Professionals Hospitality suite - overview
The Professional Hospitality suite is designed for the small and medium-sized restaurant, takeaway/cafe, and bar. Or a combination of all three. That means, unlike other similar software, you can run a full restaurant service as well as sell items (takeaways, etc) through a tried and tested POS system. The interface design is common across all POS forms which means training can be simplified and front counter staff can be up and running in no time at all.
There are three interfaces:
1. Full service hospitality. This is designed for full service restaurants. It includes table booking, bar sales and multiple service support.
2. Mobile waiter. This is designed to complement the restaurant interface. It requires a wireless network and Windows-based tablets.
3. Cafe POS. This is designed to support takeaways and cafe operations.
The key to making the best use of the software is to set the system up to run as you want it to. It is fairly flexible and you need to take some time to familiarise yourself with what is involved in setting up and running the software.
If you sell takeaways, as well as running a full service restaurant, it is a good idea to set up a takeaways menu as well as full service menus. Items can be shared between the different menus. Setting things up that way means that one terminal can be used for takeaways and the others can be used for the restaurant. Or you can switch between menus quickly if required. That is takeaway items can also be sold in the restaurant and vice versa.
As an introduction Full Service POS is described here with links to the various components you need to set up to start using it. You should expect to take several hours, at least, to carry out a basic setup. To make full use of the software requires that you have configured the stock management system to work with the POS. This may involve you entering a complete inventory plus any required options.
Each section of the POS form is described in more detail below.
The above shows the major divisions on the Hospitality POS. These are explained in the rest of the help.
Selected party :
This displays the name of the party assigned to the docket currently displaying in the sales list. If the docket is for a regular customer their name displays. See Reservations. When you make a docket for a regular customer you may convert that docket into an invoice if the customer is a credit customer. The field is only visible if the docket is being assigned to a regular customer, or the cashier has linked the name of a walkin customer to the docket. In which case the field appears as follows:
When the customer is a walkin you may also allocate them to a tab. In which case their name appears on the tab forms as items are added.
Docket list: This displays all the items on a single docket. If the docket isn't complete you may put it on hold and release it when you wish to add more items or change the quantity of any items. For example if a party has been assigned to service that has its own menu. See stock management.
Current cashier: This is the name of the cashier currently logged on. If you need to change cashiers (for example you are running a turnover/commission payments scheme) put the current docket on hold and Lock the POS. Another cashier needs to logon to reactivate it. See user profiles. To make sure the previous cashier's id is linked to the docket select. If you wish you can activate Cashier switching
These are the normal POS buttons and are also used in the Tablet and Cafe POS forms.
Menu buttons :
These are the user defined stock line buttons. If the item has been set up (using Sales settings in Stock Management) to use the kitchen printer when you press Kitchen Pr. on the Hospitality buttons those items will print on the kitchen printer. See setting up POS buttons. Alternatively the entire, current, order can be printed by clicking Print Order. Or you can set up the POS to automatically print orders when payment is made - this should only be activated if you're using the Cafe POS.
This is the column of buttons that have been defined as belonging to a specific menu. If you have set up more than one menu you can change what buttons are visible by clicking "Change menu". You can apply up to 14 buttons to any menu. Which of these buttons you press determines what buttons are visible on the Items panel.
The Items panel is as follows:
The contents of this panel changes as you click the menu list.
To include the table number on the docket click the Assign table(s) button.
You may change the menu displayed by clicking the Change menu button and selecting the relevant menu from the list.
When a new menu is selected from the list the menu buttons will change and the selection list disappears.
Hospitality buttons : These buttons allow you to activate the hospitality-specific functions.
The Bar item sales button. This activates the bar menu and allows you to select drinks. See Bar sales You can also set up a drinks menu if you wish. The advantage of using the Bar selection menu is that it tracks the draw down of drinks ingredients if you wish to do that. It also allows the description of a drink to be more usefull - for example "shots", "snifter", "glass". The general-purpose menu selection doesn't allow that level of description.
Manage tabs. Allows you to operate on customer tabs. Tabs can be for any purchases - not just bar items. You need to set up the customer as a regular or have attached the name of a walkin custoerm to the docket. See managing bar tabs. If the customer is a regular you can convert a tab bill into an invoice.
Assign party and Close party. Allows you to assign a party to a sales docket. Once they have left you can close the party. When that has been done nothing more can be added to their docket. So don't close them until you are sure they've left and paid everything. See handling reservations.
Split docket. Allows you to split a docket between multiple members of a party. Click this immediately prior to clicking Tender..... The split docket payments form is activated. See processing a split docket. Splitting dockets allows you to use the POS tendering form to calculate how much of the docket each member of the party will pay.
Park docket - put a sales docket on hold. This allows you to set aside a party's docket and add items to it by releasing it. See holding and releasing dockets.
Release docket - to add to, or process a docket on hold, you must release it. If the docket has been assigned to a party the party's name appears in the Selected party field.
Regular Customer. This allows you to select, and allocate, a regular customer to the active docket. See regular customers.
Kitchen Printer. Use this to send items on the active docket to the kitchen printer. You need to set up the kitchen printer in the POS settings form. If an item has already been sent it won't be sent again.
Happy hour. This allows you to activate a happy hour that has been set up to operate but is not triggered automatically. See happy hour settings for an explanation of how to set up happy hours.