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| - | ======= iPOS - Back Office Basics ======= | ||
| - | =====Introduction===== | ||
| - | The iPOS system is a very powerful tool for your business. Behind the POS system is a comprehensive set of reports and features that allows you to analyse your business and manage the POS system. | ||
| - | This document will take you through all the concepts of the Back Office (or Back of House) component of the system. | ||
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| - | =====LOGINS===== | ||
| - | A LOGIN is a combination of a login (or username) and password. This is to allow access only to those people who are allowed to have access to your reports. This is a very important security issue. As iPOS can be connected to the Internet, your LOGIN details will protect your system. | ||
| - | Your Login is the same as it appears on your button in the POS system. Your Password should be kept secret, changed regularly and have a combination of letters and numbers. | ||
| - | |||
| - | =====To login to the system===== | ||
| - | Open Internet Explorer. | ||
| - | iPOS should be set to the Home Page and the Point of Sale options as well as the Login and Password field should appear on the screen. | ||
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| - | Click in the Login field. | ||
| - | Enter your Login, press Tab | ||
| - | Enter your Password | ||
| - | Click the Login button | ||
| - | If you get it wrong the system will allow 3 attempts. | ||
| - | Do not panic if you get it wrong 3 times. Just close Internet Explorer and try again. | ||
| - | Each time you open Internet Explorer you get 3 attempts. | ||
| - | The login and password are not case sensitive, but if you have used a combination letters and numbers then the Num Lock may be turned off which is sending direction arrows instead of numbers. Check that the Num Lock light on your keyboard is on. | ||
| - | The system will, on a regular basis, ask you to change your password. When you do this only your password will change the Login name will stay the same. | ||
| - | Do not share your login details with others, this is a security risk. If you want others to have access then you can create a separate login and password for them to use. | ||
| - | Internet Explorer will offer to remember login and passwords for you. We recommend that you do not use this feature as it will render the security useless in a shared office environment. | ||
| - | As a further security measure iPOS will time out your Back Office session after a period of time, if you do not continue to use it. This is why you may be asked to login again if you leave the system idle and then try to run a report. | ||
| - | |||
| - | =====Main Menu===== | ||
| - | Once you have successfully logged in, the POS Menu will always be displayed. Here is a quick description of the Main features of this page. | ||
| - | Across the top of the Page the system will display the name of the page (middle large font), the name of the store (top right corner), the day and date (lower right). | ||
| - | Clicking on POS (top left) will always return you to this page. | ||
| - | The far left column is the Sidebar Menu. The Sidebar Menu has a list of links that will change the way the system behaves. For example: adding Staff or removing a product you no longer want to sell. | ||
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| - | =====Reports===== | ||
| - | iPOS has been designed so that you don’t need to print a report at all. The system will store and can report on anything today, tomorrow, 6 months or 3 years from now. Everything is date based. | ||
| - | The actual number of and position of the reports may change in the Menu with future updates. What will not change is how to generate a report and what you can do with it. | ||
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| - | =====Refreshing===== | ||
| - | All reports in the system are calculated when they are asked for. This means that changes in the data (such as more sales) will be reflected each time you ask for the report. A good way to see this behavior is to run a Sales Report like a Daily Summary for today, wait a couple of minutes (make some more sales) and click the Refresh button in Internet Explorer. This will make the system recalculate the report and include any new sales made in between the two reports. | ||
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| - | =====Hyperlinks===== | ||
| - | Many reports also have hyperlinks. All of iPOS is effectively a web page. One of the features of web pages is that they can be linked in many ways to each other. (This is why it is called a ‘web’, since the links do not have to be ordered and they can jump from any page to any page). Hyperlinks are used on Reports in IPOS to indicate that more information is available. This is normally a “drill-down” process (into more detail) but it could also be a “drill across” (into related data). | ||
| - | A Hyperlink can be spotted on a report by the underline. Also when you move your mouse over the hyperlink it will change to a pointing hand. Clicking on the hyperlink will start the calculation of that report. You can return to the current report by clicking on the Back button in Internet Explorer. (When clicking Back, the report is not recalculated; | ||
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| - | =====Cut & Paste===== | ||
| - | Reports in iPOS have been designed so that they are compatible for Word and Excel. Reports can be cut & pasted into either of these programs and they will retain their formatting and hyperlinks. | ||
| - | =====Printing===== | ||
| - | At some time you will want to print the reports. Internet Explorer does the printing, not iPOS so you need to be aware of how Internet Explorer handles printing. | ||
| - | Firstly Internet Explorer will use your default printer settings. Where possible we have designed Reports to be best printed in Portrait but not every report can fit that way. If a report needs to be printed landscape you will need to change the Print Options in Internet Explorer, iPOS cannot tell Internet Explorer which way to print the report. | ||
| - | =====To Change a report to landscape===== | ||
| - | Select File | Page Setup. | ||
| - | Change the Orientation to Landscape | ||
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| - | Click OK. | ||
| - | Once you have printed the report, don’t forget to change it back to Portrait otherwise the next report will be in landscape as well. | ||
| - | When you do print a report, it may look slightly different to the format on the screen. This is because the screen is a different width to the printed page. iPOS has built-in report rules to change column widths to fit. | ||
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| - | =====iPOS Standard Reports===== | ||
| - | Name Description | ||
| - | Monitors | ||
| - | Make Line 1-3 Kitchen These opens the Make Line screens to make the orders. | ||
| - | Make Line 4 Bar This opens the Make Line screen at your bar if you so choose to use this option. | ||
| - | Dispatch 1 Kitchen | ||
| - | Dispatch 2 Bar | ||
| - | Reconciliations | ||
| - | Cash Reconciliation Used to reconcile your cash at the end of the day | ||
| - | Float Reconciliation Used to enter the cash amounts from each cash drawer | ||
| - | Safe Drop Used to enter amount of cash taken from a cash drawer and put into the safe | ||
| - | Customers | ||
| - | Customers Shows all the stores customers and you can also search for a customer | ||
| - | Customer Reminders Shows all the customers reminders | ||
| - | Customer Complaints Shows all the customers complaints | ||
| - | Dwellings This is where you can change / de-activate or activate Dwelling types. | ||
| - | Customer Listing Shows all the customers with the parameters you enter like their surname or postcode | ||
| - | Customer Journal Shows all the customers’ orders for the date range you specify | ||
| - | New Customer Journal Shows all the new customers and their order for the date range you specify | ||
| - | Motel Report Shows all orders with order type of Motel in the date range you specify | ||
| - | Accounts | ||
| - | Account Customers Shows all Account Customers and allows you to edit them by clicking on their name | ||
| - | Account Summary Shows all orders with the payment made to account during the date range you specify | ||
| - | Account Statement You must select the Account you want to see and the date range and then it will give you a tax invoice you could send the account holder | ||
| - | Sales | ||
| - | Daily Summary Provides a full End-of-Day Sales Summary, which breaks down the sales and labour. | ||
| - | Sales Reports Provides a full summary of products sold within the date range selected | ||
| - | Time Reports Displays the Quantity and Dollar value of goods sold, broken down into time intervals | ||
| - | Weekly Activity Report Provides a full activity report for the week selected, showing the sales broken down into time periods, the source of the orders, labour summary and productivity per hour. | ||
| - | Monthly Activity Report Provides a full activity report for the month selected, showing the sales broken down into time periods, the source of the orders, labour summary and productivity per hour. | ||
| - | Sales Comparison Report Breaks down total sales, transaction count and average sales by week for two selectable years. | ||
| - | Product Ranking Displays the most popular product in order of quantity sold or dollar amount | ||
| - | Contest Report This report shows how many items were sold and the total %. You select which products or departments you want to be part of the contest via clicking on on the left in back of house and then clicking on | ||
| - | Trend Report Determined by the date selected, displays that day of the week and the days of the previous six weeks sales numbers broken into selectable time intervals. | ||
| - | Cumulative Trend Report Same as the Trend Report however tallies numbers through the day. | ||
| - | Statistics Report Comprehensive report displaying sales, # of pizzas, cust count, ATV, how many orders and what % were pickup and pickup bump time, and the same for deliveries | ||
| - | Daily KPI Complete list of every day in the selected time frame with corresponding Net Sales and Average Sales | ||
| - | Weekly KPI Complete list of every week in the year with corresponding Net Sales and Average Sales | ||
| - | Calendar Sales You select the year and it shows you the sales broken down weekly. | ||
| - | Waste Reports Shows all products that were put into the system as wasted for the time period specified. | ||
| - | Product Listing (Retail) This report can show all products or just Active (black) or Inactive (red). | ||
| - | Product Listing Tier This report can show all products or a specific department. | ||
| - | Product Prices This report can show all products or a specific department. | ||
| - | Product Costs This report can show all products or a specific department. | ||
| - | Delivery | ||
| - | Driver Floats Shows the Floats of all the drivers | ||
| - | Driver Summary Shows the drivers sales amount and number of orders | ||
| - | Driver Journal Shows all the drivers orders and payments for a date range | ||
| - | Unassigned Journal Shows deliveries that were not assigned for a date range | ||
| - | Delivery Journal Displays all the delivery orders for the selected date range | ||
| - | Summaries | ||
| - | Staff Summary Displays the number of orders, total sales and average sale broken down for each staff member for the date period specified | ||
| - | Operator Summary Breakdown of the total numbers of orders processed, total sales and average sales for each staff member | ||
| - | Operator x Product After selecting a product, shows all the staff members that have sold that particular product | ||
| - | Order Type Summary Shows all sales for a date range broken down by order type | ||
| - | Order Source Summary Shows all sales for a date range broken down by order source type (ie. Phone) | ||
| - | Postcode Summary Shows all sales for a date range broken down by postcode | ||
| - | Demographics Summary Based on an iPOS optional extra – Shows dollar sales broken up by customer demographics | ||
| - | Demographics Analysis Based on an iPOS optional extra – Shows numbers of customers of each customer demographic type | ||
| - | Payment Summary Shows all sales for a date range broken down by payment type | ||
| - | Payment Statement Displays all sales for the specified payment type for the date range entered | ||
| - | Journals | ||
| - | Order Journal Lists all orders taken by all staff members within the date range selected | ||
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| - | Payment Journal Shows all sales for a date range showing how it was paid and also if it was left marked unpaid in the system | ||
| - | Product Journal Shows orders for selected date range displaying the order number, date and time, order type, staff, driver, customer, sales amount, # pizzas and if it was a timed order | ||
| - | Loyalty Journal Displays all sales for loyalty customers | ||
| - | Free Journal Displays all products sold as Free during the date range specified | ||
| - | Refund Journal Displays all products sold as a refund during the date range specified | ||
| - | Discount Journal Displays all sales with a discount used and shows what discount was used and amount for the date range specified | ||
| - | Waste Journal Displays all sales where a product is put thru as wasted for the date range specified | ||
| - | Timed Order Journal Displays all the timed orders for the selected date range | ||
| - | Un-Paid Journal Displays all the un-paid orders for the selected date range | ||
| - | Value Journal Displays all orders for the value you specify or a value range | ||
| - | Petty Cash Journal Displays all petty cash entrants for the date range specified | ||
| - | Account Journal Displays all orders that were put on to an account for the date range specified | ||
| - | No Sale Journal Displays all no sales (to open the cashdrawer) during the date range specified | ||
| - | Void Journal Displays all orders with a voided product during the date range specified and shows the product and amount | ||
| - | Cancelled Journal Displays all cancelled orders for the date range specified | ||
| - | Modified Price Journal Displays any orders that were modified after they were paid during the date range specified | ||
| - | Integrity Journal Displays any orders that have an error in payment during the date range specified such as the customer paying more than the order amount | ||
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| - | **To view any of these reports:** | ||
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| - | 1. Choose which one best suits your needs and select it from the lists from the “Point of Sale” menu once you have logged on; | ||
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| - | 2. Select the date or date range as requested along with any other filters that you may require (Tip: the date will default to today’s date) | ||
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| - | 3. Click “Calculate Report” to view your results; | ||
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| - | 4. Should you need to print the report, simply select “Print” from the “File Menu”. | ||
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| - | =====Advanced Features===== | ||
| - | A very powerful feature is that you can run multiple copies of Internet Explorer on the same computer and run multiple reports at the same time. You can use this feature to run and compare reports for different periods. | ||