Lightspeed Restaurant POS User Guide

Transcription

1 Lightspeed Restaurant POS User Guide

2 Table of Contents 1.0 The Lightspeed Restaurant POS app Installing the Lightspeed Restaurant POS app Setting up your idevice account settings Opening Lightspeed Restaurant POS User screen User login Tapping a user from the user screen Login cards Accessing the Lightspeed Restaurant Manager Print Test Reseller Access Clear Cache Floor screen Basic Floor Features Switching Floors Floor screen on an iphone/ipod Table status Adding and Editing floors and tables Practical tips Advanced Floor Features Open previous receipts Extra options Order Screen Taking an order Order screen on the iphone/ipod Searching for products Showing product descriptions and images (Product Detail view) Applying Discounts Tax exemptions (USA only) Apply a tax exemption Removing a tax exemption Gift Vouchers (gift cards) Selling gift vouchers Receiving gift vouchers Number of customers Modifiers Not printing free products or free modifiers Using product IDs to add products Shortcut Panel Enable/Disable the Shortcut Panel Shortcut Panel Functionality Payment screen Accessing the payment screen The payment screen areas Receive payments and tips Split bill Reverting a split bill LIGHTSPEED RESTAURANT POS USER GUIDE

3 5.4 Refunds Cancel an ordered item Void a finalized receipt Customers Customer selection Creating customers Customer tabs Placing an order on a customer tab Paying a customer tab Customer Invoices Customer credit Adding customer credit Paying with customer credit Users User selection User clock in and clock out Clocking in/out on the iphone/ipod Managing cash drawers Opening and closing a cash drawer Adding and removing cash Viewing cash- drawer history Advanced features Transfer and merge orders Edit a product on an order Opening a finalized receipt From a table in the floor screen (last 24 hours only) By receipt ID (all receipts) Takeout and Delivery Takeout and delivery price and tax Takeout and delivery tables Takeout and Delivery functionality Creating a takeout and delivery order basic method Creating a takeout and delivery order advanced method The Takeout and Delivery screen Accessing the Takeout and Delivery screen Creating new takeout and delivery orders Track, print, edit, and finalize orders Reporting User (waiter) reports at end of day Day reports Device App Settings Accessing the Lightspeed Restaurant ios settings Account Settings Layout Settings Row/Column Settings Font Settings Product Settings Receipt Settings LIGHTSPEED RESTAURANT POS USER GUIDE 2

4 Chair Settings Customer Settings User Settings Category Settings iphone Printer Settings Star Settings Epson Settings Layout Settings Functionality Settings Go back to User Settings Sound Settings Other Settings Payment Settings ADYEN Takeout Settings Caller ID Settings Hotel Settings Manager Settings Cash Drawer Cashbox Developer Setting Print Settings Functionality Settings LIGHTSPEED RESTAURANT POS USER GUIDE

5 1.0 The Lightspeed Restaurant POS app 1.1 Installing the Lightspeed Restaurant POS app The Lightspeed Restaurant POS app is where sales are processed in Lightspeed Restaurant. You must install the Lightspeed Restaurant POS app on every idevice (ipad, ipod, iphone) that you or your employees will use with your Lightspeed Restaurant account. 1. From an idevice (ipad, ipod, iphone), go to the App Store and search for Lightspeed Restaurant POS. 2. Install the Lightspeed Restaurant POS app on your device Setting up your idevice account settings In order to be able to log in to your account from the Lightspeed Restaurant POS app, you need to set up your account settings on your idevice (page 68). 1.2 Opening Lightspeed Restaurant POS On your idevice, tap the Lightspeed Restaurant POS icon to open the app. Log in to the app as specified on page 5. LIGHTSPEED RESTAURANT POS USER GUIDE 4

6 2.0 User screen The User screen is the default screen of the Lightspeed Restaurant POS app. This screen allows users to: Log in to the Lightspeed Restaurant POS app. Access Lightspeed Restaurant Manager. Perform a print test. Clear the cache. 2.1 User login Lightspeed Restaurant offers two methods for user login: Tapping a user from the user screen (may require password). Using a login card Tapping a user from the user screen 1. On the User screen, tap your user image. 2. If required, enter your password, and then tap Done Login cards Users can use specially created login cards to log in to Lightspeed Restaurant POS. Contact Lightspeed Support for instructions on how to get your login cards. 5 LIGHTSPEED RESTAURANT POS USER GUIDE

7 Assigning a login card to a user If a login card is not yet assigned to a user, you can assign it to a user as follows: 1. On the User screen, swipe the login card. 2. Tap the user to which you want to assign the login card. Logging in From the User screen, swipe the login card in a supported card swiper that s attached to the device. Note: The Enable swipe to login setting must be enabled in the device app settings (page 74). 2.2 Accessing the Lightspeed Restaurant Manager The Lightspeed Restaurant Manager allows you to configure Lightspeed Restaurant and generate reports. Read the Lightspeed Restaurant Manager User Guide for more information. Note: Depending on their user privileges, a user may not have access to all Manager functionality. 1. Click Manage My Restaurant. 2. Enter your username and password. 3. Tap Login. 2.3 Print Test This option lets you perform a quick test of your printers. Note: The Print test option is not available on an iphone/ipod. 1. From the User screen, tap Tools, and then Print Test. 2. All the printers that are set up in Lightspeed Restaurant appear. The printers are either red or green depending on if the printer is connected. Green: Printer is connected. Red: Printer is not connected. 3. For green printers only, you can perform a quick print test by tapping the printer. Note: All your printer templates are also displayed with their associated printer. LIGHTSPEED RESTAURANT POS USER GUIDE 6

8 2.4 Reseller Access For troubleshooting purposes, you can allow your reseller temporary (30 minutes) access to your Lightspeed Restaurant POS app account via a generated PIN. 1. From the User screen, tap Tools, and then Allow Reseller Access. 2. A temporary PIN is generated and appears on the screen. The PIN is active for 30 minutes. 3. Provide the PIN to your reseller. Your reseller will then log in to your account as specified below. Reseller Instructions 1. The Lightspeed Restaurant POS app must be set to the Reseller s account in the Lightspeed Restaurant ios Account Settings. 2. From the Lightspeed Restaurant User screen, tap Switch User, and then Login with PIN. Note: The Switch between accounts ios setting (page 74) must be enabled in order for the Switch Users button to appear on the User screen. 3. Tap the user account that you want to access. 7 LIGHTSPEED RESTAURANT POS USER GUIDE

9 4. Enter the temporary PIN, and then tap Log In. Access expires thirty minutes after the temporary PIN was generated. 2.5 Clear Cache Clicking the Clear Cache button will erase all data and settings that have been locally stored on the device. All the data from the Cloud will then be reloaded in the device. This can be useful when you have made changes in Lightspeed Restaurant Manager and the device did not instantly load the changes. LIGHTSPEED RESTAURANT POS USER GUIDE 8

10 3.0 Floor screen 3.1 Basic Floor Features The floor view is a representation of your restaurant floor and is fully customizable via the Lightspeed Restaurant Manager. You can add an unlimited number of floors. Each floor contains tables that are used to process orders. 3.2 Switching Floors On an ipad, you can switch between floors by tapping the floor button on the top of the screen, and then tapping the desired floor. 9 LIGHTSPEED RESTAURANT POS USER GUIDE

11 3.2.1 Floor screen on an iphone/ipod You can pinch the screen to zoom in or out. Swiping left and right allows you to see the complete floor. You can switch floors by tapping the stairs icon, and then selecting the desired floor. 3.3 Table status The table status is indicated using the following colors: No color (table s original color): No order has been taken (it is possible that people are seated). Green: Order in progress. Red: The receipt of the table is printed. The customers have received the receipt, but have not yet paid. After finalizing, the table returns to its original color. 3.4 Adding and Editing floors and tables A user must have the Edit floors user privilege enabled to be able to add and edit floors and tables in the Lightspeed Restaurant POS app. Note: Editing floors has been disabled on the iphone/ipod. 1. In the Floor screen, tap Edit at the top-right of the screen. 2. The settings panel appears. The floor settings appear automatically. Tap a table to bring up the table settings. 3. To add a floor or table, tap +floor or +table. Note: When adding a table via the Lightspeed Restaurant POS app, the table type will be defined as Restaurant. To change the table type, refer to the Lightspeed Restaurant Manager User Guide. LIGHTSPEED RESTAURANT POS USER GUIDE 10

12 4. Edit the floor/table as follows: Table settings: Name: The table name. X and y: The horizontal and vertical position of the table. Tip: You can also hold your finger on the table and drag it to the new location. Width and Height: The width and height of the table in pixels. Tip: You can also hold your finger on the resize icon on the selected table and drag to increase or decrease the size. Chairs: The number of chairs assigned to the table. Use the slider button to increase or decrease the number of chairs. Rotation: Sets the rotation of a table. If the slider is in the center of the slider, the table s rotation is 0 o. Tip: You can also hold your finger on the rotate icon on the selected table and drag to rotate. Round: When enabled, the table will appear as a round table. Floor settings: Floor: The floor name. Width: The width of the floor in pixels. Height: The height of the floor in pixels. Booking Capacity: The booking capacity of the table. 5. Tap Save, and then Done. 11 LIGHTSPEED RESTAURANT POS USER GUIDE

13 3.4.1 Practical tips Making a perfect circle Select the table and enter the same value for the width and height in the settings panel. Making tables with chairs facing each other Select the table and enter the same value for the width and the height in the settings panel. 3.5 Advanced Floor Features Open previous receipts Long press a table to view a list of all receipts for the table in the last 24 hours. Tapping a receipt from the list brings up the Order screen for the receipt where you can void or modify the receipt. To open a finalized receipt that was processed more than 24 hours ago, see page 53. Warning: For Belgian users with FDM, it is not possible to add items to, or remove items from, finalized receipts, or to reprint the VAT (BTW) receipt. Adding payments is still possible. LIGHTSPEED RESTAURANT POS USER GUIDE 12

14 3.6 Extra options The Extra options are accessed via the floor screen. 1. Tap Extra at the top-right corner of the screen. 2. Tap one of the following options: Takeout and Delivery: Opens the Takeout and Delivery screen (page 56). Orders: Shows the orders that have been sent to the kitchen/bar for the user. You can sort by table or clear the list. Customers: Shows the list of all customers and their details. Open Tabs: Shows all open customer tabs (the bills that not yet have been paid). Open Cash Drawer: Opens your cash drawer. Open Receipt Using ID: Opens a receipt for editing using the receipt ID number. On the iphone/ipod On the iphone/ipod, these extra features are disabled. Only the orders menu is available by tapping orders on the floor screen. 13 LIGHTSPEED RESTAURANT POS USER GUIDE

15 4.0 Order Screen 4.1 Taking an order To take an order on an ipad: 1. Tap a table on the Floor screen. The Order screen appears. Note: The layout of the Order screen can be adjusted to suit your needs (page 68). 2. Tap on a category to display its products. You may need to browse through the categories by swiping. 3. Place the order by tapping on the products. The selected product will appear in the receipt item list, displaying the product code, amount, product name, and product price. Tip: You can also use the Shortcut Panel to quickly set product quantity and price, and select product modifiers, when adding products to an order (page 24). 4. Once all products are selected and are ready for printing, tap the bar printer button to send the bar products to the bar and tap the kitchen printer button to send the order to the kitchen. Printed products will be displayed in gray on the receipt, indicating that the order was sent successfully. LIGHTSPEED RESTAURANT POS USER GUIDE 14

16 4.1.1 Order screen on the iphone/ipod The Order screen has been optimized to enhance usability. 1. Tap a table on the Floor screen. 2. The workflow for adding items to an order depends on if the Show only products in selected category layout option is enabled in the Lightspeed Restaurant ios settings: When enabled: The products in the first category will be displayed. To view the category list, swipe to the right, and then swipe vertically to browse through the different categories. Select a category to view its products. When disabled: All categories and their associated products are displayed. Swipe down to cycle through the products. 3. Tap the product to add, and then tap the + button to add it to the order. You can increase or decrease the order amount by using the + and - buttons. 4. Once all products are selected and are ready for printing, swipe right to view the receipt item list. Tap the bar printer button to send the bar products to the bar and tap the kitchen printer button to send the order to the kitchen. Printed products will be displayed in gray on the receipt, indicating that the order was sent successfully. 15 LIGHTSPEED RESTAURANT POS USER GUIDE

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18 4.2 Searching for products 1. Tap the Search icon (magnifying glass). 2. Enter your search criteria to search for a product by name. You can search for letters, words or numbers. For example, you can search for a wine with the year 99 by entering 99 and all products containing 99 in the title will appear. 4.3 Showing product descriptions and images (Product Detail view) Lightspeed Restaurant POS offers a Show-and-Tell feature that allows you to display product descriptions and images to your customers. When in the Product Detail view, you can scroll through all products within a category, add a product to the receipt, and remove a product from the receipt. Note: You can add a description and image to a product s settings in the Lightspeed Restaurant Manager. 1. On the Order screen, long press a product button to open the Product Detail view. 17 LIGHTSPEED RESTAURANT POS USER GUIDE

19 2. Scroll between products of the same category by swiping left or right, Add a product to the receipt, or Remove a product from the receipt. 4.4 Applying Discounts Depending on the discount type, you can apply a discount to specific products or the entire order. To apply a discount, the discount must already be created in the Lightspeed Restaurant Manager. To apply a discount: 1. On the Order screen, tap the Discount that you want to apply. 2. The discount is applied based on the Discount type as follows: Reduction specific product: Will deduct the specified amount as a dollar value for a selected product on an order. If the discount is restricted to products within specific categories, the selected product must belong to one of the selected categories. Reduction specific product %: Will deduct the specified amount as a percentage value for a selected product on an order. If the discount is restricted to products within specific categories, the selected product must belong to one of the selected categories. Reduction ticket: Will deduct the specified amount as a dollar value to the entire order. If the discount is restricted to products within specific categories, a product that belongs to one of the selected categories must be added to the order prior to applying the discount. Reduction ticket %: Will deduct the specified amount as a percentage value to the entire order. If the discount is restricted to LIGHTSPEED RESTAURANT POS USER GUIDE 18

20 products within specific categories, the discount is applied to products that belong to the selected categories only. Reduction Current: Will deduct the specified amount as a dollar value to all products currently on the order. The discount will not be assigned to products added to the order after adding the discount. If the discount is restricted to products within specific categories, a product that belongs to one of the selected categories must be added to the order prior to applying the discount. Reduction Current %: Will deduct the specified amount as a percentage value to all products currently on the order. The discount will not be assigned to products added to the order after adding the discount. If the discount is restricted to products within specific categories, the discount is applied to products that belong to the selected categories only. 4.5 Tax exemptions (USA only) You can apply a tax exemption to an entire order, tax, or to an individual item on an order. If you ve applied a tax exemption incorrectly, you can easily remove it from either the Order or Payment screen. Note: You cannot apply a tax exemption if Lightspeed Restaurant is set up to display tax-inclusive pricing. Therefore, to apply a tax exemption, the Include VAT setting in Lightspeed Restaurant Manager must be disabled Apply a tax exemption 1. In the receipt item list, do one of the following: Apply a tax exemption to an entire order or tax: Slide left the tax to exempt, and then tap Tax exempt. Apply a tax exemption to an item: Long press the item, and then tap Tax exempt. 19 LIGHTSPEED RESTAURANT POS USER GUIDE

21 2. Repeat step 1 to apply a tax exemption to another tax, or item, on the order Removing a tax exemption You can remove (reset) a tax exemption for an entire order from the Order or Payment screen, or for an individual item from the Order screen. 1. From the Order or Payment screen, do one of the following: Remove all tax exemptions: From the Order or Payment scree, slide right the exempted tax, and then tap Revert tax exempt. Remove an item tax exemption: From the Order screen, long press the item, and then tap Revert tax. LIGHTSPEED RESTAURANT POS USER GUIDE 20

22 2. Repeat step 1 to remove a tax exemption from another tax, or item, on the order. 4.6 Gift Vouchers (gift cards) If you sell and receive gift vouchers, we recommend that you first notify your accountant so that he will correctly book them for tax purposes. For EU customers, we recommend that you create gift voucher products with a VAT of 0%. When the gift voucher is used to pay for a receipt, the receipt will determine the VAT rate. If a purchased gift voucher has not been used within one year from the date of purchase, you will have to pay the standard VAT of the gift voucher according to local legislation Selling gift vouchers Create a new product named Gift Voucher, and set its VAT at 0%. You can create several vouchers with fixed amounts or you can create one generic voucher and adjust the price when selling the voucher Receiving gift vouchers Two alternatives are possible when receiving vouchers: Add the product Gift Voucher to the receipt. Give it a negative price. The remaining amount can be paid by all other available payment options. Create a Discount product called Use Gift Voucher, and give it a price. Add the product to the receipt before finalizing. The remaining amount can be paid by all other available payment options. 21 LIGHTSPEED RESTAURANT POS USER GUIDE

23 4.7 Number of customers In Lightspeed Restaurant Manager, you can enable the Number of customers pop up option in Settings > App Settings. If enabled, you will be asked how many people are seated at the table every time you open a new table. By default, the number of chairs at the table will be suggested. To edit the number of customers, swipe the slider with the number of customers to the left/right and the popup will reappear. 4.8 Modifiers Products and categories can have modifiers assigned to them, such as the cooking level of meat, the type of pasta, and pizza toppings. Refer to the Lightspeed Restaurant Manager User Guide for information on how to create and assign modifiers to a product. 1. When adding a product with modifiers to an order, the modifier list may appear automatically depending on the modifier settings. To access the modifier list for a product with modifiers, tap the product and then tap the modifiers button (salt and pepper shakers). LIGHTSPEED RESTAURANT POS USER GUIDE 22

24 2. Select the modifier(s), and then tap Done. 4.9 Not printing free products or free modifiers If you don t want free products to be printed on the receipt, go to the Lightspeed Restaurant ios Settings on the idevice, and disable the Print free products setting under Printer Settings. If you don t want to print free modifiers on the receipt, disable the Print free additions setting under Printer Settings Using product IDs to add products A unique product ID is assigned to each product. You can add products to an order using the product ID. Note: Ordering with product IDs is not available on the iphone/ipod. 1. On the Order screen, tap the keyboard icon to show the product code keyboard. 2. Enter the product code, and then press Add to add the product to the receipt item list. Tip: If you want to add the same product multiple times, type the product 23 LIGHTSPEED RESTAURANT POS USER GUIDE

25 code, tap x, followed by the amount value. For example, to order 5 pizzas with product code 80, enter 80x5, and then tap Add Shortcut Panel Lightspeed Restaurant POS offers an optional Shortcut Panel for the Order screen that lets you quickly execute common tasks, such as set product quantity and price, select product modifier, and display product information. It also includes userselection and customer-selection buttons. Note: The Shortcut Panel is not available when using Lightspeed Restaurant POS on an iphone or ipod. LIGHTSPEED RESTAURANT POS USER GUIDE 24

26 Enable/Disable the Shortcut Panel Enable or disable the Show shortcuts panel in order view in the ios Functionality Settings (page 74). When the Shortcut Panel is enabled, it appears on the Order screen and remains visible throughout the entire ordering process. When disabled, the Shortcut Panel does not appear on the Order screen. The Shortcut Panel includes customer-selection and user-selection buttons. When the Shortcut Panel is visible, the Set customer selection visible option must be disabled (page 70). You can also disable the Set user selection visible option (page 70) to avoid having two separate user-selection buttons visible on the Order screen. If Set user selection visible is disabled, you can access the user-selection button from the Order screen only. Important: All users can access the functionality in the Shortcut Panel. User restrictions and privileges do not apply Shortcut Panel Functionality You can use the Shortcut Panel to do the following: Set product quantity Set product price Select product modifier Display product information (Show-and-Tell) Assign a customer to the order Access the User Information window Tip: If the Shortcut Panel is enabled, you can still use the edit options for ordered products by long-pressing a product from the receipt list. 25 LIGHTSPEED RESTAURANT POS USER GUIDE

27 Set product quantity You can use this option to set the quantity when adding a product to an order, and for a product that is already on an order. 1. Tap the Quantity icon in the Shortcut Panel. 2. Tap the product for which to set the quantity. If the product is already on the order, you can tap the product from the receipt list. Note: If the product is set to type Open Price in the product settings (see the Lightspeed Restaurant Manager User Guide), the price window will appear instead. The product Type setting overrides the Shortcut Panel action. 3. Enter the quantity, and then tap OK. The product appears in the receipt list with the specified quantity. Set product price You can use this option to set the price when adding a product to an order, and for a product that is already on an order. 1. Tap the Price icon in the Shortcut Panel. 2. Tap the product for which to set the price. If the product is already on the order, you can tap the product from the receipt list. Note: If the product is set to type Amount Popup in the product settings (see the Lightspeed Restaurant Manager User Guide), the quantity window will appear instead. The product Type setting overrides the Shortcut Panel action. 3. Enter the price, and then tap OK. The product appears in the receipt list with the specified price. Select product modifier You can use this option to set the modifier when adding a product to an order, and for a product that is already on an order. 1. Tap the Modifier icon in the Shortcut Panel. 2. Tap the product for which to select the modifier. If the product is already on the order, you can tap the product from the receipt list. 3. Select the modifier(s), and then tap OK. The product appears in the receipt list with the specified modifier. Display product information (show-and-tell) You can use this option to open the Show-and-Tell feature to display product images and information for any product. 1. Tap the Product Information icon in the Shortcut Panel. LIGHTSPEED RESTAURANT POS USER GUIDE 26

28 2. Tap the product. If the product is already on the order, you can tap the product from the receipt list. 3. In the Product Detail view, you can scroll between products of the same category by swiping left or right, Add a product to the receipt, or Remove a product from the receipt. Assign a customer to the order Attach an existing or new customer to the order. 1. Tap the Customer Selection icon in the Shortcut Panel. Note: To gain access to the customer-selection button on the Shortcut Panel, the Set customer selection visible option must be disabled (page 70). 2. For an existing customer, tap the customer from the list. For a new customer, tap New, enter the customer information, and then tap Save. 3. Tap Confirm. Access the user information window The User Selection button opens the user information window from which users can clock in and out, print reports, and manage cash drawers. 1. Tap the User Selection icon in the Shortcut Panel. Note: To gain access to the customer-selection button on the Shortcut Panel, the Set customer selection visible option must be disabled (page 70). You can also disable the Set user selection visible option (page 70) to avoid having two separate user-selection buttons visible on the Order screen. If Set user selection visible is disabled, you can access the user-selection button from the Order screen only. 2. Clock in or out, print reports, or manage cash drawers as specified on page 44). 27 LIGHTSPEED RESTAURANT POS USER GUIDE

29 5.0 Payment screen 5.1 Accessing the payment screen To access the payment screen, press the payment button in the top-right corner of the Order screen. LIGHTSPEED RESTAURANT POS USER GUIDE 28

30 5.1.1 The payment screen areas Top: Receipt (blue) with outstanding amount that needs to be paid. It displays the total amount, the amount paid, and the outstanding amount. Middle: List of receipt items (product names and quantities) and the total price. Bottom: List of available payment methods that were set up in the Lightspeed Restaurant Manager. 5.2 Receive payments and tips 1. From the payment screen, tap the payment method that the customer would like to use. 2. Enter the payment amount given by the customer. If the payment amount exceeds the receipt total: Credit card payments: You re prompted whether or not to set the overcharged amount as a tip. If you choose not to set the overcharge as a tip, the receipt will have a negative total. Non-credit card payments: The overcharged amount results in a negative receipt total, indicating change. 3. If required, add a tip by tapping the appropriate payment method amount from the receipt list, tap Add Tip, enter the tip amount, and then tap OK. 29 LIGHTSPEED RESTAURANT POS USER GUIDE

31 4. When the payment is complete, tap the Finalize button. Note: When an intermediate bill is paid, tap Close to continue ordering at the same table. 5.3 Split bill You can split the bill into equal parts (10 maximum) or by selected products. This feature requires a payment method defined as Split Bill. Warning: The Split in Equal Parts option is not available for Belgian FDM users. 1. Access the payment screen for the order. 2. If splitting the bill by products, select the products in the receipt list that you want to put on a separate bill. LIGHTSPEED RESTAURANT POS USER GUIDE 30

32 3. Tap the Split Bill payment method, and then tap either Split in Equal Parts or Split using Selected Items. If using Split in Equal Parts, enter the number of receipts between which the bill will be split. 4. A new payment receipt box (blue) will appear with the split amount. To split the bill further, repeat steps 1 and 2. Tip: If a bill has been made, but not all products have been assigned to the correct bill, simply drag the products to the different open bills. 5. To receive payment, tap a receipt box at the top of the payment screen, and then process the payment as you would normally. Repeat this step for every receipt. 31 LIGHTSPEED RESTAURANT POS USER GUIDE

33 5.3.1 Reverting a split bill If you ve split a bill and want to undo the action and revert to a single bill: 1. Access the payment screen for the order. 2. Tap the Split Bill payment method, and then tap Revert Split Bill. The separate bills automatically revert back to one bill. 5.4 Refunds There are two possible methods for refunds: Cancel an ordered item (before the receipt is finalized). Void a finalized receipt Cancel an ordered item You can cancel a product that was sent to the kitchen/bar. 1. On the Order screen, long press on the product in the receipt list. 2. Enter the amount to cancel, and then tap Remove. The cancelled products will appear as a negative order. LIGHTSPEED RESTAURANT POS USER GUIDE 32

34 3. The amount is deducted from the order. Confirm by printing to either the kitchen/bar or receipt. When printing to the kitchen/bar, the printout will show a negative value for the product (i.e. -1 New York Strip) Void a finalized receipt If a receipt has already been finalized and tax has ben applied, and a VAT (BTW) ticket has been generated and printed. You can refund a bill using a payment method defined as Void Receipt. See the Lightspeed Restaurant Manager User Guide for instructions on how to create a payment method. Important: For Belgian users with FDM, this is the only method to refund/adjust a finalized order. 1. Re-open the receipt that you want to refund (page 53). 33 LIGHTSPEED RESTAURANT POS USER GUIDE

35 2. Go to payment screen and tap the Void payment method. Note: If the bill was split, all split amounts will be refunded. This will automatically print out a refund ticket with the previous wrong amount, but in negative. Thus canceling the previous VAT (BTW) ticket. 3. If required, open the table and create a new receipt by adding the products and taking payment. LIGHTSPEED RESTAURANT POS USER GUIDE 34

36 6.0 Customers 6.1 Customer selection Enabling customer selection lets you assign customers to a table. This allows you to keep track of previous orders and get to know your returning customer. You can also add credit to a customer and put orders on a customer s tab. Customer selection and customer tabs have been disabled on the iphone/ipod. Enable or disable the Set customer selection visible option in the Lightspeed Restaurant ios Layout Settings (page 68). Note: You can also access the customer-selection button from the Shortcut Panel (page 24). When the Shortcut Panel is enabled, the Set customer selection visible option must be disabled (page 70). You can also disable the Set user selection visible option (page 70) to avoid having two separate user-selection buttons visible on the Order screen. If Set user selection visible is disabled, you can access the user-selection button from the Order screen only. 6.2 Creating customers Adding a customer account in Lightspeed Restaurant lets you add credit to a customer and assign orders to a customer s tab. It also allows you to track a customer s visit and payment history, favorite products, reservation information, and assign customers to tables and orders. Note: The Set customer selection visible option must be enabled in the Lightspeed Restaurant ios Layout Settings in order to have access to customer functionality (page 68). To add a customer account in Lightspeed Restaurant: 1. Open a table from the Floor screen. 2. Tap the customer icon on the bottom-left of the screen. 35 LIGHTSPEED RESTAURANT POS USER GUIDE

37 3. Tap New. 4. Enter the customer details. 5. Tap Save. 6. Tap Confirm. 6.3 Customer tabs Put a bill on a customer s tab for payment at a later date. To use customer tabs you must have the following setup: The Set customer selection visible option must be enabled (page 35). Create two payment types: One Put on tab payment type, and one Tab Paid payment type. See the Lightspeed Restaurant Manager User Guide for instructions on how to create payment methods Placing an order on a customer tab When placing an order on a customer s account, the outstanding amount of the receipt will be 0 and the amount due will be noted in the customer card as a negative credit. Note: You can t place an order on a customer s tab if the customer has a credit amount in their account. Once the order is complete and the customer decides to place the payment amount on his tab: 1. Tap the payment icon. 2. Tap the payment method defined as Put on Tab. Note: If a customer is not selected for the order prior to selecting the Put LIGHTSPEED RESTAURANT POS USER GUIDE 36

38 on Tab payment method, a window will appear asking you to select or create a new customer. 3. Tap Finalize Paying a customer tab A customer can make a full or partial payment towards the outstanding amount on their tab. Note: You can also use the Customer Invoice feature to create a customer invoice for payment of tabs. Once an invoice is generated, the corresponding receipts on a customer s tab are instantly set as paid in your Lightspeed Restaurant system, and the customer s tab is reset to zero (0). See page 38 for instructions on how to use the Customer Invoice feature. 1. Open a table from the Floor screen. 2. Tap the customer icon on the bottom-left of the screen. 3. Tap an existing customer from the list, or create a new customer, and then tap Confirm. 4. Tap the payment icon, and then tap the payment method defined as Tab Paid. 5. Enter the tab amount to be paid, and then tap Ok. 37 LIGHTSPEED RESTAURANT POS USER GUIDE

39 6. Take payment for the tab by selecting another payment method. 7. Enter the payment amount, and then tap Finalize Customer Invoices Lightspeed Restaurant lets you generate a consolidated invoice for all unpaid receipts that are currently on a customer s tab. The invoice can be ed to the customer or printed. To use the customer invoice feature, you must have the following setup: A Paid by Invoice payment type must be created. This payment type is used by Lightspeed Restaurant solely to process the invoice payment, and does not appear as a payment type when processing payments. See the Lightspeed Restaurant Manager User Guide for instructions on how to create payment types. In order to print and/or the invoice, you must create a Print Invoice and/or Invoice printer template. To use the tab feature in Lightspeed Restaurant, you must have a Put on Tab payment type, and a Tab Paid payment type. How it works A generated customer invoice includes a breakdown of all unpaid receipts that are currently on a customer s tab. It will not include partially paid tab receipts, which can only be paid using the manual tab payment method (page 37). Once an invoice is generated, the corresponding receipts are instantly set as paid in your Lightspeed Restaurant system, and the customer s tab is reset to zero (0). Invoices can be ed directly to your customer, or printed for a customer. The invoice displays a breakdown of owed amounts per receipt, as well as the total invoice amount. It also includes customer and company information. Each invoice has a dedicated invoice LIGHTSPEED RESTAURANT POS USER GUIDE 38

40 number for easy tracking. Note: You can use the Invoice Settings in the Lightspeed Restaurant Manager Settings screen to set an invoice prefix (i.e. INV), and to include your company s bank account number, any terms and conditions, and the payment deadline date on invoices. See the Lightspeed Restaurant Manager User Guide for more information. Generate, , or print a customer invoice 1. From the Floor screen, tap the Extra button, and then tap on of the following: Customers: Opens the Customer screen with a list of all your customers. Open Tabs: Opens the Customer screen with a filtered list of customers with open tabs only. 2. In the Customer screen, tap a customer from the list. 3. Tap the Invoices menu. 4. Do one of the following: Generate a new invoice: In the Invoices menu, tap Create Invoice, and then tap Print Invoice, Mail Invoice, or Just Create Invoice. Choosing to print or an invoice automatically creates the invoice 39 LIGHTSPEED RESTAURANT POS USER GUIDE

41 and prints/ s the invoice. If you choose Just Create Invoice, you must then tap the created invoice from the list to print or the invoice. Note: In order to an invoice, the customer s details must include a valid address. Print/ a previously generated invoice: In the Invoices menu, tap the invoice from the list that you want to print/ , and then tap Print Invoice or Invoice. Note: In order to an invoice, the customer s details must include a valid address. 6.4 Customer credit You can assign a credit line to a customer. To use credits you must have the following setup: The Set customer selection visible option must be enabled (page 35). LIGHTSPEED RESTAURANT POS USER GUIDE 40

42 Create two payment types: One Add Credits payment type, and one Use Credits payment type. See the Lightspeed Restaurant Manager User Guide for instructions on how to create payment methods Adding customer credit Customer credit is added to a customer account via the Lightspeed Restaurant payment screen using the Add Credit payment method. Note: If a customer is not selected for the payment prior to selecting the Add Credit payment method, a window will appear asking you to select or create a new customer. 1. Open a table from the Floor screen. 2. Tap the customer icon on the bottom-left of the screen. 3. Tap an existing customer from the list, or create a new customer, and then tap Confirm. 4. Tap the payment icon, and then tap the payment method defined as Add Credits. 5. Enter the credit amount, and then tap Ok. 41 LIGHTSPEED RESTAURANT POS USER GUIDE

43 6. Take payment for the credit amount by selecting another payment method, enter the payment amount, and then tap Ok. 7. Tap Finalize Paying with customer credit A customer can pay for an order using the available credit in their user account. To do so: 1. Once the order is complete, tap the payment icon. 2. Tap the payment method defined as Use Credit. Note: If a customer is not selected for the order prior to selecting the Use Credit payment method, a window will appear asking you to select or create a new customer. 3. The maximum available credit amount to cover the cost of the order is displayed. Enter the payment amount, and then tap Ok. LIGHTSPEED RESTAURANT POS USER GUIDE 42

44 4. If there s an outstanding balance for the order, select another payment method, enter the remaining balance amount, and then tap Ok. 5. Tap Finalize. 43 LIGHTSPEED RESTAURANT POS USER GUIDE

45 7.0 Users 7.1 User selection The User Selection button lets employees clock in and out, print reports, and manage cash drawers. To have access to the User Selection button, the Set user selection visible option must be enabled in the Lightspeed Restaurant ios Settings (page 68). Once enabled, a user icon/image will appear at the bottomright of the Lightspeed Restaurant screen. Moreover, when the user selection button is visible, you can quickly see which user is currently logged in. Note: You can also access the user-selection button from the Shortcut Panel (page 24). When the Shortcut Panel is enabled, the Set customer selection visible option must be disabled (page 70). 7.2 User clock in and clock out Time registration of your employees is possible using the User Selection button. You can view employee clock in and out times using the Labour report in Lightspeed Restaurant Manager. Important: For Belgian user with FDM, clock in/clock out is always enabled and cannot be disabled by users. 1. Tap the User Selection icon/image. Note: The User Selection button must be enabled in the Lightspeed Restaurant ios Settings (page 68). LIGHTSPEED RESTAURANT POS USER GUIDE 44

46 2. In the User Information window, tap Clock in or Clock out Clocking in/out on the iphone/ipod 1. Access the User Information window by swiping up the green bar at the bottom of the Floor screen. 45 LIGHTSPEED RESTAURANT POS USER GUIDE

47 2. Tap Clock in or Clock out. 7.3 Managing cash drawers The Cash Drawers feature lets you open and close a cash drawer (till), add and remove cash from a cash drawer, and view cash-drawer history. Important: In order to have access to the Cash Drawers feature, cash drawers must already be created in the Lightspeed Restaurant Manager Opening and closing a cash drawer At the start of a user s shift, they can open a cash drawer by specifying the amount of money in the cash drawer. At the end of their shift, they can close the cash drawer and specify the closing dollar amount in the cash drawer. LIGHTSPEED RESTAURANT POS USER GUIDE 46

48 Note: The Allow adding cash in cash drawer and Allow removing cash from cash drawer user role privileges must be enabled. 1. Tap the User Selection icon/image. Note: The Set user selection visible option must be enabled in the Lightspeed Restaurant ios Layout Settings (page 68). 2. In the User Information window, tap Cash Drawers. 3. If necessary, select the cash drawer. 4. Enter the dollar amount, specify a reason for the action, and then tap either Add cash to open the cash drawer, or Final count to close the cash drawer. 47 LIGHTSPEED RESTAURANT POS USER GUIDE

49 7.3.2 Adding and removing cash Users with the appropriate privileges can add or remove cash from a cash drawer. Note: The Allow adding cash in cash drawer and Allow removing cash from cash drawer user role privileges must be enabled. 1. Tap the User Selection icon/image. Note: The User Selection button must be enabled in the Lightspeed Restaurant ios Settings (page 68). 2. In the User Information window, tap Cash Drawers. LIGHTSPEED RESTAURANT POS USER GUIDE 48

50 3. If necessary, select the cash drawer. 4. Enter the dollar amount, specify a reason for the action, and then tap either Add cash or Remove cash Viewing cash-drawer history Users with the appropriate privileges can view the history of a cash drawer. Note: The Allow viewing cash drawer history user role privilege must be enabled. 49 LIGHTSPEED RESTAURANT POS USER GUIDE

51 1. Tap the User Selection icon/image. Note: The User Selection button must be enabled in the Lightspeed Restaurant ios Settings (page 68). 2. In the User Information window, tap Cash Drawers. 3. If necessary, select the cash drawer. 4. Tap the history icon. LIGHTSPEED RESTAURANT POS USER GUIDE 50

52 5. You can use the < and > buttons to change the date. 51 LIGHTSPEED RESTAURANT POS USER GUIDE

53 8.0 Advanced features 8.1 Transfer and merge orders You can transfer orders from one table to another open table, or merge orders from two occupied tables. For example, if customers move from a bar, where they ordered drinks, to a dining table. Note: Only tables with ordered items can be merged or transferred. 1. In the current Order screen for your customers, tap the Transfer icon next to the table number. You ll be directed to the floor screen. 2. On the floor screen, tap an open or occupied table to transfer or merge the order respectively. 8.2 Edit a product on an order You can edit a product on an order either before or after printing it to the kitchen/bar. However, the available edit actions differ: Before printing to the kitchen/bar: Adjust the quantity (increase or decrease) and modifier, delete the product from the order, or split the product into individual entries if the quantity is more than one. After printing to the kitchen/bar: Add quantity, delete the product from the order, or reprint the product to the kitchen/bar. LIGHTSPEED RESTAURANT POS USER GUIDE 52

54 1. On the Order screen, long press the product in the receipt window to open the edit options. Note: The options differ based on if the product was printed to the kitchen/bar. 2. Tap the desired edit option. If adjusting the quantity or modifier, select the quantity or modifier. 3. Tap Ok. 8.3 Opening a finalized receipt You can open previously finalized receipts for reprinting, refunding (voiding), and adding/removing products, using the following methods: 53 LIGHTSPEED RESTAURANT POS USER GUIDE

55 By table (for receipts in last 24 hours only) By receipt ID (for all previous receipts) WARNING: Belgian users conform to the Fiscal Data Module. It is not possible to add/remove items to an existing receipt, and/or reprint the VAT (BTW) receipt. Adding payments, however, is still possible From a table in the floor screen (last 24 hours only) If the receipt was finalized within the last 24 hours and you know the table from which the receipt was generated, perform the following: 1. From the floor screen, long press the table where the corresponding receipt was finalized. The receipt list appears. 2. Tap the desired receipt. The receipt s order screen appears By receipt ID (all receipts) If the receipt was finalized more than 24 hours ago, or you re not sure from which table the receipt was finalized, perform the following: 1. From the floor screen, tap Extra, and then Open receipt using ID. 2. Enter the receipt ID. 3. Tap Load Receipt. The receipt s order screen appears. LIGHTSPEED RESTAURANT POS USER GUIDE 54

56 9.0 Takeout and Delivery There are different methods to work with takeout and delivery. The basic method is similar to the standard ordering method. The advanced method allows linking a customer to the order and assigning a pick-up time. 9.1 Takeout and delivery price and tax When creating a product in Lightspeed Restaurant Manager, you can set a different price and tax rate for takeouts and deliveries, which will be automatically applied to the order when using the takeout and delivery functions. See the Lightspeed Restaurant Manager User Guide for instructions on how to edit or create products. 9.2 Takeout and delivery tables Using the takeout or delivery features in Lightspeed Restaurant requires the creation of specialized takeout and delivery tables. 1. Log in to Lightspeed Restaurant Manager, and go to the Floor Planner screen. 2. Create a takeout and/or delivery table as specified in the Lightspeed Restaurant Manager User Guide. If creating a takeout table, you can choose to define the table Type as either Takeout (advanced method) or Takeout Simple (basic method). If creating a delivery table, you must define the table Type as Delivery. 9.3 Takeout and Delivery functionality Creating a takeout and delivery order basic method The basic method for creating a takeout/delivery order, using a table defined as Takeout Simple or Delivery, is similar to the standard ordering procedure. The order must be created and finalized before using the same table to create another takeout/delivery order. This method does not allow you to assign a pick-up time for the order. Important: The Takeout popup option in the Lightspeed Restaurant Manager settings must be disabled. 1. From the Floor screen, tap a table defined as Takeout Simple or Delivery. Refer to the Lightspeed Restaurant Manager User Guide for instructions on how to create tables. 2. Process the order as you would normally. Note: Lightspeed Restaurant will use the takeout price and tax rate specified in a product s details. Refer to the Lightspeed Restaurant Manager User Guide for instructions on how to create products. 55 LIGHTSPEED RESTAURANT POS USER GUIDE