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R e s ta u ra n t O p e ra tio n s M a n u a l

Business Software
Solutions Inc.
Copyright 1988-2002, 2002-2007

TX 452-334
74/166506

All rights reserved. No portion of this book may be used or reproduced in any form without the written permission of BSS
except in the case of brief quotations. Additional M anuals M ay Be Purchased For $19.95 + Shipping & Handling.
This book is sold as is, without a warranty of any kind, either express or implied, respecting the contents of this book,
including but not limited to implied warranties for the book's quality, performance, merchantability, or fitness. Neither
Business Software Solutions Inc. nor its dealers or distributors will be liable to the purchaser or any other person or entity
with respect to any liability, loss, or damage caused or alleged to be caused directly or indirectly by this book. Business
Software Solutions reserves the right to revise this publication and to make changes in the contents hereof without
obligation to notify any person of such revisions or changes.

Business Software Solutions, Inc.


334 North Marshall W ay Suite H
Layton, Utah 84041
801-336-3303 Fax 801-336-3313

Trademarks
IBM PC, IBM PC-AT, IBM PC-XT, and PC-DOS are trademarks of International Business Corporation. The software that
accompanies this document was compiled by using software which is copyrighted by Microsoft FoxPro Inc. All product
names mentioned in this manual and not listed above are the registered trademarks of their respective companies.

General Information
Customer Support:
Any support package purchased by the end user from BSS for ‘BPA Restaurant Professional’ is for the software only. All
network and hardware support will be billed at BSS’s standard support rates. Technical phone support is charged by the
minute with a minimum and a maximum incident charge. Telephone support is $3.00 per minute, minimum $30.00 per
incident.

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License Agreement

I. Definitions
A. "BSS" shall mean Business Software Solutions Inc., Layton, Utah 84041
B. "CUSTOMER" shall mean the original company or individual who purchased this software.
C. "COMPUTER" shall mean the single computer on which this program is used.
D. "LICENSE" shall mean this agreement and the rights and obligations created hereunder by the United
States Copyright Law and Utah Law.
E. "PROGRAM" shall mean the software supplied in this package.

II. Transfer and Reproduction


THE CUSTOMER agrees to take all reasonable steps and to exercise due diligence to protect all documentation provided
in this package by BSS from unauthorized reproduction, publication or distribution. The customer is given the right to
transfer a copy of the PROGRAM diskettes to a third party for evaluation only. Evaluation shall be defined as use of the
PROGRAM for a period not to exceed 10 days. If such a transfer is made, the CUSTOMER agrees to insure BSS that after
the evaluation period the transferred BSS PROGRAM diskettes will be either purchased or destroyed.

III. License
BSS grants to the CUSTOMER the right to use this copy of the PROGRAM on a single computer or single network at a
single location as long as the CUSTOMER complies with the terms of this LICENSE. This LICENSE allows the
CUSTOMER to install the PROGRAM on a single computer regardless of where the computer was purchased. This
LICENSE allows the CUSTOMER to use the program on additional computers in a single network under the following
conditions:
A. The CUSTOMER can install the PROGRAM with no additional licensing fees on additional networked
computer stations if those stations were purchased from BSS. “Computer station” refers to the computer and
relevant peripherals for use with the PROGRAM (e.g. Touch Screen Monitors, Receipt Printers, Card
Readers, Bar Code Scanners, etc.)
B. BSS requires the CUSTOMER to pay a terminal fee for each networked computer station which the
CUSTOMER does not purchase from BSS and adds to the network for the purpose of running the
PROGRAM.

W hen the PROGRAM is included with a system purchased from BSS, the CUSTOMER is required to pay the terminal fee
for any additional computers the PROGRAM is installed on which are not purchased from BSS.

Transfer of this LICENSE is subject to a license transfer fee. BSS reserves the right to terminate this LICENSE if the
CUSTOMER violates any provisions thereof and, in the event of such termination, the CUSTOMER agrees to return the
PROGRAM and all documentation to BSS. The PROGRAM is the sole ownership of BSS. In the event the CUSTOMER
uses the PROGRAM simultaneously on more than one computer or one network, the CUSTOMER agrees to request from
BSS and to pay for licenses for additional user copies. A sealed copy of the PROGRAM is supplied with the
documentation. By the act of opening the package within which the PROGRAM diskette(s) is (are) sealed, or installing the
PROGRAM on a computer, the CUSTOMER subscribes to and agrees to the terms of this licensing agreement.

The CUSTOMER shall be required to pay all support fees arising from per incident support or monthly support and
licensing in a timely manner to maintain their right to use the SOFTW ARE. Periodically the SOFTW ARE may require a
licensing key to be entered which must be acquired from BSS. The CUSTOMER will not be granted a licensing key unless
they are current on support fees.

IV. Limited W arranty


The PROGRAM is sold "AS IS" without a warranty as to performance, merchantability, or fitness for a particular purpose.
BSS warrants the magnetic diskettes(s) on which the PROGRAM is recorded to be free from defects in materials and faulty
workmanship under normal use for a period of ninety (30) days from the date of purchase. In addition, BSS warrants the
software to be free of significant errors that make it unusable for ninety (30) days from the date of purchase. In the event

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such errors are found, BSS will attempt to correct them, or to help the CUSTOMER avoid them, with efforts BSS believes
are suitable to the problem or, at BSS's option, authorize a refund of the license fee.

The CUSTOMER's sole and exclusive remedy in the event of a defect is expressly limited to the above provisions. BSS
makes no other warranty, express or implied, to the CUSTOMER or any other entity or person. The CUSTOMER agrees
that BSS will not be liable for loss of time, loss of data, loss of profits or revenue, loss of use of the software, or any other
losses whatsoever. Some states do not allow the exclusion or limitation of incidental or consequential damages, so the
above limitations might not apply to you. This warranty gives you specific legal rights, and you may also have other rights
which vary from state to state. The CUSTOMER and BSS agree that the PROGRAM is not intended as "Consumer Goods"
under state or federal laws.

V. M iscellaneous
BSS maintains a policy of on going updates and product improvement. Provided the CUSTOMER has previously returned
the signed limited warranty registration card, BSS shall provide the CUSTOMER with either copies of updated material or
notification of availability and price schedules where appropriate. The PROGRAM specifications and features are subject
to change without notice.

This agreement shall represent the only agreement between the CUSTOMER and BSS and it may not be modified by the
representations of anyone unless a written amendment has been signed by a corporate officer of Business Software
Solutions Inc.

Any use, duplication or disclosure by the U.S. Government of the computer software and documentation in the package
shall be subject to the restricted rights under DEARS 52.227-7013 applicable to commercial computer software.

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TABLE OF CONTENTS

1 Introduction. . . . . . . . . . . . . . . . . . . . . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... ......... 2
1.1 Scope of Document. . . . . . . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... ......... 2
1.2 Hardware Requirements. . . . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... ......... 2
1.3 Install W indows Software. . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... ......... 3
1.4 Network Setup. . . . . . . . . . . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... . ... ......... 3

2 M anager Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
2.1 Define Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Page 1:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Page 2:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Page 3:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Page 4:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2.2 Define Products.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2.3 Define Menu Items.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
2.4 Approve Server Clock Out.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.5 Define Side Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.6 Define Sub Side Lists 1,2,3,4,5,6,7,8,9, or 10. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.7 Define Cooking Instructions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.8 Assign Menu Names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.9 Remove Closed Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.10 Define Mixing Modifiers For Drinks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.11 Special Notes For Order Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.12 Create Custom Side Lists For an Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.13 Create Recipes For Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.14 Define Table Areas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.15 Server Table Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.16 Reopen a Table/Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.17 Manual Entry Of Daily Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.18 End Of Day Processing (EOD). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.19 Define Removal Reason Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.20 Miscellaneous Definitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.21 Schedule Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.22 Restaurant Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.22.1 Summary Sales Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.22.2 Food Cost Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.22.3 Daily Sales And Labor Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.4 Table Sales Pre-Posting Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.5 Table Sales Posting Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.6 Product Activity Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.7 Product Information Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.8 Product Aging Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.9 Cost Margin Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.10 Sales Margin Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.11 Monthly Sales Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.12 Yearly Sales Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.13 Remove Closed Table Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.14 Remove Open Items Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.15 Complimentary Items Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

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2.22.16 Discounted Items Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.17 Average Stock Usage Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.18 Profit Ranking Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.19 Food W aste Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.20 Sales Report By Product Type And Hour Of The Day. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.21 Restaurant Usage Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.22 W eekly Product Usage Report.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.23 Product Sales W ork Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.23 Assign Employee Card Numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.24 Record Food W aste. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.25 Product Manufacturing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.26 Customer Loyalty. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.27 Restaurant Inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.28 Alternate Language. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.29 Export to Quickbooks ®. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

3 Restaurant Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
3.1 Entering Restaurant Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
3.2 Comp Item Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
3.3 Remove Item Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
3.4 Cooks Ticket Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
3.5 Split Ticket Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
3.6 Close Table Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
3.7 Print Ticket Button.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
3.8 Server Out Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
3.9 Server Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
3.10 Table Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
3.11 Server Clock In / Clock Out.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.12 Multiple Cooks Printers / Expediter Printer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.13 Manual Cash Drawer Open. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.14 Cook’s Monitors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.15 Quick Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.16 Auto Gratuity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.17 Customize The Customer Receipt. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
3.18 Happy Hour Pricing Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
3.19 Lunch Hour Pricing Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
3.20 Other Hour Pricing Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
3.21 Table Receipt Reprint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
3.22 On Account Restaurant Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
3.23 Bar Tax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.24 Dine Out Tax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.25 Dine In Tax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.26 Number Of Copies Of Credit Card Sips To Print. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.27 Allow Item Removal Until Item Has Been Printed At Cook’s Printer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.28 Assigning a Cash Drawer Number To a Server Station. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.29 Exclude An Item From Gratuity.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.30 Exclude An Item From a Meal Discount. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
3.31 Review a Table Order W hile At The POS Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
3.32 Quick Cash Out Buttons On The POS Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
3.33 Membership Function. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
3.34 Purchasing Gift Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
3.35 Redeeming Gift Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
3.36 Check Amount Remaining On Gift Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

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3.37 On Cash Out W arn User W hen Item Has Not Been Printed To The Cooks Printer. . . . . . . . . . . . . . . . . . . . 38

4 Getting Started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
4.1 How To Define Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
4.2 How To Define Products. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
4.3 How To Define a Vegetable List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
4.4 How To Define a Soup/Salad List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
4.5 How To Define a Dressing List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
4.6 How To Define a Potato List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
4.7 How To Define Cooking Instructions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
4.8 How To Define Mixing Modifiers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
4.9 How To Define Special Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
4.10 How To Define Custom Side Lists.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
4.11 How To Define Recipes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
4.12 How To Assign Your Own Menu Names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
4.13 How To Assign Items To Your Menus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
4.14 How To Process Sales And Clock a Server In And Out. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
4.15 How To Cash Out An Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
4.16 How To Assign Sales Tax Rates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
4.17 How To Assign Employee Passwords. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
4.18 How To Assign Sales Tax Rates For Different Local Laws.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
4.19 How To Assign Your Own Side List Names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
4.20 How To Allow Item Removal Until An Item Has Been Printed At the Cook’s Printer. . . . . . . . . . . . . . . . . . 48
4.21 How To Assign Prices At the Time An Item Is Ordered On The POS Screen.. . . . . . . . . . . . . . . . . . . . . . . . 49
4.22 How To Assigning a Cash Drawer Number To a Server Station And Close a Cash Drawer. . . . . . . . . . . . . . 49
4.23 How Do I Run Manually W ith Hand W ritten Tickets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
4.24 How To Manage Inventory And Reduce W aste.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
4.25 How Do I Order Product From My Vendors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
4.26 How Do I Receive Product Into Inventory.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
4.27 How do I Allow Employees To Clock Out W ithout Manager Approval. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
4.28 How Do I Assign Seat Numbers To The Items Ordered At a Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
4.29 How Do I Stop Items From Printing At The Receipt Printer W hen I Print My Cook’s Tickets. . . . . . . . . . . 52
4.30 How Do I Enable the Dine In / Dine Out Option W hen Performing a Quick Sale. . . . . . . . . . . . . . . . . . . . . 52
4.31 How Do I Automatically Print The Cook’s Ticket W hen An Order Is Cashed Out.. . . . . . . . . . . . . . . . . . . . 52
4.32 How Do I Print More Than One Line Of Description On My Receipts.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
4.33 How Do I Exclude Items From Gratuity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
4.34 How Do I Exclude Items From Meal Discounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
4.35 How Do I Change The Number Of Guests For a Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
4.36 Can Auto Gratuity Be Calculated Prior To Meal Discounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
4.37 How Do I Remove Auto Gratuity From An Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
4.38 How Do I Change The Percent Of Gratuity For a Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
4.39 How Do I Change The Table Number W hen The W rong Table Has Been Assigned. . . . . . . . . . . . . . . . . . . 53
4.40 How Do I Print a Server Daily/W eekly Hours Report Each Time The Server Clocks Out. . . . . . . . . . . . . . . 54
4.41 Can I Require a Manager Password Before a Server Manually Opens The Cash Drawer. . . . . . . . . . . . . . . . 54
4.42 How Does The Server Review a Table Order Before It Is Sent To The Kitchen.. . . . . . . . . . . . . . . . . . . . . . 54
4.43 How Can The Manager See All Of The Open Tables At Once. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
4.44 How Do I Use The Quick Cash Out Buttons On The POS Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
4.45 How Do I Change The Color Of My Menu Buttons To Group Items By Color. . . . . . . . . . . . . . . . . . . . . . . 54
4.46 How Do I Assign Special Prices For a Specific Day Of The W eek. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
4.47 W hat Prices Have Priority Over Other Prices (i.e. Standard Price vs Delivery Price vs Lunch vs Daily). . . . 54
4.48 How Do I Not Print a Receipt But Still Open The Cash Drawer At Cash Out Time. . . . . . . . . . . . . . . . . . . . 55
4.49 How Does Promotional Pricing W ork In The Restaurant POS Software?. . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
4.49.1 Promotions For Single Product. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

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4.49.2 Promotions By Department and Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.49.3 Promotions By Vendor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.49.4 Promotions By Custom Filter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.49.5 General Promotion Definitions.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.49.6 Backup Current Promotions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.49.7 Restore Backed Up Promotions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.49.8 Clear All Promotions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.49.9 Print Promotions.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.50 How Do I Export My Sales And Deposits To QuickBooks?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.51 How Do I Enter And Track Dinner Reservations?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
4.52 How Do I Change Tab Names For My Table Areas?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
4.53 Can I Duplicate An Item That I Have Already Entered Without Re-entering All The Data?. . . . . . . . . . . . . 58
4.54 How Do I Merge Two Tables Into One Table?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
4.55 Can The Software Track Equipment That Needs To Be Picked Up From a Customers Location?. . . . . . . . . 58
4.56 How Do I Sell, Redeem, And Check Gift Cards?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
4.57 Can Servers Log Into The POS Screen W ith “Server Cards” Instead of Using Server Numbers?. . . . . . . . . 59
4.58 Can SKU’s Be Used To Sell Product W ith Bar Codes And Scanners?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
4.59 Can a Server Print All Receipts For His/Her Tables At One Time?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
4.60 W hat is a Good Close Out Procedure For My Restaurant?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
4.61 Can I Automatically Log Out a Server From The POS Due To Inactivity?. . . . . . . . . . . . . . . . . . . . . . . . . . . 59
4.62 Can a Server Print Receipts For All Open Tables At One Time?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
4.63 Can W e Default To Dine In And Not Show The Dine In / Dine Out Option?. . . . . . . . . . . . . . . . . . . . . . . . . 60
4.64 Can I Use Product Price Levels 3, 4, & 5 For Special Customers?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
4.65 Can a Customer Get a Special Price For An Item?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
4.66 Can I Track Sales By Customer In The Restaurant Software?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
4.67 Can I Require a Manager Password To Reprint The Entire Cooks Ticket?. . . . . . . . . . . . . . . . . . . . . . . . . . . 60
4.68 My Restaurant Is In Canada, Can I Charge a Goods And Services Tax?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
4.69 Can I Use An On Screen Keyboard To Enter Special Notes For Orders?. . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
4.70 Can I Split a Payment between 2 people W ithout Assigning Items To Each Guest?. . . . . . . . . . . . . . . . . . . . 60
4.71 Can I Disable The Ability To Receive Checks as a Form Of Payment?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
4.72 Can I Print My Servers First Name and Last Initial On Receipts Instead Of The Server Number?. . . . . . . . . 61
4.73 Can The Software W arn The Server On a Credit Card Payment W hen No Tip Was Entered?. . . . . . . . . . . . 61
4.74 Can I Archive My Sales History To Help My Network Run Faster?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
4.75 Can I Modify a Menu Item W ithout Re-entering All My Sides And Sub Lists?. . . . . . . . . . . . . . . . . . . . . . . 61
4.76 Can I Print An Employee Overtime Report For Daily & W eekly Overtime?. . . . . . . . . . . . . . . . . . . . . . . . . 61
4.77 Can I Group Items Printed On My Cook’s Printers To Aid In Timely Cooking?. . . . . . . . . . . . . . . . . . . . . . 61
4.78 Is There a W ay To Easily Change My Item Menu Definitions?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
4.79 Should Gift Certificates Be Marked As Taxable Or Non-Taxable?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
4.80 Can I Change The Size Of The Text On My Kitchen Printers And On My Receipt Printers?.. . . . . . . . . . . . 62
4.81 Can I Use a Gift Card To Pay Accounts Receivable?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
4.82 Can I Use Customer Cards To Swipe At The POS Screen?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
4.83 Does The Software Support any Customer Loyalty Programs?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
4.84 Does The Software Allow You Enter Quantities For Menu Items?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
4.85 Can I Disable The Quick Sale Button In The POS Screen?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
4.86 Can I Prevent a Server From Clocking Out W hile Still having Open Tables?.. . . . . . . . . . . . . . . . . . . . . . . . 63
4.87 Can I Print Prices On The Cook’s Ticket?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
4.88 Can I Require a Password To Change Gratuity In The Misc POS Screen?. . . . . . . . . . . . . . . . . . . . . . . . . . . 63
4.89 Can I Require a Password To Change Table #s In The Misc POS Screen?. . . . . . . . . . . . . . . . . . . . . . . . . . . 63
4.90 Can I Require a Password To Merge Tables In The Misc POS Screen?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.91 Can I Print Item Numbers On The Cook’s Ticket?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.92 W hen I Am Out Of a Menu Item Can I Turn The Item Button Off On The POS Screen?.. . . . . . . . . . . . . . . 64
4.93 Can I Print a Report That Only Shows Items Removed After Being Printed To The Cook’s Printer?. . . . . . 64
4.94 Can I Return Change W hen a Gift Certificate Is Redeemed?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

viii
4.95 Can I Arrange Table Buttons To Look Like My Restaurant?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.96 Can The Software W arn Me W hen The “Server In” Button Is Pressed And Current Items Have Not Been
Sent To The Kitchen Printer?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.97 W hat Happens When My Cash Drawer Count Is Off?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.98 Can I Allow Servers To Enter Their Own Tips at Clock Out Time?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.99 Can I Do a Payout From My Cash Drawer?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.100 Can I Do Cash Drawer Drops?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
4.101 Can I Add To a Gift Card?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
4.102 Can I Get a Drink Lookup Module For Alcoholic Drink Recipes?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
4.103 Can I Add & Modify Drink Recipes That Are In The Drink Recipe Module?. . . . . . . . . . . . . . . . . . . . . . . 65
4.104 Can I Show Product Group Quantities Sold On My Daily Sales & Tips Report?. . . . . . . . . . . . . . . . . . . . . 65
4.105 Can Employees Clock Into The Time Clock W ith Different Jobs At Different Rates?. . . . . . . . . . . . . . . . . 65
4.106 Can I Enter Customer Preferences And View Them The Next Time The Customer Comes In?. . . . . . . . . . 65
4.107 Can I Temporarily Disable a Menu Button W hen W e Are Out Of An Item?. . . . . . . . . . . . . . . . . . . . . . . . 65
4.108 Can I Swipe a Customer Credit Card and Run a Tab For The Customer?. . . . . . . . . . . . . . . . . . . . . . . . . . . 65
4.109 In The Select Table Screen Can I List My Active Tables By Table Name Instead Of Number?.. . . . . . . . . 66
4.110 Can I Track Special Dates For Customers i.e. Birth Dates ?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
4.111 Does The Software Have Default Alcoholic Drinks That I Can Add To My Menus?. . . . . . . . . . . . . . . . . . 66
4.112 Can I Print All Employee Totals On One Daily Sales And Tips Report?. . . . . . . . . . . . . . . . . . . . . . . . . . . 66
4.113 Can I Charge Employees For Credit Card Charges That Result From Tips?. . . . . . . . . . . . . . . . . . . . . . . . . 66
4.114 Can I Transfer An Order From The Restaurant POS To The Touch POS?. . . . . . . . . . . . . . . . . . . . . . . . . . 66
4.115 Can I Look Up Customers W ho Have Given Us Bad Checks?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
4.116 Can I Color And Order The Buttons On My Custom Sides Lists?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
4.117 Can I Charge a Service Fee For Special Situations?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
4.118 Can I Reassign Buttons On The POS Screen To Buttons W e Use More Often?. . . . . . . . . . . . . . . . . . . . . . 67
4.119 Can I Hold Items and Fire Other Items To The Cook?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
4.120 Can I Print a report Showing Cash Drawer Pay outs?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
4.121 Can The Software Create a Quick Sale Automatically W hen The Last Sale Ends?.. . . . . . . . . . . . . . . . . . . 67
4.122 Can Removed Items Be Printed At The Cooks Printer?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
4.123 Can The System Prompt For a Remove Reason W hen An Item Is Removed From An Order?. . . . . . . . . . . 67
4.124 When Taking Orders By Seat Number Is There a Bump To Next Seat Button?. . . . . . . . . . . . . . . . . . . . . . 67
4.125 Can I Use Hand Held PC Computers To Order At The Tables?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
4.126 Can I Set a Maximum Number Of Sides That Can Be Selected From a Sides List?. . . . . . . . . . . . . . . . . . . 67
4.127 Can I View Customer Pictures By Scanning a Customer Card?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
4.128 Can I Prevent an Employee From Logging Into the Time Clock Before His or Her Scheduled Time?. . . . . 68
4.129 Can I Require a Password To Remove Items After the Receipt Has Been Printed?. . . . . . . . . . . . . . . . . . . 68
4.130 Can I Assign a Negative Price To a Side List Item or Custom Side List Item?. . . . . . . . . . . . . . . . . . . . . . . 68
4.131 Do Member Orders W ith Special Member Pricing Appear Any Differently On The POS Screen?. . . . . . . 68
4.132 Can The Software W arn The Server W hen Fewer Drinks Than Guests Have Been Ordered?. . . . . . . . . . . 68
4.133 Can I Store Driver’s License Numbers For Each POS Transaction?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
4.134 Can I print a confirmation receipt on credit card transactions?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
4.135 How can I see a list of my employees clock-ins/clock-outs, sales, tips, etc.?. . . . . . . . . . . . . . . . . . . . . . . . 68
4.136 Can I include tax in my product price and still track my tax(i.e. all draft beers are 2.50 tax included)?. . . . 68
4.137 How can I see my total ‘on account’ sales?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
4.138 W hat can my servers use the server cards for?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
4.139 Can I set the system to log my servers off automatically?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
4.140 Is there a way to require a password to transfer a table?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
4.141 Can I require a minimum sale amount to charge a credit card?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
4.142 Can I print a report to track my hourly sales?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
4.143 Is there a report that will tell me what my sales are based on payment type?. . . . . . . . . . . . . . . . . . . . . . . . 69

5 BPA RapidServer Handheld Restaurant PC. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72


5.1 System Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

ix
5.2 Server Setup and Installation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
5.3 Handheld Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Location:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Login:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Password:.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Timeout:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
5.4 Handheld Operation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
5.5 Select Ticket Screen.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Quick Sale:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Table Area:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Table Number:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Guest Count:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Dine In/Dine Out:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Name:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Cancel:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Create Ticket:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
5.6 Menu Items Screen.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
5.7 View Ticket. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Split Table:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Void Ticket:.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Remove Selected Item:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Edit Selected Item:.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Reload Ticket:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
5.8 Communication W ith the Server. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
5.9 Installing Updates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

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xii
Chapter 1
Introduction

1.1 Scope of Document. . . . . . . ... . ... . ... . ... . ... . ... . .... .... .... .... .... .... .... .... ... 2
1.2 Hardware Requirements. . . . ... . ... . ... . ... . ... . ... . .... .... .... .... .... .... .... .... ... 2
1.3 Install W indows Software. . ... . ... . ... . ... . ... . ... . .... .... .... .... .... .... .... .... ... 3
1.4 Network Setup. . . . . . . . . . . ... . ... . ... . ... . ... . ... . .... .... .... .... .... .... .... .... ... 3

1
1 Introduction
BPA Restaurant Professional is a product of Business Software Solutions Inc.. The most important thing to an owner of a
business is to provide a quality product or service to his customers. BPA Restaurant Professional was designed to enhance
this process by providing rich functionality in an easy, user friendly environment.

There are two manuals that you will receive with your restaurant software. This manual contains information that is
specific to the Restaurant Software. The other manual contains information that is directed toward the business accounting
portion of the software you are receiving. This software system allows you to run a traditional POS and traditional
accounting functions, in addition to the POS functions designed for restaurants. This is because some restaurants have gift
stores, liquor stores, pro shops, etc. and use the traditional POS portion of the software for these functions.

Most restaurants process restaurant sales through a computer. If you are one of these restaurants you will use all the
functions defined in this restaurant manual and in the software. However, many restaurants use hand written tickets for
orders and then enter their sales into a computer at the end of the day. If you are one of these manual restaurants you will
use many of the functions in this software but not all. For example, you will define your products, define your recipes,
purchase your inventory, use max min levels for inventory, enter your manual sales at the end of the day, post your sales,
cycle count your inventory, print cycle count reports, compare perpetual inventory to periodic cycle counts, record food
waste, print cost reports, print sales reports, define employees, have your employees use the time clock, run payroll for your
employees, use accounts payable to pay vendors, enter your banquet sales, and enter your catering sales. And if you ever
decide to automate your POS you can continue to run this software. You don’t have to learn a new system or redefine your
items etc.. All you need to do is contact us and for a small fee currently $70.00 and any applicable license fees you can
switch to the automated system.

W ith BPA Restaurant Professional you can perform accounts receivable, accounts payable, general ledger, customer orders,
vendor orders, inventory control and product receiving. If you need to create budgets for each g/l account you can. If you
want to convert any of your data base files to a spreadsheet format for import into a spreadsheet you can. If you want to
browse any of your major data base files you can. If you want to order products from a specific vendor automatically when
products fall below a specific level, you can. If you want to keep a phone list on-line, you can. If you want the system to
automatically pay invoices that have an early payment discount coming it will. If you need to enter manual checks as well
as print automated checks you can. If you need to password protect major module, you can. If you need to look at prior
years' data for comparison you can. If you need to enter employee information and track hours worked and print payroll
checks you can. If you need to track maintenance on your equipment you can. If you need to make financial calculations,
you can.

BPA Restaurant Professional also provides 100's of reports/printouts: food costs, daily sales postings, monthly statements,
past due statements, invoices, trial balance sheets, general ledger activity, balance sheets, income statements, changes in
financial position, financial statements for any accounting period, variance in financial statements, vendor mailing labels,
aged receivables, aged payables, sales analysis by customer, check registers, reports for all postings, customer lists by city,
state or zip, vendor lists by state, employee and salesperson lists, phone lists, and a variety of product reports and inventory
lists printed for cycle counting.

1.1 Scope of Document


W elcome to` your new Restaurant Management System. This document will assist you in getting started. Topics that will
be covered include Software Installation, System Definitions, Restaurant Setup, and Restaurant Operations.

1.2 Hardware Requirements


You must meet the following minimum hardware requirements to use BUSINESS PLUS ACCOUNTING:

1. IBM or 100% IBM compatible Pentium.


2. 100 MB of hard drive space must be available to install B.P.A. and all its supported data files.
3. 128 MB of memory is recommended. 64 MB is the minimum.

2
Receipt printers used with this system must be Epson receipt printers that support the cutoff command or another brand of
printer that has a defined cutoff command and will operate in the generic text print mode. If your printer does not support
the cutoff command you will waste time manually line feeding the printer before you tear the receipt from the printer. You
must install the generic text print driver and make that print driver your default print driver. Printer driver setup is
accomplished in the Printer Setup area of your operating system.

1.3 Install W indows Software


To install your software correctly you must use the distribution CD and follow the instructions below. If your computer is
not on, start it as you normally do. Put the distribution CD into the CD drive. The system will immediately run the
installation SETUP.EXE routine on the CD.

The SETUP routine defaults to "\BPA" for the installation directory. In the current software you must use "\BPA" as that
subdirectory. The SETUP routine then copies the distribution files to your hard drive.

1.4 Network Setup


W hen you run BPA Restaurant Professional on a network most files are loaded onto the server computer. However, for
optimal performance some files need to be loaded onto the client computers. To load these files on the client computers
follow the steps outlined below for each computer.

First, you must map a network drive from the client computer to the root of the drive that BPA is installed in on the server.
For example, if BPA is installed in C:\BPA on your server, then your client computer should have a drive mapped to the
root of drive C on your server (Drive C on the server also needs to have read/write access enabled).

Next, from the client computer go to the mapped drive and the \BPA directory on that drive and run the file
NETSETUP.EXE. The default options should be correct, showing the Destination (Local) Drive as C, and the Network
Server Drive as the drive you have mapped,. Press the “Install BPA on this W orkstation” button. The appropriate BPA
client files will be installed on your computer, and a shortcut for Business Plus Accounting will be placed in your Programs
menu.

3
4
Chapter 2 - Getting Started

Chapter 2
Manager Functions

2.1 Define Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8


Page 1:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Page 2:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Page 3:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Page 4:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
2.2 Define Products.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
2.3 Define Menu Items.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
2.4 Approve Server Clock Out.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.5 Define Side Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.6 Define Sub Side Lists 1,2,3,4,5,6,7,8,9, or 10. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.7 Define Cooking Instructions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.8 Assign Menu Names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.9 Remove Closed Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.10 Define Mixing Modifiers For Drinks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.11 Special Notes For Order Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.12 Create Custom Side Lists For an Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.13 Create Recipes For Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.14 Define Table Areas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.15 Server Table Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.16 Reopen a Table/Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.17 Manual Entry Of Daily Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.18 End Of Day Processing (EOD). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.19 Define Removal Reason Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.20 Miscellaneous Definitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
2.21 Schedule Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.22 Restaurant Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.22.1 Summary Sales Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.22.2 Food Cost Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
2.22.3 Daily Sales And Labor Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.4 Table Sales Pre-Posting Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.5 Table Sales Posting Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.6 Product Activity Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.7 Product Information Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.8 Product Aging Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.9 Cost Margin Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.10 Sales Margin Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.11 Monthly Sales Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
2.22.12 Yearly Sales Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

5
Chapter 2
Manager Functions

2.22.13 Remove Closed Table Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22


2.22.14 Remove Open Items Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.15 Complimentary Items Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.16 Discounted Items Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.17 Average Stock Usage Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.18 Profit Ranking Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.19 Food W aste Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.20 Sales Report By Product Type And Hour Of The Day. . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.21 Restaurant Usage Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.22 W eekly Product Usage Report.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
2.22.23 Product Sales W ork Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.23 Assign Employee Card Numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.24 Record Food W aste. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.25 Product Manufacturing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.26 Customer Loyalty. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.27 Restaurant Inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.28 Alternate Language. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
2.29 Export to Quickbooks ®. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

6
Chapter 2 - Manager Functions

2 Manager Functions

After you have set up your hardware and installed the software on your server computer you can begin setting up your
restaurant software. First go to the restaurant manager screen. This is where most of the setup occurs for the restaurant
system. First, define your employees. Assign employee numbers to them i.e. 1,2,3,4,5 etc Next define all the items
(Products) that you will put on your menus i.e. Chicken W ings, House Salad etc.. Then define your vegetable list, your
soup/salad list, your potato list, your mixing modifiers, your custom sides lists, your recipes, your special notes and your
cooking instructions list. Next assign the items (Products) to your menus. You also need to assign a sales tax percentage to
the sales tax table # 1. To do this go to the business system off the main menu. Then select definitions and the sales tax
table option and enter your percentage. You are now ready to log a server in and run your restaurant. To prevent
unauthorized personal for entering the accounting system or the manager screen you will want to go to the accounting
definition screen and assign passwords. Refer to the accounting manual for instructions on passwords.

7
2.1 Define Employees

Page 1:
Employee Nbr: Enter the employee's identification number. The employee’s identification number
will be used throughout the system to identify a specific employee.

Last Name: Enter the employee's last name.

First Name: Enter the employee's first name.

Salesperson ID: Defaults to the employee number.

Street: Enter the employee's mailing address (street).

City: Enter the employee's mailing address (city).

State: Enter the employee's mailing address (state).

Zip: Enter the employee's mailing address (zip).

Phone: Enter the employee's phone #.

8
Chapter 2 - Manager Functions

Fax: Enter the employee's fax #.

Soc Sec #: Enter the employee's social security number.

# Of Exemptions (0-10): Enter the number of tax exemptions claimed by the employee (0-12).

Tax Status (M /S/X): Enter the employee's tax status. M= Married, S=Single, X=Exempt Student.

Hourly Rate 1-3: Enter the employee's hourly rate, if applicable. The software allows for each
employee to clock in under one of three job descriptions and allows for a different pay
rate for each, i.e. Server, Busser, Cook etc..

Desc 1-3: Enter the description or job name for each pay rate defined above (where applicable).

O.T. Rate 1-3: Enter the overtime rate for each of the hourly rates defined above (where applicable).

Salary: Enter the employee’s salary based on the pay period, weekly, biweekly, semimonthly,
monthly.

Allow non-approved
clock outs (Y/N): Choose whether or not to allow servers to clock out without manager approval

Page 2:

Vac Hrs Current/Bank: Enter the number of vacation hours earned by the employee

Total Vac Hours: Enter the total number of vacation hours for the employee

Sick Hrs current/Bank: Enter the number of sick hours used by the employee.

Total Sick Hours: Enter the total number of sick hours for the employee.

Floating Holiday. Hrs: Enter the total number of Floating Holiday hours.

Date Leave Calculated: Enter the date that the above totals were calculated.

Termination Date: Enter the date the employee was terminated, if applicable.

Use Commission lvls: Select whether or not to use defined commission levels.
(Y/N)

Commission % on Sale: If this employee has been defined as a salesperson, enter the percentage you wish to be
used in calculating sales commissions. The commission is a percentage of net sales.

Commission % on G.P.M.: If this employee has been defined as a salesperson, enter the percentage you wish to
use in calculating sales commissions. The commission is a percentage of Gross Profit
Margin.

YTD Gross: Enter the employee’s year-to-date gross earnings. If you are using BPA’s Payroll

9
module this and the next four fields are automatically updated when the payroll is
posted. If you are using a manual system, these fields will need to be manually
updated.

YTD Soc Sec: Enter the employee's year-to-date Social Security withholdings.

YTD Medicare: Enter the employee's year-to-date M edicare withholdings.

YTD Fed W ith: Enter the employee's year-to-date Federal W ithholding Tax.

YTD State W ith: Enter the employee's year-to-date State W ithholding Tax.

State Tax% Of Fed: The state withholding tax tables for the State Of Utah are hard coded into the software.
For states other than Utah the payroll deduction for State W ithholding Tax can be
made as a percentage of the Federal W ithholding Tax. The individual State Tax
Commission will know what the percentage is for the state in which you live.

State Tax % Of Gross: If the State W ithholding Tax for your state is a percent of gross wages, enter the %
into this field.

City Tax% Of Fed: The payroll deduction for City W ithholding Tax can be made as a percentage of the
Federal W ithholding Tax. The individual City Tax Commission will know what the
percentage is for the city in which you live.

City Tax % Of Gross: If the City W ithholding Tax for your city is a percent of gross wages, enter the % into
this field.

Page 3:
Position: Enter the employee's position in the company.

Date Of Hire: Enter the date the employee was hired.

Rehire Eligible (Y/N): Enter 'Y' or 'N' to indicate whether or not the employee is eligible for rehire in the
future.

Full/Part Time (F/P): Enter 'F' for full-time, 'P' for part-time status.

Term Reason: Enter the reason for terminating the employee for future reference.

Email: Enter the employee’s email address.

W ebsite: Enter the employee’s website address.

Page 4:
Page 4 is setup for those states that require a minimum payroll amount to be met before any state taxes are withheld.
The thresholds are setup as follows: W eekly, Bi-W eekly, Semi-M onthly, M onthly, Quarterly, Semi-Annually,
Annually, and Daily.

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Chapter 2 - Manager Functions

2.2 Define Products

All products that you sell in your restaurant, or in your gift shop or that you order from your vendors must be defined in
your product file. The costs assigned to these items will aid you in obtaining accurate food costs. The description you
enter for each Product/Service will appear on your customer receipts. Services are treated like products. To define an
hourly service rate first assign a product number. Enter a description in the description field (i.e., Hourly Service Rate).
Enter a unit of measure (i.e., hour). Then enter the price (i.e., $30.00 meaning $30.00 per hour). If you have different labor
rates, you will need to define a Product/Service number for each rate.

There are several fields on the product definition screen that you will not be using in your Restaurant System. Those fields
are used in the Business System for traditional sales. The fields that you must fill in for the Restaurant System are the
product id (SKU), the description, the product type (this is needed for food cost reports-use F8 for a pick list), the unit of
measure (use ‘EA’ for each serving), cost, price 1(Dine In) and price 2 (Dine Out), shelf life if you intend to track products
by shelf life.

On hand quantities can be entered when you define a product, but after that point in time all inventory quantities must be
entered into inventory management or into receiving when product is received from your vendor. The costs assigned to
these inventory items must be accurate. These costs are used for food cost reports and to calculate cost of goods when the
product is sold. If you adjust inventory for lost merchandise you should also adjust your general ledger accounts (inventory

11
and cost of goods sold) by doing a journal entry. Postings to inventory and cost of goods automatically occur when you sell
product in the restaurant system or the business system.

Product/Serv: Enter the Product/Service identification number. The identification number will be
used throughout the system to identify a specific Product/Service.

UPC Code: Enter the product UPC code if the product already has a UPC which is different from
the Product/Service code you entered above.

Description 1: Enter Product/Service description. This description is printed on receipts and on


standard reports.

Description 2&3: Enter additional Product/Service description if needed. This description will be
printed on invoices and can be printed on any custom product report.

Notes: The Product Notes Field can be used to enter data relating to this product, i.e. product
usage description, installation description, cross reference parts, order information
etc.. The data here can be as long as necessary.

Department: Products are classified according to department and product type. You are allowed 3
characters for departments, i.e., 1-999 or a character string, i.e., FOD=Food,
BEV=Beverage, etc.. You can print a variety of reports by department and select
product types for those reports.

Product Type: Products should be classified according to type. For example: You may want to
assign a product type to all bathroom products. This number could be used to print
product information on this product type. You would probably also assign a general
ledger account number to the same group of products. This account number would be
used to enter the cost of products purchased when entering the vendor's invoice.

Unit Of Measure: Enter the smallest unit that you will sell (usually each). Use this unit of measure to
sell and to receive products. You may choose your own units. Example: You may
want EA=Each, CS=Case, LB=Pound, HR=Hour etc. Remember, if you choose CS
for case you must sell and receive by case.

On Hand: Enter the number of units of this product you have on hand. Example: If you selected
case as the unit of measure and you have 5 cases, enter 5.

Reorder Level: Enter the minimum number of units of this product you want to have available.
Anything at or below this number will put this product on the reorder report.

Maximum Level: Enter the maximum number of units of this product you want to have available. If the
number of units available is at or below the reorder level the auto reorder function will
order enough products to bring the available level up to the maximum level.

Reorder Vendor: Enter the vendor number for the vendor from whom you will purchase this product
during an auto reorder. W hen you select auto reorder from the vendor order option
menu, each product that has fallen below its reorder level will be ordered from the
vendor entered here.

Reorder Vendor 2&3: Enter the vendor number of your 2nd and 3rd choice for vendor for this product. Use

12
Chapter 2 - Manager Functions

this data for price comparisons at order time.

Taxable (Y/N): If this product is always non-taxable (Sales Tax) enter 'N'. Otherwise, enter 'Y'.

Product/Service: Enter 'P' if the record created here is for a product. Enter 'S' if the record created here
is for a service.

Lead Time In Days: Enter the lead time for ordering this product from your vendor. The lead time is
helpful in manufacturing lead time analysis.

Enable Bar Code Print: If this product needs a bar code printed when product is received in the product
receiving screen enter ‘Y’. The bar codes will only be printed if the user requests bar
code printing on receipt of product.

W eb Shipping Per Unit: Enter the amount of shipping that will be charged per unit.

Pick List Group 1-3: Products can be assigned to 3 different pick list groups. These groups allow you to
pick from a group of products when creating customer orders. Enter the groups you
want this product to appear in here.

Comm % Of G.P.M.: If you pay sales commissions by G.P.M. you can enter a specific G.P.M. here in the
product record. W hen this product is sold, the sales commission will be calculated
using the G.P.M. entered here. If nothing is entered here, the commission will be
calculated using the default commission in the Employee record of the sale person.

Conversion UM: If this product can only be ordered from your vendor in a unit that you do not sell by
entering the vendor order unit here. This UM will print on the vendor purchase order.
W hen product is received from the vendor it is received using your UM, and your
product id. It is much easier for you as an end user if you do not use a conversion unit
of measure or a conversion number. If you do use these conversions, the conversion
takes place when you receive the product in product receiving. As a result you will
see different line item numbers (quantity ordered, cost, price, UM) on your purchase
order verses your product receiving report.

Conversion Nbr: To convert from the vendor order unit to the unit you sell by entering the conversion
number here, (i.e., If you sell in each but you must order in case and a case contains 12
then enter 12 here.)

Conversion Id: If the vendor requires a different product ID on his orders enter the vendors product
ID here. The system will print this product ID on the vendor order.

Shelf Life: Enter the number of days you allow this product to sit on the shelf. The product and
product location will appear on the shelf life report if shelf time exceeds this number
of days.

13
Default Storage Loc: Enter the location where you normally store this product. This storage location will
appear on the product receiving screen. This will save you the trouble of entering the
location. You can change the location in the receiving screen if you store the product
in a different location. If you are not tracking inventory storage locations, leave the
field blank.

Sales G/L Accounts: If you track product sales based on departments or product types, these products may
be assigned separate General Ledger Accounts for Sales (i.e., 4101-0000.) W hen a
product, which is assigned an account number is sold the system will automatically
post to that G/L Account. This account should be defined in the General Ledger prior
to doing postings.

COG G/L Acct: If you track product cost of goods based on departments or product types. These
products may be assigned separate General Ledger Accounts for Cost Of Goods (i.e.,
5105-0000.) W hen a product, which is assigned an account number is sold the system
will automatically post to that G/L Account. This account should be defined in the
General Ledger prior to doing postings.

Cost: Enter the unit cost for this product. Example: If the unit of measure of this product is
"Each" and the cost to you is $1.00 each, enter 1.000. Be aware that this is only a
default cost field. Normally the cost of goods sold comes from the inventory record
which holds the exact cost of each product. To keep your default costs as accurate as
possible use the “Move Latest Costs To Product Records” option in inventory
management.

Price (1-5): W e support five pricing levels for each product. For the restaurant POS system price
level 1 is the Dine In price and price level 2 is the Dine Out price. Price levels 3,4, &
5 can be used for special customers, i.e. distributor, wholesale, employee etc.. Enter
the unit price for this product in each of the price level fields. W hen customers are
defined they can be assigned to a price level to get the price level 3, 4, or 5 pricing.

2.3 Define M enu Items


Before assigning items to the various menus (i.e. appetizer, dinner, lunch, breakfast, liquor, sides and extras), you must
define each item in the product definition screen. You must also define the sides , (soups/salads, vegetables, custom items
lists, recipes, and the potatoes) that can be selected and added to an entrees. W hen your products and sides have been
defined you can assign each item to one or more menus.

Product Code(sku): Here you enter the sku of the product you are adding to the menu. If you can not
remember the sku then you can press F8 and get a pick list of all defined products
(items)

Select Menu: Again, you can press F8 and get a pick list of the valid menus.

Button Text Top/Bottom: After selecting the menu you will need to key in the text you want to appear on the
button for the item. You can enter two lines of text for the button, each 10 characters
long i.e. ‘Roast’ in the top line and ‘Beef’ in the bottom line for a button that will be
shown as ‘Roast Beef’.

Side Lists: Assign any sides that are needed or offered with this item (i.e. Soup/Salad, Vegetable,
Potato) . If no sides are offered with the item leave each of the sides marked with ‘N’.
Note: the items listed with the different sides (Soup/Salad, Vegetable, Potato) are user
defined. For example, you can assign as many vegetable items to the vegetable list as

14
Chapter 2 - Manager Functions

you like. The same with the potato list and the Soup/Salad list. W hen a server enters an item for a customer and the item
has been defined as requiring a vegetable, the vegetable list will come up and the server will select the vegetable that the
customer has requested. These sides print on the cooks ticket with the item.

Cooking Instructions: If the item you are defining requires cooking instructions then mark this field with ‘Y’.
W hen the server enters this item for a customer a list of cooking instructions will pop
up and the server will select the correct cooking instructions i.e. medium, well, over
easy etc. These instructions print on the cooks ticket with the item and are user
defined through the manager menu.

Mixing Modifiers: If the item you are adding is a drink and allows for mixing modifiers then you will
need to mark this field with ‘Y’. These modifiers are user defined through the
manager menu.

Cook’s Printers: There are 5 cook’s printers and 1 expediter printer that can be assigned to each item.
Usually, an item is assigned to only one cooks printer. Occasionally, an item will need
to go to two different cooks printers (part of the order is prepared by one cook and
part by another). W hen this situation occurs, you can assign multiple cook’s printers
to one item.

Security Event: The security event option allows you to make a record of each sale of this menu item

15
so that you can use the security events reports to track the activity.

Allow a Custom Price: If you need to be able to assign a price at the POS screen when the item is selected this
is the option that allows this. To enable custom pricing for the item you are defining
enter a ‘Y’ into this field. As an example, you might use this function if you were
selling lobster and charging different prices based on the weight of the lobster.

Make Item Button Active: This option allows you to remove a menu item from your menu without actually
removing the item. If the menu button is marked inactive it will not appear on the
menu. This is useful for items that are only needed periodically.

Cook’s Printer Text: This option allows you to define alternate text that will print on the cooks ticket.
W ithout this option set, the cooks ticket text will be whatever is defined as the button
text. This allows you to put item specific information for the cook to make things
easier for the cook.

Menu Button Picture: This feature allows you to use an image for your menu button instead of button text.
The image to be used can be any image you choose but the best size to use is about
100 pixels x 100 pixels.

Create a copy: Use this option if the item you want to add will have the same settings as another
menu item. Simply select the item with the required settings and then use the option to
create a copy to save time and effort.

2.4 Approve Server Clock Out


After the manager has reviewed the servers sales and tips report and has received the correct cash from the server, the
manage will use this function to approve a server for clock out. Until approved for clock out the server will be unable to
clock out. To approve the server for clock out enter the server # and press enter.

2.5 Define Side Lists


Use this function to Define your sides lists. Including the Vegetable, Salad, Dressing and Potato lists (which can be
renamed) you can have up to 10 sides lists. You can name the sides lists anything you want. These lists are used when an
entree is assigned to them. W hen the entree is selected by the server the list pops up automatically and the server selects the
sides from the list. Before creating this list you must create a product record for each item on the list. W hen you create the
product item you should assign a cost to one serving of each item. This will help the food cost report to calculate the cost
of the food consumed. The selected sides will be print on the cook’s ticket with the selected item. Each side list item can
have a price assigned to it.

2.6 Define Sub Side Lists 1,2,3,4,5,6,7,8,9, or 10


Use this function to Define sub sides lists. You can have up to 10 sub sides lists. A sub side list can be assigned to any
side.. A typical example would be, the server selects a steak dinner from a menu. The steak dinner allows the selection of a
baked potato from a sides list that automatically pops up. Then a sub sides list pops up for the baked potato with a list of
toppings that can be selected for the potato. In this example, the baked potato comes from a sides list and a sub sides list
has been assigned to the baked potato. The sub sides list contains a list of the toppings for a baked potato.

You can name the sub sides lists anything you want. These lists are used when a sub side list is assigned to a side. W hen
the side is selected by the server the sub side list pops up automatically and the server selects the sub sides from the list.
Before creating this sub side list you must create a product record for each item on the list. W hen you create the product
item you should assign a cost to one serving of each sub side item. This will help the food cost report to calculate the cost

16
Chapter 2 - Manager Functions

of the food consumed. The selected sub sides will be print on the cook’s ticket with the selected side. Each sub side list
item can have a price assigned to it.

2.7 Define Cooking Instructions


Use this function to Define a Cooking List. Before assigning entrees to menus you need to create this cooking instruction
list. This list is used when an entree requiring cooking instructions is purchased by a customer. W hen the entree is selected
by the server the cooking list pops up automatically and the server selects the cooking instructions the customer has
requested. The selected cooking instructions will print on the cook’s ticket with selected item.

2.8 Assign M enu Names


You can assign your own names to the menu tabs. This allows you to create menu names that are more meaningful to your
business. It also allows you to use another language for your servers if need. You have 14 different menus that occupy two
rows. W hen you rename your menus you must use names that are reasonably short. If the names you use are too long you
will force the menus to occupy three lines and this will not work for your POS screen. Also, you can not change these
names if you have open tables or if you have not posted your closed tables. Our software uses the multiple language
support found in your operating system i.e. W indow 98. To use multiple languages you must first learn how to configure
your operating system to use an alternate language. Then you can define your menus in that language.

2.9 Remove Closed Table


If a server has made a mistake on a closed table that you want corrected. You can remove the table here and then re-enter
the table and its items correctly. This can only be done after the table has been closed by the server and before you have
posted sales.

2.10 Define M ixing M odifiers For Drinks


In the manager functions you are allowed to define mixing modifiers. These modifiers are things like “coke”, “sprite”, “diet
coke” etc.. They are typically used when you are ordering drinks that are mixed. If you have enabled the mixing modifier
when you define the drink in the “define menu items” function, the mixing modifier screen will automatically pop up when
you order the drink and allow you to select one or more modifiers. These modifiers will print on the cooks ticket for the
drink so that it can be properly prepared.

2.11 Special Notes For Order Items


Special notes can be added to an item, typically for the cooks by pressing the Special Notes button. These notes are 30
characters long and print on the cooks ticket. To enter these notes you will need to use a keyboard. To enter notes for an
item you must select the order and the item on the order that you want the notes associated with. You can do this with the
mouse. These notes give you a little more flexibility than the predefined cooking instructions.

2.12 Create Custom Side Lists For an Item


For some entree items it is difficult to use the standard sides definitions (soups, salads, vegetables etc.). For these items you
may need a custom list of sides. For example, if you sell gourmet hamburgers you may want a list of sides for each type of
burger (i.e. gourmet mustard etc.). This custom sides feature allows you to create a unique list of sides for any item on the
menu. One advantage this gives you is that your servers can more quickly select the sides for an item since they do not
have to look at sides that are not pertinent to the menu item they are entering. The sides lists are smaller and selected more
quickly. The disadvantage is that it takes more setup time to define a sides list for each item. The software does allow you
to copy a custom sides list from an already defined item. This saves time by giving you a starting point for defining a new
list.

To define custom sides for an item go to the manager menu and select “Item Custom Sides List”. Then you enter the
product id for the menu item you want to define. Next, you enter the product id for the item whose list you want to copy.
This is entered into the field “Copy List From Another Item”. Next you use the pick list F8 to pick the sides you want on
the sides list. You will need to enter text for each side. The text will appear on the buttons when the sides list is displayed.

17
Note: all items assigned to a sides list must be defined as products before they can be assigned as sides. This requirement
allows the system to calculate cost of goods sold for sides and to print a variety of sales reports which will include sides
data.

2.13 Create Recipes For Items


If you are seriously committed to tracking inventory, you need to use entree recipes and side recipes. Recipes allow you to
define items that need to be pulled from inventory when an entree is sold. Typically, these would be items like 8oz Sirloin,
mixed vegetables, cheese, olives, garnishments, bread, spices etc.. First, these items need to be defined as products. The
unit of measure assigned to them needs to be small enough to allow practical assignments in the recipes and also needs to
be a practical unit for ordering the item. For example, if milk was part of the recipe its unit of measure in its product
definition should be some reasonable unit like gallon, so that you can specify .25 for 1/4 gallon in your recipe and still order
milk from your vendor in gallons. The items defined for a recipe are automatically removed from inventory when you post
your daily sales.

2.14 Define Table Areas


There are seven table areas that can be defined. There is a table area tab for each area. In this definition screen you assign
the starting and ending table numbers for each area. Table numbers can not overlap from one area to the next. You must
not assign tables 900-999 to your table areas since these tables are used for quick sales when the quick sale button is
pressed on the sales screen.

2.15 Server Table Transfer


This manager function allows you to transfer tables from one server to another. You can transfer one table at a time or all
tables. This function would typically be used when a server had to leave and another server was being assigned that
server’s tables or when the manager is trying to balance the table work load. This option can be password protected.

2.16 Reopen a Table/Order


In the manager screen you can reopen an order by entering the transaction number of that order. You can use the pick list
(F8) to see the existing orders and pick the one you need. You can not reopen orders after they have been posted using the
manager post function. If you are reopening the order to do a receipt reprint you should use the reprint function on
Restaurant POS screen. W hen an order is reopened it can be modified but it must be closed again just like any other order.

2.17 M anual Entry Of Daily Sales


This function is most often used by restaurants who are writing hand tickets for customer orders. In other words, they do
not use the computer to select items, sides, print receipts etc.. If you are that type of restaurant, you will use this function to
record all your sales. This is necessary for you to track food costs, sales, and inventory.

To use this function you will need to collect the sales data you will be entering into the system. You will need the quantity
sold for each item and the total paid for the items you are entering. If you want to track guest counts and sales per guest
you will need to know how many guests you served. The data you are collecting is usually for one day. However, it can be
for any time period you desire including multiple times in a day. To collect your data print a “Product Sales W ork Sheet”.
Use this as a worksheet to collect your data. Then to enter your data select the “Manual Entry Of Daily Sales” button on the
Manager Menu. You will then enter the date for the sales, the guest count (optional) and the sales tax collected for the
sales you are entering.

At this point you will be presented with a screen of your defined product items similar to your worksheet. Transfer your
sales data to the screen entering the quantity sold for each item. When you enter the quantity sold the system will calculate
the total paid for each item using the defined default price. If the total paid is correct simply go to the next item and enter
it’s quantity. If the total paid is not right change it to the correct total.

W hen you have entered all your data press F3 to continue. Next the system will ask you if you are ready to post your sales.
W hen you post these sales the data you have entered will be posted to your general ledger (Sales, Cost of Goods, Sales Tax,
Bank Account, and Inventory) and physical inventory will be adjusted for the sales. The data will also be posted to your
sales data files so that sales reports (daily, monthly, yearly etc.) can be printed.

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Chapter 2 - Manager Functions

For restaurants who are writing hand tickets for customer orders, it is important to use this function to record sales and
process inventory. This is the only way that the system can get the data it needs to compare what you have sold with what
you have purchased to help you control your recipes, waste and shrinkage. In other words, what you sell and what you
purchase should match but they will not, especially in a restaurant. You will need help in determining how accurate you
recipes are and how much food is being lost. You will also need to complete your periodic monthly inventories to help the
system give you this information.

Note: This manual entry of sales function can also be used by restaurants running the computerized POS system for ease of
entry for catering and banquets, where large quantities of items need to be entered. For example, it may be easier to enter
1000 chicken dinners here than in the POS screen where you would need to press the screen 1000 times.

2.18 End Of Day Processing (EOD)


Most businesses will execute a set of functions at the end of each day or at the end of an employees shift. In this restaurant
system you will need to review each server’s daily sales and tips report prior to the server leaving. You will also want to
count the servers cash drawer before the server leaves. W hen all sales are done for the day you will want to go to the End
Of Day routine on the manager menu and execute the functions found here. They include printing your Z reports and
Posting your daily sales.

There are 3 different Z reports. These reports each contain sales data for different periods of time. You decide what the
time periods will be. Generally the Z1 report is run each day. After running the report the software asks you if you are
ready to clear the Z1 totals. If you say “Yes” the software saves the current Z1 totals for the Z2 report. The Z2 report can
be run weekly or monthly or when ever it works best for you. After running the Z2 report the software asks you if you are
ready to clear the Z2 totals. If you say “Yes” the software saves the current Z2 totals for the Z3 report. W hen you run the
Z3 report the Z3 totals are cleared.

Each day the manager will need to post all sales for the day. This posting posts sales to the general ledger. It also posts
sales to the sales history files. Many of the sales reports use data from the sales history files (order header and order detail )
to generate the reports. If sales are not posted this data is not available for the sales reports. W hen the manager posts sales
a sales posting report will print. This report is broken down by server. Each servers totals will print on this report. The
report includes such information as sales/guest, total tables and total guests. The Post Sales function is found in the End Of
Day function (EOD) on the manager menu.

2.19 Define Removal Reason Codes


You have the option to create pre-defined codes to pick from when you need to remove an item from an order (bad flavor,
server error, cooked wrong, etc.). You can track your removed items through the removed items reports in the security
events reports section of the restaurant reports menu.

2.20 M iscellaneous Definitions


The miscellaneous definitions screen is a page full of options that allows you to fine tune and customize your system to run
the way that you need it to. This menu allows you to pick from over 150 options and choose your own settings for the
system. This option is essential for system setup and allows you to modify everything from what functions need to be
password protected, what printers to use, what to print on your receipts, and hundreds of other options.

2.21 Schedule Employees


Use this module to create a daily schedule for your employees. This not only allows you to keep track of your employees
work times and gives them a clear schedule to go from but you can also use the schedule and certain options in the
miscellaneous definitions menu to prevent your employees from clocking in when they are not scheduled to with

19
2.22 Restaurant Reports
This Menu option will bring you to the Restaurant Report screen which contains more than 40 different reports, everything
from hourly, daily, monthly and yearly sales reports to security reports to track removed items and sales. The reports
contained in this menu will help you track the status of your restaurant to keep it running in excellent shape. Here are just a

few of the reports you will find:

2.22.1 Summary Sales Report


The summary sales report shows each table and transaction. For each transaction you will see the type of payment
the sub-total tax and total. You will also see totals for all transactions at the bottom of the report.

2.22.2 Food Cost Report


The food cost report shows items by product type (i.e. appetizer, food, drink etc.). For each item you see the
number sold the total sales for that item, the percent of total sales for all items, the costs and percent of costs and
the sides served with the item and the percent of costs incurred by the sides for that item.

2.22.3 Daily Sales And Labor Report


The daily sales and labor report shows each hour of the day and the totals for that hour. You as a manager can
look at each hour and decide if you have too many or too few workers based on total sales and labor for the hour.
You will also see a break down of sales by product type if you are using the default types (i.e. appetizers, drinks,
food, alcohol, desserts, beer, wine, etc.). At the bottom of this report is a summary of all hours for the day.

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Chapter 2 - Manager Functions

2.22.4 Table Sales Pre-Posting Report


The table sales pre-posting report should be printed each day and kept for your records in case you have a printer
problem when you print the actual posting report. The posting report shows each table transaction with subtotal,
tax and total and it shows time in and time out. This report is printed by server so you can see what each server
did. At the bottom of the report are report totals for number of tables, average ticket, sales per guest, tickets per
server, guests per server, guests per table and average table time.

2.22.5 Table Sales Posting Report


The table sales posting report should be printed each day and kept for your records. The posting report shows
each table transaction with subtotal, tax and total and it shows time in and time out. This report is printed by
server so you can see what each server did. At the bottom of the report are report totals for number of tables,
average ticket, sales per guest, tickets per server, guests per server, guests per table and average table time. At the
end of this report you will find the postings to the g/l for sales account, bank account, tax account, cog account,
inventory account and a/r account.

2.22.6 Product Activity Report


This report shows each month of the current year and the total quantities sold for each item for each month.
Monthly totals for all items sold during a month are at the bottom of the report.

2.22.7 Product Information Report


The product information report shows each item defined in the product file. For each item you see on hand
quantity, order level, vendor, last stored, shelf life, cost price and product type.

2.22.8 Product Aging Report


The product aging report shows all inventory that have been in inventory longer than XX days. You decide how
many days. For those products that have been in inventory for more than XX days the report shows you how close
those products are to the shelf life you have assigned to them. A negative life on the report indicates that the
product is past its shelf life. The report also shows the date the item was stored in inventory. The software
removes inventory based on first in first out. For this report to meaningful you as a manager will need to make
sure you remove product from the shelf first in first out . You will need a system to do this (i.e. put on the left
remove from the right as you stock and remove shelf inventory).

2.22.9 Cost M argin Report


The cost margin report shows you based on current assigned costs and prices what your margins are on each item
you have defined in your product file.

2.22.10 Sales M argin Report


The sales margin report shows sales margins for items you have sold during the date range you select.

2.22.11 M onthly Sales Report


The monthly sales report shows sales for each day of the month. The report shows taxable sales, exempt sales,
costs, profits, profit margin, sales tax, sales per table, payments received and payments outstanding.

2.22.12 Yearly Sales Report


The yearly sales report shows sales for each month of the year. The report shows taxable sales, exempt sales,
costs, profits, profit margin, sales tax, sales per table, payments received and payments outstanding.

2.22.13 Remove Closed Table Report

21
The remove closed table report shows each item removed with price, date and time. The manager password is
required to remove a closed table. These items were removed after the table was closed.

2.22.14 Remove Open Items Report


The remove open items report shows each item removed with price, date and time. These items were removed
when the table was open.

2.22.15 Complimentary Items Report


The complimentary items report shows all items that were complimented during the selected date range. The
report shows transaction #, table, item, price, date and time.

2.22.16 Discounted Items Report


The discounted items report shows all tables that were discounted during the selected date range. The report
shows transaction #, table, discount %, discount, total, date and time.

2.22.17 Average Stock Usage Report


The average stock usage reports report shows average usage per day (calculated over the last 21 days). The report
shows the quantity that will be used for XXX days (which you enter). The report shows how short you are in
quantity for XXX days. The report also shows current on hand and days of stock that you currently have in
inventory.

2.22.18 Profit Ranking Report


The profit ranking report product items for a date range ranked by the profit generated by the item. The highest
profit items are at the top. The report shows item, quantity sold, sales totals, cost totals, profit, and profit percent.

2.22.19 Food W aste Report


The food waste report shows all items that have been entered into the food waste system. The report is printed by
date range and each type of waste is printed on a separate sheet (i.e. spillage, cooking error, etc.)

2.22.20 Sales Report By Product Type And Hour Of The Day


This report allows you to enter a start date and time and an end date and time. The report shows summary sales
totals by product type (i.e. Food, Drink, Appetizer, Alcohol etc.). The report also shows sales totals for each hour
of the day. This report will help you decide how to staff you restaurant based on the productive hours of the
restaurant.

2.22.21 Restaurant Usage Report


This report allows you to enter a start date and time and an end date and time. Using these dates and times you can
print a report of the inventory consumed. The report displays the SKU, the item description, the unit of measure,
the quantity used, and the source. The source indicates whether the item consumed came from a recipe or was
simply a finished goods item.

2.22.22 W eekly Product Usage Report


This report allows you to enter a start date and time. The software will create a product usage report beginning at
that date and time and going for seven days. The report can be filtered by department and product type and will
include finished goods and raw materials from your recipes.

2.22.23 Product Sales W ork Sheet


The product sales work sheet is a list of all products and is used to record quantities sold and totals paid for items,
typically for a single day. For example, I sold 100 chicken dinners in my restaurant today for $10.00 each for a
total of $1000.00 for chicken dinners today. This work sheet is used by manual restaurants (those not using a
computerized point of sale system). At the end of each day sales totals can be recorded on the “Product Sales
W ork Sheet” and then entered into the restaurant system using the function “Manual Entry Of Daily Sales”.
Using these functions manual restaurants can track sales, control costs and print sales reports.

22
2.23 Assign Employee Card Numbers
This function will allow you to make your restaurant more secure by assigning a reusable magnetic card to each employee
to be used to clock in as well as to server in. These cards are available from our sales department in an assortment of colors
to help you keep track of your employees as well as prevent anyone from using the system that is not assigned a card to
server in.

2.24 Record Food W aste


It is impossible to run a restaurant without a little bit of food waste. W ith this menu option BPA Restaurant Pro allows you
to track each occurrence of waste and give a reason(samples, spillage, cooking/order errors, etc.), quantity, shift (when it
happened) and so on. To record food waste enter the product ID / sku for the wasted item. Enter the quantity of waste.
Select the waste type and key in the shift. The waste type and shift data remain on the screen as you enter each item that
was wasted so that you only have to enter these fields once for each waste type. W hen you have finished entering each item
for each type of waste you press “Post W aste” to record your waste and remove the wasted inventory. After posting waste
you can run a waste report for any date range.

2.25 Product M anufacturing


Our Product Manufacturing module give you the power to setup and maintain those inventory items that you make out of
other components in inventory. Using this powerful tool you can create a ‘Kit’ that specifies which raw components are
used to make the end product and then create a batch of that ‘Kit’ to maintain an accurate inventory. This module is
especially useful for pre-made items that need to reflect in inventory as the end item and not the raw components. Our
Recipe Module serves a similar purpose, however the Recipe items are pulled from your inventory as they are sold. The
Manufacturing kits pull your inventory when you run the batch, regardless of the date they are purchased.

2.26 Customer Loyalty


W ithin the BPA Restaurant Pro system we provide several different options for you to reward your most loyal customers.
W e currently have three basic types of customer loyalty systems: A percentage discount based on the dollar amount spent,
A redeemable credit based on the total amount spent, and a ‘punch card’ type program where you can define a specific item
to generate a reward after a certain quantity of specified items are sold to a specific customer. These loyalty systems are
customizable in order to fit your needs.

2.27 Restaurant Inventory


The Restaurant Inventory system is a fully functional inventory tracking system that will allow you to preform all the
necessary tasks to setup, track and maintain your complete inventory. Functions include: Enter/print/post cycle counts,
Manually adjust inventory/print manual changes, as well as several reports to show you what is going on with your
inventory. There is also an included function to preform daily inventory snapshots.

2.28 Alternate Language


The Alternate Language function allows you to choose out of 11 different languages which will then be used as the alternate
language for you menu names and menu items.

2.29 Export to Quickbooks ®


W ith the export to Quickbooks ® function you can import your chart of accounts to your Quickbooks ® system. The
accounts that will be exported are: A/R, Sales, Sales Tax, Sales Returns, COG, Inventory and the Bank Account. If you
wish to use this function, simply follow the step by step instructions on the menu to export your data.

23
Chapter 3
Restaurant Sales

3.1 Entering Restaurant Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27


3.2 Comp Item Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
3.3 Remove Item Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
3.4 Cooks Ticket Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
3.5 Split Ticket Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
3.6 Close Table Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
3.7 Print Ticket Button.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
3.8 Server Out Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
3.9 Server Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
3.10 Table Button. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
3.11 Server Clock In / Clock Out.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.12 Multiple Cooks Printers / Expediter Printer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.13 Manual Cash Drawer Open. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.14 Cook’s Monitors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.15 Quick Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.16 Auto Gratuity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.17 Customize The Customer Receipt. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
3.18 Happy Hour Pricing Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
3.19 Lunch Hour Pricing Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
3.20 Other Hour Pricing Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
3.21 Table Receipt Reprint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
3.22 On Account Restaurant Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
3.23 Bar Tax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.24 Dine Out Tax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.25 Dine In Tax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.26 Number Of Copies Of Credit Card Sips To Print. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.27 Allow Item Removal Until Item Has Been Printed At Cook’s Printer. . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.28 Assigning a Cash Drawer Number To a Server Station. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.29 Exclude An Item From Gratuity.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
3.30 Exclude An Item From a Meal Discount. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
3.31 Review a Table Order W hile At The POS Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
3.32 Quick Cash Out Buttons On The POS Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
3.33 Membership Function. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
3.34 Purchasing Gift Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
3.35 Redeeming Gift Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
3.36 Check Amount Remaining On Gift Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
3.37 On Cash Out W arn User W hen Item Has Not Been Printed To The Cooks Printer. . . . . . . . . . . . . . . 38

24
3 Restaurant Sales

3.1 Entering Restaurant Sales


To enter restaurant sales the server must first clock in. After clocking in the server can press the restaurant sales button to
enter the restaurant sales menu. The server will then press the server button and key in his/her server (employee) number.
Then a table menu will pop up. The table menu shows all the tables the server is currently working and has a ‘New Table’
button at the bottom. The sever will select the table he/she is working or the serve will press the ‘New Table’ button and
enter the number for the new table. Once a table is selected the server can select any of the menus and select items from
those menus. If the item selected requires a soup, salad, potato, vegetable or requires cooking instructions the appropriate
defined selection screen will pop up and the server will select what the customer has ordered. If the server makes a mistake
on the sides selected for an item, the server must press the delete item button and delete the item that is wrong and then add
the item back. The server can print customer receipts or cook tickets at any time. The cook tickets contain all the items
selected for a table and any sides or cooking instructions that go with the items. The server can comp items or the entire
order. If the manager password is active the server will need a password to comp or remove an item unless the password
requirement has been turned off in miscellaneous definitions. W hen the server has finished with a table the server can close
the table by accepting cash, credit card, or check. Authorization numbers for credit cards can be obtained by using a
separate bank credit card machine. Integrated (direct connection to your bank through our software) credit card transaction
processing is available, call for pricing.

25
3.2 Comp Item Button
Use this function to make an item on the current table a complimentary no charge item. Select the item that you want to
make a complimentary item and click the Comp button. W hen an item has been Comped a ‘Y’ will appear in the Comp
column. Use page up and page down buttons to display items that are not visible. Click the Ok button when you are
finished. If you are discounting an item or an entire order enter the percent for the discount (i.e. 10.00 = 10%) and then
select either “Discount One” or “Discount All”. If the manager password is enabled in the password definition system, you
must enter that password to execute this function unless this function is turned off in miscellaneous definitions.

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Chapter 3 - Restaurant Sales

3.3 Remove Item Button


Use this function to remove items from the current table order. Select the item that you want to remove and click the
Remove Item button or select the Remove Table button to remove the entire table and all of its items. Use page up and page
down buttons to display items that are not visible. Click the Ok button when you are done. If the manager password is
enabled in the password definition system, you must enter that password to execute this function unless the password
requirement has been turned off in miscellaneous definitions.

3.4 Cooks Ticket Button


Use this function to print out the ticket for the cook for the current table order. The ticket will have each item that has been
ordered for the table. If an entree has sides assigned to it they will print (in an indented format) below the item. If the
entree requires cooking instructions they will also be printed below the item. Each item will be numbered on the cooks
ticket. The cooks ticket can be printed as often as necessary.

27
3.5 Split Ticket Button
Use this function to split the ticket for the current table between multiple guests. W hen the screen comes up all items
default to guest # 1. At this point you should press the 2 key. This sets the guest to #2. Now, press the item buttons that
will be paid by guest #2. If there is a 3 rd guest, press the clear button and then press the 3 button. Next press all the items
that will be paid by guest #3. The guest number will show up next to the item as you assign the items. Use page up and
page down buttons to display items that are not visible. Click the Ok button when you are done.

3.6 Close Table Button


Use the close table button to receive payment and close out a table. If the table is a split table with multiple tickets each
ticket will be closed one at a time. W hen you enter the close table screen the total for guest #1 will be displayed as the total
due. To add tips to the total due, use the key pad or the dollar buttons to key in the tip amount and press the Gratuity
button. This will give you a new total that includes the tip. You may also press the Load Change button to set the change
for the current amount tendered as the tip.

If the customer has given you the exact amount due you will press the load button (credit card load, check load, or cash
load). Pressing the load button saves you the work of keying in the amount paid on the numeric key pad. If the customer
gives you more than the due amount you will key it into the key pad or use the dollar buttons and press the credit card,
check or cash button. The software will calculate the change for you and display it on the screen. Then you will press the
cash out guest button. You have now finished cashing out guest #1. If there is a guest #2 (split ticket) the total for guest #2
will be displayed and you will need to process that guest the same way you process guest #1. W hen you are finished
processing all guests the software will print a final receipt for each guest and the entire table will be closed.

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Chapter 3 - Restaurant Sales

If you have enabled integrated credit card processing through X-Charge or PC Charge use the following procedure to
process credit cards and capture tips.

1. Press Authorize Credit Card and then swipe the card. The card will be pre-authorized for the total plus an
allowance for gratuity if defined.
2. The software will print the credit card authorization slip.
3. Exit the screen if necessary by pressing Exit W ithout Closing.
4. Have the customer add gratuity to the credit card authorization slip and sign it.
5. Bring the close table form up again. Enter the total amount (total + tip) the customer has indicated on the credit
card authorization slip using the numeric keypad.
6. Press the Credit Card button to load this total as a credit card payment.
7. Press the Load Change button to assign the credit card tip amount.
8. Press Close Guest to finalize the transaction.

If multiple customers wish to split payment of a ticket evenly, press the Split Payment button and specify the number of
guests to split the payment between. This will create multiple guest entries and allow you close out each guest the same as
when you split the ticket.
If you have enabled On Account sales in the Miscellaneous definitions, you will be able to put a ticket on an account by
pressing the On Account button and then entering their account number. Press the Off Account button to remove the
account associated with the ticket and require the ticket to be paid.

29
3.7 Print Ticket Button
Use the print ticket function to print out a receipt for the current table. If this is a split table with multiple guests a receipt
will be printed for each guest. Receipts can be printed as often as needed. The receipt that is printed is for the current
table.

3.8 Server Out Button


The server uses the server out function to temporarily log out of Restaurant Sales. Logging out prevents other servers from
accidently modifying your table items. You should always press the server out button when walking away from the
terminal.

3.9 Server Button


The server uses this function to log into Restaurant Sales. To log in use the key pad to enter your server #. This number is
the same as your employee number. This number is assigned when an employee is add to the system through the employee
definition option selected on the manager menu. All employee numbers should be assigned as numeric characters i.e.
1,2,3,4 etc. not as 001,002,003. Nor, should the employees be defined with employee identifiers such as John, Sally etc..
In order for servers to log into and out of the Restaurant menu system they must have numbers like 1,2,3,4, etc..

W hen the server has logged in, a table screen will appear showing all the open tables that are assigned to the server. The
server can select one of these tables or press the new table button. If the new table button is pressed a key pad is displayed
and the server can enter the number of the new table. When the new table number has been entered another screen will

appear allowing the server to specify how many guests are at the new table.

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Chapter 3 - Restaurant Sales

3.10 Table Button


W hen the table button is pressed, a table screen will appear showing all the open tables that are assigned to the server. To
the right of the table number the server will see how many guests are being served at the table. Use page up and page down
buttons to display tables that are not visible. The server can select one of these tables or press the new table button. If the
new table button is pressed a key pad is displayed and the server can enter the number of the new table. W hen the new
table number has been entered another screen will appear allowing the server to specify how many guests are at the new
table.

31
3.11 Server Clock In / Clock Out
This is where the servers clock in and clock out each day. Before a server can work a table he must be clocked in. To
clock in a server must enter a valid server/employee number.

Before clocking out the server should print the sales/tips report. This report will be used by the manage to verify that the
money due at clock out is accurate. In order to clock out the server must have the manager approve him/her for clock out.
Once the server has been approved for clock out he/she can clock out by entering his/her server/employee number.

3.12 M ultiple Cooks Printers / Expediter Printer


You are allowed to have five cook’s printers at five different cooking stations. This saves the expense of extra monitors
and computers. Each Item on a menu can be assigned to a cooks printer #1, #2, #3, #4, or #5. When the cook’s ticket is
printed the items assigned to each cook’s printer will print on that printer. If multiple printers are assigned to one item that
item will print on multiple cooks printers. If no cooks printers have been assigned the cooks ticket will print on the default
receipt printer. Each item can also be assigned to an expediter’s printer. The expediter is responsible for collecting all the
items for an order from each of the cooking stations and making sure that they get delivered to the tables at the proper time.
To set up your cook’s printers and expediter’s printer first install the print drivers for the printers (typically they will use the
default text only print driver unless your system is set up for a 2nd language and they will be set up in the windows
operating system). Then go to the restaurant manger menu and select miscellaneous definitions. On the miscellaneous
definitions screen you will see an option for setting up printers. Make that selection. On the screen that is presented to you,
you will see the fields for the cooks printer names. Use the load buttons to select the printer for each cooking station.

3.13 M anual Cash Drawer Open


If the ‘Auto Open Cash Drawer’ function is enabled, the cash drawer will open when an order is closed and the receipt is
printed. If you need the ability to open the cash drawer at any time by pressing the ‘Open Drawer’ button, you must enable
the cash drawer manual open function. This is accomplished by going to the Miscellaneous Definitions screen and
selection the “POS - Guest” tab. Then enter a ‘Y’ in the option “Allow Manual Open Of Restaurant Cash Drawer”. To
enable the ‘Auto Open Cash Drawer’ function enter a ‘Y’ in the option “Automatically Open Cash Drawer On Cash Out”.

3.14 Cook’s M onitors


The cooks monitor button on the restaurant menu takes you to a function that allows the cooks to work off a monitor while
they process the orders. The items that appear on cook’s monitor #1 are the same items that will print on cook’s printer #1
etc.. You can have up to 5 cook’s monitors. On the right side of the cook’s monitor you will see the items that are being
processed. On the right side of the screen you will see all of the cooking instructions and sides that have been assigned for
each item. There is an “Item Done” button (commonly called a bump button) on the screen. W hen you are finished with an
item you can press the “Item Done” button and that item will change colors to show that it is done. The cook can also print
the cook’s ticket from this screen. W hen the cook’s ticket is printed for an order, the items on that order change color
indicating that they are done just as they would had the “Item Done” button been pressed.

3.15 Quick Sales


There is a “Quick Sale” button on the restaurant sales screen. When this button is pressed table numbers are automatically
assigned (900-999). After pressing the quick sale button, all the employee has to do is press the item buttons for the items
being sold and then cash out the sale. This makes the process very fast. This technique is usually used at the bar. You
can enable or disable the quick sale button in the Manager Menu on the POS tab.

3.16 Auto Gratuity


In miscellaneous definitions you can enable auto gratuity. When auto gratuity is enabled the software will automatically
calculate and add gratuity to the customer receipt. To set up auto gratuity you define the number of guests and the
percentage for the gratuity. W hen that number of guests is reached gratuity is calculated and automatically added to the
receipt.

3.17 Customize The Customer Receipt

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Chapter 3 - Restaurant Sales

In miscellaneous definitions you can customize the receipt that is printed for your customer. You can change the Restaurant
name that prints at the top of the receipt. You can specify how much of the restaurant address you want printed on the
receipt. You can specify whether or not you want the words “Gratuity Not Included” printed on the receipt. You also have
several optional lines that you can use for your own special messages for your customers.

3.18 Happy Hour Pricing Support


In miscellaneous definitions you can enter a start time and an end time and the days for special pricing for items (typically
happy hour drinks). During those hours the item will receive special pricing. To set the price for an item for this time
period go to the product definition screen and enter the special price into the Happy Hour field. This is the price that will
be given during the hours defined in miscellaneous definitions. You can enable this price for any or all days of the week by
entering Y or N for each day.

3.19 Lunch Hour Pricing Support


In miscellaneous definitions you can enter a start time and an end time and the days for special pricing for items (typically
lunch hour pricing). During those hours the item will receive special pricing. To set the price for an item for this time
period go to the product definition screen and enter the special price into the Lunch Hour field. This is the price that will
be given during the hours defined in miscellaneous definitions. You can enable this price for any or all days of the week by
entering Y or N for each day.

3.20 Other Hour Pricing Support


In miscellaneous definitions you can enter a start time and an end time and the days for special pricing for items similar to
what you would do for happy hour pricing. During those hours the item will receive special pricing. To set the price for an
item for this time period go to the product definition screen and enter the special price into the Other Hour price field. This
is the price that will be given during the hours defined in miscellaneous definitions. You can enable this price for any or all
days of the week by entering Y or N for each day.

3.21 Table Receipt Reprint


In the Restaurant POS screen you can reprint a closed receipt by selecting the appropriate table/order from a transaction
selection screen. However, you can not reprint a receipt for a table/order after it has been posted using the manager post
function.

3.22 On Account Restaurant Sales


There may be times when you want to allow a good customer to purchase food items on account or you may want to charge
items to the customers room. To sell items on account you must first have the on account option of the software (Call
Business Software Solutions for pricing). Then you need to define the customer in the customer definition screen. W hen
you define the customer give them a numeric account number (characters 1-10) so that the account can be entered in the
restaurant software using the numeric key pad. Next enable on account processing in miscellaneous definitions. W hen on
account processing is enabled you will see two extra buttons on the cash out screen. One button says “On Account” the
other says “Off Account”. W hen you press the on account button you will be asked for an account number. You will use
the numeric key pad and enter the customers account number or room number. W hen you press Cash Out the software will
create an on account order for the customer. This order will appear on statements that you can print for the customer and
can be paid by going to the business system and selecting the Accounts Receivable system and entering the customers
account number and payment. If you press the on account button by accident you can press the off account button.

3.23 Bar Tax


Some restaurants are required to pay taxes on drinks served at the bar but not on drinks served at a table. The Bar Tax

33
Function supports this. Stations at the bar can be marked as requiring bar tax. Any product sold at that terminal will
receive the bar tax. To Mark a station as a bar station go to miscellaneous definitions and place a ‘Y’ in the field “Enable
Product Bar Tax For This Station”. The miscellaneous definitions button is on the” Manager M enu”. Each product has a
field to enter in the bar tax percent. So you also need to enter the bar tax percent into this field when you define a product
(i.e. drink) that requires this tax. Then, whenever one of these products is sold at the bar the bar tax will apply.

3.24 Dine Out Tax


Some restaurants are required to pay taxes on items that are not consumed in the restaurant. The Dine Out Tax Function
supports this. Each product has a field called “Tax Dine Out” where you can enter a ‘Y’ if the item is taxed as a take out
item. The product must also be marked as taxable and you must have entered a taxable rate in your tax table (tax table #1
typically) . Now, whenever one of these products is sold on a dine out order it will be taxed.

3.25 Dine In Tax


Some restaurants are not required to pay taxes on items that are consumed in the restaurant. The Dine In Tax Function
supports this. Each product has a field called “Tax Dine In” where you can enter a ‘N’ if the item is not taxed as a dine in
item. Now, whenever one of these products is sold on a dine in order it will not be taxed. If you enter a ‘Y’ in the “Tax
Dine In” field the item will be taxed. Taxing the item is the default.

3.26 Number Of Copies Of Credit Card Sips To Print


Some restaurants like to print multiple copies of the credit card slips. To print multiple copies select miscellaneous
definitions from the Manager menu. In the field “Print ‘X’ Copies Of The Credit Card Slip” enter the number of copies you
want printed (max of 9).

3.27 Allow Item Removal Until Item Has Been Printed At Cook’s Printer
In the miscellaneous definitions screen you can set the software to allow servers to delete items without a manager
password until the item has been sent to a cook’s printer. After that a server needs a manager password to remove or delete
an item or an entire order. To allow this function, enter a ‘Y’ into the field “Allow Item Removal W ithout Password Until
Item Has Been Printed At Cooks Printer” on the miscellaneous definition screen.

3.28 Assigning a Cash Drawer Number To a Server Station


If you want to track the cash in the cash drawer you need to assign a number to the cash drawer. To assign a number to the
cash drawer go to miscellaneous definitions from the manager menu. In the field “Assign Terminal Cash Drawer (01-20)”
enter the number of this cash drawer. This number needs to be unique, meaning that no other cash drawer can have this
number. From this point on all sales at this station will be assigned to the cash drawer number you entered. W hen you are
ready to count your cash drawer select the button “Close Cash Drawer” found on the manager menu. On the screen that
appears you will enter “Beginning Cash” which is the cash you started with in this cash drawer before any sales. You will
then count the money in the drawer. You will count pennies, nickels, dimes, quarters, dollars, 5s, 10s, 20s, 50s and 100s.
The software will then show you the total that should be in the drawer and any discrepancy. Then the software will allow
you to print a cash drawer audit report showing sales totals, counts and discrepancies. The software will then ask you if you
are ready to CLOSE and CLEAR the cash drawer. If you clear the cash drawer, you need to remove the extra cash leaving
only the starting cash for the drawer. The drawer can be closed as often as needed.

3.29 Exclude An Item From Gratuity


Some products sold by restaurants should not be charged with a gratuity. For example, if you purchase a special bottle of
sauce from the restaurant while you are having dinner you would not expect to pay a gratuity on the price of the bottle. To
prevent the gratuity from being charged for a product go to the product definitions screen for that product and enter a ‘Y’
into the field “Exclude From Gratuity”.

3.30 Exclude An Item From a M eal Discount


Some products sold by restaurants should not be discounted when a discount for a meal is given. For example, if you
purchase a gift card from the restaurant while you are having dinner you would not expect to receive a discount on the gift

34
Chapter 3 - Restaurant Sales

card even if you received a discount on the meal. To prevent a discount on a product go to the product definitions screen
for that product and enter a ‘Y’ into the field “Exclude From Discount”.

3.31 Review a Table Order W hile At The POS Screen


Typically before a server sends an order to the cooking station (prints a cooks ticket), it is important to review the items,
sides, extras, seat assignments etc. that have been entered for that order. If there are mistakes they can be fixed before the
items are prepared. The “Review” button on the POS screen allows you to review all items, sides, prices and seats
associated with the current order. Items colored yellow have been printed to the cooks printer. Items colored red have been
marked as done by the cook on the cook’s monitor screen.

3.32 Quick Cash Out Buttons On The POS Screen


The quick cash out buttons on the POS screen can be used when the customer is paying with cash. They are very fast and
are typically used in a bar setting, on a drive through fast food window, or at a station where cash is most often given, as in
a coffee shop. Usually the quick cash buttons are used in conjunction with the quick sale option. A typical scenario would
be; a customer comes to the bar, the quick sale button is pressed, a drink is select from the alcohol menu. The drink came
to $3.50. The customer offers a five dollar bill to pay for the drink. One of the quick cash buttons will say $4.00, one will
say $5.00, one will say $10.00, one will say $20.00 and one will say $50.00. Since the customer offered a five dollar bill
you will press the $5.00 button and the receipt will print. Under these conditions you do not need to go to the more time
consuming “Cash Out” screen. However, if the customer is paying by credit card, or is having the ticket split between
multiple guests, or the cost of the meal is being placed on account, you will need to go to the “Cash Out” screen.

3.33 M embership Function


Some coffee shops give special pricing to members of their coffee shops. Magnetic strip cards are typically sent out in the
mail to local potential customers. W hen the customers come to the shop with the card they are given membership pricing
that is defined in the product record. W hen the membership button is pressed a screen is displayed. The membership card
is then scanned and the customer is searched for in the customer file. If the customer is not found a new customer record is
created for this new customer. The customer name, from the card, and an activation date is written to the customer file.
The customer then receives a membership price on each item purchased. The “Membership” button can be found by
pressing the “Misc” button on the restaurant POS screen.

3.34 Purchasing Gift Cards


The software supports the purchase and redemption of gift cards. The gift cards are printed and encoded by our company
in a format that is compatible to our software. If you want your logo on your gift cards you will need to send us a gif file of
your logo. There is a small setup charge and then a per card price. Call Business Software Solutions for current pricing.

W hen a gift card is sold, the card number is encrypted and saved in a data file. The card must be redeemed at the location
where it was created unless you purchase the necessary software for multiple store processing. To sell a gift card to a
customer you must first create a menu item button for the gift card, if one does not already exist. The product for the gift
card has already been created and should be in your product file. The product ID is “GIFTCARD”. When a server selects
the gift card button on one of the menus, a gift card screen will pop up. W hile on that screen you will scan the gift card and
then press the gift card number button. You will then enter the amount for the gift card and press the gift card amount
button. Then press save and the gift card will become a line item on the current ticket. The actual gift card data will be
saved when the order is paid for. The actual gift card data will be saved when the order is paid for. The same process is
used to add to a gift card that already exists. This allows a customer to add to an existing gift card.

3.35 Redeeming Gift Cards


If the customer is paying for an order using a gift card, the server will use the ‘Close Table” button to cash the customer

35
out. To pay with gift card select the “Pay By Gift Card” button on the cash out screen. On the screen that pops up you will
scan the gift card and press the Gift Card Number” button. The software will show the total remaining on the gift card and
the past purchases by the card. Press the “OK” button and the software will assign the correct amount to pay for the order.
The software will then update the history for the gift card and the amount remaining on the gift card. There is also a “Gift
Card Redeemed Report”. This report shows past gift card usage for the date range selected. This report is found by going
to the restaurant manager functions and selecting “Restaurant Reports”.

3.36 Check Amount Remaining On Gift Cards


To check the amount remaining on a gift card go to the miscellaneous restaurant functions from the POS screen. Select the
“Check Gift Cards” button. Scan the gift card. The screen will display the amount remaining on the gift card and purchase
history for the gift card. There is also a “Gift Card Activity Report”. This report shows all outstanding gift cards and the
amounts remaining on them. This report is found by going to the restaurant manager functions and selecting “Restaurant
Reports”.

3.37 On Cash Out W arn User W hen Item Has Not Been Printed To The Cooks Printer
If you enable this option in the Miscellaneous Definitions screen the software will check when a server cashes out an order
from the POS screen. It that server has items that are supposed to go to a cook’s printer, that have not been sent to the
cook’s printer, a warning will be given to the server. At this point the server should print the items that have not been
printed. This helps to make sure that all items ordered by a customer are sent to the kitchen to be prepared (sometime
customers order additional items to take home, at the end of a meal).

36
Chapter 4
Getting Started

4.1 How To Define Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43


4.2 How To Define Products. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
4.3 How To Define a Vegetable List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
4.4 How To Define a Soup/Salad List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
4.5 How To Define a Dressing List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
4.6 How To Define a Potato List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
4.7 How To Define Cooking Instructions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
4.8 How To Define Mixing Modifiers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
4.9 How To Define Special Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
4.10 How To Define Custom Side Lists.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
4.11 How To Define Recipes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
4.12 How To Assign Your Own Menu Names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
4.13 How To Assign Items To Your Menus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
4.14 How To Process Sales And Clock a Server In And Out. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
4.15 How To Cash Out An Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
4.16 How To Assign Sales Tax Rates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
4.17 How To Assign Employee Passwords. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
4.18 How To Assign Sales Tax Rates For Different Local Laws.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
4.19 How To Assign Your Own Side List Names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
4.20 How To Allow Item Removal Until An Item Has Been Printed At the Cook’s Printer. . . . . . . . . . . . . 48
4.21 How To Assign Prices At the Time An Item Is Ordered On The POS Screen.. . . . . . . . . . . . . . . . . . . 49
4.22 How To Assigning a Cash Drawer Number To a Server Station And Close a Cash Drawer. . . . . . . . . 49
4.23 How Do I Run Manually With Hand W ritten Tickets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
4.24 How To Manage Inventory And Reduce W aste.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
4.25 How Do I Order Product From My Vendors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
4.26 How Do I Receive Product Into Inventory.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
4.27 How do I Allow Employees To Clock Out W ithout Manager Approval. . . . . . . . . . . . . . . . . . . . . . . . 52
4.28 How Do I Assign Seat Numbers To The Items Ordered At a Table. . . . . . . . . . . . . . . . . . . . . . . . . . . 52
4.29 How Do I Stop Items From Printing At The Receipt Printer W hen I Print My Cook’s Tickets. . . . . . 52
4.30 How Do I Enable the Dine In / Dine Out Option W hen Performing a Quick Sale. . . . . . . . . . . . . . . . 52
4.31 How Do I Automatically Print The Cook’s Ticket W hen An Order Is Cashed Out.. . . . . . . . . . . . . . . 52
4.32 How Do I Print More Than One Line Of Description On My Receipts.. . . . . . . . . . . . . . . . . . . . . . . . 53
4.33 How Do I Exclude Items From Gratuity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
4.34 How Do I Exclude Items From Meal Discounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
4.35 How Do I Change The Number Of Guests For a Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
4.36 Can Auto Gratuity Be Calculated Prior To Meal Discounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
4.37 How Do I Remove Auto Gratuity From An Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
4.38 How Do I Change The Percent Of Gratuity For a Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
4.39 How Do I Change The Table Number W hen The W rong Table Has Been Assigned. . . . . . . . . . . . . . 53
4.40 How Do I Print a Server Daily/W eekly Hours Report Each Time The Server Clocks Out. . . . . . . . . . 54
4.41 Can I Require a Manager Password Before a Server Manually Opens The Cash Drawer. . . . . . . . . . . 54

37
Chapter 4
Getting Started

4.42 How Does The Server Review a Table Order Before It Is Sent To The Kitchen.. . . . . . . . . . . . . . . . . 54
4.43 How Can The Manager See All Of The Open Tables At Once. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
4.44 How Do I Use The Quick Cash Out Buttons On The POS Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
4.45 How Do I Change The Color Of My Menu Buttons To Group Items By Color. . . . . . . . . . . . . . . . . . 54
4.46 How Do I Assign Special Prices For a Specific Day Of The W eek. . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
4.47 W hat Prices Have Priority Over Other Prices (i.e. Standard Price vs Delivery Price vs Lunch vs Daily5).4
4.48 How Do I Not Print a Receipt But Still Open The Cash Drawer At Cash Out Time. . . . . . . . . . . . . . . 55
4.49 How Does Promotional Pricing W ork In The Restaurant POS Software?. . . . . . . . . . . . . . . . . . . . . . . 55
4.49.1 Promotions For Single Product. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
4.49.2 Promotions By Department and Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.49.3 Promotions By Vendor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.49.4 Promotions By Custom Filter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.49.5 General Promotion Definitions.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.49.6 Backup Current Promotions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.49.7 Restore Backed Up Promotions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.49.8 Clear All Promotions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.49.9 Print Promotions.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.50 How Do I Export My Sales And Deposits To QuickBooks?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
4.51 How Do I Enter And Track Dinner Reservations?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
4.52 How Do I Change Tab Names For My Table Areas?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
4.53 Can I Duplicate An Item That I Have Already Entered Without Re-entering All The Data?. . . . . . . . 58
4.54 How Do I Merge Two Tables Into One Table?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
4.55 Can The Software Track Equipment That Needs To Be Picked Up From a Customers Location?. . . . 58
4.56 How Do I Sell, Redeem, And Check Gift Cards?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
4.57 Can Servers Log Into The POS Screen W ith “Server Cards” Instead of Using Server Numbers?. . . . 59
4.58 Can SKU’s Be Used To Sell Product W ith Bar Codes And Scanners?. . . . . . . . . . . . . . . . . . . . . . . . . 59
4.59 Can a Server Print All Receipts For His/Her Tables At One Time?. . . . . . . . . . . . . . . . . . . . . . . . . . . 59
4.60 W hat is a Good Close Out Procedure For My Restaurant?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
4.61 Can I Automatically Log Out a Server From The POS Due To Inactivity?. . . . . . . . . . . . . . . . . . . . . . 59
4.62 Can a Server Print Receipts For All Open Tables At One Time?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
4.63 Can W e Default To Dine In And Not Show The Dine In / Dine Out Option?. . . . . . . . . . . . . . . . . . . . 60
4.64 Can I Use Product Price Levels 3, 4, & 5 For Special Customers?. . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
4.65 Can a Customer Get a Special Price For An Item?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
4.66 Can I Track Sales By Customer In The Restaurant Software?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
4.67 Can I Require a Manager Password To Reprint The Entire Cooks Ticket?. . . . . . . . . . . . . . . . . . . . . . 60
4.68 My Restaurant Is In Canada, Can I Charge a Goods And Services Tax?.. . . . . . . . . . . . . . . . . . . . . . . 60
4.69 Can I Use An On Screen Keyboard To Enter Special Notes For Orders?. . . . . . . . . . . . . . . . . . . . . . . 60
4.70 Can I Split a Payment between 2 people W ithout Assigning Items To Each Guest?. . . . . . . . . . . . . . . 60
4.71 Can I Disable The Ability To Receive Checks as a Form Of Payment?. . . . . . . . . . . . . . . . . . . . . . . . 61
4.72 Can I Print My Servers First Name and Last Initial On Receipts Instead Of The Server Number?. . . . 61
4.73 Can The Software W arn The Server On a Credit Card Payment W hen No Tip Was Entered?. . . . . . . 61

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Chapter 4
Getting Started

4.74 Can I Archive My Sales History To Help My Network Run Faster?. . . . . . . . . . . . . . . . . . . . . . . . . . . 61


4.75 Can I Modify a Menu Item W ithout Re-entering All My Sides And Sub Lists?. . . . . . . . . . . . . . . . . . 61
4.76 Can I Print An Employee Overtime Report For Daily & W eekly Overtime?. . . . . . . . . . . . . . . . . . . . 61
4.77 Can I Group Items Printed On My Cook’s Printers To Aid In Timely Cooking?. . . . . . . . . . . . . . . . . 61
4.78 Is There a W ay To Easily Change My Item Menu Definitions?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
4.79 Should Gift Certificates Be Marked As Taxable Or Non-Taxable?.. . . . . . . . . . . . . . . . . . . . . . . . . . . 62
4.80 Can I Change The Size Of The Text On My Kitchen Printers And On My Receipt Printers?.. . . . . . . 62
4.81 Can I Use a Gift Card To Pay Accounts Receivable?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
4.82 Can I Use Customer Cards To Swipe At The POS Screen?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
4.83 Does The Software Support any Customer Loyalty Programs?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
4.84 Does The Software Allow You Enter Quantities For Menu Items?. . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
4.85 Can I Disable The Quick Sale Button In The POS Screen?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
4.86 Can I Prevent a Server From Clocking Out W hile Still having Open Tables?.. . . . . . . . . . . . . . . . . . . 63
4.87 Can I Print Prices On The Cook’s Ticket?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
4.88 Can I Require a Password To Change Gratuity In The Misc POS Screen?. . . . . . . . . . . . . . . . . . . . . . 63
4.89 Can I Require a Password To Change Table #s In The Misc POS Screen?. . . . . . . . . . . . . . . . . . . . . . 63
4.90 Can I Require a Password To Merge Tables In The Misc POS Screen?. . . . . . . . . . . . . . . . . . . . . . . . 64
4.91 Can I Print Item Numbers On The Cook’s Ticket?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.92 W hen I Am Out Of a Menu Item Can I Turn The Item Button Off On The POS Screen?.. . . . . . . . . . 64
4.93 Can I Print a Report That Only Shows Items Removed After Being Printed To The Cook’s Printer?. 64
4.94 Can I Return Change W hen a Gift Certificate Is Redeemed?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.95 Can I Arrange Table Buttons To Look Like My Restaurant?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.96 Can The Software W arn Me W hen The “Server In” Button Is Pressed And Current Items Have Not
Been Sent To The Kitchen Printer?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.97 W hat Happens When My Cash Drawer Count Is Off?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.98 Can I Allow Servers To Enter Their Own Tips at Clock Out Time?. . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.99 Can I Do a Payout From My Cash Drawer?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
4.100 Can I Do Cash Drawer Drops?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
4.101 Can I Add To a Gift Card?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
4.102 Can I Get a Drink Lookup Module For Alcoholic Drink Recipes?. . . . . . . . . . . . . . . . . . . . . . . . . . . 65
4.103 Can I Add & Modify Drink Recipes That Are In The Drink Recipe Module?. . . . . . . . . . . . . . . . . . 65
4.104 Can I Show Product Group Quantities Sold On My Daily Sales & Tips Report?. . . . . . . . . . . . . . . . 65
4.105 Can Employees Clock Into The Time Clock W ith Different Jobs At Different Rates?. . . . . . . . . . . . 65
4.106 Can I Enter Customer Preferences And View Them The Next Time The Customer Comes In?. . . . . 65
4.107 Can I Temporarily Disable a Menu Button W hen W e Are Out Of An Item?. . . . . . . . . . . . . . . . . . . 65
4.108 Can I Swipe a Customer Credit Card and Run a Tab For The Customer?. . . . . . . . . . . . . . . . . . . . . . 65
4.109 In The Select Table Screen Can I List My Active Tables By Table Name Instead Of Number?.. . . . 66
4.110 Can I Track Special Dates For Customers i.e. Birth Dates ?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
4.111 Does The Software Have Default Alcoholic Drinks That I Can Add To My Menus?. . . . . . . . . . . . . 66
4.112 Can I Print All Employee Totals On One Daily Sales And Tips Report?. . . . . . . . . . . . . . . . . . . . . . 66
4.113 Can I Charge Employees For Credit Card Charges That Result From Tips?. . . . . . . . . . . . . . . . . . . . 66

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Chapter 4
Getting Started

4.114 Can I Transfer An Order From The Restaurant POS To The Touch POS?. . . . . . . . . . . . . . . . . . . . . 66
4.115 Can I Look Up Customers W ho Have Given Us Bad Checks?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
4.116 Can I Color And Order The Buttons On My Custom Sides Lists?.. . . . . . . . . . . . . . . . . . . . . . . . . . . 66
4.117 Can I Charge a Service Fee For Special Situations?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
4.118 Can I Reassign Buttons On The POS Screen To Buttons W e Use More Often?. . . . . . . . . . . . . . . . . 67
4.119 Can I Hold Items and Fire Other Items To The Cook?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
4.120 Can I Print a report Showing Cash Drawer Pay outs?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
4.121 Can The Software Create a Quick Sale Automatically W hen The Last Sale Ends?.. . . . . . . . . . . . . . 67
4.122 Can Removed Items Be Printed At The Cooks Printer?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
4.123 Can The System Prompt For a Remove Reason W hen An Item Is Removed From An Order?. . . . . . 67
4.124 When Taking Orders By Seat Number Is There a Bump To Next Seat Button?. . . . . . . . . . . . . . . . . 67
4.125 Can I Use Hand Held PC Computers To Order At The Tables?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
4.126 Can I Set a Maximum Number Of Sides That Can Be Selected From a Sides List?. . . . . . . . . . . . . . 67
4.127 Can I View Customer Pictures By Scanning a Customer Card?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
4.128 Can I Prevent an Employee From Logging Into the Time Clock Before His or Her Scheduled Time?.6 8
4.129 Can I Require a Password To Remove Items After the Receipt Has Been Printed?. . . . . . . . . . . . . . 68
4.130 Can I Assign a Negative Price To a Side List Item or Custom Side List Item?. . . . . . . . . . . . . . . . . . 68
4.131 Do Member Orders W ith Special Member Pricing Appear Any Differently On The POS Screen?. . 68
4.132 Can The Software W arn The Server W hen Fewer Drinks Than Guests Have Been Ordered?. . . . . . 68
4.133 Can I Store Driver’s License Numbers For Each POS Transaction?. . . . . . . . . . . . . . . . . . . . . . . . . . 68
4.134 Can I print a confirmation receipt on credit card transactions?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
4.135 How can I see a list of my employees clock-ins/clock-outs, sales, tips, etc.?. . . . . . . . . . . . . . . . . . . 68
4.136 Can I include tax in my product price and still track my tax(i.e. all draft beers are 2.50 tax included)?6.8
4.137 How can I see my total ‘on account’ sales?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
4.138 W hat can my servers use the server cards for?.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
4.139 Can I set the system to log my servers off automatically?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
4.140 Is there a way to require a password to transfer a table?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
4.141 Can I require a minimum sale amount to charge a credit card?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
4.142 Can I print a report to track my hourly sales?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
4.143 Is there a report that will tell me what my sales are based on payment type?. . . . . . . . . . . . . . . . . . . 69

40
4 Getting Started
4.1 How To Define Employees
To define your employees select the “Define Employee” button on the Restaurant Manager Menu. You get to this screen by
selecting the “Restaurant System” button from the opening screen and then selecting the Manager Functions button. You
will need to assign an employee number, last name, first name, sales person ID, and address information. If you are going to
use this software to run payroll you will need to enter the social security number, exemptions, tax status and pay rates.
W hen you assign employee numbers to employees make them numbers like 1,2,3,4,5 etc. so that they can be easily entered
using the numeric pad on the touch screen. Also, make the salesperson ID the same as the employee number.

4.2 How To Define Products


Next define all the items (Products) that you will put on your menus i.e. Sirloin Stake, Tacos, House Salad etc.. All
products that you sell in your restaurant, or in your gift shop or that you order from your vendors must be defined in your
product file. This might seem like a lot of work but the products you define will be used to process vendor orders, inventory
management, sales reporting, menu definitions etc.. The costs assigned to these items will aid you in obtaining accurate
food costs. The description you enter for each Product will appear on your customer receipts.

There are several fields on the product definition screen that you will not be using in your Restaurant System. Those fields
are used in the Business System for traditional sales. The fields that you must define for the Restaurant System are the
product id (SKU), the description, the product type (this is needed for food cost reports-use the F8 key for a pick list), the
unit of measure, the cost, price 1(Dine In) and price 2 (Dine Out), shelf life if you intend to track inventory shelf life.

On hand inventory quantities can be entered at the time you define a product, but after all inventory quantities must be
entered into inventory management or into receiving when product is received from your vendor. The costs assigned to
these inventory items must be accurate. These costs are used for food cost reports and to calculate cost of goods when the
product is sold. If you adjust inventory for lost merchandise you should also adjust your general ledger accounts (inventory
and cost of goods sold) by doing a journal entry. Postings to inventory and cost of goods automatically occur when you sell
product in the restaurant system (at the time you post restaurant sells) or when you sell items in the business system (at the
time of the sell).

4.3 How To Define a Vegetable List


To define this list select the “Restaurant System” button on the main menu. Then select the “Manager Functions” button.
Then select the Define “Vegetable List” button. W hen you select the add button you will have a screen presented to you
that has a product id field, 3 description fields, and a vegetable name field. You can press F8 while in the product id field
to see and pick a product that you have previously defined. After pressing F8, find the product you want added to the list
you are creating and press enter. This will bring the product information back to the screen. Then enter the text that you
want assigned to this item into the “Vegetable Name” field (i.e. mixed vegetables). To see all the items you have assigned
to a list select the view list button or the print list button. Items appear on the list in alphabetical order by default. If items
on your list need to appear in some other order, select the Assign Item Order button. To correctly reassign the order of your
list assign numbers like “001" or “010" not “1" or “10". This will give you the correct alphabetical order.

4.4 How To Define a Soup/Salad List


To define this list select the “Restaurant System” button on the main menu. Then select the ”Manager Functions” button.
Then select the “Define Soup/Salad List” button. W hen you select the add button you will have a screen presented to you
that has a product id field, 3 description fields, and a soup/salad name field. You can press F8 while in the product id field
to see and pick a product that you have previously defined. After pressing F8, find the product you want added to the list
you are creating and press enter. This will bring the product information back to the screen. Then enter the text that you
want assigned to this item into the “Soup/Salad Name” field (i.e. garden salad). To see all the items you have assigned to a
list select the view list button or the print list button. Items appear on the list in alphabetical order by default. If items on
your list need to appear in some other order, select the Assign Item Order button. To correctly reassign the order of your
list assign numbers like “001" or “010" not “1" or “10". This will give you the correct alphabetical order.

41
4.5 How To Define a Dressing List
To define this list select the “Restaurant System” button on the main menu. Then select the “Manager Functions” button.
Then select the “Define Dressing List” button. W hen you select the add button you will have a screen presented to you that
has a product id field, 3 description fields, and a dressing name field. You can press F8 while in the product id field to see
and pick a product that you have previously defined. After pressing F8, find the product you want added to the list you are
creating and press enter. This will bring the product information back to the screen. Then enter the text that you want
assigned to this item into the “Dressing Name” field (i.e. blue cheese). To see all the items you have assigned to a list
select the view list button or the print list button. Items appear on the list in alphabetical order by default. If items on your
list need to appear in some other order, select the Assign Item Order button. To correctly reassign the order of your list
assign numbers like “001" or “010" not “1" or “10". This will give you the correct alphabetical order.

4.6 How To Define a Potato List


To define this list select the “Restaurant System” button on the main menu. Then select the “Manager Functions” button.
Then select the “Define Potato List” button. W hen you select the add button you will have a screen presented to you that
has a product id field, 3 description fields, and a potato name field. You can press F8 while in the product id field to see
and pick a product that you have previously defined. After pressing F8, find the product you want added to the list you are
creating and press enter. This will bring the product information back to the screen. Then enter the text that you want
assigned to this item into the “Potato Name” field (i.e. baked potato). To see all the items you have assigned to a list select
the view list button or the print list button. Items appear on the list in alphabetical order by default. If items on your list
need to appear in some other order, select the Assign Item Order button. To correctly reassign the order of your list assign
numbers like “001" or “010" not “1" or “10". This will give you the correct alphabetical order.

4.7 How To Define Cooking Instructions


To define cooking instructions select the “Restaurant System” button on the main menu. Then select the “Manager
Functions” button. Then select the “Define Cooking Instructions” button. Then simply enter the text for each instruction
(i.e. “Medium Rare”). The cooking instructions appear in alphabetical order.

4.8 How To Define M ixing M odifiers


To define mixing modifiers select the “Restaurant System” button on the main menu. Then select the “Manager Functions”
button. Then select the “Define Mixing Modifiers” button. Then simply enter the text for each mixer (i.e. “diet coke”).
The mixers appear in alphabetical order.

4.9 How To Define Special Notes


To define special notes select the “Restaurant System” button on the main menu. Then select the “Manager Functions”
button. Then select the “Define Special Notes” button. Then simply enter the text for the notes (i.e. “lite on the ice”). The
notes appear in alphabetical order.

4.10 How To Define Custom Side Lists


For some entree items it is difficult to use the standard sides definitions (soups, salads, vegetables etc.). For these items you
may need a custom list of sides. For example, if you sell gourmet hamburgers you may want a list of sides for each type of
burger (i.e. gourmet mustard etc.). This custom sides feature allows you to create a unique list of sides for any item on the
menu. To create a custom sides list select the “Restaurant System” button on the main menu. Then select the “Manager
Functions” button. Then select the “Item Custom Sides” button. At this point you enter the product id of the item that
needs custom sides and you enter the product ids for each of the sides. If you want to start with a list of custom sides you
have already entered (for another item) enter the product id of the item you have already defined in the field “Copy List
From Another Item”. The custom sides for that item will appear on the definition screen. This will help speed up the
process of creating custom sides for a large number of items.

After entering the product id for each item you enter the text that you want to appear on the button when the custom sides
list is displayed. For example, if you are adding “Dill Pickles” to a custom sides list you would enter the product id for dill
pickles and then you would type “Dill Pickles” into the button text field. Then if you were charging extra for dill pickles
you would enter the price into the “Price” field. Last, if you want “Dill Pickles” to print on the customer’s receipt you
would enter “Y” into the field “Print On Receipt”.

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Chapter 4 - Getting Started

If a custom sides list has been defined for an entree that list will appear any time a server selects that entree from a menu.

4.11 How To Define Recipes


If you are seriously committed to tracking inventory, you need to use entree recipes and sides recipes. Recipes allow you to
define items that need to be pulled from inventory when an entree is sold. Typically, these would be items like 8oz Sirloin,
mixed vegetables, cheese, olives, garnishments, bread, spices etc.. First, these items need to be defined as products. The
unit of measure assigned to them needs to be small enough to allow practical assignments in the recipes and also needs to
be a practical unit for ordering the item. For example, if milk was part of the recipe its unit of measure in its product
definition should be some reasonable unit like gallon, so that you can specify .25 for 1/4 gallon in your recipe and still order
milk from your vendor in gallons. The items defined for a recipe are automatically removed from inventory when you post
your daily sales.

To define recipes select the “Restaurant System” button on the main menu. Then select the “Manager Functions” button.
Then select the “Define Recipes” button. Select add to begin adding items to a recipe. After selecting add you will need to
enter the product id and quantity of each item used in the recipe. Press F3 when you have finished adding items to the
recipe.

4.12 How To Assign Your Own M enu Names


To assign your own menu names to menus select the “Restaurant System” button on the main menu. Then select the
“Manager Functions” button. Then select the “Assign Menu Names” button. On the screen that is displayed you can assign
your own names to the menu tabs. Enter your new name in the field called “Your M enu Name”. You can not change these
names when you have open tables or if you have not posted your closed tables. Our software uses the multiple language
support found in your operating system i.e. W indow 98. To use multiple languages you must first learn how to configure
your operating system to use an alternate language. Then you can define your menus in that language.

4.13 How To Assign Items To Your M enus


Before assigning items to the various menus (i.e. appetizer, dinner, lunch, breakfast, liquor, sides and extras), you must
define each item in the product definition screen. You must also define the sides (soups/salads, vegetables, custom items
lists, recipes and the potato list), that can be selected and added to an entree. W hen your products, and sides have been
defined you can assign each product to one or more menus.

To assign items to your menus select the “Restaurant System” button on the main menu. Then select the “Manager
Functions” button. Then select the “Define Menu Items” button. The first field in the menu item screen is the ‘product
code(sku)’ field. Here you enter the sku of the product you are adding to the menu. If you can not remember the sku you
can press F8 and get a pick list of all defined products (items). After entering the sku you will be in the ‘Select Menu’ field.
Again, you can press F8 and get a pick list of the valid menus. After entering the menu you will need to key in the text you
want to appear on the button i.e. “Roast Beef” for the menu you have assigned the item to i.e. “Dinner Menu”. You can
enter two lines of text, in any language, for the button, each 10 characters long i.e. ‘Roast’ in the top line and ‘Beef’ in the
bottom line for a button that will be shown as ‘Roast Beef’.

After assigning the button text, you need to assign any sides lists that are needed when this item is selected at point of sale
time (i.e. Soup/Salad, Vegetable etc.). If a side list is not needed for an item mark that list with ‘N’. If a list is marked with
‘Y’ it will automatically appear when the item is selected. Sides are printed on the cooks ticket with the item.

The menu item screen also has a cooking instructions field. If the item you are defining requires cooking instructions then
mark this field with ‘Y’. W hen the server enters this item for a customer a list of cooking instructions will pop up and the
server will select the correct cooking instructions i.e. medium, well, over easy etc. These instructions print on the cooks
ticket with the item.

There are 5 cook’s printers and 1 expediter printer that can be assigned to each item. Usually, an item is assigned to only

43
one cooks printer. Occasionally, an item will need to go to two different cooks printers (part of the order is prepared by one
cook and part by another). When this situation occurs, you can assign multiple cook’s printers to one item.

Items appear on the menus in alphabetical order by default. If items on your menus need to appear in some other order,
select the “Assign Menu Item Order” button. To correctly reassign the order of your items assign numbers like “001" or
“010" not “1" or “10". This will give you the correct alphabetical order.

4.14 How To Process Sales And Clock a Server In And Out


To enter restaurant sales the employee must first clock in. To clock the server in select the “Restaurant System” button on
the main menu. Then select the “Server Clock In Clock Out” button. Then select the “Employee Log In Button” and enter
the employee number.

After clocking in, the employee can press the restaurant sales button to enter the restaurant sales menu. W hen the
employer/server logs in to the POS system the sales screen shows all the active tables that are being worked by that server.
The highlighted table is the active table. The server can add an order by pressing the table button. Once a order is
highlighted the employee can select any of the menus and select items from those menus. If the item selected requires a
custom side, a soup, a salad, a potato, a vegetable or requires cooking instructions the appropriate defined selection screen
will pop up and the employee will select what the customer has ordered. The employee can go back and forth between the
sides lists until he/she is satisfied that the correct sides have been selected and then press the “Item Done” button. If the
employee realizes he/she has made a mistake after finishing with the lists for an item, the employee must press the delete
item button and delete the item that is wrong and then add the item back.

The employee can print customer receipts, or cook’s tickets at any time. The cook’s ticket contains all the items selected
for an order and the sides and cooking instructions that go with the items. The employee can comp items or the entire
order. If the manager password is active the employee will need a password to comp or remove an item unless the
password requirement has been turned off in miscellaneous definitions. An table can be closed by accepting cash, credit
card, or check. Authorization numbers for credit cards can be obtained by using a separate bank credit card machine or the
integrated credit card processing.

W hen the server finishes for the day he/she will print the Daily Sales And Tips report. That report contains the information
necessary to properly cash out with the restaurant manager. After the manager has reviewed the server’s sales report and
has received the correct cash from the server, the manage will approve the server for clock out. Until approved for clock
out the server will be unable to clock out unless the approval requirement has been turned off in miscellaneous definitions.
To approve the employee for clock out select the “Restaurant System” button on the main menu. Then select the “Manager
Functions” button. Then select the “Approve Server Clock Out” button. Enter the employee number to approve the
employee for clock out.

To clock out the server needs to select the “Restaurant System” button on the main menu. Then select the “Server Clock In
Clock Out” button. Then select the “Employee Log Out Button” and enter the employee number.

4.15 How To Cash Out An Order


W hen your guests have finished their meal print a sales receipt by selecting the “Print Receipt” button on the restaurant
sales screen. Take this receipt to your guests. If your guest pays with cash or check select the “Close Table” button on the
restaurant sales screen. If your guest pays a tip enter the tip amount on the numeric key pad and press the “Tip” button. If
your guest pays the exact amount using check or cash, select the “Exact Check” or the “Exact Cash” button. Then select the
“Close Guest” button to complete the close out for this guest. If your guest gives you $50.00 for a $40.00 dollar meal, key
the $50.00 into the numeric key pad and press the “Cash” or “Check” button. Then select the “Close Guest” button to
complete the close out for this guest.

If your guest pays with a credit card select the “Close Table” button on the restaurant sales screen. If your guest pays a tip
enter the tip amount on the numeric key pad and press the “Tip” button. Then, select the “Exact Card” button. Then select
the “Close Guest” button to complete the close out for this guest.

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Chapter 4 - Getting Started

W ith this software customer’s meals can be put on account. To do this, the first thing you need to do, is to enable on
account orders. To do this you need to go to the “Manager” menu and select the “Miscellaneous Definitions” button. The
put a ‘Y’ in the “Enable On Account” field. On the “Close Table” screen, when you are cashing out an on account guest,
enter the guest’s account number using the numeric key pad and then select the “On Account” button. Then select the
“Close Guest” button to complete the close out for this guest. To receive payments or print statements for these meals go to
the business system side of the software and select the “Accounts Receivable” button. Refer to the business manual for
detailed information on Accounts Receivable.

Credit cards can be processed using an external bank terminal or through this software. Bank terminals are typically leased
from a local bank for a small monthly fee (approx. $40.00/month). If you want to process credit cards through this software
you need to purchase the on line bank processing software. Call Business Software Solution for pricing.

To process credit cards through this software, the first thing you need to do, is to enable on line credit card processing. To
do this you need to go to the ‘Business System’, select the “Definitions” button. In the Definitions Menu, select “Credit
Card Processing and put a ‘Y’ in the “Enable On Line Credit Card Processing” field. On the “Close Table” screen, when
you are cashing out a credit card guest, select the “Pre-approve Card” button and scan the card or manually enter the card
data. A credit card guest receipt will be printed. Take this receipt to the guest for his/her signature. After the customer
has entered the tip and signed the receipt go back to the Close Table screen, enter the tip and select the “Close Guest”
button to complete the close out for this guest.

4.16 How To Assign Sales Tax Rates


W hen customers are defined, they are given a sales tax table number. That table number corresponds to a sales tax rate. All
customers given the same table number will have the same sales tax rate. Some customers are automatically created i.e.
DINEIN, and DINEOUT and are assigned to sales tax table #1. However, you will need to assign the rate to sales tax table
#1. To assign a rate to a tax table select the “Business System” button on the main menu. Then select the “Definitions”
button. Then select the “Sales Tax Table” button. On the screen that is displayed you can assign the tax rates to the table
numbers. The numbers entered represent the percent of sales tax. For example, enter 6.125 for a 6.125% tax rate.
Remember the table number associated with the tax rate. You will need it when you define new customers. To change a
sales tax rate for a group of customers change the rate in the tax table. If you have customers that are “On Account”
customers you will need to create a customer record for them and assign them to a sales tax table (probably sales tax table
#1).

4.17 How To Assign Employee Passwords


To prevent unauthorized personal for entering the accounting system or the manager screens you will want to go to the
accounting definition screen and set up a password system.

To set up passwords select the “Business System” button on the main menu. Then select the “Definitions” button. Then
select the “Passwords For M odules” button. On the screen that is displayed you should select the “Activate Module
Passwords” button. The modules you want password protected must be ’Enabled’ in the ‘Activate Module Password’
screen. Enter “ENABLED” for each module you want protected. Leave the enabled field blank to allow entry to the
module without a password. The modules you can enable are Restaurant Manager Functions, Accounts Receivable,
Accounts Payable, General Ledger, Customer Orders, Vendor Orders, Product Receiving, Employee Records, Inventory
Management, Definitions, Reports, System Tools, and Browse Databases.

Next, go back into the define passwords system and select the “Assign Modules To Users” button. Key in the employee id
number and enter a ‘Y’ next to each module that you want the employee to be able to enter. If the module is enabled for
passwords, the user will be required to enter his/her password to get into the module.

W henever, a user enters his/her password to enter a module the date and time the module was entered and the employee
number are logged to a log in file. This file can be viewed and will show each log in for each module. To view the login

45
file select the “View Employee Logins” button from the password definition menu.

Last, Employees create their own passwords by selecting ‘Assign Passwords’ on the System Tools drop down Menu. To
get to the system tools drop down menu select the “Business System” button on the main menu. Then select the System
Tools option at the top of the screen. Then select the “Assign Passwords” option. Enter your employee number and then
enter your password.

4.18 How To Assign Sales Tax Rates For Different Local Laws
Different communities have different laws with respect to sales tax. Sometimes sales tax rates differ based on product type,
some taxes differ based on where the product is consumed, and some differ depending on where the item is purchased
within the restaurant.

If your local laws require you to charge sales tax on all items and the rate is the same for all products with no regard to
where they are consumed then follow these directions. W hen you define your products enter a ‘Y’ in the “Taxable” field
and enter a ‘Y’ in the “Tax Dine In” and the “Tax Dine Out” fields. These are the defaults when new products are added.

If your local laws require you to charge sales tax but only on dine out items then follow these directions. W hen you define
your products enter a ‘Y’ in the “Taxable” field and enter a ‘N’ in the “Tax Dine In” field and enter a ‘Y’ in the “Tax Dine
Out” field.

If your local laws require you to charge sales tax on all items but the tax is a different rate for some items (i.e. alcohol) then
follow these directions. W hen you define your products enter a ‘Y’ in the “Taxable” field and enter a ‘Y’ in the “Tax Dine
In” field and enter a ‘Y’ in the “Tax Dine Out” field. Then enter the unique tax rate in the “Unique Tax Rate” field. W hen
this item is sold the sales tax will be calculated using the unique tax rate.

If your local laws require you to charge sales tax on all items but the tax on the same item is a different rate when purchased
at the bar (i.e. alcohol) then follow these directions. Make sure the computer at the bar has a data file “PRINTER.DBF” in
the c:\bpa folder. If it does not have a technician copy this file from the server to the computer at the bar. Then, go to the
“M anager M enu” and select the “Miscellaneous Definitions” button. Find the field “Enable Product Bar Tax For This
Station” and enter a ‘Y’. Now, whenever you define a product that needs to be taxed at the bar sales tax rate enter that rate
into the “Bar Tax%” field. From this point on, when that item is purchased at the bar its sales tax will be calculated at the
Bar Tax rate.

4.19 How To Assign Your Own Side List Names


To assign your own side list names to the vegetable, potato, salad/soup, and dressing lists select the “Restaurant System”
button on the main menu. Then select the “Manager Functions” button. Then select the “Assign Side List Names” button.
On the screen that is displayed you can assign your own names to the sides lists. Enter your new name in the field called
“Your List Name”. You can not change these names when you have open tables or if you have not posted your closed
tables. Our software uses the multiple language support found in your operating system i.e.. Windows 98. To use multiple
languages you must first learn how to configure your operating system to use an alternate language. Then you can define
your menus in that language.

4.20 How To Allow Item Removal Until An Item Has Been Printed At the Cook’s Printer
To allow item removal without a password until the order has been printed to the cook’s printer select the “Restaurant
System” button on the main menu. Then select the “Manager Functions” button. Then select the “Miscellaneous
Definitions” button. On the miscellaneous definitions screen in the field “Allow Item Removal W ithout Password Until
Item Has Been Printed At Cooks Printer” enter a ‘Y’. Now, after an order has been printed to a cook’s printer the server
will need a manager password to remove or delete an item or an entire order.

4.21 How To Assign Prices At the Time An Item Is Ordered On The POS Screen
To allow an item to be assigned a custom price at the time the item is ordered on the POS screen, select the “Restaurant
System” button on the main menu. Then select the “Manager Functions” button. Then select the “Define Menu Items”

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Chapter 4 - Getting Started

button. W hen you are adding a menu item or modifying a menu item you can place a ‘Y’ into the “Allow Custom Price”
field. This causes a screen to pop up when this item is sold at the POS screen. On this screen you can key in the custom
price. As an example, you might use this function if you were selling lobster and charging different prices based on the
weight of the lobster.

4.22 How To Assigning a Cash Drawer Number To a Server Station And Close a Cash Drawer
To Assign a Cash Drawer Number To a Server Station, select the “Restaurant System” button on the main menu. Then
select the “Manager Functions” button. Then select the “Miscellaneous Definitions” button. In the field “Assign Terminal
Cash Drawer (01-20)” enter the number of this cash drawer. This number needs to be unique, meaning that no other cash
drawer can have this number. From this point on all sales at this station will be assigned to the cash drawer number you
entered. W hen you are ready to count your cash drawer select the button “Close Cash Drawer” found on the manager
menu. On the screen that appears you will enter “Beginning Cash” which is the cash you started with in this cash drawer
before any sales. You will then count the money in the drawer. You will count pennies, nickels, dimes, quarters, dollars,
5s, 10s, 20s, 50s and 100s. The software will then show you the total that should be in the drawer and any discrepancy.
Then the software will allow you to print a cash drawer audit report showing sales totals, counts and discrepancies. The
software will then ask you if you are ready to CLOSE and CLEAR the cash drawer. If you clear the cash drawer, you need
to remove the extra cash leaving only the starting cash for the drawer. The drawer can be closed as often as needed.

4.23 How Do I Run M anually W ith Hand W ritten Tickets


Some restaurants do not want to use a point of sale computer screen to enter in their orders, print receipts etc.. These
restaurants usually hand write their tickets and then use a business/inventory system to record their purchases, manage
inventory and record sales. Our restaurant software allows you to manage your restaurant in this manual mode. One
advantage you have with our restaurant software is that you can run in the manual mode for as long as you wish and at any
time switch to computer entry of sales using touch screen monitors without changing software packages or re-defining your
items. All you have to do is call us and for a small fee we will enable the point of sale portion of your current restaurant
system.

To control your restaurant and manage your food costs effectively you will eventually need to order products from your
vendors using the “Vendor Order Functions” of the software. Those products will need to be received into inventory using
the “Product Receiving Functions”. You will need to process your sales through the “Manual Entry Of Daily Sales”
function. Using these functions will give you a perpetual record of your inventory and food costs based on what was sold.
However, this perpetual inventory will not be accurate nor will the food costs be right, especially for a restaurant. To get a
true picture of your inventory and your food costs you will need to do a monthly periodic inventory. The perpetual
inventory can then be compared to the periodic inventory showing discrepancies for each item. Then you can begin to
address the problems in your restaurant that caused these two inventory methods to vary. For example, food waste,
inaccurate food recipes, product aging, improper order taking, theft etc..

To us the “Manual Entry Of Daily Sales Function” you will need to collect the sales data you will be entering into the
system. You will need the quantity sold for each item and the total paid for the items you are entering. If you want to track
guest counts and sales per guest you will need to know how many guests you served. The data you are collecting is usually
for one day. However, it can be for any time period you desire including multiple times in a day. To collect your data print
a “Product Sales W ork Sheet”. Use this as a worksheet to collect your data. Then to enter your data select the “Manual
Entry Of Daily Sales” button on the Manager M enu. You will then enter the date for the sales, the guest count (optional)
and the sales tax collected for the sales you are entering.

At this point you will be presented with a screen of your defined product items similar to your worksheet. Transfer your
sales data to the screen entering the quantity sold for each item. When you enter the quantity sold the system will calculate
the total paid for each item using the defined default price. If the total paid is correct simply go to the next item and enter
it’s quantity. If the total paid is not right change it to the correct total.

47
W hen you have entered all your data press F3 to continue. Next the system will ask you if you are ready to post your sales.
W hen you post these sales the data you have entered will be posted to your general ledger (Sales, Cost of Goods, Sales Tax,
Bank Account, and Inventory) and physical inventory will be adjusted for the sales. The data will also be posted to your
sales data files so that sales reports (daily, monthly, yearly etc.) can be printed.

For restaurants who are writing hand tickets for customer orders, it is important to use this function to record sales and
process inventory. This is the only way that the system can get the data it needs to compare what you have sold with what
you have purchased to help you control your recipes, waste and shrinkage. In other words, what you sell and what you
purchase should match but they will not, especially in a restaurant. You will need help in determining how accurate you
recipes are and how much food is being lost. You will also need to complete your periodic monthly inventories to help the
system give you this information.

4.24 How To M anage Inventory And Reduce W aste


This business system allows you to define products, order products from your vendors, receive product into inventory and
sell product to your customers, which removes product from inventory. This cycle is referred to a “Perpetual Inventory”.
An inventory report printed at the end of the month using only the Perpetual Method will be accurate if no food was lost,
and all recipes are accurate.

However, this is never the case, so typically, at the end of a month a restaurant will count all it’s inventory. During the next
month the restaurant will receive product from its vendors. Then at the end of the month the restaurant will count all it’s
inventory again. This is referred to as a “Periodic inventory”. If you add the products purchased to the first inventory and
subtract the last inventory you get exactly what was used in your restaurant. If you then compare these numbers to your
Perpetual Inventory you will know how well you are doing at running the restaurant, at least as far as inventory and food
costs go. There are several things that will cause your numbers to be off. Food waste should be examined. Recipes need to
be checked for accuracy. Employees may be removing or eating food items. A big problem may be the way you sell your
food. If you have a substitution charge for an item but you can not track that substitution in your food recipe you will have
created 2 food inventory problems (the item substituted for and the substitute item will both be wrong in inventory). To
check your perpetual inventory against your periodic inventory you must order all your product through your vendors and
receive it into inventory. If you run to the store for a loaf of bread you must create a vendor order and receive that item into
inventory or it will not be part of your perpetual inventory. Once you are creating vendor orders and receiving all of your
orders into inventory to can check the accuracy of your inventory by doing the following.

First, select “Print Inventory Cycle Count Report” from the restaurant inventory menu. Use this report for counting
inventory. This count is a periodic cycle count and will be used to adjust inventory. The report has a column for quantity
counted and a column for the difference between what the software thinks is in inventory and what you counted. This
column represents the adjustment to inventory that will need to be made to make inventory accurate.

Second, select “Enter Cycle Count Adjustments” from the restaurant inventory menu. Use this function to enter the
adjustments to inventory that you entered on your cycle count report. After you have entered these adjustments you will
need to post them to actually apply them to physical inventory and to the General Ledger Inventory account.

Next, select “Print Inventory Discrepancy Report” from the restaurant inventory menu. Use this function to print a report
showing the inventory discrepancies that you have entered into the system from your inventory cycle count report. After
you have reviewed these adjustments you will need to post them to actually apply them to physical inventory and to the
General Ledger Inventory account.

Then, select “Post Inventory Cycle Count Changes” from the restaurant inventory menu. Use this function to post the
changes you have entered to physical inventory and to the General Ledger Inventory and Cost Of Goods accounts. If you
have lost inventory your G/L inventory account will be reduced and your Cost Of Goods account will be increased.
Last, select “Print Perpetual Vs Periodic Inventory Discrepancies Report” from the restaurant inventory menu. Use this
function to compare your Periodic counts to your Perpetual inventory. This report will help you identify inventory
problems you have in your restaurant. The report shows the 1st count, and the 2 nd Count and what was purchased between
the two counts. It shows what was Sold between the two counts. It shows what was wasted between the two counts. It

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Chapter 4 - Getting Started

shows what the computer says should have been on hand and it shows the difference/variance. The difference represents
the difference between what the computer thought was on hand and what the physical count shows was on hand. Use this
information to improve your food cost controls.

4.25 How Do I Order Product From M y Vendors


All vendors that you order from must be defined before you can order product from them. To define your vendors select
“Business System” on the main menu. Then select the “Definitions” button. Then select “Define Vendors” and enter data
for each of your vendors.

Next, all product ordered from a vendor must first be defined to the business system. This is accomplished by selecting the
“Product Definition” button on the “Restaurant Manager Screen” or on the Business Systems definition screen. After you
have defined your products and vendors you can order products by selecting the “Business System” button on the main
screen. Then select “Vendor Orders” and select the add option. Then enter the vendor number for your vendor or use the
F8 pick list to pick the correct vendor. Then enter the products you want to order from the vendor. If you change the price
field in vendor order it updates the price field in the product record automatically. If you change the cost field it only
affects this vendor order and does not change the cost field in the product data base. W hen the product arrives from the
vendor the cost you enter here will be stored in the inventory record and will become cost of goods sold when the product is
sold. Once you have created a vendor order and printed it, you can refer to it while making a telephone order or you can
fax a copy of it to your vendor.

If you select the "AUTO REORDER" option (for all vendors or for a single vendor) the system will look at each product.
If the product has a reorder vendor assigned to it (reorder vendors can be assigned to each product when the product is
defined) and if the quantity on hand is less than the reorder level, the system will order enough of the product to bring the
on hand quantity up to the maximum level you defined when you defined the product. The system will print vendor orders
for all the products that were automatically ordered.

4.26 How Do I Receive Product Into Inventory


It is important that you receive all inventory into your system using the “Product Receiving” module. This is important so
that you can have accurate inventory counts and accurate inventory costs. This will allow you to print reports later that
show you how accurate your food recipes are and how much food waste and loss you have.

Before you can receive product in product receiving, you must create a vendor order on your computer and then when the
product arrives you can receive the product through the “Product Receiving” module. The receiving process involves
telling the system what you received and where you stored it. If you are not using storage locations you may leave that field
blank. Receiving product also allows you to find aging inventory using the product aging report since received product has
a receiving date assigned to it. If the locations and quantities displayed for an order are correct all you need to do is press
F3 to store received product in inventory.

If you change the price field in receiving it updates the price field in the product record automatically. If you change the
cost field it only affects the cost associated with this order and does not change the cost field in the product data base.
However, the cost you enter here will be stored in the inventory record and will become cost of goods sold when the
product is sold.

If you received a partial shipment it is difficult to know when or if the rest of the shipment will be coming. It may come
with a future shipment. For this reason, when a partial shipment is received and posted the vendor order is closed even if
you marked some product as being back ordered. To receive product that has been put on back order use the back order
pick list on the receiving screen. Otherwise, to receive the additional product a new order can be created at the vendor
order screen or you may enter the received product at the bottom of the receiving screen of another valid order from the
same vendor. Product which was not ordered but was received can also be entered in this manner. You do not have to

49
create an additional vendor order for it. However, if you put product on the bottom of a receipt for the wrong vendor your
printed receiving report will show that the product came from the wrong vendor.

To receive a product that was previously Back Ordered, press F4 in the order number field. A list of the back ordered items
will appear for you to pick from. You may receive all the items now or leave some on back order.

4.27 How do I Allow Employees To Clock Out W ithout M anager Approval


If you have employees that do not need to check with the manager before clocking out, this function will allow you to do
that. To enable this function select “Business System” on the main menu. Then select the “Manager Functions” button.
Then Select the “Define Employees” button. In the employee definition screen you can enter a ‘Y’ in the field “Allow Non-
approved Clock Outs” and that employee will not have to get approval from the manager before clocking out. You do not
need to use this function if you are not requiring any of your employees to get approval from the manager before clocking
out. You can simply go to the miscellaneous definitions screen and enter a ‘N’ in the field “Allow Manager OK For
Employee Clock Out”.

4.28 How Do I Assign Seat Numbers To The Items Ordered At a Table


Some restaurants want to assign seat numbers to items ordered as the orders are entered into the POS systems. This allows
expediters/servers to serve the correct items to the right guests. The seat numbers are printed on the cooks ticket next to
each item. To use seat numbers, simply press the “Seat” button on the POS order screen and select the seat number. Each
item ordered after the seat number has been selected will be assigned to that seat. W hen you have finished entering items
for one seat select the next seat and enter it’s items.

4.29 How Do I Stop Items From Printing At The Receipt Printer W hen I Print M y Cook’s Tickets
If you do not assign an item to a cook’s printer, you can have that item print to the receipt printer when the cook’s tickets
are printed or you can have that item not print at all when you print your cook’s tickets. To select your desired behavior
select “Business System” on the main menu. Then select the “Manager Functions” button. Then Select the “Miscellaneous
Definitions” button. To print unassigned items to the receipt printer, enter a ‘Y’ in the field “Print Cook’s Ticket To
Receipt Printer For Items Not Assigned To a Cook’s Printer”. If this field is marked with an ‘N’ unassigned items will not
get printed when you print your cook’s tickets.

4.30 How Do I Enable the Dine In / Dine Out Option W hen Performing a Quick Sale
If you are a restaurant that uses the “Quick Sale” button to sell items that are served differently depending on whether they
are eaten in or taken out, you may want to enable the “Dine In / Dine Out” option for quick sales. W ith this option enabled
your cooks will know whether to place an item on a plate or in a take out box. The Dine In or Dine Out option will print on
the cook’s ticket. To enable the “Dine In / Dine Out” feature select “Business System” on the main menu. Then select the
“Manager Functions” button. Then Select the “Miscellaneous Definitions” button and enter a ‘Y’ into the field “Prompt
For Dine In / Dine Out On a Quick Sale”.

4.31 How Do I Automatically Print The Cook’s Ticket W hen An Order Is Cashed Out
If you are a restaurant that uses the “Quick Sale” button to sell items and you want the cook’s ticket printed to the kitchen
printer as soon as the customer is cashed out, select “Business System” on the main menu. Then select the “Manager
Functions” button. Then Select the “Miscellaneous Definitions” button and enter a ‘Y’ into the field “Auto Print Cook’s
Ticket W hen Table Is Cashed Out”. This will cause the cook’s ticket to print as soon as the item/items are sold, saving the
time required to press the print cook’s ticket button. Even though this function is used most often with the “Quick Sale”
button, it can be used with all table orders.

4.32 How Do I Print M ore Than One Line Of Description On M y Receipts


W hen you define your products you can enter up to three lines of description for each product. By default only the first line
is printed on the receipt. To cause line 2 to print on the receipt you select the “Miscellaneous Definitions” button and enter
a ‘Y’ into the field “Print 2 nd Line Of Description On The Receipt”. Line 3 is added in the same manner.

4.33 How Do I Exclude Items From Gratuity


Some products sold by restaurants should not be charged with a gratuity. For example, if you purchase a special bottle of

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Chapter 4 - Getting Started

sauce from the restaurant while you are having dinner you would not expect to pay a gratuity on the price of the bottle. To
prevent the gratuity from being charged for a product go to the product definitions screen for that product and enter a ‘Y’
into the field “Exclude From Gratuity”.

4.34 How Do I Exclude Items From M eal Discounts


Some products sold by restaurants should not be discounted when a discount for a meal is given. For example, if you
purchase a gift card from the restaurant while you are having dinner you would not expect to receive a discount on the gift
card even if you received a discount on the meal. To prevent a discount on a product go to the product definitions screen
for that product and enter a ‘Y’ into the field “Exclude From Discount”.

4.35 How Do I Change The Number Of Guests For a Table


If you need to change the number of guests for a table you can do that by selecting the “Misc” button from the POS screen.
On the menu that is presented to you, select the “Change Guest Count” button. Then enter the new number of guests (guest
count). This will become the new guest count for the current table.

4.36 Can Auto Gratuity Be Calculated Prior To M eal Discounts


To maximize gratuity, some restaurants want the gratuity calculated before any discounts are given. To calculate gratuity
before discounts, go to the manager menu and select the button “Miscellaneous Definitions”. Place a ‘Y’ in the field
“Calculate Gratuity Prior To Meal Discounts”.

4.37 How Do I Remove Auto Gratuity From An Order


If you need to remove auto gratuity from an order that would normally get auto gratuity, select the “Misc” button from the
POS screen. On the menu that is presented to you, select the “Remove Auto Gratuity” button. The current table (the
number of the current table is displayed to you) will not be charged auto gratuity.

4.38 How Do I Change The Percent Of Gratuity For a Table


If you need to change the percent of gratuity for a table that qualifies for auto gratuity or if you just want to add gratuity to a
table you can do this by selecting the “Misc” button from the POS screen. On the menu that is presented to you, select the
“Set Gratuity Percent” button. Then enter the percent of gratuity to be charged i.e. 10 is equal to 10 percent. This is the
percent that will be used to calculate gratuity when the receipt is printed and when the customer is cashed out.

4.39 How Do I Change The Table Number W hen The W rong Table Has Been Assigned
If a server assigns the wrong table number to a table and you want to correct it you can do this by selecting the “Misc”
button from the POS screen. On the menu that is presented to you, select the “Change Table Number” button. Then enter
the correct table number. This will correct the bad table number assignment. There is only one problem making the new
assignment. The new table number you enter must not be in use. This would become a problem if for example, table 1 had
been used as table 2 and table 2 had been used as table 1. You would not be able to correct the bad table assignments
because both tables had been assigned incorrectly. To fix this problem you would need to assign one of the tables (1 or 2)
to some fictitious table number. Then both tables could be corrected.

4.40 How Do I Print a Server Daily/W eekly Hours Report Each Time The Server Clocks Out
To print a report on your receipt printer that contains the daily and weekly hours that an employee has worked, go to the
manager menu and select the button “Miscellaneous Definitions”. Place a ‘Y’ in the field “Print Server Time Clock Totals
On Receipt Printer At Clock Out”. Each time an employee clocks out this report will be printed to the default printer on
that work station. You need to make sure that the default printer is a receipt printer because the report has been designed
for a receipt printer. The report will show totals for each day of the week and a total for the week.

4.41 Can I Require a M anager Password Before a Server M anually Opens The Cash Drawer
To require a manager password before a server opens a cash drawer, go to the manager menu and select the button
“M iscellaneous Definitions”. Place a ‘Y’ in the field “Require Manager Password To Manually Open Cash Drawer”.

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Each time a server attempts to open the cash drawer by pressing the “Open Cash Drawer” button on the POS screen a
manager password will have to be entered before the drawer can be opened.

4.42 How Does The Server Review a Table Order Before It Is Sent To The Kitchen
Typically before a server sends an order to the cooking station (prints a cooks ticket), it is important to review the items,
sides, extras etc. that have been entered for that order. If there are mistakes they can be fixed before the items are prepared.
To review an order select the table you are working with and then press the “Review” button on the POS screen. All of the
items, sides and prices for that table will be displayed. If an item is wrong on the order, delete the item and enter it
correctly.

4.43 How Can The M anager See All Of The Open Tables At Once
It is important for a manager to be able to work with any open table, whereas a server can only work with tables that are
assigned to him/her. To enable the manager to select any open table the manager must first go to the restaurant POS screen
and select the “Misc” button. On the miscellaneous functions screen the manager should select the “Enable All Tables”
button. The system will ask for the managers password. W hen the password has been entered correctly, the manage can go
back to the POS screen and press the button “Tables”. The manager will see all tables that are opened and can select any
table that appears on the open tables list.

4.44 How Do I Use The Quick Cash Out Buttons On The POS Screen
The quick cash out buttons on the POS screen can be used when the customer is paying with cash. They are very fast and
are typically used in a bar setting, on a drive through fast food window, or at a station where cash is most often given, as in
a coffee shop. Usually the quick cash buttons are used in conjunction with the quick sale option. A typical scenario would
be; a customer comes to the bar, the quick sale button is pressed, a drink is select from the alcohol menu. The drink came
to $3.50. The customer offers a five dollar bill to pay for the drink. One of the quick cash buttons will say $4.00, one will
say $5.00, one will say $10.00, one will say $20.00 and one will say $50.00. Since the customer offered a five dollar bill
you will press the $5.00 button and the receipt will print. Under these conditions you do not need to go to the more time
consuming “Cash Out” screen. However, if the customer is paying by credit card, or is having the ticket split between
multiple guests, or the cost of the meal is being placed on account, you will need to go to the “Cash Out” screen.

4.45 How Do I Change The Color Of M y M enu Buttons To Group Items By Color
There are fourteen different menus in your restaurant system. The default color for all the buttons on these menus is gray.
It is sometimes helpful to color certain items on you menus with different colors. This makes it easier for your servers to
select the correct items. To select the color for your buttons go to the Managers M enu. Select the “Define Menu Items”
button. Then select “Assign Menu Item Order”. In the assign menu item order screen you can set the order that your items
appear on the screen. You can also select a color for each button.

4.46 How Do I Assign Special Prices For a Specific Day Of The Week
You can assign a different price for each day of the week. This allows you to set up special pricing for any day of the week
i.e. Tuesday half price. This pricing takes precedence over standard dine in and dine out pricing. To set daily pricing go
to the Managers Menu. Select the “Define Products” button. Then select “Add or Modify Product” button. In the product
definition screen you can set a price for each day of the week.

4.47 W hat Prices Have Priority Over Other Prices (i.e. Standard Price vs Delivery Price vs Lunch vs Daily)
If you mark an item as requiring a custom price, that price will be hand entered each time the item is sold and that pricing
takes precedence over all other pricing. Next happy hour, and lunch hour pricing takes precedence. Then pricing for each
day of the week takes precedence. Lastly, dine in and dine out pricing is used. For example, dine in pricing will be used
unless there is a special price for the day of the week i.e. Tuesday. But if you have both a special price for the day of the
week and a Happy Hour price set, the Happy Hour price will take precedence if you are in the period of time that is defined
as Happy Hour.

4.48 How Do I Not Print a Receipt But Still Open The Cash Drawer At Cash Out Time
Often at a Bar Station you will want the cash drawer to open but you will not want a receipt to print. Typically the receipt

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Chapter 4 - Getting Started

is just thrown away. To set up a station in this manner, go to the Manager Menu, Select Miscellaneous Definitions and
select the “Printer” tab. One of the options on this screen allows you to “Not Print The Receipt at Cash Out”.

4.49 How Does Promotional Pricing W ork In The Restaurant POS Software?
Promotional pricing will take precedence over dine in, dine out, lunch hour, happy hour and day of the week pricing.
Promotional pricing basically takes precedence over all pricing except custom pricing (where you enter a price each time
you sell an item). The price is effective based on the start and end dates entered for the promotion. Outside of those dates
standard pricing is used. To define promotions go to the Manager Menu and select define products. One of the options on
the Define Products Menu is “Promotional Pricing”.

This promotion function allows you to set promotional pricing for products you sell. These prices can be set on one
product, for products in a department and or type, all products supplied to you by the same vendor, or you can set a custom
filter to separate the products you wish to set promotional pricing for. The promotional pricing can be set by either a
percent discount or a specific sale price. Before the sale begins you can have all the promotional pricing defined and then
when the start date arrives the system automatically will charge the pre-defined promotional pricing. The system will
automatically return to the products regular pricing on the end date you have specified. (Dates are taken from the computer
clock.)

PROMOTIONAL PRICING SELECTIONS


Promotions For Single Product
Promotions By Department and Type
Promotions By Vendor
Promotions By Custom Filter
General Promotion Definitions
Backup Current Promotions
Restore Backed Up Promotions
Clear All Promotions
Print Promotions

4.49.1 Promotions For Single Product


Product Id: Enter product id for the product you are putting on promotional pricing.
Standard Pricing: The system will display the standard price for this product.
Percent Disc: Enter the per cent of discount for this promotion.
Sale Price: The system will calculate the sale price for this product based on the standard price and the
discount.
Start Date: Enter the start date for this promotion. The system will automatically use the promotional price
beginning on this date.
End Date: Enter the end date for this promotion. The system will automatically end the promotional
pricing on this date + 1day.

4.49.2 Promotions By Department and Type


Department (999=All): Enter the department code for a specific department or enter “999" for all departments.
Type (999=All): Enter the product type code for a specific product type within a department or enter
“999" for all product types within a department.
Percent Disc: Enter the per cent of discount off standard pricing for this promotion.
Start Date: Enter the start date for this promotion. The system will automatically use the
promotional price beginning on this date.
End Date: Enter the end date for this promotion. The system will automatically end the
promotional pricing on this date + 1day.

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4.49.3 Promotions By Vendor
Vendor Id: Enter the vendor whose product will be on promotional pricing.
Percent Disc: Enter the per cent of discount off standard pricing for this promotion.
Start Date: Enter the start date for this promotion. The system will automatically use the
promotional price beginning on this date.
End Date: Enter the end date for this promotion. The system will automatically end the
promotional pricing on this date + 1day.

4.49.4 Promotions By Custom Filter


Percent Disc: Enter the per cent of discount off standard pricing for this promotion.
Start Date: Enter the start date for this promotion. The system will automatically use the
promotional price beginning on this date.
End Date: Enter the end date for this promotion. The system will automatically end the
promotional pricing on this date + 1day.

4.49.5 General Promotion Definitions


The general promotions definition screen is a product browse screen that shows you all products and allows you to
enter a start date, end date, and price for any product. The promotion and price will be active for that date range.

4.49.6 Backup Current Promotions


This function will backup current promotions. New promotions can then be created. W hen the new promotions
have expired you can restore the backed up promotions. This allows you to have more than one set of promotions
defined. This function requires the Master Password.

4.49.7 Restore Backed Up Promotions


This function will restore backed up promotions. This allows you to restore pricing at the end of a promotion.
This function requires the Master Password.

4.49.8 Clear All Promotions


This function allows you to clear your promotions and gives you three options. The first option allows you to
‘Clear All Promotions or Only Out of Date Promotions.’ The second option allows you to ‘Select ‘Y’ to Clear All
Promotional Prices From the System.’. The third option allows you to ‘Select ‘N’ to Clear Only Out-Dated
Promotional Prices.’.

4.49.9 Print Promotions


This function allows you to print promotional product ids, pricing and dates for promotions. You can “Print All
Promotions”, “Print Promotions Not Expired” or print “Promotions For Specific Dates”.

4.50 How Do I Export M y Sales And Deposits To QuickBooks?


This software contains a complete business accounting system, but if you need to export sales and deposit data to
QuickBooks you can do so. To export data to QuickBooks, the first thing we have to do is to create new accounts in
QuickBooks for the data you will be importing. The accounts you will need to create are: a/r, sales, sales tax, sales returns,
bank account, cost of goods, and inventory. The reason you need new accounts is to allow you to keep postings from your
restaurant system separate from other postings. This will make it easier for you to resolves problems you may have in your
QuickBooks accounting system.

After creating your new accounts, you need to export your chart of accounts from QuickBooks. This chart will be used by
the restaurant software to aid in assigning the accounts used when importing into QuickBooks. To export the chart of
accounts from QuickBooks select files, then utilities, then export, then chart of accounts. Place the exported file “chart.iif”
into the c:\bpa directory on your server computer.

Next, go to the manager menu in the restaurant software and select the “Export Sales To QuickBooks” Function. Then

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Chapter 4 - Getting Started

select the button, “Setup QuickBooks Export”.Then click on the “Import QuickBooks Chart Of Accounts” button. The
Chart Of Accounts you created in QuickBooks will be read into a special data file.

Next, enter the path for your export file. This tells the software where to place the export file that will be imported into
QuickBooks. Then, enter the path for saving a history of prior exports. Then enter ‘Y’ for sales and deposits.

Next, go to the “QuickBooks Account Assignment” tab. This is where you will assign the new accounts you created in
QuickBooks for the export and import function. You can use the F8 key to pick from a list of valid QuickBooks accounts.
Now, you are ready to export sales and deposits to QuickBooks. W e recommend you do these exports either daily, or
weekly. To execute the export go to the manager menu in the restaurant software and select the “Export Sales To
QuickBooks” Function. Then select the button, “Export Sales To QuickBooks”. You can now go back to QuickBooks and
import the data.

4.51 How Do I Enter And Track Dinner Reservations?


To enter a dinner reservation go to the restaurant POS screen. After entering in your server number, select Misc functions.
Then select the “Table Management Functions” button. The screen you are looking at here has green buttons for tables that
are available and yellow buttons for tables that are occupied. The occupied tables also show how many minutes they have
been occupied. Next, press the “Process Reservation” button. On the right side of the screen that is presented to you, you
see the tables that are available in table area 1. Each table has a field “Tops” that shows the number of seats available at the
table. The “Prior” field will show the end time “xx:xx: for any prior reservation that exists for the table and the current
date. The tables that appear in the Open Tables window are the tables that are available for the date, start time and end
time that are displayed on the screen. The date and the start and end times can be modified to match the requests of the
customers. When they are modified, the software will show all the tables that are available for reservations.

To enter a reservation, first enter the account number for the customer, usually a phone number or an account number
created from their last name. Then enter the customer’s name and phone number. Next, enter the number of guests for the
reservation. Now you can select the “Add” button for each table you need for this reservation. Once you have selected all
of the tables, press the “Save” button.

To switch between areas press the area buttons. To assign the number of seats for each table, select the “Assign Tops”
button. Tables with 0 tops can not be assigned to a reservation. To view current reservations select the “View
Reservations” button. To delete a reservation select the “Delete Reservations” button. To print current reservations select
the “Print Reservations” button.

W hen the customer comes to fill the reservation, you can assign a server and the actual table that will be used by selecting
the button “Assign Server”. This process will open the table for that server.

4.52 How Do I Change Tab Names For M y Table Areas?


To change the names of your table areas go to the “Manager Menu” and select define table areas. On the table area screen
you can key in your own names for each of the table areas. These names will be displayed on the tables for the table areas.

4.53 Can I Duplicate An Item That I Have Already Entered W ithout Re-entering All The Data?
Yes, you can duplicate items that have already been entered. You need to be in the order and on the item (highlighted item)
that you want to duplicate. The item you are on (highlighted item) will be duplicated exactly with same sides, cooking
instructions etc.. To duplicate the item you are sitting on (the highlighted item) you press the “Repeat Item” button on the
POS screen.

4.54 How Do I M erge Two Tables Into One Table?


To merge two active tables into one table, from the POS screen select the “Misc” button. Then select the “Merge 2 Tables”
button. On the screen that is presented to you, enter a table number for table 1 and then enter a table number for table 2.

55
Table 2 will be merged into table 1 leaving only table 1. The guest number for the items from table 2 will be assigned to
guest number one. Therefore, if table 2 was a split ticket table before you merged, you will need to re-split the table. The
table remaining is table 1 (meaning the first table entered on the merge table screen).

4.55 Can The Software Track Equipment That Needs To Be Picked Up From a Customers Location?
There will be times when you leave equipment at a customer’s location, (plates, heating plates etc.). If you are not careful
you will periodically lose some of this equipment. The software will track this equipment allowing you to double check
that equipment has been picked up. To mark an order as needing pickup, from the POS screen, while in the order select the
“Misc” button. Then select the “Equipment Pickup Request” button. On the screen that you are presented enter the
customer information including the items that need to be picked up. This information can then be printed on the
Equipment Pickup Report. On the report you will see the customers name, address, order date and a description of the
items that need to be picked up. The report is printed by date and that date is the date the order was created in the system.
So if you want to see all the equipment that needed to be picked up for last Friday, you would enter last Fridays address.

4.56 How Do I Sell, Redeem, And Check Gift Cards?


The software supports the purchase and redemption of gift cards. The gift cards are printed and encoded by our company
in a format that is compatible to our software. If you want your logo on your gift cards you will need to send us a gif file of
your logo. There is a small setup charge and then a per card price. Call Business Software Solutions for current pricing.

W hen a gift card is sold, the card number is encrypted and saved in a data file. The card must be redeemed at the location
where it was created unless you purchase the necessary software for multiple store processing. To sell a gift card to a
customer you must first create a menu item button for the gift card, if one does not already exist (see how to create menu
items in this section). The product for the gift card has already been created by the software and should be in your product
file. The product ID is “GIFTCARD”. W hen a server selects the gift card button on one of the menus, a gift card screen
will pop up. W hile on that screen you will scan the gift card and then press the gift card number button. You will then
enter the amount for the gift card and press the gift card amount button. Then press save and the gift card will become a
line item on the current ticket. The actual gift card data will be saved when the order is paid for.

If the customer is paying for an order using a gift card, the server will use the ‘Close Table” button to cash the customer
out. To pay with gift card select the “Pay By Gift Card” button on the cash out screen. On the screen that pops up you will
scan the gift card and press the Gift Card Number” button. The software will show the total remaining on the gift card and
the past purchases by the card. Press the “OK” button and the software will assign the correct amount to pay for the order.
If you are paying part with the gift card and part in cash you can simply press the “Exact Cash” button after entering the gift
card amount and the software will calculate the exact mount that should be paid by cash (i.e. Gift Card + Exact Cash =
Total Due). The software will then update the history for the gift card and the amount remaining on the gift card.

To check the amount remaining on a gift card go to the miscellaneous restaurant functions from the POS screen. Select the
“Check Gift Cards” button. Scan the gift card. The screen will display the amount remaining on the gift card and purchase
history for the gift card.

4.57 Can Servers Log Into The POS Screen W ith “Server Cards” Instead of Using Server Numbers?
Server Cards can be purchased from Business Software Solutions. These cards will allow servers to slide their cards when
logging into the POS screen or clocking into the time clock. These cards are encrypted for security. After purchasing the
cards you can assign a card to a server by going to the Manager Functions Menu and selecting the option “Assign Employee
Card Numbers”. After entering the employee number, slid the card. The number on the card will be assigned to the
employee. However, before you can use the cards you have to enable the server card function. This is done by going to the
miscellaneous definitions screen and entering a ‘C’ on the option “Log servers in using S=Server Numbers or C=Server
Cards.

4.58 Can SKU’s Be Used To Sell Product W ith Bar Codes And Scanners?
Yes, you can sell products using a bar code scanner or simply by keying in the SKU for the product from the keyboard.
This is done by pressing the “Enter SKU” button while on the Restaurant POS screen. In the screen that is displayed you

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Chapter 4 - Getting Started

can enter or scan any SKU that you sell. You will not be able to enter sides or extras for these SKUs but you will be able to
sell any product that you have defined.

4.59 Can a Server Print All Receipts For His/Her Tables At One Time?
There are times when it is helpful to be able to print all receipts for a server at once, instead of selecting one table at a time
and then printing each receipt. To print all receipts for a server select the Miscellaneous Button on the Restaurant POS
screen. Then select the “Print All Receipts For Server” button. All receipts for the current server will print including the
split ticket receipts.

4.60 W hat is a Good Close Out Procedure For M y Restaurant?


To close your restaurant you must first make sure all servers have closed all their tables. If you are processing server hours
and tips in the Payroll Module you will need to go to the manager menu and approve each server for clock out, entering
their declared tips. These tips will be transferred to payroll during the processing of payroll.

After each server has clocked out, the server needs to print the daily sales and tips report. The manager will use this report
to cash out each server. The moneys (cash, check, credit card etc.) from the servers will be placed in the appropriate cash
drawer (the drawer where the orders were processed). Then the cash drawers can be closed using the cash drawer close
function on the “Manager Menu”.

Next you should print the “Daily Sales Summary Report”. The totals on this report should be the totals for all servers and
all cash drawers. This report is found on the “Restaurant Report” menu.

Last you need to post all sales. The posting function is found on the “Manager Menu”. The posting report will show the
general ledger posting totals for the day. Once the daily sales have been posted, all of the business reports on the business
side of the system will contain the data for today’s sales.

4.61 Can I Automatically Log Out a Server From The POS Due To Inactivity?
Yes, to set a log out time (in seconds) go to the “Manager Menu”. Select the “Misc Definitions” button. Select the manger
tab. One of the options on this tab is to set “Server Time Out In Seconds”. Enter the desired number of seconds. If the
POS screen is inactive for this period of time, the server will be automatically logged and will have to log in again before
processing orders.

4.62 Can a Server Print Receipts For All Open Tables At One Time?
Yes, to print all of a server’s receipt, the server needs to select the “Misc” button from the POS screen. One of the options
on the menu that is displayed is “Print All Receipts”. Select this feature and all receipts for the server will be printed. This
is helpful for large parties when everyone finishes at the same time (i.e. comedy clubs).

4.63 Can W e Default To Dine In And Not Show The Dine In / Dine Out Option?
Yes, to default to dine in go to the “Manager Menu” and select the “Misc Definitions” button. On the miscellaneous screen
select the “Guest” tab. Then place an ‘N’ in the option “Prompt For Dine In / Dine Out On a Regular Sale”. With this
option marked with a ‘N’ the default will be “Dine In” and no prompt will be displayed.

4.64 Can I Use Product Price Levels 3, 4, & 5 For Special Customers?
W e support five pricing levels for each product. For the restaurant POS system price level 1 is the Dine In price and price
level 2 is the Dine Out price. Price level 3,4, & 5 can be used for special customers, i.e. distributor, wholesale, employee
etc.. Enter the unit price for each price level when you define a product. W hen customers are defined they can be assigned
to a price level to get the price level 3, 4, or 5 pricing. To get the price level 3, 4, or 5 pricing, you must go to the Misc
Functions button from the restaurant POS screen and select the “Enter a Specific Customer” button. Enter the customers
account number and then that customer will get the pricing assigned to him. The customers price level is assigned when the
customer is defined.

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4.65 Can a Customer Get a Special Price For An Item?
W e support customer specific pricing. Any customer can get any price on any item. First, you define the customer on the
customer definition screen in the business software. Then you go to the product definition menu and select the option
“Define Customer Specific Pricing”. Here you enter the customer account number, the product that you want to give
special pricing on, and you enter the customer specific price. Now any time you sell this item to this customer, the software
will assign the customer specific price to the item. To give the customer the specific price, you must go to the “Misc
Functions” button from the restaurant POS screen and select the “Enter a Specific Customer” button. Enter the customers
account number and then that customer will get the pricing assigned to him when you created the customer specific pricing.

4.66 Can I Track Sales By Customer In The Restaurant Software?


W e do support customer sales tracking. This will allow you to print customer sales reports from the Business Accounting
side of the software. There are variety of customer sales reports that are available by selecting the “Report” button on the
Business Accounting screen. To assign an order to a customer, you must go to the “Misc Functions” button from the
restaurant POS screen and select the “Enter a Specific Customer” button. Enter the customers account number and then the
items sold will be assigned to that customer and will appear on the customer sales reports.

4.67 Can I Require a M anager Password To Reprint The Entire Cooks Ticket?
Yes, to enable this function go to the “Manager Menu” and select the “Misc Definitions” button. On the miscellaneous
screen select the “Password” tab. Then place a ‘Y’ in the option “Require Managers Password To Reprint Entire Cook’s
Ticket”. With this option marked with a ‘Y’ the manager password will be required to reprint the entire cook’s ticket.

4.68 M y Restaurant Is In Canada, Can I Charge a Goods And Services Tax?


Yes, to enable this function go to the “Main Menu” and select the Business System button. Then select the “ Definitions”
button. Then select “Sales Tax Table” button. At the bottom of the screen you can enter the GST percentage. This is the
percentage that will be charged for your GST tax. This tax will print on your receipts in addition to the standard sales tax.
Some products may not be eligible for the GST tax. To disable the GST tax for a product go to the product definitions
screen using the modify function. On the second tab of the product definition screen there is an option, “Goods Taxable
(Canadian)”. Mark this option with an ‘N’.

4.69 Can I Use An On Screen Keyboard To Enter Special Notes For Orders?
Yes, there is a button next to some data entry fields, with the characters KB on it. W hen this button is pressed, an on screen
keyboard will display. Enter the data and exit the keyboard screen. The data entered will appear in the data field next to
the KB button.

4.70 Can I Split a Payment between 2 people Without Assigning Items To Each Guest?
Yes, you can split the total bill between 2,3,4,5, or 6 people. To do this you press the “Split Payment” button on the cash
out screen. Then press the 2 button if the split is between 2 people, press the 3 button if the split is between 3 people etc.
The software will calculate the split for you. For example if the total is $10.01. The software will assign $5.00 to guest 1
and $5.01 to guest 2. You can enter a specific amount in these fields using the keyboard. For example, you can enter $4.00
for guest 1 and the software will calculate the difference ($6.01) and assign that amount to guest 2. You can then exit the
split payment screen and receive payment from the guests.

4.71 Can I Disable The Ability To Receive Checks as a Form Of Payment?


Yes, to enable this function go to the “Manager Menu” and select the “Misc Definitions” button. On the miscellaneous
screen select the “Manager” tab. Then place a ‘Y’ in the option “Disable The Use Of Checks In Restaurant Cash Out”.
W ith this option marked with a ‘Y’ no checks will be allowed in the cash out screen.

4.72 Can I Print M y Servers First Name and Last Initial On Receipts Instead Of The Server Number?
Yes, to enable this function go to the “Manager Menu” and select the “Misc Definitions” button. On the miscellaneous
screen select the “Printer” tab. Then place a ‘Y’ in the option “Print Servers Name On Receipt”. W ith this option marked
with a ‘Y’ the server’s first name and last initial will print on the receipt.

4.73 Can The Software W arn The Server On a Credit Card Payment W hen No Tip W as Entered?

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Yes, to enable this function go to the “Manager Menu” and select the “Misc Definitions” button. On the miscellaneous
screen select the “POS” tab. Then place a ‘Y’ in the option “W arn Server W hen Credit Card Cash Out Has No Tip”. With
this option marked with a ‘Y’ the software will warn on a credit card payment when no tip has been entered.

4.74 Can I Archive M y Sales History To Help M y Network Run Faster?


Yes, to enable this function go to the “Manager Menu” and select the “Misc Definitions” button. On the miscellaneous
screen select the “Manager” tab. Then place a value 1-9999 days into the option “Archive Restaurant Sales Records After
XXXX days”. Sales records can be archived or retrieved from the archive based on the days entered.

4.75 Can I M odify a M enu Item W ithout Re-entering All M y Sides And Sub Lists?
Yes, to modify an item select the “Edit Item” button on the POS screen. Then, edit only the side lists and sub lists that need
to be edited. All of the original sides and sub list selections will be retained along with the changes you make during the
edit.

4.76 Can I Print An Employee Overtime Report For Daily & W eekly Overtime?
Yes, to print an overtime report select the time clock function on the restaurant menu screen. Then select “Print Overtime
Report”. This report might be confusing unless you understand how overtime works at the federal and state level. On the
federal level any hours over 40 beginning on Sunday and ending on Saturday is considered overtime. If your pay period
happens to start on a W ednesday this report looks back at Sunday-Tuesday to see if the 40 hours have been exceeded.
States can be different. Some states require overtime pay on any hours over 8 per day. This report gives you the
information for both types of formulas.

4.77 Can I Group Items Printed On M y Cook’s Printers To Aid In Timely Cooking?
Yes, if you need to group the items printed on your cook’s printers in order to help your cooks cook items at the right times
you can. Changing the order in which things print can be confusing, so we recommend that you only do this where it is
really helpful to your operation. (Most restaurants do not need this function) In any case, you can group items with a print
order of 1-9 or ‘Z’. For example, items assigned print order 1 will print at the cook’s printer at the same time and they will
print before items assigned print order 2. There will be a separation line before the order 1 group and before the order 2
group. The default print order is ‘Z’. Items marked with a print order of ‘Z’ will print in the order they are entered, which
is the default.

To assign the order that an item will print on the cook’s printer goto the Manager Functions Screen. Select “Define Menu
Items” and then select “Change Menu Item Assignments”. In the Menu Item Assignment Screen that is displayed you can
assign you cook’s printer order for the menu items.

You can also assign a cook’s printer order to your side list items. To do this go to the Manager Functions Screen and select
“Define Side Lists”. Select each side list one at a time and select the option “Assign Side List Item Order”. Enter you
cook’s printer order for your sides in the screen that is displayed. A typical use for assigning a cook’s printer order to a
side would be when a salad is ordered as part of an entry but needs to be prepared before the entry. The salad might be
assigned print order 1 and the entry assigned print order 2.

4.78 Is There a W ay To Easily Change M y Item M enu Definitions?


Yes, to easily change your item menu assignments goto the Manager Functions Screen. Select “Define Menu Items” and
then select “Change Menu Item Assignments”. In the Menu Item Assignment Screen that is displayed you can easily
modify your item menu assignments.

4.79 Should Gift Certificates Be M arked As Taxable Or Non-Taxable?


The product used to sell gift certificates and the product to redeem gift certificates should both be marked as non-taxable.
They are treated as cash. W hen a gift certificate is redeemed the products purchased with the certificate will be taxed but
not the gift certificate.

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4.80 Can I Change The Size Of The Text On M y Kitchen Printers And On M y Receipt Printers?
There are two sizes of text you can print on your kitchen and receipt printers. It is usually easier for the cooks if the
printout on the kitchen printer is large enough to be viewed from several feet away. To obtain the larger print on your
kitchen printer or your receipt printer goto the miscellaneous definitions screen. Under the printer tab you will see two
options. One options says “Print Size For Cook’s Printer (Normal or Large)”. The other says “Print Size For Receipts
(Normal or Large)” Select the print size of your choice for each.

4.81 Can I Use a Gift Card To Pay Accounts Receivable?


Yes, there is a payment option in Accounts Receivable that will allow payment by Gift Card. This feature is generally used
in clubs where up front dues are paid and placed on gift cards to be spent at the club. If a meal is place on account when
the gift card is not available it can be paid for later in Accounts Receivable using the gift card.

4.82 Can I Use Customer Cards To Swipe At The POS Screen?


Yes, you can track your customer sales by swiping a card at the POS screen. Once the system knows who the customer is,
the software can use special pricing for this customer and can track loyalty programs for the customer. Customers can have
price level pricing, membership pricing, discount pricing or customer specific pricing based on how their account is set up.
You will need to purchase these customer cards from Business Software Solutions. Call for pricing.

4.83 Does The Software Support any Customer Loyalty Programs?


The software supports several customer loyalty programs. The first program is a membership program. You can charge a
fee to become a member or simply send out member cards to everyone in your area. W hen a member card is swiped the
member automatically gets membership pricing. Each product can have a special price for members.

The second program is for purchase discounts. You can use customer swipe cards for your customers. W hen the customer
comes in you swipe his card at the POS screen. The software will track the sales for that customer. W hen the customer has
purchased a certain amount a discount will kick in. To setup the discount loyalty program select the “Customer Loyalty”
button on the manager menu. Here you can enter a Date to track the customer sales from and you can set up 3 levels of
discounts. For example, you could set the date to be 365 days ago and you could set level one to $200.00, level two to be
$300.00 and level three to be $400.00. You could set level one discount to be 10%, level two discount to be 20% and
level three discount to be 30%. Now, when the customer comes to the restaurant and has exceeded one of the levels, say
$100.00, the customer would get a 10% discount on his meal. Each week or each month you would update the start date. If
you have products that are not used in calculating total sales for a customer, (i.e. gift cards) these can be marked in the
product definition screen, the second tab.

Another loyalty program that you can use is a credit/points type program. W hen this loyalty program is enabled a customer
will receive credits toward future purchases each time the customer buys product from you. To setup the credit loyalty
program select the “Customer Loyalty” button on the manager menu. Select the Credit Loyalty Tab at the top of the screen.
Here you can enter a dollar amount typically 1.00 and a credit amount typically .05 per 1.00. This in effect is a % of the
sales. In this example it is 5%. Of course you can enter any amount you desire. You also need to enable the loyalty credit
program on this screen by entering a ‘Y’ into the Enable field. To use any loyalty function for a customer, the software has
to know who the customer is. This is true whether the customer is buying product or redeeming loyalty credits. So
normally you will swipe the customer card when you are selling to the customer. To tell the software that you want to
redeem the customers credits on the current order you select the “Misc” button on the POS screen. Then you select the
“Redeem Loyalty Credits” button and swipe the customers card. The software will apply credits to the order when it is
cashed out. A line item for the redeemed credits will appear on the customers receipt.

Additionally, the software will also allow you to define a ‘Buy X get 1 free’ system for customer loyalty. This system will
allow you to run the customer loyalty program like a punch card system. Once you select the punch card tab, you will be
able to define a program name that can encompass multiple items if needed (you can also have multiple programs defined).
Then you can select how many purchases are required to receive a free item. You also have the ability to mark a program
as ‘inactive’ so that you can reuse it at a later date.

4.84 Does The Software Allow You Enter Quantities For M enu Items?

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Chapter 4 - Getting Started

Sometimes you will need to order a large quantity of the same item (i.e. when catering). The software does allow you to
enter the item, select any sides, and cooking instructions for the item and then after you have finished with the item you can
select the needed quantity for the item. To select the quantity for the item select the “Misc” button on the POS screen.
Then press the “Change Item Quantity” button, select the item and enter the quantity. There are a few things you need to
keep in mind when working with items that have quantities assigned to them. First, each item will have the same sides and
cooking instructions (each item will be identical). Second, you will see 10 items on the POS screen if you entered a
quantity 10. Third, you can discount or comp any of the items since we show each one individually. Fourth, when you
print a receipt for the 10 items you will only see one line with a quantity of 10. Fifth, if you print a cooks ticket of the 10
items you will see each item printed separately. Sixth, you should never change the sides or cooking instructions for any
item entered as a quantity item. They must all be the same.

4.85 Can I Disable The Quick Sale Button In The POS Screen?
Yes, the quick sale button can be disabled in the Manager Menu under the ‘Misc Definitions’ screen. The option is located
on the POS tab.

4.86 Can I Prevent a Server From Clocking Out W hile Still having Open Tables?
Yes, to set up this option go to the miscellaneous definitions screen. Under the Manager tab you will see the option
“Allow Server To Clock Out W ith Open Tables”. If you enter “N” into this field your employees will not be able to clock
out when they still have open tables.

4.87 Can I Print Prices On The Cook’s Ticket?


Yes, to set up this option go to the miscellaneous definitions screen. Under the Print-2 tab you will see the option “Print
Item Price On Cook’s Ticket”. If you enter “Y” into this field your item prices will appear on the cook’s ticket.

4.88 Can I Require a Password To Change Gratuity In The M isc POS Screen?
Yes, to set up this option go to the miscellaneous definitions screen. Under the Password-2 tab you will see the option
“Require Manager Password To Change Gratuity In The Misc POS Screen”. If you enter “Y” into this field a manager
password will be required to change the gratuity for an order in the Misc POS Screen.

4.89 Can I Require a Password To Change Table #s In The M isc POS Screen?
Yes, to set up this option go to the miscellaneous definitions screen. Under the Password-2 tab you will see the option
“Require Manager Password To Change Table #s In The Misc POS Screen”. If you enter “Y” into this field a manager
password will be required to change the table # for an order in the Misc POS Screen.

4.90 Can I Require a Password To M erge Tables In The M isc POS Screen?
Yes, to set up this option go to the miscellaneous definitions screen. Under the Password-2 tab you will see the option
“Require Manager Password To M erge Tables In The Misc POS Screen”. If you enter “Y” into this field a manager
password will be required to merge tables an order in the Misc POS Screen.

4.91 Can I Print Item Numbers On The Cook’s Ticket?


Yes, to set up this option go to the miscellaneous definitions screen. Under the Print-2 tab you will see the option “Print
Item Numbers On Cook’s Ticket”. If you enter “Y” into this field your items will be numbered on the cook’s ticket.

4.92 W hen I Am Out Of a M enu Item Can I Turn The Item Button Off On The POS Screen?
Yes, the item button can be turned off by going to the “Define Menu Items” function on manager screen. On this screen
you can select the modify function. Then find the item you need to turn off and place an “N” in the “Make Item Button
Active” option. You can also turn the item button off by selecting the “Assign Menu Item Order” option. After selecting
this option you will select the menu you want to work with and then find the item on that menu that needs to be turned off.
Place a “N” in the “Active” column for that item. Both of these methods produce the same results. The item button will
still appear on the menu screen (in a different color) but when you press on the button nothing will happen.

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4.93 Can I Print a Report That Only Shows Items Removed After Being Printed To The Cook’s Printer?
Yes, to print a “Removed Items Report” that only shows items removed after being printed to the cooks printer go to the
Manager Screen and select the “Restaurant Report” button. From the report screen select the “Remove Open Items Report”
button. Before the report is printed the software will ask you if you want to see all removed items or only the items
removed after being printed to the cook’s printer.

4.94 Can I Return Change W hen a Gift Certificate Is Redeemed?


If a customer is purchasing product with a gift certificate and the gift certificate is more than what is being purchased, the
software will calculate the change. When ever a gift certificate is redeemed you must enter the full amount of the gift
certificate. The certificate will either be completely used or you will need to give change to the customer for the difference
between the purchase price and the gift certificate.

4.95 Can I Arrange Table Buttons To Look Like M y Restaurant?


Yes, after you have defined the number of tables for each table area, you can select a table button with your mouse and
while holding the left mouse button down you can drag each table to the desired location.

4.96 Can The Software W arn M e W hen The “Server In” Button Is Pressed And Current Items Have Not Been Sent
To The Kitchen Printer?
Yes, to set up this option go to the miscellaneous definitions screen. Under the Print-2 tab you will see the option “W arn
On ‘Server In’ When Prior Items Need To Go To The Cook’s Printer”. If you enter “Y” into this field you will get this
warning, when current items have not been sent to the Cook’s printer and a new server is trying to “Server In”.

4.97 W hat Happens W hen M y Cash Drawer Count Is Off?


The overage or underage is printed on your cash drawer close report and is posted to the general ledger cash drawer
underage/overage account when you post your sales at the end of the day. It also prints on the sales posting report.

4.98 Can I Allow Servers To Enter Their Own Tips at Clock Out Time?
Yes, to set up this option go to the miscellaneous definitions screen. Under the Guest tab you will see the option “Allow
Server To Enter Tips W hen He/She Clocks Out” . If you enter “Y” into this field the server will be able to enter tips when
he/she logs out of the clock..

4.99 Can I Do a Payout From M y Cash Drawer?


Yes, to do a cash drawer payout press the Misc button on the POS screen. Then select the “Petty Cash Payout” button and
enter the amount of the payout and the purpose for the payout. The totals for pay outs are printed on the cash drawer close
report and on the sales posting report. The pay outs also post to a petty cash drawer pay out general ledger account.
Typically, at the end of each month the receipts for these payout items are used to make journal entries in the correct
general ledger account. These entries are made to move totals from the “Petty Cash Payout” account to other accounts i.e.
office supplies, cost of goods sold, shipping etc.. W hen you have finished with these journal entries, the “Petty Cash
Payout” account should be 0.00.

4.100 Can I Do Cash Drawer Drops?


You can use the cash drawer payout function discussed above to drop money out of the cash drawer and place it in a more
secure place. However, you will have to keep records of your drops and make the journal entries to move the money out of
the “Petty Cash Payout” general ledger account and back into the bank account.

4.101 Can I Add To a Gift Card?


Yes, when you swipe a card the has a balance on it and then try to assign a new value, the software will add the new amount
to the existing amount.

4.102 Can I Get a Drink Lookup M odule For Alcoholic Drink Recipes?
Yes, we have a drink lookup module that will help you mix your drinks. The module contains about 600 recipes and costs
$200.

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Chapter 4 - Getting Started

4.103 Can I Add & M odify Drink Recipes That Are In The Drink Recipe M odule?
Yes, when you click on the “Drink Recipe” button you are allowed to add new recipes, view recipes or modify existing
recipes.

4.104 Can I Show Product Group Quantities Sold On M y Daily Sales & Tips Report?
Yes, to set up this option go to the miscellaneous definitions screen. Under the Print-2 tab you will see the option “Print
Sold Quantity For Each Product Group On Daily Sales & Tips Report” . If you enter “Y” into this field the product group
quantities will be printed on the daily sales and tips report.

4.105 Can Employees Clock Into The Time Clock W ith Different Jobs At Different Rates?
Yes, a single employee can have up to three different jobs with different rates. To set this up you go to the employees
definition screen. Here you can assign three different wage rates and a description for each. The descriptions you assign
i.e. “Cook”, “Server”, “Cashier” will be displayed on the time clock login screen. The employee selects the appropriate
job. The rate for this job and hours worked will become part of the next payroll for this employee and will print on the
payroll check.

4.106 Can I Enter Customer Preferences And View Them The Next Time The Customer Comes In?
Yes, to enter customer preferences press the Misc button on the POS screen. Then select the “Enter a Specific Customer”
button and enter the account for the specific customer. Then press the “Customer Preferences” button. Here you can enter
or view customer’s preferences.

4.107 Can I Temporarily Disable a M enu Button W hen W e Are Out Of An Item?
Yes, to do this go to the manager menu. Then select “Define Menu Items”. Then select “Assign Menu Item Order” and
select the menu that the item is on. Then change the ‘Y’ to an ‘N’ in the “Active” column for the item.

4.108 Can I Swipe a Customer Credit Card and Run a Tab For The Customer?
Yes, to run a customer tab using the customers credit card press the Misc button on the POS screen. Then select the “Run a
Tab” button and swipe the customers credit card. W hen you go to the cash out screen to cash out the customer and press
the pre-authorize button the credit card information is already there. This means that you can run the credit card without
swiping the card again.

4.109 In The Select Table Screen Can I List M y Active Tables By Table Name Instead Of Number?
Yes, to set up this option go to the miscellaneous definitions screen. Under the Guest tab you will see the option “Display
Order For Active Tables T=Table Number N=Table Name” . If you enter “N” into this field the tables will be ordered
alphabetically by table name instead of table number.

4.110 Can I Track Special Dates For Customers i.e. Birth Dates ?
Yes, you can enter one special date for each customer. This data is entered into the customer definition screen. The date
can be any date you want to track, i.e. birth date, anniversary etc.. To print a report showing these dates you will need to go
to the business software, select the report option and then select the custom report button. You can create a custom report
for customers and include this date on the custom report and sort the report by this date.

4.111 Does The Software Have Default Alcoholic Drinks That I Can Add To M y M enus?
Yes, we sell a drink lookup module that allows you to select the drinks that you want defined on your system. These drinks
are added to the product data file and added to the different drink menus that you have created. For example, if you have a
menu tab for “Vodkas” you can select the mixed vodka drinks you want added to your system and then select the “Vodkas”
menu as the destination for the selected vodkas and the software will add all of these drinks to the “Vodkas” Menu and to
the product file. Of course, when you purchase the drink lookup module you will also be able to look up drink recipes, add
drink recipes and modify existing drink recipes. To access all of the drink lookup module functions, you need to click on
the “Drink Recipe” button on the POS screen.

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4.112 Can I Print All Employee Totals On One Daily Sales And Tips Report?
Yes, if you enter “000" as the server number when you run this report, you will get totals for all servers on a single report.

4.113 Can I Charge Employees For Credit Card Charges That Result From Tips?
Yes, there is an option in the misc definitions screen that allows you to enable this feature. When enabled these fees will
print on the servers daily sales and tips report. They also print on the cash drawer close report and on the posting report
and appear in the general ledger. To enable this feature go to miscellaneous deductions to the “POS - Gratuity” tab and go
to the “Enter % To Deduct From Server For Credit Card Tips” line and enter the percent you want to deduct from the server
for credit card tip charges.

4.114 Can I Transfer An Order From The Restaurant POS To The Touch POS?
There are some business who have two stations, one running Restaurant POS and the other running Touch POS. In this
configuration you may want to transfer orders from the Restaurant POS to the Touch POS and pay for the order at the
Touch POS. This is accomplished by selecting the “Misc” button on the Restaurant POS screen and then the “Transfer
Order” button. The order can then be processed in the Touch POS system. This function can be password protected in the
Miscellaneous Definitions screen.

4.115 Can I Look Up Customers W ho Have Given Us Bad Checks?


There is a bad check tool in the Misc screen entered from the POS screen. Here you can enter customers who have given
you bad checks and you can look up customers to see if they are on the list.

4.116 Can I Color And Order The Buttons On M y Custom Sides Lists?
Yes, this is an important features for coffee shops and some restaurants. You can group your buttons by color and place the
buttons in any order that works for you.

4.117 Can I Charge a Service Fee For Special Situations?


Yes, there is a pre-defined product called “SERVICEFEE”. This product can be place by you on any of your menus.
W hen the button for this product is pressed a special screen appears. On this screen you can enter a percent to charge as a
“Service Fee”. These fees are often charged for special events, special deliveries etc..

4.118 Can I Reassign Buttons On The POS Screen To Buttons W e Use M ore Often?
Yes, there are several buttons on the Miscellaneous Menu that can be moved to the POS Screen. You would move the
buttons that are most important to you to the POS Screen so that your servers can process orders more quickly. The buttons
that can be moved are, Petty Cash Payout, Bad Check Lookup, Membership Function, Redeem Loyalty Credits, Enter a
Specific Customer, Read W eight Scale, W eight Scale Label, Assign Name To Table and Next Seat. To reassign a button
go to the Manager Menu and select “Miscellaneous Definitions”. Select the “POS” tab and then select the “Modify POS
Button Assignment” option. This function will show you the different buttons that can be reassigned to the POS Screen.

4.119 Can I Hold Items and Fire Other Items To The Cook?
Yes, if you have the “Hold and Fire” function enabled in “Misc Definitions” when you send items to the kitchen you can
mark any item as a held item and any item as a fire item. The fired items will be sent to the cook’s printer. You can also
fire groups of items. You can also fire all items on hold.

4.120 Can I Print a report Showing Cash Drawer Pay outs?


Yes, go to the Manager Menu and select “Restaurant Reports”. You will find the cash drawer pay outs report on the
“Restaurant Reports” menu.

4.121 Can The Software Create a Quick Sale Automatically W hen The Last Sale Ends?
Yes, this feature saves you the effort of hitting the Quick Sale button on each order. To enable this feature go to the
manager menu and select “Miscellaneous Definitions”. Then go to the “POS” tab. Select “A=Automatic” for the Quick
Sale Button function.

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Chapter 4 - Getting Started

4.122 Can Removed Items Be Printed At The Cooks Printer?


Yes, when an item has been sent to the cook’s printer, the cook needs to know if the item has been removed from a ticket,
so that he will not continue to cook the item. You can enable this function by going to the Manager Menu and selecting the
“Miscellaneous Definitions” button. Then go to the “Printer-2" tab. Enter ‘Y’ for the function “Print Removed Items
Ticket For Cook If Items Have Already Been Sent To The Cook”.

4.123 Can The System Prompt For a Remove Reason W hen An Item Is Removed From An Order?
Yes, you can enable this function by going to the Manager M enu and selecting the “Miscellaneous Definitions” button.
Then go to the “Printer-2" tab. Enter ‘Y’ for the function “Allow Entry Of a Reason Code For Removed Items”.

4.124 W hen Taking Orders By Seat Number Is There a Bump To Next Seat Button?
Yes, you can bump to the next seat by going to the “Misc Screen” from the POS screen and pressing “Next Seat”.

4.125 Can I Use Hand Held PC Computers To Order At The Tables?


Yes, you can purchase hand held pocket PCs from us (call 1-801-294-3300 for pricing). These hand held computers allow
your servers to order product from the table. The Pocket PC’s fit in the palm of your hand and allow you to perform all
ordering functions without returning to the computer station. This allows the server to stay out on the floor and accomplish
more sales especially for drinks.

4.126 Can I Set a M aximum Number Of Sides That Can Be Selected From a Sides List?
Yes you can. W hen you are defining a menu item (creating the item button) and selecting the side lists that will pop up
when the item is selected, you can enter the maximum number of sides that can be selected off each side list. You do this
by entering a number 1-99 in the field next to the side list. If nothing is entered into this field (the field is left blank), there
is no limit to the number of items that can be selected on the side list. Note: Menu items are defined by selecting the
“Define Menu Items” button on the manager screen.

4.127 Can I View Customer Pictures By Scanning a Customer Card?


Yes, you can scan a customer card while in the define customer screen and the software will display the customers
information and a picture of the customer if a picture has been assigned to the customer.

4.128 Can I Prevent an Employee From Logging Into the Time Clock Before His or Her Scheduled Time?
Yes, first you have to create an employee schedule. This is done by going to the manager screen and selecting the button
“Employee Schedule”. Now that you have a schedule for your employees you can go to the Manager Screen and select
Miscellaneous Definitions. Now select the Password-1 tab and enter a number of minutes into the “Require Manager
Password to Clock Employee In More Than XX Minutes Prior To Employee Schedule”.

4.129 Can I Require a Password To Remove Items After the Receipt Has Been Printed?
Yes, go to the Manager Menu and select Miscellaneous Definitions. Then select the Password-2 tab. Put a ‘Y’ into the
field “Require Manager Password To Delete Items After Printing The Receipt”.

4.130 Can I Assign a Negative Price To a Side List Item or Custom Side List Item?
There may be times when you want to reduce the price of an item if sides are remove. For example, you may have sides
like “No Cheese” or “No Meat”. In this case you may want to reduce the price of an item when the side list removes part
of the item.

4.131 Do M ember Orders W ith Special M ember Pricing Appear Any Differently On The POS Screen?
Yes, if your current order is a member order you will see an “M - “ in front of the table number on the POS screen.

4.132 Can The Software W arn The Server W hen Fewer Drinks Than Guests Have Been Ordered?

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Yes, the server can be warned when fewer drinks have been ordered than there are guests. To enable this feature, go to the
Manager M enu and select the button “Miscellaneous Definitions”. Then select the POS tab and place a “Y” in the field
“Warn Server W hen There Are Fewer Drinks Ordered Than Guests”. Please be aware that this function depends on the
‘Product type’ of the drink item to be one of the following: BEV, BER, or LIQ. If the function is not working correctly you
may have some items defined without a ‘Prod type’ or with something other than the three required product types.

4.133 Can I Store Driver’s License Numbers For Each POS Transaction?
Yes, some states require that you take a drivers license number for each alcohol sale. To capture the drivers license number
select the “Misc Button” on the POS screen and then select the “Drivers License” button. You can enter the number
manually or scan the drivers license bar code using the card swipe.

4.134 Can I print a confirmation receipt on credit card transactions?


In some situations you will need to print a second receipt that shows the total transaction as well as any gratuity that has
been charged to a card. This option is available by going to ‘Manager Functions’ Selecting ‘Miscellaneous Definitions’ and
going to the ‘Printer-1' tab. There is an option called ‘Print a credit card transaction slip at the end of a credit card sale’

4.135 How can I see a list of my employees clock-ins/clock-outs, sales, tips, etc.?
There is an option in the time clock module called ‘Print Clock Report’. The clock report contains information about your
employees clock-ins, clock-outs, labor (based on their hourly rate) Sales and Tips (if they declare them on clock-out). This
is a very useful report to make sure your payroll is accurate and catch missed punches.

4.136 Can I include tax in my product price and still track my tax(i.e. all draft beers are 2.50 tax included)?
Yes, this option is setup in the product definition on page2. If you mark ‘Y’ in the ‘tax inclusive’ box the system will back
calculate tax on that item so that it will equal the price you have defined after tax. Example: You define an item as tax
inclusive with a price of 2.50 and Your tax rate is 7.25%. W hen that item is sold, it will ring up as $2.33 with $0.17 tax for
a total of $2.50.

4.137 How can I see my total ‘on account’ sales?


If you want to see a list of your ‘on account sales, there are two different places to see it. The first is the “Daily Sales and
Tips” report and the other is the “Sales By Payment Type” located in the restaurant reports screen.

4.138 W hat can my servers use the server cards for?


BPA Restaurant Pro is designed to integrate with our magnetically encoded employee cards. These cards provide an added
amount of security to the system, preventing unwanted users from attempting to use the system. Your servers can use their
cards to interact with the system in a number of ways; They can log in to the sales screen, they can clock in and out, and
they can run a Daily Sales and Tips report.

4.139 Can I set the system to log my servers off automatically?


You can set the software to auto log-off your employees after a set amount of time, or you can also set the software to
automatically log your servers off once an order is closed. This simple yet effective feature prevents a surprising amount of
server errors caused by employees forgetting to log off. Both options are set in the “Misc Definitions” screen.

4.140 Is there a way to require a password to transfer a table?


Yes, there is an option in ‘Misc Definitions’ (‘Passwords2' tab) that will allow you to request a password before a table can
be transferred (either to another server or to Touch POS). Be aware that this password option only affects the server table
transfer button within restaurant sales, the button in the manager menu that preforms the same function because you can
password protect the manager menu.

4.141 Can I require a minimum sale amount to charge a credit card?


Yes, in the “Misc Definitions” menu under the ‘manager’ tab there is an option to assign a minimum amount for credit card
transactions. This option can be overridden using the restaurant managers password when needed.

4.142 Can I print a report to track my hourly sales?

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Chapter 4 - Getting Started

The Restaurant reports menu contains an hourly sales report which can be used to manage your sales on an hourly basis.

4.143 Is there a report that will tell me what my sales are based on payment type?
Yes, there is a report located in the Restaurant Report Menu called “Sales By Payment Type”. This report will allow you to
print a summary or detailed report of your sales, broken down by payment type (Visa, Amex, Check. Cash, Etc.).

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Chapter 5
BPA RapidServer Handheld Restaurant PC

5.1 System Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72


5.2 Server Setup and Installation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
5.3 Handheld Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Location:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Login:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Password:.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Timeout:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
5.4 Handheld Operation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
5.5 Select Ticket Screen.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Quick Sale:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Table Area:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Table Number:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Guest Count:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Dine In/Dine Out:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Name:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Cancel:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Create Ticket:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
5.6 Menu Items Screen.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
5.7 View Ticket. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Split Table:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Void Ticket:.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Remove Selected Item:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Edit Selected Item:.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Reload Ticket:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
5.8 Communication W ith the Server. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
5.9 Installing Updates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

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5 BPA RapidServer Handheld Restaurant PC

Business Plus Accounting Restaurant Professional integrates with BPA


RapidServer Handheld Restaurant PC’s to provide a mobile platform for
servers to process orders and submit them to the kitchen. Keeping servers
on the floor interacting with the customers improves customer service,
increases sale per ticket, and decreases table times allowing you serve
more customers. The wireless, real time connection between BPA
RapidServer Handheld PC’s and the Business Plus Accounting Restaurant
Software allows instant communication from the server to the kitchen.

5.1 System Requirements


BPA RapidServer Handheld Restaurant PC’s are compatible with
Business Plus Accounting Restaurant Professional 8.0. You must have a
W indows XP Professional, W indows 2000 Professional, W indows 2000
Server or W indows 2003 Server PC with BPA Restaurant Professional
8.0 installed. You must also have a network connection available on this
computer. The Handheld Restaurant PC’s connect with your network
using wireless networking technology. You must have an 802.11b
compatible wireless router, base station, or access point available on your
network.

5.2 Server Setup and Installation


BPA RapidServer uses internet technology to provide communications
between the Handheld PC’s and your network. The BPA RapidServer
Server Installation program will walk you through installing Microsoft
Internet Information Server on your server computer, and will perform all
of the necessary configuration for you. Simply run the installation
program from the BPA RapidServer Installation CD.

5.3 Handheld Setup


The BPA RapidServer software comes pre-installed on the PocketPC.
You will need to set up the wireless network connection on the PocketPC.
To connect the RapidServer software to your BPA installation you must
know the IP Address or computer name of your server computer.

W hen you start BPA RapidServer for the first time, you will be prompted
with the Options screen. Proper configuration of these options allows
RapidServer to communicate with the BPA installation on your server.
You can access these options at any time by selecting Tools, then
Options from the main menu.

Location: Enter the network path to the RapidServer web service.


In a default installation, you should simply need to
replace the computer name in the default path. For
example, if the IP address of your server is 192.168.0.1,
you would need to replace your location with
“http://192.168.0.1/BPARapidServer”.

Login: Enter a valid login name your server computer in this


field.

Password: Enter the password for the login name you specified.

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Chapter 5 - BPA RapidServer Handheld Restaurant PC

Timeout: Enter the length of time the software will wait for a response from the RapidServer W eb Service before
returning a timeout error. The default value of 120 seconds is generally sufficient.

Press Close or the OK button when you are finished.

Once communications are configured between the handheld unit and the BPA server computer, you will want to download
the current menu from the server onto the handheld. You can do this by selecting Tools from the menu on the main screen,
and then selecting Update Database. You will need to update the local database on each RapidServer Handheld PC each
time you make changes to menu items, side lists, pricing, table areas, or employee lists.

5.4 Handheld Operation


Before logging in using a BPA RapidServer Handheld Restaurant PC, servers must clock in on a terminal based PC. Once
the user is clocked in to BPA, they can log in on the handheld unit by tapping the Login button. The user will be required
to enter their Server ID.

The process of working with tickets on the handheld is divided into 3 main screens accessible by using the tab buttons along
the bottom of the screen. These screens are Select Ticket, M enu Items, and View Ticket.

5.5 Select Ticket Screen


Use this screen to current tickets and change between tickets. Simply select the ticket you want to work with and then tap
either the M enu Items tab or the View Ticket tab. To create a new ticket, tap the New Table button. To create a new
ticket, you will be prompted to enter information about the table.

Quick Sale: To create a “quick sale”, just check this option, enter a name if desired, and tap the Create
Table button.

Table Area: Select the table area the new table is located in.

Table Number: Select the table number of the new table.

Guest Count: Select the number of guests at the table.

Dine In/Dine Out: Specify if this is a dine-in or a dine-out order.

Name: Enter a name for this table.

Cancel: Close screen without creating a table.

Create Ticket: Create the ticket and go to the M enu Items screen to begin entering items for the order.

5.6 M enu Items Screen


The menu items screen allows you to add menu items to the ticket. The menu items are arranged the same way as they are
in the BPA Restaurant POS screen. There are 14 menu tabs, and each menu tab can contain hundreds of items. If there are
more items assigned to a menu than can appear on the screen at one time, you can scroll through menu items by using the
Next and Prev buttons. The 14 menu groups are displayed across the top of the screen with a scrolling tab bar. Use the
scroll buttons on the right of the menu list to scroll through the menu groups. Items in each menu are displayed in the same
order and using the same button colors as the desktop BPA software.

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The top of the Menu Item Screen displays the current table, the number
of items currently assigned to the table, and the current total for the table,
including tax.

If you select an item that includes side list options, you will see a
Modifier screen which allows you to select the sides for that item. Each
available side list will be displayed down the left side of the screen.
W hen you select a list, you will see all of the items assigned to that list in
a scrolling list on the right. Check or uncheck items by tapping on them.
Selections are remembered so if you have to go back and forth between
side lists it will keep the items you have already selected.

If you select a side item that includes a sub-sides list, you will be
presented with another list allowing you to select options from that sub-
sides list.

Tap the Finished button when you have selected all of your modifiers.

If you add an item erroneously, or make mistakes entering your


modifiers for an item, you must edit those items form the View Ticket
tab.

Once you have finished entering items, you will need to send them to the
kitchen. This is done from the View Ticket tab as well. You can come
back to the M enu Items tab at any time as long as the table is still open.

5.7 View Ticket


The View Ticket tab allows you to review the current order, make
modifications to the order, and submit it to the Kitchen.

To submit a ticket to the kitchen, tap the Send To Cook button. If some
items on the ticket have already been printed, then the software will
notify you and ask whether you want to print just new items. BPA
RapidServer will follow password configuration from BPA. If you
require a manager password for items to be reprinted, then BPA
RapidServer will not allow you to reprint items, instead it will direct you
to perform the operation from a BPA terminal so that passwords can be
entered.

Kitchen tickets will be printed using the printer configuration from your
server computer.

To make changes to items on a ticket, use the Edit Ticket menu which
includes the following options:

Split Table: This selection brings up the Split Table screen, which
allows you to assign items on a ticket to different
guests. Simply select the guest number, and then tap
the items which should be assigned to that guest.

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Chapter 5 - BPA RapidServer Handheld Restaurant PC

Void Ticket: Void the current ticket. This function will obey the current password settings in BPA. If the
items have been printed, and BPA requires a password to remove printed items, you will be
prompted to perform this function at a terminal to allow password entry.

Remove Selected Item: Removes the currently selected item from the ticket. This function will obey the current
password settings in BPA. If the items have been printed, and BPA requires a password to
remove printed items, you will be prompted to perform this function at a terminal to allow
password entry.

Edit Selected Item: Use this function to change the modifiers assigned to an item on the ticket.

Reload Ticket: Force the RapidServer Handheld PC to re-download this ticket from the server.

To select a different table or create a new table, tap the Select Ticket tab. To add more items to the current ticket, tap the
M enu Items tab

5.8 Communication W ith the Server


BPA RapidServer communicates in real-time with your server as long as a network connection is available. However, it
stores a local copy of much of the data to improve performance and reliability. Definition data such as product lists, menu
items, modifiers, employees, and table areas must be reloaded every time that data changes on the server. This data is
saved in a local database on the device. To update the database, select Update Database from the Tools menu on the main
screen of BPA RapidServer.

Each time the server logs on, the system will download the current open tables for that server. Additionally, the
RapidServer software will regularly check for data which has been entered on the server, and update itself with that data.
Items for a ticket can be entered on both the RapidServer hand-held, as well as on the server. You should not try to work
the same ticket on multiple hand-held at the same time.

W hen the device moves out of network range, or has dropped the network connection, you will still be able to perform
some functions. The software will cache this data and send it to the server as soon as a connection is available. If you
attempt to perform a function that requires network connectivity, and no connection is available, the software will notify
you that you must establish a network connection before performing that function.

5.9 Installing Updates


W hen you receive an update for the RapidServer Handheld Restaurant PC software, you will simply need to put the
RapidServer.exe file in the BPA folder on your server. To update the device, select Update RapidServer from the Tools
menu on the main screen of BPA RapidServer. The update will be installed and the software will be restarted.

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