MANAGEMENT QUICK START GUIDE HARBORTOUCH MANAGEMENT QUICK START GUIDE

Transcription

1 MANAGEMENT QUICK START GUIDE

2 TABLE OF CONTENTS TOPIC Introduction 1. Menu Setup 2. Taxes 3. Revenue Classes 4. Screen Categories 5. Item Groups 6. Choice Sets 7. Choices 8. Menu Items 9. Creating Employee Jobs for Restaurant 10. Fast Pay 11. List View 12. Creating a User and Adding a Job Function 13. Adding/Editing Tables and Seating 14. Discounts 15. Voids 16. Advanced Options PAGE

3 INTRODUCTION This guide is an introduction to the management functions of your Harbortouch POS system. We recommend that you review this guide before programming the system. When you are ready to get started, enter 1234 into the keypad and log in. To access the Manager Screen and begin programming, click on the Manager button in the upper right of the menu screen. MANAGER SCREEN: 1

4 1. MENU SETUP 2. TAXES The menu management system allows you to organize your menu items and modifiers in a hierarchal manner for easy order entry. It is recommended to review this entire section before beginning the menu setup process. Menu items make up your menu. A choice is a modifier (i.e., a specific option such as ketchup or mayonnaise) available to modify a given menu item. These choices are grouped according to choice sets that you will create. Screen categories group your menu items for presentation on the Order Entry Screen. Item groups allow you to group menu items with like prices and simplify how orders are sent to the kitchen. Taxes are grouped in revenue classes, which are then attached to specific menu items. It is recommended to set up your menu in the following order so that all required information for each section is already created prior to that step. 1. Taxes 2. Revenue Classes 3. Screen Categories 4. Item Groups 5. Choice Sets 6. Choices 7. Menu Items It is important to note that nothing is ever deleted on the Harbortouch system. If you no longer want to use a menu item or screen category for any reason, you can activate and deactivate individual menu items or entire Screen Categories as necessary. In most lists, you can choose to View Active or View All to see items that have been deactivated. To enter taxes: 2. Touch Taxes. 3. Touch New. 4. Enter the name of the tax (i.e., state tax, liquor tax, etc.) and enter a percentage for the tax rate or a flat fee. 5. Select Hidden Tax if you would like the tax amount to be included in the regular price of the item. The cost of the tax will automatically be calculated and removed from the item price to arrive at the total price. This is common for alcoholic beverages. 6. If the tax applies to all items, select Applies to All Items. If you want the tax to apply only to certain items or revenue classes, then check those items specifically in the box labeled Apply Tax to Specific Items and Revenue Classes. 7. Once you have selected the tax options appropriate for your restaurant, touch OK. 2 3

5 3. REVENUE CLASSES 5. ITEM GROUPS Revenue classes allow you to group taxes together to simplify the sales process. To create a new revenue class: 2. Touch Revenue Class. 3. Touch New. 4. Name the revenue class. Examples include Food or Alcohol. 5. Select which taxes apply to this revenue class. 6. You can have this revenue class appear in your Customer Favorites by selecting that option. Item Groups are groups of menu items created for three primary reasons: 1. To control the order in which items print in the kitchen (i.e., appetizers are sent before entrees). 2. To have the ability to change the price of a group of items in one step. 3. To simplify reporting. All menu items in an item group are given a default price that can be overridden when entering specific menu items. Note that item groups do not appear on your menu ordering screen, even though they may have names similar to sections of your menu such as Appetizers, Salads, or Entrees. To create item groups: 2. Touch Item Group. 3. At the bottom right of the screen, touch New. 4. Name your Item Group and enter a price. 5. Repeat until you have entered all Item Groups. 6. Once you have completed your list, be sure they are in proper course firing order (i.e., appetizers are before entrees). 6. CHOICE SETS Choice sets are groups of individual choices (sometimes called modifiers) specific to any given menu item. Examples include: Condiments which would include such choices as tomato, lettuce, mayonnaise and ketchup. Meat Temp which would include choices such as rare, medium and well done. Pizza Toppings which would include choices like pepperoni, mushrooms and anchovies. 4. SCREEN CATEGORIES Screen categories are the groups of menu items that appear on the main ordering screen. They organize individual menu items to streamline the order process. To set up screen categories: 1. While on the menu screen, touch Screen Categories. 2. At the bottom right of the screen, touch New. 3. When prompted, name your screen category (i.e., Sandwiches, Pizza, Draft Beer, Mixed Drinks) 4. Repeat these steps until you have entered all screen categories. The order in which you create your screen categories will be the order in which they appear on the order entry screen. To create a Choice Set: 2. Touch Choice Sets. 3. Touch New. 4. Name the Choice Set. 5. Determine whether you will allow multiple choices or only one choice to be selected from this choice set. 6. Determine whether this choice set is optional or mandatory and/or whether this choice set will print in red on the kitchen receipt. 7. Once you create your choices, you will apply them to these choice sets. 4 5

6 7. CHOICES 8. MENU ITEMS A choice is a specific option available to modify a given menu item. You cannot select a choice without first selecting a menu item to modify. To Create a Choice: 2. Touch Choices. 3. Touch New. 4. Name the choice (i.e., No Onions ). 5. Enter pricing if the choice adds a cost to the customer. For example, Extra Avocado costs an additional $2.00. Adding a price to the choice is optional. 6. Select what choice set your choice should be included in. 7. If the choice should be printed at a different location, select the appropriate printer. 8. Check the box if you would like the choice to print in red on the receipt. 9. Choose OK to return to the choices screen and create another choice. 10. Repeat until all choices have been created. Menu items are the specific items offered at your restaurant or bar. Menu items reside within screen categories and have taxes, revenue classes, choice sets, item groups and printers associated with them. To Enter Menu Items: 2. Touch Menu Items. 3. Touch New. 4. Type the menu item name. 5. If you would like the item to appear differently in the kitchen than it does on the screen, select an alternate kitchen print name. 6. Select the appropriate revenue class. 7. Select the appropriate item group and whether or not the item has a unique price (different from the item group pricing). 8. Determine whether the menu item should be hidden (will not appear on customer receipts) by checking the box for Do not print on customer receipts. This is used for internal notes or commands. 9. Check the appropriate screen category and choice set to be associated with this menu item. 10. Select the printer to which this menu item should print (i.e., kitchen printer or bar printer). 11. Use Save as New when you are creating menu items. This will allow you to create new menu items based on your previous item to expedite the menu setup process. After you finish setting up your menu, it is recommended to backup your database. Exit the manager screen and return to the Brain. Select the Backup Database button. 6 7

7 9. CREATING EMPLOYEE JOBS FOR RESTAURANT 11. LIST VIEW Before you start entering your users (employees), we recommend you create Jobs for your restaurant. Examples include: Day Bartender Night Bartender Day Server Night Server Cocktail Chef Dishwasher Delivery Driver There are two ways to view tickets in the Harbortouch system. One way is on the order screen where the tickets are shown individually on the left side of the screen. The other option is list view which allows you to view all tickets at once. This makes it easy to combine them, pay out to cash or assign tips rapidly. In list view, preauthorized tickets (tickets needing tips) can be hidden so they don t interfere with open tickets. To access previous tickets: While in manager mode, you may access any closed ticket at any time. You can also allow certain job types to access closed tickets by selecting Access to Most Recently Closed Ticket. To create a specific job and define job functions: 1. From the Manager Screen, touch Jobs. 2. Enter the name of the job and the job description. 3. Define Job Settings. Note: Select Blind Job if you do not want an employee with this job to know how much cash is in the drawer. 4. Enter pay rate and overtime pay. Note: You are able to change the pay for specific employees on the user screen. The newly defined job will now appear on the job list and may now be assigned to employee(s). 10. FAST PAY 12. CREATING A USER AND ADDING A JOB FUNCTION To add a user: 1. From the Manager Screen, touch User. 2. Touch New. 3. Enter the employee s name as it is to appear on receipts. 4. Create PIN for each user (or allow user to select). Enter user information. Set security settings. Save user. To assign jobs, you will need to edit the user. Jobs can be given the option of allowing Fast Pay. Fast Pay is designed for expedited cash transactions. Fast Pay automatically assumes the payment is cash and instantly displays likely tender amounts. For example, if the total is $7.00, Fast Pay will display $7, $10 and $20 tender amounts. Once an amount is chosen, the system will display the change due and the cash drawer will automatically open. 8 9

8 13. ADDING/EDITING TABLES AND SEATING 15. VOIDS You are able to customize the floor layout of your restaurant in the Harbortouch system. To add/edit tables and seating: 1. From the Manager Screen, touch Sections. 2. Touch New Area to add a new area of the restaurant. Name the area. 3. Assign a Revenue Center. Please see Revenue Centers on page 11 for more details. 4. Determine settings for Custom Table Names and Customer Selection or use the Quick Settings option for default settings. 5. Choose whether orders in each section will have an expected time (i.e., 45 minutes for delivery orders). 6. Select if orders in this section should require the user to specify the number of persons on each ticket. 7. Once all sections have been created, choose Add New Table to set up the layout of each section. To create a void reason: 1. On the Manager Screen, touch Voids. 2. To create a new void reason, touch New. 3. To edit or change an existing void reason, touch Edit. 16. ADVANCED OPTIONS Creating a Customized Menu 1. From the Manager Screen, select Advanced Options. 2. Touch Category. 3. Touch Add Set. 4. From the screen that will now appear on your right, select the screen categories that will make up your custom menu (i.e., lunch or late night menu). 5. In the Jobs Screen, you are able to tie the custom menu to a specific job (i.e., lunch menu will apply to lunch servers). Revenue Centers A revenue center is an accounting entity that usually matches an outlet in the restaurant such as the dining room, bar or delivery. The entire restaurant can also be set up as a revenue center. Revenue centers provide sales tracking, accounting and transaction control. To create revenue centers: 1. From the Manager Screen, select Advanced Options. 2. Choose Revenue Centers. 3. Touch New and name the revenue center (i.e., bar). 4. Select the sections and jobs that are included in the revenue center. 14. DISCOUNTS To create discounts: 1. On the Manager Screen, touch Discounts. 2. Touch New. 3. You will select various options: Whether the discount is a specific amount or a percentage. Whether it applies to specific items or the entire ticket. Whether your Discount will apply automatically or not. You can also specify hours, days or specific dates when the discount will apply. Daily Functions Within the Daily section of the Manager Screen, there are three main functions: Fresh Sheet Daily Report Message of the Day 10 11

9 16. ADVANCED OPTIONS (continued) 16. ADVANCED OPTIONS (continued) Fresh Sheet The Fresh Sheet allows you to track items that are limited in quantity to prevent ordering once they are out of stock. Use the arrow keys to place an item on the Fresh Sheet and then press the Quantity button. You will be prompted to enter the number of items available and at what point you wish the quantity to be displayed. For example, you may enter that you only have 30 bottles of a particular wine available and have the quantity start displaying once five are left. Reports There are six categories of reports: 1. Sales 2. Labor 3. Transactions 4. Menu 5. Product Mix 6. Auditing System The system section includes various preference settings. Daily Report The Daily Report is a real-time report of your business. It provides a concise and easy to understand summary of all aspects of operations. This report is formatted to print on the receipt printer. Message of the Day This function communicates important messages to employees. The message appears in the upper left of the main login screen

10 16. ADVANCED OPTIONS (continued) Security You may require PINs at each login or enable One Touch in which the employees appear on the login screen. Non-service employees (i.e., dishwashers) do not appear. Credit Typically this section is set up by your Harbortouch installer and does not require any changes. Receipts This allows you to customize your guest checks and receipts. Tickets You may set open tickets to be displayed numerically or by age of ticket. Time Allows you to select what time your restaurant opens, what time the bar opens and what time a server is automatically logged out of the system. This Workstation This section is used primarily to manage peripheral devices such as scales and pole displays. Customers This section allows you to create defaults such as area code or zip code for your customers. This section also has printing options for delivery orders. 14

11 CUSTOMER SERVICE & TECHNICAL SUPPORT HT1306_