Modify a payment type in the closed check

Only tablet’s users assigned to the group of local users and for whom the flag Access to closed orders (Administration panel\Access\Tablet User Groups) is set, can modify a payment type of the closed check.

If you need to modify a payment type of the closed check on the tablet:

  • go to the section Closed orders, find your order and tap the Open button
  • specify a reason of the check opening (Error, Customer demand)
  • find your order in the list of open orders and close it once again but using the correct payment code

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.

Working with cash register

Till shifts

You can use the following operating modes of till:

  • Till shifts
  • Without Till shifts (by days)

If you need to work in the Till shifts mode:

— clear the flag in the Administration panel: Settings\Establishments\Manual closing of Till shifts

— set the flag in the application SmartTouch POS: Main menu\Settings\Manual closing of Till shifts

After having modified the operating mode settings of the till, sign in once again to the application SmartTouch POS.

Woking in the SmartTouch POS application while in Till shifts mode, the Close the current Till shift and open a new one button will become available.  

Till operations are performed in the Mobile application\Cash section. You can perform the following operations:

  • Close the current shift and open a new one: While closing a Till shift, the program will display an imputed balance in the cash drawer and propose to enter an actual balance. If the actual balance is not equal to the imputed one, the program will create an adjusting transaction. The results of this transaction will be displayed in the Administration panel: Orders\Cash register correction  and Finance\Cash Report.
  • Internal payment: Use the Cash depositing button.
  • Internal withdrawal: Use the Cash withdrawal button.
  • Outgoing payment represents the payment for the Products arrived to the Point of sale.
  • Produce X-report: Use the Daily X-report button.

You can add comments for each cash register operation. These comments will be visible both in reports and in the list of orders on the Administration panel screen.

If you press the POS-terminal block on the tablet, then when you enter the PIN code to access the mobile app in the “Auth” button will appear allowing the user to complete the current shift.

may-4r

 

 

The sales results you can see:

* in the mobile application:

Reports\By payment methods

Reports \By checks

Reports \By selling

Buttons with left\right arrows allow selecting a day of selling (previous\next) to overview.

* in the Administration panel: Finance\Cash Report

 

If you work with a fiscal printer:

* You will have to generate a Z-report. This report type is used by the fiscal authorities to control entrepreneurs activities. A cashier generates a Z-report at the end of his\her shift to collect the cash drawer and transfer the total to the administrator (if there is one).

After printing the Z-report, the cashier removes the cash from the cash drawer. Z-report data are recorded in the cash book:

—  Z-report number

— cash total at the beginning of the workday (Shift)

— cash total at the end of the workday (Shift)

— sales revenue per Shift

—  report generation date

— returns

— payments on a clearing basis

* to track each cash drawer during a shift, you can produce an X-report. If the Z-report just reset all cash register transactions, the X-report allows to overview (on the printed report) all transactions without reseting the storage memory of the fiscal printer.

* you can print a Zero-check to check the operability of the fiscal printer and if its date and time were set correctly.

Using a cash register

It’s the waiter (cashier) who usually opens and closes the shift. To open a shift, proceed as follows:

  1. Generate a Z-report (if it was not done at the previous shift closing).
  2. Print a zero-check to check the operability of the fiscal printer.
  3. Deposit a float in your cash drawer.

Z-report (report with clearance) is a summary report on the current cash drawer shift. When you generate a Z-report, you are ending the current cash drawer session and starting a new one. It is recommended to run this operation at the end of a day or shift. You will find more detailed information in the section Closing a shift.

After you press the Z-report button, the program will check if any fiscal printer is connected to this tablet (point of sale).

If the program doesn’t detect any connected fiscal printers, you will need to print a zero-check.

It is recommended to start a till day by printing a zero-check. Successful executon of this operation shows the operability and availability of the fiscal printer. To print a zero-check, all you have to do is to press the Zero check button. If the printing is satisfactory, the fiscal printer will deliver the zero-check. In case the printer is not connected to the workplace or is switched off, an error massage will be displayed.

Just before the zero-check printing, the system checks the time on the fiscal printer and the current system time (on the tablet), if they don’t coincide, the corresponding massage will be displayd.

  • Please pay attention that you can synchronize the time only when the shift is closed, i.e. when the Z-report on the previous day has already been printed and no checks on the current day have been delivered yet.
  • A zero-check printing it is a kind of test operation delivering an empty check on the fiscal printer and opening a cash drawer.

If this check was not printed, you have to check the connection settings of the fiscal printer.

Depositing cash in the cash drawer:

  1. Deposit a float in the cash drawer. Press the Deposit cash In the dialog window Do you really want to deposit cash?”, enter the appropriate amount (if necessary, add comments) and press Enter (V)
  2. Once you do it, a check on cash deposit will be printed on the fiscal printer. At close of a day, you will have a printed Z-report on the beginning of the shift in hand proving that you do not have any open sales and checks on cash deposit in your cash drawer. You must keep all these documents till the end of the shift and deliver them with the shift end documents to the accounting department.

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).

Fiscal groups

Fiscal groups are applied to divide products by tax, imposed on their sale.

Fiscal groups are managed in the Administration panel: Settings\Other\Fiscal groups.

To assign a fiscal group to the selected product, use the Administration panel: Products\Products and dishes\Product card\Categories\Fiscal group field.

If no fiscal group is selected, the product won’t be printed.

Setting the order of the type of payment and default

To set up the display order of the payment methods, go to the Administration panel\Settings\Payment method\Sorting order field.

On the tablet payment methods are sorted in increasing order depending on the value of the Sorting order field in the Sales screen.

It means that if you enter 1 for the “Cash” payment method and 2 for the “Cred.card” payment method, in the Sales screen the payment methods will be displayed in the following order: Cash, Cred.card.

 

Pay-seq

 

However in the mobile application settings if the checkbox “Set the default payment type” is checked but you have not chosen any payment method yet, then the payment method with the lowest value of the Sorting order field, in our case it’s “Cash”, will be substituted in the dialogue box of payment confirmation (it is displayed after you click on the Pay button).

Def-pay-type

Moreover, if the checkbox “Set the default payment type” is not checked in the mobile application settings and you have not chosen any payment method yet, the application will not allow you executing payment by displaying the corresponding error message: “Error. Please select a payment type”.

Selecting a payment method is mandatory as it allows avoiding operator’s random errors.

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.

Sending the tablet database to the support service

If any problem occurs on your tablet and you cannot solve it by yourself, proceed through the following steps:

* Log in to the application as an Establishment Administrator

* Describe as completely as possible the problem heart in the field Support\Send a question to support  and tap the Send button.

* Then go to the Main menu\Settings\Database\Send database to the support and the support team will look into the problem immediately.

Orders from the tablet are nor visible in the Administration panel\Orders section

If orders created on the tablet are not visible in the Administration panel\Orders, you have to check:

* Internet connection availability on the tablet: try to open any website in your browser (for example  http://smarttouchpos.eu/en/).

* Connection availability between your tablet and the Cloud: tap the button with a cloud icon on the tablet in the section Closed orders, and the program will execute a forced upload submission.

If Internet and Cloud connections are ok, but Orders have not appeared in the Administration panel yet, you need to send your database to the support service (on the tablet: Main menu\Settings\Database\Send database to the support ) and we will determine and solve the problem.

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.