MICROS 3700 POS System Software User Guide
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micros Systems, Inc. POS Configurator User’s Guide 3700 POS Restaurant Enterprise Series Copyright 1998 MICROS Systems, Inc. Beltsville, MD USA All Rights Reserved Part Number: 100134-504 QG(GLWLRQ Declarations Declarations Warranties Although the best efforts are made to ensure that the information in this manual is complete and correct, MICROS Systems, Inc. makes no warranty of any kind with regard to this material, including but not limited to the implied warranties of marketability and fitness for a particular purpose. Information in this manual is subject to change without notice. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information recording and retrieval systems, for any purpose other than for personal use, without the express written permission of MICROS Systems, Inc. MICROS Systems, Inc. shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing, performance, or use of this manual. Trademarks CorelDraw is a registered trademark of Corel Corporation. FrameMaker is a registered trademark of Adobe Corporation. Visio is a registered trademark of Visio Corporation. SQL Server is a registered trademark of Microsoft in the U.S. and other countries. Sybase SQL Anywhere™ is a registered trademark of Sybase, Inc. Microsoft, Win32, Windows, and Windows NT, Windows95 are either registered trademarks or trademarks of Microsoft Corporation in the U.S. and/or other countries. Design and Production This manual was written with FrameMaker 5.0 for Windows. Some illustrations and diagrams were designed in CorelDraw and/or Visio. Printing History New editions of this manual incorporate new and changed material since the previous edition. Minor corrections and updates may be incorporated into reprints of the current edition without changing the publication date or the edition number. ii Edition Month Year Software Version 1st September 1996 1.00 2nd April 1998 2.00 Table of Contents Table of Contents Preface Welcome to the POS Configurator User’s Guide ............................... viii Conventions and Symbols................................................................... xi What’s New? ........................................................................................ xii Reader Response ................................................................................. xiii Chapter 1: The 3700 System Database Overview .............................................................................................. 1-2 Introducing the Database ................................................................... 1-3 Types of Database Tables ................................................................... 1-5 How Forms are Related to Tables ...................................................... 1-10 Chapter 2: Creating a Database Overview .............................................................................................. 2-2 Database Sources ................................................................................ 2-3 Programming Methods ....................................................................... 2-5 Suggested Programming Order.......................................................... 2-7 POS Configurator Folders and Forms .............................................. 2-9 Wrapping Up ....................................................................................... 2-10 Chapter 3: Using POS Configurator Overview .............................................................................................. 3-2 The Control Panel ............................................................................... 3-3 Opening POS Configurator................................................................. 3-5 The Main Window ............................................................................... 3-7 The Toolbar.......................................................................................... 3-11 Quick Reference to POS Configurator Tools ..................................... 3-12 Working with Forms ........................................................................... 3-14 Adding Records.................................................................................... 3-18 Copying and Pasting Single Records.................................................. 3-19 Block Copying and Pasting Records................................................... 3-20 Finding a Record ................................................................................. 3-21 Editing a Record .................................................................................. 3-22 Deleting Single Records ...................................................................... 3-23 Block Deleting Records ....................................................................... 3-24 Saving Changes ................................................................................... 3-25 Printing Employee and Menu Item Definitions ................................ 3-26 Using Touchscreen Designer .............................................................. 3-28 3700 POS Configurator User’s iii Table of Contents Chapter 4: Devices Overview .............................................................................................. 4-2 Network Node...................................................................................... 4-3 Devices ................................................................................................. 4-5 Order Devices ...................................................................................... 4-8 User Workstations............................................................................... 4-11 Interfaces ............................................................................................. 4-18 CA/EDC Drivers .................................................................................. 4-20 Touchscreens ....................................................................................... 4-24 Touchscreen Designer ......................................................................... 4-27 Chapter 5: System Overview .............................................................................................. 5-2 Restaurant ........................................................................................... 5-3 Order Types ......................................................................................... 5-6 Information Screens ............................................................................ 5-7 Reasons ................................................................................................ 5-9 Periods ................................................................................................. 5-11 Serving Periods.................................................................................... 5-12 Time Periods ........................................................................................ 5-13 Macros.................................................................................................. 5-14 External Programs .............................................................................. 5-15 Licensing.............................................................................................. 5-16 Chapter 6: Sales Overview .............................................................................................. 6-2 Tax Rates ............................................................................................. 6-3 Tax Classes .......................................................................................... 6-7 Print Classes........................................................................................ 6-8 Menu Levels......................................................................................... 6-10 Discount/Service .................................................................................. 6-13 Tender/Media....................................................................................... 6-16 Currency .............................................................................................. 6-26 Courses................................................................................................. 6-27 Descriptors........................................................................................... 6-31 Condiments.......................................................................................... 6-36 Menu Item Classes .............................................................................. 6-39 Menu Items.......................................................................................... 6-43 iv Table of Contents Chapter 7: Revenue Centers Overview .............................................................................................. 7-2 RVC Credit Cards ............................................................................... 7-3 RVC Discount / Service ....................................................................... 7-7 RVC Display Design............................................................................ 7-8 RVC Posting ........................................................................................ 7-9 RVC Printing ....................................................................................... 7-11 RVC Print Design................................................................................ 7-13 RVC Interfaces .................................................................................... 7-18 RVC Seats............................................................................................ 7-20 RVC Table Seating .............................................................................. 7-21 RVC Taxes ........................................................................................... 7-22 RVC Touchscreens .............................................................................. 7-25 RVC Transactions ............................................................................... 7-28 Chapter 8: Employees Overview .............................................................................................. 8-2 Employee Classes ................................................................................ 8-3 Configurator Access ............................................................................ 8-11 Jobs ...................................................................................................... 8-12 Employees............................................................................................ 8-14 Time and Attendance .......................................................................... 8-18 Time Clock Schedule ........................................................................... 8-22 Chapter 9: Reporting Overview .............................................................................................. 9-2 Report Templates ................................................................................ 9-3 Report Classes ..................................................................................... 9-5 Report Date Range .............................................................................. 9-6 Schedule Classes ................................................................................. 9-7 Cashier Totals ..................................................................................... 9-9 Historical Totals .................................................................................. 9-10 Report Groups ..................................................................................... 9-12 Tracking Groups.................................................................................. 9-15 Autosequences ..................................................................................... 9-17 Autosequence Steps ............................................................................ 9-18 Appendix A: For 2700 Users What Happened to…........................................................................... A-2 Index 3700 POS Configurator User’s v Table of Contents vi POS Configurator Preface Refer to the preface if you have any questions about the organization, conventions, or contents of this manual. In this chapter Welcome to the POS Configurator User’s Guide ..................... viii Conventions and Symbols........................................................... xi What’s New? ...............................................................................xii Reader Response ..................................................................... -xiii 3700 POS Configurator User’s vii Preface Welcome to the POS Configurator User’s Guide Welcome to the POS Configurator User’s Guide The purpose of this manual is to provide MICROS installers and customers with an overview of the POS Configurator module. +RZ7KLV0DQXDOLV2UJDQL]HG Chapter 1: Understanding the 3700 System Database This chapter contains an introduction to the structure and contents of a 3700 database. Chapter 2: Creating a New Database This chapter describes the methods for creating a new database. Chapter 3: Using POS Configurator This chapter introduces the POS Configurator interface and describes the steps to performing basic operations. Chapter 4: Devices This chapter describes the forms in the Devices folder which are used to configure hardware devices. It includes a description of the forms for programming user workstations, printers, and touchscreens. Chapter 5: System This chapter describes the forms in the System folder, which are used to enter basic information about a restaurant. It includes forms for programming the name, local currency, table arrangement, and time periods. Chapter 6: Sales This chapter describes the forms in the Sales folder. It includes forms for programming menu items, and condiments, as well as the discounts, and taxes that apply to sales. Chapter 7: Revenue Centers This chapter describes the forms in the Revenue Centers folder. These forms contain options for customizing restaurant operations in each revenue center. Chapter 8: Employees This chapter describes the forms in the Employees folder. It includes forms for programming personnel, timekeeping, and schedules. Chapter 9: Reporting This chapter describes the forms in the Reporting folder. It includes forms for programming totals, tracking groups, and autosequences. viii Preface Welcome to the POS Configurator User’s Guide Appendix A: For 2700 Users This chapter describes the changes 2700 users will see in the 3700 POS Configurator. :KR6KRXOG8VH7KLVPDQXDO" This manual is intended for use by: ❏ MICROS Installers/Programmers/Dealers ❏ MICROS Customer Service ❏ MICROS Training Personnel ❏ MIS Personnel This manual assumes that you have the following knowledge or expertise: ❏ Working knowledge of the Windows interface. ❏ Operational understanding of PCs. ❏ Understanding of basic network concepts. ❏ Basic knowledge of relational database concepts. ❏ Understanding of POS terminology and concepts. ❏ Exposure to a MICROS POS system (2400, 2700, 4700, 8700) or other POS; preferably experience programming 2700 System. ❏ Familiarity with MICROS peripheral devices. 3700 POS Configurator User’s ix Preface Welcome to the POS Configurator User’s Guide Related Manuals This section provides a list of the related MICROS documentation as well as a list of suggested reading materials. MICROS Documentation The 3700 Restaurant Enterprise System library includes: ❏ 3700 Administration Applications Manual 100134-503 ❏ 3700 Custom Reports Design Manual 100134-508 ❏ 3700 Feature Quick Reference Manual 100134-506 ❏ 3700 Feature Reference Manual 100134-501 ❏ 3700 Hardware Installation Guide 100134-514 ❏ 3700 Hardware User’s Maintenance Guide 100134-512 ❏ PC Workstation Model 32 Setup Guide 100016-085 ❏ 3700 Reports Manual 100134-511 ❏ 3700 Site Preparation Guide 100134-513 ❏ 3700 Site Survey Manual 100134-505 ❏ 3700 SQL / Database Access Manual 100134-507 ❏ 3700 POS Configurator User’s Guide 100134-504 ❏ 3700 System Interface Module User’s Guide 100134-516 ❏ 3700 System Platform Installation Manual 100134-515 ❏ 3700 User’s Manual 100134-502 Suggested Reading x ❏ Crystal Reports documentation ❏ Microsoft Windows 95 Resource Kit ❏ Microsoft Windows NT Server 3.51 documentation ❏ Microsoft Windows NT 3.51 Resource Kit ❏ Microsoft SQL Server 6.0 documentation ❏ Sybase SQL documentation Preface Conventions and Symbols Conventions and Symbols This section describes the conventions and symbols used in this manual. Conventions The following conventions are used throughout this manual. Convention Meaning [Key] Keys on a PC or PC Workstation. Example: [Enter] ‘Message’ Messages that may appear during the programming process. Example: ‘Select Menu Item Range’ | Indicates the sequence of menu items to be selected. Example: File | Sales | Condiments Italics Indicates the proper name of a POS Configurator option Symbols The following symbols are used throughout this manual. Note This symbol is used to bring special attention to a related feature. Tip This symbol is used to point out suggestions that can save you time and difficulty. 3700 POS Configurator User’s xi Preface What’s New? What’s New? What’s new in v1.01 No new forms were added for this version. What’s new in v1.02 Interfaces............................................................................... 4-18 Touchscreen Designer ........................................................... 4-27 Using Touchscreen Designer ................................................ 3-28 What’s new in v2.00 Com Ports ................................................................................ 4-4 Network ................................................................................... 4-3 Report Date Range.................................................................. 9-6 xii Preface Reader Response Reader Response As you read this, the documentation staff at MICROS is hard at work preparing the next edition of this manual. Your feedback could be instrumental in changing that next edition. Tell us what you think— we’d like to hear from you! We are very interested in hearing from you about: ❏ Good ideas Tell us about some part of this manual that you think works well– we’ll be sure to maintain it. ❏ Ideas that need work Tell us about an area that needs to be improved– we’ll punch it up. ❏ Information not included Did we miss something? Let us know so we can add it. ❏ Information that’s not clear Did you find something hard to follow? We’ll rethink it and rewrite it. ❏ Information that’s not correct Did something get past our arduous tech edit process? Help us fix it. How to reach us Postal Address If you can offer any criticisms or suggestions about this manual, please mail a note or postcard to: MICROS Systems, Inc. 12000 Baltimore Blvd. Beltsville, MD 20705 USA Attn: Documentation Group Manager, Table Service Restaurants Group E-mail Address As an alternative, you may address criticisms and suggestions regarding this manual by electronic mail to: 3700doc@micros.com. Please use the name of the manual as the subject line. 3700 POS Configurator User’s xiii Preface Reader Response xiv Chapter 1 The 3700 System Database This chapter contains an introduction to the structure and contents of a 3700 database. It includes information about the characteristics of the 3700 database, the relationships between tables and the classification of database tables. In this chapter Overview .................................................................................... 1-2 Introducing the Database .........................................................1-3 Types of Database Tables..........................................................1-5 How Forms are Related to Tables ..........................................1-10 3700 POS Configurator User’s 1-1 The 3700 System Database Overview Overview The 3700 system uses client/server architecture to manage the unique information about each restaurant’s POS environment. Details about the restaurant’s operation reside in tables on a database server, an application that manages the database. The database server in turn resides on the server PC. In a MICROS 3700 system, POS Configurator is the gateway to the tables managed by the database server and makes programming a 3700 system easier. 1-2 The 3700 System Database Introducing the Database Introducing the Database Characteristics of the 3700 system include: ❏ It is a relational database in which tables store all information. ❏ The Relational Database Management System (RDBMS) manages the database and functions as the database server. ❏ POS Configurator is the software layer between you and RDBMS. It’s your interface to the database. A Database System In a 3700 system, RDBMS acts as a multi-user database server. This means that many workstations (clients) can access the information stored in the database. RDBMS is the software between the physical database and you. We’ve made accessing the database even simpler by adding an additional software layer between you and RDBMS. That layer is 3700 POS Configurator POS Configurator. End User POS ConfiguratorPOS Configurator Database Server and RDBMS SQL Anywhere Or Microsoft SQL Database An SQL Database Database information is accessed through SQL—pronounced “sequel”. SQL is a software language that uses English-like commands to manipulate information in tables. Here is an example of an SQL command: 3700 POS Configurator User’s 1-3 The 3700 System Database Introducing the Database select * from micros.mi_def POS Configurator makes it easy for you to access and modify the tables necessary for programming a database. You don’t need to know SQL to use POS Configurator. You do not need to program every table in the database to configure a 3700 system. POS Configurator gives you access only to those tables and fields necessary for configuring POS operations and installed hardware. Database Tables A database consists of many tables. Each table in a relational database holds a specific set of information about a restaurant. When the system performs a transaction, it accesses the database tables to obtain the information. For instance, menu item names reside in the Menu Item Definition table, while menu item prices reside in the Menu Item Price Definition table. In the 3700 system, one menu item definition (name) can be associated with several different prices (Bar, Restaurant, and Happy Hour). This makes the system flexible. 1-4 The 3700 System Database Types of Database Tables Types of Database Tables Definition Class Definition Total Detail Status X X X X Updated by System Edited Manually Types of Database Tables Accessible from Configurator The tables in the database fall into several basic categories: definition, class definition, totals, detail, and status. X X X Not all of these types of tables can be accessed and edited through POS Configurator. Both definition and class definition tables can be accessed and modified. However, total, detail, and status tables are not accessible through POS Configurator. The system updates total, detail, and status type tables behind the scenes. Definition Tables A definition table defines the characteristics of an item in the database, such as a menu item, employee, or guest check. The example below shows part of the Header Definition table (hdr_def). You can see how each line in the header is stored as a column in the database table. ***Bar*** MICROS Systems, Inc. 12000 Baltimore Avenue Beltsville, Maryland 20705 Phone: 1-800-638-0985 http://www.micros.com 3700 POS Configurator User’s 1-5 The 3700 System Database Types of Database Tables Some of the other definition tables in the 3700 database include: ❏ Employee ❏ Tax ❏ Order Type ❏ Table ❏ Menu Item ❏ Revenue Center ❏ Touchscreen Style ❏ Tender Media ❏ Reason ❏ Tax Class ❏ Help Screen ❏ Order Device ❏ Menu Item Group ❏ Color Combo Class Definition Tables This specialized type of definition table plays an important role in a 3700 database. Class definition tables impact: ❏ menu items ❏ printers ❏ condiments ❏ menu levels ❏ fixed price meal courses ❏ employees ❏ historical totals Each class defines a set of identical characteristics. The class can then be shared by many different items that use these characteristics. Advantages of Class Definition Tables The advantages of class definition tables in the database include: ❏ Simplifying database programming and maintenance ❏ Reducing the total disk space required to store a complete set of definitions Simplifying the Programming Process Classes simplify database programming and maintenance. For example, assume that you define a menu item class called “Appetizers”. 1-6 The 3700 System Database Types of Database Tables When you create a menu item that is an appetizer, you can assign it to the menu item class, “Appetizers”. This menu item then shares the same set of characteristics as other appetizers in the database. If you edit the characteristics in “Appetizers”, then you automatically change the characteristics for all menu items assigned to this class. Making changes to 12 menu items becomes a one-step process. Menu Item Table Type Class 101 Wings Appetizers 102 Brie Appetizers 103 Mushrm Appetizers Menu Item Type Class Table 1 Shared Definitions Appetizers Reducing Disk Space Since you are not storing class definition information with every menu item, you have less information to store on the server. For example, 12 menu items each increment the seat number when ordered. Increment seat number is an option selected for the menu item class. As a result, each menu item record does not require this option selection. Class definition tables in the 3700 database include: ❏ Condiment Selection ❏ Menu Level ❏ Course Selection ❏ Employee ❏ Print Definition ❏ Historical Total ❏ Menu Item Type 3700 POS Configurator User’s 1-7 The 3700 System Database Types of Database Tables Totals Tables Totals tables contain accumulated totals information that reflect transaction activity, such as menu item sales and time period sales. The system provides different types of totals, including: ❏ Employee ❏ Menu Item Group ❏ Order Type ❏ Tax ❏ Menu Item ❏ Serving Period ❏ Cashier ❏ Time Period ❏ Family Group ❏ Revenue Center ❏ Major Group ❏ System Unlike definition tables, totals tables are not accessible through POS Configurator. The system updates these tables automatically based on transaction activity. To see the transaction activity associated with these totals tables, you must generate reports. Configuring Totals In the Reporting folder you’ll program definition tables to manage the totals information. The system can be programmed to: 1-8 ❏ Create daily totals You may choose which totals to store on a daily basis. ❏ Store daily transactions for a specified number of days For example, you may want to keep historical totals, going back as far as a year or two. ❏ Purge totals This procedure is a basic housekeeping chore, designed to help you manage the amount of information that you keep. From an administrative perspective, this procedure also conserves disk space. The 3700 System Database Types of Database Tables Detail Tables Detail tables hold supporting information about transactions and activities. For example, the Time Card detail table stores an employees clock in date and time, clock out date and time and total number of hours. Some other detail tables in the 3700 system include: ❏ Credit Card Batch ❏ Credit Authorization Request ❏ Transaction ❏ Sales ❏ Discount/Service ❏ Check ❏ Tips Declared ❏ Menu Item ❏ Cancel ❏ Tender Media ❏ No Sale Status Tables The system updates status tables to respond to system activity. For example, the system status table contains the business date, and the date and time of the last system update. The employee status table includes information about an employee’s current activity. For example, it includes the job number this employee is clocked in under. 3700 POS Configurator User’s 1-9 The 3700 System Database How Forms are Related to Tables How Forms are Related to Tables The forms in POS Configurator allow you to enter information into the database tables. The information you enter in a form is not always stored in just one table in the database. For example, when you program the Menu Items form you enter the name and price of each menu item. These are stored in the Menu Item Definition table and the Menu Item Price Definition table. POS Configurator simplifies the programming process by eliminating the need to access multiple tables. Linking Forms Many of the forms in POS Configurator contain fields that are links to other forms. For example, when programming a menu item, you must link it to a Print Class. You can add to or modify the Print Classes form if you click the folder icon beside the field. The Menu Items form allows you to select information from the Print Class form. When this menu item is ordered, the system retrieves information from the database tables where each piece of information is stored. 1-10 The 3700 System Database How Forms are Related to Tables Sequence and Object Numbers Each record in a 3700 database table is identified by a unique sequence number. Sequence numbers refer to individual records in the table and therefore may never change. You cannot view sequence numbers in most POS Configurator forms, because they are set in the database. Object numbers, on the other hand, are part of every form in POS Configurator. Object numbers in SQL tables correspond to the numbers in POS Configurator. You can see and edit most object numbers. Sequence numbers usually do not appear in POS Configurator. They are part of the SQL table. Note You cannot directly change an object number to one that already exists for another record. Each object number in the database must be unique. To change object numbers, assign a new (unique) object number to the items you want to change. Then you may reassign the numbers. 3700 POS Configurator User’s 1-11 The 3700 System Database How Forms are Related to Tables Scope The scope of the 3700 system allows you to consolidate and share data: ❏ for a revenue center ❏ for the entire system For instance, you can create sales and labor reports for each revenue center. And of course you can create these same reports on a system-wide basis. 1-12 Chapter 2 Chapter 5 Creating a Database This chapter describes the procedure for creating a database. In this chapter Overview .................................................................................... 2-2 Database Sources ......................................................................2-3 Programming Methods .............................................................2-5 Suggested Programming Order ................................................2-7 POS Configurator Folders and Forms .....................................2-9 Wrapping Up ...........................................................................2-10 3700 POS Configurator User’s 2-1 Creating a Database Overview Overview Programming a new database requires you to do some planning. Use the 3700 Site Survey to gather information about the restaurant and its operation before you attempt to program a database. Read this chapter for information about the following programming topics: 2-2 ❏ Pre-programming steps ❏ Programming methods ❏ Introduction to the programming process ❏ What to do after you complete programming Creating a Database Database Sources Database Sources There are several ways you can create a new database: ❏ Adapt the 3700 sample database ❏ Adapt a 3700 database from a similar site ❏ Convert a 2700 database ❏ Program a shell (blank) database Whether you choose to start fresh or with an existing database, you must plan ahead to ensure successful implementation. Using the Site Survey The site survey should be completed by the programmer/ installer early in the installation process, so that you can use it when developing the database. Completing the Site Survey The 3700 Site Survey contains questionnaires and charts for compiling information about the restaurant. The programmer/ installer conducts interviews with restaurant management acquire the information. If you have not yet completed the site survey, do so before developing the database. The site survey will ensure greater success during and after the installation. Adapting or Converting an Existing Database Starting with an existing database, one that has common features enabled, is faster and easier than programming a blank database. Options for starting with an existing database include: ❏ Adapting the sample 3700 database ❏ Adapting an existing, similar database. ❏ Converting a 2700 database Adapting the Sample Database MICROS provides a sample 3700 database with every system. The sample database contains records you can modify, and has a typical set of features already enabled. Adapting a Similar Database Chain restaurants usually use identical operating procedures and menus. When installing a system in a new unit, you may wish to copy the database an existing site and modify it to meet the new restaurant’s specific needs. 3700 POS Configurator User’s 2-3 Creating a Database Database Sources Converting a 2700 Database You can convert a 2700 database for use in the 3700 system. Although this is certainly preferable to typing a 2700 database into the 3700 POS Configurator, you’ll still need to make changes to areas of the database that are different in the 2700. For example, keyboards are not used in the 3700 database. As a result, you must create touchscreens to replace 2700 keyboards, and redesign any areas in the database where keyboards are used, such as menu items and employees. For information on 2700/3700 conversion utilities, contact your MICROS representative. Programming a Shell Database If you choose to start with a blank database, you must program the forms in the order shown in “Suggested Programming Order” on page 2-7. Before you begin, read the warning section titled “Don’t Lock Yourself Out” on page 2-7 Blank Forms When you start with a blank database, most forms do not contain any records. An exception to this are forms that have a preset number of records available or forms that contain required information. For example, the Report Templates form contains a record for each report template that comes with the system. You cannot delete these records, but you can insert additional records if needed. If a form does not contain records, you must add them. See “Adding Records” on page 3-18 for more information. 2-4 Creating a Database Programming Methods Programming Methods There are two ways to approach database programming: ❏ Programming by feature ❏ Programming by form The most efficient way to program a new database or make major changes to an existing database is to do so by form. If you need to modify or enable a particular feature, then you should do your programming by feature. Using the Feature Reference Manual The Feature Reference Manual is the primary reference to the 3700 system. The Feature Reference is an encyclopedia of system features, from hardware to POS transactions. Each feature has the following sections: ❏ Description ❏ Usage ❏ Examples ❏ Reports ❏ Enabling ❏ Related Topics The Enabling section provides a summary of the options and fields that make the feature work. Programming by Feature Some features may require programming a combination of components in several different forms. For example, to enable the suspend/resume feature, you must program fields or options in the RVC Transactions, Employee Classes, and Tender/Media forms. Some features of the 3700 system require you to define a single option. In the case of double-wide printing, for example, selecting a single option enables the feature. Introducing POS Configurator and POS Configurator’s online help module do not provide instructions for programming specific features. When programming by feature, refer to the 3700 Feature Reference Manual. 3700 POS Configurator User’s 2-5 Creating a Database Programming Methods Programming by Form Systematically completing information in the forms is the fastest way to program a database. To minimize re-opening forms and save time, use the “Suggested Programming Order” on page 2-7. Programming Order This order is designed so that you program a database in much the same way that you would build a house: before you put up the walls, you need a foundation. Start with the first form and work your way down the list. Depending on the restaurant’s needs, you may not need to program every form. Optional forms are listed last and may be programmed at any time. 2-6 Creating a Database Suggested Programming Order Suggested Programming Order Don’t Lock Yourself Out When entering POS Configurator for the first time in a blank database, the system grants you access based on the fact that the database is empty. However, once records of any kind are entered in the database, the system enables Configurator Access security. This means that the system will allow only an authorized employee to continue editing POS Configurator. When programming a blank database, you must first create a record for an authorized employee— you! 1. Open the Employee Class form and create a class. 2. Open the Configurator Access form, and select the employee class you just created. Grant read, insert, update, and delete privileges for All Forms to this employee class. 3. Open the Employee form and create an employee record. Link this employee to the class you just created, and assign the employee an ID. Remember this ID! 4. Save and exit these forms. WARNING If these steps are not followed, POS Configurator will lock you out. To recover, you must use SQL to examine and edit the emp_def, emp_class_def, and emp_class_cfg_access_def tables in the database. Form Use this link To Return to Before doing anything else, create a record for an employee who is authorized to program in POS Configurator. Network Node Devices Interface Order Device Descriptors Program Headers for remote orders Revenue Centers Order Types Program Revenue Center Names Program Order Types Tax Rates Tax Classes User Workstation Default Sign In Touchscreen CA/EDC Restaurant Information Screens Reason Codes 3700 POS Configurator User’s 2-7 Creating a Database Suggested Programming Order Form Use this link To Return to Periods Time Periods Serving Periods Print Classes Menu Levels Discounts/Service Charges Descriptors Program Discount/Service SLUs Touchscreen Style Tender/Media Descriptors Program Tender/Media SLUs Touchscreen Style RVC Credit Cards RVC Discount/Service RVC Display Design RVC Interfaces RVC Posting RVC Printing RVC Print Design RVC Seats RVC Taxes RVC Transactions Employee Classes Default Touchscreen Configurator Access Jobs Employees Cashier Totals Program cashier totals names Descriptors Program Sales Itemizers Descriptors Report Groups Program Menu Item SLUs Program Report Groups Courses Menu Item Classes Condiments Menu Items Touchscreens Touchscreen Designer RVC Touchscreens Tracking Groups Historical Totals Optional Programming Macros Currency Time and Attendance Time Clock Schedule External Programs Autosequences Report Schedule Program Report Schedule Classes Autosequence Steps Report Date Range Program Date Ranges 2-8 Touchscreen Style Creating a Database POS Configurator Folders and Forms POS Configurator Folders and Forms Sales Menu Items Courses Discount/Service Print Classes Menu Item classes Descriptors Tender/Media Tax Rates Condiments Menu Levels Currency Tax Classes Employees Employees Jobs Employee Classes Time and Attendance Configurator Access Time Clock Schedule Devices Network Node Order Devices Touchscreens Devices Interfaces Touchscreen Designer User Workstations CA/EDC Drivers Revenue Center RVC Credit Cards RVC Posting RVC Interfaces RVC Taxes RVC Discount/SVC RVC Printing RVC Seats RVC Touchscreens RVC Display Design RVC Print Design RVC Table Seating RVC Transactions System Restaurant Information Screens Periods External Programs Reasons Serving Periods Licensing Order Types Macros Time Periods Reporting Report Templates Schedule Classes Report Groups Autosequences Report Classes Cashier Totals Tracking Groups Autosequence Steps Report Date Range Historical Totals 3700 POS Configurator User’s 2-9 Creating a Database Wrapping Up Wrapping Up After you finish programming, wrap up with the following checklist: ❏ Back up the database ❏ Review site survey ❏ Test the database ❏ Clear totals Perform these tasks before using the database in a live environment. Back Up the Database Once you have a working database in place, you will probably continue to make changes. When you make a change to the database, don’t forget to make a backup. Use Windows Explorer to create a backup copy of your database file. Review the Site Survey Review the site survey. The features enabled in the database should correspond to the requirements indicated by the site survey. Review the menu items with the menu provided by the restaurant. Check the employee information in the database with that provided in the site survey. Test the Database Testing the database helps you ensure that the database meets operational requirements. Test every key and every feature to make sure they work correctly. For example, are pop-up menu items available on the correct levels? Are employee privileges set correctly? Can you access every menu item on the correct touchscreens, menu levels, and at the correct prices? Printing Use your test to verify that all menu items, discounts, service charges, and tender/media are printing on the appropriate remote, journal, guest check, validation, and local order printers. 2-10 Creating a Database Wrapping Up Reports Run all autosequences to verify that reports are set up correctly, including tracking groups. Also, check that the reports print to the proper output device. Clear Totals After testing the database, clear any totals that you may have accumulated. For example, if you were testing printing and labor features, close all guest checks, clock out any employees, and clear all totals. 3700 POS Configurator User’s 2-11 Creating a Database Wrapping Up 2-12 Chapter 3 Chapter 1 Using POS Configurator This chapter introduces the POS Configurator interface and describes the steps to performing basic operations. In this chapter Overview .................................................................................... 3-2 The Control Panel .....................................................................3-3 Opening POS Configurator.......................................................3-5 The Main Window .....................................................................3-7 The Toolbar .............................................................................. 3-11 Quick Reference to POS Configurator Tools ..........................3-12 Working with Forms ...............................................................3-14 Adding Records........................................................................3-18 Copying and Pasting Single Records......................................3-19 Block Copying and Pasting Records.......................................3-20 Finding a Record .....................................................................3-21 Editing a Record ......................................................................3-22 Deleting Single Records ..........................................................3-23 Block Deleting Records ...........................................................3-24 Saving Changes .......................................................................3-25 Printing Employee and Menu Item Definitions ....................3-26 Using Touchscreen Designer ..................................................3-28 3700 POS Configurator User’s 3-1 Using POS Configurator Overview Overview The 3700 POS Configurator interface is easy to learn and use. Refer to the topics on the following pages to understand the tools and functionality of POS Configurator. 3-2 Using POS Configurator The Control Panel The Control Panel Before you can open and use POS Configurator, you must start the SQL Database Server through the Control Panel. (Note: if you are already running POS Operations then the database server is running. Go straight to “Opening POS Configurator” on page 3-5.) Starting the Control Panel Open the MICROS 3700 Applications program group and double-click the Control Panel icon. Choose this If this icon is not located on your desktop, use the Windows Start menu to open the MICROS 3700 Applications folder. or choose this 3700 POS Configurator User’s 3-3 Using POS Configurator The Control Panel Starting the SQL Database Server Once the Control Panel is open, select the PC that acts as the database server and click Database to start the server. The Database button will start the following processes: ❏ Diskless Boot Server (if installed) ❏ SQL Database Server ❏ 3700 DBS Server Control Panel Wait for the Control Panel to display “Ready” before starting POS Configurator. 3-4 Using POS Configurator Opening POS Configurator Opening POS Configurator Double-click the POS Configurator icon on your PC’s desktop. Choose this If this icon is not located on your desktop, use the Windows Start menu to open the MICROS 3700 Applications folder.The or choose this POS Configurator module opens. If this is the first time this database is being programmed, refer immediately to “Don’t Lock Yourself Out” on page 2-7. WARNING If the steps described on page 2-7are not followed, POS Configurator will lock you out. 3700 POS Configurator User’s 3-5 Using POS Configurator Opening POS Configurator If this database has been opened before, the sign-in screen displays. Enter the PC Applications ID programmed in your employee record. 3-6 Using POS Configurator The Main Window The Main Window The main window provides easy access to the POS Configurator forms. Each folder on the main window displays a set of buttons that open forms. By completing the fields and options on the forms, you complete the database. Menus Folders Buttons Hints Menus Menus provide an alternate way to access information. The File Menu The File menu offers the same selections as the folders and buttons. It’s just another way to open a form for editing. Keyboard shortcuts in Sales you can use the keyboard combination [Ctrl] + [C] to open the Condiments form instead of clicking the Condiments button in the main window. 3700 POS Configurator User’s 3-7 Using POS Configurator The Main Window The Options Menu The Options menu allows you to turn Caching on or off. Select Cached Updates to cause saved changes to be posted to the database when you exit a form. When this option is not selected, changes are posted to the database immediately (upon saving). The Help Menu POS Configurator offers online Help. Click Help in this menu to open the Table of Contents. You can select a book and browse through the pages (topics) or search for specific information in the Index. 3-8 Using POS Configurator The Main Window Folders Each folder in POS Configurator contains buttons that open forms. When you click on a folder name, the buttons change to display the contents of that folder. The folders in POS Configurator include: ❏ Sales ❏ Employees ❏ Devices ❏ Revenue Center ❏ System ❏ Reporting Buttons The buttons on each folder open the forms for editing. 3700 POS Configurator User’s 3-9 Using POS Configurator The Main Window Hints Hints appear at the bottom of each window to give you more detail about an object. To use Hints, simply place your cursor over a field, option, or object. 3-10 Using POS Configurator The Toolbar The Toolbar The POS Configurator toolbar provides shortcuts to common operations. These shortcuts can save you time as you program or make changes to the database. Refer to “Quick Reference to POS Configurator Tools” on page 3-12 for an explanation of each tool. Tool Tips Tools tips appear when you place the cursor over a toolbar button. The tip tells you what the tool does. Special Tools Some forms contain special tools to speed maintenance, programming tasks, and printing. Calendar Tool This button appears in beside any field that requires you to select dates and times. View Current This button displays only active employee records in the Employees form. View All This button displays both active and inactive employees in the Employees form. Print This button will print the Employee and Menu Item definitions. This tool is only included in the Employees and Menu Item forms. 3700 POS Configurator User’s 3-11 Using POS Configurator Quick Reference to POS Configurator Tools Quick Reference to POS Configurator Tools Cut Use this button to remove a record and save it to the clipboard. [CTRL+X] Copy Use this button to save selected information to the clipboard. [CTRL+C] Paste Use this button to place saved information in a new location. [CTRL+V] Copy Record Use this button to save all the information associated with a record to the clipboard. [F5] Paste Record Use this button to place a saved record in a new location. [F6] Clear Use this button to delete the information in a field. [CTRL+DEL] Block Copy/Paste Use this button to copy and paste a group of records. [ALT+E SHIFT+b] Block Delete Use this button to delete a group of records. [ALT+E SHIFT+k] Find Use this button to search for fields that contain a certain value. [ALT+R SHIFT+d] First Record Move to the first record (the beginning). [CTRL+F] Previous Record Move up one record. [CTRL+P] Next Record Move down one record. [CTRL+N] Last Record Move to the last record (the end). 3-12 [CTRL+L] Using POS Configurator Quick Reference to POS Configurator Tools Save Changes Use this button to save changes to the database. Note: If Post Cached Updates is not selected in the Options menu, changes are automatically posted as you move between records. [CTRL+S] Insert Use this button to insert a blank record. The next available record number will be used. [Insert] Delete Record Use this button to remove a record. [CTRL+DEL] Undo Use this button to erase the last change made. This button is only available (red) before the change is saved. [CTRL+Z] Main Window Use this button to bring the Main Menu to the top of the desktop. [ALT+F SHIFT+m] Switch to Another Form Use this button to switch to another open POS Configurator form. Help Use this button to open the help file. [CTRL+L] Context Sensitive Help Use this button to get context sensitive help while working in a form. You can click on a field or option to get more information. [CTRL+L] View All (Employees form) Use this button to see current and former employee information. View Current (Employees form) Use this button to only current employee information. 3700 POS Configurator User’s 3-13 Using POS Configurator Working with Forms Working with Forms The forms in POS Configurator allow you to enter information into the database tables. You can choose to work in either Record or Table View. In Record View, you see only the options and fields for the record that is selected. Record View is best when adding or changing a single record and Table View is best for adding or editing multiple records. Working in Record View In Record View, the 3700 interface uses a form to display fields and options. You can create new records in the database by completing the necessary fields and selecting the options that apply. 3-14 Using POS Configurator Working with Forms Selecting Options Option selections appear as checkboxes when you are working in record view. To select, click the box. A check appears to indicate that the option is selected. To clear an option, click the box to remove the check. Cleared Selected Sort By You can sort items for display by name or by record number. Sort by name to quickly locate a certain menu item. Sort by record number to quickly locate blank records within a group. Tabs Tabs within the forms organize the information into logical groups. 3700 POS Configurator User’s 3-15 Using POS Configurator Working with Forms Folder Links Some fields are actually links to other tables. When you click on the folder next to the field it opens the other form so you can edit or create records in that form. Browse The browse button is displayed in certain form. The button will open a window containing the directory structure of the PC and allows the user to store the selected file. Context-sensitive Help To get information about a field or option, click the Help button. A question mark displays next to the cursor while you are in Help mode. When you click an option or field, a popup window displays detailed information. When you are finished viewing the information, click the Help button again to end Help mode. The cursor returns to normal. You may click as many fields and options as you want while in Help mode. Note You cannot select or deselect options in Help mode. You must return to normal mode before you may continue programming. 3-16 Using POS Configurator Working with Forms Working in Table View Table View is best for adding multiple records. In Table View, you can copy and paste columns of information. You can also add, change, or delete multiple records more efficiently. For example, if you wanted to add three new soups to the menu, you could block copy/paste three existing soup records and then change their names, and other unique information. 3700 POS Configurator User’s 3-17 Using POS Configurator Adding Records Adding Records POS Configurator makes it easy to add new records to the database. You can add a new employee or a new group of menu items simply by inserting a record in the corresponding file. If you are adding a long list of items, you may want to work in table view. See “Working in Table View” on page 3-17. To add a record 1. Click the record below which you wish to add a new record. 2. Click Insert. POS Configurator creates a new record and automatically assigns the next available record number. 3. Enter a name for the new record. 4. Complete the associated fields and options that define this item. Tip Use the [Tab] key to move through the fields more quickly. 3-18 Using POS Configurator Copying and Pasting Single Records Copying and Pasting Single Records You can copy and paste a single field or an entire record. Use Copy and Paste in Table view to add new items to the database. To add a record using copy and paste 1. Select the record you want to duplicate. 2. Click Copy Record. POS Configurator copies the record to the clipboard. 3. Use the Insert button to create a blank record if one is needed. 4. Click Paste Record. POS Configurator duplicates the record at the next available record number. 5. Give the new record a unique name and modify as needed. 6. Click Save. To copy and paste a field 1. Select the field you want to copy. 2. Click Copy. 3. Click in the field where you want to paste the information. 4. Click Paste. 5. Click Save. 3700 POS Configurator User’s 3-19 Using POS Configurator Block Copying and Pasting Records Block Copying and Pasting Records You can copy a range of records and paste them in a new location using Block Copy/Paste. This is useful for adding a group of new records which share many of the same characteristics as existing records. For example, you may want to add three new salads to the menu by copying three existing salad records and changing the names. To copy and paste a block of records 1. Select the first record in the range you want to copy. 2. Click Block/Copy Paste. POS Configurator displays a dialog box. 3. Type the range of record numbers you want to copy. 4. Select a paste option. 5. Click OK. 3-20 Using POS Configurator Finding a Record Finding a Record You can locate records within a form using Find. This is useful for searching a form that contains a long list of records, or for making changes to records that share a value. For example, you can search for a particular employee record by name, or find all the menu item records with the same price. To find a record 1. Click Find. POS Configurator displays a dialog box. 2. Choose a the name of the field you want to search. 3. Enter the word or number in Field Value. 4. Select the search parameters you wish to use. 5. Click First. 3700 POS Configurator User’s 3-21 Using POS Configurator Editing a Record Editing a Record Edits may be completed in Table View or Record View. To edit a record 1. Click the field you want to edit. 2. Type the new information. 3. Click Save. To clear a field 1. Click the field you wish to clear. 2. Click Clear. 3-22 Using POS Configurator Deleting Single Records Deleting Single Records You may occasionally need to delete a record from the database. For example, a menu item that’s been discontinued could be deleted. To delete a record 1. Click the record you want to delete. 2. Click Delete. The system asks you to confirm the deletion. 3. Click OK. The record is removed from the database. Tip To disable a menu item or employee record, but preserve it in the database for future use, use the Effective To field to make it inactive. 3700 POS Configurator User’s 3-23 Using POS Configurator Block Deleting Records Block Deleting Records You can easily remove a range of records using Block Delete. To delete a block of records 1. Click Block Delete. A dialog box displays. 2. Type the record numbers for the range of records you want to delete. 3. Click OK. The system asks you to confirm the deletion. 4. Click OK. 3-24 Using POS Configurator Saving Changes Saving Changes To save a change 1. Click Save. 3700 POS Configurator User’s 3-25 Using POS Configurator Printing Employee and Menu Item Definitions Printing Employee and Menu Item Definitions There is a print button on the Employee and Menu Item forms. The button will print out a report with either all, or a range of definitions. When the print button is selected, the following will be displayed: When Range is selected, the From and To pull down menus will be active. When All is selected, the From and To pull down menus will be inactive. Employee Definition Report 3-26 Using POS Configurator Printing Employee and Menu Item Definitions Menu Item Definition Report 3700 POS Configurator User’s 3-27 Using POS Configurator Using Touchscreen Designer Using Touchscreen Designer The illustrations below will help you get acquainted with Touchscreen Designer. List of Touchscreens Highlighted key Fields Design Area 3-28 Template Style and Resolution Tools Using POS Configurator Using Touchscreen Designer Touchscreen Designer Fields Legend Enter the word or phrase to display on this key. Icon Select an icon to display on the key if one is desired. Icon Pos Select a position for this icon: Left, Right, Top, Bottom, Center Font Select a font to display the legend for this key. Color Select a color combination for this key. Next Enter the Next touchscreen to display when this key is pressed if appropriate. Category Select the correct key category for this key. Function Select the action this key performs. Key Number This field is completed automatically when you select the Category and Function. Template Displays the selected template. Resolution Select the resolution to change the display size. Changing the default key size The default key size can be changed to automatically insert the desired key on the touchscreen without having to manually change the key size. To set a new default key size, right-click on a key and select Set As Default Key. This is now the default key size, color, and font. To change back to the original default key size, right-click on the design grid and select Restore Default Key. 3700 POS Configurator User’s 3-29 Using POS Configurator Using Touchscreen Designer Right-click touchscreen key The following menu will pop up when you right-click a touchscreen key. You can then choose any of the options listed. Right-click touchscreen The following menu will pop up when you right-click any area of the touchscreen. You can then select from any of the options. Multiple Select Multiple Select allows you to select several touchscreen keys by holding the PC keyboard’s [Control] key while selecting the touchscreen keys. The user can then edit every key selected at once. Drag and Resize The drag and resize option allows you to move and resize keys that already exist on the touchscreen. Any single key can be resized by using the cursor to drag the key’s border to the desired size. Any key can be moved across the screen by selecting the key and dragging it to the desired spot on the touchscreen. 3-30 Using POS Configurator Using Touchscreen Designer The Key Palette The key palette is a type of “clipboard” on which one or more keys can be stored while designing a touchscreen. Keys can be moved from the touchscreen to the key palette and back again. To enable the key palette, click the key palette button on the tool bar. To add a key to the key palette, right-click on the key you wish to move and select Send To Key Palette. There are two ways to bring a key back from the key palette: ❏ Place the cursor on the touchscreen field and right-click. Select Get From Key Palette. The key palette displays: Select the key you want and press OK. ❏ Open the key palette and highlight the key you wish to bring back to the touchscreen. Click OK. The key will be moved from the key palette to the touchscreen. 3700 POS Configurator User’s 3-31 Using POS Configurator Using Touchscreen Designer 3-32 Chapter 4 Devices The Devices folder is your gateway to configuring the hardware devices used in a restaurant. It includes forms for programming user workstations, printers, touchscreens, and interfaces with other systems. In this chapter Overview .................................................................................... 4-2 Network Node............................................................................4-3 Devices .......................................................................................4-5 Order Devices ............................................................................4-8 User Workstations................................................................... 4-11 Interfaces .................................................................................4-18 CA/EDC Drivers ......................................................................4-20 Touchscreens............................................................................4-24 Touchscreen Designer .............................................................4-27 3700 POS Configurator User’s 4-1 Devices Overview Overview Complete the forms in the Devices folder in following order to configure the system hardware: 1. Network Node 2. Devices 3. Order Devices 4. User Workstations 5. Interfaces 6. CA/EDC Drivers 7. Touchscreens 8. Touchscreen Designer 4-2 Devices Network Node Network Node In the Network Node form, create a unique name for each PC in the system, and associate it with the computer’s name. Choose a name that identifies the location of each node for quick access. Programming Network Program a network name, IP Address, and Subnet Mask for each PC. Also program all Diskless PCs in the system. Example In the example above, the Server is located near the kitchen and the third workstation is located at the host station. They are named Server and PCWS03 (Diskless). 3700 POS Configurator User’s 4-3 Devices Network Node COM Ports Program COM ports and parameters.. 4-4 Devices Devices Devices Use the Devices folder to identify each physical device in the system. Select a name that identifies the function of the device. For example, Bar Printer is more descriptive than Printer #5. Methods When listing devices you can: ❏ List every UWS first, followed by peripheral devices. ❏ List each UWS with its associated peripheral devices immediately below. Programming General Name and identify each physical device in this system. Example In the example above all PCWS are listed first with the printer(s) listed last. 3700 POS Configurator User’s 4-5 Devices Devices Printer Definition If the device is a printer, specify its type and settings. Example In the example above, record number 2 is identified as an Express Thermal with 42 Columns and 10 Linefeeds. 4-6 Devices Devices Printer Interface If the device is a printer, specify its IDN ID (if required) and its com port. Example The example above shows the IDN ID and COM Port for the Epson Printer. 3700 POS Configurator User’s 4-7 Devices Order Devices Order Devices Use the Order Devices folder to configure the devices that print order output in this restaurant. Using Logical Order Devices It is possible to list more order devices than there are physical printers in the system, by creating “logical” devices. When logical devices are used, a single device, such as a thermal printer, can accept remote orders for several “logical” printers. The logical devices you program in the Order Devices form are available whenever a remote order device is selected in the following forms: User Workstation, Menu Items, Tender/Media, Discount/Service Charge. Logical Printer Physical Printer 1 - Hot Food Instead of having a separate printer for each type of printing... 2 - Salads 3 - Desserts 4 - Carryout Logical Printer ...one printer handles multiple tasks. Each logical printer can be programmed with its own header and option selections. 1 - Hot Food 2 - Salads 3 - Desserts 4 - Carryout 4-8 Physical Printer Devices Order Devices Backup and Redirection Devices A backup printer takes over the printing for a device if it fails to operate. (It can fail to operate when it’s out of paper, for example.) A redirection device allows the output for a printer to be rerouted automatically. For example, an autosequence might be created that includes redirecting order output during a certain serving period in the restaurant. Programming General Create a record for each logical order device this restaurant will use. Use the folder link to go to Descriptors|Headers and create a header for each order device. Example In the example above, the Hot and Cold Line printers are actually the same physical device. However, by using logical order devices, this restaurant displays the Header **HOT** when printing hot food to the Express Thermal. 3700 POS Configurator User’s 4-9 Devices Order Devices Options Select options to control the appearance of order chits printed by each device. Example In the example above, this restaurant selects options that cause the seat number to print on order device output. **HOT** SEAT 1 BUFFALO WINGS 4-10 Devices User Workstations User Workstations Use the User Workstations form to assign touchscreens, options, order devices, and printers to each UWS. Option settings can be customized for each UWS. For example, the auto sign out of employees at the UWS behind the bar may be disabled, but remain active at the wait staff ’s UWS. Guest check, and credit authorization/endorsement printers should be convenient to the workstation they serve. Remote printers should be convenient to the kitchen area they serve. Assigning Default Screens You may choose to assign default touchscreens by Employee Class, UWS, or revenue center. The following table shows the priority the 3700 system gives to each screen. Priority Level Field Form 1 Training Screen RVC Touchscreens form, Touchscreens tab 2 Default Touchscreen Employee Classes form, Clock In/Sign In tab 3 Default Transaction User Workstations form, General tab 4 Default Transaction RVC Touchscreens form, Touchscreens tab Cash Drawer Assignments Cash drawers may be assigned in two ways in the 3700 system, by UWS or by employee. To assign cash drawers by UWS Select the option Assign drawer by UWS in the User Workstations (Cashier) form. Program an [Assign/Change cash drawer] key in this revenue center’s SLU. Select the Open drawer option for Tender/Media keys that should cause the cash drawer to open. 3700 POS Configurator User’s 4-11 Devices User Workstations Programming General Make selections for each UWS. Use the folder link to go to RVC Transactions to create a name for each revenue center. Use the folder link to go to Order Types to create the order types for this restaurant. Make a note to return to the Default Transaction field after Touchscreen programming is complete if you are assigning default screens by UWS. Example In the example above, PCWS01 is assigned to the revenue center called Restaurant. Because no Default Transaction Touchscreen is selected, this UWS will display the touchscreen assigned to the revenue center in RVC Touchscreens. 4-12 Devices User Workstations UWS Options Select the desired options for each UWS. Example This restaurant chooses to display 256 Colors on the PCWS01. 3700 POS Configurator User’s 4-13 Devices User Workstations Cashier Select options to control cashier assignment when assigned by UWS (not employee). Example In the example above, this restaurant assigns a cashier link to each UWS. Cashier totals are used to balance by shift rather than by employee in this restaurant because the employee who begins the check is not the same employee who tenders the check. Cashiers may also be assigned in the Employees form in which case this tab is used only to assign the number of cash drawers. 4-14 Devices User Workstations Order Devices Enable the order devices associated with this UWS. Example The order devices you enable at each UWS can mask the printing of specific menu items or discounts. For example, CARROT CAKE is programmed in Menu Items to print at the Cold Line printer. The PCWS01 in the dining room has the Cold Line printer enabled. When CARROT CAKE is ordered at the PCWS01 the order prints at the Cold Line printer in the kitchen. However, the PCWS in the carryout does not have the Cold Line printer enabled. When carrot cake is ordered, the carryout employee sells the cake from the display case. 3700 POS Configurator User’s 4-15 Devices User Workstations Printers Select the printers that will service each UWS. Example In this restaurant, customer receipts from the PCWS01 are programmed to print at the Express printer located nearby. 4-16 Devices User Workstations Peripherals Select the peripherals that will service each UWS. 3700 POS Configurator User’s 4-17 Devices Interfaces Interfaces Use the Interface folder to identify the PMS (Property Management System), SIM (System Interface Module), or any other Interface System and there configuration. Programming General Create a record for different Interface System(s) this restaurant will use. 4-18 Devices Interfaces Interface Configuration the communications parameters. 3700 POS Configurator User’s 4-19 Devices CA/EDC Drivers CA/EDC Drivers List and configure the credit card driver(s) this restaurant will use for authorization and settlement of credit card transactions. The driver activation code you enter determines the fields that will be active in the other tabs. Programming Driver Enter the name and Driver Activation Code for each driver this restaurant requires. You must save the Driver Code before configuring the other tabs in this form. Example This restaurant uses the MAPP driver for authorization and settlement of credit card transactions. 4-20 Devices CA/EDC Drivers System Complete the active fields. The fields in this form do not become active until you save the Driver Activation Code in the Driver tab. Example This restaurant uses the modem listed in the system properties folder for authorization and settlement. The number one is entered to indicate that the first modem listed should be used. 3700 POS Configurator User’s 4-21 Devices CA/EDC Drivers Authorization Complete the active fields. The fields in this form do not become active until you save the Driver Activation Code in the Driver tab. Example To enable the MLI Header for the MAPP Driver, this restaurant enters a 1 in the MLI Header field. 4-22 Devices CA/EDC Drivers Settlement Complete the active fields. The fields in this form do not become active until you save the Driver Activation Code in the Driver tab. Example To enable the MLI Header for the MAPP Driver, this restaurant enters a 1 in the MLI Header field. 3700 POS Configurator User’s 4-23 Devices Touchscreens Touchscreens Use the touchscreens form to enter a list of touchscreens and create styles for generated keys. Methods You can create touchscreens by: ❏ Using the touchscreens provided with the sample database. ❏ Editing sample touchscreens to suit the restaurant’s needs. ❏ Creating new touchscreens. The example below shows some sample touchscreens. Default Sign-In Default Transaction Default Alpha Entry 4-24 Devices Touchscreens Programming Touchscreens Enter a name for each touchscreen and template required by this restaurant. Example This restaurant uses different sign in screens for the Bar and Restaurant. The Bar sign in screen contains two one-touch sign in keys to allow bartenders to sign in quickly. 3700 POS Configurator User’s 4-25 Devices Touchscreens Styles Create the styles for displaying generated keys and assign each style to a template. Example The style created by the settings above displays on the Bevg Shell template. These keys are generated based on the style. These are user-defined keys created in Touchscreen Designer on the Food Shell template. 4-26 Devices Touchscreen Designer Touchscreen Designer Use the Touchscreen Designer form to create new touchscreens and edit samples for this restaurant’s use. Programming Create a layout for each touchscreen listed. Use the fields below the design area to define each key’s characteristics. For more information on using Touchscreen Designer, see “Using Touchscreen Designer” on page 3-28. Example The entries in the fields above create the following key: 3700 POS Configurator User’s 4-27 Devices Touchscreen Designer 4-28 Chapter 5 System The forms in the System folder help you enter information about the name, local currency, table arrangement, and serving periods for a restaurant. In this chapter Overview .................................................................................... 5-2 Restaurant .................................................................................5-3 Order Types ...............................................................................5-6 Information Screens ..................................................................5-7 Reasons ......................................................................................5-9 Periods ..................................................................................... 5-11 Serving Periods .......................................................................5-12 Time Periods ............................................................................5-13 Macros......................................................................................5-14 External Programs ..................................................................5-15 Licensing..................................................................................5-16 3700 POS Configurator User’s 5-1 System Overview Overview Use the forms in the System folder to enter information that applies to the entire system or restaurant. Complete the forms in the following order: 1. Restaurant 2. Order Types 3. Information Screens 4. Reasons 5. Periods 6. Time Periods 7. Macros (Optional) 8. External Programs (Optional) 9. Licensing 5-2 System Restaurant Restaurant In the Restaurant form, enter information such as, the name(s) that apply to this restaurant, information about operational days and hours, base currency, and the taxes that apply to this location. Programming Descriptions Enter the descriptions that apply to this restaurant. Example This restaurant is located in a shopping mall and is also known by it’s mall location. The mall name is entered as a secondary name. 3700 POS Configurator User’s 5-3 System Restaurant Business Settings Establish the business settings for this restaurant. Example The Business Day Start Time and Business Week Start Day fields establish a starting point for totals reporting that occurs daily and/or weekly. For example, if a restaurant wants weekly sales and labor reports to start at 6:00 a.m. on Monday, select 6:00 a.m. in Business Day Start Time and Monday in Business Week Start Day. (Click the clock button to select a.m. or p.m.) 5-4 System Restaurant Options Select the options that apply to this restaurant. Example A restaurant located in Canada uses European date and time formats. The date appears as: 09SEPT96 when programmed to print on customer receipts, guest checks, and reports. 3700 POS Configurator User’s 5-5 System Order Types Order Types At least one order type must be defined and enabled for every restaurant. Names Order type names can be up to eight characters. The name appears on balance reports, in the subtotal line during transactions, and can be programmed to print on guest checks and order receipts. It is not necessary to assign a name to an order type unless you want the name to display and print. Programming Create the order types required by this restaurant. Use the folder link to go to Sales|Tax Classes and create the tax classes required by this restaurant Example This restaurant sells food for take out. A key is programmed on the touchscreen for this order type. The option Print order type on order chit is selected. When the key is used, the kitchen knows to wrap the order for take out. 5-6 System Information Screens Information Screens The 3700 system allows you to design information screens that are unique to each restaurant. These screens are accessed through a touchscreen key and include information such as directions to the restaurant or group rates. The first screen in the Information Screens form displays when the [Info] key is pressed. It is often used as an index to list the name and number of the screens in the system. Employees can access subsequent screens by pressing the [Info] key repeatedly, or by typing the number of the screen they wish to view and pressing [Info]. Pressing [Clear] clears the display. 3700 POS Configurator User’s 5-7 System Information Screens Programming Create the information screens required by this restaurant. Use spaces to center the information. The name of the screen displays. Example Here is how Information Screen #2 will look. 5-8 System Reasons Reasons The 3700 sample database comes with a default set of reasons for use with voids, returns, and time card adjustments. Some common adjustment reasons are listed in the table below. Time Card Adjustment Reasons On Time Early From Break Early Late From Break Late Not Scheduled on Break Mgr Clock Out On Paid Break No Schedule Void/Return Adjustment Reasons Other Object in Food Rang wrong item Object in Bev Rang too many Guest Didn’t Like Guest Chg’d Mind Long Ticket Time Rang Wrong Check You can also create custom reasons for a restaurant. 3700 POS Configurator User’s 5-9 System Reasons Programming Enter the reasons this restaurant requires and select when the reason should display. . Example A restaurant that specializes in spicy dishes wants to track how many orders are returned because they are too spicy. The example above shows a new reason called “Too Spicy.” It will display as an adjustment reason whenever an item is returned. 5-10 System Periods Periods Use the Periods form to create a set of periods for the restaurant. These periods serve as the basis for reports and automatic menu level changes. Programming Create the periods this restaurant requires. Example A period is created for a daily Happy Hour which begins at 4:00 pm and ends at 7:00 pm M-F. This period can be used as a basis for reporting and automatic menu level changes. Menu Levels are programmed to change automatically by linking to this period in the Menu Levels form. 3700 POS Configurator User’s 5-11 System Serving Periods Serving Periods Serving Periods are use to track sales for a given period of time. Programming Create the Serving Periods required by this restaurant 5-12 System Time Periods Time Periods Periods are used to analyze the sales activity during certain times of the day or shifts in small (to the minute) or large (up to 24 hours) increments. 3700 system report templates can generate reports for time periods for a revenue center or for the entire system. Programming Create the Time Periods required by this restaurant. Example This restaurant wants totals for different serving periods as well as hourly. Time periods are created that reflect both of these reporting requirements. 3700 POS Configurator User’s 5-13 System Macros Macros Use the Macros form to create collections of keystrokes. Develop a macro for each task that requires a sequence of keystrokes by an employee. A macro may include any key or may be linked to another macro. When macros are chained together they execute in succession. There is no limit to the number of macros that can be linked together. If a macro is being linked to another, include the key code for that macro as the last step in the macro. The macro will ignore any steps that follow the Macro key code. Programming Create the macros required by this restaurant. . Example This restaurant offers a “Daily Special” featuring soup, salad, coffee, and a discount. The Daily Special macro posts the entire Daily Special with a single keystroke. The [Macro] key makes ordering the daily special fast, convenient, and error free. It also provides the sales tracking data that would not be available if the “Daily Special” were programmed as a single menu item. 5-14 System External Programs External Programs Use this form to enter any external programs this restaurant will use in conjunction with the 3700 system. Programming Enter information about each external program this restaurant uses. Example This restaurant Validates and Backs up the database using an external program. 3700 POS Configurator User’s 5-15 System Licensing Licensing This form includes the 3700 system software key licensing codes. Example This restaurant Validates and Backs up the database using an external program. 5-16 Chapter 6 Sales The Sales folder contains information about the types of food and beverages a restaurant serves. Not only do you enter the names and prices of menu items here, but you also determine what condiments will be available with each menu item, the types of tender/media accepted, and the discounts and taxes that apply to sales. In this chapter Overview .................................................................................... 6-2 Tax Rates ...................................................................................6-3 Tax Classes ................................................................................6-7 Print Classes..............................................................................6-8 Menu Levels ............................................................................6-10 Discount/Service ......................................................................6-13 Tender/Media ...........................................................................6-16 Currency ..................................................................................6-26 Courses ....................................................................................6-27 Descriptors...............................................................................6-31 Condiments..............................................................................6-36 Menu Item Classes..................................................................6-39 Menu Items..............................................................................6-43 3700 POS Configurator User’s 6-1 Sales Overview Overview Use the forms in the Sales folder to enter information about the items this restaurant sells and the taxes, discounts and service charges that apply. Program the forms in the Sales folder in the following order: 1. Tax Rates 2. Tax Classes 3. Print Classes 4. Menu Levels 5. Discount / Service 6. Tender / Media 7. Currency 8. Courses 9. Descriptors 10. Menu Item Classes 11. Condiments 12. Menu Items 6-2 Sales Tax Rates Tax Rates Use the Tax Rates form to define the tax rates that apply to sales in a particular restaurant. Some localities charge a different tax on food and beverages. Create a tax rate for each tax this restaurant charges. The restaurant’s location determines the method for calculating taxes. The 3700 system allows you to program the following tax types: Type Definition The tax is calculated by multiplying the amount in the percentage field by the total. $5.00 x 5% = .25 Tax Percent From chart: Breakpoint The tax is calculated based on a chart provided by the local government. To calculate tax this way, complete the Breakpoints tab. The tax is calculated by taking a percentage of the price and posting it as tax. Subtract tax from total: Inclusive 3700 POS Configurator User’s Example $4.75 -$5.00 = .24 Tax $5.00= $4.75 to Sales.25 to Tax. 6-3 Sales Tax Rates Programming General Create a tax rate for each tax this restaurant requires. Example This restaurant collects a 5% tax on food. They call the tax “Food Tax.” This name will print on customer receipts and reports. 6-4 Sales Tax Rates Breakpoints Complete the Breakpoints tab if Breakpoint is selected in the Type field on the General tab. ❏ Using the breakpoint tax tables provided by the local government, calculate the difference between the first and second amounts in the From Amount column. ❏ Enter the result in the Amount column of the Breakpoints table. Do not enter a decimal point. ❏ Repeat these steps until a pattern emerges. ❏ Select the Number of the breakpoint that begins the pattern in Begin Repeat. ❏ Select the Number of the breakpoint that ends the pattern in End Repeat. Example This restaurant uses breakpoint taxes. The example above shows a repeating pattern that begins with 16 and ends with 34. 3700 POS Configurator User’s 6-5 Sales Tax Rates Canadian Tax Complete the Canadian Tax form for Canadian Tax rates. 6-6 Sales Tax Classes Tax Classes Once you’ve created the tax rates a restaurant will use, you can group them into tax classes. Tax classes are applied in the Menu Item Classes form and determine the taxes that apply to specific classes of food and beverages. For example, menu item classes that are food items might have a tax class called “Food Tax” applied, beverages might have “Beverage Tax” and condiments might have a tax class called “No Tax.” Programming Create the tax classes this restaurant requires. Example This restaurant needs tax classes for applying food and beverage taxes separately and in combination. A tax class called “All Taxes” is created. 3700 POS Configurator User’s 6-7 Sales Print Classes Print Classes Use this form to create print classes to control how and where different types of menu items print. You can select from the following print locations for each print class you create: Print on... ❏ Customer receipt ❏ Local order receipt ❏ Journal ❏ Report ❏ Guest Check In addition you can select from the list of remote order devices you programmed in Devices| Order Devices to control where items in each print class print. It useful to remember that remote order devices can be “logical” devices. This means that two remote devices may actually print at the same physical device. Selecting a Print Class Select a print class to control where and how each menu item will print. For example, menu items such as entrees, appetizers, and drinks need to print on guest checks, journals and reports. Bottled wines might be programmed to print a local order receipt and food condiments may only print to the journal and reports. A Print Class can also be used to control the order in which items print. Within a Print Class items will sort and print in the order in which they are entered. Print Classes can also be used to: 6-8 ❏ sort draft beer orders before bottle beer orders ❏ print high prep time foods before low prep time foods ❏ print certain types of menu items in red ❏ exclude condiments from customer receipts Sales Print Classes Programming Create the print classes required by this restaurant. Example This restaurant uses two print classes to control the printing of bar condiments. Priced bar condiments are programmed to print on the journal and reports. Unpriced condiments do not print to the journal or reports. They are only programmed to print in red on the customer receipt/check. 3700 POS Configurator User’s 6-9 Sales Menu Levels Menu Levels Use this form to define a set of menu level classes to simplify menu item programming. Menu levels serve to “filter out” menu items that should not be available under certain conditions. Each menu item is linked to a menu level class in the Menu Items form. The menu levels you enable for each class determine: ❏ Which Main Menu levels will allow access to items in this class ❏ Which Sub-menu levels will allow access to items in this class ❏ Whether menu levels (Main and Sub) will remain active (Stay down) when items in this class are posted, and if not, to which menu levels will the system “pop-up” Automatic menu levels allow the 3700 system to change menu levels automatically to: 6-10 ❏ Distinguish between menu items ordered in different meal periods (such as Breakfast, Lunch, And Dinner) ❏ Identify menu items available on different menus (such as Regular, Happy Hour, Late Night) ❏ Specify different sizes of menu items (such as Small, Medium, Large) ❏ Perform a combination of the above functions. For example, the Main menu levels Breakfast, Lunch, and Dinner could be reserved for period filtering, while Sub-menu levels Small, Medium, and Large determine price filtering. Sales Menu Levels Programming Menu Level Classes Create the menu level classes required by this restaurant. Example (Main) This restaurant offers a Bagel w/ Crm Cheese during Breakfast, Lunch, and Dinner. By assigning Bagel w/Crm Cheese to the Menu Level Class “All Levels”, the bagel is available at all times of the day. The price of the bagel defaults to the breakfast (Price1) price. At other times of the day, when a bagel is ordered, the employee is required to change the menu level to charge a higher price. Example (Sub) This restaurant serves soup in cups and bowls and charges a higher price for the bowl. The Menu Level Class “Lunch and Dinner” has sub menu levels 1 and 2 enabled. This allows the restaurant to offer a cup and a bowl of soup at two different prices. During Dinner, the sub menu level pops-up to 2, the bowl price. To order a cup of Clam Chowder, the employee must press a [Change Menu Level] key. 3700 POS Configurator User’s 6-11 Sales Menu Levels Automatic Menu Levels Create a record for each automatic menu level change this restaurant requires. Example In this restaurant, the menu level automatically changes to Main Level 2 for Happy Hour in the Bar. Menu items with a Price2 value, automatically change to this price during the Happy hour period. Note The menu item must belong to a Menu Item Class with the option Enable prices 2-4 selected. 6-12 Sales Discount/Service Discount/Service Use this form to program the discounts and service charges used in this restaurant. Discounts include such items as Senior Citizen Discounts, Employee Meal Discounts, and Coupon Promotions. Typical service charges include Autogratuities, Room Service Charges, and Entertainment Cover Charges. Programming General Create each discount and service charge this restaurant requires. Example This restaurant allows employees a 24% discount on employee meals. The discount is programmed as a key that appears on the Food Discounts SLU. Employees must have a privilege level of 2 or higher to use the key. 3700 POS Configurator User’s 6-13 Sales Discount/Service Options Select the options and itemizers that apply to each discount or service charge. Example Selecting the Preset option for the Empl. Meal discount, causes the 3700 system to apply the amount entered in the Percent field on the General tab. This discount is programmed to require a reference (the employee number) and prints a validation chit for the employee to sign. 6-14 Sales Discount/Service Discount/Service Charge Use this tab to complete the programming of Discounts and Service Charges. Note: Only the options that apply to the Type are available to each record. Example This restaurant limits the Empl. Meal discount to a maximum of $5.00. To create this limit, the option Limit discount was selected and $5.00 was entered in the Amount field on the General tab. 3700 POS Configurator User’s 6-15 Sales Tender/Media Tender/Media Organizing Tender/Media Micros recommends that tender/media keys be organized numerically based on their type. This makes reports easy to read and simplifies database maintenance tasks. Types of Tender/Media A Payment subtracts the amount entered from the amount due. If the result is 0, the check is closed and the transaction finalized. Examples of payment keys include: cash, credit cards, room charges and foreign currency. Payment keys can be created to record special activity, such as house charges, walkouts, and employee meals. A Service Total ends the current transaction and saves the check information for later recall. This type of key is also used for [Reprint Check], [Print Check], [Chain/Fire], [Hold/Fire], [Seat Check], and [Print Memo Check] keys. A Pickup records the withdrawal of cash from a cash drawer, such as payment of petty cash, or when money is collected in the middle of a high-volume shift to reduce liability at each UWS. It is also used to record tips paid. A Loan records the addition of cash to a cash drawer, such as the beginning bank for a shift. 6-16 Sales Tender/Media Programming General Create each tender/media key this restaurant requires. Example This restaurant accepts cash, traveler’s checks, personal checks, food stamps, and a variety of credit cards. A tender Media key is created for each. In addition keys are created for Media handling and service total functions. The 3700 system allows you to associate an icon with each Tender/Media key. 3700 POS Configurator User’s 6-17 Sales Tender/Media Tender Select the options that apply to each tender/media key. Example For example, the option Open drawer is used with the[Cash] key, as well as with the [Tips Paid] key. Other options here are used to control the posting, HALO, and required entries for each key. 6-18 Sales Tender/Media Preset Tender Keys Create any Preset Tender Keys this restaurant uses. Example This restaurant speeds up cash handling by programming payment keys for common denominations of U.S. dollars. The payment screen might look like this: 3700 POS Configurator User’s 6-19 Sales Tender/Media Credit Card Tender Select options to control the verification and authorization requirements for credit cards accepted by this restaurant. Example This restaurant selects Verify before authorization to check the credit card number against known parameters of each credit card company before sending an authorization request. Micros recommends selecting this option for all credit cards. For more information refer to The Feature Reference Manual. 6-20 Sales Tender/Media Credit Authorization Authorization Define the authorization limits and the Credit Authorization and Electronic Draft Capture processor for each credit card key you create. Example In the example above, Visa and Mastercard are both authorized by the DEMO driver. Initial authorization requests are made for $20.00 and a 25% tip is automatically added to subsequent authorization requests. 3700 POS Configurator User’s 6-21 Sales Tender/Media Preambles Enter the range of digits that identify each credit card type. The preamble is used to associate credit cards read with the magnetic card reader with the correct payment key. Example For example, Visa is the only card that starts with 4. By entering 4*, any card that begins with 4 is identified as Visa by the system. 6-22 Sales Tender/Media Property Management System (PMS) Select the options that apply to each PMS key. Example For example, the Room Charge key allows the posting of 0.00 dollar amounts and a 19 character reference. 3700 POS Configurator User’s 6-23 Sales Tender/Media Service Total Options Select options to add functionality to service total key types. Example To create a key that will “chain” several checks together, select Chain Order. The orders on the chained checks will all be sent to order output devices when the Fire key is pressed. This feature ensures that guests at the same table, but with separate checks, receive their food at the same time. 6-24 Sales Tender/Media Printing Select the printing options that this restaurant requires for each key. Example The Media Declaration key above is programmed to print a validation chit. However, none of the print check options are selected because a media declaration does not require a check to print. 3700 POS Configurator User’s 6-25 Sales Currency Currency Use this form to program the system to accept alternate currencies. Programming Define the other currencies this restaurant accepts. Example Customers in this restaurant often pay with Canadian currency. The system is programmed to prompt the cashier for the currency in which to issue change. The UWS has two cash drawers assigned in the User Workstations form; one for U.S. currency and one for Canadian currency. 6-26 Sales Courses Courses Use this form to define courses in restaurants that offer fixed price meals. For more information about Fixed Price Meals, see the 3700 Feature Reference Manual. Some of the characteristics of courses are: ❏ Posting a priced menu item as a course forces its price to be zero ❏ Posting additional course selections above those allowed with the fixed price meal causes the customer to be charged for the additional items ❏ Course selections may be posted during any service round Use the following table to understand the steps for programming the Courses form. A restaurant offers the following fixed price meals: Courses in Meal Price Course Selection Group Soup/Salad, Entree, Dessert $12.95 Lunch Appetizer, Soup, Salad, Entree, Dessert $21.95 Dinner 3700 POS Configurator User’s 6-27 Sales Courses Programming Courses Create a record for each course this restaurant offers as part of a fixed price meal. The name can be descriptive, such as “Soup” or numeric, Course 1, Course 2, etc. Example This restaurant offers two fixed price meals; one at lunch and one at dinner. The lunch meal offers a choice from three courses: Soup/Salad, Entree, and Dessert. The dinner meal offers four courses: Appetizer, Soup/Salad, Entree, and Dessert. A record is created for each course that is part of a fixed price meal. 6-28 Sales Courses Course Membership Create the course membership groups required by this restaurant. Example The lunch meal allows a choice of either Soup or Salad as one of its courses. A course membership that includes soup and salad items is created. In the Menu Items form, items that are offered in this course are assigned to this Course Membership. 3700 POS Configurator User’s 6-29 Sales Courses Course Selection Create a record for each type of fixed price meal this restaurant offers and select the courses included in the meal. Example The fixed price lunch meal in this restaurant includes selections from the Soup/Salad, Entree, and Dessert courses. 6-30 Sales Descriptors Descriptors In the 3700 system, a descriptor is a word or phrase that appears on a UWS display, report, and/or prints at a 3700 printer. Use the Descriptors form to program: ❏ SLU names and styles ❏ Sales Itemizers ❏ Headers and Trailers Programming Discount/Service SLU Enter a name to describe each SLU this restaurant requires and select a style for generated keys. Example This restaurant displays two different SLUs for discounts. By creating separate SLUs for each type of discount, this restaurant is able to display only the discounts that apply in each revenue center. 3700 POS Configurator User’s 6-31 Sales Descriptors Menu Item SLU Enter a name to describe each Menu Item SLU this restaurant requires and select a style for generated keys. Example The employee can easily locate the menu item, Ice Cream, because it’s logically assigned to an SLU. In this case Desserts! 6-32 Sales Descriptors Tender/Media SLU Enter a name to describe each Tender/Media SLU this restaurant requires and select a style for generated keys. Example This restaurant places keys for tendering cash, checks, credit cards and Traveler’s Checks on a Screen Lookup that can be accessed from the Default Transaction screen. 3700 POS Configurator User’s 6-33 Sales Descriptors Sales Itemizers Create the itemizers this restaurant requires for subtotaling menu items. Example This restaurant subtotals food and soft beverages separately from liquor, beer and wine. 6-34 Sales Descriptors Headers and Trailers Enter a name to describe each Header and Trailer this restaurant requires. Example The Bar Check header created above prints on customer receipts. 3700 POS Configurator User’s 6-35 Sales Condiments Condiments Use the Condiments form to program the condiment groups for this restaurant. Programming Condiment Groups Create a group for each type of condiment required by this restaurant. Example This restaurant requires condiment groups for Meat and Fish preparation because it offers several entrees of this type. 6-36 Sales Condiments Condiment Membership Create larger membership classes for condiments and select the groups that belong to each. Example A condiment Membership class called “Meat Temperatures” is created. Meat Temperature selections are placed in this class when programming the Menu Items form as shown below: 3700 POS Configurator User’s 6-37 Sales Condiments Condiment Selection Create the allowed and required condiment selections required for each type of menu item in this restaurant. Example A separate condiment selection is created for cheeseburgers in this restaurant. When used as a Required Condiment selection in the Menu Items form, the employee is required to post the Meat Temperature, Cheese Choice, and Starch choice for cheeseburgers. Another condiment selection group which includes general condiment selections such as mayonnaise, ketchup, and pickles is used as an Allowed Condiment selection for cheeseburgers. The section of the Menu Items form shown below shows how condiment selections are used. 6-38 Sales Menu Item Classes Menu Item Classes Use the Menu Item Classes form to simplify programming by assigning the same privilege levels and option settings to all menu items in a class. Programming Description Create the Menu Item Classes required by this restaurant. Example Menu items assigned to the Menu Item Class “Cocktail/Liquor” share characteristics assigned to the class. A Bloody Mary and a Daiquiri, for example, share the same Tax Class and itemizer selections. 3700 POS Configurator User’s 6-39 Sales Menu Item Classes General Options Define the characteristics of each menu item. Example You can define certain Menu Item Classes as Beverages when you are using the Beverage Control feature of the 3700 system. See the 3700 Feature Reference Manual for information about this feature. 6-40 Sales Menu Item Classes Print/Display Options Select options to control the printing and display of each class of menu items on order chits, customer receipts, and UWS displays. Example Menu Items in the “Cocktail/Liquor” class are programmed to print as nicknames at the order printer located behind the bar. The nickname for each item is entered in the Name2 field of the Menu Items form. 3700 POS Configurator User’s 6-41 Sales Menu Item Classes Price/Totals Select the required pricing and posting options for each class of menu items. Example This restaurant reduces drink prices during Happy Hour. By selecting Enable prices 2 through 4 and Use sub menu level for prices, the restaurant can create several prices for the drinks in this Menu Item class. 6-42 Sales Menu Items Menu Items Use this form to program menu items. The Menu Item table is one of the largest in the database. You should plan and organize it before program it. Note Condiments which are offered as charged items and as non-priced items must be entered twice. Organizing the Menu Items form MICROS recommends that menu items be organized numerically based on their Major Group and further divided by Family Group. This makes reports easy to read and simplifies database maintenance tasks. For example, you might include an Index at the top of the form which lists the numbers associated with each Major Group. Within each Major Group, Family Groups may also be assigned a specific numeric range. For example, all menu items belonging to the Major Group, “Beer” might be assigned a numeric range of 1000 - 1999. Within the “Beer” Major Group, the Family Group, “Draft Beer” could be numbered 1000-1099, while another Family Group “Bottled Beer” could be numbered 1100-1199. You should group menu items according to similarities and preassign ranges of record numbers. Use the example below as a starting point. Numbering varies for each restaurant, depending on the number of menu items in each Major Group. A Numbering Plan 1000 Beers 2000 Glass Wines 3000 Bottle Wines 5000 Liquor 6000 Aperitif 6100 Brandy 6200 Cognac 6300 Sherry/Port 6400 Liquors 8000 Cocktails 3700 POS Configurator User’s 20000 Food Preps 25000 Bar Preps 35000 Non-Alcoholic 101001 Appetizers 101101 Soups 102001 Salads 103001 Sandwiches 104001 Pastas 105001 Entrees 106001 Desserts 199001 Specials 6-43 Sales Menu Items Naming Menu Items The 3700 system allows you to assign two names to each menu item. Programming determines whether Name1, Name2, or both, appear in the transaction detail, and on guest checks, receipts and remote order devices. Name1 prints on reports. Name2 can be used where the kitchen staff speaks a another language, or where the kitchen uses abbreviations. SLU Priorities Assign an SLU priority to control the order in which items display on touchscreens. For example, a long list of mixed drinks might display alphabetically on several screens when the [Cocktail] key is pressed. By assigning the most popular drinks an SLU priority of 1, and others a priority of 2 or 3, you can create three alphabetical lists of cocktails. Employees will find the popular drink on the first pages. Assigning Menu Items to Courses If the menu item is: 6-44 ❏ A course in a Fixed Price Meal, select the course to which it belongs in the Course Membership field. For example, Clam Chowder would belong to the Soup course. ❏ A fixed price meal, select the course selection group from which choices may be selected in the Course Selection field. For example the Seafood Special might include selections for a selection group that includes the courses Salad, Entree, and Dessert. The courses that are included in each Course Selection option are programmed in the Courses form. Sales Menu Items Programming Definition/General Create a record for each menu item and condiment this restaurant requires. Example In this restaurant, bottled wines are programmed to display in an NLU (Number Lookup) window because the list is so lengthy. The employee chooses an item by entering the NLU number. 3700 POS Configurator User’s 6-45 Sales Menu Items Definition/Groups Select the groups for each menu item this restaurant requires. Example You can select a Menu Item and Condiment Group for each menu item. The menu item will be included in sales totals for the selected group. 6-46 Sales Menu Items Definition/Options Select the options that apply to this menu item. Example This restaurant has a limited number of lobsters each day for sale. Selecting the option Check availability causes the system to display the prompt: “THIS MENU ITEM IS SOLD OUT” when there are no more lobsters available. If an order is placed for more lobsters than is on hand, the system responds with the prompt, “ONLY [#] ITEMS REMAINING”. If, for some reason, the restaurant did not receive their shipment of lobsters, the system responds with the prompt “MENU ITEM NOT AVAILABLE”. Note The manager enters the number of lobsters available each day through Manager Procedures. 3700 POS Configurator User’s 6-47 Sales Menu Items Reports Select the Major and Family Groups for each menu item this restaurant requires. You can select a Major, and Family Group, for each menu item. The menu item will be included in sales totals for the selected groups. 6-48 Sales Menu Items Prices Create prices for each menu item and condiment this restaurant requires. Example Each menu item may have up to four different prices. The prices may change depending on the revenue center, time of day, or active menu level. In order for a menu item to have more than one price, the option Enable prices 2-4 must be selected in Menu Item Classes | Price/Totals. 3700 POS Configurator User’s 6-49 Sales Menu Items 6-50 Chapter 7 Revenue Centers The forms in the Revenue Centers folder contain options for customizing restaurant operations in each revenue center. In this chapter Overview .................................................................................... 7-2 RVC Credit Cards......................................................................7-3 RVC Discount / Service .............................................................7-7 RVC Display Design ..................................................................7-8 RVC Posting...............................................................................7-9 RVC Printing ........................................................................... 7-11 RVC Print Design ....................................................................7-13 RVC Interfaces ........................................................................7-18 RVC Seats ................................................................................7-20 RVC Table Seating ..................................................................7-21 RVC Taxes................................................................................7-22 RVC Touchscreens ...................................................................7-25 RVC Transactions....................................................................7-28 3700 POS Configurator User’s 7-1 Revenue Centers Overview Overview Different revenue centers are defined within a system to provide sales tracking, accounting, and transaction control. Usually, a revenue center matches an outlet in the restaurant, such as a bar, dining room, or a retail shop. Defining options for each revenue center allows a restaurant to: ❏ Provide accounting information for outlets in the system, as a subset of the system. ❏ Control or restrict access. ❏ Define functional characteristics for the outlet. For instance, the operations in a bar can vary from those in a dining room. Configure the forms in the Revenue Centers folder in the following order: 1. RVC Credit Cards 2. RVC Discount/Service 3. RVC Display Design 4. RVC Interfaces 5. RVC Posting 6. RVC Printing 7. RVC Print Design 8. RVC Sales 9. RVC Taxes 10. RVC Transactions 11. RVC Touchscreens 7-2 Revenue Centers RVC Credit Cards RVC Credit Cards Different revenue centers require different credit card handling options. The 3700 system allows you to customize credit card handling in each revenue center. Programming General Select the credit card options that apply to each revenue center. Example This restaurant has several workstations in the Restaurant revenue center. By selecting the option Display CA status on UWS only, the status of pending credit authorizations can be displayed separately, at each UWS. 3700 POS Configurator User’s 7-3 Revenue Centers RVC Credit Cards Headers/Trailers Select the headers and trailers to print on credit card vouchers for each revenue center. Example The example below shows the credit card trailer for the Restaurant revenue center. Trailers are programmed in Sales|Descriptors. Tip:_______________________________ Total:_____________________________ ___________________________________ Signature Thanks for dining with us! 7-4 Revenue Centers RVC Credit Cards Floor Limits Enable the secondary floor limits for each revenue center. Example The Restaurant revenue center enables a secondary floor limit to control when a second request for authorization is initiated. In this example, a second authorization is requested anytime the service total reaches 10% more than the initial authorization amount. Floor limits are established in Sales|Tender/Media (Credit Auth tab). Note Some credit card processors require authorization of all transactions regardless of the amount. 3700 POS Configurator User’s 7-5 Revenue Centers RVC Credit Cards Printing Select options to control the printing of credit card vouchers in each revenue center. Example This restaurant selects the option Print voucher in background to cause a credit card voucher to print automatically when authorization is received. This feature is used with the Suspend /Resume feature of the 3700 system. For more information about the Suspend/Resume feature, see the 3700 Feature Reference Manual. 7-6 Revenue Centers RVC Discount / Service RVC Discount / Service Discounts and Service Charges may be controlled at the revenue center level. Programming Select discount and service charge options for each revenue center. Example This revenue center charges a 15% autogratuity on every check. This service charge is created in the Sales|Discount/Service form. 3700 POS Configurator User’s 7-7 Revenue Centers RVC Display Design RVC Display Design The options in RVC Display Design allow you to control the display in each revenue center. For example, you can control the sorting and consolidation of items posted in a previous round for each revenue center. Programming Select the display options for each revenue center. Example This restaurant uses the term “Beverage” to display with the Beverage Control prompt in the Restaurant. They might choose “Drinks” to display in the Bar. For more information about Beverage Control, see the 3700 Feature Reference Manual. 7-8 Revenue Centers RVC Posting RVC Posting Use the RVC Posting form to select the keys to which cash and bank tenders should post, and choose the number of days of check detail to store. Other posting options that can be determined at the revenue center level include rounding, posting to transaction or check employee, and order type totals posting options. Programming General Select separate posting options for each revenue center. Example This restaurant uses a key named “Cash” to record change due amounts and Tips Paid regardless of which tender key is used to perform the action. 3700 POS Configurator User’s 7-9 Revenue Centers RVC Posting Options Select totals and rounding options for each revenue center. Example In this restaurant, the host seats the guests and begins a check before the waiter or waitress is assigned (the host is the check employee.) The restaurant selects the option Current round posts to transaction employee to track the revenue generated by each waiter or waitress. Otherwise totals in this restaurant would only post to the host. 7-10 Revenue Centers RVC Printing RVC Printing Use the Revenue Center Printing form to customize check operations and printing in each revenue center. Programming General Complete the fields to control printing in each revenue center. Example The Restaurant revenue center is programmed to allow three checks to print before authorization is required. The Bar however, only allows one check to print before authorization since more supervision is desired in the Bar environment. 3700 POS Configurator User’s 7-11 Revenue Centers RVC Printing Options Select the desired printing options for each revenue center. Example This restaurant selects the option Partial cut after customer receipt, to keep receipts printed near the door to the restaurant from blowing away. 7-12 Revenue Centers RVC Print Design RVC Print Design Use this form to design a different look for receipts and guest checks in each revenue center. Programming General Enter the names to print on guest checks, customer receipts, and order output for each revenue center. Example This revenue center uses the word “Subtotal” on guest checks and receipts. 3700 POS Configurator User’s 7-13 Revenue Centers RVC Print Design Parameters Enter the number of lines needed to control the length of customer receipts in each revenue center. Example The Restaurant uses a guest check that includes a pre-printed logo. By entering 12 in the Lines before header field, the guest check begins printing below the logo. (Micros slip printers print 6 lines per inch.) 7-14 Revenue Centers RVC Print Design Guest Checks Select options to determine what prints on guest checks in each revenue center. Example Guest checks in the Bar revenue center include the time and date. 3700 POS Configurator User’s 7-15 Revenue Centers RVC Print Design Options Select options to control the printing of checks and order chits in each revenue center. Example In the Restaurant revenue center, voids print in red on order chits to alert kitchen employees not to prepare the item. 7-16 Revenue Centers RVC Print Design Headers and Trailers Select a different header and/or trailer to print on guest checks, customer receipts, and local orders in each revenue center. Example In this restaurant, checks printed in the Bar revenue center display a different name than checks printed in the Restaurant revenue center. 3700 POS Configurator User’s 7-17 Revenue Centers RVC Interfaces RVC Interfaces Use the RVC Interface folder to identify the PMS (Property Management System) and SIM (System Interface Module) configuration on a Revenue Center basis. Programming SIM Select the display options for each revenue center. 7-18 Revenue Centers RVC Interfaces PMS Select the display options for each revenue center. 3700 POS Configurator User’s 7-19 Revenue Centers RVC Seats RVC Seats Use the RVC Seats form to control the operation of the Seats feature in each revenue center. Programming Enable seat handling in appropriate revenue centers. Example This restaurant has four revenue centers: Bar, Restaurant, Catering and Retail. Seats are enabled only in the Restaurant and Bar. 7-20 Revenue Centers RVC Table Seating RVC Table Seating Use the RVC Table Seating form to define service points in the in each revenue center. Usually, the point of service is a table, but a “table” can be any conveniently defined point or area of service. Table Names A table names can be any 4 alphanumeric characters. Table names need not be in any particular order. Different revenue centers can assign the same table names without affecting system-wide table counts, providing that each table in the system has a unique table record number. Within a revenue center, however, if checks are to be begun, picked up, or transferred by table number, every table must be given a unique name. Programming Create records for the tables in each revenue center. Example The Restaurant revenue center has tables numbered 1 through 50. 3700 POS Configurator User’s 7-21 Revenue Centers RVC Taxes RVC Taxes Use the RVC Taxes form to customize tax operations in each revenue center. Programming General Define the tax options for each revenue center. Example In the Restaurant revenue center the phrase that prints on customer receipts and guest checks is “Tax.” 7-22 Revenue Centers RVC Taxes Value Added Tax (VAT) Select options that affect how Value Added Taxes (VAT) print on guest checks in each revenue center. VAT is a form of sales tax used outside the United States. 3700 POS Configurator User’s 7-23 Revenue Centers RVC Taxes Canadian Tax Configure the Canadian tax printing options for each revenue center. Example The example below shows how tax lines print when the option Print separate Canadian tax lines is selected. 7-24 Revenue Centers RVC Touchscreens RVC Touchscreens Use the RVC Touchscreens form to customize touchscreen displays in each revenue center. Programming Touchscreens Select the touchscreens to display in each revenue center. Example For example, the sign in screen displayed in the Restaurant revenue center may differ from the one displayed in the Bar. Use the folder link to open the Touchscreens form if you need to create more touchscreens. 3700 POS Configurator User’s 7-25 Revenue Centers RVC Touchscreens Styles Choose a style to display open checks when an employee presses the [Pick Up Check] or [Transfer key]. You can select a different style in each revenue center for splitting checks, editing seats, and sharing checks. Example A restaurant might design more than one style for the keys that display when the [Pickup Check] key is pressed. For example, the Restaurant revenue center, with 50 tables, might use smaller keys to display open checks than the Bar revenue center that has only 10 tables. 7-26 Revenue Centers RVC Touchscreens Alerts Enable alerts in the appropriate revenue centers. Example Alert times in the Restaurant are set for 900 and 1800 seconds. 3700 POS Configurator User’s 7-27 Revenue Centers RVC Transactions RVC Transactions Use the RVC Transactions form to customize the options that control the operation of the 3700 system for each revenue center. Programming General Select the options for each revenue center. Example This restaurant often serves large groups. The option Allow table chaining is selected to allow employees to Chain and Fire orders at multiple tables. This ensures that the customers in a group receive their food at the same time. Chain and Fire Tender Media keys are required with this option. Refer to the 3700 Feature Reference Manual for more information on Chain and Fire. 7-28 Revenue Centers RVC Transactions Checks/Receipts Select options to control check and receipt handling in each revenue center. Example In the Bar, Allow fast transactions enables employees to begin a check by pressing a menu item key. This allows for faster service in this revenue center. 3700 POS Configurator User’s 7-29 Revenue Centers RVC Transactions Cashier Select the options that control cashiering in each revenue center. Example For example if you enter “Cashier” in the Cashier Name field the prompt “ENTER CASHIER ID NUMBER” displays. 7-30 Revenue Centers RVC Transactions Security Select the security options required by each revenue center. Example This restaurant wants to be sure employee meals are charged to the correct employee. The option Use employee ID when entering employee meal, adds an additional layer of security. The employee ID is entered in the ID field of the Employees form. 3700 POS Configurator User’s 7-31 Revenue Centers RVC Transactions Menu Levels Select a default menu level for each revenue center. Example In the Bar, when a customer orders a large drink, the price is drawn from Sub Menu Level 3 and the prefix “LG” prints and displays in front of the menu item. Note A menu level “pops up” when it returns to the default menu level after a transaction such as a service total. 7-32 Revenue Centers RVC Transactions Retail The Retail options will be available in a later version. 3700 POS Configurator User’s 7-33 Revenue Centers RVC Transactions 7-34 Chapter 8 Employees Use the Employees folder to program information about a restaurant’s employees and schedule. In this chapter Overview .................................................................................... 8-2 Employee Classes ......................................................................8-3 Configurator Access ................................................................ 8-11 Jobs ..........................................................................................8-12 Employees................................................................................8-14 Time and Attendance ..............................................................8-18 Time Clock Schedule ...............................................................8-22 3700 POS Configurator User’s 8-1 Employees Overview Overview Use this folder to create Employee Classes to control privileges, and to enter individual employee information. If you are using the Time and Attendance feature, you’ll assign job codes and program the Time and Attendance and Time Clock Schedule forms. Before you begin to enter information about individual employees, use the forms provided with the 3700 Site Survey to organize the information. Program the forms in this folder in the following order: 1. Employee Classes 2. Configurator Access 3. Jobs 4. Employees 5. Time and Attendance (Optional) 6. Time Clock Schedule (Optional) 8-2 Employees Employee Classes Employee Classes Employee Classes allow you to: ❏ Generate reports for specific kinds of employees ❏ Simplify programming by assigning the same privilege and option settings to all employees in a class Organize employees according to the duties that they perform most often, and then by privileges. Assign each division in duties or privileges to a separate Employee Class. Programming Clock In/Sign In Create the Employee Classes required by this restaurant and assign privileges related to Time and Attendance and Sign In. Example In this restaurant, the employee class, Bartenders, is privileged to use one-touch sign in keys. The default touchscreen (Bar Main) is programmed to display two one-touch keys, one for each bartender on duty. 3700 POS Configurator User’s 8-3 Employees Employee Classes Privileges Select the privileges for each employee class. Example The Managers in this restaurant are privileged to create and settle credit card batches, as well as to edit and report on credit card batches. The table below shows the privilege hierarchy in the 3700 system. Privilege Level 8-4 3 Highest - Managers, Property Experts 2 High - Assistant Managers, Head Waiters, Hosts 1 Low - Kitchen Staff, Bus Persons 0 No restrictions - access to this key or operation is not restricted Employees Employee Classes Procedures Select the procedures that each employee class may perform. Example In this restaurant, Managers often redirect printer output during slow periods when two order output devices are not needed. 3700 POS Configurator User’s 8-5 Employees Employee Classes Transactions Select the options that control the transactions each employee class may perform. Example In this restaurant cashiers are privileged to use the [No Sale] key in order to make change for the jukebox. 8-6 Employees Employee Classes Guest Checks Assign privileges involving checks to the appropriate employee classes. Example In this restaurant, the options Pickup check and Begin check are selected for servers. Other options, such as Pick up others’ check, are reserved for managers and cashiers. Remember, if you do not assign a privilege to an employee class, employees may only perform the operation by obtaining authorization. 3700 POS Configurator User’s 8-7 Employees Employee Classes Printing Select the options that control printing for each employee class. Example In this restaurant, servers print checks when the customer requests one (on demand). A [Print Check] key is programmed on the touchscreen. 8-8 Employees Employee Classes Void/Return Select the void and return privileges for each employee class. Example Servers in this restaurant may void only current round menu items. The privilege of voiding previous round menu items is reserved for management. Note Voids and returns can be programmed to require a reason. See “Reasons” on page 5-9. 3700 POS Configurator User’s 8-9 Employees Employee Classes Options Assign privileges to each employee class to control tendering, cashier and cash drawer assignment, and menu level changes. Example In this restaurant cashiers are responsible for balancing a cash drawer. The employees in this class use an [Assign Cashier] key to create a cashier link. Another method of assigning a cashier link is by UWS. See “User Workstations” on page 4-11 for more information. 8-10 Employees Configurator Access Configurator Access The Configurator Access form allows you to privilege some employee classes to view programming information, or to make changes to all or some forms. Programming Choose the forms that each employee class may access in POS Configurator, and indicate the actions they may perform. Example This restaurant allows servers to read the Menu Items form. They may not update, add, or delete records however. 3700 POS Configurator User’s 8-11 Employees Jobs Jobs In most cases the employee classes you create will translate into specific jobs. You might create jobs such as, Dishwasher, Chef, Kitchen Manager, Line Cook, Headwaiter, Server, Bartender, Manager, and Assistant Manager. You can define a default pay rate for each job and specify if employees clocking into that job are required to declare tips in the Jobs form. Programming Job Definitions Create the jobs required by this restaurant. Example In this restaurant the default regular pay rate for a cook is $5.00 per hour. Employees clocking in under this job will be paid this rate unless a different wage is programmed in the Employees form (Job Rates tab). 8-12 Employees Jobs Job Categories Create categories for reporting purposes. Then assign each Job in the definitions tab to a category. Example This restaurant groups Dishwashers, Chefs, and Cooks into a job category called Back. 3700 POS Configurator User’s 8-13 Employees Employees Employees Organizing Employee Information There are several ways to organize the employees form. You can list employees alphabetically from A to Z, or you can list employees alphabetically according to their employee class. This arrangement simplifies programming and maintenance. Programming General Enter each employee’s name. Then complete the fields on the General form. Example Jake, a Server, is assigned the employee ID 5. He will use this number to sign in and clock in to the 3700 system. 8-14 Employees Employees Options Assign a cash drawer to employees that require one. Example In this restaurant, Bartenders are responsible for balancing a cash drawer at the end of their shift. Jennifer and Mathew are assigned cash drawers 1 and 2 respectively. 3700 POS Configurator User’s 8-15 Employees Employees Employee Status Select a cashier link for each employee’s totals posting. Example Jake’s totals will post to Cashier 1 in reports. 8-16 Employees Employees Job Rates Select the Job that this employee most often performs and indicate any change in pay or clock in grace. Example Matthew, a long-time employee, is paid at a higher rate than the default pay rate established for cooks in the Jobs form. The higher rates are entered in the Override Rate fields. 3700 POS Configurator User’s 8-17 Employees Time and Attendance Time and Attendance Note Programming of this form is not required unless your restaurant uses Time and Attendance. Use the Time and Attendance form to program the 3700 system to keep track of wages, hours, and schedules. Programming General Define the payroll information for this restaurant. Example This restaurant’s payroll begins on Sunday and is calculated weekly. 8-18 Employees Time and Attendance Time Clock Schedule Enable the schedule created in the Time Clock Schedule form, and select the desired options and grace periods. Example This restaurant uses the Time Clock Schedule. Employees in this restaurant are allowed a 15 minute grace period when clocking in or out. This means they may clock in up to 15 minutes before or after their scheduled start time. If they attempt to clock in outside this grace period, the system will require authorization. Note Individual employees may be given a specific late clock in grace in the Employees form. The Employee Classes form provides options for overriding the Time and Attendance grace periods. 3700 POS Configurator User’s 8-19 Employees Time and Attendance Overtime Define the overtime parameters for this restaurant. Example This restaurant’s daily overtime begins after 24 hours on the time clock. 8-20 Employees Time and Attendance Breaks Enter information about break durations, prompts and authorization for this restaurant. Example This restaurant allows employees one paid and one unpaid break each day. When employees clock out, they are prompted, “Are you taking a paid break?” In addition, the system is programmed to require authorization for employees clocking in late from paid or unpaid breaks. The restaurant does not track early clock ins. 3700 POS Configurator User’s 8-21 Employees Time Clock Schedule Time Clock Schedule Programming of this form is not required unless the Time and Attendance feature is used in this restaurant. While Time and Attendance tracks hours and wages, the Time Clock Schedule lists the days and hours each employee works. Each employee may be assigned a job. To reduce labor costs, employees may be prevented from clocking in early or clocking out late, and the schedule can be used to call attention to employees who clock in late or clock out early. Programming Create a schedule for each employee. Example Each employee is assigned a date and time for clocking in and out. Micros recommends using Table View for programming the Time Clock Schedule form. If no Job Title is assigned, the employee is prompted to select a job when clocking in. 8-22 Chapter 9 Reporting Use the Reporting folder to program totals tracking, create autosequences, and automate routine tasks. In this chapter Overview .................................................................................... 9-2 Report Templates ......................................................................9-3 Report Classes ...........................................................................9-5 Report Date Range ....................................................................9-6 Schedule Classes .......................................................................9-7 Cashier Totals............................................................................9-9 Historical Totals ......................................................................9-10 Report Groups .........................................................................9-12 Tracking Groups ......................................................................9-15 Autosequences .........................................................................9-17 Autosequence Steps.................................................................9-18 3700 POS Configurator User’s 9-1 Reporting Overview Overview Use the forms in the Reporting folder to customize reporting to meet a specific restaurant’s needs. The 3700 system comes with many standard report templates which may be used to run reports manually, or included in autosequences. You can create additional Report Classes, Date Ranges, Schedules, Totals information, and Tracking and Reporting Groups in this folder. Program the forms in the following order: 1. Report Groups 2. Tracking Groups 3. Historical Totals 4. Report Classes 5. Report Templates 6. Report Schedule 7. Report Date Range 8. Autosequences 9. Autosequence Steps 9-2 Reporting Report Templates Report Templates The system ships with a set of standard report templates designed by MICROS. The reports run from the Autosequences and Reports module are based on the templates in the Report Templates form. Templates also include formulas that calculate information for some fields. 3700 POS Configurator User’s 9-3 Reporting Report Templates Programming Use this form to add any specialized report templates this restaurant requires. Example This report was generated by the Daily System Sales Detail template. 9-4 Reporting Report Classes Report Classes The sample database provides you with predefined report classes. Report classes are useful because there are over 200 report templates in the sample database. Report classes allow you to assign similar attributes to a group of reports. Programming Create any additional Report Classes required by this restaurant. Example The report templates System Job Summary, Employee Time Card and Job Detail, and Employee Job Summary belong to the Report Class “SYS Labor.” SYS Labor reports are programmed to prompt for a date range. These reports run from the Labor category in the Reports module. 3700 POS Configurator User’s 9-5 Reporting Report Date Range Report Date Range Use the Report Date Range form to create date ranges for reports whose Report Class have the option Prompt for Date Range selected. Offset The Offset field can be used to modify a date type by selecting a specific start or end date. For example, you could create a report range for yesterday by selecting Business Date (for the current business date) and entering -1 in the Offset Day field. Programming Create the reporting ranges required by this restaurant. Example A date range for last month is created by the entries in the example above. 9-6 Reporting Schedule Classes Schedule Classes Use the Schedule Classes form to create schedules for reports generated by autosequences. Programming General Create the report schedules this restaurant requires. Example In this example Daily Shift Reports runs every day beginning at 10:00a.m. and repeats every four hours. 3700 POS Configurator User’s 9-7 Reporting Schedule Classes Days/Months Use the numbers 1 - 31 (for days) and 1 - 12 (for months) to specify the dates or months included for schedule types Dates in Month or Months in Year. Example This Report Schedule reports totals for the 7th, 14th, 21st, and 28th of each month. 9-8 Reporting Cashier Totals Cashier Totals Use this form to create a name for each cashier link in the system. The name might be assigned to an employee or a UWS depending on the method this restaurant uses to track cashier totals. Programming Create a cashier link for each UWS or Employee. Example In this restaurant each employee is assigned a cashier link. 3700 POS Configurator User’s 9-9 Reporting Historical Totals Historical Totals Use the Historical totals form to determine a period of time for saving totals accumulated by the 3700 system. Before you can assign Historical Totals to each database totals table, you must create the classes. The sample database includes some predefined classes for your use. Programming Classes Create any additional Historical Totals classes required by this restaurant. Example Totals in the Weekly Totals class are saved for 7 days. Selecting the option Do not create daily total means that daily totals are not stored for totals in this class. This option helps to minimize the size of the database. 9-10 Reporting Historical Totals Descriptor Assign an Historical Totals class to each Historical Total to determine how data is stored in this totals table. Note The Name field in the Descriptors tab is not editable. The field contains a descriptive title for each totals table in the database. Example In the table above, Shift Employee Total is assigned to the Weekly Totals class. Totals will be saved for seven days and no daily totals will be created. 3700 POS Configurator User’s 9-11 Reporting Report Groups Report Groups Report Groups provide a means for creating subtotals and sorting items on reports, as well as selecting items to include in a report. Each menu item in the system can be programmed to post to one major group, family group, and menu item group. Sales reports provide sales information for each group. Note There is no implicit relationship between these groups; no hierarchical structure. For example, family groups are not required to be a subset of major groups. Programming Major Groups Create the Major Groups required by this restaurant. Example This restaurant places Beer, Wine, and Liquor into separate Major groups. Another restaurant might place all these alcoholic beverages into one Major Group. 9-12 Reporting Report Groups Family Groups Create the Family Groups required by this restaurant. Example This restaurant creates a Family Group for each type of menu item. Soups, Salads, and Sandwiches are assigned the same category to ensure they will print together on reports. 3700 POS Configurator User’s 9-13 Reporting Report Groups Menu Item Groups Create the Menu Item groups required by this restaurant. Example Menu item groups can be used to track sales of menu items that are not part of the same family group. For example, “Light and Healthy” selections are a part of the following Family Groups: Appetizers, Entrees, Salads, and Desserts. An additional Menu Item Group called “Light and Healthy” is created to track sales of these diverse menu items separately. 9-14 Reporting Tracking Groups Tracking Groups A tracking group is a set of totals used to track specific information. How Many Totals Can I Track in One Group? When setting up tracking groups, keep in mind that you can create up to 64 tracking totals in a group, but only 48 will print on Micros standard reports. The system records information for the remaining tracking totals, but you must create a custom report to print it. See the 3700 Custom Reports Design Manual for further information on creating custom reports. Using Subtotals Tracking totals appear on standard reports in three columns, with a subtotal for each column. You may be able to get useful subtotal information by grouping tracking totals appropriately. A subtotal is provided for each of the following groups of tracking totals: ❏ Tracking totals 1-16 ❏ Tracking totals 17-32 ❏ Tracking totals 33-48. Note Some tracking totals are predefined and do not require a Tracking Number. For example, Void is predefined. When you create a tracking group that uses the Tracking Total Type Void, it stores the total number of times the Void key is used. 3700 POS Configurator User’s 9-15 Reporting Tracking Groups Programming Create each Tracking group required by this restaurant. Note Once totals are posted to a tracking group, it can no longer be modified. The Tracking Group form displays the message “Tracking Group in Use.” Example A restaurant that specializes in hamburgers may want to establish a tracking group to track the sale of these important menu items. First a name for the tracking group is entered in the Tracking Groups section on the left, in this case Hamburger Sales. Then a number and name is assigned to each item this group will track. In this example, Swiss Burger, Wally Burger, Steve’s Burger, and Veggie Burger will be tracked. Since this tracking group will track specific menu items, the Tracking Total Type is Menu Items and the Tracking Total Number field displays each menu item. 9-16 Reporting Autosequences Autosequences An Autosequence is a predefined set of reports or other commands. The steps in an autosequence can be programmed to print reports, execute external programs, call stored procedures, or call another autosequence. Programming Create each autosequence this restaurant requires. Example This restaurant creates an autosequence called “Lunch Reports” to run a series of reports after the lunch hour. The reports that are part of this autosequence are defined in the Autosequence Steps form. 3700 POS Configurator User’s 9-17 Reporting Autosequence Steps Autosequence Steps Use this form to create each step in the autosequence. If the step is a report, select the report template to use and give it a unique title on the Reports tab. You can indicate what should happen if the autosequence encounters an error on the Error Actions tab, and determine the scope of the report using the options on the Ranges tab. If an autosequence step calls another autosequence or a stored procedure, select those options on the respective tabs. Programming Ranges Select a method for determining the range of dates, shifts, revenue centers, and objects for each report in the autosequence. Example The first report in the Lunch Autosequence is programmed to prompt for a date range. 9-18 Reporting Autosequence Steps Error Actions Choose what should happen if an error occurs during this step. Example The system will ignore any errors encountered during this step. 3700 POS Configurator User’s 9-19 Reporting Autosequence Steps Call/Ext. Prog Choose another autosequence or and external program as a step. Example Starting NT Backup is a step that calls an External Program. 9-20 Reporting Autosequence Steps Report Select a report template as a step in an autosequence. Example The first step in the Lunch Reports autosequence is to run the Revenue Center Time Period Totals report. 3700 POS Configurator User’s 9-21 Reporting Autosequence Steps Stored Procedures Add any stored procedures to this autosequence. Example The first step in an end of day autosequence could be to run the stored procedure which checks for open guest checks. Using the Branch option, when open guest checks are found during this step, the system can be programmed to print an open check report. 9-22 Appendix A For 2700 Users This chapter describes the changes 2700 users will see in the 3700 POS Configurator. In this appendix What Happened to… .................................................................A-2 3700 POS Configurator User’s A-1 What Happened to… What Happened to… Some 2700 features have changed extensively or no longer exist. If a 2700 feature has been removed, it is usually because: ❏ a new 3700 feature has replaced the old feature. ❏ we implemented the feature in a different way. ❏ we are not including the feature in the current version of the 3700 system software. Broadcasting Database X Data Redundancy Configuration X File Configuration X Hexadecimal Type Fields X Keyboard Table X Liquor Dispensing System X MAP Characters PC ISN Configuration Not in Version Feature Different Obsolete The table below shows lists some 2700 features that are not included or are very different in 3700. X X Report Options X Tracking Groups X Video Display Unit X Broadcasting the Database The configuration of the 3700 system network makes broadcasting the database unnecessary. Since the 3700 database resides on the hard disk of the database server, the clients access the database from the server as needed. A change made to the database is immediately available to all clients; no database broadcast is necessary. A-2 What Happened to… File Configuration In the 2700 system, you must allocate a set amount of RAM to variable-length files to program the database.The amount of RAM installed in a 2700 system unit determines the size available for each of these variable-length files. Allocating RAM to definition tables in the 3700 database is unnecessary. The size of your 3700 database is only limited by system resources. Hexadecimal Type Fields Most fields in the 2700 database required hexadecimal values. The 3700 database does not use hexadecimal-type fields. Instead, you click a selection box to select or clear options. Cleared Selected 3700 POS Configurator User’s A-3 What Happened to… MAP Characters In the 2700 System, you can substitute up to six default characters with international or special characters, called MAP characters. 2700 Special Characters ! “ $ < > \ Ä Å Æ Ö Ü £ ß Ø É Ñ Now, you access special characters by using the Windows® 95 and Windows NT™ ANSI character set. PC ISN In a 2700 network, the MICROS PC ISN board allows you to link multiple 2700 Systems in a global communications network (ISN), creating logical systems. PC ISN is not used to network devices in a 3700 system. Instead, the 3700 system uses an industry standard Ethernet 10BaseT for networking user workstations, printers, and other devices in the system. Report Options The special report features once implemented by defining Report Options are now: A-4 ❏ Built into the report templates ❏ Options you can select in the Reporting folder Index Note: A Master Index is located in the 3700 Feature Quick Reference Manual. All page numbers are hotspots. Numerics 2700 database, converting to 3700 2-4 2700 features in the 3700 A-2 3700 Feature Reference Manual primary programming reference 2-5 3700 Site Survey using when programming a database 2-10 A adding records 3-18 add-on tax breakpoint type 6-3 percentage type 6-3 alerts enabling 7-27 alternate currency programming 6-26 automatic menu level changes 6-12 Autosequence Steps form programming 9-18 to 9-22 Autosequences form programming 9-17 availability of menu items 6-47 B backup printer using 4-9 block copy/paste tool, in POS Configurator 3-12 block delete tool, in POS Configurator breakpoints specifying 6-5 breaks programming 8-21 business day start time 5-4 business week start day 5-4 button terminology illustrated 3-7, 3-9 3-12 C CA/EDC form programming 4-20 to 4-23 calendar tool, in POS Configurator 3-11 3700 POS Configurator User’s Canadian tax programming 6-6, 7-24 cash drawer assigning 4-11 cashier assigning by workstation 4-14 Cashier Totals form programming 9-9 chain and fire programming 7-28 [Chain] key 6-16 chaining macros 5-14 class definition tables access options 1-5 described 1-6 to 1-7 classes advantages of using 1-6 to 1-7 clear tool, in POS Configurator 3-12 client/server used by 3700 1-2 condiments class definition tables used by 1-6 programming 6-36 to 6-38, 6-43 Condiments form programming 6-36 to 6-38 Configurator Access form programming 8-11 Control Panel starting 3-3 copy record tool, in POS Configurator 3-12 copy tool, in POS Configurator 3-12 copying blocks of records 3-20 database fields 3-19 single database records 3-19 courses menu items, assigning to 6-44 Courses form programming 6-27 to 6-30 credit authorization specifying limits 6-21 credit card voucher header and trailer, programming 7-4 Currency form programming 6-26 customer receipt lines on 7-14 printing on 6-8 cut tool, in POS Configurator 3-12 Index 1 Index D D daily totals creating 1-8 database adding records 3-18 backing up 2-10, 2-11 broadcasting A-2 changes, saving 3-25 fields, copying 3-19 records, copying 3-19 relational 1-3 testing 2-10 to 2-11 database server described 1-2 starting 3-4 database table types 1-5 to 1-9 updated by POS Configurator 1-2, 1-3 default touchscreen assigning 4-11 definition tables access options 1-5 described 1-5 to 1-6 delete record tool, in POS Configurator 3-13 deleting records 3-23 deleting records, as blocks 3-24 descriptors defined 6-31 programming 6-35 Descriptors form programming 6-31 to 6-35 detail tables access options 1-5 described 1-9 Devices folder programming order of forms 4-2 Devices form programming 4-5 to 4-7 discount itemizer 6-14 Discount/Service form programming 6-13 to 6-15 discounts programming 6-13 to 6-15 driver activation code entering 4-20 driver, CA/EDC programming 4-20 to 4-23 E editing records 3-22 Employee Classes form programming 8-3 to 8-10 Employee Definition Report 3-26 employee ID requiring for employee meal 7-31 Index 2 employees class definition table used by 1-6 organizing records in POS Configurator 8-14 Employees folder programming order of forms 8-2 Employees form programming 8-14 to 8-17 error actions, for autosequences 9-19 external programs running through autosequences 9-20 External Programs form programming 5-15 F family groups assigning to menu items 6-48 organizing Menu Items form by 6-43 programming 9-13 fast transaction enabling 7-29 fields copying 3-19 pasting 3-19 file configuration differences from 2700 A-3 file menu, in POS Configurator 3-7 find tool, in POS Configurator 3-12 finding records 3-21 first record tool, in POS Configurator 3-12 fixed price meal class definition tables used by courses 1-6 courses, programming 6-27 to 6-30, 6-44 floor limit. See secondary floor limit folder in POS Configurator, listed 2-9, 3-9 terminology illustrated 3-7 folder links using 3-16 foreign currency. See alternate currency forms in POS Configurator, listed 2-9 Record View, working in 3-14 to 3-16 Table View, working in 3-17 G grace periods overriding 8-19 guest check printing on 6-8 H help menu, in POS Configurator 3-8 help tool, in POS Configurator 3-13 Index I help. See online help hexadecimal fields, in 2700 A-3 hints terminology illustrated 3-7, 3-10 historical totals class definition tables used by 1-6 Historical Totals form programming 9-10 to 9-11 [Hold] key 6-16 I icons on tender/media keys 6-17 ID PC Applications 3-6 inclusive tax described 6-3 information screens 5-7 Information Screens Form programming 5-7 to 5-8 insert tool, in POS Configurator 3-13 Interfaces form programming 4-18 to 4-19 J job categories programming 8-13 Jobs form programming 8-12 to 8-13 journal printing to 6-8 macros programming 5-14 Macros form programming 5-14 main window tool, in POS Configurator 3-13 major groups assigning to menu items 6-46, 6-48 organizing Menu Items form by 6-43 programming 9-12 MAP characters, in 2700 A-4 Menu Item Classes form programming 6-39 to 6-42 Menu Item Definition Report 3-27 menu item groups assigning menu items to 6-46 programming 9-14 menu items class definition tables used by 1-6 disabling without deleting 3-23 programming 6-43 to 6-49 Menu Items form programming 6-43 to 6-49 menu levels class definition tables used by 1-6 Menu Levels form programming 6-10 to 6-12 menus in POS Configurator illustrated 3-7 modifiers. See condiments N Network Node form 4-3 to 4-4 next record tool, in POS Configurator K keyboard shortcuts in POS Configurator M 3-7 L labor day start time. See business day start time labor tracking. See time & attendance labor week start day. See business week start day last record tool, in POS Configurator 3-12 Licensing form programming 5-16 loan keys 6-16 local order receipt printing on 6-8 logical order devices programming 4-9 using 4-8, 6-8 3700 POS Configurator User’s 3-12 O object numbers changing 1-11 described 1-11 online help context-sensitive 3-16 options menu, in POS Configurator 3-8 order chits appearance of, programming 4-10 printing order type on 5-6 order devices enabling 4-15 logical, using 4-8 Order Devices form programming 4-8 to 4-10 order redirection 4-9 order types names 5-6 Index 3 Index P Order Types form programming 5-6 P paste record tool, in POS Configurator 3-12 paste tool, in POS Configurator 3-12 pasting blocks of records 3-20 fields 3-19 records 3-19 payment defined 6-16 payment keys 6-16 PC Applications ID 3-6 PC ISN, in 2700 A-4 periods programming 5-11 Periods Form programming 5-11 physical devices programming 4-5 pickup keys 6-16 pop-up menu levels 7-32 POS Configurator folders and forms listed 2-9 menus in 3-7 to 3-8 starting 3-5 toolbar 3-11 to 3-13 preambles specifying 6-22 previous record tool, in POS Configurator 3-12 prices programming 6-42 [Print Check] key 6-16 Print Classes form programming 6-8 to 6-9 [Print Memo Check] key 6-16 print tool, in POS Configurator 3-11 printers backup 4-9 class definition tables used by 1-6 communication settings, specifying 4-7 port information, specifying 4-7 printing employee definitions 3-26 menu item definitions 3-26 privileges employee class, assigning to 8-4 programming serving periods 5-12 Index 4 programming a database 3700 Feature Reference Manual as primary reference 2-5 adapting or converting an existing database 2-3 to 2-4 by feature 2-5 by form 2-6 completion, checklist 2-10 preliminary planning 2-3 suggested order 2-7 to 2-8 using the shell database 2-4 programming licensing 5-16 purging totals 1-8 R ranges for autosequences 9-18 RDBMS (Relational Database Management System) as part of 3700 system 1-3 reasons programming 5-9 to 5-10 Reasons form programming 5-9 to 5-10 Record View, in POS Configurator 3-14 to 3-16 records, in the database adding 3-18 copying and pasting 3-19 copying and pasting as blocks 3-20 deleting 3-23 deleting as blocks 3-24 editing 3-22 finding 3-21 redirection device using 4-9 relational database information in 1-4 Report Classes form programming 9-5 Report Date Range form programming 9-6 Report Groups form programming 9-12 to 9-14 Report Schedule form programming 9-7 to 9-8 Report Templates form programming 9-3 to 9-4 Reporting folder programming order of forms 9-2 reports in 2700 A-4 printing on 6-8 running through autosequences 9-21 Restaurant form programming 5-3 to 5-5 Index S returns privileges for employees, assigning 8-9 reasons 5-9 Revenue Center folder programming order of forms 7-2 RVC Credit Cards form programming 7-3 to 7-6 RVC Discount/Service form programming 7-7 RVC Display Design form programming 7-8 RVC Posting form programming 7-9 to 7-10 RVC Print Design form programming 7-13 to 7-17 RVC Printing form programming 7-11 to 7-12 RVC Seats form programming 7-20 RVC Table Seating form programming 7-21 RVC Taxes form programming 7-22 to 7-24 RVC Touchscreens form programming 7-25 to 7-27 RVC Transactions form programming 7-28 to 7-33 S Sales folder programming order of forms 6-2 sales itemizers descriptors, programming 6-34 sample database programming database using 2-3 save changes tool, in POS Configurator 3-13 saving changes to the database 3-25 scope of 3700 system 1-12 secondary floor limit programming 7-5 selecting options 3-15 sequence numbers described 1-11 service charge programming 6-13 to 6-15 service charge itemizers programming 6-14 service total defined 6-16 service total keys 6-16, 6-24 Serving Periods Form programming 5-12 SLU descriptors 6-31 to 6-33 priorities, assigning 6-44 3700 POS Configurator User’s sort options programming 7-8 sorting records, in POS Configurator 3-15 SQL defined 1-3 status tables access options 1-5 described 1-9 stored procedures running through autosequences 9-22 System folder programming order of forms 5-2 T table number described 7-21 tables, database types of 1-5 to 1-9 updated by POS Configurator 1-2, 1-4 tabs, in POS Configurator 3-15 Tax Classes form programming 6-7 Tax Rates form programming 6-3 to 6-6 taxes programming 6-3 to 6-7 Tender/Media form programming 6-16 to 6-25 time & attendance programming 8-18 to 8-21 time card adjustment reasons 5-9 Time Clock Schedule form programming 8-22 time periods programming 5-13 Time Periods form programming 5-13 timekeeping. See time & attendance totals clearing 2-11 saving 9-10 totals tables access options 1-5 described 1-8 touchscreen creating 4-24 default alpha entry, example 4-24 default transaction, example 4-24 default, assigning 4-11 sign in, example 4-24 styles, programming 4-26 Touchscreen Designer 4-27 fields 3-29 using 4-27 Index 5 Index U Touchscreens form programming 4-24 to 4-26 Tracking Groups form programming 9-15 to 9-16 tracking totals number of 9-15 subtotals of 9-15 transaction detail storing 1-8 U undo tool, in POS Configurator 3-13 User Workstations form programming 4-11 to 4-16 V Value Added Tax (VAT) programming 7-23 view all tool, in POS Configurator 3-11 view current tool, in POS Configurator 3-11 voids privileges for employees, assigning 8-9 reasons 5-9 Index 6
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