Administration panel

  1. Send a letter to the technical support service at SUPPORT@SMARTTOUCHPOS.EU
    Specifying in the letter of your login and password from the admin panel, as well as the number of required cards. (For example us1234 pass 3245, please provide the code for generating 100 cards).
  2. You will receive the code: (Example: с6666n0001- с6666n0100). Where c6666n 0001 is the first card in your list, accordingly with6666n0002 this will be the second card in your list and so until the last card from 6666n0100 in our cases is the 100th card.
  3. After receiving the card. In the Administration panel \ My Account \ in the Loyalty \ Guests \ section, click New.
  4. In the tab Guest \ Discounts. In the Category of discounts, select the desired discount. If you do not have it, then you need to enter the “Discounts and promotions” section to create a discount there. Then return to the Guests tab and attach the discount.
  5. In the field “Card number” enter the card number (Example: 0001), press “Save“.
  6. On the tablet, restart the program. In the “Sales” section, select the dish and click “Percent“. under the selected dish. Scan qr code – bring our card to the camera, the program will find the guest and apply the discount that we attached to this card. Click the check mark and pay

Day report: During a day the following key figures are displayed in three sections:

  • Bottom line: Sales, Returns, Discounts, Sold quantity, Guests number, Average check.
  • The most popular: Products (Dish) designation, Quanity, Totals.
  • Discounts: Discount designation, Totals.

 


 

By employees: Displays sales for the specified date range with the possibility to filter by establishment.

It contains the following columns: Employee, Sold quantity, Discount, Sales Totals, Average bill.

 


 

Cash report: Displays till operations for the specified date range with the possibility to filter by establishment.

 


 

Profitability of sales: shows a profit calculation broken down by dishes for the specified date range.

It contains the following columns: Products, Sold quantity, Sales Totals, Written-off quantity, Written-off amount, Cost price of 1 item, Markup percentage, Profit.

 


 

Sales by payment methods: Displays sales broken down by payment methods for the specified date range with the possibility to filter by establishment.

It contains the following columns: Payment method, Sold quantity, Sales Totals, Avarage check.

 


 

Sales by days: Displays sales broken down by calendar days for the specified date range.

It contains the following columns: Day, Establishment, Sales Totals.

 


 

Sales over a period: Here you have the possibility to produce a report broken down by:

  • Products
  • Products groups
  • Products categories
  • It contains the following columns: Products, Establishment, Totals, and Quantity.

 


 

Sales by goods – Type of report: In the fiscal group during the period

Columns: Goods (Fiscal groups) for each institution: Quantity Amount (sold), Total (for all institutions) Quantity Amount (sold)

Options:

  • Date of the start – Date & Time beginning a reported period
  • End date – the date & time due dates a reported period
  • Institution
  • Do not take into account the view of Loan Payment
  • Do not show the zero position
  • Only the fiscal receipts

It is possible to get sales figures in accordance with the changes of cash. The reporting period in this case is set by the additional parameter – the beginning and end of the shift. The arrow buttons “Forward” and “Back” allow “flipping” a report in accordance with the changes of cash, time shift will be entered automatically.

 


 

Activity Log – list of operations with documents / objects database for the period

Column: Date (date and time of the operation), description (ID – document / object, name), Login (user to perform an operation), IP (IP address), the user’s action (operation type: create, update, delete).

 


 

Charts – Displays cost of goods sold in the form of a graph

Vertical – cost of goods sold

According horizontals – the days of the reporting period.

The report has two modes:

  • Only a selected period
  • Compared to the previous period

 

In mode only the selected period are displayed for sale with the help of the established calendar (start date, end date) period.

In Compare mode with the previous period are displayed simultaneously:

sales for the installed using calendars (Start date, end date) sales period for the previous period.

The duration of the previous period is automatically “shifted into the past” in relation to the assigned reporting period by the corresponding number of days of the reporting period.

That is, if you set the reporting period equal to the week, the previous comparable period will correspond to the previous week. The graph reporting period, highlighted in green, and the previous period – purple.

If you click on the graph to the intersection point of the day, the program will display a hint about the displayed period.

In Compare mode with the previous period on the horizontal axis of the chart displays the serial numbers of days of the reporting period.

gr-en

 

The parameter allows you to set Group by day, week or month as a group sales figures, that is, indicators will be are summarized and displayed according to the specified groups.

GR-en

 


Gains and losses

Gains and losses – comparison of monthly figures in the period with the possibility of filtering by the institution

Parameters defining the reporting period: Start date, end date

Columns:

Title of the article income / expense, places Name

Section Month: Columns amount on articles Interest

reppa-profs2

 

 


 

Orders with partial payments report

will show you quickly the amount and date of the debt to be paid by the customer

Rep-cred-en

Designed to control the debt arising from the deferred sales

Options:

  • start date, end date – determine the period of occurrence of debt
  • Outlet – by the institution in which the debt arose
  • Past due accounts – show the maturity of debts has expired.

 

 


Cash income / expense report – formed for the period in the context of the institution, shows the amount of money deposited or withdrawn from the ticket office.

 

Bonus adjustment is used to enter the initial amount of bonuses, correct mistakes in calculating bonuses on the client’s account.

Work with adjustments occurs in the Administration Panel \ Loyalty \ Advanced \ Bonus Correction

To create a correction, click Create.

In the dialog box, fill in the fields:

  • Outlet
  • Guest
  • Bonuses
  • A comment

 

Click the Save button.

Document Disassembly is used to formalize the separation of products into components, for the purpose of further sale or production in parts. For example, you can arrange the cutting of the carcass or assortment of bouquets.

Working with the document takes place on the administration panel in the section Stock \ Advanced \ Dish Disassembly

To create a new document, click the Create button.

In the table of contents of the document in the Dish field, indicate the dish, the semi-finished product or the products, which should be decommissioned.

The Quantity field indicates the number of dishes to be divided.

 

 

To enter information about the component, you must click the Add row button and fill in the values for Goods, Quantity. The price of the goods is automatically substituted from the receipts, if necessary, you can change it.

After filling out the list of components, click the Save button.

The results of the reconciliation can be seen in the report Remains and movements of goods.

 

The program allows you to configure individual user access to the administration panel reports.

The user access rights to the reports can be configured in the Administration panel \ Access \ Users of the administration panel

Open the card in the user list of the Administration Panel:

The POS reports access tab to the outlets reports

  • The installed flag Access To all outlets – allows the user to use the reports of all establishments.
  • The set flag  Access to the specified outlets  – allows to define some outlets to which the user should get access.

The Reports tab – allows you to select only the reports required by the user.

 

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.

Taxes are set in the Administration Panel \ Settings \ Taxes

Main settings:

The name of the tax is the full name of the tax, for example “Tax and added value”

Short name – short tax name, for example, VAT

Percent – the percentage of tax levied on the value of the goods

Included in the price \ Add to the price – allow you to switch the tax accounting mode in relation to the price of the goods

Operates on all sales \ Acts on selected items – allows you to determine the base of taxable goods, either all or for individual items.

If the switch is set to “Acts on the selected items”, it is necessary in the Administration panel \ Products \ Product card \ “General” tab – Taxes set the appropriate switch

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

 

 

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

 

 

 

 

 

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

 

 

 

 

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

 

 

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.

 

 

 

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””.

 

Withholding from wages

The program allows you to keep a record of payroll deductions (penalties) in the Administration panel \ Staff \ Salary withholding

 

 

 

 

To create a payroll deduction, click the New button.

Fill out the required information:

  • Created date
  • Employee
  • Establish
  • Sum
  • Comment

 

The amounts of deductions made in the section Staff \ Salary Withholding are automatically deducted from the salary of employees

The program allows you to calculate premiums to employees by selling employees of certain categories of goods (products).

To calculate the allowance, you can use two methods:

  • calculation based on the percentage of goods sold in a certain category (Percent of sales)
  • calculation based on the number of goods sold in a certain category (Amount from the sold quantity)

 

The percentage of sales by category is set individually for each employee in his card (section of the Administration panel \ Staff) on the Percentage of sales by categories tab.

To enter a percentage of sales – click the Add line button, select the Sales category and set the Percentage.

After entering the percentage of sales – save the information – click the Save button.

If the employee has a total Percentage of Sales (on the Salary tab) and the Percentage of Sales by Category is not set, the total Percentage of Sales will be included in the payroll calculation.

 

 

The amount from the sold quantity by categories is set individually for each employee in his card (section of the Administration panel \ Staff). To adjust the premium on the Payroll tab

set the Sum from Prod. quantity.

 

 

 

In the appeared tab Amount from prod. number, enter the amount of the premium for the sold item of a certain category:

– Click the Add line button, select the Sales category and set the Amount from Prod. count.

After entering the list of categories and allowances – click the Save button

You can find a product card in the Administration panel\Products\Products and dishes.
We use the Products term as a general designation for Goods, Ingredients, Dishes, Semi-finished products and Services.

Product card fields are intended to specify:

  • Type:
    • Products are common goods that you can sell or buy. Products don’t have any job order cost card. They can be determined as ingredients of dishes or semi-finished. As soon as a dish is sold, the sold quantity of products is written-off automatically by the Products write-off document.
    • Ingredients are components of dishes or semi-finished products. Ingredients are not visible on the tablet as it is supposed that they cannot be sold. If you need to sell ingredients, set the Type value equal to Products in the Products card
    • A Dish is made of Products and Ingredients (Chicken Kiev and Blueberry Martini cocktail) and it can be sold. Dish components are defined on the Job order cost card tab. After being sold the Dish components are written-off by the Food services production document. If a Dish is composed of another Dish or Semi-finished product, the components of these ones will be also added to be written-off.
    • Semi-finished products are the same as Products. This kind of category was created to easily distinguish dishes from semi-products.
    • Services represent intangible goods that can be sold and bought. But when a service is sold or bought, no warehouse movement is generated.

Main tab:

  • Selling price is a price written by default in the Price list (Menu) of the tablet. The price is indicated for a base unit. In the Price list (Menu) you have the possibility to set a price other than the one indicated in the Products reference book.
  • Barcode allows you to simplify products selection when executing selling or werahouse operations.
  • Weight items, this field defines if it’s necessary to input weight for products being sold. It can be used both for weighted and draught products.
  • Not present in price list, this field is intended to make products invisible in the Price list (Menu) of the tablet.
  • Min. stock balance represents a minimum products stock that must be in the warehouse. If a Stock balance drops under the minimum quantity, the corresponding line will be highlighted in red in the Stock balance and Products stocks movements report.
  • Recommended balance represents a products balance while achieving of which it is recommended to produce a request. If a Stock balance drops under the recommended quantity, the corresponding line will be highlighted in yellow in the Stock balance and Products stocks movements report
  • Coef. of shrinkage – the coefficient of shrinkage or frying is the coefficient determining the change in the weight of the product during its preparation or storage

Last receipt price value can be defined automatically by the Products receipt document or it can be set manually. This field is used to define a product’s price during writing-off or calculation of a dish’s cost price when this product is absent in the stock balance and it’s impossible to determine its average-weighted price.

 

Sell price tab

It allows you to set different prices in different menus on the same goods

Pr-in-goods-en

 

Nutritional value tab

You can take into account the nutritional values for use as recommendations to your clients for observing the optimal diet. With the help of the Program, you can keep a record of the content of fats, proteins, carbohydrates, calories in dishes.

Cost-Prod-EN

 

Indicators of nutritional value of Calories, Fats, Proteins and Carbohydrates are taken into Nutritional value tab.

The program automatically calculates nutritional values ​​for dishes consisting of several products and ingredients.

Accounting for the nutritional values ​​of the dishes is based on the pricing card of the dish. In the calculation card, a list of products and ingredients of the dish is made.

 

Prod-Cost2-EN

Preliminary in the cards of the product of products and ingredients of the ingredients of the dish, it is necessary to take into account the nutritional values characteristic of them.

The recalculation of nutritional values after updating the ingredients of the dish, occurs when you click Calc. cost price on the Recipe tab.

If you need to declare products arrival in the warehouse using other measurement units than the base ones, go to the Products card through the Administration panel\Products\Products and Dishes\Meas.units tab and specify additional measurement units for your incoming order:

 

  • Tap the Add Row button
  •  In this new line, input a measurement unit and a base unit calculation factor.

 

For example, we have Milk which base unit is the Litre. On the tab of measurement units management we can add an additional measurement unit “Bottle 1.5 l” with base unit calculation factor equal to 1.5. Thus to declare the receipt of 3 bottles in the warehouse, we have to specify “Milk, unit Bottle 1,5 l, quantity 3” in the products receipt document.  The program will automatically make the conversion of the quantity and price into base unit and we will get 1.5 * 3 = 4.5 litres entered the warehouse.

The Products list is located in the Administration panel\Products\Products and dishes. Please notice that the “Products” term is a generic one for Products, Ingredients, Dishes, Semi-finished products and Services.
For purpose of designation commonness, all Products are commonly referred to as Items in the software.

Items are located in the Products groups. To make products search easy-to-use, the structure of Products groups was made hierarchical, it means that some other groups may be found inside the main Group. You can create your own group structure and fill it with Items depending on your business activity needs.

The Create a Group button is designed to create a new group of Items.

The Parent field defines a (Parent) group one step higher in the hierarchy which contains the current Group.

To navigate between groups, double-click on the group.  

The Create Item button is designed to create a new item (Product card). When creating an item, its group’s value will be defined in the Parent field. You can change the value of the Parent field any time you need it.

To create similar Items, you can use the Copy menu option. The Copy menu option is available once you click on the button with a gear-wheel icon located in the right part of the items list.

Watch Video lesson 1 showing how to work with products list.

The Import from csv-file button calls the dialogue window allowing to upload Items from an external file.

Button Export to Excel – to store in external files tables: Productions, Calculation cards, Technology cards.

The Products search field filters the list of items according to the field’s value.

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

The use of group processing of elements allows you to set simultaneously the values of the fields Print Category, Product Category, Fiscal Group to the goods included in the group selected by the user.

The group operation window is called when the btmCicle button is pressed and the Group processing  of elements option is selected.

GrogEl

The Parent field specifies the group of products for the elements of which the processing will be performed.

To specify which field should be changed, select the appropriate checkbox. If the checkbox is not set, the field value will not be modified.

Select in the drop-down list the value of the field that should be set to the Item groups

If you need to clear the field values, do not specify the field value when the check-box is installed.

To apply processing, click the Execute button.

The Production catering document is located in the Administration panel\Stock\Production catering

There are two possible modes of writing-off:

  1. Write-off mode: in this mode, the warehouse stock will be written-off on actual basis of dishes sales. A writing-off document of sold dishes is created automatically and includes the calculation of a cost price for each ingredient which the dishes were made of.

If you press the Generate writing-off on sales button on the Stock \ Production catering screen, only documents for writing-off by sales will be created.

  1. Production mode: in this mode, dishes and semi-finished goods production will be written-off on actual basis.

For production records, you have to go to the Administration panel: Products \ Products and Dishes…

  • and in the Production storehouse field, define a warehouse where the dish will be used after being made.
  • and in the Recipe section, define the ingredients composition that are essential for a dish making.

After being made, the Dish comes to the production warehouse at cost price according to the job order cost card. Its composition ingredients are written-off accordingly.

If the Dish is moved to another warehouse for further selling, it will be recorded and written-off as a Product (without job order cost card) at the cost price of the production warehouse.

Writing-off documents of produced dishes are created manually in the following way:

  1. Press the Create button
  2. In the document card, set the Production mode
  3. Press the Add row button on the Dish production grid to generate the list of produced dishes.
  4. Press the Fill button to fill the list of dish ingredients in from its job order cost card.
  5. Using the Ingredients list, you can modify a dish composition, for example, change products in the production.

 

If there is a stock balance in the warehouse, it will be writtenoff with an allowance of its average-weighted price.

If there is no stock balance and writting-off into the red is authorized (the flag Settings\Accounting policy\Authorize writing-off without products stock balance is set), the program will write-off at the last receipt price. The receipt price is defined in the Administration panel: Stock\Products arrival

Administration panel is a Web application designed to manage operations of your company’s Cloud.

Administration panel runs in any browser and on any device including tablets and smartphones.

To run the application, you have to:
  • Enter the address http://web.smarttouchpos.eu:3000/ in the browser address bar (on the tablet, PC or smartphone)
  • Enter your login and password in the authorization dialog box. Login and password will be sent to your mail after you complete the registration on https://smarttouchpos.eu/order/

Only the following persons are allowed to work in the Administration panel:

  • The Cloud Owner: user who has registered in SmartTouch POS and got the right to use the Cloud for his/her Enterprise.
  • Establishments Administrators: users who were appointed by the Owner to manage Establishments of the Company.

As a rule, waiters and salespersons have to work only in the mobile application on the tablet.

Administration panel users’ access permissions are set up in the Access\WEB panel Users section.

Administration panel web site is divided into sections depending on the activity area:

  • Products section allows working with products (dishes), price lists (menu), modifiers and printing categories
  • Orders section allows working with orders
  • Warehouse section allows performing warehouse operations related to goods arrival, displacement, writing-off of goods, production of public nutrition, inventory, requests, stock, contractors, and warehouses
  • Financial accounting allows managing all operations related to cash: payments, tills and bank accounts, cashflow items, till report
  • Reports section allows managing the major reports such as Day report, By employees, Till report, Sales return, Products stock movements, Sales
  • Loyalty section provides the possibility to set up discounts and promotions, to keep records about number of guests, to manage loyalty programs, discounts and promotions, to generate a report by bonus points and by discounts
  • Settings section allows to set up company’s contact details (logo trademark, name, description), policy, payment methods, printers, lisences and payments, taxes, organizations, closed order opening reasons, restaurant rooms, tables, reasons for a guest check cancellation

To payment is not lost, you can set the option “Notify about payment” in the box that appears to indicate the purpose of payment.

may7

This type of document is created in the Administration panel\Warehouse\Inventory screen and allows simplifying control of Products balances in the warehouse.

Manner of performance:
* Create an Inventory document using the Create button.
* Get an imputed products balance in the warehouse on the user-specified date using the Fill button. It’s this button that will show you an imputed products balance in the warehouse as of the current date (use-specified date).
* Input a real product quantity present in the warehouse In the Real qty column.
* When required, you can modify the value in the Price column  if you consider the imputed price to be wrong.
* To add new products items, tap the Add Row button.

Once you save you document, the program will execute corrective warehouse movements to make balances equal to actually input quantities. If after having entered a real products quantity you make modifications in old documents and your accounting quantity becomes different, tap the Fill acc.qty button. The program will save the actual quantity and update the accounting one.

To create a document Production of products you need to go to the section Warehouse \ Making production

To create a product, click the New Document button.

Specify in the Name field the dish that will be produced. Choose a dish from the directory.

Using the menu located on the right side of the window, determine the set of products (ingredients) included in the dish. When choosing dishes, indicate their number.

After the list of ingredients is completed, click the button Post Document

The created new document will be available on the Administration panel in the section Warehouse \ Production catering

Creation of documents Production of products is possible in the section Warehouse \ Production catering in the Administration panel

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

  1. Creating product groups
  2. Creating ingredients
  3. Creating dishes
  4. The formation of calculation cards
  5. Selling dishes to the tablet
  6. View Results sale – reports and closed orders

  1. Determine the network address of the printer
  2. Set the IP address of the computer in accordance with a predetermined IP address of the printer
  3.  Configure the IP address of the printer
  4.  Register your printer in the administration panel
  5.  Set up the printing parameters for Guest checks in the Administration panel
  6.  Set up the printing parameters for Preparation tickets
  7. Creation of an order and verification of printing

 

To add a new user, go to the Administration panel: Access\Tablet Users\Choose an Establishment Administrator\Create and  enter the following information in the user’s file:
• Name:  user’s name
• Group: Local groups of users
• Password: PIN-code (use only digits)


1.Manual Discount by QR code
2.Automatic discount per time for a group of products
3.Automatic discount per product category
4.Promotion 2nd drink for free
5.Automatic discount on all products except for a particular group

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.

 

 

Deferral of payment allows you to postpone part payment for an order for a certain period.

Deferral of payment can be granted only to guests registered in the Administration panel \ Loyalty \ Guests

In the Guest card on the “Credit” tab, specify the number of grace days to be paid.

 

 

To apply deferred payment when paying on a mobile terminal, click the button in the context menu select the “Guests” option and in the guest list that appears, specify the Guest name to which you want to postpone the payment.

 

 

In the dialog for entering the amount of the payment, indicate the partial amount to be paid.

 

To control debts, use the Administration panel \ Loyalty \ Orders with partial payments

Executing products receipt

 

You can prepare products receipt in the Administration panelsection Warehouse \ Products arrival

To create a receipt, click on the Create button

In the document card, fill in all required fields:

  • Supplier
  • Warehouse
  • Delivery number
  • Comments

To enter the list of products, click on the Add row button.

In the new row, you have to input:

  • product
  • unit
  • quantity
  • price

The products amount will be calculated automatically.

Add a new row in the table for each product type.

After completing the products list, click on the Save button.

 

Receipt based on the payment bill

In the Administration panelsection Warehouse\Products arrival, set the row pointer on the receipt paper to be paid.

Click on the button Input based on – Payment

Fill in the payment details in the document:

  • Inbound payment
  • Cash movement
  • Outbound payment
  • Input mutual payments balances
  • Charge as expenses
  • Cash desk/banking account source
  • Cash movement article
  • Counterparty
  • Amount
  • Comments

To save the document, click on the Save button

 

 

Importing a list of products from a csv file

The list of goods in the receipt document can be downloaded from a text file in csv format

1. Prepare the file in accordance with the format specified below.

File format for download:

Product code, Quantity, Price, Amount

Commodity comma separated. The decimal point is a decimal point.

Each item on a separate line:

Example

1, 100, 110, 11000
2, 90, 90.5, 8145
4, 40, 15, 600
5, 50, 10, 500

 

2. To download, click the button Import from csv file

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

 

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.

You can add products images to the buttons of the products selection menu by using the Photos upload button in the Administration panel: Products\Price list items. The Photos upload button is located in the right part of the hierarchical list of the price list items.

upload photos

To view changes on the tablet, you need to re-login to the mobile application

Configuring establishments made in the Administration Panel to Configure \ Outlets

To change the list of places enough to double click on the outlets or on the line and press “Edit” button

outl1

The card Outlet

Name – name of the institution

on the main tab:

Price-list – is determined by the used list (menu), according to which the sale of goods or services will occur.

Type – available: Restaurant mode with waiters table card orders are attached to the tables produced guest checks printing. In Shop mode without waiters, a mobile application running on the “simplified” scheme excluding tables. This mode can also be used for laundry, a shop, dry cleaning, maintenance services, such as repair of mobile phones.

Default Warehouse for write-off on sales – a warehouse that will be made through the delivery and disposal of goods

Default cache for income from sales – cash registers for the sale of goods and services establishments

 

tab Printer:

Printer – a printer which prints Guest check

 

tab Fiscal register:

Fiscal register – choice of model used fiscal register

IP address SmartTouch BOX – IP address of the microcomputer to which the fiscal printer can be connected

 

on the Settings tab in the mode Shop, cafes without waiters:

Manual cash days change – allows the user to initiate a change of closure.

Exchange with cloud after each payment – sends information about the goods sold to the central database after each sale.

Sync orders on all tablets – in the case of multiple tablets simultaneously in a single outlets, inter update order information.

Print guest check – activates printing preparation tickets. This mode can be used in a mode … Shop Print “receipt” for the enterprises which are separated in time (days) events acceptance of the order and its execution. For example Laundries (Dry), a shop and other services.

External code

 

on the Settings tab in the Mode restaurant with waiters:

Manual cash days change – allows the user to initiate the closure of the change

Exchange with cloud after each payment – sends information about the goods sold to the central database after each sale

Sync orders on all tablets – in the case of multiple tablets simultaneously in a single outlet, inter update order information.

Print preparation tickets – activates printing preparation tickets . Preparation tickets  this guidance for preparing meals. Usually preparation tickets  printed on printers installed on the kitchen or in the shops for food preparation.

Print guest check – activates printing Guest check. This mode can be used in a mode … Shop Print “receipt” for the enterprises which are separated in time (days) events acceptance of the order and its execution. For example Laundries (Dry), a shop and other services.

Print receipt when paying – activates printing fiscal receipt

Ask for table number for each new order – opens dialog enter the table number when you create an order
Ask for quantity of guests for each new order – opens a dialog for entering the number of guests when you create an order

Include eMenu, BonusMe app support – allows visitors to places to use the mobile application SmartTouch eMenu to order meals and control the preparation of the application and installed on smartphones BonusMe customers to select Places.

External code

 

 

Notification tab:
Get notification about new request by email – defines the e-mail address to which to send the letter with information about ordering

You can create one cloud a few outlets. Users can create an entire network of enterprises. Modes and settings may vary between the institutions themselves. The reporting system allows you to create performance for the entire network and for each outlet individually.

The program allows you to calculate premiums to employees by selling employees of certain categories of goods (products).

Two methods can be used for the calculation of premiums:

  • Calculation based on the percentage of goods sold in a certain category (Percent of sales)
  • Calculation based on the number of goods sold in a certain category (Summ from quantity)

The percentage of sales by category is set individually for each employee in his card (section of the Administration panel \ Employees) on the Percent from sales for goods categories tab.

To enter a percentage of sales – click the Add line button, select the Sales category and set the Percentage.

After entering the percentage of sales – save the information – click the Save button.

If the employee has a common Sales Percentage (on the Salary tab) and the Percentage of sales by categories is not set, the total Percentage of Sales will be included in the payroll calculation.

PerSentCat

 

The sum from quantity by categories is established individually for each employee in his card (section of the Administration panel \ Employees). To adjust the premium on the Payroll tab

Set  Sum from quantity checkbox

2-en1

 

In the appeared tab Sum from quantity, enter the amount of the premium for the sold item of a certain category:

Click the Add line button, select the Class category and set the Sum from quantity.

After entering the list of categories and allowances – click the Save button.

1-en1

 

 

 

  1. Creating a vendor
  2. Create additional units
  3. Create receiving papers
  4. The document “Production catering”
  5. The report “The remains of the movement of goods”

 

Orders (Sales) created in the Mobile Application on the Tablet are visible in the Administrator’s Panel in the Orders section.

 NumEn

 

The list of applications can be limited by the date of creation using the Start date, End date filter

Initially, the order table has columns: Order number, Status, Table, Institution, Amount, Extra charge, Discount, Created, Closed, Comment

If you click on the order line, additional information about the order’s composition will appear: Name, Quantity, Amount.

When you click the Open button, the order card is displayed

 OrdCardEN

To view the payment order history, go to the Payments tab

Paym1

 

 

If you click on the Excel button, the program will prompt you to download the content of the application to the Excel spreadsheet

 

Symbol indicates  orders that require delivery to the consumer. Double-click on the delivery symbol to open the list of delivered products.

The set the Delivery flag, allows you to set a filter that allows you to display only orders associated with delivery.

Payment by Privat24

1. Order receipt printing with QR-code

pb1

2. Scan and read customer QR-code with a check using a smartphone. On the smartphone must be installed Privat24

Pb2

3. Payment for orders in the application Privat24

Pb3

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 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.

Printing categories will allows you to organize preparation tickets printing at the site (kitchens, shops, bars).  For example, you can define to print orders for meat dishes only on the printer installed in the kitchen and to print orders for complicated cocktails in the bar.

To create and configure Printing categories and preparation tickets:

  • Go to the Administration panel: Products\Printing categories and create Printing categories for each printer installed at the site (kitchens, shops, bars)
  • Then go to the Administration panel: Products\Products and dishes\…Dish… \Print.Category and specify the appropriate printing category for each dish, for example:

Products\Products and Dishes\…Dish… «Chicken Kiev»\Categories\Print.Category: «Printer in the kitchen», 

           Products\Products and Dishes\…Cocktails… «Blueberry Martini»\ Categories\Print.Category: «Printer in the Bar»

To configure your printer, go to the Administration panel: Settings\Printers\Create
• Specify your printer’s name, for example «Bill (guest check) printer» or «Printer in the meat shop».
• Choose your printer’s model
• Specify an IP address for your network printer
You can set your printer’s IP address by using a special utility supplied with the printer.

The IP address must be on the same network as the tablet.

After you finish working with the printer’s settings on the tablet, you have to sign out and then sign in once again to the application.

To print guest checks, choose your printer in Settings\Establishments\Printer: «Bill  (guest check) printer».
To print preparation tickets (kitchen checks), specify the appropriate printing category for each dish.

For example, if you need to print orders for dishes on the printer installed in the kitchen and for cocktails in the bar:
 Products\Products and Dishes\…Dish… «Chicken Kiev»\Categories\Print.Category: «Printer in the kitchen»,

 Products\Products and Dishes\…Cocktails… «Blueberry Martini»\ Categories\Print.Category: «Printer in the Bar»

If you need to get rid of old test orders before getting started and to save initial settings:
• delete orders in the Administration panel: Orders\Delete
• and to delete orders remained on the tablet in the mobile application: Main menu\Settings\Database\Clear orders button

Reports section:

Day report: During a day the following key figures are displayed in three sections:

  • Bottom line: Sales, Returns, Discounts, Sold quantity, Guests number, Average check.
  • The most popular: Products (Dish) designation, Quanity, Totals.
  • Discounts: Discount designation, Totals.

 

 

By employees: Displays sales for the specified date range with the possibility to filter by establishment.

It contains the following columns: Employee, Sold quantity, Discount, Sales Totals, Average bill.

 

 

 

Cash report: Displays till operations for the specified date range with the possibility to filter by establishment.

profitability of sales: shows a profit calculation broken down by dishes for the specified date range.

It contains the following columns: Products, Sold quantity, Sales Totals, Written-off quantity, Written-off amount, Cost price of 1 item, Markup percentage, Profit.

 

 

 

Sales by kind of payment – sales for the period in the context of types of payments with the possibility of filtering through the institution. In addition to the date (day) of the reporting period, in the calendar parameters, you can determine the time range of sales

Columns: Payment type, Sold quantity, Sold amount, Average check.

 

 

Sales by days: Displays sales broken down by calendar days for the specified date range.

It contains the following columns: Day, Establishment, Sales Totals.

 

 

Sales over a period: Here you have the possibility to produce a report broken down by:

Products

Products groups

Products categories

It contains the following columns: Products, Establishment, Totals, and Quantity.

 

Sales by goods – Type of report: In the fiscal group during the period

Columns: Goods (Fiscal groups) for each institution: Quantity Amount (sold), Total (for all institutions) Quantity Amount (sold)

Options:

  • Date of the start – Date & Time beginning a reported period
  • End date – the date & time due dates a reported period
  • Institution
  • Do not take into account the view of Loan Payment
  • Do not show the zero position
  • Only the fiscal receipts

It is possible to get sales figures in accordance with the changes of cash. The reporting period in this case is set by the additional parameter – the beginning and end of the shift. The arrow buttons “Forward” and “Back” allow “flipping” a report in accordance with the changes of cash, time shift will be entered automatically.

Activity Log – list of operations with documents / objects database for the period

Column: Date (date and time of the operation), description (ID – document / object, name), Login (user to perform an operation), IP (IP address), the user’s action (operation type: create, update, delete).

 

Reports of the Warehouse section

 

Products stocks movements: Displays products stocks in the warehouses for the specified date range with the possibility to filter by Storehouses, Categories and Type of goods. 

The report have mode the Do not show zero positions

  • Products
  • Measurement unit
  • Opening stocks (Quantity, Totals)
  • Receipts (Quantity, Totals)
  • Expenditure (Quantity, Totals)
  • Closing stocks (Quantity, Totals)
  • Minimum stock

Reports lines are highlighted in red if product’s stock in the warehouse is less than an authorized minimum level (column min.stock).

 In the production mode of public catering, when you click on the product line, the report displays the document numbers according to which the goods moved. If the product is an ingredient, then the products in which it is included are shown.

Cost card report – information about ingredients cost the product is made of.

 

Suppliers settlements  – the history of mutual settlements with the supplier for the purchased goods.
Columns: Supplier, Balance at the beginning of the period, Delivery, Outgoing payments, Balance at the end of the period
In order for the uploaded file with the details (the list of receipts and payments), it is necessary:

  1. In the Supplied field, specify the required enterprise
  2. Click button Export in Excel

After the program unloads the file on your computer, it can be opened in a spreadsheet editor.

 

Charts – Displays cost of goods sold in the form of a graph

Vertical – cost of goods sold

According horizontals – the days of the reporting period.

The report has two modes:

  • Only a selected period
  • Compared to the previous period

 

In mode only the selected period are displayed for sale with the help of the established calendar (start date, end date) period.

In Compare mode with the previous period are displayed simultaneously:

sales for the installed using calendars (Start date, end date) sales period for the previous period.

The duration of the previous period is automatically “shifted into the past” in relation to the assigned reporting period by the corresponding number of days of the reporting period.

That is, if you set the reporting period equal to the week, the previous comparable period will correspond to the previous week. The graph reporting period, highlighted in green, and the previous period – purple.

If you click on the graph to the intersection point of the day, the program will display a hint about the displayed period.

In Compare mode with the previous period on the horizontal axis of the chart displays the serial numbers of days of the reporting period.

gr-en

 

The parameter allows you to set Group by day, week or month as a group sales figures, that is, indicators will be are summarized and displayed according to the specified groups.

GR-en

 Gains and losses

Gains and losses – comparison of monthly figures in the period with the possibility of filtering by the institution

Parameters defining the reporting period: Start date, end date

Columns:

Title of the article income / expense, places Name

Section Month: Columns amount on articles Interest

reppa-profs2

 

 

Reports of the Loyalty section

Report by bonus points displays information for the specified date range.

It contains the following columns: Name and Surname, card number, received bonus points, spent bonus points, order number.

Consolidated report by discounts for a specified date range with filtering by establishment.

It contains the following columns: Discount (designation), percent of a discount, discount amount.

Detailed report by discounts displays information for a specified date range and allows to filter by establishment.

Columns: Order number, Order status (Open/Closed), Establishment, Created by (waiter, salesperson), Guest, Discount (designation), percent of a discount, discount amount, order amount.

 

Orders with partial payments report

will show you quickly the amount and date of the debt to be paid by the customer

Rep-cred-en

Designed to control the debt arising from the deferred sales

Options:

start date, end date – determine the period of occurrence of debt

Outlet – by the institution in which the debt arose

Past due accounts – show the maturity of debts has expired.

 

Reports of Staff section

Pay slip – all information for salary accounting

Report Options:

  • Reporting period: Start date, end date
  • Employee – limited report information on the selected employee. If the employee is not specified, the report is generated for all employees
  • Working hours in detail – enable \ disable the detail work on-time employees

 

Columns:

payempl-en

 

Sales by rooms and tables of the restaurant – shows the number of guests sales volumes for the period in the context of the halls and tables of the restaurant.

The Flag of Tables allows you to set or cancel the output of indicators in the section of tables.

The list of Guests is located in the Administration panel, in the Loyalty\Guests section

As a rule, both regular clients of the establishment and those who are intended to be attracted to the special events, are added in the Guests lists.

Working with this list will allow you:

  • keeping records about guests and their contact data
  • keeping records about cards issued to clients
  • checking for legitimacy of the granted discounts
  • comparing card applicants with the photos
  • keeping records of the regular clients preferences
  • sharing customers by Guest Category

The Guests list of the Administration panel automatically syncs up to the clients list of the mobile POS-terminal on the tablet.

The list may be filtered by Name, Surname, Phone number, Card number, Post address, month and year of birth.

In the guest’s card there is the History section which allows tracking the sequence of the discounts applying.

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.

To simplify the search for orders created in a mobile POS terminal on a tablet, they (orders) are numbered in a special way.

The order number consists of two parts separated by the “follow” symbol /

A unique system (cloud) number and a local number characteristic for sales made in your institution.

For example 11947967/16.

Work with orders is possible in the Administration panel on the Orders tab page

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)

To get started quickly in the Administration panel, enter a minimum amount of information in the sections:

  • Products\ Products and Dishes
  •  Access\Tablet Users

For a restaurant with waiters:

  • Settings\Restaurant\Restaurant rooms
  • Settings\Restaurant\Tables
  • Products\Printing categories (If you plan to print preparation tickets and guest checks)

To complete the program set up for en establishment, you should fill the additional sectons in

In the Warehouse\Products arrival screen of the administration panel, create a document with an empty counterparty.

In the Administration panel: Settings\Payment methods\Create
When creating a new payment method, the following fields are mandatory for input:
• Name: Name of a new payment method as it will be displayed on the tablet
• Type: It defined the type of this payment method
• Sort by: This field sets the sorting order for the Payment screen on the tablet.

If the Establishment is intended to work with a Price list (Menu) that is other than the current one, you can create a new price list in the Administration panel:
• Press the Create button in Products\Price list
• Fill this new Price list in with products:
Products\Price list items, here select your new Price list and use the buttons “Create Group” and “Create item”.

  • Set you new price list for the establishment. In the Settings\Establishments screen, find your establishment name, then press the Modify button and check the Price list field.

You can create a new establishment in the Administration panel. To do this, proceed as follows:

  • Go to the Settings\Establishments\Create
  • Select the corresponding Price list for your new establishment
  • Select a warehouse in the field «Warehouse by default to write-off sales».

Appoint an Establishment Administrator:

The Administrator must be able to manage your new establishment, that’s why you should create a login for him:
Administration panel: Access\Admin panel Users\… Create a new user [an establishment Administrator]:
Select your new establishment.

If you need to create a new tablet User for your new establishment, first of all prepare the tablet to work with the cloud:
• Install the SmartTouch POS application from Google Play Market or AppStore
• Log in to the SmartTouch POS application using the login of your new administrator
• Run the mobile application on the tablet and enter the User’s (waiter, salesperson) PIN-code.

Administration panel \ Reports \Logging \ suspicious actions

The report displays information in the columns: Order number, Date (and time of action), Action, Comment, Created (User), Institution

with the following user actions:

  • return on order
  • discount removal
  • delete an order
  • repetition of a meeting
  • cancellation
  • open a closed order
  • adding a manual discount

In the Administration panel:

* Create and set up rights for the groups of users (Cash register clerks, Administrators, Waiters) in the Access\Tablet user Groups screen

* Assign tablet Users to the corresponding Users Groups in the Access\Tablet users screen

Download the SmartTouch POS application from Google Play Market or AppStore and install it on your tablet.
Complete a registration form and get access permission to your Cloud.
Connection parameters (Login) and instructions for getting started will be sent to your e-mail address

To change a user in the Mobile application:

  • go to the screen of locking and authorization, tap the button with the lock icon located in the upper-right corner of the application.
  • input a PIN code of a new user.

Acces permission of a Mobile application user depends on his\her assignment to a certain Local group of users.
In the Administration panel: Access\Tablet Users

Specify a corresponding group in the card of a local user.
If necessary, create a new local group of users or modify the settings of the actual one in the Administration panel: Access\Users Groups.

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)

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).

If necessary, you can set a convenient order (sorting) the display of folders and buttons with items on the tablet. For example, set the list of items at the beginning of the list of items that are most often sold.

The order of elements of the price list for the Product Group is determined using the “Sorting order” field in the Administration panel: Products \ Price elements \ Group card (folder)

The order of elements of the price list for the Goods is determined using the “Sorting order” field in the Administration panel: Products \ Price elements \ Product card \ Main

To set the order, you must fill in the “Sort Order” field for all price items (menus). It should be taken into account that the greater the value of the field the lower the list it will be displayed in the menu on the tablet

Date of prohibition of editing of warehouse documents – allows you to prevent changing warehouse documents with a date earlier than installed in the Administration panel: Stock \ Advanced \ Storehouses \ – select warehouse – “Date of forbidden modifications

in the Administration panel:

  • Check the availability of the goods in the Menu in Products \ Elements of the price. Set the necessary price (left top), see the missing items.
  • Check whether the Price and the Point of Sale match in the Settings \ Places \ Price field.
  • Check compliance Access \ Users Web panel \ User \ Login and Administrator of the Place under which you logged in to the Tablet.
  • Check the conformity of the Facilities to the User: Access \ Users Web panels \ Institution \
  • After editing the data in the Administration Panel, to update the information on the tablet, restart the Mobile Application

This type of document is created in the Administration panel\Stock\Inventory screen and allows simplifying control of Products balances in the warehouse.

Manner of performance:
* Create an Inventory document using the Create button.
* Get an imputed products balance in the warehouse on the user-specified date using the Fill button. It’s this button that will show you an imputed products balance in the warehouse as of the current date (use-specified date).
* Input a real product quantity present in the warehouse In the Real qty column.
* When required, you can modify the value in the Price column  if you consider the imputed price to be wrong.
* To add new products items, tap the Add Row button.

Once you save you document, the program will execute corrective warehouse movements to make balances equal to actually input quantities. If after having entered a real products quantity you make modifications in old documents and your accounting quantity becomes different, tap the Fill acc.qty button. The program will save the actual quantity and update the accounting one.

SSetting Information about the company going in the Administration panel\Settings\About.
On the “About” you can save the basic information about the Company:
* set the company logo to display the file selection dialog, click logo set. Select the file with the logo, click the “Save”
* To upload a photo, click “Add Photo”

A return receipt accompanies the transfer of goods to the supplier, in fact is a receipt of a consignment note but with a negative quantity of goods.
Therefore, work with returnable invoices takes place in the same section of the Administration Panel as with the waybills: Warehouse \ Goods Receipt


A return waybill can be made on the basis of an invoice, in which case its original content will correspond to an incoming invoice.
To create a return invoice, under the Enter button on the bottom, select the option Returnable invoice
Then you can edit and save the document

To perform the inventory count, go to the screen Warehouse\Inventory of the mobile application and proceed as follows:

* Click the “New document” button and set the date and time for the inventory count, if necessary add comments.

* Perform the inventory count of the products’ remaining quantity by selecting an item in the menu (the right part of the screen) and entering its actual quantity.

inv-engl

 

If you have a scanner connected to your tablet, you can choose an item by scanning its barcode.

The list of items with their actual quantity will be saved in a new inventory document situated in the left part of the screen.

To switch to another inventory document, use the toggle button Products\Documents.

* Once you have completed entering all actual remaining quantities of product items in the warehouse, click the “Post document” button. All information about the inventory count will be immediately transferred to the cloud and displayed in the form of a document in the Administration panel – Warehouse\Inventory section.

* To compare the actual and expected remaining quantities of products in the warehouse, open the inventory document in the Administration panel using the link Warehouse\Inventory.

The Copy button allows creating a copy of the inventory document with the purpose of its further updating.

The Delete button allows deleting the document, if it has not been posted yet.

The menu button […] allows editing the moment and comments of the document, if it has not been posted yet.

Work shift report

Designed to control cash discipline, help avoid erroneous operations and abuse of personnel

  • Date Start Time
  • End Time
  • Hours
  • Tablet User

 

Salary calculation

Information for the calculation of wages

Report parameters:

  • Reporting period: Start date, End date
  • Employee – to limit the report to details of the selected employee. If the Employee parameter is not specified, the report is generated for all employees
  • Working hours in detail – enable / disable detailed work of employees by time

 

 

 

A stock balance in the warehouse can be defined in the Administration panel:

  • Stock\Reports\Products stocks movements
  • Stock\Inventory

To start working with receiving papers, choose the Warehouse\Products arrival menu option.
Depending on the switch mode, Products or Documents, the Products arrival window changes its form functioning mode:
The Products mode allows working directly with a receiving paper, i.e. to create, to edit or to copy a receiving paper.
The Documents mode allows working with the list of receiving documents.

When using the Products mode, the list of products is situated in the left part of the screen, and the products selection menu is in the right part.
To create a new document, click on the New document button and choose a Supplier in the displayed dialogue box. If it is necessary, specify additional information like number, comments, date (time) of the document. The receiving paper will be filled in with products if you click on the corresponding buttons of the products selection menu.
You can edit the products list as many times as you need until the document is posted (you did not click on the Post document button). Once you click on the Post document button, the document will be saved in the Cloud database and will become available in the Administration panel\Warehouse\Products arrival screen to work with.
To create a new document, click on the Copy to a new doc button, thus a new document will be created and it will be a complete copy of the source document. This new document can be edited.
The Reverse documents button is used when you need to cancel the posted document. When you click on it, a new document is created automatically with the same product items as in the reversed document; however the products quantities will be negative.

Arr-Docs-En

 

 

In the Document mode the list of receiving papers is displayed in the right part of the screen. The list of documents is filtered by date. The filtering period is displayed just above the list of documents. If you click on it, a calendar wizard will be called allowing to modify this period.
When navigating the list, product items of the document will be refreshed in the left part of the screen.

Arr-Docs-En-2

 

 

The program allows you to upload the file in HTML format with images of price tags.
The file can be opened in any browser and printed on the printer.
Working with price tags is done in the Administration panel\Products\Price elements:

  1. To do this, select the necessary menu from the drop-down list (top left) in the Administration panel \ Products \ Price elements.
  2. Click the Export button in Excel \ Price tags.
  3. In the window that appears Export Specify the desired set of products whose price lists you want to print. To select products, you need to specify the Menu in the Price field and product groups or individual items in the Commodity groups field
  4. Click the Save button in the html file. The program will generate and upload a file to your computer (or tablet).
  5. Open (double-click or open with) the uploaded file by the browser
  6. To print, click the Print button in the browser.

You can write-off products in the Administration panel:

Products without recipe are written-off on the Warehouse\Products write-off screen.

Dishes with recipe are written-off on the Warehouse\Production catering screen.

If you want to write-off products automatically, set the corresponding flag in the Administration panel: Settings\Accounting policy\Writeoff automatically. Thus products will be written-off automatically after every selling.

Press the Generate writing-off sales button on the Warehouse\Products writeoff screen or on the Warehouse\Production catering screen and the corresponding products will be written-off as of pressing this button.

If there is a product balance in the warehouse, it will be written-off with an allowance for its average-weighted price.

If there is no balance and writting-off into the red is authorized (the flag is set Settings\Accounting policy\Allow to writeoff if product balance is absent), the program will write-off at the last receipt price. The receipt price is defined in the Administration panel: Warehouse\Products arrival.

Vendors (Counterparties, Suppliers or Customers) are managed in the Administration panel: Warehouse\Additional\Counterparties. On this screen you can specify contractor’s contact details such as Name, Tax identification number, Telephone number, Address and a Supplier\Customer attribute.

To fill quickly your Price list (menu) in from the Products list, you should:

  • select designation of the appropriate price list in the Administration panel\Products\Price list items
  • tap the Update from products button

You can tap the Update from products button as many times as you need to update the Price list (Menu) items after having modified the Products list.

To keep dishes cost accounting records, it is recommended to:
* Create a separate Ingredients products group in the Administration panel: Products\Products and Dishes

* Enter products items which are ingredients (products) in the Ingredients group. When entering products items you have to set the Type field value equal to Ingredients.

Products Reference book is hierarchical so it offers the possibility to create an easy to use structure of ingredients groups.

* The Recipe tab appears for a product if its type is defined as a Dish or Semi-finished.
For a Dish, define ingredients composition for making this dish in the Product card \Recipe.

Use the Add row button to create a list of dish ingredients. You can even choose Semi-finished as an ingredient and the program will resolve it into components during automatic writing-off.
Writing-off of a product quantity will be made with respect to the Qty(gross quantity) column value.
A Net Qty (net quantity) column value is indicated just as a reference.

* To calculate Price and Cost price of a dish, tap the Calculate cost price button.
The cost price is calculated based on a weighted-avarage stock balance in the warehouse to date. If there is no stock balance, the price of the last receipt is used for the calculation.
You can set manually the receipt price in a product card (Ingredient).

The Guests window displays the list of standing customers and allows to:

  • keep records of guests and their contacts
  • control justification of a discount offering
  • check card holders against their photos
  • keep records of standing guests’ preferences

 

Use the application’s main menu to go to the Guest window.

Z-report is a special type of receipt printed on a cash drawer. It contains information of a day report. After running the End day function, the cash register will automatically reset its internal storage memory and all data will be saved and feed into the cash register fiscal memory. This report allows balancing cash drawers every day. Besides, the Payment transactions register is completed on the basis of this report. Thus following a consistent set of closing procedures (including printing and gluing your Z-report in the appropriate section of the Payment transactions register)  is essential to protect your establishment assets and avoid financial penalties for late capitalization of cash in your cash drawers.

When and haw many Z reports should be printed?

  • When your establishment or point of sale is open, it’s essential to produce a Z-report. At the end of the shift or day (in 24 hours at latest), you must reset the cash drawer, print a report and complete the Payment transactions register based on this report even if you came to work, switched on the till and performed an “internal payment” but you didn’t have a single customer, and you didn’t execute any payment transactions with cash.
  • When your establishment has days-off according to the validated working hours, it is not necessary to produce a day report.

If you want to set a goods quantity (weight) as a mandatory value when adding a new item, it means that a dialogue box will be displayed automatically requesting to input product quantity (weight), you should set a flag in the Administration panel: Products\Products and Dishes\Weight

You can use the Weight flag both for loose and draught goods.

* You can create and edit restaurant rooms in the Administration panel: Settings\Restaurant\Restaurant rooms

* You can create and edit tables in the Administration panel: Settings\Restaurant\Tables
When you create a new table, you will have to enter its number or designation (in the Designation field) as well as the rooms where it is located (in the Restaurant room field).
The Order by field will allow you to set the selection order of tables on the tablet which is also used for a new order creation. To set tables location in the room, use the Tables map window.

If you need to add a reason of an order or guest check cancellation, go to the Administration panel:

* Settings\Additional settings\Reasons of the closed order opening

* Settings\Restaurant\Guest check cancellation reasons

and tap the Create button.

Barcodes are used to identify Products. That’s why we recommend to equip each workplace with barcode scanners to increase work speed and avoid errors while inputting products nomenclature.  Values of all products barcodes are set on the Products detail screen in the Administration panel\Products\Products and dishes.

To input a barcode, move the cursor to the Barcode field and scan the barcode label applied to products or their packing cases.

Barcodes scanners can be connected to:

  • a device which an establishment Administrator is working on in the Administration panel (laptop or PC). As an example you can use a scanner for products arrival quick processing.
  • a tablet (Use for sales)

 

Based on the connection type, you can use a

  • USB scanner
  • Bluetooth scanner
  • Tablet camera (under development)