ONE BUSINESS - ONE APP RESTAURANT VERSION USER MANUAL

ONE BUSINESS - ONE APP RESTAURANT VERSION USER MANUAL 1

TABLE OF CONTENTS GETTING STARTED WITH SHOPBOX CREATE A PROFILE 4 CREATE YOUR RESTAURANT 4 HOW TO CREATE, EDIT AND DELETE ROOMS AND TABLES 6 CREATE ROOM 6 CREATE TABLE 6 EDIT OR DELETE A TABLE 7 HOW TO CREATE, EDIT AND DELETE PRODUCTS 8 CREATE CATEGORY 8 CREATE PRODUCT 9 CUSTOM PRICE 10 EDIT A PRODUCT 10 FAVORITE 11 EDIT A CATEGORY 11

USER MANUAL ONE BUSINESS - ONE APP START THE DAY 12 END THE DAY 12 HOW TO USE YOUR SHOPBOX COUNTER USING THE TABLES 14 HOW TO SELL PRODUCTS 16 CASH PAYMENTS 16 CARD PAYMENTS 17 ALTERNATIVE PAYMENT METHODS 17 SPLIT PAYMENT 18 BASKET ICONS 19 EXTRA AMOUNT 19 DISCOUNT 20 RETURN PRODUCTS 21 DELETE 21 OPEN CASH REGISTER 22 MENU 22 COUNTER 22 ECONOMY 23 TRANSACTIONS 23 EXPENSES 24 STAFF 24 CUSTOMERS 25 SETTINGS 25 TERMS AND CONDITION 26 CONTACT 26

GETTING STARTED WITH SHOPBOX CREATE A PROFILE The first thing you need to do to get started with Shopbox, is to create a user-profile. You do this by downloading our app in the App Store or Windows Store, opening the app and pressing Create account. If you already have a user, skip this step by pressing log in. Fill in: Name, last name, e-mail and a password you choose yourself. Press Create account when you are finished. CREATE YOUR RESTAURANT Next, you need to create your store. You do this by pressing Add Store at the top of the screen. Remember that you have to accept our terms and conditions in order to create your store. You can open them by clicking on the words terms and conditions. 4

Next you have to fill in the name of your store, the type of business you operate, your country, post code and finally your tax registration number. Click Create store when you are finished. Your restaurant is now ready. Press on your restaurant s name on the following screen to start using Shopbox POS. 5

HOW TO CREATE, EDIT AND DELETE ROOMS AND TABLES CREATE ROOM When you open the Shopbox app and open the counter screen, you are met by the screen on the left. By pressing the little pencil icon in the top right corner and entering edit-mode, you are able to add rooms to your restaurant. This can be useful if your restaurant operates in more than one space, for example with an outdoors area. Press Add new to add a room and give it a name. Press Add to finish creating the room. Please note that your restaurant has a room dedicated to takeaway. You can use this room if you offer takeaway, if your customers are not sitting at a table or if payment happens at the same time as ordering the products. Please contact Shopbox if you need to change the name of a room, or need it delete it entirely. CREATE TABLE Når du først har oprettet et rum, kan du hurtigt tilføje borde. Når du er inde i det ønskede rum (på billedet til venstre er vi udendørs ), trykker du på blyantikonet i øverste højre hjørne. Du vil se en rund knap dukke op i oversigten, med teksten Add. Tryk her for at tilføje et bord, og giv det et navn i det felt som kommer frem. OBS - det kan hænde, at du skal trykke på blyantikonet et par gange før at bordet dukker op i oversigten. 6

EDIT OR DELETE TABLES When you press the pencil icon in the top right corner, you will see the existing tables start to shake. This means you are in edit-mode, and you can edit or delete the tables by pressing on them and choosing the appropriate action. Hit save to save your changes and return to the overview of your tables. 7

HOW TO CREATE, EDIT AND DELETE PRODUCTS AND CATEGO- RIES CREATE CATEGORY To start using your POS, you first need to create the products that you sell and assign them to categories for easier navigation. We will start by creating a category. 1: Press the pencil icon in the top right corner to enter edit-mode (shown in picture to the left). To leave edit-mode, click the arrow in the top left corner, next to the text Edit mode. This will take you back to the counter. When you are in edit mode, the icons on your counter screen should be shaking slightly. 2: Click Add new category on the icon that shows up in your counter, as seen on the 2nd picture on the left. 3: Type in the name of your category in the textfield. This could, for example, be appetizers or any other relevant grouping of your products. If you use a kitchen printer and need a ticket printed in the kitchen for the products going in this category, make sure the kitchen-mode is enabled and showing as green, as shown on the picture on the left. 4: Click on the camera-icon to customize the appearance of the icon. You have the option of selecting a color of your choosing, or you can take a picture. 6: When added, your category should be visible on the counter screen. Remember to leave edit-mode! Tip: You can use the search icon next to the pencil icon to easily search for specific categories or products. 8

CREATE PRODUCT 1. You can create a product by going into the category in which you want to create a product, and pressing on the pencil icon in the top right corner to enter edit-mode. Alternatively, you can create products outside of categories and make sure to assign them to a category in the Assign to category field. 2. When creating a product, you must choose a name and assign a price. If you leave this field blank, it will ask you for a price everytime you make a sale. Just like when you create a category, you have the option to assign the product a picture or a specific color that is easily identifiable by pressing on the green circle next to the name field. 3. You can choose which type of unit your product is sold in. This is not mandatory, but is useful if you use Shopbox for inventory management. 4. If you have a barcode-scanner, you can assign the product an SKU code in the designated field by scanning the product or typing it in manually. 5. Press Add at the bottom to finish creating your product. You can always enter edit mode and change the information you entered. Your product is ready to be used! 9

CUSTOM PRICE If you leave the price of the product at 0, the product will have a custom price. This means you will be asked what the product should cost every time you sell it. You will be met by the screen on the left when you attempt to sell the custom-priced product. This is useful if some of your products require a different sales price from time to time. EDIT OR DELETE PRODUCTS In order to edit a product, you need to enter the category in which the product is placed. Entering edit mode by clicking the pencil icon allows you to click on the products and edit the details you have previously typed in. You can either save your changes or delete the product entirely. 10

FAVORITE When you edit or create a product, you can press the little star icon (shown in the picture on the left). This assigns the product a favorite status, meaning that it will be shown on the front counter, next to the categories. This can save you time if you have a specific product that performs well and requires quick access. EDIT A CATEGORY If you wish to edit a category, you can press the pencil icon to enter edit-mode. The existing categories will begin to shake, and you can edit them by clicking on them. You will be met by the screen shown on the picture on the left, allowing you to edit the name and icon of the category. 11

START THE DAY When you open the counter for the first time since your last day of business, you will be met by a screen asking you enter your starting cash. This number will also be visible on your end-of-day report. Write 0 if you have no cash in the register. END THE DAY 1. When you are ready to end the day, go to the menu point called transactions. Hit the big green End of Day button at the top, as shown on the picture on the left. 2. You will be met by a message asking you if you are sure you are ready to end the day. Click yes to continue. 3. The next screen (X-BON) shows the turnover for the day, both the total amount and the total within each payment type (card, cash, etc.). Hit next to continue, or you can go back to the previous screen. If you have an integrated terminal, the terminal will reset, whereafter every new transaction counts as a new day. 4. The next screen allows you to type in how much you have earned on your card terminal. Ending the day on your terminal will allow it to print the report which gives you these numbers. 5. The following screen is for typing in cash. You will see the amount you started with in Starting Cash. You can edit this is you previously made a mistake. Cash to 12

bank is the amount you are taking out of the register, whereas Actual Cash refers to the amount you are leving behind for the next day of business. 6. Next, you will enter any other sources of turnover. This can be mobile payments, vouchers or payments by invoice. 7. The last screen shows your Z-BON. If all numbers are entered correctly and the turnover on your card terminal matches that in the Shopbox POS system, the difference should be 0. 8. Click Next one last time to finish ending the day. If your difference in turnover is big, you will be asked if you are completely sure you want to end the day (as seen in the picture on the left). 9. The day has been ended! You have the option to print an end-of-day report if you wish by clicking on the print-icon. 13

HOW TO USE YOUR SHOPBOX COUNTER BRUG AF BORDENE When you have created the rooms and tables you need in your restaurant, it is important that you know how to use them correctly and avoid sending the wrong orders to the wrong table. When you are ready to type an order into Shopbox, it is important that you are on the right table. When you press on a table, the counter screen opens with all your products visible. There are however a few differences compared to the quick-service version of Shopbox. 1. The 4 numbers shown in the top picture on the left stand for the different courses a customer may order. You will always start out on the first order, shown by 1 being highlighted. Choose the dishes that are a part of the first course, whereafter you can press the number 2 to switch to the next course. When you are done, remember to press save at the bottom! 2. When the customer is done with the first course, press send next course to send a ticket to the kitchen, telling them to start preparing the next course for the table. 3. You can always open an overview over your rooms and tables by pressing the Room button shown on the picture on the left. 14

4. By pressing the button on the top right with the 3 small dots, you will find more options. One of these options is moving or merging orders from one table to another by pressing move tables. 5. Pressing move tables shows you the screen visible on the left. The table highlighted in green is the current open table. Select the table you want to move the order to, and hit yes to confirm your decision. 15

HOW TO SELL PRODUCTS When you want to sell a given product, click on the product in the counter so that it appears in the basket on the right. CASH PAYMENT When you press Pay at the bottom of the screen, you will be shown a few payment options. Press Cash at the bottom to accept a cash payment. You will be met by the picture seen on the left, letting you click next if you received the exact amount. You can also type in the amount you were given if it was not exact, or use the predefined amount buttons. The amount of change is written under the total amount. 16

The next screen shows you that the payment has been accepted. From here, you have 3 options: 1: You can print a receipt for the customer by pressing the printer icon at the top. 2: You can send the receipt by email by entering the customers email in the correct field and clicking the little send icon to the right of it. 3: You can press close and next sale if no receipt is needed. CARD PAYMENT Card payments are completed by pressing Pay and then Card. If you do not have an integrated card terminal, it will read payment accepted straight away and you must ensure to type the amount into the terminal. If you do have an integrated card terminal, the amount will automatically be shown on the card terminal, and you will only see the payment accepted screen when the terminal correctly registers the terminal. ALTERNATIVE PAYMENT TYPES By pressing the 3 small dots next to card, you will get an overview over the remaining types of possible payment types: 1: Mobile 2: Invoice 3: Giftcard 4: Split payment 17

SPLIT PAYMENTS You can split the payment if 2 or more customers wish to split the bill. In the left column, you see the products in the transaction that are yet to be paid for. You can move a product to the right column for payment by clicking on the product, whereafter you chose the desired payment method as you would regularly. This product will then be removed from the remaining bill. You can also split the entire bill in equal parts by pressing the designated buttons on the left side. If you wish to split the total bill amount into 3 parts, click 3 and a third of the bill moves to the right column awaiting payment. Please note that a third of the amount will then be removed from the total bill, meaning you need to press 2 to split the remaining total amount in equal parts for the last 2 people. If you made a mistake, you can press clear in the top right corner. 18

BASKET ICONS At the top of your basket, you will find 3 icons. 1. Discount 2. Amount 3. 3 dots (more options). EXTRA AMOUNT If you hit the small + icon, you will have the option to type in an extra amount. This could be if the product was not available on the counter, or any other small additional amount you need to add to the bill. The amount will be shown as an individual product in your basket. 19

DISCOUNT To give a discount on a specific product, press on the product when it is in your basket. Here you can change the amount of units of the product you wish to sell in the transaction, and type in how big the discount should be in percentages. You can also enter a note to explain the discount if you wish. Hit OK to add the discount and return to the counter. You can see the discounted amount in red under the product, while the transaction total will also have changed. If you wish to give a discount on the entire bill, press on the % icon at the top. You will be met by a screen allowing you choose pre-defined discounts of 5%, 10%, 20% and 25%, but you can also manually enter the discount in the text field. The discount is shown at the bottom, by the total amount left to pay. 20

RETURN PRODUCTS If you need to return 1 or more products, you can use the return button. You will find it by pressing the 3 small dots at the top of the basket. Clicking return products makes the prices under your product appear red. Selecting a product in this state will count the product as a returned product. Click cash and return the amount to the customer. Pressing return products again restores your counter to its original state. DELETE You can delete products from the basket by pressing on the 3 small dots and selecting Clear the basket. If you need to remove only a single product from the basket, swipe the product to the left with your finger and you will have the option to delete it from the basket. 21

OPEN CASH REGISTER You can open the cash register by pressing on the 3 small dots above the basket and selecting Open cash drawer. THE MENU In the top left counter of the app, you will find 3 horizontal lines. Pressing this opens the menu on the left side. Here you can access the following screens: - COUNTER - ECONOMY - TRANSACTIONS - EXPENSES - STAFF - CUSTOMERS - SETTINGS - LOG OUT We will go through these one by one. COUNTER Counter is your couter screen wherein you complete sales that we have already discussed in detail. 22

ECONOMY The economy screen gives you the daily, weekly or monthly amount of transactions and turnover. You will also find an overview over which payment types you have received. You can select the specific time period in which you want to see data by pressing the small filter icon in the top right side of the screen. TRANSACTIONS The transaction screen shows you a complete list of the transactions you have completed. You can always find an old transaction, and by pressing on a transaction, you can re-send a receipt by mail or by printing it. You can also return the entire transaction. It is also here that you end the day when you are ready to close the store. The little filter icon in the top right allows you to select a specific time period to show transactions. When you have refunded a transaction, it will show as REFUNDED in big red writing as shown on the left. It will not count in your daily turnover. 23

EXPENSES Under expenses, you have the option to register your various expenses. Clicking add expense lets you enter the amount, a comment and where it was bought. You can also add a picture of the receipt. The expense will be counted in your end of day report. STAFF You can add staff by pressing the green + icon in the top right corner. Here you enter name, phone number, email and a 6 digit password. You also choose the role of the staff member: Admin (access to everything), Staff (regular staff member who can refund latest sale and has no access to the economy data) and Finance (has access to economy data but cannot edit or make changes to anything). Finally, you have the option to add a pin-code if you wish for your staff to use a pin-code when they access the Shopbox system. You can edit the staff member by hitting the pencil icon to the right of their name. You can import staff members from an excel file by pressing import at the top of the screen. 24

CUSTOMERS In customers, you will find an overview over the customers who have completed a sale in your store. Customers are automatically saved if you have typed in an email for a receipt during a sale. They will be registered as a guest. You can change the name by pressing the pencil icon to the right of the customer. You can also create a new customer by pressing the green + icon in the top right corner. By pressing on the customer, you will see an overview over all completed sales for this customer. SETTINGS In settings, you will find a large range of options, that only an administrator can access. You can add or change printer, set up an integrated card terminal or log-on to your izettle account if you have one. Read our installation guide for help on setting up hardware. You have the option to edit some general settings, such as activating sound effects, activating pin-code access to the system or even if you wish to be asked about starting cash every time you start the day in your store. 25

Under profile you can edit the settings related to your personal Shopbox user. Under store, you can edit the general settings of your store, such as address, phone number and tax rate. TERMS AND CONDITIONS You can always access our terms and conditions in settings. CONTACT US We are open daily between 9:00-17:00 and we look forward to hearing from you. Shopbox Denmark Rentemestervej 2B, 2400 København NV, Danmark +45 31 13 15 15 26