Hardware/Software Setup

Getting Started

 

I would like to do a quick run-down of the hardware we are going to be using.  First, we are going to have a touch screen and we will talk about all of the connections shortly.  We have a 19” touch screen and we do have a card reader as well.  We also have the cash drawer; it is a 16 x 16 fully industrial steel-gauge cash drawer that is going to be automated.  It actually connects to the receipt printer and the cable that is going to be coming from the cash drawer looks like a CAT-5 Ethernet cable and it is going to plug into the bottom; keys are going to come taped to the bottom as well.  There is going to be an RJ-11 connection from the cash drawer to the receipt printer, which looks just like a phone cable that is going to go into the back.

The receipt printer is a thermal receipt printer and you want to be careful when you print a receipt that you are not near a lot of heat because the receipt will turn black.  This is a parallel connection; the touch screen actually has a VGA and USB connection as well.  Other USB connections are going to be your card readers, your mouse and keyboard.  The software is going to give you access to a Qwerty keyboard within the touch-screen so you can use that so you will not always have to have a keyboard around.  If you have any questions, we definitely have plenty of answers on our website.  You just go to www.posnation.com/support and you can see everything there. 

One of the great things about Aldelo for restaurants is the fact that it hits a variety of restaurant/food service vehicles.  You can have dine-in, table service, and you can have take-out, delivery, and drive-thru altogether or you can edit it down to only have one. So this is a very complex, but user-friendly software.

On the screen itself you will have your home screen.  You can put your logo on the right-hand side of the screen as well.  The software comes with a default picture that you are able to change.  The buttons on the home screen are all hard-coded, which means they are not able to be edited; the other pictures in the rest of the software are editable but these icons on the main screen are not, and the blue/purple color is what you are going to have to go with.  You will see on the screen that there are all the buttons you will need; there is dine-in, take-out, drive-thru, and delivery.  You can actually reduce the choices on the screen.  You can edit this down to make it as simple or as complex based on your needs.  You need to go into the “back office” where you will be able to get to the global settings area where this can be done. 

In the back office area, there are store settings, station settings, and this is where all of your setups are going to be.  Store Settings are more global settings that are going to be for your entire business.  There is specific business information on the “General” tab.  You simply switch through the tabs and see all of the different settings that you have to choose from.  Always make sure that you save your changes before moving on to another screen.

Station Settings are going to be per terminal.  There are multiple tabs at the top.  There is also a secondary language portion and you can actually have Spanish and Chinese as a native portion of the software; you can use the Windows Language Pack to use other languages as well.  There is also a “Station Picture” area that you can change.  There are multiple screens to use.  You can also use the “Quick Service” screen and there is a “Retail” screen as well. 

There is another feature to mention and the back office on the Front Of House portion of each client or even the server.  What is great about this is that there is a recurring data base planted on the server and each of the clients are accessing that data base in order to move information from one client to another.  With all of the security settings within the software, you can actually access any portion of the data base if you have the security permissions.  You can make edits to your entire business from the Front Of House.  You can go into the “Revenue Center” and close your batches at the end of the night using Aldelo EDC.  There is also “Frequent Diner”, “In-House Accounts” that you can edit.  There is “Inventory Activities” if you want to do a quick PO; you can even do a depletion report to see what has been reduced in a specific time, the last hour, 2 hours, etc.  There are multiple reports that can be run from this area of the software as well.  This is a pretty great feature that is on each different station. 

 

Basic Functions

 

Clocking In:  To clock in, you will select the “Time Card” button on the main screen.  You enter your individual login and then click on “Clock In”. 

Clock Out:  Follow the same procedure as “Clocking In”, only you will select the “Clock Out” button. 

E-Mail Function:  Access the system and click on “New E-Mail”.  You will then see a screen where you will click on each employee you want to send the e-mail to; you can even send one to yourself.  On the right side of the e-mail screen, once you have selected your recipients, you can either touch the “Keyboard” button to have the keyboard on the screen, or you can use your own keyboard.  Enter your message in the space provided and then click “Send”.  Any time you access the system, the e-mail will be on the screen once you are on.  You can also reply to e-mail messages, as well as delete them. 

Ring In Orders:  Click on “Dine-In” or whichever feature you have to use, enter your specific login and then touch whichever button you are going to ring in your order, i.e. “Beverage”.  A screen will appear with the items you offer for that particular category.  Touch the item you wish to enter, and if multiple items are needed, enter each one and then press “Done”.  The order is then sent to the kitchen and a receipt is printed for the customer. 

Recall:  Tap the “Recall” button, enter the system with your individual login, and all of your orders will populate on the screen.  You can also check where each specific area is on their orders, such as see where the Dine-In orders are, the bar, take-out, delivery, etc. 

Settle:  To settle orders, tap on the “Settle” button on the main screen, enter the system, and you will see all open orders on the screen.  You tap on the particular order you are going to print a receipt for (you will also have the choice to select which particular area you are looking open orders for, i.e., dine-in, bar, etc.).  Then your tender screen will come up.  Your invoice total is populated on the right side of your screen where you are able to add in such things as a gratuity, a discount, split the tab, etc.  You are also able to select the method of payment based on what has been previously set up for your business.  Once that has been selected, a screen will appear where you can enter the amount that has been paid.  Once you have entered this amount and press enter, the cash drawer will open and if any change is due, that amount will be on the screen.  A receipt will print at that time for the customer.

No Sales:  To do a No-Sale, which you would do for making change, then tap on the “No Sale” button and access the system with your individual login.  The drawer will open and a No Sale alert will appear on the screen along with the employee name and number that accessed the No Sale area.  You are able to turn off this alert by going to “Store Settings”, “Revenue”, “Cashier”, and then click on or off the “Alert” setting. 

Payouts:  You would do this for such things as skimming the cash drawer if there was too much cash.  If you were to do such things as a “Wage Advance” or “Manager Cash Out”, you would tap on the appropriate button and the software will log that particular action for you.  You tap on “Payout”, access the system with your login, and to do just a general skim, you tap on the “General” button, fill in the on-screen payout information, “Pay Out To”, then enter the “Amount”, and then enter a “Description”, such as a Cash Drawer Skim, tap “Finish” and the drawer will open for you to take out that amount.  A receipt will also print out that the manager will keep.

Refunds:  Tap “Refund”, access the system with your login, and fill in the refund form on the screen:  Order # (From the top of the receipt), Refund Amount, and a reason.  You are able to select what method of refund such as cash, credit, etc.  Tap “Finish” and the drawer will open.  A receipt will also print which you can staple to the customer’s receipt for their records; your records are in your system. 

Editing Services:  You are able to use this software with any business model and food service.  You can edit, make it robust, or make it simple.  To edit your services, access “Back Office”, enter your login, “Store Settings”, tap on the “Services” tab, you will then have tabs for each of your specific services offered, i.e. Dine-In, Take Out, Drive Thru, etc.  To remove one of the services, simply select the tab you are going to remove and tap on the check mark at the top next to the name of the specific service; this will “uncheck” the box and then that service will no longer appear on your main screen as a selection.  You then tap on “Done”, “Return to POS” and your main screen has been edited. 

Voids:  You are able to set up how you want to account for specific voids that your business will incur.  Tap on “Back Office”, access the system with your login, go to “Store Settings”, “Order Entry”, in the “Reason” section you are able to enter 8 reasons for a void.  At the top of the screen there is an area that you can customize based on your needs.  To use one of the “Reasons” entered in the lower right portion of the screen, you will select “Void Item Require Explanation” and make sure that is “Checked” on the right side. You can also apply this void to your inventory.  Tap on the “Products” tab, then “Inventory”.  There is a selection there “Enable Auto Inventory Depletion by Sales”, which will be checked on over to the right. What that will do is tell you if there was Waste or No Waste with your voids.  If it can be re-sold, it will be No Waste and if it is Waste, it will be depleted from your inventory.   You can use both of these features independently or together.

To void an item or items from an order you will need to recall the order (Above under “Recall”).  There are a few different places you can do this.  You can recall the order, tap the “Edit” button and one of the areas will be at the bottom of that screen where there will be a “Void” button.  Press the “Void” button and the items on your order will populate on the left side of the screen.  To void one particular item, tap the item you wish to void, then tap the “Void Line” button, the manager prompt will appear on the screen, enter your login to access and a screen will appear where you will be able to enter a “Reason” for the void.  The up to 8 reasons that were previously set up in the Back Office will appear on the screen.  If there is a different reason than one of the buttons shown, you are able to manually enter that using the on-screen keyboard.  A “Notify” screen will then appear that states, “Print Kitchen/Bar Chits?” Tap on “Yes” and then another screen will appear asking if Waste or No Waste.  Obviously, if it is a food item that has been prepared, it will be Waste.  Tap “Waste” and then “Done”.  Your menu screen will then appear and you will notice that the item that was voided will appear on the order with the word “Void”.  Click “Done” and that Void is completed. The voided item will also be depleted from your inventory as previously discussed.

Another way to void an entire order is from the home screen.  Tap on the “Void” button and then enter your login.  This will bring up the open orders screen.  Select the order to be voided and then a screen will appear where you can put your “Reason” for the void then click on “Finish”.  The “Notify” screen will come up “Print Kitchen/Bar Chits?”  Tap “Yes”, and then tap on Waste or No Waste on the next screen.