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In the Administration Panel \ Settings \ Accounting Policy section, the following program enterprise operation modes are set:
Security reports are located in the Administration Panel \ Reports \ Action Log section:
Operation log – a list of operations with documents / database objects for the period
Columns: Date (Date and time of the operation), Description (ID of the document / object, name), Login (of the user who performed the operation), IP (IP address), User action (Operation type: create, update, delete).
Suspicious User Activity Report
The report displays information in the columns: Order number, Date (and time of action), Action, Comment, Created (User), Institution
with the following user actions:
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
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
Description of InCust cloud based system
Being integrated with InCust cloud based system, SmartTouch POS mobile terminal allows accumulating bonus points awarded for purchases and redeeming them in the form of discounts.
Watch our video tutorial depicting how to apply discounts when customers are paying for orders.
To start using InCust, you need to take the following steps:
1. Create a register on the web site https://b.incust.com/terminals
2. Link your InCust account to SmartTouch POS cloud. In the section of the mobile POS-terminal \Settings \Incust, fill in the fields such as Register login, Register password, Phone prefix (for example, “+380”, “+79”)
3. In the section of the mobile POS-terminal\Sale, create an order and click on the Pay button. In the dialogue box, choose “Add an inCust customer
4. Identify customer using one of the following methods:
5. Get customer’s details— click on the LoginPad and this will pull automatically all information about customer (using inCust LoginPad self-identification system.)
6. Check if customer’s details are correct. If the information isn’t valid, you may have made a mistake. Try again – click on the Choose another customer or on the highlighted inCust icon below the check. If everything is correct, click on the Pay button.
7. Redeem bonuses. If the user wants to redeem the accumulated bonuses, input the number of bonuses to be redeemed in the Redeem bonuses field.
8. Using coupons and certificates— click on the Use coupons, certificates to add or to use coupons.
9. To confirm an operation — click on the Execute operation button
When redeeming bonuses, an SMS is sent to the customer with a one-time PIN code. Input this PIN code in the appropriate field and click on the Execute operation button.
You will see the final screen displaying the information about the executed transaction. To return to the regular operation mode, click on the OK button.
You can work with displacement documents in the section Administration panel \ Storehouse \ Products transfer
or in the mobile POS-terminal (on the tablet), using the menu option Storehouse\Products Transfer
To create a new document, click the “Create” button in the dialogue box and specify:
You can make a list of products being moved by using the button “Add a row”. A new empty row appears in the list and you just have to specify a product name and its quantity.
If a barcode scanner is connected to your computer, click the button “Barcode” to select a product.
When you scan the product’s barcode, its code will appear in the field. Barcodes should be assigned to all products prior to scanning. You can do this in the section Administration panel \ Products \ Product card \ Basic \ Barcode.
Click the OK button to confirm your selection.
The Excel and Print buttons are used to save the list of products in the Excel file or print.
In the case of production, movement documents can be created by selecting the option Enter on the basis of \ Production catering.
Accounting for the norms of minimum and recommended balances in warehouses is necessary in order not to miss the moment of depletion of stocks of products in warehouses.
Accounting is conducted in the Administration Panel \ Products \ Min. balances in warehouses in the context of warehouses according to the following values:
In order to create a new request taking into account the norms of residuals entered earlier, in the Administration Panel \ Warehouse \ Applications section
1. Create a new application – click the “Create” button. The application may be empty (without a list of goods). Save your request – save button
2. Place the pointer on the line with the application and press the “Gear” button and select the necessary option:
To form on the basis of min. residues
Generate based on recommended. residues
3. Click the “Edit” button and check and / or correct the list of products in the application.
Working with Charges on goods is made on the Administration Panel \ Products \ Charges
A Charges on a product is used to automatically calculate an additional charge for a product or service, such as tips, a service charge, etc.
To create a new Charge, click the “Create” button:
Fill in the following fields:
Name – name of Charges
Price list – a price list or menu for which goods a surcharge will be applied. If the field is empty, the surcharge will affect all menus.
Products groups – are a commodity group for which goods a surcharge will be applied. If the field is empty, the surcharge will apply to all product groups.
or Outlet – an institution to which goods the extra charge will be applied. If the field is not filled, the surcharge will apply to all establishments.
By percent or By Fixed sum — select the method for calculating the markup: as a percentage (of the price of the goods) or as a fixed amount.
Markup – value of markup depending on the set switch – percentage or amount
Priority – the priority of applying the markup, in case of using several markups.
The order of discounts in the list of mobile POS-terminal is configured using the “Sorting order” in the Administration Panel \ Loyalty \ Discounts and Actions.
The higher the value of the “Sort Order” field, the earlier the discount or the offer will appear in the list of the mobile POS – terminal
The program allows you to set your own logo instead of the SmartTouch POS logo.
The bottom feature is available only for our dealers.
Settings are made in Administration Panel \ Partner Program \ Settings \ Dealer Logo
To upload a logo, click Replace.
Choose a logo file
The cost of using SmarTouch POS software directly depends on the number of licenses purchased
To view information about purchased licenses and to switch licenses from one device, go to Administration Panel \ Settings \ Licenses and Payments \ View a list of Devices
To switch a license from one device to another:
Description and setting of the method: https://smarttouchpos.eu/en/bills-count-accounting-method-of-payments-in-cash/
To pay for order in the mobile application, tap on the Pay button, and if necessary, specify the payment mode Cash.
To make payment in popup window:
In the list of bills denominations, specify the values of the bills which were given by customer.
In the Change field, you will see the amount to give back to the customer. If necessary, fill in the Comments field. You can enter, for instance, the numbers of suspicious or high denomination bills. Then, tap on the Pay button to confirm the payment.
1.You should register and gain access to administration panel of UrbanPiper https://api.urbanpiper.com/portal/. In the section “Store” you should add your store for online shore UrbanPiper.
2.Value of the field “Merchant ref ID” of the store at UrbanPiper should be filled with the value of the field “pos_id” from SmartTouchPOS http://en.smarttouchpos.eu/common/pos
Click the Modify button:
3. Get from the administrators of UrbanPiper token for access.
(an approximate kind of a token biz_adm_pos_OkjfuepRZgxG:cc25b9109e0545d76dadc4bb130bad7ffe83903b)
4. Configure the integration in SmartTouchPOS http://en.smarttouchpos.eu/common/integration. The received token is saved in the Access Token field
In the fiеld “Webhook callback login” select the user’s login, which will be used to enter webhooks at SmartTouchPOS. Press the button “Generate webhook token” and get “UrbanPiper webhook token” (for example: dG9rZW46NWVmYmI4NWMtZTE3Mi00NjJjLWE3ZGQtODllMDA4MjY1Nzdl).
5. Setting up webhooks in the administration panel of UrbanPiper in the section “Webhooks”.
You should to configure two webhooks: the first for orders exchange and the second for order sates exchange.
Address of the webhook for orders exchange for all SmartTouchPOS users is
http://en.smarttouchpos.eu/webapi/urban_piper_v1/urbanorders/ .
Address of the webhook for order sates exchange for all SmartTouchPOS users is
http://en. smarttouchpos.eu /webapi/urban_piper_v1/urban_piper_order_status_update_webhook
The previously generated token should be added to the section “Custom Headers” of the webhook settings in the field “Authorization”
(in our example: dG9rZW46NWVmYmI4NWMtZTE3Mi00NjJjLWE3ZGQtODllMDA4MjY1Nzdl).
6.Carefully fill the hierarchy of product groups in section “Products/Price list items” (http://en.smarttouchpos.eu/dictionary/menu) button “Create group” administration panel of SmartTouchPOS. These will be categories (groups) in the online store UrbanPiper. Next, pass the names and the hierarchy of product groups to the UrbanPiper administrators. They will create categories on their online store.
7.Followthelink URL https://api.urbanpiper.com/api/v1/order/categories/ to receive product categories (groups) in json form. This data contains the “id” of each category (group).
8.Transfer received “id” of category (group) to the field “External code” of the groups in “Products/Price list items” section (http://en.smarttouchpos.eu/dictionary/menu).
9.In the “Products/Price list items“of the pricelist of the outlet, you can set the price on the tab “Urban piper” and set the checkbox to send this item to UrbanPiper
10.Make export positions that will be sold through the online storeUrbanPiper
When exporting, do not forget to select the necessary “Price list” and “Outlet“. You can check the unloaded items in the UrbanPiper administration panel in the section “Ordering/Items” and at your online store at UrbanPiper.
11. You should create an tax to link it with tax from UrbanPiper and two products: “Delivery Charge” and “Packaging Charge” to link them with extra charges from UrbanPiper. Linking are performed on the page http://en.smarttouchpos.eu/common/external_programs_setup 
12.You should create a discount with free sum for outlet.
http://en.smarttouchpos.eu/bonus/discounts
13. Integration is ready. For order exchange you should make a test order at your online store at UrbanPiper.
Bills count is a new accounting method which was specially designed to work more effectively with cash payments and to control more sorely the cash drawer balance based on recording the number of money bills.
The accounting per bills prevents operator’s errors when calculating the payment amount and ensures proper cash drawer management.
The operator of the POS terminal receives cash and proceeds with recording the number of bills and their denomination by using POS terminal.
The program will automatically calculate the amount of the given cash and then will show how many change to give back to the customer.
At the closing of the business day or at the end of a cashier’s shift, you will be able to track the counted number of bills through the report.
This mode should be set up individually for each establishment on the Administration panel \ Settings \ Establishments \ Settings
Any merchant should work with the Price or the menu Menu (for the public catering).
Menu items are created based on the list of products and can have details different from the corresponding elements of other menus or products.
The program allows you to keep a simultaneous account of several menus with a different set of products, different prices and other characteristics. In this case, only one menu can be used in the institution. The operative switching of the menu in the outlet takes place in the Administration panel \ Settings \ Outlets \ Basic \ Price
Goods \ Elements of the price list – filling the Menu (price list with elements)
List of elements The menu (price list) is a hierarchical structure of the folders in which the elements are located.
The hierarchical structure of the menu (prices) created by you will be reflected accordingly in the sales window of the mobile POS terminal.
Creating a new Menu (Price) manually:
in the Administration panel create a new price:
• Goods \ Price click the Create button
• Fill in the created by Price products:
Goods \ Price elements – select a new Price next button Create Group, Create Item
Fill in the card the details of the price element
Fill the Price list (Menu) in based on the products list
• Set a new price for the institution: Settings \ Outlets … Name of the institution … \ button Change \ Price field
Export price elements to Excel – click the button Export to Excel
The table of the downloaded file should have the following form:
Our task is to create a cappuccino product using such ingredients as coffee, milk, sugar and a cup
Paytomat – integrated into the cloud payment system, allows you to pay for products and services of the establishment using various crypto-currencies.
Information about the work of Paytomat
Connection to Paytomat is done in the Administration Panel \ Settings \ Integration
The reasons for applying the manual discount are used to control and subsequently analyze the use of manual discounts.
The reason list is registered in the Administration panel \ the Settings \ Reasons for applying manual discounts.
In the Administration panel \ Settings \ Accounting policy \ Ask for reason on manual discount apply, you set the sign of the request.
When you apply a manual discount in a mobile application, a dialogue pops up about the need to select a reason.
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
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.
The additional form of presentation End balances for storehouses
According to documents and goods, the quantity of goods delivered or moved between warehouses for a period.
It works in two modes, depending on the type of document selected:
Products arrival:
Columns: Document number, Date / time of document creation, Goods, Supplier, Target storehouse, Base unit price, Quantity, Sum incl. tax
Products transfer:
Columns: Document number, Date \ time of document creation, Goods, Target storehouse, Source storehouse, Price of base unit, Quantity, Sum ibcl. tax
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:
After the program unloads the file on your computer, it can be opened in a spreadsheet editor.
Creating a promotion such as “Seventh Coffee for Free”, for example, creating the 3rd tomato juice for free. The cost of juice 5. When selling 3 juices, the discount should equal 5, and the amount to pay 15 – 5 = 10.
Fill in the fields:
Button “Save”
2. Check the application discount on your tablet: in order to make the dish “tomato juice” in the amount of 3 servings.
3. Press the “Discounts”
4. Press the “Guest Choice” button. Select guest:
5. Confirm the use of the discount to the guest in the dialog box:
6. Pay for order 10 with discount 5
Occurs by means of creation of the payment document in the Administration panel in the section Finance \ Payments
To create a document, click New button.
In the document card fill the required fields:
The type of payment is determined using the following switches:
To save the document, click the Save button.
In 2017, SmartTouch POS Administration panel updates has experienced the largest number over the past three years. We expanded the functionality of storehouse management, we introduced strategies to boost employees’ productivity, and we also enhanced the capacity to analyze activities of the establishment (restaurant, café, store) or outlets network.
The most significant winter updates are related to the calculation of dishes prime cost. Now you can enjoy immediate calculation in the Products section of the Administration panel.
In spring, we added a filter by left-over stock to each storehouse, category and product type. A special option «Recommended stock» enables automatic planning of stockpiles. The software will notify you when insufficient products amount occurs in the storehouse; and therefore it will help you to determine the best time to buy products for your business.
The CSV format helps to automate the creation of receipt documents from the third-party accounting systems. Now you can easily convert a long products list into a CSV file without typing items manually. To do this, we added the “Import from CSV-file” button to the receipt documents of the Administration panel.
The management of products receipt into the storehouse became much easier and faster over this summer and autumn:
Read more about all updates for storehouse automation in special section of our Knowledge Database.
Most updates of hospitality functions and orders management concern the Mobile terminal. In the Administration panel there was added local orders numbering in the format of the “system cloud number / local number”. It contributes to a better organization of service in establishments.
Since the summer, administrators have obtained the opportunity to track delivery status of orders placed in the BonusMe mobile application or via other communication channels with clients.
Now we provide a more flexible mechanism of bonuses adjustment. You can input an initial number of bonus points, reward them manually or automatically, correct errors.
The bottom line in the discounts detailed reports helps to evaluate the efficiency of special offers – compare the discounts amount offered by each waiter and the income received during the special offer period.
During the spring and summer of 2017, we improved the possibility to manage employees’ productivity and quality of work:
Read more about: Automation of staff management in SmartTouch POS
In January and February, we have significantly enhanced reports on sales by products and taxes.
During spring and autumn period, the establishments managers connected to SmartTouch POS have had the opportunity to appreciate the advantages of options enabling to monitor essential sales values:
Besides, we have implemented the separation of access to the Administration panel’s reports. Now you can set up to display or not a certain set of reports for each user. The access to products and software settings also became more detailed.
Read more about: All reports of the SmartTouch POS Administration panel
Do you have any ideas for updates of our software in future? Leave your feedback and suggestions in the Google Play store! We will certainly consider all of them very carefully to make SmartTouch POS more user-friendly and easy to use for you.
All users are granted permissions according to one of their Tablet Users Groups.
You can create and set up users’ permissions:
Users access settings changes are applied when the mobile POS-terminal is restarted on the tablet.
As a rule, you can create the following groups:
Administrators — these are users who organize and manage work of the establishment. Administrators can be granted rights to set up POS-terminal, to manage other users’ rights, to view reports.
You can grant all access rights to the «Administrators» group.
Waiters — these are users who create and serve orders. Waiters should have rights to create orders and accept payments. In some cases, the function of payments for orders can be transferred to other staff categories, for example to Cashiers, for the purpose of controlling the process.
For example, you can grant the following rights to the «Waiters» group:
Warehouse employees — these are users who make requests for supply of products and production, receive products into a warehouse, carry out a write-off action.
For example, you can grant the following rights to the «Warehouse employees » group:
Cashiers — these are users who accept payments, perform operations of cash deposit and withdrawal.
For example, you can grant the following rights to the «Cashiers» group:
Finances, analytics, bookkeeping — these are users who make payments and work with financial statements.
To create a new group in the mobile terminal application on the tablet, open the window in Menu: References \ Tablet users groups and tap on the Create an item button.
Then, specify a group name and select the appropriate checkboxes to enable the available users features.
All users are granted permissions according to one of their Tablet Users Groups.
You can create and set up users’ permissions:
Users access settings changes are applied when the mobile POS-terminal is restarted on the tablet.
As a rule, you can create the following groups:
Administrators — these are users who organize and manage work of the establishment. Administrators can be granted rights to set up POS-terminal, to manage other users’ rights, to view reports.
You can grant all access rights to the «Administrators» group.
Waiters — these are users who create and serve orders. Waiters should have rights to create orders and accept payments. In some cases, the function of payments for orders can be transferred to other staff categories, for example to Cashiers, for the purpose of controlling the process.
For example, you can grant the following rights to the «Waiters» group:
Warehouse employees — these are users who make requests for supply of products and production, receive products into a warehouse, carry out a write-off action.
For example, you can grant the following rights to the «Warehouse employees » group:
Cashiers — these are users who accept payments, perform operations of cash deposit and withdrawal.
For example, you can grant the following rights to the «Cashiers» group:
Finances, analytics, bookkeeping — these are users who make payments and work with financial statements.
To create a new group in the mobile terminal application on the tablet, open the window in Menu: References \ Tablet users groups and tap on the Create an item button.
Then, specify a group name and select the appropriate checkboxes to enable the available users features.
All users are initially assigned to certain Tablet Users Groups. After that, they are granted permissions according to their group.
User access settings are applied after restarting the POS-terminal mobile application on the tablet.
Users access settings changes are applied when the mobile POS-terminal is restarted on the tablet.
As a rule, you can create the following groups:
Administrators — these are users who organize and manage work of the establishment. Administrators can be granted rights to set up POS-terminal, to manage other users’ rights, to view reports.
You can grant all access rights to the «Administrators» group.
Waiters — these are users who create and serve orders. Waiters should have rights to create orders and accept payments. In some cases, the function of payments for orders can be transferred to other staff categories, for example to Cashiers, for the purpose of controlling the process.
For example, you can grant the following rights to the «Waiters» group:
Warehouse employees — these are users who make requests for supply of products and production, receive products into a warehouse, carry out a write-off action.
For example, you can grant the following rights to the «Warehouse employees » group:
Cashiers — these are users who accept payments, perform operations of cash deposit and withdrawal.
For example, you can grant the following rights to the «Cashiers» group:
Finances, analytics, bookkeeping — these are users who make payments and work with financial statements.
To create a new group on the administration panel, go to the section Access \ Tablet users group and tap on the Create button.
In the tab «Edit users groups», specify the group name and select the appropriate checkboxes to enable the available users features.
The Rights tab:
The Restaurant tab
Day report: During a day the following key figures are displayed in three sections:
By employees: Displays sales for the specified date range with the possibility to filter by outlet
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: Displays sales broken down by payment methods for the specified date range with the possibility to filter by outlet.
It contains the following columns: Payment method, Sold quantity, Sales Totals, Avarage check.
Detail report Sales by type of payment:
To view information in the context of payments, click on the line with a specific type of payment
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:
Sales by goods – Type of report: In the fiscal group during the period
Columns: Goods (Fiscal groups) for each outlets, Vendor Code, Quantity Amount (sold), Total (for all institutions) Quantity Amount (sold)
Options:
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.
Button Export to Excel – is to save the report in an external file
Sales by employees
Allows you to get information about sales in the context of employees or users of the tablet.
Report Parameters:
Columns: Employee, Number of Checks, Discount, Count, Number of guests, Sum , Amount, Average Check.
For detailed information about the sales made by the employee, you need to click on the line with the name of the employee.
The detailed table includes sales by type of payment and columns Number and Amount
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).
Vertical – cost of goods sold
According horizontals – the days of the reporting period.
The report has two modes:
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.
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.
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
will show you quickly the amount and date of the debt to be paid by the customer
Designed to control the debt arising from the deferred sales
Options:
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.
Daily payment report – cash flow (payments) for the period in the context of payment types with the possibility of filtering by the Facility.
In addition to the reporting period, in the parameters of calendars, you can define the time range of payments and institution.
Check box Full list letovers allows you to include payments for all shifts caught in the reporting period.
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:
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 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.
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:
On the Main tab
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:
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””.
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:
The amounts of deductions made in the section Staff \ Salary Withholding are automatically deducted from the salary of employees
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
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:
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.
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
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.
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:
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.
Min. the number for the auto-claim – with the option for automatic creation of orders for limits – determines the quantity of goods that will be ordered automatically if the balance becomes less than the established limit. The auto-create mode is activated by the Automatic item creation buttons for items whose balance is less than the minimum allowable value and automatically create an order for the item at positions that are less than the recommended amount in the Settings \ Accounting Policy section
Automatically create a purchase requisition for items whose balance is less than the minimum allowable
Unit. Measurements in which a parish can be drawn up – provides a list of possible options for recalculation in the base unit, taking into account the conversion factor. Typically used to recalculate the quantity of goods recorded in different packages
It allows you to set different prices in different menus on the same goods
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.
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.
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.
Photo tab:
allows you to download, change or delete a photo of the product. Product images are displayed in mobile applications: POS terminal (in the sales and warehouse sections), eMenu and BonusMe. In cases where it is necessary to have several images of the product, for example to show a slideshow in the electronic menu, use Adding images to menu products in the Administration panel \ Products \ Price list Items
Product images are displayed in the mobile application in the sales and warehouse sections.
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:
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.
When registering a receipt in the section Administration panel \ Stock \ Products arrival , in the field “Meas.unit” select the appropriate unit of measure. The program will automatically recalculate the amount of the goods in the base unit.
The program will automatically fill the “Price” field with a value equal to the price according to the last product arrival document according to which the goods were delivered.
Change the price of the product if it does not match the price of the current arrival.
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 goods button allows you to load a list of products from the database into the database.
Importing data from a table:
2. Click the Import goods button \ Import from table
3. In the table, select the cells with the goods that you want to import. Copy the table cells to the clipboard (For Excel, press CTRL + C or the context menu option “Copy”)
4. In the “Import data from a table” dialog box,
Set the pointer to a cell marked as Ctrl-V (in the upper left corner)
5. Simultaneously press the Ctrl + V keys or the “Paste” context menu option. Copied text appears in the window.
Click the “Save” button
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 
button is pressed and the Group processing of elements option is selected.
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:
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.
For production records, you have to go to the Administration panel: Products \ Products and Dishes…
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:
If there is a stock balance in the warehouse, it will be written–off 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.
Only the following persons are allowed to work in the Administration panel:
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:
To payment is not lost, you can set the option “Notify about payment” in the box that appears to indicate the purpose of payment.
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
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
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)
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.
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 panel, section Warehouse \ Products arrival
To create a receipt, click on the Create button
In the document card, fill in all required fields:
To enter the list of products, click on the Add row button.
In the new row, you have to input:
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 panel, section 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:
To save the document, click on the Save button
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
Export to Excel
To upload to the Excel file format, click the Export to Excel button.
In the dialog, specify the location on the local disk where the file should be saved.
The following columns are unloaded:
The Loyalty programs are located in the Administration panel\Loyalty\Loyalty Programs.
Toggle the radio button to select one of three Loyalty Programs:
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
Thus you will be able to create a threshold grading list for rewarded points, for example:
The program will automatically track the accumulated amount and offer to pay with bonus points.
For example:
name: “ Bonus rewards 3% at the start” , percentage: 3, radio button: bonus points.
name: “Bonus rewards 5% ” , percentage: 5, radio button: 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.
Set the switch “Do not add bonuses in an order where there is a bonus spending” to prevent bonuses when they are written off.
Guests’ accumulation discounts settings
In this manner you can create a list of various discounts having various thresholds scale, for example:
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
Types:
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.
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.
The “Do not show in Tablet” terminal is set – allows you to not display discounts by the operator (waiter, cashier) in the mobile application. Typically used for automatically applied discounts.
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.
The window for adding new images:
Product images are displayed in mobile applications: POS terminal (in the sales and warehouse sections), eMenu and BonusMe.
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
Name – name of the institution
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
Printer – a printer which prints Guest check
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
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
Manual cash days change – allows the user to initiate the closure of the change
Closing time – the time of closing the cashier in automatic mode
Do not close cash day if there are open orders – prevents the closing of the cash register with open orders in the manual mode of closing the shift
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
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.
Orders (Sales) created in the Mobile Application on the Tablet are visible in the Administrator’s Panel in the Orders section.
The list of applications can be limited by the date of creation using the Start date, End date filter.
When you click the down arrow on the Search button, additional order selection criteria are available:
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
To view the payment order history, go to the Payments tab
If you click on the Export to Excel button, the program will offer to perform one of three actions:
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
2. Scan and read customer QR-code with a check using a smartphone. On the smartphone must be installed Privat24
3. Payment for orders in the application Privat24
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:
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»
Day report: During a day the following key figures are displayed in three sections:
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:
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).
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
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:
After the program unloads the file on your computer, it can be opened in a spreadsheet editor.
Vertical – cost of goods sold
According horizontals – the days of the reporting period.
The report has two modes:
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.
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.
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
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.
will show you quickly the amount and date of the debt to be paid by the customer
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.
Pay slip – all information for salary accounting
Report Options:
Columns:
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.
You can find the Guests list in the Administration panel, the section Loyalty\Guests.
As a rule, regular establishment’s clients are immediately included in the list of guests as well as the clients who are to be attracted to special offers.
When working with the list, you will be able to:
The Guests list of the Administration panel is automatically synchronized with the Clients list of the mobile POS-terminal on the tablet.
The list can be also filtered by Name, Surname, Phone number, Card number, Postal address, month and year of birth.
In the guest’s card you can find the History section. Use it to track the consistency of discounts used by the guest.
While applying the collective processing of items, you will be able to set the value of the fields Guests category and Discounts category for all specified Guests.
The selection criteria for such guests are Guests category and Discounts category.
The criteria’s values are set in the section Choose which fields and their values you wish to use as the criterion for the group selection.
To call the window of the collective operation, click on the button and choose the option Collective processing of items.
In the section Choose which fields and their values you wish to use as the criterion for the group selection, there are fields Guests category and Discounts category. Use these fields to set the criteria’s values for the selection of guests whose categories you wish to change (the processing will be made only for these guests).
To indicate which field is to be used as the selection criterion, set the appropriate checkbox to checked and choose the appropriate value from the dropdown list.
To specify a new value of the field, set the appropriate checkbox to checked and choose the value (from the dropdown list) in the section Choose which fields you wish to change. If the checkbox is unchecked, the value of the field won’t be modified.
Click on the Perform button to update the values.
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
1. Production and retail storehouses
2. Product card – setting up product properties
3. Executing a “Production” document
4. “Products stock movements” report – control of products receipt
5. Move products to the retail storehouse
6. “Products stock movements” report – control of products movements
7. Sales of products
8. “Products stock movements” report – control of products write-off action at the retail storehouse
To get started quickly in the Administration panel, enter a minimum amount of information in the sections:
For a restaurant with waiters:
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”.
You can create a new establishment in the Administration panel. To do this, proceed as follows:
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:
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:
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:
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:
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:
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.
The results of discrepancies between the accounting and actual amounts are displayed in the Columns Varian. sum + and Varian. sum –
1. The production storehouse and the storehouse for sale
2. The product card and product details
3. Making a “Production” document
4. The “Products stock movements” report – tracking the products in the warehouse
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.
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.
When inventorying a weight product, weigh the goods using a scale connected to the POS terminal, or enter the weight manually. In any case, please note that the weight goods can be weighed in several stages (for example, sugar is in several bags). With repeated weighing, the program will automatically summarize the result of all weighings.
To switch to another inventory document, use the toggle button Products\Documents.
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
Salary calculation
Information for the calculation of wages
Report parameters:
A stock balance in the warehouse can be defined in the Administration panel:
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.
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.
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:
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\Write–off automatically. Thus products will be written-off automatically after every selling.
Press the Generate writing-off sales button on the Warehouse\Products write–off 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 write–off 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.
To fill quickly your Price list (menu) in from the Products list, you should:
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.
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 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:
Use the application’s main menu to go to the Guest window.
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:
Based on the connection type, you can use a
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