type are recorded in the “Credit” column
in the “Payment Types” section of this report. This same tip amount also appears just below the
“Cash Sales” amount at the base of the report. If you wish to analyze the tips generated by each
employee you must issue the “Employee Gratuities” report. (Reports | Employees | Employee
Gratuities)

For additional detail on the information in the “Payment Types” section of this
report, you should issue the “Sales by Form of Payment” report. (Reports | Sales
Reports | by Form of Payment)

For additional detail on the information in the “Group Types” section of this
report, you should issue the “Sales by Group Type” report. (Reports | Sales
Reports | by Group)

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Point of Sale Operations

For additional detail on the information in the “Tax Types” section of this report,
you should issue the “Taxes” report. (Reports | Sales Reports | Taxes)

For additional detail on the information on the non-sale transactions shown as


“Paid Ins” and “Paid Outs”, you should issue the “Paid Out Session” report.
(Reports | Session Reports | Paid Outs)

It is highly recommended that you use the “Chained Report” feature (p. Error!
Bookmark not defined.) to efficiently issue all the reports you wish to issue at
the end of each Sales Session. Once you have created a set of chained reports,
you can click on the “REPORTS” icon in the Backoffice Module to issue any set
of chained reports.

NOTE: Your POS system works with a variety of input devices (touch screen, light pen, mouse, or
keyboard). If your system is configured with keyboards, the screens in your system will look a little
different than the screens presented in this manual, which are used with all other input devices. See
page Error! Bookmark not defined. for more information on keyboard systems.

730
Point of Sale Operations

731
Appendix

About the Manufacturer


ASI has been designing and distributing restaurant point-of-sale applications
since 1987. ASI’s flagship POS product, Restaurant Manager™, is a fully-
integrated Windows-based system that can be easily tailored for use in any sort
of establishment from a four-star restaurant to a national pizza delivery chain.
ASI’s industry-leading wireless Write-On Handheld™ POS System is the leading
handheld POS application on the market today. To learn more about ASI visit
our website:
www.actionsystems.com

…or contact us at the address below:


Action Systems, Inc.
1734 Elton Road
Suite 219
Silver Spring, MD 20903
(800) 356-6037

About Your Reseller:


Your system was installed and configured by a registered ASI Reseller:

____________________________________
____________________________________
____________________________________
____________________________________

The serial number on your system license is:______________________

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