MANAGER FUNCTIONS VERSION 9

Transcription

1 MANAGER FUNCTIONS VERSION 9 REVISED APRIL 2016

2 TABLE OF CONTENTS Manager Functions... 3 Setting up Employees... 3 Voiding a Check... 4 Steps to Void a Check... 5 Voiding an Item or Items on a Check... 6 Issuing a Refund... 7 Reviewing Individual Transactions... 9 Steps for using Transaction Review Viewing Live Sales with the Dashboard Viewing Live Sales on a PDF Checking for Open Tickets before Running the Close Out Running the Close Out End of Week Steps to Run an End of Week (EOW) Verify the EOW has been performed the night before Printing a Weekly Sales Report Previewing a Labor Report Closing a Labor Period Processing Offline Charges... 20

3 Manager Functions All functions in MicroSale are controlled by security levels. Not all employees considered a manager may have the same privileges in the system. To learn more about customizing access, please reference the Access Levels document on Setting up Employees 1. From the Manager Menu, press Employee Maintenance 2. On the submenu, press Employee Maintenance 3. Type in Last Name and First Name of Employee Employee ID is not used in MicroSale this is a number used to identify employees for labor tracking outside of the system. 4. Use the dropdown and select all job titles associated with this employee. If the employee is hourly and/or tipped, make sure you select these options

4 5. Press the dropdown and select the base access level of this employee. Put the highest access this employee is allowed to have. For example, if the employee is both a bartender and manager, select Manager as the base. 6. Type in the employee s number to access the system- this will be used to log into the order screen and for clocking in/out. Pick a number that will not be forgotten such as the last four numbers of the social. If your restaurant is using swipe cards, swipe the card in the secondary field. 7. All required fields are now completed. If you would like to add more information, please do so now. 8. Save when completed Voiding a Check Voiding a check is only used when a ticket needs to be removed. This may include when a ticket needs to be re-rung. Voiding a check should not be confused with voiding a prepared item on a check that has not been closed. Voids should NOT be used to remove an order that was not paid for, not picked up, or for a customer complaint. If an order was made but not paid for, the order should be discounted using the Made Not Sold Discount and then close the ticket. This ensures properly tracking inventory products. Voids should NOT be used to issue a refund unless the food has not been made. Voiding a ticket removes the payment information (including credit card charges) but also returns the items back into inventory, as it assumes the food has not been made. Refunds should be made using the Refund feature on the Managers Menu. CHECKS CAN ONLY BE VOIDED FROM THE POS THAT CLOSED THE CHECK THIS PROPERLY TRACKS THE CASH VOIDS REMOVE THE ENTIRE CHECK AND PAYMENT NOT JUST A SINGLE ITEM

5 Steps to Void a Check 1. Press Void Check 2. Select the proper check number 3. Review the ticket - you will not be able to unvoid the check. Press Void Check 4. Press Yes to void the check

6 5. Choose the appropriate reason for voiding the check or type in a reason using the button labeled Keyboard 6. Select Yes to print a voided receipt. Voiding an Item or Items on a Check If an item needs to be removed from an order after the kitchen ticket has printed [items will be shown in red if they have been sent to the kitchen] but before the customer has paid, it will require a void. This will only void out the individual item(s) and not the entire ticket. If the menu items on the virtual check are black, it means the items have not been sent to the kitchen and you can simple delete the items from the check. If the item has been prepared, you should use a Made Not Sold discount in order to properly take the item out of inventory. 1. From the order screen with the order on the screen, press Void Delete 2. Highlight the item or items that need to be removed and then press Void Delete. Press Yes to void.

7 3. Select the void reason or select the Keyboard 4. Your items will be shown as void on the virtual check. The customer will not see this void on the printed receipt. The void will be linked to the bartender s name and the manager who approved the void. Issuing a Refund Refunds should be used when the payment needs to be returned to the guest after the food has been prepared and paid for. Refunds are not tied to orders or tickets. The refund will be issued referencing a present receipt so that the order can be verified and the refund amount confirmed. If no receipt is available, search for the ticket with Transaction Review to confirm the original order and verify the amount owed to the customer. 1. From the Managers Menu, press Refund 2. Press the Bartender Name button it will automatically insert the bartender s name assigned to this register.

8 3. Press the Refund Amount button and enter the total of the items being refunded, excluding tax the tax amount will fill in automatically 4. Press Refund Reason and choose one of the reasons from the list on the right 5. Press Process Refund and then the preferred method for refund

9 Reviewing Individual Transactions Any transaction from the current day or previous days can be reviewed from Transaction Review. The Transaction Review provides detailed financial information for an individual employee, voids, tenders, and check components. This information can be used to track an employee s sales performance, find user errors, and pinpoint check details. Diagram of Transaction Review Show Items by Time only affects Full Service. When the option is checked, the transaction detail shows the minutes at which each item was rang in; the time starts when the check is opened; ex: Onion Rings (5 mins).

10 Steps for using Transaction Review 1. From the Manager Menu, press Transaction Review 2. Use the search buttons on the bottom of the screen to search today s transactions, use the dates on the left to search individual days this week, or use the view backups to view previously closed week s days. 3. After choosing how you would like to search the transaction, click on the row that you would like to view. 4. After you are done viewing the check, you can print a copy, attach a coupon for the customer to use on another visit, view a video clip (if using integrated cameras), toggle to the next check using the Next Check

11 Viewing Live Sales with the Dashboard 1. From the Managers Menu, Press Reports Menu 2. Press Sales Reports 3. View the sales information. If you need to print the information, press Print Sales Report

12 Viewing Live Sales on a PDF 1. From the Reports Menu, Press Today s Sales Recap Based on your register options, you will either see this report on the screen as a PDF or it will print to the receipt printer

13 Checking for Open Tickets before Running the Close Out If there are items in the phone order list you will need to consider them carefully. In most cases the order will be a call- in order that was not picked up, or perhaps an online order that was picked up but not properly closed. There is the possibility that the order has been entered for a future date. Orders for future dates will appear in red. Future orders can also be culled from the list by pressing the List Pick Up Only button. Once you have determined which orders need to be closed press List All to return you to the full list. If the order needs to be closed and the customer did not show up to claim the order, the order will need to be comped. 2. Discount the item to a zero balance 1. Pull up the order in question 3. Press Done, Phone Order, then Access Phone Orders 4. Press Pay Order and then the proper ticket

14 5. Press Pay Order and the check will close out The check needs to be comped instead of voided since the food has been made. A discount will take the items out of inventory while a void will put the food back in inventory. Running the Close Out Required Steps before Running the Closeout: Make sure all open orders are closed [unless it is a phone order for a future day] Make sure all bartender audits are closed 1. Press End of Day Close 2. Confirm the physical cash on hand matches the Cash from Audits amount 3. Press Close Daily Sales and Press Yes to confirm 4. The system will then prompt to print out reports. If you do not want the reports printed, press No.

15 End of Week The End of Week (EOW) needs to be performed after the Daily Close on the last day of your restaurant s week. Please verify when your week ends before performing this task. Before the start of the new week, check to ensure the EOW was performed the night before. Steps to Run an End of Week (EOW) 1. Press Reports Menu 2. Press End of Week Close 3. The system will automatically show the weekly summary report to be printed. Exit.

16 Verify the EOW has been performed the night before 1. Press Reports Menu 2. Press Sales Reports 3. WTD Sales should be If sales are present, please follow the above section for running the Weekly Close Out

17 Printing a Weekly Sales Report 1. Press Reports Menu 2. Press Daily Sales Summary 3. Select the Date you wish to view 4. Press Reprint Day

18 Previewing a Labor Report 1. From the Reports Menu, Press Time Keeping Reports 2. Press Review Time Records 3. Choose the dates to preview and press Run Report 4. Preview the report and print if necessary

19 Closing a Labor Period 1. From the Time Keeping Reports screen, choose Close Time Records 2. Choose the dates of the labor period and press Run Report 3. Press Yes to close records 4. The labor period is now closed. Choose to print the report or exit

20 Processing Offline Charges MicroSale has the ability to accept credit cards when the internet is down. Since there is a small risk of accepting declined cards, you must manually turn on Offline Authorization. When the internet is restored, the cards will be processed. 1. From the Managers Menu, press Credit Card Menu 2. Press Authorization is On to toggle it to Off 3. Authorization will be set to off. Exit. The system will now take offline charges on all registers on the network