Working with a list of devices connected to the cloud (tablets)

If there are many mobile POS-terminals (tablets) which are working in the establishment

You can view the list of devices connected to the cloud in the Administration panel\Settings\Licenses and Payments.

Click on the button located to the right of the field title “Amount of licenses on devices”.

Devices are included automatically in the list when connecting to the cloud.

If required, you can select specific devices from the list to be connected in compliance with the number of devices licenses.

  • To switch connection from one device to another, you will have to remove the flag from the first device and set it for the second one.
  • To delete a device from the list, click on the Recycle Bin button.

 

unList

 

Employees – personnel records and salaries

Accounting personnel and salaries made in the Administration panel \ Staff

Use Employees and Payroll, you can switch the screen between the list of employees and payroll list.

Employees

To account for the new employee, click Create

The employee discount card, you can fill in the following fields:

  • First Name
  • Surname

 

On the Main tab

  • Person Id
  • Phone
  • Address
  • Tax Code

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After filling out the employee data, click Save

Accounting information on salary

the card personnel Pay slip, determine the criteria by which the salary will depend on:

Monthly rate – the amount paid by the employee for the month worked
Daily rate – the amount paid by the employee for the day spent
Hourly rate – the amount paid by the employee for 1 hour worked. employee work time is taken into account automatically
Percentage from sales – percentage of total employee sold

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If you set a daily rate and \ or the percent from sales for the calculation of the amount of wages is necessary to establish a correspondence between the employee and the tablet user. To this end, the tablet user card Administration Panel \ Access \ Users tablet install the appropriate name in the Employee

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To generate information on payroll, click Payroll.

With the calendar, set the billing period.

In the drop-down list, select Employee Name and Surname employee

Click the Search button. As a result, the screen will display a form with performance reporting employee wages and detail the amount charged

 

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Time tracking

Use the time tracking tool if you need to automate your employees’ payments based on actual time spent on labor.

All information on working time is recorded in the Time sheet document.

There are 2 available options to keep records of an employee’s hourly wages:

  1. Automatic: accumulated information on an employee’s registration time in POS-terminal on the tablet is recorded in the Time sheet.
  2. Manual: the user makes records in the Time sheet about an employee’s working time by himself.

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To ensure proper tracking of an employee’s time, it is essential to:

Create a Time sheet document in the administration panel: Employees \ Time sheet, click on the Create button

Choose an employee from the Employees list

Set date and time of the calculation period in the Date of beginning and Date of end fields

Get automatically the actual time that the chosen employee spent on labor, click on the Fill button

If you fill in the document manually, you have to input all time periods in the table, it will be the employee’s work sessions.

Click on the Add a row button will create a new row in the table to take into account only one work session.

Since there could be several work sessions, it is necessary to create and fill in the appropriate number of rows in the document.

In the table’s new row, input the employee’s date and time of work in the columns Date of beginning and Date of end.

In the Establishment column, specify the establishment name where the employee works at.

You can correct automatically filled rows.

Once the rows are filled, click on the Save button to save your document.

Having prepared the Time sheet, you can payroll in the Payroll section.  The result of hourly wage component will be displayed in the special section “Charged “Hourly rate””.

How to determine correct balance in the cash drawer

A correct balance in the cash drawer is to be determined in case of inconsistences between cash balance in the Cash register sceen of the Mobile Application and the one displayed in the Administration panel\Reports\Cash report screen.

To adjust your cash balances:

  1. in the Cash register screen of the Mobile Application tap the Cashe Depositing button and enter an amount matching the actual cash amount present in the cash drawer.
    In case of working with cashiers’ shifts, the program will propose to enter an actual balance of the cash drawer while closing a day. 
  2. in the Administration panel: Orders\Cash correction set the value equal to the difference of the actual cash amount present in the cash drawer and to the totals shown in the Administration panel\Reports\Cash report.

Cashflow items

The cashflow items allow:

— grouping payments depending on their destination, for example, Outgoing payments\Payment for the supplied products, Incoming payments\Alcoholic beverages selling;

— getting reports broken down by cashflow items;

— using them to link with payments while importing payments into 1C Accounting.

The list of cashflow items groups is hierarchical and located in the Administration panel: Finance\Cashflow items.

 

Outgoing payments

This option will provide you the possibility to perform outgoing payments on the tablet specifying the item.

To define an cashflow item as an Outgoing one, you should set the flag in the article card of the Administration panel: Finance\Cashflow items\Outgoing payment.

The appropriate cashflow item is selected while performing payment via the Outgoing payment button on the Cash register screen on the tablet.

Only outgoing payments are available on the tablet.

You can overview the performed payments in:

- Administration panel\Finance\Payments

- Administration panel\ Finance\Cash report (if you click on the till day line, its explanation will be displayed).

Administration panel users access (establishment Administrators)

The Clouds owner can delegate a part of his/her powers to the Establishment Administrator.

To create a new Establishment Administrator, go to the Administration panel: Access\Administration panel Users and tap the Create button. A new form will be open requiring to enter the following information:

  • Login
  • Name and Surname
  • Interface language
  • Establishment
  • Password
  • “Active” status (if this flag is unchecked, user will temporary have no access to the establishment management)
  • Access to the products and materials requests (provides access to the creation of products supply requests)
  • Users management (offers the possibility to create and set up rights for all Administration panel and Mobile application users)

Access for the tablet’s users (waiters, salespersons)

To create new users, go to the Administration panel: Access\Tablet users.
PIN-codes are used to identify users, thus they should be input in the Password field.
Access rights of the tablet’s Users (Waiters, Salespersons) are defined by their users’ groups membership, for example, «Waiters».
PIN-code usage allows:
* a waiter to work only with his orders.
* keeping sales records and working hours of  each waiter (salesperson).

Authorization

To sign in to the program on the tablet, you should enter Establishment Administrator’s login and password (provided in the registration mail) or from the Administration panel: Access\Admin panel Users. Next time you enter the program, it will remember your login and password. In future you will just have to input PIN-codes of the tablet’s Users.

Use the menu Settings\Connection “You logged in as.. Log out” if you want to change the Establishment Administrator you used to log in.

If you need to edit the administrator’s profile, use the Administration Panel: Access\Admin panel Users.

You can add or modify the tablet’s Users (Waiters, Salespersons) in the Administration Panel: Access\Tablet users.

To set up access rights for the tablet’s Groups of Users (Waiters, Salespersons), use the Administration Panel: Access\Tablet Users Groups.

Loyalty programs

The Loyalty programs are located in the Administration panel\Loyalty\Loyalty Programs.

Toggle the radio button to select one of three Loyalty Programs:

  • Bonus points: this option provides the possibility to pay with accumulated bonus points. The rewards percentage depends on how much it was spent to purchase certain products.
  • Accumulation discounts for guests: this option defines the reduction rate depending on the accumulation, i.e. on the total amount of all purchases performed by guest.
  • Personal discounts for guests: this option defines the discounts assigned to the guest’s personal card. Personal (club) cards and reduction rate assigned to them are managed in the Administration panel\Loyalty\Guests or in the section Guests of the Mobile application

Settings of the bonus system

To set up the rewards percentage, products categories and other conditions depending on which the purchase amount is accumulated, go to the Administration panel\Loyalty\Discounts and promotions.

To set up the threshold of the accumulated amounts, go to the section Loyalty Programs

  1. Select the Bonus points radio button
  2. In the displayed row, click the Add a row button
  3. Select a discount in the dropdown list. To create a new discount (promotion), go to the Administration panel\Loyalty\Discounts and promotions
  4. In the Accumulation threshold field, specify the amount required to grant bonus
  5. Click the Save button

Thus you will be able to create a threshold grading list for rewarded points, for example:

  • A  3% discount will be offered to new guests starting from their first purchase of any product (threshold = 0)
  • And 5% discount will be offered as soon as the guest spend 1000 hryvna on products.

The program will automatically track the accumulated amount and offer to pay with bonus points.

For example:

  1. Create two discounts in the Administration panel\Loyalty\Discounts and promotions :

           name: “ Bonus rewards 3% at the start” , percentage: 3, radio button: bonus points.

           name: “Bonus rewards 5% ” , percentage: 5, radio button: bonus points.

  1. Create two thresholds of bonus points accumulation in the section Loyalty programs\Bonus points:

           For the discount Bonus rewards 3% at the start , the threshold is 0 hryvna.

           For the discount Bonus rewards 5%”,  the threshold is 1000 hryvna.

 

Guests’ accumulation discounts settings

  1. Check the radio buttonAccumulation discounts for guests
  2. In the displayed line, press theAdd row button
  3. Select a discount from the dropdown list. You can create new discounts in theAdministration panel\Loyalty\Discounts and promotions
  4. In theAccumulation threshold field, enter the amount which the selected discount must be applied to
  5. Press the Save button

In this manner you can create a list of various discounts having various thresholds scale, for example:

  • Discount for new guests = 3% with threshold  1000  hryvna
  • Discount for regular customers = 5% with threshold 10000  hryvna
  • VIP discount = 10% with threshold  100 000  hryvna

The updated percent of discount will be applied after launching the automatic operation of recalculation at 12:00 a.m.

The program will automatically track the amount of guest’s accumulated purchases and apply the corresponding discount

 

Sales report for Products categories

A product category offers an additional possibility to group products on your own.

If you allocate your products to categories, the report will generate lines according to them (Reports\Sales per products\Report type: By products categories).

For example, the report has generated a line where Products column value is equal to Dishes for breakfast, so this line will include all sales of Scrambled eggs, Salad, Tea from different products groups.

Example

Let’s suppose that you need to estimate the efficiency of dishes selling that are made for breakfast and lunch.

So, we offer:

Scrambled eggs, Salad and Coffee for breakfast

Soup, Petty cake and Compot for lunch

 

Step 1. Create the appropriate groups of products for Dishes for breakfast and Dishes for lunch using the Create button in the Administration panel: Products\Products categories. In the Name field, input your category designation “Dishes for breakfast”. Tap the Save button to save your new category in the database. Proceed in the same way to create a new category for Dishes for lunch.

 

Step 2. Assign each dish to its category. To do this, go to the Administration panel: Products\Products and dishes find the Scrammbled eggs dish and tap the Modify button. The product card will be opened. In this product card, go to the Categories tab and set the Product category field to Dishes for breakfast. Proceed in the same way for other dishes, in our case it’s Salad, Coffee, Soup, Petty cake and Compot.   

 

Step.3 Produce a report in the Administration panel\Reports\Sales by products.

In the fields, specify the following:

«Start date» «End date», these fields are intended to indicate the desired selling period.

«Report type», in this field we specify By products categories.

Products categories

Products categories offer you an additional possibility to group products as you like to:
* produce reports broken down by Categories (Sales by products report)
* set up discounts for certain Products categories.

It is not mandatory to keep Categories.

To create a list of products categories, go to the Administration panel: Products\Products categories. A categorie value is set in the Administration panel: Products\Products and Dishes\Categories\Product categories field.

Unlike products group, the reference book of products categories doesn’t have a hierarchical structure so all categories are of equal value.

Example of using Products categories:
1) Category Products and Dishes set for breakfast:
* Eggs
* Milk
* Bread
* Tea

2) Category  Light First course:
* Borscht
* Meatball Soup
* Chicken broth

Discounts and Promotions

The discounts configuration screen is located in Administration panel\Loyalty\Discounts and promotions.

You can find the main settings on the Main tab, they include:

Name: Defines a discount name, for example, Discount on goods for women on Mother’s Day.

Percent: defines the applied percent of discount:

Manual: Allows to apply a discount in manual mode. A Waiter (salesperson) can apply discounts in his discretion.

–  if the Manual and Automatic radio button is checked, the applied percent will be calculated depending on the products regular price

  - if the Bonus points radio button is checked, the percent of rewarded bonus points will be calculated depending on the purchase amounts

 

Auto:  Allows to apply a discount in automatic mode to goods and checks when items on the order match the specified criterion.

Bonus points: defines the mode of bonus points rewards depending on the accumulated amount spent to purchase certain products

Enabled: Allows to make this discount available on the order entry screen.

* Use schedule: Defines if the discount should be applied according to the schedule specified on the Schedule tab.

  The schedule defines the period, time and days of week when this discount becomes active.

 The schedule is effective both for automatic and manual discount.

Priority: Defines the order in which the concurrently available discounts are applied to the discounts check which cannot be combined. The program will select and apply a discount with a higher priority. The priority is set by digits, so the higher the digit, the less is priority.

Is additive: Allows to add a disount value to the values of other concurrently available discounts. As a result, a combined discount will be applied.

Product category: It defines a product category which the discount will be applied to. A product category is defined in the product card.

Affects the position in succession in the check: It defines the product order number (in descending order) which the discount will be applied to.

For example, of we set 100% off for every third position, the discount will be applied to the third position having the lowest price.

The Face value per groups tab. On this tab you can specify another discount for certain groups. Fox example, if you have entered 10% off but you don’t want to apply it to all items of the Suppliments and Cocktails groups, simply specify these groups and input 0% off on the Face value tab.

On the QR code tab, you can download a discount code, print it or send it to customers by e-mail. On the tablet, the cashier can read this code using the camera and the discount will be applied automatically (according to the rules of the discount application that were specified in the card). Besides you can disable the cashier permission to enter the discount manually and leave just the possibility to scan QR codes.

To create and set up Loyalty programs, use the screen of Administration panel\Loyalty programs.

To work with the list of Guests, go to the Administration panel section Loyalty\Guests.

If you need to work with guests on the mobile application, use the Guests screen.

Lesson 5. Creating and setting up the second establishment

Lesson 5. Creating and setting up the second establishment

Our task is to create a cappuccino product using such ingredients as coffee, milk, sugar and a cup

  1. Creating a new establishment
  2. Creating and setting up user’s rights for the second establishment
  3. Selling dishes in the new establishment according to the shared price-list
  4. Creating a separate Menu (price-list) for the new establishment
  5. Selling dishes according to the new Menu (price-list)