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Page: 1 TABLE OF CONTENTS OVERVIEW .............................. 3 CONDITIONS OF PURCHASE and WARRANTY ................. 5 OPERATIONS MANUAL .......................... 6 INTRODUCTION .......................... 6 ADMINISTRATION ...................... 6 POINT-OF-SALE ....................... 6 ADMINISTRATION ........................... 7 MAIN MENU ........................... 7 REPORTING ......................... 7 CHECK REPORTS .................... 7 BATCH REPORTS .................... 7 SALES / HOUR ..................... 7 SYSTEM SETUP ....................... 8 TAXES ........................ 8 SYSTEM VARIABLES ................... 9 2 PRICE SYSTEM: ................... 11 ROUND THE LOGIN TIMES ................ 13 SORT KITCHEN SLIP ..................... 13 PRINT CASH SALE CHECK ................ 15 TABLE NUMBER > ID DELAY ............... 15 NETWORKS ....................... 15 HARDWARE DEVICES ..................... 16 PASSWORDS ......................... 18 ADMINISTRATION ...................... 20 EDIT FOOD ITEMS ................... 20 EDIT PAYMENT TYPES .................. 22 EDIT SERVERS ..................... 23 CREATE INDEXES .................... 23 EDIT SUBMENUS .................... 23 MISCELLANEOUS MODIFIERS ............... 24 ADDING SUBMENUS TO ITEMS ............... 24 EDIT DISCOUNTS .................... 25 EDIT REPORT GROUPS .................. 25 EDIT STARTING INVENTORY ............... 26 EDIT CHECK PAYMENTS ................. 26 EDIT CHECK STATUS .................. 26 EDIT SECOND PRICES .................. 27 PURGING OLD DATA ..................... 27 RESTAURANT POINT OF SALE PROGRAM .................. 28 SECRET ID ......................... 28 MAIN ORDERING SCREEN ................... 28 SEATING A NEW CUSTOMER: ............... 29 PROVIDING SERVICE TO A SEATED TABLE: ......... 30 PRINT A CHECK: .................... 31 DISCOUNTING A CHECK: .............. 31 Page: 2 SETTLE A CHECK THAT HAS BEEN PRINTED: ........ 32 SHARING AN ITEM ................... 32 DELETING AN ITEM ................... 32 EDITING THE CHECK HEADER ............... 33 CANCELLING A CHECK .................. 33 EDITING or CHANGING AN ITEM ............. 33 SENDING THE "ONLINE" MESSAGE ............. 33 SENDING THE "BREAK" MESSAGE ............. 33 TABLE NUMBER LOOKUP SCREEN .............. 34 WORKING WITH LARGE GROUPS .............. 34 MANAGER'S FUNCTIONS ( <F1> KEY ) ........... 35 TO EXIT THE PROGRAM: ................... 36 LOCATION SUB PRINTERS: ................. 36 CLOSING THE DAY - CASH OUT ................ 36 END-OF-DAY REPORT: .................... 37 DAY-END PROCEDURE ..................... 38 ACTION KEYS AVAILABLE ................... 38 SYSTEM REQUIREMENTS ......................... 38 STARTING THE PROGRAM ........................ 39 COMMAND LINE PARAMETERS ....................... 39 CRASH SYSTEM ............................ 40 MAGNETIC STRIP CARDS ........................ 42 Page: 3 DRDINING RESTAURANT P.O.S. SYSTEM OVERVIEW DRDINING has been created to help monitor server activity, create accurate checks quickly, remove the headaches and mistakes in tax calculations, save time and money, and give you the tools to improve your image, make use of suggestive selling techniques. It is used to record the activity at each table, record the orders, print the bill, and record the details for later analysis or reporting. DRDINING has been designed to be extremely easy to use, and to fit into virtually any restaurant that wishes to create a printed bill, and wishes to collect information for management purposes. DRDINING is table oriented, the natural way of thinking when the pressure is on; that is, the creation of a check on the screen, and access to that check from time to time is by table number. Our research has indicated that the table number is the easiest, quickest and most natural way of keeping track of a check while it is active. The program assigns a check number to the check, which appears on the check when it is printed, and is necessary for accounting or audit purposes. DRDINING will print the checks when requested, will allow for recording of gratuities if required, will calculate the necessary taxes, will record payment of the check and payment methods whether cash, credit card, etc, for as many methods as needed, calculates server Tip- pool contributions, adds an automatic gratuity if required. DRDINING calculates the change for convenience. Once completed the table number is freed and ready for reuse. The detail of the check is retained for management report purposes. DRDINING allows you to establish up to five categories for your menu items, will allow you to print the individual order items for each category to a different printer or printers. DRDINING allows an individual server to cash out at the end of shift. This prepares a cash report detailing that server's cash activity including server discounts used, tip pool, gratuities for ease of cash reconciliation. Alternatively, the manager can do such a close for all servers. In this way, DRDINING helps in cash control. End-of- Day reports are available, for the shift, or for the day (or both) DRDINING allows you to create your own list of menu items, and allows you to modify it as desired, helping to prevent missed sales, and allowing for suggestive selling. DRDINING allows you to create "submenus" (eg. beef 'colour', type of potatoes, etc.) and 'attach' them to menu items, so that they come on screen automatically when needed, and only when needed by the server. DRDINING can prepare at the end of period, a day, week, or month as you wish a journal entry for accounting purposes. This prepares a total of cash, taxes and sales of various menu categories in total. This Page: 4 makes the recording of cash and sales in your general ledger particularly easy. DRDINING prepares other reports, such as activity by server/period, menu items in order of sales quantity, menu item lists, inventory usage to help the efficient manager keep on top of his profits. DRDINING'S "Dining For Dollars" feature tracks customer purchases, and prepares lists or mailing labels by date of last visit, dollars spent to-date, and other information. Page: 5 CONDITIONS OF PURCHASE and WARRANTY The purchaser assumes responsibility for the selection of the software and the documentation to achieve the purchaser's intended results and the installation, use and results obtained. The purchaser has the non-exclusive right to use the software on a single machine and in a single location only. Title to all parts of the program and documentation and all copyright therein is retained by R. A. Gorman and the purchaser may not make any copy of any part of the program or documentation except for backup purposes only in support of the purchaser's use of the software on a single machine. If the purchaser transfers possession of any copy of the program to another party, this license is automatically terminated. LIMITED WARRANTY - The software and documentation enclosed is provided as is without warranty of any kind either expressed or implied, including but not limited to the implied warranties of merchantability and fitness for a particular purpose. The diskette(s) on which the software is furnished is warranted to be free from defects in materials and workmanship under normal use for a period of ninety (90) days from the date of purchase by the original purchaser only. The vendor's entire liability shall be for the replacement of any diskette(s) not meeting this limited warranty and which is returned to the vendor with a copy of the sales receipt. BY PROCEEDING WITH THE INSTALLATION AND USE OF THIS SOFTWARE YOU ACKNOWLEDGE THAT YOU HAVE READ THIS AGREEMENT AND AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS. YOU FURTHER AGREE THAT IT IS THE COMPLETE AND EXCLUSIVE STATEMENT OF THE AGREEMENT BETWEEN VENDOR AND PURCHASER. Page: 6 OPERATIONS MANUAL INTRODUCTION DRDINING is divided into three separate programs, each of which can be chosen from your menu system, or run automatically from start-up. ADMINISTRATION - ADMINISTRATION is the program where the menu items list is maintained, where the program is set up initially, where the tax rates are maintained, where the payment types are maintained, what printers are used, and what type of printer is used, where the data files are kept on the computer, and other parameters. It is the program that prints the various management reports, with the exception of the daily cash closing reports. Start Administration by typing DRDINING A POINT-OF-SALE - POINT-OF-SALE is the running program. This is the program that is used daily, to keep track of tables, create checks, print and settle bills, and do the daily or shift cash reports. Start P.O.S. by typing DRDINING R Page: 7 ADMINISTRATION PROGRAM ADMINISTRATION - MAIN MENU When the program starts up, it displays the MAIN MENU. The top line is highlighted. To select one of the three choices, highlight the correct choice, using the UP and DOWN arrow keys, and press the <ENTER> key. Alternatively, simply press the first letter of the choice desired. ADMINISTRATION - MAIN MENU - REPORTING Selecting REPORTS from the Main Menu, brings up a sub_menu, allowing you to select one of a number of reports. Some reports ask you to specify the date range for wish you wish the report printed. Type in the relevant starting, and ending date. Note that the date format must be MM/DD/YY. Attempting to type in an impossible range will as you to re-enter it. CHECK REPORTS Selecting CHECK REPORTS will display another menu: BATCH REPORTS In administration, you may select one or a number of reports to print consecutively in a "batch". Chose this selection to print the batch to the report printer. In the same area you may select which reports will print automatically when doing an Office Close. SALES / HOUR This selection does 2 tasks. Firstly, it will display sequentially a graphic display of the sales/hour for the days selected. Secondly, it will print a report for all the days selected to the report printer, if requested. Selecting Sales/Hour will ask you to type in a date range, and make a selection. You are asked to specify if you wish the report to include Every day in the date range, or the same day each week as the day of the Page: 8 "Starting" date selection. This selection will control only the display of graphs for each day. As each graph is displayed, you can press <F7> to print the report. If you print the report, you will get a printout of the data for every day in tabular format (see REPORTS in Appendix A). ADMINISTRATION - MAIN MENU - SYSTEM SETUP Selecting system setup from the Main Menu will bring you to the system setup menu. ADMINISTRATION - MAIN MENU - SYSTEM SETUP - TAXES There is provision for up to 5 separate tax codes. Each one can apply, and you can specify if the code is to be compounded (tax on tax). DESCRIPTION: Enter a tax description, which will appear on the check, and on reports. It can be up to 10 characters in length. PERCENT: Enter the percentage of tax, as a whole number, not a decimal. Seven percent tax is entered as 7.0, and seven and one-half percent is entered as 7.5. MINIMUM VALUE: Enter the amount which triggers tax to be paid. Checks for an amount less than is entered will not be taxed. Checks for this amount or more will be taxed, ON THE WHOLE CHECK. Page: 9 APPLY BEFORE DISCOUNT: Enter 'Y' if you wish this tax to be applied on the undiscounted amount, or 'N' if the tax is to be applied to the net amount. FIRST / THEN: Enter under "first", those taxes that will be calculated on the untaxed check amount. Then if any, enter under "then" those tax codes that will be calculated on the check + first tax total. ADMINISTRATION - MAIN MENU - SYSTEM SETUP - SYSTEM VARIABLES CLOSED DAYS PER WEEK: Enter the number of normally closed days in a week. This information is used in some of the analysis reports. NO. OF SEATS: Enter the normal number of seats available. This information is used in some of the analysis reports. COMPANY NAME, STREET ADDRESS: Fill in the required name, address, and so on. This name and address is the one that will be used to print checks and reports. ADVERTISING LINE: If filled in, this line (maximum 20 characters) will print on the check in large type, under the company name. LAST CHECK NUMBER USED: Fill this in with the last check number, if you wish to use a specified sequence of numbers. If left blank, the system will start with check number 1. This number is the one which prints on the checks, and will be controlled for accounting purposes. Page: 10 PATH TO FIND ALL DATA FILES: This line must be filled in with the drive, and pathname where your data files are kept, followed by "\". If using our recommended defaults, this will be C:\DRDINING\. You may elect to have the program in one area, and the data in another. If the program files and data files are in one directory, leave this area blank. NUMBER OF SHIFTS/DAY: If you wish cash out or End-Of-Day reports to be printed for each shift, enter here the number of shifts per day. 0 or 1 shift will cause the program to ignore shift accounting. 2 or more will cause the program to ask for a shift number when closing, or printing End-of-Day reports. Entering a 0 when asked for the shift when printing these reports will ignore shifts for that report only. DAY END TIME: In this area, if your restaurant ends its day at some time after midnight, key in the closing time, using the 24 hour format. For example, if your restaurant closes at 2:00 in the morning, then checks and activity occurring between midnight and 2:00 AM are really part of the day before. This field instructs the program to include any checks created in this period in the previous day's figures. In this example, key in '2'. CATEGORY CONFIGURATION (PRINTER LOCATIONS): This area allows you to enter up to 5 printing destination categories of menu items. If there is an entry in this area, the system will use that entry to determine where to send order information to a sub-printer. You may "attach" a printer to a category, in Administration, below. This is how you request order information to go to a 'BAR' printer, or 'KITCHEN' printer, for example. The Category number must also appear in the item record. SCREEN BLANKING DELAY Enter the number of seconds with no keyboard activity before the screen goes into its "blanking" mode. In this mode, the screen goes black, a line "I'm resting ... press any key to wake me up" displays at random on the screen in order to extend the life of the monitor. In this mode, a "Specials" screen can be displayed if any specials have been defined ( see MANAGER'S SPECIAL KEY). ALLOW SERVER CASH REPORT WITH OPEN TABLES Answer 'N' for the normal cashout report. This report requires all Page: 11 the server's tables to be settled before it is calculated and printed. Answer 'Y' to allow the cashout report to be printed even if there are open (unsettled) tables. A message "THERE ARE ALSO OPEN TABLES" is printed on the cashout report. ALLOW CHECK EDITING AFTER PRINTING: Entering 'N' here will NOT allow a server to reduce a price or quantity on a check, after it has been sent to the sub_printer or printed, without the EDIT password. This is available as a cash control measure. SECRET SERVER ID'S: Answer 'Y' to require servers to input a secret ID code before entering the program. Answer 'N' to eliminate this requirement. In this case, the server must input an ID code, but any server can serve any table, USE 2 PRICE SYSTEM: Normally, answer 'N', which allows one price for one item on the menu. Enter 'Y' to use a 2 price system, where a second item price is used at certain times, or for certain tables. Answering 'Y' causes a following screen to appear: Enter a single character to identify the special table group. For example, if you select 'S' then any new table opened with a table number starting with 'S' (eg 'S12') will use the second price. Enter the time in 24 hour format when the program will switch to the second price, for each day of the week desired. Any check opened after this time will use price 2 (even if the time switches back to price 1). Check pricing is based on the opened time, not the current time. The program will compensate for after midnight times, and for day's end times. Enter also the time when the price should switch back to price 1. Note that you must fill in either a start time, or a table number character if you have selected USE A 2 PRICE SYSTEM above. If you leave everything blank, then the program will automatically set this flag to 'N'. You may change the flag at any time (eg. Turn on 2 prices on the weekend, and turn off 2 prices during the week). TIP POOL % Enter a figure here to permit automatic calculation of the 'tip pool' contribution. Enter the standard tip percentage figure as a Page: 12 decimal - in other words 1% is entered as .010, and 2 1/2 % is entered as .025. The tip calculation is then printed on the cashout report, and the total tip pool is printed in the "END OF DAY TOTALS" section of the report. The calculation is made on the net sales, before taxes, and after discounts. If there is no percent amount entered, the tipout does not print on the report. USE CUSTOMER NAME FIELD ("Dining For Dollars") (available in the registered version) This field allows the typing in of the customer name, for use in alerting the server, or printing on the check. Entering 'N' will skip this field, and it will not appear on the check screen. Customer reports will not be available, and customer records are NOT kept up-to-date with current dollars spent. LAST CLIENT NUMBER USED (available in the registered version) This field is only applicable if CUSTOMER NAME FIELD is turned on. Each new customer entered is assigned a unique number. Be cautious that you do not allow duplicate numbers if you change this field. It is automatically updated each time a new customer is entered. OPERATING IN NOVELL 2.2 OR NEWER The DRDINING program is designed to work, if in a multiple-station restaurant, using Novell Netware 2.2. While the program has been extensively tested with other network environments the company will support only Novell. If you are establishing a multiple station setup, and are NOT using Novell, or are setting up a single station restaurant enter "N" here. Otherwise enter 'Y' to allow Novell features, especially the printing queue features to be used. USE SEAT NUMBER - ALLOW SPLITS: Answer "Y" to cause the program to ask for a seat number when ordering items on a check (if the number of guests is over 1). This allows individual checks to be printed. Answer "N" to eliminate this feature (usually for speed). Note that this feature can be "turned on" for an individual check, by EDITING THE CHECK HEADER. PRINT DISCOUNT RECAP ON CASHOUT REPORT Enter 'Y' here to print on each server's cashout a recap of the Page: 13 discounts allowed. This is especially useful if coupons are used, and entered on the check as an item discount instead of accepting them as part of the payment tendered. ROUND THE LOGIN TIMES (available in the registered version) Enter yes here to have the program round the LOGIN times at lagon and logoff. The logon times are rounded to the next even 15 minutes, and the logoff times are rounded back to the next even 15 minutes. Enter N for no rounding. MENU CATEGORIES FOR QUICK SALES KEY: Type in here the first letters of the items codes for items to be listed on the quick items sales report. (eg ALW will list all the A, L, and W item sales) LAST LINE MESSAGE: Type in here a message to be printed on the last 4 lines of the check. SORT KITCHEN SLIP Enter Y here if you wish the slips sent to the sub printers to be sorted by item number. The sorting is done in separate groups for each "Break Line" (a line of '*'). It is designed to group like items for the kitchen staff. Enter N to have the order details printed as entered on the check. SEND CHANGES TO KITCHEN Enter 'Y' here to cause the program to send to the remote printers any changes made to ordered items (eg. a deletion, or quantity change ). Enter 'N' to stop this process - changes will be made directly to the kitchen by servers. USE MANUAL ITEM SEQUENCE Enter 'N' to cause the program to display menu items on the help screens in item number order. Enter 'Y' to cause the program to sort the items on the 'sequence field' - see ADMINISTRATION - EDIT FOOD ITEMS. ADD ITEM RECAP TO KITCHEN SLIP Enter 'Y' here to cause the program to print at the top of the Page: 14 kitchen slip a recap (by item number) of the current order. PRINT PAYMENT DETAIL ON CLOSE REPORT Enter Y if you wish a list of all check numbers/payments to be printed on the bottom of the closing report. This can be useful for checking off charge card slips, etc, but can be very lengthy. ADMINISTRATION - MAIN MENU - SYSTEM SETUP - SYSTEM VARIABLES - Page 3 These variables apply to the individual station, and may be different for each station. MIRROR PRINTER # TO PRINTER # It is possible to send a remote slip to 2 separate printers (eg. 2 kitchen printers). Enter here the remote printer location number as set up in ADMINISTRATION - SYSTEM VARIABLES - HARDWARE for each printer. Page: 15 PRINTER EJECT LINES: Key in the number of lines that you wish the printer to use to eject when complete. This feature allows you to ensure that the printer slip is fully ejected, and can be torn off (eg. for kitchen use). PRINT CASH SALE CHECK Enter a N here if you do NOT want a check to be printed automatically during a CASH SALE. TABLE NUMBER > ID DELAY Enter here the number of seconds that the program will wait at the TABLE NUMBER prompt, before going back to the SECRET ID screen (if used). This can speed up server time, if servers usually enter more than one table at a session. Enter "0" for no automatic return to the SECRET ID screen. The server must press <ESC> at the TABLE NUMBER prompt for the program to exit to the SECRET ID screen. NETWORKS (available in the registered version) If you are using the Network version of DRDINING, there will be an additional setup screen. IS THIS A BAR TERMINAL ? If this station is a "Bar Terminal" type "Y" otherwise type "N". A bar terminal is slightly different in operation for speed. It assumes all sales are a cash sale and will be settled for cash immediately on being sent. It assumes a guest count of 1. You may elect not to print a cash sale receipt (see above) if desired. Any station may open a check in this manner by using "*" as a table number. CLOSE THIS STATION ONLY: Answer "N" for a normal closing operation - where the day end closing procedure applies to all stations, and is usually done at the end of the day. Answer "Y" if you have a cash drawer attached to this terminal and wish to do the day end procedure and cash outs for checks SETTLED AT THIS STATION ONLY for balancing the drawer. Page: 16 STATION ID: Enter a unique one or 2 digits (or letters) code for this station. Note that each station must have its own SETUP.DAT file (which is what we are creating in this SETUP operation). If there is no code, then doing a daily cash close from this station WILL CLOSE ALL STATIONS. If there is a code, then a closing at this station will close only those checks and payments made at this station. This allows each station to have its own cash drawer if desired. STATION NAME: Type a name for the station (eg BAR, DINING1 ). It can be printed on kitchen slips to indicate the source of the order. ADMINISTRATION - MAIN MENU - SYSTEM SETUP - HARDWARE DEVICES These options all apply to the individual station, and should be set up for each station. PRINTING DEVICES: If you have attached extra printers, such as a printer in the kitchen to print orders as they are entered by the server, then enter here the computer port to which that printer is connected. Filling in this area allows the program to send that information to that printer. Leaving the area empty tells the program not to send anything. You can use different printers for each category (for example, one in the bar, one in the kitchen, one in the pastry kitchen), or alternatively, you can cause all categories (or any combination) to print to one printer. You might use this if the printer was near the main keyboard, so that the server would take the printout to wherever it was going. REPORT PRINTING DEVICE: Type in the computer port to which the main report printer is connected. Typically, this will be LPT1, LPT2, LPT3, COM1, or COM2. Your computer supplier will be able to tell you which one is used. If the information is not available, try LPT1, then COM1 to see which one causes the printer to print a report. Entering a port "NULL" will cause to program to print to Page: 17 "nothing". This can be useful where you wish to program to act as if a report printer is attached, but do not wish the report to be printed. USE THIS PROCEDURE WITH CAUTION. DRIVER: If your computer is configured to look like an EPSON type printer, type EPSON in this area. If it is not, or you do not know, type ASCII in this area. The correct selection here can make the reports better looking, allowing them to use bold headings, etc. Drivers are available for a number of different printers, and can be provided to order. DRIVERS Drivers included with Version 3.2 are: EPSON - Epson compatible printers ASCII - Standard ASCII printers STAR300 - Star Series 300 roll printers HPLJ2 - Hewlett-Packard Laserjet CIT3530 - Citizen Model 3530 CIT3540 - Citizen Model 3540 TMT80 - Epson Thermal Printer You may need to use different drivers for different printers depending on the Printer make and model. QUEUE: If the system is operating in NOVELL 2.2 you may enter a Novell print queue here. If a queue is entered here, then printing will be done for that printer to that print queue named. If you do not enter a queue or are not using NOVELL Netware then the slip printing will be to the printer device named. CHECK PRINTING DEVICE: Enter in this area the computer port to which the check printer is attached. This will probably be the main printer, and could be used to print everything if you wish. REPORT LINE LENGTH: Enter the number of lines on a report page (normally 66). IMPORTANT NOTE: IF YOU DO NOT HAVE A PRINTER ATTACHED TO A COMPUTER PORT, DO NOT ENTER THE PORT IN THIS AREA. FOR EXAMPLE IF YOU HAVE ONLY ONE PRINTER, ATTACHED TO LPT1, AND YOU FILL IN LPT2 IN ANY AREA ABOVE, THE PROGRAM WILL TRY TO PRINT TO THAT PORT. IT WON'T BE ABLE TO DO SO, AND MAY "HANG UP". Page: 18 CASH DRAWER DEVICE: There are usually 2 ways that a cash drawer can be attached to a station. The drawer can be attached to one of the communication ports on the computer (COM1, COM2, COM3, COM4). If this is the case, type here the port to which the drawer is attached. Enter also the code that the drawer requires to open it (often "FF") The drawer can also be attached directly to some printers. If this is the case, then the code to open the drawer is included in the printer driver, and sent automatically to the printer during Settle time. MAINTAIN PASSWORDS You can elect NOT to use password security for certain operations. Operation - Exit System - Void lines, change prices - Void Bills - Server CASHOUTS & ID's - Manager's Reports - Administration - REMOVE ALL SECURITY Entering a YES assigns security to the OPERATION, while a BLANK removes all security for that OPERATION. MULTI-LEVEL PASSWORDS ASSIGNING AUTHORIZATION CODES CODE OPERATION 1. Exit the Program 2. Void a Line 3. Void a Check 4. Open any server's table/Change Tables 5. Look at/Change Server IDS 6. Reduce the price of an item on a check 7. Apply a discount to an item or check 8. Enter ADMINISTRATION 9. MASTER PASSWORD - ALL ACCESS A. Manager's reports B. Change the Item List C. Manager's functions screen D. Cashout servers/Close the day or shift E. Do the Office Close (if installed) F. Assign authorization codes Page: 19 Servers can each have their own authorization which can be setup either in ADMINISTRATION - ADMINISTRATION - EDIT SERVER NAMES or by using the <F3> key from the Secret ID prompt. SERVER INDIVIDUAL PASSWORDS Servers can have their own password (up to 6 alphanumeric characters) which can be setup either in ADMINISTRATION - ADMINISTRATION - EDIT SERVER NAMES or by using the <F3> key from the Secret ID prompt. When a user uses his/her own password then the program will not ask for the secret ID authorization; the password log will show the authorization as the server whose password has been used. Note that if you give a server a server password, then you must also assign security operation codes to that server. If the server authorization codes are blank, then the server will not have access to any routines requiring passwords. If you assign authorization codes to the server, then that server can only use his/her password for those operations. PASSWORD LOG Each use of a password records the date, time, operation, and authorization code in PASSLOG.DBF. This log can be viewed in Administration, reports, item D, where it can also be printed, and/or purged as required. If printed, the destination is the check printer. Page: 20 ADMINISTRATION - MAIN MENU - ADMINISTRATION EDIT FOOD ITEMS This is the area in which you create your list of menu items. Categories, and tax codes should have been set up before entering menu items. You may use any code for items, up to 6 alpha/numeric characters (See ITEM LENGTH in System Variables, page 2). Note however, that the code "OPEN" (using OPEN as the first 4 characters) has special meaning. This defines an "OPEN KEY". When entering items into inventory, you can create OPEN KEYS. Any item code that starts with "OPEN" will become an open key. For example: an item numbered OPEN01 will be an open key. When entering this item, which could be used for a lunch special, assign it category 2 (in our demo disk category 2 is KITCHEN), and tax codes 12. When this item number is keyed into an invoice, it will show OPEN01 DAILY LUNCH SPECIAL 12 0.00 and will wait on the description field. The description can then be changed if desired. It then waits on the quantity field, allowing the quantity to be changed. It then waits on the price field, waiting for the price. Note: IF YOU KEY IN A PRICE, IT WILL BE MULTIPLIED BY THE QUANTITY - KEY IN THE UNIT PRICE. You can create various open keys, for open deserts, open wines, etc. Make sure that every item in your list has the correct tax code(s), including OPEN keys. When an OPEN code is used, then during the entering of a check, the following happens: Server can over type the description Server must key in the PRICE - note that the price keyed in will be multiplied by the quantity, and will then update on the screen. DESCRIPTION Enter the description as you wish it printed on the check. TAX CODES Enter the tax codes you wish to apply to this check, as set up in SYSTEM SETUP - TAXES. Enter all the codes that apply, eg. "1" or "12" or "23". CTG - CATEGORY Enter the printer location of the remote ( 'kitchen' printer ) to which this item should be sent if any. Page: 21 PRICE Enter the normal selling price of the item. USING "0.00" PRICE: When entering an item into the list, if the price is 0.00, then when that item is selected for an order, the cursor will wait at the price, for the server to enter a price. This is an OPEN KEY, but the server cannot change the description - only the price. DSC - DISCOUNTABLE If the item can be discounted if necessary, enter <Y> or if the item cannot be discounted under any circumstances, enter <F>. GP - GROUP Enter the reporting group to which this item should be added (see EDIT REPORT GROUPS below). CL - CLASS Enter a 'temporary' code of your own choosing here. You will be able to print various reports sorted by this 'class' code. This allows you assign temporary codes to create temporary reports as needed. SQ - SEQUENCE The sequence area is the area which allows you to control the order in which items appear on the screen to your servers. The sequence option is only available if "MANUAL ITEM SEQUENCE" in SYSTEM SETUP - SYSTEM VARIABLES (Page 2) is set to "Y". THE ITEMS ARE DISPLAYED ON THE MENUS EITHER IN ITEM NUMBER ORDER, OR IN 'SEQUENCE' ORDER. Sequence order is a combination of the first character of the item number and the sequence number. You may use the <F8> Item Order, <F9> Sequence Order, and <F10> Resequencing utility keys to help you. The <F8> and <F9> keys control how the list is displayed on the screen here, while you are editing it. The <F10) key will renumber the sequence field (in the order in which it is currently displayed), and will allow you to specify spacing of 1 to 5 numbers. If you press this key, the sequence filed will be renumbered (eg for spacing of 2 - '1,3,5,7,9') to allow you to change and insert sequence numbers. Once you have made changes to the sequence then pressing <F9> will display the list in the new order (remember that the groups of first letters remain unchanged - all the A's are at the top, but in their sequence order). The items will be displayed in either Item number order, or sequence order depending on the "Manual Item Sequence" flag (see above). You may use the <F5> (add), <F6> (change, <F7> (delete) keys. Key in the chosen item number, the description to be printed on the check, the tax code(s) applicable to this item, the selling price, and a 'Y' or 'N' in the discountable column. The DISCOUNTABLE column controls whether the server can discount an item, during Page: 22 check printing. You might not wish to allow discounts against specials, or liquor for example. Allowable discounts are controlled (see EDIT DISCOUNTS below). You can create special 'message' items. For example, creating an item with code '!', description 'I'LL TALK TO YOU', category 2 (kitchen in our example), no price, then if a server selects this item, this message will be printed on the kitchen slip. Keys *+-!@#$%&^=()/ can all be used in this way. The special messages to the sub_printer depending on the category entered here. Note that the program when shipped includes special codes '/' and '*' already entered. Press <PAGE DOWN> or press <ENTER> on all remaining fields when finished. KITCHEN SLIPS PRINTING STYLE Kitchen slips will print any extra items (any item with 'X' as the first character) in red or bold if available on the local printer. CHECKS - Extra Items. In administration, System Variables page 2, there is a flag that can be set to print any extra items (any item with 'X' as the first character) on a separate slip, on the bottom of the check. The extra slip is separated from the check by a partial perforation. The items are printed in red or bold if available on the local printer. CREATING THE 'MAIN CATEGORIES' LIST The program builds the MAIN CATEGORIES LIST screen that shows when a table is being added to, from this items list. Any item number with a single code followed by '00' will be used as an entry on the list. If, for example, you have a number of wines, item codes W1 to W16 you should then create another item - "W00 Wines" with no tax codes, category or price. This will add "W - Wines" to the MAIN CATEGORIES LIST. Note that if you do not create the title item, servers will still be able to access the items - they just won't have the help on screen with the codes. You are restricted to 19 titles on the MAIN CATEGORIES LIST. EDIT PAYMENT TYPES This is the area in which you create your list of PAYMENT TYPES (eg VISA, CASH). You may use the <F5> (add), <F6> (change, <F7> (delete) keys. Key in the chosen PAYMENT CODE and the Page: 23 description. CASH is a required payment type, and cannot be removed. Enter into DISCOUNT the discount charged to your servers against gratuities. This figure is used during the closing report, to calculate a net gratuity. Enter 0 if there is no discount, or if you do not wish to use a discount. HINT: You can include a payment type for COMPLIMENTARY, or NO CHARGE, or GIFT CERTIFICATE. This will make it simple to settle an check being comped or cancelled. These checks will then be listed separately in the closing reports, for analysis. EDIT SERVERS This is where you maintain the list of servers. Key in up to a 3 character code, and the server's name as it will be printed on the check. Only server codes as entered here will be allowed to enter checks, and close. Server codes starting with "MG" are "managers" and are handled differently in some areas of the program. BE CAUTIOUS ABOUT DELETING NAMES FROM THIS LIST. If the server has been active, then the code is required by a number of reports, and by the closing reports. Enter the Secret ID for the server. Note that using this part of the Administration program allows the IDs all to be viewed by whoever is looking at the screen. You can also look at this information using <F3> when the program is asking for the SECRET SERVER ID in the POINT OF SALE program. However that operation is protected by password, and also allows only the ID for one server to be viewed at a time. CREATE INDEXES This is a maintenance procedure, and normally will not be needed. Use it if error messages occur indicating a problem with an .CDX file or a message indicates INDEX CORRUPTED. The procedure re-creates all the indexes used by the program from 'scratch'. EDIT SUBMENUS (modifiers) Page: 24 This area is where you create any submenus you wish. A submenu is a menu of modifiers, that displays automatically. For example, if you have a menu item "P1 - Potatoes", then selecting this item on a check can call a submenu "PT - Potatoes" which is a listing of the available choices, (Baked, Mashed, Fries, None). Selecting from this submenu can call a second submenu. Selecting "Baked" can call up a list of choices (Butter, Sour cream, Double, None). An item selection can call, sequentially, up to 9 submenus. A submenu selection can call one further submenu. Enter a 2 digit/letter code. Enter the submenu title which will show on the screen, and enter "Multi Y/N". Selecting Yes will make this submenu a multiple choice menu (as above: the server might choose for baked potato condiments Sour Cream and Butter and Double). Selecting No will allow only one choice (this is a faster operation for the server). Note that pressing <F6> will allow this line to be changed. Pressing <ENTER> will allow the actual submenu to be created or changed. When the submenu titles are entered, select one, and press <ENTER>. Enter the actual submenu choices. First enter a 1 digit/character code. Enter the description. If this selection is to have an extra charge (Double sour cream may cost the customer $.25) enter an item code under ITEM. If you use this feature, then the item number that you enter here must be set up in the ENTER ITEMS function. In this example, enter in the item list an item (eg. X1 - Extra Sour Cream, category 2, .25, discountable), and enter in the submenu, under item - 'X1'. The description on the item list is the description that will print on the check. Note that it is possible not to use submenus at all. Every check selection can be an item on the item list, and selected one by one. Alternatively, by using submenus, it is possible to have one item on the item list that is complete. A dinner, B1 can be a Beef Special. It can call up to 9 submenus, sequentially. It can be set up to call COOKING PREFERENCE, POTATOES, VEGETABLES, DESERT, BEVERAGE. POTATOES in turn can call the CONDIMENT submenu if the selection is BAKED. In this way special full dinners can be controlled. MISCELLANEOUS MODIFIERS You may create one submenu for miscellaneous modifiers, which can be called when adding a new line to a check - at QUANTITY. This is a submenu like any other except that its CODE MUST BE 'XX'. ADDING SUBMENUS TO ITEMS Page: 25 This is the area where any required submenus are added to individual items on the item list. Submenus must be created first, and then must be added to items on the item list. Selecting this area brings up the item list. You can add up to 9 submenus to each item, to be 'called' sequentially. Select the item (a search is operative), and press <ENTER>. Pressing the <F3> key will bring up a list of your submenus. When a submenu is keyed into the (first) column, pressing <F2> will display the partial contents of that submenu for convenience. Pressing <ESC> will remove the display. When the submenu list is displayed, lighting the desired submenu and pressing <ENTER> will cause that submenu to be entered in the item area. Alternatively, the submenu code can be keyed into the item area. PRESSING <ESC> WILL ABORT THE ENTRIES. TO RETAIN THE ENTRIES, WHEN THE DESIRED SUBMENU(S) HAVE BEEN ENTERED, PRESS <ENTER> ON EACH COLUMN UNTIL THE END (or press Page Down). EDIT DISCOUNTS The program allows a check to be discounted before printing and settling. This permits various discounts, and coupons to be used. This is the area where you maintain the list of discounts available. Only discounts entered in this list will be allowed. Enter a single character code (you are restricted therefore to 39 discounts - 'A'-'Z' AND '0'-'9') Enter the description that will print on the check. Enter the percentage discount as a whole number (eg. 10% is entered as 10, or 10 1/2 is entered as 10.5), OR enter the 'dollars off'. You must enter only one - you cannot have both a discount, and an amount off. If you wish to require the password when using this discount, answer 'Y'. If you wish this discount, if used, to apply automatically to all allowed items on the check, answer 'Y'. EDIT REPORT GROUPS Each Item on the Item list may be assigned to a GROUP (see EDIT ITEM CODES above). You may maintain the list of report group headings here. Page: 26 Note that the number of groups is fixed at 10, and the group codes cannot be changed. The program will use these group codes to accumulate group sales totals. The reports will use this list for group descriptions to print on the reports. EDIT STARTING INVENTORY Selecting this area displays a list of your items on the screen. You may restrict this list to one of the reporting groups if you wish by entering the group code when requested. Select the item of interest by entering its number (a search is active) or using the arrow keys. You may press the <ENTER> key to enter a quantity in the Ins and Adjustments column only. Enter the necessary figure to bring the On Hand amount to the correct figure. The Sales figure is entered automatically as items are entered on checks. This update is made when the check is settled. EDIT CHECK PAYMENTS This function will allow you to change the payment information for any current payments (ie: not yet closed). This may be useful in the event a server has entered a Visa payment as a Mastercard payment. Edit the data if you wish the cash out reports to reflect the corrected data. USE THIS FEATURE WITH CARE - YOU ARE ABLE TO EDIT RECORDS WITHOUT RESTRICTION, AND CAN THEREFORE CREATE RECORDS THAT DO NOT BALANCE. EDIT CHECK STATUS This function displays the check and payment data for current checks. You may select any line, and edit the check status ONLY. The check status codes are: 2 open 3 printed 4 settled 5 cancelled Inspect the records to ensure that there are correct payment amounts for each settled check (status 4). If there is no payment amount for the check, set the status to 5 (cancel the check). It there is a payment amount, and the check is not status 4, change the status to 4. Page: 27 This procedure is normally necessary only if there has been an equipment failure resulting in damaged or missing data. During the closing process the program will flag any check as cancelled if there is no payment, or flag any check as settled if the payment equals the check amount. NOTE THAT ON THE CASH OUT REPORTS, ANY CANCELLED CHECKS ARE LISTED FOR EACH SERVER. EDIT SECOND PRICES Enter any second prices that apply. If there is no second price, then the program will use the first price automatically. PURGING OLD DATA The process will delete all records, from the oldest up to the date specified, in HDETAIL.DBF, HPAYMNT.DBF, HCHEQUE.DBF. These 3 files are the historical information, and are used when reprinting an old check, or doing End-Of-Day reports, or doing any of the reports in ADMINISTRATION. BEFORE RUNNING THIS PROCESS, BACKUP THE DATA !. There is no recovery of data possible once the data is purged. When the process is started, you will be asked to key in the date up to and including that for which you want the historical data purged. The default date shown is 90 days prior to the current date. You will be given a number of opportunities to cancel the operation, up to the point that it actually starts to delete the data. The purged data is transferred to the following files: Purged HCHEQUE.DBF data saved in PURGE_C.DBF Purged HPAYMNT.DBF data saved in PURGE_P.DBF Purged HDETAIL.DBF data saved in PURGE_D.DBF The program will attempt to backup these files to a floppy disk. If this does not occur, YOU MUST MANUALLY BACK THESE FILES UP TO A FLOPPY DISK. When the purge function is again used, these files will be destroyed. The PURGE files on the floppy disk are the ONLY RECORD OF PURGED DATA. When the process is complete, the program will exit automatically. Page: 28 RESTAURANT POINT OF SALE PROGRAM - MAIN MENU SECRET ID If SECRET ID'S has been turned on in ADMINISTRATION - SYSTEM SETUP - SYSTEM VARIABLES, the program waits on this screen, waiting for a SECRET ID to be entered. If SECRET ID'S has been turned off, then the program skips this screen, and waits at the table number prompt To see a list of servers, and then to check a SECRET ID, press <F3>. You will be asked for the password, then a list of servers appears. Select a server, and press the <ENTER> key to go to the EDIT mode. The SECRET ID will be shown, and you can change any of the data, including the SECRET ID, and the CODE. BE CAUTIOUS ABOUT CHANGING THE CODE FOR ACTIVE SERVERS FOR WHOM DATA MAY EXIST. EXISTING DATA WILL BE USING THE OLD CODE. You may press the <F5> key to add a new server if necessary. You may press the <F1> key to see the list of manager's functions. You may press the <F2> key to log in your start, or end time (time clock). The program then moves to the MAIN SCREEN. It waits on this screen - asking for a table number. All action, seating, ordering, printing, settling the bill are all organized by table number. MAIN ORDERING SCREEN Server: Table No:XXXX 0 Guests Enter Table No. F5: Cash Out F10: Lookup F3: Sales F9: Reprint ESC: Exit There are a number of options available: Enter a table number, either new or old. Enter table number "*" to go to "Cash and Carry" mode. In this mode, the guest count is assumed to be 1, the seat number is assumed to be one, and the program will go immediately to the first line of the check, waiting for a quantity. When the order is finished and SENT, or the <F7> or the <F8> key is pressed, the check is printed (see PRINT CASH SALE CHECK in SYSTEM VARIABLES), and settled. The payment method is assumed to be CASH. <F10> Brings up a list of active tables for this server. If Page: 29 this server is a 'manager', then this list will include all tables. <F5> Goes to the CASH OUT screen - allowing a server to print their cashout only. If the logged-in server is a manager, then this screen allows a full cashout procedure, for any day, including the close. The password is required. <F3> Shows on the information line the total gross sales including taxes, and the cash received, for the logged-in server only. <F2> Allows any server to LOG IN or OUT. <F1> Manager's Functions. It is not possible to seat 2 groups at the table. While it is occupied, the table number is not available. However, as soon as the check is settled, or cancelled, the number can then be reused. HINT: If it is necessary to open a table before the old table is settled, use "A", or "B" as in table 12A. When a table is in use, there are 3 stages - open - An order has been placed, and the table is being served. printed- The check has been printed, but has not been settled yet. settled- The check is settled, and finished. The first step is to enter a table number. SEATING A NEW CUSTOMER: To seat a new customer, simply key in the table number you wish to use. To help with this decision, pressing the LOOKUP KEY - <F10>: will bring up a list of tables in use, and their present status, and servers. The list includes only tables for the logged-in server, unless the server has a "management" code, if SECRET IDs are used. Table Number Filled in with the table you chose. "*" starts a cash sale (see "CASH SALES"). Server This shows the server name for the logged-in server starting this table. Party Name Optional - Key in the customer's name. This field can be skipped by changing SYSTEM VARIABLES. Number in Party This must be keyed in. It is used for management reports. A cash sale will automatically show '1'. The default number in this area can be set in SYSTEM VARIABLES. The program will not allow '0', and a number must be filled in. You may use a Page: 30 table size from 1 to 99. When this information is completed, the program automatically moves to the first empty line on the Ordering screen. Pressing <ESC> will return you back to the Table Number screen and will cancel this table. PROVIDING SERVICE TO A SEATED TABLE: When on the Table Number screen, a server can use the LOOKUP <F10>: key to show a list of tables. Perhaps a table has been seated, and assigned to him/her. Using the arrow keys, light up the correct table and press the <ENTER> key. Alternatively, key in the correct table number. The Ordering screen appears. If the party size is not 1, the cursor will be waiting for a seat number to be keyed in. A party size of one assumes 'Seat 1'. The program can print individual checks, or checks for a group of seat numbers, based on this entry. This field can be skipped by setting SYSTEM VARIABLES. You can enter a table size of up to 99 guests. The cursor is waiting under QUANTITY waiting for a number. Key in the quantity desired. Pressing <F3> will bring up the MISCELLANEOUS MODIFIERS submenu, if one has be created (see SUBMENUS). Pressing <F4> will copy the previous item including its modifiers. The cursor is waiting on the first character of the Item Code, the Main Menu Category. A list of these categories is on the screen. Choose one. Certain codes can be special (see ITEM CODES - SPECIAL). For example, the '*' key is used to make a 'BREAK' line in the order, AND '/' IS USED TO SEND THE MESSAGE "TABLE xx IS ONLINE". The cursor then sits under the ITEM column, waiting for an item code (See ITEM CODES). Key in the correct item code number. A list of the available item codes is on the screen. The Item Description and Cost will then appear (correctly calculated), and the cursor will move back to the start of the next line, waiting for the next seat number or quantity. The check total including any taxes and discounts appears in the upper right corner of the screen. Pressing <ESC> will move from the blank line back to the check (EDIT mode). Using the Arrow keys will allow you to scroll up and down, to view the entire check if necessary. Highlighting any line will allow changes. To change a seat number when the seat number is highlighted simply press the new seat number. Press the <ENTER> key to change the quantity, or share the item amongst various seats, or to apply a discount. Press the <DELETE> key to delete the line. Page: 31 Press <F7> to print the check Press <F8> to settle the check. Pressing <ESC> will return you to the table number screen or ID screen, for the next server to pick a table. At this time, the information is sent to any sub printers. There is a timer available (in SYSTEM VARIABLES) that will cause the cursor to stay on the Table Number for a specified number of seconds before returning to the SECRET ID screen. You may press the <F6> key (Seat), to display only the check for 1 seat. Move the highlighted line up to an item for the seat you want, and press the <F6> key. You will then see that seat's check only. You may enter orders on this seat screen, delete items, print the seat check. YOU MAY NOT EDIT A LINE, OR SETTLE THE CHECK IN THE SEAT DISPLAY. You must still print the whole table either individually or as one check before you can settle it. When in QUANTITY the <F4> Copy key is available. Pressing it will cause the last item ordered above to be repeated, together with its modifiers. PRINT A CHECK: The check may be printed at any time, from the Ordering screen, by pressing the <F7>: PRINT key while in EDIT mode (the cursor is not on a new line, but is in the body of the check, and the current line is highlighted. If there are more than 1 guest, there a number of print options. A screen will appear, allowing the option of printing a single check, an individual check for each guest, or a number of checks for groups (eg: a check for seats 1 and 3, and a check for seats 2 and 4). AUTOMATIC GRATUITY If the automatic gratuity feature has been turned on in ADMINISTRATION - SYSTEM VARIABLES, the Help Line will show <F8> Automatic Gratuity. Pressing the <F8> key will cause an automatic gratuity to be printed after the total, on the check. DISCOUNTING A CHECK: A line on the check can be discounted, while in the EDIT mode. Highlight the line to be discounted, and press the <ENTER> key. When the cursor moves to the right end of the line, enter a discount code. During this process, the <F10>: LOOKUP key is active, to bring a list of discount codes to the screen. You may also select a code from the list and using the Up and Down arrow keys, pressing the <ENTER> key when the correct code is highlighted. Page: 32 NOTE: If "Allow Check Edit After Printing" has been marked "No" in ADMINISTRATION, then ONCE A CHECK HAS BEEN PRINTED, IT CANNOT BE reduced without a Password. If the check is to cancelled, it should be retained in the cash, as it will appear on the closing cash report. See "DISCOUNTING". SETTLE A CHECK THAT HAS BEEN PRINTED: After the check has been printed, delivered to the customer, and money received, the check must be settled. Choose this option by pressing <F8> SETTLE key when the check is on the screen in the EDIT mode, or by pressing <F8> when the check is highlighted on the TABLE NUMBER LOOKUP screen. The Settle screen is displayed. The details of the check totals are displayed. The cursor will be sitting on Payment Type, waiting for the payment type code to be keyed in. The payment codes are displayed on the screen. Key in the required code. The cursor will then be waiting for the amount to be keyed in. Key in the amount of the payment, and press the <ENTER> key. If the amount is not enough to cover the bill, the amounts are displayed, and the cursor is waiting for another payment code to be keyed in, followed by it's amount. The change, or the amount of the gratuity is displayed on the screen. This process allows a combination of payment types, or a number of people to settle one check, simply and easily. When the check has been settled, the table number is cleared and no longer shows on the TABLE NUMBER LOOKUP list. It is available for a new customer. SHARING AN ITEM The cost of a single item (eg: a bottle of wine) can be shared between a number of seats (if seats are more than 1). While in the EDIT mode, highlight the item to be shared. Press the <ENTER> key to change the line and accept the seat number. When in the quantity, press <F5>:SHARE. A screen will appear allowing you to select which seats should share this cost. When the seats have been selected, the check goes back into the EDIT mode. Notice that shared items show "*" instead of quantity. DELETING AN ITEM To delete an item, you must be in the EDIT mode. Highlight the line to be deleted, and press the DELETE key. The line will change colour, and "del" will show in the left column on the screen. Page: 33 You can 'undelete' an item by repeating the process. If you delete an item with modifiers, then the item and all its modifiers will be deleted. You can however delete a modifier by itself. Deleted items will continue to show on the check for this session only. The next time the check is brought on screen, deleted items will be gone. EDITING THE CHECK HEADER (Number of guests, Name) CANCELLING A CHECK When the check is on screen in EDIT mode, pressing <F10> will allow the check to be cancelled, or the header to be changed. Cancelling the check requires the EDIT password. EDITING or CHANGING AN ITEM Move the light bar to the line to be changed. To change the seat number simply press the new number key. To do anything else to this item, press the <ENTER> key to go into the EDIT mode. You will then be able to change the quantity (decreasing the quantity may require a password). If the item is a modifier then the list(s) are displayed so that a new modifier can be chosen. Then the discount code can be entered (see above). REPRINTING A CHECK A current day check (before closing) can be reprinted. From the Opening screen at the Table Number prompt, press <F9>. A list of the settled checks for the day, for the logged-in server will be shown. If the logged-in server is a manager, then all settled checks will be shown. Select a check, and press <ENTER> - the check will be reprinted. Pressing <ESC> will return to the Table Number prompt. SENDING THE "ONLINE" MESSAGE When on a new line, entering an item number of "/" will send the message "*** Table XX is ONLINE ***" to the sub-printer(s). SENDING THE "BREAK" MESSAGE When on a new line, entering an item number of "*" will send the message "*******" to the sub-printer(s). Page: 34 TABLE NUMBER LOOKUP SCREEN: While at the Table Number prompt, pressing <F10> (Lookup) will display a list of current, active tables for the logged-in server. If the server is a manager, then all tables will be shown. A number of options are available while in this Lookup screen: <ENTER> Select a table, and press <ENTER>. That table's check will be displayed as usual, assigned to the listed server (not necessarily the logged-in server) and available for additions. <F7> Select a table, and press <F7> - Print. The selected table's check will be printed, for the listed server. The print options are available. <F8> Select a table, and press <F8>. That table's check will be settled. If the check has not yet been printed, it will be printed automatically, with the usual check options. The check will be settled to the listed server (not necessarily the logged-in server). <F3> Change a table from one server to another. Select the table to be changed, and press <F3>. If the logged-in server is not a manager, a password will be required. A list of servers and codes will be displayed. Select the new server, and press <ENTER>. The table will be moved to the new server, and displayed on the LOOKUP TABLE. Note that if the logged-in server is not a manager, then the screen will show only that server's tables. Therefore, when the table is changed to a new server, it will disappear from the screen. It will be on the new server's LOOKUP list. <F10> Pressing <F10> will ask for the correct password and remove the check from the list. The check record will remain unchanged but WILL be flagged CANCELLED. WORKING WITH LARGE GROUPS DR MONITOR has a number of unique features with respect to working with large groups. Remember that seat numbers can only be assigned up to the size of the group keyed in when opening the table. The group size can be from 1 to 99. The "main" check shows the whole order as it was originally entered as per normal. You may display the check for a single seat by moving the highlight bar to any item for that seat, and press the <F6> (seat) key. You will then see only the check for that seat displayed on the screen. You can add items, delete items, and do all the other operations while in this check including printing the individual check, BUT NOT INCLUDING SETTLING THE INDIVIDUAL CHECK or EDITING THE LINE AND Page: 35 DISCOUNTING. Pressing the <F6> key will display the next seat in sequence, and pressing the <ESC> key will return you to the "main" check. In order for a check to be settled, it must be printed. Any time an item is added or changed the check must be reprinted. PRINTING THE INDIVIDUAL CHECK DOES NOT CHANGE THIS FLAG, and before settling the check must still be printed "normally". To group seats together for a check, simply assign one seat number to all the items for the check, and another seat number to those items for the next check, etc. Individual checks can be printed as per normal. You may also group seats using "SPECIAL GROUPINGS" in the check printing screen. MANAGER'S FUNCTIONS ( <F1> KEY ) CHANGE THE ITEM LIST: Pressing Ctrl-Right will bring up the Item fields not shown normally, such as submenus attached, inventory figures, etc. Pressing <F9> will bring up a total edit screen, to allow entering submenus, etc. directly. RELOAD THE NEW ITEM LIST: When the item list, the submenu list, or the payment types are changed in administration ( or in this Manager's Functions), the picture that displays on the servers' screen is built. These pictures are 'loaded' into the stations when they start up. Therefore when changes are made to these pictures, the new pictures if they are to be available must be loaded into each station. This can be done by exiting the program, and restarting it at each station, or by using this option on the Manager's Function menu, AT EACH STATION. DISPLAY THE CURRENT SALES: This key will display a chart of the current sales for the day, and the last 2 hours sales. QUICK ITEM SALES CHECK: Selecting this item will cause a total of selected item sales to be printed to the local check printer. The items are selected by Page: 36 the first character of the item number, in ADMINISTRATION, SYSTEM SETUP, SYSTEM VARIABLES, Page 3. ORDER LOAD REPORT: Selecting this item will cause the orders/hour for the day sent to remote printers to be displayed on the screen TO EXIT THE PROGRAM: Press the <ESC> key from the SECRET ID screen ( or if not used, from the Table Number screen. Select YES to exit, or NO to return to the Table Number screen. A password is required. LOCATION SUB PRINTERS: If, during the System Variables setup, in ADMINISTRATION, you have established categories, and if in Administration you have inserted any Category Printing Devices for any categories, then any orders for items in that category will print to the extra printer. If a line has been cancelled that has been printed previously, then "CANCELLED" and the relevant information is sent to the sub_printer. This information is sent to the location printer when the server presses <ESC> to return to the Table Number screen. The items on the slip will be sorted (see ADMINISTRATION - SYSTEM VARIABLES) unless the sort is cancelled in SYSTEM SETUP. The Items above the 'break line' will be in item number order, as will the items below the break line. CLOSING THE DAY - CASH OUT Closing The Day is the process of printing the cash report for the day, so that a server can count the cash and end the shift. The Close option is available by pressing the F5: CLOSE key when at the Main Table Number Screen. Pressing the key brings up the Closing Menu. An individual server can print their own cashout report only - a password is needed. If a manager is logged-in, Closing the Day may be done for any individual server, or can be done for all servers, for any date. Choosing ALL servers simply prints all the individual closing reports sequentially. Page: 37 After selecting the close desired, you will be asked for a date. The date default shown, is for the current day (allowing for End-of-day carryon, as described in ADMINISTRATION). Normally, DO NOT CHANGE THIS DATE. However, if you wish an END-OF-DAY report for an earlier date, this will allow you to specify the date. It will also allow you to close an earlier day, if it has not yet been closed. ALL CHECKS FOR THE DATE SHOWN WILL BE CLOSED. You will be asked if you wish "Detail" or not. Picking yes will cause the closing report to list each check, with its totals. Picking "No" will cause only the various cash item totals for the server to be printed. You will be asked for the SHIFT number, if you have set up Shifts, in ADMINISTRATION - SYSTEM VARIABLES. Select the shift to which you want this closing report to be added. Note that this is the point at which you assign the shift number. You can then print END-OF-DAY reports for each shift if you wish. If you have selected Individual Server, you will be asked to key in the server CODE. When the server CODE has been keyed in, a summary report is displayed on the screen. Note that the server CODE is not the SECRET ID. Closing will not be allowed, if there are any open tables or not settled checks. All checks for a server must be settled before Closing. If at this point, a message indicates that there are open tables, or that all cheques must be settled before closing, pressing <F10> will display the TABLE LOOKUP LIST. You can print, and/or settle checks from this screen if you wish. The closing report will be printed to the Check printer. Pressing <ESC> returns you to the Main Screen. This allows you to view the summary on the screen, at any time, without proceeding with the actual close. Press any key but the <ESC> key, to start the close procedure. The closing cash report will be printed. If you have logged in as a manager, then after printing of the cash report you will again be asked if you wish to continue the close. Selecting No will return you to the Main Screen. This allows you to print a cash report for checking purposes, without proceeding with the actual close. Selecting Yes will proceed with the close. The day's activity will be kept in an historical file, for use by the various reports. The detail will be removed from the daily file, and the cash report will be zeroed. END-OF-DAY REPORT: Page: 38 Selecting End-of-day Report from the closing menu will create a report FROM THE CLOSED SERVERS - IT WILL NOT INCLUDE CASH ITEMS FROM UNCLOSED SERVERS. This report first asks for a date, and the default is the current day (this might not be the current date - see End-of-day in System Setup). Select the date for which you wish the report. You will then be asked for which shift (if you are using SHIFTS) you wish the report. You will be asked if you wish Details (includes each individual check). You will be asked for a server CODE. Entering a code will print a report for that server only. Entering a blank will print the whole day. You will be asked if you wish the report on the screen, or printer. If you select Screen, you will get a recap of the closed Payment Types as setup in System Setup, and a grand total. if you select printer, you will get a complete closing report for each server, and a total report. The total report will also total Sales, individual tax totals, and gratuity discount. DAY-END PROCEDURE Selecting this procedure will automatically print all server cashout reports (no detail), and close the day without operator intervention, to the last shift if using shifts. ACTION KEYS AVAILABLE at almost any time. <SHIFT>F3: Manager's day's sales summary. <F2>: Log in, and Log out (time-clock function) SYSTEM REQUIREMENTS: DRDINING requires an MSDOS type microcomputer, with a hard drive (40 megabytes of space will be sufficient for most smaller installations), and a high-density floppy drive (in order to load the program, and do any backups efficiently). We require an 80386 machine, with a minimum of 2 mb RAM (we recommend 4 mb). We recommend a colour VGA monitor for efficiency. The operating system must be MSDOS 4.0 or later, and we recommend MSDOS 5 or 6. The report printer must print 80 characters/line. The check printer (used also for cashout reports) and location printers can be serial printers, printing 40 characters/line, most often roll printers. Page: 39 STARTING THE PROGRAM The program is started by being in the program directory, and typing DRDINING R (for the POS program) or DRDINING A (for the ADMINISTRATION program). Note: the file SETUP.DAT must be in the data directory. The data files can be in a different directory if you wish (for ease of backing up, perhaps) (see System Setup). The file PARAMS.DBF must be in the station startup directory. COMMAND LINE PARAMETERS Using 'C' (DRDINING C <ENTER>) will cause the program to go immediately to CREATE ACTIVE INDEXES. This might be necessary if the necessary program indexes have been deleted, or moved, and the program cannot then start normally. It is a maintenance choice only. Using 'CH' (DRDINING CH <ENTER>) will cause the program to go immediately to CREATE HISTORICAL INDEXES. This might be necessary if the necessary program indexes have been deleted, or moved, and the program cannot then start normally. It is a maintenance choice only. Using 'S' (DRDINING S <ENTER>) will cause the program to go immediately to SYSTEM SETUP - SYSTEM VARIABLES. This may be necessary, in order to set the system data path, if it is unable to find its data. Using 'M' (DRDINING M <ENTER>) will cause the system to operate in monochrome mode. Use this parameter if you cannot see the screens properly on a colour monitor. You may use the parameters in combination if you wish, leaving a space between each one. Page: 40 CRASH SYSTEM (CRASH is available in the registered version.) CRASH - What it does CRASH is the POS MONITOR method of providing additional protection against possible file server or network breakdown shutting down the whole operation. It allows the program, and current information to be stored on a workstation, hard drive, so that if the network fails to operate, that workstation will be able to continue on, on its own. CRASH does this by making a copy of the 'live' data from the network to the local workstation hard drive, at an interval decided in SETUP. If this interval is 0, then the data is copied to the local workstation every time the program goes back to the SECRET ID screen, making the CRASH system in effect a continuous backup. CRASH - What It Needs In order to use the CRASH system, you must be on a network. A workstation must have a local hard drive. You can set up more than one workstation to operate CRASH, but only one will be the main CRASH station, and will have the data saved periodically to it. The CRASH workstation should be a fast computer, perhaps a 486 DX, with 4 mb of RAM, and a hard drive with at least 40 mb of free space. More space may be required if you elect to backup historical files to this drive. CRASH - How to SET it UP 1. In SYSTEM SETUP - SYSTEM VARIABLES - Page 5 If you wish to use the CRASH system, answer 'Y'. You will then be asked to complete the following questions. Type the station ID of the workstation (as set up on that workstation in SYSTEM VARIABLES - Page 4). Type in the drive code (probably C) for the local hard drive on that station. This hard drive must not have been reassigned by the network software ( in other words, it cannot be a shared drive in LANTASTIC or other network). Type in the update interval for saving network data to the local hard Page: 41 drive. Normally this would be 15 minutes, or 30 minutes. While the saving process is quick, you may wish to increase this interval if the saving interrupts your normal operations too much. This interval is a balance between maximum protection (0 - or continuous updating) and minimum interruption ( no saving of data at all - CRASH system not used). Type in the data path to the CRASH directory on the workstation's local hard drive. The default is "\CRASH\" If this station (the station you are using at this time) is the one your have designated as the main CRASH station above, you will now go directly to the SETUP-SYSTEM VARIABLES and SETUP-HARDWARE for CRASH. Set these variables, remembering that you are setting up this station to work alone as CRASH, and it will not be able to send slips to any printers not physically connected to this station. Remember also that printer queues will have no meaning. CRASH - What Happens In normal operation, if CRASH is turned on, at every time interval the system sets a flag, "Please copy data to CRASH". The next time the system returns to the SECRET ID screen, or goes into the screen blanker mode, the data is copied from the network to the CRASH drive on the main CRASH station. It is also copied just before leaving the program. Any files that have changed since the last CRASH update are copied. How to run CRASH If the system breaks down, the network becomes inoperative, and the main CRASH station can still operate (i.e. it still has power), you have the option of running CRASH. Exit from the program if possible at all stations, including the main CRASH station. Turn off the file server using the correct network instruction. Enter at the main CRASH station: "CD \CRASH <enter>" to move into the CRASH directory. Enter "DRDINING N CRASH <enter>" or "DRDINING N CRASH <enter>" depending on the version of DR MONITOR you are using. Operate as normal. How to recover from CRASH and restart the normal program Exit from the CRASH program normally. Restart the network, normally by turning all stations off, and turning on the server, and then turning on the main CRASH station. Do NOT turn on the other stations (if any) yet. Start the program on the main CRASH station as normally done. Page: 42 Press the manager's key <F1>. If CRASH is turned on for the system, choose selection B - RESTORE DATA FROM CRASH. The system will copy the data from the CRASH drive on the CRASH station to the network. Once done, the other stations can be turned on, and the program operated normally. Backing up DATA to CRASH The system will automatically copy data from the network to the CRASH drive on the main CRASH station. You can, if you wish, cause this backup to be made at any time, by pressing the Manager's key <F1>, and selecting item A - UPDATE CRASH NOW. The system will immediately copy the data from the network to the CRASH station. This might be a good idea, for example, if a server has just keyed in and sent a very large order to the kitchen. It prevents losing the order if the system were to fail before CRASH has done its next automatic update. MAGNETIC STRIP CARDS - FOR PASSWORDS AND/OR SECRET ID. Magnetic strip card functions are available in the registered version. Magnetic strip cards ("magstripe cards") can be used in 2 ways - as a personal card to be carried by an individual and used to input his/her SECRET ID or password, OR as a security card with defined authorizations, for password use only. In this case the holder of the card has the authorizations assigned to the card only while he/she has the card. If a server code has been assigned to the card as "card holder" (see below) then that server code will show in the password-use logging records. CARD SPECIFICATIONS: Magstrip cards may have up to 10 alpha-numeric characters encoded, of which the first character MUST be a "%", and the last character is not used. SET UP TO USE MAGSTRIPE CARDS In ADMINISTRATION - SYSTEM VARIABLES - HARDWARE choose to use/not use MAGSTRIPE cards. In order to use magnetic strip cards for inputting SERVER IDS or PASSWORDS, enter USE MAGSTRIPE CARDS... Y. Answer no to prevent Page: 43 magstripe cards from being read. ADD A MAGSTRIPE SECURITY CARD In ADMINISTRATION - ADD/EDIT MAGSTRIPE CODES A list of the current security cards is displayed. To change a card, or to add a new card, arrow off the bottom of the list to add a new line. Scan the card. If it is already in the list, the current information will be displayed, or if a new card, blank information will be displayed. Enter the list of authorizations for this card. You may enter up to 15 authorizations. Press the <F1> key for a list of the codes, and their operation. You may enter a card title for your convenience if you wish, perhaps identifying the card with a marker, or label at the same time. You may also enter the server code (NOT the secret ID )for the card holder if you wish. If entered then this card can be use as the SECRET ID card for this server. Page: 44 AUTHORIZATION CODES Security of various operations, such as voiding checks, is provided by requiring a password for those operations. The password can be "assigned" up to 15 authorizations, as follows: CODE OPERATION 1 Exit the program 2 Void a line 3 Void a check 4 Lookup, open, change server - all tables 5 Look at and change server IDS 6 Reduce the price/quantity of an item 7 Apply a discount to an item or check 8 Enter ADMINISTRATION program 9 Master password - all access A Manager's reports B Change the Item list C Manager's functions screen D Cashout servers / close the day or shift E Do the Office Close (if installed) F Assign Authorization codes Each server, in the Server record in ADMINISTRATION - ADMINISTRATION - EDIT SERVER NAMES , may be assigned a password, which when used identifies the server to the system. The server is also assigned authorization codes for certain operations. The use of the password then identifies the server, and authorizes the operation. It is important then, to keep the passwords confidential. With the use of Magstripe cards the password can be assigned to the card instead of the server. Page: 45 TURN ON/TURN OFF SECURITY CHECK FOR SELECTED OPERATIONS The password request can be turned off for certain operations, in SYSTEM VARIABLES - PASSWORD MAINTENANCE. In the following screen, typing YES beside an operation will enable the security check for that operation. A blank or anything else will defeat the security check for that operation. ASSIGNING A PASSWORD AND SECURITY AUTHORIZATIONS TO A SERVER In this example, Dave is a manager. His server Code is MGR, and his Secret ID is MAN. When requested for a password, he uses MASTER. His authorization codes are 7AF: 7 Apply a discount to an item or check A Manager's reports F Assign authorization codes He has been given a personal magstripe card to use for his Secret ID. Press the <F4> key, and scan in the card. Its code is now "attached" to Dave, and the column "Scan" shows a "Y". Page: 46 INDEX 2 PRICE ............................. 11-11 ACCESS ....................... 3, 18, 19, 22, 44 ADMINISTRATION ...... 6, 9, 10, 13-16, 19-20, 22, 23, 27, 28, 31, 32, 35, 39, 42, 44 AUTHORIZATION CODE ........................ 19 BACKUP ............................. 5, 42 BAR ........................... 15-16, 33, 34 BLANKER .............................. 41 BOLD ............................... 17 BREAK ........................... 13, 33, 36 CANCEL .......................... 26, 27, 30 CASH AND CARRY .......................... 28 CASH OUT ...................... 3, 10, 26-29, 36 CASH SALE ........................ 15-15, 28-29 CATEGORIES ............... 3, 3, 10, 13, 16, 20, 22, 30 CATEGORY .................. 3, 10, 16, 20, 22, 24, 30 CHANGE ........... 3, 11, 18, 19, 21, 22, 28, 32, 37, 43-44 CHANGE A SEAT NUMBER ....................... 30 CHANGED ........................ 20, 20, 26, 41 CHECK NUMBER .......................... 3, 9 CHECK SCREEN ........................... 12 CLASS ............................... 21 CLOSE .................. 3, 7, 14, 16, 23, 29, 37, 38 COMMAND LINE ........................... 39 COMPANY NAME .......................... 9, 9 CONFIGURATION ........................... 10 CRASH ............................... 40 CREATE ................. 3-3, 6, 20, 23-24, 26, 38-39 CREDIT CARD ............................. 3 CUSTOMER .......................... 4, 12, 24 DATA ........................ 6, 8, 26, 28, 42 DATE .................. 4, 4, 5, 7, 8, 12, 19, 36, 38 DAY .............. 3-3, 7-8, 10-12, 16, 19, 27, 29, 35, 44 DAY END .......................... 10, 15, 16 DELETE ........................ 21, 22, 31, 34 DISCOUNT .......... 9, 12, 13, 18, 21, 30-31, 33, 38, 44, 45 DISCOUNTABLE ........................ 21-21, 24 DRIVER ............................ 17, 18 EDIT ........... 11, 13-14, 20, 25-28, 30, 32-33, 35, 43, 44 END-OF-DAY ...................... 10, 10, 27, 37 EPSON .............................. 17-17 EQUIPMENT ............................. 27 EXIT ......................... 15, 27, 28, 44 FILE ......................... 16, 23, 40, 41 FILES ............................ 6, 39-41 GRATUITIES ......................... 3, 3, 23 GRATUITY ........................ 3, 23, 32, 38 GROUP ......................... 11, 13, 26, 30 HARDWARE ....................... 15, 16, 41, 42 HIGHLIGHT ........................ 7, 31-32, 34 HISTORICAL .................... 27, 27, 37, 39, 40 INDEX ............................. 23, 46 INVENTORY ........................ 4, 20, 26, 35 Page: 47 INVOICE .............................. 20 ITEM .......... 4, 10-11, 14, 20, 26, 32, 36, 37, 42, 44, 45 ITEM CODE ......................... 20, 24, 30 LANTASTIC ............................. 40 LARGE GROUPS ......................... 34, 34 LOCATION ........................ 5, 14, 20, 38 LOGIN ............................. 13, 13 LOGON ............................... 13 LOOK ......................... 17, 18, 23, 44 LPT1 .............................. 16-18 MAGNETIC ............................ 42-42 MAGSTRIPE ............................ 42-45 MINIMUM VALUE ............................ 8 MULTI ............................. 18, 24 MULTIPLE CHOICE .......................... 24 NAME ....................... 9-9, 12, 23, 29, 33 NETWORK ........................ 12, 15, 40, 42 NEW CUSTOMER ....................... 12, 12, 32 NOVELL ........................... 12-12, 17 ONLINE .............................. 30 OPEN .................... 10-11, 15, 18, 21, 26, 44 OPEN KEY ............................ 20-21 OPTIONS ........................ 16, 28, 31, 34 ORDER ........... 3, 4, 10, 14, 16, 17, 28-30, 34, 38-40, 42 ORDERING ........................... 12, 31 PARAMETER ............................. 39 PARTY ................................ 5 PASSWORD ................. 11, 23, 25, 28, 29, 32, 42 PATH ........................... 10, 39, 41 PAYMENT ............. 3, 3, 6, 13-14, 22-23, 26-28, 35, 38 PAYMENT TYPE ......................... 14, 14 PORT ........................... 16, 16, 18 PRINT ............ 3-3, 6, 12, 17, 18, 21-22, 24-26, 28, 37- 38 PRINT OPTIONS ......................... 31, 34 PRINTED ....... 3, 3, 7, 10, 12-17, 20, 23, 26, 28-29, 32, 34, 37 PRINTER .............. 3, 6-7, 10, 11, 14, 18, 22, 35, 41 PRINTING ............. 10, 17, 25, 28, 31, 32, 34, 37, 38 PURGE .............................. 27-27 QUANTITY ................ 4, 11, 13, 24, 26, 28, 31, 44 RAM .............................. 38, 40 REMOTE ........................... 13, 13-14 REMOTE PRINTER .......................... 14 REPORT ........... 3, 3, 7-8, 13-14, 17, 21, 23, 32, 36, 38 REPRINT .............................. 28 REQUIREMENT ............................ 11 SALES ................. 3, 3-5, 7, 12-13, 15, 28-29, 35 SCREEN BLANKER .......................... 41 SEAT ...................... 12, 12, 28, 32, 34-35 SEATED ............................ 30, 30 SEATING ............................ 28, 29 SECRET SERVER ID ......................... 23 SECURITY .......................... 18-19, 42 SETTLE ..................... 6, 18, 23, 31-32, 37 SETUP ............... 8-9, 12, 14, 16, 20, 21, 28, 36, 38 SHARE ............................... 30 Page: 48 SHIFT ................... 3, 3, 6, 10, 19, 36, 38, 44 SPECIAL GROUPINGS ......................... 35 SPECIALS ......................... 10, 10, 22 STARTING .................. 7, 8, 11, 23, 26, 29, 39 SUBMENU ......................... 24-25, 30, 35 SYSTEM ....... 3, 6, 9, 11, 15-18, 22, 28, 36, 39, 41-42, 44, 45 TABLE LOOKUP ........................... 37 TABLE NUMBER ..................... 3-3, 28, 30, 32 TAX ....................... 3, 6, 8-9, 20-22, 38 TAXES ................... 3, 3, 8, 9, 12, 20, 29, 30 TERMINAL ............................ 15-16 VISA ............................. 22, 26