To set up jobs, job codes, wages, security permissions for employees, etc., go to “Options”, “Administrative”, and then “Employee Maintenance”. You will see a “General Information” screen and in the middle of the screen are a set of buttons under the “Permissions” tab that include “Functionality”, “Inventory”, “Customers”, “Reports”, “Setup”, “Restaurant”, and “Handheld” and when each of these are clicked you will choose “Yes”, “No”, “Prompt”, or “Override” for a specific function under that category. If you say “No” to a specific function, that particular employee will never be able to perform that function. A manager will have to go to the Back Office to change the parameters in order for that particular function to be done by the specific employee. For this reason, it is not recommended to use “No” very often. You can give the majority of your managers the “Yes” version and give them the ability to do most functions. “Prompt” is what is going to happen when a particular employee does not have an initial permission to do a certain function but you are allowing the manager to give the sub-security employee the ability to perform that specific function. “Override” means that yes, you have the ability to perform a specific function, and as a manager, you have the ability to actually override or give that sub-security employee the ability to perform the function.
When you click on the specific function, there will be a short explanation below the function buttons that explains that particular function. For example, when you click on the “Delete Items” function (Which you will select “Yes”, “No”, “Prompt” or “Override”) an explanation will come up stating “The ability to delete items off of an invoice”.
Setting up Job Codes is going to be very helpful by giving you a default for each individual level of employee. You can set up the Job Codes and default wages and then you can override them into other specific permissions you might want to give to an individual employee. You can adjust their specific template as well and give them those permissions. This is a very flexible employee permissions and security interface and you are encouraged to utilize this feature to its greatest depth.
To create an employee, click on “Add Employee”. You can assign them to a department by filling in the “Department” field at the top left of the screen, enter their company ID, give them a password, and leave the hourly wage blank as we are going to apply that with Job Codes. Also, check any of the boxes appropriate regarding taking tips, require them to clock in before logging into the system, etc. as displayed on the screen. You can also assign them an ID card that has a unique serial number value encoded on it that they can swipe to access the system. By using this method, there is an added level of security in that if a sub-security employee happens to be standing behind a manager and sees the manager typing in their pin number, that employee has now gained access to the Back Office and other sensitive features in the software. Using card swipe IDs is a great investment and not very expensive and gives you added security.
Once you have created the employee file and have assigned permissions based on their security level, click on “Save”.
To create a “Job Code”, click on the “Job Code Setup” button at the bottom of the employee screen. Click on “Add” and then enter a job code name in the “Job Code Name” field. Enter a default wage in the appropriate field and then click on the boxes that are appropriate for this particular job code, i.e. “Access To POS”, “Require Cash Drawer Selection”, “Require Cash Count Screen On Clockout”, “Default Overtime Wage”, etc. Next, click on the “Permissions” button and you will get the exact same screen that is on each individual employee record. On this screen, assign the appropriate permissions for this particular Job Code by selecting “Yes”, “No”, “Prompt”, or “Override” for each permission on the screen for each tab (Functionality, Reports, Setup, Inventory, Customers, Restaurant, and Handheld). When this is complete, click on “Update” and a message will appear on the screen stating that “This will modify every employee with this job code. Do you wish to continue”? Click “Yes” and then “Exit” x2.
To assign a job code that you have created to an employee, you are now back on the employee screen and you will make sure all Personal Information is filled in under the “Personal Info” tab. Then, click on the “Job Codes & Wages” tab and click “Add”. You will then select the appropriate job code from the available job codes you have programmed into the system. You will then be able to change the hourly wage from the default for that Job Code. If you use the default wage, click “OK” on that screen and the information is filled in on the “Job Codes & Wages” tab.
Time Clock Management is where you can monitor when that particular employee has clocked in and out. You can also change the job code, which is when an employee works in one capacity for part of the day and then another for another portion of the day.
On your main screen go to “Options”, “Tools”, and “Labor Scheduler”. The far left side of the screen is where the timing is going to be displayed and right next to that is where each individual employee name is displayed. The actual schedule will populate next to the employee list. On the bottom of the screen, the total hours scheduled to be worked will display as well as the scheduled wages. You can also have a copy of the schedule as well as print the schedule. To create a schedule, select an employee and then select a date on the displayed calendar. The times are displayed at the top of the screen and you can use the scroll bar at the bottom of the screen to scroll to an appropriate time. To create the actual schedule for that employee, place your cursor in the block area next to the employee’s name and then at the start time, click and drag to the time the shift is to end. This will create a box and when you release the mouse, the box will fill in with the shift time (From/To). The total hours will calculate on the bottom right side of the screen. There is an area where you can program a “Break Start” and “Break Stop” underneath the schedule. You can also assign a job code for this time which is located at the bottom of the screen. Select a job code from the drop-down box and it will show on the schedule above.
Click on “Options”, “Administrative”, and then “Department Maintenance”. On this screen you will select your “Category For The Department” from the drop-down box. To create a category, click on “Category Maintenance”, then “Add” and add the category. On the “Department Maintenance” screen you will need to select your Category for the Department” and then click on one of the following, “Regular”, “Rental”, or “Employee” for the particular portion of the department it will be. You can assign a “Department ID” and also fill in the “Department Description” in the appropriate fields. To lookup other departments, press the “Lookup” button and all of the created departments will display on the screen. Under the “Options” tab on the “Category Maintenance” screen, you can create the parameters for this category by selecting the ones most appropriate for the particular category.
The “Vendor Maintenance” screen is where you are able to see information regarding all of your vendors. When you click on “Vendor Maintenance”, your screen will populate with the information of the first alphabetized vendor in your system. With respect to vendors, you are able to assign a vendor number, display the terms of invoicing, minimum order amount, as well as the PO delivery method (Print, Fax, or E-Mail), etc.
Go to “Options”, “Administrative”, and then “Inventory Maintenance”. The screen you will see is the item screen which displays the name of the item at the top of the screen, the “Department for the Item”, the “Item Number”, “Description”, and this screen is where your cost is displayed as well as the price you charge, price with tax, and number in stock. There are also multiple tabs on this screen that include “Optional Info”, “Pending Orders”, “Properties”, “Notes”, and “Modifiers” to name a few. Under the “Ordering Info” tab, the vendor is displayed for the particular item. Here is where you are able to set up the “Reorder Quantity” along with the “Reorder Level”. You are able to have multiple vendors listed for an item and set a specific vendor as the primary. To create a new item, in the “Inventory Maintenance” screen, click on “Add Item” and you will be asked “What type of item would you like to add”? Click on the appropriate selection (Standard Item, Choice Item, Modifier Group, or Coupon; most items are Standard items). You will then assign a department from the drop-down box under “Department For This Item” field. Enter an “Item Number” and “Description”. Then in the appropriate fields enter “Your Cost”, “Price You Charge”, “Price With Tax”, and “# In Stock”, then click “Save”. If you are creating multiple items for one department, you can click “Duplicate” and you will be able to edit any fields as necessary depending on the new item to be added.
You are able to create “Case Breaks” for specific items, or “Parent/Child Relationship”. To do this, on your main screen under “Options”, click on “Administrative” and then “Inventory Maintenance”. Pull up the item that will be the “Parent” item – for example a 12-pack of Diet Coke. The screen for this “Parent” item will have your cost and price you charge filled in as well as the number of these (12-packs) you have in stock. Make sure that the box “Count This Item” is checked. Now, look up the “Child” item, which would be a single bottle of Diet Coke. Your cost will be for this item only, which will be a derivative of the parent item, as well as the price you charge. Because this is a “Child” item of the “Parent” item, the “Count This Item” box is NOT checked, but when this “Child” item is sold, it will be depleted from the “Parent” item stock in your inventory. To set up the “Parent” item, under the “Recipe” tab on the “Child” item, you will click on “Add Ingredient” and enter the information for the “Parent” item. Now when you make a sale of the “Child” item, which will be 1/12 of the “Parent” item, the “Child” item will be depleted from the “Parent” stock in your inventory.
Kits (Gift baskets, etc.) are actually designed in the software to be deducted from inventory at the end of the sale. To set up whether to deplete an item from your inventory, go to main Back Office control panel screen and click on “Setup”, then “Setup Screen”. Click on the “Inventory” tab and there is a section “Deduct Ingredients”. Click the appropriate box, i.e. “At End of Sale”, “At Preparation”, and “Never”.
To create a “Kit” go to “Options”, “Administrative”, then “Kit Maintenance”. Click on “Add” and click on the appropriate “Department ID”. Enter a “Kit Number” and “Kit Name”. To enter items in the “Kit”, click “Lookup” to search for an item, click on the item to highlight it, and then click “Select”. Do this for each item to be placed in the “Kit”. As they are “Selected”, they will populate on the “Kit Maintenance” screen. Another way to add the items into a kit rather than search for each item, is to scan those items if they are available to you. Each item on the “Kit Maintenance” screen will have columns, “% Discount”, “Price”, and “Cost” (Which is the cost to you) filled in based on the inventory parameters set up for that particular item. As these items are selected and placed into the “Kit” in the fields above the items, the fields “Calculated Cost Per” (Your cost for all items placed in the kit) and “Calculated Price” (Total price you charge for all items individually that will be in the kit) will be populated based on the items entered. To give a discounted price for the “Kit”, click in the “Price Override” field and enter the “Kit” price, which will be discounted from the “Calculated Price” amount but still more than the “Calculated Cost Per” amount. Click “Update” and your kit is created. One way to track the number of kits sold is in the “Kit Maintenance” screen. Search for your “Kit” and then click on “Sales Summary” and click on “Year”. Your screen will populate with each month of the year and show you how many of that particular kit has sold and in which month.