NOTES

 The term POINT OF SALE or P.O.S. refers to a computer based cash register system, fitted
with options, such as a cash drawer, programmable keyboard, receipt printer, barcode scanner
etc.
 The descriptions that appear on a P.O.S. keyboard may vary from customer to customer,
dependent on the nature of the business.
 P.O.S. keyboard buttons are presented within square brackets, e.g. The Cash button = [CASH].
 This booklet is to be used as a guide and does not replace proper training.

CONTENT GUIDE

 DEFINITIONS 2
 KNOWING YOUR POINT OF SALE COMPONENTS & EQUIPMENT 3
 BASIC OPERATION OF THE POINT OF SALE 5
 UTILISING THE TABLE TRACKING FEATURES 8
 DEBTORS 8
 POINT OF SALE REPORTS 9
 ITEM SETUP IN THE BACKOFFICE 10
 END OF DAY 14

1
 DEFINITIONS

ACCESS CONTROL
This means that users with certain tasks are prevented from accessing parts of the program which are
not meant to be used by them.
CENTRALISED
This means that if more than one terminal is in use the User, Table and Debtor information is stored on
one terminal only and is accessed by all the other terminals. This prevents the same table from being
opened by to different users.
DEPARTMENT
This is a category of items – such as Burgers, Cold drinks, Etc.
It is used for reporting as well as for listing items in department order on a terminal.
GROUP
This is similar to Departments but can not be used on a Touch screen terminal. The main purpose is to
use it for reporting a department category i.e. Group Bar will be used as a category for the departments
such as whiskeys, red wines etc.
INGREDIENT ITEM
A Sales Item can be broken down (if required) in to 40 ingredients. e.g. a Sales Item called Hamburger
consists of ingredient items 1x patty, 1x bread roll etc. Hamburger is not a stock item but it’s ingredients
are
OPTION TEXTS
These are messages that will be printed on remote orders, such as Rare or Medium Rare etc.
PC KEYBOARD
This is the standard computer keyboard.
PLU
This means Price Look Up and is just another name for Sales Item (see below).
PROGRAMMABLE KEYBOARD
This is a special keyboard on which key sequences are preprogrammed. It also has a reader built in for
Cashier recognition keys.
RECIPE ITEM
Same as Ingredient Item (see above).
REMOTE COMMUNICATION
This is where two terminals are able to transfer information via a telephone line.

REMOTE ORDER PRINTER

This is a printer normally located at a position where instructions are to be printed for goods or food to
be ordered. i.e. in a Kitchen where food is to be prepared. The cashier/waitress will ring up e.g. a steak,
she will select if it must be rare or well done and when she finalizes or stores that information it will then
be printed in the kitchen.
RESTAURANT
Restaurant transactions involve using table tracking and Bill printing. Tables are opened and the
terminal remembers all items ordered by the customers at that table. Items can be added or removed
from that table.
RETAIL
This is straight forward selling, where the cashier simply rings up the items you are buying, totals it and
then asks you for payment.
SALES ITEMS
These are items that are for sale. E.g. a can of coke, a loaf of bread, a Hamburger etc.
TERMINAL
This is another name for a computer system. Normally refers to a Point of Sale Till or Pc.
USER
These are the persons (Manager, Cashier, waitrons, Barmen etc) using the terminals.

2
KNOWING YOUR POINT OF SALE COMPONENTS

THE COMPUTER
The computer, also called a PC (Personal Computer), consists of the following main components.

THE MONITOR
Also called a Screen, Display or CRT. This is obviously the component on which all information is
displayed.

THE COMPUTER BOX

Also called the CPU or PC box. All the critical electronic and technical components are mounted in
here.

THE KEYBOARD
Although the standard computer keyboard can be used, a programmable P.O.S. keyboard can be used,
dependent on certain business applications.

THE HUB
This device is used to link various computers together, to allow sharing of tables etc. If this device is
accidentally switched off, critical communication between other Computers will be lost and system
malfunction will occur.

THE UPS
The UPS (Uninterrupted Power Supply) is a backup system which filters and stabilises the mains
electricity and also supplies approximately 10 minutes of backup electricity if a power failure occurs.
This allows sufficient time to shut down the system properly without losing any data.

3
POINT OF SALE OPTIONS
These are mostly optional components, attached to the computer, according to each client’s needs.

THE P.O.S. PRINTER

This is a 40 column (narrow) printer, which is used for printing receipts, bills etc. It can also be used in
restaurants and similar environments to automatically place orders in the kitchen (etc).

THE CUSTOMER DISPLAY

Also called a pole display, is used in retail environments, to allow the customer to see sales information
as items are rung up.

THE CASH DRAWER

Available in various sizes. This is obviously where money and other sales related documents are
retained.

THE BARCODE SCANNER

This device is used for scanning items marked with barcodes, used to identify each product, or contains
the item’s price, weight or quantity.

4
 Operating the P.O.S.

LOGGING IN
When the P.O.S. is started, it presents the user with a “log-in” box. Enter your access code (which is to
be predefined by your administrator). You will then be “logged in” and be presented with the “Point Of
Sale” screen. When waitrons login, they are compelled to open a table, whereas cashiers, managers,
(etc), have the option of simple retail and table tracking.

RINGING UP ITEMS (GENERAL)

Once you are “logged in” you can start ringing up items. If a Barcode Scanner is connected, you can
simply scan the item, without key entries. If you ring up items by using PLU codes then simply type in
the PLU code and press the [PLU/ENTER] button. Alternatively, you can bring up a PLU List by
pressing the [PLU LIST] button. Simply scroll to the desired PLU code, using the up and down arrows
and press the [PLU/ENTER] button. Similar to the [PLU LIST], a button can also be preset on the
keyboard to list items in a particular department.

ENTERING MULTIPLES OF THE SAME ITEM

Enter the required quantity of items required and the press the [X] button, followed by the PLU code,
selection from an item list or by scanning.
Alternatively, enter, select or scan the item and then repeatedly press the [PLU/ENTER] button to
increase the Quantity.
Eg. Manually ringing item 25 up 5 times:

[5] [X] [2] [5] [PLU/ENTER]

or
[2] [5] [PLU/ENTER] [PLU/ENTER] [PLU/ENTER] [PLU/ENTER] [PLU/ENTER]

COMMITTING A TRANSACTION AND TENDERING

After all the items have been rung up, press the [SUBTOTAL] button, enter the amount being paid and
press the required tender button.
If the amount paid by the customer or entered by the cashier is less than the total, the sale will not be
finalised.
If a cheque, credit card or voucher amount is greater than the amount due, the system will automatically
adjust it’s records and deduct the change from it’s cash Record.

CASH TENDERING
Enter the amount being paid and then press the [CASH] button. If the amount given by the customer is
greater or equal to the total, the change is displayed.

CHEQUE TENDERING
Enter the amount indicated on the cheque and press the [CHEQUE] button. Once again, the change or
amount still due will be displayed.

AMEX/DINERS TENDERING

5
Enter the exact amount being paid and press the [AMEX/DINERS] button. Once again, the change or
amount still due will be displayed.

VISA/MASTERCARD TENDERING
Enter the exact amount being paid and press the [VISA/MSTERCARD] button. Once again, the change
or amount still due will be displayed.

CREDIT VOUCHER TENDERING

If a customer pays with a Credit voucher, enter the amount indicated by the voucher by using the
[NUMERIC #] buttons. Press the [CREDIT VOUCHER TENDER] button. Once again, the change or
amount still due will be displayed.

PAYMENT IN FOREIGN CURRENCY

Press the [FOREIGN CURRENCY] button. All supported currencies are shown together with their respective
exchange rates and the value of the subtotal in each currency. Enter the amount of the foreign currency being paid
and select the desired currency. The payment amount is converted to the local currency and displayed as the
tender amount. Now select the appropriate tender button and the sale is finalised. The currency conversion
information is displayed on the receipt.

VOIDING AN ITEM (DELETING)

If you have rung an item incorrectly, simply press the [VOID] button and it will be deleted. If the item has
a quantity larger than one, it will be reduced by one item every time you press [VOID].
If the quantity is large and the process of voiding one at a time will take long, press [VOID] twice quickly
and the whole line will be deleted.
Pressing [VOID} twice on items already committed on a table, will not work in this way. In addition,
voidng a committed item on a table, might require manager approval.

CLEARING AN INCORRECT ENTRY

If you have entered something incorrectly, or pressed and incorrect button, press the [CANCEL] button.
Sometimes you may be required to press [CANCEL], twice, to clear an entry error, such as entering the
wrong payment (tender) amount.
Eg. You have entered the wrong payment amount (e.g. should have being 10.00 and you entered
9.00) and pressed cash. To correct this, press the [CANCEL] button, twice.

REVERSING (VOIDING) A TRANSACTION

To reverse a past transaction, start the transaction by pressing the [VOID] button. You will be prompted
to confirm that you want to perform a void transaction. To continue press {PLU/ENTER] or {CANCEL] to
cancel. Ring up the items exactly as they were originally rung up and the finalise using the same type of
tender (Cash etc). This will reverse the transaction, return the stock and correct the cash in drawer. Use
this method also when performing a refund.

REFUNDING A TRANSACTION
Refer to REVERSING (VOIDING) A TRANSACTION.
Where a transaction is to be reversed, but the client will be receiving a credit voucher, refer to ISSUING
A CREDIT VOUCHER.

ISSUING A CREDIT VOUCHER

Ring the items being returned exactly as when sold and then press the [ISSUE CREDIT VOUCHER]
button. This will reverse the transaction, return the stock but not effect the takings.

OPEN DRAWER
To open the cash drawer outside of a transaction, press the [OPEN DRAWER] button. This feature
might require a manager’s password.

PAID OUT

6
In the event of cash being used from the cash drawer, for petty cash purposes (buying milk or other day
to day items) a Paid Out function can be performed. Enter the amount required, press [PO] and then
press the Cash Button. The Paid Out will recorded, thus preventing problems during cash up.

STAFF DISCOUNTS
Ring up all the items. Press the [SUBTOTAL] button. Enter the discount and press the [STAFF
DISCOUNTS] button. Press the [SUBTOTAL] button to display the new total and finalise the sale.

SUBTOTAL DISCOUNTS
Ring up all the items. Press the [SUBTOTAL] button. Enter the discount and press the [SUBTOTAL
DISCOUNTS] button. Press the [SUBTOTAL] button to display the new total and finalise the sale.

ITEM DISCOUNT
Ring up the item. Enter the discount percent. Press the [ITEM DISCOUNT] button. This can also be
done after multiples of the same item have been rung up (See: ‘Entering Multiples of The Same Item’).

PRICE OVERRIDE
Enter the item, then enter the new price and press the [PRICE OVERRIDE] button.

REPRINTING THE LAST RECEIPT

In the event of needing to reprint the last receipt, press the [REPRINT LAST RECEIPT] button.

TURNING THE RECEIPT ON AND OFF

Press the [RECEIPT OFF/ON] button to toggle the Receipt on or off. The Receipt status is shown on
the screen. Turning the receipt off will cause the P.O.S. not to print the receipt.

PRICE LEVELS
To switch between price levels press the relative price level button.
Price Level 1: press [PRICE LEVEL 1]
Price Level 2: press [PRICE LEVEL 2]
Price Level 3: press [PRICE LEVEL 3]
The price level should normally return to price 1 immediately thereafter.
The way price levels work can be changed by your support agent.

HOLDING A TRANSACTION
In the event of a delay of some sort, a transaction can be held. To hold a transaction, press the [HOLD
TRANSACTION] button. A new transaction can now be started. Press the [HOLD TRANSACTION]
button again to toggle between the transactions or to return to the held transaction.
NOTE: Only one transaction can be held, for holding more than one transaction, refer to
TRANFERRING A TABLE TO A TABLE.

MISCELLANEOUS OPTION TEXT

This pertains to environments where remote ordering is utilised, eg. when a printer is installed in a
kitchen to place orders and preparation instructions when specific items ere rung up.
Enter the Item. Press the [MISCELLANEOUS OPTION TEXT] button. Scroll to the desired option and
press the [PLU/ENTER] button. The remote order will now be printed with this text.

DO NOT PREPARE TEXT OPTION

If a kitchen item is rung up, but for some obscure reason it must not be prepared, press the [DO NOT
PREP] button. This will be added to the order slip to prevent it from being prepared.

7
OPENING AND CLOSING A TABLE
To open or store a table, press the [OPEN/CLOSE TABLE] button. When opening a table, a window will
appear, displaying all open tables for that specific user. Enter a table number and press the
[PLU/ENTER] button or press [CANCEL/CLEAR] to cancel. When a table is stored (closed), all items on
that table are considered to be committed.

PRINTING A BILL FOR A TABLE

To print a bill for a specific table, make sure that the desired table has been opened. Press the [PRINT
TABLE BILL] button. The bill will be printed and the table will be closed. The bill is then taken to the
table and the payment is collected. The bill is non-final and can be reprinted as much times as may be
required.

FINALISING A TABLE
Open the desired table by pressing the [OPEN/CLOSE TABLE] button and finalise the transaction by
entering the amount and pressing the appropriate tender button (Cash, Cheque, etc).

TRANSFERRING A TABLE TO ANOTHER USER

If you wish to transfer a table’s items to another user, open the table to be transferred. Press the
[TABLE TRANSFER TO USER] button. You will be prompted to enter the user code of the other user.
Enter the code and press the [PLU/ENTER] button or press [CANCEL/CLEAR] to cancel.

TRANSFERRING A TRANSACTION TO A TABLE

If you accidently forgot to open a table before you started ringing up the items, you can simply transfer
the transaction to a table. To do this press the [OPEN/CLOSE TABLE] button during the transaction.
The open table menu will appear. Select a table number to transfer to and press [PLU/ENTER]. Press
[CANCEL/CLEAR] to cancel.

SPLITTING TABLES (RESTAURANT)

Go to the table you wish to transfer the item(s) to. Press the [SPLIT BILL/TABLE TRANSFER] button.
You will be prompted to enter the number of the table from which you wish to transfer the item(s). Then
you will be prompted to select the item(s) from the table. Press the [PLU/ENTER] button to transfer
selected items. To transfer the entire table, press the [SPLIT BILL/TABLE TRANSFER] button. Press
[CANCEL/CLEAR] to cancel.

DEBTORS
DEBTOR SALES
Debtor sales work exactly as a normal sale or table transaction, however the sale is finalised by
pressing the [ON ACCOUNT] button or If barcoded Debtor cards are being used, simply scan it in.
If the debtor’s account number is known, simply type it in after pressing the [ON ACCOUNT] button and
press [PLU/ENTER] or press [PLU/ENTER] on the blank entry for a list of Debtors, which can be
navigated with the up and down arrows.
Once the correct account is selected a window will appear, displaying the relevant details of the Debtor.
This window also allows the entry of an optional reference (such as an order number etc.). Now press
the [PLU/ENTER] button to finalise the transaction. Two slips will be printed, one to be signed by the
debtor and retained by the cashier and the other for the debtor’s own records.

DEBTOR ACCOUNT PAYMENTS

To receive account payments, press the [ACC PYMNT] button or If barcoded Debtor cards are being
used, simply scan it in.
if the debtor’s account number is known, simply type it in after pressing the [ACC PYMNT] button and
press [PLU/ENTER] or press [PLU/ENTER] on the blank entry for a list of Debtors, which can be
navigated with the up and down arrows.
Once the correct account is selected a window will appear, displaying the relevant details of the Debtor.
This window allows the entry of the amount to be paid and an optional reference (such as a cheque
number etc.). Now select [FULL PAYMENT] to pay the whole amount and not issue change (The
change, if any, will be kept as credit) or select [ISSUE CHANGE] if the amount being paid is in excess
of the amount payable.

8
 Reports on the P.O.S.

Note – This can only be done if you are a manager, supervisor or

system administrator.
– This part of the P.O.S. is mouse driven.

– From the P.O.S., press [space bar]. The “Management

Control” screen pops up.

RECEIPT/TABLE REVIEW
Click on the “Receipt/Table View” button. A “Receipt and Table Review” screen pops up.

RECEIPTS
By default, it will show a list of receipts finalised on that terminal during the current sales sessionand
and all relevant details.
If you wish to see the slip, double-click on the receipt or select it and press Enter. A complete receipt
can be previewed and reprinted.

FINALISED TABLES
Click on the “Finalised Tables” option button. This shows a list of all the recent tables that have been
finalised. To view or reprint the bill for a table, simply double-click the desired table.

From this screen, you can also re-instate a table that has been closed by a system malfunction.

OPEN TABLES
Click on the “Open Tables” option button. This report lists all tables that are currently open. To view or
print the bill for a table, simply double-click the desired table.

STATUS, TURNOVER AND USER REPORTS

These reports pertain only to transactions performed on a specific terminal. Consolidated Terminal Reports must be obtained at
the Back Office program.
*NB When the terminals are cleared via the Back Office program, these reports are no
longer available!
The following reports are available in the point of sale program:
 Status Report
 Turnover Report
 User Report

In this example the Status

Report and Turnover Report
are easy to see. All the other
names that appear are users
who have performed a
transaction on this terminal.

The user name only appears

in this list if that user has
performed a transaction on
this specific terminal or if the
user has a table open on the
system.

9
If a user has a table open, a user report for that user cannot be drawn until the table is closed.

If the current user is a ‘manager’ then all cashier and waitron names that have performed transactions
will appear. The Manager’s own name and that of any other Managers will not appear, as they can only
be cashed of by a ‘supervisor’ or ‘system administrator’.

STATUS REPORT

This report is a summary of all user turnover as well as open table information.
STATUS REPORT
Finalised Transactions, are all ----------------------------------
sales and tables that have being Drawn from Terminal 1
completed and paid. Requested by David
Drawn at 18:32 on 17-05-1999
----------------------------------
Open Tables are an indication of
FINALISED TRANSACTIONS
table numbers that are still open, ----------------------------------
the monetary value and which ANNA VERMEULEN 352.30
PETER HENRY 179.20
waitron is serving that table. ----------------------------------
Total Value: 531.50
Actual Turnover is an indication OPEN TABLES
of all completed tables and ----------------------------------
transactions. PETER HENRY 002 82.95
-----------------------------------
Total Value: 82.95
Potential Turnover is the Actual
STATUS OF CURRENT PERFORMANCE
Turnover plus the Open Table -----------------------------------
Value. ACTUAL TURNOVER: 531.50
POTENTIAL TURNOVER: 614.45

Completed Customers are the COMPLETED CUSTOMERS: 6

COMPLETED TRANSACTIONS: 3
total number of heads (persons) SPENT PER TRANSACTION: 204.82
served and finalised. SPENT PER HEAD: 102.41

TOTAL CUSTOMERS NOW SEATED: 2

Completed Transactions is the
number of finalised sales.

Spent per Transaction is the average value of each transaction.

Spent per Head is the average value spent by each restaurant customer.

10
TURNOVER REPORT TURNOVER REPORT
----------------------------------
Drawn from Terminal 1
This is the total of all transactions Requested by David
finalised on a specific terminal irrespect Drawn at 18:32 on 17-05-1999
----------------------------------
of who performed the transaction. Credit Cards : 0.00
Cheques : 152.00
Cash : 379.50
Cash in Draw is the total of all monetary ----------------------------------
payments irrespect of the origin of the CASH IN DRAW : 531.50
money. Paid Outs are already excluded ----------------------------------
-Service Charges: 0.00
from this amount. ----------------------------------
BANKABLE TOTAL : 531.50
----------------------------------
As Services Charges are payable to staff, Vouchers : 0.00
it is deducted from the Cash in Draw. On Account : 30.00
Room Account : 0.00
Bankable Total is the resultant amount. Paid Outs : 9.00
----------------------------------
TENDER TOTAL : 570.50
The Tender Total is the total of all types ----------------------------------
of non monetary totals and Paid Out -Account Payment: 25.00
Value added to the Bankable Total. - Misc. Payment : 0.00
- CREDIT/REFUNDS: 0.00
----------------------------------
The Turnover Total is the result once all TURNOVER TOTAL : 545.50
==================================
non-turnover related amounts are
deducted.
GENERAL INFORMATION
--------------------
General Information and Analysis are self QTY CREDIT/RFND: 0
STAFF DISCOUNT : 0.00
explanatory statistics. GEN DISCOUNT : 12.24
QTY VOIDS : 0
VOID VALUE : 7.00
The First and Last Receipt number are an ----------------------------------
indication of when the first transaction
was performed since the last time the ANALYSIS
--------
terminal sales were cleared and the last Transactions : 3
transaction prior to this report. Total Guests : 6
Spent per Transaction: 204.82
Spent per Head : 102.41

First Rcpt No:5232 (17/05/99 8:20)

Last Rcpt No :5534 (17/05/99 18:17)

USER REPORT

This report is similar to the TURNOVER REPORT, however it applies to the specific user on a specific
terminal. If a user uses two USER REPORT
different terminals then a report ----------------------------------
must be drawn from both Drawn from Terminal 1
Requested by David
terminals and then manually Drawn at 18:32 on 17-05-1999
added up. Alternatively this ----------------------------------
USER: ANNA VERMEULEN
report can be drawn from the ----------------------------------
Back Office Program, in which
Credit Cards : 0.00
case the report will consolidate
all terminals.

If the terminal is used by two or more different users with different floats then this report will need to be
drawn for each user to determine their individual floats and turnover. The Turnover Report should then
equal the total of all the user’s reports added together.

11
 Operating the BO
REFER TO BACK OFFICE GUIDE

CREATING AND EDITING AND ITEM

In relation to creating and editing items, refer to the help file by pressing “F1” while in the Back Office
program.

For creating PLU items, refer to “Sales Items – Creating and Editing”
For creating Ingredient items, refer to “Ingredient Items – Creating and Editing”

ADDING OPTION TEXTS TO A SALES ITEM (RESTAURANT)

If it is necessary to add options to a sales item, for instance, in a restaurant, you would like to sell
coffee. However, the customer might want warm or cold milk. To cater for this, you can add option texts
and link it to a sales item.

To create an option text, go to Maintenance|P.O.S. Functions|Text Options. To create a new option text,
select an unused number or to edit an existing option text, press “F2’ and select the desired option text.

Enter the Option description, Option names and their relative text to be printed on the remote printer.
Click the “Update” button to save the changes.

If for instance, the restaurant sells coffee and you wish to create a coffee option text containing
“Regular” and “Black”. If the coffee is to be “Regular”, you can create another option text containing “Hot
Milk” and “Cold Milk”. Go back to the coffee options and select the “Regular” option. To link the
“Regular” option with the milk options, press “F2” and select the milk options.

Go to the “Edit PLU” screen and select the sales item to which you wish to add the Option Text(s), in
our example here, select coffee. Click on the “Terminal Settings” tab. Click the “Add Option” button.
Select the “Coffee” options. Remember, it is unnecessary to add the milk options too, as they have
already been linked to the coffee options.

To save changes, click the “Update” button. Now, when the sales item, in our example, the coffee, is
sold at the P.O.S., it will automatically pop up with the options, and on selecting an option that is linked
to another, the linked options will also pop up.

ADDING MISCELLANEOUS OPTION TEXTS (RESTAURANT)

If for instance the restaurant sells pizzas. Say the customer wants a seafood pizza but no anchovies,
you can set up a list of miscellaneous text options to accompany the order to the kitchen.

To set up a list of miscellaneous options, go to “Maintenance|P.O.S Functions|Misc. Text Options”.

Up to 20 miscellaneous option texts can be added.

From the P.O.S., after an item has been rung up which has certain related miscellaneous options, press
the [MISC OPTION TEXT] button.

12
CLEARING TERMINAL SALES AND UPDATING STOCK
Remember to take all terminal reports prior to performing this
procedure, as the Cash in Draw and User Report information is cleared.

This procedure performs

the following tasks:
 Transfers all Item
Sales into History
 Deducts sold stock from the appropriate locations
 Clears all Terminals’ Sales Data.

13
END OF DAY PROCEDURES

These symbols indicate where each report should be drawn

RETAIL – SINGLE FLOAT

This method applies to stores who have a single cashier responsible for the float of a specific terminal float for the
entire business day.

RETAIL - MULTIPLE FLOATS

This method applies to a store in which cashiers alternate during the day,

changing their floats as they alternate.

*If the user used more than one terminal then the user report must be taken at each terminal for that
user, alternatively, a consolidated report can be drawn at the Back Office

RESTAURANT - NO FLOATS
This method applies to restaurants who allow their waitrons to carry their floats around with them and
do not use cash drawers attached to a terminal.

*If the user used more than one terminal then the user report must be taken at each terminal for that
user, alternatively, a consolidated report can be drawn at the Back Office

14