Administrative Operations

Employees & Security

 

Employee Files:  On your main Back Office screen, go to “Set-Up” then “Employee Setup” then “Employee Files”.  You will then see a screen that will show a list of employees on the left side and on the right will be an area to fill in employee information.  This portion of the screen has 4 tabs:  “General”, “Payroll”, “Driver”, and “Notes”.  The information is filled in along with a security level and an access code.  You are also able to assign them an MSR card that the employee can use to swipe and access the system.  To assign an MSR card, place your cursor in the MSR card box, take a new MSR card and swipe it.  An encoded serial number within the card that you cannot read (All that will show are asterisks) will show in the MSR Card box.

To create a new employee, click on “New” at the bottom of the employee screen and fill in the employee information, including security level and access code.

Labor Scheduling:  In the “Payroll” tab there are a variety of features that you can use on an individual employee.  There is one in particular that reads “Schedule Not Enforced”.  The default of the system is to enforce the schedule, which means that you have to schedule within the system so that employees can only clock in at the time they are scheduled.  A couple of reasons to check the box to not enforce the schedule would be if you are entering in a salaried employee or if you do not schedule within the system and are only interested in logging your sales.

When you have an employee up on the “Employee” screen click on the “General” tab and down in the lower right corner of the employee information box, click on “Work Schedules”.  A schedule box will pop up on the screen.  To make that employee’s schedule, click “Add” next to the day you are scheduling and enter in “Clock In Time” and “Clock Out Time” and click “Done”.  The hours are populated on the schedule screen at the bottom, including regular hours, overtime hours, and double time hours.  You are also able to use “Copy Schedule Same As” feature on the lower left corner of the schedule screen to create the same schedule for a different week. 

Job Titles:  There are a couple different ways to edit job titles or add new job titles.  One is in the employee file screen when you are entering a new employee, next to the “Job Title” field is an “Edit” button.  Click on the “Edit” button and job titles can be edited in this area or create a new one. 

Another area to edit or create a job title is go back to your main Back Office screen and select “Set-Up”, “Job Titles”, and you will get the same screen as above.

System Access & Security Settings:  To assign a specific function to a security level, go to your Back Office main screen, click on “Security Settings”.  You will see a list of “Security Names” and as you click on each one, at the top of the screen, there will be a field “Minimum security Level” that holds the different security levels.  As you click on the security names, you can change the minimum security level at the top for that particular job function.  When this has been completed, click on “Done”.  Note, it is recommended that only Level 5 security level should have access to the Back Office as there is very sensitive information in that section of the software, i.e. payroll information. 

Payroll:  You are able to use the payroll portion of the software by itself or it can be merged with Quick Books and you can manage your accounting that way.  The software does have an accounting integrator and you can actually map the data and migrate it to over to Quick Books and use your accounting that way.

You will set up the wages within all of your employee files.  On the main Back Office screen, click on “Set-Up”, “Employee Files” and click on the “Payroll” tab.  When you set up your Job Codes you can have a default pay wage for each.  You are able to change that default wage within an individual employee’s file. 

To pay employees, go to the Back Office main screen and in the upper left corner click on “Pay Employees”.  A screen will come up that will have a list of all employees.  There is also a field to enter the “Pay Period End Date”.  Click on each individual employee and then click the button with the single arrow.  That will move the employees over to the right side of the screen to the “Employees Selected For Payroll” box.  To move all employees shown on the list, tap on the double arrow button.  You can also move back individual employees or all of them.  Once the employees are moved to the right side of the screen, you are able to click on each one individually and if you have to modify a pay amount, click on the individual employee and then at the bottom of that screen, click on “Additional”.  A box will come up where you can modify the pay amount and then click “Enter”.  You can preview the payroll or actually pay by clicking on those buttons.  If you click “Pay”, you will be prompted to confirm that you wish to pay the employees and then a payroll report will show on your screen that you are able to “Export” to Excel and modify it.

Menu Programming

 

Categories & Groups:  Go to the Back Office, click on “Set-Up”, “Menu Set-Up”, and “Menu Categories”.  Your menu categories include “Food”, “Liquor”, “Soft Drinks”, “Beer And Wine”, etc.  You will want to set up your categories and then place each group into a category and then items into the groups.  This is helpful for reporting purposes; you can do a report based on your menu sales, etc.  To create menu groups, go to “Set-Up” then “Menu Set-Up” and then scroll down to “Menu Groups”.  You will actually have 2 pages of available buttons for groups.  However, you want to help keep your cashiers and servers use the fewest amount of clicks as possible so most of the time you would want to stay away from having 2 whole pages. 

The pre-set buttons will appear on the touch screen exactly like they are on the set-up screen, so you have the ability to move the button headings around simply by right clicking on the button heading and moving it to another button.  When you click on one of the buttons, a “Menu Group Editor” screen will come up where you are able to modify things such as “Not Available For Dine-In Orders”, “Not Available For Bar Tab Orders”, etc. by clicking on the box to enable that selection. You are also able to select a picture for that particular button.  To create a new group, click on an empty button and the edit screen will come up for you to fill in the default edits.

Scheduling Groups:  With this software, you are able to schedule days and times for such things as a lunch menu that has different pricing attached to it.  To set up a particular group schedule, you will highlight the group, i.e. lunch, and then select the days and times on the schedule the lunch menu will be available.

Menu Items:  Go to “Set-Up”, “Menu Set-Up” and then scroll to “Menu Items”.  Your groups, i.e. Sides, Soup and Salads, Kids Menu, Burgers, etc. will appear on the left side of the screen and as you click on each group, the items in that particular group will appear in the middle of the screen.  The item buttons under a particular group are also able to be moved around by right clicking and dragging with the mouse.  To edit a menu item, click on the item and an information screen about that item will come up.  You are able to edit the particular fields in this screen such as Menu Item Full Name, Menu Category, etc.  In the middle of the screen there will be tabs for 2 pages.  Page 1 includes the Default Item Price, Dine-In Item Price (if portion sizes are different, prices may differ), etc.  There is also a field to select a printer to send the order to.  If you have different areas in your kitchen where certain menu items are prepared, you are able to set up a printer and select what printer that particular menu item will print to.  You are also able to select that particular item and on the Page 1 portion, if the menu item is no longer available, uncheck the box that says, “Menu Item Is Available”; a checked box means it is available.  There are parameters on Page 1 that you will need to read and select if they apply to your business.

Page 2 includes a “Menu Item Description” which can print out on a receipt.  On this portion of the screen you are able to enter a delivery charge and item delivery compensation.  You can also enter the maximum price and if there is a discount for that particular item.  You can also set a lot maximum quantity for buckets you may offer such as wings, bagels, etc. 

To create an item, go to the “Menu Items” page and click on a group on the left.  All of the items in that particular group will be to the right of the groups list.  Select a blank button and a setup screen will come up.  On this screen you will fill in information about the item you are entering to the group, such as the Menu Item Full Name, Menu Category, etc.  If you click on the drop-down button in the “Item Has Same Attribute As” field, you will be able to select other items in this particular group that your new item is similar to.  That will populate fields such as the Menu Category field as well as on Page 1 the Default Item Price.  You are able to edit the information that populates in each field such as the price for the new item if it is different than what populates with the “Same Attribute” item.  Fill in all fields needed as well as “Page 1” and “Page 2”.  When you have created the item for a particular group, click “Save” and then “Done”.  That item will now be on the menu when you click on that particular group.

Top Level & Sub Level: For items such as soups, if you offer a cup or a bowl, if the soup is categorized as a “Top Level” item, you click on the button and a “Confirm Action” box will appear.  If you select “Yes” you will be able to edit the Top Level Item.  If you click “No”, you are able to go in and edit the sublevel item and in this box, the sublevel items, i.e. “Cup” and “Bowl”.  When you click on one of the items, “Cup” or “Bowl”, you are able to edit that item such as change the price. 

Forced Modifiers:  Forced modification requires the user (cashier, server, etc.) to choose certain items before they can move on to another item or another screen.  To adjust the forced modifiers for a particular item, click on the item and then click on the “Forced Modifiers” button.  There are 7 different levels that you can edit, “Level 1” for instance if you have selected a steak, would be the temperature of the steak.  The second level would be a side item that you are able to select from a drop-down box.  Level 3 could also be a second side item.  Forced modification is a great way to really get orders appropriately sent to the kitchen.

On your main menu screen, the “Modifiers” button will not appear until you actually have something populated on the invoice.  When you click on the “Modifiers” button, on the right side of the screen, you will see buttons that you click on such as “No..”, “Light..”, “Extra..”, etc., which will give you specific items to choose from depending on the function you choose.  For example, if you select “No..”, items will appear on the screen for you to select to leave out or off of the particular item on the order.

Editing Menu Modifiers:  On your main Back Office screen, click on “Set-Up”, “Menu Set-Up”, and then scroll down to “Menu Modifiers”.  Every single modifier in the entire system is shown on this screen.  The modifiers are input here as well.  If you have different sizes of items such as a steak, you will need to input each one individually.  For example if you have a small steak, medium steak and large steak, you would enter something like “Beef (L)”, “Beef (M)”, and “Beef (S)”.  You are also able to add an additional cost for any of these items on the right side of the screen.  If you have an additional cost for the large steak, you can enter the amount in the appropriate field.  These items will need to be appropriately named when they are created so the correct one is chosen at the time the order is entered. 

Building Modifiers:  There are 2 specific portions of modification that will actually give you a more convenient approach to creating modifiers.  The first is the modifier builder.  On your main Back Office screen, you will go to “Set-Up”, “Menu Set-Up”, and then “Modifier Builder Set-Up”.  To create a new modifier template, click on “New”, fill in a name in the field provided, then click “Save”.  An example would be “Sides”.  Eight empty buttons will appear on the left side of the screen that you will use to create your “Sides”.  Once you have clicked “Save”, a box will appear and on that screen you will give the modifier a name, such as “Mozzarella Sticks”.  You will also be able to add an additional cost for that item in the space provided, “Additional Cost”.  You can also select check boxes for “No Mozzarella Sticks”, “Add Mozzarella Sticks”, “Extra Mozzarella Sticks”, etc. as well as any cost associated with any of these.  When you click “Done” you are taken back to the screen with the 8 buttons and the “Side” that you created will be on one of the empty buttons on the right.  On this screen, you are able to edit the “Modifier Builder Type Name”, “Default Action”, enter “Minimum Selections” and also “Maximum Selections”.  These modifier builder templates can be assigned to specific items by going into the menu, selecting the item, and in the lower left corner of the screen there will be a drop-down box “Use Modifier Builder Template” where you can select your template to be able to select those items to go with the item you are adding it to. 

Pizza Builder Setup:  To set this up, from your main Back Office screen, go to “Set-Up”, “Menu Set-Up”, and then “Pizza Builder Set-Up”.  A screen will come up that has 4 tabs at the top to select:  “Sizes”, “Crusts”, “Toppings”, and “Pizzas”.  These are where you can set your available pizza sizes, crust types, available toppings, and specialty pizzas.  On the “Toppings” screen you are able to edit a topping and add an additional price for a specific topping for a specific size pizza.  The items will be entered each for however many sizes you have.  For example, “Pepperoni (M)” for a medium pizza portion of pepperoni, “Pepperoni (L)” for a large pizza portion.  You are able to set individual additional pricing for each of these as well.

Inventory

 

Inventory Groups:  There are quite a few settings in the software that are extremely applicable to give yourself an accurate reading or accurate reporting of everything that is available in stock within your restaurant. 

To set up your inventory, you will go to the main screen of your Back Office, click on “Set-Up”, “Inventory Set-Up”, and then “Inventory Groups”.  You will be taken to a screen that will show multiple group names such as “Bakery”, “Bar”, “Kitchen”, etc. 

Inventory Locations & Vendor Setup:  Inventory locations are important especially if you have multiple places that you are going to store food, i.e. cold places, dry places, etc.  These will be entered on the “Inventory Locations” screen under “Inventory Set-Up”, such as “Freezer”, “Cooler”, “Back Room”, and “Dry Store”. 

Inventory Vendor setup is located under “Inventory Setup” then “Inventory Vendors”.  Basically all you do in this screen is input the vendor name that you can simply apply to a specific item in your inventory. 

Inventory Items:  Every item in your inventory will show on this screen.  As you click on each item on the left side of the screen, the right side of the screen populates with that particular item’s information such as “Pack Size” (How many come in a case/pack), “Pack Bar Code” (If you sell cases or packs of particular items), “Each Item Bar Code” (For selling individual items), “Inventory Location”, “Inventory Vendor”, etc.  If you sell an item in cases or packs and you also sell them individually, you will need to make sure they are bar-coded correction to be able to track those.  You are also able to set your “Pack Size Re-Order Point” where you will set your re-order level on a particular item, and then a “Pack Size Replenish Level” field where you will enter the number to be re-ordered when you need to. 

Physical Inventory Count:  Your “Shopping List” will populate automatically when items get to the reorder point that you have designated in the inventory.  To get to the “Shopping List”, on your main Back Office screen, click on “Activities”, “Inventory Activities”, then “Create PO from Shopping List”.  The Inventory Shopping List will come up on the screen and this list will include the “Vendor Name”, “Inventory Item Name”, “Quantity On Hand”, “Average Quantity Cost”, “Re-Order Level”, and “Pack Size”.  These items are populated on the shopping list when they reach the pre-set “Re-Order Level”.  When you are ready to create a PO for these orders, click on the “Create PO” button on the bottom left of the screen.  This will order all of the items by vendor in a manner that you have predetermined with the vendor, i.e. e-mail, physical mail, etc. 

If you do a physical inventory, to keep track of your inventory items, you go to your main Back Office screen and click on “Physical Inventory Count”.  This will take you to a screen that will list all of your inventory items.  The columns will include “Inventory Item Name”, “Original Quantity”, “Pack Size Description”, “New Quantity”, “Quantity Used”, and “Adjustment Reason”.

Purchase Orders

 

Creating Purchase Orders (POs):  There are a couple ways to do purchase orders.  The first way is with the “Shopping List” described above.  The second way is to go to your main Back Office screen, click on “Activities”, “Inventory Activities” and then “New Purchase Order”.  A blank purchase order will come up on the screen. You will then fill in the fields, “Account Number”, “Vendor Name” (Drop-down box), “Inventory Item Name” (Drop-down box), “Quantity Ordered”, and “Price Per Quantity”.  Then click “Add” and you are then able to order another item from the same vendor on the same purchase order.  When your purchase for one particular vendor is completed, your “Estimated Total” for your order will be at the bottom of the screen.  Click on “Done” and your purchase order is ready to be submitted.  You are also able to remove items and add items (“Update” button) to your purchase order. 

Receiving Inventory:  To receive items into the inventory which will update the stock levels within the system.  On your main Back Office screen, click on “Activities”, “Inventory Activities”, and “Receive Inventory Items”.  This screen will have an “Earliest PO Date” that can be edited as well as the “Received Date”.  From the drop-down box at the top, select the purchase order you are receiving and that entire purchase order will populate onto the screen.  If all items on the purchase order have been received, click “Finish” and a “Confirm Action” box will appear on the screen, “Mark these inventory items as received and update them now?”  Click “Yes” and your items have been received and added to your inventory.

Recipe Builder

 

Menu Recipe Editor:  With this portion of the software, you will be able to create all the ingredients for one menu item that you can extract from inventory so you can have an appropriate inventory level.  To do this, on your main Back Office screen, go to “Set-Up”, “Inventory Set-Up”, and scroll down to “Menu Recipe Editor”.  From the drop-down box at the top left side of the screen, choose your item.  You will then “attach” ingredients to this item.  For example, if you select “Sandwiches” you will then select the particular sandwich (Chicken sandwich) to attach ingredients to.  Then in the “Inventory Item Name” field start typing the name of one of the ingredients such as “Chicken” and then all of your “Chicken” inventory items.  Select the item and in the next field “Units Used” you will enter the number of those ingredients you will use to make that particular sandwich.  You do this for each item on that sandwich, including lettuce, bread, etc.  Once this ingredient list has been populated, at the bottom of that screen you will see a calculated “Recipe Cost”, “Minimum Retail”, and “Current Retail” which is calculated from the items and pricing of your inventory.  Once this is set up and you sell one of these sandwiches, the ingredient amounts you entered on this screen for this sandwich will be depleted from your inventory. 

 

Customers & Discounting 

 

Customers & Discounting – Customer Records:  Maintaining customer records within this digital interface is a huge benefit.  On your main Back Office screen, go to “Activities”, “Customer Activities” and then “Maintain Customer Records”.  A screen will come up with customer phone numbers on the left side and when clicking any of these numbers, the customer information will appear to the right. The customers are all maintained in the system by the phone number.  You are able to also enter information in “Delivery Remarks” such as directions for delivery, etc.  Remember to time stamp remarks entered.  If you have a program such as a Customer Loyalty program, you are able to assign an MSR card or give them an account code to correspond with their account and when they come in and order, you swipe their card and it will register the order in their account.  You can also choose the customer’s anniversary month which will appear in the “Notes” section on the screen. 

In-House Accounts:  Sometimes customers will pay for items or food at a later date.  With this software you are able to “run a tab” or you can maintain an in-house charge account which is a longer term portion of payment.  On your main Back Office screen, go to “Activities”, “Customer Activities”, and scroll to “Maintain In-House Charge Accounts”. This area is where you enter the customers that have in-house accounts including the demographic information, i.e. mailing address, driver license number, credit limit, credit account expires date, etc.  In this area of the software you can also create customer address labels for mailings as well as create an in-house charge statement.

Frequent Diner Program:  To create the parameters for the Frequent Diner Program, on your main Back Office screen, click on “Store Settings” and click on the “Staff/CRM” tab at the top of the screen.  Click on the “Auto Create Frequent Diner Reward” box.  Fill in the parameters: “Minimum Check” (Minimum to spend to qualify for the program), “Minimum Checks Count” (How many times the customer needs to come in), “Minimum Checks Total” (Minimum Checks x Minimum Checks Count), and then the “Reward Credit Amount”, then click “Save”.  To give the customer credit for orders for the Frequent Diner Program, when the customer orders and you settle the invoice, press the “Frequent Diner Track” button on “Change” screen; do this every time the customer orders.  When the customer has fulfilled the parameters of qualifying for the Frequent Diner Program, when you tap the “Frequent Diner Track” button, a “Frequent Diner Credit Reward” box will come onto the screen stating that the “customer has qualified for an automatic reward coupon.  A customer credit voucher will be printed for this customer.”  Click OK and a voucher along with the receipt.  This will have no cash value; it will be a frequent diner credit for a specific amount off of their next order.

Customer Credits:  To Comp. a meal, or give a customer “Credit”, access the Home screen, click on “Credit” and then enter the customer’s phone number.  A “Customer Credit” screen will then come up to fill in.  Click on the drop-down box “Credit Type” and choose one of the pre-set types such as Credit for Return or Complimentary Gift.  Fill in an amount, Reason, and limitations of the credit, and any expiration date.  Click “Done” and a receipt will print that the customer can keep and when it is redeemed, you can utilize the order number or receipt number and process the credit that way. 

To apply a customer credit on their next order, enter the order and then on the bottom of the screen, click “Credit”.  You will come to a screen where you must select a method to identify the credit, i.e. “Phone Number”, “Account Code”, “MSR Card”, “Customer Name”, or “Delivery Address”.  A screen with any credits that particular customer has will come up and if there are multiple credits, select the one the customer is using.  The credit amount will show on the invoice.