Retail Point of Sale (RPOS) Version 2.3.0 RPOS-12052006 December 05, 2006
Copyright Statement Except as otherwise specifically noted, NorthStar Technologies, Inc. reserves the right to change all or part of the information contained in this document without any prior notice. Companies, names and data used in examples herein are fictitious unless otherwise noted. NorthStar Technologies, Inc. does not endorse or approve the use of any of the product names or trademarks appearing in this document. Permission is granted to copy this document, at no charge and in its entirety, provided that the copies are not used for commercial advantage, that the source is cited and that the present copyright notice is included in all copies, so that the recipients of such copies are equally bound to abide by the present conditions. Prior written permission is required for any commercial use of this document, in whole or in part, and for any partial reproduction of the contents of this document. NorthStar Technologies, Inc., Copyright 2006 All Rights Reserved Worldwide NorthStar Technologies, Inc. invites comment on its manuals. Please feel free to send your comments via e-mail to info@globalnorthstar.com Page 2
CONTENTS RETAIL POINT OF SALE SITE MAP...6 ACCESSING THE TERMINAL...7 LOGIN...7 SHIFT MANAGEMENT...8 LOCATION SHIFT... 8 TERMINAL SHIFT... 9 Shift Review (Review Mode)... 9 Back Office... 9 SET MENU CARDS... 10 CLOSE LOCATION SHIFT... 11 OPEN TERMINAL SHIFT...12 SET DRAWER USER... 12 NEW CHECK...14 MENUS... 15 CATEGORIES... 15 SELECTING MENU ITEMS...15 ITEM OPTIONS:... 16 More... 16 Previous... 16 Expand... 16 Delete... 17 Qty=2... 17 Qty=3... 17 Qty=4... 17 Other Qty... 17 Select All... 17 Un-Select All... 17 Discount / Complementary... 17 Override Price... 17 Group... 17 Comments... 17 CHECK OPTIONS:... 17 Split Check... 17 Close Check... 19 Void Check... 20 Print Receipt... 21 Sample Receipts Club & Guest Copy:... 22 Guest & Club Copy of the Receipt:... 22 Member Account... 23 View Charges... 24 Member Credit... 24 Re-Open Check... 24 Convert to Non Taxable... 25 Convert to Non Service Chargeable... 25 Convert To Non Surchargeable... 25 Transfer Location... 25 Page 3
Transfer Employee... 25 Mark as UBI... 25 Item Detail... 25 Party Billing... 25 Charge Type... 25 Assign Room... 25 Add Comments... 25 Refund... 25 CLOSED CHECKS...25 OPEN CHECKS...26 CASH OUT... 26 ADD CASH... 26 REMOVE CASH... 27 ISSUE CREDIT...27 FREQUENTLY ASKED QUESTIONS FAQ...31 INDEX...36 Page 4
NorthStar Technologies Inc. is the provider of Next Generation NorthStar Club Management System to city and country clubs, enabling the clubs to manage member information, automate business processes, and serve members efficiently. NorthStar Club Management System provides clubs with a proven set of industry-specific best practices, completely integrated suite of applications, and next generation technologies, empowering them to consistently deliver superior member experiences and provide the highest level of employee and management satisfaction. NorthStar Club Management System s provides an easily learned and a robust Pro Shop management system. It contains a feature-rich, touch-screen activated RPOS, a detailed but flexible menu authoring system, and a full complement of management reporting. All data entered through the RPOS interfaces real-time with the various other aspects of the Club Management System, including Accounts Receivable, Inventory, Membership, and the General Ledger. Food and Beverage touch screen RPOS features include: Multiple Settlement Types Membership Validation Discounts Security Integration with Inventory and Membership Modules Multiple Menu Capabilities Easy Check Splitting Page 5
Retail Point of Sale Site Map SHIFT MANAGEMENT Login Select Location Open / Close Location Shift Set Menu Cards Set Drawer User Open / Close Terminal Shift Select Items from Menu Card Split Check Taxable / Non Taxable Delete / Re-Order / Increase Quantity Close Check Service / Non Service Chargeable Create Groups Void Check Surchargeable / Non Surchargeable Discount / Override Price/ Compliment Print Receipt Transfer Location Comments / Instructions Member Account Transfer Employee MENU ITEM OPTIONS View Charges Add Comments Mark as UBI Item Detail Refund Charge Type CHECK OPTIONS Tournament Billing Page 6
Getting Started with This document is intended to help you understand how the works and serves as a quick reference guide for RPOS users. Accessing the Terminal To access the terminal, you must first identify yourself to the terminal. This allows the terminal to assign tables to you, identify you to the kitchen, and, if you are using a cash drawer reconcile the cash balance to you. Login (Back to POS Site Map) Ask your system administrator to establish your login ID. Enter your login ID (your password is your login ID) and choose one of the locations to operate the terminal on. Your administrator defines your location access privilege. Hence, you will only be allowed access to authorized locations. Depending on the properties set for the terminal and if you are using NorthStar Technologies Time Keeping Module, the Time Clock button is displayed on the screen. Please refer to the Time Keeping Module for more details. 1. Password Field: Enter your password in this field to logon to the terminal. 1 2 2. The default location, which you are likely to logon frequently to, is selected. Click it after entering your password in the password field. 3. Supervisor Login: Click this button if you have supervisory login privilege. 3 Figure 1 RPOS Login Screen Use the Back-arrow key Use the Clear key Use the Close key application. works like the Backspace key found on the PC keyboard. Use this key to correct mistakes. to completely clear the login field. to exit. The Close option is available only when accessing the terminal through the NorthStar Page 7
Shift Management The shift management screen lets you open and close location shifts, terminal shifts, setup menu cards, printers, and set drawer users. You may also Issue Credit from this screen i.e. allow transactions on credit instead of cash payment. The Search Credit button allows you to search a credit book (record of credit transactions) for a particular member s transactions on credit. You can also add or remove cash from your cash drawer before you start selling. This screen also displays information about the number of terminals open, terminal shift owners, terminal s allowed locations and the time when the shifts were started. 4 5 1 2 3 1. Open Review/BO Shift: Click this button to open a shift to review checks created on dates prior to the current date or to open a Back Office shift to post checks created on previous dates. 2. Status: This panel shows the status of shifts (Open or Closed) 3. Done: Press done when you have finished using this screen. 4. Issue Credit: Use this button to issue credit from the terminal. (You can issue credit only if you are allowed by your supervisor) 5. Search Credit: Press this button to search Member Credit record. Figure 2 Shift Management screen Location Shift (Back to POS Site Map) Before you start creating checks and selling, you must first open your Location Shift. This will allow you to select the menu cards and printers that are available for your location, and open terminal shifts. Click (figure 2, above) to open a location shift. Note: Whenever you logon to the system, it first checks for open location shifts. If no open shifts are available, the Open Location Shift button gets enabled for you to open a location shift. Figure 3 Open New Shift and Location Shift Page 8
Terminal Shift (Back to POS Site Map) When you open a location shift the system checks for all open terminal shifts for that location. If no shifts are open for this location, then it allows a terminal shift to be opened. If you had previously logged out of the terminal shift without closing it, then, when you login again, your terminal shift will be available to you as open and you will be taken to the main screen to open checks. Depending on the user, a shift can be opened as a Normal shift, in Back Office mode or Shift Review mode. In your shift, you can open and process as many dine-in or carryout checks as you like. Shift Review (Review Mode) In some cases, entries made by the employees during shifts have to be verified before they are posted to GL or AR. Shift Review mode allows you to review closed checks for correctness before they are posted in the accounts. You can open a location shift for review by entering the shift s number in the Review Shift # field in the Open Shift screen. You have to provide a Review Shift #, without which the information will not be saved. Figure 4 Shift Review Mode option On many of the screens, besides buttons, you are provided with a keyboard to enter information. To make it easier for you to enter information, you can use the standard (QWERTY) keyboard or use the Re-arrange Keys button to change the keyboard layout. Back Office Opening in Back Office mode allows you to open a shift and enter items on backdate. Pressing the Date button opens the calendar window to select an earlier date (Figure 5). You would be able to operate it as a normal shift right up to closing checks and firing items, all in a back date entry. Items fired would only be for the purpose of closing checks and posting entries and the items would not be sent to printers for printing. This mode allows you to enter closed checks on a back date. If for some reason checks are not posted and get left over for a couple of days, you can use the Back Office mode to open a shift for that day and post the checks against the day they were closed. Another example to use this mode would be for you to insert items sold a couple of days back by the pro shop. The items sold are then entered as if they were requested and sold to the guests during a normal shift operation. Page 9
Figure 5 Back Office screens Set Menu Cards (Back to POS Site Map) When you have successfully opened your Location Shift, the Set Menu Cards button becomes active for you to select as many menu cards that are available for this location. You need to set up menu cards that will be available to you while creating checks. Press the button to open the menu cards selection screen. This screen lets you select menu cards or remove menu cards from the list of available ones for this location. Page 10
Figure 6 Set Menu Cards Screen Close Location Shift You can only close a Location Shift when all the open checks against all the terminal shifts that were opened for this location are closed. When you press on the pop up for close shift (figure 7, below), the Location Shift closes and a message appears on the top left of the main screen showing that the shift has been closed successfully with the number of checks posted. Figure 7 Close Location Shift Screen Page 11
Terminal Shift Open Terminal Shift (Back to POS Site Map) The Terminal Shift allows you to set up your opening balance to start your sales with. On the pop up screen for the Open New Terminal Shift screen, you can view the new shift details and enter your opening amount. Press to complete the setup or press to close this screen without saving. You can always come back to the Shift Management screen to add or remove cash to your balance. Adding or removing cash options are only available when a cash drawer is attached to the terminal being used. Figure 8 Open Terminal Shift Screen Set Drawer User (Back to POS Site Map) You can select drawer users from the list of employees displayed in the dialog box. This option is available only when the Cash Drawer option is checked on the RPOS Terminal properties page. If the option is unchecked in the properties, the Set Drawer User option will not be available on the shift management screen. Authentication for drawer users will be required when adding cash and when making payments by cash. In this case, Payment by Cash requires that the Cash Drawer Type property be set to Yes. Figure 8b Set Drawer Users Page 12
You can switch between the check screen (main screen) and location/terminal shift screens using buttons respectively. and To print report based on a period activity i.e. Location Shift, press The report contains information such as shift #, opening and closing time of the shift, Item details, Number of employees, Number of guests, Number of checks, Number of void checks, Number of price overrides, Sales tax, Service charge & surcharge totals, Total sales, Settlement Totals by payment types, Settlement Totals by bill codes, Settlement Totals by item types and Credit Book settlements. Figure 8c Examples of Period Report (shift sales report) and Employee Shift Reports Page 13
To print report based on the employee s activity for this terminal, press The report contains information such as employee name, terminal shift number, shift open/close time, number of checks, number of guests, number of open/closed checks, total discounts price overrides given, total sales and settlement totals by payment types etc. New Check (Back to POS Site Map) You can open your check by pressing the button. Tip: From the Properties Setup screen, you can set the property so that the system forces you to assign a member to the check as soon as a new check is opened. Figure 9 Main Screen 1 2 1-2. The Main Screen keeps track of the location and the terminal by displaying information regarding them. Like the location and terminal names; who the shift was started by; Shift ID; time/date When a check is opened, the check header on the main screen contains information about the check number, terminal on which it is open, employee name, table number, status of the check, and member name. The member s name against the member field will only be filled when a member is assigned to the check. It also has some other buttons, which are described below: allows you to switch between the main screen and the shift management screen. You can switch screens any time to change your printer or menu card settings. To log out of the terminal shift, use the button. All the information pertaining to the terminal and the checks that were opened gets saved in the system till the time when the terminal is accessed again. When you click button, the following options get displayed: If you have a drawer attached to your terminal, the button allows you to open the cash drawer to insert or remove cash. To print report based on the employee s activity for this terminal, press the button. The report contains information such as employee name, terminal shift number, shift open and close time, number of checks handled, number of guests, number of open/closed checks, total discounts/price overrides given, total sales and settlement totals by payment types etc. Pressing displays users open and closed checks in the list. Similarly button displays only those checks that were opened by other employees. Page 14
Menus (Back to POS Site Map) When you press on the new check button (Figure 9 above), menu cards appear which you had assigned earlier from the Shift Management Screen. Use these Menu Cards to display menu items. Some of the Sub-Categories are marked with a + sign, indicating that there are more sub-menu items against this group. Press the Sub-Category to view the rest of the items. Figure 10 Menu Item Groups Screen Categories The first row displays the Categories or main groups that contain the items. Selecting the category displays the subcategories and the related items associated with that category. Press on these items to add them to your check. Selecting Menu Items (Back to POS Site Map) You can select different menu items by first selecting menu cards. Clicking a menu card brings up the sub-categories contained in the menu card. Use these sub-categories to display the menu items defined against them. If there are many items in the sub-category, use the or to scroll up and down to view items for selection. As the items are selected, they appear in a running list on the left side of the screen. Page 15
Figure 11 Menu Items Screen Item Options: For the items that get added on your running list or check, you can take the following actions: More If you want to view more items in the list, use the More button. This button becomes active when the items in the list exceed the display area. Previous If you want to view more items in the list, use the Previous button. This button becomes active when the items in the list exceed the display area. Expand (Back to POS Site Map) If you want to view all the items in the list, you can use the Expand button. This opens up a full screen window that displays all the items added to the list. Use the Normal View button to go back to main screen. Figure 12 All Items Added in List Screen Page 16
Delete (Back to POS Site Map) Deletes an item from the check Qty=2 To quickly increase the quantity of the selected item to 2 Qty=3 To quickly increase the quantity of the selected item to 3 Qty=4 To quickly increase the quantity of the selected item to 4 Other Qty Select an item and increase or decrease the quantity of the served item by any amount. Select All Selects all items in the check Un-Select All Un-selects all items all items in the check Discount / Complementary (Back to POS Site Map) Gives discount on selected items or converts them to complementary items. This option is only available to users who are authorized to give discounts and change the selected check items to complementary items. Override Price (Back to POS Site Map) Charge a different amount from the bill price. Price override is possible if: In the NorthStar application RPOS Home page >> Admin >> Menu Cards >> List >> Menu Items, the Price Override OK checkbox is checked. The employee creating the check has Price Override Authorization property set against him/her. Group (Back to POS Site Map) Creating groups allows you to mark items that could be used when defining the criteria for splitting checks. Comments (Back to POS Site Map) You can add comments to the check if necessary. Check Options: When your check has been created, you can perform the following functions before closing the check: Split Check (Back to POS Site Map) A single check can be split into many checks, and each check can be tendered in its own way. To activate check split option, press Split Check button from the RPOS Menu screen to open the split check screen. Figure 13 Split Check Options Page 17
2 1 Split by Selected Items Split check by moving selected items from one check to another using the double arrows. The Previous Check and Next Check buttons allow you to move between checks. If you have charged a check to a member and want to change the member or assign one of the split checks to another member, use the Assign Member button. Split by Item Group Split check selecting menu item groups Split by Group Split check selecting groups Split Evenly Check can be split evenly in up to sixteen evenlycharged checks. Press Split Evenly and select a number of splits from two to sixteen. The entire check including service charges and taxes will be split into multiple checks evenly. Press the number of splits you want from the Possible Number of Splits section (see fig. 13, above) to go to the split option screen from where you can select the items. Items can be moved from check to check using the two double arrow buttons. 3 1. Move items between checks using these buttons. 2. Move between various split checks. 2 3. Use this button to change/assign member to checks. 1 Figure 13b Split Check Screen If a check that has been assigned to a member is split, all split checks will be assigned to the member number until the member number assignment is changed. You can tender and close a split check just like a normal check. To change the member s account of a split check, you can press Change Member and search for the new member as you normally would. Close a split check by pressing Close Check and following the normal process of tendering the check. Page 18
Once a check has been split, the resulting split checks can be accessed from the POS Menu screen through a Split Check s drop-down box in the upper right corner. The drop-down box contains the check numbers of the split checks. Figure 14 Split Check Popup To access a split check press the Splits button found on top of the screen (figure 14, above). If a check that has been assigned to a member is split, all split checks will be assigned to the member number until the member number assignment is changed. You can tender and close a split check just like a normal check. To change the member s account of a split check, you can press Change Member and search for the new member as you normally would. Close a split check by pressing Close Check and following the normal process of tendering the check. Close Check (Back to POS Site Map) To complete your transactions, you need to close your check. Closing the check will also make it available for Accounts Receivable, Inventory, Membership, and the General Ledger posting. Depending on the properties set for your POS Terminal, closed checks can be posted directly to the accounts at the time of Closing Check from main screen or when the location shift is closed. Page 19
Figure 15 Close Check Screen To close a check, you must select a tender method from the ones that you are authorized to use. It is also possible for you to tender a check in part by selecting any one or more tendering methods. On the Close Screen, select the tender methods from the buttons on the left. Use the (Clear) button to clear the amount field, use the Back-arrow key to correct mistakes by deleting digits one at a time, from right to left, in the amount field, while the button is used to enter additional gratuity. Use the button to tender the entire check against one tender method. Select the tender method you want the check to be closed with and press this button to close check. Some of the check tendering methods can be: Cash Accept cash payment for the items using the Cash button and entering amount in the specified field. Credit Card Charge the amount by credit card Club Coupon Transfer credit against club coupons Member Birthday Charge the check against Member s Birthday account. Gift Certificate Transfer credit against Gift Certificates Void Check (Back to POS Site Map) Voids a check. The ability to void a check is based on your security settings. When a check containing fired items is voided, a change notification is sent to the kitchen. Page 20
Print Receipt (Back to POS Site Map) Press Print Receipt to print a receipt on the Terminal printer. The RPOS will automatically print two copies of the receipt (i.e. a club copy and one for the member to sign). Figure 16 Print Receipt Screen Page 21
Sample Receipts Club & Guest Copy: Guest & Club Copy of the Receipt: The Receipt (printed in twos, a club copy for member to sign on and a member copy) displays Member name, Employee name, Date/Time of transaction; Item details, Taxes, Totals and Payment Method used. Page 22
Member Account (Back to POS Site Map) Assign check to member account. On pressing this button, members can be searched from the pop up screen and the check can be assigned to the member. All checks that you tender using the Member Account option get assigned to the members and the amount tendered against the member charge. To select a member Press Member Account button to bring up the member search screen. From this screen (Figure 18) you can search for the member using member number or ID, member s phone number, first or last name. When you have entered your criteria, press the Search button to display the list of members to select from. Search options screen Members List Figure 17 Member Search Screen / Options screen On the Members List screen, press the or to get the member s details screen. Pressing on the (Accept) button assigns the check to the selected member. To do a new search, press the (New Search) button. If you want to cancel the process at any time, press the Cancel button. Figure 17b Member Search Screen / Options screen Page 23
View Charges (Back to POS Site Map) Use the View Charges button to view the check breakup by item type, which are displayed in a small pop-up window. Figure 18 View Charges / Member Credit Member Credit Member Credits button is only visible when the check is assigned to a member. This button (Figure 19 above) is always disabled and is only for the purpose of displaying the credit amount available to a member in all the credit books of the location on which the terminal is running. To learn How To Issue Credit from terminal go to: Issue Credit. Re-Open Check (Back to POS Site Map) To view or re-open a closed check, touch the check number from the left side under Closed Checks on the RPOS Main Screen. The check will appear in the receipt screen. Press the Re-open button to reopen the check. The ability to re-open a check is dependent on your security level and the Account Receivable posting option you have selected. Checks cannot be re-opened when posting to Accounts Receivable as soon as they are closed. They must be altered through Accounts Receivable. To place a check into a hold state, press Main Screen button at any time during the transaction. To recall a held check, touch the check number from the right side of the RPOS Main Screen under Open Checks. You can continue working on the check as if you had never stopped working on it. Figure 18b Check Options Screen Page 24
Convert to Non Taxable (Back to POS Site Map) You can press the Convert to Non Taxable button to create a transaction with taxes removed. When the transaction converts to non-taxable, a message appears on the top of the screen confirming success of the operation and the button changes to Convert to Taxable. Convert to Non Service Chargeable (Back to POS Site Map) Press Convert to Non Service Chargeable button to create a transaction with automatically calculated service charges removed. When the transaction converts to non-service chargeable, a message appears on the top of the screen confirming success of the operation and the button changes to Convert to Service Chargeable. Convert To Non Surchargeable (Back to POS Site Map) Press Convert to Non Surchargeable button to create a transaction with automatically calculated service surcharges removed. When the transaction converts to non-surchargeable, a message appears on the top of the screen confirming success of the operation and the button changes to Convert to Surchargeable. Transfer Location (Back to POS Site Map) You can transfer a check from one location to another by pressing Transfer Location and selecting the new destination location. Transfer Employee (Back to POS Site Map) To transfer ownership of a check from one employee to another, you can use the press Transfer Employee button. The new employee will receive all credit for the transaction for reporting and gratuity purposes. Mark as UBI (Back to POS Site Map) To mark a transaction as Unrelated Business Expense (UBI), press Mark as UBI. Item Detail (Back to POS Site Map) The Item Details button displays details about an item, source etc. To view, press Item Detail, then press any menu item and the details are displayed in a pop up window. Party Billing (Back to POS Site Map) Party billing option allows individual checks to be created against a number of specified members, with the possibility of closing each check using a different closing method. Charge Type (Back to POS Site Map) To change the charge type of the transaction (such as from personal to business), press Charge Type and choose a charge type from the menu. Transaction charge types are defined in Accounts Receivable billing codes. Assign Room (Back to POS Site Map) Press the Assign Room button to transfer the transaction to the member s room account. Search for the member and assign the member number to transfer the transaction. Add Comments (Back to POS Site Map) Use this button to add comments on check like special instructions, member preferences for an item, etc. Refund (Back to POS Site Map) This option is for settling any refunds while the check has been closed and posted to GL/AR. Pressing this button while having selected an item or more than one items, will cause the amount charged for item(s) to appear in negative i.e. with a minus sign. Closed Checks (Back to POS Site Map) To view a closed check, touch the check number from the left side of the POS Main Screen. The check will appear in the receipt screen. To place a check into a hold state, press Main Screen button at any time during the transaction. Page 25
Press the Re-open to reopen the check. The ability to re-open a check is dependent on your security level and the Account Receivable posting option you have selected. Checks cannot be re-opened when posting to Accounts Receivable as soon as they are closed. They must be altered through Accounts Receivable. Open Checks (Back to POS Site Map) To view an open check, touch the check number from the right side of the POS Main Screen. The check will appear in the receipt screen and you can continue working on the check. Figure 19 Open / Closed Checks Selection To place a check into a hold state, press Main Screen at any time during the transaction. To recall a held check, touch the check number from the right side of the POS Main Screen. You can continue working on the check as if you had never stopped working on it. Cash Out The Cash Out button becomes active when a Terminal Shift has been opened. On completing your shift and closing your sales, the Cash Out button is used to add or remove cash and to reconcile your drawer amount. Figure 20 Cash Out button on Shift Management screen Add Cash During your sales, if you need to add cash to your drawer, use the option on the Shift Management screen. Provide comments in the Comments field to describe the need to add cash. When the cash is added, a message appears on the top indicating the amount that was added. Page 26
Remove Cash Similarly, to remove cash from your drawer, use the Remove Cash button and provide comments if necessary to describe the need to remove cash from your drawer. Done When you have opened Terminal Shift and added cash to start selling, use the button to switch to the Main Screen. Issue Credit The Issue Credit function allows you to specify a credit limit to a member. This is similar to a credit limit issued through a credit card by a bank to anyone. This credit limit can be used within a specified span of time; on specified location/items; can be increased or decreased upon either member request or club management s discretion. To issue credit from the terminal go to: Main Screen >> Shift Management >> Issue Credit Select a credit book to issue credit from. There can be as many credit books as the club-management wants and with various names. Page 27
Use the Amount field to specify the amount that you want the member to have as credit. Click Member Search to look for the member number against which you will grant the credit amount. Type Member first/last name (or any other detail home/business phone number or member number if you know) and click Search. Page 28
Click the desired member name who you want to grant credit. Type/Select the credit Issue Date (date credit amount will be valid/usable from) Page 29
Type/Select the credit Expiry Date (date, credit amount will expire on) The system indicates that you have issued credit to a member by displaying the message on main screen as shown in figure above. To learn how to search for a Member s Credit record go to: Search Credit Page 30
Frequently Asked Questions FAQ 1. How to create a check in RPOS? 2. How do I use the Tournament or Party billing option? 3. How can I split checks even if there is no more than 1 group/item on the check? 4. I want the terminal to show Item details. How? 5. I want a report based on employee s activities on terminal in a timed-shift. Where can I get that? 6. How can I delete more than one item on a check? 7. What is the difference between party billing and tournament billing? 8. Why do we need the Refund button when Delete functions similar to it? 9. How can I search for credit through terminal? 10. How can I issue a member credit through the terminal? 11. I need a member to pay through cash and his credit limit with the club. Tell me how. Page 31
Q1. How to create a check in RPOS? Main Screen >> New Check >> Select Member >> on check screen select items ordered >> if needed, use check options like Party Billing, Convert to Non Taxable/Surchargeable, Split Check, Add Comment etc. >> Close Check On main screen header, click On the next screen, search for a member by entering name/member number/phone number. You can also Skip this step and assign the check to a member later. Now you are on the Check creation screen. Use the various menu buttons found on the screen to select items ordered by member. When you are done with selecting items you can close the check by pressing the close check button. To assign a member to the check, while the check is open and has not been closed click Member Account. Assign a member to the check by searching through the fields provided on the member-search page. Click the Close Check button after assigning member to check. Now you are on payment screen. For closing the check, press the button which best describes the payment method the member is using e.g. payment via credit card, through cash or member credit etc. Note: To Quick-Close a check, press the quick close button. This will close the check through the default payment method set e.g. cash, credit card etc., without taking you to payment screen. If on payment screen, you see Member Credit button mentioning how much credit the member is allowed, you can use the member s credit to be the payment method. You cannot manually change the amount in member credit. For instance, the check has amount 2100 and member credit is 1700 but you do not want to exhaust the entire credit amount on this check. Instead you want the system to deduct only 1000 from credit and the rest to be paid through any other payment method that you prefer. Q2. How do I use the Tournament or Party billing option? 1. Open a new check with no member number selected. 2. Select the menu items you want for the package that you are giving for the party or tournament. 3. On the terminal click Other Options on the right hand bottom corner. You will find the Party Billing button. Click it. 4. A window will pop up asking you how many members you want this check to be assigned to. If you know the exact number of members which are going to be part of the event then just enter that number otherwise you can enter an estimated number. Any extra checks left, if less members show up then the number of members entered, can be voided out. 5. Once you click OK after entering the number of members expected, you will be taken to member-search screen with boxes on left side. You can enter the member number of all the participating members by clicking each box. A search window on the right side of the screen lets you search for a member whose member number is not known. 6. Once you are done entering member numbers, you will have two options at the bottom, Save and Save and Close. Save lets you keep the checks open to close later and Save and Close closes the checks. Q3. What is the difference between party billing and tournament billing? There is no difference between the terms party and tournament billing and their functions respectively. Both apply to the same function i.e. of members participating in an event and being billed through separate checks. Q4. How can I split checks even if there is no more than 1 group/item on the check? You cannot split a check when there is one item/item group on the check. The check split option works only when there are at least two items/groups of items on the check. Q5. I want the terminal to show Item details. How? To see details related to an item press the Item Detail button. This will popup a window showing the taxes and other charges applicable on an item. Page 32
Q6. I want a report based on employee s activities on terminal in a timed-shift. Where can I get that? On Main Screen press the Shift Management button. On the Shift Management Screen press Period Report. The system will display an on-screen detailed report outlining a server's activities during a shift. You can hide or show details by pressing the hide/show details button. To print the report, press the Print button. The system will print the report as it appears to you on screen i.e. with/without details. Q7. How can I delete more than one item on a check? To delete item(s) on check click-select an item(s) and press Delete. The system will delete the selected item(s) and will recalculate the check itself. Q8. Why do we need the Refund button when Delete functions similar to it? While the delete button deletes item(s), the Refund button is used in cases where the check has been closed and posted to GL. If you press the Refund button while having an item(s) selected you will notice the minus (-) sign appearing next to that item. This indicates that the charges on an item(s) have been refunded and the same has been mentioned against the check in the GL. The system calculates the total amount against the check itself. Q9. How can I search for credit through terminal? Main Screen >> Shift Management >> Search Credit >> search through member details (first/last name/phone number) >> click the desired member and view his/her credit record Go to Main Screen and click the Shift Management button. Click Search Credits button. You will see a screen similar to the one below. For instance you want to search for a member through member number. Click the Search button next to the member number field. On the next screen enter the member's first/last name or any other search-detail like phone number. After entering, say the member's first name, click Search. On search results screen select the desired member and you will see the member number in the member number field (shown in the figure above). Click the Search button found at the bottom of this screen. The system will bring the member credit details. Click the member name now. You will now see a screen like the one shown below. Page 33
Q10. How can I issue a member credit through the terminal? Main Screen >> Shift Management >> Issue Credit >> search by member details (first/last name/phone number) >> Credit Book >> Amount >> Issue Date/Expiry Date >> Save Go to Main Screen and click the Shift Management button. Click Issue Credits button. You will see a screen similar to the one below. For instance you want to search for a member through member number. Click the Search button next to the member number field. On the next screen enter the member's first/last name or any other search-detail like phone number. After entering, say the member's first name, click Search, now select the desired member and you will see the member number in the member number field. Select the Credit Book from which you can issue credit. Enter the Amount of credit that you want to issue to this member. Specify the Issue and Expiry dates for this credit amount. The Issue Date and Expiry dates can help you select the dates. Click Save to see the acknowledgement on the next screen. Q11. I want a member to pay through both cash and his credit limit with the club. Tell me how. To close a check using two payment methods e.g. Credit and Cash please follow this: Click Close Check button. You will see the screen shown below. 1. Member Credit Limit Press this button to adjust the check amount using member s credit limit with the club. 1 2 2. Numeric Keypad Use this keypad to enter amount in the Amount field found above this keypad. The total amount to be paid by the member is $86.70. The member wants to pay $40 from his credit limit with the club and the rest through Cash. In the box above the numeric keypad write 40 and press Credit Book. Page 34
The member had $850 credit limit with the club. His credit limit now stands to $810 after he made a payment of $40 through this limit. Now in the box above the numeric keypad you see the outstanding/remaining amount to be paid by the member. You need not write the amount now. Press the Cash button. You have made the member pay through two payment types i.e. Credit and Cash. Press Close Check now to close the check. Page 35
A INDEX Assign Room... 24 B Back Office... 9 C Charge Type... 24 Close Check... 19 Cash... 20 Club Coupon... 20 Credit Card... 20 Gift Certificate... 20 Member Birthday... 20 Closed Checks... 24 Convert to Non Service Chargeable... 24 Convert To Non Surchargeable... 24 Convert to Non Taxable... 24 Convert to Service Chargeable... 24 Convert to Surchargeable... 24 Convert to Taxable... 24 D De-Select All... 16 I Item Detail... 24 L Login... 7 M Mark as UBI... 24 Member Account... 22 Menu Items Comments... 16 Complementary... 16 Delete... 16 Discount... 16 Expand... 16 Group... 16 Override Price... 16 N New Check... 14 Categories... 15 Menu Items... 15 Menus... 14 O Open Checks... 25 P Print Receipt... 20 Page 36
R Re-Open Check... 23 Retail Point of Sale... 6 S Select All... 16 Shift Management... 8 Add Cash... 25 Cash Out... 25 Close Location Shift... 11 Location Shift... 8 Open Terminal Shift... 12 Remove Cash... 25 Set Drawer User... 12 Set Menu Cards... 10 Terminal Shift... 9 Shift Review... 9 Split Check... 17 Evenly... 19 Group... 19 Item Group... 19 Selected Items... 19 T Terminal... 7 Tournament Billing... 24 Transfer Employee... 24 Transfer Location... 24 V View Charges... 23 Void Check... 20 Page 37