OKTOPOS - THE WEB-BASED ALL-IN-ONE-SYSTEM

Transcription

1 OKTOPOS - THE WEB-BASED ALL-IN-ONE-SYSTEM

2 CONTENT EDITORIAL EDITORIAL THE OKTOPOS IDEA... 4 OKTOPOS MANAGER... 7 CASH REGISTER OKTOPOS CASH... 8 HARDWARE CUSTOMER CARDS KITCHEN STATION OKTOKITCHEN LABEL PRINTER OKTOLABEL MOBILE ORDER TERMINAL ORDERTAB TIME RECORDING OKTOTIME ELECTRONIC MENU CARD OKTOKIOSK DELIVERY SERVICE RFID RFID & VENDING MACHINES FEEDBACK TERMINAL - OKTOFEEDBACK CUSTOMER APP BOOKING SYSTEM HUMAN RESOURCES SHIFT PLANNING MATERIAL MANAGEMENT NUTRITION VALUES ALLERGENS & ADDITIVES REPORTS CONTROLLING www. CONTENT MANAGEMENT WEBSITE WELCOME TO YOUR GLOBAL IT SYSTEM When the first version of the web-based OktoPOS Manager went live 20 years ago, we only had a faint suspicion of the dynamics that cloud business applications would develop. Today, online IT systems are the key to success of multiunit operations. The crosslinking of information has become an indispensable part of marketing, sales, production, controlling and administration. Branch organizations can only be controlled with a system that is integrated on the central and peripheral level. Stand-alone solutions are available nowadays on every corner. Synergies among the separate solutions rarely occur due to the lack of central databases, interfaces and integrated workflows. Sooner or later, the operator asks which software is sustainable for his requirements and growth. On the following pages, we present the possibilities that a comprehensive online system offers. Depending on the needs of the business, single modules can be licensed and be configured to the specific workflows. With this modular approach, OktoPOS offers solutions for single branches up to international franchise concepts. Companies that use OktoPOS are performing above average. Well-known brand names and corporations use the vast opportunities that OktoPOS offers in marketing and back office. OktoPOS is used 24 hours a day, seven days a week. The system does not know any breaks. For all customer related processes, you need to rely 100% on the system. Should there be any problem, our 24/7 support is always available. The software is developed with a dedicated highly skilled in-house developer team. We see this as a prerequisite to develop such an extensive system in a sustainable manner. You are running only one branch and only need a cash register? No problem. Take a look at our basic version OktoPOS lite. All you need to start is a tablet computer. If your start-up turns into a global company, you do not need to change the system. Just upgrade to the full version from one day to the other. With OktoPOS, your systems grows as your demands do. Did you know? The octopus is not only known to be one of the most intelligent species, it also has three hearts. Your success is important for us as we can only be successful if you are. Bodo v. Laffert Founder and CEO BRANCHES AND FRANCHISES LICENSE AND SUPPORT OKTOPOS LITE CONTACT

3 THE OKTOPOS IDEA ONE STOP SHOPPING OktoPOS stands for integrated extensive communication and functions. Modern branch management requires an integration of data of different origin. Customer related workflows are in the focus. Stand-alone applications do not lead to the solution. Interfaces are rarely available for the numerously isolated applications that are available in the market. Therefore, OktoPOS relies on an integrated approach and offers far more than a cash register. With the integrated approach, redundant data is avoided and data from different origins can be combined. Shift Planning www. Website Management (CMS) Human Resources Material Management Reports OktoPOS Manager (Web) Customer relations Management Booking System Delivery Service The central OktoPOS database that can be accessed with the web-based OktoPOS Manager enables control from anywhere in the world with a secure internet connection. Customer App Branch (lokal) Electronic Menu Card OktoPOS supports multi-unit and franchise systems through the mapping of the organization structure with the respective user rights. This enables the entire organization to work with a single system, on the national and international level. Time Recording OrderTab Label Printer Kitchen Station Feedback Terminal Cash Register NO OTHER SYSTEM OFFERS A SIMILAR SCOPE OF FUNCTIONS ON ONE PLATFORM Front-end system data is updated with the touch of a button. INDUSTRIES OKTOPOS IS LOCAL AND WEB-BASED Local components (front end) are running locally. The central OktoPOS Manager (back end) is in the cloud. The local components exchange data with the OktoPOS Manager over an internet connection. The OktoPOS Manager thus contains real time data. OktoPOS is working for a broad range of businesses: Retail Restaurants Bakeries Beauty Lifestyle Services 5

4 OKTOPOS MANAGER BUSINESS CLOUD COMPUTING The OktoPOS Manager is the web-based centerpiece of the system. With the OktoPOS Manager, all front-end systems are controlled and data from the systems converge for central processing in real time. The OktoPOS Manager can be accessed with a secure internet connection and a standard browser. The data is saved in a secure server farm. Even for the headquarter of an international multiunit operation, no server is needed. SYSTEM REQUIREMENTS OPERATING SYSTEM: HARDWARE: PC, Mac. Recommended screen resolution: Full HD or higher. BROWSER: Firefox, Chrome, Safari DATA CONNECTION: LAN, WLAN, Mobil YOU SHOULD BE ON THE ISLAND NOT YOUR IT INTERNATIONAL The OktoPOS Manager is available in 12 languages. Each user can set his preferred language. USER FRIENDLY Despite being a web application, you can work with the OktoPOS Manager like a desktop application: OktoPOS Manager supplier administration (Japanese) Export of lists Sorting of lists Drag & drop Open multiple windows with tabs OktoPOS Manager (configuration of cash register buttons) 7

5 CASH REGISTER OKTOPOS CASH OKTOPOS CASH OktoPOS Cash is the cash register module in the OktoPOS system. The master data (articles, touch pad layouts, users, discounts, customers, etc.) are managed centrally in the OktoPOS Manager and are transferred to the cash register through an internet connection. The cash register transactions are saved directly in the OktoPOS Manager through the internet. Thus, sales are visible in real time. SYSTEM REQUIREMENTS OPERATING SYSTEM: HARDWARE: Independent of manufacturer. Broad choice of models. From slim tablet computer (e.g. Microsoft Surface) to robust touch screen cash register. DATA CONNECTION: LAN / Wi-Fi /mobile The cash register books directly on the Okto- POS Manager over an internet connection. If the internet connection should not be available, the receipts are stored in the cash register and are sent later to the OktoPOS Manager OktoPOS Manager (Stand Alone, connected directly over the Internet) OktoPOS Manager (Multiple Devices in the Branch) FUNCTIONS Cashier login with PIN, contactless chip card (RFID) or waiter key Various user rights Unlimited number of articles Article selection with touch screen or scanner Individual touch pad layout with OktoPOS Manager Individual color coding of article buttons Configuration of distribution channels (inhouse, take away, etc.) Article prices and VAT depending on distribution channel and branch Payment methods: Cash, cards, check, invoice and voucher Table administration Side orders Ways of preparation Sending order to kitchen Courses Unlimited discount types Customer selection Bonus point system for customers Receipt, provisional bill, entertainment receipt Tip calculator Article cancellation / receipt cancellation Period closing with entry of actual funds Waste bookings Article information Product bundling Price calculation by piece or by unit (e.g. weight) Fixed prices or manual price entry Article comments Etc. Branch SETUP Cash Register Cash Register 1 Cash Register 2 Kitchen Single cash registers are connected directly with the OktoPOS Manager over the internet. If multiple cash registers have to synchronize in the branch (e.g. for table management) or if the kitchen control system OktoKitchen is used, the coordination of data in the branch is done with a small server. 9

6 HARDWARE PROFESSIONAL CASH REGISTER HARDWARE WITHOUT COMPROMISES WE RECOMMEND AN ALL-IN-ONE TOUCHSCREEN PC FOR HEAVY DUTY OPERATIONS We recommend Microsoft Surface Pro Cash Drawer Barcode Scanner Frame is available in different Colors PERIPHERALS Microsoft Surface Pro ipad Thanks to the standard Windows PC system, an endless choice of peripherals is available: Receipt Printer Slim tablet computer. Broad choice of peripherals through connectors and drivers. Waiter Lock Professional maintenance and integration in company IT infrastructure. Cash Drawer Availability of ad-on software for the same platform. USB ports for stable connection of cash register, printer and other peripherals. (No obstruction of operations through slow or instable wireless connection.) Receipt Printer Card Terminal Card Terminal Connection of customer display with USB port. RFID Chip Card Reader Connection of waiter lock with USB. Customer Display Connectivity options of components in the branch, independent of the internet, (several cash registers, kitchen stations, etc.) 10 Barcode Scanner Waiter Lock 11

7 CUSTOMER CARDS CUSTOMER RETENTION Customer accounts can be managed with OktoPOS. Customers receive bonus points for their purchases. Points can be redeemed for defined articles. Customer cards can be captured by the cash register contactless, with a bar code or magnet stripe. 1. COLLECTING BONUS POINTS Customer collects bonus points on his card for purchases Payment With the use of a customer card, you can analyze the purchases of your customers and use the data for marketing. Customers can buy on account and receive the invoice by . The settlement is recorded in the debtors list. Customer Card Cash Register Customer Account Customer accounts can be created manually in the OktoPOS Manager or customers can register over your website. In the OktoPOS Manager, birthday lists and birthday letters can be created. Credit your customer extra points for promotion activities (Facebook, birthday, etc.) and as a compensation for complaints. Points 2. REDEEMING BONUS POINTS Customer changes points into rewards Points Customer Card Cash Register Customer Account Rewards DEBTORS Bills can be booked on the customer account with the cash register. The bills appear in the debtors list in the OktoPOS Manager. If the customer is not known by the customer card, the name can be added in the debtors list. The invoice can be sent in PDF format by the system. Settled bills are marked accordingly. Purchase on Invoice $x $x $x Entry in Debtors List $x Invoice by Remittance $ $x x $ Removal from Debtors List 13

8 KITCHEN STATION OKTOKITCHEN PRODUCTION MANAGEMENT The OktoKitchen terminals improve the workflow in the kitchen and increase efficiency. Orders from the cash register, OrderTab, e-menu, customer app are sent directly to the kitchen stations. According to the workflow in the restaurant, different production order methods can be configured. Thus, customer orders can be processed by table and by course. A course can be called with the cash register or with the OrderTab. SYSTEM REQUIREMENTS OPERATION SYSTEM: HARDWARE: Touch screen terminals. Broad choice of models. From a slim Microsoft Surface tablet computer to explosion protected terminals. Optional connection of a printer for delivery print-outs for waiters. Certainly, a simple printer can be used instead of a terminal. DATA CONNECTION: Ethernet to the local server. Kitchen Station Cooking instructions and a picture of the article can be displayed on the terminals. Depending on the specific workflow requirements, a dispatcher terminal can be installed. Announcing orders, loud confusion and missed orders are burdens of the past. OrderTab E-Menu FUNCTIONS Individually definable stations Articles can be assigned to stations (drinks bar, etc.) Selection of one or several stations at the same time on one terminal Synchronization of the production steps among the stations Sending orders to the station(s) in charge Optional table grouping Optional course management Time control Cooking instructions / recipes / pictures Deactivation of out of stock articles for electronic menu cards Optional receipt printer Optional dispatcher station Setting of profiles for electronic menu cards (breakfast, lunch, dinner, etc.) Cash Register Kitchen Station Customer App Delivery Service Kiosk 15

9 LABEL PRINTER OKTOLABEL LABELLING PACKAGED GOODS With OktoLabel, labels for packaged goods can be printed. The article data comes from the OktoPOS Manager. An article is selected on the touch screen and the number of labels is set. The printer produces the labels with all relevant information like price, price per unit, quantity, ingredients, additives, allergens, nutrition values, expiry date and barcode. SYSTEM REQUIREMENTS OPERATING SYSTEM: HARDWARE: Touch screen PC, printer, scale. DATA CONNECTION: Ethernet FUNCTIONS Connected to the OktoPOS Manager article database Connection of label printer Connection of scale (optional) Price Price per unit Quantity Expiry date Ingredients Additives Allergens Nutrition values Barcode Etc. OktoLabel, Scale, Label Printer OktoPOS Manager Scale Terminal Label Printer 17

10 MOBILE ORDER TERMINAL ORDERTAB MORE SALES AND PROFIT With the OrderTab, customer orders can be taken and be transmitted to kitchen and cash register. SYSTEMVORAUSSETZUNGEN OPERATING SYSTEM: Android HARDWARE: Thanks to the Android operating system, the app runs on common low cost and slim smart phones and mp3 players. DATA CONNECTION: Wi-Fi FUNCTIONS OrderTab Waiter login Order taking Side orders Ways of preparation Order memo Table management Courses Capturing of contactless chip cards (NFC) Article information Cross selling Transmission to kitchen Transmission to cash register WAITER TERMINAL BENEFITS: Reduction of distances Increased speed Control OktoPOS Manager Enhanced service through article information No double entry of data No lining up of service staff at cash register Seamless communication between service and kitchen Cost and staff reduction Kitchen Server OrderTab Sales increases No handwritten paper in kitchen Cash Register 19

11 TIME RECORDING OKTOTIME INFORMATION AND CONTROL The time recording terminal OktoTime is connected with the OktoPOS Manager over the internet. New employees are entered in the OktoPOS Manager. The log times are directly visible in the OktoPOS Manager which provides an overview of who is currently working in which branch. With OktoTime, you get an overview of the worked time and the related personnel cost. The logged hours are valued with the data from the work contract. The times can be used for payrolls. SYSTEM REQUIREMENTS OPERATING SYSTEM: Android HARDWARE: Android tablet computer 7-10 DATA CONNECTION: Wi-Fi internet OktoTime transfers data with an internet connection directly to the OktoPOS Manager. If the internet is temporarily unavailable, the terminal saves the logs and sends them out later. FUNCTIONS Time recording Employee selection Selection of function Log-in / log-out Logging with contactless chip card (RFID) Employee data records are managed in the OktoPOS Manager Time recording data is sent in real time to the OktoPOS Manager New employees are available on the terminals directly after creating a new employee file in the OktoPOS Manager Reporting in the OktoPOS Manager Personnel cost Personnel Cost Ratio Personnel Cost OktoPOS Manager Terminal Sales Hours Work Contract 21

12 ELECTRONIC MENU CARD OKTOKIOSK OKTOPOS IS A PIONEER OktoPOS is a pioneer for electronic menu cards. Since 2010, OktoPOS equips restaurants with this innovative technology, which is well established by today. OktoPOS e-menus are fully integrated in the system. The central article database of the OktoPOS Manager is used. Orders are sent directly to the kitchen and cash register. Finally, the orders are transferred to the OktoPOS Manager. This closes the circle. ADVANTAGES FOR GUESTS More information > > Article photo > > Article description > > Allergen information and filter > > Nutrition values Multi-lingual Orders go directly to the kitchen Cost control Order history Relaxed way of ordering without pressure Simple re-ordering (e.g. drinks) Broader choice through configurable articles (custom configuration option) Selection of way of preparation Combo menus Service call E-Menu Articles that are no longer available can be deactivated with the kitchen terminal. In addition, different menus cards can be activated for different days of week and different times (breakfast, lunch, dinner, etc.). Different menu cards can be defined for different areas, e.g. restaurant, bar, take away, etc. Every branch can use a different set of products on the menu card. Depending on the configuration, e-menus can be combined with contactless customer cards (RFID). ELECTRONIC MENU CARDS OFFER ADVANTAGES FOR GUESTS AND OPERATORS ADVANTAGES OPERATOR Update of menus with the touch of a button Simple listing and de-listing of articles Listing of seasonal offers No more printing cost Reduction of service cost through direct orders to the kitchen and cash register Enhanced security and control through failsafe capturing of guest-orders in the cash register Easy calculation of allergens, additives and nutrition values by the recipe from ingredients Cross selling (wine recommendations, etc.) More re-orders (drinks, dessert, etc.) Deactivation of articles that are momentarily out of stock Change of menu card profiles with the touch of a button (dinner card, weekend card, etc.) Integration of information and promotion (photos, texts, website, etc.) Different product offerings in different branches USE OUR STANDARD LAYOUT OR LET YOUR INDIVIDUAL LAYOUT BE CREATED. 23

13 ELECTRONIC MENU CARD OKTOKIOSK SYSTEM REQUIERMENTS OPERATING SYSTEM: Android OktoPOS Manager HARDWARE: Android tablet computers, The tablet can be placed in a high quality leather book or it can be retracted in the table DATENANBINDUNG: Wi-Fi Kitchen Server Cash Register FUNCTIONS Standard layout or individual layout Article and picture import from OktoPOS Manager with the touch of a button Menu categories Article overview and detail view Article description with text and photo Shopping basket with indication of total value Sending of orders to kitchen and cash register Display of prior orders Multi-lingual Vegetarian filter Allergen filter Nutrition value calculator Side orders Customizable articles (e.g. custom salad, etc.) Ways of preparation (medium, well done, etc.) Combo menus (with free and additional cost items) Cross selling Wine recommendation Waiter call Billing on tables or contactless guest chip cards Different menu cards for different branches (articles, prices) Different menu cards for in-house and take away (articles, prices, VAT) Integration of information and promotion Integration of apps / website E-Menu E-Menu E-Menu Retractable e-menu Mobile e-menu 25

14 DELIVERY SERVICE ALL IN ONE SYSTEM Telephone and online orders run up in the Okto- POS Manager. Routes can be planned in the list of due orders. Finished orders are billed directly in the OktoPOS Manager as sales transactions. No manual entry of orders in the cash register. The online shop uses the article database. Thus, prices, product descriptions, photos, allergensand nutrition values are always up-to-date. For logistics planning, various factors are considered like workload, production time and distance. The delivery time is calculated with the help of Google Maps. The route can be indicated with an interface to Google Maps. FUNCTIONS Entry of telephone orders Online orders Integration of customer database Customer history Integrated with article database Driver management Integrated billing Printout for kitchen/ drivers/ customer Allergens, nutrition values Tour planning Route optimization Traffic conditions Driver app Driver's log Vehicle tracking Integrated route planning ONLINESHOP The online shop can be integrated to your website by your web designer. OktoPOS delivers the data through an interface. Alternatively, we can realize the shop on your website in your design. Order basket (OktoPOS Manager) Customers Orders www. Articles OktoPOS Manager Kitchen Logistics Order details (OktoPOS Manager) Cash Register Employees 27

15 RFID RFID & VENDING MACHINES GUEST CARDS The RFID control center can store guest orders on cards. Customers receive a card at the entrance. Orders are stored on this card. This can be done with the following OktoPOS modules: Cash register OrderTab E-menu Vending machines Open cards can be listed at the cash register. The articles on different cards can be merged or split. Payment at the cash register is simplified by just placing the cards on a reader. SELF SERVICE Various vending machines and dispensers can be connected to OktoPOS. The connection is done individually according to the client s needs. Vending machines can bill the purchases on customer cards for later payment. Depending on the device, the article and price information can be controlled with the OktoPOS Manager. Contact us to find out if your favorite device can be connected to OktoPOS Cards can be activated and deactivated in case a card is lost Customer receives card Customer orders with card Billing at the exit with cash register Customer receives card Order is delivered Customer orders with card Billing at the exit with cash register Order is sent to kitchen terminals The number of available devices growth constantly, such as Wine dispensers Beer dispensers Coffee machines Ice cream machines Etc. OktoPOS Manager Server Vending Machine Cash Register 29

16 FEEDBACK TERMINAL - OKTOFEEDBACK ENHANCE QUALITY Feedback terminals can have a twofold purpose. Customers can leave feedback (OktoFeedback) and employees can perform control checks with their employee card (OktoCheck). The terminal captures customer feedback with smileys or with more detailed questions. For this purpose, individual questionnaires can be added. The questionnaires can be altered to get feedback on different topics. The feedbacks are sent directly to the OktoPOS Manager where they can be analyzed. The analysis can be combined with the staff in the shift for which the feedback was given. Feedback Terminal The app can also be used to record standard checks that are done by staff. This can for example replace rest room checklists. Every check is registered by placing the employee card in front of the terminal. Optionally, the terminal can display when the last check was performed and who did it. The recorded checks are transmitted to the OktoPOS Manager. SYSTEM REQUIREMENTS OPERATING SYSTEM: Android HARDWARE: Android tablet computer For OktoCheck NFC functionality is necessary. DATA CONNECTION: Wi-Fi, mobile FUNCTIONS Individual questionnaires Branching of questionnaires > > Different questionnaires > > Optional automatic altering of questionnaires > > Optional random placement of questions Connection of feedbacks to employees in the shift Feedbacks are transferred to the OktoPOS Manager in real time Feedback analysis in the OktoPOS Manager Terminal can also be used as a check list (e.g. rest rooms) Employees can record checks with their employee card (RFID) Individual design OktoPOS Manager Feedback Terminal Employee Feedback Customer Feedback Employee Feedback Shift Plan 31

17 CUSTOMER APP ORDERING ON THE MOVE Customers can order and pay with their smart phones. The branch and pickup time is selected and the app indicates when and where the order can be picked up. SYSTEM REQUIREMENTS OPERATING SYSTEM: FUNCTIONS Download from App Store or Play Store Advance orders Store finder (GPS) Selection of pickup time Integrated payment function Side order function Ways of preparation Orders are sent directly to kitchen stations and to cash registers > > QR code for pickup > > Menu cards are managed in the OktoPOS Manager > > Different menu cards for different branches possible $ Customer App The order is sent directly to the kitchen terminal of the branch. At pickup, a QR code is scanned with the cash register. The articles and menu cards in the app are controlled with the OktoPOS Manager. $ Articles Sales 33

18 BOOKING SYSTEM ONLINE BOOKING The booking system is a module of the OktoPOS Manager. Reservations can be done manually or online over the external website. www. Online OktoPOS Manager Telephone FUNCTIONS Telephone reservations Online booking with availability check confirmations Cancellation links Booking list Marking of no-shows Blacklist function for repeated no-shows Entry in newsletter list Workload chart Floor plan administration Time based rules for availability of tables Automatic assignment of tables for optimal capacity utilization INDIVIDUAL FLOOR PLANS The floor plan for a branch is designed in the OktoPOS Manager by drag & drop. Different areas in the restaurant can be defined with different floor plans. Every area and every table can be configured separately. They can be opened or closed for reservations. Areas and tables can be restricted for certain times, etc :00 12:00 14:00 16: :00 22:

19 HUMAN RESOURCES EMPLOYEE DATABASE Employee files are stored centrally in the Okto- POS Manager. Thus, they are available throughout the system by only entering the data once. From shift planning to time recording and cash register logon. A redundant data entry is no longer necessary. FUNCTIONS Master data Contract data Employee functions Access rights Vacation administration Absences Time recording accounts Overtime surcharges function Check-in / check-out list Vacancy ads and applications over company website Term calendar (contract expiry dates, etc.) CONTRACT ADMINISTRATION The key contract data is historicized in the employee file. This also serves for the calculation of labor cost ratios and for other reports. VACATION ACCOUNTS The yearly vacation allowance and expiry of days is calculated from the contract data. In the vacation account, the current vacation day credit is recorded. Absence days (sickness) can be kept track of as well. Vacation Accounts Monthly work time 84% 115% Vacation requests and sickness leave periods trigger warning messages in shift planning if the employee is staffed for a time where he will not be available. 98% TIME RECORDING LOGS Employees/ log-times are available as single logs and in compounded reports. Due to the direct connection of the time recording terminals by internet, the OktoPOS Manager indicates who is currently working. CHECK LISTS A checklist is available in the employee file. Items that were handed out to the employee and that were returned can be entered (e.g. key, uniform, etc.). 37

20 SHIFT PLANNING FUNCTIONS SHIFT PLAN OVERVIEW MY SHIFT PLAN PUBLICATION Planning in weekly overview Planning by functions Conflict management Employee restrictions Copy function Sum of hours for employee Bar chart Access for employees ( My Shift Plan ) Distribution of shift plan by Shift plan PDF Reports by branches and functions Shift templates Sales / labor cost / labor cost ratios Planning aids (information about employees) In the overview, the shift plan for a week can be seen. With a click, the entire shift plan can be copied to another week. This can be done for all functions or only for a single function. Employees can see their scheduled times and places with a login to the OktoPOS Manager. RESTRICTIONS Different restrictions of single employees can be considered for the weekly plan. Thus, a warning can be issued to the shift planner if the employee is on vacation or has reached his capacity limit. In the system configuration, it can be determined if the restrictions only produce warnings or if they block the staffing. The following restrictions are available: The shift plan can be published in the following ways: PDF Employee Login OktoPOS Manager SHIFT PLAN CREATION Weekly plan Vacation Sickness PLANNING AIDS Shift plans can be created easily in the OktoPOS Manager. Simply drag & drop employees in the slots of a pre-defined shift template. The system suggests employees that are qualified for the functions to be staffed. The shift plan is checked for double entries and other restrictions dynamically. SHIFT PLANNING BAR CHART The bar chart offers a good overview to see if all times are covered efficiently and resources are not wasted. Birthday Rest periods Colleagues Branches Next to the restrictions, there are various aids for the shift planner. The shift planner can see the fraction of contractual monthly hours that are used-up, for which function the employee is qualified, in which branches and functions he has experience as well as substitute employees. Weekly bar chart Employee s experience 38 39

21 MATERIAL MANAGEMENT INTEGRATED SYSTEM Material management is a challenge for branch operations since the effort to collect data has to stay in relation to the often times small quantities per transaction. An integration of the material management and the cash register is a necessity. OktoPOS Cash uses the article data from the OktoPOS Manager and delivers transaction data back. This is the basis for workable material management. Sales RECIPES For articles that are produced or modified in the branch, a recipe can be entered in the article file. This enables the following: Consumption bookings of the ingredients. Definition of contained allergens through the recipe. Definition of contained additives through the recipe. Calculation of nutrition values through the recipe. Identification of non-vegetarian and non-vegan articles through the recipe Product calculation through the recipe. Suppliers Delivery Expected Quantity Waste Actual Quantity Inventory The consumed articles can be dissolved into their ingredients with the help of the recipe. Deliveries and waste is recorded. With this data, a stock account is maintained for every article. After the entry of the inventory, the expected vs. actual deviation is indicated. The quality of the results depends on the quality of the entered data. For complex and nonstandardized production processes, deviations of expected vs. actual quantities are often tolerated. INVENTORY Inventory is captured with counting lists or directly in the OktoPOS Manager. Expected vs. actual deviations are indicated. To analyze the differences, the material account can be opened directly from the inventory document. Smartphone app for inventory The inventory is valued with the inventory prices and it is finalized. The inventory comparison function issues the valued change in inventory level with a booking list for accounting. 41

22 MATERIAL MANAGEMENT ARTILCES PRICES FUNCTIONS PRODUCT CALCULATION An article possesses various attributes that are not considered in common cash register systems. In the OktoPOS Manager, the various attributes are entered directly in the article file and are thus available for the other modules. $ 1000 $ -200 $ 800 Gross Margin Nutrition Origin Photos Article Information Accounts Discounts Sales Prices VAT Barcodes Distribution Channels $ Purchase Prices An article can be sold in various ways. This may trigger different prices and VAT rates. To avoid creating a separate article for each distribution option, various prices and VAT rates can be entered that depend on the following parameters: Branch Distribution channel (in-house, take away, delivery service, etc.) For each branch, the currency can be defined. Thus, the same article can be sold internationally in different branches and different distribution channels. This enables a comprehensive analysis of the article. Article administration Supplier administration Inventories Storages Expected vs. actual analysis Order recommendations Recipes Prices Allergens Nutrition values Additives Expiry dates Product calculation Gross margin calculation Deliveries Waste Production planning The system calculates the material cost ratio for each article. In the gross margin report, for each branch and every day, the gross margin, sorted by articles is calculated. Sales Price Material Cost Ratio Material Cost Additives Allergens Recipe Expiry Dates Suppliers KG Units VAT: A% A% B% X% X% Y% Suppliers 42 43

23 NUTRITION VALUES ALLERGENS & ADDITIVES NUTRITION VALUES PUBLICATION TRANSPARENCY For each article, the nutrition values can be entered. The values of the end-product are calculated by the recipe. As the nutrition values of the endproduct may not necessarily be the sum of the ingredients values, the values can be modified manually in each step. Nutrition values can have the following uses: Cheeseburger Nutrition value for 100 g Calories 275 kcal Protein 12,1 g Carbohydrates 24,7 g Fat 16,8 g Hamburger Nutrition value for 100 g Calories 240 kcal Protein 12 g Carbohydrates 28 g Fat 8,3 g Nutrition values can be used for the following purposes: PDF Article Fact Sheet Cash Register Allergens and additives can be entered for each article. The system uses the recipe to calculate the allergens and additives that are contained in the end-products. For complex recipes, the tracking of allergens and additives is barely possible without support from a powerful system. The information about allergens and additives can be used for the following purposes: Cheese Lactose Cheeseburger Lactose Gluten Sesame Additives Bun Hamburger Gluten Sesame Additives Gluten Sesame Additives Cheese Nutrition value for 100 g Calories 354 kcal Protein 24,8 g Carbohydrates 0 g Fat 28,3 g Bun Nutrition value for 100 g Calories: 114 kcal Protein: 3,5 g Carbohydrates: 18,9 g Fat: 2,5 g Website E-Menu Article Fact Sheet E-Menu Website Flour Gluten Salt Sesame Sesame Baking Powder Additives The article database can be filtered by allergens and additives. Thus, all articles that contain a certain allergen or additive can be found with the click of a button. Delivery Service Flour Nutrition value for 100 g Calories 338 kcal Protein 9,8 g Carbohydrates 70,9 g Fat 1 g Salt Nutrition value for 100 g Calories 0 kcal Protein 0 g Carbohydrates 0 g Fat 0 g Sesame Nutrition value for 100 g Calories 600 kcal Protein 20,9 g Carbohydrates 10,2 g Fat 50,4 g Baking soda Nutrition value for 100 g Calories 175 kcal Protein 0,5 g Carbohydrates Fat Cash Register Label Printer < > APPLES GLUTEN LACTOSE SESAME NUTS Delivery Service 44 45

24 REPORTS EVERYTHING ANY TIME Reports for every topic are available anytime and anywhere in the OktoPOS Manager. A sale that was processed some seconds ago is already included. Thanks to a powerful server, complex analysis can be calculated within seconds. Reports can be exported to Excel for further analysis. A PDF can be saved for documentation purposes. As all data converges in the OktoPOS Manager, analysis with combination of data from different areas is possible (e.g. labor-cost-ratio or product calculation). CONTROL Control happens when the relevant information is coming to you and you do not have to gather the information you need. Due to the multitude of processes and transactions of different kind in a branch, it is impossible to keep control without an efficient interconnected system. Register for the management report that delivers you the KPIs you need by daily . Use the drill-down function to gain a deeper insight. Since all data is available in one single system, it is possible to drill to the basis of the raw data. Customers Employees Employees Feedback Suppliers Inventory Sales Inventory Feedback Branches Articles Shifts Time Recording Customers Time Recording Articles Sales Sales Articles Time Recording Shifts Feedback Inventory Suppliers Employees Customers Use the combination of data. For example to analyze with which articles you earn most and least on which days. Through the differentiated rights structure, you can define which employee has access to which data of which branch. More than 50 reports are available in the Okto- POS Manager. 47

25 CONTROLLING STAY ON COURSE Managers of multi-unit operations know the importance of current data and how difficult it is to get it. DRILL DOWN To understand the reports, you can dig down to the single transaction. OktoPOS delivers the information fast and complete like no other system. OktoPOS provides the compass you need to keep your company on track. Labor Cost Ratio FROM BEAN COUNTERS TO VISIONARIES Sales Labor Cost Effective management needs to have the big picture as well as understanding for details. Thanks to the integrated approach, OktoPOS offers the complete spectrum. From profitability of a branch to the single transaction. Receipts Cancellations Work Contracts Hours PROFORMA P&L $ 1000 $ -200 $ 800 You can see your daily P&L for each branch in the the OktoPOS Manager. The needed data comes from the cash register, articles, recipes and purchasing prices as well as personnel cost according to time recording and work contracts. Occupancy cost, depreciation and other cost are defined as a lump sum or in relation to sales individually for each branch. Cashier Articles Cashier Articles Time Logs THE ONLY CASH REGISTER THAT DOES NOT ONLY SHOW SALES BUT BOTTOM LINE SUCCESS Sales OktoPOS Cash - Material cost Gross margin - Labor cost Articles Receipts Suppliers Contribution margin I - Occupancy cost - Depreciation - Other cost Labor Cost Hours Operating profit Work Contracts 49

26 www. CONTENT MANAGEMENT WEBSITE ALWAYS UP-TO-DATE FREQUENTLY ASKED QUESTIONS With the OktoPOS Manager, you can control functions and contents on your extremal website. The following functions are available: With the FAQ editor, you can gather the typical questions that customers have and you can give the answers. The questions and answers are published on your website.?!! This keeps your customers informed and saves effort in customer support. Keep the FAQ on your website current as new topics arise. FAQ Web News SALE Vacancies Recruiting System Customer Feedback VACANCIES You can create job ads for vacancies with the OktoPOS Manager that can be posted on your and other websites. Applications can be sent through the website directly in the OktoPOS Manager. In the recruiting section of the OktoPOS Manager, you can manage the incoming applications. Promotions Publication of Events The contents is transmitted with a plug-in on your website. On your website, the contents is displayed in your design. NEWS / PROMOTIONS Keep your customers informed about news and promotions. You can write news with the news editor and place it on your homepage. The validity period of a news can be defined per news. Thus, you can write the news in advance for later going live. EVENTS With the event planner, you can manage participant lists for events like cooking classes, seminars, etc. The events can be posted on your website. 51

27 BRANCHES AND FRANCHISES LICENSE AND SUPPORT CONTACT CORPORATE STRUCTURE MODULES CONTACT US OKTOPOS CAN BE EMPLOYED IN AL- MOST ANY COUNTRY WORLDWIDE: THE DATA CONVERGES IN THE WEB- BASED OKTOPOS MANAGER. The organizational structure is entered in the OktoPOS Manager and can thus be managed centrally. Branches and franchisees can be added any time. Configure the set of modules according to your needs. COST OktoPOS Solutions GmbH Grosse Elbstrasse Hamburg Germany ARTICLE DATA All branches can use the same article master data from the central database. Prices and VAT rates can be differentiated by branches. The use of common articles enables unified reporting and reduces the maintenance effort of the article database. The OktoPOS system is licensed on a monthly basis. A one-off fee is charged for the setup and training. The cost depends on the number of used modules and possible individual configurations. The investment is relatively low since no central data server has to be acquired and installations on office computers are not necessary. Tel Fax info@oktopos.com Like us on Facebook For every cash register, different article-button layouts can be defined if desired. UPDATES French Italian Turkish $ English Spanish German ACCESS RIGHTS The access rights to the OktoPOS Manager and to the front-end modules is managed centrally. The user rights can be configured for every function and branch. WEB-BASED With the web-based OktoPOS Manager, employees and franchisees can access the data for which they have the right from anywhere in the world. The OktoPOS system is constantly enhanced and developed. Thanks to the web-based approach, the system is always up-to-date. Updates are included in the running license fee. SERVICE If there should be any problems, our technical hotline is available 24/7. The user hotline is available at office hours. Since OktoPOS runs on standard hardware, changing defective devices is not an issue. The software on the front-end systems can be installed by remote access. Franchisor / Headquarter Franchises CURRENCIES For every branch, a currency can be defined. This currency is used for sales of the branch throughout the system. MULTILINGUAL Our recommended hardware is stable and problems rarely occur. If you need to be on the safe side, you can keep spare parts on storage in the branch. If you do not keep spares, replacement can be delivered within 24 hours or you purchase replacement parts from a local hardware dealer. International hardware service is done through our partner network. Branches Cash Registers OktoPOS can operate in any language. If the language that you need is not yet implemented, it can be done. Currently, the system is available in 12 languages. DOCUMENTATION The system is delivered with an extensive user manual

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