Invoicing 6.3.9 Manual. 2012... Coherent Software Solutions

Invoicing 6.3.9 Manual

2 Invoicing 6.3.9 Manual Table of Contents Part I Welcome to Aura Invoicing 4 Part II Getting Started with Aura Invoicing 6 Part III Starting a New Till Shift 10 Part IV Processing a New Sale 13... 17 1 Normal (Keyboard) Mode Adding Item s to an Order... 18 Transaction Types... 20 Discounts... 28 Adjusting An Unsaved... Invoice Line 31 Saving the Transaction... 33... 36 2 Touch Screen Mode Adding Item s to an Order... 39 Transaction Types... 41 Discounts... 52 Adjusting An Unsaved... Invoice Line 55 Saving the Transaction... 57 61 Part V Invoicing Features 1 2 3 4... Invoice Navigation Buttons... Plugin Manager... Customer Complaints... Cashup Em ployee Cashup Till Shift Cashup Shop Cashup 61 63 66 68... 69... 72... 76... 77 5 Trading 24 Hours... 79 6 Customer Management 84 Part VI Application Settings... 84 1 Specific Computer Invoice Settings Printer Settings Printer Setup Touch Screen Devices Credit Card... 85... 87... 89... 92... 94... 95... 96 2 All Computers Store Settings Program Settings 3 Printers... 97... 98... 103 105 Part VII Contact Details

Part Welcome to Aura Invoicing I

4 1 Invoicing 6.3.9 Manual Welcome to Aura Invoicing Invoicing provides the customer sales facilities of the Aura POS Software Suite. Four different transaction types are available to cover your customer's needs, as described below: Counter orders allow sales to be put through without needing any customer details to complete the transaction. Table orders are provided for sit-down meals where more items may be added before the bill is paid. Collect orders cover an order that is prepared for the customer before they actually get to the store. Delivery orders would be used if a driver is to deliver the order to the customer at their preferred location. In addition to multiple transaction types, various other tools pertaining to each transaction type are available as well. Here are a few key features of the Aura Invoicing application: Customer integration - a customer record can be linked to any order type, even counter or table transactions. Employee floats - a cash float can be issued to employees that don't have access to the till at all times, this is used more specifically for drivers and waiters. Secondary till operators - only till operators have access to open the till drawer, but multiple operators can be assigned to a till shift if needed. Customizable interface - multiple layout options are available for setting how your cashiers and waiters access menu items and process orders. Order search function - while viewing any of the order types, you may search the current list for specific invoice or order numbers; this is very helpful near the end of a busy day if a customer requests a duplicate copy of their receipt. System enhancements - by means of loading different 'plugins' into the Aura Invoicing system, various extra functions can be performed; for example, the Time Sync plugin will ensure that all computers are on the same date and time as the server computer, which is vital for time-based count downs and accurate reporting. Basic tips, tricks and suggestions will be displayed with this symbol. These are simply bits of useful information or suggestions, you may decide whether or not you use these. Important notices and warnings will be displayed with this symbol. Read through these tips carefully and ensure that you understand them before moving on. Examples will be shown with this symbol. While working through the more complex features, real-world examples may be used to help explain the reasoning behind certain setups.

Part Getting Started with Aura Invoicing II

6 2 Invoicing 6.3.9 Manual Getting Started with Aura Invoicing Invoicing covers the sales and customer interaction features of the Aura POS suite; this is installed along with it's BackOffice counterpart, but is run from all cashier computers in the store. Let's begin with starting the system; on the server computer, shortcuts may be found in two locations, the Start Menu and the Desktop. You may either of these two methods to open Invoicing. Shortcut in "Start Menu > Programs (or All Programs) > Aura > Invoicing": Shortcut on desktop: Although this is the standard, the icon name may not necessarily be shown exactly as seen here. Depending on how the shortcut was created, the name may have variations such as "Shortcut to Invoicing" or "Shortcut to Invoicing.exe". If there are no desktop icons with the same or similar description, simply look for the icon picture for Invoicing. Once Aura Invoicing is open, you will see a screen similar to the following example:

Getting Started with Aura Invoicing 7 Possible Startup Messages Aura is designed to ensure all information is stored in a concise and coherent manner; if any program guidelines or requirements are not adhered to, a relative warning or error is displayed. When starting Invoicing, certain steps depend on the franchise and system settings, but there are certain warning messages that may appear; below is a brief outline of the more common messages and how to respond to them. Previous Day Cashup Not Posted Depending on store settings, if the shop cashup for the previous day has not been completed you will not be able to start a new till shift for the current day. The following message may be displayed: If you do see this message, the cashup for the listed date must be completed before Invoicing will allow a new till shift to be started. Due to system settings for some stores, this message will not be displayed for stores that 24-hours a day. Date / Time Warning Once a new till shift has been started (described later), a warning may appear to warn the user that no saved invoices can be found for the past 24-hour period. If no orders are fond in this search, the following warning message will be displayed: If the store was not open for trade the previous day, then there would be no need to adjust the date or time of the computers. However, if the store was indeed open the previous day, there is a good chance that the computer's date has been set forward by one day or more. This option can be set inside the Windows Control Panel under the Date / Time option. If you are unsure how to adjust this setting, contact a computer technician to assist you with this. By selecting Yes, you will be prompted for a password "To Override Time Warning"; this will most likely require the manager's password to continue. By selecting No, Invoicing will close so you can check that the computer is on the correct date and time, after which you may open Invoicing and continue as normal.

8 Invoicing 6.3.9 Manual Clock Set Back Similarly, if the date or time has been set to a previous date or time, the following error will be shown: The date and time on all your computers can be synchronised automatically at launch with the Aura Time Sync Plugin. For more information on this, please contact the Aura Helpdesk 105 for assistance. This still allows Invoicing to be opened, however you will not be able to process any orders on this till until the date is corrected. New Menu Activated If the master menu is updated on the server while Invoicing is running, the following message will be displayed in Invoicing: Cashiers can click the Ok button to close the message and continue as normal. This message window has a count down timer that starts at 360 seconds (6 minutes), if nothing is done in that time, the message will close automatically.

Part Starting a New Till Shift III

10 3 Invoicing 6.3.9 Manual Starting a New Till Shift The Invoicing system works around the concept of Till Shifts to track all sales. A Till Shift is an active session where one or more cashiers working on a till are able to process customer's orders. If cashiers work in shifts (such as morning and evening shifts for example), once the first cashier has finished their shift, the till shift must be ended. At this point, it is best to insert a new cash drawer tray with a new float, allowing a new till shift to be opened immediately without having to wait for the morning till shift to be cashed up. Each cashier is held responsible for the contents of their cash drawer, as a result each cashier must ensure that their till is balanced to the satisfaction of the manager on duty before leaving. The Activate button on the tool bar is used to start a new till shift. Depending on the Aura settings, you will be presented with one of the following three options: Normal View (Keyboard) Touch Screen View Fingerprint Scanner Hereafter, we will simply refer to either of these three screens as a 'entering your password' or 'a password prompt'. If you use fingerprint scanners instead, you will simply scan your fingerprint as opposed to typing a password. As seen below, after entering your password / fingerprint, notice the Activate button becomes End. This button will only be used at the end of that till shift period. You will also notice the status bar inside Invoicing will update to show the current status of your till.

Starting a New Till Shift 11 Aura allows the option of more than one operator per till shift, giving multiple cashiers access to process new sales. This may be required for various reasons: for example, in cases where there is only one point-of-sale terminal, yet more than one cashier serving customers. To add an additional operator to a till shift, from the menu at the top of Invoicing, click on Invoicing > Till Shift > Add Operator. As seen below: You will first be prompted for the Primary Operator's password first, and then the Additional Operator's password after that. The first prompt is to check for permission To Add An Operator, as seen here: If the first password is accepted and the user has permission to add second operator, you will see the following prompt: A till shift may have up to 6 operators at a time, and only the Primary Operator may add other cashiers as operators on their till shift. Only cashiers that need to access the cash drawer will need to be added as an operator. Any employee not added as an operator (as long as this falls within their employee category restrictions, set from BackOffice) may still process a collect or delivery order, as it does not require the cash drawer to be opened.

Part Processing a New Sale IV

Processing a New Sale 4 13 Processing a New Sale When processing a new sale, certain steps need to be taken to ensure the correct capture of an invoice. Certain steps, as outlined below, are dependant on the transaction type as well as the contents of the order. In this section, we will cover the following steps: Start a new order Ring up the desired menu items Select the transaction type (each transaction type have their own individual options) Attaching a customer Assigning a table and waiter (for tab le orders only) Applying discounts (if applicab le) Saving the order These steps will be covered in both the interactive button-driven Touch Screen Mode as well as the quick and simple Keyboard Mode. The differences between these two interface options will be outlined further below. It is highly advisable to read through the benefits and disadvantages before deciding which interface would suite your business better.

14 Invoicing 6.3.9 Manual Process a New Sale On an active till shift, to process a new order, simply press the space bar, or click the following button on the top toolbar: If there is no till shift active yet, Invoicing will prompt you to start a new shift in order to process a new sale. New Transaction Prompts Depending on the system settings, Invoicing may display prompts relating to specific features in the system. Below are the two prompts you may see: Eat In vs Take Away Prompt Eat In - Selecting this option will use the eat-in variation of item recipes. Take Away - Selecting this option will use the eat-out variation of item recipes. These options are set in the menu design process, if you are unsure of which option to use, please contact the person in charge of designing your menus. Normal (Keyboard) Mode Important Note: If the option to use eat-in/eat-out is enabled but you do not use the automatic prompt, this option will be set automatically depending on the transaction type. Touch Screen Mode Transaction Type Prompt Transaction Types - Select the desired transaction type for the order being started. Important Note: If the prompt for transaction type is not shown when starting a new order, the system will default to a counter order. This can be changed once inside the order. Normal (Keyboard) Mode Touch Screen Mode

Processing a New Sale 15 Normal (Keyboard) Mode vs Touch Screen Mode When processing a new order, there are two main interfaces that are available; the Normal (Keyboard) Interface and the Touch Screen Interface. Each have their own benefits, and it is entirely your choice as to which of these two you would prefer to use. A short introduction of each can be found below. Normal (Keyboard) Mode Benefits: The most obvious advantage of this mode is the speed benefit. Using only keyboard shortcuts: the cashier can do everything from adding an item, changing the item quantity, apply discounts, specify the transaction type, assign a customer, and many more features. The keyboard interface allows the cashier to process an entire sale without having to use the mouse. Disadvantages: Using the keyboard shortcuts effectively will require that the cashier is proficient in general computer use, specifically with the keyboard, and has a good memory for item codes. More about the Normal (Keyboard) Mode 17.

16 Invoicing 6.3.9 Manual Touch Screen Mode Benefits: The most noticeable benefit, is the simplicity and ease of use. The menu is laid out simply in front of the cashiers, allowing them to ring up menu items without having to memorize menu item codes or button locations. This layout also prevents the cashier from needing to look down at the keyboard during an order, keeping their attention on the customer. Essentially making the customer feel like the cashier is more focused on them rather than the computer. Furthermore, experienced users can process orders extremely quickly once they are familiar with the location of buttons on the screen. This typically happens within a matter of a few days of regular use. Disadvantages: Possible disadvantages of this layout may be found in adding items to an order from different categories. Switching from one category to the next involves first selecting the second category and then selecting the menu item. It may possibly cause a slight delay in the order at times. More about the Touch Screen Mode 36.

Processing a New Sale 4.1 17 Normal (Keyboard) Mode The keyboard interface of Invoicing only becomes truly effective once the cashiers are familiar with the product codes structure and the keyboard shortcuts. This first section will cover tips and tricks to keep in mind while inside a new order. Shortcut List If you need to check a shortcut, a list of shortcuts can be found by pressing F1 on your keyboard. Doing so, will display the following list in the top right hand corner: Press F1 again to remove the list and return to the order details. Navigation Once a new order has been started, there are certain steps that relate to all order types, as well as other steps that relate only to specific transaction types. See the topics listed below for more information: Adding Menu Items to an Order 18 Selecting the Transaction Type 20 Applying Discounts 28 Adjusting Order Details before Saving Saving / Processing the Order 31 33

18 4.1.1 Invoicing 6.3.9 Manual Adding Items to an Order In keyboard mode, there are two methods for adding items to an order: one option is to type in desired item code and press enter, another option is to use a barcode scanner. By simply entering the item code, the associated menu item is added and a new line inserted ready for the next item. If the code entered does not match any stored items directly, pressing enter will open the Menu Item Selector instead (described in more detail further below). The more meaningful the structure of the code, the easier it will be to input the items for the sale. Using the Menu Item Selector The most common method for processing orders in this view is by entering the item codes directly. If you know an item code, simply typing the code and pressing Enter will add the item to the invoice. As seen above, two items are already rung up and a third is busy being entered with a code starting with "PL...". From this point, as the code entered is not yet completed, pressing Enter will display the Menu Item Selector. If a partial code is entered before accessing the item selector, the code entered so far will automatically be entered into the Search block at the top, and the search will be specified By Code (F9), as seen below: If no partial code is entered and you press enter, you will go straight to the Menu Item Selector, with the search set By Description (F10) as default. This gives you a chance to search for the item by description, as seen below: Whether searching By Code or By Description, you may use the up and down arrow keys on your keyboard in order to scroll through the menu items in the list. Once you have selected the item, simply press Enter again to add the item to the order. There are three ways to search for items in the Menu Item Selector: By Code (F9), By Description (F10) and By BarCode (F11). The function keys mentioned in brackets are the keyboard shortcut keys to change the search category. For example: if you press enter in order to search for an item, the selector opens searching by description, and you wish to search by code instead; simply press F9 on your keyboard and the selector will change to searching by code. The same applies to the description (with F10) and the barcode (with F11) inside this screen.

Processing a New Sale 19 Using the Bar Code Scanner Another option is to use a bar code scanner. These are easy to install and set up, and very simple to integrate with Aura Invoicing. When inside a new order, the Ctrl+S keyboard shortcut will bring up the barcode scanner prompt window, as seen below: At this prompt, simply scan the barcode with your scanner to ring up the item. Doing so will add the scanned item to the order and clear the bar code scanner block, ready for a second barcode. The scanner prompt will stay open until the Cancel button is pressed, this is to simplify the process of scanning multiple items in an order. In a situation where all items, or at least the majority of them are scanned in with a barcode scanner, it may be advisable to enable the auto-prompt barcode option. For more information on this, see the section on Application Settings > Specific Computer > Devices 94. Menu Item Departments The first and foremost function of Menu Item Departments allow the menu item list to be filtered by specialized custom groups, allowing certain menu items to be kept in close proximity to each other. As this does not require the editing of any menu items, it is available for any store to set up as they require; see the Aura BackOffice Manual for information on creating and maintaining menu item departments. While inside a new order, pressing F6 on your keyboard will display a list of all currently available departments, as seen here: 'Default' is the system department, and automatically encompasses all menu items. 'POS1' and 'POS2' are two departments that were set up during our example in the BackOffice Manual. As you are using the Keyboard mode, the simplest way to select the desired departments is to scroll up or down with the arrow keys, highlight the desired department, and press Enter. To cancel this selection and revert to the 'Default' system department with all menu items, either click on the Cancel button or press the Esc key (escape key) on your keyboard. The currently viewed department can be selected / changed at any point in the order process, whether items have been added to the order or not. It may happen that the Menu Item Selector does not display any menu items at all after starting a new transaction; if this happens, simply press the F6 keyboard shortcut and select a department. After that you may continue to process orders as normal.

20 4.1.2 Invoicing 6.3.9 Manual Transaction Types There are four main transaction types in Aura Invoicing, each of these will be covered in more detail in the sections listed below. Counter Orders (With counter orders, you may skip the Transaction Type Selector and move onto Discounts 28 ) Delivery Orders Collect Orders Table Orders 21 21 24 Counter Orders Counter orders are designed for quick, over the counter sales. There is no need for any extra information on these orders such as a customer name or address, once the required menu items have been added to the order, it may be processed and prepared. Delivery Orders Delivery orders are designed to prepare the order in store and have it delivered to the customer at their address of choice. These transactions require a customer assigned with a valid delivery address, as well as having a driver assigned. Collect Orders Collect orders are designed to prepare the order for a customer that will be coming to the store later. These orders will require a customer assigned to the invoice, but do not necessarily require a valid customer address. Table Orders Table orders are designed for customers to order and consume the meal in store. These order types have features designed specifically to update and add new items to the customer's bill, closing it only once the customer has decided not to order anything further. No customer needs to be assigned to a table order, but a waiter will be required.

Processing a New Sale 4.1.2.1 21 Delivery and Collect Orders With an order that is to be delivered to the customer, or prepared in advance for them to come past and collect it without having to wait, the order will need a customer's identifying details attached to it. A delivery order requires the customer's name, contact details, and a valid delivery address. While a collect order only needs a name and contact number, the address is optional. Customer details are necessary on Delivery or Collect orders in Aura Invoicing, but are optional on Counter and Table orders. If your store does not do any Delivery or Collect orders, you may not have the customer feature enabled. Please contact the Aura Help Desk for more information. Attaching a Customer When switching to a Collect or Delivery order, Aura Invoicing will automatically bring up the Customer Lookup window to assign a customer. Alternatively, you may press F2 on your keyboard. Doing so will present the Customer Lookup window, as seen below: You may also assign a customer to an order without setting it to a collect or delivery. To do so, press F2 on your keyboard. Assigning a customer to a counter or table order is for reference purposes only and will not affect how a counter or table order is treated in Aura.

22 Invoicing 6.3.9 Manual To begin searching for a customer, simply start to type any detail of the customer (phone number, name, street name, etc.) and press Enter or click on Search. See the examples below: Searching by Number Searching by Name If your customer search does not return the customer you are looking for, you may need to add a new customer to the list; a new customer may be added with the Add (Ins) button. For more information, see the section on Adding a New Customer 79. Customer Collect Orders Once the customer has been attached, Aura Invoicing will automatically check the customer credentials against the selected transaction type. If the address for the customer does not qualify for a delivery (as defined in the section on Adding a New Customer 79 ), and depending on your system settings (as described in the section on Settings > Specific Computer > Invoice Settings 85 ), the transaction type may be automatically changed to a Collect Order. Orders for collection have a customer assigned, however in order to complete the transaction the customer must come into the store to collect and pay for the order. Confirming Customer Once a customer has been assigned: the top section of the screen will display the customer details, as well as a summary of the customer name and address on the right below the Started time.

Processing a New Sale 23 4.1.2.1.1 View ing Customer's Previous Orders If the assigned customer is not a new customer but has placed orders in the past, it is possible to view their order history by pressing Ctrl+H on your keyboard. This will open the Order History window, as seen below: In the Previous Orders section at the top of the screen, you can select an invoice from any previous date. With an invoice selected, the Order Detail section below that, you will see a list of all the items that were on that particular invoice. Duplicate button: Pressing this button will ring up the same menu items on a new invoice as the items on the selected invoice. Duplicating the order from the order history window create a new invoice assigned to the current customer using the same menu items again. Invoicing processes the new order using the menu item codes, therefore any items on the historical order that no longer exist in your current menu will not be added to the order. Print button: Use this button to print out a duplicate invoice copy of the selected order. Close button: Closes this window.

24 4.1.2.2 Invoicing 6.3.9 Manual Table Orders In order to change to a table transaction, press the F11 key on your keyboard. Doing so, will change the transaction type to Table Order and will bring up the necessary prompts to set up the table. You will need to take the following steps to set up a table order: Select a table number Enter a head count (Optional) Assign a waiter Confirm the table number and waiter Selecting a Table Number The first prompt, asks for the table number to use: Select the table to assign to the order and press OK. The Table Selection window will only show tables that are currently available, any with orders currently on them will not be displayed in this list. Head Count Depending on your settings, Invoicing may also prompt for a head count at the selected table. If so, you will see the following prompt: Enter the table head count and either press Enter on your keyboard, or click the OK button. This is an optional setting in the System Settings. For more information, see the section on All Computers > Program Settings > Invoicing 100.

Processing a New Sale 25 Assigning a Waiter At this point, Invoicing will prompt you to assign a waiter to this table, as seen below: If there are currently no waiters clocked into the system, you will see the following message: In order to clock in a waiter, click on Yes and then the waiter must enter their password to clock in. Checking the Table Once the table number and waiter have been assigned to the order, this information will display in the top right hand corner of the order screen, as seen below: If the incorrect waiter has been assigned to this order, and you need to re-assign the order to a different waiter, press Ctrl+F3 to select a different waiter.

26 Invoicing 6.3.9 Manual Splitting a Table It is possible to split a current table order over two tables, essentially creating two separate invoices. First, you will need to Modify the table order, and then press Ctrl+F5 on your keyboard. Doing so will display the following screen: In the above image, the left half of this window is the current order, while the right hand side has space to move current items to a new invoice. The first step is to select a table number to assign to the new order. This is done by pressing the Table button on the new invoice section. This will bring up the Table Number and Head Count prompts as seen with a new table order. Once a table number is selected, you should see the following in the status of the new table section: Notice how the invoice number has been replaced with the text <New Invoice>, and that the table number has changed to the newly selected table. The next step is to select the items you wish to move from table 1 to table 2. <Continued on next page>

Processing a New Sale 27 Use the up and down arrow keys on your keyboard to highlight the desired item, and press the spacebar on your keyboard to select an item. A selected item will now have a x in the box on the left, as seen below: Once the desired items have been selected, press the Drop button on the table you wish to move the items to. In this example, this would be on table 2. Once done, the line item lists for each of the two table should update with their own items, as seen below: Clicking the Done button will save the modified invoice (Table 1) and assign an invoice number to the new invoice (Table 2), creating two separate invoices. After this, you may close the table order that was modified by pressing Esc on your keyboard. To confirm that the table orders have been split properly, you should now see the two invoices under the Tables tab inside Invoicing, as seen below:

28 4.1.3 Invoicing 6.3.9 Manual Discounts Discounts can be applied for various different reasons and in different ways inside Invoicing. The combinations of discounts include multiple line-item discounts, and a single total invoice discount. The most obvious differences between these two methods, is the figure that is affected by the discount. In a Line Item Discount, each menu item can be discounted individually. While in an Invoice Discount is applied to the Total order amount only. Only one invoice discount can be applied to any order at a time. These two discount types are described further below. Aura Invoicing can also be set up to automatically apply certain discounts to selected items when a required combination is rung up. For instance, if a customer orders 2 large pizzas they qualify to get a third for free. In this scenario, an Auto Apply Discount may be applied to 3 large pizzas, leaving two at full price and making the third a zero cost. A description of the steps involved in confirming an auto-apply discount can be found further below. Keep the following points in mind while reading through this section: Percentage invoice discounts will only be applied to the invoice as a whole based on items that have not been discounted by line item discounts. Value invoice discounts will only applied if the invoice total is greater than the discount amount. In other words; If each item has a line item discount of any type, a percentage based invoice discount will not do anything, only a value based invoice discount will work. Line Item Discounts To apply a line item discount, first the item(s) to be discounted need to be selected. This can be done by either clicking on the line with the mouse, or scrolling up or down with the keyboard and pressing the space bar. This is called 'tagging a line item'. If an item has been tagged, you will see a x in the white block on the far left hand side of that item. Once you have the necessary items selected, you should see a screen similar to the following: On your keyboard press Ctrl-D to bring up your list of available discount codes. Select the appropriate discount, and click on OK. Certain discounts may also be time specific, if the discount you require is an automatically applied discount, and all the required items are on the order, it may be outside of the discount's applicable time period. For more information on time specific discounts, see the BackOffice manual. If applied correctly, you should see the discounted items marked with the same colour as the discount name, grouping the items together. Similar to the below example:

Processing a New Sale 29 You may apply multiple line item discounts on an invoice. Although, each of theses must be on separate line items. When multiple discounts are applied, each discount (with it's respective menu item) will have a different colour coding on screen, as seen below: Certain discount may require that you enter a discount amount or percentage when they are applied, this will depend entirely on the way the selected discount has been set up in Aura BackOffice. Take note of whether the discount is a percentage based discount, or a rand value based discount before entering the amount to discount. As seen below: By Percentage By Rand Value Be sure to check whether the prompt is asking 'Discount By Amount/Percent' or 'Override To Amount/Percent'. If you wish to remove a line item discount, tag the discount as you would a menu item as seen below, and press Del on your keyboard. Invoice Discounts Applying a complete invoice discount, simply press Ctrl-D without tagging any menu items. This will bring up the same discount list, but will apply the discount to the invoice as a whole and not per item. For confirmation that the discount has applied successfully, you will need to check the invoice summary in the lower right hand corner. For Percentage Discount For Rand Value Discount To remove an invoice discount once it has been applied, simply press Ctrl-D again. This will give the following prompt:

30 Invoicing 6.3.9 Manual Auto Apply Discounts An auto apply discount will only be applied, if there are items rung up that meat the criteria for a certain discount. This will not apply to all stores, it depends on how your discounts have been set up on your Aura BackOffice by the person that manages your menu. If the order does not match any criteria of an auto apply discount, when selecting to pay with either F3 or F4, you will see the following message: If the order does in fact match the criteria for an auto apply discount, when clicking on Print or No Print, you will see the following message: Clicking on Yes will take you back to the invoice to continue editing the order. Clicking on No will take you straight through to the customer payment screen. The Yes button also has a count down timer on it of 5 seconds, if nothing is clicked within those 5 seconds, it will automatically go back to allow you to review the invoice. It is recommended to review the invoice after a discount has been automatically applied to ensure that the correct discount was applied. Certain discounts may also be time specific, if the discount you require is an automatically applied discount, and all the required items are on the order, it may be outside of the discount's applicable time period. Reviewing Discounts To see which discount it has automatically applied, check the name of the discount at the top of the screen. If there are enough items on an invoice, the auto-apply discount, may be applied more than once. As with the line item discounts, you will see each discount with a unique colour reference, as seen below:

Processing a New Sale 4.1.4 31 Adjusting An Unsaved Invoice Line Before an order is completed, an item in the invoice may be adjusted in various ways. Firstly, we need to select the menu item in question. If your menu consists of picklists, then be certain to select the main item of that group. Check either the line item name, or the price for an indication of this as circled in the example below. To select the line to modify, you can either click on it with your mouse, or highlight it with the selector (using the up and down arrow keys on the keyboard) and press the Space Bar. If it has been selected correctly, you should see a x in the box on the left hand side, as seen below: Once the line has been selected, the following options are available through the keyboard shortcuts: Quantity (Numpad + and -) This can be used as opposed to ringing up the same menu item twice, by setting a single line to be processed twice. Once the item is selected (note that for this to work it does not need to be tagged, only highlighted), pressing the numpad + or the - keys will prompt to increase or decrease the quantity of the selected item. These keys can be found on the far-right hand side of the keyboard. If multiple items are tagged, then adjusting the line item quantity will affect all tagged items as well. This quantity can also be adjusted by pressing Enter once an item is tagged, doing so will prompt for a quantity, as seen below: At this point it is important to understand that Automatically Applied Discounts and Multiple Line Quantities do not work together; the auto apply discounts check the line items found in the invoice. Keeping in mind that this will override the quantity with the figure entered here; simply enter the quantity you require and press Enter again, or click on the OK button. Delete (Del key) Pressing the Del or Delete key on your keyboard will delete the selected item, as well as all the linked items. Void Item (Ctrl+V) This will void the line item, essentially over-riding both the cost and quantity of the item to zero. It will still print, but with *VOID* written in front of the name. This option is used as an alternative to deleting a line item. The reasons for this are described in more detail under the Employee Access Permissions section of the BackOffice manual.

32 Invoicing 6.3.9 Manual New Line (Insert key) This option is used to move the selected line item down and insert a new blank line, allowing the cashier to group different items together if needed. Add Invoice Note (Ctrl+N) This option is used to include a note on the invoice. Add Line Item Note (Ctrl+Ins) This option will include a note attached to a specific item, printing out just below the selected item on the invoice. Assign Customer (F2) A customer may be assigned to any type of transaction by selected this option. This prompt will display automatically on Collect and Delivery orders, however pressing F2 will assign a customer to a counter or table order as well. Remove Customer (Ctrl+F2) If a customer has incorrectly assigned to an invoice, use this option to remove the assigned customer without cancelling the order. Assign Waiter (Ctrl+F3) This option may be used to assign a different waiter to a table order. A waiter is required to process a Table order, and the waiter prompt will be displayed automatically when switching to this transaction type. Assign Table (Ctrl+F4) This option is used to assign a table number to a table order. A table number is required to process Table orders, and the table number prompt will be displayed automatically when switching to this transaction type. Split Items (Ctrl+F5) Use this option if a table order is to be split over two tables, separating the order into two invoices. Head Count (Ctrl+F6) With table orders, a head count may be taken for statistical purposes. This is optional, and will only affect certain sales reports' extra information columns. Scan Barcode (Ctrl+S) If you have a barcode scanner installed, using this option will display the barcode scanner prompt. Halve Item (F7) This option will set an item quantity to 0.5 (half) and add **HALF** to the beginning of that line item. This option is designed for use on pizzas or subs in a store that provides the option of a single pizza with two separate toppings on opposite halves of the pizza. Note that this option causes every aspect of the selected item to be halved: including the recipe and price. Extra Line Item Option There is also an extra option to override the price of a menu item. With a line item tagged (highlight the desired item and press the spacebar), pressing the keyboard shortcut Ctrl + P will prompt for the price override. The Override Price feature may not be available to all menu items, this function has to be made available to each menu item individually inside Aura BackOffice. If your store downloads the menu as part of a larger franchise from a head office store, you may need to check with the party responsible for your menu maintenance as to which items are available for this. The availability of this function is also dependant on your employee category access permission settings. For this you will need to speak to the store manager or franchisee for more information.

Processing a New Sale 4.1.5 33 Saving the Transaction Once you are satisfied with the order, press F3 to only print the production slip, or F4 to print both the invoice and production slips. Once either have been pressed, you will see the following Customer Payment Screen: The Cash line is already highlighted, allowing you to enter the cash that the customer has given you for the order, and working out the change to return to the customer. Click on OK or press Enter on your keyboard, after a short count-down, Invoicing will print the customer slip and kick open the cash drawer, thus completing the order. F3: Save - No Print will still print to the production printer, but will prevent it from printing the customer's slip. F4: Save - Print will print both customer and production slip. Alternative Payment Methods If the customer wants to pay with a credit card or cheque, these should be captured under that correct payment options. The relative payment screens are invoked either by pressing the relative keyboard shortcut key (F2 for Credit Card, F3 for Cheque), or by pressing the Capture button to the right of the desired payment option. Value Tender Buttons Along the left hand side of the Customer Payment Screen, you will see a list of up to four buttons. These buttons automatically enter the set amount into the Cash field; making it quicker, easier and more accurate for cashiers to enter the amount of money given to them by the customer. For information on how to set the colours and values of these four buttons, please see the relative section under Settings > All computers > Program Settings > Invoicing Tab 100.

34 Invoicing 6.3.9 Manual Credit Card Payment The Gratuity option on credit card transactions is an optional setting. For more information on this setting, see the section on Application Settings > All Computers > Credit Card 95. If this option is not enabled, the prompt seen here will be skipped and the payment process will go directly to confirming the Credit Card Amount. With Gratuities enabled, paying an order as a credit card will prompt first for the gratuity amount, as seen below: This is not the credit card amount, this is a prompt to enter a tip (if given by the customer). It is very important to ensure that the credit card amount is not entered here, this amount will be added to the total order amount. If there was no tip, leave this field as 0 and press Enter on your keyboard, or click on the OK button. The next screen will ask you for the Credit Card Amount, as seen below: This field will automatically display the order amount (in this case: R51.90). If you need to alter this amount, enter the new figure on your keyboard and press Enter r click on the OK button. If the credit card information was entered correctly, you should see the following for the Customer Payment screen: Confirm that the Credit Card amount is what the customer has agreed to pay, and if so, click on the OK button or press Enter on your keyboard to proceed.

Processing a New Sale 35 Cheque Payment Method If the payment is to be made with a cheque, press F3 on your keyboard, or click on the Capture [F3] button to the right of the Cheque line. Doing so will display the following screen: To capture the cheque payment, enter the Name marked on the cheque, and then the Amount. After entering the Name, pressing the Tab key on the left hand side of your keyboard will move the cursor to the Amount block, ready for the amount to be entered. The Amount blocks are as follows: R in the larger block on the left, and the c value in the smaller on the right. You may also enter the amount by clicking on the button to the right. This will display the following window: After the Name and Amount fields have been completed, press Enter or click the OK button to continue. You should now see the following on the Customer Payment screen:

36 4.2 Invoicing 6.3.9 Manual Touch Screen Mode The touch screen mode in Invoicing is optimised for either a mouse or touch screen interface, with large clear buttons for the most common features used in a new order. Note that all the standard keyboard shortcuts used in the Normal (Keyboard) Mode also apply in this interface. Layout Options The touch screen buttons are also customisable. The size of these buttons can be set by selecting the number of rows and columns to use for the menu category buttons as well as the menu item buttons. A description of these settings and their effects can be found under Application Settings > Specific Computer > Touch Screen 92. It is recommended that the store manager finds a layout that the cashiers are comfortable with to ensure efficient service to the customers. Keep in mind that these settings are specific to each till computer; changing the touch screen settings on till 1 will not affect till 2. Navigation Once a new order has been started, there are certain steps that relate to all order types, as well as other steps that relate only to specific transaction types.. See the topics listed below for more information: Adding Menu Items to an Order 39 Selecting the Transaction Type 41 Applying Discounts 52 Adjusting Order Details before Saving Saving / Processing the Order 55 57 Colour Coded Dialog Boxes In order to help differentiate between the alternate input dialogs found throughout Aura Invoicing, the colour of the buttons have been altered. Take special note of the colours here for future reference: Dialogs relating to a monetary value are all in green. Dialogs for entering employee passwords are the standard blue. Button colour for monetary values Button colour for password entries

Processing a New Sale 37 Extended Invoice Toolbar Inside an invoice, you will find a toolbar in the lower right corner with all the main functions required for new invoices. Each of theses buttons functions will be described in detail under their relative sections, for now we will look at the yellow [...] button. This button is used to expand the toolbar, showing some extra options. Clicking this button will change the right hand side of the toolbar to display the following buttons: Standard Toolbar Extended Toolbar Button List... Button - Returns toolbar to the default options. Refresh - Forces a refresh of the menu items. When Invoicing opens it receives a list of all menu categories and items, which it will use for that Invoicing Session. Only by either restarting Invoicing, or pressing Refresh will any changes on the menu take full effect. Customer History - Once a customer has been assigned to an invoice, you may use this button to view the order history of the currently assigned customer. This feature is described in the Viewing Customer's Previous Orders section. Remove Customer - Use this option if a customer has been assigned to an invoice, and you need to remove the customer for any reason. Override Price - This option will give you an option to specify a sales price for a selected menu item. A line item in the invoice must be selected before this feature will work correctly. See the Adjusting an Unsaved Invoice Line section for more information on this.

38 Invoicing 6.3.9 Manual Invoice Toolbar by Transaction Type This invoice toolbar may now be customized according to the currently selected transaction type. By enabling the setting labelled 'Switch Transaction Buttons', this toolbar will bring the most commonly used features for each transaction type "to the front" so to speak. For more information on enabling this options, see the section on Settings > Specific Computer > Touch Screen Settings 92. Each specific button in these sections still perform the same actions as before, however the layout is now different for each transaction type individually: For Counter Transactions For Collect Orders For Delivery Orders For Table Orders

Processing a New Sale 4.2.1 39 Adding Items to an Order This menu display mode works well with the use of either a Touch Screen or a Mouse. Processing a new invoice will display a screen similar to the following: From this screen, the cashier can select a Menu Category from the top section (in this instance; Pizzas), which will display a list of all active menu items found inside the selected category. The scrolling arrows to the right of the categories and items will only be available if there are too many items for Invoicing to display on one screen. In order to add an item to the order, first click on the menu category that the desired item falls under and then click on the menu item with your mouse or touch screen. This interface is highly customisable, and it is recommended that the manager assists the cashiers in finding a layout that suites them best for ease of use and faster customer service. For more information, see the section on Application Settings > Specific Computer > Touch Screen Settings 92.

40 Invoicing 6.3.9 Manual Menu Item Departments The first and foremost function of Menu Item Departments allow the menu item list to be filtered by specialized custom groups, allowing certain menu items to be kept in close proximity to each other. As this does not require the editing of any menu items, it is available for any store to set up as they require; see the Aura BackOffice Manual for information on creating and maintaining menu item departments. In touch screen mode, the list of departments are shown before the list of Menu Categories. While inside an order, you will be able to return to the list of departments at any time to select an alternate department. This is one by selecting the button labelled [Departments] in the categories section, as seen highlighted here: The currently viewed department can be selected / changed at any point in the order process, whether items have been added to the order or not. Using the Bar Code Scanner Another method for adding items to an invoice, is by using a bar code scanner. These are easy to install and very simple to integrate with Aura Invoicing. If you take note of the toolbar in a new invoice screen you will see a button labeled Scan. As seen below: When pressed, you will see a bar code scanner prompt come up: At this prompt, simply scan the barcode with your scanner to ring up the item. Doing so will add the scanned item to the order and clear the bar code scanner block, ready for a second barcode. The scanner prompt will stay open until the Cancel button is pressed, this is to simplify the process of scanning multiple items in an order. In a situation where all items, or at least the majority of them are scanned in with a barcode scanner, it may be advisable to enable the auto-prompt barcode option. For more information on this, see the section on Application Settings > Specific Computer > Devices 94.

Processing a New Sale 4.2.2 41 Transaction Types There are four main transaction types in Aura Invoicing, each of these will be covered in more detail in the sections listed below. Counter Orders (With counter orders, you may skip the Transaction Type Selector and move onto Discounts 52 ) Delivery Orders Collect Orders Table Orders 42 42 45 Counter Orders Counter orders are designed for quick, over the counter sales. There is no need for any extra information on these orders such as a customer name or address, once the required menu items have been added to the order, it may be processed and prepared. Delivery Orders Delivery orders are designed to prepare the order in store and have it delivered to the customer at their address of choice. These transactions require a customer assigned with a valid delivery address, as well as having a driver assigned. Collect Orders Collect orders are designed to prepare the order for a customer that will be coming to the store later. These orders will require a customer assigned to the invoice, but do not necessarily require a valid customer address. Table Orders Table orders are designed for customers to order and consume the meal in store. These order types have features designed specifically to update and add new items to the customer's bill, closing it only once the customer has decided not to order anything further. No customer needs to be assigned to a table order, but a waiter will be required.

42 4.2.2.1 Invoicing 6.3.9 Manual Delivery and Collect Orders With an order that is to be delivered to the customer, or prepared in advance for them to come past and collect it without having to wait, the order will need a customer's identifying details attached to it. A delivery order requires the customer's name, contact details, as well as a valid delivery address. While a collect order needs only a name and contact number, the address is optional. Customer details are necessary on Delivery or Collect orders in Aura Invoicing, but are optional on Counter and Table orders. If your store does not do any Delivery or Collect orders, you may not have the customer feature enabled. Please contact the Aura Help Desk for more information. Attaching a Customer When switching to a Collect or Delivery order, Aura Invoicing will automatically bring up the Customer Lookup window to assign a customer. Alternatively, you may press F2 on your keyboard. Doing so will present the Customer Lookup window, as seen below: You may also assign a customer to a normal Counter or Table order by pressing the Customer button in the bottom right button panel, or press F2 on your keyboard.

Processing a New Sale 43 To begin searching for a customer, simply start to type any detail of the customer (phone number, name, street name, etc.) and press Enter or click on Search. See the examples below: Searching by Number Searching by Name If your customer search does not return the customer you are looking for, you may need to add a new customer to the list; a new customer may be added with the Add (Ins) button. For more information, see the section on Adding a New Customer 79. Once the customer is located, select the name and click on Ok. To confirm that the correct customer has been attached to the invoice, check in the top right hand corner:

44 Invoicing 6.3.9 Manual 4.2.2.1.1 View ing Customer's Previous Orders Once a customer has been attached to an invoice, it is possible to view the customer's order history. This window may be accessed by selecting Order History from the extended toolbar in the lower right hand corner of the new invoice screen, or by using the keyboard shortcut Ctrl+H. This will display the following window: In the Previous Orders section at the top of the screen, you can select an invoice from any previous date. With an invoice selected, the Order Detail section below that, you will see a list of all the items that were on that particular invoice. Duplicate button: Pressing this button will ring up the same menu items on a new invoice as the items on the selected invoice. Duplicating the order from the order history window create a new invoice assigned to the current customer using the same menu items again. Invoicing processes the new order using the menu item codes, therefore any items on the historical order that no longer exist in your current menu will not be added to the order. Print button: Use this button to print out a duplicate invoice copy of the selected order. Close button: Closes this window.

Processing a New Sale 4.2.2.2 45 Table Orders In order to change to a table transaction, select the 'Table' button from the invoice panel in the bottom right. Doing so, will change the transaction type to Table Order and prompt for the required options to process a table order. You will need to take the following steps to set up a table order: Select a table number Enter a head count (Optional) Assign a waiter Confirm the table number and waiter Selecting a Table Number When converting an order to a Table order, Invoicing will prompt for a table number to assign to the invoice. In Touch Screen Mode, simply click on the desired table number. Select Table Number Click on the desired table number to assign to the order. The Table Selection window will only show tables that are currently available, any with orders currently on them will not be displayed in this list.

46 Invoicing 6.3.9 Manual Enter Head Count Depending on your settings, Invoicing may automatically prompt for a head count at the selected table. If so, you will see the following prompt: On this prompt, enter the table head count with either your keyboard, or by pressing the touch screen buttons and click on OK. This is an optional setting in the System Settings. For more information, see the section on All Computers > Program Settings > Invoicing 100.

Processing a New Sale 47 Assigning a Waiter At this point, Invoicing will prompt you to assign a waiter to this table, as seen below: If there are currently no waiters clocked into the system, you will see the following message: In order to clock in a waiter, click on Yes and then the waiter must enter their password to clock in. Once the table number and waiter have been assigned to the order, this information will display in the top right hand corner of the order screen, as seen below: If the incorrect waiter has been assigned to this order, and you need to re-assign the order to a different waiter, press on the Waiter button on the invoice panel in the bottom right. This will repeat the process described above.

48 Invoicing 6.3.9 Manual Splitting a Table It is possible to split a current table order over two tables, essentially creating two separate invoices. First, you will need to Modify the table order, and then press Ctrl+F5 on your keyboard. Doing so will display the following screen: As seen in this image; the left half of this window is the current order, while the right hand side has space to move current items to a new order. Take special note of the Invoice Numbers, Grouping Numbers and Tables Numbers at the top of each area. These indicate how the orders will be altered when you click on Done. Invoice #: This field displays which invoice the items below will be assigned to. This must be selected before anything on the edited order will change. Grouping: Depending on the number of orders this will be split into, this field will display the relative group number. The default action splits a table order into two separate orders; however, this can be split over 3 or more table orders by pressing the Group button, and then setting an alternate table number for the added table. Table: Here you can see the table number the selected order will be assigned to. If the table order contains discounts, it is important to ensure that the discounts are correct after the order has been split.

Processing a New Sale 49 The first step is to select a table number to assign to the new order. This is done by pressing the Table button on the new invoice section. This will bring up the Table Number and Head Count prompts as seen with a new table order. Once a table number is selected, you should see the following in the status of the new table section: Notice how the invoice number has been replaced with the text <New Invoice>, and that the table number has changed to the newly selected table. The next step is to select the items you wish to move from table 1 to table 2. Use the up and down arrow keys on your keyboard to highlight the desired item, and press the spacebar on your keyboard to select an item. A selected item will now have a x in the box on the left, as seen below: Once the desired items have been selected, press the Drop button on the table you wish to move the items to. In this example, this would be on table 2. Once done, the line item lists for each of the two table should update with their own items, as seen below: Clicking the Done button will save the modified invoice (Table 1) and assign an invoice number to the new invoice (Table 2), creating two separate invoices. After this, you may close the table order that was modified by pressing Esc on your keyboard. To confirm that the table orders have been split properly, you should now see the two invoices under the Tables tab inside Invoicing, as seen below:

50 Invoicing 6.3.9 Manual 4.2.2.2.1 Graphic User Interface If your store deals with mainly Table Orders and occasionally a counter, collect or delivery order, the Graphic User Interface (or GUI) is another alternative. The GUI screen allows you to set up a visual floor plan layout of your store for the waiters and cashiers to maintain the tables. From this one screen it is possible to process new orders (of any of the four transaction types), pick up and edit tables (in order to add new items to the bill), close or pay a table in preparation for a new order, etc. The table's status is also shown and updated on screen by the colour of the tables, allowing a manager to see at a glance which tables are being neglected or which are free. These colours are described in more detail further on. GUI - Graphic User Interface The GUI layout is recommended for use with a touch screen monitor to take full advantage of the available features. Button Layout: Exit: Closes the GUI screen. Edit: Edits the table that has been selected. Close: Closes the selected table. Pay: Pays off the selected table. Print: Prints the selected table. Show...: Shows the extra function buttons above the standard rows.

Processing a New Sale 51 Extra Button Layout: If you click on 'Show..', it will expand the buttons panel to show a second row: Button Layout Over-ring: Over-rings the selected table. View Table: Opens the selected table to view the items. Does not allow any editing in this screen. Swap Table: Used to move the invoice from the selected table to another table. (Same as 'Change Tab le' b utton on normal screen) Pickup: Allows a waiter or cashier to pick up a table for editing, assigning it to their name. Delivery: Starts a new order for delivery to a customer. Collect: Starts a new order for collection by a customer. Counter: Starts a new counter order. This screen can be set as the default opening form for Aura Invoicing. Keep in mind that as a security measure, a password is needed to Exit the GUI view, preventing employees from unrestricted access to the rest of Invoicing. You will also see the 'Secure Till' button from the standard Invoicing screen included in the table floor plan view. This is only available if the option for 'Persist User' is ticked inside the application settings. For more information, see the section on Persist User in the Application Settings > Specific Settings > Invoice Settings 85. This button will be displayed on the right hand side of the extended toolbar, as seen below: Start a New Table Order Select the table the customers have been seated at, and click Edit. If there is no order on the table already, it will start a new transaction and automatically assign that table number to the order. From here on, you will need to follow the standard procedure for processing an order. The only difference you will notice is after processing and closing the order, you will be returned to the GUI screen instead of the standard Invoicing screen. Monitoring Orders On the GUI screen, each table's status is displayed by it's colour. The status can be either 'Empty', 'Occupied', 'Neglected' or 'Final Neglect Warning'. Using a timer that is triggered as the order is rung up, Invoicing updates the status of an occupied table to neglected after a set amount of time. If the table is neglected further, after the second timer the status will change again, showing a final neglect warning colour. Default Table Colours: Empty tab le: Yellow Occupied tab le: Lime green First neglect warning: Dark green Final neglect warning: Maroon Default Table Neglect Times: First neglect timer: 10 minutes Final neglect warning: 10 minutes These colours and timers can be customised inside Aura BackOffice. If these colours are not consistent with your software setup, you will need to check in BackOffice. Check the BackOffice index for Floor Plan Designer for more information.

52 4.2.3 Invoicing 6.3.9 Manual Discounts Discounts can be applied for various different reasons and in different ways inside Invoicing. The combinations of discounts include multiple line-item discounts, and a single total invoice discount. The most obvious differences between these two methods, is the figure that is affected by the discount. In a Line Item Discount, each menu item can be discounted individually. While in an Invoice Discount is applied to the Total order amount only. Only one invoice discount can be applied to any order at a time. These two discount types are described further below. Aura Invoicing can also be set up to automatically apply certain discounts to selected items when a required combination is rung up. For instance, if a customer orders 2 large pizzas they qualify to get a third for free. In this scenario, an Auto Apply Discount may be applied to 3 large pizzas, leaving two at full price and making the third a zero cost. A description of the steps involved in confirming an auto-apply discount can be found further below. Keep the following points in mind while reading through this section: Percentage invoice discounts will only be applied to the invoice as a whole based on items that have not been discounted by line item discounts. Value invoice discounts will only applied if the invoice total is greater than the discount amount. In other words; If each item has a line item discount of any type, a percentage based invoice discount will not do anything, only a value based invoice discount will work. Line Item Discounts More than one line item can be discount at a time, without applying to the discount to the entire invoice. The first step is to select the items to be discounted, the selected item(s) may now have a discount applied by pressing the Disc button seen to their right. Once the line item discounts have been added, the lines should change text colour and become italicized. As seen below: Single Discount Text colours are applied to the line item discount in order to display how they are grouped. The main purpose for this can be seen if more than one set of line item discounts are applied to a single order. Each discount (with it's respective menu item / items) will be grouped by a unique colour on this order: Multiple Discounts

Processing a New Sale 53 Certain discount may require that you enter a discount amount or percentage when they are applied, this will depend entirely on the way the selected discount has been set up in Aura BackOffice. Take note of whether the discount is a percentage based discount, or a rand value based discount before entering the amount to discount. As seen below: By Percetage By Rand Value To remove a line item discount, mark the discount line header, and press Del on the right hand side, or on your keyboard; as shown here: Doing so will remove the discount and return the discounted line items to their original price.

54 Invoicing 6.3.9 Manual Invoice Discounts Only one invoice discount can be applied to an invoice, as this will affect the invoice as a whole. To apply an invoice discount, with no items selected, press Disc on the right, or press Ctrl-D on your keyboard. After selecting the discount you need to apply and clicking on Ok, check on the right hand side just above the buttons panel: Percentage Discount Rand Value Discount To remove an invoice discount, simply press Disc on the screen, or Ctrl-D on your keyboard. A prompt should come up as follows: Selecting Yes will clear the invoice discount, and show the discounts list again to allow you to select a new discount, or cancel the discount completely. Auto Apply Discounts An auto apply discount will only be applied, if there are items rung up that meat the criteria for a certain discount. This will not apply to all stores, it depends on how your discounts have been set up on your Aura BackOffice by the person that manages your menu. If the order does not match any criteria of an auto apply discount, when clicking on Print or No Print, you will see the following message: If the order does in fact match the criteria for an auto apply discount, when clicking on Print or No Print, you will see the following message: Clicking on Yes will take you back to the invoice to continue editing the order. Clicking on No will take you straight through to the customer payment screen. The Yes button also has a count down timer on it of 5 seconds, if nothing is clicked within those 5 seconds, it will automatically go back to allow you to review the invoice. It is recommended to review the invoice after a discount has been automatically applied to ensure that the correct discount was applied. Certain discounts may also be time specific, if the discount you require is an automatically applied discount, and all the required items are on the order, it may be outside of the discount's applicable time period.

Processing a New Sale 55 Reviewing Discounts To see which discount it has automatically applied, check the name of the discount at the top of the screen. If there are enough items on an invoice, the auto-apply discount, may be applied more than once. As with the line item discounts, you will see each discount with a unique colour reference, as seen below: After reviewing the invoice, you will need to click on Print or No Print again to complete the order. As below: If it is a counter order, you will see the Customer Payment Screen, and then you will return to your standard Aura Invoicing screen to continue with the next order. 4.2.4 Adjusting An Unsaved Invoice Line Before an order is completed, an item in the invoice may be adjusted in various ways. Firstly, we need to select the menu item in question, as seen below: If your menu consists of picklists, then be certain to select the main item of that group. Check either the line item name, or the price for an indication of this as circled in the above example. To select the line you wish to modify, either click on it with your mouse / touch screen, or highlight it with the selector and press the Space Bar. If it has been selected correctly, you should see a x in the box on the left hand side. Once the line has been selected, look to the right at the buttons in the image below: The arrows on the left are simply for scrolling up and down the items, as with the arrows on the keyboard. X - This will select or deselect the line item, the same as pressing the space bar. Disc - Access the list of available discount codes. Qty - Use this button to adjust the quantity of the item. Del - This will delete the line item, as well as all it's linked items from the invoice completely. Recommended for Manan=gers only. Void - This is an alternative to removing an item from the customer's order. It will still print, but with *VOID* written in front of the name and the price will be R0. Line - This will insert a new line where the current selector is, shifting all following items down one line.

56 Invoicing 6.3.9 Manual Additional Line Item Options Quantity (Numpad + and -) This can be used as opposed to ringing up the same menu item twice, by setting a single line to be processed twice. Once the item is selected (note that for this to work it does not need to be tagged, only highlighted), pressing the numpad + or the - keys will prompt to increase or decrease the quantity of the selected item. These keys can be found on the far-right hand side of the keyboard. If multiple items are tagged, then adjusting the line item quantity will affect all tagged items as well. This quantity can also be adjusted by pressing Enter once an item is tagged, doing so will prompt for a quantity, as seen below: At this point it is important to understand that Automatically Applied Discounts and Multiple Line Quantities do not work together; the auto apply discounts check the items found in the invoice regardless of their specific. Keeping in mind that this will override the quantity with the figure entered here; simply enter the quantity you require and press Enter again, or click on the OK button. Price Override There is also an extra option in the extended toolbar in the lower right hand side of the screen. By pressing the yellow [...] button, this will expand the toolbar to show an option called Override Price. This feature is used to manually override the sales price for the currently selected line item. The Override Price feature may not be available to all menu items, this function has to be made available to each menu item individually inside Aura BackOffice. If your store downloads the menu as part of a larger franchise from a head office store, you may need to check with the party responsible for your menu maintenance as to which items are available for this. The availability of this function is also dependant on your employee category access permission settings. For this you will need to speak to the store manager or franchisee for more information.

Processing a New Sale 4.2.5 57 Saving the Transaction Once you are satisfied with the order, click on Send to only print the production slip, or Print to print both the invoice and production slips; as seen in the buttons below: Pressing Send will print to the production printer only; while Print will print both customer and production slip. Once either have been pressed, you will be presented with the following Customer Payment Screen: The Cash line is already highlighted, allowing you to enter the cash that the customer has given you for the order, and working out the change to return to the customer. Click on OK or press Enter on your keyboard, after a short count-down, Invoicing will print the customer slip and kick open the cash drawer, thus completing the order. Alternative Payment Methods If the customer wants to pay with a credit card or cheque, these should be captured under that correct payment options. The relative payment screens are invoked either by pressing the relative keyboard shortcut key (F2 for Credit Card, F3 for Cheque), or by pressing the Capture button to the right of the desired payment option. Value Tender Buttons Along the left hand side of the Customer Payment Screen, you will see a list of up to four buttons. These buttons automatically enter the set amount into the Cash field; making it quicker, easier and more accurate for cashiers to enter the amount of money given to them by the customer. For information on how to set the colours and values of these four buttons, please see the relative section under Settings > All computers > Program Settings > Invoicing Tab 100.

58 Invoicing 6.3.9 Manual Credit Card Payment The Gratuity option on credit card transactions is an optional setting. For more information on this setting, see the section on Application Settings > All Computers > Credit Card 95. If this option is not enabled, the prompt seen here will be skipped and the payment process will go directly to confirming the Credit Card Amount 58. With Gratuities enabled, paying an order as a credit card will prompt first for the gratuity amount, as seen below: This is not the credit card amount, this is a prompt to enter a tip (if given by the customer). It is very important to ensure that the credit card amount is not entered here, this amount will be added to the total order amount. The next prompt displayed will ask you for the Credit Card Amount, as seen below: This field will automatically display the order amount (in this case: R51.90). If you need to alter this amount, enter the new figure on your keyboard and press Enter or click on the OK button. If the credit card information was entered correctly, you should see the amount in the credit card field. Confirm that the Credit Card amount is what the customer has agreed to pay, and if so, click on the OK button or press Enter on your keyboard to proceed.

Processing a New Sale 59 Cheque Payment Method If the payment is to be made with a cheque, press F3 on your keyboard, or click on the Capture [F3] button to the right of the Cheque line. Doing so will display the following screen: To capture the cheque payment, enter the Name marked on the cheque, and then the Amount. After entering the Name, pressing the Tab key on the left hand side of your keyboard will move the cursor to the Amount block, ready for the amount to be entered. The Amount blocks are as follows: R in the larger block on the left, and the c value in the smaller on the right. You may also enter the amount by clicking on the button to the right. After the Name and Amount fields have been completed, press Enter or click the OK button to continue. You should now see the sales amount under the cheque field.

Part Invoicing Features V

Invoicing Features 5 61 Invoicing Features There are several features of Invoicing other than the till shift and order processing abilities. These features help to set Aura apart from other point of sales systems. Currently, the following features are available: Plugin Manager 63 Customer Complaints Tracking Full Cashup Access 66 68 Trade Settings for 24-Hour Store Adding A New Customer 5.1 77 79 Invoice Navigation Buttons On the right hand side of the screen, you may see three more buttons on the right hand side of the screen, as seen in the screenshot below: If you do not see these buttons, you may need to activate the option in the settings called Use Order Navigator. For more information, see the section on Use Order Navigator under Application Settings > Specific Computer > Touch Screen Settings 92. These buttons are large enough to be used on a touch screen as well. The blue Page Up and Page Down arrows (found pointing up and down) are used to navigate through the list of invoices one page at a time. For example: in the above screenshot, if we press the Page Down arrow, the order numbers displayed on screen would start from number seventeen.

62 Invoicing 6.3.9 Manual The top button is the Invoice Search button; depending on which tab is selected (Outstanding, On Delivery, Tables or Paid), pressing this button provides the function to search the current list of invoices. As seen below: As mentioned, the search function depends on which tab is selected. On the Outstanding and On Delivery tabs; this searches for the order number. On the Tables tab; this searches for the table order. On the Paid tab: searches for the invoice number. In the Find Invoice # prompt seen above, if we had to search for invoice number 36212, Invoicing will search the current list for the desired invoice number. If the invoice number is found, the invoice will be highlighted, as seen below:

Invoicing Features 5.2 63 Plugin Manager A new plugin manager has been introduced to Aura, replacing the old plugin selector previously available from Invoicing. This new plugin manager is also available from both BackOffice and Invoicing on any computer in your store. Various plugins are currently available for Aura, each designed to do a different task in the store's trading day. AEC Check This plugin is designed to check the state of your AEC2 service (Aura Enterprise Client2), if it is not currently running, this plugin will attempt to start the service automatically. TimeSync When this plugin is active, each computer loading the plugin will compare it's computer date and time with the server and synchronise it if needed. This is most useful if an order is processed in the front of the store (on Invoicing) then completed by the kitchen staff (in Kitchen Items). Labour Manager Plugin If you make use the the Labour Manager scheduling application, this plugin will allow you to synchronise employee worked shifts and hourly store turnover to your private Labour Manager online profile. For more information on this application, please go to www.labourmanager.com. Plugin Manager Interface To access the plugin manager, from the menus at the top go to Plugins > Show Plugins. After a password prompt, this will present a window similar to the following example: A list of the currently installed plugins can be seen on the left hand side of this window; take note that this list will differ from one store to the next, depending the plugins installed on the server. To the right of this list, settings relating to the currently selected plugin can be configured.

64 Invoicing 6.3.9 Manual By selecting a plugin on the left, the settings to the right will become available to you, as seen in the example below: In this example, the currently selected plugin has been installed but is not currently active. On the right side, the list of available till IDs has refreshed and each till ID registered on the server is displayed. Now we will activate this plugin and set it to only run on the server. To enable the plugin, tick the Use this plugin option while the desired plugin is selected. If the settings are saved at this point, the selected plugin will be enabled on all computers and will be loaded the next time any Aura application is run. To restrict this active plugin to only one computer, place a tick in the box next to the relative till ID and name. In the example below, my server computer has a till ID of 1 and a computer name of SERVER: Server computers should always have a till ID of 1, however keep in mind that the name will vary from one store to the next.

Invoicing Features 65 At this point, any changes made to this plugin must be saved. If you select a different plugin in the list before saving, these changes will be lost. To do so, click the 'Save' button located below the plugin settings, as seen below: Once you are satisfied with the configuration of all plugins in the list, you may close the plugin manager. When the manager is closed, a note is displayed stating that Aura must be closed and reopened before any changes will take effect. Any till ID that has had a new plugin activated or a current plugin deactivated must have Aura Invoicing or BackOffice restarted before the changes will make a difference.

66 5.3 Invoicing 6.3.9 Manual Customer Complaints If a customer is not satisfied with something on their order, this should be entered into the Aura system as a Customer Complaint. This will allow all complaints to be tracked efficiently from the reports in Aura BackOffice. Even a simple comment from a customer should not be ignored, customer satisfaction is the main key that keeps business. When a customer phones to complain, k eep them on the line to find out the following k ey points: Their full name to link the complaint to. The invoice number of the order in question. If you have any discounts or special options available as compensation, offer them a special after getting their complaint details. Registering a Complaint Inside Invoicing, select Customers from the Lists menu, as seen below: This will show the Customer Details screen. To select a customer, click the Search button on the right hand side of this window, and search for the relevant customer as you would when assigning a customer to an order. Once the customer has been selected, switch to the Complaints tab, as seen below: If you are currently inside a new invoice for the customer, you may also get to the Customer Details window by clicking on the Customer button on the right (for Touch Screen Mode) or press F2 on your keyboard (Normal Mode).

Invoicing Features 67 The latest complaint will show automatically in the grey block above the button, in this scenario, no complaints have been saved yet. To save a complaint, click the New button on the right. This will display the following window: The top section of this window displays a list of all the orders linked to the selected customer. Saved complaints are linked to the order directly, allowing each to be treated individually. Select the invoice number that the customer complained about, and write a brief description of what the complained about in the Customer Complaint field at the bottom. Once done, click on the Save button. This should update to show similar to the following: Click the Close button to go back to the Customer Details window. Viewing Latest Complaint from a Customer Inside the Customer Details window, the Complaints tab should now automatically update with the last complaint saved for the selected customer, as seen below:

68 5.4 Invoicing 6.3.9 Manual Cashup At the end of the trading day, you will need to complete the store cashup. This process saves all the information entered into the system during trade, and comparing that with the information entered by your employees, this will give an indication of whether the store is gaining or losing money. The general cashup procedure is as follows: Employee Cashup Till Shift Cashup Shop Cashup 69 (Only applicable if there are waiters, drivers, or any employees with time based wages) 72 76 Accessing the Cashup Screen To access the cashup screen, from the toolbar along the top of Invoicing, click on Cashup. As seen below: Alternatively, from the menus above the toolbar, select the 'Cashup' menu and select the desired option. Driver - Selecting this option will take you directly to the employee cashup screen. Till - Selecting this option will take you directly to the till shift cashup screen. Clear Tables - Selecting this will attempt to clear all tables that have been open in the store. If there are any table transactions that have not been completed, a warning message will alert you of that. Refund Transaction - This option is used to refund a NOMAD credit card transaction. Print NOMAD Summary - This will print out a summary of all NOMAD transactions for the selected date to your default printer. The last two menu options here; Refund Transaction and Print NOMAD Summary are directly related to the NOMAD Credit Card System. If you do not have this system installed, these options will not function correctly. Colour legend for cashup screen: Grey background: Selected (applies to: employee, till and shop) (Note: depending on your Microsoft Windows colour setting, the selected row may be blue, grey, or green. Look for the selection indicator arrow to the left to see which row is currently selected.) White background: Normal (applies to: employee, till and shop) Green background: Posted (applies to: employee, till and shop) Purple background: Locked (applies to: till only)

Invoicing Features 5.4.1 69 Employee Cashup The Employee tab will show a list of employees that were active on the system for the selected cashup date. To view information for each employee, select the employee from the list at the top and below that you will now see their own cashup information. To view more specific information, select the different tabs along the top of the 'Employee Cashup Summary' section. Each tab will show more specific information regarding the relative section. All drivers and waiters must be posted before moving on to the till shift cashup. If your employees are all paid an hourly wage, then all employees need to be posted to work out their wages correctly. For stores that do deliveries: Drivers have their deliveries assigned to their clock in record, these orders are only completed and paid into a till shift when the driver is posted to a till shift. For stores that have tab les: Waitrons have their table orders assigned to them, and they can close a table, allowing a new order to be rung up on that table. As with the drivers, these orders are only paid into a till shift when they are posted. If a driver or waiter has for any reason clocked in more than once in a day, all instances of their name in the cashup list must be posted. Invoicing treats each time clocked in as an individual employee shift.

70 Invoicing 6.3.9 Manual Payouts As the name suggests, the Employee Payouts feature is an amount paid to the employee other than their standard wages. There may be various reasons for using tis feature; however, through any of these, keep in mind that this feature is only for any transaction that is not going to be recorded in another area of Aura. For example: assigning an employee payout of R100 to purchase stock, then recording a stock purchase to the value of R85 is incorrect. However, if the employee in question is going to keep the change, assigning the remaining R15 to their Payouts would be accepted. This is entered as a single figure, for the current cashup only, as seen here: If a figure of R100 is entered, the Cashup Summary tab will update to show the following: Surveys The Surveys button is used to capture any surveys from the customer slips. This survey is printed out on Table orders only and must be set up on your server computer (with Aura BackOffice installed). Contact the Aura Help Desk for assistance with setting up the survey. Clicking the Survey button will present you with the following window: Once the slip survey ratings have been added up for each employee (from the slips), select the block for the appropriate rating for each question, type the number of customers that gave that rating and press Enter on your keyboard. When the surveys have been captured successfully for this employee, click on the Close button to continue with the cashup process.

Invoicing Features 71 Posting an Employee To post an employee, select their name from the list and press the Post button in the lower left side of the cashup screen. This will show a list of currently active till shifts to post the employee into. Take note, this will only display till shifts that have not been ended or posted: Select the appropriate till shift and click OK. If the employee is still clocked in, you will see a clock out prompt. Check the clock out time is the time that the employee's shift ended, and click on OK. Once the employee has clocked out, the system will show 'Employee cashed up successfully' and their name will have a green background: Repeat this process until all necessary employees have been cashed up into their respective till shifts. It is recommended to go back to the Invoicing screen and check that there are no orders left under the Outstanding, Taken for Delivery and Tables tabs. All orders should move to the Paid Into Till tab.

72 5.4.2 Invoicing 6.3.9 Manual Till Shift Cashup The upper section of the Till tab will display a list of all tills that are and have been active during the course of your trading day, while the lower section will display a summary of the selected till. For stores that have a shift change in the middle of the trading day, it is recommended to do a till cashup and get the new cashier to activate their own till shift. A till shift that has been ended, has both a Date (date and time started) and a Close Date (date and time shift was ended). If there is no close date, the shift is still active.

Invoicing Features 73 Till Shift Cashup Process In the Till Shift Summary section, you will see function shortcut keys to each section of the cashup: Coupons (F1) - Used to enter an amount for a customer coupon. I.e.: A sale where the customer paid with a store coupon, this accounts for the sales amount without needing to add to the Cash On Hand. Credit Cards (F2) - This will list the credit card sales paid into this till shift, you can view or edit the amounts from this option. Cheques (F3) - This will list the cheque sales paid into this till shift, you can view or edit the amounts from this option. Cash On Hand (F4) - The cashier should use this option to enter the cash amounts of each denomination into their own till shift. If the Till Float (F10) is shown in the till shift cashup summary, then the Cash On Hand (F4) amount must include the float. Debtors (F5) - If any customers have a prior arrangement with management for a tab or account of any sorts, and are planning to pay the outstanding amount at a later stage, these sales should be marked in this section. Along with the customer name and information. Petty Cash (F6) - Petty cash entries are small amounts paid from the till for store related miscellaneous purchases. This feature can be disabled if need be. For more information, see the section on Disable Petty Cash under Application Settings > All Computers > Cashup Settings 101. Employee Wages (F7) - Lists the wages of all employees posted into the selected till shift, these amounts can be adjusted by a manager if needed. Addit. Banking (F8) - Use this option to enter any additional banking if needed: this may possibly be an amount that was outstanding from a previous day, that was paid in today. Driver Floats (F9) - If your drivers get issued floats from the till shift, these amounts will need to be entered in here for the till shift and the driver's wages to balance correctly. Float Issues (F11) - If any other employees are issued with a float amount (such as for promotional work, or a kiosk sponsored and supported from the store), those loan float amounts must be entered here. Till Float (F10) - This is the float amount for the selected till shift. If the till shifts have a set float amount everyday, as opposed to a varied amount each day, you can set the Default Till Float amount in the settings. For more information, see the section on Float in the Application Settings > Specific Computer > Invoice Settings 85.

74 Invoicing 6.3.9 Manual Posting and Locking Till Shifts Once the till shift is balanced, you may now post the shift by pressing the Post button in the lower left corner of the screen, as seen here: Repeat this process until all tills are balanced and posted (They will show green when posted): When posting the final till shift in the cashup, Invoicing will check to see if there are any outstanding orders before allowing the shift to be ended and posted. This process is described further below, for now we will assume there are no outstanding orders. After all tills have been successfully posted, you may now lock them. Press the Lock button in the lower left corner of the screen, as seen here: This will prompt you for your password, and then ask for confirmation before locking the shift, as seen here: Once the selected till shift has been locked, the till shift will be shown in purple:

Invoicing Features 75 Cashup Safety Options All invoices must be paid into a till shift in order to complete the cash up correctly; if there are any orders still outstanding when attempting to end and post the last active till shift, Aura will check to see if any orders are outstanding, or if any employees are not posted, and give you a chance to rectify the problem before ending the shift. These checks for outstanding orders and un-posted employees are linked directly to the "Till Cannot Be Locked If... " cashup settings; if the option to check for outstanding orders when locking the till shift is not ticked, then Invoicing will not check for outstanding orders before locking the till. When attempting to post a till shift with orders still outstanding, you will see a prompt similar to the following: As seen in the above example; table order number 36454, created on the 13th Jan 2009 is still outstanding. Click on 'Close' to close this window and continue. Next Invoicing will present you with a prompt, as seen below: To stop the cashup process in order to sort out the outstanding orders, click on Yes. If the outstanding order is from a previous day (and therefore not linked to the current day's cashup), you may continue with posting and locking the last till shift. If you see during the cashup that there are outstanding orders from previous days, and you are unsure of how to resolve the issue, please contact the Aura Help Desk the following morning before any till shifts have been activated.

76 5.4.3 Invoicing 6.3.9 Manual Shop Cashup The Shop Cashup screen consists of the Shop Cashup list and summary. This should only have one shop cashup in the list, and this screen acts both as a summary of all till shift cashups, as well as providing the final step for ending the trading day. If your store is not a 24-hour store, and you have multiple shop cashups in the list, you may need to put a tick back in the option labeled 'One Shop Cashup Per Day' in the settings screen. For more information, see the section on the One Shop Cashup Per Day option in the Invoice Settings 101 or our Contact Details 105 for our Aura Help Desk. To end the day's trading, click the Post button in the lower left corner of the screen. Posting the shop cashup will post all till and shop cashup to the database, allowing the manager to run the Cashup Summary and Detail reports from Aura BackOffice. This will also prevent any new till shifts from being activated on this particular trading day. Once the shop cashup has been posted, you are done with Invoicing and may close it.

Invoicing Features 5.5 77 Trading 24 Hours Trading 24 hours a day, or even past midnight, can cause complications for almost any stores. In an attempt to simplify the process, the Aura system allows you to specify the start of your Trading Day, as well as separate the trading and cashup reports as per the trading day instead of the standard Windows date and time settings. In this section, we will cover the settings and procedures vital to trading past midnight. Preparing Aura for 24 Hour Trading In order to ensure consistent and accurate information when trading past midnight, you will need to check the steps outlined below: Trade Until Time Setting 97 Cashup Settings 101 Stock Take Settings and Report Settings must be set for Aura BackOffice. Trade Until Time The first and most important step, is to decide at what time you wish to do the cashup for each day's trading information. From there, we can determine what the Trade Until time should be set to. This may be tricky to understand it's impact on your trading system at first, but the examples below should help to clarify this somewhat. Setting the Trade Until time determines where one day ends and another starts by specifying the point in time that Aura switches over to the next date for trading. Think of it as "moving midnight a few hours further away" if you like. The reason for this is to allow for flexibility in the shift layout, instead of being governed by a hard-set midnight date change. While any till shifts activated and trading processed on any particular day will be stored on the correct date; while trading information done after the date change will end up on the following date. This is where Trade Until comes in. By specifying a few extra hours in the morning after the date change, the system gives you time to finish the night shift before needing to do your daily cashup and morning shift change. If the trade until time is set to 08:00am, and a till shift started at 07:45am on the 5th of the month, it will be linked to the cashup information for the 4th of the month. This would be because the trading day for the 4th has not ended yet (trade until 08:00) and so the trading day for the 5th cannot start. This time can be set to almost any time; however, it is highly recommended to set the trade until time to about an hour or two before the trading day is due to start. This is to avoid having till shifts accidentally linked to the incorrect cashup date, as described in the example above. Do not set this time to 00:00, doing so will cause problems with linking the trading and sales information to the correct dates. An explanation of the cashup settings to allow 24-hour trade is outlined on the next page.

78 Invoicing 6.3.9 Manual Cashup Settings With trading over a 24 hour period, the cashup settings will need to adapted to make certain that all the trading information is linked correctly. Below is a typical 24 hour trading cashup setup: Under the Till section: Invoices are outstanding must be de-selected if new orders are being rung up during the cashup process. Any till shifts are open must be de-selected if new shifts have been started during the cashup process. Drivers are not cashed up must be de-selected if deliveries continue through the night. If the trading is not true 24 hours, but rather just to enable trading past midnight, and new till shifts will only be activated after the cashup is completed: you may leave the above three options ticked. Under the Shop section: One Shop cashup per day is left selected to ensure all till shifts are linked to the correct shop cashup. Cannot open tills if previous days Shop cashup is unposted is de-selected to allow till shifts to be activated to continue with the new trading day while the manager is busy with the cashup for the previous trading day. As with the tills, if trade continues past midnight, but new till shifts will only be activated later on in the morning: you may leave the above option ticked.

Invoicing Features 5.6 79 Customer Management If a customer tries to place a collect or delivery order with your store and you do not yet have their details on record, a cashier may capture their details without leaving the new order screen. This is particularly useful if the customer only informs the cashier that they would like it delivered after items have been rung up. Adding a New Customer If you search for a customer's details and they do not exist in your customer list, you may add a new customer directly from Invoicing without losing the currently active order, whether the order has been saved yet or not. To do this, select the New [Ins] button at the bottom of the customer search window. Before you continue to add a new customer record, ensure that you do not have the customer on record with a different phone number first. If this is the case, this is the perfect opportunity to get updated details of the customer.

80 Invoicing 6.3.9 Manual Pressing the New [Ins] button will open a window such as the one seen below. Notice the Phone number already shows that which was used in the search window. Phone: Enter the customer's land line number here. Cell: Enter the customer's cell phone number here (Optional, may be used for marketing purposes from Aura BackOffice) Email: Enter the customer's email address here (Optional, may also be used for marketing purposes from Aura BackOffice) F/Name: Customer's first name. L/Name: Customer's surname. Addr.: Two lines for the full address of the customer, this will print on the driver's slip. Street: The left hand block is for the street number ONLY. Do not enter any letters in this field. The second block has a dropdown list for the street name. Private Notes This tab may be used to store notes relating to the customer that are not intended to be printed in the invoice. Invoice Notes This tab is used to store a short note that is to print out on the customer's slip as well as the kitchen slip. These notes will print just below their name and address on each slip. Complaints If a customer orders a meal, then calls in later to lay a complaint about the order, these complaints can be stored here. This section is explained in more detail further on. For more information, see the section on Customer Complaints 66. Once the customer's name and number have been entered, you may save the customer record as-is. If this is done without any address set, you will see the following message: If no delivery address is either provided or required at this point, an address could be added at a later time without affecting any existing sales.

Invoicing Features 81 Setting Up Customer for Collect and Delivery Orders If a delivery address is required for this customer, the address must be selected in the fields below the customer contact details. If a valid address is entered, the following fields will display details of the selected street segment: Suburb: The linked suburb. Code: The linked postal code (may be blank). Map: The linked map reference. Del. Chg.: The assigned delivery charge. If you do not have the required street name in the list, this may be added from the Street Maintenance window. Click on the Str button in the lower right hand side to open the Street Maintenance window. As seen below: Customers are linked to Street Segments as opposed to just a street name. This is done due to the fact that one street can sometimes cover more than one map reference block (on a street map for instance), or even run through multiple suburbs. With a street such as this, the street name is broken down into different segments, each with their own map reference and in some cases even different suburbs.

82 Invoicing 6.3.9 Manual To add a new street segment, click on the button along the toolbar at the top of the screen to add a new street segment. A Street Segment is a combination of a Street Name, a Suburb and a Map Reference. As seen below: Map Ref: Click on the down arrow and select your map grid reference for this segment of the street (for example A6, B2, E8 grid references on a map). Lower and Upper: If you have one street name that spans over two grid references, you will need to set the house numbers in that street that are in each map reference. Street Name: Select the street name from the drop down list. Suburb: Select the suburb from the drop down list. Deliver? and Travel Time: These two fields will be automatically filled in according to the settings for the Map Ref that you selected. If the neither the Street Name or Suburb exist in your database, or if the Map Ref does not match the street number of the customer, the manager on duty may need to step in and fix the problem on the server computer directly. At this point, the process of finding and fixing the problem will take too long and you cannot expect the customer to hold while street links are being fixed. This process is covered extensively in the full BackOffice manual in the Customers section. One you have the street segment entered correctly, click on the at the top of the screen to save the changes. Back on the Customer Information window, enter the customer's street number and select the street name, Aura should then automatically pick up the street segment that their section of the street falls into and allow delivery orders. On the right hand side, click on the Post button to save and the Close button to leave the Customer Information screen. If an order is currently open, this will automatically assign the newly created or edited customer to the order. If you came to this section from the Delivery and Collect Orders step in the new sale section earlier in this guide, you may return to your previous point by going to either of these pages: Normal (Keyboard) Mode 21 or Touch Screen Mode 42.

Part Application Settings VI

84 6 Invoicing 6.3.9 Manual Application Settings The application settings are used to configure your Aura system. Certain settings are specific to each computer individually, and others will affect all computers on your network. All settings are stored in the database on your server computer, and all computers access the settings from the server directly. If you are uncertain of the use or effect of any of the settings, please contact our Aura Help Desk for more information on the setting in question. Not all settings pages are included, as a fair amount of them do not apply to Invoicing. 6.1 Specific Computer All settings found under Specific Computer will affect only the current computer, regardless of other any other computer settings. Selected Till Computer Name and Till ID - This shows the name and Aura till ID for which the currently visible Specific Computer settings apply to. Copy Till Settings - This option allows you to copy all Specific Computer settings from another till ID to the currently selected till ID. This Till - Shortcut button to return to the settings for the current till ID. Select Till - Opens a list of all till IDs registered in your system, allowing you to edit the Specific Computer settings for another computer remotely. For more information, see the relative section b elow: Invoicing Settings Printer Settings Printer Setup Touch Screen Devices 85 87 89 92 94 Credit Card 95

Application Settings 6.1.1 85 Invoice Settings General Form Look (Normal Touch Screen) - In a new invoice: Normal will require cashiers to ring up menu items with typing in the code, Touch Screen will show the menu as buttons. Opening Form (Main GUI) - Main will open Invoicing into the normal screen, with the two tool bars along the top, and the invoices listed below. GUI will open by default to the Table Floor Plan, click here for more information on setting up the floor plan. Default Transaction Type (Counter Collect Tab le Delivery) - From the drop down list, select the transaction type that your cashier's will use most often as the default. This can still be changed from inside the order if need be. Float - This float amount will be automatically inserted into this till shift. This figure can still be adjusted in the cashup screen. Payment Screen Delay - Select the number of seconds that the customer payment screen shows for before closing. Do not set this delay to 0 seconds: It is known to cause problems with opening the till drawer automatically. Persist User - When selected, this will force Invoicing to take the first password entered, and for that invoicing program session and will automatically insert that same password at every password prompt. Invoicing will continue to assume that the first employee is working at this computer until either Invoicing is closed, or until Secure Till is clicked. Convert Delivery to Collect if Address Fails - While this option is enabled, delivery orders will be converted to collect orders if there is a problem with the linked customer's delivery address. While disabled, Invoicing will simply show a warning about the address, but will not automatically change the transaction type. Prompt for Name on Counter Orders - By selecting this option, Invoicing will prompt for the customer details on counter orders as it does for collect and delivery orders. Warn If Duplicate Customer Exists - When trying to add a customer from this computer, Invoicing will automatically search and see if there are any other customers with the same name, surname or phone number. Prompt for Transaction Type - By selecting this option, Invoicing will display a prompt to select the type of transaction to process. Take note of the default transaction type (found to the left of this setting), as the currently selected default transaction type will be highlighted in the transaction type prompt. Prompt for Eat-In/Take-away - Enabling this option will prompt the cashier processing an order to select whether the customer will be eating at the store or taking the order away with them. In order for this option to be set, the eat-in / take-away feature must be enabled. For more information on enabling this option, see the All Computers > Program Settings > General 99 section. Use Table Numbers - This is an old setting; if a table order is rung up, it automatically uses table numbers. Grid Size Modifier - Adjusting this setting modifies the size of the list of invoices, as well as the line items inside invoices. The modifier counts up in 0.5 segments; next step up from 1 will be 1.5 times the thickness of a standard line, etc. Use Special Orders / Configure Special Orders - These options are only available for stores configured to accept online orders placed through a website interface.

86 Invoicing 6.3.9 Manual Confirmation Amounts New Customers and Other Customers - These two amounts are monetary values for the order values of respective customers. If a New Customer's order or a Other Customer's (regular) order is below the specified amount, a prompt will be displayed asking for the cashier to confirm the order amount. Specifying Department Displays If Menu Item Departments have been set up; when accessing this settings tab, the previously blank section at the bottom of the tab will now display a Departments section; as seen below: Departments Selection Block - On the left of this block is the list of currently available departments. Tick the desired department(s) to display by default on this till. You can see which till these settings will affect easily by checking the Computer Name and Till ID fields at the very top of this same window. Remember Last Selected Department - If a till will be used for one specific department more than any others, you may find it useful to load the required department directly when a new invoice is started. If required, a cashier can still select items from other departments, this simply causes Invoicing to show a specific department by default when starting a new order. For more information on how this setting affects Invoicing, see the section on Adding Items to an Order in Normal (Keyboard) Mode 19 or in Touch Screen Mode 40.

Application Settings 6.1.2 87 Printer Settings General Only Print New Items (Relies on Enable Editing of Invoices 99 ) - With this ticked, after an invoice has been modified, only the new items will print out again. This can be used to avoid the kitchen staff making a double order if a cup of coffee is added to a table order and printed out again. Group Items On Invoice - Will group items indented below their parent items on table orders. For instance, a breakfast with a choice of eggs and sausages etc, will have the options printed below the parent item and indented for clarification. Prompt To Print On Payment - If your computer is set to reprint an invoice for a delivery / collect / table order on paying; Then by ticking this option, a prompt will be displayed for printing the customer's slip again as opposed to it printing automatically. Print Assigned Invoices On Payment - By ticking this option, once a delivery / collect / table order is paid into till, a duplicate slip will be printed to the invoice printer. If you de-select this option, nothing further will be printed upon paying the order. The option for Prompt To Print On Payment is dependant on the option for Print Assigned Invoices On Payment; for the prompt to be displayed, both these options must be ticked. Print On Assigning Driver - With this option selected, the invoice slip will print out again with the new details when a driver is assigned. This option will option will only have an effect on a computer with an invoice printer set up. Allow Reprint - With this option selected, Aura Invoicing will allow you to re-print any order's customer and production slip from the current day's trading. Keep in mind that ** Duplicate Copy ** will be printed on any order that is re-printed in this way; this is for security reasons. Print Store Address on Invoice - With this option selected, the address as entered in Store Settings customer slip. 97 will be printed on the Print Company Name on Invoice - This option includes the "Company Name" as set in the Store Settings slips as well. 97 on all customer Pause Between Copies (USB COM Sim) - Some setups require the use of a USB COM port emulator, in some cases the emulator causes a problem when printing multiple slips in quick succession. This option will help with preventing this problem from occurring. Do not enable or disable this option unless explicitly instructed to do so by an Aura Helpdesk technician. If you are unsure of what effect it will have on your system, please contact the Aura Helpdesk for assistance. Print Waiter Details on Slip - Prints the name and employee number of a waiter assigned to a table, on the customer order for that table. Print Gratuity Line - Leaves a space on the customer's slip for the customer to add a tip. Print Customer Survey - Prints customer survey image at the end of certain order types. Paper Type - This option only affects the older wide-profile A4 dot-matrix printers, and will have no effect on the newer narrow thermal and dot-matrix printers. Contact the Aura Help Desk for more information. Copies - This is a dead setting; printer copies are handled for each printer individually under Printer Setup. Print Office Code - This code is printed out on each and every invoice by default. It contains system information about the order in the following structure: "<order number>/<cashier first name>/<total order amount>". De-selecting this option will stop this code from being printed on invoices from this computer. Print Invoice Logos - This option affects the invoice slip header that is printed out on each invoice; if this option is de-selected, the invoice slips printed from this specific computer will not print the header image.

88 Invoicing 6.3.9 Manual Other Printers These options are displayed at the bottom of the 'Printer Settings' tab, below the options described above. Report - Select your A4 reports printer from a drop-down list. This option is only required on the server computer for Aura BackOffice. Label - Select your label printer from a drop-down list. This option is only needed in the computer that has the label printer installed on it; such as the kitchen computer. Label Margin - Set the margin size of the labels that are being printed; this margin is the distance from the edge of the sheet up to the edge of the label itself. Side-by-side - If the roll of labels being used have all labels in one column, leave this option de-selected. If there are two columns of labels on the sheet, select this option. This option ensures the labels are printed in the correct order.

Application Settings 6.1.3 89 Printer Setup The Printer Setup tab is used to specify the settings for your invoice, kitchen, and credit card printers. Before selecting the devices (port or drivers), you will need to set up the printer's category and type inside the Printers tab. For more information on adding printers to the 'Available Aura Printers', see the section on the Printers Tab 103. In order to activate a printer, select the printer on the right under Available Aura Printers, and press the arrow pointing to the left to move the printer to it's relative category. Using the following button panel: << - Moves all printers left into their respective categories. < - Moves the selected printer into it's selected category. > - Moves the selected printer to the right out of it's category, effectively disabling the printer. >> - Moves ALL printers out of their respective categories, effectively disabling ALL printers. Once the printer is under the correct tab on the left, click on the down arrow for Device, and select your printer from the drop down list. Direct to Port - (Recommended for Production Printers) This option forces Aura to bypass the printer drivers, and print directly to the port that has the printer attached to it.

90 6.1.3.1 Invoicing 6.3.9 Manual Invoice Printers This tab allows you to specify the settings for your customer invoice slip printer. Simply select your invoice printer from the drop down list in Device. 6.1.3.2 Production Printers This tab allows you to set up your production printer. Direct to Port is recommended because of it's speed difference as compared to using the Windows drivers, but requires a different method of specifying the device. Although, you can also select a printer from the drop down list in Device and leave Direct to Port unselected. Above you will see two example: the left is an example of specifying a printer port on the local computer, the right is specifying a printer on a remote computer. With a remote printer, the context for the Device is as follows: \\<full computer name>\<printer share name>

Application Settings 6.1.3.3 91 Creditcard Printers This specifies the device you wish to use for your credit card printer, this will print the credit card slip to this printer depending on your system configuration. This printer is only used effectively of you have a NOMAD Credit Card system installed and configured. For more information, see the section on the NOMAD Settings 95. If you use any other credit card system, it must be configured independently of the Aura system.

92 6.1.4 Invoicing 6.3.9 Manual Touch Screen Transaction Screen Category Buttons Panel Rows and Cols - Select the number of rows and columns for the category buttons. Menu/Sizes Buttons Panel Rows and Cols - Select the number of rows columns for the menu item buttons. Button Images Display - This will select the method to display the scrolling buttons inside a new order. Button Font Size Small / Medium / Large - Allows to select between 3 preset font sizes for the text labels on the category and menu item buttons. Other Keep List Open - If selected: After ringing up a menu item, Invoicing will keep that category open for the cashier to select another item in the same category. Overlap Buttons - If selected: In a new invoice, the menu category buttons will fill the lower left corner of the screen, until a category is selected. Then the list will be replaced with the list of menu items. Use Large Order Scroller - Selecting this option displays the new Invoice Navigation Buttons inside Invoicing. For more information, see the section on the Invoice Navigation Buttons 61. Switch Transaction Buttons - This option enables the customized invoice button panel while processing a new order. For more information on this setting in action, see the section on Touch Screen Mode 38. Logo Filename - Click the [...] button to the right of this line to select an image to use for the touch screen background. Display - Select this option to turn on the background image. De-select this option to turn the background image off. Stretch - Selecting this option will cause Invoicing to stretch the image to fit the available size. This is not advisable for smaller images as they will be unclear and badly distorted if they are stretched too far. Preview - This block gives you a preview of the background image selected.

Application Settings 6.1.4.1 93 Overlap Buttons With Overlap Buttons ticked, the list of categories expands to take up all the available space. Once a category is selected, this list will change to display the actual menu items; this method makes optimal use of the space to display more information on screen. Menu Categories Still with Overlap Buttons ticked, you'll notice to more buttons appear on the right hand side after selecting a category. The yellow Categories button will return you to the top level, ready to select a new category for the next item. The green Return button is used to go up one level in the menu. For example: if you select the category Pizzas, then select Large; pressing the Return button will allow you to change to the Small pizzas without having to select the Pizzas category again. Menu Items With Overlap Buttons unticked, the list of menu categories is kept open permanently along the top of the screen, allowing a cashier to change from one category to another with the press of only one button. The speed benefits here are quite selfexplanatory, however this is at a very small cost to useable space. Notice how the down arrow to the right of the categories is available; this is because the list of categories is too large for the small area, scrolling down will show the next few categories. Menu Categories and Items

94 6.1.5 Invoicing 6.3.9 Manual Devices Till Drawer Device - If there is one connected, this would be set to the device that your till cash drawer is connected to (ie: COM1, or LPT2, or select your printer if that is where it is connected). Monitor (Primary Secondary Tertiary) - Select the main display output for the Aura system. Unless you have multiple displays, leave this on Primary. Pole Display Device and Pole Display Make - Select the make, model and connection for your pole display. Use HiSense Till Drawer and Hisense Type - For HiSense till drawers, this option must be enabled and the appropriate till drawer model selected from the drop down lost. Use Fingerprint for Invoicing or BackOffice - If you have a fingerprint scanner installed in this computer, you can select this option to bring up a fingerprint scanner prompt instead of the password prompt. Auto-Prompt for Barcode Scanner - Selecting this option automatically brings up the prompt for the bar code scanner when a new invoice is started. For more information on this option, see the section on Scanning Barcodes with either Normal (Keyboard) Mode or Touch Screen Mode 40. 19 Kitchen Item Font - Use this option to specify the text display colour of invoices rung up on this computer for Aura Kitchen Items. Kitchen Item Background - Use this option to specify the background display colour of invoices rung up on this computer for Aura Kitchen Items. Kitchen Item IP Address - Select the network address of the 'Images' folder in relation to the Aura application. '127.0.0.1' is called a loop-back address, telling Windows to look at the computer where the program is run from. With a standard Aura installation, the Invoicing application is always installed on the server computer. Display Pending Immediately - This setting has been put in place in preparation for a new feature to improve Invoicing and Kitchen Monitor integration. Log System Times - This is an old setting. Phone Extension (Optional) - If you have an advanced phone switchboard with multiple lines and extensions, including a phone at each till, you can enter the extension number here. CLI Ringing Timeout (Caller Line Identification) - This will be the time in minutes before an incoming call expires.

Application Settings 6.1.6 95 Credit Card Prompt for Gratuity Amount - This option enables a prompt for the cashier to capture the waiter's tip through a credit card transaction. Timeout for Credit Card Dialogs (0 - Disabled) - When processing a credit card payment, the dialogs can have a timeout count down. Default is 20 seconds on inactivity before the dialog closes, but this can be adjusted as you see fit. Use NOMAD - Selecting this option will enable Invoicing to integrate the NOMAD credit card system, and enable the two options below. Disabling this option will use the manual credit card capture interface. Nomad DLL Path - The path to the Nomad DLL (Dynamic Link Libraries) can be entered here. Important note: this should be blank by default, and should only be set by an Aura technician if the NOMAD system does not automatically find the required DLL (Dynamic Link Library) files. Subtenant - Where combination stores are involved, especially when sharing a server computer, it is very possible that all brands in the store will make use of the credit card system as well. Setting a 'Subtenant' specifies a category for the credit card sales. These subtenants are sent to your bank's credit card system to help differentiate which sales comes from which brand in your store. In a standard store layout, you may leave this field blank. Prompt Cashier asking if Credit Card Slip Printed - While NOMAD is enabled, Invoicing will attempt to prompt the credit card slip to print. By selecting this option, the cashier needs to select whether or not the slip printed. In this case, selecting 'No' will cause Invoicing to try and print again.

96 6.2 Invoicing 6.3.9 Manual All Computers All settings found under All Computers will affect all till computers connected to this network. For more information, see the relative section b elow: Store Settings 97 Program Settings 98

Application Settings 6.2.1 97 Store Settings Company Settings Business Name - Enter your franchise group name here. Company Name (Optional) - Enter your individual business name here. This is generally accepted as the name you trade under. Vat Reg # - Enter your VAT registration number here, this is for legality purposes. Telephone # - Enter the store contact number here. Trade Until - Select a time in the morning before you begin trading. This feature helps to separate one day's trading from the next by marking the time at which the current day's trading begins. Anything done before that time will be displayed on the previous day's trading information. 5am is a recommended time as it gives ample time for stores that sometimes trade past midnight, and leaves enough of a time margin for opening in the morning. Delivery Time - Enter a default travel time for delivery orders. If a delivery area has a travel time set up, Invoicing will use that time, if not it will revert to the default time set here. Default Dialing Code (Optional) - Enter the dialing code for your store's area here. Branch - Enter the unique identifying branch name here. This is generally accepted as the area or shopping centre that your store is in. Vat Rate - Enter the value added tax rate here. Vat Rate Not Zero - By selecting this option, Aura will prevent the aforementioned Vat Rate from being accidentally or deliberately set to a zero percentage. Disable 'Pay' on Delivery Invoices - Outstanding orders (delivery, collect and tables) can normally be paid into the till by the operator of a till shift. Selecting this option will prevent delivery orders from being paid into the till before the driver assigned to the order has been cashed up. Food Preparation Period - Enter the maximum time that it takes for an average item to be prepared by the kitchen staff. Maximum Delivery Time - Enter that maximum time that a driver may take on a delivery. Oven Cook Time\ - Enter the time required for cooking a menu item. Show Vat Excl on Invoice (Optional) - Selecting the option displays the 'Vat Excl' line on an invoice as well as the vat and total amounts. Store Square Feet (Optional) - You may enter the store's size here if you wish. Min Order Amount for Delivery - If you have a minimum amount required for a customer to qualify for a delivery order, enter that mount here. Invoicing will not allow any order below this amount to be set as a delivery order. Purchase Orders This section will not affect Invoicing at all, see the BackOffice manual for more information.

98 6.2.2 Invoicing 6.3.9 Manual Program Settings The Program Settings tab contains various settings relating to the running of your store. These range from display modes to options available in Invoicing. For more information, see the relative section b elow: General 99 Cashup 68 Search 102 PoleDisplay 102 Invoicing 100

Application Settings 6.2.2.1 99 General Note for all invoices - This message will print out at the top of the customer slip, just below your business name / logo. Deliv Driver Message - This message will print on the customer slip for delivery orders only. Invoicing will automatically replace %1 with the driver name, and will replace %2 with the driver's deliveries count. Min. Value for Alt Image - This is an old setting and is no longer used. Round to: - Price rounding is the most widely accepted method for simplifying the exchange of cash and change for a customer. The rounding steps are set here as a unit value; meaning one unit of your country's standard currency. Customer Notes - This is an old setting and is no longer in use. Auto Restart Transaction - Select this option to start a new transaction as soon as one is completed. Use Alternate Slip Header - If there are two till slip header images set up on the server computer, selecting this will make Invoicing use the secondary header instead of the normal header. Enable Separate Invoicing Password (Used mainly for managers) - Allows an employee to have two separate passwords, one for general use, and a second for Invoicing only. Save Credit Card Info - When selected, processing a credit card payment will show a credit card information screen to enter information such as credit card holder name, CRC numbers, expiry date etc. Not necessary to have this option selected. Prompt for Cashier password for Over-Rings - Selecting this option will prevent anybody except the cashier assigned to an invoice from over-ringing the order. Preventing one person over-ringing other cashier's transactions. Cannot print collect order on pay - Selecting this option will stop Invoicing from printing the customer's slip again when a customer comes to collect their previously placed order. Only primary operator can open the till - In a situation where a till shift has multiple operators, selecting this will only allow the primary operator to open the cash drawer. Enable Editing of Invoices - Enabling this option allows employees with the required access permissions to edit unsaved orders and add items to the bill. Use Eat-In / Take-Away - By enabling this option, Aura can better separate orders based on their recipe contents. Extra recipe options can be set for an 'eat-in' or 'take-away' order. Force Password Change Every <x> Day(s) - Forces all employees passwords to expire after the set number of days, asking them at that point to enter their current password, and select a new password in order to continue. Franchise Print Device - Specify the reports printer for Aura BackOffice. Print Extended Kitchen Slip - Changes the layout settings of all production slips to show the information in a different format. The manager will need to decide whether or not to have this option selected.

100 6.2.2.2 Invoicing 6.3.9 Manual Invoicing Tables Prompt for Head Count - When starting a new table order, Invoicing will automatically display a prompt asking for a table head count. Prevent a waiter clocking out if they have open tables - Selecting this option will not allow a waiter to clock out of the system if they have any tables that are not closed or paid into a till shift. Transaction Screen Alphapos Classic Keyboard Mode - This option will enable or disable the classic keyboard shortcuts in both touch screen and normal (keyboard) mode. It is recommended to keep this option selected all the time. Auto-Prompt to Add New Till Operators - Selecting this option works in conjunction with a new feature of Aura Invoicing. If this option is selected and a non-operator on a till shift attempts to put through a counter order, Invoicing will ask if a second operator should be added. By clicking yes to that prompt, it follows the same procedure as adding an operator manually. Payment Tender Amounts Tender 1 to 4 - These four options create buttons on the Customer Payment Screen found inside Invoicing. For more information on the application of these buttons, please see the Invoicing Manual. Use Order Reference Words - These words will be used on customer's orders in place of the default order number. When this option is ticked, the 'Update from File' button below it will be available. Update from File - Select this to import a text file with a custom word list. Please note: this list must be in standard text format with no more than one word per line. Once the words are imported into Aura the text file is no longer needed, but it is advisable to keep it as a backup.

Application Settings 6.2.2.3 101 Cashup General Cashup Settings Modify Old Cashups - Affects the cashup screen, it is best to leave this option selected. Driver Gets Delivery Charge - If your store does deliver orders to customers, and your store charges a delivery charge, that charge will be added to the driver's wages for each order. Blind Cashup - Prevents the cashup screen from showing the NET Sales, Gross Sales, Credit Cards, GRVs paid from till, or whether the till is over / under. Essentially, the cashier doing the cashup on their own till will enter their cash on hand, their credit cards, and any petty cash payments. The manager will only be able to see if the till cashup balanced once the till is posted and locked. Till Settings Tills Cashed Up Separately - This option is no longer applicable, as all tills are cashed up separately by default now. Disable Employee Wages - If your employees are paid either an hourly wage, commission, or delivery charges, selecting this option will disable all those wages. This setting affects ALL employees regardless of their employee category. Disable Petty Cash - Disallows cashiers from entering any payments in the Petty Cash section of their till shift cashup. Tills cannot be LOCKED if: Invoices are outstanding - Check for any orders that have not been paid. Any till shifts are open - Checks to see if any till shifts are not ended and posted. Drivers are not cashed up - Checks for any drivers that have not yet been cashed up (posted into an active till shift). Shop One Shop Cashup Per Day - Selecting this option will prevent any till shifts being activated on a date that the shop cashup has already been posted. Cannot open tills if previous days shop cashup is un-posted - When selected, the previous day's shop cashup must be posted before trading can commence for a new day.

102 6.2.2.4 Invoicing 6.3.9 Manual Search Customer Search - Using these options, you can select which customer detail fields can be searched in the Customer Lookup window from Invoicing. Email - This allows searching by the customer's set email address. This is not a very common detail, but may be used in the case of online orders. Cellphone - Allows searching the customer by the number set in the 'Cellphone' field. Recommended option. First Name - Allows searching by customer first name. Recommended option. Last Name - Allows searching by customer surname. Recommended option. CRM (Customer Related Marketing) - Selecting this option allows the Customer Search screen to search information inside the CRM tab in the Customer Details screen. De-selecting an option will not prevent Invoicing from displaying or accessing that particular field, it will affect only the search window. 6.2.2.5 Pole Display Line 1 - If you have any customer pole displays set up in your store, then the message typed in here will automatically scroll on the display when not in use.

Application Settings 6.3 103 Printers All Printers - This is a list of current printer setups inside the Aura software. Selected Printer Properties - Will display the properties for the printer selected from the list of printers on the left. Description - The name that will display in the list of available printers under New Printer Settings. This is for identification purposes only, you can name the printer as you like. Category (Invoice Production Credit Card) - The category for the selected printer, this will determine whether the printer can be activated as an invoice, production, or credit card printer under Printer Setup. Type (None Narrow Wide Impact Narrow) - Select the type of the selected printer. Model (Epson PosiFLEX StarposTSP700 Epson Impact) - To ensure correct printer formatting, please select the model type of your printer. Page Length, Page Width and Footer Height - The above three settings are governed by the printer drivers, you do not need to adjust these settings at all. Print Late Voucher - This is currently a dead feature, it will not make any difference to the printing of either customer or production slips. Extended Production Slip (Only applies to production printers) - Selecting this option will print a slightly modified production slip, with parent items printed more clearly and their child items printed directly below them.

Part Contact Details VII

Contact Details 7 105 Contact Details Office Contact Details Aura Help Desk 086 100 AURA (2872) Midlands Branch (Head Office) 033 343 2135 Aura Helpdesk Hours 6:00am to 11:00pm, 7 days a week In order to ensure that all calls taken have been logged and are treated with the importance and urgency each one rightfully deserves, please keep the following points in mind when consulting with our helpdesk: Ensure that the technician you are speaking to knows which store you are calling from, and that you get the name of the technician you speak to. Be clear and concise with what the problem is and when it started appearing. The more information you can provide, the better. If the technician does not offer you a reference number for your call, you should ask them for one. Not only does this makes it easier to follow up on the status of the issue later, but also ensures that your call is logged in our system and is being / has been attended to properly. Most importantly, please keep in mind that CoSoft provide the Aura Point of Sales Suite; for any other problems such as your email, internet, anti-virus software and the like, please contact the software distributor or supporter related to that application. These contact details can generally be found under the application's Help > About or Help > Contact Us options. Help Manual Author Contact Details: If you have any queries or suggestions regarding the help manual, please contact our Midlands Cosoft branch.

106 Invoicing 6.3.9 Manual Index -PPayment Options - Normal 33 Payment Options - Touch Screen Plugin Manager 63-224 Hour Trading 77 57 -S- -AAdding Menu Items - Normal 18 Adding Menu Items - Touch Screen 39 Adjusting an Unsaved Invoice Line - Normal 31 Adjusting an Unsaved Invoice Line - Touch Screen Assign Waiter - Normal 24 Auto Apply Discount - Normal 28 -CCashup Overview 68 Cashup: Employee 69 Cashup: Shop 76 Cashup: Till 72 Collect Orders - Normal 21 Collect Orders - Touch Screen 42 Contact Details 105 Customer Complaints 66 Customer History - Normal 23 Customer History - Touch Screen 44 -D- 55 Saving the Transaction - Normal 33 Saving the Transaction - Touch Screen Settings: All Computers 96 Settings: Printer 103 Settings: Specific Computer 84 Start New Transaction 13 Start Shift 10 System Settings 84 57 -TTable Orders - Normal 24 Table Orders - Touch Screen 45 Touch Screen Mode Overview 36 Trading Past Midnight 77 Transaction Types - Normal 20 Transaction Types - Touch Screen 41 -UUnsaved Invoice Line - Normal 31 -V- Delivery Orders - Normal 21 Delivery Orders - Touch Screen Discounts - Normal 28 Discounts - Touch Screen 52 View Customer History - Normal 23 View Customer History - Touch Screen 42 44 -GGraphic User Interface (GUI) 50 -IIntroduction 4 Invoice Keyboard Shortcuts Invoice Navigation Buttons 17 61 -NNew Customer - Normal 79 New Order 13 New Shift 10 Normal (Keyboard) Mode Overview 17