ALPHA POS S ERVICES. Hospitality POS Quick Reference Guide
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1 ALPHA POS S ERVICES Hospitality POS Quick Reference Guide
2 Table of Contents Opening Day Procedures Page 3 Staff Operations Page 3 Settling Transactions Page 3-6 Gift & Loyalty Page 6-7 Delivery Operations Page 7-8 Bar Operations Page 8 Manager Operations Page 8-10 End of Day Close Out Page Back Office Setups Page Rules of Cash Drawer Page 12 Related Products & Services Page 13 Representatives of Alpha POS Services can be reached through phone and tech@alphaposservices.com 2 Contact or tech@alphaposservices.com for technical support.
3 OPENING DAY PROCEDURES Clock In & Staff Bank 1. From the Logon Screen, enter in your password or swipe employee access card. 2. Select the Clock In/Out button. 3. Select the Clock/In button from the Clock In/Out Window that appears. Virtual Drawer 1. You re now clocked in with a starting zero amount. 2. Select the Ok button. Cashier 1. Select your job code. 2. Select Virtual Drawer or a Drawer assigned. 3. Count cash and enter in the denomination for the bills & coins. 4. Or enter in the starting amount for the drawer. 5. Select the Open Shift button to start the drawer. STAFF OPERATIONS To Start a Dine-In Ticket 1. Enter in your password and select Logon. 2. Select the Table button. 3. Select a Table from the Table Layout Screen. 4. Enter in the number of guests using the numeric keypad. 5. Select Ok to start a Dine-In ticket. Modify Menu Items 1. Select your menu items. 2. Select (to highlight) the item you want to modify. 3. This will bring up the Options Screen. 4. Options and Option Choices will become available. 5. Use Choice Operation buttons to enter in Add, No, Change etc. 6. Then select a Choice to modify the menu item. Split Check 1. From the Ordering Screen, select the Split Ticket button. 2. If the items were already separated for each seat then select the Split All button. 3. If not, select to highlight each item for Seat 1 and click on Seat 1 s box to drag items over. 4. Repeat step 3 for all guests. 5. Select the Ok button to split the ticket. SETTLE TRANSACTION (Close a ticket) Settle with Quick Cash 1. Select a ticket and open to pay. 2. Use Quick Cash button to close ticket with the exact tender amount of cash. Contact or tech@alphaposservices.com for technical support. 3
4 Settle from Main Dashboard 1. Enter in the ticket number using the numeric keypad. 2. Or with a scanner, scan the barcode on the ticket. 3. Select the $ button. 4. Follow steps below 2. Settle from the payment screen. Settle from the Order Screen 1. Select the $ Pay button. 2. Settle from the payment screen. Settle with Cash 1. Use Exact Tender Amount button ($ XX.XX). 2. Or use Quick Tender buttons ($10. $20, $50, $80, $100) to enter in the tender. 3. Or enter in the tender amount using the numeric keypad. 4. Then select the Cash button. 5. A window will pop up showing the change. 6. Select Done to close the ticket. Settle with Credit Card (Swipe) 1. Select the Exact Tender Amount button ($ XX.XX). 2. Select the Credit button. 3. Credit Card Payment window will pop up, now swipe the credit card. 4. A message will appear under the card number: Card Read Successfully. 5. Select the Ok button to process the transaction. Settle with Credit Card (Manual Entry) 1. Select the Exact Tender Amount button ($ XX.XX). 2. Select the Credit button. 3. Select the Keypad button on the Credit Card Payment screen. 4. Now enter in the credit card number (no spaces or dashes) and the expiration date. 5. Select the Ok button. 6. A window will appear for Zip Code Verification. 7. Enter in the customer s card zip code. 8. Select the Ok button to process the transaction. (Note: Depending on the restaurant, tip adjustments may be done after processing a card and before closing the ticket) 4
5 Tip Adjustment 3. Select the Credit Card Payment. 4. Use the numeric keypad on the payment screen to enter the tip amount. 5. Select the Enter Tip button. 6. Select the Modify button. 7. Select the Close Ticket button. Settle with a Gift Card (Swipe) 3. Select the Exact Tender Amount button. 4. Select the Gift Card button. 5. Swipe the Gift Card. 6. Select the Ok button to settle. Settle with Gift Card (Manual Card Entry) 3. Select the Exact Tender Amount button. 4. Select the Keypad button. 5. Enter in the Gift Card number. 6. Select the Search button. 7. Select the Ok button to settle. Settle with Loyalty Card (Swipe) 3. Select the Exact Tender Amount button. 4. Select the Loyalty Points button. 5. Swipe the Loyalty Card. 6. Select the Ok button to settle. Settle with Loyalty Card (Manual Card Entry) 3. Select the Exact Tender Amount button. 4. Select the Loyalty Points button. 5. Select the Keypad button. 6. Enter in the Loyalty Card number using the numeric keypad. 7. Select the Ok button to settle. 5
6 Settle with House Account 3. Select the Exact Tender Amount button. 4. Select the House Account button. 5. If this is a new customer, select the New button and enter the customer information. 6. If this is an existing customer, type in a name or phone number in the Search Field to find the existing customer in the database. 7. Select to highlight the customer s name. 8. Select the Assign House Account button to settle. Comp Ticket 3. Select the Exact Tender Amount button. 4. Select the Comp Ticket button. Settle Tickets with Multiple Payments (For Example, $50 ticket paid with half cash and half credit) 3. Enter in $25 tender using the numeric keypad. 4. Select the Cash button. 5. Then select the Remaining Tender Amount button. 6. Select the Credit button. 7. Follow steps for Credit Card Payment. GIFT & LOYALTY CARDS Sell & Activate Gift Cards 1. From the Ordering Screen, select the Menu Item-Gift Card. 2. Enter in the Gift Card Value/Amount being activated on the card. 3. Select the Pay button. 4. In the Payment Screen, select the Activate/Print Gift button. 5. Swipe the gift card. 6. The value of the activation is already entered (Note, the amount of purchase and the amount of activation can be different. This is open for stores selling for example gift cards for $100 and activating the card with a value of $110). 7. Select the Green Check Mark button to activate the card. 8. Then Close out the ticket with payment. 6 Contact or tech@alphaposservices.com for technical support.
7 Issue Loyalty Points 3. From the Payment Screen. 4. Select the Issue Loyalty button. 5. Swipe the Loyalty Card. 6. Depending on the type of Loyalty Card, a PIN number is not required. 7. Select the Ok button to issue points to this card. 8. One point is issued for every dollar spent. DELIVERY OPERATIONS Start a Delivery Order (No Caller ID) 1. From the Main Dashboard or Quick Interface Screen select the Pick-Up/Delivery button. 2. Enter in the phone number and select the Get Address button if this is an existing customer. 3. If this is a new customer, fill in the customer s name and address. 4. Then select the Delivery button. 5. Enter the order then select the Send button. 6. After you send, the Promise Time Window will appear. The default promise time is already set. The promise time may be manually changed using the Hour and Minute buttons. 7. Then select the Ok button. Start a Delivery Ticket (With Caller ID) 1. When a call comes in, the Name & Phone Number will be visible on the top left of any screen that you are on. 2. From the Main Dashboard or Quick Interface Screen, select the Pick-Up/Delivery button. 3. The Line Column to the left of the Pick-Up/Delivery/Future Orders Screen will turn red specifying the line the call was received. 4. Select the Line button that is in red. 5. If there is only one call, then the customer information should auto fill when selecting the Line button. 6. If there are multiple calls, selecting the Line button will bring up a window with the numbers that called in. 7. Select the name and phone number of the customer that is placing the order. 8. The customers address should auto fill if this is an existing customer. 9. If this is a new customer then fill in the address information. 10. Then select the Delivery button to start a ticket. Driver Dispatch 1. From the Main Dashboard or Quick Interface Screen, select the Dispatcher button. 2. Select the ticket or tickets to assign to a driver. (Driver must be clocked in.) 3. Select a Driver. 4. Select the Dispatch button. Contact or tech@alphaposservices.com for technical support. 7
8 Check Delivery Status 1. From the Main Dashboard or Quick Interface Screen, select the Dispatcher button. 2. The Delivery Status Screen will show you all the open delivery orders currently in the system. 3. A Yellow Ticket is the first reminder that the ticket is a certain time away from the promise time. 4. An Orange Ticket is a second reminder. 5. A Red Ticket is a third reminder that the ticket is very close to the promise time. 6. A Question Mark Ticket means the ticket has not been dispatched yet and is past the promise time. (Ticket reminders can be set up in the Back Office-Company Profile.) Check Delivery Status (Driver Location) 1. If your driver has a Driver Dispatcher Mobile App installed on a smartphone, from the Dispatcher (Delivery Status) Screen, select the Tracking Tab. 2. Select the Driver. 3. Select the Track Driver button. 4. Using GPS location on the App, you will see the exact location of the driver in real time. Un-Assign Driver 1. Select a Driver with an assigned ticket. 2. Select the ticket to un-assign. 3. Select the Un-Assign button or Un-Assign All button. Driver Return 1. Select the driver returning from delivery. 2. Select the Driver Return button. BAR OPERATIONS Bar Tab 1. From the Main Dashboard, enter in the number of guests using the numeric pad. 2. Select the Bar Tab button. 3. Swipe the customer s credit card or enter their name. 4. Select the Ok button. 5. Enter the order in the Ticket Ordering Screen. Quick Cash 1. In the Ordering Screen enter items. 2. Select the Quick Cash button to close ticket out with total due cash payment. MANAGER OPERATIONS Void Ticket 1. From the Main Dashboard, select Recall Tickets button. 2. Select to highlight the ticket being voided. 3. Select Open Ticket button. (cont d on page 9) 8
9 4. Select Void Ticket button. 5. Select Reason for void. Void Item 1. Recall ticket with items to voided. 2. Select to highlight the item. 3. The Options Screen will appear. 4. Select the Void Item button. Discount Ticket 1. Recall ticket to be discounted. 2. In the Ticket Ordering Screen, select Discount Ticket button, bottom left. 3. Select the Discount type. (Discounts must be set up in the Back Office-Discounts and Coupons.) Discount Items 1. In the Ticket Ordering Screen. 2. Select to highlight the item being discounted. 3. On the bottom of the center column, select the >> (right arrow) button. 4. Select Add/Remove Discount button. 5. Select Add Discount button. 6. Select the Discount type. Transfer Items or Table 1. Select the ticket being transferred. 2. Select to highlight the item or Items to transfer. 3. The Options Screen will appear. 4. Select the Transfer button. 5. If transferring an item, select a Ticket or Table to transfer the highlighted items to. 6. Select the Transfer Items button. 7. If transferring a ticket from one table to another, select the New Table Number. 8. Then select the Transfer Table button. (Only one item is needed to be selected to transfer from one table to another.) 9. Your Table Number will become the new table number and will post at the top of the page. Re-Open Closed/Voided Tickets 1. From the Logon Screen, enter your manager password. 2. Select the Manager button. 3. Select the Retrieve Closed/Voided Tickets button. 4. Select the ticket. 5. Select the Open Ticket button. 9
10 Delete Payment 1. If the ticket is closed, follow steps to Re-Open Closed Tickets. 2. After the ticket is re-opened, select the Pay button. 3. Select Payment button (i.e. Cash $83.95.) 4. A window will appear, prompting confirmation of deletion. 5. For credit card payment, select the Credit Payment button. 6. This will take you into the payment, select the Void button. (Note: Deleting payment will update the status of a ticket from closed to open.) END OF DAY CLOSE OUT Employee Clock-Out 1. Employees cannot clock-out with tickets open. (Unless a manager overrides.) 2. Employees assigned a cash drawer, will need to clock out and close out their drawer. (Blind Close) 3. Depending on employee setup, after clocking out, a sales report for the employee will be printed out. Settle with Drivers 1. From the Dispatcher Screen, select the Summary Tab. 2. View report for all drivers and their delivery tickets for total amount owed. 3. Collect amount owed from each driver. 4. Select the Driver or tickets you need to settle. 5. Select the Settle button to Close Out all open cash tickets with this driver. Settle with Wait Staff (Virtual Bank) 1. From Logon Screen, enter in your manager password. 2. Select the Manager button. 3. Select the Close Out button. 4. Select the Employee to be settled. 5. View Employee Sales Report. 6. Look in Cash Reconciliation. 7. Look for Cash Over/Cash Under and settle. Settle with Cashier 1. Log into the Manager Office. 2. Select Close Out. 3. Look in Restaurant Sales Report for the amount that should be in the cash drawer to be settled. 4. Match cashiers total cash with the drawer report. 10 Contact or tech@alphaposservices.com for technical support.
11 Tip Adjustments (Batch Out screen) 1. From the Manager Screen, select Close Out button. 2. Select the >> (right arrow) button in the Close Out Employees Screen. 3. Select the >> (right arrow) button again from the Close Drawer Screen, if restaurant procedure is to adjust the tips at the end of the business day. 4. Select a transaction from the Credit Card Transactions Screen. 5. Use the numeric keypad to enter in the tip amount for that transaction. 6. Select the Enter button. 7. Select the Save Tip Adjustments button. Batch Out 1. Confirm all transactions are tip adjusted and amount adjusted are correct. Match with the credit card signature slip. 2. Select the Batch Summary button. 3. A summary of the batch will load. 4. Print batch summary report. 5. Select the Batch Out button. ***PLEASE PROCEED WITH CAUTION while performing different task in the Batch Out screen. ***READ ALL POP UP MESSAGES Before Selecting Yes! BACK OFFICE SETUPS To Add an Employee 1. From the Logon Screen, enter in your password and select the Back Office button. 2. Select the Employee button. 3. Select the Add New button. (In the General Info Tab) 4. Use Same Attribute As to copy a previous employee s setup. 5. Assign the employee a password; password can be Alpha or Numeric. (Note: With Alpha passwords a keyboard is needed with the POS.) 6. Fill out employee s personal information. 7. Select Section. (If section is not selected the employee will not be able to see any tables in the Table Layout Screen.) 8. Select and choose Employee Type. (This will quickly take the employee to a screen according to their job duties once logging in.) 9. Select a Menu. (Menu template must be set up.) 10. Choose Job Title(s). (Multiple job title can be selected.) 11. Select the Misc Tab. 12. Choose Ticket Options. (If selecting Show by Section, make sure to check off the Ticket Types.) 13. Assign Module Access. (Types of tickets an employee can start.) 14. Assign Delivery Zones. (Zones a driver can deliver to.) 15. Select Ok to save. Contact or tech@alphaposservices.com for technical support. 11
12 Add a Menu Item 1. From the Logon Screen enter in your password and select the Back Office button. 2. Select Menu button. 3. Select Menu Item. 4. Select the Category where this Item will belong to. 5. Select an available (Blank) button. 6. Use Same Attribute As to quickly copy other item settings of the same type. 7. Enter in item name and price. 8. Select the Ok button to save this new item. Change Price Menu Items or Choices 1. From the Logon Screen enter in your password and select the Back Office button. 2. Select Menu button. 3. To change price for an item, select the Menu Item button. 4. To change price for a choice, select the Choice button. 5. Select the Price Tab on top of the screen. 6. Enter in the new price. To Go and Delivery should also be filled. 7. Select the Ok button to save the settings. RULES FOR CASH DRAWER 1. No Payment means you cannot pay for any tickets. 2. If "Pay My Own Ticket" is ON, you need manager override to pay. All payment responsibilities still belong to the originator. 3. If "Pay My Own Ticket" is OFF, the person accepting payment is responsible for the payment. The sale still goes back to the originator. 4. A Cashier can only make payments on their own station, where they started the drawer. 12
13 RELATED PRODUCTS & SERVICES Merchant Services Whether you have a retail storefront, restaurant, e-commerce or telephone order-based business, Alpha Card Services provides trusted, innovative, profitable, and secure credit card processing solutions for your business. Cash Advance Unlike securing a loan, cash advances provide you an advance on future credit card sales. There is no fixed payment schedule or restrictions on how you use your money. Even better, Pinnacle Merchant Advance has the lowest rates in the industry. Payroll Services If you are a business owner, a payroll manager, an accounting professional, or simply looking for an alternative payroll company for your business, Alpha Payroll Services has a comprehensive and affordable solution for you. Gift & Reward Cards Market your brand each time a consumer opens his or her wallet. Alpha Card Services offers a variety of gift card packages to fit your business needs. You may choose from a broad selection of pre-designed card templates or create your own custom card. ATM Services Alpha ATM Services provides you with a full service ATM Placement Program. This program was designed for businesses who don t want the hassles of handling cash and machine maintenance. Alpha ATM does all the servicing and you simply collect a monthly commission. Contact or tech@alphaposservices.com for technical support. 13
14 Scan here to learn more about Alpha POS Services Phone: Fax: Alpha POS Services 1210 Northbrook Drive, Ste. 475 Trevose, PA Alpha POS Services POS-QRG-0314
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