The reporting portion of the software gives you access to many pre-populated reports. With the use of a Crystal Reports Program, which can retrieve the data from your data base, post it and populate it within a report. The reports can also be exported into Excel and you can manipulate those as well. To get to the reports, go to the Back Office screen, click on “Reports” and then select the report you want to run from the list, and those types also have their own separate drop-down box with a list of reports you can run based on that particular topic. Some benefits of the sales reports is that you can look up “Sales By Category”, “Sales By Menu Item”, “Sales By Server”, and “Daily Sales Analysis”, “Weekly Sales Analysis”, etc., along with multiple other report types in the “Sales” category. Exporting these reports into Excel and actually building those is going to help to plan for your business graphically.
A report that is particularly helpful in the “Audit Trails” is “Void” tracking. When you export this report to Excel, I would create a comprehensive report with respect to all of the “Void” reasons. This will help you find places in your business that are actually like “leaky holes”. It could be incentive to do some additional training in certain areas if there are multiple voids with the same reason.
There are also multiple “Customer Reports”. One of the reports is “Customer Files” where you can see customer names, total amount spent, total visit count, average order totals, minimum order totals, and maximum order totals. There is also a customer report, “Sales By Date Range”, which will tell you who is coming in frequently and you could possibly come up with some type of incentive for them to keep coming back.
There are also reports regarding “Employees”. You can see employee schedules, payroll history, as well as a weekly labor cost projection for each employee based on the employee work schedule you create within the system.
The “Inventory” reports will allow you to track such things as “Hourly Inventory Usage”, “Inventory Levels”, and “Detailed Inventory Depletion Summary, among others.
A vital part of maintaining the data base and maintaining the integrity of the software is backing up your data base. To backup your data base, go to the Back Office and click on “Backup Data Base”. You will then select the drive where you are backing up your files, and click “Backup”. It is recommended that you have an external drive that you can move a copy of the data base to be able to use should your data base get corrupted and you would be able to retrieve your files that are kept on the independent drive. It is recommended that you backup your database daily or at least weekly. On your Back Office main screen near the bottom, there will be the information regarding the “Last Backup Date/Time”. Backing up your data base is a vital part in keeping your business intact.
If you want to distribute a gift certificate, go to the main screen, click on “Gift Certificate”, access the system, and then you will swipe a unique encoded MSR card. You will then fill in the fields with the total amount on the gift card, expiration date, if you choose to have one, and then click finish. In the reports section of the software, you are able to track any gift cards with amounts outstanding. You can also track “Gift Certificate Redemption Tracking”.
There is one feature in particular that is going to give you, the manager/owner the ability to keep very close tabs on your employees, their operations, and their usage of the system. That is the “Alerts” section. It is in a somewhat obscure place, in “Store Settings”. When in “Store Settings”, go to “Services” and then click on the “Hostess/Paging Setup” button. Under the “Manager Alerts” tab and you will see multiple alerts that can be set up based on your needs; just select the alerts that you would like to see. You are able to setup report alerts and/or screen alerts.
The secondary language feature is quite prevalent throughout the software. You will see that whenever you input an item, there is often a field that allows you to select a secondary language. This feature has Spanish and 2 versions of Chinese native to the system. You are able to add other languages to your data base as well. When would be a good time to use this feature? One instance would be that if the back of the house employees do not speak good English, and speak very good Spanish. You want to actually get the highest propensity for orders to go out correctly so you would have the kitchen “chits” print in Spanish and English. To set up the receipt printing parameters, click on “Store Settings” and then click on the “Print” tab. Click on the “Multilingual” sub-tab and here is where you will set up your parameters for printing receipts. You will have selections such as “Guest Check Show Secondary Language Also”, “Package Receipt Print Secondary Language”, and “Package Print Secondary Language Only”, as well as “Kitchen/Bar Print Both Languages”, among others. You will select the parameters based on your needs. You are able to choose a primary language for your kitchen or if you are going to have bar remote printing, you are able to choose a primary language for that as well.
To set the primary and secondary language for a particular station, from the main Back Office screen, select “Station Settings”. On this screen, you are able to set a particular primary language for that particular station. You can also use the language pack within Windows to make adjustments as well. To display the secondary language that has been setup for a particular station, go to the main screen and click on “Dine-In”, access the system, select the “Misc.” button and then click on “To Secondary Language”. You are then taken back to the menu screen and the items are then displayed in the secondary language as designated for that particular station. To switch back to the primary language, click on “Misc.” again, and then click on “To Primary Language” and this will change the language back to the primary language.
You are also able to set up a specific language for an individual employee. Go to “Setup”, “Employee Setup”, and then “Employee Files”. Select an employee and all of the employee’s demographic information will display on the right side of the screen. In the field, “Preferred Language” field you are able to set the preferred language for that particular employee so that when he/she logs into the system that is the language that he/she will see.
Within the system there is an online help manual as well as a training feature. If you are training an employee and you have existing sales and existing reports that you do not want to affect with the training, with the training feature, you are able to operate on an alternative data base so that your business data base is not at all affected. This feature can be accessed under “File” menu at the top of your main Back Office screen.
Under the “Help” task menu at the top of the screen. When you click on the “Online Manual”, the Aldelo manual is pulled into the screen. You are able to search by one word by typing that in up in the search box at the top of the screen.