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1 BACK OFFICE MANUAL

2 Contents Introduction... 3 Adding New Sales Items To The EPOS System... 6 To Create A New Product Category... 6 Adding A New PLU... 7 Product Options... 8 Product Modifiers... 9 EPOS Screen Menu Sets To Create A Menu Set To Create A New Menu To Add A Menu To A Menu Set To Add A New Sales Button To Add A Sub Menu Button Operator Setup To Create Operator Roles To Add A New Operator Discount Setup Setup a PLU as a Stock Item Polling

3 Introduction To start the Back Office software double click on the Back Office shortcut on your PC Desktop When the software first starts the system will check for any critical updates & apply them to the software automatically before starting Once the software has started you will see the below screen. On the left hand side you have the menu system from which you can select the option to perform the different tasks to setup the EPOS system.

4 Like most modern internet browsers, the Haven Systems Back Office opens each of the configuration screens in a new tab so you can easily switch between tasks when using the system, as shown in the screenshot below. All of the screens contain the same set of options for creating or saving settings. These icons are:

5 Clicking on this icon will delete the currently selected item from the EPOS system Clicking on this icon will refresh the currently selected item Clicking on this icon will add a new item on the currently selected screen Clicking on this icon will save and close the currently open form Clicking on this icon will save any current changes & add a new item Clicking on this icon will save any current changes

6 Adding New Sales Items To The EPOS System All of the sales items in the EPOS system are built on a hierarchical system. This hierarchy is: Product Category o PLU Sales Price The Product Category is the parent of the PLU, and this needs to exist before the PLU can be created. Likewise, the sales price is the child of the PLU & cannot be added until the PLU exists in the system. To Create A New Product Category When adding new PLUs to the EPOS system, if they need a new product category then this needs to be created before adding the PLU. Product Categories can exist either as a parent category or a child category. For example, you may have a parent product category called Food and have Breakfast, Main Courses categories as children of the Food category. To create a new product category: 1. Click on the Product Category link in the left hand Configuration menu of the Back Office software. This will open the Product Category page in a new tab. 2. Click on the icon in the top right hand corner of the Product Category page 3. Type the name of the new category in the Name text box (highlighted in yellow)

7 4. Using the dropdown menu in the Category box, you can choose where the new category will sit in the Product Category hierarchy. If you want the new category to be a parent category then select..top level.. from the list, otherwise select the correct parent category to make the newly created product category a child of. 5. If you wish to have a printout when you do an X or Z read off of the EPOS till to include the category you have just created, click in the check box next to Till Report otherwise leave this unchecked 6. Click on the icon to save the newly created product category Adding A New PLU Once you have created your Product Categories you can add PLUs to the EPOS system. To do this: 1. Click on the Product link in the left hand Configuration menu of the Back Office software 2. Click on the icon to add a new PLU 3. Type in the new PLU code into the PLU Code text box 4. Type in the description of the PLU into the Short Receipt Name text box. This is the text that will print on the customers receipt 5. When you click into the Description text box the text in the Short Receipt Name is replicated into the Description text

8 6. Use the drop down menu in the Category box to select the required Product Category for the PLU 7. Click on the save changes icon 8. Click in the Sales Price box to enter in the sales price of the PLU. By default this will use the Standard price band & standard VAT rate. These can be changed if you wish by clicking on them & selecting the correct price band/vat rate 9. Once you have made all your changes click on the icon to save all changes Product Options On the Product page there is an options tab. In this tab you can configure extra settings related to the use of PLUs on the EPOS system. These options are: Ticket Drop Down Menu: If you use tickets within the EPOS system, so that when an item is sold on the EPOS units a ticket is printed for the customer, you can set what ticket is associated with each PLU by selecting the correct ticket name from the drop down list Kitchen Printer Drop Down Menu: If you use a kitchen printer to send information from the EPOS unit to a kitchen for food orders, you can configure which printer (if you have more than one) a PLU gets sent to when it is sold/added to a table. All items sent to the same kitchen printer from an order will be grouped together so, for instance, if you had an order that contained PLUs associated with the Cold Food printer & the Hot Food printer, then all the items associated with the Cold Food would print together followed by the items associated with the Hot Food printer. The options for a Kitchen Printer are: o Cold Food o Desserts Printer o Drinks Printer o Hot Food o Prep Method: Any item set to Prep Method will go to the printer associated with the previous PLU in the order so, for instance, if you had a PLU that was associated with the Hot Food printer which had modifiers associated with it, if you set all the modifiers to print as Prep Method then they will automatically follow the main PLU to the Hot Food printer Subject Code: If you use subject or finance codes for reporting on groups of PLUs then you can enter these codes into this field Notes: Any text entered here will appear on the EPOS screen after the PLUs sales button is pressed Product Modifiers: See the Product Modifiers section of this manual for more details Product Barcode: If you use barcodes to identify items at the point of sale you can associate those barcodes with specific PLUs here. To do this

9 o Click on the icon to open the Select Barcodes screen. You can either search for a previously entered barcode from the list o Once you have selected/created your barcode click on the to save your changes & be taken back to the Product page o Click on the icon to save all changes Product Modifiers Product modifiers are used to add extra items to PLUs, these can be priced if there is a charge associated with them, for instance for special sauces, or for conveying cooking instructions to the kitchen for certain items. To create a product modifier: 1. First add the modifier as a PLU in the Product screen as per the instructions in the Adding A New PLU section. If there is no price associated with the modifier you need to enter the price as 0 otherwise it will not print in the kitchen 2. Once the modifier PLU has been created click on the Product Modifier option in the link in the left hand Configuration menu of the Back Office software 3. Click on the to add a new modifier group 4. Enter the name for the modifier group into the Name text box

10 5. Enter the maximum number of selections the customer can make from the choices offered in the Maximum Number of Selections box. This can range from choices, however if you wish to offer an unlimited number of selections to the customer set the value as 0 6. Select from the Available column the PLU(s) you have created for the modifiers. For example, if the modifier you were creating was for cooking instructions for steak you would need to select the Rare, Medium Rare, Medium & Well Done modifier PLUs you can do a multi-select by holding down the CTRL key on your keyboard 7. Once all modifier PLUs have been selected from the Available section click on the to move the selected PLUs into the Selected section 8. Click on the icon to save all changes Once the product modifier has been created you need to assign it to the correct Sales PLU so that your staff are prompted on the EPOS till screen when the sales PLU is sold. To do this: 1. Open the Product page by clicking on the Product link in the left hand Configuration menu of the Back Office software 2. Select the PLU you wish to assign the modifier group to 3. Click on the Options tab in the middle of the page 4. Click on the icon above Product Modifiers

11 5. In the window that opens select the product modifier you wish to assign to the PLU from the available column 6. Click on the to move the selected modifier group into the Selected group 7. Click on the icon to save and close the Select Modifiers window which will take you back to the Product page 8. Click on the icon to save all changes EPOS Screen The menu system displayed on the EPOS till screens is configured via the Back Office system by using the Sales Screen page. The sales screen is built on a hierarchy that is as follows: Menu Set o Menu Sales Button The sales button has different functions, depending on the button function selected when creating the button. These functions are: Sales Item: This function links the button to a sales PLU to be sold on the EPOS system Launch Sub Menu: This function links the button to a sub menu, which will allow you to launch a secondary menu Before you can add buttons to a sales screen, you first need to create a menu set & a menu for the button to exist on. Menu Sets Menu Sets can be used to setup different menus on different EPOS tills or create a replacement menu system without affecting the currently in use menu set. The system already has a default Menu Set. If you need to create a new one follow the steps below. To Create A Menu Set 1. Open the Menu Set page by clicking on the Menu Set link in the left hand Configuration menu of the Back Office software

12 2. Click on the icon to create a new menu set 3. Type the name of the new Menu Set in the Name text box (highlighted in yellow) 4. Click on the icon to save the new menu set Once the Menu Set has been created you can add menus to it so that they will be displayed on the EPOS screen. If the menu set will contain new menus then you will first need to create the menus before they can be added to the menu set. To Create A New Menu 1. Open the Sales Screen page by clicking on the Sales Screen link in the left hand Configuration menu of the Back Office software

13 2. Click on the icon at the top of the screen to create a new menu 3. Type the name for the menu into the Text box in the Menu Options section, which is highlighted in yellow 4. Using the Back Colour drop down box you can alter the menu colour as it will be displayed on the EPOS screen 5. Using the Text Colour drop down box you can alter the text colour that will be displayed on the menu button 6. Once you are happy with the menu name, background colour and text colour click on the icon at the top of the screen to save the new menu

14 To Add A Menu To A Menu Set Once the menu has been created you can add it to a menu set. Please note that a Menu Set can only hold a maximum of 8 menus. To add a menu to a menu set: 1. Open the Menu Set page by clicking on the Menu Set link in the left hand Configuration menu of the Back Office software 2. Click on the Menu Set you want to add a menu to in the Menu Set column 3. All currently selected menus assigned to the menu set will now be shown on the right hand side of the screen, in the section titled Selected and all available menus that can be added to a menu set are shown in the Available section. 4. Click on the menu you wish to add to the menu set so that is highlighted 5. Click on the to move the selected menu into the Selected column 6. click on the icon to save the changes to the Menu Set To Add A New Sales Button Once you have created your Menu Set & Menu you can add buttons to the menus for performing operations on the EPOS system. To add a new button for performing sales: 1. Open the Sales Screen page by clicking on the Sales Screen link in the left hand Configuration menu of the Back Office software 2. Click on the menu that you want to add buttons to in the Sales Screens column in the Sales Screen page so that it is highlighted in blue 3. The current button layout for the menu will be displayed in the centre of the Sales Screen page 4. In the right hand column you will see a list of PLUs. Either scroll down through the list or search using the search box to find the PLU that you want to add to the menu screen a. NOTE: If you are adding a button to an already existing menu & wish it to have the same colour as an already existing button on the screen then select that button in the menu first. This will set the Button Options background & text colours to the same as the existing button, which will be applied when the new button is created 5. Click on the PLU you wish to add so that it is highlighted in blue. Click on the PLU a second time, holding the left mouse button down 6. Still holding the left mouse button down, move your cursor into the menu layout in the centre of the screen

15 7. Position the button where you wish it to be displayed & release the left mouse button. The sales button will snap to the next available location in the area that you have selected 8. Once the button has been positioned you can alter the button size, background colour of the button, the text colour of the button & the text that will be displayed on the button in the Button Options section at the bottom of the screen 9. In the Sales Screen Sites column, you can set which sites will be able to see the button. Any sites that have a tick in the check box will be able to see the button To Add A Sub Menu Button To add a button that will launch a submenu: 1. Open the Sales Screen page by clicking on the Sales Screen link in the left hand Configuration menu of the Back Office software 2. Click on the menu that you want to add buttons to in the Sales Screens column in the Sales Screen page so that it is highlighted in blue 3. The current button layout for the menu will be displayed in the centre of the Sales Screen page 4. Using the Button Functions drop down box, change the currently selected function from Sales Items to Launch Sub Menu 5. The section underneath the Button Functions selection will now change from showing a list of PLUs to a list of available menus 6. Select the menu that you wish to launch from the button by clicking on it so that it is highlighted in blue 7. Click on the menu name a second time, holding the left mouse button down 8. Still holding the left mouse button down, move your cursor into the menu layout in the centre of the screen 9. Position the button where you wish it to be displayed & release the left mouse button. The sales button will snap to the next available location in the area that you have selected 10. Once the button has been positioned you can alter the button size, background colour of the button, the text colour of the button & the text that will be displayed on the button in the Button Options section at the bottom of the screen 11. In the Sales Screen Sites column, you can set which sites will be able to see the button. Any sites that have a tick in the check box will be able to see the button

16 Operator Setup Operators within the EPOS system are built on a hierarchy of Roles. Different roles can be created for different operator capabilities, with certain functions only available to certain operators. All operators once active on the EPOS system can make sales, however the rest of the functions available are configurable via the Back Office system. Available operator functions within the EPOS system are: Add Discounts: This grants the ability to give discounts to customers Cancel Items: This grants the ability to cancel an item if incorrectly added to an order before the order is cashed off Cash Lift: This grants the ability to remove money from the EPOS system. The EPOS system will print a receipt for the operator who has removed the money which they can sign & put in the cash drawer so that the removed money can be included in the cash declaration (NOTE: This permission needs to be granted in conjunction with the Manager permission) Close Down: This grants the ability to perform a Close Down (also known as a Z-Read) on the EPOS system (NOTE: This permission needs to be granted in conjunction with the Manager permission) Exit: This grants the ability to close the EPOS software on the till without performing a Close Down (NOTE: This permission needs to be granted in conjunction with the Manager permission) Manager: This grants the ability to perform tasks on the EPOS system that are only accessible on the Manager screen. These include Exit, Close Down, Cash Lift and X-Read No Sale: This grants the ability to fire the cash drawer without putting a sale through the EPOS system Print Previous: This grants the ability to print a duplicate receipt for a customer Refunds: This grants the ability to perform refunds on the EPOS system Reporting: This grants the ability to access the Reporting module X-Read: This grants the ability to perform an X-Read on the EPOS System (NOTE: This permission needs to be granted in conjunction with the Manager permission) Before operators can be created in the Back Office system the correct roles need to be created.

17 To Create Operator Roles 1. Open the Role page by clicking on the Role link in the left hand menu of the Back Office software 2. To create a new role click on the icon 3. Enter the name for the new role in the Name box (highlighted in yellow) 4. Click on the icon to save the new role 5. Once the role has been saved, you can assign operator permissions to the role. To do this, click in the check box beside the permissions you wish to assign to the role 6. Once you have assigned all the permissions to the role click on the icon to save the changes With the operator roles all setup, you can now create operators & assign them to the roles

18 To Add A New Operator 1. Open the Operator page by clicking on the Operator link in the left hand menu of the Back Office software 2. Click on the icon to add a new operator 3. Enter the operators first name in the First Name text box (highlighted in yellow) 4. Enter the operators last name in the Last Name text box (highlighted in yellow) 5. When you click into the Display Name box, the operators first & last name will be automatically filled in this is the name that will be printed on receipts for sales performed by the operator, so can be changed if you wish 6. Click in the PIN text box (highlighted in yellow) and enter the four digit PIN that the operator will use to access the EPOS system 7. Click on the icon to save the operator 8. You can now assign roles to the operator and specify which sites the operator is active in. To assign a role to the operator, click in the check box next to the role you want the operator to have in the Operator Roles column 9. Click in the check box next to the sites that the operator can log into the EPOS system at in the Operator Sites column 10. Click on the icon again to save the operator

19 Discount Setup Any discounts that you want to offer to customers need to be configured on the Back Office system before they are available. To create a new discount on the system: 1. Click on the Discount link in the left hand menu of the Back Office to open the Discount page 2. Click on the icon to add a new discount 3. Enter the name for the discount in the Discount Name text box (highlighted in yellow) 4. Click in the Discount Type box to select the discount type from a drop down list. The available options are: a. Fixed Amount: Gives a discount by a fixed monetary amount b. Fixed Percent: Gives a discount by a fixed percentage c. Variable Amount: Allows the EPOS operator to enter in the monetary amount for the discount d. Variable Percent: Allows the EPOS operator to enter in the percentage amount for the discount 5. If the discount is a fixed amount/fixed percent enter the amount in the Value or Percent box. If it is a variable amount/percentage discount leave this at the default of 0 6. Enter the PLU for the discount code in the Discount PLU Code text box 7. Click in the Category box to select the category that the discount will be in (this can be used for reporting purposes) 8. Click on the icon to save the discount

20 Setup A PLU As A Stock Item Once you have created your PLUs then they can be configured as stock items. To do this: 1. Click on the Product link in the left hand Configuration menu of the Back Office software 2. Select the existing product from the Active Products list 3. Change the This item drop down option and set it to is a stock item 4. Click on the save changes icon 5. You will now see the addition stock settings at the bottom of the screen 6. Change the Units section to setup how the stock item is bought and reported a. Each this would be used for an item bought and sold as a single unit for example cans of Coke would have a base unit of Each and be bought in cases of 24 b. Ml this would be used for items sold by the ml as an example Wine or Spirits would be set to a base unit of ml and be bought in 70cl bottles c. Pint this would be used for items sold by the Pint or Half Pint as an example Lager would be set to a base unit of Pint and be bought in a 11 Gallon cask d. Gram this would be used for food recipes 7. Click on the save changes icon 8. Enter the Cost price for the item in the Buying Price box. This will be the price based on the buying unit entered in step 5 9. Enter how many of the base unit will be deducted when the product is sold 10. Enter in the current stock level for the item using the Amend Stock Level box 11. Click on the save changes icon

21 Polling Polling is the application that is used to push sales to the EPOS point of sale units & pull sales information out of the point of sale units for reporting purposes. To poll the tills you need to: 1. Double click on the Polling Client icon 2. The screen that opens will show you all sites & tills associated with your EPOS system 3. To poll an entire site and all point of sale units within a site click on the site name in the Sites column so that it is highlighted in blue 4. With the site highlighted in blue click on either the Push Poll or Pull Poll buttons a. Push Poll : clicking on this option pushes all changes made in the Back Office software to prices, PLUs etc to the point of sale units & also pulls all sales information out of the units for reporting purposes b. Pull Poll : clicking on this option pulls only the sales information out of the point of sale units for reporting purposes To poll an individual point of sale unit only the procedure is the same as above but instead of selecting a site you would select a point of sale unit in the Sites column

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